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HomeMy WebLinkAbout01-26-2012 City Council Retreat minutes MINUTES SARATOGA CITY COUNCIL RETREAT SARATOGA PROSPECT CENTER JANUARY 26, 2012 Mayor Chuck Page called the meeting to order at 9:15 a.m. ROLL CALL PRESENT Council Members Manny Cappello, Howard Miller, Emily Lo, Vice Mayor Jill Hunter, Mayor Chuck Page ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Crystal Morrow, City Clerk John Cherbone, Public Works Director Mary Furey, Finance and Administrative Services Director James Lindsay, Community Development Director Michael Taylor, Recreation and Facilities Director Monica LaBossiere, Human Resource Manager Chris Riordan, Senior Planner REPORT OF CITY CLERK ON POSTING OF THE AGENDA City Clerk Crystal Morrow reported that pursuant to Government Code 54954.2, the agenda for the meeting was property posted on January 19, 2012. ORAL COMMUNICATIONS ON NON AGENDIZED ITEMS None AGENDA TOPICS 1. ICE BREAKER Monica LaBossiere, Human Resources Manager, led a brief Ice Breaker. 2. COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN Community Development Director James Lindsay provided reports on: Community Development Department work plan items proposed by the Planning Commission, including: o Development of a wireless telecommunications ordinance o Update to the City's green building regulations for residential buildings o Review of building height definition 1 o. Review height limit in the C -V Zoning District along Saratoga Sunnyvale Road Conditional Use Permit (CUP) Reimbursement Program and use of a provision in City Code that allows either the Planning Commission or Community Development Director to independently review existing CUPs under certain conditions, which does not require submittal of an application or payment of fees to amend a CUP Miscellaneous code updates proposed by staff to be included in the Community Development Work Plan to increase clarity, remove inconsistencies, or address issues related to consistency with State laws or City priorities Planning Commissioners Doug Robertson, Mary -Lynne Bernald, Tina Walia, and Pragati Grover answered Council questions and provided additional detail on the Commission's proposed additions to the Community Development Department Work Plan. COUNCIL DISCUSSION Councilmember Manny Cappello: Wireless ordinances or findings should not be prohibitive or too broad; developing wireless findings to guide decisions on wireless facilities would be helpful without being too restrictive Suggested that findings that guide applications for wireless facility installations be limited to design and aesthetic matters Councilmember Howard Miller: Any City regulations that impact installation of wireless facilities, including a wireless ordinance, should not prevent quality wireless coverage in the City Developing a process to evaluate applications for wireless facility installations may be a better approach than adopting restrictions to regulate installation of wireless facilities Expressed concerns about how changes to the City green building requirements might negatively impact residential development Items already on the Community Development Department Work Plan should be a higher priority than those added at the Council Retreat Indicated support for continuation of the CUP Reimbursement Program Council Member Emily Lo: Expressed concerns about the political sensitivity associated with development of a wireless ordinance Current height limits in the C -V District are acceptable Vice Mayor Jill Hunter: Disagreed with the statement in the staff report that indicated that the 20 foot height limit impacts commercial development Allowing outdoor music outside a business may disrupt neighbors Indicated current City of Saratoga green building requirements for residential buildings are easy to meet Current height limits in the C -V District are acceptable 2 Opposed including an amendment to the CUP process to distinguish between businesses that sell alcohol for off -site consumption and businesses that sell alcohol to be consumed on -site as part of the Community Development Work Plan Opposed amending the Code to allow outdoor music outside a business in the C -H District as part of the Community Development Work Plan Did not support continuation of the CUP Reimbursement Program Mayor Chuck Page: If changes to outdoor music proposed by staff in the miscellaneous code updates are made, they should not be limited to acoustic music The CUP process should distinguish between businesses that sell alcohol and businesses that sell alcoholic drinks to be consumed on site, such as wine tasting Any regulations related to wireless facilities should not restrict unanticipated advances in technology Changes to City green building regulations should not negatively impact residential development It is unnecessary to make modifications to the C -V District height limits at this time COUNCIL DIRECTION Council added the following items to the Community Development Work Plan for 2012: 1. Miscellaneous Code Updates recommended by staff 2. Wireless ordinance (limited to findings) 3. Update City's green building regulations for residential buildings to be consistent with the State's Green Building Code 4. Building height definition (education only) 5. Amend the CUP process to distinguish between businesses that sell alcohol for off -site consumption and businesses that sell alcohol to be consumed on -site 6. Amend Code to allow music outside a business in the C -H District Council supported continuation of the provision in City Code that allows either the Planning Commission or Community Development Director to independently review existing CUPs under certain conditions, which does not require submittal of an application or payment of fees to amend a CUP. Staff was directed to return with funding options for the CUP Reimbursement Program in the proposed Fiscal Year 2012/13 budget. Council returned to this item at 3:09 p.m. to discuss the Community Grant Program. Community Development Director James Lindsay reported that starting in Fiscal Year 2012/13, Santa Clara County will administer and determine the allocation of CDBG public service funds. Consequently, the City will no longer receive an allocation of CDBG public service funds or determine allocation of these funds. In 2008, Council adopted a policy that matched funding for the City's Community Grant Program to the amount of CDBG public service funds received by 3 the City. With the County overseeing administration of the CDBG public service funds, the City will no longer receive these funds and no longer has a basis to determine funding levels for the Community Grant Program. Community Development Director James Lindsay requested Council direction on how to proceed with the Community Service Grant Program and presented the Council with four alternative actions: 1. Fund the Community Grant Program at last year's level ($28,348); 2. Fund the Community Grant Program at the estimated level that would have occurred this year if the CDBG program had no changes (approximately $26,500); 3. Temporarily suspend the Community Grant Program; or 4. Discontinue the Community Grant Program. PUBLIC COMMENT Kathleen Casey spoke on this item and urged the Council to maintain the existing application process for the Community Grant Program. COUNCIL DISCUSSION Council Member Manny Cappello: Maintaining funding for the Saratoga Area Coordinating Council (SASCC) and West Valley Community Services Comprehensive Emergency Assistance Program is a priority Council Member Howard Miller: Proposed allocating Community Service Grant Funds to SASCC, the Catholic Charities Long Term Care Ombudsman Program, and West Valley Community Services Comprehensive Emergency Assistance Program Council Member Emily Lo: The existing application process for Community Service Grant funds should be maintained, despite the loss of City of Saratoga authority to allocate Community Development Block Grant funding Opposed allocating grants to SASCC, the Catholic Charities Long Term Care Ombudsman Program, and West Valley Community Services Comprehensive Emergency Assistance Program without holding an application process first Vice Mayor Jill Hunter: Maintaining funding for the SASCC is a priority Mayor Chuck Page: Supported maintaining the Community Service Grant Program funding the Fiscal Year 2012/13 proposed budget at $26,500, eliminating the application process used to allocate both Community Service Grant Program and Community Development Block Grant funds in prior years, and allocating Community Service Grant Program funding to SASCC, West 4 Valley Community Services Comprehensive Emergency Assistance Program, and the Catholic Charities Long Term Care Ombudsman Program, COUNCIL DIRECTION Fund the Community Service Grant Program in the Fiscal Year 2012/13 proposed budget at $26,500 and include the following grant disbursement from the Community Service Grant Program in the proposed budget: $20,000 for the SASCC $3,250 for the Catholic Charities Long Term Care Ombudsman Program $3,250 for West Valley Community Services Comprehensive Emergency Assistance Program 3. CITY OF SARATOGA STRATEGIC PLAN City Manager Dave Anderson introduced the item and recounted some of the City's significant accomplishments, which occurred in the last 11 years. Many of these accomplishments would have been identified as objectives to achieve Council goals, if the City had a formal strategic plan. Accomplishments identified by City Manager Dave Anderson included: West Valley College stadium lawsuit/settlement agreement between City, WVC, and the Neighborhood Association Library project Eliminate noise on Highway 85 Parks renovation project (Congress Springs /Kevin Moran/Azule /Quito) TEA reinstatement Improve relations with West Valley College /Chamber of Commerce/Mountain Winery /Montalvo New contracts with all outside agencies (Hakone, SASCC, Friends of the Saratoga Libraries, Historical Foundation) Established multiyear Capital Improvement Plan Highway 9 safety improvements Village safety and beautification Elimination of septic systems citywide Gateway improvements North Campus acquisition and improvements Joe's Trail at Saratoga DeAnza Congress Springs Quarry acquisition Development of Saratoga -Monte Sereno Community Foundation General Plan updates, including Circulation, Land Use, and Housing Green buildings and solar Scanning paper archives into Laserfiche Upgraded technologies (RecTrac, Pentamation, Trackit, Agenda Manager, Website) Median infrastructure restoration and replanting Facility restoration from years of deferred maintenance Modernization of fleet vehicles and equipment 5 ADA upgrades (sidewalks, signals, City facilities) Storm Sewer improvements /flood mitigation City Manager Dave Anderson suggested that the Council develop a formal strategic plan to guide City government. This plan would be tailored to provide guidance and direction to the City government and is different from a strategic plan oriented towards the community. However, as the elected representatives of the Saratoga community, Council input will help ensure that the City's strategic plan reflects the community's interests. City Manager Dave Anderson then shared a list of example objectives that could be included in the strategic plan. These included: Revitalizing, branding, and marketing the Village Rebuilding post recession internal service funds and reserves Developing Congress Springs Quarry property Completing trail segments in Trails Plan Design and construct Village Creek Trails Adopt updated Safety and Noise Elements Develop thematic signage for City to guide visitors to notable places in or near Saratoga Complete medians on Prospect Road Build stand -alone Council Chambers Refurbish Joan Pisani Community Center Finalize TEA Allocation Continue scanning paper archives into Laserfiche Continue ADA upgrades to City Facilities Finance and Administrative Services Director Mary Furey then explained the proposed strategic plan format and development process for the strategic plan. Finance and Administrative Services Director Mary Furey also shared a list of proposed strategic plan goals and sought Council input. COUNCIL DISCUSSION Council Member Manny Cappello: A strategic plan would be a very useful tool for the City If a strategic plan is developed and adopted, the City should conduct periodic reviews to see if the plan is being followed or needs to be revised Infrastructure outside of the City's control affects the quality of life of Saratoga residents and the strategic plan should consequently reflect the City's interests in infrastructure maintained by other organizations Branding all of Saratoga should be a priority for the entire City Continued trail expansion and development and implementation of a master plan for the Quarry property are a priority Council Member Howard Miller: Acknowledged City of Saratoga's achievements related to finance, including: 6 o Attaining the highest bond credit rating from Standard and Poors (AAA) and Moodys (Aaa) o Saratoga Library General Obligation Bond Refunding, which will save Saratoga taxpayers $2.677 million over 20 years o Government Finance Officers Association Budget and Comprehensive Annual Financial Report Awards o Business License Compliance Audit o Establishment of Budget and Finance Policies The City of Saratoga's strategic plan should reflect the City's aggressive pursuit of grants and the initial engineering work performed on unfunded capital projects to be prepared for grant opportunities The strategic plan should include legislative changes enacted by Council that promote sustainability, as well as internal projects that increase the sustainability of City operations Proposed addition of a 2 -year rolling budget to future City goals Council Member Emily Lo: Branding should be a priority project in the future Economic development should be a priority for the City Vice Mayor Hunter: Maintaining the City's heritage is a priority The entire Council should be involved in refining and adopting the strategic plan Once the strategic plan is finalized, it should be reviewed and updated on a regular basis Mayor Chuck Page: Future City priorities should include increasing "Community Cohesiveness" COUNCIL DIRECTION Conduct a study session on the strategic plan to review and refine goals, objectives, and strategies, as well as identify future goals The draft strategic plan and proposed future goals will be sent to Council in advance of the study session Once adopted, the strategic plan will be reviewed on a regular basis to be updated as needed 4. SOCIAL MEDIA POLICY In the interest of time, Council deferred discussion on the social media policy and agreed to review it a future meeting. 5. SENIOR SERVICES Recreation and Facilities Director Michael Taylor provided a status report on the Saratoga Area Senior Coordinating Council (SASCC), including budget and operational strategies being considered by the SASCC Board of Directors. 7 SASCC Chair Mark Chapman, SASCC Executive Director Susan Huff, and SASCC Board Members Ann Waltonsmith, Dick Angus, Steve Wong, and Kathy Schuda were present to answer questions. SASCC Chair Mark Chapman shared that the Board is contemplating raising Adult Day Care fees and committed to balancing the SASCC budget through a variety of measures, including staff reductions, salary cuts, and furloughs. Mayor Chuck Page supported efforts to increase fees, including a two tiered fee system. COUNCIL DIRECTION SASCC should appeal to the Santa Clara County Board of Supervisors to request adjustments to Community Development Block Grant allocations 6. MID -YEAR BUDGET FORECAST Finance and Administrative Services Director Mary Furey presented a report on the mid -year budget status and budget forecast. The report included an update on: Changes in business license revenues Savings from the City's contract with the Santa Clara County Sheriff's Office Changes in property tax revenues Increases in fees, licenses, and permits Changes in internal service charges Forecast assumptions COUNCIL DISCUSSION Council Member Howard Miller: The reserve policies, especially as they relate to the Community Development Department, should be reviewed by the Finance Committee Mayor Chuck Page: The Council may want to reconsider the Community Development Department's cost recovery requirements Suggested that the Finance Committee review finance policies before budget development COUNCIL DIRECTION The Finance Committee will review the reserve policies before development of the proposed Fiscal Year 2012/13 budget 8 7. ENVIRONMENTAL SUSTAINABILITY Kimberly S. Thomas, Assistant to the City Manager for the City of Mountain View and Management Talent Exchange Program Participant for the City of Saratoga, provided a report on the City of Saratoga's environmental initiatives, required and voluntary greenhouse gas reduction actions, best practice recommendations, and options for future consideration. COUNCIL DIRECTION The Council directed staff to maintain current practices At 3:09 p.m., Council returned to the Community Development Work Plan to discuss the Community Grant Program. 8. RETREAT WRAP UP Mayor Chuck Page and City Manager Dave Anderson reviewed direction and outcomes for each of the agenda item for clarification and confirmation. COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN The following items were added to the following items to the Community Development Work Plan: 1. Miscellaneous Code Updates recommended by staff 2. Wireless ordinance (limited to findings) 3. Update City's green building regulations for residential buildings to be consistent with the State's Green Building Code 4. Building height definition (education only) 5. Amend the CUP process to distinguish between businesses that sell alcohol for off -site consumption and businesses that sell alcohol to be consumed on -site 6. Amend Code to allow music outside a business in the C -H District Council supported continuation of the provision in City Code that allows either the Planning Commission or Community Development Director to independently review existing CUPs under certain conditions, which does not require submittal of an application or payment of fees to amend a CUP. Staff was directed to return with funding options for the CUP Reimbursement Program in the proposed Fiscal Year 2012/13 budget. Staff was directed to fund the Community Service Grant Program in the Fiscal Year 2012/13 proposed budget at $26,500 and include the following Community Service Grant Program allocations: $20,000 for the Saratoga Area Senior Coordinating Council $3,250 for the Catholic Charities Long Term Care Ombudsman Program 9 $3,250 for West Valley Community Services Comprehensive Emergency Assistance Program CITY OF SARATOGA STRATEGIC PLAN Staff was directed to: Schedule a Council Study Session on the strategic plan to review and refine goals, objectives, and strategies, as well as identify future goals Send the draft strategic plan and proposed future goals to Council in advance of the Study Session After adoption, review the strategic plan on a regular basis to be updated as needed SOCIAL MEDIA POLICY Discussion on the social media policy was postponed. SENIOR SERVICES Council encouraged SASCC to approach the Santa Clara County Board of Supervisors to request adjustments to Community Development Block Grant allocations. MID -YEAR BUDGET FORECAST Staff was directed to bring reserve policies to the Finance Committee to be reviewed before development of the proposed Fiscal Year 2012/13 budget. ENVIRONMENTAL SUSTAINABILITY Council directed staff to maintain current practices related to environmental sustainability. ADJOURNMENT Mayor Chuck Page adjourned the meeting at 4:11 p.m. Respectfully submitted: c., MA wv�) Cryst Morrow, City Clerk 10