HomeMy WebLinkAbout111-CDD.pdfCITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
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COMMUNITY DEVELOPMENT DEPARTMENT
The Community Development Department guides the physical growth of the City to preserve the quality
of Saratoga’s semi-rural residential character, through the administration of planning services and zoning
regulations, code compliance, building and inspection services, and through the ongoing advanced
planning activities to develop the City’s General Plan.
The Saratoga community provides input to the Department through the Planning Commission and
Heritage Preservation Commission advisory boards, and by citizen involvement in Commission and
Council reviews of the General Plan and specific plans. The Department’s staff supports community
participation through development review services, commission support and meeting preparation, and
public hearings.
BUDGET OVERVIEW
The Community Development Department’s FY 2009/10 budget illustrates a notable decline in
development activity over the last year. As stock market wealth and credit availability dried up in the
middle of FY 2008/09 halting planned construction projects, City permit revenues dropped severely –
falling to about 60 percent ($770,000) of the projected $1.3 million of building permit revenues. The
$950,000 of budgeted permit revenue for FY 2009/10 reflects an expectation that construction activity
will remain low, based on the average monthly revenue stream since October of 2008, with an allowance
for one of eight approved and ready-to-build medium to large planned development projects to come in
for permits during the fiscal year. Planning staff have also seen a sharp reduction in applications which
reflect a 30% decrease in FY 2008/09 receipts.
With a projected 24% overall reduction in budgeted revenues ($615,000), and City Council’s direction
that the Community Development Department provide services at full cost recovery levels, the
department dramatically reduced operational expenditures, in addition to defunding 2.0 FTE positions
(Building Inspector, Associate Planner), in order to position the Community Development Department to
achieve the goal of presenting a balanced budget in FY 2010/11. Any further reductions would result in
dramatically reduced service levels. In response to this concern, the City Council authorized General
Fund savings from other departments to backfill the remaining $150,000 of the department’s cost
recovery requirement for FY 2009/10. This will allow the Community Development Department the
ability to continue its planning work on several zoning ordinance updates mandated by City Council.
Revenues will be reviewed closely throughout the year, and adjustments made as needed.
All non-essential contract services and operational supplies were removed from the budget. Due to the
reduction in departmental staff, internal service charges were also reduced.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
REVENUES
Taxes - - - - -
Fees, Licenses and Permits 1,393,625 1,585,315 1,906,475 982,422 1,204,250
Intergovernmental Revenues - - - - -
Charge for Services 572,159 661,480 673,500 780,100 760,080
Other Sources 1,964 2,014 1,000 1,700 1,000
TOTAL REVENUES 1,967,748 2,248,809 2,580,975 1,764,222 1,965,330
EXPENDITURES
Salaries and Benefits 1,361,163 1,600,612 1,801,535 1,691,660 1,613,519
Operating Expenditures
Materials & Supplies 29,886 27,238 17,550 12,856 25,100
Fees & Charges 42,739 50,009 38,235 52,908 56,895
Consultant & Contract Services 293,457 139,939 405,590 251,356 87,730
Meetings, Events & Training 6,781 10,797 12,150 9,354 9,700
Total Operating Expenditures 372,863 227,983 473,525 326,474 179,425
Fixed Assets 80,400 - - - -
Internal Service Charges 55,600 410,143 436,520 436,520 396,681
TOTAL EXPENDITURES 1,870,026$ 2,238,738$ 2,711,580$ 2,454,654$ 2,189,625$
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
GENERAL FUND
Development Services 875,702 978,505 1,228,263 1,033,213 940,425
Advanced Planning 103,553 61,575 199,328 198,940 159,709
Code Compliance 143,900 213,305 236,968 224,896 194,443
Building Inspection Services 746,871 985,353 1,047,021 997,605 895,048
TOTAL GENERAL FUND 1,870,026$ 2,238,738$ 2,711,580$ 2,454,654$ 2,189,625$
SPECIAL REVENUE FUNDS
CDBG Fund 266,134 (87,526) 110,321 47,732 332,517
Housing & Rehabilitation Program - - - - -
TOTAL SPECIAL REV FUNDS266,134$ (87,526)$ 110,321$ 47,732$ 332,517$
TOTAL EXPENDITURES 2,136,160$ 2,151,212$ 2,821,901$ 2,502,386$ 2,522,142$
GENERAL FUND REVENUES AND EXPENDITURES
TOTAL DEPARTMENTAL EXPENDITURES BY PROGRAM
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CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
Full Time Equivalents (FTE)
2005/062006/072007/082008/092009/10
City Staff FundedFundedFundedFundedFunded
Community Development Director 1.00 1.00 1.00 1.00 1.00
Senior Planner 1.00 1.00 1.00 1.00 1.00
Assistant/Associate Planner 3.00 3.00 3.00 3.00 2.00
Plan Check Examiner/Engineer 1.00 1.00 1.00 1.00 1.00
Arborist - 1.00 1.00 1.00 1.00
Building Official 1.00 1.00 1.00 1.00 1.00
Building Inspector 3.00 3.00 3.00 3.00 2.00
Code Compliance Specialist 1.00 1.00 1.00 1.00 1.00
Office Specialist I, II, III 2.00 2.00 2.00 2.00 2.00
Total FTEs 13.00 14.00 14.00 14.00 12.00
2005/062006/072007/082008/092009/10
Temporary Staff FundedFundedFundedFundedFunded
Forestry Intern - - 940 940 940
Planning Intern - - 450 450 -
Account Clerk - - - 1,200 1,200
Total Annual Hours - - 1,390 2,590 2,140
COMMUNITY DEVELOPMENT DEPARTMENT STAFFING
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COMMUNITY DEVELOPMENT DEPARTMENT
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COMMUNITY DEVELOPMENT DEPARTMENT
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DEVELOPMENT SERVICES
Development applications are required, in compliance with City codes, plans and policies, to obtain the
Planning Department’s approval to apply for building and other development permits. To help facilitate
development projects, Development Services provides applicants with review, analysis, and project
processing services. The process involves an assessment of a project’s consistency and compliance with
the City’s Municipal Code, General Plan, and regulations, followed by plan checks, and inspections.
Depending on the project, more extensive historical, arboricultural, environmental, or geological reviews
and assessments may also be required.
BUDGET OVERVIEW
Development Services revenues in both FY 2008/09 and FY 2009/10 reflect a severe downturn in the
economy as even previously approved projects are not being built, and applicants are withdrawing their
applications. With fewer development applications to process, and Council’s direction for the
Community Development Department to provide services at cost recovery levels, development services
dramatically reduced operational expenditures, in addition to de-funding 1.0 FTE position. While this
reduction will bring costs closer to recovery levels, on-demand planning services will be reduced.
Counter hours for walk-in service, currently 7:30 am to noon each day the office is open, will be reduced
to Monday through Thursday, resulting in the Planning and Building counters being closed every Friday.
The reduction in time City planners are available for questions and over-the-counter reviews is necessary
to allow development staff sufficient time for project and advanced planning work. It is anticipated that,
as a result of closing of the counters every Friday, it will create less confusion in the community as to
which Friday the development office is open.
Additional reductions to meet budget constraints include eliminating both the Assistant City Attorney’s
attendance at Planning Commission meetings, and transcription services to provide detailed minutes of
the meetings. Specific questions about the meetings will be found through reviews of the digitally
recorded broadcasts. Other operational cuts include the elimination of contract planner services for flat
fee application reviews, and public noticing services will now be completed by staff in-house.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
DEVELOPMENT SERVICES
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
REVENUES
Taxes - - - - -
Fees, Licenses and Permits 77,904 68,615 67,760 58,527 59,000
Intergovernmental Revenues - - - - -
Charge for Services 572,079 661,480 673,500 499,900 460,080
Other Sources 1,964 1,664 1,000 1,700 1,000
TOTAL REVENUES 651,947$ 731,759$ 742,260$ 560,127$ 520,080$
EXPENDITURES
Salaries and Benefits 606,260 654,237 791,392 713,484 660,822
Operating Expenditures
Materials & Supplies 19,557 12,018 8,500 5,186 19,400
Fees & Charges 15,001 12,342 11,535 10,845 13,055
Consultant & Contract Services 174,843 114,184 218,000 107,006 73,530
Meetings, Events & Training 4,441 5,159 7,700 5,556 7,200
Total Operating Expenditures 213,842 143,703 245,735 128,593 113,185
Fixed Assets - - - - -
Internal Service Charges 55,600 180,565 191,136 191,136 166,418
TOTAL EXPENDITURES 875,702$ 978,505$ 1,228,263$ 1,033,213$ 940,425$
GENERAL FUND REVENUES AND EXPENDITURES
FY 2009/10 OBJECTIVES
Tree Inventory Project – The City’s Arborist will continue to work with student interns from the West
Valley College Park Management program to create an inventory and map of all of trees on City property.
The information is input into the City’s GIS system as part of the Forestry Management Plan.
On-line Applicant Services – The Trak-IT Planning and Building software has e-government features that
allow project applicants the ability to view the status of their projects on-line, and allows for on-line
applications of basic permits such as water heater installation, and minor electrical and plumbing projects.
Implementation of these on-line features is planned for FY 2009/10 to enhance customer service and
offset reduced counter hours.
Zoning Maps – The City maintains various City zoning and General Plan maps. As part of e-government
efforts to provide access to pubic information online, the City’s website will be updated with links to
view all city maps on the City’s web page.
Historical Inventory – During FY 2009/10, staff and the Historical Preservation Commission will
oversee an update of the City of Saratoga’s Resource Inventory List of Historic Properties.
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CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
DEVELOPMENT SERVICES
KEY SERVICES
Planning Services
• Provide on-demand services at front counter, and via telephone and email requests.
• Provide staff support to the Planning Commission and Heritage Preservation Commission
• Public Works Department to protect trees during City construction projects
Review and processing of the following types of applications:
• General Plan and Code Amendments
• Architecture and Site, Residential Development, Subdivisions
• Environmental, Variances, Rezoning and Planned Developments
• Certificates of Use and Occupancy,
• Sign, Banner, and Conditional Use Permits
• Tree removal and After the Fact Tree Removal
Arborist Services
• Assist planners with review of project designs with respect to trees
• Provide specifications to residents and contractors so that trees are protected during construction
• Inspect projects prior to, during, and following construction to ensure adequate protection of trees
• Provide information to the public through phone and email for general information on tree
pruning, selection of trees, care of trees, protection of trees and tree removal criteria
Full Time Equivalents (FTE)
2005/062006/072007/082008/092009/10
City Staff FundedFundedFundedFundedFunded
Community Development Director 0.70 0.70 0.60 0.60 0.60
Senior Planner 0.80 0.80 0.70 0.70 0.70
Assistant/Associate Planner 2.90 2.90 2.80 2.80 1.40
Plan Check Examiner/Engineer - - - - -
Arborist - 1.00 0.90 0.90 0.90
Building Official - - - - -
Building Inspector - - - - -
Code Compliance Specialist - - - - -
Office Specialist I, II, III 1.20 1.00 0.90 0.90 0.90
Total FTE's 5.60 6.40 5.90 5.90 4.50
2005/062006/072007/082008/092009/10
Temporary Staff FundedFundedFundedFundedFunded
Forestry Intern - - 940 940 940
Planning Intern - - 450 450 -
Account Clerk - - - 1,200 1,200
Total Annual Hours - - 1,390 2,590 2,140
DEVELOPMENT SERVICES STAFF
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COMMUNITY DEVELOPMENT DEPARTMENT
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COMMUNITY DEVELOPMENT DEPARTMENT
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ADVANCED PLANNING
The Advanced Planning program’s purpose is to develop and update the City’s standards, regulations,
Specific Plans and General Plan to guide the physical development of the City. The City’s General Plan
is an adopted statement of policy for the physical development of a community. As such, it includes the
following elements: Land Use, Air Quality, Housing, Circulation, Safety, Noise, Open Space, and
Conservation. A City may also establish specific plans to further identify and foster development issues
and requirements. Specific Plans provide additional guidance for future land use development in the plan
area with elements such as detailed land use, design guidelines, and implementation strategy. As an
example, the City of Saratoga has established a Specific Plan for the hillside areas. At a minimum, one
element of the General Plan and/or a Specific Plan is to be updated each year to keep the plans current.
BUDGET OVERVIEW
As a result of the downturn in the economy having a severe impact on construction activity, budgeted
General Plan Update fee revenues are reduced from the prior year in line with the decline in building
permits. To offset the revenue reduction, advanced planning work will be completed in-house,
eliminating paid consultants. This change is reflected through an increase in staffing from .25 FTEs of
review and oversight duties, to .95 FTEs for in-house production work. The budget reflects this shift in
operational expenses with a reduction in Consultant & Contract Services expense and an increase in
staffing costs.
After completing the Housing Element update for the General Plan, staff will begin work on the Noise
Element, followed by the Housing Implementation Ordinance, the Nonconforming Use Ordinance, the
Conditional Use Permit Ordinance, the Sign Ordinance, and miscellaneous ordinance updates in FY
2009/10.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
ADVANCED PLANNING
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
REVENUES
Taxes - - - - -
Fees, Licenses and Permits 47,303 71,993 200,000 120,000 160,000
Intergovernmental Revenues - - - - -
Charge for Services - - - - -
Other Sources - - - - -
TOTAL REVENUES 47,303$ 71,993$ 200,000$ 120,000$ 160,000$
EXPENDITURES
Salaries and Benefits 37,313 38,042 59,026 59,216 142,356
Operating Expenditures
Materials & Supplies 2,370 1,058 - 422 -
Fees & Charges - - 500 2,000 2,000
Consultant & Contract Services 63,497 15,231 132,350 88,303 1,000
Meetings, Events & Training 373 458 250 250 -
Total Operating Expenditures 66,240 16,747 133,100 90,975 3,000
Fixed Assets - - - - -
Internal Service Charges - 6,786 7,202 7,202 14,353
TOTAL EXPENDITURES 103,553$ 61,575$ 199,328$ 157,393$ 159,709$
GENERAL FUND REVENUES AND EXPENDITURES
FY 2009/10 OBJECTIVES
General Plan Update – State law requires the City’s General Plan elements to be updated under a set
guideline of years. With the Housing element completed in June of 2009, the Noise Element will be the
next section, starting in March of 2010.
Zoning Code Updates – A minimum of two ordinance updates will be completed each year. Council will
provide staff with direction on which ordinances to update during FY 2009/10.
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CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
ADVANCED PLANNING
KEY SERVICES
• Maintain and apply General Plan and Specific Plan updates to development processes;
• Develop administrative policies, plans, ordinances and plan updates, in coordination with
consultants preparing advance planning updates; and
• Prepare Department of Housing and Community Development annual report on General Plan.
Full Time Equivalents (FTE)
2005/062006/072007/082008/092009/10
City Staff FundedFundedFundedFundedFunded
Community Development Director 0.15 0.15 0.10 0.10 0.25
Senior Planner 0.20 0.20 0.15 0.15 0.20
Assistant/Associate Planner - - - - 0.50
Plan Check Examiner/Engineer - - - - -
Arborist - - - - -
Building Official - - - - -
Building Inspector - - - - -
Code Compliance Specialist - - - - -
Office Specialist I, II, III - - - - -
Total FTE's 0.35 0.35 0.25 0.25 0.95
2005/062006/072007/082008/092009/10
Temporary Staff FundedFundedFundedFundedFunded
Forestry Intern - - - - -
Planning Intern - - - - -
Total Annual Hours - - - - -
ADVANCED PLANNING STAFF
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CODE COMPLIANCE
The City’s Code Compliance programs purpose is to gain compliance with zoning, planning, business
license, traffic and other codes as reflected in the City’s Municipal Ordinance. The program gains
compliance through education, assistance, and resources to maintain the safety and livability of
neighborhoods for the citizens and business community of Saratoga. The program staff works closely
with departments and various public agencies, including the Santa Clara County Sherriff’s Department
which handles all law enforcement violations.
BUDGET OVERVIEW
FY 2009/10 revenues include fees from the administration of the City’s Massage and Solicitor
Ordinances, with matching expenditures for background checks and testing services. Ongoing
expenditures include staffing costs, operational supplies, and annual software license fee for legal
research, and City Attorney services and internal services charges. The program has reduced its
operational expenditures of almost $30,500 to offset the Department’s overall revenue reduction.
Projected revenue from business licenses in the massage therapist category are expected to remain
constant with the FY 2008/09. However, it’s important to note that future licensing requirements may
change in California as there is legislation (SB 412) under discussion that would license massage
therapists at the state level and require 500 hours of initial education. The outcome of the legislation is
uncertain at this time.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
CODE COMPLIANCE
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
REVENUES
Taxes - - - - -
Fees, Licenses and Permits 1,250 25,159 13,715 15,722 14,150
Intergovernmental Revenues - - - - -
Charge for Services 80 - - 120 -
Other Sources - 350 - - -
TOTAL REVENUES 1,330$ 25,509$ 13,715$ 15,842$ 14,150$
EXPENDITURES
Salaries and Benefits 120,324 167,888 161,677 180,318 150,210
Operating Expenditures
Materials & Supplies 737 3,697 4,050 1,188 800
Fees & Charges 697 2,413 2,400 1,200 1,075
Consultant & Contract Services 21,299 2,489 29,240 3,400 7,400
Meetings, Events & Training 843 1,201 1,700 888 -
Total Operating Expenditures 23,576 9,800 37,390 6,676 9,275
Fixed Assets - - - - -
Internal Service Charges - 35,617 37,901 37,901 34,958
TOTAL EXPENDITURES 143,900$ 213,305$ 236,968$ 224,896$ 194,443$
GENERAL FUND REVENUES AND EXPENDITURES
FY 2009/10 OBJECTIVES
Code Compliance System – Staff is continuing to transfer existing compliance data into the new Trak-IT
software system during FY 2009/10, to provide a historical reference of complaints received.
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CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
CODE COMPLIANCE
KEY SERVICES
• Issue Temporary Users Permits, Special Event Permits, and Block Party Permits;
• Receive and maintain status on all violation complaints;
• Respond to, investigate, and abate legitimate complaints;
• Identify, research, and prepare ordinance information for code section updates;
• Assist City Attorney with legal research, appeal hearings, and lawsuits;
• Administer citation appeals;
• Enforce City regulations while educating and increasing the awareness of residents, businesses,
and property owners about the City’s regulations;
• Administer the City’s Massage and Solicitor Ordinances;
• Assist the City Arborist with non-permitted tree removals;
• Resolve complex code and zoning violations; and
• In cooperation with the Public Works Department, on an as needed basis, assist in the monitoring
of City Parks and respond to community complaints of illegal use of City Parks by enforcing
compliance.
Full Time Equivalents (FTE)
2005/062006/072007/082008/092009/10
City Staff FundedFundedFundedFundedFunded
Community Development Director 0.05 0.05 0.10 0.10 0.10
Senior Planner - - - - -
Assistant/Associate Planner - - 0.10 0.10 -
Plan Check Examiner/Engineer - - - - -
Arborist - - 0.05 0.05 0.05
Building Official 0.10 0.10 - - -
Building Inspector - - - - -
Code Compliance Specialist 1.00 1.00 1.00 1.00 1.00
Office Specialist I, II, III 0.10 0.10 0.10 0.10 0.10
Total FTE's 1.25 1.25 1.35 1.35 1.25
2005/062006/072007/082008/092009/10
Temporary Staff FundedFundedFundedFundedFunded
Forestry Intern - - - - -
Planning Intern - - - - -
Total Annual Hours - - - - -
CODE COMPLIANCE STAFF
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COMMUNITY DEVELOPMENT DEPARTMENT
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COMMUNITY DEVELOPMENT DEPARTMENT
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BUILDING & INSPECTION SERVICES
The Building & Inspection Services program is a regulatory function that ensures minimum building and
zoning standards are met in order to protect the community’s safety, health, and property rights. The
City‘s development ordinances and standards regulate the design, construction, quality of materials, use
and occupancy of buildings, as well as the location and maintenance of all buildings within the City of
Saratoga. Staff assists applicants with information concerning building regulations, disability access
regulations, and other State and local ordinances, and provides plan check services in compliance with
Uniform Building Codes. Staff also maintains permit tracking and plan check systems, inspects
commercial and residential buildings under construction, and reviews grading plans and performs grading
inspections for construction projects with significant earthwork activity.
BUDGET OVERVIEW
The Building & Inspection Services FY 2009/10 budgeted revenues are comprised of $950,000 from
various building, electrical, plumbing, and mechanical permits, $300,000 from plan checking services,
$10,000 from grading permits, and $12,000 from document fees (used for conversion for Laserfiche
format). Building Permit fees are calculated based on the valuation of a project. For example, the
valuation for a new house or habitable space addition is determined by multiplying the square footage by
a cost per square foot valuation factor. Budgeted amounts are based on the expected level of activity,
based on recent activity, with adjustments for additional funding if large projects are in process.
Building & Inspection Services dramatically reduced operational expenditures, including de-funding 1.0
FTE position. With the severe drop in credit availability, development projects have stalled significantly
decreasing inspection work levels and permit revenue. As the weak economy is expected to harshly
impact construction activity for some time, a structural correction to reduce staff was required under the
Council’s direction for the Community Development Department to provide services at cost recovery
levels. As a result of this cutback, Building Inspection requests will be extended from the department’s
current 24 hour period response time follow-up requirement, to a 48 hour response time.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
BUILDING & INSPECTION SERVICES
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
REVENUES
Taxes - - - - -
Fees, Licenses and Permits 1,267,168 1,419,548 1,625,000 788,173 971,100
Intergovernmental Revenues - - - - -
Charge for Services - - - 280,080 300,000
Other Sources - - - - -
Pass-Through Accounts - - - - -
TOTAL REVENUES 1,267,168$ 1,419,548$ 1,625,000$ 1,068,253$ 1,271,100$
EXPENDITURES
Salaries and Benefits 597,266 740,445 789,440 738,642 660,131
Operating Expenditures
Materials & Supplies 7,222 10,465 5,000 6,060 4,900
Fees & Charges 27,041 35,254 23,800 38,863 40,765
Consultant & Contract Services 33,818 8,035 26,000 11,100 5,800
Meetings & Events 1,124 3,979 2,500 2,660 2,500
Total Operating Expenditures 69,205 57,733 57,300 58,683 53,965
Fixed Assets 80,400 - - - -
Internal Service Charges - 187,175 200,281 200,281 180,952
TOTAL EXPENDITURES 746,871$ 985,353$ 1,047,021$ 997,605$ 895,048$
GENERAL FUND REVENUES AND EXPENDITURES
2009/10 OBJECTIVES
Trak IT Building and Permit System – Continued training and efficiency building on the new Trak-IT
system which links the Building program with Planning and Code Compliance functions.
California Building Code – The City adopted the new California Building Code through new ordinances
brought to the Council in FY 2007/08, and will continue to use this building code as the basis for
updating the City’s building regulations.
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CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
BUILDING & INSPECTION SERVICES
KEY SERVICES
Counter Services
• Provide construction and zoning code information to developers, contractors, architects,
engineers, home owners, and the general public
• Maintain permit tracking and building permit system information
Plan Check Services
• Perform residential and commercial building, structural, and site plan reviews under California
Building Code guidelines, State regulations, and City ordinances
• Provide building code information to applicants
Inspection Services
• Perform on-site inspections of buildings and structures under construction
• Investigate housing code violations
• Coordinate building permit applications with other departments and agencies
Full Time Equivalents (FTE)
2005/062006/072007/082008/092009/10
City Staff FundedFundedFundedFundedFunded
Community Development Director 0.10 0.10 0.20 0.20 0.05
Senior Planner - - 0.15 0.15 0.10
Assistant/Associate Planner 0.10 0.10 0.10 0.10 0.10
Plan Check Examiner/Engineer 1.00 1.00 1.00 1.00 1.00
Arborist - - 0.05 0.05 0.05
Building Official 0.90 0.90 1.00 1.00 1.00
Building Inspector 3.00 3.00 3.00 3.00 2.00
Code Compliance Specialist - - - - -
Office Specialist I, II, III 0.70 0.90 1.00 1.00 1.00
Total FTE's 5.80 6.00 6.50 6.50 5.30
2005/062006/072007/082008/092009/10
Temporary Staff FundedFundedFundedFundedFunded
Forestry Intern - - - - -
Planning Intern - - - - -
Total Annual Hours - - - - -
BUILDING & INSPECTION SERVICES STAFF
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COMMUNITY DEVELOPMENT DEPARTMENT
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COMMUNITY DEVELOPMENT DEPARTMENT
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COMMUNITY DEVELOPMENT
BLOCK GRANT FUND
The Department of Housing and Urban Development (HUD) makes annual disbursements of Housing and
Community Development Act (HCDA) funds for eligible projects and activities. Saratoga receives
federal HCDA funds through the CDBG program. The Federal Government’s CDBG program seeks to
improve the quality of life for low income residents, with emphasis in the areas of affordable housing,
human services, and access for the disabled. Santa Clara County administers this grant program,
providing allocations to the Cities, in compliance with Title I of the Federal Housing and Community
Development Act of 1974.
The availability of CDBG funds is advertised in local publications, and the City subsequently receives
grant applications from community and non-profit groups. A portion of the funds may be spent for social
or human service activities; however, the majority of the funding is reserved for ‘brick and mortar’
housing or accessibility projects. Another portion of the funding is reserved for program administration.
Santa Clara County Housing and Community Development Department (HCD) administers the
component of the HCDA that designates a portion of the funding to be used for low-interest loans to
income-eligible homeowners, including home repairs such as new roofs and electrical upgrades. HCD
charges the CDBG Fund $13,000 per year to administer the low income loan program. The City may
charge the CDBG Fund up to $15,000 per year to reimburse itself for costs associated with City
administration of the grant program.
BUDGET OVERVIEW
For FY 2009/10, the City is slated to receive $134,411 of CDBG funding. Of that amount, the social or
human services component of the grant is limited to $27,859. With the HCD Program administration cost
of $13,000 and the City’s administration cost of $15,000, the remaining funding available for housing or
accessibility projects is $78,552.
The human services grant allocation of $27,859 will be transferred to the City’s grant program for
distribution to the Saratoga Area Senior Coordinating Council (SASCC).
Saratoga will receive housing/accessibility grant funding in the amount of $41,927 to upgrade curb ramps
along Saratoga-Sunnyvale Road, $22,161 to install audible street signals for the visually impaired,
$10,000 to install a disabled accessible ramp at the Historic Museum, and $4,464 to install an automated
ADA accessible door to the public bathroom at City Hall. The Americans with Disabilities Act (ADA)
requires access to the public right-of-way for people with disabilities. The CDBG program functions as a
funding mechanism to transfer approved grants to the appropriate program or CIP project. There are no
staffing, objectives, or key services in this program.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY DEVELOPMENT BLOCK GRANT FUND
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated - - - - -
Undesignated (11,137) (138,090) - - -
Total Beginning Fund Balance (11,137)$ (138,090)$ -$ -$ -$
Revenues
Intergovernmental Revenues 277,271 50,564 127,203 47,732 332,517
Total Revenues 277,271$ 50,564$ 127,203$ 47,732$ 332,517$
Operating Transfers In
Transfer In - - - - -
Total Operating Transfers In -$ -$ -$ -$ -$
TOTAL SOURCE OF FUNDS 266,134$ (87,526)$ 127,203$ 47,732$ 332,517$
USE OF FUNDS
Expenditures
Salaries and Benefits - - - - -
Operating Expenditures 23,810 - - - -
Grants 38,611 - - - -
Fixed Assets - - - - -
Internal Service Charges - - - - -
Total Expenditures 62,421$ -$ -$ -$ -$
Operating Transfers
Transfer Out - GF Admin Fee 15,000 15,000 15,000 15,000 15,000
Transfer Out - GF Service Grants - 35,564 32,732 32,732 27,859
Transfer Out - SSR Curb Ramps - - 58,073 - 100,000
Transfer Out - ADA Signal Grant - - 130,126 - 152,287
Transfer Out - Museum Ramps - - 16,682 - 26,682
Transfer Out - ADA Theater Seat - - 6,225 - 6,225
Transfer Out - ADA Auto Doors 188,713 (138,090) - - 4,464
Total Operating Transfers 203,713$ (87,526)$ 258,838$ 47,732$ 332,517$
Ending Fund Balance
Designated - - - - -
Undesignated - - (131,635) - -
Total Ending Fund Balance -$ -$ (131,635)$ -$ -$
TOTAL USE OF FUNDS 266,134$ (87,526)$ 127,203$ 47,732$ 332,517$
STATEMENT OF SOURCE & USE OF FUNDS
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CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
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SARATOGA
HOUSING AND REHABILITATION PROGRAM
Saratoga’s Housing and Rehabilitation Program, known as SHARP, offers low interest housing
rehabilitation loans for low-income residents. The program provides low-interest loans to income-eligible
homeowners for home repairs such as new roofs and electrical upgrades. The City entered into a Joint
Powers Agreement (JPA) with Santa Clara County under the Housing and Community Development Act
whereby the County’s Housing and Community Development (HCD) department now manages the low-
income housing rehabilitation program for the City. HCD charges $13,000 of Community Development
Block Grant (CDBG) funds for the administration of the program each year, and is charged to the
program at the County level. The cost covers processing loan applications, determining eligibility,
processing loan paperwork and coordinating payments to the contractors doing the repair work.
BUDGET OVERVIEW
The City transferred the administration of the Housing Program to the JPA several years ago; however,
the JPA did not assume the administration of the loans that were issued by the City until FY 2005/06.
The County assumed all outstanding loans with the exception of one issued to the Mid-Peninsula Housing
Coalition, which represents the fund balance in the Housing Conservation Fund. Loan payments from
Mid-Peninsula Housing flow through a note receivable account and are therefore not revenue, and not
part of the budget. The FY 2009/10 budget reflects only the interest earned on the program funds.
The SHARP Fund functions purely as a pass through mechanism to fund the administrative costs for the
loan administration program; accordingly, there are no staffing, objectives, or key services components in
this program.
CITY OF SARATOGA
COMMUNITY DEVELOPMENT DEPARTMENT
SARATOGA HOUSING AND REHABILITATION PROGRAM
2006/072007/082008/092008/092009/10
ActualsActualsAdjustedEstimatedProposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated - - - - -
Undesignated 198,522 202,368 206,658 206,658 209,558
Total Beginning Fund Balance198,522$ 202,368$ 206,658$ 206,658$ 209,558$
Revenues
Taxes - - - - -
Fees, Licenses and Permits - - - - -
Intergovernmental Revenues - - - - -
Charge for Services - - - - -
Other Sources 3,846 4,289 3,200 2,900 3,000
Internal Service Charges - - - - -
Total Revenues 3,846$ 4,289$ 3,200$ 2,900$ 3,000$
Operating Transfers In
Transfer In (from CDBG)- - - - -
Total Operating Transfers In -$ -$ -$ -$ -$
TOTAL SOURCE OF FUNDS 202,368$ 206,658$ 209,858$ 209,558$ 212,558$
USE OF FUNDS
Expenditures
Salaries and Benefits - - - - -
Operating Expenditures
Grants - - - - -
Fixed Assets - - - - -
Total Expenditures -$ -$ -$ -$ -$
Operating Transfers
Transfer Out - - - - -
Total Operating Transfers -$ -$ -$ -$ -$
Ending Fund Balance
Designated - - - - -
Undesignated 202,368 206,658 209,858 209,558 212,558
Total Ending Fund Balance 202,368$ 206,658$ 209,858$ 209,558$ 212,558$
TOTAL USE OF FUNDS 202,368$ 206,658$ 209,858$ 209,558$ 212,558$
STATEMENT OF SOURCE & USE OF FUNDS
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