HomeMy WebLinkAbout01-29-2010 SUPPLEMENTAL COUNCIL AGENDASARATOGA CITY COUNCIL
MEETING DATE: January 29, 2010
DEPARTMENT: City Manager's Office
PREPARED BY: Ann Sullivan, City Clerk
AGENDA ITEM:
CITY MANAGER: Dave Anderson
DIRECTOR: Dave Anderson
SUBJECT: Saratoga Successes and Accomplishments
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
REPORT SUMMARY:
At the December 16, 2009 Council meeting, Council was asked to provide staff with topics of
interest for discussion at the 2010 Council Retreat. Each Council Member provided suggestions
and Vice Mayor Hunter suggested in lieu of an "Ice Breaker" to start off the retreat it would be
nice to begin with discussion about all the successes and accomplishments Council has done over
the past several years. She noted that it is important to talk about these success stories and to
project ourselves as a friendly City. She added people should hear about these successes and
focus on the positive things in our community and not the negative things that are happening as a
result of the poor economy.
Therefore, at the Staff Retreat on January 7, 2010, staff discussed this item and came up with a
remarkable number of successes and accomplishments since 2006. That list is attached to this
staff report.
In addition, each quarter the City Manager's Office provides Council with an updated Council
Priorities Report listing current city projects throughout the year, along with a Completed
Projects List noting the date projects were completed. These are projects that Council
determined to be of priority in the community and directed staff to begin the project /s. The
quarterly reports for projects completed between 2005 -2009 have been consolidated into one
report, which is attached to this staff report.
The methodology of presenting this item for discussion at the Council Retreat will proceed in
this manner:
o Vice Mayor Hunter will introduce this agenda item;
o She will then facilitate subsequent discussion;
• Going around the table, each council member will have 3 opportunities to voice a
success /accomplishment, which will be recorded on the easel pad;
• Staff member will scribe (capture) Council's selections.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of Agenda.
ATTACHMENTS:
Attachment A — City Successes & Accomplishments
Attachment B — Updated Council Priorities Report
Attachment C — Updated Completed Items Report
2
Success /Accomplishments
From Staff Retreat — January8, 2010
Saratogan (Reintroduction)
50th Anniversary
Website (Award winning)
Kevin Moran Park
Joe's Trail
North Campus /SPC
San Marcos
Personnel Policies /Procedures
Records Retention Program
Warner Hutton House Renovation
Pubic Safety /Resource Allocation (Third Beat)
Misc. Ordinance Update
Azule Park Creation
Document Imaging
4 Year MOUs
Reduced Legal Liability due to Improved Contract Procedures
Completion of the Gateway
Purchasing Policy
Administrative Policies for Travel, etc.
Paperless Agendas
Library HVAC Renovation
Re- establish the School Resource Officer
Reinstating the Commissions (Parks & Rec, Finance Committee)
Pierce Road Intersection
WVC Field Renovation
Council Calendar
Baseline GHG Emissions Inventory
Tree City USA Certification
General Plan Implementation Fee
Video Archives
Improved Financial Controls
New Finance Computer Systems
New Personnel Classifications (Arborist, Accountant, Acct. Technician), Sr. Civil Engineer, Parks
Manager, Street Sweeping Mgr., Parks Mt. Specialist., and Street Mt. Specialist)
Regular
Sustainability Ord.
Naming Building Policy
CC meetings with commissions and outside agencies
Posting of City Vision Statement in all public buildings
Theater upgrades (ADA, reupholstered chairs, structural work)
Exceed service contract goals
Council Ethics and Norms of Procedure Policies
Commission term realignment and handbook
Sister City 25th Anniversary
Citywide Garage Sale
2015 by 2015 Tree Goal
PRA Handbook
Neighborhood Association Meetings /Outreach
Streamlining of City Procedures (no CA at CC, reduced CD staff)
Administrative CUP Process
2 new LLA Districts in last four years
Annexed County pockets
TEA Legislation
CERT Programs
Artsopolis Calendar
3
Sheriff's Office High Case Closure Rate (above expectations)
[Debbie /John will add list of ordinances]
[John C. add list of big PW projects]
Council Priorities
FY 2009/2010
September 30, 2009 —Jan. 1, 2010
2nd Quarter
Administrative Services
➢ Detail & Summary Budgets & Tri -fold
Completed December 2009
➢ Audit and Comprehensive Annual
Completed December 2009
Financial Report
City Clerk
➢ City Manager's Dept., Public Works, and .
Documents are sent out to be
Community Development are organizing
scanned and stored in
permanent documents that are stored in
Laserfiche. Ongoing project.
basement.
➢ Annual Tree Lighting Ceremony
November 27, 2009 at 5:30 pm
Community Outreach
➢ Design of new City Website
Website completed and
presented to Council September
2009
➢ Saratoga Community Garage Sale
Held on August 8, 2009 with
over 180 residents participating.
in the event.
Community Development —New Projects
➢ Four Lot Residential Subdivision (13686 Quito
Going to Planning Commission
Road)
in February 2010
Staff is currently completing their review of
the Initial Study and Mitigated Negative
Declaration prepared by Metropolitan Planning
Group for the proposed four lot subdivision
located at 13686 Quito Road. To be
constructed by Barry Swenson Builders, the
proposed two story Craftsman Style homes
would range between 3,187 square feet to
4,516 square feet in floor area.
Emergency Management
➢ Alert SCC — City has signed up to participate
November 2009 staff was
in Santa Clara County's Alert SCC
trained in sending out messages
➢ Great California Shake -out
October 15, 2009, all City staff
participated in this safety drill
Municipal Code Update
➢ New List of Codes to update
After Council Retreat
Housing Element — Update to General Plan
➢ Consultant hired
2008
➢ RBF submit Administrative Draft of Housing
Element to City (at this
point all of the chapters would have been reviewed by
City staff and revisions made as necessary)
Feb. 16, 2009 - Completed
➢ PC study session on Admin Draft and
Feb. 24, 2009 - Completed
recommended policies /programs
➢ Revised Draft HE to City with highlighted PC
March 6, 2009 - Completed
comments
➢ City Council /Planning Commission Study
Study Session- March 3, 2009
Session Review of Draft HE: HCD
requirements and recommended
In Progress of submitting Final
policies /programs incorporating PC
Draft to HCD (below)
comments.
➢ Received letter from HCD, requesting more
June 30, 2009
information
➢ Resubmitted letter
Final approval received on
January 13, 2010.
Public Works
➢ Joe's Trail at Saratoga DeAnza
Construction Scheduled April
2010
➢ Hakone Gardens
o Upper Moon House Foundation Repair
o
o Garden Well and Koi Pond Repair
- Construction scheduled
November 2010
- Construction scheduled March
2010
➢ Highway 9 Pedestrian Bicycle Safety Project
• Phase I
• Phase 11 Public Process (Task Force)
• Phrase III Grant for Austin Way
- Completed Spring 2008
-March 2010
-March 2010
➢ Quito Road Bride
Construction Spring 2011.
➢
Prospect Median Phase 1
Completed in December 2009
➢
Comer Retaining Wall Replacement
Completed in November 2009
➢
Saratoga Ave. Resurfacing Project
Underway, completion in
January 2010
➢
Submitted grant to MTCP -TAP for $42,000 to
Received grant — December
resurvey condition of City's streets
2009
➢
Purchased Japanese Maple tree for Sister city
Planted November 7, 2009
Event
Saratoga Prospect Center Renovation Project
➢
Renaming of the North Campus to Saratoga
Council approved December
Prospect Center
2009
Recreation /Facilities
➢
Recreation Dept. submits website design for
Wins Award of Excellence —
award from the California Parks and
December 2009
Recreation Society
➢
Recreation Dept. marketing efforts
• Facebook page
• Winter/Spring Winter/Spring Guide
October 2009
Mailed December 2, 2009
➢
Design for Library Book drop covering
Holding for Funding -
Anticipated completion
—August 2010
➢
Design for Library Lobby Project
Holding for funding -
Anticipated completion —
August 2010
➢
Library HVAC project
Approved by Council in
December 2008;
•
Phase 1
o Completed Sept. 2009
•
Phase 2
o Completed December
2009
➢
Library Cafe Wall project
Anticipated completion — April
2010
➢
Corp yard restroom project
Completed - December 2009
➢
Replacement of 9 HVAC units with more
Anticipated completion — April
energy efficient units
2010
➢
Replacement of the flooring in the City Hall
Anticipated completion —
breakroom
February 2010
➢
Remodeling office in Warner Hutton House
Anticipated completion —
Februa 2010
➢
Replace carpet in the Community Center
Anticipated completion —
ortable
I February 2010
➢
Design upgrades for 3 ADA ramps at the
Anticipated completion —
Historic Park
February 2010
➢
Installation of restroom wash station in the
Anticipated completion — June
Adult Care
2010
➢
Installation of a fire alarm system at the Grace
Anticipated completion — April
Hall
2010
➢
Sealing/Painting the outside of the Village
Anticipated completion — April
Library
2010
Sustainabilit
➢
Energy Efficiency Conservation Block Grant
Application due January 12,
Application
2010
• Expecting $169,000
• Applying for a direct equipment
purchase to replace the existing high
pressure sodium street lights in the
Village with LEDs
➢
State Energy Program Grant Application:
Passed a resolution to join
Municipal Financing Program
CaliforniaFIRST and authorize
Sacramento County as the lead
agency in our grant application
on December 18, 2009
➢
State Energy Program Grant Application:
Council authorized the letter of
Home energy efficiency retrofit and audit
commitment to participate in
program
the program on December 2,
2009
• Part of a regional grant application (led
- Resolution for authorizing
by ABAG) to apply for funds to create
ABAG as lead agency in
a home energy efficiency retrofit and
February or March
audit program
Village Development
➢
News Racks
News racks have been ordered.
Expect shipment to arrive by the
end of February and to install
soon after
➢
Village Improvements — Design
Council approved conceptual
Design at April 1, 2009 CC
meeting
➢
Project out to bid
- Scheduled February 2010
➢
Project start date
-May 2010
➢ Projected completion date
- Fall 2010
➢ Village Fagade Improvement Program
Grant program restored in
November 2007. There is
currently $15,978 left in the
grant program. A total of 3
grants have been rewarded since
November 2007. Subcommittee
recommendations to revise the
program were adopted at
September 16, 2009 Council
meeting
➢
City of Saratoga Council Priorities
COMPLETED LIST 2005 -2009
Department
Item
Status
Finance &
Audit
- Interim and Year End Annual Audit, Single Audit, TDA Audit, and
Administrative Services
Appropriation Limit Audit completed on an annual basis.
Finance Division
- Comprehensive Annual Financial Report including Management's
Discussion and Analysis, Financial Statements, Notes,
Supplementary Required Information and Statistical Information
completed on submitted to Council and external reporting bodies
on an annual basis.
- FY 2006/07 - Completed very complicated annual audit process
resulting from the lack of prior year documentation.
- FY 2007/08 - Reconciled accounting records to clean up balance
sheet accounts from prior years. Established audit documentation.
- FY 2008/09 - Comprehensive Annual Report Financial Statement
and reporting template developed and completed in -house
Finance Division
Bank Reconciliation and
- Improved bank reconciliation and Treasurer's Report processes for
Treasurer's Report
efficiencies and accurate reconciliation of cash to fund balances.
- Cash reconciliation and interest allocation backlogs were
eliminated, allowing for a continued timely issuance of Treasurer's
Reports on a monthly basis.
Finance Division
Business License
- Business License Compliance Audit program brought to Council for
Compliance Audit
review. October 2007
- Council approved final version of Business License compliance
audit parameters and staff entered into contract with consultant.
June 2008
- Compliance audit testing begins. Dec 2008
- First round of compliance audit begins, along with community
notifications that the City had authorized an audit. January 2009
- Staff provides sustained customer service demand for business
license audit questions and follow -up, bringing in approximately
$150,000 in compliance revenues through the end of December
2009. February 2009 through current
Finance Division
Five Year Financial
- FY 2008/09 Developed City of Saratoga five -year forecast for long -
Forecast
range financial outlook, and for use in budget preparations.
- FY 2009/ 10 — Updated five -year forecast with unstable economic
considerations impacting long range projection.
Finance Division
Financial System Upgrade
- FY 2006/07 — Prepared for Financial System Upgrade with
correction of financial structure.
- FY 2007/08 — Developed implementation work plan and chart of
accounts. Implemented financial system upgrade of GL, AP and AR
systems including vendor and customer cleanup, financial system
process improvements, development of data input standards, etc.
Started payroll upgrade process.
- FY 2008/09 - Payroll module upgrade completed.
- FY 2009/ 10 — Report Writer module implementation problems
corrected and reporting functions developed to produce quarterly
financial reports.
Finance Division
Finance Policies
- FY 2006/07 — Updated and implemented new Purchasing Policy
and authorization limits.
- FY 2007/08 — Identified and documented various financial policies
currently in process.
- FY 2008/09 — Established standard summary level financial
policies for adoption with annual budget.
- FY 2009/ 10 — Council review of budget policies and fiscal practices
provided direction to incorporate accepted fiscal policies into official
Financial Policies Statements in the annual budget document to
ensure continued compliance with Council consensus.
- Ongoing — Investment policy updated each year in compliance with
state requirements.
Finance Division
Financial Process
- Provide ongoing financial and budget training to other department's
Improvements
staff including understanding financial processes, how to use the
financial system, understanding the budget and chart of accounts,
contract and purchasing process requirements, etc.
- Cleaned up accounting backlog and established timely processing
of all accounting transactions.
- Cleaned up development deposit accounting
- Integrated business license and insurance review with purchase
requisition process to ensure vendor requirements addressed prior
to authorization of city funds.
- Cleaned up AP vendor lists, and created standards for data input
- Cleaned up all outstanding AP and Payroll checks and developed
process to research and contact un- cashed payments.
- Began assessing interest to outstanding receivables. Established
follow up practices on outstanding billings.
- Reconciled all receivables and cleaned up balance sheet accounts.
- Initiated standard in -house auditing practices to research business
license compliance and generate additional revenues.
- Established invoicing procedures with other departments to ensure
billings are issued through financial system.
- Cleaned up payroll documentation backlog and established ongoing
process and system documentation.
- Established financial documentation processes to ensure all GL
data postings have proper supporting information.
- Improved personnel tracking, documentation, and processing.
- Upgraded and developed financial forms to improve internal
processes and usability, and established process to update and
improve forms on an annual basis.
- Established grant review process to ensure operating and capital
grants are tracked, accounted for, and reimbursed per agreement.
- Established contract and leasing files to provide reference and
compliance with agreements.
- Improved legal billing tracking to ensure proper reimbursements
and allocation of costs.
Finance Division
Federal, State, and County
- Per Federal Regulation reduced administrative charges to CDBG
Regulations
Fund to maximum allowable of $15,000 per year.
- Per State Legislature brought Supplemental Local Law Enforcement
Fund reporting to SCC District Attorney current & internal controls
to meet future deadlines timely.
Finance Division
Finance User's Guide
- Began preparation of Finance User's Guide for distribution to city
staff providing online printed resource document addressing
numerous daily account procedures.
Finance Division
Fee Study
- Reviewed FY 2004/05 format. Researched other City's format. Upon
recommendation from City Manager we are now using format used
by City of Menlo Park.
- March 2005 - First draft- convert FY 2004/05 fees schedule to new
format. After five drafts was presented to Council on April 20, 2005.
Was adopted May 18, 2005; published to web site July 2005.
Finance Division
Operating and Capital
- Ongoing: Bring Proposed Operating and Capital Budgets to Council
Budgets
in May each year, for review, consideration, and final budget
adoption by Council in June.
- FY 2007/08 - Corrected financial fund and budgeting structure to
provide stability and transparency in city accounting records
through proper fiscal practices. Corrected prior years budgeting
errors to determine CIP project funding.
- FY 2008/09 - Refined budgeting processes to structure the CIP and
align capital budgeting process with fiscal year funding.
- FY 2009/ 10 - Further budgeting process improvements to increase
transparency through alignment of program revenues with
expenditures.
Finance Division
Reporting Requirements
- Comprehensive Annual Report completed and submitted to Council
and reporting bodies on an annual basis.
- Monthly Treasurers Reports are issued to Council in compliance
with California Government Code 41004.
- AB 1600 Impact Fee Report completed and submitted to Council on
an annual basis.
- Summary year -end financial report completed and submitted to
Council on annual basis.
- State Controllers Report completed and submitted to State on
annual basis.
- Gas Tax /Streets Report completed and submitted to State on
annual basis.
- Maintenance of Effort report completed and submitted to Santa
Clara County on annual basis.
- Possessory Interest Report completed and submitted to Santa Clara
County on annual basis.
- COPS /SLESF Report completed and submitted to Santa Clara
County on annual basis.
Finance Division
Records Management
- Ongoing - eliminating record retention issues through the use of
electronic files, thereby eliminating paper financial records when
possible.
- March 2004 reviewed record retention policy and compiled listing of
eligible boxes for destruction and submitted list to city clerk.
Obtained bids; went with Certified Document Destruction and
submitted Report to Council authorization destruction of records
April 2005.
- Certified Document Destruction Firm shredded 163 boxes from
basement. May 2005
- 114 boxes of prior year's financial records exceeding retention
schedule destruction date submitted to Council and subsequently
destroyed. June, 2009
Finance Division
User Fee Updates
- Annual User Fee review process in place to facilitate Department
requests for fee review and for updates to fees if appropriate on an
ongoing basis.
- User Fee Update Public Hearing is brought to Council for adoption
on an annual basis to ensure fee are in place at the beginning of
the next fiscal year.
Finance Division
Website
- Updated Finance & Administrative Services Department page on
City website.
- Publish Finance Committee Agenda and Minutes on timely basis
- Publish financial documents, including Annual Operating & Capital
Budget, CAFR, User Fee Schedule, and Business License
information and forms.
Finance &
Antivirus Software
- Upgraded City's network to latest Antivirus software protection,
Administrative Services
Upgrade
enhancing security measures and strengthening protection from
IT Division
various viruses, malware, and spyware. June 2009
IT Division
Backup/ Redundant
- Acquired backup internet line connection to provide a secondary
Internet Line
internet line in the event the primary connection fails. May 2007
IT Division
Barracuda Anti -Spam
- Installed hardware device to filter out spam emails. Post installation
Hardware
resulted in reducing 20 less spam emails per inbox per day. June
2005
- System also gave us capability to block virus attachments on front
line; minimizing load on email server.
IT Division
Cell Phone Upgrades
- Consolidated individual accounts to one sharing plan; reducing
cost of overtime minutes paid to phone company. April 2005
- Increased pooled minutes for general usage.
- Upgraded all users' cell phones at no cost to City.
- Changed calling plan by switching low volume usage users to pay -
as- you -go to help reduce overall monthly bill. October 2009
IT Division
Comcate
- Implemented customer request tracking software to the City
network to enable staff to effectively communicate with the public.
July 2007
IT Division
Copy Machines/ Printers
- Led a committee to replace our outdated copy machines to more
energy efficient machines. July- August 2008
- New copier machines are more productive and efficient, replacing
existing printers reducing toner, energy costs, and increasing
paperless electronic documentation.
IT Division
Email Server /Wireless
- Configured our email server settings to allow compatibility with all
Mobile Access
mobile devices (Windows Mobile, Blackberry, and iPhone). July
2009
IT Division
Email Archive Storage
- Implemented an email archiving system to save emails for future
Public Records Requests. September 2009
- Archive server transfers email messages away from our email server
for storage, minimizing load on email server and produces quicker
email search queries.
IT Division
Financial System Upgrade
- - Managed successful implementation of new financial software.
- Coordinated all project deadlines and training sessions for staff.
- Resolved Cognos ReportNET errors in order to produce financial
reports requested by City Council. January 2008 — October 2008
IT Division
Granicus' Live Stream
- Successfully configured and implemented live streaming of City
Council and Planning Commission meetings over the internet for
public access. August 2006
- Worked with Laserfiche to seamlessly integrate City Council and
Planning Commission Agenda Packets with Granicus live stream to
allow public to view entire agenda packet online.
IT Division
Laserfiche
- Cleanup /Repair - Analyzed all corrupted files within Laserfiche and
fixed all areas of corruption in preparation for the Laserfiche 8
upgrade. January-May 2009
- Laserfiche 8 Upgrade - Successfully installed latest version of
Laserfiche software. Version upgrades included enhancements to
search capabilities, electronic data file storage, and user
functionality. June 2009
IT Division
New City Website
- Helped coordinate successful implementation of the new City
website. September 2009
- Worked with website company to seamlessly transfer all website
content from old website to new website.
IT Division
Network Drives /Folder
- Redirected all local documents from each workstation to a
Redirection
centralized server to eliminate bottleneck of daily backups. May
2009
- Resulted in nightly backups running more efficiently by backing up
only ones stem rather than 50+ systems.
IT Division
Recreation Software
- Installed latest version of online registration software. Version
Upgrades
upgrade includes enhanced menu capabilities. May 2005
- Configured and set up new Recreation server, enhancing
performance and resolved lingering issues with older server system.
July 2007
- Upgraded software to latest version, allowing more customized
reports and improving overall user functionality. December 2008
IT Division
Senior Center Wireless
- Routed DSL from portables into Senior Center. Set up wireless
router from portables with antenna to broadcast signal to 3 offices.
February 2005
IT Division
Server Room
- Restructured the Server Room's overall layout to incorporate new
Reconfiguration
rack mount servers to consolidate space and provide more energy
efficient servers. February 2009
IT Division
Server System
- Stabilized network environment. Converted to hard drive backup
Stability /New Backup
procedure to gain enhanced capacity for daily backups to email
server, shared folders, and user's documents. August 2004
- Reconfigured backup procedures by implementing a new tape drive
backup system to properly handle the City's data backup duties.
June 2009
- Incorporated the use of online backups through MozyPro to provide
offsite backup data storage. December 2009
IT Division
TrakIT software
- Organized successful implementation of Community Development's
software. January-June 2007
- Coordinated all project deadlines and training sessions for staff.
IT Division
Wireless Access in Council
- Enabled free wireless access to the public in the Council Chambers
Chambers
to accommodate live streaming of City Council Meetings. January
2008
City Manager's
Administrative Policies
- Several new Administrative policies have been implemented;
such as Travel Policy, Gift Policy, Personnel Policy, Petty Cash
Office
Policy.
City Manager's
Animal Control JPA
- December 2003 Council decides to stay with SVACA if it
Office
remains a 5 -City JPA.
- January 2004 Los Gatos withdraws from SVACA making it a
4 -City JPA.
- January 21, 2004 Council acts to withdraw from SVACA and
directs staff to contract with San Jose for services effective
July 1, 2004.
- July 1, 2004 contract with San Jose successfully completed.
Service transition underway.
Artso olis
- Live on January 2, 2009
City Manager's
AT &T Video Franchise Ordinance
- AT &T notifies City that it desired local Franchise mirroring
Office
State Video Franchise to enter market early September 2006.
- Agreement negotiated for AT &T to commit to 1% PEG fee and
pay $15,000 in October 2006.
- Council approved AT &T Video Services Agreement on
November 15, 2006.
- Required of video firms operating under the State Video
Franchise, Council adopted Ordinance setting forth Video
Service Standards on February 7, 2007.
- AT &T notified City on March 30, 2007, that the State Video
Franchise went into effect and that it would be operating
under the State Franchise Agreement.
City Manager's
CERT Program
- Program begun in autumn 2006 with Saratogans unaffiliated
Office
with any program yet trained in the past in either Cupertino
or in Saratoga. Organizing efforts begun with this group to
create a Saratoga CERT.
- First Saratoga CERT training academy begun January 25,
2007 and completed March 10, 2007, with approximately 35
graduates.
- Saratoga CERT's internal development is furthered by a
Planning Committee that is designing the administrative and
operational structures that the team will employ, a Logistics
Committee that is handling the material needs of the team, a
Communications Committee that is deciding how the team
will communicate when operational, and a Membership
Committee that is tracking team member information.
City Commissions
- City council meeting yearly with Commissions and outside
organizations
- Commission term realignment
- New Commissioner handbook
City Manager's
City Commissions-
- May 2007 City Manager and Administrative staff met with
Office
Reinstatement of P &R Commission and
Library Commission to ask if they would accept oversight of
Finance Committee
Library Improvement Fund. Commission accepted oversight
responsibility and developed yearly work plan to
accommodate additional duties.
- New Administrative Analyst hired 11 -14 -08 to support
newly reinstated City Commissions.
- New Parks & Recreation Commissioners appointed 2 -20 -08
- Brown Act training for PRC - 4 -12 -08
- City Council formed Finance Committee 2 -2 -07
- First Finance Committee meeting held on 11 -7 -07
- Parks and Rec Commissioners create Building Naming Policy
City Manager's
City Vision Statement
- In September 2009, framed copies of the City Vision
Office
Statement were hung in all City buildings.
City Manager's
City -wide Saratoga Community Garage
- Held on August 8, 2009 with over 180 residents participating
Office
Sale
in the event.
City Manager's
Commission Recognition Event
- Held on 10 -19 -2000 and 10 -23 -2001, 09 -12 -2002, 09-08 -
Office
2003, and 09 -27 -2004. After break, held on 9 -23 -2008 and
10 -01 -2009.
City Manager's
Community Outreach
- Implementing push e -mail subscriptions -part of the new City
Office
website
- Update the budget /finance tri -fold brochure - completed
February 2008
- Create a list for City's website of non - profit and other civic
organizations that citizens can join in the community -
completed 2 -29 -08
- Compile a list of Home Owners Association contact
information - completed on August 1, 2008.
- Held a joint meeting with HOA representatives and the
Saratoga City Council on June 18, 2008 and in 2009.
- Coordinated a public forum on April 15, 2008 with ABC7
News to help the station reach out to Saratoga audience
members.
10
- Community events held to bring residents together, events
include opening of San Marcos Trail (11/29/08), VTA Line 37
opening (1/23/08), Fellowship Hall groundbreaking ceremony
(3/20/08), Arbor Day (4/15/08 and 4/24/09), Calabazas
Picnic Area opening (5/6/08), Heritage Orchard Loop opening
(8/26/08), Joe's Trail groundbreaking ceremony (10/24/08),
Kevin Moran Park groundbreaking ceremony (11/4/2008),
Kevin Moran Park grand opening ceremony (7/17/09), and
Saratoga Prospect Center open house (10/23/09).
- Develop a "State of the City" presentation for Mayor /Council
to use when presenting to a group — completed February 2008
and revised for 2009.
City Manager's
Council Calendar
- In 2009, started an electronic calendar with events of interest
Office
to council members.
Council Policies
- Council Policies adopted by Resolution on 01/21/04
City Manager's
Electronic (email) Policy
- Councilmembers and Planning Commissioners participated in
Office
the training, which was facilitated by City Attorney Richard
Taylor. After 4 months this policy will be reviewed by Council
and considered for application to all commissions
City Manager's
Employee Negotiations
- Comparable Cities surveyed for baseline data in February,
Office
2007.
- 4 year Memoranda Of Understanding with SMO and SEA
approved August 2007. Union approved September 2007.
City Manager's
Granicus
- City Council authorized the City Manager to execute an
Office
agreement with Granicus, Inc. for purchase for video
streaming and related services and equipment. May 17, 2006
- First Council meeting to be implemented using Granicus.
September 15, 2006 '
City Manager's
Hakone Lease
- Hakone negotiations concluded successfully. New agreement
Office
adopted by Hakone and City Council on April 20, 2005.
City Manager's
Laserfiche — scanning of permanent
- Council accepted proposal from ECS Imaging and allocated
Office
documents
funds to undertake a document imaging project of the Public
Works Department records that date back to the 1950's.
March 1, 2006
- Project is 40 -50% completed.
- Due to recurring problems with the quality of work from ECS,
Public Works accepted bids and has started scanning with
Delta MicroImaging since June 2008. The project is 30%
10
11
complete.
- Upgrade to Laserfiche 8 in June 2009.
- City Manager's office continues to sort through boxes in
basement, organize the contents, and have them sent out for
scanning to Laserfiche.
- In -house scanning of City Clerk documents — Council minutes,
Ordinances, Resolutions, and Recorded Documents.
City Manager's
Library Expansion
- Library Grand Reopening June 21, 2003.
Office
- Staff works with contractor on completing punch list.
- Majority of punch list complete; some work remains.
December 2003
- Completion of remaining tasks continues; Library
Commission assigned role of recommending use of remaining
funds. Spring 2004
- Oversight of HVAC repair. 2009
City Manager's
Paperless packet for council/ Agenda
- Ongong. First paperless packet was for the June 20, 2007
Office
Manager software
City Council meeting. New version of Agenda Manager
installed January 2010.
Public Records Act Handbook
- Passed by Council on June 17, 2009
City Manager's
Records Retention
- New schedule approved by Council June 3, 2009.
Office
- Revised schedule approved by Council July 15, 2009
- Records Retention Schedule update for video recordings of
meetings —City Council and Planning Commission —
permanent records. Approved by Council September 2009.
- Destruction of Records approved by Council July 15, 2009.
On September 16, 2009, Council directed staff to proceed
with destruction 30 days from that day. Approved Records
destroyed on October 19, 2009.
City Manager's
RFP for new City website
- Completed, Council awarded bid; new website online
Office
September 2009. Recreation Department won award for their
pages.
City Manager's
Saratogan
- Ongoing . Publication started February 2008.
Office
- Published quarterly.
- Next issue published April 2010.
City Manager's
Sister City Program
- The year 2005 marks the 21St year of our Sister City
Office
relationship with Muko, Japan. The Sister City Travel
Committee coordinated trip arrangements for the delegation
from Saratoga traveling to Muko -shi, Japan 10/28/04
11
Community
through 11/15/04.
Development
Community
- 2009 was 25th Anniversary of Sister City relationship. A
- Board meetings held 2nd Thursday of the month.
Development
delegation came over from Japan and spent several days here.
Councilmember Miller attending those.
A Japanese Maple tree was planted at the Warner Hutton
- 2008 - Chamber ends Celebrate Saratoga: Initiates Taste of
House with a commemorative plaque.
Saratoga
Tree City USA certification
- Recognized as Tree City USA in 2008 and 2009.
City Manager's
Tree Lighting
- "Real" Christmas tree planted in Blaney Plaza in time for Tree
Office
Community
Lighting Ceremony November 28, 2003.
- Created a summer internship program to provide on-
Development
- Held every year since 2001.
City Manager's
50th Anniversary Celebration
- Held September 2006. Included a parade on September 24,
Office
2006, the Street Dance, a Sister City delegation, and events at
locate map and identify all trees in city parks in GIS
the Library and West Valley College.
Community
Development
Community
Chamber of Commerce
- Board meetings held 2nd Thursday of the month.
Development
Councilmember Miller attending those.
- 2008 - Chamber ends Celebrate Saratoga: Initiates Taste of
Saratoga
Community
City Arborist
- 2004 -05 budgeted for City Arborist position.
Development
- January 2006 hired City Arborist.
Community
City Arborist Summer Intern Program
- Created a summer internship program to provide on-
Development
hands training to West Valley College students enrolled in
their Parks Program. One of the key jobs of the intern is to
locate map and identify all trees in city parks in GIS
system.
Community
Code Enforcement Policies
- Reduction from two uniform code enforcement officers to
Development
one non - uniform code enforcement officer in 2005.
- Assumption of duty to patrol parks for unregistered
groups. Also patrol Prospect High School and West Valley
college fields for compliance.
Community
Economic Vitality
- Create CH2 Review Committee
Development
- Committee Created in June 2008
Community
-1st meeting pending
Development
- Create Village Economic Development Review Committee
- Committee created in June 2008
12
13
-15, meeting held on July 28, 2008.
- Hired Buxton Group to Assess Retail Sites - Finished April
2008
- Presented to the City Council on May 7, 2008
Community
Land Use Element
- Done in 2007 — Update Land Use Element, Open Space,
Development
and Conservation Elements.
Community
Housing Element
- The City council passed the last Housing Element
Development
Ordinance on June 19, 2002.
- Currently working on current version of Housing Element
Ordinance. Received final approval on January 13, 2010.
Will be going to Council on April 7, 2010.
Community
Heritage Preservation Commission
- Finished Historic Inventory of Saratoga. Went before Council
Development
on December 16, 2009.
Community
Ordinance Updates Completed
- Ordinance 240 completed 1/18/06; amends Section 15-
Development
35.020, off - Street Parking and Loading Facilities (15 -35).
- Ordinance 241 completed 6/21/06; adds Article 15 -81,
Housing Density Bonus (15 -81).
- Ordinance 242 completed 8/2/06; amends Article 16 -60 and
Sections 14- 25.100[14- 25.110] and 15- 80.090, Emergency
Warning Alarm System and Fire Protection District Standards
and Requirements for Early Warning Alarm System (14 -25,
15 -80, 16 -60)
- Ordinance 243 completed 8/2/06; amends Section 9- 15.065,
Stopping, Standing and Parking (9 -15)
- Ordinance 244 completed 8/2/06; adds Section 15- 06.535;
amends Sections 15 -12. 160 and 15- 95.030, Zoning (15 -06,
15 -12, 15 -95) RV /Boat Ordinance.
- Ordinance 245 completed 11/15/06; general cleanup of
Building and Zoning Code Sections.
- Ordinance 246 completed 10/ 18/06; adds Sections 15-
45.120, 15- 46.070 and 15- 80.120, zoning (15 -45, 15 -46, 15-
80) Permanent Conditions of Approval.
- Ordinance 247 completed 11/1/06; amends Section 2-
10.180, City Council (2 -10).
- News Rack Ordinance
- Blight Ordinance
13
14
- Minor fence ordinance revision received City Council approval
on June 6, 2007. Second reading scheduled for June 20,
2007.
- Party Hosting Ordinance adopted June 2008
- Continuance Ordinance adopted July 2008
- Fence Ordinance adopted March 2009
- Extend Parking Ordinance Waiver adopted March 2009
- Administrative CUP process adopted July 2009
- Non Conforming Use Ordinance approved by Council
September 2, 2009
- Sustainability Green Ordinance - Consolidated into one area
of the code completed April 2009
- Green Point Check List Ordinance -New Ordinance to require
residential projects to meet a minimum of 50 points on the
Green Point check list approved by Council September 2,
2009
- Expedite Conditional Use Permit passed by Council on July
15, 2009. Effective date August 14, 2009
- Tobacco Ordinance approved by Council on October 7, 2009
Community
Significant Completed Projects
2007-2008-
Development
- Addition to and remodel of Saratoga dry cleaners; completion
projected Sept. 2008
- remodel and new location for La Fondue Restaurant;
completed October 3, 2007
- New McDonald's; completion August 2008
- Remodel of Plume Horse Restaurant; completed August 17,
2007
- Sam Cloud Barn; completed 2008
Community
TrakIT Software
- Contract reviewed and approved by City Council October 18,
Development
Implementation
2006
- Held kick -off meeting on January 30, 2007
- Held Power User Training March 20 - 21, 2007
- Held End User Training June 4 - 7, 2007
- Go -Live Date: June 8, 2007
- Updated system with updated fees July 2, 2007
14
Office of the
Sheriff, West Side
High Case Closure rate — above expectations
Patrol
Aloha Safety Project
Re- establish School Resource Officer
- Started in fiscal year 2008.
AT &T Li hts eed Project
Public Safety /Resource Allocation
Third Beat
- 2009
Blaney Plaza Improvements
- Completed 2007
Public Works
CDT VTA Funding
- Grant awarded for Saratoga Village ($425k grant awarded)
Public Works
Public Works
Aloha Safety Project
- Completed 2007
Public Works
AT &T Li hts eed Project
- Completed 2007
Public Works
Blaney Plaza Improvements
- Completed 2007
Public Works
CDT VTA Funding
- Grant awarded for Saratoga Village ($425k grant awarded)
2007
Public Works
City Hall Irrigation and Landscaping
- Completed 2009
Upgrades
Public Works
Cit ide Speed Zone Survey
- Completed 2008
Public Works
Citywide Traffic Signal Timing Project
- Completed 2008
Crestbrook Pedestrian Safety Light
- Completed 2007
Public Works
Gateway Project
- Completed 2007
Gateway LLA Annexation
- Completed 2007
Public Works
Hakone Garden Projects
- ADA Improvements
- Completed 2007
- Site Structure Rehabilitation
- Completed 2007
Project
Public Works
Herriman Avenue Safety Improvements
- Completed 2008
Herriman Avenue Task Force
- Completed 2009
Public Works
Heritage Orchard Maintenance
- Discussions with long term orchard caretaker to update
Agreement
contract for greater accountability and responsiveness.
- Council approves new contracts ring 2007.
Public Works
Heritage Orchard Loop Trail
- 0.6 mile loop trail around the Heritage Orchard completed
Mid-
August 2008
15
16
- Ribbon Cutting held on August 26, 2008
Public Works
Highway 9 Safety Improvement Project
- Completed 2008
Phase 1
Public Works
Highway 9 /Village Green Traffic
- Completed July 2007
Improvements
Public Works
Highway 85 Noise Mitigation (VTA)
- Completed 2008
Public Works
Landscape and Lighting Assessment
- 2 new LLA's in last 4 years
Districts
- Carnelian Glen LLA Annexation 2008
Public Works
Joe's Trail Master Plan
- Completed 2006
Public Works
Kevin Moran Park Improvement Project
- Grand Opening held on July 17, 2009
Public Works
Lease Flat Grass at WVC and Field
- WVC Agreement approved September 6, 2006.
Improvement Project
- Upper field renovation completed April 2007.
- Lower field renovation completed September 2008.
Public Works
Lease Flat Grass at Prospect High
- Agreement extension approved by City Council on July 16,
2008. The agreement stipulates a 5 year term with a 5 year
automatic renewal. Agreement allows use of back field
facilities.
- A reement approved by District Board on June 26, 2008.
Public Works
Oak Street Pedestrian Crossing Safety
- Completed 2007
Project
Oak Street Task Force
- Completed 2009. The Task Force decided that the City,
Sheriff, and School all needed to do certain tasks. The City
will make traffic safety improvements (such as a crosswalk) in
the spring, the Sheriff will increase enforcement, and the
School will make improvements internally to the pick -up and
drop off of students.
Public Works
Parker Ranch
- Eradication of Parker Ranch Illegal Bicycle Trail 2008
- Parker ranch Trail Easement Relocation
Public Works
Park and Playground upgrades
- Beauchamps Park
- Wildwood Park Water feature seating improvements
- El Quito Park Improvements (Phase 1 completed)
- Wildwood Park ADA stage improvements
- Congress Springs Park sewer lateral improvements
Public Works
Pierce Road Intersection Improvements
- Completed 2007
16
Public Works
Prospect Road Median Master Plan
- Completed 2008
De artment
Prospect Road Median Improvements
- Completed 2009
Facilities
Phase 1
- Completed - December 2009
Public Works
San Marcos Trail
- Located between Crisp Avenue and Via deMarcos
Children's area
- Ribbon Cutting for the new trail took place in November 2007
Public Works
Saratoga Prospect Center Renovation
- Friendship Hall Completed -Grand Opening October 23 at
Project
3:30 pm
- Demolition of front 2 buildings - Completed Demolition
September 2009
- Landscaping - Completed 2009
Public Works
STP Grant - Saratoga - Sunnyvale Road
- Completed 2007 -2008
Paving Project Phase 1 and 2
Public Works
West Valley College Field Improvement
- Completed 2008
Project
Public Works
Wildwood Park Picnic Table
- Completed 2008
Replacement
Public Works
Wildwood and El Quito Volleyball Site
- Completed 2008
Improvements
Public Works
UPRR RXR Crossing Upgrades
- Completed 2007
Public Works
Utility box consolidation in the Village
- Completed 2008
Public Works
Village Development
- Sidewalk Replacement from 51h St. to 61h St completed March
2008
- Utility Box Rehab Work -AT &T boxes completed May 2008
- Village Directional Parking Signage installed Spring 2008
- 41h St. Stair Lighting -PG &E connection completed November
2008
- Village Improvements - Design, approved by Council at April
1, 2009 meeting.
- Village Facade Improvement Program -grant program restored
in November 2007.
Recreation
De artment
Facilities
Corp and restroom project
- Completed - December 2009
Facilities
Correct the lighting in the Library
- Completed July 2009
Children's area
IV1
Facilities
City designation as a "Bay Area Green
- Completed September 2008
Business"
Facilities
Renaming of "Joan Pisani Community
- Completed October 2008
Center"
Facilities
Installation of ADA compliant seating in
- Completed December 2008
Civic Theater
Facilities
Upgrade RecTrac recreation registration
- Completed December 2008
software program
Facilities
SASCC
- Replaced Adult Care carpet, completed February 2009
- Replaced HVAC system, completed February 2009
- Replaced hot water heaters, completed May 2009
Facilities
Library
- Installation of separate electric meters and designated service
(with Metro PCS) at Saratoga Library, completed December
2008
- HVAC project completed December 2009
Facilities
Warner Hutton House Renovation
- Completed main renovation in 2008.
- Remodeled office into changing room for brides, completed
January 2010
Recreation
Recreation Dept. submits website
- Wins Award of Excellence — December 2009
design for award from the California
Parks and Recreation Society
Recreation
Recreation Dept. marketing efforts
Facebook. page
- October 2009
Winter/Spring Guide
- Mailed December 2, 2009
Recreation
Friends of Saratoga Library Use
- Lease agreement renewal went to Council on November 7,
Agreement
2007 and was approved for a 10 year term.
Recreation
Mobile Modular Portable Buildings
- In April 2007, negotiated with Mobile Modular for the
Purchase
purchase of the two portable buildings at a cost of $67,271
that resulted in annual savings to the General Fund of
$19,277 per year.
Recreation
Saratoga Area Senior Coordinating
- At the November 20, 2007 meeting, Council approved a
Council Use Agreement
renewal agreement with SASCC for a term of 5 years.
Recreation
Saratoga Historical Foundation
- On September 19, 2007, Council approved a 10 year
Agreement
agreement with the Historical Foundation for the use of the
Museum. The Foundation will pay $1.00 per year for the term
of the lease and the City will retain a $1,000 security deposit.
Recreation
Saratoga Union High School District
- In May 2007, entered into a five year facilities Use Agreement
Use Agreement
and agreed to collaborate on a joint lecture series at the
McAfee Performing Arts Center.
18
Recreation
RecTrac
- Live on -line registration beginning in September 2004.
- Program ready to go and staff trained July 2004. Line on -line
registration beginning September 2004 with 200 -300 test
families.
- On -line registration for Recreation Department programs is
up and running as of December 1, 2004.
Recreation
Council fee for service recovery policy
- Council approved policy for 65% fee recovery for Recreation
Department. October 2009
19
SARATOGA CITY COUNCIL
MEETING DATE: January 29, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: FY 2009/10 Mid -Year Budget Status Report and Budget Adjustment Resolution
RECOMMENDED ACTION:
Review FY 2009/10 budget status report and proposed budget adjustments, and adopt resolution
approving the City's FY 2009/10 Operating Budget amendments.
REPORT SUMMARY:
As the current economic downturn has developed into the longest and deepest contraction in many, many
decades, the City's revenues declined much further than we had anticipated last spring. For example, at
budget adoption, our revenue projections reflected a 37% decline in development revenues from the prior
year's adopted budget, whereas our revised projections reflect a 52% decline. To put the economic
impact into actual dollars, we are now expecting that we will see a $650,000 drop in planning and
building revenues this year, from the high of two years ago. Overall, General Fund Revenues are
expected to come in almost $758,000 (5 %) less than last year, and $1,487,000 (9 %) less than two years
ago. While economic downturns are common cyclical events, and are expected to occur from time to
time, this one has been described as the most severe in the post -war era and is impacting City revenues
far more than we anticipated or have experienced in the past. The magnitude of the revenue shortfalls
requires that the City's adopted budget be revised to reflect the overall projected decrease.
For the current year, we are projecting a shortfall of $50,000 in planning revenues, and $240,000 in
building revenues from budgeted revenues. Engineering's development revenues are suffering the same
economic hits with an expected $50,000 shortfall from budgeted revenues. Recreation, while making
cost recovery headway from last year, is feeling the impact of the economic recession with fewer classes
and camps offerings due to lower enrollment. The revised recreation class revenues show a drop of
$60,000 from budget, and another $10,000 reduction in camp fees.
While Sales Tax was projected at reduced levels due to the anticipation of falling retail and restaurant
activity, the revenue is taking a further hit as a result of the State overpaying the City in the prior year
based on pre- recession levels of estimated payments. This has resulted in the prior year's overpayment
being charged against current year revenues. Staff is recommending reducing the Sales Tax revenue
appropriation by $25,000. Prop 172 Sales Tax is also coming in lower than anticipated, but it is unclear
if this is due to lower sales tax receipts, or increases in State fees for administering the Prop 172
allocation program. We are also seeing increased State administration fees in the VLF program, so these
tax receipts too have been reduced. We are recommending a reduction in Prop 172 Sales Tax revenues
of $25,000, and in VLF fees of $15,000.
Transient Occupancy Tax earnings are also reflecting lower than anticipated receipts, and staff is
recommending a $10,000 budget reduction. Construction Tax is charged as a percentage of building
permits. This revenue shortfall is directly related to the reduction in building activity, and staff is
recommending a budget decrease of $15,000.
Of particular note, is the impact this economic downturn has had on interest earnings. In FY 2006/07,
the City earned $715,000 in interest when rates hovered around 5.1 %. In FY 2007/08, the City earned
$616,000 as rates dropped to an average of 4.4 %, and in FY 2008/09, interest earnings dropped to
$341,000 as rates continued to drop further to an average of 2.2 %. For this year, we are now expecting
approximately $170,000 in earnings as interest rates have dropped to an average of .75% as of mid -year.
This extreme reduction in interest earnings is due in part to historic low rates, but it is also due to the
reduction in revenue receipts, the delays in state and county payments, and ongoing operating and capital
expenditures, which all contribute to decreasing fund balances.
In summary of the above discussion, General Fund budgeted revenue are proposed to be reduced in the
following categories:
Revenue Shortfalls:
Planning Design Review
50,000
Building Permits
240,000
Engineering Review
10,000
Engineering Subdivision Plan Check
20,000
Recreation Classes
60,000
Recreation Camps
10,000
Prop 172 Sales Tax
25,000
Sales Tax
25,000
TOT
10,000
Construction Tax
15,000
VLF Fees
15,000
Interest Income
150,000
Total General Fund Revenue Budget Reductions
630,000
To align budgeted expenditures with the reduction in budgeted revenues, staff assessed the current year's
departmental budgets to find appropriate areas in which cuts could be made that would not significantly
affect current operations, or where expenditures could be delayed. Budget cuts include General Fund
reductions in supplies, materials, fees, and services, the elimination of budgeted salary and
unemployment costs that will not be used, and an overall tightening of the belt across all departments.
Internal Service Fund appropriations were reduced where available to reduce the charge -back fees to the
General Fund. For example, the budget cuts will delay vehicle replacements, and reduce funding for
some building maintenance services. The $480,000 of budget cuts are shown by category groups in the
schedule on the following page.
The recommended budget adjustment also includes a $50,000 transfer from the IT Equipment
Replacement Fund to the General Fund as a result of the telephone upgrade project costing significantly
less than the funding that was available for the project. These funds were originally transferred into the
IT Equipment Replacement Fund from the General Fund several years ago for the IT upgrade project,
therefore it is recommended they be transferred back into the General Fund. Additionally, the FY
2009/10 budget was adopted in June with budgeted revenues appropriations exceeding budgeted
expenditure appropriations by $150,000 as a buffer to offset the revenue instability we were
experiencing. The recommended budget adjustment utilizes $100,000 of the budgeted offset, with
$50,000 of the offset remaining as a buffer through year -end.
Expenditure Cuts:
General Fund
Salary / Temp
43,900
General Materials & Supplies
68,375
Maintenance Materials & Supplies
3,000
Services Fees — bank fees, legal publications
7,200
Dues & Memberships
2,270
EDD Unemployment Charges
10,000
Records Management Services
18,000
GIS Services
5,500
Street Sweeping, Tree & Trail Maintenance, Turf Top
54,000
Environmental Services
2,000
Financial and Audit Services
12,400
Legal Services
5,000
Engineering Consultants
20,500
Meetings & Events
12,450
Training & Conferences
26,995
Other Miscellaneous
18,410
Total General Fund Budget Cuts
310,000
Internal Service Funds
Offices Stores
17,000
Equipment Maintenance
17,000
Building Maintenance
46,000
Vehicle & Equipment Replacement
90,000
Total Internal Service Fund Budget Cuts
170,000
TOTAL Expenditure Cuts
480,000
Transfer to General Fund: IT Equip Repl Fund Balance
50,000
Reduce General Fund Budget Offset: Rev > Exp
100,000
NET BUDGET ADJUSTMENT
630,000
FISCAL IMPACTS:
Upon Council approval, revenue and expenditure operating budget appropriations will be amended.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Revenue and expenditure budget appropriations will not be amended as recommended
ALTERNATIVE ACTION:
Council could provide alternative direction
FOLLOW UP ACTION:
Staff will post budget adjustment
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A — Resolution
Attachment B — Budget Appropriation Details
ATTACHMENT - A
RESOLUTION NO. 2010-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10
TO ADJUST REVENUE, EXPENDITURE, AND TRANSFER APPROPRIATIONS
TO REVISED LEVELS
WHEREAS, the City of Saratoga FY 2009/10 General Fund revenues were reviewed at mid -year
and projected through year -end to determine estimated revenues for the fiscal year, and;
WHEREAS, it was determined that a number of the revenues receipts would not be sufficient to
meet budgeted revenue estimates, and;
WHEREAS, the City Council desires to adopt revenue, expenditure, and transfer budget
appropriations at the revised projection levels, and;
WHEREAS, it is necessary to amend the City of Saratoga FY 2009/10 budget to reduce revenue
and expenditure appropriations and to increase transfer appropriations to be in alignment with the revised
projections;
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby
amends the Fiscal Year 2009/10 Operating & Capital Budget as shown in the following attached
appropriation adjustments in the Mid -Year Budget Status Report — Attachment B;
AND BE IT FURTHER RESOLVED, that the Finance and Administrative Services Director is
directed to record these changes into the City's accounting records in accordance with appropriate
accounting practices.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 29`'' day of January, 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Kathleen King, Mayor
ATTEST:
Ann Sullivan, City Clerk
ATTACHMENT - B
GENERAL FUND R ENUE
PROJECTED SHORTFALL
1114101
44443
DESIGN REVIEW
50,000
1114201
43471
BUILDINGPERMITS
240,000
1115101
44511
ENGINEERING REVIEW
10,000
1115101
44515
ENGINEERING SUBDIVISION PLAN CHECK
20,000
1116101
44611
CLASSES & SPECIAL PROGRAMS
60,000
1116101
44612
CAMP FEES
10,000
1117101
42431
PROP 172 SALES TAX
25,000
1118101
41211
SALES TAX
25,000
1118101
41311
TOT
10,000
1118101
41511
CONSTRUCTION TAX
15,000
1118101
42411
VLF FEES
15,000
1118101
46111
INTEREST INCOME
150,000
TOTAL GENERAL FUNN. REVENUE REDUCTIONS L�-;" 630,006
;
G�ENFRAL FUND CU7Ar
„BUDGET
-
CITY COUNCIL
1111101
61111
OFFICE SUPPLIES
500
1111101
62212
SILICON VALLEY JOINT VENT
500
1111101
66112
COUNCIL MTG EXPENSES
4,000
1111101
66211
TRAINING & CONFERENCES
3,195
1111101
66212
TRAVEL & LODGING
1,000
1111101
66213
MILEAGE REIMBURSEMENT
500
CITY COMMISSIONS
1111201
61162
TRAFFIC SAFETY COMMITTEE
350
1111201
61164
HPC COM M ITTEE
2,200
1111201
61165
YOUTHCOMMITTEE
500
1111201
66131
COMM RECOGNITION DINNER
600
CITYMANAGER'S OFFICE
1112101
51112
TEMP HOURS
1,900
1112101
51200
VACATION BUY -BACK
17,000
1112101
61111
OFFICE SUPPLIES
500
1112101
66111
MEETING EXPENSES
2,500
1112101
66211
TRAINING & CONFERENCES
2,550
1112101
66212
TRAVEL &LODGING
4,000
CITY CLERK
1112201
61111
OFFICE SUPPLIES
1,000
1112201
64112
RECORDS MANAGEMENT SVCS
18,000
1112201
64141
CODIFICATION SERVICES
1,500
HUMAN RESOURCES
1112301
62162
REPORT /STUDY FEES
200
1112301
64161
FINGERPRINTING SERVICES
350
1112301
64162
SALARY SURVEY SERVICES
600
1112301
66111
MEETING EXPENSES
300
1112301
66121
EMPLOYEE RECOGNITION PGM
2,500
1112301
66122
EMPLOYEE EVENTS
2,200
1112301
66212
TRAVEL& LODGING
2,000
1112301
66213
MILEAGE REIMBURSEMENT
250
1112301
66311
RECRUITMENT ADVERTISING
2,850
1112301
66321
ORAL BOARD EXPENSES
300
1112301
66322
TESTING MATERIALS
100
ATTACHMENT - B
FINANCIAL SERVICES
1113101
61111
OFFICE SUPPLIES
1,000
1113101
61123
PRINT STOCK -LH /FORMS /CHKS
2,500
1113101
61172
OFFICE FURNITURE <$10K
10,000
1113101
62111
BANK FEES & CHARGES
3,000
1113101
65131
FINA NCIA L A UDIT SERVICES
2,400
1113101
65133
OTHER AUDIT SERVICES
10,000
1113101
66211
TRAINING &CONFERENCES
2,500
1113101
66212
TRAVEL& LODGING
1,250
1113101
66214
TUITION REIMBURSEMENT
1,500
DEVELOPMENT REVIEW
1114101
61112
POSTAGE
4,000
1114101
61113
SUBSCRIPTION/ PUBLICATIONS
1,000
1114101
61114
COMPUTER SUPPLIES
200
1114101
62132
LEGAL PUBLIC NOTICES
2,000
1114101
64341
GIS SYSTEM SERVICES
500
1114101
65254
LEGAL- APPLICANT SERVICES
5,000
1114101
65511
TRAFFIC ENGINEERS
500
1114101
66211
TRAINING &CONFERENCES
1,000
1114101
66214
TUITION REIMBURSEMENT
2,000
CODE COMPLIANCE
1114103
61111
OFFICE SUPPLIES
500
BUILDING& INSPECTION
1114201
61112
POSTAGE
400
1114201
61113
SUBSCRIPTION /PUBLICATIONS
1,275
1114201
66211
TRAINING &CONFERENCES
1,000
1114201
66212
T RAVEL & LODGING
500
GENERAL ENGINEERING
1115101
61112
POSTAGE
1,000
1115101
62233
VTA CONGESTION MGMT DUES
1,520
1115101
62251
PROFESSIONAL ASSOC DUES
250
1115101
64341
GIS SYSTEM SERVICES
2,500
1115101
65511
TRAFFIC ENGINEERS
20,000
1115101
66111
MEETING EXPENSES
250
1115101
66211
TRAINING& CONFERENCES
1,000
1115101
66212
TRA VEL & LODGING
50
ENGINEERING DEVELOPMENT
1115102
64341
GIS SYSTEM SERVICES
2,500
ENVIRONMENTAL
1115103
64531
STREET SW EEPING SERVICES
10,000
1115103
64733
STORM WATER TESTING
2,000
STREETS & STORMDRAINS
1115201
64544
TREE MAINTENANCE SERVICES
12,000
1115201
64545
PEST & WEED ABATEMENT
4,500
PARK& LANDSCAPE SERVICES
1115301
61341
LANDSCAPE SUPPLIES
3,000
1115301
62611
EQUIPMENT RENTALS
400
1115301
64532
REFUSE CONTAINER SERVICES
2,000
1115301
64542
N. CAMPUS LANDSCAPE SERV
2,000
1115301
64553
TURF TOP DRESSING SERV.
15,000
1115301
64555
TRAILMAINT. SERVICES
8,500
1115301
66212
TRAVEL& LODGING
100
ATTACHMENT - B
RECREATION
"
OFFICE STORES PROGRAM
1116101
61111
OFFICE SUPPLIES
2,000
1116101
61171
OFFICE TOOLS & EQUIP < S1 OK
1,750
1116101
62112
CREDIT CARD FEES
2,000
1116101
62461
ASCAP FEES
160
1116101
62621
OFF -SITE FACILITY RENTAL
500
1116101
64121
PRINTINGBINDING SERVICES
2,000
1116101
64134
GRAPHIC/LAYOUT SERVICES
300
1116101
64161
FINGERPRINTING SERVICES
450
1116101
66111
MEETINGEXPENSES
100
1116101
66214
TUITION REIMBURSEMENT
1,000
TEEN SERVICES
TELEPHONE
500
1116102
61111
OFFICE SUPPLIES
250
1116102
61112
POSTAGE
50
1116102
66211
TRAINING& CONFERENCES
300
FACILITY RENTALS
1116201
61111
OFFICE SUPPLIES
200
1116201
61112
POSTAGE
100
1116201
61133
FACILITY SUPPLIES
100
1116201
64121
PRINTINGBINDING SERVICES
200
1116201
66211
TRAINING & CONFERENCES
200
1116201
66213
MILEAGE REIMBURSEMENT
100
1116201
66214
TUITION REIMBURSEMENT
1,000
GENERAL ADMINISTRATION
1118101
51000
VACATION BUY -BACK
25,000
1118101
61111
OFFICE SUPPLIES
2,000
1118101
61115
CM GENERAL SUPPLIES
25,000
1118101
61172
OFFICE FURNITURE <SIOK
10,000
1118101
62311
EDD UNEMPLOYMENT CHARGES
10,000
1118101
64121
PRINTINGBINDING SERVICES
3,000
COMMUNITY BUILDING EVENTS
1118302
68512
TASTE OF SARATOGA
700
1118302
68521
COMMUNITY EVENTS - GENL
3,800
1118302
68525
SISTER CITY CELEBRATION
1,200
IINTERNAL�SERVICE9FUNDBU6GEI 'CUTS 1�"' ri
"
OFFICE STORES PROGRAM
6213102 61111
OFFICE SUPPLIES
2,000
6213102 61112
POSTAGE
1,000
6213102 62613
POSTAGE MACHINE LEASE
14,000
EQUIPMENT MAINTENANCE
6235202 61362
FUEL
15,000
6235202 64611
VEHICLE REPA IR & M A INT
2,000
BUILDING MAINTENANCE
6246202 61111
OFFICESUPPLIES
600
6246202 61133
FACILITY SUPPLIES
5,000
6246202 62614
DRINKING WATER EQUIP RENT
1,000
6246202 63111
GAS & ELECTRIC
2,000
6246202 63112
WATER
3,000
6246202 63113
REFUSECOLLECTION
3,000
6246202 63211
TELEPHONE
500
6246202 63212
CELL PHONES
400
ATTACHMENT - B
6246202
64511
JANITORIAUCLEANING SERV
5,000
6246202
64514
HVACMAINTENANCE
2,000
6246202
64522
ROOF REPAIR SERVICES
4,000
6246202
64523
ELECTRICAL SERVICES
4,000
6246202
64524
PLUMBING SERVICES
3,000
6246202
64525
PAINTING SERVICES
5,000
6246202
64529
MISC BLDG REPAIR SERVICES
4,000
6246202
64545
PEST & WEED ABATEMENT
1,500
6246202
66111
MEETING EXPENSES
1,000
6246202
66214
TUITION REIMBURSEMENT
1,000
VEHICLE& EQUIPMENT
REPLACEMENT
6315203
77111
AUTOMOBILES
90,000
TOTALINTERNAL ".SERVICEFUND;BUDGETC;UTS 170;064
B UDGET7 TRANSFERS
6323202 99999 TRANSFER OUT -IT EQUIP REPLACEMENT 50,000
1118101 49999 TRANSFER IN - GENERAL FUND 50,000
BUDGED TRANS FERS' INS., !, 50;000
City of Saratoga
Quarterly Revenue Report
(After Budget Reduction)
Page 1 of 2
Original
Proposed
Adjusted
Receipts at
Receipts at
Receipts at Receipts at
% of Actual
Budget
Budget
Budget
1st Quarter
2nd Quarter
3rd Quarter 4th Quarter
Outstanding
To
FY 2009/10
Reduction
FY 2009/10
(as of 9/30/09)
(as of 12/31/09)
(as of 3/31/10) (as of 6/30/10)
Balance
Adj Budget
Taxes
4110 Property Tax
8,175,500
-
8,175,500
72,291
2,424,890
5,678,319
30.54%
4120 Sales Tax
935,000
25,000
910,000
116,233
185,052
608,715
33.11%
4130 Transient Occupancy Tax
150,000
10,000
140,000
21,307
34,871
83,822
40.13%
4140 Business License Tax
325,000
-
325,000
72,546
67,490
184,965
43.09%
4150 Construction Tax
180,000
15,000
165,000
29,058
34,610
101,332
38.59%
4160 Franchise Fee Tax
1,675,000
1,675,000
180,500
276,175
1,218,326
27.26%
Total Taxes
11,440,500
50,000
11,390,500
491,934
3,023,087
- -
7,875,479
30.86%
Intergovernmental
Federal Intergovernmental
4210 Revenue
-
-
-
-
-
0.00%
4220 Grants
-
-
-
-
0.00%
State Intergovernmental
-
-
0.00%
4240 Public Safety Tax / VLF / SB90
185,000
40.000
145,000
33,690
21,397
89,913
37.99%
4250 Grants - COPS /SLESF
100,000
-
100,000
-
69,175
30,825
69.17%
Local Intergovernmental
-
-
-
0.00%
4270 Vehicle Abatement/Refuse
23,500
23,500
3,382
8,574
11,544
50.88%
4280 Grants
-
0.00%
Total Intergovernmental
308,500
40,000
268,500
37,072
99,145
-
132,282
50.73%
Fees, Licenses & Permits
4310 Administrative Fees
43,200
-
43,200
10,705
9,292
-
23,202
46.29%
4320 Business License Fees
45,200
45,200
15,843
11,616
-
17,741
60.75%
4340 Development & Building Permits
1,149,700
290.000
859,700
214,494
220,288
-
424,917
50.57%
4350 Engineering - Permits
76,500
76,500
6,534
49,044
-
20,922
72.65%
4360 Recreation - Advertising Fees
9,150
-
9,150
4,300
1,550
3,300
63.93%
Total Fees, Licenses & Permits
1,323,750
290,000
1,033,750
251,877
291,790
- -
490,083
52.59%
Charge for Services
4440 Development & Bldg Plan Reviews
760,080
-
760,080
210,737
147,661
- -
401,682
47.15%
4450 Engineering Review & L &L Fees
284,558
30,000
254,558
88,420
47,187
- -
118,951
53.27%
4460 Recreation Class /Camp/Excursions
636,893
70,000
566,893
122,952
76,638
- -
367,303
35.21%
4470 Public Safety - Animal Control
20,000
-
20,000
20,000
0.00%
Total Charge for Services
1,701,531
100,11(10
1,601,531
422,109
271,486
- -
907,936
43.31%
Fines & Forfeitures
4510 Penalties & Fines
285,000
-
285,000
44,310
99,523
141,166
50.47%
4520 Forfeitures
0.00%
Total Fines & Forfeitures
285,000
-
285,000
44,310
99,523
141,166
50.47%
Other Income
4610 Interest Income
320,000
150000
170,000
42,460
16,656
110,883
34.77%
4620 Rental Income
364,342
-
364,342
69,042
114,242
181,058
50.31%
4630 Proceeds from Sales
1,000
1,000
711
105
184
81.61%
4640 Refunds & Reimbursements
-
-
5,051
1,609
(6,660)
0.00%
4650 Contributions & Donations
2,000
2,000
15
13
1,972
1.40%
Page 1 of 2
City of Saratoga
Quarterly Revenue Report
(After Budget Reduction)
Page 2 of 2
Original
Proposed
Adjusted
Receipts at
Receipts at
Receipts at
Receipts at
% of Actual
Budget
Budget
Budget
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Outstanding
To
FY 2009/10
Reduction
FY 2009/10
(as of 9/30/09)
(as of 12/31/09)
(as of 3/31/10)
(as of 6/30/10)
Balance
Adj Budget
4660 Misc & Other Income
40
(40)
0.00%
Total Other Income
687,342
150,000
537,342
117,318
132,625
-
-
287,398
46.51%
Total Revenues
15,746,623
630,000
15,116,623
1,364,621
3,917,657
9,834,345
34.94%
Fund Transfers In
148,859
-
148,859
148,859
100.00%
Total Revenues & Transfers In
15,895,482
630,000
15,265,482
1,364,621
4,066,516
9,834,345
34.17%
Page 2 of 2
City of Saratoga
Quarterly Expenditure Report
(After Budget Reduction)
Page 1 of 2
Original
Proposed
Adjusted
Receipts at
Receipts at
Receipts at Receipts at
% of Actual
Budget
Budget
Budget
1st Quarter
2nd Quarter
3rd Quarter 4th Quarter
Outstanding
To
FY 2009/10
Reduction
FY 2009/10
(as of 9/30/09)
(as of 12/31/09)
(as of 3/31/10) (as of 6/30/10)
Balance
Ad.j Budget
Salary & Benefits
5100 Salaries
4,886,610
43.900
4,842,710
1,054,077
1,237,917
2,550,715
47.33%
5210 Retirement
838,641
-
838,641
186,812
218,727
433,102
48.36%
5220 Payroll Taxes
91,795
91,795
17,115
18,280
56,400
38.56%
5230 Insurance
714,883
714,883
143,905
149,222
421,755
41.00%
5240 UniformPaysBenefits
17,274
17,274
3,180
3,555
10,539
38.99%
Total Salary & Benefits
6,549,203
43,900
6,505,303
1,405,089
1,627,702
- -
3,472,512
46.62%
Materials & Supplies
6110 General Materials & Supplies
189,600
68,375
121,225
20,257
29,429
71,539
40.99%
6130 Maintenance Materials & Supplies
67,300
3,000
64,300
10,062
22,230
32,007
50.22%
Total Materials & Supplies
256,900
71,375
185,525
30,319
51,660
-
103,546
44.19%
Fees & Charges
6210 Administration Fees
89,125
7,200
81,925
20,997
17,841
43,086
47.41%
6220 Dues & Memberships
307,130
2,270
304,860
36,303
25,035
243,522
20.12%
6230 Intergovernmental Fees
31,300
10,000
21,300
390
2,624
18,286
14.15%
6240 Operational Fees & Charges
76,085
160
75,925
200
5,411
70,314
7.39%
6260 Rental / Lease Expenses
47,020
900
46,120
3,251
24,589
18,281
60.36%
Total Fees & Charges
550,660
20,530
530,130
61,141
75,500
- -
393,490
25.77%
Utilities & Communications
6310 Utilities
148,000
-
148,000
39,210
52,770
56,020
62.15%
6320 Communications
19,950
19,950
2,303
5,473
12,174
38.98%
Total Utilities & Communications
167,950
-
167,950
41,513
58,243
-
68,194
59.40%
Contract Services
6410 City Administration Services
130,050
26,400
103,650
14,255
33,841
55,555
46.40%
6420 City Operation Services
322,240
-
322,240
94,654
55,949
171,638
46.74%
6430 Technical Services
50,880
5,500
45,380
11,334
334
33,712
25.71%
6440 Departmental IT Services
4,500
-
4,500
3,887
399
214
95.24%
6450 Facilities & Public Work Services
576,460
54,000
522,460
40,677
144,151
337,632
35.38%
6470 Environmental Services
60,000
2,000
58,000
-
37,693
20,307
64.99%
6480 Public Safety Services
4,306,997
4,306,997
1,047,897
1,090,425
2,168,675
49.65%
Total Contract Services
5,451,127
87,900
5,363,227
1,212,703
1,362,791
2,787,732
4&02%
Consultant Services
6510 City Administrative Services
57,200
12,400
44,800
1,298
30,011
13,492
69.89%
6520 Legal Services
339,263
5.000
334,263
3,317
74,849
256,097
23.38%
6540 Development Consultants
-
-
-
-
5,877
(5,877)
0.00%
6550 Engineering Consultants
91,000
20,500
70,500
24,109
46,391
34.20%
Total Consultant Services
487,463
37,900
449,563
4,615
134,846
- -
310,102
31.02%
Meeting, Training & Recruitment
6610 Meetings & Events
38,460
12,450
26,010
2,602
14,776
8,632
66.81%
6620 Training &Conferences
56,100
26,995
29,105
6,807
8,747
13,551
53.44%
6630 Recruitment
3,400
3,250
150
-
128
22
85.33%
Page 1 of 2
City of Saratoga
Quarterly Expenditure Report
(After Budget Reduction)
Page 2 of 2
Original
Proposed
Adjusted
Receipts at
Receipts at
Receipts at Receipts at
% of Actual
Budget
Budget
Budget
1st Quarter
2nd Quarter
3rd Quarter 4th Quarter
Outstanding
To
FY 2009/10
Reduction
FY 2009/10
(as of 9/30/09)
(as of 12/31/09)
(as of 3/31/10) (as of 6/30/10)
Balance
Adj Budget
Total Meeting, Training & Recruitment
97,960
42,695
55,265
9,409
23,651
-
22,205
59.82%
Grants
6810 Saratoga Service Grants
93,633
-
93,633
21,771
21,954
-
49,908
46.70%
6820 Saratoga Special Interest Grants
20,288
20,288
10,163
3,375
-
6,750
66.73%
6830 Community Service Grants
51,376
-
51,376
21,253
10,041
-
20,082
60.91%
6850 Special Event Grants
20,550
>]ttt?
14,850
723
4,886
-
9,242
37.77%
6870 CDBG Public Service Grants
27,859
27,859
6,965
6,965
13,929
50.00%
Total Grants
213,706
5,700
208,006
60,875
47,221
- -
99,911
51.97%
Internal Service Charges
7910 Internal Services
2,041,609
170,000
1,871,609
509,375
509,375
852,859
54.43%
Total Internal Service Charges
2,041,609
170,000
1,871,609
509,375
509,375
- -
852,859
54.43%
Total Expenditures
15,816,578
480,000
15,336,578
3,335,039
3,890,988
- -
8,110,551
47.12%
Fund Transfers Out
650,000
650,000
250,000
400,000
38.46%
Total Expenditures & Transfers Out
16,466,578
480,000
15,986,578
3,585,039
3,890,988
- -
8,510,551
46.76%
Page 2 of 2
ESTIMATED BUDGET SHORTFALL
Building
240,000
Planning
50,000
Engineering
30,000
Recreation
70,000
Sales Tax
25,000
TOT
10,000
Prop 172 Public Safety Tax
25,000
VLF
15,000
Construction Tax
15,000
Interest Income
150.000
NET REVENUE SHORTFALL
630,000
EXPENDITURE CUTS:
54,000
General Fund
2,000
Salary/Temp
43,900
General Materials & Supplies
68,375
Maintenance Material & Supplies
3,000
Service Fees: (Bank and Public Notice Fees)
7,200
Dues & Memberships
2,270
EDD Unemployment Charges
10,000
Records Management Services
18,000
GIS Services
5,500
Street Sweeping, Tree & Trail Maintenance, Turf Top Dressing
54,000
Environmental Services
2,000
Financial and Audit Services
12,400
Legal Services
5,000
Engineering Consultants
20,500
Meeting & Events
12,450
Training & Conferences
26,995
Other Miscellaneous
18,410
Total General Fund Budget Cuts
310,000
Internal Service Funds
Office Stores
17,000
Equipment Maintenance
17,000
Building Maintenance
46,000
Vehicle & Equipment Maintenance
90,000
Total Internal Service Fund Budget Cuts
170,000
TOTAL Expendtiure Cuts 480,000
Transfer to General Fund: IT Equipment Replacement Fund Balance 50,000
Reduce General Fund Budget Offset: Revenue > Expenditures 100,000
NET EXPENDITURE & TRANSFER BUDGET ADJUSTMENTS 630,000
SARATOGA CITY COUNCIL
RETREAT
MEETING DATE: January 29, 2010
DEPARTMENT: Community Development
PREPARED BY: John F. Livingstone, AICP
AGENDA ITEM:
CITY MANAGER: Dave Anderson
DIRECTOR: John F. Livingstone, AICP
SUBJECT: Community Development Department Advance Planning Work Program for
FY 10 /11
RECOMMENDED ACTION:
Direct staff regarding the priority of work on ordinances and General Plan amendments. .
REPORT SUMMARY:
Each year the City Council reviews potential General Plan amendments and planning- related
City Code amendments that are underway or have been recently adopted and provides direction
to staff regarding the General Plan or Code amendments to be pursued in the year ahead. Listed
below are (1) recently completed ordinances, (2) ordinance and plan amendments currently under
consideration, (3) ordinances discussed by the Planning Commission and City Council at a recent
Study Session, (4) ordinances that have been discussed for possible updates in the past, and (5) a
list of the elements of the City's General Plan and the date that each element was last updated.
Staff recommends that the Council provide direction as to (1) which Ordinances/Plan updates
should be pursued in addition to those under current review and (2) the order in which those
updates should be pursued as resources become available.
COMPLETED ORDINANCES:
Nonconforming Use Section Update
Wireless Ordinance Update
Fence Ordinance Update
Parking Ordinance to extend relaxed parking in the Village
Miscellaneous Code update
Story Poles
Expedited Conditional Use Permit Process
Tobacco Ordinance
Urgency Ordinance for Medicinal Marijuana Dispensaries
Administration Citation Ordinance
Update of the Heritage Resource list
Page 1 of 4
ORDINANCES /PLANS UNDER CURRENT REVIEW:
Housing Element update and associated implementation ordinances
State Mandated Water Efficient Landscape Ordinance
Medicinal Marijuana Dispensaries Ordinance (Interim Ordinance expires November 18, 2010)
Circulation Element Update to implement recommendations of Pedestrian, Equestrian and
Bikeways Advisory Committee
ORDINANCES /PLAN AMENDMENTS FOR POTENTIAL CONSIDERATION:
At the joint study session with the City Council on November 2, 2009 the Planning Commission
presented their recommendation from their study session held on October 27, 2009. The
Planning Commission recommended consideration of items 1 through 7. Item 8 was added as a
result of discussion at the study session and 9 and 10 from discussions at Council meetings.
1. Update the code to include the State mandated Model Water Efficient Landscape
Ordinance
2. Update the code to comply with the State mandated update for the Massage Ordinance
3. Depending on funding availability start work on the General Plan Noise Element and
Noise Ordinance (This would require use of a consultant)
4. Review the Hillside Zoning District impervious issue, light reflectivity for paint colors,
and general comparison to the R -1- 40,000 Zoning District
5. Review the definition for height
6. Update the Sign Ordinance
7. New green ordinances
8. Update ordinance regarding site coverage by impervious surfaces. (See Attachment A)
9. Ordinance prohibiting smoking in certain area of the City of Saratoga
10. Review of General Plan and Pre Zoning Designations of unincorporated areas in the City
SOI (Sphere of Influence)
ORDINANCES PREVIOUSLY CONSIDERED FOR UPDATE NOT LISTED ABOVE
Increase Neighborhood Noticing to 500 feet on Administrative Design Review projects
Create a new requirement to place large signs on properties with pending projects
Restrict paint reflectivity in the Hillsides
Updating the City's 1982 CEQA implementation policy
Establish an exception process to allow exceptions to setbacks, impervious coverage and Floor
area
Adopt a Toxic Gas Ordinance from the County of Santa Clara Environmental Health Department
Page 2 of 4
GENERAL PLAN ELEMENTS:
Mandatory Elements
Housing Element — currently being updated
Land Use Element — Last updated 2007
Conservation Element — Last updated 2007
Open Space Element — Last updated 2007
Circulation Element — Last updated 1999
Noise Element — Last updated 1988 (Should be updated at the same time as the code section)
Safety Element — Last updated 1987
Optional Elements
Seismic Safety Element — Last updated 1987
Parks and Trails Master Plan — Last updated 1991
Scenic Highways Element — Last updated 1999
Area Plans
The General Plan includes 12 Area Plans last updated in 1983
WORK PLAN POLICY:
Based on direction at the Retreat, staff will prepare a report with a proposed work plan through
June, 2011. That report will be presented at a regular City Council for formal consideration by
the City Council. All proposed amendments to the approved work plan in the future would be
brought to the City Council in a formal report for Council review and action.
FISCAL IMPACTS:
Due to the economic slowdown staff is estimating approximately $140,000 in funds will be
generated for advance planning for FY 09/10. The advance planning budget for FY 09/10 has
been used to update ordinances utilizing in house staff as listed on the previous page. It is
anticipated that staff will be able to finish all of the projects listed under current review on the
previous page within the current budget by June.
Staff estimates that updating any one general plan element will cost $70K to $100K. The table
below presents a rough estimate of the costs associated with each of the potential updates
discussed by the Council and the Planning Commission at the November study session. Of
course, these are estimates only and much will depend on the specific policies proposed by the
update and the issues and opportunities identified during the public review process. Nonetheless,
the table allows comparison of the relative level of effort associated with each of the updates.
Given the current budget constraints staff recommends the City Council prioritize a list of
ordinances that can be accomplished in house and as the economy improves the advance
planning fund can be allowed to accumulate to accommodate a future General Plan Element
update.
Page 3 of 4
Plan /Ordinance
PC
CEQA
Consultant
City Attorney
Level of
Review?
Review?
Needed?
Costs
Staff Effort
State mandated
No
No
No
$3,000
Minor
Massage Ordinance
update
Noise
Yes
Yes — EIR
Yes
$10,000
Extensive
Element /Ordinance
likely
required.
Hillside Zoning
Yes
Yes —Need
Possibly
$10,000
Extensive
District Update
for EIR
unknown
Definition of Height
Yes
Possible.
No
$3,000
Moderate
Will
depend on
nature of
change.
Sign Ordinance
Yes
Yes -
No
$3,000-
Moderate to
Mitigated
$10,000
Extensive
Negative
Declaration
Green Ordinances
Yes
Unknown
No
$3,000-
Moderate to
$10,000
Extensive
Impervious Surface
Yes
Yes -
No
$5,000-
Moderate
Mitigated
$10,000
Negative
Declaration
Smoking Ordinance
No
No
No
$3,000
Minor
PASARATOGA \City Documents \CC retreat CDD Work Program 1- 20- 10.(Revised 01- 12- 10).doc
Page 4 of 4
1� SARATOGA CITY COUNCIL
Y
MEETING DATE: January 29, 2010 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR:
Administrative Analyst II
Barbara Powell
Assistant City Manager
SUBJECT: Promoting City & Community Building
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
DISCUSSION:
There are many different avenues that can be used to promote the City of Saratoga and to build
community, including, events, volunteering, social media, and civic participation, to name a few.
In order to better refine the outcomes Council desires from this topic, staff has attached some
demographic information based upon the 2008 estimated Census, in order to guide .a discussion
about the audiences Council desires to target when promoting the City and building community.
At the Council retreat, Staff will provide poster boards with a broad range of examples of ways
in which to promote the City and to build community. We will also introduce a strategic
planning model to further guide Council's discussion.
ATTACHMENTS:
Demographic data from 2008 Estimated Census
Page 1 of 1
City of Saratoga Demographics - Age
2006 -2008 American Community Survey 3 -Year Estimates
AGE
Total population
31,371
Under 5 years
1,396
5 to 9 years
2,005
10 to 14 years
2,725
15 to 19 years
2,804
20 to 24 years
590
25 to 34 years
1,117
35 to 44 years
4,557
45 to 54 years
6,154
55 to 59 years
2,434
60 to 64 years
1,520
65 to 74 years
2,962
75 to 84 years
2,095
185 years and over
1,012
85 years and over
3% I Under 5 years
4%
75 to 84 to 9
years years
7% 6%
65 to 74 years 10 to 14 years
9% 9%
60 to 64 years
5%
15 to 19 yea .
9%
55 to 59 years
8%
20 to 24 years
25 to 34 years
4%
45 to 54 years 35 to 44 years
20% 14%
City of Saratoga Demographics - Race
2006 -2008 American Community Survey 3 -Year Estimates
RACE
Total population
31371
White
18439
Black or African American
129
American Indian and Alaska Native
0
Asian Indian
2773
Chinese
6373
Filipino
34
Japanese
707
Korean
991
Vietnamese
334
Other Asian
489
Native Hawaiian and other Pacific Islander
91
Some other race
224
Other Asian
Native Hawaiian
Vietnamese 2° and other Pacific
1% Islander
Japanese F ,.,,,
2% Korean
3%
Filipino
0%
Some other race
Chinese
21%
Asian Indian
9%
American Indian jt;
and Alaska
Native
0% Black or African
American
1%
City of Saratoga Demographics - Language
2006 -2008 American Community Survey 3 -Year Estimates
Languages Spoken at Home
Population 5 years and over
29,975
Fnglish only
18,438
Spanish
505
Other Indo-European Languages
3,266
Asian and Pacific Islander Languages
7,566
Other Languages
200
2%
Languages Spoke at Home with English Spoken Less than "Very Well"
Spanish
136
Otherindo- European Languages
392
Asian and Pacific Islander Languages
2,567
Other Languages
118
Other Languages Spoke at Home
Languages
1% \
Asian and
Pacific
Islander
Languages
25%
Languages Spoken at Home with English Spoken Less than "Very
Well"
Other Otherindo-
Languages Spanish European
4% 4% Languages
X12%
Other
Indo- English
European only
Asian and
Languages 61%
Pacific Islander
11%
Languages
/
80%
Spanish J
2%
City of Saratoga Demographics - Education
2006 -2008 American Community Survey 3 -Year Estimates
Educational Attainment
Population 25 years and over
21851
Less than 9th grade
172
9th to 12th grade, no diploma
246
High school graduate (includes
equivalency)
1225
Some college, no degree
2272
Associate's degree
1204
Bachelor's degree
7393
Graduate or professional degree
9339
Graduate or
professional degree
21%
Bachelor's degree
17%
Associate's degree _
3%
Some college,
no degree High school)
5% graduate (includes
equivalency)
3%
i.
Population 25 ye
and over
50%
L9th to 12th grade,
no diploma
1%
3th grade
0%
City of Saratoga Demographics - Disability
2000 Census
DISABILITY STATUS OF THE CIVILIAN NONINSTITUTIONALIZED POPULATION
Population 5 to 20 years
6,850
With a disability
214
Population 21 to 64 years
16,478
With a disability
1,202
Percent employed
66.7
No disability
15,276
Percent employed
73.6
Population 65 years and over
4,739
With a disability
1,216
Strategically Promoting the City and Building Community
Framework for
promoting the
City & building
community
nq saw
rr�P
. I _, It'217 "; =I
SARATOGA CITY COUNCIL RETREAT
MEETING DATE: January 29, 2010
DEPARTMENT: Recreation & Facilities
AGENDA ITEM:
CITY MANAGER: Dave Anderson
PREPARED BY: Michael Taylor, Recreation & Facilities Director
DIRECTOR: Michael Taylor
SUBJECT: Options for City -wide Health and Wellness Programs.
RECOMMENDED ACTION:
Review report and provide direction for City -wide Health and Wellness programs.
REPORT SUMMARY:
The values of good health and wellness have been extolled to the American public for years.
The paths to good health include exercising, good nutrition and reducing stress levels. Despite
all the encouragement for Americans to become more active and eat well, the statistics show
that people are not acting on that information. It is estimated that 250,000 people die in our
country every year because of inactivity, and the evidence is continually more convincing.
Inactivity is second only to smoking, which causes 400,000 preventable deaths in the United
States annually —more than auto accidents, breast cancer, colon cancer, and alcohol combined
(The Health Gazette).
Providing activity through recreation experiences is what most agencies do best. As our
communities become more concerned with their activity levels and health, recreation programs
must be the first thing to pop into resident's minds as the thing to fulfill their health and
wellness needs. Park and recreation agencies have a multitude of facilities, trails, sports fields,
playgrounds, and pools that can promote healthy alternatives to television viewing, computer
games and reading. Local park and recreation agencies are well - positioned to take the lead in
facilitating programs and facilities to address this national health priority as front line providers.
The amount of statistics verifying the need for Californians to eat healthier and become more
active is staggering. There is no doubt that much work is needed to help individuals and families
fight obesity.and lead healthier lives. What is in question is how park and recreation agencies fit
into the equation.
DISCUSSION:
The Saratoga Recreation Department offers ongoing Health and Wellness programs for all ages.
In the winter session, such activities included:
• LOSE to WINM (NEW) from 7:00 -8:00 am. Just like "The Biggest Loser" this
comprehensive program is designed and intended to generate RESULTS from workouts
& provide nutrition information,
• Jacki's Strong Step from 5:00 -6:00 pm on Mondays,
• Jazzercise (NEW time) from 6:00 -7:00 pm on Mondays & Wednesdays (ongoing out at
the Saratoga Prospect Center),
• Gymnastics classes on Wednesdays,
• Just 4 Kicks soccer on Thursdays,
• Junior Rock Climbing on Thursdays and /or Fridays,
• Karate classes Mondays through Thursdays,
• Lunch hour 4EverFit,
• Dance classes,
• Ice Skating on Thursdays,
• Basketball,
• Integrated Whole Body Workout from 6:30 -7:30 pm Mondays and /or Wednesdays
• Lunchtime Yoga (Now on MONDAYS) with new teacher Catherine Killion.
• Advanced Beginning Yoga Thursdays or Beginning Yoga on Tuesdays at the Saratoga
Prospect Center.
• Mat Pilates Tuesdays and /or Thursdays from 7:45 -8:45 am.
• Tennis or Golf on Saturdays!
The California Parks and Recreation Society (CPRS) began gathering information on park and
recreation agencies that were promoting health and wellness in their communities.
Many agencies reviewed the food options that were offered in snack bars, vending machines,
and were provided to participants during programs. A majority of agencies began to offer more
nutritious alternatives. Some agencies eliminated all unhealthy offerings. Park and recreation
personnel'were also encouraged to bring healthier foods to work to provide better role
modeling.
Another common model among agencies was a new policy to require mandatory physical
activity time at all programs. San Leandro requires a minimum of 45 minutes of active physical
activity for each 1/2 day program and a minimum of 75 minutes for full day programs. San
Carlos incorporated "Dance Breaks" at the Youth Center where participants and staff stop what
they are doing and dances. Many other agencies require a minimum of 30 minutes of physical
activity each day.
Agencies have also changed their activity and program guides to include covers showing
actively engaged participants, letters from directors about the importance of healthy activity
and how parks and recreation is a major component of a healthy lifestyle, symbols (often
hearts) to indicate classes that offer a fitness component and health and wellness messages
incorporated throughout the guides.
Lastly many agencies partnered with local hospitals to provide educational classes on nutrition
and healthy alternatives for staff, program participants, and parents. Many other partnerships
were formed with school districts, chamber of commerce's, health and wellness groups,
2
coalitions, and collaboratives. The following is a very small sampling of what some agencies
have accomplished:
San Leandro Recreation and Human Services:
Each playground site serves water & plenty will be made available. Each child has a water bottle
with their name on it that they can keep at the site and use all day and extras are available in
case they are lost.
Produced a four -hour training of the trainers on an 8 week nutrition, exercise and body image
curriculum that will be given by the summer camp leaders at the sites. Also provided a two hour
ACTIVE games training.
City of Tulare
Completed 5 -mile Tulare Santa Fe Trail which incorporates an equestrian trail.
Adopted City of Tulare Pedestrian and Bicycle Trail Master Plan which increases multi -use trail
systems from 13 to 110 miles.
City of San Carlos
San Carlos' mission message: Health and wellness and combating obesity is a community issue.
We can provide resources, including speakers, a vending machine list of healthy snacks and
beverages as well as fitness, nutrition and wellness fact sheets. We have trails, bike paths, fields,
gyms, playgrounds, community buildings, programs, and services that encourage everyone to be
active. Contact us to be your Health and Wellness partner.
Hosted a booth in the "Look Good, Feel Good" Wellness Business Showcase sponsored by the
San Carlos Chamber of Commerce; purchased and distributed give -away items, including:
• Wellness Bookmarks;
• "51 Ways to exercise" display cards;
• "101 Family Fitness Activities" Bookmarks;
• Hacky sacks;
• Guide to Healthier fast foods;
• Healthy Snacking for Busy People;
• Calorie & Fat Counter;
• Eating Right for Busy People;
• Fast Food Nutrition Guide;
• Nutrition Tips for Teens;
• 80 Healthy Snacks;
• Parents Guide to Childhood Obesity
• Summer camp giveaways (Frisbees, pedometer, beach balls, etc.)
Created and distributed a series of twenty media releases, one distributed each week (ie "take
action for a healthier San Carlos," "Battling boredom in your workout," "Gym class has a whole
new look," "Address obesity at an early age "), highlighting local and national health statistics,
wellness opportunities in San Carlos (including programs, services and facilities) and exercise
benefits. Each media release positioned San Carlos Parks and Recreation as the health and
wellness leader in the community.
Developed "Health & Wellness through Basketball" as a new drop -in style fitness program for
high school youth and designed to help teens develop lifelong fitness habits. The program
includes strength training, cardiovascular workouts, and basketball.
Fresh fruit is solicited, via donation, throughout the community. When the fruit is available it is
provided to the Youth Center participants at no cost.
A fun and educational healthy snack cookbook has been created by program participants, titled
"This is How We're Cookin' in the YC!" Chapters include, What do these numbers mean ?,
Keepin' it Safe in the Kitchen, Cookin' Terms, Blender Blasts, Fabulous Fruits, Snack Attack,
Micro Magic and more! Cookbooks are $12.00 each and are available at the Youth Center or on
the City's website.
City of Downey
The ASPIRE after school program developed a Health and Fitness curriculum in September
2004. The curriculum introduces a new fitness component each month through fun and unique
games and challenges, such as a "Walk Across America ", where students track their collective
walking distances and learn about different cities across the United States. The curriculum also
teaches the children about healthy eating and introduces them to how to read food labels and
make healthy food choices. The program provides evening events for the entire family where
health and wellness activities such as family exercise, healthy cooking, and more are
introduced.
City of Tracy
Developed a calendar in which each day lists something to do, or a place to go, for citizens to
develop "Healthy Habits" (coincided with July is Parks and Recreation Month).
Created "My Own Marathon" which encourages folks to get out and walk /run a marathon, one
mile at a time. Participants have 4 months to complete it and are encouraged to do it
together with family and friends.
Local doctors write "prescriptions" for folks to participate in "My Own Marathon."
City of Sacramento
The "Get Fit" campaign was launched in the Summer Publications and continues into the Fall
and Spring. "Get Fit" states "our society is experiencing an obesity crisis at all age levels. The
Department of Parks and Recreation offers a wide variety of opportunities to help you manage
your weight and keep fit. Look for this symbol (heart) as your guide to individual and family
wellness."
Program staff is trained on how to write program descriptions capturing basic health and
wellness statistics and the benefits of how participation in a particular program or activity can
help fight obesity.
Partnered with FEED to provide a farmer's market in Del Paso Heights using local growers.
LA's Best
The BEST Fit initiative embodies the commitment of LA's BEST to the physical health of children
in Los Angeles elementary schools. This initiative is a comprehensive after school strategy to
promote children's health and fitness. The core of BEST Fit is the Healthy Children Healthy
Futures (HCHF) program for children and parents. Each focuses on promoting children's health
through the development of the "8 Habits of Healthy Kids." The Habits address snack food
choices, drinking water, fast food, dairy products, fruits and vegetables, television viewing, and
portion size.
BEST Fit initiative brings together many partners including: the Healthy Children, Healthy
Futures program; the Preventive Medicine Institute Strang Cancer Prevention Center; Cancer
Prevention Nutrition Section (CPNS) — Nutrition Network; S -A -Day Power Play; Western
Ci
Grower's Association; National Academy of Sports and Physical Education; American Alliance of
Health, Physical Education, Recreation and Dance; KiclTribe programs; Dairy Council of
California; KABC 7 Healthy Steps program; LA Collaborative for Healthy Active Children; and
Project LEAN. Strang Cancer Prevention Center and Cancer Prevention Nutrition Section (CPNS)
— Nutrition Network
City of Coronado
Hosts after school activities at the local elementary and middle schools that promote physical
activities. They also have a partnership with the local middle school so that daily active games,
sports, and contests are held during the student's lunch time recess.
City of Escondido
Incorporating articles on healthy living and recreation in city Newsletters and other media
pieces.
City of Lakewood
The after - school and school vacation programs have an emphasis on physical activity through
outdoor games and sports leagues. Cooking programs are offered and teach children how to
make healthy snacks on their own at home. In addition to these programs, a family fitness
series is offered three times a year. The program objective is to teach parents and their children
how they can work together to develop and maintain a healthy lifestyle.
City of San Ramon
The City of San Ramon Parks & Community Services Department launched a two -part campaign
this spring to raise the awareness of obesity and health issues, and to promote living a healthy
lifestyle. The campaign was called "Get Active! in San Ramon ". In the spring quarter a photo
scavenger hunt challenged residents and families to discover the many different (and some
new) parks that are available to them. Participating families visited 5 different parks and
submitted photos of themselves being active. Prizes were awarded and all the participants
were honored at the Parks & Community Services Commission meeting
In July, to celebrate National Parks & Recreation Month, they launched Step It Up. With
sponsorship money from San Ramon Regional Medical Center and Club Sport they purchased
and distributed 350 pedometers to people who live and work in San Ramon. In exchange for
this free gift people were asked to track their steps for the entire month of July. They also
distributed information on walking 10,000 steps for good health and additional health tips to
inform and motivate them. Prizes were given at the second September City Council meeting for
individuals who Walked the most for the month in their age category, the most improved and
the family that walked the most for the month. In total participants walked 16,739,849 steps or
approximately 8,369 miles.
Saratoga Area Senior Coordinating Council ( SASCC)
SASCC sponsors a city -wide health fair each year that includes blood pressure checks, hearing
and vision screening, information booths, flu shots, etc.
Anti - Smoking Campaign
The City of Saratoga Municipal Code Article 7 -35 (Regulation of smoking in certain places)
prohibits smoking in interior restaurant spaces, elevators, health care facilities, public meeting
rooms, public lobbies and hallways, theaters and auditoriums, museums, libraries and galleries,
N
hotel and motel lobbies, public restrooms, business establishments, and designated non-
smoking areas. According to State AB 846, public buildings should be posted with signs (within 5
feet of the main entrance) stating "No Smoking within 20 Feet of Building." Staff is currently
installing such signs in all City buildings and the Library.
As legislated in California Health and Safety Code Section 104495, no smoking is allowed within
25 feet of a playground, tot lot or sand box in California. There is a fine of $250 per violation.
RECOMMENDATION:
Consider adopting more stringent non - smoking ordinance and promote healthy lifestyles for
Saratoga residents.
FISCAL IMPACTS:
Depend upon the actions approved by Council.
ALTERNATIVE ACTIONS:
• Alternate A: Sponsor City -wide Health & Wellness programs.
• Alternate B: Adopt stricter non - smoking ordinances.
FOLLOW UP ACTION:
Give direction to staff for policy and fees. Publish any changes to the policy and fees on the City
website and make it available to the public.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
City Council meeting noticed on January 27, 2010.
ATTACHMENTS:
None.
2
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR:
Administrative Analyst II
Barbara Powell
Assistant City Manager
SUBJECT: Promoting City & Community Building
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
DISCUSSION:
There are many different avenues that can be used to promote the City of Saratoga and to build
community, including, events, volunteering, social media, and civic participation, to name a few.
In order to better refine the outcomes Council desires from this topic, staff has attached some
demographic information based upon the 2008 estimated Census, in order to guide a discussion
about the audiences Council desires to target when promoting the City and building community.
At the Council retreat, Staff will provide poster boards with a broad range of examples of ways
in which to promote the City and to build community. We will also introduce a strategic
planning model to further guide Council's discussion.
ATTACHMENTS:
Demographic data from 2008 Estimated Census
Page 1 of 1