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12-18-2013 Written Communications
of SARq\ o� �t /FOR% AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL DECEMBER 18, 2013 SPECIAL MEETING — 5:30 P.M. — ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER — 5:30 P.M. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on December 13, 2013) COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS ON NON- AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. COUNCIL DIRECTION TO STAFF Instruction to Staff regarding actions on current Oral Communications. WORKPLACE SAFETY TRAINING — 5:30 P.M. CALL JOINT MEETING TO ORDER — 6:00 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE 1. Joint Meeting with the Hakone Foundation Board of Directors Recommended Action: Informational only. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 4081868 -1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA title III Certificate of Posting of Agenda: I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for public review on December 13, 2013 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www. Saratoga. ca. us. Si ed this 13`h day of December 2013 at Saratoga, California. Crystal othelio, City Clerk 2 City of Saratoga CITY COUNCIL JOINT MEETING Meeting Discussion Topics Joint Meeting with Hakone Foundation Board of Directors December 18, 2013 1 6:00 p.m. Saratoga City Hall I Administrative Conference Room 6:00 p.m. Dinner & Introductions 6:15 p.m. Hakone Gardens Lease Agreement Amendment 6:35 p.m. Noise Complaints 6:45 p.m. Other Remarks & Wrap Up * The Regular City Council Meeting begins at 7:00 p.m. in the Civic Theater. Joint meeting attendees are invited to attend the Regular Meeting and share an overview of the joint meeting with the public during Oral Communications. CITY OF SARATOGA INJURY AND ILLNESS PREVENTION PROGRAM (11PP) WORKPLACE SECURITY POLICY As required by California Code of Regulations, Title 8, Section 3203 FOR ELECTED OFFICIALS December 18, 2013 Presented by Monica LaBossiere and Thomas Scott Captain Ken Binder, Division Commander, West Valley Patrol THE CITY'S- INJURY AND ILLNESS PREVENTION a*] lei. 19, Is required by Cal/,OSHA health and safety regulations for all City sites Reflects the City's policy on employee safety � Specifies procedures to maintain a safe and healthful workplace for employees INJURY AND ILLNESS PREVENTION PROGRAM Consists of several required components: 1. Safety responsibilities of all employees 2. Compliance with safety and health regulations 3. Communication of safety and health information to employees 4. Inspection and Hazard. Correction 5. Employee Injury and Reporting 6. Employee Training and Instruction 7. Recordkeeping 8. Safety Committee Safety and Risk Management Safety Committee: im Identifies and mitigates hazards to reduce employee injury loss exposures Mitigates employee safety hazards through proactive safety inspections and evaluates causes of employee injuries for corrective action and future prevention Thomas Scott serves as the Safety Committee Chair Risk Management Committee: s Identifies and mitigates hazards to reduce general liability, auto, and property loss exposures Develops and implements citywide best practices Michael Taylor serves as the Risk Committee Chair Richard Taylor, City Attorney serves on the Committee CITY'S WORKPLACE SECURITY POLICY Workplace Violence is any conduct that causes an individual to' reasonably fear for his or her personal safety or the safety of co- workers, and /or property. CITY'S WORKPLACE SECURITY POLICY Employees are prohibited from engaging in, joking about, or promoting acts of intimidation or violence. in Employees are encouraged to immediately notify supervisor (or call 911) when a person is acting in a suspicious (or violent) manner. Sheriff's Office 408.299.2311 (After Hours, Non - Emergency Emergency Calls) 9 -1 -1 (Emergency Calls) COUNCIL CHAMBER EVACUATION PLAN Presented by Captain Ken Binder If a critical incident begins to unfold: 1. Get Down— Get off seat, get low to the ground using the tables to conceal your position. 2. Stay Down— Stay low to the ground and crawl towards the rear of the council chambers behind the curtains. 3. Move to Safet y —Crawl to the rear exits located on both sides of back stage area as quickly as possible. 4. Move to R ally Point —Move quickly to the pre - designated rally point and wait for Law Enforcement. 5. NOTE: The City Manager will provide you with the CONFIDENTIAL "Rally Point" location and the "Threat Word" at a later date. FINISHED Questions? Administrative Policy Prepared by: Monica LaBossiere, Human Resources Manager, Finance and Administration Department Effective Date: September 11, 2012 Dave Anderson, City Manager SUBJECT: INJURY AND ILLNESS PREVENTION PROGRAM - UPDATED AND RE- ISSUED SEPTEMBER 10, 2012 City of Saratoga Injury and Illness Prevention Program IIPP Folder Location: City Shared "O" Drive /City Documents /Safety /IIPP IIPP File Name:lnjury and Illness Prevention Program (IIPP) City of Saratoga TABLE OF CONTENTS SECTION........................................................................................... ............................... PAGE 1.0 PURPOSE.. .:....................................................._.................................... ....I.......................... 1 2.0 SAFETY RESPONSIBILITIES .......... ................................................:........... ............................... 1 2.1 CITY MANAGER ............................._......................................................... ............................... 1 2.2 DIRECTORS, MANAGERS, SUPERVISORS, CREW LEADERS ..................................................... . 1 2.3 ALL EMPLOYEES ...................................................................................... ............................... 3 3.0 COMPLIANCE ........................................................................................... .......................:......3 4.0 CO. MMUNICATION ................................................................................... ..............................4 5.0 HAZARD ASSESSMENT, ACCIDENT /EXPOSURE INVESTIGATION, INSPECTION, AND HAZARD COR' RECTION ..................................................._....................................... .:............................. 4 5.1 WHEN HAZARDS NEED TO BE IDENTIFIED & EVALUATED ...................... ............................... 4 5.2 INSPECTION AND.HAZARD CORRECTION ... ..........................:................. ............................... 5 6.0 OCCUPATIONAL INJURY AND ILLNESS REPORTING ................................ ............................... 6 6.1 EVALUATION AND CORRECTION OF INJURY., ACCIDENT, OR EXPOSURE .............................. 7 6.2 REPORTING TO CAL - OSHA ........................................................................ .................:............8 7.0 TRAINING AND INSTRUCTION .I .............. 9 8.0 RECORD KEEPING :.............................. ...... ................ ... .......... 10 f ATTACHMENTS A Inspection And Correction Form (page 11) Inspection Zones (Backside of Inspection and Correction Form) (page 12) B Employee's Report of Work Related Injury /Illness (page 13) C Supervisor's Report of Work Related Injury /Illness (page i4). D Employer Report of Occupational Injury or Illness (Form 5020) (page 15) E Workers Compensation Employee Claim Form (DWC -1) (page 16) F Witness To A Job Related Injury (page 17) G Records Retention Requirements (page 18) H Toolbox Meeting Record (page 19) I Safety Suggestion Form (page 20) J IIPP Employee Safety Training Plan (page 1 through 5) K Employee Acknowledgment of Policy Form (page 1) 1.0 PURPOSE The City'has established this Injury and Illness Prevention Program (IIPP) to meet or exceed the requirements of applicable safety laws, including California Code of Regulations, Title 8, Section 3203 of the General Industry Safety Orders. The objective of the program is to prevent injuries and illnesses in the workplace, and engage City employees in maintaining a safe and healthy work environment. The IIPP includes information on the City implementation of the safety program's critical elements: • Responsibilities • Compliance • Communication • Hazard. Assessment, Accident /Exposure Investigation, Inspection, and Hazard Correction • Occupational Injury and Illness Reporting • Occupational Injury and Illness Inspection and Corrective Action • Training and Instruction • Recor.dkeeping The IIPP applies to full and part-time employees, and temporary employees. The IIPP also applies to volunteers performing work for the City without compensation. Adherence to the .requirements of this program is required by all employees and volunteers as described. 2.0 SAFETY RESPONSIBILITIES The City/ recognizes that the responsibility for safety and health is shared: 2.1 CITY MANAGER The City Manager is responsible for general oversight of the IIPP and holding Department Director's accountable for the implementation and compliance of the IIPP throughout their department and divisions. 2.2 DIRECTORS, MANAGERS, SUPERVISORS, CREW LEADERS All City personnel responsible For employee supervision shall: a. Implement and comply with the IIPP. b. Identify exposures to health and safety associated with all tasks in which city employees are involved and assure employees are properly trained to perform tasks safely, use proper personal protective equipment and have knowledge of how to protect other employees and non - employees during various operations. UPDATED AND RE- ISSUED SEPTEMBER 11, 20 12 0 C. Provide safety training and instruction when: 1. Safety policies and programs are first established or revised. 2. New employees are hired (orientation safety training). 3. Employees are assigned to a new area or task where specialized training is needed. 4. New substances, operations, procedures or equipment are introduced that represent a new hazard or risk. 5. The City is made aware of a new or previously unrecognized hazard. And 6. Supervisors familiarize themselves with hazards to which employees under their supervision may be exposed. d. Require and monitor that his /her employees are following City safety procedures and policies. e. Monitor compliance with safety procedures. If any employee fails to follow the City's safety procedures, the employee's supervisor should: 1. Inform the employee of the violation II. Inform or remind the employee of the correct procedure III. Require compliance and monitor that the employee complies and corrects the unsafe practice or procedure IV. Remind the employee of the City's disciplinary policy for safety violations. f. Have current knowledge and understanding of all safe work practices. g. Require and monitor that employees are wearing all required personal protective equipment (PPE). h. Require and monitor that employees are not performing tasks for which they have not received proper training. i. Conduct "tailgate" safety meetings periodically to. ensure the safety procedures for specific operations or a day's agenda are. explained by the supervisors and will' be enforced by supervisors. j. Report any injury or near miss in accordance with section 6.0 of the IIPP. k. Investigate and document all injuries, illnesses, and near -miss accidents to determine the cause and to prevent reoccurrence in accordance with section 6.1 of the IIPP. I. Require and monitor that every employee participates in safety training with respect to hazards specific to the employee's job classification or assignment. If an employee misses safety training, require and monitor that the employee receives the required make -up training prior to the job assignment. M. Understand and be aware of all hazards associated with job assignments. n. Require and monitor that all tools and equipment used in the Division or Department are safe and if a hazard exists, initiate action to have the condition corrected or repaired. o. Encourage employees to report workplace hazards without fear of retaliation and provide prompt reports on the status of hazard correction. p. Require and monitor contracts, which require non -City of Saratoga employees to conduct work on behalf of the City, provide documentation of appropriate safety training, and have a mechanism of safety oversight as part of the project management plan. UPDATED AND RE- ISSUED SEPTEi•IBER 11, 2012 2.3 ALL EMPLOYEES Although the employer and management strive to provide employees with a safe and healthy workplace in compliance with applicable laws, all employees are ultimately responsible for their own safety_ and serve as the eyes and ears of the City. All employees must: Be knowledgeable of and comply with the IIPP. Attend all required safety training classes with respect to hazards specific to the employee's job classification or assignment. If an employee misses safety training, the employee is required to attend a make -up safety training rp for to the job assignment. C. Comply with each rule in the City's Code of Safe Practices. Work with management in updating the City's Code of Safe Practices or any other work practice so that the most up -to -date and comprehensive safety procedure is being followed. e. Promptly report any unsafe or potentially dangerous situation to their supervisor so that the situation may be abated. Promptly report safety concerns. If an employee has a safety concern, promptly notify management either in writing or verbally. If the employee feels that their observation, suggestion or concern is going unnoticed and that the hazard still exists, the employee may contact Human Resources to explain the situation. g. Understand that an employee shall be disciplined for failure to follow safe procedures and /or directives. (See Discipline Policy of the City of Saratoga Personnel Rules and Policies). Encourage fellow employees to keep the safety "mindset" and follow safe procedures. L, Report workplace hazards without fear of retaliation. 3.0 COMPLIANCE The City is committed to enforcing its Injury and Illness Prevention Program. In order to do so, and as appropriate and at its discretion, the City will positively recognize those employees who consistently comply with the City's safety policies and procedures. Conversely, all employees, including supervisors, managers and Department Heads, who fail to comply with the City's safety policies and procedures, may be subject to disciplinary action, up to and including, termination (See Discipline Policy of the City of Saratoga Personnel Rules and Policies). Supervisors (including lead workers, supervisors, managers, and department directors) must be aware of all hazards related to operating equipment or tasks being performed by their employees. Before a task or job is to be started, an evaluation of the hazards associated with it needs to be identified. Supervisors cannot task an employee until the employee has been properly training on the potential hazards of a task. When completing annual employee performance evaluations, Supervisors consider safety performance a key responsibility of each employee's overall job performance. UPDa "rED AND RE- ISSUED SEPTE-NISER 11, 2012 4.0 COMMUNICATION Communication is an important part of the IIPP. The City believes the best way to communicate and maintain the safety "mindset" is through the following means: a. A bulletin board for written communication, relevant safety topics, and posted temporary hazards. Since the employee is often in a better position to spot potential hazards in the work areas, we have placed suggestion boxes and forms in City facilities employee break areas (Reference Appendix I for the Employee Safety Suggestion Form). Employee input with regard to safety is encouraged. All suggestions will be reviewed at the Safety Management Committee Meeting with a response given in a timely manner to the person making the suggestion. In the event of an anonymous suggestion, a response will be written and posted on the safety bulletin board.. c. Safety posters and signs posted and the City's Emergency Action Plan, Code. of Safe Practices, and IIPP placed in common areas for quick and easy access to safety information. .A City internal newsletter produced periodically, as staff resources are available, with risk management and safety topics included, and the distribution of a variety of educational safety and health related information to employees. d. A standing,Safety Management Committee that meets at least on a quarterly basis. The City's Safety Committee Chairperson is the Facilities Supervisor and the Safety Committee is composed of at least one employee representative from each City department. e. For those areas identified as being covered by the Construction Safety Orders, the supervisor or designated employee shall conduct a "tailgate" safety meeting, or equivalent, with'their crews at least one time per month to emphasize safety. Since it is generally not known who is or will be covered under the Construction Safety Order at any given time, all field staff will fall under this requirement.. All safety meetings are documented and filed by the supervisor. f. Employees are required to report promptly a6y unsafe or potentially dangerous situation to their supervisor so that the situation may be abated. g. Employees are required to report any injury or near miss per section 6.0 of the IIPP. The supervisor, Human Resources Division, and the Safety Committee will perform an inspection and correction per section 6.1. 5.0 HAZARD ASSESSMENT, ACCIDENT /EXPOSURE INVESTIGATION, INSPECTION, AND HAZARD CORRECTION 5.1 WHEN HAZARDS NEED TO BE IDENTIFIED & EVALUATED a. When Safety Orders of the California Code of Regulations that govern the operation or activity (e.g., General Industrial Safety Orders, Construction Safety Orders, etc.) are revised. b. During the accident, near =miss, or exposure investigation process. Procedures for investigating workplace accidents, near - misses, and hazardous substance exposures include: 1. Interviewing injured workers and witnesses; 2. Examining the workplace for factors associated with the accident /exposure /near -miss; 3. Determining the cause of the accident /exposure /near -miss; UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 4. Taking corrective action to prevent the accident /exposure /near -miss from reoccurring; and 5. Recording the findings and actions taken. c. When established, based on the initial hazard evaluation conducted by contracted safety consultant. d. When revealed during a routine inspection. e. Whenever new substances, process, procedures, or equipment are introduced to the work place that represent a new safety hazard. All equipment is to be operated with the manufacturer's instructions, as specified in the equipment's operating manual. f. Whenever the City is made aware of a new or previously unrecognized hazard. g. When employee safety suggestions are made regarding a hazard. 5.2 INSPECTION AND HAZARD CORRECTION Periodic inspections are designed to monitor that safe conditions are maintained and safe practices are being followed. Inspections are essential to help identify new or previously unrecognized hazards. Inspection reports Will be given to the appropriate managers and supervisors responsible for the inspected area(s) who will require and monitor that the hazard is corrected or managed. The Safety Committee will conduct inspections of City Hall, Recreation, Corporation Yard, and other City buildings and outside areas (e.g. parking lots, sidewalks of City operated facilities) annually. Managers and. Supervisors are expected to conduct informal inspections periodically (e.g., ,quarterly) to monitor safe working conditions. a. When a .hazard is identified by any person, all personnel exposed to the hazard are to be warned and notified in writing of the hazard and potential danger. This may be done by any supervisor or employee. The documentation must be maintained as a record by the supervisor with a copy of the documentation provided to the Safety Committee (Reference Appendix A for the Inspection and Corrective Action Form). b. Hazards identified during inspections shall be corrected in a timely manner. If a serious hazard cannot be immediately abated without endangering workers and /or property, the City will remove all exposed workers from the area except those necessary to correct the existing condition. c. Workers correcting any hazardous condition shall be provided with the necessary protection. d. If there is a piece of equipment or a procedure that is immediately dangerous to life and health, the condition is to be corrected immediately. If the condition cannot be corrected immediately, the hazardous equipment is to be locked and /or tagged out of service (or procedure discontinued). e. All safety violations, hazards and safety concerns will be documented. f. A supervisor will designate who will fix the hazard and a completion date is to be established and the supervisor will monitor completion. When the problem is fixed, the documentation must be maintained as a record by the supervisor with a copy of the documentation provided to the Safety Committee (Reference Appendix A for the Inspection and Corrective Action Form). UPDATED AND RE- ISSUED SEPTEAMBER 11, 20`12 6.0 OCCUPATIONAL INJURY AND ILLNESS REPORTING Once an occupational illness, accident, injury, or near miss occurs, a report must-be completed immediately by the employee and the employee's supervisor. The documents that must be completed are: 1. Employee Report of Work Related Injury /Illness (Appendix B) 2. Supervisor's Report of Work Related Injury or Illness (Appendix C); 3. Workers' Compensation Employee Claim Form DWC 1, if applicable (Appendix D); 4. Employer Report of Occupational Injury or Illness (Form 5020, Appendix E); and if applicable, 5. Witness to a Job Related Injury (Appendix F). In the event of a "near miss" incident, an informal analysis of the occurrence with preventive action will be documented and filed by the supervisor. Employee's Report of Work Related Injury /Illness (Appendix B) To be completed by the injured employee, and submitted to their supervisor within 24 hours of injury. Supervisor's Report of Iniury /Illness (Appendix C) The injured employee's supervisor must complete this form and submit to Human Resources within 24 hours of receiving notice of injury. No 'part of this form is to be completed by the injured employee. Workers' Compensation Employee Claim Form DWC 1 (Appendix D) The Supervisor must provide this form to the employee within 24 hours of learning of the injury or illness. The employee should complete, sign, and return the form to the supervisor within 24 hours of the employee's receipt. The Supervisor must submit the form to the Human Resources Division immediately upon receipt. a. Employee: Fill out Employee portion of Employee Claim Form DWC 1 (Appendix D), top portion. Make a copy for your personal records, and give original.to Supervisor for completion. (Appendix D contains actual form; full length information and instructions can be found on our 0: Drive). b. Supervisor: Fill out Supervisor portion of the Employee Claim Form DWC 1(Appendix D) bottom portion, give copy of completed form back to the employee, retain a copy in.a file as evidence of submission, and submit, completed original to Human. Resources Department. Employer's Report of Occupational Iniury or Illness, Form 5020 (Appendix E) The employer (Human. Resources Division) must fill out and complete the Employer's Report of Occupational Injury or Illness, Form 5020 (Appendix E) when an employee suffers an occupational injury or illness if: a. The occupational injury or illness results in lost time, defined as the employee is unable to work for a full day or shift after the date of the injury as a result of the injury or illness, or The occupational illness or injury requires medical attention, including first aid. Form 5020 will also be completed for first aid rendered by the City's third -party occupational medical clinic in-order to provide documentation that the resulting bill is to be paid on the City's behalf by the City's workers compensation.claims third - party administrator. Doctor's First Report Form If the employee goes to the doctor, a copy of the Doctor's First Report. of Occupational Injury or Illness (Form 5021) should be submitted to the City's workers compensation third -party administrator (TPA) by the healthcare provider. UPDA "rED AND RE- ISSUED SEPTEMBER 11, 2012 5.1 EVALUATION AND CORRECTION OF INJURY, ACCIDENT, OR EXPOSURE Working in collaboration with the supervisor, the Human Resources Division and the Safety Management Committee will evaluate the cause of the injury, accident, or exposure and determine what actions need to be taken to protect other employees. The correction protocol that is used may include one or more of the following: a. Engineering control (i.e. cones, flags, lights, etc.) b. Personal Protective Equipment (PPE) c. Administrative control (i.e. no employee shall work alone; all employees with long hair will tie their hair, etc.) d. New safety rule e. Employee training PHYSICAL HAZARDS The supervisor shall accomplish corrective actions required for physical hazards by immediately correcting the hazard, identifying the appropriate person to correct the hazard, or ensuring that any hazardous equipment or machinery is locked and /or tagged out. If the hazard cannot be immediately corrected by the supervisor, the supervisor will determine the appropriate person to correct the hazard and establish a deadline by which. the hazard must be corrected. The supervisor will follow up to monitor that the physical hazard has been corrected. For hazards that require attention from the Facilities Maintenance Division, a work order form will be icompleted. PROCESS OR PROCEDURAL HAZARDS The supervisor shall accomplish corrective actions required for process or procedural hazards by reviewing the process or procedure in question with his /her Department Head. The City's Safety Management Committee, and /or health and safety consultant will devise a plan to correct the hazardous exposure. Current and appropriate City procedures will be followed in order to create, revise,. or update process and procedures that present a hazard to City people and property. BEHAVIORAL HAZARDS AND PREVENTION THROUGH INFORMATION AND TRAINING The supervisor shall accomplish corrective actions required for behavioral hazards by first meeting with the employee engaging in the unsafe or hazardous behavior to inform him /her of the unsafe practice, educate him /her of the safe and correct practice, and request that the employee comply immediately with the safe and correct practice. If an employee continues to engage in the unsafe or hazardous behavior after the supervisor has met with the employee as described above, the employee may be subject to disciplinary action, up to and including termination. UPDATED AND 12E- ISSUED SEPTEMBER 11, 2012 6.2 REPORTING TO CAL -OSHA All serious injuries and illnesses as defined in 8 CCR Section 342(a) ( http: / /www.dir.ca.gov /title8 /34.2.html) and 8 CCR Section 330(h) (http: / /www.dir.ca.gov /title8 /330.html) or any death occurring in a place of employment or in connection with employment must be reported to Cal /OSHA immediately by the Human Resources Manager, the Risk Manager, the Safety Coordinator, the City Manager, or a department director no more than eight (8) hours after the injury /illness /death. (See sub -2 below). A serious injury or illness is defined in 8 CCR Section 330(h) as one in which an employee suffers a loss of any member of the body, a serious degree of permanent disfigurement or which requires inpatient hospitalization in excess of 24 hours for other than medical observation, except it does not include any injury, illness, or death caused by the commission of a Penal Code violation, except violation of Penal Code 385 (addressing high voltage overhead conductors) or an accident on a public street or highway. 1. An employee must notify a manager or supervisor immediately of a serious injury or illness of himself or another employee or the death of a co- worker. Once a supervisor or manager has learned of a serious injury /illness /death, he /she is to notify the Human Resources Manager who shall make the injury report call to the Cal /OSHA Enforcement District Office within eight (8) hours by calling them at 510.794.2521. If the, Human Resources Manager is not available, the Risk Manager shall call the Cal /OSHA Enforcement District Office. If the Risk Manager is also not available, the Safety Coordinator shall call the Cal /OSHA Enforcement District Office. If none o 'these individuals are. available, the City Manager or a department director shall call the Cal /OSHA Enforcement District Office at 510.794.2521. If none of these individuals: are available and if none of these individuals can be reached, the supervisor shall calf the Cal /OSHA Enforcement District Office at 510.794.2521. UPDATED AND RE- ISSUED SEPTENIBER 11, 2012 7.0 TRAINING AND INSTRUCTION Training is an essential part of this program. It is critical that everyone understand their workplace hazards and is trained in: a. The Code of Safe Practices. b. Accident reporting. c. Communication of hazards, exposures or unsafe conditions, including the material safety data sheets (MSDSs) found in the Hazard Communication Program policy for proper handling, storage, protective equipment, etc. for handing of chemicals. d. The City's safety policies, including the City's disciplinary policy. The training program includes general safe work practices as part of the City's Code of Safe Practices as well as specific instruction on control of hazards unique to each employee's job assignment. The City's Hazard Control Program contains specialized training requirements pertinent to the topics of respective programs. An example of a specialized training includes instruction related to use and care of respiratory protection. The Code of Safe Practices are updated or new rules are established as required after potential hazards are identified, based on California's General Industry Safety Orders (GISO),.the' Construction Safety Orders (CSO), other pertinent regulations, employee input, and available published statistics. Note that although under California Code of Regulations, the Term "Code of Safety Practices" pertains only to Construction Safety Orders, for the purposes of the City's IIPP; it will refer to safe work rules used for both Construction and General work. Supervisors shall receive'training to familiarize them with the health and safety hazards to which employees under their immediate direction and control may be exposed. Supervisors are responsible for requiring and monitoring that those under their direction receive training on general workplace safety as well as on health and safety issues specific to their job. Training is provided: a. To each employee when hired, when safety policies are first established or revised, and when given new job assignments for which training has not yet been received. b. Whenever new substances, processes, procedures or equipment are introduced to the workplace that represents a new hazard. All equipment is to be operated with the manufacturer's instructions, as specified in the equipment's operating manual which will be kept on file for training purposes and for reference. c. Whenever the City is made aware of a new or previously unrecognized hazard. d. When regulations require refresher and update training or new standards are enacted which require additional training. e. To supervisors to familiarize themselves with hazards to which employees under their supervision may be exposed. UPDATED AND RE- ISSUED SEPTETIBER 11, 2012 8.0 RECORD KEEPING Records of all training should be kept, including the name and signature of the person being trained, the date and topic of the training, and copies of training materials. The City Manager assigned Safety Officer (Facilities Maintenance Division Supervisor) will keep employee group training records of: a. Safety Management Committee meeting minutes and all related documentation. b. Inspection reports. c. Training records including tailgate meetings (Appendix H.). Supervisors are responsible for giving a copy of their tailgate meeting record form to the Facilities Maintenance Division Supervisor. d. Safety suggestions (Appendix I).' e. Reports of "near miss" incidents reported by employees to the Human Resources Division followed by reporting to the Facilities Maintenance Division. The Human Resources Division will keep employee training records, and, confidential workers' compensation records of: f. Documented safety and health training including: J. Employee name. ii; Training'dates. iii. Type(s) of training. iv. Name(s) of trainer(s). g. Documented accident, injury and illness completed forms and reports. h. Copies.of all required injury and illness related forms (including Employer' Report of Occupational Injury or Illness (5020), Doctor's First Report of Occupational Injury or Illness (5021) and Workers' Compensation Claim Form (DWC1).. L Disciplinary records. j. Cal /OSHA Form 300 and Cal /OSHA Form 301, Injury and Illness Incident Reporting logs. Cal /OSHA Form 300 and Cal /OSHA Form 301: Whenever an injury or illness occurs that meets the Ca.l /OSHA definition of a recordable injury or illness, an entry shall be made in the Cal /OSHA Form300 by Human Resources or appropriate designee. Cal /OSHA Form 301, Injury and Illness Incident Report, will be completed by Human Resources or appropriate designee for every entry in the Cal /OSHA Form 300. The legally mandated minimum records retention durations are given in Appendix G. to UPDA,rED AND REISSUED SEPTET -IBER 1.1, 2012 Location Inspected: Inspected by: APPENDIX A INSPECTION AND CORRECTIVE ACTION FORM Date Inspected: Reviewed by: EXITS AND LIGHTING Yes No NA • Are all exits properly marked with exit signs and lighted? • Are all exits free of obstructions and readily accessible? • Are emergency lighting units in operating condition? • Are layouts posted instructing where emergency exits are located? • Are all the light fixtures working? If out, state location below. HOUSEKEEPING Yes No NA • Are adequate waste baskets provided in each area? • Is combustible trash and rubbish collected at frequent intervals? • Are storage and supply rooms neat and orderly? • Are flammable paints and Liquids kept in sealed containers? • Are flammable paints and liquids stored properly? WALKWAYS, STEPS AND PARKING LOTS Yes No NA • Are areas free of conditions which could cause falling or slipping? • Are steps and ramps provided with securely fastened handrails? FIRE PROTECTION Yes No NA • Are all fire extinguishers clear and easily accessible? • Are all fire extinguishers inspected and signed off monthly? ELECTRICAL Yes No NA • Are all electrical items properly and safely plugged in the outlets? • Are all outlet and switch cover plates in place and intact? • Are extension cords used only for temporary connections? • Do all electrical breaker panels have three feet clear in front? ADDITIONAL SAFETY ITEMS Yes No NA • Are bookcases or furniture over 5 ft high braced to the walls? • Do all doors operate correctly? If not, state location below. CORRECTIVE ACTION TAKEN TO ANY HAZARDS IDENTIFIED ABOVE UPDATED AND RE- ISSUED SEPTED'IBER 11, 2012 CITY OF SARATOGA INSPECTION ZONES Zones Assignments 1 2 3 4 5 6 7 8 Ii 's 51 R I J 8 OFF SITE LOCATIONS r Iv i iz 's 51 R I J 8 OFF SITE LOCATIONS Cr] APPENDIX B EMPLOYEE'S REPORT OF WORK- RELATED INJURY /ILLNESS Employee must promptly reporhinjury/illness to supervisor and complete form within 24 hours of incident Employee's Name: Date of Birth: Sex: Job Classification or Working Title: Work Telephone: Home Telephone: Department: Supervisor's Name: Date and Time of Accident /Injury or Onset of Illness: Time Employee Began Work: Last Day Worked (Day of week & Month /Day): Accident Reported to: Date & Time Accident Reported: Name(s) Witness(es): Task being performed when accident /injury /illness occurred: Describe how the accident /injury /illness occurred:. Part(s) of the body injured /affected: Describe your injury /illness in detail: Beforethis accident, did you ever suffer from any injury or disease? ❑ yes '❑ no 1f yes, give details: Date & Times you sought medical attention: Name & address of doctor and /or hospital: Have you returned to work? ❑ yes ❑ no If yes, give date: What action can be taken, if any, to prevent this type of injury /illness /accident? ❑ I do ❑ I do not want to file for Workers' Compensation Benefits or seek medical treatment at this time. Employee's Signature UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 Date 13 APPENDIX C SUPERVISOR'S REPORT OF WORK - RELATED INJURY /ILLNESS Fnrm mutt he rnninlntPWhv tha iunnrvicnr not tho omnlnvaa within 74 hnurc of ?ha v nn knr�c nntira of the amnln— inhiry EMPLOYEE INFORMATION Employee Name: Home Telephone OR Cell Number: Division: Sex: Male ❑ Female ❑ Department: Supervisor: Ext: Witness(es) Name(s) to Injury /Illness: Dept. Head: Ext: EMPLOYEE'WORK SCHEDULE Employee, Usually Works: No. Days per week: No. Hours per week: No. Hours_ per day: Work Schedule: ❑ am ❑pm to: ❑ am ❑pm Shift. Work: '❑ Yes ❑ No INJURY /ILLNESS INFORMATION Date of Injury: Witnesses? ❑ No ❑ 'Yes — Complete 'W'below Time of Injury: ❑ am ❑pm If employee died, date of death: Your date of knowledge: Was another person responsible? ❑ No ❑ Yes Date DWC -1 claim form given to employee: Were other worker's injured? ❑ No 0 Yes specnncthe injury/mnessano partjsj•ot, 000y atrecteo: lt.e., broken miooie.tinger on Kignt nano,,iaceration on Letreibow, etc) - What was employee doing just before the incident occurred and what happened? (i.e., loading boxes on truck, cleaning classroom, slicing meat, digging a trench, etc) What object, substance, chemicals, or equipment, etc., was employee using when event occurred and was the employee directly harmed? (i.e., forklift, bleach, electric meat slicer, shove l /backhoe, etc) What action can be taken, it any, to prevent this type this form if necessary. nt? Use occurred: Lost time? ❑ No ❑ Yes* Dr. note required Still off work? ❑ Yes ❑ No* - Medical release required *Date last worked: *Date Returned to work: 14 UPDATED AND RE- ISSUED SEPTENIBER It, 2012 ere inju LOST TIME APPENDIX D - EMPLOYER'S REPORT OF OCCUPATIONAL INJURY OR ILLNESS (FORM 5020)Form location: www. dir .ca.gov /dlsr /dlsrf6rm502O.pdf ,,al'e n+0 a e�ecampT eeT'�inF eiType ifpesal6fefMal "7[—.Feeto: OSHA CASE NO. EMPLOYERS REPORT OF OCCUPATIO14AL INJURY OR ILLNESS [F. ALITY CJ Any person no m axe. 91 —1.1 pe. m ad. any CalilCmia.IdNli0uivs. i F'- )'efS:lfe:CR �Ytiimfive da yS C1'r: Cn1eG�9 every GC "Lp24Cna l:IUrc at ll6fS51rmcn. re 'es In 1.5tumecelbnafhe lnewinglf 1`111- rfnudulemmaiedal fal,c —ter data Ofthein:ld9ntOR:9—"VS t:- gdiCal roaTEn:trron.W.aid:ll in 4=4yee schsee:lnry ties as aresui: ota a:evi.u;l� retorted ln,Lh.ar niarstial dfebaining:ec ll- illness. the employer must Ste within rive days oflna•tledge an amended repart indicating death. In addition. every:erious ihjury, Illness, ordemh partri berate mpencad °namdlt9 dr paymena N must be reported immediatety bylelephone or telegraph to the nearest olfc9 of The California Wsion of Occupational f3alely and Health. guilty of a felony. guilty of.f. lorry. 1. FIRM UAME. le. Policy thamper PI.bae do hot use ihla column. E 2, TMILING ADDRESS: (Number, Streel,Cityi2ip) 2.. Phone Hernia., M CASE NUMBER P L ). LOCA TI ON if different from.Madin9 Address (N umber, Street. City and 2 pl Da. L—U11 Code O OWNERSHIP Y E . NATURE; OF BUSINESS: .,g. Ptmbnq contractor. wholesale grater, sawmill, Iwtd; etc. 6.11ab unmlpleym ent nsur ... a atom, R f� 6. TYPE OF EMPLOYER. pihri ❑Sena 1. —ty, I IL—JI Fify ❑Steoalwuld ❑OU1v Gwl,Spidtf: INDUSTRY . DATE OFIIUURY f ONSET OF ILLNESS B .TIMEINJURY11LL4ESSOCCLIRRED 9.TIUEEDPLOYEE BEG,tB.KORM EgPLOYEE DIE D,0AlE0F OEAtXImm tld.yFl I.—Yyl I10.D OCCUPATION TT`Um7ffLTTo-%1ZAK FOR LEAST 12. 647E LASTWORKED(Ibmftlaryyl 17: DATE RETURNED TO WORK(m aKddyy1 IA ,IFSTILLOFFW�ORN,CHECNTHISBOX: Ir���y�Y Rf iEp n. ^rF Of INAIRf7 1 IY.f 1 INe 15. PAD FULL OAYSYAGES FOR DATE OF GARY OR ULST ,6. SALA BEING CONT�ItIUED'1 ...I —f': 17: DATE OF EMPLOYER ?Nt10'WLEDGE',NOTICE.OF WURY:1lWE6S (mtmddyy) - 1L DANE ENROYEF YENS FRONDED CLAIM f01W FORIA (mmftldfry). SIX AY NORNE07 ❑Yea ❑No. LJ e5, ❑;1e 19: SPECIFIC INJURY ILLNESS AND PART OF BODY AFFECTED; MEDICAL DUGNOSIS If available, eq_ Second degree bums an dght arm; tendod0s an left elbow,fead poisoning . AGE 1 N :LOCATION WHERE EVENT OR EXPOSURE OCCURRED iNumbn, St-L Cl D J _ t/• Dl 21a,C0UNt'f ON EMPLOYER'S DAILY HOURS U - ❑1'of �No R Y .OEPARTMENT)'MEPE EVENT OR EXPOSURE OCCURRED,-- eq..ShlppFlq dspebnal4 mr,iNn Aap. 27. C1hvtYerken lyend or ll ld the IR RAYS PER WEEK ❑Y.. �No . EQUIPMENT, MATERIALS ANO CHEAICALS THE EMPLOYEE WAS USING,WHEN EVENT OR EXPOSURE 0CCURRED, e.y. Ac.tylena. weldng torch, farm tractor, scaffold O R WEEKLYHOURS 25. SPECIFIC ACT11ATY THE EMPLOYEE WAS PERFOPMING WI-EN EVENT.OR EXPOSURE OCCURRED, e.g.. Welding seams of metal Tams, la adng boxes onto truck I L WEEKLY WAGE L 6.1I0Y1 INJURYIILUNESS, OCCURRED: DESCRIBE SEQUENCE OF EVEWS.SPECIFY,OBJECT OR EXPOSURE WHICH ORECTLY PRODUCED THE INJURVULLNESS. e. s. Worker stepped back to Inspect work N ate thpptdan.are9 -11.At hi I.ILAebiethsd N-1Glh-d,and bume.n,m Ind . USE SEPARATE SXEET IFNECE69AAY E COUNTY s s 127�sonitpgrid d r -� of p1 1 id inramb 7'F!"Tay"dpr - - , 27u. Phone.,; her . , _ NATI.'RE OF INJURY 2911n +phi16e.1 n lupadrnl ormd=7ia'. \e 5'et [f3_ hrru name daddse +. dl piial (n+n.J dq, ;1p) tY °_'Waon<, \undirr ' ,. PART OF BODY . 9. EmployentmI,dba ergmq—u . .r ., • _ .. - SOURCE ATTENTION This farm coma, as information relating to employee health and must he used In a mannerthat protects: the confidentiality 'of : employeef to the extent poaaibN. while the Information I9 being used for occupational safer / 'and neallh purpoaea.1.e CCR Title 9 1470019 (b)(6).(10) S I4700,76(b)(2)(E)2. n.n ca ee rrlamna tmPlq.., ,. n m CCRT- eaaaoo aam)(aNen'. SU. E 0IPLUYEE Y,L:ILE SOCL4L SECUWlI',MUiER 3.: O.kCTi OP'BIH'CH UIUrvJNry) EVErrr 131. l , 15. HOnrE ADDRESS Srseee. Chytzlp) - SSv. PHOkB ]v ?IH ER SECONDARY SOURCE E , M P L 'I I.SL\ 7i. OCCUPA NON IRe9ularlob idle, NOlnnlals.;abbre.iaeens ar nu—) .14. D.011 fait IllRR fnmddd')T) C 01a1< Veinal, ' E77, EMPLOYEE USUALL'f_'WORKS 7Ta. 51PLOYMEUT STATUS a E _he.,. D., day. per weak, total K'tekNy. house ❑regular, full•Ume Dan me rNDER y WH ERHATCES ASSIGNED _doff _ ❑temporary �aessonal EXTENT OF INJURY 7 tet, Hei. = P_ ❑ Yes ❑ No Completed 3y (rfp. orprintl Signature S Title Cate (mmicdlyy) C ?.'d.Ual informaion may be diEdoeed only to the empl v.., former employ a, or their personal tepresem ad va (CCR Rue 9 (4700.75), to others tar the Burp— of Prot —in q a •RCraRV compmsaden of other insurance L•laim:, and under certain 6tcum sane. to a public health or law enforcement agency of to a cantulant hired by the ero ploy a (CCR Tide d 14700]0), CCR -tlUe S 14700.10 r.buues p,dvlai ri cpoh seweit to certilr; f ate and (etlerai wdrkpp<a faf.ty agenll- 15 UPDATED AND RE-ISSUUID SEPTEMBER 11, 2012 APPENDIX E WORKERS COMPENSATION EMPLOYEE CLAIM FORM (DWC -1) Form location: www,dir.ca.gov /dwc /DWCForml.pdf State of C,!lifixnia 1 �l Sscz,oae Cdr'uria Lepnrun urof Industrial Relations / j, i 11 Deprtruumwode F. la: n Lmrstr.'a.'es n ivm iov nu lirrw v cu, .C'('rl,I.IUF \CeT1r\\ 1. krl 1111 ;:C /17).11 hf:. r ^n1.'aa \le,l-!ii.1: -! r n. i:, nnn J Euy+k+yr/n,�+iinria i.. "- rtv:la- ❑Enpb}ro �Fl Cv,.i.r &rpw:,.ie ❑Cloinu,Wminim.n : rG4Jrnirinnuier . ie,4eelm<,u t]Tr�nfv..vrF v. i! + /gm:a::i.l S.bc.nrJe 61710 Rev. BE UPDATED AND RE- ISSUED SEPTE�IBER 1.1, 2013 tt'ORKERti' COMPENSATION CLAIM fORNI DtP(_ I' ' { ( ) ^' PC(7170:V DEL Ii,tll'fli -tDO P c &t DL' CtJ:11 PC:VSAC'I hN DEL TIM ll IJ�IDOR (D IVC'1) Emplowe: Complete the -Empinvee' section and give flu form to ( /npleado: ra / /IP1E(e la Se 01011 /%Jllllleadi)' y dl!Pe5!IC li: jP77.'la a S!! }'01117 employer. Keep a copy and !nark it "Emplocee's Temporary elnpleador. 0aedese car. la . opzt dc;:iti'wdet ''Recihu Tentpnral del Receipl" until you receive the sigrled and dewed copy from yotu eur EtnpleadWt /ask, qne lid. reciea la capia Iirrrttula.Y jeciruladeati wlpleezzior. plover. You !mw call the Divuiomof Workers' ConrEt nsation artd L'd. puede l!tmarr a la Die v at ae t .0 ge?is Kv! a':Tl al uiudnr al (8(111} 736 - hear recorded nitatimlonat (800)736.7401 Ari explanation of work- 7f(Ij era cir il;annac.i..t alnair En lei nuia wt'aieria de esta p f g er,' compensation benefits is blcluud as the cover sheet of dfis ronu: Donna estel la ezpl! x .ire;le l u &meilcin de w).,kve :xr:6n al, l-aliqjidor. You should also hive received it pamphlet from your employer de- scribing wort ers' com )ensatiiii benefits and the rocedures to obinin B_ Ud. twitbien debeeirtliaber recibido de sit er.:p!ea<ior an ti Vetaaeseribiemlo los the m Ge J cros de compunm.::6n ,d (rxbryarior les:aaario y los plrocedueiiemos- pars „ r obtererlos, f Employee— cumplefe this section and see note above Ernpleado— complete eslaseccidn,v note la:naracOn itrriba. I. Name. Nombre. Today's Date. Fecha de Hoy. ?: Home Address. Direcci6n Res&encial. - i3. City. Ciudad' State..Esradn.' 7ip.,C631bo Posial. .a.m.. 4. Date. of Injury. Fec.1w.de !a lcs .,gr (accdentc)• Time of Injury.,Hoid'en tjt,e,,carr.!6. wain. 3. Adelress and descT ptinn of where injury happeried Direcdoiillhgar dttnde. occpri l el aceidotte. 6. Describe. injury and,pari of body nf%eted.Descr.'b rlei /asion!y,varte elel c!arpo nfectaga. 7. Social Security Number.A himerodr .Seguro Social aW'EAplalda. 3. Sigmiture ofemployee. Firma del em.vleadu. Efnployer— omplete this section will nee note Mow. Empleailar— complere esta seccion y rtoJe la notacuin abaju. 9. Matte of employer. ,Vombru ail amploadbr. 10: Address. D reccr6n. H. . Date eu!player first knew of illjnry. Feclta en que el empleador stlro pOr Drgt!rerei t'dz de la .!esiSn o acc;devte. 12. Date cinim form was provided to employer. Fe: im oil alie to le enheg6:2'.:inrleado Ia oetic:Sti_ 13. Dale employer receiVed clabu form. Fecita en' pie. el eniplendo de „ohi6 lei pe(icion rd em Pleltdor. 14. Nimearidaddressof insurance carrier oradjustitl, as`ettcy. Nv tit' eV; lirEC .;:Jn.� @ia'�;O / /:G71ifCi:te seg ulasJn .�e/1:;; /16'f17tF!fsil'al /Or�1 de>'eguros. 15. I1 twine Policy Number. El niiiP.erJ die la !174 w. de Sqi o. I6. Shminure ofentployer, repro ettutive. Firma del rerresenta ne del eniple lor. l7, "fide.'rind.). 1.3, Telephone.Teldlbno.. Em fluter: )'ow are required no date this form and ;rowide copies tJ I 1 P , Einpieadur::ierepiaerr uue• Ctti.;taiit 2rat'ornt:ty uue nrotza.xroxts.a xlcun- yvur insurer nr ilaalL+ ad!fLLnlslrafor and to die enfplo \Ye: dependent pried de seguras. ahnin.str9de, de I'fClttln0>'. !) /ICLY7 i;8:ne %!'ft.'I'e,1'E)t(iLIrY de recta- Cf representative oho filedilte. claim u'hhin one wnrkine rlo-iv° of Petri v al o:liril,41a irue brim pres'enra'k. l'va per.'.::3n:ia!ia•o del, pL-ru,ie t n di r receipt of the form front the employee. bdbil derd:: el !iri memo <ie haher aid, re;abuio is fo,•:.!a del ewPlead o. SIGNINGTHIS FORM iS NOT AN ADMISSiON OF LIABILITY EL FIR.11iR a- TA FOR-ALA a "(! S,!(:NIF1C.-1.AR1l !GNDERESPONS.d!il IDAD J Euy+k+yr/n,�+iinria i.. "- rtv:la- ❑Enpb}ro �Fl Cv,.i.r &rpw:,.ie ❑Cloinu,Wminim.n : rG4Jrnirinnuier . ie,4eelm<,u t]Tr�nfv..vrF v. i! + /gm:a::i.l S.bc.nrJe 61710 Rev. BE UPDATED AND RE- ISSUED SEPTE�IBER 1.1, 2013 APPENDIX F WITNESS TO A JOB RELATED INJURY Name of Injured Employee Date and Time of Accident Location of Accident PLEASE DESCRIBE WHAT YOU ONSERVED AND YOUR INVOLVEMENT'IN THE ACCIDENT, IF ANY: Signature of Witness Name of Witness Witness Street Address, City, State, Zip Code UPDATED A \D RE- ISSUED SEPTEMBER It, 2012 Date Completed Witness Daytime Phone 17 APPENDIX G RECORDS RETENTION REQUIREMENTS Record Minimum Code citation Retention (.yrs) Workplace inspections 1 8CCR3203(b)(1) Training records (See below for exceptions) 1 8CCR3203(b)(2) Risk Management Committee meeting records 1 8CCR3203(c)(2) Accident investigation records 7 Best Practice Cal /OSHA 300, 300A, 301 5 8CCR14300.33 Employee medical records Length of 8CCR3204(d)(1)(A) employment, + 30 yrs beyond termination Employee exposure records (Includes all "At least "30 yrs 8CCR3204.(d)(1)(B) workplace monitoring data, MSDSs, Chemical inventories) BBP training 3 8CCR5193(h)(2)(B) Sharps injury, log. 5 8CCR5193(h)(3) Hazwaste manifest receipts 3 HSC25160.2(b)(3) &(4) Asbestos training records Termination of 8CCR1529(n)(4) employment + 1 year Notification of identification, location and Duration of 8CCR1529(n)(6) quantity of asbestos ownership of building; must be transferred to new owner Noise exposure measurements 30 years 8CCR5100(d).(1) Audiometric test records Duration of 8CCR5100(d)(2) employment + 30 years beyond termination Maintenance of fire extinguishing systems 5 19CCR904.1(b) Fire Alarm systems acceptance tests & as- builts Life of system NFPA 72, 7 -5.1 Fire Alarm systems annual maintenance, 1 year past next NFPA 72, 7- 5.2.1 inspection & testing test (e.&, 2 years) Fire Sprinkler Maintenance & Service Reports 5 yrs 19 CCR 904.1 & 904.2 Fire Sprinkler Maintenance & Service Reports 1 year past next NFPA 25, 43.5 test (e.g., 2 years) Reports of testing on mechanical ventilation 5 yrs 8 CCR 5143 systems such as fume hoods Reports of testing on HVAC systems for building 5 yrs - 8 CCR 5142(b)(2) ventilation 18 UPDATED AND RE- ISSUED SEPTEMBER 11. 2012 APPENDIX H TOOLBOX MEETING RECORD Trainers(s) Date Held By Subjects Covered Print Name Signature i 2) 3) 11) 12), 13) 14) 15) After completing the training, the Trainer retains a copy of this document and sends the original to the City's Safety Committee Chairperson to be put in the Training binder. L UPDATED AND RE- ISSUED SEP,rEINIBER 11, 2012 APPENDIX I EMPLOYEE SAFETY SUGGESTION FORM This form is for use by employees who wish to make suggestions or report an unsafe condition or practice. Area of Unsafe Condition or Action: What Unsafe Condition or Action Did You See? What Do You Think Might Have Caused This? How Would You Suggest Improving Safety? Has This Been Reported to the Safety Coordinator? Name (optional): Date: THE CITY OF SARATOGA ENCOURAGES EMPLOYEES TO PARTICIPATE IN COMMUNICATIONS INVOLVING SAFETY. THE CITY OF SARATOGA WILL INVESTIGATE EVERY SUGGESTION AND ADVISE THE EMPLOYEE OF THE RESPONSE IN A TIMELY MANNER. Anonymous Suggestions: A response will be written and posted on the safety bulletin board. 20 UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 J. IIPP Employee Safety Training Plan, Page 1 of 5 General Industry Safety Orders Cal / Training Initial Annual Every Every As All City A11 All All All Public All All Street OSIIA Topic 2 5 Needed :Employees Building Planner Facility Rec. Works Parks and fleet Section Years Years Division Division Division Division Engineers, Division Division No. Inspectors' ' Director Accident Reporting & 3203 Investigation X X X . New Employee Salety 3203 Orientation X X Recognition and Prevention of Workplace Violence (Cal /OSI-IA 3203 Guidelines) X X X UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 J. IIPP Employee Safety Training Plan, Page 2 of S General Industry Safety Orders Cal/ Training Initial Annual Every Lve-ry As All City All All All All Public All All OSHA Topic 2 5 Needed Employees. • Building Planning Facility Rec. Works Parks Street Seetion Years Years -Division Division Division Division Engineers, Division and No. Inspectors, Flect Director Division 8355 Asbestos X X X Back Injury 5110 Prevention X X X X X X Battery Handling, Changing, 5185 Charging x X X X X Bloodborne 5193 Padlo Bens X x X X X Boom "Prick / Crane 368.4 Safely X X X X x Confined 5156- Space 5159 Entry x X X X X X Emergency 3220 & Action 3221 Plans x X Dire Extinguish- er Use (designated employees 6151 are trained) X X X UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 J. IIPP Employee Safety Training Plan, Page 3 of 5 General Industry Safety Orders Cal/ Training Initial Annual Every Every As All City All All All All Public All All OSIIA Topic 2 5 Needed Employees Building Planning Facility Rec. Works Parks Street Section Years Years Division Division Divisiop Division Engineers, Division and No. Inspectors, Fleet Director Division First Aid and CI'R/AED (at least.) employee perdivision is designated to be 3400 cenilicd) X X Flammable and Combustible 5194 Liquids X X X _X X Forklift (Powered Industrial 3641 'trucks) X X X X X X 1•land & Portable 3555- Powered 3564 `fools X X X X Hazard Coniniunicati Oil (including chemical safety and 5191 pesticides) X 'X . Hazardous Materials/ 5192 Spill Cleanup XC X -F X X X Pleat Illness 3395 Prevention X x X a X X X UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 J. IIPP Employee Safety Training Plan, Page 4 of 5 General Industry Safety Orders Cal/ 'training Initial Annual Every -. Every As- All City- All All All All Public All All OSHA 'Topic 2 5 Needed Employees' Building Planning Facility Rec. Works Parks Street Section Years Years Division Division Division Division Engineers, Division and No. Inspectors, Fleet Director Division Lockout/ .ragout (Electrical 3314 Safety) a- x X X X Noise anti 5095- I- learing 5100 Conservation X X X X X a X X Peraonal Protective Equipment (PPE) - 3380 General X X X X X X X Repetitive. Motion - Practical Ergonomics (office 5110 Worker) x a 1.637 Scaffolds X a X X Tree. Pruning (limited to use of Chain saw to relllove 11:11161118 1rC(' limbs orcut Callen tree linlhs 3421 on.the round) X X X X 4 UPDATED AND RE- ISSUED SEPTEMBER 11, 2012 J. IIPP Employee Safety Training Plan, Page 5 of S Construction Safetv Orders Construction Safetv Orders —In hiry and Illness Prevention Pro«ram Cal /OSIIA Training Topic Initial Anneal Every Every As All City All Alt All All Public All All Street and Section 2 5 Needed Employees Building Planner Facility Rec. Works Parks Fleet Division No. Years Years Division Division Division Division Engineers, Division Inspectors, Director Compaction 43.55 E ui pnnent X X 3314- 1595, Control of &3328 Hazardous Energy X X X Excavation, 1541 Trenching, .Shoring X X X Pall Protection. 1669 & (Personal Pall 1670 Arrest S sterns) X X X X X X X X X Haulage & Earth Moving Equipment ('Praetor /Loader 1590 -1596 and.Backhoe) X X x X Injury and Illness Prevention Program (See 1509 Section 3203) X X 'I "rallte Control for Public Streets & Highway /Plaggers - (Work zone 1598 -1599 Sallety) X X X X X UPDATED AND RE ISSUED SEI1TEMBE12 1.1, 2012 City of Saratoga HUMAN RESOURCES DIVISION I TRAINING Occupational Injury and Illness Prevention Program (IIPP) Acknowledgement of Policy I, , acknowledge receipt of the PRINT Name of Employee or City Official City of Saratoga's Occupational Injury and Illness Prevention Program (IIPP). I understand that I am responsible for reading, understanding and complying with this IIPP Document and Program, the standards of safety conduct and protocols referenced and contained in this IIPP Document and Program, and City directives, trainings, and requests related to safety. I understand that I am responsible for attending and paying attention to safety`training and meetings .where a manager, supervisor or other City representative discusses safety: I further understand, that if I have questions or concerns regarding the Policy or safety rules or protocols, I can discuss these with my supervisor; manager, director or Human Resource Manager. Signature: Date: Please return this form to the Human Resources Division UPDATED AND RE .ISSUED SEPTEMBER 11, 2012 =R R Article 16. Workplace Security ARTICLE 10. I)VORKPLACE SECURITY Section 1. Pow The City is committed to providing a safe and secure workplace for employees and the public. The City will not tolerate acts, jokes about, or threats of violence in the workplace. The workplace includes any location where City business is conducted, including vehicles and parking lots. Any violation of this policy will be referred to law enforcement (which may lead to criminal prosecution), and /or disciplinary action, up to and including termination. Section 2. Requirements for Employees a. Employees are prohibited from engaging in, joking about, or promoting acts of intimidation, violence, threats; coercion, assault and /or abusive behavior toward any person while in the course of City employment. 'The City will not tolerate any conduct that references workplace violence, even if it was intended to be harmless, humorous, a prank, blowing off steam, or venting. b. Employees engaged in City business are prohibited from carrying self- defense weapons in violation of any law or this policy. Employees who have legal authority to carry a self - defense weapon shall' notify the department director in writing of what type of weapon is being carried. Employees who have legal authority to carry self- defense weapons violate this policy if they: 1) accidentally discharge or lose their weapon; 2) use, ,threaten to use, or display the weapon while engaging in City business or while on City property; or 3) violate any law related to carrying a legal self - defense weapon while engaged in City business. C. The security of facilities and the welfare of our employees require that every individual be aware of potential security risks. An employee must immediately notify their supervisor or other manager when a person is acting in a suspicious manner in or around the facilities, when keys or other access devices are lost or misplaced, or when the employee believes the City office or facility is . otherwise not secure. An employee must also immediately notify their supervisor or other manager if they are aware of any violent or potentially violent incidents, threats, or concerns of a risk for violence or other disturbance. The employee's supervisor or other manager must promptly notify the Department Director, City Manager or the Human Resources Division of the employee's report. d. No profile allows an employer to determine definitely whether an individual will be more prone to workplace violence than another. An employee must immediately report any potential early warning signs or any other unusual behavior to his /her supervisor or department director, per Section 4. Incident Reporting Procedures. City of Saratoga Personnel Rules and Policies 66 Approved by the City Council on December 5; 2012 Article 16. Workplace Security Potential early warning signals may include, -but are not limited to, the following: Direct or veiled verbal or physical threats of harm. • Intimidation of others. • Carrying a concealed weapon. • Paranoid behavior. Moral righteousness and indignation. • Inability to take criticism of job performance and /or holding a grudge. • Extreme interest in semiautomatic or automatic weapons. • Fascination with incidents of workplace violence. Obsessive involvement with the job. • Being a loner. • Violence toward inanimate objects. • Theft or sabotage of projects or equipment. • Behavior. or communication presented as some sort of dark humor. e. If an employee is faced with aggression from another person, the employee should try to de- escalate the situation whenever the employee can safely do so. Whenever an employee can safely do so, the employee should retreat from the situation and seek assistance from a supervisor, Department Director, or law enforcement, rather than responding in a physically confrontational manner. An employee should avoid or minimize conflict, confrontation, and a physical response whenever the employee can safely do so. Section 3. . Definitions a. "Weapons" are defined as firearms, chemical sprays, clubs or batons, and knives, and any other device, tool, chemical agent or implement that can cause bodily harm if used as a weapon or displayed in such a manner to cause harm or threaten a person with harm. b. "Workplace Violence" is any conduct that causes an individual to reasonably fear for his or her personal safety or the safety of his or her family, co- workers, associates, friends, and/or property. Specific examples of workplace violence include, but are not limited to, the following: (1) Threats or acts of physical harm directed toward an individual or his /her family, friends. co- workers, associates, or property. (2) The destruction of, or threat of destruction to City property or another employee's property. (3) Harassing or threatening phone calls. City of Saratoga Personnel Rules and Policies 67 Approved by the City Council on December 5, 2012 ..1 I Article 16. Workplace Security (4) Surveillance that is threatening or intimidating. (5) Stalking. (6) Possession of offensive or defensive weapons (firearms, illegal knives, cribs,, mace, pepper.spray, tear gas, etc.). (7) Any conduct relating to violence -, aggression, intimidation, or threats of violence that adversely affects the City's legitimate business interests. Section 4. Incident Reporting Procedures Subdivision I. An employee must immediately report any potential warning signs of workplace violence or any other unusual behavior and workplace violence incidents to his /her supervisor or department director. The supervisor or department director will report the ':matter to the Human Resources Manager. An employee is authorized and encouraged to call 911 if the employee feels law enforcement response is needed. j Subdivision 2. The Human Resources Manager, at the authority of the City Manager; will document all reports including reports of any potential warning i signs of work place violence and workplace violence incidents, including the employee hames(s), date /time:, location, incident description, witness names and ! statements, description of unidentified parties, description of the act(s) and /or behavior arising from the incident and action(s) taken, and will provide any other relevant information regarding the incident. Subdivision 3. The Human Resources Manager will take. appropriate steps to provide security, such as: 1. Placing the employee alleged to have engaged in workplace violence on administrative leave, pending investigation; 2. Asking any threatening or potentially violent person to leave the site; 3. Immediately contacting an appropriate law enforcement agency;, and /or 4. Securing the City offices by methods including a temporary lockdown while other precautions are taken. City of Saratoga Personnel Rules and Policies 68 Approved by the City Council o.n December 5, 2012 a w Article 16. ' ,A/orkplace. Security Section 5. Investigation The Human Resources Manager will see that reported violations of this policy are investigated as necessary. Section 6. Management Responsibilities Each department director has authority to enforce this policy by: a. Training supervisors and subordinates about their responsibilities under this policy; b. Assuring that reports of workplace violence are documented accurately and timely; c. Notifying the Human Resources Manager and /or law enforcement authorities of any incidents (including calling 911 if needed); d. Making suggestions of methods to improve safety and security; e. Making reasonable efforts to maintain a safe and secure workplace; and f. Maintaining records and follow up actions related to workplace violence 'reports. Section 7. Follo�ty up and Disciplinary Procedures An employee found in violation of this policy will be subject to disciplinary action, up to and including termination of employment. The City may also direct that an employee submit to a fitness for duty examination. In addition, employees found in violation of this policy may be investigated by law enforcement which may result in criminal prosecution. The Human Resources Division will review security precautions and policies after an incident or concern to determine whether any changes in security, processes, or policy should be made. City of Saratoga Personnel Rules and Policies 69. Approved by the City Council on December 5, 201'2 Declaration In Opposition to Senate Bill 1 We, the undersigned, registered, qualified voters of California, residents of County (or City and County), do make the following Declaration in Opposition to Senate Bill 1: Sustainable Communities Investment Authority (Steinberg/DeSaulnier), 1. Senate Bill 1 stands in contravention of representative government and in defiance of the separation of powers invested in Constitutional government. SB 1 invents new structures to govern people with new sources of authority, which subjugates the will of the people to the dictates of unelected bureaucratic agencies and effectively supports in law the inability of citizens to resist or appeal such dictates without incurring penalties. 2. Senate Bill 1 effectively eliminates how our ruling institutions are defined by divisions of power between state and local governments. The new form of government under Senate Bill 1 is authorized to dominate the conditions by and in which citizens must live, disguised in the language of equality and justice, to meet political goals as determined by administrative agencies and entities whose own self - interests and ideologies are served. 3. Senate Bill 1 allows for the issuance of bonds without voter approval thereby circumventing a democratic process and preventing the sovereign people to observe and require accountability for any and all developments and policies that SB 1's Investment Authorities implement. 'The people of this state do not yield their sovereignty to the agencies which serve them." (CA Gov. Codes 11120 & 54590.5) Article XVI, Section 18 of the State Constitution states that local agencies (i.e., county, city, town) may not incur indebtedness without two- thirds voter approval. 4. Senate Bill 1 authorizes the Investment Authority of a city or county to include a provision in its Plan for the receipt of tax increment funds. Administrative agencies not elected by the people and operating independent of the public will violate the principle of actual representation. Thereby, we request that as duly elected Governor of the State of California sworn to support, defend and bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California that you veto Senate Bill 1 and any and all other legislation that would re- instate the policies and funding of the former Redevelopment Agencies or any appointed Authorities not directly elected by the people of the State of California. Signature as Registered to Vote Printed Name Street Address City, Zip F$A KONE FOUNDATION I Hakone Matsuri 2013 Financial Report & Operational Review (Ver. 4, Financial Update only) Hakone Japanese Supporting Committee odMe- /kttg-6; 2013 1. Financial Report 1.1. P /I_Summary Hakone Matsuri on May 19 Attendance: 1,810 visitors' Total Revenue : $20,266.27 Total. Expense $6,386.64 2 Net Income : $13,879.63 Donations: Corporate Affiliates: $22,075.00 (- $125), 24 companies Individuals : $1,350.00 ($250), 3 people Subtotal : $23,425.00 ($125) Grand Total : $37,304.63 (as of Aug 5) Donation to Hakone Foundations: $34,800.00 The amount of $2,504.63 is kept in Hakone Supporting Committee's UBOC account for; - The committee's activities expense for the next event arrangement - Hakone Matsuri Banner (Design & Printing) The committee's storage if it is approved 1 Public announcement is more than 2,000 visitors. 2 Shuttle Bus (estimation $2,557.00) are, excluded since, the final cost is still under negotiation between the shuttle company and Hakone Foundation (Kyongmi). When it will be confirmed, please pay it from Hakone Foundation. 3 1.2. Revenue Details (Draft as of June 3) A B C D E F G 2 3 e 5 6 7 8 9 10 11 12 13 1e 15 16 17 18 19 20 21 22 23' 25 25 Ura Ashitubo $286.00 $400.00 $101.00 $250.00 $200.00 $0.00 Bazaar $463.50 $926.00 $413.65 $0.00 $0.00 $171.80 Children's Game $225.25 $236.00 $233.35 $196.69 $263.50 $490.80 Adsawa Balloon $0.00 $41.00 $118.00 $190,00 $137.00 i $39.00 Okai Chiropractic $730.00 $750:00 $650:00 $1,000:00 $1,020.00 $1,000.00 Turtle Entrance Donation $3,190.00 $2,275.00 $3,872.00 $2,669.75 $3;443.72 $2,554.87 Tea Ceremon -Ura Senke $221.00 $200.00 $255.00 $259.00 $339.00 $391.00 Tea Ceremon -0mote Senke $112.00 $283.00 $252.00 $199.00 $250.00 $385 .00 Parking $759.00 $1,091.00 $1,390.00 $750.00 $1,535.00 $1,980.00 Takara Sake Booth $849.25 $730.00 $662.00 $829.00 $854.00 $741.00 Silent Auction $5;133.00 $4,830.50 $5,554.00 $2,977.00 $3,717.00 $4,228.00 Tsui Kimono $488.25 $721.00 $672:00 $495.00 $566.00 $953.80 j Orchid and Plants $0.00 $852.00 $1,079.00 $145.00 $275.00 $87.00 Satsuki Kai $0.00 $80.00 $0.00 $0.00 $0.00 $0.00 Food Booth $4,361.00 $4, 343.50 $4,380.00 $4,409:50 $4,568.50 $5,028.00 Drink Booth $1,954.05 2,336.96 $1,578.55 $1,236.00 $1,266.75 $2,111.00 k A Touch of Orient and Bonsai $0.00 $118._12 $0.00 $24.70 $0.00 MIS. $135.46 $92.57 $0:00 $0.00 $40.10 $3.00 Origami $46.00 Omiku'i $30.00 Jewel $187.00 1 $0.00 Mbon Craft $102.00 Donation (Calbee & Baisho) - Ex cted $480.00 TotalrRe`veeues .:,;, ,.118;665 i5�: S10,1'70 53�.,� �'r$21' =328 67, �,,; ayy$15,607 94 Y, , 119 243 27� , $2d 266 27 H 1.3. Expense Details 27 28 29 30 32 34 35. 3E 37 38 39 40 41 42 4? a4 .45 46 47 48 49 so 51 52 53 54 . .Shuttle Bus $2.333.54 51:683.33 $1,828.51 $1,978.76 $2.503.50 $0.00 Parkin C +Sheriff) $542.00 $542.00 $542.00 $542.00 $225,00 $77:50 Banner Hanging Fee $300.00 $300.00 $300.00 $0:00 $0.00 $108.74 iBanner Donors'Lo os $112.76 $0.00 Permit - Health $67.00 $67.00 $67:00 $67.00 $67.00 $0.00 Matsuri Reception (Incl. Plaques) $400.00 $355.06 $0.00 $0.00 $0.00 $0.00 •T- Shirts $938.54 $217.41 $183'00 $183.00 $755.42 $293.62 Printing $1,042.52 $333.46 $308.02 $378.01 $354.77 $370.74 Chicken $551.52 $419.00 $379.12 $720.02 $652.06 $814.10 Food related and Supplies $1.169.85 $972.22 $545.26 $224.94 $414.50 $265.74 Water and Drink Supplies $144.84 $130.27 $104.75 $59.34 $155.17 $94.14 JFC Int'I $996.70 $320:50 $0.00 $0.00 $58.80 $157.50 Meetings Bento $668.72 $656.48 $369.86 $497.55 $607.63 $744.13 Volunteers' Lunch box $720.00 $675.00. $787.50 $720.00 $910.00 $843.99 Other Reimbursement $0.00 $115.06 $0.00 $303.52 $0.00 ,Kato Shioh Panel Preparation $0.00 $0.00 $739.62 $0.06 $680.88 Lunch for Chicken Skewering :Participant s $0.00 $0.00 $48.65 $0.00 $59.98 $30.00 !Amp Rental for Baisho $0.00 $0.00 $54.63 $0.00 $0.00 Advertising (Fuji TV and Sports J etc. $151.02 $0.00 $600.00 $400.00 $528.45 $1.180.00 ;Food Booth. Umbrella and ;table rental $0.00 $0.00 $225.67 $140.00 $199.37 $140.00 Booth Goods & Materials $403.35 $419.99 'Honorarium (Kyogen and Jaiko $700.00 Credit Card Reader $0.00 $53.31 IMisc. $332.72 $129.55 5168.72 $56.86 $171.26 Mochituki (Kagamikai or preparation) $0.00 $400 $0.00 $500.00 $18.18 $93.14 a f� M7otallfxpentl,wrxesp� S1U358 97� �4i ;69163d5725s171SS 77k1003 ��S8 8T8 1fl56- 38664rt Wiflncome> $8;32678 $13;264:19- _$'14;074.96 $8;83694 $10;365:17 $13;879:63 Please refer to the appendix (Hakone Matsuri 2013 P_L = Bank Statement.pdf) for the further detail. 5 1.4. Donations (Corporate Affiliates & Individuals) Company Name R *$ 2013 Amount DNP AMERICA •:$500 ENPLAS TECH SOLUTIONS; INC; •,000_ FUJ'I;ELECTRIC GROUP.: ®t $500 HfrACHI CHEMICAL CO. AMERICA'LTD_ $500 IBIDEN USA CORPORATION $500,, ISHI:'LIMOUSINE, INC .:NA $200; Japan Foundation, NA $1,050 Japan Intercultural Consulting ;: NQ JSR MICRO; INC JSR $5Q0 Miner Foundation NA $6,000. Mitsumi`Electronics ; `J $500 NEC Corporation USA'.; NEC $1,000. NIIMOTO PROPERTIES NA $1 ;000 NIKON PRECISION INC.. :$1,500 NSSC.(NUL;Systern Service Corporation) ..$500 NTK TEG'HNOLOGIES, INC. 8.361 $500 RENESAS ELECTRONICS AMERICA INC._ :$700; Shirko 'fr n.. $500 SYNNEX CORPORATION NA $1,50,0 TAZAN INTERNATIONAL INC:, NA $500 TDK.C-ORPORATION OF AMERICA TDK : $500 TEIKOKU PHARMA ®ua $1,;000 TOKYO OHKA KOGYOU AMERICA, INC'. );,rrZIb $1;000 UNION' BANK $1,;000. Co rpo rate Total TOTAL $21,5751 1®J.IF 1t 2013 Amount Matsuo '1000 Jun Ueda $50 J. of 1050 st 1 1 $22,625 In addition to the above, $500 from Consulate - General of Japan in San Francisco and $300 3 from Mr. Baisho Matsumoto were donated. Total: $23,425.00 3 It was originally paid from CGoJSF to Mr. Baisho Matsumoto as an honorarium. It ^ Date Check Expennse Deposit Amount Amount Pay to Paid Dal How to sef Description Category Union Bank Balance ';1,914.80 2A Meeting Bento System Services Corp $500, Ishii Limousine Inc. $200, Renesas $700, The Miner Foundation $5,000, Nikon $1500. By ChiharL and ISR Micro $500. -,Onatlof), � Dr. .''""`""$1vvv'NEC -Corp. $1600.m|K $500.DNP$5UO'Synex$I5O0.Tokyo 4/lQ� � � �/ 000 no ^.,^ | I 0hka K»gY»$l0U0'Eno|as Tech 5oh mnii 1000, TDK $500 os TO M. 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A, �, : � ee feor, banner: Hto nor :ate ur�r� - ��Hnoa,rara sa3� _ � Horror' `ri x r x ,4 �R t _ Safi'y Dr�n}c ��..� °,5 +i iHq � ncTi+arr4 nsli��rW x 0 t � 5/21 "® 6 - yam ,� :�. �,• a�r�a CSI} -Fra � =un�py �6%�8�Mail �- �Pn � ,� � ��-,� �, -,�, USSR, ' ,.. 5' W�_,T_ -, — afe�w } � �� ��� ua� r. _ .�Comm�sniaita ¢ �•-� ®n y _ _ d c� t 6/7 6 28 / 172 11-73 X25 00 $17�2;78:Kaar1�:..Naka Michael hr woe yen b/7 Mail n, IC rover n redit fo_ a iert iAuction Auction B Booth Y- ama 6,28 Mail N;� _ Food forafter Mats Part iaM�eeti: _ _s 3,.' , M � � ®'Q� " -. � i' � � �i �,', ��ar'�x rr- - �...�a- '�i 'ttt� y�" r�i�_> z '�•'y�9�a'a'.z: ��.t�ln ° �4a�M���s; .�ft irk ���`•� 6/281 6/28 17 5 176_ a,���tl�lF _� - -_._ � x::,�� �„��, VOID _...: . _ X500.0.0 - -- S ,orts , Co 6/2y_ -: Mail - _ IAd forWeekf Publierty ' t - YJ I I-- 4404rc January - April 2014 Collage and Watercolor — Kay Duffy Japanese Gardening Classes — Peter Thomas Bowyer Rinzai Zen Study Class - Reverend Enyu Ito Seido— Japanese Karate — Robert Henderson Tai Chi - Linda Scheer Tea Ceremony (Any Level) — Sohki Matsui Tea Ceremony (Any Level) — Minako Tsuji Public Tea Ceremony (every 3d Sunday) - John Larissou All classes are held at Hakone Estate and Gardens, 21000 BIG BASIN WAY, SARATOGA (on the left, above the village) ` Classes meet in the buildings, crafts workshop, or in the gardens. Please register directly with your instructors. Classes with less than 5 students will be canceled. Kyoshi Robert Henderson Seido Karate is a traditional Japanese martial art. Founded by Grandmaster Tadashi Nakamura, Seido Karate embodies the principal of purposeful practice by combining the physical practice of the martial arts with the traditional respect for mental focus and spiritual training. Ongoing classes are open to students of all levels. Evening classes for adults Dates: On -going Tuesday and Thursday sessions. Class starts on January 7d', ending on April 29', 2013 Times: Tuesdays and Thursdays at 6:30 pm - 7:30 pm Place: Lower House Fee: $35 per month Registration/ information: Contact Robert at Robert(a)norcalseido.com, www.norcalseido.com, or by phone at 831 - 325 -5007 CLASSES & CULTURAL PROGRAMS Hakone Estate & Gardens, 21000 Big Basin Way, Saratoga, CA with Linda Scheer This low- impact, meditative, and graceful form of exercise promotes strength, balance, relaxation, and health of the body and mind. It is a whole -body movement, benefiting all ages. Class covers Chi Kung warm -ups, basic principles of Tai Chi movement, the Tai Chi form, and Tai Chi philosophy. Linda has practiced Tai Chi since 1988; has been teaching since 1995. She has extensive background in yoga, meditation and education; has a current teaching credential, and a Masters in Vocational Rehabilitation. Dates: On -going Thursday sessions from January 9 through April 24, 2014 (Except 2/20, 3/13. & 3/20/14) Location: Meet in the Lower House Beginner 8 Week Series: May start at any time 3:45 — 4:45 Beginning Students Fee: $96/8 week series; $17 drop -in (Includes Parking & Garden Entrance) 4:45 — 5:45 Intermediate /Advanced Students Fee: $112/8 week series; $20 drop -in (Includes Parking & Garden Entrance) Registration/ Information: Call Linda @ 408 295 -9439 or e-mail l i n d a 0) to rot. x s. co m. htti)://www.inscenes.com/lindascheer.shtml?.Iindascheer Kay Dully Explore and practice watercolor techniques, materials, and artful handling of various subjects with this excellent teacher. Each session includes a brief lecture, demonstration and critique. Emphasis is on individual assistance, improving your painting and design skills and having fun! Students chose class subjects and may bring other work for critique. Mt Hood Date: Every 2nd and 4th Monday morning Time: 9:30 am to Noon Place: Meet in the Lower House. Follow Kay's signs. Fee: $20 /class on a drop -in basis. Registration: Register in class. E -mail Kay for the schedule of tom. Information: Call Kay 408- 867 -0508 or KCakavduffvwatercolors.com Visit Kay's virtual gallery at www.kavduffvwatercolors.com Kay Duffy Learn new techniques and approaches Working with Kay, you will texture lovely Asian papers with watercolors using a special mono -print technique. These beautiful papers are then torn or cut and glued in abstract or impressionistic patterns. ( "collage" means glued in French). Add your own meaningful clippings, words, or other "stuff' to your painting. Enhance and pull together your work with other water media, crayons, ink, acrylic, etc. CREATE UNIQUE, PERSONAL WORKS OF ART and HAVE FUN! Ci&vncollage show at Triton show DATE: Saturday, January 25, 2014 TIME: 9:30 am — 3:30 pm PLACE: Lower House. Follow Kay's signs. FEE: $60 includes a sample pack of papers and most of the supplies necessary for the workshop. Additional papers can be purchased. REGISTRATION: Your check is your reservation - class size is limited. Send to Kay Duffy, 20637 Leonard Road, Saratoga 95070. Please include an e-mail address. You will be sent confirmation and an information and supply sheet. INFORMATION: Call 408 867 -0508 or K@kavduffvwatercolors.com On the web avww.kavduffvwatercolors.com Kay's art work can be found in Aegis Gaiiery, Big Basin at 4th St. in Saratoga and Los Gatos Museums Gallery, 24 N. Santa Cruz Ave. You are welcomed to visit Kay's studio by appointment. Si /icon Valley Open Studios on May 18 -19. Info at www.svos.org. Omote Senke Tea Ceremony Classes with Kikuyo Matsui (tea name: Sohki Matsui, Kyoju /professor) Put aside a peaceful moment and learn Japanese tea ceremony, the Japanese way of tea, which has influenced all aspects of Japanese culture for over 400 years. You will learn from a tea master whose love of tea started at the age of 12 in Osaka, Japan. On -going Tea Ceremony classes - any level) with "Sohki" Matsui Students of any level are welcome for this on -going class. Instruction is individualized according to the progress of each student. Dates /time : Wednesday evenings (consult the instructor for other times). Place: Cultural Exchange Center tea room Fee: Consult with the instructor Reservations & Information: Call Mrs. Matsui at 650 903 -3410 or email learntea@gmaii.com W e bsite: learntea.com C2 Introduction to Tea Ceremony - one time class with Sohki Matsui This 2 hour long class gives you a comprehensive introduction to tea ceremony through lecture and participation for group of 5 or more. Other arrangement may be possible for less than 5 people. Date /time: By prior arrangement with the instructor. Place: Cultural Exchange Center tea room Reservations (required) & Information: Call Mrs. Matsui at 650- 903 -3410 or e-mail learntea @gmail.com W ebsite: learntea.com Sunday Public Tea Ceremony - • Participate in sharing a bowl of tea Ongoing Series of Urasenke Tea Classes with Minako Tsuji In the magic of Hakone Gardens, learn the Japanese method of serving and drinking tea and the spirit of "Wa- Kei- Sei- Jaku ", a traditional ritual. Classes are held in the Lower House tearoom. Starting Dates: Friday, January 10 from 9:30 a.m. to 1:00 p m. OR Saturday, January 11 from 9:30 a. m. to 1:00 p. m. Students may attend either day and enter anytime. Location: Lower House. Fee: Contact Instructor. Registration & information: Call Mrs.Tsuji at 408 - 226 -0674 or email: ctsuji @cheerful.com. Please put "Tea Ceremony" in the subject line. Dates: Every 3rd Sunday, March - November [Except May 18"' when it will be 11am -4pm in Shogetsu An] Time: Seatings at noon, 1 pm, and 2pm Place: Cultural Exchange Center Fee: $7 / person plus garden admission. Groups or inquiries call John Larissou at 415- 731 -0622 or Iarissou@)cimail.com. X7�3 Reverend Enyu Ito Under the guidance of Rev. Ito, learn traditional Rinzai -Zen meditation. This inspirational teacher is a resident Buddhist priest from the Myofukuji Temple, Kyoto. He has been teaching at Hakone for 14 years. Time: Sundays, 8 — 9:30 AM, Jan 5, 2014 - April 27, 2014. Place: The upper Moon Viewing House overlooking the gardens Registration: Call Ann Kugyo Rice, Assistant to Priest (408) 837 -2020 or E- mail: kugyo @hakone - zendo.org Website: http: / /www.hakone- zendo.org MEMORANDUM To: Lon Saavedra From: Chiharu Yabe Re: JAPANESE EVENTS HAKONE HAS HOSTED WITHIN THE PAST 12 MONTHS Sep 20, 2013 1. Tsugaru Shamisen z. Taiko performance 3. Theatre of Yougen 4. Mochi pounding performance s. Ikebana Flower Arrangement 6. Tea Ceremony (Any Level) — Sohki Matsui 7. Tea Ceremony (Any Level) — Minako Tsuji 8. Silent Auction 9. Ramen, Gyoza, Yakitori lo. Seido- Japanese karate ii. Public Tea ceremony (every 3rd Sunday)* lz. Ranzai Zen Study class — Reverend Enyu Ito 13. Dai cha kai ( Grand Tea Gathering) 14. Opera (Madame butterfly, full costume) Zs. Haiku 16. Traditional Japanese storytelling 17. origami 18. Matsuri Upcoming Events January - August 2014 Event Date I Day of Week I Type of Event IEst of People Start Time I End Time tented Location 1 04- Jan -14. Saturday DT(tour /tea ceremony) 10 10:30:00 AM 11:30:00 AM CEC 18- Jan -14 Saturday Birthday Party 60 12:00:00 PM 3:00:00 PM CEC 19- Jan -14 Sunday Memorial Service 50 1:00:00 PM', 4:00:00 PM CEC 20- Jan -14 Monday Photos 12:00:00 PM 2:00:00 PM Garden 09- Feb -14 Sunday ceremony /Kimono demo) 11:00:00 AM 1:00 :00 PM 22- Feb -14 Saturday C(ceremony) 150 5:00:00 PM 6:00:00 PM Garden 22- Fe6-14 Saturday Birthday Party 25 11:00:00 AM 2:00:00 PM'Lower House 13- Mar -14 Thursday tour /Origami /storytelling 35 9:15 :00 AM Garden 15- Mar -14 Saturday CR(ceremony /Reception) 60 5:00:00 PM. 9 :00:00 PM Package 15- Mar -14 Saturday CR(ceremony /Reception) 60 5:00:00 PM 9:00:00 PM Package 02- Apr -14 Wednesday ceremony /Kimono demo) 16 9:00:00 AM 11:00:00 AM 05- Apr -14 Saturday C(ceremony) 150 5:00:00 PM 6:00:00 PM Garden 14- Apr -14 Wednesday Photos 6 11:00:00 AM 1:00:00 PM Garden 18- Apr -14- Friday CR(ceremony /Reception) 5:00:00 PM 10:00:00 PM Package 10- May -14 Saturday C(ceremony) 100 10:00:00 AM 11:00:00 AM Garden 10- May -14 Saturday CR(ceremony /Reception) 60 5:00 :00 PM 9:00 :00 PM Package 17- May -14 Saturday Reception 60 5 :00:00 PM 9:00:00 PM. Mound 23-May-14• Friday ' C(ceremony) 150 5:30:00 PM 6 :30 :00 PM Garden 24- May -14 Saturday CR(ceremony /Reception) 180 5:00:00 PM 9:00:00 PM Package 25-May-14. Sunday ;Photos 24 'Garden 31- May -14 Saturday C(ceremony) 100 10:00:00 AM 11:00:00 AM Garden 31- May -14 Saturday CR(ceremony /Reception) 50 5:00 :00 PM 9:00 :00 PM Package 07- Jun -14 Saturday CR(ceremony /Reception) 100 5:00:00 PM 10:00:00 PM, Package 12- Jun -14 Thursday BM(Business Meeting) 9 :00:00 AM 1:00:00 PM CEC 14- Jun -14 Saturday CR(ceremony /Reception) 60, 5:00:00 PM 9:00 :00 PM Package 14- Jun -14 Saturday ' C(ceremony) 60 10:00 :00 AM 11:00:00 AM Garden 21- Jun -14 Saturday CR(ceremony /Reception) 150 5:00:00 PM 10 :00:00 PM Package 22- Jun -14 Sunday Reception 100. 5:00:00 PM 9:00:00 PM CEC 27- Jun -14 Friday 'Family Event 50 5:00:00 PM 9 :00 :00 PM CEC 28- Jun -14 Saturday CR(ceremony /Reception) 180 5 :00:00 PM 10:00:00 PM Package 04- Jul -14, Friday 05- Jul -14 Saturday 12- Jul -14 Saturday 19- Jul -14 Saturday 09- Aug -14 Saturday 15- Aug -14 Friday 16- Aug -14 Saturday 23- Aug -14 Saturday 06- Sep -14 Saturday 06- Sep -14 Saturday 27- Sep -14 Saturday UPCOMING EVENTS Upcoming Events January - August 2014 C(ceremony) CR(ceremony /Reception) CR(ceremony /Reception) CR(ceremony /Reception) CR(ceremony /Reception) C(ceremony) CR(ceremony /Reception) Family Event CR(ceremony /Reception) CR(ceremony /Reception) C(ceremony) 2- Feb -14 Thursday Year of the Horse Gallery Opening 2- Mar -14 Sunday Lunar New Year Celebration 23- Mar -14 Sunday Persian New Year Celebration 18- May -14 Sunday 15th Annual Matsuri 150 5:00:00 PM 6:00:00 PM Garden 100 5:00:00 PM 9:00:00 PM Package 80, 5:00:00 PM 9:00:00 PM Package 60, 5:00:00 PM 9:00:00 PM Package 180 5:00:00 PM 10 :00:00 PM Package 5:00:00 PM 6:00:00 PM Garden 180 5:00:00 PM 10:00:00 PM Package 150 6:00:00 PM 10:00:00 PM Mound 5:00:00 PM 9:00:00 PM Package 3:00:00 PM 10:00:00 PM Package 70 10:00:00 AM 11:00:00 AM Garden Hakone Events Decibel Readings DATE OF EVENT READINGS 1st TIME 2nd I TIME 3rd TIME 5/31/2013 60 6:50 PM *Lion Dance 6/1/2013 54.4 9:00 AM 56 9:50 AM 6/20/2013 66 8:20 AM 56 8:30 PM 56 8:50 PM 8/10/2013 55.7 53.4 8/17/2013 70 8:25 PM 70 8:45 PM 66 8:50 PM 8/24/2013 55.5 8:38 PM 54.5 9:21 PM 8/27/2013 71 8:20 PM 68 8:20 PM 58 8:30 PM 8/31/2013 55.7 8:05 PM 53.3 8:30 PM 9/14/2013 59 56 57 9/15/2013 58 6:15 PM 56 8:30 PM 9/15/2013 57 8:30 PM 58 9:00 PM 56 9:15 PM 9/28/2013 70 63 60 10/20/2013 54 71 60 10/26/2013 57 65 61 11/2/2013 65 70 *Inside CEC 11/9/2013 56 55 55 *Inside walled canopy 11/30/2013 65 5:00 PM 65 6:15 PM 55 7:00 PM *Inside walled canopy HAKONE ESTATE AND GARDENS Tel: 408.741.4957 Fax: 408.741 -4993 www.hakone.us Guideline for DJs /Musicians at Hakone Events Welcome to Hakone Estate and Gardens! Hakone is one of the National Trust for Historic Preservation sites in the US and the oldest Japanese and Asian residential gardens in the Western Hemisphere established in 1915. Our mission is to preserve, protect, and maintain this historical and cultural heritage for many generations to come. Please read the guidelines thoroughly, and if any question arises please ask me or our onsite event staff. It is strongly recommended that you come and visit the site ahead of time to familiarize yourself, especially if you have never been here for an event before. 1. Parking: We recommend the Inner Parking Lot. The entry is at the end of the public parking lot. Our Event Staff can open the gate for you. 2. Furniture: We have tables (30 x 72 ") and chairs in our furniture shed. Please help yourself with these tables for your station setup. Hakone rents out market umbrellas (9' diameter). If you need them, please let your event client know so that they can arrange a rental from us ahead of time. 3. Volume Restriction: City of Saratoga Municipal Code (7- 30.050) limits the noise level as follows and we are required to maintain a log of volume levels at each event. The maximum noise level allowed during the daytime (7 am — 7 pm) is 66 dBA. The maximum noise level allowed during the evening (7 pm — 10 pm) is 56 dBA. The measurement is to be taken about 50' away from the source of sound. No event can be extended beyond 10 PM. There have been several complaints recently by the neighbors to the City about the high volume level. Your compliance with this Municipal Code is crucially important in continuing your music service at Hakone. We appreciate your voluntary observance of this important restriction. 4. Breakdown: Please make sure to collect all, and only, your equipment and not Hakone's property such as extension cords, microphone system (if used), etc., at breakdown. We appreciate your compliance with these requests, especially on volume restriction, and hope to welcome you for many more future events. We look forward to working with you in making each event a great success. Event Night Time of Decibel Reading Time of Decibel Reading Time of Decibel Reading email: events @hakone.com Please sign and return: DJ initial Name: DJ initial Company: DJ initial Phone #: Event date: RETREAT CENTER FOR HAKONE GARDENS and SEPARATE BUILDING FOR ENTRANCE /EXIT WITH ATTACHED GIFT SHOP AND TEAROOM NEEDS ASSESSMENTS Mission To improve and enhance visitors' experience at Hakone Gardens throughout all seasons To establish Hakone as a year -round destination and create a stable 12 -month income stream Needs I . Improve entrance /exit experience for visitors 2. Improve and increase amount of indoor space for visitors 3. Improve and increase year -round food service for visitors 4. Improve gift shop space for additional revenue 5. Improve and increase Asian interpretive history wall space for visitors IMnrove entrance /exit experience for visitors Present situation Tokens and separate toll gates are used presently. 1. This situation is confusing to visitors who sometimes wander around asking how to get in. 2. There is a safety issue because visitors must walk across the busy front intersection of the parking lot to buy the token and then cross over to the toll gate entrance. 3. There is a safety issue for the disabled as staff has to manually open a special gate for the visitor to get past the tollgate. 4. This is an unsightly first impression of the garden due to cement parking lot and the bathroom house at the tollgate. 5. The whole entrance is open to the elements so it can be unpleasant experience in inclement weather Future Improvement The new entrance will be indoors and have ramps for the disabled. 1. It would be attached to both the Gift Shop and the Tea Room 2. It will be an attractive indoor entrance, providing proper ambiance in all weather conditions. 3. All levels of ability /disability will be easily accessible. Safety issues in parking lot will be addressed. Improve and increase amount of indoor space for both eroua reservations and individual visitors Present situation for visitors needine indoor space I . Cultural Exchange Center —group rental only. Individual visitors can not access CEC because there is not enough staff to monitor this facility. Holding capability 80# standing/sitting in rows of chairs 60# sitting at tables 2. Lower House- group rental or wedding party dressing area Holding capability 70# standing/sitting in rows of chairs 509 sitting at tables Lower house is also now used as food cafd open to the public on weekends. There is a conflict -of use when wedding parties need it for clothes changing /staging on weekends Future There is a severe lack of indoor space, especially for large groups, so the Retreat Center will have a rental space for groups 9200 (sitting in rows or standing) # 175 sitting at tables 1. Hakone can be a year -round destination (especially during the months of October to April) for large groups 2. More large group rentals will enhance Hakone's financial stability every month, Improve and increase year round food service for visitors -Tea Room and outdoor deck Present situation Lower house is now used as a tea room open to the individual public on weekends only. During weekdays, no tea/snacks or indoor sit -down area are available to public. 25# sit down visitors 1. This situation often conflicts with wedding party needs on weekends 2. This situation is a temporary solution since the tables and cafe service area have to be set up and put away each weekend day so that the indoor area can be used for other rentals or meetings. 3. This situation is not in the best spot for public access by individuals 4. This is a fragile situation since it is run by volunteers. 5. During inclement weather (on weekdays November - April), there is no warm indoor -area with refreshments available for the public. Future As a year -round destination, Hakone needs to provide a small indoor /outdoor designated as -The Tea Room serving snacks and hot beverages for visitors on a daily,basis. 304 sit down visitors at small tables 1. The indoor /outdoor Tea Room connected to the Gift Shop and Entrance /Exit space. 2. It would provide year round daily tea/soup /limited food for individual visitors. 3. The Tea Room would provide an inviting and pleasant area for visitors in inclement weather conditions (November- April). More visitors would be drawn to Hakone during these colder months, increasing revenue. 4. Year round indoor /outdoor Tea Room would free up the Lower House for more group rentals. Improve Gift Shop space connected to the Tea Room Present Hakone's excellent gift shop with artistic, attractive goods is in a drafty remodeled shed set apart from the visitors' foot traffic at the end of their visit. 600 9square footage with no space for seating Future The Gift Shop will be conveniently located with the Tea Room and Entrance /Exit space. Its placement is designed to move all visitors through the shop particularly at the end of their visit. 1600# square footage to include seating for Tea Room 1. This will increase sales and revenue. This will further enhance the image of Hakone and add to the visitors' experience. Improve and increase Asian Interpretive History wall exhibit space Present There is Asian Interpretive History exhibit wall space only in the Cultural Exchange Center. 1. It is open for public viewing only when groups rent the CEC space. 2. Individual visitors can only view from afar when the front doors are open (unless staff or volunteers are in the CEC to manage /guard. CEC space 404 footage of cabinet wall space Future There will be additional Asian Interpretive History exhibit wall space in the Retreat Center. 40# footage of additional exhibit wall space 1. The Asian Interpretive History exhibit wall space would be open for public viewing when groups rent the Retreat Center space. 2. Individual visitors will only view from afar when the front doors are open (unless staff or volunteers are in the Retreat Center to manage /guard. 3. This will provide another feature attraction to Hakone Gardens, and help promote Hakone as a key destination for visitors to Saratoga. DECEMBER 7, 2013 (final) 2013 Year End summary for the Hakone Foundation Hakone Structure: List of jobs and number of employees CEO Lon Saavedra Garden & facilities staff full -time (FTE'S) Jacob Kellner Jesus Chiprez Daniel Diaz Nobu Takahashi (part time) Event Operations - part-time Event Coordinators and Supervisors Candyce O'Malley (Full Time) (Event Coordination) Jacquie Heffner (part time) (Event Coordination) Veronica Gunawan (part time) (Event Supervisor) Brian Scott (part time) (Event Supervisor) Marissa Silva (part time) (Event Supervisor) Richarde Ngo (part time) (Event Supervisor) Jose Chiprez (part time) (Event Supervisor) Samantha Pyne (part time) (Event Supervisor) Jarrell Molina (part time) (Event Supervisor) Girardo Hinojosa (part time) (Event Supervisor) Mary Edman (part time) (Event Supervisor) Nicolas Yamamoto (part time) (Event Supervisor) Gift store - Operations and Bookkeeping: Chiharu Yabe (Full Time) (Gift Store supervision, bookkeeping & Special Projects) Kayoko Ono Wilson Cai Board of directors - number and names - Connie Young Yu, Board President - Ann Waltonsmith, Board Trustee - Faramarz Yazdani, Board Treasurer - Elaine Salter, Board Secretary - Jill Hunter, Mayor of Saratoga - Emily Lo, Vice Mayor of Saratoga - Bev Harada, Board Trustee - Miki Shimabe, Board Trustee - Yuki Hashimoto, Board Trustee Committees Gift Shop Committee: Chair: Elaine Salter Garden Advisory Committee: Paul Discoe, Shizue Seo, David Yen Dr. Takao Donuma, Toru Tanaka FY 2012 – 2013 Nobu Yoshimura, Ann Waltonsmith Finance Committee: Treasurer, Faramarz Yazdani Government Relations Committee: Chair, Ann Waltonsmith Marketing & Communication Committee:Yuki Hashimoto, Shinka Umezaki, Development & Fundraising Committee: - -- Lon Saavedra Japan Supporting Committee: Co- Chairs: Hiro Matsumoto & Miki Shimabe Historical & Cultural Committee: Chair: Connie Young Yu Executive & Nominating Committee Chair: Connie Young Yu Facilities Committee: - -- Toru Tanaka & Jacob Kellner Volunteers -many and much appreciated -200+ Membership - annual (number and levels)- Approximately 700 A). Budget Total Gift Shop Sales Tax paid: $46,444 FY 2012 – 2013 Labor: $ 450,076 Net Income: 69,505 Total Budget: $ 627,293 FY 2011 – 2012 Labor: $ 450,628 Net Income: 59,625 Total Budget: $ 634,667 FY 2010 – 2011 Labor: $ 425,405 Net Income: - 95,626 Total Budget: $ 613,611 FY 2009 – 2010 Labor: $ 418,804 Net Income: - 39,844 Total Budget: $ 587,834 FY 2008 – 2009 Labor: $ 414,635 Net Income: 41,214 Total Budget: $ 601,053 FY 2007 – 2008 Labor: $ 450,61 Net Income: 102,673 Total Budget: $ 648,279 FY 2006 - 2007 Labor: $ 448,607 Net Income: 107,745 Total Budget: $ 605,176 FY 2005 – 2006 Labor: $ 429,563 Net Income: - 48,103 Total Budget: $ 606,368 FY 2004 – 2005 Labor: $ 340,312 Net Income: 71,806 Total Budget: $ 408,676. B). List of Hakone historic restoration projects (completed and upcoming)- 1) Moon Viewing House – • Roof restoration including replacement rafters, support beams on headers, shingles and insulation: o Included the installation of new supporting roof girders and ceiling repairs from water damage and replacement of traditional Japanese eves brought over from Japan. 2004 and 2005" • Replacement and restoration of the entire floor. o The Moon Viewing House undergirding and supporting floor boards were replaced and twenty4ght traditional new tatami mats brought from Japan were installed throughout the flooring of the Moon Viewing House. 2005 • Total restoration costs for completed projects: o Approximately $ 260,000 with source funds coming from the National Trust for Historic Preservation, Columbia Pictures (for use of the building in the filming of "Memoirs of a Geisha ") and $75,000 from the City of Saratoga which was agreed to in the November, 2000 contract agreement for deferred maintenance. - -- Historic Heritage grant is in the process of being submitted for a $250,000 Restoration of building 2) Lower House -- Roof restoration including replacement rafters, support beams on headers, new shingles and insulation; including the replacement and restoration of the building's foundation, structural supports, and new drainage system. • Roof replacement, including new shingles and restoration of traditional decorative gables. o Included the installation of new supporting roof girders and engawa (wooden flooring immediately between sliding doors and storm shutters) and walkway, ceiling repairs from water damage and replacement of traditional Japanese eves carved and shipped from Japan. Completion of this restoration phase took place in 2005. • A full restoration of the building was,completed in 2011. • An entire new foundation was constructed on the west and north end of the building with a surrounding French drain system installed with a new internal beam support structures and reinforced walls were put in place along with reinforcing the ceiling. • Traditional Japanese shoji doors were repaired, rice paper coverings were replaced, and windows restored. An entire new kitchen was installed which included replaced appliances, sinks and drainage system that are now in compliance with the Santa Clara County's Department of Health's regulations for serving food to the public • New bathrooms were also installed with replacement of all the sinks, toilets and other items in both the men and women's bathrooms. o Total restoration project costs: Approximately $ 510,000 with source funds coming from the National Trust for Historic Preservation, Historic Heritage Commission, Columbia Pictures (for use of the building in the filming of "Memoirs of a Geisha ") and $75,000 from the City of Saratoga which was agreed to in the November, 2000 contract agreement for deferred maintenance. 3) Main entrance Gate (Mon) o The entire 48,000 pound gate entrance (Mon) was lifted and permanently secured five feet above its original location. Granite steps, foundations, landings and support structures were imported from China and installed. The Mon itself was restored and reinforced using traditional Japanese carpentry methods which included replacing many of the wooden beams and roof supports structures. o Layers of the traditional shingles were replaced and parts of the main entrance doors had to be restored. New buttresses for the support structures were replaced. • Both sides of the corridor approach to the Main Gate, including the Yin and Yang fencing and support walls to the approaches to the Mon were restored which included both the north and south approach fencing. • A group of ten highly trained traditional Japanese Landscape Architects came to Hakone in the Spring of 2011 to reconfigure and set the large anchor stones and dry stack stone walls throughout the entranceway. New landscaping and plant materials were also installed on the approach to the main entrance. Large Kasuga Lanterns were donated, reconfigured and installed at the main entrance as well. • Total restoration project costs: Approximately $480,000 with source funds coming from the National Trust for Historic Preservation, Community Development Block Grant (CDBG) funds, Columbia Pictures (for use of the gardens in the filming of "Memoirs of a Geisha "). The source of the CDBG funds originate from the U.S. Department of Housing and Urban Development and the funds were allocated to the City of Saratoga through the County of Santa Clara. 4) Restoration of Moon Bridge o In 2005 the water soaked foundation was repaired and replaced including the foot planks and support beams of the nearly 90 year old Moon Bridge. This involved deconstructing the entire; bridge, resetting the key stones at each end and reconstructing the bridge employing traditional Japanese joinery methods without the use of nails. o Traditional craftsmanship was provided by Japanese trained builders who removed the entire bridge to their-facilities in the East Bay for the repair of all the damaged elements after nearly a. century of deferred maintenance and all the individual joints were reinforced, strengthened and refitted. o Total restoration costs: Approximately $45,000 with source funds coming from the National Trust for Historic Preservation and the County Historic Heritage Commission. 5) Wisteria Pavillion: (Near Pond) o The restoration of the main wisteria pavilion overlooking the pond included replacing many of the underground support structures, making every effort to use as many of the original materials as possible. The previous pavilion architectural style was not Japanese so bringing in new redwood, Port Orford Cedar and other resilient and long- lasting materials were of primary importance. o The side walls and supporting ceiling of the wisteria arbor all needed to be replaced along with the back wall section where the pond filtration system is located. o Total restoration costs: Approximately $35,000 with source funds coming from the National Trust for Historic Preservation and the County Historic Heritage Commission. 6) Installation of new gate for ADA entrance:. o Creation of a new ADA entrance gate and pathways throughout the gardens for access to the main gardens, pond area, Zen Garden, Lower House, mound area and the Cultural Exchange Center. The gate was designed using traditional building materials and methods with a special lintel structure which could be removed when there was a need to bring in larger motorized equipment into the gardens. o Inclusion of the main ADA entrance included the rebuilding and enlargement of the stone marked entrance of the ADA pathways with lighting and plant materials landscaped so that the naturally curved topography could be followed and still be code compliant. o Total restoration costs: Approximately $30,000 with source funds coming from the National Trust for Historic Preservation and the County Historic Heritage Commission. 7) Reconstruction of the tea garden, new entrance gate, stone and granite pathways of the historic tea garden adjacent to the Lower House pavilion. Included reconfiguration of the lanterns and design and construction of traditional water basin (tsukubai). o A group of nine highly trained traditional Japanese Landscape Architects came to Hakone in the autumn of 2009 to rebuild the tea garden, set the new stone nobedan (pathways), anchor stones and granite imported from China throughout the entrance way. o Included a full reconstruction of the tea garden's traditional gate, addition of new stones and reconfiguration of stone settings and entrance lantern and tsukubai (granite water basin). o Total restoration costs: Approximately $48,000 with source funds coming from reserve funds from the National Trust °for Historic Preservation and matching funds from the County Historic Heritage Commission. 8) Construction of traditional stone steps and landings approaching the moon bridge and koi pond from the entrance way and Mon. • In traditional Japanese gardens the principle of hide and reveal are a key element of the configuration of the gardens, pathways, bridges and other structural elements of the gardens. Before the restoration of the main entrance area there were a series of railroad ties being used as steps to the pond and Moon Bridge with direct line -of -site approaches. • The railroad ties were removed from the main entrance area and as the adjacent pathways and granite steps had been raised approximately five feet. The main entrance area was now converted into a sloped entertainment area where operas could be held and serve as multiple use performance venues. • Additional railroad ties were replaced using traditional stone steps to the pond and Moon Bridge had to be reconfigured to harmonize with the newly installed stones steps and new plantings. New landings were installed which were positioned in to view the gardens in various. Upon reaching the top of the newly installed stone steps the garden guest would discover their first view of the koi pond with a full view of the restored multi- tiered waterfalls and Moon Bridge. • Total restoration costs: Approximately $40,000 with source funds coming from reserve funds from the National Trust for Historic Preservation and Hakone Foundation reserve funds for the Ogata Kai Landscape Architects who traveled to Hakone from throughout Japan 9) Installation of new wisteria arbor leading from the Upper House to the upper garden pavilion. o A new wisteria arbor-was constructed, and measuring nearly120 feet, the old wisteria arbor was removed. Replacing the wisteria arbor entailed enlarging the original pathway, reconfiguring some of the stonework and supports, and rebuilding new structures that could both support the over 95 year old wisteria and also accommodate the large number of visitors who now visit Hakone. o The design and style of the new arbor was approved by both the Historic Preservation Commission and Hakone's team of experts in traditional Japanese Landscape Architecture. The style of the support structures were designed to be evocative of traditional Torii Gate that are present at the Hakone Shrine in Japan. o Total restoration costs: Approximately $35,000 with source funding from reserve funds from the National Trust for Historic Preservation and major donor Bruce Heister who continues to make major donations annually to Hakone and personally volunteers throughout the year on many of our restoration efforts. 10) Repair and restore walls and ceiling from the water damage of the engawa (upper porch and balcony) in the Moon Viewing House and the Lower House and reinforcement of the deck railing and balcony floors of the Moon Viewing House. o Total restoration costs: Approximately $20,000 with source funds coming from reserve funds from the National Trust for Historic Preservation and reserve funds from the Hakone Foundation. 11) Replacement of New Water Well in 2009 following the mass death of over half the koi fish at Hakone as a result of the toxic water from the old well constructed in 1917. o Total project cost: $50,000 with source funds from the City of Saratoga. 12) Underground trenching and installation of pipes for electrical wiring and irrigation for the entire length of the entrance access road with connections to the Cultural Exchange Center. o Total project cost: $25,000 from earmarked Hakone Foundation reserve funds. 13) Construction of upper road after winter rains and collapse in December of 2012. o Cost estimate: Approximately $600,000 from the City of Saratoga 14) Construction of a new ADA entrance path to the Cultural Exchange Center and mound area with access to the Lower House and new handicap entrance with railings and traditional dry stack stone walls and. barriers with new landscaping adjoining the stage. Cost estimate: Approximately $25,000 from earmarked Hakone Foundation reserve funds Upcoming restoration protects include: 15) Construction of a new entrance sign at the Big Basin Entrance with lighting and new landscaping. Cost estimate: Approximately $20,000 16) Restoration of the " kare san sui," the traditional dry mountain garden located at the entrance to the Lower House. Cost estimate: Approximately $80,000 (Majority of donation comes from Ogata Kai Association) NEEDS ASSESSMENT FOR HAKONE'S FUTURE • Background summary: In November of 2000 the Hakone Foundation and the City of Saratoga signed a long term lease agreement which was renegotiated in May of 2005. The current agreement will expire in the year 2060 and all the improvements and restoration of Hakone's historic 18 -acre estate will revert back to the City of Saratoga. The City of Saratoga made the decision that it was far too costly for the municipal government to maintain and operate Hakone at °the necessary level required to restore and oversee such a unique and historically significant cultural treasure as Hakone. The City Council also realized that they did not have the resources and necessary funds or expertise required to restore the historic Japanese buildings, gardens, pavilions, bridges, and other unique and rare structures located on the site. Throughout the intervening years the Hakone Foundations has been successful in tackling the large number of deferred maintenance issues and restoration projects with the generous assistance and expertise of the National Trust for Historic Preservation, the County Historic Heritage Commission, the David and Lucile Packard Foundation and numerous grants from corporations and foundations, including the prominent Ogata Kai professional Japanese Landscape Association. Hakone's annual visitorship has increased by over 400% in the past dozen years and is evolving into a prominent Bay Area cultural destination with over 60,000 guests per year. HAKONE'S LIMITED SEASONAL FACILITY CAPACITY Because of weather and indoor space limitations Hakone is currently only able to host revenue - generating events approximately five months of the year; May through September. Hakone has only-two indoor event facilities: The Cultural Exchange Center which can hold a maximum of 60 seated (with tables) guests indoors and the Lower House which can hold a maximum of 50 guests for seated (with tables) events. Because Hakone has developed a successful reputation for being an exquisite Bay Area event venue (we receive requests throughout autumn and the holiday season, October through December) for hosting events that average approximately175 guests for sit -down events and are required to decline hosting the events because of our indoor space limitations. The 175 guest capacity is Hakone's approximate event average during the May through September period. BUSINESS MODEL LIMITATIONS Consequently, because Hakone's primary source of income is from event revenues, Hakone is physically restricted from receiving a viable income stream during the remaining seven months of the year; October through April. Corporations and other event clients are not willing to risk booking an outdoor event due to the risk of both bad weather and the cold temperatures during those months. Requests for corporate holiday parties are especially popular however Hakone currently does not have the indoor event facilities to safely host gatherings of up to 175 guests. During the period when the City of Saratoga operated Hakone they employed only one gardener who had taken a brief three month course in Japanese Gardening. In'2004 When the National Trust for Historic Preservation designated Hakone as one of their top 12 historic sites in the country to receive special grant funding support under the Trust's "Save America's Treasures" initiative, the Foundation's Board of Trustees made a conscience decision to upgrade Hakone's overall quality and maintenance by hiring three full time gardening staff and recruited a well trained Japanese Garden specialist and simultaneously forging an important relationship with Ogata Kai Japanese Landscape Association (from Japan) to assist in the restoration of Hakone. In the past dozen years Hakone has successfully established a revenue stream which generates approximately $630,000 annually in both earned income and non- earned income. Because over half the year Hakone is unable to host events, to help off -set operating and restoration costs, there is a built in vulnerability to the vagaries of the normal economic downturns. During the great recession Hakone was forced to dip into its limited reserve funds to keep this 18 -acre cultural center operating while employing only two full —time office staff and three full -time garden staff, with the rest of the staff working only part- time. The Foundation's current reserves are approximately $380,000. Need for an indoor event venue (Retreat Center) which can host events throughout the autumn, winter and early spring Because of the capacity limitations of Hakone's indoor facilities we are forced to discontinue hosting events of up to 175 guests during the non - summer months of the year, in 2006 the Hakone Foundation Board of Trustees decided to move forward on planning for a Retreat Center and adjoining Tea Room to enlarge Hakone's event capacity throughout the year and also allow guests to enjoy a traditional tea and refreshments service in a Tea Room and gift shop setting throughout the year. Currently visitors and guests to Hakone do not have regular access to comfortably enjoy an indoor facility for tea and refreshments which is an integral experience for a traditional Japanese and Asian cultural setting. Also, without a year -round indoor facility that can seat up to 175 guests for corporate holiday parties, family gatherings, memorial services, and other event which Hakone routinely hosts during the summer months, Hakone will not have the capacity'to develop a reliable income stream to support the costs of maintaining this historic 18 -acres estate, gardens and facilities for future generations. City of Saratoga - Speaker Card Please Note: City Council meetings are both live and delayed broadcast. This card will help the meeting run smoothly, but you are not required to Provide any information you do not wish to provide. Please see reverse side of this card for Speaker Guidelines. I would like to speak about: G!S lQ V` j Z 1 k c, 4 V lX �/u a( LC Q'f l � Co-M , 4 (\ �'c Agenda Item? Yes Support _ Date: — Name: L GroupiOrganization: _ Address: (optional) Telephone:(optional) _ Email: (optional) No -L,:L--�genda Oppose ��/ 3 V t2 r" (j ) —1��04 (!�', V e� City of Saratoga - Speaker Card i Please Note: City Council meetings are both live and delayed broadcast. This card will help the meeting run smoothly, but you are not required to provide any information you do not wish to provide. Please see reverse side of this card for Speaker Guidelines. I would like to speak about: 0 Agenda Item? Yes No Support Oppose Date: 11- I ir- I -� M Name: U akv-1 � \ &I-C I &-.-N Agenda Item number. Neutral Group /Organization: Address: (optional) Telephone: (optional) -� Speaker Guidelines • If you are attending a meeting of the City Council or other City Committee, Commission, or Board ( "Legislative Body ") and would like to address the officials, please complete the information on the reverse side of this card and give it to the City Clerk in advance of the meeting. • Speakers are customarily allotted up to three (3) minutes; however, the Legislative Body may limit the number of speakers and length of time allowed to each speaker to ensure adequate time for all items on the Agenda. • Speakers are asked to address specific Agenda items when those items are before the Legislative Body rather than during the Oral Communications portion of the meeting. • Completion of this form is voluntary. You may attend and participate in the meeting regardless of whether or not you complete this document. Its purpose is to aid staff in compiling complete and accurate records; however, this card will become pail of the Public Record, In accordance with the Public Records Act, any information you provide on this form is available to the public. You may elect not to include your address and telephone number. • Groups /Organizations that are supporting or opposing issues are urged to select one spokesperson. • City Council meetings are both live and delayed broadcast. Thank you for your courtesy and cooperation. City of Saratoga - Speaker Card Please Note., City Council meetings are both live and delayed broadcast This card will help the meetinq run smoothly, but you are not required to Provide any information you do not wish to provide Please see reverse side of this card for Speaker Guidelines I would like to speak about; Agenda Item? Yes / Date Name No _X Agenda Item number Support Oppose Neutral Group /Organization: Address, (optional) Telephone:(optional) Email: (optional) Speaker Guidelines • If you are attending a meeting of the City Council or other City Committee, Commission, or Board ( "Legislative Body ") and would like to address the officials, please complete the information on the reverse side of this card and give it to the City Clerk in advance of the meeting. • Speakers are customarily allotted up to three (3) minutes; however, the Legislative Body may limit the number of speakers and length of time allowed to each speaker to ensure adequate time for all items on the Agenda. • Speakers are asked to address specific Agenda items when those items are before the Legislative Body rather than during the Oral Communications portion of the meeting. • Completion of this form is voluntary. You may attend and participate in the meeting regardless of whether or not you complete this document. Its purpose is to aid staff in compiling complete and accurate records; however, this card will become part of the Public Record. In accordance with the Public Records Act any information you provide on this form is available to the public. You may elect not to include your address and telephone number. • Groups /Organizations that are supporting or opposing issues are urged to select one spokesperson. • City Council meetings are both live and delayed broadcast. Thank you for your courtesy and cooperation. City of Saratoga Speaker Card Please Note:: City Council meetings are both live and delayed broadcast. Please see reverse side of this card for Speaker Guidelines. Sri 1 would like to speak about: �010 Agenda Item? Yes No Agenda Item number Support Oppose Neutral Date: Name; 1*1 IM A44-AD Group /Organization: . Address :,(optional) Telephone: (optional) Email; (optional) � - City of Saratoga - Speaker Card Please Note: City Council meetings are both live and delayed broadcast. Please see reverse side of this card for Speaker Guidelines: I'would like to speak about: Agenda Item? Yes Support,, Date: Name: N"•` ` ci'" �`� - � %fit No Agenda Item number Oppose: Neutral,. Group /Organizations - - - Address : (optional-) Telephone: (optional) Email: (o;ptional) _ -: Speaker Guide lines • If you are attending a meeting of the City Council or other City Committee, Commission, or Board (`Legislative Body ") and would like to address the officials, please complete the information on the reverse side of this card and give it to the City Clerk in advance of the meeting. • Speakers are customarily allotted up to three (3) minutes; however, the Legislative Body may limit the number of speakers and length of time allowed to each speaker to ensure adequate time for all items on the Agenda. • Speakers are asked to address specific Agenda items when those items are before the Legislative Body rather than during the Oral Communications portion of the meeting. • Completion of this form is voluntary. You may attend and participate in the meeting regardless of whether or not you complete this document. Its purpose is to aid staff in compiling complete and accurate records; however, this card will become part of the Public Record, In accordance with the Public Records Act, any information you provide on this form is available to the public. You may elect not to Include your address and telephone number. • Groups /Organizations that are supporting or opposing issues are urged to select one spokesperson, • City Council meetings are both live and delayed broadcast. Thank you for your courtesy and cooperation.