HomeMy WebLinkAbout03-18-1998 City Council agenda (2)Jil
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AGENDA
SARATOGA CITY COUNCIL
TIME: Wednesday, March 18, 1998 7:30 p.m.
PLACE: Civic Theater, 13777 Fruitvale Ave.
TYPE: Regular Meeting
Special Meeting in Administration Conference Room for Public Safety
Commission Interviews: Godlewski, 6:30 p.m.; Ballingall, 6:40 p.m.;
Tarter, 6:50 p.m.; Biester, 7:00 p.m.; Hexamer, 7:10 p.m.
7:30 Pledge of Allegiance
7 77
1. ROLL CALL +P
2. CEREMONIAL ITEMS
A. Proclamation honoring the Friends of the Saratoga Libraries
on their 15th Anniversary
B. Proclamation commending Mary danw Fina for her work with
the Friends of the Saratoga Libraries
3. REPORT OF CITY CLERK ON POSTING OF AGENDA
Pursuant to Government Code 54954.2, the agenda for this meeting was
properly posted on March 13.
4. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC
A. ORAL COMMUNICATIONS
1) Friends of the Saratoga Libraries
B. COMMUNICATIONS FROM COMMISSIONS None.
C. WRITTEN COMMUNICATIONS
I
10 City Council Agenda 2 March 18, 1998
1) Letter from California Farmers Market Association
concerning request for fee Waiver for Temporary Use
Permit (See Old Business, Item 7.A.2.)
5. CONSENT CALENDAR
These items will be acted upon in one motion for each section unless
they are removed from the Consent Calendar for discussion by
Councilmembers or any interested party. However, items in Section A
have already been considered by the Council at a previous meeting where
the public was invited to comment, after which the hearing was closed.
Those items are not subject to public discussion at this meeting
because the vote taken at the previous meeting was final. Resolutions
concerning decisions made at previous meetings are for the purpose of
memorializing the decision to assure the accuracy of the findings, the
prior vote, and any conditions imposed.
A. Previously- Discussed Items None.
B. New Items
1) Planning Commission Actions, 3/11 Note and file.
2) Parks and Recreation Commission Minutes, 1/26 Note
and file.
3) Finance Commission Minutes, 2/9 Note and file.
�A 4) Resolutionndesignating Applicant's Agent for Federal
N A, Disaster Assistance
5) Approval of Assignment, Assumption and Consent
Agreement with West valley Solid Waste Management
Authority
6) Memo Authorising Publicity for Upcoming Hearings No
hearings scheduled for April 1.
7) Approval of Check Register
8) Resolution prohibiting right turns on red light during
commute hours from Saratoga Avenue to State Route 85
9) Budget Calendar, FY 1998 -99 and 1999 -2000
City Council Agenda 3 March 18, 1998
10) Contract With OnLine Staffing for Temporary Computer
support services J
C. CLAIMS AGAINST THE CITY None.
6. PUBLIC HEARINGS 8:00 pm.
A. CDBG Allocations for 1998 -99
Recommended Action: Make allocations for approximately
$165,566 for FY 98/99 CDBG and Human Services Fund '"c^J`
1:4°
4. A. Oral Communications (continued) and instructions to staff
regarding actions on current oral communications
7. OLD BUSINESS
A. Fee Waiver Requests
1) Celtic Faire (continued from March 4)
Recommended Motion: Deny request and direct applicants
to submit application for Temporary Use Permit, with
$500 permit fee.
2) an Jose Symphony Showcase alifornia Farmers Mark•
Association
Re ion: Deny �re�uests and direct
�I\ applicants to submit applicable.�empor Ary VJse Permit
fees.
8. NEW BUSINESS
A. Resolutions in connection with Reauthorization of
Landscaping and Lighting District LLA -1 for FY 98 -99
Recommended Action: Adopt resolutions.
City Council Agenda 4 March 18, 1998
0 1 3
1) Resolution, describing improvements and directing
prepa7tion`of Engineer's Report
d �Vvv
2) Resolution,appointing attorneys
7W s o
9.
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ROUTINE MATTERS (Note: City Attorney Will be excused at this
point if no longer needed.)
A. Approval of Minutes 3/4
CITY COUNCIL ITEMS
A Agenda items for adjourned regular meeting March 24 Joint
Meeting with Parks and Recreation Commission and Hakone
Foundation
city ann tion f w 9,
1 9
?a-
Other
a� �p 0 �4� X�� -7101�-),�-�.
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11. CITY XANAGERIS REPORT
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12. ADJOURNMENT to next meeting at 8:00 a.m.
to meet with Assemblyman Cunneen in
Conference Room, 13777 Fruitvale Avenue.
o n Friday, March 20,
the Administration
In compliance with the Americans with Disabilities Act, if you need
special assistance to participate in this meeting, please contact Peter
Gonda at 408/868 -1221. 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]
I
EXECUTIVE SUMMARY NO.
SARATOGA CITY COUNCIL
MEETING DATE: March 18, 1998
AGENDA ITEM
CITY MANAGER
ORIGINATING DEPT. Office of the City Manager
Paula Reeve, Analyst
SUBJECT: Endorsement of Designation of Applicant's Agent
Resolution Empowering Saratoga to Receive Federal
Disaster Assistance
Recommended Motion(s)
Authorize the Mayor to execute the Resolution on behalf of the
City.
Report Summary
President Clinton declared California a federal disaster area on
February 9, 1998, as a result of Governor Wilson's request stemming
from damage incurred by thirty -one California counties, including
Santa Clara County, during recent storms. The declared disaster
period will remain open until the rainy season has concluded.
Local governments, special districts, state agencies and certain
non profit organizations in the declared areas are therefore
eligible to apply for Public Assistance funds from the Federal
Emergency Management Agency (FEMA) through the Governor's Office of
Emergency Services OES).
The City of Saratoga has incurred approximately $200,000 in damage
which is qualified for disaster reimbursement under this
declaration. Saratoga must first, however, file an application
packet by the April 10, 1998 deadline to be approved as an eligible
applicant by FEMA.
In an effort to minimize the paperwork associated with receiving
disaster assistance, State OES has implemented revisions to
existing Public Assistance documentation requirements.
Specifically, the attached Designation of Applicant's Agent
Resolution is no longer disaster specific, and may be utilized for
future disasters. The revised form requires the City staff to
indicate the titles of employees who may be handling the FEMA
reimbursement process in the long run, rather that naming specific
individuals who may eventually change assignments.
Fiscal ImBacts
Applying for federal assistance will allow the City to receive
disaster reimbursement for costs associated with the 1998 storms.
rl
Page 2 Disaster Resolution
Advertising Noticing and Public Contac
Nothing further required.
Consequences of Not Acting on the Rec mmended Motions
The City of Saratoga will pay the resulting clean -up and repair
costs incurred during the storms from its own budget.
Follow Up Actions
Execute and return the Resolution and other disaster application
paperwork to State OES by the April 10, 1998 deadline.
Attachment(s) Designation of Applicant's Agent Resolution
F is 07 u Oyu /EOC FAX b
State of Caliramis
o
P.A:N. 085 -70280
OMCE OF EMERGENCY SERVICES
DrMGNAT'ION OF
APPLICANTS AGENT REWLIMON
BE IT RESOLVED BY THE City Council OF THE City of Saratoga
v ow lNase oEAOpl 11
THAT Administrative Analyst OR
(rwe of Adhoraod Arcot)
City Ma nager
(Tidc orAm wUcd Ar=
Public Works Director
(Tide of AmMothed Ago*
OR
is hereby autborized to execute fbr and in bAWof d►e City of Saratoga a public pu entity
established under the laws of the State of California, this application grad to file it in the Office of Emergency Services for the
purpose of obtaining certain federal financial assistance under P.L. 93 -288 as amended by the Robert T. Stafford Disaster
Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the Natural Duster Assistance Aux.
THAT the City Council a public amity established under In laws of the State of California,
bwsb)raudwnzes its agent(s) to provide to die State Office ofFmergency Services for all matters pwwnmg to such state
disaster assistance the assurances and agreements required.
.Passed and approved this 18th day of March 19 28
(Nww and Tdk)
(Nuns cod rdk)
(Naoc and rdk)
C8RTIFICATION
Grace Cory Deputy City Clerk
duly appointed and of
the ,City o Sar atoga
do hereby certify that the above is a true and eon= copy of z
resolution passed and approved by the City Counc of due
(Gowawig b04)
day
18th s March 19 98
Date;
City of Saratoga
(Nana ofAppllmQ
Deputy City Clerk
Maw rodii*
on the
OED FWM 130 t$0W) MD Fom
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: March 18, 1998
ORIGINATING DEPT. Paula Reeve t? -X
Office of the City
AGENDA ITEM
CITY MANAGER
Manager
J
l
SUBJECT Approval of Assignment, Assumption and Consent Agreement
between Saratoga and West Valley Solid Waste Management
Authority
RECOMMENDED MOTION:
It is recommended that the Council authorize the City Manager to
endorse the Assignment, Assumption and Consent Agreement between
Saratoga and the West Valley Solid Waste Management Authority.
REPORT SUMMARY
Last September, the West Valley Cities of Campbell, Los Gatos,
Monte Sereno and Saratoga approved a Joint Powers Authority (JPA)
to oversee the cities solid waste management efforts.
In order for the Authority to effectively carry out its
responsibilities, it is necessary that each participating agency
assign its existing solid waste services agreements to the JPA.
The proposed Assignment, Assumption and Consent Agreement ascribes
the majority of the cities rights and obligations under the
recycling, yard waste and refuse collection services agreements
with Green Valley, and all rights under the waste disposal
agreement with Guadalupe to the West Valley Solid Waste Management
Authority.
Assigned Rights
The Agreement will enable the Authority to manage and oversee the
collection and disposal of waste within the four jurisdictions as
envisioned at the formation of the JPA. Specifically, the
authority will:
implement joint programs for the handling of solid waste and
recyclables, monitor contract compliance of companies;
regulate and set rates in accordance with agreements;
advise the agencies regarding solid waste issues, rates and
charges;
advocate the interests of the agencies with local, state and
federal officials;
issue Requests for Proposals for solid waste, yard waste and
recyclables services; and,
advise the agencies regarding market conditions affecting the
marketability of recyclable materials;
Page 2 Assignment, Assumption and Consent Agreement
Retained Rights
As described in more complete detail in the Assignment Agreement,
each agency retains certain rights under the service agreements,
including: setting rate differentials for recycling and yard waste
services, receiving and adjusting franchise fees, surcharges and
any other necessary fees, the prerogative to direct services for
refuse cleanups and Community Cleanup Days, the privileges and
assurances provided with the Performance Bond, the power to
terminate the Green Valley agreement for default; and to be
reimbursed for damage to agency property.
Legal Composition and Review
Robert Logan, Monte Sereno's City Attorney, has prepared the
attached agreement on behalf of all four jurisdictions. City
Attorney Mike Riback has reviewed the Agreement to verify
compliance with Saratoga's existing solid waste contracts.
FISCAL IMPACTS
Endorsing the Assignment Agreement will not directly affect the
City's Integrated Waste Management budget. The actual expense,
however, for Executive Director Scott Hobson to administrate the
JPA is included in Saratoga's $29,710 proportionate share of the
approved FY 1997 -98 West Valley Solid Waste Management Program
budget. Funds for this expense are contained in Saratoga's
accepted Integrated Waste Management budget in Activity 26, Account
No. 5610 (Grants to other agencies).
ADVERTISING NOTICING and PUBLIC CONTAC'
Nothing additional.
CONSEQUENCES OF NOT ACTING ON THE RECOMDIENDED MOTIONS
The City of Saratoga will not be included in the West Valley Solid
Waste Management Joint Exercise of Powers Authority, thereby
requiring separate administration by the City of its Solid Waste
Program efforts.
FOLLOW UP ACTIONS
1. Execution of the JPA Agreement by the City Manager
2. Forward endorsed Agreement to Executive Director of JPA
ATTACHMENTS Assignment, Assumption and. Consent Agreement
it
ASSIGNMENT, ASSUMPTION AND CONSENT AGREEMENT
THIS ASSIGNMENT, ASSUMPTION AND CONSENT AGREEMENT (the
"Agreement made as of 1998, by and between the CITY OF
SARATOGA (the "City a municipal corporation, the WEST VALLEY SOLID WASTE
MANAGEMENT AUTHORITY (the "Authority GREEN VALLEY DISPOSAL
COMPANY "Green Valley a California corporation, and GUADALUPE RUBBISH
DISPOSAL COMPANY, "Guadalupe a California corporation.
RECITALS
A. City entered into an agreement entitled "Agreement Between the City of
Saratoga and Green Valley Disposal Company, Inc., for Recycling Services" with Green
Valley for the collection, transportation, processing and marketing of recyclables within
the City dated September 9, 1994 ('Recycling Agreement A copy of this agreement
is on file in the office of the City Clerk.
B. City entered into an agreement entitled "Agreement Between the City of
Saratoga and Green Valley Disposal Company, Inc., for Residential Yard Waste Services"
with Green Valley to recycle segregated yard wastes from residential premises within City
dated September 9, 1994 "Yard Waste Agreement A copy of this agreement is on file
in the office of the City Clerk.
C. City entered into an agreement entitled "Final Agreement Between City of
Saratoga and Green Valley Disposal Company, Inc., for Refuse Collection Services" with
Green Valley for the collection, transportation and disposal of refuse within City dated
July 2, 1997 "Collection Agreement A copy of this agreement is on file in the office
of the City Clerk.
D. City entered into an agreement entitled "Waste Disposal Agreement
Between Guadalupe Rubbish Disposal Company, Inc., and the City of Saratoga" with
Guadalupe for the disposition of solid waste collected within City dated July 2, 1997
('Disposal Agreement A copy of this agreement is on file in the office of the City
Clerk.
E. Authority is an agency created pursuant to Government Code section 6500
et seq. by City and three other municipal corporations to manage and oversee the
collection, disposal and recycling of solid waste originating in the participating
municipalities.
F. City desires to assign and the Authority desires to assume some of City's
rights, interest and obligations set forth in the recycling services agreement, the residential
yard waste services agreement and the refuse collection agreement with Green Valley and
in the waste disposal agreement with Guadalupe. Green Valley and Guadalupe consent
to such assignment and assumption.
c: \WP \JPA \SARATOGA.AGR3.4.98KC 1
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NOW, THEREFORE, in consideration of the foregoing, of the mutual promises
of the parties hereto and for other good and value consideration the receipt and
sufficiency of which are hereby acknowledged, the parties agree as follows:
AGREEMENT
1. Assignment and Assumption
1.1 Recycling Services Agreement City, does hereby assign, convey,
transfer and deliver and the Authority does hereby assume all rights, title, obligations and
interest in and to the Recycling Agreement excerpt for those rights and obligations
specifically outlined below. The Authority agrees to be bound by each and every term
and provision of the Recycling Agreement as though the Recycling Agreement had
originally been made, executed, and delivered by the Authority.
1.1.1. City shall retain the right to implement a rate differential for
difficult to serve areas as permitted under section 4.25 of the Recycling Agreement.
1.1.2. Pursuant to section 11.1 of the Recycling Agreement, City shall
retain the right to require Green Valley to include other fees in its refuse billing as City
deems appropriate.
1.1.3. City shall retain all rights and assurances under the
Performance Bond required by section 15.1 of the Recycling Agreement.
1.1.4. Pursuant to section 17.4 of the Recycling Agreement, City shall
retain the right to be reimbursed by Green Valley for any damage to City property,
including but not limited to City curbs and streets.
1.1.5. City shall retain all rights to terminate the Recycling
Agreement pursuant to sections 18.1, 18.2, 18.3, 18.4 and 18.5 of the Recycling
Agreement.
1.2 Residential Yard Waste Agreement City does hereby assign, convey,
transfer and deliver and the Authority does hereby assume all rights, title, obligations and
interest in and to the Yard Waste Agreement except for those rights and obligations
specifically outlined below. The Authority agrees to be bound by each and every term
and provision of the Yard Waste Agreement as though the Yard Waste Agreement had
originally been made, executed, and delivered by the Authority.
1.2.1. City shall retain the right to implement a rate differential for
difficult to serve areas as permitted under section 4.25 of the Yard Waste Agreement.
1.2.2. Pursuant to section 7.11 of the Yard Waste Agreement, City
shall be released from liability by property owners for damage to private roadways caused
by normal and customary passage of the roadways by Green Valley's vehicles.
c: \MP \JPA \SARATOGA.AM.20.MKC 2
1.2.3. Pursuant to section 11.1 of the Yard Waste Agreement, City
shall retain the right to require Green Valley to include other fees in its refuse billing
as City deems appropriate.
1.2.4. City shall retain all rights and assurances under the
Performance Bond required by section 15.1 of the Yard Waste Agreement.
1.2.5. City shall retain all rights to terminate the Yard Waste
Agreement pursuant to sections 18.1, 18.2, 18.3, 18.4 and 18.5 of the Yard Waste
Agreement.
1.3 Refuse Collection Services Agreement City does hereby assign,
convey, transfer and deliver and the Authority does hereby assume all rights, title,
obligations and interest in and to the Collection Agreement except for those rights and
obligations specifically outlined below. The Authority agrees to be bound by each and
every term and provision of the Collection Agreement as though the Collection
Agreement had originally been made, executed, and delivered by the Authority.
1.3.1. City shall retain all rights to receive and adjust any franchise
fees applicable under Section 4.1 of the Collection Agreement.
1.3.2. City shall retain all rights to receive and adjust any
surcharges applicable under Section 4.2 of the Collection Agreement.
1.1.3. City shall retain the right to set any other fees necessary under
Section 4.3 of the Collection Agreement.
1.3.4. City shall retain the right and obligation to direct services for
refuse cleanups in the City as permitted under Section 5.1.6.1 of the Collection
Agreement.
1.3.5. City shall retain the right and obligation to designate
Community Cleanup Days as permitted under Section 5.1.6.2 of the Collection Agreement.
1.3.6. City shall retain the right to determine the annual amount of
other jurisdiction surcharges applicable under Section 7.3.5.2 of the Collection Agreement.
1.3.7. Green Valley obtained a Performance Bond effective July 1,
1997, pursuant to Section 10.4 of the Collection Agreement. Said Performance Bond is
in the name of the City. City shall retain all rights and assurances under the bond.
1.3.8. City shall retain the right to determine whether the Collection
Agreement should be terminated in the event that Green-Valley defaults and fails to cure
such default as permitted under Section 12.2 of the Collection Agreement.
1.4 Waste Disposal Agreement City does hereby assign, convey, transfer
and deliver and the Authority does hereby assume all rights, title, obligations and interest
C: \MP \JPA \SARATOM.AGR2.20.98KC 3
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in and to the Disposal Agreement. The Authority agrees to be bound by each and every
term and provision of the Disposal Agreement as though the Disposal Agreement had
originally been made, executed, and delivered by the Authority.
2. Consent and Release
2.1 Green Valley Green Valley consents to the assignment to the
Authority of the Collection Agreement, the Recycling Agreement and the Yard Waste
Agreement, and hereby releases City from all obligations thereunder. By this consent,
Green Valley hereby agrees to indemnify and hold harmless the Authority as well as the
City as required by sections 17.1 and 17.2 of the Recycling Agreement, sections 17.1 and
17.2 of the Yard Waste Agreement and section 10.1 of the Collection Agreement.
2.2 Guadalupe Guadalupe consents to the assignment to the Authority of
the Disposal Agreement, and hereby releases City from all obligations thereunder.
I Successors and Assigns
This Agreement applies to, inures to the benefit of, and binds all parties
to this Agreement and their respective successors, assigns and legal representatives.
4. Counterparts
This Agreement may be executed in counterparts, each of which shall be
deemed an original, but which together shall constitute one instrument.
5. Effective Date
Agreement. This assignment set forth above shall be effective as of the date of this
IN WITNESS WHEREOF, the undersigned has caused this instrument to be
signed this day of 1998.
[INTENTIONALLY LEFT BLANK]
e: \MP \JPA \SARATOGA.AGR2.20.98KC 4
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City:
CITY OF SARATOGA,
a municipal corporation
By:
ATTEST:
By:
City Clerk
Authority:
WEST VALLEY SOLID WASTE
MANAGEMENT AUTHORITY
Green Valley:
GREEN VALLEY DISPOSAL
COMPANY, INC.,
a California Corporation
APPROVED AS TO FORM:
By:
City Attorney
Guadalupe:
GUADALUPE RUBBISH DISPOSAL
COMPANY, INC.,
a California Corporation
By:
c: \MP \JPA \SARATOGA.AGR2.20.98KG
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SARATOGA CITY COUNCIL
AGENDA ITEM L
EXECUTIVE SUMMARY NO.
MEETING DATE: March 13, 1998
ORIGINATING DEPT.: City Manager's Office
CITY MANAGER
SUBJECT: Temporary Professional Services: Technology Management Function
Recommended Motion(s)
Authorize the City Manager to execute an agreement with OnLine Staffing which will subcontract with
One2Velocity to provide both specific project work and network/desktop system support for a two
week period.
Report Summary
Background:
The City currently has a position, Technology Coordinator, which is budgeted as a .5 FTE. The
position's incumbent (Sam Tarani) has been able to complete most of the transition work from the
City's former network configuration to the new one which accommodates the system approved by
Council last year. However, this notable effort has been accompanied by certain side effects, including
insufficient time and resources to properly attend to: (1) the daily assistance required by the
organization as a whole, (2) the ability to assess the City's current status in the context of its
Technology Master Plan, and (3) the ability to anticipate and advise about the City's needs in the
future.
In addition, it is time to allow Mr. Tarani to take a vacation, which he has requested be approved for
the period of March 23 April 6, 1998. Two firms and one individual were contacted to see what they
might offer in terms of support during that period.
Discussion:
Though it was difficult to find the kind of temporary service the City needs on short notice and in such
a tight labor market in the systems administration field, several sources were identified for further
exploration:
(1) One was an individual who is employed full time in a local software firm but was kind
enough to offer to assist with trouble shooting several hours a week as long as it did not
interfere with his job. His employer offered high praise regarding his abilities. His hourly
rate was $150, which is quite consistent with the going rate ($150 -$200) for experienced
system administration skills.
(2) Another was a Bay Area firm which was slow to respond to our calls, and in subsequent
conversation and research appeared to be focused on long term relationships. Staff also
encountered a rather tepid client reference.
(3) The most attractive alternative was proposed by Online Staffing in conjunction with
One2Velocity. The resources to be provided to the City in Mr. Tarani's absence are
comprehensive and will allow the City to not only complete certain important projects, but
to also provide the daily coverage so critical to ongoing operations in which a great deal is
at stake if any transaction is interrupted or lost. Please refer to Exhibit A of the attachment
to this cover memo for specifics on the deliverables from this engagement.
OnLine Staffing's clients include: Sun Microsystems (network and development engineers
provided at all levels), Adobe Software, Siemens, Flewlett Packard, Tandem, 3Com, Web
TV (a subsidiary of Microsoft), Tivoli (a partner with IBM), Unison, Oceana, and Aspect
(a telecom firm). The firm also has offices in Austin and Rhode Island.
Once again, this alternative will result in a close review of current operations, move the
City well own the road toward addressing some of its highest priority projects, and provide
experienced and essential daily coverage in Mr. Tarani's absence.
Fiscal Impacts:
The hourly rate for Online Staffing, the recommended service: provider, is discounted from the going
rate to $125. Over the two -week period required by the City., the total compensation will amount to
$10,000. If any currently unanticipated hours are required (with advance approval by the City), they
will be billed at the same rate. There are sufficient funds in the Management Information Systems
budget to cover this agreement.
Follow Up Action(s):
Execute an agreement with OnLine Staffing for temporary professional services in the technology
management function. The agreement will be substantially in the form of the attached draft agreement,
though some minor adjustments may be made.
Consequences of Not Acting on Recommended Motion(s):
A timely opportunity would be lost. Crucial coverage and attention to high priority projects would not
be provided in Mr. Tarani's absence. The City would be unsupported in its daily operations, and
important daily protocols for the safety and security of data would be deferred, leaving the City
exceptionally vulnerable should any unforeseen interruptions occur. The least desirable alternative
would be to not permit Mr. Tarani to take a vacation for reasons associated with employee health and
welfare.
Attachment(s): Draft Agreement, including Exhibit A
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3 -13 -1998 10:23AM FROM
ONLINE STAFFING CLIENT AGREEMENT FOR CONTRACT
PLACEMENT SERVICES
OnLine Staffing, Inc. is engaged in the business of providing Clients with contract
personnel specializing in technical occupations. As a contract services firm, Online
Staffing provides the services of its Employees or Subcontractors to Clients on a
contract or project basis ("Assignment"). Accordingly, this Agreement is made by and
between Online Staffing, Inc., a California Corporation ('OnLine") and
a corporation ("Client") on
1. RELATIONSHIP OF THE PARTIES
(a) Relationship between OnLine and
Client. Online will perform the services
under this Agreement as an independent
contractor. Nothing in this Agreement shall
be construed to create a partnership, joint
venture, or employment relationship
between OnLine and Client.
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personnel that Online provides to perform
services for Client is a Subcontractor, not an
Employee, of Online. Notwithstanding the
above, however, nothing contained in this
Agreement shall operate to change the
status of the personnel provided to Client
from Subcontractor to Employee, and this
Agreement shall be interpreted in such a
way as to ensure the continuation of the
personnel's Subcontractor status.
(b) Relationship between Client and
Employee or Subcontractor. The parties
agree and understand that the personnel
provided by Online supplements Client's
work force and may be either an Employee
or Subcontractor of Online. Employees are
solely the employees of Online and shall
look only to OnLine to provide wages and
employee benefits. Subcontractors are
solely the subcontractors of Online and
shall look only to OnLine to provide
compensation. Neither Employees nor
Subcontractors of Online shall be
construed as Client's Employees or
Subcontractors.
(c) Use of Terms "Employee" and
"Subcontractor". The parties agree that
the word "Subcontractor" may be inserted
for the word "Employee" wherever
applicable in this Agreement, when the
2. ONLINE RESPONSIBILITIES
(a) Assignment. OnLine shall provide
contract personnel to supplement Client's
work force and perform the Assignment as
specified in Exhibit A. It is understood and
agreed between the parties that Online is
not undertaking to provide Client with a
specific design, engineering concept or
solution to a particular problem.
(b) Wages and Benefits. OnLine has the
sole right and responsibility to negotiate and
establish the wages and benefits of its
Employees and is solely responsible for
withholding and paying all federal, state and
local income and social security taxes, and
for paying wages, the employer's share of
social security taxes and all amounts
required under local, state and federal
workers' compensation acts, disability
3 -13 -1998 10:24AM FROM
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benefit acts, unemployment insurance acts
and other employee benefits acts when due.
(c) Online Taxes. Online shall comply
with all federal, state, and local laws,
ordinances, regulations and orders relating
to the services it provides (including, without
limitation, tax returns), and pay all filing fees
and federal, state and local taxes applicable
to its business as they come due.
(d) Other Responsibilities. Online shall
fully comply with all federal, state, and local
laws regarding employment, including wage
hour, equal employment opportunity, and
immigration laws. It shall collect and
maintain such Employee records and
documents as required by law, including
Immigration and Naturalization Services
Form 1 -9. In addition, Online shall comply
with all applicable laws regarding equal
employment opportunity and shall not
discriminate on the basis of national origin,
race, color, religion, age or sex.
3. CLIENT RESPONSIBILITIES
(a) Supervision of Employee. The
Assignment shall be performed at Client's
work place, under the direction, control and
supervision of Client. Client understands
and agrees that, as part of this Assignment,
Employee shall not be allowed to drive a
car, operate heavy equipment or machinery
or handle currency without the prior written
consent of Online.
(b) Safe Work Environment Client shall
provide Employee a suitable work place,
which complies with all applicable federal,
state and local safety and health standards
and shall provide all necessary information,
training and safety equipment with respect
to hazardous substances.
(c) Other Responsibilities. Client shall
comply with all applicable laws regarding
equal employment opportunity and shall not
discriminate on the basis of national origin,
race, color, religion, age or sex.
4. RATES AND TERMS OF PAYMENT
(a) Rates. Client shall pay Online for the
services of its Employees at the hourly
rate(s) of pay specified in Exhibit A. Client
understands that Online pays overtime
wages to its Employees in accordance with
state and federal labor laws, and Client
agrees to pay Online for any overtime
hours worked by its Employees at the rate(s)
of overtime pay specified in Exhibit A_
(b) Time Records. Client understands that
Employees are required to complete and
sign weekly time records in order to
accurately determine the number of hours
worked by Employee and the corresponding
wages. Client agrees to promptly review
and approve all Employee time records
upon presentation to Client by Employee.
(c) Recording all Hours. Client
acknowledges OnLine 's policy of mandating
the recording of all hours worked. Online
does not permit "off- the clock" work or any
similar practice of not recording all wages.
Any requests by Client or a third party not to
record all hours shall be immediately
reported by Employee to OnLine. Time
records approved by Client shall be
conclusive as to hours worked by Employee,
unless inaccurately or fraudulently
prepared.
(d) Clients Invoice. Client will be invoiced
on a weekly basis for Employee's services.
The invoice will be based on the hours
worked by the Employee, as reflected in the
Time Record signed by Employee and
approved by Client. Each invoice shall
3 -13 -1998 10:25AM FROM
describe, in reasonable detail, the services
provided, the name of the Employee who
provided them and the number of hours
expended performing the services. If more
than one (1) Employee has worked for
Client in any given month, Client's invoice
shall be itemized to show total charges per
Employee assigned to Client's worksite.
(e) Terms of Payment. All payments made
to OnLine shall be in U.S. dollars and are
due upon receipt of invoice, unless
specified and agreed otherwise. Client
agrees to pay interest at the rate of 1.5%
per month or the maximum rate allowed by
law (whichever is lower), on amounts more
than thirty (30) days past due, and to pay all
reasonable costs, including attorneys' fees
and costs, associated with OnLine 's
collection of past due amounts.
5. CHANGE IN ASSIGNMENT
(a) Changing the Terms of Assignment.
If, during the course of the Assignment,
Client wishes to change its terms, Client
may do so after written notice to and
approval by OnLine
(b) Canceling Assignment. In the event
Client is dissatisfied with the performance
of Employee during the first forty (40) hours
of the Assignment, Client may cancel this
Assignment by written notice to OnLihe and
Client will not be invoiced for Employee's
time spent on the Assignment. If Client
does not cancel the Employee's Assignment
within the first forty (40) hours, however,
Client agrees that the Employee's work is
satisfactory and agrees to pay the invoice
for Employee's work when presented for
payment.
S. OWNERSHIP OF WORK PRODUCT
r. u
(a) Property of Client Online and Client
understand and agree that any and all
discoveries and /or inventions, including
improvements and modifications, that may
be conceived or developed by Employee
"work product either alone or with others,
during the term of this Assignment, whether
or not conceived or developed during
Employee's working hours, shall be the sole
property of Client if: (i) the equipment,
supplies, facilities, or trade secret
information of Client was used; (ii) the work
product relates at the time of conception or
reduction to practice to the business of the
Client or to the Client's actual or
demonstrably anticipated research and
development; or (iii) the work product results
from any work performed by Employee for
Client.
(b) Employee Agreement to Assignment
of Work Product. Before performing any
services under this Agreement, Online
shall have Employee sign its standard
Employee Agreement which includes a
section assigning any work product of
Employee to Client under the terms outlined
above. Online shall keep the original
signed Employee Agreement in its offices
and shall provide Client with a copy upon
request.
(c) Employee Cooperation. Online shall
use its best efforts to ensure Employee's
cooperation in executing all documents,
including patent applications and
assignments of rights, required by Client to
establish Client's rights to any work product
developed by Employee under this section.
7. CONFIDENTIAL INFORMATION
(a) Confidential Information. Confidential
Information is any information relating to any
aspect of OnLine's or the Client's business
or their customers or suppliers which is not
3 -13 -1998 10:25AM FROM
P. ED
N
known by their actual or potential
competitors or is proprietary to them or their
customers or suppliers, whether of a
technical nature or otherwise.
(b) Information That is Not Confidential.
Confidential information does not include
information that (i) is or becomes publicly
available through no act or omission of the
other party; (ii) the owning party discloses to
a third party without restriction on
disclosure; (iii) is disclosed to the other
party by a third party without restriction on
disclosure and without a breach of a
nondisclosure obligation; (iv) is
independently developed without having
access to the disclosing party's Confidential
Information; or (v) is previously known to the
receiving party without nondisclosure
obligations.
(c) Nondisclosure. Each party agrees
that it will not knowingly disclose to any third
party any Confidential Information belonging
to the other without the other party's prior
written consent. Each party further agrees
that it will use reasonable efforts to maintain
the confidentiality of all such information of
the other party and to prevent the
unauthorized disclosure of any Confidential
Information by its clients, customers,
employees, subcontractors or
representatives
(d) Employee Agreement Not to Disclose.
Before performing any services under this
Agreement, OnLine shall have Employee
sign its standard Employee Agreement
which obligates the Employee to: (i) not
disclose, either directly or indirectly, any
confidential information, knowledge or data
of Client that Employee may obtain during
the course of this Assignment; and (ii) not
use or reveal any confidential information,
knowledge or data acquired by Employee in
previous assignments or employment.
Onl.ine shall keep the original signed
Employee Agreement in its offices and shall
provide Client with a copy upon request.
8. POST PLACEMENT HIRING
(a) Client agrees that during the duration of
this assignment and for a period of one (1)
year after its completion or termination,
Client will not directly or indirectly hire
Employee without the express written
consent of Online. Not withstanding the
foregoing if, at any time during the course of
the ,Assignment and for a period of one (1)
year following its completion or termination,
Client hires Employee as a regular
employee on its own payroll or directly
engages an OnLine independent contractor
"Conversion Client agrees to pay Online
a fee "Conversion fee Client shall be
required to give Online written notice of any
offer of employment accepted by Employee
within forty- eight (48) hours of its
acceptance.
(b) Conversion Fee Formula. The
Conversion Fee that Client shall pay to
OnL.ine is based upon a percentage of the
annual base salary offered to the employee
by the client and the number of days that
the Employee has performed services for
the client while working for OnLine.
Accordingly, the Conversion Fee to be paid
by Client to Online is: (i) 30% of the
Employee's annual base salary, if
Conversion occurs within the first 180 days
of service; (ii) 20% of the Employee's annual
base salary, if Conversion occurs after 180
days of service, but before 360 days of
service; and (v) 0% after 360 days service.
In the case of an independent contractor
engaged directly by the client the
Conversion Fee paid to Online by the Client
will be equal to 60% of the amount paid to
the independent contractor for each hour
worked thereafter.
3 -13 -1998 10:26AM FROM
(c) Payment of Conversion Fee. The
Conversion Fee shall be immediately due
and payable to Online in the event of
Conversion to a regular employee of client,
or in the case of an independent contractor
payable weekly for hours worked each
week.
9. PRESENTATION OF CANDIDATES.
Client hereby agrees and understands that
Online will be entitled to a placement fee in
the event Client hires (as either a regular
employee or on a contract basis) any
candidate presented to the Client by Online
Staffing at any time within twelve(12)
months following the date the candidate is
initially presented. For purposes of this
section it's understood that a candidate is
deemed to have been "presented" on the
date Online Staffing initially provides Client
with the candidate's background and
experience whether such information is
provided in person, by phone, by fax, by E-
mail, by personal interview or meeting with
the candidate or any other means customary
for the placement services industry. The fee
immediately due and payable by the Client
in such event will be equal to 30% of the
Employee's annual base salary if hired as a
regular employee, or in the event the
Employee is engaged as a contractor 30%
of the hourly rate being paid to the
contractor by the client multiplied by 2,080
hours.
10. INSURANCE AND INDEMNIFICATION
(a) Liability Insurance. At all times during
the term of this Agreement, Online agrees
to maintain in force a policy or policies of
insurance covering workers' compensation
and comprehensive general liability
insurance. Upon Client's request, Online
r. o
shall provide Client with a certificate
evidencing such insurance.
(b) Mutual Indemnification. Each party
agrees to defend, indemnify and hold the
other harmless from and against all losses,
liabilities, damages, judgments, claims,
costs and expenses (including reasonable
attorneys fees) relating to personal injury,
death or tangible property damage which
results from that party's willful or negligent
act or omission.
(c) Online Indemnification. Online
agrees to defend, indemnify and hold Client
harmless from and against all losses,
liabilities, damages, judgments, claims,
costs and expenses (including reasonable
attorneys fees) resulting from any alleged
failure by Online to pay any wages,
benefits, or federal, state or local taxes
during the term of this Agreement.
(d) Client Indemnification. Client agrees to
defend, indemnify, and hold Online
harmless from and against all losses,
liabilities, damages, judgments, claims,
costs and expenses (including reasonable
attorneys fees) resulting from Employee's
operation of a car, heavy equipment or
machinery or the handling of currency, if
such services are provided by Employee
without the express written approval of
OnLine
(e) Limits on Liability. Client and OnLine
agree that the total liability of Online to
Client for any uninsured claims, losses,
expenses or damages arising out of or in
any way related to this Agreement from any
cause or causes, including negligence, shall
not exceed the total amount paid to Online
under this Agreement. If Client's claim is
one that is covered by insurance, OnLine's
total liability for such claim shall not exceed
the amount paid on OnLine's behalf by
3 -13 -1998 10:27AM FROM
r. i
I
insurers under these coverages in
settlement or satisfaction of Client's claim.
11. TERM AND TERMINATION
(a) Term. This Agreement shall remain in
effect until the end of Employee's
Assignment with Client, unless terminated
sooner in accordance with its terms.
(b) Termination. This Agreement may be
terminated by either party, with or without
cause, upon fourteen (14) days written
notice or immediately if either party
breaches any material term.
(c) Effect of Termination. Upon
termination of this Agreement, Employee
shall cease performing work for Client and
shall turn over any work product or Client
materials in Employee's possession. Client
shall pay OnLine at the agreed rate of
compensation for all work performed and
expenses incurred prior to the date of
termination.
12. LIMITATION OF LIABILITY
NEITHER ONLINE NOR CLIENT WILL BE
LIABLE FOR ANY SPECIAL, PUNITIVE,
INDIRECT, INCIDENTAL OR
CONSEQUENTIAL DAMAGES INCLUDING,
BUT NOT LIMITED TO, LOSS OF OR
DAMAGE TO DATA, LOSS OF
ANTICIPATED REVENUE, WORK
STOPPAGE OR IMPAIRMENT OF OTHER
ASSETS, WHETHER OR NOT
FORESEEABLE. IN NO EVENT SHALL
ONLINE 'S LIABILITY FOR DAMAGES
EXCEED THE TOTAL AMOUNT
ACTUALLY PAID TO ONLINE BY CLIENT
UNDER THE TERMS OF THIS
AGREEMENT.
13. LIMITATION OF WARRANTY
OnLine and Client agree and understand
that OnLine is providing supplemental
technical personnel to Client to work under
Client's supervision and direction. OnLine
is NOT undertaking to provide Client with a
specific design, engineering concept or
solution to a particular problem.
ACCORDINGLY, ONLINE DOES NOT
WARRANT OR GUARANTEE THAT THE
EMPLOYEE(S) IT PROVIDES WILL
PRODUCE OR CREATE A TECHNICAL
SOLUTION TO CLIENT'S PROBLEM OR
NEED.
14. GENERAL TERMS
(a) Force Majeure. Neither party shall be
responsible for any delay in its performance
due to causes beyond its reasonable
control.
(b) Assignment. Neither party may assign,
delegate or otherwise transfer this
Agreement or any of its rights or obligations
to a third party. Notwithstanding the
foregoing, either party may assign, upon
written notice to the other, both the rights
and obligations of this Agreement to the
surviving corporation in any merger or
consolidation to which it is a party or to any
person who acquires all or substantially all
of its capital stock or assets.
(c) Survival of Obligations. The following
obligations will survive termination of the
Agreement for any reason: (a) all obligations
relating to nonuse and nondisclosure of
Confidential Information; (b) all obligations
relating to indemnification and protection of
proprietary rights; (c) all obligations to make
payments of amounts that are or become
due under this Agreement prior to
termination; (d) all provisions regarding the
limitations of warranty and liability; and (e)
all obligations regarding post placement
hiring.
3 -13 -1998 10:27AM FROM
(d) Goveming Law. This Agreement shall
be deemed to have been made in, and shall
be construed under, the laws of the State of
California without regard to its conflicts of
law provisions. In any court action relating
to this Agreement, Client agrees that the
federal or state courts of California shall
have the sole and exclusive jurisdiction over
the matter.
(e) Arbitration. The parties agree to
arbitrate any dispute concerning the terms,
conditions or obligations contained in this
Agreement, which cannot be resolved by
good faith, informal negotiations.
(f) Attorneys' Fees. If either party to this
Agreement shall bring any action, suit,
counterclaim, appeal, arbitration or
mediation against the other regarding the
terms of this Agreement, the losing party
shall pay to the prevailing party a
reasonable sum for attorneys' fees and
costs as determined by the Court, arbitrator
or mediator.
(g) Authority to Sign. Each party signing
this Agreement represents and warrants that
he or she is duly authorized and has legal
capacity to execute and deliver this
Agreement. Each party represents and
warrants to the other that the execution and
delivery of this Agreement and the
performance of such party's obligations
have been duly authorized and that the
Agreement is a valid and legal agreement
binding on the party and enforceable
according to its terms.
(h) Notices. All notices and other
communications required or permitted under
this Agreement shall be in writing,
addressed to the Legal Department at its
respective address, and shall be deemed
given: (i) upon receipt when delivered
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personally; or (ii) upon confirmation of
receipt following delivery of registered or
certified mail, return receipt requested.
(i) Amendment and Waiver. Any waiver,
amendment or modification of any provision
of this Agreement must be in writing. No
waiver or consent shall constitute a
continuing waiver or consent and the failure
of either party to exercise any right provided
for by this Agreement shall not be deemed a
waiver of that right.
0) Severability. Wherever possible, each
provision of the Agreement shall be
interpreted in such a way as to be
enforceable and valid under applicable law.
If any term or provision of this Agreement is
determined to be illegal, unenforceable, or
invalid in whole or in part for any reason,
that provision shall be stricken from this
Agreement and shall not affect the legality,
enforceability or validity of the remainder of
this Agreement.
(k) Entire Agreement The Agreement,
including the attached Exhibits, constitutes
the entire agreement between the parties,
and supersedes all prior oral or written
agreements or communications with regard
to the subject matters described.
By signing this Agreement, Online and
Client agree to become parties to this
Agreement and to be bound by its terms.
ONLINE STAFFING, INC.
by:
Name Title
3 -13 -1998 10:28AM FROM r..V
Signature
Date
CLIENT
by:
Name Title
Signature
Date
a
Exhibit A
City of Saratoga has designated their current priorities as:
1) Needs Assessment
Evaluation of current working environment
Interviews with 24 key systems users
Interview with management to determine direction and expected time frame to
establish milestones and criteria for a successful implementation
2) Evaluation of Current Working Plan
Evaluation of current working environment
Determine any additions or modifications that need to be made to bring it into
Current Working Plan
3) Network and Desktop System Support during the 2 week period
4) Implementation of an Internal Electronic Mail solution that will provide for extensibility to an
Internet mail solution as the system grows
Implement a standards based prototype Internal E -Mail system for evaluation
5) Delivery of a plan for future growth based on the Needs Assessment
6) Project cost for Assessment and Evaluation which includes coverage while current employee is
on vacation is as follows:
Eighty Hours an hourly rate of $125.00 per hour= $10,000.00
Each additional hour would be billed at $125.00 per hour
7) On Line Staffing will be sub contracting to One2Veolocity for this assignment
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
AGENDA
MEETING DATE: March 18, 1998 CITY MGR.
ORIGINATING DEPT: Office of the ity Manager
Paula Reev Analyst
ITEM
APPROVAL �l
SUBJECT: Allocations for FY 1998/99 Housing and Community
Development Act Funds (CDBG) and Human Services Grants
RECOMMENDED ACTIONS:
1. Conduct the Public Hearing.
2. Make allocations for approximately $165,566 for FY 98/99 CDBG
and Human Services funds.
REPORT SUMMARY:
The City Council is being asked to conduct a Public Hearing to
receive comments and recommendations on project proposals for
1998/99 Housing and Community Development Act (HCDA) funds provided
through the Community Development Block Grant (CDBG) Program.
Council is further requested to make a determination regarding the
allocation of $165,566 of these funds for Saratoga's FY 1998/99
grant proposals. The availability of Block Grant funds for
eligible projects and activities has been publicized in the local
newspaper.
In an effort to streamline the administration of the CDBG Program
during the upcoming fiscal year, only proposals for specific
Saratoga rehabilitation projects sponsored by the City, or projects
by agencies operating in Saratoga are being considered during the
1998/99 funding cycle. The recommended projects reflect the
beginning of an effort to more efficiently manage the CDBG program,
rather than funding projects outside of Saratoga which require
multiple agency administration.
BACKGROUND COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
The City of Saratoga and seven other "nonentitlement" cities
(population under 50,000) within Santa Clara County, including the
Urban County, receive federal Housing and Community Development Act
funds. These funds are administered by the Department of Housing
and Urban Development (HUD), for eligible projects and activities.
By regulation, nonentitlement cities receive funds through a
Page 2 CDBG Allocations
Background Continued
cooperative Agreement with the Urban County of Santa Clara (the
locally responsible grant recipient). Expenditure of these funds
is restricted by federal regulations and additional guidelines
imposed by the County.
FY 1998/99 ALLOCATIONS
The total HCDA allocation to the County for 1997/98 is expected to
be approximately $2,576,000. Twenty percent of this grant will be
disbursed for administrative expenses; forty percent is allocated
to the Countywide competitive pool where funds are prioritized for
projects and activities to increase the supply of affordable
housing in the County; and the remainder is disbursed to the
"nonentitlement cities" and the County to be allocated for other
eligible CDBG programs, which is the focus of this report.
The City of Saratoga will receive $150,566 for projects, plus
$15,000 for staff administration expenses; a total of $165,566 for
Council's consideration for 1998 -1999. Saratoga may disburse
$32,228 of its total grant to Human Services proposals, as set by
a pre determined fifteen percent cap of the total County grant.
Human services include, but are not limited to: child care, job
training, counseling, recreation programs, and services for senior
citizens.
FY 1998/99 HUMAN SERVICES AND CDBG FUNDING RECOMMENDATIONS
One Human Services and three CDBG grant project proposals were
received during the application cycle. Attachment #1 contains a
Chart of Staff's funding recommendations, and Attachments 2 -5 are
copies of the applicants' project proposals for Council's review.
HUMAN SERVICES
SASCC Adult Day Care Program (Attachment #2)
Saratoga Area Senior Coordinating Council submitted its annual
proposal for CDBG (Human Services) funding for continued
support of the Saratoga Adult Care Center during FY 1998/99.
C
Recommendation Staff recommends funding the Saratoga Adult
Day Care Center with the total $32,228 available from CDBG
Human Services Grant funds.
CDBG PROJECTS
Page 3 CDBG Allocations
SARATOGA AREA SENIOR COORDINATING COUNCIL (SASCC) SENIOR WING
REHABILITATION (Attachment #3)
SASCC submitted a proposal in the amount of $100,000 for
rehabilitation and improvement to the Senior Wing on
recommendation of the Parks and Recreation Commission and the
City Staff. The concept to rehabilitate the Senior Wing was
approved by the City Council and County Staff n December
1997.
Recommendation Staff recommends funding,$10:Cb00 0' funds, or this
ideal proposal, which is an eligible useiof B to
rehabilitate a City facility accommodating a-D are Program
for senior, low- income adults. This rehabilitation project is
mutually beneficial to the City of Saratoga and SASCC.
To fully fund this project, staff recommends transferring
$18,862 from an existing CDBG ADA project with a surplus. A
sufficient balance exists in the account to accomplish desired
ADA projects during the upcoming year.
PROJECT MATCH RENT SUBSIDY FOR SARATOGA SENIOR GROUP RESIDENCE
(Attachment #4)
Project Match is requesting $14,700 to support the Saratoga
Senior Group Residence rent subsidy. Project Match has been
a recipient of funding from the City since 1991 for its Senior
Group Residence located at 20218 Blauer Drive in Saratoga.
Recommendation Staff endorses funding $14,700! support
Project Match in its partnership with the Cif to continue
providing affordable housing to low- income seniors.
TRI -AEGIS SAFETY MODIFICATIONS TO VANDERBILT SINGLE- FAMILY
HOME FOR ADULTS WITH DEVEL OPMENTAL DISABILITIES
(Attachment #5)
Tri -Aegis is requesting $7, 500 to fund safety modifications to
its home for the developmentally disabled on Vanderbilt Avenue
in Saratoga.
Recommendation In 1995 -96 and 1996 -97, Tri -Aegis was granted
a total of $100,000 by the City to purchase the Vanderbilt
Avenue home in Saratoga to provide housing for six low- income
individuals with developmental disabilities. The City granted
Tri -Aegis $5,000 during 1997 -98 to make safety modificatior3,s
to a fire sprinkAr�ystem at this residence. The -99_-)
request includes $1,500 to complete this project, an $6,000
to install doub pyre windows throughout the h se to
maintain temperatu control. Staff recommends fully fu rrg
this project to assist Tri -Aegis to complete safety
improvements.
ADMINISTRATION
Page 4 CDBG Allocations
County Housing Rehabilitation
Every participating City is required to allocate $15,000 from
its CDBG funds on an annual basis to cover the cost of County
Rehab Services for projects. These services include
inspection, work write -up, project supervision and close -out.
Recommendation Staff recommends funding this mandatory
$15,000 allocation to the County for Rehab Services, as the
County will be providing considerable rehabilitation
assistance to the City during the next fiscal year.
SHARP and CDBG Administration
Saratoga receives an annual $15,000 allocation from the County
for staff administration expenses.
Recommendation Staff recommends disbursing $15,0.00 to cover
Staff's time to administer the CDBG and SHARP Loan Programs
and to cover the associated indirect costs.
FISCAL IMPACTS:
As noted above, the City has been provided with an HCDA allocation
from the Urban County program for project costs plus $15,000 for
staff administrative expenditures totaling $165,566 for 1998/99.
ADVERTISING. NOTICING and PUBLIC CONTACTS:
1. Display ad announcing hearing and inviting proposals placed in
Saratoga News and published in February 1998.
2. Legal Notice of Public Hearing, Saratoga News, February 1998.
NSEOUENCES OF NOT ACTING O N _THE RECOMMENDED MOTION
The CDBG allocation will remain with the County and the City will
not meet any of its policy goals relating to providing housing
assistance, rehabilitation loans and alternate housing
opportunities and programs within the City.
Follow Up Actions:
Forward Council's CDBG recommendations to the County; execute
agreements with agencies receiving funding.
ATTACHMENTS:
1 Chart: 1998/99 Summary Human Services and CDBG Proposals
2 -5 Applicant Proposals
Attachment 1
1998/99 SUMMARY OF HUMAN SERVICES AND HCDA GRANT PROPOSALS
FY 97/98 FY98/99 FY 98/99
Agency Project Amount Amount Amount
Approved Requested Recommended
HOUSING ASSISTANCE REQUESTS
SASCC Senior Wing 0
Rehab
PROJECT Rent Subsidy 14,700
MATCH
TRI -AEGIS Vanderbilt
Improvements
COUNTY REHAB ADMIN
CDBG /SHARP ADMIN
HUMAN SERVICES REQUEST
SASCC Day Care
Operations
100,000
14,700
7,500
100,000
14,700
7,500
15,000 15,000
15,000
15,000 15,000
15,000
Subtotal
$152,200
33,185 32,228 32,228
GRAND TOTAL $184,428
1998 /99 Allocation $165,566
ADA Account Transfer 18, 862 ,0- 1
Total Recommendation $184,428
Available Funds for 1998/99
Total CDBG Allocation: $165,566
Human Services Grants Cap: 32,228
Attachment 2
�RDINA��
SASCC
P.O. Box 3033
SARATOGA, CA 95070
Ms. Paula Reeve
Administrative Analyst
City of Saratoga
1377 Fruitvale Ave.
Saratoga, Ca. 95070
Dear Ms. Reeve:
J
March 5, 1998
4
Please find enclosed the proposal for Community Development Block Grant
funds (Human Services) for continued support of Saratoga Adult Care Center
in fiscal year 1998 -99 in the amount of $32,228.
We understand the County HUD (CDBG) funds will be further reduced in the
next fiscal year. This will create a further reduction to the Adult
Care budget. We are making every effort to cope with continued reduction
in public funds.
SASCC is also submitting a proposal in the amount of $100,000 for re-
habilitation and improvement to the Senior Wing on recommendation of the
Parks and Recreation Commission and the City Staff. The concept was
approved by the City Council and County Staff in December 1997.
The sixteen year old Senior Wing is in need of refurbishing and modi-
fications for much needed storage. An enlarged patio area for use by
Adult Care Center and Community groups is also proposed.
We urge your continued support of Senior Services for the City of Saratoga.
Sincerely 1
Roy Cook, Pzr sident
RC /br
Caring fbr and serving the needs of Saratoga Area Seniors
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
FY 1998/1999
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Saratoga Area Senior Coordinating Council
ADDRESS P.O. Box 3033
Saratoga, Ca. 95070
NAME /TITLE OF PROPONENT Roy Cook,f'Iresident
SIGNATURE J
TELEPHONE NUMBER 408- 8 -1253
PROJECT NAME Saratoga Adult Care Center
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $32,228.00
PROJECT ABSTRACT (Limit statement to space provided)
Saratoga Adult Care Center exists to provide respite to caregivers and daycare for
less independent elderly as an option to institutional care at far less expense to
ail. since the program for the low to moderate income population can not be self
supporting, request is made to help fund this center as it enters its tenth year of
operation to meet the special needs of the fastest growing segment of the West
Valley area's older population. The project will provide 5000 hours of participant
care and respite to caregivers in 75 different families and 286 participant
days monthly to 40 persons
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organisation is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
c� Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section 501(c) of the Federal Code
Audit or financial statement
SUPPLEMENTAL
Current board of directors
Articles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION "UNLESS CHANGES HAVE
OCCURRED.
3/6/98
The City of Saratoga has on file the most recent copy of audit, verification of
non profit status, copy of adopted personnel policies, articles of incorporation
and organizational chart.
Current list of Board of Directors and Adult Care Advisory Board and new brochures
are enclosed.
SARATOGA ADULT CARE CENTER
THE SARATOGA AREA SENIOR COORDINATING COUNCIL
NARRATIVE
3A. Organizational Qualifications
The Saratoga Adult Care Center is a major program component of the Saratoga Area Senior
Coordinating Council, incorporated in 1979. It also operates the Saratoga Senior Center for more
active adults. Recognizing the needs of the aging population supported by a community
assessment, the Saratoga Adult Care Center opened in 1988 as the first facility in Santa Clara
County to be designed and built as an adult care center. It provides much needed respite for the
caregiver and a higher quality of life for the participant at much less cost to both family and
public agencies, should individual's resources be exhausted.
The mandate of Saratoga Adult Care Center is to prevent and delay institutionalization of the
frail elderly and permit them to remain in their own or a relative's home. The need for this
service will accelerate as the population ages. By the year 2010, Santa Clara County's
population over 85 years of age is expected to double.
The Saratoga Adult Care Center opened in January 1988 and has steadily increased the number
of days open from two at the outset to five full days weekly by February 1994, and in this time
increased the average number of families served monthly from 9 to 30 at any one time, with over
235 visits by participants each month. This increased utilization validates the need. Though
licensed by Community Care Licensing for 30 participants per day, the Center comfortably
serves only a capacity of 20 per day. In early 1995, the Saratoga Adult Care Center began to
offer extended hours to accommodate employed caregivers. Its participants come from
surrounding areas of the West Valley Corridor, including Los Gatos, Santa Clara, Campbell,
West San Jose and Cupertino.
The Saratoga Adult Care Center is responsible to the Board of Directors of the Saratoga Area
Senior Coordinating Council, yet operates under the guidance of its own Advisory Board, whose
members are nurses, physicians, business persons and community volunteers who know the area
and have had experience with Adult Care. (Current list is attached.) Staff are well trained and
experienced. The Adult Care Administrator holds a BA Degree•in human development and has
over ten years of institutional management experience. She is the only full -time staff, which
includes part-time program coordinator with over ten years in the assignment, two part-time
program assistants and limited professional social work and clerical staff. A third program
assistant must be added as enrollment has increased. Fifty trained volunteers supplement the
seven paid staff and provide over 700 hours of service annually.
B. Past Performance and Evaluation
Saratoga Adult Care has its own Advisory Board which monitors the operations and future
planning for the program. The Chair of the Advisory Board is the third vice president of
Saratoga Area Senior Coordinating Council, the parent organization.
The program has submitted quarterly reports to the City of Saratoga in meeting grant
requirements, and also to the County of Santa Clara Social Services Agency which provided
funding in prior years. State licensing and sanitation requirements have been met in all
instances. Monthly reports are provided to the Board of Directors of Saratoga Area Senior
Coordinating Council and to the Advisory Board of Saratoga Adult Care, so effectiveness is
evaluated regularly. Observation of improvement in functioning by participants is noted as is the
relief afforded the caregiver. Exit interviews are recorded when the participant leaves the project
and become part of a statistical track for reporting and program improvement.
Saratoga Adult Care makes use of many various available resources to carry out its programs and
funding. The volunteer intensive contribution supplements the limited paid staff, and encourages
community support. The Administrative Director works with the other Adult Daycare directors
in the county, with Volunteer Exchange, the Network of Aging Providers and community
agencies. Staff has served on the Senior Care Commission and Board of Information and
Referral, Inc. All this interagency coordination helps to eliminate duplication of services where
appropriate, and strengthen Adult Care programs throughout the county.
C. Project Outcome Objectives
(1) Provide respite care daily to 20 frail and less independent participants from the West Valley
of Santa Clara County.
(2) Prevent or delay institutionalization of individuals who require considerable personal
assistance.
(3) Provide socialization, instruction, and structured activities for the less independent elderly
in a licensed care facility which offers respite to caregivers and helps maintain the frail
elderly person in his/her home as long as possible. Exercise, crafts, skill development and
a nutritious meal are provided daily.
(4) Facilitate caregiver groups as needed for the target area, working in collaboration with local
churches and civic organizations of the West Valley area. A caregiver's support group is
conducted twice monthly in cooperation with the Alzheimer's Association.
(5) Measurement of success is respite for the caregiver, an improved quality of life for
caregiver and participant, and cost savings from delay of more expensive custodial care.
(The cost of Saratoga Adult Care is about $7/hour as compared to homehealth aide and
nursing support costs in the community and offers a much broader spectrum of quality
service.)
(6) Continue the service, with cost containment measures, which depends heavily on over 700.
volunteer hours annually.
(7) Increase enrollment to approximately 40 families monthly by mid fiscal year.
(8) Increase funding base through local resources, fees, and fund raising events and reduce the
need to depend on City and County funding for nearly fifty percent of budget. However, it
must be recognized that this service intensive quality program can not expect to be self
supporting because of the aged fixed low income population it serves.
2
D. Project Management
Program activities in the Care Center are designed to carry out the objectives for the project.
They provide exercise routines, memory training, and stimulation through travelogues, crafts,
music, a variety of entertainment, current events, discussion and directed conversation.
Special adaptive exercises and skill training are focused on participants who need help with
physical disabilities (e.g. stroke, aphasia, Parkinson's.) A full nutritious meal is served
daily. Special health services including blood pressure checks and health talks are offered
by nursing students from San Jose State University. Volunteers and instructors assigned by
West Valley College augment the activities and help contain costs.
Caregivers support groups are organized as a community service to assist those who care for
dependent elders. A group, led by a professional social worker, organized in cooperation
with the Alzheimer's Foundation, meets twice monthly, and involves caregivers of those
with Alzheimer's and other dementias. The Administrative Director and Program
Coordinator maintain strong public relations with local, county, and state senior
organizations and participate in required training. These keep the project visible and the
quality of the program at a high level. Activities include considerable counseling and
referral of persons not suitable for this program to other resources in the area. A five- minute
video has been produced about Saratoga Adult Care with the assistance of volunteers from
West Valley and Mission Colleges, and it has become an excellent public- relations tool, as
caregivers attest to the value of the program for them personally.
Constant, aggressive marketing efforts are required, tailored to the value of the program for
the specific target population. The Administrative Director will continue organizational
networking, publicity development, and public speaking to enhance this effort. This
is necessary to maintain participation at capacity to compensate for the attrition which occurs
for several identified reasons.
The program of activities in Saratoga Adult Care is planned on a monthly schedule and is
designed to carry out objectives for the project. Individual attention is directed to those who
need special activities, and modifications are developed to consider individual abilities and
needs.
E. Statement of Need
Advances in medical technology and increased life expectancy make it clear that the rapidly
growing population of older adults will need increased support services, while simultaneously
the number of potential caregivers has been decreasing as the size of the American family
diminishes. Adult Care is still a largely underutilized alternative that can enhance the family's
ability to care for elderly relatives, while giving them time to carry out necessary family tasks or
employment outside the home.
The Saratoga Adult Care Center provides non medical services to persons over 60 years old who
are in need of assistance, supervision, and personal services on less than a 24 hour basis. The
program provides respite to caregivers of these frail elders. Sixty six percent are living at poverty
levels established by the County of Santa Clara.
This low fixed income of those in need of adult care socialization confirms need for increased
funding to assist in maintaining the program for the increasing numbers who will utilize it.
Funding sources in Saratoga (a minimum service city) have been reduced. United Way has not
given priority to funding new programs in the last several years. The City of Saratoga has been
unable to meet full funding requests, but a Community Development Block Grant funds 23% of
the project budget. The need is to increase revenue from other sources which includes the
$32, 228 requested from Saratoga's CDBG Services Fund. An application has also been made to
the City of Campbell from which come nearly thirty percent of participants.
The need for funding is further justified by the fact that participation in adult day care programs
helps keep frail elders out of skilled nursing facilities for a longer period and protects resources
and public funds from expenses equal to at least $36,000 annually. When nursing care becomes
necessary, the participant generally is in the late stages of life and needs this skilled care only a
few weeks or months.
F. Project Beneficiaries
Sixty percent of the projected beneficiaries are residents of Saratoga, with other participants
coming from adjacent areas of Campbell, Los Gatos, and San Jose. These persons with an
average age of 85 years are on low fixed incomes and 82% of these participants have low to very
low incomes. The Adult Care Center now is full five days weekly, and revenues continue to
increase, but subsidy is necessary.
G. Fiscal
Please refer to the Program Budget sheet in which we request $32,228 to support a portion of the
total operating costs of the Saratoga Adult Care program including salaries, organization costs,
training expense, audit, insurances, mileage expense and necessary licenses and membership.
With the help of a volunteer intensive effort which provides program presenters, meal pick up,
and hands -on service to participants, this program creatively stretches its revenues. Expenses are
tightly controlled to the budget allocated and reviewed monthly by the Finance Committee,
Advisory Board, and Board of Directors of the Corporation. Rent, utilities and janitorial services
are provided in -kind by the City of Saratoga. This is a significant budget saving whose dollar
value has not been accurately determined.
With the efficient and Spartan use of resources the cost of the program is factored at $7 per hour
or $43 daily per participant. This is considerably less than in -home or nursing care would cost
the individual and who might otherwise require public support. Since 66% of the participants
fall into the poverty level, the average daily payment per participant is only $18. It is to
underwrite the program for these beneficiaries that funds are requested from the City of
Saratoga to supplement the allocations from SASCC, and reimbursement through the Council on
Aging. (USDA.)
In addition, the Saratoga Adult Care program gains support from fund raising and marketing
efforts through fashion -show luncheons, theatre parties, garage sales, and targeted requests. An
on -going effort to involve business and community services results in additional contributions of
time and funding. Donations from estates of participants have also added to budget stability.
The Endowment Fund of the parent organization, Saratoga Area Senior Coordinating Council,
provides monthly allocation and adequacy of financial resources to perform the contract services.
4
SARATOGA ADULT CARE CENTER
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 32.228 This request, as a
percentage of the total program budget equals 23 percent.However the
funding request is only 11% of the projected organization budget.
2. On what basis is the Human .Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology?) The request is bases
on projected cost of operations not met'oy otner funding sources, participant fees,
fund raising, and Endowment Allocation from SASCC. Service is directed to forty families
at anytime. Another 200 families are given help and referral service.
3. What is the average cost per Sarato a client to whom direct servjces a
provided? Established program cost is 743 daily but participant fees mee ,lust
of operating costs. The Human Services Grant portion will pay $11 per day for the
subsidy necessary to support the program. This amount equates with the cost of one
hour's care in the home.
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
13,607
$1,061
End FY 9 97
Estimated
Fund Balance
$1,072,833
L End FY 97
11,500
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (All
agencies are required to complete the organization budget.)
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 1997/98
FY1998/99
CITY OF SARATOGA
33,185
32,228
OTHER CITIES:
Campbell (r equested)
0
11,000
County of Santa Cla a
(requ .stem
18,000
STATE
FEDERAL through USDA
1,400
1,700
FEES FOR SERVICES
54,000
56,500
FUND RAISING,
DONATIONS (CASH)
11, 210
8,000
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
Allocation from
organization budget
32,415
11,972
TOTAL INCOME
132,210
139,500
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY1997/98
Projected Budget
FY 1998/99
z2pen_SA
PERSONNEL
99,589
113,700
BENEFITS
2,500
2,600
SUPPLIES Day Care Needs
14,500
11,500
COMMUNICATIONS
3,500
2,600
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
400
600
TRAVEL (local-
conferences etc
2,490
1, 400
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
In corporation budget
MISC. Program, licenses
8,631
6,700
EQUIPMENT Maintenance
600
400
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
132,210
139,500
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
132,210
139,500
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
NOTE: All amounts should be rounded to the nearest dollar.
Actual Budget
Projected Budget
FY 1997/98
FY 1998/99
CITY OF SARATOGA CDBG
$33,185
32,228
OTHER CITIES:
Campbell (Requested)
11,000
County of Santa Clara (C GF)
22,000
(Requested)
STATE
FEDERAL USDA Council on Aging
1,700
1,700
FEES FOR SERVICES
54,000
56,500
FUND RAISING,
DONATIONS (CASH)
28,500
30,500
RESERVE CONTINGENCY
FUND
13,607
ALL OTHER (LIST)
Program Fees (Net
2,800
3,000
Membership Dues
10,000
10,000
Miscellaneous, Sales
1,500
2,000
Endowment Income
108,000
115,000
TOTAL INCOME
253,292
283,928
NOTE: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 1997/98
Projected Budget
FY 1998/99
Expenses
PERSONNEL
206400 .00
222900.00
BENEFITS
SUPPLIES PROGRAM EXPENSES
9350.00
12500.00
COMMUNICATIONS
PRINTING /ADVERTISING
2200.00
2700.00
UTI -I,I -TIE$ PRINTING /POSTAGE
6500.00
12000.00
SPA-C FUND RAISING
2600.00
2800.00
EQUIPMENT RENTAL
600.00
600.00
TRAVEL (local-
conferences, etc
1200.00
800.00
TRAVEL (other)
400 .00
400.00
G9A��Ni�
8100.00
10928.00
INSURANCE
8542.00
10000 .00
MISC AUDIT
4600.00
5000.00
EQUIPMENT OFFICE EXPENSE
2800.00
3300.00
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
Capital Expenses
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
TOTAL EXPENSES AND
CAPITAL OUTLAY
253292:00
283928.00
Note: All amounts should be rounded to the nearest dollar.
SARATOGA AREA SENIOR COORDINATING COUNCIL
P. O. Box 3033, Saratoga, California 95070
Saratoga Senior Center 868 -1257
EXCECUTIVE DIRECTOR Olga MacFarlane
14114 Arcadia Palms Drive, Saratoga, 867 -4987
s
ADMINISTRATIVE DIRECTOR Mary Richards
954 Henderson Drive #154, Sunnyvale 94086, 248 -9008
ADMINISTRATIVE ASSISTANT Barbara Sherrard
18855 Aspesi Drive, Saratoga, 867 -1365
TREASURER Vy Brown
787 Cascade Drive, Sunnyvale, CA 94087, 736 -4493
BDARD QE DIRECTORS 119 Members
EXECI= COMMITTEE .(EL ECTED)
President
Roy Cook 12305 Candy Court, Saratoga
252 -5032
Vice President (Adult Care Center)
Paul Clark 12540 Scully Ave, Saratoga
255 -3728
Vice President Finance
Ron Duffin 21241 Canyon View Drive
867 -1410
Vice President Senior Center Saratoga
Peggy Corr 19224 DeHavilland Drive
253 -6564
Saratoga
Vice President at Large
Lane Tronson 13761 Lexington, Saratoga
867 -9630
Recording Secretary
Fran Krezek 20570 Ashley Way, Saratoga
867 -1029
Development Director
Directors at Large
Term
Gladys Armstrong 20462 Chalet Lane, Saratoga Ex00
Marie Calkins
867 -1090
21711 Mount Eden Rd, Saratoga Ex99
M.E. (Buck) Sample 13495 Briar Court, Saratoga Ex98
867 -4369
Natalie Wilds 14633 Ambric Knolls, Saratoga Ex98
867 -1422
867 -1068
OTHER BOARD ME_ MBEM (APPS)
Immediate Past President
A -Dane Christensen 20141 Pierce Road, Saratoga
867 -3221
Membership
A- Louise Tighe 20812 Fourth Street #12, Saratoga
867 -7424
Editor, "Outlook Public Relations
A- Dorothy Day 1371 Kintyre Way, San Jose, 95129
996 -1207
1997 -98
Health Chair,
A- Ethlyn Countryman, M.D.
127 El Pinar Ave., Los Gatos, 95030
370 -3820
Facilities Chair
A-
Transportation
A-
Hospitality
A-
Risk Management
A-
Personnel Chair
A -Paul Clark
12450 Scully Ave., Saratoga
255 -3728
Volunteer Chair
A- Emilie Schmidt
13705 Capri Drive, Campbell, 95008
866 -7549
Legislation Chair
A-
PARTICIPANTS
OTHER ACTIVE
Librarian
By -Laws
HCD Citizen's Advisory Committee
Betty Feldheym
20184 Franklin, Saratoga
867 -1651
Housing Committee Chair
Sunshine Chair
Dorothy Friel
19932 Blythe Court, Saratoga
867 -2831
City Council Liaison
Jim Shaw
18735 Kosich Drive, Saratoga
257 -1084
Board of Directors, Information
Referral, San Jose
Historian
Rep. From City of Saratoga to Council on Aging
Norma Wiezel
867 -9337
Cards Games (Thurs.)
Cards Games (Mon.)
Ethel Gillespie, Contact
379 -2084
Senior Case Manager (FSA)
Lori Birch, MSW
354 -1514
Saratoga Rec. Supt.
Joan Pisani Ext. 250
(H) 867 -2233
Art Committee
Kay Duffey
252 -6244
Felicia Pollock
867 -4089
July 1, 1997
MEMBERS
TERM
Pat Bortle, R.N.
13610 Wendy Lane
Saratoga 95070
867 -4392
12/31/97
Paul Clark -Chair
12450 Scully Avenue
255 -3728
3/30/98
Saratoga 95070
Ethlyn Countryman, M.D. 127 El Pinar Avenue
370 -3820
1/1/99
Los Gatos 95030
Sara Stephenson
12491 Jolene Court
253 -0326
6/20/99
Saratoga 95070
Claire Ostrowski
12750 Ione Court
8674649
Saratoga 95070
Doris Ziegel
20254 Kirkmont Drive
252 -3470
Saratoga 95070
Ray Dixon
16 La Paloma
377 -3442
Campbell 95008
Ron Duffin
21241 Canyon View Drive
867 -1410
Saratoga 95070
Lou Leto
1655 DeAnza Blvd.
863 -0699
Saratoga 95070
Roy Cook
S SC( REERESENIAMM
12305 Candy Court
252 -5032
Saratoga 95070
Vy Brown, Treasurer
787 Cascade Drive
736 -4493
Sunnyvale 94087
Attachment 3
City of Saratoga ,a
Community Development Block Grant•.Program/
Human Services Grant Program
FY 1998/1999
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Saratoga Area Senior Coordinating Council
ADDRESS P.O. Box 3033
Saratoga, Ca. 95070
NAME /TITLE OF PROPONENT Roy CooW, President
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
z-�
408 i g, OB 1 253
Sa rat o ga Adult Care Center and Senior Center
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA 100,000 CDBG "Rehab"
PROJECT ABSTRACT (Limit statement to space provided)
Request funds to refurbish, increase storage and make changes for better space
utilization in the 16 year old Saratoga Senior Center and the ten year old Adult
Care Center, now at capacity. The Senior Center provides an average of 1800
units monthly-of service to area resid Small classroom space is ext r e mely
limited and need is to make the multipurpose room useful for more than one group
at a time. Over 60 percent of those who use these facilities have low to moderate
income. These modifications will also make the facilities more useful for the
entire community.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section sol(c) of the Federal Code
Audit or financial statement
Current board of directors
Articles of incorporation and bylaws
Organizational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (is) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION 'UNLESS CHANGES HAVE
OCCURRED.
3/6/98
The City of Saratoga has on file the most recent copy of audit, verification of
non profit status, copy of adopted personnel policies, articles of incorporation
and organizational chart.
Current list of Board of Directors and Adult Care Advisory Board and new brochures
are enclosed.
HOUSING REHABILITATION
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
Housing Rehabilitation
1•, VKapA 3cxR*A Grant request of 100,000- This request, as a
percentage of the total program budget equals 0 percent.
Housing Rehabilition
2. On what basis is the WJMW-W6ie39XGrant portion computed? (Pro -rated
based on number of clients served, or other methodology
Estimated costs prepared by County's Rehab Specialist
3. What is the average cost per Saratoga client to whom direct services are
provided?
Initially $50, spread over a period of several years
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
0
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If yes, please explain.
No
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
13,607
$1,061,366
End FY 6 -97
Estimated
Fund Balance
11,500
$1,072,833
End FY 97 -98
March 9, 1998
NARRATIVE
REHABILITATION PROPOSAL
The Saratoga Area Senior Coordinating Council was incorporated in 1979 and with help of
the City was instrumental in developing the Senior Center Wing which opened in 1982. It
is located on City property as a wing of the Community Center at 19655 Allendale Avenue.
In 1988 an Adult Care Center was added, with State funds from the Senior Center Bond
Act, furnished with a community fund drive, and supported by a loan from the City of
Saratoga, repaid over a five year period.
These facilities comprising nearly 6000 square feet are used by City of Saratoga on
weekends and evenings for classes, meetings, and rental revenue. The space is constrained
for growth of some of the senior programs as the senior population increases.
Since there is very limited potential for expansion, rehabilitation upgrade and adjustments
for space utilization will enhance the facilities for their purpose and general community
use.
The Saratoga Area Senior Coordinating Council has received funding from the City of
Saratoga and federal pass- through of Community Development Block Grant funds and has
administered them in ax exemplary manner for operations over the period of its existence.
As noted, through biennial survey of its membership, SASCC has determined its facility
utilization serves a population of 60% low to moderate income area residents. The income
level of Adult Care Center participants is even lower, because of their age and fixed low
incomes.
The program budget for operations is submitted in a separate proposal and contains
financial information about the corporation. It does not include the request for $100,000 of
CDBG funding to accomplish the "rehabilitation" projects. This project has been reviewed
by Saratoga's Parks and Recreation Commission and approved in concept by the Saratoga
City Council and the County of Santa Clara's Rehab specialist in the Housing and
Community Development's Housing Rehabilitation Program.
An estimated cost of $91,368 was submitted but did not include the installation of a sliding
patio door to the Adult Care Center modification which would replace the existing window.
(See attachments with detail.)
Neither did it include access to "closed captioning" or assistive devices for the hearing
impaired in the Senior Wing. These additions bring the total project request to $100,000,
subject to submission of bids. This project, if approved, will provide many.needed
improvements to the facility.
The City of Saratoga has on file a copy of most recent professional audits, verification of
non profit status, articles of incorporation and by -laws and adopted personnel policies.
List of 1997 -98 Board of Directors is attached.
December, 1997
Concept Proposal for Rehab of Senior Wing with CDBG Funds
Entrance: Bench for persons waiting for pick -up.
Lobby: 2 bench seats against walls with arms or seat installed units.
Replace divider with longer, wider more stable counter.
Install locked storage cabinets on wall.
Install pamphlet and literature rack on wall opposite lobby desk.
Paint lobby and corridor.
Rest rooms: Women's Replace wall paper
Install lighting above mirror.
Men's Replace wall paper, install railing with grab bar.
Senior Lounge: Replace drapes or install shutters.
Open window in office area over sink.
Storage room: Remove dishwasher and replace with cabinets.
Staff Offices: Replace carpet and paint.
Multipurpose
room: Paint entire area.
Replace drapes with blackout curtains and install heavy curtain rods.
Install sound proof accordion doors to close off "Solarium
Storage cabinets or accordion door at kitchen end of M.P. room
for chair storage.
Kitchen: Finish crate cabinets with locked fronts on sliding doors.
Paint entire area and repair ceiling.
Install locked storage cabinet in space to right of freezer.
Day Center: Entry way lights
Install storage cabinets above sink and at right over service counter.
Install storage cabinets in bathrooms.
Replace window over side yard with sliding door.
Carpet replacement and linoleum in bathroom and main floor.
Improve handicapped access.
Side yard: Walkway and fence.
Remove old barbecue table and benches.
Outside storage under eaves.
Build up yard with patio, level with sliding door
(Estimate cost of this part of project $11,500)
r 0 uNT` County of Santa Clara
Housing and Community Development
Ho ng ty p
vso Housing Rehabilitation Program
C
PROJECT COST ESTIMATE
December 15, 1997
Saratoga Area Senior Coordinating Council
Client: Saratoga Senior Center And Day Care Center
19655 Allendale Av.
Saratoga, Ca 95070
Phone: 408- 868 -1253 (Olga MacFarlane,.Executive Directo4
Inspection Date: 1212197
Rehab Specialist: Bob Rathbun
Total Estimated Cost: $91,368.00
Revisions: Rev]:
Mailed
Rev 2:
Mailed:
Rev 3:
Mailed:
Rev 4:
Mailed:
Rev 5:
Mailed:
Bidder..
Bidding Contractor:
Date:
Subtotal of Itemised Costs:
Overhead Profit: S____________
Total Lump Sum Bid: S________
DEC -30 -1997 16 2y 5w; I LIxL rik.L z
?roject 1211 Housing Rehabilitation Program Page 2
Oivision 3 Concrete:.
3. A.4 Form and pour a 4' thick 2,000 PSI raised concrete patio slab over 2 in. of sand with thickened edges
and footing as required by UBC. Steel trowel and broom finish new concrete. Install over an 18" grid
of #3 Rebar. Install new 4 in. thick wire mesh reinforced concrete walkway adjacent to new patio to
connect to existing flat work. Slope to be 1" in 10' away from structure. Include railing and two
benches.
DIMENSIONS AND CONFIGURATION OF PATIO SLAB: See Director
LOCATION: Ott of Day Care Center
Cost Estimate: $15,000 Contractor Cost.
3.0 T H E R.1 Install a new concrete wheelchair ramp with curb and railing at the entry to the Day Care Center.
Cost Estimate: $12,000 Contractor Cost:
r
Division 8
8.0 T H E R .1 Provide and install three sets of folding (Pella type) doors at the openings between the multi purpose
room and the extension room at the Senior Center per the Director. Replace the existing tolding door
at the Senor Center meeting room.
Cost Estimate: $4,000 Contractor Cost:
Division 9 Finishes
9. D. 1 Remove and dispose of all floor coverings at areas listed below.
LOCATION: Entire Day Care Center except adjacent main kitchen
Cost Estimate: $500 Contractor Cost:
9 D 3 Prepare slab as needed and install new commercial grade linoleum tile with new topset rubber base.
LOCATION: Same as above
Cost Estimate: $6,000 Contractor Cost:
D 4 Provide and install new commercial grade carpeting comparable to existing at the Day Care Center.
LGl JYJ 1 J7 lb )L) Z)W I Uh- M"
400 r CA.
Project 121 Housing Rehabilitation Program Page 3
Match location and square footage. Replace the carpeting with comparable typdV Serior Center
meeting room. Replace the carpeting with comparable type at the staff offices at the Senior Center.
Cost Estimate: $5,500 Contractor Cost:
9. F. 1 Pressure wash the exterior of structure with a 2,000 PSI water blaster to achieve a sound and
tight painting surface. (Allow to dry thoroughly). Scrape, sand and/or remove loose /spalling
paint from woodwork as required. Fill all depressions and cracks in exterior surfaces with
approved fillers, to create a uniform finish. Include caulking all lap joints/trim lines for exterior
siding.
PRIME ENTIRE EXTERIOR with one coat of premium quality oil base primer /surface
conditioner, to manufacturer's specifications. Paint ENTIRE EXTERIOR with a premium
quality latex, applied per manufacturer's specifications, to achieve a uniform color coat.
Director to have a choice of one base and one trim color.
NOTE: CUSTOM COLORS NOT INCLUDED.
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Cost Estimate: S7,500 Contractor Cost:
9. F. 4 Clean all existing painted finishes of the sructure. Remove all dirt and grease to achieve a sound
painting surface. Fill all irregularities in areas to be painted with approved fillers and sand for texture) to
match existing surfaces in kind. Paint all existing painted finishes with one color of semigloss enamel
as per manufacturer's specifications. Director shall select colot.
Cost Estimate: $4,000 Contractor Cost:
9.O T H E R .1 Remove and replace the wallpaper at the two bathrooms at the Senior Center.
Cost Estimate: S600 Contractor Cost:
9.O T H E R 2 Replace one water damaged acoustic ceiling the at the Day *Care Center.
Cost Estimate: $50
Contractor Cost:
Ltl Sb lyy'� 1b; .5b t)w; I Ux; rt" "rya Qz
Project 121 Housing Rehabilitation Program Page 4
Division TO
10.0 T H E R .1 Provide and install a 6- person exterior bench at the entry to the Senior Center. Provide and install two
built -in 4- person benches at the lobby at the Senior Center (relocate electrical members as required).
Cost Estimate: $2,500 Contractor Cost:
Division 12 Furnishings
12. A .2 Replace all cabinets and counter to match with new at the sink counter area at the Senior Center
storage room. Do not reinstall dishwasher. Reinstall sink, faucet and strayer. Replace angle valves
and water supply lines.
Cost Estimate: $5,000 Contractor Cost:
12.OT H E R .1 Provide and install a new staingrade penninsula cabinet at the reception area at the Senior Center per
the Director. Provide and install additional staingrade wall mounted storage cabinets at the reception
area per the Director. Provide and install new staingrade wall mounted storage cabinets (with locking
devices) above the bulletin board counter at the Day Care Center. Provide and install a staingrade wall
mounted cabinet (for emergency supplies) above the kitchen counter. Provide and install additional
staingrade wall mounted storage cabinets at the staff office at the Day Care Center. Provide and install
staingrade wall mounted cabinets (with locking devices) at both bathrooms at the Day Care Center.
Cost Estimate: $3,500 Contractor Cost:
12.OT H E R .2 Replace all window drapes at the Senior Center including all traverse rods and related hardware.
Cost Estimate: $7,500 Contractor Cost:
Division 16 Electrical
16. B. 4 Provide and install ground fault circuit interrupter (GFCI) receptacles.
NUMBER OF UNITS: 6
LOCATION: At both bathrooms and the storage room sink counter at the Senior Center
Cost Estimate: S390
Contractor Cost:
16. C. 3 Provide and install new double swivel flood light fixture (to be controlled by existing wall switch) at the
a
DEC -30 -1997 16:30 5W;T0X;HCli "I= uJO= r.uO
Project 1211 Housing Rehabilitation Program Page 5
entry of the Day Care Center. Include motion sensor and photocell.
Cost Estimate: $200 Contractor Cost:
16. C. 5 Provide and install new double 4 ft. ceiling mounted flourescent light fixtures at each bathroom at the
Senior Center and two double 2 ft. units at both Day Care Center bathrooms. Locate units above the
vanity areas. Units shall be controlled by existing wall switches.
Cost Estimate: $400 Contractor Cost:
16.0 T H E R .1 Provide and install an 'FM loop" for the hearing impaired at the Senior Center
Cost Estimate: $1,500 Contractor Cost:
END OF REPORT
March 6, 1998
Mr. Rathbun's report did not include the replacement of Adult Day Care Center side
window with a sliding patio door level with the patio to be constructed.
Neither did it include the inclusion of assistive devices or access to "closed
captioning" which would be accomplished with Cable installation for T.V. both in the
Senior Lounge multi purpose room and Adult Care Center. Those two additions bring
the total request to $100,000, subject to bids to be submitted.
Olga MacFarlane
PROPOSAL ACCEPTANCE
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NAME
ADDRESS 7
CITY STATE
TELEPHONE CJ
DATE DATE OF PLANS
8836
NAME
ri ADDRESS
CITY STATE
TELEPHONE
START WORK DATE YOUR INQUIRY NO. (PROPOSAL NO.
ZIP
kGE NO. OF PAGES
,2 -3
A
MATERIAL AND LABOR AS REQUIRED IN ACCORDANCE WITH THE ABOVE
SPECIFICATIONS.
FOR TH 5 It Cl
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S O F DOLLARS's
PAYMENT TO BE
MADE AS FOLLOWS rL
All material is guaranteed to be as specified. All work to be completed in a workmanlike
manner according to standard practices. Any alteration or deviation from above specifications
involving extra costs will be executed only upon written orders, and will become an extra
charge over and above the estimate. All agreements contingent upon strikes, accidents or
delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Our
workers are fully covered by Workmen's Compensation Insurance.
NOTE: THIS PROPOSAL MAY BE WITHDRAWN BY US IF NOT ACCEPTED WITHIN_ DAYS
AUTHORIZED SIGNATURE
rTMF(M 4RC460
THE ABOVE PRICES, SPECIFICATIONS AND CONDITIONS ARE SATISFAC-
TORY AND ARE HEREBY ACCEPTED. YOU ARE AUTHORIZED TO COMPLETE
THIS CONTRACT AS SPECIFIED. PAYMENT WILL BE MADE AS OUTLINED
TO THE LE;6f..
SIGNATORE OR COMPANY
AUTHORIZED SIGNATURE
DATE OF ACCEPTANCE
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MATERIAL AND LABOR AS REQUIRED IN ACCORDANCE WITH THE ABOVE
SPECIFICATIONS.
FOR TH 5 It Cl
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S O F DOLLARS's
PAYMENT TO BE
MADE AS FOLLOWS rL
All material is guaranteed to be as specified. All work to be completed in a workmanlike
manner according to standard practices. Any alteration or deviation from above specifications
involving extra costs will be executed only upon written orders, and will become an extra
charge over and above the estimate. All agreements contingent upon strikes, accidents or
delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Our
workers are fully covered by Workmen's Compensation Insurance.
NOTE: THIS PROPOSAL MAY BE WITHDRAWN BY US IF NOT ACCEPTED WITHIN_ DAYS
AUTHORIZED SIGNATURE
rTMF(M 4RC460
THE ABOVE PRICES, SPECIFICATIONS AND CONDITIONS ARE SATISFAC-
TORY AND ARE HEREBY ACCEPTED. YOU ARE AUTHORIZED TO COMPLETE
THIS CONTRACT AS SPECIFIED. PAYMENT WILL BE MADE AS OUTLINED
TO THE LE;6f..
SIGNATORE OR COMPANY
AUTHORIZED SIGNATURE
DATE OF ACCEPTANCE
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City of Saratoga
PARKS AND RECREATION COMMISSION
MEETING AGENDA
DATE /TIME: Wednesday, October 22, 1997, 8:15 a.m.
LOCATION: Community Center 19655 Allendale Avenue
TYPE: Special Meeting
I. ORGANIZATION
A) Roll Call
B) Reporting of Posting of Agenda
Pursuant to Government Code 54954.2, the agenda for this
meeting was posted on the City Hall Kiosk on October 17, 1997
II. NEW BUSINESS
A) Walk through inspection to develop a master plan for improvements to the
Community Center
In compliance with the Americans with Disabilities Act, if you require special assistance to
participate, please contact the City at 868 -1267 48 hours prior to the meeting to ensure that
reasonable arrangements to ensure accessibility are met.
e:51fla 5aELi, :�74 (f C C C4
Clinical Audiologist
oflatcia'fa¢iss ogssociates 2450 Samaritan Drive
July 2, 1997
San Jose, CalijorniaWY124 Na)j"6 -0494
CITY -41.. __..'S 0
Larry Perlin, Interim City Manager
City of Saratoga
13777 Fruitvale Ave. RE: Lack of adequate accommodation for the
Saratoga, 95070 hearing impaired
Dear Larry,
Once again I have experienced embarrassment (and frustration) that neither the Saratoga Commmunity nor
the Senior Center has sufficient accommodations for the hearing impaired. As you may know, I have taught
at the SSC for more than 6 years and during that time the ancient closed captioning unit in the Adult Lounge
has been non functional. I more recently discovered that the VCR/monitor (used primarily in the Day Care
Center) set -up is not closed captioning compatible.
There are several severely hearing impaired students enrolled in my Speechreading classes and due to the
lack of appropriate assistive devices they have been unable to benefit from any educational videos and/or
guest speakers. (The Williams Pocket Talker ALD's available during Council meetings are insufficient for
anyone with more than a moderate hearing loss.)
On June 26, for our final class of this quarter, we had a severely hearing impaired guest speaker. He spent
well over two hours setting up his ami A(ssistive) L(istening) S(ystem) and attaching his personal closed
caption decoder to the VCR/monitor so that my students could hear his presentation and conversely, so that
he could hear my students' questions.
It is inexcusable that there is no closed captioning for the VCR/monitor and/or that there is no appropriate
assistive listening system in our City facilities. Moreover, it is illegal that no such accommodations have been
made, as directed by the ADA- It is not costly to provide either of these accommodations and they will benefit
significant numbers of people attending events at the City Centers. It is quite likely that 30 -60% of the older
people attending various functions at the City facilities, are unable to satisfactorily hear or understand. We
are cheating them and preventing them from fullly benefitting and/or participating in the events.
You might be interested in knowing that I recently approached Fry's Electronics to encourage their donating
a closed captioning compatible TV to the Senior Center; unfortunately, they "did not wish to donate at this
time."
I am quite willing to assist you in bringing the Community and Senior Centers "up to compliance" with the
ADA- It is my understanding that the City of Santa Clara has had an excellent system in place for nearly 10
years; perhaps they could provide you with additional guidance.
My students, participants in the Day Care Center and all other older persons availing themselves of the City
sponsored activities would benefit from an AL S and a TV providing closed captioning. It would be wonderful
if they could be in place by September when classes resume. Again, please feel free to contact me so that I
may assist you in this matter.
Sincerely,
M' rcia anss, M. A., CCC -A
Clinical Audiologist and
Foothill College Instructor
Attachment 4
M OJECT
atch inC. 555 -C Meridian Avenue San Jose, CA 95126 -3423 1408) 287 -7121 FAX (408) 287 -3764
Shared Housing Senior Group Residence Homelessness Prevention Bridges to Independence
March 9, 1998
Ms. Paula Reeve
Public Services Assistant
Office of the City Manager
City of Saratoga
13777 Fruitdale Ave.
Saratoga, CA 95070
Dear Ms. Reeve,
Attached is the Project Mach CDBG request for $14,700 to support our Saratoga Senior
Group Residence Rent Subsidy Program for FY 98 -99. Project Match has been a recipient
of this funding since 1991 for our Senior Group Residence located at 20218 Blauer Drive.
If you have any questions or require further information, please do not hesitate to contact
me. The current rental agreement with the owner covering the period of the rent subsidy
we are requesting is available upon request.
Very truly-
ell
ob C
Executive Director
10 Funded in part by the cities of San Jose, Santa Clara, Saratoga, Milpitas, Campbell, and Los Altos; the County of Santa
Clara; and the Community Development Block Grant programs of Sunnyvale, Mountain View, and the Urban County of
A United Way Agency Santa Clara including the unicorporated areas and participating cities.
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
FY 1998 1999
PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME Project Match, Inc.
ADDRESS 555 Meridian Ave., Suite C
San Jose, CA 95126
NAME/TITLE OF PROPONENT Bob Campbell. Executive Di er ctor
SIGNATURE
TELEPHONE NUMBER (#Og) 287 -7121
PROJECT NAME Saratoga Senior Group Residence Rent Subsi
DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $14,700
PROJECT ABSTRACT (Limit statement to space provided)
This request if for rent subsidy funds to continue to provide affordable housing for low income
seniors in the City of Saratoga. This is a request for the continuation of our partnership with the
City in our Saratoga Senior Group Residence Rent Subsidy Program which began is 1991.
The City of Saratoga does not discriminate on the basis of race, color,
national origin, sex, religion, age or disability in the provision of
services and programs
SARATOGA SENIOR GROUP RESIDENCE RENT SUBSIDY PROGRAM
NARRATIVE
For the past 20 years, Project Match has provided affordable housing for very low income seniors
throughout Santa Clara County. At the same time, our innovative shared housing strategy has provided
companionship, security and affordable housing for thousands of seniors. Considering that over
107,000 seniors in the County have incomes below $25,000 annually and rental costs are above $800
monthly, Project Match's strategy is as vital now as it was 20 years ago.
Our Saratoga Senior Group Residence Rent Subsidy Program we will serve seniors 60
years of age and older who have low- incomes. In our Group Residence Program we will continue to
work to create environments that honor people as individuals and develop relationships that provide a
sense of security, place and self worth. The Saratoga Senior Group Residence Rent Subsidy Program
will provide shared housing for seniors in a single family home located on 20218 Blauer Dr. in the City
of Saratoga. We will act as property manager of the group residence and coordinate all placement
opportunities. Our Senior Group Residence Program has proved extremely successful in helping
seniors experiencing depression that results from the isolation of living alone, and has served as a
model for other such programs throughout the nation.
Project Match operates a total of 6 Senior Group Residence programs throughout Santa Clara
County. There are currently 30 rooms available in our 6 Senior Group Residences. Last year the
average room in our Group Residences was $361. Our occupancy rate was over 95 The average
length of stay in our group residences is two years while the longest residency is almost 9 years. The
two primary reasons seniors leave our group residences are because (1) their medical needs become
so serious that they require 24 -hour care or (2) because the resident dies. Our goal is to help clients
identify those qualities of life they value and to work together to obtain the necessary resources that
will allow them to live by these values. This program has proved so successful that the television
news magazine 20/20 featured it as an innovative solution to the problem of social isolation among
seniors. Our program benefits seniors with very low incomes to:
Gain affordable housing
Identify their self care, mutual care, and professorial care needs and to get these needs met
Experience their living environments as affordable, safe, companionable, respectful, and
community oriented
Our Saratoga Senior Group Residence Rent Subsidy Program, located on Blauer Dr. will provide
affordable housing for 6 low income seniors 60 years of age or older. The house is currently at
100% occupancy with all six rooms being filled. The program provides this affordable housing
through rent subsidies form the City's Hosing Find for Low Income Seniors. The house has been
leased for this purpose since 1991 and the City of Saratoga has provided rent subsidy since that time.
Efidbility Criteria
1. Priority for occupancy will be given to low- income seniors living or having families living in
the City of Saratoga.
2. Shared housing will be provided for Males or Females, 60 years of age or older. All
individuals living in or applying for vacancies in the house will be functionally independent
(physically and emotionally). All potential applicants will be required to pass a health
screening. The house will provide housing for 6 seniors and will operate at a minimum 95%
occupancy rate over the period July 1, 1998 through June 30, 1999
3. Income limits for those who will be eligible for 1998 -99 will be as follows:
Maximum $29,1000 (65% of median) annual income for one person
Proposed Reimbursement to Project Match:
I. City will use only CDBG funds to subsidize rents. If at any point the program fails to meet
CDBG Requirements, no City funds will be used.
2. City will reimburse Project Match monthly upon receipt of invoice in the amount of $1,225 for
the period July 1, 1998 through June 30, 1999.
3. It is understood that the program can be extended beyond this period by mutual agreement.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 14,700 This request, as a percentage of the total
program budget equals 34 percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated based on
number of clients served, or other methodology
The total Human Services Grant amount requested ($14,700) divided by the total
Saratoga Senior Group Residence Rent Subsidy Program budget ($43,221).
3. W uut i� tu ia� vrug� wit ��.rer C air w tv gw �ii�ut iv h viii uire�t o� i sire pr v ivw?
$300 per client per month
4. Has your organization ever had funds withdrawn or contract terminated for cues,
unsatisfactory performance or questionable costs on any financial statements or audit?
If yes, please explain.
1147
C, I� y�iur iirgnriZat ➢vii currently via Nrvvativii or under i nves ti ga ti on 13y any a g enc y
which is or was a funding source within the past two years?
If yes, please explain.
NO
6. Please complete:
FUND BALANCES
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
$300,693
$128,675
$1,273,481
0
End FY 96 -97
Estimated
Fund Balance
$310,000
$130,000
$1,300,000
0
End FY 97/98
FINANCIAL INFORMATION
ORGANIZATRIONAL BUDGET REVENUES
Actual Budget
FY 1997 98
Projected Budget
FY 1998 99
CITY OF SARATOGA
14,700
14,700
OTHER CITIES:
141,669
145,919
San Jose
69,000
71,070
San Jose Homeless
28,000
28,840
Sunnyvale
12,442
12,815
Mountain View
6,333
6,523
Santa Clara
9,390
9,672
Campbell
5,459
5,623
Milpitas
7,045
7,256
Los Altos
4,000
4,120
STATE
FEDERAL
2,240
2,307
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
161,547
106,984
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
262,380
330,102
Urban County
County Social Services
27,027
27,838
30,000
Rental Income
Santa Clara County United Way
126,659
84,277
130,459
86,805
Foundations
24,417
55,000
TOTAL INCOME
582,536
600,012
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Actual Budget
FY 1997 98
Projected Budget
FY 1998 99
Expenses
PERSONNEL
312,843
322,228
BENEFITS
45,554
46,921
SUPPLIES
77,630
79,958
COMMUNICATIONS
6,900
7,107
PRINTING ADVERTISING
8,450
8,704
UTILITIES
21,224
21,861
SPACE RENTAL
71,664
73,814
EQUIPMENT RENTAL
6,250
6,438
TRAVEL (local
conferences, etc)
2,067
2,129
TRAVEL (other)
600
618
CONTRACTUAL SERVICES
16,200
16,686
INSURANCE
10,979
11,308
MISC.
EQUIPMENT
1,875
1,931
SUBSCRIP. PUBLICATIONS
300
309
Subtotal Expenses
582,536
600,012
Capital Expenses
CAPITAL OUTLAY
BUILDING
EQUIPMENT
Subtotal Expenses
0
0
TOTAL EXPENSES AND
CAPITAL OUTLAY
582,536
600,012
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be completed. (All
agencies are required to complete the organization budget.)
Actual Budget
FY 1997 98
Projected Budget
FY 1998 99
CITY OF SARATOGA
OTHER CITIES:
14,700
14,700
STATE
FEDERAL
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH)
7,143
7,118
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
20,967
21,404
Rental Income
14,550
14,987
Santa Clara County United Way
6,417
6,417
TOTAL INCOME
42,810
43,222
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
Actual Budget
FY 1997 98
Projected Budget
FY 1998 99
Expenses
PERSONNEL
7,716
5,722
BENEFITS
1,080
1,113
SUPPLIES
903
2,476
COMMUNICATIONS
482
235
PRINTING ADVERTISING
229
150
UTILITIES
2,509
2,900
SPACE RENTAL
29,100
29,400
EQUIPMENT RENTAL
184
190
TRAVEL (local
conferences, etc)
133
137
TRAVEL (other)
25
CONTRACTUAL SERVICES
113
INSURANCE
474
426
MISC.
EQUIPMENT
300
SUBSCRIP. PUBLICATIONS
35
Subtotal Expenses
42,810
43,222
Capital Expenses
CAPITAL OUTLAY
BUILDING
EQUIPMENT
SubtotalExpenses
0
0
TOTAL EXPENSES AND
CAPITAL OUTLAY
42,810
43,222
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organisation is required to furnish. submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
Financial Information Attachment
N �e� Verification and documentation of Internal Revenue service
nonprofit status under Title 26 section 501(c) of the Federal Code
Audit or financial statement
SUPPLEMENTAL
r
Current board of directors
1�1 Articles of incorporation and bylaws
I organisational chart
Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE INFORMATION UNLESS CHANGES HAVE
OCCURRED.
PROJECT MATCH, INC.
FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
PARRISH PETERSON
ACCOUNTANCY CORPORATION
CERTIFIED PU BLIC ACCOUNTANTS
INDEPENDENT AUDITOR'S REPORT
The Board of Directors
Project Match, Inc.
San Jose, California
We have audited the accompanying statement of financial position of Project Match, Inc.
(the Agency) as of June 30, 1997 and 1996 and the related statements of activities,
functional expenses and cash flows for the years then ended. These financial statements
are the responsibility of the Agency's management. Our responsibility is to express an
opinion on these financial statements based on our audits.
We conducted our audits in accordance with generally accepted auditing standards.
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 statement. 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 audits provide a
reasonable basis for our opinion.
In our opinion the financial statements referred to above present fairly, in all material
respects, the financial position of Project Match, Inc. as of June 30, 1997 and 1996 and the
changes in its net assets and cash flows for the years then ended in conformity with
generally accepted accounting principles.
P 4:�41nj e
PARRISH PETERSON
ACCOUNTANCY CORPORATION
October 28, 1997
1155 MERIDIAN AVE., SUITE 109
SAN JOSE, CALIFORNIA 95125
408.265.1020 FAX 408.265.6795
PROJECT MATCH, INC.
STATEMENT OF FINANCIAL POSITION
JUNE 30, 1997 AND 1996
OPERATING FUNDS LAND, BUILDING
Temporarily EQUIPMENT
Unrestricted Restricted RTTM
ASSETS
Cash
Investments (Note 2)
Grants receivable
United Way allocation receivable
Prepaid expenses and deposits
Land, building and equipment net (Note 3)
TOTAL ASSETS
LIABILITIES AND NET ASSETS
Total All Funds
1997 1996
20,466
42,259 62,725
103,902
225,918
225,918
200,476
23,763
23,763
18,650
86,416 86,416
85,371
30,546
30,546
27,283
1,273,481 1,273,481
1,293,914
300,693
128,675 1,273,481 1,702,849
1,729,596
Liabilities:
Accounts payable and accrued expenses
Notes payable (Note 4)
Tenant deposits
TOTAL LIABILITIES
Net assets:
Unrestricted:
Undesignated
Invested in land, building and equipment
Total unrestricted
Temporarily restricted
TOTAL NET ASSETS
TOTAL LIABILITIES AND NET ASSETS
102,946
102,946
69,748
1,301,384
1,301,384
1,306,773
1,975
1,975
1,450
104,921
1,301,384
1,406,305
1,377,971
195,772
195,772
269,752
(27,903)
(27,903)
(12,859)
195,772
(27,903)
167,869
256,893
128,675
128,675
94,732
195,772
128,675 (27,903)
296,544
351,625
300,693
128,675 1,273,481
1,702,849
1,729,596
The accompanying notes are an integral part of these financial statements.
-2-
PROJECT MATCH, INC.
STATEMENT OF ACTIVITIES
FOR THE YEAR ENDED JUNE 30 1997
WITH COMPARATIVE TOTALS FOR THE YEAR ENDED JUNE 30, 1996
Temporarily
Unrestricted Restricted
SUPPORT AND REVENUE
SUPPORT:
Contributions
Contributions in -kind
Special events net of direct costs of
$10,218 1997, $11,698 1996
United Way
Total Support
REVENUE:
Governmental grants
Group Home rent
Investment income
Miscellaneous
Total Revenue
NET ASSETS RELEASED FROM RESTRICTIONS
TOTAL SUPPORT AND REVENUE
EXPENSES
PROGRAM SERVICES:
Housing Match
Homeless
Group Home
Bridges to Independence
Total Program Services
SUPPORTING SERVICES:
Management General
Fund Raising
Total Supporting Services
TOTAL EXPENSES
Total All Funds
1997 19
88,780
33,900
122,680
63,531
5,952
17,049
17,049
10,543
89,140
89,140
85.371
105,829
123,040
228,869
165,397
205,642
205,642
224,072
98,382
19,188
117,570
122,370
31,046
31,046
31,513
437
437
1,325
129,865
224,830
354,695
379,280
313,927
(313,927)
549,621
33,943
583,564
544,677
197,486
197,486
201,385
76,527
76,527
146,793
295,549
295,549
213,255
12,791
12,791
14,250
582,353
582,353
575,683
27,934
27,934
44,596
28,358
28,358
7,713
56,292
56,292
52,309
AqQ RdF
eeo CAr
nnn nnn
CHANGE IN NET ASSETS (89,024) 33,943
(55,081) (83,315)
NET ASSETS BEGINNING OF YEAR 256,893 94,732 351,625 434,940
NET ASSETS END OF YEAR 167,869 128,675 296,544 351,625
The accompanying notes are an integral part of these financial statements.
-3-
PROJECT MATCH, INC
STATEMENT OF FUNCTIONAL EXPENSES
FOR THE YEAR ENDED JUNE 30,1997
WITH COMPARATIVE TOTALS FOR THE YEAR ENDED JUNE 30,1996
The accompanying notes are an integral part of these financial statements.
-4-
PROGRAM SERVICES
SUPPORTING SERVICES
Housing
Group
Bridges to
Management
Fund
Salaries
Match
Homeless
Home
I ndependenc e
Total
General
Raising
Total
T OTAL EXPENSES
Benefits
122,325
6,272
47,917
77,362
7,975
255,579
17,504
15,925
33,429
289,008
Payroll taxes
11,258
2,781
4,382.
3,241
6,910
313
12,607
790
844
1,634
14,241
294,215
13,719
TOTAL SALARIES AND
652
23 ,202
1,518
1,486
3,004
26206
26,554
RELATED COSTS
139,855
55,080
87,513
8,940
291,388
19,812
18,255
38,067
329,455
334,488
Professional fees
23,044
6,664
12,526
1,296
43,530
3,091
Supplies
3,863
1,787
4,486
382
10,518
1,980
5,071
48,601
22,469
Telephone
1,910
1,028
3,437
216
6,591
714
1,823
2,537
13,055
7,973
Postage
889
490
768
100
2,247
363
219
582
7,173
8,151
Occupancy
16,048
3,434
88,658
781
108,921
189
1,274
2,382
2,571
4,818
4,072
Interest
55,560
563
1,837
110,758
126,954
Equipment rent and
55,560
55,560
55,953
maintenance
Printing
1,424
2
741
1,397
146
3,708
278
147
425
4,133
4,300
Travel
,245
1,138
1,206
103
2,338
268
6,057
503
2,099
2,602
8,659
6,358
Conferences
1,138
597
527
1,064
30
116
1,798
181
150
331
2,129
3,441
Membership dues
163
81
133
2,975
357
116
473
3,448
4,068
Specific assistance
13
390
25
13
38
428
349
to individuals
2,400
Miscellaneous
25
610
2,400
2,400
1,475
Insurance
1,809
978
7,672
197
635
10,656
65
65
700
223
TOTAL EXPENSES BEFORE
449
305
754
11,410
10,661
DEPRECIATION
Depreciation
193,611
74,589
266,689
12,485
547,374
27,301
28,052
55,353
602,727
590,935
3,875
1,938
28,860
306
34,979
633
306
939
35,918
37,057
TOTAL EXPENSES
197,486
76,527
295,549
12,791
582,353
27,934
28,358
56,292
638,645
627,992
The accompanying notes are an integral part of these financial statements.
-4-
PROJECT MATCH, INC.
STATEMENT OF CASH FLOWS
FOR THE YEARS ENDED JUNE 30, 1997 AND 1996
Increase (decrease) in cash and cash equivalents
Cash flows provided (used) by operating activities
Change in net assets
Adjustments to reconcile change in net assets to
net cash provided (used) by operating activities:
Depreciation
Loss on disposition of assets
In -land contributions of equipment Net realized /unrealized gains on investments
Changes in assets liabilities:
Receivables
Prepaid expenses
Accounts payable
Rents received in advance
Total adjustments Net cash provided (used) by operating activities
Cash flows provided (used) by investing activities
Purchase of equipment
Purchase of investments
Proceeds from sale of investments Net cash provided (used) by investing activities
Cash flows (used) by financing activities
Repayments under note payable agreements
Net cash (used) by financing activities
Net increase (decrease) in cash and cash equivalents
Cash and cash equivalents at beginning of year
Cash and cash equivalents at end of year
(55,081) (83,315)
35,918
37,057
51
898
(5,952)
(16,318)
(14,336)
(6,159)
20,335
(3,263)
(1,765)
33,723
33,262
(850)
43,952
68,649
(11,129)
(14,666)
(15,535)
(15,348)
(59,708)
(201,217)
50,584
235,496
(24,659)
18,931
(5,389)
(2,063)
(5,389)
(2,063)
(41,177)
2,202
103,902
101,700
62,725
103,902
Supplemental disclosures of cash flow information:
Interest paid 24,552 24,944
The accompanying notes are an integral part of these financial statements.
-5-
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 1 SUMMARY OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES:
Summary of Activities Project Match, Inc. (Agency) provides housing
alternatives for seniors and other adults living in Santa Clara County (Housing
Match and Group Home programs). In addition, the Agency operates a
program that houses people who have lost their homes or are in immediate
danger of losing their homes (Homeless program) as well as a program that
ensures that frail and homebound seniors gain needed in -home services and
coordinates such services through the placement of low- income adults in
seniors' homes (Bridges to Independence program).
Summary of Significant Accounting Policies
The Agency follows standards of accounting and financial reporting for
voluntary health and welfare organizations as prescribed by the American
Institute of Certified Public Accountants. In accordance with Statement of
Financial Accounting Standards (SFAS) No. 117, the Agency reports its
financial position and operating activities in three classes of net assets as
applicable: unrestricted net assets, temporarily restricted net assets and
permanently restricted net assets.
Unrestricted net assets include those assets over which the Board of
Directors has discretionary control in carrying out the operations of the
Agency. Under this category, the Agency maintains an operating fund and
equipment fund plus any net assets designated by the Board for specific
purposes.
Temporarily restricted net assets include those assets which are subject to
a donor or funding source restriction and for which the applicable
restriction was not met as of the end of the current reporting period.
Permanently restricted net assets include those assets which are subject to
a non expiring donor restriction, such as endowments.
Revenue Recognition The Agency recognizes support and revenue on the
accrual basis of accounting. Grant revenue and program fees are recognized
as revenue in the period in which the service is provided.
RE
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 1 SUMMARY OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES:
(Continued)
Contributions Contributions are reported in accordance with SFAS No. 116.
Contributions are recognized when the donor makes a pledge to give that is, in
substance, an unconditional promise. Contributions are recorded as
unrestricted, temporarily restricted or permanently restricted depending on the
nature of donor restrictions. Restricted contributions are reported as increases
in restricted net assets. When the restriction is met the amount is shown as a
reclassification of restricted net assets to unrestricted net assets.
Contributions In -Kind Contributions in -kind are recognized in accordance
with the provisions of SFAS No. 116. Donated equipment and other donated
goods are' recorded at their estimated fair market value as of the date of the
donation. Contributed services, which require a specialized skill and which
the Agency would have paid for if not donated, are recorded at the estimated
fair market value at the time the services are rendered.
Cash and Cash Equivalents Cash and cash equivalents include highly liquid
investments and investments with a maturity of three months or less.
Allowance for Doubtful Accounts The Agency does not maintain an
allowance for doubtful accounts due to the fact that the majority of the
accounts receivable are reimbursements from funding sources for cost incurred
for the various programs.
Investments Investments are stated at fair value. Dividends and interest are
accrued as earned and recorded as unrestricted revenue unless income is
restricted by the donor. The unrealized gain or loss for the current period is
reported as investment income
Equipment and Depreciation Equipment is recorded at cost or, if contributed
at the estimated fair market value when donated. It is the Agency's policy to
capitalize items costing more than $600. Depreciation is computed using the
straight line method over estimated useful lives which range from three to
thirty years. Depreciation is recorded as a decrease in unrestricted net assets
and the expense is charged to the activity benefiting from the use of the
facilities or equipment.
Indirect Expense Allocations Indirect expense allocations are based on the
number of full time equivalent staff members in each activity.
-7-
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 1 SUMMARY OF ACTIVITIES AND SIGNIFICANT ACCOUNTING POLICIES:
(Continued)
Income Taxes Income taxes are not provided for in the financial statements
since the Agency is exempt from federal and state income taxes under section
501(c)(3) of the Internal Revenue Code and Section 23701(d) of the California
Code. The Agency is not classified as a private foundation
Estimates In accordance with generally accepted accounting principles
management has made estimates and assumptions that affect certain amounts
and disclosures which could differ from actual results.
Grants Grants to support the Agency's programs are received from federal,
state, and local governments, corporations, and foundations.
Included in governmental financial assistance are amounts received from CDBG
(City of San Jose $69,000 and $28,000, Santa Clara County Department of
Housing $31,172, City of Sunnyvale $11,285, City of Mountain View $4,260, City
of Campbell $5,459, City of Los Altos $10,950, and City of Milpitas $3,000).
NOTE 2 INVESTMENTS:
At June 30 the fair value of the Agency's investments and marketable
securities consisted of the following:
1997 1996
Corporate bonds 48,823 47,905
Mutual funds 177,095 152,571
225,918 200,476
o
1997 1996
Investment Income:
Interest and Dividends 14,728 17,177
Realized and Unrealized Gains 16,318 14,336
31,046 31,513
in
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 3 LAND, BUILDING AND EQUIPMENT:
At June 30 the cost and related accumulated depreciation of land, building and
equipment was as follows:
1997
Land 605,811
Building and improvements 714,584
Office furniture and equipment 80,183
1,400,578
Less: accumulated depreciation (127,097
Net 1,273,481
NOTE 4 NOTES PAYABLE:
Notes payable as of June 30 consists of the following:
Description
First Nationwide
First Nationwide
City of Campbell
City of Santa Clara
Redevelopment Agency of
the City of Santa Clara
City of Sunnyvale
County of Santa Clara
Downey Savings
County of Santa Clara
City of Mt. View
Total
Current portion
Long -term portion
Total
1996
605,811
713,404
66,342
1,385,557
(91,643
1,293,914
Interest
Due
Real Property
Total Due
Rate
Date
Security
1997
1996
8.625%
1 -23
Fairlands Campbell
90,931
92,628
7.875%
2 -24
Klee Sunnyvale
144,305
147,000
3%
Open
Fairlands Campbell
163,000
163,000
0%
*11 -08
Homestead Santa Clara
113,280
113,280
0%
*11 -23
Homestead Santa Clara
144,126
144,126
3%
1 -24
Klee Sunnyvale
227,250
227,250
3%
9 -23
Fairlands Campbell
60,000
60,000
7.875%
4 -25
Alice Mountain View
58,492
59,489
(Adj)
5.75%
12 -24
Alice Mountain View
200,000
200,000
6.1%
*12-10
Alice Mountain View
100,000
100,000
1,301,384 1,306,773
5.873 4,940
1,295, 511 1,301,833
1,301,384 1,306,773
*Loan will be forgiven on due date provided the Agency is in compliance with terms
and conditions as outlined in the loan document.
5.011
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 4 -NOTES PAYABLE: (Continued)
Under the terms and conditions of the loans with the City of Mt. View, the
County of Santa Clara, the City of Santa Clara, the Redevelopment Agency of
the City of Santa Clara, City of Sunnyvale and the City of Campbell repayment
occurs upon the sale or change in use of the underlying real property. Interest
expense for the years ended June 30, 1997 and 1996 amounted to $55,560 and
$55,953, respectively. Future annual principal payments for these notes
payable are as follows:
Fiscal Year
Ended June 30 Amount
1998
5,873
1999
6,349
2000
6,713
2001
7,189
2002
7,705
Thereafter
1,267,555
1,301,384
NOTE 5 COMMITMENTS:
The Agency leases several facilities under non cancellable leases with various
expiration dates. The minimum annual lease payments under these leases are
as follows:
Fiscal Year
Ended June 30 Amount
1998
72,856
1999
50,856
2000
30,330
2001
29,400
Thereafter
-0-
183,442
-10-
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 6 TEMPORARILY RESTRICTED NET ASSETS:
At June 30, the Agency's donor restricted funds consist of the following:
1997 1996
Purpose:
Housing alternatives for seniors and
other adults and funding for
Development Director (United Way,
Packard Foundation, Peninsula
Community Foundation and Rental
Income reserve)
Total 128,675 94,732
NOTE 7 CONTINGENT LIABILITIES:
Conditions contained within the various contracts awarded to Project Match,
Inc. are subject to the funding agencies' criteria and regulations under which
expenditures may be charged against and are subject to be audited under
such regulations and criteria. Occasionally, such audits may determine that
certain costs incurred against the grants may not comply with the established
criteria that governs them. In such cases, Project Match, Inc. could be held
responsible for repayments to the funding agency for the costs or be subject to
reductions of future funding in the amount of such costs. Management does
not anticipate any material questioned costs for the contracts and grants
administered during the period.
NOTE 8 CONFLICT OF INTEREST POLICY:
Included among the Agency's Board of Directors and Officers are volunteers
from the business community who provide valuable assistance to the Agency
in the development of policies and programs and in the evaluation of awards
and grants. The Agency has adopted a conflict of interest policy whereby
board members are disqualified from participation in the final decisions
regarding any action affecting their related company or organization.
-11-
PROJECT MATCH, INC.
NOTES TO FINANCIAL STATEMENTS
JUNE 30, 1997 AND 1996
NOTE 9 SUBSEQUENT EVENTS:
On July 3, 1997 the Agency purchased a new house in Sunnyvale, California
which is to be used in the Group Home Program. The purchase price was
$288,500. The Agency borrowed a total of $321,850 which includes an
improvement retention of $45,000 that, according to management, will be used
to bring the value of underlying property up to or in excess of the outstanding
loan balances. The Agency also received a grant from the City of Los Altos
Hills in the amount of $30,000 for the purchase of the new home.
-12-
OJECT
atc h 111C. 555 -C Meridian Avenue San Jose, CA 95126 -3423 (408) 287 -7121 FAX (408) 287 -3764
Shared Housing Senior Group Residence Homelessness Prevention Bridges to Independence
President Vice President
Daniel Gonzales David H. Gottlieb
1234 Crane Street 851 Marietta Court
Menlo Park, CA 94025 Santa Clara, CA 95051
PHONE: (650) 321 -8384 (H) PHONE: (408) 247 -1970 (I)
(408) 299 -0180 x3170 (W) (408) 299 -4005 Ext. 1551 (W)
FAX: FAX: (408) 244 -7480
E -Mail: E -Mail:
OCCUPATION: Attorney, Bryan, Clohan, Orr, OCCUPATION: Lieutenant, Internal Affairs
Maines and Baroh Santa Clara. Co. Dept. of Corrections
COMMITTEE MEMBERSHIP:
Executive Committee (Chair)
Personnel Committee
COMMITTEE MEMBERSHIP:
Executive Committee
Resource Development (Chair)
Finance Committee
Secretary Treasurer
Suzanne Stone Helen Danna
480 Lomer Way 1633 Fruitwood Ct.
Milpitas, CA 95035 -5933 San Jose, CA 95125
PHONE: (408) 263 -4491 (H) PHONE: (408) 265 -7478 (H)
(408) 295 -6200 (W)
FAX: (408) 263 -4491 FAX: (408) 295 -6222
E -Mail: Suzstone @aol.com E -Mail: 76105.454 @compuserve.com
OCCUPATION: Former Commercial Realtor OCCUPATION: Certified Public Accountant
COMMITTEE MEMBERSHIP: COMMITTEE MEMBERSHIP:
Resources Development PR Finance Committee (Chair)
Executive Committee Executive Committee
Board Development
Annual Auction Committee
go Funded in part by the cities of San Jose, Santa Clara, Saratoga, Milpitas, Campbell, and Los Altos; the County of Santa
Clara; and the Community Development Block Grant programs of Sunnyvale, Mountain View, and the Urban County of
A United Way Agency Santa Clara including the unicorporated areas and participating cities.
DIRECTORS
Gita Baliga -Savel (Leave of Absence)
415 Avenida Palmas
San Jose, CA 95123
PHONE: (408) 225 -1169 (H)
FAX:
E -Mail:
OCCUPATION: Associate Faculty, Counselor
COMMITTEE MEMBERSHIP
Personnel Committee
Board Development Committee
Donna Fuzere
715 Lakehaven Drive
Sunnyvale, CA 94089
PHONE: (408) 734 -4828 (H)
FAX: (408) 734 -0420
E -Mail: 107703.2541@compuserve.com
OCCUPATION: Former Business Owner
COMMITTEE MEMBERSHIP
Annual Auction Committee (Co Chair)
Executive Committee
Board Development Committee
Dat Haba
12 Snyder Way
Fremont, CA 94536
PHONE: (510) 745 -7705 (H)
FAX:
E -mail:
CCUPATION: Vietnamese Cultural Heritage
Garden Association
COMMITTEE MEMBERSHIP
Annual Auction Committee
Elizabeth Heck
405 El Camino Real, #421
Menlo Park, CA 94025
PHONE: (650) 321 -2049 (Home)
(650) 493 -5000 x23488 (Work)
FAX: (650) 614 -9859
E -mail:
OCCUPATION: Palo Alto Veterans
Administration Health Care System
COMMITTEE MEMBERSHIP
Rick Lemberg
10282 Parlett Place
Cupertino, CA 95014
PHONE: (408)- 996 -3355 (I)
(650)- 233 -7055 (W)
FAX: (650)- 233 -7060
E -mail: Knifethrwr @aol.com
OCCUPATION: Senior Vice President,
PaineWebber
COMMITTEE MEMBERSHIP:
Finance Committee
Bernie Master
18114 Bancroft Avenue
Monte Serenno, CA 95030
PHONE: (408) 354 -8554 (H)
FAX:
E -mail:
OCCUPATION: Retired Lockheed MSD
COMMITTEE MEMBERSHIP:
Finance Committee
Board Development
Lena Rajna
2085 Rexford Way
San Jose, CA 95128
PHONE: (408) 291 -0202 (H)
(408) 282 -0449 (W)
FAX: (408) 282 -0400
E -mail:
OCCUPATION: Hope Rehabilitation
COMMITTEE MEMBERSHIP
Joanna Snyder
353 Johnson Avenue
Los Gatos, CA 95032
PHONE: (408) 395 -4142 (H)
FAX: (408) 354 -8124
E -mail: 73141.1137@compuserve.com
OCCUPATION: Self Employed
COMMITTEE MEMBERSHIP
Resource Development PR
Annual Auction Committee
rev. December 17, 1997
brdlist2
PROTECT MATCH, INC
Board of Directors
Bookkeeper
Barbara Thomas
Executive Director
Bob Campbell
Financial Consultant
Janet Oestreich
Director Administrative
Services
Gary Marshall
Receptionist Administrative Assistan
PT PH
Maxine Donato
Position Open
.��Progrem�Asslstant�PT���. .�wogram w
Position Open Position Open
PT Housing Special
Ruth Brunner
Development Director
Director of Housing
Services Keith Emmons
Phyllis Barrett
Coord. of Housing Servic Coord. of Housing Servi Coord. of Housing Sery
Rebecca L. Jimenez Cassandra DeaBueano Laura Kaczmerak
PT Housing Specialis
Sakhone Rhamphilath
I PT Housing Specialist
Position Open
Attachment 5
City of Saratoga
Community Development Block Grant Program/
Human Services Grant Program
FY 1998/5999
APPLICANT ORGANISATION
NAME
ADDRE
NAME /TITLE OF PROPONENT
SIGNATURE
TELEPHONE NUMBER
PROJECT NAME
I ;1 i•
c
VANDERBILT PROTECT
DOLLAR ANT. OF FUNDS REQUESTED FROM CITY OF SARATOGA
PROJECT ABSTRACT (Limit statement to space provided)
THIS PFZO,'fECT PROPEES TO MAKE MODIFICATIONS
TO A STNGT,F FAMTLY HOME TO MAKE IT
MORE ACCE STABLE. TO ADU WITH DEVELOPMENTAL DISABILITIES.
The City of Saratoga does not discriminate on the basis of race,
color, national origin, sex, religion, age or disability in the
provision of services and programs.
I. HL'IYDL,LL i 1.A 77UUO
CHECK LIST
APPLICATION DOCUMENTS
Provided below is a list of supporting documents which the applicant
organization is required to furnish. Submit one copy of each as part of this
application for funding. Please check the items below to indicate that
copies are included.
REQUIRED OF ALL APPLICANTS
Cover sheet with identifying information and signature of applicant
Narrative covering information cited in 3.A through G of
instruction sheet
Financial Information Attachment
Verification and documentation of Internal Revenue Service
nonprofit status under Title 26, Section Sol(c) of the Federal Code
Audit or financial statement
SUPPLEMENTAL
X Current board of directors
QV\ 9&_ Articles of incorporation and bylaws
bn Organizational chart
bn�(e Copy of adopted personnel policies and procedures including
affirmative action plan if staff exceeds fifteen (15) employees
Brochure, flyer, promotional material
AGENCIES THAT HAVE PREVIOUSLY PROVIDED SUPPLEMENTAL MATERIALS ARE NOT
REQUIRED TO DUPLICATE AND RESUBMIT THE I )N 'UNLESS CHANGES HAVE
OCCURRED.
Tri -Aegis Residential Services, Inc.
Vanderbilt Project
Saratoga CDBG 98 -99
Project Name: Vanderbilt Project
A. Description of Agency
Tri-Aegis Residential Services, Inc., the applicant agency, is a 501(c)3 organization. The
primary mission of the agency is to provide intermediate level homes for persons with
developmental disabilities. The agency serves primarily Santa Clara County and has seven
homes here. Four are located in San Jose, two in Santa Clara and one in Saratoga.
Resident placement and case management services are provided through San Andreas
Regional Center. The agency policy direction is set by the Board of Directors and primary
oversight rests with the Chief Executive Officer. In addition, each home is supervised by a
professional trained in the fields of social work, psychology, speech, physical therapy, or
related discipline. Twenty -four hour staffing care is given in each of the six person homes.
B. Past Performance
Tri-Aegis has been providing homes for persons with challenging conditions for almost 13
years. The past eleven years have been serving solely persons with developmental
disabilities. These include persons with mental retardation, cerebral palsy, autism.
epilepsy, and other neurological conditions that occurred before age 18. Each home has a
program of care for the six residents who live there. This program includes assistance
with health related needs as well as activities of daily living. Staff is carefully selected and
trained to provide 24- supervision and care. The homes are licensed by the State
Department of Health Services and provide a very high standard of care. A home in
Saratoga has been in operation for nine years.
In 1995 -96 and 1996 -97, Tri-Aegis was granted a total of $100,000 by the City of
Saratoga which was used to purchase a house in Saratoga. That project was successfully
completed in that a home was located and purchased and renovated in Saratoga. The
clients moved in on November 23, 1996. All stages of that project were completed within
budget, timelines, and City of Saratoga grant requirements.
In 1997 -98, Tri-Aegis was granted $5,000 by the City of Saratoga to make safety
modifications of a fire sprinkler system. This grant was partial funding of the proposal
submitted. With the use of agency funds, the project was begun. Although the original
project was downsized, as this project progressed, it became apparent that to complete the
job most effectively, it will require an additional $4500 beyond what Tri-Aegis has put in
and the 97 -98 grant. Tri-Aegis is prepared to contribute an additional $3,000 by utilizing
volunteers and staff for the underground work. That leaves a balance of $1500 which is
o ne part of the current g, ant rPrn,PCr
The agency has had several state and local grants, and have always met the requirements
of the funding agencies. This same assurance would be given to the City of Saratoga.
Tri -Aegis Residential Services, Inc.
Vanderbilt Project
Saratoga CDBG 98 -99
C. Project Purpose Objectives:
Tri -Aegis was granted $5,000 by the City of Saratoga in 1997 -98 to fund safety
modification to the agency's Saratoga single family home. Specifically, the modification
planned was the addition of a fire sprinkler system will supplement the hard wire fire alarm
system required by regulations that is already in place. The sprinkler system will not only
add safety to the home but will also make it more accessible to future residents whose
ambulation might be more limited than the current residents.
c� purpose of the current project is to complete the fire sprinkler system project. We
also would like to install double pane windows in the same home to improve the efficiency
of the home by keeping it cooler in summer and warmer in winter. The windows will help
provide a more comfortable summertime environment for our residents and utility bill
savings would then be used to enrich program actives and special outings.
D. Project Management
The project will be given oversight by the Chief Executive Officer with specific direction
given by a board member familiar with the Vanderbilt property and grant administration
and a board consultant familiar with fire sprinkler systems. Technical support will be
provided by agency clerical staff. Time frame is one year, with periodic progress reports
to the Board of Directors and funding source. Effectiveness will be demonstrated by the
existence of an operable fire sprinkler system and double pane windows by June 1999.
On -going monitoring to ensure proper operation of the sprinkler system will be done
quarterly by agency safety coordinator and annually by local and state fire marshals.
E. Community Need for Program
San Andreas Regional Center provides services to adults with developmental disabilities in
the immediate four county area. Their 1997 Needs Assessment indicates an ongoing need
for group homes for individuals with ambulation impairments. It has been demonstrated
that individuals do better in small home like settings, and for that reason, among others,
decisions have been made to close the larger institutional settings. However, particularly
here in Santa Clara valley where housing costs are very high, the development of the
smaller homes has not kept pace with the need. A fire sprinkler system at Vanderbilt
House would expand the home's services to more physically disabled individuals who
cannot get out independently in an emergency: The safety of those who currently reside at
Vanderbilt would be maximized.
Tri -Aegis Residential Services, Inc.
Vanderbilt Project
Saratoga CDBG 98 -99
The reimbursement rate for services such as those Tri-Aegis provides are the same
statewide. That means to provide quality housing and services in our very expensive Santa
Clara Valley, Tri-Aegis must stretch the budget further than organizations in other, less
expensive areas of the state. Tri-Aegis prides itself on providing quality, enriched services
to its residents with disabilities. To do so on the restricted income we receive requires
basic operating cost reductions in all ways possible. The reduced utilities cost that would
result from double pane windows is one example of how we can maximize funds that can
be dedicated to client services.
F. Project Beneficiaries
Vanderbilt project would benefit six very low income persons. They are all on Social
Supplemental Income and Medi -Cal. Their families may not be low income, but these
persons are counted independently, since some have elderly parents on retirement incomes
or unable to continue as their family member's sole support due to the heavy medical
needs and related expenses. The agency currently serves three Saratoga residents, and a
total of forty -two persons. All six residents of the Vanderbilt Project reside in Saratoga.
G. Financial Information
See attached budget narrative and financial information, 5 pages.
FINANCIAL INFORMATION
BUDGET NARRATIVE
Please provide the following information:
1. Human Services Grant request of 75bo.00 This request, as a
percentage of the total program budget equals percent.
2. On what basis is the Human Services Grant portion computed? (Pro -rated
based on number of clients served, or other methodology
The human services grant portion was based on quotes from contractors less Saratoga 97-
98 grant ($5,000) and Tri-Aegis volunteers and staff contribution ($3,000). Balance
needed for sprinkler system: $1,500 Double pane windows: $6,000 Total $7,500.
3. What is the average cost per Saratoga client to whom direct services are
provided?
$3745.00 per month average.
4. Has your organization ever had funds withdrawn or contract terminated
for cause, unsatisfactory performance or questionable costs on any
financial statements or audit? If yes, please explain.
No
5. Is your organization currently on probation or under investigation by
any agency which is or was a funding source within the past two years?
If es
y please explain.
I Lyre
6. Please complete:
FUND BALANCES
Applying for CDBG Grants in San Nose
and Santa Clara.
Unrestricted
Fund
Restricted
Fund
Land, Bldg,
Equip. Fund
Endowment
Fund
Actual Fund
Balance
$20,000.00
$338,075.00
0
0
End FY 9 7 9 8
Estimated
Fund Balance
$25,000.00
0
End FY 98/99
Applying for CDBG Grants in San Nose
and Santa Clara.
FINANCIAL INFORMATION
ORGANIZATION BUDGET EXPENSES
Note: All amounts should be rounded to the nearest dollar.
Actual Budget
FY 3� 9 8
Projected Budget
FY >0'w 9 9
Eienses
1 3'
PERSONNEL
C� 0
3
BENEFITS
5
SUPPLIES
COMMUNICATIONS
'Z 000
2
PRINTING /ADVERTISING
_5 15_31�
Z
UTILITIES
S-
O 50 3
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local-
conferences,etc)
3o otpo
oc�
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
cj g
1 2
7
MISC.
EQUIPMENT
I
SUBSCRIP. /PUBLICATIONS
Subtotal Expenses
2 US 2(03
2 t S
Capital Expenses
CAPITAL OUTLAY
ZI b
BUILDINGS
EQUIPMENT
Subtotal Expenses
Z
-21 Co ?j
TOTAL EXPENSES AND
CAPITAL OUTLAY
2 o-
1 (fl
Note: All amounts should be rounded to the nearest dollar.
FINANCIAL INFORMATION
ORGANIZATION BUDGET REVENUES
Actual
FY
Bud et
98
Projected
FY99
Budget
CITY OF SARATOGA
OTHER CITIES:
STATE i
1 I
15
2
FEDERAL
FEES FOR SERVICES
ct p
FUND RAISING,
DONATIONS (CASH)
RESERVE CONTINGENCY
FUND
ZO O O
ALL OTHER (LIST)
5 •A•k c.
TOTAL INCOME
NOTE: All amounts
60 obo
2 o 1 5! Z 14 q
should be rounded to the nearest dollar.
o00
130
FINANCIAL INFORMATION
PROGRAM BUDGET EXPENSES
PERSONNEL
BENEFITS
SUPPLIES
COMMUNICATIONS
PRINTING /ADVERTISING
UTILITIES
SPACE RENTAL
EQUIPMENT RENTAL
TRAVEL (local-
conferences,etc)
TRAVEL (other)
CONTRACTUAL SERVICES
INSURANCE
MISC.
EQUIPMENT
SUBSCRIP. /PUBLICATIONS
Sub total Expenses
Actual Budget
PY1997/98
I (0 q. el q
2u" F5 I
C am M
tilt■
1 JqIZ-
Pi
Projected Budget
FY 1998/99
c3
X38
2 2.
3
CAPITAL OUTLAY
BUILDINGS
EQUIPMENT
Subtotal Expenses
f}
TOTAL EXPENSES AND
CAPITAL OUTLAY
Note: All amounts should
be rounded
to the
nearest dollar.
I
FINANCIAL INFORMATION
PROGRAM BUDGET REVENUES
If the program for which funds are requested is one of two or more programs
sponsored by the agency, then the program budget must be be completed. (A11
agencies are required to complete the organization budget.)
Actual Budget Projected Budget
FY 1997/98 FY1998/99
CITY OF SARATOGA
OTHER CITIES:
STATE Wi -(Id 2 2
FEDERAL 56f
FEES FOR SERVICES
FUND RAISING,
DONATIONS (CASH) Z 8 Z
RESERVE CONTINGENCY
FUND
ALL OTHER (LIST)
TOTAL INCOME
V
N
NOTE: All amounts should be rounded to the nearest dollar.
I
REGtiv r_'U OUT 3 4 1994
INTERNAL REVENUE SERVICE
DISTRICT DIRECTOR
2 CUPANIA CIRCLE
MONTEREY CA 91755 -7406
Date:
TRI -AEGIS RESIDENTIAL SERVICES INC
2782 LEIGH AVE
SAN JOSE, CA 95124 -1628
Dear Applicant:
DEPARTMENT OF THE TREASURY
Employer Identification Number:
77- 0227246
Case Number:
954210043
Contact Person:
HUGH RAMIREZ
Contact Telephone Number:
(213) 727 -7721
Addendum Applies:
No
Based on the information you recently submitted, we have classified
your organization as one that is not a private foundation within the meaning
of section 509(a) of the Internal Revenue Code because you are described in
section 509(a)(2).
Your exempt status under section 501(a) of the Internal Revenue Code as
an organization described in 501(c)(3) is still in effect.
This classification is based on the assumption that your operations will
continue as you have stated. If your sources of support, or your purposes,
character, or method of operation change, please let us know so we can consider
the effect of the change on your exempt status and foundation status.
This supersedes our letter dated June 7, 1994.
Grantors and contributors may rely on this determination unless the
Internal Revenue Service publishes notice to the contrary. However, if you
lose your section 509(a)(2) status, a grantor or contributor may not rely on
this determination if he or she was in part responsible for, or was aware of,
the act or failure to act, or the substantial or material change on the part of
the organization that resulted in your loss of such status, or if he or she
acquired knowledge that the Internal Revenue Service had given notice that you
would no longer be classified as a section 509(a)(2) organization.
As of January 1, 1984, you are liable for taxes under the Federal Insur-
ance Contributions Act (social security taxes) on remuneration of $100 or more
you pay to each of your employees during a calandar year. You are not liable
for the tax imposed under the Federal Unemployment Tax Act (FUTA).
You are required to file Form 990 only if your gross receipts each year
are normally more than $25,000. For guidance in determining whether your gross
receipts are "normally" more than $25,000, see the instructions for Form 990.
If a return is required, it must be filed by the 15th day of the fifth month
after the end of your annual accounting period. A penalty of $10 a day is
charged when a return is filed late, unless there is reasonable cause for the
delay. However, the maximum penalty charged cannot exceed $5,000 or 5 percent
of your gross receipts for the year, whichever is less. This penalty may also
be charged if a return is not complete, so please be sure your return is
complete before you file it.
Letter 1078 (DO /CG)
V
RECEIVED OCT 3 1 1994
-2-
TRI -AEGIS RESIDENTIAL SERVICES INC
If we have indicated in the heading of this letter that an addendum
applies, the addendum enclosed is an integral part of this letter.
Because this letter could help resolve any questions about your private
foundation status, you should keep it in your permanent records.
If you have any questions, please contact the person whose name and
telephone number are shown above.
Sincerely yours,
Richard R. Orosco
District Director
Letter 1078 (DO /CG)
TRI -AEGIS RESIDENTIAL SERVICES, INC.
BOARD OF DIRECTORS
OFFICERS BD MEMBERS
TERM BEGAN: TERM BEGAN
CHAIR PERSON: Jane Whiteford (408) 356 -6034 1/95 4/94
181 Anne Way (408) 358 -7322 fax
Los Gatos, CA 95032 (408) 985 -1243 wk
Affiliation: Rehab Counselor/Teacher
VICE CHAIR Terry Markle (408) 257 -9318 1/97 4/94
PERSON: 20690 Ritanna Court (408) 252 -9295 fax
Saratoga, CA 95070
(Retired Executive Director)
TREASURER: Dave Hickey (408) 739-6456 8/91 8/91
1686 Kamsack Drive
Sunnyvale, CA 94087
Affiliation: Retired Engineer /NASA
SECRETARY: Karlynn Emanuel (408) 255 -3730 1/93 3/87
1248 Lockhaven Way
San Jose, CA 95129
Affiliation: Teacher /County Special Education
a r r r r r a r r w w r a r r a r a r a r a a w r r a r r r w w a r r r r r r r r a w r r r a r r r r r w r w w w r r w r w r r r r a r a r r r a w r r w r r r a a r w r a
MEMBERS AT LARGE:
Joe Barresi 1/93 Nicole Malcom 7/97
19981 Via Escuela Drive 2849 Chris Dr.
Saratoga, CA 95070 San Jose, CA 95123
(408) 741 -5248 hm fax (1st choice) (408) 281 -7309
wk (415) 960 -3910 fax (415) 960 -1712 wk (408) 748 -5078
(Executive Consultant)
Kevin Mize 11/94
7250 Hihn Road
Ben Lomond, CA 95005
(408) 335 -5111
(wk)(408) 371 -6203 x3003 fax 371 -9157
(Fidelity Investments)
Adele Shepherd 1/96
2212 La Terrace Circle
San Jose, CA 95123
(408) 323 -8353 (408) 927 -0710 ext. 2639 (wk)
r w r a w r r r r r a r r r r w r r w r r a r r r a r r a r r a r r a r r a r r•♦ a r r a r r r r a r w r r r r w r r w w r r r r r r w r r w r a a r r a r a a r r w
BOARD CONSULTANT:
Dr. Bonnie Bernell (408) 985 -0130 (wk) '92
1947 The Alameda
San Jose, CA 95126
(Psychologist)
arrrararrrrrrrrwrrrrrrrarrwrraarrrrrr ►rrrarrrww wr rwwrrwaww♦
Diane Marcu92
17593 Comanche Trail
Los Gatos, CA 95030
PRESIDENT CEO:
(408) 353 -8355
(408) 866 -5001 (wk)
ALTORMS /BDDIF-DOC REVISED 12/16/97 REVERSE SIDE FOR COMMITTEES
1/95
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO: AGENDA ITEM: A
MEETING DATE: March 18, 1998 CITY MANAGER:
ORIGINATING DEPARTMEN Community Development
PREPARED BY: James WalgiW0 unity Development Manager
SUBJECT: Request for Waiver of Temporary Use Permit Fees
1. The San Jose Symphony Auxiliary $1,500 for Planning Commission TUP
2. California Farmers' Markets Association $500 for Administrative TUP
Recommended Motion
Deny the requests and direct the applicants' to submit the applicable Temporary Use Permit fees.
Report
Representatives of both the San Jose Symphony Auxiliary and the California Farmers' Markets
Association are requesting that the City Council waive the $1,500 and $500, respectively, permit
fees necessary to process and approve their Temporary Use Permits. Applications for Temporary
Use Permits have been submitted for both events and are on -hold pending the outcome of these
requests. The following is a summary of the proposed events and permit requirements:
San Jose Symphony Auxiliary
As the attached correspondence describes, the San Jose Symphony Auxiliary plans to hold their
annual Designer Showcase at 18450 Sobey Road, Saratoga, from May 9 through June 7, Tuesday
through Sunday from 10:00 AM to 4:00 PM (Thursdays until 8:00 PM). Parking for the event will
be provided on an adjacent site that the applicants state can accommodate the anticipated 100 to
150 per day visitors.
The Saratoga Zoning Ordinance requires that a Temporary Use Permit be issued for this type of
fund- raising activity within a residential zoning district. The objective of this discretionary permit
is to ensure that the proposed activity is appropriate for the particular site and compatible with the
neighborhood it is to be located in. The permit is also subject to the County Environmental Health,
Sheriff and Fire Departments' review. If the event will be held less than 10 consecutive days, or
less than 10 days within a 30 day period, it can be acted on by the Community Development
Director subject to a $500 processing fee. If the activity exceeds this duration, it is acted on by the
Planning Commission at a regularly scheduled public hearing meeting and subject to a $1,500
processing fee.
t
Fee Waiver Requests
Page Two
California Farmers' Markets Association
The California Farmers' Markets Association is requesting to extend their summer market located
at the Saratoga High School to a year -round event. The market has been operating at this site on
Saturdays from 9:00 AM to 1:00 PM since last summer. Previously they were located in the
Saratoga Village next to Blaney Plaza and were supported by the Saratoga Business Development
Committee as a promotional draw to the Village the Saratoga High School location is not
proximate to any commercial areas.
Since the market is only held on four Saturdays within a 30 day period, it can be acted on by the
Community Development Director, subject to a $500 processing fee. Review by the County
Environmental Health, Sheriff and Fire Departments' is still necessary.
Requirement of Fees
Saratoga's development review fee schedule has been calculated to recover the staff time /costs
expended reviewing and issuing Planning, Building and Engineering Division permits. The
Temporary Use Permit fees of $500 and $1,500 reflect the respective costs of processing the
permits administratively and through a regularly scheduled hearing before the Planning
Commission. Prior to Saratoga's two most recent staffing and budget reductions, the City Council
would occasionally waive permit fees for non -profit fund raising type activities. More recently,
however, the City Council has consistently denied these fee waiver requests. The Council's
position has been that in a time of reduced basic community services, all permit processing fees
need to collected to ensure full cost recovery and to protect the City's general fund balance.
Public Notice
No public notice or hearing is required for these requests.
Fiscal Impacts
Either the City will recover its costs by imposing the applicable permit fees, or the fees will be
waived and the City would not recover the costs of processing the Temporary Use Permits.
Follow -up Actions
A Resolution reflecting the City Council's determination will be prepared for adoption at the next
available meeting.
Consequences of Not Acting on the Recommended Motio
The permit fees would be waived and the City would not recover the costs of processing the
Temporary Use Permits.
Attachments:
1. Applicants' letters requesting fee waivers
2. Article 15 -60 of the City Code Temporary Uses
c
fro I
March 11, 1998
Saratoga City Council
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mayor Wolfe and Council Members,
On behalf of the San Jose Symphony Auxiliary, I am requesting a waiver of the $1,500
fee we are being charged for a temporary use permit to hold our annual Designer
Showcase Mansion in Saratoga See attachment).
This event, now in its 21st year, lasts for a month and is the Auxiliary's primary fund
raiser for the San Jose Symphony. Tickets to the Showcase are tax deductible under
the IRS code and the Auxiliary is a not for -profit organization.
We have a membership of 150, many of whom live in Saratoga. As president of the
Auxiliary and a 22 -year resident of the city, I believe it is inappropriate for Saratoga
to levy what is in effect a tax on charitable organizations holding events in the city
which do not require city support or services such as traffic control, erection of
barriers, etc. There should be a distinction made between organizations which utilize
city resources and those which are located in Saratoga or use a private Saratoga
facility to hold their event without involvement of or cost to the city. The latter is
the case with the Designer Showcase Mansion.
Also to the best of our knowledge and experience, no other municipality in the area
imposes such a charge. The Saratoga fee represents at least 2% of our charitable
revenues.
After consideration of these arguments, we hope that the Council will exempt the
Auxiliary from the use fee. Thank you for your consideration.
Sincerely,
Bonnie Radding.
President, San Jose Symphony Auxiliary
Reply to:
14050 Chester Avenue
Saratoga, CA 95070
Phone 867 -4501
Fax 868 -9334
495 Almaden Boulevard San Jose, California 95110
3
March 4, 1998
James Walgren
Community Development Manager
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mr. Walgren:
Pursuant to our conversation of March third, I am applying for a
temporary use permit from the City of Saratoga for Showcase '98, the San
Jose Symphony Auxiliary's 21 st Annual Designer Showcase Home.
This year's Designer Showcase Home is located at 18450 Sobey Road. The
Auxiliary's major fund- raising event, all proceeds of which benefit the San
Jose Symphony, will run May 9 through June 7, Tuesdays through Sundays
from 10:00 A.M. to 4:00 P.M. (Thursdays until 8 P.M.) Parking will be
provided on the Bellicitti property across the street and is large enough
(13 acres) to accommodate 100 -150 anticipated visitors per day. The
neighbors have been informed of this event and expressed no concerns.
A check for $1,500, payable to the City of Saratoga, is enclosed.
Thank you for your consideration.
very truly yours,
Ann D. Hexamer
Corresponding Secretary,
San Jose Symphony Auxiliary
20367 Glen Brae Drive
Saratoga. CA 95070
Phone: 867 -4395
Fax: 867 -6895
495 Almaden Boulevard San Jose, California 95110
MAR -03 -98 03:44 FM CALIF.FARMERS.MKT 51b b8 4141 r.t..L
-t
CALIFORNIA
FARMERS' MARKETS ASSOCIATION
830 Navaranne Way, Concord, CA 94518 (510)689 -4141 FAX (510)689 -4188
March 3, 1998
Honorable Mayor Don Wolfe
City of Saratoga
13777 Fruit.vale Ave.
Saratoga, CA 95070
Via Fax: 408- 868 -1280
RE: Saratoga Certified Farmers Market Temporary Use Permit
Dear Mayor Wolfe:
This letter is in the form of a request to waive the $500.00 fee
for the Saratoga Certified Farmers Market temporary use permit
and to immediately grant a variance to the sign ordinance to
allow the farmers' market banner and signs, descriptions
attached, to be placed along Saratoga /Sunnyvale Road only during
market hours every Saturday morning, 9am 1pm.
Successful CerLified Farmers' Markets are comprised of a unique
blend of resources which include the local community, the City,
the State government, local businesses and the growers. The com-
munity enjoys access to farm -fresh fruits and vegetables direct
from the farmers. Certified Farmers' Markets were made possible
in 1977 when the State of California enacted deregulation of the
agricultural rode allowing small farms to bring their crop to
town exempt from shipping requirements. Local businesses lend
their support through co promotions and cities provide help
through cash contributions or in -kind contributions, many times
including the waiver of fees. Participating growers fund the
majority of the expenses for the market but are greatly affected
by outside occurrences such as the E1 Nino weather pattern and
crop availability.
The Saratoga Certified Farmers' Market is in its infancy and
needs the nurturing from all of the above to survive and prosper.
Unlike most market sponsors throughout the Bay Area this farmers'
market has not received grant monies or in -kind contributions
from the City of Saratoga. To-.help pay for maintenance of the
School parking lot, bathrooms and trash pick -up we give the
school district $50.00 per market day and provide produce for
A non-profit grower organization
MAR -03 -98 03:44 PM CALIF.FARMERS.MKT
510 6 8 9 4141 r k'I
March 3, 1998
page two.
their lunch program during the agricultural season. The extra
rain we have been receiving from E1 Nino has greatly reduced our
revenues which are $200 to $300 below our cost of operating per
week. Our only affordable promotional venue for signage for the
market at this time is on Saturdays along Saratoga /Sunnyvale Road
which was suspended until the market's temporary use permit can
be processed.
As you can see, we do not have the funds to pay a temporary use
permit fee of $500.00 and cannot afford to delay the use of our
signage to attract consumers to the market. We are hereby
requesting the City of Saratoga to waive the permit fee of
$500.00 and to expedite the process of granting our signage along
the Saratoga /Sunnyvale Road.
Please call us at 510- 689 -4141 if you have any questions concer-
ning this matter.
Thank you for your consideration.
y ncoe1 y,
Doug $Ryden
Director
attachments: Farmers' Market banner and sign descriptions
cc:James Walgren, without attachments/
Bill Cooper
t.
Q) Burden of proof. Wherever in thi ection the
legalization of an existing second unit "e occupancy
thereof depends upon the estab nt of any event
occurring on or before a specified the burden of proof
shall be upon the appli cant
(j) Numerical limit. U permits for legalization of
existing second units s not be subject to or included
within the numerical cation prescribed in Section 15-
56.070.
15- 56.120 legal second units.
The estab hment or continuance of a second unit
without a e permit is hereby declared to be unlawful
and shall nstitute a misdemeanor and a public nuisance.
Any vi on of this Article shall be subject to the penalties
as p9dscribed in Chapter 3 of this Code.
Article 15 -60
TEMPORARY USES
Sections:
15-60.010
Temporary uses allowed by
permit.
15. 60.020
Application for use permit; fee.
15- 60.030
Issuance of use permit;
conditions.
15- 60.040
Applicability of other Code
provisions.
15- 60.050
Addition of temporary uses.
15- 60.060
Appeals.
15- 60.010 Temporary uses allowed by permit.
(a) For the purposes of this Article, the term temporary
use" means an activity described in Paragraph (b) of this
Section, whether profit or non profit, conducted on public
or private property for a limited period of time. If such
time does not exceed ten consecutive days or a total of
ten days within a thirty day period, the application may
be acted upon and a temporary use permit issued by the
Planning Director, otherwise, the application shall be acted
upon by the Planning Commission.
(b) The following described temporary uses may be
permitted in any zoning district in the City upon the prior
obtaining of a temporary use permit pursuant to this Article:
(1) Art shows.
(2) Craft shows.
(3) Antique shows.
(4) Outdoor sales on public or private property.
(5) Tours of heritage resources, as designated pursuant
to Chapter 13 of this Code.
361
15- 60.030
(6) Home tours.
(7) Fundraising activities conducted on a residential
site for artistic, cultural, educational or political purposes.
(8) Additional temporary uses added by the Planning
Commission in accord with Section 15- 60.050.
(9) Temporary on -site and off -site signs in conjunction
with the above uses.
15- 60.020 Application for use permit; fee.
Application for a temporary use permit shall be filed
with the Planning Director, on such form as he may pre-
scribe, at least thirty days prior to the proposed date of
the event The application shall be accompanied by a
processing fee in such amount as established from time
to time by resolution of the City Council, and shall include
the following:
(a) Name and address of the applicant.
(b) Statement that the applicant is the owner of the
property or is the authorized agent of the owner.
(c) Address or description of the property on which
the use will be conducted.
(d) Two copies of a site plan which shall include the
following:
(1) Designation of area to be occupied by the use.
(2) Existing structures and improvements.
(3) Provision for off street parking.
(4) Site location diagram.
(5) Identification of all property owners and uses within
a radius of five hundred feet from each boundary of the
site.
(e) A written description of the event to include:
(1) Activities planned during the event.
(2) Days and hours of operation.
(3) Sales of goods (if any).
(4) Number of people involved in operating the event
and number of people anticipated to attend.
(5) Explanation of how and where food (if any) is to
be served.
(6) Explanation of the number and location of sanitary
facilities to be provided.
(f) A location diagram and drawing of any temporary
signs proposed for identification of the use or off -site
direction to the use. Off -site sign proposals must be accom-
panied by written statements of authorization signed by
the owners of the sites on which said signs are to be
located.
15 -60.030 Issuance of use permit; conditions.
(a) The Planning Director or. the Planning Commission,
as the case may be, may grant a temporary use permit upon
a finding that the temporary use is compatible with the
purposes and objectives of this Chapter, and in doing so
15- 60.030
shall impose such reasonable conditions as circumstances
may require, including, but not limited to, the following:
(1) A refundable clean -up deposit, in such amount as
may be appropriate.
(2) Limitation on the length of time, the days of the
week, and the hours of the day during which the activity
may be conducted.
(3) Approval by the County Health Department if food
is to be sold in connection with the activity.
(4) Approval by the chief of the fire district in which
the activity will be conducted if such activity involves any
risk of fire, explosion, or other similar hazard.
(5) Approval by the Sheriff s department if the activity
requires any traffic or crowd control or involves any
potential threat to the public safety.
(6) Provision for sanitary facilities.
(7) Limitation on the size, number, location and duration
of temporary signs advertising the activity.
(b) The Planning Director or the Planning Commission
may deny any application which is detrimental to the public
health, safety or welfare or which is in conflict with the
objectives of this Chapter. Approval for the identical use
by the same applicant shall not be given more than once
in a twelve -month period.
15- 60.040 Applicability of other Code
provisions.
Notwithstanding the provisions of this Article, any fair,
amusement park, circus, carnival or other similar activity
for which a permit is required under Section 4- 10.010 of
this Code, or any special event for which a permit is
required under Article 10 -10 of this Code, or any use of
a public park for which a special permit is required under
Article 11 -10 of this Code, shall be governed by such other
provisions of this Code and no separate use permit therefor
shall be required pursuant to this Article.
15- 60.050 Addition of temporary uses.
Upon application or its own initiative, the Planning
Commission may add other temporary uses to the list
thereof set forth in Subsection 15- 60.010(b), so long as
such additional uses fall within the definition of "temporary
use" as set forth in Subsection 15- 60.010(a), and upon a
finding that each use will not be detrimental to the public
health, safety or welfare and will not adversely affect the
character of the district in which it will be conducted, and
will not create odor, dust, dirt, smoke, noise, vibration,
illumination, glare, unsightliness, hazard of fire or explosion,
traffic congestion or other objectionable influence.
15- 60.060 Appeals.
Any de or decision by the Planning Director
or the Planning Commission under this Article may be
appealed to the City Council in accordance with the proce-
dure set forth in Article 15 -90 of this Chapter.
Article 15-65
NONCONFORMING USES AND STRUCTURES
Sections:
Determination of value.
15- 65.010
Purposes of Article.
15- 65.020
Continuation in general.
15- 65.030
Exemption of nonconforming
single family and multi family
15 -65Unsafe
dwellings.
15- 65.040
Routine maintenance; limitatic
on repairs.
15- 65.050
Change of use.
15- 65.060
Expansion of nonconfo ng
uses.
15- 65.070
Expansion of nonco orming
structures.
15- 65.080
Termination of nconforming
uses and struc res by
15- 65.090 Replacement of damaged or
destroyed facility.
15- 65.100 Replace ent of damaged or
destro ed nonconforming
slru ure.
15- 65.110 Eli unation of nonconforming
and structures after lapse of
15- 65.120
Determination of value.
15 65/
Determination of age.
1 65Authorization
of nonconforming
uses and structures by use
permit or variance.
15 -65Unsafe
buildings.
15 -65
Nonconforming sites.
15 -65 Lcle Purposes of Article.
is intended to limit the number and extent
of nconforming uses and structures by prohibiting their
e ement, intensification, re- establishment after abandon
ent or restoration after destruction, and requiring their
termination after reasonable periods of time. This Article
is further intended to allow certain nonconforming uses
and structures to remain where such uses or structures do
362
4
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: MARCH 18, 1998
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
i
CITY MGR.:
DEPT. HEAD:
SUBJECT: Landscaping and Lighting Assessment District LLA -1; Reauthorization for
FY 98 -99
Recommended Motion(s)
1. Move to adopt the Resolution describing improvements and directing preparation of the Engineer's
Report for reauthorization of the District for FY 98 -99.
2. Move to adopt the resolution appointing the Attorneys for the District for FY 98 -99.
Report Summary
Attached are the two Resolutions which the Council must adopt to initiate the reauthorization of the
Landscaping and Lighting Assessment District LLA -1 for FY 98 -99. A brief summary of each
Resolution follows:
1. Resolution describing improvements and directing preparation of the Engineer's Report for
Fiscal Year 1998 -1999 This is the Resolution required under Streets Highways Code Section
22622 to initiate the annual renewal process for the District for the ensuing fiscal year. The
Resolution refers to the improvements proposed to be undertaken (Exhibit A), and orders the
preparation of the Engineer's Report required under S &H 22565.
2. Resolution appointing attorneys for Fiscal Year 1998 -1999 This Resolution appoints the City
Attorney's office as the attorneys for the District for FY 98 -99 and limits the attorney's fees to a
maximum of $500.
The provisions of SB 919 (The Proposition 218 Omnibus Implementation Act) adopted by the
legislature last year will be incorporated into the renewal process for the first time this year.
Procedurally this means that assessment ballots will be mailed to those property owners within the
District whose assessments are proposed to increase from any previous year and who did not vote last
year, or who own property within one of the Zones which were included in the balloting last year but
which failed to approve the proposed assessment increase at that time. Additionally, SB 919 eliminates
the requirement that the City conduct a public informational meeting at least ten days prior to the
Protest Hearing. As before, ballots will be separately tabulated at the close of the Protest Hearing for
each Zone that is voting. Only those ballots returned by the close of the Protest Hearing will then be
tabulated to determine if a majority protest exists.
0
The following sets forth the tentative schedule for renewal of the District for FY 98 -99:
March 18 Council adopts Resolutions directing preparation of the Engineer's Report and
appointing attorneys.
April 15 Engineer's Report with preliminary assessment amounts is submitted. Council
adopts Resolution of Intention preliminarily approving Engineer's Report and setting
date for Protest Hearing.
April 17 Notices of preliminary assessments and Protest Hearing date, and Prop. 218 ballots
are mailed to property owners. Notice of Protest Hearing date is sent to Saratoga
News.
April 29 Protest Hearing notice published in Saratoga. News.
May 6
June 3 Council conducts Protest Hearing per Gov't. Code Sec. 53753. Ballots must be
submitted by the close of the hearing. City tabulates ballots. If appropriate, Council
adopts Resolution confirming the assessments for FY 98 -99.
June 17 Backup date in case of any problems.
August 10 Final date for transmitting the assessment roll to the County Auditor
Fiscal Impacts:
All of the costs associated with the Landscaping and Lighting Assessment District LLA -1 are charged
against and recovered through the District. There is no direct fiscal impact on the City's General Fund.
A more precise look at the proposed funding of the District in FY 98 -99 will be available when you
receive the preliminary Engineer's Report.
Advertising, Noticing and Public Contact
Nothing additional at this time. Eventually, notices will be mailed to those property owners in the
District whose assessments are proposed to be increased, along with the Prop. 218 ballot.
Consequences of Not Acting on the Recommended Motion
This would depend on what Resolutions the Council does not approve. Either the reauthorization
process would not begin, or the City Attorney's office would not be appointed as the Attorneys for the
District.
Follow Up Actions
Work on the Engineer's Report will begin.
4
Attachments:
1. Resolution describing improvements and directing preparation of the Engineer's Report for FY
98 -99.
2. Resolution appointing Attorneys.
RESOLUTION NO. 98-
A RESOLUTION DESCRIBING IMPROVEMENTS AND
DIRECTING PREPARATION OF ENGINEER'S REPORT
FOR :FISCAL YEAR 1998 -1999
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 1998 1999.
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:
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 Engineer 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 -1223.
Passed and adopted by the City Council of the City of Saratoga, California, at
a meeting thereof held on the day of 1998, by the following vote:
AYES:
NOES:
ABSENT:
Mayor
Attest:
City Clerk
MSR:dsp
March 10, 1998
J:\WPD\MNRSW\273\RES98\ENGRPT.98
3
Exhibit A
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, luminaires, 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.
r
MSR:dsp
March 28, 1997
J: \WPD\MNP,SW\273\RES97\EXA -LLA-97
Supplement to Exhibit A
City of Saratoga
Landscaping and Lighting Assessment District LLA -1
Benefits Provided Within Each Zone
Zone 1 (Manor Drive Landscape District) Provides for landscape maintenance of
the Manor Drive medians and Saratoga Sunnyvale Road frontage along Tract 3822.
Zone 2 (Fredericksburg Landscape District) Provides for landscape maintenance
along the Cox Avenue frontage of Tracts 3777, 4041, and 4042.
Zone 3 (Greenbriar Landscape District) Provides for landscape maintenance of
the Seagull Way entrance to Tract 4628, 4725 and 4726, and of the common areas
along Goleta Avenue and Guava Court.
Zone 4 (Quito Lighting District) Provides for streetlighting and landscape
maintenance in the El Quito Park residential neighborhoods; Tracts 669, 708, 748,
6785, 7833, and 8700.
Zone 5 Azule Lighting District) Provides for streetlighting in the Azule Crossing
residential neighborhoods: Tracts 184, 485, 787, 1 1 1 1 and 1800.
Zone 6 Sarahills Lighting District) Provides for streetlighting in the Sarahills
residential neighborhood; Tracts 3392 and 3439.
Zone 7 (Village Residential Lighting District) Provides for streetlighting in four
separate residential neighborhoods surrounding Saratoga Village. Includes all or a
portion of Cunningham Acres, La Paloma Terrace, Mary Springer #1 and #2,
McCartysville, Saratoga Park, Williams and Tracts 270, 336, 416, 2399, 2502,
4477, 5350, 5377, 5503, 5676, 6419 and 6731.
Zone 9 (McCartysville Landscape District) Provides for landscape maintenance
along the Saratoga Sunnyvale Road frontage of Tract 5944.
Zone 10 (Tricia Woods Landscape District) Provides for landscape maintenance
along the Saratoga Sunnyvale Road frontage of Tracts 6199, 7495 and 7928.
Shared with Zones 14 and 18.
Zone 11 (Arroyo de Saratoga Landscape District) Provides for landscape
maintenance of the Via Monte entrances to all or a portion of Tracts 2694, 2835,
2844, 3036 and 4344.
Zone 12 (Leutar Court Landscape District) Provides for landscape maintenance
of the Leutar Court frontage in Tract 6996.
Zone 14 (Cunningham Place Landscape District) See Zone 10.
Zone 15 (Bonnet Way Landscape District) Provides for monthly landscape
maintenance along Bonnet Way; Tract 5462.
Zone 16 (Beauchamps Landscape District) Provides for landscaping and lighting
of the Prospect Road entrance to the Beauchamps subdivision; Tract 7763.
Zone 17 (Sunland Park Landscape District) Provides for landscape maintenance
along the Quito Road frontage of Tracts 976 and 977.
Zone 18 (Glasgow Court Landscape District) See Zone 10.
Zone 22 (Prides Crossing Landscape District) Provides for periodic landscape
maintenance along Prospect Road between the Route 85 overcrossing and Titus
Avenue and along Cox Avenue between the Route 85 overcrossing and Saratoga
Creek. Includes all properties bordered by Route 85, Prospect Road and Saratoga
Creek with the exception of the Brookview neighborhood (Tracts 1493, 1644,
1695, 1727, 1938 and 1996).
Zone 24 (Village Commercial Landscape and Lighting District) Provides for
routine maintenance of Village Parking Districts 1 -4, Big Basin Way landscaping
and street lighting.
Zone 25 (Saratoga Legends Landscape District) Provides for landscape
maintenance along the Saratoga Sunnyvale Road frontage, and pedestrian
pathways within Tract 8896.
Zone 26 (Bellgrove Landscape and Lighting District) Provides for common area
landscape maintenance and lighting associated with Tract 8700.
Zone 27 (Kerwin Ranch Landscape District) Provides for landscape maintenance
along the Fruitvale and Saratoga Aves. Frontages of Tracts 8559 and 8560.
S
t
RESOLUTION NO. 98-
A RESOLUTION APPOINTING ATTORNEYS
FOR FISCAL YEAR 1998 1999
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 1998
1999; 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 Meyers, Nave, Riback, Silver Wilson 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.
Passed and adopted by the City Council of the City of Saratoga, California at
a meeting thereof held on the day of 1998, by the following vote:
AYES:
NOES:
ABSENT:
Attest:
City Clerk
Mayor
J:\WPD\MNRSW\273\RES98\ATTYLIA.98
MINUTES
SARATOGA CITY COUNCIL
TIME: Wednesday, March 4, 1998 6:00 p.m.
PLACE: Civic Theater, 13777 Fruitvale Ave.
TYPE: Regular Meeting
Administration Conference Room, 13777 Fruitvale Avenue
6:00 p.m. Special Meeting to interview Child Care Coordinator
applicants (6:00 Peter Holdorf; 6:10 Nancy Anderson (withdrew);
6:20 Marjan Sharifnejad)
6:30 p.m. CLOSED SESSION FOR CONFERENCE WITH LEGAL COUNSEL
ANTICIPATED LITIGATION
Possible initiation of litigation pursuant to Government Code Section
54956.9(c) in one case and possible exposure to litigation pursuant to
Government Code Section 54956.9 (b) in one case.
Mayor's Report on Closed Session No action taken.
Pledge of Allegiance Led by Councilmember Bogosian.
1. ROLL CALL
Councilmembers Bogosian, Jacobs, Moran, Shaw and Mayor Wolfe were
present. Staff members present were City Manager Perlin, City Attorney
Riback, Community Development Manager Walgren, and Deputy City Clerk
Cory.
2. CEREMONIAL ITEMS
A. Proclamation Honoring Marion Card
MORAN /SHAW MOVED TO APPROVE THE PROCLAMATION. Passed 5 -0.
B. Petroleum Man of the Century Proclamation
BOGOSIAN /SHAW MOVED TO APPROVE THE PROCLAMATION. Passed 5 -0.
C. Absolutely Incredible Rids Day Proclamation
MORAN /SHAW MOVED TO APPROVE THE PROCLAMATION. Passed 5 -0.
3. REPORT OF CITY CLERK ON POSTING OF AGENDA
Pursuant to Government Code 54954.2, the agenda for this meeting was
properly posted on February 27.
4. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC
A. ORAL COMMUNICATIONS
Herb Radding, 14050 Chester Ave., submitted a letter supporting school
district transfers and requested Council consideration.
Mr. Radding then requested that the Special Event Permit fees
collected for the San Jose Symphony Showcase benefit be waived.
Presentation by Randy Anderson, Midpeninsula Regional Open Space
District concerning Open Space Study:
Mr. Anderson explained the District's plans, illustrated them with
slides, overhead projections, and a map, and answered Councilmembers'
questions. He stated that it would be helpful if the Council or staff
noted any mistakes on the maps and returned them to him.
B. COMMUNICATIONS FROM COMMISSIONS None.
C. WRITTEN COMMUNICATIONS
1) Letter from Patricia Catlin, Saint Andrew's Episcopal
Church, requesting waiver of fee for Celtic Faire
temporary use permit.
City Council Minutes 2 March 4, 1998
Deputy City Clerk Cory reported that Mrs. Catlin had requested
continuance of this matter to March 18, since she was unable to be
present tonight. There was consensus to do so.
2) Letter from Laura Kim, 20812 Fourth St. #22,
concerning naming a street after Nigerian activist Ben
Charles Obi.
There was consensus to refer this item to the Heritage Preservation
Commission.
Councilmember Moran suggested that Ms. Kim be invited to any meeting
where the street name is considered.
3) Request from Hakone Foundation for Admission and
Parking Fee Increase
City Manager Perlin reviewed the staff report, noting that the purposes
of the increased fees are to encourage people to join the Foundation
and to recover costs.
Councilmember Bogosian stated he felt the Foundation should get more
revenue from events like conferences. He opposed raising fees because
Hakone Gardens is a public park.
Mayor Wolfe reported that when he had been the liaison person the
Foundation had an aggressive program to rent their facilities.
SHAW /JACOBS MOVED TO APPROVE FEE REVISIONS AS PROPOSED. Passed 4 -1
(Bogosian opposed).
5. CONSENT CALENDAR
A. Previously- Discussed Items None.
B. New Items
Councilmember Bogosian requested that Item 6 be removed from Consent
Calendar B.
SHAW /BOGOSIAN MOVED TO APPROVE CONSENT CALENDAR B WITH THE EXCEPTION
OF ITEM 6. Passed 5 -0.
1) Planning CommiS13iOn Actions, 2/25 Note and file.
2) Finance Commission Minutes, 2/2 Note and file.
3) Public Safety Commission Minutes, 12/11; 1/7 Note
and file.
4) Memo Authorising Publicity for Upcoming Hearings
CDBG Hearing
5) Approval of Payments for Emergency Storm Work
performed by Stevens Creek Quarry
6) Approval of Check Register
7) Final Map Approval, Tr. 9028 (five -lot subdivision at
14596 Big Basin Way) (Owner, IM, Inc.)
8) City Financial ]?sports for January:
a) Treasurer's Report Receive and file.
b) Investment Report Receive and file.
C) Financial Report Receive and file.
Councilmember Bogosian inquired as to the payment to Berlogar
Geotechnical Consultants for the Villa Oaks landslide. City Manager
Perlin replied that was for investigative work to find out the cause
of the landslide and assign liability. Mr. Bogosian then inquired
I
City Council Minutes 3 March 4, 1998
concerning a payment to Davco Waterproofing services. Mr. Perlin
explained that the repairs were intended to fix a new problem, not the
previous problems in the Administration Building. Mr. Bogosian then
asked about a payment to Swat Pest Control for work at the Library.
Mr. Perlin replied that he would find out the kind of work done and
relay the information to Mr. Bogosian.
C. CLAIMS AGAINST THE CITY None.
6. PUBLIC HEARINGS None.
4. A. oral Communications (continued) and instructions to staff
regarding actions on current oral communications
Concerning the letter submitted by Mr. Radding on school boundaries,
there was consensus to direct the staff to prepare the letter for the
Mayor's signature.
Concerning Mr. RaddingIs request on the San Jose Symphony Showcase,
there was consensus to direct the staff to prepare a report on previous
similar fee waiver requests for the March 18 meeting.
7. OLD BUSINESS
A. Approval of Wording for Warning Signs along Saratoga Creek
City Manager Perlin reviewed the staff report. He noted that Mr.
Mitchell approved the wording of the signs.
Councilmember Shaw suggested that an additional warning sign be placed
at the Wildwood Park outfall saying that harmful substances might flow
out of the storm drain.
Councilmember Moran suggested that letters be sent to Mr. Mitchell and
Mr. Whetstone thanking them.
Victor Monia, 14665 Granite Way, supported wording for the proposed
signs. He remarked that Mr. Whetstone in particular should be thanked
because he had signs installed at his own cost. Mr. Monia also asked
for a tally of legal fees in connection with the Saratoga Creek
litigation.
Mayor Wolfe stated that he, too, would be interested in the litigation
costs resulting from the lawsuit filed against the City. There was
consensus to direct the City Attorney to prepare a memo with the
information.
MORAN /SHAW MOVED TO APPROVE THE WORDING OF THE SIGNS AS RECOMMENDED.
Passed 5 -0.
S. NEW BUSINESS
A. Request for Waiver of Annexation at 19544 Glen Una Dr.
(Osinski)
City Manager Perlin introduced Community Development Manager Walgren,
who reviewed the staff report and answered Councilmembers' questions.
MORAN /SHAW MOVED TO DENY THE REQUEST FOR WAIVER AND DIRECT APPLICANTS
TO SUBMIT AN APPLICATION FOR ANNEXATION TO THE CITY. Passed 5 -0.
Richard Gonerko expressed a desire to speak on the waiver request.
City Manager Perlin noted that although the Council had already taken
action on the request, they could reconsider the action if they desired
to after hearing Mr. Gonerko.
Mr. Gonerko spoke as a representative of Waldemar Osinski, saying that
Mr. Osinski wanted to remain in the County because the steepness of the
lot requires a steeper driveway than the City permits. He said the
house would not be much larger than the City permits and would not be
visible from the road.
The Council took no further action on the item.
1�
City Council Minutes 4 Xarch 4, 1998
B. Personnel Issues in Connection With Reorganisation
City Manager Perlin reviewed the :staff report, noting that adoption of
these resolutions does not preclude further changes if new
opportunities for enhancing City services or reducing costs arise.
Michael Berman spoke as a representative for the Saratoga Employees
Association. He expressed concerns about layoffs of some employees
while other employees are getting raises. As to the custodial layoff,
he stated there was no lack of work and no lack of funds, so the layoff
was not justified.
1) Resolution Implementing a Reorganisation Plan,
Authorising Permanent Positions in City Service and
Appointing James Walgren as Community Development
Director
MORAN /SHAW MOVED TO ADOPT RESOLUTION 85- 9.108. Passed 5 -0.
2) Resolution Amending the City's Classification Plan
MORAN /BOGOSIAN MOVED TO ADOPT RESOLUTION 85- 9.109. Passed 5 -0.
City Manager Perlin noted that the! resolutions increased, not reduced,
the number of staff members. Furthermore, they included no salary
increases, and any such changes must be negotiated with the employee
groups involved.
C. Resolution calling Measure G Special Election, June 2,
1998; General Plan Amendment for Barry Swenson Builder for
Project on Quito Road
City Manager Perlin reviewed the staff report. He noted the receipt
of a letter from Morrison Foerster supporting an election before
going through planning procedures and a communication from Marcia
Fariss supporting planning processes before an election.
Councilmember Moran reported that she had talked to Chris Mahoney,
Alicia Guerra, and an attorney for the City of Napa; Councilmember
Bogosian, that he had talked to representatives of Barry Swenson;
Councilmember Shaw, that he had. talked to Moosa Malek and Chris
Mahoney; Councilmember Jacobs, that he was contacted but did not meet
with anyone; Mayor Wolfe, that he was contacted by Jean -Paul D'Elia but
did not meet with anyone.
Cheriel Jensen, 13737 Quito Road„ opposed the project because it is
inconsistent with all current zoning districts. She felt no project
may be suitable for this site because of various problems there.
Jeff Schwartz, San Marcos Rd., opposed the resolution. He requested
that the Council either table the action and work on the Measure G
resolution or deny the request. He believed the voters wished to know
what they are voting on. He said the staff had said it would be
impossible to deny the project if it were approved on the ballot.
Moosa Malek, Los Altos Hills, spoke as an investor who wished to build
a senior citizen housing project. He said the staff can deny the
project even if the General Plan ;Amendment is approved on the ballot.
He felt it was unfair to have the election after the developer has gone
to the expense of preparing architectural plans.
Barry Swenson, San Jose, stated that he wished to build a good project
of which the City would be proud,. He said the traffic impacts of a
senior citizens housing project would not be great enough to constitute
a problem. He asked that the council consider the time and money
required to develop the project, when it has only a one in five chance
of approval.
Alicia Guerra, Walnut Creek, an attorney for Barry Swenson Builder,
favored the resolution.
Betty Feldheym, 20184 Franklin Avenue, speaking as an advocate for
City Council minutes 5 March 4, 1998
affordable housing, stated there is a need for this type of in
Saratoga. She felt the builder should be required to set aside some
percentage of units for affordable housing. She believed the election
should be held before going through the planning procedures.
In response to several Councilmembers, City Attorney Riback explained
various aspects of the matter. He said that, if the General Plan
Amendment were approved on the ballot, the underlying project would
still have to go through normal processes and could be denied. The
land use designation would be changed if it were approved on the
ballot, and the Council could not modify it. The resolution on Measure
G implementation is a policy resolution which does not have the force
of law; the City Council can follow it or not. He stated that the
Measure G resolution is not a regulation; it is a process.
Mayor Wolfe said that the applicant did not know the resolution was not
a regulation, and it would not be fair to change the process now.
Councilmember Jacobs stated that the builder has not invested a
significant amount of money yet and that it is in his interest to go
through planning procedures first and obtain the support of neighbors
for the project.
JACOBS MORAN MOVED TO TABLE ACTION AND DIRECT STAFF TO PLACE
RECONSIDERATION OF MEASURE G IMPLEMENTATION PROCESS ON A FUTURE AGENDA.
Passed 4 -1 (Wolfe opposed).
D. Approval of Contract with Interim Finance Director Oliver
L. Wright
City Manager Perlin reviewed the staff report and stated that Mr.
Wright would probably be working two or three days per week.
MORAN JACOBS MOVED TO APPROVE CONTRACT. Passed 5 -0.
9. ROUTINE MATTERS
A. Approval of Minutes 2/18; 2/24
MORAN/JACOBS MOVED TO APPROVE 2/18 MINUTES. Passed 4 -1 (Bogosian
abstaining because he had been absent).
Concerning the Recreation Cost Recovery Task Force, Councilmember Shaw
pointed out that the 2/24 minutes omitted the direction to staff to
provide a salary structure survey of recreation departments of
surrounding communities for the final report in April.
MORAN/JACOBS MOVED TO APPROVE 2/24 MINUTES WITH THE ADDITION OF THE
DIRECTION CONCERNING SALARY STRUCTURE FOR RECREATION DEPARTMENTS IN
SURROUNDING CITIES. Passed 5 -0.
10. CITY COUNCIL ITEMS
A. Agenda items for neat adjourned regular meeting No
meeting March 10.
B. Other
Councilmember Moran noted that Saratoga Little League opening day
conflicts with the Council retreat, so no Councilmembers will be able
to attend the opening day.
11. CITY MANAGER'S REPORT
City Manager Perlin suggested the date of May 12 for the Brown Act
Workshop. (Clerk's Note: Later changed to May 26.)
He also reported that Councilmember Moran, Planning Commissioner
Martlage, Deputy City Clerk Cory, and he had visited the City of Monte
Sereno to look at their City Council furniture. Since Saratoga's
Council furniture is in need of replacement, it may be possible to
contract with the carpenter who constructed Monte Sereno's furniture
if it can be done at a reasonable price. Plans may be available in
I
City Council Minutes 6 March 4, 1998 It
thirty to forty -five days.
City Manager Perlin then reported that a good response had been
received to recruitments for the planner and department head positions.
Councilmember Shaw commented that the stronger overhead lights in the
theater seemed to cut down glare from the lights facing the Council.
12. ADJOURNMENT
The meeting was adjourned at 10:00 p.m. to 9:00 a.m. on Saturday, March
14, for the Council retreat at Savannah Chanel Vineyards, 23600
Congress Springs Road.
Respectfully submitted,
Grace E. Cory
Deputy City Clerk