HomeMy WebLinkAbout1FinalCCPriorties STRpt1
SARATOGA CITY COUNCIL
MEETING DATE: January 29, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Saratoga Successes and Accomplishments
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
REPORT SUMMARY:
At the December 16, 2009 Council meeting, Council was asked to provide staff with topics of
interest for discussion at the 2010 Council Retreat. Each Council Member provided suggestions
and Vice Mayor Hunter suggested in lieu of an “Ice Breaker” to start off the retreat it would be
nice to begin with discussion about all the successes and accomplishments Council has done over
the past several years. She noted that it is important to talk about these success stories and to
project ourselves as a friendly City. She added people should hear about these successes and
focus on the positive things in our community and not the negative things that are happening as a
result of the poor economy.
Therefore, at the Staff Retreat on January 7, 2010, staff discussed this item and came up with a
remarkable number of successes and accomplishments since 2006. That list is attached to this
staff report.
In addition, each quarter the City Manager’s Office provides Council with an updated Council
Priorities Report listing current city projects throughout the year, along with a Completed
Projects List noting the date projects were completed. These are projects that Council
determined to be of priority in the community and directed staff to begin the project/s. The
quarterly reports for projects completed between 2005-2009 have been consolidated into one
report, which is attached to this staff report.
The methodology of presenting this item for discussion at the Council Retreat will proceed in
this manner:
o Vice Mayor Hunter will introduce this agenda item;
o She will then facilitate subsequent discussion;
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o Going around the table, each council member will have 3 opportunities to voice a
success/accomplishment, which will be recorded on the easel pad;
o Staff member will scribe (capture) Council’s selections.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of Agenda.
ATTACHMENTS:
Attachment A – City Successes & Accomplishments
Attachment B – Updated Council Priorities Report
Attachment C – Updated Completed Items Report
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Success/Accomplishments
From Staff Retreat – January8, 2010
Saratogan (Reintroduction)
50th Anniversary
Website (Award winning)
Kevin Moran Park
Joe’s Trail
North Campus/SPC
San Marcos
Personnel Policies/Procedures
Records Retention Program
Warner Hutton House Renovation
Pubic Safety/Resource Allocation (Third Beat)
Misc. Ordinance Update
Azule Park Creation
Document Imaging
4 Year MOUs
Reduced Legal Liability due to Improved Contract Procedures
Completion of the Gateway
Purchasing Policy
Administrative Policies for Travel, etc.
Paperless Agendas
Library HVAC Renovation
Re-establish the School Resource Officer
Reinstating the Commissions (Parks & Rec, Finance Committee)
Pierce Road Intersection
WVC Field Renovation
Council Calendar
Baseline GHG Emissions Inventory
Tree City USA Certification
General Plan Implementation Fee
Video Archives
Improved Financial Controls
New Finance Computer Systems
New Personnel Classifications (Arborist, Accountant, Acct. Technician), Sr. Civil Engineer, Parks
Manager, Street Sweeping Mgr., Parks Mt. Specialist., and Street Mt. Specialist)
Regular
Sustainability Ord.
Naming Building Policy
CC meetings with commissions and outside agencies
Posting of City Vision Statement in all public buildings
Theater upgrades (ADA, reupholstered chairs, structural work)
Exceed service contract goals
Council Ethics and Norms of Procedure Policies
Commission term realignment and handbook
Sister City 25th Anniversary
Citywide Garage Sale
2015 by 2015 Tree Goal
PRA Handbook
Neighborhood Association Meetings/Outreach
Streamlining of City Procedures (no CA at CC, reduced CD staff)
Administrative CUP Process
2 new LLA Districts in last four years
Annexed County pockets
TEA Legislation
CERT Programs
Artsopolis Calendar
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Sheriff’s Office High Case Closure Rate (above expectations)
[Debbie/John will add list of ordinances]
[John C. add list of big PW projects]
Council Priorities
FY 2009/2010
September 30, 2009 –Jan. 1, 2010
2nd Quarter
Administrative Services
Detail & Summary Budgets & Tri-fold
Completed December 2009
Audit and Comprehensive Annual
Financial Report
Completed December 2009
City Clerk
City Manager’s Dept., Public Works, and
Community Development are organizing
permanent documents that are stored in
basement.
Documents are sent out to be
scanned and stored in
Laserfiche. Ongoing project.
Annual Tree Lighting Ceremony November 27, 2009 at 5:30 pm
Community Outreach
Design of new City Website Website completed and
presented to Council September
2009
Saratoga Community Garage Sale Held on August 8, 2009 with
over 180 residents participating
in the event.
Community Development –New Projects
Four Lot Residential Subdivision (13686 Quito
Road)
Staff is currently completing their review of
the Initial Study and Mitigated Negative
Declaration prepared by Metropolitan Planning
Group for the proposed four lot subdivision
located at 13686 Quito Road. To be
constructed by Barry Swenson Builders, the
proposed two story Craftsman Style homes
would range between 3,187 square feet to
4,516 square feet in floor area.
Going to Planning Commission
in February 2010
Emergency Management
Alert SCC – City has signed up to participate
in Santa Clara County’s Alert SCC
November 2009 staff was
trained in sending out messages
Great California Shake-out October 15, 2009, all City staff
participated in this safety drill
Municipal Code Update
New List of Codes to update After Council Retreat
Housing Element –Update to General Plan
Consultant hired
2008
RBF submit Administrative Draft of Housing
Element to City (at this
point all of the chapters would have been reviewed by
City staff and revisions made as necessary)
Feb. 16, 2009 -Completed
PC study session on Admin Draft and
recommended policies/programs
Feb. 24, 2009 -Completed
Revised Draft HE to City with highlighted PC
comments
March 6, 2009 -Completed
City Council/Planning Commission Study
Session Review of Draft HE: HCD
requirements and recommended
policies/programs incorporating PC
comments.
Study Session- March 3, 2009
In Progress of submitting Final
Draft to HCD (below)
Received letter from HCD, requesting more
information
June 30, 2009
Resubmitted letter Final approval received on
January 13, 2010.
Public Works
Joe’s Trail at Saratoga DeAnza
Construction Scheduled April
2010
Hakone Gardens
o Upper Moon House Foundation Repair
o
o Garden Well and Koi Pond Repair
-Construction scheduled
November 2010
-Construction scheduled March
2010
Highway 9 Pedestrian Bicycle Safety Project
o Phase I
o Phase II Public Process (Task Force)
o Phrase III Grant for Austin Way
-Completed Spring 2008
-March 2010
-March 2010
Quito Road Bridge Construction Spring 2011.
Prospect Median Phase 1 Completed in December 2009
Comer Retaining Wall Replacement Completed in November 2009
Saratoga Ave. Resurfacing Project Underway, completion in
January 2010
Submitted grant to MTCP-TAP for $42,000 to
resurvey condition of City’s streets
Received grant – December
2009
Purchased Japanese Maple tree for Sister city
Event
Planted November 7, 2009
Saratoga Prospect Center Renovation Project
Renaming of the North Campus to Saratoga
Prospect Center
Council approved December
2009
Recreation/Facilities
Recreation Dept. submits website design for
award from the California Parks and
Recreation Society
Wins Award of Excellence –
December 2009
Recreation Dept. marketing efforts
• Facebook page
• Winter/Spring Guide
October 2009
Mailed December 2, 2009
Design for Library Book drop covering Holding for Funding -
Anticipated completion
~August 2010
Design for Library Lobby Project Holding for funding -
Anticipated completion ~
August 2010
Library HVAC project
o Phase 1
o Phase 2
Approved by Council in
December 2008;
o Completed Sept. 2009
o Completed December
2009
Library Café Wall project Anticipated completion ~ April
2010
Corp yard restroom project Completed - December 2009
Replacement of 9 HVAC units with more
energy efficient units
Anticipated completion – April
2010
Replacement of the flooring in the City Hall
breakroom
Anticipated completion –
February 2010
Remodeling office in Warner Hutton House Anticipated completion –
February 2010
Replace carpet in the Community Center
portable
Anticipated completion –
February 2010
Design upgrades for 3 ADA ramps at the
Historic Park
Anticipated completion –
February 2010
Installation of restroom wash station in the
Adult Care
Anticipated completion – June
2010
Installation of a fire alarm system at the Grace
Hall
Anticipated completion – April
2010
Sealing/Painting the outside of the Village
Library
Anticipated completion – April
2010
Sustainability
Energy Efficiency Conservation Block Grant
Application
• Expecting $169,000
• Applying for a direct equipment
purchase to replace the existing high
pressure sodium street lights in the
Village with LEDs
Application due January 12,
2010
State Energy Program Grant Application:
Municipal Financing Program
Passed a resolution to join
CaliforniaFIRST and authorize
Sacramento County as the lead
agency in our grant application
on December 18, 2009
State Energy Program Grant Application:
Home energy efficiency retrofit and audit
program
• Part of a regional grant application (led
by ABAG) to apply for funds to create
a home energy efficiency retrofit and
audit program
Council authorized the letter of
commitment to participate in
the program on December 2,
2009
-Resolution for authorizing
ABAG as lead agency in
February or March
Village Development
News Racks
News racks have been ordered.
Expect shipment to arrive by the
end of February and to install
soon after
Village Improvements –Design
Project out to bid
Project start date
Council approved conceptual
Design at April 1, 2009 CC
meeting
-Scheduled February 2010
-May 2010
Projected completion date - Fall 2010
Village Façade Improvement Program Grant program restored in
November 2007. There is
currently $15,978 left in the
grant program. A total of 3
grants have been rewarded since
November 2007. Subcommittee
recommendations to revise the
program were adopted at
September 16, 2009 Council
meeting
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City of Saratoga Council Priorities
COMPLETED LIST 2005-2009
Department Item Status
Finance &
Administrative Services
Finance Division
Audit
- Interim and Year End Annual Audit, Single Audit, TDA Audit, and
Appropriation Limit Audit completed on an annual basis.
- Comprehensive Annual Financial Report including Management’s
Discussion and Analysis, Financial Statements, Notes,
Supplementary Required Information and Statistical Information
completed on submitted to Council and external reporting bodies
on an annual basis.
- FY 2006/07 – Completed very complicated annual audit process
resulting from the lack of prior year documentation.
- FY 2007/08 – Reconciled accounting records to clean up balance
sheet accounts from prior years. Established audit documentation.
- FY 2008/09 – Comprehensive Annual Report Financial Statement
and reporting template developed and completed in-house
Finance Division Bank Reconciliation and
Treasurer’s Report
- Improved bank reconciliation and Treasurer’s Report processes for
efficiencies and accurate reconciliation of cash to fund balances.
- Cash reconciliation and interest allocation backlogs were
eliminated, allowing for a continued timely issuance of Treasurer’s
Reports on a monthly basis.
Finance Division Business License
Compliance Audit
- Business License Compliance Audit program brought to Council for
review. October 2007
- Council approved final version of Business License compliance
audit parameters and staff entered into contract with consultant.
June 2008
- Compliance audit testing begins. Dec 2008
- First round of compliance audit begins, along with community
notifications that the City had authorized an audit. January 2009
- Staff provides sustained customer service demand for business
license audit questions and follow-up, bringing in approximately
$150,000 in compliance revenues through the end of December
2009. February 2009 through current
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Finance Division Five Year Financial
Forecast
- FY 2008/09 Developed City of Saratoga five-year forecast for long-
range financial outlook, and for use in budget preparations.
- FY 2009/10 – Updated five-year forecast with unstable economic
considerations impacting long range projection.
Finance Division Financial System Upgrade - FY 2006/07 – Prepared for Financial System Upgrade with
correction of financial structure.
- FY 2007/08 – Developed implementation work plan and chart of
accounts. Implemented financial system upgrade of GL, AP and AR
systems including vendor and customer cleanup, financial system
process improvements, development of data input standards, etc.
Started payroll upgrade process.
- FY 2008/09 - Payroll module upgrade completed.
- FY 2009/10 – Report Writer module implementation problems
corrected and reporting functions developed to produce quarterly
financial reports.
Finance Division Finance Policies - FY 2006/07 – Updated and implemented new Purchasing Policy
and authorization limits.
- FY 2007/08 – Identified and documented various financial policies
currently in process.
- FY 2008/09 – Established standard summary level financial
policies for adoption with annual budget.
- FY 2009/10 – Council review of budget policies and fiscal practices
provided direction to incorporate accepted fiscal policies into official
Financial Policies Statements in the annual budget document to
ensure continued compliance with Council consensus.
- Ongoing – Investment policy updated each year in compliance with
state requirements.
-
Finance Division Financial Process
Improvements
- Provide ongoing financial and budget training to other department’s
staff including understanding financial processes, how to use the
financial system, understanding the budget and chart of accounts,
contract and purchasing process requirements, etc.
- Cleaned up accounting backlog and established timely processing
of all accounting transactions.
- Cleaned up development deposit accounting
- Integrated business license and insurance review with purchase
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requisition process to ensure vendor requirements addressed prior
to authorization of city funds.
- Cleaned up AP vendor lists, and created standards for data input
- Cleaned up all outstanding AP and Payroll checks and developed
process to research and contact un-cashed payments.
- Began assessing interest to outstanding receivables. Established
follow up practices on outstanding billings.
- Reconciled all receivables and cleaned up balance sheet accounts.
- Initiated standard in-house auditing practices to research business
license compliance and generate additional revenues.
- Established invoicing procedures with other departments to ensure
billings are issued through financial system.
- Cleaned up payroll documentation backlog and established ongoing
process and system documentation.
- Established financial documentation processes to ensure all GL
data postings have proper supporting information.
- Improved personnel tracking, documentation, and processing.
- Upgraded and developed financial forms to improve internal
processes and usability, and established process to update and
improve forms on an annual basis.
- Established grant review process to ensure operating and capital
grants are tracked, accounted for, and reimbursed per agreement.
- Established contract and leasing files to provide reference and
compliance with agreements.
- Improved legal billing tracking to ensure proper reimbursements
and allocation of costs.
Finance Division Federal, State, and County
Regulations
- Per Federal Regulation reduced administrative charges to CDBG
Fund to maximum allowable of $15,000 per year.
- Per State Legislature brought Supplemental Local Law Enforcement
Fund reporting to SCC District Attorney current & internal controls
to meet future deadlines timely.
Finance Division Finance User’s Guide - Began preparation of Finance User’s Guide for distribution to city
staff providing online printed resource document addressing
numerous daily account procedures.
Finance Division Fee Study - Reviewed FY 2004/05 format. Researched other City’s format. Upon
recommendation from City Manager we are now using format used
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by City of Menlo Park.
- March 2005 - First draft-convert FY 2004/05 fees schedule to new
format. After five drafts was presented to Council on April 20, 2005.
Was adopted May 18, 2005; published to web site July 2005.
-
Finance Division Operating and Capital
Budgets
- Ongoing: Bring Proposed Operating and Capital Budgets to Council
in May each year, for review, consideration, and final budget
adoption by Council in June.
- FY 2007/08 – Corrected financial fund and budgeting structure to
provide stability and transparency in city accounting records
through proper fiscal practices. Corrected prior years budgeting
errors to determine CIP project funding.
- FY 2008/09 – Refined budgeting processes to structure the CIP and
align capital budgeting process with fiscal year funding.
- FY 2009/10 – Further budgeting process improvements to increase
transparency through alignment of program revenues with
expenditures.
Finance Division Reporting Requirements
- Comprehensive Annual Report completed and submitted to Council
and reporting bodies on an annual basis.
- Monthly Treasurers Reports are issued to Council in compliance
with California Government Code 41004.
- AB1600 Impact Fee Report completed and submitted to Council on
an annual basis.
- Summary year-end financial report completed and submitted to
Council on annual basis.
- State Controllers Report completed and submitted to State on
annual basis.
- Gas Tax/Streets Report completed and submitted to State on
annual basis.
- Maintenance of Effort report completed and submitted to Santa
Clara County on annual basis.
- Possessory Interest Report completed and submitted to Santa Clara
County on annual basis.
- COPS/SLESF Report completed and submitted to Santa Clara
County on annual basis.
Finance Division Records Management - Ongoing – eliminating record retention issues through the use of
electronic files, thereby eliminating paper financial records when
possible.
- March 2004 reviewed record retention policy and compiled listing of
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eligible boxes for destruction and submitted list to city clerk.
Obtained bids; went with Certified Document Destruction and
submitted Report to Council authorization destruction of records
April 2005.
- Certified Document Destruction Firm shredded 163 boxes from
basement. May 2005
- 114 boxes of prior year’s financial records exceeding retention
schedule destruction date submitted to Council and subsequently
destroyed. June, 2009
Finance Division User Fee Updates - Annual User Fee review process in place to facilitate Department
requests for fee review and for updates to fees if appropriate on an
ongoing basis.
- User Fee Update Public Hearing is brought to Council for adoption
on an annual basis to ensure fee are in place at the beginning of
the next fiscal year.
Finance Division Website - Updated Finance & Administrative Services Department page on
City website.
- Publish Finance Committee Agenda and Minutes on timely basis
- Publish financial documents, including Annual Operating & Capital
Budget, CAFR, User Fee Schedule, and Business License
information and forms.
-
Finance &
Administrative Services
IT Division
Antivirus Software
Upgrade
- Upgraded City’s network to latest Antivirus software protection,
enhancing security measures and strengthening protection from
various viruses, malware, and spyware. June 2009
IT Division Backup/Redundant
Internet Line
- Acquired backup internet line connection to provide a secondary
internet line in the event the primary connection fails. May 2007
IT Division Barracuda Anti-Spam
Hardware
- Installed hardware device to filter out spam emails. Post installation
resulted in reducing 20 less spam emails per inbox per day. June
2005
- System also gave us capability to block virus attachments on front
line; minimizing load on email server.
IT Division Cell Phone Upgrades - Consolidated individual accounts to one sharing plan; reducing
cost of overtime minutes paid to phone company. April 2005
- Increased pooled minutes for general usage.
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- Upgraded all users’ cell phones at no cost to City.
- Changed calling plan by switching low volume usage users to pay-
as-you-go to help reduce overall monthly bill. October 2009
IT Division Comcate - Implemented customer request tracking software to the City
network to enable staff to effectively communicate with the public.
July 2007
IT Division Copy Machines/Printers - Led a committee to replace our outdated copy machines to more
energy efficient machines. July-August 2008
- New copier machines are more productive and efficient, replacing
existing printers reducing toner, energy costs, and increasing
paperless electronic documentation.
IT Division Email Server/Wireless
Mobile Access
- Configured our email server settings to allow compatibility with all
mobile devices (Windows Mobile, Blackberry, and iPhone). July
2009
IT Division Email Archive Storage - Implemented an email archiving system to save emails for future
Public Records Requests. September 2009
- Archive server transfers email messages away from our email server
for storage, minimizing load on email server and produces quicker
email search queries.
IT Division Financial System Upgrade - - Managed successful implementation of new financial software.
- Coordinated all project deadlines and training sessions for staff.
- Resolved Cognos ReportNET errors in order to produce financial
reports requested by City Council. January 2008 – October 2008
IT Division Granicus Live Stream - Successfully configured and implemented live streaming of City
Council and Planning Commission meetings over the internet for
public access. August 2006
- Worked with Laserfiche to seamlessly integrate City Council and
Planning Commission Agenda Packets with Granicus live stream to
allow public to view entire agenda packet online.
IT Division Laserfiche - Cleanup/Repair - Analyzed all corrupted files within Laserfiche and
fixed all areas of corruption in preparation for the Laserfiche 8
upgrade. January-May 2009
- Laserfiche 8 Upgrade - Successfully installed latest version of
Laserfiche software. Version upgrades included enhancements to
search capabilities, electronic data file storage, and user
functionality. June 2009
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IT Division New City Website - Helped coordinate successful implementation of the new City
website. September 2009
- Worked with website company to seamlessly transfer all website
content from old website to new website.
IT Division Network Drives/Folder
Redirection
- Redirected all local documents from each workstation to a
centralized server to eliminate bottleneck of daily backups. May
2009
- Resulted in nightly backups running more efficiently by backing up
only one system rather than 50+ systems.
IT Division Recreation Software
Upgrades
- Installed latest version of online registration software. Version
upgrade includes enhanced menu capabilities. May 2005
- Configured and set up new Recreation server, enhancing
performance and resolved lingering issues with older server system.
July 2007
- Upgraded software to latest version, allowing more customized
reports and improving overall user functionality. December 2008
IT Division Senior Center Wireless - Routed DSL from portables into Senior Center. Set up wireless
router from portables with antenna to broadcast signal to 3 offices.
February 2005
IT Division Server Room
Reconfiguration
- Restructured the Server Room’s overall layout to incorporate new
rack mount servers to consolidate space and provide more energy
efficient servers. February 2009
IT Division Server System
Stability/New Backup
- Stabilized network environment. Converted to hard drive backup
procedure to gain enhanced capacity for daily backups to email
server, shared folders, and user’s documents. August 2004
- Reconfigured backup procedures by implementing a new tape drive
backup system to properly handle the City’s data backup duties.
June 2009
- Incorporated the use of online backups through MozyPro to provide
offsite backup data storage. December 2009
IT Division TrakIT software - Organized successful implementation of Community Development’s
software. January-June 2007
- Coordinated all project deadlines and training sessions for staff.
IT Division Wireless Access in Council
Chambers
- Enabled free wireless access to the public in the Council Chambers
to accommodate live streaming of City Council Meetings. January
2008
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City Manager’s
Office
Administrative Policies - Several new Administrative policies have been implemented;
such as Travel Policy, Gift Policy, Personnel Policy, Petty Cash
Policy.
City Manager’s
Office
Animal Control JPA - December 2003 Council decides to stay with SVACA if it
remains a 5-City JPA.
- January 2004 Los Gatos withdraws from SVACA making it a
4-City JPA.
- January 21, 2004 Council acts to withdraw from SVACA and
directs staff to contract with San Jose for services effective
July 1, 2004.
- July 1, 2004 contract with San Jose successfully completed.
Service transition underway.
Artsopolis - Live on January 2, 2009
City Manager’s
Office
AT&T Video Franchise Ordinance - AT &T notifies City that it desired local Franchise mirroring
State Video Franchise to enter market early September 2006.
- Agreement negotiated for AT &T to commit to 1% PEG fee and
pay $15,000 in October 2006.
- Council approved AT&T Video Services Agreement on
November 15, 2006.
- Required of video firms operating under the State Video
Franchise, Council adopted Ordinance setting forth Video
Service Standards on February 7, 2007.
- AT&T notified City on March 30, 2007, that the State Video
Franchise went into effect and that it would be operating
under the State Franchise Agreement.
City Manager’s
Office
CERT Program - Program begun in autumn 2006 with Saratogans unaffiliated
with any program yet trained in the past in either Cupertino
or in Saratoga. Organizing efforts begun with this group to
create a Saratoga CERT.
- First Saratoga CERT training academy begun January 25,
2007 and completed March 10, 2007, with approximately 35
graduates.
- Saratoga CERT’s internal development is furthered by a
Planning Committee that is designing the administrative and
operational structures that the team will employ, a Logistics
Committee that is handling the material needs of the team, a
Communications Committee that is deciding how the team
will communicate when operational, and a Membership
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Committee that is tracking team member information.
City Commissions - City council meeting yearly with Commissions and outside
organizations
- Commission term realignment
- New Commissioner handbook
City Manager’s
Office
City Commissions-
Reinstatement of P&R Commission and
Finance Committee
- May 2007 City Manager and Administrative staff met with
Library Commission to ask if they would accept oversight of
Library Improvement Fund. Commission accepted oversight
responsibility and developed yearly work plan to
accommodate additional duties.
- New Administrative Analyst hired 11-14-08 to support
newly reinstated City Commissions.
- New Parks & Recreation Commissioners appointed 2-20-08
- Brown Act training for PRC – 4-12-08
- City Council formed Finance Committee 2-2-07
- First Finance Committee meeting held on 11-7-07
- Parks and Rec Commissioners create Building Naming Policy
City Manager’s
Office
City Vision Statement - In September 2009, framed copies of the City Vision
Statement were hung in all City buildings.
City Manager’s
Office
City-wide Saratoga Community Garage
Sale
- Held on August 8, 2009 with over 180 residents participating
in the event.
City Manager’s
Office
Commission Recognition Event - Held on 10-19-2000 and 10-23-2001, 09-12-2002, 09-08-
2003, and 09-27-2004. After break, held on 9-23-2008 and
10-01-2009.
City Manager’s
Office
Community Outreach - Implementing push e-mail subscriptions –part of the new City
website
- Update the budget/finance tri-fold brochure – completed
February 2008
- Create a list for City’s website of non-profit and other civic
organizations that citizens can join in the community –
completed 2-29-08
- Compile a list of Home Owners Association contact
information –completed on August 1, 2008.
- Held a joint meeting with HOA representatives and the
Saratoga City Council on June 18, 2008 and in 2009.
- Coordinated a public forum on April 15, 2008 with ABC7
News to help the station reach out to Saratoga audience
members.
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- Community events held to bring residents together, events
include opening of San Marcos Trail (11/29/08), VTA Line 37
opening (1/23/08), Fellowship Hall groundbreaking ceremony
(3/20/08), Arbor Day (4/15/08 and 4/24/09), Calabazas
Picnic Area opening (5/6/08), Heritage Orchard Loop opening
(8/26/08), Joe’s Trail groundbreaking ceremony (10/24/08),
Kevin Moran Park groundbreaking ceremony (11/4/2008),
Kevin Moran Park grand opening ceremony (7/17/09), and
Saratoga Prospect Center open house (10/23/09).
- Develop a “State of the City” presentation for Mayor/Council
to use when presenting to a group – completed February 2008
and revised for 2009.
-
City Manager’s
Office
Council Calendar - In 2009, started an electronic calendar with events of interest
to council members.
Council Policies - Council Policies adopted by Resolution on 01/21/04
City Manager’s
Office
Electronic (email) Policy - Councilmembers and Planning Commissioners participated in
the training, which was facilitated by City Attorney Richard
Taylor. After 4 months this policy will be reviewed by Council
and considered for application to all commissions
City Manager’s
Office
Employee Negotiations - Comparable Cities surveyed for baseline data in February,
2007.
- 4 year Memoranda Of Understanding with SMO and SEA
approved August 2007. Union approved September 2007.
City Manager’s
Office
Granicus - City Council authorized the City Manager to execute an
agreement with Granicus, Inc. for purchase for video
streaming and related services and equipment. May 17, 2006
- First Council meeting to be implemented using Granicus.
September 15, 2006
City Manager’s
Office
Hakone Lease - Hakone negotiations concluded successfully. New agreement
adopted by Hakone and City Council on April 20, 2005.
City Manager’s
Office
Laserfiche –scanning of permanent
documents
- Council accepted proposal from ECS Imaging and allocated
funds to undertake a document imaging project of the Public
Works Department records that date back to the 1950’s.
March 1, 2006
- Project is 40-50% completed.
- Due to recurring problems with the quality of work from ECS,
Public Works accepted bids and has started scanning with
Delta MicroImaging since June 2008. The project is 30%
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complete.
- Upgrade to Laserfiche 8 in June 2009.
- City Manager’s office continues to sort through boxes in
basement, organize the contents, and have them sent out for
scanning to Laserfiche.
- In-house scanning of City Clerk documents –Council minutes,
Ordinances, Resolutions, and Recorded Documents.
City Manager’s
Office
Library Expansion - Library Grand Reopening June 21, 2003.
- Staff works with contractor on completing punch list.
- Majority of punch list complete; some work remains.
December 2003
- Completion of remaining tasks continues; Library
Commission assigned role of recommending use of remaining
funds. Spring 2004
- Oversight of HVAC repair. 2009
City Manager’s
Office
Paperless packet for council/ Agenda
Manager software
- Ongong. First paperless packet was for the June 20, 2007
City Council meeting. New version of Agenda Manager
installed January 2010.
Public Records Act Handbook - Passed by Council on June 17, 2009
City Manager’s
Office
Records Retention - New schedule approved by Council June 3, 2009.
- Revised schedule approved by Council July 15, 2009
- Records Retention Schedule update for video recordings of
meetings –City Council and Planning Commission –
permanent records. Approved by Council September 2009.
- Destruction of Records approved by Council July 15, 2009.
On September 16, 2009, Council directed staff to proceed
with destruction 30 days from that day. Approved Records
destroyed on October 19, 2009.
City Manager’s
Office
RFP for new City website - Completed, Council awarded bid; new website online
September 2009. Recreation Department won award for their
pages.
City Manager’s
Office
Saratogan - Ongoing . Publication started February 2008.
- Published quarterly.
- Next issue published April 2010.
City Manager’s
Office
Sister City Program - The year 2005 marks the 21st year of our Sister City
relationship with Muko, Japan. The Sister City Travel
Committee coordinated trip arrangements for the delegation
from Saratoga traveling to Muko-shi, Japan 10/28/04
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through 11/15/04.
- 2009 was 25th Anniversary of Sister City relationship. A
delegation came over from Japan and spent several days here.
A Japanese Maple tree was planted at the Warner Hutton
House with a commemorative plaque.
Tree City USA certification - Recognized as Tree City USA in 2008 and 2009.
City Manager’s
Office
Tree Lighting - “Real” Christmas tree planted in Blaney Plaza in time for Tree
Lighting Ceremony November 28, 2003.
- Held every year since 2001.
City Manager’s
Office
50th Anniversary Celebration - Held September 2006. Included a parade on September 24,
2006, the Street Dance, a Sister City delegation, and events at
the Library and West Valley College.
Community
Development
Community
Development
Chamber of Commerce - Board meetings held 2nd Thursday of the month.
Councilmember Miller attending those.
- 2008 –Chamber ends Celebrate Saratoga: Initiates Taste of
Saratoga
Community
Development
City Arborist - 2004-05 budgeted for City Arborist position.
- January 2006 hired City Arborist.
Community
Development
City Arborist Summer Intern Program - Created a summer internship program to provide on-
hands training to West Valley College students enrolled in
their Parks Program. One of the key jobs of the intern is to
locate map and identify all trees in city parks in GIS
system.
Community
Development
Code Enforcement Policies
- Reduction from two uniform code enforcement officers to
one non-uniform code enforcement officer in 2005.
- Assumption of duty to patrol parks for unregistered
groups. Also patrol Prospect High School and West Valley
college fields for compliance.
Community
Development
Community
Development
Economic Vitality - Create CH2 Review Committee
-Committee Created in June 2008
-1st meeting pending
- Create Village Economic Development Review Committee
-Committee created in June 2008
13
-1st meeting held on July 28, 2008.
- Hired Buxton Group to Assess Retail Sites-Finished April
2008
- Presented to the City Council on May 7, 2008
Community
Development
Land Use Element - Done in 2007—Update Land Use Element, Open Space,
and Conservation Elements.
Community
Development
Housing Element - The City council passed the last Housing Element
Ordinance on June 19, 2002.
- Currently working on current version of Housing Element
Ordinance. Received final approval on January 13, 2010.
Will be going to Council on April 7, 2010.
Community
Development
Heritage Preservation Commission - Finished Historic Inventory of Saratoga. Went before Council
on December 16, 2009.
Community
Development
Ordinance Updates Completed - Ordinance 240 completed 1/18/06; amends Section 15-
35.020, off-Street Parking and Loading Facilities (15-35).
- Ordinance 241 completed 6/21/06; adds Article 15-81,
Housing Density Bonus (15-81).
- Ordinance 242 completed 8/2/06; amends Article 16-60 and
Sections 14-25.100[14-25.110] and 15-80.090, Emergency
Warning Alarm System and Fire Protection District Standards
and Requirements for Early Warning Alarm System (14-25,
15-80, 16-60)
- Ordinance 243 completed 8/2/06; amends Section 9-15.065,
Stopping, Standing and Parking (9-15)
- Ordinance 244 completed 8/2/06; adds Section 15-06.535;
amends Sections 15-12. 160 and 15-95.030, Zoning (15-06,
15-12, 15-95) RV/Boat Ordinance.
- Ordinance 245 completed 11/15/06; general cleanup of
Building and Zoning Code Sections.
- Ordinance 246 completed 10/18/06; adds Sections 15-
45.120, 15-46.070 and 15-80.120, zoning (15-45, 15-46, 15-
80) Permanent Conditions of Approval.
- Ordinance 247 completed 11/1/06; amends Section 2-
10.180, City Council (2-10).
- News Rack Ordinance
- Blight Ordinance
14
- Minor fence ordinance revision received City Council approval
on June 6, 2007. Second reading scheduled for June 20,
2007.
- Party Hosting Ordinance adopted June 2008
- Continuance Ordinance adopted July 2008
- Fence Ordinance adopted March 2009
- Extend Parking Ordinance Waiver adopted March 2009
- Administrative CUP process adopted July 2009
- Non Conforming Use Ordinance approved by Council
September 2, 2009
- Sustainability Green Ordinance -Consolidated into one area
of the code completed April 2009
- Green Point Check List Ordinance –New Ordinance to require
residential projects to meet a minimum of 50 points on the
Green Point check list approved by Council September 2,
2009
- Expedite Conditional Use Permit passed by Council on July
15, 2009. Effective date August 14, 2009
- Tobacco Ordinance approved by Council on October 7, 2009
Community
Development
Significant Completed Projects 2007-2008 –
- Addition to and remodel of Saratoga dry cleaners; completion
projected Sept. 2008
- remodel and new location for La Fondue Restaurant;
completed October 3, 2007
- New McDonald’s; completion August 2008
- Remodel of Plume Horse Restaurant; completed August 17,
2007
- Sam Cloud Barn; completed 2008
Community
Development
TrakIT Software
Implementation
- Contract reviewed and approved by City Council October 18,
2006
- Held kick-off meeting on January 30, 2007
- Held Power User Training March 20 – 21, 2007
- Held End User Training June 4 – 7, 2007
- Go-Live Date: June 8, 2007
- Updated system with updated fees July 2, 2007
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Office of the
Sheriff, West Side
Patrol
High Case Closure rate – above expectations
Re-establish School Resource Officer - Started in fiscal year 2008.
Public Safety /Resource Allocation
(Third Beat)
- 2009
Public Works
Public Works Aloha Safety Project - Completed 2007
Public Works AT&T Lightspeed Project - Completed 2007
Public Works Blaney Plaza Improvements - Completed 2007
Public Works CDT VTA Funding - Grant awarded for Saratoga Village ($425k grant awarded)
2007
Public Works City Hall Irrigation and Landscaping
Upgrades
- Completed 2009
Public Works Citywide Speed Zone Survey - Completed 2008
Public Works Citywide Traffic Signal Timing Project - Completed 2008
Crestbrook Pedestrian Safety Light - Completed 2007
Public Works Gateway Project
Gateway LLA Annexation
- Completed 2007
- Completed 2007
Public Works Hakone Garden Projects
- ADA Improvements
- Site Structure Rehabilitation
Project
- Completed 2007
- Completed 2007
Public Works Herriman Avenue Safety Improvements
Herriman Avenue Task Force
- Completed 2008
- Completed 2009
Public Works Heritage Orchard Maintenance
Agreement
- Discussions with long term orchard caretaker to update
contract for greater accountability and responsiveness.
- Council approves new contract spring 2007.
Public Works Heritage Orchard Loop Trail - 0.6 mile loop trail around the Heritage Orchard completed
Mid-
August 2008
16
- Ribbon Cutting held on August 26, 2008
Public Works Highway 9 Safety Improvement Project
(Phase 1)
- Completed 2008
Public Works Highway 9/Village Green Traffic
Improvements
- Completed July 2007
Public Works Highway 85 Noise Mitigation (VTA) - Completed 2008
Public Works Landscape and Lighting Assessment
Districts
- 2 new LLA’s in last 4 years
- Carnelian Glen LLA Annexation 2008
Public Works Joe’s Trail Master Plan - Completed 2006
Public Works Kevin Moran Park Improvement Project - Grand Opening held on July 17, 2009
Public Works Lease Flat Grass at WVC and Field
Improvement Project
- WVC Agreement approved September 6, 2006.
- Upper field renovation completed April 2007.
- Lower field renovation completed September 2008.
Public Works Lease Flat Grass at Prospect High - Agreement extension approved by City Council on July 16,
2008. The agreement stipulates a 5 year term with a 5 year
automatic renewal. Agreement allows use of back field
facilities.
- Agreement approved by District Board on June 26, 2008.
Public Works Oak Street Pedestrian Crossing Safety
Project
Oak Street Task Force
- Completed 2007
- Completed 2009. The Task Force decided that the City,
Sheriff, and School all needed to do certain tasks. The City
will make traffic safety improvements (such as a crosswalk) in
the spring, the Sheriff will increase enforcement, and the
School will make improvements internally to the pick-up and
drop off of students.
Public Works Parker Ranch - Eradication of Parker Ranch Illegal Bicycle Trail 2008
- Parker ranch Trail Easement Relocation
Public Works Park and Playground upgrades - Beauchamps Park
- Wildwood Park Water feature seating improvements
- El Quito Park Improvements (Phase 1 completed)
- Wildwood Park ADA stage improvements
- Congress Springs Park sewer lateral improvements
Public Works Pierce Road Intersection Improvements - Completed 2007
17
Public Works Prospect Road Median Master Plan
Prospect Road Median Improvements
(Phase 1)
- Completed 2008
- Completed 2009
Public Works San Marcos Trail - Located between Crisp Avenue and Via deMarcos
- Ribbon Cutting for the new trail took place in November 2007
-
Public Works Saratoga Prospect Center Renovation
Project
- Friendship Hall Completed –Grand Opening October 23 at
3:30 pm
- Demolition of front 2 buildings - Completed Demolition
September 2009
- Landscaping -Completed 2009
Public Works STP Grant –Saratoga-Sunnyvale Road
Paving Project (Phase 1 and 2)
- Completed 2007-2008
Public Works West Valley College Field Improvement
Project
- Completed 2008
Public Works Wildwood Park Picnic Table
Replacement
- Completed 2008
Public Works Wildwood and El Quito Volleyball Site
Improvements
- Completed 2008
Public Works UPRR RXR Crossing Upgrades - Completed 2007
Public Works Utility box consolidation in the Village - Completed 2008
Public Works Village Development - Sidewalk Replacement from 5th St. to 6th St completed March
2008
- Utility Box Rehab Work –AT&T boxes completed May 2008
- Village Directional Parking Signage installed Spring 2008
- 4th St. Stair Lighting –PG&E connection completed November
2008
- Village Improvements –Design, approved by Council at April
1, 2009 meeting.
- Village Façade Improvement Program –grant program restored
in November 2007.
Recreation
Department
Facilities Corp yard restroom project - Completed - December 2009
Facilities Correct the lighting in the Library
Children’s area
- Completed July 2009
18
Facilities City designation as a “Bay Area Green
Business”
- Completed September 2008
Facilities Renaming of “Joan Pisani Community
Center”
- Completed October 2008
Facilities Installation of ADA compliant seating in
Civic Theater
- Completed December 2008
Facilities Upgrade RecTrac recreation registration
software program
- Completed December 2008
Facilities SASCC - Replaced Adult Care carpet, completed February 2009
- Replaced HVAC system, completed February 2009
- Replaced hot water heaters, completed May 2009
Facilities Library - Installation of separate electric meters and designated service
(with Metro PCS) at Saratoga Library, completed December
2008
- HVAC project completed December 2009
Facilities Warner Hutton House Renovation - Completed main renovation in 2008.
- Remodeled office into changing room for brides, completed
January 2010
Recreation Recreation Dept. submits website
design for award from the California
Parks and Recreation Society
- Wins Award of Excellence –December 2009
Recreation Recreation Dept. marketing efforts
Facebook page
Winter/Spring Guide
- October 2009
- Mailed December 2, 2009
Recreation Friends of Saratoga Library Use
Agreement
- Lease agreement renewal went to Council on November 7,
2007 and was approved for a 10 year term.
Recreation Mobile Modular Portable Buildings
Purchase
- In April 2007, negotiated with Mobile Modular for the
purchase of the two portable buildings at a cost of $67,271
that resulted in annual savings to the General Fund of
$19,277 per year.
Recreation Saratoga Area Senior Coordinating
Council Use Agreement
- At the November 20, 2007 meeting, Council approved a
renewal agreement with SASCC for a term of 5 years.
Recreation Saratoga Historical Foundation
Agreement
- On September 19, 2007, Council approved a 10 year
agreement with the Historical Foundation for the use of the
Museum. The Foundation will pay $1.00 per year for the term
of the lease and the City will retain a $1,000 security deposit.
Recreation Saratoga Union High School District
Use Agreement
- In May 2007, entered into a five year facilities Use Agreement
and agreed to collaborate on a joint lecture series at the
McAfee Performing Arts Center.
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Recreation RecTrac - Live on-line registration beginning in September 2004.
- Program ready to go and staff trained July 2004. Line on-line
registration beginning September 2004 with 200-300 test
families.
- On-line registration for Recreation Department programs is
up and running as of December 1, 2004.
-
Recreation Council fee for service recovery policy - Council approved policy for 65% fee recovery for Recreation
Department. October 2009