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09-16-1981 CITY COUNCIL AGENDA
90 CITY OF SARATOGA AGENDA BILL NO: /10 Initial: Dept. Head: DATE: September 16, 1981 City Atty : DEPARTMENT: Maintenance Services Dept. City Manager: -------------------------------------------------------------------------------------- - - - - -- SUBJECT: Claim of Pacific.Telephone and Telegraph Issue Summar Pacific Telephone and Telegraph has filed a claim against the City of Saratoga for damage to the telephone cable which occurred during the trenching for preparation of the foundation of the Community Center Addition. The telephone cable was "hooked and cut" by the backhoe operated by the subcontractor of Christensen Construction Company. PT &T was called and provided necessary staff to splice the cable and restore the service to the Community Center, Recycle Center and Service Yard. Cost of the repair should not exceed the cost of two to three hours of labor and that is far from the estimated claim of $3,000 being submitted by PTT. Recommendation Reject the claim of Pacific Telephone and Telegraph, do not refer to the insurance company.because this is a construction issue and should be dealt with accordingly. Fiscal Impact Cost of repair of the cable and potential cost for relocating and reattaching the cable should be dealt with as a construction issue but estimates for all of this work are less than a $3,000 claim and that is why it is being recommended that the claim be rejected. Exhibits /Attachments Explanation of problem. Council Action 9/16: Mallory/Watson moved to adopt and approve Consent Calendar. Passed 5 -0. 1:5 REPORT TO MAYOR AND CITY COUNCIL DATE: Sept. 3, 1981 COUNCIL MEETING: Sept. 16, 1981 SUBJECT: Background Regarding Damaged Telephone Cable The telephone cable which connects the Community Center and Service Yard to the main lines at City Hall enters the Community Center building at the northeast corner and all telephone control panels are in the utility storage room on the northeast corner of the Community Center building. Since this area of the building was to be definitely under construction due to the addition of the Community Center attempts were made to locate all utility lines coming into the building in this area. We were able to locate electrical line, water lines and gas lines but all attempts to locate the telephone cable were unsuccessful. When the cable was located during construction.it was determined that the cable was a direct buried cable, in one area it was, less than 12 inches below ground surface and always was less than 24 inches below surface, it had no protective pipe or conduit around it, only a plastic casing around all wires. The telephone cable was definitely layed in a haphazard manner, not in a straight line, and should have been in a permanent pipe 24 inches or more below ground level. When the cable was hit and cut by the backhoe Pacific Telephone and Telegraph was called and they did respond the followin:g day to restore service. PT &T. staff only spliced the broken wires, did not restore the plastic casing and made no attempt to help the contractor solve the problem of the exposed cable. As of September 2, 1981 telephone wires and cab.le are still exposed in the construction area, and the architect and contractor are dealing with PT &T to propose the proper: method for providing conduit, relocating and reattaching the telephone cable. The City is responsible for this cost since it -was not a part of the contract and a contract change order will be presented to City Council in order to pay for this repair, but it is a construction cost. Preliminary estimates of the architect show that providing the proper conduit for relocating the cable and the necessary staff time of PTT to reconnect the cable should be considerable less than the $3,000 claim made by Pacific Telephone and Telegraph. September 3, 1981 Bacground Regarding Damaged Telephone Cable Page Two It is my understanding that PTT has also filed the same claim with the subcontractor of Christensen Construction Company and have copied Christensen Construction Company on that claim and according to one source they are just fishing for a way to get out of repairing a problem which they caused by not laying the cable in the proper manner in the first place. Staff will be available at the meeting to answer any other questions you might have on this matter. Barbara Sampson, Director. Maintenance Services Department ms s M. F. Rlchardsam District Security Manager August 19, 1981 Case No. C146 -114 The City of Saratoga 13777 Fruitvale Saratoga, CA 95070 Gentlemen: Pacific Telephone 380 North First Street San Jose, California 95112 Phone(408)491 -8900 We are sending you the attached claim notice pursuant to Section 910 of the Government code. Sincerely, S � e�� � (" �-� � ROSE S THOMAS Security Representative Attachment Security Case No. C146 -114 CLAIM AGAINST The City of Saratoga Claimant alleges: A. Name and post office address of claimant: Pacific Telephone Company 380 North First Street San Jose, CA 95112 B. The post office address to which the person presenting the claim desires notices to be sent: Same as above. C. The date, place and other circumstances of the occur- rence or transaction which gave rise to the claim asserted: On June 24 and June 25, 1981, in the back of the Saratoga Community Center at Fruitvale & Allendale, Saratoga, Califoria, our underground facilities were damaged by a backhoe. D. A general description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of presentation of the claim: Our underground facilities were damaged while the general contractor's crew was putting in a parking lot. E. The name or names of the employee or employees of R. Christenson Construction causing the injury, damage or loss, if known: Unknown. F. The amount claimed as of the date of presentation of the claim includingithe estimated amount of any prospec- tive injury, damage'or loss, insofar as it may be known at the time of the presentation of the claim together with the basis of computation of the amount claimed. $3,000.00. Dated: Signe Or On Behalf of Claimant CITY OF SARY1`OGA Initial: AGENDA BILL NO. Dept. Hd. DATE: 9/16/81 C. Atty. DEPARTMENT:. Community Development C. Mgr. ------------------------------------------ -------------------------- - - - - -� SUBJECT: TRACT 6665 & SDR 1426, PARNAS - PIERCE ROAD --------------------------------------------------------------------------- Issue Summary The City Council at their regular meeting of July 22, 1981 gave final approval for Tract 6665 and SDR 1426. Cas ,a. Grande Acquisition Corp. provided security bonds for street improvements, landscaping and street monuments issued by the Traveler's Indemnity Co. at the time of final approval for the above projects. Casa Grande Acquisition Corp. has submitted new bonds issued by the Developer's Insurance Company to replace the original bonds. Recommendation Release bonds issued by the Traveler's Indemnity Co. and replace with the bonds issued by Developer's Insurance Company. J Fiscal Impacts None Exhibits /Attachments None Council Action 9/16: Mallory/Watson moved to adopt and approve Consent Calendar. Passed 5 -0. CITY OF SARATOGA 9 Initial: / / / AGENDA BILL NO. o Dept. Hd. DATE: 9/10/81 C. Att DEPAR'IMEN'r: City Mapager C. Mgr. -------------------------------------------- 7 -------------------------- - / ------------ SUBJECT: Resolution Appointing Delegates to League of California Cities Annual Conference, ------------ Qatobe — la8l-------------------- - - - - -- Issue Summary The League of California Cities has requested that voting delegates be appointed to the above conference by October 2, 1981. All Councilmembers plan to attend, but to participate fully the City must appoint voting delegates. At your recent work session, you determined that the Mayor and Mayor Pro Tem should be designated as voting delegate and first alternate. Recommendation Adopt Resolution. Fiscal Impacts r.' None. Exhibits /Attachments Resolution No. Council Action 9/16: Mallory/Watson moved to adopt and approve Consent Calendar. Passed 5 -0. • • RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING REPRESENTATIVES TO THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE, OCTOBER 1981 WHEREAS, the League of California Cities is an organization to which the City of Saratoga has belonged for many years; and WHEREAS, the City of Saratoga has received significant benefits from its long association with the League in terms of enhanced communication with other cities, accessibility to professional consultants and materials, opportunity to join with other cities in making the needs of cities known, and through other means; and WHEREAS, the City of Saratoga wishes to take full part in the League's annual conference in October 1981, by appointing a voting delegate and an alternate delegate. NOW, THEREFORE, BE IT RESOLVED that the City Council.of the City of Saratoga does hereby appoint Linda Callon as its voting delegate and Martha Clevenger as its first alternate to the League of California Cities 1981 Annual Conference. The above and foregoing resolution was regularly passed and adopted by the City Council of the City of Saratoga at a regular meeting on the 16th day :. of September, 1981, by the following vote: AYES: NOES: ABSENT: ATTEST: CITY CLERK MAYOR CITY OF AG=A BILL NO. DATE: September 9, 1981 DEPAR=: Community Development ------------------------------- - - - - -- SU=Cr: Firemen's Muster Parade Initial: Dept. Hd. C. Atty. C. Mgr. Issue SLS' -mary On September 26 and 27, 1981 the Saratoga Fire District is planning a Firemen's Muster commemorating the City's 25th ; anniversary.: On September 26, 1981 the Fire District will hold a parade, then a muster. The Fire - District is requesting the closure of Saratoga Avenue from Herriman Avenue to Saratoga -Los Gatos Road from 9:00 a.m. to 1:00 p.m. and closure of Saratoga Avenue from La Paloma Avenue to Saratoga -Los Gatos Road from _ 1:00 p.m. to 5:00 p.m. The Fire District will provide the barricades, signs and arrange for traffic control. Recommendation Approve the closure of the appropriate portion of Saratoga Avenue as described above. t Fiscal Impacts None Exhibits /Attachments 1. Letter from Saratoga Fire District 2. Map of barricade and sign placement Council Action 9/16: Clevenger/Mallory moved to accept. Passed 5 -0. SAMATOGA FIRE DISWRICT COUNTY OF SANTA CLARA 14380 SARATOGA AVENUE SARATOGA, CALIF. 95070" Telephone: (408) 867 -9001 L/ JULY 10, 1981 MR. J. WAYNE DERNETZ CITY MANAGER CITY OF SARATOGA .3777 FRUITVALE.AVE. SARATOGA CA 95070 DEAR MR. DERNETZ: AS YOU UNDOUBTEDLY KNOW, THE SARATOGA FIRE DISTRICT IS PLANNING A FIREMEN'S MUSTER COMMEMORATING THE CITY'S 25 YEARS OF INCORPORATION. THE DATES FOR THE MUSTER ARE ON SEPTEMBER 26; AND 27 1981. ON SATURDAY WE ARE PLAN- NING TO HAVE THE FIRST PART OF THE MUSTER ON SARATOGA AVE, FROM LA PALOMA TO SARATOGA—SUNNYVALE RD.! A PARADE: WILL ALSO BE HELD ON SATURDAY JUST PRIOR TO THE MUSTER. IT WILL CONVENE AT THE LUTERAN CHURCH ON SARATOGA AVE. AND FINISH AT THE FIRE STATION. INE WOULD LIKE TO REQUEST FROM THE CITY, THE CLOSURE OF SARATOGA AVE. FROM HERRIMAN AVE. TO SARATOGA — SUNNYVALE RD. FROM 9:00 A. M. TO APPROXIMATELY 1:00 P. M., HAVING BARRICADES AT SEAGRAVES, LUTHERIA, LA PALOMA, PARK PLACE, AND.DOUGLASS LANE. THE TRAFFIC WILL BE DIVERTED'FROM WEST �BOUND'SARATOGA AVE. TO HERRIMAN TO SARATOGA — SUNNYVALE RD, TRAFFIC TRAVEL- ING EAST BOUND SARATOGA AVE. WILL BE DIVERTED TO HERRIMAN AVE. AND DETOURED TO SARATOGA AVE. THERE WILL BE DETOUR SIGNS PLACED ON SARATOGA AVE. AT HERRIMAN, AND AT SARATOGA AVE. AND SARATOGA — SUNNYVALE RD., WITH DIRECTIONAL SIGNS PLACED ON SARATOGA — SUNNYVALE RD. AND HIERRIMAN. PAGE Z AFTER THE PARADE HAS BEEN COMPLETED; WE WILL RE -OPEN SARATOGA AVE. FROM HERRIMAN AVE. TO LA PALOMA, DIVERTING TRAFFIC UP LA PALOMA TO OAK PLACE, ENDING UP AT SARATOGA LOS GATOS RDA THIS WILL OCCUR FROM APPROXIMATELY 1:00 P. M. TO APPROXIMATELY 5:00 P. M. DETOUR AND DIRECTIONAL SIGNS WILL BE PLACED. AT LA PALOMA AVE. AND SARATOGA AVE., LA PALOMA AND OAK PLACE, OAK PLACE AND SARATOGA -LOS GATOS ROAD. WE WOULD ALSO LIKE TO CLOSE OFF PARK PLACE FROM OAK PLACE TO SARATOGA AVE. FROM 9 :00 A. M. TO 5 :00 P. M. ALSO ENCLOSED'IS A MAP OF THE STREETS IN QUESTION AND THE PLACES WHERE SIGNS WILL BE PLACED. WE WILL ALSO MAKE ARRANGMENTS WI :TH THE SHERIFFS OFFICE FOR THE TRAFFIC CON- TROL. IF YOU HAVE ANY QUESTIONS REGARDING THIS MATTER, PLEASE FEEL FREE TO GIVE ME A CALL AT THE FIRE STATION, 867 - 9001. APPROVED BY, YOURS TRULY, ERNE$T 0. RAULE FIRE CHIEF BM /BM a6a 0�m"4. BILL MORRISON SARATOGA FIRE DISTRICT SIG •, d ot W J .Q O Q �I OOTc�- M v� TD 9,100 A.M. _ - IAN 1:00 P. A, 9:00 AM-5-0 TO 0. M. TO ix2a pm r J Q (Y 4 tSl OAK PL TOO 91 D x DETOU,q 07B'4"'YPICAQ 0 , 9:00 AM. TO 1lrJ__ Ptil, crrY or sAPATOGA S Initial: AG0\1DA SILL NO., Dept. Hd. DATE: 10/7/81 C. Atty. DEPARTMENT: Community Development C. Mgr. YA�_ SUBJECT: ORDINANCE PROHIBITING THE DISCHARGE OF POLLUTANTS INTO STORM DRAINS OR WATER COURSES --------------------------------------------------------------------------------------- Issue S=nary The County Sanitation Dist. #4 has informed the City of the need to amend the City's code relating to the use of public sewers to bring it-into conformity with the requirements of the Environmental Protection Agency and the State of California Water Quality Control`Board, specifically related to the prohibition of pollutants into storm drains and watercourses. The attached ordinance, when adopted, will accomplish this. Recommendation Adopt Ordinance No. , "An Ordinance of the City of Saratoga Prohibiting the Discharge of Pollutants into Storm Drains or Watercourses." Fiscal Impacts None Exhibits /Attachments 1. Ordinance No. Council Action 10/7: Jensen /Clevenger moved to read by title only and introduce.. Passed 5 -0. 10/21: Jensen %Mallory Toved'to read by title only. Passed 5 -0. Jensen /Mallory moved to adopt Ord. 38.103. Passed 5 -0.. ORDINANCE NO. AN ORDINANCE OF THE CITY OF SARATOGA PROHIBITING THE DISCHARGE OF POLLUTANTS INTO STORM DRAINS.OR WATERCOURSES The City Council of the City of Saratoga does hereby ordain as follows:. SECTION 1: Section 10 -16 of Chapter 10 of the Saratoga City Code is hereby enacted to read as follows: - -- "Sec. 10 -16. Storm Drains and Watercourses -- Discharge of Pollutants Into Prohibited. "No person shall place, deposit, dump, discharge, or .. caused to be placed, deposited, dumped, or discharged -= ^- >- ,µ- �• =• - =• •: into any natural or artificial storm drains or water- courses any pollutants or waters containing any pollutants. "The term 'watercourses', as used in this Section, shall mean and include all natural waterways and definite channels and depressions in the earth which carry water even though such waterways may only carry water during -. -_.. rains and storms and do not carry storm waters at and during all times and seasons. "The term 'pollutants', as used in this Section, shall mean and include all sewage, sewage sludge, garbage, biological materials, radioactive materials, and chemical, industrial, and agricultural waste discharges, whether in a solid or liquid state. :. "Any person violating this Section shall be guilty of a misdemeanor. Each such person shall be guilty of a separate offense for each and every separate discharge incident." SECTION 2: This ordinance shall take effect and be in full force and effect thirty (30) days from and after the date of - ' �. 5�; �a'< �* ��%! G'' E'.' q`r:: k: Cs?- ,'�`•,'is:*ywvcay'i�ts'.::,'ts its passage and adoption. The above and foregoing ordinance was regularly introduced and after the waiting time required by law was thereafter passed and adopted on this day of 1981, by the following vote: AYES: NOES: ABSENT: • ATTEST: Mayor City Clerk CITY OF SAR7U`OGA Initial: ' AG=IDA BILL NO. Dept. I-Id. DA'L'E: 10/7/81 C. Atty. �r:I`TINT: Community Development C. Mgr. / _�___._ SU87ECT: ORDINANCE PROHIBITING THE DISCHARGE OF POLLUTANTS INTO STORM DRAINS OR WATER COURSES -------------------------------------------------------------------------------- - - - - -- Issue Stmm3ry The County Sanitation Dist. 44 has.informed the City of the need to amend the City's code relating to the use of public sewers to bring it into conformity with the requirements of the Environmental Protection Agency and the State of California Water Quality Control Board, specifically related tQ.the,.prohibition of pollutants into storm drains and watercourses.. The attached ordinance, when-adopted, will accomplish this. Recornrandation Adopt Ordinance No. , "An Ordinance of the City of Saratoga Prohibiting the Discharge of Pollutants into Storm Drains or Watercourses." Fiscal Imoacts None E:- :hibits /Attachments 1. Ordinance No. CoLmcil Action • AGENDA BILL NO. DATE: September 24, 1981 DEPARTMENT: Administrative Services SUBJECT: HCDA Public Hearings Issue Summary CITY OF SARATOGA Initial: Dept. Hd C. Atty C. Mgr. In order to complete the FY 82 -85 HCDA process, the City will conduct two Public Hearings, October 7th and 21st. The following should occur during the October 7th Public Hearing: 1) Brief presentation of past City HCDA funded activity including eligible activity and potential funding available; 2) Presentation of proposed City HCDA activity; 3) Public_ response; and 4) Questions and Answers. Additionally, the attached Resolution, acknowledginy the September 16, 1981, City Council authorization of the HCDA JPA, should be acted upon. Recommendation Conduct Public Hearing as outlined above and continue to the October 21st Council meeting, and approval of the Resolution. i Fiscal Impacts Using FY 1981 -82 as a base year, we may expect to receive a minimum annual HCDA Grant of approximately $193,125.00. This amounts to $579,375. over the three year term of the JPA. It is anticipated that a larger amount, however, will be requested. Exhibits /AttacPumnts CITY OF SARATOGA RESOLUTION -- title - A Resolution of the City Council of the City of Saratoga acknowledging execution of Joint Exercise of Powers Agreement and Cooperation Agreement pursuant to Title I of the Housing and Community Development Act of 1974, as amended, and memo. Council Action 10/7: Watson /Mallory moved to approve Resolution 1035. Passed 4 -0 (Jensen abstaining). Continued public hearing to 8:00 p.m., 10/21. r RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ACKNOWLEDGING EXECUTION OF JOINT EXERCISE OF POWERS AGREEMENT AND COOPERATION AGREEMENT PURSUANT TO TITLE I OF THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974, AS AMENDED WHEREAS, in 1974 the United State Congress enacted the Housing and Community Development Act of 1974, herein called Act; and WHEREAS, TITLE I of the Act allows Urban Counties to receive.Ccnmtunity Development Block Grants where such Counties enter into a Joint Exercise of Powers Agreement and Cooperation Agreement with non - entitlement cities to qualify as an Urban County applicant under the Act; and WHEREAS, the City of Saratoga wishes to enter into such an agreement with the County of Santa Clara to qualify such County as an Urban County and to receive Housing and Community Development funds thereby; NOW, THEREFORE, BE IT RESOLVED, that the City of Saratoga approves the Joint Exercise of Powers Agreement and Cooperation Agreement with the County of Santa Clara for the FY 1982 -85 program years; BE IT FURTHER RESOLVED, that the Mayor is authorized to execute said Joint Exercise of Powers Agreement and Cooperation Agreement 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 7th_ day of October, 1981, by the following vote: AYES: NOES: ABSENT: MAYOR ATTEST: is CITY CLERK (097f @9 0&Z'/'NXQ)9'& 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 867 -3438 KTG DATE -1-6 MEMORANDUM AGENDA # P,iii3IT it TO: Mayor & City Council DATE: 9/30/81 FROM: Housing & Community Development Coordinator SUBJECT: Resolution acknowleding execution of HCDA Joint Powers Agreement Resolution No. , has two purposes: 1) to aknowledge City Council execution of the HCDA Joint Powers Agreement for 1982 -85 (signed September 16, 1981); and 2) to authorize the Mayor to execute said JPA. In the past, this Resolution has been adopted at the time of JPA execution, however, it was overlooked this year and is presented at this time for your approval. Such an acknowledgement Resolution has been submitted with the JPA annually since the City first received HCDA funds in 1975, its adoption by the City Council serves to complete a portion of this years application process. The HCDA process will be complete at the conclusion of the second HCDA Public Hearing set for October 21, 1981, at which time the City Council will take action on proposed City HCDA activity. SC /dra CITY OF SARATOGA AGENDA BILL NO. 1&0 - DATE: September 29, 1981 DEPARTMENT: City Attorney Initial: Dept. Hd. C. Atty. _,,,� C. Mgr. --- --------- SUBJECT. Extension of Interim Urgency Ordinance No. 3E -19 Issue SuTmary On June 2, 1981, the Council passed an Interim Urgency Ordinance No. 3E -19 imposing a moratorium on accepting and processing appli- cations for land divisions, subdivisions, grading permits, building permits and other development permits for the northwest hillside area. The ordinance was adopted pursuant to Government Code Section 65858 and extends for a period of four (4) months from the date of passage. The same Government Code Section allows the Council to extend the ordinance for an additional eight (8) months after a properly noticed public hearing. Recommendation Conduct the public hearing and adopt proposed Interim Urgency Ordinance 3E -20 extending Ordinance 3E -19 for an additional eight (8) months. Please note that this ordinance requires a 4/5 vote of the Council for passage. Fiscal Impacts None. Exhibits /Attachments Proposed Interim Urgency Ordinance No. 3E -20. Council Action 10/7: Clevenger/Watson moved to read by title only and adopt. Passed 5 -0. • • ORDINANCE NO. AN INTERIM URGENCY ORDINANCE FOR THE CITY OF SARATOGA EXTENDING FOR AN ADDITIONAL EIGHT MONTHS ORDINANCE NO. 3E -19, "AN INTERIM URGENCY ORDINANCE OF THE CITY OF SARATOGA AMENDING ORDINANCE NO. NS -60, THE ZONING ORDINANCE, BY PROHIBITING ANY USES WITHIN THE NORTH- WEST HILLSIDE SPECIFIC PLAN AREA WHICH MAY BE IN CON- FLICT WITH ZONING ORDINANCE MODIFICATIONS UNDER STUDY OR TO BE STUDIED BY THE CITY OF SARATOGA DURING THE DURATION OF THE INTERIM URGENCY ORDINANCE; SETTING FORTH EXCEPTIONS AND DURATIONS; AND DECLARING THE FACTS CONSTITUTING THE URGENCY" WHEREAS, on June 2, 1981, the City Council of the City of Saratoga ordained and adopted Interim Urgency Ordinance No. 3E -19, entitled, "An Interim Urgency Ordinance of the City of Saratoga Amending Ordinance No. NS -60, the Zoning Ordinance, by Prohibiting any Uses within the Northwest Hillside Specific Plan Area which May Be in Conflict with Zoning Ordinance Modifi- cations under Study or to be studied by the City of Saratoga During the Duration of the Interim Urgency Ordinance; Setting Forth Exceptions and Durations; and Declaring the Facts Con- stituting the Urgency "; and WHEREAS, Section 3 of said Interim Urgency Ordinance states that said ordinance shall be of no further force and effect four (4) months from the date of adoption hereof unless extended pursuant to the provisions of Section 65858 of the Government Code of the State of California; and WHEREAS, Government Code Section 65858 hermits said Interim Urgency Ordinance to be extended for a period of eight (8) months; and WHEREAS, said Interim Urgency Ordinance No. 3E -19 was adopted to protect the public safety, health, and welfare and to ensure the orderly development of the Northwest Hillside area pursuant to the specific plan by ensuring that no land use be permitted that would conflict with the zoning ordinance modifications or other modifications to the zoning.ordinances and other ordinances resulting from the review and revisions of said ordinance and code by the City of Saratoga contemplated by said Interim Urgency Ordinance; and WHEREAS, a full review.and study of the need.f.or zoning ordinance modifications is now in progress and has not been completed to date; NOW, THEREFORE, the City Council of the City of Saratoga does ordain as follows: That Interim Urgency Ordinance No. 3E-19, "An Interim Urgency Ordinance of the City of Saratoga Amending Ordinance No. NS-60, the Zoning ordinance, by Prohibiting any Uses within the Northwest Hillside Specific Plan Area which May Be in Conflict with Zoning Ordinance Modifications under Study or to be Studied by the City of Saratoga During the Duration of the Interim Urgency Ordinance; Setting Forth Exceptions and Durations; and Declaring the Facts Constituting the Urgency" ordained and adopted by the City Council on June 2, 1981, be and the same is hereby extended for an additio eight (8) months from the date of adoption hereof. Mayor, City of Saratoga ATTEST: Clerk of the City of Saratoga CERTIFIED, that Ordinance No. being an urgency ordinance, was introduced, read by title, and further reading waived, it was adopted by a four-fifths (4/5) vote of the Council on 1981, as follows: AYES, and in favor thereof, Councilmembers: NOES, Councilmembers: ABSENT, Councilmembers: This ordinance as posted at 13777 Fruitvale in the City of Saratoga on the day of 1 1981, and will go into effect immediately upon its final passage. Dated: Clerk of the City of Saratoga APPROVED: Mayor of the City of Saratoga -2- CITY OF SARATOGA L01 Initial: AGENDA BILL NO. Dept. Hd. DATE: -9/9/81 C. Atty DEPARTT, : Planning & Policy Analysis C. Mgr. -------------------------------------------------------------------------- --- X ---------- SUBJECT: Issue Summary Staff recently received a petition from the Emerald Hills - Tesora Homeowners Association requesting that the pedestrian /equestrian ease- ment along Chester Avenue be abandoned. Staff has since met with the President and Vice - President of the Association to consider some alternatives. The Homeowners Association's primary concern deals with the safety aspects of an equestrian trail along Chester. The homeowners do not want to abandon the trails concept and have agreed to work with the City and representatives from the 4H Club in order to resolve the issues once and for all. Recommendation Allow staff to continue working with homeowner groups in order to identify suitable alternatives and return to the City Council at a . Committee -of- the -Whole Meeting Pn October 27, 1981. Fiscal Impacts None at this initial phase e, Exhibits /Attachments 1, Mem from Planning Director to City Manager, 9/9/Rl 2. Letter and Petition from Homeowners, 7/10/81 3. Letter from City Manager to Mr. Byrne, 7/30/81 Council Action 9/16: Continued to study session at a later date. Il®U® ��ENIORANDLINI 0919M,@2 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 867 -3438 . TO: City Manager DATE: September 9, 1981 FROM: Director of Planning and Policy Analysis SUBJECT: Meeting with Members of Emerald Hills - Tesora Homeowners Association I met with Mr. Jim Byrne and Dr. Ron Mancuso., President and Vice - President of the Emerald Hills - Tesora Homeowners Association regarding the abandonment of the equestrian 'trail along Chester Avenue. During the conversation, several issues were discussed which will need further refinement in order to develop feasible alternatives. The issues include: 1. Safety of horseback riders due to the poor design 6f streets. 2. Consideration of an alternative location for the equestrian easement based on location of existing horses. 3. Should the City consider the cost benefit ratio in establishing the trailway? What is the actual number of horses that would utilize the trail? Who will maintain the trailway once established? Possible Alternatives (Not in priority) 1. Abandon the existing pedestrian /equestrian easement (P.E.E.) and establish a jogging /pedestrian easement (2' -;3' wide) within the street. 2. Find another location for the equestrian trailway system. 3. Consider redefining the existing equestrian zone (allows2 horses, 40,000 sq. ft.)'and allow P.E.E. only in equestrian - zones. It would be necessary to establish criteria for determining an appropriate Equestrian Zone,. Emerald Hills - Tesora Homeowners Association September 9, 1981 Page 2 4. Consider modifying all P.E.E. to pedestrian easement (P.E.) only, with some redesign of Chester Avenue. The above is only .a partial list of alternatives. The topic of equestrian easements is quite sensitve and should include discussion with both sides. Both gentlemen agreed that they are not in favor of doing away with equestrian easementsin total, and are willing to work with the City in arriving at a solution. Suggested Process 1. Determine priority of equestrian paths with the City Council for F.Y. 81- 8 2 . ' . 2. Develop alternatives, with pros and cons of each alternative - work with Emerald Hills - Tesora Homeowners and representative(s)' from 4H and one Parks & Recreation Commission member. 3. Determine Cost Benefit Analysis of selected alternative(s). 4. Receive final approval and funding from City Council. 5. Implement plan immediately. Item #2 can create a great deal of discussion and wasted time if there isn't specific Council direction and a definite time frame for completion of project. MY MR91015- 0411, -.i. RS R /ms l i t July 10, 1981 Saratoga City Council Saratoga, CA To Whom It May Concern: E ' JUL i 4 1981 GUS ,l Two years ago, a proposal to establish a 2.2 mile combined equestrian, bicycle, jogging and walking trail was voted on and rejected by the Saratoga City Council. A portion of this trail was to have been on the south side of Chester Avenue from Ten Acres Road to almost the end (south- west of Chester). At the time the proposal was defeated, the Emerald Hills Tesora Homeowner Association (seventeen homesites along the affected portion of Chester Avenue) were unanimously apposed to the proposal for many different reasons. Major concern is for the safety problem associated with the "blind spot" of that portion of the proposed trail by 14033 Chester Avenue. We would like to take the opportunity to respectfully submit to the Saratoga City Council that all elements along this portion of Chester Avenue for the above mentioned trail be returned to the Homeowners as a permanent part of their respective property. The attached petition indicates unanimous consent of our request. Thank you for your consideration. Respectfully, THE EMERALD HILLS TESORA HOMEOWNER ASSOCIATION F. 631.' - ames E. Byrne President 14506 Chester Avenue Saratoga, CA 95070 (408) 867 -5883 JEB:cic Attachment PETITION My signature below indicates that I am in favor of the attached request: NAME ADDRESS J I V11 2. ZA' 4. 5. 6. _4C ell 7. CL J 9. 10 12. ,' / :�fi'� �! LCD% I 1 �' C' Cpl %;�. �it.'j l L "lam GiL` 13. L q--' 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. IK 25 26. U I 2 7 L 28. 29 . 53 30. THE CITY OF SARATOGA -r July 30, 1981 Mr. James E. Byrne, President Emerald Hills- Tesora Homeowners Assoc. 14506 Chester Avenue Saratoga, CA 95070 Dear Mr. Byrne: J. Wayne Dernetz City Manager Your letter of July 10,.1981, addressed to the Saratoga City Council and the accompanying petition has been received. The letter appears to request the City to consider further abandonment of easements for a jogging and walking trail along Chester Avenue. The communication was not received by the City in time for inclusion'on the Council's agenda of July 15, 1981. The City Council's next available meeting will be August 19, 1981. However, in order that we might provide the City Council with a more complete description of your request, I will place the petition on the Council agenda for September 2, 1981. This additional time will enable us to look into the matter further and discuss with you your concerns about the present easement. A member of the City staff will be contacting you shortly to review this issue with you in greater detail. Thank you for informing us of your concerns. Sincerely, J. Wayne Dernetz ck cc: Saratoga City Council 13777 FRUITVALE AVENUE, SARATOGA, CALIFORNIA 95070 (408) 867 -3438 r ' CITY OF SARATOGA Initial: AGENDA BILL NO: 1020 Dept. Head: DATE: September 16, 1981 City Atty DEPARTMENT: Maintenance Services Department City Mgr -------------------------------------------------------------------------------------- - - - - -- SUBJECT: Application for California Parkland Act of 1980 Funds Issue Summary In January 1981 the City Council adopted Resolution 982 which approved the County priority plan for expenditure for Santa Clara County and Saratoga's portion of the California Parkland Act of 1980 Bond Funds. In order to be eligible to receive funds allocated for Saratoga, the City Council must adopt a resolution approving the project and grant application. The City is eligible for approximately $69,000 and the project requested will be to reserve funds for the acquisition of E1 Quito Park which is one of the highest priorities of the Parks and Recreation Commission and staff. The City Council has previously approved reserving the 1976 State Park Bond funds for this same acquisition project and the agreement has been signed with the State. If this application is submitted by the September 1981 deadline and approved by the State, funds would be available after July 1982. Recommendation Adopt Resolution approving the application for the California Parkland Act of 1980 Funds with project designated as El Quito Park Acquisition. Fiscal Impact Under the grant application the City is required to provide 25% matching funds from a non -state source. The matching funds of approximately $23,000 can be taken from the City's park development fees. If the City's grant application is approved, the City would have three years in which to expend the funds. The agreement can also be amended to allow funds to be expended in an alternate eligible park project. Council Action 9/16: Clevenger/Ivlallory moved to adopt. Passed 5 -0. ,.r • RESOLUTION NO. RESOLUTION OF THE CITY OF SARATOGA APPROVING THE APPLICATION FOR (PROJECT: 1980 STATE GRANT MONEYS EL QUITO PARK ACQUISITION) WHEREAS, the people of the State of Parklands Act of 1980 California have enacted the California Political s to the State of Calif ornia and its subdivisions for acquiring lands and for developin subdivisions and historical Purposes; facilities pos and ties for WHEREAS, the State Department of the res the and Recreation has been delegated ponsibility for the administration of and Procedures governing application program within the state,,setting PPlica by local agencies under the program; • WHEREAS, said procedures established b Recreation Y the State De require the applicant to Department of Parks and prior to submission certify by resolution the ::,:a; sr:.,;:i•:•:; ,,:.::.:J:., Ci °f said applications to the state; and approval of applications WHEREAS, said application contain assurances •• with; and that the applicant must comply 0 WHEREAS, the applicant a of Calif orni y will enter into an agreement with the State a for the acquisition and /or development of the project: NOW, THEREFORE, BE IT RESOLVED that the City of Saratoga: I• Approves the filing of an application for 1980 state grant assistance for El Quito Park Acquisition; and 2• Certifies that said agency understands the assurances and the application; and certification in 3. Certifies that said agency has or will have sufficient funds maintain the project; and to operate and 4. Certifies that said agency has contained reviewed and understand the General Pr in the state /local agreement; and ovisions 5' Appoints the City Manager as agent of the city to conduct all execute and submit all documents negotiations, including but not limited agreements, amendments, Payment re to applications, for the completion guests, and so on which may be necessary Pletion of the aforementioned project. 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 1981, by the following vote: AYES: NOES: ABSENT: ATTEST: CITY CLERK APPROVED AS TO FORM: CITY ATTORNEY MAYOR CI'ry op SARATOC A AG=A DILL NO. 1103 DATE: September 16, 1981 Initial: Dept. lid. C. Atty. DEPT ..ILTVT: C. Mgr. ---------------------------------------------------------------------`-- SUB=' : ESTABLISHMENT OF 'POSITION CLASSIFICATION - DIRECTOR OF FINANCE Issue Sum�ary The City of Saratoga is.in the process of establishing the position of Director of Finance. The attached resolution establishes the position and describes duties and qualifications. The description is a composite of the needs of Saratoga combined with pertinent elements from.other jurisdictions. Reccmr.endati on Adopt Resolution 85 -9. Fiscal Imoacts As development of this position continues with the development of the 1981 -82 budget, a salary range must be adopted by the Council. Staff will return to the - Council for formal adoption of the appropriate salary range later in the budget process. EzIiibits /Attachn-ents Resolution 85 -9. Position Classification - Director of Finance Co;:ncil Action 9/16: Jensen /Clevenger moved to adopt. Passed 5 -0. • RESOLUTION 85 -9. A RESOLUTION AMENDING RESOLUTION 85 -9.51, and 85 -9, ADDING TO BASIC SALARY CLASSES, and EMPLOYMENT POSITION CLASSIFICATIONS FOR THE MANAGEMENT EMPLOYEES OF THE CITY OF SARATOGA The City Council of the City of Saratoga hereby resolves as follows: SECTION 1: Section 2.1 of Resolution 85 -9 is amended as follows: Section 2.1: Employment Position Classifications Employment position classifications, typical duties and employment standards as contained in the Book of Class Specifications, City of Saratoga, as amended, is further amended to include Director of Finance, attached hereto and incorporated by reference. SECTION 2: Applicability This Resolution amends Resolutions No. 85 -9.51, and 85 -9, of the City of Saratoga. This Resolution is an expression of exisitng policy of the City of Saratoga and is subject to modification and change by the City Council from time to time. Nothing herein contained shall be construed as creating or establishing any of the provisions hereof as terms of any contract of employment extending beyond any period other than such period as during which this Resolution is in full force and effect. This is to say, that any employee of the City of Saratoga during the effective period of this Resolution shall have such employment rights and duties set forth herein only during such • period of time as this Resolution remains in effect, and not afterward. The above and foregoing resolution was passed and adopted at a regular meeting of the City.Council of Saratoga held on the day of September, 1981, by the following vote: AYES: NOES: ABSENT: ATTEST: CITY CLERK • MAYOR September, 1981 DIRECTOR OF FINANCE DEFINITION City of Saratoga Under direction of the City Manager, plans, organizes and directs the financial and accounting activities of the City. This is a department head position. EXAMPLES OF DUTIES Serves as the City's financial officer; responsible for management of accounting and financial systems and for planning, directing and coordinating activities of the finance office; responsible for disbursement and receipt of all monies; audits and approves all bills, invoices and payrolls prior to payment; responsible for cash management practices and investments to provide maximum rate of return; establishes and administers fiscal control procedures; assists with compilation and analysis of annual budget; advises City officials on financial matters; pre- pares periodic revenue and expenditure forecasts, financial reports and fiscal analyses; administers the City's business license program; responsible for super- vision of City purchasing functions; responsible for directing the maintenance of inventory, fixed assets and associated cost records; assists financial con- sultants and bond attorneys; maintains debt service records; coordinates annual audit preparation with outside auditors; advises City Manager on application of data processing to financial activities and other City functions; responsible for supervision and training of finance office personnel.: DESIRABLE QUALIFICATIONS Active, management- oriented individual with a Bachelor's degree in Accounting, Business or Public Administration. Master's degree and /or C.P.A. certification desirable. Five years progressive experience in governmental accounting, budget- ing and fiscal management, including supervisory responsibility. KNOWLEDGE OF Principles, practices and problems of public fiscal management and budgeting; municipal accounting, taxation and revenue management; application and capacities of data processing equipment; office practices and procedures; principles of personnel administration and techniques of supervision. ABILITY TO Apply governmental accounting principles and procedures; organize and supervise municipal accounting and budgeting systems; develop and implement improved financial procedures; compile and analyze financial and statistical information; prepare clear and concise written and oral reports; plan and supervise work of subordinate employees; maintain good working relations with City officials, employees and the general public. I CITY OF SARATOGA AGENDA BILL NO. 104 DATE: September 16, 1981 DEPARTMENT•Administrative Services SUBJECT: CONSOLIDATION OF LIBRARY SERVICES AT SARATOGA COMMUNITY LIBRARY Issue Summary In August, the City Council received a recommendation from the Saratoga Library.Commission to consolidate library services at the Saratoga Community Library. The..City Council discussed the recommendation during a Study Session on Tuesday, August 25, 1981, and set the issue for public hearing on September 16, 1981. The Library Commission recommendation is supported by the County Library Administration, as circu- lation at.the Village Library has been on a steady decline in recent years. County Library Admin- istration believes the Village Library is now a luxury as circulation in one day at the Community Library is equivalent to half the monthly circulation at the Village Library. The Library Commission is further recommending the Village Library be preserved as a Village Area Center,. including a reading room with limited book circulation, and as a meeting place. Their proposal suggests the Center be supported by volunteers. If library service is discontinued at the Village site, the Library Commission and County Library Administration recommend enhancing services at the Community Library with the funds resulting from the shift of services. These service enhancements would include the addition of a full time librarian, film service, and increasing hours on Monday, Tuesday and Sunday at the Community Librar; Recommendation Hold public hearing on consolidation of services at Saratoga Community Library. Solicit suggestion; from citizens on alternative uses for the Village Library site. Fiscal Impacts Fiscal impacts could vary greatly depending on alternative -uses of the Village Library site... Structural revisions necessary for continued use of the Village Library are estimated to cost $19,500 - $39,000, depending upon the extent of work to be done. If the City is to maintain the site as a Village Area Center staffed by volunteers the minimal annual maintenance costs are estimated at $20,000. Structural repairs and annual maintenance costs to the City.would total $39,500 - $59,000. Exhibits /Attachments Background Memorandum Report from Library Commission Report from County Library Administration Termite Report Council Action 9/16: Mallory /Callon moved to accept Library Commission's recommendation to transfer County Library Library services from Village Library to Con=ity Library at date to be set by Library Commission but no later than 12/31. Passed 4 -1 (Jensen opposed). REPORT 4c, TO MAYOR AND CITY COUNCIL DATE: 9/11/81 COUNCIL MEETING: 9/16/81 SUBJECT: CONSOLIDATION OF SERVICES AT SARATOGA COMMUNITY LIBRARY SUMMARY: In August, 1981, the City Council received a recommendation from the Library Commission suggesting County Library funds be diverted from the Village Library for additional services at the Community Library. (See Exhibit B.) This recommendation was supported by the County Library Administration. Circulation at the Village Library has been steadily declining over the past few years and requests for service and extended hours at the Community Library have been on the increase. Library administration officials believe the Village Library is now a "luxury" to operate because of the administrative costs associated with low circulation statistics. (See Exhibit C) The Library Commission is also recommending the City maintain the Village Library site and convert the usage into a Village Area Center, to include a reading room and meet- ing place with limited book circulation. They are proposing this project be supported through community involvement and volunteers. The Library Commission proposal was discussed briefly by the City Council in Study Session on August 25, 1981, and because of the community interest in this issue, the Council set it for public hearing. The hearing is intended to receive public input regarding consolidation of library services, and to solicit suggestions for alternative uses of the Village site. BACKGROUND: Circulation Discussions concerning the Village Library and its continuation as a library facility have taken place in the past several years during budget deliberations. In 1980 -81, the City of Saratoga contributed approximately $17,277 to the County Library system in an attempt to maintain library services at both the Village Library and the Community Library. In June, 1981, the Saratoga Library Commission.received a status report from Consolidation of Library Services September 16, 1981 Page two the County Librarian regarding the 1981 -82 budget and its affect on Saratoga libraries. In that report, the County Librarian recommended serious consideration be given to closing the Village Library due to decreases in circulation, and that funds be used for upgrading services at the.Community Library. Information gathered by County Library Administration shows a steady decline in circu- lation at the Village Library since 1978. Circulation for the first five months of 1981 was down 61.24 %, and reference was down 58.55% from the same period in 1978. Costs The proposed budget to operate the Village Library in 1981 -82 is approximately $48,320 to the County Library system. These costs are paid for by the County of Santa Clara, and the City of Saratoga was not asked to fund the libraries for 1981 -82. In July, 1981,the:County Librarian submitted further information to the Library Com- mission regarding the possible additional service which could be added at the Community Library if the Village facility were to be discontinued as a library. Closure of the Village Library could result in a savings of approximately $48,320, which could add the services of a full -time Librarian, film service, and extended hours of operation on Monday, Tuesday, and Sunday. Repairs In addition to the above mentioned issues, the City has been aware for some time of the need for structural repairs at the Village Library. The City of Saratoga budget for 1980 -81 included $25,000 in capital improvement funds for repairs. Due to staffing changes, as well as uncertainty concerning the long term future of the Village Library facility, the budgeted funds were not expended in.the 1980 -81 fiscal year. Following is a summary of the repairs recommended by a termite inspection report (Exhibit D), as well as repairs recommended by the City's Inspection Division. The costs associated with the repairs are rough estimates and would need to be refined prior to going out to bid for the work. Cost Estimate Item I - Structural work - General Shear panels to provide increased resistance to structural failure during a seismic event $ 4,000 Item II - Structural work - Library related Provides additional pier for floor support needed to carry existing book loads. Also includes underfloor access 4,500 Consolidation of Library Services September 16, 1981 Page three Cost Estimate Item III - Structural work - Pest.Control Items 1,2,4 -10 and 13 of report by Clark Termite dated 4 -24 -80 (Exhibit D) $ 4,500 Item IV - Site work - Underground Provides roof leaders, on -site drains and storm drain to highway for repair of damage caused by moisture and termites, and for prevention of further damage 7,000 Item V - Site work - Surface Asphalt /concrete .(paving) work Path, sidewalk and street restoration due to damage caused by drainage and prevention of further damage 4,000 Item VI - Handicapped Access Provides handicapped access per current standards including the addition of both men's and women's restrooms. (Building Code does not require this work and costs could be cut by making the existing restroom handicapped accessible) 15,000 Total $ 39,000 If the Village Library continues to be used as a library facility, repair Items I -V need to be completed to repair existing damage and prevent further deterioriation. If the use of the building is changed, it may be possible to omit Item II. Item VII may be considered independently, depending on future uses and availability of funds. FINANCIAL IMPACTS: The City of Saratoga currently receives $2,100 a year as rent from the Library system for the Village Library site. In order to maintain the building as a library facility, the City needs to invest between $24,000 and $39,000 for structural and physical repairs. Consolidation of Library Services September 16, 1981 Page Four The Library Commission recommendation to maintain the Village Library as a Village Area Center staffed by volunteers does have potential cost impacts on the City of Saratoga. A rough estimate including minimal costs for a Volunteer Coordinator, custodial maintenance, furnishings, utilities, phone, ongoing maintenance, and loss of rent, totals approximately $20,000 per year. One of the purposes of the public hearing scheduled on September 16, 1981 is to solicit suggestions for alternative uses of the Village Library Site. Fiscal impacts on the City could vary greatly depending on the future use of the facility. Some alterna- tive uses may involve additional expenditures from the City, while others could result in generating revenue for the City. Following input at the public hearing and City Council discussion and direction, more precise fiscal impacts can be developed. L"Patricia M. Mullens Assistant City Manage PMM /ck • • • To: Saratoga City Council From: Saratoga Library Commission Re: Village Library AUG 14 19 61 August 3, 1981_�_� The seven members of the Saratoga Library Commission, by unanimous vote, recommend that the County Library funds now used to support the Village Library be diverted to the Community Library for additional services and extended hours to better provide for the whole of the City of Saratoga. The Commission further recommends that the scope of activity at the Village Library building be expanded to become a Village Area Center, to include a reading room and meeting place with a limited book circulation center and related functions and that the success of this project would be enhanced through community onvolvement and volunteers. This decision was reached after two lengthy study sessions when statistics furnished by the County Library Office (copies attached) were carefully analy8ed. In a memo dated June 24, 1981, Barbara Campbell, County Libra- rian, stated, " The Village Library is now a luxury. I believe there are alternative solutions for the use of the building which would preserve the character which the community desires." (See Exhibit A) In reaching this decision the Commission considered the following data: 1. The need for repairs at the Village Library building is 11 ent. Funding for this project has been budgeted by the City. However, the extent of the repairs and renovation depends upon the future use of the building. It is suggested that upon completion of the repairs, the historic building reopen as a Village Area Center. The Saratoga Library Commission further recommends that the Saratoga City Council publiciz®',.the.situation- &ind held a public hearing (with Commissioners present) at ankarly date (before the floor caves in at the Village). // Mary �.�Moss, Chairman r1 LJ • 2. Circulation at the Village Library has dropped dramatically. (See Exhibit b..;. The Community Library has circulated in one day one half the number of books as the Village Library hds-circulated in a month. 3. The Community Library currently is understaffed, particularly 4� in the adult reference section (See Exhibit C) 4. Alternate uses of the building zould continue to be of value to the community. 5. Similar measures have been taken in other County Library Areas where the consolidation of "Station" libraries with the major library has been consid- ered necessary. (See Exhibit D) • The Saratoga Library Commission further recommends that the Saratoga City Council publiciz®',.the.situation- &ind held a public hearing (with Commissioners present) at ankarly date (before the floor caves in at the Village). // Mary �.�Moss, Chairman r1 LJ County of Santa Clara Office of the County Librarian 1095 North Seventh Street San Jose, California 95112 293 -2328 Area Code 408 California June 24, 1981 0 CTo:. Saratoga Library Commission 1 _ From: Barbara J. Campbell, Coun ty Libr ar an Subject: Status Report on the 1981/82 Library Budget as it Affects the Saratoga Libraries Last night the Board of Supervisors voted to'grant no General Funds to the Library for fiscal 1981/82. The decision is based on news that the Special Districts have come out particularly well in the State Budget, and that we will receive probably around $270,000 in revenue which we had not anticipated. This information was given us as we sat down at the table to present our budget. It was based on this information that the Board voted no snatching funds. The County is still trying to absolutely confirm that the above information is correct. If it is not, then the Board left the door open for us to come back on the matching funds. The Board made an absolute decision not to fund the Elmwood and SERVE /Bibliotherapy programs. We will be shutting these down and issuing layoff notices to those staff involved. As soon as we know figures, we will redo the budget. CAt this time we do not know what our revenues will be, and will redo the proportional shares of the budget when this information is firm. In the meantime, I am recommend- ing to you that serious consideration be given to the closing of the Village Library as it is presently being operated. The analysis of the circulation over the past two years I believe supports this rEcommendation. The funds being expended on this opera- tion could be much more effectively used.in upgrading service at the Conmtunity Library. As you know, this is the first time I have made such a recommendation to you, but the Village Library is now a luxury for us to operate for you. I believe there are alter- native solutions for the use of the building which would preserve the character which the community desires. Saratoga - Village Operation 1981/82 Salaries & Benefits $37,490 Rent 2,100 Utilities 1,300 Telephone 650 Books 5,500 Periodicals 730 Supplies 250 Maintenance 300 Total $48,320 ® Leaving the book funds as available to the Community Library, potential net savings to the Region: $42,820. An Equal Opportunity Employer Saratoga Library Commission -2- June 24, 1931 It will take an estimated three months to negotiate..... the closing cost: $10,704. Net savings 32 116. This would make g � possible additional reference assistance to the public, as well as the addition of Thursday night library service at the Commun- ity Library (a service which has been requested by the public), or to cover the deficit if one remains. BJC:mm c n SARATOGA TILLAGE CIRCULATION AND R'IFERENCE STATISTICS Month Circ. 1978 Ref. Circ. 197 Ref. Circ. 1980 Ref. Circ. 1981 Ref. J 12,1o4 1,152 5,405 683 4,814 596 3,746 431 Feb. 8,999 739 4,939 576 3,943 529 3,494 310 Mar. 9,347 926 5,859 686 4,274 558 3,780 386 Apr. 7,664 771 5,144 626 4,151 662 3,519 363 M s.0 of 7,908 1- 46,022 796 4384 5,655 611 3,848 1 3,300 1.,839 327 1817 Jun. 7,664 670 5,262 508 3,731 540 Jul. 7,574 68o 5,271 579 3,278 560 Aug. 8,643 607 5,756 527 4,263 478 Sep. 5,385 5i8 3,953 567 3,778 562 Oct. 5,333 562 41709 690 ! 3,914 511 Nov. 4,651 56o 4,651 552 3,202 342 D 41243 472 4,243 - I 437 =3,768 334 . ___ f 89,515 81453 6a 847 7,042 4C 964 Circulation for the first 5 months of '81 wns down 61.241%; as comparted to 1978. • N 4333 reference, down 58.55`' EXHrlsa- B is U • 9 County of Santa Clara California To: Front: July 30, 1981 Saratoga Library Commission Barbara J. Campbell, County Librarian 011lcu of tho Counly Librarian 1005 North Seventh Street San Joso, California 95112 293 -2326 Area Code 408 CxIq 1 C3 r C Subject: Possible Additional Service at Community Library, if Village Closed Full -time Librarian I /II Film Service (estimated). Monday Service 10 -12 (estimated) Tuesday Service 10- 12.(estimated) Sunday Service (4 hours) - Book Budget augmentation 1981 /82 Annual Cost $30,000 (approx.) 8,500 (est.) 7,000 (est.) 7,000 (est.). 14,863 I have not included Thursday night service since we had already Agreed to in- corporate that into our program beginning in September from the additional funds now available to the "Region ". Annual Savinqs if Villaqe Library closed: $48,320 gross $42,820 if Village book budget transferred to Approximately $3,568 per month is being spent to maintain the Village Library operation. BJC:mm / cc: Janice Yee, Supervising Librarian Lois Thomas, Community Library Supervisor An Equal Opportunity Employer County of Santa Clara Office of the County Librarian 1095 North Seventh Street San Jose, California 95112 293 -2326 Area Code 408 California July 30, 1981 nn J= )((41 31 T D To: Members of the Saratoga Library Commission From: Barbara J. Campbell, County Librarian Subject: Comparison Among our Various Libraries of Staff Costs to Circulation I believe these are some comparisons that may help you in your study. 1. Comparison with other community libraries: Circulation Staffing Cost Cost per July -June, 1980/81 1981/82 Circulation Saratoga Community Library 497,291 $373,945 .752 Campbell Library 410,462 $338,860 .826 • Cupertino Library 545,853 $451,166 .827 Los Altos - Main 528,563 $453,229 .857 i 2. Comparison with "Station Libraries" Circulation Staffing Cost Cost per July -June, 1980/81 1931/82 Circulation Saratoga Village Library 45,657 $37,490 .821 Sunnyhills Library 61,445 $39,398 .641 Woodland Library 142,799 $49,669 .348 �r BJC:mm cc: Janice Yee, Supervising Librarian Lois Thomas, Community Library Supervisor An Equal Opportunity Employer County of Santa Clara California Mr. Wayne Dernetz, City Manager City Hall 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mr. Dernetz: July 30, 1981 Office of the County Librarian 1095 North Seventh Street San Jose, California 95112 293 -2326 Area Code 408 I am pleased to be able to send you the attachments showing that as a result of additional state funding which we are.apparently scheduled to receive, that the Saratoga Libraries have gone from a deficit in relation to current staffing to having .a "surplus" of $10,808 for our 1981/82 fiscal year. Originally we had been advised by the County Executive that we would not receive any additional funds from our share of the state allocations, and accordingly we figured our original estimates of shortfall. In late June we learned that we 'would probably receive additional funds and on this information, the Board of Supervisors voted on June 23 not to give any General Funds to the County Library. (They left the door open to come back'if it turned out that the additional funds were not available.) It was not until mid -July that we received confirmation that the funds are expected, and will amount to about $280,000. We took $264,000 of this amount and used it to augment available funds in columin .l of our Rev. 7/9/81 report, attached, with the results that you see listed. We met with the Saratoga Library Commission on Wednesday, July 22, and after review- ing with them the various options, they voted to recommend that we increase our open hours by three per week, so as to be open Thursday evenings. The request for Thurs- day night opening has appeared frequently in the suggestion box and in'a letter to the editor. I will be recommending this action to the Board of Supervisors during our August budget hearings,.and we are currently planning to begin the service in mid - September. The Commission, as I believe you know, spent considerable time discussing the future of the Village Library, and they asked me a number of questions: Would all of the funds saved by spent within the Saratoga Community? (My answer: Yes, we can track this.) If the Village were City -run and open as a reading room /library, would we be able to leave shelving, furniture, etc., if desired? (My answer: Yes, I think we can do this on long -term loan.) Would we be able to leave some books, and have a rotating collection on a regular basis? (My answer: Yes, I believe we could work this out.) In discussing a possible closing, we agreed that it seems to make sense if a change in the status of the Library is to be made, that it be done in conjunction with.the closing and renovation project. An Equal Opportunity Employer Wayne Dernetz -2- July 30, 1981 I have prepared two reports for the Commission showing comparisons with our other libraries and some possibilities for service at the Community Library. I do be- lieve it necessary to start with the addition of one full -time, professional staff position at Community before we add on anything else. If I can clarify any of the above or send additional information as you may wish, please let me know. Sincerely,, r Barbara J. Campbell BJC:mm County Librarian Enclosures cc: Barbara Sampson, Community Services Lois Thomas, Community. Library Supervisor Janice Yee, Supervising Librarian 8/21/81 i, Council-members: Ms. Campbell's attachments were the same as Ms. Moss's, and I have therefore omitted them, except for one which Ms. Moss did not include. Betsy 1] • SANTA CLARA COUNTY LIBRARY DISTRIBUTION OF REGIONAL PAYROLL BUDGET 1981 -82 :-AIR SHA.TRE OF PAYROLL BUDGET - 2,606,437 ACTUAL PAYROLL DEFICIT STATE RED 3URS1fE.T /CREDITS TOTAT_ DEFICIT /CREDT_TS ALUM ROCK 194,963 223,316 - 28,353 4,000 (1) - 24,353 CAI-IPBELL 319,289 338,860 - 19,571 5,000 (1) - 141571 CUPERTINO 451,956 44-0-,-566 44-0-,-566 +11", 90' 3,000 (1) +147390 GILROY 205,908 198,352 + 7,556 + 7,556 LOS ALTOS 469,419 502,898 - 33,479 - 33,479 v1ILPITAS 311,469 305,756 + 5,713 209 400 (2) +26,113 !,'.ORGAN HILL 231,190 205,254 +251936 +251936 SARATOGA 422,243 411,435 +10,808 +10,808 2,606,437(3) 2-,625,437(3) ri (1) Special credit from state monies received for net imbalances of non - resident usage. (2) Credit from closing a library and from the rent -fee facility under Evergreen agreement. (3) The difference bete.een the totals involves the Milpitas credit. Rev. 7/9/31 C S) County of Santa Clara California July 30, 1981 Office of the County Librarian 1095 North Seventh Street San Jose, California 95112 293 -2326 Area Code 408 0 t31 7- .j/ (1 To: (Members of the Saratoga Library Commission Front: Barbara J. Campbell, County Librarian Subject: Comparison Among our Various Libraries of Staff Costs to Circulation I believe these are some comparisons that may help you in your study. 1. Comparison with other community libraries: .821 $39,398 .641 Circulation Staffing Cost Cost per July -June, 1980/81 1981/82 Circulation Saratoga Community Library 497,291 $373,945 .752 Campbell Library 410,462 $338,860 .826 Cupertino Library 545,853 $451,166 .827 Los Altos - Plain 528,563 $453,229 .857 2. Comparison with "Station Libraries" Circulation July -June, 1980/81 Saratoga Village Library 45,657 Sunnyhills Library 61,445 Woodland Library 142,799 Staffing Cost Cost per 1981/82 Circulation $37,490 .821 $39,398 .641 $49,669 .348 1 BJC:mm �. cc: Janice Yee, Supervising Librarian Lois Thomas, Community Library Supervisor An Equal Opportunity Employer memorandum To Barbara J. Campbell FROM Lois l'homas Count b r_a_ria n C onununity_1ibr ark! S_u p.e ry isor SUBJECT DA E Essential Needs - Justification 9/3/81 1. Professional Librarian II /I $30,000 An additional librarian at Saratoga Community Library would make possible: a. Improved reference and readers' advisory service particularly on the Adult Reference Desk, but also in the Children's Room. At present, patrons often have to wait their turns at the Reference Desk and the librarians must cut short the help they give because others are waiting for their assistance. Signs are used to indicate that only limited service is available or, at the Children's Desk, that the Desk is closed and help is available only at the Adult Desk. 1. Adult Desk hours during which a second librarian is usually needed but not now scheduled: 12:00 -2:00 M, Tu. Also, W, Th, F during the school yr. = 10 hrs. /wk. 4:45 -5:30 M through Th. (dinner time) = 3 " 2:00 -6:00 F as needed, especially during the school yr. = 4 " 6:00 -9:00 W, possible Th = 6 " 2. The hours when desk coverage is needed in the Children's Room include meal and break time if only one Children's Librarian is in the building and when both are doing a program, visiting schools, attending a meeting, or etc. approx. = 4 27 b. A better, more up -to -date book collection. An additional librarian will make it possible to schedule regular hours for "weeding" the collection to elimin- ate books which are no longer useful and for checking for reviews in order to locate and order suitable replacements and additional titles where subject demand indicates a need. C. More frequent contact with our Volunteer Coordinator and closer relations with our volunteers. With improved staffing, the Community Library Supervisor will spend less time filling desk schedule gaps resulting from vacations, illnesses, etc., and will be able to work more closely with volunteers. There are addi- tional projects for which it might be possible to recruit and train volunteers if time allows. d. Improved staff moral and efficiency. One additional professional on the staff will allow the overall schedule a little of the flexibility needed in order to permit time for brief training sessions and better staff communication. This will be reflected in better service to the public. 2. Office Clerk - 20 -hour Clerk (transfer from Village) $9,000 SACO presently has the same amount of clerical time, (3 FTE) Clerk II's circulating 42- 49,000 /month as it did at Quito circulating 30- 35,000 /month. That averages to 1 FTE Clerk II to 11,000 volumes checked out. The volume of clerical work has increased substantially with the increased circulation. 3. Janitor - 10 -hour Janitor (brings total to 40 hours per week.) $4,000 $43,000 REORDER CODE N0. 963077 © 26 -A REV 2/75 n, emorandu TO Mary Moss, Chair FROM Barbara J >Campbe 1 Saratoga Library �o�mis_sion County_Libr_ar- SUBJECT DATt Priority List of Services Needed at the Community Library 9 /3/81 (Full -year basis) Available Funds $48,320 I. Essential Needs 1. Full -time professional Librarian II /I position $30,000* (See attached sheet for details.) 2. Office Clerk (1/2 time) 9,000* (Transfer from Village; see attached sheet for justification. 3. Janitor (10 hours per week) 4,000* (Increase present 30 -hours per wk. to 40) $43,000* Balance $5;320 II. Options for Improved Service 1. For 1981 -82 a. Reestablish Film Circulation $2,000* (Addition of 10 paging hours per week) b. Book budget augmentation $3,320* to $5,320* 2. Future Options a. Monday morning opening $7,000* b. Tuesday morning opening $7,000* c. Sunday opening $14- 15,000* *Approximate Note: Already approved for available 1981/82 budget and approved by Board of Supervisors: Thursday night opening beginning September 17, 1981. REORDER CODE No. 963077 © 26 -A REV 2/75 STANDARD STR (WO This•is on ADDRESS OF BLDG. NO. STREET `\ PROPERTY 3 \F INSPECTED 14410 # Oak St. RAL PEST COMMOL !!L—not a Notice of Coml'blet!'fiqj CITY Saratoga DATE 43 -68338 3554 OLSEN DRIVE. SAN JOSE 95117, CALIF. 298 -4888 TERMITE Palo Alto area - �r,r\nc�nrnn 1 - - - - - -, 321 -4888 FIRM LICENSE NUMBER No 3150 ICO. REPORT NO. (it any) (STAMP NUMBER 520811H9 IWAM -411 1G A9X#�Tje on Board copy only O� D PEST CONTROL OPER- ATOR IS AN EXPERT 10 HIS FIELD. ANY QUESTIONS RELATIVE TO THIS REPORT SHOULD BE REFERRED TO Inspection Ordered by (Flame and Address)Mr. . Cunningham, Building Dept . , City AP-Saratoga, 13777 Report Sent to (Name and Address) Same (2c) /Fruityale Ave . , Sarato� Owner's Name and Address Cites of Saratoga, 13777 Fruitvale Ave., Saratoga Name and Address of a Party in Interest None requested _ —� w eee�ten nv. r _ L__ T _ — __ _ 1_ _ i irFMSF mn 1 /. r%1 mini —I eemrP $uaolomental Report fl Number of Poem YES CODE I SEE DIAGRAM BELOW YES CODE I SEE DIAGRAM BELOW YES CODE I SEE DIAGRAM BELOW YES CODE SEE DIAGRAM BELOW S— Suhterronean Termites B— Beetles —Other Wood Pests Z— Dampwood Termites EM— Excessive Moisture Condition K— Dry -Wood Termites FG— Faulty Grade Levels SL— Shower Leaks IA— Inaccessible Areas F— Fungus or Dry Rot EC— Earth -wood Contacts CD— Cellulose Debris FI— Further Inspection Recom. 1. SUBSTRUCTURE AREA (soil conditions, accessibility, etc.) Wet, ace es s i b i e , see below 2. Was Stall Shower water tested? None Did floor coverings indicate leaks? See notation 3. FOUNDATIONS (Type, Relation to Grade, etc.) Concrete, see below 4. PORCHES ... STEPS ... PATIOS Concrete 5. VENTILATION (Amount, Relation to Grade, etc.) Inadequate, see below 6. ABUTMENTS . Stucco walls, columns, arches, etc. Norte 7. ATTIC SPACES (accessibility, insulation, etc.) None 8. GARAGES (Type accessibility, etc.) None 9. OTHER See below DIAGRAM AND EXPLANATION OF FINDINGS (This roport is limited to structuro or structuros shown on diagram.) General Description One story frame library building with concrete block veneer. _ Inspection tag is located in subarea. Fences, fixtures on property not included in this report. Bridging block between joists at inner edge of foundation precludes complete inspection of these areas and no representations can be made for conditions between concrete block veneer and wall sheathing. Slight uneveness of floors noted due mainly to age and settling of structure. This condition did not appear to warrant replacement of floor coverings of • tongue and groove flooring at time of inspection. Any action considered to remedy this condition should be undertaken by separate contract with qualified contractor. Downspouts and drainage systems from roof should be evaluated by qualified contractor. This report contains no representations as to efficiency or condition of plumbing, heating, or wiring systems. Refer to paragraphs A, B, C, and D on last page of this report. Item 1: Evidence of drywood termite infestations noted in substructure at front and at rear wall. RE: Cover entire structure and fumigate with lethal gas for extermination of drywood termites. Uncover and ventilate. Cover or remove pellets. Item 2: Scrapwood on subarea soil bears some evidence of subterranean termite infestation from past. However, soil is extremely damp and no activity was apparent at time of inspection. RE: Remove cellulose debris from subarea. Treat soil, foundation, piers with chemicals toxic to subterranean termites. Item 3: Fungi infestations were noted in base of pier post at sever-al locations. . RE: Remove damaged pier posts where necessary. Replace with new material. Treat remainder with fungicidal chemical. Item 4: Evidence of fungi damage was noted to mudsills at front and side corner of this structure. RE: Cut out damaged areas as necessary and replace with new material. Item 5: Surface fungi was noted at several other points in this area. RE: Scrape infected areas and treat with fungicidal chemicals. , Item 6: Inaccessible area exists in area of cold air return ducts. Ducts did not appear ,to be in operation at time of this inspection. Signature YOU ARE ENTITLED TO OBTAIN COPIES OF ALL REPORTS AND COMPLETION NOTICES ON THt1021 TY FILED WITH THE BOARD DURING THE PRECEDING TWO YEARS UPON PAYMENT OF A.$2.00 SEARCH FEE TO: STRUCTURAL PEST CONTROL BOA STREET, SACRAMENTO, CA. 95814 SECOND PAGE OF STANDARD INSPECTION REPORT ON THE PROPERTY LOCATED AT: Address of Property Inspected _ 14410 Oak St. Sarat Bldg. No. Street City 520811H 4 -25 -80 Stamp No. Date of Inspection Co. Report No. (H any) RE for Item 6: Remove ducts from subarea. Complete inspection of area. Report findings. Item 7: Portion of substructure is inaccessible due to lack of clearance. RE: Excavate sufficient soil from this area to make accessible. Complete inspection. Report findings. Item 8: Access frame and trim are damaged by fungi. This material is in contact with soil- -two locations at rear. RE: Remove damaged framework and replace with new material. Item 9: Damage was noted to door sill and door frame at rear door. RE: Cut-out damaged sill and door frame and replace with new material. We recommend owner have new door installed at this location by contractor. Item 10: Fungi and drywood termite damage was noted at meter compartment. RE: Cut out damaged areas and replace with new material. Item 11: Subarea soil was found to be very wet. It would appear majority of moisture enters due to soil level at rear where water can enter vents and penetrate wall above foundation level through concrete block veneer. RE: We recommend owners contact drainage contractor for regrading of this area and installation of drainage systems as necessary. Item 12: This structure is constructed with the roof due to age of this roof, we recommend owners have roof evaluated by licensed roofing contractor. Item 13: Inspection of subarea indicated this structure would benefit by additional ventilation. RE:, We recommend additional ventilation be installed in conjunction with work outlined'in Item 11. Items-1 through 10 $3377.00 F (ZA), r� 0 g % 1�7 - -7 Do, A A VA) C-ss IT F (ZA), r� 0 g % .1 • .y SECOND PAGE OF STANDARD INSPECTION REPORT ON THE PROPERTY LOCATED AT: Address of Property Inspected 14410 Oak St. Saratoga Bldg. No. Street City 520811H 4 -25 -80 Stamp No. Date of Inspection Co. Report No. (if any) Exclusions of this report include: A. Areas under appliances, behind finished cabinets, carpeted floors, enclosed walls, insulated, painted, or otherwise concealed areas are deemed inaccessible for purposes of this report, and cannot be inspected without removal or defacing of.material. B. If requested we will reinspect this structure at a fee no less than the original inspection fee within a four (4) month period from the date of this report. This offer does not replace any requirement of license or local building permits and payment of those fees. This offer does not render any insurance coverage for compensation and /or other injury for others performing work or liability insurance covering property damage. No responsibility can be assumed by Clark Termite Control for any infes- tations, damage, or conditions disclosed during course of work on this structure. Nor does it render any guarantees or warranties, expressed or implied, on work performed by persons other than this company. C. All work performed by Clark Termite Control is guaranteed for a period of one (1) year, with the exception of toilet seals, shower glass replacement and sealing, grouting, and floor coverings, which are guaran- teed for a maximum of thirty (30) days. D. Payment is to be made directly to our office upon completion of work. In the event it is necessary to bring suit to collect sums due Clark Termite Control, pursuant to this agreement, the undersigned agrees to pay to Clark Termite Control reasonable attorney's fees and costs in an amount to be fixed by the court. Payments made more than thirty (30) days after completion of work are subject to a late charge of 10 %. Authorization Date Amount