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Home My WebLink About02-01-2003 CITY COUNCIL RETREAT AGENDAMINUTES SARATOGA CITY COUNCIL RETREAT FEBRUARY 1, 2003 Mayor Streit called the Council retreatn�order at 8:15 a.m. ROLL CALL PRESENT: Councilmembers Stan Bogosian, Kathleen King, Norman Kline, Vice Mayor Ann Waltonsmith, Mayor Nick Streit ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Lone Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Tom Sullivan, Community Development Director Jesse Baloca, Administrative Services Director John Cherbone, Director of Public Works Cary Bloomquist, Administrative Analyst Danielle Surdin, Economic Development Coordinator Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of February 1, 2003 was properly posted on January 27, 2003. 1. COMMISSION LIAISON DISCUSSION c.� ccv• Forms of communication t hair of the Commission: o Mayor o Department heads, o City Mager Regular reports at City Council meetings • C` oouuncil liaison tenAo support special interests • . Process should be cleaner r • • Section on Council agenda for Commission communications • Commissioners like having Councilmembers as liaisons • No written policy /liaison duties need to be clearly defined • Develop staff skills to keep chairs /commissioners on track • Send Chairs to workshop • Any problems work way through chain of command • Council liaison should keep Council informed COUNCIL DIRECTION (��`' 2 s • Richard Taylor and Cathleen Boyeplresearch what other cities do in regards to Council liaisons to commissions and obtain policies. • Staff to prepare draft guidelines for Council review. ?AkGl y y p • These guidelines should be part of the City Council MawK01 2. COUNCIL INVOLVEMENT IN HIRING PROCESS • Direct input from Council in hiring City Manger and City Attorney • Take Councilmembers and Commissioners out of process for all other positions in the City • Council involvement in hiring Directoreot y positions below director level --' � f ,f Q.,,04 • Use/pthe crti sand Gity staff • Hiring should be left to the Directors and City Manger COUNCIL DIRECTION • Council will not participate in the hiring process for any positions except City Manager and City Attorney and for Directors when invited to participate by the City Manager • Commiss,�Jo,�T?iers will only be involved if the City is hiring a Commission liaisoi�� hen invited by the Director responsible for filling the position. • This decision should be reflected in Council Guidel�. VA.w1 ', SARATOGA COMMUNITY FOUNDATION • Los Gatos Community Foundation completely separate from the Town • LG Community Foundation is used as an umbrella for many nonprofit roups to filter money and to establish their own 5010status {G xample of projects and fundraising efforts: r o Garden Party /Silent Auction o Sale of bricks for bandstand at Oak Meadow Park o Gato Award $1,000 • Board made up to and people with uence • Board member�"not necessarily w�a�thy • Donations can be designated t certairf projects • Current Structure of Saratoga Foundation o Membership foundation .o Two Councilmembers on Board o Initial City funding o City relinquish ties after two years o Comply with Brown Act & Conflict of Interest COUNCIL DIRECTION • City should strongly support a Foundation that is independent from the City of Saratoga. • City should provide staff support to help establish the Foundation. • Clearly separate fundraising from the City of Saratoga • Staff should develop a proposed outreach program for City Council review 2 to invite broad participation in creating a Saratoga Community Foundation and to establish how much staff time should be involved �at 4. SARATOGA SCHOOLS COMMISSION L • 7 public school district 13 private schools • 50% of Saratoga students attend school within Saratoga Union School District & Los Gatos - Saratoga Joint Union High School District • Other 50% spread throughout other 5 districts • Hard to communicate with other 50% in the 5 remnleion:s)eamed ' districts • Establish form of communication in order to sh and discuss safety issues • Dislike creating another commission • If schools are interested they could come forward and ask the City to participate in discussions • Create an Adhoc committee — • Could become political • Get schools to work together /not against one another • COUNCIL DIRECTION • Set up Commission timetable and promote coordination among the schools. CAW LdAe1TV COUNCIL –EFFICIENCY ovlk • Section 2.10 of the Saratoga Municipal Cod�oorly written o Use of sp e ards q " o o Readino� ft calendar o Stating ime of opening and closing public hearings V g �l.� • If something is not in�lie Code the Co c' should n�''�e 1�` I • Commission/Liaison assignments.aT✓ ' lint%`p oiler research by individual Councilmembers ha been done • Why does it take two people ton item on the agenda? • City Code needs to be reviewe and clarified • Suggested committee to form �Ws (�u c�-Q �� O� � e�"�� • Adhoc committees should be done in open session/Should they be formalized? • Closed Sessio too long COUNCIL DIRECTION • Form an ad hoc committee to write Council guidelines and revise section 2.10 of the Municipal Code • Staff to obtain sample guidelines and ordinances for Council procedures from other cities • City Attorney to use judgment in preparing background memos and other written materials for closed session items 6. LAFCO SERVICES REVIEW • RFP due on 2/19/03 • Review of Fire Protection Services in Santa Clara County • Special interest in Saratoga Fire Protection District (SFPD) • Final report completed by the end of 2003 • Also looking at sphere of influence • Does the City have an opportunity to provide input before the consultant starts? o Request copies of RFP o Review RFP o Inform LAFCO Board members who the City recommends o Lobby the people who are doing the interviews What if SFPD dissolves? o County Fire would have to be expanded and remove SFPD completely o SFPD takes over the entire City and remove County Fire completely No matter what the outcome of LAFCO's review the City could/should have an advisory vote of the people COUNCIL DIRECTION V • Staff to report to Council on responses to RFP due 2/19/03 • Staff to monitors e review process LEGISLATIVE UPDATE /BUDGET IMPACT • $6.9 million at the start of the year • $1 million in net operations • $3.5 million purchase of North Campus • After mid -year adjustments $4.i illion • Recent Governor's proposed cuts o Vehicle License Fees (VLF) o Gas tax o Booking fees • Methods for resolving budget impacts: o Expenditure Reductions $149 000 ■ Human resource Tech freosition fer- sixmm�l dVOA ■ . Consolidation of City Managers Office /Combine Analyst and Economic Development Coordinator's Positions' ■ Additional cuts such as training, recruitments, cont�ct services, equipment, energy conservation o Utilizing the Undes'gnated Fund bafance $129,000 o Other Sources P'000 ■ $312,000 from CIP P"' ■ $312,000 Economic Uncertainty Reserve 4 ■ $126,000 reduced Pavement Management Program (PMP) w ■ $312,000 additional reduction (unspecified) $710,000 set aside last year for animal shelter, which may not be built Possible personnel cuts next year COUNCIL DIRECTION c'e_ +-A*� 05* • --R—ei , 4th Street bridge &Warner Hutton House from CIP - $325,000 %solidate:Xosi�qf�,in City,{{,,M,..��an's office sac on 2/ Cit�ounci�l meting g Y RELATIONSHIP BUILDING WITH STATE AND COUNTY ELECTED OFFICIALS Rebecca Cohn wants to get involved with the City\keep her informed of City events, meetings, problems, j.5s es SBPC /Chamber of Commerc TCo�wn all meeting Breakfast meeting with Liz Kmss COUNCIL DIRECTION • Keep elected officials informed of upcoming City events • Arrange regular breakfast meetings with Supervisor Kniss and with other elected officials (,� • Support the Town Hall meeting proposed by SB C and thb Chamber of pp � Commerce 9. GENERAL PLAN UPDATES - TIMETABLE /RESOURCES • Change in some requirements • Community Development Department working on update (General Fund charged) • Housing Element Implementation o To date the City has accommodated the mandated regional fair share with the exception of 45 new Second Dwelling Units and the 42 units to be gained for Mixed Use Pr sects o Proposed Second Unit Ordinance is oxtie February 5th City Council agenda (Once adopted advertise program) o Staff has drafted the Mixed Use Ordinance and bring it to Planning Commission and Council after the Gateway Design Guidelines are complete • In house (technical data collection) update ex noise /safety • Open Space – Staff and Planning Commission subcommittee • Trails part of Parks Element • being incorporated into General Plan j, LU COUNCIL DIRECTION Staff to proceed with General Plan updates in the manner proposed in the staff report. 10. CITY CODE UPDATES — TIMETABLE /RESOURCES • Ordinances that needed to be addressed are brought forward first • Look at height limitations, fencing requirements at construction sites (front yard landscaping — consensus /not interested) • Remove Building Site Approval out of the Subdivision Ordinance • Subdivision Ordinance - amend noticing requirements • Use GIS system to include maps in legal ad in newspaper for Planning Commission hearings • Code continually updated • 3 year cycle /4 chapters per year • City Attorney work with departments • Not recommended a fully comprehensive review- would miss stuff • Develop Council polices — rescind all existing policies COUNCIL DIRECTION Staff to proceed with zoning ordinance updates in the manner proposed in the staff report. (Check with Tom to be sure they did not change the order.) 11. CITY ANNEXATION POLICY COUNCIL DIRECTION • Staff to analyze costs and benefits of annexation in different areas of the City and present recommended annexation policy to City Council. • General Plan Policy 12. UP RAILROAD TRAIL • City of Saratoga only city actively purAng trail • Town of Los Gatos included trail in their Trails Master Plan • July 2002 - Valley Transportation Authority (VTA) authorized Tier 1 Bicycle Expenditure Program Funding for the proposed Union Pacific Railroad Trail segment identified as reach 3 in October 2001 by Alta Transportation Consulting • Fall - VTA board approved Saratoga's Tier 1 project • VTA's budget is presently "In Flux" for all of the proposed projects on the Tier 1 funding list • Each projects implementation timeline will dictate where on the funding queue the project will land (those projects scheduled for completion at earlier dated will get priority funding) • If implementation is put off tOong, Saratoga could loose this funding • Cupertino has stated that this project is not an active project and will remain inactive indefinitely Col located on Prospect Road with the intention of relocating Senior Center programs. to this new location o August 2002 — after it was decided not to relocate the Seniors, staff was directed to complete minor improvements to the Administration Building to allow for public use of the facility o September 2002 — Completed ADA and building code compliant improvements in the Administration Building and begun renting space to groups o Sheriff Department moved in on o f' f the offices o Expenses appropriated for building and grounds improvements and maintenance to date is $95,781 • Next Phase of improvements would cost approximately $68,100 not including the restrooms and ADA improvements • Rentals to date have totaled $5,900 • Preschool approached the City to lease the classrooms for ten years. Does the City want to parcel out the property? • Sell it? Keep it? • Warren Hyde estimates for ADA improvements to the bathrooms would be $80,000 • Keep property maintained • Do not want to keep property too long without function/plan COUNCIL DIRECTION • Do not sell property at this time e Invest in the property to the, extent needed to allow basic uses of existing buildings • Continually reevaluate property and itrs potential uses in light of City needs • Possibly consider year to year leases • Review at end of one year ADJOURNMENT There being no further business Mayor Streit adjourned the meeting at 5:00 p.m. and thanked everyone for attending the retreat. Respectfully submitted, Cathleen Boyer, CMC City Clerk • City of Saratoga has an advantage in trail development due to the possible utilization of the PG &E easement for placement of the trail, thereby bypassing the need to interact with the railroad • Parks and Recreation Commission (PRC) is waiting for Council direction on how to proceed • Several residents want the trail to proceed/several oppose trail • S et donor of $400,000 to the City for the development of the trail AA VVI't, AAWW-) COUNCIL DIRECTION • Staff to prepare proposal for retaining a neutral facilitator to manage an impartial public information and outreach program including meetings among all groups having expressed interest or concern with the proposed trail. 13. ECONOMIC DEVELOPMENT POLICIES • 10% vacancy in the Village • Problem — retail space is under utilized COUNCIL DIRECTION • Finish updating the City's website • Work to improve the Village -seek control of sttw sidewalks from Caltrans and develop beautification plan • Economic development work should concentrate on business promotion and retention Downtown/Historic handout (possible paid advertising) • Need more family restaurants 14. RESOLUTION OF NEIGHBOR VERSUS NEIGHBOR ISSUES • Breck/Cutler to date $49,400 F, \,,� -e,(pe_ P-j z,7 • 25 times Sheriff responded to site l � • 325 hours of Code Compliance — `� 3 ✓�j-Z►. -+\-14 C • Director Sullivan to date has received 350 emails and has spent about 1000 hours • Brad Lind, Building Official — 250 hours • Barrie Coated/Arborist services - $2,600 COUNCIL DIRECTION 0, Staff will develop Code Enforcement Mission Statement Council guidelines will include policy that Council is not to intervene in Code Enforcement process 15. NORTH CAMPUS Background o July 2002 - City purchased the Grace United Methodist Church AGENDA. COUNCIL RETREAT NORTH CAMPUS.. 19848 PROSPECT ROAD SATURDAY, FEBRUARY 1, 2003 CITY COUNCIL RETREAT - 8:00 A.M. Continental Breakfast CALL MEETING TO ORDER - 8:15 A.M. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on January 31, 2001) . 1. Commission Liaison Discussion - Stan 2. Council Involvement in Hiring Process - Stan 3. Saratoga Community Foundation - Kathleen 4. Saratoga Schools Commission - Kathleen 5. City Council Meetings - Efficiency - Norman 10:30 - 10:45 a.m. Break 6. LAFCO Service Reviews - Richard/Dave Impact Jesse/Dave/Lorie_St,�- k-o.1,64VA 7. Legislative Update/Budget - 8. Relationship Building with State and County Elected Officials - (� Nick 4OkWV-\ %� Vwl� yLkAA - W %�!I A� "tvL,� %�36 it�'l,t, cfVL Pig V" 12:30 - 1:15 p.m. Lunch 9. General Plan Updates - Timetable /Resources - Tom 10. City Code Updates - Timetable/Resources - Tom/Richard 11. City Annexation Policy - Tom/Richard /John 3:15 - 3:30 p.m. Break 12. UP Railroad Trail - Ann/Cary 13. Economic Development Policies (mix of businesses) - Lorie/Danielle 14_ 15. Resolution dNeighbor versus Neighbor Issues — Ann/Stan North Campus- Nick/Joan Adjourn f � City of Saratoga Community Development Department MEMORANDUM TO: MAYOR AND CITY COUNCIL FROM: Thomas Sullivan, AICP Community Development Director DATE: February 1, 2003 RE: Schedule of General Plan Element and City Code Updates Please find following two tables that represent my recommendation of the priority and time lines for both General Plan Element and Major Zoning Code updates. Major Zoning Code Updates Priority Article # Title Target Status Date 1 Article 15 -50 Tree Regulations Winter City Council Sub - Committee 2003 has been appointed but has not yet met. 2 Article 15 -12 Single - Family Winter I't Draft Completed Residential 2003 Districts 2 Article 15-45 Design Review: Winter lst Draft Completed Single-Family. 2003 Dwelling 2 Article 14 Subdivision. Winter 15 Draft Completed (Delete Ordinance 2003 all references to Building Site Approvals) 3 Article 15 -58 Mixed Use Spring Hearing Draft Completed (new) Development 2003 Standards 4 Article 15 -06 Definitions Summer 2003 \ lam A W�, d' � ` 9(ni� 5 Not Yet Public and Quasi Fall 2003 Assigned Public Facilities Districts 6 Article 15 -18 P -A: Professional Winter and 2004 Administrative Office District 6 Article 15 -19 C: Commercial Winter Districts 2004 6 Article 15 -46 Design Review: Winter Multi- Family 2004 Dwelling and Commercial Structures 6 Article 15 -17 R -M: Multi- Winter Family 2004 Residential Districts There. will be minimal cost for advertising the public hearings and for City Attorney review. Additionally; there is also some cost for "Codification'. The last three ordinance amendments cost about $1,000 to send the codification process. Cities and Counties are encouraged to conduct and annual review .of their General Plans. The Housing Element's annual report is mandated. The City of Saratoga has adopted all seven the Mandatory Elements of the General Plan and has adopted three Optional Elements: MANDATORY ELEMENTS Date of Adoption OPTIONAL ELEMENTS Date of Adoption. Land Use Element 1983 Scenic Highways Element 1999 Circulation Element 1999 Seismic Safety Element 1987 Housing Element 2002 Parks and Trails Master Plan 1991 Conservation Element 1988 Open Space Element 1993 Safety Element 1987 Noise Element 1988 The Scenic Highways and Seismic Safety Elements were once were mandatory elements, but are no longer. Scenic routes issues are addressed as a component of the Circulation Element and seismic issues are addressed in the Safety Element. The Parks and Trails Master Plan fulfills the requirement of having a Parks and Recreation Element of the General Plan in order to assess and collect Parks -In -Lieu fees from new subdivisions. The Parks and Trails Master Plan and the Parks and Recreation Element are really one and the same document. Ann Welsh, AICP of the Planning Department Staff, has been assigned the task of updating the Conservation, Open Space Elements and the Parks and Trails Master Plan. I have attached the Work Program for this effort. The Parks .and Recreation Commission have had a Trails Subcommittee working on the Trails portion for the past year or so. Ann will coordinate her efforts with the Subcommittee, the Parks and Recreation .Commission and the Planning Commission. The Land Use, Safety and Noise Elements all need to be updated. It is planned that most the Zoning Code issues be taken care of this fiscal year and that in the following year that the Land Use Element will be updated in- house. The voters approved measure "G" long after the Land Use Element was adopted. This is a major discrepancy that needs to be corrected. The Land Use Element should devote a major section to Measure G as it affects over 90% of the City. Both the Safety and Noise Elements are very technical and the City will need to contract with a consultant for those updates. The Circulation .Elements is relatively new and will not need updating for about five years. The State of California will be mandating that the Housing Element be revised and readopted by June 30, 2006. 1 have actually started working with the staff of the Association of Bay Area: Governments (ABAG) to identify realistic growth potentials for the next 20- years. Recently, it was discovered that a General Plan Land Use Element text amendment was adopted by the City Council but never inserted into the, text of the document. The City Clerk has completed a comprehensive search of all City Council Resolutions so that each amendment to the various parts of the General Plan can be reviewed to make certain.that the Council's actions were carried through. HOUSING ELEMENT PROGRAM IMPLENTATION . Program LI: Zoning Code Changes for Second Units. The Planning Commission has adopted a Resolution recommending that the City Council adopt the proposed zoning ordinance amendments, which implement both the City's Housing Element and the provisions of AB -1866. The Council's hearing date is February S, 2003. Program 1.2: Amend Zoning Code to implement a Mixed -Use Overlay Zone. This ordinance has been drafted. The Planning Commission has requested that the Mixed -Use Ordinance be held in abeyance until the Gateway. Design Guidelines are completed, as there is a 20 to 30% overlap between the two .programs. Staff anticipates that the Planning Commission will conduct hearing on the Mixed -Use Ordinance in February or March of 2003. In the interim, we are using the provisions of the Housing element to guide development review. There is one pending application for an apartment over new commercial square footage on Big Basin Way. Program 2.1: Density Bonuses and Affordable Requirements for Very Low - and Low Income Housing. The ordinance will be processed at the same time the Mixed -Use ordinance goes before the Planning Commission and City Council. Program 2.2: Saratoga Retirement Community. Phase I of this project have been completed and is currently occupied. This was the phase that included 49 -units for very low- income households. The City Council conducted a TEFRA Hearing and has adopted a Resolution supporting and approving the issuance of $82,000,000 Tax Exempt Bonds via the ABAG Finance Authority for the construction of Phase II, which consist of 47 -unit for moderate - income Households and 97 -units of above moderate- income households. The building permits for all 110 -units are scheduled to be issued in January 2003. Program 2.3: Assist in Obtaining Subsidies for Affordable Housing Development. The City continues to make available its allocation of CDBG funds to subsidize housing cost. Project Match is receives a subsidy from the City's CDBG allocation. This helps provide senior housing. The City actively advertises the CDBG program to increase the number of units of senior housing. Program 2.4: First -Time Homebuyer Assistance. The City has invited both public and/or non - profit organizations to propose eligible projects for the.City's allocation of CDBG funds. Program 3.1: Saratoga Housing Rehabilitation and Assistance Program (SHARP). The City continues to fund SHARP. The principal beneficiaries of the program are seniors. Program 41 Preserve Existing Affordable Rental Housing. The City has continued, to, monitor the 177 existing affordable rental units that are found in three existing projects. The Department also has indicated to various potential applicants interested in demolishing an existing apartment complex that unless 25% of the new units were deed restricted for below market rate rental, the Staff would not support the proposed project. Program 4.2: Amnesty Program for Existing Second Units. While the City cannot "count" these units towards the mandated 539 -units the program has been left in the Housing Element as it is important to ensure that all dwellings meet minimum "fire, life, safety" requirements of the Uniform Housing Code. Streamlined regulations for this program are found in the Second Dwelling Units ordinance recently approved. by the Planning Commission. Program 5.1: Fair Housing Program. The City disseminates information packets about Fair Housing Regulations, and refers discrimination complaints to the Mid- Peninsula Citizens for Fair Housing or to the County of Santa Clara Office of Consumer Affairs. This is an on -going . program. Program 5.2: Sites for Emergency and Transitional Housing Facilities and Services. Included in the draft Mixed -Use Zoning ordinance amendments is a provision that indicates that anywhere Mixed -Use housing is allowed so. will emergency and transitional housing. Additionally, the City of Saratoga supports and has issued a Use Permit to the Saratoga Ministerial Association for a rotating emergency shelter program to be housed at various local .Churches. Program 53: Evaluation of Accommodation of Persons with Disabilities. This was an issue that was addressed by the State Legislature and became law about the same time the City was gaining approval of its Housing Element. The Community Development Department has reviewed its ordinances and policies to ensure that the City does not in any fashion condone discrimination against persons with disabilities due to any zoning code or building code or practice. By December 31, 2003 we will develop an ordinance prohibiting such actions. General Plan Element Update Priority Element Title Status Target Date 1 Open Space Adopted in 1993. Currently being Fall 2003 worked on through the Parks and Recreation Commission, Planning Commission and Trails Sub - Committee 1 Parks and Trails Adopted in 1991. Currently being Fall 2003 Master Plan worked on through the Parks and Recreation Commission, Planning Commission and Trails Sub- Committee. This will be integrated into the Parks and Recreation Element. 1 Conservation Adopted in 1988. No none Fall 2003 amendments, but we are searching the records. Currently being worked on through the Parks and Recreation Commission, Planning Commission and Trails Sub - Committee 2 Land Use Adopted in 1983. Various text and map Spring 2004 amendments over the years - not all placed in document. A complete search of records is now occurring. 3 Safety Adopted in 1987.. No known Spring 2005 amendment but we, are searching the records. 3 Noise Adopted in 1998. No known Spring 2005 amendment but we are searching the records. 4 Circulation Adopted in 1999. Spring 2006 4 Housing Adopted. in 2002. (January 1, 1999 June 2006 effective date of Housing element cycle) It is planned that all work will be accomplished "In- House" with the exception of the Noise and Safety Element updates. These are very technical and need to be accomplished by consultants. All printing and binding will also be accomplished "In- House" as these elements are like chapters in a book. The old chapters will be removed and the new ones inserted. ggG �S Recreation Department Memo To: Mayor, City Council and City Manager From: Joan Pisani Date: January 27, 2003 Subject: North Campus -------------------------------------------------------------------- North Campus Background Listed below are activity highlights of the North Campus. • July 2002: City Council purchased the Grace United Methodist Church on Prospect Road with the intention of relocating Senior Center programs to this new location. • August 2002: After it was decided not to relocate the seniors, staff was directed to complete the minor improvements to the Administration Building to allow for public use of the facility. • September 2002: Completed ADA and building code compliant improvements in the Administrative Building and began renting space to groups. Also, Sheriffs Department moved in one of the offices. • Council appropriated money to replace fence around the property, repair roof at Fellowship Hall, and to hire an architect to provide specifications for ADA improvement and restrooms for Fellowship Hall. • Expenses appropriated for building and grounds improvements and maintenance to date is $95,781. • Uses to date: See attached listing. What's Next The following items should be in the next phase of improvements at the North Campus. • Purchase and install metal identification sign for front of North Campus property: $300 (wood sign would be $1000). • The City will soon be soliciting bids to complete ADA improvements to Fellowship Hall, the addition of a restroom facility, and the installation of a l handicapped accessible pathway between the building and the parking lot. Cost will to be determined once bids are received. • If we want to rent Fellowship Hall for private events to generate revenue, the i ceiling needs to be changed. Demo existing sprayed on insulation and install acoustical tile: $9,000 • Paint interior large room and kitchen: $1200 • Try to get community group to paint Fellowship Hall exterior. • Fellowship Hall equipment to purchase should include 200 plastic stacking chair ($28 each) and round and rectangular tables (25 tables @ $195 to $225each): $12,000 • Equipment and supplies including vacuum cleaner, garbage cans, dispensers, toilet paper, mops, etc: $1500 • . Installation of an automatic fire control system over stove in Fellowship Hall kitchen (required by Building Dept): $2200 • Increase outside custodial services contract to include two. buildings for two to five nights per week. The current contract is for one building, one night per week ($200 per month). With the number of uses, we are finding that cleaning the Administrative Building only one night per week is not enough. Increase to $350 to $815 per month. a- Dennis Leong, Park Maintenance Supervisor, informed me that the grounds need a lot of work. His request includes irrigation upgrades: $21,000, tree work: $4000, replant and repair landscape: $15,000. Total: $40,000 • A refrigerator and freezer: $1000 • With increased use of an additional building, the water and PG &E bill will most likely increase. Minimum Total of Items Identified: $68,100 (does not include restroom� and ADA improvements) Other Needs and Concerns • In the near future there is a need to replace the flooring and lights in the Administrative Building and Fellowship Hall. • The Taiko Drummers are currently practicing in Fellowship Hall every Saturday. They also store their drums in the only storage area in the building. We will need this. space to store tables and chairs.. • We should get new chairs for the Administrative Building. The chairs currently there are the old ones from the Community Center. • There is no City staff at the property. Currently we check out a key to the user and they are on their own to open up and lock up after their event. We have had some problems operating this way. As the programs and activities increase, should we consider have a staff person at the facility? • Do we want to continue to use the names given the buildings by the church group, �r should they be renamed? a NORTH CAMPUS USAGE September 2002 — March 2003 City Usage Commission meetings (2) City employee training (1) Council retreat Recreation Dept children's theater rehearsals Multiple Uses Anjuman- E -Jamali Religious Group: 64 uses /$5000 collected in rental revenue Saratoga Sister City monthly meetings Boy Scout troops Eastfield Ming Quong volunteers monthly meeting One Time Uses Organization of Chinese American Women Sheriff s Dept training session Neighborhood meeting Children's Hospital Foundation meeting Birthday party Friend of the Library meeting Administration Building Rental Rates $40 per hour for private groups $20 per hour for non - profit groups Total collected to date: $5900 Memo To: Mayor and Councilmembers From: Cathleen Boyer, City Clerk Date: January 31, 2003 Re: Council Retreat Attached is an additional item for the Council ` Retreat on Saturday, February 1, 2003. Assistant City Man ager /Adminstvative Analyst /Economic Development Coordinator :Duties AC'M Group Business Liaison Business Retention includes producing a Quai-t:erly Newsletter and continuing Business Coaching Chamber Relations —scope to be determined after negotiations are coniplet:e Citizen Complaint Log CM Budget: C'OC Co. -Op Ads Coordinate preparation of the Saratogan Council Priorities List Emergency Preparedness & Coordinator Gateway Chant Management (Le,, Altrans, CLE:E:P, etc.) L13C Legislation. Library Construction Management Meetings Marketing Materials/ Brochures NTMP Personnel Policies PIO Officer Public Safety Commission Liaison (includes traffic response) SBDC School Traffic Sheriff's Contract Supervise Analyst S'VAC.A TI:S Radio Tree Lighting/Special Event's Websit:e Audited Beginning Balance Net Operations Total Operations and Fund Balance Property Purchase Budget Amendments to -date Mid -year Adjustments to Revenue and Expense: Vessing Road Oddfellows Steet Fund Transfers--:: CAP CDBG Adjustment Payroll Adjustments KSAR to Trust Fund Total Projected Fund Balance Reserves: Operating Economic Uncertainty MIS & PERS 6,970 1,003 .7,973 (3,500) (303) 417 289 (439) (111) (101) (12) 4,213— 2,316 1,500 �N 268 4,084 Current Year Undesignated Funds 129 �v 1 General Spec Rev Avail. Fund Balance 4,213 Remainder of Year Items: Revenue Reductions: Gas Tax VLF (March -June) (4s) (590) (590) (48) 2 Methods for Resolving Budget Impacts: #1.,- Expenditure Reductions - $149k #2 - Utilizing the Undesignated Fund. Balance - $129k #3 -. Other Sources (detailed on page 7) - $312k 3 Expenditure Reductions: HR Technician - 6months .Consolidation of CMO position Additional Cuts - (see - pg 5) General Spec Rev 31 39 79 30 149 30 0 s 2002/03 Additional Cuts Training /Mtg's /Dues & Memberships :10 Recruitments 2.5 Special Events - Teen Svc's 5 Contract Services: Consulting - Comm Develop. 25 Emergency Prep & Commissions 4 Traffic Engineering 8 Economic Development 12 Equipment - Admin 10 Energy Conservation 2.5 Total 79 s • $312k from CIP $200k, 4th Street Bridge - $125k, Warner Hutton House $312k, Economic Uncertainty Reserve • $126k, Reduced Pavement Mgmt. Program to Maintenance of Effort Level Freeing up $126k, Leaving $186k for Other Options to Balance • $312 Additional Expenditure Reductions (Unspecified) h General Spec Rev Remainder of Year Items: Total Revenue Reductions (590) (48) #1 Expenditure Reductions 149 30 #2 Utilizing the Undesignated Reserve 129 #3 Other Sources 312 Net 2002/03 Adjustments 0 Additional Impacts Pending Outcome of the State's Budget Process: • ($1.268 million) Vehicle License Fees • ($23k) Booking Fees • ($78k) Gas Tax 9 City of Saratoga Community Development Department MEMO TO: Mayor and City Council FROM: Thomas Sullivan, AICP Community Development Direc r DATE: February 1, 2003 SUBJECT: Housing Element Implementation - By the Numbers New Housing Units Assigned by ABAG (RHND). T Income Grou s RHND Ve Low TL 36 Moderate 108 Above Moderate 320 Total 539 #1 #2 #3 #4 #5 #6 #7 ot� 49 15 11 75 1 30 5 36 61 47 108 161 97 10 26 88 320 161 110 144 1 11 45 1 42 1 88 1 539. #1= New Dwellings added from 1/1/9.9 to 5/1/01 #4 = Montalvo Art Studios plus Caretaker's Unit . #2 = Odd Fellows Phase 1 #5 = New 2nd Units #3 = Odd Fellows Phase 2 #6 = Mixed Use Projects #7 = New Market Rate Dwelling Units New Housing Units Added (Building Permits Issued) 1/1/99 - 1/1/03 T al Income Groups 775 D Ve Low Low 36 Moderate Above Moderate E320 Total 539 #1 #2 #3 10 #5 WOO 49 49 61 47 108 161 97 10 356 161 110 14 514 The Housing Units assigned by ABAG covers a period between 1/1/99 and 1/1/07. During the period from 1/1/99 and 1/1/03 the City has accommodated the mandated regional fair share with the exception of 45 new Second Dwelling Units and the 42 units to be gained from Mixed Use thprojects. The Second Dwelling Unit ordinance is before the City Council on .February. 5 for Public Hearing and first reading. The Mixed Use Ordinance has been drafted and at Planning Commission direction is being held in abeyance until the Gateway Design Guidelines are complete. I can recall the hand wringing we all experienced at the Council Retreat in May 2001 about the ABAG mandated number. Not only is the Housing . Element certified - we are producing the housing units without damage to the neighborhoods. City of Saratoga Community Development Department MEMORANDUM TO: CITY COUNCIL FROM: John F. Livingstone AICP, Associate Planner DATE: February 1; 2003 RE: City of Saratoga Annexation Policy Annexation The City of Saratoga's General Plan Land Use Policies concerning annexations are as follows: L 1.1 Lands shall not be annexed to Saratoga unless they are contiguous to the existing City limits and it is determined by the City that public services can be provided without unrecoverable cost to the City and dilution of services to existing residents. LU.1.1 6Imp) Annexation proposals shall be carefully studied to determine their economic and urban service impacts on the City. All Santa Clara County discretionary applications require a review of annexation if the property is either directly adjacent to City of Saratoga boundaries, or within 300 feet from the boundary along a public road. The City of Saratoga generally does not recommend annexing small single - family residential projects into the City. There are three areas of the City where the question about annexation comes up. Two of the areas are Mt. Eden Road and Prospect Road heading up to the Country Club. In both situations the County owns and maintains. the Roadway. According to LAFCO policies if a City annexes a property it should also annex the roadway accessing the property. In both situations the, road maintenance would be very high. The other area is along Glen Una Drive. In this case the road is flat and maintenance would not be as high. The advantage to annexing a property is that the City can control the design of the proposed project. . The County regulations allow. height of 35 feet and a greater floor area ratio. Occasionally the County projects are not in character with the rest of the neighborhood that may be in the City of Saratoga. Another advantage is that the City receives a portion of property tax from the annexed properties. According to the Administrative Services. Director the City of Saratoga receives approximately $1,750 in property taxes on a $5,000,000 property and $350 for a $1,000,000 property. Depending on the condition of the road and the value of the house the property tax received by the City of Saratoga may not cover the costs of road maintenance and services. City Council Memo RE: Annexation February 1, 2003 Paget Santa Clara County Referral System The Santa Clara County Planning Office refers a few projects a month to the City of Saratoga for review. The projects that are referred require discretionary review, similar to the projects that require Planning Commission review with the City. Ministerial projects that may only require building permits and need no formal review by a decision making body, are not referred. All County projects that are in the City of Saratoga's sphere of influence require review by the City of Saratoga. The majority of the projects referred to the City of Saratoga are for small single - family projects that require discretionary review for a variance or building site approval. The County sends the City of Saratoga a set of plans and a brief project description for review. The projects are reviewed on a case -by -case basis as to their impact to the City of Saratoga. Any comments are then forwarded back to the County Staff. General Plan Conformance Projects that are subdivisions, use permits, or a zone change require General Plan Conformance with the City of Saratoga's General Plan. The County is required to confirm that the proposed project conforms to the density and General Plan designation of the City. The project will not be processed by Santa Clara County if it does not conform to the City of Saratoga's policies. Chester Fung of the VTA provided the following update on January 29, 2003: • All 24 tier 1 projects (Saratoga's included) were approved by the VTA board this past fall. • VTA's budget.is.presently "In Flux" for the 24 projects on the Tier I funding list. • Each projects implementation timeline will dictate where on the funding queue the project will land (those projects scheduled for completion at earlier dates will get priority funding). VTA's is committed to funding Saratoga's project at the present time, but if implementation is put off too long, funding may be an issue. Glen Goepfert, City of Cupertino Assistant Director of Public Works, updates as follows: • The UP Rail Road Trail Project is not and active project, and will remain inactive indefinitely: • The City of Cupertino has focused its resources on other trail projects within the City, which have funding, and has no immediate plans to revisit the UP Rail Road Trail project based upon the finding of the feasibility study.. The other UP Rail Road Project stakeholders did not respond to voice mail messages left with them this past week. Their previous positions did not indicate support for developing the trail based upon the findings of the feasibility study. The City of Saratoga has an advantage in trail development due to the possible utilization of the PG & E easement for placement of the trail, thereby bypassing the need to interact with the railroad. SARATOGA CITY COUNCIL MEETING DATE: July 17, 2002 AGENDA ITEM: ORIGINATING DEPT: Public Works. CITY MANAGER: PREPARED BY: DEPT HEAD: SUBJECT: Union Pacific Railroad Trail VTA Funding Resolution RECOMMENDED ACTION(S): Adopt resolution. REPORT SUMMARY: The Valley Transportation Authority (VTA) is willing to reserve for Saratoga Tier 1 Bicycle Expenditure Program funding for the proposed Union Pacific Rail Road trail segment identified as reach 3 in the Alta Transportation Consulting feasibility study completed October, 2001. The segment is 1.6 miles in length, with the goal of placing the trail on the PG &E easement. Projected development costs for reach 3 is $1,997,577.00 dollars, with a required local match by the city of 20% percent, or $399,515.40. At their regular meeting on June 19, 2002, Council directed staff to pursue VTA Tier 1 Bicycle Expenditure Funding by submitting an application to the VTA by their July 5, 2002 deadline, which staff completed and submitted. An additional condition for Tier 1 funding is Council submitting a resolution supporting the terms and conditions for usage of Tier 1 projects by VTA's imposed deadline of July 29, 2002. As directed by Council, Staff is submitting the resolution for Council review and approval so the application for VTA Tier 1 funding can proceed forward. FISCAL IMPACTS: City is required to provide $399,515.40 in matching funds to the VTA if project development occurs. However, VTA staff has indicated there may be opportunities to procure grant funding for the 20% match. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): VTA Tier 1 funding earmarked for the U.P.R.R. Reach 3 project in Saratoga will most likely be reallocated to a different Tier 1 project in another jurisdiction. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Forward approved original resolution to VTA. ADVERTISING, NOTICING AND PUBLIC CONTACT: None. ATTACHMENTS: Attachment A — Resolution 2 of 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA SUPPORTING THE TERMS AND CONDITIONS FOR TIER 1 FUNDING FROM THE VALLEY TRANSPORTATION AUTHORITY BICYCLE EXPENDITURE PROGRAM FOR REACH 3 OF THE PROPOSED UNION PACIFIC RAIL ROAD TRAIL PROJECT WHEREAS, The City of Saratoga is applying for Tier 1 Bicycle funding from the Valley Transportation Authority Bicycle Expenditure Program for Reach 3 of the Proposed Union Pacific Rail Road Trail project in, the amount of $1,997,577.00, and WHEREAS, The City of Saratoga has assumed the role of lead .agency for the Union Pacific Rail Road Trail project due to other jurisdictions, namely the Cities of Cupertino, Los Gatos, Campbell and the County of Santa Clara, having dropped the project upon the completion of the feasibility study finding analysis, and WHEREAS, The City of Saratoga's trail portion under consideration for funding is 1.6 miles in length, and runs from Saratoga / Sunnyvale Road in the North to Saratoga Avenue in the South, and is identified as Reach 3 in the feasibility study completed by Alta Transportation Consulting Group October, 2001, and WHEREAS, The City of Saratoga supports funding the project with a 20% minimum "local match" of non - Bicycle Expenditure Program funds, and WHEREAS, The project must conform with the Bicycle Technical Guidelines except in cases where compliance would result in extraordinary cost and /or environmental impacts, and WHEREAS, Bicycle Expenditure Program Funds that are not obligated or expended within the time limits established by the governing fund program are subject to review and reprogramming to another Tier 1 or a Tier 2 project that is ready to expend the funds.. NOW, THEREFORE, BE IT RESOLVED that the Saratoga City Council supports the terms and conditions of Tier 1 funding from the Valley Transportation Authority Bicycle Expenditure Program. PASSED, APPROVED AND ADOPTED by the City Council of the City of Saratoga on the 1st day of March 2002 by the following vote: AYES: NOES: Page 1 of 2 Resolution No. ABSTAIN: ABSENT: ATTEST: Cathleen Boyer, City Clerk Nick Streit, Mayor Page 2 of 2 I fob r r development Policies Economic Council Retreat Saturday, February 1, 2003 ♦ 8 ' at t� s E-W,�� o -ts Syvnzopysts o if S ,r: � oa1 - Initial Council Emphasis — Busi ness Retention & Business Promotion Council directed focus on relationship building with the merchant community, fa g cilitatin downtown revitalization, building consensus for the gateway improvement project, and coordinating special events - Present Council Emphasis — Business Attraction ■ As downtown vacancies started to drastically increase economic development efforts .are now focused on new business attraction e pies o n is_ w _ _. V ot Recruiting new businesses & diversify the sales tax base Draws regional and local resident to Saratoga Promotes viability & longevity of the local business community Saratoga Business Attraction opportunities ■ Council has allocated resources to facilitate a pro- business environment ■ Council has expanded. recruitment efforts to include high -end chains Constraints • Limited development opportunity (almost built out 1% commercially zoned) • Limited funds — No specific incentive packages Saratoga Business Attraction Accomplishments ■ Development of an Available Lease Space Brochure ✓ Highlights Saratoga commercial property information in a concise brochure ■ Opportunities for expansion —have pictures and contact information for all available properties on the City's website ■ Facilitated City "Meet & Greets" ✓ Created out of our response to our new business section on the City website, staff meets with a potential business owner in their business location of choice to walk the property, answer questions, and facilitate a meeting with the landlords if interested ■ Opportunities for expansion — City could highly publicize, this program to demonstrate a pro- business environment with emphasis on commercial permit streamlining Saratoga, Business Attraction Accomplishments ■ Network quarterly with local commercial. brokers, local property owners, and landlords ✓ Staff conducts meetings to network on possible leasing leads and work in collaboration with interested parties ■ Opportunities for expansion — continue to reach out to interested parties and discuss the City's economic development vision for Saratoga ■ Targeted Business Attraction ✓ Staff created comprehensive marketing packets containing demographic information, available lease space, and business license applications. Packets were sent to business of interest. ■ Opportunities for expansion— standardize the marketing packet— creating a brand image associated with Saratoga Saratoga Business Promotion Opportunities ■ Staff time and funds allocated for the creation of promotional material i.e., self- . directed historic walking tour brochure, and parking and shopping directory ■ Website Development Constraints ■ Limited funds to accomplish various programs A o° Saratoga Business Promotion Accomplishments ■. Provide Co -op Ad Opportunities ✓ Staff created several co -op ad programs for our merchants ➢ Mountain Winery & Villa Montalvo Concert Series 2002 Programs ➢ Saratoga News & Silicon Valley Business & More Publication ■ Opportunities for expansion: — reassess current co -op opportunities and possibly look to other advertising mediums i.e., radio, television, and print (San Jose Mercury News — Guide Addition) . Special Events ✓ Village Tree Lighting Ceremony & Mustard Walk ■ Opportunities for expansion work on improving the scale of these events to encompass larger attendance through promotion and increased activities v Saratoga Business Retention opportunities Can be fairly inexpensive when focus is on relationship building and disseminating information ■ Beautification Programs Constraints ■ Many business owners are unaware of resources, have limited time to attend or take advantage of _resources ■ Limited funds exist for beautification programs Saratoga Business Retention Accomplishments ■ Business Outreach Program ✓ Discuss current business constraints and opportunities which position the City to be responsive ■ Commercial Beautification Project ✓ Gateway Improvement Project ✓ Village Beautification — benches, planters, trashcans, and decorative lighting Opportunities for expansion— Fagade improvement program, and/or volunteer beautification program ■ Business Resource Directory ✓ SCORE (Service Core of Retired Executives) Free confidential business counseling by retired CEO's on refinancing, business plan development, marketing strategies & SBA (Small Business Administration) - loan financing and workshops ✓ City business newsletter and website promotion L,, . e ��`""�`�`,� CIAV VY