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HomeMy WebLinkAbout07-06-1983 CITY COUNCIL AGENDACITY OF SARATOGA Initial: AGENDA BILL N0: J66 Dept. Head- DATE: July 6, 1983 City Atty•:' DEPARTMENT: Maintenance City Mgr SUBJECT: Acceptance and Acknowledgement of Entry Signs for Hakone Garden --------------------------------------------------------------------------------- Issue Summary Arne Sign and Decal Company has donated ten plexi,glass (informational signs for the entry way at Hakone Garden. The sign has previously been made out of paper which did not hold up well against the elements. Steven L. Foster, President of Arne Sign offered to reproduce the sign out of plexiglass. The total value of the ten signs is $404.70. Recommendation Accept and acknowledge this donation by way of a letter from the Mayor. Fiscal Impact The value of the ten donated signs is $404.70. Exhibits /Attachments None Council Action 7/6: Approved on Consent Calendar 4 -0. CITY OF SARATOGA Initial: AGENDA BILL NO: Dept. Head % DATE: July 6, 1983 City At DEPARTMENT: Maintenance City Mgr SUBJECT: Acceptance and Acknowledgement of Donation for Hakone Garden Issue Summary Hospice of the Valley, located in San Jose, has given the City a donation of $50 for a Cherry tree at Hakone Gardens. Recommendation Accept and acknowledge this donation by way of a letter from the Mayor: Fiscal Impact The donation was $50. 'Exhibits /Attachments None Council Action 7/6: Approved on Consent Calendar 4 -0. 2 CITY OF SARATOGA AGENDA BILL N0: 40 )S DATE: July 6, 1983 DEPARTMENT: Maintenance Initial Dept. H City At Ci ty Mg SUBJECT: Acceptance and Acknowledgement of Donation of Historical Sign Marker Issue Su7ary The Saratd'ga Lion's Club has donated $187.50, half the cost of replacing the historical sign marker on Bi.g Basi�n'Way. Recommendation Accept and acknowledge this donation by way of a letter from the Mayor. Fiscal Impact The donation was $187.50 Exhibits /Attachments None,: Council Action 7/6: Approved on Consent Calendar 4 -0. �l CITY OF SARATOGA AGENDA BILL NO. -� Initial: Dept. Hd. DATE: June 27, 1983 (July 6, 1983) C. Atty. DEPARTMENT: Community Development C. Mgr. SUBJECT,FINAL BUILDING SITE APPROVAL, SDR -1517, EUGENE L. ZAMBETTI, AK STREET Issue Summary 1. The SDR -1517 is ready for Final Approval 2. All requirements for City Departments and other agencies have been met. 3. All fees have been paid. Recommendation Adopt resolution 1517 -02 attached, approving the Final Map of SDR -1517. Fiscal Impacts None Exhibits /Attachments 1. Copy of Tentative Map approval 2. Resolution NO. 1517 -02 3. Status report for building site approval 4. Report to Planning Commission 5. Location Map Council Action 7/6: Approved on Consent Calendar 4 -0. MEMORANDUM CITY OF SARATOGA TO: PLANNING COMMISSION FROM: DIRECTOR OF PUBLIC WORKS SUBJECT: Status Report for Building Site Approval All conditions for Building Site Approval SDR -1517 , Eugene L. Zambetti (have) (*APVW) been met as listed on the Land'Development Committee Report dated December 1.,.1.982 Listed below are the amounts, dates and City receipt numbers for all required items: Offer of Dedication yes Record of Survey or Parcel Map yes Storm Drainage Fee $825.00 Date Subm All Required Improvement Bonds N/A Date All Required Inspection Fees 100.00 Date Building Site Approval Agreement N/A Date Park and Recreation Fee $1300.00 Date Date Submitted Date Submitted fitted 6 -21 -83 Receipt # 2676 Submitted ----- Receipt # -- Submitted 6/21/83 Receipt #2676 Signed - - -- Submitted 6/21/83 Receipt # 2676 It is, therefore, the Public Works Department recommendation that (C- rN�1) (Final) be granted. Building Site Approval for Eugene L. Zambetti SDR -1517 If Conditional Building Site Approval is recommended, it shall become un- conditional upon compliance with the following conditions: Condition(s) Reason for Non - Compliance ' ROBER T, S'-"SHOOK �r ,y .. Gi Sora�ll pC.jQ oIF `&OCR& REPORT TO PLANNING COMMISSION *(amended 12/20/82) DATE: 12/1/82 Commission Meeting: 12/8/82 C -199, V -600, SDR -1517, A -812, E. L. Zambetti, 14540 Big Basin Way sue�ECT Rezoning from R -M to C -C, Variance Approval to Vary from Setback and Parking Requir men s and Tentative Building Site Approval and Design --------- Review Approv_a _ Lot -- - - - - -- ----------------------------------------- - - - - -- Recommended procedure for applications: C -199, V -600, SDR -1517 and A -812 for E. L. Zambetti: 1. Take action on change of zoning, making the required findings. If recommended to the City Council for approval: 2. Take action on variance application, making the required findings. If approved: 3. Take action on the site approval application, making the required findings. If approved: 4. Take action on the Design Review application. REQUEST: Rezoning a portion of the subject parcel from R -M -3000 to C -C, Variance, Site Approval and Design Review Approval for the relocation and rehabilitation of a historical single - family dwelling for conversion to an office building. ENVIRONMENTAL ASSESSMENT: Negative Declaration PUBLIC NOTICING: This project has been noticed by advertising in the newspaper, posting the site, and mailing notices to 56 property owners. GENERAL PLAN DESIGNATION: Medium Density Residential and Commercial (as determined in previous applications in 1974 and 1976). ZONING: R -M -3000 (C -C is proposed) SURROUNDING LAND USES: Retail commercial, single and multi - family residential SITE SIZE: 8,000 sq. ft. 5,000 sq. ft. proposed for zoning line adjustment) (C -C zoning requires 5,000 sq. ft., R -M zoning requires 12,000 sq. ft.) Report to Planning CoT-- .ssion 12/1/82 C -199, V -600, SDR -151 A -812 - E. L. Zambetti ` Page 2 AVERAGE SITE SLOPE OF AREA TO BE ZONED C -C: 11.4% SLOPE AT BUILDING SITE: 2% HEIGHT OF STRUCTURE: 20' (35' is the maximum allowed in C -C, 30' is the maximum allowed in R -M -3000 SIZE OF PROPOSED STRUCTURE: 1,710 sq. ft. FRONTAGE: 50' on Oak St., 50' on P.A.D. #4 (C -C requires 50' on a public street, R -M -3000 requires 60' on a public street) WIDTH OF SITE: 50' (C -C requires 50', R -M -3000 requires 100') DEPTH OF ENTIRE SITE: 141'+ (C -C requires 100', R -M -3000 requires 115') IMPERVIOUS COVERAGE: The C -C zoning district does not limit coverage. The R -M zoning district limits the site to 40% coverage by structures or 3,200 sq. ft. on the entire site. SETBACKS: R -M Site: Front: 12' Right Side: 5' Left Side" 9' Rear: 17' to zoning line The R -M zoning district requires a front yard of 25', a rear yard of 25' and side yards at 10% of the site width, or six feet, whichever is greater. SETBACKS: -C Site. Front: 6' Right Side: 6' Left Side: 6' Rear: 19' to zoning line). The C -C zoning district requires 30' side and rear yards when adjacent to A or R districts. No front yard is required in this case. GRADING REQUIRED: Cut: 210 Cu. Yds. Fill: 34 Cu. Yds. Cut Depth: 6 -7 Ft. Fill Depth: 2 Ft. REZONING APPLICATION. C -199: At the Planning Commission Meeting of April 6, 1982, the Commission gave conceptual approval of the rezoning application. If the Commission's action now is to give a final recommendation of the rezoning application to the City Council, they will need to make the following findings: 1. The proposed rezoning will bring the zoning of the site into conformance with the Land Use Element of the 1974 General Plan of Saratoga. 2. The rezoning is required to achieve the objectives of the Zoning Ordinance as prescribed in Section 1.1 of said ordinance. 3. The proposed rezoning will not have a significant impact on the environment (Negative Declaration determined to be an appropriate document). VARIANCE - V -600 Staff has determined that two variances are required for this proposal. The site has been treated as one site, and no setbacks have been measured from the zoning line. The variances required are: Report to Planning Commission 12/1/82 C -199, V -600, SDR -1517, A -812 -.E. L. Zambetti Page 3 1. A variance is required for the R -M zoned site for off - street parking. This site does not contain two on -site covered parking spaces, as are required by ordinance. 2. A variance is required to allow non - conforming side yard setbacks on the C -C site. (30' is required when adjacent to A or R districts). FINDINGS 1. Physical Hardship A. Off- Street Parking: This site does have difficulties in terms of site width and topography, for meeting off - street parking requirements. If the garage were to be located at the rear of the site, it would need to take access from Parking District #4, thereby creating a double- fronting lot. The topography also creates some difficulty, in that the site slopes steeply down from the upper-to the lower portion of the lot. It should also be noted that this site is typical for its area and most surrounding sites are narrow and do not contain garages or carports. B. Side Yard Setbacks: The proposed C -C portion of the site will definitely have difficulty in meeting the 30' side yard setbacks, because there would be virtually no site area left to locate a structure. Staff can make this finding in that the proposed structure would meet R -M setbacks and that landscaping will help to mitigate possible impacts. 2. Exceptional or Extraordinary Circumstances A. Off- Street Parking: Staff can make this finding since narrow site width does apply generally to most sites in the neighborhood, which, therefore, also do not provide off - street parking. B. Side Yard Setbacks: Due to the size of the proposed structure and, there- fore, its possible intensity as a commercial use; and the fact that the proposed structure is to be used as an office building requiring day time use primarily indoors, staff feels that landscaping would provide an ade- quate barrier. 3. Strict or Literal Interpretation A. Off- Street Parking: In staff's opinion, strict or literal interpretation of off - street parking requirements would be an unnecessary hardship. This requirement would also be very difficult to enforce on surrounding proper- ties with similar site dimensions. B. Side Yard Setbacks: Most of the commercial property in the Village area is hot adjacent-To— residentially -zoned property, therefore, does not require 30' side yard setbacks. However, staff could not locate other side yard variances granted in C -C- zoning districts, so this does not appear to be a privilege that has yet been approved by the City. Report to Planning Con( ;sion C 12/1/82 C -199, V -600, SDR -1517, A -812 - E. L. Zambetti Page 4 4. Grant of Special Privilege A. Off- Street Parking: Granting a variance from off - street parking would not be a grant of special privilege, since other properties in the same zoning district are in a similar circumstance. B. Side Yard Setback: Staff could not locate other variances granted for side yard setbacks in the C -C zoning district and, therefore, cannot make this finding that granting of this variance for side yard setback would not be a grant of special privilege. 5. Public Health, Safety & Welfare A. Off- Street Parking, Side Yard Setbacks: Staff noted no impact from this proposal which could be detrimental to the public health, safety or welfare, or materially injurious to properties or improvements in the vicinity. In addition to the five (5) variance findings, three (3) additional findings must be made to grant a variance for parking. Off- Street Parkin 1. Neither present nor anticipated future traffic volumes generated by the use of the site or the uses of sites in the vicinity reasonably require strict or literal interpretation and enforcement of the specified regu- lations. 2. Granting of the variance will not result in the parking or loading of vehicles on public streets in such a manner as to interfere with the free flow of traffic on the streets. 3. Granting of the variance will not create a safety hazard or any other condition inconsistent with the objectives of the zoning ordinance. Recommendation: Since staff could not make all the necessary findings (3b & 4b), staff recommends denial of the variance. BUILDING SITE APPROVAL APPLICATION - SDR -1517 - 1 Lot The applicant is requesting tentative building site approval for a lot between Oak St. and Parking Assessment District No. 4 with one existing residence in order to place a second structure (professional office) on the site. The existing structure has nonconforming setbacks, but with a zoning line adjustment, the property lines on which setbacks are established are not being changed. The existing residence lacks a two -car garage required by the Zoning Ordinance, thus a variance for the two covered spaces must first be granted or a condition re- quiring them must be placed in the Staff Report. The proposed structure also requires a variance for its side yard setbacks. The recommended condition requires connection to the sewer for the existing residence as well as the proposed structure. The access and parking for the new structure are to be via the P.A.D. #4. A geotechnical report on the site has been reviewed and recommended for tentative approval by the City Geolo- gist (attached). Report to Planning Cok ;sion 12/1/82 C -199, V -600, SDR- 1517,,A -812 - E. L. Zambetti Page 5 Per Section 7.2 of the Subdivision Ordinance, the Planning Commission "may, but need not, tentatively approve a map.... for.... uses contrary to existing zoning to make such lots or uses conform therewith, but only after recommending such change of zoning to the City Council, and so long as it is still consistent with the general plan... Any such tentative approval shall be the sole risk of the subdivider, and shall not become binding on the City for any purpose unless, and until such zoning is legally and finally adopted." Therefore, if the Commission recommends the rezoning and approval of the variance, they may then act on the next portion of this application. PROJECT STATUS: Said project complies with all objectives of the 1974 General Plan, and all requirements of the Zoning and Subdivision Ordinances of the City of Saratoga. The housing needs of the region have been considered and have been balanced against the public service needs of its residents and available fiscal and environmental resources. A Negative Declaration was prepared and will be filed with the County of Santa Clara Recorder's Office relative to the environmental impact of this project, if approved under this application. Said determination date: 3/3/82. The Staff Report will recommend approval of the tentative map subject to receipt of a variance and rezoning for SDR -1217 (Exhibit "B-1" filed December 20, 1982* subject to the following conditions: I. GENERAL CONDITIONS Applicant shall comply with all applicable provisions of Ordinance No. 60, including without limitation, the submission of a Record of Survey or parcel map; payment of storm drainage fee and park and recreation fee as established by Ordinance in effect at the time of final approval; submission of engineered improvement plans for any street work; and compliance with applicable Health Department regulations and applicable Flood Control regulations and require- ments of the Fire Department. Reference is hereby made to said Ordinance for further particulars. Site approval in no way excuses compliance with Saratoga's Zoning and Building Ordinances, nor with any other Ordinance of the City. In addition thereto, applicant shall comply with the following Specific Con- ditions which.are hereby required and set forth in accord with Section 23.1 of Ordinance No. 60. II. SPECIFIC CONDITIONS - COMMUNITY DEVELOPMENT DEPARTMENT A. Pay Storm Drainage Fee in effect at the time of obtaining Final Approval. B. Submit "Parcel Map" to City for Checking and Recordation (Pay required Checking & Recordation Fees). (If Parcel is shown on existing map of record, submit three (3) to -scale prints). C. Submit "Irrevocable Offer of Dedication" to provide for a 20 ft. half - street on 25 ft. right -of -way to conform to improvments between Fourth and Fifth Street. Report to Planning Co r( ;sion C 12/1/82 C -199, V -600, SDR -1517, A -812 - E. L. Zambetti Page 6 D. Improve Oak Street to City Standards, including the following: 1. Designed Structural Section 20 Ft. between centerline and flowline. (D.I.A.) 2. P.C. Concrete Curb & Gutter (D.I.A.) 3. Pedestrian Walkway (4 ft. P.C.C.) (D.I.A.) 4. Undergrounding Existing Overhead Utilities (D.I.A.) E. Construct Storm Drainage System as shown on the "Master Drainage Plan" and as directed by the City Engineer, as needed to convey storm runoff to street, storm sewer or watercourse. F. Construct Standard Driveway Approach (D.I.A.) G. Obtain Encroachment Permit from the Department of Community Development for driveway approaches or pipe crossings of City Street. H. Engineering Improvement Plans required for: 1. Street Improvements (D.I.A.) 2. Storm Drain Construction (D.I.A.) 3. Access Road Construction (D.I.A.) I. Pay Plan Check and Inspection Fees as determined from Improvement Plans. J. Enter into "Deferred Improvement Agreement" for the required improvements marked "D.I.A." III.. SPECIFIC CONDITIONS - DIVISION OF INSPECTION SERVICES A. Geotechnical investigation and report by licensed professional: 1. Geology 2. Soils 3. Foundations B. Plans to be reviewed by geotechnical consultant prior to building permit being issued. C. Prior to building permit detailed on -site improvement plans showing: 1. Grading (limits of cuts, fills; slopes, cross - sections, existing and proposed elevations, earthwork quantities). 2. Drainage details (conduit type, slope, outfall, location, etc.) 3. Retaining structures including design by A.I.A. or R.C.E. for walls 3 feet or higher. 4. Erosion control measures. Report to Planning Comn('sion 12/1/82 C -199, V -600, SDR -1517, A -812 - E. L. Zambetti Page 7 D. Bonds required for compliance with condition "III -E'.'. E. Other requirements: Evaluation of all existing structures for com- pliance to current codes by R.C.E., A.I.A. and other licensed pro- fessional and upgrading of those structures. IV. SPECIFIC CONDITIONS - SANITATION DISTRICT NO. 4 A. Sanitary sewers to be provided for existing and proposed structures and fees paid in accordance with requirements of Sanitation District No 4 as outlined in letter dated March 5, 1982. V. SPECIFIC CONDITIONS - SARATOGA FTRF OTSTRTCT A. Proposed structure and dwelling must have a minimum recognized water supply capable of delivering 2,000 gallons per minute for two (2) hours. This is based upon the Insurance Service Office grade for determining a required Fire Flow to maintain a Grade Five (5) rating. Minimum required fire flow for the subject facility shall be 2,000 gallons per minute from any three hydrants flowing with 20 psi residual. B. Provide 15 foot clearance over the road or driveway (vertical) to building site. Remove all limbs, wires or other obstacles. VI. SPECIFIC CONDITIONS - SANTA CLARA COUNTY HEALTH DEPARTMENT A. Sewage disposal to be provided by sanitary sewers installed and connected by the developer to one of the existing trunk sewers of the Sanitation Dist. No. 4. B. Domestic water to be provided by San Jose Water Works. VII. SPECIFIC CONDITIONS - SANTA CLARA VALLEY WATER DISTRICT A. Applicant shall, prior to Final Map Approval, submit plans showing the location and intended use of any existing wells to the SCVWD for review and certification. VIII. SPECIFIC CONDITIONS - PERMIT REVIEW DIVISION A. Design Review Approval required on project prior to issuance of permits. B. Any modifications to the Site Development Plan shall be subject to Planning Commission approval. C. Prior to issuance of building permits, individual strctures shall be reviewed by the Planning Department to evaulate the potential for solar accessibility. The developer shall provide, to the extent feasible, for future passive or natural heating or cooling opportunities on /in the subdivision /building site. X. COMMENTS A. Tree removal prohibited unless in accord with applicable City Ordinances. Report to Planning Comr(.si on �. 12/1/82 C -199, V -600, SDR -1517, A -812 - E. L. Zambetti Page 8 DESIGN REVIEW APPLICATION - A -812 The applicant is proposing to change the zoning of the lower half of the subject parcel. from R -M -3,000 to C -C. If the change of zoning, variance and the SDR are approved, the Commission may wish to consider this Design Review proposal which is for a small office structure to be located on the lower half of the property. This proposal has been evaluated by C -C zoning standards. The proposed project entails the relocation of a 1,710 sq. ft. historical single family dwelling to the lower half of the subject lot and converting the structure to office space. The applicant proposes to rehabilitate the exterior of the 100+ year old structure by painting the structure off -white with teal blue trim. The roof will be finished with cedar shakes. A 6' high landscaped hedge as well as a 5' wide planting strip is required along the rear and side yard property lines adjoining A, R, or P.A. zoning districts. The site plan indicates that this has been provided in the rear yard and a partial four foot planting strip is indicated on the southeastern side yard. It appears that there is sufficient room on site to meet all the landscape requirements. Parking District No. 4 requires one space for every 380 square feet of commercial use. Therefore, the applicant is required to have 5 spaces which he has already been allotted through his participation in the assessment district. RECOMMENDATION: Staff does not have any problems with the design of the structure, as its design and style are compatible with the surrounding residential and com- mercial structures. Therefore, staff recommends approval of the Design Review upon receipt of the change of zoning, the variance and the building site approval. Staff recommends a condition that a new landscape plan be submitted for Community Development Dept. review and approval which indicates that all landscaping re- quirements for the C -C zoning district will be met. Approved: SL /dsc Attachments Kath Ker s Planner Sharon Lester Planner SUNNYMLE- R ABM t,^ 'r 4 r. a .LaCATI - -0- N- -M-A---P-- -S =D -A -5 -"T - -D CITY OF SARATOGA Initial: AGENDA BILL NO. Dept. Hd. (J DATE: June 20, 1983 (July 6, 1983) C. Atty. DEPARTMENT: Community Development- Engineering C. SUBJECT: GUAVA COURT - PEDESTRIAN CROSSING Issue Summary On July 10, 1979 the City Council adopted Resolution No. 906 approving Southern Pacific Transportation Company's Easement Agreement along with the conditions of said agreement. The City was to have sent $2,000.00 to S. P. to cover the cost of preparing the tracks for the pedestrian crossing. The $2,000.00 was never sent, and the work was completed in June, 1981. This matter was recently brought to the City's attention by the Transportation Company's auditor. Recommendation Appropriate $2,000.00 to be paid to Southern _Padific's.Transportation Company for preparing railroad tracks for a pedestrian crossing. Adopt Appropriation Resolution. Fiscal Impacts $2,000.00 to be appropriated from reserves. Exhibits /Attachmnts 1. Copy of Resolution No. 906 2. Pedestrian Easement Agreement 3. Appropriation Resolution Council Action 7/6: Approved resolution 1099.16 on Consent Calendar 4 -0. ESOLUTION N0. 906 RESOLUTION OF T111.; CITY COU,ICIL OP THE CITY OF SARATOGA APPROVING THE SOUTIIrRN PACIFIC TRANS1'ORTATION COMPANY'S EASEMENT AGREEMENT FOR THE USE OF TIII:IR P,IGHT -OF -WAY FOR A BICYCLE AND PEDESTRIAN PATIi BETWEEN GUAVA COURT AND FREDERICKSBURG DRIVE Whereas, the City Council of the City of Saratoga finds that the Southern Pacific Transportation, Company's agreement attached hereto as Exhibit "A ", and therefore approves the conditions of said agreement, and the Mayor of this City is authorized to execute a duplicate original of said agreement on behalf of this City and deliver the same to Southern Pacific Transpor- tation Company. The above and foregoing resolution was passed and adopted by the City Council of the City of Saratoga at a regular meeting held on the 10th day of —July 1y 1979, by the following vote:_ AYES: Councilmen Kalb, Ma'iteoni, Callon, Kraus & Corr NOES: NonQ ABSENT: Now ATTEST: /s/ Robert F. Beyer CITY CLERK THIS IS TO CERTIFY THA -1" "i:.I_ 1'.'iTHIN IN- STRUME=NT I� A "i' -' i i l..ND L. „ %CT COPY OF "ri' -! '' Lt?IC_:ii i :o G FICc. /�T "TE::7T -71 . CITY C! E' _ ;i ;I, E i.''n TO 13 °Y -ILL7" DEPUTY C:iT. Y C!.F7,K Q,t�F�.i'Y AND WHEN RECORDED MAIL TO ress e L ALSO ASSIGNED LES- E A'Jn1T NO . ........................... ...... 7 J i� loe � y -tea ,r_�: I I SPACE ABOVE THIS LINE FOR RECORDER'S USE DEED �o AUDIT N0. ELlrIIS: EN-44.12-X(N) ' THIS INDENTURE, made this IO V—& day of 'JUG 1979 by and between SOUTHERN PACIFIC TRANSPORTATION COMPANY, a Delaware corporation, herein called "Railroad," and CITY OF SARATOGA, a municipal corporation of the State of California, 1377 Fruitdale Avenue, Saratoga, California 95070, herein called "Grantee;" E IUITNESSETH : 1. That Railroad hereby grants to Grantee the right to construct, reconstruct, maintain and use a pedestrian and bicycle path hereinafter termed "path," upon and across the real property described in the Exhibit "A," attached and rude a part hereof. The property described in said Exhibit "A" is shown on the print of Railroad's Drawing B -2506 dated September la, 1978, attached and made a part hereof. 2. The rights herein granted are expressly limited vertically and shall not extend beyond a plane parallel with and twenty (20) feet above the roadti;,ay surface of the path as originally constructed, except that lighting fixtures and similar highway appurtenances may e:ftend above sai plane; provided that any such facilities will be removed or rearranged within thirty (30)days after notification from Railroad that such faci- lities interfere with Railroad's intended use of the space above said plane. 3. This grant is subject and subordinate to the prior right of Railroad, its successors and assigns, to use all the property described in the performance of its duty as a common carrier, and there is re- served unto Railroad, its successors and assigns, the right to construct reconstruct, maintain, use and remove e::isting and future transportation communication, power and pipeline facilities in, upon, over, under, across or along said property. In the event Railroad trac'cage facilitie are removed from said property, Railroad shall not be obligated to male any change in the grade of said.path, nor shall such removal affect Railroad's title to the underlying property. This grant is subject.to all licenses, leases, easements, re- strictions, conditions, covenants, encumbrances, liens and claims of title which may affect said property, and the word "grant" shall not be construed as a covenant against the existence thereof. 4. The rights herein granted shall lapse and become void if the construction or reconstruction of said path is not commenced within two (2) years from the date first herein written. 5. This grant shall not be constrttLed as conveying or other- wise vesting in Grantee the right to install or to authorize the installation of any ditches, pipes, drains, sewer or underground structures, or the facilities of any telegraph, telephone or electric power lines in, upon, over, under, across or along said property, except as necessary for maintenance of said path. G. Grantee shall obtain any necessary governmental authority to construct, reconstruct, maintain and use said path. Any contrac- tor performing work on the property herein described shall execute Railroad's standard form of contractor s agreement prior to com- mencing any work on Railroad's premises. 7. Railroad, at Grantee's expense, shall prepare its tracks through the crossing area and furni=sh and install two (2) non - motorized vehicle and pedestrian railroad crossing signs at said path. Grantee agrees to reimburse Railroad for all cost and ex- pense incurred by Railroad in connection therewith. Grantee, at Grantee's expense, shall furnish and install all paving and thereafter maintain all paving on approaches to the cross- ing area, together with all curbs, bollards and other street facilities. R.>cept as herein otherwise provided, Grantee shall bear the entire expense of constructing, reconstructing and maintaining said path. The crossing of said path over any tracks of Railroad shall be constructed and maintained at the grade of said tracks now or here- after existing. After the construction or reconstruction of said path has been completed, Railroad shall maintain . the surface of that portion of said path betN;,een lines two (2) feet outside the rails of each track located thereon. Should Railroad abandon tracks leading to said path, Railroad may abandon its rails, ties and appurtenant materials and leave same in place. In such event, Railroad shall not be liable for riaintenance of the portion of said path specified above. 8. As part consideration herefor, Grantee agrees to pay Railroad an amount equal to all assessments levied by any lawful body against the property of Railroad to defray any part of the expense incurred in connection with the construction or reconstruction of said path commenced within two (2) years from the date first herein written. -2- /: ­� F IW. 9. Should Grantee at any time abandon the use of said property or any part thereof, or fail to use the same for said purpose for a continuous period of one (1) year, the rights granted shall cease to the extent of the use so abandoned or discontinued, and Railroad shall at once have the right, in addition to but not in qualification of the rights hereinabove reserved, to resume exclusive possession of said property or the part thereof the use of which is so discon- tinued or abandoned. Upon termination of the rights hereby granted, Grantee agrees to remove said path, including the paving, from said property of Railroad, to restore said property as nearly as practi- cable to the same state and condition in which it existed prior to construction of said path, and to bear the expense thereof. Should Grantee in such event fail, neglect or refuse to so remove said path and restore said property, such removal and restoration may be per- formed by Railroad at the expense of Grantee, which expense Grantee agrees to pay to Railroad upon demand. 10. This indenture shall inure to the benefit of and be bind- ing upon the successors and assigns of the parties hereto. IN.IVITNESS VaIEREOF, the parties hereto have caused these presents to be executed in duplicate as of the day and year first hereinfwritten. .\ \\111UIliIIiL SOUTHERN PACIFIC TRANSPORTATION;,''. ,+ `1 � ),) ;1" - COMPANY, l` Mmstant than ger (Title) � Contract De t. Attest: Assistant Secretary CI M -3- EXHIBIT "A" A strip of land 20 feet in width, situate in the County of Santa Clara, State of California, lying equally 10 feet on each side of the following described center line: Commencing at that certain monument (R.E. 871 8) located at the intersection of the monument line of Guava Court with the monument line of Lido Way, said monument being distant approximately 24.5 feet northeasterly, measured at right angles, from the northeasterly line of the strip of land (80 feet wide) now of the Southern Pacific Transportation Company as said land is described in deed dated.-March 27, 1907, from Saratoga Packing Company to Peninsular Railroad Company recorded April 8, 1907., in Book 316 of-, Deeds, page 347, Records of said County; thence northwesterly along said monument line of Guava Court, 76.21 feet; thence. southwesterly at right angles from last described course, 24.5 feet, more or less, to a point in said northeasterly line of said Transportation Company's land . and the True Point of Beginning of the center line to be des- cribed; thence southwesterly at right angles from said north- easterly line, crossing the center line. of said Transportation Company's main track (Vasona Branch) at or near Engineer Station 194 +40, a distance of 80 feet to the southwesterly line of said Transportation Company's land. The side lines of the above described 20 foot wide strip of land terminate in said northeasterly and southwesterly - Page 1 of 2 - ' - Page 2 of 2 - southern Pacific Transportation Company 1707 Wood Street • Oakland, California 94607 • (415) 832 -2121 K. B. DERR AREA ENGINEER WESTERN AREA February 7, 1980 Mr. Robert Shook Director of Public Works City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mr. Shook: Attached for City-'records agreement covering insta.11atio bicycle path across S.P.T. Co. Saratoga. IN REPLY PLEASE REFER TO 189145 is fully executed easement n and use of a pedestrian and trackage near Guava Court in Please furnish check in the-amount of 12, 000.00 to cover railroad's estimated expenses in connection with construction of said crossing. This is.only an estimate, cost will be adjusted upon completion of work. Should you have any questions regarding this matter, please contact Mr. Stan Johnston on Ext. 44517. Attac'iment r Your truly, K. B. Derr. °VAL— Area Engineer w CITY OF SARATOGA / Initial: AGENDA BILL NO. / Dept. Hd. DATE: June 29, 1983 (July 6, 1983) C. Atty. DEPARTMENT: Community Development C. Mgr. SUBJECT: CITY EIR CONSULTANT LIST Issue Summary 1. Resolution No. 653 -5 requires the City to have a list of EIR consultants which is certified annually by the City Council. 2. The list has not been reviewed since 1978. 3. Purpose of list is to provide a choice of consultants for private development projects requiring E.I.R.'s. Recommendation 1. Certify the list of consultants proposed in the Staff Report dated 6/28/83 Fiscal Impacts None anticipated Exhibits /Attachments 1. Exhibit A - Staff Report dated 6/28%83 Council Action 7/6: Approved on Consent Calendar 4 -0. �1FOg� REPORT TO MAYOR AND CITY COUNCIL DATE: 6/28/83 COUNCIL MEETING: 7/6/83 SUBJECT' CITY EIR CONSULTANT LIST Resolution No. 653 -5 which sets forth Environmental Impact Report (EIR) criteria requires the City to have a,list of EIR consultants which is forwarded annually to the City Council for certification. This list is used by the City to select consultants to prepare EIR's for develop- ment projects that could have significant environmental effects. Al- though this consultant list should be reviewed annually, it has not been certified by the council since 1978. Staff sent out an 11 question questionnaire to the firms that were on the City's 1978 EIR consultant list and to firms that have performed satisfactorily for other cities in the area. A total of 25 firms were contacted and 9 of these firms responded to the questionnaire. Those firms that did not respond to the questionnaire were automatically deleted from consideration even if they were previously on the City's list. Of the 9 firms that responded, staff deleted two since they were primarily involved with engineering work and did not have the broad experience the City desired. The remaining seven firms responded satisfactorily to the questionnaire and have been used by Saratoga or other area cities. These firms have broad and varied experience and their primary focus has been environmental consulting. Also, six of these firms have affirmative action programs and are in compliance with State and Federal laws. •The seventh firm is exempted from these requirements because of its size. Staff recommends that the City Council certify the following list of Environmental - Impact Report consultants for the next 12 months: 1. BENDIX Environmental Research, Inc. Fox Plaza, Suite 902 1390 Market .Street San Francisco, CA. 94102 President, Dr. Selina Bendix Report to Mayor & City Council City EIR Consultants List 2. Earth Metrics, Inc. 859 Cowan Road Burlingame, CA. 94010 President, Dr. C. Michael Hogan 3. Environmental Science Associates, Inc. 1390 Market Street, Suite 215 San Francisco, CA. 94102 President, Paul E. Zigman 4. Larry Seeman Associates 2606 Eighth Street Berkeley, CA. 94710 President, Ernest L. Seeman. 5. Jefferson Associates, Inc. 683 Mc Allister Street San Francisco, CA. 94102 President, James D. Jefferson 6. Sedway /Cooke 350 Pacific Avenue, Third Floor San Francisco, CA. 94111 Principals, Paul H. Sedway & Thomas Cooke 7. The Environmental Center 1961 The Alameda San Jose, CA. 95126 President, Richard S. Frisbie MF /bjc C.C. Agenda 7/6/83 6/28/83 Page 2 ... 41( . �0oz-7- -- Michael Flores Assistant Planner CITY OF SARATOGA AGENDA BILL NO. ''t 12- DATE: June 29, 1983 (July 6, 1.983) DEPARTMENT: Community Development Initial: Dept. Hd. C. Atty. C. Mgr. SUBJECT: APPOINTMENT OF NEW HERITAGE PRESERVATION COMMISSION Issue Summary 1. City Council amended the Hertiage Preservation Ordinance to create 3 new Heritage Preservation Commission Members 2. Existing members of the Commission request that the Council con- sider appointing new members with certain qualifications so that the City could qualify for some funding for projects. Recommendation 1. Set a date for a study session to review Commission qualifications and establish an appointment process for the new commissioners. Fiscal Impacts If the City does indeed qualify for federal 'funding distributed by the State, monies may be available for specific Heritage Preservation Commission projects. Exhibits /Attachments 1. Exhibit A - Staff Report dated 6/29/83 2. Exhibit B - Qualifications List and Summary of Federal Regulations Council Action 7/6: Consensus for current commission to prepare grant application; applicants for vacancies to be intereviewed 7/12 or 7/26 as calendar and their convenience allow. (Scheduled. for 7/12) of SAR�9 REPORT TO MAYOR AND CITY COUNCIL DATE: 6/29/83 COUNCIL MEETING: 7/6/83 SUBJECT: APPOINTMENT OF NEW HERITAGE PRESERVATION COMMISSIONERS ---------------------------------------------------------------------- - - - - -- The City Council recently amended the Heritage Preservation Ordinance which amendment in effect created three new positions to be- filled on the Commission. The application deadline for these positions was June 30, 1983. The next step for the City Council is to discuss the appointment process for these vacant positions at a study session. The existing members of the Heritage Preservation Commission requested that staff present a list of desirable qualifications for these new* commissioners. If the Commission has members with these qualifications, the City could then qualify for federal funds distributed by the State for Heritage Preservation projects. The type of projects that would be funded would be primarily educational and research oriented rather than rehabilitation projects. Staff has attached the qualifications list and other pertinent infor- mation for City Council review. RECOMMENDATION: The City Council should review the attached material and set a study session date to establish an appointment process for the new Heritage Preservation Commissioners. MF /bjc C.C. Agenda 7/6/83 Michael to es Assistant Planner 1 J REPORT TO MAYOR AND CITY COUNCIL DATE: 6/29/83 COUNCIL MEETING: 7/6/83 SUBJECT: APPOINTMENT OF NEW HERITAGE PRESERVATION COMMISSIONERS ---------------------------------------------------------------------- - - - - -- The City Council recently amended the Heritage Preservation Ordinance which amendment in effect created three new positions to beifilled on the Commission. The application deadline for these positions was L?une 30, 1983. The next step for the City Council is to discuss the appointment process for these vacant positions at a study session. The existing members of the Heritage Preservation Commission requested that staff present a list of desirable qualifications for these new commissioners. If the Commission has members with these qualifications, the City could then qualify for federal funds distributed by the State for Heritage Preservation projects. The type of projects that would. be funded would be primarily educational and research oriented rather tisan rehabilitation projects. Sta:`f has attached the qualifications list and other pertinent infor- mation for City Council review. it ±'CONIMENDAT ION: 1'he City Council should review the attached material and set a study .::scion date to establish an appointment process for the new Heritage Preservation Commissioners. IvF /bjc C.C. Agenda 7/6/83 Mid ael Flores Assistant Planner •1 V V + CERTIFIED LOCAL PRESERVATION PROGRAMS A SUMMARY OF THE PROPOSED FEDERAL REGULATIONS Since enactment of the National Historic Preservation Act of 1966, the historic preservation expertise and activities of local governments have significantly increased. The Act, however, provided no opportunity for local governments to be involved formally in the National Historic Preservation program administered by the Department of the Interior's National Park Service (NPS). Lack of formal participation by local governments often meant that historic preservation issues were not considered until development planning was well under way. This often resulted in preservation /development conflicts causing project delays and increasing costs. In addition, opportunities frequently were lost for preservation- oriented development that could satisfy both preservation and development goals. In recognition of the need to involve local governments in historic preservation, the 1980 amendments to the Act provided a specific role for local governments in the national program. Only governments certified by NPS will participate. Please note that local government certification under these rules is strictly voluntary. Additional expenses that may be incurred by local governments will be a result of their decision to seek certification. The Secretary of the Interior requires that states indicate specific requirements for certification, specific responsibilities that will be delegated to certified local governments, and the schedule for the certification process. States are to outline performance standards and a procedure by which they will evaluate the performance of CLGs (Certified Local Governments) in program operation and administration. Procedures also shall be defined for removal of CLG status for cause. States must require local governments to satisfy the following minimum requirements: 1. 2. Enforce appropriate state or cal protection of historic properties. gislation for the designation and ach state shall define what constitutes �propriate legislation.. Because California allows the adoption of local historic preservation ordinances, OHP will require CLGs to adopt an ordinance and will indicate specific provisions that must be included in the ordinance. The OHP will also require that CLGs adopt the State Historic Building Code. aiiu kqUdIlTieu nisrorl oreservation review by state or local legislation. Commission tea from among professionals in the disciplines of architectural history, planning, archeology, or the extent that such professionals are available ddition, Commission membership must also include demonstrated special interest, experience or rchitecture, or related disciplines. architecture, history, related disciplines, to in the community-. In a other persons who have knowledge in history, a States shall specify the minimum number and type of professional members required on the Commission and indicate how additional expertise can be r. obtained. When a discipline is not represented in the committee ' membership, Commissions will be required to seek expertise in this area when considering National Register nominations and other actions that will impact properties which are normally evaluated by a professional in such discipline. Additional requirements for an adequate and qualified Commission may be established by the state. 3. Maintain a system for the survey and inventory of historic prooerties. The OHP has _already formulated guidelines for local survey and inventory systems which insure that such systems and the data they produce can be readily integrated into the statewide comprehensive historic preservation planning and other appropriate planning processes. Local government survey and inventory efforts must be coordinated with and complementary to those of the OHP, and local survey data must be in a format that is consistent with the planning processes noted above. 4. Provide for adequate public participation in the local historic preservation program, including the orccess of recommending properties to the National Register. States shall require adequate public participation in relation to all responsibilities that are delegated to CLGs. 5. Satisfactorily perform the responsibilities delegated to it under the Act. States shall monitor and evaluate the performance of CLGs. The OHP will outline procedures and standards.by which the performance of CLGs will be evaluated. Once certified, a local government may have the following authority, benefits and responsibilities: 1. Inclusion in the orocess of nominating prooerties to the National Register of Historic Places. The state may delegate to a CLG any of the responsibilities of the SHPO and the State Review Board in processing National Register nominations except for the authority to nominate properties directly to the National Register. States shall insure professional CLG performance of these responsibilities. 2. Eliqibility to apply for a portion of the state's annual HPF Grant. At least 10 percent of the state's annual HPF apportionment shall be set aside for transfer to CLGs. All CLGs in the state shall be eligible to receive funds from the designated CLG share of the state's annual HPF grant; no government, however, is automatically entitled to receive funds. Local governments that receive these monies shall be considered subgrantees of the state; as such, they must meet all HPF grants -in -aid requirements and state contract stipulations including audit and matching share requirements. States may require specific uses of funds as long as such requirements are consistent with the state comprehensive historic preservation planning process and are eligible for HPF assistance. Attached are the Professinal Qualification Standards for local review board members as referred to on page 1, paragraph . A -0926 H ti IP PCFSSICNAL QUALIFICATION STANDACS In the following definitions, a year of full -time professional experience need not consist of a continuous year.-of-full time work but may be made up of discon- tinuous periods of full -time or part -time work adding up to the equivalent of a year of full -time experience. (a) History. The minimum professional qualifications in history are a graduate degree in history or closely related field; or a bachelor's degree in history or closely related field plus one of the following: (1) At least two years of full -time experience in research, writing, teaching, interpretation or other demonstrable professional activity with an academic institution, historical organization or agency, museum, or other professional institution; or (2) substantial contribution through research and publication to the body of scholarly knowledge in the field of history. (b) Archeology. The minimum professional qualifications in archeology are a graduate degree in archeology, anthropology, or closely related field plus: (1) at-least one year of full -time professional experience or equivalent specialized training in archeological research, administration or management; (2) at least four months of supervised field and analytic experience in general North American archeology; and (3) demonstrated abilility to carry research to completion. In addition, to these minimum qualifications, a professional in prehistoric archeology shall have at least one year of full -time professional experience at a supervisory level in the study of archeological resources of the prehistoric period. A professional in historic archeology shall have at least one year of full -time professional experience at a supervisory level in the study of archological resources of the historic period. (c) Architectural history. The minimim professional qualifications in architec- tural history are a graduate degree in architectural history, art history, historic preservation, or closely related field, with coursework in American architectural history; or a bachelor's degree in architectural history, art history, historic preservation, or closely related field plus one of the following: (1) At least two years of full -time experience in research, writing, or teaching in American architectural history or restoration architecture with an academic institution, historical organization or agency, museum, or other professional institution; or (2) substantial contribution through research and publication to the body of scholarly knowledge in the field of American architectural history. (d) Architecture. The minimum professional qualifications in architecture are a professional degree in architecture plus at least t-wo years of full -.time Professional experience in architecturre; or a State license to practice archi- tecture. (e) Historic Architecture. The minimum professional qualifications in historic architecture are a professional degree in architecture or State license -to practice architecture, plus one of the following: (1) At least one year of graduate study in architectural preservation, American architectural history, preservation planning, or closely related field; or (2) At least one year of full -time professional experience on historic preservation projects. Such graduate study or experience shall include detailed investigations of historic structures, preparation of historic structures research reports, and preparation of plans and specifications for preservation projects. CITY OF SARATOGA i AGENDA BILL NO. 413 DATE: July 6, 1983 DEPARTMENT: City Manager Initial: Dept. Hd. C. Atty. C. Mgr. SST: Proposed Changes in Staffing and Classification Affecting Planning Department positions --------------------------------------------------------------------------------- - - - - -- Issue Summary Two of the three positions in the Planninq and Policy Analysis Department have become vacant in recent months. Responsibilities and functions of the Department have been reviewed because of these vacancies, to verify the continu- ing need for staffing. This review has determined that as a result of recent and planned acquisition of data and word processing equipment, the success of the Saratoga Volunteer program and other improvements, the administrative position is not needed to meet the City's current responsibilities, and can be deleted. The attached report outlines a plan for reassignment of the major responsibilities of the Planning Department, the deletion of the department head position, and other changes in position status. The net result of these changes provides an annual saving of $38,000 in administrative expense to the City. Recommendation Adopt resolutions: (1) adjusting the roster of authorized positions for the fiscal year 1983 -1984, and (2) making various adjustments to appropriations for 1983 -1984 approved budget, reducing expenses by the net amount of $38,000. Fiscal Impacts Adoption of these resolutions will result in savings of ap- proximately $38,000 per year, net. Exhibits /Attachments 1. Resolution modifying roster of authorized positions for fiscal year 1983 -1984; 2. Resolution authorizing adjustments to appropriations for fiscal year 1983 -1984; 3. Report from City Manager, 6/24/83. Council Action 7/6: Clevenger /Callon moved to adopt Resolution 2073.1. Passed 3 -1 (Mallory opposed) V RK a ; • � 2Si�8j`'1 #Fh�g��� 3N FFS&FG# , Z1096 WN OTTE Qq §&i"Z FS4 � Yl #�, e'I.mi REPORT TO MAYOR AND CITY COUNCIL DATE: 6 -24 -83 COUNCIL MEETING: 6 -27 -83 SUBJECT: Proposed changes in Staffing and Classification Affecting Planning Department positions Issue Summary At present, 2 of the 3 positions in the Planning and Policy Analysis Department are vacant. These positions, The Dir- ector of Planning and Policy Analysis and the Secretary I, have been "frozen ",though appropriations are provided in the adopted 1983 -1984 budget. This report makes recommend- ations for the disposition of these positions and other staffing changes that result therefrom. Recommendation It is recommended that the City Council: 1. Delete the Director of Planning and Policy Analysis position; 2. Reclassify the Secretary I (Range 69) to a Typist Clerk III position (Range 60); 3. Reclassify the Administrative Secretary po- sition (Range 85) City Manager's Office to Administrative Assistant position (Range 90) Analvsis of Issues The sudden loss of Rob Robinson, as the Director of Planning and Policy Analysis, in March of this year created the need for reconsideration of the responsibilities of the position (and. the Department), and immediate re- assignment of some of these responsibilities. The principal functions for which the Director of Planning and Policy Analysis was re- sponsible.'included: - Management and Administration of the City's General Plan; - Planning and Policy Analysis for the City's Park System, including serving as Secretary to the Park and Recreation Commission; Report to Mayor & City Council, June 27, 1983 Page 2 - Management of the Capitol Improvement Program; - Management of the Emergency Preparedness function; - Preparation of Analyses and Coordination on special projects, as assigned by the City Manager (e.g. Sister City Program, Highway 85 corridor alternative Study, City building space allocation and design). Following a period of review of these functions and alter- natives by myself and remaining Department Heads, in April, these reassignments of responsibilities were made, on a temporary basis: General Plan Administration - To Community Development Department, along with the Planner II position from the department that had been handling this function on a full -time basis. Park Planning and Policy Analysis - To the Maintenance Dept.com- bining with Park maintenance activities, along with the one -third secretary staffing for this function. Capital Improvement Program - Parts of the responsibility apportioned to both the Com- munity Development and Finance Departments. Emergency Management - Reverted to City Manager. These temporary reassignments left only the general Policy Analysis and coordination of special projects not adequately covered. The City has been operating under these assign- ments since May. Based on this experience, we believe these re- assignmentsare an efficient and functional arrangement. As part of this recommendation, I would make these assign- ments on a permanent basis. There still are some transitional problems on occassion, but these are being worked out. It should also be noted that these changes have occurred in the wake of broader re- organization of the city departments in 1981 -82 that was necessitated by the fiscal constraints experienced at that time, and which resulted in substantial staffing re- ductions. Some of the effects of these broader changes are still being worked out. Report to Mayor & City Council, June 27, 1983 Page 3 In mid -May, shortly after these re- assignments, I advised the City Council of the action taken and as part of the proposed budget presentations, recommended that the Dir- ector of Planning position be reduced from a department head to a staff level position entitled "Policy_ Analyst ". The function of this position was to fulfill the general policy analysis needs and coordinate special projects. The savings resulting from this change were estimated at $29,000 on an annual basis. Since that time, additional factors have come to bear on this matter with the result that the further recommenda- tions contained herein can be made producing greater potential savings. Among these additional factors are: - The growing popularity and success of the Saratoga g Volunteer program, which is providin_an increasing amount of staff resources available to the City on a continuing basis. - The acquisition of new data processing capability with the HP125 "Smart Terminal" just purchased, which ex- pands our "mechanical advantage ", so to speak, for analysis activities. - Approval in the 1983 -1984 budget for acquiring word processing equipment for the City departments that will further expand this "mechanical advantage ", and increase the capability of current staffing.. With these developments, and the experience gained over the past two months, I believe we can fully meet the City's ob- ligations and effectively manage the delivery of our services without filling the administrative position left vacant by the loss of Rob Robinson. But, in order to accomplish this, we will need to take full advantage of the system capability of the data and word - processing equipment. In order to ob- tain this advantage these measures are proposed: - Down - classify the Secretary I position in the Planning and Policy Analysis Department to Typist -Clerk III. Fill the position with an experienced word - processing operator who can immediately handle the equipment and train others. Assign this position to the Administra- tion Division. - Reclassify the Administrative Secretary position in the City Manager's Office (Range 85) to Administrative Assistant (Range 90) to assist the City Manager with coordination of special projects, undertake basic re- search and data gathering needed for policy analysis and.handle routine adminstrative functions. The word - processing capability will relieve the position of current typing responsibilities for the management personnel to whom the position now reports. Report to Mayor & City Council, June 27, 1983 Page 4 - Delete the Planning and Policy Analysis Director position altogether. - Make permanent the current temporary re- assignments of functions as described above. - Re- allocate a portion of the cost of the HCD Coordin- ator from the HCD Administration Program to other programs so the position can be utilized more broadly and flexibly. This change would reduce the administra- tive overhead cost to the HCD programs and be absorbed in the General Fund portion of the budget. No increase in overall costs. As much as 500 of the time could be re- assigned if volunteers are found to work with and relieve the HCD coordination of some of the current responsibilities in that area. The overall effects of these changes, coupled with the me- chanical advantage of the equipment being acquired, will be to produce a leaner city staff, at significantly lower cost, yet with an enhanced capability due to greater flex- ibility and equipment capacity. Net overall savings to the City will amount to $ 38,000. J. yne erne z C't Man er JWD:ac CITY OF SARATOGA f Initial: AGENDA BILL NO. 4-74 Dept. Hd. DATE: 7-6-83 C. Att(� DEPT: City Manager C. Mgr. SUBJECT: Emergency Plans Issue Summary The City of Saratoga is responsible, under State Law, for the preparation of plans for handling possible emergency conditions within the City and for assisting State, Federal, and other local authorities during wide - spread emergencies. Current plans are obsolete and preparation less than adequate in several important respects. The need for coordination and communication among Emergency Service agencies in Saratoga is particularly high due to the number of independent agencies providing such services. The attached report outlines a program for improving the City's planning and preparation efforts utilizing volunteers from the community.to supplement and support the efforts of regular staff. Recommendation Adopt the resolutions (1) establishing the Volunteer Emergency Preparedness Coordinator and authorizing the City Manager to appoint; and (2) establishing the Emergency Planning Council. Fiscal Impacts The costs to the City for improving its Emergency Planning and preparation efforts by this approach will be minimal. No additional paid staff is required. There may be some occasional incidental expenses which can be absorbed in current budget levels. The benefits of improved emergency planning and preparation, in the event of an actual emergency, should be substantial, but cannot be estimated. Exhibits /Attachments 1. Resolution Establishing the Volunteer Emergency Preparedness Coordinator; 2. Resolution Establishing the Emergency Planning Council; 3. Report of City Manager; 4. Draft job description for Volunteer Coordinator. Council Action 7/6: Mallory /Callon moved to adopt Resolution 2074. Passed 4 -0. Consensus to discuss Emergency Planning Council resolution at first convenient study session after FEMA conference. 8/3: Fanelli /Mallory moved to amend resolution. Passed 5 -0. Clevenger /Mallory moved to adopt Resolution 2079 on PLanning Council. Passed 4 -1 (Callon opposed). 0111 ��� O REPORT TO MAYOR AND CITY COUNCIL DATE: July 27, 1983 COUNCIL MEETING: Aug. 3, 1983 SUBJECT* Emergency Planning Council BACKGROUND At the July 6, 1983, meeting, the City Council established the volunteer position of Emergency Preparedness Coordinator and authorized the City Manager to.appoint volunteers to this post. The City Council also referred a recommendation to establish an Emergency Planning Council to study session for further review. Pursuant to the City Council's direc- tion at the July 26 study session, the resolution to establish an Emergency Planning Council is.returned on the August 3 Agenda for Council action. The attached Agenda Bill. No. 474 and exhibits outline the program now being pursued to maintain and enhance Saratoga.'s Emergency and Disaster Preparedness program. RECOMMENDATION Adopt the Resolution Establishing the Emergency Planning Council. PURPOSE AND OBJECTIVES While the purpose of this program is to maintain the City government's ability to function and respond in the event of a disaster or emergency as required by State law, other specific objectives of this program are as follows: 1. To obtain the greatest amount of citizen and volunteer participation in planning and preparedness activities; 2. To reduce the amount of paid staff time and expenditure required to maintain the program. 3. To improve.the degree of coordination and joint planning among the various separate and independent emergency response organizations now serving Saratoga. Emergency Planning Council July 27, 1983 Page two Establishment of the Volunteer Emergency Planning Coordinators positions is the principal means to achieve the first two of these three objec- tives. The establishment of the Emergency Planning Council is important to achieve the third objective of improving overall coordination plan - ning for emergencies among the various emergency response organizations. NEED FOR AN EMERGENCY PLANNING COUNCIL Saratoga differs from most other communities in that the jurisdiction and responsibilities for emergency response services are divided among many independent agencies. In the event of a declared emergency or disaster, only the City government is legally responsible for directing these organizations within the City limits. Advance preparation and coordination planning for these circumstances is essential. Other units of government may not be able to provide assistance to the community immediately. The Emergency Planning Council is intended to meet the need for coordination and planning. The Saratoga Emergency Planning Council would not duplicate functions being performed by other entities. At present, there exists an emergency planning organization serving Saratoga only at the County level. This organization also has other duties and functions and is not empowered to direct emergency responses within the City limits. Federal and State laws and policies are such that each city and county is responsible for its own jurisdiction during a declared emergency. The County's respon- sibility during an emergency primarily is for the unincorporated area. STAFFING AND.RESOURCE COMMITMENTS The City Council has emphasized concern about keeping staff and resource commitments for this effort at low levels. The program is designed to function effectively with this objective, but the Emergency Planning Council is an.important part of the program. Some effort by the City Manager is required to direct and oversee the Volunteer Coordinators. Not more than one hour per week average is needed for this purpose. The coordinators will carry out the program requirements on a day to day basis. The Emergency Planning Council is intended to meet once every three (3) months on a continuing basis following the initial organizational phase. City managers will attend these meetings for coordinating and planning purposes. Emergency Planning Council July 27, 1983 Page three A more complete description of the development of a broader volunteer organization to assist the Coordinators and an outline of Program work objectives and tasks now is being prepared by the Volunteer Coordinators. These will be reviewed with the City Council when available. JIF. 4 . - • ck REPORT TO MAYOR AND CITY COUNCIL DATE: 6 -29 -83 COUNCIL MEETING: 7 -6 -83 SUBJECT * Emergency plans ISSUE SUMMARY:_ Chapter 5 of the Saratoga Municipal Code defines the authority and responsibilities of the City government to act as neces- sary in the event of an emergency or natural disaster. The City Council serves as the Disaster Council, one of the duties of which is to develop and adopt emergency plans, ordinances, and regulations to meet emergency conditions. The City Manager is designated as Director of Emergency Ser- vices, among whose duties are also the development of emergency plans for the consideration of the Disaster Council, and manage the emergency programs of the City, one of which is the emer- gency preparedness. The City's most recent emergency plan was approved in 1977. Under State law, it is to be updated and revised at least every four years. The current plan is significantly out of date, and with current organization of the City, is virtually non - effective. In 1982, the Policy and Planning Director was assigned responsi- bility for updating and revising the Plan, and improving the City's state of readiness to meet emergency conditions such as earth- quake or wildfire. The unexpected loss of the Policy and Planning Director in 1983 brought this effort to a halt. To complete the revision of the Emergency Preparedness Plan a new approach is suggested utilizing volunteers from the community to work along with and assist regular staff and city officials. This approach is common in other areas of the nation, and is becoming increasingly common in California and other western states. Cut - rent attitudes toward emergency preparedness hold that it is a much more effective way of planning and preparing for emergencies, as well as more cost - effective, than relying solely upon regular staff and employees. N Report to Mayor and City Council, July 6, 1983 Page 2 This Report recommends that the City Council adopt policies to implement a program of planning and preparedness utilizing vol- unteers, and describes how the program would be carried out. RECOMMENDATION Adopt resolutions authorizing. the City Manager to appoint vol- unteer Emergency Preparedness Coordinators, and establishing an Emergency Planning Council. ANALYSIS Under the Municipal Code. the City Manager, as Director of Emer- gency Services,'is responsible for the development of emergency plans and the management of emergency programs, including em- ergency preparedness, for the City. The City Council is responsible for the adoption of and maintenance of.the.emergency plan. Recent cutbacks in staffing and financing have brought about changes to the City organization which makes the current plan obsolete, and which has reduced the ability of regular staff to plan adequately and prepare for emergencies such as natural disasters or other emergency conditions. State laws designate the City government as the only jurisdiction within the community capable of declaring a local emergency, and responding to it as needed. In addition, the City government will be called upon through its disaster organization to assist County, State or Federal agencies in the event of a more wide- spread emergency. The community of Saratoga is exposed to sig- nificant risks such as earthquake, fire, chemical and hazardous material exposures, water and air pollution and other hazards. It is vital that the City maintain its preparedness and keep its Emergency Plan up to date. Current thinking in Emergency Preparedness method also is shifting toward greater reliance upon volunteers from within communities rather than sole dependence upon paid regular staff and employees. Saratoga recently has initiated an active vol- unteer bureau and has been successful in integrating community volunteers with regular staff. In order to meet its responsibilities, therefore, it is both practical and desirable that the City government institute a volunteer program to update and improve its emergency planning and preparedness. Such a program can be initiated at little or no cost to the City government, and through volunteers, can be carried out without modifying current priorities and objectives set by the City. t Report to Mayor and City Council, July 6, 1983 Page 3 Organization and Functions The organization of this program would be based upon the appointment by the City Manager of a Volunteer Emergency Preparedness Coordinator, and establishment by the City Council of an Emergency Planning Council. The volunteer Emergency Preparedness Coordinator, under the direction of the City Manager, would be responsible for: - Managing the preparation and administration of the City's Emergency Plan; - Coordinating preparedness activities with rep- resentatives of other agencies; - Supervising and directing the recruitment, training and utilization of volunteers in the emergency organization; - Gathering and analyzing information and data for recommendations concerning emer- gency preparations; - Chairing the Emergency Planning Council; and - Assisting the Director of Emergency Services during actual emergencies. The Emergency Planning Council would serve as an advisory body to the City Council for the purpose of developing and maintaining the City's Emergency Plan. This Council would consist of representatives designated by the emergency service agencies which serve the community such as the Sheriff's Department, Saratoga and Central Fire District!, Red Cross and medical services, utilities companies and school districts. The City Manager and department heads would be de -facto members of the Council. Representatives from community groups and the media also would be invited to particiapte on the Council. The functions of the Emergency Planning Council would be to - Provide advice and assistance to the City Council on the development of the Emergency Plan; - Analyze potential hazards and determine risks to the community; - exchange information among the member agencies and coordinate emergency planning and preparation activities; and - Assist in the dissemination of information to the public. Report to Mayor and City Council, July 6, 1983 Page 4 The Council would meet at least every three months, in order to exchange information and update records for emergency pre- paredness. Meetings would be held more frequently, as needed in performing other functions. A preliminary inquiry with the emergency services organizations serving Saratoga has indicated that such a Council is needed for the functions outlined above, and that all agencies would cooperate by designating representatives to the Council. Saratoga's needs for coordination of planning and preparation efforts through this means are greater than in most commun- ities because of the number of separate, independent agencies responsible for serving the community. Response from the Public And Assistance from Other Agencies State and Federal emergency management agencies have been undertaking efforts to increase the awareness of the general public of the need for planning and preparation at the local level for emergency events. Recent years have seen a large increase in property damage and loss of life due to greater exposure of developing areas of the:na, @n to natural disasters and environmental hazards. Both Federal and State policies are aimed at assisting local governments by increasing the capacity of local authorities to respond in the event of em- ergency, but not of assuming that responsibility. Consequently, we are faced with greater public awareness of the needs and the focus of responsibility for meeting those needs. Public response is positive and there seems to be willingness to participate actively through volunteer efforts. Federal and State agencies continue to provide training opportunities and information to local authorities at little or no cost. Two individuals, Mr. Len Davis and Mr. Jim Appleyard have been working as volunteers on tasks designated by the Planning and Policy Analysis Director previously. These volunteers have indicated their willingness to accept appointment as co- ordinators under this program with responsibilities as outlined above. Tentatively, arrangements are made with the Federal Emergency Management Agency to provide training for both as the Emergency Management Institute Iin Maryland in late July. The major portion of the cost of this.training is paid by FEMA, Cost to the City amounts to-s68 for.ea.ch to atter_�?. - If the City Council approves the recommendation, final arrange- ment will be made and the program can be initiated almost im- mediately. ,4 t City of Saratoga EMERGENCY PREPAREDNESS COORDINATOR (VOLUNTEER) Def inition This is a "volunteer" (i.e., City. Under direction of the assists the City Manager in t the management of programs fc gencies within the community, the Saratoga Municipal Code. Typical Tasks June, 1983 non -paid) position of the City Manager, this position he development of plans, and r handling potential emer- pursuant to Chapter 5 of Under direction, this position manages the preparation of and administers the City's Emergency Plan; coordinates preparedness activities with other agencies and organizations; gathers and analyzes data and information concerning poten- tial hazards and mitigation and response measures; prepares recommendations for emergency planning and preparedness; chairs the meetings of the Emergency Planning Council of the City; supervises the work of other volunteers in the emer- gency volunteer program; assists the Director of Emergency Services during emergencies. Minimum Qualifications - Valid California motor - Residency in Saratoga - Loyalty Oath pursuant Desirable Characteristics vehicle operator's license to California Government Code Ability to communicate effectively and work cooperatively with diverse agencies and personnel; knowledge of methods and ability to plan, organize and carry out programs and projects involving complex objectives; knowledge of methods for analysis and report preparation; ability to supervise and direct the work of others.