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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
February 13, 2009)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Oral Communications - Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
Communications from Boards and Commissions
Council Direction to Staff
Instruction to Staff regarding actions on current Communications from Boards &
Commissions.
ANNOUNCEMENTS
CEREMONIAL ITEMS
1. Appointment of Planning Commissioner and Oath of Office
Recommended action:
Adopt the attached resolution appointing one member to the Planning Commission
and direct the City Clerk to administer the Oath of Office.
SPECIAL PRESENTATIONS
2. Presentation on Communities of Faith
Recommended action:
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, February 18, 2009
1
Accept presentation on the Communities of Faith service activities.
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.
3. Review of Accounts Payable Registers
Recommended action:
That the City Council accepts the Check Registers for Accounts Payable cycles:
January 27, 2009
January 29, 2009
February 05, 2009
4. Treasurer’s Report for the Month Ended December 31, 2008
Recommended action:
The City Council review and accept the Treasurer’s Report for the month ended
December 31, 2008.
5. Review and accept the FY 2007/08 Comprehensive Annual Financial Report (CAFR)
Recommended action:
Review and accept the FY 2007/08 Comprehensive Annual Financial Report (CAFR)
6. Adoption of the Ordinance Amending the Regulations Related to Fences, Walls, and
Hedges
Recommended action:
Staff recommends the City Council waive the Second Reading and adopt the
Ordinance amending the Regulations Related to Fences, Walls, and Hedges.
7. Agreements to Relocate the Equestrian and Pedestrian Trail
Recommended action:
Approve the two Agreements to Relocate the Equestrian and Pedestrian Trail with
Parker Ranch Homeowners Association and Saratoga Country Club, respectively.
Authorize the City Manager to execute the same.
8. Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal
of the District for FY 09-10.
Recommended action:
1. Move to adopt the Resolution describing improvements and directing preparation
of the Engineer’s Report.
2. Move to adopt the Resolution appointing the Attorney’s for the District.
9. American Recovery and Reinvestment Act of 2009 (ARRA) Funding for the Saratoga
Avenue Overlay and Rehabilitation Project.
Recommended action:
Adopt resolution supporting the American Recovery and Reinvestment Act of 2009
(ARRA) for the Saratoga Avenue Overlay and Rehabilitation Project.
2
PUBLIC HEARINGS
Applicants/Appellants and their representatives have a total of ten minutes maximum for
opening statements. Members of the public may comment on any item for up to three
minutes. Applicant/Appellants and their representatives have a total of five minutes
maximum for closing statements. Items requested for continuance are subject to
Council’s approval at the Council meeting
10. FY 2009/10 Community Development Block Grant and Community Grant Funding
Applications
Recommended action:
1. Conduct the Public Hearing and accept public testimony presentations from
applicants.
2. Continue the Public Hearing to March 4th and make a decision regarding
allocations.
11. Ordinance Regarding Terms for City Commissions
Recommended action:
1. Introduce and waive the first reading of the attached ordinance (Attachment A)
after opening the public hearing, accepting public testimony, and closing the hearing.
2. Direct staff to place the second reading and adoption of the ordinance on the
consent calendar for the next regular Council Meeting.
3. Direct staff to use proposed alternative interim term lengths (as indicated in
Attachment B) during future Commission recruitments until Commission terms are
fully staggered in 2012.
4. Continue the Public Hearing to March 4th and make a decision regarding
allocations.
OLD BUSINESS
None
NEW BUSINESS
12. Proposed Vehicle Impact Fee related to Refuse Vehicles
Recommended action:
Accept report and direct the City’s representative to the West Valley Solid Waste
Management Authority (WVJPA) to convey the Council’s direction to the WVJPA.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Chuck Page
Hakone Foundation Executive Committee
Peninsula Division, League of California Cities
SSC Cities Association Board
SCC Cities Association Selection Committee
Valley Transportation Authority PAC
West Valley Sanitation District
West Valley Mayors and Managers Association Council Finance Committee
Council Finance Standing Committee
City School Ad-Hoc
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Vice Mayor Kathleen King
Hakone Foundation Board
West Valley Flood Control Zone & Watershed Advisory Committee
SSC Cities Association Executive Board
SCC Cities Association – Joint Economic Development Policy Committee (JEDPC)
City School Ad-Hoc
Councilmember Jill Hunter
Historical Foundation
Library Joint Powers Association
Santa Clara County Valley Water District Commission
Village AdHoc
Councilmember Howard Miller
Chamber of Commerce
KSAR
Santa Clara County Emergency Council
West Valley Solid Waste Joint Powers Association
Council Finance Standing Committee
Councilmember Susie Nagpal
ABAG
Comprehensive County Expressway Planning Study Policy Advisory Board (PAB)
County HCD Policy Committee
SASCC
Sister City Liaison
Village AdHoc
CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
Council will adjourn the Regular Council Meeting and proceed to the Administrative
Conference Room for Closed Session.
ANNOUNCEMENT OF CLOSED SESSION ITEMS
Conference with Legal Counsel – Anticipated Litigation: Significant exposure to
litigation pursuant to Government Code 54956.9 (b) (1 Item)
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, California
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.
4
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 of the City of Saratoga was posted on February 13, 2009,
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 13th day of February 2009 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
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NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
3/4 Regular Meeting – Joint Meeting with School Districts: Saratoga Union
Elementary School District; Los Gatos-Saratoga Union High School
District; Cupertino School District; Campbell School District Moreland
School District; Fremont High School District; Sacred Heart; St. Andrews,
and Campbell Union High School District
3/18 Regular Meeting – Joint Meeting with Supervisor Liz Kniss
4/1 Regular Meeting – Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
4/15 Regular Meeting – Joint Meeting with Youth Commission
5/6 Regular Meeting – Joint Meeting with Mt. Winery
5/20 Regular Meeting – Joint Meeting with Montalvo Arts
6/3 Regular Meeting – Joint Meeting with Parks and Recreation Commission
6/17 Regular Meeting – Joint Meeting with HOA Presidents
7/1 Regular Meeting –
7/15 Regular Meeting – Joint Meeting with SASCC
8/5 Regular Meeting – Joint Meeting with Saratoga Ministerial Association
8/19 SUMMER RECESS – NO COUNCIL MEETING
9/2 Regular Meeting – Joint Meeting with Hakone Foundation
9/16 Regular Meeting – Joint Meeting with West Valley Board of Trustees
10/7 Regular Meeting – Joint Meeting with Traffic Safety Commission
10/21 Regular Meeting – Joint Meeting with Historical Foundation & Heritage
Preservation Comm.
11/4 Regular Meeting – Saratoga Village Development Council
11/18 Regular Meeting -
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2009
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12/1 Council Reorganization
12/2 Regular Meeting -
12/16 Regular Meeting -
7
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Appointment of Planning Commissioner and Oath of Office
RECOMMENDED ACTION:
Adopt the attached resolution appointing one member to the Planning Commission and direct the
City Clerk to administer the Oath of Office.
REPORT SUMMARY:
The attached resolution appoints Mary-Lynne Bernald to the Planning Commission to fill the
remaining term for the seat vacated by Susie Nagpal in December 2008. The term for this
position will expire on April 1, 2011.
Upon direction from the City Council the Oath of Office will be administered by the City Clerk
and signed by the new Commissioner.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Appointment would not be made to Planning Commission.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Update City’s Official Roster.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
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ATTACHMENTS:
Attachment A – Resolution of Appointment
Attachment B – Oath of Office
9
RESOLUTION 09 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING ONE MEMBER TO THE
PLANNING COMMISSION
WHEREAS, City Council conducted interviews on February 4, 2009 and appointed one
new member to the Planning Commission to fill the seat vacated by Susie Nagpal in December
2008; and
WHEREAS, the term for this position will expire on April 1, 2011.
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the
following appointment was made to the Planning Commission:
MARY-LYNNE BERNALD
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the 18th day of February 2009 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Chuck Page, Mayor
ATTEST:
____________________________
Ann Sullivan, City Clerk
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STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
I, Mary-Lynne Bernald, do solemnly swear (or affirm) that I will support and defend the
Constitution of the United States and the Constitution of the State of California against all
enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the
United States and the Constitution of the State of California; that I take this obligation freely,
without any mental reservation or purpose of evasion; and that I will well and faithfully discharge
the duties upon which I am about to enter.
__________________________
Mary-Lynne Bernald, Member
Planning Commission
Subscribed and sworn to before me on
This 18th day of February 2009.
__________________________
Ann Sullivan, CMC
City Clerk
11
12
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Presentation on Communities of Faith
RECOMMENDED ACTION:
Accept presentation on the Communities of Faith service activities.
REPORT SUMMARY:
This year marks the first annual Saratoga Serves, a week of service opportunities provided by the
Saratoga Ministerial Association to help those in need around the community and around the
world.
They expect over 700 individuals to contribute their time and skills in reaching out and helping
others. If anyone is interested in finding out more about this service, please go to
SaratogaServes.org
Scott Wheelwright, member of the Saratoga Ministerial Association will provide the short
presentation.
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:
13
Posting of the agenda.
ATTACHMENTS:
None
14
Dave Anderson
Melanie Whittaker Mary Furey
RECOMMENDED ACTION:
That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles:
REPORT SUMMARY:
Attached are the Check Registers for:
Date Ending Check No.
02/05/09 111490 111519 29 204,318.69 02/05/09 01/29/09 111489
01/29/09 111441 111489 48 365,245.50 01/29/09 01/22/09 111440
01/27/09 111439 111440 2 56,224.16 01/22/09 01/15/09 111438
AP Date Check No. Issued to Dept.Amount
01/27/09 111440 Public Works 56,223.16
01/29/09 111466
Public Safety &
Human Resources 330,022.46
02/05/09 111497 Public Works 124,169.76
02/05/09 111514 Various 49,480.71
The following are Accounts Payable checks that were voided or manually issued:
AP Date Check No.Amount
1/27/2009 111439 (1.00)
1/27/2009 111440 (56,223.16)
Accounts Payable
January 27, 2009
CRW Industries
Shute Mihaly &
Weinberger
Void - Clear AP Holds
Issued to Description
B&B Landscape Void - Clear AP Holds
Various
Monthly Services - Legal
Fees / City Attorney /
Litigation
County of Santa Clara
Office of the Sheriff General
Monthly Law
Enforcement
CRW Industries North Campus Improvement N Campus Improvements
Fund Purpose
CRW Industries North Campus Improvement N Campus Improvements
Prior Check Register
Accounts Payable
Accounts Payable
The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description of the expenditure:
SUBJECT: Review of Accounts Payable Check Registers.
January 29, 2009
February 5, 2009
Type of Checks Date
Starting
Check No.
Ending
Check No.Total Checks Amount
Checks
Released
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
PREPARED BY:DEPT. DIRECTOR:
SARATOGA CITY COUNCIL
MEETING DATE:February 18, 2009 AGENDA ITEM:
15
The following is a list of cash reduction by fund:
Fund #AP 01/27 AP 01/29 AP 02/05 Total
111 General 345,923.72 63,677.72 409,601.44
231 Village Lighting 26.51 26.51
241 Arroyo de Saratoga Landscape 85.00 85.00
242 Bonnet Way Landscape 127.00 127.00
243 Carnelian Glen 135.00 135.00
244 Cunningham/Glasgow Landscape 145.00 145.00
245 Fredericksburg Landscape 132.00 132.00
246 Greenbriar Landscape 179.00 220.00 399.00
247 Kerwin Ranch Landscape 101.94 340.00 441.94
248 Leutar Court Landscape 85.00 85.00
249 Manor Drive Landscape 160.00 160.00
251 McCartysville Landscape 215.00 215.00
252 Prides Crossing Landscape 450.00 450.00
253 Saratoga Legends Landscape 363.00 363.00
254 Sunland Park Landscape 340.00 340.00
255 Tricia Woods Landscape 37.00 37.00
271 Beauchamps Landscape 85.00 85.00
272 Bellgrove Landscape 1,985.00 1,985.00
273 Gateway Landscape 391.85 391.85
274 Horseshoe Landscape/Lighting 320.00 320.00
276 Tollgate LLD 90.00 90.00
411 CIP Street Projects 4,659.03 3,867.50 8,526.53
412 CIP Parks Projects 4,344.75 4,344.75
413 CIP Facility Projects 56,223.16 1,674.86 124,779.15 182,677.17
421 Tree Fine Fund 1,416.00 1,416.00
431 Grant Fund - CIP Streets 1.00 1.00
611 Liability/Risk Mgt 4,179.61 4,179.61
621 Office Stores Fund 76.93 56.11 133.04
622 Information Technology 203.90 543.90 747.80
623 Vehicle & Equimpent Maint 832.60 78.92 911.52
624 Building Maintenance 5,040.54 2,056.28 7,096.82
632 139.37 139.37
56,224.16 365,245.50 204,318.69 625,788.35
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
IT Equipment Replacement
TOTAL
Fund Description
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19
20
21
22
23
24
25
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SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey, Director
SUBJECT: Treasurer’s Report for the Month Ended December 31, 2008
RECOMMENDED ACTION
The City Council review and accept the Treasurer’s Report for the month ended December 31, 2008.
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 data and analysis 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 December 31, 2008, the City had $160,142 in cash deposit at Comerica bank, and $14,991,585 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 December 31, 2008 is $15,151,727
and exceeds the minimum limit required.
Cash Summary
Unrestricted Cash
Comerica Bank 160,142$
Deposit with LAIF 14,991,585$
Total 15,151,727$
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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 – Cash Balances by Fund
B – Change in Total Fund Balances by Fund
C – Cash and Investments by CIP Project
D – Change in Total Fund Balances by CIP Project
E – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
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ATTACHMENT A
The following table summarizes the City’s total cash and investment balances by Fund.
Fund Types Fund Description
Cash & Investment
Balance at
December 31, 2008
General General Fund
Reserved:
Petty Cash Reserve 1,300$
Designated:
Designated for Operations 2,808,164$
Designated for Economic Uncertainty 1,300,000$
Designated for Development Services 782,380$
Designated for Environmental Services 679,917$
Designated for Uncollected Deposits 289,454$
Designated for Carryforward 58,386$
Undesignated:1,788,625$
Special Revenue Landscape and Lighting Districts 203,142$
CDBG Federal Grants -$
SHARP Program 116,476$
Capital Project Street Projects 2,157,675$
Park and Trail Projects 1,433,601$
Facility Improvement Projects 930,911$
Administrative Projects 188,743$
Tree Fund 95,537$
CIP Grant Fund 42,432$
Gas Tax Fund 362,077$
Debt Service Library Bond 210,194$
Internal Service Equipment Replacement 54,400$
IT Replacement 339,860$
Facility Maintenance 180,120$
Equipment Maintenance 30,327$
Information Technology Services 141,621$
Office Stores Fund 35,120$
Liability/Risk Management 98,098$
Workers Compensation 82,327$
Trust/Agency Library Fund 699,316$
KSAR - Community Access TV 41,524$
Total City 15,151,727$
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ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City’s major fund types as at December 31,
2008. This table excludes Trust and Agency funds where the City acts merely as a third party custodian of
an outside party’s funds.
Fund Description
Fund
Balance
07/01/08
Increase/
(Decrease)
Jul-Nov
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
12/31/08
General
Undesignated Unreserved Balance 2,216,238 (2,257,944) 2,145,377 1,561,534 542,138
Reserved Fund Balance:
Petty Cash Reserve 1,300 - - - 1,300
Designated Fund Balances:- -
Designated for Operations 2,808,164 - - - 2,808,164
Designated Economic Uncertainty 1,500,000 (200,000) - - 1,300,000
Designated for Development 782,380 - - - 782,380
Designated for Environmental 679,917 - - - 679,917
Designated for Uncollected Deposits 289,454 - - - 289,454
Designated for Carryforward 58,386 - - - 58,386
Special Revenue
Landscape/Lighting Districts 209,821 (49,020) 57,713 15,368 203,147
CDBG Federal Grants - - - - -
SHARP Loan 93,877 (67) 1,555 - 95,365
Capital Project
Street Projects 2,432,995 (133,327) - 72,124 - 2,227,544
Park and Trail Projects 1,497,834 (191,232) - (85,599) - 1,392,201
Facility Improvement Projects 994,315 (103,838) - 9,925 - 880,552
Administrative Projects 219,841 (19,603) - 6,100 - 194,139
Tree Fund 129,566 (28,767) - 3,412 - 97,387
Grant Fund - 172,047 - 68,939 - 103,108
Gas Tax Fund - 114,732 87,901 29,369 - 173,264
Debt Service
Library Bond 853,620 (651,291) 7,891 - 210,219
Internal Service Fund
Equipment Replacement 98,109 (23,792) - 19,918 54,399
Technology Replacement 316,310 25,379 - 1,829 339,859
Building Maintenance 101,361 151,600 60 77,936 175,085
Equipment Maintenance 13,412 46,188 - 16,801 42,800
Information Technology Services 122,541 52,357 - 33,277 141,621
Office Stores Fund 32,616 5,468 - 2,964 35,120
Liability/Risk Management 128,689 (30,666) - (75) 98,099
Workers Compensation 47,736 36,721 618 2,748 82,327
Total City 15,628,482 (3,085,056) 2,301,115 1,836,568 - 13,007,974
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ATTACHMENT C
CASH AND INVESTMENTS BALANCES BY CIP PROJECT
The following table details the cash balances for each project in the Streets, Parks & Trails, Facility
Improvements, and Administrative Project Program Funds.
CIP Funds/Projects
Cash & Investment
Balance at
December 31, 2008
Street Projects
Traffic Safety 11,757
Highway 9 Safety Project 82,460
Annual Street Resurfacing Project 386,240
Sidewalks Annual Project 120,075
Saratoga Sunnyvale Road Resurfacing (114,321)
Traffic Signal @ Verde Vista Lane 90,000
Fourth Street Bridge 100,000
Highway 9 and Oak Place Pedestrian Sign (16,188)
Quito Road Bridge Replacement Design 9,730
Quito Road Bridge Construction 115,726
Village Newsrack Enclosure 23,384
Village Façade Program 19,430
Solar Power Radar Feedback Signs 24,158
El Quito Area Curb Replacement 37,552
Sobey Road Culvert Repair 150,000
Village Trees & Lights at Sidestreets 31,965
Village Pedestrian Enhancement 115,000
Prospect Road Median 201,556
City Entrance Sign/Monument 23,788
Village-Streetscape Impv 540,665
Saratoga-Sunnyvale ADA Curb Ramps (2,525)
Saratoga-Sunnyvale/Gateway Sidewalk 57,224
Pedestrian Refuge @ Quito/McCoy 150,000
Total Street Projects 2,157,675$
Parks & Trails
Hakone Garden Koi Pond 50,000
EL Quito Park Improvements 118,209
Wildwood Park - Water Feature/Seating 7,199
Historical Park Landscape 37,200
Hakone Garden Retaining Wall & D/W 142,829
Hakone Garden Upper Moon House Foundation 125,000
Wildwood Park Improvement (4,543)
DeAnza Trail (77,802)
Kevin Moran Improvements 1,013,599
West Valley Soccer Field (51,412)
Park/Trail Repairs 21,130
Heritage Orchard Path 6,153
Trail Segment #3 Repair 7,912
Teerlink Ranch Trail 22,242
CIP Allocation Fund 15,885
Total Parks & Trails 1,433,601$
Facility Improvements
Civic Center Landscape 13,385
Warner Hutton House Improvements 5,868
Facility Projects 39,735
Fire Alarm at McWilliams & Museum 11,371
North Campus Improvements 379,790
North Campus - Bldg Removal 75,000
City Hall - Cool Roofs 44,000
Multi-Purpose Room Fund 250,000
Corp Yard Solar Project 100,000
McWilliams House Improvement 10,000
Historical Park Fire Alarm System 1,762
Total Facility Improvements 930,911$
Administrative Projects
Financial System Upgrade 8,516
Document Imaging Project 66,623
CDD Document Imaging Project 54,604
Website Development Project 50,000
KSAR Equip Upgrades 9,000
Total Administrative Projects 188,743$
Tree Fund
Tree Fund 95,537$
CIP Grant Fund
CIP Grant Fund 42,432$
Gas Tax Fund
Gas Tax Fund 362,077$
Total CIP Funds 5,210,975$
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ATTACHMENT D
FUND BALANCES BY CIP PROJECT
The following table details the fund balances for each project in the Streets, Parks & Trails, Facility
Improvements, and Administrative Project Program Funds.
CIP Funds/Projects
Fund
Balance
07/01/08
Increase/
(Decrease)
Jul-Nov
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
12/31/08
Street Projects
Traffic Safety 11,757 (3,148) - 3,850 4,759
Highway 9 Safety Project 82,460 (12,331) - - 70,129
Annual Street Resurfacing Project 782,980 (113,894) - 52,898 616,188
Sidewalks Annual Project 46,436 - - 2,709 43,728
Saratoga Sunnyvale Road Resurfacing (178,292) - - - (178,292)
Traffic Signal @ Verde Vista Lane 90,000 - - - 90,000
Fourth Street Bridge 100,000 - - - 100,000
Quito Road Bridge Replacement Design 9,730 - - - 9,730
Quito Road Bridge Construction 115,726 - - - 115,726
Village Newsrack Enclosure 23,384 (77) - - 23,307
Village Façade Program 19,430 - - - 19,430
Solar Power Radar Feedback Signs 24,158 - - - 24,158
El Quito Area Curb Replacement 37,553 - - - 37,553
Sobey Road Culvert Repair 150,000 - - - 150,000
Village Trees & Lights at Sidestreets 31,965 - - - 31,965
Village Pedestrian Enhancement 115,000 (2,763) - 6,578 105,659
Prospect Road Median 201,556 (1,114) - 6,090 194,352
City Entrance Sign/Monument 23,788 - - - 23,788
Village-Streetscape Impv 540,665 - - - 540,665
Saratoga-Sunnyvale ADA Curb Ramps (2,525) - - - (2,525)
Saratoga-Sunnyvale/Gateway Sidewalk 57,224 - - - 57,224
Pedestrian Refuge @ Quito/McCoy 150,000 - - - 150,000
Total Street Projects 2,432,995 (133,327) - 72,124 - 2,227,544
Parks & Trails
Hakone Garden Koi Pond 50,000 - - - 50,000
EL Quito Park Improvements 118,209 (5,900) - 7,887 104,422
Wildwood Park - Water Feature/Seating 7,199 - - - 7,199
Historical Park Landscape 37,200 - - - 37,200
Hakone Garden Retaining Wall & D/W 142,829 - - - 142,829
Hakone Garden Upper Moon House 125,000 - - - 125,000
Wildwood Park Improvement (4,543) - - - (4,543)
DeAnza Trail (77,802) (10,992) - 7,899 (96,693)
Kevin Moran Improvements 982,259 (41,210) - 354 940,695
West Valley Soccer Field (58,507) (7,528) - - (66,035)
Park/Trail Repairs 21,130 (9,390) - 927 10,813
Heritage Orchard Path 6,153 (6,153) - - -
Trail Segment #3 Repair 7,912 - - - 7,912
Teerlink Ranch Trail 22,242 (7,392) - - 14,850
CIP Allocation Fund 118,552 (102,667) - (102,667) 118,552
Total Parks & Trails 1,497,834 (191,232) - (85,599) - 1,392,201
Facility Improvements
Civic Center Landscape 13,384 - - 2,561 10,823
Warner Hutton House Improvements 5,868 - - - 5,868
Facility Projects 39,735 17,529 - 6,839 50,425
Fire Alarm at McWilliams & Museum 11,371 - - - 11,371
North Campus Improvements 443,195 (121,367) - 525 321,303
North Campus - Bldg Removal 75,000 75,000
City Hall - Cool Roofs 44,000 44,000
Multi-Purpose Room Fund 250,000 250,000
Corp Yard Solar Project 100,000 100,000
McWilliams House Improvement 10,000 10,000
Historical Park Fire Alarm System 1,762 - - - 1,762
Total Facility Improvements 994,315 (103,838) - 9,925 - 880,552
Administrative Projects
Financial System Upgrade 8,516 (4,982) - - 3,534
Document Imaging Project 92,325 (9,343) - - 82,981
CDD Document Imaging Project 60,000 (2,279) - 6,100 51,622
Website Development Project 50,000 - - - 50,000
KSAR Equip Upgrades 9,000 (2,998) - - 6,002
Total Administrative Projects 219,841 (19,603) - 6,100 - 194,139
Tree Fund
Tree Fine Fund 129,566 (28,767) - 3,412 97,387
CIP Fund
CIP Grant Fund - 172,047 - 68,939 103,108
Gax Fund
Gas Tax Fund - 114,732 87,901 29,369 173,264
Total CIP Funds 5,274,550 (189,988) 87,901 104,268 - 5,068,194
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ATTACHMENT E
33
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: Review and accept the FY 2007/08 Comprehensive Annual Financial Report (CAFR).
RECOMMENDED ACTION:
Review and accept the FY 2007/08 Comprehensive Annual Financial Report (CAFR).
REPORT SUMMARY:
The City’s external auditor’s Vavrinek, Trine, Day & Co, LLP (VTD) conducted an audit in accordance
with generally accepted auditing standards. These standards require that they plan and perform the audits
to obtain reasonable assurance as to whether the financial statements are free of material misstatement. In
conjunction with the audit, the City’s financial data and schedules were compiled as a Comprehensive
Annual Financial Report (CAFR) which presents the City of Saratoga’s financial condition, results of
operations and current economic condition, for the fiscal year ended June 30, 2008.
The 2007/08 CAFR received an unqualified opinion from the City’s external auditors, VTD. An
unqualified opinion indicates the financial data of the City is fairly presented according to general
accounting principles. Additionally, VTD reviewed the City’s internal controls, and found no reportable
material weaknesses. A material weakness is a significant deficiency which could lead to a material
misstatement of the financial statements. The auditors informed staff they do not issue management letters
on Internal Controls unless the City’s internal control structure is found to have reportable material
weaknesses.
The City has applied for the Government Finance Officers Association (GFOA), Certificate of
Achievement for Excellence in Financial Reporting for the FY 2007/08 CAFR. Staff will inform Council
of the award status once notified.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
None
FOLLOW UP ACTION:
Notify Council of CAFR Award status
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
34
Attachment A – CAFR Document
35
CITY OF SARATOGA
CALIFORNIA
COMPREHENSIVE ANNUAL FINANCIAL REPORT
FISCAL YEAR 2007/08
36
37
SARATOGA, CALIFORNIA
Comprehensive Annual Financial Report
For the Fiscal Year Ended June 30, 2008
City Council
Ann Waltonsmith..........................................................................................................Mayor
Chuck Page............................................................................................................Vice-Mayor
Kathleen King..............................................................................................Council Member
Jill Hunter.....................................................................................................Council Member
Aileen Kao....................................................................................................Council Member
Prepared under the direction of :
David Anderson, City Manager
Finance & Administrative Services Department
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ii
39
CITY OF SARATOGA
TABLE OF CONTENTS
JUNE 30, 2008
iii
INTRODUCTORY SECTION
Principal Officials of the City
Letter of Transmittal 3
GFOA Certificate of Achievement for Excellence in Financial Reporting 7
Organization Chart 8
FINANCIAL SECTION
Independent Auditors' Report 11
Management's Discussion and Analysis 13
Basic Financial Statements
Government-Wide Financial Statements
Statement of Net Assets 26
Statement of Activities and Changes in Net Assets 27
Fund Financial Statements
Governmental Funds - Balance Sheet 28
Reconciliation of the Governmental Funds Balance Sheet to the Statement of Net
Assets 29
Statement of Revenues, Expenditures, and Changes in Fund Balance 30
Reconciliation of the Governmental Funds Statement of Revenues, Expenditures,
and
Changes in Fund Balances to the Government-Wide Statement of Activities and
Changes in Net Assets 31
Fiduciary Funds - Statement of Net Assets 32
Notes to Financial Statements 33
REQUIRED SUPPLEMENTARY INFORMATION
Budgetary Information 55
Modified Approach for City Streets Infrastructure Capital Assets 57
SUPPLEMENTARY INFORMATION
Non-Major Governmental Funds 61
Combining Balance Sheet 62
Combining Statement of Revenues, Expenditures and Changes in Fund Balances 64
Schedule of Revenues, Expenditures and Changes in Fund Balances – Budget and
Actual:
Streets and Roads Special Revenue Fund 66
Lighting and Landscaping Assessment City Special Revenue Fund 67
Community Development Block Grant Special Revenue Fund 68
Library Bond Debt Service Fund 69
Park Development Capital Projects Fund 70
Library Expansion Capital Projects Fund 71
Fiduciary Funds 73
Combining Statement of Fiduciary Net Assets – Agency Funds 74
Combining Statement of Changes in Assets and Liabilities – Agency Funds 75
Capital Assets Used in the Operation of Governmental Funds 77
Comparative Schedules by Source 79
Schedule by Function and Activity 80
Schedule of Changes by Function and Activity 82
40
CITY OF SARATOGA
TABLE OF CONTENTS
JUNE 30, 2008
iv
Schedule of Revenues, Expenditures and Changes in Fund Balance – Budget and
Actual
Capital Improvement Capital Projects Fund 83
STATISTICAL SECTION
Statistical Section – (Unaudited)
Net Assets by Component 88
Changes in Net Assets 89
Governmental Activities Tax Revenues by Source (Modified Accrual) 90
Fund Balances of Governmental Funds 91
Changes in Fund Balances of Governmental Funds 92
Direct and Overlapping Government 93
Assessed Value and Estimated Actual Value of Taxable Property 94
Principal Property Taxpayers 96
Property Tax Levies and Collections 98
Ratios of Outstanding Debt by Type 99
Ratios of General Bonded Debt Outstanding 100
Direct and Overlapping Governmental Activities Debt 101
Legal Debt Margin Information 102
Demographic and Economic Statistics 103
Principal Employers 104
Full-Time Equivalent City Government Employees by Function 106
Operating Indicators by Function 107
Capital Asset Statistics by Function 108
41
1
INTRODUCTORY SECTION
42
CITY OF SARATOGA
ELECTED OFFICIALS AND
ADMINISTRATIVE PERSONNEL
As of June 30, 2008
CITY COUNCIL *
Ann Waltonsmith - Mayor
Chuck Page - Vice Mayor
Kathleen King
Jill Hunter
Aileen Kao
CITY STAFF
Dave Anderson – City Manager
Barbara Powell – Assistant City Manager
Cathleen Boyer – City Clerk
Mary Furey – Finance & Administrative Services Director
John Livingstone – Community Development Director
John Cherbone – Public Works Director
Michael Taylor – Recreation & Facilities Director
CITY ATTORNEY
Richard S. Taylor – Shute, Mihaly & Weinberger
INDEPENDENT AUDITOR
Vavrinek, Trine, Day & Co., LLP, CPA
* Council reorganization was completed on December 4, 2007
2
43
C ITY OF S ARATOGA
C ITY H ALL
13777 F RUITVALE A VENUE
S ARATOGA, C ALIFORNIA 95070
(408) 868-1200
3
December 19, 2008
Honorable Mayor and City Council,
The Comprehensive Annual Financial Report (CAFR) of the City of Saratoga for the year ended June 30,
2008, is hereby submitted as mandated by applicable statutes. These statutes require that the City of Saratoga
annually issue a report on its financial position and activity, and that an independent firm of certified public
accountants audit this report. Responsibilities for both the accuracy of the data and the completeness and
fairness of the presentation, including all disclosures, rests with the City's management. The information in
this report is intended to present the reader with a comprehensive view of the City's financial position and the
results of its operations for the fiscal year ending June 30, 2008, along with additional disclosures and
financial information designed to enable the reader to gain an understanding of the City's financial activities.
This report was prepared as described in Government Accounting Standards Board (GASB) Statement No.
34, Basic Financial Statements and Management's Discussions and Analysis-for State and Local
Governments (GASB 34). This GASB Statement requires that management provide a narrative
introduction, overview, and analysis to accompany the basic financial statements in the form of
Management's Discussion and Analysis (MD&A). This letter of transmittal is designed to complement
MD&A and should be read in conjunction with it.
The Comprehensive Annual Financial Report is organized in three sections:
1. Introductory Section - The introductory section, includes the table of contents, letter of transmittal, a
list of the City of Saratoga's elected officials and City administrative personnel, an organization chart
and the Government Finance Officers Association's (GFOA's) of the United States and Canada
Certificate of Achievement for Excellence in Financial Reporting to the City of Saratoga for its
CAFR for the fiscal year ending June 30, 2008.
2. Financial Section - The financial section includes the independent auditors' opinion,
management's discussion and analysis, the basic financial statements, notes to the financial
statements, combining statements of non-major funds, and required supplemental information.
3. Statistical Section - The statistical section includes both financial and non-financial data about the
City. This information has been updated in accordance with the new GASB 44.
THE REPORTING ENTITY AND ITS SERVICES
The City, incorporated in 1956, is located 40 miles south of San Francisco in the Santa Clara Valley. The
City currently covers a land area of approximately 12 square miles and contains a population of 31,592 as
reported by the Department of Finance. The City is a general law city of the State of California and
operates under a council-manager form of government. Policymaking and legislative authority are vested
in the City Council, which consists of a Mayor, Vice Mayor and three additional council members. City
Council members are elected at-large for staggered four-year terms. The Mayor is selected annually by
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the City Council. The City Council is responsible for, among other things, passing ordinances, adopting
the budget, appointing members to the City's seven advisory commissions, and hiring the City Manager
and City Attorney. The City Manager is responsible for implementing the policies and ordinances of the
City Council, overseeing the daily operations of the City, and recommending appointments of the City's
department directors to the City Council.
The City provides a limited range of services including public safety, development regulation, public works,
community and recreation activities and events, and general administrative functions. The City supports
privatization and has supplemented its work force through numerous contracts with others. Contracted
services include, but are not limited to, public safety, infrastructure maintenance, engineering services, legal
services, and recreation activities. The City is also committed to citizen participation in the evaluation,
expansion, and enhancement of services.
Saratoga residents who wish to assist the City Council in forming government policy may do so by
serving on an advisory commission. The commissions all act in an advisory capacity to the City Council,
and are comprised of the Heritage Preservation Commission, Library Commission, Parks and Recreation
Commission, Planning Commission, Public Safety Commission, and Youth Commission.
The financial reporting entity (the City) includes all the fund activity of the primary government, as well
as all of its component units. Component units are legally separated entities for which the City is fully
accountable. The City's Saratoga Public Financing Authority (PFA) component unit which provided
financial oversight of local bond obligations was finalized in FY 2005/06. The Authority's final financial
report was issued in FY 2006/07. Blended component units, although legally separate entities, are in
substance, part of the City's operations and data from these units are combined with data of the City.
Accordingly, the operations of the Landscaping and Lighting Assessment Districts are reported in the
City's financial statements.
ECONOMIC CONDITIONS AND OUTLOOK
The financial structure of Saratoga with its mostly built-out residential neighborhoods and limited
commercial development means that the two largest sources of revenue for cities—property tax and sales
tax—account for a smaller proportion of revenue than in other cities with minimal growth expected in
future years. In addition, while proposition 1A protects the city from further ongoing unrestrained state
takes of tax revenues, the potential exists under the state's current budget crisis. The city may see
shortfalls of unprotected State or County based funding or temporary borrowings of property tax revenues
permitted under Proposition 1A. With this in mind the city continues to restrict operations to minimal
services and prepare for funding impacts. Capital improvements will continue to be funded with
development fees, residual funding, and grant moneys as funding level allows.
On a positive note the City began receiving a significant increase in property tax revenues due to the
passage of Assembly Bill 117. This legislation, effective with the 2006/07 fiscal year, increased the
property tax percentage allocated to the City as a result of the Tax Equity Allocation (TEA) formula.
Assembly Member Cohn sponsored the bill which resulted from a joint effort of the City of Saratoga,
Santa Clara County and 3 other affected cities – Cupertino, Monte Sereno and Los Altos Hills. While the
TEA legislation restored the cities to the full "low tax" level of 7%, the State required the cities to
continue to remit the County's ERAF rate on these funds so that the bill would have no effect on the State
budget. The ERAF rate the County remits is 47.7%, compared to the City of Saratoga's rate of 17.14%,
resulting in a significant impact to the revenues received.
Financial Information and Major Initiatives
Management of the City 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 and to ensure that
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5
adequate accounting data is compiled to allow for the preparation of financial statements in conformity
with generally accepted accounting principles. The internal control structure is designed to provide
reasonable, but not absolute, assurance that these objectives are met. The concept of reasonable assurance
recognizes that: (1) the cost of a control should not exceed benefits likely to be derived, and (2) the
valuation of costs and benefits requires estimates and judgments by management.
As a recipient of federal, state and local financial assistance, the City is also responsible for guaranteeing that
an adequate internal control structure is in place to ensure and document compliance with applicable laws and
regulations related to these programs. This internal control structure is subject to periodic evaluation by the
City's management.
The City has practiced a passive approach to investments and maintains flexibility by managing a pooled
cash system. Under the pooled cash concept, the City invests the cash of all funds with maturities
planned to coincide with cash needs. Idle cash is invested in certain eligible securities as constrained by
law and further limited by the City's investment policy. The goals of the City's investment policy are
safety, liquidity and yield.
In addition, the City maintains extensive budgetary controls. The objective of these controls is to ensure
compliance with legal provisions embodied in the annual appropriated budget approved by the City Council.
Activities of the general fund, special revenue funds, capital projects funds and debt service funds are
included in the annual appropriation.
The level of budgetary control (i.e., the level at which expenditures cannot exceed the appropriated amount)
is at the fund level. The City also maintains an encumbrance accounting system as another method of
maintaining budgetary control. Encumbered amounts lapse at year-end with the exception of the Capital
Improvements Projects, which are multiple-year projects. However, outstanding encumbrances of a material
nature are reviewed by the responsible department and in some cases a recommendation is made to the City
Council to take action by Resolution to re-appropriate these funds into the following year's budget.
The FY 2007/08 budget focused on maintaining the status quo level of services in anticipation of a leveling
of the City's base revenue sources with the weakening economy. Departmental budgets were held or reduced
to non-expansive levels. The City also prepared for a significant take by the State due to the publicity of the
State's struggle with their budget. With the anticipation of decreasing resources, the FY 2007/08 budget
process focused on operational efficiencies to streamline services, aligning fees with services provided to the
public, and strengthening the organization's tracking and communication of City operations.
OTHER INFORMATION
Independent Audit – California law requires cities to prepare an annual audit by an independent certified
public accountant. In addition to meeting the requirements set forth in statutes, the audit was also designed to
meet the requirements of the federal Single Audit Act of 1984, as amended, and the related U.S. Office of
Management and Budget's Circular. Generally accepted auditing standards set forth in the General
Accounting Office's Government Auditing Standards were used by the auditors in conducting the
engagement. The auditor's unqualified report is included in the financial section of this report. Vavrinek,
Trine, Day & Co., LLP Certified Public Accountants performed the City's Fiscal Year 2007/08 financial audit.
Awards – The City was awarded a certificate for its early implementation of GASB 34. Additionally, the
Government Finance Officers Association (GFOA) of the United States and Canada awarded a Certificate
of Achievement to the City for its Excellence in Financial Reporting on the CAFR for the fiscal year
ended June 30, 2007. In order to be awarded a Certificate of Achievement, the City published an easily
readable and efficiently organized financial report. This report satisfied both generally accepted
accounting principles and applicable legal requirements.
46
The Certificate of Achievement is valid for a period of one year. We believe our current CAFR continues
to meet the Certificate of Achievement program's requirements, and plan on submitting it to the GFOA to
determine its eligibility for another certificate.
Acknowledgements – This CAFR represents the culmination of numerous hours of hard work expended by
many individuals in the Finance & Administrative Services Department. In particular, we would like to
express our appreciation to Robert Edris, Sr. Accountant, Ann Xu, Accountant, Julie Ingraham, Karen Caselli,
and Melanie Whitaker, Accounting Technicians. Furthermore, we would like to thank Vavrinek, Trine, Day
& Co. CPA's for their helpful assistance in the preparation of this report. Finally, we would like to give credit
to the City Council for their ongoing interest and support in planning, conducting and advising on the
operations of the City in a responsible and progressive manner.
Respectfully submitted,
6
Dave Anderson Mary Furey
City Manager Finance and Administrative Services Director
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48
8
49
9
FINANCIAL STATEMENTS
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51
5000 Hopyard Road, Suite 335 Pleasanton, CA 94588 Tel: 925.734.6600 Fax: 925.734.6611 www.vtdcpa.com
FRESNO • LAGUNA HILLS • PLEASANTON • RANCHO CUCAMONGA • PALO ALTO
11
INDEPENDENT AUDITORS' REPORT
The Honorable Mayor and Members of the
City Council of the City of Saratoga
Saratoga, California
We have audited the accompanying financial statements of the governmental activities, each major fund,
and the aggregate remaining fund information of the City of Saratoga (the City) as of and for the year
ended June 30, 2008, which collectively comprise the City's basic financial statements as listed in the
table of contents. These financial statements are the responsibility of the City's management. Our
responsibility is to express opinions on these financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States of
America, and the standards applicable to financial audits contained in Governmental Auditing Standards,
issued by the Comptroller General of the United States. Those standards require that we plan and perform
the audit to obtain reasonable assurance about whether the financial statements are free of material
misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and
disclosures in the financial statements. An audit also includes assessing the accounting principles used
and significant estimates made by management, as well as evaluating the overall financial statement
presentation. We believe that our audit provides a reasonable basis for our opinions.
In our opinion, the financial statements referred to above present fairly, in all material respects, the
respective financial position of the governmental activities, each major fund, and the aggregate remaining
fund information of the City of Saratoga, as of June 30, 2008, and the respective changes in financial
position and cash flows, where applicable, thereof for the year then ended in conformity with accounting
principles generally accepted in the United States of America.
In our opinion, the financial statements referred to above present fairly, in all material respects, the
respective financial position of the governmental activities, each major fund, and the aggregate remaining
fund information of the City of Saratoga, as of June 30, 2008, and the respective changes in financial
position, thereof and the respective budgetary comparison for the General Fund and each major Special
Revenue fund for the year then ended in conformity with accounting principles generally accepted in the
United States of America.
In accordance with Government Auditing Standards, we have also issued our report dated December
23, 2008, on our consideration of the City's internal control over financial reporting and on our tests of its
compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters.
The purpose of that report is to describe the scope of our testing of internal control over financial
reporting and compliance and the results of that testing, and not to provide an opinion on the internal
control over financial reporting or on compliance. That report is an integral part of an audit performed in
accordance with Government Auditing Standards and should be considered in conjunction with this report
in considering the results of our audit.
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12
The required supplementary information, such as management's discussion and analysis, and the required
supplementary information as listed on the table of contents, is not a required part of the basic financial
statements, but is supplementary information required by the accounting principles generally accepted in
the United States of America. We have applied certain limited procedures, which consisted principally of
inquiries of management regarding the methods of measurement and presentation of the required
supplementary information. However, we did not audit the information and express no opinion.
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively
comprise the City's basic financial statements. The introductory section, and combining individual non-
major fund statements and schedules, and statistical section listed in the table of contents, are presented
for purposes of additional analysis and is not a required part of the basic financial statements. The
combining, individual non-major fund statements and schedules, have been subjected to the auditing
procedures applied in the audit of the basic financial statements and, in our opinion, is fairly stated in all
material respects in relation to the basic financial statements taken as a whole. The introductory and
statistical sections have not been subjected to the auditing procedures applied in the audit of the basic
financial statements and, accordingly, we express no opinion on it.
Pleasanton, California
December 23, 2008
53
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
13
INTRODUCTION
The following provides a narrative overview and analysis of the fiscal operations during the fiscal year
ended June 30, 2008 for the City of Saratoga. The Management Discussion and Analysis is to be read in
conjunction with the annual Transmittal Letter and the Basic Financial Statements.
FISCAL YEAR 2007/08 FINANCIAL HIGHLIGHTS
• The City's total net assets were $125,468,072 (reference pg #17).
• Total City revenues, including program and general revenues were $22,660,539 while total expenses
were $19,815,778 (reference pg #18).
• Governmental program revenues were $7,397,944, while Governmental program expenses were
$19,815,778 (reference pg #18).
• General Fund revenues were $18,823,155, while General Fund expenditures were $16,561,663
(reference pg #21).
THE BASIC FINANCIAL STATEMENTS
The Basic Financial Statements are comprised of 1) Government-wide (City-wide) Financial Statements,
and; 2) Fund Financial Statements. These two sets of financial statements provide the reader two
different perspectives of the City's financial activities and financial position.
Government-Wide Financial Statements provide a longer-term view of the City's activities as a whole,
and comprise the Statement of Net Assets and the Statement of Activities. The Statement of Net Assets
provides information about the financial position of the City as a whole, including all its capital assets and
long-term liabilities on a full accrual basis, similar to that used by corporations. The Statement of
Activities provides information about all the City's revenues and all its expenses, also on a full accrual
basis, with the emphasis on measuring net revenues and/or expenses for each of the City's programs. The
Statement of Activities explains in detail the change in Net Assets for the fiscal year.
All of the City's activities are required to be grouped into government activities and business-type
activities. The entire amount in the Statement of Net Assets and the Statement of Activities are also
required to be separated into governmental activities or business-type activities in order to provide a
summary of these two activities of the City as a whole. In the case of the City of Saratoga, there are no
business-type activities as of June 30, 2008.
Fund Financial Statements report the City's operations in more detail than the government-wide
statements and focus primarily on the short-term activities of the City's general fund and other major
funds. The Fund Financial Statements measure only current revenues and expenditures and fund
balances; they exclude capital assets, long-term debt, and other long-term amounts.
Major funds account for the major financial activities of the City and are presented individually, while the
activities of non-major funds are presented in summary, with subordinate schedules presenting the detail
for each of these other funds. Major funds are explained below.
54
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
14
The Government -Wide Financial Statements
Government-wide financial statements are prepared on the accrual basis, which means they measure the
flow of all economic resources of the City as a whole. The Statement of Net Assets and the Statement of
Activities present information about the following:
Governmental Activities - All of the City's basic services are considered to be governmental activities,
4including general government, community development, public safety, transportation, and, culture and
leisure. These services are supported by general City revenues such as taxes, and by specific program
revenues such as developer and recreation program fees.
Business-Type Activities - This category includes enterprise activities such as water, sewer, and utilities.
Unlike governmental services, these services are fully supported by charges paid by users based on the
amount of services they use. The City of Saratoga does not have any business-type activities at this time.
Fund Financial Statements
A fund is a grouping of related accounts that is used to maintain control over resources that have been
segregated for specific activities or objectives. The City, like other local governments, uses fund
accounting to ensure and demonstrate compliance with finance-related legal requirements.
Fund financial statements provide detailed information about each of the City's most significant funds,
called major funds. The concept of major funds, and the determination of which are major funds, was
established by GASB Statement 34 and replaces the concept of combining like funds and presenting them
in total. Instead, each major fund is presented individually, with all non-major funds summarized and
presented only in a single column. Subordinate schedules present the detail of these non-major funds.
Major funds present the major activities of the City for the fiscal year, and may change from year to year
as a result of changes in the pattern of the City's activities. The City's funds are segregated into three
categories: governmental funds, proprietary funds, and fiduciary funds.
Governmental Funds - The City's basic services are reported in governmental funds, which focus on how
money flows into and out of those funds and the balances left at year-end that are available for spending.
Financial statements are prepared on the modified accrual basis, which means they measure only current
financial resources and uses. Capital assets and other long-lived assets, along with long-term liabilities
are not presented in the governmental fund financial statements. Unlike the government-wide financial
statements, governmental fund financial statements focus on near-term inflows and outflows of spendable
resources, as well as on balances of spendable resources available at the end of the fiscal year. Such
information may be useful in evaluating the City's near-term financing requirements.
Fiduciary Funds – These funds account for assets held by the City in a trustee capacity or as an agent for
individuals, private organizations, other governmental units, and/or other funds. Fiduciary funds are not
reflected in the government-wide financial statements because these resources are not available to support
the City's programs. The City maintains one such fund, the Community Access Television Fund, which
acts as trustee for the CATV Foundation Board for investment purposes.
Notes to the Financial Statements
Notes to the Financial Statements provide additional information that is essential to a full understanding
of the data provided in the government-wide and fund financial statements. The notes can be found
immediately following the fund financial statements.
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CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
15
REQUIRED SUPPLEMENTARY INFORMATION
Required supplementary information follows the basic financial statements and includes a budgetary
comparison schedule that includes reconciliation between the statutory fund balance for budgetary
purposes and the fund balance for the General Fund as presented in the governmental fund financial
statements.
SUPPLEMENTARY INFORMATION
Combining and individual fund statements and schedules are included to provide information for non-
major governmental funds, special revenue funds, fiduciary funds, and uses of capital assets. An un-
audited statistical section provides historical and current data on financial trends, revenue and debt
capacity, demographic and economic information, and operating information.
GOVERNMENT-WIDE FINANCIAL ANALYSIS
Net assets may serve over time as an indicator of the City's financial position. The City's Total Net
Assets increased $2,844,761, from $122,623,311 in FY 2006/07 to $125,468,072 in FY 2007/08.
The most significant portion of the City's net assets $109,818,151 or 87.6% accounts for its investment in
capital assets, (e.g., land, buildings, general government infrastructure, equipment, etc.;) less any related
debt used to acquire those assets that are still outstanding. These capital assets represent infrastructure
which provides services to the citizens, consequently, these assets are not available for future spending.
$9,709,681 or 7.6% of the City's net assets is unrestricted and may be used to meet the City's ongoing
obligations to citizens and creditors.
$5,940,240 or 4.8% of the City's net assets are subjected to external restrictions on how they may be used.
Of these restricted net assets, $4,768,478 is restricted for capital projects, $853,619 is for repayment of
long-term debt and $318,143 is restricted for housing activities.
56
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
16
NET ASSETS
2008 2007
Assets
Current assets 18,463,116$ 17,551,165$
Non-current assets 85,003 98,336
Capital assets 123,413,151 121,992,246
Total Assets 141,961,270 139,641,747
Liabilities
Current liabilities 2,859,025 3,083,213
Long-term debt 13,634,173 13,920,327
Total Liabilities 16,493,198 17,003,540
Net Assets
Investment in capital assets, net of related debt 109,818,151 108,102,246
Restricted for Capital Projects 4,768,478 4,337,666
Restricted for Debt Service 853,619 746,557
Restricted for Special Projects 318,143 844,003
Unrestricted 9,709,681 8,607,837
Total Net Assets 125,468,072$ 122,638,309$
Governmental Activities
57
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
17
STATEMENT OF CHANGES IN NET ASSETS
Increase
Functions/Programs 2008 2007(Decrease)
Program Revenues
Charges for services 5,532,622$ 2,641,316$ 2,891,306$
Operating grants and contributions 150,564 2,154,998 (2,004,434)
Capital grants and contributions 1,714,758 1,282,454 432,304
Total Program Revenues 7,397,944 6,078,768 1,319,176
General Revenues
Property taxes 8,378,168 5,772,084 2,606,084
Voter approved debt 1,112,515 270,823 841,692
Sales taxes 1,057,977 994,680 63,297
Local taxes 693,950 1,099,174 (405,224)
Franchise fees 1,625,414 1,187,010 438,404
Motor vehicle in-lieu 148,865 176,771 (27,906)
Intergovernmental revenues 840,557 673,626 166,931
Investment earnings 1,056,891 2,812,875 (1,755,984)
Other revenues 348,258 131,951 216,307
Total General Revenues 15,262,595 13,118,994 2,143,601
Expenses
General and intergovernmental services 6,292,527 4,532,488 1,760,039
Public safety services 4,165,945 3,844,330 321,615
Environmental services 441,875 487,243 (45,368)
Public works 4,883,909 5,938,148 (1,054,239)
Community services 1,285,739 1,436,964 (151,225)
Community development services 2,032,217 1,992,790 39,427
Interest on long-term debt (Unallocated)713,566 767,983 (54,417)
Total Expenses 19,815,778 18,999,946$ 815,832$
Increase in Net Assets 2,844,761
Net Assets, Beginning of Year 122,623,311
Net Assets, End of Year 125,468,072$
Governmental Activities
As shown in the above Statement of Changes in Net Assets schedule, the net change in revenues from the
prior fiscal year for governmental activities from general revenues was an increase of: $2,143,601. The
net change in program revenues from the prior year was an increase of $1,319,176 for a total increase in
revenues of $3,462,777. The net change in expenses from the prior year was $815,529, resulting in an
increase in Net Assets of $2,844,761.
58
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
18
An analysis and graphical representation of the changes in revenues and expenditures by type of
significant events follows:
CHART OF REVENUE INCREASE OR (DECREASE)
Total Revenues by Cateogory
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
$9,000,000
Charge for
Services
Op Grants
& Contrib
Capital
Grants &
Contrib
Property
Taxes
Voter
Approved
Debt
Sales TaxesLocal
Taxes
Franchise
Fees
Motor
Vehicle in
Lieu
Intergovt'l
Revenues
Investment
Earnings
Other
Revenues
FY 2007/08 FY 2006/07
Increases in Revenues
• An increase of $2,891,306 in the Charge for Services is primarily due to the initial increase resulting
from establishing citywide Internal Service Funds which charge prorated fees back to departments for
services and expenses.
• An increase of $2,606,084 in Property Tax revenues is due in part to the continuing rise in property
tax assessment values resulting from real estate turnover. Additional revenues are comprised of a
categorization shift in the financial report allocation from the prior fiscal year.
• Voter Approved Debt revenues reflect actual property assessment receipts for the City's 2001 G.O.
Library Improvement Bond. The $841,692 increase is attributed to a report categorization change
from the prior year.
• An increase of $216,307 in Other Revenues is again a result of changes in revenue categorization.
Other Revenues includes miscellaneous reimbursements, rebates, publication sales, and fines.
Decreases in Revenues
• The decrease of $2,004,434 in Operating Grants reflects a change in revenue reporting categorization
from the prior year. As of FY 2007/08, operating grants are restricted to reflect funding received for
use in the annual operating budget, and for this year include the State's annual SLESF/COPS grant,
and CDBG grants for operating budget expenses.
• The decrease of $1,755,984 in investment earnings from the prior year is again primarily a change in
revenue reporting categorization. FY 2007/08 category of investment earnings are restricted solely to
interest earned from the City's excess cash flow invested in LAIF. Interest rate declines contributed
to an 8% drop in the amount of interest earned from the prior fiscal year.
59
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
19
• Local Taxes reflect a decrease of $405,224. In FY 2007/08, Local Taxes are limited to Business
License Tax, Transient Occupancy Tax, and Construction Tax. The decrease in this report reflects a
change in the categorization of revenue from the prior year.
CHART OF EXPENDITURE INCREASE OR (DECREASE)
Total Expenditure by Category
0
1,000,000
2,000,000
3,000,000
4,000,000
5,000,000
6,000,000
7,000,000
General and
Intergov'tl
Services
Public Safety
Services
Environmt'l
Services
Public WorksCommunity
Services
Community
Development
Interest on
Long Term
Debt
FY 2007/08 FY 2006/07
The net change in expenditures for Governmental Activities was an increase of $887,034. Expenditures
with significant events include:
Increases in Expenditures
• A $1,760,039 increase in General and Intergovernmental Services from the prior year is primarily
from the establishment of Internal Service Funds and their resulting service charges to departments.
• Public Safety Services increased $321,615 is primarily due to an increase in officer service levels. A
School/Neighborhood Resource Officer was added in FY 2007/08.
Decreases in Expenditures
• Public Works expenditures decreased by $1,054,239 due to changes in financial structures from the
prior year. All capital improvements are now classified within the Capital Projects Funds instead of
within the Public Works Operating Budget.
MAJOR FUNDS: CHANGE IN FUND BALANCE
Included in the Major Funds are the General Fund, the Capital Improvement Funds and the Other
Governmental Funds. The Other Governmental funds include twenty-five Lighting and Landscape
Assessment Districts, the Community Development Block Grant Funds, the Library Bond Debt Service
Fund, and the Library Building Capital Improvement Fund. The net change of the Major Funds fiscal
year transactions is a net increase of $1,865,861.
General Fund - As shown in the following Major Funds table, the net change in the General Fund's Fund
Balance was an increase of $1,235,337. A net operating gain resulted from increases in various tax and
service revenues, and expenditures coming in less than budget.
60
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
20
Revenues are budgeted conservatively based upon the prior year experience and specific information,
while expenditures are limited at anticipated program needs at not-to-exceed projected revenue levels.
Revenues increased by $2,690,935 from the prior year primarily due to increases in property taxes and the
establishment of the Internal Service Fund charges.
MAJOR FUNDS
Other
CapitalGovernmental
GeneralImprovementFunds
Fund Balance, Beginning of Year 9,161,279$ 3,444,025$ 2,484,198$
Total Revenues 18,823,155 2,261,688 1,677,545
Total Expenditures (16,561,663) (3,523,306) (1,430,243)
Transfer In 171,564 2,033,696 35,554
Transfer Out (1,197,719) (141,554) (901,541)
Fund Balance, End of Year 10,396,616$ 4,074,549$ 1,865,513$
Net Change in Fund Balance 1,235,337$ 630,524$ (618,685)$
Capital Improvement Project Fund - As shown in the table above, the net change in the Capital
Improvement Fund was an increase of $630,524. The Capital Improvement Project Fund received
numerous significant grants and donations, including a $505,064 Proposition 1B street resurfacing grant,
$358,364 in STP street surfacing grant, $168,768 in a Safe Route to Schools grant for street
improvements, $620,096 in several VTA grants, $150,285 in donations for rehabilitating a community
facility, and various smaller grants for improvement projects. As a result, revenues increased by
$1,973,208 from the prior year. As expected with increased grant funding, expenditures also increase by
$1,432,353, leaving a resulting net operating increase of $630,524.
Other Governmental Funds - As shown in the table, there was a net decrease of $618,507 in this group
of funds. The Community Development Block Grant (CDBG) and the Lighting District Funds accounted
for the bulk of the decrease in fund balance. Total revenues decreased by $1,113,527, in large part from
categorization changes from the prior year, but also from a decrease in intergovernmental revenues and
investment earnings. Expenditures also reflect a decrease due to categorization changes, most notably in
the budgetary change of Public Works expenditures.
GOVERNMENTAL FUNDS – BUDGETARY HIGHLIGHTS
Changes from the City's General Fund original budget to the final budget are detailed in the Required
Supplementary Information Section along with a comparison to actual activity for the year ended.
Changes to the City's budget that increase or decrease appropriations in a fund must be approved by a
resolution of the City Council. Modifications to the budget that are a realignment of fiscal activities with
no impact to the fund's bottom line may be approved by the City Manager.
The following tables compare total Governmental Funds budget amounts to actuals. With respect to
transfers, the table below shows a significant variance between budget and actuals. This variance was due
to the closing of inactive funds per the Council's approval to correctly align the financial structure
effective with the FY 2007/08 budget. The original and adjusted budget amounts include transfers
approved in relation to the City's operating/capital budgeted operations, while actual transfers include
transfers to close funds.
61
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
21
OriginalAdjustedFiscal Year
BudgetBudgetActualsVariance
Transfers in 2,194,170$ 3,160,491$ 2,240,814$ (919,677)$
Transfers out 992,057$ 1,627,736$ 2,240,814$ 613,078$
This second table shows the adopted and adjusted budget in comparison to actuals. For FY 2007/08
actual revenues, excluding intergovernmental, were more than estimated due to the City's policy of
budgeting revenues conservatively. As a result of changes in the Capital Improvement Plan budgeting
process, budgeted expenditures include carryforward Capital Improvement Plan (CIP) project balances in
order to incorporate total appropriations into project funds. This resulted in an increase in budgeted
expenditures for FY 2007/08 only. As a result, actual CIP expenditures are much lower than budgeted.
BUDGET TO ACTUALS
FISCAL YEAR JUNE 30, 2008
Adjusted
Budget
AdoptedAdjusted to Actual
BudgetBudgetActualVariance
Source of Funds
Property taxes 8,960,555$ 8,963,755$ 9,443,435$ 479,680$
Other local taxes 1,720,900 1,720,900 1,831,227 110,327
Franchise fees 1,604,335 1,604,335 1,621,518 17,183
Motor vehicle in-lieu 235,400 235,400 148,865 (86,535)
Intergovernmental 9,549,857 9,658,857 2,269,890 (7,388,967)
Investment earnings 885,883 865,883 923,780 57,897
Other revenue 450,744 450,744 669,575 218,831
Charge for services 5,722,026 5,793,026 5,854,276 61,250
Transfers in 2,179,170 3,145,491 2,240,814 (904,677)
Total Source of Funds 31,308,870$ 32,438,391$ 25,003,380$ (7,435,011)$
Use of Funds
General and intergovernmental 5,781,773$ 5,370,153$ 4,082,504$ 1,287,649$
Public safety 3,964,467 3,964,467 4,165,945 (201,478)
Environmental services 465,035 505,035 440,683 64,352
Public works 4,817,610 4,835,810 4,276,332 559,478
Community services 2,250,508 2,250,508 1,262,415 988,093
Community development 2,507,673 2,507,673 2,025,433 482,240
Capital outlay 13,751,501 13,751,501 4,245,959 9,505,542
Debt service 1,021,106 1,021,106 1,015,941 5,165
Transfers out 1,792,258 1,627,736 2,240,814 (613,078)
Total Use of Funds 36,351,931$ 35,833,989$ 23,756,026$ 12,077,963$
CAPITAL ASSETS
The City of Saratoga elected to use the "Modified Approach" as defined by GASB Statement No. 34 for
infrastructure reporting in which eligible infrastructure capital assets are not required to be depreciated if
the following requirements are met:
62
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
22
• The City manages the assets using an asset management system which requires that the City (1)
perform an up-to-date inventory; (2) perform condition assessments and summarize the results using
a measurement scale; and (3) estimate the annual amount to preserve the assets at the established
condition assessment level.
• The City documents that the eligible infrastructure capital assets are being preserved approximately
at or above the established and disclosed condition assessment level.
The City policy is to achieve an average Pavement Condition Index (PCI) rating of 70 for all streets. The
City achieved the 70 rating with 86% of streets rated as Excellent to Good, 13% of streets are rated as
"Poor", and 1% of streets are rated as "Very Poor". The City spent $1,691,466 to maintain and preserve
eligible infrastructure assets. For more detailed information on Capital Assets activity, please refer to
Note F in the section entitled "Notes to the Basic Financial Statements" and "Required Supplementary
Section".
As of June 30, 2008, the City had $123,413,151 invested in a variety of capital assets, as reflected in the
following schedule, which represents an increase of $1,420,905 or slightly more than a 1% increase from
the prior year.
CAPITAL ASSETS AT YEAR END
NET OF DEPRECIATION
`
2008 2007
Land 9,887,095$ 9,887,095$
Buildings and structures 18,739,078 19,229,732
Machinery and equipment 470,217 445,910
Infrastructure 86,571,890 87,631,191
Construction in progress 7,744,871 4,798,318
123,413,151$ 121,992,246$
Governmental Activities
The following reconciliation summarizes the changes in Capital Assets:
CHANGES IN CAPITAL ASSETS
2008 2007
Beginning Balance 121,992,246$ 121,270,370$
Addition:
Building and structures - 2,564,228
Construction in progress 3,338,920 2,220,878
Infrastructure 517,473 3,446,423
Machinery and equipment - 408,694
Retirements:
Construction in progress (392,364) (5,943,381)
Depreciation (2,043,124) (1,974,966)
Ending Balance 123,413,151$ 121,992,246$
Governmental Activities
Additional information on Capital Assets is included in note 5 to the financial statements.
63
CITY OF SARATOGA
MANAGEMENT'S DISCUSSION AND ANALYSIS
JUNE 30, 2008
23
DEBT ADMINISTRATION
The net change in outstanding debt for the City of Saratoga is a decrease of $271,154. During the fiscal
year, the City did not enter into any new debt structures.
OUTSTANDING DEBT AT YEAR END
2008 2007
2001 General Obligation Bond 13,595,000$ 13,890,000$
Compensated absences 488,599 464,753
Total Outstanding Debt 14,083,599$ 14,354,753$
Governmental Activities
The current portions of long-term debt ($310,000 and $295,000 for 2008 and 2007, respectively), are
classified as current liabilities in the City's Statement of Net Assets.
2001 General Obligation Bond - During the fiscal year, the City made debt service payments that include
a principal reduction of $295,000 on the City's 2001 General Obligation $15,000,000 bond issue.
Claims Payable - The City is a member of a pooled liability assurance network with the Association of
Bay Area Governments. This JPA provides coverage for claims against the City, and any known
liabilities at year end are included in the financial statements. Additional information on Outstanding
Debt can be found in Note 6 to the financial statements.
ECONOMIC FACTORS
In September 2006, the City received a significant increase in new property tax revenues on an annual
basis due to the passage of Assembly Bill 117. This legislation effective with FY 2006/07 increases the
amount of property taxes allocated to the City as a result of the TEA (Tax Equity Allocation) formula.
Assembly Member Cohn sponsored the bill which resulted from a joint effort of the City of Saratoga,
Santa Clara County and the 3 other affected cities - Cupertino, Monte Sereno and Los Altos Hills. These
cities are referred to as "no/low tax cities" and will have restored a proportionate share of the property
taxes which they lost to special legislation in 1989. This resulted in a permanent increase in general fund
property taxes to approximately 5.45% of the 1% ad valorem tax property owners pay.
The economy of the City and its major initiatives for the fiscal year are discussed in the accompanying
Transmittal Letter.
REQUEST FOR FINANCIAL INFORMATION
This financial report is designed to provide a general overview of the City of Saratoga's finances for all of
Saratoga's residents, taxpayers, customers, investors, and creditors. This financial report seeks to
demonstrate the City's accountability for the money it receives. Questions concerning any of the
information provided in this report or requests for additional information should be addressed to the
Administrative Services Department, 13777 Fruitvale Avenue, Saratoga, California 95070.
64
24
65
25
BASIC FINANCIAL STATEMENTS
66
CITY OF SARATOGA
STATEMENT OF NET ASSETS
JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
26
Primary Government
Governmental
Activities
ASSETS
Current Assets:
Cash and investments 15,698,155$
Restricted cash and investments 1,901,682
Receivables:
Accounts 714,799
Interest 125,543
Loans 13,333
Prepaid items 9,604
Total Current Assets 18,463,116
Noncurrent Assets:
Loans receivable 85,003
Capital Assets:
Non-depreciable 63,265,798
Depreciable, net 60,147,353
Total Capital Assets 123,413,151
Total Noncurrent Assets 123,498,154
Total Assets 141,961,270
LIABILITIES
Current Liabilities:
Accounts payable 800,269
Accrued payroll 288,166
Other payable 216,727
Interest payable 296,690
Deposits payable 718,914
Unearned revenue 28,925
Claims payable 59,908
Long-term debt - due within one year 449,426
Total Current Liabilities 2,859,025
Noncurrent Liabilities:
Long-term debt - due in more than one year 13,634,173
Total Liabilities 16,493,198
NET ASSETS
Investment in capital assets, net of related debt 109,818,151
Restricted for:
Capital projects 4,768,478
Debt service 853,619
Special projects 318,143
Total Restricted 5,940,240
Unrestricted 9,709,681
Total Net Assets 125,468,072$
67
CITY OF SARATOGA
STATEMENT OF ACTIVITIES AND CHANGES
IN NET ASSETS
FOR THE YEAR ENDED JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
27
Net (Expense)
Revenue and
Changes in
Net Assets
Primary
OperatingCapital Government
Charges for Grants andGrants and Governmental
Functions/Programs ExpensesServicesContributionsContributionsTotalActivities
Primary Government:
Governmental Activities:
General and intergovernmental services6,292,527$ 1,787,186$ -$ -$ 1,787,186$ (4,505,341)$
Public safety 4,165,945 410,822 100,000 - 510,822 (3,655,123)
Environmental services 441,875 - - - - (441,875)
Public works 4,883,909 313,410 - - 313,410 (4,570,499)
Community services 1,285,739 910,795 50,564 - 961,359 (324,380)
Community development services 2,032,217 2,110,409 - 1,714,758 3,825,167 1,792,950
Interest on long-term debt (unallocated)713,566 - - - - (713,566)
Total 19,815,778$ 5,532,622$ 150,564$ 1,714,758$ 7,397,944$ (12,417,834)
General Revenues:
Taxes:
Property taxes 8,099,071
Special assessments 279,097
Voter approved property tax 1,112,515
Sales taxes 1,057,977
Local taxes 693,950
Franchise taxes 1,625,414
Motor vehicle in-lieu 148,865
Total taxes 13,016,889
Intergovernmental 840,557
Investment earnings 1,056,891
Other revenues 348,258
Total General Revenues 15,262,595
Change in Net Assets 2,844,761
Net Assets - Beginning of Year 122,623,311
Net Assets - End of Year 125,468,072$
Program Revenues
68
CITY OF SARATOGA
GOVERNMENTAL FUNDS
BALANCE SHEET
JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
28
Other Total
Capital Governmental Governmenta l
GeneralImprovementFunds Funds
ASSETS
Cash and investments 11,316,622$ 4,381,533$ -$ 15,698,155$
Restricted cash and investments 53,167 - 1,848,515 1,901,682
Receivables:
Accounts 456,121 229,575 29,103 714,799
Interest 115,338 - 10,205 125,543
Loans - - 98,336 98,336
Prepaid items 8,054 1,550 - 9,604
Total Assets 11,949,302$ 4,612,658$ 1,986,159$ 18,548,119$
LIABILITIES AND FUND BALANCES
Liabilities:
Accounts payable 424,417$ 353,720$ 22,132$ 800,269$
Accrued payroll 288,166 - - 288,166
Deposits payable 718,914 - - 718,914
Other payable 32,338 184,389 - 216,727
Deferred revenue 28,943 - 98,336 127,279
Claims payable 59,908 - - 59,908
Total Liabilities 1,552,686 538,109 120,468 2,211,263
Fund Balances:
Reserved for:
Petty cash 1,300 - - 1,300
Debt service - - 853,619 853,619
Unreserved, designated for:
Operations 2,808,164 - - 2,808,164
Economic uncertainty 1,500,000 - - 1,500,000
Construction in progress 1,200,000 - - 1,200,000
Community development services 782,380 - - 782,380
Environmental services 679,917 - - 679,917
Unreserved, undesignated, reported in:
General Fund 3,424,855 - - 3,424,855
Special revenue funds - - 318,143 318,143
Capital projects funds - 4,074,549 693,929 4,768,478
Total Fund Balances 10,396,616 4,074,549 1,865,691 16,336,856
Total Liabilities and Fund Balances 11,949,302$ 4,612,658$ 1,986,159$ 18,548,119$
Major Funds
69
CITY OF SARATOGA
RECONCILIATION OF THE GOVERNMENTAL FUNDS
BALANCE SHEET TO THE STATEMENT OF NET ASSETS
JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
29
Total Fund Balances - Total Governmental Funds 16,336,856$
Amounts reported for governmental activities in the statement of net assets were
different because:
Capital assets used in governmental activities were not current financial resources. Therefore,
they were not reported in the Governmental Funds Balance Sheet. The capital assets were
adjusted as follows:
Non-depreciable capital assets 63,265,798
Depreciable capital assets, net 60,147,353
Total Capital Assets 123,413,151
Interest payable on long-term debt did not require current financial resources. Therefore,
interest payable was not reported as a liability in Governmental Funds Balance Sheet.(296,690)
Long-term r eceivables were not current available resources and therefore, were offset by
a deferred revenue amount equal to the net receivable in the governmental funds.98,354
Long-term liabilities were not due and payable in the current period. Therefore, they were not
reported in the Governmental Funds Balance Sheet. The long-term liabilities were adjusted
as follows:
General obligation bonds (13,595,000)
Compensated absences (488,599)
Total Long-Term Liabilities (14,083,599)
Net Assets of Governmental Activities 125,468,072$
70
CITY OF SARATOGA
STATEMENT OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES
FOR THE YEAR ENDED JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
30
Other Tota l
Capital Governmenta l Governmenta l
Genera l ImprovementFunds Funds
REVENUES:
Property taxes 7,922,815$ -$ 1,520,620$ 9,443,435$
Other local taxes 1,831,227 - - 1,831,227
Licenses & permits 1,670,769 - - 1,670,769
Fines & forfeiture 343,744 - - 343,744
Intergovernmental - State 321,908 1,272,272 47,247 1,641,427
Intergovernmental - Other 69,834 656,930 50,564 777,328
Franchise fees 1,621,518 - - 1,621,518
Use of money and property 878,932 - 44,848 923,780
Other revenue 163,261 148,126 14,444 325,831
Current service charges 3,999,147 184,360 - 4,183,507
Total Revenues 18,823,155 2,261,688 1,677,723 22,762,566
EXPENDITURES:
Current:
General and intergovernmental services4,082,504 - - 4,082,504
Public safety 4,165,945 - - 4,165,945
Environmental services 440,683 - - 440,683
Public works 3,869,812 - 406,520 4,276,332
Community services 1,254,633 - 7,782 1,262,415
Community development services 2,025,433 - - 2,025,433
Capital outlay 722,653 3,523,306 - 4,245,959
Debt service:
Principal - - 295,000 295,000
Interest and fiscal charges - - 720,941 720,941
Total Expenditures 16,561,663 3,523,306 1,430,243 21,515,212
REVENUES OVER
(UNDER) EXPENDITURES 2,261,492 (1,261,618) 247,480 1,247,354
OTHER FINANCING SOURCES (USES):
Transfers in 171,564 2,033,696 35,554 2,240,814
Transfers out (1,197,719) (141,554) (901,541) (2,240,814)
Total Other Financing Sources (Uses)(1,026,155) 1,892,142 (865,987) -
Net Change in Fund Balances 1,235,337 630,524 (618,507) 1,247,354
FUND BALANCES:
Beginning of year 9,161,279 3,444,025 2,484,198 15,089,502
End of year 10,396,616$ 4,074,549$ 1,865,691$ 16,336,856$
Major Funds
71
CITY OF SARATOGA
RECONCILIATION OF THE GOVERNMENTAL FUNDS STATEMENT OF
REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
TO THE GOVERNMENT-WIDE STATEMENT OF ACTIVITIES AND
CHANGES IN NET ASSETS
FOR THE YEAR ENDED JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
31
Net Change in Fund Balances - Total Governmental Funds 1,247,354$
Amounts reported for governmental activities in the Statement of Activities and Changes
in Net Assets were different because:
Governmental Funds report capital outlay as expenditures. However, in the Government-Wide
Statement of Activities and Changes in Net Assets, the cost of those assets was allocated over
their estimated useful lives as depreciation expense. This is the amount of capital assets
recorded in the current period. 3,464,029
Depreciation expense on capital assets was reported in the Government-Wide Statement
of Activities and Changes in Net Assets, but it did not require the use of current financial
resources. Therefore, depreciation expense was not reported as expenditures in the
Governmental Funds. (2,043,124)
Certain revenues were recorded as deferred revenue in the governmental funds because they
did not meet the revenue recognition criteria of availability. However, they were included as
revenue in the Governmental-Wide Statement of Activities and Changes in Net Assets under
the full accrual basis. (102,027)
Long-term compensated absences and claims payables were reported in the Government-Wide
Statement of Activities and Changes in Net Assets, but they did not require the use of current
financial resources. Therefore, long-term compensated absences and claims payable were not
reported as expenditures in governmental funds.
Compensated absences (23,846)
Repayment of bond principal was an expenditure in governmental funds, but the repayment
reduced long-term liabilities in the Government-Wide Statement of Net Assets.
Long-term debt repayments 295,000
Interest expense on long-term debt was reported in the Government-Wide Statement of
Activities and Changes in Net Assets, but it did not require the use of current financial
resources. Therefore, interest expense was not reported as expenditures in governmental
funds. The following amount represented the change in accrued interest from prior year.7,375
Change in Net Assets of Governmental Activities 2,844,761$
72
CITY OF SARATOGA
FIDUCIARY FUNDS
STATEMENT OF NET ASSETS
JUNE 30, 2008
The accompanying notes are an integral part of these financial statements.
32
Agency
Funds
ASSETS
Cash and investments 38,365$
Interest receivable 296
Total Assets 38,661$
LIABILITIES
Deposits payable 38,661$
73
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
33
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The basic financial statements of the City of Saratoga, California, (the City) have been prepared in
conformity with generally accepted accounting principles (GAAP) as applied to governmental agencies.
The Governmental Accounting Standards Boards (GASB) is the accepted standard setting body for
establishing governmental accounting and financial reporting principles. The more significant of the
City's accounting policies are described below.
A. Financial Reporting Entity
The City was incorporated as a municipal corporation in 1956 under the general laws of the State of
California, and had a population of 31,592 at June 30, 2008. The City is a largely residential community
located in the foothills of the Santa Cruz Mountains.
The City operated under the Council-Manager form of government, with five-elected Council members
served by a full-time City Manager and staff. At June 30, 2008, the City's staff comprised 54 full-time
and 2 part-time employees, and numerous recreation seasonal employees who were responsible for the
following City provided services:
• Public Safety - The City provides round-the-clock police services under a contract with the County
Sheriff's offices. Emergency management and Fire services are provided by special district. Code
enforcement and inspection services are provided by 1 City employee.
• Public Works/Maintenance - The City builds and maintains its parks, streets, curbs, gutters, and
related public property with a force of 24 employees. Major projects may be contracted out to
reduce costs.
• Community Development - Zoning administration, plan checking and advance planning services are
provided by 16 employees.
• Culture, Recreation and Community Support services are provided by a total of 6 employees.
• General Government services are provided by a total of 10 employees.
As required by GAAP, these basic financial statements present the City and its component units, entities
for which the City is considered to be financially accountable. The City Council acts as the governing
board. In addition, the City staff performs all administrative and accounting functions for these entities
and these entities provide their services entirely to the City. Blended component units, although legally
separate entities are, in substance, part of the City's operations and data from these units are combined
with data of the City. Discretely presented component units, on the other hand, are reported in a separate
column in the government-wide financial statements to emphasize their legal separateness from the City.
Each blended component unit has a June 30 year-end. The City had no discretely presented component
units.
The following entity is reported as blended component unit:
Lighting and Landscaping Assessment District - The Lighting and Landscaping Assessment District
(the District) was established in 1980, for the levy and the collections of assessments upon the several lots
or parcels of land in the District, and for the construction or installation of improvements, including
maintenance. The District is reported as a blended component unit of the City because it has the same
Governing Board as the City. The activity for the District has been included in the accompanying basic
financial statements and no separate financial statements are issued.
74
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
34
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
B. Basis of Accounting and Measurement Focus
The accounts of the City are organized on the basis of funds, each of which is considered a separate
accounting entity. The operations of each fund are accounted for with a separate set of self-balancing
accounts that comprise its assets, liabilities, fund equity, revenues, and expenditures or expenses, as
appropriate. Governmental resources are allocated to and accounted for in individual funds based upon
the purposes for which they are to be spent and the means by which spending activities are controlled.
Government-Wide Financial Statements
The City's government-wide financial statements include a Statement of Net Assets and a Statement of
Activities and Changes in Net Assets. These statements present summaries of governmental activities for
the City. Fiduciary activities of the City are not included in these statements.
These statements are presented on an "economic resources" measurement focus and the accrual basis of
accounting. Accordingly, all of the City's assets and liabilities, including capital assets, as well as
infrastructure assets, and long-term liabilities, are included in the accompanying Statement of Net Assets.
The Statement of Activities presents changes in net assets. Under the accrual basis of accounting,
revenues are recognized in the period in which they are earned while expenses are recognized in the
period in which the liability is incurred.
Certain types of transactions are reported as program revenues for the City in three categories:
• Charges for services
• Operating grants and contributions
• Capital grants and contributions
Certain eliminations have been made as prescribed by GASB Statement No. 34 in regards to interfund
activities, payables, and receivables. All internal balances in the Statement of Net Assets have been
eliminated. The following interfund activities have been eliminated:
• Transfers in/Transfers out
Governmental Fund Financial Statements
Governmental fund financial statements include a Balance Sheet and a Statement of Revenues,
Expenditures and Changes in Fund Balances for all major governmental funds and non-major funds
aggregated. An accompanying schedule is presented to reconcile and explain the differences in net assets
as presented in these statements to the net assets presented in the government-wide financial statements.
The City has presented all major funds that met the applicable criteria. The following funds are major
funds:
General Fund
The General Fund is used to account for all of the general resources of the City not specifically levied or
collected for other City funds and the related expenditures. The General Fund accounts for all financial
resources of the City which are not accounted for in another fund.
75
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
35
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
B. Basis of Accounting and Measurement Focus, Continued
Capital Improvement Capital Projects Fund
This fund accounts for resources used for the major capital acquisition and construction activities.
All governmental funds are accounted for on a spending or "current financial resources" measurement
focus and the modified accrual basis of accounting. Accordingly, only current assets and current
liabilities are included on the balance sheets. The Statement of Revenues, Expenditures and Changes in
Fund Balances present increases (revenues and other financing sources) and decreases (expenditures and
other financing uses) in net current assets.
Under the modified accrual basis of accounting, revenues are recognized in the accounting period in
which they become both measurable and available to finance expenditures of the current period.
Accordingly, revenues are recorded when received in cash, except that revenues subject to accrual (up to
60 days after year-end) are recognized when due. The primary revenue sources, which have been treated
as susceptible to accrual by the City, are property tax, sales tax, special assessments, intergovernmental
revenues, other taxes, interest revenue, rental revenue and certain charges for services. Fines, forfeitures,
licenses and permits and parking meter revenues are not susceptible to accrual because they are usually
not measurable until received in cash. Expenditures are recorded in the accounting period in which the
related fund liability is incurred.
Deferred revenues arise when potential revenues do not meet both the "measurable" and "available"
criteria for recognition in the current period. Deferred revenues also arise when the government receives
resources before it has a legal claim to them, as when grant monies are received prior to incurring
qualifying expenditures. In subsequent periods when both revenue recognition criteria are met or when
the government has a legal claim to the resources, the deferred revenue is removed from the combined
balance sheet and revenue is recognized.
Reconciliation of the Fund Financial Statements to the Government-Wide Financial Statements is
provided to explain the differences created by the integrated approach of GASB Statement No. 34.
Fiduciary Fund Financial Statements
Fiduciary fund financial statements include a Statement of Net Assets. The City's fiduciary funds
represent agency funds. Agency funds do not have a measurement focus, although they do have a basis of
accounting. An accrual basis of accounting is used to record the financial transactions. Agency funds are
custodial in nature (assets equal liabilities) and do not involve measurement of results of operations.
C. Cash, Cash Equivalents and Investments
The City pools its available cash for investment purposes. The City's cash and cash equivalents are
considered to be cash on hand, demand deposits, and short-term investments with original maturity of
three months or less from the date of acquisition. Cash and cash equivalents are combined with
investments and displayed as Cash and Investments.
Deposit and Investment Risk Disclosures - In accordance with GASB Statement No. 40, Deposit and
Investment Disclosures (Amendment of GASB Statement No. 3), certain disclosure requirements, if
applicable, for Deposits and Investment Risks in the following areas:
76
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
36
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
C. Cash, Cash Equivalents and Investments, Continued
• Interest Rate Risk
• Credit Risk
o Overall
o Custodial Credit Risk
o Concentrations of Credit Risk
• Foreign Currency Risk
Other disclosures are specified including use of certain methods to present deposits and investments,
highly sensitive investments, credit quality at year-end and other disclosures.
The City participates in an investment pool managed by the State of California titled Local Agency
Investment Fund (LAIF), which has invested a portion of the pool funds in Structured Notes and Asset
Backed Securities. LAIF's investments are subject to credit risk with the full faith and credit of the State
of California collateralizing these investments. In addition, these Structured Notes and Asset-Backed
Securities are subject to market risk as to change in interest rates.
D. Restricted Cash and Investments
Certain restricted cash and investments are held by a fiscal agent for the redemption of bonded debt and
for acquisition and constitution of capital and special projects.
E. Interfund Transactions
Interfund services provided and used are accounted for as revenue, expenditures or expenses, as
appropriate. Transactions that constitute reimbursements to a fund for expenditures/expenses initially
made from it that are properly applicable to another fund are recorded as expenditures/expenses in the
reimbursed fund. All other interfund transactions, except for interfund services provided and used and
reimbursements, are reported as transfers. Nonrecurring or nonroutine permanent transfers of equity are
reported as residual equity transfers. All other interfund transfers are reported as transfers.
F. Capital Assets
Capital assets, which include land, buildings, improvements, furniture, equipment and infrastructure
assets (e.g., roads, bridges, sidewalks, and similar items), were reported in the applicable governmental
activities in the government-wide financial statements. Capital assets were recorded at historical cost or
estimated historical cost if actual cost was not available. Donated assets were valued at their fair market
value on the date of donation. City policy has set the capitalization threshold for reporting capital assets
at $10,000. The City has chosen the Modified Approach for reporting the streets subsystem of
infrastructure capital assets. Depreciation is recorded on a straight-line basis over the useful lives of the
assets as follows:
Buildings and structures 40 years
Machinery and equipment 5 to 10 years
Infrastructure 15 to 50 years
77
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
37
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
F. Capital Assets, Continued
In June 1999, GASB issued Statement No. 34 which requires the inclusion of infrastructure capital assets
in local governments' basic financial statements. In accordance with Statement No. 34, the City has
included the value of all infrastructures into its basic financial statements.
The City defines infrastructure as the basic physical assets that allow the City to function. The City
defines infrastructure as the basic physical assets including the street system, park and recreation lands
and improvements system; storm water conveyance and drainage system, buildings combined with site
amenities such as parking and landscaping areas used by the City in the conduct of its business. Each
major infrastructure system can be divided into subsystems. For example the street system can be
subdivided into pavement, curb and gutters, sidewalks, medians, streetlights, traffic control devices (signs,
signals and pavement markings), landscaping and land. These subsystems were not delineated in the
basic financial statements. The appropriate operating department maintains information regarding the
subsystems. The City elected to use the Modified Approach as defined by GASB Statement No. 34 for
infrastructure reporting of its streets, concrete and asphalt pavements. The City commissioned a physical
assessment of the streets condition as of June 30, 2005. This condition assessment will be performed
every 2 years. The next condition assessment is scheduled for March 2009. A Pavement Condition Index
(PCI) was assigned to each street segment. The index is expressed in a continuous scale from 0 to 100,
where 0 is assigned to the least acceptable physical condition and 100 is assigned to segments of street
that have the physical characteristics of a new street.
The following conditions were defined:
Condition Rating
Excellent 80 - 100
Very Good 70 - 79
Good 50 - 69
Poor 25 - 49
Very Poor 0 - 24
The City's policy relative to maintaining the street assets is to achieve an average rating of 70 for all street
segments. This acceptable rating allows minor cracking and raveling of the pavement along with minor
roughness that could be noticeable to drivers traveling at the posted speeds. For all other infrastructure
systems, the City elected to use the Basic Approach as defined by GASB Statement No. 34 for
infrastructure reporting. The City commissioned an appraisal of City owned infrastructure and property
as of June 30, 2001, and has completed an internal update for June 30, 2005. This appraisal determined
the original cost, which is defined as the actual cost to acquire new property in accordance with market
prices at the time of first construction/acquisition. Original costs were developed in one of three ways: 1)
historical records; 2) standard unit costs appropriate for the construction/acquisition date; or 3) present
cost indexed by a reciprocal factor of the price increase from the construction/acquisition date to the
current date. The accumulated depreciation, defined as the total depreciation from the date of
construction/acquisition to the current date on a straight line, unrecovered cost method was computed
using industry accepted life expectancies for each infrastructure subsystem. The book value was then
computed by deducting the accumulated depreciation from the original cost.
78
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
38
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
G. Interest Payable
In the government-wide financial statements, interest payable of long-term debt is recognized as an
incurred liability for governmental fund types. The City has not allocated the interest on long-term debt
to departments.
In the fund financial statements, governmental fund types do not recognize the interest payable when the
liability is incurred.
H. Claims Payable
The City records a liability to reflect an actuarial estimate of ultimate uninsured losses for both general
liability claims (including property damage claims) and workers' compensation claims. The estimated
liability for workers' compensation claims and general liability claims includes "incurred but not
reported" (IBNR) claims. There is no fixed payment schedule to pay these liabilities.
I. Compensated Absences
In the government-wide financial statements, compensated absences are recorded as incurred and the
related expenses and liabilities are reported.
In the fund financial statements, compensated absences are recorded as expenditures in the years paid, as
it is the City's policy to liquidate any unpaid compensated absences at June 30 from future resources,
rather than currently available financial resources. Only the amounts which become due at June 30 are
reported in the fund financials statements as a liability.
J. Long- Term Obligations
In the government-wide financial statements, long-term debt and other long-term obligations are reported
as liabilities in the applicable governmental activities. Bond premiums and discounts, as well as issuance
costs, are deferred and amortized over the life of the bonds using the effective interest method. Bonds
payable are reported net of the applicable bond premium or discount. Bond issuance costs are reported as
deferred charges and amortized over the term of the related debt.
In the fund financial statements, governmental fund types recognize bond premiums and discounts, as
well as bond issuance costs, during the current period. The face amount of debt issued is reported as
other financial sources. Premiums received on debt issuance are reported as other financing sources while
discounts on debt issuance reported as other financing uses. Issuance costs, whether or not withheld from
the actual debt proceeds received, are reported as debt service expenditures.
K. Fund Balances
In the fund financial statements, governmental funds report reservations of fund balances for amounts that
are not available for appropriation or are legally restricted by outside parties for use for a specific purpose.
Designations of fund balances represent tentative management plans that are subject to change.
79
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
39
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
K. Fund Balances, Continued
City Council has designated an amount for operations, which it has defined as being equal to the greater
of one-quarter of the total budgeted General Fund appropriations for the current budget year or
$2,808,164. The designation is increased annually by an amount equal to the interest the City earned on
an equivalent amount of cash and investments.
City Council has designated $1,500,000 for economic uncertainty.
CIP designation is for future Capital Improvement Projects.
Community development services designation is for development services that includes zoning
administration, inspection services, and development regulation programs.
Environmental services is designated for the environmental fees collected from surcharges on garbage
bills and tipping fees at the landfills and associated grants related to integrated waste management and
storm water management.
Equipment Replacement is designated for the maintenance and replacement of the City's tools,
equipments, and vehicles.
Information technology is designated for the support, maintenance, replacement and upgrade of existing
computer network.
Facility Improvement is designated for the maintenance and improvement of City's facilities.
L. Net Assets
In the governmental-wide financial statements, net assets are classified in the following categories:
• Invested in Capital Assets, Net of Related Debt - This amount consists of capital assets
net of accumulated depreciation and reduced by outstanding debt that attributed to the
acquisition, construction, or improvement of the assets.
• Restricted Net Assets - This amount is restricted by external creditors, grantors,
contributors, or laws or regulations of other governments.
• Unrestricted Net Assets - This amount is all net assets that do not meet the definition of
"invested in capital assets, net of related debt" or "restricted net assets."
M. Use of Restricted/Unrestricted Net Assets
When an expense is incurred for purposes for which both restricted and unrestricted net assets are
available, the City's policy is to apply restricted net assets first.
80
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
40
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
N. Property Tax and Special Assessments
County tax assessments included secured and unsecured property taxes, and special assessments.
"Unsecured" refers to taxes on personal property. These tax assessments are secured by liens on the
property being taxed.
Revenue is recognized in the period for which the tax and assessment is levied. The County of Santa
Clara levies, bills and collects property taxes for the City, the County remits the entire amount levied and
handles all delinquencies, retaining interest and penalties. Secured and unsecured property taxes are
levied on January 1.
Secured property tax is due in two installments on November 1 and February 1, and becomes a lien on
those dates. It becomes delinquent on December 10 and April 10, respectively. Unsecured property tax is
due on July 1 and becomes delinquent on August 31.
O. Use of Estimates
The preparation of basic financial statements in conformity with generally accepted accounting principles
requires management to make estimates and assumptions that affect certain reported amounts and
disclosures. Accordingly, actual results could differ from those estimates.
P. New GASB Pronouncements
GASB Statement No. 45 - In June 2004, GASB issued Statement No. 45, Accounting and Financial
Reporting by Employers for Post employment Benefits Other Than Pensions. This Statement establishes
standards for the measurement, recognition, and display of other post employment benefits
expense/expenditures and related liabilities (assets), note disclosures, and, if applicable, required
supplementary information (RSI) in the financial reports of State and local governmental employers. This
Statement is not effective for the City until June 30, 2009. The City has not determined its effect on the
financial statements.
GASB Statement No. 48 - In September 2006, GASB issued Statement No. 48, Sales and Pledges of
Receivables and Future Revenues and Intra-Entity Transfers of Assets and Future Revenues. This
Statement addresses accounting and financial reporting standards for transactions where governments
exchange an interest in their expected cash flows from collecting specific receivables or specific future
revenues for immediate cash payments. This Statement establishes criteria and reporting standards
regarding the exchange as either a sale or collateralized borrowing, resulting in a liability. The City has
implemented with no effect on the financial statements.
GASB Statement No. 49 - In November 2006, GASB issued Statement No. 49, Accounting and
Financial Reporting for Pollution Remediation Obligations. This Statement addresses accounting and
financial reporting standards for pollution (including contamination) remediation obligations, which are
obligations to address the current or potential detrimental effects of existing pollution by participating in
pollution remediation activities such as site assessments and cleanups. This Statement is not effective for
the City until June 30, 2009. The City has not determined its effect on the financial statements.
81
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
41
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES, Continued
P. New GASB Pronouncements, Continued
GASB Statement No. 50 - In May 2008, GASB issued Statement No. 50, Pension Disclosures-an
amendment of GASB Statements No. 25 and No. 27. This Statement more closely aligns the financial
reporting requirements for pensions with those for other post employment benefits (OPEB) and, in doing
so, enhances information disclosed in notes to financial statements or presented as required
supplementary information (RSI) by pension plans and by employers that provide pension benefits. The
City has implemented with no significant effect on the financial statements.
GASB Statement No. 51 - In June 2008, GASB issued Statement No. 51, Accounting and Financial
Reporting for Intangible Assets. This Statement establishes accounting and financial reporting standards
for many different types of assets that may be considered intangible assets, including easements, water
rights, timber rights, patents, trademarks, and computer software. This Statement is not effective until
June 30, 2010. The City has not determined its effect on the financial statements.
GASB Statement No. 52 - In November 2007, GASB issued Statement No. 52, Land and Other Real
Estate Held as Investments by Endowments. This Statement establishes consistent standards for the
reporting of land and other real estate held as investments by essentially similar entities. This Statement
is not effective until June 30, 2009. The City has not determined its effect on the financial statements.
GASB Statement No. 53 - In June 2008, GASB issued Statement No. 53, Accounting and Financial
Reporting for Derivative Instruments. This Statement addresses the recognition, measurement, and
disclosure of information regarding derivative instruments entered into by State and local governments.
This Statement is not effective until June 30, 2010. The City has not determined its effect on the financial
statements.
NOTE 2 - CASH AND INVESTMENTS
The City maintains a cash and investment pool, which includes cash balances and authorized investments
of all funds, which the City Treasurer invests to enhance interest earnings. The pooled interest earned is
allocated to the funds based on average month-end cash and investment balances in these funds. The City
has the following cash and investments at June 30, 2008:
GovernmentalFiduciary
Activities Funds Total
Cash and investments 15,698,155$ 38,365$ 15,736,520$
Restricted cash and investments 1,901,682 - 1,901,682
Total 17,599,837$ 38,365$ 17,638,202$
Statement of Net Assets
82
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
42
NOTE 2 - CASH AND INVESTMENTS, Continued
The City's Cash and Investments at June 30, 2008, in more detail:
Cash and cash equivalents:
Petty cash 1,300$
Demand deposit 296,801
Total Cash and Cash Equivalents 298,101
Investments:
Local Agency Investment Fund (LAIF)17,340,076
Total Cash and Investments excluding fiscal agent 17,638,177
Cash and investments with fiscal agents 25
Total Cash and Investments including fiscal agents 17,638,202$
A. Cash Deposits
The carrying amounts of the City's cash deposits were $296,801 at June 30, 2008. Bank balances before
reconciling items were $352,906 at that date. The total amount of which was collateralized or insured
with securities held by the pledging financial institutions in the City's name is discussed below.
The California Government Code requires California banks and savings and loan associations to secure
the City's cash deposits by pledging securities as collateral. This Code states that collateral pledged in
this manner shall have the effect of perfecting a security interest in such collateral superior to those of a
general creditor. Thus, collateral for cash deposits is considered to be held in the City's name.
The market value of pledged securities must equal at least 110 percent of the City's cash deposits.
California law also allows institutions to secure City deposits by pledging first trust deed mortgage notes
that have a value of 150 percent of the City's total cash deposits. The City may waive collateral
requirements for cash deposits which are fully insured up to $100,000 by the Federal Deposit Insurance
Corporation (FDIC). The City, however, has not waived the collateralization requirements.
The City follows the practice of pooling cash and investments of all funds, except for funds required to be
held by fiscal agents under the provisions of bond indentures. Interest income from cash and investments
with fiscal agents is credited directly to the related fund.
83
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
43
NOTE 2 - CASH AND INVESTMENTS, Continued
B. Investments
Under the provisions of the City's investment policy, and in accordance with California Government Code,
the following investments are authorized:
• Securities of the U.S. Government or its agencies.
• Certificates of Deposit (or Time Deposits) placed with commercial banks and/or savings
and loan companies.
• Negotiable Certificates of Deposit.
• California Local Agency Investment Fund.
• Investment-grade obligations of State, local governments or public authorities.
• Money market mutual funds.
• Passbook savings account and demand deposits.
The City has complied with the provisions of GASB Statement No. 31, Accounting and Financial
Reporting for Certain Investments and for External Investments Pools. The City's investments are
recorded at fair value.
C. External Investment Pool
The City's investments with LAIF at June 30, 2008, include a portion of the pool funds invested in
Structured Notes and Asset-Backed Securities. These investments include the following:
• Structured Notes - debt securities (other than asset-backed securities) whose cash flow
characteristics (coupon rate, redemption amount, or stated maturity) depend upon one or
more indices and/or that have embedded forwards or options.
• Asset-Backed Securities - the bulk of which are mortgage-backed securities, entitle their
purchasers to receive a share of the cash flows from a pool of assets such as principal and
interest repayments from a pool of mortgages (such as CMO's) or credit card receivables.
LAIF is overseen by the Local Agency Investment Advisory Board, which consists of five members, in
accordance with State statute.
As of June 30, 2008, the City had $17,340,076 invested in LAIF which had invested 2.29 percent of the
pool investment funds in Structured Notes and Asset-Backed Securities. The LAIF fair value factor of
0.99950219 was used to calculate the fair value of the investments in LAIF.
84
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
44
NOTE 2 - CASH AND INVESTMENTS, Continued
D. Risk Disclosures
Interest Rate Risk
The City's investment policy does not limit investment maturities as a means of managing its exposure to
fair value losses arising from increasing interest rates. At June 30, 2008, the City had the following:
Investment
Maturities in Years
Fair Less Than
Value One Year
State of California - Local Agency Investment Fund (LAIF)17,340,076$ 17,340,076$
Credit Risk
As of June 30, 2008, the City's investments in external investment pools are unrated.
Custodial Credit Risk
For an investment, custodial credit risk is the risk that, in the event of the failure of the counterparty, the
City will not be able to recover the value of its investments or collateral securities that are in the
possession of an outside party. Of the City's investments, $25 of securities is held by the investment's
counterparty, the trustee for the bonds, not in the name of the City as of June 30, 2008.
NOTE 3 - LOANS RECEIVABLE
The City had the following loans receivable as of June 30, 2008:
Balance BalanceDue withinDue more
July 1, 2007AdditionsDeletionsJune 30, 2008One YearThan 1 Year
Housing Rehabilitation
Loan Program 112,780$ -$ (14,444)$ 98,336$ 13,333$ 85,003$
T
he City administers a housing rehabilitation program called the Saratoga Housing Assistance and
Rehabilitation Program (SHARP) using Housing and Community Development Act funds. Under the
SHARP, individuals with incomes below a certain level and corporations building rental housing for low
and-moderate income tenants are eligible to receive low interest loans, secured by deeds of trust, for
construction work on their properties. Federal funds received by the City are deposited with a
commercial bank. Upon approval of loans, the bank disburses the funds, arranges for and collects
repayments.
At June 30, 2008, the City had outstanding SHARP loans of $98,336.
In the Governmental Fund Financial Statements, these loans have been offset by deferred revenue as they
are not expected to be repaid immediately.
In the Government-Wide Financial Statements, the amount of deferred revenue was recognized as
revenues.
85
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
45
NOTE 4 - FUND FINANCIAL STATEMENTS INTERFUND TRANSACTIONS
Transfers In/Out
Transfers for the year ended June 30, 2008, were as follows:
Other
GeneralCapitalGovernmental
Transfers Out FundImprovementFundsTotal
General Fund -$ 1,197,719$ -$ 1,197,719$
Capital Improvement 141,554 - - 141,554
Other Governmental Funds 30,010 835,977 35,554 901,541
Total 171,564$ 2,033,696$ 35,554$ 2,240,814$
Transfers In
The above transfers resulted from the normal course of the City's operations.
86
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
46
NOTE 5 - CAPITAL ASSETS
Capital assets activity for the year ended June 30, 2008, consisted of the following:
Balance Balance
July 1, 2007AdditionsRetirementsReclassificationJune 30, 2008
Governmental Activities:
Capital assets, not being depreciated:
Land 9,887,095$ -$ -$ -$ 9,887,095$
Construction in process 4,798,318 3,338,917 - (392,364) 7,744,871
Infrastructure:
Street pavement system 45,241,465 - - 3,084,574 48,326,039
Total Capital Assets, not
being depreciated 59,926,878 3,338,917 - 2,692,210 65,958,005
Capital assets, being depreciated:
Buildings and structures 23,066,577 - - - 23,066,577
Machinery and equipment 1,835,003 125,112 - - 1,960,115
Infrastructure:
Bridges 1,563,654 - - - 1,563,654
Signs and lights 1,124,376 - - 207,013 1,331,389
Drainage system 39,855,914 - - 14,679 39,870,593
Sidewalks 14,578,824 - - (2,913,902) 11,664,922
Total capital assets,
being depreciated 82,024,348 125,112 - (2,692,210) 79,457,250
Accumulated depreciation:
Buildings and structures (3,836,846) (490,653) - - (4,327,499)
Machinery and equipment (1,389,093) (100,802) - - (1,489,895)
Infrastructure:
Bridges (917,175) 763 - - (916,412)
Signs and lights (640,165) (27,040) - - (667,205)
Drainage system (9,686,922) (1,046,291) - - (10,733,213)
Sidewalks (3,488,779) (379,101) - - (3,867,880)
Total accumulated depreciation(19,958,980) (2,043,124) - - (22,002,104)
Total capital assets,
being depreciated, net 62,065,368 (1,918,012) - (2,692,210) 57,455,146
Governmental Activities
Capital Assets, Net 121,992,246$ 1,420,905$ -$ -$ 123,413,151$
Primary Government
Depreciation Expense by Function:
General Government 1,420,223$
Public Works 599,231
Community Services 21,655
Community Development 2,015
Total Depreciation Expense 2,043,124$
87
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
47
NOTE 5 - CAPITAL ASSETS, Continued
In accordance with GASB Statement No. 34, the City has reported all capital assets including
infrastructure in the Government-Wide Statement of Net Assets. The City elected to use the "Modified
Approach" as defined by GASB Statement No. 34 for infrastructure reporting for its pavement system.
As a result, no accumulated depreciation or depreciation expense has been recorded for this system. A
more detailed discussion of the "Modified Approach" is presented in the Required Supplementary
Information section of this report. All other capital assets including other infrastructure systems were
reported using the Basic Approach whereby accumulated depreciation and depreciation expense have
been recorded.
NOTE 6 – LONG-TERM DEBT
A summary of the City's long-term debt transactions for the year ended June 30, 2008, is presented below:
Balance BalanceDue WithinDue In More
DescriptionJuly 1, 2007AdditionsRetirementsJune 30, 2008One Yearthan One Year
General Obligation Bonds:
2001 Library Bonds13,890,000$ -$ (295,000)$ 13,595,000$ 310,000$ 13,285,000$
Compensated absences464,753 23,846 - 488,599 139,426 349,173
Total 14,354,753$ 23,846$ (295,000)$ 14,083,599$ 449,426$ 13,634,173$
Classification
General Obligation 2001 Library Bonds - Original Issue $15,000,000
On May 1, 2001, the City issued General Obligation Bonds Series 2001 in the amount of $15,000,000.
The proceeds of the bonds were used to improve, renovate, and expand the Saratoga Community Library.
The bonds are payable from and secured by certain property taxes within the City. Interest on the bonds
ranges from 5 percent to 6 percent and is payable on February 1 and August 1 of each year, commencing
February 1, 2002. Principal is due annually beginning on August 1, 2002, in amounts ranging from
$60,000 to $940,000. The bonds mature on August 1, 2031, and are subject to redemption prior to
maturity at redemption prices ranging from 100 percent to 101 percent of par. The bonds may be called
for redemption beginning on or after August 1, 2011, at the option of the City. At June 30, 2008, the
outstanding balance of the bonds was $13,595,000.
The annual debt service requirements on these bonds are as follows:
Year Ended PrincipalInterestTotal
2009 310,000$ 702,756$ 1,012,756$
2010 330,000 683,556 1,013,556
2011 350,000 663,156 1,013,156
2012 370,000 641,556 1,011,556
2013 395,000 620,581 1,015,581
2014-2018 2,205,000 2,782,656 4,987,656
2019-2023 2,685,000 2,176,806 4,861,806
2024-2028 3,465,000 1,387,841 4,852,841
2029-2033 3,485,000 377,606 3,862,606
Total 13,595,000$ 10,036,516$ 23,631,516$
88
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
48
6. LONG-TERM DEBT, Continued
Compensated Absences
The City's liability for vested and unpaid compensated absences (accrued vacation and sick pay) has been
accrued and amounts to $488,599 at June 30, 2008. The compensated absences liability will generally be
liquidated through the General Fund.
NOTE 7 - RISK MANAGEMENT
The City participates in the following public entity risk pools:
ABAG Plan Corporation (ABAG PLAN) covers general liability claims in an amount up to $7,000,000.
The City has a deductible or uninsured liability of up to $25,000 per claim. Once the City's deductible is
met ABAG PLAN becomes responsible for payment of all claims up to the limit. During the fiscal year
ended June 30, 2008, the City contributed $130,951 for current year coverage and received no refund of
prior year excess contributions.
The ABAG Workers' Compensation Pool Insurance Authority (ABAG POOL) covers workers'
compensation claims up to the statutory limit. The City has no deductible for these claims. During the
fiscal year ended June 30, 2008, the City contributed $189,811 for current year coverage.
The City's contributions to each risk pool equal the ratio of the City's payroll to the total payrolls of all
entities participating in the same layer of each program, in each program year. Actual surpluses or losses
are shared according to a formula developed from overall loss costs and spread to member entities on a
percentage basis after a retrospective rating. There have been no significant reductions of insurance
settlements that exceeded insurance coverage for the past three years.
The workers' compensation and general liability claims payable of $59,908 reported at June 30, 2008, are
based on the requirements of GASB Statement No. 10, which requires that a liability for claims be
reported if information prior to the issuance of the basic financial statements indicates that it is probable
that a liability has been incurred at the date of the basic financial statements and the amount of the loss
can be reasonably estimated. Changes in the claims liability amounts were as follows:
Fiscal Year
Claims and
Claims PayableChanges inClaimsClaims Payable
Year Ended July 1, 2007EstimatesPaymentsJune 30, 2008
2006 -$ 92,957$ -$ 92,957$
2007 92,957$ -$ (54,262)$ 38,695$
2008 38,695$ 21,213$ -$ 59,908$
The General Fund has been used in the prior years to liquidate the liability for claims and judgments.
Each risk pool is governed by a board consisting of representatives from member municipalities. The
board controls the operations of each risk pool, including selection of management and approval of
operating budgets, independent of any influence by member municipalities beyond their representation on
the Board.
89
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
49
NOTE 7 - RISK MANAGEMENT, Continued
The following represents summary audited financial information of ABAG Plan Corporation for the fiscal
year ended June 30, 2007 (most recent available):
Total Assets 43,306,059$
Total Liabilities 20,606,784$
Net Assets 22,699,275$
Total Revenues 8,368,584$
Total Expenses 9,211,526$
Net Decrease in Net Assets (377,217)$
The following represents summary audited financial information of ABAG Comp Shared Risk Pool for
the fiscal year ended June 30, 2008:
Total Assets 5,531,065$
Total Liabilities 3,443,668$
Net Assets 2,087,397$
Total Revenues 17,528,967$
Total Expenses 17,171,720$
Net Increase in Net Assets 357,247$
Audited financial information for each risk pool may be obtained from ABAG at P.O. Box 2089, Oakland,
California 94604-2089.
NOTE 8 - RETIREMENT PLANS
Pension Plan
Plan Description - The City contributes to the California Public Employees' Retirement System
(CalPERS), a cost-sharing multiple-employer defined benefit plan. CalPERS provide retirement and
disability benefits, annual cost-of-living adjustments, and death benefits to plan members and
beneficiaries. CalPERS act as a common investment and administrative agent for participating public
entities within the State of California. Benefit provisions and all other requirements are established by
State statute and City ordinance. Copies of CalPERS' annual financial report may be obtained from their
Executive Office located at 400 P Street, Sacramento, California 95811.
90
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
50
NOTE 8 - RETIREMENT PLANS, Continued
Funding Policy - Active plan members are required by State statute to contribute for miscellaneous
employees 7 percent (7%) of their annual covered salary. The City employer makes the contributions
required of City employees on their behalf and for their account, which amounted to $358,139 for the
year ended June 30, 2008. The City employer is required to contribute for fiscal year 2007/08 at an
actuarially determined rate of 11.73 percent of annual covered payroll for miscellaneous employees.
Annual Pension Cost - For fiscal year 2007/08, the City's annual pension cost was $538,526. The
required contribution was determined as part of the June 30, 2005, actuarial valuation using the entry age
normal actuarial cost method. The actuarial assumptions included (a) 12 percent (12%) investment rate of
return (net of administrative expenses), (b) projected annual salary increases ranging from 3.25 percent to
14.45 percent for miscellaneous employees depending on age, service, and type of employment, and (c)
3.25 percent per year payroll growth adjustments. Both (a) and (b) included an inflation component of
3.00 percent. The actuarial value of CalPERS assets was determined using techniques that smooth the
effects of short-term volatility in the market value of investments over a three-year period. CalPERS
unfunded actuarial accrued liability (or surplus) is amortized as a level percentage of projected payroll on
a closed basis. The amortization period at June 30, 2005, was 20 years for miscellaneous employees for
prior and current service unfunded liability.
Three-Year Annual Pension Costs Trend Information for CalPERS
Annual
Pension CostAPCNet Pension
Fiscal Year (APC)ContributedObligation
2006 397,304$ 100%-$
2007 465,232 100%-
2008 538,526 100%-
NOTE 9 - NET ASSETS
A. Investment in Capital Assets, Net of Related Debt
As of June 30, 2008, the investment in capital assets, net of related debt consisted of the following:
Capital assets, net 123,413,151$
2001 General Obligation Library Bonds (13,595,000)
Investment in Capital Assets, Net of Related Debt 109,818,151$
B. Restricted Net Assets
As of June 30, 2008, the restricted net assets consisted of the following:
CapitalDebtSpecial
ProjectsServiceProjectsTotal
Restricted net assets 4,768,478$ 853,619$ 318,143$ 5,940,240$
Restricted For
91
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
51
NOTE 10 - JOINT POWERS AGREEMENTS
The City is a member of the Santa Clara County Traffic Authority (Traffic Authority), which consists of
various cities in the San Francisco Bay area.
The Traffic Authority was formed in 1985, by a joint exercise of powers agreement between the County
of Santa Clara and the cities of Santa Clara County for the purpose of financing highway capital
improvements within the County to serve transportation needs. Financial statements may be obtained
from the Traffic Authority at 1754 Technology Drive, Suite 224, San Jose, California 95110.
The City is also a member of other Joint Powers Authorities (JPA) but has had no material transactions
with them. These JP A's are governed by boards consisting of representatives from their members. The
boards control the operations of each JP A, including selection of management and approval of operating
budgets, independent of any influence by its members beyond their representation on the board.
NOTE 11 - EXCESS EXPENDITURES OVER APPROPRIATIONS
There were no excess of expenditures over appropriations in individual funds during the fiscal year 2008-
2009.
NOTE 12 - COMMITMENTS AND CONTINGENCIES
A. Lawsuits
The City is presently involved in certain matters of litigation that have arisen in the normal course of
conducting City business. City management believes, based upon consultation with the City Attorney,
that these cases, in the aggregate, are not expected to result in a material adverse financial impact on the
City. Additionally, City management believes that the City's insurance programs are sufficient to cover
any potential losses should an unfavorable outcome materialize.
B. Federal and State Grant Programs
The City participates in Federal and State grant programs. These programs are audited by the City's
independent accountants in accordance with the provisions of the Federal Single Audit Act Amendments
of 1996 and applicable State requirements. No cost disallowance is expected as a result of these audits;
however, these programs are subject to further examination by the grantors. Expenditures which may be
disallowed, if any, by the granting agencies, cannot be determined at this time. The City expects such
amounts, if any, to be immaterial.
92
CITY OF SARATOGA
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 2008
52
NOTE 12 - COMMITMENTS AND CONTINGENCIES, Continued
C. Commitments
The City had several outstanding contracts or planned construction projects as of June 30, 2008. These
projects are evidenced by contractual commitments with contractors and include:
OriginalCommitment
Vendor CommitmentRemaining
George Bianci Construction 598,747$ 57,811$
Town of Los Gatos 90,000 49,200
G, Bartolotto& Co 773,667 84,573
Schaaf & Wheeler Corporation 6,000 2,019
Colony Landscape Maintenance 195,000 8,645
Solectric Electric Contractors 14,100 4,020
Cal-West Lighting & Signal 9,600 9,600
MPA Design, Inc 68,000 13,656
Furlo & Furlo 30,000 22,242
Metro PCS 11,473 11,473
CRW Industries 838,080 299,456
2,634,667$ 562,695$
As of June 30, 2008, in the opinion of City management, there were no additional outstanding matters
that would have a significant effect on the financial position of the funds of the City.
93
53
REQUIRED SUPPLEMENTARY INFORMATION
94
54
95
CITY OF SARATOGA
REQUIRED SUPPLEMENTARY INFORMATION
FOR THE YEAR ENDED JUNE 30, 2008
55
NOTE 1 - BUDGETARY INFORMATION
Through the budget, the City Council sets the direction of the City, allocates its resources and establishes
its priorities. The Annual Budget assures the efficient and effective uses of the City's economic resources,
as well as establishing that the highest priority objectives are accomplished.
The Annual Budget serves from July 1 to June 30, and is a vehicle that accurately and openly
communicates these priorities to the community, businesses, vendors, employees, and other public
agencies. Additionally, it establishes the foundation of effective financial planning by providing resource
planning, performance measures and controls that permit the evaluation and adjustment of the City's
performance. The City does not adopt an annual budget for the Capital Improvement Capital Projects
Fund. The Capital Improvement Capital Projects Fund is budgeted on the project length basis. The City
adopts an annual budget for Park Development and Library Expansion Capital Projects funds.
The City follows these procedures in establishing the budgetary data reflected in the basic financial
statements:
a. The City Manager submits to the City Council a proposed operating budget for the fiscal year
commencing the following July 1. The operating budget includes proposed expenditures and the
means of financing them.
b. Public hearings are conducted to obtain taxpayer comments.
c. The budget is legally enacted through passage of a resolution.
d. The City Manager may authorize transfers of budget amounts within a fund. However, any
revisions that increase the total budgeted expenditures of any fund must be approved by the City
Council. Expenditures may not legally exceed budgeted appropriations at the fund level without
City Council approval.
e. Formal budgetary integration in the form of legally adopted budgets is employed as a
management control device for all funds except the agency funds. Budgets are adopted on a basis
consistent with generally accepted accounting principles. Budgeted expenditures reported are as
amended by supplemental appropriations of the City Council.
Encumbrance accounting, under which purchase orders, contracts, and other commitments for the
expenditure of monies are recorded in order to reserve that portion of the applicable appropriation, is
employed as an extension of formal budgetary integration in the General, special revenue and capital
projects funds. Unexpended and unencumbered appropriations of these governmental funds
automatically lapse at the end of the fiscal year.
96
CITY OF SARATOGA
REQUIRED SUPPLEMENTARY INFORMATION
FOR THE YEAR ENDED JUNE 30, 2008
56
NOTE 1 - BUDGETARY INFORMATION, Continued
The following are the budget comparison schedules for General Fund.
Budget Comparison Schedule, General Fund
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING 5,348,374$ 6,284,272$ 9,161,279$ 2,877,007$
RESOURCES (INFLOWS):
Property taxes 7,503,000 7,503,000 7,922,815 419,815
Other local taxes 1,483,100 1,483,100 1,831,227 348,127
Licenses & permits 1,416,740 1,416,740 1,670,769 254,029
Fines & forfeiture 230,000 230,000 343,744 113,744
Intergovernmental - State 364,000 400,000 321,908 (78,092)
Intergovernmental -Other 25,544 25,544 69,834 44,290
Franchise fees 1,599,335 1,599,335 1,621,518 22,183
Use of money and property 782,350 782,350 878,932 96,582
Other revenue 43,200 83,800 163,261 79,461
Charges for services 4,879,719 4,934,719 3,999,147 (935,572)
Transfer in 195,761 618,330 171,564 (446,766)
Amount available for appropriation 23,871,123 25,361,190 28,155,998 2,794,808
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Current:
General and intergovernmental services5,017,735 5,171,225 4,082,504 1,088,721
Public safety 4,160,259 4,160,259 4,165,945 (5,686)
Environmental services 465,035 465,035 440,683 24,352
Public works 3,929,652 3,944,652 3,869,812 74,840
Community services 1,394,828 1,394,828 1,254,633 140,195
Community development services 2,298,881 2,298,881 2,025,433 273,448
Capital outlay 888,311 888,311 722,653 165,658
Transfer out 400,000 1,050,321 1,197,719 (147,398)
Total charges to appropriations 13,536,966 19,373,512 17,759,382 1,614,130
FUND BALANCES - ENDING 10,334,157$ 5,987,678$ 10,396,616$ 4,408,938$
Budgeted Amounts
97
CITY OF SARATOGA
REQUIRED SUPPLEMENTARY INFORMATION
FOR THE YEAR ENDED JUNE 30, 2008
57
NOTE 2 - MODIFIED APPROACH FOR CITY STREETS INFRASTRUCTURE CAPITAL
ASSETS
In accordance with GASB Statement No. 34, the City is required to account for and report infrastructure
capital assets. The City defines infrastructure as the basic physical assets that allow the City to function
and those resources utilized primarily by the public and provides future economic benefits for a minimum
of two years. Infrastructure can be defined as assets that are immovable and of value only to the
government. Major infrastructure system includes the street system, park and recreation lands and
improvements system; storm water conveyance and drainage system, buildings combined with site
amenities such as parking and landscaping areas used by the City in the conduct of its business. Each
major infrastructure system can be divided into subsystems. For example, the street system can be
divided into concrete and asphalt pavements, concrete curb and gutters, sidewalks, medians, streetlights,
traffic control devices (signs, signals and pavement markings), landscaping and land. Subsystem detail is
not presented in these basic financial statements; however, the City maintains detailed information on
these subsystems.
The City has elected to use the "Modified Approach" as defined by GASB Statement No. 34 for
infrastructure reporting for its Streets Pavement System. Under GASB Statement No. 34, eligible
infrastructure capital assets are not required to be depreciated under the following requirements:
• The City manages the eligible infrastructure capital assets using an asset management
system with characteristics of (1) an up-to-date inventory; (2) perform condition
assessments and summarize the results using a measurement scale; and (3) estimate
annual amount to maintain and preserve at the established condition assessment level.
• The City documents that the eligible infrastructure capital assets are being preserved
approximately at or above the established and disclosed condition assessment level.
The City commissioned a physical assessment of the streets conditions as of June 30, 2007. The study
assists the City by providing current inspection data used to evaluate current pavement condition. This
helps to maintain a City-defined desirable level of pavement performance while optimizing the
expenditure of limited fiscal resources. The entire pavement network within the City is composed of
approximately 140 centerline miles of pave surfaces. The City's road system can be grouped by function
class and includes 23.4 centerline miles of arterial, 23.3 centerline miles of collector, and 93.3 miles as
residential.
A visual survey of all pavement segments was conducted to assess the existing surface condition of each
of the individual pavement segments. Upon completion of the study, a Pavement Condition Index (PCI)
was calculated for each segment in the City's pavement network to reflect the overall pavement condition.
Rating between 0 and 100, a PCI of 0 would correspond to a badly deteriorated pavement with virtually
no remaining life. A PCI of 100 would correspond to a pavement with proper engineering design and
construction at the beginning of its life cycle.
98
CITY OF SARATOGA
REQUIRED SUPPLEMENTARY INFORMATION
FOR THE YEAR ENDED JUNE 30, 2008
58
NOTE 2 - MODIFIED APPROACH FOR CITY STREETS INFRASTRUCTURE CAPITAL
ASSETS, Continued
The following conditions were defined:
Condition Rating
Excellent 80 - 100
Very Good 70 - 79
Good 50 - 69
Poor 25 - 49
Very Poor 0 - 24
The City's policy is to achieve an average rating of 70 for all streets, which is a very good rating. This
rating allows minor cracking and raveling of the pavement along with minor roughness that could be
noticeable to drivers traveling at the posted speeds. As of June 30, 2008, the City's street system was
rated at a PCI index of 70 on the average with the detail condition as follows:
Percent of
Condition Streets
Excellent to Good 86%
Poor 13%
Very Poor 1%
The City expended $1,691,466 on street maintenance for the year ended June 30, 2008. These routine
maintenance expenditures delayed deterioration. The budget required to maintain and improve the
current level of overall condition through the year 2011 is a minimum of $6,000,000. ($2,000,000
projected budget each year for the years ending June 30, 2009, 2010 and 2011.)
A schedule of estimated annual amount calculated to maintain and preserve its streets at the current level
compared to actual expenditures for street maintenance for the last five years is presented below:
Fiscal ActualGeneralGas TaxTotalPCI
YearBudgetExpendituresFundFundFundedIndex
2000-012,520,255$ 801,160$ 205,309$ 595,851$ 801,160$ -
2001-023,529,420 2,214,717 1,631,855 582,862 2,214,717 -
2002-032,207,922 1,553,674 974,514 579,160 1,553,674 -
2003-041,961,844 1,489,667 907,327 582,340 1,489,667 70
2004-051,800,000 2,609,648 1,478,216 1,131,432 2,609,648 70
2005-061,156,547 1,030,382 353,652 676,730 1,030,382 70
2006-072,026,404 1,156,889 19,899 970,818 990,717 70
2007-082,246,152 1,691,466 1,252,709 438,757 1,691,466 70
Funded By
As of August 2008, approximately 40 percent of the City's streets were rated below the average standard
of 70. The City will continue to rehabilitate these segments of the streets. Total deficiencies (deferred
maintenance) identified in the Pavement Management System at the end of a five-year period (2007-2011)
amounted to approximately $11,600,000 for all streets with an expected annual budget of $1,000,000.
99
59
SUPPLEMENTARY INFORMATION
100
60
101
NON-MAJOR GOVERNMENTAL FUNDS
61
Special Revenue Funds
Streets and Roads - This fund, closed in FY 2007/08, accounted for revenues and expenditures received
from the Federal Government, under I.S.T.E.A. and State, Street and Highway Code Sections 2105, 2106,
2107, and 2107.5. The allocations are to be spent for street maintenance or repairs; a limited amount may
be spent for engineering.
Lighting and Landscaping Assessment District - This fund accounts for revenues and expenditures
associated with development of the City.
Community Development Block Grant - This fund accounts for grant funds received from the Federal
Government for the purpose of developing viable urban communities and for the City's rehabilitation loan
program.
Debt Service Fund
Library Bond - Santa Clara County lease revenues are accumulated in this fund to pay annual principal
and interest payments on the 2001 Library Bond.
Capital Projects Funds
Park Development - This fund, closed in FY 2007/08, accounted for resources used for the acquisition
and construction of major capital facilities by the City, primarily the acquisition and construction of
various City parks.
Library Expansion - This fund accounts for resources used for the construction of the City's library.
102
CITY OF SARATOGA
COMBINING BALANCE SHEET
NON-MAJOR GOVERNMENTAL FUNDS
JUNE 30, 2008
62
Lighting andCommunity
LandscapingDevelopment
StreetsAssessmentBlock
and RoadsDistrictGrant
ASSETS
Restricted cash and investments -$ 228,689$ 83,454$
Receivables:
Accounts - 963 24,040
Interest - 2,302 827
Loans - - 98,336
Total Assets -$ 231,954$ 206,657$
LIABILITIES AND FUND BALANCES
Liabilities:
Accounts payable -$ 22,132$ -$
Deferred Revenue - - 98,336
Total Liabilities - 22,132 98,336
Fund Balances:
Reserved for:
Debt service - - -
Unreserved, undesignated, reported in:
Special revenues funds - 209,822 108,321
Capital projects funds - - -
Total Fund Balances - 209,822 108,321
Total Liabilities and Fund Balances -$ 231,954$ 206,657$
Special Revenue
103
63
Debt Service
Total
Other
LibraryParkLibraryGovernmental
BondDevelopmentExpansionFunds
845,505$ -$ 690,867$ 1,848,515$
4,100 - - 29,103
4,014 - 3,062 10,205
- - - 98,336
853,619$ -$ 693,929$ 1,986,159$
-$ -$ -$ 22,132$
- - - 98,336
- - - 120,468
853,619 - - 853,619
- - - 318,143
- - 693,929 693,929
853,619 - 693,929 1,865,691
853,619$ -$ 693,929$ 1,986,159$
Capital Projects
104
CITY OF SARATOGA
COMBINING STATEMENT OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
NON-MAJOR GOVERNMENTAL FUNDS
FOR THE YEAR ENDED JUNE 30, 2008
64
Lighting andCommunity
LandscapingDevelopment
StreetsAssessmentBlock
and RoadsDistrictGrant
REVENUES:
Property taxes -$ 453,173$ -$
Intergovernmental - State - 2,180 -
Intergovernmental - Other - - 50,564
Use of money and property - 12,913 4,288
Other - - 14,444
Total Revenues - 468,266 69,296
EXPENDITURES:
Current:
Public works - 406,520 -
Community services - - -
Debt service:
Principal - - -
Interest and fiscal charges - - -
Total Expenditures - 406,520 -
REVENUES OVER (UNDER) EXPENDITURES - 61,746 69,296
OTHER FINANCING SOURCES (USES):
Transfers in - - -
Transfers out (438,337) (168,000) (50,564)
Total Other Financing Sources (Uses)(438,337) (168,000) (50,564)
Net Change in Fund Balances (438,337) (106,254) 18,732
FUND BALANCES:
Beginning of year 438,337 316,076 89,589
End of year -$ 209,822$ 108,321$
Special Revenue
105
65
Debt Service
Total
Other
LibraryParkLibraryGovernmental
BondDevelopmentExpansionFunds
1,067,447$ -$ -$ 1,520,620$
45,067 - - 47,247
- - - 50,564
10,489 - 17,158 44,848
- - - 14,444
1,123,003 - 17,158 1,677,723
- - - 406,520
- - 7,782 7,782
295,000 - - 295,000
720,941 - - 720,941
1,015,941 - 7,782 1,430,243
107,062 - 9,376 247,480
- 35,554 - 35,554
- (244,640) - (901,541)
- (209,086) - (865,987)
107,062 (209,086) 9,376 (618,507)
746,557 209,086 684,553 2,484,198
853,619$ -$ 693,929$ 1,865,691$
Capital Projects
106
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
STREETS AND ROADS SPECIAL REVENUE FUND
FOR THE YEAR ENDED JUNE 30, 2008
66
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING (1,067,200)$ (848,000)$ 438,337$ 1,286,337$
Amount Available for Appropriation (1,067,200) (848,000) 438,337 1,286,337
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Current:
Transfers out - - 438,337 (438,337)
Total Charges to Appropriations - - 438,337 (438,337)
FUND BALANCES - ENDING (1,067,200)$ (848,000)$ -$ 848,000$
Budgeted Amounts
107
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT
SPECIAL REVENUE FUND
FOR THE YEAR ENDED JUNE 30, 2008
67
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING (5,054)$ 48,353$ 316,076$ 267,723$
RESOURCES (INFLOWS):
Property taxes 441,649 444,849 453,173 8,324
Intergovernmental - State - - 2,180 2,180
Use of money and property - - 12,913 12,913
Amount Available for Appropriation 436,595 493,202 784,342 291,140
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Current:
Public works 527,362 530,562 406,520 124,042
Transfer out - 120,000 168,000 (48,000)
Total Charges to Appropriations 527,362 650,562 574,520 76,042
FUND BALANCES - ENDING (90,767)$ (157,360)$ 209,822$ 367,182$
Budgeted Amounts
108
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
COMMUNITY DEVELOPMENT BLOCK GRANT SPECIAL REVENUE FUND
FOR THE YEAR ENDED JUNE 30, 2008
68
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING 96,618$ 131,915$ 89,589$ (42,326)$
RESOURCES (INFLOWS):
Use of money and property - - 4,288 4,288
Other - - 14,444 14,444
Transfer in 208,399 208,399 50,564 (157,835)
Amount Available for Appropriation 305,017 340,314 158,885 (181,429)
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Current:
Transfer out 516,787 516,787 50,564 466,223
Total Charges to Appropriations 516,787 516,787 50,564 466,223
FUND BALANCES - ENDING (211,770)$ (176,473)$ 108,321$ 284,794$
Budgeted Amounts
109
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
LIBRARY BOND DEBT SERVICE FUND
FOR THE YEAR ENDED JUNE 30, 2008
69
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING 633,000$ 721,913$ 746,557$ 24,644$
RESOURCES (INFLOWS):
Property taxes 1,015,906 1,015,906 1,067,447 51,541
Intergovernmental - State - - 45,067 45,067
Use of money and property - - 10,489 10,489
Amount Available for Appropriation 1,648,906 1,737,819 1,869,560 131,741
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Debt service:
Principal 295,000 295,000 295,000 -
Interest and fiscal charges 726,106 726,106 720,941 5,165
Total Charges to Appropriations 1,021,106 1,021,106 1,015,941 5,165
FUND BALANCES - ENDING 627,800$ 716,713$ 853,619$ 136,906$
Budgeted Amounts
110
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
PARK DEVELOPMENT CAPITAL PROJECTS FUND
FOR THE YEAR ENDED JUNE 30, 2008
70
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING 72,200$ 198,699$ 209,086$ 10,387$
RESOURCES (INFLOWS):
Transfer in - - 35,554 35,554
Amount Available for Appropriation 72,200 198,699 244,640 45,941
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Transfer out 190,280 190,280 244,640 (54,360)
Total Charges to Appropriations 190,280 190,280 244,640 (54,360)
FUND BALANCES - ENDING (118,080)$ 8,419$ -$ (8,419)$
Budgeted Amounts
111
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
LIBRARY EXPANSION CAPITAL PROJECTS FUND
FOR THE YEAR ENDED JUNE 30, 2008
71
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING 785,400$ 683,921$ 684,553$ 632$
RESOURCES (INFLOWS):
Use of money and property 15,000 15,000 17,158 2,158
Amount Available for Appropriation 800,400 698,921 701,711 2,790
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Current:
Community services 57,000 57,000 7,782 49,218
Total Charges to Appropriations 57,000 57,000 7,782 49,218
FUND BALANCES - ENDING 743,400$ 641,921$ 693,929$ 52,008$
Budgeted Amounts
112
72
113
FIDUCIARY FUND FINANCIAL STATEMENTS
73
Agency Funds
Cable T. V. Trust - This fund accounts for funds of the Saratoga Community Access T.V. Foundation.
Assessment Districts Bonds - This fund accumulates the monies for payment of bonds for Village
Parking Districts No. 2 and No. 3, the Leonard Road Improvement District and the Saratoga Public
Financing Authority which is financed by assessments placed on the County tax roll.
114
CITY OF SARATOGA
COMBINING STATEMENT OF FIDUCIARY NET ASSETS
AGENCY FUNDS
JUNE 30, 2008
74
Total
Cable T.V.AssessmentAgency
TrustDistrict BondsFunds
ASSETS
Cash and investments 38,365$ -$ 38,365$
Interest receivable 296 - 296
Total Assets 38,661$ -$ 38,661$
LIABILITIES
Deposits payable 38,661$ -$ 38,661$
115
CITY OF SARATOGA
COMBINING STATEMENT OF CHANGES IN ASSETS AND LIABILITIES
AGENCY FUNDS
FOR THE YEAR ENDED JUNE 30, 2008
75
Balance Balance
July 1, 2007AdditionsDeductionsJune 30, 2008
Cable T.V. Trust
Assets:
Cash and investments 63,882$ 4,483$ (30,000)$ 38,365$
Accounts receivable 152 - (152) -
Interest receivable 829 296 (829) 296
Total Assets 64,863$ 4,779$ (30,981)$ 38,661$
Liabilities:
Deposits payable 64,863$ 4,779$ (30,981)$ 38,661$
Assessment District Bonds
Assets:
Cash and investments 1,230$ -$ (1,230)$ -$
Liabilities:
Deposits payables 1,230$ -$ (1,230)$ -$
Total Agency Funds
Assets:
Cash and investments 65,112$ 4,483$ (31,230)$ 38,365$
Accounts receivable 152 - (152) -
Interest receivable 829 296 (829) 296
Total Assets 66,093$ 4,779$ (32,211)$ 38,661$
Liabilities:
Deposits payable 66,093$ 4,779$ (32,211)$ 38,661$
116
76
117
CAPITAL ASSETS
USED IN THE OPERATION OF GOVERNMENTAL FUNDS
77
118
78
119
CITY OF SARATOGA
CAPITAL ASSETS USED IN THE OPERATION OF GOVERNMENTAL FUNDS
COMPARATIVE SCHEDULES BY SOURCE
JUNE 30, 2008 AND 2007
79
2008 2007
GOVERNMENTAL FUNDS CAPITAL ASSETS:
Land and land improvements 9,887,095$ 9,887,095$
Buildings and structures 23,066,577 23,066,577
Machinery and equipment 1,960,112 1,835,003
Infrastructure 102,756,600 102,364,233
Construction in progress 7,744,871 4,798,318
Total Governmental Funds Capital Assets 145,415,255 141,951,226
Accumulated depreciation (22,002,104) (19,958,980)
Total Governmental Funds Capital Assets, Net 123,413,151$ 121,992,246$
INVESTMENTS IN GOVERNMENTAL FUNDS
CAPITAL ASSETS BY SOURCE:
General Fund 116,778,672$ 116,056,016$
Special revenue funds 1,418,730 1,418,730
Capital projects funds 27,120,505 24,379,132
Donations 97,348 97,348
Accumulated depreciation (22,002,104) (19,958,980)
Total Governmental Funds Capital Assets 123,413,151$ 121,992,246$
120
CITY OF SARATOGA
CAPITAL ASSETS USED IN THE OPERATION OF GOVERNMENTAL FUNDS
SCHEDULE BY FUNCTION AND ACTIVITY
JUNE 30, 2008
80
Land andBuildingsMachinery
Land and and
ImprovementsStructuresEquipment
FUNCTION AND ACTIVITY
General and intergovernmental services:
Management services -$ 271,631$ 47,837$
Administrative services - 167,585 577,807
Intergovernmental services 118,184 3,096,786 67,606
Total General and Intergovernmental Services 118,184 3,536,002 693,250
Public safety:
Police services - - 27,813
Code enforcement - - 22,548
Total Public Safety - - 50,361
Public works:
Streets and sidewalks 134,695 30,628 606,118
Parks/open space 2,529,529 2,656,850 338,913
Total Public Works 2,664,224 2,687,478 945,031
Community services 5,362,223 2,543,198 227,811
Community development services 1,742,464 14,299,899 43,662
Total Governmental Funds Capital Assets 9,887,095 23,066,577 1,960,115
Accumulated depreciation - (4,327,499) (1,489,895)
Total Governmental Funds
Capital Assets, Net 9,887,095$ 18,739,078$ 470,220$
121
81
Construction
in
InfrastructureProgressTotal
-$ 115,676$ 435,144$
- - 745,392
- - 3,282,576
- 115,676 4,463,112
- - 27,813
- - 22,548
- - 50,361
102,756,597 4,748,536 108,276,574
- - 5,525,292
102,756,597 4,748,536 113,801,866
- 2,880,659 11,013,891
- - 16,086,025
102,756,597 7,744,871 145,415,255
(16,184,710) - (22,002,104)
86,571,887$ 7,744,871$ 123,413,151$
122
CITY OF SARATOGA
CAPITAL ASSETS USED IN THE OPERATION OF GOVERNMENTAL FUNDS
SCHEDULE OF CHANGES BY FUNCTION AND ACTIVITY
FOR THE YEAR ENDED JUNE 30, 2008
82
Governmental Governmental
Funds Capital Funds Capital
Assets Assets
July 1, 2007AdditionsDeletionsJune 30, 2008
FUNCTION AND ACTIVITY
General and intergovernmental services:
Management services 362,205$ 72,940$ -$ 435,145$
Administrative services 620,283 125,109 - 745,392
Intergovernmental services 641,808 2,640,768 - 3,282,576
Total General and
Intergovernmental Services 1,624,296 2,838,817 - 4,463,113
Public safety:
Police services 27,813 - - 27,813
Code enforcement 22,548 - - 22,548
Total Public Safety 50,361 - - 50,361
Public works:
Streets and sidewalks 107,489,974 2,494,604 (1,708,004) 108,276,574
Parks/open space 5,105,402 419,890 - 5,525,292
Total Public Works 112,595,376 2,914,494 (1,708,004) 113,801,866
Community services 10,768,300 1,163,741 (918,151) 11,013,890
Community development services 16,912,893 - (826,868) 16,086,025
Total Governmental Funds Capital Assets141,951,226 6,917,052 (3,453,023) 145,415,255
Accumulated depreciation (19,958,980) (2,043,124) - (22,002,104)
Total Governmental Funds
Capital Assets, Net 121,992,246$ 4,873,928$ (3,453,023)$ 123,413,151$
123
CITY OF SARATOGA
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN FUND BALANCES – BUDGET AND ACTUAL
CAPITAL IMPROVEMENT CAPITAL PROJECTS FUND
FOR THE YEAR ENDED JUNE 30, 2008
83
Variance with
Final Budget
ActualPositive
OriginalFinalAmounts(Negative)
FUND BALANCES - BEGINNING 3,444,025$ 3,444,025$ 3,444,025$ -$
RESOURCES (INFLOWS):
Intergovernmental - State 2,354,301 2,354,301 1,272,272 (1,082,029)
Intergovernmental - Other 6,747,957 6,707,957 656,930 (6,051,027)
Other revenue 30,000 179,000 332,486 153,486
Transfer in 1,641,262 1,641,262 2,033,696 392,434
Amount Available for Appropriation 14,217,545 14,326,545 7,739,409 (6,587,136)
CHARGES TO APPROPRIATIONS (OUTFLOWS):
Capital outlay 14,091,003 14,690,003 3,523,306 11,166,697
Transfer out 20,000 141,000 141,554 (554)
Total Charges to Appropriations 14,111,003 14,831,003 3,664,860 11,166,143
FUND BALANCES - ENDING 106,542$ (504,458)$ 4,074,549$ 4,579,007$
Budgeted Amounts
124
84
125
85
STATISTICAL SECTION
126
86
127
STATISTICAL SECTION (UNAUDITED)
87
This part of the City of Saratoga's comprehensive annual financial report presents detailed information as
a context for understanding what the information in the financial statements, note disclosures and required
supplementary information says about the government' overall financial health.
Contents Page
Financial Trends
These schedules contain trend information to help the reader understand how
the government's financial performance and well being have changed over time. 76-80
Revenue Capacity
These schedules contain information to help the reader assess the governments
most significant local revenue source, the property tax. 81-87
Debt Capacity
These schedules present information to help the reader assess the afford ability
of the government's current levels of outstanding debt and the government's ability
to issue additional debt in the future. 88-90
Demographic and Economic Information
These schedules offer demographic and economic indicators to help the reader
understand the environment within which the government's financial activities take place. 91-93
Operating Information
These schedules contain service and infrastructure data to help the reader understand
how the information in the government's financial report relates to the services the
government provides and the activities it performs. 94-96
128
CITY OF SARATOGA
NET ASSETS BY COMPONENT
LAST FOUR FISCAL YEARS (Accrual Basis of Accounting)
(amounts expressed in thousands)
88
2005200620072008
Primary government
Governmental activities
Investment in capital assets,
net of related debt 105,784$ 107,100$ 108,102$ 109,818$
Restricted 6,328 5,370 5,928 5,940
Unrestricted 6,789 9,955 8,593 9,710
Total primary government 118,901$ 122,425$ 122,623$ 125,468$
Fiscal Year
Source: CAFR
129
CITY OF SARATOGA
CHANGES IN NET ASSETS
LAST FOUR FISCAL YEARS (Accrual Basis of Accounting)
(amounts expressed in thousands)
89
2005200620072008
Expenses:
Governmental activities:
General and intergovernmental services 4,160$ 3,473$ 4,532$ 6,293$
Public safety 3,736 3,427 3,844 4,166
Environmental services 379 465 487 441
Public works 3,450 4,287 5,938 4,884
Community services 1,929 1,395 1,437 1,286
Community development services 2,349 2,226 1,993 2,032
Interest on long-term debt (unallocated)760 754 768 714
Total governmental activities expenses 16,763 16,027 18,999 19,816
Program revenues:
Charges for services:
General and intergovernmental services - 31 452 1,787
Public safety 141 122 - 411
Environmental services 504 509 - -
Public works 8 12 257 313
Community services 757 1,008 604 911
Community development services 1,890 2,665 1,328 2,110
Operating grants and contributions 1,218 1,549 2,155 151
Capital grants and contributions 865 1,568 1,282 1,715
Total governmental activates program revenues5,383 7,464 6,078 7,398
Net (expense) revenue and change in net assets(11,380) (8,563) (12,921) (12,418)
General revenue and other changes in net assets
Taxes:
Property taxes 4,841 5,652 5,772 8,099
Special assessments 302 348 - 279
Voter approved property taxes 1,174 1,021 271 1,113
Sales taxes 1,011 988 995 1,058
Local taxes 1,143 1,288 1,099 694
Franchise taxes 995 1,040 1,187 1,625
Motor vehicle in-lieu 420 718 177 149
Total Taxes 9,886 11,055 9,501 13,017
Intergovernmental - - 673 841
Investment earnings 283 709 2,813 1,057
Other revenues 193 323 132 348
Total general revenues 10,362 12,087 13,119 15,263
Change in net assets (1,018) 3,524 198 2,845
Net assets - beginning of year 119,919 118,901 122,425 122,623
Net assets - end of year 118,901$ 122,425$ 122,623$ 125,468$
Fiscal Year
Source: CAFR
130
CITY OF SARATOGA
GOVERNMENTAL ACTIVITIES
TAX REVENUES BY SOURCE
LAST FOUR FISCAL YEARS (Accrual Basis of Accounting)
(amounts expressed in thousands)
90
2005200620072008
Tax revenues:
Property taxes 4,841$ 5,652$ 5,772$ 8,099$
Special assessments 302 348 - 279
Voter approved property taxes 1,174 1,021 271 1,113
Sales taxes 1,011 988 995 1,058
Local taxes 1,143 1,288 1,099 694
Motor vehicle in-lieu 995 1,040 1,187 1,625
Franchise taxes 420 718 177 149
Total tax revenues 9,886$ 11,055$ 9,501$ 13,017$
Fiscal Year
Source: CAFR
131
CITY OF SARATOGA
FUND BALANCES OF GOVERNMENTAL FUNDS
LAST FOUR FISCAL YEARS (Modified Accrual Basis of Accounting)
(amounts expressed in thousands)
91
2005200620072008
General fund:
Reserved -$ 1$ 64$ 1$
Unreserved 6,979 10,378 9,097 10,395
Total general fund 6,979$ 10,379$ 9,161$ 10,396$
All other governmental funds:
Reserved
Debt service funds 855$ 865$ 746$ 854$
Unreserved, reported in:
Special revenue funds 201 919 844 318
Capital project funds 5,322 3,586 4,338 4,768
Total all other governmental funds 6,378$ 5,370$ 5,928$ 5,940$
Fiscal Year
Source: CAFR
132
CITY OF SARATOGA
CHANGES IN FUND BALANCES OF GOVERNMENTAL FUNDS
LAST FOUR FISCAL YEARS (Modified Accrual Basis of Accounting)
(amounts expressed in thousands)
92
2005200620072008
Revenues:
Property taxes 6,304$ 7,022$ 6,043$ 9,443$
Other local taxes 1,862 2,275 2,121 1,831
Licensed and permits 100 79 1,340 1,671
Fines and forfeitures 162 259 396 344
Intergovernmental - state 1,375 2,660 3,631 1,641
Intergovernmental - federal 90 - - -
Intergovernmental - other 671 976 629 777
Franchise fees 1,294 1,041 1,187 1,622
Use of money any property 664 752 2,813 924
Other revenues 153 1,719 151 326
Current services charges 3,093 2,715 900 4,184
Total tax revenues 15,768 19,498 19,211 22,763
Expenditures:
Current:
General and intergovernmental services 3,238 3,346 3,806 4,083
Public safety 3,731 3,423 3,824 4,166
Environmental services 379 462 444 441
Public works 2,220 3,039 5,270 4,276
Community services 1,875 1,210 1,381 1,262
Community development services 1,990 1,847 1,962 2,026
Capital outlay 1,777 2,908 2,130 4,246
Debt service:
Principal 255 270 280 295
Interest and fiscal charges 766 760 774 721
Total expenditures 16,231 17,265 19,871 21,516
Excess of revenues
over (under) expenditures (463) 2,233 (660) 1,247
Other financing sources (uses):
Transfers in 2,492 499 3,422 2,241
Transfers out (2,492) (499) (3,422) (2,241)
Total other financing sources (uses)- - - -
Net change in fund balances (463)$ 2,233$ (660)$ 1,247$
Debt as a percentage of noncapital expenditures7.06%7.17%5.94%5.62%
Fiscal Year
133
CITY OF SARATOGA
PROPERTY TAX RATES
DIRECT AND OVERLAPPING GOVERNMENTS
LAST FOUR FISCAL YEARS
93
2005200620072008
General 1.00000 1.00000 1.00000 1.00000
County Retirement 0.03880 0.03880 0.03880 0.03880
County Library 0.00240 0.00240 0.00240 0.00240
City of Saratoga 0.01484 0.01170 0.00955 0.01130
Campbell School District 0.05290 0.05120 0.05080 0.04750
Cupertino Elementary School District 0.03600 0.03500 0.02890 0.03370
Moreland Elementary School District 0.06120 0.05610 0.05560 0.05690
Saratoga School District 0.03610 0.03560 0.03510 0.03630
Campbell Union High School District 0.01970 0.02240 0.01980 0.02850
Fremont Union High School District 0.02680 0.02600 0.02430 0.02410
Los Gatos-Saratoga Joint Union High School District0.04090 0.03710 0.06510 0.03450
Foothill-DeAnza Community College District 0.01290 0.01190 0.03460 0.01130
West Valley-Mission Community College District - 0.01400 0.01260 0.01180
Saratoga Fire District 0.00170 0.00520 0.00490 0.00530
Santa Clara Valley Water District - State Water Project0.00860 0.00690 0.00700 0.00670
Santa Clara Valley Water District - Zone W-1 0.00060 0.00090 0.00020 0.00400
Fiscal Year
Source: California Municipal Statistics, Inc.
134
CITY OF SARATOGA
ASSESSED VALUE AND ESTIMATED ACTUAL VALUE
OF TAXABLE PROPERTY
LAST FOUR FISCAL YEARS
(amounts expressed in thousands)
94
Fiscal
Year
EndedResidentialCommercialIndustrial VacantOtherUnsecured
June 30PropertyPropertyPropertyInstitutionalPropertyPropertyProperty
20057,114,095$ 166,071$ 8,746$ 33,509$ 70,276$ 35,127$ 42,965$
20067,883,965 177,149 8,921 38,027 90,611 32,858 46,874
20078,467,894 187,142 9,099 45,706 107,228 39,536 39,764
20089,025,628 208,369 9,281 50,590 110,656 49,023 35,775
Source:1 HdL Coren & Cone, Santa Clara County Assessor 2007/08 Combined Tax Rolls
Other property includes: Irrigated, Dry Farm, Recreational Government, and Miscellaneous
2 California Municipal Statistics, Inc.
135
95
Total2
TotalLess:Total Taxable1 Direct
AssessedTax ExemptAssessedTax
PropertyReal PropertyValueRate
7,470,789$ (76,932)$ 7,393,857$ 1.0560
8,278,405 (133,951) 8,144,454 1.0529
8,896,369 (140,859) 8,755,510 1.0508
9,489,322 (159,369) 9,329,953 1.0525
136
CITY OF SARATOGA
PRINCIPAL PROPERTY TAXPAYERS
CURRENT YEAR AND FOUR YEARS AGO
JUNE 30, 2008
(amounts expressed in thousands)
96
% of Total
Taxable Taxable
Assessed Assessed
Taxpayer ValueRankValue
Cupertino Village Associates, LLC 33,535$ 10.36%
Quito Village Group, LLC 17,658 20.19%
John M. & Abby J. Sobrato 16,958 30.18%
Gregpenn Properties, LLC 15,288 40.16%
David L. House 15,134 50.16%
San Jose Water Works 11,460 60.12%
David J. & Terri E. Morrison 10,192 70.11%
Argonaut Associates, LLV 10,102 80.11%
Ashok Krishnamurthi 10,034 90.11%
David C. & Roxanne N. Petterschmidt 9,812 100.11%
Saratoga Office Center Partners, LLC
Deloise A. Jordan
Public Storage Props IX Inc
Assessed Value 9,329,953$
1 Earliest information available
Source: HdL Coren & Cone, Santa Clara County Assessor 2008 Combined Tax Rolls
2008
137
97
% of Total
Taxable Taxable
Assessed Assessed
ValueRankValue
16,640$ 20.23%
8,872 90.12%
9,904 40.13%
9,606 50.13%
11,427 30.15%
9,173 70.12%
19,300 10.26%
9,020 80.12%
8,530 100.12%
7,393,858$
20051
138
CITY OF SARATOGA
PROPERTY TAX LEVIES AND COLLECTIONS
LAST FOUR FISCAL YEARS
98
Fiscal YearTotal Tax Collections in
EndedLevy for Subsequent
June 30Fiscal YearAmountPercentageYearsAmountPercentage
20054,972,875$ 4,839,668$ 97.3%133,207$ 4,972,875$ 100.0%
20065,243,038 5,112,766 97.5%130,272 5,243,038 100.0%
20076,032,558 6,040,230 100.1%(7,672) 6,032,558 100.0%
20088,108,364 8,106,743 100.0%- 8,106,743 100.0%
Collected within the
Fiscal Year of the Levy Total Collections to Date
Source: City of Saratoga
Note: Information on this schedule is not provided from the County of Santa Clara. An estimate has
been used for the total tax levy for the fiscal year based upon collections of prior year property taxes in
the next fiscal year.
139
CITY OF SARATOGA
RATIOS OF OUTSTANDING DEBT BY TYPE
LAST FOUR FISCAL YEARS
(amounts expressed in thousands)
99
2005200620072008
Governmental activities
General obligation bonds 14,440$ 14,170$ 13,890$ 13,595$
Total primary government 14,440$ 14,170$ 13,890$ 13,595$
Percentage of Personal Income 1 0.00%0.00%N/AN/A
Per capita2 468 460 443 430
Fiscal Year
Source: CAFR
Note: 1Bureau of Economic Analysis - personal income information only available through 2006.
San Jose-Sunnyvale-Santa Clara region.
2Population information from California State Controller's Office.
140
CITY OF SARATOGA
RATIOS OF GENERAL BONDED DEBT OUTSTANDING
LAST FOUR FISCAL YEARS
(amounts expressed in thousands, except per capita amount)
100
2005200620072008
General obligation bonds 14,440$ 14,170$ 13,890$ 13,595$
Less: Amount available in debt service fund(855) (865) (747) (854)
Total primary government 13,585$ 13,305$ 13,143$ 12,741$
Percentage of actual taxable
value of property 0.18%0.16%0.15%0.14%
Per capita1 440 431 419 403
Fiscal Year
Source: CAFR
1Population information from California State Controller's Office.
141
CITY OF SARATOGA
DIRECT AND OVERLOAPPING GOVERNMENTAL ACTIVITIES DEBT
JUNE 30, 2008
(amounts expressed in thousands)
101
Estimated
EstimatedShare of
DebtPercentageOverlapping
OutstandingApplicable 1 Debt
Direct and Overlapping Tax and Assessment Debt:
Foothill-De Anza Community College District 484,814$ 1.811%8,780$
West Valley Community College District 86,325 11.676%10,079
Campbell Union High School District 143,980 5.510%7,933
Fremont Union High School District 132,000 3.852%5,085
Los Gatos-Saratoga Joint Union High School District65,100 41.077%26,741
Campbell Union School District 104,347 6.897%7,197
Cupertino Union School District 128,130 6.439%8,250
Moreland School District 72,492 12.777%9,262
Saratoga Union School District 52,537 86.250%45,313
Saratoga Fire Protection District 5,419 97.615%5,290
City of Saratoga 13,595 100.000%13,595
Santa Clara Valley Water District Benefit Assessment165,020 3.680%6,073
Total Direct and Overlapping Tax and Assessment Debt 153,598
Overlapping General Fund Debt:
Santa Clara County General Fund Obligations 895,655 3.680%32,960$
Santa Clara County Pension Obligations 389,485 3.680%14,333
Santa Clara County Board of Education
Certificates of Participation 15,445 3.680%568
Santa Clara County Vector Control District
Certificates of Participation 4,275 3.680%157
Foothill-De Anza Community College District
Certificates of Participation 27,685 1.811%501
Los Gatos-Saratoga Joint Union High School District
Certificates of Participation 3,795 41.077%1,559
Cupertino Union School District
Certificates of Participation 2,375 6.439%153
Saratoga Union School District
Certificates of Participation 6,890 86.250%5,943
Midpeninsula Open Space Park District
General Fund Obligations 104,840 6.490%6,804
Total Overlapping General Fund Debt 62,978
Combined Total Debt 2 216,576$ 1 Percentage of overlapping agencies assessed valuation located within boundaries of the City.
2 Excludes tax and revenue anticipation notes, enterprise revenue, mortgage revenue, and tax allocation bonds and non-bonded
capital lease obligations.
Source: California Municipal Statistics, Inc.
142
CITY OF SARATOGA
LEGAL DEBT MARGIN INFORMATION
LAST FOUR FISCAL YEARS
(amounts expressed in thousands)
102
2005200620072008
Debt Limit 1,120,618$ 1,241,761$ 1,334,455$ 1,423,398$
Total net debt applicable to limit 13,585 13,305 13,143 12,741
Legal debt margin 1,107,033$ 1,228,456$ 1,321,312$ 1,410,657$
Total net debt applicable to the limit
as a percentage of debt limit 1.21%1.07%0.98%0.90%
Legal debt margin calculation
Assessed value 7,393,857$ 8,144,454$ 8,755,510$ 9,329,953$
Add back: exempt real property 76,932 133,951 140,859 159,369
Total assessed value 7,470,789$ 8,278,405$ 8,896,369$ 9,489,322$
Debt limit (15% of total assessed value)1,120,618$ 1,241,761$ 1,334,455$ 1,423,398$
Debt applicable to limit:
General obligation bonds 14,440$ 14,170$ 13,890$ 13,595$
Less: Amount available in debt service fund(855) (865) (747) (854)
Total net debt applicable to limit 13,585 13,305 13,143 12,741
Legal debt margin 1,107,033$ 1,228,456$ 1,321,312$ 1,410,657$
Fiscal Year
Source: CAFR
143
CITY OF SARATOGA
DEMOGRAPHIC AND ECONOMIC STATISTICS
LAST FOUR FISCAL YEARS
103
PersonalPer Capita
FiscalCityIncomePersonalLaborUnemployment
YearPopulation1 (in millions)2 Income3 Force 4 Rate4
2005 30,850 224,702$ 50,373$ 12,600 2.5%
2006 30,835 240,484 N/A 12,700 2.1%
2007 31,352 N/A N/A 12,900 2.3%
2008 31,592 N/A 73,848 13,100 3.2%
Source:
1 State of California Controllers Office
2 Bureau of Economic Analysis – San Jose, Sunnyvale, Santa Clara region
3 Claritas Inc.
4 State of California Employment Development Department
144
CITY OF SARATOGA
PRINCIPAL EMPLOYERS
LAST FOUR FISCAL YEARS
104
Percentage Percentage
of Total City of Total City
Employer EmployeesRankEmploymentEmployeesRankEmployment
Gene's Fine Foods 85 1 1.39%85 1 1.39%
Safeway 65 2 1.06%65 2 1.06%
Saratoga Country Club 65 3 1.06%65 3 1.06%
24 Hour Fitness 20 4 0.33%30 4 0.49%
Longs Drug 20 5 0.33%20 6 0.33%
Classic Car Wash 20 6 0.33%20 7 0.33%
Harmonie European Day Spa20 7 0.33%20 8 0.33%
Hinshaw, Draa & Marsh 20 8 0.33%20 9 0.33%
Jakes of Saratoga 20 9 0.33%
Bella Saratoga 18 100.29%20 100.33%
Windemere SVP 27 5 0.44%
Total City Employment2 6,129 6,129
2008 2007
Source: City of Saratoga
1 Earliest information available
2 Current information unavailable
145
105
Percentage Percentage
of Total City of Total City
EmployeesRankEmploymentEmployeesRankEmployment
85 11.39%85 11.39%
65 21.06%65 21.06%
65 31.06%65 31.06%
30 40.49%30 40.49%
20 60.33%20 60.33%
20 70.33%20 70.33%
20 80.33%20 80.33%
20 90.33%20 90.33%
20 100.33%20 100.33%
27 50.44%27 50.44%
6,129 6,129
2006 20051
146
CITY OF SARATOGA
FULL-TIME EQUIVALENT CITY GOVERNMENT
EMPOLYEES BY FUNCTION
LAST FOUR FISCAL YEARS
106
2005200620072008
Function
General government 12.65 10.75 11.00 13.00
Public works 20.80 20.75 21.75 22.75
Community development 13.00 13.00 14.00 14.00
Parks and recreation 10.30 10.35 10.60 10.60
Total 56.75 54.85 57.35 60.35
Fiscal Year
Source: City of Saratoga Budget Document
147
CITY OF SARATOGA
OPERATING INDICATORS BY FUNCTION
LAST FOUR FISCAL YEARS
107
2005200620072008
Function
Public safety
Part 1 crimes1 463 426 425 381
Total incidents 42,011 40,567 39,663 41,243
Police reports 1,767 1,659 1,767 1,941
Public Works
Street resurfacing (miles)N/A 5 14 N/A
Street lights repaired 2 3 3 12
Potholes filled (sq. ft.)N/A5,000 5,000 7,000
Community Development
Total permit valuation ($000)74,668 94,485 69,935 70,442
Parks and Recreation
Classes, trips (enrollment) community events5,192 5,260 4,606 4,740
Sports programs (e.g. basketball, softball)470 473 515 591
Child care programs (enrollment)200 163 159 225
Day/summer camps (enrollment)301 287 205 242
Teen/youth council (enrollment)2,506 3,798 2,221 94
Dance program (four quarters)412 452 211 42
Senior center (enrollment/attendance days)22,312 22,591 18,515 17,826
Fiscal Year
Source: City of Saratoga various records
1 Part 1 Crimes are the following as reported to DOJ: homicide, rape, robbery, burglary, assault, theft,
auto theft, and arson.
148
CITY OF SARATOGA
OPERATING INDICATORS BY FUNCTION
LAST FOUR FISCAL YEARS
108
2005200620072008
Function
Public safety
Police Station 1 1 - -
Fire Station
Saratoga Fire District 1 1 1 1
Central Fire District 1 1 1 1
Public Works
Street Miles - Private 13 13 13 13
Street Miles - Public 137 137 137 137
West Valley Sanitation District
Number of Connections 8,601 8,621 8,651 8,651
Length of Sewer Lines 120 120 127 127
Cupertino Valley Sanitation District
Number of Connections 2,118 2,118 2,915 2,927
Length of Sewer Lines 36 36 36 36
Parks and Recreation
Parks Acreage 81 81 81 81
Parks 15 15 15 15
Fiscal Year
Source: City of Saratoga various records
149
150
151
1
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Christopher A. Riordan, AICP DIRECTOR: John F. Livingstone, AICP
SUBJECT: Adoption of the Ordinance Amending the Regulations Related to Fences,
Walls, and Hedges
(CONSENT ITEM)
RECOMMENDED ACTION:
Staff recommends the City Council waive the Second Reading and adopt the Ordinance amending
the Regulations Related to Fences, Walls, and Hedges.
REPORT SUMMARY:
On February 4, 2009, the City Council conducted a public hearing, introduced the ordinance, and
voted to place the ordinance on consent for adoption.
REPORT SUMMARY:
The following is a summary of topics being addressed with the update related to fences, walls and
hedges:
Topic Current Approach and Problem Proposed Changes
Definitions The code currently does not define hedges
and does not distinguish walls from
retaining walls. The regulations use the
terms interchangeably throughout the
subsection, requiring assumptions and
interpretations.
The definition of fence will include walls
(other than walls of a building and
retaining walls). Definitions for hedge and
retaining wall have been added.
Height
Measurement
Fences are currently measured from the
lower elevation points and include the
height of any retaining walls. A property
owner with the higher grade on one side of
a property line is thus allowed a shorter
fence than a property owner on the
opposite side. Where, for example, a 4-
The proposed language will measure fence
height from the higher of two properties.
Some language has been removed for
consistency purposes. Retaining walls will
be measured from the lower elevation of
two properties and the 5-foot maximum
height for retaining walls has not been
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2
Topic Current Approach and Problem Proposed Changes
foot grade differential exists between two
properties, a property owner with the
higher elevation point is allowed only 2-
foot high fence if the maximum fence
height is 6-feet.
changed.
Fence Height The code currently permits fences to a
maximum height of 6-feet. However,
fences are frequently constructed to be 6-
feet in height with 2-feet of lattice on top.
These fences are not allowed by code and
create code enforcement issues.
The proposed changes would allow a 6-
foot tall solid fence with additional 2-feet
of lattice for a maximum of 8-feet. The
proposed changes would also allow
fencing composed of wrought iron or wire
to a maximum height of 8-feet.
Fence
Exception
Currently, any variation to code
regulations requires a variance. Variances
are reserved for situations where a
hardship exists.
The update would establish a fence
exception process allowing property
owners to request the Planning
Commission approve a modification to
regulations for a particular situation where
a hardship may not exist, but where
deviation from the code is allowed.
Green Fences The code currently does not regulate the
height of trees or other natural
landscaping, even when planted in a linear
pattern creating a boundary similar to that
of a fence.
A definition of hedges has been added to
the code in lieu of the term “green fences,”
which is not used in the proposed
language. The proposed language will
exempt hedges from height restrictions,
except for street and driveway
intersections.
Driveway
Intersections
The code currently does not limit the
height of fences near driveway
intersections.
The proposed update will add a height
requirement of 3-feet for fences and other
elements located within a 12-foot by 12-
foot triangle near driveway intersections
for projects triggering design review.
Pedestrian
Entry
Elements
The current code does not regulate the
number or the size parameters of entry
elements.
The proposed language suggests a height
maximum of 8-feet, and a 5-foot
maximum for both width and depth. There
are no limits on the number of entry
elements.
Existing Non-
Conforming
Fences
Fences legally established prior to a
particular date are currently exempt from
some limitations within the code. Given
that many fences do not require building
permits, it is difficult to determine when a
fence was legally constructed.
Specific dates have been eliminated and
the term “legal” has been added to ensure
that the section applies only to legally
constructed fences. Removal of more than
half of a legal fence or element will require
the replacement structure to comply with
code requirements or require review via a
153
3
Topic Current Approach and Problem Proposed Changes
fence exception.
Height and
Materials
Within
Hillside
Districts
Currently, wire fencing (other than chain
link, barbed wire or galvanized wire) with
4-inch openings to allow for the passage of
wildlife is permitted. The code specifies
that the wire must be black or otherwise
colored to blend with the terrain. With the
exception for recreational courts, chain
link fencing in the hillside district is
currently prohibited.
The code has been modified to permit
fencing that delineates the area of
enclosure in hillside properties to be
composed of the same materials and
heights that are permitted elsewhere,
including chain link. The height and
materials for fencing outside the area of
enclosure have also been specified.
Area of
Enclosure for
Hillside
Properties
Hillside properties are currently permitted
a maximum of 4,000 square feet of fence
enclosure. Common practice is to enclose
a larger area with the goal of allowing for
the passage of wildlife. The code exempts
recreational courts from the enclosure
requirement, even though recreational
courts are permitted to be as large as
7,200 square feet.
The code will be modified to allow a 6,000
square foot or 15 percent of the gross site
area, whichever is greater, enclosure that
may be fenced with the same material and
maximum heights as stipulated elsewhere
in the City. However, outside the area of
enclosure, fencing must be no taller than 3-
feet and consist only of split rail, stone, or
stucco. Additionally, recreational courts
are no longer exempt from the enclosure
requirement.
Chain Link
Fencing
Material
Chain link fencing is commonly used in
many areas of the City, but is prohibited in
the hillside district.
The ordinance has been revised to allow
chain link fencing in the hillside districts
within the allowed enclosure area.
Swimming
Pool Fences
(Building
Regualtions)
Chapter 16 (Building Regulations) of the
City code regulates fences required around
pools.
This update will reference that section of
the City code.
Swimming
Pool Fences
(Hillside
District
Enclosures)
The code currently limits the square
footage of enclosure within the hillside
district to 4,000 square feet, but exempts
the area needed to fence a pool from the
square footage maximum. Therefore,
since the building code requires properties
with a pool to be enclosed, a fence may
surround the property and inadvertently
enclose more than 4,000 square feet.
The proposed language will require
fencing for pools in hillside districts to
follow the contour of the pool with no
more than 10-feet of distance between the
water line of the pool and fence. Only
properties that already have a 6,000-
square foot enclosure for another purpose
are subject to this requirement.
Enclosure
Maximum
with Hillside
Districts
Currently there is no requirement for a
minimum distance in-between two fences
to be considered not enclosed.
This section was included in the Planning
Commission draft Ordinance but has been
removed for the City Council based on the
Commission’s intent.
154
4
Topic Current Approach and Problem Proposed Changes
Agricultural
Uses
Parcels with agricultural uses are subject
to the maximum 6,000 square foot
enclosure requirement.
The proposed language includes and
exemption which excludes fencing around
the immediate perimeter of an agricultural
use from the enclosure limitation.
Front Yard /
Side Yard
Fencing
The City has numerous lots (i.e. flag lots)
that do not have frontage on a street, but
are still required to adhere to a 3-foot
maximum height for fences in the front
setback area. This is particularly
applicable when the front lot line of a lot
abuts a side lot line of an adjacent lot.
Where the adjacent lot may be permitted a
fence that is 6-foot solid with 2-foot
lattice, the subject property may be limited
to a 3-foot fence along the same property
line.
The proposed language adds a provision
that allows the maximum fence height for
a side yard or a rear yard be allowed
within the front setback area of the lot that
would otherwise be limited to 3-feet in
height.
Solid 8-foot
Fence
An 8-foot fence or wall is currently
permitted for certain arterial streets and
for fencing adjacent to commercial
properties. Since the proposed language
would permit 6-foot solid fence with 2-foot
lattice on other properties, language
regarding the permitted 8-foot solid fence
needs to be clarified.
The phrase “solid or other type of fence
permitted by this Article” has been added
to existing language for clarification.
Parker Ranch The Parker Ranch subdivision has specific
fencing requirements; however the code
does not reference these regulations.
The regulations describing Parker Ranch
fencing requirements will be referenced in
the proposed language.
FISCAL IMPACTS:
The ordinance may lead to a decrease in fence complaints to the City’s Code Enforcement staff
thereby reducing staff time spent on enforcement and reductions in City Attorney costs.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Fence Ordinance would remain unchanged and would continue to be difficult to interpret for
both staff and the public.
ALTERNATIVE ACTION:
Deny the proposed resolution and provide staff with direction.
FOLLOW UP ACTION:
This ordinance or a comprehensive summary thereof shall be published in a newspaper of general
circulation of the City of Saratoga within 15 days after its adoption.
155
5
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Notice of this meeting was properly posted.
ATTACHMENTS:
A. Proposed Ordinance Amending the Regulations Related to Fences, Walls, and Hedges.
156
1
ORDINANCE __________
An Ordinance Amending the Saratoga Municipal Code to amend and clarify existing
provisions of the City Code regarding fences, walls, and hedges
Findings
1. The City of Saratoga wishes to update the rules and standards applicable to fences,
retaining walls, and similar structures in the City of Saratoga.
2. The Planning Commission of the City of Saratoga considered a range of amendments to
the City Code, conducted four public meetings including a noticed public hearing at
which public testimony and all written materials were considered, and on November 12,
2008 recommended that the City Council adopt a Negative Declaration and the proposed
amendments to the City Code.
3. The City Council has adopted a resolution pursuant to the California Environmental
Quality Act (CEQA) adopting a Negative Declaration and finding no evidence that the
amendments contained in this ordinance may have a significant adverse effect on the
environment.
Therefore, the City Council hereby ordains as follows:
Section 1. Adoption.
Articles 15-06 and 15-29 of the Saratoga City Code are hereby amended as set forth in
Attachment A. Words shown in bold underlined text (example) are added to the code and words
shown in strikeout (example) are added to the code. Words in standard font are unchanged from
the existing Code. Sections within an Article that are not included in Attachment A are
unchanged from the existing Code.
Section 2. Severance Clause.
The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause
and phrase of this ordinance is severable and independent of every other section, sub-section,
paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section,
paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, the City
Council declares that it would have adopted the remaining provisions of this ordinance irrespective
of the portion held invalid, and further declares its express intent that the remaining portions of this
ordinance should remain in effect after the invalid portion has been eliminated.
Section 3. Publication.
This ordinance or a comprehensive summary thereof shall be published in a newspaper of
general circulation of the City of Saratoga within fifteen days after its adoption.
157
2
The foregoing ordinance was introduced and read at the regular meeting of the City Council of
the City of Saratoga held on the 4th day of February, 2009, and was adopted by the following
vote following a second reading on the 18th day of February, 2009:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: ATTEST:
_________________________________ _____________________________
Chuck Page, Ann Sullivan,
MAYOR OF THE CITY OF SARATOGA CLERK OF THE CITY OF SARATOGA
APPROVED AS TO FORM:
__________________________________
Richard Taylor, CITY ATTORNEY
158
1
Attachment A
Amendments to Saratoga City Code Articles 15-06 and 15-29
Article 15-06 DEFINITIONS
15-06.261 Fence.
“Fence” means any structural device, other than a wall of a building, forming a physical barrier
by means of glass, wood, masonry, metal, chain, brick, stake, plastic, concrete block, wrought
iron, wire, or other similar materials. A wall, other than a wall of a building or a retaining
wall, is considered a fence.
15-06.341 Height of fence s, walls and hedges.
"Height of fences, walls and hedges" means a vertical line from the highest point of the fence
(including lattice or similar material), wall or hedge to a point directly below at either the
natural grade or the finished grade, at the owners choice. whichever grade is lower. Where a
fence is constructed upon, or approximately parallel to and within two feet of the top of a
retaining wall, the height of the fence shall be the vertical distance measured from the top of the
fence to the bottom of the retaining wall in the manner prescribed herein. Where there are
differences in grade between adjacent properties, the fence height is measured from the
property with the higher grade unless a different measurement standard applies pursuant
to another section of this Code.
(grade)
(grade)
15-06.xxx Hedge.
“Hedge” means a series of trees or other natural landscaping planted in a linear and
uninterrupted pattern such that a boundary is created. The natural landscaping must be
able to stand on its own and shall not require supports upon maturity. A hedge is not a
fence.
15-06.xxx Height of retaining wall.
"Height of retaining wall" means a vertical line from the highest point of the retaining wall
to a point directly below the lowest natural grade unless a different measurement standard
applies pursuant to another section of this Code.
159
2
15-06.xxx Retaining Wall. ”Retaining Wall” means a structural device constructed and
erected to resist lateral pressure from earth or to retain soil.
--End of Amendments to Article 15-06--
Article 15-29 FENCES, WALLS AND HEDGES
15-29.010 Height restrictions.
(a) General regulations.General regulation. Except as otherwise specified in this Article, no
fence or wall shall exceed six feet in height. A building permit shall be required for any
fence more than six feet in height (including lattice or similar material). Height maximums
and permitted materials for fences shall be as follows:
(1) Solid fences. Except as otherwise specified in this Article, no solid fence shall exceed
six feet in height. However, up to two feet of lattice (or similar material) that is at
least twenty-five percent open to the passage of light and air may be added to the
top of a solid fence. A solid fence taller than six feet shall not be permitted unless
approved by the Planning Commission through the exception process detailed in 15-
29.080, or approved by the Community Development Director pursuant to sections
15-29.030, 15-29.040, or 15-29.050 of this Chapter.
(2) Open fences. Except as otherwise specified in this Article, open fencing, such as
wrought iron, wire material, split rail, chain link, or other similar fencing shall not
exceed eight feet in height. With the exception of chain link fencing, open fencing
shall have openings sufficient to allow the unobstructed passage of a sphere having a
diameter of four inches. For chain link fencing, the opening shall be two inches at
minimum and no slats are allowed in any opening.
(b) Front setback area. No fence located within any required front setback area shall exceed
three feet in height.
(c) and eExterior side setback area of reversed corner lots. No fence or wall located within any
required exterior side setback area of a reversed corner lot shall exceed three feet in height.
(d) The height limitations do not apply to the following circumstances: Exceptions to these
height limitations are as follows:
(1) A fence or wall lawfully constructed prior to March 20, 1987, may extend to a height not
exceeding six feet, if such fence or wall does not create a safety hazard for vehicular, pedestrian
or bicycle traffic and does not obstruct the safe access to or from adjacent properties; provided,
however, that upon the destruction or removal of more than one-half of the length of such
nonconforming fence or wall, any replacement fence or wall shall not exceed three feet in height.
(2) (1) Wrought iron entrance gates within the front setback area, designed with openings to
permit visibility through the same, may extend to a height not exceeding five feet, and shall be
located a minimum of twenty feet from the edge of street pavement.
160
3
(3) (2) Safety railings that are required by the Uniform California Building Code shall be
excluded from the height requirements of this Section.
(3) Pedestrian entryway elements, such as arbors and trellises, when attached to a fence
within a front setback area or within an exterior side setback area, may be permitted to a
maximum height of eight feet, a maximum width of five feet, and a maximum depth of five
feet.
(4) On any lot where the front setback area, or a portion thereof, of the subject property:
(1) does not have street frontage as defined by Article 15-06.290 and (2) the front lot line, or
a portion thereof, of the subject property abuts the side or rear setback area of an adjacent
property, the maximum permitted fence height for a side or rear setback area shall be
permitted within the front setback area of the subject property where it abuts the side or
rear setback area of an adjacent property.
(d) (e) Street intersections. No fence, wall or compact, hedge, retaining wall, entryway
element, pilaster, gate, or other similar element located within a triangle having sides fifty
feet in length from a street intersection, as measured from intersecting curblines or intersecting
edges of the street pavement where no curb exists, shall exceed three feet in height above the
established grade of the adjoining street.
(f) Driveway Intersections. No fence, hedge, retaining wall, entryway element, pilaster,
gate, or other similar element located within a triangle having sides twelve feet in length
from either side of a driveway where it intersects with edge of pavement shall exceed three
feet in height above the established grade of the adjoining street. Protected trees described
in section 15-50.050 of this Code are not subject to this requirement.
(g) Vehicular Obstructions. No fence, hedge, retaining wall, entryway element, or any
other similar element shall constitute an obstruction as provided for in City Code Section
10-05.030.
Edge of pavement
Property Line
161
4
(h) (d) Recreational courts. Fencing around recreational courts shall comply with the regulations
contained in Section 15-80.030(c) of this Chapter.
(i) (e) Pilasters. Pilasters constituting a part of a fence, in reasonable numbers and scale in
relationship to the nature and style of the fence, may extend to a height of not more than two feet
above the height limit applicable to the fence containing such pilasters, but in no case shall the
height of pilasters exceed eight feet. If pilasters within the front setback area are attached
to a wrought iron entrance gate, the pilasters are permitted to a maximum height of seven
feet.
(j) (f) Light fixtures. The height of a fence shall not include light fixtures mounted thereon at the
entrance of driveways and sidewalks leading into a site. Not more than two such light fixtures
shall be installed at each driveway and sidewalk entrance.
(k) Swimming Pool Fences. Fences required for swimming pools are governed by City
Code Sections 16-75.010 and 15-29.020(e).
(l) (g) Retaining walls. No retaining wall shall exceed five feet in height. Notwithstanding the
foregoing, no retaining wall located in a front or exterior side setback area shall exceed three feet
in height.
(h) Fencing adjacent to commercial districts. The Community Development Director may issue a
special permit to allow a fence up to eight feet in height where such fence is installed along a
rear setback area or interior side setback area of a residential site which abuts a commercial
district. The Community Development Director may impose such conditions deemed appropriate
to mitigate any visual or other adverse impacts of the fence, including, but not limited to,
requirements with respect to the design and materials of the fence and landscape screening.
Applications for a special permit under this subsection shall be filed with the Community
Development Director on such form as he shall prescribe, and shall be accompanied by a
processing fee in such amount as established from time to time by the City Council.
15-29.020 Fencing within hillside districts.
In addition to the regulations set forth in Section 15-29.010 of this Article, fences and walls
located within an HR or R-OS district shall comply with the following regulations:
(a) (c) Area of Enclosure. Except for fencing which constitutes part of a corral, no fencing
on a single site shall encompass or enclose an area in excess of six thousand square feet or
15 percent of the gross site area, whichever is greater, unless approved by the Planning
Commission. The fencing shall meet the requirements stipulated in 15-29.010 of this
Article. “Encompass and enclose,” as used in this section, shall mean to surround an area
with a continuous fence or a fence.
(b) Fencing Outside Area of Enclosure. Except for fencing which constitutes part of a
corral or fencing required by the Building Code for swimming pools, fencing outside the
area of enclosure shall not exceed three feet in height, and shall be split rail fencing, stone
wall, or stucco.
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(a) Length of solid fences and walls. Solid fences and walls, having no openings to permit
visibility through the same, shall not have a length exceeding sixty feet, as viewed from any
street or adjacent property. This restriction shall not apply to retaining walls.
(c) (b) Parallel retaining fences and walls. Parallel retaining fences and walls shall be separated
by a horizontal distance of not less than five feet. Where two or more fences or retaining walls
are approximately parallel to each other and separated by a horizontal distance of thirty feet or
less, the combined height of such fences or walls shall not exceed ten feet.
(d) Wildlife trails. No fence shall unreasonably impede the movement of wildlife animals
utilizing an established trail or migratory route which crosses the site.
(c) Area of enclosure. Except for fencing around recreational courts and fencing which
constitutes part of a corral, no fencing on a single site shall encompass or enclose an area in
excess of four thousand square feet (excluding the area of any pool) unless approved by the
Planning Commission, which approval may be granted in any of the following cases:
(1) Where the Planning Commission finds and determines that the visibility of the fence from
public streets and adjacent properties will substantially be reduced by the topography,
landscaping or other features of the site.
(2) Where the Planning Commission finds and determines that the fence is required for safety
reasons.
(3) Where an exemption from the restriction against fencing enclosure has been granted by the
Planning Commission for a “designated neighborhood area,” as hereinafter defined, in response
to a petition for such exemption signed by the owners of lots comprising not less than sixty
percent of the designated area. Before granting such exemption, the Planning Commission shall
conduct a public hearing on the petition, with notice thereof sent by mail at least ten days prior to
the date of the hearing to all persons owning property located within the designated
neighborhood area and within five hundred feet from the boundaries of such area. As a condition
for granting an exemption, the Planning Commission may establish alternative rules concerning
the enclosure of sites in the designated neighborhood area, including, but not limited to, rules
pertaining to the amount of enclosure, the design and type of fencing, and mitigation of visual
impacts; provided, however, in no event shall such rules permit enclosure of more than sixty
percent of the gross site area, or the installation of any solid fences or walls, or use of any
fencing material having exposed sharp points, or the installation of any fencing within an area
dedicated as open space. The term “designated neighborhood area,” as used in subsection (c)(3)
of this Section, means a geographic portion of a hillside zoning district, as designated by the
Planning Commission, consisting of not less than ten lots which are contiguous to each other.
Lots which are separated only by a street shall be considered contiguous. If a petition for
exemption is presented by owners of any lots shown on a recorded subdivision or tract map, the
Planning Commission may, in its discretion, require that all of the lots shown on such map be
included within the designated neighborhood area. Additional contiguous lots may be annexed to
an existing designated neighborhood area upon application by the property owner and approval
by the Planning Director, based upon his determination that the additional lot has similar
topography, visibility, or other features shared by the lots within the designated neighborhood
area.
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(d) Wildlife trails. No fence shall unreasonably impede the movement of wildlife animals
utilizing an established trail or migratory route which crosses the site.
(e) Wire fences. Wire fencing, other than chain link, barbed wire or galvanized wire, shall be
permitted only if the space between the wire is sufficient to allow the unobstructed passage of a
sphere having a diameter of four inches and the wire is black or otherwise colored to blend with
the terrain. Chain link fencing shall be permitted only for recreational courts and shall similarly
be colored to blend with the terrain. No barbed wire fencing shall be allowed except as permitted
by Section 15-29.050 of this Article.
(e) Swimming Pool Fences within hillside districts. When a fence already encompasses or
encloses six thousand square feet or more on a single site, and a swimming pool fence is
required for a swimming pool that is not located within the area of enclosure as described
in Article 15-29.020(a), an additional area around the swimming pool may be enclosed with
a fence, provided the swimming pool fence follows the contour of the pool with no more
than ten feet of distance located between the fence and edge of water.
(f) The provisions of this Section shall not apply to any property located within and constituting
a part of Tract 7763, as shown on the subdivision map thereof recorded in the office of the
County Recorder.
(g) Any property located within and constituting a part of Tracts 6526 and 6528 (Parker
Ranch Subdivision), as shown on the subdivision map thereof recorded in the office of the
County Recorder shall meet the regulations stipulated in Resolution FE-90-001 or
successor amendments.
(h) 15-29.030 Fencing adjacent to commercial districts. The Community Development
Director may issue a special permit to allow a solid fence, or other type of fence permitted by
this Chapter, fence up to a maximum of eight feet in height where such fence is installed along
a rear setback area or interior side setback area of a residential site which abuts a commercial
district. The Community Development Director may impose such conditions deemed appropriate
to mitigate any visual or other adverse impacts of the fence, including, but not limited to,
requirements with respect to the design and materials of the fence and landscape screening.
Applications for a special permit under this subsection shall be filed with the Community
Development Director on such form as he shall prescribe, and shall be accompanied by a
processing fee in such amount as established from time to time by the City Council.
15-29.030 15-29.040 Fencing to mitigate noise from certain arterial streets.
(a) For the purpose of noise mitigation, a solid fence, or other type of fence permitted by this
Article, exceeding the height otherwise prescribed in this Article as the limit for such fence may
be located within any required setback area abutting Prospect Road, Saratoga/Sunnyvale Road,
Quito Road, the portion of Saratoga Avenue between Fruitvale Avenue and Lawrence
Expressway or the portion of Cox Avenue between Saratoga/Sunnyvale Road and Saratoga
Avenue, upon the issuance by the Community Development Director of a fence permit and
subject to the following provisions:
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(1) Where the fence is located within an exterior side setback area or rear setback area abutting
one of the arterial streets specified herein, the fence shall not exceed eight feet in height at the
property line, plus one additional foot in height for each additional five feet of setback from the
property line, up to a maximum height of ten feet if the fence is still located within a required
setback area.
(2) Where the fence is located within a front setback area abutting one of the arterial streets
specified herein, the fence may be located no closer than ten feet from the front property line and
shall not exceed eight feet in height, plus one additional foot in height for each additional five
feet of setback from the front property line in excess of ten feet, up to a maximum height of ten
feet if the fence is still located within the required front setback area.
(3) Where a street line is located within a site, the location and setback of the fence as specified
in subsections (a)(1) and (2) of this Section shall be determined by the street line rather than the
property line.
(4) The applicant shall landscape and permanently maintain an area parallel to and along the
entire exterior side of the fence facing the street, in accordance with a landscape plan approved
by the Community Development Director. All or any portion of such area may be located within
the public right-of-way, subject to approval by the Community Development Director. The
landscaped area required herein shall be not less than five feet in width, except that where the
available space between the fence and the interior edge of the sidewalk, or the edge of the street
pavement where no sidewalk exists, is less than five feet, the Community Development Director
may approve a landscape area of not less than two feet. Prior to issuance of the fence permit, a
landscape maintenance agreement shall be executed by the applicant and recorded in the office
of the County Recorder, which agreement shall constitute a covenant running with the land.
(5) The design of the fence shall be subject to approval by the Community Development
Director, based upon a finding that the fence is compatible with existing or proposed structures
on the site and upon neighboring properties.
(6) No permit shall be issued if the Community Development Director finds that the fence will
constitute a hazard for vehicular or pedestrian traffic or will otherwise be detrimental to the
public health, safety or welfare.
(b) Applications for a fence permit under this Section shall be filed with the Community
Development Director on such form as he shall prescribe, and shall be accompanied by a
processing fee in such amount as established from time to time by resolution of the City Council.
15-29.040 15-29.050 Fencing adjacent to scenic highways.
In addition to the regulations set forth in Section 15-29.010 of this Article, fences adjacent to
State designated scenic highways shall comply with the following requirements:
(a) Fence permit. No person shall construct any fence or wall which faces and is located within
one hundred feet from the right-of-way of a State designated scenic highway without first
obtaining a fence permit from the Planning Director. Application for such permit shall be
submitted to the Planning Director on such form as he shall prescribe, and shall be accompanied
by a processing fee in such amount as established from time to time by resolution of the City
Council.
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(b) Setback. No fence or wall shall be constructed within fifteen feet from the property line
abutting the right-of-way of a scenic highway. The Planning Director may require this minimum
setback to be increased to a maximum of one hundred feet if he determines that such increased
setback is necessary to preserve the scenic qualities of the highway.
(c) Color, material and design. Fences or walls adjacent to scenic highways may be constructed
of wood, stone, stucco, masonry, wrought iron or similar material, but no chain link, plastic or
wire fencing shall be permitted. The design, color and materials of the fence or wall shall be
subject to approval by the Planning Director, based upon a finding that the fence or wall will not
adversely affect the scenic qualities of the highway and will be compatible with the natural
terrain.
(d) Landscape screening. The applicant shall landscape and permanently maintain an area
parallel to and along the entire length of the exterior side of the fence or wall facing the scenic
highway, in accordance with a landscape plan approved by the Planning Director. Such
landscape plan shall provide for the planting of trees and vegetation that are native to the area,
fast growing, and require little or no maintenance. The Planning Director shall not approve the
landscape plan unless he finds that the proposed landscaping will effectively screen the fence
from public view and enhance the visual appearance of the scenic highway. Prior to issuance of
the fence permit, a landscape maintenance agreement shall be executed by the applicant and
recorded in the office of the County Recorder, which agreement shall constitute a covenant
running with the land.
(e) Height. The height of any fence or wall adjacent to a scenic highway shall comply with the
regulations set forth in Section 15-29.010 of this Article; provided, however, where the applicant
demonstrates to the satisfaction of the Planning Director that his property is subjected to greater
noise impacts from the scenic highway as compared generally with other properties located
adjacent to such highway, the Planning Director may approve a fence or wall not exceeding eight
feet in height. As a condition of such approval, the Planning Director may require increased
setbacks and landscaping to mitigate the visual impact of the higher fence or wall.
(f) Exemption. This Section shall not apply to a fence lawfully constructed prior to March 20,
1987, if such fence does not create a safety hazard for vehicular, pedestrian or bicycle traffic and
does not obstruct the safe access to or from adjacent properties; and provided further, that upon
the destruction or removal of more than one-half of the length of such nonconforming fence, any
replacement fence shall comply with the permit requirement and restrictions specified in this
Section.
15-29.050 15-29.060 Barbed wire and electrified wire prohibited.
No fence or wall constructed or installed within the City shall contain barbed or electrified wire
unless approved by the Planning Commission, based upon a finding that the barbed or
electrified wire is necessary for security purposes and that measures will be taken, when
appropriate, to mitigate any adverse impacts of such wire.
15-29.060 15-29.070 Fences adjacent to heritage lanes.
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In addition to the regulations set forth in Section 15-29.010 of this Article, fences adjacent to a
designated heritage lane shall comply with the following requirements:
(a) Fence permit. No person shall construct any fence or wall which faces and is located within
fifty feet from the right-of-way of a designated heritage lane, and which exceeds three feet in
height, without first obtaining a fence permit from the Community Development Director.
Application for such permit shall be submitted and processed in the manner provided in Article
13-20 of the City Code. If the Heritage Commission recommends issuance, the Community
Development Director shall issue the permit in accordance with those recommendations and any
condition related but not limited to the design standards set forth in subsections (c), (d), (e) and
(f) of this Section and pursuant to the process prescribed in Article 13-20.
(b) Supporting data. The level of detail of the supporting data required by Section 13-20.030
shall be determined by the Community Development Director to allow adequate review of the
proposed fence or wall.
(c) Setback. No fence or wall which exceeds three feet in height shall be constructed within the
required setback area fronting a heritage lane. This minimum setback may be required to be
increased to a maximum of fifty feet upon the finding that such increased setback is necessary to
preserve the historic qualities of the heritage lane.
(d) Color, material and design. Fences or walls adjacent to a the heritage lane may be constructed
of wood, stone, masonry, wrought iron or similar material. The design, color and materials of the
fence or wall shall be approved based upon a finding that the fence or wall will not adversely
affect the historic qualities of the lane and will be compatible with the design and materials of
existing buildings on the site and structures on adjacent properties.
(e) Height. The height of any fence or wall adjacent to the a heritage lane shall comply with the
regulations set forth in Section 15-29.010 of the City Code.
(f) Landscaping. The applicant shall landscape and maintain an area within the right-of-way,
parallel to and along the entire length of the exterior side of a fence or wall in excess of three feet
in height and facing the heritage lane, in accordance with a landscape plan approved by the
Community Development Director. Such landscape plan shall provide for the planting of trees
and vegetation that are native to the area and require little or no maintenance. The landscape plan
may be approved by the Community Development Director upon the finding that the proposed
landscaping will effectively blend the fence with its environment and enhance the visual
appearance of the lane.
(g) Exemption. This Section shall not apply to a fence lawfully constructed prior to September
16, 1992, if such fence does not create a safety hazard for vehicular, pedestrian or bicycle traffic
and does not obstruct the safe access to or from adjacent properties; and provided further, that
upon the destruction or removal of more than one-half of the length of such nonconforming
fence, any replacement fence shall comply with the permit requirement and restrictions specified
in this Section.
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15-29.080 Exemption for Agricultural Uses. Fencing around the immediate perimeter of an
orchard, vineyard, equestrian facility or similar agricultural use is exempt from this
Article. This exemption applies to raising of fruit and nut trees, vegetables and
horticultural specialties, but does not include nurseries, greenhouses or storage of
landscaping equipment, products or supplies for commercial uses.
15-29.090 Fence Exceptions.
(a) The owner(s) of a fence, or proposed fence, including any gates or pilasters attached
thereto, may request that the Planning Commission grant an exception to the regulations
regarding fences. The Planning Commission may grant this exception if all of the following
findings are made:
(1) The subject fence will be compatible with other similar structures in the
neighborhood;
(2) The entirety of the subject fence will be constructed of materials that are of high
quality, exhibit superior craftsmanship, and that are durable;
(3) The modification will not impair the integrity and character of the neighborhood
in which the fence is located;
(4) The granting of the exception will not be detrimental or injurious to the
property, adjacent neighbors, or improvements in the general vicinity and
district in which the property is located; and,
(5) The granting of the exception will not create a safety hazard for vehicular,
pedestrian or bicycle traffic and does not obstruct the safe access to and from
adjacent properties.
(b) For exceptions proposed in the HR or R-OS districts, the Planning Commission may
grant the exception if, in addition to the findings made in subsection (a), it also makes all of
the following findings:
(1) The visibility of the fence from public streets and adjacent properties will
substantially be reduced by the topography, landscaping or other features of the
site; and,
(2) The fence does not unreasonably impede the movement of wildlife animals
utilizing an established trail or migratory route which crosses the site; and,
(3) In the event the exception is to increase the area of enclosure pursuant to Section
15-29.020(a), the increased area of enclosure is required for safety reasons.
(c) A public hearing on the application for exception approval under this Article shall be
required. Notice of the public hearing shall be given not less than ten days nor more than
thirty days prior to the date of the hearing by mailing, postage prepaid, to the applicant
and to all persons whose names appear on the latest available assessment roll of the County
as owning property within five hundred feet of the boundaries of the parcel which is the
subject of the application. Notice of the public hearing shall also be published once in a
newspaper having general circulation in the City not later than ten days prior to the date of
the hearing.
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(d) A decision or determination made by the Planning Commission under this Article may
be appealed to the City Council in accordance with the procedure set forth in Article 15-90
of this Chapter.
15-29.100 Existing Legal Non-Conforming Fences, Pilasters, Entryway Trellises.
This Article shall not require any modification to any fence, pilaster, entryway, or trellis
that was in compliance with the City Code at the time it was built (for the purposes of this
Article, a “Legal Non-Conforming Fence”). Upon destruction or removal of more than
one-half length of a Legal Non-conforming Fence or any element thereof any new fence or
element shall be constructed to meet height requirements as prescribed in this Article or be
approved by an exception process described in section 15-29.080 of this Article.
15-80.030 Special rules for accessory uses and structures in residential districts.
(c) Recreational courts. Subject to approval by the Community Development Director,
recreational courts may be allowed, provided that such recreational courts shall comply with all
of the following restrictions, standards and requirements:
(1) The recreational court shall not exceed seven thousand two hundred square feet in area.
(2) The recreational court shall not be illuminated by exterior lighting.
(3) No direct opaque screening shall be utilized around any portion of the recreational court.
(4) No fencing for a recreational court shall exceed ten feet in height.
(5) No recreational court shall be located in a required front or side setback area. Such courts
may be located within a required rear setback area, but no closer than fifteen feet from any
property line.
(6) The natural grade of the area to be covered by the recreational court shall not exceed an
average slope of ten percent, unless a variance is granted pursuant to Article 15-70 of this
Chapter.
(7) The recreational court shall be landscaped, in accordance with a landscape plan approved by
the Community Development Director, so as to create a complete landscaping buffer from
adjoining properties within two years from installation. In addition, a bond, letter of credit or
other security, in such amount as determined by the Community Development Director, shall be
furnished to the City to guaranty the installation of the landscaping improvements in accordance
with the approved landscaping plan.
(8) The recreational court shall be designed and located to minimize adverse impacts upon trees,
natural vegetation and topographical features and to avoid damage as a result of drainage,
erosion or earth movement.
(9) The recreational court shall be designed to preserve the open space qualities of hillsides,
creeks, public paths, trails and rights-of-way on or in the vicinity of the site.
- End of amendments to Article 15-29 -
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Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Iveta Harvancik DIRECTOR: John Cherbone
Senior Engineer PW Director
SUBJECT: Agreements to Relocate the Equestrian and Pedestrian Trail
RECOMMENDED ACTIONS:
Approve the two Agreements to Relocate the Equestrian and Pedestrian Trail with Parker Ranch
Homeowners Association and Saratoga Country Club, respectively. Authorize the City Manager
to execute the same.
REPORT SUMMARY:
The City maintains an existing Equestrian and Pedestrian trail that runs through the Parker Ranch
Open Space and through the Saratoga Country Club property. Parts of the Equestrian and
Pedestrian trail extensively eroded and it is necessary to relocate the trail.
A new proposed trail location was outlined (see Attachment 1) on both properties and reviewed
by representatives of the Parker Ranch Homeowners Association and the Saratoga Country Club.
Both the Parker Ranch Homeowners Association and the Saratoga Country Club agree with the
proposed trail location and agree to grant the City a Right of Entry to the respective properties
for trail construction.
After the completion of construction of the relocated trail, the City will survey the new trail and
prepare all necessary documents for the recordation of the new Pedestrian and Equestrian Trail
Easement Agreements. In the attached Agreements, the Parker Ranch Homeowners Association
and the Saratoga Country Club agree to execute the Easement Agreement when the trail survey is
completed.
The City has received donated funds for the trail construction and survey.
The Pedestrian, Equestrian and Bicycle Trails Committee reviewed and approved executing the
two Agreements to Relocate the Equestrian and Pedestrian Trail authorizing the City to relocate
the Equestrian and Pedestrian trail as proposed on the attached site plan. Therefore, it is
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recommended that the City Council approve execution of the Agreements to Relocate the
Equestrian and Pedestrian Trail and construction of the Equestrian and Pedestrian trail in the new
location.
FISCAL IMPACTS:
No fiscal impact to the City.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The trail will not be relocated.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
The City Manager will execute the two Agreements to Relocate the Equestrian and Pedestrian
Trail. The Equestrian and Pedestrian trail will be constructed in the new location. The new trail
easement shall be accepted by the City by executing Equestrian and Pedestrian Trail Relocation
Easement Agreements in the future, and the portion of the existing trail easement being
abandoned shall be vacated.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Site Plan - Existing and Proposed Trail.
2. Agreement to Relocate the Equestrian and Pedestrian Trail with Parker Ranch
Homeowners Association
3. Agreement to Relocate the Equestrian and Pedestrian Trail with Saratoga Country Club
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AGREEMENT TO RELOCATE
EQUESTRIAN AND PEDESTRIAN TRAIL
THIS AGREEMENT is entered into effective ________ (“Effective Date”) by
and among the Saratoga Country Club (hereinafter referred to as “Owner”) and the City
of Saratoga (hereinafter referred to as “City”) with reference to property known as
Assessor’s Parcel Number: 366-29-007 and identified as Parcel 7 on the Map attached
hereto as Exhibit A, (the “Property”).
WHEREAS, the City maintains an existing Equestrian and Pedestrian Trail that
runs through the property;
WHEREAS, the City accepted dedication of the easement recorded in document
11638439 for that portion of the existing Pedestrian and Equestrian trail that runs through
the Property;
WHEREAS, extensive erosion of the Equestrian and Pedestrian Trail make it
necessary for the City to relocate such Trail;
WHEREAS, the City retained a skilled trail builder to delineate an appropriate
relocation of the Equestrian and Pedestrian Trail, the City and Owner desire to enter into
the following agreement to relocate the Equestrian and Pedestrian Trail.
NOW, THEREFORE, in consideration of the above RECITALS and the mutual
promises and covenants of the parties hereto, it is agreed as follows:
1. NEW TRAIL LOCATION
The parties hereby agree that the Pedestrian and Equestrian Trail may be
relocated and constructed on the Property as generally delineated with a GPS
system and mapped as shown in Exhibit A, attached hereto.
2. TRAIL RELOCATION FUNDING
The City will fund the trail relocation with donated funds provided by
voluntary donations of moneys by private donor(s) and the City does not
request any funds from the Owner for the construction of the relocated Trail.
3. OWNER ALLOWS ENTRY ONTO PROPERTY
The Owner agrees to allow the City and its respective officers, directors,
governing members, employees, contractors, partners, insurers, attorneys,
agents, successors and assigns of each of them access to the Property in order
to perform the construction of the relocated Equestrian and Pedestrian Trail
pursuant to the Right of Entry, attached as Exhibit B.
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4. ABANDONMENT OF EXISTING EASEMENT
After the completion of construction of the relocated Equestrian and
Pedestrian Trail, Owner and the City agree to abandon the Easement recorded
as document 11638439 for Saratoga Country Club upon completion of the
relocated Trail across the Midpeninsula Regional Open Space District
property. Abandonment of the Easement recorded as document 11638439
will not occur until the City has approved the construction of the relocated
trail and the New Easement Agreement.
5. NEW EASEMENT AGREEMENT
After the completion of construction of the relocated Equestrian and
Pedestrian Trail, the City will survey the relocated trail and prepare all
necessary documents for the recordation of a new Pedestrian and Equestrian
Trail Easement Agreement. Owner agrees to execute such new Easement
Agreement in favor of the City for the surveyed location of the relocated
Equestrian and Pedestrian Trail under terms at least equivalent to those
contained in the existing Easement Agreement.
IN WITNESS WHEREOF, this agreement has been duly executed by the parties hereto
on __________, 2___.
Date __________ Owner
______________________________
Date__________________ City
By: __________________________
_________________ (name)
_________________ (title)
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EXHIBIT B
RIGHT OF ENTRY TO PERFORM
RELOCATION AND CONSTRUCTION OF EQUESTRIAN AND
PEDESTRIAN TRAIL ACROSS PROPERTY
This grant of a RIGHT OF ENTRY TO PERFORM RELOCATION AND
CONSTRUCTION OF EQUESTRIAN AND PEDESTRIAN TRAIL is entered
into this ___ day of _______, 200__, by and between the CITY OF SARATOGA,
a California municipal corporation (“the City”) and SARATOGA COUNTRY
CLUB (“Owner”).
A. Owner owns the fee title to certain real property, located within the
boundaries of the City of Saratoga, APN 366-29-007. Said real property is more
particularly shown in Exhibit “A” attached hereto and incorporated herein
(“Property”). The Property includes land subject to a Pedestrian Equestrian
Easement in which City holds a third party beneficiary interest.
B. Construction of a relocated Equestrian and Pedestrian Trail has been
agreed upon between the parties due to erosion of the existing location of the
Trail.
NOW, THEREFORE, in consideration of the facts recited above, and the
mutual covenants, terms, conditions and restrictions contained herein the parties
hereto agree as follows.
1. Grant of Right of Entry. In consideration of the work to be performed on
behalf of the City by trail builder contractor and the trail builder contractor’s crew
(collectively “trail builder contractor’s crew”), funded by voluntary donations of
moneys by private donor(s), Owner grants to the City, and the trail builder
contractor’s crew the Right of Entry to perform work in furtherance of the
construction of a relocated Equestrian and Pedestrian Trail to the satisfaction of
the City. The Right of Entry shall be over the Property more particularly
described in Exhibit “A” and shall generally include entry in such locations,
methods and manners deemed reasonable by the City for the construction of said
relocated Trail.
2. Rights of Grantees. To accomplish the purpose of this Right of Entry, the
following right is conveyed to the City: The City may exercise the Right of Entry
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subject to the following condition. Entry shall be limited to the hours between __
a.m. and __ p.m.
3. Termination. This Right of Entry shall terminate upon completion of
construction of relocated Equestrian and Pedestrian Trail to the satisfaction of the
City.
4. Access Limitation. No right of entry or access by the general public to any
portion of the Property is conveyed by this Right of Entry Agreement.
5. Hold Harmless. Owner shall hold harmless, indemnify and defend City
and its respective officers, directors, governing members, employees, contractors,
partners, insurers, attorneys, agents, the trail builder contractor crew and
successors and assigns of each of them (collectively “Indemnified City Parties”)
from and against all liabilities, penalties, costs, losses, orders, liens, charges,
damages, expenses, causes of action, claims, demands or judgments, including,
without limitation, reasonable attorneys’ fees, arising from or in any way
connected with injury to or the death of any person or physical damage to any
property, resulting from any act, omission, condition or other matter related to or
occurring on or about the Property arising out of or related to the exercise or
administration of this Right of Entry, due to Owner’s sole negligence or willful
misconduct.
City shall hold harmless, indemnify and defend Owner and its respective officers,
directors, governing members, employees, insurers, attorneys, agents, and
successors and assigns of each of them (collectively “Indemnified Owner Parties”)
from and against all liabilities, penalties, costs, losses, orders, liens, charges,
damages, expenses, causes of action, claims, demands or judgments, including,
without limitation, reasonable attorneys’ fees, arising from or in any way
connected with injury to or the death of any person or physical damage to any
property, resulting from any act, omission, condition or other matter related to or
occurring on or about the Property arising out of or related to the exercise or
administration of this Right of Entry, due to the City’s sole negligence or willful
misconduct.
IN WITNESS WHEREOF, Owner and the City have executed this
agreement effective as of the date first above written.
FEE TITLE OWNER: [Insert name of Fee Title Owner]
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Date_____________
________________________________________
Signature
Name:___________________________________
Title:____________________________________
CITY: THE CITY OF SARATOGA
a California municipal corporation
Date_____________
________________________________________
Signature
Name:___________________________________
Title: ___________________________________
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SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM: ______
ORIGINATING DEPT: Public Works CITY MANAGER:
PREPARED BY: John Cherbone DEPT HEAD: John Cherbone
SUBJECT: Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal
of the District for FY 09-10.
______________________________________________________________________________
RECOMMENDED ACTION(S):
1. Move to adopt the Resolution describing improvements and directing preparation of the
Engineer’s Report.
2. Move to adopt the Resolution appointing the Attorney’s for the District.
REPORT SUMMARY:
Attached are two Resolutions the City Council must adopt to initiate the annual process of
renewing the Landscaping & Lighting Assessment District LLA-1 for the upcoming fiscal year
beginning on July 1. A brief summary of each Resolution is as follows:
1. Resolution describing improvements and directing preparation of the Engineer’s
Report - This is the Resolution required under Streets & Highways Code Section 22622 to
initiate the annual renewal process for the existing assessment district for the ensuing fiscal
year. The Resolution references the proposed improvements to be provided by the district
(Exhibit A), and directs the preparation of the Engineer’s Report required under S&H Code
Section 22565.
2. Resolution appointing Attorneys - This Resolution appoints the City Attorney’s office as
the attorneys for the District throughout the renewal process, and limits their fees in
connection with this work to $500.
The provisions of SB 919 (The Proposition 218 Omnibus Implementation Act) adopted by the
State legislature in 1997, (Chapter 38, Stats. 1997), and which became effective on July 1, 1997,
will be implemented during the renewal process if necessary.
Procedurally this means that assessment ballots will be mailed to those property owners within the
District whose initial proposed assessments are either 1) higher than in any previous year and
183
who have not previously voted on their assessments, or 2) higher than what was authorized via
balloting conducted in a previous year. As in previous years, ballots will be separately tabulated
at the close of the Protest Hearing for each Zone that may be voting. Only those ballots returned
by the close of the Protest Hearing will count towards determining whether a majority protest
exists.
The following sets forth the tentative schedule for renewing the District for FY 09-10:
February 18 - Council adopts Resolutions directing preparation of Engineer’s Report and
appointing Attorneys.
April 15 - Council receives Engineer’s Report. Council adopts Resolution of
Intention preliminarily approving Engineer’s Report and assessments and
setting date and time for Protest Hearing.
April 30 - Notices with Proposition 218 ballots mailed to property owners, if
required.
May 6 - Notice of Protest Hearing published in Saratoga News.
May 20 - Notice of Protest Hearing published in Saratoga News.
June 3 - Council conducts Protest Hearing per Gov’t. Code Sec. 53753. Ballots are
tabulated at the close of the Hearing. If appropriate, Council adopts
Resolution confirming assessments for FY 09-10.
June 17 - Backup date if needed.
August 10 - Deadline for Engineer to transmit Assessment Roll to County Auditor.
FISCAL IMPACTS:
The costs associated with administering the Landscaping & Lighting Assessment District are
recovered via the assessments levied against the properties, which receive special benefit from the
services provided through the District. A detailed analysis of the proposed financing for the
District in FY 09-10 will be provided in the Engineer’s Report.
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CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
One or both of the Resolutions would not be adopted. This would delay initiating the process to
renew the District for FY 09-10.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
Work on the Engineer’s Report will begin.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional at this time. Eventually, notices and ballots will be mailed to certain property
owners as required by law. Additionally, notices will be published in the Saratoga News as
required.
ATTACHMENTS:
1. Resolution describing improvements and directing preparation of the Engineer’s Report.
2. Exhibit A
3. Resolution appointing Attorneys.
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1
RESOLUTION NO.
A RESOLUTION DESCRIBING IMPROVEMENTS AND
DIRECTING PREPARATION OF ENGINEER'S REPORT
FOR FISCAL YEAR 2009-2010
CITY OF SARATOGA LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1
RESOLVED, by the City Council of the City of Saratoga, California, as follows:
1. The City Council did, pursuant to the provisions of the Landscaping and Lighting
Act of 1972, Part 2, Division 15 of the Streets and Highways Code of the State of California,
conduct proceedings for the formation of the City of Saratoga Landscaping and Lighting
Assessment District LLA-1 and for the levy and collection of assessments for fiscal year 1980 -
1981, and did, on June 18, 1980, pursuant to proceedings duly had, adopt its Resolution No. 950-
D, a Resolution Overruling Protests and Ordering the Formation of an Assessment District and
the Improvements and Confirming the Diagram and Assessments;
2. The public interest, convenience and necessity require, and it is the intention of
said Council to undertake proceedings for the levy and collection of assessments upon the several
lots or parcels of land in said District, for the construction or installation of improvements,
including the maintenance or servicing, or both, thereof, for the fiscal year 2009-2010.
3. The improvements to be constructed or installed, including the maintenance or
servicing, or both, thereof, are more particularly described in Exhibit "A" hereto attached and by
reference incorporated herein.
4. The costs and expenses of said improvements, including the maintenance or
servicing, or both, thereof, are to be made chargeable upon said District, the exterior boundaries
of which District are the composite and consolidated area as more particularly shown on a map
thereof on file in the office of the Clerk of the City of Saratoga to which reference is hereby made
for further particulars. Said map indicates by a boundary line the extent of the territory included
in said District and of any zone thereof and shall govern for all details as to the extent of the
assessment district.
5. The Engineer of said City be, and is hereby, directed to prepare and file with said
Clerk a report, in writing, referring to the assessment district by its distinctive designation,
specifying the fiscal year to which the report applies, and, with respect to that year, presenting the
following:
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a) plans and specification of the existing improvements and for proposed new
improvements, if any, to be made within the assessment district or within
any zone thereof;
b) an estimate of the costs of said proposed new improvements, if any, to be
made, the costs of maintenance or servicing, or both, thereof, and of any
existing improvements, together with the incidental expenses in connection
therewith;
c) a diagram showing the exterior boundaries of the assessment district and of
any zones within said district and the lines and dimensions of each lot or
parcel of land within the district as such lot or parcel of land is shown on
the County Assessor's map for the fiscal year to which the report applies,
each of which lots or parcels of land shall be identified by a distinctive
number or letter on said diagram; and
d) a proposed assessment of the total amount of the estimated costs and
expenses of the proposed new improvements, including the maintenance or
servicing, or both, thereof, and of any existing improvements upon the
several lots or parcels of land in said district in proportion to the estimated
particular and distinct benefits to be received by each of such lots or
parcels of land, respectively, from said improvements, including the
maintenance or servicing, or both, thereof, and of the expenses incidental
thereto.
6. The Office of the Public Works Director of said City be, and is hereby, designated
as the office to answer inquiries regarding any protest proceedings to be had herein, and may be
contacted during regular office hours at the City Hall, 13777 Fruitvale Avenue, Saratoga,
California 95070 or by calling (408) 868-1241.
* * * * * * * *
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the __ day of ________, 2009 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Chuck Page, Mayor
ATTEST:
____________________________
Ann Sullivan, City Clerk
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Exhibit A
DESCRIPTION OF IMPROVEMENTS
The design, construction or installation, including the maintenance or servicing, or both,
thereof, of landscaping, including trees, shrubs, grass or other ornamental vegetation,
statuary, fountains and other ornamental structures and facilities, and public lighting
facilities for the lighting of any public places, including traffic signals, ornamental
standards, luminaries, poles, supports, tunnels, manholes, vaults, conduits, pipes, wires,
conductors, guys, stubs, platforms, braces, transformers, insulators, contacts, switches,
capacitors, meters, communication circuits, appliances, attachments and appurtenances,
including the cost of repair, removal or replacement of all or any part thereof, providing
for the life, growth, health and beauty of landscaping, including cultivation, irrigation,
trimming, spraying, fertilizing and treating for disease or injury; the removal of
trimmings, rubbish, debris and other solid waste; electric current or energy, gas or other
illuminating agent for any public lighting facilities or for the lighting or operation of any
other improvements; and the operation of any fountains or the maintenance of any other
improvements.
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RESOLUTION NO.
A RESOLUTION APPOINTING ATTORNEYS
FOR FISCAL YEAR 2009-2010
CITY OF SARATOGA LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1
RESOLVED, by the City Council of the City of Saratoga, California, that
WHEREAS, the City Council has determined to undertake proceedings for the levy and
collection of assessments upon the parcels of land in the City of Saratoga Landscaping and
Lighting Assessment District LLA-1 pursuant to the Landscaping and Lighting Act of 1972 for
the construction or installation of improvements, including the maintenance or servicing, or both,
thereof for the fiscal year 2009-2010; and
WHEREAS, the public interest and general welfare will be served by appointing and
employing attorneys for the preparation and conduct of said proceedings;
NOW, THEREFORE, IT IS ORDERED, as follows:
1. That the law firm of Shute, Mihaly & Weinberger be, and it is hereby appointed
and employed to do and perform all legal services required in the conduct of said proceedings,
and that its compensation be, and it hereby is fixed at not to exceed $500.00.
* * * * * * *
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the __ day of ________, 2009 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Chuck Page, Mayor
ATTEST:
____________________________
Ann Sullivan, City Clerk
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SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone
Associate Engineer
SUBJECT: American Recovery and Reinvestment Act of 2009 (ARRA) Funding for the Saratoga
Avenue Overlay and Rehabilitation Project.
RECOMMENDED ACTION:
Adopt resolution supporting the American Recovery and Reinvestment Act of 2009 (ARRA) for the
Saratoga Avenue Overlay and Rehabilitation Project.
REPORT SUMMARY:
Background:
With the national economy experiencing the greatest declines since the 1930’s, Congress and the President
have been actively discussing a multi-billion dollar Federal economic stimulus act which will include
significant funding for transportation infrastructure, including roadways, transit and aviation. President
Obama has set a target date of mid –February for enactment of this bill.
On Tuesday, February 10, the United States Senate passed an $838 billion economic recovery bill (H.R.1),
The American Recovery and Reinvestment Act of 2009, by a 61-37 vote. Public Works staff will apply for
ARRA funds for the Saratoga Avenue Overlay and Rehabilitation Project.
Discussion:
The Valley Transportation Agency (VTA) has developed a potential approval process and funding
distribution procedures with regional and state agencies. One key and consistent element has been the need
to provide local cities and Counties with a share of these funds in order to address their shovel ready
projects, which tend to be local streets and roads repair.
The VTA, as the congestion management agency for Santa Clara County, is responsible for nominating
local streets and road projects to the Metropolitan Transportation Commission (MTC). MTC has provided
VTA with a target of $30.4 million on February 6, 2009. Each city and County’s target has been calculated
based on its percentage of MTC’s total projected cost of maintaining and reconstructing local streets and
county roads over the next 25 years. The need based target percentage for the City of Saratoga is 2.7%,
based on MTC’s 2005 survey which is $820,800.
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Resolutions are due to MTC prior to Caltrans' authorization (obligation) of the ARRA fund. MTC has
given a 60 day period to obligate the funds through Caltrans, which staff is confident it can meet.
FISCAL IMPACTS:
The American Recovery and Reinvestment Act of 2009 do not require a local match.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The project will not be approved by MTC and the funds will be reallocated to other cities in Santa Clara
County.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Resolution will be forwarded to the MTC.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Resolution of Local Support authorizing the filing of an application with Metropolitan
Transportation Commission (MTC) for the American Recovery and Reinvestment Act of 2009 (ARRA)
Funding.
191
1
Resolution of Local Support
American Recovery and Reinvestment Act of 2009 (ARRA) Funding
Resolution No.
Authorizing the filing of an application for federal American Recovery and Reinvestment Act of
2009 (ARRA) funding and stating the assurance to complete the project
WHEREAS, The City of Saratoga (herein referred as APPLICANT) is submitting an
application to the Metropolitan Transportation Commission (MTC) for approximately $820,800
in funding from the federal American Recovery and Reinvestment Act of 2009 (ARRA) for the
Saratoga Avenue Overlay and Rehabilitation Project (herein referred as PROJECT) for the MTC
Regional ARRA Program (MTC Resolution No. 3885) (herein referred as PROGRAM); and
WHEREAS, pursuant to ARRA, and any regulations and/or guidance promulgated
thereunder, eligible project sponsors wishing to receive Regional ARRA funds for a project shall
submit an application first with the appropriate Metropolitan Planning Organization (MPO), for
review and inclusion in the MPO's Transportation Improvement Program (TIP); and
WHEREAS, the Metropolitan Transportation Commission (MTC) is the MPO for the
nine counties of the San Francisco Bay region; and
WHEREAS, MTC has adopted a Regional Project Funding Delivery Policy (MTC
Resolution No. 3606, revised applicable to federal ARRA fund delivery and has adopted (or is
scheduled to adopt) in MTC Resolution No. 3885 such additional requirements as are necessary
or appropriate to meet the obligations/award deadlines in the ARRA; and
WHEREAS, APPLICANT is an eligible project sponsor for ARRA funds; and
WHEREAS, as part of the application for ARRA funding, MTC requires a resolution
adopted by the responsible implementing agency stating the following:
1) that the sponsor understands that the ARRA funding is fixed at the programmed amount,
and therefore any cost increase cannot be expected to be funded with additional ARRA or
other MTC-programmed funds; and
2) that PROJECT will comply with the procedures specified in MTC’s Regional Project
Funding Delivery Policy (MTC Resolution No. 3606, revised) and with all project-
specific requirements as set forth in MTC’s Regional ARRA Program (MTC Resolution
No. 3885); and PROJECT as described in the application, and if approved, as included in
MTC's TIP; and
3) that PROJECT will comply with all the project-specific requirements as set forth in the
federal ARRA and appropriate applicable regulations or guidance.
NOW, THEREFORE, BE IT RESOLVED that APPLICANT is authorized to execute
and file an application for funding under the American Recovery and Reinvestment Act of 2009
for PROJECT; and be it further
RESOLVED that the APPLICANT by adopting this resolution does hereby state that:
1. APPLICANT understands that the ARRA funding for the project is fixed at the MTC
approved programmed amount, and that any cost increases must be funded by the
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2
APPLICANT from other funds, and that APPLICANT does not expect any cost
increases to be funded with additional ARRA or MTC-programmed funds; and
2. APPLICANT understands the funding deadlines associated with these funds and will
comply with the applicable provisions and requirements of the Regional ARRA
Program (MTC Resolution No. 3885) and Regional Project Funding Delivery Policy
(MTC Resolution No. 3606, as revised); and
3. PROJECT will be implemented as described in the complete application and in this
resolution and, if approved, for the amount programmed in the MTC federal TIP; and
4. PROJECT will comply with all the project-specific requirements as set forth in the
ARRA and appropriate applicable regulations or guidance; and be it further
RESOLVED that there is no legal impediment to APPLICANT making applications for
the funds; and be it further
RESOLVED that there is no pending or threatened litigation that might in any way
adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such
PROJECT; and be it further
RESOLVED that APPLICANT authorizes its Executive Director, General Manager, or
designee to execute and file an application with MTC for ARRA funding for the PROJECT as
referenced in this resolution; and be it further
RESOLVED that a copy of this resolution will be transmitted to the MTC in conjunction
with the filing of the application; and be it further
RESOLVED that the MTC is requested to support the application for the PROJECT
described in the resolution and to include the PROJECT, if approved, in MTC's TIP.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 18th day of February, 2009 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Chuck Page, Mayor
ATTEST:
_____________________________
Ann Sullivan, City Clerk
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209
FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: _January 20, 2009_________________
Please refer to the Application Instructions Sheet for details on the following questions. Please
limit your answers to one paragraph per question
1) Applicant Organization/Agency Name: West Valley Community Services (WVCS)
Agency Address: 10104 Vista Drive Cupertino 95014_
Executive Director: Naomi Nakano-Matsumoto_____________ _
Phone: 408-255-8033 x 301Fax: 408-366-6090 E-Mail: naomin@wvcommunityservices.org
Agency is a Faith Based Organization: ____ Yes _X__ No
2) Program Title: Community Assistance Program (CAP)__________________________
Program Address: 10104 Vista Drive Cupertino 95014_
Contact Person/Title: Tricia Uyeda ___________________________
Phone: 408-255-8033 x 301Fax: 408-366-6090 E-Mail: triciau@wvcommunityservices.org
3) City of Saratoga/CDBG funds requested in the past: _$15,164_______ ______
4) City of Saratoga/CDBG funds received in the past: __$ 15,164 ____________
5) Program description and number of unduplicated clients served: ________________
WVCS is the only known community-based organization providing wrap-around basic family support
services in the West Valley area serving Saratoga. The activities of the Community Assistance Program
are:
1) To provide food on a weekly basis, preventing hunger for 40 lower income Saratoga residents;
2) To provide culturally relevant information, referrals and education about health and nutrition needs, and
providing for specific dietary needs to 100% of the food pantry participants;
3) To provide rental and/or utility assistance to 5 households (10 individuals), through qualified case
managers.
6) Program purpose and objectives: _
WVCS has served lower income Saratoga households for 33 years The objective of this program is to
increase the quality of life for low-income Saratoga residents by creating and/or maintaining household
sustainability: preventing hunger, evictions, utility cut-offs and homelessness for 40 individuals. Based on
WVCS’ experience, Saratoga is a community where multiple needs exist. WVCS wants to continue to
assist Saratoga households to stay in their homes, to stay warm and to have enough food to make it
through each month.
7) Program management: ___________________________________________________
To ensure thorough and comprehensive services to extremely-low to low-income residents, the intake
process includes client’s proof of income, residency, ID for all adults, rental agreement, and birth
certificates for any children. Recertification is conducted annually. The management of the CAP is
integrated and each staff member is cross-trained to ensure consistent and quality services. Employees
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FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
and volunteers are representative of the clientele served and speak many of the client languages. Three
positions staff this project, Case Manager, Operations Manager, Program Director. In-kind positions
include San Jose State University, College of Social Work Interns and community volunteers.
8) Agency description and experience: ________________________________________
WVCS is a private non-profit, community based agency that has been providing direct assistance and
referral services to the community for more than 36 years. WVCS provides a continuum of basic needs,
family services and housing services including: information and referrals, food, clothing, shelter,
affordable housing, financial assistance, and case management. WVCS serves the West Valley
communities of Los Gatos, Monte Sereno, Cupertino, West San Jose, and Saratoga.
9) Audit information: _______________________________________________________
The date of the most recent audit is June 30, 2008. There are no findings.
10) Sources of funds anticipated for this project: _________________________________
SOURCE ESTIMATED AMOUNT STATUS2
Saratoga $ 15,164.00 Application Pending
Other Cities $ 97,827 Application Pending
County $ 20,000 Secured
Foundations $ 78,750 Committed
Donations $ 38,000 Secured
Federal (pending) $ 3,000 Application Pending
ESTIMATED TOTAL PROJECT COST: $252,741.00
11) Budget: Please use the attached worksheet.
12) Performance Measurements: Please use the attached worksheet.
13) Outreach: ______________________________________________________________
WVCS conducts outreach in numerous ways.
· WVCS produces a bi-annual newsletter called West Valley Community Action Newsletter
(CAN) for all of our clients, donors, volunteers, vendors, and partners. We distribute our
newsletter at health fairs and tabling events throughout the community as well as at the
collaboration meetings in which WVCS participates. WVCS plans to publish West Valley CAN
quarterly this year. All WVCS publications are available online.
· WVCS’ 3 Community Engagement Specialists provide outreach & education to residents in the
west valley region that we serve.
· WVCS’s Parent Workshops provide outreach opportunities to families in the west valley region.
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FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
WVCS plans to work closely with CBOs serving Saratoga residents. WVCS has long-standing
relationships with the United Way, Second Harvest Food Bank, local Kiwanis and Lions clubs.
WVCS also plans to outreach with the Faith in Action Network, a group of synagogues and
churches in the community to their congregations.
14) Leveraging: _____________________________________________________________
2007-08 and 2008-09 TOTAL status
Foundations
United Way 64,000 2010
Salvation Army 50,000 Annually
FIRST 5 536,784 2009
Housing Trust 12,500 annually
Other Foundations 30,000 annually
Government
County of Santa Clara
CalWORKS
25,000 annually
County of Santa Clara SSA – One Time Funds 50,000 annually
Federal FEMA/EFSP 15,500 annually
Federal HUD 82,533 annually
City of Cupertino CDBG 101,844 annually
City of Cupertino General Funds 15,900 annually
City of San Jose HTF 74,100 annually
City of San Jose CDBG 42,807 annually
City of San Jose ESG 18,581 annually
City of Saratoga General Fund 15,164 annually
Town of Los Gatos Housing Trust 13,000 annually
City of Sunnyvale CDBG 8,000 annually
15) Cost / Benefit Analysis: ___________________________________________________
Total
Program Cost
Total
Clients Served
Cost
Per Client
Funding
Requested
%
Total Cost
$252,741 611 $414 $15,164 6%
16) Target Beneficiaries: _____________________________________________________
Saratoga
Residents served
% Total
Clientele
Low-Income
Clients Served
%
Total Clientele
67 11% 611 100%
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BUDGET
AGENCY NAME: _West Valley Community Services_ Date Prepared: __January 20, 2009__
PROGRAM NAME: _Community Assistance Program ________
BUDGET WORKSHEET
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
SALARIES
Personnel
Benefits
$1,872.00
$ 450.00
$1,872.00
$ 450.00
$1,872.00
$ 450.00
$1,872.00
$ 450.00
OFFICE
EXPENSES
Phone/Fax
Travel
utilities
$ 372.00
$ 180.00
$ 615.00
$ 372.00
$ 180.00
$ 615.00
$ 372.00
$ 180.00
$ 615.00
$ 380.00
$ 180.00
$ 615.00
PROJECT
EXPENSES
Accounting
$ $300.00
$ $300.00
$ $300.00
$ $300.00
TOTAL
$3,789.00
$3,789.00
$3,789.00
$3,797.00
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PERFORMANCE MEASUREMENTS
AGENCY NAME: _West Valley Community Services_ Date Prepared: __January 20, 2009__
PROGRAM NAME: _Community Assistance Program ________
PERFORMANCE MEASUREMENT WORKSHEET
GOAL:
To increase the quality of life for lower income Saratoga residents by creating and/or
maintaining household sustainability: prevent hunger, evictions, utility shut-offs and
homelessness.
OBJECTIVE (1):
Provide food on a weekly basis.
OUTCOME (1):
By June 30, 2010, 100% of qualified Saratoga
residents receiving food assistance will have
food stability.
40 individuals to be served.
OBJECTIVE (2):
Provide rental and/or utility assistance on a
on-time only basis.
OUTCOME (2):
By June 30, 2010, 80% of recipients will state
that the assistance provided prevented
eviction and/or utility shut-off.
10 individuals to be served.
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FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
Name of Applicant Organization: _West Valley Community Services____________________________________
Name of Program: __Community Assistance Program___________________________________
Please complete the following questions in addition to the Standard Application to determine additional
requirements for CDBG eligibility:
1. Please complete the following tables with the number of recipients for each category:
Number of Unduplicated Beneficiaries
City
No.
Campbell 24
Los Altos 5
Los Altos Hills
Los Gatos 29
Monte Sereno 5
Morgan Hill
Saratoga 67
Unincorporated Santa Clara County
Outside the Urban County 1
Reported in HOUSEHOLDS
21
Total unduplicated beneficiaries
611
Number of Urban County
unduplicated beneficiaries at or below
current county-wide median income 2
Income Category No.
0-30% (Extremely low) 187
31-50% (Very Low) 41
51-80% (Low) 21
2. How does the purpose and objectives of the proposed program meet the Urban County’s CDBG
funding objectives with regard to either the Urban County Priority Needs or the Urban County Non-
Housing Community Development Needs as described in the Consolidated Plan3 ?
WVCS’ Community Assistance Program meets the following objectives in the Urban County’s
CDBG:
Increase the available supply of housing affordable to lower income households.
Increase housing opportunities for special needs households and the un-housed.
Homeless Services
1 The Urban County includes the unincorporated portions of the County of Santa Clara and the cities of
Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill, and Saratoga.
2 Based on the attached FY 2008 HUD Income Limits for Santa Clara County
3 The 2005-2010 Urban County Consolidated Plan is available online at http://www.saratoga.ca.us/ by
clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage
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FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
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FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: January 20, 2009
Please refer to the Application Instructions Sheet for details on the following questions. Please
limit your answers to one paragraph per question
1) Applicant Organization/Agency Name: Saratoga Area Senior Coordinating Council
(SASCC)
Agency Address: P.O. Box 3033, 19655 Allendale Avenue, Saratoga, CA, 95070
Executive Director: Susan Huff_________________ ________________________
Phone: 408-868-1255 Fax: 408-868-9546 E-Mail: shuff@sascc.org
Agency is a Faith Based Organization: ____ Yes __X__ No
2) Program Title: Saratoga Adult Care Center (ACC)
Program Address: 19655 Allendale Avenue, Saratoga, CA, 95070
Contact Person/Title: Susan Huff , Managing Director
Phone: 408-868-1255 Fax408-868-9546 E-Mail: shuff@sascc.org
3) City of Saratoga/CDBG funds requested in the past: $34,000 in 08/09; $33,000 in
07/08; $37,284 in 06/07; $36,288 in 05/06; $36,288 in 04/05; 36,737 in 03/04; $35,667 in
02/03; $35,500 in 01/02
4) City of Saratoga/CDBG funds received in the past: $32,000 in 08/09; $32,000 in
07/08; $33,000 in 06/07; $36,681 in 05/06; $36,288 in 04/05; $35,366 in 03/04; $35,667
in 02/03; $34,500 in 01/02
5) Program description and number of unduplicated clients served:
The Saratoga Adult Care Center is a Social Adult Day Program, which has provided a safe
and stimulating environment for frail elders and respite for caregivers for the past 21 years.
Since 1994, the program has been open Monday through Friday from 10 a.m. to 3 p.m.,
but since September of 2005, we have offered extended hours, from 8:30 a.m. to 5:30
p.m. This meets the needs of caregivers who are working outside the home, and demand
for these extended has steadily grown.
As the program serves mostly low-income elders, requests for funding are made to
numerous sources in order to subsidize this fast-growing target population. Adult Day
Care Services are an ideal way to care for the needs of frail seniors, often eliminating the
need for institutionalized care and reducing care costs for both the families and the
community as a whole. The ACC program will provide over 8,000 hours of paid services
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to a minimum of 55 unduplicated participants (clients) over a one-year period. The
participant profile changes throughout the year but the majority (73%) fall in the very low
to extremely low income range. Fees are based on a sliding scale where less than 25% are
able to pay the non-subsidized rate.
6) Program purpose and objectives:
The purpose of the Adult Care Center is to enhance the quality of life for Saratoga Area
Seniors via specific, ongoing supportive services, made available to lower-income
participants. These services incorporate the following objectives:
(1) Provide daily respite care to up to 24 frail and less independent participants from the
West Valley Area of Santa Clara County.
(2) Prevent or delay institutionalization of individuals who require considerable personal
assistance.
(3) Provide socialization, instruction and structured activities such as exercise, crafts, skill
development and nutritious meals daily for the less independent elderly in a licensed
care facility.
(4) Continue to facilitate caregiver support groups twice monthly in cooperation with the
Alzheimer’s Association and provide similar support services to local churches and
civic organizations of the West Valley area.
(5) Provide respite and improve quality of life for caregivers and eliminate or delay the
high emotional and financial cost of custodial care.
(6) Continue utilizing volunteer services to help contain Center costs.
(7) Maintain maximum enrollment of approximately 38 participants each month.
(8) Increase funding base through local resources, participant fees and fund raising events
in an effort to reduce dependence on City and county funding. Due to the low-income
status of the population served and the service-intensive nature of the program,
becoming self-supporting is not feasible.
The overall goal is to prevent or delay the institutionalization of the frail elderly, enable
them to remain in their homes for as long as possible and improve the quality of life for the
participants and their caregivers. This has remained our goal throughout our programs
history and previous Saratoga CBDG funds has helped us achieve and maintain that goal
along with the high quality of service that we provide to our clients.
Our accomplishments over the past year, reached with the help of Saratoga CBDG funds are:
· Supported all of the Adult Care’s ongoing efforts mentioned above to support families and
participants
· Allowed for the continuous operation of all of our programs, including our exercise
programs, during the summer months when they are not subsidized by West Valley
College.
· Brought back social worker and support groups to further assist families of Adult Care.
218
· Prevented any reduction of staff or staff hours, so we could continue all of the programs
and services for our clients.
· Allowed us to host more social events for our members.
· Minimized how much we had to draw from our Investment Fund, so that fund can
continue to help sustain SASCC for the future.
7) Program management:
The SASCC Board of Directors and the Adult Care Center Advisory Committee oversee
and are responsible for the Saratoga Adult Care Center. The Center operates under the
guidance of the Executive Director who works closely with the Adult Care Center
Advisory Committee. A full time Program Manager is responsible for the day-to-day
operations of the Center and reports directly to the Executive Director.
The Adult Care Center employs two full-time and five part-time employees, (Program
Manager, Program Assistants, Assistant Program Manager/Social Worker) providing
services of approximately 8,000 hours per year.
The Program Manager oversees activities, entertainment and projects. She is responsible
for scheduling all activities, special events and classes for the participants. She directs the
center, leads many of the activities and oversees the Administrative Assistant, Social
Worker, and the Program Assistants, who also run activities and assist participants with
projects, meals, toileting and any other special needs that may arise.
Along with the Executive Director and the Social Worker, the Program Manager
evaluates the needs of new potential clients, develops care plans, maintains ongoing
progress reports, and works with families. The program provides exercise routines,
memory training and stimulation through travelogues, crafts, music, a variety of
entertainment, current events, discussions and directed conversation. Special adaptive
exercises and physical skill training are focused on participants who need help with any
disabilities (e.g. stroke, aphasia, Parkinson’s). Healthy snacks are provided and full
nutritious meals are served daily prepared by the Saratoga-Los Gatos Assistance League.
Volunteers and instructors assigned by West Valley College augment the activities and
help keep expenses at a minimum.
All of the staff at the Saratoga Adult Care Center is highly trained, each with many years
of experience working with frail elders. Twenty volunteers supplement the seven paid staff
and provide between 575 to 700 hours of service annually.
The Executive Director, Program Manager, and Social Worker also maintain strong public
relations with local, county and state senior organizations and participate in required
trainings. They are involved with public speaking engagements, organizational
networking and other important community events. These efforts have resulted in a highly
visible program where there is frequently a waiting list for prospective participants.
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8) Agency description and experience:
The Saratoga Adult Care Center (ACC) is a major program component of the Saratoga
Area Senior Coordinating Council (SASCC) incorporated as a non-profit organization in
1979. SASCC also operates the Saratoga Senior Center for more active, independent
older adults. Recognizing the needs of the aging population, supported by a community
assessment, SASCC opened the Saratoga Adult Care Center in January of 1988 as the first
facility in Santa Clara County designed and built specifically as an adult care center. It
provides much needed respite for caregivers and promotes a higher quality of life for the
participants at much less cost to both family members and public agencies.
The Saratoga Adult Care Center has steadily increased in number of days open from two
at the onset to five full days weekly by February 1994. During this time, the average
number of families served monthly increased from 9 to 42 at any one time, with well over
350 visits by participants each month. This increased utilization validates the need and
demand for the service. The center serves approximately 18-22 participants per day. This
assures each participant plenty of one-on-one time with our assistants and volunteers.
Participants come from the surrounding areas of the West Valley Corridor, including
Saratoga, Los Gatos, Santa Clara, Campbell, San Jose, Mountain View, Sunnyvale and
Cupertino.
The Saratoga Adult Care Center’s main objectives are to prevent or delay
institutionalization of the frail elderly, enable them to remain in their homes for as long as
possible and to improve the quality of life for the participants and their caregivers. The
purpose of the Center is to meet the growing need for this service which will only
accelerate as the population ages. Independent studies show that by the year 2010, Santa
Clara County’s population of individuals 85 years of age and over is expected to double
resulting in an increased need for services such as ours.
The ACC Mission Statement and Financial Statement are attached on separate pages.
9) Audit information: Please find attached a copy of our last Audited Financial Statements
for the year ending June 30, 2008.
10) Sources of funds anticipated for this project: __________________
SOURCE ESTIMATE
STATUS
Saratoga CDBG Grant $35,000 Submitted and Pending
Campbell Grant $ 5,000 To be submitted Feb. 2009
Fees $180,000 Ongoing
St. Andrews $ 3,600 Receiving monthly checks
Donations, restricted $ 9,000 Ongoing
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Donations, unrestricted $ 10,000 Ongoing
Annual Appeal $ 1,500 Received
Fundraising Events $ 6,800 Ongoing
Additional Private
Foundation
$ 35,000 Have researched and identified
several that we will submit
proposals to in 2009
Total: $285,900
11) Budget: Please see the attached worksheet.
12) Performance Measurements: Please see the attached worksheet.
13) Outreach:
a) How SASCC informs Saratoga residents about its ACC program:
In 2006 SASCC initiated a Community Outreach Initiative with the specific purpose to
support activities to reach and involve additional elders and to increase community
awareness and support of programs while growing and diversifying membership.
To that end SASCC informs Saratoga residents about its programs through several
different outreach methods. Approximately 700 copies of the agency’s newsletter that
details all of the activities and programs at SASCC is sent out 12 times (monthly) per year
to each member household and an additional resource list of 100, including churches,
other senior centers, the local Chamber of Commerce, retirement communities and
assisted living centers, libraries, local businesses, and other nonprofits supporting seniors.
The agency also promotes its activities, programs and events through articles in the City
Newsletter, the Saratogan, the Community newspaper, the Saratoga News and its updated
website at www.sascc.org.
SASCC has also developed a brochure for the public that describes its programs and
outlines its, history, mission and volunteer opportunities. The brochure is given out in
response to all new inquiries.
The Executive Director and members of our Board of Directors and Advisory Committee
also advocate and conduct outreach through networking to a broad range of community
organizations including Asian-American groups, the Rotary Club, Kiwanis, Lions,
Healthcare libraries, area recreation centers In addition, our Director is aligning with
several peer organizations with the intention of collaborating for the benefit of seniors
The target groups for outreach include:
· Asian-American Elders as these families constitute 30% of the population of
Saratoga and have recently begun to participate in the Senior Center;
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· Other elders in Saratoga that are not SASCC members;
· Elders that have joined SASCC but seldom participate in activities
· Family members of participants or potential participants.
Another important method of outreach is the many health screenings, free workshops and
seminars that we host on a range of issues including legal matters, nutrition, flu shots,
Eastern Medicine, vision and hearing screenings, insurance matters, etc. In addition the
agency hosts many social activities to appeal to a broad range of interests.
b) Additional outreach efforts SASCC will use to attract new Saratoga residents and
sources drawn on to implement this outreach:
· SASCC will focus on reaching out to all prevalent ethnicities in the community and
has begun by initiating contact with Asian American community leaders to solicit
ideas for reaching their constituent elders. Several suggestions which we plan to
explore in order to better market our programs more broadly in the Saratoga
community are: develop translated brochures; distribute brochures and event
material at the local Farmers Market, develop a translated section in our
Newsletter; and place articles in various ethnic community newspapers. In
addition SASCC plans to have a broader distribution of its brochures through
household mailings to every household in Saratoga. To achieve the above, SASCC
plans to redesign its brochure in line with its website producing a very professional
and cohesive marketing message.
· The agency also plans to implement a new Member Resource Services program
that will provide a broader range of assistances to seniors and their caregivers.
· On January 23 we will launch our first Blue Ribbon Task Force (BRTF) committee
orientation meeting. We have worked diligently in recruiting 15 highly proven,
talented community leaders from a variety of backgrounds who have committed to
help us move SASCC to the next step. We have provided these volunteers with a
background of information, intended goals and objectives, and asked them to
complete a survey which will provide valuable discussion points at our first
meeting
· In February, we will be launching our next big project: the Business Alliance
Program (BAP). With this project will are seeking to identify and align with local
area businesses who are interested in the welfare of the area seniors. The program
is multi-leveled where a business owner may choose to sponsor SASCC, offer
discounts to its members, or both. We anticipate that the efforts put into this
program will grow over time into something of tremendous mutual benefit to
SASCC members and our business community. The added benefit will of course be
a growth in membership which will provide additional fees.
· We are focusing on fewer but larger and more efficient fund-raising events in
2009.
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c) The number of additional Saratoga residents ACC has served since SASCC
applied for previous funding in 2008-2009:
Nineteen new families have been served since the application for previous funding.
14) Leveraging:
a) Total Amount of Funding Requested from All Organizations This Year:
Organization Date Funds
Requested
Amount Requested Percentage of Total
Cost
Saratoga CDBG Jan. 20, 2009 $35,000 12%
Campbell CDBG Feb. 12, 2009 $5,000 2%
St. Andrews Jan. 15, 2009 $3,600 1%
Dorothy Fund TBA $3,000 1%
Rotary & Kiwanis TBA $6,000 3%
Private Foundations TBA $35,000 12%
b) Total Amount of Funding Received from All Organization Last Year:
Organization Type of Funding Amount Received Percentage of Total
Cost
Saratoga CDBG Federal Grant $32,000 14%
Campbell CDBG Federal Grant $4,000 2%
St Andrews Donation $4,200 2%
Dorothy Fund Private donors $6,500 3%
15) Cost / Benefit Analysis: We are requesting $35,000 to support a portion of the total
operating costs of the Saratoga Adult Care Center program. Per the attached budget,
operating costs include salaries, benefits, member programs and classes, food, supplies,
training, audits, insurance, mileage, and necessary licenses and memberships. With
intensive volunteer and fundraising efforts, this program creatively stretches its revenues.
The budget is tightly controlled and the Finance Committee, the Board of Directors and
the Executive Director review expenses monthly. Rent, utilities, and janitorial services are
provided in-kind by the City of Saratoga. The City’s support remains as a significant
factor in our organization’s success.
Currently, 73% of the participants in the Adult Care Center have low or very-low
incomes. On average, their daily payments are subsidized by $30.00. With the efficient
use of limited resources, the cost of the program is factored at $11 per hour per
participant. This is considerably less than in-home or nursing care for an individual who
might otherwise require public support. Funds are requested from the City of Saratoga to
partially underwrite the programs ad services to our participants.
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16) Target Beneficiaries:
Saratoga
Residents Served*
Percentage of
Total Clientele
Low-Income
Clients Served
Percentage of Total
Clientele
18 34% Saratoga: 14
Total : 39
Sarat: 26 % of 53
Sarat: 36% of Total
low income clients
* 2008-2009
· The number of Saratoga residents served is 18 out of a total of 53 clients or 34% of our
total number of clients.
· The total number of Low Income clients that we serve from all locations is 39 out of 53 or
73%.
· The total number of Low Income clients from Saratoga is 14 or 78% or our Saratoga
resident clientele, and 26% of our total number of clients.
· The low income clients served from Saratoga represent 36% of our total low-income
client population.
Total Program
Cost
Total Clients
Served
Cost Per Client Funding
Requested
Percentage of
Total Cost
$283,618 (55 families
unduplicated
per year)
$5,5156.00 $35,000 12%
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BUDGET
AGENCY NAME: Saratoga Area Senior Coordinating Council
Date Prepared: January 20, 2009
PROGRAM NAME: Saratoga Adult Care Center
BUDGET WORKSHEET
(EXPENSES)
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
Insurance
$2,13S7.50 $2,137.50 $2,137.50 $2,137.50
Membership
Subsidies
(Fees)
$5225.00 $5225.00 $5225.00 $5225.00
Fund Raising
Expenses
$312.50 $312.50 $312.50 $312.50
ACC Members
Programs and
Classes
(Includes
Lunches,
Snacks &
Supplies)
$5,928 $5,928 $5,928 $5,928
Services
(Includes
Maintenance
& Outreach)
$1,262.50 $1,262.50
$1,262.50 $1,262.50
Administration
$1,697.50 $1,697.50 $1,697.50 $1,697.50
Salary,
Benefits &
Taxes
$52,991.50 $52,991.50 $52,991.50 $52,991.50
Health
Insurance
$1,350 $1,350 $1,350 $1,350
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SARATOGA AREA SENIOR COORDINATING COUNCIL
MISSION STATEMENT
The purpose of the Saratoga Area Senior Coordinating Council is
to provide quality services to local seniors of all ages, abilities,
religions, social and economic backgrounds. Our primary
objective is to involve community groups and individuals in senior
related issues, to develop community responsibility, advocacy for
problems facing our aging population, to assure that the needs of
older adults are met and to improve the overall quality of their lives.
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PERFORMANCE MEASUREMENTS
AGENCY NAME: Saratoga Area Senior Coordinating Council
Date Prepared: January 20, 2009
PROGRAM NAME: Saratoga Adult Care Center
PERFORMANCE MEASUREMENT WORKSHEET
GOAL: The Adult Care Center seeks to enhance the quality of life for Saratoga Area Seniors via
specific, ongoing supportive services, made available to lower-income participants, to help keep the
frail adult in his/her home & community and to provide respite to caregivers, regardless of income.
OBJECTIVE (1):
For FY 2009-2010 the Adult Care Center will
provide over 8,000 hours of paid services to a
minimum of 55 participants (clients) over a one
year period.
OUTCOME (1):
To serve and improve the quality of life on a
day to day basis for 55 unduplicated clients
and their families.
OBJECTIVE (2):
For FY 2009-2010 the Adult Care Center will
maintain a realistic balance of client days in each
quarter to support programs.
OUTCOME (2):
Maintain client days at a minimum of 380 in each
quarter.
227
FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
Name of Applicant Organization: Saratoga Area Senior Coordinating Council__________________________
Name of Program: Adult Care Center _
Please complete the following questions in addition to the Standard Application to determine additional
requirements for CDBG eligibility:
1. Please complete the following tables with the number of recipients for each category:
2. How does the purpose and objectives of the proposed program meet the Urban County’s
CDBG funding objectives with regard to either the Urban County Priority Needs or the Urban
County Non-Housing Community Development Needs as described in the Consolidated Plan3?
The purposes and objectives of SASCC’s Adult Care Program are directly related to the Urban County
Non-Housing Community Development Needs which specify that there are needs for supporting the
1 The Urban County includes the unincorporated portions of the County of Santa Clara and the cities of
Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill, and Saratoga.
2 Based on the attached FY 2008 HUD Income Limits for Santa Clara County
3 The 2005-2010 Urban County Consolidated Plan is available online at http://www.saratoga.ca.us/ by
clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage
Number of Unduplicated Beneficiaries
City No.
Campbell 6
Los Altos 1
Los Altos Hills
Los Gatos 3
Monte Sereno
Morgan Hill
Saratoga 18
San Jose 19
Sunnyvale 2
Santa Clara 2
Unincorporated Santa Clara County
Outside the Urban County1 2
Total unduplicated beneficiaries
53
Number of Urban County
unduplicated beneficiaries at or below
current county-wide median income2
Income Category No.
0-30% (Extremely low) 36
31-50% (Very Low) 10
51-80% (Low) 7
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FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
operating expenses of organizations which provide supportive services “which address the needs of the frail
elderly or persons with disabilities.”
Through our program we work to prevent or delay institutionalization of the frail elderly, to enable them
to remain in their homes for as long as possible and to improve the quality of life for the participants and
their caregivers. The purpose of the Center is to meet the growing need for this service which will only
accelerate as the population ages. Independent studies show that by the year 2010, Santa Clara County’s
population of individuals 85 years of age and over is expected to double resulting in an increased need
for services such as ours.
Our services apply to the HUD Development Community Needs categories of Public Facility Senior
Centers as our program is open to all and housed in a public Saratoga City public building and also to
Public Senior Services which is ranked as a “High” priority need.
229
FY 2009-2010 CITY OF SARATOGA
CDBG SUPPLEMENTAL
230
PERFORMANCE MEASUREMENTS
DATE: January 20, 2009
Please refer to the Application Instructions Sheet for details on the following questions. Please limit your
answers to one paragraph per question
1) Applicant Organization/Agency Name: Mid-Peninsula Housing Coalition
Agency Address: 303 Vintage Park Drive, Suite 250
Foster City, CA 94404
Executive Director: Matthew O. Franklin
Phone: (650) 356-2900, Fax: (650) 357-9765, E-Mail: pvillareal@midpen-housing.org
Agency is a Faith Based Organization: ____ Yes __X_ No
2) Program Title: Pedestrian Safety Project
Program Address: 18855 Cox Avenue, Saratoga, CA 95070
Contact Person/Title: Peter Villareal / Portfolio Manager
Phone: (650) 356-2929 Fax: (650) 357-9765, E-Mail: pvillareal@midpen-housing.org
3) City of Saratoga/CDBG funds requested in the past: In July 1984, Mid-Peninsula Housing
Coalition requested $274,000 from the City of Saratoga CDBG program to assist in the
acquisition of Saratoga Court Senior Apartments. In 1989 and 1991, Mid-Peninsula Housing
Coalition requested funds for the rehabilitation of the Sharmon Palms and The Palms projects
located in the City of Campbell. The CDBG funds are currently being amortized and scheduled
for repayment with new debt in 2009 or 2010.
4) City of Saratoga/CDBG funds received in the past: Mid-Peninsula Housing Coalition received
$274,000 from the City of Saratoga CDBG program to assist in the acquisition of Saratoga Court
Senior Apartments. Mid-Peninsula Housing Coalition received $200,000 for the Sharmon Palms
and The Palms rehabilitation projects.
5) Program description and number of unduplicated clients served: The Pedestrian Safety
Project involves the installation of new asphalt pavement with speed humps on the eastern half of
a driveway that extends around the perimeter of Saratoga Court Senior Apartments. Saratoga
Court Senior Apartments serves 25 unduplicated, very low-income senior residents living at
18855 Cox Avenue.
6) Program purpose and objectives: The proposed pedestrian safety improvements will help
prevent auto traffic-related injuries for 25 unduplicated, very low-income senior residents. To
achieve this, Mid-Peninsula Housing Coalition proposes repaving the eastern half of the perimeter
driveway and installation of speed humps to temper automotive traffic that travels from Cox
Avenue to Quito Park’s western parking lot. Given that the residents at Saratoga Court Senior
Apartments earn less than 30% of the County of Santa Clara’s Area Median Income, most
residents can only afford to travel on pedestrian routes and public transportation in the City of
Saratoga. Therefore, pedestrian safety improvements are critical for seniors and other residents
that live in and around the Saratoga Court Senior Apartments.
7) Program management: Mid-Peninsula Housing Management Corporation is the property
manager of Saratoga Court Senior Apartments.
231
PERFORMANCE MEASUREMENTS
8) Agency description and experience: Mid-Peninsula Housing is a non-profit organization that
develops high-quality affordable housing communities, professionally manages the properties in
those communities, and provides services to residents. Our three affiliated corporations are Mid-
Peninsula Housing Coalition, Mid-Peninsula Housing Management Corporation and Mid-
Peninsula Housing Services Corporation. Between 1970 and the end of 2004, MPHC has
designed, built or acquired and rehabilitated almost 5,500 units of affordable housing. During its
history, MPHC has received extensive national, regional and local recognition for excellence and
the quality of its housing.
9) Audit information: See enclosed 2007 financial audit of Mid-Peninsula Housing Coalition and
Saratoga Court, Inc. owner of Saratoga Court Senior Apartments.
10) Sources of funds anticipated for this project:
Source Amount Status
Replacement Reserves To be determined If necessary
City of Saratoga CDBG $50,450.00
Pending
11) Budget: Please see the proposed Asphalt Proposal and Contract for the driveway repaving.
Budget Item Total Cost
Demolish and remove approximately 4,988 sq.ft. of existing
asphalt to a depth of 4”
$27,927.00
Remove additional 2” of dirt spoils and off haul to 618 sq.ft.
Install (3) #4 rebar continuous and pour 3000 PSI concrete
gutter
7,726.00
Clean out all cracks ¼” and larger, approximately 1,500
sq.ft. Apply hot crack sealant.
1,575.00
Clean and prepare 16,890 sq.ft. Apply 2 coats of Tri-
American TA 1000 oil emulsion sealer.
3,132.00
Contingency (10%) 4,036.00
General Conditions and Contract Administration (15%) 6,054.00
$50,450.00
232
PERFORMANCE MEASUREMENTS
12) Performance Measurements:
Goal: To improve the quality of life and enhance the welfare and safety for 25 unduplicated, very
low-income senior residents at an affordable housing project in the City of Saratoga.
Objective: To increase pedestrian safety by installing speed reduction measures for 25
unduplicated, very low-income senior residents.
Outcomes: To prevent auto traffic-related injuries to the 25 unduplicated, very low-income
senior residents and neighboring church and school communities.
13) Outreach: Saratoga Court Senior Apartments has a project-based Section 8 contract with the
Department of Housing and Urban Development which includes subsidized rent for 19 apartment
units. Mid-Peninsula Housing Coalition maintains a closed waitlist for senior residents. All 19
units at Saratoga Court Senior Apartments are occupied. Any unit vacancy is filled using a closed
waitlist. The closed waitlist is reopened if no available qualified residents are available on the
waitlist. In the event the waitlist is reopened, Mid-Peninsula Housing Coalition will advertise
available units through local resources such as City of Saratoga publications and community
partners such as the Saratoga Area Senior Community Center (SASCC).
14) Leveraging: The Pedestrian Safety Project will be leveraging Community Block Development
Grant program funds along with property replacement reserves to complete the necessary
repaving of the perimeter driveway around Saratoga Court Senior Apartments. Mid-Peninsula
Housing Coalition has been successful in completing over 94 projects to supply over 6,000 units
of affordable housing across the Greater Bay Area from Napa County to Monterey County. Mid-
Peninsula Housing Coalition has been developing and rehabilitating properties for over 35 years
utilizing over $500 million of funding resources with the following partners: California Tax Credit
Allocation Committee, Federal Home Loan Bank of San Francisco, California Department of
Housing and Community Development, California Housing Financing Agency, Department of
Housing and Urban Development, tax-exempt revenue bond issuances, and various other state,
county, and municipal funding programs such as the Community Block Development Grant
program.
15) Cost / Benefit Analysis:
Total
Project Cost
Total
Clients Served
Cost
Per Client
Funding
Requested
%
Total Cost
$50,450.00
25 Seniors/30%
of AMI
$2,018 $50,450.00 100%
16) Target Beneficiaries:
Saratoga
Residents
Served
% Total
Clientele
Low-Income
Clients Served
% Total
Clientele
25 Seniors/30%
of AMI
100% 25 Seniors/30%
of AMI
100%
233
PERFORMANCE MEASUREMENTS
AGENCY NAME: Mid-Peninsula Housing Coalition Date Prepared: January 20, 2009
PROGRAM NAME: Pedestrian Safety Project
BUDGET WORKSHEET
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
Driveway
Repaving
$50,450.00
234
PERFORMANCE MEASUREMENTS
AGENCY NAME: Mid-Peninsula Housing Coalition Date Prepared: January 20, 2009
PROGRAM NAME: The Pedestrian Safety Project
PERFORMANCE MEASUREMENT WORKSHEET
GOAL: To improve the quality of life and enhance the welfare and safety for 25 unduplicated, very
low-income senior residents at an affordable housing project in the City of Saratoga.
OBJECTIVE (1):
To increase pedestrian safety by installing speed
reduction measures for 25 unduplicated, very
low-income senior residents.
OUTCOME (1):
To prevent auto traffic-related injuries to the 25
unduplicated, very low-income senior residents
and neighboring church and school communities.
235
FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: _January 14, 2009
Please refer to the Application Instructions Sheet for details on the following questions.
Please limit your answers to one paragraph per question
1) Applicant Organization/Agency Name: KSAR15, Saratoga Community Access
Cable TV Foundation
Agency Address: 14000 Fruitvale Avenue, Saratoga, California, 95070
Executive Director: Tom Moran, Chairman of the Board
Phone: 408-741-2108 Fax: 408-867-9207 E-Mail: ksar@ksar15.org
Agency is a Faith Based Organization: ____ Yes __X_ No
2) Program Title: KSAR - Saratoga High School Media Arts Mentoring Program
Program Address: 14000 Fruitvale Avenue, Saratoga, California, 95070
Contact Person/Title: Bryan Knysh, Vice Chairman of the Board
Phone: 408-205-4045 Fax: _________________ E-Mail: bryan@kidport.com
3) City of Saratoga/CDBG funds requested in the past: CDBG funds $0
4) City of Saratoga/CDBG funds received in the past: CDBG funds $0
5) Program description and number of unduplicated clients served: The KSAR15
Saratoga High School Media Arts Mentoring Program will provide three activities for
the 2009-2010 school year:
1) Develop and teach three one hour classes to the students covering the following: a)
creating content for television, b) roles and tasks of producing a television
program, and c) script writing for television.
2) Coordinate student volunteer and internship activities at KSAR: getting
students involved at KSAR and with KSAR programming (e.g., interviewing
and camera work at Saratoga community events, film editing, etc.).
3) Media careers: review resumes, video reels/portfolios, mock interviews and KSAR
shadowing program for students to see studio operations.
The television media and production classes will be taught to the 120 Saratoga High
School Media Arts Program (MAP) students. Volunteer and Internship programs will
support 3 students per quarter for a total of 12 students per year. Career support will be
provided to 12 students per year.
This is a comprehensive program in that it provides students with classroom instruction
on key skills related to a career in television production, provides real world experience
through shadowing, volunteer activities and internships, then assists students in TV
236
career counseling through resume reviews, video reel reviews and mock interviews.
6) Program purpose and objectives: This program will be designed to provide the
Saratoga High School Media Arts Program students with real world television and
broadcast experience. The program will teach students key skills in TV production and
give students the opportunity to get involved in TV production through a volunteer and
Internship program. Lastly, the program will assist students in developing effective
resumes and interview techniques to start a TV broadcasting career.
7) Program management: This program will be managed by Bryan Knysh, Vice
Chairman – KSAR Board of Directors and KSAR staff member David Lee, Programming
Coordinator. Currently, all KSAR staff are part-time employees. Both KSAR board
members and staff will assist in the development and delivery of course materials. For
example, KSAR staff member David Lee will be responsible for the television production
class while board member Nann Miller will be responsible for the script writing class.
Staff and board members will assist in the career mentoring. A KSAR staff member will
coordinate the volunteer and internship programs.
8) Agency description and experience: KSAR15 Saratoga Community Access
Television is a non-profit organization responsible for operating the Public, Educational,
and Government Access channels for the community of Saratoga. Under the guidance of
the Saratoga Community Access Cable Television Foundation, KSAR15 provides
facilities, training and support to members of the community who wish to use this
medium for the free expression of ideas. KSAR seeks to inform, educate, and entertain,
and be available to all for the free expression of opinion. KSAR15’s mission is to provide
an energetic medium of communication for Saratogans to express and view the
diversified talents and interests within the community, being freely available to the
Public, their schools, and their Government.
9) Audit information: See attached.
10) Sources of funds anticipated for this project: KSAR board involvement will be
provided on a volunteer basis. Saratoga High School teacher involvement will be covered
by the Saratoga High School as part of normal MAP activities. KSAR staff costs will be
funded through this Saratoga Community Grant.
11) Budget: See attached worksheet.
12) Performance Measurements: See attached worksheet.
13) Outreach: KSAR is a community television station largely operated through the
volunteer efforts of Saratoga residents. Volunteer efforts will continue to be a significant
part of this program. In addition, KSAR has direct support of the Saratoga High School
Media Arts Program teachers. These teachers will be involved in reviewing and
approving all student programs developed and delivered by KSAR. The teachers will also
be involved in scheduling and coordinating MAP student involvement in the program.
237
The program activities will be promoted by both KSAR15 and Saratoga High School
MAP, including publicity through Saratoga News. Several Saratoga News and Mercury
News articles have highlighted the MAP program already, and we expect to get continued
coverage of the program. In addition, KSAR runs a weekly advertisement in the Saratoga
News to promote its activities. This advertisement will on occasion highlight this
program. This promotion will benefit KSAR, Saratoga High School, its students and the
Saratoga community at large through developing and maintaining a strong community
access television program.
14) Leveraging: This program is an extension of the KSAR video production and
volunteer program in place today which is used to train and coordinate volunteer
activities in the production of KSAR television programming. As a community operated,
non-profit organization, the majority of Saratoga programming on KSAR is developed
through these volunteer activities. KSAR board member participation in this project will
be provided as volunteer work. Saratoga High School teacher time and costs in terms of
planning, review and coordination with KSAR will be covered by Saratoga High School
as part of normal MAP activities. KSAR staff salaries will be funded by this Saratoga
Community Grant.
15) Cost / Benefit Analysis: The following table provides the cost benefit analysis for
this project. It is estimated that the volunteer hours and teacher hours would be
comparable to the KSAR staff time whose salaries will be covered by this grant.
Total
Program Cost
Total Clients
Served
Cost per Client Funding
Requested
% of Total Cost
$10,000 60 for 2008-
2009 school
year,
estimated 120
for 2009-2010
school year.
a) Classes: $50 (estimated
for 120 students in 2009-
2010 school year).
b) Career counseling: 12
students, $160/student.
c) Volunteer / Internships:
12 students, $175/student
$4,617 46% (Covers
KSAR salaries.
SHS teacher
and volunteer
labor will cover
the remaining
54% of project
costs.
16) Target Beneficiaries: The target beneficiaries of this program are the 60 Saratoga
High School Media Arts Program students for 2008-2009 school year, and an estimated
120 MAP students for 2009-2010 school year. These students are all Saratoga residents
based on the Saratoga High School residency requirement. This program does not target
any specific income level or social demographic, nor are we planning to solicit such
information from students involved in the program.
Saratoga Residents Served % Total
Clientele
Low-Income
Clients Served
% of Total
Clientele
60 for 2008-2009 school year, estimated
120 for 2009-2010 school year.
100% Unknown Unknown
238
BUDGET
AGENCY NAME: __KSAR_________________________ Date Prepared: 1/14/09
PROGRAM NAME: Saratoga High School Media Arts Mentoring Program
The following budget covers KSAR staff hour costs estimated for this grant. It does not
include volunteer or teacher effort associated with this program since these costs are not
covered by this grant.
BUDGET WORKSHEET (Hours)
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
1) Class Planning,
Development and
Presentation
a) Developing Creating
Content for Television
class
16 hours
- Presenting Creating
Content for Television
class
3 hours
b) Developing Television
Production class
16 hours
- Presenting Television
Production class
3 hours
c) Developing Script
Writing class
16 hours
- Presenting Script
Writing class
3 hours
2) Media careers:
Review resumes, review
video reel/portfolio,
mock interviews, KSAR
staff shadowing.
36 hours (12
students @ 3
hours/student)
3) Student volunteer and
internship program –
activity planning,
coordinating and
supervision.
19.5 hours
(1.5 hours/
week), 3
students per
quarter
19.5 hours
(1.5 hours/
week), 3
students per
quarter
19.5 hours
(1.5 hours/
week), 3
students per
quarter
19.5 hours
(1.5 hours/
week), 3
students per
quarter
239
BUDGET WORKSHEET (Dollars)
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
1) Class Planning,
Development and
Presentation
a) Developing Creating
Content for Television
class
$432.00
- Presenting Creating
Content for Television
class
$81.00
b) Developing Television
Production class
$432.00
- Presenting Television
Production class
$81.00
c) Developing Script
Writing class
$432.00
- Presenting Script
Writing class
$81.00
2) Media careers:
Review resumes, review
video reel/portfolio,
mock interviews, KSAR
staff shadowing.
$972.00
3) Student volunteer and
internship program –
activity planning,
coordinating and
supervision.
$526.50 $526.50 $526.50 $526.50
Total $1,390.50 $1,120.50 $607.50 $1,498.50
Grant Year Total $4,617.00
240
PERFORMANCE MEASUREMENTS
AGENCY NAME: __KSAR_________________________ Date Prepared: 1/14/09
PROGRAM NAME: Saratoga High School Media Arts Mentoring Program
PERFORMANCE MEASUREMENT WORKSHEET
GOAL: Prepare students in the Saratoga High School Media Arts Program for a career in
Television Production
OBJECTIVE (1): Instruction in real world activities
associated with: production of television content;
roles and tasks associated with operating a television
studio; and, writing scripts for television programs.
Classes will stress the importance of students
learning core skills such as planning, scheduling,
program direction, artistic direction, camera
operation, lighting design, interviewing, effective
speaking, journalism, etc.
OUTCOME (1): Successful
development and delivery of three
one-hour classes on producing
content for television, operating a
television studio, and script
writing for television.
OBJECTIVE (2): Assist students in preparing for
job applications including: reviewing and critiquing
resumes, reviewing and critiquing video
reels/portfolios, mock interviews and KSAR
shadowing program for students to see studio
operations.
OUTCOME (2): Provide verbal
and written reviews and critiques
of student resumes, video reels
and mock interviews for 12
students in preparing job
applications and interviewing for
careers in television production.
OBJECTIVE (3): Establish volunteer and internship
programs to provide students with hands on
experience in aspects of running a community access
television station. Teach students the basics of
Community Access programming including program
scheduling, loading and timing shows and dealing
with producer’s questions. Teach students how to
broadcast a new show including the required
paperwork and assisting new producers. Students
will learn how the KSAR Bulletin Board works, and
how to design a Power Point slide, convert it to a
JPEG file, and then convert the JPEG into a WMV
file, and then load it onto the KSAR video server for
broadcast. The students will be shown all aspects of
shooting a live show in the KSAR Studio. The
students will learn about three point lighting, how to
OUTCOME (3): Establish an
ongoing program to support up to
4 students in volunteer and
internship positions throughout
the year.
241
program and run the character generator, mic the
talent, run the soundboard, operate a camera, and
finally how to direct the entire production. This will
also include having the students shoot a KSAR
production of a local Saratoga event. The student
will learn about the pre-production (writing
questions for the interviews, designing a story),
production (shooting the event), and post-production
(editing the event).
242
FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
DATE: January 26, 2009
Please refer to the Application Instructions Sheet for details on the following questions. Please
limit your answers to one paragraph per question
1) Applicant Organization/Agency Name: Saratoga Foothill Club Historic Landmark
Foundation (Foothill Club Foundation)
Agency Address: Mailing: P.O. Box 2033, Saratoga, CA 95070; Location: 20399 Park
Place, Saratoga
Executive Director: Cindy Ruby, Foundation Chair
Phone: 408-867-2715 Fax: 408-867-3124 E-Mail: crubyca@aol.com
Agency is a Faith Based Organization: No
2) Program Title: ADA Improvements to Saratoga Foothill Clubhouse designed by Julia
Morgan
Program Address: same as above
Contact Person/Title: same as above
Phone: same as above Fax: same as above E-Mail: same as above
3) City of Saratoga/CDBG funds requested in the past: In May 2007 The Foothill Club
Foundation requested a one-time community grant of $12,000 to replace the building’s furnace.
4) City of Saratoga/CDBG funds received in the past: In May 2007 The Foothill Club
Foundation received $8600 to replace our furnace.
5) Program description and number of unduplicated clients served: Saratoga Foothill
Club Historic Landmark Foundation requests a Saratoga Community Grant to improve disability
access for the public to the historic Julia Morgan designed Saratoga Foothill Clubhouse, and to
meet the standards of the Americans with Disabilities Act. This building was designed and built by
Julia Morgan in 1915. We are committed to increased disabled access to the Clubhouse. It is used
by Saratogans for community meetings as well as for rental events. We have a Public Lecture
Series attended by many Saratogans. Approximately 3,000 people use the clubhouse each year.
6) Program purpose and objectives:
Objective 1: We will begin the planning process by selecting an architect with experience in
renovation of historic buildings to meet with our planning group and neighbors to improve access
to our building’s entries and restrooms.
Outcome: After interviews, we will contract with an architect to develop architectural plans to
upgrade the ADA accessibility of the building.
Objective 2: After neighborhood and community input, we will decide on an architectural plan to
upgrade ADA accessibility at entrances/exits and restrooms, and submit plans for bids to
determine the total costs of the project.
243
FY 2009-2010 CITY OF SARATOGA
COMMUNITY GRANT & CDBG
STANDARD APPLICATION
Outcome: We will develop a fundraising plan to complete the ADA upgrades of the Foothill
Clubhouse.
7) Program management: Our volunteer House and Grounds Chairman and the Board of
the Saratoga Foothill Club will manage this project.
8) Agency description and experience: The Saratoga Foothill Club Historic Landmark
Foundation was established in 2004 as a public benefit corporation under Section 501(c)(3) of the
Internal Revenue Code to receive tax-deductible contributions to support our mission to preserve,
maintain and enhance the Julia Morgan designed Foothill Clubhouse and grounds. To date we
have completed structural and safety repairs, including electrical and HVAC upgrades, a new
roof, and extensive renovating of woodwork. Tax ID # 54-2101739.
9) Audit information: The Foundation has not had a financial audit to date.
10) Sources of funds anticipated for this project: We are starting with architectural plans to
help us determine the overall costs and scope of this project. We will submit grant applications,
host fundraisers, and continue with our mail solicitation appeal to Club members and the Saratoga
community. We know it will be a long-term project, but planning is the important first step.
11) Budget: $13,500 for a biddable set of architectural plans
12) Performance Measurements: See Item 6 above.
13) Outreach: Our Public Lecture Series is publicized monthly in the Saratoga News and the
San Jose Mercury News. We hosted the 2008 City Council Candidates Forum last September, and
public meetings are held in the clubhouse. Annually, the Saratoga Foothill Club presents the
community’s Memorial Day Celebration and provides food baskets for low-income residents of
Saratoga. Local community organizations such as the Saratoga Men’s Club, the National Charity
League, and the Saratoga Federated Church meet in our Clubhouse. We have a website
www.foothillclub.org and a catering company that markets our facility for wedding rentals and
memorial services.
14) Leveraging: We are also applying for a professional services grant from the National
Trust for Historic Preservation (due 2/1/09). Our fundraising activities to date have collected
approximately $30,000 which would be used as a match for a Community Grant from the City of
Saratoga.
15) Cost / Benefit Analysis: N/A
16) Target Beneficiaries: We hope to have a safe, accessible building for use by all members
of the Saratoga and area communities, especially those with disabilities.
244
BUDGET
AGENCY NAME: Saratoga Foothill Club Historic Landmark Foundation
Date Prepared: January 26, 2009
PROGRAM NAME: ADA Improvements to Julia Morgan designed Building
BUDGET WORKSHEET
SPECIFIC
ACTIVITIES
Jul - Sep Oct - Dec Jan - Mar Apr - Jun
Hire architect to
develop plans
for ADA
upgrades to
Saratoga
Foothill
Clubhouse.
$13,500
Host meetings
with neighbors,
members of the
community and
club members to
assess needs.
X
Architectural
plan complete
and finalized.
X
Submit plans for
bid to determine
total cost of
ADA project.
X
245
PERFORMANCE MEASUREMENTS
AGENCY NAME: Saratoga Foothill Club Historic Landmark Foundation
Date Prepared: January 26, 2009
PROGRAM NAME: ADA Improvements to Saratoga Foothill Clubhouse
PERFORMANCE MEASUREMENT WORKSHEET
GOAL: To improve disability access for the public to the historic Julia Morgan designed Saratoga
Foothill Clubhouse, and to meet the standards of the Americans with Disabilities Act.
OBJECTIVE (1):
Start the planning process by hiring an architect
with experience in renovation of historic
buildings and the requirements of the Americans
with Disabilities Act who will meet with our
planning group and neighbors to improve access
to our building’s entries and restrooms.
OUTCOME (1):
After interviews, contract with an architect to
develop biddable plans to provide access to the
Saratoga Foothill Clubhouse in compliance with
Americans with Disabilities Act.
246
Community Grant Application – addendum
Saratoga Foothill Club Historic Landmark Foundation
15. Cost/Benefit Analysis
Total program
cost
Total served Cost per client Funding
requested
% Total cost
+-$200,000 3000+/yr $.45 over 10
years
$13,500 6%
The total program cost of the architectural plan with ADA specifications is $13,500. This
plan is a gateway to the eventual construction of ADA compliant entrances and
restrooms, which may cost approximately $200,000. Approximately 3000+ people per
year attend events in this historic Saratoga building, and because of the Public Lecture
Series and memorial services, the building serves an older population who need better
accessibility. Since accessibility is an ongoing benefit, over 10 years 30,000 people
would use the clubhouse at a cost of less than $.50 per person for the cost of the
architectural plan.
Use of the Clubhouse does not lend itself to meaningful numerical assessment, but the
bottom line is the need for compliance with current ADA requirements for buildings used
by the public. It is the right thing to do, but also avoids the cost of a potential lawsuit
when a guest sues over ADA non-compliance. The caterer handling our weddings reports
that several brides liked the facility but had relatives or guests who need an ADA
compliant facility.
16. Target Beneficiaries
Saratoga Residents Served % Total Clientele
250 Foothill Club members
500 Public Lecture attendees/year
+- 1000 attendees – Memorial Services
Approx. Total 1750 Saratoga residents
50% (2000 attendees @ weddings)
247
Page 1 of 10
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Cynthia McCormick, Assistant Planner DIRECTOR: John Livingstone
SUBJECT: FY 2009/10 COMMUNITY DEVELOPMENT BLOCK GRANT AND
COMMUNITY GRANT FUNDING APPLICATIONS
RECOMMENDED ACTION:
1. Conduct the Public Hearing and accept public testimony presentations from applicants.
2. Continue the Public Hearing to March 4th and make a decision regarding allocations.
BACKGROUND:
Each year the City allocates grant funding to programs and services that benefit City of Saratoga
residents. Changes to the FY 2009/2010 grant funding process have been implemented including
combining the application process for both Community Grant Programs & Community Development
Block Grant Program (CDBG) programs and adding evaluation criteria to help prioritize the increasing
number of grant applications the City receives. Applicants for the City of Saratoga Community Grant
Program do not have to meet CDBG eligibility requirements. CDBG proposals must comply with HUD
and Urban County program eligibility requirements with priority given to projects that provide affordable
housing and other housing related activities such as rehabilitation of affordable housing. However, CDBG
funding has traditionally been available for non-housing public service projects which primarily serve
lower income clients, and for public improvements to ensure compliance with the Americans with
Disabilities Act (ADA).
Last year the City received three requests for CDBG public service funds, totaling $54,164. The request
exceeded the available funding by $21,432 and Council voted to fund the excess amount with money
from the Council’s discretionary fund. Additionally, the City allocated $72,482 in CDBG funds for three
public improvement projects: ADA accessible signals throughout the City, an ADA accessible ramp at the
Historic Museum, and ADA Seating in the Civic Theater. As in previous years, $13,000 was provided to
the County to administer the SHARP Loan program and $15,000 was allocated towards administration of
the CDBG program.
DISCUSSION:
The availability of 2009-2010 fiscal year grant funds was publicized on the City Website and in the
Saratoga News. Prior to the writing of this staff report, staff received seven (7) applications for
Community Grant funding, three (3) of which are eligible for CDBG Public Service funding and one (1)
of which is eligible for CDBG Rehabilitation funding. The City also received two (2) applications for
CDBG ADA Public Improvement funding.
248
Page 2 of 10
Community Grant Funding
In the past, Council Discretionary Funds have been used to supplement CDBG funds. Saratoga’s
Community Grant funding was established to match the CDBG public service funding of $32,000. In
addition, this year’s distribution will include a one-time carry forward of $22,068 of prior year Council
Discretionary funds to bring the Community Grant distribution up to $54,068.
The total amount of community grant funding requested for all applications is $126,231. However,
requests from Saratoga Area Senior Coordinating Council (SASCC), West Valley Community Services
(WVCS), and Catholic Charities may also be funded with CDBG Public Service funds as discussed
below. Furthermore, a request from Mid-Pen may also be funded with CDBG Rehabilitation funds as
discussed below. The three applications that are not eligible for CDBG funding include requests for
13,500 from the Saratoga Foothill Club Historic Landmark Foundation, $4,617 from the KSAR Saratoga
High School Media Arts Mentoring Program, and $2,500 from the Shady Shakespeare Theater Company.
The total requested from these three applications is $20,617. The maximum amount available for
community grant funding is $54,068.
CDBG Public Service Funding
The three applications that are eligible for CDBG Public Service funding include requests for $35,000
from SASCC, $15,164 from WVCS, and $5,000 from Catholic Charities. All three agencies applied for
and received funding last year. Last year for simplicity, the Council decided to fund SASCC with CDBG
funds while West Valley Community Services and Catholic Charities were funded from the Council’s
Discretionary funds. The total amount requested for these three applications is $55,164. The
maximum amount available for CDBG public service funding is $32,000.
CDBG Rehabilitation Funding and CDBG ADA Public Improvement Funding
The Mid-Peninsula Housing Saratoga Court Pedestrian Safety Program is eligible for CDBG
rehabilitation funding and is requesting $50,450. Two (2) applications are eligible for CDBG public
improvement funding and include requests for $41,927 to implement Phase II of the Saratoga-Sunnyvale
Road ADA curb ramp project and $4,464 to install an ADA automatic door in the City Hall public
bathroom. The total amount requested is $96,841. The maximum amount available for FY 2009-
2010 CDBG public improvement and rehabilitation funding is $69,000. However, $8,150 in prior-
year balance rollover CDBG funds may be transferred to Phase I of the Saratoga-Sunnyvale Road ADA
curb ramp project to help off-set the costs of Phase II.
SHARP / CDBG Administrative Funding
Each year an additional $13,000 is allocated to Santa Clara County to administer the SHARP program
and $15,000 is allocated for CDBG administration costs.
249
Page 3 of 10
1 SASCC, WVCS, Catholic Charities, and Mid-Pen Housing applied for both CDBG funds and Community Grant funds. For simplicity, these projects have
been placed under the appropriate CDBG category. However they may also be funded by the Community Grant program.
PRIMARY FUNDING CATEGORIES1
Agency Community
Grant
CDBG
Public Service
CDBG
Rehabilitation
CDBG Public
Improvements
SHARP
Administration
CDBG
Administration
TOTALS
Foothill Club $13,500 $13,500
KSAR $4,617 $4,617
Shady Shakespeare $2,500 $2,500
Catholic Charities $5,000 $5,000
SASCC $35,000 $35,000
WVCS $15,164 $15,164
Mid-Peninsula Housing $50,450 $50,450
Recreation $4,464 $4,464
Public Works $41,927 $41,927
Community Development $15,000 $15,000
Santa Clara County $13,000 $13,000
Total Requested
$20,617 $55,164 $96,841 $13,000 $15,000 $200,622
Total Available
$54,068 $32,000 $69,000 $13,000 $15,000 $183,068
Surplus / (Deficit) $33,451 ($23,164) ($27,841) 0 0 ($17,554)
250
Page 4 of 10
FY 2009/10 APPLICATION SUMMARIES:
Summaries of each application are listed below. Applications are provided in Attachment A.
Additional information (e.g., audit, financial statements) are available upon request. Per previous
Council discussion, priority will be given to agencies that primarily serve Saratoga residents and
that seek matching funds from other sources.
KSAR – Saratoga High School Media Arts Mentoring Program
KSAR15, Saratoga Community Access Cable TV Foundation submitted a proposal for support of
a Saratoga High School Media Arts Mentoring Program. The program helps students start a TV
broadcasting career through classes in TV production skills, internship opportunities, and resume
and interview techniques. The program will support 120 Saratoga students which is equal to
100% of the students in the program. The estimated cost per client is $83.33. The total cost to
serve Saratoga residents is $10,000. The requested funding is $4,617 which is approximately 46%
of the cost to run the program. In-kind donations include volunteer participation by KSAR board
members and the time and costs associated with planning, review and coordination by Saratoga
High School teachers. This project is being considered under the Community Grant program. It is
not eligible for CDBG funding since it does not primarily serve low-income participants.
Saratoga Foothill Club Historic Landmark Foundation
The Saratoga Foothill Club Historic Landmark Foundation (Foundation) submitted a proposal to
improve disability access to the Foothill Club Clubhouse. The clubhouse hosts 3,000 guests
annually including approximately 1,500 Saratoga residents which represent 50% of the total
guests served. The estimated cost per client is approximately $4.50. The total cost to serve
Saratoga residents is $6,750. The requested funding is $13,500 which is 200% of the cost to
serve Saratoga residents and 100% of the total cost of the project. In addition to club fundraisers,
the Foundation will apply for a professional services grant from the National Trust for Historic
Preservation. The Club has successfully leveraged approximately $30,000 which would be used as
a match to any Community Grant funding. This project is being considered under the Community
Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income
participants and because it is a private club which is not open to the general public.
Shady Shakespeare Theater Company
The Shady Shakespeare Theater Company submitted a proposal to help fund performances held in
Sanborn County Park. The theater hosts 4,200 guests annually including approximately 294
Saratoga residents which represent 7% of the total guests served. The estimated cost per client is
approximately $19.05. The total cost to serve Saratoga residents is $5,600. The requested funding
is $2,500 which is 45% of the cost to serve Saratoga residents and 3% of the total cost of the
project. Information regarding leveraged funds was not available at the time of this staff report
but will be provided by the applicant at the Public Hearing. This project is being considered under
the Community Grant program. It is not eligible for CDBG funding since it does not primarily
serve low-income participants.
CDBG Public Service Eligible Projects
251
Page 5 of 10
Catholic Charities – Long Term Ombudsman Program
Catholic Charities submitted a proposal for continued support of the Long Term Ombudsman
Program which provides advocacy for the rights of residents in long term care. The program
serves 8,000 unduplicated clients annually including a minimum of 288 Saratoga residents which
represent 3.6% of the total clients served. Catholic Charities estimates a cost per client of $26.68.
The total cost to serve Saratoga residents is $7,684. The requested funding is $5,000 which is
approximately 65% of the cost to serve Saratoga residents or 2.3% of the total budget to operate
the program. Catholic Charities has successfully leveraged funding through donations and funding
at the federal and city level. Catholic Charities continues to apply for CDBG funding from several
other cities it serves. This program received grant funding from Saratoga for the first time last
year. This program is eligible for both Community Grant and CDBG Public Service funding.
SASCC - Adult Day Care Program
Saratoga Area Senior Coordinating Council (SASCC) submitted its annual proposal for continued
support of the SASCC Adult Day Care Center Program which provides respite care and social
activities for frail elders and their caregivers. The program serves 55 unduplicated clients annually
including 18 Saratoga residents which represent 34% of the total clients served. SASCC
estimates a cost per client of $5,156. The total cost to serve Saratoga residents is $92,820. Their
requested funding is $35,000 which is approximately 38% of the cost to serve Saratoga residents
or 12% of the total budget to operate the Adult Care Center. SASCC has successfully leveraged
funding through donations and annual fundraising efforts in addition to sliding-scale fees. SASCC
intends to apply for CDBG funding from the City of Campbell from which 6 clients are served.
This program has received CDBG funding from Saratoga for the past 8 years. This program is
eligible for both Community Grant and CDBG Public Service funding.
West Valley Community Services – Food Pantry and Emergency Rental/Utility Assistance
West Valley Community Services (WVCS) submitted a proposal for continued support of its
Community Assistance Program which provides food pantry and emergency rental/utility services.
The program serves 611 unduplicated clients annually including approximately 67 Saratoga
residents which represent 11% of the total clients served. The estimated cost per client is
approximately $414. The total cost to serve Saratoga residents is $27,715. The requested funding
is $15,164, which is approximately 55% of the cost to serve Saratoga residents or 6% of the total
budget to operate the program. WVCS has successfully leveraged funding through donations and
funding at the federal, county and city level. WVCS continues to apply for CDBG funding from
several other cities it serves. This program has received grant funding from Saratoga for the past
2 years. This program is eligible for both Community Grant and CDBG Public Service funding.
CDBG Rehabilitation Eligible Projects
252
Page 6 of 10
Mid-Peninsula Housing Coalition – Pedestrian Safety Program
Mid-Peninsula Housing Coalition submitted a proposal for a Pedestrian Safety Program for the
Saratoga Court Senior Apartments. The project includes repaving the driveway and installing
speed bumps within the Apartment complex. The Apartments provide housing to 25 Saratoga
seniors which equal 100% of the residents in the complex. Mid- Peninsula Housing estimates a
cost per client of $2,018. The total cost to serve Saratoga residents is $50,450. The requested
funding is $50,450 which is 100% of the cost to complete the project. Mid-Peninsula Housing has
replacement reserves available to match Saratoga funds as necessary. Mid-Peninsula Housing has
successfully leveraged funding through donations and funding at the federal, state, county, and
city level. In 1984, the City allocated $274,000 to assist in the acquisition of the Apartments. In
addition to Community Grant funding, this project is eligible for CDBG rehabilitation funding
because it primarily serves very-low income participants on private property.
CDBG Public Improvement Eligible Projects
City of Saratoga Public Works Department – Saratoga-Sunnyvale Road Improvements
The City of Saratoga Public Works Department has submitted an application for Phase II of the
previously approved project to install ADA compliant curb ramp upgrades to Saratoga-Sunnyvale
Road. The total amount requested is $41,927.
City of Saratoga Recreation and Facilities Department – ADA Compliant Automated Door
The City of Saratoga Recreation and Facilities Department submitted an application to install
ADA compliant door openers and closers to improve bathroom access and egress for mobility
impaired individuals using the public restrooms at City Hall. The amount requested is $4,464.
Program Administration
SHARP Revolving Housing Rehabilitation Loan Program
At one time the City managed CDBG funds for low-income housing rehabilitation projects. The
program is now administered by the Santa Clara County Housing and Community Development
Department (HCD). HCD charges $13,000 per year to administer the program. The cost covers
processing loan applications and paperwork, determining eligibility, and coordinating payments to
the contractors doing the repair work. The maximum amount that may be allocated is $13,000.
CDBG Program
CDBG funds may be used to pay reasonable administration costs related to the planning and
execution of community development activities assisted in whole or in part with funds provided
under the CDBG program. Administration activities include preparing all related reports,
contracts and correspondence; managing the annual CDBG allocation disbursement process,
monitoring the grantees, and acting as a liaison between the City and the Urban County Program.
The maximum amount that may be allocated is $15,000.
253
Page 7 of 10
COMMUNITY GRANT APPLICATION SUMMARIES
Agency Total
# of
Clients
# of
Saratoga
Residents
Saratoga
Residents
% of
total
Total
Cost of
Project
Cost per
Client
Total Cost
to serve
Saratoga
residents
Amount
Requested
Benefit
/ Cost
Ratio2
Cost /
Benefit
Percent3
% of
Matching
Funds/
Resources
Catholic
Charities
8,000 288 4% $213,506 $26.68 $7,683.84 $5,000 1.54 65% 100%
SASCC
53 18 34% $283,618 $5,156.6
9
$92,820.4
4
$35,000 2.75 36% 100%
West Valley
Community
Services
611 67 11% $252,741 $413.65 $27,714.6
4
$15,164 1.83 55% 100%
Mid-
Peninsula
Housing
25 25 100% $50,450 $2,018.0
0
$50,450.0
0
$50,450
1 100% 100%
Foothill
Club
3,000 1,500 50% $13,500 $4.50 $6,750 $13,500 0.5 200% 100%
Shady
Shakespeare
4,200 294 7% $80,000 $19.05 $5,600 $2,500 2.24 45% ?
KSAR 120 120 100% $10,000 $83.33 $10,000.0
0
$4,617 2.17 46% 100%
2 The benefit/cost ratio is calculated by dividing the total cost to serve Saratoga residents by the total funds requested. The higher the number, the higher the benefit to
Saratoga residents for every dollar requested.
3 The cost/benefit percent is calculated by dividing the total funds requested by the total cost to serve Saratoga residents. The higher the number, the lower the benefit to
Saratoga residents for every dollar requested.
254
Page 8 of 10
255
Page 9 of 10
FISCAL IMPACTS:
The CDBG funds for FY 2009/10 are federal Housing and Urban Development funds
administered by Santa Clara County and allocated to participating cities. There is no impact from
these recommendations on General City funds.
The Community Grant funds have been budgeted for FY 2009/2010.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City’s FY 2009/10 CDBG allocation will remain with the County. Saratoga will not meet its
goals related to providing continued housing assistance, rehabilitation and human services to low
income and disabled residents in the City.
ALTERNATIVE ACTION:
NA
FOLLOW UP ACTION:
1) Continue the Public Hearing to March 4th and make a decision regarding allocations.
2) Following the March 4th meeting, forward Council’s CDBG recommendations to the County of
Santa Clara and execute contracts with agencies receiving funding.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
The availability of grant funds was publicized on the City Website and in the Saratoga News.
ATTACHMENTS:
Attachment A – Applications
Cc: Applicant agencies
256
Page 10 of 10
ATTACHMENT A
Applications
257
Page 1 of 3
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 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: Ordinance Regarding Terms for City Commissions
RECOMMENDED ACTION:
1. Introduce and waive the first reading of the attached ordinance (Attachment A) after
opening the public hearing, accepting public testimony, and closing the hearing.
2. Direct staff to place the second reading and adoption of the ordinance on the consent
calendar for the next regular Council Meeting.
3. Direct staff to use proposed alternative interim term lengths (as indicated in Attachment
B) during future Commission recruitments until Commission terms are fully staggered in
2012.
BACKGROUND:
This ordinance would amend the City Code to allow the City Council to make Commission
appointments for terms of more or less than four years to ensure that Commission terms are
staggered so that roughly equal numbers of terms expire each year. Section 2-12.030(c) of the
City of Saratoga Municipal Code states that:
“the terms of the Commissioners shall be staggered such that each year the four
year terms of approximately an equal number of the Commissioners shall expire.
Where a Commission has seven Commissioners, the terms of two Commissioners
shall expire each year except that in the year after the first six Commission terms
have expired, only one term shall expire. The limitations set forth in this subsection
(c) shall not apply to the Youth Commission”.
Currently, none of the City’s Commissions are staggered in accordance with Code Section 2-
12.030(c). The proposed ordinance would allow the Council to facilitate compliance with the
City’s term staggering rules.
Adopting the proposed ordinance will prevent the possible loss of a significant portion of
Commission membership in a single year due to term expirations, while also increasing the
opportunities for residents to apply for positions on the City’s Commissions. Current
Commission terms would not be affected by this ordinance.
258
Page 2 of 3
The proposed ordinance will also allow the Council to distribute Commission term expirations
throughout the year. Currently, most Commissions end their terms in April—creating a
burdensome recruitment and interview process at that time each year. Accordingly, staff is
proposing that interim alternative term lengths be structured so that only one or two Commission
end their terms at any given time.
The Ordinance
The attached ordinance would allow the Council to appoint Commissioners to terms of more or
less than four years for the purpose of implementing Commission term staggering. Terms that are
4 years or longer would be considered a full term (subject to term limits) and terms that are
shorter than 4 years would not be considered a full term (not subject to term limits).
Interim Alternative Terms
If the ordinance is approved, staff recommends that the Commission terms be structured so that:
1. For each Commission, the terms of an approximately equal number of Commissioners will
expire each year; and
2. Commissioner terms be set to expire in January, April, and October.
The attached table of Interim Alternative Commission Terms (Attachment B) would implement
this structure. Under that table, no existing terms would be affected. No new terms would be
longer than 4 years and 9 months or shorter than 2 years.
The Heritage Preservation and Traffic Safety Commissioners would end their terms in January,
Planning Commissioners would end their terms in April, and Library and Parks & Recreation
Commissioners would end their terms in October.
The table of Interim Alternative Commission Terms would take effect with appointments made
after the ordinance takes effect (30 days after the second reading and adoption). By October
2012, all Commission terms would comply with the City’s term staggering requirements.
Attachment C is a chart displaying how the realignment method will be implemented. The chart is
organized by Commission and month and year of term expiration.
- Blue indicates term expiration in January.
- Red indicates term expiration in April.
- Green indicates term expiration in October.
FISCAL IMPACTS:
There are no financial impacts.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City’s Commission terms would not be staggered in accordance with the Municipal Code.
Further, term expirations for all City Commissions would continue to occur in April, resulting in
ongoing administrative challenges.
259
Page 3 of 3
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Draft ordinance regarding terms for City Commissions
Attachment B: Table of Interim Alternative Commission Terms
Attachment C: Term Realignment Chart
260
Ordinance No. _____ 1
ORDINANCE _______
AN ORDINANCE REGARDING TERMS FOR
CITY COMMISSIONS
THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS FOLLOWS:
Section 1. Findings.
A. The City of Saratoga has established a number of commissions to advise the City
Council in reviewing, establishing, and implementing City policy in a number of
areas. Commissioners provide an invaluable service to the City and their
participation in these civic affairs goes to the very heart of representative
democracy at the local level.
B. The City Council has established common requirements regarding qualifications,
attendance, removal, vacancies, meetings, and rules of procedure for all City
Commissions including provisions to promote even staggering of Commission
terms.
C. In order to allow flexibility in providing for even staggering of Commission terms
the City Council may, from time to time, find it necessary to establish terms that
are shorter or longer than the standard term or to extend an existing term.
Therefore, this ordinance amends the Saratoga City Code to allow a Commissioner
to be appointed to a term of greater or less than four years or have a term
extended for not more than 30 months in order to facilitate compliance with the
term staggering rules of the City Code.
Section 2. Adoption.
Section 2-12.030 of the Saratoga City Code regarding Commissioner terms is hereby amended as
set forth below. Text to be inserted is shown in bold italics (example) and text to be deleted is
shown in strikeout (example).
2-12.030 Term.
(a) Each Commissioner shall serve a term of four years unless an alternate term is
specified by the resolution or ordinance establishing the Commission.
(b) No Commissioner shall serve more than two full consecutive terms on a single
Commission. A partial term served as a result of an appointment to fill an unexpired term
is not considered a full term. A Commissioner who has served two full consecutive terms
261
Ordinance No. _____ 2
on a Commission may not be reappointed to that Commission for at least one year
following the expiration of his or her term. The limitations set forth in this Subsection(b)
shall not apply to the Youth Commission.
(c) For each Commission, the terms of the Commissioners shall be staggered such that
each year the four year terms of approximately an equal number of the Commissioners
shall expire. Where a Commission has seven Commissioners, the terms of two
Commissioners shall expire each year except that in the year after the first six Commission
terms have expired, only one term shall expire. The limitations set forth in this subsection
(c) shall not apply to the Youth Commission.
(d) Notwithstanding subsection (a) of this section and section 2-15.020 regarding
Planning Commissioner terms, where the terms of Commissioners on a Commission do
not comply with subsection (c) of this section, a Commissioner may be appointed to a
term of greater or less than four years for the purpose of making the terms of the
Commissioners on the Commission comply with subsection (c). No term shall be reduced
after a Commissioner is appointed to serve the term, except as otherwise provided by this
Code. For purposes of subsection (b) of this section, a term of less than four years
established pursuant to this paragraph is not a full term and a term that is more than four
years at the time of appointment pursuant to this subsection (d) is a single term. This
paragraph shall be of no further force and effect after December 31, 2006.
Section 3. Publication.
This Ordinance shall be published once in a newspaper of general circulation of the City of
Saratoga within fifteen days after its adoption.
[Continued on Next Page]
262
Ordinance No. _____ 3
The foregoing Ordinance was introduced at a regular meeting of the City Council of the
City of Saratoga held on the ___ day of ___ 2009 and adopted by the following vote following a
second reading on the ___ day of ___ 2009:
AYES: __________________________________________
NOES: __________________________________________
ABSENT:________________________________________
__________________________________________
CHUCK PAGE
MAYOR, CITY OF SARATOGA, CALIFORNIA
ATTEST:
___________________________
ANN SULLIVAN
CITY CLERK
APPROVED AS TO FORM:
___________________________
RICHARD TAYLOR
CITY ATTORNEY
263
Table of Interim Alternative Commission Terms
Heritage Preservation Commission
Position Current Term Ending Proposed Length of Next Term Proposed Expiration of Next Term
HP-A 04/2010 3 years, 9 months 01/2014
HP-B 04/2010 3 years, 9 months 01/2014
HP-C 04/2010 4 years, 9 months 01/2015
HP-D 04/2010 4 years, 9 months 01/2015
HP-E 04/2011 4 years, 9 months 01/2016
HP- F 04/2012 4 years, 9 months 01/2017
HP-G 04/2012 4 years, 9 months 01/2017
Library Commission
Position Current Term Ending Proposed Length of Next Term Proposed Expiration of Next Term
LR-A 04/2009 3 years, 6 months 10/2012
LR-B 04/2009 4 years, 6 months 10/2013
LR-C 04/2009 4 years, 6 months 10/2013
LR-D 10/2011 3 years 10/2014
LR-E 10/2011 4 years 10/2015
Parks and Recreation Commission
Position Current Term Ending Proposed Length of Next Term Proposed Expiration of Next Term
PR-A 04/2009 4 years, 6 months 10/2013
PR-B 04/2009 4 years, 6 months 10/2013
PR-C 10/2012 2 years 10/2014
PR-D 10/2012 3 years 10/2015
PR-E 10/2012 4 years 10/2016
264
Planning Commission
Position Current Term Ending Proposed Length of Next Term Proposed Expiration of Next Term
PL-A 04/2009 3 years 04/2012
PL-B 04/2009 4 years 04/2013
PL-C 04/2009 4 years 04/2013
PL-D 04/2010 4 years 04/2014
PL-E 04/2010 4 years 04/2014
PL-F 04/2011 4 years 04/2015
PL-G 04/2011 4 years 04/2015
Traffic Safety Commission
Position Current Term Ending Proposed Length of Next Term Proposed Expiration of Next Term
TS-A 04/2010 3 years, 9 months 01/2014
TS-B 04/2010 3 years, 9 months 01/2014
TS-C 04/2011 3 years, 9 months 01/2015
TS-D 04/2010 3 years, 9 months 01/2015
TS-E 04/2011 4 years, 9 months 01/2016
TS- F 04/2011 4 years, 9 months 01/2016
TS-G 04/2012 4 years, 9 months 01/2017
265
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6
Page 1 of 6
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
Assistant City Manager
SUBJECT: Proposed Vehicle Impact Fee related to Refuse Vehicles
RECOMMENDED ACTION:
Accept report and direct the City’s representative to the West Valley Solid Waste Management
Authority (WVJPA) to convey the Council’s direction to the WVJPA.
BACKGROUND:
The WVJPA is a four-member Authority representing the Cities of Campbell, Los Gatos, Monte
Sereno and Saratoga, overseeing the operation of waste, recyclables and yard trimmings
collection services. Howard Miller is Saratoga’s representative on the Authority Board.
At its February 5, 2009 meeting the WVJPA Board considered a proposal to impose a Vehicle
Impact Fee on West Valley Collection & Recycling (WVCR) related to road impacts resulted
from its operations on surface streets. A provision for imposition of this fee was included in the
franchise agreement with WVCR; however, to date, the fee has not been imposed, pending
completion of a study of road impacts related to refuse collection activities. The study was
completed in June 2007 by CSG Consultants, Inc. According to the study, the annual cost to
Saratoga of road impacts related to refuse vehicles is $62,989. In accordance with the franchise
agreement, WVCR would be able to recoup the cost of the Vehicle Impact Fee via a pass-through
to residential and commercial customers.
Since the calculated annual cost of road impacts related to refuse vehicle operation in Saratoga is
fairly modest, an associated rate increase to recoup the Vehicle Impact Fee would be similarly
modest. Examples for residential and commercial customers are illustrated below. Current
residential and commercial collection rates are provided as Attachment “A”.
Residential 35-Gallon Cart Rate Impact
Current Rate Allocated on
Route Days
Allocated on Cost of
Service
Cost/Month
Increase
% of Increase Cost/Month
Increase
% of Increase
$20.97 $.027 @ 1.3% $0.22 @ 1.0%
267
Page 2 of 6
Commercial 1.5 cubic yard/Once per week Rate Impact
Current Rate Allocated on
Route Days
Allocated on Cost of
Service
Cost/Month
Increase
% of Increase Cost/Month
Increase
% of Increase
$132.59 $2.11 @ 1.6% $2.17 @ 1.6%
If so desired, the Vehicle Impact Fee could be phased in over a period of years, as illustrated in
the examples below, which provide a 3-year time frame for implementation:
Residential 35-Gallon Cart Rate Impact
(3-year Implementation)
Current Rate Allocated on
Route Days
Allocated on Cost of
Service
Cost/Month
Increase
% of Increase Cost/Month
Increase
% of Increase
$20.97 $0.09 @ .4% $0.07 @ .3%
Commercial 1.5 cubic yard/Once per week Rate Impact
(3-year Implementation)
Current Rate Allocated on
Route Days
Allocated on Cost of
Service
Cost/Month
Increase
% of Increase Cost/Month
Increase
% of Increase
$132.59 $0.70 @ .5% $0.72 @ .5%
Each member agency may independently implement the fee, and may independently determine
whether the fee will be implemented all at once, or over a period of years. Resulting rate
increases would be implemented beginning July 1, 2009.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City of Saratoga would not receive Vehicle Impact Fees related to the impact of refuse
vehicles on City streets.
ALTERNATIVE ACTION(S):
N/A
268
Page 3 of 6
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment “A” – Current Residential and Commercial Collection Rates
269
Page 4 of 6
Attachment “A”
West Valley Collection & Recycling
West Valley Cities Rates
Saratoga
Residential
Regular:
20-gallon $ 16.07
35-gallon $ 20.97
65-gallon $ 41.94
95-gallon $ 62.91
Sr. Citizen:
20-gallon $ -
35-gallon $ -
Low income 35 gal LG Only n/a
Commercial
Commercial-1.5 Yards
1 p/u per week $ 132.59
2 p/u per week $ 267.18
3 p/u per week $ 401.77
4 p/u per week $ 536.36
5 p/u per week $ 670.96
6 p/u per week $ 805.55
Extra Dump $ 30.60
Saturday Dump $ 31.06
Commercial-2 Yards
1 p/u per week $ 176.78
2 p/u per week $ 356.24
3 p/u per week $ 535.69
4 p/u per week $ 715.15
5 p/u per week $ 894.61
6 p/u per week $ 1,074.07
Extra Dump $ 40.80
Saturday Dump $ 41.41
Commercial-3 Yards
1 p/u per week $ 265.17
2 p/u per week $ 534.36
3 p/u per week $ 803.54
4 p/u per week $ 1,072.73
5 p/u per week $ 1,341.91
6 p/u per week $ 1,611.10
Extra Dump $ 61.19
Saturday Dump $ 62.12
Commercial-4 Yards
1 p/u per week $ 353.56
2 p/u per week $ 712.55
3 p/u per week $ 1,071.51
4 p/u per week $ 1,430.46
5 p/u per week $ 1,789.42
6 p/u per week $ 2,148.38
270
Page 5 of 6
Extra Dump $ 81.60
Saturday Dump $ 82.83
Commercial-6 Yards
1 p/u per week $ 530.34
2 p/u per week $ 1,068.71
3 p/u per week $ 1,607.08
4 p/u per week $ 2,145.46
5 p/u per week $ 2,683.83
6 p/u per week $ 3,222.20
Extra Dump $ 122.39
Saturday Dump $ 124.24
Commercial-Cans
1 $ 13.26
2 $ 26.52
3 $ 39.77
4 $ 53.03
5 $ 66.29
6 $ 79.55
7 $ 92.81
8 $ 106.07
9 $ 119.32
12 $ 159.10
13 $ 172.36
15 $ 198.87
18 $ 238.65
22 $ 291.68
27 $ 357.97
30 $ 397.75
34 $ 450.78
43 $ 570.11
50 $ 662.92
54 $ 715.95
Debris Box (cu. yds.)
8 $ 274.08
20 $ 469.54
30 $ 567.27
40 $ 665.00
Compactor (cu. yds.)
10 $ 469.54
12 $ 508.63
15 $ 567.27
16 $ 586.81
20 $ 665.00
25 $ 762.73
26 $ 782.27
28 $ 821.36
30 $ 860.46
36 $ 977.73
40 $ 1,055.91
FEL2CY Compactor
1 p/u per week N/A
271
Page 6 of 6
2 p/u per week N/A
3 p/u per week N/A
FEL 3CY Compactor
1 p/u per week N/A
2 p/u per week N/A
3 p/u per week N/A
FEL 4CY Compactor
1 p/u per week 453.43
2 p/u per week 911.97
3 p/u per week 1370.51
272