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07-19-2008 Supplemental Council Agenda
SARATOGA CITY COUNCIL MEETING DATE: July 19, 2008 AGENDA ITEM: ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: John Cherbone DEPT HEAD: John Cherbone SUBJECT: Capital Improvement Plan (CIP) 4th Study Session RECOMMENDED ACTION(S): Accept report regarding the CIP and provide direction to staff REPORT SUMMARY: CIP Project Prioritization The annual amount of funding available for the CIP is limited so it becomes necessary to prioritize projects. The following items are aimed at assisting the City Council in deciding which projects have funding priority: 1. Discuss Park Development funded projects. As directed by City Council at the June 3 CIP Study Session, unfunded park/trail projects were added to the list of new projects previously prioritized by the Parks and Recreation Commission (PRC) and Pedestrian Equestrian Bicycle Advisory Committee (PEBTAC). The expanded list of park/trail projects were prioritized by the PRC at their July Meeting (Attachment 1). The PEBTAC was not able to prioritize the expanded project list at their most recent meeting because it was not yet available. Park and trail projects are traditionally funded from Park Development Fees as they are collected. Currently there are no available funds to allocate towards new project funding, therefore projects will be placed on a waiting list until funding is available. 2. Conduct an exercise aimed at prioritizing all other CIP projects (Attachment 2), which includes new projects for FY 08/09 and unfunded projects approved in previous fiscal years. Summary information on each project can be found in Attachment 3. As directed by City Council, the project prioritization list has been combined to include both general CIP projects and projects aimed at increasing operational efficiencies. It is recommended that City Council choose up to 10 projects from the list of projects (Attachment 2). The projects chosen will then be prioritized from 1 to 10 with 10 being the highest priority at 10 points. After prioritization by City Council the project totals will be added and averaged. The resulting priority list will include a funding cut -off line based on the available funding of $1,063,000 (See CIP Funding Below). Council can write in a different funding amount for projects without set cost estimates such as projects with sinking funds, efficiency projects for City buildings, and projects which can be constructed in phases. 3. If the priority list of projects resulting from the priority exercise meets Council's approval then it is recommended that Council direct staff to begin the Public Hearing process for final adoption of the CIP. If the resulting priority list does not meet Council's approval then it is recommended that Council either negotiate an amended priority list or conduct a subsequent priority exercise for projects that do not have consensus. CIP Funding: At the June 2008 hearing connected to the approval of the FY 08/09 Budget, Council directed $1.2 million in funds from unallocated end of year savings be set aside for the CIP. Projects eligible for this funding now include projects aimed at improving operational efficiencies. Project Funding Summary (CIP Fund) Approved at the May Council Meeting CIP Fund: Community Development Document Imaging Project: City Website Upgrade Project: Highway 9 Safety Project Phase 3 Local Funds (Prop 116 Grant CIP Funds Available: Project Funding Summary (Other Funds) Hakone Gardens Well and Koi Pond Repairs (Undesignated Fund): $50,000 2 of 7th CIP Study Session City $1,200,000 (60,000) (50,000) $462k) (27,000) $1,063,000 The following two projects were introduced at the,June 3 CIP Study Session and were subsequently approved for funding at the June 4 and July 2 City Council Meetings, respectively. Comer Drive Retaining Wall Replacement (Hillside Repair Fund): $200,000 Note: City Council has directed that these funds be repaid to the Economic Uncertainty /Hillside Reserve Fund within 2 fiscal years. CIP Process: The scheduling over time of public improvements is an essential task of a CIP and is based on a series of priorities according to need, desire, importance, and of the City's ability to fund the various projects. A comprehensive CIP can provide many benefits to the City. The following are a few examples of these benefits: 1. Ensures that public facilities and circulation portions of the general plan are carried out. 2. Remedies deficiencies in the City's infrastructure. 3. Ensures projects built when they are needed. 4. Ensures that funds can be provided from a variety of sources in a logical manner over a multi -year period. Recommended criteria to consider when making choices on project priorities: FISCAL IMPACTS: o Importance relative to community needs. o Resources available. o Operation and Maintenance Costs. Some projects may be fully funded over a multi -year period. Other projects may be included but unfunded, awaiting grants and special funding sources not available at the time of the CIP development. In other cases Council may wish to fund design and engineering costs only for projects likely to be submitted for competitive grant applications requiring projects that are pre approved and for which designs have been completed. Once direction from City Council on the draft changes to the CIP is received, staff will schedule a hearing for public input. The next step in the process will be to submit new projects to the Planning Commission for review of general plan conformance and environmental approvals. The process will conclude with public hearings and final adoption of the new CIP projects by City Council. Unknown at this time. Depends on the final CIP project list. 3 of 4 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Not Applicable. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Subsequent Public Hearings will be held with both the Planning Commission and City Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Parks and Trails Priority List 2. Priority Exercise Sheet 3. Project Summary Information 4. CEP Spreadsheet 4 of 4 RECOMMENDED PRIORITIZATION (ORIGINAL, INCLUDES PRC PEBTAC): 1. Park Restroom Improvement Work 2. Lower Tank Trail (Parker Ranch) Repair Project 3. Village Creek Trail 4. De Anza Trail Phase II 5. Petanque Court at Azule Park 6. Heritage Orchard Monument Sign RECOMMENDED PRIORITIZATION (2 TIME, PRC ONLY): 1) Park Restroom Improvement Work 2) Lower Tank Trail (Parker. Ranch) Repair Project 3) Petanque Court at Azule Park 4) De Anza Trail Phase II 5) Wildwood Park Pedestrian Bridge Rehabilitation 6) Village Creek Trail 7) Calabazas Creek Trail Attachment 1 PRIORITY EXERCISE PARK TRAIL PROJECTS Ratings: 9 9 POINTS 8 8 POINTS 7 7 POINTS 6 6 POINTS 5 5 POINTS 4 4 POINTS 3 3 POINTS 2 2 POINTS 1 1 POINT Project Proposed Projects Approved Unfunded Projects Project Bruno Forte Goldberg Soukup Wilson Budget Park Restroom Improvement Work 9 9 9 34,000 Lower Tank Trail (Parker Ranch) Repair Project 2 8 s 20,000 Petanque Court at Azule Park 8 4 v 6 25,000 De Anza Trail Phase II 7 5 s 75,000 Wildwood Park Pedestrian Bridge Rehabilitation 4 6 7 125,000 6 Village Creek Trail 5 7 m 3 75,000 Calabazas Creek Trail 6 3 3 4 100,000 Odd Fellows Trail Development 3 2 2 60,500 I a:;. Heritage Orchard Monument Sign 1 1 1�: t 35,000 'riority Exercise Rules 549,500 Attachment 3 CIP PROJECT SUMMARY INFORMATION Roadway Safety and Traffic Calming Improvements 1. Pedestrian Refuge Area at Quito /McCoy Intersection: This is an adopted unfunded CIP project which would fund a pedestrian refuge area at the intersection of Quito and McCoy. Project Cost: $15,000 2. Herriman Avenue Crosswalk Improvements: This is an adopted unfunded CIP project which would fund a raised crosswalk at the intersection of Herriman and Lexington. Project Cost: $25,000 3. Herriman Avenue Sidewalk Improvements Option 1: This is an adopted unfunded CIP project which would raise the recently constructed pathway above roadway grade by filling in the void, between the concrete curb and the new asphalt berm, with asphalt. Project Cost: $25,000 4. Herriman Avenue Sidewalk Improvements Option 2: This is an adopted unfunded CIP project which would construct a new sidewalk/pathway outside of the street travel way. Project Cost: $150,000 5. Komina Walking Path: This is an adopted unfunded CIP project which would construct a new sidewalk/pathway on Komina to improve pedestrian safety near the Oak Street elementary school. Project Cost: $100,000 6. Saratoga Elementary School Driveway Modification: This is an adopted unfunded CIP project which would modify the entrance to the school parking lot and drop off area to decrease vehicular conflicts on Oak Street. Project Cost: $50,000 7. Solar Powered Radar Feedback Signs: This project would fund the installation of 4 radar feedback signs at locations yet to be determined for traffic calming purposes. Project Cost: $50,000 8. Traffic Safety: This project would fund small safety projects recommended by the Traffic Safety Commission for FY 08/09. The cost of these small projects can range from a few hundred dollars to a few thousand dollars. Project Cost: $25,000 9. Cox Avenue Traffic and Pedestrian Safety Improvements: This project would restripe Cox Avenue between Saratoga Avenue and Paseo Presada to a single lane in each direction with a center turn lane and in pavement lighting for the mid -block crosswalk. This project was recommended by the TSC at their 03/03/08 meeting. Project Cost: $75,000 10. Glen Brae Avenue Median Choker: This is an adopted unfunded CIP project which would fund a median choker on Glen Brae Avenue for traffic calming purposes. Project Cost: $15,000 11. Montalvo Road Traffic Calming: This project would provide traffic calming by constructing a raised median on Montalvo Road. The project was recommended by the TSC at their 05/08/08 meeting. Project Cost: $15,000 12. Aspesi Drive Traffic Calming: This project would provide traffic calming by constructing a raised median on Aspesi Drive. The project was recommended by the TSC at their 4/12/07 meeting. Project Cost: $12,000 13. Brookglen Drive Traffic Calming: This project would provide traffic calming by constructing a raised median on Brookglen Drive. The project was recommended by the TSC at their 10/11/07 meeting. Project Cost: $25,000 14. Cox Avenue Traffic Calming: This project would provide traffic calming by constructing a speed bump on Cox Avenue between Paseo Presada and Quito Road. The project was recommended by the TSC at their 03/11/08 meeting. Project Cost: $8,000 Street Landscape and Beautification Improvements 15. Prospect Road Median Project Construction Phase: This project would implement the Prospect Road Median Master Plan (scheduled for approval at the June 4 City Council Meeting). The project can be phased if desired. Project Cost: $2,340,000 (Total Project Cost) 1,170,000 (City of San Jose 50% share) $1,170,000 For budget purposes assume splitting the project into phases. Assume first phase at $150,000. A phase can range in cost from $75,000 to $450,000. Sidewalks, Curbs Storm Drains Improvements 16. Annual Sidewalk Repair Project: This project would fund annual sidewalk repairs for FY08 /09. Project Cost: $50,000 17. Quito Road Sidewalk Improvements: This is an adopted unfunded CIP project which would construct a new sidewalk on Quito road from the RXR tracks to Allendale Avenue. Project Cost: $150,000 18. Annual Storm Drain Repair Project: This project would fund annual storm drain repairs for FY08 /09. Project Cost: $50,000 19. El Camino Grande /Monte Vista Storm Drain Improvements: This is an adopted unfunded CIP project which would construct a new storm drain system on El Camino Grande at the intersection with Monte Vista to mitigate periodic flooding problems. Project Cost: $300,000 20. Chester Avenue Storm Drain Storm Drain Improvements: This is an adopted unfunded CIP project which would construct a new storm system on Chester Avenue to mitigate periodic flooding problems. Project Cost: $300,000 Facility Improvements 21. North Campus Building Removal Project: Per direction received at the April 16 City Council Meeting, this project would remove the front two buildings at the North Campus, namely the Sanctuary Building and the Education Building. Once the buildings are removed lawn and irrigation will be installed as well as benches. Project Cost: $50,000 (Building Demolition) 25,000 (Sod, Irrigation, and Benches) $75,000 Yearly operational cosis will be approximately $5,000 for landscape maintenance and watering of the new sod area. 22. Corporation Yard Equipment Shelter Structure: This project is connected to the solar project listed under Operational Efficiencies and would provide the structure to which the solar panels will be mounted. Additionally, this project would increase the life expectancy of City equipment, maintenance vehicles, and rolling stock by better protecting them from adverse environmental conditions. Project Cost: $100,000 23. North Campus Improvement Fund: The purpose of this fund is to set aside funding each year for capital improvements at the North Campus such as new public facilities. Project Cost: Dependent on Council Direction. $50,000 has been used as a placeholder for budgeting purposes. 24. Multi purpose Room Improvement Fund: The purpose of this fund would be to set aside funding for the purpose of building a City multi purpose room. Project Cost: Dependent on Council Direction. $600,000 has been used as a placeholder for budgeting purposes. 25. Big Basin Way Turn Around: Thig project would construct a turn around at the end of the Village that would provide drivers an additional option for circulation through Village. The options currently available to drivers are private or business driveways, side streets, and parking lots. The project would need approval from Caltrans. Project Cost: $100,000 26. City Hall Parking Improvements: This project would create additional parking at City Hall by removing landscaping near the corner of Fruitvale and Allendale. Project Cost: $100,000 27. Bus Stop Shelter Concrete Pads This project would fund the concrete pads and wooden shelters necessary to install bus stop shelters at 4 select locations along bus routes in the City. Project Cost: $40,000 28. Hakone Gardens Upper Moon House Foundation Repair: This project would repair the foundation of the Upper Moon House at Hakone Gardens. Project Cost: $125,000 29. Hakone Gardens Visitor Center Design: This project would fund the design work for the Hakone Gardens Visitor Center. Project Cost: $100,000 30. City Hall Emergency Generator Project: This project would fund the purchase and installation of an emergency generator which would power both the Administration Building and Community Development /Engineering Building with power in the case of an extended power outage or disaster. Project Cost: $50,000 31.3 Street Parking Lot Improvements: This project would fund minor improvements to two small contiguous private parking lots located off of 3 Street in order to gain public parking access. The idea would be similar in nature to the City's parking lease agreement with West Hope Church. The estimated cost of the minor improvements is $25,000, which does not include probable lease payments to the property owners. Project Cost: $25,000 32. City Compost Bins: This project would construct one or more large compost bins to be located on City owned property such as a park. The compost generated by City operations would be available to the public. It is assumed a minimum of two would be constructed at an estimated cost of $5,000 per bin. There would be some staff time involved in the compost operation. Project Cost: $10,000 Operational Efficiency Improvements 33. City Hall Solar Project: This project would provide solar power to the Community Center and Maintenance Building by constructing a solar array atop a new equipment shelter structure located in the Corporation Yard. Project Cost: $532,000 (Solar Panels) 137,674 (Solar Rebate) 50,000 (Electrical Work) $444,326 Alternative Project Cost for Lease to Own Option: $160,000 (includes solar rebate and electrical work). The project has a potential of an annual electricity cost savings of $15,800 at the current energy rate. It will take approximately 16 years to recoup the capital expenditure assuming an average annual energy cost increase of around 7.5 Additional benefits of the project include all of the "green" benefits of renewable energy such as reduction in green houses gases in the amount of 161,805 lbs per year, or equal to planting 163 acres of trees, or removing ,116 cars from the road. Annual maintenance will be approximately $500 to clean the solar panels. The warranties on the solar equipment range from 10 years for the electric converter equipment to 25 years for the solar panels. 34. Cool Roofs: This project would replace aging roofs at the Community Center and City Hall with sunlight reflecting "cool roof systems" that reduce the roof surface temperature by up to 100 degrees Fahrenheit, thereby reducing the heat transferred into the building below. This helps to reduce energy costs (by keeping attics and ducts cooler), improve occupant comfort, cut maintenance costs, increase the life cycle of the roof, and reduce urban heat islands along with associated smog. Project Cost: $19,000 $164,000 35. High Efficiency HVAC Systems: This project would replace aging Heating, Ventilation, and Air Conditioning (HVAC) systems at the Community Center and City Hall with high efficiency, Energy Star rated systems. The HVAC system has a major influence on the comfort and quality of a building's indoor environment. The HVAC system accounts for 30 to 50 percent of the annual electric bill and high efficiency systems could reduce energy consumption by up to 40% per year. Project Cost: $60,000 $690,000 36. Double Pane Windows: This project would replace the old single -pane windows at the Community Center and City Hall with new double -pane windows. Double -pane windows keep heat in during the winter and air conditioned air in during the summer. Tinting the windows is also an option as a double pane window with a particular coating called low emissivity, or low -E, will significantly reduce heat's entrance from the sun. An additional benefit to double -pane windows is the increased sound insulation and noise reduction. According to recent studies, a double pane window in a wood frame had a 16% savings and a double pane window in a wood frame with the low -e coating gave a 32% savings in yearly air conditioning bills. Additional savings could be realized with aluminum framed windows. Project Cost: $11,000 $157,000 37. Energy Star Compliant Appliances: This project would replace the old dishwashing machines, clothes washers and dryers, refrigerators, freezers, etc. with new high efficiency Energy Star rated models. These qualified appliances incorporate advanced technologies that use 10 -50% less energy and water than standard models. Estimated Project Cost: $2,000 $20,000 38. Ceiling Insulation: This project would increase the R -Value of all ceiling insulation in City buildings. Using foam or fiberglass batting, savings of up to 40% are expected with a return on investment in 2 to 7 years. Estimated Project Cost: $15,000 $160,000 39. Motion Control Lighting: This project would automate the lighting controls in City buildings. Programming motion detector light switches would automatically turn off lights in rooms not being used and result in electricity and light bulb savings. Estimated Project Cost: $1,000 to $8,000 Operational Efficiencies Plan City Hall, Administration ($128,000) Energy Star HVAC units with economizer 2 35k 70k Double pane windows 20 1k 20k Cool Roof (new roof needed in 5 to 8 years) 1 19k 19k Ceiling insulation 1 15k 15k Energy Star Water Heater with insulated pipes 1 2k 2k Window Film on west and south facing windows 1 1 k 1 k Motion detectors in restrooms for lighting control 1 1 k 1 k City Hall, Community Development /Public Works ($293,000) Energy Star HVAC units with economizer 4 40k 160k Double pane windows 35 1k 35k Cool Roof (new roof needed in 2 to 4 years) 1 55k 55k Ceiling insulation 1 35k 35k Energy Star Water Heater with insulated pipes 1 3k 3k Window Film on west and south facing windows 1 3k 3k Motion detectors in restrooms for lighting control 1 2k 2k Community Center, Recreation and Senior Centers ($647,000) Energy Star HVAC units with economizer 10 40k 400k Double pane windows 65 1 k 65k Cool Roof (new roof needed in 2 to 4 years) 1 90k 90k Ceiling insulation 1 65k 65k Energy Star Water Heater with insulated pipes 1 4k 4k Window Film on west and south facing windows 1 10k 10k Motion detectors in restrooms for lighting control 1 3k 3k Energy Star Appliances Refrigerators and 1 10k 10k Freezers Corporation Yard ($97,000) Energy Star HVAC units with economizer Double pane windows Ceiling insulation Energy Star Appliances Refrigerators and Freezers Other Sites ($50,000) Warner Hutton House, Ceiling insulation Warner Hutton House, Double pane windows Warner Hutton House, Motion detector light QTY UNIT EXT 2 30k 60k 11 1k 11k 1 25k 25k 1 1k 1k 1 20k 20k 13 1k 13k 1 1k 1k switches Civic Theater, Motion detector light switches 1 1 k 1 k North Campus Admin Building, Double pane 15 1k 15k windows Attachment 1 PRIORITY EXERCISE PARK TRAIL PROJECTS Ratings: 9 9 POINTS 8 8 POINTS 7 7 POINTS 6 6 POINTS 5 5 POINTS 4 4 POINTS 3 3 POINTS 2 2 POINTS 1 1 POINT Project Proposed Projects Approved Unfunded Projects Project Bruno Forte Goldberg Soukup Wilson Budget 3 Park Restroom Improvement Work 9 9 9 34,000 2 Lower Tank Trail (Parker Ranch) Repair Project 2 8 8 20,000 5 Petanque Court at Azule Park 8 4 6 25,000 i De Anza Trail Phase II 7 5 8 75,000 Wildwood Park Pedestrian Bridge Rehabilitation 4 6 125,000 6 Village Creek Trail 5 7 3 75,000 Calabazas Creek Trail 6 3 4 100,000 8 Odd Fellows Trail Development 3 2 2 60,500 4 Heritage Orchard Monument Sign 1 1 1 35,000 'Priority Exercise Rules 549,500 Attachment 3 CIP PROJECT SUMMARY INFORMATION Roadway Safety and Traffic Calming Improvements 1. Pedestrian Refuge Area at Quito/McCoy Intersection: This is an adopted unfunded CIP project which would fund a pedestrian refuge area at the intersection of Quito and McCoy. Project Cost: $15,000 2. Herriman Avenue Crosswalk Improvements: This is an adopted unfunded CIP project which would fund a raised crosswalk at the intersection of Herriman and Lexington. Project Cost: $25,000 3. Herriman Avenue Sidewalk Improvements Option 1: This is an adopted unfunded CIP project which would raise the recently constructed pathway above roadway grade by filling in the void, between the concrete curb and the new asphalt berm, with asphalt. Project Cost: $25,000 4. Herriman Avenue Sidewalk Improvements Option 2: This is an adopted unfunded CIP project which would construct a new sidewalk/pathway outside of the street travel way. Project Cost: $150,000 5. Komina Walking Path: This is an adopted unfunded CIP project which would construct a new sidewalk/pathway on Komina to improve pedestrian safety near the Oak Street elementary school. Project Cost: $100,000 6. Saratoga Elementary School Driveway Modification: This is an adopted unfunded CIP project which would modify the entrance to the school parking lot and drop off area to decrease vehicular conflicts on Oak Street. Project Cost: $50,000 7. Solar Powered Radar Feedback Signs: This project would fund the installation of 4 radar feedback signs at locations yet to be determined for traffic calming purposes. Project Cost: $50,000 8. Traffic Safety: This project would fund small safety projects recommended by the Traffic Safety Commission for FY 08/09. The cost of these small projects can range from a few hundred dollars to a few thousand dollars. Project Cost: $25,000 9. Cox Avenue Traffic and Pedestrian Safety Improvements: This project would restripe Cox Avenue between Saratoga Avenue and Paseo Presada to a single lane in each direction with a center turn lane and in pavement lighting for the mid -block crosswalk. This project was recommended by the TSC at their 03/03/08 meeting. Project Cost: $75,000 10. Glen Brae Avenue Median Choker: This is an adopted unfunded CIP project which would fund a median choker on Glen Brae Avenue for traffic calming purposes. Project Cost: $15,000 11. Montalvo Road Traffic Calming: This project would provide traffic calming by constructing a raised median on Montalvo Road. The project was recommended by the TSC at their 05/08/08 meeting. Project Cost: $15,000 12. Aspesi Drive Traffic Calming: This project would provide traffic calming by constructing a raised median on Aspesi Drive. The project was recommended by the TSC at their 4/12/07 meeting. Project Cost: $12,000 13. Brookglen Drive Traffic Calming: This project would provide traffic calming by constructing a raised median on Brookglen Drive. The project was recommended by the TSC at their 10/11/07 meeting. Project Cost: $25,000 14. Cox Avenue Traffic Calming: This project would provide traffic calming by constructing a speed bump on Cox Avenue between Paseo Presada and Quito Road. The project was recommended by the TSC at their 03/11/08 meeting. Project Cost: $8,000 Street Landscape and Beautification Improvements 15. Prospect Road Median Project Construction Phase: This project would implement the Prospect Road Median Master Plan (scheduled for approval at the June 4 City Council Meeting). The project can be phased if desired. Project Cost: $2,340,000 (Total Project Cost) 1,170,000 (City of San Jose 50% share) $1,170,000 For budget purposes assume splitting the project into phases. Assume first phase at $150,000. A phase can range in cost from $75,000 to $450,000. Sidewalks, Curbs Storm Drains Improvements 16. Annual Sidewalk Repair Project: This project would fund annual sidewalk repairs for FY08 /09. Project Cost: $50,000 17. Quito Road Sidewalk Improvements: This is an adopted unfunded CIP project which would construct a new sidewalk on Quito road from the RXR tracks to Allendale Avenue. Project Cost: $150,000 18. Annual Storm Drain Repair Project: This project would fund annual storm drain repairs for FY08 /09. Project Cost: $50,000 19. El Camino Grande/Monte Vista Storm Drain Improvements: This is an adopted unfunded CIP project which would construct a new storm drain system on El Camino Grande at the intersection with Monte Vista to mitigate periodic flooding problems. Project Cost: $300,000 20. Chester Avenue Storm Drain Storm Drain Improvements: This is an adopted unfunded CIP project which would construct a new storm system on Chester Avenue to mitigate periodic flooding problems. Project Cost: $300,000 Facility Improvements 21. North Campus Building Removal Project: Per direction received at the April l6` City Council Meeting, this project would remove the front two buildings at the North Campus, namely the Sanctuary Building and the Education Building. Once the buildings are removed lawn and irrigation will be installed as well as benches. Project Cost: $50,000 (Building Demolition) 25,000 (Sod, Irrigation, and Benches) $75,000 Yearly operational costs will be approximately $5,000 for landscape maintenance and watering of the new sod area. 22. Corporation Yard Equipment Shelter Structure: This project is connected to the solar project listed under Operational Efficiencies and would provide the structure to which the solar panels will be mounted. Additionally, this project would increase the life expectancy of City equipment, maintenance vehicles, and rolling stock by better protecting them from adverse environmental conditions. Project Cost: $100,000 23. North Campus Improvement Fund: The purpose of this fund is to set aside funding each year for capital improvements at the North Campus such as new public facilities. Project Cost: Dependent on Council Direction. $50,000 has been used as a placeholder for budgeting purposes. 24. Multi- purpose Room Improvement Fund: The purpose of this fund would be to set aside funding for the purpose of building a City multi purpose room. Project Cost: Dependent on Council Direction. $600,000 has been used as a placeholder for budgeting purposes. 25. Big Basin Way Turn Around: This project would construct a turn around at the end of the Village that would provide drivers an additional option for circulation through Village. The options currently available to drivers are private or business driveways, side streets, and parking lots. The project would need approval from Caltrans. Project Cost: $100,000 26. City Hall Parking Improvements: This project would create additional parking at City Hall by removing landscaping near the corner of Fruitvale and Allendale. Project Cost: $100,000 27. Bus Stop Shelter Concrete Pads This project would fund the concrete pads and wooden shelters necessary to install bus stop shelters at 4 select locations along bus routes in the City. Project Cost: $40,000 28. Hakone Gardens Upper Moon House Foundation Repair: This project would repair the foundation of the Upper Moon House at Hakone Gardens. Project Cost: $125,000 29. Hakone Gardens Visitor Center Design: This project would fund the design work for the Hakone Gardens Visitor Center. Project Cost: $100,000 30. City Hall Emergency Generator Project: This project would fund the purchase and installation of an emergency generator which would power both the Administration Building and Community Development/Engineering Building with power in the case of an extended power outage or disaster. Project Cost: $50,000 31.3" Street Parking Lot Improvements: This project would fund minor improvements to two small contiguous private parking lots located off of 3 Street in order to gain public parking access. The idea would be similar in nature to the City's parking lease agreement with West Hope Church. The estimated cost of the minor improvements is $25,000, which does not include probable lease payments to the property owners. Project Cost: $25,000 32. City Compost Bins: This project would construct one or more large compost bins to be located on City owned property such as a park. The compost generated by City operations would be available to the public. It is assumed a minimum of two would be constructed at an estimated cost of $5,000 per bin. There would be some staff time involved in the compost operation. Project Cost: $10,000 Operational Efficiency Improvements 33. City Hall Solar Project: This project would provide solar power to the Community Center and Maintenance Building by constructing a solar array atop a new equipment shelter structure located in the Corporation Yard. Project Cost: $532,000 (Solar Panels) 137,674 (Solar Rebate) 50,000 (Electrical Work) $444,326 Alternative Project Cost for Lease to Own Option: $160,000 (includes solar rebate and electrical work). The project has a potential of an annual electricity cost savings of $15,800 at the current energy rate. It will take approximately 16 years to recoup the capital expenditure assuming an average annual energy cost increase of around 7.5 Additional benefits of the project include all of the "green" benefits of renewable energy such as reduction in green houses gases in the amount of 161,805 lbs per year, or equal to planting 163 acres of trees, or removing 116 cars from the road. Annual maintenance will be approximately $500 to clean the solar panels. The warranties on the solar equipment range from 10 years for the electric converter equipment to 25 years for the solar panels. 34. Cool Roofs: This project would replace aging roofs at the Community Center and City Hall with sunlight reflecting "cool roof systems" that reduce the roof surface temperature by up to 100 degrees Fahrenheit, thereby reducing the heat transferred into the building below. This helps to reduce energy costs (by keeping attics and ducts cooler), improve occupant comfort, cut maintenance costs, increase the life cycle of the roof, and reduce urban heat islands along with associated smog. Project Cost: $19,000 $164,000 35. High Efficiency HVAC Systems: This project would replace aging Heating, Ventilation, and Air Conditioning (HVAC) systems at the Community Center and City Hall with high efficiency, Energy Star rated systems. The HVAC system has a major influence on the comfort and quality of a building's indoor environment. The HVAC system accounts for 30 to 50 percent of the annual electric bill and high efficiency systems could reduce energy consumption by up to 40% per year. Project Cost: $60,000 $690,000 36. Double Pane Windows: This project would replace the old single -pane windows at the Community Center and City Hall with new double -pane windows. Double -pane windows keep heat in during the winter and air conditioned air in during the summer. Tinting the windows is also an option as a double pane window with a particular coating called low emissivity, or low -E, will significantly reduce heat's entrance from the sun. An additional benefit to double -pane windows is the increased sound insulation and noise reduction. According to recent studies, a double pane window in a wood frame had a 16% savings and a double pane window in a•wood frame with the low -e coating gave a 32% savings in yearly air conditioning bills. Additional savings could be realized with aluminum framed windows. Project Cost: $11,000 $157,000 37. Energy Star Compliant Appliances: This project would replace the old dishwashing machines, clothes washers and dryers, refrigerators, freezers, etc. with new high efficiency Energy Star rated models. These qualified appliances incorporate advanced technologies that use 10-50% less energy and water than standard models. Estimated Project Cost: $2,000 $20,000 38. Ceiling Insulation: This project would increase the R -Value of all ceiling insulation in City buildings. Using foam or fiberglass batting, savings of up to 40% are expected with a return on investment in 2 to 7 years. Estimated Project Cost: $15,000 $160,000 39. Motion Control Lighting: This project would automate the lighting controls in City buildings. Programming motion detector light switches would automatically turn off lights in rooms not being used and result in electricity and light bulb savings. Estimated Project Cost: $1,000 to $8,000 Operational Efficiencies Plan QTY UNIT EXT City Hall, Administration ($128,000) Energy Star HVAC units with economizer 2 35k 70k Double pane windows 20 1k 20k Cool Roof (new roof needed in 5 to 8 years) 1 19k 19k Ceiling insulation 1 15k 15k Energy Star Water Heater with insulated pipes 1 2k 2k Window Film on west and south facing windows 1 1k 1k Motion detectors in restrooms for lighting control 1 1k 1k City Hall, Community Development Public Works ($293,000) Energy Star HVAC units with economizer 4 40k 160k Double pane windows 35 1 k 35k Cool Roof (new roof needed in 2 to 4 years) 1 55k 55k Ceiling insulation 1 35k 35k Energy Star Water Heater with insulated pipes 1 3k 3k Window Film on west and south facing windows 1 3k 3k Motion detectors in restrooms for lighting control 1 2k 2k Community Center, Recreation and Senior Centers ($647,000) Energy Star HVAC units with economizer 10 40k 400k Double pane windows 65 1k 65k Cool Roof (new roof needed in 2 to 4 years) 1 90k 90k Ceiling insulation 1 65k 65k Energy Star Water Heater with insulated pipes 1 4k 4k Window Film on west and south facing windows 1 10k 10k Motion detectors in restrooms for lighting control 1 3k 3k Energy Star Appliances Refrigerators and 1 10k 10k Freezers Corporation Yard ($97,000) Energy Star HVAC units with economizer Double pane windows Ceiling insulation Energy Star Appliances Refrigerators and Freezers 2 30k 60k 11 1k 11k 1 25k 25k 1 1k 1k Other Sites ($50,000) Warner Hutton House, Ceiling insulation 1 20k 20k Warner Hutton House, Double pane windows 13 1k 13k Warner Hutton House, Motion detector light 1 1k 1k switches Civic Theater, Motion detector light switches North Campus Admin Building, Double pane windows 1 1k 1k 15 1k 15k ATTACHMENT 2 PRIORITY EXERCISE CIP PROJECTS Ratings: 1 -10 10 Highest 1 Lowest Total Funds Available: 51,063,000 Project Projects FY 08/09 a l Proposed Existing Unfunded Projects Approved in Previous Fiscal Years Project Waltonsmith Page King Hunter Kao Budget i 2 3 4 6 ROADWAY SAFETY AND TRAFFIC CALMING Pedestrian Refuge Area at Quito/McCoy Intersection 15,000 Herriman Avenue Crosswalk Improvements 25,000 Herriman Avenue Sidewalk Improvements Option 1 25,000 Herriman Avenue Sidewalk Improvements Option 2 150,000 Komina Walking Path 100,000 Saratoga Elementary School Driveway and Sidewalk Modification 50,000 7 Solar Powered Radar Feedback Signs 50,000 a Traffic Safety 25,000 l b Cox H Avenue Traffic and Pedestrian Safety Improvements 75,000 Glen Brae Avenue Traffic Median Choker Traffic Calming 15,000 Montalvo Road Traffic Calming 15,000 12 Aspesi Drive Traffic Calming 12,000 13 Brookglen Drive Traffic Calming 25,000 14 Cox Avenue Traffic Calming 8,000 STREET LANDSCAPE BEAUTIFICATION 15 Prospect Road Median Project Construction Phase 150,000 SIDEWALKS, CURBS STORM DRAINS 16 17 is r/ 20 Annual Sidewalk Repair Project 50,000 Quito Road Sidewalk Improvements 150,000 Annual Storm Drain Repairs 50,000 El Camino Grande/Monte Vista Storm Drain Improvements 300,000 Chester Avenue Storm Drain Improvements 300,000 FACILITY IMPROVEMENTS 21 North Campus Building Removal Project 75,000 22 Corporation Yard Equipment Shelter Structure 100,000 23 North Campus Improvements Fund 50,000 24 Multi- Purpose Room Improvements Fund 600,000 25 Big Basin Way Turn Around 100,000 26 City Hall Parking Improvements 100,000 27 Bus Stop Shelter Concrete Pads Wooden Shelters 40,000 28 Hakone Gardens Upper Moon House Foundation Repair 125,000 29 Hakone Gardens Visitor Center Design 100,000 30 City Hall Emergency Generator Project 50,000 31 3 Street Parking Lot Improvements 25,000 32 City Compost Bins 10,000 OPERATIONAL EFFICIENCY IMPROVEMENTS 33 City Hall Solar Project: $160,000 $444,326 34 Cool Roofs: 519,000 5164,000 35 High Efficiency HVAC Systems: 560,000 $690,000 36 Double Pane Windows: $11,000 5157,000 37 Energy Star Compliant Appliances: $2,000 $20,000 38 Ceiling Insulation: 515,000 5160,000 39 Motion Control Lighting: $1,000 $8,000 Priority Exercise Rules SPECIAL MEETING 10:00A.M 4:OOP.M. NORTH CAMPUS ADMINISTRATIVE CONFERENCE ROOM 19848 PROSPECT AVENUE SARATOGA, CA 95070 CALL MEETING TO ORDER 10:00A.M. COMMUNICATIONS FROM PUBLIC AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL CIP STUDY SESSION JULY 19, 2008 REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on July 16, 2008. 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. 1. CIP Study Session Recommended Action: Accept report regarding the CIP and provide direction to staff. ADJOURNMENT 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 or ctclerk @saratoga.ca.us. 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 Posing of Agenda: 1, Ann Sullivan, Acting City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the City of Saratoga was posted on July 16, 2008, at the office of the 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 Signed this 16` day of July 2008 at Sarato a, California. Ann Sullivan, CMC, Acting City Clerk 1 s Request to Address The City Council CIP Study Session July 19, 2008 Name Address Telephone Email 1 ►'dim, 14610 13519 A ni.R., 3 ©q- `7 r ..JeJrnk 2 (2)1114 -e,),,,,kkAt'v.b,. vA9 3 ,cit- v1Le..G— Ccti._e 4 Pe,0V" 5 6 7 8 9 10 11 12 13 14 v� m °Pi 9t4 Request to Address The City Council CIP Study Session July I9, 2008 Name Address Telephone Email 1 -V-_,. s --1. d- t eA; A. c /C 4 4 ''S Er a "10.- co s -s 4 `1 3.4 '�tK, 4 ?a'a6. 1 /:c S 't lit'''- tg A r A vsti rIn 3 t t�l l Ems- i 1 ill I v"-4 k vv\-Q "5SuP(2emA VIC c i z7 2 1 )•3 9 cl 2) eVA. e -i Z, zuC�li(� Ce-7)634- PC, l 7eft,,L,A,1e.a 191 l 6 7 9.¢ 7 8 9 10 11 12 13 14 Request to Address The City Council CIP Study Session July 19 2008 Name Address Telephone Email 3.,C0--17 2 W 44 -9.6-s C) io ;1, K. Ad 7q l sqs-2- i vzi )44, r i 4 ,i --,i /Pi--.-„,,,d- ri v A 12 7)G -Nav 40 1 6 1 6 14 1 `7,_., 1 --3/5 g 7 Q SV5, l 3 t6 c a y ,pry 6 s l 8 �°�-Q, 9 10 11 12 13 14 Request to Address The City Council CIP Study Session July 19, 2008 Name Address Telephone Email 1 C flu kr N 1 S-72/ `C I C A -ilLI br 6(` ee 0 2 Kath, yik,e, o era e nter DA-. 74/ -s‘os 3 ,o 4 I in 6 7 8 10 11 12 13 14 Request to Address The City Council CIP Study Session July I9, 2008 Name Address Telephone Email 1 L 0 0 ek Gcei(,2-‘ �t fr ri) 2 ij A ey r, 0 j Ak l d -0 (4 y 3 as..tut 2 be- I `A `1 B1.i k 44 t —0 3 3 2__-- 5 1� R USA (q6 7 l i c Al V ;e,v,y. r' -41 s4 e rted.eo 6 7 8 9 10 11 12 13 14 Request to Address The City Council CIP Study Session July 19, 2008 Name Address Telephone Email c L..-/1 Cie ,PKP 2 3 4 5 6 7 8 9 10 11 12 13 14 Request to Address The City Council CIP Study Session July 19, 2008 Name Address Telephone Email �`g -i., 17-37,s 5cUL,L7 frit 49e- Z5 2 Lam in/'I Airvaros c /2. 14QiF hiuf4 7 Yz l5 C/LL6Z eade 3 4 5 6 7 8 9 10 11 12 13 14 ATTACHMENT 2 PRIORITY EXERCISE CIP PROJECTS Project Proposed Projects FY 08/09 4� Existing Unfunded Projects Approved in Previous Fiscal Years ht� 0 16 >'F, l X23 Project ROADWAY SAFETY AND TRAFFIC CALMING Pedestrian Refuge Area at Quito /McCoy Intersection Herriman Avenue Crosswalk Improvements Herriman Avenue Sidewalk Improvements Option 1 Herriman Avenue Sidewalk Improvements Option 2 Komina Walking Path Saratoga Elementary School Driveway and Sidewalk Modification Solar Powered Radar Feedback Signs Traffic Safety Cox Avenue Traffic and Pedestrian Safety Improvements Glen Brae Avenue Traffic Median Choker Traffic Calming Montalvo Road Traffic Calming Aspesi Drive Traffic Calming Brookglen Drive Traffic Calming Cox Avenue Traffic Calming STREET LANDSCAPE BEAUTIFICATION Prospect Road Median Project Construction Phase SIDEWALKS, CURBS STORM DRAINS Annual Sidewalk Repair Project Quito Road Sidewalk Improvements Annual Storm Drain Repairs El Camino Grande /Monte Vista Storm Drain Improvements Chester Avenue Storm Drain Improvements FACILITY IMPROVEMENTS North Campus Building Removal Project Corporation Yard Equipment Shelter Structure North Campus Improvements Fund Multi Purpose Room Improvements Fund Big Basin Way Turn Around City Hall Parking Improvements Bus Stop Shelter Concrete Pads Wooden Shelters Hakone Gardens Upper Moon House Foundation Repair Hakone Gardens Visitor Center Design City Hall Emergency Generator Project 3 Street Parking Lot Improvements City Compost Bins OPERATIONAL EFFICIENCY IMPROVEMENTS City Hall Solar Project: Cool Roofs: High Efficiency HVAC Systems: Double Pane Windows: Energy Star Compliant Appliances: Ceiling Insulation: Motion Control Lighting: Ratings: 1 -10 10 Highest 1 Lowest Waltonsmith Page ry tvo Os' hvrr':�3" %P1 k�Y ra Total Funds Available: $1,063,000 Kao Budget 15,000 25,000 25,000 150,000 100,000 50,000 50,000 25,000 75,000 15,000 15,000 12,000 25,000 8,000 150,000 50,000 150,000 50,000 300,000 300,000 75,000 100,000 50,000 600,000 100,000 100,000 40,000 125,000 100,000 50,000 25,000 10,000 $160,000 $444,326 519,000 $164,000 560,000 $690,000 $11,000 5157,000 $2,000 $20,000 $15,000 $160,000 $1,000 $8,000 Write In Budget 1 I Priority Exercise Rules 1. Prioritize 10 Projects with 10 being the highest at 10 points and 1 being the lowest at 1 point. GENERAL FUND Potential State Takeaway Funding OPERATING BUDGET General Fund Sources Total Operating Revenues 16,930,864 Fund Transfers In 153,732 Use of Carryforwards/Fund Balances 327,000 Total General Fund Sources 17,411,596 General Fund Uses Operating Expenditures 16,809,264 Fund Transfers Out 253,500 Total General Fund Uses 17,062,764 NET OPERATING BUDGET 348,832 FY 2008/09 Potential State Takeaways: $350,000 $550,000 Net Operating Budget after Takeaway ($1,168) to ($201,168) Z:\Budget Directory\Operating Budget\FY 2008- 09\Potential State Takeaways 7/18/2008 SOURCE OF FUNDS Total Funding To Date 2008/09 2009/10 2010/11 2011/12 2012/13 Total Budgeted Funding CIP Fund Road Impact Fees 474,000 500,000 500,000 500,000 500,000 2,474,000 CIP Streets Contributions Transfers In from General Fund 89,385 89,385 from Fund 150 close -out 374,598 374,598 Grants Awards Prop 1B 506,375 476,345 982,720 Prop 42 302,284 316,650 335,649 335,649 355,000 1,645,232 Gas Tax Gas Tax Revenues 464,000 576,000 580,000 585,000 590,000 595,000 3,390,000 TOTAL SOURCE OF FUNDS 1,434,358 1,828,629 1,396,650 1,420,649 1,425,649 1,450,000 8,955,935 POTENTIAL STATE TAKEAWAY IMPACT Prop 42 Takeaway (302,284) (302,284) Payback 100,761 100,761 100,761 302,284 TOTAL SOURCE OF FUNDS AF 1,434,358 1,526,345 1,497,411 1,521,410 1,526,410 1,450,000 8,955,935 CIP STREETS PROJECTS Annual Street Resurfacing (PMP) Project 9111 -001 Z:\Budget Directory\CIP Budget\FY 2008 -09 \CIP Details \1 Streets Program \1 Street Repair Resurfacing Projects 7/18/2008 2009 CIP Requests for Saratoga Historical Park, the Saratoga Historical Foundation, and Museum Our requests for CIP items consideration are, for most part, to improve City property the Saratoga Historical Park. Historical Park Landscaping Even though it is in close proximity to the Village, and is seen by many thousands of passers -by on a daily basis, this park has had little attention over the years. Other City parks have taken priority in terms of attention, funding, improvements, and maintenance. Therefore, because of current condition this park is seldom used by community members as a park per se, but rather is seen simply as the location for the Museum and Book -Go- Round. We believe that this park has untapped potential for valued use to the community, but improvements must be made in order to achieve that perceived value. A planting plan has been developed by the Saratoga Historical Foundation and submitted to City Council and Parks and Recreation. Further, we have funds in hand from donations for planting of the park. We believe that plan is still being considered and not yet approved we do not know actual status. However, there are several actions or projects that must be undertaken prior to the implementation of any planting activity which must also be considered and funded: Park Hardscape Plan (retaining wall /seating, walkways, concrete work, etc.) development and implementation. Park Irrigation Plan development and implementation ($37,500 budgeted in a prior CIP still available I would have to defer to the good people at Public Works for estimates of cost for these projects, but they must be considered as part of this new CIP in order to proceed with the landscaping of the Historical Park. Sidewalk Completion Install the concrete sidewalk segment in front of the museum building in order to connect with the adjacent sidewalks, thereby completing the walkway along this section of Saratoga -Los Gatos Road /Highway 9. This may be considered a safety issue, but certainly should be considered an issue of park esthetics. Expenses for this project could come from the Cal -Trans moneys given to the City for sidewalk maintenance. This item could also be folded into the larger Landscaping Project Plan as part of this CIP. Historic Park Signage Signage for the three historic buildings in the park should be of a unifying and attractive nature. $10K had been previously budgeted for the Museum and Book -Go -Round signage but this money has apparently been used for other purposes. We ask for this amount to be re- budgeted for park signage purposes. This item could also be folded into the larger Landscaping Project Plan. ADA Ramp Currently there is no way to negotiate a wheelchair from the small museum parking area and over the curb to the level of the Museum buildings ramps. We believe that a ramp could be installed over existing macadam built up with additional macadam materials at minimal cost. If a concrete ramp is determined to be necessary then project costs would escalate because existing macadam must be removed, foundation and ramp forms must be installed, and the cost of concrete and labor would escalate expenses. In either plan we would encourage installation of a ramp in order to further comply with current ADA regulations for the Park. Costs for said ramp would be determinate upon choice of alternatives and the project plan. This item could also be folded into the larger Landscaping Project Plan, but because it is of an ADA nature our recommendation is to fund separately. McWilliams House Improvements We ask for funding for permanent improvements to be made to the City -owned pioneer cottage, which we have identified as being "Phase Two" in our plan for this historic building. We expect Phase Two costs to be $10,000, which excludes donated labor, and include: Exterior shutters and hardware for front two windows Period wallpapers in three rooms Period pull -chain toilet and a small sink in toilet room Restore pantry and toilet room to early 1900 period (paint, bead board wainscoting, flooring, etc.). Annual Funding to Museum At the May 16, 2007 City Council meeting the Saratoga Historical Foundation was given $4,288 in a first -time annual funding award, to be used for Museum operations. We are very grateful for this award, especially as it was given in the form of an annual funding. With the expectation of continued funding we ask that this be considered as part of the CIP. We suggest that an annual award be provided in the amount of $10,000, which is about 20% of our current annual budget of approximately $50,000. We do, however, expect that this figure will increase in subsequent years. Our goal is to raise this operating revenue as follows: $20K from memberships and gifts; $20K from fundraising events and grants; $10K in annual funding from the City CIP. The Saratoga Historical Foundation and the Historical Museum expenses are very low we use our resources very wisely and always with great consideration. We ask that annual Museum funding be continued in the amount we have requested given our record of community service, our educational programs, and the increasing level of community interest via membership growth and support of this community asset, which is the Saratoga Historical Museum. Thank you for considering these r quests. Chuck Schoppe, President Saratoga Historical Foundation Subj: Foundation girder Date: 11/30/2007 11:10:36 AM Pacific Daylight Time From: bareis1@mac.com To: Lssaavedra @aol.com Laser level highlighting 1" sag in floor girder (rear of building) Saturday, July 19, 2008 America Online: Guest Page 1 of 1 Subj: Post dry rot Date: 11/30/2007 11:15:54 AM Pacific Daylight Time From: bareisl @mac.com To: Lssaavedra @aol.com Upper house Foundation post rot (typ.) Saturday, July 19, 2008 America Online: Guest Page 1 of 1 City Clerk Dear Honorable Mayor and City Council members, Page 1 of 2 From: edith Ong [ongedith ©gmail.com] Sent: Friday, July 18, 2008 5:48 PM To: Aileen Kao; Ann Waltonsmith; Chuck Page; Kathleen King; Jill Hunter; Dave Anderson; City Clerk Subject: Capital Improvement Meeting Attacl:r1ients: Letter toaratoga City Council.doc I understand there is a capital improvement meeting tomorrow, which I am unable to attend due to prior commitments. Hence I am writing you to urge you to vote to set aside at least $600K of the leftover capital improvement funds for a multipurpose room/gym for use by the citizens of Saratoga. My, name is Edith Ong and we have lived in Saratoga since 1985 and my two children, Beverly and Kevin Tang, both went through the Saratoga School system from Elementary through High School. Bev got her Ph.D from Stanford last year and Kevin just graduated from SHS this year and is going to Santa Clara University. We chose to live in Saratoga when we moved from the East Coast 23 years ago because of its excellent school system, and unlike Cupertino, it has the rural and the feel of a small community. We love Saratoga and would never think of living anywhere else. I was a member of the School Site Council at SHS for the past 2 years, and the Cornerstone survey conducted by the School District last year suggested that the kids in our community don't feel welcomed by the community, and that the city is not very kid's friendly. There aren't a whole lot of community activities that support our kids, and there aren't a lot of places in the community where they could hang out. I would like to see that the city not only has the best schools, but also provide the best activities for our children. Kids are our future, and they bring vitality to our city, and I like to see that they have good memories of their childhood years at Saratoga and would want to move back and set up their future families here. The previous and current council have brought us Congress Springs ($1.2 million), soccer fields at West Valley College on Sundays ($345K), fields at Prospect ($0), and the completion of Kevin Moran Park ($500K for the soccer practice field, tennis court, and bathrooms). There has also been a bond for a new library and almost $6 million for the North Campus and its two building upgrades. We appreciate how funds have been spent and we want to continue this vision of Saratoga as a great place to live. I understand that several approaches are being suggested to build /develop a gym /multipurpose room for use by our citizens in Saratoga. As I understand it, the current recreational building was built by parents for their teenagers and that these parents donated their hard efforts to the city. I think they would be pleased to see our group of parents work with the city to find ways to better utilize this space for our youth. Our population is 26% over 55, 48% between 18 and 55, and another 26% children. A gym will benefit all. It can be used for basketball, volleyball, badminton, yoga, and dance. So, I urge you to vote to set aside at least $600K of the leftover funds for a multi purpose room/gym to be used by our community members. 7/18/2008 I know that a lot of time goes into your effort to meet all the needs of the citizens, and I thank you for your leadership in providing the necessary funding for a project that would provide a strong payback to our community. Thank you for your efforts. Sincerely, Edith Ong Edith Ong, Ph.D. on ed.ith a..gin.ail.com 408 646 -5767 (c) 7/18/2008 Page 2 of 2 Message Page 1 of 1 Mimi Frazer Mather To: mathermk @earthlink.net Subject: FW: 13538 Ronnie Way Permit Complaint Mather's filed "Municipal Code Violation Complaint Form" per J. Livingstone's direction (although he said he does not know what to do with the completed Complaint Form because he believes that a form or process to challenge an "over the counter administrative approval of a permit does NOT exist. He contends that he believes there is NO code violation regarding the process or permit but we disagree. 13538 (R -1 20,000) remodel includes but is not limited to: 700 sq ft; pushing forward front of house with height of 18ft; 2 car garage and open carport facing street This house is directly across from our house. Our dining room and kitchen dining table as well as three bedrooms will directly face the new carport and 2 car garage. Our complaint states: Applicable Ordinance Section Violations Under Article 15 -45 of the Design Review: "Including but not limited to: Sections 15- 45.060 #7 and #8 (b); 15- 45.065 #2b and 2c; and 15 45.080(a) and (d) Violation Description: "1) Reorientation of garage placement and entrance in combination with construction of an open carport will unreasonably interfere with our view and privacy. 2) The new carport structure is incompatible with the neighborhood. 3) The reorientation of the 2 car garage and new carport creates the appearance of excessive mass and bulk. 4) No notice was given to the neighbors within 500 feet When I spoke with John, he stated that he is unwilling to review our complaint based upon his belief that there are no code violations and specifically no limitations on carports. He stated that he may just send us a letter saying there were no code violations without any one else's review. Our issue is broader than just the open carport. John claims that a member of his planning staff approved this permit on July 10th and that it was never reviewed with him. He said that he has no specific guidance from either the Planning Commission or City Council regarding carports. He also believes that with the approval of the permit for 13538 Ronnie Way, NO individual thresholds were exceeded that would have triggered a requirement for notice or review. WE CLAIM THAT AT A MINIMUM, EITHER THE CARPORT OR A COMBINATION OF THE CHANGES SHOULD HAVE TRIGGERED A NEIGHBORHOOD NOTICE AND FORMAL REVIEW. PLEASE LET US KNOW HOW WE ESCALATE THIS COMPLAINT TO FILL OUT THE APPROPRIATE FORMS AND GET PROPER OVERSIGHT REVIEW. Thank you for your support in addressing these issues. Regards, David Mimi Mather 13519 Ronnie Way Saratoga, CA 95070 Home Phone: 408 741 -5111 Cell Phone: 408 309 -8076 7/19/2008