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Home My WebLink About06-03-2009 City Council Agenda Packet AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL JUNE 3, 2009 SPECIAL MEETING –5:00 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER – 5:00 P.M. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on May 28, 2009) COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. COUNCIL DIRECTION TO STAFF Instruction to Staff regarding actions on current Oral Communications. ADJOURN TO CLOSED SESSION – 5:00PM ANNOUNCEMENT OF CLOSED SESSION CONFERENCE – REAL PROPERTY NEGOTIATION (Gov’t Code Section 54956.8): Wildwood Way Agency Negotiator: Dave Anderson, City Manager and John Cherbone, Public Works Director 1. YOUTH COMMISSION INTERVIEWS – 5:30 APPLICANT TIME Anna Shen 5:30 Morgan McClellan 5:35 Apoorva Setlur 5:40 Anu Sreedhara 5:45 Jeffrey Chen 5:50 Amanda Schwartz 5:55 Vivian Hsiao 6:00 Kayvon Rezaii 6:05 Kevin Mu 6:10 Nathan McCabe 6:15 Ramiz Sheikh 6:20 Zora Sheikh 6:25 Priyanka Arunkumar 6:30 Lauren Kuan 6:35 Sarika Srivastava 6:40 Maika Kausar 6:45 Sameer Kausar 6:50 Mercedes Chien 6:55 Kyuwon (KiKi) Shim 7:00 ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the Community Development Department Director at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408/868-1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II] Certificate of Posting of Agenda: I, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council on June 3, 2009 for the City of Saratoga was posted on May 28, 2009, 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 28th day of May 2009 at Saratoga, California. Ann Sullivan, CMC City Clerk 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 May 28, 2009) 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. Appointment of Parks & Recreation Commissioner and Administer Oath of Office Recommended action: Adopt the attached resolution appointing one member to the Parks and Recreation Commission and direct the City Clerk to administer the Oath of Office 2. Proclamation Declaring June 9, 2009 as “Helmet Awareness Day” Recommended action: AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, June 3, 2009 1 Present proclamation. SPECIAL PRESENTATIONS 3. Presentation by Valley Medical Center Foundation Recommended action: Listen to a short presentation from Chris Wilder, Executive Director of the Valley Medical Center Foundation. 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. 4. Fiscal Year 2009/10 Gann Appropriation Limit Recommended action: Adopt resolution approving the Gann Appropriations Limit for FY 2009/10. 5. Review of Accounts Payable Registers Recommended action: That the City Council accepts the Check Registers for Accounts Payable cycles: May 14, 2009 May 21, 2009 6. Treasurer’s Report for the Month Ended April 30, 2009 Recommended action: The City Council review and accept the Treasurer’s Report for the month ended April 30, 2009. 7. Resolution Providing Workers’ Compensation Coverage for City Volunteers Recommended action: Accept report and adopt Resolution providing Workers’ Compensation coverage for City volunteers. PUBLIC HEARINGS Applicants/Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council’s approval at the Council meeting 8. Resolution Ordering the Abatement of a Public Nuisance by Removal of Hazardous Vegetation (Brush) Recommended action: Open public hearing; listen to public testimony; and close public hearing. Adopt resolution overruling objections and ordering hazardous vegetation abatement 2 (brush). 9. Landscaping & Lighting Assessment District LLA-1 - Public Hearing, Approval of Engineer’s Report, and Confirmation of Assessments for FY 09-10 Recommended action: Move to adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 09-10 OLD BUSINESS 10. Adoption of Fiscal Year 2009/10 Operating & Capital Budget Recommended action: Adopt resolution approving the Proposed FY 2009/10 Operating and Capital Budgets, directing staff to incorporate within the final adopted budget any changes related to minor corrections, carryforward appropriations, refined estimates, grant approvals, claim reimbursements, pass-through appropriations, or additional direction from Council upon adoption of the budget. 11. 2009 Summer Issue of The Saratogan Recommended action: Accept report and direct staff accordingly. NEW BUSINESS 12. Approval of New City of Saratoga Records Retention Schedule Recommended action: Accept report and approve the new records retention schedule. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Chuck Page Hakone Foundation Executive Committee Peninsula Division, League of California Cities SSC Cities Association Board SCC Cities Association Selection Committee Valley Transportation Authority PAC West Valley Sanitation District West Valley Mayors and Managers Association Council Finance Committee City School Ad-Hoc Vice Mayor Kathleen King Hakone Foundation Board West Valley Flood Control Zone & Watershed Advisory Committee SSC Cities Association Executive Board SCC Cities Association – Joint Economic Development Policy Committee (JEDPC) City School Ad-Hoc Councilmember Jill Hunter Historical Foundation Library Joint Powers Association 3 Santa Clara County Valley Water District Commission Village AdHoc Councilmember Howard Miller Chamber of Commerce KSAR Santa Clara County Emergency Council West Valley Solid Waste Joint Powers Association Council Finance Standing Committee Councilmember Susie Nagpal ABAG Comprehensive County Expressway Planning Study Policy Advisory Board (PAB) County HCD Policy Committee SASCC Sister City Liaison Village AdHoc CITY COUNCIL ITEMS CITY MANAGER’S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the Community Development Department Director at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In compliance with the Americans with Disabilities Act (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, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council for the City of Saratoga was posted on May 28, 2009, for 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 28th day of May 2009 at Saratoga, California. Ann Sullivan, CMC City Clerk 4 NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.saratoga.ca.us 6/17 Regular Meeting – Joint Meeting with HOA Presidents 7/1 Regular Meeting – 6:00-6:30 Council Electronic Communications Policy (City Attorney) & 6:30-6:55 Council Emergency Training 7/15 Regular Meeting – Joint Meeting with SASCC 8/5 SUMMER RECESS – NO COUNCIL MEETING 8/19 SUMMER RECESS – NO COUNCIL MEETING 9/2 Regular Meeting – Joint Meeting with Parks and Recreation Commission 9/16 Regular Meeting – Joint Meeting with West Valley Board of Trustees 10/7 Regular Meeting – Joint Meeting with Traffic Safety Commission 10/21 Regular Meeting – Joint Meeting with Historical Foundation & Heritage Preservation Commission 11/4 Regular Meeting – Saratoga Ministerial Association 11/18 Regular Meeting – Joint Meeting with Hakone Foundation 12/1 Council Reorganization 12/2 Regular Meeting - 12/16 Regular Meeting CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2009 5 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson SUBJECT: Appointment of Parks & Recreation Commissioner and Oath of Office RECOMMENDED ACTION: Adopt the attached resolution appointing one member to the Parks and Recreation Commission and direct the City Clerk to administer the Oath of Office. REPORT SUMMARY: On May 6, 2009, the City of Saratoga held interviews for one vacancy on the Parks and Recreation Commission. Council appointed Mark Johnson to the Parks and Recreation Commission. The newly appointed Parks and Recreation commissioner will be completing the unfulfilled term of Katherine Forte, due to her resignation in February 2009. The attached resolution appointing Mr. Johnson to the Parks and Recreation Commission reflects that this term is an unexpired term ending October 1, 2012. Upon direction from the City Council the Oath of Office will be administered by the City Clerk and signed by the new Commissioner. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointment would not be made to the Parks and Recreation Commission. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Update City’s Official Roster. 6 ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – Resolution of Appointment Attachment B – Oath of Office 7 RESOLUTION 09 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING ONE MEMBER TO THE PARKS AND RECREATION COMMISSION WHEREAS, one vacancy was created on the Parks and Recreation Commission resulting from the resignation of Kathy Forte in February of 2009; and WHEREAS, a notice of vacancies was posted, applications were received, interviews have been conducted, and it is now appropriate to fill an unexpired term on the Parks and Recreation Commission; and WHEREAS, City Council conducted interviews on May 6, 2009 and appointed Mark Johnson to fill the unexpired term of Katherine Forte on the Parks and Recreation Commission. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following appointment was made to the Parks and Recreation Commission: PARKS AND RECREATION COMMISSION MARK JOHNSON – APRIL 1, 2009 TO OCTOBER 1, 2012 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 3rd day of June 2009 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Chuck Page, Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk 8 STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Mark Johnson, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. __________________________ Mark Johnson, Member Parks and Recreation Commission Subscribed and sworn to before me on This 3rd day of June 2009. __________________________ Ann Sullivan, CMC City Clerk 9 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2008 AGENDA ITEM: ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson SUBJECT: Proclamation Declaring June 9, 2009 as “Helmet Awareness Day” RECOMMENDED ACTION: Present commendation. REPORT SUMMARY: The attached proclamation declares June 9, 2009 as “Helmet Awareness Day”. As part of the commitment to improve the health of our community, we must emphasize the importance of safety and prevention of head injuries by teaching our children at a very early age and encouraging adults to wear a helmet when cycling, rollerblading, skateboarding and skiing. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Copy of the proclamation. 10 1 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson SUBJECT: Presentation by Valley Medical Center Foundation RECOMMENDED ACTION: Listen to a short presentation from Chris Wilder, Executive Director of the Valley Medical Center Foundation. REPORT SUMMARY: Mr. Wilder will provide a five minute presentation on the scope of service provided by the Santa Clara Valley Health & Hospital System, the largest deliverer of health car to Santa Clara County residents. Our public hospital, clinics, mental health, public health and drug/alcohol programs have been severely impacted in recent years – yet remain at the ready to serve any and all County residents regardless of ability to pay. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. 11 2 ATTACHMENTS: None 12 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: Finance & Admin Services CITY MANAGER: Dave Anderson PREPARED BY: Mary Furey DIRECTOR: Mary Furey SUBJECT: Fiscal Year 2009/10 Gann Appropriation Limit RECOMMENDED ACTION Adopt resolution approving the Gann Appropriations Limit for FY 2009/10. REPORT DISCUSSION On November 6, 1979, California voters approved Proposition 4, commonly known as the Gann Spending Limitation Initiative, establishing Article XIIIB of the California State Constitution. This proposition, which became effective in fiscal year 1980/81, mandated an appropriations (spending) limit on the amount of tax revenues that the State and most local government jurisdictions may appropriate within a fiscal year. This limit grows annually by a population and cost-of-living factor. The State Appropriation Limit was since modified by two subsequent initiatives - Proposition 98 in 1988 and Proposition 111 in 1990. Proposition 98 established the return of tax revenues exceeding appropriation limit levels to citizens through a process of refunds, rebates, or other means. Proposition 111 allowed more flexibility in the appropriation calculation factors. Only tax proceeds are subject to this limit. Charges for services, fees, grants, loans, donations and other non-tax proceeds are excluded. Exemptions are also made for voter-approved debt which existed prior to January 1, 1979, and for the cost of compliance with court or Federal government mandates. The City Council adopts an annual resolution establishing an appropriations limit for the following fiscal year using population and per capita personal income data provided by the State of California’s Department of Finance. Each year’s limit is based on the amount of tax proceeds that were authorized to be spent in fiscal year 1978/79, with inflationary adjustments made annually to reflect increases in population and the cost of living. The California Department of Finance distributes the annual percentage change per capita personal income and the percentage population change within the City and the County to jurisdictions on May 1st each year. The County’s percentage increase in population change is combined with the State’s change in per capita income to determine the City’s appropriation factor. The current year’s appropriation limit is then increased by this appropriation factor to calculate the Gann Appropriation Limit for the following fiscal year. The calculation for the FY 2009/10 limit is as follows: 13 % Increase in California 2008/09 2009/10 County Per Capita Appropriation Appropriation Appropriation Population Income Δ Factor Limit Limit 1.0156 X 1.0062 = 1.0219 X 30,592,105$ =31,261,971$ FY 2009/10 Calculation Summary: The Gann Appropriation Limit establishes the maximum amount of tax revenue proceeds the City may appropriate in the following fiscal year. The City’s proposed budget for FY 2009/10 anticipates $9,941,500 in Gann designated tax revenues, which is $21,320,471 less than the appropriation limit of $31,261,971. Conclusion: It is recommended that the Council adopt the resolution approving the FY 2009/10 Gann Appropriation Limit of $31,261,971 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not be in compliance with Article XIIIB of the State of California Constitution. ALTERNATIVE ACTION N/A FOLLOW UP ACTION N/A ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A - Gann Appropriation Limit Factors and Calculation B – Resolution 14 Attachment A For Beginning County City Per Ending % YE Population Population Capita Limit Limit Factor Factor Income Limit Increase 1995 13,793,609 1.0160 1.0050 1.0071 14,113,809 2.32% 1996 14,113,809 1.0170 1.0227 1.0472 15,115,486 7.10% 1997 15,115,486 1.0108 1.0071 1.0467 15,992,250 5.80% 1998 15,992,250 1.0216 1.0289 1.0467 17,222,848 7.69% 1999 17,222,848 1.0212 1.0154 1.0415 18,317,873 6.36% 2000 18,317,873 1.0173 1.0072 1.0453 19,478,927 6.34% 2001 19,478,927 1.0163 1.0055 1.0491 20,768,439 6.62% 2002 20,768,439 1.0147 1.0055 1.0782 22,721,701 9.40% 2003 22,721,701 1.0125 1.0191 0.9873 23,092,833 1.63% 2004 23,092,833 1.0079 1.0029 1.0231 23,694,794 2.61% 2005 23,694,794 1.0072 1.0000 1.0328 24,471,983 3.28% 2006 24,471,983 1.0112 1.0124 1.0526 26,078,624 6.57% 2007 26,078,624 1.0118 1.0034 1.0396 27,203,516 4.31% 2008 27,203,516 1.0152 1.0138 1.0442 28,837,681 6.01% 2009 28,837,681 1.0172 1.0077 1.0429 30,592,105 6.08% 2010 30,592,105 1.0156 1.0070 1.0062 31,261,971 2.19% % Increase in Change in 2007/08 2009/10 County Per Capita Appropriation Appropriation Appropriation Population Income Factor Limit Limit 1.0156 X 1.0062 = 1.0219 X 30,592,105$ =31,261,971$ 2009/10 2009/10 Percentage Tax Appropriation of Revenues Limit Limit 10,181,000 /31,261,971$ =33% June 30 Percentage of Appropriation FY 2009/10 Calculation APPROPRIATION LIMIT FACTORS AppropriationAppropriation 15 Attachment B RESOLUTION NO._______ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING THE FISCAL YEAR 2009/10 GANN LIMIT APPROPRIATION FOR THE CITY OF SARATOGA WHEREAS, the City of Saratoga has established its Base Year Appropriation Limit as $5,961,747 in Fiscal Year 1978/79; and WHEREAS, the cumulative changes to population and to the California per capita personal income since the Base Year established the revised Proposition 111 Fiscal Year 1996/97 Appropriation Limit as $16,153,314, and WHEREAS, to the best of the City’s knowledge and belief, the State Department of Finance figures provided to the City in response to Proposition 111 passed by the voters in June 1990, reflects the appropriate statistics relevant to the calculation of the Fiscal Year 2009/10 Appropriation Limit, which includes: · County population adjustments for the year ended December 31, 2008 equal to 1.56%, and · City population adjustment for the year ended December 31, 2008 equal to .70%, and · Change in California per capita cost of living for fiscal year 2009/10 equal to .62% NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby resolves that, based on the foregoing figures and the provisions of the Article XIIIB of the Constitution of the State of California, the following figure accurately represents the Fiscal Year 2009/10 Appropriation Limit for the City of Saratoga at: $31,261,971 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 3rd day of June 2009 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ___________________ Chuck Page, Mayor ATTEST: _____________________________ Ann Sullivan, City Clerk 16 SARATOGA CITY COUNCIL MEETING DATE:June 3, 2009 AGENDA ITEM: DEPARTMENT:Finance & Administrative Services CITY MANAGER: Dave Anderson PREPARED BY:Melanie Whittaker DEPT. DIRECTOR: Mary Furey SUBJECT: Review of Accounts Payable Check Registers. RECOMMENDED ACTION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: May 14, 2009 May 21, 2009 REPORT SUMMARY: Attached are the Check Registers for: Type of Checks Date Starting Check No. Ending Check No. Total Checks Amount Checks Released Prior Check Register Date Ending Check No. Accounts Payable 05/14/09 112199 112269 70 245,929.97 05/14/09 05/07/09 112198 Accounts Payable 05/21/09 112270 112323 53 674,148.84 05/21/09 05/14/09 112269 The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description of the expenditure: AP Date Check No. Issued to Fund Dept.Purpose Amount 05/14/09 112216 Bianchi Construction CIP - Street Improvements Public Works Quito-McCoy Improvements 24,079.00 05/14/09 112220 Guerra Construction CIP - Street Improvements Public Works Annual Concrete Repair 72,430.70 05/14/09 112238 Matt Novakovich General Public Works Heritage Orchard Maintenance 16,666.79 05/14/09 112256 Shute Mihaly & Weinburger Various Various Monthly Legal Service 56,593.19 05/21/09 112274 B&B Landscape CIP - Park Improvements Public Works Kevin Moran Park Improvements 93,829.95 05/21/09 112278 CRW Industries CIP - Facility Improvements Recreation North Campus Improvements 29,524.95 05/21/09 112279 David Gates & Associates CIP - Street Improvements Public Works Village Pedestrian Project 28,669.40 05/21/09 112301 Santa Clara County - Office of the Sheriff General Public Safety Monthly Law Enforcement 330,022.46 05/21/09 112301 Santa Clara County - Office of the Sheriff General City Mgr Additional Law Enforcement 10,850.00 05/21/09 112309 San Jose Water Various Various Monthly Water Bills 12,833.48 05/21/09 112319 West Valley Sanitation General Public Works Clean Water Fee 117,488.52 17 The following are Accounts Payable checks that were voided or manually issued: AP Date Check No. Issued to Description Amount 05/14/09 (None) 05/21/09 (None) The following is a list of cash reduction by fund: Fund #Fund Description AP 05/14 AP 05/21 Total 111 General 109,091.94 495,173.10 604,265.04 231 Village Lighting 23.76 23.76 243 Carnelian Glen 60.61 60.61 244 Cunningham/Glasgow Landscape 39.84 39.84 247 Kerwin Ranch Landscape 279.59 279.59 248 Leutar Court Landscape - 249 Manor Drive Landscape 51.41 51.41 251 McCartysville Landscape - 252 Prides Crossing Landscape 102.82 102.82 253 Saratoga Legends Landscape 476.51 476.51 254 Sunland Park Landscape 207.00 207.00 255 Tricia Woods Landscape 11.57 11.57 271 Beauchamps Landscape 264.78 264.78 272 Bellgrove Landscape 465.18 465.18 273 Gateway Landscape 135.77 135.77 274 Horseshoe Landscape/Lighting 141.43 141.43 277 Village Commercial Landscape 692.32 692.32 411 CIP Street Projects 106,260.44 29,046.31 135,306.75 412 CIP Parks Projects 2,753.42 95,672.37 98,425.79 413 CIP Facility Projects 8,911.62 30,687.34 39,598.96 414 CIP Admin Projects 1,375.33 1,375.33 421 Tree Fine Fund 2,000.00 2,000.00 431 Grant Fund - CIP Streets 8,476.80 760.00 9,236.80 481 Gas Tax Fund 7.00 7.00 612 Workers' Comp 1,094.20 1,094.20 621 Office Stores Fund 38.88 104.72 143.60 622 Information Technology 2,775.54 6,062.90 8,838.44 623 Vehicle & Equipment Maint 1,420.37 4,428.50 5,848.87 624 Building Maintenance 1,731.43 6,154.01 7,885.44 711 Library Capital Improvement 3,100.00 3,100.00 TOTAL 245,929.97 674,148.84 920,078.81 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 18 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 1 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 0 : 2 8 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 1 4 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 1 9 9 0 5 / 1 4 / 0 9 1 7 A A A R E S T A U R A N T F I R E C O N T 6 2 4 6 2 0 2 K I T C H E N A L A R M S V C 0 . 0 0 1 8 2 . 1 5 11 1 1 1 1 1 2 2 0 0 0 5 / 1 4 / 0 9 5 2 1 A L L I E D L O C K & S A F E I N C 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 2 5 . 8 4 11 1 1 1 1 1 2 2 0 1 0 5 / 1 4 / 0 9 7 0 5 A N N A B Y D E S I G N 1 1 1 6 1 0 1 I N S T R U C T O R - S C R E E N S 0 . 0 0 1 4 . 5 0 11 1 1 1 1 1 2 2 0 2 0 5 / 1 4 / 0 9 2 5 7 B A N D A , M A S A N K H O 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 3 6 . 0 0 11 1 1 1 1 1 2 2 0 3 0 5 / 1 4 / 0 9 3 6 5 B O R E L , K R I S T I N 1 1 1 5 1 0 2 P O S T A G E 0 . 0 0 2 . 0 2 11 1 1 1 1 1 2 2 0 3 0 5 / 1 4 / 0 9 3 6 5 B O R E L , K R I S T I N 1 1 1 1 2 0 1 S U P P L I E S - S A F E T Y C O M 0 . 0 0 1 1 . 3 9 11 1 1 1 1 1 2 2 0 3 0 5 / 1 4 / 0 9 3 6 5 B O R E L , K R I S T I N 1 1 1 8 3 0 2 S U P P L I E S - A R B O R D A Y 0 . 0 0 4 5 . 4 5 11 1 1 1 1 1 2 2 0 3 0 5 / 1 4 / 0 9 3 6 5 B O R E L , K R I S T I N 1 1 1 5 1 0 2 D O C U M E N T C O P I E S 0 . 0 0 2 0 . 0 0 TO T A L C H E C K 0 . 0 0 7 8 . 8 6 11 1 1 1 1 1 2 2 0 4 0 5 / 1 4 / 0 9 5 0 0 B U N Y A R D , M A R J O R Y 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 2 2 0 5 0 5 / 1 4 / 0 9 5 0 0 C C A C - N U T S A N D B O L T S 1 1 1 2 2 0 1 C I T Y C L R K T R A I N I N G 0 . 0 0 5 0 . 0 0 11 1 1 1 1 1 2 2 0 6 0 5 / 1 4 / 0 9 2 7 6 C S G C O N S U L T I N G I N C 1 1 1 A P P # S U B 0 8 - 0 0 0 1 0 . 0 0 2 5 0 . 0 0 11 1 1 1 1 1 2 2 0 6 0 5 / 1 4 / 0 9 2 7 6 C S G C O N S U L T I N G I N C 1 1 1 A P P # L L A 0 7 - 0 0 0 1 0 . 0 0 7 6 7 . 5 0 TO T A L C H E C K 0 . 0 0 1 , 0 1 7 . 5 0 11 1 1 1 1 1 2 2 0 7 0 5 / 1 4 / 0 9 3 4 2 D A T A T I C K E T I N C 1 1 1 7 1 0 1 C I T A T I O N F E E S - 0 3 / 0 9 0 . 0 0 1 0 0 . 0 0 11 1 1 1 1 1 2 2 0 8 0 5 / 1 4 / 0 9 6 1 6 D A V C O W A T E R P R O O F I N G S V C , 6 2 4 6 2 0 2 R O O F R E P A I R S 0 . 0 0 1 , 2 0 0 . 0 0 11 1 1 1 1 1 2 2 0 9 0 5 / 1 4 / 0 9 2 3 3 D E L T A M I C R O I M A G I N G , I N C . 4 1 4 9 4 1 2 - 0 0 2 D O C U M E N T S C A N N I N G 0 . 0 0 1 , 3 7 5 . 3 3 11 1 1 1 1 1 2 2 1 0 0 5 / 1 4 / 0 9 1 D E P A R T M E N T O F R E V E N U E 1 1 1 7 1 0 1 C I T A T I O N S 0 4 / 0 9 0 . 0 0 1 4 2 . 5 0 11 1 1 1 1 1 2 2 1 0 0 5 / 1 4 / 0 9 1 D E P A R T M E N T O F R E V E N U E 1 1 1 7 1 0 1 C I T A T I O N S 0 3 / 0 9 0 . 0 0 1 2 . 0 0 11 1 1 1 1 1 2 2 1 0 0 5 / 1 4 / 0 9 1 D E P A R T M E N T O F R E V E N U E 1 1 1 7 1 0 1 C I T A T I O N S 0 2 / 0 9 0 . 0 0 2 2 . 5 0 11 1 1 1 1 1 2 2 1 0 0 5 / 1 4 / 0 9 1 D E P A R T M E N T O F R E V E N U E 1 1 1 7 1 0 1 C I T A T I O N S 0 1 / 0 9 0 . 0 0 3 7 . 5 0 TO T A L C H E C K 0 . 0 0 2 1 4 . 5 0 11 1 1 1 1 1 2 2 1 1 0 5 / 1 4 / 0 9 4 1 6 E V A N S W E S T V A L L E Y S P R A Y 1 1 1 5 2 0 1 R O A D S I D E W E E D C O N T R L 0 . 0 0 4 , 5 0 0 . 0 0 11 1 1 1 1 1 2 2 1 1 0 5 / 1 4 / 0 9 4 1 6 E V A N S W E S T V A L L E Y S P R A Y 4 1 2 9 2 5 3 - 0 0 1 S U D D E N O A K D E A T H 0 . 0 0 2 , 4 6 5 . 0 0 11 1 1 1 1 1 2 2 1 1 0 5 / 1 4 / 0 9 4 1 6 E V A N S W E S T V A L L E Y S P R A Y 1 1 1 5 3 0 1 P E S T C N T R L - H A K O N E 0 . 0 0 5 0 0 . 0 0 TO T A L C H E C K 0 . 0 0 7 , 4 6 5 . 0 0 11 1 1 1 1 1 2 2 1 2 0 5 / 1 4 / 0 9 7 0 4 F L A N N E R Y , J A C Q U E L I N E 1 1 1 6 1 0 1 I N S T R U C T O R - C A K E 0 . 0 0 6 9 . 0 0 11 1 1 1 1 1 2 2 1 3 0 5 / 1 4 / 0 9 4 2 6 F L I N T T R A D I N G , I N C 4 1 1 9 1 2 1 - 0 0 1 S U P P L I E S - T R A F F I C 0 . 0 0 2 , 2 3 4 . 6 7 11 1 1 1 1 1 2 2 1 4 0 5 / 1 4 / 0 9 6 9 9 F R A N K P A N E T T A 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 3 1 0 . 5 0 11 1 1 1 1 1 2 2 1 5 0 5 / 1 4 / 0 9 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 1 1 1 5 3 0 1 L N D S C P - B L A N E Y 0 . 0 0 3 7 0 . 0 0 11 1 1 1 1 1 2 2 1 5 0 5 / 1 4 / 0 9 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 1 1 1 5 3 0 1 L N D S C P - G A T E W A Y 0 . 0 0 1 , 2 1 9 . 0 0 11 1 1 1 1 1 2 2 1 5 0 5 / 1 4 / 0 9 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 1 1 1 5 3 0 1 L N D S C P - F R U I T V A L E 0 . 0 0 5 9 9 . 0 0 TO T A L C H E C K 0 . 0 0 2 , 1 8 8 . 0 0 11 1 1 1 1 1 2 2 1 6 0 5 / 1 4 / 0 9 4 5 8 G E O R G E B I A N C H I C O N S T R U C T 4 1 1 9 1 2 1 - 0 0 1 Q U I T O - M C C O Y I M P R O V 0 . 0 0 2 4 , 0 7 9 . 0 0 19 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 2 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 0 : 2 8 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 1 4 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 2 1 7 0 5 / 1 4 / 0 9 4 6 3 G R A I N G E R 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 8 0 . 2 8 11 1 1 1 1 1 2 2 1 8 0 5 / 1 4 / 0 9 4 6 8 G R E E N B R O O K , G A Y L E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 0 3 . 0 0 11 1 1 1 1 1 2 2 1 9 0 5 / 1 4 / 0 9 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 9 2 . 0 0 11 1 1 1 1 1 2 2 2 0 0 5 / 1 4 / 0 9 6 7 1 G U E R R A C O N S T R U C T I O N G R O U 4 1 1 R E T E N T I O N - C O N C R E T E 0 . 0 0 - 7 , 9 9 1 . 7 5 11 1 1 1 1 1 2 2 2 0 0 5 / 1 4 / 0 9 6 7 1 G U E R R A C O N S T R U C T I O N G R O U 4 1 1 R E T E N T I O N - C O N C R E T E 0 . 0 0 - 5 6 . 1 0 11 1 1 1 1 1 2 2 2 0 0 5 / 1 4 / 0 9 6 7 1 G U E R R A C O N S T R U C T I O N G R O U 4 1 1 9 1 1 1 - 0 0 1 A N N U A L C O N C R E T E R E P 0 . 0 0 7 9 , 9 1 7 . 5 5 11 1 1 1 1 1 2 2 2 0 0 5 / 1 4 / 0 9 6 7 1 G U E R R A C O N S T R U C T I O N G R O U 4 1 1 9 1 4 1 - 0 0 1 A N N U A L C O N C R E T E R E P 0 . 0 0 5 6 1 . 0 0 TO T A L C H E C K 0 . 0 0 7 2 , 4 3 0 . 7 0 11 1 1 1 1 1 2 2 2 1 0 5 / 1 4 / 0 9 5 2 0 F U N F U N F U N D A M E N T A L S 1 1 1 6 1 0 1 I N S T R U C T O R - B B A L L 0 . 0 0 3 9 8 . 2 5 11 1 1 1 1 1 2 2 2 1 0 5 / 1 4 / 0 9 5 2 0 F U N F U N F U N D A M E N T A L S 1 1 1 6 1 0 1 I N S T R U C T O R - S P O R T S 0 . 0 0 1 4 0 . 3 6 11 1 1 1 1 1 2 2 2 1 0 5 / 1 4 / 0 9 5 2 0 F U N F U N F U N D A M E N T A L S 1 1 1 6 1 0 1 I N S T R U C T O R - S P O R T S 0 . 0 0 1 2 8 . 7 0 11 1 1 1 1 1 2 2 2 1 0 5 / 1 4 / 0 9 5 2 0 F U N F U N F U N D A M E N T A L S 1 1 1 6 1 0 1 I N S T R U C T O R - S P O R T S 0 . 0 0 8 5 . 8 0 TO T A L C H E C K 0 . 0 0 7 5 3 . 1 1 11 1 1 1 1 1 2 2 2 2 0 5 / 1 4 / 0 9 5 0 0 H U N G , R A Y M O N D A N D R I T A 1 1 1 A R B O R I S T D E P R E F U N D 0 . 0 0 2 , 2 0 0 . 0 0 11 1 1 1 1 1 2 2 2 3 0 5 / 1 4 / 0 9 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 4 1 1 9 1 1 1 - 0 0 1 W I R E R E P A I R - B L A C K T O P 0 . 0 0 2 0 4 . 0 0 11 1 1 1 1 1 2 2 2 3 0 5 / 1 4 / 0 9 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 4 1 1 9 1 1 1 - 0 0 1 W I R E R E P A I R S - B L A C K T O P 0 . 0 0 1 , 6 7 5 . 8 9 11 1 1 1 1 1 2 2 2 3 0 5 / 1 4 / 0 9 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 1 1 1 5 3 0 1 R E P A I R S - B O N N E T W A Y 0 . 0 0 1 3 5 . 5 7 TO T A L C H E C K 0 . 0 0 2 , 0 1 5 . 4 6 11 1 1 1 1 1 2 2 2 4 0 5 / 1 4 / 0 9 2 4 I C E C E N T E R O F C U P E R T I N O 1 1 1 6 1 0 1 I N S T R U C T O R - S K A T I N G 0 . 0 0 9 6 . 0 0 11 1 1 1 1 1 2 2 2 4 0 5 / 1 4 / 0 9 2 4 I C E C E N T E R O F C U P E R T I N O 1 1 1 6 1 0 1 I N S T R U C T O R - S K A T I N G 0 . 0 0 4 8 . 0 0 11 1 1 1 1 1 2 2 2 4 0 5 / 1 4 / 0 9 2 4 I C E C E N T E R O F C U P E R T I N O 1 1 1 6 1 0 1 I N S T R U C T O R - S K A T I N G 0 . 0 0 4 8 . 0 0 TO T A L C H E C K 0 . 0 0 1 9 2 . 0 0 11 1 1 1 1 1 2 2 2 5 0 5 / 1 4 / 0 9 6 3 I N T E R S T A T E T R A F F I C C O N T R 4 1 1 9 1 2 1 - 0 0 1 S I G N S - F I R E S T A T I O N 0 . 0 0 1 , 0 0 1 . 2 8 11 1 1 1 1 1 2 2 2 5 0 5 / 1 4 / 0 9 6 3 I N T E R S T A T E T R A F F I C C O N T R 4 1 1 9 1 1 1 - 0 0 2 R E F L E C T I V E S U P P L I E S 0 . 0 0 5 6 3 . 7 3 11 1 1 1 1 1 2 2 2 5 0 5 / 1 4 / 0 9 6 3 I N T E R S T A T E T R A F F I C C O N T R 4 1 1 9 1 1 1 - 0 0 2 S U P P L I E S - S T R E E T S 0 . 0 0 1 , 4 7 4 . 8 8 11 1 1 1 1 1 2 2 2 5 0 5 / 1 4 / 0 9 6 3 I N T E R S T A T E T R A F F I C C O N T R 4 1 1 9 1 1 1 - 0 0 2 S I G N S - S P E E D L I M I T 0 . 0 0 1 , 2 2 9 . 0 6 11 1 1 1 1 1 2 2 2 5 0 5 / 1 4 / 0 9 6 3 I N T E R S T A T E T R A F F I C C O N T R 4 1 1 9 1 1 1 - 0 0 2 S U P P L I E S - S T R E E T S 0 . 0 0 2 9 4 . 9 8 TO T A L C H E C K 0 . 0 0 4 , 5 6 3 . 9 3 11 1 1 1 1 1 2 2 2 6 0 5 / 1 4 / 0 9 5 2 4 K I R K , R O B E R T 1 1 1 R E I M B 0 2 / 0 9 - 0 4 / 0 9 0 . 0 0 6 0 0 . 0 0 11 1 1 1 1 1 2 2 2 7 0 5 / 1 4 / 0 9 5 0 0 K O T T A , J A Y A S R E E 1 1 1 F E E R E F U N D 0 . 0 0 2 , 3 5 0 . 0 0 11 1 1 1 1 1 2 2 2 8 0 5 / 1 4 / 0 9 1 5 7 K R A U S E C H I R O P R A C T I C , I N C 1 1 1 4 1 0 3 M A S S A G E T E S T I N G F E E 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 2 2 2 9 0 5 / 1 4 / 0 9 1 0 0 K S A R 1 1 1 8 3 0 1 B R O A D C A S T M T S 0 4 / 0 9 0 . 0 0 2 , 4 0 0 . 0 0 11 1 1 1 1 1 2 2 2 9 0 5 / 1 4 / 0 9 1 0 0 K S A R 1 1 1 8 3 0 1 B R O A D C A S T M T G S 0 3 / 0 9 0 . 0 0 2 , 6 0 0 . 0 0 TO T A L C H E C K 0 . 0 0 5 , 0 0 0 . 0 0 11 1 1 1 1 1 2 2 3 0 0 5 / 1 4 / 0 9 1 8 3 L E X I S N E X I S 1 1 1 4 1 0 3 M T H L Y S V C 0 3 / 0 1 - 0 3 / 3 1 0 . 0 0 1 8 7 . 0 0 11 1 1 1 1 1 2 2 3 1 0 5 / 1 4 / 0 9 1 9 2 L I , C H R I S T I N E K A I S E R 1 1 1 6 1 0 1 I N S T R U C T O R - P I L A T E S 0 . 0 0 4 2 . 0 0 11 1 1 1 1 1 2 2 3 1 0 5 / 1 4 / 0 9 1 9 2 L I , C H R I S T I N E K A I S E R 1 1 1 6 1 0 1 I N S T R U C T O R - P I L A T E S 0 . 0 0 4 2 . 0 0 11 1 1 1 1 1 2 2 3 1 0 5 / 1 4 / 0 9 1 9 2 L I , C H R I S T I N E K A I S E R 1 1 1 6 1 0 1 I N S T R U C T O R - P I L A T E S 0 . 0 0 4 8 6 . 0 0 20 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 3 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 0 : 2 8 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 1 4 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T TO T A L C H E C K 0 . 0 0 5 7 0 . 0 0 11 1 1 1 1 1 2 2 3 2 0 5 / 1 4 / 0 9 6 7 3 L O E V E R I C H , A L E X I S 1 1 1 6 1 0 1 I N S T R U C T O R - P I L A T E S 0 . 0 0 2 2 4 . 0 0 11 1 1 1 1 1 2 2 3 3 0 5 / 1 4 / 0 9 5 0 8 M A D S C I E N C E 1 1 1 6 1 0 1 I N S T R U C T O R - S C I E N C E 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 2 2 3 4 0 5 / 1 4 / 0 9 3 1 1 M E L O D Y A C A D E M Y O F M U S I C 1 1 1 6 1 0 1 I N S T R U C T O R - P I A N O 0 . 0 0 1 0 9 . 4 4 11 1 1 1 1 1 2 2 3 4 0 5 / 1 4 / 0 9 3 1 1 M E L O D Y A C A D E M Y O F M U S I C 1 1 1 6 1 0 1 I N S T R U C T O R - P I A N O 0 . 0 0 2 1 8 . 8 8 TO T A L C H E C K 0 . 0 0 3 2 8 . 3 2 11 1 1 1 1 1 2 2 3 5 0 5 / 1 4 / 0 9 3 3 S K Y T E R R A 1 1 1 7 1 0 2 D I S P A T C H 0 4 / 1 4 - 0 5 / 1 3 0 . 0 0 7 2 . 9 3 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 7 2 8 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 7 2 8 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 2 7 3 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 2 7 3 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 7 2 8 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 5 4 6 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 6 3 7 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 6 3 7 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 6 3 7 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 6 3 7 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 5 4 6 . 0 0 11 1 1 1 1 1 2 2 3 6 0 5 / 1 4 / 0 9 8 3 M U S I C A L M E , I N C 1 1 1 6 1 0 1 I N S T R U C T O R - M U S I C 0 . 0 0 7 2 8 . 0 0 TO T A L C H E C K 0 . 0 0 7 , 0 9 8 . 0 0 11 1 1 1 1 1 2 2 3 7 0 5 / 1 4 / 0 9 1 3 1 N O R M A N P A U L P R I N T C T R 1 1 1 7 1 0 1 F A L S E A L A R M C A R D S 0 . 0 0 6 6 0 . 4 8 11 1 1 1 1 1 2 2 3 8 0 5 / 1 4 / 0 9 1 3 9 N O V A K O V I C H , M A T T 1 1 1 5 3 0 1 O R C H A R E D M A I N T Q 3 0 . 0 0 1 6 , 6 6 6 . 7 9 11 1 1 1 1 1 2 2 3 9 0 5 / 1 4 / 0 9 5 7 7 N U T R I T I V E F O O D S , L L C 1 1 1 6 1 0 1 I N S T R U C T O R - F O O D 0 . 0 0 9 4 . 5 0 11 1 1 1 1 1 2 2 4 0 0 5 / 1 4 / 0 9 1 O F F O F S H E R I F F - F I S C A L S V 1 1 1 6 1 0 1 F I N G E R P R I N T F E E 0 . 0 0 2 0 . 0 0 11 1 1 1 1 1 2 2 4 0 0 5 / 1 4 / 0 9 1 O F F O F S H E R I F F - F I S C A L S V 1 1 1 2 3 0 1 F I N G E R P R I N T F E E 0 . 0 0 2 0 . 0 0 TO T A L C H E C K 0 . 0 0 4 0 . 0 0 11 1 1 1 1 1 2 2 4 1 0 5 / 1 4 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 4 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 2 7 . 0 3 11 1 1 1 1 1 2 2 4 2 0 5 / 1 4 / 0 9 1 5 6 O K I N , Y E L E N A 1 1 1 6 1 0 1 I N S T R U C T O R - B E A D I N G 0 . 0 0 5 4 . 0 0 11 1 1 1 1 1 2 2 4 3 0 5 / 1 4 / 0 9 5 4 0 O R C H A R D S U P P L Y 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 2 4 3 . 1 6 11 1 1 1 1 1 2 2 4 4 0 5 / 1 4 / 0 9 1 6 8 O R C H A R D S U P P L Y H A R D W A R E - 1 1 1 5 3 0 1 S U P P L I E S - P A R K S 0 . 0 0 3 6 2 . 4 4 11 1 1 1 1 1 2 2 4 4 0 5 / 1 4 / 0 9 1 6 8 O R C H A R D S U P P L Y H A R D W A R E - 1 1 1 5 2 0 1 S U P P L I E S - S T R E E T S 0 . 0 0 4 3 8 . 2 1 TO T A L C H E C K 0 . 0 0 8 0 0 . 6 5 11 1 1 1 1 1 2 2 4 5 0 5 / 1 4 / 0 9 2 2 0 P E R S O N E N , L Y N N 1 1 1 6 1 0 1 I N S T R U C T O R - M I C R O S O F T 0 . 0 0 3 6 . 0 0 11 1 1 1 1 1 2 2 4 6 0 5 / 1 4 / 0 9 2 7 8 P E T R O T E K 6 2 3 5 2 0 2 F U E L T E S T I N G - 0 4 / 0 9 0 . 0 0 2 0 0 . 0 0 11 1 1 1 1 1 2 2 4 7 0 5 / 1 4 / 0 9 6 6 9 P R O - C A L T R U C K R E P A I R 6 2 3 5 2 0 2 M A I N T E N A N C E V E H # 9 3 0 . 0 0 7 8 4 . 9 9 21 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 4 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 0 : 2 8 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 1 4 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 2 4 8 0 5 / 1 4 / 0 9 3 5 2 P R O - D O O R A U T O G L A S S 4 1 3 9 3 2 2 - 0 0 1 R E P L A C E S T A G E D O O R S 0 . 0 0 7 , 9 7 0 . 0 0 11 1 1 1 1 1 2 2 4 9 0 5 / 1 4 / 0 9 3 8 8 R A T R A , R I C K 6 2 3 5 2 0 2 P R O P A N E 0 . 0 0 3 3 . 6 5 11 1 1 1 1 1 2 2 5 0 0 5 / 1 4 / 0 9 6 8 4 S A C R E D H E A R T P A R I S H 1 1 1 6 1 0 1 F A C I L I T Y U S E 5 / 5 , 5 / 1 2 0 . 0 0 1 2 0 . 0 0 11 1 1 1 1 1 2 2 5 1 0 5 / 1 4 / 0 9 6 6 1 S A M , A R L E T E C A R L O 1 1 1 6 1 0 1 I N S T R U C T O R - Z U M B A 0 . 0 0 1 4 8 . 0 0 11 1 1 1 1 1 2 2 5 2 0 5 / 1 4 / 0 9 6 9 1 S A R A T O G A B U I L D E R S 4 3 1 9 2 2 5 - 0 0 2 S T A G E R A M P - W I L D W O O D 0 . 0 0 3 , 4 0 0 . 0 0 11 1 1 1 1 1 2 2 5 3 0 5 / 1 4 / 0 9 1 3 6 S C O T T Y ’ S A U T O M O T I V E 6 2 3 5 2 0 2 M A I N T E N A N C E V E H # 1 1 6 0 . 0 0 1 0 8 . 8 9 11 1 1 1 1 1 2 2 5 3 0 5 / 1 4 / 0 9 1 3 6 S C O T T Y ’ S A U T O M O T I V E 6 2 3 5 2 0 2 M A I N T E N A N C E V E H # 9 3 0 . 0 0 1 5 8 . 1 3 TO T A L C H E C K 0 . 0 0 2 6 7 . 0 2 11 1 1 1 1 1 2 2 5 4 0 5 / 1 4 / 0 9 1 4 7 S H I M O D A M I C H I K O 1 1 1 6 1 0 1 I N S T R U C T O R - I K E B A N A 0 . 0 0 1 3 8 . 0 0 11 1 1 1 1 1 2 2 5 4 0 5 / 1 4 / 0 9 1 4 7 S H I M O D A M I C H I K O 1 1 1 6 1 0 1 I N S T R U C T O R - I K E B A N A 0 . 0 0 6 9 . 0 0 TO T A L C H E C K 0 . 0 0 2 0 7 . 0 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 F E D E X 0 . 0 0 3 6 . 6 3 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 R E S E A R C H S U B S C R I P T I O N 0 . 0 0 2 3 0 . 6 5 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - A D M I N 0 . 0 0 3 8 . 4 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - R E C R E A T I O N 0 . 0 0 1 3 4 . 4 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - P W O R K S 0 . 0 0 4 , 6 2 7 . 2 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - C D E V E L O P 0 . 0 0 1 , 1 7 1 . 2 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - C O D E E N F 0 . 0 0 7 2 9 . 6 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - C C O U N C I L 0 . 0 0 1 , 9 2 0 . 0 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - C C L E R K 0 . 0 0 9 7 9 . 2 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 C T Y A T T N - P L A N C O M M 0 . 0 0 9 9 8 . 4 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 4 1 0 2 C T Y A T T N - A D V P L A N 0 . 0 0 6 , 6 8 1 . 6 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 R E S E A R C H S U B S C R I P T I O N 0 . 0 0 1 3 8 . 9 9 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - A D M I N 0 . 0 0 2 , 3 7 6 . 1 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - R E C R E A T I O N 0 . 0 0 2 0 . 2 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - P U B L I C W O R K S 0 . 0 0 5 , 5 6 3 . 1 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - C O M M D E V 0 . 0 0 7 1 7 . 7 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - C O D E E N F 0 . 0 0 2 , 7 7 4 . 9 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - C C O U N C I L 0 . 0 0 2 , 4 4 4 . 2 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - L I T I G A T I O N 0 . 0 0 6 0 . 6 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - C M G R / C L R K 0 . 0 0 3 , 5 4 8 . 3 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 G E N L G L - P L A N C O M M 0 . 0 0 2 , 1 2 1 . 0 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 4 1 0 2 G E N L G L - A D V P L A N 0 . 0 0 9 , 8 1 0 . 7 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 O U T S I D E C O U N C I L 0 . 0 0 2 , 9 7 7 . 7 2 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 1 1 1 8 2 0 1 L I T I G A T I O N - C O D E E N F 0 . 0 0 7 0 0 . 6 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 4 3 1 9 2 7 4 - 0 0 1 C E Q A - D E A N Z A T R A I L 0 . 0 0 5 , 0 7 6 . 8 0 11 1 1 1 1 1 2 2 5 6 0 5 / 1 4 / 0 9 1 5 4 S H U T E M I H A L Y & W E I N B E R G E 4 1 1 9 1 5 2 - 0 0 2 Q U I T O R D B R I D G E S 0 . 0 0 7 1 5 . 0 0 TO T A L C H E C K 0 . 0 0 5 6 , 5 9 3 . 1 9 11 1 1 1 1 1 2 2 5 7 0 5 / 1 4 / 0 9 1 6 0 S I E R R A P A C I F I C T U R F S U P P 1 1 1 5 3 0 1 P A R K F E R T I L I Z E R S 0 . 0 0 8 1 3 . 1 6 11 1 1 1 1 1 2 2 5 7 0 5 / 1 4 / 0 9 1 6 0 S I E R R A P A C I F I C T U R F S U P P 4 1 2 9 2 5 3 - 0 0 1 W V C F E R T I L I Z E R 0 . 0 0 2 8 8 . 4 2 TO T A L C H E C K 0 . 0 0 1 , 1 0 1 . 5 8 11 1 1 1 1 1 2 2 5 8 0 5 / 1 4 / 0 9 2 3 7 S P R A Y M A R T I I 4 1 1 9 1 1 1 - 0 0 2 S U P P L I E S - S T R E E T S 0 . 0 0 1 0 5 . 9 7 22 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 5 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 0 : 2 8 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 1 4 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 2 5 9 0 5 / 1 4 / 0 9 2 5 3 S T E V E B E N Z I N G A R C H I T E C T 4 1 3 9 3 4 2 - 0 0 2 A R C H I T E C T S V C 0 4 / 0 9 0 . 0 0 9 4 1 . 6 2 11 1 1 1 1 1 2 2 6 0 0 5 / 1 4 / 0 9 3 3 6 T L C A D M I N I S T R A T O R S 1 1 1 2 3 0 1 1 2 5 F E E 0 5 / 0 9 0 . 0 0 1 7 5 . 0 0 11 1 1 1 1 1 2 2 6 1 0 5 / 1 4 / 0 9 3 8 9 U S A V E R O C K E R Y 4 1 1 9 1 1 1 - 0 0 1 S U P P L I E S - S T R E E T S 0 . 0 0 2 5 1 . 2 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 T R A I N I N G 0 4 / 1 5 0 . 0 0 2 0 . 6 7 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 L C W T R A I N I N G 0 . 0 0 6 . 4 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 1 0 1 S H I P P I N G - C A L T R A N S 0 . 0 0 1 9 . 2 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 2 0 1 P O S T A G E S T A M P S 0 . 0 0 1 5 1 . 2 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 1 2 8 5 0 1 W E L L N E S S S N A C K S 0 . 0 0 4 1 9 . 4 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 2 0 1 C O F F E E S U P P L I E S 0 . 0 0 6 3 . 6 2 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 3 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 1 6 . 7 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 2 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 1 6 . 7 6 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 2 2 3 2 0 1 L A S E R F I C H E T R A I N I N G 0 . 0 0 1 , 2 5 0 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 2 2 3 2 0 1 B A R R A C U D A R E N E W A L 0 . 0 0 4 9 9 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 2 2 3 2 0 1 L A S E R F I C H E T R A I N I N G 0 . 0 0 1 , 0 2 6 . 5 4 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 1 0 1 A B A G C O N F E R E N C E 3 / 3 1 0 . 0 0 8 5 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 8 3 . 1 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 S T A M P S 0 . 0 0 1 6 . 8 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 1 0 1 M T G S W / M A Y O R ( 3 ) 0 . 0 0 1 8 1 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 C O U N C I L M T G S 0 . 0 0 4 8 8 . 7 7 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 C E R T I F I E D M A I L 0 . 0 0 2 1 . 2 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 7 1 0 2 O F F I C E S U P P L I E S 0 . 0 0 3 1 . 6 6 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 1 0 3 R E Z O C A M E R A 0 . 0 0 1 9 . 6 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 1 2 8 5 0 1 W E L L N E S S S N A C K S 0 . 0 0 3 0 9 . 8 2 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 3 / 2 5 / 0 9 0 . 0 0 6 3 9 . 9 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 3 / 2 5 / 2 0 0 9 0 . 0 0 1 7 9 . 8 7 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 4 / 0 1 / 2 0 0 9 0 . 0 0 9 . 4 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 4 / 0 1 / 2 0 0 9 0 . 0 0 1 0 . 0 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 4 / 0 8 & 0 5 / 0 7 0 . 0 0 1 0 . 3 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 4 / 0 8 / 2 0 0 9 0 . 0 0 2 5 . 7 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 S R T R I P 0 4 / 0 8 / 2 0 0 9 0 . 0 0 8 . 2 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 D E P T V I D E O C A M E R A 0 . 0 0 3 6 4 . 6 3 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 2 E A Z Y U P S H E L T E R S 0 . 0 0 3 7 9 . 0 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 2 0 1 S U P P L I E S - S A F E T Y C O M 0 . 0 0 1 7 . 8 4 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 2 0 1 S U P P L I E S - O A K S T M T G 0 . 0 0 1 1 . 6 1 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 L U N C H M T G - C O U N C I L 0 . 0 0 2 7 . 6 9 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 L U N C H M T G - C O U N C I L 0 . 0 0 3 7 . 6 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 2 0 1 O F F I C E S U P P L I E S 0 . 0 0 3 1 . 6 9 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 2 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 0 . 1 4 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 3 0 1 O F F I C E S U P P L I E S 0 . 0 0 9 . 9 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 5 3 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 5 . 9 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 L E R N S E M I N A R 0 5 / 1 3 0 . 0 0 1 9 8 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 6 1 0 1 C O N S T A N C T C O N T A C T 0 . 0 0 6 5 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 2 3 5 2 0 2 F O R K L I F T # 1 0 6 P A R T S 0 . 0 0 4 8 . 9 4 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 2 3 5 2 0 2 V E H I C L E # 9 P A R T S 0 . 0 0 3 5 . 7 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 2 3 5 2 0 2 M A I N T E N A N C E V E H # 9 3 0 . 0 0 4 9 . 9 9 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 2 0 1 P C S T U D Y S E S S I O N 0 . 0 0 1 2 5 . 6 7 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 1 0 1 I C M A P U B L I C A T I O N S 0 . 0 0 1 1 6 . 9 2 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 2 0 1 J O I N T C C / P C S T U D Y 0 . 0 0 2 0 2 . 8 5 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 1 0 1 S T A M P S 0 . 0 0 1 6 . 8 0 23 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 6 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 0 : 2 8 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 1 4 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 1 0 1 F I E L D G U I D E 0 . 0 0 6 9 . 6 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 1 0 1 F I E L D G U I D E 0 . 0 0 3 4 . 8 4 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 4 1 0 1 U R B A N I N S I G H T T R A I N I N 0 . 0 0 9 9 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 2 0 1 P C S T U D Y S E S S I O N 0 . 0 0 1 3 3 . 9 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 C L E A N E N E R G Y S E M I N A R 0 . 0 0 3 5 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 H R / R E C R E A T I O N M T G 0 . 0 0 8 9 . 9 6 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 L C C T R A I N I N G 0 . 0 0 1 9 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 L C C T R A I N I N G 0 . 0 0 1 9 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 1 0 1 L C C T R A I N I N G 0 . 0 0 3 3 . 0 0 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 1 0 1 S T U D Y S E S S I O N 0 . 0 0 2 1 . 4 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 2 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 9 . 6 3 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 1 1 0 1 C O U N C I L M T G S U P P L I E S 0 . 0 0 1 6 . 5 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 H R M E E T I N G 0 3 / 2 3 0 . 0 0 3 5 . 7 9 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 1 2 8 5 0 1 L U N C H & L E A R N 3 / 2 6 0 . 0 0 1 1 4 . 9 8 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 L C W C O N F E R E N C E 0 . 0 0 1 4 5 . 7 3 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 M F O S S E T T I 0 . 0 0 6 9 . 2 6 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 I N T E R N E T S V C - L C W 0 . 0 0 4 . 5 4 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 1 1 1 2 3 0 1 L C W C O N F E R E N C E 0 . 0 0 7 8 3 . 8 2 11 1 1 1 1 1 2 2 6 3 0 5 / 1 4 / 0 9 3 9 1 U S B A N K P U R C H A S I N G C A R D 6 1 2 8 5 0 1 W E L L N E S S I N C E N T I V E 0 . 0 0 2 5 0 . 0 0 TO T A L C H E C K 0 . 0 0 9 , 5 7 1 . 7 8 11 1 1 1 1 1 2 2 6 4 0 5 / 1 4 / 0 9 6 6 0 V A L D I V I A , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - K I C K B O X 0 . 0 0 9 4 . 8 0 11 1 1 1 1 1 2 2 6 5 0 5 / 1 4 / 0 9 3 9 2 V A L L E Y C R E S T T R E E C A R E S 4 2 1 9 2 1 1 - 0 0 2 R E M O V E T R E E - C O M C T R 0 . 0 0 2 , 0 0 0 . 0 0 11 1 1 1 1 1 2 2 6 6 0 5 / 1 4 / 0 9 4 3 0 W E S T V A L L E Y M I S S I O N C O L L 1 1 1 4 2 0 1 C O R R E C T I O N F O R M S 0 . 0 0 4 0 8 . 7 2 11 1 1 1 1 1 2 2 6 7 0 5 / 1 4 / 0 9 5 0 0 W E S T , H A R R I E T 1 1 1 6 1 0 1 C A N C E L L E D C L A S S 0 . 0 0 3 6 . 0 0 11 1 1 1 1 1 2 2 6 8 0 5 / 1 4 / 0 9 1 9 8 W I T T W E R & P A R K I N , L L P 1 1 1 A P P # 0 4 - 0 1 6 0 . 0 0 2 , 2 2 6 . 3 0 11 1 1 1 1 1 2 2 6 9 0 5 / 1 4 / 0 9 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C O P I E R L E A S E 0 3 / 0 9 0 . 0 0 3 8 . 8 8 TO T A L C A S H A C C O U N T 0 . 0 0 2 4 5 , 9 2 9 . 9 7 TO T A L F U N D 0 . 0 0 2 4 5 , 9 2 9 . 9 7 TO T A L R E P O R T 0 . 0 0 2 4 5 , 9 2 9 . 9 7 24 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 1 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 1 : 0 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 2 1 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 M O N T H L Y C H A R G E S 0 . 0 0 1 7 8 . 0 7 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 M O N T H L Y C H A R G E S 0 . 0 0 1 4 9 . 2 3 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 X E R O X M A C H I N E 0 . 0 0 1 4 . 2 1 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 X E R O X M A C H I N E 0 . 0 0 2 4 . 6 3 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 M E A S U R E D B U S L I N E 0 . 0 0 3 8 . 2 1 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 M E A S U R E D B U S L I N E 0 . 0 0 5 8 . 3 3 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 A L A R M S Y S T E M 0 . 0 0 8 6 . 0 7 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 A L A R M S Y S T E M 0 . 0 0 - 2 1 . 2 4 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 S R C T R A L A R M 0 . 0 0 3 0 . 2 0 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 S R C T R A L A R M 0 . 0 0 - 7 . 7 2 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 B O O K G O R O U N D 0 . 0 0 2 9 . 6 9 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 B O O K G O R O U N D 0 . 0 0 6 3 . 1 6 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 E M E R G E N C Y C M O F F I C E 0 . 0 0 1 5 . 5 0 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 E M E R G E N C Y C M O F F I C E 0 . 0 0 2 6 . 9 5 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 E M P E R L I N E 0 . 0 0 1 4 . 2 1 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 E M P E R L I N E 0 . 0 0 2 4 . 6 3 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 E M E R G E N C Y R E S P O N S E 0 . 0 0 2 0 3 . 0 7 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 E M E R G E N C Y R E S P O N S E 0 . 0 0 3 1 2 . 9 2 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 N O R T H C A M P U S 0 . 0 0 4 4 . 5 1 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 6 2 4 6 2 0 2 N O R T H C A M P U S 0 . 0 0 - 1 0 . 9 7 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 G A T E W A Y 0 . 0 0 2 6 . 6 5 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 G A T E W A Y 0 . 0 0 1 5 . 2 0 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 E L Q U I T O 0 . 0 0 1 5 . 5 4 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 C O R P Y A R D E R L I N E 0 . 0 0 4 5 . 9 5 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 C O R P Y A R D E R L I N E 0 . 0 0 - 2 . 2 6 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 P H O N E L I N E S & P A R K S 0 . 0 0 1 6 . 0 3 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 P H O N E L I N E S & P A R K S 0 . 0 0 3 5 . 8 2 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 B L A N E Y P H O N E M O D E M 0 . 0 0 1 5 . 2 8 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 B L A N E Y P H O N E M O D E M 0 . 0 0 - 3 . 6 6 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 C S P R I N G S P A R K 0 . 0 0 6 9 . 8 8 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 5 3 0 1 C S P R I N G S P A R K 0 . 0 0 3 0 . 7 3 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 A M S A R A T O G A 0 . 0 0 1 5 . 5 0 11 1 1 1 1 1 2 2 7 0 0 5 / 2 1 / 0 9 2 3 4 A T & T 1 1 1 7 1 0 2 A M S A R A T O G A 0 . 0 0 2 6 . 9 5 TO T A L C H E C K 0 . 0 0 1 , 5 8 1 . 2 7 11 1 1 1 1 1 2 2 7 1 0 5 / 2 1 / 0 9 5 4 6 A B A G P O W E R P U R C H A S I N G 6 2 4 6 2 0 2 G A S S V C 0 . 0 0 1 , 2 6 0 . 2 3 11 1 1 1 1 1 2 2 7 2 0 5 / 2 1 / 0 9 7 2 A D V A N T A G E J A N I T O R I A L S U P 6 2 4 6 2 0 2 S U P P L I E S - J A N I T O R I A L 0 . 0 0 1 5 3 . 2 3 11 1 1 1 1 1 2 2 7 2 0 5 / 2 1 / 0 9 7 2 A D V A N T A G E J A N I T O R I A L S U P 1 1 1 5 3 0 1 S U P P L I E S - J A N I T O R I A L 0 . 0 0 4 4 3 . 3 2 TO T A L C H E C K 0 . 0 0 5 9 6 . 5 5 11 1 1 1 1 1 2 2 7 3 0 5 / 2 1 / 0 9 1 9 7 A R R O W H E A D M O U N T A I N S P R I N 6 2 4 6 2 0 2 M T H L Y S V C 0 5 / 0 9 0 . 0 0 1 3 1 . 0 7 11 1 1 1 1 1 2 2 7 4 0 5 / 2 1 / 0 9 6 0 1 B & B L A N D S C A P E C O N T R A C T O R 4 1 2 R E T E N T I O N - K M O R A N 0 . 0 0 - 1 0 , 4 2 5 . 5 5 11 1 1 1 1 1 2 2 7 4 0 5 / 2 1 / 0 9 6 0 1 B & B L A N D S C A P E C O N T R A C T O R 4 1 2 9 2 3 7 - 0 0 1 K M O R A N P A R K 0 . 0 0 1 0 4 , 2 5 5 . 5 0 TO T A L C H E C K 0 . 0 0 9 3 , 8 2 9 . 9 5 11 1 1 1 1 1 2 2 7 5 0 5 / 2 1 / 0 9 3 0 3 B A Y A R E A F L O O R M A C H I N E C 6 2 4 6 2 0 2 V A C U U M 0 . 0 0 6 4 6 . 1 0 11 1 1 1 1 1 2 2 7 6 0 5 / 2 1 / 0 9 3 2 7 B E L A N G E R , C H R I S T I N E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 5 0 4 . 0 0 11 1 1 1 1 1 2 2 7 6 0 5 / 2 1 / 0 9 3 2 7 B E L A N G E R , C H R I S T I N E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 3 3 6 . 0 0 11 1 1 1 1 1 2 2 7 6 0 5 / 2 1 / 0 9 3 2 7 B E L A N G E R , C H R I S T I N E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 5 2 . 0 0 25 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 2 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 1 : 0 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 2 1 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T TO T A L C H E C K 0 . 0 0 1 , 0 9 2 . 0 0 11 1 1 1 1 1 2 2 7 7 0 5 / 2 1 / 0 9 2 2 9 C O A S T O I L C O M P A N Y L L C 6 2 3 5 2 0 2 D I E S E L / U N L E A D E D 0 . 0 0 1 , 1 4 4 . 3 9 11 1 1 1 1 1 2 2 7 7 0 5 / 2 1 / 0 9 2 2 9 C O A S T O I L C O M P A N Y L L C 6 2 3 5 2 0 2 U N L E A D E D / D I E S E L 0 . 0 0 1 , 6 3 6 . 1 7 TO T A L C H E C K 0 . 0 0 2 , 7 8 0 . 5 6 11 1 1 1 1 1 2 2 7 8 0 5 / 2 1 / 0 9 5 1 6 C R W I N D U S T R I E S 4 1 3 R E T E N T I O N - N C A M P U S 0 . 0 0 - 3 , 2 8 0 . 5 5 11 1 1 1 1 1 2 2 7 8 0 5 / 2 1 / 0 9 5 1 6 C R W I N D U S T R I E S 4 1 3 9 3 5 1 - 0 0 1 N C A M P U S I M P R O V E M E N T 0 . 0 0 1 3 , 4 5 7 . 2 0 11 1 1 1 1 1 2 2 7 8 0 5 / 2 1 / 0 9 5 1 6 C R W I N D U S T R I E S 4 1 3 9 3 5 1 - 0 0 1 N C A M P U S I M P R O V E M E N T 0 . 0 0 1 , 9 2 7 . 3 7 11 1 1 1 1 1 2 2 7 8 0 5 / 2 1 / 0 9 5 1 6 C R W I N D U S T R I E S 4 1 3 9 3 5 1 - 0 0 1 N C A M P U S I M P R O V E M E N T 0 . 0 0 1 7 , 4 2 0 . 9 3 TO T A L C H E C K 0 . 0 0 2 9 , 5 2 4 . 9 5 11 1 1 1 1 1 2 2 7 9 0 5 / 2 1 / 0 9 5 2 8 D A V I D . G A T E S & A S S O C I A T 4 1 1 9 1 4 2 - 0 0 3 V I L L A G E P R J 0 4 / 0 9 0 . 0 0 2 8 , 6 6 9 . 4 0 11 1 1 1 1 1 2 2 8 0 0 5 / 2 1 / 0 9 2 1 1 D E E P C L I F F G O L F C O U R S E 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 2 1 5 . 2 8 11 1 1 1 1 1 2 2 8 0 0 5 / 2 1 / 0 9 2 1 1 D E E P C L I F F G O L F C O U R S E 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 4 3 0 . 5 6 11 1 1 1 1 1 2 2 8 0 0 5 / 2 1 / 0 9 2 1 1 D E E P C L I F F G O L F C O U R S E 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 1 5 9 . 1 2 TO T A L C H E C K 0 . 0 0 8 0 4 . 9 6 11 1 1 1 1 1 2 2 8 1 0 5 / 2 1 / 0 9 6 5 8 E N V I R O S C I E N C E , I N C 4 1 3 9 3 4 2 - 0 0 2 T E S T I N G - R E S T R O O M 0 . 0 0 8 0 0 . 0 0 11 1 1 1 1 1 2 2 8 2 0 5 / 2 1 / 0 9 6 8 2 F E H R E N G I N E E R I N G C O M P A N Y 7 1 1 8 7 0 1 E N G I N E E R I N G C O S T S 0 . 0 0 3 , 1 0 0 . 0 0 11 1 1 1 1 1 2 2 8 3 0 5 / 2 1 / 0 9 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 1 1 1 5 2 0 1 L N D S C P - A L O H A W A L L 0 . 0 0 3 9 0 . 0 0 11 1 1 1 1 1 2 2 8 3 0 5 / 2 1 / 0 9 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 7 2 5 3 0 2 R E P A I R S - B E L L G R O V E 0 . 0 0 4 6 5 . 1 8 11 1 1 1 1 1 2 2 8 3 0 5 / 2 1 / 0 9 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 5 3 5 3 0 2 R E P A I R S - L E G E N D 0 . 0 0 1 8 0 . 0 0 TO T A L C H E C K 0 . 0 0 1 , 0 3 5 . 1 8 11 1 1 1 1 1 2 2 8 4 0 5 / 2 1 / 0 9 4 6 0 G O L D E N S T A T E C O M M U N I C A T I 1 1 1 5 2 0 1 S U P P L I E S - S T R E E T S 0 . 0 0 3 3 8 . 1 2 11 1 1 1 1 1 2 2 8 5 0 5 / 2 1 / 0 9 6 9 5 G R O O V E S C H O O L O F P E R C U S S 1 1 1 6 1 0 1 I N S T R U C T O R - D R U M S 0 . 0 0 1 6 0 . 0 0 11 1 1 1 1 1 2 2 8 6 0 5 / 2 1 / 0 9 4 8 3 N A N C Y H I G G I N S L A N D S C A P E 1 1 1 6 1 0 1 I N S T R U C T O R - G A R D E N 0 . 0 0 2 2 2 . 0 0 11 1 1 1 1 1 2 2 8 7 0 5 / 2 1 / 0 9 4 9 1 H U M A N B E H A V I O R A S S O C I A T E 1 1 1 2 3 0 1 E A P S V C 0 4 / 0 9 0 . 0 0 3 1 3 . 5 0 11 1 1 1 1 1 2 2 8 8 0 5 / 2 1 / 0 9 1 9 I A N G E D D E S T R E E C A R E , I N 1 1 1 5 3 0 1 L N D S C P - N C A M P U S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 2 2 8 9 0 5 / 2 1 / 0 9 5 2 5 J A M E L L O , N A N C Y 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 2 1 8 . 0 0 11 1 1 1 1 1 2 2 8 9 0 5 / 2 1 / 0 9 5 2 5 J A M E L L O , N A N C Y 1 1 1 6 1 0 1 I N S T R U C T O R - D R U M S 0 . 0 0 1 2 2 . 6 3 TO T A L C H E C K 0 . 0 0 3 4 0 . 6 3 11 1 1 1 1 1 2 2 9 0 0 5 / 2 1 / 0 9 1 9 9 J E N S E N , P A U L 4 3 1 9 1 4 2 - 0 0 5 S U R V E Y S V C - A P R I L 0 . 0 0 7 6 0 . 0 0 11 1 1 1 1 1 2 2 9 1 0 5 / 2 1 / 0 9 7 7 J O E A G O N S A L V E S & S O N , I 1 1 1 1 1 0 1 L E G I S L A T I V E R E P 0 5 / 0 9 0 . 0 0 3 , 0 0 0 . 0 0 11 1 1 1 1 1 2 2 9 2 0 5 / 2 1 / 0 9 5 0 0 J O H N S O N , T I N A 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 2 2 9 3 0 5 / 2 1 / 0 9 1 2 7 K E L L Y M O O R E P A I N T C O M P A N 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 8 9 . 8 8 11 1 1 1 1 1 2 2 9 4 0 5 / 2 1 / 0 9 7 0 6 K I M B E R L Y S A X T O N - H E I N R I C H 1 1 1 6 1 0 1 C P R S C O N F E R E N C E 0 . 0 0 8 . 5 1 11 1 1 1 1 1 2 2 9 4 0 5 / 2 1 / 0 9 7 0 6 K I M B E R L Y S A X T O N - H E I N R I C H 1 1 1 6 1 0 1 C P R S - 4 4 . 1 2 M I L E S 0 . 0 0 2 4 . 2 7 26 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 3 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 1 : 0 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 2 1 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 2 9 4 0 5 / 2 1 / 0 9 7 0 6 K I M B E R L Y S A X T O N - H E I N R I C H 1 1 1 6 1 0 1 S H E A R T - 1 . 6 2 M I L E S 0 . 0 0 0 . 8 9 11 1 1 1 1 1 2 2 9 4 0 5 / 2 1 / 0 9 7 0 6 K I M B E R L Y S A X T O N - H E I N R I C H 1 1 1 6 1 0 1 C M P B L L C C - 9 . 4 M I L E S 0 . 0 0 5 . 1 7 TO T A L C H E C K 0 . 0 0 3 8 . 8 4 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 1 7 8 . 0 0 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 2 1 3 . 6 0 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 1 7 8 . 0 0 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 7 1 . 2 0 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 1 3 5 . 2 0 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 1 9 3 . 2 0 11 1 1 1 1 1 2 2 9 5 0 5 / 2 1 / 0 9 1 5 9 K U H N , B R I A N 1 1 1 6 1 0 1 I N S T R U C T O R - K A R A T E 0 . 0 0 2 7 . 6 0 TO T A L C H E C K 0 . 0 0 9 9 6 . 8 0 11 1 1 1 1 1 2 2 9 6 0 5 / 2 1 / 0 9 2 0 0 L I N D , B R A D 1 1 1 4 2 0 1 C A L B O 0 4 / 0 9 - 0 3 / 3 1 / 1 0 0 . 0 0 2 1 5 . 0 0 11 1 1 1 1 1 2 2 9 6 0 5 / 2 1 / 0 9 2 0 0 L I N D , B R A D 1 1 1 4 2 0 1 N F P A 0 4 / 0 9 - 0 4 / 3 0 / 1 0 0 . 0 0 1 5 0 . 0 0 11 1 1 1 1 1 2 2 9 6 0 5 / 2 1 / 0 9 2 0 0 L I N D , B R A D 1 1 1 4 2 0 1 I C C 4 / 0 9 - 0 4 / 3 0 / 1 0 0 . 0 0 1 0 0 . 0 0 TO T A L C H E C K 0 . 0 0 4 6 5 . 0 0 11 1 1 1 1 1 2 2 9 7 0 5 / 2 1 / 0 9 5 0 6 M C C O R M I C K , C Y N T H I A 1 1 1 4 1 0 1 A P A D U E S 0 1 / 0 9 - 0 1 / 1 0 0 . 0 0 3 2 5 . 0 0 11 1 1 1 1 1 2 2 9 7 0 5 / 2 1 / 0 9 5 0 6 M C C O R M I C K , C Y N T H I A 1 1 1 4 1 0 1 A I C P E X A M 0 . 0 0 4 8 5 . 0 0 TO T A L C H E C K 0 . 0 0 8 1 0 . 0 0 11 1 1 1 1 1 2 2 9 8 0 5 / 2 1 / 0 9 5 0 0 M E A D O W S , C A R M E L 1 1 1 D E P O S I T R E F U N D 0 . 0 0 7 7 7 . 9 5 11 1 1 1 1 1 2 2 9 9 0 5 / 2 1 / 0 9 7 9 M U N I S E R V I C E S L L C 1 1 1 3 1 0 1 S A L E S T A X Q 4 / 2 0 0 8 0 . 0 0 5 0 0 . 0 0 11 1 1 1 1 1 2 3 0 0 0 5 / 2 1 / 0 9 1 1 5 N C C C A P R O G R A M C H A I R 1 1 1 2 2 0 1 S U L L I V A N - 0 6 / 1 9 / 0 9 0 . 0 0 4 0 . 0 0 11 1 1 1 1 1 2 3 0 1 0 5 / 2 1 / 0 9 1 O F F O F S H E R I F F - F I S C A L S V 1 1 1 7 1 0 1 L A W S V C 0 5 / 0 9 0 . 0 0 3 3 0 , 0 2 2 . 4 6 11 1 1 1 1 1 2 3 0 1 0 5 / 2 1 / 0 9 1 O F F O F S H E R I F F - F I S C A L S V 1 1 1 8 1 0 1 A D D I T I O N A L L A W S V 0 9 0 . 0 0 1 0 , 8 5 0 . 0 0 TO T A L C H E C K 0 . 0 0 3 4 0 , 8 7 2 . 4 6 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 3 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 9 4 . 4 9 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 6 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 9 2 . 3 4 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 2 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 2 4 0 . 0 4 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 4 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 9 0 . 3 3 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 4 1 0 1 C R - O F F I C E S U P P L I E S 0 . 0 0 - 6 . 4 0 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 4 2 0 1 O F F I C E S U P P L I E S 0 . 0 0 3 1 . 4 5 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 5 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 3 7 . 8 2 11 1 1 1 1 1 2 3 0 2 0 5 / 2 1 / 0 9 1 4 5 O F F I C E D E P O T I N C . 1 1 1 5 1 0 2 O F F I C E S U P P L I E S 0 . 0 0 1 2 9 . 7 6 TO T A L C H E C K 0 . 0 0 8 0 9 . 8 3 11 1 1 1 1 1 2 3 0 3 0 5 / 2 1 / 0 9 6 0 O N T R A C 1 1 1 2 1 0 1 D E L I V E R Y - L C C 0 . 0 0 1 2 . 9 0 11 1 1 1 1 1 2 3 0 3 0 5 / 2 1 / 0 9 6 0 O N T R A C 1 1 1 2 1 0 1 D E L I V E R Y - S H U T E M I H A L Y 0 . 0 0 8 . 9 5 11 1 1 1 1 1 2 3 0 3 0 5 / 2 1 / 0 9 6 0 O N T R A C 1 1 1 2 1 0 1 D E L I V E R Y - D E L T A M I C R O 0 . 0 0 1 5 . 0 0 11 1 1 1 1 1 2 3 0 3 0 5 / 2 1 / 0 9 6 0 O N T R A C 4 8 1 9 1 1 1 - 0 0 1 D E L I V E R Y S H U T E M I H A L Y 0 . 0 0 7 . 0 0 11 1 1 1 1 1 2 3 0 3 0 5 / 2 1 / 0 9 6 0 O N T R A C 1 1 1 5 1 0 1 D E L I V E R Y C A L T R A N S 0 . 0 0 1 0 . 5 0 TO T A L C H E C K 0 . 0 0 5 4 . 3 5 11 1 1 1 1 1 2 3 0 4 0 5 / 2 1 / 0 9 1 7 3 P A C I F I C G A S & E L E C T R I C 6 2 4 6 2 0 2 N A T U R A L G A S V E H I C L E 0 . 0 0 1 5 2 . 5 2 11 1 1 1 1 1 2 3 0 4 0 5 / 2 1 / 0 9 1 7 3 P A C I F I C G A S & E L E C T R I C 6 2 4 6 2 0 2 B U I L D I N G S 0 . 0 0 2 , 2 3 6 . 9 0 11 1 1 1 1 1 2 3 0 4 0 5 / 2 1 / 0 9 1 7 3 P A C I F I C G A S & E L E C T R I C 2 3 1 5 3 0 2 O A K S T 0 . 0 0 2 3 . 7 6 27 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 4 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 1 : 0 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 2 1 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 3 0 4 0 5 / 2 1 / 0 9 1 7 3 P A C I F I C G A S & E L E C T R I C 2 7 3 5 3 0 2 G A T E W A Y 0 . 0 0 1 3 5 . 7 7 11 1 1 1 1 1 2 3 0 4 0 5 / 2 1 / 0 9 1 7 3 P A C I F I C G A S & E L E C T R I C 1 1 1 5 3 0 1 P U B L I C L I B R A R Y 0 . 0 0 1 3 . 7 5 TO T A L C H E C K 0 . 0 0 2 , 5 6 2 . 7 0 11 1 1 1 1 1 2 3 0 5 0 5 / 2 1 / 0 9 2 2 0 P E R S O N E N , L Y N N 1 1 1 6 1 0 1 I N S T R U C T O R - C O M P U T E R 0 . 0 0 1 8 . 0 0 11 1 1 1 1 1 2 3 0 5 0 5 / 2 1 / 0 9 2 2 0 P E R S O N E N , L Y N N 1 1 1 6 1 0 1 I N S T R U C T O R - C O M P U T E R 0 . 0 0 1 8 . 0 0 TO T A L C H E C K 0 . 0 0 3 6 . 0 0 11 1 1 1 1 1 2 3 0 6 0 5 / 2 1 / 0 9 2 7 8 P E T R O T E K 6 2 3 5 2 0 2 P H A S E I I A Q M D T E S T I N G 0 . 0 0 1 , 9 5 0 . 0 0 11 1 1 1 1 1 2 3 0 6 0 5 / 2 1 / 0 9 2 7 8 P E T R O T E K 6 2 3 5 2 0 2 C R - H A R D W A R E P R O V I D E D 0 . 0 0 - 3 2 6 . 0 8 TO T A L C H E C K 0 . 0 0 1 , 6 2 3 . 9 2 11 1 1 1 1 1 2 3 0 7 0 5 / 2 1 / 0 9 2 1 4 P E T T Y C A S H - R E C R E A T I O N 1 1 1 6 1 0 1 P O S T A G E 0 . 0 0 9 5 . 2 5 11 1 1 1 1 1 2 3 0 8 0 5 / 2 1 / 0 9 3 8 8 R A T R A , R I C K 6 2 3 5 2 0 2 P R O P A N E 0 . 0 0 2 4 . 0 2 11 1 1 1 1 1 2 3 0 9 0 5 / 2 1 / 0 9 8 2 S A N J O S E B L U E P R I N T 4 1 3 9 3 7 4 - 0 0 1 P R I N T S - L I B R A R Y H V A C 0 . 0 0 1 1 2 . 3 9 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 1 1 1 5 3 0 1 P A R K S / O P E N S P A C E 0 . 0 0 - 8 9 . 1 0 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 1 1 1 5 3 0 1 P A R K S / O P E N S P A C E S 0 . 0 0 3 1 . 0 7 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 5 4 5 3 0 2 S U N L A N D P A R K 0 . 0 0 2 0 7 . 0 0 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 4 7 5 3 0 2 K E R W I N R A N C H 0 . 0 0 2 7 9 . 5 9 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 6 2 4 6 2 0 2 B U I L D I N G S 0 . 0 0 1 1 7 . 7 2 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 1 1 1 5 3 0 1 P A R K S / O P E N S P A C E S 0 . 0 0 9 5 5 . 4 2 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 4 9 5 3 0 2 M A N O R D R I V E 0 . 0 0 5 1 . 4 1 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 5 5 5 3 0 2 T R I C I A W O O D S 0 . 0 0 1 1 . 5 7 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 5 2 5 3 0 2 P R I D E S C R O S S I N G 0 . 0 0 1 0 2 . 8 2 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 7 7 5 3 0 2 V I L L A G E C O M M E R C I A L 0 . 0 0 1 8 9 . 8 4 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 5 3 5 3 0 2 M I N A W A Y 0 . 0 0 2 9 6 . 5 1 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 4 4 5 3 0 2 C U N N I N G H A M / G L A S G O W 0 . 0 0 3 9 . 8 4 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 6 2 4 6 2 0 2 B U I L D I N G S 0 . 0 0 5 4 6 . 1 3 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 1 1 1 5 3 0 1 P A R K S / O P E N S P A C E S 0 . 0 0 9 , 1 2 4 . 3 6 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 7 1 5 3 0 2 B E A U C H A M P S 0 . 0 0 2 6 4 . 7 8 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 7 7 5 3 0 2 V I L L A G E C O M M E R C I A L 0 . 0 0 5 0 2 . 4 8 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 7 4 5 3 0 2 H O R S E S H O E 0 . 0 0 1 4 1 . 4 3 11 1 1 1 1 1 2 3 1 0 0 5 / 2 1 / 0 9 8 7 S A N J O S E W A T E R C O M P A N Y 2 4 3 5 3 0 2 C A R N L I A N G L E N 0 . 0 0 6 0 . 6 1 TO T A L C H E C K 0 . 0 0 1 2 , 8 3 3 . 4 8 11 1 1 1 1 1 2 3 1 1 0 5 / 2 1 / 0 9 5 0 5 S C F I R E D E P A R T M E N T 1 1 1 6 1 0 1 I N S T R U C T O R - C P R 0 . 0 0 4 0 . 0 0 11 1 1 1 1 1 2 3 1 2 0 5 / 2 1 / 0 9 1 6 0 S I E R R A P A C I F I C T U R F S U P P 4 1 2 9 2 3 7 - 0 0 1 R Y E G R A S S - K M O R A N 0 . 0 0 8 3 9 . 5 1 11 1 1 1 1 1 2 3 1 2 0 5 / 2 1 / 0 9 1 6 0 S I E R R A P A C I F I C T U R F S U P P 1 1 1 5 3 0 1 S U P P L I E S - P A R K S 0 . 0 0 2 7 2 . 7 1 11 1 1 1 1 1 2 3 1 2 0 5 / 2 1 / 0 9 1 6 0 S I E R R A P A C I F I C T U R F S U P P 4 1 2 9 2 5 3 - 0 0 1 F E R T I L I Z E R - F I E L D S 0 . 0 0 4 6 4 . 3 1 TO T A L C H E C K 0 . 0 0 1 , 5 7 6 . 5 3 11 1 1 1 1 1 2 3 1 3 0 5 / 2 1 / 0 9 2 5 3 S T E V E B E N Z I N G A R C H I T E C T 4 1 3 9 3 5 1 - 0 0 1 R E V I S I O N S T O K I T C H E N A 0 . 0 0 2 5 0 . 0 0 11 1 1 1 1 1 2 3 1 4 0 5 / 2 1 / 0 9 3 3 6 T L C A D M I N I S T R A T O R S 1 1 1 2 3 0 1 B E N E F I T D O C U M E N T P R E P 0 . 0 0 1 5 0 . 0 0 11 1 1 1 1 1 2 3 1 5 0 5 / 2 1 / 0 9 3 4 3 T M T E N T E R P R I S E S I N C 4 1 2 9 2 3 7 - 0 0 1 S A W D U S T - K M O R A N P K 0 . 0 0 5 3 8 . 6 0 11 1 1 1 1 1 2 3 1 6 0 5 / 2 1 / 0 9 3 8 9 U S A V E R O C K E R Y 4 1 1 9 1 1 1 - 0 0 1 R O C K S / G R A V E L 0 . 0 0 3 7 6 . 9 1 28 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 5 DA T E : 0 5 / 2 6 / 2 0 0 9 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 1 : 0 1 : 0 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c k _ d a t e = ’ 2 0 0 9 0 5 2 1 0 0 : 0 0 : 0 0 . 0 0 0 ’ AC C O U N T I N G P E R I O D : 1 1 / 0 9 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 2 3 1 7 0 5 / 2 1 / 0 9 3 8 5 U N I V E R S A L S W E E P I N G S E R V I 1 1 1 5 1 0 3 S T R E E T S W P S V C 0 4 / 0 9 0 . 0 0 7 , 4 8 9 . 0 0 11 1 1 1 1 1 2 3 1 7 0 5 / 2 1 / 0 9 3 8 5 U N I V E R S A L S W E E P I N G S E R V I 1 1 1 5 1 0 3 S T R E E T S V C 0 5 / 2 0 0 9 0 . 0 0 7 2 0 . 0 0 TO T A L C H E C K 0 . 0 0 8 , 2 0 9 . 0 0 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 2 1 0 1 C I T Y M G R O F F I C E 0 . 0 0 1 3 1 . 0 2 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 2 2 0 1 C T Y C L R K 0 . 0 0 1 1 8 . 5 2 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 3 1 0 1 A D M I N / F I N A N C E 0 . 0 0 6 1 . 7 6 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 6 2 2 3 2 0 1 I T 0 . 0 0 6 2 . 9 0 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 4 2 0 1 C D - B U I L D I N G / I N S P E C T 0 . 0 0 1 5 3 . 1 6 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 4 1 0 1 C D - D E V E L O P M E N T 0 . 0 0 1 0 6 . 3 2 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 4 1 0 3 C D - C O D E C O M P L I A N C E 0 . 0 0 3 6 . 9 2 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 5 2 0 1 P W - S T R E E T S 0 . 0 0 2 4 2 . 1 3 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 5 3 0 1 P W - P A R K S 0 . 0 0 3 2 3 . 3 4 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 5 1 0 1 P W - G E N E R A L E N G 0 . 0 0 1 1 9 . 6 3 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 1 1 1 5 1 0 2 P W - D E V E L O P M N T E N G 0 . 0 0 3 1 . 8 2 11 1 1 1 1 1 2 3 1 8 0 5 / 2 1 / 0 9 3 9 5 V E R I Z O N W I R E L E S S 6 2 4 6 2 0 2 R E C R E A T I O N - B U I L D I N G 0 . 0 0 1 4 3 . 8 5 TO T A L C H E C K 0 . 0 0 1 , 5 3 1 . 3 7 11 1 1 1 1 1 2 3 1 9 0 5 / 2 1 / 0 9 4 3 5 W E S T V A L L E Y S A N I T A T I O N D 1 1 1 5 1 0 3 C L E A N W A T E R 7 / 2 5 - 2 / 2 8 0 . 0 0 1 1 7 , 4 8 8 . 5 2 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 8 5 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 2 7 5 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 2 3 2 0 0 5 / 2 1 / 0 9 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 2 7 5 . 0 0 TO T A L C H E C K 0 . 0 0 3 , 3 5 5 . 0 0 11 1 1 1 1 1 2 3 2 1 0 5 / 2 1 / 0 9 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C O P I E R L E A S E 0 4 / 0 9 0 . 0 0 8 8 . 1 9 11 1 1 1 1 1 2 3 2 1 0 5 / 2 1 / 0 9 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C O P I E R L E A S E 0 4 / 0 9 0 . 0 0 1 6 . 5 3 TO T A L C H E C K 0 . 0 0 1 0 4 . 7 2 11 1 1 1 1 1 2 3 2 2 0 5 / 2 1 / 0 9 5 7 4 Y A M A G A M I ’ S N U R S E R Y 1 1 1 5 3 0 1 P L A N T E R S - C C T R 0 . 0 0 5 8 . 8 5 11 1 1 1 1 1 2 3 2 3 0 5 / 2 1 / 0 9 6 9 6 Z A G T E C H N I C A L S E R V I C E S , 6 2 2 3 2 0 1 I T S U P P O R T S E R V I C E S 0 . 0 0 6 , 0 0 0 . 0 0 TO T A L C A S H A C C O U N T 0 . 0 0 6 7 4 , 1 4 8 . 8 4 TO T A L F U N D 0 . 0 0 6 7 4 , 1 4 8 . 8 4 TO T A L R E P O R T 0 . 0 0 6 7 4 , 1 4 8 . 8 4 29 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey SUBJECT: Treasurer’s Report for the Month Ended April 30, 2009 RECOMMENDED ACTION The City Council review and accept the Treasurer’s Report for the month ended April 30, 2009. REPORT SUMMARY California government code section 41004 requires that the City Treasurer (the Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. Section 41004. Regularly, at least once each month, the City Treasurer shall submit to the City Clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall file a copy with the legislative body. The following attachments provide various financial data and analysis for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present. FISCAL IMPACT Cash and Investments Balance by Fund As of April 30, 2009, the City had $189,271 in cash deposit at Comerica bank, and $15,926,173 on deposit with LAIF. Council Policy on operating reserve funds, adopted on April 20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $2,000,000. The total pooled cash balance as of April 30, 2009 is $16,115,444 and exceeds the minimum limit required. Cash Summary Unrestricted Cash Comerica Bank 189,271$ Deposit with LAIF 15,926,173$ Total 16,115,444$ 30 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not be in compliance with Government Code Section 41004. ALTERNATIVE ACTION N/A FOLLOW UP ACTION N/A ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A – Cash Balances by Fund B – Change in Total Fund Balances by Fund C – Cash and Investments by CIP Project D – Change in Total Fund Balances by CIP Project E – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates 31 ATTACHMENT A The following table summarizes the City’s total cash and investment balances by Fund. Fund Types Fund Description Cash & Investment Balance at April 30, 2009 General General Fund Reserved: Petty Cash Reserve 1,300$ Designated: Designated for Operations 2,808,164$ Designated for Economic Uncertainty 1,300,000$ Designated for Development Services 782,380$ Designated for Environmental Services 663,182$ Designated for Uncollected Deposits 289,454$ Designated for Carryforward 58,386$ Undesignated:2,638,305$ Special Revenue Landscape and Lighting Districts 299,413$ CDBG Federal Grants 41,244$ SHARP Program 121,487$ Capital Project Street Projects 1,850,921$ Park and Trail Projects 931,443$ Facility Improvement Projects 940,777$ Administrative Projects 177,237$ Tree Fine Fund 84,200$ CIP Grant Fund 388,574$ Gas Tax Fund 271,816$ Debt Service Library Bond 430,104$ Internal Service Liability/Risk Management 238,555$ Workers Compensation 118,929$ Office Stores Fund 58,775$ Information Technology Services 235,132$ Equipment Maintenance 87,202$ Facility Maintenance 366,920$ Equipment Replacement 150,685$ IT Replacement 333,148$ Trust/Agency Library Fund 379,751$ KSAR - Community Access TV 67,962$ Total City 16,115,444$ 32 ATTACHMENT B CHANGES IN TOTAL FUND BALANCE The following table presents the ending Fund Balances for the City’s major fund types as at April 30, 2009. Fund Description Fund Balance 07/01/08 Increase/ (Decrease) Jul-Mar Current Revenue Current Expenditure Transfers Fund Balance 4/30/09 General Undesignated Unreserved Balance 2,216,238 (1,541,962) 2,464,861 1,538,194 - 1,600,943 Reserved Fund Balance: Petty Cash Reserve 1,300 - - - - 1,300 Designated Fund Balances:- - Designated for Operations 2,808,164 - - - - 2,808,164 Designated Economic Uncertainty 1,500,000 - - - (200,000) 1,300,000 Designated for Development 782,380 - - - - 782,380 Designated for Environmental 679,917 - - - (16,735) 663,182 Designated for Uncollected Deposits 289,454 - - - - 289,454 Designated for Carryforward 58,386 - - - - 58,386 Designated for Capital Improvements 1,200,000 - - - (1,200,000) - Special Revenue Landscape/Lighting Districts 209,821 59,499 52,260 21,998 - 299,583 CDBG Federal Grants - - 41,244 - - 41,244 SHARP Loan 93,877 2,055 - - - 95,932 Capital Project Street Projects 1,482,982 362,476 (58,930) 151,638 - 1,634,891 Park and Trail Projects 1,455,178 (368,414) - 239,758 - 847,006 Facility Improvement Projects 515,315 356,406 5,776 89,106 - 788,391 Administrative Projects 100,841 78,771 - 2,375 - 177,237 Tree Fine Fund 129,566 (45,365) - - - 84,200 Grant Fund 266,476 (30,570) 126,491 3,995 - 358,402 Gas Tax Fund 124,192 144,338 - - - 268,530 Debt Service Library Bond 853,620 (429,781) 6,265 - 430,104 Internal Service Fund Liability/Risk Management 128,689 38,299 71,567 - - 238,555 Workers Compensation 47,736 50,508 65,230 44,544 - 118,929 Office Stores Fund 32,616 13,371 15,000 2,212 - 58,775 Information Technology Services 122,541 44,619 100,987 33,016 - 235,132 Equipment Maintenance 13,412 52,344 62,500 41,054 - 87,202 Building Maintenance 101,361 129,062 201,771 70,274 - 361,920 Equipment Replacement 98,109 2,574 50,000 - - 150,684 Technology Replacement 316,310 4,602 14,805 2,569 - 333,148 Trust/Agency Library Fund 693,929 (314,174) (4) - - 379,751 KSAR - Community Access TV 38,661 4,705 24,596 - - 67,962 Total City 16,361,072 (1,386,637) 3,244,418 2,240,733 (1,416,735) 14,561,386 33 ATTACHMENT C CASH AND INVESTMENTS BALANCES BY CIP PROJECT The following table details the cash balances for each project in the Streets, Parks & Trails, Facility Improvements, and Administrative Project Program Funds. CIP Funds/Projects Cash & Investment Balance at April 30, 2009 CIP Street Project Fund 1,850,921$ CIP Parks Project Fund 931,443$ CIP Facility Project Fund 940,777$ CIP Administrative Projects 177,237$ Tree Fine Fund 84,200$ CIP Grant Fund 388,574$ Gas Tax Fund 271,816$ Total CIP Funds 4,644,968$ 34 ATTACHMENT D FUND BALANCES BY CIP PROJECT The following table details the fund balances for each project in the Streets, Parks & Trails, Facility Improvements, and Administrative Project Program Funds. CIP Funds/Projects Fund Balance 07/01/08 Increase/ (Decrease) Jul-Mar Current Revenue Current Expenditure Transfers Fund Balance 4/30/09 Street Projects Traffic Safety 11,757 141,566 - 27,591 125,733 Highway 9 Safety Project 55,460 (10,331) - - 45,129 Annual Street Resurfacing Project 79,151 (136,242) (58,930) 87,967 (203,989) Sidewalks Annual Project (3,564) 36,902 - 2,765 30,574 Saratoga Sunnyvale Road Resurfacing - 64,972 - - 64,972 Traffic Signal @ Verde Vista Lane 90,000 - - - 90,000 Fourth Street Bridge 100,000 - - - 100,000 Quito Road Bridge Replacement Design 9,730 - - - 9,730 Quito Road Bridge Construction 115,726 - - - 115,726 Village Newsrack Enclosure 23,384 (77) - - 23,307 Village Façade Program 19,430 (615) - - 18,815 Solar Power Radar Feedback Signs 24,158 - - - 24,158 El Quito Area Curb Replacement 37,553 - - - 37,553 Sobey Road Culvert Repair 150,000 - - - 150,000 Annual Storm Drain Upgrade - 25,244 - - 25,244 Village Trees & Lights at Sidestreets 31,965 (4,020) - (3,770) 31,715 Village Pedestrian Enhancement 115,000 (67,761) - 366 46,873 Prospect Road Median 1,556 183,175 - 17,769 166,962 City Entrance Sign/Monument 23,788 - - - 23,788 Village-Streetscape Impv 540,665 (14,695) - 1,370 524,600 Saratoga-Sunnyvale ADA Curb Ramps - - - - - Saratoga-Sunnyvale/Gateway Sidewalk 57,224 (55,642) - - 1,582 Comer Drive Retaining Wall - 200,000 - 17,580 182,420 Total Street Projects 1,482,982 362,476 (58,930) 151,638 - 1,634,891 Parks & Trails Hakone Garden Koi Pond 50,000 (850) - - 49,150 EL Quito Park Improvements 118,209 (73,780) - 525 43,905 Wildwood Park - Water Feature/Seating 7,199 - - - 7,199 Historical Park Landscape 37,200 - - - 37,200 Hakone Garden Retaining Wall & D/W 142,829 - - - 142,829 Hakone Garden Upper Moon House - 125,000 - - 125,000 Wildwood Park Improvement - - - - - DeAnza Trail - - - 1,645 (1,645) Kevin Moran Improvements 982,259 (382,973) - 236,880 362,406 West Valley Soccer Field (58,507) (8,609) - 708 (67,824) Park/Trail Repairs 21,130 (13,382) - - 7,748 Heritage Orchard Path 6,153 (6,153) - - - Trail Segment #3 Repair 7,912 (275) - - 7,637 Teerlink Ranch Trail 22,242 (7,392) - - 14,850 CIP Allocation Fund 118,552 - - - 118,552 Total Parks & Trails 1,455,178 (368,414) - 239,758 - 847,006 Facility Improvements Civic Center Landscape 13,384 - - - 13,384 Warner Hutton House Improvements 5,868 - - - 5,868 Facility Projects 39,735 (9,255) 5,776 1,857 34,399 Fire Alarm at McWilliams & Museum 11,371 - - - 11,371 North Campus Improvements 443,195 (302,589) - 63,591 77,016 North Campus - Bldg Removal - - - - - City Hall - Cool Roofs - - - - - Multi-Purpose Room Fund - 250,000 - - 250,000 Corp Yard Solar Project - 93,250 - - 93,250 Library HVAC Upgrade - 310,000 - 23,658 286,342 Library - EXT Improvement - 5,000 - - 5,000 McWilliams House Improvement - 10,000 - - 10,000 Historical Park Fire Alarm System 1,762 - - - 1,762 Total Facility Improvements 515,315 356,406 5,776 89,106 - 788,391 Administrative Projects Financial System Upgrade 8,516 (4,982) - - 3,534 Document Imaging Project 92,325 (6,972) - - 85,353 CDD Document Imaging Project - 44,407 - 2,375 42,032 Website Development Project - 40,317 - - 40,317 KSAR Equip Upgrades - 6,002 - - 6,002 Total Administrative Projects 100,841 78,771 - 2,375 - 177,237 Tree Fine Fund Tree Fine Fund 129,566 (45,365) - - 84,200 CIP Fund CIP Grant Fund 266,476 (30,570) 126,491 3,995 358,402 Gax Fund Gas Tax Fund 124,192 144,338 - - 268,530 Total CIP Funds 4,074,549 497,642 73,337 486,872 - 4,158,657 35 ATTACHMENT E 36 Bill lockyer, State Treasurer ... Inside the State Treasurer 's Office ~ '071 "" '''' , ... '"' 1911: '''' '"' "" , ... '"' ,'" , ... '''' "" '''' "" , ... '''' " .. '''' , ... '''' 'OM ,,0/ "" "" "" 'OM "" LOCAL AGENCY INVESTMENT FUND QUARTERlY APPORTlONl\IENT RATES Page 1 of 5 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Barbara Powell DIRECTOR: Assistant City Manager SUBJECT: Resolution Providing Workers’ Compensation Coverage for City Volunteers RECOMMENDED ACTION: Accept report and adopt Resolution providing Workers’ Compensation coverage for City volunteers. BACKGROUND: Recently, during a review of Internal Services charges in the City’s budget, a question arose about whether the City provides Workers’ Compensation coverage to its volunteers, including individuals serving on City Commissions and others who volunteer their time for City-related business on City-owned property. The City’s Workers’ Compensation coverage is provided through a Joint Powers Authority administered by the Association of Bay Area Governments (ABAG). Staff requested information from ABAG about current coverage for City Council members, Commissioners and other volunteers. ABAG informed staff that City Council and Planning Commissioners are currently covered under the City’s Workers’ Compensation policy. This has occurred because Council and Planning Commissioners receive stipends, reported as income, and were included as “employees” under the policy. However, the following individuals are not currently covered under the City’s Workers’ Compensation policy: 1. Other Commissioners who do not receive stipends; 2. Members of the Pedestrian, Equestrian and Bicycle Trails Advisory Committee (PEBTAC); 3. Individuals representing the City of Saratoga on outside agencies/committees; and 4. Other volunteers who perform City business-related tasks on City-owned property In order to include the volunteers listed above under the City’s Workers’ Compensation policy, it is necessary to adopt the attached Resolution. A list of volunteers that are proposed for inclusion under the City’s Workers’ Compensation policy are provided as Attachment “A”. 37 Page 2 of 5 FISCAL IMPACTS: There is no financial impact associated with including the additional individuals under the City’s Workers’ Compensation policy. The policy premium is based upon reported payroll and claims history averaged over a 5-year timeframe. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: Commissioners other than those serving on the Planning Commission, PEBTAC members, individuals representing the City of Saratoga on outside agencies/committees, and other volunteers who perform City business-related tasks on City-owned property, would not be covered under the City’s Workers’ Compensation policy. ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment “A” – Volunteers proposed for inclusion under the City’s Workers’ Compensation Policy Attachment “B” - Resolution 38 Page 3 of 5 Attachment “A” Covered Individuals Number Heritage Preservation Commission 7 Library Commission 5 Parks & Recreation Commission 5 PEBTAC 5 Traffic Safety Commission 7 Youth Commission 16 VTA Bicycle & Pedestrian Advisory Committee 1 Advisory Council to the Council on Aging 1 Housing & Community Development Advisory Committee 1 Water Pollution Control Plant Master Plan Community Advisory Group 1 Examples of other volunteers Students volunteering during school breaks and summer vacations varies Long-time volunteer in Community Development Department 1 currently Volunteers who assist the Recreation Department in sending out Activity Guides varies 39 Page 4 of 5 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA PROVIDING WORKERS’ COMPENSATION COVERAGE FOR CERTAIN CITY VOLUNTEERS WHEREAS, the City Council of the City of Saratoga desires to provide workers’ compensation coverage for certain City volunteers pursuant to the provisions of Section 3363.5 of the Labor Code; and WHEREAS, the City Council finds its best interests will be served by utilizing volunteers in the provision of certain City services; and WHEREAS, said volunteers should be eligible for workers’ compensation coverage while on duty; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby finds and determines: 1. That the public interest is best served by providing workers’ compensation coverage to: § All persons appointed to City Commissions; § All persons appointed to the Pedestrian, Equestrian, and Bicycle Trails Advisory Committee; § Individuals representing the City of Saratoga on the following outside agencies/committee: o VTA Bicycle & Pedestrian Advisory Committee o Advisory Council to the Council on Aging o Housing & Community Development Advisory Committee o Water Pollution Control Plant Master Plan Community Advisory Group; and § Volunteers who perform tasks related to the provision of City services, while on City-owned premises, or when riding as a passenger in a City-owned vehicle. 2. That the volunteers described above shall be deemed to be employees for the purposes of Division 4 of the California Labor Code while the person actually performs volunteer services, provided that the rights of volunteers shall be limited to those benefits set forth in the Labor Code. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 3rd day of June, 2009 by the following vote: AYES: NOES: ABSENT: 40 Page 5 of 5 ABSTAIN: ______________________________ Chuck Page, Mayor ATTEST: _____________________________ Ann Sullivan, City Clerk 41 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson SUBJECT: Resolution Ordering the Abatement of a Public Nuisance by Removal of Hazardous Vegetation (Brush) RECOMMENDED ACTION: Open public hearing; listen to public testimony; and close public hearing. Adopt resolution overruling objections and ordering hazardous vegetation abatement (brush). REPORT SUMMARY: The focus of this program is the identification of perennial vegetation, brush, trees, and shrubs in designated high fire hazard areas and removal according to fire department requirements to lower the threat of wildfire in the hillside areas. The required posting and publishing for this hearing has been done. Property owners have been noticed by mail by the Santa Clara County Fire Department to remove brush in accordance with fire safety standards. Those properties not in compliance are listed in Attachment D. Council is considering authorizing the Office of the Agricultural Commissioner to enter such properties, abate the nuisance and place the cost of abatement on a lien against their property. This hearing is an opportunity for those objecting to the potential charges to come forward and be heard. The City annually declares hazardous vegetation (brush) a nuisance due to fire danger and enters into a contract (along with other municipalities) with the Office of the Agricultural Commissioner to abate the hazardous vegetation (brush) not removed by property owners. FISCAL IMPACTS: None to the City. Office of the Agricultural Commissioner covers its costs from administrative portion of fee charged to property owner. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Abatement process by the Office of the Agricultural Commissioner will not proceed. It would be necessary to depend upon the property owners to take care of their own abatement. ALTERNATIVE ACTION: None. FOLLOW UP ACTION: 42 Upon adoption, the Office of the Agricultural Commissioner will begin abatement. ADVERTISING, NOTICING AND PUBLIC CONTACT: A Notice of Public Hearing was published in the Mercury Newspaper as required by law. ATTACHMENTS: Attachment A – Resolution Attachment B – Letter from Santa Clara County Fire Department to property owners Attachment C– Legal Notification to Public Attachment D – 2009 Brush Program Commencement Report 43 RESOLUTION RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA OVERRULING OBJECTIONS AND ORDERING ABATEMENT OF HAZARDOUS VEGETATION (BRUSH) AS A PUBLIC NUISANCE WHEREAS, hazardous vegetation (brush) is declared a nuisance and will be abated by the Office of the Agricultural Commissioner and the cost thereof made a lien upon the private properties from which they are removed if the owners thereof fail to do so; and WHEREAS, the County Fire Marshall has given Notice to all property owners found in non- compliance; and WHEREAS, pursuant to said resolution and notice, the Saratoga City Council conducted a public hearing this date with respect thereto, at which time all property owners having any objections to the proposed destruction or removal of such attest: RESOLVED, by the City Council of the City of Saratoga hazardous vegetation (brush) is declared a nuisance and will be abated by the Office of the Agricultural Commissioner and the cost thereof made a lien upon the private properties from which they are removed if the owners thereof fail to do so, and a hearing was held on June 3, 2009, during which all property owners having any objections to the proposed destruction or removal of such hazardous vegetation (brush) were heard and given due consideration; and NOW, THEREFORE, IT IS ORDERED by the City Council of the City of Saratoga, that hazardous vegetation (brush) is authorized to be abated by the Office of the Agricultural Commissioner and the cost thereof made a lien upon the private properties from which they are removed if the owners thereof fail to do so. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a regular meeting held on the 3rd day of June 2009, by the following vote: AYES: NAYES: ABSENT: ABSTAIN: C h u c k P a g e , M a y o r ATTEST: Ann Sullivan, City Clerk 44 45 12 February 2009 Dear Property Owner: The fire season will be upon us in a few short months. We must not become complacent when it comes to protecting our homes from hillside fires. Your property, as referenced above, is located in the designated Wildland-Urban Interface Fire Area and preparations for your home needs to be undertaken over the next few months. This information is being sent to all owners of homes in hillside locations in an effort to improve the chances of homes in these areas surviving a fire. Included with this letter, please find a separate postcard, which is to be completed and returned. Creating and maintaining defensible space on your property will significantly increase the chances of your home surviving a hillside fire. This requires removing the native brusb, native vegetation, and dry grass a distance of at least 30-feet from any structure. For sloped areas that exceed 20% on the downhill side of your home, up to 1 OO-feet of defensible space should be provided. The Santa Clara County Fire Chiefs Association has developed the following list of both required and recommended preventative measures. When completed, your property will be in compliance with the applicable Fire Code regulations, which will greatly reduce the risk of loss or damage to your home in the event of a hillside fire. Enforced Safety Regulations (Items A-E) A. Clear all flammable vegetation a minimum of 30-feet around structures. Remove dead leaves and branches from ornamental shrubs and trees. B. Remove all pine needles and leaves from roofs, eaves and rain gutters. C. Trim tree limbs 10-feet from chimneys or stovepipes, and remove dead limbs that hang over rooftops. D. Cover chinmey outlets or flues with a 112" mesh spark arrester. E. Post a clearly visible house address, using at least 4" high numbers, fOT easy identification. 46 Additional Safety Recommendations (Items F-J) F. Limb trees 18-feet or taller 6-feet from the ground. G. Cut and remove very low growing tree limbs to prevent a fire on the ground from climbing up and into the canopy ofthe trees that surround your home. H. Stack woodpiles a minimum of 30-feet from buildings, fences and other combustible materials. I. Clear vegetation and other flammable material from underneath decks. Enclose elevated decks with fire-resistive materials. J. If you have any trees near power lines please contact PG&E at 1-800-PGE-5000 for a free inspection. State Law requires vegetation clearance from electrical lines. For more information please visit www.PGE.com. In most cases PG&E will trim or remove the tree at no cost to you. For ornamental shrubs and bushes adjacent to your home, we recommend planting a fire-retardant variety. If there is a possibility that erosion may occur, any native brush that is removed should be replaced with fire-retardant vegetation. Please complete and return the enclosed postcard on or before April I, 2009. Begiuning the first week of April, County Fire personnel will begin conducting inspections to advise property owners who have not implemented the fire hazard abatement measures what work is necessary in order to be in compliance with the Fire Code regulations. You may complete the brush clearance work yourself, hire your own contractor, or you may request to schedule our authorized contractor to perform the work. If you would like this service, please check the appropriate box on the postcard or call (408) 378-4010 prior to April I, 2009. If you choose this option, the charges for this work will appear on your next property tax bill. Please note follow-up inspections will be conducted on or after June I, 2009 of properties that did not have the Enforced Safety RegUlations implemented at the time of the first inspection. If you do not comply with items A, Band C of the Enforced Safety Regulations, the compliance work will be completed by the authorized contractor of the City of Saratoga and the charges for this service will appear on your next property tax bill. If you would like to schedule a courtesy inspection with one of our inspectors, have additional questions regarding the safety compliance of your property, or you would like to request our booklet "Living with Fire in Santa Clara County", please contact our Fire Prevention Division at (408) 378-4010 or 1-800-800-1793. Thank you for your cooperation in helping to establish a fire-safe community. Sincerely, ~~~ Kenneth Waldvogel Fire Chief 47 seA SATURDAY, MAY 23, 2009 100 NOTICE OF HEARING BEFORE THE CITY COUNCIL Notice is hereby giv-, en that the City clerk of the City cif Saratoga. Callfornia, has set wednesday~ the 3rd of June 2.009 at 7:00 p.m. in the CIty Council Cham- bers at 13777 , i Fruitvale _ Avenue. 1_ Saratoga, caUfor. nia. as the time· and ! plac<;,. for public ,. hearings on: REiO-1 LUTION OF THE CITY 1_ COUNCIL OF THE CITY OF SARATOGA ,. OJmPINO THE ABATEMENT OF PUB-1i Lie NUISANCE BY RE- MOVAL Of HAZARD- OUS VEGETATION. S All interested per~ sons may appear t and be heard at the above time and place_ If you chal- lenge the. subject 1 projects In court. you may be limited, i to raising only those issues you or some--~ one else raised· at , the p,ubllc hearing ~ descnbed in this no-~ tice in written corre· 1-; spondence delivered I to the City Council at. or prior to. the , public hearing. In ~ order to be included! in the City Council's 11 information packet, written communicZl. ~ 1_ tions should be filed on or before thl> Thursday before the i meeting. A copy of I any material provid ed to the City Coun -I eil on the above hearing(s) is on file at the Office of the I saratoga City Clerk I at 13777 Fruitvale Avenue. Questions ~ may be addressed to I the City Clerk, 868- ?~'~'nn Sullivan, II', City Ch"rk I PUB: OS/23/0~16J415 Ii 48 20 0 9 BR U S H AB A T E M E N T PR O G R A M CO M M E N C E M E N T R E P O R T CI T Y OF SA R A T O G A ~i'l ! § ~1 ! ~ ~I I I ' ~ I ~ I ~ BL U E HI L L S LN 36 6 - 0 6 - 0 2 5 AN N A M A L A I , KA D I R E S A N & 21 3 6 0 BL U E HI L L S LN SA R A T O G A CA 95070-6521 21 3 5 0 BL U E HI L L S LN 36 6 - 0 6 - 0 2 6 NE L S O N 21 3 5 0 BL U E HI L L S LN SA R A T O G A CA 95070-6521 21 5 5 0 AR R O W H E A D LN 36 6 - 0 6 - 0 3 0 HU A N G , CH I E N YU N ET A L 21 5 5 0 AR R O W H E A D LN SA R A T O G A CA 95070-6550 BL U E HI L L S LN 36 6 - 0 6 - 0 4 5 BO O N E , DA V I D W & DI A N E E 84 8 7 LI N C O L N NE W C A S T L E NE W C A S T L E CA 95658 20 8 5 1 WA R D E L L RD 36 6 - 1 4 - 0 4 1 LE E AR T H U R C & HA R A DE B R A L 20 8 5 1 WA R D E L L RD SA R A T O G A CA 95070-3722 22 1 0 0 RO L L I N G RD 36 6 - 3 1 - 0 0 3 DO D G E , RA L P H C TR U S T E E 22 1 0 0 RO L L I N G HI L L S RD SA R A T O G A CA 95070-0000 21 9 8 1 PR O S P E C T RD 36 6 - 3 1 - 0 0 7 SH I E YA W SH I & WA N G JI N G MA Y 21 9 8 1 PR O S P E C T RD SA R A T O G A CA 95070-0000 21 7 8 1 PR O S P E C T RD 36 6 - 3 2 - 0 0 2 BA L L , NI G E L & PA M E L A 21 7 8 1 PR O S P E C T R D SA R A T O G A CA 95070-0000 MT E D E N RD 50 3 - 1 3 - 1 4 4 CH A P E L JU D Y PO B O X 34 5 8 SA R A T O G A , CA. 95070-9730 15 0 3 3 MT E D E N RD 50 3 - 1 3 - 1 4 5 CH A P E L JU D Y P. O . BO X 34 5 8 SA R A T O G A , CA. 95070 13 7 6 5 PI E R C E Rd 50 3 - 1 4 - 0 0 8 MC C A B E DA V I D A & PA M E L A J PO BO X 70 7 ON E T A N G I , W A I H E K E New Zealand 50 3 - 1 4 - 0 4 6 KA S S A I A L E X & SI M A 21 7 8 3 SA R A HI L L S DR Sa r a t o g a CA 95070-4233 13 3 4 1 OL D OA K WY 50 3 - 1 5 - 0 5 2 HA B I B GE R A R D J & MI C H E L L E E 13 3 4 1 OL D OA K WY SA R A T O G A , . CA 95070-4253 13 3 3 0 OL D OA K WY 50 3 - 1 5 - 0 7 5 DA V I D L HO U S E 12 5 0 OA K M E A D PY SU N N Y V A L E CA. 94085 13 3 1 3 OL D OA K WY 50 3 - 1 5 - 0 7 6 DA V I D L HO U S E 12 5 0 OA K M E A D PY SU N N Y V A L E CA 94085 13 1 4 4 PI E R C E RD 50 3 - 1 6 - 0 6 3 MI N T E G U I 13 1 4 4 PI E R C E R D SA R A T O G A CA 95070-4212 21 0 2 7 CA N Y O N VI E W Dr 50 3 - 2 8 - 0 1 4 FE N S T E R , FR E D & RE N A T E TR U S T E E 21 0 2 7 CA N Y O N VI E W DR SA R A T O G A CA 95070-5717 21 0 4 3 CA N Y O N VI E W DR 50 3 - 2 8 - 0 1 5 SW E N S O N , OS W A L D E & AM Y 21 0 4 3 CA N Y O N VI E W DR SA R A T O G A CA 95070-5717 21 2 8 5 SA R A T O G A 50 3 - 2 9 - 0 0 7 WO N G , AL L E N ET A L 21 2 8 5 SA R A T O G A HI L L S RD Sa r a t o g a CA 95070-5375 13 7 4 0 PI E R C E Rd 50 3 - 3 0 - 0 6 7 RE Z V AN I WE S T VL Y LL C 19 5 0 1 RE D B E R R Y DR LO S GA T O S CA 95030-2931 21 4 5 4 SA R A H I L L S Ct 50 3 - 5 3 - 0 0 1 KU M A G A I , AK I R A & HI R O K O 21 4 5 4 SA R A H I L L S CT SA R A T O G A CA 95070-4814 21 3 4 6 SA R A H I L L S Dr 50 3 - 5 3 - 0 0 5 LA N D I S JA M E S W & MA R Y E PO B O X 33 1 6 SA R A T O G A CA 95070 21 4 1 2 SA R A H I L L S Ct 50 3 - 5 3 - 0 0 6 TS E N G , JA I M E & NA N C Y 21 4 1 2 SA R A H I L L S CT Sa r a t o g a CA 95070-4814 24 Re c o r d s Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Page 1 49 20 0 9 BR U S H AB A T E M E N T PR O G R A M CO M M E N C E M E N T RE P O R T CI T Y OF SA R A T O G A ~i1 u § 4f t ! ~I I l : £ ~ 4 I J : j 21 1 7 4 SA R A H I L L S Ct 50 3 - 5 3 - 0 1 4 JO H N S T O N , JA M E S C ET A L 21 1 7 4 SA R A H I L L S D R SA R A T O G A CA 95070-4838 21 2 3 5 DE E P W E L L Ct 50 3 - 5 5 - 0 3 8 NG U Y E N , HU O N G TH I ET A L 21 2 3 5 DE E P W E L L CT Sa r a t o g a CA 95070-5709 21 3 3 4 TO L L G A T E Rd 50 3 - 5 5 - 0 5 7 MA H B O D , BA H M A N & HA L E H 21 3 3 4 TO L L G A T E RD Sa r a t o g a CA 95070-5714 21 5 1 1 CO N G R E S S Rd 50 3 - 6 2 - 0 1 3 GA D D I S ST E P H E N B 42 0 SE L B Y L N AT H E R T O N CA 94027-4043 21 8 5 1 VI A RE G I N A 50 3 - 6 9 - 0 3 0 DE R TO R O S S I A N PA P K E N S & CL A R A 21 8 5 1 VI A RE G I N A SA R A T O G A , . CA 95070-4861 21 9 9 5 VI A RE G I N A 50 3 - 6 9 - 0 3 9 JI A N G JI A N G U O JI A N G TR U S T E E & ET 15 5 0 S MA R Y AV SU N N Y V A L E CA. 94087-4155 14 7 6 0 MA S S O N CT 50 3 - 7 2 - 0 0 8 LI U VI N C E N T L & YI - M E I CH E N 14 7 6 0 MA S S O N CT SA R A T O G A , . CA 95070·9715 21 7 7 5 CO N G R E S S LN 50 3 - 7 2 - 0 3 4 HS U FU - C H I E H TR U S T E E ET AL P. O . BO X 31 1 6 ST A T E L I N E , . NV 89449 15 3 3 0 KI T T R I D G E Rd 51 7 - 1 4 - 0 2 7 TO R R E S , RO L A N D & JO H A N N A 15 3 3 0 KI T T R I D G E RD SA R A T O G A CA 95070-6311 20 7 8 0 KI T T R I D G E RD 51 7 - 1 4 - 0 3 9 DO L B E C BA R B A R A R 20 7 8 0 KI T T R I D G E RD SA R A T O G A , CA. 95070-6350 20 8 8 4 QU I C K E R T RD 51 7 - 1 4 - 0 6 4 PO R T E R EL W Y N L 20 8 8 4 QU I C K E R T RD SA R A T O G A , . CA 95070-6301 34 Re c o r d s Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Page 2 Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: _____________ ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: John Cherbone DEPT HEAD: John Cherbone SUBJECT: Landscaping & Lighting Assessment District LLA-1 - Public Hearing, Approval of Engineer’s Report, and Confirmation of Assessments for FY 09-10 ______________________________________________________________________________ RECOMMENDED ACTION(S): 1. Move to adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 09-10. REPORT SUMMARY: Attached is the final Resolution, which requires adoption by the Council to complete the renewal of the Landscaping and Lighting Assessment District LLA-1 for FY 09-10 (Attachment 1). Once adopted, the Resolution approves the appropriate Engineer’s Report and confirms the assessments for the upcoming fiscal year. The Council can consider the Resolution only after the close of the Public Hearing. FISCAL IMPACTS: All of the costs associated with the administration and operation of the Landscape & Lighting Assessment District are recovered via the assessments levied against the benefiting properties. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The Resolution would not be adopted and the assessments would not be confirmed. If this occurs, the Council will need to direct staff accordingly. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): The assessment roll will be finalized and transmitted to the County Auditor by August 10 for placement on the upcoming tax roll. 50 Page 2 of 2 ADVERTISING, NOTICING AND PUBLIC CONTACT: The Resolution of Intention and Notice of Hearing have been published a locally distributed newspaper as prescribed by law. ATTACHMENTS: 1. Resolution Confirming Assessments. 2. Engineer’s Report 51 1 RESOLUTION NO. A RESOLUTION ORDERING THE IMPROVEMENTS AND CONFIRMING THE DIAGRAM AND ASSESSMENT FISCAL YEAR 2009-2010 CITY OF SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA-1 RESOLVED, by the City Council of the City of Saratoga, California, as follows: WHEREAS, on the 18th day of February, 2009, said Council adopted its Resolution No. 09-008, "A Resolution Describing Improvements and Directing Preparation of Engineer's Report for Fiscal Year 2009-2010" for the City of Saratoga Landscaping and Lighting Assessment District LLA-1, pursuant to the Landscaping and Lighting Act of 1972, and directed the City Assessment Engineer to prepare and file with the Clerk of this City a written report called for under said Act and by said Resolution No. 09-008; and WHEREAS, said report was duly made and filed with the Clerk of said City, whereupon said Clerk presented it to the City Council for its consideration; and WHEREAS, said Council thereupon duly considered said report and each and every part thereof and found that it contained all the matters and things called for by the provisions of said Act and said Resolution No. 09-008, including (1) plans and specification of the existing improvements and the proposed new improvements; (2) estimate of costs; (3) diagram of the District; and (4) an assessment according to benefits; all of which were done in the form and manner required by said Act; and WHEREAS, said Council found that said report and each and every part thereof was sufficient in every particular and determined that it should stand as the report for all subsequent proceedings under said Act, whereupon said Council pursuant to the requirements of said Act, appointed Wednesday, the 3rd day of June, 2009, at the hour of 7:00 p.m. of said day in the City Council Chambers at 13777 Fruitvale Avenue, Saratoga, California, as the time and place for hearing protests in relation to the levy and collection of the proposed assessments for said improvements, including the maintenance or servicing, or both, thereof, for Fiscal Year 2009- 2010, and directing said Clerk to give notice of said hearing as required by said Act; and WHEREAS, it appears that notices of said hearing were duly and regularly published and posted in the time, form and manner required by said Act, as evidenced by the Affidavits and Certificates on file with said Clerk, and that all notices and ballots required by Article XIIID, Section 4(c) and (d) of the California Constitution, were mailed to all property owners of record subject to the assessment at least 45 days prior to the date of the public hearing on the proposed assessment or increase, as evidenced by the Affidavit and Certificates on file with the City Clerk, whereupon said hearing was duly and regularly held at the time and place stated in said notice; and 52 2 WHEREAS, persons interested, objecting to or in favor of, said improvements, including the maintenance or servicing, or both, thereof, or to the extent of the assessment district, or any zones therein, or to the proposed assessment or diagram or to the Engineer's estimate of costs thereof, and all persons desiring to be heard were given an opportunity to be heard, and all matters and things pertaining to the levy and collection of the assessments for said improvements, including the maintenance or servicing, or both, thereof, were fully heard and considered by said Council; NOW, THEREFORE, it is hereby found, determined and ordered, as follows: 1. That the public interest, convenience and necessity require and said Council does hereby order the levy and collection of assessments pursuant to said Act, for the construction or installation of the improvements, including the maintenance or servicing, or both, thereof, more particularly described in said Engineer's Report and made a part hereof by reference thereto. 2. That the City of Saratoga Landscaping and Lighting Assessment District LLA-1 and the boundaries thereof benefited and to be assessed for said costs for the construction or installation of the improvements, including the maintenance or servicing, or both, thereof, are situate in Saratoga, California, and are more particularly described by reference to a map thereof on file in the office of the Clerk of said City. Said map indicates by a boundary line the extent of the territory included in said District and any zone thereof and the general location of said District. 3. That the plans and specifications for the existing improvements and for the proposed improvements to be made within the assessment district or within any zone thereof contained in said report, be, and they hereby are, finally adopted and approved. 4. That the Engineer's estimate of the itemized and total costs and expenses of said improvements, maintenance and servicing thereof, and of the incidental expenses in connection therewith, contained in said report, be, and it hereby is, finally adopted and approved. 5. That the public interest and convenience require, and said Council does hereby order the improvements to be made as described in and in accordance with said Engineer's Report, reference to which is hereby made for a more particular description of said improvements. 6. That the diagram showing the exterior boundaries of the assessment district referred to and described in said Resolution No. 09-008, and also the boundaries of any zones therein and the lines and dimensions of each lot or parcel of land within said District as such lot or parcel of land is shown on the County Assessor's maps for the fiscal year to which it applies, each of which lot or parcel of land has been given a separate number upon said diagram, as contained in said report, be, and it hereby is, finally approved and confirmed. 7. That the assessment of the total amount of the costs and expenses of said 53 3 improvements upon the several lots or parcels of land in said District in proportion to the estimated benefits to be received by such lots or parcels, respectively, from said improvements, and the maintenance or servicing, or both, thereof and of the expenses incidental thereto contained in said report be, and the same hereby is, finally approved and confirmed. 8. That said Engineer's Report for Fiscal Year 2009-2010 be, and the same hereby is, finally adopted and approved as a whole. 9. That the City Clerk shall forthwith file with the Auditor of Santa Clara County the said assessment, together with said diagram thereto attached and made a part thereof, as confirmed by the City Council, with the certificate of such confirmation thereto attached and the date thereof. 10. That the order for the levy and collection of assessment for the improvements and the final adoption and approval of the Engineer's Report as a whole, and of the plans and specifications, estimate of the costs and expenses, the diagram and the assessment, as contained in said Report, as hereinabove determined and ordered, is intended to and shall refer and apply to said Report, or any portion thereof, as amended, modified, revised or corrected by, or pursuant to and in accordance with any resolution or order heretofore duly adopted or made by this Council. Passed and adopted by the City Council of the City of Saratoga, California, at a meeting thereof held on the day of , 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Chuck Page, Mayor City of Saratoga ATTEST: _________________________________ Ann Sullivan, CMC City Clerk 54 55 CITY OF SARATOGA LANDSCAPE AND LIGHTING DISTRICT LLA-1 ENGINEER'S REPORT on the Levy of an Assessment for the 2009-2010 Fiscal Year April 2009 JOHN H. HEINDEL -CONSULT ING C IV IL ENGINEER ENG INEER OF WORK 56 T ABLE OF CONTENTS Assessmen t & Cost S ummary Rule s for Spreadin g Assessm en t D esc ripti o n o f Impro ve ment s Cost De ta il Assess me nt Roll Assessm e n t Diagram Cert i ficate s 1-3 4-5 6-8 9-13 57 CITY OF SARATOGA LANDSCAP ING AND LIGHTING DISTRICT LLA -I ASSESSMENT for Fisca l Year 2009 -20 I 0 WHEREAS , o n February 18, 2009, the C it y Counc il of th e City of Saratoga, Ca lifornia , purs uant to th e provi s ion s of the Landscaping and L ightin g Act of 19 72, adop ted it s Resolution No. 09-008 describing imp rove ments and directing preparation of the Eng in eer's Report for Fisc al year 2009-20 10, more particularl y therein described , and WH EREAS, sa id Re so luti on N o. 09-008 dire c ted the Engineer of Work to prepare and file a report prese ntin g plan s and speci fication s for the propo sed improvements, an est im ate of costs , a diagram of the assess ment district , and an assess men t of the es timated costs of the improvements upon all assessable lot s or par ce ls of land w ithin the assessment di st rict , to which Re so lution refe re nc e is he reby made for further particulars, NO W, THEREFORE, I, John H. He indel , by v irt ue of the power ves ted in me under s aid Act and the order of th e C it y Co un cil of sa id City of Sara toga , her e by make the following assess ment to cover th e portion of th e esti m ated cost of sa id improveme nt s, including the mai nte nance a nd se rvicing th e reof and th e co s t s a nd ex penses incidental thereto , to be paid by the as sess ment di s trict for the Fi s cal Year 2009- 2010 : ENGINEER'S ESTIMATE SUMMARY · ADMIN IS TRA TIVE COSTS Wages & be nefits Attorney Assessment engineer Othe r OPERATIONS Wages & benefit s Contract Service s Repair se rvic es Maintenance serv ices Irrigation water E lectric power INDIRECT COSTS Total cost s Previou s year carr yove r $ 15,015 500 8 ,850 300 $ 60 ,274 238 ,000 -0- 66.128 39,350 72.525 $ 24 ,665 476 ,277 50.094 $551,036 (356,409) 58 A nd I d o he re b y assess a nd a ppo rti o n sa id porti on of th e est im a ted cos t of th e imp rove m e nt s, includi ng th e ma inte n a nce a nd se rv ic in g th e reof and the cos ts and ex pe n ses in c id e nt a l th e re to, up o n th e severa l lo t s o r pa rcels of la nd li a bl e th e re fo r a nd be ne fi te d th e re by, a nd he re in a ft e r numbe red to co rr es po nd w ith th e num bers upo n th e a tt ac he d di ag ram. u po n each. severall y a nd respec ti ve ly , in p ro po rti o n to th e be nefi t s to be rece ive d by s uc h pro pe rt y. respecti ve ly . fro m th e co ns tru c ti o n a nd i ns ta ll a ti on of th e improve me nts. a nd fr o m th e m a inte nance a nd serv ic in g th e reo f. a n d m o re part ic ul a rl y set fOl 1h in th e Assess m e nt Ro ll he re to a tt ac he d a nd by thi s refe re nce m a de a pa rt he reof. As re quire d b y sa id A ct, a di ag ram is h e re to a tt ache d s how in g th e assessm e nt di s t r ic t, a nd a lso th e bo und a ri es a nd dim e n s ion s of th e resp ec ti ve lo ts o r pa rcels o f land w ithin sa id assess m e nt di s trict , as th e sa me ex is te d at th e tim e o f th e passage of sa id Reso lu t io n No. 09-00 8 . The di ag ra m a nd assess m ent numb e rs a p pea rin g in th e Assess m e nt Ro ll he re in un de r th e c olumn hea d e d "A.P .. " a re th e di agram num bers a p pea r ing o n sai d d iagra m , to w hi c h refe rence is he re b y m ad e fo r a m o re pa rti c ul a r descripti o n of sa id p ro pe rty . I he reby pl ace in t he Assess m e nt Ro ll. opposit e the n u mbe r of eac h lo t o r parcel of la nd assessed , t he a m ou nt assessed th e reo n . Each lo t or pa rcel of land is desc r ibed in sa id Assessm e nt Ro ll by refe re nce to it s parce l nu mbe r as S h O\\~l o n th e assessor's maps of th e Co unt y of Sa nta C lara fo r th e Fisc a l Year 2009- 20 I O. a nd incl udes a ll of s uc h parce l. Da ted: drJ-7 ,2009 , -J- Res pec tfull y s ubmitte d , Jo hn (-. Hein d e l; R ef; 133 19 Eng in ee r of W o rk 59 RULES FOR SPREADING ASSESSMENT The a mou nt s to be assesse d aga inst th e assessab le lot s o r parcels of land to pay th e esti m a ted cost of th e imp rovemen ts. includin g the m ai nt enance a nd se rvicing t hereof and t he cos ts a nd expe ns es incidenta l th e reto. s hall be based upon th e est im ated benefit s to be derived by the va ri o us lo ts o r parcels of la nd w ithin the assessme nt district. The assess m e nt fo r admi ni s trati ve costs s ha ll be s pread e qu a ll y to all of th e lo ts or parce ls of land loca ted in the assess m en t di s tri c t. The assessment fo r cos t of im proveme nt s, includ ing the m a inte na nce and se rvicing t he reof, in Zo nes thr o ug h 7 B, 9 throu g h 12, IS through 17. 22, 25 through 29 . 3 1, a nd 33 , a s de sc ri bed in Reso lution No. 09-008 , s ha ll be sp read e qu a ll y to a ll of th e lo ts or parcels ofla nd loca ted within eac h sa id respecti ve zo ne of th e assessme nt d is trict. The assessment for cost of improvement s. inclu d in g t he ma in tena nce a nd serv ic in g thereof, in Zone 24, as de sc ribed in Reso lution No. 09 -008. s hall be s pread as follows: Costs related to st reet li g ht s and s tre e t tree s s ha ll be s pread to all the lots or parce ls of land located w ithin sa id zone, propo rti o na l to usa b le parcel area. Cos ts re lated to th e Vi ll age Pa rkin g Di st ri c t (V PD ) parking lo ts s ha ll be sp read to a ll th e lot s or pa rce ls of land in co mmerc ia l u se located w ithin sa id zo ne, pro porti o na l to the nu mber of parkin g s paces exist in g in th e VPD pa rki ng lo ts that are ass ig ned to eac h parce l w ithin s aid zo ne, round ed to the neares t o ne te nth (0 .1) of a parki n g s pa ce. Spaces s ha ll be ass igned by ad din g the to ta l number of s paces in th e VPf) parking lo ts a nd th e tota l p r ivate s pac es existi ng on assessabl e pa rcels, di s tr ibut in g th is s um proportiona ll y by weighted bu il ding area . and ded uct in g th e number of p ri vate s paces . i f a n y, from th e resu lt ing numbe r for eac h parcel. Weighted building area s hall be defined as actu a l bui ldi ng area multipli ed by a factor d ependent o n parce l use . as follows : Retai l = 1.0 ; office/se rv ice = 0.5; resta urant = 2.0. The assessment fo r cost of improvements. includin g th e ma in tena nce and se rvicing th ereof, in Zone 32, as de scri bed in Reso lution No . 09 -008. s ha ll be s pread proportionally to the frontage o n Sa ra toga-Su nn yva le Road of each of the lots or parce ls of land located and benefited w ithin Zone 32. Zo nes 0, 8, 13, 14 , 18 tlu"O ug h 2 1, 23. an d 30 have been e ithe r detached or merged w ith ot he r zones. A portion of Zo ne 4 was redes ig nated Zo ne 26 in 1997 . No twith s ta nd ing th e a bove . the assessment lev ie d for Fi sca l Yea r 1999-2000 for eac h pa rcel in Zones 2. 3. 6 , I I. 16. 22 . 25 , 26 . a nd 29 s ha ll no t exceed the amou nt indicated in Table I attac hed hereto; th e assessment levied for Fiscal Year 2000-200 1 for eac h parcel in Zones 1. 9, 12, 17 ,27, a nd 28. s hall n ot exceed th e amount indicated in Table 2 a ttach ed he reto; the assessment lev ied for Fiscal Year 2004 -2005 for eac h parce l in Zone 32 s hall not exceed the amount indicated in Tab le 3 attached he reto ; and th e assessment levied for Fi scal Year 2008 -2009 for each parcel in Zones 3 1 and 33 s hall not exceed the a m ou nt indicated in Table 4 attached hereto. In s ub se qu e nt years , the m axim um assess m ent for each parc e l s hall be th e amou nt calcu lated by multipl y ing it s m ax imum assessme nt fo r the prev ious year b y 1.05. -4- 60 TABLE I -MAX IMUM ASSESSMENTS F ISCAL YEAR FISCAL YEAR Z O NE I 999-?000 2009-20 10 2 $ 52.50 $ 85.52 3 $ 63 .00 $102.62 6 $ 78.75 $128.28 II $ 52.50 $ 85.52 16 $ 94.50 $153.93 22 $ 52.50 $ 85.52 ?--) $34 1.25 $555.86 26 $498.75 $8 12.4 1 29 $10 0.00 $162.89 TABLE 2 -MAX IMUM ASSESSMENTS ZONE I 9 12 17 27 28 F ISCAL YEA R 2000 -2001 $ 75.00 $180.00 $275.00 $ 60.00 $150.00 $400.00 FISCAL YEAR 2009-20 10 $11 6.35 $279.2 4 $426.62 $ 93 .08 $232.70 $620 .53 TABLE 3 -MAX IMUM ASSE SSMEN TS -ZO IE 32 FRONT FISCAL YEAR A. P. N. FEET 2004 -?005 366 -1 2 -054 11 0 $ 1.0)2 .16 366 -12 -065 118 $ 1,125.66 366 -1 2 -06 6 160 $ 1,5 11.4 8 366 -22-023 149 $ 1,4 10.44 386-30-035 106 $ 1,0 15.42 3 86-30-036 -0-$ 4 1.66 3 86-30-0 37 50 $ 500.98 38 6-3 0-0 38 50 $ 500.98 386 -30-039 100 $ 960.30 386 -52 -032 75 $ 730.6 4 386-52-033 75 $ 730.64 993 TABLE 4 -MAX IMUM ASSESSMENTS ZO IE 31 " JJ FISCAL YEA R 2008 -2009 $175.00 $160 .00 -5- F ISCAL YEAR 2009 -?01O $ 1,342 .85 $ 1.436.66 $ 1,929.07 $ 1,800.12 $ 1.295.96 $ 53.17 $ 639.39 $ 639.09 $ L225.6 1 $ 932.50 $ 932.50 F ISCAL YEAR 2009 -?0 10 $183.75 $168.00 61 DES C RIPTIO N OF IMPROVEMENTS The desig n. co n stru c ti o n or in s ta ll a ti o n. in c lu d in g th e ma int e na nc e o r se rv ic in g, o r bo th , th e reo f. of la ndsca pin g . includin g trees, s hrubs . g rass o r o th er o rnam e nt a l vege ta ti o n, s ta tu a ry. fo unt a in s a nd o th e r o rn a me nt a l s tr uc tures a nd fac il iti es, a nd publi c li g htin g fa ciliti es fo r th e lig htin g of a ny publi c pla ces . inclu d ing t raffi c s igna ls. o rn a m e nta l s ta nda rds , lumin a ires, po les, s up po rt s, tunn e ls, manh o les , va ult s. co nd uit s, p ip es, w ires, condu cto rs. gu ys , stu bs . pl at fo rm s, braces . tra n s fo rm e rs, in s ul a to rs, co nta c t s. sw it c hes , capac it o rs . m e te rs, co mmuni ca ti o n c ir c uit s, appli a nces , a tt ac hm e nt s a nd a ppurte na nces, in c ludin g th e cos t o f re pa ir , re m ova l o r re pl ace me nt of a ll or a ny pa rt th e reof; pro v idin g fo r the life, gro wth , he alth and be au ty of la nd scapin g, in c ludin g c ulti va ti o n , irri gat io n, t rimmin g , s pray in g, fe rtili z in g a nd trea tin g fo r di se a se o r injur y ; th e re m ova l of trimmings , rubbi s h , d e bri s a nd o th e r so lid was te ; e lec tri c c urr e nt o r e ne rgy, ga s or oth e r illumin at in g age nt fo r a n y publi c li g htin g fac iliti es o r fo r th e li ghtin g o r o pe rat ion of a n y o th e r imp rove me nt s; and th e opera ti o n o f a n y fo unt a in s o r th e m a int e na nce o f a ny o th e r imp rovement s. T hi s wo rk spec ia ll y be ne fit s t he pa rce ls assessed th e refo r s ince I ) th e wo rk is adj acent to th e ne ig hbo rh oods w ithin w hich sa id pa rce ls a re loca ted, and resul ts in a) he lpin g to ide nti fy . di s tin g ui s h a nd e nh a nce th ese n eig hb o rh oo d s, in c lu di n g th e e ntra nces th ereto; b) h e lp in g to improve th e qu a lit y o f l ife in t hese ne ig h bo rh oo d s b y re ducin g th e po te nti a l fo r g raffi ti , e limin a tin g d ust a nd litt e r, provid in g soun d a tte nu at ion, e limi na tin g t he po te nti a l fo r b li g ht , a nd p rov idin g a dded sec urit y a nd safe ty th ro ug h li g htin g a nd a n added C it y presence; a nd 2) in th e abse nce of thi s assess m e nt di s tri c t , th e wo rk a nd improve me nts wo ul d no t be o th e rw ise acco m p li s hed by th e C it y . Be ne fit s Pr ov id e d w ithin E ach Zo ne : Zo ne I Zo ne 2 Zo ne 3 Zo ne 4 Zo ne 5 Zo ne 6 Zone 7 (Ma nor Dri ve La nd sca pe Di s tri c t) -Prov id es fo r la nd sc ap e m a int e na nce of th e Mano r Dri ve m edi a n a nd Sa ra toga-S unn yva le R oa d fro nt age a lo ng Tract 3 822. (F red e ri c ksb urg Lan d scape Di s tri c t) -Pro v id es f o r la nd sca pe m a int e na nce a lo n g th e Cox Ave n ue f ro n tage of T ract s 3777. 404 1 a nd 4 042 . (G reenb ria r La nd scape D is t rict) - Provides fo r lan dsca pe m a int e na nce of th e Seagull W ay e n tra nce to Tracts 4 628 , 4725 a nd 4726 , a nd of t he CO Illm o n a reas a lo n g Go le ta Avenu e a nd G uava Court. (Q uito Li ghtin g Di s tri c t) -Pr ov id es fo r s treetli g htin g a nd la nd sca pe m a inte na nce in th e EI Q uit o Park res ide nt ia l ne ig hb o rh ood : Tracts 6 69 , 70 8 , 748, 6785 , 7 833, a nd 87 00. (Azul e Li g htin g Di st r ic t) - Provides fo r st re e tli ghtin g in th e Az ul e Cross in g res ide nti a l ne ighbo rh ood s : T racts 184 ,485 .787 . 1111. a nd 18 00. (Sa ra hill s Li g htin g Di s t r ic t) - Pro v ide s fo r st reet li g ht ing In th e Sara hill s res ide nti a l ne ig hbo rh ood: T rac t s 3392 a nd 3439. (V ill age Lig hti n g D is t r ict) - Prov ides fo r streetli g ht in g in fo ur sepa rate re s ide nti a l neighbo rh ood s su r ro un d in g Saratoga V ill age. a nd in Sa ratoga V ill age. Includes a ll o r a p o rti o n of C unn ing ha m Ac res, La Pa loma Ter race , Ma ry Spr inge r # I a nd #2, McCa rtysvill e, Saratoga Pa rk , W illi a m s . a nd T rac ts 270, 336 , 4 16 , 2399, 2502, 4477 . 5350,5377 .5503,5676,64 19. a nd 673 1, a nd Sa ra to ga Vill age. -6- 62 Zo ne 9 Zone 10 Zo ne 11 Zo ne 12 Zone 15 Zo ne 16 Zo ne 17 Zone 22 Zone 24 Zone 25 Zo ne 26 Zo ne 27 Zone 28 Zone 29 (McCa rt ysv ille La ndscape Di strict) -Provides fo r Landscape m a inten a nce alo ng th e Sa ratoga-S unn yva le R oad fro nt age of Tract 5944. (Tricia Woods Land scape Di strict) -Prov id es for landsca pe maintenance along the Saratoga -Su nn yva le Road frontage of Tract 7495. (Ma intena nce and wa te r shared w ith Zo ne 27). (Arro yo de Saratoga La nd scape District) -Prov ides fo r landscape ma int e na nc e of the V ia Mo nte entrances to all or a portion of Tract s 2694, 2835, 3036, and 4344 . (Le u ta r Co urt Landscape Di strict) -Pro vides for land scape mainte na n ce of th e Leutar Cou rt frontage in Tract 6996 . (Bo nn e t Way Land sca pe Di st ri c t) -P rovides for month ly landscape ma intena nce along Bonnet Way: Tract 5462. (Beauc hamps La nd scape Di stri ct) -Provi d es for la ndscapi ng a nd li ghtin g of th e Prospec t Road e ntra nc e to the Beauchamps subdiv ision: Trac t 7763. (S unl and Pa rk Land scape Di strict) -Pro v ides for landscape m ai nt e n a nce along the Q uit o Road frontage of Tracts 976 a nd 977. (Prides Crossi n g La nd scape Di str ict) -Pro v id es for periodic land scape m a in te nance along Prospec t Road be twee n the Route 85 overcross in g a nd Ti tu s Aven ue , and alo ng Cox Ave nu e be tween the Route 85 overcrossi n g a nd Sa ratoga C reek. Includ es a ll propeI1ie s bord e red b y Route 85, Prospect Road and Sara toga C reek w ith the exception of th e Br ookv iew n e ighborh ood (Tracts 14 93, 1644 , 1695 , 1727 , 19 38 , an d 1996). (Vi ll age Commerc ia l La ndscape Di st ri ct) -P rov ides fo r routine maintenance of Vi ll age Pa rk in g Di s trict s 1-4 a nd Big B as in Way landscap in g. (Sara toga Leg e nds Land scape Di str ic t) -Pro v ides for land sca pe m a int e nance a long th e Sa ratoga-Sunnyvale Road frontage of, and pedestrian pat h ways w ith in , T ract 8896. (Be ll grove Land scape and Lighting Di st rict ) -Provide s for common a rea land scape maint e nance a nd lighting assoc iated w it h Tract 8700. (C unnin g ham Pl ace/Glasgow Co urt Landscape Di st ri ct) -Pro v ides for land sca pe mainte nance a long th e Saratoga-Sunnyvale Road frontag e of Tra c ts 6 199 and 7928. (Ma intenance and water shared w ith Zo ne 10). (Ke r wi n Ranch Land scape Di st ri c t) -Provides for landsca pe mai nt e nance along th e Fru itva le Avenu e a nd Sara toga Avenue frontage s of Tract s 8559 and 8560. (To ll gate Land scape and L igh ting Di st rict ) -Pro v ides fo r mainte nance of the com m o n a rea la ndscape and li ghting improvem e nt s alo n g Tollga te Road at the e ntra nce to Tracts 3946 and 500 I. -7- 63 Zo ne 3 1 Zone 32 Zo ne 33 (Horseshoe Dri ve Landscape and Lighting Di s trict) -Pro v id es for la nd sca pe mainte nance along th e Sarato ga-Lo s Gatos Road frontage of Tract 247. (Gateway Land sca pe a nd Lighting Di s trict ) -Pro v ides for m a int e na nce of frontage land sca pin g alon g Saratoga -Sunnyvale Ro ad b etween P rospec t Road a nd th e Uni o n Pacific ra ilroad track s. (Carne li a n Gl e n Land sca pe a nd Li g hting Di s tri c t) -Pro v id es for mai ntenance of land scap in g a lon g th e Saratoga-Los Gatos Road frontage of APNs 397-2 1-03 1 and 397-37- 0 15. -8- 64 C O ST D ETAIL Zo ne Nu m ber 2 , 4 ~ J Ad m ini s t ratio n $ 185 $ 543 $ 1,125 $ 4.461 $ 767 Operati ons Wages $ 517 1,5 17 $ 3 .1 40 $ $ Co ntrac t Se rv ices 2.900 3 .300 12,100 19,500 50,000 Re pa irs Ma intena nce 1.920 1.584 4.872 1,980 Wa te r 400 250 1,2 50 E lect r ic 17.600 3.500 $ 5.737 $ 6.65 1 $ 21.362 $ 39 ,080 $ 53 .500 I nd i reet Costs 59 3 719 ??49 4.354 5.427 Total Costs $ 6,515 $ 7.913 $ 24,736 $ 47.895 $ 59,694 Ca rr yove r (5,385) (2,083) (4,243) (57,250) (15 1,672) P rope rty Tax (3 .?00) (700) (4 .50 0) (45.000) (23.0 0 0) let cos t $ (2,070) 5 .1 30 $ 15 .993 $(54,355) $(11 4,978) C'over not reeov . C'over not re imb. 5.385 J .083 ?OOO 54 .355 11 4.978 Ne t assess. $ 3,315 $ 7,213 $ 17 ,993 $ -0-$ -0- No . of Parcel s 29 85 176 698 120 AssmtJPc l. $1 14.32 $ 84.86 $ 102.24 $ -0-$ -0- -9- 65 COST DETAIL Zo ne N umb e r 6 7A 7B 9 10 Admini st ra ti o n $ 409 $ 3.106 $ 1.879 $ 307 $ 57 Operations Wage s $ $ 5 .269 $ $ 856 $ 16 1 Co ntrac t Serv ice s 3.000 3 5.000 5,000 Repa ir s Main te nance 5.000 2,160 540 Water 1.500 450 E lect ri c 4.000 35.000 200 ~ $ 7.00 0 $ 80 .269 $ -0-$ 9,7 16 $ 1,22 6 Ind irect Cos ts 741 8.338 188 1.003 12 8 Total Costs $ 8.150 $ 91.713 $ 2.067 $ 11 ,026 1,411 Ca rr yove r (5.527) (4 5.299) (13 ,165 ) 1,150 Prop e rty Ta x (5 0.000) (2.067) Net cos t $ 2,623 $ (3 .586) $ -0-$ (2,139 ) $ 2,561 C'over no t recov. C'ove r not re imb. 5 .527 3.586 13 .16 5 ?-~ Ne t a ssess. $ 8.150 $ -0 -$ -0 -$ 11 .026 $ 2.5 86 o. of Par ce ls 64 486 294 48 9 Ass mt .l Pcl. $ 127 .34 $ -0-$ -0-$ 22 9.70 $ 2 87.34 -10- 66 COST DETAIL Zone limb er II 12 I S 16 17 Adm i n iSlra ti o n $ I.S98 $ 58 $ 262 $ 352 $ 1,278 Operatio n s Wage s $ 4.460 $ 16 1 $ 732 $ 98 1 $ 3,S69 Contract Serv ices 25 ,000 1.900 3 .300 8 ,000 Repa ir s Mai nt e na nce 1,020 1.020 1,620 1,020 2.436 Wate r 500 3S0 1,100 6S0 1,5 00 E lec tric 500 $ 30 .980 $ 3.431 $ 3.452 $ 6.45 1 $ IS ,5 05 I nd i rect Costs 3.258 348 37 1 680 1.678 Total Costs $ 3S.836 $ 3.837 $ 4.085 $ 7,483 $ 18 ,461 Ca rr yove r (23,045) (3,2 99) 2,886 938 (5,4 14) Prope rty Tax Net cos t $ 12,79 1 $ 538 $ 6,971 $ 8,4 2 1 $13.047 Cover no t recov. (1,752) Cover not re imb . 5.000 3.299 5.4 14 Ne t assess. $ 17,791 $ 3,837 $ 5,2 19 $ 8,4 2 1 $ 18.461 No. of Par ce ls 250 9 4 1 55 200 Ass m t.l Pc L $ 7 1.1 6 $426.32 $ 127.30 $ 153.10 $ 92.30 -11- 67 COST DETAIL Zo ne 'umber 22 ?4 ?5 26 27 Adm ini s ll 'alio n $ 5,516 $ 844 $ 96 $ 60 1 $ 198 Operatio ns Wage s $ 15 .398 $ 18,16 1 $ 2 68 $ 1.677 $ 553 Co ntrac t Se rv ice s 3 0 ,000 9 ,500 3,200 15.000 2 ,400 Repa ir s Mainte nance 5,3 76 1,896 19,176 1.800 Water 1.500 3,500 2 .000 16 ,000 1,5 00 E lectri c 700 100 7 .500 75 $ 52 ,9 74 $ 3 1,16 1 $ 7.464 $ 59,353 $ 6,328 In direc t Costs 5 .849 3.?00 756 5 .995 653 Total Costs $ 64,339 $ 35.205 $ 8,3 16 $ 65.949 $ 7,179 Ca rr yove r (3 4 ,985 ) (7,394) (3,976) (6,966) (5,060) Prope rty Ta x (30.000) 'e t co s t $ 29,354 $ (2,18 9) $ 4 ,340 $ 58 ,983 $ 2 ,11 9 C'over no t re cov. C'ove r no t re imb. 10 .000 ?18 9 3.976 6.966 5.070 Ne t assess. $ 39.354 $ -0-$ 8.3 16 $ 65 ,949 $ 7,18 9 No . of Pa rce ls 86 3 132 15 94 3 1 Ass mt.lPc l. $ 45.60 $ -0-$ 554.36 $70 1.58 $23 1.90 -12- 68 COST DETAIL Zo ne Number 28 29 31 32 " ~~ Administration $ 10 2 $ 390 $ 332 $ 71 128 Operatio ns Wages $ 285 $ 1,088 $ 928 $ 196 $ 357 Cont ract Se rv ice s 2,350 4 ,300 1,000 1,250 Repa ir s Maintenance 3 ,732 1,080 3,840 2,436 1,620 Wa te r 2 ,000 500 1,400 2 ,500 500 Elect ri c 75 1.600 100 1.500 $ 8,442 $ 8.568 $ 7,268 $ 7,882 $ 2,477 Indirect Cos ts 855 896 760 795 260 Total Costs $ 9,399 $ 9 ,854 $ 8,360 8 ,748 $ 2,865 Carryove r 490 (5 ,820) 12,44 1 5,793 476 Prope rt y Tax Net cost $ 9,889 $ 4 ,034 $ 20,801 $ 14,541 $ 3,34 1 C'over not recov. (11 ,250) (2,589) C'over not reimb. 5 .820 Net assess. $ 9.889 $ 9,854 $ 9 .551 $ 11 ,952 $ 3,34 1 No. of Parce ls 16 6 1 52 I I 20 No. of Front Feet 993 As s ml.lPcl. $618.06 $16 1.54 $ 183.68 $ 6.40 $ 167.06 A ss m t.l front foot $ 11.96 -13- SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: Finance & Admin Services CITY MANAGER: Dave Anderson PREPARED BY: Mary Furey DIRECTOR: Mary Furey SUBJECT: Adoption of Fiscal Year 2009/10 Operating & Capital Budget RECOMMENDED ACTION Adopt resolution approving the Proposed FY 2009/10 Operating and Capital Budgets, directing staff to incorporate within the final adopted budget any changes related to minor corrections, carryforward appropriations, refined estimates, grant approvals, claim reimbursements, pass-through appropriations, or additional direction from Council upon adoption of the budget. BACKGROUND The City’s Proposed Operating and Capital Budgets reflect both revenue and expenditure appropriations within the General Fund, Special Revenue Funds, Internal Service Funds, several Trust and Debt Service Funds, and the Capital Improvement Funds to provide for the City’s service operations, administration, obligations, and infrastructure improvement projects. The City’s Operating Budget document is structured into a departmental format which defines departmental oversight, key program services, and significant projects or initiatives for the fiscal year. Summary level revenue and expenditure budget appropriations and assigned personnel schedules for proposed, current and prior years are included within each departmental program to identify the resources used to provide these services and operations, and for historical reference. The City’s Capital Budget document is structured into four program areas, (Streets, Parks & Trails, Facilities, and Administrative Projects) which are then categorized by the type of infrastructure improvement in the Streets and Administrative programs, and by site in the Parks & Trails and Facilities Programs. Capital Improvement Projects represent a multi-year plan for major capital expenditures and related funding sources, to improve and maintain the various types of city infrastructure. The Financial Summaries section of the budget document, compiles the individual financial and staffing information into summary schedules to provide users with an overview of funding sources and uses from different perspectives, including departmental, fund type, and category. REPORT DISCUSSION Budget Status A public hearing was held on May 20, 2009 to review the City of Saratoga’s proposed operating and capital budgets and obtain community input. The FY 2009/10 Proposed Operating Budget sustains 69 service levels, operations, and obligations as are currently in place, with the exception of a decrease in community development services related to a reduction in planning and building activities, and a downsizing of recreation activities related to a decrease in demand for recreation programming. There are few budgetary changes other than ongoing operating costs increases for staff, contract services, consultants, and fees that the City grapples with each year. Notable operating budget expenditure reductions include the elimination of a Planner position, a Building Inspector position, a Recreation Coordinator position, and the reduction of two positions from full-time to three-quarter time: the City Manager’s assistant and an Account Clerk in the Recreation department. The city continues to under-fill the IT Technician position with a temporary IT Intern for the second consecutive fiscal year. Staff continues to seek out opportunities to increase operational efficiencies and reduce service costs on an ongoing basis, in order to provide the best use of City resources. Budget Hearing Follow-Up From the review of the proposed budget on May 20th, Council directed that the following changes be made to the proposed budget for adoption on June 3rd, 2009: 1. Eliminate $125,000 of transfers from the IT Equipment Replacement Fund to the Capital Improvement Administrative Project funds to defer upgrading the phone system and network cabling systems. Council directed that a staff report and budget adjustment request be brought back to the Council after IT completes the preliminary system assessment work for further consideration of these projects. 2. Eliminate the $36,000 budget appropriation for lobbyist services from the Operating Budget. 3. Decrease the budget appropriation for attorney services by $50,000 to be in line with prior year actual expenditures. Staff is directed to notify Council if the attorney’s budget is approaching the appropriation limit. 4. Eliminate the Comcate notification system and the annual license and support services funding of $8,500 from the IT budget as it was determined that this system was underutilized. 5. Reduce the Recreation Department’s revenue and expenditure budget to reflect the downsizing of customer demand and to incorporate additional efficiencies into future class offerings. Total General Fund revenues were reduced from the proposed budget by $26,700, and expenditures were reduced further by $51,500. Council also noted that at a later date they would like to review policies regarding cost recovery objectives in the Community Development and Recreation Departments. Budget Appropriations The Operating & Capital Budget’s Financial Summaries include schedules which illustrate summary level revenue and expenditures information. This first schedule on the following page illustrates the City’s total activity by fund within the fund groups, beginning with the July 1, 2009 estimated fund balance, adding and subtracting all budgeted activity, and ending with the June 30, 2010 estimated fund balance. This Total Fund Summary schedule categorizes the City’s different funds by function. Operating Funds support the City’s general operations, restricted revenue programs and services, and internal support services. Debt Service Funds account for the funding and payment of the City’s bond debt, and Trust & Agency Funds account for funds held in a trustee capacity; not to be used for City purposes. Capital Funds are used to account for major acquisition and construction of asset expenditures, in order to separate one-time activity from ongoing operating activities. 70 As shown, the Operating Budget’s Total Expenditures and Transfers-Out exceed Total Revenues and Transfers-In. This is a consequence of transferring out prior year operating fund surpluses to the Capital Project Funds. In addition, other fund expenditures may be budgeted higher than revenues in certain budget years. This would occur for example, in a replacement Internal Service Fund, where funding receipts may be less than amounts budgeted for replacement during any given fiscal year. It will also occur if the Internal Service (IS) Fund includes current year contingency funding which may or may not be expended. This is typical in the Building Maintenance IS Fund to allow for urgent repairs to be made if needed, while avoiding a continual build-up of fund balance if repairs are not needed. Of particular note on this schedule, is that the Capital Projects Funds reflect very preliminary information. In a Capital Budget, estimated year-end project balances are automatically carried forward as budgeted appropriations into the following fiscal year as CIP funds are considered multi-year operations. Therefore, the beginning fund balance is dependent on prior year project expenditures which are not finalized at the time the budget is adopted. In addition, the entire estimated carryforward and proposed new and grant reimbursement funding is shown as expended during the fiscal year, leaving a fund balance of zero in each of the Capital Project funds. This full appropriation allows for the full amount of the funded project to be encumbered under contract if needed. Upon further Council direction, and as funding allows, additional projects or funding allocations will be incorporated into the CIP budget during the fiscal year through budget adjustments. The result of capital budgeting reflects a higher beginning estimated Total Fund Balance than the estimated Ending Fund Balance, however actual revenue and expenditure activities will be recorded and brought forward into the capital project budget, leaving a fund balance greater than zero each year. 71 Total Fund Summary Source and Use of Funds Estimated Revenues Expenditures Use of Estimated Fund Balance & & Carryforward / Fund Balance Fund Category 7/1/2009 Transfers In Transfers Out Fund Balance 6/30/2010 Operating Funds General Fund Reserve for Petty Cash 1,300$ -$ -$ -$ 1,300 Designated for Operations 2,869,964 - - 57,400 2,927,364 Economic Uncertainty 1,500,000 - - - 1,500,000 Capital Projects Reserve 250,000 - - (250,000) - Economic Stabiltiy Funds 25,000 - - (25,000) - Uncollected Deposits Reserve 289,454 - - - 289,454 Development Reserve 707,380 - - (75,000) 632,380 Environmental Reserve 613,182 - - (50,000) 563,182 Undesignated Fund Balance 1,736,185$ 15,895,482$ 16,140,468$ 342,600$ 1,833,799$ Special Revenue Funds Landscape & Lighting Districts 285,965 436,359 533,260 - 189,064 CDBG Program Fund - 332,517 332,517 - - Housing & Rehabilitation Pgm 209,558 3,000 - - 212,558 Internal Service Funds Liability/Risk Management 213,548 305,000 342,861 - 175,687 Workers Compensation 49,368 260,000 265,881 - 43,487 Office Stores Fund 40,585 50,000 54,200 - 36,385 IT Services 158,521 400,000 458,185 - 100,336 Vehicle & Equip Maintenance 42,247 225,000 237,953 - 29,294 Building Maintenance 198,303 750,000 791,198 - 157,105 Equipment Replacement Funds 150,645 206,000 126,360 - 230,285 IT Equipment Replacement 1 312,703 58,008 116,200 - 254,512 Total Operating Funds 9,653,909$ 18,921,367$ 19,399,082$ -$ 9,176,193$ Debt Service 2001 Series GO Bonds 981,602 950,000 1,018,556 - 913,046 Total Debt Service 981,602$ 950,000$ 1,018,556$ -$ 913,046$ Trust & Agency Funds Library Capital Improvement 2 330,089 10,000 15,000 - 325,089 KSAR 37,661 65,200 100,000 - 2,861 Total Trust & Agency Funds 367,750$ 75,200$ 115,000$ -$ 327,950$ TOTAL OPERATING BUDGET 11,003,261 19,946,567 20,532,638 - 10,417,189 Capital Funds 3 Street Projects 1,769,548 7,728,048 9,497,596 - - Park & Trail Projects 716,525 2,236,963 2,953,488 - - Facility Projects 791,018 177,571 968,589 - - Administrative Projects 99,859 175,000 274,859 - - Total Capital Funds 3,376,950$ 10,317,582$ 13,694,532$ -$ -$ TOTAL ALL FUNDS 14,380,210$ 30,264,149$ 34,227,170$ -$ 10,417,189$ 72 General Fund The General Fund is the main operating fund used to account for the majority of the City’s operations. The following two charts provide a graphical overview of the budgetary appropriations for General Fund revenues and expenditures by category. The schedules below each graph provide summary level financial data for the proposed budget year (gray column), as well as the current and two prior fiscal years for historical reference. General Fund Revenues & Transfers In By Category FY 2009/10 Business & Other Taxes 3.2% Fees, Licenses & Permits 8.3% Intergovt'l 1.9% Charge for Services 10.7% Rental Income 2.3% Fund Transfers In 0.9% Other Sources 1.8% Transient Occupancy Tax 0.9% Sales Tax 5.9% Franchise Fee Tax 10.5% Interest Income 2.0% Property Tax 51.4% FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 % of Revenue Category Actuals Actuals Adjusted Estimated Proposed Total Property Tax 7,577,444$ 7,922,815$ 8,122,000$ 8,076,074$ 8,175,500$ 51.4% Sales Tax 994,680 1,057,977 986,000 1,041,956 935,000 5.9% Franchise Fee Tax 1,187,806 1,623,318 1,611,000 1,681,748 1,675,000 10.5% Transient Occupancy Tax 195,261 211,532 175,000 150,000 150,000 0.9% Business & Other Taxes 510,063 482,184 490,000 455,000 505,000 3.2% Fees, Licenses & Permits 1,548,054 1,747,922 2,044,075 1,126,333 1,323,750 8.3% Intergovernmental 511,395 428,304 480,700 314,937 308,500 1.9% Charge for Services 1,235,931 1,738,918 1,964,334 1,643,223 1,701,531 10.7% Interest Income 714,976 615,731 420,000 420,361 320,000 2.0% Rental Income 297,522 386,834 358,755 353,598 364,342 2.3% Other Sources 644,243 387,958 279,000 338,870 288,000 1.8% Total Revenues 15,417,375$ 16,603,493$ 16,930,864$ 15,602,101$ 15,746,623$ 99.1% Fund Transfers In 499,735 2,275,254 153,732 153,732 148,859 0.9% Total Revenues & Transfers 15,917,110$ 18,878,747$ 17,084,596$ 15,755,833$ 15,895,482$ 100.0% Funding from Use of Deposits/Carryforwards/Designated Funds Theater Surcharge Deposit - - 43,500 43,500 - Funding Carryforward - 80,000 58,000 58,386 - Development Fund Balance - 99,447 75,000 75,000 75,000 Environmental Fund Balance - 40,000 66,735 66,735 50,000 CIP Fund Balance - 1,400,000 1,400,000 250,000 Economic Stability FB - - - - 25,000 Total Operating Sources 15,917,110 19,098,194 18,727,831 17,399,454 16,295,482 73 I I I I General Fund Expenditures & Transfers Out By Category FY 2009/10 Meetings, Events & Training 0.6% Community Grants & Events 1.3% Consultant & Contract Services 36.8% Fees & Charges 4.3% Materials & Supplies 1.6% Salary & Benefit s 40.6% Internal Services Charges 12.6% Fund Transfers Out: 2.2% FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 % of Expenditure Category Actuals Actuals Adjusted Estimated Proposed Total Salary & Benefits 5,492,133$ 6,172,956$ 6,870,136$ 6,499,851$ 6,549,203$ 40.6% Materials & Supplies 368,011 316,073 272,475 215,092 256,900 1.6% Fees & Charges 1,073,453 621,787 728,699 716,711 698,610 4.3% Consultant & Contract Services 5,707,332 5,516,722 6,443,407 5,964,567 5,936,590 36.8% Meetings, Events & Training 85,049 73,746 118,475 80,728 97,960 0.6% Community Grants & Events 182,793 189,934 203,464 164,764 213,706 1.3% Infrastructure/Bldg Projects 1,439,066 - - - - 0.0% Fixed Assets 204,913 30,127 - 24,655 - 0.0% Internal Services Charges 55,600 2,053,479 2,189,343 2,189,340 2,037,499 12.6% Total Expenditures 14,608,350$ 14,974,823$ 16,825,999$ 15,855,707$ 15,790,468$ 97.8% Fund Transfers Out:2,607,834 3,325,968 1,543,500 1,543,500 350,000 2.2% Total Expenditures & Transfers 17,216,184$ 18,300,791$ 18,369,499$ 17,399,207$ 16,140,468$ 100.0% The FY 2009/10 General Fund proposed budget appropriations reflect net sources (revenues, transfers in, carryforward, and designated fund balance funding) exceeding uses (expenditures and transfers out to other funds) by approximately $155,000. Overall, the FY 2009/10 General Fund proposed budget revenues are less than 1% over than the current year’s estimated revenues, and reflect a decrease of 7% from the FY 2008/09 adjusted budget. General Fund expenditures reflect a slight decrease from the current year’s estimated expenditures, and are 12.4% less than the prior year’s adjusted budget. The overall decrease in expenditures was offset in part by increases in labor costs – from employee, consultant, and contract services costs. The Sheriff’s budget appropriation incorporates a contract increase of approximately $167,000; a 4.21% increase from the prior year. Without staffing changes, employee labor costs would have increased approximately $90,000 from the prior year, however with the staff reductions, budgeted salary & benefit costs decreased by $321,000 from the prior budget. Besides the staffing reductions, other cuts to balance the FY 2009/10 budget include the elimination of temporary staff and supplemental planner and plan check consultants, contract planning services, attorney services, reductions in charge-backs from the internal service funds, and materials, supplies, training, and contract services where possible without impacting service levels to the community. 74 Any additional changes as a result of direction from Council and/or identified by staff as a clean-up item will be included in the final budget, per Council’s adoption of the FY 2009/10 Operating & Capital Budget resolution at the June 3, 2009 Council Meeting. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not adopt an Operating & Capital Budget for FY 2009/10. ALTERNATIVE ACTION N/A FOLLOW UP ACTIONS 1. Prepare FY 2009/10 Adopted Operating & Capital Summary and Detail Budget documents as directed by Council. 2. Monitor revenues and report deficiencies to Council 3. Monitor State budget proposals and report impacts to Council. If State budget includes takeaways or significant fee impacts to the City’s budget, staff will propose alternatives for re-balancing the budget. ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A: Resolution to Adopt the Fiscal Year 2009/10 Operating & Capital Budget B: Revised Financial Summaries 75 Attachment A A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING THE FISCAL YEAR 2009/10 OPERATING & CAPITAL BUDGET WHEREAS, the City Council held a public hearing on the Proposed Operating & Capital Budget for Fiscal Year 2009/10 on May 20, 2009; WHEREAS, Section 2-20.050(i) of the Code of the City of Saratoga requires the City Manager to prepare and submit the proposed annual budget to the City Council for its approval; WHEREAS, the City Manager did submit a proposed budget for FY 2009/10 to the City Council; and WHEREAS, the City Council has considered and modified the proposed budget during a public hearing; and WHEREAS, the Planning Commission is to conduct an annual review of the proposed Capital Improvement Plan for consistency with the City’s general plan when new projects are submitted; and WHEREAS, the City Council gave staff direction to adopt the Fiscal Year 2009/10 operating and capital budgets as proposed; NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby adopts the Fiscal Year 2009/10 Operating & Capital Budget as shown in the Total Fund Summary – Source and Use of Funds schedule in the budget adoption report; AND BE IT FURTHER RESOLVED, that the final adopted budget includes carry-forward appropriations for prior year capital projects, identified funding for specified expenditures, grants, and pass-through balances; that capital projects are in compliance with the General Plan; that there be carried forward from the prior year within each fund an amount sufficient to cover approved outstanding encumbrances as of June 30, 2009; AND BE IT FURTHER RESOLVED, that the City Council hereby directs staff that any changes or impacts resulting from: Council approval of the meet and confer process or management compensation plan; from classification adjustments or miscellaneous corrections; from changes due to more refined estimates, grant approvals, or claim reimbursements; from development fee based pass- 76 through budget appropriations; or from further City Council consensus direction received on June 3, 2009 be incorporated within the final Fiscal Year 2009/10 Operating & Capital Budgets; AND BE IT FURTHER RESOLVED, that the Finance and Administrative Services Director is directed to record these changes into the City’s accounting records in accordance with appropriate accounting practices. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 3rd day of June, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Chuck Page, Mayor City of Saratoga ATTEST: Ann Sullivan, City Clerk of the City of Saratoga 77 CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version 0 50 10 0 150 200 250 300 FINANCIAL SUMMARIES TOTAL REVENUES AND EXPENDITURES Summary schedules which provide a high level overview of the entire operating budget, in a fund-type summary, as well as by fund-specific and category-specific summary levels. Total Fund Activity Summary.......................................................................................................................B – 3 Total Revenues – by Fund.............................................................................................................................B – 4 Total Expenditures – by Fund .......................................................................................................................B – 6 Total Revenues – by Category...................................................................................................................... B – 8 Total Expenditures – by Category.................................................................................................................B – 9 GENERAL FUND REVENUES AND EXPENDITURES Summary schedules which identify the General Fund operating sources and uses at the department and category levels. The Fund Balance Activity summarizes the General Fund sources and uses which impact the ending fund balance. General Fund Revenues – by Department ....................................................................................................B – 10 General Fund Expenditures – by Department................................................................................................B – 11 General Fund Revenues – by Category.........................................................................................................B – 12 General Fund Expenditures – by Category....................................................................................................B – 13 General Fund Tax Revenues per Capita – Cities of Santa Clara County ......................................................B – 14 General Fund Tax Revenues – 10 Year History of Key Tax Revenues ........................................................B – 15 General Fund – Fund Balance Activity.........................................................................................................B – 16 OPERATING TRANSFERS A schedule summarizing activity by fund, of estimated fund transfers for the prior year and budgeted for the adopted fiscal year. Schedule of Interfund Transfers....................................................................................................................B – 17 FUND BALANCE Fund Balance schedules, one which summarizes activity and ending fund balances to provide a quick look at the ongoing status of the individual funds, and another which provides a 5 year trend. Total Fund Balance Activity Summary – by Fund .......................................................................................B – 18 Fund Balance Reserve – 5 Year Comparative History..................................................................................B – 20 78 III III CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 2 DEPARTMENTAL BUDGETS Department level schedules which provide an overview of funding source and expenditure use by each program within the department. Department Revenues – by Program.............................................................................................................B – 22 Department Expenditures – by Program........................................................................................................B – 24 STAFFING The staffing schedules provide a summary level view of operational staffing assignments, funding, and trend over the prior five years. Positions by Department ...............................................................................................................................B – 26 Staffing by Department ................................................................................................................................B – 28 Staffing by Fund ...........................................................................................................................................B – 29 79 III III III III CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 3 TOTAL FUND ACTIVITY SUMMARY FY 2009/10 Estimated Revenues Expenditures Use of Estimated Fund Balance & & Carryforward / Fund Balance Fund Category 7/1/2009 Transfers In Transfers Out Fund Balance 6/30/2010 Operating Funds General Fund Reserve for Petty Cash 1,300$ -$ -$ -$ 1,300 Designated for Operations 2,869,964 - - 57,400 2,927,364 Economic Uncertainty 1,500,000 - - - 1,500,000 Capital Projects Reserve 250,000 - - (250,000) - Economic Stabiltiy Funds 25,000 - - (25,000) - Uncollected Deposits Reserve 289,454 - - - 289,454 Development Reserve 707,380 - - (75,000) 632,380 Environmental Reserve 613,182 - - (50,000) 563,182 Undesignated Fund Balance 1,736,185$ 15,895,482$ 16,140,468$ 342,600$ 1,833,799$ Special Revenue Funds Landscape & Lighting Districts 285,965 436,359 533,260 - 189,064 CDBG Program Fund - 332,517 332,517 - - Housing & Rehabilitation Pgm 209,558 3,000 - - 212,558 Internal Service Funds Liability/Risk Management 213,548 305,000 342,861 - 175,687 Workers Compensation 49,368 260,000 265,881 - 43,487 Office Stores Fund 40,585 50,000 54,200 - 36,385 IT Services 158,521 400,000 458,185 - 100,336 Vehicle & Equip Maintenance 42,247 225,000 237,953 - 29,294 Building Maintenance 198,303 750,000 791,198 - 157,105 Equipment Replacement Funds 150,645 206,000 126,360 - 230,285 IT Equipment Replacement 1 312,703 58,008 116,200 - 254,512 Total Operating Funds 9,653,909$ 18,921,367$ 19,399,082$ -$ 9,176,193$ Debt Service 2001 Series GO Bonds 981,602 950,000 1,018,556 - 913,046 Total Debt Service 981,602$ 950,000$ 1,018,556$ -$ 913,046$ Trust & Agency Funds Library Capital Improvement 2 330,089 10,000 15,000 - 325,089 KSAR 37,661 65,200 100,000 - 2,861 Total Trust & Agency Funds 367,750$ 75,200$ 115,000$ -$ 327,950$ TOTAL OPERATING BUDGET 11,003,261 19,946,567 20,532,638 - 10,417,189 Capital Funds 3 Street Projects 1,769,548 7,728,048 9,497,596 - - Park & Trail Projects 716,525 2,236,963 2,953,488 - - Facility Projects 791,018 177,571 968,589 - - Administrative Projects 99,859 175,000 274,859 - - Total Capital Funds 3,376,950$ 10,317,582$ 13,694,532$ -$ -$ TOTAL ALL FUNDS 14,380,210$ 30,264,149$ 34,227,170$ -$ 10,417,189$ 1. The IT Equipment Replacement Fund reflects a use of FB with a transfer out to CIP for several scheduled IT projects. 2. The Library Capital Improvement Fund will show a decrease in FB each year with the use of funds for planned projects 3. Capital Project funding incorporates new revenues, grants not yet received, and transfers in. Prior year budgeted funds are shown as beginning fund balance carryforward amounts that are added to new revenue and funding to produce total available project budgets. Expenditure and Transfer out represent entire project budget amounts to allow for project encumbrances and completion. As most projects will not be fully expended in a fiscal year, remaining project balances will carry forward into the next fiscal year. 80 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 4 TOTAL REVENUES & TRANSFERS IN BY FUND FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Fund Name Actuals Actuals Adjusted Estimated Proposed General Fund City's General Fund 15,417,375$ 16,603,493$ 16,930,863$ 15,602,101$ 15,746,623$ Total General Fund 15,417,375 16,603,493 16,930,863 15,602,101 15,746,623 Special Revenue Funds CDBG Program Fund 277,271 26,524 127,203 47,732 332,517 Housing & Rehabilitation Program 14,301 17,906 3,200 2,900 3,000 Development Deposit Funds (24,365) - - - - Development Regulations *465,769 - - - - Environmental Funds * 338,621 - - - - Gas Tax Fund *990,717 - - - - Landscape & Lighting Districts 415,063 435,505 447,150 437,888 436,359 Total Special Revenue Funds 2,477,377 479,935 577,553 488,520 771,876 Debt Service Funds 2001 Series GO Bond 899,662 1,118,965 1,015,000 1,141,952 950,000 Total Debt Service Funds 899,662 1,118,965 1,015,000 1,141,952 950,000 Internal Service Funds Liability / Risk Management - 319,814 359,259 309,349 305,000 Workers Compensation - 247,000 270,920 270,920 260,000 Office Stores Fund - 75,685 67,000 65,575 50,000 Information Technology Services - 369,808 403,946 403,946 400,000 Vehicle & Equip Maintenance - 218,232 264,000 250,000 225,000 Building Maintenance - 724,514 807,081 807,378 750,000 Vehicle & Equipment Replacement 29,878 200,000 200,000 211,000 206,000 IT Equipment Replacement 14,000 52,103 51,303 51,303 58,008 Total Internal Service Funds 43,878 2,207,156 2,423,509 2,369,471 2,254,008 Trust Funds Library Capital Improvement Fund 19,424 14,116 19,500 10,300 10,000 KSAR Community Access Trust 3,331 3,799 42,500 36,000 65,200 Total Trust Funds 22,755 17,915 62,000 46,300 75,200 Capital Project Funds * Street Projects 226,158 148,123 6,863,053 300,000 7,475,761 Park & Trail Projects 236,134 - 2,400,888 100,000 1,986,963 Facility Projects 1,000 148,123 3,400 50,000 40,000 Administrative Projects - - - - - Total Capital Improvement Projects 463,292 296,246 9,267,341 450,000 9,502,724 Total Revenues 19,324,339$ 20,723,710$ 30,276,266$ 20,098,344$ 29,300,432$ Operating Transfers In General Fund 671,046 2,275,254 153,732 162,312 148,859 L&L Funds 43 - - 19,600 - Housing & Rehabilitation Fund - - - - - Vehicle & Equipment Replacement 50,000 - - - - IT Equipment Replacement 25,000 - - - - Building Maintenance Fund 50,000 15,000 - - - Capital Project Funds 2,821,205 2,280,514 2,185,780 2,005,000 814,858 Total Operating Transfers In 3,617,294 4,570,768 2,339,512 2,186,912 963,717 Total Revenues & Transfers In 22,941,633$ 25,294,478$ 32,615,778$ 22,285,256$ 30,264,149$ Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 81 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 5 TOTAL REVENUES & TRANSFERS IN BY FUND TYPE Transfers In 7.2% General Fund 51.9% Special Revenue Funds 1.8%Debt Service Funds 3.1% Internal Service Funds 7.4% Trust Funds 0.3% Capital Project Funds 28.4% FY 2009/10 REVENUES BY FUND FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Actuals Actuals Adjusted Estimated Proposed General Fund 15,417,375$ 16,603,493$ 16,930,863$ 15,602,101$ 15,746,623$ Special Revenue Funds 2,477,377 479,935 577,553 488,520 771,876 Debt Service Funds 899,662 1,118,965 1,015,000 1,141,952 950,000 Internal Service Funds 43,878 2,207,156 2,423,509 2,369,471 2,254,008 Trust Funds 22,755 17,915 62,000 46,300 75,200 Capital Project Funds 463,292 296,246 9,267,341 450,000 9,502,724 Total Revenues by Fund 19,324,339$ 20,723,710$ 30,276,266$ 20,098,344$ 29,300,432$ Operating Fund Transfers 796,089 2,290,254 153,732 162,312 148,859 CIP Fund Transfers 2,821,205 2,280,514 2,185,780 2,005,000 814,858 Total Revenues & Transfers In 22,941,633$ 25,294,478$ 32,615,778$ 22,265,656$ 30,264,149$ Notes: Prior Year Comparisons - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. Capital Budgets – Revenues and expenditures amounts show full receipt and expense of capital activities, reflecting full potential impact of capital projects 82 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 6 TOTAL EXPENDITURES & TRANSFERS OUT BY FUND FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Fund Name Actuals Actuals Adjusted Estimated Proposed General Fund City's General Fund 14,608,350$ 14,974,823$ 16,878,056$ 15,855,707$ 15,790,468$ Total General Fund 14,608,350 14,974,823 16,878,056 15,855,707 15,790,468 Special Revenue Funds CDBG Program Fund 266,134 - - - - Housing & Rehabilitation Program - - - - - Gas Tax Fund 1,156,890 - - - - Landscape & Lighting Districts 302,649 359,247 442,895 334,030 533,260 Total Special Revenue Funds 1,725,673 359,247 442,895 334,030 533,260 Debt Service Funds 2001 Series GO Bond 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 Total Debt Service Funds 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 Internal Service Funds Liability / Risk Management - 191,125 336,268 224,490 342,861 Workers Compensation - 199,265 270,920 269,287 265,881 Office Stores Fund - 43,069 60,000 57,606 54,200 Information Technology Services - 247,266 403,946 367,967 458,185 Vehicle & Equipment Maintenance - 204,818 247,905 221,167 237,953 Building Maintenance 89,088 642,264 807,081 710,435 791,198 Vehicle & Equip Replacement Funds 318,454 110,464 158,500 158,465 126,360 IT Equipment Replacement 90,241 17,340 55,400 54,908 66,200 Total Internal Service Funds 497,783 1,655,611 2,340,020 2,064,324 2,342,837 Trust Funds Library Capital Improvement Fund 38,874 7,782 70,000 64,140 15,000 KSAR Community Access Trust - 30,000 42,500 37,000 100,000 Total Trust Funds 38,874 37,782 112,500 101,140 115,000 Capital Project Funds Street Projects 1,347,970 2,258,571 9,478,719 1,710,346 9,391,596 Park & Trail Projects 554,499 300,378 4,012,401 1,042,290 2,953,488 Facility Projects 279,833 664,799 1,499,322 690,199 968,589 Administrative Projects - 68,439 219,841 119,982 274,859 Total Capital Project Funds 2,182,302 3,292,187 15,210,282 3,562,817 13,588,532 Total Expenditures 20,071,466$ 21,335,592$ 36,001,709$ 22,931,988$ 33,388,653$ Operating Transfers Out General Fund 2,607,834 3,325,968 1,543,500 1,543,500 350,000 Internal Service Funds - - - - 50,000 Development Deposit Funds 303,643 - - - - Environmental Funds 94,000 - - - - Landscape & Lighting Districts 46,706 168,000 - 28,180 - CDBG Fund 203,713 138,090 258,838 47,732 332,517 Library Capital Trust Fund to CIP - - 310,000 310,000 - Gas Tax Fund - 438,337 257,500 257,500 106,000 Capital Project Funds 222,422 484,907 - - - Total Operating Transfers Out 3,478,318 4,555,302 2,369,838 2,186,912 838,517 Total Expenditures & Transfers Out 23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 83 • • I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 7 TOTAL EXPENDITURES & TRANSFERS OUT BY FUND TYPE Transfers Out 2.8% CIP Funds 39.7% Trust Funds 0.4% Internal Service Funds 9.8% Debt Service Funds 3.0% Special Revenue Funds 1.6% General Fund 46.1% FY 2009/10 EXPENDITURES BY FUND FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Actuals Actuals Adjusted Estimated Proposed General Fund 14,608,350$ 14,974,823$ 16,878,056$ 15,855,707$ 15,790,468$ Special Revenue Funds 1,725,673 359,247 442,895 334,030 533,260 Debt Service Funds 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 Internal Service Funds 497,783 1,655,611 2,340,020 2,064,324 2,342,837 Trust Funds 38,874 37,782 112,500 101,140 115,000 Capital Project Funds 2,182,302 3,292,187 15,210,282 3,562,817 13,588,532 Total Expenditures by Fund 20,071,466$ 21,335,592$ 36,001,709$ 22,931,988$ 33,388,653$ Operating Fund Transfers 3,255,896 4,070,395 2,112,338 1,929,412 732,517 CIP Fund Transfers Out 222,422 484,907 257,500 257,500 106,000 Total Expenditures & Transfers 23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ Notes: Prior Year Comparisons - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. Capital Budgets – Revenues and expenditures amounts show full receipt and expense of capital activities, reflecting full potential impact of capital projects 84 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 8 TOTAL REVENUES & TRANSFERS IN BY CATEGORY FY 2009/10 Revenues by Category 963,717 9,502,724 2,173,008 355,210 364,342 331,200 1,711,531 651,017 1,328,750 505,000 150,000 1,739,000 9,553,649 935,000 - 2 ,0 0 0 ,0 0 0 4 ,0 0 0 ,0 0 0 6 ,0 0 0 ,0 0 0 8 ,0 0 0 ,0 0 0 1 0 ,0 0 0 ,0 0 0 1 2 ,0 0 0 ,0 0 0 Fund Transfers In: Capital Program Revenues Internal Service Charges Other Sources Rental Income Interest Income City Services Intergovernmental Fees, Licenses & Permits Business/Other Taxes Transient Occupancy Tax Franchise Fee Tax Sales & Use Tax Property Tax FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 % of Revenue Category Actuals Actuals Adjusted Estimated Proposed Total Property Tax 8,863,730 9,470,835 9,579,150 9,649,853 9,553,649 31.6% Sales Tax 994,680 1,057,977 986,000 1,041,956 935,000 3.1% Franchise Fee Tax 1,187,806 1,625,414 1,651,500 1,716,748 1,739,000 5.7% Transient Occupancy Tax 195,261 211,532 175,000 150,000 150,000 0.5% Business/Other Taxes 510,063 482,184 490,000 455,000 505,000 1.7% Fees, Licenses & Permits 1,548,213 1,750,274 2,049,075 1,126,904 1,328,750 4.4% Intergovernmental 1,784,993 454,828 634,694 389,460 651,017 2.2% Charge for Services 1,991,269 1,749,603 1,971,333 1,648,798 1,711,531 5.7% Interest Income 754,157 638,000 446,500 431,661 331,200 1.1% Rental Income 297,522 386,834 358,755 353,598 364,342 1.2% Other Sources 733,353 455,885 347,400 364,847 355,210 1.2% Operational Revenues 18,861,047$ 18,283,366$ 18,689,407$ 17,328,826$ 17,624,699$ 58.2% Internal Service Charges - 2,144,098 2,319,518 2,319,518 2,173,008 7.2% Capital Program Revenues 463,292 296,246 9,267,341 450,000 9,502,724 31.4% Total Revenues 19,324,339$ 20,723,710$ 30,276,266$ 20,098,344$ 29,300,432$ 96.8% Fund Transfers In: 3,617,294 4,570,768 2,339,512 2,186,912 963,717 3.2% Total Revenues & Transfers In 22,941,633$ 25,294,478$ 32,615,778$ 22,285,256$ 30,264,149$ 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 85 • • I ~ ~ ~ g ~ I ~ I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 9 TOTAL EXPENDITURES & TRANSFERS OUT BY CATEGORY FY 2009/10 Expenditures by Category 838,517 2,173,007 1,018,556 141,360 104,160 213,706 6,565,768 1,797,678 482,550 7,303,336 13,588,532 - 2 ,0 0 0 ,0 0 0 4 ,0 0 0 ,0 0 0 6 ,0 0 0 ,0 0 0 8 ,0 0 0 ,0 0 0 1 0 ,0 0 0 ,0 0 0 1 2 ,0 0 0 ,0 0 0 1 4 ,0 0 0 ,0 0 0 Fund Transfers Out: Capital Improvements Internal Service Charges Debt Service Fixed Assets Meetings, Event & Training Community Grants Consult & Contract Services Fees & Charges Materials & Supplies Salaries & Benefits FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 % of Expenditure Category Actuals Actuals Adjusted Estimated Proposed Total Salaries & Benefits 6,173,494 6,788,872 7,621,153 7,139,916 7,303,336 21.3% Materials & Supplies 990,690 502,757 515,625 442,173 482,550 1.4% Fees & Charges 1,380,877 1,156,618 1,740,211 1,610,935 1,797,678 5.3% Consultant & Contract Serv 7,343,270 6,372,470 7,007,725 6,335,438 6,565,768 19.2% Meetings & Training 70,431 74,729 137,275 85,198 104,160 0.3% Bldg/Infrastructure Projects 128,326 14,000 - - - 0.0% Community Grants & Events 182,793 189,934 203,464 164,764 213,706 0.6% Fixed Assets 781,657 148,373 228,500 257,260 141,360 0.4% Debt Service 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 3.0% Operational Expenditures 18,070,022 16,263,694 18,471,909 17,049,653 17,627,114 51.5% Internal Service Charges 55,600 1,779,711 2,319,518 2,319,518 2,173,007 6.3% Capital Improvements 1,934,330 3,292,187 15,210,282 3,562,817 13,588,532 39.7% Total Expenditures 20,059,952$ 21,335,592$ 36,001,709$ 22,931,988$ 33,388,653$ 97.6% Fund Transfers Out 3,489,832 4,555,302 2,369,838 2,186,912 838,517 2.4% Total Expenditures& Transfers 23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. Saratoga is a minimum services contract city that utilizes consultants and contract services extensively to provide services to the community. Examples include, Sheriff Services, animal control services, street sweeping, engineering consultants, and landscape maintenance services. 86 • • I ~ 6 I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 10 GENERAL FUND REVENUES BY DEPARTMENT Administrative Services 0.3%Community Development 12.4% Public Works 2.9% Recreation & Facilities 5.2% Public Safety 3.1% Non- Departmental 75.1% Transfers In 0.9% 2006/07 2007/08 2008/09 2008/09 2009/10 % of Departments Actuals Actuals Adjusted Estimated Proposed Total Council & Commissions 1,300$ 14,900$ 2,000$ 1,800$ 1,200$ 0.0% City Manager's Department 16,828 3,858 18,000 11,980 2,000 0.0% Administrative Services 35,307 34,869 33,000 54,662 42,650 0.3% Community Development 1,967,748 2,248,809 2,580,975 1,764,222 1,965,330 12.4% Public Works 215,533 549,319 584,438 493,176 466,000 2.9% Recreation & Facilities 900,731 900,093 1,032,000 747,737 829,943 5.2% Public Safety 683,973 585,153 502,500 520,203 495,000 3.1% Non-Departmental 11,595,955 12,266,492 12,177,950 12,008,322 11,944,500 75.1% Total General Fund Revenues 15,417,375$ 16,603,493$ 16,930,863$ 15,602,101$ 15,746,623$ 99.1% Fund Transfers In:499,735 2,275,254 153,732 153,732 148,859 0.9% Total Operating Revenues 15,917,110$ 18,878,747$ 17,084,595$ 15,755,833$ 15,895,482$ 100.0% .. Funding from Use of Deposits/Carryforwards/Designated Funds Theater Surcharge Deposit - - 43,500 43,500 - - 80,000 58,000 58,386 - Development Fund Balance - 99,447 75,000 75,000 75,000 Environmental Fund Balance - 40,000 66,735 66,735 50,000 CIP Fund Balance - - 1,400,000 1,400,000 250,000 Economic Stability FB - - - - 25,000 Total Operating Sources 15,917,110 19,098,194 18,727,830 17,399,454 16,295,482 Carryforward Funding Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 87 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 11 GENERAL FUND EXPENDITURES BY DEPARTMENT Fund Transfers Out 2.2% Non-Departmental 6.6% Public Safety 26.9% Recreation & Facilities 7.9% Public Works 27.9% Community Development 13.5% Administrative Services 5.6% City Manager's Department 8.3% Council & Commissions 1.1% 2006/07 2007/08 2008/09 2008/09 2009/10 % of Departments Actuals Actuals Adjusted Estimated Proposed Total Council & Commissions 220,552$ 163,592$ 218,431$ 221,212$ 174,071$ 1.1% City Manager's Department 911,446 1,151,615 1,393,889 1,305,199 1,332,299 8.3% Administrative Services 968,477 784,139 992,920 853,947 899,661 5.6% Community Development 1,870,026 2,238,738 2,711,580 2,454,654 2,185,602 13.5% Public Works 4,312,639 4,310,496 4,547,178 4,411,293 4,509,759 27.9% Recreation & Facilities 1,712,212 1,369,233 1,544,926 1,480,372 1,276,369 7.9% Public Safety 3,741,410 3,952,640 4,220,886 4,203,181 4,345,349 26.9% Non-Departmental 871,588 1,004,371 1,248,247 925,849 1,067,357 6.6% 14,608,350$ 14,974,823$ 16,878,056$ 15,855,707$ 15,790,468$ 97.8% Fund Transfers Out 2,607,834 3,325,968 1,543,500 1,543,500 350,000 2.2% Total Exp & Transfers Out 17,216,184$ 18,300,791$ 18,421,556$ 17,399,207$ 16,140,468$ 100.0% Total General Fund Exp Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 88 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 12 GENERAL FUND REVENUES BY CATEGORY Business & Other Taxes 3.2% Fees, Licenses & Permits 8.3% Intergovt'l 1.9% Char ge for Services 10.7% Rental Income 2.3% Fund Transfers In 0.9% Other Sources 1.8% Transient Occupancy Tax 0.9% Sales Tax 5.9% Franchise Fee Tax 10.5% Interest Income 2.0% Property Tax 51.4% FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 % of Revenue Category Actuals Actuals Adjusted Estimated Proposed Total Property Tax 7,577,444$ 7,922,815$ 8,122,000$ 8,076,074$ 8,175,500$ 47.5% Sales Tax 994,680 1,057,977 986,000 1,041,956 935,000 5.8% Franchise Fee Tax 1,187,806 1,623,318 1,611,000 1,681,748 1,675,000 9.4% Transient Occupancy Tax 195,261 211,532 175,000 150,000 150,000 1.0% Business & Other Taxes 510,063 482,184 490,000 455,000 505,000 2.9% Fees, Licenses & Permits 1,548,054 1,747,922 2,044,075 1,126,333 1,323,750 12.0% Intergovernmental 511,395 428,304 480,700 314,937 308,500 2.8% Charge for Services 1,235,931 1,738,918 1,964,334 1,643,223 1,701,531 11.5% Interest Income 714,976 615,731 420,000 420,361 320,000 2.5% Rental Income 297,522 386,834 358,755 353,598 364,342 2.1% Other Sources 644,243 387,958 279,000 338,870 288,000 1.6% Total Revenues 15,417,375$ 16,603,493$ 16,930,864$ 15,602,101$ 15,746,623$ 99.1% Fund Transfers In 499,735 2,275,254 153,732 153,732 148,859 0.9% Total Revenues & Transfers 15,917,110$ 18,878,747$ 17,084,596$ 15,755,833$ 15,895,482$ 100.0% Funding from Use of Deposits/Carryforwards/Designated Funds Theater Surcharge Deposit - - 43,500 43,500 - Funding Carryforward - 80,000 58,000 58,386 - Development Fund Balance - 99,447 75,000 75,000 75,000 Environmental Fund Balance - 40,000 66,735 66,735 50,000 CIP Fund Balance - 1,400,000 1,400,000 250,000 Economic Stability FB - - - - 25,000 Total Operating Sources 15,917,110 19,098,194 18,727,831 17,399,454 16,295,482 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 89 • • I I I I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 13 GENERAL FUND EXPENDITURES BY CATEGORY Materials & Supplies 1.6% Fees & Charges 4.2% Community Grants 1.3% Consultant Services 36.6% Meetings & Training 0.6% Internal Services Charges 12.3% Fund Transfers Out: 2.2% Salary & Benefits 40.6% FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 % of Expenditure Category Actuals Actuals Adjusted Estimated Proposed Total Salary & Benefits 5,492,133$ 6,172,956$ 6,870,136$ 6,499,851$ 6,549,203$ 40.6% Materials & Supplies 368,011 316,073 272,475 215,092 256,900 1.6% Fees & Charges 1,073,453 621,787 728,699 716,711 698,610 4.3% Consultant & Contract Services 5,707,332 5,516,722 6,443,407 5,964,567 5,936,590 36.8% Meetings, Events & Training 85,049 73,746 118,475 80,728 97,960 0.6% Community Grants & Events 182,793 189,934 203,464 164,764 213,706 1.3% Infrastructure/Bldg Projects 1,439,066 - - - - 0.0% Fixed Assets 204,913 30,127 - 24,655 - 0.0% Internal Services Charges 55,600 2,053,479 2,189,343 2,189,340 2,037,499 12.6% Total Expenditures 14,608,350$ 14,974,823$ 16,825,999$ 15,855,707$ 15,790,468$ 97.8% Fund Transfers Out:2,607,834 3,325,968 1,543,500 1,543,500 350,000 2.2% Total Expenditures & Transfers 17,216,184$ 18,300,791$ 18,369,499$ 17,399,207$ 16,140,468$ 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 90 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 14 $- $100 $200 $300 $400 $500 $600 $700 $800 Sunnyvale SARATOGA Santa Clara San Jose Palo Alto Mountain View Morgan Hill Monte Sereno Milpitas Los Gatos Los Altos Hills Los Altos Gilroy Cupertino Campbell Property Tax Sales Tax Transient Occupancy Tax Business License Tax GENERAL FUND TAX REVENUES CITIES OF SANTA CLARA COUNTY – TAX REVENUES PER CAPITA FY 2007/08 TAX REVENUE AMOUNTS AND PER CAPITA City Population Amount Per capita Amount Per capita Amount Per capita Amount Per capita Campbell 40,161 8,322,288 207 10,334,830 257 1,619,111 40 233,162 6 Cupertino 55,551 7,100,000 128 13,200,000 238 2,700,000 49 700,000 13 Gilroy 51,173 10,222,182 200 14,337,920 280 972,747 19 589,428 12 Los Altos 28,291 11,875,286 420 2,872,146 102 1,525,090 54 417,934 15 Los Altos Hills 8,837 3,205,734 363 59,322 7 233,529 26 Los Gatos 30,296 9,178,868 303 9,628,617 318 1,245,078 41 1,138,057 38 Milpitas 69,419 49,060,448 707 16,173,366 233 7,195,840 104 424,735 6 Monte Sereno 3,579 1,058,899 296 15,919 4 46,921 13 Morgan Hill 39,218 5,903,101 151 6,552,031 167 1,110,669 28 161,483 4 Mountain View 73,932 23,681,000 320 12,274,000 166 4,299,000 58 228,000 3 Palo Alto 63,367 23,084,000 364 22,623,000 357 7,976,000 126 San Jose 989,496 499,843,000 505 149,500,000 151 23,900,000 24 39,901,000 40 Santa Clara 115,503 27,606,138 239 40,515,991 351 11,268,817 98 866,657 8 SARATOGA 31,592 7,922,815 257 1,057,977 31 211,532 6 290,996 9 Sunnyvale 137,538 38,948,750 283 30,914,630 225 7,350,255 53 1,075,004 8 Average 115,864 48,480,780 418 21,999,185 190 5,487,508 47 3,307,565 29 Property Tax Sales Tax Transient Occupancy Business License NOTES: Property Tax – includes the additional VLF in Lieu revenues permanently received as Property Tax Sales Tax – includes the Sales Tax portion temporarily received as Property Tax effective with the Triple Flip 91 • • o o o ........., :::L-., I I :::J., I :::L-., f" =, I :::J '---, '------, I ::::;:::J I L, "------; • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 15 $- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 2000/01 Actuals 2001/02 Actuals 2002/03 Actuals 2003/04 Actuals 2004/05 Actuals 2005/06 Actuals 2006/07 Actuals 2007/08 Actuals 2008/09 Estimated 2009/10 Budgeted Property Tax Sales Tax Occupancy Tax Business License Tax GENERAL FUND REVENUES 10 YEAR HISTORY OF KEY TAX REVENUES Summary of Key Change from GF Tax Revenues Prior Year 2000/01 Actuals 2,065,051$ 1,349,381$ 324,912$ 398,643$ 4,137,986 (9.1%) 2001/02 Actuals 2,772,021$ 1,165,214$ 218,837$ 314,669$ 4,470,740 8.0% 2002/03 Actuals 2,929,208$ 1,118,394$ 160,639$ 304,081$ 4,512,322 0.9% 2003/04 Actuals 3,020,516$ 976,899$ 149,316$ 282,553$ 4,429,284 (1.8%) 2004/05 Actuals 5,334,406$ 1,011,721$ 146,607$ 298,823$ 6,791,557 53.3% 2005/06 Actuals 6,141,365$ 988,132$ 163,222$ 339,648$ 7,632,367 12.4% 2006/07 Actuals 7,577,444$ 994,680$ 195,261$ 303,787$ 9,071,172 18.9% 2007/08 Actuals 7,922,815$ 1,057,977$ 211,532$ 290,996$ 9,483,320 4.5% 2008/09 Estimated 8,076,074$ 1,041,956$ 150,000$ 310,000$ 9,578,030 1.0% 2009/10 Budgeted 8,175,500$ 935,000$ 150,000$ 325,000$ 9,585,500 0.1% Business License Tax Occupancy Tax Sales Tax Property TaxFiscal Year NOTES: FY 2004/05 Property Tax Revenues – reflects the ongoing permanent addition of approximately $2 million plus of VLF in Lieu Fees received as Property Tax resulting from the State’s Prop 1A Triple Flip Legislation FY 2006/07 Property Tax Revenues – reflects the ongoing permanent addition of approximately $760,000 plus of Property Tax revenues due to the increased City allocation share from TEA Legislation. 92 • • • o o o • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 16 GENERAL FUND FUND BALANCE ACTIVITY Estimated Plus Less Sources Estimated 7/1/2009 Transfers Transfers (Uses) of 6/30/2010 Balance Revenues In Expenditures Out Fund Balance Balance Reserved Fund Balance Reserve for Petty Cash 1,300 - - - - - 1,300 Unreserved Fund Balance Designated Reserves Operations Reserve 2,869,964 - - - - 57,400 2,927,364 Economic Uncertainty /Hillside 1,500,000 - - - - - 1,500,000 Designated for Liab Claims - - - - - - - Development Services Reserve 707,380 - - - - (75,000) 632,380 Environmental Services Reserve 613,182 - - - - (50,000) 563,182 Prior Year Encumbrances - - - - - - - Uncollected Deposits 289,454 - - - - - 289,454 Capital Projects Reserve 250,000 - - - 250,000 - - Economic Stability Reserve 25,000 - - - - (25,000) - Undesignated Reserves Undesignated Fund Balance 1,736,185 15,746,623 148,859 15,790,468 100,000 92,600 1,833,799 7,992,466$ 7,747,480$ GENERAL FUND Fund Balance Activity includes: Use of / Addition to GF Reserves: Total Fund Balance Reserves Fund Balance Reserves reflects the cumulative effect of revenues and other financing sources over expenditures and other financing uses. Reserved Fund Balance are legal obligations, whereas Unreserved Fund Balance includes 'Designated Reserves': and 'Undesignated Fund Balance reseves. Designated Reserves are funding held for a specific purpose of use. 'Undesignated Fund Balance' is estimated year-end fund balance not previously identified for a specific purpose, and is therefore available to buffer unplanned financial situations during the fiscal year. As year-end fund balance reflects an estimate, sound finanical practices suggest retaining a sufficient amount of undesignated fund balance to offset unexpected revenue shortfalls and operational expenditures. The General Fund Operating Reserve was established July 1, 1999 at $2,000,000 to provide operational cash flow funding for the General Fund. The reserve is adjusted at the end of each fiscal year by the amount of interest income earned on the balance in the reserve. FY 2009/10 revenue for this reserve includes earnings at an estimated 2.00% interest rate. The Economic Uncertainty /Hillside Reserve was established at $1,500,000 to be used in the case of fiscal uncertainty. This reserve provides relief in the case of unanticipated revenue shortfalls when fund balance would not be sufficient to cover the deficit. The use of this reserve requires approval from the City Council. This reserve is not adjusted for interest earnings. The Development and Environmental Services reserves reflect established funding sources for future years operating services. These reserve balances were established at FY 2006/07 year end with the closing of the individual special revenue funds. To provide a nexus between the funding source and use, these funds are appropriated as supplemental support for use in development and environmental programs. The Economic Stability Reserve was established in FY 2008/09 with prior year fund balance to mitigate the impacts stemming from the economic downturn expected to extend over the next several budget years. Due to the structural corrections made with the FY 2009/10 budget (staff reductions), only $25,000 was budgeted for use from the Economic Stability Reserve. As the State's budget crisis deepens, potential State takes may require additional use of this reserve in the current fiscal year. The Capital Project Reserve reflects funding designated for use to fund capital projects in the current fiscal year as of budget adoption. 93 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 17 SCHEDULE OF INTERFUND TRANSFERS Estimated Estimated Proposed Proposed 2008/09 2008/09 2009/10 2009/10 Transfers In Transfers Out Transfers In Transfers Out General Funds General Fund 162,312$ 1,543,500$ 148,859 350,000 Special Revenue Funds CDBG Program Fund 47,732 332,517 Housing & Rehabilitation Program Gas Tax Special Revenue Fund Landscape & Lighting Districts 19,600 28,180 Internal Service Funds Equipment Replacement Funds IT Equipment Replacement Building Maintenance Equipment Maintenance Information Technology Services 50,000 Office Stores Fund Risk Management/Liability Ins Workers Compensation Trust Funds Library Capital Projects 310,000 Capital Project Funds Street Projects 803,500 257,500 252,287 106,000 Parks & Trail Projects 125,000 250,000 Facility Projects 957,500 137,371 Administrative Projects 119,000 50,000 Total Interfund Transfers 2,186,912$ 2,186,912$ 838,517$ 838,517$ Fund Description Transfer from the CIP Streets Fund are comprised of: 1. $106,000 annual transfer to the General Fund for program administration Transfers to the CIP Fund are comprised of: 1. Streets: $252,287 from CDBG for Current and PY ADA street projects 2. Parks: $250,000 from General Fund for Mid-Peninsula Open Space Reserve project 3. Facilities: $100,000 from the General Fund and $37,371 from CDBG for various facility projects 4. Administrative: $50,000 from the IT Equipment Fund for various IT projects FY 2009/10 Interfund Transfers Out Transfer from the General Fund are comprised of: 1. $100,000 annual transfer to the CIP Facilitiies Fund for projects 2. $250,000 to CIP Parks for Mid-Peninsula Open Space land purchase project Transfer from the CDBG Fund are comprised of: 1. $15,000 annual transfer to the General Fund for program administration 2. $27,859 to the Grants program for SASCC Grant 3. $158,023 to the Streets Program for ADA projects FY 2009/10 Interfund Transfers In Transfer to the General Fund are comprised of: 1. $27,859 from the CDBG Fund for Human Services Grants 2. $15,000 from the CDBG Fund for administration of the program 3. $106,000 from the CIP Gas Tax Fund to reimburse Engineering and Administrative Services 94 • • I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 18 FUND BALANCE ACTIVITY FY 2009/10 7/1/2009 Plus Plus Less Less Addition to/ 6/30/2010 Estimated Revenues & Transfers Exp & Transfers (Use of) Estimated Balance Carryfwds In Carryfwds Out Fund Bal Balance General Fund Reserved Fund Balance Reserved for Petty Cash 1,300 - - - - - 1,300 Unreserved Fund Balance Designated Operations Reserve 2,869,964 - - - - 57,399 2,927,363 Economic Uncertainty Reserve 1,500,000 - - - - - 1,500,000 Development Services Reserve 707,380 - - - - (75,000) 632,380 Environmental Services Reserve 613,182 - - - - (50,000) 563,182 Uncollected Deposits Reserve 289,454 - - - - - 289,454 Capital Improvement Reserve 250,000 - - - 250,000 - - Prior Year Encumbrances - - - - - - - Economic Stability Reserve 25,000 - - - - (25,000) - Undesignated Undesignated Fund Balance 1,736,185 15,746,623 148,859 15,790,468 100,000 92,601 1,833,800 Total General Fund 7,992,466$ 15,746,623$ 148,859$ 15,790,468$ 350,000$ - $ 7,747,480$ Special Revenue Funds Landscape & Lighting Districts 285,965 436,359 - 533,260 - - 189,064 CDBG Program Fund - 332,517 - - 332,517 - - Housing & Rehabilitation Pgm 209,558 3,000 - - - - 212,558 Total Special Revenue Funds 495,523$ 771,876$ -$ 533,260$ 332,517 $ -$ 401,622$ Debt Service Funds 2001 Series GO Bonds 981,602 950,000 - 1,018,556 - - 913,046 Total Debt Service Funds 981,602$ 950,000$ -$ 1,018,556$ -$ -$ 913,046$ General Fund Undesignated Fund Balance reflects the operating budget's ongoing revenues, expenditures, carryforwards, transfers in and out, and the use of fund balance reserves. Designated Fund Balance reflects both legal requirements and Council directed reserves. The Operations Reserve grows by the annual investment rate earned by the City each year, and ensures cash availability for operations. The Economic Uncertainty Reserve was established at $1.5 million for emergency funding use. The Environmental and Gas Tax Special Revenue Funds were closed effective with the FY 2007/08 budget. The Gas Tax Fund activity was reallocated to the Capital Improvement Plan, and the Environmental Fund activities were reallocated to the General Fund as the special franchise fee were eliminated in FY 2006/07. The Development Special Revenue Funds were closed in prior years. Transactions are to be reclassed to development activities in the General Fund in FY 2007/08, and fund balances are to be cleared out to the GF Development Reserve. Debt Service Funds reflectsCity debt. The City issued General Obligation Bonds in 2001, for the library expansion project. The Fund reflects the property tax assessment receipts and the debt principal and interest payments made during the fiscal year. Fund Balance reflects the City's reserve for this debt issuance. 95 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 19 FUND BALANCE ACTIVITY FY 2009/10 7/1/2009 Plus Plus Less Less Source & 6/30/2010 Estimated Revenues & Transfers Expenditures & Transfers (Use) of Estimated Balance Carryforwards In Carryforwards Out Reserves Balance Internal Service Funds Liability / Risk Management 213,548 305,000 - 342,861 - - 175,687 Workers Compensation 49,368 260,000 - 265,881 - - 43,487 Office Stores Fund 40,585 50,000 - 54,200 - - 36,385 IT Services 158,520 400,000 - 458,185 - - 100,335 Vehicle & Equip Maintenance 42,245 225,000 - 237,953 - - 29,292 Building Maintenance 198,304 750,000 - 791,198 - - 157,106 Vehicle & Equip Replacement 150,646 206,000 - 126,360 - - 230,286 IT Equipment Replacement 312,705 58,008 - 66,200 50,000 - 254,513 Total Internal Service Funds 1,165,920$ 2,254,008$ -$ 2,342,837$ 50,000$ -$ 1,027,091$ Trust Funds Library Capital Improvement 330,089 10,000 - 15,000 - - 325,089 KSAR Trust Fund 37,661 65,200 - 100,000 - - 2,861 Total Trust Funds 367,750$ 75,200$ -$ 115,000$ - $ -$ 327,950$ Capital Improvement Plan Funds Street Projects 1,769,548 7,475,761 252,287 9,391,596 106,000 - - Parks & Trails Projects 716,525 1,986,963 250,000 2,953,488 - - - Facility Projects 791,018 40,000 137,571 968,589 - - - Administrative Projects 99,859 - 175,000 274,859 - - - Total Capital Improvement Funds 3,376,950$ 9,502,724$ 814,858 $ 13,588,532$ 106,000$ -$ -$ FUND BALANCE TOTALS 14,380,210$ 29,300,432$ 963,717$ 33,388,653$ 838,517$ - $ 10,417,189$ The City holds two trust funds in a fiduciary capacity: The Library Bond's Capital Maintenance Project Reserve, and the KSAR Community Access Television Foundation Investment Funds. Both funds earn interest on their fund balance at the City's investment rates.The Leonard Road Fund was closed with the FY 2006/07 Year End and any remaining fund balance will transfer to the General Fund. The above CIP funds are included at a summary level. Capital revenues include all outstanding funding sources identified as a source of funds for projects as approved in the fiscal year, however not all funding will become available in the fiscal year. In addition, estimated expenditures is temporarily shown as appropriated expenditures in FY 2007/08, and will be reduced to actuals at year-end.. The City maintains Internal Service Funds to provide full operational costing for services. Three of the funds are equipment replacement sinking funds which charge back to the departments the cost of the assets, to ensure the City is setting aside funding, and to charge an apporpriate annual cost for the asset. Fund balance reflects the accumulated funding for asset replacement to date. The remaining funds provide for the cost of the services and'or insurance in a fair, allocated manner. Over time, fund balances will build up to provide a funding reserve as needed. 96 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 20 FUND BALANCE RESERVES 5 YEAR COMPARATIVE HISTORY 6/30/2006 6/30/2007 6/30/2008 6/30/2009 6/30/2010 Actual Actual Actual Estimated Budgeted YE Balance YE Balance YE Balance YE Balance YE Balance General Fund Reserved Reserved for Petty Cash 1,300 1,300 1,300 1,300 1,300 Reserve for Retiree Medical - 62,500 - - - Development Deposits - 604,909 - - - Designated Operations Reserve 2,554,149 2,688,036 2,808,164 2,869,964 2,927,363 Economic Uncertainty 1,500,000 1,500,000 1,500,000 1,500,000 1,500,000 CIP Project Reserve 614,997 450,000 1,200,000 250,000 - Designated for Liab Claims - 38,695 - - - Prior Year Encumbrances - 253,875 58,386 - - Designated for Economic Stability - - - 25,000 - Designated for Uncollected Deposits - - 289,454 289,454 289,454 Reserve for Carryforwards - Op - 80,000 - - - Reserve for Carryforwards - CIP - 47,000 - - - Development Services Fund 1,339,563 776,192 782,380 707,380 632,380 Environmental Services Fund 909,759 710,667 679,917 613,182 563,182 Designated for Recreation (31,783) (30,291) - - - Designated for Teen Services (38,728) (42,654) - - - Undesignated Undesignated Fund Balance 2,807,537 1,740,529 2,216,238 1,736,185 1,833,800 Total General Fund Reserves 9,656,794 8,880,759 9,535,840 7,992,466 7,747,480 Special Revenue Funds Landscape & Lighting Districts 250,317 316,116 190,687 285,965 189,064 CDBG Program Fund (11,137) - - - - Housing & Rehabilitation Pgm 198,522 202,368 206,658 209,558 212,558 Pavement Mgmt Closeout 604,509 438,337 - - - Engineering Development Funds - 4,182 - - - Development Deposit Funds - (30,199) - - - Total Special Revenue Funds 1,042,210 930,804 397,345 495,523 401,622 Debt Service 2001 Series Library GO Bonds 865,379 746,557 853,619 981,602 913,046 Leonard Road Bond - 7,742 - - - Total Debt Service 865,379 754,299 853,619 981,602 913,046 Internal Service Liability / Risk Management - - 128,689 213,548 175,687 Workers Compensation - - 47,735 49,368 43,487 Office Stores Fund - - 32,616 40,585 36,385 IT Services - - 122,541 158,520 100,335 Vehicle & Equip Maintenance - - 13,412 42,245 29,292 Building Maintenance 53,546 (15,618) 101,361 198,304 157,106 Vehicle & Equip Replacement 247,149 8,573 98,110 150,646 230,286 IT Equipment Replacement 403,520 352,279 316,309 312,705 254,513 Total Internal Service Reserves 704,215 345,235 860,774 1,165,920 1,027,091 Fund Balance Reserves 97 III III III III CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 21 FUND BALANCE RESERVES 5 YEAR COMPARATIVE HISTORY 6/30/2006 6/30/2007 6/30/2008 6/30/2009 6/30/2010 Actual Actual Actual Estimated Budgeted YE Balance YE Balance YE Balance YE Balance YE Balance Trust & Agency Library Capital Improvement 704,004 684,553 693,929 330,089 325,089 KSAR Trust Fund 61,531 64,862 38,661 37,661 2,861 Total Trust & Agency Reserves 765,535 749,415 732,590 367,750 327,950 Capital Project Funds Street Project Funds 3,070,138 1,703,304 1,955,994 1,769,548 - Park & Trail Project Funds - 1,464,309 1,502,397 716,525 - Facility Improvement Funds - 441,991 515,315 791,018 - Administrative Project Funds - - 100,841 99,859 - Total Capital Projects Funds 3,070,138 3,609,604 4,074,547 3,376,950 - TOTAL RESERVES 16,104,271$ 15,270,115$ 16,454,715$ 14,380,210$ 10,417,189$ Fund Balance Reserves GRAPHIC REPRESENTATION OF 5 YEAR GENERAL FUND AND TOTAL FUND – FUND BALANCE HISTORY WITH 5 YEAR TREND PROJECTION - 4,000,000 8,000,000 12,000,000 16,000,000 20,000,000 2 0 0 4 /0 5 2 0 0 5 /0 6 2 0 0 6 /0 7 2 0 0 7 /0 8 2 0 0 8 /0 9 2 0 0 9 /1 0 2 0 1 0 /1 1 2 0 1 1 /1 2 2 0 1 2 /1 3 2 0 1 3 /1 4 General Fund Balance Total Fund Balance Note - FY 2009/10 fund balance and five years forward reflect the full expenditure of the Capital Budget in the first year, thereby causing a steep drop and a continued zero balance from that point forward in the graph above. The full appropriation of the capital project budget is to allow for full encumbrance and completion of the projects during the fiscal year, however in most cases this will not occur and project balances will roll forward into the following fiscal year. 98 • • I -+---0- n ..0.. Lr LI , .. '-.,. n .... ,/" .... --......~ .. T T T • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 22 DEPARTMENT REVENUES BY PROGRAM FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Actuals Actuals Adjusted Estimated Proposed Council & Commissions 1101 City Council 16,450 14,400 1,200 1,800 1,200 1102 City Commissions - 500 800 - - Total Council & Commissions 16,450$ 14,900$ 2,000$ 1,800$ 1,200$ City Manager's Department 2101 City Manager's Office - - 1,000 1,000 - 2102 City Clerk 1,678 3,858 17,000 10,980 2,000 2103 Human Resources - - - - - Total City Manager's Department 1,678$ 3,858$ 18,000$ 11,980$ 2,000$ Finance & Administrative Services Department 3101 Finance Services 35,307 34,869 33,000 54,662 42,650 3102 Office Stores Fund - 75,685 67,000 65,575 50,000 3201 Information Technology Services - 369,808 403,946 403,946 400,000 3202 IT Equipment Replacement 14,000 52,103 51,303 51,303 58,008 Total Finance & Administrative Services 49,307$ 532,465$ 555,249$ 575,486$ 550,658$ Community Development 4101 Development Services 627,582 731,759 742,260 560,127 520,080 4102 Advanced Planning 47,303 71,993 200,000 120,000 160,000 4103 Code Compliance 1,330 25,509 13,715 15,842 14,150 4201 Building & Inspection Services 1,267,168 1,419,548 1,625,000 1,068,253 1,271,100 4301 CDBG Program Fund 277,271 26,524 127,203 47,732 332,517 4302 Housing & Rehabilitation Pgm Fund 14,301 17,906 3,200 2,900 3,000 Total Community Development 2,234,955$ 2,293,239$ 2,711,378$ 1,814,854$ 2,300,847$ Public Works Department 5101 General Engineering 102,672 122,480 85,000 75,000 75,000 5102 Development Engineering - 130,195 236,500 100,162 151,000 5103 Environmental Services - 26,517 25,000 12,849 8,500 5201 Streets & Storm Drains - 3,061 - 69,123 - 5301 Parks & Landscape Maintenance 105,540 267,066 237,938 236,042 231,500 5202 Vehicle & Equipment Maintenance - 218,232 264,000 250,000 225,000 5203 Vehicle & Equipment Replacement 29,878 200,000 200,000 211,000 206,000 5302 Landscape & Lighting Districts 415,063 435,505 447,150 437,888 436,359 5xxx Equipment Operations *7,321 - - - - 5xxx Development Regulations *465,769 - - - - 5xxx Environmental Funds 338,621 - - - - 5xxx Gas Tax Fund *990,717 - - - - Total Public Works Department 2,455,581$ 1,403,056$ 1,495,588$ 1,392,064$ 1,333,359$ * Represents programs which were realigned effective with the FY 2007/08 budget. Note - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures that were previously accounted for in Special Revenue Funds (i.e. $600,000 of staffing in the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. 99 • • I I I I I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 23 DEPARTMENT REVENUES BY PROGRAM FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Actuals Actuals Adjusted Estimated Proposed Recreation & Facilities Department 6101 Recreation Services 786,105 646,708 837,000 573,500 643,543 6102 Teen Services 16,012 11,258 20,000 2,662 2,500 6201 Facility Rentals 98,614 242,127 175,000 171,575 183,900 6202 Building Maintenance - 724,514 807,081 807,378 750,000 Total Recreation Department 900,731$ 1,624,607$ 1,839,081$ 1,555,115$ 1,579,943$ Public Safety 7101 Public Safety Services 674,170 580,932 495,000 520,027 495,000 7102 Emergency Preparedness 9,803 4,221 7,500 176 - Total Public Safety 683,973$ 585,153$ 502,500$ 520,203$ 495,000$ Non-Departmental 8101 General Administration 11,565,185 12,194,599 12,127,950 12,003,881 11,944,500 8201 Legal Services 30,770 71,893 50,000 4,441 - 8301 Community Grants - - - - - 8302 Community Events - - - - - 8401 Risk Management/Liability Ins - 319,814 359,259 309,349 305,000 8501 Workers Compensation - 247,000 270,920 270,920 260,000 8601 2001 Series Bond Debt Service Fund 899,662 1,118,965 1,015,000 1,141,952 950,000 8701 Library Capital Improvement Fund 19,424 14,116 19,500 10,300 10,000 8702 KSAR Community Access 3,331 3,799 42,500 36,000 65,200 Total Non-Departmental 12,518,372$ 13,970,186$ 13,885,129$ 13,776,843$ 13,534,700$ Capital Improvement Projects 9100 Street Projects 226,158 148,123 6,863,053 300,000 7,475,761 9200 Park & Trail Projects 236,134 - 2,400,888 100,000 1,986,963 9300 Facility Projects 1,000 148,123 3,400 50,000 40,000 9400 Administrative Projects - - - - - Total Capital Improvement Projects 463,292$ 296,246$ 9,267,341$ 450,000$ 9,502,724$ Operating Transfers In 8101 General Fund - Non-Departmental 499,735 2,275,254 153,732 162,312 148,859 8101 General Fund - Recreation 171,311 - - - - 3201 IT Services Fund 25,000 - - - - 5302 L&L Funds 43 - - 19,600 - 5203 Vehicle & Equip Replacement Fund 50,000 - - - - 6202 Building Maintenance Fund 50,000 15,000 - - - 9999 Capital Projects - Streets 917,173 803,500 252,287 9999 Capital Projects - Parks & Trails 125,000 125,000 250,000 9999 Capital Projects - Facilities 1,024,607 957,500 137,571 9999 Capital Projects - Administrative 2,821,205 2,280,514 119,000 119,000 175,000 Total Operating Transfers In 3,617,294$ 4,570,768$ 2,339,512$ 2,186,912$ 963,717$ Total Revenues and Transfers In 22,941,633$ 25,294,478$ 32,615,778$ 22,285,256$ 30,264,149$ * Represents programs which were realigned effective with the FY 2007/08 budget. Note - Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures that were previously accounted for in Special Revenue Funds (i.e. $600,000 of staffing in the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. 100 • • I I I I I I I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 24 DEPARTMENT EXPENDITURES BY PROGRAM FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Actuals Actuals Adjusted Estimated Proposed Council & Commissions 1101 City Council 106,939 145,317 187,316 197,032 147,106 1102 City Commissions 113,613 18,275 31,115 24,180 26,965 Total Council & Commissions 220,552$ 163,592$ 218,431$ 221,212$ 174,071$ City Manager's Department 2101 City Manager's Office 416,435 573,977 690,851 629,253 680,200 2102 City Clerk 247,466 269,701 352,392 334,873 290,381 2103 Human Resources 247,545 307,937 350,646 341,073 361,718 Total City Manager's Department 911,446$ 1,151,615$ 1,393,889$ 1,305,199$ 1,332,299$ Finance & Administrative Services Department 3101 Finance Services 715,032 784,139 992,920 853,947 899,661 3xxx Management Information Systems * 253,445 - - - - 3102 Office Stores Fund - 43,069 60,000 57,606 54,200 3201 Information Technology Services - 247,266 403,946 367,967 458,185 3202 IT Equipment Replacement 90,241 17,340 55,400 54,908 66,200 Total Finance & Administrative Services 1,058,718$ 1,091,814$ 1,512,266$ 1,334,428$ 1,478,246$ Community Development 4101 Development Services 875,702 972,894 1,228,263 1,033,213 943,780 4102 Advanced Planning 103,553 61,575 199,328 198,940 159,284 4103 Code Compliance 143,900 213,305 236,968 224,896 193,332 4201 Building & Inspection Services 746,871 985,353 1,047,021 997,605 889,206 4301 CDBG Program Fund 266,134 - - - - 4302 Housing & Rehabilitation Pgm Fund - - - - - Total Community Development 2,136,160$ 2,238,738$ 2,711,580$ 2,454,654$ 2,185,602$ Public Works Department 5101 General Engineering 341,760 577,673 539,442 591,621 525,471 5102 Development Engineering - 176,996 299,638 179,489 190,111 5103 Environmental Services - 440,683 514,779 470,271 533,975 5201 Streets & Storm Drains 1,893,466 1,319,186 1,294,846 1,299,392 1,295,351 5301 Parks & Landscape Maintenance 1,300,868 1,795,957 1,898,473 1,870,520 1,964,850 5xxx Equipment Operations *188,204 - - - - 5202 Equipment Maintenance - 204,818 247,905 221,167 237,953 5203 Vehicle & Equipment Replacement 318,454 110,464 158,500 158,465 126,360 5302 Landscape & Lighting Districts 302,649 359,247 442,895 334,030 533,260 5xxx Development Regulations *144,630 - - - - 5xxx Integrated Waste Management *61,711 - - - - 5xxx Storm Water Management *382,000 - - - - 5xxx Gas Tax Fund *1,156,890 - - - - Total Public Works Department 6,090,632$ 4,985,025$ 5,396,478$ 5,124,955$ 5,407,332$ * Represents Programs which were closed or realigned effective in the FY 2007/08 budget Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. 101 • • • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 25 DEPARTMENT EXPENDITURES BY PROGRAM FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10 Actuals Actuals Adjusted Estimated Proposed Recreation & Facilities Department 6101 Recreation Services 862,295 941,212 1,093,189 1,027,013 903,824 6102 Teen Services 113,566 123,487 132,881 124,925 65,601 6201 Facility Rentals 736,351 304,534 318,856 328,433 306,944 6203 Building Maintenance 89,088 642,264 807,081 710,435 791,198 Total Recreation Department 1,801,300$ 2,011,497$ 2,352,007$ 2,190,807$ 2,067,567$ Public Safety 7101 Public Safety Services 3,588,502 3,937,033 4,177,577 4,175,253 4,313,597 7102 Emergency Preparedness 152,908 15,607 43,309 27,928 31,752 Total Public Safety 3,741,410$ 3,952,640$ 4,220,886$ 4,203,181$ 4,345,349$ Non-Departmental 8101 General Administration 411,895 532,476 605,262 495,903 548,810 8201 Legal Services 276,900 281,961 439,521 265,183 304,841 8301 Community Grants 168,948 167,538 174,564 152,328 193,156 8302 Community Events 13,845 22,396 28,900 12,436 20,550 8401 Liability / Risk Management - 191,125 336,268 224,490 342,861 8501 Workers Compensation - 199,265 270,920 269,287 265,881 8601 2001 Series Bond Debt Service Fund 1,018,484 1,015,941 1,017,956 1,013,969 1,018,556 8701 Library Capital Improvement Fund 38,874 7,782 70,000 64,140 15,000 8702 KSAR Community Access - 30,000 42,500 37,000 100,000 Total Non-Departmental 1,928,946$ 2,448,484$ 2,985,891$ 2,534,735$ 2,809,655$ Capital Improvement Projects 9100 Street Projects 1,347,970 2,258,571 9,478,719 1,710,346 9,391,596 9200 Park & Trail Projects 554,499 300,378 4,012,401 1,042,290 2,953,488 9300 Facility Projects 279,833 664,799 1,499,322 690,199 968,589 9400 Administrative Projects - 68,439 219,841 119,982 274,859 Total Capital Improvement Projects 2,182,302$ 3,292,187$ 15,210,282$ 3,562,817$ 13,588,532$ Operating Transfers Out 8101 General Fund 2,607,834 3,255,234 1,543,500 1,543,500 350,000 8101 Development Deposits Fund 303,643 - - - - 8101 Environmental Funds to GF 94,000 - - - - 3202 IT Equipment Replacement to CIP - 70,734 - - 50,000 4301 CDBG Fund to GF & CIP 203,713 138,090 258,838 47,732 332,517 5302 Landscape & Lighting Districts 46,706 168,000 - 28,180 - 8701 Library Capital Trust Fund to CIP - - 310,000 310,000 - 9111 Pavement Mgmt - Fund Closeout - 438,337 - - - 9100 Capital Projects - Streets 222,422 484,907 257,500 257,500 106,000 9200 Capital Projects - Parks & Trails - - - - - 9300 Capital Projects - Facilities - - - - - 9400 Capital Projects - Administrative - - - - - Total Operating Transfers Out 3,478,318$ 4,555,302$ 2,369,838$ 2,186,912$ 838,517$ Total Expenditures and Transfers Out 23,549,784$ 25,890,893$ 38,371,547$ 25,118,900$ 34,227,170$ * Represents Programs which were closed or realigned effective in the FY 2007/08 budget Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. 102 • • I I I I I I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 26 TOTAL FUNDED STAFF BY DEPARTMENT 2005/06 2006/07 2007/08 2008/09 2009/10 Full Time Equivalents (FTE)Funded Funded Funded Funded Funded City Manager's Department City Manager 1.00 1.00 1.00 1.00 1.00 Assistant City Manager 0.80 0.80 1.00 1.00 1.00 Executive Assistant to CM 1.00 1.00 1.00 1.00 0.75 City Clerk 1.00 1.00 1.00 1.00 1.00 Human Resources Manager 1.00 1.00 1.00 1.00 1.00 Administrative Analyst I, II - - 1.00 1.00 1.00 Total FTEs 4.80 4.80 6.00 6.00 5.75 Administrative Services Department Administrative Services Director 1.00 1.00 1.00 1.00 1.00 Supervising Accountant 1.00 1.00 1.00 1.00 - Accountant - 1.00 1.00 1.00 1.00 Accounting Technicians - 2.00 2.00 2.00 3.00 Office Specialists I, II, III 2.75 - - - - IT Administrator 1.00 1.00 1.00 1.00 1.00 IT Technician/MIS Assistant - - 1.00 - - Total FTEs 5.75 6.00 7.00 6.00 6.00 Community Development Department Community Development Director 1.00 1.00 1.00 1.00 1.00 Senior Planner 1.00 1.00 1.00 1.00 1.00 Assistant/Associate Planner 3.00 3.00 3.00 3.00 2.00 Plan Check Examiner/Engineer 1.00 1.00 1.00 1.00 1.00 Arborist - 1.00 1.00 1.00 1.00 Building Official 1.00 1.00 1.00 1.00 1.00 Building Inspector 3.00 3.00 3.00 3.00 2.00 Office Specialist I, II, III 2.00 2.00 2.00 2.00 2.00 Code Compliance Specialist 1.00 1.00 1.00 1.00 1.00 Total FTEs 13.00 14.00 14.00 14.00 12.00 Public Works Department Public Works Director 1.00 1.00 1.00 1.00 1.00 Senior Engineer - - - 1.00 1.00 Assistant/Associate Engineer 2.00 3.00 3.00 1.00 1.00 Administrative Analyst I, II 1.00 1.00 1.00 1.00 1.00 Office Specialist I, II, III 1.75 1.75 1.75 1.75 1.75 Parks Maintenance Supervisor/Mgr 1.00 1.00 1.00 1.00 1.00 Parks Maintenance Lead 1.00 1.00 1.00 1.00 1.00 Parks Maintenance Specialist 1.00 1.00 1.00 1.00 1.00 Parks Maintenance Worker I, II, III 6.00 6.00 6.00 6.00 6.00 Street Maintenance Supervisor 1.00 1.00 1.00 1.00 1.00 Street Maintenance Lead - 1.00 1.00 1.00 1.00 Street Maintenance Specialist - 1.00 1.00 1.00 1.00 Street Maintenance Worker I, II, III 5.00 3.00 4.00 4.00 4.00 Total FTEs 20.75 21.75 22.75 21.75 21.75 103 • • I I I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 27 TOTAL FUNDED STAFF BY DEPARTMENT 2005/06 2006/07 2007/08 2008/09 2009/10 Funded Funded Funded Funded Funded Recreation & Facilities Department Recreation Department Director 1.00 1.00 1.00 1.00 1.00 Senior Recreation Supervisor 1.00 1.00 1.00 1.00 1.00 Recreation Supervisor 1.00 2.00 2.00 1.00 1.00 Recreation Program Coordinator 1.00 - - 1.00 - Facility Coordinator 0.60 0.60 0.60 0.60 0.60 Office Specialist I, II, III 1.75 2.00 2.00 1.00 1.00 Account Clerk - - - 1.00 0.75 Facility Maintenance Supervisor 1.00 1.00 1.00 1.00 1.00 Facility Maintenance Lead - 1.00 1.00 1.00 1.00 Facility Maintenance Worker I, II, III 3.00 2.00 2.00 2.00 2.00 Total FTEs 10.35 10.60 10.60 10.60 9.35 Public Safety Department City Manager - - - - - Assistant City Manager 0.20 0.20 - - - Total FTEs 0.20 0.20 - - - TOTAL STAFF FTEs 54.85 57.35 60.35 58.35 54.85 2005/06 2006/07 2007/08 2008/09 2009/10 Funded Funded Funded Funded Funded City Manager's Department HR Admin Assistants 1,400 1,400 1,800 1,600 1,600 Student Interns - - 240 - 900 Executive Assistant 900 900 - 800 - Administrative Services Department Sr. Accountant - - - 960 960 Accountant/Budget Analyst 1,040 1,040 1,040 - - Accounting Technician - - 1,040 2,000 - IT Intern 1,052 1,040 - 2,000 2,080 Community Development Department Forestry Intern - - 940 940 940 Planning Intern - - 450 450 - Account Clerk - - - 1,200 1,200 Public Works Department Engineering Inspectors - 1,840 1,840 1,840 92 Maintenance Workers 2,080 4,080 2,080 2,080 2,080 Recreation & Facilities Department Facility Attendents 1,700 1,700 1,700 1,700 1,200 Recreation Leaders 5,390 4,300 4,300 4,300 2,034 Total Annual Hours 13,562 16,300 15,430 19,870 13,086 Temporary Hours converted to FTEs 6.52 7.84 7.42 9.55 6.29 Total FTEs 61.37 65.19 67.77 67.90 61.14 FUNDED HOURLY STAFFING BY DEPARTMENT 104 • • I I I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 28 STAFFING BY DEPARTMENT 0 10 20 30 40 50 60 70 2005/06 2006/07 2007/08 2008/09 2009/10 Five Year Staffing Trend Recreation Department Public Works Community Dev elopment Administrative Services City Manager's Department Full Time Equivalents (FTE) 2005/06 2006/07 2007/08 2008/09 2009/10 Funded Funded Funded Funded Funded City Manager's Department 4.80 4.80 6.00 6.00 5.75 Administrative Services 5.75 6.00 7.00 6.00 6.00 Community Development 13.00 14.00 14.00 14.00 12.00 Public Works 20.75 21.75 22.75 21.75 21.75 Recreation Department 10.35 10.60 10.60 10.60 9.35 Public Safety 0.20 0.20 - - - Total Staff by Department 54.85 57.35 60.35 58.35 54.85 TOTAL STAFF BY DEPARTMENT 105 • • [] [] • I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 29 STAFFING SUMMARIES 0 10 20 30 40 50 60 70 2005/06 2006/07 2007/08 2008/09 2009/10 5 Year History of Department Staffing by Fund General Fund Internal Service Funds Special Revenue Funds Full Time Equivalents (FTE) 2005/06 2006/07 2007/08 2008/09 2009/10 Funded Funded Funded Funded Funded General Fund City Manager's Department 4.80 4.80 5.70 5.70 5.70 Administrative Services 4.55 4.75 4.80 4.85 4.85 Community Development 13.00 14.00 14.00 14.00 12.00 Public Works 13.51 14.00 22.05 21.05 21.05 Recreation Department 10.35 10.60 6.85 6.65 5.20 Public Safety 0.20 0.20 - - - Total General Fund FTEs 46.41 48.35 53.40 52.25 48.80 Internal Service Funds City Manager's Department - - 0.30 0.30 0.05 Administrative Services 1.20 1.25 2.20 1.15 1.15 Public Works - - 0.70 0.70 0.70 Recreation Department - - 3.75 3.95 4.15 Total Internal Service Funds 1.20 1.25 6.95 6.10 6.05 Special Revenue Funds Public Works 7.24 7.75 - - - Total Special Revenue Funds 7.24 7.75 - - - Total FTEs 54.85 57.35 60.35 58.35 54.85 TOTAL DEPARTMENTAL STAFF BY FUND 106 • • .= r==; == r--r= = = r----- D D I • • CITY OF SARATOGA FINANCIAL SUMMARIES June 3, 2009 Version B - 30 107 • • • • Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 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: 2009 Summer Issue of The Saratogan RECOMMENDED ACTION: Accept report and direct staff accordingly. BACKGROUND: The spring issue of The Saratogan was mailed to residents in April 2009 and the summer issue will be sent in July 2009. The newsletter is used as a tool to improve communications with residents and ensure the public has access to important information. In the past it has been used to conduct public surveys and call attention to City services. The spring issue featured articles on sustainability and included topics such as water conservation, environmentally friendly park management, and the upcoming community garage sale. The newsletter also had articles on the new website, Ask Jana, the City’s business license audit, the neighborhood association joint meeting, and Recreation Department summer camps. Staff has started developing article topics for the next issue of The Saratogan. The stories are centered on “Accountability” and will highlight stories on how the City is responsibly using public resources to meet the needs of the community. Below is a preliminary list of feature and supplementary articles. Feature Articles: · Maintaining infrastructure for commerce and convenience · City government transparency · Government services, such as building inspections, that ensure public safety Supplementary Articles: · Ask Jana · Creating community through recreation · Kevin Moran Park grand opening 108 Page 2 of 2 · Community garage sale · Property crime prevention To ensure The Saratogan meets the expectations of the City Council, staff is seeking input for the summer issue. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: Staff will move forward without Council input on the theme, article topics, or other aspects of the summer issue of The Saratogan. ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: The Saratogan 2009 spring issue 109 SaratoganTheCITY o f S A RATOG A CALIF O R N I A1956 Spring 2009 Community Garage Sale Springing into Summer Garage Sales This summer residents have the opportunity to reduce waste and earn some spare change during the city-sponsored community garage sale. This event will take place on August 8, 2009 with registration starting in June 2009. The City will provide free citywide advertising, a listing of garage sale locations on the website, garage sale tips for those who register, and donation collection sites for unsold items and electronic waste. Sustainable Saratoga The City of Saratoga has made the urban canopy a top priority, which helps keep the community sustainable. Trees perform critical ecological functions, such as fi ltering storm water and breaking down harmful pollutants, that protect Saratoga’s environment. Last year, the City planted 50 trees and treated more than 400 trees. Additionally, Saratoga was recognized as a Tree City USA—a special award given to cities that have demonstrated dedication to the urban forest. Trees are one of the many ways Saratoga is promoting sustainability. In this issue of The Saratogan learn more about what is being done to keep your City sustainable. •• Garage Sale •• Residents play a critical role in diverting waste from landfi lls by recycling, composting, and other reduction techniques. This year, the City is making it easier to reduce waste through a community garage sale, which will help residents sell unwanted items instead of disposing them. Read more below. •• Water Conservation •• Many California cities face the possibility of water rationing and the effects of below average rain levels. Conserving water now helps protect precious water resources. Read about water conservation tips on page 2. •• Environmentally Friendly Park Management •• There are many ways to adopt environmentally friendly practices, including the ways in which landscaping is maintained. Turn to page 2 to see how Saratoga parks are sustainably managed. 110 The Saratoga annual cleanup is scheduled for July 13, 2009 -September 18, 2009. Specific dates and information will be mailed to residents. Azule Park in Saratoga Water Saving Tips This marks the third consecutive year of drought conditions in California. Conserving water supplies is essential to the sustainability of Saratoga and other cities in the Bay Area, which is why the Santa Clara Valley Water District has called for mandatory water rationing this summer. Residents play a key role in this effort; here are a few simple changes residents can make to help preserve water resources: Installing water-effi cient appliances and fi xtures. Up to 18 gallons of water • a day can be saved by using a high-effi ciency washing machine. Replacing high-fl ow showerheads and toilets with low-fl ow fi xtures • will save as much as 16 gallons of water a day. Using drip irrigation and mulch around landscaping can save 40 – 55 gallons of water each day. • Visit http://www.valleywater.org/conservation for more tips and information. Keeping Green Parks “Green” The City of Saratoga’s Department of Public Works is doing its part to create a sustainable Saratoga. While many park management plans call for spraying entire parks with toxic chemicals, Saratoga uses less toxic products and minimizes their use by focusing control only in areas with weeds. This means residents can enjoy healthier parks throughout the City. Grass requires constant maintenance, from regular mowing and watering to replacing worn areas with fresh turf. By replacing worn grass areas in El Quito and Congress Springs parks with decomposed granite paths, Saratoga is reducing its water usage by over 500,000 gallons a year! The new paths allow rainwater to soak through and do not require fertilizers, pesticides, weed control, or mowing. Savor Saratoga Sustainability is about more than just the environment. It is important to ensure Saratoga has a sustainable business environment. Supporting the local economy is as easy as buying from Saratoga businesses. Remember—stop, shop, and savor Saratoga. 111 Ask Jana Got Code Enforcement questions? Ask Jana! Send your questions to Jana Rinaldi at 13777 Fruitvale Avenue, Saratoga CA 95070 or by email to jrinaldi@saratoga.ca.us. Conceptual website design Dear Jana, There is a car parked in front of my house, which has been there for three days. I am concerned the vehicle has been abandoned. Are there any City regulations that prohibit this car form being parked in front of my house? Parking Problem Paul Dear Paul, Parking on the street is open to public use, unless marked as a special parking zone. If a vehicle has been parked on a street that is not marked as a special parking zone for more than 72 hours then it can be reported to me at (408) 868-1214 or jrinaldi@saratoga.ca.us. Be sure to report the vehicle location, make, model, color, and license plate number. I will then post a notice on the vehicle indicating that it will be towed in 72 hours if not moved. Jana Dear Jana, I was driving down Saratoga Avenue on a Saturday afternoon and noticed a bunch of real estate signs at the signals. I thought it looked a little ridiculous and I would like to know if there are rules that regulate open house signs. Sign Investigator Dear Sign Investigator, There are several rules in the City’s Municipal Code that regulate real estate signs. Real estate signs are not allowed on • medians. The City allows up to one sign for an • open house to be displayed in any given intersection. Open house signs can be displayed until • 6:00 p.m. during winter and until 8:00 p.m. from spring to fall. If any sign is in violation of City regulations, then I will remove it. A $20 fee is charged for retrieval of the sign. If you see any signs that are not in compliance with our Municipal Code, you can contact me at (408) 868-1214 or jrinaldi@saratoga.ca.us to report the signs. Jana New City Website Coming Soon! Finding important information and conducting City business online will be even easier this summer! Earlier this year, the City began working with Civica Software to develop a new website with a focus on user convenience. Residents can expect the new City website to refl ect Saratoga’s natural beauty, feature easy to use navigation tools, allow users to fi nd needed information and resources more quickly, and offer interactive tools, such as email subscriptions. For more information, contact Crystal Morrow at cmorrow@saratoga.ca.us or (408) 868-1275. 112 1sA'RAT Postal Customer Local PRSRT STD U.S. Postage PAID Saratoga, CA Permit No. 136 ECRWSS The Saratogan 13777 Fruitvale Avenue Saratoga, CA 95070 C I T Y o f S ARATO G A CALIFO R N I A1956 Happy Saratoga Summer Campers Got ideas for The Saratogan? Send story ideas or comments to Crystal Morrow at cmorrow@ saratoga.ca.us or (408) 868-1275. Neighborhood Association Joint Meeting Summer Camps Get A New Look Even though its only spring, it’s not too early to start planning for Summer Camps! The Recreation Department is excited to present a re-vamped program that offers more fl exibility, affordability, and increased activities for the participants. With a new weekly format, parents can sign up for a single week rather than a two-week session. Camps include a new Discovery Camp for older children (8-10 years) that focuses on science projects and will offer a weekly fi eld trip (e.g. the new California Academy of Sciences). The popular Nature & Camp Caterpillar Camps will be returning and will include an array of eco-friendly activities.The Adventure Camp (8-10 yrs), Teen X-treme Adventures (11-14 yrs), and Leader-in-Training program (13-16 yrs) will also be held this summer. Sign up now at www.saratoga.ca.us/ recreation or call (408) 868-1249 for more information. City Business License Audit Are you a business owner in Saratoga? Did you know Saratoga’s Municipal Code requires companies doing business in Saratoga to register and obtain a business license from the City? The City has hired MuniServices, a fi nance services fi rm, to conduct a comprehensive business license audit and contact unregistered businesses. The purpose of the audit is to apply the business license code equitably and educate business owners about the requirements of the City’s ordinance. For more information, contact the City’s MuniServices representatives at their toll free number (800) 987-0999 or by fax at (559) 275-0289. Business license applications can be found on the City’s website at www.saratoga.ca.us/onlineforms.html under “Business License Forms”. Celebrate Trees, Participate in Arbor Day :: April 24, 2009 at 3:30 p.m. in Beauchamps Park, located at Beauchamps Lane and Bowhill Court — Residents are invited to enjoy refreshments, help plant an oak tree, learn more about how trees keep Saratoga sustainable, and take a seedling to plant at home. For more information, visit www.saratoga.ca.us. Attention Neighborhood Groups! The City Council will hold the second annual Homeowner and Neighborhood Associations joint meeting on June 17, 2009 at 5:30 p.m. in the Joan Pisani Community Center. For more information or to register, contact Debbie Bretschneider at debbieb@saratoga.ca.us or (408) 868-1216. 113 ---[ ) Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 3, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Curtis Boone DIRECTOR: Barbara Powell Records Management Intern Assistant City Manager Richard Taylor City Attorney SUBJECT: Approval of New City of Saratoga Records Retention Schedule RECOMMENDED ACTION: Accept report and approve the new records retention schedule. BACKGROUND: In the early 1980’s the City hired a consultant to create a records management program and retention schedule. Since then, the records retention schedule has not been updated to accommodate changes in the types of records and documents created by the City. This has necessitated that a new retention schedule be developed to more accurately depict the current status of the City’s records. As a result, the periodic destruction of old records has been put on hold, and a new retention schedule is being presented to the Council for approval to ensure compliance with the State’s laws relating to public records. In creating this new retention schedule, staff reviewed the best practices of other California government agencies and incorporated information from each of the City’s Departments. Input and review was received from Office Specialists, Department Heads, the City Clerk, and the City Manager, and other employees with specific oversight of programs or with an understanding of a division’s processes for handling records. The compiled list of records was then reviewed by the City Attorney to verify and update the legal citations and official retention requirements. If approved, the updated retention schedule will ensure the City is in compliance with State records retention requirements. Additionally, adoption of the retention schedule will allow the City to begin the process of destroying long-expired documents that are no longer relevant to the City’s operations. Destruction of any City record will subsequently require City Council approval. The records retention schedule is a key component of the City’s records management plan. The overall plan development is in-process and should be ready for City council consideration later 114 Page 2 of 2 this summer. Once adopted, the plan will help increase government transparency by improving the City’s ability to respond to Public Records Act requests. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The City will continue to rely on the outdated retention schedule that does not encompass many records that have been generated since it was created in the 1980’s. Consequently, expired records will continue to accumulate, and staff will be unable to continue development of a records management plan. ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Process expired records for destruction, following Council approval. Develop records management plan. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: Proposed City of Saratoga Records Retention Schedule Attachment B: Proposed City of Saratoga Records Retention Schedule Legend 115 Date Issued: Revision #: Revised: Record Series Official Retention Citation V H C Description Audit Records P GC 34090 Records relating to the review and monitoring of any accounting or financial records to ensure compliance with GAAP standards and the City’s procedures. Audit reports and records created in the creation of audit report. Banking Records AU+5 GC 34090; 26 CFR 31.6001- 1 Records related to bank transactions including deposit of funds, bank statements, bank reconciliations, disbursements, and wire fund transfers. Bond Documents CL+10 GC 34090; CCP 337.5 X Bonds, revenue records relating to interest bearing certificates (negotiable instruments) issued by City to raise revenues, including certificates of participation and any non-discharged debt. General Ledger P GC 34090; CCP 337 X Summary of all financial accounts. Records relating to postings to the General Ledger. Grants, Financial Records CL+5* GC 34090 X Grant information and documentation, including financial data, for all grants applied for by the City. *Certain grants may have individual requirements. Refer to grant's close-out procedures. Journal AU+7 GC 34090; CCP 337 X Records balancing bank accounts with transfers, corrections, and the general ledger. Public Financing Authority - Financial Records P GC 34090, 40802, 53901 Annual financial reports, annual assessment district reports, staff reports for finalizing bonds, and other financial records relating to the City's Public Financing Authority. Accounts Payable AU+4 GC 34090 Records relating to payment of financial obligations (money owed by the City). Includes vendor and contractor invoices, bills, statements and any non-discharged debt. Also includes delivery receipts and employee travel reimbursements, petty cash requests for reimbursement, check requests, and expense reports. Bids and Proposals, Successful T+4*GC 34090; CCP 337 X Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. *T = term of the contract. Bids and Proposals, Unsuccessful T+4*GC 34090; CCP 337 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. *T = Term of associated contract. Checks AU+5 GC 34090; CCP 337 X Includes canceled and voided checks. Physical checks returned by the bank, or CD's containing digital images of cancelled checks, received monthly from the bank. Check Registers CU+7 GC 60201 X Records listing individual checks issued, and the date, payee, amount and purpose of each expense. Fixed Assets AU+4 GC 34090; 26 CFR 301 65- 1(F); CCP 337 X Records relating to the acquisition, depreciation, accrual, and disposal of fixed assets. Levy records, Instructor or Vendor CU+6 26 CFR 16001-1; 29 CFR 1627.3(a), (b)(2); CCP 337 Records relating to funds levied on payments to instructors or vendors due to withholding orders from federal, state, or other agencies. Purchase Order Files AU+4 GC 34090; CCP 337 X Copies of Purchase Orders issued by the City to sellers or service providers, detailing products or services ordered, terms of sale, and payment agreement. Tax Records, Vendor AU+7 29 USC 436 X X Forms 1099 filed for reporting payments to vendors. CITY OF SARATOGA RECORDS RETENTION SCHEDULE Approved By… ACCOUNTS PAYABLE ACCOUNTING ADMINISTRATIVE SERVICES Page 1 of 19116 Record Series Official Retention Citation V H C Description Accounts Receivable AU+4 GC 34090 X Records related to accounting for money owed to the City, where the City sends out billing invoices. Business License Files T+4 GC 34090; CCP 337 XXRecords related to business licenses, including applications, copies of issued licenses, and audits. Cash Receipts AU+4 CCP 337, 338 X Records related to payment received by the City. Includes, cash, check, and credit card payments. Includes records relating to property taxes collected by the state and disbursed to Saratoga. Budgets, Approved P GC 34090 X Records relating to internal planning and financial management. Includes budget vs. cost reports, summaries, worksheets, goals and objectives and milestones. Official City budgets as approved by City Council. Budget Adjustments P GC 34090 X Records of alterations to the budget due to changes in City revenue or expenditures, requiring approval from the City Council. Budgets, Proposed CU+2 GC 34090 Budgets presented to City Council for approval, but not approved. Agendas, Commissions and Committees Association Files CU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Contracts and Agreements CL+4 CCP 337 X Contracts and agreements that do not require approval by the City Council. Generally contracts under $25,000, not capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Contracts and Agreements, Council Approved CL+10 GC 34090 X Contracts and agreements requiring City Council approval. Includes all contracts over $25,000. Most capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Official contract filed with the City Clerk. Delegation of Authority - Signature Authorization Forms P GC 34090, City Policy Records authorizing specified employees to sign for and approve certain activities or documents during the absence of the individual normally authorized to do so. Master Plans/ Strategic Plans SU+2 GC 34090 X Special or long-range program plans and goals for the City, e.g., coordination of services. Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council- related. Minutes, Commissions and Committees Opinions SU+2 GC 34090, 6254 X Written legal opinions resulting from research on a given topic. Order Forms, Stores CU+2 GC 34090 Completed forms for ordering supplies. Photographs SU+2* GC 34090d * Physical prints or digital images. Records of City events, landmarks, programs, facilities, etc. *Review for historic value before destruction. Reference Files, External Sources SU+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. Reference Files, Internal SU+2 GC 34090 City-generated files used as reference. Computer System Administration SU+5 GC 34090 X X Records regarding activities to maintain and ensure continued operation of computer systems and applications. E-Mail Archives CU+3 GC 34090; City Policy XX Archived e-mail shall be maintained for three years; however, this does not override any specific retention requirements of individual records series. E-mails that constitute records must be preserved according to their retention periods elsewhere in this schedule. Refer to COMMISSIONS AND COMMITTEES Refer to COMMISSIONS AND COMMITTEES ACCOUNTS RECEIVABLE GENERAL ADMINISTRATION - Administrative Services INFORMATION TECHNOLOGY BUDGETS Page 2 of 19117 Record Series Official Retention Citation V H C Description Network Configuration SU+5 GC 34090; CCP 337.2 X Network information systems (LAN/WAN) configuration maps and plans. Records relating to the infrastructure and set-up of servers. Security Clearance Records SU+5 GC 34090 X X Records related to authorizing employees or contractors to have access to a City computer system, system module or the data stored in a computer system or system module. Generally tracks permissions by position or employee classifications. Software Application Files CL+4 CCP 337 X Records related to software applications owned by the City. Includes software registrations and records related to the maintenance of software applications. Licenses, authorization codes for support services. Deferred Compensation Records T+5 GC 34090; 26 CFR 31.6001- 1; 29 CFR 1627.3(2) XX Reports and payment records by pay period. Employee contributions and City payments. Employee Payroll Files CU+6 26 CFR 16001-1; 29 CFR 1627.3(a) XX Records relating to individual employees, including new hire, termination, salary, benefits, deductions, employee benefit enrollment forms, direct deposit authorization, W-4, DE-4, and employee authorizations for deductions. Payroll - Employee Timesheets AU+6 GC 34090; 29 CFR 516.2; 20 CFR 516.6(1); IRS Reg. 31.6001- 1(e)(2); R&T 19530; LC 1174(d) XX Timesheets, signed by employee, supervisor, and department head, for audit and FEMA Reports. Includes applicable sign attachments: requests for time off, overtime authorization. Payroll - Organization Reports AU+2 GC 34090 X Reports listing City costs by employee and program. Payroll Registers P GC 34090, 37207 XXSalary, benefits, and deduction information, filed by pay period. Monthly, quarterly, fiscal year and calendar year reports. Payroll - Salary and Deduction Registers T+4 GC 34090; 22 CCR 1085-2; 29 CFR 516.2, 516.5, 516.6; 26 CFR 31.6001- 1; LC 1174(d) XX Records including garnishments, adjustments, deduction authorizations, and PERS (Public Employee Retirement System) deductions. PERS Payroll Reports CU+6 X X Report to CalPERS detailing employee salary information and retirement contributions by pay period. Premium Billings CU+6 26 CFR 16001-1; 29 CFR 1627.3(a), (b)(2) XX Medical, dental, vision, life, disability, supplemental insurances. Tax Records, Employee P 26 CFR 31.6001-1 XX Records relating to the maintenance of information about tax liabilities, withholding and payment of taxes, records related to payment of State and Federal taxes including 1096 and annual W-2 Forms, and the quarterly and annual DE-6 and DE-7 forms. Account Reconciliation AU+5 GC 34090 Reports showing month-to-month status of balance sheet accounts. Annual Financial AU+7 GC 34090.7 X Annual financial reports describing the financial status of the City, and related records. Bank Reconciliation AU+5 26 CFR 31.6001-1 X Reports comparing balances of cash accounts and bank books. State Controller P GC 34090 X Reports mandated by the State Controller, detailing the City's revenues and expenditures for purposes of funding. Published by State, which may destroy after 5 years. Treasurer's AU+5 GC 34090 Monthly reports, including balance sheets. PAYROLL REPORTS Page 3 of 19118 Record Series Official Retention Citation V H C Description Agendas, City Council P GC 34090, City Policy Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for City Council. Agenda packets, including staff reports and attachments. Applications, Commissions and Committees - Not Selected CL+2 GC 34090 Citizen applications for vacancies on City commissions or committees, where the applicant was not selected. Applications, Commissions and Committees - Selected T+5 GC 34090, 40801 Citizen applications for vacancies on City commissions or committees, where the applicant was selected to fill the position. Assessment Districts P GC 34090 X Original documentation of assessment districts in City. Delivery Receipts CU+2 GC 34090 Records documenting receipt of items sent by certified mail or hand delivered (e.g., appeals). Easements, Dedications, Rights-of- Way P GC 34090 Records relating to easements, rights-of-way, and other dedications associated with construction or subdivision projects. Franchises P GC 65864, 65869.5, 34090; CCP 337.2, 343; 5 CCR 16023 Records related to franchise agreements with the City, e.g. cable. Includes subdivision agreements, contracts for sale or purchase of property, grant of easements, etc. Lobbyist Reporting Forms T+2 GC 34090 Forms filed with the State regarding City's lobbyist consultants. Meetings, Audio/Visual Recordings CU+3 mos. GC 34090.7 Recordings of City Council meetings, when used for minute preparation. May have historic value. Minutes, Council Meetings P GC 34090(d), 36814, 40801 XX Records regarding meeting minutes, resolutions, actions and decisions of the City Council. Includes administrative orders, minute orders and minute actions. Municipal Code P GC 34090 X The City's Municipal Code, with supplements and changes included. Plaques P X Records of plaques in the City. Includes tree and bench dedication plaques. Proof of Service Forms CL+2 GC 34090 Legal forms confirming delivery of official documents either by hand or through Certified Mail, for documents sent by the City. Public Record Requests CL+2 GC 34090 X Records reflecting Public Record Act (PRA) and Freedom of Information Act (FOIA) requests and material sent in response to same. Records Destruction Approvals & Certificates P GC 34090 Documents certifying (confirming) the destruction of official records that have been approved for destruction. The certification attests to the fact that destruction was accomplished in accordance with applicable procedures. Records Inventory CU+2 GC 34090; 80 OPS Atty. Gen. 106 X Inventory of non-current or inactive records holdings and location, indices. Records Management Files CL+2 GC 34090 Records regarding the management of City records, including records maintenance and transfer records. Does not include the retention schedule or destruction certificates. Records Retention Schedules SU+2 CCP 343 X X The document that lists each record series and the associated retention times, characteristics, responsible division, and legal citations, if applicable. Recorded Documents P X X Official version of documents recorded by the County Recorder's Office. Statements of Economic Interest, Employees CU+7 GC 81009(e), (f); 82006; 87200 et seq. Form 700 detailing employee's financial assets and investments that might create a conflict of interest. Required of various City employees including City Manager, City Clerk, department managers, and certain consultants. CITY CLERK CITY MANAGER'S OFFICE Page 4 of 19119 Record Series Official Retention Citation V H C Description Campaign Disclosure, Elected P GC 81009 (b) (g) FPPC Filings, including forms 410, 460, 496, and 497, which provide a record of candidate's financial activities during a campaign, where the candidate was subsequently elected. Campaign Disclosure, Not Elected E+5 GC 81009 (b) FPPC filings, including forms 410, 460, 496, and 497, which provide a record of candidate's financial activities during a campaign, where the candidate was not elected. Candidate Information Request Forms T+4 EC 17100(a) Forms filed with the City and the Registrar of Voters detailing candidate information, contact information to be disclosed to the public, and signature count. Candidate Intention Statements, Elected P GC 81009(b)Forms 501 filed with City Clerk, declaring candidates' intention to run for City Council, where the Candidate was elected. Candidate Intention Statements, not Elected CU+5 GC 81009(b) Forms 501 filed with City Clerk, declaring candidates' intention to run for City Council, where the Candidate was not elected. Candidate Statements of Qualification E+4* Candidate Statements of Qualification submitted by candidates for inclusion in ballot. *(For past elections in which a sample ballot has not been saved, Statements of Qualifications should be saved permanently) Certificates of Election E+2 EC 17300 et seq. Original reports and statements, records used to certify election results. Chinese Given Name Translation Forms E+2 EC 17300 et seq ., GC 34090 Forms, filed with the City and the Registrar of Voters, which provide each candidate's Chinese given name or preferred transliteration for an upcoming ballot, or approval for the Registrar of Voters to create a transliteration. Declarations of Intent to Install Temporary Political Signs E+2 GC 34090 Forms signed by candidates agreeing to remove temporary political signs promptly after an election and pay a fee to the City if failing to do so. Fair Campaign Practices Signature Forms E+1 EC 20442 The State's Code of Fair Campaign Practices, and the City's Pledge of Fair Campaign Practices, signed voluntarily by candidates for City Council. History P GC 34090 X History of elections: sample ballots, certificates of election, staff reports, and resolutions regarding elections. Nomination Papers, successful T+4 EC 17100(a); GC 81009(b) The circulated petition for nomination of a candidate for City Council, including names, signatures, and addresses of registered voters, where enough signatures were verified for the petition to be successful. Nomination Papers, unsuccessful E+4 EC 17100(a); GC 81009(b) The circulated petition for nomination of a candidate for City Council, including names, signatures, and addresses of registered voters, where the petition was unsuccessful. Notifications and Publications E+2 GC34090 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election. Oaths of Office T+6 GC 34090; 29 USC 1113 Oath of office forms filled out by elected officials and certified by the City Clerk. Petitions, Elections- related E+1 EC 17200, 17400 Petitions received by the City, including initiative, referendum, or recall petitions. Kept from date of filing or election. Statements of Economic Interest, Elected Officials T+7 GC 81009 (e), (f); 82006; 87200 et seq. Forms 700 filed with the City Clerk, and forwarded to the Fair Political Practices commission. Details financial assets and investments that may present a conflict of interest. Statements of Economic Interest - Not Elected CU+7 GC 81009 (e), (f); 82006; 87200 et seq. Forms 700 filed with the City Clerk during a campaign for City Council, where candidate was not elected. Drill and Exercise Records CU+10 GC 34090 Documents relating to the City's emergency drills and exercises. Emergency Operations Plan SU+2 GC 34090 X The City's plan for preparing for and handling a variety of disasters and emergency situations. EMERGENCY SERVICES * Please note that elections are administered by the Santa Clara County Registrar of Voters. The City does not handle or retain ballots or voter registration. ELECTIONS* Page 5 of 19120 Record Series Official Retention Citation V H C Description Emergency Recovery Records CU+25 GC 34090 Records documenting the City's long-term recovery efforts after a disaster or emergency. Includes records relating to City collaboration with County, State or Federal agencies, and non-profit organizations. Emergency Response Records CU+25 GC 34090 X Records detailing the work of formal City volunteers, spontaneous volunteers, and City staff during a declared emergency. Also includes records documenting activities of emergency operations center (EOC). Grant Records and Agreements, Emergency Preparedness CL+5* GC 34090 X Documents related to grants awarded for emergency preparedness efforts. Including applications, agreements, progress and financial reports and compliance paperwork. Primarily Homeland Security grants. *Certain grants may have individual requirements. Refer to grant's close- out procedures. Grant Records, Unsuccessful CL+2 GC 34090 Emergency preparedness grants applied for by the City, where the grant was not awarded. Public Emergency Preparedness Files CU+2 GC 34090 Records relating to City efforts to involve the public in emergency preparations, including records relating to Community Emergency Response Team training. Includes Disaster Service Worker files. Training Records, Emergency CU+10 GC 34090 Records relating to the training of employees for dealing with emergency situations and evacuations. Administrative Decisions and History P GC 34090 X Administrative records determined to have historic value; i.e., records related to significant decisions, projects, or programs of City staff. Administrative Policies SU+2 GC 34090, 40801 All City policies and procedures, including appropriate policy manuals and handbooks. Records documenting the implementation of management and administrative policies and directions for various City functions. Administrative Records CU+2 GC 34090 Records of a general nature including copies of memos, letters, chronological files, calendars, day timers, phone messages etc. that pertain to the general administrative activities and duties of the Department. Agendas, Commissions and Committees Association Files CU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Bids and Proposals, Successful T+4*GC 34090; CCP 337 X Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. *T = term of the contract. Bids and Proposals, Unsuccessful T+4* GC 34090 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. *T = Term of associated contract. Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Master Plans/ Strategic Plans SU+2 GC 34090 X Special or long-range program plans and goals for the City, e.g., coordination of services. Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council- related. Minutes, Commissions and Committees Order Forms, Stores CU+2 GC 34090 Completed forms for ordering supplies. Photographs SU+2* GC 34090d * Physical prints or digital images. Records of City events, landmarks, programs, facilities, etc. *Review for historic value before destruction. Public Comments and Correspondence CU+2 GC 34090 Communications (written, voice, or digital) from the public on City matters, not included in Council meeting minutes. Includes official responses from Mayor, City Council, or City Manager. GENERAL ADMINISTRATION - City Manager's Office Refer to COMMISSIONS AND COMMITTEES Refer to COMMISSIONS AND COMMITTEES Page 6 of 19121 Record Series Official Retention Citation V H C Description Publications and Presentations CU+2 GC 34090 Records related to providing information to the public and to staff about City activities. Includes internal and external newsletters, news clippings, brochures, and press releases. Records of presentations to the City Council, or to public groups by members of the Council or City staff. Associated working files, such as graphics used in document creation, where applicable. Reference Files, External Sources SU+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. Reference Files, Internal SU+2 GC 34090 City-generated files used as reference. Reports, General CU+2 GC 34090 Reports generated by staff, relating to status or progress of routine City activities. Not agenda-related reports. Special Projects CU+2 GC 34090 Records relating to special projects carried out by the department. Cal OSHA T+25 Forms 300-A Annual Summary and 301 City Volunteer Program Records T+2 GC 34090 X Records of the activities and administration of the City's volunteer program, including all records maintained on active and non-active volunteers. COBRA Files T+10 29 CFR 1627.3; 29 CFR1602.30. 32 XX May include enrollment application, release authorizations, copies of proof of premium payment, if applicable. Disaster Service Worker Volunteer Program Records T+2 www.oes.ca.g ov; Disaster Service Worker Volunteer Program XX The Registration form with oath or affirmation shall be filed within 30 days of the date it was taken to the HR division or designated department as the official repository for Disaster Service Worker records and required in the event of a volunteer workers compensation injury. Employee Handbooks (Personnel Rules and Policies) SU+5 GC 12946, 34090 X Employees Personnel Files T+10 GC 34090; 29 CFR 1627.3; 29 CFR 1602.30.32 XX Official records of personnel history for all active City employees of regular status (full-time and part-time) or temporary status (non- benefited full-time and part-time). Includes all job actions such as new hire paperwork, certifications, performance appraisals, personnel action changes, warning and discipline letters, commendations, emergency contact information, and records of leave taken under family leave laws. Separated employees’ personnel files are kept as a personnel history record. Not a public record. Employment Applications CU+2 GC34090; GC 12946; 29 CFR 1627.3 Applications submitted for existing or anticipated job openings. Immigration T+5 Immigration Reform/ Control Act 1986 XX I-9 Form; proof of eligibility to work in the United States of America. Insurance, Workers Compensation P GC 6410; 29 CFR 1910.20 X Workers Compensation records relating to employee industrial claims history. Insurance administered through ABAG. Medical Leaves of Absence T+5 FMLA 1993 US OSHA; 29 CFR 1910.20; 29. CFR1602.30. 32; 49 CFR 192-9 X Records filed as part of a request for leave of absence. May include application and applicable medical records. Negotiations P 29 USC Sec 211(C); 29 CFR 516 XX Contracts, MOUs, correspondence, and official meeting notes HUMAN RESOURCES Page 7 of 19122 Record Series Official Retention Citation V H C Description Position Recruitment CU+3 GC 12946; GC 6250 et seq.; 29 CFR 1602 et seq.; 29 CFR 1607; 29 CFR 1627.3 X May include applications and resumes for those not hired, eligibility list, examination material and answer sheets, job announcements, written correspondence with applicants such as rejection letters or invitations to the next phase of the process. Retirement Plans P GC 12946, 34090, 29 CFR 1627.3(2) XX PERS and Deferred Retirement Plan(s) Documents. Note: Employees enrollment information is maintained in the Personnel Files. Salary Range Tables and Job Descriptions CU+2 GC 12946, 34090 XX Includes classification salary range tables, classification studies and survey's. Note: Only the most current salary range tables and job descriptions are vital records. Training Records and Tuition Reimbursement Program T GC 6250 et seq.XX The City tracks all supervisory employees two hours of harassment training required by California Law AB 1825, required training is every two years. Unemployment Insurance Claim Records T+6 GC 12946, 34090; 29 USC 1027, 1113; 29 CFR 1602 et seq. X All documented claims submitted by former employees for unemployment compensation. Records may include: claim records, notices, reports, records generated by the appeal of claim determinations. Appeals CU+3 CCP 583.320 (a)(3); GC 34090 Civil appeals records. Lawsuits against the City. Appointments to the Council P Records of the appointment of an individual to fill a vacant Council seat and serve out the term of a Councilmember who is unable to complete his or her term. Articles of Incorporation P GC34090; CCP337.2 XX City copy of documents filed with State, establishing incorporation of City and the boundaries thereof. Includes resolutions of the Santa Clara County Board of supervisors and any other records relating to the incorporation of the City. Case Records, Formal P City Policy X Official documents relating to a case or its resolution by settlement. Any records associated with a case that are filed in court, notorized, or authorized. Includes petitions, complaints, reply briefs, opening briefs, settlement agreements, filed pleadings, court documents. Case Records, Informal CL+5 City Policy X Supporting case documentation including notes, drafts, correspondence, proposed drafts of settlement agreements, and other less formal or non- signed records. Contracts and Agreements CL+4 CCP 337 X Contracts and agreements that do not require approval by the City Council. Generally contracts under $25,000, not capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Contracts and Agreements, Council Approved CL+10 GC 34090 X Contracts and agreements requiring City Council approval. Includes all contracts over $25,000. Most capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Council Administrative Files T+2 X Records relating to Council members, current contact information, biographies, etc. Grand Jury Reports and City Responses CU+10 GC 34090, 6276.22 X Reports received from Santa Clara County Grand Jury, and City responses. Legal Advertising CU+4 CCP 343, 349 et seq.; GC 911.2, 34090 Records related to legal advertising required for public hearings. Opinions SU+2 GC 34090, 6254 X Written legal opinions resulting from research on a given topic. Ordinances P GC 60201, 34090 (d), 40806 XX Regulations enacted by council action and related records. Includes proof of publication notices. LEGAL/LEGISLATIVE Page 8 of 19123 Record Series Official Retention Citation V H C Description Petitions CU+1 GC50115, 6253 Petitions submitted to the City Council. Resolutions, Council P GC 34090(d), 40801 XX Formal expression of the will, opinion and intent voted by the City Council and legislative-type actions. Abandonments P GC 34090a X Records relating to abandonment, condemnation, and demolition of City- owned buildings. Acquisitions/ Dispositions P GC 34090a; GC 6254 X Supporting documents regarding the sale, purchase, exchange, lease or rental of property by the City. Appraisals CL+2 GC 34090; GC 6254(h)XX Real estate appraisals relating to potential acquisition of property by the City. Exempt from disclosure until final acquisition is made, or until contract agreement is obtained. Deeds and Promissory Notes P GC 34090a X Title deeds and other records establishing City ownership of property. PROPERTY Page 9 of 19124 Record Series Official Retention Citation V H C Description Agenda Packets P GC 34090 Agenda packets prepared for commissions and committees, including staff reports. Agendas P GC 34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas. Minutes P GC 34090 X X Meeting minutes, records associated with meetings of commissions and committees, including Council committees. Resolutions P GC 34090(e)Resolutions generated by commissions or committees. Includes approval or disapproval of planning projects, etc. COMMISSIONS AND COMMITTEES Page 10 of 19125 Record Series Official Retention Citation V H C Description Building Permit Files P GC 34090a; H&S 19850, 4003, 4004 X Permits issued by City. Records related to plans, signs, grading, encroachment, including blueprints and specifications. Approval to construct or renovate property, zoning variances and conditional use permits. Includes structural calculations and soil and geotechnical reports as needed; and inspection records. Street Names and House Numbers P GC 34090a X Street dedications, closings, address assignments/changes. Abandoned Vehicles CL+2 GC 34090d Records of City-handled code violations relating to abandoned vehicles. Does not include cases handled by Sheriff's office. Case Files CL+2 GC 34090d Building, housing and mobile home code violation records including inspections; public nuisance, rubbish and weed abatement, vehicle abatement, citations, and related complaints. Parking Citations CU+2 GC 34090 Records relating to citations for parking violations within City limits. Does not include cases handled by Sheriff's office. Permits, Animal CL+2 GC 34090 Horse and kennel permits issued by the City, associated documentation. Permits, Massage Parlor CL+2 GC 34090 Permits issued by the City required for establishing, managing, or practicing at a massage parlor within City limits. Associated documentation. Permits, Noise Exception CL+2 GC 34090 Permits issued by the City allowing an exception to the City's noise ordinance for the purposes of construction or other approved activity. Associated documentation. Permits, Solicitor CL+2 GC 34090 Permits issued by the City allowing permit-holders to solicit within City limits. Associated documentation. Permits, Special Events CL+2 GC 34090 Permits issued for block parties, parades, and other special events requiring City approval. Associated documentation. Violations, Building, Property, Zoning CL+2 GC 34090d Supporting code enforcement activity relating to code violations against property. (Officially recorded documents are held by City Clerk) Administrative Records CU+2 GC 34090 Records of a general nature including copies of memos, letters, chronological files, calendars, day timers, phone messages etc. that pertain to the general administrative activities and duties of the Department. Agendas, Commissions and Committees Arborist Files CU+5 GC 34090; H&S 19850 Tree removal permits, arborist reports, and associated records. Association Files CU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Code Books P GC 34090 X National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing, etc. Includes supplements. Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Contracts and Agreements CL+4 CCP 337 X Contracts and agreements that do not require approval by the City Council. Generally contracts under $25,000, not capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Contracts and Agreements, Council Approved CL+10 GC 34090 X Contracts and agreements requiring City Council approval. Includes all contracts over $25,000. Most capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Official contract filed with the City Clerk. General Subject Files/ Correspondence CU+2 GC 34090d Working documents and correspondence not in project files. COMMUNITY DEVELOPMENT GENERAL ADMINISTRATION - Community Development BUILDING Refer to COMMISSIONS AND COMMITTEES CODE COMPLIANCE Page 11 of 19126 Record Series Official Retention Citation V H C Description Grants, CDBG and Urban Development T+4 GC 34090; 24 CFR 570.502, 85.42; OMB Cir. A-102, A- 110, A-128 X Community Development Block Grants and associated records: applications, reports, contracts, supporting documents. Grants, Unsuccessful CU+2 GC 34090 Community Development Block Grants and associated records, where the application was not successful and grant was not awarded. Historic Preservation Inventory SU+2 GC 34090d List of historic structures and landmarks within City limits. Maps, City Boundary P GC 34090d Recorded maps, surveys, monuments. Master Plans/ Strategic Plans SU+2 GC 34090 X Special or long-range program plans and goals for the City, e.g., coordination of services. Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council- related. Minutes, Commissions and Committees Opinions SU+2 GC 34090, 6254 X Written legal opinions resulting from research on a given topic. Order Forms, Stores CU+2 GC 34090 Completed forms for ordering supplies. Photographs SU+2* GC 34090d * Physical prints or digital images. Records of City events, landmarks, programs, facilities, etc. *Review for historic value before destruction. Reference Files, External Sources SU+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. Reference Files, Internal SU+2 GC 34090 City-generated files used as reference. Security Bonds CL+2 GC 34090 Records of security deposits provided to the City for certain projects, guaranteeing that the projects will follow specific guidelines. Annexations P GC 34090a Reports, agreements, and public notices related to applicants' requests for annexation of property to the City. Bids and Proposals, Successful T+4*GC 34090; CCP 337 X Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. *T = term of the contract. Bids and Proposals, Unsuccessful T+4* GC 34090 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. *T = Term of associated contract. Development Agreements P CCP337, 337.1(a), 337.15; 48 CFR 4.703 X Infrastructure contracts, franchises. Environmental Review (CEQA) Files P GC 34090a + CEQA Guidelines X California Environmental Quality Act: Exemptions, Environmental Impact Report, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations. Includes environmental audit records for these files. Environmental Review Supporting Documentation CL+5 GC 34090d Correspondence, consultants, issues, conservation. General Plan and Elements P GC 34090 X General Plan dictating acceptable land uses for the City. Includes sphere of influence. General Plan Amendments, Approved P GC 34090 X Records of proposed amendments to the General Plan that have been approved. General Plan Amendments, Denied CU+3 GC 65103, 50110 X Records of proposed amendments to the General Plan that have been denied. Refer to COMMISSIONS AND COMMITTEES PLANNING Page 12 of 19127 Record Series Official Retention Citation V H C Description Heritage Resource Alteration Applications P GC 34090 Special application required in addition to planning application when applicant's proposed plans are alterations to a house or structure designated as historic or declared a heritage resource. Maps, Plans, Drawings, Exhibits, Photos P GC 34090; H&S 19850; GC 34090.7 X Zoning, tentative subdivision, parcel, land use map, aerial photos, specific plans. Planning Commission Files Project Files, Planning and Zoning P GC 34909a; H&S 19850, 4003, 4004 X May include planning application, blueprints, drawings, maps, plans, reports, evaluations, correspondence, uses, permits, variances, studies, appeals, compliance certificates, public notices, conditions of approval, lot line adjustments, or other planning-related matters. Project specific records that pertain to real property. Refer to COMMISSIONS AND COMMITTEES Page 13 of 19128 Record Series Official Retention Citation V H C Description Air Quality Permits SU+2 GC 34090 Permits issued to the City by the Bay Area Air Quality Management District, allowing usage of City's gasoline refueling station. Hazardous Materials Training Files T+2 8 CCR 3204 Trainings materials and records regarding the handling of hazardous materials. Hazardous Waste Disposal Records CU+10 CAL OSHA; 40 CFR 122.21 Documentation regarding the handling and disposal of hazardous waste. Material Safety Data Sheets T+30 8 CCR 3204, 5194 X Records relating to the description, use, and safe handling of hazardous substances. Operating Journals CU+2 GC 34090 Daily entries documenting activities in City operations. Includes crew schedules. Operating Records CU+2 GC 34090 Records related to City operations. Includes data books, operating reports, overtime, and crew schedules. Signage L+2 GC 34090 Log books, index register cards, inventory lists, records of traffic signs. Underground Storage Tanks, Compliance P GC 34090a Documents related to underground storage tanks and compliance with regulations. Underground Storage Tanks, Maintenance and Operation L+2 GC 34090 Location, installation, removal, remediation. Vendor Files CL+4 CCP 337 Includes copies of contracts, invoices, and purchase orders by vendor. Asbestos Records P GC 34090a Documents relating to abatement projects for public buildings. Benchmark Data P GC 34090a Map and description of benchmarks. Bonds, Insurance P CCP 337.2, 343 Bonds insuring City projects. Includes material bonds and work performance bonds. Bridge and Overpass Reports L GC 34090 State reports on status of bridges and overpasses in the City. Kept for life of structure. Capital Improvement Projects P GC 34090 X Public projects carried out by the City. Includes plans, permits, and supporting documentation. Deposit Account Projects CL+4 CCP 337 Records of projects for residents or businesses in which City receives a deposit from applicant, arranges for various surveys and studies to be performed by approved consultants, who are paid through applicant's deposit. Includes plans, and supporting documentation. Drawings P GC 34090 Part of project files for both Capital Improvement Projects and Deposit Account Projects. Includes site map, plan, and specifications, traffic control plans. Easements, Dedications, Rights-of- Way P GC 34090 Records relating to easements, rights-of-way, and other dedications associated with construction or subdivision projects. Includes abandonments and vacations of the above. (Officially recorded documents are held by the City Clerk) Environmental Review (CEQA) Files P GC 34090a + CEQA guidelines California Environmental Quality Act: Exemptions, environmental impact report, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations. Environmental Review - Supporting Documentation CL+2 GC 34090d Correspondence, consultants, issues, conservation. Grants, Federal and State CL+5* GC 34090 X Grants applied for by the City for funding capital improvement projects. Includes applications, reports, contracts, supporting documents. *Certain grants may have individual requirements. Refer to grant's close-out procedures. Grants, Unsuccessful CL+2 GC 34090 Grants applied for by the City for funding projects, where the grant was not successful. Maps and Plats P GC 34090 Maps of fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers, etc. Includes survey maps (Record of Survey). Plats of City property lines and parcels. NPDES Permit Books SU+2 GC 34090 National Pollutant Discharge Elimination System permit booklet describing Clean Water Act requirements for City projects and stormwater runoff. ENGINEERING CORPORATION YARD PUBLIC WORKS Page 14 of 19129 Record Series Official Retention Citation V H C Description NPDES Report CU+3 40 CFR 122.41(j)(2) Annual report on the City's compliance with the National Pollutant Discharge Elimination System permit. Permits, Encroachment - Issued by City P GC 34090 X Permits issued by City to residents or organizations allowing improvements along City-owned property or roads, e.g. for driveway alterations or underground utility trenches. Permits, Encroachment - From External Entities P GC 34090 X Encroachment permits issued to the City, e.g. for maintenance along Highway 9 or Big Basin Road. Permits, Oversize Load CL+2 GC 34090 Permits issued by City allowing transportation of oversize load within City limits. Soil Reports P GC 34090d Final reports on soil analysis, construction recommendations. Kept with project files. Special Districts P GC 34090a Supporting documents re: improvement, lighting, parking, underground utility districts; bonds, taxes, and construction. Standards and Specifications SU+2 GC 34090 City standards and specifications for projects that impact roadways, infrastructure, or storm drains. Traffic Signals L+4 GC 34090 X Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing, and maintenance records. Administrative Records CU+2 GC 34090 Records of a general nature including copies of memos, letters, chronological files, calendars, day timers, phone messages etc. that pertain to the general administrative activities and duties of the Department. Agendas, Commissions and Committees Association Files CU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Bids and Proposals, Successful T+4*GC 34090; CCP 337 X Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. *T = term of the contract. Bids and Proposals, Unsuccessful T+4* GC 34090 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. *T = Term of associated contract. Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Contracts and Agreements CL+4 CCP 337 X Contracts and agreements that do not require approval by the City Council. Generally contracts under $25,000, not capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Contracts and Agreements, Council Approved CL+10 GC 34090 X Contracts and agreements requiring City Council approval. Includes all contracts over $25,000. Most capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Official contract filed with the City Clerk. Master Plans/ Strategic Plans SU+2 GC 34090 X Special or long-range program plans and goals for the City, e.g., coordination of services. Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council- related. Minutes, Commissions and Committees Opinions SU+2 GC 34090, 6254 X Written legal opinions resulting from research on a given topic. Order Forms, Stores CU+2 GC 34090 Completed forms for ordering supplies. Photographs SU+2* GC 34090d * Physical prints or digital images. Records of City events, landmarks, programs, facilities, etc. *Review for historic value before destruction. Reference Files, External Sources SU+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. GENERAL ADMINISTRATION - Public Works Refer to COMMISSIONS AND COMMITTEES Refer to COMMISSIONS AND COMMITTEES Page 15 of 19130 Record Series Official Retention Citation V H C Description Reference Files, Internal SU+2 GC 34090 City-generated files used as reference. Landscape records CU+2 GC 34090 Drawings, specifications, photos, reports. Maintenance/ Operations CU+2 GC 34090 Includes work orders, inspection, repairs, cleaning, reports, and complaints. Maps P GC 34090 Irrigation, plot plans. Reports, Playground Safety CL+2 GC 34090 Regular reports on the safety of playground equipment in City parks Pest and Weed Control - Agricultural Use Reports CU+2 3 CCR 6624(g) Copies of reports sent to state Department of Agriculture. Pesticide/ Herbicide Use Reports CU+2 3 CCR 6624(g) Records of pesticide and herbicide use by site and employee. Sports Organization Agreements T+4 CCP 337 Contracts and payment records relating to field rentals by sports organizations. Fueling AU+3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling of City vehicles. Inventory, Equipment L+2 GC 34090 X Includes vehicles and related documentation regarding repairs. Inventory, Vehicle Ownership and Title L+2 GC 34090 X Owner's manual, warranty documents, Department of Motor Vehicle title and registration, and related documents. Licenses and Permits T+2 GC 34090 X Forms and related documents related to licenses and permits required by federal or state agencies. Maintenance/ Operations L+2 GC 34090 Records related to requests for service and work orders for fuel, vehicle, and equipment maintenance and repairs. Vehicle Inspection Records L+2 GC 34090 Records related to periodic inspection and certification of fleet vehicles. STREETS AND FLEET PARKS Page 16 of 19131 Record Series Official Retention Citation V H C Description Building Permits P GC 34090a; H&S 19850, 4003, 4004 Building permits issued for City facilities projects. Approval to construct or renovate property, zoning variances and conditional use permits. Capital Improvements, Construction P 2.083110; GC 34090a, 4004; H&S 19850 Records regarding the planning, design, construction, conversion or modification of City-owned facilities, structures, and systems. Drawings L+2 H&S 19850 Drawings and plans for City-owned buildings and facilities. Drawings may be associated with renovations or improvements, or new construction. Equipment Ownership L+2 GC 34090 Records relating to ownership of equipment, including drawings, operating instructions, warranties, and registrations. Facility Rentals CU+4 CCP 337 All records relating to rental usage of City-owned facilities, including application, reservation form/contract, permission to serve alcohol form, "clean and ready" agreement, and clean-up checklist. Grants, Federal and State CL+5* GC 34090 X Records related to grants received for City facilities projects. *Certain grants may have individual requirements. Refer to grant's close-out procedures. Grants, Unsuccessful CL+2 GC 34090 Grants applied for by the City to fund facilities projects, where the grant was not awarded. Inspection Records, Construction Specialty L+5 GC 34090 Records related to specialty inspection of construction activities to ensure compliance with specifications. Inspections, Fire L+2 UFC 103.34, GC 34090 Certificates of inspection by fire department of fire alarms and sprinkler systems in City-owned facilities. Maintenance Records CU+2 GC 34090a Work orders and invoices relating to maintenance of City-owned facilities. Includes monthly work order status reports. Project Files L+2 GC 34090 Records related to improvements, renovations, or construction of City- owned facilities. Reports, Facilities Projects CU+2 GC 34090 Status reports detailing current and recently-completed facilities projects and present status. Specifications and Plans L+2 GC 34090 Records of the precise details and description of the service or project to be completed, or the item to be ordered. Administrative Records CU+2 GC 34090 Records of a general nature including copies of memos, letters, chronological files, calendars, day timers, phone messages etc. that pertain to the general administrative activities and duties of the Department. Agendas, Commissions and Committees Association Files CU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Bids and Proposals, Successful T+4*GC 34090; CCP 337 X Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. *T = term of the contract. Bids and Proposals, Unsuccessful T+4* GC 34090 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. *T = Term of associated contract. Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Contracts and Agreements CL+4 CCP 337 X Contracts and agreements that do not require approval by the City Council. Generally contracts under $25,000, not capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Contracts and Agreements, Council Approved CL+10 GC 34090 X Contracts and agreements requiring City Council approval. Includes all contracts over $25,000. Most capital improvement projects. Includes specifications and plans, certificates of insurance, scopes of work. Official contract filed with the City Clerk. Refer to COMMISSIONS AND COMMITTEES GENERAL ADMINISTRATION - Recreation/Facilities RECREATION/FACILITIES FACILITIES Page 17 of 19132 Record Series Official Retention Citation V H C Description Master Plans/ Strategic Plans SU+2 GC 34090 X Special or long-range program plans and goals for the City, e.g., coordination of services. Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council- related. Minutes, Commissions and Committees Opinions SU+2 GC 34090, 6254 X Written legal opinions resulting from research on a given topic. Order Forms, Stores CU+2 GC 34090 Completed forms for ordering supplies. Photographs SU+2* GC 34090d *Physical prints or digital images. Records of City events, landmarks, programs, facilities, etc. *Review for historic value before destruction. Reference Files, External Sources SU+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. Reference Files, Internal SU+2 GC 34090 City-generated files used as reference. Activity Guide Schedules CU+2 GC 34090 Calendars of deadlines for production of Activity Guide. Activity Guides CU+2 GC 34090 X Quarterly Activity Guides listing all classes, camps, trips, events, etc. Blaney Plaza Banner Schedules CU+2 GC 34090 Calendars of users of Blaney Plaza. Bottom line reports CU+2 GC 34090 Reports generated quarterly to see bottom line of Recreation classes. Class Rosters CU+2 GC 34090 List of registered students in a class or program. Instructor Applications and Contracts T+4 CCP 337; GC 12946; IRS.GOV X Recreation instructor records including contracts, applications, and W9 forms. Instructor Payments CU+4 GC 34090 Records related to instructor payment at conclusion of course. Miscellaneous Payments CU+4 GC34090 Records of miscellaneous payments made to the Recreation Department, including instructor forms, ad payments, and miscellaneous payment reports. Promotional Marketing CU+7 Trip and class fliers, posters, press releases, etc. Includes materials used in preparation of marketing materials. Registration forms CU+2 GC 34090 X Registration forms for classes or programs, filled out by participants. Release of Liability/ Health Forms CU+4 GC 34090, City Policy X Release of Liability and Health Forms required of trip participants. Roster of Instructors SU+2 GC 34090 Roster that includes all contact information for all current Contract Instructors. ABAG Plan Liability Insurance Information and Documents SU+5 GC 12946, 34090 X Plan information and handouts/memos describing plan. Accident and Incident Reports CL+7 29 CFR 1904.2, 1904.6 Records related to accidents during which City property is damaged; safety incidents including fire alarms; fire department reports; violations of security policies. Does not include records on employee injury. Claim Files CL+5 GC 34090, 25105.5 XX Records regarding claims of wrongdoing by the organization or its employees. Claims generally request compensation for damage or loss. Insurance Certificates T+5 GC 12946, 34090 X Insurance certificates issued by the City's insurance administrator. Insurance certificates naming the City as additionally insured for events taking place on City property. Photographs, Accident, Incident, or Claim CL+5 CCP 343 Photographs taken by City employees or members of the public documenting claims, accidents, or incidents involving City property or employees. May be prints, negatives, film, or digital files. Applicable photographs should be stored for the same duration as associated claim. RISK MANAGEMENT RECREATION Refer to COMMISSIONS AND COMMITTEES Page 18 of 19133 Record Series Official Retention Citation V H C Description Risk Management Reports CL+5 OMB 1220- 0029; 29 CFR 1904.4; GC 34090 X Report records related to City claims, loss runs, loss analysis and related records. Federal OSHA forms; safety reports, actuarial studies. Safety Program CU+10 GC 12946, 34090 Safety committee records, including safety inspections, evacuation drills, and the Injury Illness Prevention Program. Does not include minutes or agendas. Training Records, Safety CU+4 GC 34090 Records relating to the training and orientation of employees on safety issues. Records may include class attendance sheets, schedules, classes offered, records of class curriculum or syllabus, and training materials development. Certain safety programs may have specific retention periods (e.g., 3 CCR 6724(e) requires retention of pesticide training records for 2 years). Page 19 of 19134 LEGEND RECORDS RETENTION AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) ¹ For convenience, the destruction date for all non-permanent records is set as Dec. 31 of the relevant year. For example, a record with a retention of CU+2 created on April 12, 2010 would be set for destruction on Dec. 31, 2012. Similarly, if a record was to be retained for CL+7 and the matter closed on April 12, 2010, the destruction date would be set for Dec. 31, 2017. CITATIONS CCP – Code of Civil Procedure CCR – Code of California Regulations CEQA – California Environmental Quality Act CFR – Code of Federal Regulations City Policy – Administrative decision to extend retention beyond legal requirements EC – Election Code FMLA – Family and Medical Leave Act GC – California Government Code H&S – California Health and Safety Code LC – Labor Code OMB – Office of Management & Budget OSHA – Occupational Safety & Health Act R&T – Revenue and Taxation Code UFC – Uniform Fire Code USC – United States Code SPECIAL CHARACTERISTICS V Vital records are critical to the City’s business, and are either irreplaceable or very difficult to replace. Vital records enable the City to provide important services during and immediately following a disaster or emergency; meet obligations to employees; reconstruct assets, legal rights and obligations; and establish the City’s financial position. H Historical records may document the City’s incorporation, annexations, major projects, and strategic direction. These records may have intrinsic value due to age, author, subject, or special nature. C Confidential records contain sensitive or private information that would be harmful to an employee or the City if accessed or viewed by unauthorized individuals. Care should be taken to protect confidential records. 135