HomeMy WebLinkAboutPacket.pdfTable of Contents
Agenda 3
Commendation Honoring Captain Don Olson – Santa Clara
County Fire Department
Staff Report 9
Commendation 10
Commendation Honoring Captain Bill Morrison – Santa Clara
County Fire Department
Staff Report 11
Commendation 12
Commendation Honoring Captain Hal Netter – Santa Clara
County Fire Department
Staff Report 13
Commendation 14
Proclamation Recognizing July 2010 as Parks and Recreation
Month in Saratoga
Staff Report 15
Attachment A: Parks and Recreation Month
Proclamation 17
City Council/HOA Joint Meeting Minutes – June 16, 2010
Staff Report 18
Minutes - HOA 20
City Council Meeting Minutes – June 16, 2010
Staff Report 23
Minutes 24
Review of Accounts Payable Check Registers
Staff Report 35
06-10-10 Check Register 37
06-17-10 Check Register 41
06-24-10 Check Register 48
Treasurer’s Report for the Month Ended May 31, 2010
Treasurer’s Report for the Month Ended May 31, 2010 52
Citizen Options for Public Safety - Supplemental Law
Enforcement Services Funds Grant (COPS/SLESF)
FY 2010/11 SLESF Report 57
Property Tax Levy for Debt Service Payments on the Library
General Obligation Bonds
Property Tax Levy Report 61
Extension of Contract for Street Sweeping Services
Staff Report 66
1. Contract Amendment 68
2. Current Contract for Universal Sweeping Services 69
Annual Approval of the City’s Investment Policy
Investment Policy Update 86
Wildwood Cinema Movie Night
1
Staff Report 95
Attachment A: Resolution extending Wildwood Park
hours to 10:00 p.m. on September 11, 2010 98
Attachment B: Parks and Recreation Commission's
community event fund application for Wildwood Cinema
Movie Night 99
Discussion of Issues Related to Trees.
Staff report - trees 102
Attachment 1 - List of 20 trees 107
Attachment 2 - Campbell criteria 108
Attachment 3 - Grant opportunity 109
Proposed Application for Grant Funds through Santa Clara
County’s Tobacco Prevention and Control Program
Staff report 110
Attachment 113
Alternative Sites for Live KSAR Broadcast of Public Meetings
Alternative Sites for Live KSAR Broadcast of Public
Meetings 114
2
WEDNESDAY, JULY 7, 2010
REGULAR MEETING – 7:00 P.M. – CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE AVENUE
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
July 1, 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. Commendation Honoring Captain Don Olson – Santa Clara County Fire Department
Recommended action:
Read and present commendation.
2. Commendation Honoring Captain Bill Morrison – Santa Clara County Fire
Department
Recommended action:
Read and present commendation.
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
3
3. Commendation Honoring Captain Hal Netter – Santa Clara County Fire Department
Recommended action:
Read and present commendation.
4. Proclamation Recognizing July 2010 as Parks and Recreation Month in Saratoga
Recommended action:
Read and present the proclamation declaring July 2010 as Parks and Recreation
month in Saratoga.
SPECIAL PRESENTATIONS
None
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.
5. City Council/HOA Joint Meeting Minutes – June 16, 2010
Recommended action:
Approve minutes.
6. City Council Meeting Minutes – June 16, 2010
Recommended action:
Approve minutes.
7. 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:
June 10, 2010
June 17, 2010
June 24, 2010
8. Treasurer’s Report for the Month Ended May 31, 2010
Recommended action:
Review and accept the Treasurer’s Report for the month ended May 31, 2010.
9. Citizen Options for Public Safety - Supplemental Law Enforcement Services Funds
Grant (COPS/SLESF)
Recommended action:
Adopt resolution authorizing the continued use of the Citizen Options for Public
Safety Program’s Supplemental Law Enforcement Services Fund (COPS/SLESF)
grant as a source of funds for additional public safety services.
10. Property Tax Levy for Debt Service Payments on the Library General Obligation
Bonds
Recommended action:
4
The City Council adopt the attached resolution which sets the FY 2010/11 property
tax levy rate for the Library General Obligation Bonds at $.0094 per $100 of
Assessed Valuation to provide for the Library Bond’s debt service requirements over
the fiscal year.
11. Extension of Contract for Street Sweeping Services
Recommended action:
Extend current Street Sweeping Contract with Universal Sweeping Services for one
year from July 1, 2010 to June 30, 2011 in the amount of $100,000.
12. Annual Approval of the City’s Investment Policy
Recommended action:
That the City Council review and approve the Investment Policy for Fiscal Year
2010/11.
PUBLIC HEARINGS
None
OLD BUSINESS
None
NEW BUSINESS
13. Wildwood Cinema Movie Night
Recommended action:
Accept report and provide direction on the following items:
1. Parks and Recreation Commission’s request that the Council cosponsor
Wildwood Cinema Movie Night by waiving City fees, which include park rental,
special event permit, and banner fees;
2. Parks and Recreation Commission’s request that the Council authorize the
Commission to seek partnerships with community organizations, such as the
Chamber of Commerce or Saratoga-Monte Sereno Community Foundation, to
fund and co-host Wildwood Cinema Movie Night;
3. Parks and Recreation’s request to seek donations to cover Wildwood Cinema
Movie Night expenses; and
4. Resolution allowing Wildwood Park to stay open until 10:00 p.m. on September
11, 2010.
14. Discussion of Issues Related to Trees
Recommended action:
1. Provide Staff with direction on Heritage Trees and how they should be considered
in the code.
2. Provide Staff with direction on planting 2,015 trees by 2015 and a Community
based tree planting partnership.
3. Provide Staff with direction about the appeal process for a tree removal permit
application.
5
15. Proposed Application for Grant Funds through Santa Clara County’s Tobacco
Prevention and Control Program
Recommended action:
Accept report and direct staff accordingly.
16. Alternative Sites for Live KSAR Broadcast of Public Meetings
Recommended action:
Review report and provide direction to staff regarding:
1. Whether live video and audio broadcast of public meetings is a requirement for an
alternate meeting location or if a tape delay broadcast is an acceptable option;
2. A preferred alternate location for holding public meetings;
3. Whether staff should seek funding from the KSAR 15 Trust Fund to pay for all or
a portion of site improvements associated with an alternate broadcast location.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Kathleen King
ABAG
Hakone Foundation Executive Committee
West Valley Flood Control Zone & Watershed Advisory Committee
SCC Cities Association Selection Committee
West Valley Mayors and Managers Association
Vice Mayor Jill Hunter
Hakone Foundation Board
Historical Foundation
Library Joint Powers Association
Village AdHoc
Councilmember Howard Miller
City School Ad-Hoc
Council Finance Committee
Highway 9 Adhoc
KSAR
Santa Clara County Cities Association Board
West Valley Solid Waste Joint Powers Authority
West Valley Transportation Authority PAC
Councilmember Chuck Page
City School Ad-Hoc
Santa Clara Valley Water District Commission
Saratoga Ministerial Association
West Valley Sanitation District
Council Finance Committee
Councilmember Manny Cappello
Chamber of Commerce
County HCD Policy Committee
Highway 9 Adhoc
Santa Clara County Emergency Council
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SASCC
Sister City Liaison
Village Adhoc
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 City Clerk 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 July 1, 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 1st day of July 2010 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
7
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
7/7 Regular Meeting
7/21 Regular Meeting – Joint meeting with Planning Commission
7/22 Joint meeting with SASCC
8/4 SUMMER RECESS – NO COUNCIL MEETING
8/18 SUMMER RECESS – NO COUNCIL MEETING
9/1 Regular Meeting – Joint Meeting with Historical Foundation & Heritage
Preservation Comm.
9/15 Regular Meeting – Joint meeting with Assemblymember Jim Beall
10/6 Regular Meeting –Joint meeting with West Valley Board of Trustees
10/20 Regular Meeting – Joint Meeting with Traffic Safety Commission
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 - Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
12/15 Regular Meeting -
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2010
8
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson
SUBJECT: Commendation Honoring Captain Don Olson – Santa Clara County Fire
Department
RECOMMENDED ACTION:
Read and present commendation.
REPORT SUMMARY:
A commendation recognizing and commending Captain Don Olson, Santa Clara County Fire
Department, who is retiring after 29 years of service.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS: Commendation
9
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
HONORING
CCAAPPTTAAIINN DDOONN OOLLSSOONN
SANTA CLARA COUNTY FIRE DEPARTMENT
WHEREAS, Don Olson served with distinction as a member of the Saratoga Fire District
and County Fire Department for twenty-nine years, and
WHEREAS, he has served as a member of the Engine Design Committee and helped
institute designs that were built to be practical while ensuring the efficient and professional
operation of fire apparatus within our community; and
WHEREAS, he has ably served on the Santa Clara County Arson Task Force on behalf of
both the Saratoga Fire District and the County Fire Department for many years; and
WHEREAS, he was the architect of the Saratoga Fire District Arson Program and trained
additional investigators to provide a greater service to the community while creating a blueprint for
fire investigator programs in the future; and
WHEREAS, he has served as a fire captain on B-shift and is greatly respected for his
leadership and continued provision of guidance and knowledge to firefighters new to the service;
and
WHEREAS, he has embodied and exemplified the true spirit of customer service, devoted
countless late nights to the administrative details of his assignment, conducted company inspections
in the dark, and conducted brush inspections that often led to horticultural improvements; and
WHEREAS, Captain Olson’s dedication to the pursuits of Fire Prevention is incomparable,
including a development of a comprehensive understanding of local ordinances pertaining to fire
alarm systems and in-depth local-area knowledge that has provided invaluable insight and direction
to the community and its fire service professionals; and
WHEREAS, his enthusiastic support of the Volunteer Firefighter Program has been a
hallmark of his 29-year fire service career in the community of Saratoga.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby recognize and commend Fire Captain Don Olson for his nearly three decades of service and
for his dedication to the fire service and the community that he has served.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of
July 2010.
_________________________
Kathleen M. King, Mayor
City of Saratoga
10
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson
SUBJECT: Commendation Honoring Captain Bill Morrison – Santa Clara County Fire
Department
RECOMMENDED ACTION:
Read and present commendation.
REPORT SUMMARY:
A commendation recognizing and commending Captain Bill Morrison, Santa Clara County Fire
Department, who is retiring after four decades of service to the community.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS: Commendation
11
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
HONORING
CCAAPPTTAAIINN BBIILLLL MMOORRRRIISSOONN
SANTA CLARA COUNTY FIRE DEPARTMENT
WHEREAS, Bill Morrison served with distinction as a member of the Saratoga Fire District
and the Santa Clara County Fire Department for forty years, having begun his career in 1970 as a
“Fire Explorer” while attending Saratoga High School; and
WHEREAS, following three years as a Fire Explorer, Bill became a “Paid Call Volunteer”
with the Saratoga Fire District. He continued to serve the community in which he was raised and
ultimately transitioned to “Career Firefighter” in 1976 and was promoted to the rank of “Fire
Captain” in 1987; and
WHEREAS, Bill served for more than two decades as Fire Captain assigned to A-Platoon at
the Saratoga Fire Station, earned unconditional respect for his outstanding leadership skills and
mentored firefighters new to the fire service or to the Saratoga area – all while providing continued
guidance and sharing professional knowledge for the benefit of all; and
WHEREAS, Bill is a passionate advocate for community and firefighter safety and served as
Chair of the Safety Committee to help ensure firefighters are equipped with the necessary tools to
remain safe while providing the highest quality of community service; and
WHEREAS, he is a pioneer in the fields of Public Education and Fire Prevention; and
WHEREAS, his dedication to excellence in all areas of fire service, with specific attention
to fire prevention, is incomparable. His understanding of local ordinances pertaining to fire alarm
systems and his local-area knowledge have been invaluable in providing insight and direction to
citizens and firefighters unfamiliar with the systems; and
WHEREAS, Bill’s enthusiastic support and leadership, while serving as President of the
Saratoga Firefighters Local 3875, helped to educate and guide the community during the pursuit of a
merge with the Santa Clara County Fire Department; resulting in the improved provision of fire and
life safety service to the Saratoga community.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby recognize, and commend Fire Captain Bill Morrison for his four decades of service and for
his dedication to the fire service and the community that he served.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of
July 2010.
_________________________
Kathleen M. King, Mayor
City of Saratoga
12
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson
SUBJECT: Commendation Honoring Captain Hal Netter – Santa Clara County Fire
Department
RECOMMENDED ACTION:
Read and present commendation.
REPORT SUMMARY:
A commendation recognizing and commending Captain Hal Netter, Santa Clara County Fire
Department, who is retiring after three decades of service to his community.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS: Commendation
13
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
HONORING
CCAAPPTTAAIINN HHAALL NNEETTTTEERR
SANTA CLARA COUNTY FIRE DEPARTMENT
WHEREAS, Hal (Harold) Netter served his country with honor in the United States Navy
for six years and was the recipient of the National Defense Medal and a Good Conduct Medal; and
WHEREAS, Hal has served with distinction as a member of the Saratoga Fire District in
several capacities for 30 years and as a public safety dispatcher for Santa Clara County
Communications for six years; and
WHEREAS, he responded to calls for service in the City of Saratoga as a Volunteer
Firefighter for the Saratoga Fire District from 1980 to 1989; and
WHEREAS, while serving as a fire communications dispatcher from 1989 to 2002 he
received and processed 911 calls, answered non-emergency calls and requests for service, and
managed the remote central station for the Early Warning Alarm System; and
WHEREAS, he served as the Fire Prevention Inspector and reviewed plans, conducted
inspections, and ensured compliance with fire safety regulations within the City of Saratoga; and
WHEREAS, Hal has embodied and exemplified the true spirit of customer service, devoted
countless hours to the administrative details of his assignment, and conducted numerous inspections.
NOW, THEREFORE, BE IT RESOLVED; that the City Council of the City of Saratoga does
hereby recognize and commend Fire Inspector Hal (Harold) Netter for his three decades of service
and for his dedication to the country and community that he served.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of
July 2010.
_________________________
Kathleen M. King, Mayor
City of Saratoga
14
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: Proclamation Recognizing July 2010 as Parks and Recreation Month in Saratoga
RECOMMENDED ACTION:
Read and present the proclamation declaring July 2010 as Parks and Recreation month in
Saratoga at the July 7, 2010 City Council meeting.
BACKGROUND:
For the past ten years, the National Recreation and Park Association and cities throughout the
United States have been celebrating parks and recreation by declaring July as parks and
recreation month. This special proclamation is intended to educate residents about the positive
impact of parks and recreational programs, which help to bring the community together and keep
residents healthy and happy.
A representative of the Parks and Recreation Commission will be accepting the proclamation on
behalf of the Parks and Recreation Commission.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
N/A
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
15
Page 2 of 2
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A: Parks and Recreation Month Proclamation
16
CITY OF SARATOGA
PROCLAMATION DECLARING AND SUPPORTING
JULY 2010 AS PARKS AND RECREATION MONTH
IN THE CITY OF SARATOGA
WHEREAS, Saratoga’s public parks and recreation programs are dedicated to enhancing the
quality of life for the City’s residents; and
WHEREAS, parks and recreation activities offer opportunities for people of all ages to come
together and experience a sense of community; and
WHEREAS, Saratoga’s Recreation and Facilities Department is committed to providing
high quality services and programs that meet the needs and interests of the City’s residents; and
WHEREAS, there are twelve beautiful parks in the City of Saratoga that range from small
neighborhood parks to well-known regional parks that offer citizens the chance to explore, rest, play,
and socialize; and
WHEREAS, Saratoga is committed to keeping the City’s parks clean, safe, and beautiful for
all residents to enjoy; and
WHEREAS, the City also maintains a network of trails that serve as a tremendous
recreational resource to the citizens of Saratoga; and
WHEREAS, the superb recreational programs, parks, and trails in the City help make
Saratoga a wonderful place to live and play;
NOW, THEREFORE, I, Kathleen M. King, Mayor of the City of Saratoga, do hereby proclaim
July 2010 as Parks and Recreation Month in the City of Saratoga, and urge all citizens to celebrate
Parks and Recreation Month, and
BE IT FURTHER RESOLVED that I urge all citizens to enjoy their community by participating in
a recreational program or spending time in one of Saratoga’s beautiful parks.
_________________________
Kathleen M. King, Mayor
City of Saratoga
17
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council/HOA Joint Meeting Minutes – June 16, 2010
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for June 16, 2010, Joint Meeting with City Council and
Neighborhood Home Owners Association.
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:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
18
Attachment A – Minutes from the June 16, 2010 City Council/HOA Joint Meeting.
19
1
MINUTES
CITY COUNCIL
AND
NEIGHBORHOOD / HOME OWNERS ASSOCIATION
JOINT MEETING – JUNE 16, 2010
The City Council held a Joint Meeting with the Neighborhood and Home Owners Association
(HOA) in the Senior Center – Multi-Purpose Room at 5:30 p.m.
PRESENT: Councilmembers Manny Cappello, Chuck Page, Howard Miller,
Vice Mayor Jill Hunter and Mayor Kathleen King
ABSENT: None
ALSO Dave Anderson, City Manager
PRESENT: Ann Sullivan, City Clerk
Barbara Powell, Assistant City Manager
John Cherbone, Public Works Director
John Livingstone, Community Development Director
Councilmember Chuck Page addressed the group about the ongoing water shortage in the State
and urged everyone to continue to use water wisely. He encouraged homeowners with odd
numbered addresses to water their lawns on odd numbered days and homeowners with even
numbered addresses to water on even numbered days.
Captain Terry Calderone, Santa Clara County Sheriff’s Office, West Side Substation, provided a
brief update on property crimes in the community and asked that everyone be vigilant and aware
of what is going on in their neighborhoods. He added he would be available to attend their
neighborhood meetings to address any neighborhood concerns.
Members of West Valley Community Services were present and provided an overview of the
services they provide to approximately 300 clients in local communities. In addition, they noted
they welcome volunteers of all ages.
Representatives of the following HOA’s addressed the Council regarding the highlights and
lowlights in their neighborhoods:
GREENBRIAR HOA –
Highlights:
o Annual Spring Social
o HOA requested and was granted “No Parking” signs on one side of Stoneridge Drive
20
2
o Installed sprinkler systems that operate on a computerized system linked to the weather to
help conserve water
Lowlights:
o Mail thefts
o Auto theft
WESTBROOK HOA –
Highlights:
o Annual cleanup along Prospect Avenue
o Would like to transition from volunteers conducting cleanup to a more formal landscape
maintenance program and welcomes any assistance in the transition
EL QUITO HOA –
Highlights:
o The Sand Hill redevelopment issue in the El Quito Shopping Center rallied the neighbors
and resulted in reinstating the neighborhood association
Lowlights:
o El Quito Center has lost many tenants
o Rents have risen
o Concerns about the center’s vitality
o Survey of residents revealed:
Traffic is number one concern
Pre-school on Cox Avenue across from Quito Village is an area of concern
Loss of many trees; would like to plant new trees
Would like to invigorate neighborhood
Improved relationship between city and neighborhood
Concerns about the two-story issue affecting the Quito Development
Councilmember Miller noted that the new Housing Element has restricted the Quito
Development to 20 feet in height and mixed use.
Vice Mayor Hunter expressed concerns about the “2015 tree planting program” and noted people
should visit www.heritagetreesofsaratoga.org/index.html to find out more about the City’s
program to plant 2,015 trees by 2015.
VINEYARDS OF SARATOGA HOA –
Lowlights/Concerns:
o Traffic problems increasing on Saratoga Avenue
o Signal light timing is part of the traffic problem
Public Works Director John Cherbone noted he would work with Caltrans regarding the timing
of the signal lights on Saratoga Avenue and added the next phase of the overlay program would
begin June 28th through July 14th.
SAN MARCOS HOA –
Highlights:
21
3
o Traffic and safety concerns have improved at the Odd Fellows since the two entrances
into this community have been converted into one entrance
o Parking issues have improved in the West Valley College neighborhood
PARKER RANCH HOA –
Highlights:
o City maintains the trails
o Security has improved in this neighborhood
Lowlights:
o Concerns regarding stability of retaining wall near Country Club
QUESTIONS RAISED:
What has City done to address the:
Development of the Village
High retail rents
Numerous empty shops
City Manager Dave Anderson noted recent changes to help invigorate the Village:
Hired an Economic Development Coordinator several years ago to work with Village
merchants
Renewed the parking moratorium
Implemented the Conditional Use Permit (CUP) for five different uses
Over-the-counter permit approval
Façade Program
Council adjourned the Joint Meeting at 6:58 p.m. and proceeded to the Council Chambers for the
Regular Meeting.
Respectfully submitted,
Ann Sullivan, CMC
City Clerk
22
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 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 – June 16, 2010
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the June 16, 2010, Regular City Council 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:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A – Minutes from the June 16, 2010 City Council Meeting.
23
MINUTES
SARATOGA REGULAR CITY COUNCIL MEETING
JUNE 16, 2010
Mayor King called the Regular City Council meeting to order at 7:00 p.m. and lead the
Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Manny Cappello, Chuck Page, Howard Miller,
Vice Mayor Jill Hunter and 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
Debbie Bretschneider, Executive Assistant to City Manager
REPORT OF CITY CLERK ON POSTING OF AGENDA
City Clerk Ann Sullivan reported that pursuant to Government Code Section 54954.2, the
agenda for the meeting of June 16, 2010 was properly posted on June 10, 2010.
COMMUNICATIONS FROM BOARDS AND COMMISSIONS
None
COUNCIL DIRECTION TO STAFF
None
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Cheriel Jensen addressed the Council noting that she spent two hours in the community
earlier in the day seeking signatures for the Initiative petition and that nine out of ten
people were willing to sign it.
Jenny Young Taylor spoke about heritage trees, the old oak tree on Shadow Oaks Way,
and the tree removal process.
COUNCIL DIRECTION TO STAFF
None
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ANNOUNCEMENTS
Vice Mayor Hunter invited everyone to attend the Heritage Day event on Saturday, June
19th from 10 a.m. to 6 p.m. She noted there would be 35 “heritage costumed” Saratogans
at Blaney Plaza and from there they would proceed into the Village to talk with people
about the history of their characters; adding a band playing music from the Fifties would
be in the Bank of America parking lot from 3PM to 5PM.
Councilmember Page noted Charlie Wedemeyer, a long time coach at Los
Gatos/Saratoga High School, died recently and a celebration of life service is scheduled
at 11:00 a.m. on June 19th at the HP Pavilion in San Jose.
Mayor King noted the Chamber of Commerce is holding a Changing of Officer’s event at
6PM on Thursday, June 17th at Florentines Restaurant in the Village.
CEREMONIAL ITEMS
1. CEREMONIAL OATH OF OFFICE FOR NEWLY APPOINTED
COUNCILMEMBER MANNY CAPPELLO
STAFF RECOMMENDATION:
Direct the City Clerk to administer a ceremonial Oath of Office to newly appointed
Councilmember Manny Cappello.
City Clerk Ann Sullivan administered a ceremonial Oath of Office to newly
appointed Councilmember Manny Cappello. Family members of Councilmember
Cappello joined him on the Dais for the ceremony.
2. COMMENDATION HONORING DAVID ZARRIN
STAFF RECOMMENDATION:
Read and present commendation.
Mayor King read and presented the commendation to Eagle Scout David Zarrin.
David’s parents joined him on the Dais for the presentation.
3. COMMENDATION HONORING MATT TORRENS
STAFF RECOMMENDATION:
Read and present commendation.
Mayor King read and presented the commendation to Saratoga High School teacher
Matt Torrens. Family members, friends, and students from Saratoga High School
joined Mr. Torrens on the Dais for the presentation.
SPECIAL PRESENTATIONS
None
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CONSENT CALENDAR
4. CITY COUNCIL STUDY SESSION MINUTES – MAY 24, 2010
STAFF RECOMMENDATION:
Approve minutes.
HUNTER/MILLER MOVED TO APPROVE CITY COUNCIL STUDY SESSION
MINUTES – MAY 24, 2010. MOTION PASSED 5-0-0.
5. CITY COUNCIL REGULAR MEETING MINUTES – JUNE 2, 2010
STAFF RECOMMENDATION:
Approve minutes.
Councilmember Page removed this item for one clerical correction.
PAGE/MILLER MOVED TO APPROVE CITY COUNCIL REGULAR
MEETING MINUTES – JUNE 2, 2010 AS AMENDED. MOTION PASSED
5-0-0.
6. 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:
May 27, 2010
June 03, 2010
HUNTER/MILLER MOVED TO ACCEPT THE CHECK REGISTERS FOR
THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: MAY 27,
2010 AND JUNE 03, 2010. MOTION PASSED 5-0-0.
7. RESOLUTION AMENDING COUNCIL AGENCY AND ADHOC
COMMITTEE LIAISON ASSIGNMENTS
STAFF RECOMMENDATION:
Adopt resolution amending Resolution 10-008 appointing Council representatives to
Committees, Agencies and Ad hoc Committees.
Vice Mayor Hunter removed this item for clerical corrections.
RESOLUTION NO. 10-038
HUNTER/MILLER MOVED TO APPROVE RESOLUTION AMENDING
RESOLUTION 10-008 APPOINTING COUNCIL REPRESENTATIVES TO
COMMITTEES, AGENCIES, AND ADHOC COMMITTEES AS AMENDED.
MOTION PASSED 5-0-0.
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8. LASERFICHE SCANNING SERVICES– AWARD OF CONTRACT
STAFF RECOMMENDATION:
Move to award a contract to Peelle Technologies in the amount of $135,876 and
authorize the City Manager to execute the same.
HUNTER/MILLER MOVED TO AWARD A CONTRACT TO PEELLE
TECHNOLOGIES IN THE AMOUNT OF $135,876 AND AUTHORIZE THE
CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED 5-0-0.
9. SARATOGA AVE AND FRUITVALE AVE OVERLAY AND
REHABILITATION PROJECT ESPL-5332(015) – AWARD OF
CONSTRUCTION CONTRACT.
STAFF RECOMMENDATION:
1. Move to declare G. Bortolotto & Company, Inc. of San Carlos to be the lowest
responsible bidder on the project.
2. Move to award a construction contract to G. Bortolotto & Company, Inc. in the
amount of $143,439.39.
3. Move to authorize staff to execute change orders to the contract up to $25,000.
Councilmember Miller removed this item for clarification.
MILLER/PAGE MOVED TO 1) DECLARE G. BORTOLOTTO & COMPANY,
INC. OF SAN CARLOS TO BE THE LOWEST RESPONSIBLE BIDDER ON
THE PROJECT; 2) AWARD A CONSTRUCTION CONTRACT TO G.
BORTOLOTTO & COMPANY INC. IN THE AMOUNT OF $143,439.39; AND
3) TO AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS TO THE
CONTRACT UP TO $25,000. MOTION PASSED 5-0-0.
10. REQUEST FOR WAIVER OF CITY FEES RELATED TO JULY 4, 2010
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
HUNTER/MILLER MOVED TO WAIVE THE $600 BANNER FEE AND THE
$100 SPECIAL EVENT FEE FOR THE JULY 4, 2010 FOURTH OF JULY
EVENT. MOTION PASSED 5-0-0.
11. EXTENSION OF EXISTING TRAFFIC SIGNAL MAINTENANCE
CONTRACT WITH REPUBLIC ITS FOR TWO YEARS
STAFF RECOMMENDATION:
Extend the existing contract with Republic ITS for monthly maintenance and on-call
repair of Saratoga traffic signals for two additional years.
Councilmember Miller removed this item for clarification.
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MILLER/PAGE MOVED TO EXTEND THE EXISTING CONTRACT WITH
REPUBLIC ITS FOR MONTHLY MAINTENANCE AND ON-CALL REPAIR
OF SARATOGA TRAFFIC SIGNALS FOR TWO ADDITIONAL YEARS.
MOTION PASSED 5-0-0.
PUBLIC HEARINGS
None
OLD BUSINESS
12. TRANSCRIPT OF SASCC FUNDING REQUEST AT MAY 19, 2010
COUNCIL MEETING
STAFF RECOMMENDATION:
Accept report, review attached transcript, and approve attached minutes for the May
19, 2010 Regular City Council Meeting as originally submitted on the June 2, 2010
Council Meeting Agenda.
Mayor King invited public comment.
No one requested to speak on this item.
Councilmember Miller noted that Council will be meeting with SASCC in a Joint
Meeting on July 21, 2010 and requests that SASCC provide Council with their plan
for economic viability in the future.
MILLER/PAGE MOVED TO APPROVE MINUTES FOR THE MAY 19, 2010
REGULAR CITY COUNCIL MEETING AS ORIGINALLY SUBMITTED ON
THE JUNE 2, 2010 COUNCIL MEETING AGENDA. MOTION PASSED 5-0-0.
NEW BUSINESS
13. REPORT ON EFFECTS OF PROPOSED INITIATIVE REGARDING
SECOND STORY LIMITATION IN SARATOGA
STAFF RECOMMENDATION:
Direct Staff Accordingly.
John Livingstone presented the staff report.
Council discussed the effects of the proposed Initiative regarding second story
limitation in Saratoga.
Mayor King invited public comment.
The following people requested to speak on this item and spoke in support of the two-
story limitation and felt the City should either adopt the Initiative or place the
Initiative on the November ballot and let the Citizens vote on the issue:
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Stan Bogosian
Jenni Young Taylor read a letter on behalf of Katie Alexander and the Peck family in
support of the Initiative
Nancy Jamello
Jeff Schwartz
John Kimball
Paul Hernandez
Peggy Kimball
Marcia Fariss
Nancy Kirk
No one else requested to speak at this time.
Mayor King asked Council to state whether or not they supported requesting a 9212
Report.
Councilmembers Cappello, Page, Miller, and Mayor King supported the 9212 Report
in order to receive answers to questions regarding the Initiative.
Vice Mayor Hunter was not in support of the 9212 Report and stated that she prefers
reagendizing the height limitations and three-story issue for further discussion at a
future Council meeting.
Councilmembers were asked if they supported the 9212 Report.
Councilmembers Cappello, Page, Miller and Mayor King supported the 9212 Report.
Vice Mayor Hunter did not support the 9212 Report.
Mayor King invited Council members to voice any questions they would like
addressed at the Study Session.
QUESTIONS FROM COUNCIL TO BE CONSIDERED FOR THE 9212
REPORT:
Councilmember Page:
o What elements of the housing element that Council approved could be
removed and allow Council to vote on again, and still meet State
requirements?
o How would a two-story height limit affect meeting the housing element
requirement numbers?
o He would like the summary table defining heights to be defined in a different
way, such as: t ype of zoning; commercial areas listed and defined by that
zone including boundaries; (such as a map) and an extra column added
depicting what the Initiative would do.
Councilmember Miller:
o He would like to see the table that was in the March 10, 2010 staff report
included in the 9212 Report and another column added depicting the effects of
the Initiative.
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o What are the specific changes we could make to the existing Housing Element
and still meet State Housing Element requirements?
o What is the cost factor for a November ballot measure versus a Special
Election measure?
o Does Initiative amend commercial district only?
Comments:
o Would like a Study Session to discuss this issue thoroughly.
Vice Mayor Hunter:
Comments:
o We have questions that need to be addressed and issues that need clarification.
o Supports having a Study Session.
Councilmember Cappello:
o Would like map reflecting current ordinance changes; changes made as part of
the new Housing Element requirements, and those changes that would be
made as a result of the Initiative.
Comments:
o Supports Study Session.
Mayor King:
o Would like original ordinance verbiage pertaining to the three-story language
“facing the creek and/or” addressed in the 9212 Report.
o With regard to the issuance of permits, what are the specific limits the
Initiative supports for a remodel, such as a kitchen?
o How does the Initiative affect existing three-story structures?
Comments:
o Likes the idea of a Study Session; however, prefers that the meeting be
broadcast live so people can watch the proceedings from home.
o Would like input from public regarding questions for the 9212 Report.
Council concurred that a Study Session should be scheduled and the focus of the
Study Session should be on what the adopted ordinance allows and what the
Initiative would change. In addition, Council asked that the Initiative proponents
identify who would participate in the Study Session discussion.
Council also agreed to solicit relevant questions to be addressed at the Study Session
from the Initiative participants that were present at this evening’s Council meeting.
City Attorney Richard Taylor noted that the report that is prepared by staff for the
Study Session would not be the final 9212 Report and the earliest the final 9212
Report could be completed would be after the Study Session. Staff would prepare a
draft report highlighting issues that would form the basis of the Study Session and
then prepare a revised report after the Study Session.
Mayor King declared a break at 8:55PM.
30
8
Mayor King reconvened the meeting at 9:10PM.
Mayor King invited the audience to provide questions they would like addressed at
the Study Session.
QUESTIONS FROM THE PUBLIC FOR DISCUSSION AT STUDY SESSION:
Citizen Craig: Did Council’s compliance with the change for less than moderate
income housing cause changes to other aspects of the local height ordinance and how
can those unrelated height changes be undone?
Kathleen Casey: Were these findings public documents; who proposed change in the
three-story height limit; what are the permanent effects on the community; and what
are the total costs?
Jim Foley: The proponents of the Initiative prepared a comparison table noting the
current ordinance language and the Initiative’s proposed changes. Staff should visit
their website at www.restoresaratoga.com to see the comparison table.
Councilmember Miller noted that the focus of the proposed Study Session should be
on the adopted ordinance regarding two or three story height limitations, its impact,
and what the proposed Initiative would do and/or change. He also suggested staff
look at the table Mr. Foley referred to, along with the table created by staff in the
March 10, 2010 staff report and use this data as the genesis for the study session.
Council concurred to conduct a live broadcast Study Session in the Civic Theater on
Thursday, June 24, 2010 at 6PM with five (5) proponents of the Initiative. Council
also agreed to allow members of the public to submit questions for the Study Session
by sending an email to the City Clerk no later than 5:00 p.m. on Friday, June 18,
2010. Staff would provide answers to submitted questions at the June 24th study
session.
MILLER/PAGE MOVED TO: 1) SCHEDULE A STUDY SESSION ON JUNE
24, 2010 AT 6PM TO DISCUSS PROPOSED INITIATIVE REGARDING
SECOND STORY LIMITATIONS; 2) PREPARE A DRAFT 9212 REPORT; 3)
CITY STAFF TO PRESENT INFORMATION IN RESPONSE TO
SUBMITTED QUESTIONS PRESENTED THIS EVENING AND QUESTIONS
SUBMITTED TO STAFF VIA EMAIL FROM MEMBERS OF THE
COMMUNITY BY 5:00PM ON FRIDAY, JUNE 18, 2010; 4) COUNCIL TO
PROVIDE DIRECTION REGARDING THE 9212 REPORT; 5) THE
PARTICIPANTS IN THE STUDY SESSION WILL BE THE FIVE
COUNCILMEMBERS, FIVE MEMBERS OF THE INITIATIVE STEERING
COMMITTEE, PLANNING STAFF, CITY ATTORNEY, CITY MANAGER
AND CITY CLERK; AND 6) MEMBERS OF THE PUBLIC WOULD BE
INVITED TO SIT IN THE AUDIENCE AND WOULD BE PROVIDED AN
OPPORTUNITY TO ADDRESS THE PARTICIPANTS OF THE STUDY
SESSION.
Vice Mayor Hunter asked for a friendly amendment to the motion stating she would
support this motion, however, she was not in support of a 9212 Report.
31
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Councilmember Miller accepted Vice Mayor Hunter’s friendly amendment and
rephrased the motion.
MILLER/PAGE MOVED THAT COUNCIL IS CONTINUING THEIR
DISCUSSION TO DETERMINE WHETHER COUNCIL WANTS TO HAVE A
9212 REPORT AND IN ORDER TO INFORM THAT DISCUSSION,
COUNCIL INTENDS TO: 1) SCHEDULE A STUDY SESSION ON JUNE 24,
2010 AT 6PM TO DISCUSS PROPOSED INITIATIVE REGARDING
SECOND STORY LIMITATIONS; 2) CITY STAFF TO PRESENT
INFORMATION IN RESPONSE TO SUBMITTED QUESTIONS
PRESENTED THIS EVENING AND QUESTIONS SUBMITTED TO STAFF
VIA EMAIL FROM MEMBERS OF THE COMMUNITY BY 5:00PM ON
FRIDAY, JUNE 18, 2010; 3) THE PARTICIPANTS IN THE STUDY SESSION
WILL BE THE FIVE COUNCILMEMBERS, FIVE MEMBERS OF THE
INITIATIVE STEERING COMMITTEE, PLANNING STAFF, CITY
ATTORNEY, CITY MANAGER AND CITY CLERK; 4) MEMBERS OF THE
PUBLIC WOULD BE INVITED TO SIT IN THE AUDIENCE AND WOULD
BE PROVIDED AN OPPORTUNITY TO ADDRESS THE STUDY SESSION;
AND 5) AT THE END OF THIS MEETING COUNCIL WOULD PROVIDE
DIRECTION AS TO FURTHER CONSIDERATION OF THE 9212 REPORT.
MOTION PASSED 5-0-0.
14. VILLAGE VISION
STAFF RECOMMENDATION:
Direct Staff Accordingly.
Community Development Director John Livingstone presented the staff report.
Mayor King invited public comment.
The following person requested to speak on this item:
Kathleen Casey
No one else requested to speak on this item.
PAGE/MILLER MOVED TO DELAY ENTIRE VILLAGE VISION PROCESS
UNTIL AFTER THE INITIATIVE ISSUE HAS BEEN RESOLVED. MOTION
PASSED 5-0-0.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Kathleen King – reported:
Santa Clara County Emergency Council – the next meeting is in August.
West Valley Mayors and Managers Association – meets next Wednesday at West Valley
College and the group would be given a tour of the newly remodeled College.
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Vice Mayor Jill Hunter – reported
Library Joint Powers Association – she attended the last meeting and noted that a report
was provided on how the Library money is spent. She noted that $3 million dollars is
spent by the Joint Powers annually among the seven county libraries; 35% goes towards
fiction, which covers a very large category checked out by patrons; 41% towards non-
fiction; 3% goes towards media (DVD’s Audio Books, etc.); and children’s books also
cover a large percentage of checked out items. The library budget was passed and did
sustain some cutbacks.
Village AdHoc – awarded Saratoga shops Michael Anthony Salon and California Living a
$5,000 grant for facade improvements.
Councilmember Howard Miller – reported
Santa Clara County Cities Association Board – the Legislative Committee passed two
resolutions: AB32-SB375 – Clean Car Regulations and SB1205 – a Natural Disaster
Recovery Plan driven by ABAG. A presentation was given on the RHNA (Regional
Housing Needs Allocation) process in the sub-regions, an approach that would enable us
to handle our moderate and low-income housing requirements as a region, rather than by
individual cities. The deadline for establishing this process and determining the RHNA
allocations is 2013. A second presentation was given on “One Dollar for Life” – a fund-
raising program that allows middle school and high school students to raise one dollar per
student. The funds are channeled through to non-governmental organizations in third
world countries to build schools. He added that he would like Saratoga’s Youth
Commission to look at this as a possibility for Saratoga schools. He noted Jim Beall also
attended the meeting and stated that on the day Mr. Beall was sworn in to office as
Assemblymember, he submitted a bill on that same day and it was signed by the
Governor. The bill allows Santa Clara County to offer health insurance to employees of
smaller companies that don’t have health insurance and is limited to 7,000 people, along
with some other restrictions.
Councilmember Chuck Page – reported
West Valley Sanitation District – met and he was unable to attend the meeting. He noted
the proposed rate increase was approved by Prop 218 Ballot – effective this next fiscal
year, adding the slight increase will be for the next three years only.
Councilmember Manny Cappello had nothing to report at this time.
CITY COUNCIL ITEMS
Vice Mayor Hunter expressed a concern about the City’s heritage trees and requested to
agendize the discussion of heritage trees to see how the Heritage Preservation
Commission could help to improve the City’s tree ordinance to include the protection of
heritage trees in terms of the tree removal process and how to encourage the planting of
new trees.
Councilmember Cappello seconded this request.
CITY MANAGER’S REPORT
None
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ADJOURNMENT
There being no additional business, Mayor King asked for a motion to adjourn.
PAGE/MILLER MOVED TO ADJOURN THE REGULAR MEETING AT 10:20PM.
MOTION PASSED 5-0-0.
Respectfully submitted,
Ann Sullivan, CMC
City Clerk
34
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.
06/10/10 115303 115347 44 61,508.17 06/10/10 06/03/10 115301
06/17/10 115348 115429 81 129,082.87 06/17/10 06/10/10 115347
06/24/10 115430 115483 53 424,019.47 06/24/10 06/17/10 115429
AP Date Check No. Issued to Dept.Amount
06/10/10 None -
06/17/10 None -
06/24/10 115462 Public Safety 344,613.67
06/24/10 115471 Various 22,238.77
The following are Accounts Payable checks that were voided :
AP Date Check No.Amount
06/10/10 115302 -
06/10/10 115330 (870.00)
06/17/10 115386 (1,694.84)
06/22/10 114048 (21,000.00)
None Void - Printer Issue
Issued to Description
Void - Reissue
Accounts Payable
Accounts Payable
Checks
Released
June 10, 2010
June 17, 2010
June 24, 2010
SARATOGA CITY COUNCIL
MEETING DATE:July 7, 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
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:
PGE / PPC Dept Void/Reissue - Stale Dated
Accounts Payable
Santa Clara County -
Office of the Sheriff General Monthly Law Enforcement
Shute Mihaly &
Weinberger Various Monthly Legal Service
Fund Purpose
Los Gatos / Saratoga
Dept of Community
Education Void - Reissue
LAFCO
35
The following is a list of cash reduction by fund:
Fund #AP 06/10 AP 06/17 AP 06/24 Total
111 General 40,124.08 82,206.24 393,204.05 515,534.37
231 Village Lighting 24.18 107.95 132.13
241 Arroyo de Saratoga Landscape 55.80 55.80
242 Bonnet Way Landscape 145.24 145.24
244 Cunningham/Glasgow Landscape 155.53 155.53
245 Fredericksburg Landscape 33.64 33.64
246 Greenbriar Landscape 157.82 157.82
248 Leutar Court Landscape 55.80 55.80
251 McCartysville Landscape 252.87 252.87
252 Prides Crossing Landscape 167.07 167.07
255 Tricia Woods Landscape 45.15 45.15
272 Bellgrove Landscape 1,007.32 1,007.32
273 Gateway Landscape 8.57 517.00 525.57
275 Quito Lighting 1,475.00 1,475.00
277 Village Commercial Landscape 467.95 467.95
411 CIP Street Projects 2,074.52 20,287.97 1,496.44 23,858.93
412 CIP Parks Projects 2,442.64 2,442.64
413 CIP Facility Projects 198.48 2,360.00 7,308.25 9,866.73
421 Tree Fine Fund 818.50 818.50
431 Grant Fund - CIP Streets 2,129.23 130.70 9,855.10 12,115.03
432 Grant Fund - Parks & Trails 6,596.39 4,571.15 11,167.54
611 Liability/Risk Mgt 190.04 190.04
612 Workers' Comp 351.57 351.57
621 Office Stores Fund 30.00 2,333.84 489.82 2,853.66
622 Information Technology 153.53 767.05 920.58
623 Vehicle & Equipment Maint 4,204.93 4,860.84 1,376.97 10,442.74
624 Building Maintenance 801.45 3,573.85 2,357.43 6,732.73
632 9,470.09 3,168.50 12,638.59
61,508.17 129,082.87 424,019.50 614,610.54
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
IT Equipment Replacement
36
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51
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 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 May 31, 2010
RECOMMENDED ACTION
Review and accept the Treasurer’s Report for the month ended May 31, 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 May 31, 2010, the City had $154,636 in cash deposit at Comerica bank, and $15,174,069 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 May 31, 2010 is $15,328,705 and
exceeds the minimum limit required.
Unrestricted Cash
Comerica Bank154,636$
Deposit with LAIF15,174,069$
Total Unrestricted Cash15,328,705$
Cash Summary
52
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.
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
Total Unrestricted Cash15,328,705$
Plus: Assets319,569
Less: Liabilities (1,117,954)
Ending Fund Balance14,530,320$
Adjusting Cash to Ending Fund Balance
53
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE
Fund Description
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-May
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
5/31/10
General
Undesignated Unreserved Balance857,524 710,834 1,078,645 1,074,737 - 1,572,267
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 (8,045) 8,275 22,536 - 337,612
CDBG Federal Grants- 28,298 - - - 28,298
SHARP Loan209,175 666 - - - 209,842
Capital Project
Street Projects1,926,230 68,451 116,696 263,963 - 1,847,415
Park and Trail Projects542,045 136,611 25,000 17,439 - 686,217
Facility Improvement Projects953,833 (444,584) 4,748 13,276 - 500,724
Administrative Projects163,910 5,864 - - - 169,773
Tree Fine Fund62,943 (42,986) - 804 - 19,153
CIP Grant Fund - Street Repair(81,463) (14,648) - 29,990 - (126,101)
CIP Grant Fund - Park & Trail(119,015) 87,178 - 451 - (32,288)
Gas Tax Fund62,495 124,723 - - - 187,218
Debt Service
Library Bond 931,361 (479,847) 2,874 795 453,593
Internal Service Fund
Liability/Risk Management202,872 20,900 50 4,638 - 219,184
Workers Compensation123,034 98,880 21,245 43,751 - 199,407
Office Stores Fund39,633 (4,242) 961 5,217 - 31,136
Information Technology Services 174,838 106,295 - 31,066 - 250,067
Equipment Maintenance56,654 36,180 - 12,078 - 80,757
Building Maintenance208,842 140,027 - 45,742 - 303,127
Equipment Replacement153,214 84,373 - 1,358 - 236,229
Technology Replacement315,290 (45,639) - 5,481 - 264,170
Trust/Agency
Library Fund354,394 (2,397) - - - 351,997
KSAR - Community Access TV84,603 3,741 3,021 - - 91,364
Total City14,953,490 610,632 1,261,516 1,573,320 (722,000) 14,530,320
54
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
CIP Funds/Projects
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-May
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
5/31/10
Street Projects
Traffic Safety90,472 57,324 - 22,563 125,233
Highway 9 Safety Project45,129 4,621 - 3,466 46,285
Annual Street Resurfacing Project233,602 26,329 51,696 10,508 301,119
Sidewalks Annual Project18,935 78,450 - (0) 97,385
Saratoga Sunnyvale Road Resurfacing64,972 34,040 - - 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 (22,969) - - 338
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 - - 100,000 50,000
Annual Storm Drain Upgrade246 53,637 - - 53,883
Village Trees & Lights at Sidestreets25,336 - - - 25,336
Village Pedestrian Enhancement9,128 6,636 - - 15,764
Prospect Road Median151,036 (99,373) - - 51,663
City Entrance Sign/Monument23,788 - - - 23,788
Village-Streetscape Impv 517,188 (10,802) 65,000 10,443 560,942
Saratoga-Sunnyvale/Gateway Sidewalk4,107 (585) - - 3,522
Comer Drive Retaining Wall173,003 (56,020) - 116,983 -
Total Street Projects1,926,230 68,451 116,696 263,963 - 1,847,415
Parks & Trails
Hakone Garden Koi Pond49,150 (23) - - 49,127
EL Quito Park Improvements43,905 (4,353) - 10,689 28,863
Wildwood Park - Water Feature/Seating275 (275) - - -
Historical Park Landscape33,890 972 25,000 6,750 53,112
Hakone Garden Retaining Wall & D/W142,829 - - - 142,829
Hakone Garden Upper Moon House 125,000 - - - 125,000
Kevin Moran Improvements69,082 (69,082) - - -
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 (33,964) - - 26,731
Mid Pen O/S Land Purchase- 250,000 - - 250,000
CIP Allocation Fund15,885 - - - 15,885
Total Parks & Trails542,045 136,611 25,000 17,439 - 686,217
Facility Improvements
Warner Hutton House Improvements812 (812) - - -
Facility Projects108,643 (55,113) - 1,442 52,088
Civic Center Improvement4,294 (3,213) - 588 494
CDD/Engineering - Carpet- - - - -
Theater Improvement68,518 (747) 4,748 1,045 71,474
Adult Care Wash Station- 25,000 - - 25,000
Book-Go-Round Bldg Paint- 5,000 - 3,260 1,740
Corp Yard - Men's Restroom1,829 (1,829) - - -
Fire Alarm at McWilliams & Museum11,371 - - - 11,371
North Campus Improvements43,960 (40,425) - (172) 3,707
North Campus - Bldg Removal73,250 (73,037) - - 213
Civic Hall Sewer Pump Rep- - - - -
Portable Carpeting- - - - -
HVAC System Upgrade- 122,517 - 5,988 116,529
Multi-Purpose Room Fund250,000 (250,000) - - -
Kitchen Improvement- - - - -
Corp Yard Solar Project93,250 125,000 - - 218,250
Library HVAC Upgrade276,143 (276,143) - - -
Library - EXT Improvement10,000 5,000 - - 15,000
Museum ADA Ramp - CDBG- (25,781) - 1,125 (26,906)
McWilliams House Improvement10,000 - - - 10,000
Historical Park Fire Alarm System1,762 - - - 1,762
Total Facility Improvements953,832 (444,584) 4,748 13,276 - 500,724
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- 30,180 - - 30,180
KSAR Equip Upgrades6,002 - - - 6,002
Total Administrative Projects163,910 5,864 - - - 169,773
Tree Fine Fund
Tree Fine Fund62,943 (42,986) - 804 19,153
CIP Fund - Street Repair
CIP Grant Fund(81,463) (14,648) - 29,990 (126,101)
CIP Fund - Park & Trail
CIP Grant Fund(119,015) 87,178 - 451 (32,288)
Gax Fund
Gas Tax Fund62,495 124,723 - - 187,218
Total CIP Funds3,510,977 (79,392) 146,444 325,922 - 3,252,110
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ATTACHMENT C
56
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Admin Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: Citizen Options for Public Safety - Supplemental Law Enforcement Services Funds Grant
(COPS/SLESF)
RECOMMENDED ACTION:
Adopt resolution authorizing the continued use of the Citizen Options for Public Safety Program’s
Supplemental Law Enforcement Services Fund (COPS/SLESF) grant as a source of funds for additional
public safety services.
REPORT SUMMARY:
Assembly Bill 3229, Chapter 134, Statue of 1996, established the Citizen’s Option for Public Safety
(COPS) Program. Under this program, compliant cities are allocated a proportionate share of COPS
funds by the State, for the exclusive purpose of funding supplemental front line law enforcement
services. Proportionate shares are based on population estimates determined by the California
Department of Finance. Under the standard grant program allocation, the City of Saratoga is eligible to
receive a grant amount of $100,000 each year.
Funds from this program cannot supplant existing funding and are to be used for personnel and/or
equipment. On an annual basis, the spending plan of the City must be submitted to the County’s
Supplemental Law Enforcement Oversight Committee for review and certification. Upon Council’s
approval authorizing the use of these grant funds, this report and attached resolution will be submitted to
the County to provide compliance with this requirement.
FISCAL IMPACTS:
For Fiscal Year 2010/11 the City of Saratoga proposes to allocate the $100,000 COPS/Supplemental Law
Enforcement Services Fund (SLESF) grant funding for the supplemental law enforcement and patrol
officer hours and school resource officer, as provided by Santa Clara County Sheriff’s Office. The
proposed contract with the Santa Clara County Sheriff’s Office for Fiscal Year 2010/11 will include the
following supplemental services:
1. 1,046 additional general law enforcement hours at a cost of $162,402
2. 3,889 additional patrol hours at a cost of $593,991
3. 200 additional patrol hours at a cost of $27,192
4. School Resource Officer at a flat fee of $100,000 (Saratoga’s portion)
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The $100,000 in Supplemental Law Enforcement Services Funding pays for 12.65% of the additional
services in the FY 2010/11 contract.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City would become ineligible for the $100,000 in Supplemental Law Enforcement Services Fund
grant funding.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Direct the City Clerk to send a copy of the report; a certified copy of the resolution; and the
Supplemental Law Enforcement Form, to the County of Santa Clara, Office of the District Attorney.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Resolution
Attachment B – Supplemental Law Enforcement Form
CC:
Captain Terry Calderone (electronically – Terry.Calderone@sho.co.santa-clara.ca.us)
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ATTACHMENT A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
REPORTING THE USE OF
SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUNDS (SLESF)
FOR FISCAL YEAR 2010/11
WHEREAS, the State of California has made additional funding available to supplement City
funds for front line municipal public safety services;
WHEREAS, the City of Saratoga has determined the best use of the SLESF funds is to improve
public safety with supplemental patrol officer hours and neighborhood resource officer;
WHEREAS, the City of Saratoga is required to report planned use of such funds to the County of
Santa Clara, Office of the District Attorney annually;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby
resolves to approve the use of the $100,000 available from the Supplemental Law Enforcement Services
Fund for supplemental patrol officer hours and school resource officer;
AND BE IT FURTHER RESOLVED, that the City Council wishes to notify the District
Attorney’s Office of their approved spending plan by copy of this resolution.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 7th day of July, 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Kathleen King, Mayor
ATTEST:
_____________________________
Ann Sullivan, City Clerk
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ATTACHMENT B
BEGINNING FUND BALANCE -$
Prior Year Adjustment -
Prior Year Encumbrance Reversals -
RESTATED FUND BALANCE -$
REVENUES
State Funding 100,000
Interest Revenue -
Other Revenue -
TOTAL REVENUES 100,000$
EXPENDITURES
Salaries & Benefits 100,000
Services & Supplies -
Equipment -
Administrative Overhead -
TOTAL EXPENDITURES 100,000$
ENCUMBRANCES
Current Year
Services & Supplies -
Equipment -
Total Current Year -$
NET CHANGE IN FUND BALANCE -$
ENDING FUND BALANCE -$
Hours Rate Cost
Additional General Law Enforcement Hours 1,046.00 155.26 162,402
Supplemental Patrol Hours 3,888.90 152.74 593,991
Additional Investigative Hours 200.00 135.96 27,192
School Resource Officer (Saratoga's share)Flat Rate 100,000
Total Supplemental Cost 883,585
Percent paid by SLESF Funds 12.65%
SUPPLEMENTAL LAW ENFORCEMENT STANDARIZED FORM
Oversight Committee Summary
For FY 2010/11
SUPPLEMENTAL SERVICES EXPENSE
Per SCC Sheriff's FY 2010/11 Contract Update
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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: Property Tax Levy for Debt Service Payments on the Library General Obligation Bonds
RECOMMENDED ACTION
The City Council adopt the attached resolution which sets the FY 2010/11 property tax levy rate for the
Library General Obligation Bonds at $.0094 per $100 of Assessed Valuation to provide for the Library
Bond’s debt service requirements over the fiscal year.
REPORT SUMMARY
Background
In March 2000, the citizens of Saratoga approved the issuance of City of Saratoga General Obligation
Bonds to pay for improvements to the City’s library building. The General Obligation Bonds were issued
in May of 2001, and the debt service payments began in February 2002.
With this bond approval, property owners are to be assessed an additional property tax levy over thirty
years to fund the debt service resulting from the bond issuance. The levy is assessed on property tax bills
as a percentage of property tax valuation, as are school and Water District bonds.
The County of Santa Clara requires that local jurisdictions approve and submit an annual tax levy to the
County each year to determine the annual assessment rate to charge property owners in order to fund the
debt service payments (principal and interest). The tax levy rate adjusts each year due to ongoing
increases in property values.
Santa Clara County’s Auditor-Controller’s Office does not provide a secured assessed valuation report
for the upcoming fiscal year until days before the tax levy rate is due to the County on August 1st, which
does not leave enough time for the Council to approve the levy. Therefore, a property tax assessed value
estimate from the Assessor’s most recent Secured Property Roll Growth Comparison report is used to
prepare the tax rate calculation.
Discussion
In prior years, the City’s tax levy rate was structured to yield an amount approximately equal to the fiscal
year’s debt service, however with rising property tax growth, receipts surpassed debt service payments
each year, and the Debt Fund reserves now exceed debt service payment requirements. To reduce fund
balance, the property tax levy calculation shown on the next page is structured to provide slightly less
than debt service payments, which will in turn lower property tax owner’s levy rates.
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Fiscal Year 2010/11 Calculation
The Library bond’s principal and interest requirements for FY 2010/11 are shown below:
Debt Service – Principal $ 350,000
Debt Service – Interest 663,156
Total Debt Service $ 1,013,156
The assessor’s roll as of June 1, 2010 lists the City of Saratoga’s assessed valuation under the Current
Assessor’s Working File (CAWF) in progress for July 1, 2010 at: $10,057,413,867. The property tax
levy is then subsequently determined by dividing the annual recovery amount per $100 of estimated
assessed valuation:
Property Tax Levy Calculation:
Debt Service recovery amount $ 950,000
Divided per $100 of estimated valuation $ 100,574,100
Property Tax Levy Rate: .0094
(rounded to 4 decimals per Assessor)
Therefore, it is projected that a property tax levy rate of .0094 per $100 of assessed valuation will fund
$950,000 of the $1,013,556 of debt service payments in FY 2010/11, which in turn will lower the Debt
Service Fund’s fund balance amount from an estimated $909,543 balance to $844,887. On the property
tax bill, this assessment is equivalent to $94 per $1,000,000 of assessed valuation.
There are two debt service payments on the bond each year: principal and interest in August, and interest
only in February. The large August payment requires year end fund balance to exceed the bond payment
amount – which for 2010 is $686,828. The February interest payment is funded by property tax
payments received in January.
For historical reference, the following schedule displays the City’s adopted annual property tax levy rates
since first assessed in FY 2001/02:
2001 Series General Obligation Bond
Tax Levy
Fiscal Year Rate
2001/02 0.01673
2002/03 0.01650
2003/04 0.01210
2004/05 0.01484
2005/06 0.01170
2006/07 0.00955
2007/08 0.01130
2008/09 0.01040
2009/10 0.00940
2010/11 0.00940
FISCAL IMPACT
The tax levy funds the annual debt service requirements of the voter approved General Obligation Bond,
and tax revenues are included in the City’s operating budget, within the Library Bond Debt Service Fund.
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A reserve balance is maintained in the Library Bond Fund to provide sufficient funding for the debt
service prior to the property tax levy remittance to the City. With the adoption of this property tax levy,
the debt service payment is funded with the supplemental tax assessment, and would not impact city
operations.
ALTERNATIVE ACTION
The Council could choose to approve an alternative property tax levy rate, or to not approve a tax levy
rate. If the property tax levy is not approved, supplemental funds would not be collected by the Santa
Clara County Tax Assessor for the debt service related to the Library General Obligation Bond, and the
debt service payments would be funded from City reserves.
FOLLOW UP ACTION
Direct the City Clerk to send a certified copy of the resolution setting the property tax levy for the
Library General Obligation Bond no later than August 1st to:
Mu-Hua Cheng
County of Santa Clara
Controller-Treasurer Department
70 West Hedding Street, East Wing, 2nd Floor
San Jose, CA 95110-1705
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
A: Library Bond Debt Service Schedule
B. Resolution authorizing the Tax Rate Levy for the General Obligation Bonds and report the levy rate
to the Santa Clara County Tax Collector.
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August August February Fiscal Year Bond
Fiscal Interest Annual Interest Interest Annual Debt Principal
Year Rate Principal Payment Payment Interest Service Balance @ YE
Initial Bond Offering at May 9, 2001 - - 15,000,000
2001/02 5.000%- - 588,942 588,942 588,942 15,000,000
2002/03 5.000%60,000 392,628 391,128 783,756 843,756 14,940,000
2003/04 5.000%245,000 391,128 385,003 776,131 1,021,131 14,695,000
2004/05 5.000%255,000 385,003 378,628 763,631 1,018,631 14,440,000
2005/06 5.000%270,000 378,628 371,878 750,506 1,020,506 14,170,000
2006/07 5.000%280,000 371,878 364,878 736,756 1,016,756 13,890,000
2007/08 6.000%295,000 364,878 356,028 720,906 1,015,906 13,595,000
2008/09 6.000%310,000 356,028 346,728 702,756 1,012,756 13,285,000
2009/10 6.000%330,000 346,728 336,828 683,556 1,013,556 12,955,000
2010/11 6.000%350,000 336,828 326,328 663,156 1,013,156 12,605,000
2011/12 6.000%370,000 326,328 315,228 641,556 1,011,556 12,235,000
2012/13 5.000%395,000 315,228 305,353 620,581 1,015,581 11,840,000
2013/14 5.000%415,000 305,353 294,978 600,331 1,015,331 11,425,000
2014/15 5.000%435,000 294,978 284,103 579,081 1,014,081 10,990,000
2015/16 5.000%455,000 284,103 272,728 556,831 1,011,831 10,535,000
2016/17 5.000%440,000 272,728 261,728 534,456 974,456 10,095,000
2017/18 5.000%460,000 261,728 250,228 511,956 971,956 9,635,000
2018/19 5.000%485,000 250,228 238,103 488,331 973,331 9,150,000
2019/20 5.000%510,000 238,103 225,353 463,456 973,456 8,640,000
2020/21 5.125%535,000 225,353 211,644 436,997 971,997 8,105,000
2021/22 5.125%565,000 211,644 197,166 408,809 973,809 7,540,000
2022/23 5.125%590,000 197,166 182,047 379,213 969,213 6,950,000
2023/24 5.125%625,000 182,047 166,031 348,078 973,078 6,325,000
2024/25 5.250%655,000 166,031 148,838 314,869 969,869 5,670,000
2025/26 5.250%690,000 148,838 130,725 279,563 969,563 4,980,000
2026/27 5.250%730,000 130,725 111,563 242,288 972,288 4,250,000
2027/28 5.250%765,000 111,563 91,481 203,044 968,044 3,485,000
2028/29 5.250%805,000 91,481 70,350 161,831 966,831 2,680,000
2029/30 5.250%850,000 70,350 48,038 118,388 968,388 1,830,000
2030/31 5.250%890,000 48,038 24,675 72,713 962,713 940,000
2031/32 5.250%940,000 24,675 - 24,675 964,675 -
TOTALS 15,000,000 7,480,416 7,676,730 15,157,146 30,157,146
Total Bond Principal 15,000,000
Total Bond Interest 15,157,146
Total Cost of Bond 30,157,146
City of Saratoga
2001 Series General Obligation Bonds
Debt Schedule
64
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ESTABLISHING THE PROPERTY TAX LEVY
FOR THE DEBT SERVICE OF THE LIBRARY GENERAL OBLIGATION BOND
FOR 2010/11 AT $.0094 PER $100 OF ASSESSED VALUATION
WHEREAS, in March 2000, the citizens of Saratoga approved an increase in their property tax
rate to pay for the debt service and other expenses of the general obligation bonds for construction of the
Library, and
WHEREAS, the general obligation bonds were sold on April 24, 2001, and
WHEREAS, it is necessary for the City Council of the City of Saratoga to establish an annual
property tax levy to provide funds for debt service payments and related expenditures due in FY 2009/10.
NOW, THEREFORE, BE IT RESOLVED that the 2010/11 Property Tax Levy rate for debt
service on the Library General Obligation Bonds be established at $.0094 per $100 of assessed valuation.
The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City
Council held on the 7th day of July 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Kathleen King, Mayor
City of Saratoga
ATTEST:
____________________________
Ann Sullivan, City Clerk
City of Saratoga
65
SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Rick Torres DIRECTOR: John Cherbone
Street & Fleet Manager
SUBJECT: Extension of Contract for Street Sweeping Services.
______________________________________________________________________________
RECOMMENDED ACTION(S):
Extend current Street Sweeping Contract with Universal Sweeping Services for one year from July
1, 2010 to June 30, 2011 in the amount of $100,000.
REPORT SUMMARY:
The City and Universal Sweeping Services entered into a two year contract for street sweeping
services in 2008. The two year contract term is now completed and it is recommended it be
extended for one additional year. The terms of the current contract, including the cost of services,
will continue the same in the one year extension. Universal’s current contract is in the amount of
$90,000.00 with an allowance of $10,000 for unscheduled sweeping.
It is therefore recommended that City Council extend the current street sweeping contract to
Universal Sweeping Services for one year and authorize the City Manager to execute the same.
FISCAL IMPACTS:
The FY 10/11 adopted budget has adequate funding for this contract
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
A contract for street sweeping would not be executed and the City would not be in compliance with
the stipulations of our NPDES permit.
ALTERNATIVE ACTION(S):
The Council could direct staff to solicit additional proposals.
66
2 of 2
FOLLOW UP ACTION(S):
The contract will be amended to reflect the change in term of contract.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Contract Amendment
2. Current Contract for Universal Sweeping Services
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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Admin Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: Annual Approval of the City’s Investment Policy - for Fiscal Year 2010/11
RECOMMENDED ACTION
That the City Council review and approve the Investment Policy for Fiscal Year 2010/11.
REPORT SUMMARY
California Government Code Section 53600 et seq., City of Saratoga Municipal Code Section 2-20.035,
and Section 16.0 of the City of Saratoga Investment Policy require the City Council to annually review
and approve the City’s Investment Policy.
The Investment Policy lays the foundation for the City’s investment management functions. It serves as a
guide for setting and achieving investment objectives, defines rules and established benchmarks,
prohibits and/or restricts investment instruments, and reduces the exposure to liability by both staff and
City Council. Compliance with the investment policy is an element of fiscal discipline considered by the
City’s auditors and rating agencies during their respective reviews.
The City’s investment policy establishes a wide array of authorized and suitable investments in
alignment with State government code; however the City’s ongoing practice is to restrict
investments to the Local Agency Investment Fund (LAIF). LAIF began in 1977 as an investment
alternative for California's local governments and special districts to offer governmental agencies
the opportunity to participate in a major portfolio which invests hundreds of millions of dollars
annually, using the investment expertise of the State’s Treasurer’s Office investment staff at no cost
to participating agencies. As LAIF is governed by conservative investment practices, earnings may
provide slightly lower returns than actively managed bond investment portfolios during a healthy
economy, however LAIF is a safe and proven investment strategy which has historically protected
the City against investment losses during economic downturns, and continues to provide quarterly
interest earnings in a well diversified and expertly managed portfolio.
Under protection by state and federal laws, funds placed on deposit in LAIF are not subject to use
by, borrowing of, or impoundment or seizure by any state official or state agency. The Treasurer’s
Office also maintains Investment Protection Standards that set principles for the investment banks
and broker-dealers to protect investors.
Last year, at the September 2, 2009 Council Meeting, the City Council approved the Investment Policy in its
current version. There are no changes recommended to that investment policy this fiscal year. The policy is
86
modeled on the policy approved by the Association of Public Treasurers of the United States and Canada
(APT US&C) in August 2002.
FISCAL IMPACTS
None.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City would not be in compliance with State and Local regulations.
ALTERNATIVE ACTION
Direct Staff to make changes to the Investment Policy and return at the next meeting.
FOLLOW UP ACTION
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
A: Investment Policy
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Attachment A
City of Saratoga
INVESTMENT POLICY FOR THE FISCAL YEAR 2010/11
1.0 Policy:
It is the policy of the City of Saratoga to invest public funds in a manner which will provide the
maximum security with the highest investment return, while meeting the daily cash flow demands
of the City and conforming to all state and local statutes governing the investment of public funds.
2.0 Scope:
This investment policy applies to all financial assets of the City of Saratoga. These funds are
accounted for in the City of Saratoga's Comprehensive Annual Financial Report and include:
2.1 Funds:
2.1.1 General Fund
2.1.2 Special Revenue Funds
2.1.3 Capital Project Funds
2.1.4 Debt Service Funds
2.1.5 Trust and Agency Funds
2.1.6 Any new fund, unless specifically exempted
2.2 Exceptions: The following financial assets are excluded:
2.2.1 Deferred Compensation Plans-Investments are directed by the individual plan
participants.
2.2.2 Debt Service Funds Held by Trustees-Investments is placed in accordance with
bond indenture provisions.
2.2.3 Notes and Loans-Investments are authorized by separate agreements approved by
City Council.
3.0 Prudence:
Investments shall be made with judgment and care--under circumstances then prevailing--which
persons of prudence, discretion and intelligence exercise in the management of their own affairs,
not for speculation, but for investments, considering the probable safety of their capital as well as
the probable income to be derived.
3.1 The standard of prudence to be used by investment officials shall be the "prudent person"
standard and shall be applied in the context of managing an overall portfolio. Investment
officers acting in accordance with written procedures and this investment policy and
exercising due diligence shall be relieved of personal responsibility for an individual security's
credit risk or market price changes, provided deviations from expectations are reported in a
timely fashion and appropriate action is taken to control adverse developments.
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4.0 Objectives:
The primary objectives, in priority order, of the City of Saratoga's investment activities shall be:
4.1 Safety: Safety of principal is the foremost objective of the investment program. Investments
of the City of Saratoga shall be undertaken in a manner that seeks to ensure the preservation of
capital in the overall portfolio. The objectives will be to mitigate credit risk and market risk.
a. Credit risk, defined as the risk of loss due to failure of the issuer of a security, shall be
mitigated by investing only in investment grade securities and by diversifying the
investment portfolio so that potential losses on individual securities will have a minimal
impact on the portfolio.
b. Market risk, defined as market value fluctuations due to overall changes in the general
level of interest rates, shall be mitigated by limiting the average maturity of the City’s
investment portfolio to two years and the maximum maturity of any one security to five
years, and by structuring the portfolio based on cash flow analysis so as to avoid the
need to sell securities prior to maturity.
4.2 Liquidity: The City of Saratoga's investment portfolio will remain sufficiently liquid to
enable the City of Saratoga to meet all operating requirements, which might be reasonably
anticipated.
4.3 Return on Investments: The City of Saratoga's investment portfolio shall be designed with
the objective of attaining a rate of return throughout budgetary and economic cycles,
commensurate with the City of Saratoga's investment risk constraints and the cash flow
characteristics of the portfolio.
5.0 Delegation of Authority:
Authority to manage the City of Saratoga's investment program is derived from the following:
California Government Code Section 53600 et seq. and Saratoga Municipal Code Section 2-20.035.
Management responsibility for the investment program is hereby delegated to the City Manager
who shall be responsible for supervising all treasury activities of the Administrative Services
Director and who shall establish written procedures for the operation of the investment program
consistent with this investment policy. Procedures should include reference to: safekeeping,
delivery vs. payment, investment accounting, wire transfer agreements, banking service contracts
and collateral/depository agreements. Such procedures shall include explicit delegations of
authority to persons responsible for investment transactions. No person may engage in investment
transactions except as provided under the terms of this policy and the procedures established by the
City Manager. The City Manager shall be responsible for all transactions undertaken and shall
establish a system of controls to regulate the activities of subordinate officials.
6.0 Ethics and Conflicts of Interest:
Officers and employees involved in the investment process shall refrain from personal business
activity that could conflict with proper execution of the investment program, or which could impair
their ability to make impartial investment decisions. These officers and employees involved in the
investment process shall disclose to the City Manager any material financial interests in financial
institutions that conduct business with the City. Employees and investment officials shall refrain
from undertaking personal investment transactions with individuals with who business is conducted
on behalf of the City of Saratoga.
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7.0 Authorized Financial Dealers and Institutions:
The City Manager will maintain a list of financial institutions authorized to provide investment
services to the City. In addition, a list will also be maintained of approved security broker/dealers
selected by credit worthiness and who are authorized to provide investment services in the State of
California. These may include "primary" dealers or regional dealers that qualify under Securities &
Exchange Commission Rule 15C3-1 (uniform net capital rule). No public deposit shall be made
except in a qualified public depository as established by state laws.
All financial institutions and broker/dealers who desire to become qualified bidders for investment
transactions must supply the City Manager with the following: personal interview, firm description
and audited financial statements, proof of National Association of Securities Dealers (NASD)
certification, proof of State of California registration, completed broker/dealer questionnaire and
certification of having read the City of Saratoga's investment policy and applicable depository
contracts.
An annual review of the financial condition and registrations of qualified bidders will be conducted
by the City Manager.
A current audited financial statement is required to be on file for each financial institution and
broker/dealer with which the City of Saratoga invests prior to any transaction.
8.0 Authorized and Suitable Investments:
The City of Saratoga is empowered by Government Code Section 53601, and further limited by this
investment policy, to invest in the following types of securities:
Type Guarantee Limits
Term to
Maturity
LAIF State Fund $40,000,000 On Demand
U.S. Treasury Bills U.S. Treasury No Limit 1 Year
U.S. Treasury Notes U.S. Treasury No Limit 5 Years
U.S. Govt. Agency Issues (e.g. FNMA,
GNMA)
Federal
Agencies
No Limit 5 Years
Certificates of Deposit (California Bank
or Savings & Loan Companies)
FDIC/FSLIC
and Collateral
20% portfolio per institution;
30% total portfolio
3 Years
Negotiable Certificates of Deposit Issuing
Institution
20% portfolio per institution;
30% total portfolio
5 Years
Investment Grade Obligations of
California, or Local Governments, or
Public Agencies
Public Entity 20% portfolio per institution;
30% total portfolio
5 Years
Money Market Mutual Funds Fund 10% portfolio per institution;
20% total portfolio
On Demand
Passbook Savings Account and Demand
Deposit
Issuing Bank Minimum necessary for
current cash flow
On Demand
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The City shall not engage in leveraged investing, such as margin accounts, or any form of
borrowing for the purpose of investing.
The City shall not invest in instruments whose principal and interest could be at risk contrary to
Section 4.1 of this policy. Examples of these instruments are options and future contracts.
The City shall not invest in "derivatives".
See Glossary for description of above securities.
9.0 Collateralization:
Collateralization will be required on certificates of deposit and other deposit-type securities. In
order to anticipate market changes and provide a level of security for all funds, the collateralization
level will be 110% of market value of principal and accrued interest, in accordance with California
Government Code Section 53651 and 53652.
The City of Saratoga chooses to limit collateral to those listed in Section 8.0.
Collateral will always be held by an independent third party with whom the entity has a current
custodial agreement. A clearly marked evidence of ownership (safekeeping receipt) must be
supplied to the City of Saratoga and retained.
The right of collateral substitution may be granted.
10.0 Safekeeping and Custody:
All security transactions entered into by the City of Saratoga shall be conducted on a delivery-
versus-payment (DVP) basis. Securities will be held by a third party custodian, in the City of
Saratoga's name and control, designated by the City Manager and evidenced by safekeeping
receipts.
11.0 Diversification:
The City of Saratoga will diversify its investments by security type and institution. Limits are
provided for in Section 8.0. With the exception of U.S. Treasury securities and authorized pools,
no more than 30% of the City of Saratoga's total investment portfolio will be invested in a single
security type or 20% with a single financial institution.
12.0 Maximum Maturities:
To the extent possible, the City of Saratoga will attempt to match its investments with anticipated
cash flow requirements. Unless matched to a specific cash flow, the City of Saratoga will not
directly invest in securities maturing more than five (5) years from the date of purchase. However,
the City of Saratoga may collateralize its certificates of deposits using longer-dated investments not
to exceed ten (10) years to maturity.
Debt reserve funds may be invested in securities exceeding five (5) years if the maturities of such
investments coincide as nearly as practicable with the expected use of the funds.
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The City of Saratoga will retain a general operating reserve adopted annually by the City Council.
The amount of active deposits and inactive investments with maturity of one year or less shall
always be equal to or greater than the required general operating reserve. The report discussed in
Section 15.0 shall demonstrate this policy is in effect.
13.0 Internal Control:
The City of Saratoga is responsible for establishing and maintaining an internal control structure
designed to ensure that the assets of the City are protected from loss, theft or misuse. The internal
control structure shall be designed to provide reasonable assurance that these objectives are met.
The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the
benefits likely to be derived and (2) the valuation of costs and benefits requires estimates and
judgments by the City Manager and staff.
Accordingly, the City shall establish an annual process of independent review by an external
auditor. This review will provide internal control by assuring compliance with policies and
procedures. The internal controls shall address the following points:
• Control of collusion.
• Separation of transaction authority from accounting and recordkeeping.
• Custodial safekeeping.
• Avoidance of physical delivery of securities.
• Clear delegation of authority to subordinate staff members.
• Written confirmation of transactions for investments and wire transfers.
• Development of a wire transfer agreement with the lead bank and third-party custodian.
14.0 Performance Standards:
The investment portfolio shall be designed with the objective of obtaining a reasonable rate of
return throughout budgetary and economic cycles, commensurate with the investment risk
constraints and cash flow needs.
14.1 Market Yield (Benchmark):
The City’s investment strategy is passive. Given this strategy, the benchmark used by the City of
Saratoga to determine whether market yields are being achieved shall be the one year U.S. Treasury
Bill.
15.0 Reporting:
The City Manager is charged with the responsibility of including a market report on investment
activity and returns in the City of Saratoga's Cash and Investment Report. The report will be in
compliance with California Government Code Section 53646.
16.0 Investment Policy Adoption:
The City of Saratoga's investment policy shall be reviewed and adopted by the City Council
annually.
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GLOSSARY
Broker
Someone who brings buyers and sellers together and is compensated for his/her service.
Comprehensive Annual Financial Report (CAFR)
The City’s annual financial statements and footnotes, along with an executive summary, financial outlook,
statistical information, and other financial information.
Certificates of Deposit
Commonly called time deposit certificates or time deposit open accounts. These are nonnegotiable.
Collateralization
Process by which a borrower pledges securities, property or other deposits for the purpose of securing the
repayment of a loan and/or security. Also refers to securities pledged by a bank to secure deposits of public
monies.
Custodian
A bank or other financial institution that keeps custody of stock certificates and other assets.
Dealer
Someone who acts as a principal in all transactions, including buying and selling from his/her own account.
Delivery vs. Payment
The preferred method of delivering securities, with an exchange of money for the securities.
Demand Deposits
A deposit of monies which are payable by the bank upon demand of the depositor.
Derivative
Securities that are based on, or derived from, some underlying asset, reference date, or index.
FDIC
Federal Depository Insurance Corporation
FSLIC
Federal Savings and Loans Insurance Corporation
Liquidity
An asset that can easily and rapidly be converted into cash without significant loss of value.
Local Agency Investment Fund (LAIF)
The LAIF was established by the State of California to enable treasurers to place funds in a pool for
investments. There is a limitation of $30 million per agency subject to a maximum of ten (10) total
transactions per month. The City uses this fund when market interest rates are declining as well as for short-
term investments and liquidity.
Money market mutual funds
Mutual funds that invest in short term securities and strive to maintain a share price of $1.
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Negotiable certificates of deposit
A bank deposit issued in negotiable form (i.e., one that can be bought or sold in the open market).
Passive Investment Strategy
An approach to managing the investment portfolio, which entails a “buy and hold” strategy in which
investments are generally held until they mature.
Portfolio
Combined holding of more than one stock, bond, commodity, cash equivalent or other asset. The purpose of
a portfolio is to reduce risk through diversification.
Primary Dealer
A group of government securities dealers that submit daily reports of market activity and security positions
held to the Federal Reserve Bank of New York and are subject to its oversight.
Regional Dealer
A dealer who is not a primary dealer, and therefore not monitored by the Federal Reserve, but is registered
with the Securities and Exchange Commission.
Safekeeping
Offers storage and protection of assets provided by an institution serving as an agent
U.S. Treasury Bills
Commonly referred to as T-Bills these are short-term marketable securities sold as obligations of the U.S.
Government. They are offered in three-month, six-month and one-year maturities. T-Bills do not accrue
interest but are sold at a discount to pay face value at maturity.
U.S. Treasury Notes
These are marketable, interest-bearing securities sold as obligations of the U.S. Government with original
maturities of one to ten years. Interest is paid semi-annually.
U.S. Government Agency Issues
Include securities, which fall into this category. Issues, which are unconditionally, backed by the full faith
and credit of the United States, e.g. Small Business Administration Loans.
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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: Wildwood Cinema Movie Night
RECOMMENDED ACTION:
Accept report and provide direction on the following items:
1. Parks and Recreation Commission’s request that the Council cosponsor Wildwood
Cinema Movie Night by waiving City fees, which include park rental, special event
permit, and banner fees;
2. Parks and Recreation Commission’s request that the Council authorize the Commission
to seek partnerships with community organizations, such as the Chamber of Commerce or
Saratoga-Monte Sereno Community Foundation, to fund and co-host Wildwood Cinema
Movie Night;
3. Parks and Recreation’s request to seek donations to cover Wildwood Cinema Movie
Night expenses; and
4. Resolution allowing Wildwood Park to stay open until 10:00 p.m. on September 11,
2010.
BACKGROUND:
On March 3, 2010, the Parks and Recreation Commission (“Commission”) presented its
proposed work plan to the City Council during a joint meeting. At that time, the Commission
proposed holding a music event in one of the City’s parks to bring residents together and bring
greater awareness of Saratoga parks to the Community.
At the June 14, 2010, the Commission discussed options for a musical event and agreed to
change the event to a movie night in Wildwood Park in September. The event, which the
Commission has titled Wildwood Cinema Movie Night, is tentatively scheduled for September
11, 2010 at 7:30 p.m. The Commission has discussed showing a movie that features an actor,
writer, or producer from Saratoga.
City Co-sponsorship & Community Partnership:
The Commission is requesting that the City Council cosponsor the event by waiving City fees,
including park rental, special event permit, and banner fees (optional – see below). The
Commission is also seeking Council authorization to partner with a community organization, like
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the Chamber of Commerce or Saratoga-Monte Sereno Community Foundation, which can pay
for event expenses (aside from City fees) and help coordinate the event.
Donations:
Additionally, the Commission is asking Council for permission to solicit donations to cover
event expenses. However, the City Attorney has advised staff that approval of this request may
result in the appearance of a potential conflict of interest and could raise concerns about the
influence of event contributions on future Commission decisions. Furthermore, this request raises
logistical concerns. For example, money will need to be disbursed on a reimbursement basis and
the Council may want to consider who would be responsible for event expenses if donations are
insufficient to cover all costs.
City Event Funding:
As an alternative to allowing the Commission to seek partnerships with community organizations
or solicit donations, the City Council may choose to allocate money from the Community Event
Fund to cover all event expenses. There is currently $1,800 available in this fund. The
Commission expects the total cost of the event will be $1,600 at minimum.
Park Hours Extension:
To allow the Commission to hold the event, the Council will also need to approve the attached
resolution extending Wildwood Park hours to 10:00 p.m. on September 11, 2010. Per City Code
(11-05.020), Saratoga parks close half an hour after sunset and park hours can be temporarily
adjusted by a resolution of the City Council.
FISCAL IMPACTS:
The total cost of the City fees will be $145 if the Commission decides not to rent the banner
space in Blaney Plaza. If banner space is rented, the City fees will be $445. If the Council decides
to allocate funds to cover all event expenses, the total cost will be $1,600 without the banner or
$2,900 with the banner (includes production and space rental). The list of all the expenses is
detailed below, including event expenses with and without the banner.
Currently, there is $1,800 remaining in the Community Event Fund in fiscal year 2010/11 should
the Council decide to use this money to pay for the requested waiver of City fees or to pay for
additional Wildwood Cinema Movie Night expenses.
Option 1: Event Expenses No Banner
Expense Amount
City Fees Special Event Permit Fee $100
Wildwood Park Rental Fee $45
Total City Fees $145
Non-City Expenses Equipment Rental $800
Marketing/Promotional $355
Temporary Toilets $300
Total Non-City Expenses $1455
Total All Expenses (No Banner) $1600
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Option 2: Event Expenses with Banner
Expense Amount
City Fees Special Event Permit Fee $100
Wildwood Park Rental Fee $45
Banner Rental Fee for 1 Week $300
Total City Fees $445
Non-City Expenses Equipment Rental $800
Marketing/Promotional $355
Temporary Toilets $300
Banner $1000
Total Non-City Expenses $2455
Total All Expenses (With Banner) $2900
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City fees for Wildwood Cinema Movie Night will not be waived, the Commission will not
be authorized to seek partnerships for Wildwood Cinema Movie Night, the Commission will not
be allowed to solicit donations for the event, and park hours will not be adjusted to accommodate
the hours of Wildwood Cinema Movie Night.
ALTERNATIVE ACTION(S):
The Council may decide to allocate monies to cover all or a portion of the expenses of Wildwood
Cinema Movie Night.
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A: Resolution extending Wildwood Park hours to 10:00 p.m. on September 11, 2010
Attachment B: Parks and Recreation Commission’s community event fund application for Wildwood
Cinema Movie Night
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RESOLUTION NO._______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
EXTENDING THE HOURS OF WILDWOOD PARK TO
10:00 P.M. ON SEPTEMBER 11, 2010
WHEREAS, the Parks and Recreation Commission (“Commission”) proposes to show a movie in
Wildwood Park on September 11, 2010 from 7:30 p.m. to 9:30 p.m. with cleanup complete by 10:00
p.m.; and
WHEREAS, the Commission has titled this event “Wildwood Cinema Movie Night”; and
WHEREAS, per City Code (11-05.020), Saratoga parks close thirty minutes after sunset; and
WHEREAS, City Code (11-05.020) allows park hours to be temporarily adjusted by resolution of
the City Council; and
WHEREAS, the hours of Wildwood Park will need to be temporarily extended to 10:00 p.m. on
September 11, 2010 to allow the Commission to hold Wildwood Cinema Movie Night;
NOW, THEREFORE, BE IT RESOLVED, that the City Council authorizes an extension of
Wildwood Park hours to 10:00 p.m. on September 11, 2010 to permit the Commission to host Wildwood
Cinema Movie Night.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 7th day of July 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Kathleen M. King, Mayor
ATTEST:
_____________________________
Ann Sullivan, City Clerk
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CITY OF SARATOGA
COMMUNITY EVENT APPLICATION
1) Applicant Name: Lerry C Wilson
Agency/Organization (if applicable): Saratoga Parks and Recreation Commission
Street Address: 20335 Argonaut Drive
City: Saratoga Zip Code: 95070
Phone: (408) 910.9596 Fax: (408) 872-0201
E-Mail: lerry95070@yahoo.com
2) Event Name: Wildwood Cinema Movie Night
Event Location: Wildwood Park, Saratoga
Date(s) of Event: Saturday, September 11, 2010
3) Event Description: (attach additional pages, if needed)
Proposal
Host a single night outdoor movie viewing at Wildwood Park on Saturday night, September 11th.
Objectives
1. Promote community involvement in our parks
2. Promote downtown destination to increase traffic volume for Village businesses
See attachment for more detail
4) Anticipated number of attendees: 200
5) Anticipated matching funds: $ 0
6) Requested Funding: Please use the attached worksheet.
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REQUESTED FUNDING
EVENT NAME: Wildwood Cinema Movie Night Date Prepared: June 29, 2010
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)
Equipment Rental
800
Banner Creation (optional)
1000
Weekly Banner rental (optional)
300
City of Saratoga Event Permit
100
Wildwood Rental Fee
45
Temporary Toilets
300
Marketing/Promotion
355
100
Subcommittee Report – Wildwood Cinema
To: City of Saratoga Parks and Recreation Commission
From: Lerry Wilson, Denise Goldberg (Movie Night Subcommittee)
Cc: Crystal Morrow, City of Saratoga
Date: June 29, 2010
Subj: UPDATE – Single Event Movie Night at Wildwood Park (Wildwood Cinema)
At the June 14th PRC meeting, this subcommittee was tasked with evaluating a potential movie night event in
Wildwood Park. At a special PRC meeting June 23rd additional guidance was given resulting in the following
proposal.
Proposal
Host a single night outdoor movie viewing at Wildwood Park on Saturday night, September 11th.
Objectives
1. Promote community involvement in our parks
2. Promote downtown destination to increase traffic volume for Village businesses
Overview of Event
Through contacts with other cities and outside vendors, the “sit down” time for the movie would be 7.30 pm. Close
time of the event would be 9.30 pm. Estimates of costs and other considerations are based on attendance of more
than 200 persons at Wildwood.
Estimated Cost = $1,600.00 ‐ $2,900.00
Equipment Rental $800
Marketing/Promotion $355
City of Saratoga Permit $100
Wildwood Rental Fee $45
Temporary Toilets $300
Banner (optional) $1000
Banner rental (optional) $300
Review of Special Events Checklist Items
Item Requirement Item Requirement
Special Event Permit YES Fire District Letter YES
Event Map YES County Health Dept NO
Indemnity Agreement YES ABC Permit NO
Certificate of Insurance YES Noise Exception Permit YES
CAL Trans NO Neighbor Notification YES
Reserve Officers NO
Recommendation
It is this subcommittee’s recommendation to approach the Saratoga City Council to request the authorization to
pursue funding from the City of Saratoga, the Saratoga‐Monte Sereno organization, other community
organizations or private sources.
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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Kate Bear, Arborist DIRECTOR: John F. Livingstone, AICP
SUBJECT: Discussion of Issues Related to Trees
RECOMMENDED ACTION:
Provide staff with direction on:
1. Heritage Trees and how they should be considered in the code.
2. Planting 2,015 trees by 2015, a Community based tree planting partnership and applying
for a grant through the Environmental Protection Agency (EPA).
3. The appeal process for a tree removal permit application.
REPORT SUMMARY:
At the June 16, 2010 Council meeting, Vice Mayor Hunter suggested that the Heritage
Preservation Commission (HPC) consider selected trees as “heritage” and that the Council
strengthen the City’s Code to protect trees designated as “heritage”. Vice Mayor Hunter
requested that this item be scheduled on a future meeting agenda, and Councilmember Cappello
seconded the request.
DISCUSSION:
Heritage Trees
Section (15-50.020(l)) of the City Code defines a heritage tree as any tree having historic value
related to the heritage of the City and designated by action of the City Council, upon
recommendation of the HPC. Currently the City of Saratoga has no trees that have been
identified as “heritage”.
In 2006, over 50 members of the community re-organized the Saratoga Heritage Tree Society,
which had been disbanded in the 1980’s. They identified trees within the City of Saratoga that
they considered to be distinctive, unique, long-lived or otherwise noteworthy. Anyone within the
community could nominate a tree for consideration of this distinction, and a group of four judges
made the final selection of 20 trees from all nominations. A book was created which includes the
20 trees selected and it can be viewed at the Historical Museum
(http://www.saratogahistory.com). Locations of these trees were provided to the Council for
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acknowledgement, and the Heritage Tree Society received a proclamation from the City Council
on April 28, 2006, affirming their efforts to establish a list of heritage trees (Attachment “A”).
The City of Saratoga has many majestic, old trees of a variety of species. These trees provide
beauty and stateliness to the city, along with all of the usual benefits provided by trees. The
benefits of trees are many, and include providing oxygen, removing carbon dioxide from the
atmosphere, preventing erosion on hillsides, cooling homes with shade from their canopies,
adding to property values, and increasing the aesthetics of streets and neighborhoods.
Surrounding cities, such as San Jose, Palo Alto and Campbell, have lists of trees that are
considered to be “heritage”. Selected trees are reviewed and included on a specific list that is
periodically updated and adopted by the City Council. Attachment “B” includes criteria used by
the City of Campbell.
To create a list of designated heritage trees, the City could propose criteria for the determination
of heritage trees and draft an amendment to the City Code Chapter 13 – Historic Preservation, to
include those criteria. City Code Chapter 15-50 may require amendment to include the regulation
of heritage trees if they will be treated differently than protected trees. A list of the 20 trees
acknowledged in 2006 by City Council proclamation may be candidates for the City’s first
heritage trees to be reviewed.
Planting 2,015 Trees by 2015
On October 21, 2009, the City Council supported the proposal by Vice Mayor Hunter to plant
2,015 trees by the year 2015. This effort is to replace the urban and natural forest as trees are
removed and to provide new young trees for future generations. A group of volunteers are
tracking tree plantings throughout the City, so that the city can recognize efforts of property
owners in planting trees.
Some cities, such as Palo Alto and San Jose, use non-profit organizations to assist with tree
planting. Our City Forest (OCF) is one such organization and operates in San Jose. They use a
multipronged approach to ensure that trees planted survive after installation and have achieved a
90% success rate. OCF incorporates community outreach, trained volunteers, stewardship
agreements, and health care follow-up into their process. They preselect tree suppliers, and
inspect trees prior to planting. They train volunteers to assist with community tree planting
projects. They require a signed 3-year stewardship agreement from the property owner prior to
planting a tree, where the owner will agree to water it. Questionnaires about the health of the new
tree are sent to residents for follow up, and to answer any questions about proper care for the new
tree. Trees are provided to residents at no cost, but a commitment to care for them is required.
OCF is interested in working with other cities in the south bay, and would be interested in doing
similar work in Saratoga. Eighty percent of their work is funded by grants that they receive from
the state and twenty percent of their funding would need to come from Saratoga.
In organizing community tree planting projects, OCF recommends that events be planned around
a location, such as a church, school, or section of a street, where a reasonable number of trees can
be planted in one day. Many events are planned for a year to accomplish the desired number of
trees planted.
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To assist with funding for tree planting in Saratoga, federal grant opportunities are available from
the EPA to carry out initiatives that will reduce greenhouse gas emissions (Attachment “C”).
Tree planting projects could be considered such an initiative. The EPA expects to award
approximately 25 grants to communities in amounts ranging from $100,000 to $500,000. The
deadline for grant applications is July 26, 2010 at 4 pm EDT. The funds are expected to be
awarded in February 2011.
The El Quito Neighborhood Association has formed a landscape and lighting district and is
interested in planting trees in their neighborhood using the funds in their landscape budget. They
have expressed interest in planting several hundred trees in their neighborhood and want to start
this project in the fall of 2010.
To enhance tree planting efforts in Saratoga, the City could do one or all of the following:
Option #1:
Use a portion of the funds in the City’s Tree Fund to work through OCF for organized tree
planting projects in the City. A contract between OCF and the City would be necessary.
Option #2:
Apply for grant funding from the EPA to assist with tree planting projects in the City. A grant
proposal would need to be prepared and submitted by July 26, 2010.
Appeals of Tree Removal Permit Applications
Saratoga receives about 400 requests to remove trees each year. The process to obtain a tree
removal permit requires the following steps:
1. The property owner submits an application to the City for review. The city arborist
inspects the tree(s) and determines whether they meet the criteria set forth in the city code
for removal.
2. If the tree(s) meet(s) the requirements for removal, and is not dead, fallen, or does not
pose an emergency situation, a notice is sent to neighboring property owners within 150
feet, letting them know that the owner has requested a permit. The appeal period is 20
days and the deadline for appeals is noted in the public notice.
3. If no appeals are received by the deadline, a permit can be issued.
If a resident wishes to appeal an application, they may file an appeal form with the Community
Development Department. Appeals of administrative decisions are taken to the Planning
Commission. Planning Commission decisions may be appealed to the City Council. The fee is
$500 for Planning Commission appeals and $600 for City Council appeals.
The appeal process is as follows:
1. Once an appeal is filed, a notice of public hearing is published and a notice is mailed to
everyone within 500 feet of the applicant.
2. Staff prepares a report with the City’s view of the approval or denial and a resolution to
reflect the staff recommendation.
3. Staff attends a pre-meeting site visit with the Planning Commission and attends the
Planning Commission meeting at which the appeal is heard. At the public hearing, staff
presents the City’s view on the appeal and responds to questions by the Commission.
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Owners of the tree are generally requested to obtain an outside arborist report and must
attend the public hearing. The decision by the Planning Commission may be appealed to
the City Council.
For comparison, in the City of Mountain View, if a tree is requested for removal, a sign is posted
on the tree for 10 days. If there is no appeal, a permit is granted. If a tree application is appealed,
the appellant pays a $15 fee. The appeal is heard by the City’s five-member Parks and Recreation
Commission/Urban Forestry Board which meets once per month. The City has two arborists, one
of whom attends the appeal hearing and provides the City’s viewpoint in a 5 – 10 minute
presentation on why the application has been granted or denied. Prior to the meeting, the arborist
will meet with the appellant at the tree in question to discuss why the City is approving or
denying the application. On occasion an outside arborist report is obtained. Sometimes the
applicant/property owner pays for this report and sometimes the City of Mountain View pays for
the additional report. The decision of the commission is final and cannot be appealed.
If tree appeals are to be considered in a manner that is different than other administrative appeals,
an amendment to the City Code, Section 15-90 would be required. A change in the appeal fee
would require a change in the City’s fee schedule.
FISCAL IMPACTS:
Fiscal impacts will depend on the direction from City Council. The cost to amend ordinances
would be between $5,000 and $10,000 for City Attorney time, plus any staff time needed.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
1. Saratoga will continue to have no designated Heritage Trees.
2. Saratoga may not reach the goal of planting 2015 trees in five years.
3. The appeals process will remain as it currently is.
ALTERNATIVE ACTION:
Provide staff with alternative direction.
FOLLOW UP ACTION:
Direct staff accordingly.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This item was posted as a City Council agenda item and was included in the packet made
available on the City’s website in advance of the meeting. A copy of the agenda packet is also
made available at the Saratoga Branch Library each Monday in advance of the Council meeting
and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. Notice of
this meeting was properly posted at City Hall and published in the Saratoga News.
ATTACHMENTS:
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A. List of 20 trees acknowledged by City Council Proclamation April 28, 2006
B. City of Campbell, criteria for consideration as a Heritage Tree.
C. Email of grant funding opportunity.
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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell, DIRECTOR:
Assistant City Manager
Richard Taylor,
City Attorney
John Livingstone,
Community Development Director
SUBJECT: Proposed Application for Grant Funds through Santa Clara County’s Tobacco
Prevention and Control Program
RECOMMENDED ACTION: Accept report and direct staff accordingly.
REPORT SUMMARY:
Mayor King asked that this item be placed before the Council for discussion. As noted in the June 10,
2010 City Council newsletter, the Santa Clara County Public Health Department (PHD) was recently
awarded a two-year, $6.975 million grant in American Recovery and Reinvestment Act funds to reduce
adult and youth smoking. The grant will fund a new “Communities Putting Prevention to Work
(CPPW)” tobacco prevention and control program. The program will focus on five main strategies:
1. Creating smoke-free skilled nursing, mental health, and youth facilities to reduce secondhand
smoke exposure and related health implications;
2. Limiting youth access to tobacco and outdoor advertising close to schools to reduce the number
of youth who start smoking;
3. Advocating for an increased statewide tobacco tax in California, which now has the 32nd lowest
tobacco tax in the nation, to increase the price of cigarettes and deter tobacco use;
4. Developing a tobacco cessation network and enabling local organizations to provide nicotine
replacement therapy in the community; and
5. Advocating for development of tobacco retail licensing in Santa Clara County and its cities to
monitor tobacco sellers and provide revenue for tobacco education.
According to an April 27, 2010 staff report to the Board of Supervisors from Dan Peddycord, Public
Health Director, “PHD will be soliciting bids from the community through a formal Request for Proposal
process equaling approximately $3,160,000 for six project areas:
1. Media and Social Marketing
2. Program Evaluation
3. Smoke free facilities, advocacy, outreach and education
4. Youth advocacy to limit tobacco advertising near schools
5. State tobacco tax advocacy and local resolutions
6. Tobacco cessation resources network development”.
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DIRECTION REQUESTED
Staff has requested, but has not yet received specific information and a timeline from PHD in order to
determine how Saratoga may potentially access grant funding. However, at this time staff is seeking
direction from the Council about whether to pursue a grant to fund:
1. Preparation of an ordinance to restrict tobacco use in public places; and/or
2. The cost to “tailor” the ordinance so that it would be useful/adoptable in other jurisdictions;
and/or
3. A public education campaign; and/or
4. Additional Code Enforcement to uphold the provisions of the ordinance.
According to the City Attorney, the Public Health Institute (PHI) has developed a model ordinance
restricting smoking in outdoor areas. Attached is a one-page summary developed by PHI that can help
guide development of the ordinance.
Ordinance preparation:
• If the City uses the model ordinance “as is”, the cost would be approximately $5,000.
• Tailoring the model ordinance would increase the cost, perhaps to as much as $10,000.
• A factor that will affect the cost of the ordinance will be the extent to which the Council desires
to hold special meetings (study sessions, public hearings) outside of regular Council meetings
and, if so, whether the Council desires the City Attorney to participate.
Tailoring the ordinance for use by other jurisdictions:
• The City Attorney has indicated that Saratoga could offer to supplement the work of PHI through
preparation of a narrative of the issues raised during the Council’s consideration of the matter,
the points pro and con, and how Saratoga ultimately resolved the issues.
• The cost for this process is estimated to be from $3,000 to $6,000, depending upon the scope.
Public Education campaign:
• The City Attorney suggested that it may be prudent to undertake a comprehensive public
education campaign prior to implementation and enforcement of the ordinance, which could
reduce the amount of required Code Enforcement once the ordinance takes effect. This could
include advertising in the Saratoga News/other newspapers, inclusion of an article in the
Saratogan, mailing of informational material to each household, posting of information on the
City website, posting of signs in parks and near other public areas and additional means of
education. Some known costs for this are:
Saratoga News Full page advertisement $839
Half page advertisement $410
All Silicon Valley Half page advertisement $1,700
Newspapers
Additional Code Enforcement costs:
• According to Captain Terry Calderone, the need for additional Code Enforcement may initially
be significant, and then taper off, as time goes on. At this time, it is not possible to estimate how
many calls for enforcement would occur once an ordinance was implemented.
• As an example, if the City’s Code Compliance Specialist is called out once per week for after
hours/weekend Code Enforcement (after hours call out is a minimum 3-hour charge) the cost to
the City would be approximately $12,325 annually; additional call outs twice per week would
cost approximately $24,650 annually.
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• If a Sheriff’s Deputy is called to respond once per week -- assuming the call out would take one
hour -- (regardless of time or day of the week) the cost to the City would be approximately
$8,112 annually; twice per week would cost approximately $16,224 annually.
FISCAL IMPACTS:
Depending upon the parameters established by the County of Santa Clara, all or a portion of the costs
indicated above could be paid for by grant funds. If only a portion of the costs were covered by a grant,
the City would need to identify a funding source(s) from which to pay for the items listed above.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Staff would not pursue a grant through the County of Santa Clara to offset costs associated with
preparation and implementation of an ordinance restricting tobacco use in public spaces.
ALTERNATIVE ACTION:
The Council could direct staff to pursue grant funding for all or a portion of the costs associated with the
ordinance.
FOLLOW UP ACTION:
Undertake Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This item was posted as a City Council agenda item and was included in the packet made available on the
City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the
Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to
the agenda on-line by opting in at www.saratoga.ca.us.
ATTACHMENTS:
Smokefree Outdoor Areas Ordinance Checklist
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June 2009
Smokefree Outdoor Areas Ordinance Checklist
Your community has a range of policy choices to consider when designing a local ordinance regulating smoking and tobacco
use in outdoor areas. The options below are based on TALC’s Model California Ordinance Regulating Smoking in Outdoor Areas
available at www.phlpnet.org. (Note that the policy options listed below may appear in a different order in TALC’s model
ordinance.) Policy provisions that TALC considers essential already include a check mark. Contact TALC for help drafting an
ordinance based on your community’s choices.
POLICY OPTIONS
WHAT IS REGULATED
Smoking
Use of other tobacco products (e.g., smokeless tobacco)
WHERE SMOKING OR TOBACCO USE IS PROHIBITED
Outdoor:
Recreational Areas
Service Areas
Dining Areas
Places of Employment
Multi-Unit Residence Common Areas
Except for a designated “smoking area” that meets certain criteria
Other Public Places:
Only Public Places when being used for a public event
Excluding streets and sidewalks being used in their traditional capacity
Within a Reasonable Distance of [ __ feet] from any vent into an Enclosed Area where smoking is prohibited
Within a Reasonable Distance of [ __ feet] from any Unenclosed Area where smoking is prohibited
ADDITIONAL PROVISIONS
Prohibit ash cans and ashtrays from being placed within an area where smoking is not permitted
Require property owners and managers to prevent patrons and guests from illegally using tobacco
Require that No Smoking signs be posted
ENFORCEMENT PROVISIONS
Designate that the ordinance will be enforced by ______________ but also enforceable by peace officer or code
enforcement officer
Declare violations based on illegal smoking [ or tobacco use ] to be infractions with a fixed fine amount of $ _____ (cannot be
more than $100)
Declare other violations of the ordinance to be an infraction or a misdemeanor, decided at the discretion of the prosecuting
attorney
Allow the city or county to file a civil action for any violation:
Seeking monetary fine (civil fine can be up to $1,000)
Seeking injunctive relief or nuisance abatement
Declare that violation of the ordinance constitutes a nuisance
Allow private citizens to get an injunction against individuals for repeat violations of the ordinance and an injunction
against businesses for a single violation
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SARATOGA CITY COUNCIL
MEETING DATE: July 7, 2010 AGENDA ITEM:
DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson
PREPARED BY: Michael Taylor, Recreation & Facilities Director
DIRECTOR: Michael Taylor
SUBJECT: Alternative Sites for Live KSAR Broadcast of Public Meetings
RECOMMENDED ACTION:
Review report and provide direction to staff regarding:
1. Whether live video and audio broadcast of public meetings is a requirement for
an alternate meeting location or if a tape delay broadcast is an acceptable
option;
2. A preferred alternate location for holding public meetings;
3. *Whether staff should seek funding from the KSAR 15 Trust Fund to pay for all or
a portion of site improvements associated with an alternate broadcast location.
*NOTE: If the City desires the site improvements to be paid for through the KSAR 15
Trust Fund, staff can request that the issue be scheduled before the KSAR Board for
discussion.
BACKGROUND:
In July 2005, the City of Saratoga entered into an agreement with KSAR to broadcast
City Council and Planning Commission meetings. Since then, the City has asked KSAR
to provide additional services at an additional cost to the City such as indexing Council
and Planning Commission meetings on the City’s Granicus system for web streaming.
In September 2008, Council also allocated $3,000 in one-time funding to allow KSAR to
make equipment upgrades that improved the recording and broadcasting of meetings
held in the Council Chambers. The funding covered extending audio controls to the
sound booth in the Council Chambers, one-time installation cost of new components in
the KSAR studio that allow KSAR to send a signal to AT&T U-verse cable television
customers, and created an audio/visual link to the LCD projection system in the
Chambers. The term of the current agreement with KSAR is through June 30, 2011.
REPORT SUMMARY:
Complex infrastructure needs such as integration with KSAR, Comcast, AT&T, and
Granicus have resulted in the Theater being the only site currently equipped for
immediate live broadcast. As a result of some recent special meeting requests by City
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Council for study sessions, candidate interviews, etc., the Recreation and Facilities
Department was required to cancel a number of scheduled rental uses of the Civic
Theater. With no currently available options for live televised broadcasts of public
meetings, staff worked closely with Tom Moran and Dave Lee of KSAR to find
alternative locations for live broadcast of meetings. Sites considered included:
• Senior Center Adult Day Care Room. There is a plug in the wall for a Comcast
feed. There are also old remote control cameras but they are no longer working.
There is no direct Granicus feed there so it would not be live on the City's web
site, though it would be live on the internet. KSAR staff is working with City IT
staff on what it would take for a Granicus feed there. To go live from the Senior
Center KSAR would need to bring over cameras, microphones, controllers, etc,
and it is still uncertain if the meeting would be able to be live on the City's web
site. KSAR does have the cameras, etc. for such remote shoots. They would of
course also record to DVD for later rebroadcast and archiving.
• Prospect Center Grace Building with a Comcast installed video feed. KSAR is
investigating what Comcast would charge for this option. With a feed, the
situation would be just like the current Senior Center, see above.
• Prospect Center via the internet to the KSAR studio at West Valley College
(WVC) or the equipment, and Comcast feed, at the Theater. Technically feasible,
but unknown quality. There is the potential of pixilated, web-cam quality video on
people's large screen TVs. Again, KSAR is working with City IT staff on what this
option would need in terms of internet access, including the question of Granicus
feed. Besides adequate internet speed, there may be internet security
considerations.
• Saratoga Library, Fire Station, etc. If the internet approach is feasible, KSAR
could probably also do live shows from these and any other appropriately
internet-connected locations. A site would need adequate internet speed and
coordination with regard to any internet security issues. In addition, since neither
of these facilities is City-owned, availability would be dependent on whether or
not other meetings/events were already scheduled and might not accommodate
the need to schedule meetings within short timeframes.
DISCUSSION:
It appears that creating one or more alternative sites for live broadcast of public
meetings is technically feasible. Costs are still undetermined, depending on the site
selected. City IT staff is currently waiting for information from Comcast for installing
commercial video feed connections at the various sites.
KSAR is working with City IT staff on the technical, logistical, and security feasibility of
the internet approach -- particularly the integration with the Granicus system.
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ALTERNATIVE ACTIONS:
Make no changes in current practice and continue to hold meetings exclusively at the
Civic Theater for live broadcast.
Option 1 -
Invest in permanent infrastructure improvements at one or more alternative sites to
provide options for live broadcast.
Option 2 –
Conduct meetings using KSAR portable equipment for live relay broadcast. The City
will need to negotiate a rate to provide this service with KSAR.
Option 3 –
Conduct meetings using KSAR recording equipment for tape-delay broadcast. The City
will need to negotiate a rate to provide this service with KSAR.
Option 4 –
FISCAL IMPACTS:
KSAR has a Trust Fund balance to be used exclusively for capital improvements by
KSAR. The City acts as a fiscal agent for the fund, but all monies are controlled by the
KSAR Board. Costs for infrastructure improvements will vary by site depending on
location and needs. Once staff receives additional direction on whether live broadcast
is required, and a preferred alternate location, detailed estimates can be prepared and
presented to Council.
FOLLOW UP ACTION:
Provide direction to staff for follow-up.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council
agenda item and was included in the packet made available on the City’s web site in
advance of the meeting on July 7, 2010. A copy of the agenda packet is also made
available at the Saratoga Branch Library and other public locations each Monday in
advance of the Council meeting.
ATTACHMENTS:
N/A
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