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HomeMy WebLinkAbout12-08-1998 City Council Agenda (2)AGENDA SARATOGA CITY COUNCIL TIME: Tuesday, December 8, 1998 5:00 p.m. PLACE: Adult Care Center, 19655 Allendale Avenue TYPE: Adjourned Regular Meeting/Joint Meeting with Saratoga Area Senior Coordinating Council Special Meeting for the purpose of a Closed Session Conference with Legal Counsel 5:00 p.m. in Administration Conference Room, 13777 Fruitvale Avenue Pursuant to Government Code Section 54956.9: Existing litigation Names of cases: Warfel v. Saratoga; San Francisco Baykeepers et al. v. Saratoga; San Francisco Baykeepers et al. v. State Water Resources Control Bd. et al.; City of Saratoga v. West Valley Mission Community College District; City of Saratoga v. Santa Clara County and Pursuant to Government Code Section 54956.9c: Possibile initiation of litigation in one case and Pursuant to Government Code Section 54956.9b: Possible exposure to litigation in one case Mayor's Report on Closed Session. 1. Interview Applicant for Parks and Recreation Commission 6:45 p.m. (Note: Application form is attached as part of Item 10.) 2. Roll Call 7:00 p.m. 3. Report of City Clerk on Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on December 4 The notice of adjournment from the December 2 Council meeting was properly posted on December 3. 4. Oral Communications from the Public on Non Agendized Items 5. Joint Meeting with Saratoga Area Senior Coordinating Council (Note: Minutes of last joint meeting are provided for reference.) A. Modification of the City of Saratoga SASCC Agreement, with inclusion of Saratoga Adult Care as a unit of the corporation. B. Proposal in concept for rehab and use of CDBG funds for desired improvements for Senior Center and Saratoga Adult Care Center. C. Proposal for maintenance of certain equipment and furnishings with a specific annual dollar allocation. City Council Agenda 2 December 8, 1998 D. Expectations of fiscal and program audit by City of Saratoga. 6. Presentation of informational/reference materials regarding Playfields Development Project 7. Master Meeting Calendar for 1999 8. Committee Assignments Assoc. of Bay Area Governments Chamber of Commerce Board County Cities Assn. Leg. Task Force County HCD Policy Committee Emergency Planning Council Hakone Foundation Liaison KSAR Community Access TV Board Library Joint Powers Agency N. Cent. Flood Cont. Zone Adv. Bd. Penin. Div., League of Cal. Cities Santa Clara Valley Water Commission Santa Clara County Cities Assn./ City Selection Committee SASCC Liaison Saratoga Business Dev. Council Sister City Liaison Solid Waste JPA Valley Transportation Authority PAC West Valley Sanitation District 9. Self- Evaluation of Previous Meeting -12/2 10. Recruitment for Library Commission, Parks and Recreation Commission, and Finance Commission 11. Policy for Placing Items on Council Agendas 12. Other 13. Adjournment to 4:00 p.m. on Wednesday, December 16 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 11] s. City Council Minutes 2 December 9, 1997 6. Joint Meeting with Saratoga Area Senior Coordinating Council Olga Macfarlane, Senior Center Executive Director, introduced representatives of SASCC: President Roy Cook; Vice President, Senior Center Peggy Corr; Vice President at Large Gladys Armstrong; Past President Dane Christensen; Vice President, Finance Ron Duffin; Mary Richards, Adult Care Center Director. A. Modification of the City of Saratoga SASCC Agreement, with inclusion of Saratoga Adult Care as a unit of the corporation. Ms. Richards reviewed the Adult Care Center program, stating that most users do not pay the full fee of $43 per day. In answer to Mayor Wolfe, she stated that a number of other cities subsidize adult care centers. Mayor Wolfe noted that Saratoga could not afford to do so. Ms. Richards and Ms. Macfarlane answered Councilmembers' questions. Mr. Christensen noted that the caregivers of the users benefit from the program as well as the users themselves. Mrs. Corr noted that the Coordinating Council represents the entire West Valley area, not just Saratoga itself. B. Proposal in concept for rehab and use of CDBG funds for desired improvements for Senior Center and Saratoga Adult Care Center. City Manager Perlin noted that the City is in the process of transferring responsibility for much of the CDBG program administration back to the County. In this way the City will be relieved of the necessity for administering small grants to a number of grantees. This would save staff and Council time. He stated it would not impact the rehabilitation of the caretaker's house at Hakone. Councilmember Moran asked whether CDBG funds could be used for improving the heating, air conditioning, or security in the Senior Center. No immediate and definitive answer was forthcoming, but staff will look into this. C. Proposal for maintenance of certain equipment and furnishings with a specific annual dollar allocation. Ms. Macfarlane stated that equipment and furniture maintenance costs average approximately $6,000 per year based on actual expenditures over the last four years. She recounted how the City had at one time paid these costs but had not done so in recent years. City Manager Perlin explained that in earlier years the staff had interpreted the SASCC agreement to mean that the City was to maintain SASCC's equipment. More recently, however, the staff had scrutinized the agreement more carefully and believed it had been incorrectly interpreted in the past. He suggested that the Council contribute a fixed dollar amount which, if not completely expended, could be used to start a sinking fund for equipment replacement. Councilmembers expressed mixed opinions on the sinking fund. City Council Minutes 3 December 9, 1997 MORAN /SHAW MOVED TO DIRECT THE STAFF TO USE UP TO $3,000 FROM THE CONTINGENCY FUND TO REIMBURSE SASCC FOR ACTUAL EXPENSES FOR MAINTENANCE OF EQUIPMENT FOR THE CURRENT FISCAL YEAR. Passed 5 -0. D. Expectations of fiscal and program audit by City of Saratoga. Olga Macfarlane stated that the federal government required a certification rather than a full audit. There was consensus to require the same level for the City. City Manager Perlin stated that the SASCC agreement needed to be re- written. There was consensus to do so. Saratoga City Council Committee Assignments for 1999 Association of Bay Area Governments (ABAG) ABAG is the Regional Planning Agency for the nine county Bay Area. Executive Board meetings are held quarterly, however Saratoga is represented along with the other cities in Santa Clara County by a representative appointed by the Santa Clara County Cities Association (I believe). The only meeting a councilmember may actually need to attend is the annual General Assembly held in Oakland in the spring, date and time to be announced. Saratoga Chamber of Commerce Both the Mayor and City Manager serve as ex- officio members of the Chamber of Commerce Board. In 1999, meetings will be held on the third Wednesday of each month at 12:15 p.m. generally at the Villa Fatima meeting room on Saratoga -Los Gatos Road. Santa Clara County Cities Association Legislative Task Force The Task Force is an advisory body to the Cities Association which reviews pending state and federal legislation for potential impacts to cities. Occasionally, the Task Force will recommend positions for the Cities Association and individual City Councils to take on specific legislation. The Task Force usually meets five or six times each year on the fourth Thursday of the month at 5:30 p.m. at the Sunnyvale City Hall. Santa Clara County Housing Community Development (HCD) Council Committee The HCD Council Committee is comprised of local elected officials who review and recommend policies and priorities concerning the County's Housing Community Development, and Community Development Block Grant Programs to the County Board of Supervisors. The Committee's meeting schedule varies, but it generally convenes six to eight times throughout the year at the offices of the County Housing Authority, 505 West Julian Street, San Jose. Santa Clara County Emergency Planning Council (EPC) The EPC is comprised of City and County representatives who review and prioritize emergency planning efforts at the countywide level. This past year, the EPC was responsible for determining how state emergency management funds should be allocated to local jurisdictions within Santa Clara County resulting in some of these funds being distributed to Saratoga and other cities for the first time. The EPC meets quarterly at the County EOC usually on the third Thursday of the month at 12 noon. Hakone Foundation Board Liaison A member of the City Council serves as an ex- officio member of the Hakone Foundation Board to maintain open communications between the City and the Board. This assignment has taken on a greater significance during the past year since responsibility for operating and maintaining Hakone Gardens was transferred to the Foundation. Currently the Board meets on the fourth Monday of every month at 7:30 p.m. at the Cultural Exchange Center in the gardens. KSAR Community Access CATV Foundation Board One member of the City Council, along with the City Manager, represent the City on the Community Access Television Board. Other Board members include one Trustee from the West Valley Mission Community College District Board, one staff member from West Valley College, and three public members who must be Saratoga residents and who are selected jointly by the four City and College Board members. The CATV Board establishes policies and priorities for the management and operation of the local community access television station which are then implemented by the Community Access Coordinator. Currently, the Board meets on the second Thursday of every month at 8:30 a.m. at City Hall. Santa Clara County Library System Joint Powers Authority Board Each city which is a JPA member, along with the County, has a representative on the JPA Board. Board members are elected officials of the JPA member agencies. The Library JPA is the policy making and governing body of the County's library system, of which the Saratoga Community Library is a part. The Library JPA is currently meeting on a quarterly basis (next meeting is scheduled for January 28, 1999) at 1:30 p.m. at the Quinlan Community Center in Cupertino. Santa Clara Valley Water District North- Central Flood Control Zone Advisory Committee The Water District provides flood control activities throughout the county via five flood control zones which fund these activities through benefit assessments levied against properties within each zone. The City of Saratoga is located entirely within the North- Central Zone of the District. Each zone is served by an advisory committee of elected and appointed representatives of the cities within the zone. The purpose of the advisory committee is to formulate recommendations on flood control efforts within the zone to the Water District's Board of Directors. The North Central FCZ Advisory Committee generally meets four times per year in February, May, September, and November on Wednesdays at 11:30 a. in. at the Rinconada Water Treatment Plant on More Ave. in Los Gatos. In 1999, there may be additional meetings scheduled to consider alternatives for funding future flood control programs and projects since the current benefit assessment program is set to sunset in 2000. League of California Cities Peninsula Division Saratoga, by virtue of its location, is situated within the Peninsula Division of the League of California Cities. The League serves to represent the interests of all California cities by advocating public policy at both the state and national levels. Official League policy is formulated through a system of committees, departments and divisions, the latter of which is comprised of elected officials from each city within the division. The Peninsula Division of the League meets on an as- needed basis, generally several times each year, at a location usually within southern San Mateo County. Santa Clara Valley Water District Water Commission Similar to the Flood Control Zone Advisory Committees, the Water District's Water Commission advises the Water District Board on water supply issues in Santa Clara County. The Commission is mostly made up of elected officials who represent the cities within the county, although some cities are represented by staff members appointed by their City Councils. The Water Commission meets two or three times per year on Wednesday mornings at 9:00, also at the Rinconada Water Treatment Plant in Los Gatos. Santa Clara County Cities Association (City Selection Committee) The Cities Association serves as a forum for the 15 cities within Santa Clara County to discuss issues of mutual concern. It is staffed by former Saratoga councilmember and mayor Marty Clevenger, whose title is Executive Director. Each city is represented at meetings of the Cities Association by one city councilmember, and meetings are held on the second Thursday of every month at 7:00 p.m. at Sunnyvale City Hall. Occasionally, the Cities Association will convene as the City Selection Committee to perform certain statutory obligations relating to the appointment of city representatives to various county and regional bodies such as LAFCO, the Air District Board, MTC, etc., however no additional meetings result because of this. Saratoga Area Senior Coordinating Council Liaison One member of the City Council serves as liaison to the SASCC Board to maintain open communications between the City and SASCC. The Board meets on the third Monday of every month at 9:30 a.m. at City Hall. Saratoga Business Development Council The SBDC was conceived a couple of years ago to serve as a forum for interested parties to discuss issues relating to economic development and business promotion within Saratoga. The SBDC is going through a period of transition, but it appears that it will continue to meet on at least a quarterly basis with the next meeting scheduled to occur sometime in January. Up to two members of the City Council may attend SBDC meetings which, up to this point, have occurred on the fourth Tuesday of the month at 8:00 a.m. at City Hall. Saratoga Sister City Committee Liaison One member of the City Council serves as liaison to the Sister City Committee which meets the first Tuesday of every month at 7:00 p.m. usually at the Community Center. The purpose of the Sister City Committee is to plan and carry out programs and activities which strengthen Saratoga's relationship with its sister city, Muko -Shi, in Japan. West Valley Solid Waste Joint Powers Authority Two years ago, the west valley cities of Campbell, Los Gatos, Monte Sereno, and Saratoga formed a JPA to coordinate efforts in carrying out solid waste collection and disposal activities, and in meeting the mandates of AB 939, the State's Integrated Waste Management Act. Because the four cities have similar demographics and are served by the same solid waste hauler and disposal service, a coordinated approach to solid waste management in the west valley makes good sense. The JPA is served by an Executive Director who is a private consultant under contract and who has considerable expertise in the field of solid waste. One of the more important functions the JPA performs each year is the establishment of solid waste collection rates within each city. The JPA Board is composed of one councilmember from each of the four member agencies, and is currently meeting on a quarterly basis, dates to be determined, typically starting at 5:00 p.m. at Monte Sereno City Hall. Santa Clara Valley Transportation Authority Policy Advisory Committee The VTA PAC is one of several standing advisory committees to the VTA Board of Directors. Composed of elected officials representing the cities throughout the County, the PAC makes recommendations to the VTA Board on issues of transportation planning and programming. The VTA PAC currently meets on the second Thursday of every month at 5:00 p.m. at the VTA offices on North First Street in San Jose. West Valley Sanitation District The West Valley Sanitation District is governed by a five member board composed of one councilmember from each of the four west valley cities, and the 4"' District County Supervisor. The Board meets on the second and fourth Wednesday of every month at 6:00 p.m. at the District's offices, 100 E. Sunnyoaks Ave. in Campbell. Board members are compensated $100 for each meeting attended.