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01-18-1984 CITY COUNCIL AGENDA
r DA CITY Ur' Su euurx;A BILL NO. 5 Initial: Dept. Hd. DATE: January 9 , . 19 84 , ( January 18, 19 8 4 ) C. Att DEPARTM=: Community Development C. Mgr. SUBJECT: CONSTRUCTION ACCEPTANCE FOR SDR -1473, MARION ROAD Issue Summary The public improvements required for the subject Tract or Building Site have been satisfactorily completed. This "Construction Acceptance" will begin the one (1) year maintenance period. Recomnendation Grant "Construction Acceptance" to the subject Tract or Building Site. Fiscal Impacts None E: ch ibi t s /Attactmen is 1. Memo describing development and bond. Council Action 1/18: Approved on Consent Calendar 5 -0. w �1EMOO RAND�IM 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 867 -3438 TO: City Council DATE: 1/9/84 FROM: Director of 'Community Development SUBJECT: Construction Acceptance for SDR -1473 Name & Location: Eugene Zambetti, 20860 Marion Road Public Improvements required for Marion Road have been satisfactorily completed. I, therefore, recommend the City Council accept the improvements for construction only. This "construction acceptance" will begin the one (1) year maintenance period. During that year, the improvement contract, insurance and improvement security will remain in full force. The following information is included for your use: 1. Developer: F „gene Zambetti Address: 20860 Marion Road Saratoga, CA 95070 2. Improvement Security: Type: SURETY BOND Amount: $13,000 Issuing Company: Tdamnijt�r Company of California Address: Receipt, Bond or Certificate No.: 626325P 3. Special Remarks: RSS /dsm Robert S. Shook AGENDA BILL NO. j 5-71 CITY OF SARATOGA Initial: Dept. Hd. DATE: January 9, 1984 (January 18, 1984) DEPARTMENT: Community Development C. Atty C. Mgr. SUBJECT:' Proposed Revision to Personnel in the Community Development Department Issue Summary The Code Technician position in the Community Development Department is currently vacant. Staff believes that the Permit Review process could be improved with a revision to the positions in the Department through 1) an upgrading of the Code Technician position to one similar.to.a Building Inspector I to insure that the person is able to answer Building Code questions and check simple plans or 2) conversion of the outside plan checker to an inhouse position responsible for answering code questions and continuance of the Code Technician as it presently exists to process plans. Recommendation Upgrade the Code Technician position to insure City staff can answer Building Code questions and check simple plans. Fiscal Impacts Increase in salary and benefits of approximately $9,000 per year to upgraded Code - Technician. or Salary and benefit allocation of $39.,000 per.year for a plan checker in lieu of $35,000 plan checking consultant fees. Staff antdipates $70,000 plan checking fees next year. Exhibits /Attachments Memo to City Manager -dated:.1/9/84. Council Action 1/18: Mallory /Clevenger moved to upgrade Code Technician position. Passed 5 -0. :Nd E :N NA N 99UT @:T O&ULIAMMOZ 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 887 -3438 TO: City Manager DATE: January 9, 1984 FROM: Kathy Kerdus SUBJECT: Proposed Revision of Personnel in the - Community Development Department The Code Technician position in the Community Development Depart- ment is currently vacant. This position 1) processes building plans, 2) checks simple building plans for code conformance, 3)'answers Building Code questions, 4) answers engineering and planning process questions, and S) is generally responsible for the Permit Review counter. Given time and ability, the Code Technician may also help with the planning packet, business licenses, tree permits and general drafting. The position has been -open and advertised but the applications do not show much promise for hiring a person with building plan processing or plan checking capabilities, let alone the other desired abilities. Since Staff is anticipating that building applications in the spring and summer will equal or exceed those experienced by the City last summer, we are concerned about this situation. When filling this position, we wish to insure that the Community.Development Department will be able to handle and coordinate the applications expeditiously. Given these circumstances, Staff has reviewed the following options available to the City, in order to obtain applicants better able to fill the department's needs: 1) Upgrade the Code Technician position. This would increase the salary offered-to equal that o a Building Inspector I in order to attract applicants more able to meet our needs. It would also insure that a person with Building Code training be available at the counter most of the working day; that simple plans can be checked while adding no additional fulltime employees. The additional salary allocation would be increased $9,000 annually. 2) Hire an inhouse Plan Checker in place of the Consultant Plan Checker and continue the Code Technician position as current- ly salaried. This would mean hiring an inhouse Plan Checker at W Proposed Revision of January 9, 1984 Personnel in the Community Page 2 Development Department the Building Inspector II level, increasing our inhouse expertise and increasing the depth in the Community Development Department staffing, while allowing for the potential of the Code Technician to do the drafting, business licenses and tree permits, etc. that are currently bottlenecked with the planners in the Permit Review Division. The cost of this option depends on the revenues gen- erated from plan checking fees and the amount that would have been spent on an outside plan checking consultant. The Code Technician salary is already in the budget. Staff projects that plan checking revenues will be approximately $70,000, which would cover the $39,000 annual salary appropriation necessary for the Plan Checker. The outside plan checker, given the same assumption on level of plans, would charge the City $35,000 next year. Given that both alternatives would improve the potential for an improved permit process, and that the second option would require hiring one (1) additional permanent employee, Staff is recommend- ing that the Council upgrade the Code Technician position. KK:cd clg�� yj;�� — Kat y Ker6lus Senior Planner a AGE. MA BILL NO. DATE: January 10, 1984 DEPARTMENT: City Manager CITY Or SARIIIC CA Initial: • Dept. Hd. C. Atty. C. Mgr. SUBJECT: Lease of State Property Adjacent to Congress Springs Park Issue SL=ary The City leases 9.95 acres of undeveloped land from the State. Only a small portion of the land, which is part of the West Valley- Transportation Corridor, has been utilized at the edge of the playing fields at Congress Springs Park. New legislation (AB 1448) permits residents to sub -lease undeveloped leased land from the City, and also for the City to renegotiate the lease at $1 per year. A request'by a resident to sub -lease a portion of the land has necessitated a review of the City's intentions and the feasibility of continuing to incur substantial maintenance costs. Recomnendation That the City negotiate with the State to lease only.the small portion of land the City utilizes as part of Congress Springs Park. Fiscal Impacts 1 - Renegotiation of the lease would reduce the City's mental to $1 per year from the current $250. 2 - Leasing only a portion of the area would decrease the current main- tenance cost considerably (1983 cost for discing the unused land was $1,325.00). E- hi.bits /Attachments 1 - memo 1/.10/84 2 - Background Memo 11/14/8:3 3 - Parks & Recreation Commission Memo 4 - AB 1448 (Konnyu) 5 - Lease (1977) and Lease Renewal (1983) Council Action I/18= Moyles /Mallory moved to adopt staff recc mendation. Passed 5 -0. 0 �� =�' "� CITY • f = � - ATO GA 0 REPORT TO MAYOR AND CITY COUNCIL DATE: 1/10/84 COUNCIL MEETING: 1/18/84 SUBJECT: Lease of State Property Adjacent to Congress Springs Park ---------------------------------------------------------------------- - - - - -- The attached memo of 11/14/83 recommending renegotiation of the lease of property adjacent to Congress Springs-Park was reviewed by the Parks & Recreation Commission in December. The Commissioners took no formal action but were generally supportive of the recom- mendation. If the City is ever in a position to utilize the Corridor right - of -way beyond what is currently being used, it should not be difficult to work out a solution with the State and /or other lessees. Rent for 1984 is currently due. Prompt action is.required if the lease is to be renegotiated. Car_ cl .,n ng Administrative Assistant :llc Attachment O REPORT TO MAYOR AND CITY COUNCIL DATE: 11/14/83 COUNCIL MEETING: SUBJECT- Lease of State Property Adjacent to Congress Springs Park The City has received a request from a resident on DeHavilland Court to sublease a portion of undeveloped land which the City leases from the State. This has been made possible by an amend- ment to Section 104.7 of the Streets and Highways Code which will go into effect January 1, 1984. The amendment and request have prompted a review of the lease and various alternative ways to respond. Since November 1977, the City has leased 9.95 acres of undeveloped land from the State. This land is part of the West Valley Trans- portation Corridor right -of -way adjacent to Congress Springs Park. The City utilizes only a small strip of the leased corridor, vary- ing from 30 to 60 feet wide, as the outer edge of the park playing fields. The original five -year lease was negotiated at a cost of $200 per year, and renewed in January, 1983, for another five -year period at $250 per year. In addition to the rental cost, the City spent $1,325 in discing alone this year in maintaining the undeveloped land. In January AB 1448 (Konnyu) will go into effect authorizing the Department of Transportation to lease unoccupied unimproved State highway lands upon request of a city or county to the city or county for $1 per year. Additionally, AB 1448 permits the land to be subleased for agricultural or recreational purposes, giving contig- uous property owners the first opportunity to sublease from the leasing agency. The City has received a request by a resident owning contiguous property to sublease a portion of the property for a garden. Alternatives 1. Maintain current lease and sublease to resident(s) - AB 1448 states that a subleasing agency cannot retain more of the rental fee than required to cover administrative costs. Therefore, there is no financial gain and subleasing would be more costly to the City due to the increased difficulty of maintaining the undeveloped land if one or more portions within it were subleased. 2. Renegotiate lease of 9.95 acres from $250 to $1 per year - This alternative would still have the drawbacks of #1 in regard to subleasing and increased maintenance costs. 3. Renegotiate lease, at $1 per year, for the small portion the City utilizes - This would allow residents to deal directly with the state to lease the remaining portion of land. The provision for private individuals or businesses to lease unoccu- pied land directly from the State under certain conditions is not affected by this amendment. It is recommended that the City pursue the third alternative and renegotiate the lease as soon as the State right -of -way office is able to implement the new provisions of the law. The changing political and economic conditions in the State since 1977 indicate that it is unlikely that the City will be in a position to imple- ment Phase II of the Congress Springs Master Plan, and more likely that the State will eventually utilize the corridor right -of -way. The money now being spent to lease and maintain unused land could be redirected toward upgrading other City parks. W ne L Der n City anager Q By Caroly King Administrative Assistant 0 019UT60 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 © • (408) 867 -3438 141ENZ OOR-311DHINZII TO: CITY MANAGER FROM: SECRETARY, PARKS & RECREATION COMMISSION DATE: DECEMBER 6, 1983 SUBJECT: LEASE OF STATE PROPERTY ADJACENT TO CONGRESS SPRINGS PARK The Parks and Recreation Commission, at their meeting of December 5th, considered your November 14th report to Mayor and City Council on the subject matter. Although generally supportive of the recommendation to renegotiate the lease as provided by AB 1448, they expressed some concern. Their concern stems from the possibility; unlikely though it may seem, that if the State doesn't utilize the corridor and the City is in a position,to implement the Master Plan for Congress Springs, we may end up with a private garden in the middle of a soccer field. Also, it is their recollection that they were given legal opinion, by the City Attorney, that should the State ever be in a position to abandon the corridor, the City would be in a better legal position, to receive the property if we were holding a lease of the property. The Commission asks that you consult with the City Attorney in this regard. The Commissioners agree that the lease should be renegotiated to $1 per year, but feel the maintenance cost may be a small price to pay to retain our options. They further requested that if the City does decide to reduce the area leased they should be given the opportunity to review the proposed area. Parks and Recreati DT /ms action on the recommendation. ¢rezary Commission S EP 27 19" Assembly Bill No. 1448 CHAPTER 739 An act to add Section 104.7 to the Streets and Highways Code, relating to state highways. [Approved by Governor September 12, 1983. Filed with Secretary of State September 13, 1983.] LEGISLATIVE COUNSEL'S DIGEST AB 1448, Konnyu. State highways: land leases. Existing law authorizes the Department of Transportation to lease any lands which are held for state highway purposes and not presently needed, upon terms and conditions fixed by the Director of Transportation. This bill would, unless otherwise provided by statute, require the department to lease unoccupied, unimproved state highway lands, upon a request of a city or county, to the city or county for $1 per year, as specified. Lands leased to the city or count}, would be authorized to be used, first, for agricultural or gardening purposes and, second, for recreational purposes, on specified terms and conditions. The bill would permit the lands to be subleased for agricultural or recreational purposes upon notice of the department unless disapproved by the department within 10 days. If a city or county subleases the lands, it would be authorized to charge rental fees at least sufficient to pay administrative costs, and it would be a� required to give contiguous property owners the first opportunity to sublease them. All moneys received by a city or county from a sublease, less administrative costs, would be transmitted to the department and deposited in the State Highway Account in the State Transportation Fund. Land which has commercial, industrial, or residential use as its most feasible or best use, as determined by the department, would not be subject to these provisions. The bill would make legislative findings that leases under the bill would serve a public purpose. The people of the State of California do enact as follotf s. SECTION 1. Section 104.7 is added to the Streets and Highways Code, to read: 104.7. (a) Unless otherwise provided by statute, when requested by a city or county, the department shall provide information regarding, and shall lease, unoccupied, unimproved property which is held for future highway purposes to the city or county within which the property is located. The city or county may use the leased property first for agricultural and community garden purposes, and second for recreational purposes, on terms and conditions not 95 50 Ch. 739 —2— unreasonably inhibiting the use of the property, including, but not limited to, assumption of liability and installation and removal of improvements. The lease shall be for one dollar ($1) per year for not less than one year and shall be renewable. The city or county may sublease the property for agricultural or recreational purposes upon prior written notification to the department, and may proceed with the sublease unless disapproved by the department within 10 working days after the notice is sent to the department. The first priority for a sublease shall be given to the owner of property contiguous to the leased land. In a sublease of the property, the city or county may charge rental fees at least sufficient to pay its administrative costs. All money received by the city or county under a sublease, less administrative costs, shall be transmitted to the department for deposit in the State Highway Account. (b) Unoccupied, unimproved property which has commercial, industrial, or residential use as its most feasible or best use, as determined by the department, are not subject to this section. (c) The Legislature finds and declares that the lease of unoccupied, unimproved property pursuant to this section serves a public purpose. I 93 60 OF TRANSPORTATION INTERIM USE OF HIGHWAY PROPERTY FOR PARK OR RECREATION N0. 112 PURPOSES z; is L E A S E o4- sc1 -85 -14.8 _ — — — — Deed: 34o61, 34062, 34252, 38845 Acct: 0034o61 -ool -c L Proj: 121122 THIS LEASE, made this 28th day of November, 1977, at San Francisco, California, by and between the State of California, Department of Transportation, Lessor, and CITY OF SARATOGA Lessee, of 13777 Fruitvale avenue, Saratoga, CA 95070 W I T N E S S E T H That the Lessor, in consideration of the payment of the rent hereinafter specified to be paid by the Lessee, and the covenants, and agreements herein contained, does hereby lease, demise and let unto Lessee that certain property in the County of Santa Clara, State of California, said land or interests (therein being shown on the map or plat attached hereto marked, "Exhibit A ", and by this reference made a part hereof, and more particularly) described as follows: State of California Deed No. 34061 as conveyed on January 13, 1965, in Volume 6812, Page 743, Records of Santa Clara County. Deed Nos. 34062 and 34252 as conveyed to the State of California on November 23, 1964, in Volume 6750, Page 80, Records of Santa Clara County, and Deed No. 38845 as conveyed to the State of California on June 26, 1968, in Volume 8169, Page 359, Records of Santa Clara County, as shown in red on the attached map and made a part hereof, including improvements, if any, for the term of five (5) years, commencing on the.lst day of January, 1978, and ending on the 31st - 1 - Rs /hv day of December, 1982, with the right of cancellation and termination in both Lessor and Lessee as hereinafter set forth, at the total rental of $ 1,000.00, payable to the Department of Transportation, in lawful money of the United States, in annual installments of $200.00, in advance, on the lst day of each year. All rental payments shall be delivered to the Cashier's Office of the Department of Transportation, at 150 Oak Street, San Francisco, or'mailed to: P. 0. Box 3366, Rincon Annex, San Francisco, CA 9+119. The herein described property is not, at this date, being used for State highway purposes within the meaning of Section 10+.6, Streets and Highways Code. Lessee hereby covenants and agrees as follows: 1. To use -the property for the following purposes only: PUBLIC PARK AND RECREATION 2. To pay Lessor said rent as hereinabove provided, and in addition thereto, to pay, when due, all water, electric, gas and other lighting, heating and power rents and charges accruing or payable in connection with said property during the term of this Lease; and to permit Lessor or its agents to enter said property at any reasonable time to inspect the same. 3. Not to commit, suffer or permit any waste on said property, and not to use or permit the use of said property for any illegal or immoral purposes. Lessee further agrees to comply with all State laws and local ordinances concerning said property and the use thereof. 4. This lease shall be subject to cancellation and termination by either party at any time during the term hereof by - 2 - Zj -ivinq c.he o:.Ficr Fart;r notice in writing at least nt^'�t:v (90) days next prior to the date wrhen such termination shall become effective. In the event of such termination, any unearned rental paid by Lessee shall be returned to Lessee. Upon termination of said lease for any reason. whatsoever, Lessor shall not be required to provide replacement lands or facilities or any compensation in any manner for land or improvements or for any damages of any kind caused by said termination. I 5. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when served personally on Lessor or Lessee, or when made in writing and deposited in the United States mail, certi-f ied and postage prepaid, and addressed as follows: To the Lessee at address above stated and to Lessor c/o Department of Transportation, at Room X674 190 Oak Street, San Francisco, California 94102 The address to which the notices shall or may be mailed as aforesaid to either party shall or may be changed by written notice given by such party to the other, as hereinbefore provided, but nothing herein contained shall preclude the giving of any such notice by personal service. 6. Not to assignor sublet this Lease, and not to crake or suffer any alteration to be made in or on said property, without the written consent of the Lessor. However, it is understood and agreed that Lessee may remove from the ground any or all fruit trees, nut trees, and /or other orchard type trees located on the demised premises and dispose of said trees in such manner as authorized and /or required by ordinance, law or air quality regulation., it is jpecifica,.1y agreed and un crstocd. that Lussc:e shall not call on Lessor to :naka any improvements or repairs on said Property of any nature whatsoever, but Lessee hereby specifically covenants and agrees to keep the sate in good order and condition at his own cost and expense. g. Lessor, its assigns or successors in interest, shall not be liable for taxes or assessments of any na.,ure whatsoever on the leased property. 9. To pay Lessor all costs and expenses, including attorney's fees in a reasonable sum, in any action brought by Lessor to recover any rent due and unpaid hereutder, or for the breach of the covenants or agreements contained in this Lease, or to' recover possession of said property, whether such action pro - gresses to judgment or not. 10. if any rent shall be due and unpaid, or if default shall be made in an;r of the covenants or agree -tents on the part ._ of the Lessee contained in this Lease, Lessor may, at its option, at any time after such default or breach, an'd without any demand on or notice tv Lessee or to any other person, of any kind whatsoever, reenter and take possession, of said property and remove all persons th,arcfrom, and Lessee wait/ s c2nv Icua Z rce?cG�y to ti?fc3t L2SS07_''S rights and possessions her:aander. 1:. At- the expiration of sct1� ter .l, or arty so -niter ation of minis Lease, �o Luli%-. an !a possession Cr said -3 property n i E a- -� � ri-n - r;.;.'.. r t.•_� 7J��J�•L'r 7;i: c3S Ci.�.:;:,:� C_';",:�'.i c�:�i - 4 - cohaition as the property was delivered to the undersigned Lessee, reasonable wear and tear and damage by the elements and other casualties excepted. In the event this lease is terminated or at the expiration of the period of this lease, Lessee agrees to remove all improvements except landscaping within the leased premises at its sole expense within 60 days after the termination of this lease. If Lessee fails to remove all improvements, Lessor may remove such improvements at the expense of Lessee and bring an action for recovery of such costs, together with all expenses and attorney's fees incurred by reason of said action. If the State does not require possession of the demised property at the termination of this Lease, or sooner, Lessee shall have the "Right of First Refusal" to an extension or renewal of this Lease for such length of time as the State shall determine based upon its proposed construction schedule. The terms, conditions and rental rate of any such extension or renewal shall be determined at that time. 12. Lessor will not keep said property insured against fire or any other insurable risk, and Lessee will make no claim of any nature against Lessor by reason of any damage to said property in the event same is damaged or destroyed by fire or by any other cause. 13. In the event there is any prior existing lease or rental agreement between Lessee and State (or its predecessor in interest) covering the subject property, it is agreed and understood that this Lease shall cancel and terminate said prior lease or rental agreement as of the effective date of this Lease. Anything herein contained to the contrary notwithstanding, this Lease may be terminated, and the provisions of this Lease may be, in writing, altered, changed or amended by mutual consent of the parties hereto. - 5 - un:lcrotands in accepting this LeaSa that ClI ir.Lerest therein may be subject to a possible possessory interest tax that the city or county may impose on such interest, and that such tax payment shall not reduce any rent- due the State hereunder and any such tax shall be the liability of and be paid by the Lessee. 15. This Lease is made upon the express condition that the State of California, its officers, agents and employees are to be free from all liability and claim for damage by reason of. any injury to any person or persons, including Lessee, or property of any kind whatsoever and to whomsoever belonging, including Lessee, from any cause or causes whatsoever while in, upon, or in any way connected with the said demised premises or the sidewal }:s adjacent thereto during the term of this Lease or any extension hereof or any occupancy hereunder, Lessee hereby covenanting and agreeing to indemnify and save harmless the State of California, its officers, agents and employees from all liability, loss, cost and obligations on account of or arising out of any such injuries or losses however occurring. 1.0. Lessee shall, at his own expense, take out and :cep in force during the within tenancy, public liability insurance and property damage insurance in a company or cenipanies to be ana roved by the Lessor, -o p otect the Shat` of California, its o'f%lcer s, agents, and employees, as 2 named additional insured, against any liability to tl:e public i nc.ident to the use of and resulting from in jury to, or deat'n of, an rs or of p-roperty dar-age, - 6 - ecl vc:._cic:5, occur, ng in, or about the demised premises, in the amount of not less than $2,000,000, to in- demnify against the claim of one or more persons resulting _from any one accident. Said policies shall inure to the contingent liabilities, if any, of the Lessor, and the officers, agents; and employees of Lessor and shall obligate the insurance carriers to notify Lessor, in writing, not less than fifteen (15) days prior to the cancellation thereof, or any other change affecting the coverage of the policies. If said policies contain any exclusion concerning property in the care, custody or control of the insured, an endorsement shall be attached thereto stating that such ex- clusion shall not apply with regard to any liability of the State of California, its officers, agents, or employees. . Lessee shall furnish to Lessor a certified copy of each and every.sucn policy within not raore than ten (10) days after the effective date of the policy. Lessee agrees that, if Lessee does not keep such insurance in full force and effect, Lessor may take out. insurance and pay the premiums thereon, and the repayment therF•of shall be deemed to be additional rental and payable as such on the next day upon which rent becomes due hereunder. 17. The Lessee, for himself, his personal representatives, successors in interest, and CZ.SSigns, as a pares of the cons4derat4on hereof, does hereby covenant and agree, as a covenant running with the land, that (1) no person, on the ground of race, color, .:r national origin shall be excluded from participation in, be denied the benc it s of, or be o "�ti1C') t': i�:° 5Ui >] ^C��'.Ci ;�C� C?2 C�: ?l.l%c1 {.:1011 ill the use of sa•.0 (2) that in connection with the construction of any improvements on said ?ands and the furnishing of services - 7 - r.tT�r�c�ri, no di-gcri.mination shall be practiced in the selection of ..,employees and contractors, by contractors, in the selection and retention of first -tier subcontractors, and by first -tier sub- contractors, in the selection and retention of second -tier sub- contractors (3) that such discrimination shall not be practiced against the public in their access to and use of the facilities and services provided for public accommodations (such as eating, sleeping,-rest, recreation, and vehicle servicing) constructed or operated on, over, or under the space of the right of way, and (4) that the Lessee shell use the premises in compliance with all other requirements imposed pursuant to Title 15, Code of Federal Regulations, Commerce and Foreign Trade, Subtitle A, Office of the Secretary of Commerce, Part 8 (15 C.F.R., Part 8) and as said Regulations may be amended. 18. It is understood and agreed by the parties to this lease that the property herein is not an historic site of National, State, or local significance. In the event the leased premises become excess to any need of the-Department of Transportation, the -property will be disposed of in a manner that is in the best r interest cf= the State. Lessee understands and acknowledges that his occupancy and placement of improvements are at his own sole risk and Lessee waives any recourse or appeal of the Lessor's right to terminate this lease and dispose of the leased premises. 19. It is iinderstood and agreed by the parties to this lease that Lessee will not resist termination of this lease as set forth in Paragraph 4 herein above, and it is further understood - 8 - responsibilities under this lease shall J not be impaired or altered in the event of future statutory change. In the event of intervention by any person, entity, or entities, on behalf of the lessee herein, lessee will assist lessor in securing prompt termination of, this lease. 20. Lessee will submit development plans to lessor for approval and will not proceed with the development until approval has been received from lessor. 21. Lessor shall post the leased premises with a sign giving notice that the property is owned by the California Department of Transportation and that authority to use it for park or recreation purposes is temporary. 22. It is agreed by and oetween the parties nereto that this tenancy is of a ter:iporary nature, and that no Relocation Payment or Advisor;' Assistance will be sought or provided in dnv form as a consequence of the-- tenancy. IN WITNESS v+iHEnr,OF, the narties have executed this agreement the day and year First `do%lc .._ _tte:.. Re for �.pnrova - t�ignz h -e t senior Rjg. it of Wa'•i Axe l Property A;ana`7emen CITAOF AR .ATOGA Lessee Mayor 7A Lessee -""-City nager 1.F� STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATIGN / (1 / i• i By "lay Management Branch (23) Lessee shall not allow or permit any commercial Operations on the subject property; -no vending of any kind or character shall be conducted, permitted or allowed upon the leased premises. (24) Lessee will, at anytime during the term of this lease, upon request of Lessor, set aside a twenty (20) foot strip along the entire length of said parcel for bicycle path use. twozVeD BN T141 PI-3 /►- ",wx 1- C-'." Uutkt- L 66+ OA #6 So 11714. Sze S.6'$A&*V4 ' ei't' nee Acct. 0034061 - 001 -02 '- Proj. 121122 ' THIS LEASE RENEWAL made this day of January , 19 83 at California, by and between the State of California, Department of Transportation, Lessor and CITY OF SARATOr -A Lessee, of 13777 Fruitvale Avenue, Saratoga, CA 95070 W I T N E S S E T H WHEREAS, Lessor and Lessee did 19-7-7. enter into that certain lease No. , covering land in of alifornia, commonly known as Sout described in said lease, the term of day of necenher , 19 82, and on the 28th day of November , agreement identified as Account the County of Santa Clara , State side of Cox Ave. between the Southern ratoga Cree]c *and more particular ich lease expires on the 31st WHEREAS, it is mutually desired and agreed to extend the lease for a further period of time. NOW, THEREFORE, it is hereby mutually agreed to extend the term of said lease for a period of 4 m=. /years conriencing on the 1st day Rf , 19___&l and ending on the 31st day of Decem er , 19, un er the same terms, covenants and conditions contained in said lease, except as modified by this instrument which said terms, covenants and conditions are by this reference incorporated herein, as follows: - Yearly rental rate is increased from $200.00 to $250.00. All other terms and conditions remain unchanged. IN WITNESS WHEREOF, the parties hereto have executed this Lease Renewal the day and year first above.written. *on the South, in Saratoga, CA. Recommended for Approval: By . <'rf' Rig of gent By Senior Right of Way Agent City Manager STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION By lv Chief, Right'of Way Management Branch CITY OF SARATOGA AGENDA BILL NO. 7 T DATE: 1/10/84 DEPARTMENT: City Clerk Initial: Dept. Hd. C. Atty. C. Mgr. SUBJECT: Resolution. Authorizing Destruction of Certain City Records Issue Summary Records Management Consultant Norma Hislop has now completed the bulk of the work specified in her contract. A portion of her work was to identify stored records which were eligible for destruction. These records have been approved by department heads as being of no further use to the City, and the relevant regulations on the local, State, and national levels permit their destruction. It is now appropriate for the Council to authorize destruction so that several tons of obsolete paper can be disposed of. Recommendation Adopt attached resolution. Fiscal Impacts None. Exhibits /Attachments Resolution. Council Action 1/18: Mallory /Clevenger moved to adopt Resolution 2116 authorizing destruction after Historical Society has had opportunity to review records for 90 days. Passed 5-0. RESOLUTION NO. • RESOLUTION AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS OF THE CITY OF SARATOGA WHEREAS, Government Code Section 34090 et. seq. authorizes City Department Heads to destroy certain records, documents, instruments, books or paper after the same are no longer required with the approval of the Legislative Body.by Resolution and the written consent of the City Attorney; NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Saratoga that it does hereby authorize the Heads of City Departments specified in Exhibit "A" to destroy those certain records, documents, instruments, books or paper under their charge as described in said Exhibit "A ". PASSED AND ADOPTED this day of January, i1984,by the following vote: AYES: ABSENT: Attest: F_ -I LJ APPROVED: Mayor COMMUNITY DEVELOPMENT. 1 of 5 Resolution # E_ CITY OF SARATOGA = INAC E RECORDS Exhibit "A" . Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 39 1956 -68 39 1966 39 1965 -69 39 1963 39 1965 -67 39 1963 -67 39 1957 -61 51 1974 -75 51 1974 -77 51 1971 -74 71 71 71 71 71 78 78 78 78 78 78 79 79 79 79 79 79 79 79 79 80 80 80 80 1978 1976 1977 1978 -80 1975 -79 1976 1976 -79 1975 -76 1969 -70 1973 1970 -75 1973 -76 1976 1969 -74 1975 1975 -76 1964 -79 1969/77 1975 1961 -73 1963 -77 1975 -78 1968 -70 1978 -80 Plan. Cam. Applicatons /Letters of Resig., related correspondence Economic Development Reports Economic Opportunities Commission Copies, Mayor's Proclamations Management Committee Memos /Recommendations (originals) Planning Committee Memos Agricultural Land Pres. Cte. Corresp., Newsclippings Zoning Enforcement Correspondence Code Enforcement, Various Abandoned Vehicle Correspondence Chron Files Human Services Needs Assessments (Bay Area) County HCBDG Program Performance Report County HCD Advisory Committee Minutes /Agendas Copies (Xerox) HCD Program Regulations LAFCO Corresp., Meeting Notices, Questionaires General Correspondence Staff Memos re P.C. meetings Planned Community Zoning: Draft letters, brochures, related correspondence Proposed Landscaping /Fencing Policy for Planned Communities LAFCO Meeting notices, Bay Area Cities applications CEQA Guidelines, draft Resol., related documents, litigation study Sanborn - Skyline Park draft EIR, correspondence Comparative Fee Studies Copy, Hillside Study, related correspondence Department budget Work papers Duplicate Purchase Orders Tree Removal Permits Consultant RFP's for developing Planned Dev.Ord., model Ord. Parks & Rec: Correspondence, Map Copies, Xerox of Saratoga Study County Reportson Recorded Subdivisions Street Names: Corresp. re proposed changes Census: Bulletins, County reports Chron. files 1 of 28 COMMUNITY DEVELOPMENT 2 of 5 Resolution # CITY OF SARATOGA - INAC V ECORDS Exhibit "A" T Approved for Destruction: �J Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 81 - - -81- - — 81- 81 - - - - -- 81 81 82 82 82 82 82 82 82 82 82 82 82 82 82 83 83 83 83 83 83 83 83 83 83 1979 -80 Tree Removal Permits I1977 -78 ` Completed Resident Response Cards 1973 -79 - -� CEgA Guidelines, - Bulletins, Info. 1969 -73 Civic Center Sign Correspondence 1969 1974 -77 1976 1966 -67 1970 1973 - 1975 -80 1965 -75 1978 1974 1970 1970 1968 -74 1970 1969 1961 -73 1969 -75 1968 -70 1971 1974 1971 1971 1961 -69 1975 -76 1962 -69 Sign Census (uncompleted), Newsletter, Artwork - - - - - -- EID Commission Agendas Solid Waste Management Correspondence Ret. Housing: Quest., Minute copies, draft Ord., related correspondence Drug Drop In Center Co.Land Development Proposals, Withdrawn Agenda items Duplicate Purchase Orders Litigation - -Court Order copies Tree Removal Permits Memo Proposed Cte for Study of Apt. re- zoning Petition /Corresp. re Ham Radio Tower Construction Ham Radio Correspondence Code Enforcement Case files Zoning Codification Proposals Model Small Animal Ordinances Open Space Land Material Other Cities Planning, County Newsletters Golf Course Study Correspondence Institutional Uses Study Correspondence Swimming Pool Study Correspondence Transmission Lines Corresp.(Monte Vista - Metcalf) Older Ranch Sphere of Influence Slope Density Calcs. Model Reso's for Design /Arch. Review Committes Department Time Sheets Correspondence re Trailers 2 of 28 COMMUNITY DEVELOPMENT 3 of S Resolution # CITY OF SARATOGA INAC V ECORDS Exhibit "A" Approved for Destruction: Date: t145 �P3 Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box ff. Inclusive Dates Description - -- 83 83 98 98 98 98 98 98 98 98 98 98 98 98 98 98 -98 98 98 98 99 99 _ 99-' 99 99 1972 1972 1977 1979 -80 1977 -80 1975 -77 1979 -80 1977 1976 1976 -77 1975 1975 -80 1977 -80 1977 -80 1975 -79 1980 1975 -79 — - xx xx 1978 -79 1975 -79 1977 - - - - -- 1975-77 xx 1974 -78 1975 General Plan /Zoning Consistency Correspondence General Plan /City Zoning Ord. & Amendments Solar Energy Vendor Files Sherp Discount Program Correspondence 312 Loan Program corresp., reports, work papers ABAG Clearinghouse Reports Housing Rehab. Schedules Cupertino Rehab. Case Study Other City's proced., Resol. re formation of Human Services Commission Surveys regarding computer /DP resources Grant Procedures re applications County Council on Aging Budget Sum., Notices, Minutes, info S.C.Valley Emp.Trng., job req. for student workers /Supervisors S.C.Valley Emp.Trng., work papers re summer employment program County info & referral, information brochures County claim for TDA funding E.S.O. PartnerFiip PTOg., documents - - -- — -- - Model "No Smoking" ordinances Workshops /Training Workshop HCD Council Cte Mee. Ann., Repts., workpapers, Minute copies, correspondence _ .Housing_ Rehab. -General- Info_ _ -------- County Housing Conservation Program correspondence HCDA Staff_Cte Reports ,_workpapers,- corresp. re HCD r Survey of Housing Conditions (original graphs) Senior Housing Corresp., reports, workpapers Senior Housing Task Force field trip info., broch., workpapers 3 of 28 1 COMMUNITY DEVELOP_M_ENT 4 of 5 Resolution # CITY OF SARATOGA = - INAC VE CORDS Exhibit "A" Approved for bestruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description -- 4 of 28 99 1979 City Housing do Rehab Prog., copies of project files -99 1978 Senior Center Needs Assess. Proj., draft copy of reports, memos, corresp. 99 1972 Rejected Bids: Quito- Allendale Traffic Signal 99 1972 Rejected Bids: Glenbray Drive Street Improvements 103 1971 -78 LAFCO Corresp., reports, Minutes, meeting notices 103 1972 -75 Landscaping Correspondence 113 1972 -74 General Plan Review: Consultant proposals, draft agreement, memos 113 1967 -70 Central Area study admin. corresp., proposals 113 1972 -73 EIR bulletins, prop. legis., amendments, related correspondence 113 1968 -77 Urban Beautification: corresp. re tree removals, landscaping 113 1969 -75 Saratoga Beautiful: prop. Com. formation, donatin ack.,letters 113 1975 -76 West Valley College Stadium Construction correspondence 113 1974 -75 Planning referral procedures 113 1974 _ Older Ranch - coresp. re potential purchase by park district 113 1972 -76 Saratoga - Sunnyvale Rd. corresp, re development plans 113 1975 Social Needs Assessment Task Force: Bulletins, Agendas 113 1975 Socail Needs Assessment Task Force: Reports, related corresp. 114 1975 Orig. typed Subidivision Ord. (verbage only) , 114 1958 Duplicate P.C. Minutes 114 1976 "Save Our Hills" Initiative: court orders, Reso., draft, workpapers 114 1972 -73 S.C. Flood Control Dist., prelim. EIR, corresp. 114 1972 -73 S.C. Flood Control Dist., map re Calabasas Creek debris 114 1971 Requirements for fireworks stand 114 1976 Security Pacific Bank working notes 114 1977 3rd St. Planters: landscaping corresp., draft agree., workpapers 114 1976 -77 Village Transit Alt., memos, workpapers, draft survey results 114 1964 7-73 State Office of Planning: Legislative bulletins, quest., corresp. 114 1966 -71 Planning Admin. corresp. 114 1977 -78 Chron File 114 1968 County Health Dept corresp. re animals II5 1968 -73 Housing: brochures, bulletins,. workpapers, corresp.re HCD funding 115 1976 Historical Park: invoices, corresp. re impvmts., cash est., rej.bids 115 xx Urban Design - vendor catalogs 115 xx Work Hours: Studies, repts., broch., memos, workpapers re flex.work hours 4 of 28 COMMUNITY DEVELO_P_M_ENT 5 of 5 CITY OF SARATOGA = INACTI E CORDS Approved for Destruction: Department Head Resolution # Exhibit "A" Date: I t ( 3 Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 115 1973 -75 Copies of various procedures 115 1975 -76 Planning Activity Reports 115 1975 Hillside graphics: draft ordinances, art work 116 1956 -72 Applications /Agreements for temp`. subdivision sign permits 117 1974 -76 Applications /Agreements for temp. subdivision sign permits 117 1974 -76 Handouts,PAD 02- (extra copies artwork, emerg. plan., 3rd St. Impv. 117 1974 -76 Extra copies specs West Valley Bleachers, Prelim. Plan Transit 72 117 1974 -76 Background papers S.C.Co. Future Width Line Study 117 1978 -79 ABAG: Reports, Meeting Notices 117 1976 -77 Black Mtn. Conservation Dist. correspondence 117 1975 -77 The Cottage Site: Corresp. re development potential 117 1967 -76 Code Violations: Costa Property 117 1968 -74 Correspondence re to proposed trails 5 of 28 ADMINISTRATION 1 of 10 Resolution # CITY OF SARATOGA - INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 3 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 7 7 7 7 7 7 7 7 9 9 9 9 9 9 1961 -66 1973 -75 1973 -77 1973 -75 1976 1978 -80 1975 -77 1974 -78 1967 -77 1969 -74 1974 1971 1974 -78 1976 1977 - 1976 1976 1976 1974 1971 -75 1977 -78 1962 1979 xxxx 1974 -75 1970 -72 1976 -77 1973 1971 -75 1971 -78 1975 1976 1976 -77 1975 1975 1972 -73 1973 -74 1971 -73 Staff, Committee report copies General Correspondence ABAG Newsletters Criminal Justice Board County Transportation Commission LOCC Legislative Bulletins County Ad Hoc Transportation Advisory Cte. County PPC Agendas, Minutes, newsletters LOCC Newsletters S.C. Valley Water Dist. Correspondence County Juvenile Information System announcements LEAA Study Proposal for West Valley Police Services Rotary Club Correspondence Garbage Rate increase staff reports, data Planning Commission applications Parks do Rec. Commission applications Youth Service Bureau Commission applications Open Space Bond Cte. corresp., Minute copies Elections: Nominations papers, Candidates Statements Police Services Contract drafts, work papers Bldg. Dept. reorganization correspondence County Gen. Plan "correspondence United Way correspondence Santa Clara City Procedures Manuals Claims against City Administrative Directives Rejected bids, Library Mayors Meeting correspondence Sheriff Contract correspondence, workpapers Central Fire Dist. correspondence, newsletters Traffic control correspondence City Manager memo copies ABAG correspondence, newsletters, brochures S.C. Valley Water Dist. correspondence Proposed legislation correspondence Revenue Sharing bulletins, correspondence workpapers Dept. Quarterly Reports to C.M. Civil Defense reports, bulletins, correspondence 6 of 28 ADMINISTRATION 2 of 10 CITY OF SARATOGA - INACTIVE RECORDS Approved for Destruction: Department Head Resolution If Exhibit "A" Date: Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 9 9 9 9 09 09 09 10 13 13 20 20 20 20 20 22 22 22 22 22 22 22 22 23 23 23 23 23 23 24 24 24 24 24 1974 1973 -74 1972 -75 1974 1969 -72 1971 -75 1973 -75 1979 -80 1975 -81 1971 1972 -74 1973 -77 1978 =79 1974 -755 1976 -78 1972 -78 1974 -75 1973 1973 1973 1971 -76 1971 -76 1975 -81 1974 1970 -71 1968 -70 1973 -77 1970 1974 -77 1977 1968 -71 1973 1968 -70 1969 -70 Business License Ordinance: Staff reports, models Garbage Rate increase, proposed: workpapers, memos, corresp. Traffic: memos, correspondence Emergency Fire Ordinance: drafts, correspondence S.J. Water Works: rate increase applications /reports Youth Commission correspondence Youth Commission correspondence, brochures, P.R. Budget workpapers, forms, instructions Weed Abatement files Proposed Bucknall Walkway correspondence Traffic Engineer correspondence Bikeways: memos, workpapers, maps, correspondence Proposed State legislation correspondence LOCC newsletters, Committee correspondence City Mgr. Service Cte.'Minutes /Agendas Correspondence /Resolutions from cities ABAG Newsletters, bulletins Administrative correspondence IIMC Newsletters Nat. League of Cities correspondence County Library lease agreement drafts, correspondence County Flood Control correspondence, bulletins EDP conversion correspondence, draft agreements LOCC bulletins I Libraries: correspondence re Co. expansion Sheriff Contract services correspondence Energy conservation reports, correspondence Law Enforcement Services survey Green Valley Disposal rate increase requests FPPC newsletters, bulletins, forms, correspondence Traffic correspondence, complaints Fire Code: Ord. copies, correspondence Fire District: Co. Ord. copy, correspondence Central Fire Dist. correspondence, map 7 of 29 ADMINISTRATION _3 of 10 CITY OF SARATOGA = � INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description Resolution # Exhibit "A" Date: Date: 24 1968 -70 PG &E correspondence, PUC material 24 1970 Moran Park Development survey: 24 1971 CABLE TV Service proposals 24 1964 W.V. College Bond Issue correspondence 24 1971 Civil Defense correspondence, brochures 24 1963 -64 Civil Defense correspondence, brochures 24 1959 Civil Defense Operations Plan, State; forms 28 1973 S.J. Water Works correspondence 28 1975 -76 PUC orders, opinions 28 1971 Calif. Contract Cities Assn. correspondence 28 1978 -79 Budget work papers 28 1978 -60 Solicitation Permit requests 28 1978 -80 Code Enforcement correspondence 39 I 1957 -66 City Attorney; Correspondence 39 1966 Mayor - Correspondence 39 1967 City Manager Directives (2) 39 1967 -68 EOC "Operation Mainstream" - Corresp., Blank-Forms, Reports 39 1974 -?? Revenue Sharing, Receipts, Bulletins, work papers, correspondence 39 1975 -76 Com.Dev.Act: Co.'Cash Control Records, Memos, Regs.,correspondence 39 1975 -77 Training Course Evaluation Forms 39 1976 Mgmt.Employee Cte file to study varied working hours 39 1974 -78 LOCC: Salary Benchmark Survey 39 1977 Communications Training Evaluations 39 1969 -77 Education Training: Corresp. re seminars & tuition reimbursement 39 1974 -76 CETA: Reports, Workpapers, Regulations, Corresondence 43 1969 -73 Public Work Projects Status Reports 43 1973 City Mgr. Memos 43 1968 -71 Claims against City 43 1976 Weed Abatement File 43 1976 Traffic Control Device Study: Grant Project Status Reports 51 1975 -78 Admin.Correspondence /Memos, Code Enforcement Officer 64 1967 -68 Budget Quarterly Reports (recaps) 64 1971 Budget Quarterly Reports (recaps) 8 of 28 ADMINISTRATION 4 of 10 CITY OF SARATOGA - INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description Resolution If Exhibit "A" Date: Date: 64 1970 -71 Budget Work Papers 64 1971 -72 Budget Work Papers 64 1972 -73 Budget Work Papers 64 1973 -74 Budget Work Papers 64 1971 -72 Preliminary Budget 64 1972 -73 Preliminary Budget 64 1973 -74 Planning Dept. Budget Requests 64 1973 -74 Public Works Dept. Budget Requests 64 1972 -75 Warrant Lists 64 1980 City Attorney Recruitment (Confidential) 64 1980 -81 City Attorney Recruitment (Confidential) 64 1975 -76 HCDA Grant Application & Drafts 65 1965 Montalvo Assoc., Budget Estimates /Reports 65 1965 -66 County Quarry Correspondence /Reports 65 1959 =67 Claims Against City 65 1960 -68 Claims Against City 65 1964 -66 Claims on Behalf of City 65 1962 Excise Tax Exemption - City (dup.) 65 1965 Inter -City Council Mut.Aid Com.,Repts.,Corresp,Order Forms,Surplus Prop. 65 1958 -67 Civil Defense: Correspondence /Schools 65 1961 -68 Civil Defense: Surplus Property Correspondence 65 1963 -67 Civil Defense: School Plans for C.D. 65 1960 -67 Accident Report Summaries 65 1968 Green Valley Scavenger Co., Non - subscriber survey 65 xx Neighborhood Youth Corp., Forms, training, aids, procedures 65 1966 -67 C.O.C. Agendas, Youth Corp.Correspondence, forms 65 1958 Firearms Regulation (copy) 65 1963 -64 Park Site Acquisition Correspondence 65 1965 -68 Council Chamber Use Requests /Agreements 65 1965 Saratoga Country Club Development Proposal 65 1962 -67 General Correspondence 65 1965 -67 Regional Planning Correspondence 65 1963 -64 House Numbering: Corresp. re County conformity 65 1963 -67 Drainage Complaints 65 1963 -66 Street Light Requests 65 1962 -63 Walkway Requests 65 1965 School Crossing Guard Correspondence 65 1972 -74 S.C.Co. Trans .Dist.,Minutes,Agendas,Corresp. 9 of 28 ADMINISTRATION S of 10 Resolution # CITY OF SARATOGA = INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 65 1972 -74 S.C.Co.Trans.Dist.,1973 Reg., Trans. Plan, Copy of Grant App. 66 1971 -72 Board of Supervisors Agendas 66 1971 S.J. Public Solicitation Comm., Minutes /Agendas 66 1970 -73 S.C.Valley Flood Cont.& Water Dist., Min . /Agenda /Repts. /Correspondence 66 1970 County Library Commission Correspondence 66 1970 County Agencies - General Correspondence 66 1970 County City Mgra., Assoc. Meeting Notes 66 1970 Cupertino Sanitary District Minutes ` 66 1968 -70 County Housing Authority Correspondence 66 1968 -72 County Inter -City Council Meeting Notices, Correspondence 66 1973 -76 Claims Against City 66 1976/78/79 Planning Commission Applications 66 1978 Library Commission Applications 66 1974 City Council Applications for Vacancy Appointment 66 1980- City Council Applications for Vacancy Appointment 67 1963 Subdivision Bond Correspondence 67 1965 Subdivision Engineering: Fees forms 67 1965 Drainage Complaint - Wardell Road 67 1964 -65 Drainage Complaint - Komena Ave. 67 1970 Bd. of Supervisors: Agendas, Corresp, re Transit organ., Resol. (copies) 67 1963 Council Chamber Design Architect: administrative correspondence re selection 67 1965 -66 Fruitvale School /Seagraves: Appraisal repts., corresp. re property acquisition 67 1962 -67 County Library Com., Nominating City Rep. correspondence 67 1964 Street Access: Admin.Memos re P1an.Com., /Council act re street access req. 67 1964 County Select Street System: Maps /Corresp. approv.County system 67 1967 County Transportaton Commmission: Correspondence 67 1963 -66 Plan Lines -Other Cities: Copies Ord., (corresp. re street plan lines) 67 67 67 67 67 67 67 67 67 67 1966 1964 -66 1977 -78 1972 -73 1971 1971 -73 1969 -72 1968 -72 1970 -71 1968 -72 Big Basin Way: Correspondence re improvements Traffic Safety: Correspondence re safety measures for school children Salary Scale Can., Memos, completed quest., meeting notices, work papers Saratoga Youth Center: Budget Work Papers, Reports, Activity Notices Completed Surveys re Nelson property Park Dev., Moran & Wildwood, Inv., Memos, work papers, related to subdivision Landscaping: Correspondence Los Gatos /Saratoga Rec.Dist., corresp.,draft agreements re prop.City contract Parks Maintenance: Work Schedule Reports Parks Plan: Selection Com. Reports; Consultant Proposals 10 of 28 ADMINISTRATION ..6 of 10 Resolution # CITY OF SARATOGA = INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 67 1967 -68 Private Streets: Correspondence 67 1967 Underground Util., Memo re Conference, Corresp.w /PUC re undergrounding 67 1968 Underground Dist. #1, draft Resol., work papers re subject 67 1966 Highway #85, Correspondence re sidewalk 67 1965 Farwell Ave.: Correspondence re request for quitclaim 67 1963 Via Colina: Letter re Storm Drain installation 67 1962 -67 Street Name Changes: Recorded Resolution (copies) correspondence 67 1964 Saratoga Plan Line: Ordinance copy, maps 67 1966 -67 Highway 9, Corresp. re Designation a- Scenic - •highway.__ 67 1960 -66 Census: State Dept. of Finance`Annual Population Estimates 67 1959 Copies, City Zonino,.Regulations 67 1976 ABAG: Draft Regional Housing Element 67 1971 -72 Environ.Plan Com.eAgendas, corresp. re business items 67 1974 -78 Committee Meeting Agendas, City Committees 68 1973 =75 'Administrative Correspondence 68 1972 -75 Administrative Memos 68 1970 -75 Recycling: Correspondence re Recycling Center 70 1975 -76 Dept. Goas & Objectives Quarterly Reports 70 1969 -80 Business License Complaints 70 1980 Measure "A" Committee Applications 70 1968 -70 Parks do Rec Commission Members, Biog.data, applications for employment 70 1975 Committee Appointment Correspondence 70 1967 -72 Census: State Population Projection Reports, School Enrollment Est.Repts. 70 1967 -72 Census: B1dg.Activity Summaries, corresp. re proposed agreement, checklist 70 1960 -75 Parks & Rec.Comm.Appl., Memos, old mbshp rosters, staff reports 70 1975 Staff Meeting Agendas 70 1975 City Manager Memos 70 1971 -76 Code Enforement Officer Correspondence 70 1976 -79 Intergov't. Empl.Relat.Service: Studies, Bay City Survey, related correspondence 70 1976 -79 Intergov't. Empl.Relat.Service: JPA Agreemnt proposals, drafts, workpapers 70 1969 -74 Regional Planning, Resolution copies, correspondence 70 1969 -76 Envir.Impact Rept., Copy City Resol., evaluation forms, brochures 70 1969 -76 Envir.Impact Rept., info letters, general corresp. re EIR do Neg.Dec. 70 1972 -73 Co. Ping. Policy Com. draft objectives, corresp. to Mayor 75 1974 County Trans-Commission, Miniutes /Agendas 75 1974 -75 LOCC Newsletters /Leg.Bulletins, correspondence 75 1971 -72 Chamber of Commerce Correspondence 11 of 28 ADMINISTRATION _7 of 10 CITY OF SARATOGA = INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Resolution # Exhibit "A" Date: Date: Box # Inclusive Dates Description 75 1974 ABAG: Meeting Announcements, Reports, correspondence 75 1971 -74 Advis.Comm.on Intergov't. Relations; newsletters, reports 75 1972 -74 Airport Land Use Commission Minutes 75 1968 -73 Bay Area Pollution Control Newsletters /Reports 75 1973 -74 Planning Policy Cte Minutes 75 1973 -74 County Bd. of Supvs.; Announcements, Minutes, corresp. re Co. planning 75 1970 -73 County Agencies, Various Meeting Announcements /Minutes 75 1972 -74 County City Mgrs., Assn. Minutes /Agendas ` 76 1972 IPA Grant Questionaires /Procedures, Management Advisory Group 76 1972 IPA Newsletters, work papers, related correspondence 76 1973 -74 County Trans.Comm: Status Reports re rapid transit project 76 1972 -74 Cal Trans Correspondence 76 1968 -72 Transport.Policy Committee Minutes 76 1973 Proposed State Legislation 76 1972 -73 County Communications System: Info, Reports on County -wide Emerg.Tel.System 76 1973 -74 Inter -City Council Meeting Announcements, Minutes 76 1968 -73 HCD: Regulations, Program Circulars 76 1967 -74 City Equipment Inventory- 76 1970 -71 Corresp.w /Horticultural consultant 76 1968 -70 Congress for Community Progress corresp., questionaires 76 1972 -73 Claims Against City 76 1970 -73 Consultants letters of interest 76 1969 . Museum: Exp.Cert.of Insurance, Auth. to demolish house 76 1971 -72 Planning Committee Memos to Council 76 1971 -72 Mgmt. Cte Agendas, Memos to Council 76 1971 Policy Cte Memos to Council 76 1971 -72 Pub.Welfare Cte Memos To Council, Agendas 78 1976 EIR Consultant Firm Information, Draft EIR forms 78 1973 Motorcycle Complaints 78 1975 -76 Sheriffs Daily Activity Reports 78 1971 -73 Police /Fire Consolidation Feasibility Studies -other cities 78 1969 -72 Underground Utilities: PUC Orders, Corresp., Dept. Reports 78 1969 -72 Underground Utilities: Copies City Regulations 78 1973 Proposed State Legislation 78 1975 Genral Correspondence 78 1972 Correspondence re San Felipe Water Project 103 1972 -78 Position Classification Studies, related correspondence 103 1976 -77 Payroll Transaction Reports (print -outs) 12 of 28 4 ADMINISTRATION 8 of-10 Resolution # CITY OF SPARATOGA = * INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head - Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 104 1973 -75 Budget Work Papers 104 1975 -76 Consultant letters of interest, Brochures 104 1974 -77 Library Architect selection, corresp., draft, workpapers, Xerox Agreemt. 104 1975 -76 State Legislative Proposals 104 1973 -78 Proclamation Copies & requests 104 1976 -77 Saratog Blue Ribbon Cte Corresp,background documents 104 1973 -80 Library Correspondence 104 1975 Social Needs Assessment Task Force,bkgrnd study material 104 1978 County 3 -yr. Block Grant Program Report (copy) 104 1978 Block Grant Program Performance Report, City 104 1976 -77 Traffic Accident Reports 104 1978 -79 Proposed Legislation, LOCC Bulletins, Bill Copies 106 1974 State OES Correspondence 106 1075 -78 State ATS Correspondence 106 1975 Senior Nutrition Program Correspondence 106 1973 State Relocation Guidelines 106 1974 -76 Cal Trans Correspondence 106 1978 -79 HCDA Program Appl., background reorts 106 1972 -79 Affirmative Action: Reg., other cities programs 106 1972 -79 Affirmative Action: work papers, newsletters, booklets (2 files) 106 1974 -78 Fringe Benefits,-Memos, Reports 106 1978 Sick Leave Study (report) 106 1975 -76 Summer Jobs Program, Requests, Correspondence 106 1973 -77 Intern /Aide Program Correspondence 106 1974 -76 InterGov't. Employee Relat. Service., corresp, workpapers, mtg.notes 107 1974 -78 S.C.Valley Empl. &Trng.Bld, corresp., notices, reports, minutes, budget 107 1969 -80 Expired Insurance Policies 107 1973 -80 Insurance Corresp.,expired policies,workpapers, proposals 107 1976 -79 Health Insurance Agreements, related correspondence 107 1978 -79 Budget: Work papers, Memos 107 1973 -76 Emp.Dental Plan: Expired insurance policies,memos,correspondence 107 1970 -75 Nat. Flood Ins. Prog: reports, articles, brochures, memos, correspondence 107 1970 -75 Nat. Flood Ins. Prog: copy of flood hazard boundary map 108 1977 Risk Mgmt: correspondence and reports re proposal JPA 108 1971 -76 Health Insurance : Expired insurance policies, related correspondence 108 1974 -79 Capital Improvement Program: Corresp., reports re proposed programs 1091 1973 -76 Chester Ave. Project correspondence 13 of 28 ADMINISTRATION 9 .of. 10 Resolution # CITY OF. SARATOGA - —INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 105 105 105 109 109 109 109 109 109 109 109 109 109 109 109 109 109 109 109 109 109 109 109 110 110 110 110 110 110 111 111 111 111 111 111 111 111 111 1973 -75 1973 -75 1974 -76 1974 -76 1971 -76 1973 -76 1968 -74 1974 -75 1971 -73 1972 -73 1971 -74 1974 -76 1969 -71 1973 1970 -71 1968 -72 1968 -74 1971 -76 1971 -76 1971 -72 1971 -72 1975 -77 1977 -79 1980 -81 1972 -73 1971 -76 1981 -82 1980 1979 1974 -76 1968 -69 1979 -80 1977 -80 1975 -76 1975 -76 1977 -80 1977 -78 1971 -76 Date: Community Center correspondence West Valley College: reports, memos, correspondence Bicentenial Commitee correspondence, reports, Committee Roster Fee Sched.: comp. graphs of fee structure, repts., forms, rel. material Nelson Park(proposed): quest., reports re proposed prop. acquistion Community Garden: workpapers, memos, reports re proposed garden Expressway Program I: Final Report, County correspondence Prospect Rd. Landscaping Maintenance correspondence Saratoga Ave. correspondence Darian Way: corresp. re vacating Cal Trans Correspondence FAU Program: County reports re proposed annual rev., meeting notices Swimming Pool correspondence Water Wells standards Dance Permit Applications Fortune Telling License correspondence Solicitation requests related correspondence Garbage & Refuse Disposal; reports, corresp. re cleanup Garbage & Refuse Disposal; recycling & related matter Garbage Contract workpapers, draft agreements Garbage Contract related reports & correspondence Sheriff Dept. Contract, reports & correspondence Sheriff Dept. Contract correspondence CM & ACM Chron files Misc. correspondence Homeowners Assn. correpondence League Bulletins LOCC Revenue & Tax Committee meeting notes, reports LOCC Solar Energy Advisory meeting notes Complaints /Compliments Law Enforcement Quote Studies, other cities, City, related correspondence Sheriff Dept. Contract, related reports, drafts, correspondence Criminal Justice Agency corresp., meeting notices, reports Ordinance corresp., copies of County Ord. & proposed Ord. Youth Srvice Bureau correspondence Weed Abatement Program correspondence Central Fire District Board Minutes County Fire Marshall reports, correspondence 14 of 28 ADMINISTRATION- -10 of 10 Resolution # CITY OF SARATOGA = • INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 111 1973 -74 Telephone System Expansion, City Hall workpapers, related correspondence 111 1971 -76 PG &E: PUC Notices, orders on rate increases 111 1976 Fire Services: reports, corresp., draft agrements, workpapers 112 1975 Tri -City Forum 112 1976 -77 ABAG 208 Plan Meeting Notes, Reports 112 1976 ABAG Sanata Clara County corridor study 112 1970 -74 Bay Conservation 112 1973 Cooperative Personnel Services correspondence 112 1974 -75 County Agencies correspondence 112 1974 -77 County Communications System Correspondence 112 1975 County Youth Commission 112 1973 -74 Environmental Protection Agency reports, correspondence 112 1973 -75 County House Numbering Corresp., final report (1971) 112 1971 -78 County Housing Authority corresp., Reso. copies, workpapers 112 1976 Inter City Council correspondence 112 1973 -77 IPA Grant Proposal - -West valley Community College correspondence 112 1976 -77 JPA Policy Board correspondence 112 1975 County Management Advisory Group correspondence 112 1976 National Women's Political Caucus 112 1975 -78 County Planning Policy Cte Meeting Notices, reports 112 1974 -75 County Rapid Transit Dev. Project correspondence _ 112 1974 County Revolving Loan Fund correspondence 112 1976 -77 S.C.Valley Flood Control Dist. corresp, reports, mtg.notices 112 1971 -75 County Social Planning Council brochures, correspondence 112 1977 -78 Transportation: Studies & Reports 117 1976 Bay Area Reg. Planning corresp., copies prop. legislation 117 1977 City Mgr. Reg. Planning Workshop 117 1974 Municipal Finance Officers correspondence 117 1977 Environmental Mgmt. Institute 117 1976 -77 Air Conservation Program Reports 120 xx Misc. Non -City Publications 1S of 28 Y, COMMUNITY SERVICES 1 of 3 CITY OF SARATOGA = " INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Resolution # Exhibit "A" Date: Date: Box # Inclusive Dates Description 4 1976 -79 Inter -Dept. correspondence 6 1974 -76 Purchase Order duplicates 6 1975 -76 Time Sheet copies 6 1975 Printing bids 6 1975 Ski Swap work papers 6 1976 Instructor's invoice duplicates 6 1975 -76 Social Activities files 6 1975 -77 Dept. budget work papers 6 1973 -75 Dept. Memos 6 1974 -78 Correspondence 6 1976 -77 Computer printouts 6 1977 Bldg. Supervisor reports 6 1976 Bldg. reservation requests 6 1975 -76 Security damage deposit sheets 6 1977 Welfare /Shelter Emergency Plan copy 8 1973 -77 Employment applications 8 1973 -77 Excursion trip information 8 1973 -77 Dept. personnel files (copies) 8 1973 -77 Bldg. reservation applications 8 1973 -77 Bldg. Use Agreements 8 1973 -77 Class rosters 8 1973 -77 Dept. memos 8 1973 -77 Check receipts, memos 8 1973 -77 Dept. budget workpapers 8 1973 -77 Petty cash vouchers, copies 8 1973 -77 Deposit worksheets 8 1973 -77 Snack bar reports 8 1973 -77 Class Profit Summaries 12 1980 -81 Class Enrollment receipts, copies 13 1979 -80 Bldg. Use requests 13 1979 -80 Expense statements 13 1979 -80 Petty cash reports, copies 13 1979 -80 Bldg. Supervisor reports . 13 1979 -80 Quarterly reports 13 1979 -80 Temporary deposit receipts 13 1979 -80 Incoming /Outgoing correspondence - 16 of 28 COMMUNITY SERVICES_ 2 of 3 CITY OF SARATOGA = ANACTIVE RECORDS Approved for Destruction: Department Head Resolution # Exhibit "A" Date: Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 27 1970 -73 Inquiries, complaints, weed abatement 27 1971 -72 Other cities regulations 27 1973 Commission recommendations re General Plan 27 1971 -73 E1 Quito Park workpapers, corresp. re development 27 1972 El Quito Park Development survey 27 1969 County Convention Center Feasibility Study 27 1973 Brookglen Park Dev. Community survey 27 1966 -72 Budget recommendations re parks acquisition 68 1972 Redwood School: Corresp. re joint development 68 1973 -74 Regional Park District Reports, correspondence 68 1967 -69 Sanborn Park: Corresp, w /County re development of County land 68 1964 -72 Saratoga Youth Center: Corresp., income repts., Act. Announcements 68 1964 -72 Saratoga Youth Center: Commisison Minutes (copies) Committee Roster, Memos 68 1971_ Parks Development: Moran - Wildwood, unsuccessful bids 68 1964 -75 Community Center Operations Correspondence 68 1972 -75 Community Center Use Agreements /Applications 68 1975 Council Minute Copies 69 1977 -79 Community Center: Activity Class Roster, Dept., Time Sheets 69 1977 -79 Community Center: Bldg. Supervisors Reports, Bldg. Reservation Logs 69 1977 -79 Community Center: Dup. Deposit Books, Dup. Invoice Copies 69 1977 -79 Community Center: Services Contracts for Classes, Goals do Objectives 73 1975 -78 Duplicate Purchase Orders 73 1973 -76 Department Quarterly Reports t' 73 1977 -78/79 Hakone Gardens Use Request s 73 1976 -77 Civic Theatre Use Requests 73 1975 -76 Department Budgets /Work Papers 73 1976 -77 Department Budgets /Work Papers 73 1977 -78 Department Budgets /Work Papers 73 1976 -79 Part -time Employee Corresp., Memos 73 1976 -78 Terminated Employees, Department Files M 118 1977 -80 Snack Bar Income 118 1977 -80 Profit and Loss 118 1976 -80 Purchase Order Roster (inc1.6 /75- 12/75,2/76 -5/76) 118 1979 -80 Profit -Gain for classes 118 1976 -80 Damage Desposit 118 1980 -81 Disbursements 118 1976 -79 Budget Info 118 1980 Deposits 17 of 28 COMMUNITY SERVICES_ 3 of 3 CITY OF SARATOGA —INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 118 1981 Summer Contracts (classes) 118 1978 -79 Receipts 118 1979 -81 Pacific Valley deposit slips 118 1980 Bldg. Use Contracts 118 1980 Part -time Help Time sheets 118 1980 Bi- Weekly Time Sheets 118 1979 -80 Separate Acct. Rosters 118 1978 -79 Separate Acct. Listings 118 1979 Budget Forms & Info 118 1979 -80 Check Lists 118 1979 Deposit Worksheets 118 1979 Purchase Orders 118 1980 -81 Class Rosters 118 1981- Soda Cans - refundable 118 1976 -80 Class Schedules 118 1979 -80 Memorandums - City 118 1979 -80 Memorandums - Com. Center 118 1979 Const. Info for Arts do Crafts Room 118 1976 -77 Kitchenware Inventory 118 1975 -80 Food Inspection Report 18 of 28 Resolution # Exhibit "A" Date: Date: PUBLIC SAFETY 1 of 2 CITY OF SARATOGA INACTIVE ELECORDS Approved for Destruction: "& Department Head Prepared by: N. J. Hislop, S. Bigelow Box # 1 15 19 19 19 26 27 27 27 27 27 28 28 28 29 31 31 34 34 35 36 37 39 39 39 39 39 39 41 41 45 51 51 51 51 Inclusive Dates 1980 1975 -76 1977 1979 1975 1978,80 -81 1978,80 -81 1971 -73 1973 1976 1976 1970 -71 1979 - 1978 -79 1978 1972 -80 1968 -1 Series 1970 -76 1970 -76 1979 -80 1976 -78 1971 -73 1974 -77 1967 -71 1965 -66 1965 1966 1961 -64 1962 1980 1974 -75 1973 -74 1975 1975 1971 1972 1972 City Attorney Description Sign Violation photos (mounted). Crime Statistics printout Noise brochures, information newsletters Traffic Accident damage reports Resolution # Exhibit "A" Date: k?—f j� Date: Code enforcement correspondence Sheriff's Activity Analysis, Printouts Sheriff's Daily Activity Reports Crime incident reports Citizen complaints Sheriff's Daily Activity Reports Radar Patrol reports "Safer Saratoga Program" correspondence Police incident reports Code Enforcement Officer memos Resident response cards . Code Enforcement Officer correspondence West Valley Comm. College Bonds - Paid h Cancelled Code Enforcement violations files Code Enforcement Violations files Code Enforcement Budget Work Papers Police Mo. Report Discrepencies Traffic Accident Reports Traffic Accident Reports Traffic Accident Reports Code Enforcement Correspoondence Appeal from Bldg. Inspector decision, Saratoga Lutheran Church Traffic Accident Summary Reports Traffic Accident Summary Reports Engineering Services Correspondence - County Code Enforcement Correspondence Radar Patrol Reports Employee time Sheets County Sheriffs Daily Activity Reports /Radar Patrol Reports. Solicitation Requests Code Enforcement Officer Duties "Operation I.D." Law Enforcement Responsibilities Study I q 04 2-$ /(-TT PUBLIC S FETY 2 of 2 Y OF SARATOGA :._ • INACTIV RECORDS Approved for Destruction: Department Head Resolution # Exhibit "A" Date: ( Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 51 51 51 }8 -58 59 60 61' ;.7 77 77 113 113 113 113 113 1972 -73 1976 xx 1978 -79 1978 -79 1978 -79 1970 1976 -77 1978 -79 1974 -75 1971 1971 1971 -75 1978 -79 1978 -79 1969 -76 1969 -74 Site Distance Correspondence County -wide Paramedics Info. Animal Control information (Xerox copies) Sheriffs Daily Activity Reports Traffic Accident Reports Incident Reports Traffic Accident Reports Code Enforcement Officer Administrtive Files Sheriffs Daily Activity /Expenditure Reports (print -outs) County Drug Abuse Commission Minutes Assigned Labor: Correspondence Corresp. re DUI Legislation (Drunk Driving) Traffic: various req. for stop signs, parking restrict., correspondence Housing Element: Guidelines for Development, correspondence Housing Element: corresp. re consultant selection, manuals School Traffic Control requests, correspondence Traffic Control device requests, correspondence 20 of 28 PERSONNEL 1 of 1 Resolution # CITY OF SARATOGA —INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 16 1976 -81 Employee Compensation Surveys, Annual Leaque 16 1978 -79 Dental Insurance claims, workpapers 21 of 28 FINANCE 1 of 4 CITY OF SARATOGA = INACTIVE RECORDS Approved for Destruction: Departrrient Head Resolution # Exhibit "A" Date: Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates _.._:.. _: _- :Description .... 1 1974 -76 Crossing Guard time sheets, cancelled payroll checks 1 1980 Business License applications, payment receipts 1 1966,69,71 Business License applications, copies 2 1976 -77 Acctg. Transactions: printout correction memos, work papers 2 1979 -80 Log of checks received 2 1976 -77 Bank Balance Summary Sheets 2 1976 -77 Bank Statements 2 1978 -79 Payroll printout, work papers 2 1977 -78 Bank Statements 2 1976 -77 EDP reports checklist 2 1975 Workpapers, statements, Saratoga Community Activities 2 1977 Coffee receipts 2 1977 -78 Bus ticket records & forms 2 1973 Other city copies, Construction Tax Ordinances 5 1978 -79 Labor Distribution reports (printout) 7 1969 -75 Payroll Services correspondence 7 1972 -74 Fund Balances worksheets 7 1970 -75 United Fund corresp., contributions list 7 1973 -74 Dept. budget requests 7 1974 -75 Budget prepraration correspondence 7 1973 -75 Expenditure estimates 7 1973 -75 Admin. correspondence, work papers 7 1974 Modified payroll system memos 7 1976 -77 Proposed budget 14 1980 Business License applications 14 1974 -75 Checks received by mail log 14 1975 -78 Disbursement lists 15 1978 Employee Time Sheets 17 1977 -79 Business License applications 18 1975 -76 Business License applications 19 1977 -80 Spoiled checks 19 1978 -79 Work papers, mileage reimbursement 19 1978 -79 Budget work papers. 19 1973 -74 Proposed Capital Improvements Budget 21 1976 -77 Cancelled payroll checks, Labor Dist. reports 21 1976 -77 Earnings /Deductions report, time cards 20 xx Pd. /Cancelled Bonds do Coupons, Series 1968 -1 40 1974 -76 Fair Labor Stds. Act: Regulations, Memos, Newletters 22 of 28 FINANCE 2 of 4 CITY OF SARATOGA - • INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40 41 41 41 41 41 41 41 41 41 41 42 45 47 49 49 50 50 50 50 52 1973 -75 1975 -76 1973 1974 -76 1968 -77 1975 -77 1976 -78 1975 -76 1976 -77 1977 -78 1973 -74 1975 -76 1976 -77 1976 -77 1976 -77 1977 -78 1974 1973 - 74/77 -78 1970 - 71/75 -76 1972 -77 1976 -77 1974 1969 -73 1970 -74 1972 1973 1976 -78 1971 1973 -75 1978 -79 1977 -79 1974 -75 1973 1969 1974 1966 Resolution # Exhibit "A" Date: Date: City Accountant: Corresp. to From re services Sales d Use Tax: Reports, Corresp., re tax increase Prop. 1, Tax Spending Limitation Initiatives, Bull.,Memos, Corresp. EDP: Copy draft agreement, memos, corresp., reports re: DP services Insurance: Reports, Receipts, Corresp., re City Insurance Program Terminated Ins. Policies; 1963 Fidelity Bond copy Dental Claims Receipts /Reports Capital Improvement Program Requests Capital Improvement Program Requests Capital Improvement Program Requests Capital Improvement Program Requests Expenditure Estimates Expenditure Estimates Revenue Estimtes Budget Work Papers Budget Work Papers Insurance Proposals, related correspondence Revenue Estimate Projections Workpapers Revenue Estimate Projections Workpapers Gen.Revenue: LOCC Surveys, Brochures, Reports Cash Mgmt: Workpapers City Mgr., Memos - duplicates Dept. Head Meeting Announcements Planning Director Reports Election: Pre.Workers List /011ling Places, Payroll copies Sports Areana: Dup. Reso. & acknowledgements Bldg. Dept.: Duplicate Cash Receipts Assessor Parcel Maps Volumes (2) Bank Statements /Cancelled Checks Cancelled Payroll Checks, Dup. Cash Receipts Duplciate Purchase Orders Bank Statements /Cancelled Checks Checks received thru mail log Pub.Safety Crime Statistics Reports Sheriff Dept. Activity Reports Business License 23 of 28 FINANCE 3 of 4 Resolution # CITY OF SARATOGA —INACTIVE RECORDS Exhibit "A" Approved for Destruction: Date: Department Head . Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 53 1974 Closed -out Business Licenses 54 1974 Business Licenses 57 1977 Assessor Parcel Maps (old) 57 1977 Crime Statistics Reports (print -outs) 62 1976 -77 Cash Receipts /Duplicate Warrants 63 1978 -79 Cash Receipts /Duplicate Warrants 73 xx Paid & cancelled Bonds, Series 1966 - 1,1963- 1,1965- 3,1965 -2 _ 74 xx Paid & cancelled Bonds, Series 1964 -1, 1965 -1 77 1972 -73 Bank Deposit Correspondence 77 1973 -74 Bank Deposit Correspondence 77 1971 -72 Sales Tax Receipts 77 1971 -72 Other Revenue Receipts 77 1971 -72 T.O.P.I.C.S. Correspondence 77 1969 Corresp, opposing legislative change in tax exempt bonds 105 1974 -75 Accounts Receivable - receipts 105 1975 -77 Revenue Expenditure Reports 105 1975 -76 Admin. Dept. Budget Requests 105 1975 -76 Revenue do Expenditure Estimates 105 1974 -75 Fund Balance Reports 105 1976 -77 Bank Acct. Activity Supporting Documentation 105 1974 -76 Bank Deposit Slips, Copying Equip.brochures 105 1977 -79 Claims Against City 108 1973 -74 Financial Projections 108 1977 -78 Financial Projections 108 1976 -77 Fund Balance Reports, workpapers, re budget expenditures 108 1975 -76 Fund Balance Reports, workpapers, re budget expenditures 108 1977 -78 Budget prep. instructions, work papers 108 1978 -79 Expenditure Estimates 108 1979 -80 Library Budget Requests 108 1977 -78 Prop.9 and Prop.4 reports, articles 108 1979 -80 Revenue Estimates 108 1978 -79 Budget background documents, work papers 105 1974 -75 Accounts Receivable - receipts 105 1975 -77 Revenue Expenditure Reports 105 1975 -76 Admin. Dept. Budget Requests 105 1975 -76 Revenue do Expenditure Estimates 105 1974 -75 Fund Balance Reports 105 1976 -77 Bank Acct. Activity Supporting Documentation 24 of 28 FINANCE 4 of 4 CITY OF SARATOGA = INACTIVE RECORDS Approved for Destruction: Department Head City Attorney Prepared by: N. J. Hislop, S. Bigelow Box # I Inclusive Dates I Description Resolution # Exhibit "A" Date: Date: 105 1974 -76 Bank Deposit Slips, Copying Equip.brochures 105 1977 -79 Claims Against City 108 1973 -74 Financial Projections 108 1977 -78 Financial Projections 108 1976 -77 Fund Balance Reports, workpapers, re budget expenditures 108 .1975 -76 Fund Balance Reports, workpapers, re budget expenditures 108 1977 -78 Budget prep. instructions, work papers 108 1978 -79 Expenditure Estimates 108 1979 -80 Library Budget Requests 108 1977 -78 Prop.9 and Prop.4 reports, articles 108 1979 -80 Revenue Estimates 108 1978 -79 Budget background documents, work papers 119 1975 -76 Cash Receipts 119 1974 -75 Duplicate Warrants 119 1976 -77 Duplicate Warrants 25 of 28 # on PUBLIC WORKS - _ 1 of 3 Exhibit Resolution CITY OF SARATOGA INAC RECORDS Approved for Destruction: Date: Department Head Date: City. Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 4 1980 Director Chron. file 32 1968 -69 Semi Monthly Reports 32 1967 -70 Corp. Yard Job Orders 33 1968 -69 Encroachment Permit Application Chron. Files 34 1961 -69 Duplicate Purchae Orders 34 1975 Unsuccessful Bids - Traffic Control Device Inventory 34 1976 Saratoga Speed Zone Study (copies) -5 copies pulled for Perm. Ret.. 38 1972 -77 Quarterly Reports 38 1974 -76 Duplicate Purchase Orders 38 1976 -77 Department Budget 38 1975 -76 Department Budget 38 1972 County Bldg. Dept. Correspondence 38 1967 Bldg. Activities Reports 38 1961 -77 Bldg. Permit Logs 38 1976 -78 Admin. (General) Correspondence 38 1967 -68 Public Works Monthly Reports (materials) 38 1962 -65 CalTrns Circulation Letters 38 1965 Equipment Purchase File (Galion Roller a Trailer) 44 1973 -74 Staff Meeting Agendas 44 1968 Saratoga Campus Assessment Dist.: Unsuccessful bids 44 1973 Signpost Installation: Unsuccessful bids 44 1972 -73 Seal Coating Overlay: Unsuccessful bids 44 1972 -73 Saratoga -Los Gatos Road Walkway: Unsuccessful bids 44 1969 County Transportation Planning.Study Final Report 44 xx Allendale Ave. (Clester to Harley) Scale Map 44 1965 -67 Transmittal letters 44 1969 -74 Engineering Services: Co. -City Corresp., draft Agreement 44 1967 -71 Landscape Maint.: Dup. Agreements, related correspondence 44 1958 -70 Claims (Damage) on behalf of City 44 .1959 -69 City Attorney Correspondence 48 1975 -78 Energy: State Bulletins 48 1977 -80 Duplicate Purchase Orders 48 1972 -73 Building Security Standards 48 1975 S.C.U.W.D. Ordinance re: Well construction 48 1977 Resident Response Cards 48 1975 -79 Temporary Meter Set Requests 48 1975 -78 Local Construction Reports (Dodge) 48 1969 -72 Plan Check Correspondence . 26 of 28 PUBLIC WORKS 2 of 3 Resolution # CITY OF SARATOGA INACTI E R CORDS Exhibit "A" Approved for Destruction: Date: Department Head Date: City Attorney Prepared by: N. J. Hislop, S. Bigelow Box Inclusive Dates Description 48 1970 -71 Proposed Legislation 48 1974 Bldg. Dept. Code Enforcement 48 1978 -79 Budget Preparation Work File 48 1977 -78 Dept. Budget 48 1977 -78 Labor Distribution print -out Reports (office copy) 48 1973 Energy Conservation Program Memo 48 1967 -75 Copies of Subpoenos for Bldg. Dept. Records 48 1975 -76 Varied Working Hours: Reports, Questionaires 48 1980 P.T. Bldg. Inspector Recruiting, job descrip., hiring process 71 1964 Draft, Storm Drain Mater Plan 71 1964 Storm Sewer Computation Sheets 71 1965 Work File, R. Willes 71 1964 Traffic Study Work Papers 71 1978 Bldg. Inspection Logs 72 1964 Select Street System: Res.copy, Annual Rept., Co. corresp. 72 1975 =76 Bldg. Fees, Planning Fees Tally Sheets 72 1966 -67 Dept. Vehicle Reports, Recaps 72 1966 -67 Equipment Maintenance Reports 72 1966 Calif. Weights 1 Measures Cert., Library Receipts 77 1969 -72 Bldg. Activities Summary Reports 77 1969 Complaints -Chuck holes 77 1972 -73 Dept. Goals '& Objectives 77 1962 -71 Civil Defense: Reports, Bulletins, Corresp., Emerg. Contact Rosters 97 1963 -65 Bldg. Inspect. Admin. Files 100 1957 -58 Hwy.9 Traffic Counts, Accident Reports 100 1959 -62 Hwy.9 newsclippings re widening proj., photos, draft proposal 100 1959 -62 List of affected prop. owners, orig. pet. protesting, correspondence 100 1961 -62 Dept.copies of Rights of Way acq., draft agree., corresp. bndry desc. 27 of 28 M Resolution # PUBLIC V S- -.3 --of 3 Exhibit "A" CITY OF SARATOGA = INAC R S Approved for Destruction: Date: Department Head Date: City, Attorney Prepared by: N. J. Hislop, S. Bigelow Box # Inclusive Dates Description 100 1961 -62 Boundary Descriptions: Gar Homes, Parcel 1 100 1961 -62 Boundary Descriptions: C &V McLean, Parcel 2 100 1961 -62 Boundary Descriptions: J&E Belluto, Parcel 3 100 1961 -62 Boundary Descriptions: L &A Van Volkenberg, Parcel 4 100 1961 -62 Boundary Descriptions: E &R Jay, Parcel 5 100 1961 -62 Boundary Descriptions: R &E Musgrave, Parcel 6 100 1961 -62 Boundary Descriptions: G.Lester, Parcel 7 100 1961 -62 Boundary Descriptions: Los Gatos High 100 1961 -62 Boundary Descriptions: G &M Falling, Parcel 8 100 1961 -62 Boundary Descriptions: D &M Stelling, Parcel 10 100 1961 -62 Boundary Descriptions: Seagraves, Parcel 9 100 1957 -59 Cox Ave. Traffic Sig., corresp., claims for reimb, newsclippings 100 1962 -63 Herriman Ave. Eng. Services, draft, blank agreement copies 100 1959 -63 Herriman Ave.: corresp. re R/W acquisition 100 1961 Herriman Ave.: rejected bids 100 1974 Rejected Bids: Buchnall Ave. Storm Drain Project 100 1974 Rejected Bids: Prospect Rd. Improvements 100 1974 Rejected Bids: 4th St. Storm Drain 100 1974 Rejected Bids: Cox Ave. Walkway 113 1976 -77 Library Construction: invoices 113 1976 -77 Preliminary Lien Notice 113 1976 -77 Rejected Bids 113 1976 -77 Affirmative Action Reports 117 1958 Road Inventory 117 1967 Old Map Section 2156 117 1957 _ Street Acceptance Procedure 28 of 28 CITY OF SARIUICX AC=A BILL NO. DATE: January 11, 1984 DEPA£rTNI Vr: City Manager SUBJECT: Renewal of City Attorney Employment Agreement Initial: Dept. Hd. flL C. A C. Mgr. Issue Summary The City's contract for City Attorney Services expired December 31, 1983. The attached contract proposal is a renewal for calendar year-1984 on. essentially the same terms. The one difference'is that the hourly rate for Steve Baird's time will be billed at the same rate as the other attorneys. Recommendation Adopt Resolution No. Fiscal Impacts Hourly rate charged for Steve Baird's time will increase from $50 /hour to $70 /hour. All other rates remain the same. Exhibits /Attachments Resolution No. Council Action 1/18: Mallory /Moyles moved to adopt Resolution 2118. Passed 5 -0. PAUL B. SMITH ERIC L. FARASYN LEONARD J. SIEGAL HAROLD S. TOPPEL STEVEN G. BAIRD JACK L. BRIDGE GREGORY A. MANCHUK ATKINSON • FARASYN ATTORNEYS AT LAW 660 WEST DANA STREET P.O. BOX 279 MOUNTAIN VIEW, CALIFORNIA 04042 (415) 967 -6941 Mr. Wayne Dernetz City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Dear Wayne: January 10, 1984 J. M. ATKINSON, (1692 -1982) L. M. FARASYN, (1915 -1979) Enclosed herewith is a proposal for renewal of our City Attorney Employment Agreement for the calendar year 1984. The proposal is identical in all respects to the one submitted for 1983 except that the hourly rate for Steve Baird is now the same as charged for Paul and myself. The monthly retainer has not been increased, nor have we increased the hourly charge for services rendered beyond the first 35 hours. I will be happy to discuss the proposal with you should you have any questions. Sinc4rell{, HAROLD S. TOPPEL' ' Saratoga City Attorney HST /ns enc. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING PROPOSAL FOR RENEWAL OF CITY ATTORNEY EMPLOYMENT AGREEMENT AND AUTHORIZING EXECUTION OF CONTRACT THEREFOR RESOLVED, by the City Council of the City of Saratoga as follows: 1. That the proposal for rendering legal services to the City of Saratoga submitted by the law firm of Atkinson - Farasyn, a. copy of which is attached hereto as Exhibit "A," is hereby approved and accepted. 2. That the Mayor be, and he is hereby, authorized to sign said agreement for and on behalf of the City of Saratoga. The above and foregoing resolution was passed and adopted at a regular meeting of the City Council of the City of Saratoga held on the day of , 1984, by the following vote: AYES: NOES: ABSENT: ATTEST: City Clerk MAYOR .N A.TKINSON • FARASYN ATTORNEYS AT LAW PAUL B, SMITH 660 WEST DANA STREET U. M. ATKINSON. (1692 -1962) ERIC L. FARASYN P.O. BOX 279 L. M.:FARASYN. (1915 -1979) LEONARD J. SIEGAL HAROLD S. TOPPEL MOUNTAIN VIEW, CALIFORNIA 04042 STEVEN G. BAIRD 0415) 967 -6941 JACK L. BRIDGE GREGORY A. MANCHUK January 5, 1984 PROPOSAL FOR RENEWAL OF CITY ATTORNEY EMPLOYMENT AGREEMENT To: The Honorable City Council of the City of Saratoga We offer and agree to continue our representation of the City of Saratoga as City Attorney and to provide the services required by law to be provided by a City Attorney, and to assist the City of Saratoga in the conduct of its legal affairs. Our services shall include the following: 1. To attend monthly meetings and conferences as follows: (a) Two regular Council meetings; (b) Two regular Planning Commission meetings; (c) Four mornings to be present at City Hall for agenda meetings and conferences and consultations with staff members as may be necessary. If any one of the above meetings or conferences is not held, another meeting or conference may be substituted in its place, the intention of the parties being that at least four meetings and four- morning conferences per month will be attended. 1 2. To provide the Council, its planning commissioners, officers, agents and employees with telephonic advice and opinions relating to City business upon request by the City Council, Planning Commission or City Manager. 3. To assist the City Council, its planning commissioners and staff in drafting ordinances, rules, regulations and resolutions relating to the conduct of the City business. 4. For services to be rendered pursuant to Sections 1, 2 and 3 above, including related services of a clerical nature, our compensation shall be the sum of $2,275 per month for the first thirty five (35) hours of attorney time expended for each month of service, commencing with January 1, 1984, and every month thereafter during the pendency of our term of service to the City, except as further hereinafter provided. i The City shall make monthly contributions on Paul B. Smith's personal behalf and in the appropriate amount to the State of California Public Employees Retirement System (PERS). Paul B. Smith shall make corresponding monthly contribu- tions to PERS on his personal behalf and in the appropriate amount. This provision of the agreement shall inure solely to Paul B. Smith's personal benefit. This contribution shall be in addition to said basic monthly contribution. 5. Any services rendered under Sections 1, 2 and 3 above in excess of thirty five (35) hours per month will automatically be rendered by the City Attorney at the hourly rates set forth in Paragraph 7 hereafter. 6. Additional legal services - At the direction of the City Council, Planning Commission or City Manager, the City Attorney may render the following additional services: (a) Attending meetings or conferences in excess of those specified in Section 1 above, except as otherwise herein provided; (b) Proceedings for annexation or exclusion of territory to or from the City of Saratoga, including auxiliary proceedings such as appearances before the Local Agency Formation Commission and /or proceedings related to matters within the jurisdiction of said Commission; (c) Any proceeding relating to special joint powers agreements, except that a review of such agreements shall be included within the services rendered for the monthly retainer set forth in Section 4; (d) Any proceeding for financing of public improvements, whether by general obligation bonds, revenue bonds, or special assess- ment and assessment bond proceedings, or by way of sale or lease agreements, including but not limited to, property owners or voters meetings and committee and staff meetings; (e) Any proceedings requiring litigation, other than validating pro- ceedings, deemed necessary and recommended by us, including proceedings in eminent domain and including proceedings relating to the enforcement of the ordinances and regulations adopted by the City; (f) Any proceedings relating to claims against the City arising under its liability insurance policies; (g) Any services beyond those normally provided which are necessary to qualify for any loan or for the sale of any bonds to the State of California or the Federal Government, or to any agency, division or department thereof. (h) Any services rendered in connection with the preparation, redrafting, or review of any' major existing ordinance or any proposed new major ordinance, or any major chapter of any title of the Saratoga Municipal Code, and the clerical services related therewith. 7. For any services in excess of thirty five (35) hours per month or any additional services as described in Section 6 or not expressly covered by the terms of &a this agreement which we are directed to perform and agree to render for or on behalf of the City, we will be compensated at the rate of $70 per hour for attorney time on all matters and $20 per hour for secretarial services rendered in connection with Section n(h) above. In any event, over and above the agreed -upon fee, the City shall reimburse actual costs related to the performance of our services. 8. This renewal agreement shall be for a period of one (1) year commencing as of January 1, 1984. Thirty (30) days written notice of termination shall be given by either party. All work in progress on date notice is given shall be satisfactorily completed. Approved and Accepted CITY OF SARATOGA By DAVID MOYLES, Mayor -3- STEVEN G. BAIRD A= TWA BILL NO. ,S DATE: 01 -10 -84 DEPARTMENT: Administrative Services CITY Or SARIIIOGA Initial: • Dept. Hd. C. Attu" C. Mgr. SUBJECT: Housing & Com=ity Development Act Allocations for FY1984 -85 Issue Summary Recent estimation targets $171,500.00 for reciept by the City, of discretionary HCDA funding for FY1984 -85. The City Council is requested to .review proposed. projects /activities for FY1984 -85 and make appropriate allocations within the _ target amount. Recommendation Conduct 2nd Public Hearing on Jan. 18, 1984 to: inform the public of the availability of funding; recieve public input; hear from project proposers; and make allocations of HCDA funds to those activities to be undertaken during FY1984 -85. (See attached Summary Sheet.) Fiscal Impacts Receipt by the City of approximately $171,500 in HCDA funds during FY1984 -85, plus program administration funding. Exhibits /Attachments Summary Sheet of Projects Proposed for HCDA Funding during 10th Program Year Letter of Request from Jim Lewis, CA °1 Volunteer Council Action 1/18: Moyles /Clevenger moved to approve allocations as determined by Council. Passed 5 -0. FY1984 -85 Estimated Allocation $171,500.00 Precommitted to Mid - Peninsula Housing Coaltion Fund - Saratoga Court - 50,000.00 Available for Allocation $121,500.00 AMOUNT PROPOSAL SOURCE $20,000.00 $20,050.00 $25,000.00 $69,000.00 $ 7,500.00 Senior Center Super- visor: $10,000.00 Provision of Pro- grams: $10,000.00 Accessibility improv- ments for the Handi- capped at Saratoga High School Quito Area Curb and Gutter Repair /Replace- ment SUMMARY SHEET Saratoga Area Senior Coordinating Council ( SASCC) Los Gatos Joint High School District City Staff Saratoga Housing Assist- City Staff ance & Rehabilitation Program (SHARP) Development of Drawings) City Staff & plans for an approximate 600 sq.f_t. addition to the Senior Center I HCDA FY1984 -85 10th Program Year COMMENTS RECOMMENDATION The SASCC has been funded _ at the same level for the past two years. 6 Approve allocation Proposal is phased over two I No recommendation. years; 84/85 $20,050 and 85/86 $10,400. The District is contributing $5,000 each phase plus maintenance costs. Activity would replace broken Approve allocation curbs and gutters that have failed primarily due to tree root damage. NOTE: This activity as well as the Senior Center add- ition would be subject to the low to moderate income benefit test. Should they not meet the test allocated funds would have to be re- programmed to another eligible City project. Continuation of the Citys' Housing & I Approve Allocation Rehabilitation Program for those of.low:to moderate income, the activity also contributes to increasing the City's supply of affordable housing. A need has been identified for addition} Approve Allocation al office & storage space at the Senior) Center these funds would provide drawings & plans during FY84/85 with construction funding estimated at$60,000.00 for a 600 sq.ft. addition to be allocated during FY85/86. 300 ft. office space & 300 ft. of storage space. �ommurtity ccess etwcrk Mr. David Moyles, Mayor City of Saratoga 13777 Fruitvale Avenue Saratoga, Caiiiurnia 950'70 Honorable Mayor Moyles, January 6, 1984 24095 Summit Woods Drive Los Gatos, CA� � spy 12 1984 I have a twofold purpose for writing this letter. Firstly, I recommend that the council approve the allocation of tenth year CDBG funds to Saratoga High School for handicapped accessibility projects as proposed by the High School District. The district is mandated by federal and state law to provide program accessibility for physically handicapped students, as well as functional access for disabled community members. Specifically, on May 16, 1983 the district was formally directed by the United States Department of Education office for civil rights, to implement the required access modifications at Saratoga High School. This direction reflects the results of a negotiated settlement between the district and the Department of Education which culminated from a six month investigation by the department. Since there is no special governmental source this purpose (from either the state or the federal provided by the district, resulting in a reduction poses. We all know that the schools now have less vide our children a quality education, so any dilu results in a dilution of the education process. from which to obtain funds for governments), monies must be of funds for educational pur- funding than is needed to pro - tion of the education budget It would seen-, appropriate Lhac community development block grant funds be utilized by the high school district so as to make Saratoga High a fully access- ible place of education for the disabled students and disabled community. The second reason I am writing this letter is to urge the council to consider allocation of approximately $8,000.00 from the tenth year funds to be utilized for: (1.) Design and construction of a ramp to the front lobby entrance level of the theater/ auditorium at the civic center, and (2.) Rework or purchase an appropri- ate number of removable seats to provide space in the normal audience area for wheelchair seating. EJ[A] Volunteer Trained in the Access Standards and Laws by the Mobility Barriers Section of the Department of Rehabilitation The city's current plan is to provide wheelchair access to the auditorium by use of the two emergency exit side doors at the front of the auditorium. When I attended the last council meeting, I parked in the lot on the south side of the auditorium and attempted to enter the south door. The walkway to the door was blocked by a pile of sand bags, requiring me to find my way through the maze of sand bags along the back pathway behind the auditorium to the north door, in order to enter the auditorium. Once inside I could not see three council members from that side of the audi- torium and had to go up the right aisle through the lobby and down the left aisle to achieve a vantage point from which to listen to and participate in the public hearing. Having to park my chair in the aisle, I was obviously blocking someone's view and remained conspicuous throughout the'meeti'ng. Had I. been a self conscious person, this situation would have been an.embarrassment for the duration of- -'. the ?meetin - At best, this situation lacks dignity for one in a wheelchair, so much so that many disabled persons who must use wheelchairs shy away from attending public meetings or programs held in the auditorium. This is a shame! Why should the dis- abled community who use wheelchairs be treated like second class citizens and not be availed the accessibility offered the able bodied community members? Section 504 of the Federal Rehabilitation Act of 1973 and Article 9.5 of the California Government Code provide the following: "No otherwise qualified handicapped individual. .......... shall.soley by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving government financial assistance." Access to attend public meetings where the decision making process takes place for the allocation of state and federal funds must be made available to the physically handicapped. Both federal and state regulations require.primary entrance accessibility. . (Defined in Title 24 of the state building code as: "Any entrance to a facility which has a substantial flow of pedestrian traffic to any specific major function of the facility." The emergency exit doors at the front of the auditorium hardly qualify as primary entrances. Please give your full consideration to the allocation of CDBG Funds to provide primary entrance access and wheelchair seating for those of us needing it. This will result in our being able to enter the auditorium with our friends, or as our friends do, without having to traverse the "back alleys" of the civic center. We can then participate with dignity in the decision making process, or simply enjoy a program at auditorium. Your consideration of these requests will be greatly appreciated by the disabled community. JDL /kjk cc: Stan Carnegie, Coordinator, Housing and Community Dr. Paul V. Collins, Superintendent, Los Gatos Union High School District Betsy Cory, Deputy City Clerk Pat McPartland, Mobility Barriers Section State Department of Rehabilitation Sincerely, Ja s D. Lewis Community Access Network Volunteer CITY OF SARATOGA ti AGENDA BILL NO: Initial: Dept. Head _ DATE: January 17, 1984 City Atty DEPARTMENT: Maintenance City Mgr -------------------------------------------------------------------------------------------- - - - - -- SUBJECT: Acceptance and Acknowledgement of Donation of Services at Hakone Garden Issue Summa Ingeborg Schnetzler of West Germany visits this country annually on a three month visa. While here, she spends much of her time at Hakone Garden working on a voluntary basis. She helps with raking, weeding, sweeping and generally whatever needs to be done. She is very enthusiastic about Hakone and looks forward to her annual visits. Recommendation Accept and acknowledge her donation of time and service at Hakone Garden by way of a letter from the Mayor. Fiscal Impact We are unable to put a dollar value on her donation of time and labor. Exhibits /Attachments Memo from Park Supervisor to Maintenance Director Council Action 2/1: Approved 5 -0. -e 1 ftiiI VENT5 I O R AD 2111D uguw off. O&M&U(n)Q& 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 887 -3438 TO: DAN TRINIDAD DATE: JANUARY 17, 1984 FROM: ROY SWANSON SUBJECT: DONATION OF SERVICES TO HAKONE GARDEN Ingeborg Schnetzler of West Germany has, for the last two years, donated a portion of her time during her three month visa to this country to working at Hakone Garden. After a visit last year to the,Garden, she asked Jack and I if she-could perform some useful tasks on a voluntary basis. This certainly was agreeable with us. She did not have a car so she took the bus the Blaney Plaza and walked the rest of the way to the Garden, which in itself is quite a feat. She views her experiences at the Garden as the most pleasurable of her life. She engaged in weeding, raking, sweeping, transplanting, helping Teru in the building, etc. which amounted to a great number of hours. She is always pleasant and enthusiastic about the Garden. , She indicated that the time she spent at the Garden made her visits complete. I feel that she should be recognized for her selfless contribution to Hakone and for her complete involvement in the atmosphere that makes Hakone a unique place of enjoyment for so many visitors. Roy anson Par Supervisor RS /ms 4 i CITY OF SARATOGA Initial: AGENDA BILL NO: _5 ) Dept. Head DATE: January 16, 1984 City Atty DEPARTMENT: Maintenance City Mgr ------------------------------------------------------------------------------------------ - - - - -- SUBJECT: Acceptance and Acknowledgement of Donation for Hakone Garden Issue Summary Professor Robert Farrell of Los Altos had donated approximately $1,520 worth of plant material for Hakone Gardens. Recommendation Accept and acknowledge this donation by way of a letter from the Mayor. Fiscal Impact The donated plant materials are worth approximately $1,520. Exhibits /Attachments Memo from Park Supervisor to Maintenance Director Council Action 2/1: Approved 5 -0. i I - �I E II OO R ,9 11 TO: DAN TRINIDAD FROM: ROY SWANSON Uguw @0 O&UMMOO& 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 887 -3438 SUBJECT: DONATION TO HAKONE GARDEN DATE: JANUARY 16, 1984 I think it would be appropriate for the City Council to acknowledge the donation recently received from Professor Robert Farrell -in their usual manner. This gentleman has donated the following rare species of plants to Hakone with the approximate dollar values: 3 each Cornus Florida Flowering Dogwood 24" box $290 ea $870 1 each Acer. Gresium Paper Bark Maple 24" box $325 ea $325 1 each Acer. Palmatum "Crispum" 24" box $325 ea $325 TOTAL $1520 Jack Tomlinson and Jim Marshall went to his home in Los Altos and transplanted these plants to the appropriate areas at Hakone. Roy anson Park Supervisor RS /ms i CITY Or SARATOGA Initial: AM. 1DA BILL NO. 57 9 Dept. Hd. LK DATE: January 25, 19 84 C. Atty. DEPARTMENT: City Manager C. Mgr. SUBJECT: Acceptance and Acknowledgement of Donations Issue Summary In December 1983, employees in City Hall donated money for the purchase'of a microwave oven for their use in the lunch room. List of donors is attached. Recommendation Accept the donation of $205.00 for the microwave oven and acknowledge employees' contributions. Fiscal Impacts None. Employee contributions equaled the cost of the microwave oven. E- zhibits /Attachments Council Action 2/1: Approved 5 -0. .. r' List of Donors Wayne Dernetz $20 Bob Shook 15 Pat Aviles 15 Steve Peterson 15 Rich Harison 15 Kathy Kerdus 15 Carolyn King 10 Cathy Dunlap 10 Betsy Cory 10 Stan Carnekie 10 Elaine Yuen 10 Linda Lauzze 10 Bobbie Cadwalader 10 John Turchan 10 Jay Hegg 10, Diane Carnekie 10 Andrea Macer 5 Jaye Tkach 5 CITY OF SARATOGA P, AGENDA BILL NO: -5-80 DATE: January 25, 1984 DEPARTMENT: Maintenance SUBJECT: Sixth Annual KEZR Fools Parade /Race - April 1, 1984 Issue Summary Initial: Dept. Head: 9Z-7— Ci ty Atty City Mgr KEZR Radio Station has contacted the City of Saratoga for permission to hold the Sixth Annual Fools Parade /Race on City streets. The date is set for April 1, 1984 and proceeds from the race will go to the Children's Cancer Research Insititue. It is requested that Mayor Moyles participate in the starting of the race. Recommendation Authorize race to be held on April 1, 1984 with the stipulation that the sponsors of the race will provide the City wity proof of liability insurance naming the City as an additional insured, will coordinate reserve officers, if needed, at their own expense and will be responsible for clean -up of all race related debris along the entire race course. Mayor should contact sponsors regarding his participation. Fiscal Impact None Exhibits /Attachments Race request letter. Race Information Sheet. Map of Race Course. Council Action 2/1: Approved .5-0.' X06.5 FM January 20, 1984 Mr. Dan Trinadad Saratoga City Offices 13777 Fruitvale Saratoga, CA 95070 Re: 6th Annual KEZR Fools Parade /April 1, 1984 Dear Mr_ Trinadad, April is quickly approaching and we are now preparing for our 6th Annual KEZR Fools Parade, scheduled for Sunday, April 1, 1984. Once again, the beneficiary for this year's race is Children's Cancer Research Institute, a non - profit tax exempt organization founded by Jordan R_ Wilbur, M.D., Director. Dr. Wilbur heads up a dedicated specialized treatment team_ "Approximately fifty percent of those treated for malignancy are alive five years after therapy was started_ Many of them no longer require treatment and are free of the disease." Therefore, KEZR, Children's Cancer Research Institute, West Valley College, The City of Saratoga, and our KEZR Fools Parade Runners, will all be members of the Winning Team to raise funds for a well deserved Institute in 1984. This year the race will be under the direction of Mr. Len Wallach, The Winning Team. Len has been associated with the Bay to Breakers, and Bridge to Bridge runs. We are quite confident this will be our most successful year. Len estimates 1,500 to 2,000 runners this year, running the newly designed course beginning and ending at West Valley Community College. Please see enclosed copy of the 1984 Entry Blank and Course Map_ Len will provide his own professional race staff for proper flow of the race. The following commitments will be provided by KEZR: 1. Liability Insurance Binder - $1,000,000 2. First Aide Station. 3. Race Course and Location clean-up- 4. Disposal Containers. 5_ Organization of entire staff. 6. Santa Clara County Deputy Sheriff's - Contact Deputy Art Kirts. 7. Portable Toilet Facilities (to be on campus). Studio, 777N. First SL, Suite 700, Sa rz Jose CA (408) 287- 5775•Ma i l i rzgAddress, P.O. Box 2337San Jose CA 95109 P, One additional request for our 111984 Fools Parade," which would also add a very special touch, is to have Mayor Moyles assist Len Wallach with the start of the race. We would love to see as many City Officials as possible on April 1st. Your assistance is welcomed. If you should have further questions, please feel free to contact me anytime at (408) 287 -5775. Thank, you in advance for your approval. I will look forward to hearing from you soon as to the exact wording on the Liability Binder. Respectfully, e��, Carole Kirts Promotion Director KEZR Radio, 106.5 FM cc: enc. The Sixth Annual April Fool's Day -Sunday, April 1, 1984 (Rain or Shine) Distance: 5 miles (with a few small rolling hills) Course: Asphalt and concrete on public roads Start /Finish: West Valley Community College, Saratoga, California Times: Wheelchair Athletes start at 8:40 a.m. All others start at 9:00 a.m. Results: Posted as soon as possible after finish near the officials' stand. The first 300 finishers' results will be "nailed to those filling out an envelope in the finish area. Awards: Top Man & Woman Overall Trip for two (includes air fare and hotel accommodations) to the Honolulu Marathon in Hawaii! 2nd & 3rd Place Men & Women Overall — Special Award Plaques Top 3 Finishers in Each Division — Award Plaques First 300 Finishers — Special Ribbons Remaining Finishers — "Survivor" Ribbons PLUS, random drawings froth the names of all entrants for prizes including weekends at Lake Tahoe, Las Vegas, and Monterey! T- Shirts: A special KEZRock Sixth Annual Fool's Parade T -shirt will be ready for PRE - REGISTRANTS ONLY. NO shirts will be available Race Day. Fool's Parade KEZRock P. O. Box 2337 San Jose, California 95109 Race Day Registration: $5.00 (No T- shirt). Registration at the West Valley College Track from 7:00 to 8:45 a.m. All proceeds go to the Children's Cancer Research Project. Race Staff. The he Winning Team It EZR FOOUS A � E REGISTRATION 0"c" ENTRY FORM Please cnler Inc as an entrant in the strenuous running of the 5 mile Fool's Parade footrace on Sundry, April I, 19134, un publlc streets. I Iuidersland Thal my entry fee is non- refundable. Ill consideration of the acceptance of illy entry Into this strenuous 5 mile footrace, I for myself, cxccl lol:s, adnllnlshators, and assignees do hereby release and discharge KI:ZR, "ncc Winning Team, the City of Saratoga, West Valley Community College District, and all volunteers I'or:Illy and all damages or injury which 1, or illy minor dllld, may sustain arising from the event. I attest and verity that I have full knowledge of the risks involved In the event, and that I am physically fit and sufficiently trained to participate in this diffi- cult footrace. I further grant permission to use my or Illy minor child's likeness by KF, /,It for any purpose whatsoever. Signature (parent's signature required it entrant is under 18 years of agc) All Pre- Registrations must be at KEZR Studios by March 23, 1984. KE!.R Sixth Annual Fool's Parade P. O. Box 2337, San Jose, California 95109 Name (ph:asc print) Address City Slate zip Apt, Phone Age Sex Division (circle ONE ONLY) Under Open 30- 40- 50- 60+ Wheel- 18 39 49 59 chair Men A C E K M S W Women B D h L P T X T- shirt. size O Sinall 0 Medium 0 Large D Extra -Large (All adult sizes 50/50's) r �P G'ox hlam / (�HJ Lzf t Fl- t ' t � .4GLB N DA t i .t .I i Trt tuc It L— — — — — ©ll, o, [ -/a.ST SL�P��,•'r o � �4LBwrYi1 LL 11 A A(�'s; Tati� c 0000 0.j .1'� jEc0�0aov/ •0 LAn� 01-4 4. LOO / oni L4^ "ILc Hii.GKI