HomeMy WebLinkAbout07-02-2008 City Council Agenda Packet (2)
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, July 2, 2008
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
June 26, 2008)
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. Proclamation Recognizing July as Parks and Recreation Month in the City of
Saratoga
Recommended action:
Acknowledge proclamation.
SPECIAL PRESENTATIONS
None
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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.
2. City Council Minutes - January 18, 2006
Recommended action:
Approve minutes.
3. City Council Minutes - April 4, 2007
Recommended action:
Approve minutes.
4. City Council Minutes - June 18, 2008
Recommended action:
Approve minutes.
5. Treasurer's Report for the Month Ended January 31, 2008
Recommended action:
Review and accept Treasurer's Report for the month ended January 31, 2008
6. Treasurer’s Report for the Month Ended February 29, 2008
Recommended action:
The City Council review and accept the Treasurer’s Report for the month ended
February 29, 2008.
7. Treasurer’s Report for the Month Ended March 31, 2008
Recommended action:
The City Council review and accept the Treasurer’s Report for the month ended
March 31, 2008.
8. Review of Accounts Payable Registers
Recommended action:
That the City Council accepts the Check Registers for Accounts Payable cycles:
June 12, 2008
June 19, 2008
9. Award of Contract
Recommended action:
Accept report and award contract to CPO for the City’s copy machines.
10. Resolution Amending Council Agency and Adhoc Committee Liaison Assignments
Recommended action:
Adopt a resolution amending Resolution 07-076 appointing Council representatives
to Committees, Agencies and Ad hoc Committees.
11. Authorization for Local Agency Investment Fund (LAIF) to Link the City’s
Investment Fund to the City’s Payroll Bank Account.
Recommended action:
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Authorize LAIF to link the City’s Investment fund to the City’s Payroll account, and
for the City Manager and the Finance & Administrative Services Director to sign the
Authorization for additions of Bank and/or Account number form.
12. Vacation of Upper Old Oak Way Street
Recommended action:
1. Adopt Resolution vacating a portion of Old Oak Way (Attachment 5).
2. Adopt Resolution accepting offer of dedication for Pedestrian/Equestrian Trail
purposes (Attachment 6).
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
13. Amendment to City Code Procedures for Setting Appeal Hearings
Recommended action:
Staff recommends the City Council open the public hearing, accept public testimony,
close the public hearing and approve the attached ordinance and waive the First
Reading and direct staff to schedule this item for a Second Reading for adoption on
the consent calendar at the next regularly scheduled City Council meeting.
OLD BUSINESS
14. Joan Pisani Community Center Sign Design and Placement
Recommended action:
Approve design and placement of sign for Joan Pisani Community Center.
NEW BUSINESS
15. Saratoga Community Band Fee Waiver Request 2008
Recommended action:
Accept report and direct staff accordingly.
16. City Council Election Ethics and Standards
Recommended action:
Review and approve, modify, or deny the following proposals pertaining to ethics and
standards for City elections:
1. Resolution adopting a proposed Pledge of Fair Campaign Practices;
2. Direction to the City Manager to increase the number of League of Women Voters
candidate forums supported by the City from one to two on the condition that the
second forum be held on the evening preceding the elections; and
3. Direction to the City Clerk to include on the City website a link to the Institute for
Local Government publication titled "Campaigning Effectively for Local Office:
Good People Can Finish First."
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17. Comer Drive Retaining Wall Replacement
Recommended action:
Adopt Resolutions Amending the FY 2008-09 Budget for Retaining Wall Repair
Work on Comer Drive.
18. LCC Annual Conference
Recommended action:
Designate a voting delegate and alternate for the League’s Annual Conference.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Ann Waltonsmith
Association of Bay Area Government
Comprehensive County Expressway Planning Study Advisory Board (PAB)
Hakone Foundation Executive Committee
Santa Clara County Emergency Council
SASCC
West Valley Mayors and Mangers Association
Sister City Liaison
Council Finance Committee
Highway 9 Safety AdHoc
TEA AdHoc
Vice Mayor Chuck Page
Chamber of Commerce
Hakone Executive Board
West Valley Sanitation District
Council Finance Committee
Village AdHoc
Valley Transportation Authority PAC
Councilmember Kathleen King
Peninsula Division, League of California Cities
Santa Clara County Cities Association
City School AdHoc
TEA AdHoc
Councilmember Jill Hunter
Historic Foundation
KSAR
Library Joint Powers Association
Santa Clara County Valley Water Commission
Village AdHoc
West Valley Solid Waste Joint Powers Association
Councilmember Aileen Kao
County HCD Policy Committee
Northern Central Flood Control Zone Advisory Board
Santa Clara County Cities Association-Joint Economic Development Policy Committee
(JEDPC)
City School AdHoc
Highway 9 Safety AdHoc
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CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Ann Sullivan, Acting City Clerk for the City of Saratoga, declare that the foregoing
agenda for the meeting of the City Council of the City of Saratoga was posted on June 26,
2008 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 26th day of June 2008 at Saratoga, California.
Ann Sullivan, CMC
Acting City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
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CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2008
7/2 Regular Meeting – Joint meeting with Heritage Preservation Commission
and Historic Foundation
7/16 Regular Meeting – Joint meeting with SASCC
8/6 Regular Meeting – Joint Meeting with Hakone Foundation
8/20 Summer Recess – No Meeting
9/3 Regular Meeting – Joint Meeting with West Valley Board of Trustees
9/17 Regular Meeting – Joint Meeting with Saratoga Union Elementary School
District
10/1 Regular Meeting – Joint Meeting with Montalvo Arts
10/15 Regular Meeting – Joint Meeting with Los Gatos-Saratoga Union High
School District
11/5 Regular Meeting –Joint Meeting with the Saratoga Ministerial Association
11/19 Regular Meeting – Joint Meeting with Mountain Winery
12/3 Regular Meeting – Reorganization
12/17 Regular Meeting – Traffic Safety Commission
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 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: Proclamation Recognizing July as Parks and Recreation Month in the City of
Saratoga
RECOMMENDED ACTION:
Acknowledge proclamation.
BACKGROUND:
For the past ten years, the National Recreation and Park Association and cities throughout the
United States have been celebrating parks and recreation by declaring July as parks and
recreation month. This special proclamation is intended to educate residents about the positive
impact of parks and recreational programs, which help to bring the community together and keep
residents healthy and happy.
Parks and Recreation Commission Chair Thomas Soukup is expected to accept the proclamation
on behalf of the Parks and Recreation Commission.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
N/A
ALTERNATIVE ACTION(S):
N/A
Page 1 of 2
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Page 2 of 2
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Parks and Recreation Month Proclamation
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CITY OF SARATOGA
PROCLAMATION DECLARING AND SUPPORTING
JULY AS PARKS AND RECREATION MONTH
IN THE CITY OF SARATOGA
WHEREAS, Saratoga’s public parks and recreation programs are dedicated to enhancing the
quality of life for the City’s residents; and
WHEREAS, parks and recreation activities offer opportunities for people of all ages to come
together and experience a sense of community; and
WHEREAS, Saratoga’s Recreation and Facilities Department is committed to providing
high quality services and programs that meet the needs and interests of the City’s residents; and
WHEREAS, there are twelve beautiful parks in the City of Saratoga that range from small
neighborhood parks to well-known regional parks that offer citizens the chance to explore, rest, play,
and socialize; and
WHEREAS, Saratoga is committed to keeping the City’s parks clean, safe, and beautiful for
all residents to enjoy; and
WHEREAS, the City also maintains a network of trails that serve as a tremendous
recreational resource to the citizens of Saratoga; and
WHEREAS, the superb recreational programs, parks, and trails in the City help make
Saratoga a wonderful place to live and play;
NOW, THEREFORE, I, Ann Waltonsmith, Mayor of the City of Saratoga, do hereby proclaim
July as Parks and Recreation Month in the City of Saratoga, and urge all citizens to celebrate Parks
and Recreation Month, and
BE IT FURTHER RESOLVED that I urge all citizens to enjoy their community by participating in
a recreational program or spending time in one of Saratoga’s beautiful parks.
_________________________
Ann Waltonsmith, Mayor
City of Saratoga
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, Acting City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Minutes – January 18, 2006
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regular Meeting – January 18, 2006
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Minutes from January 18, 2006
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MINUTES
SARATOGA CITY COUNCIL MEETING
JANUARY 18, 2006
The City Council of the City of Saratoga held a Closed Session with the Planning
Commission in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30
p.m.
The following Planning Commissioners were present: Susie Nagpal, Manny Cappello,
Linda Rodgers, and Community Development Director John Livingstone.
No action items to report.
Mayor Kline called the Regular City Council meeting to order at 7:00 p.m. lead the
Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Kathleen King, Nick Streit,
Ann Waltonsmith, Vice Mayor Aileen Kao,
Mayor Norman Kline
ABSENT: None
ALSO
PRESENT:
Dave Anderson, City Manager
Richard Taylor, City Attorney
Cathleen Boyer, City Clerk
Michele Braucht, Administrative Services Director
John Livingstone, Community Development Director
John Cherbone, Public Works Director
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JANUARY 18,
2006
Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of January 18, 2006 was properly posted on January 12, 2006.
ORAL COMMUNICATIONS
The following people requested to speak at tonight’s meeting:
Ken Biester, from the Traffic Safety Commission Chairman addressed the Council. Mr.
Biester reported on several accomplishments. The NTMP program was completed.
A“Red Curb” guideline was developed to inform citizens on the use of red curbs.
Committee goals: Become more involved in CERT program.
ORAL COMMUNICATION ON NON-AGENDIZED ITEMS
Citizen Ray addressed the council commenting on various issues.
Citizen Elaine Claibo, Saratoga resident, addressed the Council regarding Kevin Moran
Park. Ms. Claibo spoke against allowing soccer fields.
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Citizen Mary Robertson, Saratoga resident, addressed the Council expressing the
negative impacts to City services while allowing soccer fields at Kevin Moran Park.
Citizen Priscilla Ho, Saratoga resident, addressed the Council expressing the negatives of
funding soccer fields at Kevin Moran Park in lieu of other City services.
ORAL COMMUNICATIONS – DIRECTIONS TO STAFF
None to report
ANNOUNCEMENTS
Councilmember Ann Waltonsmith announced the 5th Annual Mustard Walk Festival from
11-3pm on Sunday, Feb 5. Kathleen King announced East meets West, a lunar New Year
celebration with cultural events also on Feb. 5.
Mayor Norman Kline announced there will be free electronic waste recycling on January
28, 9-1pm at 41 Miles Ave. Los Gatos. Details at www.cleanwater.org.
CEREMONIAL ITEMS
1A. PROCLAMATION DECLARING THE WEEK OF JANUARY 29 –
FEBRUARY 4, 2006 AS NATIONAL CATHOLIC SCHOOLS WEEK
STAFF RECOMMENDATION:
Present proclamation.
Mayor Kline read the proclamation.
1B. COMMENDATION HONORING THE PLUMED HORSE
STAFF RECOMMENDATION:
Present commendation.
Mayor Kline postponed the reading of the proclamation until another session as
Mr. Klaus was not present to accept.
SPECIAL PRESENTATIONS
2A. SANTA CLARA VALLEY WATER DISTRICT – POWER AWARD
PRESENTATION DIRECTOR GREG ZLOTNICK
STAFF RECOMMENDATION:
Accept award.
Mr. Greg Zlotnick presented the Power Award to the City of Saratoga from the
Santa Clara Valley Water District.
2B. AUDITOR PRESENTATION - GARY CAPORICCI
STAFF RECOMMENDATION:
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Informational only.
Mr. Gary Caporicci addressed the Council presenting the findings of the City
audit.
2C. CITY OF SARATOGA COMMUNITY SATISFACTION SURVEY
FAIRBANK, MASLIN, MAULLIN &ASSOCIATION
STAFF RECOMMENDATION:
Informational only.
Sueanne McNeil Biotti, Researcher, Fairbank, Maslin, Maullin and Associates
addressed the Council reporting the findings of the Community Satisfaction
Survey. A total of 500 residents were surveyed. The results noted that the
majority of residents enjoy living in Saratoga, feel the City is moving in the right
direction and are satisfied with services in general. The need for more business
downtown, generating needed revenue, and housing prices are seen by residents as
the most serious issues as are road maintenance and cut services. Over 50% of
those surveyed would also support a $100.00 increase in City taxes to pay for
services.
CONSENT CALENDAR
3A CITY COUNCIL MINUTES – DECEMBER 19, 2005
STAFF RECOMMENDATION:
Approve minutes.
STREIT/KING MOVED TO APPROVE MINUTES OF DECEMBER 19,
2005. MOTION PASSED 5-0-0.
3B. REVIEW OF CHECK REGISTER
STAFF RECOMMENDATION:
Approve register.
STREIT/KING MOVED TO APPROVE CHECK REGISTER. MOTION
PASSED 5-0-0.
3C. TREASURER’S REPORT FOR THE MONTH ENDED NOVEMBER 2005
STAFF RECOMMENDATION:
Accept report.
STREIT/KING MOVED TO ACCEPT TREASURER’S REPORT FOR
MONTH ENDED NOVEMBER 2005. MOTION PASSED 5-0-0.
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3D. ZONING TEXT AMENDMENT – TO RELAX PARKING
REQUIREMENTS IN CH-1 AND CH-2 ZONING DISTRICTS FOR A
PERIOD OF THREE YEARS - SECOND READING AND ADOPTION
STAFF RECOMMENDATION:
Grant the second reading and adopt the ordinance approving text amendment to
relax parking requirements in the CH-1 and CH-2 Zoning Districts for a period of
three years.
ORDINANCE NO. 240
STREIT/KING MOVED TO GRANT THE SECOND READING AND
ADOPT THE ORDINANCE APPROVING TEXT AMENDMENT TO
RELAX PARKING REQUIREMENTS IN THE CH-1 AND CH-2 ZONING
DISTRICTS FOR A PERIOD OF THREE YEARS. MOTION PASSED 5-0-0.
3E. ADOPTION OF JOINT POWERS AGREEMENT WITH THE BAY AREA
EMPLOYEE RELATION SERVICE (BAERS)
STAFF RECOMMENDATION:
Authorize City Manager to execute a JPA to allow the City of Saratoga to
participate in the BAERS.
Item was removed from the Consent Calendar.
Vice Mayor Kao asked Finance Director, Michelle Braucht, to clarify access rights
to BAERS system.
RESOLUTION NO. 06-002
KAO/WALTONSMITH MOVED TO AUTHORIZE CITY MANAGER TO
EXECUTE A JPA TO ALLOW THE CITY OF SARATOGA TO
PARTICIPATE IN THE BAERS. MOTION PASSED 5-0-0.
3F. DEANZA/PG&E TRAIL FUNDING AGREEMENT WITH VALLEY
TRANSPORTATION AGENCY (VTA)
STAFF RECOMMENDATION:
Authorize the City Manager to execute Cooperative Fund Transfer Agreement
with the VTA to enable the City to receive VTA funding for the Environmental
and Design Phase of the DeAnza Trail Project.
STREIT/KING MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE COOPERATIVE FUND TRANSFER AGREEMENT WITH
THE VTA TO ENABLE THE CITY TO RECEIVE VTA FUNDING FOR
THE ENVIRONMENTAL AND DESIGN PHASE OF THE DEANZA
TRAIL PROJECT. MOTION PASSED 5-0-0.
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3G. AMENDMENT TO THE SANTA CLARA VALLEY URBAN POLLUTION
PREVENTION PROGRAM AGREEMENT
STAFF RECOMMENDATION:
Authorize the City Manager to sign a Second Amendment to the MOU.
STREIT/KING MOVED TO AUTHORIZE THE CITY MANAGER TO SIGN
A SECOND AMENDMENT TO THE MOU WITH SANTA CLARA
VALLEY URBAN POLLUTION PREVENTION PROGRAM
AGREEMENT. MOTION PASSED 5-0-0.
3H. TRAILS & BIKEWAYS MAPS FOR THE CITY WEBSITE
STAFF RECOMMENDATION:
Approve the Heritage Loop Trail, Parker Ranch Trail and Bikeways Map for the
website.
STREIT/KING MOVED TO APPROVE THE HERITAGE LOOP TRAIL,
PARKER RANCH TRAIL AND BIKEWAYS MAP FOR THE WEBSITE.
MOTION PASSED 5-0-0.
3I. JOINT USE AGREEMENTS WITH SANTA CLARA VALLEY WATER
DISTRICT FOR PARK EASEMENT AT GARDINER PARK AND A
PORTION OF SARATOGA CREEK AT VIA MONTE DRIVE
STAFF RECOMMENDATION:
Authorize the City Manager to execute following agreements with Santa Clara
Valley Water District:
1. Joint Use Agreement for Gardiner Park.
2. Joint Use Agreement for a Portion of Saratoga Creek at Via Monte Drive.
STREIT/KING MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE THE FOLLOWING AGREEMENTS WITH SANTA CLARA
VALLEY WATER DISTRICT: 1) JOINT USE AGREEMENT FOR
GARDINER PARK, AND 2) JOINT USE AGREEMENT FOR A PORTION
OF SARATOGA CREEK AT VIA MONTE DRIVE. MOTION PASSED 5-0-
0.
PUBLIC HEARINGS
4. DESIGN REVIEW APPLICATION #04-379 - APPEAL OF A DENIAL BY
THE PLANNING COMMISSION TO CONSTRUCT A NEW 2-STORY
SINGLE FAMILY RESIDENCE LOCATED AT 20840 FOURTH STREET
STAFF RECOMMENDATION:
Conduct Public Hearing and Approve the Design Review Application 04-379.
Staff report by Lata Vasudevan. The applicant has revised drawings based on
initial design review and recommendations. Staff recommends approval.
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Planning Commission Chair Susie Nagpal, addressed the Council with the
Planning Commission’s recommendation for the disapproval of the appeal.
The applicant, Julie Houston, representing the property owners, presented
revisions to the design and requested the appeal be approved.
Mayor Kline opened the public hearing.
The following people spoke:
Citizens Eric and Sherry Kraule, Saratoga residents addressed the Council stating
their disapproval of the appeal.
Mayor Kline read a statement from citizen Garcia requesting denial of the appeal.
Citizen Ken Schultz, Saratoga resident, addressed the Council requesting denial of
the appeal.
Mayor Kline closed the public hearing.
Council discussion.
Councilmember Waltonsmith stated that the lot was too small for the size house
requested.
Councilmember Kline noted that the applicant is within the design guideline and
also noted the current precedence for two-story homes in the immediate area.
Vice Mayor Kao did not support the appeal, also noting the bulk of the design.
Mayor Kline supported the Staff.
RESOLUTION NO. 06-001
STREIT/KING MOVED TO APPROVE THE APPEAL OF A DENIAL BY
THE PLANNING COMMISSION TO CONSTRUCT A NEW 2-STORY
SINGLE FAMILY RESIDENCE LOCATED AT 20840 FOURTH STREET,
APPLICATION #04-379 AND TO WORK WITH ERIC AND SHERRY
CRALL TO DETERMINE THE NUMBER AND TYPE OF TREES.
MOTION PASSED 3-2-0.
5. RESOLUTION ORDERING THE ABATEMENT OF A PUBLIC
NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION
STAFF RECOMMENDATION:
Open public hearing; close public hearing; adopt resolution.
RESOLUTION : 06-003
The public hearing was opened by Mayor Kline.
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There were no speakers.
The public hearing was closed by Mayor Kline.
WALTONSMITH/STREIT MOVED TO APPROVE THE RESOLUTION
ORDERING THE ABATEEMNT OF A PUBLIC NUISANCE BY
REMOVAL OF HAZARDOUS VEGETATION. MOTION PASSED 5-0-0.
OLD BUSINESS
6. ALOHA AVENUE/HIGHWAY 9 INTERSECTION SAFETY
IMPROVEMENTS
STAFF RECOMMENDATION:
Accept report and direct staff to implement permanent public safety improvements
to the Aloha/Highway 9 intersection.
Staff report by Public Works Director, John Cherbone.
Director Cherbone reviewed the options:
• No Action
• Installing Mirror
• Prohibiting left turns, (already implemented as interim)
• Removing portion of the rock wall
• Half street closure, (one way closure) – City Council previously had
chosen this one as interim option with a proviso to study the traffic
impacts. Traffic Engineering study conclusion: has improved safety
greatly with negligible impact to traffic.
• Full street closure
Mayor Kline invited public comment.
Citizen Ying Yao, resident of Saratoga, addressed the Council and spoke in
agreement to the one way closure option.
Citizen Ray, resident of Saratoga, addressed the Council and spoke in favor of
widening Hwy. 9.
Citizen Noel King, resident of Saratoga, addressed the Council and spoke about the
traffic obstruction of the interim proposal and requested that the impacted residents
be privy to the options for comment.
Citizen Bob Lee, resident of Saratoga, addressed the Council requesting being able to
review the options and favors prohibiting left turns.
Mayor Kline closed public comments.
Mayor Kline invited Council discussion.
Councilmembers King, Kao, Waltonsmith and Streit spoke in favor of a permanent
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partial closure, making a one way street.
Mayor Kline spoke in favor of prohibiting left turns only.
STREIT/WALTONSMITH MOVED TO ACCEPT PERMANENT PARTIAL
CLOSING OF ALOHA FOR A PUBLIC SAFETY IMPROVEMENT OF THE
ALOHA INTERSECTION. MOTION WAS PASSED 4-1-0
NEW BUSINESS
None
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Norman Kline
Library Joint Powers Association – Suggested a report out for the next Council meeting
Valley Transportation Authority PAC – Mayor Kline was elected as Vice-Chair
West Valley Mayors and Managers Association
Vice Mayor Aileen Kao
SASCC – Meeting Jan 23.
Councilmember Nick Streit
West Valley Solid Waste Joint Powers Association – Negotiating with various
contractors for new service.
West Valley Sanitation District – Study findings are that the City has double the capacity
needed and is looking at implementing old system improvements.
City/School AdHoc – Meetings at Saratoga High School set for next three Thursdays at
6:00 p.m. in the library regarding adding permanent lights on the field.
Councilmember Ann Waltonsmith
Sister City Liaison – Potluck meeting this Friday evening.
Councilmember Kathleen King
SCC Cities Association-Joint Economic Development Policy Committee (JEDPC) – San
Mateo County is currently dealing with Comcast issues and would be interested in
including Saratoga if the City desired.
Village AdHoc – Number one strategic priority is to readdress the Housing Element in
the City Plan and to look at the potential for a planned development in the Village. The
number one tactical side of the Village is the sidewalks.
CITY COUNCIL ITEMS
Councilmember King attended the Silicon Valley Leadership Group where a discussion
was held on a proposed VTA 25cent redundant tax. Ms. King suggested that the Mayor
and Directors review the survey data to see if the tax could be supported.
OTHER
None
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CITY MANAGER’S REPORT
None
CITY ATTORNEY’S REPORT
Attorney Taylor noted that Item 3 – Public Hearing on Tentative Cancellation of Land
Conservation (Williamson Act) Contract for 20865 Wardell Road (property owner Hall
family) had an attached resolution with a condition authorizing staff to verify that the
cancellation fee was paid to the County Auditor by the property owner. Staff is
authorized to assure this fee was paid.
ADJOURNMENT
There being no further business Mayor Kline adjourned the meeting 9:45 p.m.
Respectfully submitted,
Ann Sullivan, CMC
Acting City Clerk
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, Acting City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Minutes – April 4, 2007
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regular Meeting – April 4, 2007
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Minutes from April 4, 2007
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MINUTES
SARATOGA CITY COUNCIL
APRIL 4, 2007
At 5:30 p.m., the City Council met in open session to interview candidates for the
position of Hearing Officer. Nothing to report.
At 6:00 p.m., the City Council held a Joint Session with the Saratoga Library
Commission and Friends of the Saratoga Libraries.
Mayor Kao called the Regular City Council meeting to order at 7:00pm and led the
Pledge of Allegiance.
ROLL CALL:
PRESENT: Councilmembers Jill Hunter, Kathleen King, Chuck Page, Vice
Mayor Ann Waltonsmith and Mayor Aileen Kao
ABSENT: None
ALSO
PRESENT: Dave Anderson, City Manager
Richard Taylor, City Attorney
Mary Furey, Administrative Services Director
John Cherbone, Public Works Director
John Livingstone, Community Development Director
Michael Taylor, Acting Recreation Director
Cathleen Boyer, City Clerk
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
March 30, 2007)
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Jack Lucas, Board of Trustees member, from West Valley/Mission Community College
District addressed the Council. He introduced Don Cordero, newly elected Board of
Trustee member replacing Jeff Schwartz for Area 1. Mr. Cordero stressed his
commitment to West Valley Community College and the commitment to communication
with the City of Saratoga.
COMMUNICATIONS FROM BOARDS AND COMMISSIONS
Representatives from Friends of the Saratoga Libraries, addressed the Council regarding
the joint meeting held prior to the Regular City Council meeting. The reopening of the
library on Mondays, which began January 8, 2007 was well received by the public. The
Book-Go-Round building will celebrate 80 years of existence and March 20, 2008 a
celebration will be held to mark the 20-year anniversary of using the building as the
Book Go Round. Besides the role of liaison to the Saratoga Library Commission, the
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Libraries offer programs such as Saratoga Authors and Breakfast Club. The Easter
Promenade will be held Saturday, April 10, 2007 from 3:00pm-5:00pm in the Village.
The website for Friends of the Saratoga Library may be found at www://Fslonline.org
A representative from the Saratoga Library Commission addressed the Council. The
Commission provides City Council recommendations regarding policies, budgets, plans
and procedures. The focus forward is to establish goals for the Commission, leverage
assets, and respond to emerging needs of the Community.
Janice Hemper gave an update about Saratoga’s “Wear Your Helmet Day” progress.
Deputy Brad Davis has been helping her. She requested assistance from the Council with
advertising the day. Vice-Mayor Waltonsmith agreed to meet with Ms. Hemper offline
to determine level of assistance.
Chuck Page suggested a joint meeting with the Trustees of West Valley College.
Councilmember Hunter agreed and wanted enlightenment about what building will be
going on at the College. City Manager Dave Anderson responded that there are plans
available to view in the City Planning offices.
ANNOUNCEMENTS
As noted previously, the Easter Promenade will take place in the Village, on Saturday
April 10 2007 from 3:00pm-5:00pm.
CEREMONIAL ITEMS
1A. COMMENDATION HONORING BERNICE GIANSIRACUSA
This Item was heard following Item 2B
STAFF RECOMMENDATION:
Present commendation.
Mayor Kao read the commendation and presented it to City volunteer Mrs.
Giansiracusa.
Staff member John Livingstone commended Mrs. Giansiracusa for twenty years of
invaluable service.
1B. COMMENDATION HONORING THE SARATOGA CALIFORNIA
STAKE THE CHURCH OF JESUS CHRIST OF LATTER-DAY SAINTS
STAFF RECOMMENDATION:
Present commendation.
Mayor Kao read the commendation and presented it to representatives of the
Saratoga California Stake The Church of Jesus Christ of Latter-day Saints.
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SPECIAL PRESENTATIONS
2A. WEST VALLEY COLLECTION AND RECYCLING (WVC&R) SERVICE
UPDATE
STAFF RECOMMENDATION:
Informational only.
A representative from WVC&R provided an update to the implementation of the
new service. It was reported that lower customer call volume indicated that
citizens are getting used to the new system. Customer calls are still encouraged as
are emails. The WVC&R website; www: WestValleyRecycles.com. Customer
service number is (408) 283-9250.
Councilmember Hunter requested information about how best to pursue the idea of
recycling in the Village. The representative suggested a meeting between
WVC&R and the City, and will contact Cathleen Boyer to set it up.
Councilmember King inquired about replacement of existing yard waste, garbage
and recycling bins. The WVC&R representative noted they will be replacing all of
the bins with ones compatible with their equipment.
Councilmember King congratulated WVC&R on their responsiveness to City
customers.
2B.
SHIFT COALITION (SAFETY & HEALTH IS FIRST)
STAFF RECOMMENDATION:
Informational only.
Ms. LD Hirschklau and student members of SHIFT presented a brief overview of
the program. Ms. Hirschklau reported on the history and goals of the organization.
Their focus is to reduce under-aged drinking in the communities of Los Gatos,
Monte Sereno and Saratoga. Ms. Hirschklau requested the Council take into
consideration the following suggestions: Require signed agreements at community
wide events, (such as at the Saratoga Street Dance), work with merchants
regarding product placement, consider town ordinances regarding underage
drinking at parties and support coalition efforts.
City Manager, Dave Anderson, suggested that SHIFT meet with Brad Davis, the
Neighborhood Resource Officer, who could help them develop a cooperative
program to assist SHIFT in meeting their goals.
Vice Mayor Waltonsmith requested that they connect with the City’s Youth
Commission, private schools and other school districts within Saratoga.
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Councilmember King requested that Deputy Brad Davis submit an item in the
Council Newsletter regarding current applicable City ordinances.
CONSENT CALENDAR
3A. CITY COUNCIL MINUTES – FEBRUARY 7, 2007
STAFF RECOMMENDATION:
Approve minutes.
Councilmember Waltonsmith removed this item for correction.
Councilmember Waltonsmith reported that the list of SASCC Board members
present at the meeting was not correct. A corrected list of names was presented to
City Clerk Boyer.
WALTONSMITH/PAGE MOVED TO APPROVE CITY COUNCIL
MINUTES OF FEBRUARY 7, 2007 WITH CORRECTIONS. MOTION
PASSED 5-0-0.
3B. CITY COUNCIL MINUTES – FEBRUARY 21, 2007
STAFF RECOMMENDATION:
Approve minutes.
WALTONSMITH/ KING MOVED TO APPROVE CITY COUNCIL
MINUTES OF FEBRUARY 21, 2007. MOTION PASSED 5-0-0.
3C. CITY COUNCIL MINUTES – MARCH 2, 2007
STAFF RECOMMENDATION:
Approve minutes.
Councilmember Page removed the item from the Consent Calendar to present a
correction. He stated that the incorrect item was in the recorded discussion of the
direction on the North Campus. The minutes as written state, “Unanimous
consensus on the following items: Direct staff to continue with the renovations of
the Administrative Building, Fellowship Hall and making the Education building
weatherproof.” Councilmember Page requested the minutes be changed to read
“Unanimous consensus on the following items: Direct staff to continue with the
renovations of the Administrative Building and Fellowship Hall.” with the
phrase“…and making the Education Building weatherproof”, stricken from the
record since it had not been unanimously agreed.
PAGE/KING MOVED TO APPROVE CITY COUNCIL MINUTES OF
MARCH 2, 2007 WITH CORRECTION. MOTION PASSED 5-0-0.
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3D. CITY COUNCIL MINUTES – MARCH 7, 2007
STAFF RECOMMENDATION:
Approve minutes.
WALTONSMITH/ KING MOVED TO APPROVE CITY COUNCIL
MINUTES OF MARCH 7, 2007. MOTION PASSED 5-0-0.
3E. CHECK REGISTER FOR MARCH 20, 2007
STAFF RECOMMENDATION:
Accept check register.
WALTONSMITH/ KING MOVED TO ACCEPT CHECK REGISTER FROM
MARCH 20, 2007. MOTION PASSED 5-0-0.
3F. ADOPTION OF RESOLUTION APPROVING A LOCAL HAZARD
MITIGATION PLAN PURSUANT TO THE DISASTER MITIGATION
ACT OF 2000
STAFF RECOMMENDATION:
Adopt the Resolution approving the Association of Bay Area Government’s
(ABAGs) report “Taming Natural Disasters” as the City of Saratoga’s Local
Hazard Mitigation Plan and authorize the City Manager to submit it, the City’s
Local Hazard Mitigation Plan (LHMP) Annex and mitigation matrices to the
Federal Emergency Management Agency (FEMA) for their final approval.
RESOLUTION: 07-020
WALTONSMITH/ KING MOVED TO ADOPT RESOLUTION APPROVING
THE ABAG REPORT “TAMING NATURAL DISASTERS” AS THE CITY
OF SARATOGA’S LOCAL HAZARD MITIGATION PLAN. MOTION
PASSED 5-0-0.
3G. AGREEMENT FOR CITY SURVEYOR SERVICES
STAFF RECOMMENDATION:
Authorize City Manager to execute an Independent Contract with CSG
Consultants, Inc. for professional City Surveyor services.
WALTONSMITH/ KING MOVED TO AUTHORIZE CITY MANAGER TO
EXECUTE AN INDEPENDENT CONTRACT WITH CSG
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CONSULTANTS, INC. FOR PROFESSIONAL CITY SURVEYOR
SERVICES. MOTION PASSED 5-0-0.
3H. RESOLUTION TO SUPPORT THE METROPOLITAN
TRANSPORTATION COMMISSION AUTHORIZING THE FILING OF
AN APPLICATION FOR FEDERAL CONGESTION MITIGATION AND
AIR QUALITY IMPROVEMENT (CMAQ) FUNDING FOR THE DEANZA
TRAIL PROJECT
STAFF RECOMMENDATION:
Approve the resolution supporting the Metropolitan Transportation Commission’s
(MTC) application for CMAQ funds for the DeAnza Trail Project.
RESOLUTION: 07-078
WALTONSMITH/ KING MOVED TO ADOPT RESOLUTION OF LOCAL
SUPPORT SAFETEA STP/CMAQ FUNDING. MOTION PASSED 5-0-0.
3I. COX AVENUE RAIL ROAD CROSSING PROJECT – CHANGE IN COST
& SUPPLEMENTAL AGREEMENT
STAFF RECOMMENDATION:
Authorize the City Manager to execute Supplemental Agreement with Union
Pacific Railroad Company.
WALTONSMITH/ KING MOVED TO AUTHORIZE THE CITY MANAGER
TO EXECUTE SUPPLEMENTAL AGREEMENT WITH UNION PACIFIC
RAILROAD COMPANY. MOTION PASSED 5-0-0.
PUBLIC HEARINGS
4. APPEAL OF A PLANNING COMMISSION DECISION RELATING TO
14451 OAK PLACE
STAFF RECOMMENDATION:
None - appeal withdrawn.
City Attorney Taylor explained that, as a point of order, since this item was
advertised in the Saratoga News as a public hearing, the Mayor should ask if there
was anyone in the audience wishing to speak on the item.
Mayor Kao opened the public hearing and invited public comments.
Seeing none Mayor Kao closed the public hearing.
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OLD BUSINESS
None
NEW BUSINESS
5. HIGHWAY 9 SAFETY IMPROVEMENTS – MASTER PLAN APPROVAL
This Item was heard after Item 6
STAFF RECOMMENDATION:
Approve Master Plan and Phase I scope of work for Highway 9 Safety
Improvement Project.
John Cherbone, Public Works Director, and Iveta Harvancik, Associate Engineer,
presented the staff report. The project covers both sides of the 4.4 miles of
Highway 9 between Los Gatos and Saratoga. Staff from the Tri City group;
Saratoga, Monte Sereno and Los Gatos, are working cooperatively to define cost
distribution and plan. Ad Hoc committee was formed to review master plan and
obtain public input. Project is funded by a Federal grant that only supports Phase
One of the project. The Master Plan includes adding new and widening current
bicycle lanes to between a minimum of four feet wide and a maximum of eight
feet wide, creating pedestrian pathways to a maximum of six feet wide and safe
pedestrian crossing at certain key points. The overall intent is for both bicycle
lanes and the pedestrian pathways to be continuous from the City of Saratoga,
through Monte Sereno and to the Town of Los Gatos. Phase One will include;
striping for a partial bike lane and the installation of one pedestrian activated
crosswalk at Vickery Street. Construction will be summer of 2007. Public Works
is aggressively looking for other grant funds to support the rest of the Master Plan.
Councilmember Hunter asked why the crosswalk would be put at Vickery Street
instead of Horseshoe Drive. Director Cherbone said the decision was made to put
a pedestrian activated crosswalk at Vickery because it is a shorter, safer distance
for pedestrians to cross.
Councilmember Hunter asked whether residents near Fruitvale Avenue, who were
asked several years ago by the Planning Commission to provide pedestrian
pathways along the front of their properties as a condition for remodeling their
homes, had actually put the pathways in and if they were being used in conjunction
with this plan. Director Cherbone was aware of two other locations where
pedestrian pathways were conditional and would check into the homes near
Fruitvale.
Public Works was commended by Council for working with the other cities and
public agencies.
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Jim Stallman, Saratoga resident, addressed the Council mentioning that according
to his understanding of the California Vehicle Code, the street could be set at a
lower speed if the City desired. Councilmember King clarified that CalTrans owns
the street and that the City of Saratoga can not set the speed, but can request a
reduction.
Joanne Pip, representing Citizens for Hwy 9 Safety, addressed the Council to note
that the grant money should not be used to fund a resurfacing project that CalTrans
had already slated to do. In addition, she asked the Council to request three Speed
Radar Feedback signs that CalTrans had once agreed to fund. Ms. Pip requested
that the Council work to reduce the speed limit all along Hwy. 9; and thanked the
Council for their support.
Councilmember King asked if Ms. Pip could provide written documentation to
support her claim that CalTrans committed to providing the Speed Radar Feedback
signs. Ms. Pip agreed to provide the documentation in the form of a published
article. Director Cherbone stated that he asked CalTrans multiple times regarding
the commitment, but to date CalTrans has not agreed that they made a
commitment. He also stated that the City obtained two other Speed Radar
Feedback signs from the County, and VTA, with an application through the
Sheriff’s Office. The two signs are awaiting parts and will then be installed.
KING/PAGE MOVED TO APPROVE MASTER PLAN, ENGINEERING
DRAWINGS AND PHASE I SCOPE OF WORK FOR HIGHWAY 9
SAFETY IMPROVEMENT PROJECT. MOTION PASSED 5-0-0.
Vice Mayor Waltonsmith requested Staff to explore what speed limit rights and
privileges there might be now that bike lanes will be present on both side of
Highway 9, and report back in the Council newsletter.
Mayor Kao declared a 5 Minute break at 9:00pm.
Council reconvened at 9:05pm
6. DIRECTION REGARDING USE OF AQUATIC FACILITIES AT
SARATOGA HIGH SCHOOL
STAFF RECOMMENDATION:
Accept report and direct Staff and the City’s School Ad-Hoc Committee
accordingly.
Michael Taylor, Interim Recreation Director, presented the staff report regarding
the use of the aquatic facilities at Saratoga High School.
Upon the decision of the high school administration, aquatic use was discontinued
with the lapse of the most recent use agreement between the City and the District.
At the March 21, 2007 Council meeting, citizens addressed the Council and
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requested reinstatement of the noontime swim program. Staff is seeking direction
from Council.
Councilmember King asked why the pool was not included in options for credits at
the time the $150,000.00 funding was made and why the City’s Recreation
program doesn’t include swim programs. Director Taylor responded that the high
school aquatic facility was never intended or specifically designed for public use
as are other pools. Aquatic programs are very costly, and given the City’s
mandate for the Recreation Department to seek full cost recovery, it would be cost
prohibitive to provide aquatics programs.
Councilmember Waltonsmith stated that DACA performs the task of providing
aquatic programs making it unnecessary for the City to provide one.
Kerry Matsuoka, Superintendent of Saratoga/Los Gatos High School District
addressed the Council. He reported findings from a DACA audit on adult use
during noontime swim hours. Currently 16-18 individuals per week use the pool,
six to eight of whom are Saratoga residents.
Councilmember Hunter commented that residents gave money for the original
pool in the 1980’s because they thought they were getting a “town swimming
pool”. She asked Mr. Matsuoka what changed in 2002, when it became a school
only pool. Mr. Matsuoka was unable to respond to that question.
Councilmember King asked if other pools were available in the area. Mr.
Matsuoka noted that Fremont/Union High School District is the only district he
found that offers public swim; however, separate locker rooms are used by adults.
Councilmember Page asked Mr. Matsuoka what other swim programs are
available at Saratoga High School. Mr. Matsuoka responded that DACA offers
early morning adult swim and afternoon child swim programs. DACA also offers
Summer swim.
Cynthia Cheng, Board President of Saratoga/Los Gatos High School Board
addressed the Council. She noted that the pool was built for the school and
students and the safety and privacy of the students cannot be compromised. The
pool should be offered in the mornings, afternoons and summers when the students
are not using the pool.
Councilmember King asked Ms. Cheng if the School Board would be willing to
look at any other programs during the noontime. Ms. Cheng responded that she
didn’t feel it could be an option and reiterated that her obligation was to the safety
of the students.
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The following people spoke in favor of keeping the noontime swim program:
Lisa Fisher Colbry
Shannon Newton
Connie Curry
Tom Lawrence
Ken Strasser
Helen Chan, from Saratoga and a PTSA member spoke on behalf of the parents
and students of Saratoga High School in support of the closure of the noontime
swim for the protection and safety of the students. Councilmember Page asked Ms.
Chan the number of students and families attending Saratoga High School. Ms.
Chan responded with an approximate number of 1300 students and 900 families.
Vice Mayor Waltonsmith suggested the School Ad Hoc Committee meet and
continue the discussion of the use agreement, including pool use. She noted that
DACA does provide the high school with some funding from the fees they charge
the public. Vice Mayor Waltonsmith expressed hope that Saratoga citizens
wouldn’t be surprised by decisions made by the Council or the School District in
the future.
Councilmember Hunter recalled when the pool was built and the idea that it would
be for community use. However, she noted the issue of pool use is not the
Council’s purview but rather the School Board’s and she respected their decision.
Councilmember Page noted that the School Board has a responsibility to the
students. He stated that as the school continues to offer open times for the public,
he deferred to the school board’s decision.
Councilmember King was in agreement with Councilmember Page. She noted
that during the School Ad Hoc meeting about the use permit, the District
expressed willingness to add 5 more years to the agreement, but the all weather
turf field and pool would not be part of it.
Mayor Kao stated that safety is the number one issue of the city government and
could understand why this is also the school’s priority. She reiterated that during
school hours, the pool should be kept for students and staff.
Vice Mayor Waltonsmith thanked the citizens and the school for coming to the
Council meeting to discuss the issue.
7. PEDESTRIAN FACILITIES AT HERRIMAN AVENUE AND LEXINGTON
COURT
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
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Public Works Director John Cherbone presented the staff report, responding to the
request from the March 21, 2007 City Council meeting to address the issue of
pedestrian safety at the crossing of Herriman Avenue at Lexington Court.
The mid-block crossing is used heavily by Foothill Elementary students to cross
Saratoga/Sunnyvale Road. It is also used by high school students. Currently there
are no sidewalks leading to the controlled crossing (traffic signal) over
Saratoga/Sunnyvale Road from the Lexington Court side. Foothill students cross
Herriman at the point of Lexington Court to access the sidewalk in front of
Saratoga High School.
Director Cherbone described options for safety improvements:
Option 1: Install traffic signal. It would most likely not meet the warrant (criteria)
for traffic signalization and cost would be prohibitive at $120,000.00.
Option 2: In paving flashing lights. Pedestrian presses button to activate. Cost is
$75,000.00.
Option 3A: Create a continuous walkway all the way from Herriman to
Saratoga/Sunnyvale Road. Students would cross Herriman at Saratoga/Sunnyvale
Road to access the controlled crossing. The cost would be about $45,000.00.
Option 3B: Install the sidewalk as in Option 3A and additionally create a
controlled crossing on the Lexington side of Saratoga/Sunnyvale Road by
modifying the traffic signal at an additional cost of $30,000.00, totaling
$75,000.00. This option would eliminate the need for the elementary students to
cross Herriman. Director Cherbone requested direction from Council.
Councilmember King questioned the expense for one crosswalk and signal change.
Director Cherbone responded that costs were in line with other similar projects and
specific costs for this project were attributable to software modifications,
materials, and labor.
Councilmember Hunter asked why stop signs weren’t being considered.
Director Cherbone said that they would not meet the required “warrants”,
(criteria).
Councilmember Page asked if the Arborist had looked at the impacts the various
options would have on trees along the route.
Director Cherbone responded that landscaping and easement impacts had not yet
been investigated, nor had affected neighbors been communicated with but all
would be done upon direction from Council to Staff.
Vice Mayor Waltonsmith observed that knockdown barriers have been put up on
the existing crosswalk. Councilmember King noted, and Director Cherbone
concurred, that the Presbyterian church and one homeowner along Herriman
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would be the only two properties affected. Councilmember Waltonsmith asked the
date of the next Traffic Safety Commission meeting.
Director Cherbone stated April 12, 2007.
Mayor Kao commented that Camino Rico also has a knockdown barrier going in
and asked if a sidewalk could be installed along that section as well.
Director Cherbone noted this concept would have a greater impact to landscaping
along the front of homeowner properties and stated the route more likely used by
students was along Lexington Court.
Mayor Kao asked what the procedure would be to request a signal light. Director
Cherbone responded that typically these issues go through the Traffic Safety
Commission first and when funding is required, go to Council.
Councilmember Hunter asked what feedback Public Works has received regarding
the knockdowns in the Village.
Director Cherbone responded that he has received positive feedback regarding the
Village knockdowns, acknowledged that aesthetics play a large role in the Village,
but that safety should come first regarding this issue, though aesthetics would be
duly considered.
Jao Sing, Lexington Court resident addressed the Council. He thanked the City for
the knockdowns but stated that they aren’t enough.
Bridget Ballingal, member of the Traffic Safety Commission and resident adjacent
to Lexington Court, addressed the Council. She recommended keeping the project
as an agenda item with the Traffic Safety Commission and that the project should
be looked at comprehensively before a decision is made. She cited other issues
such as speeding and egress and exit issues that should also be addressed.
Karen Perrizolo, Saratoga resident, addressed the Council. She requested a study
for a stop sign at Lexington and Herriman to see if one is warranted.
Ms. Sujatha, Saratoga resident, addressed the Council and reiterated the need for
safety and for a study. Ms. Sujatha suggested sidewalks or pathways be installed.
Brian Scottalini, Saratoga resident, addressed the Council and echoed the request
for a comprehensive study.
Councilmembers King, Hunter and Vice Mayor Waltonsmith suggested the project
continue with a full study, via the Traffic Safety Commission.
Councilmember Page commended Staff for their quick response. He agreed that
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with the complexities, it should be given to the Traffic Safety Commission for
review and recommendation.
Mayor Kao agreed it should be given to the Traffic Safety Commission and
requested continued citizen involvement.
Staff Direction:
Agendize this issue on the next Traffic Safety Commission meeting of April 12,
2007 After a traffic engineering study is complete, the Commission will readdress
the issue in their following meeting and prepare recommendations and budget
requirements for a subsequent Council meeting.
8. MIXED-USE DEVELOPMENT STANDARDS
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
John Livingstone, Community Development Director, presented the staff report.
In 2002, the Housing Element of the City’s General Plan was updated. In order to
obtain approval and certification of the plan from the State, the City was required
to show how it met the City’s fair share of the bay area’s regional housing needs.
Two new policies were approved in order to meet this requirement.
1) make secondary units easier to get, via an incentive of deed restriction for
low income for additional floor area allowances by the City.
2) create a mixed-use development standard.
These two housing element policies from the General Plan were implemented in
the City Zoning Ordinances in 2004. The new ordinance provided for additional
housing opportunities and acted to preserve the future commercial development in
the Village and other areas throughout the City by controlling dwelling units
development to be no more than 50% of the total building area of the total site
development.
One of the other requirements of the Mixed-Use Standards was that the residential
component had to be rental housing only and no greater than 1250sf. This
requirement prohibits owner occupied condominiums in these areas.
Director Livingstone reported that feedback from some Village area single family
home owners was that they would welcome condo living in the Village, but with
the current standards requiring apartment rentals only, this would not be possible.
He also noted that in order to allow condos in the Village, the City would have to
amend both the City Zoning Ordinance and the Housing Element. If the rental
requirement was removed, the City would have to produce other options to support
the required low income housing. One option noted could be inclusionary
housing.
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Councilmember Hunter asked if homes along Big Basin Way burned down, is the
zoning such that they would not be able to rebuild their home as it would fall
under the new zoning, which requires a new mixed use.
Director Livingstone responded by using the example of a condo complex. If it
burned down, under the current Mixed-Use restrictions, and was rebuilt, only 50%
of the condo complex would be able to be rebuilt as is, while the remainder would
have to be commercial.
City Attorney Taylor added that the Housing Element is part of the General Plan.
The City can not change anything in the Zoning Code if it will be different than
the City’s General Plan. Regarding the nonconforming use issue, there may be a
way to amend the code to say that the City can do 100% housing as long as 50% is
comprised of the 1250sf rental unit housing. Another option might be to allow
homeowners a time allowance, e.g., for 10 years they would be allowed to rebuild,
but that homeowners need to be aware that the use and zoning has ultimately
changed.
Attorney Taylor also reminded Council that whatever was decided could not be
contrary to what the City told the State in the Housing Element. There are very
strict state laws regarding variances. There needs to be some unusual
characteristics of the property in order to grant a variance. A non conforming use
would not be a valid criteria to approve a variance.
Vice Mayor Waltonsmith asked when the Housing Element is due to be redone.
Director Livingstone responded that it needs to happen in 2009 and then designate
an area for low cost housing or determine inclusionary housing, (distributed
percentage) in future projects.
Vice Mayor Waltonsmith provided a brief background to the issue, noting that
when first planned in 2004, it was decided that the new housing element
requirement would be spread throughout the City. Her concern is that it might
now be located in just one area.
Councilmember Page asked for definition of low income housing. Director
Livingstone responded that any apartment is typically considered low income
housing, but rents are based on county average and median income.
Councilmember Page noted that the State could come back and tell the City to
come up with a stiffer plan and actually make the City build the units, not just plan
for them. He asked if it would be possible for Staff to look at a Village specific
plan and alternatives that would meet all or part of the requirements for low
income housing.
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Councilmember Hunter noted because this issue will take lots of time and money;
she wanted to see the State housing requirement numbers prior to proceeding.
Councilmember Page and King debated the use of the General Plan fees as method
for paying for the study.
Director Livingstone described the process to develop and review plans and noted
that at the Council retreat, it was agreed that the next General Plan element to
review would be the Housing Element which is typically reviewed every 5 years.
Community Development plans, in May, to present the entire work plan, General
Plan, and ordinances, in a public forum.
Mayor Kao asked for clarification on whether affordable units could be for sale or
for rent.
Director Livingstone responded that they could be either, but in Saratoga the cost
to develop generally is so high that developers cannot afford to sell the units at
below market rates, hence they end up typically as rentals.
Gene Zambetti addressed the Council and requested that the agenda item be
continued to future Council meetings so the residents and commercial owners from
the Village could be involved. He has a current project proposing a commercial
business on street front, two 1250sf apartments in the rear, and an office on the
top.
Councilmember King commented that from her research banks are not open to
financing apartments above retail space and suggested that the City needs a
redevelopment agency to help with financing businesses who want to come in the
Village.
Councilmember Page stated that he wanted to look at options, such as building a
Village neighborhood, where people live and can walk to stores and restaurants.
He suggested Staff be given 45 days to come up with creative alternatives for a
viable village neighborhood that will bring people to live in the Village.
Vice Mayor Waltonsmith noted the requirement of meeting State demands with
the current Housing Element was accomplished and feels that more condos in the
village is not the answer for creating a vibrant Village.
Mayor Kao stated she would like to consider all commercial areas in the study not
just the village and suggests the Staff come up with more ideas that make it
successful for property owners and residents alike.
Vice Mayor Waltonsmith suggested waiting for the new State housing requirement
numbers.
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Mayor Kao asked when the State numbers would come in.
City Manager Dave Anderson stated it’s unsure exactly when the City would
receive the numbers; however, we anticipate the numbers will be somewhere in the
mid 300’s. It was also noted that by waiting, the State could impart more stringent
requirements, for example, requiring the building of units, not just putting the
capacity in place.
City Attorney Taylor also noted that the laws are already more restrictive than
when the City adopted the Housing Element in 2002 and noted they will continue
to get tougher. The City should evaluate the current plan and use the mid 300’s as
a good working number.
Direction to Staff:
On June 20, 2007, the Council will hold a Village Revitalization Study Session.
For that meeting, Staff will have conceptual alternatives, a process timeline,
roadmap, and budget prepared.
9. TIME SCHEDULING FOR SITE VISITS
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
John Livingstone, Community Development Director, presented the staff report.
After discussion by Council, it was agreed that site visits would be moved to
Mondays at 9:30 a.m..
CITY COUNCIL ITEMS-
Councilmember Waltonsmith announced that May 19 is anti-litter/pickup and anti-graffiti
day. She also noted that on May 2nd, a Joint meeting with Villa Montalvo and Mountain
Winery has been scheduled. She suggested that separate meetings should be scheduled
with each of the organizations. City Manager Anderson suggested the issue be discussed
the following day at the meeting with the Mayor.
Councilmember King requested an update on efforts by City to go paperless. City Clerk
Boyer will publish update in newsletter.
Councilmember Hunter requested recycling at the village be an agenda item. Council
suggested that Councilmember Hunter meet with a representative of WVC&R to discuss
the issue.
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OTHER
CITY MANAGER’S REPORT – none
CITY ATTORNEY’S REPORT
City Attorney Taylor proposed the Council make a motion to continue its meeting in
closed session in the Administrative Conference room, in order to continue the hearing
officer agenda item, as well as other closed session items, or continue the closed session
at a future time.
PAGE/KING MOVED TO CONTINUE MEETING AS CLOSED SESSION.
MOTION PASSED 5-0-0
CLOSED SESSION –ADMINISTRATIVE CONFERENCE ROOM, 13777
FRUITVALE AVENUE
ANNOUNCEMENT OF CLOSED SESSION ITEMS
Conference With Legal Counsel – Initiation of Litigation Gov't Code section 54956.9(c):
(2 potential cases).
ADJOURNMENT
There being no further business Mayor Kao adjourned the regular meeting at 11:00 p.m.
Respectfully submitted,
Ann Sullivan, CMC
Acting City Clerk
37
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, Acting City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Minutes – June 18, 2008
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regular Meeting – June 18, 2008
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Minutes from June 18, 2008
38
MINUTES
SARATOGA CITY COUNCIL MEETING
JUNE 18, 2008
The City Council held a Joint Meeting at 6:00 p.m. with the Home Owners Association
Presidents in the Saunders Room at the Community Center.
Mayor Waltonsmith called the Regular City Council meeting to order at 7:00PM and led the
Pledge of Allegiance.
ROLL CALL:
PRESENT: Councilmembers Jill Hunter, Aileen Kao, Kathleen King, Vice Mayor
Chuck Page, and Mayor Ann Waltonsmith
ABSENT: None
ALSO Dave Anderson, City Manager
PRESENT: Richard Taylor, City Attorney
Ann Sullivan, Acting City Clerk
Barbara Powell, Assistant City Manager
Mary Furey, Administrative Services Director
John Cherbone, Public Works Director
John Livingstone, Community Development Director
Crystal Morrow, Administrative Analyst II
REPORT OF CITY CLERK ON POSTING OF AGENDA
Acting City Clerk Ann Sullivan reported Pursuant to Gov’t. Code 54954.2, the agenda for this
meeting was properly posted on June 12, 2008.
ORAL COMMUNICATIONS ON NON AGENDIZED ITEMS
The following people spoke:
Dr. Barbara Morrow Williams, Librarian of Saratoga Library addressed the Council on the re-
opening of the Warner Hutton House for the after-school program.
Sheryl Cummins – spoke in support of the reopening of the Warner Hutton House for the after-
school program.
The following Youth Commissioners spoke in support of the reopening of the Warner Hutton
House for the after-school program:
Jacob Baker, Justin El-Diwany, and Corey Rateau.
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Mary Kay Britenbach – addressed the Council on the use of the banner at Blaney Plaza. She
asked Council to consider waiving the $300 fee advertising Village events and to allow the
banner to be hung for a week for each local event in the Village. She noted there were only 13
requests for the use of the banner in the upcoming 12 months.
COUNCIL DIRECTION TO STAFF
Councilmember King asked to agendize the reopening of the Warner Hutton House for after
school events. Vice Mayor Page seconded the request.
Vice Mayor Page asked staff to meet with Mary Kay Britenbach regarding the criteria for the use
of the banner in the Village and the established fee requirements.
Councilmember King suggested looking into lowering the fee for the banner rental.
COMMUNICATIONS FROM BOARDS AND COMMISSIONS
Administrative Analyst II Crystal Morrow reported on the Home Owners Association Joint
Meeting held at 6:00p.m. She noted representatives from the following 13 neighborhood
associations were present:
Greenbriar; Bell Grove; Congress Springs; El Quito; De Haviland Circle; Madronia Historic
Area; Saratoga Heights; Saratoga Hills Road; Saratoga Neighborhood Task Force; Saratoga
Oaks; Saratoga Parkside; Saratoga Woods; and Vineyards of Saratoga.
Deputy Dan Cutforth gave a presentation on Crime Prevention and Neighborhood Watch
Program, and invited the representatives from each association to begin planning a neighborhood
watch for their communities.
Emergency Services Coordinator Jim Yoke shared information on the importance of
neighborhood emergency planning and the role of Community Emergency Response Teams
(CERT) in neighborhood associations.
In addition, neighborhood representatives provided a brief overview of their association’s
objectives. Each representative received Association Contact Information forms and once the
completed forms are returned, staff will post on the City Website general information about each
association.
ANNOUNCEMENTS
Mayor Waltonsmith announced the Silicon Valley Realtors Association is having a fund raising
event for both Los Gatos Recreation Department and the City of Saratoga Youth Program.
Proceeds from ticket sales for the San Jose Giants baseball game at 5:00p.m.on August 3, 2008,
will help fund both these organizations.
Vice Mayor Page announced the annual 4th of July celebration at Azule Park from 10:00 to
11:30AM.
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CEREMONIAL ITEMS
None
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
1. CIP STUDY SESSION MINUTES – JUNE 3, 2008
STAFF RECOMMENDATION:
Approve minutes.
PAGE/HUNTER MOVED TO APPROVE CIP STUDY SESSION MINUTES – JUNE
3, 2008. MOTION PASSED 5-0.
2. CITY COUNCIL MINUTES – JUNE 4, 2008
STAFF RECOMMENDATION:
Approve minutes.
PAGE/HUNTER MOVED TO APPROVE CITY COUNCIL MINUTES – JUNE 4,
2008. MOTION PASSED 5-0.
3. REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS
STAFF RECOMMENDATION:
That the City Council accepts the Check Registers for Accounts Payable cycles:
May 29, 2008 and June 5, 2008.
PAGE/HUNTER MOVED TO APPROVE CHECK REGISTERS FOR ACCOUNTS
PAYABLE CYCLES – MAY 29, 2008 AND JUNE 5, 2008. MOTION PASSED 5-0.
4. NORTH CAMPUS FELLOWSHIP HALL – AMENDMENT – INDEPENDENT
CONTRACTOR AGREEMENT APPROVAL
STAFF RECOMMENDATION:
1. Approve Independent Contractor Agreement with Amendment between the City of
Saratoga and Steve Benzing, Architect.
2. Authorize the City Manager to execute the same.
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PAGE/HUNTER MOVED TO 1) APPROVE INDEPENDENT CONTRACTOR
AGREEMENT WITH AMENDMENT BETWEEN THE CITY OF SARATOGA AND
STEVE BENZING, ARCHITECT; 2) AUTHORIZE THE CITY MANAGER TO
EXECUTE THE SAME. MOTION PASSED 5-0.
5. MOTOR VEHICLE (MV) RESOLUTION AUTHORIZING NO PARKING
STAFF RECOMMENDATION:
Move to adopt the Motor Vehicle Resolution authorizing “No Parking” on a portion of
Kirkmont Drive
RESOLUTION NO. MV-275
PAGE/HUNTER MOVED TO ADOPT THE MOTOR VEHICLE RESOLUTION
AUTHORIZING “NO PARKING” ON A PORTION OF KIRKMONT DRIVE.
MOTION PASSED 5-0.
6. AWARD OF CONTRACT FOR STREET SWEEPING SERVICES
STAFF RECOMMENDATION:
1. Move to award a two year Street Sweeping Contract to Universal Sweeping Services in
the amount of $90,000 per year with an additional $10,000 allocation per year for
unscheduled sweeping.
2. Move to authorize the City Manager to execute a Street Sweeping Contract with
Universal Sweeping Services.
PAGE/HUNTER MOVED TO 1) AWARD A TWO YEAR STREET SWEEPING
CONTRACT TO UNIVERSAL SWEEPING SERVICES IN THE AMOUNT OF
$90,000 PER YEAR WITH AN ADDITIONAL $10,000 ALLOCATION PER YEAR
FOR UNSCHEDULED SWEEPING; 2) AUTHORIZE THE CITY MANAGER TO
EXECUTE A STREET SWEEPING CONTRACT WITH UNIVERSAL SWEEPING
SERVICES. MOTION PASSED 5-0.
7. UPPER OLD OAK WAY VACATION
STAFF RECOMMENDATION:
1. Adopt Resolution vacating a portion of Old Oak Way.
2. Adopt Resolution accepting offer of dedication for Pedestrian/Equestrian Trail purposes
(Attachment 1).
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City Attorney Richard Taylor removed this item stating the applicant requested to
reschedule this item to the July 2, 2008 Council meeting in order to complete outstanding
items.
PAGE/KAO MOVED TO APPROVE CONSENT CALENDAR ITEM NUMBER 7 –
UPPER OLD OAK WAY VACATION – TO THE JULY 2, 2008 COUNCIL
MEETING. MOTION PASSED 5-0.
8. PROPERTY TAX LEVY FOR DEBT SERVICE PAYMENTS ON THE LIBRARY
GENERAL OBLIGATION BONDS
STAFF RECOMMENDATION:
Adopt the resolution which sets the FY 2008/09 property tax levy rate for the Library
General Obligation Bonds.
RESOLUTION NO. 08-041
PAGE/HUNTER MOVED TO ADOPT RESOLUTION WHICH SETS THE FY
2008/09 PROPERTY TAX LEVY RATE FOR THE LIBRARY GENERAL
OBLIGATION BONDS. MOTION PASSED 5-0.
9. CITIZEN OPTIONS FOR PUBLIC SAFETY – SUPPLEMENTAL LAW
ENFORCEMENT SERVICES FUNDS GRANT (COPS/SLESF)
STAFF RECOMMENDATION:
Adopt resolution authorizing the continued use of the Citizen Options for Public Safety
Program’s Supplemental Law Enforcement Services (COPS/SLESF) grant as a source of
funds for additional public safety services.
RESOLUTION NO. 08-042
PAGE/HUNTER MOVED TO ADOPT RESOLUTIONAUTHORIZING THE
CONTINUED USE OF THE CITIZEN OPTIONS FOR PUBLIC SAFATY
PROGRAM’S SUPPLEMENTAL LAW ENFORCEMENT SERVICES
(COPS/SLESF) GRANT AS A SOURCE OF FUNDS FOR ADDITIONAL PUBLIC
SAFETY SERVICES. MOTION PASSED 5-0.
10. ANNUAL APPROVAL OF THE CITY’S INVESTMENT POLICY – FOR FISCAL
YEAR 2008/09
STAFF RECOMMENDATION:
For the City Council to approve the Investment Policy for Fiscal Year 2008/09.
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PAGE/HUNTER MOVED TO APPROVE THE INVESTMENT POLICY FOR
FISCAL YEAR 2008/09. MOTION PASSED 5-0.
Mayor Waltonsmith asked to move Item 13 up next for discussion due to the number of
people present to speak on this item. Council concurred and moved on to Item 13.
PUBLIC HEARINGS
11. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1 PUBLIC
HEARING, APPROVAL OFENGINEER’S REPORT, AND CONFIRMATION OF
ASSESSMENTS FOR FY08/09
STAFF RECOMMENDATION:
Move to adopt the Resolution Ordering the Improvements and Confirming the Diagram and
Assessments for FY 08-09
Public Works Director John Cherbone presented staff report. He noted the City has asked
property owners within Zone 31, Horseshoe Drive, to consider increasing their assessment
to a maximum of $175.00 for FY 08/09 from the current FY assessment of $98.50. He
stated a ballot was mailed to each property owner in Zone 31 asking whether or not they
want the City, through its Landscaping & Lighting Assessment District, to continue
providing for the maintenance of the frontage landscaping to the Horsehoe Drive area
through a private contractor at the current level of maintenance at an increased cost. The
ballot asks each property owner to vote on the approval of a maximum annual assessment of
$175 for the fiscal year beginning July 1, 2008 along with a 5% maximum adjustment in
subsequent years. He stated the results of the returned ballots would be determined by a
simple majority vote of those voting.
Director Cherbone stated ballots could be submitted up to the close of the public hearing
and after that, ballots could no longer be submitted. Following the opening of the public
hearing, he recommended the Mayor continue this item to be the last item on the agenda and
move on to the next agendized item so that the City Clerk would have time to publicly open
the ballots and count them. He concluded his report and recommended the Mayor open the
public hearing for discussion.
Mayor Waltonsmith opened the public hearing.
No one was present to speak on this item.
RESOLUTION NO. 08-043
PAGE/KING MOVED TO CONTINUE LANDSCAPING & LIGHTING
ASSSESSMENT DISTRICT LLA-1 PUBLIC HEARING, APPROVAL OF
ENGINEERS REPORT,AND CONFIRMATIN OFASSESSENTS FOR FY 08/09 TO
THE LAST ITEM ON THE AGENDA. MOTION PASSED 5-0.
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Mayor Waltonsmith closed the public hearing and moved on to the next item on the agenda.
After discussion of the last agendized item, the Mayor returned to this item and asked for
the results of the tabulated ballots.
City Attorney Richard Taylor announced there were 35 votes in favor of the Landscaping
and Lighting Assessment District LLA-1 proposal and 4 votes opposing the assessment
proposal.
PAGE/HUNTER MOVED TO ADOPT THE RESOLUTION ORDERING THE
IMPROVEMENTS AND CONFIRMING THE DIAGRAM AND ASSESSMENTS
FOR FY 08/09. MOTION PASSED 5-0.
OLD BUSINESS
12. 2008 SUMMER ISSUE OF THE SARATOGAN
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Administrative Analyst II Crystal Morrow presented staff report.
Suggestions from Council:
Vice Mayor Page –
o Include article on garage sales again along with tips on how to have a good garage
sale
o Tips on water usage
o More visuals – easier to read
o Create option for residents to receive the Saratogan electronically in order to save
paper
o Consider doing one or two pages in color then the rest in black and white
o Highlight the community garden
Councilmember King –
o Pictures should be bigger than the words; include more pictures with people
o More bullet points, less words
o Cost saving if done in black and white
o Story on solar
o How to get permits
o Story on top one or two questions received by the City of Saratoga
Councilmember Hunter –
o Bay and water – tips on water conservation
o Continue using color – wait to go black and white
o Column on “Ask Jana” for code enforcement questions/concerns
o Tree well in Village
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Councilmember Kao –
o Its summer time now – flowers and gardening are good visuals or topic ideas
Mayor Waltonsmith –
o Direct readers to website for more information
o Stay with color for now
Councilmember King asked if Council would review the next issue before it is mailed.
City Attorney Richard Taylor stated Council could, however, it must be an agendized
meeting item.
City Manager Dave Anderson noted that not all suggested ideas may appear in the next
issue; they will be added to the que.
NEW BUSINESS
13. FACILITY NAMING APPLICATION FOR SARATOGA COMMUNITY CENTER
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Administrative Analyst II Crystal Morrow presented staff report.
Crystal Morrow noted the City of Saratoga received a facility naming application from the
Committee to Honor Joan Pisani proposing to name the Saratoga Community Center the
Joan Pisani Community Center. She stated the City’s policy on naming Saratoga facilities
and parks requires that all application be sent to the appropriate City Commission to provide
the Council with a recommended action. The Parks and Recreation Commission reviewed
this application on May 13, 2008 and unanimously recommended approval of the naming
application. Crystal Morrow invited Paul Conrado to address the Council on the application
process and to answer any questions the Council may have.
Mayor Waltonsmith invited public comment.
The following people spoke in support of renaming the Community Center after Joan Pisani
and recommended the Council approve the application to rename the facility:
Stephani Burgett, Robyn Katzman, Tina and Don Kellogg, Pam and Don Dunnett, Warren
Lampshire, Joyce Hlava, Nancy Badgett, Terrence Ward, Ron Adolphson, Mark Pierce,
Carolyn and Allen King. Paul Conrado gave the final presentation asking Council to support
the renaming of the Community Center to the Joan Pisani Community Center.
Mayor Waltonsmith closed the public comment and asked for Council discussion.
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Vice Mayor Page stated he was pleased and proud to support the proposition to rename the
Community Center the Joan Pisani Community Center.
Councilmember King concurred and suggested the community create a book noting their
favorite characteristics of Joan Pisani and why she was so important to the community.
Councilmember Hunter concurred and noted it would be the greatest honor for her as a
councilmember during her first four years serving on the Council.
Councilmember Kao concurred and stated Joan Pisani was a role model in the community.
Mayor Waltonsmith concurred as well and thanked everyone for going through the
application process to rename a facility.
WALTONSMITH, PAGE, KING, HUNTER, KAO/WALTONSMITH, PAGE, KING,
HUNTER, KAO MOVED TO RENAME THE SARATOGA COMMUNITY CENTER
TO THE JOAN PISANI COMMUNITY CENTER. MOTION PASSED 5-0.
Mayor Waltonsmith thanked everyone for coming and declared a 5 minute break at 7:48PM.
Mayor Waltonsmith reconvened the meeting at 7:55 to the PUBLIC HEARING section on
the agenda.
14. SARATOGA VILLAGE PARKING AND VALET SERVICE REPORT
STAFF RECOMMENDATION:
Accept report and provide direction to staff regarding Saratoga Village Parking and Valet
Service.
Public Works Director John Cherbone presented the Village Parking portion of the staff
report.
Village Parking:
Mayor Waltonsmith invited public comment.
Mitch Cutler addressed the Council regarding the history of the 15 minute green parking
zone in front of Blue Rock Shoot was installed in 1996 for the benefit of the patrons picking
up food from Florentines Restaurant, Hongs Chinese Restaurant, and Blue Rock Shoot for
coffee pick up and recommended that green zone remain.
Franziska Holtzman, Fehr and Peers representative, was present to answer questions
Council had.
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Vice Mayor Page noted he didn’t see any advantage to a 3 hour parking limit and asked Ms.
Holtzman if a 3 hour parking limit would be restrictive to leisurely diners in some
restaurants.
Ms. Holtzman stated that a few people may dine longer than 3 hours; however, most diners
complete their dining in 3 hours.
Councilmember Hunter inquired about the parking survey being conducted on Thursday and
Saturday evening and that she thought Friday evening was a busy night in the Village.
Ms. Holtzman responded that when the survey business owners were asked what their
busiest time was and with that information Fehr and Peers decided to include one week day
evening and one weekend evening.
Mitch Cutler stated he was not supportive of a 3 hour parking limitation and that it wouldn’t
accomplish much other than to have Village employees park in different areas.
City Manager Dave Anderson noted the benefit to a 3 hour time limit was not to move
things along arbitrarily, but to encourage employees to park in the more distant parking
spaces in order to provide parking spaces closer to the businesses, particularly with on-street
parking and within the parking districts.
Mayor Waltonsmith asked who would be conducting enforcement of the 3 hour parking
limit.
City Manager Dave Anderson responded the Sheriff’s Office does enforcement and since
there weren’t consistent rules regarding designated employee parking areas, it was difficult
to enforce the two-hour parking limitation or on-street parking by employees. With this
comprehensive parking study, there are safe parking zones designated for employees where
they will know they can park all day. The City will do advertising, work with the Chamber,
the SVDC and the businesses where they can tell their employees where they can safely
park without fear of being ticketed. In addition, periodic spot enforcement will encourage
employees to park in the designated employee parking zones.
Mayor Waltonsmith closed public comment.
Councilmember King stated she would recommend putting notices on vehicles when this
new parking procedure goes into effect as there are many employees that do use the 2 hour
parking zones to park in all day, knowing they won’t be ticketed.
Direction to staff regarding Parking Districts:
o Post 70 spaces with 8 hour parking limits in Village Parking District 3 and mark
them with an “E” to direct employees to appropriate parking spaces that have small
demand.
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o Post 3 hour parking limits in Village Parking District 3 except for 70 parking spaces
with small demand.
o Post 3 hour parking limits in Village Parking districts 1, 2, & 4.
o Revisit the 3 hour parking limitation in a year to see how it is working and if it needs
adjustment.
o Reduce length of the loading zone beginning furthest west in front of the Plumed
Horse restaurant by the standard length of one parking space and convert the space
to 2-hour parking.
o Change 15 minute parking limit located in front of The French Tailor from 9:00AM
– 10:00PM to 9:00AM – 6:00PM.
o Change 15 minute parking limit located in front of De Mario restaurant to 2 hour
parking.
o Change loading zone located in front of the School Wear store to 2 hour parking.
o Meet with all the business owners near the 15 minute loading zones, including Flo
Bell and the owner of Vienna Woods, prior to processing the changes affecting the
15 minute loading zones.
Village Valet Service:
Public Works Director Cherbone presented the Village Valet Service portion of the staff
report.
Director Cherbone noted the Village Valet Service Ordinance states Council must meet
annually regarding this ordinance; which he didn’t feel was necessary to meet annually. He
went on to say that if Council wanted to make any amendments to the ordinance that annual
meeting requirement might be one that could be amended.
Mayor Waltonsmith asked if Council could leave the ordinance as it is or if an amendment
to the ordinance would be required.
City Attorney Richard Taylor stated that if Council only wanted to delete the requirement
for annual review in this ordinance it does not need to go before the Planning Commission.
Mayor Waltonsmith invited public comment.
Mitch Cutler stated he was there on behalf of himself and Josh Weeks from the Plumed
Horse to ask Council to consider Valet Parking on both sides of Big Basin Way.
Discussion continued regarding valet parking areas, traffic coming into the Village and
drivers making u-turns at Fifth Street and Big Basin Way to return to the restaurant and
parking areas.
Questions and concerns were raised regarding the legality of u-turns at Fifth Street and Big
Basin Way.
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Director Cherbone noted traffic flow in general throughout the Village may require future
discussion.
Council directed staff to:
o Confirm with the Sheriff’s Office if u-turns are legal at Fifth Street and Big Basin
Way.
o Additional study by Fehr & Peers on feasibility and safety of proposed additional
valet parking across from existing valet parking.
PAGE/KAO MOVED TO REMOVE SECTION 4-80.150 FROM THE ORDINANCE
REQUIRING THE ANNUAL REVIEW OF THE VALET SERVICE. MOTION
PASSED 5-0.
15. COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY
GRANT PROGRAM PROCEDURES
STAFF RECOMMENDATION:
Provide direction to staff as to whether the City should:
1. Maintain the existing CDBG procedures or elect to have a study session prior to the
formal meeting.
2. Modify the existing CDBG application form used by applicants for City CDBG funding.
3. Have the Community Grant Program follow a parallel process consistent with the CDBG
program application, noticing, and meeting schedule.
4. Allow the CDBG applications to take priority over the Community Grant Programs.
Community Development Director John Livingstone presented staff report.
There was Council discussion regarding the Community Development Block Grant (CDBG)
funding and the Community Grant Program procedures.
Councilmember Hunter stated she would like the Saratoga charity projects to receive
priority versus the general County projects.
Director Livingstone noted that Santa Clara County is looking at one standardized form for
all the standard non-profit projects and each city would have their individual section with
their questions pertaining specifically to their city.
Councilmember Kao asked if some of the questions that are on the CDBG form could be
included in the Saratoga Community Grant Program form since many of those questions are
asked by Saratoga Council during the application funding process.
Director Livingstone responded that Attachment A is the current application summary and
Attachment B, which includes the questions Councilmember Kao was referring to, is the
proposed application summary to be used for CDBG funding.
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Vice Mayor Page stated he would like to have the wording on Number 9 of the proposed
form to say “project” rather than “organization”. In addition, he disagrees with
Councilmember Hunter’s suggestion regarding priority given to Saratoga charity projects
because that language could eliminate projects that would actually be serving Saratoga
residents.
Mayor Waltonsmith stated she would like the total numbers of people served by the specific
organization and the percentage of Saratogans served in that project. In addition, she noted
question Number 14 – “total leveraging of money donated”; we need to know if there will
be matching funds.
Councilmember King added if there are matching funds and who would be providing those
funds. In addition, she noted it would be important to add to the form what the
organization’s mission statement is and if they can continue to survive another year. She
also suggested that many grants specify how much you can write as well as leaving a space
at the end where you can include additional information and to limit it to one page.
Mayor Waltonsmith invited public comment.
Susan Huff, Director of Saratoga Area Senior Center Council (SASCC), commented on the
Recommended Actions and stated:
o Agrees with number 1 – Study Sessions are important; the number of organizations
seeking funds is increasing and available funds are decreasing.
o More people should review the grant.
o Notify the presenters of additional information needed; this could then help
streamline the grant process.
o Notify presenters if more information is needed; to help streamline the process.
o Question number 14 is confusing – not really sure what they are looking for in this
question.
Mayor Waltonsmith closed the public comment.
Consensus of Council:
Vice Mayor Page – supports a Study Session.
Councilmember King – supports a Study Session as well as having something on the City
website where organizations can sign up requesting notification when CDBG and
Community Grant funding is scheduled. She also stated she was uncomfortable with
question number 12 and suggested removing it.
Councilmember Hunter – suggested revising question number 12 to say “How necessary are
these funds to your project that affects your Saratoga residents?”
Councilmember Kao – supports a Study Session and suggested saying “total numbers and
percentage of Saratoga residents served” rather than number of Saratoga residents. She also
suggested for question number 14 – include the question “are there matching funds”.
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Mayor Waltonsmith – supports Study Session and re-wording of question number 14
regarding matching funds.
KAO/PAGE MOVED TO 1) SCHEDULE A STUDY SESSION PRIOR TO THE
FORMAL MEETING; 2) MODIFY THE EXISTING CDBG APPLICATION
FORMUSED BY APPLICANTS FOR CITY CDBG FUNDING; 3) HAVE THE
COMMUNITY GRANT PROGRAM FOLLOW A PARALLEL PROCESS
CONSISTENT WITH THE CDBG PROGRAM APPLICATION, NOTICING, AND
MEETING SCHEDULE. MOTION PASSED 5-0.
16. REVIEW THE POSSIBLE FORMATION OF A CH-2 DISTRICT REVIEW
COMMITTEE
STAFF RECOMMENDATION:
Review report and direct Staff accordingly on the following:
1. Type of committee (Ad Hoc, Advisory, or Commission)
2. Confirm participants
Community Development Director John Livingstone presented staff report.
Director Livingstone noted that at the May 13, 2008 joint meeting with the City Council and
the Planning Commission, residents voiced concerns regarding the zoning differences
between CH-1 and CH-2 in the Village. At that meeting both Council Members and
Planning Commissioners expressed an interest in forming a committee to investigate the
issues related to the two zoning districts. Director Livingstone provided Council with
several options available for structuring a committee or a commission to review zoning
issues in District CH-2.
Mayor Waltonsmith invited public comment.
Gene Zambetti stated he would like to see an Adhoc Committee formed as soon as possible
regarding the CH-2 zoning district.
Mayor Waltonsmith closed the public comment.
There was Council discussion and Vice Mayor Page noted the mission of the CH-2
Councilmember/Planning Commission Advisory Committee was to:
o Ascertain the appropriate zoning of the current CH-2 District
o Insure that the existing Service and Retail establishments can be successful
o Insure that the residences and the residents are appropriately protected
o Provide a workable option
Mayor Waltonsmith noted that the Village doesn’t necessarily have to maintain the
“Mom & Pop” businesses to be successful in that district.
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Councilmember King stated that the City of Saratoga will never be a sales tax driven city
and that we need to give citizens what they want, not what we think will bring in sales tax
dollars and that the city needs to research what can work in the CH-2 District and make it be
the best for most citizens. It may be that more housing would fit; which is what we do need
to meet our housing element. As part of that committee, I don’t see that it is working as
retail.
Councilmember Hunter noted that there are a number of “Mom & Pops” in the Village that
has been going for 37-42 years and there is a history of those types of stores that have been
successful; however, based on the 1974 study of this District, it shows that this designated
zoning hasn’t really worked. She noted that she was very supportive of the new committee
and would like to see other Planning Commissioners and Councilmembers be involved in
watching the process.
Attorney Richard Taylor noted other Councilmembers and Planning Commissioners could
participate as an observer; not as a participant.
PAGE/KING MOVED TO CREATE A CH-2 COUNCILMEMBER/PLANNING
COMMISSION ADVISORY COMMITTEE CONSISTING OF PLANNING
COMMISSIONER JOYCE HLAVA AND COUNCILMEMBER KATHLEEN KING
AS MEMBERS OF THE ADVISORY COMMITTEE. MOTION PASSED 5-0.
17. REVIEW THE POSSIBLE FORMATION OF A VILLAGE ECONOMIC
DEVELOPMENT COMMITTEE
STAFF RECOMMENDATION:
Review report and direct Staff accordingly on the following:
1. Type of committee (Ad Hoc, Advisory, or Commission)
2. Participants
Community Development Director John Livingstone presented staff report.
There was council discussion and Vice Mayor Page recommended that the City develop a
plan to enhance the viability of the Village; which could cover a number of things, such as a
historical scenic area or a restaurant-friendly environment.
Mayor Waltonsmith invited public comment.
No one from the public spoke on this item.
There was Council discussion and Vice Mayor Page noted the mission of the Village
Economic Development Committee was to:
o Increase the economic vitality of the Saratoga Village – including the evaluation of
the Conditional Use Permits.
15
53
PAGE/ KING MOVED TO CREATE A COUNCIL-PLANNING COMMISSION
ADVSIORY COMMITTEE CONSISTING OF PLANNING COMMISSIONERS
SUZIE NAGPAL AND LINDA ROGERS, AND CITY COUNCIL MEMBERS
CHUCK PAGE AND JILL HUNTER WITH THE MISSION OF DEVELOPING A
PLAN TO INCREASE THE ECONOMIC VIABILITY OF THE SARATOGA
VILLAGE; INCLUDING THE EVALUATION OF THE CONDITIONAL USE
PERMIT STUDY. MOTION PASSED 5-0.
Councilmember Hunter stated she would like one meeting devoted to viewing the plans that
were developed in 1974.
Vice Mayor Page agreed and stated that would be the agenda item for the first meeting of
the Village Economic Advisory Committee.
18. CITY COUNCIL MEETING TIME LIMITS
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Assistant City Manager Barbara Powell presented staff report.
Council suggestions to shorten the length of council meetings:
o Limit the number of proclamations on an agenda
o Agendize proclamations on shorter agendas
o Limit the amount of time given for special presentations
Councilmember King asked if there were any legal concerns regarding the date the meeting
was posted to occur and the meeting goes into the next day.
City Attorney stated that once you start the meeting on the day it was posted to begin,
Council can go on with that meeting – even into the next day – until they adjourn the
meeting.
Councilmember Hunter asked if staff had received complaints from citizens regarding how
late the meeting went and that they didn’t have an opportunity to participate in the meeting.
Staff noted they had not received complaints of that nature.
After continued discussion, Council made no recommendations to change the current
council meeting procedures.
16
54
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Ann Waltonsmith –
Hakone Foundation Executive Committee – reported Hakone has mutual water system problems.
Highway 9 Safety AdHoc – reported Carl Guardino had good news regarding the California
Transportation Commission. He noted they would be meeting in a week and the agenda included
a consent item regarding the $460,000 in the 1990 Proposition 116 Funds.
Vice Mayor Chuck Page – reported he will be attending the Airport Land Use Committee
meeting in lieu of Aileen Kao on Wednesday, June 18, 2008.
Page also asked that staff agendize:
o Solid Waste JPA – Resolution appointing a second Alternate.
Councilmember Kathleen King –
Peninsula Division League of California Cities – reported that the LCC Peninsula Division
dinner was scheduled for the next evening and that the sponsors of the Annual Bocce Ball event
would be acknowledged at that dinner/meeting and that she would be attending along with Vice
Mayor Chuck Page and City Manager Dave Anderson.
Santa Clara County Cities Association – reported:
o The cities of San Jose and Palo Alto are working together to ban the use of plastic bags at
grocery stores.
o The SCC Cities Association had passed a resolution asking that each city represented at
the meeting go back to their perspective city and agendize the ban of plastic bags. She
noted the City of San Jose has a generic staff report that can be utilized by the
participating cities.
o The Silicon Valley Leadership Group was present to speak about the “Turkey Trot”
competition.
o Santa Clara County just passed the requirement mandating restaurants that have a
minimum of 14 outlets in the State of California must state the entrée caloric content, and
in October the Cities Association will consider this action with the individual cities.
Councilmember Jill Hunter –
KSAR – reported that she attended the last meeting:
o The newly hired employee was in attendance.
o KSAR’s Bulletin Board has been updated – including pictures from Saratoga High
School.
o Bi-Weekly advertisements in the Saratoga News with advertisements that would be of
interest to the public.
Chamber of Commerce – reported that she attended the last meeting in lieu of Vice Mayor Chuck
Page and that any questions they had regarding the Buxton Report were addressed by
Scott Anderson.
Councilmember Aileen Kao –
Northern Central Flood Control Zone Advisory Board – reported that she attended the
community meeting organized by the Santa Clara County Valley Water District regarding the
17
55
18
Calabazas Creek Flood Protection Project. Staff recommendation was to do the Swell and
Culvert Replacement and the UPR Bridge Replacement.
West Valley Solid Waste Joint Powers Association – reported that she attended this meeting on
behalf of Vice Mayor Chuck Page and that the Association agreed to agendize 12 families to
connect to public sewer on the next scheduled meeting.
CITY COUNCIL ITEMS
Councilmember King – agendize the ban of plastic bags on future Council meeting.
Vice Mayor Page – agendize resolution regarding Primary and Alternate council members to
Solid Waste JPA.
CITY MANAGER’S REPORT
None
ADJOURNMENT
PAGE/KAO MOVED TO ADJOURN THE REGULAR MEETING AT10:50P.M. ON
JUNE 18, 2008. MOTION PASSED 5 – 0.
Respectfully submitted,
Ann Sullivan, CMC
Acting City Clerk
56
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey,
Finance & Admin. Services Director
SUBJECT: Treasurer’s Report for the Month Ended January 31, 2008
RECOMMENDED ACTION
The City Council review and accept the Treasurer’s Report for the month ended January 31, 2008.
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 January 31, 2008, the City had $230,378 in cash deposit at Comerica bank, $15,686,771 on deposit
with LAIF (included Library GO Bonds), and $1,244 in cash with fiscal agents for the Public Financing
Authority Bond account and the Library GO Bond. 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
January 31, 2008 is $15,918,393 and exceeds the minimum limit required.
57
Treasurer’s Report for the Month Ended January 31, 2008 … (contd.)
MONTHLY EFFECTIVE YIELD (MEY)
LAIF has forecasted a rise in long term interest rates. In line with its forecast, LAIF has increased the
holding term of its investments from 183 (2007) to 197 (2008) days an increase of 14 days.
Cash Summary
Unrestricted Cash
Comerica Bank 230,378$
Deposit with LAIF 15,686,771$
15,917,149$
Restricted Cash
Fiscal Agents 1,244$
1,244$
Total 15,918,393$
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
58
ATTACHMENT A
The following table summarizes the City’s total cash and investment balances by Fund.
Fund Types Fund Description
Cash & Investment
Balance at
January 31, 2008
General General Fund 2,402,295$
Reserved Fund Balance
Petty Cash Reserve 1,300$
Retiree Medical Reserve 62,500$
Designated Reserves:
Designated for Economic Uncertainty 1,500,000$
Designated for Operations 2,688,037$
Designated for Carryforwards 253,875$
Designated for Grants 80,000$
Designated for CIP - Radar Signs 47,000$
Designated for Special Project Reserve 450,000$
Special Revenue Landscape and Lighting 421,290$
Development Services 1,997,401$
Enviromental Programs 710,667$
Development Fees 118,923$
SHARP loan 100,873$
Capital Project Park Development Fund 28,507$
Library Expansion Capital Project Fund 688,310$
Street Projects 1,502,789$
Park and Trail Projects 1,560,256$
Facility Improvement Projects 367,969$
Adminstrative Projects 164,066$
Debt Service Library Bond 332,806$
Internal Service Equipment Replacement 92,575$
IT Replacement 307,638$
Facility Improvement 22,251$
Equipment Maintenance (2,323)$
Information Technology Services 375$
Office Stores Fund 8,023$
Liability/Risk Management (3,417)$
Workers Compensation (24,122)$
Trust/Agency Leonard Road 1,395$
Public Financing Authority 1,244$
KSAR - Community Access TV 35,889$
Total City 15,918,393$
59
ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City’s major fund types as at January 31,
2008. This table excludes Trust and Agency funds where the City acts merely as a third party custodian
of an outside party’s funds.
Fund Description
Fund
Balance
07/01/07
Inc/(Dec)
Jul-Dec Revenues Expenditures Transfers
Fund
Balance
01/31/08
General
Undesignated Unreserved Balance 1,928,665 (1,826,553) 3,565,770 326,500 3,341,382
Reserved Fund Balance:-
Petty Cash Reserve 1,300 - - - 1,300
Retiree Medical Reserve 62,500 - - - 62,500
Designated Fund Balances:-
Designated Economic Uncertainty 1,500,000 - - - 1,500,000
Designated for Operations 2,688,036 - - - 2,688,036
Designated for Grants 80,000 - - - 80,000
Designated for CIP Radar Signs 47,000 - - - 47,000
Designated for Special Projects 450,000 - - - 450,000
Designated for Claims 38,695 38,695
Designated for Development 1,355,080 - - - 1,355,080
Designated for Environmental 710,668 - - - 710,668
Special Revenue
Landscape/Lighting 316,077 (46,628) 175,392 23,550 421,290
SHARP Loan 89,588 10,174 1,111 - 100,873
Capital Project
Park Development 209,087 (180,580) - - 28,507
Library Expansion 684,553 3,585 - - 688,138
Street Projects 2,027,787 (707,489) 387,242 26,714 - 1,680,825
Park and Trails 1,298,728 281,854 33,624 20,327 - 1,593,880
Facility Improvements 441,991 (49,682) - 24,342 - 367,967
Adminstrative Projects - 164,381 - 316 - 164,065
Debt Service
Library Bond 746,556 (639,345) 581,288 355,860 332,640
Internal Service Fund
Equipment Replacement 8,572 84,002 - - 92,574
Technology Replacement 352,280 (44,642) - - 307,638
Building Maintenance (15,617) 66,107 - 58,313 (7,824)
Equipment Maintenance - 18,899 - 21,222 (2,323)
Information Technology Services - 21,268 - 20,402 865
Stores Fund - 15,395 - 7,372 8,023
Liability/Risk Management - 13,850 - 17,268 (3,417)
Workers Compensation - 20,392 - 44,515 (24,122)
Total City 15,021,546 (2,795,011) 4,744,427 946,701 - 16,024,260
60
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
January 31, 2008
Street Projects
Traffic Safety 28,577
Highway 9 Safety Project 58,960
Annual Street Resurfacing Project (33,567)
Sidewalks Yearly Project 98,980
Saratoga Sunnyale Road Resurfacing 36,755
Fourth Street Bridge 100,000
Highway 9 and Oak Place Pedestrian Sign (164,891)
Quito Road Bridge Replacement 9,730
Quito Road Bridge Construction 113,859
Village Newsrack Enclosur (1,849)
Village Façade Program (570)
Solar Power Radar Feedback Signs 50,550
El Quito Area Curb Replacement 96,183
Sobey Road Culvert Repair 150,000
Median Repairs(Landscape/Irrig.)2,638
Village Improvements 50,000
Village Trees & Lights at Sidestreets 31,965
Cox Ave Railroad Crossing Upgrade (25,956)
Prospect Road Median 40,816
City Entrance Sign/Monument 13,467
Village-Streetscape Impv (Sidewalk, Curbs)706,727
Saratoga-Sunnyvale/Gateway (15,383)
Saratoga-Sunnyvale ADA Curb Ramps (2,130)
Storm Drain @ El Camino / Mt Vista 85,321
Saratoga-Sunnyvale/Gateway Sidewalk 72,607
Total Street Projects 1,502,789$
Parks & Trails
Beauchamp Park Fund 13,362
Wildwood Park - Water Feature/Seating 7,199
Historical Park Landscape 37,200
Citywide Tree Replanting 91,200
Hakone Garden D/W 162,829
Carnelian Glen Footbridge (2,903)
DeAnza Trail (64,986)
Kevin Moran Improvements 1,086,069
West Valley Soccer Field 143,370
Park/Trail Repairs 22,844
Heritage Orchard Path 25,000
Trail Segment #3 Repair 9,912
Teerlink Ranch Trail 22,242
San Marcos OP Space Trail 981
CIP Allocation Fund 5,939
Total Parks & Trails 1,560,256$
Facility Improvements
Civic Center Landscape 35,538
Warner Hutton House Improvements 22,396
Facility Projects (250)
Fire Alarm at McWilliams & Museum 20,387
North Campus - 19848 Prospect Road 283,636
Historical Park Fire Alarm System 6,262
Total Facility Improvements 367,969$
Administrative Projects
Financial System Upgrade 70,734
Document Imaging Project 93,331
Total Administrative Projects 164,066$
Total CIP Funds 3,595,080$
61
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
07/01/07
Inc/(Dec)
Jul-Dec Revenues Expenditures Transfers
Fund
Balance
01/31/08
Street Projects
Traffic Safety 41,355 (12,779) - - 28,577
Highway 9 Safety Project 58,960 - - - 58,960
Annual Street Resurfacing Project 438,338 (554,382) 94,389 14,413 (36,067)
Sidewalks Yearly Project 108,605 (9,625) - - 98,980
Saratoga Sunnyale Road Resurfacing - 43,499 367,000 6,744 403,755
Fourth Street Bridge 100,000 - - - 100,000
Highway 9 and Oak Place Pedestrian Sign (164,891) - - - (164,891)
Quito Road Bridge Replacement 9,730 - - - 9,730
Quito Road Bridge Construction - - - - -
Village Newsrack Enclosur - (1,849) - 0 (1,849)
Village Façade Program - - - 570 (570)
Solar Power Radar Feedback Signs 15,000 35,550 - - 50,550
El Quito Area Curb Replacement 213,179 (116,995) - - 96,184
Sobey Road Culvert Repair 150,000 - - - 150,000
Storm Drain Upgrades 11,314 (11,314) - - 0
Median Repairs(Landscape/Irrig.)4,021 - - 1,383 2,638
Village Improvements 50,000 - - - 50,000
Village Trees & Lights at Sidestreets 7,000 24,965 - - 31,965
Cox Ave Railroad Crossing Upgrade 24,392 (50,348) - - (25,956)
Prospect Road Median 50,000 (4,381) - 4,803 40,816
City Entrance Sign/Monument 13,467 - - - 13,467
Village-Streetscape Impv (Sidewalk, Curbs) 737,846 - - 31,119 706,727
Saratoga-Sunnyvale/Gateway 74,148 (89,531) - - (15,383)
Saratoga-Sunnyvale ADA Curb Ramps - (2,130) - - (2,130)
Storm Drain @ El Camino / Mt Vista 85,321 72,607 (74,148) (1,541) 85,321
Saratoga-Sunnyvale/Gateway Sidewalk - - - - -
Total Street Projects 2,027,787 (707,489) 387,242 26,714 - 1,680,825
Parks & Trails
Beauchamp Park Fund - 13,362 - - 13,362
Wildwood Park - Water Feature/Seating - 7,935 - 737 7,199
Historical Park Landscape - 37,200 - - 37,200
Citywide Tree Replanting - 91,200 - - 91,200
Hakone Garden D/W 164,283 - - 1,454 162,829
Carnelian Glen Footbridge - (2,903) - - (2,903)
DeAnza Trail (184,219) 120,886 - 1,653 (64,986)
Kevin Moran Improvements 1,112,298 (24,836) - 1,393 1,086,069
West Valley Soccer Field 155,868 (12,499) - - 143,370
Park/Trail Repairs 44,558 (7,545) - 14,170 22,844
Heritage Orchard Path - 25,000 - - 25,000
Trail Segment #3 Repair - 10,832 - 920 9,912
Teerlink Ranch Trail - 22,242 - - 22,242
San Marcos OP Space Trail - 981 - - 981
CIP Allocation Fund 5,939 - 33,624 - 39,563
Total Parks & Trails 1,298,728 281,854 33,624 20,327 - 1,593,880
Facility Improvements
Civic Center Landscape 63,703 (13,997) - 14,170 35,536
Warner Hutton House Improvements 25,000 (2,605) - - 22,395
Facility Projects - (250) - - (250)
Fire Alarm at McWilliams & Museum 25,000 (4,613) - 0 20,387
North Campus - 19848 Prospect Road 322,025 (28,218) - 10,172 283,636
Historical Park Fire Alarm System 6,262 - - - 6,262
Total Facility Improvements 441,991 (49,682) - 24,342 - 367,967
Administrative Projects
Financial System Upgrade - 65,835 - (4,899) 70,734
Document Imaging Project - 98,546 - 5,215 93,331
Total Administrative Projects - 164,381 - 316 - 164,065
Total CIP Funds 3,768,506 (310,936) 420,866 71,699 - 3,806,736
62
ATTACHMENT E
63
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey,
Finance & Admin. Services Director
SUBJECT: Treasurer’s Report for the Month Ended February 29, 2008
RECOMMENDED ACTION
The City Council review and accept the Treasurer’s Report for the month ended February 29, 2008.
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 February 29, 2008, the City had $127,334 in cash deposit at Comerica bank, $14,651,771 on
deposit with LAIF (included Library GO Bonds), and $1,244 in cash with fiscal agents for the Public
Financing Authority Bond account and the Library GO Bond. 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 February 29, 2008 is $14,780,349 and exceeds the minimum limit required.
64
Treasurer’s Report for the Month Ended February 29, 2008 … (contd.)
MONTHLY EFFECTIVE YIELD (MEY)
LAIF has forecasted rise in long term interest rates. In line with its forecast it has increased the holding
term of its investments from 184 (2007) to 215 (2008) days an increase of 31 days.
Cash Summary
Unrestricted Cash
Comerica Bank 127,334$
Deposit with LAIF 14,651,771$
14,779,105$
Restricted Cash
Fiscal Agents 1,244$
1,244$
Total 14,780,349$
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
65
ATTACHMENT A
The following table summarizes the City’s total cash and investment balances by Fund.
Fund Types Fund Description
Cash & Investment
Balance at
February 29, 2008
General General Fund 1,807,455$
Reserved Fund Balance
Petty Cash Reserve 1,300$
Retiree Medical Reserve 62,500$
Designated Reserves:
Designated for Economic Uncertainty 1,500,000$
Designated for Operations 2,688,037$
Designated for Carryforwards 253,875$
Designated for Grants 80,000$
Designated for CIP - Radar Signs 47,000$
Designated for Special Project Reserve 450,000$
Special Revenue Landscape and Lighting 408,257$
Development Services 1,997,401$
Enviromental Programs 710,667$
Development Fees 118,923$
SHARP loan 101,984$
Capital Project Park Development Fund 28,507$
Library Expansion Capital Project Fund 693,310$
Street Projects 1,042,033$
Park and Trail Projects 1,566,315$
Facility Improvement Projects 360,150$
Adminstrative Projects 163,683$
Debt Service Library Bond 336,178$
Internal Service Equipment Replacement 92,575$
IT Replacement 307,638$
Facility Improvement (19,603)$
Equipment Maintenance (14,997)$
Information Technology Services (16,251)$
Office Stores Fund 4,468$
Liability/Risk Management (5,641)$
Workers Compensation (24,718)$
Trust/Agency Leonard Road 1,395$
Public Financing Authority 1,244$
KSAR - Community Access TV 36,664$
Total City 14,780,349$
66
ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City’s major fund types as at February 29,
2008. This table excludes Trust and Agency funds where the City acts merely as a third party custodian
of an outside party’s funds.
Fund Description
Fund
Balance
07/01/07
Inc/(Dec)
Jul-Jan Revenues Expenditures Transfers
Fund
Balance
02/29/08
General
Undesignated Unreserved Balance 1,928,665 458,745 762,599 1,297,043 1,852,966
Reserved Fund Balance:-
Petty Cash Reserve 1,300 - - - 1,300
Retiree Medical Reserve 62,500 - - - 62,500
Designated Fund Balances:-
Designated Economic Uncertainty 1,500,000 - - - 1,500,000
Designated for Operations 2,688,036 - - - 2,688,036
Designated for Grants 80,000 - - - 80,000
Designated for CIP Radar Signs 47,000 - - - 47,000
Designated for Special Projects 450,000 - - - 450,000
Designated for Claims 38,695 38,695
Designated for Development 1,355,080 - - - 1,355,080
Designated for Environmental 710,668 - - - 710,668
Special Revenue
Landscape/Lighting 316,077 105,218 481 13,520 408,257
SHARP Loan 89,588 11,285 1,111 - 101,984
Capital Project
Park Development 209,087 (180,580) - - 28,507
Library Expansion 684,553 3,585 - - 688,138
Street Projects 2,027,787 (346,962) (29,788) 462,298 - 1,188,739
Park and Trails 1,298,728 295,151 184,209 178,150 - 1,599,938
Facility Improvements 441,991 (74,024) (2,162) 5,657 - 360,148
Adminstrative Projects - 164,065 - 382 - 163,683
Debt Service
Library Bond 746,556 (413,916) 3,372 - 336,012
Internal Service Fund
Equipment Replacement 8,572 84,002 - - 92,574
Technology Replacement 352,280 (44,642) - - 307,638
Building Maintenance (15,617) 7,793 - 41,855 (49,678)
Equipment Maintenance - (2,323) - 12,675 (14,997)
Information Technology Services - 865 - 16,626 (15,761)
Stores Fund - 8,023 - 3,555 4,468
Liability/Risk Management - (3,417) 458 2,682 (5,641)
Workers Compensation - (24,122) - 596 (24,718)
Total City 15,021,546 48,747 920,281 2,035,037 - 13,955,538
67
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
February 29, 2008
Street Projects
Traffic Safety 28,577
Highway 9 Safety Project 58,960
Annual Street Resurfacing Project (98,295)
Sidewalks Yearly Project 98,980
Saratoga Sunnyale Road Resurfacing (274,542)
Fourth Street Bridge 100,000
Highway 9 and Oak Place Pedestrian Sign (164,891)
Quito Road Bridge Replacement 9,730
Quito Road Bridge Construction 113,859
Village Newsrack Enclosur (1,849)
Village Façade Program (570)
Solar Power Radar Feedback Signs 24,158
El Quito Area Curb Replacement 48,504
Sobey Road Culvert Repair 150,000
Median Repairs(Landscape/Irrig.)2,638
Village Improvements 50,000
Village Trees & Lights at Sidestreets 31,965
Cox Ave Railroad Crossing Upgrade (25,956)
Prospect Road Median 30,551
City Entrance Sign/Monument 13,467
Village-Streetscape Impv (Sidewalk, Curbs)706,727
Saratoga-Sunnyvale/Gateway (15,383)
Saratoga-Sunnyvale ADA Curb Ramps (2,525)
Storm Drain @ El Camino / Mt Vista 85,321
Saratoga-Sunnyvale/Gateway Sidewalk 72,607
Total Street Projects 1,042,033$
Parks & Trails
Beauchamp Park Fund 13,362
Wildwood Park - Water Feature/Seating 7,199
Historical Park Landscape 37,200
Citywide Tree Replanting 84,673
Hakone Garden D/W 162,829
Carnelian Glen Footbridge (2,903)
DeAnza Trail (33,465)
Kevin Moran Improvements 1,078,054
West Valley Soccer Field 132,450
Park/Trail Repairs 22,844
Heritage Orchard Path 25,000
Trail Segment #3 Repair 9,912
Teerlink Ranch Trail 22,242
San Marcos OP Space Trail 981
CIP Allocation Fund 5,939
Total Parks & Trails 1,566,315$
Facility Improvements
Civic Center Landscape 30,942
Warner Hutton House Improvements 20,614
Facility Projects (250)
Fire Alarm at McWilliams & Museum 20,387
North Campus - 19848 Prospect Road 282,194
Historical Park Fire Alarm System 6,262
Total Facility Improvements 360,150$
Administrative Projects
Financial System Upgrade 70,734
Document Imaging Project 92,949
Total Administrative Projects 163,683$
Total CIP Funds 3,132,181$
68
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
07/01/07
Inc/(Dec)
Jul-Jan Revenues Expenditures Transfers
Fund
Balance
02/29/08
Street Projects
Traffic Safety 41,355 (12,779) - - 28,577
Highway 9 Safety Project 58,960 - - - 58,960
Annual Street Resurfacing Project 438,338 (474,405) - 64,728 (100,795)
Sidewalks Yearly Project 108,605 (9,625) - - 98,980
Saratoga Sunnyale Road Resurfacing - 403,755 (105,803) 311,297 (13,345)
Fourth Street Bridge 100,000 - - - 100,000
Highway 9 and Oak Place Pedestrian Sign (164,891) - - - (164,891)
Quito Road Bridge Replacement 9,730 - - - 9,730
Quito Road Bridge Construction - - 1,867 - 1,867
Village Newsrack Enclosur - (1,849) - - (1,849)
Village Façade Program - (570) - - (570)
Solar Power Radar Feedback Signs 15,000 35,550 - 26,392 24,158
El Quito Area Curb Replacement 213,179 (116,995) - 47,680 48,504
Sobey Road Culvert Repair 150,000 - - - 150,000
Storm Drain Upgrades 11,314 (11,314) - - 0
Median Repairs(Landscape/Irrig.)4,021 (1,383) - - 2,638
Village Improvements 50,000 - - - 50,000
Village Trees & Lights at Sidestreets 7,000 24,965 - - 31,965
Cox Ave Railroad Crossing Upgrade 24,392 (50,348) - - (25,956)
Prospect Road Median 50,000 (9,184) - 10,265 30,551
City Entrance Sign/Monument 13,467 - - - 13,467
Village-Streetscape Impv (Sidewalk, Curbs) 737,846 (31,119) - - 706,727
Saratoga-Sunnyvale/Gateway 74,148 (89,531) - - (15,383)
Saratoga-Sunnyvale ADA Curb Ramps - (2,130) - 395 (2,525)
Storm Drain @ El Camino / Mt Vista 85,321 - - - 85,321
Saratoga-Sunnyvale/Gateway Sidewalk - - 74,148 1,541 72,607
Total Street Projects 2,027,787 (346,962) (29,788) 462,298 - 1,188,739
Parks & Trails
Beauchamp Park Fund - 13,362 - - 13,362
Wildwood Park - Water Feature/Seating - 7,199 - - 7,199
Historical Park Landscape - 37,200 - - 37,200
Citywide Tree Replanting - 91,200 - 6,527 84,673
Hakone Garden D/W 164,283 (1,454) - - 162,829
Carnelian Glen Footbridge - (2,903) - - (2,903)
DeAnza Trail (184,219) 119,233 184,209 152,689 (33,465)
Kevin Moran Improvements 1,112,298 (26,229) - 8,014 1,078,054
West Valley Soccer Field 155,868 (12,499) - 10,920 132,450
Park/Trail Repairs 44,558 (21,715) - - 22,844
Heritage Orchard Path - 25,000 - - 25,000
Trail Segment #3 Repair - 9,912 - - 9,912
Teerlink Ranch Trail - 22,242 - - 22,242
San Marcos OP Space Trail - 981 - - 981
CIP Allocation Fund 5,939 33,624 - - 39,563
Total Parks & Trails 1,298,728 295,151 184,209 178,150 - 1,599,938
Facility Improvements
Civic Center Landscape 63,703 (28,167) - 4,595 30,941
Warner Hutton House Improvements 25,000 (2,605) - 1,782 20,613
Facility Projects - (250) - - (250)
Fire Alarm at McWilliams & Museum 25,000 (4,613) - - 20,387
North Campus - 19848 Prospect Road 322,025 (38,389) (2,162) (720) 282,194
Historical Park Fire Alarm System 6,262 - - - 6,262
Total Facility Improvements 441,991 (74,024) (2,162) 5,657 - 360,148
Administrative Projects
Financial System Upgrade - 70,734 - - 70,734
Document Imaging Project - 93,331 - 382 92,949
Total Administrative Projects - 164,065 - 382 - 163,683
Total CIP Funds 3,768,506 38,231 152,259 646,487 - 3,312,509
69
ATTACHMENT E
70
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey,
Finance & Admin. Services Director
SUBJECT: Treasurer’s Report for the Month Ended March 31, 2008
RECOMMENDED ACTION
The City Council review and accept the Treasurer’s Report for the month ended March 31, 2008.
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 March 31, 2008, the City had $472,158 in cash deposit at Comerica bank, $14,548,940 on deposit
with LAIF (included Library GO Bonds), and $1,244 in cash with fiscal agents for the Public Financing
Authority Bond account and the Library GO Bond. 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
March 31, 2008 is $15,022,342 and exceeds the minimum limit required.
71
Treasurer’s Report for the Month Ended March 31, 2008 … (contd.)
MONTHLY EFFECTIVE YIELD (MEY)
LAIF has forecasted rise in long term interest rates. In line with its forecast it has increased the holding
term of its investments from 170 (2007) to 205 (2008) days an increase of 35 days.
Cash Summary
Unrestricted Cash
Comerica Bank 472,158$
Deposit with LAIF 14,548,940$
15,021,098$
Restricted Cash
Fiscal Agents 1,244$
1,244$
Total 15,022,342$
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
72
ATTACHMENT A
The following table summarizes the City’s total cash and investment balances by Fund.
Fund Types Fund Description
Cash & Investment
Balance at
March 31, 2008
General General Fund 1,476,799$
Reserved Fund Balance
Petty Cash Reserve 1,300$
Retiree Medical Reserve 62,500$
Designated Reserves:
Designated for Economic Uncertainty 1,500,000$
Designated for Operations 2,688,037$
Designated for Carryforwards 253,875$
Designated for Grants 80,000$
Designated for CIP - Radar Signs 47,000$
Designated for Special Project Reserve 450,000$
Special Revenue Landscape and Lighting 411,205$
Development Services 1,997,401$
Enviromental Programs 710,667$
Development Fees 118,923$
SHARP loan 104,161$
Capital Project Park Development Fund 28,507$
Library Expansion Capital Project Fund 697,386$
Street Projects 1,151,436$
Park and Trail Projects 1,540,336$
Facility Improvement Projects 417,117$
Adminstrative Projects 164,146$
Debt Service Library Bond 342,081$
Internal Service Equipment Replacement 132,359$
IT Replacement 320,664$
Facility Improvement 99,970$
Equipment Maintenance 20,213$
Information Technology Services 52,756$
Office Stores Fund 16,848$
Liability/Risk Management 60,633$
Workers Compensation 36,338$
Trust/Agency Leonard Road 1,395$
Public Financing Authority 1,244$
KSAR - Community Access TV 37,044$
Total City 15,022,342$
73
ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City’s major fund types as at March 31,
2008. This table excludes Trust and Agency funds where the City acts merely as a third party custodian
of an outside party’s funds.
Fund Description
Fund
Balance
07/01/07
Inc/(Dec)
Jul-Feb Revenues Expenditures Transfers
Fund
Balance
03/31/08
General
Undesignated Unreserved Balance 1,928,665 (75,671) 1,221,279 1,503,838 1,570,435
Reserved Fund Balance:-
Petty Cash Reserve 1,300 - - - 1,300
Retiree Medical Reserve 62,500 - - - 62,500
Designated Fund Balances:-
Designated Economic Uncertainty 1,500,000 - - - 1,500,000
Designated for Operations 2,688,036 - - - 2,688,036
Designated for Grants 80,000 - - - 80,000
Designated for CIP Radar Signs 47,000 - - - 47,000
Designated for Special Projects 450,000 - - - 450,000
Designated for Claims 38,695 38,695
Designated for Development 1,355,080 - - - 1,355,080
Designated for Environmental 710,668 - - - 710,668
Special Revenue
Landscape/Lighting 316,077 92,184 16,723 13,777 411,205
SHARP Loan 89,588 12,396 2,177 - 104,161
Capital Project
Park Development 209,087 (180,580) - - 28,507
Library Expansion 684,553 3,585 4,076 - 692,214
Street Projects 2,027,787 (839,047) 45,954 199,615 - 1,035,079
Park and Trails 1,298,728 301,210 - 29,663 - 1,570,275
Facility Improvements 441,991 (81,843) 149,000 92,033 - 417,115
Adminstrative Projects - 163,683 (0) 988 - 162,695
Debt Service
Library Bond 746,556 (410,544) 5,903 - 341,915
Internal Service Fund
Equipment Replacement 8,572 84,002 50,000 10,216 132,358
Technology Replacement 352,280 (44,642) 13,026 - 320,664
Building Maintenance (15,617) (34,061) 178,463 58,925 69,860
Equipment Maintenance - (14,997) 49,310 14,100 20,213
Information Technology Services - (15,761) 92,452 23,445 53,246
Stores Fund - 4,468 16,250 3,871 16,848
Liability/Risk Management - (5,641) 72,159 5,885 60,633
Workers Compensation - (24,718) 61,750 694 36,338
Total City 15,021,546 (1,065,977) 1,978,521 1,957,049 - 13,977,041
74
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
March 31, 2008
Street Projects
Traffic Safety 26,217
Highway 9 Safety Project 58,960
Annual Street Resurfacing Project (142,033)
Sidewalks Yearly Project 98,980
Saratoga Sunnyale Road Resurfacing (70,953)
Fourth Street Bridge 100,000
Highway 9 and Oak Place Pedestrian Sign (164,891)
Quito Road Bridge Replacement 9,730
Quito Road Bridge Construction 115,726
Village Newsrack Enclosur (1,849)
Village Façade Program (570)
Solar Power Radar Feedback Signs 9,964
El Quito Area Curb Replacement 18,195
Sobey Road Culvert Repair 150,000
Median Repairs(Landscape/Irrig.)2,638
Village Improvements 50,000
Village Trees & Lights at Sidestreets 31,965
Cox Ave Railroad Crossing Upgrade (25,956)
Prospect Road Median 25,099
City Entrance Sign/Monument 13,467
Village-Streetscape Impv (Sidewalk, Curbs)706,727
Saratoga-Sunnyvale/Gateway (15,383)
Saratoga-Sunnyvale ADA Curb Ramps (2,525)
Storm Drain @ El Camino / Mt Vista 85,321
Saratoga-Sunnyvale/Gateway Sidewalk 72,607
Total Street Projects 1,151,436$
Parks & Trails
EL Quito Park Improvement (3,684)
Beauchamp Park Fund 13,362
Wildwood Park - Water Feature/Seating 7,199
Historical Park Landscape 37,200
Citywide Tree Replanting 68,346
Hakone Garden D/W 162,829
Carnelian Glen Footbridge (2,903)
DeAnza Trail (33,517)
Kevin Moran Improvements 1,069,148
West Valley Soccer Field 132,450
Park/Trail Repairs 22,150
Heritage Orchard Path 25,000
Trail Segment #3 Repair 9,912
Teerlink Ranch Trail 22,242
San Marcos OP Space Trail 981
CIP Allocation Fund 5,939
Total Parks & Trails 1,540,336$
Facility Improvements
Civic Center Landscape 30,336
Warner Hutton House Improvements 18,217
Facility Projects (4,485)
Fire Alarm at McWilliams & Museum 18,088
North Campus - 19848 Prospect Road 348,697
Historical Park Fire Alarm System 6,262
Total Facility Improvements 417,117$
Administrative Projects
Financial System Upgrade 69,964
Document Imaging Project 94,181
Total Administrative Projects 164,146$
Total CIP Funds 3,273,035$
75
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
07/01/07
Inc/(Dec)
Jul-Feb Revenues Expenditures Transfers
Fund
Balance
03/31/08
Street Projects
Traffic Safety 41,355 (12,779) - 2,360 26,217
Highway 9 Safety Project 58,960 - - - 58,960
Annual Street Resurfacing Project 438,338 (539,133) 45,954 89,692 (144,533)
Sidewalks Yearly Project 108,605 (9,625) - - 98,980
Saratoga Sunnyale Road Resurfacing - (13,345) - 57,608 (70,953)
Fourth Street Bridge 100,000 - - - 100,000
Highway 9 and Oak Place Pedestrian Sign (164,891) - - - (164,891)
Quito Road Bridge Replacement 9,730 - - - 9,730
Quito Road Bridge Construction - 1,867 - - 1,867
Village Newsrack Enclosur - (1,849) - - (1,849)
Village Façade Program - (570) - - (570)
Solar Power Radar Feedback Signs 15,000 9,158 - 14,194 9,964
El Quito Area Curb Replacement 213,179 (164,675) - 30,308 18,196
Sobey Road Culvert Repair 150,000 - - - 150,000
Storm Drain Upgrades 11,314 (11,314) - - 0
Median Repairs(Landscape/Irrig.)4,021 (1,383) - - 2,638
Village Improvements 50,000 - - - 50,000
Village Trees & Lights at Sidestreets 7,000 24,965 - - 31,965
Cox Ave Railroad Crossing Upgrade 24,392 (50,348) - - (25,956)
Prospect Road Median 50,000 (19,449) - 5,453 25,099
City Entrance Sign/Monument 13,467 - - - 13,467
Village-Streetscape Impv (Sidewalk, Curbs) 737,846 (31,119) - - 706,727
Saratoga-Sunnyvale/Gateway 74,148 (89,531) - - (15,383)
Saratoga-Sunnyvale ADA Curb Ramps - (2,525) - - (2,525)
Storm Drain @ El Camino / Mt Vista 85,321 - - - 85,321
Saratoga-Sunnyvale/Gateway Sidewalk - 72,607 - - 72,607
Total Street Projects 2,027,787 (839,047) 45,954 199,615 - 1,035,079
Parks & Trails
EL Quito Park Improvement - - - 3,684 (3,684)
Beauchamp Park Fund - 13,362 - - 13,362
Wildwood Park - Water Feature/Seating - 7,199 - - 7,199
Historical Park Landscape - 37,200 - - 37,200
Citywide Tree Replanting - 84,673 - 16,327 68,346
Hakone Garden D/W 164,283 (1,454) - - 162,829
Carnelian Glen Footbridge - (2,903) - - (2,903)
DeAnza Trail (184,219) 150,753 - 52 (33,517)
Kevin Moran Improvements 1,112,298 (34,244) - 8,907 1,069,148
West Valley Soccer Field 155,868 (23,419) - - 132,450
Park/Trail Repairs 44,558 (21,715) - 694 22,150
Heritage Orchard Path - 25,000 - - 25,000
Trail Segment #3 Repair - 9,912 - - 9,912
Teerlink Ranch Trail - 22,242 - (0) 22,242
San Marcos OP Space Trail - 981 - - 981
CIP Allocation Fund 5,939 33,624 - - 39,563
Total Parks & Trails 1,298,728 301,210 - 29,663 - 1,570,275
Facility Improvements
Civic Center Landscape 63,703 (32,762) - 606 30,335
Warner Hutton House Improvements 25,000 (4,387) - 2,396 18,217
Facility Projects - (250) - 4,235 (4,485)
Fire Alarm at McWilliams & Museum 25,000 (4,613) - 2,299 18,088
North Campus - 19848 Prospect Road 322,025 (39,831) 149,000 82,497 348,697
Historical Park Fire Alarm System 6,262 - - - 6,262
Total Facility Improvements 441,991 (81,843) 149,000 92,033 - 417,115
Administrative Projects
Financial System Upgrade - 70,734 (0) 770 69,964
Document Imaging Project - 92,949 - 218 92,731
Total Administrative Projects - 163,683 (0) 988 - 162,695
Total CIP Funds 3,768,506 (455,996) 194,954 322,299 - 3,185,165
76
ATTACHMENT E
77
Dave Anderson
Melanie Whittaker Anil Paul
RECOMMENDED ACTION:
That the City Council accepts the Check Registers for the following Accounts Payable payment cycles:
June 12, 2008
June 19, 2008
REPORT SUMMARY:
Attached are the Check Registers for:
Date
Ending Check
No.
06/12/08 108044 108113 70 $196,589.52 06/12/08 06/05/08 108043
06/19/08 108114 108156 43 $292,001.05 06/05/08 06/12/08 108113
Total $488,590.57
AP Date Check No. Issued to Dept.Amount
06/12/08 108056
Community
Development $28,352.08
06/12/08 108064
Community
Development,
Public Works
& Public Safety
CIP $12,534.32
06/12/08 108065 CIP $28,000.00
06/12/08 108068 CIP $13,944.81
06/12/08 108095 Various $13,533.44
06/12/08 108101 Various $23,846.58
06/19/08 108117
General
Government
Services $20,000.00
06/19/08 108137 CIP $17,605.62
06/19/08 108141 Various $13,835.05
06/19/08 108156 CIP $195,416.98
SARATOGA CITY COUNCIL
MEETING DATE:July 2, 2008 AGENDA ITEM:
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
PREPARED BY:ACCOUNTING SUPERVISOR:
SUBJECT: Review of Accounts Payable Check Registers.
Type of Checks Date
Starting
Check
No.
Ending
Check No.Total Checks Amount
Checks
Released
Prior Check Register
Accounts Payable
Accounts Payable
The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description of the expenditure:
Fund Purpose
City of San Jose General Animal Control Monthly Services
Fehr & Peers General, HWY 9 Safety
Cox Ave Lot Split,
Traffic Eng Svc & HWY9
Phase 1
Ferma Corporation Alternate Soccer Field Site Grading - WV College
George Bianchi
Construction
WV College Wall & Village
Sidewalk ConcreteVarious
San Jose Water
Company Various Monthly Water Services
Shute Mihaly Various Legal Services - Monthly
Buxton Company General Retail Site Assesment
MPA Design Kevin Moran Kevin Moran Park Services
Pacific Gas & Electric Various Monthly Gas & Electric Service
CRW Industries N Campus Construction Services North Campus
78
The following is a list of Accounts Payable checks that were voided or manually issued:
AP Date Check No. Issued to Amount
6/12/2008 108044 Coaching Event $108.00
6/12/2008107958 (867.08)
6/19/2008 108112CRW Industries (195,416.98)
The following is a list of cash reduction by fund:
Fund #AP 6/12 AP 6/19 Total
001 General 111,122.16 50,324.31 161,446.47
201 Manor Drive Landscape -
202 Ferdericksburg Landscape 33.43 33.43
203 Greenbriar Landscape 199.38 199.38
204 Quito Lighting 1,071.40 1,071.40
205 Azule Lighting 232.77 232.77
206 Sarahills Lighting 253.31 253.31
207 Village Lighting 687.65 687.65
209 McCartysville Landscape 342.85 342.85
210 Tricia Woods Landscape 61.57 61.57
211 Arroyo de Saratoga Landscape 155.70 155.70
212 Leutar Court Landscape 50.13 50.13
215 Bonnet Way Landscape 274.44 274.44
216 Beauchamps Landscape 41.04 41.04
217 Sunland Park Landscape -
222 Prides Crossing Landscape 320.38 320.38
224 Village Commercial Landscape 1,768.80 1,768.80
225 Saratoga Legends Landscape -
226 Bellgrove Landscape 3,958.13 3,958.13
227 Cunningham/Glasgow Landscp 180.52 180.52
228 Kerwin Ranch Landscape -
229 Tollgate LLD 23.89 23.89
231 Horseshoe Landscape/Lighting 9.46 9.46
232 Gateway Landscape 119.03 612.28 731.31
233 Carnelian Glen -
270 CDBG Administration -
271 Saratoga Housing & Rehab.Prg.-
320 Library Expansion Cap Prg.-
400 Library Bond Debt Service 795.00 795.00
501 Equipment Replacement ISF -
502 Information Technology 389.69 389.69
503 Facility Improvement 4,356.19 8,700.23 13,056.42
504 Facilities 747.34 1,769.86 2,517.20
505 Information Technology 5,454.74 5,454.74
506 Office Stores Fund 762.26 762.26
510 Liability/Risk Mgt 529.81 529.81
511 Workers' Comp -
701 Traffic Safety -
702 Highway 9 Safety 3,500.00 3,500.00
704 7,928.75 7,928.75
706 Sidewalk Annual Project -
Description
Interstate Battery void and reissued
Fund Description
void and reissued
Annual Street Resurfacing
Cities Mgrs Assoc.
79
708 -
The following is a list of cash reduction by fund: (cont.)
Fund #AP 6/12 AP 6/19 Total
716 Highway 9/Oak Pedestrain -
720 KSAR/CATV Agency Fund -
724 Village Newsrack Enclosures -
726 2 Solar Radar Feedbacks -
727 El Quito Area Curb Replacement -
731 Storm Drain Upgrades -
732 Median Landscape/Irrigation -
734 Civic Center Landscape 301.64 301.64
735 Village Lights (Zone 7A)-
736 Village Trees Lighting -
738 Cox Ave Railroad Crossing -
739 -
744 Village Sidewalk, Curb/Gutter 10,390.15 83.77 10,473.92
746 Saratoga-Sunnyvale Gateway -
747 -
748 El Ca Grante/Monta Vista -
749 Sara-Sun Gateway Sidewalk -
751 Financial System Upgrade -
752 406.20 406.20
755 Warner Hutton House Improv.-
760 Facility Projects 3,441.07 231.84 3,672.91
761 -
762 North Campus/19848 Prospect 195,416.98 195,416.98
766 Historical Park Fire Alarm -
778 3,106.47 3,106.47
780 -
783 -
785 -
786 -
788 -
789 -
790 5,569.80 27.24 5,597.04
791 5,375.67 17,605.62 22,981.29
792 31,554.66 45.26 31,599.92
793 -
794 8,257.70 8,257.70
795 -
796 -
797 San Marcos OP Space Trail -
196,589.52 292,001.05 488,590.57
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
Saratoga Sunnyvale PH 2
Fund Description
Prospect Road Medians
Sara-Sun ADA Curb Ramps
Document Imaging Project
Fire Alarm McWill&Book Go
El Quito Park Improvement
Beauchamp Park Fund
Wildwood Park - Wtr/Seat
Citywide Tree Replanting
Hakone Garden D/W
Wildwood Park Improvement
Carnelian Glen Footbridge
UPRR/De Anza Trail
Kevin Moran
Teerlink Ranch Trail Repair
TOTAL
Alternative Soccer Field
Parks/Trails Repair
Heritage Orchard Path
Trail Segment #3 Repair
80
81
82
83
84
85
86
87
88
89
90
91
92
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Leo Salindong DIRECTOR: Mary Furey
IT Technician Director of Finance
Crystal Morrow
Administrative Analyst II
SUBJECT: Award of Contract – Copy Machines
RECOMMENDED ACTION:
Accept report and award contract to CPO for the City’s copy machines.
BACKGROUND:
The City of Saratoga currently has agreements with Xerox and MBA for copiers and copier
maintenance that are at the end of their 60 month terms. According to the agreements approved
by the City Council in 2003, the City’s contract with Xerox expired April 30, 2008 and the
contract with MBA expired May 5, 2008. With the lease agreements now expired, the City is in
a month to month agreement with both vendors.
The City is currently leasing a Xerox DC 490ST from Xerox. This machine makes copies at 90
pages per minute and has a duty cycle of 500,000 copies per month. The City has been leasing
this high capacity copier at monthly rate of $843.28 with an additional average cost of $300 per
month for maintenance and consumables covered by Xerox.
In addition to the Xerox DC 490ST, the City is also leasing four smaller Kyocera KM-2030s
from MBA. These satellite machines are located in the Administration Department, Recreation,
Public Works/Community Development Building, and Corp. Yard. The KM-2030s print 20
pages per minute and are leased at $605.60 a month for all four machines, plus an additional
average of $81.98 per month for maintenance and consumable supplies.
In January 2008, a committee of staff members was asked to review the City’s current lease
agreements with Xerox and MBA to determine if these leases should be renewed or if it would
be more beneficial to the City to establish new lease agreements. The committee, including Leo
Salindong, Crystal Morrow, Kristin Borel, and Anil Paul, conducted an employee survey to
determine if the existing copiers met staff needs and began researching features of new machines
to see if they could save the City money and still meet staff needs.
To research available features, the committee visited a number of vendors and tested copiers
manufactured by Xerox, Sharp, Kyocera, Toshiba, and Konica Minolta. The committee found
that new machines offered faster printing and many of the features desired by employees.
Page 1 of 4
93
Furthermore, the committee learned that new copiers or multifunction devices (MFD) are
commonly being used to phase out laser and inkjet printers that are expensive to use due to
costly ink cartridges. The cost per page to print from an MFD is much cheaper than a printer.
MFDs can be networked to employee desktops and set as the default printer, making it easier for
employees to send print jobs to the MFD instead of a printer. Additionally, the cost of leasing
new machines appeared to be comparable to the City’s existing agreements with Xerox and
MBA.
Additionally, as the City goes paperless over the next few years, placing networked MFDs with
document scanning capabilities in each department will facilitate electronic document
management.
Consequently, a Request for Proposal (RFP) was released on March 4, 2008. In the RFP,
vendors were asked to recommend lease agreements for one high speed copier and four mid-size
copiers that would meet the following requirements:
1. Ability to be networked with employee desktops, to phase out use of printers that have a
much higher cost per print than copiers
2. Color scanning
3. Controlled color copying and printing for color copiers
4. Environmentally friendly
5. Stapling
6. Security
7. Three-hole punching for large capacity copier
8. User friendly
A total of six vendors responded to the RFP, including Astro, CPO, KBA, Sharp, Toshiba, and
Xerox. The committee reviewed the proposals and determined that the submittal from best met
the requirements stated in the RFP at the best price. CPO’s proposal calls for replacing the large
Xerox DC 490ST (current) with a Sharp MX-950 (proposed) and the mid-sized KM-2030s
(current) with Sharp 3501Xs (proposed).
The committee is recommending approval of the proposed contract with CPO for the following
reasons:
1. The monthly cost of the lease and maintenance is approximately $35.00 less than the
existing contract
2. Both Sharp MX-950 (proposed) and Sharp 3501X (proposed) are faster than existing
machines
a. Sharp MX-950 (proposed large copier)—95 pages per minute (ppm)
b. Sharp 3501X (proposed mid-size copier)—35 ppm
c. Xerox DC 490ST (current large copier)—90 ppm
d. Kyocera KM-2030 (current mid-size copiers)—20 ppm
3. Proposed copiers include color scanners that can scan both sides of a sheet of paper,
which will help the City more efficiently transition to paperless records
4. Sharp MX-950 (proposed large capacity copier) includes finisher that staples, makes
booklets, and three-hole punches print jobs
5. Sharp 3501X (proposed mid-size copier) models include staple finisher
6. All proposed copiers will be networked to employee desktops to increase use of copiers
and ultimately phase out use of printers
7. All mid-size machines include fax to lower or eliminate cost of toner for fax machines
Page 2 of 4
94
8. Low cost color capacity on mid-size machines
9. Options to control color copying and printing to prevent overuse
10. High monthly duty cycles on all five copiers
11. High service standards—service within two to four hours on average
12. $1 buyout option at end of lease
13. Extensive training for staff at no additional cost
14. Proposed machines are easy to use and feature the same interface to allow employees to
easily learn to use all new copiers
15. Copiers have power saving features that minimize energy use when inactive
This recommendation was presented by staff at the May 2008 Finance Committee meeting,
where staff was directed to ask vendors for a second proposal for five mid-size machines, instead
of one large capacity copier and four mid-size departmental copiers. The second proposal
options were presented at a Finance Committee meeting held on June 25, 2008. As with the first
proposal, staff felt CPO offered the proposal with the most features and at the best price.
This second proposal from CPO included five Sharp 450Ins (proposed). These copiers have an
output of 45 pages per minute and would be equipped with a finisher that can staple, make
booklets, and three-hole punch. This proposal would cost $65.05 more than the initial proposal
and $27.45 more than the current copier expenses. Additionally, staff has indicated that there is
a need for a large capacity copier than can quickly process print jobs. Consequently, the Finance
Committee recommended moving forward with the first proposal that offers faster, more
efficient machines that will be cheaper for the City to lease than the current copiers or the second
proposal.
FISCAL IMPACTS:
Based on a monthly average of 58,500 copies per month, the City’s new monthly rate for all five
copiers will be $1793.25. This includes all service and consumables (excluding staples and
paper). The City currently pays a total of $1830.86 for its lease agreements with Xerox and
MBA.
CPO will also cover the cost of packaging and shipping the four Kyocera KM-2030s (current
mid-size copier) to the leasing company. This cost is estimated to be a total of $1600-2000 for
all four copiers.
Staff anticipates that selecting the first proposal from CPO will also save printing expenses as the
City phases out printers, which have a high cost per page. Additionally, the faster higher quality
scanners in the MFDs proposed by CPO will allow the City to more rapidly and efficiently
transition to paperless records.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City would continue using the current machines, which are slower and have fewer features,
at a slightly higher monthly cost.
ALTERNATIVE ACTION(S):
Page 3 of 4
95
Page 4 of 4
During the May 15, 2008 Finance Committee Meeting, Committee Members Ann Waltonsmith
and Chuck Page directed staff to ask the respondents to submit a second proposal for five mid-
size machines instead of one large copier and four mid-size machines. Staff felt that CPO’s
response met the requirements stated in the RFP at the best price.
CPO’s proposal includes five Sharp 4501N (proposed) copiers equipped with finishers that
staple, make booklets, and three-hole punch print jobs. The machines make copies at 45 pages
per minute.
The monthly cost for the leasing the machines and maintenance would be $1,858.30, which is
$27.45 more than the initial proposal submitted by CPO for one large and four mid-size copiers.
This second option is more expensive due to increased maintenance expenses. Additionally, staff
has indicated that there is a need for a large copier with the capacity to print at a speed and
volume that is comparable to the Xerox DC 490ST (current large capacity copier).
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Matrix of cost and options of existing lease and proposal options
96
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97
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, DEPT HEAD: Dave Anderson
Acting City Clerk
SUBJECT: Resolution Amending Council Agency and Adhoc Committee Liaison
Assignments
RECOMMENDED ACTION(S):
Adopt a resolution amending Resolution 07-076 appointing Council representatives to
Committees, Agencies and Ad hoc Committees.
REPORT SUMMARY:
The City Council reorganized on December 4, 2007 for the following year and assignments to
various agencies and ad hoc committees were adopted by Resolution No. 07-076.
Councilmember Chuck Page was appointed to serve as the City’s Primary representative on the
West Valley Solid Waste Joint Powers Association and Councilmember Jill Hunter was
appointed as the City’s Alternate. At the June 18, 2008 Council meeting Councilmember Page
requested to be removed from this Committee due to a conflict of interest resulting from a recent
change in employment and asked Councilmember Jill Hunter to become the City’s Primary
representative; which she agreed to do. This change has resulted in an unfilled position for an
Alternate representative on this Committee.
Staff asks that Council appoint an Alternate representative to the West Valley Solid Waste Joint
Powers Association for the two remaining meetings on August 7 and November 6, 2008.
In addition, on May 13, 2008, Council held a Joint Meeting with the City of Saratoga Planning
Commission and at that meeting Council unanimously agreed to create two new committees and
appointed councilmembers and planning commissioners to serve on these committees; which
are:
Village Economic Development Committee – Vice Mayor Page, Councilmember Jill Hunter and
Planning Commissioners Suzie Nagpal and Lind Rodgers.
CH-2 District Review Committee – Councilmember Kathleen King and Planning Commissioner
Joyce Hlava.
98
2 of 2
The following changes to the Council Agency and Ad hoc Committee have been requested by
the Mayor and are reflected in the attached resolution:
Agency Councilmember Councilmember
West Valley Solid Waste Joint Powers Page Hunter Hunter (New Alternate)
Association
Committee Councilmember
Village Economic Development Committee Page & Hunter
CH-2 District Review Committee King
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Council Agency and Ad hoc Committee Liaison Assignments would remain the same and no
new Alternate will be added to this assignment and no new committees would be added.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the Agenda.
ATTACHMENTS:
Proposed Resolution Amending No. 07-076
99
RESOLUTION NO. 08 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING
RESOLUTION 07-076 APPOINTING COUNCIL
REPRESENTATIVES TO COMMITTEES, AGENCIES
AND AD HOC COMMITTEES
WHEREAS, the City Council reorganized on December 4, 2007 for the coming year; and
WHEREAS, representatives from the City Council serve on various committees, agencies, and
Ad hoc committees; and
WHEREAS, the responsibility for representing the City Council should be shared by all its
members.
WHEREAS, the City Council unanimously agreed to appoint
as the Alternate representative to the West Valley Solid Waste Joint Powers Association.
WHEREAS, the City Council created two new committees on May 13, 2008 and appointed
councilmembers to serve on the following committees:
Village Economic Development Committee: Vice Mayor Chuck Page and Councilmember Jill
Hunter;
CH-2 District Review Committee: Councilmember Kathleen King
NOW, THEREFORE, BE IT RESOLVED that the following changes be made to the West Valley
Solid Waste Joint Powers Association and the addition of two new committees – Village Economic
Development Committee and CH-2 District Review Committee with Council representation. These
changes expire December 2008, or until revised.
Agency Councilmember Alternate
West Valley Solid Waste Joint Powers Jill Hunter (Newly Appointed)
Association
Committee Councilmember Planning Commissioner
Village Economic Development Committee Chuck Page & Suzie Nagpal &
Jill Hunter Linda Rodgers
CH- 2 District Review Committee Kathleen King Joyce Hlava
The above and foregoing resolution was passed and adopted by the Saratoga City Council at a regular
meeting held on the 2nd day of July 2008, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
____
Ann Waltonsmith, Mayor
ATTEST:
Ann Sullivan, Acting City Clerk
100
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Administrative Service Dept. CITY MANAGER: Dave Anderson
PREPARED BY: Anil Paul DIRECTOR: Mary Furey
SUBJECT: Authorization for Local Agency Investment Fund (LAIF) to link the City’s
Investment Fund to the City’s Payroll Bank account.
RECOMMENDED ACTION:
Authorize LAIF to link the City’s Investment fund to the City’s Payroll account, and for the City
Manager and the Finance & Administrative Services Director to sign the Authorization for additions of
Bank and/or Account number form.
REPORT SUMMARY:
Under the direction of the City Manager, staff manages the City’s cash balance by either depositing or
withdrawing funds from the LAIF Investment Account to meet the City’s short and long term cash needs.
Presently the LAIF Investment account is linked to the City’s Comerica General Checking account. The
City also maintains a Payroll Checking account that is not linked to the LAIF account. Each pay period,
in order to fund payroll expenses, staff transfers cash from the LAIF account to the General Checking
account, followed by a transfer from General Checking account to the Payroll account.
Staff recommends linking the LAIF account to the Payroll checking account so that transfers can be
executed directly, improving the efficiency of cash transfers and decreasing the timing requirements for
the two step process.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Staff will continue with the existing two step process to transfer funds from LAIF.
ALTERNATIVE ACTION:
None
FOLLOW UP ACTION:
Staff to complete the “Authorization for additions of bank and/or account numbers” for designated
individual signature and forward to LAIF for implementation.
101
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Resolution
102
ATTACHMENT – A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING LOCAL AGENCY INVESTMENT FUND (LAIF) TO LINK THE
CITY’S LAIF AND THE PAYROLL BANK ACCOUNT AND THE CITY MANAGER,
FINANCE AND ADMINISTRATIVE SERVICES DIRECTOR TO SIGN THE LAIF
REQUISITE FORM
WHEREAS the City Council desires to approve authorization of LAIF to link the City’s LAIF
Investment fund with the Payroll account and the City Manager, Finance and Administrative Services
Director to sign the requisite form
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby
resolves to Authorize LAIF to link the City’s LAIF Investment Fund and the Payroll account and the City
Manager, Finance and Administrative Services Director to sign the requisite form
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 2nd day of July, 2008 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Ann Waltonsmith, Mayor
ATTEST:
_____________________________
Ann Sullivan, Acting City Clerk
103
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director Public Works Director
SUBJECT: Upper Old Oak Way Vacation
RECOMMENDED ACTION:
1. Adopt Resolution vacating a portion of Old Oak Way (Attachment 5).
2. Adopt Resolution accepting offer of dedication for Pedestrian/Equestrian Trail purposes (Attachment
6).
REPORT SUMMARY:
In 2001 David House approached the City to ask that the upper end of Old Oak Way be relinquished to
him. State law provides that this may be accomplished by vacating the public right of way in the street.
Because Mr. House owns all the land surrounding the portion of the street to be vacated, the request was
considered feasible. The section of roadway to be vacated is relatively short (584 feet) and is surrounded
entirely by land owned by Mr. House. (Attachment 2) The effect of the vacation would be to transform
Old Oak Way from a street terminating within Mr. House’s property to one terminating at the property
boundary as is typically the case.
Vacation of City roadways is not a common occurrence. Usually they deal with abandoned right-of-ways
that were never improved but still encumber a property. The proposal to relinquish the end of Old Oak
Way is unique because it is a fully improved road with properties on both sides of the City’s right-of-way
owned by the same party. The City considers three main issues when considering a vacation request: 1)
How will public and emergency access be impacted? 2) What are the financial benefits or detriments to
the City? 3) Does the proposed vacation conform to the City General Plan?
1) Public Trails and Emergency Access:
Because there are no anticipated plans or developments which would extend Old Oak Way beyond its
current limits, staff determined that for the proposed relinquishment only non-motorized public access
needed further investigation i.e. pedestrian and equestrian access.
Because this area of the City has many interconnecting public trails the issue was forwarded to the
Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) to investigate any potential
trail opportunities.
104
The PEBTAC determine there was an opportunity for trail links which would enhance the connectivity of
the City’s trail system. Mr. House was notified of the proposal and agreed to investigate the feasibility of
trail linkages through his property.
Over the ensuing time, the City Council Ad Hoc comprised of Ann Waltonsmith and Kathleen King, the
PEBTAC, Mr. House, the Parker Ranch Homeowners Association, the Garrod Family, and City staff
explored various routes that might provide trial linkages.
The final agreed upon trail easement location (Attachment 2) will provide the opportunity for a future link
with the Garrod property.
Additionally, Mr. House agreed to pay for improvements to the “Upper Tank Trail” located in Parker
Ranch, which provides connection to the Fremont Older Open Space area (Attachment 2). This trail
segment, in its current state, is virtually unusable and improving it will provide safe passage for both
pedestrians and equestrians. Mr. House has provided the City with $61,000 to pay for these
improvements.
For emergency vehicular access the Fire Department conditioned a hammer head turn around area be built
at the new terminus of the road (Attachments 2 and 3). If the relinquishment of Old Oak Way is
approved, the City will need to accept a street dedication for the emergency turnaround area (Attachment
4). Once the turn around area is constructed by Mr. House, the City would take action via resolution to
accept the street dedication encompassing the emergency turnaround area. Mr. House will be providing a
cash bond to ensure the work is completed.
2) Financial Considerations:
If upper Old Oak Way were relinquished by the City, the City would save future costs associated with
maintenance of the road. Annualized savings are approximately $2,800.
The developer of the subdivision funded the original road improvements therefore no City funds were
expended in there construction.
3) General Plan Conformity:
The Planning Commission has reviewed the proposed vacation for conformity with the City’s General
Plan and determined that the proposal is in conformity as discussed in the attached Planning Commission
resolution (Attachment 7).
FISCAL IMPACTS:
Depends on City Council direction.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The relinquishment and acquisitions would not move forward at this time.
ALTERNATIVE ACTION:
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None in addition to the above.
FOLLOW UP ACTION:
Staff will follow Council’s direction regarding relinquishment of upper Old Oak Way.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Interested parties were contacted regarding the issue.
ATTACHMENTS:
1. Offer to Dedicate Trail Easement
2. Overall Aerial View
3. Fire Truck Turn Around
4. Offer to dedicate Property for Street Purposes
5. Resolution Summarily Vacating a Portion of Old Oak Way
6. Resolution Accepting the Offer to Dedicate the Trail Easement
7. Planning Commission Resolution Regarding General Plan Conformity for Vacation of Old Oak
Way
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Richard Taylor, City Attorney DIRECTOR: John F. Livingstone, AICP
________________________________________________________________________
SUBJECT: Amendment to City Code Procedures for Setting Appeal Hearings
________________________________________________________________________
RECOMMENDED ACTION:
Staff recommends the City Council open the public hearing, accept public testimony, close the
public hearing and approve the attached ordinance and waive the First Reading and direct staff to
schedule this item for a Second Reading for adoption on the consent calendar at the next regularly
scheduled City Council meeting.
REPORT SUMMARY:
The City Council directed staff to prepare ordinance amendments that would revise the existing City
Code and Council policy on setting and continuing appeal hearings to codify current practice for
setting the initial hearing date and to impose an earlier deadline for filing continuance requests. The
attached ordinance would implement Council direction. Because the policy would amend the
Zoning Code’s procedure for appeals to the Planning Commission, the ordinance was reviewed by
the Commission and on May 28, 2008 the Planning Commission recommended the ordinance
attached to this staff report.
DISCUSSION:
Current City practice for setting appeal hearings is based on existing provisions of the City Code, a
City Council policy on appeal hearings adopted in 2000, and staff implementation as follows:
1. The appeal is filed with the Planning Commission Secretary or the City Clerk.
2. The Secretary/Clerk sets a hearing date based on the earliest date that the matter can be heard
by the Commission/Council consistent with requirements for public notice. If this date is
not convenient for the appellant (or the applicant if different from the appellant) the hearing
date is extended to the next available meeting. If the first available hearing date is more
than 30 days from the date of the appeal, then the applicant/appellant may not request an
extension.
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3. Any public notices required are published in the Saratoga News, posted, or mailed to nearby
property owners as required depending on the nature of the matter appealed.
4. At any time prior to the date of the appeal hearing, the appellant (or the applicant if different
than the appellant) may request that the hearing date be continued to the next regular
meeting of the Commission/Council. If notice has been published or mailed prior to the
request for the continuance, the matter remains on the agenda for which it was noticed and
is continued until the next regular meeting. If a staff report has been completed before the
continuance request is filed a new staff report is prepared for the continued hearing to
reflect additional information that has become available since the original staff report was
prepared.
The attached ordinance would change each step of the current practice outlined above as follows:
1. No change.
2. This step is staff practice and not clearly explained in the Code. The attached ordinance
would clearly explain the practice. It would not change current practice.
3. No change.
4. This step is based largely on the City Council’s policy adopted in 2000. The attached
ordinance would change the policy to allow continuances only if requested at least 14 days
prior to the scheduled hearing date instead of up to the day of the hearing. The hearing
would be opened on the noticed date with no staff report. A staff report would be prepared
for the hearing on the continued date.
The primary effect of this change will be to clarify City policy by including procedures in the City
Code, avoid situations in which members of the public prepare for and attend public hearings only
to learn that the hearing was continued due to an applicant/appellant request on the previous day,
and reduce staff time by ensuring that only one staff report is prepared for a given hearing.
ALTERNATIVES:
The current practice and the attached ordinance give the applicant/appellant the ability to extend the
appeal period by a total of two meetings:
• First, at the time the original hearing date is set, by allowing that date to be at the meeting
after the first meeting where it is possible to hold the hearing; and
• Second, by requesting a continuance at some point after the hearing date has been set and
publicly noticed.
The City could reduce the total time between the date an appeal is filed and the final hearing is held
by eliminating one or both of the above opportunities to request a continuance.
Alternatively, the City could provide greater flexibility by providing additional opportunities to
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request continuances.
FOLLOW UP ACTION(S):
Schedule the ordinance for a second reading.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Notice of this meeting was properly posted and published in the Saratoga News on June 17, 2008.
ATTACHMENTS:
Proposed Ordinance
158
ORDINANCE __________
An Ordinance Amending the Saratoga Municipal Code
Procedures for Setting Appeal Hearings
Before the City Council and Planning Commission
THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS
FOLLOWS:
WHEREAS, the City seeks to provide a fair an open process of government
administration that provides opportunities for public review of certain City decisions and
opportunities for the public to appeal those decisions in a timely manner;
WHEREAS, the City seeks to provide flexibility in setting dates for consideration of
appeals in recognition of residents’ schedules and to provide time for parties to disputes
concerning City decisions to reach resolution of those disputes prior to consideration of the
matter on appeal;
WHEREAS, the City also seeks to bring disputed matters to prompt resolution to
ensure the effective functioning of government and in respect for the interests of parties to
disputed matters to timely decisions by the City; and
WHEREAS, amendments to the City Code to further these objectives have been
proposed and duly considered and recommended by the Planning Commission and
considered by the City Council.
Section 1. Adoption.
The Saratoga City Code is hereby amended as set forth below (text to be inserted is
presented with double underlining while text to be deleted is shown in strikeout):
A. Section 2-05.030 (e) of the Saratoga Municipal Code is amended as follows:
(e) Schedule of hearing; notice. Upon the filing of the notice of appeal and payment of the
appeal fee, or upon an appeal being initiated by members of the City Council, the City Clerk
shall schedule the matter for hearing at the next available regular meeting of the City Council
to be held within thirty days after the date on which the appeal is filed or initiated. The City
Clerk shall give notice of the date, time and place of the hearing to the appellant, and to the
applicant if other than the appellant, not less than ten days prior to the hearing, unless such
notice has been waived by the party entitled to receive the same. by the City Council as
follows:
1. A proposed hearing date shall be set within two business days. The proposed date
shall be within 30 calendar days of the date the appeal was filed, except as
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provided in subparagraph 2, below. The City Clerk shall immediately inform
the appellant and the applicant of the proposed date, time, and place of the
hearing at an e-mail address or fax number provided to the City at the time the
appeal or application was filed. If the appellant or applicant within two business
days requests in writing that the proposed hearing date be extended, then the City
Clerk shall set the date for the next regular meeting of the City Council occurring
after the proposed date. The City Clerk shall inform the appellant and applicant
of the new hearing date, time and place via e-mail or fax.
2. If it is not possible to set the proposed date in a manner that allows the City to
provide any notice required by law and set the proposed date at a regularly
scheduled meeting within 30 calendar days of the date the appeal was filed, the
date shall be set at the first regularly scheduled Council meeting following the
close of any applicable notice period. The City Clerk shall immediately inform
the appellant and the applicant of the date, time, and place of the hearing at an e-
mail address or fax number provided to the City at the time the appeal or
application was filed. If the hearing date is set pursuant to this subparagraph 2,
then neither the applicant nor appellant shall be authorized to request a change in
the hearing date as described in subparagraph 1, above.
3. After a hearing date has been set in accordance with subparagraph 1 or 2, above,
the appellant or the applicant may request in writing, and the City Clerk shall
grant, a continuance of the date provided that the request for continuance is
received by the City Clerk no later than 14 calendar days prior to the date set for
hearing. The continuance shall be until the next regular meeting of the City
Council occurring after the date for which the matter had been set. No further
continuances may be authorized by the City Clerk.
(f) Public Notice. If a public hearing is conducted on the appeal, notice thereof shall
also be published once at least ten calendar days prior to the hearing in a newspaper
having general circulation in the City and mailed or delivered at least ten calendar
days prior to the hearing to any other persons who were entitled under the provisions
of this Code to receive notice of the proceedings at which the administrative
determination or decision was made.
B. Section 2-05.030, paragraphs (f) through (h) are redesignated as paragraphs (g) through
(i), respectively.
C. Section 1-10.030 of the Saratoga Municipal Code is amended as follows:
“Business day” means any day other than a holiday or day that the City
offices are closed for the entire day for any reason.
D. Section 15-90.060(a) of the Saratoga Municipal Code is amended as follows:
15-90.060 Review by Planning Commission.
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(a) Schedule of hearing; notice. Upon receipt of the notice of appeal and payment of the
filing fee, the Secretary of the Planning Commission shall schedule the matter for hearing at
the next available regular meeting of the Planning Commission to be held within thirty days
after the date on which the notice of appeal is filed. The Secretary of the Planning
Commission shall give notice of the date, time and place of the hearing to the appellant, and
to the applicant if other than the appellant, not less than ten days prior to the hearing, unless
such notice is waived by the party entitled to receive the same. If a public hearing is
conducted on the appeal, notice shall be given in accordance with Section 65091 of the
Government Code, except that such notice shall be mailed or delivered to all persons shown
on the latest available assessment roll as owning any real property within five hundred feet
of the real property that is the subject of the hearing. Appeals to the Planning Commission
shall be scheduled and noticed according the terms applicable to appeals to the City Council
as set forth in subparagraphs (e) and (f) of section 2-05.030 except that all references
therein to the City Council shall be references to the Planning Commission and all references
to the City Clerk shall be references to the Secretary of the Planning Commission.
* * * * *
Section 2. California Environmental Quality Act.
Pursuant to the California Environmental Quality Act, this action is exempt under CEQA
Guidelines Section 5061(b)(3) (where it can be seen with certainty that there is no possibility
that the activity in question may have a significant effect on the environment, the activity is
not subject to CEQA).
Section 3. Publication.
This ordinance was properly noticed and reviewed by the Planning Commission at a public
meeting on May 28, 2008.
This ordinance or a comprehensive summary thereof shall be published in a newspaper of
general circulation of the City of Saratoga within fifteen days after its adoption.
The foregoing ordinance was introduced and read at the regular meeting of the City Council
of the City of Saratoga held on the 2nd day of July, 2008, and was adopted by the following
vote following a second reading on the 16th day of July, 2008:
COUNCIL MEMBERS:
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AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: ATTEST:
_________________________________ _____________________________
Ann Waltonsmith, Ann Sullivan,
MAYOR OF THE CITY OF SARATOGA Acting CLERK OF THE CITY OF
SARATOGA
Saratoga, California Saratoga, California
APPROVED AS TO FORM:
__________________________________
Richard Taylor, CITY ATTORNEY
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
ORIGINATING DEPT: Recreation CITY MANAGER: Dave Anderson
PREPARED BY: Michael Taylor DEPT HEAD: Michael Taylor
SUBJECT: Approval of Design and Placement of Sign for the Joan Pisani Community
Center
RECOMMENDED ACTION(S):
Approve the design and placement of the sign for the newly renamed Joan Pisani Community
Center.
REPORT SUMMARY:
At the June 18th meeting, Council unanimously approved the renaming of the Saratoga
Community Center. As part of the renaming application process, proposers are provided notice
that “The cost of plaques, monuments and/or replacement of signs resulting from naming or
renaming of City-owned facilities, lands and/or portions of facilities will be borne by the
individual, group or organization sponsoring the request.”
Staff met with representatives of the Joan Pisani Naming Committee to discuss the design
(Attachment A) and location (Attachments B, C, & D) of a new sign. The cost of fabrication and
installation of the sign is approximately $3,500. This expense will be borne entirely by the
Committee. The proposal is to simply replace the existing sign with the new sign in the exact
location of the current sign. The Committee has requested authorization to order the sign
immediately in order to receive the sign in time to complete installation for an early October
dedication.
Staff is requesting Council approve the design and placement of the sign and authorize the
Committee to order and install the memorial.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
None
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ALTERNATIVE ACTION:
Not applicable.
FOLLOW UP ACTION:
Staff will implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Agenda was posted in compliance with the Brown Act.
ATTACHMENTS:
Attachment A – Joan Pisani Community Center sign design proposal
Attachment B – Photo of front of Community Center
Attachment C – Photo of current sign
Attachment D – Mock up of proposed sign and location
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5’
7’9”
3”
10”
6’4”8”
7”
4.5”
3/8 Inch Routed Acrylic Letters
Vinyl Cutouts
Redwood Posts
1’
T Bennett Services Inc.
1032 Serpentine Lane
Site 110
Pleasanton, CA 94566
p:925-931-9407
f:925-931-3407
Lic. C45 815958
Date:
06.05.08
Job ID:
JoanPisaniCenter08
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
ORIGINATING DEPT: Recreation CITY MANAGER: Dave Anderson
PREPARED BY: Michael Taylor DEPT HEAD: Michael Taylor
SUBJECT: Saratoga Community Band Request for Fee Waiver
RECOMMENDED ACTION(S):
Accept report and direct staff accordingly.
REPORT SUMMARY:
The Saratoga Community Band was founded in 1989 with 35 members and today numbers over
80 musicians ranging in age from 16 to 70 and older. The band is sponsored by Los Gatos-
Saratoga Community Education and Recreation. On May 28, 2008, Craig Northrup, Director of
the Saratoga Community Band wrote a letter (Attachment A) to the City Council requesting a fee
waiver to use Wildwood Park on May 17, 2009 to hold a free concert.
In 1999, a similar request was made and approved by Council (Attachment B) for the May 21,
2000 concert. At the June 7, 2000 meeting, Council approved a fee waiver for the May 20, 2001
concert (Attachment C), but requested that any future requests be presented each year. Another
request was received in 2005, but the Council stated no future fee waivers would be granted
(Attachment D).
Staff is requesting direction from Council on the request for a fee waiver.
FISCAL IMPACTS:
If approved, the waiver would result in approximately $55 in lost rental/reservation revenues.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
None.
ALTERNATIVE ACTION:
Not applicable.
FOLLOW UP ACTION:
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Staff will implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Agenda was posted in compliance with the Brown Act.
ATTACHMENTS:
Attachment A – May 28, 2008 letter from Craig Northrup
Attachment B – May 19, 1999 Council minutes (partial)
Attachment C – June 7, 2000 Council minutes (partial)
Attachment D – June 14, 2005 Council minutes (partial)
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SARATOGA COMMUNITY BAND
CRAIG D. NORTHRUP, Conductor
1669 Hyde Drive
Los Gatos, CA 95032
Telephone or Fax: (408) 379-2868
E-mail: CraigDNorthrup@SBCGlobal.net
Website: SaratogaBand.org
Cell: (408) 857-20°4
Attn: Saratoga City Council
RE: Waiver for Use Fee of Wildwood Park Concert -May 17, 2009
The Saratoga Community Band has been performing FREE concerts in Saratoga
since it's inception in 1989. The total is over 80 concerts and special
performances. Next year will be our 20th anniversary. Every year our final concert
of the season is the third Sunday in May performed at Wildwood Park.
Marge Bunyard and Francis Stutzman, former Saratoga City Council Members
[and Mayors], were instrumental in encouraging me to start our Saratoga
Community Band, and it has now become a 20 year old Saratoga institution.
In 1999, the Saratoga City Council voted to waive all fees for use of city venues
by the Saratoga Community Band because of our service to Saratoga and the
community. I enclose a copy of the letter to me from the Saratoga City Council.
With the new on-line reservation system for concert venues, it is not possible to
reserve Wildwood Park unless we pay the reservation fee. I enclose our May
2009 reservation confirmation.
Please consider waiving all current and future use fees for our Saratoga
Community Band free concerts.
Thank you for your continued support.
&~J
Craig D. Ntthrup 1~~t"
1978 Saratoga Citizen of the Year
Former Saratoga High School Band Director 1972-82
Former West Valley College Band Director 1989-96
Music Director -Vienna Youth Music Festival [Austria] 1980-1996
Resident of Saratoga 1948-2001 [currently Los Gatos]
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MINUTES
SARATOGA CITY COUNCIL
TIME:
PLACE:
TYPE:
Wednesday, May 19, 1999 -6:30 p.m.
Closed Session -Administration Conference Room, 13777 Fruitvale Avenue;
Regular Meeting -Council Chambers/Civic Theatre, 13777 Fruitvale Avenue
Regular Meeting
*******************************************************************************
OPEN SESSION -6:30 p.m. in the Administration Conference Room, 13777 Fruitvale Avenue
ADJOURN TO CLOSED SESSION
1. CLOSED SESSION
A. Conference with Legal Counsel-Anticipated Litigation
Initiation of litigation pursuant to subdivision (c) of Government
Code Section 54956.9: (One case)
*******************************************************************************
MAYOR'S REPORT ON CLOSED SESSION -Mayor Shaw declared there was no reportable
action taken. Mayor Shaw also reported that at the last meeting of May 11, 1999 an action was
taken under Closed Session item B • Public Employee Perfonnance Evaluation for the City
Manager to adjust the compensation of the City Manager totaling 5.5%, for approval at tonight's
meeting.
REGULAR 'MEETING -Mayor Shaw called the meeting to order at 7:01 p.m. in the Council
Chambers, 13777 Fruitvale Avenue.
PLEDGE OF ALLEGIANCE -Led by Mayor Shaw
ROLL CALL -All present with the exception of Councilmember Streit and Vice Mayor
Bogosian.
Staff present: City Manager Perlin, City Clerk Ramos, City Attorney Randolph, Director of
Community Development Walgren, Director ofAdministrative Services Walker.
2. CEREMONIAL ITEMS
A. Resolutions commending Marcia Kaplan, Cheryl Martlage, Henry Murakami
and Mark Pierce for their service on the Planning Commission.
Mayor Shaw read the resolution of commendation for Mr. Pierce who was present and expressed
thanks. Mayor Shaw directed staffto mail the other three resolutions to the recipients.
REPORT OF CITY CLERK ON POSTING OF AGENDA -City Clerk Ramos reported that
pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on May
14,1999.
3. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC
A. Oral Communications on Non~AgendizedItems
Mayor Shaw recognized the following persons who expressed support for the Saratoga Union
School District's renovation projects at Saratoga Elementary and Redwood Middle schools and
urged the City Council not to take legal action against the School District.
Annette Woolsey, 19952 Durham Court
Marcy Bums. 14014 June Way
Mimi Frazier. 13519 Ronnie Way
Sue Nakaii. 12801 Glenbrae Drive
Mayor Shaw commented that the City is currently engaging in discussions with the Saratoga Union
School District to work out an amicable plan for the good ofthe community.
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MJDules. (or Ciry CouDdl Regular Metling May 19, 1999
B. Communications from Boards and Commissions -None
C. Written Communications
1. Letter from Craig Northrup, Conductor of West Valley College Symphonic
Band requesting waiver offees for use of Wildwood Park on May 21, 2000,
for Community Band Concert
Recommendation: Approve fee waiver. _
MEHAFFEYIBAKER MOVED TO APPROVE TIlE REQUEST TO WANE FEES FOR THE
COMMUNITY BAND CONCERT AT WILDWOOD PARK ON MAY 21, 2000. MOTION
PASSED 3-0 (Councilmember Streit and Vice Mayor Bogosian absent).
4. CONSENT CALENDAR
A. Previously Discussed Items -None
B. New Items
Councilmember Mehaffey requested to pull item 4B.4 and 4C for clarification.
1. Planning Commission Actions, May 12, 1999
Recorrimendation: Note and file.
2. Approval of Check Register
Recommendation: Note and file ..
3. Memo authorizing publicity ofPublic Hearing items -Approval of assessments
in connection with renewal of the Landscaping and Lighting Assessment
District (LLA-l) for Fiscal Year 99-00; Harkey appeal; Wang appeal; Fiscal
Year 99-00 & 00-01 Budget presentation
Recommendation: Direct staff accordingly.
4. Budget Amendment Resolution appropriating $47,500 for Horseshoe Drive •
landscape improvements.
Recommendation: Adopt resolution.
5. Monthly Financial Reports for April 1999:
a) Treasurer's Report
b) Investment Report
Recommendation: Accept the subject reports.
6. Resolution adjusting compensation of City Manager.
Recommendation: Adopt Resolution.
BAKERJMEHAFFEY MOVED TO APPROVE THE CONSENT CALENDAR ITEMS 4B 1 - 6
As PRESENTED. MOtION PASSED 3-0 (Councilmember Streit and Vice Mayor Bogosian
absent).
C. Claim Against the City -George and Barbara Marcinkowski
Recommendation: Reject claim.
Councilmember Baker commented that after visitiDg the subject site, there is no substantiation for
this claim against the City.
BAKERJMEHAFFEY MOVED TO REJECf THE CLAIM OF GEORGE AND BARBARA
MARCINKOWSKI. MOTION PASSED 3-0 (Councilmember Streit and Vice Mayor Bogosian
absent).
S. PUBLIC HEARINGS -7:30 p.rn. -None
6. OLD BUSINESS
A. Ordinance repealing Article 7-10 orand adding Article 7-10 to the Code of the
City of Saratoga relating to sewage disposal.
Recommendation: Adopt ordinance.
Pase 2 o(4
173
City Council Minutes June 7, 2000
Councihnember Baker removed Item 2H from the Consent Calendar.
Councihnember Baker explained that he wanted to remove this item in order to publicly
aclmowledge the Givens Family's donation; he also asked if there was anyone present at
the meeting representing the Givens Family.
Bill McDonald, PresidentIFriends of the Library, introduced Mr. and Mrs. Givens and
explained the tragic loss of their daughter. He also noted that the $10,000.00 would be
given to the Friends of the Library and a committee will be formed to select an artist.
Mr. McDonald invited any member ofthe City Council to participate in the selection of an
artist.
Mayor Bogosian thanked Mr. McDonald and Mr. & Mrs. Givens for coming to the
meeting tonight and their donation is appreciated by the City of Saratoga.
BAKER moved to accept Givens Family donation, seconded by WALTONSMITH
and carried unanimously.
21. APPROVE REQUEST FOR WAIVER OF PARK USE PERMIT FEE OF
WILDWOOD PARK FOR SARATOGA COMMUNITY BAND CONCERT
ASSOCIATION.
STAFF RECOMMENDATION:
That Council approve request.
Mayor Bogosian removed Item 21 from the Consent Calendar.
Mayor Bogosian questioned why the staff report indicated that the event was not
happening until May 20, 2001.
Bill Norton, Interim City Manager, noted that staff would like all future fees waived for
the Saratoga Community Band Concert Association.
,
Joan Pisani, Recreation Director, explained that the past couple of years the Council
approved the Concert Association's request to waive fees and she felt that the Council
could waive fees for the future.
Councilmember Mehaffey supports the fee waiver but would like this item to come back
for approval every year.
Mayor Bogosian also supports the fee waiver but would also like to see the request back
every year.
BAKER moved to approve request for waiver of park use fee of Wildwood Park,
seconded by MEHAFFEY and carried unaniplOusly. 7
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Lorie Tinfow, Assistant City Manager, presented staff report.
Assistant City Manager Tinfow explained that with three years of budget
reductions in Saratoga and projections that indicate more of the same in the future,
the Mayor is interested in exploring options fir new City revenue. Assistant City
Manager Tinfow explained that preliminary discussions have ranged broadly
from attracting a large scale or specialized retailer to Saratoga, to encouraging a
mixed-use development to considering steps towards new tax revenue. Assistant
City Manager Tinfow explained restructuring parking requirements in the Village
is currently being explored in order to indirectly increase sales tax revenue.
Assistant City Manager Tinfow stated that once options have been identified, a
resident survey would be conducted to gauge community support for the various
revenue enhancement activities. Some method of generating new revenue would
require voter approval and/or have serious community implications. A statistically
significant survey would be especially important so that Council would clearly
understand the level of support for any particular options. Staff estimates costs for
such a survey to be between $20,000 and $30,000.
Assistant City Manager Tinfow explained a proposed activity timeline.
Consensus of the City Council to direct the AdHoc committee to return to Council
with brainstorm ideas.
KLINE/STREIT MOVED TO ESTABLISH A COUNCIL REVENUE
ENHANCEMENT OPTIONS ADHOC COMMITTEE, APPOINTING
MAYOR ]{ING"AND COUNCILMEMBER STREIT. MOTION PASSED 4-1
WITH WALTONSMITH OPPOSING.
7. REQUEST FROM THE SARA TOGA COMMUNITY BAND TO WAIVE
FEES
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Cathleen Boyer, City Clerk, presented staff report.
City Clerk Boyer pointed out that the attached letter was received from the
Saratoga Community Band. City Clerk Boyer explained that the Community Band
has requested that the City Council waive $250 in related fees in conjunCtion with
their summer concert at Wildwood Park.
Consensus of the City Council to waive the permit fees for the concert at
Wildwood Park for the last time.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Kathleen King reported the following information:
Hakone Foundation Liaison -successful Japan Festival, 3 w 4 thousand people attended.
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: City Clerk CITY MANAGER: Dave Anderson
PREPARED BY: Richard Taylor, City Attorney DIRECTOR: Dave Anderson
________________________________________________________________________
SUBJECT: City Council Election Ethics and Standards
________________________________________________________________________
RECOMMENDED ACTION:
Review and approve, modify, or deny the following proposals pertaining to ethics and
standards for City elections:
1. Resolution adopting a proposed Pledge of Fair Campaign Practices;
2. Direction to the City Manager to increase the number of League of Women Voters
candidate forums supported by the City from one to two on the condition that the
second forum be held on the evening preceding the election; and
3. Direction to the City Clerk to include on the City website a link to the Institute for
Local Government publication titled “Campaigning Effectively for Local Office:
Good People Can Finish First.”
REPORT SUMMARY:
At the Study Session held June 24, 2008 the City Council discussed a number of matters
pertaining to ethical norms and behaviors in City government. Council directed staff to
return with a proposed code of ethics for City officials at the July 18 meeting. The study
session discussion also considered matters pertaining to ethics and City elections. Because
election papers for the November, 2008 election will be available on July 14, 2008, the
Council directed staff to prepare this staff report on an expedited basis so that any election-
related materials will be available to potential candidates by that time. The Council
considered three matters pertaining to ethics and standards for City elections. Each is
discussed separately below.
Pledge of Fair Campaign Practices
State law requires the City Clerk to provide each candidate with a blank form “Code of Fair
Campaign Practices” (Attachment A). Completion of the form is entirely voluntary. The
League of California Cities has prepared an alternative version of the code titled a “Pledge of
Fair Campaign Practices” (Attachment B) and recommends that cities consider inviting
candidates to complete this form as well, again, on an entirely voluntary basis. Council
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discussed the two forms at the Study Session together with the Code of Professional Ethics
for the American Association of Political Consultants (Attachment C). Based on these forms
and Council discussion staff has prepared a Pledge based on the League of Cities pledge with
modifications to address false and misleading attacks, relations with the news media, use of
campaign contributions, and disclosure of campaign support for printed materials. This
Pledge is attached to the resolution presented as Attachment D. The Council may wish to
add or remove items from the pledge as proposed based on the text of the other pledges
provided.
Additional Candidate Forum
At the Study Session the City Council discussed a program recently instituted by the City of
Santa Clara. That City sponsors two candidate forums during the elction season. The last
forum – known as the “Final Word Forum” -- is held on the evening before Election Day. In
Saratoga the City has traditionally funded a single candidate forum sponsored by the League
of Women Voters. If the Council wishes to support an additional forum similar to that
sponsored by the City of Santa Clara it can authorize the City Manage to increase the
number of League of Women Voters candidate forums supported by the City from one to
two on the condition that the second forum be held on the evening preceding the election.
Alternatively the City could simply continue its current practice or seek a neutral
organization other than the League of Women Voters to sponsor the final forum.
Fair Campaigning Resource
The Institute of Local Government (“ILG”, an affiliate of the League of California Cities)
has prepared a guide to fair campaign practices that potential candidates for City Council
could find useful. The guide is called “Campaigning Effectively for Local Office: Good
People Can Finish First” and copies are available at:
http://www.cacities.org/resource_files/22056.final%20guide.pdf. A copy of the
table of contents is included as Attachment E. The City could provide the table of contents
to potential Council candidates and post a link to the guide on the City website.
Alternatively the City could print the entire report and include copies in the candidate
packages or could simply direct candidates to the ILG website to review this and other ethics
related materials.
ALTERNATIVES:
Discussed above.
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Notice of this meeting. In addition, the matter was discussed at the noticed Study Session
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3
held June 24, 2008.
ATTACHMENTS:
Attachment A – Government Code Section 20440
Attachment B – League of Cities Draft Candidate’s Pledge
Attachment C – American Association of Political Consultants Code of Professional Ethics
Attachment D – Proposed Resolution Adopting Voluntary Pledge
Attachment E – Table of Contents from Campaigning Effectively for Local Office: Good
People Can Finish First”
178
Attachment A
Elections Code 20440
At the time an individual is issued his or her declaration of candidacy, nomination papers, or any other paper
evidencing an intention to be a candidate for public office, the elections official shall give the individual a blank
form of the code and a copy of this chapter. The elections official shall inform each candidate for
public office that subscription to the code is voluntary. In the case of a committee making an independent
expenditure, as defined in Section 82031 of the Government Code, the Secretary of
State shall provide a blank form and a copy of this chapter to the individual filing, in accordance with Title 9
(commencing with Section 81000) of the Government Code, an initial campaign statement
on behalf of the committee.
The text of the code shall read, as follows:
“CODE OF FAIR CAMPAIGN PRACTICES”
There are basic principles of decency, honesty, and fair play which every candidate for public office in the State
of California has a moral obligation to observe and uphold in order that, after vigorously contested but fairly
conducted campaigns, our citizens may exercise their constitutional right to a free and untrammeled choice
and the will of the people may be fully and clearly expressed on the issues.
THEREFORE:
(1) I SHALL CONDUCT my campaign openly and publicly, discussing the issues as I see them, presenting my
record and policies with sincerity and frankness, and criticizing without fear or favor the
record and policies of my opponents or political parties that merit this criticism.
(2) I SHALL NOT USE OR PERMIT the use of character defamation, whispering campaigns, libel, slander,
or scurrilous attacks on any candidate or his or her personal or family life.
(3) I SHALL NOT USE OR PERMIT any appeal to negative prejudice based on a candidate's actual or
perceived race, religious creed, color, national origin, ancestry, physical disability, mental
disability, medical condition, marital status, age, sexual orientation, sex, including gender identity, or any other
characteristic set forth in Section 12940 of the Government Code, or association with another person who has
any of the actual or perceived characteristics set forth in Section 12940 of the
Government Code.
(4) I SHALL NOT USE OR PERMIT any dishonest or unethical practice that tends to corrupt or undermine
our American system of free elections, or that hampers or prevents the full and free expression
of the will of the voters including acts intended to hinder or prevent any eligible person from registering to vote,
enrolling to vote, or voting.
(5) I SHALL NOT coerce election help or campaign contributions for
myself or for any other candidate from my employees.
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(6) I SHALL IMMEDIATELY AND PUBLICLY REPUDIATE support deriving from any individual or
group that resorts, on behalf of my candidacy or in opposition to that of my opponent, to the methods and tactics
that I condemn. I shall accept responsibility to take firm action against any subordinate who violates any
provision of this code or the laws governing elections.
(7) I SHALL DEFEND AND UPHOLD the right of every qualified American voter to full and equal
participation in the electoral process.
I, the undersigned, candidate for election to public office in the State of California or treasurer or chairperson of
a committee making any independent expenditures, hereby voluntarily endorse, subscribe to, and solemnly
pledge myself to conduct my campaign in accordance with the above principles and practices."
_____________ _______________
Signature Date
180
Attachment B
Pledge of Fair Campaign Practices
Note: this is a proposed update and expansion of the Code of Fair Campaign Practices presently
distributed by elections officials for candidates to sign. Consider signing both the existing statutory
code and proposing that candidates go one step further and commit to the following pledge or a
variation tailored to your community’s needs. Note that 78 percent of those surveyed indicated that
they would be favorably influenced in favor of candidates that pledge to adhere to ethical campaign
practices.
There are basic principles of honesty, fairness, responsibility and respect to which every candidate for
public office should adhere in order to worthy of the public office that that candidate seeks.
Candidates who fall short of adhering to such principles alienate the public from the electoral process
and erode the public’s trust and confidence in the offices that those candidates seek.
THEREFORE, as a candidate for public office, I pledge to conform my campaign to the following
principles:
1. General.
My campaign for public office will adhere to principles of honesty, fairness, responsibility and
respect.
My campaign communications will present only fair, relevant and truthful information to the voters
for their consideration of my candidacy and those of my opponents.
2. Fairness.
The timing of my communications will be such that my opponents will have a meaningful
opportunity to respond to any claims I make concerning their positions or qualifications to hold office.
I will not take advantage of any position I hold in the public, private or nonprofit sectors to pressure
people to support my candidacy with either campaign contributions or other election help.
3. Relevance. Irrelevant information includes appeals to prejudices based on race, sex, sexual
preferences, religion, national origin, physical health status, or age, as well as information concerning
the candidate’s family.
4. Truthfulness.
I will present my positions and record candidly and forthrightly, so that the voters can judge my
candidacy for office.
I will document all assertions my campaign makes in campaign communications.
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5. Responsibility.
I support full participation the electoral process and will take no action to discourage such
participation.
I will immediately and publicly repudiate those who take actions that either help my candidacy or hurt
my opponents’ candidacy which are inconsistent with this pledge of campaign conduct.
6. Respect. I will treat my opponents with courtesy and civility, even when we disagree about what is
best for voters served by the office I seek.
________________________________________ _________________
Candidate’s Signature Date
182
Attachment C
AMERICAN ASSOCIATION OF
POLITICAL CONSULTANTS
CODE OF PROFESSIONAL ETHICS
As a member of the American Association of Political Consultants, I believe there are certain standards of
practice that I must maintain. I, therefore, pledge to adhere to the following Code of Ethics:
• I will not indulge in any activity that would corrupt or degrade the practice of political campaigning.
• I will treat my colleagues and clients with respect and never intentionally injure their professional or
personal reputations.
• I will respect the confidence of my clients and not reveal confidential or privileged information
obtained during our professional relationship.
• I will use no appeal to voters which is based on racism, sexism, religious intolerance or any form of
unlawful discrimination and will condemn
• those who use such practices. In turn, I will work for equal voting rights and privileges for all
citizens.
• I will refrain from false or misleading attacks on an opponent or a member of his or her family and
will do everything in my power to prevent others from using such tactics.
• I will document accurately and fully any criticism of an opponent or his or her record.
• I will be honest in my relationship with the news media and candidly answer questions when I have
the authority to do so.
• I will use any funds I receive from my clients, or on behalf of my clients, only for those purposes
invoiced in writing.
• I will not support any individual or organization that resorts to practices forbidden by this Code.
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Attachment D
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF SARATOGA ESTABLISHING A
VOLUNTARY PLEDGE OF FAIR CAMPAIGN PRACTICES
WHEREAS; Saratoga voters seek candidates for political office who embrace the
basic principles of honesty, fairness, responsibility, and respect that public office
demands.
WHEREAS; Candidates for public office who fail to abide by principles of such
basic principles alienate the public from the electoral process and erode the public’s
trust and confidence in the offices that those candidates seek.
WHEREAS; Though the Code of Fair Campaign Practices for the State of
California, Elections Code § 20440, promotes state-wide campaign practices, the City
of Saratoga has its own distinct electoral culture, history, vision statement, and basic
principles that candidates for public office should embrace and exemplify.
WHEREAS The promotion of informed democratic decision-making through the
election process is enhanced by public knowledge of a particular candidate’s
positions regarding, and adherence to, fair campaign practices.
WHEREAS; Providing candidates for public office with a voluntary option of
agreeing to a City of Saratoga Pledge of Fair Campaign Practices serves to inform
candidates of the City’s basic principles while simultaneously providing an
opportunity for the electorate to understand a candidate’s positions on fair campaign
practices.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby:
1. Adopts the attached Pledge of Fair Campaign Practices form;
2. Directs the City Clerk to provide a copy of the City of Saratoga Pledge of
Fair Campaign Practices to each candidate for City Council together with the
California Fair Campaign Practices materials and instructions stating that
completion of the Pledge is voluntary and requesting that if signed, a copy of
the Pledge be given to the City Clerk; and
3. Directs the City Clerk to make copies of signed Pledges immediately
available to the public requesting such copies.
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The above and foregoing resolution was passed and adopted by the Saratoga City
Council at a regular meeting held on the 2nd day of July 2008, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
________________________________
Ann Waltonsmith, Mayor
ATTEST:
___________________________
Ann Sullivan
Acting City Clerk
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City of Saratoga
Pledge of Fair Campaign Practices
There are basic principles of honesty, fairness, responsibility and respect to which every
candidate for public office should adhere in order to be worthy of the public office that the
candidate seeks. Candidates who fall short of adhering to such principles alienate the public from
the electoral process and erode the public’s trust and confidence in the offices that those
candidates seek.
THEREFORE, as a candidate for public office in the City of Saratoga, I pledge to run my
campaign in accordance with the following principles:
1. General.
9 My campaign for public office will adhere to principles of honesty, fairness,
responsibility and respect.
9 My campaign communications will present only fair, relevant and truthful information to
the voters for their consideration of my candidacy and those of my opponents.
2. Fairness.
9 The timing of my communications will be such that my opponents will have a
meaningful opportunity to respond to any claims I make concerning their positions or
qualifications to hold office.
9 I will not take advantage of any position I hold in the public, private or nonprofit sectors
to pressure people to support my candidacy with either campaign contributions or other
election help.
3. Relevance.
9 Irrelevant information includes appeals to prejudices based on race, sex, sexual
preferences, religion, national origin, physical health status, or age, as well as information
concerning the candidate’s family.
4. Truthfulness.
9 I will present my positions and record candidly and forthrightly, so that the voters can
judge my candidacy for office.
9 I will document all assertions my campaign makes in campaign communications.
9 I will refrain from false or misleading attacks on an opponent or a member of his or her
family and will do everything in my power to prevent others from using such tactics.
5. Responsibility.
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9 I support equal voting rights and privileges for all citizens and will take no action to
discourage participation in the City election process.
9 I will immediately and publicly repudiate those who take actions that either help my
candidacy or hurt my opponents’ candidacy which are inconsistent with this pledge of
campaign conduct.
9 I will be honest in my relationship with the news media and candidly answer questions
from the media and voters.
9 I will use all campaign contributions for my campaign and will disburse any excess
contributions in accordance with all applicable laws.
9 I will review and approve all printed materials (including mailers, lawn signs, flyers,
advertisements, websites, and other media) sponsored by my campaign and will include
on all printed materials a statement that my campaign is the source of the material. I will
also do everything in my power to cause supporters producing independent printed
materials to include on those materials a statement identifying the source of the material.
6. Respect.
9 I will treat my opponents with courtesy and civility, even when we disagree about what
is best for voters served by the office I seek.
Candidate’s Signature Date
187
Attachment E
CAMPAIGNING EFFECTIVELY FOR LOCAL OFFICE:
GOOD PEOPLE CAN FINISH FIRST
CONTENTS
INTRODUCTION AND OVERVIEW ....................................................................................................3
DEFINING YOUR CANDIDACY AND DEVELOPING YOUR MESSAGE .....................................7
BUILDING A CAMPAIGN ORGANIZATION.....................................................................................13
VOTER CONTACT ................................................................................................................................21
FUNDRAISING .......................................................................................................................................27
COMPLYING WITH THE LAW ...........................................................................................................35
CONCLUSION: ETHICS AND POLITICAL CAMPAIGNS ...............................................................43
RESOURCES FOR FURTHER REFERENCE.......................................................................................45
ATTACHMENTS:
CALIFORNIA CODE OF FAIR CAMPAIGN PRACTICES ................................................................49
AMERICAN ASSOCIATION OF POLITICAL CONSULTANTS CODE OF PROFESSIONAL ETHICS
.... 50
CAMPAIGN PLAN CHECKLIST ..........................................................................................................51
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SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director Public Works Director
SUBJECT: Comer Drive Retaining Wall Replacement
RECOMMENDED ACTION:
Adopt Resolution Amending the FY 2008-09 Budget for Retaining Wall Repair Work on Comer Drive.
REPORT SUMMARY:
During the recent Capital Improvement Program (CIP) Study Sessions, staff alerted City Council
of needed repairs in the City’s hillsides (Location Map - Attachment 1). The repairs are needed
because of geotechnical issues and infrastructure failures.
Of the hillside issues that require attention, the Comer Drive retaining wall was deemed the most
urgent by the City’s Geotechnical Consultant. The Comer Drive retaining wall is significantly
deflected from vertical. Existing wood elements (both vertical and horizontal) are failing (Photo
– Attachment 2). The City Geotechnical Consultant expressed his concern with the potential for
near-term collapse failure. The wall is approximately 260 feet long and 6 feet high.
Proposed replacement wall would be designed with vertical steel beams encased in concrete for
the pier portions and pressure-treated wood lagging.
Cost estimate for the retaining wall replacement is $185,000 plus $15,000 for engineering and
geotechnical design services for a total project budget of $200,000.
FISCAL IMPACTS:
Option 1 – Economic Uncertainty Reserve Fund
The City Council added hillside repairs as an eligible expenditure to the economic uncertainty reserve
fund several years ago.
The reserve fund is used only when the City Council determines the need.
189
The determination requires City Council to adopt a budget resolution that amends the 2008/09 FY Budget
(Attachment 3).
Option 2 – Capital Improvement Fund
The City Council can also choose to fund these improvements with Capital Improvement funds. A budget
resolution that amends the 2008/09 FY Budget is attached for this option as well (Attachment 4).
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
If the Comer Drive retaining wall fails prior to replacement construction costs will be substantially higher
along with a greater risk to public safety and traffic impacts associated with lane or road closures.
ALTERNATIVE ACTION:
Determine an alternative funding source for the retaining wall replacement.
FOLLOW UP ACTION:
If funding is approved, staff will schedule the retaining wall replacement work in order for the work to be
completed prior to the next rainy season.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Location Map - Hillside Repairs.
2. Photo - Comer Retaining Wall.
3. Budget Resolution - Economic Uncertainty Reserve Fund.
4. Budget Resolution – Capital Improvement Fund.
190
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^_
^_
^_
^_
^_
Pierce Rd LS$150k
Comer Dr. Ret. Wall200k
Continental Circle LS$200-300k
Parker Ranch Ret. Walls$250k
Vista Arroyo Ret. Wall Extension
±
Attachment 10
191
Attachment 2 - Comer Drive Retaining Wall Photo
192
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2008/09
TO PROVIDE FUNDING FOR REPAIR WORK TO THE COMER DRIVE RETAINING
WALL
WHEREAS, the City Council desires to repair the Comer Drive Retaining Wall, which
is failing; and
WHEREAS, financing in the amount of $200,000 is needed for said repair work; and
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2008/09 budget as
follows:
Account Description Account# Amount
To transfer funding from Economic Uncertainty/Hillside Repair Fund to Comer Drive Retaining Wall
Repair Project
Economic Uncertainty/Hillside Repair – General Fund Transfer Out $ 200,000
Comer Drive Retaining Wall Repair Project – CIP Fund Transfer In $ 200,000
To appropriate expenditures for the Comer Drive Retaining Wall Repair Project
Comer Drive Retaining Wall Repair Project – Construction Exp $ 200,000
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Saratoga hereby approves adjustments to the Fiscal Year 2008/09 budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and
adopted at a regular meeting of the Saratoga City Council held on 2nd day of July 2008 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Ann Waltonsmith, Mayor
City of Saratoga
Attest:
_______________________
Ann Sullivan, Acting City Clerk
193
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2008/09
TO PROVIDE FUNDING FOR REPAIR WORK TO THE COMER DRIVE RETAINING
WALL
WHEREAS, the City Council desires to repair the Comer Drive Retaining Wall, which
is failing; and
WHEREAS, financing in the amount of $200,000 is needed for said repair work; and
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2008/09 budget as
follows:
Account Description Account# Amount
To transfer funding from General Fund – Designated for CIP Reserve to the Comer Drive Retaining Wall
Repair Project
Designated for CIP Reserve - General Fund Transfer Out $ 200,000
Comer Drive Retaining Wall Repair Project – CIP Fund Transfer In $ 200,000
To appropriate expenditures for the Comer Drive Retaining Wall Repair Project
Comer Drive Retaining Wall Repair Project – Construction Exp $ 200,000
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Saratoga hereby approves adjustments to the Fiscal Year 2008/09 budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and
adopted at a regular meeting of the Saratoga City Council held on 2nd day of July 2008 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Ann Waltonsmith, Mayor
City of Saratoga
Attest:
_______________________
Ann Sullivan, Acting City Clerk
194
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2008 AGENDA ITEM:
ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, Acting City Clerk DEPT HEAD: Dave Anderson
SUBJECT: Designation of Voting Delegate for League of California Cities Annual
Conference
RECOMMENDED ACTION:
Designate a voting delegate and alternate for the League’s Annual Conference.
REPORT SUMMARY:
The League of California Cities Annual Conference is scheduled for Wednesday, September 24
through Saturday, September 27, 2008. The League bylaws provide that each city is entitled to
one vote in matters affecting municipal or League policy. The deadline to return the “Voting
Delegate Form” to the League of California Cities is Friday, September 5, 2008.
Please contact Debbie Bretschneider or Ann Sullivan if you are interested in attending.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City would not be represented at the 2008 League Conference.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING, AND PUBLIC CONTACT:
Posting of the Council Agenda.
ATTACHMENTS:
Attachment A – Letter from the League of California Cities and tentative
schedule.
195
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200