HomeMy WebLinkAboutPacket.pdfTable of Contents
Agenda 3
Appointment of Planning, Heritage Preservation, and Traffic
Safety Commissioners and Administer Oaths of Office
Staff Report 8
Resolution 11
Oaths of Office 13
Proclamation Declaring the Month of March 2010 as “American
Red Cross Month”
Staff Report 21
Proclamation 22
Santa Clara Valley Water District Presentation
Staff Report 23
City Council Meeting Minutes – March 3, 2010
Staff Report 25
Minutes 26
City Council Meeting Minutes – December 4, 2002
Staff Report 34
Minutes 35
Review of Accounts Payable Check Registers
Staff Report 57
02/25/10 Check Register 59
03/04/10 Check Register 64
Treasurer’s Report for the Month Ended February 28, 2010
Treasurer’s Report for the Month Ended February 28,
2010 70
Public Hearing on Resolution Ordering the Abatement of a
Public Nuisance by Removal of Hazardous Vegetation (Weeds)
Staff Report 75
Attachment A - March 17, 2010 Resolution 77
Attachment B - December 16, 2009 Resolution 82
Attachment C - First Notice Mailed Dated December 7,
2009 84
Attachment D - January 20, 2010 Resolution 88
Attachment E - Reminder Letter from SCC Agricultural
Department 90
Attachment F - Legal Notice for March 17, 2010 Public
Hearing 91
FY 2010/11 COMMUNITY DEVELOPMENT BLOCK GRANT
(CDBG) AND COMMUNITY GRANT FUNDING
APPLICATIONS
Staff report 95
CDBG Resolution 98
Community Grants Resolution 100
Allocation Worksheet 102
3-3-10 Staff Report 109
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Applications 115
Follow-up on Process for Allocation of Funding for Community
Events
Staff report 177
Adoption of Resolution in Support of the Local Taxpayer, Public
Safety and Transportation Protection Act of 2010
Staff report and resolution 184
2
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.
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, March 17, 2010
3
2. Proclamation Declaring the Month of March 2010 as “American Red Cross Month”
Recommended action:
Read and 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.
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9. 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
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
Mayor Kathleen King
ABAG
County HCD Policy Committee
Hakone Foundation Executive Committee
West Valley Flood Control Zone & Watershed Advisory Committee
SCC Cities Association Selection Committee
Santa Clara County Emergency Council
West Valley Mayors and Managers Association
Vice Mayor Jill Hunter
Hakone Foundation Board
Historical Foundation
Library Joint Powers Association
SASCC
Sister City Liaison
Village AdHoc
Councilmember Howard Miller
City School Ad-Hoc
Chamber of Commerce
Council Finance Committee
Highway 9 Adhoc
KSAR
Santa Clara County Cities Association Board
West Valley Solid Waste Joint Powers Association
West Valley Transportation Authority PAC
Councilmember Susie Nagpal
Highway 9 Adhoc
Village AdHoc
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Councilmember Chuck Page
City School Ad-Hoc
Santa Clara Valley Water District Commission
Saratoga Ministerial Association
West Valley Sanitation District
Council Finance Committee
CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act, 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, City Clerk for the City of Saratoga, declare that the foregoing agenda for
the meeting of the City Council for the City of Saratoga was posted on March 12, 2010,
at 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 12th day of March 2010 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
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NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
4/7 Joint Meeting with Mt. Winery
4/21 Regular 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
5/5 Regular Meeting – Joint Meeting with Youth Commission
5/19 Regular Meeting – Joint Meeting with Montalvo Arts
6/2 Regular Meeting – Interview Youth commissioners for vacancies
6/16 Regular Meeting – Joint Meeting with HOA Presidents
7/7 Regular Meeting – Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
7/21 Regular Meeting – Joint Meeting with SASCC
8/4 SUMMER RECESS – NO COUNCIL MEETING (Tentative)
8/18 SUMMER RECESS – NO COUNCIL MEETING
9/1 Regular Meeting – Joint Meeting with West Valley Board of Trustees
9/15 Regular Meeting – Joint meeting with Assemblymember Jim Beall
10/6 Regular Meeting – Joint Meeting with Traffic Safety Commission
10/20 Regular Meeting – Joint Meeting with Historical Foundation & Heritage
Preservation Comm.
11/3 Regular Meeting – Joint meeting with Saratoga Ministerial Association
11/17 Regular Meeting - Joint Meeting with Hakone Foundation
11/30 Council Reorganization
12/1 Regular Meeting -
12/15 Regular Meeting -
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2010
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SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: 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.
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 Preservation Commissioner Rita McCarty has completed one 4-year term and has
decided not to serve on a second term; this term expires March 31, 2010.
The attached resolution re-appoints Yan Zhao and Joyce Hlava to the Planning Commission. The
terms for Yan Zhao and Joyce Hlava are for 4 years – April 1, 2010 to April 1, 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 9 months – 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
and signed by the new Commissioners.
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FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Appointments would 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 – Oaths of Office
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RESOLUTION 10 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING TWO MEMBERS TO THE PLANNING COMMISSION,
FOUR MEMBERS TO THE HERITAGE PRESERVATION COMMISSION,
AND TWO MEMBERS TO THE TRAFFIC SAFETY COMMISSION
WHEREAS, two vacancies were created on the Planning Commission resulting
from the expired terms of Yan Zhao and Joyce Hlava; and
WHEREAS, four vacancies were created on the Heritage Preservation
Commission resulting from the expired terms of Peter Marra, Rita McCarty, Norm
Koepernik, and Steve Kellond; and
WHEREAS, two vacancies 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 vacancies on the
Planning Commission, four vacancies on the Heritage Preservation Commission, and two
vacancies on the Traffic Safety Commission.
WHEREAS, City Council conducted interviews on March 3, 2010 and re-
appointed two members to the Planning Commission to fill two vacancies 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 Safety Commission to 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:
PLANNING COMMISSION
YAN ZHAO – APRIL 1, 2010 TO APRIL 1, 2014
JOYCE HLAVA – APRIL 1, 2010 TO APRIL 1, 2014
HERITAGE PRESERVATION COMMISSION
WARREN HEID – APRIL 1, 2010 TO JANUARY 1, 2014
PETER MARRA – APRIL 1, 2010 TO JANUARY 1, 2014
PAULA CAPPELLO – APRIL 1, 2010 TO JANUARY 1, 2015
STEVE KELLOND – APRIL 1, 2010 TO JANUARY 1, 2015
TRAFFIC SAFETY COMMISSION
CORINNE VITA – APRIL 1, 2010 TO JANUARY 1, 2014
KENNETH BIESTER - APRIL 1, 2010 TO JANUARY 1, 2014
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The above and foregoing resolution was passed and adopted at a regular meeting of the
Saratoga City Council held on the 17th day of March 2010 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
______________________________
Kathleen M. King, Mayor
ATTEST:
____________________________
Ann Sullivan, City Clerk
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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 Yan Zhao
Subscribed and sworn to, before me,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
13
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
14
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
15
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
16
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
17
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
18
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
19
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,
on this 17th day of March 2010.
__________________________
Ann Sullivan, CMC
City Clerk
20
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Proclamation Declaring the Month of March 2010 as “American Red Cross
Month”
RECOMMENDED ACTION:
Read and present proclamation.
REPORT SUMMARY:
The attached proclamation declares the month of March 2010 “American Red Cross Month”.
Mary Anderson, American Red Cross Marketing Manager, will be attending the meeting to
accept the proclamation on 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
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CITY OF SARATOGA
PROCLAMATION DECLARING
THE MONTH OF MARCH 2010
RED CROSS MONTH
WHEREAS, the American Red Cross Silicon Valley Chapter fulfills 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 its network of over 1,000 adult and 800 youth volunteers and
25 employees in three locations in Santa Clara County, the American Red Cross Silicon Valley
Chapter is 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 providing training 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 100 local disasters: mainly home fires, setting up shelters, shipping nearly 100,000
pounds of care and comfort packages to troops overseas and conducting over 3,000 life saving
classes; and
WHEREAS, our country depends on the American Red Cross, which relies on 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 of March as
“RED CROSS MONTH”
in the City of Saratoga and I encourage all residents to recognize and support the valuable work of the
American Red Cross Silicon Valley Chapter by 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.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 17th day of
March 2010.
____________________________
Kathleen M. King, Mayor
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1
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: 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.
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 of the agenda.
ATTACHMENTS:
23
2
None
24
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Meeting Minutes – March 3, 2010
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for March 3, 2010 City Council Regular 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 – Minutes from March 3, 2010 City Council Regular Meeting.
25
MINUTES
SARATOGA REGULAR CITY COUNCIL MEETING
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 King called 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
PRESENT: Councilmembers Chuck Page, Howard Miller, Susie Nagpal, Vice
Mayor Jill Hunter, Mayor Kathleen King
ABSENT: None
ALSO Dave 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
Crystal Morrow, 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 Saratoga and Los Gatos. He also commented on the Cupertino Cement Plant and
noted citizens could visit www.channel7.com to view the recent television coverage by
Channel 7 – search word is Lehigh.
DIRECTION TO STAFF
None
26
2
COMMUNICATIONS FROM BOARDS AND COMMISSIONS
Denise Goldberg, Chair of the Parks and Recreation Commission, provided a brief report
on the Joint Meeting with City Council prior to the Regular Meeting. She noted the
Commission has a number of exciting plans for the City and they are looking forward to
working with the Council to implement these plans. She noted the Commission has three
main goals: encourage Saratogans to become involved in the City parks and recreation
system by visiting parks they haven’t been to; raise awareness to nature in 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 the Stroke Faire from 2PM to 4PM at Good
Samaritan Hospital on March 4 and a Financial Planning Association class at the
Saratoga Library on “Strategies for Sustainable Living and Retirement” on March 11th
from 1:00 to 2:30PM.
Vice Mayor Hunter reminded the community of the Mustard Faire on Sunday, March 7 at
10AM; the St. Paddy’s Day party on March 13th from 3PM to 5PM in the Village; and
the Persian Faire in the Village on March 16th.
Mayor King – invited everyone to the 8AM SASCC Pancake Breakfast at the Senior
Center on March 7 – followed by the Mustard 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
1. “UNITY IN COMMUNITY” PRESENTATION
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 School students are involved in.
CONSENT CALENDAR
2. CITY COUNCIL MEETING MINUTES – FEBRUARY 17, 2010
27
3
STAFF RECOMMENDATION:
Approve Minutes.
PAGE/MILLER MOVED TO APPROVE CITY COUNCIL MEETING
MINUTES – FEBRUARY 17, 2010. MOTION PASSED 4-0-1 WITH NAGPAL
ABSTAINING.
3. CITY COUNCIL MEETING MINUTES – MARCH 16, 2005
STAFF RECOMMENDATION:
Approve minutes.
Kathleen Casey removed this item for comment.
Councilmember Page made one correction.
MILLER/PAGE MOVED TO APPROVE CITY COUNCIL MEETING
MINUTES – MARCH 16, 2005 AS AMENDED. MOTION PASSED 4-0-1 WITH
NAGPAL ABSTAINING.
4. TREASURER’S REPORT FOR THE MONTH ENDED JANUARY 31, 2010
STAFF RECOMMENDATION:
Review and accept the Treasurer’s Report for the month ended January 31, 2010.
PAGE/MILLER MOVED TO APPROVE TREASURER’S REPORT FOR THE
MONTH ENDED JANUARY 31, 2010. MOTION PASSED 4-0-1 WITH
NAGPAL ABSTAINING.
5. REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS
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
PAGE/MILLER MOVED TO ACCEPT CHECK REGISTERS FOR
ACCOUNTS PAYABLE PAYMENT CYCLES: FEBRUARY 11, 2010 AND
FEBRUARY 18, 2010. MOTION PASSED 4-0-1 WITH NAGPAL ABSTAINING.
6. PROSPECT ROAD MEDIAN NO. 11 – NOTICE OF COMPLETION
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.
MILLER/NAGPAL MOVED TO ACCEPT THE PROSPECT ROAD MEDIAN
NO. 11 PROJECT AS COMPLETE AND AUTHORIZE THE CITY
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MANAGER TO SIGN THE NOTICE OF COMPLETION FOR THE
CONSTRUCTION CONTRACT. MOTION PASSED 5-0-0.
7. JOINT USE AGREEMENTS WITH SANTA CLARA VALLEY WATER
DISTRICT FOR JOE’S TRAIL
STAFF RECOMMENDATION:
Authorize the City Manager to execute Joint Use Agreements with Santa Clara Valley
Water District for Joe’s Trail.
PAGE/MILLER MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE THE JOINT USE AGREEMENTS WITH SANTA CLARA
VALLEY WATER DISTRICT FOR JOE’S TRAIL. MOTION PASSED 4-0-1
WITH NAGPAL ABSTAINING.
8. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1;
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
PAGE/MILLER MOVED TO: 1)ADOPT THE RESOLUTION DESCRIBING
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 addressing Agenda Item 13 at this time.
Council concurred.]
PUBLIC HEARINGS
9. FY 2010/11 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND
COMMUNITY GRANT FUNDING APPLICATIONS
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.
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The following people spoke in support:
Barbara Merrill for Saratoga Adult Care Center
Rose Steele for Shady Shakespeare
Charles Cummins, Jr. for Long Term Care Ombudsman Program
Naomi Nakano Matsumoto & Sujatha Venkatraman for West Valley Community
Services
Tom Moran for KSAR
Susan Huff for SASCC
Joan Giampaolo for Wildlife 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.
PAGE/MILLER MOVED TO CONTINUE THE PUBLIC HEARING 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.
NAGPAL/MILLER MOVED TO APPROVE A TRANSFR OF $13,964 IN
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
10. GOOGLE FIBER FOR COMMUNITIES REQUEST FOR INFORMATION
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Crystal Morrow, Administrative Analyst II, 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 that the consultant will be available to assist Saratoga staff in completing
the application.
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11. RESOLUTION AUTHORIZING ABAG TO ACCEPT STATE ENERGY
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
NAGPAL/PAGE MOVED TO APPROVE THE 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. MOTION PASSED 5-0-0.
NEW BUSINESS
12. PROCESS FOR ALLOCATION OF COMMUNITY EVENTS FUND
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 to speak on this item noting the traditional Saratoga events
should be given funding priority.
No one else requested to speak on this item.
Mayor King closed the public comment.
COUNCIL DIRECTION:
o 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
process
o Specify funding amount for traditional City events; applicants to complete
application
o Allocate $5,000 for non-traditional events; applicants complete application
o Advertise via City website
13. REVIEW OF SITE COVERAGE REQUIREMENTS AND IMPERVIOUS
SURFACE DEFINITION
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STAFF RECOMMENDATION:
Direct staff regarding the preferred approach to revising site coverage requirements
and impervious surface definition among one or more of 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 deemed impervious 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 preferred Option 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, Councilmembers Page and Nagpal preferred having the word
“driveway” removed from the site coverage requirements.
Vice Mayor Hunter and Councilmember Miller preferred to have the Planning
Commission resolve the “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
Mayor Kathleen King – reported:
County HCD Policy Committee – attended the last meeting and noted that $1.3 million is
allocated by the County for housing.
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West Valley Mayors and Managers Association (WVMMA) – met and spoke about single-
use bags and the Recycling Committee is hoping that the member cities will all support a
resolution banning the use of single-use bags once the environmental impact study is
completed by the City of San Jose; and the annual WVMMA dinner is next Thursday
evening and invited Council and City Manager Anderson to attend.
Vice Mayor Jill Hunter – reported:
Hakone Foundation Board – attended Hakone’s Year 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:
Village Adhoc – 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 Sanitation District – is looking for a new attorney due to a retirement.
VTA PAC – Board will have to vote soon on the method of how small cities acquire seats
on the Board.
CITY COUNCIL ITEMS
Councilmember Page noted he would 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
MILLER/PAGE MOVED TO ADJOURN THE REGULAR MEETING AT 10:15PM.
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
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SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Meeting Minutes – December 4, 2002
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for December 4, 2002 City Council Regular 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 – Minutes from December 4, 2002 City Council Regular Meeting.
34
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 there was 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 December 4, 2002 was properly posted on November 27,
2002.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
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ORAL COMMUNICATIONS
The following person requested to speak at tonight’s meeting:
Bert Martel read a letter regarding the 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 District only skimmed the surface of the dirt and it has not
been returned to its previous condition. Mr. Martel noted that he personally had the soil
tested by the same company the City used to test the Saratoga Creek and the test results
indicated the soil contained 90,000 units of 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 a hazardous raw sewage concern in the
creek, the creek needs to be fenced off, posted, and investigated.
Vice Mayor Baker requested that Mr. Martel’s test results be sent to the West Valley
Sanitation District (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, along with 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.
RESOLUTION NO: 02-090
WALTONSMITH/MEHAFFEY MOVED TO ADOPT RESOLUTION
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.
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CONSENT CALENDAR
2A. APPROVAL OF CITY COUNCIL MINUTES –SEPTEMBER 18, 2002
STAFF RECOMMENDATION:
Approve minutes.
BAKER/MEHAFFEY MOVED TO APPROVE CITY COUNCIL MINUTES
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
calendar for clarification.
WALTONSMITH/MEHAFFEY MOVED TO APPROVE CITY COUNCIL
MINUTES OF OCTOBER 16, 2002 AS AMENDED. MOTION PASSED 5-0-
0.
2C. REVIEW OF CHECK REGISTER
STAFF RECOMMENDATION:
Approve check register.
BAKER/MEHAFFEY MOVED TO APPROVE CHECK REGISTER.
MOTION PASSED 5-0-0.
2D. 2003 HAZARDOUS VEGETATION PROGRAM COMMENCEMENT
RESOLUTION
STAFF RECOMMENDATION:
Adopt resolution and set a public hearing date.
RESOLUTION NO: 02-090
BAKER/MEHAFFEY MOVED TO ADOPT RESOLUTION DECLARING
HAZARDOUS VEGETATION A NUISANCE AND SETTING A PUBLIC
HEARING. MOTION PASSED 5-0-0.
2E. AMENDING SIDE YARD SETBACK REQUIREMENTS
STAFF RECOMMENDATION:
Adopt ordinance.
An Ordinance amending the Zoning Code of the City of Saratoga amending
Article 15 to provide a staggered side yard setback in the R-1-10,000, R-1-12,500,
R-1-15,00, R-1-20,000 and R-1-40,000 zoned districts.
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ORDINANCE NO: 216
BAKER/MEHAFFEY MOVED TO ADOPT ORDINANCE AMENDING SIDE
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.
RESOLUTION NO: 02-089
BAKER/MEHAFFEY MOVED TO ADOPT RESOLUTION CONSENTING
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 approving bond financing for The Odd Fellows
Home of California, dba: Saratoga Retirement Community in Saratoga and dba:
The Meadows in Napa (The Borrower). The Borrower is a nonprofit corporation
that owns retirement communities in Saratoga and Napa. The City of Saratoga has
been asked to 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
states that the City and ABAG have no financial liability.
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Brain McLemore, 1200 Mira Mar, Medford Oregon, briefly described the 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 be completed by October 2004.
Douglas Goe, Bond Counsel, 222 SW Columbia, Portland, Oregon, stated that the
Federal Tax Code requires that a public hearing be conducted 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-thirds vote by the
Council to add as an emergency item this 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 obligation and 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 itself as 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
Supervisors regarding 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 an Associate Member of ABAG.
City Attorney Taylor noted that he is in the process of researching that 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
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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 stated that 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
move forward – before the January 1st deadline.
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, added that ABAG is a credible organization and
noted that 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 of the resolution
“the City hereby approves the issuance of the bonds” and asked Mr. Goe if they
meant “approves of the 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 of the issuance of the bonds”.
Mr. Goe stated he would accept Attorney Taylor’s request to change the wording
to “the City hereby approves of the 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.
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BAKER/WALTONSMITH MOVED TO CONSIDER APPROVAL OF
THE NEW RESOLUTION SUBMITTED BY THE BOND COUNSEL
AS AN URGENCY ITEM TO BE ON THE AGENDA FOR
CONSIDERATION AND DECISION BY THE CITY COUNCIL
THIS EVENING
Councilmember Bogosian noted 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.
. MOTION PASSED 5-0-0.
Mayor Streit asked for a motion on the new resolution.
RESOLUTION NO: 02-092
WALTONSMITH/BOGOSIAN MOVED TO ADOPT RESOLUTION AS
AMENDED TO 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 AUTHORITY SUBJECT TO THE
REVIEW AND APPROVAL OF THE ASSOCIATE MEMBERSHIP
AGREEMENT BY 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
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Planning Commission was concerned about setting 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 within the neighborhood.
Mayor Streit opened the Public Hearing at 7:50 p.m.
Cole Britton, Architect for the Appellant, addressed the Council and explained that
his clients desired a 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 that the Azizi
family met with their neighbors to get their approval of the proposed design. He
added only one neighbor, whose property is adjacent to the Azizi property,
opposes the project.
Mayor Streit 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
Elizabeth Lyra spoke 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, Cole Britton, re-addressed the Council and stated the square footage of
this proposed two-story design is 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
required to 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.
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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 and he favors keeping backyards. He also noted
landscaping could mitigate any privacy concerns. Councilmember Mehaffey
stated that the Planning Commission didn’t have a problem 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 home or excessive.
Councilmember Waltonsmith stated that she attended the site visit yesterday,
talked to the applicant, and stated she cannot 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 a single 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 in the neighborhood
and thanked the Azizi’s for discussing the proposed design with their neighbors.
Mayor Streit stated that he does have some privacy concerns and felt the privacy
concerns in the back could be mitigated with landscaping. Mayor Streit stated that
he could make the findings to approve the project because it is only 20 feet tall and
not 30 feet, which is a typical two-story height.
BOGOSIAN/MEHAFFEY MOVED TO OVERTURN THE PLANNING
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 CORNER AND THE SIDES OF THE PROPERTY.
MOTION PASSED 3-2-0 WITH 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.
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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 were identified and 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 cost estimates developed by the VTA for
these alternative locations ran as high as $600,000.
Director Cherbone explained that at the July 17, 2002 Council meeting staff and
VTA representatives provided a report on the issue. Staff recommended that the
City take over responsibility of the project because of lower overhead in 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 agreement with 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 researched the 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 supported by the
residents.
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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.
MEHAFFEY/WALTONSMITH MOVED TO AUTHORIZE STAFF AND THE
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.
MEHAFFEY/WALTONSMITH MOVED TO AUTHORIZE THE CITY
MANAGER TO EXECUTE A COOPERATIVE AGREEMENT WITH THE
VTA FOR THE CONSTRUCTION OF 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 for its
implementation the following December in the five-year Capital Improvement
Plan (CIP). The Master Plan provides guidelines for renovation of the existing
orchard and for well irrigation improvements. The implementation of the Heritage
Orchard Master Plan in connection of the replanting phase is scheduled to 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
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• 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 are four options for implementation 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)
(665 trees)
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 best course of action for replanting the orchard.
Council inquired about the availability of good rootstock at this time of year.
Director Cherbone stated that based on the last report there were at least 165 trees
available that were of decent quality.
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 irrigation system found in a park
setting. This irrigation system would be above ground in the same rows where the
trees are; thus eliminating trenching in the area of the root zone. The water is
delivered parallel with the trees, which allows farm 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 noted that higher quality rootstock is resistant to certain soil
diseases and 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 into the orchard and 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.
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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 frame and if the trees
are not planted within that time frame, the Council should inform the community
about the reasons for the 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 order to 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 could be 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 trees before 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
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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 Mayor Baker supported proceeding with the orchard replanting in the right
manner; adding that may mean waiting a year and a half to two 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
discuss Option 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 a quality rootstock that can be
found now and replant 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 view rather than the short-term view and only
plant trees 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. We should 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 replanting the entire orchard. He concluded by stating that all 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 time stating the meeting would
resume addressing Item 10.
7. SARATOGA LIBRARY PROJECT UPDATE
STAFF RECOMMENDATION:
Accept report and approve add services request in the amount of $4,200.
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Lorie Tinfow, Assistant City Manager, presented the staff report.
Assistant City Manager Tinfow reported the following:
• Construction schedule - Completion date is on schedule for February 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.
MEHAFFEY/BOGOSIAN MOVED TO ACCEPT REPORT AND APPROVE
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 an effective job of representing the City and the City
would consider Gonsalves’ representation if any special legislative processes are
forthcoming. Additional discussion could occur at 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 stated that the residents on Paseo Lado submitted a
petition to the Public Safety Commission in June 2001 requesting assistance with
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traffic problems on their street. At that time the Neighborhood Traffic
Management Program (NTMP) was not completed 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 Lado residents 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 may create traffic concerns for other
nearby streets. She added Paseo Lado residents have petitions that meet the
50%+1 criteria for their area and due 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 streets were 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 areas that 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 meeting was 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-year CIP 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 is still available. Staff is requesting $36,600, which
includes a 10% contingency.
Councilmember Bogosian raised concerns regarding whether or not the response
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 opinion regarding 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 plan and the proposed calming devices:
Joe Bravo
Greg Carnes
Barbara Suot
Michael Bustamante
Elizabeth Lara
Terry Ebrois
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Mitch Orisch
Paula McCarthy noted there needs to be another alternative route to reach El Quito
from Highway 85 and 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 speeding concerns and recommended that staff
try to complete this project in the low $50K range.
RESOLUTION NO: 02-093
BAKER/MEHAFFEY MOVED TO ADOPT RESOLUTION OF THE CITY
COUNCIL AMENDING THE CAPITAL IMPROVEMENT PROGRAM
BUDGET FOR AN APPROPRIATION OF $50,000 FUNDS FOR
IMPLEMENTATION OF THE EL QUITO NEIGHBORHOOD TRAFFIC
MANAGEMENT PROGRAM FOR SPEED LIMIT SIGNS, SPEED
HUMPS, AND MEDIANS; AND TO INCLUDE MCFARLAND AVENUE IN
THIS PLAN. MOTION PASSED 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
meeting in the Spring, which included two Councilmembers, the Public Safety
Commission Chair, Sheriff representatives, school officials and City staff. The
group divided potential remedial actions 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
second Community meeting was held on August 12th and only fifteen people
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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:
• Prohibit parking via sign or red curbs on both DeSanka and Goleta
Avenues to better distribute cars and improve pedestrian safety;
• Install a bike path to connect the Highway 85 over-crossing to Blue Hills
School and facilitate biking to school;
• Provide funds for a school crossing guard at the crosswalk of Knollwood
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 of the 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
Jeanne Carter
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
Katie Alexander spoke in support of the proposed plan and recommended Council
move forward with it.
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COUNCIL CONSENSUS AND DIRECTION:
• Fund the proposed bike path to connect the Highway 85 over-crossing to
Blue Hills School and facilitate biking to school in the amount of $32,120;
• Provide funds for a school crossing guard for the crosswalk at Knollwood
near Desanka to improve pedestrian safety in the amount of $1,750;
• Install a crosswalk on Goleta Avenue; and
• Hold another public meeting in January to resolve the parking issues.
RESOLUTION NO: 02-094
BAKER/BOGOSIAN MOVED TO ADOPT RESOLUTION OF THE CITY
COUNCIL AMENDING THE CAPITAL IMPROVEMENT PROGRAM
BUDGET AND THE 2002-03 BUDGET FOR AN APPROPRIATION OF
FUNDS FOR THE BIKE PATH AND A HALF YEAR CROSSING GUARD.
MOTION PASSED 5-0-0.
BAKER/BOGOSIAN MOVED TO AUTHORIZE CHANGE ORDER
AUTHORITY FOR PUBLIC WORKS’ CONTRACT WITH DURAN
PAVING IN THE AMOUNT OF $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 for purchase 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 will be approximately 40 inches wide by 36 inches tall with each
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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.
Mayor Streit 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.
BOGOSIAN/WALTONSMITH MOVED TO ACCEPT PROPOSAL FROM
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 expressed his concern regarding number 3 in the
Finances Section. Rather than requiring two signatures on a check from the
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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 attended the 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 plans to welcome the delegation.
Councilmember Bogosian – reported:
Silicon Valley Animal Control JPA – members are committed to keeping the JPA
together and are working out costs for services provided to the communities. There was
discussion about scheduling an emergency meeting of the Board regarding an amendment
to the Byl aws 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.
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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 chair the 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 being no additional business 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, CMC for Cathleen Boyer, CMC
City Clerk
56
Dave Anderson
Melanie Whittaker Mary 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:
REPORT SUMMARY:
Attached are the Check Registers for:
Date
Ending
Check No.
02/25/10 114431 114518 87 105,061.45 02/25/10 02/18/10 114430
03/04/10 114519 114605 86 121,458.79 03/04/10 02/25/10 114518
AP Date Check No. Issued to Dept.Amount
02/25/10 None
03/04/10 114519 Non-Departmental 51,237.78
The following are Accounts Payable checks that were voided or manually issued:
AP Date Check No.Amount
02/25/10
03/04/10 None
None
Issued to Description
Abag Plan Corp
Prior Check Register
The following is a list of Accounts Payable checks issued for more than $20,000 and a brief description of the expenditure:
Worker's Compensation Premium Q2/10
Fund Purpose
Accounts Payable
Accounts Payable
SARATOGA CITY COUNCIL
MEETING DATE:March 17, 2010 AGENDA ITEM:
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
PREPARED BY:DEPT. DIRECTOR:
Type of Checks Date
Starting
Check No.
Ending
Check No.
Total
Checks Amount
Checks
Released
February 25, 2010
March 04, 2010
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The following is a list of cash reduction by fund:
Fund #AP 02/25 AP 03/04 Total
111 General 72,759.18 51,314.82 124,074.00
231 Village Lighting 2,962.59 682.81 3,645.40
232 Azule Lighting 237.59 237.59
233 Sarahills Lighting 252.21 252.21
241 Arroyo de Saratoga Landscape 85.00 85.00
242 Bonnet Way Landscape 135.00 135.00
244 Cunningham/Glasgow Landscape 150.00 150.00
245 Fredericksburg Landscape 132.00 132.00
246 Greenbriar Landscape 406.00 406.00
247 Kerwin Ranch Landscape 311.00 311.00
248 Leutar Court Landscape 85.00 85.00
249 Manor Drive Landscape 160.00 160.00
251 McCartysville Landscape 19.52 180.00 199.52
252 Prides Crossing Landscape 34.81 448.00 482.81
253 Saratoga Legends Landscape 158.00 158.00
254 Sunland Park Landscape 203.00 203.00
255 Tricia Woods Landscape 9.76 45.00 54.76
271 Beauchamps Landscape 48.78 85.00 133.78
272 Bellgrove Landscape 383.92 1,598.00 1,981.92
273 Gateway Landscape 203.00 203.00
274 Horseshoe Landscape/Lighting 9.76 320.00 329.76
275 Quito Lighting 1,099.58 165.00 1,264.58
276 Tollgate LLD 90.00 90.00
411 CIP Street Projects 2,786.78 334.02 3,120.80
413 CIP Facility Projects 1,341.57 1,341.57
421 Tree Fine Fund 1,965.90 3,182.38 5,148.28
612 Workers' Comp 250.00 51,587.78 51,837.78
621 Office Stores Fund 2,862.56 2,862.56
622 Information Technology 6,381.20 614.81 6,996.01
623 Vehicle & Equipment Maint 2,812.94 2,056.80 4,869.74
624 Building Maintenance 8,842.80 1,268.82 10,111.62
631 5,457.55 5,457.55
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
TOTAL
Fund Description
Vehicle & Equipment Replacement
58
SU
N
G
A
R
D
P
U
B
L
I
C
S
E
C
T
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:
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:
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3
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69
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary 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
attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st 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 $13,072,786 and exceeds the minimum limit required.
70
Unrestricted Cash
Comerica Bank72,472$
Deposit with LAIF13,000,314$
Total Unrestricted Cash13,072,786$
Cash Summary
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.
Total Unrestricted Cash13,072,786$
Plus: Assets352,357
Less: Liabilities (1,135,357)
Ending Fund Balance12,289,786$
Adjusting Cash to Ending Fund Balance
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
71
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE
Fund Description
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-Jan
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
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 931,361 (485,795) 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
Equipment Maintenance56,654 49,398 - 11,638 - 94,414
Building Maintenance208,842 167,046 - 52,732 - 323,155
Equipment Replacement 153,214 129,830 - - - 283,044
Technology Replacement 315,290 (7,499) - 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
72
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
CIP Funds/Projects
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-Jan
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
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
73
ATTACHMENT C
74
1
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
ORIGINATING DEPT: City Manager’s Office CITY MANAGER:
PREPARED BY: Ann Sullivan, City Clerk DEPT 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 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.
REPORT SUMMARY:
On December 16, 2009 the City Council adopted a Resolution (Attachment B) declaring
hazardous vegetation (weeds) to be a public nuisance. In addition, the adopted December 16,
2009 Resolution set January 20, 2010 as 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).
On January 20, 2010 the 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, 2010 Resolution also set March 17, 2010 as 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 letter dated December 7, 2009 (Attachment C) to previously identified property owners
informing them that additional weed abatement work was required on their property.
In addition, the County Agricultural Commissioner mailed a letter March 9, 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, 2010 Saratoga News, with a list of the properties as to which abatement of
75
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 on any noticed
property by April 15, 2010, will be removed by the County of 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 owner. In addition, the owner of any parcel found to be non-compliant as to
abatement of hazardous vegetation on or after April 15, 2010 will be charged an inspection fee of
$298.00 and the property owner will be scheduled for abatement by the County’s contractor. If
the property owner completes the abatement work before the County contractor performs the
abatement, the property owner will 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 Saratoga News and 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, 2009 Council Meeting
Attachment C – First Notice mailed to property owners – December 7, 2009
Attachment D – Resolution from January 20 2010 Council Meeting
Attachment E – Second Notice mailed to property owners – February, 2010
Attachment F – March 17, 2010 Legal Notification to Public
76
RESOLUTION NO.10 –
RESOLUTION OF THE CITY COUNCIL OF 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, 2010 with 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, the City 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
77
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
at a regular meeting held on the 17th day of March 2010, by the following vote:
AYES:
NAYES:
ABSTAIN:
ABSENT:
Kathleen M. King, Mayor
ATTEST:
Ann Sullivan,
City Clerk
78
2010 WEED ABATEMENT PROGRAM
COMMENCEMENT REPORT
CITY OF SARATOGA
APN STREET ADDRESS
366-48 -003 Parker Ranch Road 12356 Parker Ranch Road Saratoga, CA,
95070
366-49-001 Star Ridge Court 12637 Star Ridge Court Saratoga, CA 95070
366-49-014 Continental Circle 21439 Continental Circle Saratoga, CA
95070
366-50-003 Diamond Oaks Court 21301 Diamond Oaks Court Saratoga, CA
95070
366-50-031 Star Ridge Court 12693 Star Ridge Court Saratoga, CA
95070
386-13-059 Cox Avenue 18597 Cox Avenue Saratoga, CA 95070
386-50-036 P.O. Box 640790 P.O. Box 640790 San Jose, CA 95164
389-06-017 P.O. Box 2067 P.O. Box 2067 Saratoga, CA 95070
389-17-002 18950 Afton Avenue 18950 Afton Avenue Saratoga, CA 95070
389-17-010 18854 Afton Avenue 18854 Afton Avenue Saratoga, CA 95070
389-26-014 18531 Allendale Avenue 18531 Allendale Avenue Saratoga, CA
95070
389-26-015 18551 Allendale Avenue 18551 Allendale Avenue Saratoga, CA
95070
389-30-002 19010 Portos Drive 19010 Portos Drive Saratoga, CA 95070
389-38-027 13428 Christie Drive 13428 Christie Drive Saratoga, CA 95070
393-04-005 20255 Glasgow Drive 20255 Glasgow Drive Saratoga, CA 95070
393-26-034 262 E. Hamilton Ave. STE D 262 E. Hamilton Avenue Avenue STE D
Campbell,CA
393-42-005 20210 Merrick Drive 20210 Merrick Drive Saratoga, CA 95070
397-03-032 14222 Chester Avenue 14222 Chester Avenue Saratoga, CA 95070
397-04-014 P.O. Box 67249 P.O. Box 67249 Scotts Valley, CA 95067
397-04-022 P.O. Box 9270 P.O. Box 9270 Rancho Santa Fe, CA 92067
397-04-027 14730 Sobey Road 14730 Sobey Road Saratoga, CA 95070
397-04-097 14565 Chester Avenue 14565 Chester Avenue Saratoga, CA 95070
397-05-009 18510 Sobey Road 18510 Sobey Road Saratoga, CA 95070
397-05-028 P.O. Box 97 P.O. Box 97 Santa Clara, CA 95052
397-05-042 14416 Old Wood Road 14416 Old Wood Road Saratoga, CA 95070
397-05-061 14324 Cordwood Court 14324 Cordwood Court Saratoga, CA
95070
397-05-099 P.O. Box 700400 P.O. Box 700400 San Jose, CA 95170
397-06-046 18564 Vessing Road 18564 Vessing Road Saratoga, CA 95070
397-06-073 18632 Woodbank Way 18632 Woodbank Way Saratoga, CA 95070
397-08-025 15729 Los Gatos Bl. #200 15729 Los Gatos Bl. #200 Los Gatos, CA
95032
397-08-076 P.O. Box 54400 P.O. Box 54400 Los Angeles, CA 90054
79
397-17-010 13046 Twelve Hills Rd. 13046 Twelve Hills Rd. Clarksville, MD
21029
397-18-034 14890 Baranga Lane 148990 Baranga Lane Saratoga, CA 95070
397-18-037 14835 Baranga Lane 14835 Baranga Lane Saratoga, CA 95070
397-18-038 14855 Baranga Lane 14855 Baranga Lane Saratoga, CA 95070
397-18-039 20100 Bonnie Brae Lane 20100 Bonnie Brae Lane Saratoga, CA
95070
397-18-071 14710 Vickery Place 14710 Vickery Place Saratoga, CA 95070
397-28-033 12 Bayview Avenue 12 Bayview Avenue Los Gatos, CA 95030
397-28-034 12 Bayview Avenue 12 Bayview Avenue Los Gatos, CA 95030
397-40-016 14553 Via De Marcos 14553 Via De Marcos Saratoga, CA 95070
397-40-017 14577 Via De Marcos 14577 Via De Marcos Saratoga, CA 95070
397-43-008 18540 Allendale Avenue 18540 Allendale Avenue Saratoga, CA
95070
403-24-008 4966 El Camino Real Unit 4966 El Camino Real Unit Los Altos, CA
94022
410-40-018 21201 Lumbertown Lane 21201 Lumbertown Lane Saratoga, CA
95070
503-09-021 22060 Mt. Eden Road 22060 Mt. Eden Road Saratoga, CA 95070
503-13-039 15209 Blue Gum Court 15209 Blue Gum Court Saratoga, CA
95070
503-13-067 22121 Lindy Lane 22121 Lindy Lane Cupertino, CA 95014
503-13-101 13947 Vista Regina 13947 Vista Regina Saratoga, CA 95070
503-13-117 22121 Lindy Lane 22121 Lindy Lane Saratoga, CA 95070
503-13-143 1850 Pruneridge Avenue 1850 Pruneridge Avenue Santa Clara, CA
95050
503-13-144 P.O. Box 3458 P.O. Box 3458 Saratoga, CA 95070
503-13-145 P.O.Box 3458 P.O. Box 3458 Saratoga, CA 95070
503-14-007 13745 Pierce Road 13745 Pierce Road Saratoga, CA 95070
503-14-008 P.O. Box 707 P.O. Box 707 Onetangi, Waiheke Zealand
503-14-034 13615 Vaquero Court 13615 Vaquero Court Saratoga, CA 95070
503-14-036 13641 Vaquero Court 13641 Vaquero Court Saratoga, CA 95070
503-15-061 21258 Chadwick Court 21258 Chadwick Court Saratoga, CA 95070
503-16-015 13540 Surrey Lane 13540 Surrey Lane Saratoga, CA 95070
503-18-026 12901 Foothill Lane 12901 Foothill Lane Saratoga, CA 95070
503-18-097 12969 Foothill Lane 12969 Foothill Lane Saratoga, CA 95070
503-26-009 P.O. Box 3132 P.O. Box 3132 Saratoga, CA 95070
503-27-098 P.O. Box 610544 P.O. Box 610544 San Jose, CA 95161
503-28-004 20895 Canyon View Drive 20895 Canyon View Drive Saratoga, CA
95070
503-28-005 20905 Sullivan Way 20905 Sullivan Way Saratoga, CA 95070
503-28-006 14645 Big Basin Way 14645 Big Basin Way Saratoga, CA 95070
503-28-007 20931 Canyon View Drive 20931 Canyon View Drive Saratoga, CA
95070
503-28-008 106 Heintz Court 106 Heintz Court Los Gatos, CA 95032
80
503-28-075 20851 Canyon View Drive 20851 Canyon View Drive Saratoga, CA
95070
503-28-089 20867 Canyon View Drive 20867 Canyon View Drive Saratoga, CA
95070
503-29-027 21352 Saratoga Hills Road 21352 Saratoga Hills Road Saratoga, CA
95070
503-29-029 2601 W. Cedar Lane 2601 W. Cedar Lane Milwaukee, WI 53217
503-29-041 1080 Chestnut St. Unit 1F 1080 Chestnut St. Unit 1F San Francisco,
CA 94109
503-29-096 20887 Michaels Drive 20887 Michaels Drive Saratoga, CA 95070
503-29-099 21050 Saratoga Hills Road 21050 Saratoga Hills Road Saratoga, CA
95070
503-29-118 20850 Saratoga Hills Road 20850 Saratoga Hills Road Saratoga, CA
95070
503-29-124 21421 Saratoga Hills Road 21421 Saratoga Hills Road, Saratoga, CA
95070
503-30-001 13810 Pierce Road 13810 Pierce Road Saratoga, CA 95070
503-30-002 1134 Little Oak CL 1134 Little Oak CL San Jose, CA 95129
503-30-003 13845 Pike Road 13845 Pike Road Saratoga, CA 95070
503-30-011 15 Sausal Drive 15 Sausal Drive Portola Valley, CA 94028
503-30-020 36 Shore View Avenue 36 Shore View Avenue San Francisco, CA
94121
503-30-054 13990 Pike Road 13990 Pike Road Saratoga, CA 95070
503-30-060 14180 Perata Court 14180 Perata Court Saratoga, CA 95070
503-31-054 14150 Dorene Court 14150 Dorene Court Saratoga, CA 95070
503-31-088 13966 Albar Court 13966 Albar Court Saratoga, CA 95070
503-31-098 13921 Damon Lane 13921 Damon Lane Saratoga, CA 95070
503-53-053 10222 Carmen Road 10222 Carmen Road Cupertino, CA 95014
503-72-014 520 Mill Creek Road 520 Mill Creek Road Fremont, CA 94539
503-72-028 21531 Saratoga Heights 21531 Saratoga Heights Saratoga, CA
95070
503-72-036 P.O. Box 382 P.O. Box 382 Saratoga, CA 95070
503-75-008 14670 Quito Road 14670 Quito Road Saratoga, CA 95070
503-75-018 14930 Vintner Court 14930 Vintner Court Saratoga, CA 95070
503-78-004 819 Via Juan Pablo 819 Via Juan Pablo San Juan Bautista, CA
95045
510-05-004 15234 Bellecourt Avenue 15234 Bellecourt Avenue Saratoga, CA
95070
510-05-034 18805 Cox Avenue Unit 210 18805 Cox Avenue Unit 210 Saratoga, CA
95070
517-22-072 13934 Chester Avenue 13934 Chester Avenue Saratoga, CA 95070
81
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 HEARING TO 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.
NOW, THEREFORE, BE 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;
4. That it is ordered that on Wednesday, the 20th day of January, 2010 a 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
regular meeting held on the 16th day of December 2009, by the following vote:
82
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
83
84
85
86
87
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 informed the 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.
NOW, THEREFORE BE 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.
88
The above and foregoing resolution was passed and adopted by the Saratoga City Council at a
regular meeting held on the 20th day 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
89
90
NOTICE OF HEARING BEFORE THE CITY COUNCIL
OF THE CITY OF SARATOGA, CALIFORNIA
Notice is hereby given that the City Clerk of the City of Saratoga, California, has set Wednesday,
the 17th of March 2010 at 7:00 p.m. in the City Council Chambers at 13777 Fruitvale Avenue,
Saratoga, California, as the time and place for public hearings on adoption of a RESOLUTION OF
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 on January 20, 2010 the 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 hearing described above, the City Council will provide an opportunity
for any person objecting to the declaration of nuisance or the proposed abatement thereof to present
such objections and 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 County of 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
abatement, shall be charged to the owner. PLEASE ALSO BE ADVISED THAT IN ADDITION
THE OWNER OF ANY PARCEL FOUND TO BE NON-COMPLIANT AS TO ABATEMENT OF
HAZARDOUS VEGETATION ON OR AFTER APRIL 15, 2010 WILL 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 above time 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 on the 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.
91
2010 WEED ABATEMENT PROGRAM
COMMENCEMENT REPORT
CITY OF SARATOGA
APN STREET ADDRESS
366-48 -003 Parker Ranch Road 12356 Parker Ranch Road Saratoga, CA, 95070
366-49-001 Star Ridge Court 12637 Star Ridge Court Saratoga, CA 95070
366-49-014 Continental Circle 21439 Continental Circle Saratoga, CA 95070
366-50-003 Diamond Oaks Court 21301 Diamond Oaks Court Saratoga, CA 95070
366-50-031 Star Ridge Court 12693 Star Ridge Court Saratoga, CA 95070
386-13-059 Cox Avenue 18597 Cox Avenue Saratoga, CA 95070
386-50-036 P.O. Box 640790 P.O. Box 640790 San Jose, CA 95164
389-06-017 P.O. Box 2067 P.O. Box 2067 Saratoga, CA 95070
389-17-002 18950 Afton Avenue 18950 Afton Avenue Saratoga, CA 95070
389-17-010 18854 Afton Avenue 18854 Afton Avenue Saratoga, CA 95070
389-26-014 18531 Allendale Avenue 18531 Allendale Avenue Saratoga, CA 95070
389-26-015 18551 Allendale Avenue 18551 Allendale Avenue Saratoga, CA 95070
389-30-002 19010 Portos Drive 19010 Portos Drive Saratoga, CA 95070
389-38-027 13428 Christie Drive 13428 Christie Drive Saratoga, CA 95070
393-04-005 20255 Glasgow Drive 20255 Glasgow Drive Saratoga, CA 95070
393-26-034 262 E. Hamilton Ave. STE D 262 E. Hamilton Avenue Avenue STE D Campbell,CA
393-42-005 20210 Merrick Drive 20210 Merrick Drive Saratoga, CA 95070
397-03-032 14222 Chester Avenue 14222 Chester Avenue Saratoga, CA 95070
397-04-014 P.O. Box 67249 P.O. Box 67249 Scotts Valley, CA 95067
397-04-022 P.O. Box 9270 P.O. Box 9270 Rancho Santa Fe, CA 92067
397-04-027 14730 Sobey Road 14730 Sobey Road Saratoga, CA 95070
397-04-097 14565 Chester Avenue 14565 Chester Avenue Saratoga, CA 95070
397-05-009 18510 Sobey Road 18510 Sobey Road Saratoga, CA 95070
397-05-028 P.O. Box 97 P.O. Box 97 Santa Clara, CA 95052
397-05-042 14416 Old Wood Road 14416 Old Wood Road Saratoga, CA 95070
397-05-061 14324 Cordwood Court 14324 Cordwood Court Saratoga, CA 95070
397-05-099 P.O. Box 700400 P.O. Box 700400 San Jose, CA 95170
397-06-046 18564 Vessing Road 18564 Vessing Road Saratoga, CA 95070
397-06-073 18632 Woodbank Way 18632 Woodbank Way Saratoga, CA 95070
397-08-025 15729 Los Gatos Bl. #200 15729 Los Gatos Bl. #200 Los Gatos, CA 95032
397-08-076 P.O. Box 54400 P.O. Box 54400 Los Angeles, CA 90054
397-17-010 13046 Twelve Hills Rd. 13046 Twelve Hills Rd. Clarksville, MD 21029
397-18-034 14890 Baranga Lane 148990 Baranga Lane Saratoga, CA 95070
397-18-037 14835 Baranga Lane 14835 Baranga Lane Saratoga, CA 95070
397-18-038 14855 Baranga Lane 14855 Baranga Lane Saratoga, CA 95070
397-18-039 20100 Bonnie Brae Lane 20100 Bonnie Brae Lane Saratoga, CA 95070
397-18-071 14710 Vickery Place 14710 Vickery Place Saratoga, CA 95070
397-28-033 12 Bayview Avenue 12 Bayview Avenue Los Gatos, CA 95030
397-28-034 12 Bayview Avenue 12 Bayview Avenue Los Gatos, CA 95030
397-40-016 14553 Via De Marcos 14553 Via De Marcos Saratoga, CA 95070
397-40-017 14577 Via De Marcos 14577 Via De Marcos Saratoga, CA 95070
397-43-008 18540 Allendale Avenue 18540 Allendale Avenue Saratoga, CA 95070
92
403-24-008 4966 El Camino Real Unit 4966 El Camino Real Unit Los Altos, CA 94022
410-40-018 21201 Lumbertown Lane 21201 Lumbertown Lane Saratoga, CA 95070
503-09-021 22060 Mt. Eden Road 22060 Mt. Eden Road Saratoga, CA 95070
503-13-039 15209 Blue Gum Court 15209 Blue Gum Court Saratoga, CA 95070
503-13-067 22121 Lindy Lane 22121 Lindy Lane Cupertino, CA 95014
503-13-101 13947 Vista Regina 13947 Vista Regina Saratoga, CA 95070
503-13-117 22121 Lindy Lane 22121 Lindy Lane Saratoga, CA 95070
503-13-143 1850 Pruneridge Avenue 1850 Pruneridge Avenue Santa Clara, CA 95050
503-13-144 P.O. Box 3458 P.O. Box 3458 Saratoga, CA 95070
503-13-145 P.O.Box 3458 P.O. Box 3458 Saratoga, CA 95070
503-14-007 13745 Pierce Road 13745 Pierce Road Saratoga, CA 95070
503-14-008 P.O. Box 707 P.O. Box 707 Onetangi, Waiheke Zealand
503-14-034 13615 Vaquero Court 13615 Vaquero Court Saratoga, CA 95070
503-14-036 13641 Vaquero Court 13641 Vaquero Court Saratoga, CA 95070
503-15-061 21258 Chadwick Court 21258 Chadwick Court Saratoga, CA 95070
503-16-015 13540 Surrey Lane 13540 Surrey Lane Saratoga, CA 95070
503-18-026 12901 Foothill Lane 12901 Foothill Lane Saratoga, CA 95070
503-18-097 12969 Foothill Lane 12969 Foothill Lane Saratoga, CA 95070
503-26-009 P.O. Box 3132 P.O. Box 3132 Saratoga, CA 95070
503-27-098 P.O. Box 610544 P.O. Box 610544 San Jose, CA 95161
503-28-004 20895 Canyon View Drive 20895 Canyon View Drive Saratoga, CA 95070
503-28-005 20905 Sullivan Way 20905 Sullivan Way Saratoga, CA 95070
503-28-006 14645 Big Basin Way 14645 Big Basin Way Saratoga, CA 95070
503-28-007 20931 Canyon View Drive 20931 Canyon View Drive Saratoga, CA 95070
503-28-008 106 Heintz Court 106 Heintz Court Los Gatos, CA 95032
503-28-075 20851 Canyon View Drive 20851 Canyon View Drive Saratoga, CA 95070
503-28-089 20867 Canyon View Drive 20867 Canyon View Drive Saratoga, CA 95070
503-29-027 21352 Saratoga Hills Road 21352 Saratoga Hills Road Saratoga, CA 95070
503-29-029 2601 W. Cedar Lane 2601 W. Cedar Lane Milwaukee, WI 53217
503-29-041 1080 Chestnut St. Unit 1F 1080 Chestnut St. Unit 1F San Francisco, CA 94109
503-29-096 20887 Michaels Drive 20887 Michaels Drive Saratoga, CA 95070
503-29-099 21050 Saratoga Hills Road 21050 Saratoga Hills Road Saratoga, CA 95070
503-29-118 20850 Saratoga Hills Road 20850 Saratoga Hills Road Saratoga, CA 95070
503-29-124 21421 Saratoga Hills Road 21421 Saratoga Hills Road, Saratoga, CA 95070
503-30-001 13810 Pierce Road 13810 Pierce Road Saratoga, CA 95070
503-30-002 1134 Little Oak CL 1134 Little Oak CL San Jose, CA 95129
503-30-003 13845 Pike Road 13845 Pike Road Saratoga, CA 95070
503-30-011 15 Sausal Drive 15 Sausal Drive Portola Valley, CA 94028
503-30-020 36 Shore View Avenue 36 Shore View Avenue San Francisco, CA 94121
503-30-054 13990 Pike Road 13990 Pike Road Saratoga, CA 95070
503-30-060 14180 Perata Court 14180 Perata Court Saratoga, CA 95070
503-31-054 14150 Dorene Court 14150 Dorene Court Saratoga, CA 95070
503-31-088 13966 Albar Court 13966 Albar Court Saratoga, CA 95070
503-31-098 13921 Damon Lane 13921 Damon Lane Saratoga, CA 95070
503-53-053 10222 Carmen Road 10222 Carmen Road Cupertino, CA 95014
503-72-014 520 Mill Creek Road 520 Mill Creek Road Fremont, CA 94539
93
503-72-028 21531 Saratoga Heights 21531 Saratoga Heights Saratoga, CA 95070
503-72-036 P.O. Box 382 P.O. Box 382 Saratoga, CA 95070
503-75-008 14670 Quito Road 14670 Quito Road Saratoga, CA 95070
503-75-018 14930 Vintner Court 14930 Vintner Court Saratoga, CA 95070
503-78-004 819 Via Juan Pablo 819 Via Juan Pablo San Juan Bautista, CA 95045
510-05-004 15234 Bellecourt Avenue 15234 Bellecourt Avenue Saratoga, CA 95070
510-05-034 18805 Cox Avenue Unit 210 18805 Cox Avenue Unit 210 Saratoga, CA 95070
517-22-072 13934 Chester Avenue 13934 Chester Avenue Saratoga, CA 95070
/s/Ann Sullivan,
City Clerk
PUB: 03/02/10
94
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Cynthia McCormick, AICP DIRECTOR: John 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:
On March 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) is available upon request.
The total amount of funding requested this year for community programs and services is $83,212. The
City expects to receive approximately $26,500 for CDBG public service projects. Council policy is to
match CDBG public service funds 1
for Community Grants. Thus, the total amount available for
community programs and services is approximately $53,000 and the total funding shortfall is $30,212.
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 four applications that are not CDBG eligible include
requests for $4,500 from the Foothill Club, $4,000 from KSAR, $4,212 from 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.
95
KSAR – Saratoga High School Media Arts Mentoring Program
KSAR15, Saratoga Community Access Cable TV Foundation submitted a proposal for continued
support of the Saratoga High School Media Arts Mentoring Program. The program helps students start a
TV broadcasting career through classes in TV production skills, internship opportunities, and resume
and interview techniques. The program will support 22 Saratoga students which is equal to 100% of the
students in the program. The requested funding is $4,000 which is approximately 40% 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 Club Historic Landmark Foundation
The Saratoga Foothill Club submitted 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
lectures attended by approximately 78 Saratoga residents which represent 95% of the average 75-90
people who attend each lecture. The group also holds four (4) special art lectures attended by
approximately 80 Saratoga residents which represent 80% of the average 100 people who attend each
lecture. The requested funding is $4,500 which is 100% 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 2010/11 CDBG 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.
96
ATTACHMENTS:
Attachment A – Resolutions
Attachment B – Allocation Worksheet
Attachment C – March 3, 2010 Staff Report
Attachment D - Applications
97
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 2010/11 CDBG funds
in the amount of $134,400 for the following allocations:
Agency Type Project Amount
Requested
CDBG Funds
Recommended
SASCC CDBG
(Public Services) Adult Day Care Program *$5,000
West Valley
Community
Services
CDBG
(Public Services)
West Valley Community
Services Food Pantry and
Emergency Services
*$20,000
Catholic Charities
of Santa Clara
County
CDBG
(Public Services)
Long Term Ombudsman
Program *$37,000
SUBTOTAL $62,000 $26,500
City of Saratoga CDBG (non-
public service)
ADA Accessible Signals
- Phase III $79,900
SUBTOTAL $79,900 $79,900
City of Saratoga CDBG Program Administration $15,000
County of
Santa Clara CDBG Urban County
Rehabilitation Services $13,000
SUBTOTAL $28,000 $28,000
*these requests may be partially funded
under the Community Grant program
GRAND TOTAL
$169,900
$134,400
98
The above and foregoing resolution was passed and adopted at an adjourned meeting of
the Saratoga City Council held on the 17th day of March 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Kathleen King, Mayor
ATTEST:
____________________________
Ann Sullivan, City Clerk
99
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING ALLOCATION OF FUNDS FOR THE COMMUNITY GRANT
PROGRAM FOR FISCAL YEAR 2010/2011
WHEREAS, the City Council finds and determines that the following proposals represent
the community needs in Saratoga; and
NOW THEREFORE, BE IT RESOLVED, that the City of Saratoga hereby authorizes the
expenditure of FY 2010/11 Community Grant funds in the amount of $_______ for the
following allocations:
Agency Project
Amount
Requested
Amount
Granted
Catholic Charities of Santa
Clara County
Long Term Care
Ombudsman Program
*$5,000
West Valley Community Services
Comprehensive Emergency
Assistance Program
*$20,000
Saratoga Area Senior
Coordinating Council (SASCC)
Saratoga Adult Care
Center
*$37,000
Shady Shakespeare Theater
Company
Free Shakespeare in
Sanborn Park, Saratoga
$3,500
Wildlife Center of Silicon
Valley
Wildlife Rehabilitation
and Release and Wildlife
Education and Outreach
$4,212
KSAR15, Saratoga Community
Access Cable TV Foundation
KSAR – Saratoga High
School Media Arts
Mentoring Program
$4,000
Saratoga Foothill Club Historic
Landmark Foundation
Audio-Visual Equipment
for Public Lecture Series $4,500
Mustard Faire
2011 Mustard Faire $5,000
*these requests may be partially funded under the CDBG program
TOTAL:
$83,212
100
RESOLUTION NO. _____
The above and foregoing resolution was passed and adopted at an adjourned meeting of
the Saratoga City Council held on the 17th day of March 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Kathleen King, Mayor
ATTEST:
____________________________
Ann Sullivan, City Clerk
101
2010/11
Grant / Organization Kathleen Jill Howard Susie Chuck Concensus
CDBG Public Service Grants
SASCC Adult Daycare 37,000 - - - - - -
Catholic Charities 5,000 - - - - - -
West Valley Community Services 20,000 - - - - - -
TOTAL Requested 62,000 - - - - - -
TOTAL Available 26,500 26,500 26,500 26,500 26,500 26,500 26,500
Remaining / (Shortfall)(35,500) 26,500 26,500 26,500 26,500 26,500 26,500
Saratoga Community Grants
Mustard Faire 5,000 - - - - - -
Shady Shakespeare 3,500 - - - - - -
Wildlife Center 4,212 - - - - - -
KSAR 4,000 - - - - - -
Saratoga Foothill Club 4,500 - - - - - -
- - - - - - -
- - - - - - -
- - - - - - -
- - - - - - -
TOTAL Requested/Allocated 21,212 - - - - - -
TOTAL Available 26,500 26,500 26,500 26,500 26,500 26,500 26,500
Remaining / (Shortfall)5,288 26,500 26,500 26,500 26,500 26,500 26,500
- - - - - - -
- - - - - - -
- - - - - - -
- - - - - - -
- - - - - - -
- - - - - - -
- - - - - - -
TOTAL Requested/Allocated - - - - - - -
TOTAL Available - - - - - - -
Shortfall - - - - - - -
TOTALS 83,212 - - - - - -
Amount
Requested
Community Grant Requests
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2005/06 2006/07 2007/08 2008/09
Grants Grants Grants Grants
Community Service Support Groups - Ongoing Grants
SASCC Service Support 18,000 18,000 21,000 21,000
SASCC Supplemental Support - 12,500 18,000 18,000
KSAR Community Access Grant 52,034 22,600 25,000 30,000
Chamber of Commerce Annual Support 13,573 5,252 11,000 11,332
United Way 211 Funding - - 2,000 2,000
Housing Trust of Santa Clara County - - - -
Total Community Service - Ongoing Grants 83,607 58,352 77,000 82,332
Community Service Support Groups - One Time Grants
Hakone Gardens 7,295 - - -
American Red Cross - Katrina 15,000 - - -
SASCC
Adult Daycare Support - - - 1,268
Furniture Grant - 30,700 - -
Sr. Center Computer Lab Grant - 5,400 - -
KSAR
Supplemental Service Support - 25,000 20,700 -
Video Conversion Grant - 19,400 - 2,500
City's 50th Anniversary Event Grant - 5,000 - -
Media Arts Mentoring Program - - - -
Chamber of Commerce
Banner Fee Grant - 600 600 -
City Map Gant - 4,500 - 5,000
Website & IT Upgrade Grant - - 5,000 -
Membership Subsidy Grant - - 1,000 -
Other Non-Profit Organizations
Historical Museum Annual Support - - 4,288 4,288
Historical Museum Supplemental Support - - 6,640 -
Silicon Valley Wildlife Service Support 4,000 8,212 - 4,212
Walden West School Fdn Solar Panels - - 2,100 -
Saratoga Foothill Club - - 8,600 -
Silicon Valley Wildlife Raptor Cage - 6,036 - -
SCC Supervisors - Spay Pgm - - 320 -
Shady Shakespeare Theater Co.- - - -
West Valley Community Svs Mobile Van - - 2,400 -
West Valley Community Svs Support - - - 15,164
Children's Health Insurance Assistance - - 3,326 -
Catholic Charities Ombudsmen Funding - - - 5,000
Total Community Service One-Time Grant 26,295 104,848 54,974 37,432
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CDBG Funded Public Service Grants
SASCC Adult Daycare Support - - 32,000 32,732
West Valley Community Services Support - - 3,564 -
Catholic Charities Ombudsmen - - - -
Silicon Valley Wildlife Service Support - 4,212 - -
Silicon Valley Wildlife Raptor Cage - 1,536 - -
Total CDBG Funded Grants - 5,748 35,564 32,732
Total Grants 109,902 168,948 167,538 152,496
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2009/10 2010/11
Grants Grants
21,000 21,000
18,000 18,000
30,000 30,000
11,672 12,024
2,000 2,000
25,000 25,000
107,672 108,024
- -
- -
8,344 -
- -
- -
- -
- -
- -
4,617 -
- -
- -
- -
- -
4,288 -
- -
4,212 -
- -
13,500 -
- -
- -
2,500 -
- -
15,164 -
- -
5,000 -
57,625 -
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27,859 26,500
- -
- -
- -
- -
27,859 26,500
193,156 134,524
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2005/06 2006/07 2007/08 2008/09 2009/10
Grants Grants Grants Grants Grants
Chamber of Commerce Events
Celebrate Saratoga - Teen Scene - 7,527 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 - - - - 4,258
Annual Tree Lighting - - - - 1,037
General Community Events
Unspecified Event Funding - - - - -
Neighborhood Block Party Supp - - - - -
Month of the Child Celebration - - - - -
Mustard Faire 850 1,418 2,000 3,649 4,000
Sister City 25th Anniversary - - - - -
Arbor Day Celebration - - - 78 100
Memorial Day Event (Banner)- - 300 - -
Fourth of July Event - - - 1,547 -
Cancer Society - Relay - - 200 - -
Citywide Garage Sale - - - 4,270 5,000
Facility Opening Events
Fellowship Hall Opening - - - - 104
de Anza Trail Opening - - - 23 -
KMP Groundbreaking / Opening - - - - 138
Total Community Events 850 13,845 22,396 12,866 14,637
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2010/11
Grants
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
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SARATOGA CITY COUNCIL
MEETING DATE: March 3, 2010 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Cynthia McCormick, Assistant Planner, AICP DIRECTOR: John Livingstone, AICP
SUBJECT: FY 2010/11 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
AND COMMUNITY GRANT FUNDING APPLICATIONS
RECOMMENDED ACTION:
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.
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 helps programs 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 improvements to ensure compliance with the
Americans with Disabilities Act (ADA). The availability of 2010-2011 fiscal year CDBG funds was
publicized on the City Website and in the Saratoga News.
CDBG ADA and CDBG Administration
Staff received one application from the Public Works Department for $79,900 which is the total amount
available for ADA projects. As in past years, the CDBG program also includes $15,000 for City
administration of the CDBG program and $13,000 for County administration of the SHARP program.
CDBG Public 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 funding requested this year
for CDBG Public Services and Saratoga Community Services is $74,712. The City expects to receive
approximately $26,500 for CDBG public service projects. Council policy is to match CDBG public
service funds 1
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.
for 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.
109
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
Historical Museum ADA ramp project. This includes $4,464 from 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
Department (HCD). HCD charges $13,000 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.
Administrative activities 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
administration of the CDBG program is $15,000.
CDBG Public Services
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. 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
applications is $62,000. The total amount estimated for CDBG public service projects is $26,500. The
amount remaining to be carried over to the Community Grant funding program is $35,500.
Community Services
The three applications that are not CDBG eligible include requests for $5,000 from the Mustard Faire,
$4,212 from the Wildlife Center of Silicon Valley, and $3,500 from the Shady Shakespeare Theater
Company. The total amount requested from these three applications is $12,712. The total amount
including the $35,500 carried over from CDBG public services is $48,212. Council policy is to match
CDBG public service funds, which is estimated to be approximately $26,500. Thus, the total amount
available for community service programs is $53,000 and the total shortfall is $21,712.
110
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 celebrates the
agricultural history of Saratoga with education on what can be done to preserve it. The 2,600 Saratoga
residents that attend the Mustard Faire represent an estimated 93% of the approximately 2,800
attendees. The total cost of the program is $6,800. The requested funding is $5,000 which is 73.5% of
the total cost of the program. 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 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
attended by approximately 4,000 people (3,500 unduplicated) including approximately 350 Saratoga
residents which represent an estimated 10% of the total guests. The total cost of the program is $85,000.
The requested funding is $3,500 which is 4.1% of the total cost of the program. 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. In addition to receiving $19,557 in grants, the program has
requested $20,500 from 6 organizations (including Saratoga).
Wildlife Center of Silicon Valley
The Wildlife Center of Silicon Valley (WCSV) submitted a proposal for wildlife rehabilitation and
release and wildlife education and outreach. Last year, Saratoga residents brought in approximately 100
animals for WCSV services. This represents 2.5% of the approximately 4,000 injured, sick and
orphaned local birds and mammals brought in annually. The total cost of the program is $279,216. The
requested funding is $4,212 which is 1.5% of the total cost of the program. This does not include the
cost associated with phone calls and emails from residents. WCSV historically responds to
approximately 175 to 200 telephone and e-mail inquiries from Saratoga residents each year. In addition,
WCSV held two education presentations in the City of Saratoga in 2009, which were attended by a total
of 65 residents (representing approximately 3.6% of the education/outreach program). 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. Leveraging for the program includes grants, donations, and
investments.
111
CDBG Public Service Eligible 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
unduplicated clients annually including a minimum of 288 Saratoga residents which represent 2.8% of
the total clients served. The total cost of the program is $293,313. The requested funding is $5,000
which is 1.7% of the total budget to operate the program. Catholic Charities has successfully leveraged
funding through donations and funding at the federal and city level. Catholic Charities continues to
apply for CDBG funding from several other cities it serves. This program received grant funding from
Saratoga for the last 2 years. 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
for frail elders and their caregivers. The program serves 51 unduplicated clients annually including 21
Saratoga residents which represent 41% of the total clients served. The total cost of the program is
$275,931. The requested funding is $37,000 which is 13.4% 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 Grant and 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
program serves 611 unduplicated clients annually including approximately 67 Saratoga residents which
represent 11% of the total clients served. The total cost of the program is $237,577. The requested
funding is $20,000 which is 8.4% of the total budget to operate the program. WVCS has successfully
leveraged funding through donations and funding at the federal, county and city 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. This program is eligible for both Community Grant and CDBG
Public Service funding.
112
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
streamline administration of the Urban County 2 program. The agency estimates that the County General
Fund supplemented the HCD 3
budget in the amount of $633,000 this fiscal year. The County has several
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 Housing are only recommendations. The recommendations will be forwarded to
the County Executive/City Managers Group for approval. Staff 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 are not 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
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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:
1. Continue the Public Hearing to March 17th to finalize grant allocations and approve a transfer of
$13,964 in previously allocated CDBG funds.
2. Following the March 17th meeting, 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 1 – Applications
Attachment 2 – Grant Request Worksheet
Attachment 3 - Recommendations for streamlining the Urban County CDBG program
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FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
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: 408-867-2715 Fax: 408-867-3124 E-Mail: crubyca@aol.com
Agency is a Faith Based Organization: No
2) Program Title:
Program Address: same as above
Contact Person/Title: same as above
Phone: same as above Fax: same as above E-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.
• In March 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 2007 the Saratoga Foothill Club Foundation received a grant of $8600 toward the
furnace replacement project.
• Each quarter in FY2009/2010, the Foothill Club Foundation has received $3375 toward
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 is attended 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 screen and 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
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COMMUNITY GRANT & CDBG
STANDARD APPLICATION
2009 and June 2010, we will have had 7 public lectures; admission fees are $10 per non-club
member and our attendance averages 75-90 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: Our volunteer House and Grounds Chairman and the Board of
the Saratoga Foothill Club will 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 mission to
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 has not had a financial audit to date.
10) Sources of funds anticipated for this project: the amount requested in this grant would
pay for the completion of all the audio visual equipment.
11) Budget: $4,500 for purchase of a digital projector with remote control and cart,
12) Performance Measurements: See Item 6 above.
13) Outreach: Our Public Lecture Series is 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.org and 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
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16) Target Beneficiaries: The entire Saratoga community benefits from the informative
lectures sponsored in our historic Clubhouse.
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BUDGET
AGENCY NAME: Saratoga Foothill Club Historic Landmark Foundation
Date Prepared: March 8, 2010
PROGRAM NAME: Upgrade audio-visual equipment for public lectures
BUDGET WORKSHEET
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
Research
available
options for
projector
upgrade
X
Get competitive
bids for
projector.
X
. Order
projector.
X
Install projector
(when the funds
are received in
the last quarter).
$4500
X
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PERFORMANCE MEASUREMENTS
AGENCY NAME: Saratoga Foothill Club Historic Landmark Foundation
Date Prepared: March 8, 2010
PROGRAM NAME: 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):
The Foundation would like to offer more
lectures. The art lectures were very successful
and in addition to those, we are looking at
instituting a summer lecture series.
OUTCOME:
1) Offering more cultural events to
Saratoga residents.
2) Raising funds for the Foundation ADA
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.
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FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: February 12, 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: Mustard Faire
Agency Address: P.O. Box 966, San Jose, CA 95108-0966
Executive Director: Norman Koepernik
Phone: (408) 971-9636 Fax: (408) 297-8270
E-Mail: Theresa_mustardfaire@yahoo.com
Agency is a Faith Based Organization: ____ Yes X No
2) Program Title: 2011 Mustard Faire
Program Address: Historic Orchard (Fruitvale & Saratoga Avenues)
Contact Person/Title: Norman Koepernik
Phone: (408) 971-9636 Fax: (408) 297-8270
E-Mail: Theresa_mustardfaire@yahoo.com
3) City of Saratoga grant funds requested this year (FY10/11): $5,000
4) City of Saratoga grant funds requested in the past: None from the Community grant
program; funding has been provided in the past through the annual budget process.
City of Saratoga grant funds received in the past: In fiscal year 2008-09 the City
allocated $5,000; in fiscal year 2009-10 the City allocated $3,000.
5) Program description and number of unduplicated clients served: The Mustard 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 given way to housing and 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 can celebrate 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) Program purpose 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
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7) Program management: 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: Please use the attached worksheet.
12) Performance Measurements: Please use 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, Artsopolis and 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
an antique 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 Attendees 2,800
Total Cost/Attendee: $ 2.50
Total Funding Requested: $5,000
Percentage of Total Cost Requested: 74%
16) Target Beneficiaries:
Total Estimated Attendees: 2,800
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FY 2010-2011 CITY OF SARATOGA
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STANDARD APPLICATION
Total Estimated Saratoga Residents: 2,600
Estimated Percentage of Saratoga Residents: 93%
128
BUDGET
AGENCY NAME: Mustard Faire Date Prepared: February 12, 2010
PROGRAM NAME: 2011 Mustard Faire
SPECIFIC ACTIVITIES BUDGET AMOUNT
Food/Food Ticket Reimbursements $1,200
Decoration & Supplies
600
Marketing Materials (includes banner)
800
Animals and Travel
1,450
Music
600
Sanitary Facilities
350
TOTAL
$5,000
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PERFORMANCE MEASUREMENTS
AGENCY NAME: Mustard Faire Date Prepared: February 12, 2010
PROGRAM NAME: Mustard Faire
PERFORMANCE MEASUREMENT WORKSHEET
GOAL:
To continue the tradition of holding an annual Mustard Faire in the City’s historic orchard.
OBJECTIVE (1):
Begin organizing the Mustard Faire in
October/November 2010 so that all facilities,
parking, banner reservation and main activities
(e.g. historic vehicles, animals, vendors,
artisans) are solidified well in advance of the
2011 Faire.
OUTCOME (1):
Renew participation/partnerships with relevant
community organizations (e.g. Historical
Foundation, Chamber of Commerce, SASCC,
Taiko Drummers, etc.)
OBJECTIVE (2):
Form a broad-based committee to plan, organize
and implement the Mustard Faire so that there is
a larger groups of volunteers from which to
draw support and to accomplish tasks.
OUTCOME (2):
A committee representing the above
organizations and other community volunteers
undertakes the majority of tasks related to
planning, organizing and implementing the
Faire.
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FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: 2/12/10
Please refer to the Application Instructions Sheet for details on the following questions. Please
limit your answers to one paragraph per question
1) Organization/Agency Name: Shady Shakespeare Theatre Company (SSTC)
Agency Address: PO BOX 520, Santa Clara, CA 95052-0520
Executive Director: Dinna Myers
Phone: 408-569-0360 Fax: None E-Mail: Dinna@shadyshakes.org
Agency is a Faith Based Organization: ____ Yes __X__ No
2) Program Title: Free Shakespeare in Sanborn Park, Saratoga
Program Address: 16055 Sanborn Road, Saratoga, CA 95070
Contact Person/Title: Dinna Myers / Managing Director
Phone: 408-569-0360 Fax: 408-986-9552 E-Mail: Dinna@shadyshakes.org
3) City of Saratoga grant funds requested this year (FY10/11): $3,500.00
4) City of Saratoga grant funds requested in the past: $2,500.00 – 2009
City of Saratoga grant funds received in the past: $2,500.00 - 2009
5) Program description and number of unduplicated clients served: SSTC produces 22
performances of two Shakespearian plays in Sanborn-Skyline County Park in Saratoga each
summer. In 2010 we will be producing Much Ado About Nothing and The Merchant of Venice
from July 30th
– September 5th, Thursday through Sunday evenings at 7pm, free to the public.
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) Program purpose and objectives: SSTC is 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
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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 this economy, 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 the first 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 community leads to 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) Program management: 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 performing two plays in repertory. In 2010, we are
providing 22 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 create experiences that push the envelope of theatrical performance,
inspire audiences, incite personal reflection, and challenge paradigms.
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FY 2010-2011 CITY OF SARATOGA
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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 data professionally 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, and the Kvamme Foundation. In 2010 we 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 attached worksheet.
12) Performance Measurements: Please see 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.
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FY 2010-2011 CITY OF SARATOGA
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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 our mailing 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 the Arts 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 2010 we are requesting a total of $20,500.00 from 6 organizations (including this
grant request), which is approximately 24% of our budget. We do not anticipate
being 100% successful in our grant writing, so we have only budgeted to actually
receive $15,500.00.
o We will be applying to the Arts Council Silicon Valley on March 1st and
expect to receive around $2,500.00 in June.
o Each March we request $2,000.00 from Target Stores and that funding arrives
in October if it is approved.
o We have submitted a request to the Kvamme Foundation for $5,000.00, which
has no set deadline for giving.
o We have recently submitted to the Bank of America Foundation for $5,000.00
and will know the results in 45 days.
o We will be soliciting the Mercury News for a cash Grant in the amount of
$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: 4200 total, 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:
• Total Estimated Saratoga Residents Served: 350
• Total Estimated Percentage of our Audience that are Saratoga Residents: 10%
134
BUDGET
AGENCY NAME: Shady Shakespeare Theatre Company Date Prepared: 2/12/10
PROGRAM NAME: Free Shakespeare in Sanborn Park
SPECIFIC ACTIVITIES BUDGET 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
Sales, Passing the Hat,
+40,000.00
TOTAL INCOME
+85,000.00
135
PERFORMANCE MEASUREMENTS
AGENCY NAME: Shady Shakespeare Theatre Company Date Prepared: 2/12/10
PROGRAM NAME: Free Shakespeare in Sanborn Park
PERFORMANCE MEASUREMENT WORKSHEET
GOAL:
SSTC’s goal for this request is to enhance 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):
Our objective is to provide 22 performance of
two of Shakespeare’s plays free to the public in
Sanborn Park from July 30th – September 5th,
2010. One of our primary strategic goals is to
make Saratoga residents aware of our free
program and engage them as audience members
and elevate them to donor/investors or
volunteers in the organization.
OUTCOME (1):
Increase overall attendance at our performances
in 2010. We are hoping to double the Saratoga
and Monte Sereno segment of our audience to
approximately 600 or 20%.
Increase community investment by Saratoga
residents by informing them of volunteer and
donor-investor opportunities. Better community
involvement should lead to a stronger
organization with better fundraising power to
support its programs
OBJECTIVE (2):
OUTCOME (2):
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FY 2010-2011 CITY OF SARATOGA
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STANDARD APPLICATION
DATE: February 11, 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: Wildlife Center of Silicon Valley
Agency Address: 3027 Penitencia Creek Road, San Jose, CA 95132
Executive Director: Larry L. Stites, Interim Executive Director
Phone: 408-929-9453 Fax: 408-928-5853 E-Mail: info@wcsv.org
Agency is a Faith Based Organization: ____ Yes _X No
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, Interim Executive Director
Phone: 408-929-9453 Fax: 408-928-5853 E-Mail: info@wcsv.org
3) City of Saratoga grant funds requested this year (FY10/11): $4,212.00
4) City of Saratoga grant funds requested in 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 Saratoga grant funds received in 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 FY2009/2010 as part of the City of Saratoga’s contract
with San Jose Animal Care and Services.
5) Program description and number of unduplicated clients served:
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 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 effective wildlife rehabilitation facilities 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 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
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us around 100 animals per year, and we’ve responded to some 175 to 200 telephone and
e-mail inquiries.
6) Program purpose 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 wild thereby 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) Program management:
The Wildlife Center of Silicon Valley (WCSV) currently has three full-time employees.
Two of 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 August 2010 when WCSV will be
operating 12 hours per day, seven days a week. The WCSV has some 175 volunteers
participating in its wildlife rehabilitation and education/outreach programs during its peak
and a few other volunteers assisting with administration and maintenance. Animal care
volunteers generally commit to one four-hour shift per week and volunteers contribute a
total of almost 30,000 hours per year. The Interim Executive Director, a full-time
volunteer, along with the Board of Directors are responsible for the overall 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 facility available 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 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. 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 a positive coexistence between the general public and
wildlife and encourage an interest in and concern for wildlife conservation issues.”
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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
funds from 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 $137,400 Uncommitted
Service fees $121,711 Uncommitted/pending approval
Grants $ 3,000 Uncommitted
Investment income $ 2,115 Uncommitted
TOTAL $264,226
11) Budget: Please use the attached worksheet.
12) Performance Measurements: Please use 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 an interest 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 funding is also shown.
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WILDLIFE CENTER OF SILICON VALLEY
SOURCES OF FUNDING BY YEAR FOR THE YEARS 2005 THROUGH 2009
CY2005
CY2006
CY2007
CY2008
CY2009
CY2010
(Projected)
SOURCES OF FUNDING
Service Fees (Note A)
Saratoga
6,000
6,000
6,212
6,212
6,212
6,212
Other cities (8) 93,783
108,549
128,907
122,341
101,605
115,499
Total-Service
Fees 99,783
114,549
135,119
128,553
107,817
121,711
Individual Donations 202,772
159,897
173,868
138,662
140,623
137,400
Estates and Bequests 0
24,567
76,056
104,865
3,327
0
Grants
5,730
2,450
2,750
500
500
3,000
Investment and Other
Income 1,504
4,172
8,256
10,420
11,097
2,115
Total Income 309,789
305,635
396,049
383,000
263,363
264,227
FUNDING AS % OF TOTAL EXPENSES
Service Fees (Note A)
Saratoga
2.5%
2.3%
2.7%
3.0%
2.5%
2.2%
Other cities (8) 39.2%
41.9%
55.2%
59.8%
41.7%
41.4%
Total-Service
Fees 41.7%
44.2%
57.9%
62.9%
44.2%
43.6%
Individual Donations 84.8%
61.7%
74.5%
67.8%
57.7%
49.2%
Estates and Bequests 0.0%
9.5%
32.6%
51.3%
1.4%
0.0%
Grants
2.4%
0.9%
1.2%
0.2%
0.2%
1.1%
Investment and Other
Income 0.6%
1.6%
3.5%
5.1%
4.6%
0.8%
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.
FY2005/2006
FY2006/2007
FY2007/2008
FY2008/2009
FY2009/2010
FY2010/2011
SERVICE FEES ON A FISCAL YEAR BASIS
(Projected)
Saratoga
6,000
6,000
6,212
6,212
6,212
6,212
Other cities (8) 114,476
118,215
118,555
118,850
107,469
107,469
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Total-Service
Fees 120,476
124,215
124,767
125,062
113,681
113,681
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.
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 presentations in the City of
Saratoga, which were attended by a total of 65 residents (representing approximately
3.6% of the education/outreach program).
WILDLIFE CENTER OF SILICON VALLEY
COST PER ANIMAL AND SUMMARY OF SERVICES RECEIVED
BY SARATOGA RESIDENTS BY YEAR FOR THE YEARS 2005 THROUGH 2010
CY2005
CY2006
CY2007
CY2008
CY2009
CY2010
(Projected)
Total Expenses 239,096
258,964
233,347
204,527
243,708
279,216
Total Animals Received 4,833
3,862
4,083
4,388
4,136
4,200
Cost per Animal Received 49.47
67.05
57.15
46.61
58.92
66.48
Service Fees Received/Requested from
Saratoga 6,000
6,000
6,212
6,212
6,212
6,212
Saratoga Service Fees as % of Total
Expenses 2.5%
2.3%
2.7%
3.0%
2.5%
2.2%
Services Received by Saratoga
Animals as % of Total Animals
Received 2.4%
1.7%
1.5%
2.1%
2.4%
2.2%
Telephone Inquiries as % of Total
Telephone Inquiries
not
available
2.6%
3.8%
3.4%
3.6%
3.5%
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WILDLIFE CENTER OF SILICON VALLEY
SARATOGA RESIDENTS SERVED BY YEAR FOR THE YEARS 2005 THROUGH 2009
CY2005
CY2006
CY2007
CY2008
CY2009
Animals Received from Saratoga
Residents 117
65
61
94
98
Wildlife Inquiries from Saratoga
Residents
93
211
177
184
Following is a listing of the animals received from the residents of Saratoga for the year 2009.
Category Species Total
Birds American Crow 9
American Goldfinch 1
American Robin 1
Anna's Hummingbird 4
Bewick's Wren 5
Black-headed Grosbeak 1
Brandt's Cormorant 1
Brewer's Blackbird 1
Brown Thrasher 1
Brown-headed Cowbird 2
California Gull 2
California Quail 1
Cooper's Hawk 2
Dark-eyed Junco 2
Domestic Duck 1
European Starling 3
Herring Gull 1
House Finch 5
House Sparrow 1
House Wren 1
Mallard 2
Mourning Dove 6
Red-tailed Hawk 1
Rock Pigeon 1
Vaux's Swift 1
Birds Total 56
Mammals Black-tailed Deer 3
Brush Rabbit 5
California Ground Squirrel 1
Eastern Fox Squirrel 2
Eastern Gray Squirrel 19
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Raccoon 5
Roof Rat 1
Striped Skunk 2
Townsend's Mole 1
Virginia Opossum 1
Wood Rat 2
Mammals Total 42
Grand Total 98
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BUDGET
AGENCY NAME: Wildlife Center of Silicon Valley____ Date Prepared: February 11, 2010__
PROGRAM NAME: Wildlife care and rehabilitation and wildlife education and outreach______
SPECIFIC ACTIVITIES BUDGET AMOUNT
(CALENDAR YEAR
2010)
Animal Care and Rehabilitation
Personnel expenses
$115,167
Food, medicine and supplies
43,000
Facilities maintenance and security
10,500
Other animal care and rehabilitation expenses
6,500
Education and Outreach (including newsletter)
8,400
Program Support
Personnel expenses
54,249
Utilities
24,100
Other program support expenses
17,300
TOTAL PROGRAM EXPENSES
$279,216
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PERFORMANCE MEASUREMENTS
AGENCY NAME: Wildlife Center of Silicon Valley____ Date Prepared: February 11, 2010 ___
PROGRAM NAME: 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):
To provide the most appropriate and effective
care possible to the injured, sick and orphaned
wildlife that are brought to our facility.
OUTCOME (1):
To release back into the environment as many as
possible of the injured, sick and orphaned
wildlife we receive for care.
OBJECTIVE (2):
To continue to develop the volunteer resources
that will enable us to conduct as many education
and outreach programs as possible.
OUTCOME (2):
To increase the number of wildlife education
presentations and the number of local
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.
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DATE: January 25, 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: Catholic Charities of Santa Clara County
Agency Address: 2625 Zanker Road, Suite 200, San Jose, CA 95134-2107
Executive Director: Gregory Kepferle
Phone: (408) 325-5114 Fax: (408) 944-0275 E-Mail: gkepferle@catholiccharitiesscc.org
Agency is a Faith 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) 325-5269 Fax: (408) 944-0776 E-Mail: whale@catholiccharitiesscc.org
3) City of Saratoga grant funds requested in the past: $5,000 for Fiscal Year 09-10
4) City of Saratoga grant funds received in the past: $5,000 for Fiscal Year 09-10
General Fund
5) Program description and number of unduplicated clients served:
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 facilities with
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 lack the ability to exercise their rights, or voice complaints about their circumstances.
288
The Program will accomplish our goals for fiscal year 10-11, by conducting a minimum
of 44 unannounced site visits to licensed Saratoga long term care facilities during which we will
make contact with a minimum of 288 unduplicated 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
complainant confidentiality
6) Program purpose 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 regular visits is the improvement of the quality of care and life in the
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long term care facility. Residents must rely on the staff to help them meet their physical needs.
Quality of care needs are services and activities to attain or maintain the highest practicable
physical, mental, and psychosocial well-being of each resident. Quality of life requires a facility
to care for its residents in such a manner and in an environment that will 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 LTC Ombudsman Program and its services are distinctive in purpose and scope and
unduplicated in Santa Clara County. Ombudsmen protect and help improve the quality of life and
care for 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 of the 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 unannounced site visits to licensed Saratoga long term care facilities during
which we will make contact with a minimum of 288 unduplicated residents. Through response to
all consumer telephone inquiries and 1 Community Education presentation, the Ombudsman
Program will partner 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) Program management: ___________________________________________________
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.
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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 Forms for 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 12 other 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 2 years. Staff have
backgrounds in Health Science, Healthcare Administration, Marriage and Family Therapy, Social
Welfare and 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 31 Certified 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 certified Ombudsman, and passing a California Department of Justice and Federal
Bureau of Investigation criminal background clearance.
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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 kinship care 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 families and 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.
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9) Audit information: _______________________________________________________
The agency audit for Fiscal Year 08-09 was completed on September 30, 2009 by Berger/Lewis
Accountancy Corporation, 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 submitting funding 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 in long
term care facilities.
Source of Income Amount
City of Saratoga 5,000
12 Other Cities/Towns 106,787
Federal / Old Americans Act 96,533
Governor’s Initiative /State 64,911
Catholic Charities Community Contribution 20,080
Total 293,311
11) Budget: Please use the attached worksheet. Completed
12) Performance Measurements: Please use the attached worksheet. Completed
13) Outreach: ______________________________________________________________
All our clients are residents in licensed long term care facilities. The Program sees clients at
their place of residence, i.c. Saratoga’s licensed long term care facilities. Regular visitation 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 brochure is available in English and Spanish. Ombudsmen
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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 awareness of 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 and Senior 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 opportunities are listed on a number of websites. Active listings 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: _____________________________________________________________
Source
Estimated Dollar
Amount Status Term
City of Campbell 5,800 Pending RFP 10-11
City of Cupertino 3,200 Pending RFP 10-12
City of Gilroy 5,000 Year 2 of 2 year contract 09-11
City of Los Altos 3,744 Year 2 of 2 year contract 09-11
Town of Los Gatos 7,370 Year 2 of 2 year contract 09-11
City of Milpitas 5,000 Pending RFP 10-11
City of Morgan Hill 4,500 Pending RFP 10-11
City of Mt. View 8,000 Year 2 of 2 year contract 09-11
City of Palo Alto 5,000 Year 2 of 2 year contract 09-11
City of San Jose 41,000 Pending RFP 10-12
City of Santa Clara 8,400 Year 2 of 2 year contract 10-11
City of Saratoga 5,000 Pending RFP 10-11
City of Sunnyvale 9,775 Year 2 of 2 year contract 09-11
Federal OAA 96,533 Projected 09-11
Gov. Initiative 64,911 Projected 09-11
Catholic Charities
Community Contribution 20,080
Projected
09-11
Total:293,313
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15) Cost / Benefit Analysis: ___________________________________________________
Total Program
Costs
Total Clients
Served
Cost Per Client Saratoga Funding
Requested
Saratoga %o f
Total Costs
293,313 10,293 28.50 5,000 <2%
Saratoga cost per client is $17.36
16) Target Beneficiaries: _____________________________________________________
The target population of the program is the “Frail elderly” a High Priority group who are
generally low-income seniors and/or disabled individuals who are considered a special needs
group. All our clients are residents in licensed long term care facilities.
Saratoga Residents to
be served
% of Total Clients to
be served
Saratoga Low Income
Clients (0-80%) of
County Median
Income
% of Saratoga Clients
288 <3% 164 57%
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BUDGET
AGENCY NAME: Catholic Charities of Santa Clara County Date Prepared: January 22, 2010
PROGRAM NAME: Long Term Care Ombudsman Program
Proposed Project Operating Expenses Annual Total Project Cost
2010-11
Personnel Services 174,848
Fringe Benefits 43,718
Indirect Admin Staff Cost 29,067
Office Supplies 2,390
Communication / IT Support 7,547
Printing & Advertising 4,200
Travel 4,800
Occupancy & Utilities 19,474
Postage 1,270
Insurance 1,903
Organization Dues 425
Audit (CDBG Portion only) 1,086
Other (specify) Volunteer training costs 2,585
Total Operating Expenses $293,313
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PERFORMANCE MEASUREMENTS
AGENCY NAME: Catholic Charities of Santa Clara County Date Prepared: January 22, 2010
PROGRAM NAME: 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 the goal 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):
Ombudsman Presence
Ombudsman visitation will promote the interest,
well being and rights of Saratoga long term care
facility residents. Ombudsman will observe the
environment and monitor conditions in long
term care facilities and work to improve the
delivery of long term care services.
OUTCOME (1):
The Program will demonstrate and maintain an
ongoing visibility through trained, certified
Ombudsmen. Regular contact through 44
unannounced site visits and contact with 288
Saratoga unduplicated residents will build trust,
visibility and clarity of purpose, making
residents more likely to express concerns that
might not otherwise surface
OBJECTIVE (2):
Outreach and Education
Ombudsmen are available to make diverse
education presentations to community groups, to
resident councils and family councils, and to
conduct in-services for the staff of long term
care facilities. Frequently requested topics
include residents’ rights, dignity and respect,
elder abuse, Advance Health Care Directive and
LTC Ombudsman Program services.
OUTCOME (2):
The Program is a resource for residents, family
members and the community on issues and
concerns impacting long term care residents,
long term care trends/innovations and/or
connected with aging.
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Name of Applicant Organization: Catholic Charities of Santa Clara County
Name of Program: Long Term Care Ombudsman Program
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:
See question 2 on next page.
1 The 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.
2 Based on the attached FY 2008 HUD Income Limits for Santa Clara County
3 The 2005-2010 Urban County Consolidated Plan is available online at http://www.saratoga.ca.us/ by
clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage
Number of Unduplicated Beneficiaries
City No.
Campbell 301
Los Altos 468
Los Altos Hills 0
Los Gatos 957
Monte Sereno 0
Morgan Hill 285
Saratoga 388
Unincorporated Santa Clara County 33
Outside the Urban County 1 7,861
Total unduplicated beneficiaries
10,293
Number of Urban County
unduplicated beneficiaries at or below
current county-wide median income 2
Income Category No.
0-30% (Extremely low) 1,080
31-50% (Very Low) 96
51-80% (Low) 576
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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 Needs or the Urban County Non-
Housing Community Development Needs as described in the Consolidated Plan 3
?
The target population of the Program is the “frail elderly” who are generally low-
income seniors and/or disabled individuals who are considered a special needs group. Page
56 of the consolidated plan states “a significant segment of the senior population has one or
more conditions that affect major life functions, their ability to care for themselves.” Our
clients are all residents in Saratoga licensed long term care facilities who are often the frail,
chronically ill, primarily elderly individuals with physical and/or mental impairments that prevent
them from living independently referenced in the Consolidated Plan as the “frail elderly”.
These individuals often face special challenges due to their physical and/or mental health
issues. This segment of the population is no longer able to live independently or care for
themselves. These residents may be unable to advocate for their own needs and rights due to
their out of home placement. Elderly, Frail Elderly and Persons with Disabilities are all listed
as “High Priority” on page 76 of the Consolidated Plan HUD table 1.
California has a growing aging population. It is projected that as the population ages the
demand for long term care will increase. According to the California HealthCare Foundation’s
report California’s Fragile Nursing Home Industry 2005, “ the number of California residents
age 65 and over is projected to nearly double by 2025 a larger growth rate than any other state
or the United States overall (75 percent). Americans are living longer. In 2001, the life
expectancy was 77.2 years, compared to 75.5 just ten years earlier. The number of California
residents age 85 and older those who are most likely to need extended care at home or in
nursing homes is likely to more than double by the year 2030, when the bulk of the baby
boomers will come of advance age.”
The consolidated plan also references that the senior population will grow as individuals
live longer. The Program conducted surveys of 493 Saratoga long term care residents at the
start of this fiscal year. The survey responses reveal that the average age of the long term care
resident is increasing. Saratoga long term care residents (elderly, frail elderly and persons
with disabilities) who can no longer live interpedently were reported as 98 individuals who are
70-79, 297 who are 80-89 and 87 who are 90+. Over 97% of the respondents are over 70.
This is an increase over last year.
Program services are consistent with the Consolidated Plan. The care setting/ housing
environment in which the vulnerable and dependent resident is placed has its own priorities
and constraints. The Ombudsman Program reinforces the centrality of the resident. 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 Program will demonstrate and maintain an
ongoing visibility to residents through regular visitation to Saratoga’s long term care facilities.
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
Certified LTC Ombudsmen provide services with respect for human dignity and the
individuality of the resident unrestricted by considerations of age, social or economic status,
personal characteristic or lifestyle to residents of licensed long term care facilities.
Ombudsman services are free and confidential.
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DATE: February 12, 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 Name: Saratoga Area Senior Coordinating Council (SASCC)
Agency Address: P.O. Box 3033, 19655 Allendale Avenue, Saratoga, CA, 95070
Executive Director: Susan Huff________________ ________________________
Phone: 408-868-1255 Fax: 408-868-9546 E-Mail: shuff@sascc.org
Agency is a Faith Based Organization: ____ Yes __X__ No
2) Program Title: Saratoga Adult Care Center (ACC)
Program Address: 19655 Allendale Avenue, Saratoga, CA, 95070
Contact Person/Title: Susan Huff , Managing Director
Phone: 408-868-1255 Fax: 408-868-9546 E-Mail: shuff@sascc.org
3) City of Saratoga grant funds requested this year (FY10/11): $37,000
4) City of Saratoga/CDBG funds requested in the past: $35,000 in 09/10; $34,000 in
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
City of Saratoga/CDBG funds received in the past: $ 36,203 in 09/10; $32,000 in
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) Program description and number of unduplicated clients served: Saratoga Adult
Care Center is a Social Adult Day Program, which seeks to enhance the quality of life for
area seniors via specific, ongoing supportive services, made available to lower-income
participants. The program serves residents of Saratoga and the surrounding communities
of Campbell, West San Jose and Santa Clara. Program participants require assistance to
complete ADLs and IADLs (activities 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 to these 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 meet the
needs of caregivers who work outside the home or need respite for other reasons.
Requests to help fund this program are made because it serves mostly very low to
moderate-income seniors. Fees are determined by an individual’s ability to pay, (i.e. a
sliding scale), requiring supplemental funds from outside sources. Adult Day Care
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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 21 of
those clients reside in Saratoga.
6) Program purpose 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 and respite.
These services incorporate the following objectives:
(1) Provide daily respite care to up to 24 frail 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 similar support 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 minimum enrollment of approximately 380 participants 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 feasible at 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 have helped 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:
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• 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 our social 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) Program management: 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.
A Program Manager and Assistant Program Manager/Social Worker are responsible for
the day-to-day operations of the Adult Care Center and report directly 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 team oversees activities; the intake, care-planning, and
evaluation components, entertainment and projects. They are responsible for scheduling
all activities, special events and classes for the participants. They direct the center, lead
many of the activities and oversee the Administrative Assistant, Social Worker, and the
Program Assistants who also run activities and assist participants with projects, meals,
toileting and any other special needs that may arise.
Along with the Executive Director 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 snacks are 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 Center are highly trained, each with many years
of experience working with frail elders. Twenty volunteers supplement the seven paid
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staff and provide between 575 to 700 hours of service annually. The Executive Director,
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 42 at any one time, with well over
350 visits by participants each month. This increased utilization validates the need and
demand for the service. The center serves approximately 18-22 participants per day. This
assures each participant ample one-on-one time with our assistants and volunteers.
Participants come from the surrounding 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, support and
referrals to 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,
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provide a forum for 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.
9) Audit information: The firm of LMGW, Certified Public Accountants, performs annual
audits and reviews (every other year) at a cost to our organization. Please 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: _________________________________
SOURCE ESTIMATE
STATUS
Saratoga CDBG Grant $37,000 Submitted and Pending
Campbell CDBG Grant $ 5,000 Submitted January 29, 2010
San Jose CDBG Grant $25,000 First time submission Jan. 2010
Fees $165,000 Ongoing
St. Andrews $ 4,200 Receiving monthly checks
Donations, restricted $ 9,000 Ongoing
Fundraising Events &
Appeals
$ 14,000 Ongoing
Total: $258,400
11) Budget: Please use the attached worksheet.
12) Performance Measurements: Please use the attached worksheet.
13) Outreach:
a) How SASCC informs Saratoga residents about its ACC program:
To fulfill SASCC’s Community Outreach Initiative the agency informs 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
of 100, 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
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Newsletter, the Saratogan, the Community newspaper, Saratoga Village Community
network, the Saratoga News and SASCC’s updated website at www.sascc.org.
SASCC has also developed a brochure for the public that describes its programs and
outlines its history, 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 of establishing
and growing inter-generational relationships.
The target groups for outreach include:
• Asian-American and Indian-American families which constitute approximately
30% of the population of Saratoga and have recently begun to participate in the
Senior Center;
• Other elders in Saratoga that are not SASCC members;
• Seniors that 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 plans for 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
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targeted sections in our Newsletter; and place articles in various ethnic community
newspapers. In addition, further range SASCC 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 implemented and will be updating a new Member Resource
Services program that will provide a broader range of assistances to seniors and
their caregivers.
• Last year we launched and now regularly meet with out Blue Ribbon Task Force
(BRTF) committee members. This is a group of 15 highly proven, talented
community leaders from a variety of backgrounds who have committed to help us
move SASCC to the next step. These volunteers 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.
• In March, 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 focus on 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 families of the have been served since the application for previous funding,
along with the 11 that we continue to serve for a total of 21.
14) Leveraging:
a) Total Amount of Funding Requested from All Organizations This Year:
Organization Date Funds
Requested
Amount Requested Percentage of Total
Cost
Saratoga CDBG February 12, 2010 $36,200 13%
Campbell CDBG January 29, 2010 $5,000 2%
San Jose CDBG January 5, 2010 $25,000 9%
St. Andrews July 2009 $4,200 1.5%
Dorothy Fund TBA $3,000 1%
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Rotary & Kiwanis TBA $6,000 2%
I am researching more opportunities.
b) Total Amount of Funding Received from All Organizations Last Year:
Organization Type of Funding Amount Received Percentage of Total
Cost
Saratoga CDBG Federal Grant $36,200 15%
Campbell CDBG Federal Grant $4,000 2%
Saratoga Rotary Grant $3,700 1.5%
St Andrews Donation $4,200 2%
Health Trust Grant $500
Dorothy Fund Private donors $6,500 3%
15) Cost / Benefit Analysis:
We are requesting $37,000 to support a portion of the total 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 services are 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 per hour 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
Cost
Total Clients
Served
Cost Per Client Funding
Requested
Percentage of
Total Cost
$275,931 (51 families
unduplicated
per year)
$5,410.00 $37,000 14%
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16) Target Beneficiaries:
Saratoga
Residents Served*
Percentage of
Total Clientele
Low-Income
Clients Served
Percentage of Total
Clientele
21 41% Saratoga: 13
Total : 34
Sarat: 38 % of 34 low
income total
Sarat: 27% of Total
clients
* 2008-2009
• The number of Saratoga residents served is 21 out of a total of 51 clients 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 51 or
66%.
• The total number of Low Income clients from Saratoga is 13 or 62% of our 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 is to provide
quality services to local seniors of all ages, abilities, religions, social and
economic backgrounds. Our primary objective is to involve community
groups and individuals in senior related issues, to develop community
responsibility, advocacy for problems facing our aging population, to assure
that the needs of older adults are met and to improve the overall quality of
their lives.
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BUDGET
AGENCY NAME: Saratoga Area Senior Coordinating Council
Date Prepared: February 12, 2010
PROGRAM NAME: Saratoga Adult Care Center
SPECIFIC ACTIVITIES BUDGET 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
166
PERFORMANCE MEASUREMENTS
AGENCY NAME: Saratoga Area Senior Coordinating Council
Date Prepared: February 12, 2010
PROGRAM NAME: Saratoga Adult Care Center
PERFORMANCE MEASUREMENT WORKSHEET
GOAL: The Adult Care Center seeks to enhance 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):
For FY 2010-2011 the Adult Care Center will
provide over 8,000 hours of paid services to a
minimum of 51 participants (clients) over a one
year period.
OUTCOME (1):
To serve and improve the quality of life on a
day to day basis for 51 unduplicated clients
and their families.
OBJECTIVE (2):
For FY 2010-2011 the Adult Care Center will
maintain a realistic balance of client days in
each quarter to support programs.
OUTCOME (2):
Maintain client days at a minimum of 380 in
each quarter.
167
FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
Name of Applicant Organization: _Saratoga Area Senior Coordinating Council ________
Name of Program: __Saratoga Adult Care Center_____________
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:
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 Needs or the Urban County Non-
Housing Community Development Needs as described in the Consolidated Plan 3
?
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
supporting the 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
1 The 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.
2 Based on the attached FY 2008 HUD Income Limits for Santa Clara County
3 The 2005-2010 Urban County Consolidated Plan is available online at http://www.saratoga.ca.us/ by
clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage
Number of Unduplicated Beneficiaries
City No.
Campbell 5
Other 2
Santa Clara 2
Los Gatos 3
San Jose 12
Cupertino 1
Sunnyvale 2
Saratoga 21
Unincorporated Santa Clara County
Outside the Urban County 1 3
Total unduplicated beneficiaries
51
Number of Urban County
unduplicated beneficiaries at or below
current county-wide median income 2
Income Category No.
0-30% (Extremely low) 17
31-50% (Very Low) 8
51-80% (Low) 9
168
FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
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.”
Through our program we work to prevent or delay institutionalization of the frail elderly, to enable them
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.
Our services apply to the HUD Development Community Needs categories of Public Facility Senior
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 ranked as a “High” priority need.
169
FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: February 9th, 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: 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: 408-255-8033 x 103 Fax: 408-366-6090 E-Mail: 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 :
WVCS is the only known community-based organization providing safety net and comprehensive wrap-
around family support services in the West Valley area . WVCS serves Saratoga, Los Gatos, Monte
Sereno, Cupertino, and west San Jose . The activities of the Comprehensive Emergency Assistance
Program are:
Case management – Case Managers provide intake and assessment of household needs, refer clients
to appropriate services to meet such needs if not available in -house, and recertify clients as necessary
(minimum one recertification per year). As the case manager conducts the intake, additional programs
such as food stamps, discount utilities and child care are discussed. If a client does not qualify for cash
assistance, the case manager makes referrals and helps the client consider other opti ons as solutions.
Food pantry – All qualified clients will have access to the food pantry in order to supplement and
stabilize grocery expenses. Every visit to the food pantry includes fresh fruit and vegetables, fresh bread,
eggs, tortillas, a source of protein, and milk, when milk is available, sourced from Second Harvest Food
Bank and generous donations from local grocery stores such as Safeway and Whole Foods.
Cash assistance: Rent and utility assistance is provided 24 to 48 hours after approval, paya ble directly
to vendor. Checks are never made payable to a client. Emergency cash assistance qualification
includes: proof of residency, income, ID, children’s birth certificates, rental agreement and proof of
emergency
EITC and VITA assistance – The EITC/VITA Case manager coordinates certified volunteers and onsite
facilities to assist clients prepare and file their taxes in the hopes that a larger refund will help meet
everyday needs and build a savings account.
Financial Management – workshops to increase financial literacy skills and individual financial
management counseling.
170
FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
Raising-A-Healthy Eater: The goal of Raising-A-Healthy Eater is to introduce clients to new foods
creative and nutritious solutions for their families and the dinner table. Th is new program promotes a
holistic integrated approach to nutrition and quality of life .
6) Program purpose and objectives:
The Comprehensive Emergency Assistance Program (CEAP) will continue to provide basic human needs
and emergency services to low -income families, seniors, and single adults in Saratoga by preventing
hunger, eviction, and utility shut-offs. Qualified Saratoga clients receive services as-needed, resulting in
more stable monthly situations and more stable lives. Wrap around services av ailable to all them includes
financial management, mental health services, nutrition classes, and special seasonal programs.
CEAP goal is to ensure that low-income seniors, single adults, and families in Saratoga have continued
access to basic human needs services, including access to an adequate quantity of quality food and
assistance with rent, deposit, or utility payment, and intends to improve the overall community condition by
providing outreach, direct services and case management through a planned c ourse of action.
7) Program management:
To ensure thorough and comprehensive services to extremely -low to low-income residents, the intake
process includes client’s proof of income, residency, ID for all adults, rental agreement, and birth
certificates for any children. Recertification is conducted annually. The management of the CEAP is
integrated and each staff member is cross -trained to ensure consistent and quality services. Employees
and volunteers are representative of the clientele served and speak many of the client languages. Three
positions staff this project, Case Manager, Operations Manager, Program Director. In -kind positions
include San Jose State University, College of Social Work Interns and community volunteers.
8) Agency description and experience:
WVCS is a private non-profit, community based agency that has been providing direct assistance and
referral services to the co mmunity for more than 36 years. WVCS provides a continuum of basic needs,
family services and housing services including: information and referrals, food, clothing, shelter,
affordable housing, financial as sistance, and case management. WVCS serves the West Valley
communities of Saratoga, Los Gatos, Monte Sereno, Cupertino, and West San Jose.
In the past few y ears WVCS has added other supportive services such as financial education, nutrition
program, mental health counseling and the EITC/VITA (Earned Income Tax Credit / Voluntary Income Tax
Assistance) programs.
9) Audit information:
The date of our most recent audit is October 18th, 2009 for Fiscal Year 2008-2009. There are no findings.
171
FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
10) Sources of funds anticipated for this project:
SOURCE ESTIMATED AMOUNT STATUS2
Saratoga $ 20,000 Application Pending
Other Cities $ 97,827 Application Pending
Foundations $ 78,750 Committed
Donations $ 38,000 Secured
Federal (pending) $ 3,000 Application Pending
ESTIMATED TOTAL PROJECT COST: $ 237,577
11) Budget: Please use the attached worksheet.
12) Performance Measurements: Please use the attached worksheet.
13) Outreach:
WVCS conducts outreach in numerous ways. WVCS produces a bi-annual newsletter called West Valley
Community Action Newsletter (CAN) for all of our clients, donors, funders, volunteers, vendors, and
partners. We distribute our newsletter at health/community fairs and tabling events throughout the
community as well as at the collaboration meetings in which WVCS participates. WVCS plans to publish
West Valley CAN quarterly this year. All WVCS pub lications are available online.
Staff and volunteers walked the local neighborhood, going door -to-door to inform the community regarding
the types of services being offered, how they can enroll for services, or what they can do to help.
WVCS works closely with CBOs serving Saratoga resident s. WVCS has long-standing relationships with
the United Way Silicon Valley, Second Harvest Food Bank, local Rotaries, Kiwanis, Lions clubs and other
services groups . WVCS also plans to outreach with the Faith in Action (FIA) Network, a group of
synagogues and churches in the community to their congregations.
14) Leveraging:
2009-10 TOTAL status
Foundations
United Way 64,000 2010
Salvation Army 50,000 Annually
FIRST 5 129,525
Housing Trust 12,500 annually
Other Foundations 30,000 annually
Government
Federal FEMA/EFSP 16,000 annually
Federal HUD 82,533 annually
City of Cupertino CDBG 101,844 annually
172
FY 2010-2011 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
City of Cupertino General Funds 15,900 annually
City of San Jose HTF 74,100 annually
City of San Jose CDBG 42,807 annually
City of San Jose ESG 18,581 annually
City of Saratoga General Fund 20,000 annually
Town of Los Gatos Housing Trust 13,000 annually
City of Sunnyvale CDBG 10,774 annually
Cost / Benefit Analysis: ___________________________________________________
Total
Program Cost
Total
Clients Served
Cost
Per Client
Funding
Requested
%
Total Cost
$237,577 611 $389 $20,000 8%
16) Target Beneficiaries: _____________________________________________________
Saratoga
Residents served
% Total
Clientele
Low-Income
Clients Served
%
Total Clientele
67 11% 611 100%
173
BUDGET
AGENCY NAME: _West Valley Community Services_ Date Prepared: February 9th 2010
PROGRAM NAME: _Comprehensive Emergency Assistance Program (CEAP)
BUDGET WORKSHEET
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
SALARIES
Personnel
Benefits
$2849.00
$ 684.00
$2849.00
$ 684.00
$2849.00
$ 684.00
$2849.00
$ 684.00
OFFICE
EXPENSES
Phone/Fax
Travel
utilities
$ 372.00
$ 180.00
$ 615.00
$ 372.00
$ 180.00
$ 615.00
$ 372.00
$ 180.00
$ 615.00
$ 380.00
$ 180.00
$ 615.00
PROJECT
EXPENSES
Accounting
$ $300.00
$ $300.00
$ $300.00
$ $300.00
TOTAL
$5,000
$5,000
$5,000
$5,000
174
PERFORMANCE MEASUREMENTS
AGENCY NAME: West Valley Community Services Date Prepared: February 9th 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 sustainabilit y: prevent hunger, evictions, utility shut -offs and homelessness.
OBJECTIVE (1):
Provide food on a weekly basis.
OUTCOME (1):
By June 30, 2011, 100% of qualified Saratoga
residents receiving food assistance will have food
stability.
40 individuals to be served.
OBJECTIVE (2):
Provide rental and/or utility assistance on a one-
time only basis.
OUTCOME (2):
By June 30, 2011, 80% of recipients will state
that the assistance provided prevented eviction
and/or utility shut-off.
10 individuals to be served.
175
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:
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 the proposed program meet the Urban County’s CDBG
funding objectives with regard to either the Urban County Priority Needs or the Urban County Non-
Housing Community Development Needs as described in the Consolidated Plan3?
Increase the available supply of housing affordable to lower income households.
Increase housing opportunities for special needs households and the un-housed.
Homeless Services
1 The 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.
2 Based on the attached FY 2008 HUD Income Limits for Santa Clara County
3 The 2005-2010 Urban County Consolidated Plan is available online at http://www.saratoga.ca.us/ by
clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage
Number of Unduplicated Beneficiaries
City No.
Campbell 6
Los Altos
Los Altos Hills
Los Gatos 245
Monte Sereno 10
Morgan Hill
Saratoga 127
Unincorporated Santa Clara County
Outside the Urban County1 11
Total unduplicated beneficiaries
399
Number of Urban County
unduplicated beneficiaries at or below
current county-wide median income2
Income Category No.
0-30% (Extremely low) 48
31-50% (Very Low) 7
51-80% (Low) 2
176
Page 1 of 7
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
Assistant City Manager
SUBJECT: Follow-up on Process for Allocation 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 event for 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 of traditional 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
2010/11funding are provided below. Prior year funding for these and other events is included as
Attachment “A”.
Event 2009/10 Actual/Estimated 2010/11 Proposed Budget
Non-City
expenses
* City
expenses
(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
Event 2009/10 Actual/Estimated 2010/11 Proposed Budget
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Page 2 of 7
Non-City
expenses
* City
expenses
(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
for City-related expenses)
$ 3,000 $1,230 (banner,
facility rental,
permit fee)
Saratoga Art & Wine Festival
(formerly Taste of Saratoga)
$5,000 (actual) **$ 5,000 $ 0
Sister City (25th Anniversary) $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 a simplified 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
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Page 3 of 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
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Page 4 of 7
Community Event Fund From Fiscal Year 2006/07 to 2009/10
2006/07
2007/08
2008/09
2009/10 2009/10
Actual
Actual
Actual
Budgeted Estimate
Chamber of Commerce Events
Celebrate Saratoga - Teen Scene
7,527
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 Faire
1,418
2,000
3,649
-
4,000
Sister City 25th Anniversary
-
-
-
1,200
-
Arbor Day Celebration
-
-
78
100
100
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
-
-
-
250
138
Total Community Events
13,845
22,396
12,866
20,550
14,637
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Page 5 of 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) Event Description: (attach additional pages, if needed)
4) Anticipated number of attendees: _____________
5) Anticipated matching funds: $ ____________
6) Requested Funding: Please use the attached worksheet.
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Page 6 of 7
REQUESTED FUNDING
EVENT NAME: ___________________________ Date Prepared: _________________
EXPENSE TYPE (e.g. advertising, banner, facility
rental, materials, supplies, contractors, performers,
porta-potty, etc.)
AMOUNT
Non-City
related
expenses
City-related
expenses
(banner, facility
rental, permit
fee)
182
Page 7 of 7
183
Page 1 of 4
SARATOGA CITY COUNCIL
MEETING DATE: March 17, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
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.
This fiscal 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
184
Page 2 of 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 at 916.442.3510.
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
185
Page 3 of 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
campaign offices at 916.442.3510.
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Page 4 of 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
187