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Home My WebLink About12-05-2007 CC Agenda Packet AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, December 05, 2007 OPEN MEETING – 6:00 P.M. – ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE Study Session to discuss future improvements to the Quito Village Shopping Center and adjacent office park located at the corner of Saratoga and Cox Avenue. Recommended action: Provide input into future improvements to the sites located at 12990 Saratoga Avenue and 18870 Cox Avenue. REGULAR MEETING – 7:00 P.M. – CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on November 29, 2007) 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. Oral Communications - Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. Communications from Boards and Commissions Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS 1 SPECIAL PRESENTATIONS CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 1. Review of Accounts Payable Check Register Recommended action: That the City Council accepts the Check Register for the following Accounts Payable payment cycle: November 20, 2007 2. 2008 Hazardous Vegetation Program Commencement Resolution Recommended action: Adopt resolution. 3. Wireless internet access in the Council Chambers Recommended action: Review report and direct staff accordingly 4. Review of the Draft Request for Proposals for the update of the City of Saratoga Housing Element Recommended action: Staff requests the City Council review the Draft Request for Proposals (Attachment 1), including the Scope of Services, for the update to the City’s Housing Element. Based on the Council’s recommendation, staff will send the Request for Proposals (RFP) to qualified consulting firms. 5. Notice of Completion-2007 Pavement Management Program Recommended action: Move to accept project as complete 6. Saratoga-Sunnyvale Road Rehabilitation & Overlay Project-Extension of Contract Recommended action: Approve Extension 7. Amendment to Previous Council Report-2006 Stormdrain Repair & Upgrade Project Recommended action: Accept amendment PUBLIC HEARINGS None 2 OLD BUSINESS None NEW BUSINESS 8. Request for Council Agency Assignments and Adhoc Committees Recommended action: Informational only. 9. Parks and Recreation Commission Mission Statement Recommended action: Accept report and adopt revised Parks and Recreation Mission Statement. 10. Discussion of Potential Property Acquisition by the Madronia Cemetery District. Recommended action: Review the staff report, consider public testimony and provide direction to staff. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Aileen Kao Association of Bay Area Government Hakone Foundation West Valley Mayors and Managers Association City School AdHoc County HCD Policy Committee Vice Mayor Ann Waltonsmith Comprehensive County Expressway Planning Study Policy Advisory Board (PAB) Hakone Foundation Northern Central Flood Control Zone Advisory Board KSAR SASCC Sister City Liaison Council Finance Committee Councilmember Chuck Page Chamber of Commerce Santa Clara County Cities Association-Joint Economic Development Policy Committee (JEDPC) West Valley Sanitation District West Valley Solid Waste Joint Powers Association Village AdHoc Chamber of Commerce AdHoc Council Finance Committee North Campus AdHoc 3 Councilmember Kathleen King County Cities Association Legislative Task Force Peninsula Division, League of California Cities Santa Clara County Cities Association Valley Transportation Authority PAC City School AdHoc North Campus AdHoc Councilmember Jill Hunter Historic Foundation Library Joint Powers Association Santa Clara County Emergency Council Santa Clara County Valley Water Commission Village AdHoc CITY COUNCIL ITEMS OTHER CITY MANAGER’S REPORT ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269. Notification 48 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 II) Certificate of Posting of Agenda: I, Cathleen Boyer, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the City of Saratoga was posted on November29, 2007, of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us Signed this 29th day of November 2007at Saratoga, California. Cathleen Boyer, CMC City Clerk Note to public: Please provide the City Clerk with seven (7) copies of any written document that you would like to submit to the City Council in order for it to become part of the public record. 4 NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.saratoga.ca.us CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2007 12/19 Regular Meeting 2008 Meeting Calendar will be adopted at the December 19th meeting and will be posted on the January 2, 2008 agenda. 5 AGENDA ITEM: CITY MANAGER: Dave Anderson Karen Caselli DIRECTOR:Mary Furey RECOMMENDED ACTION: That the City Council accepts the Check Registers for the following Accounts Payable payment cycles: November 20, 2007 REPORT SUMMARY: Attached are the Check Registers for: Date Ending Check No. 11/20/07 106521 106583 63 $427,479.33 11/21/07 11/7/07 106520 Total $427,479.33 AP Date Check No. Issued to Dept.Amount 11/20/07 106538 Community Development $309,499.10 11/20/07 106544 CIP Activity $23,323.05 11/20/07 106569 Public Works $13,031.25 The following is a list of Accounts Payable checks that were voided or manually issued: (No manual/voided checks) The following is a list of cash reduction by fund: Fund #AP 11/20 Total 001 General 375,759.87 375,759.87 201 Manor Drive Landscape 47.25 47.25 202 Ferdericksburg Landscape - 203 Greenbriar Landscape - 204 Quito Lighting - 205 Azule Lighting - 206 Sarahills Lighting 89.88 89.88 207 Village Lighting - 209 McCartysville Landscape - 210 Tricia Woods Landscape 35.00 35.00 211 Arroyo de Saratoga Landscape - SARATOGA CITY COUNCIL General Finance & Administrative Services Accounts Payable Checks Released Law Enforcement - Monthly Services December 5, 2007 Starting Check No. Fund Description GeneralSierra Display, Inc. Remove, Install light strings in Village 2006 Concrete Repair El Quito Curb Replacement PREPARED BY: Amount Ending Check No. Total Checks SUBJECT: Review of Accounts Payable Check Registers. MEETING DATE: Date County of S.Clara - Sheriff's Office George Bianchi Construction DEPARTMENT: The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description of the expenditure: Fund Type of Checks Prior Check Register Purpose C:\DOCUME~1\cboyer\LOCALS~1\Temp\Staff Report6 212 Leutar Court Landscape - The following is a list of cash reduction by fund: (continued)- Fund #AP 11/20 Total 216 Beauchamps Landscape 260.22 260.22 217 Sunland Park Landscape 306.31 306.31 222 Prides Crossing Landscape - 224 Village Commercial Landscape 522.27 522.27 225 Saratoga Legends Landscape 410.99 410.99 226 Bellgrove Landscape - 227 Cunningham/Glasgow Landscape 120.56 120.56 228 Kerwin Ranch Landscape 409.01 409.01 229 Tollgate LLD - 231 Horseshoe Landscape/Lighting 170.86 170.86 232 Gateway Landscape - 233 Carnelian Glen 73.23 73.23 270 CDBG Administration - 271 Saratoga Housing & Rehab. Prg.- 320 - 352 Infrastructure - 400 Library Bond Debt Service - 501 Equipment Replacement ISF - 502 Information Technology - 503 Facility Improvement 5,851.26 5,851.26 504 Facilities 4,993.13 4,993.13 505 Information Technology 6,441.03 6,441.03 506 Office Stores Fund 1,012.10 1,012.10 510 Liability/Risk Mgt - 511 Workers' Comp - 701 Traffic Safety - 702 Highway 9 Safety - 703 Hakone ADA Improvements - 704 558.50 558.50 706 Sidewalk Annual Project - 707 Aloha Street Safety Improvement - 708 184.80 184.80 716 Highway 9/Oak Pedestrain - 720 KSAR/CATV Agency Fund - 727 El Quito Area Curb Replacement 23,323.05 23,323.05 728 Book Go Round Drainage - 731 Storm Drain Upgrades - 732 Median Landscape/Irrigation - 734 Civic Center Landscape 5,656.11 5,656.11 735 Village Lights (Zone 7A)- 736 Village Trees Lighting - 738 Cox Ave Railroad Crossing - 741 Blaney Plaza Improvements - 743 Blaney Plaza Improv./Cnstrc - 744 Village Sidewalk, Curb/Gutter - 746 Saratoga-Sunnyvale Gateway - 747 - 748 El Ca Grante/Monta Vista - 752 400.00 400.00 755 Warner Hutton House Improv.- Park Dev Capital Project Annual Street Resurfacing Saratoga Sunnyvale PH 2 Sara-Sun ADA Curb Ramps Fund Description Document Imaging Project C:\DOCUME~1\cboyer\LOCALS~1\Temp\Staff Report7 758 Civic Center - CDD Offices - 760 - The following is a list of cash reduction by fund: (continued)- Fund #AP 11/20 Total 762 North Campus/19848 Prospect - 766 Historical Park Fire Alarm - 780 - 783 - 785 320.00 790 - 791 - 792 Alternative Soccer Field - 793 465.37 465.37 795 68.53 68.53 427,479.33 427,479.33 - - ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Check Registers in the A/P Checks By Period and Year report format TOTAL Facility Projects Trail Segment #3 Repair Beauchamp Park Fund Kevin Moran Parks/Trails Repair Wildwood Park - Wtr/Seat UPRR/De Anza Trail Citywide Tree Replanting Fund Description C:\DOCUME~1\cboyer\LOCALS~1\Temp\Staff Report8 9 10 11 12 13 14 15 SARATOGA CITY COUNCIL MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: City Manger’s Office CITY MANAGER: Dave Anderson PREPARED BY: Cathleen Boyer, City Clerk DIRECTOR: Dave Anderson SUBJECT: 2008 Hazardous Vegetation Program Commencement Resolution RECOMMENDED ACTION: Adopt resolution. REPORT SUMMARY: The attached resolution represents the first step in Saratoga’s Hazardous Vegetation Abatement Program administered by the Office of the Agricultural Commissioner. The Commissioner has determined that the parcels in Saratoga on the attached list have excessive weed growth which is a fire hazard or otherwise noxious or dangerous. It would be appropriate at this time for the City Council to adopt the resolution setting the public hearing for hazardous vegetation abatement for January 2, 2008. FISCAL IMPACTS: No fiscal impact to the City of Saratoga if the resolution is adopted. Santa Clara County recovers its costs from the administrative portion of the fee charged to property owners. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: The County sends the property owners of the parcels three notices informing them that the hazardous vegetation must be abated, either by the owners or by the County; when County abatement will commence if work is not performed by the property owner; and how they may present any objections at the public hearing. The public hearing is noticed in the Saratoga News as well. After the public hearing, the Council passes another resolution ordering abatement on properties whose owners did not object or whose objections the Council felt were invalid. 16 ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – 2008 Weed Abatement Program Commencement Report Attachment B – Resolution Setting the Public Hearing 17 1 8 1 9 2 0 RESOLUTION NO. 07- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING HAZARDOUS VEGETATION GROWING ON CERTAIN DESCRIBED PROPERTY TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING WHEREAS, hazardous vegetation is growing in the City of Saratoga upon certain streets, sidewalks, highway, roads and private property; and WHEREAS, said vegetation attain such growth as to become a fire menace or are otherwise noxious or dangerous; and WHEREAS, said vegetation constitute a public nuisance. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Saratoga, as follows: 1. That hazardous vegetation does now constitute a public nuisance; 2. That said nuisance exists upon all the streets, sidewalks, highways, roads and private property, more particularly described by common name or by reference to the tract, block, lot, code area and parcel number on the report prepared by and on file in the office of the County Fire Marshal; 3. That it is ordered that Wednesday, the 2nd day of January, 2008, at public hearing during a regular meeting which will begin at 7:30 p.m. in the Saratoga Civic Theater, 13777 Fruitvale Avenue, is hereby fixed as the time and place where objections to the proposed destruction and removal of said vegetation shall be heard and given due consideration; 4. That the County Fire Marshal is hereby designated as the person to cause notice to be given in the manner and form provided in Article 15, Chapter 7 of the Saratoga Municipal Code, and as the person to hereafter cause abatement of such seasonal and recurring nuisance. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a regular meeting held on the 5th day of December 2007, by the following vote: AYES: NOES: ABSTAIN: ABSENT: M a y o r ATTEST: Cathleen Boyer, City Clerk 21 SARATOGA CITY COUNCIL MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Leo Salindong, IT Technician DIRECTOR: Mary Furey SUBJECT: Wireless Internet (Wi-Fi) access in the Council Chambers. RECOMMENDED ACTION: Review report and direct staff accordingly. REPORT SUMMARY: Council directed staff to explore options for providing wireless internet (Wi-Fi) access to the public in the Council Chambers as part of the “Going Green” effort. Wireless access would allow citizens to download and view the City Council meeting agenda and all associated reports online through their laptops during the meeting, rather than printing out copies and bringing them to the meeting. An internet connection would also provide Council and staff internet access during the council meetings for immediate research needs. Staff determined that a separate internet connection line for Wi-Fi public access, rather than utilizing the City’s current internet access, would best safeguard the City’s existing network system. In addition, this would allow connectivity to be seamless as the Wi-Fi access would not require registration or passwords. FISCAL IMPACTS: Based on staff research the cost to bring in an internet line to the Council Chambers would run $105/per month for business level cable internet service providing 6 to 8 Mbps, which would allow for concurrent multiple user access. There is a one-time activation fee of $250 for a one year service agreement with Comcast, which is waived if the City agrees to a two year service agreement. Installation costs for pulling new cables into the theater would not be incurred as cables were previously installed for the Granicus “Live Streaming Video” project. Staff had anticipated the City would want to accommodate internet connectivity in the future and had an extra line installed at the same time. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Council Chamber would continue to not offer public wireless internet access. ALTERNATIVE ACTION: N/A Page 1 of 2 22 Page 2 of 2 FOLLOW UP ACTION: Direct staff to activate the Wi-Fi internet connection in the Council Chambers. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: N/A 23 SARATOGA CITY COUNCIL MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: Christopher Riordan, AICP DIRECTOR: John Livingstone, AICP SUBJECT: Review of the Draft Request for Proposals for the update of the City of Saratoga Housing Element RECOMMENDED ACTION: Staff requests the City Council review the Draft Request for Proposals (Attachment 1), including the Scope of Services, for the update to the City’s Housing Element. Based on the Council’s recommendation, staff will send the Request for Proposals (RFP) to qualified consulting firms. REPORT SUMMARY: This report is intended to provide the City Council an opportunity to review the Draft RFP for the City of Saratoga Housing Element Update. BACKGROUND INFORMATION: During the October 16, 2007 City Council & Planning Commission Study Session, direction was provided to staff for the preparation of a scope of work to be included in the RFP. The City Council appointed three members of the Planning Commission to work with staff in the preparation of the Scope of Services. The Planning Commission members were provided draft copies of the RFP for their review. Their comments have been incorporated into the RFP. FISCAL IMPACTS: The budget for this fiscal year includes a General Plan Maintenance Fee. The Community Development Department is estimating available revenue to be approximately $70,000 a year. The majority of the existing funding was utilized as part of the last General Plan update. Since the start of this fiscal year the account has accrued approximately $25,000 in funds. Staff estimates the entire fund of approximately $70,000 a year or $140,000 for the next two years will be needed depending on the final scope of the project and the results of the RFP. Page 1 of 2 24 Page 2 of 2 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City would have difficulty updating the current Housing Element by June 2009. ALTERNATIVE ACTION: N/A NEXT STEPS: • The Ad hoc Committee will conduct interviews to select a Housing Consultant. • The contract with the selected consultant will be brought to the City Council for review and approval. • Schedule a second joint City Council-Planning Commission study session with the selected Housing Consultant. ADVERTISING, NOTICING AND PUBLIC CONTACT: The agenda was properly posted on November 29, 2007. ATTACHMENTS: 1. Draft Request for Proposals for the City of Saratoga Housing Element Update 25 DRAFT RFP FOR THE CITY OF SARATOGA HOUSING ELEMENT UPDATE Date Consultant Name Street Address City, State, Zip RE: Request for Proposal (RFP) - City of Saratoga Housing Element Update & Environmental Review The City of Saratoga is seeking proposals from qualified consulting firms to prepare an updated Housing Element to meet the June 30, 2009 deadline. The City is looking for a document that will reflect current state policy and law and a process that will provide local decision makers and the public with information and options to address the requirements of state law. Background Incorporated as a general law city on October 22, 1956, the City of Saratoga is located in Santa Clara County, 10 miles southwest of San Jose and 50 miles south of San Francisco. The City’s population is approximately 31,000 and encompasses an area of 12 square miles. Saratoga is well known for its superior schools, low crime rate and charming downtown village area. The City is primarily a built out residential community and offers its residents a high quality of life in a semi-rural setting. Full versions of the General Plan, including the Housing Element and the Zoning Ordinance may be reviewed on the City’s web site at www.saratoga.ca.us. The Association of Bay Area Governments (ABAG) has tentatively determined Saratoga’s fair share of the Regional Housing Needs Allocation for the 2007-2014 planning cycle as follows: Table 1. ABAG Draft Regional Housing Allocation for the period of 2007-2014 Draft Regional Housing Allocation 2007-2014 Very Low Income Low Income Moderate Income Above Moderate 292 90 68 77 57 26 The final Regional Housing Allocation has not yet been completed by ABAG. The draft numbers are subject to change. Description of the Project The Housing Element update should provide innovative and original goals and policies to satisfy the requirements of state law in a manner that is in keeping with community character and that addresses the challenges posed by being largely built out and having land costs that are among the highest in the region. During the previous Housing Element cycle, the City fell short of meeting it regional housing allocation numbers for the low income level. The City is particularly interested in strategies that will enable it to be more successful in meeting its goals in the next planning cycle. Scope of Services The Consultant would be expected to provide the following services: A. General 1. Meet with City staff to gain a complete understanding of the Housing Element Update project. 2. Prepare an Updated Housing Element pursuant to state law and guidelines. 3. Prepare environmental review documents pursuant to state law and guidelines. 4. Provide staff support during public meetings as needed. 5. Prepare staff reports, resolutions, and ordinances related to the Housing Element update process. 6. For all written documents Consultant will be responsible for all text, tables, and databases, formatting, graphics, and illustrations. The Consultant shall provide staff with five (5) copies of all administrative drafts. Consultant shall provide City with 50 bound copies of all public review drafts together with a single unbound camera-ready copy. 7. Submit all documents, tables, graphics, etc. in a format suitable for posting on the City’s web site. 8. The Consultant shall serve as the City’s liaison with HCD. Consultant shall be responsible for the following: • Submittal of Draft Housing Element to HCD • Preparation of written response to HCD comments • Meetings and/or conference calls with HCD Staff and City Staff to discuss comments. • Consultation with HCD Staff regarding changes to text required by Planning Commission or City Council. • Submission of Final Draft to HCD for review and approval. • Preparation of final changes required for HCD approval. 9. Consult and coordinate with other state and local agencies as necessary and prudent during the Element update process. ______________________________________________________________________________ Request for Proposal Statement for City of Saratoga General Plan Housing Element Update Page 2 of 5 27 B. Housing Element Update The proposal shall address the methodology to be used for developing and presenting the information, policies, and programs required by Government Code section 65583 and other relevant components of the state housing laws. The City is particularly interested in innovative and thoughtful approaches to: 1. Developing strategies for effective mixed-use and inclusionary housing policies in communities such as Saratoga. 2. Analyzing the City’s current zoning practices to identify existing and proposed practices that would satisfy the estimated housing needs and evaluating the economic/environmental impact of policy revisions required to meet those needs. 3. Evaluating potential and actual nongovernmental constraints in Saratoga and strategies to address those constraints in the course of the update process. C. Public Participation The City is considering alternative approaches to public participation in development of the Housing Element update. It is considering options such as neighborhood meetings, a task force, a series of community-wide meetings or some combination of these. The proposal shall describe Consultant’s proposed approach to community participation and discuss Consultant’s experience with the proposed approach in other communities. D. Environmental Review The Housing Element Update is a project and subject to review under the California Environmental Quality Act (CEQA). The response shall provide an explanation of the Consultant’s approach toward CEQA review of the Housing Element and provide examples based on experience. It anticipated that a Negative Declaration/Mitigated Negative Declaration will be required. E. Proposal Contents The proposal should provide the information described above and should include the following: 1. Information which demonstrates the Consultant’s experience in Housing Element preparation for cities similar in size and population to the City of Saratoga. 2. Identification of the personnel proposed on this project including their qualifications and experience on similar projects and the Consultant’s project manager for this project. 3. Clear and comprehensive statements regarding the proposed delivery of services and products by task. 4. A detailed project schedule for the project including milestones and deliverables. 5. A detailed proposal identifying costs by task. ______________________________________________________________________________ Request for Proposal Statement for City of Saratoga General Plan Housing Element Update Page 3 of 5 28 6. A list of California cities and counties for which consultant has prepared Housing Elements and/or related environmental documents. The list should indicate the year in which each project was completed and which elements were approved and certified by HCD. 7. Specific comments on the City’s Standard Consultant Services Agreement proposed for this project, a copy of which is attached. Proposals shall identify any exceptions taken by the Consultant regarding the terms, conditions, and requirements of the City’s Standard Agreement along with an explanation and suggested language for dealing with the exception. Unless the exceptions are noted in the proposal, the selected Consultant will be expected to execute the Town’s Standard Agreement as proposed. The Consultant’s proposal will be referenced and included as an exhibit in the final Agreement executed with the City. The proposal shall include the following information in a separate section labeled Summary Information: 1. The name of the firm making the proposal together with address, phone number, and web site address. 2. The name of the Project Manager and any other key personnel who will be working with the City on this project. 3. Estimated deliverable dates for the administrative draft, public review draft, and final Housing Element. 4. The cost of the proposal exclusive of the public participation component. F. Selection Process Proposal should be short, well written and to the point. Proposal should be submitted in an 8-1/2 x 11 format and the document should be stapled or plastic comb bound – no binders. Each proposal shall also be provided in .pdf format. The proposal’s cover shall include the date, legal name of firm, the year it was established and address, telephone number and email address. Written proposals will be evaluated by the City and may include an interview. Staff will make a recommendation on a Consultant to the City Council for approval and authorization to negotiate and execute an Agreement to provide the requested services. In reviewing responsiveness, qualifications, and cost of each firm, the City will be considering factors such as the consultant’s knowledge of Housing Element state law and the certification requirements and process of HCD and how they apply to this project, experience in facilitating public participation in the Element update process, and capacity to develop creative solutions tailored to the needs or particular communities. ______________________________________________________________________________ Request for Proposal Statement for City of Saratoga General Plan Housing Element Update Page 4 of 5 29 ______________________________________________________________________________ Request for Proposal Statement for City of Saratoga General Plan Housing Element Update Page 5 of 5 G. Deadline for Submission Five (5) copies of the proposal must be submitted no later than 5:30 P.M. PST on December (Insert Date), 2007 to: Christopher Riordan, Senior Planner City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 H. Attachments 1. Standard Consultant Services Agreement Note: If you will not be submitting a proposal, please e-mail Christopher Riordan at criordan@saratoga.ca.us. Thank you in advance for your interest and response to the City’s Request for Proposal. Christopher Riordan, AICP Senior Planner criordan@saratoga.ca.us 30 SARATOGA CITY COUNCIL MEETING DATE: December 5th, 2007 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Morgan Kessler DIRECTOR: John Cherbone SUBJECT: 2007 Pavement Management Program-Notice of Completion ______________________________________________________________________________ RECOMMENDED ACTION(S): Move to accept the 2007 Pavement Management Program as complete and authorize staff to record the Notice of Completion for the construction contract. REPORT SUMMARY: All work for the 2007 Pavement Management Program has been completed by the City’s contractor, El Camino Paving, Inc., and has been inspected by Public Works staff. The original contract award amount was $733,156.50, with change order authority of $66,843. Additionally, authority for extra work was approved in the amount of $50,000. The final contract amount of $628,279.58 is within the Council approved budget. In order to close out the construction contract and begin the one-year maintenance/warranty period, it is recommended that the Council accept the project as complete. Further, it is recommended that the Council authorize staff to record the attached Notice of Completion for the construction contract so that the requisite 30-day Stop Notice for the filing of claims by subcontractors or material providers may commence. FISCAL IMPACTS: There are sufficient funds in the project budget to cover final payment. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The project would not be accepted as complete and staff would notify the contractor of any additional work required by the City Council before the project would be accepted as complete. ALTERNATIVE ACTION(S): None in addition to the above. Page 1 of 3 31 FOLLOW UP ACTION(S): Staff will record the Notice of Completion for the construction contracts and release the contract sureties and retentions thirty days thereafter. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional ATTACHMENTS: Page 2 of 3 32 Page 3 of 3 Recording requested by, And to be returned to: City of Saratoga Public Works Department 13777 Fruitvale Avenue Saratoga, CA 95070 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor mentioned below, on property of the Owner, was accepted as complete by the Owner on the 3rd day of October, 2007. Contract Number: N/A Contract Date: September 19th, 2007 Contractor’s Name: El Camino Paving, Inc. Contractor’s Address: 924 San Rafael Avenue, Mountain View, CA 94088-2319 Description of Work: 2007 Pavement Management Program Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State of California. The undersigned certifies that he is an officer of the City of Saratoga, that he has read the foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same is true of his own knowledge, except as to those matters which are therein stated on the information or belief, as to those matters the he believes to be true. I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of Saratoga, County of Santa Clara, State of California on___________________, 2007. CITY OF SARATOGA BY:____________________________ ATTEST:____________________________ Dave Anderson Cathleen Boyer, City Clerk City Manager Gov. Code 40814 33 SARATOGA CITY COUNCIL MEETING DATE: December 5th, 2007 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Morgan Kessler DIRECTOR: John Cherbone SUBJECT: Saratoga-Sunnyvale Road Overlay & Rehabilitation Project Phase II - Extension of Construction Contract to Perform Additional Work RECOMMENDED ACTION: 1. Authorize an increase to the change order authority for an existing construction contract with G. Bortolotto & Company, Inc. in the amount of $150,000 REPORT SUMMARY: In October of this year, a contract was awarded to G. Bortolotto & Company, Inc. by the Saratoga City Council for the Saratoga-Sunnyvale Road Overlay & Rehabilitation Project Phase II. This Federally-funded contract includes furnishing all materials, equipment, and labor to provide asphalt roadway paving and related work along Saratoga-Sunnyvale Road and nearby locations. An important paving-related issue has arisen since the time that the original contract was awarded, and it would be advantageous to Saratoga both cost and schedule-wise to extend G. Bortolotto & Company, Inc’s existing contract to include this work. That contract provides that additional work may be performed at the unit prices specified in the bid. The City needs to complete the remaining work left over from the 2007 Pavement Management Program. This contract between Saratoga and El Camino Paving was recently terminated by mutual agreement of the parties, and there is remaining safety-related work (striping, raising manhole covers, and completing partially-completed paving repairs) that must be completed in a timely basis. In this instance the City would be best served by extending G. Bortolotto & Company, Inc.’s contract rather than going out to bid for several reasons. Most importantly, the work that remains uncompleted could lead to safety hazards on City streets. In addition, it does not appear that bidding would be likely to result in a lower price. In accordance with the standard City contract with G. Bortolotto, Saratoga has the authority to extend the quantity of contract items (Section GC-4, Subsection D “Changes”). The work would be performed at the unit pricing specified in the Bortolotto bid which were the lowest when the project was bid in October. It appears that the work can be completed at a cost that does not exceed the amount of the original contract. Finally, G. Bortolotto & Company, Inc. will be in a position to complete the work in a timely manner and at a low cost because they are currently working on a City project and have crews mobilized and ready to continue work on the project. Page 1 of 2 34 Page 2 of 2 To proceed with these projects in the most cost-effective and timely fashion, it is recommended that Council approve an increase to the change order authority with G. Bortolotto & Company, Inc. for additional scope of work in the amount of $150,000. FISCAL IMPACTS: Funding for this project is covered by a combination of Capital Improvement Projects and the Public Works operating budget, as follows: FUND AMOUNT Annual Street Resurfacing $150,000 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The change order for additional work would not be approved, and the work would no be performed at this time. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): The existing contract will be amended, and the additional work will be scheduled. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None. 35 SARATOGA CITY COUNCIL MEETING DATE: December 5th, 2007 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Morgan Kessler DIRECTOR: John Cherbone SUBJECT: 2006 Stormdrain Repair and Upgrade Project – Amendment to Previous Council Report RECOMMENDED ACTION: 1. Accept amendment to previous Council report for the 2006 Stormdrain Upgrade and Repair Project, clarifying funding account sources. REPORT SUMMARY: On September 5th, 2007 an extension to an existing contract with Furlo & Furlo was brought before Council. In the Fiscal Impacts section of the report, a funding account was erroneously omitted. The correct funding sources are listed below, with the previously omitted items in bold: “FISCAL IMPACTS: Funding for this additional work is currently programmed in the adopted CIP in the Annual Storm Drain Repair Project, the Oak Place & Highway 9 Pedestrian Safety Project, Annual Street Resurfacing and the Teerlink Ranch Trail Repair Project.” CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Furlo & Furlo could not be paid for completed work until Administrative Services has a record of this amendment. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): This amendment will be provided to Administrative Services. ADVERTISING, NOTICING AND PUBLIC CONTACT: Page 1 of 2 36 Page 2 of 2 Nothing additional. ATTACHMENTS: None. 37 SARATOGA CITY COUNCIL AND PLANNING COMMISION STUDY SESSION MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: John F. Livingstone, AICP DIRECTOR: John F. Livingstone, AICP SUBJECT: Study Session to discuss future improvements to the Quito Village Shopping Center and adjacent office park located at the corner of Saratoga and Cox Avenue. RECOMMENDED ACTION: Provide input into future improvements to the sites located at 12990 Saratoga Avenue and 18870 Cox Avenue. REPORT SUMMARY: The applicant recently purchased the above properties and has requested a study session with the City Council and the Planning Commission to provide feedback to the applicant as to what the City may be interested in seeing concerning future improvements of the sites. The Quito Village Shopping Center is approximately 6.24 acres and the adjacent office complex is approximately 10.25 acres. The Quito Village Center is zoned for Commercial Retail (CR) and the office complex is zoned for Professional Administrative (PA). Attached to this report is a detailed breakdown of the development requirements for each lot. STUDY SESSION REQUIREMENTS: The Study Session is a fact-finding meeting where the City Council and Planning Commission may discuss the item and ask questions from or hear statements from the applicant or members of the public attending the meeting. During the Study Session, the City Council or Planning Commission may only discuss items related to the project. The agenda does not allow any formal votes or motions on the proposed project or other matters. No comments made during the Study Session by the City Council or Planning Commission are binding or required to be carried through to the formal public hearing where actions will be taken on the proposed project. FOLLOW UP ACTION: Page 1 of 2 38 Page 2 of 2 The following are possible follow up actions: • Have the applicant conduct a neighborhood meeting at the project site. • Have a second study session once the applicant has preliminary plans prepared. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notice of this meeting was properly posted. ATTACHMENTS: A. Parcel Profile for the Quito Village Shopping Center at 18770 Cox Avenue. B. Parcel Profile for the Office Complex at 12990 Saratoga Avenue. 39 PARCEL PROFILE FOR QUITO SHOPPING CENTER 18770 – 18860 Cox Avenue (Assessor’s Parcel Number: 389-12-019) 1. Current Owner: Quito Village Group, LLC 2. General Plan Designation: Commercial Retail (CR) 3. Zoning Designation of Subject Site: Commercial Neighborhood (CN) 4. Zoning Designation of Abutting Sites: North: Commercial Neighborhood (CN) and Professional and Administrative Office (PA); South: Residential (R-1- 10,000); East: Residential (R-1-10,000); and West: Professional and Administrative Office (PA). 5. Estimated Lot Size: 6.24 acres net (Minimum net site area required is 10,000 sq. ft. per 15-19.030(c)) 6. Current Use(s) of the Property: Retail, Restaurant, Market, and Personal Services (Restaurant, Market, and Personal Services requires a Conditional Use Permit) 7. Potential Uses of the Property: Municipal Code Section 15-19 provides information on permitted uses as well as use that may operate upon issuance of a conditional use permit. A copy of the Section is attached. This parcel may be developed with a mixed use of residential and commercial structures upon issuance of a conditional use permit. Mixed use standards allow twenty dwelling units per net acre. Based on approximately 10.25 net acres, a total of 120 rental units could be developed, ranging in size from 850 sq. ft. to 1,250 square feet. The dwelling units shall not comprise more than fifty percent of all buildings on the site. The maximum floor area may be increased by ten percent for projects providing below market rate rental housing. The dwelling units shall be located on either the second floor or at the rear of the parcel and must meet development standards outlined in Municipal Code Section 15-58. 8. Setback Requirements: Front – 10-feet; Rear – 30- feet; Side – 10-feet on the side abutting Paseo Presada and 0-feet on the other side-yard. (One foot shall be added to the required setback for each one foot of height or fraction thereof by which a structure within thirty feet of the lot line for the above setback areas exceeds fourteen feet in height.) 40 Parcel Profile for Quito Shopping Center August, 2007 C:\DOCUME~1\cboyer\LOCALS~1\Temp\Parcel profile for the Quito Village Sho.doc Page 2 of 2 9. Height Restriction: Maximum of 20-feet for commercial development. Height may be increased to a maximum of 26-feet for mixed use development 10. Floor Area Restriction: None 11. Site Coverage Restriction: 60% for commercial development. Site Coverage may be increased up to ten percent for projects containing deed restricted below market rate housing units. A copy of the U.S Department of Housing and Urban Development (HUD) Income Limits for Santa Clara County Jurisdictions is attached. 12. Parking Requirements: Parking requirements are determined by proposed and existing uses in operation at the subject site. Municipal Code Section 15-35.030 illustrates the number of spaces required for a specified use. Parking for retail establishments is 1 space for each 200 square feet of floor area. 13. Historic Issues: None Known 14. Applicable Design Restrictions: Proposed use(s) may require Design Review Approval by the Planning Commission through a public hearing process. Please see Municipal Code Section (15-46) for reference in determining if a proposal will require Design Review Approval. 15. Other Special Regulations: Must have a solid wall or fence six feet in height along the rear property line to buffer impacts to the abutting residential district. (Section 15-19.020-(f)(1)) 16. Required Entitlements: To be determined based on review of future proposals 17. Date Prepared: December 5, 2007 Note that this analysis reflects a preliminary assessment of applicable City plans, policies, and ordinances based on staff’s understanding of the current status of the property, the potential development concept, and the Saratoga Municipal Code and General Plan in effect at the time the analysis was prepared. There has been no physical examination of the property itself or of any plans and specifications for past or proposed use or development. The information in this profile is advisory only. Note that General Plan policies and Municipal Code provisions not referenced in this report may apply to the property and that the Municipal Code and General Plan referenced in preparing this report are subject to change. 41 PARCEL PROFILE FOR 12990 Saratoga Avenue (Assessor’s Parcel Number: 389-12-017) 1. Current Owner: Saratoga Office Center Partners 2. General Plan Designation: Professional Administrative (PA) 3. Zoning Designation of Subject Site: Professional Administrative (PA) 4. Zoning Designation of Abutting Sites: North Residential (R-1-10,000) and Professional Administrative (PA) South Residential (R-1-10,000) and Mixed-Use Planned Development (MU-PD) East Commercial Neighborhood (CN) West Professional Administrative (PA) 5. Estimated Lot Size: 10.25 net acres (Minimum net site area required is 12,000 square feet per City Code Section 15-18.050) 6. Current Use(s) of the Property: Office (Offices are permitted by right in the PA zoning district) 7. Potential Uses of the Property: City Code Section 15-18 provides information on permitted uses as well as use that may operate upon issuance of a conditional use permit. This parcel may be developed with a mixed use of residential and commercial structures upon issuance of a conditional use permit. Mixed use standards allow twenty dwelling units per net acre. Based on approximately 10.25 net acres, a total of 205 rental units could be developed, ranging in size from 850 sq. ft. to 1,250 square feet. The dwelling units shall not comprise more than fifty percent of all buildings on the site. The maximum floor area may be increased by ten percent for projects providing below market rate rental housing. The dwelling units shall be located on either the second floor or at the rear of the parcel and must meet development standards outlined in Municipal Code Section 15-58. 8. Setback Requirements: Front 25-Feet Rear 25-Feet from the rear lot line. Greater rear setback requirements exist for structures exceeding 14-feet in height and for properties adjacent to A, R-1, HR, or R-M zoning districts as listed in City Code Section 15-18. 42 Parcel Profile for 12990 Saratoga Avenue December 2007 C:\DOCUME~1\cboyer\LOCALS~1\Temp\Parcel profile for 12990 Saratoga Avenue.doc Page 2 Side 10% of the average width of the site; a maximum of 25-feet and a minimum of 10-feet are required. Exterior side setbacks shall be a minimum of 15-feet. Greater side setback requirements exist for structures exceeding 14-feet in height as listed in City Code Section 15-18. 9. Height Restriction: Maximum of 30-feet; two stories. 10. Floor Area Restriction: None. 11. Site Coverage Restriction: Maximum coverage by structures is 30%. 12. Parking Requirements: Parking requirements are determined by proposed and existing uses in operation at the subject site. City Code Section 15-35.030 illustrates the number of spaces required for a specified use. Office uses require one parking space for each 200 square feet of floor area. 13. Historic Issues: None Known 14. Applicable Design Restrictions: Proposed use(s) may require Design Review Approval by the Planning Commission through a public hearing process. Please see City Code Section 15-46 in determining if a proposal will require Design Review Approval. 15. Other Special Regulations: Screening requirements apply for properties adjacent to A, R-1, H-R, or R-M districts. Also, at least 10-feet of the required front yard setback area is required to be landscaped. 16. Required Entitlements: To be determined based on review of future proposals. 17. Date Prepared: December 5, 2007 Note that this analysis reflects a preliminary assessment of applicable City plans, policies, and ordinances based on staff’s understanding of the current status of the property, the Saratoga City Code and General Plan in effect at the time the analysis was prepared. There has been no physical examination of the property itself or of any plans and specifications for past or proposed use or development. The information in this profile is advisory only. Note that General Plan policies and City Code provisions not referenced in this report may apply to the property and that the City Code and General Plan referenced in preparing this report are subject to change. 43 SARATOGA CITY COUNCIL MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: City Manger’s Office CITY MANAGER: Dave Anderson PREPARED BY: Cathleen Boyer, City Clerk DIRECTOR: Dave Anderson SUBJECT: Request for Council Agency Assignments and Adhoc Committees RECOMMENDED ACTION: Informational only. REPORT SUMMARY: Each year in conjunction with the Council reorganization the City Council makes new outside agency and AdHoc Committee assignments. For your information, I have attached Resolutions 06-093, 07-007, and 07-013 (Attachment A) and a brief informational summary about the various agencies. The following City Council AdHoc & Committees to be considered are: City/School AdHoc, Council Finance Committee, North Campus Adhoc, and Village AdHoc. Please review the attached information and submit assignment preferences to the Mayor by 5 p.m., December 12, 2007. The resolution of the final assignments will be brought back for Council consideration on December 19, 2007. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Council representatives to various agencies and Council liaison to various adhoc committees will remain the same as last year. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. 44 ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – Resolution 06-093, 07-007, and 07-013 Attachment B – Informational Summary 45 46 47 48 49 1 Saratoga City Council Committee/Agency Information Sheet Association of Bay Area Government (ABAG) ABAG is the Regional Planning Agency for the nine County Bay Areas. Executive Board meetings are held quarterly, however a representative appointed by the Santa Clara Cities Association represents Saratoga along with other cities in Santa Clara County. The only meeting a Councilmember may actually need to attend is the annual General Assembly held in Oakland in the spring, date and time to be announced. Comprehensive County Expressway Planning Study Policy Advisory Board (PAB) In 2002 the County formed the PAB and by August 2003 it developed and documented consensus on potential expressway improvements of all types. In addition, the Study developed funding requirements, financing scenarios, and recommendations regarding issues such as maintenance support and traffic enforcement. The County of Santa Clara re-established the PAB in October 2007. The PAB will now provide a forum for policy input from elected official for updating the Expressway Study’s Implementation Plan adopted in 2003. Saratoga Chamber of Commerce City Councilmember, City Manager or designee may serve as ex-officio member of the Chamber of Commerce Board. In 2007, meetings have been held the second Thursday of every month at 6:00 p.m. at West Valley College. The Chamber Board may change the time and date of the Board meetings at their annual retreat which will be held sometime in December 2007. Santa Clara County Cities Association Legislative Task Force The Task Force is an advisory body to the Cities Association, which reviews pending state and federal legislation for potential impacts to cities. Occasionally, the Task Force will recommend positions for the Cities Association and individual City Councils to take on specific legislation. The Task Force usually meets five to six times a year on the fourth Thursday of the month at 5:30 p.m. at the Sunnyvale City Hall. Santa Clara County Housing and Community Development (HCD) Council Committee The HCD Council Committee is comprised of local elected officials who review and recommend policies and priorities concerning the County’s Housing & Community Development, and Community Development Block Grant Programs (CDGB) to the County Board of Supervisors. The Committee’s meeting schedule varies, but it generally convenes six to eight times throughout the year at the offices of the County Housing Authority, 505 West Julian Street, San Jose. Santa Clara County Emergency Council (EPC) The EPC is comprised of City and County representatives who review and prioritize emergency planning efforts at the countywide level. The EPC meets quarterly at the County EOC usually on the third Thursday of the month at 12 noon. 50 2 Hakone Foundation Board According to the Lease Agreement between the City of Saratoga and the Hakone Foundation that was signed on October 18, 2000. According to the agreement, the Mayor will sit on the Executive Committee and the Vice Mayor will sit on the Board. The Board meets third Monday of every month at 8:00 p.m. at the Cultural Exchange Center in the gardens. KSAR Community Access CATV Foundation Board One member of the City Council, along with the City Manager, represent the City on the Community Access Television Board. Other Board members include one Trustee from the West Valley-Mission College District Board, one staff member from West Valley College, and three public members who must be Saratoga residents and who are selected jointly by the four City and College Board members. The CATV Board established policies and priorities for the management and operation of the local community access television station, which are then implemented by the Community Access Coordinator. Currently, the Board meets on the second Thursday of every month at 12:00 p.m. at City Hall. Santa Clara County Library System Joint Powers Authority Board Each city, which is a JPA member, along with the County, has a representative on the JPA Board. Board members are elected officials of the JPA member agencies. The Library JPA is the policy making and governing body of the County’s library system, of which Saratoga Community Library is a part. The Library JPA is currently meeting on a quarterly basis. Santa Clara Water District North – West Valley Flood Control and Watershed Advisory Committee The Water District provides flood control activities throughout the county via five flood control zones which fund these activities through benefit-assessments levied against properties within each zone. The City of Saratoga is locates entirely within the North- Central Zone of the District. Each zone is served by an advisory committee of elected and appointed representatives of the cities within the zone. The purpose of the advisory committee is to formulate recommendations on flood control efforts within the zone to the Water District’s Board of Directors. The North-Central FCZ Advisory Committee generally meets four times per year in February, May, September, and November on Wednesdays at 11:30 a.m. at the Santa Clara Valley Water District Headquarters in San Jose. League of California Cities Peninsula Division Saratoga, by virtue of its location, is situated within the peninsula Division of the League of California Cities. The League serves to represent the interests of all California cities by advocating public policy at both the state and national levels. Official League policy is formulated through system of committees, departments and divisions, the latter of which is comprised of elected officials from each city within the division. The Peninsula Division of the League meets on an as-needed basis, generally several times each year, at a location usually within southern San Mateo County. 51 3 Santa Clara Valley Water Commission Similar to the Flood Control Zone Advisory Committees, the Water District’s Water Commission advises the Water District Board on water supply issues in Santa Clara County. The Commission is mostly made up of elected official who represent the cities within the county, although staff members appointed by their City Councils represent some cities. The Water Commission meets four times per year on Wednesday at 12 noon at the Santa Clara Valley Water District Headquarters in San Jose. Santa Clara County Cities Association (City Selection Committee) The Cities Association serves as a forum for the 15 cities within Santa Clara County to discuss issues of mutual concern. Each city is represented at meetings of the Cities Association by one city councilmember, and meeting are held on the second Thursday of every month at 7:00 p.m. at Sunnyvale City hall. Occasionally, the Cities Association will convene as the City Selection Committee to perform certain statutory obligations relating to the appointment of city representatives to various county and regional bodies such as LAFCO, the Air District Board, ect., however no additional meeting result because of this. Saratoga Area Senior Coordinating Council Liaison Two City representatives (one City Council representative appointed by the Mayor and one City staff member appointed by the City Manager) serve as voting members on the SASCC Board of Directors to maintain open communication and provide oversight to the organization. The Board meets on the third Tuesday of every month at 9:30 at the Senior Center. Saratoga Sister City Committee Liaison One member of the City Council serves as liaison to the Sister City Committee, which meets the first Tuesday of every month at 7:00 p.m. usually at the Community Center. The purpose of the Sister City Committee is to plan and carry out programs and activities, which strengthen Saratoga’s relationship with its sister, city, Muko-Shi, in Japan. West Valley Solid Waste Joint Powers Authority This JPA consists of the west valley cities of Campbell, Los Gatos, Monte Sereno, and Saratoga formed a JPA to coordinate efforts in carrying out solid waste collection and disposal activities, and in meeting the mandates of AB939, the States’ Integrated Waste Management Act. Because the four cities have similar demographics and are served by the same solid waste hauler and disposal service, a coordinated approach to solid waste management in the west valley makes good sense. The JPA is served by an Executive Director who is a private consultant under contract and who has considerable expertise in the field of solid waste. One of their important functions the JPA performs each year is the establishment of solid waste collection rates within each city. The JPA Board is composed of one councilmember from each of the four member agencies, and is currently meeting on a quarterly basis, dates to be determined, typically starting at 5:00 p.m. at Monte Sereno City Hall. 52 4 Santa Clara Valley Transportation Authority Policy Advisory Committee The VTA PAC is one of several standing advisory committees to the VTA Board of Directors. Composed of elected official representing the cities through the County, the PAC makes recommendations to the VTA Board on issues of transportation planning and programming. The VTA PAC currently meets on the second Thursday of every month at 5:00 p.m. at the VTA offices on North First Street in San Jose. West Valley Sanitation District The West Valley Sanitation District is governed by a five-member board composed of one councilmember from each of the four west valley cities, and the 4th District County Supervisor. The Board meets on the second and fourth Wednesday of every month at 6:00 p.m. at the District’s Office, 110 E Sunnyoaks Avenue in Campbell. Board members are compensated $100 for each meeting attended. Recycling & Waste Water Reduction Commission of SCC The Recycling and Waste Reduction Commission is the principal advisory body to city councils and the Board of Supervisors on countywide solid waste planning issues and the Countywide Integrated Waste Management Plan. The Commission meets on the 4th Wednesday of the month at 5:30 p.m., 1735 N. First Street, Suite 301. City Council AdHoc Committees City/School AdHoc Committee Council Finance Committee North Campus Adhoc Village AdHoc Committee 53 SARATOGA CITY COUNCIL MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell Administrative Analyst II Assistant City Manager SUBJECT: Parks and Recreation Commission Mission Statement RECOMMENDED ACTION: Accept report and adopt revised Parks and Recreation Mission Statement. BACKGROUND: Following Council direction given at the May 16, 2007 Council Meeting, restoration of the Parks and Recreation Commission has begun and recruitment is taking place for the three open positions. The remaining two seats will be filled by former commissioners Vita Bruno and Thomas Soukup, whose terms continue through October 2008. Candidates are scheduled to be interviewed by the City Council on December 19, 2007 and new members will take the oath of office on January 2, 2007. During both the February 2, 2007 and March 2, 2007 Council Retreats, there was consensus among the Council that the Parks and Recreation Commission should be reinstated with clearly defined goals and a specific scope of work. A revised mission statement, reflecting Council directive, was presented during the May 16, 2007 meeting. While the matter was discussed, no decision on the Parks and Recreation profile was made. The revised profile, presented at the May 16, 2007 Council Meeting, has been drafted to instruct the Commission to support the Council by providing recommendations and feedback on new parks, new playground projects, and programs offered by the City’s Recreation program. Additionally, there is an expectation that the Commission will address the issues brought forward in the Saratoga Parks Preservation and Field Use Policy Initiative. During the March 2, 2007 Council Retreat, the Council formally decided to keep the Parks and Recreation Commission and Pedestrian, Equestrian, and Bicycle Trails Advisory Committee separate. To that end, purview of walkways, pathways, and equestrian paths has been removed from the Parks and Recreation Commission profile. Should matters of joint interest arise, the two groups will have the opportunity to collaborate through the trails subcommittee of the Pedestrian, Equestrian, and Bicycle Trails Advisory Committee. Page 1 of 3 54 With the appointments of Parks and Recreation Commissioners quickly approaching, the Council has the opportunity to identify a distinct role for the newly reinstated commission before candidates are selected. Revising the commission profile will establish responsibilities for the commission that resonate with the needs and interests of both the community and the City Council and in turn may create a longstanding commission that serves an essential role in Saratoga government. Both the current and proposed Parks and Recreation profiles are below for Council review. Current Parks and Recreation Commission Profile: “The Parks and Recreation Commission advises the Council on design, use, development, financing, care and maintenance of parks and playgrounds; landscaping along thoroughfares and other City streets; walkways, pathways and equestrian paths, and other such matters as may be requested by the Council. The Commission also advises and makes recommendations concerning programming and implementation of the City’s recreation and leisure activity programs.” Revised Parks and Recreation Commission Profile: “The Parks and Recreation Commission advises the Council on design, use, and development, financing, care and maintenance of new parks and playgrounds projects as they arise; landscaping along thoroughfares and other City streets; walkways, pathways and equestrian paths, and other such matters as may be requested by the Council. The Commission also advises and makes recommendations concerning programming and implementation of the City’s recreation and leisure activity programs.” FISCAL IMPACTS: There are no direct financial impacts to the City of Saratoga for revising the mission statement of the Parks and Recreation Commission. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The mission statement of the Parks and Recreation Commission would not be revised. ALTERNATIVE ACTION(S): Council may decide to revise the mission statement at a later date or allow the members of the Parks and Recreation Commission to present a revised mission statement to the Council for approval. FOLLOW UP ACTION(S): Implement Council direction. Page 2 of 3 55 Page 3 of 3 ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Nothing additional. 56 SARATOGA CITY COUNCIL MEETING DATE: December 5, 2007 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Barbara Powell DIRECTOR: Assistant City Manager SUBJECT: Discussion of Potential Property Acquisition by the Madronia Cemetery District RECOMMENDED ACTION: Review the staff report, consider public testimony and provide direction to staff. BACKGROUND: At its November 20, 2007 meeting, the City Council received comments from members of the public concerning reports of potential property acquisition efforts by the Madronia Cemetery District. The Council directed that the matter be placed on the agenda for further discussion. According to testimony at the November 20 City Council meeting, the Madronia Cemetery District has indicated that it wishes to acquire properties adjoining the cemetery for future cemetery operations. Speakers at that meeting stated that residents in the vicinity of the cemetery are opposed to any expansion requiring the acquisition of properties from unwilling sellers. At this time there is no application for any City approval in connection with the cemetery. Because the cemetery is operated by a Cemetery District that is entirely separate from the city, the City has little information regarding the operations of the cemetery and the nature and extent of the Cemetery’s plans for future operations and expansion. The City Council has a number of options for obtaining additional information: - Create a City Council ad hoc to meet with members of the community and the District to obtain information and make recommendations for next steps by the City Council. - Request a joint meeting with the Board of the Cemetery District and propose a list of topics to be discussed at that meeting. - Direct staff to meet with representatives of the Cemetery District to obtain information and report back to the City Council. - Identify information that the City Council believes is necessary for further discussion and direct staff to obtain that information and report back to the City Council. Page 1 of 2 57 Page 2 of 2 FISCAL IMPACTS: Fiscal impacts will depend on the option(s) selected by the City Council. No staff are currently assigned to this issue. To the extent that Council seeks staff support for further inquiries, staff would need to be redirected from other projects. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: N/A ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: N/A 58