HomeMy WebLinkAbout10-01-2008 City Council Agenda Packet (2)
AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
OCTOBER 1, 2008
SPECIAL MEETING – 5:30 P.M. – ADMINISTRATIVE CONFERENCE ROOM
– 13777 FRUITVALE AVENUE.
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
September 26, 2008.)
COMMUNICATIONS FROM 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.
ANNOUNCEMENT OF CLOSED SESSION ITEMS
Conference With Legal Counsel – Existing Litigation (1 case) Government Code section
54956.9(a)) Christiano v. Saratoga et al., and Potential Litigation (1 case)
ADJOURN TO CLOSED SESSION
OPEN SESSION – 6:00P.M.
ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE
CALL MEETING TO ORDER – 6:00P.M.
1. Joint Meeting with West Valley College Board of Trustees
ADJOURNMENT
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In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
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available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate
in this meeting, please contact the City Clerk at (408) 868-1269 or ctclerk@saratoga.ca.us. 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 Posing 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 September 26, 2008, at the office of the
City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that
location. The agenda is also available on the City’s website at www.saratoga.ca.us
Signed this 26th day of September 2008 at Saratoga, California.
Ann Sullivan, CMC,
Acting City Clerk
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, October 1, 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
September 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 October 4 – 11, 2008 as No Drugs Down the Drain Week
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 - September 17, 2008
Recommended action:
Approve minutes.
3. Review of Accounts Payable Registers
Recommended action:
That the City Council accepts the Check Registers for Accounts Payable cycles:
September 11, 2008
September 18, 2008
4. Review and Accept Report on Financial Policy Statements
Recommended action:
That the City Council review and accept the proposed Financial Policy Statements for
inclusion in the Annual Operating and Capital Budget document.
5. Resolution Amending the City of Saratoga’s Conflict of Interest Code
Recommended action:
Adopt resolution amending the City of Saratoga’s Conflict of Interest Code.
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
6. Capital Improvement Plan (CIP) F.Y. 08/09 Update – Public Hearing and
Environmental Impact Assessment
Recommended action:
1. Receive report, conduct Public Hearing, and provide direction to staff.
2. Adopt attached Environmental Impact Assessment for new CIP projects
(Attachment 2).
3. Adopt Resolution amending the Fiscal Year 08/09 Budget reflecting Council
direction from
the May 7th , May 21st , June 3rd , and July 19th City Council Study Sessions
(Attachment 3)
4. Adopt Resolution amending the Fiscal Year 08/09 Budget connected to the
Saratoga-Sunnyvale Road Paving Project.
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OLD BUSINESS
7. City of Saratoga Website Agreement
Recommended action:
Accept report and direct staff to enter into an agreement with Civica for design and
hosting services for the City’s website.
NEW BUSINESS
8. Big Basin Way Banner – Promote Saratoga Businesses
Recommended action:
Accept report and provide direction to staff.
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 Managers 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
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Santa Clara County Cities Association-Joint Economic Development Policy Committee
(JEDPC)
City School AdHoc
Highway 9 Safety AdHoc
Airport Land Use Committee
CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (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
September 26, 2008, at 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 September 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
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
12/2 Council Reorganization Meeting
12/3 Regular Meeting –
12/17 Regular Meeting – Traffic Safety Commission
1/07/09 Regular Meeting – Joint Meeting with Montalvo Arts
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SARATOGA CITY COUNCIL
MEETING DATE: April 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 October 4 – 11, 2008 as No Drugs Down the Drain Week
RECOMMENDED ACTION:
Acknowledge proclamation.
BACKGROUND:
No Drugs Down the Drain is a statewide campaign to encourage California residents to properly
dispose of waste medication. All too often, unwanted pharmaceuticals are flushed down toilets
or poured down drains. Unfortunately, most waste water treatment plants are unable to remove
all medicinal ingredients before treated water flows to California waterways and the Bay. A
U.S. Geological Survey study conducted in 2002 found that 80% of streams contained drugs,
raising serious concern for California’s wildlife.
As part of the No Drugs Down the Drain campaign, a number of pharmaceutical take-backs will
be held throughout the State. Saratoga residents can dispose of waste medicine by making an
appointment with Santa Clara County’s Household Hazardous Waste Program. Appointments
can be made by calling (408) 299-7300 or by visiting www.hhw.org.
The No Drugs Down the Drain proclamation will be accepted by Melody Tovar, the Deputy
Director of the City of San Jose Environmental Services Department. Melody Tovar will be
accepting the proclamation on behalf of the San Jose/Santa Clara Water Pollution Control Plant
that serves Saratoga residents.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
N/A
ALTERNATIVE ACTION(S):
Page 1 of 2
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Page 2 of 2
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: No Drugs Down the Drain Proclamation
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CITY OF SARATOGA
PROCLAMATION DECLARING OCTOBER 4 – 11, 2008 AS NO DRUGS
DOWN THE DRAIN WEEK IN THE CITY OF SARTOGA
WHEREAS, No Drugs Down the Drain is a statewide campaign to educate California
residents about proper disposal of waste medication; and
WHEREAS, unaware of the pollution caused by improper disposal of drugs, people flush
pharmaceuticals down toilets or pour them into drains; and
WHEREAS, while the San Jose/Santa Clara Water Treatment Plant, which serves Saratoga
residents, carefully treats water before it is released into the Bay, the plant cannot filter or neutralize
medicinal ingredients—as is the case with most waste water treatment plants; and
WHEREAS, in 2002, the U.S. Geological Survey found that 80% of streams contained
drugs; and
WHEREAS, even trace amounts of drugs, such as steroids and reproductive hormones, have
a serious impact on California’s wildlife; and
WHEREAS, as part of the No Drugs Down the Drain campaign, a number of
pharmaceutical take back events are being held throughout California during the week of October 4
– 11, 2008; and
WHEREAS, Saratoga residents can dispose of unwanted drugs any time of the year by
making an appointment with the Santa Clara County’s Household Hazardous Waste Program;
NOW, THEREFORE, I, Ann Waltonsmith, Mayor of the City of Saratoga, do hereby proclaim
October 4 – 11, 2008 as No Drugs Down the Drain Week in the City of Saratoga and urge all
citizens to participate in this statewide campaign; and
BE IT FURTHER RESOLVED that I urge all citizens to protect California’s precious waterways
by using proper disposal methods for waste medication.
_________________________
Ann Waltonsmith, Mayor
City of Saratoga
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SARATOGA CITY COUNCIL
MEETING DATE: October 1, 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 – September 17, 2008
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regular Meeting – September 17, 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 September 17, 2008
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MINUTES
SARATOGA CITY COUNCIL
SEPTEMBER 17, 2008
The City Council met in Closed Session in the Administrative Conference Room, 13777
Fruitvale Avenue, at 5:30 p.m.
ANNOUNCEMENT OF CLOSED SESSION
PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code 54957)
Title: City Attorney
MAYOR’S REPORT ON CLOSED SESSION
Mayor Waltonsmith announced there was no reportable information.
Mayor Waltonsmith called the Regular City Council meeting to order at 7:00 p.m. and
invited a Boy Scout Troop that was in attendance to lead the Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Aileen Kao, Jill Hunter, Kathleen King, Vice
Mayor Chuck Page, Mayor Ann Waltonsmith
ABSENT: None
ALSO Dave Anderson, City Manager
PRESENT: Richard Taylor, City Attorney
Ann Sullivan, Acting City Clerk
Mary Furey, Administrative Services Director
John Cherbone, Public Works Director
John Livingstone, Community Development Director
Michael Taylor: Recreation Director
Chris Riordan, Senior Planner
Crystal Morrow, Administrative Analyst II
Kate Bear, City Arborist
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR SEPTEMBER 17,
2008.
Ann Sullivan, Acting City Clerk, reported that Pursuant to Gov’t. Code 54954.2, the
agenda for this meeting was properly posted on September 12, 2008.
ORAL COMMUNICATIONS
The following people requested to speak at tonight’s meeting:
Vibha Gaitonde – addressed the Council regarding the Use Permit fee for the installation
of a generator on her property and asked the Council to consider waiving the fee.
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Jack Smith – addressed the Council regarding noise concerns at the Saratoga High
School. He stated the POP Warner football games generate noise on Sundays from 9:00
a.m. to 6:00 p.m. and that many of the teams playing are from areas outside of Saratoga.
Margaret Smith – expressed her noise concerns regarding the Pop Warner football games
at Saratoga High School on Sundays.
Jack Mallory – addressed the Council regarding the 2009 Fourth of July celebration in
Saratoga and asked the Council for assistance in finding a volunteer to chair this event or
for the City to organize this event.
Betty Peck – addressed the Council on the demonstration garden that was created in
1972. She also presented a copy of the last garden newsletter which contained an article
written by Mary Ann Swan, Chair of the Garden Committee at that time. She noted Mary
Ann Swan is now Director of the Saratoga Day Care and has created a small garden as
part of the learning curriculum for the children attending the daycare. She also
commented that many people were sad when the demonstration garden plot that existed
for 15 years, and that the City paid $1.00 a year to rent, had to be relinquished. She stated
that up to 6,000 children a year visited the garden as part of their educational curriculum.
In addition, Ms. Peck thanked the Council for their devotion to the City.
Willys Peck – spoke to the Council regarding a letter he had submitted recently asking
that Council consider renaming Oak Street to Heritage Lane. He noted he was unclear as
to the status of the signature petition that was circulating to rename the street.
COUNCIL DIRECTION TO STAFF
Councilmember King asked the City Manager to follow up with Vibha Gaitonde
regarding the Use Permit fees for the installation of generators and the reason for the
Ordinance.
Councilmember Hunter recommended Jack and Margaret Smith speak with the Saratoga
High School Board regarding their concerns of the noise caused by the POP Warner
football games on Sundays.
Councilmember Hunter also asked if anyone was aware of some available land that
could once again be rented for $1.00 a year and to let the City know.
Councilmember Hunter suggested Willys Peck speak with the Oak Street and Madronia
neighborhood associations and the Saratoga Elementary School regarding the collection
of signatures on the petition to rename Oak Street to Heritage Lane.
Mayor Waltonsmith noted the signature petition to rename Oak Street did not collect the
required 50% signatures to bring the petition before the Heritage Preservation
Commission.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Lane Weiss, Superintendent of the Saratoga Union School District (SUSD) stated the
SUSD Board met in a Joint Meeting with City Council prior to this meeting. He thanked
the Council for their support of the School Resource Officer. He noted the SUSD is
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working with the City’s Recreation Department and the Redwood Middle School staff
regarding various after school programs. He also noted school traffic continues to be a
safety concern and noted his appreciation of the City’s support of the Oak Street Task
Force. He noted the SUSD is using Crossing Guards at various intersections and are
looking into adding additional Crossing Guards. He noted the SUSD had just held their
Strategic Planning Retreat at Walden West and that they plan to use Walden West for
student learning as well as efforts in the area of conservation. He also stated the SUSD is
actively working on ways to save energy and that they would like to partner with the City
in an energy challenge with the Town of Los Gatos.
ANNOUNCEMENTS
Vice Mayor Page stated that the Taste of Saratoga is Saturday, September 20th from
10:00 a.m. to 6:00 p.m.
Councilmember King announced the friendly energy competition between Los Gatos and
Saratoga. Akeena Solar will donate 10 free kilowatts (worth approximately $75,000) to
be used on city buildings, to the town/city that is the first to purchase a total of 150
kilowatts of solar power by November 30th.
Councilmember Hunter announced the 5th Annual Witchy Walk About in the Village on
October 25th from 2:00 to 4:00 p.m.
Councilmember Kao announced the Historical Foundation is having their annual BBQ on
Sunday, September 21st at 4:00 p.m.
CEREMONIAL ITEMS
None.
SPECIAL PRESENTATIONS
None.
CONSENT CALENDAR
1. CITY COUNCIL MINUTES – SEPTEMBER 3, 2008.
STAFF RECOMMENDATION:
Approve minutes.
Councilmember Hunter requested this item be removed from the Consent Calendar.
She noted she had submitted a clarification correction to the City Clerk prior to this
meeting regarding her intention for the evaluation of carports.
HUNTER/PAGE MOVED TO APPROVE CITY COUNCIL MINUTES FOR
SEPTEMBER 3, 2008 AS AMENDED. MOTION PASSED 5-0-0.
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2. REVIEW OF ACCOUNTS PAYABLE REGISTERS.
STAFF RECOMMENDATION:
That the City Council accepts the Check Registers for Accounts Payable cycles:
August 28, 2008
September 4, 2008
PAGE/KING MOVED TO ACCEPT ACCOUNTS PAYABLE REGISTERS FOR
ACCOUNTS PAYABLE CYCLES AUGUST 28, 2008 AND SEPTEMBER 4,
2008. MOTION PASSED 5-0-0-0.
3. AMENDMENT TO DELTA MICROIMAGING CONTRACT.
STAFF RECOMMENDATION:
Accept report and approve amendment to the existing contract with Delta
MicroImaging and authorize the City Manager to execute the contract amendment.
PAGE/KING MOVED TO ACCEPT REPORT AND APPROVE AMENDMENT
TO THE EXISTING CONTRACT WITH DELTA MICROIMAGING AND
AUTHORIZE THE CITY MANAGER TO EXECUTE THE CONTRACT
AMENDMENT. MOTION PASSED 5-0-0.
4. FINAL MAP APPROVAL FOR TWO LOTS LOCATED AT 19161 COX
AVENUE.
STAFF RECOMMENDATION:
Move to adopt Resolution granting final map approval of tentative map application
No. SUB 07-0001 for two lots located at 19161 Cox Avenue.
RESOLUTION NO. 08-059
PAGE/KING MOVED TO ADOPT RESOLUTION GRANTING FINAL MAP
APPROVAL OF TENTATIVE MAP APPLICATION NO. SUB 07-0001 FOR
TWO LOTS LOCATED AT 19161 COX AVENUE. MOTION PASSED 5-0-0.
5. ORDINANCE ESTABLISHING VARIOUS STANDARDS FOR STATE
VIDEO FRANCHISEES OPERATING IN SARATOGA.
STAFF RECOMMENDATION:
Waive the Second Reading and Adopt the Proposed Ordinance.
ORDINANCE – 261
PAGE/KING MOVED TO WAIVE THE SECOND READING AND ADOPT
THE PROPOSED ORDINANCE. MOTION PASSED 5-0-0.
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6. PROSPECT ROAD MEDIAN IMPROVEMENT PROJECT – MEDIAN NO.
11.
STAFF RECOMMENDATION:
Approve proceeding with the Prospect Road Median No. 11 design.
Councilmember Hunter requested this item be removed from the Consent Calendar
for discussion.
Councilmember Hunter asked Public Works Director John Cherbone about the use of
drought tolerant plants and if he was going to include that in his staff report.
Director Cherbone stated no, he did not plan to include it in his staff report. He noted
all the plants that would be used would be native plants and they are as drought
tolerant as allowed for this temperate zone.
Councilmember Hunter also asked what the length in feet was from Titus Avenue to
Provincetown Drive.
Director Cherbone stated he didn’t recall the exact length in feet and that basically it
covers most of the frontage of McAuliffe Elementary School.
Councilmember Hunter stated that as a member of the water commission for the City
of Saratoga, her concern was that we use plants that don’t require a lot of water.
Director Cherbone noted that is always in their mind whenever they design projects
and try to be as drought-tolerant as they can with regards to the types of plants that
are used.
Vice Mayor Page expressed his concern for safety regarding pedestrians that may use
the proposed median crosswalk as a half-way crossing point to reach the elementary
school versus walking to the controlled signal light crossing on Johnson Avenue.
Director Cherbone noted they would address that issue by using signage directing
people to the controlled signal light intersection at Johnson Avenue.
The following person requested to speak on this item:
Ray Muzzy – stated he thought this was a great section of Prospect Road to begin the
first phase of the Prospect Road Median Improvement Project and urged the Council
to move forward.
Mayor Waltonsmith thanked Mr. Muzzy, his family and all the residents on both
sides of Prospect Road for all their hard work over the years in getting this project
started.
HUNTER/KING MOVED TO APPROVE PROCEEDING WITH THE
PROSPECT ROAD MEDIAN NO. 11 DESIGN. MOTION PASSED 5-0-0.
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7. COOPERATIVE AGREEMENT WITH CITY OF CUPERTINO FOR JOINT
PAVING WORK ON PROSPECT ROAD.
STAFF RECOMMENDATION:
Approve Cooperative Agreement with the City of Cupertino for joint paving work on
Prospect Road and authorize the City Manager to execute the same.
PAGE/KING MOVED TO APPROVE COOPERATIVE AGREEMENT WITH
THE CITY OF CUPERTINO FOR JOINT PAVING WORK ON PROSPECT
ROAD AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE
SAME. MOTION PASSED 5-0-0.
8. ADOPT THE ZONING MAP AMENDENT FOR 20500 LOMITA AVENUE,
20568 LOMITA AVENUE, AND 20550 LOMITA AVENUE.
STAFF RECOMMENDATION:
Waive the Second Reading and adopt the Proposed Ordinance and Zoning Map
Amendment.
Councilmember Hunter recused herself from voting on this item as she lives within
500 feet of Lomita Avenue.
ORDINANCE – 262
PAGE/KING MOVED TO WAIVE THE SECOND READING AND ADOPT
THE PROPOSED ORDINANCE AND ZONING MAP AMENDMENT.
MOTION PASSED 4-0-1 WITH COUNCILMEMBER HUNTER RECUSED.
PUBLIC HEARINGS
9. APC08-0003 – APPEAL OF A DECISION BY THE PLANNING
COMMISSION GRANTING APPROVAL OF A MITIGATED NEGATIVE
DECLARATION, A DESIGN REVIEW APPLICATION, AND A
MODIFICATION TO A CONDITIONAL USE PERMIT WITH A
VARIATION FROM STANDARDS FOR THE PROPOSED CONSTRUCTION
OF A NEW 3,994 SQUARE FOOT CHURCH BUILDING ON THE
APPROXIMATELY 3.1 ACRE PROJECT SITE LOCATED AT 18870
ALLENDALE AVENUE.
STAFF RECOMMENDATION:
Staff recommends the City Council deny the appeal and approve the proposed new
3,994 square foot Church building for Saint Archangel Michael Serbian Orthodox
Church by adopting, in sequence, the attached Resolution Adopting a Mitigated
Negative Declaration and the attached Resolution Denying the Appeal and Approving
Application No. 03-259.
Senior Planner Chris Riordan presented the staff report.
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Robert Chojnacki, Attorney for the Appellant – Saratoga Neighborhood Task Force,
addressed the Council regarding the reasons for appealing the Planning Commission’s
approval of the proposed project. He stated the neighbors are not opposed to the
church being in the neighborhood, but are concerned about the proposed design’s
impact to the neighborhood – such as noise, aesthetics, traffic and insufficient parking
spaces and that this proposal is inconsistent with the City’s rules and regulations
regarding zoning.
Jolie Houston, Attorney for the Applicant – St. Archangel Michael Serbian Orthrodox
Church, addressed the Council regarding the zoning issues presented by the
Appellant. She also noted that the approval of the Conditional Use Permit was
approved by the City Council as a separate action. The CUP is quite detailed and
addresses the concerns voiced by the Appellant.
The following people representing the Applicant addressed the Council:
Paul Benton, Project Architect and President of B C Architects, addressed the height
issues of the proposed building design. He noted they worked for three and a half
years to achieve an acceptable design proposal and that the church worked
extensively with the Neighborhood Task Force, made numerous concessions and
modifications to the proposed design – including eliminating the church bells.
Gerry DeYoung, Planner with Ruth & Going, addressed the parking issues.
Liam Tacks, Traffic Engineer with Higgins Associates, addressed concerns regarding
traffic issues.
Radmilo Bozinovic, President of the Executive Board of St. Michael Archangel
Serbian Church, addressed the concerns regarding the increased size of the church
sanctuary and the need to provide seating space for the number of people currently
attending church services, noting there is no evidence of church attendance tripling in
the future.
Mayor Waltonsmith opened the Public Hearing.
The following people requested to speak on this item:
Speakers in support of the Appellant opposing the Design Review Application and
Modification to Conditional Use Permit:
Cheriel Jensen
Steve Schwartzkopf
Danny Wong
Robert Barr
Diane Drewke
Shiuh-Wuu Lee
Jing Lee
Speakers in support of the Applicant’s Design Review Application and Modification
to Conditional Use Permit:
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Scott Wheelwright
Donald Randolph
Muriel Mahrer
Father Iliva Balach
Radmilo Bozinovic, read letters (in support) from church neighbors that were
unable to attend:
E. A. Maas
Mr. Lazio Sipos
Father Samer Youssef
Father John Ivancovich
Billy Chiang
Deborah Ungo-McCormick, former Contract Planner with City of Saratoga and
currently an employee of Berliner Cohen, addressed the Council regarding the City’s
General Plan and Zoning Ordinance. She stated all requirements pertaining to the
General Plan and Zoning Ordinance had been met.
Manny Cappello, Chair of the Planning Commission, confirmed that the Planning
Commission heard, reviewed and unanimously approved this application at a Public
Hearing June 5, 2008, and that the Commission duly approved a Use Permit for three
requested Variations from Standards for structure height, site coverage, and a
reduction in required parking spaces and modified the existing use permit to include
this new Church building without change to the existing uses and activities on the site
by the Church.
Mayor Waltonsmith declared a break at 10:05.
Mayor Waltonsmith reconvened the meeting at 10:15.
Mayor Waltonsmith closed the Public Hearing.
There were additional discussion and questions presented to staff by the Council.
City Attorney Richard Taylor noted there were two Resolutions before Council this
evening regarding this hearing: one regarding the mitigated negative declaration and a
separate resolution regarding the use permit. He reminded the City Council of staff’s
recommended revision to use permit condition number 4 and mitigation measure 15-1
presented in the staff report at the outset of the hearing. He re-read the condition as
recommended by staff:
The parking and driveway area shall be constructed of pervious paving and the
area designated on the site plan designated as grass over flow parking shall be
demarcated to identify 41 accessible and useable vehicular parking spaces to
assure that a total of 126 vehicular parking spaces will be provided on site. The
techniques used to demarcate each individual parking space to be located on the
grass over flow parking shall be subject to review and approval by the
Community Development Director prior to building permit issuance.
In addition, Attorney Taylor suggested clarifications to use permit condition number
1 and mitigation measure 15-1 to make clear that the requirements would apply to all
events with more than 277 people and not simply special events. Vice Mayor Page
17
9
suggested further clarification to ensure that the restrictions apply when there are
more than 277 people on site regardless of whether they are attending a single event.
City Attorney Taylor agreed that the proposed clarification was consistent with the
intent of the condition.
RESOLUTION NO. 08-057
KING/PAGE MOVED TO APPROVE THE ATTACHED RESOLUTION
ADOPTING A MITIGATED NEGATIVE DECLARATION INCLUDING THE
REVISIONS TO MITIGATION MEASURES 15-1 AS EXPLAINED BY THE
CITY ATTORNEY AND REVISED BY VICE MAYOR PAGE. MOTION
PASSED 5-0-0.
RESOLUTION NO. 08-058
KING/PAGE MOVED TO DENY THE APPEAL AND APPROVE
APPLICATION NO. 03-259 WITH AMENDMENTS TO CONDITION
NUMBERS 1 AND 4 AS EXPLAINED BY THE CITY ATTORNEY AND
REVISED BY VICE MAYOR PAGE. MOTION PASSED 5-0-0.
10. HAZARDOUS VEGETATION ABATEMENT.
STAFF RECOMMENDATION:
Open public hearing; listen to public testimony; and close public hearing. Take no
further action based on determination that all identified properties are in compliance
as determined by inspection of Enforcement Officer.
Acting City Clerk Ann Sullivan presented the staff report and noted that the
remaining two non-compliant properties were inspected on September 10, 2008 by
the Enforcement Officer with the County Agricultural Commissioner’s Office and he
declared both properties to be in full compliance. Acting City Clerk Sullivan
recommended the Mayor open the Public Hearing for public comment and then close
the Public Hearing, taking no further action based on determination that all identified
properties are in compliance as determined by inspection of the Enforcement Officer.
Mayor Waltonsmith opened the Public Hearing.
No one was present to speak on this item.
Mayor Waltonsmith closed the Public Hearing.
No further action was taken.
OLD BUSINESS
11. RELOCATION OF COAST LIVE OAK FROM CITY’S HERITAGE
ORCHARD TO WEST VALLEY COLLEGE.
STAFF RECOMMENDATION:
18
10
Provide direction to staff concerning the relocation of one coast live oak from the
City's Heritage Orchard to the West Valley College campus.
City Arborist Kate Bear presented the staff report.
Mayor Waltonsmith invited public comment.
The following people requested to speak on this item:
Jenny Taylor – expressed her opinion regarding a “pure orchard” – an orchard that
contained only fruit trees. She stated the oak tree should stay in the orchard and not
be transplanted to West Valley College.
Stan Bogosian – expressed his concerns about the risk of moving the Oak Tree and
that he would prefer to have the tree stay where it is. He noted the relevant data that
guarantees the survival of transplanted trees was not presented in this meeting. Mr.
Bogosian also questioned why no one from West Valley College was present to speak
on this item.
Mayor Waltonsmith closed public comment.
Mayor Waltonsmith asked staff why West Valley College was not represented this
evening.
City Manager Dave Anderson stated he had spoken to Phil Hartley, President of West
Valley College, earlier in the day regarding this agendized item. City Manager
Anderson stated that the College preferred to remain neutral on this issue and chose
not to be present this evening. They felt that the decision to relocate or not relocate
the tree should be made by the Council.
There was discussion regarding the tree removal and the chances of survival. Council
also had questions regarding follow-up care – such as providing adequate water,
which the City Arborist addressed.
KING/PAGE MOVED TO CONTINUE PLANS TO MOVE ONE COAST LIVE
OAK TREE FROM HERITAGE ORCHARD TO WEST VALLEY COLLEGE
WITH THE UNDERSTANDING THAT CITY ARBORIST KATE BEAR BE
PART OF THE POST CARE MANAGEMENT FOR A MINIMUM OF TWO
YEARS; A CONTRACT AGREEMENT WITH COMPANY THAT MOVES
THE OAK TREE AND WITH WEST VALLEY COLLEGE; AND WITH
PLANS TO PLACE A PLAQUE UNDER THE TREE STATING THE NEW
FRIENDSHIP BETWEEN WEST VALLEY COLLEGE AND THE CITY OF
SARATOGA . MOTION PASSED 3-2-0 WITH HUNTER AND KAO OPPOSING.
NEW BUSINESS
12. TERM EXTENSIONS FOR LIBRARY COMMISSION AND PARKS AND
RECREATION COMMISSION.
STAFF RECOMMENDATION:
19
11
Accept report and direct staff accordingly.
Administrative Analyst II Crystal Morrow presented the staff report.
Mayor Waltonsmith invited public comment.
No one was present to speak on this item.
Mayor Waltonsmith closed the public comment.
PAGE/KAO MOVED TO APPROVE A SIX MONTH TERM EXTENSION
FROM OCTOBER 2008 TO APRIL 2009 FOR THE LIBRARY COMMISSION
AND PARKS AND RECREATION COMMISSION. MOTION PASSED 5-0-0.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Ann Waltonsmith – reported:
Hakone Foundation Executive Committee – meets Friday, September 19th.
SASCC – meets next week.
West Valley Mayors and Managers Association – meets next week.
Vice Mayor Chuck Page – reported:
Chamber of Commerce – he attended the last meeting and stated the Chamber is busy
preparing for the Taste of Saratoga on Saturday, September 20th. He noted there was
some consternation over the letter that was sent out indicating the road closure from 6:00
a.m. to 12:00 midnight. He also noted they anticipate the road to be reopened by 8:00
p.m.
Valley Transportation Authority PAC – the Policy Advisory Committee met and the main
topic of discussion was the Governance issue. He stated the long term strategy for
governance of the Board would be a directly elected board, and the short term strategy
would be that the non-City San Jose PAC members choose the non-City San Jose Board
members – meaning the five members of the VTA Board would be chosen from those
cities that are represented. He stated the VTA Finance Committee was scheduled to meet
at noon on Thursday, September 18th. He noted he was unavailable to attend that meeting
due to another meeting on his calendar and said if someone was interested in attending –
they should.
Councilmember Kathleen King – reported:
Santa Clara County Cities Association – had a presentation on Urban Planning from the
Health Trust in General Plans; discussion on the ban of plastic bags and that the City of
Gilroy has passed a resolution in support of San Jose and Palo Alto for going forward
with prohibiting plastic bags. The Association is asking the member cities to pass a
resolution supporting the cities of San Jose and Palo Alto.
City School AdHoc – stated POP Warner and Saratoga High School have a 7-year
contract stating they can play 6 to 7 Sundays a year and the contract is for another three
years (counting this year). She doesn’t see how the high school can get out of that
contract; however, the City could require a Use Permit. King stated she personally checks
the sound level during the games every Sunday and doesn’t feel there is a violation of
City Code.
20
12
Councilmember Jill Hunter – reported:
Historic Foundation – will not be hiring a new director for the Museum; it will be an all
volunteer position from now on.
KSAR – continuing to work with Saratoga High School to hopefully televise their football
games. Noted KSAR has a new director and they will be televising the Council
Candidate Forum on September 24th at 7:00 p.m.
Councilmember Aileen Kao – reported:
She attended the West Valley Sanitation District Board meeting in place of Vice Mayor
Page and they discussed funding options for the Health Care Insurance for retired
employees. She noted there were two options they were considering: 1) lump sum placed
in a trust or; 2) pay through payroll. Discussion will continue at the next meeting.
CITY COUNCIL ITEMS
Councilmember King asked to agendize – resolution in support of Cities of San Jose and
Palo Alto prohibiting plastic bags.
Cities Association is in the process of interviewing and hiring a new Executive Director.
Mayor Waltonsmith asked for a press release on the City of Saratoga being designated as:
“City of Saratoga is the Bay Area Green Business City”.
CITY MANAGER’S REPORT
None
ADJOURNMENT
PAGE/KAO MOVED TO ADJOURN THE REGULAR MEETING AT 11:45 P.M.
MOTION PASSED 5-0-0-0.
Respectfully submitted,
Ann Sullivan, CMC
Acting City Clerk
21
Dave Anderson
Melanie Whittaker Mary Furey
RECOMMENDED ACTION:
That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles:
September 11, 2008
September 18, 2008
REPORT SUMMARY:
Attached are the Check Registers for:
Date
Ending
Check No.
09/11/08 108446 108446 1 304.26 09/11/08 08/28/08 108445
09/11/08 110388 110438 51 752,693.33 09/11/08 08/28/08 110387
09/18/08 110439 110496 58 465,498.01 09/18/08 09/11/08 110438
Total: $1,218,495.60
AP Date Check No. Issued to Dept.Amount
09/11/08 110417 Public Safety 663,880.16
09/11/08 110428 Various 13,850.66
09/11/08 110429 Various 29,462.40
09/18/08 110449 Parks 16,800.00
09/18/08 110450 CIP 26,404.20
09/18/08 110450 CIP 11,566.80
09/18/08 110476
Advanced
Planning 12,154.78
09/18/08 110481 Public Safety 331,940.08
SARATOGA CITY COUNCIL
MEETING DATE:October 1, 2008 AGENDA ITEM:
Amount
Checks
Released
Prior Check Register
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
Accounts Payable
Accounts Payable
PREPARED BY:DEPT. DIRECTOR:
SUBJECT: Review of Accounts Payable Check Registers.
Type of Checks Date
Starting
Check No.
Ending
Check No.
Total
Checks
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
County of Santa Clara -
Office of the Sheriff General
Law Enforcement -
Monthly Service
San Jose Water Co Various Monthly Water Services
Shute Mihaly Various
Monthly Services -
Legal Fees / City Attorney
/ Litigation
Colony Landscape General
Topdressing at Congress
Springs
CRW Industries North Campus
North Campus
Improvements
County of Santa Clara -
Office of the Sheriff General
Law Enforcement -
Monthly Service
CRW Industries North Campus
North Campus
Improvements
RBF Consulting General General Plan Update
22
The following are Accounts Payable checks that were voided or manually issued:
AP Date Check No. Issued to Amount
9/11/2008 110414 (1,268.53)
9/11/2008 110436 49.80
9/11/2008 110437 1,218.73
9/11/2008 110438 2,800.00
The following is a list of cash reduction by fund:
Fund #AP 09/11 AP 9/18 Total
111 General 734,805.83 413,098.69 1,147,904.52
211 CDBG Administration - - -
212 Saratoga Housing & Rehab. Pgm.- - -
231 Village Lighting -
232 Azule Lighting -
233 Sarahills Lighting -
241 Arroyo de Saratoga Landscape -
242 Bonnet Way Landscape -
243 Carnelian Glen 125.60 125.60
244 Cunningham/Glasgow Landscape -
245 Ferdericksburg Landscape -
246 Greenbriar Landscape 2,120.75 2,120.75
247 Kerwin Ranch Landscape 734.49 734.49
248 Leutar Court Landscape -
249 Manor Drive Landscape 55.22 55.22
251 McCartysville Landscape -
252 Prides Crossing Landscape 95.74 95.74
253 Saratoga Legends Landscape 434.80 434.80
254 Sunland Park Landscape 514.13 514.13
255 Tricia Woods Landscape -
271 Beauchamps Landscape -
272 Bellgrove Landscape 656.00 656.00
273 Gateway Landscape 89.38 89.38
274 Horseshoe Landscape/Lighting 414.84 293.06 707.90
275 Quito Lighting -
276 Tollgate LLD 31.28 31.28
277 Village Commercial Landscape 113.38 113.38
311 Library Bond Debt Service -
411 CIP Street Projects 390.45 95.48 485.93
412 CIP Parks Projects 4,329.15 357.87 4,687.02
413 CIP Facility Projects 37,971.00 37,971.00
414 CIP Admin Projects 2,590.14 2,590.14
421 Tree Fine Fund 813.51 813.51
431 Grant Fund - CIP Streets -
481 Gas Tax Fund -
611 Liability/Risk Mgt 1,494.89 1,494.89
612 Workers' Comp -
621 Office Stores Fund 3,191.83 3,191.83
622 Information Technology 104.95 104.95
623 Vehicle & Equimpent Maint 1,210.14 4,014.90 5,225.04
624 Building Maintenance 3,520.00 4,190.00 7,710.00
631 638.10 638.10
632 - - -
Description
Void - Printing Issue
Erickson, Melissa Reissue of voided Ck110414
Wu, Charlie
Reissue of voided
Ck110414
Fund Description
Extravaganza Catering Deposit - 09/23 Dinner
Vehicle & Equipment Replacement
IT Equipment Replacement
23
752,997.59 465,498.01 1,218,495.60
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Check Registers in the A/P Checks By Period and Year report format
TOTAL
24
25
2
6
2
7
2
8
2
9
3
0
3
1
3
2
3
3
SARATOGA CITY COUNCIL
MEETING DATE: October 1, 2008 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: Review and accept report on Financial Policy Statements
RECOMMENDED ACTION
That the City Council review and accept the proposed Financial Policy Statements for inclusion in the
annual Operating and Capital Budget document.
REPORT SUMMARY
As standard financial practice, cities adopt updated financial policy statements as part of the adoption of
the budget each fiscal year. With the extensive revisions the City’s budget and financial system has
undergone over the last year, this reference material section of the budget document was not completed
until late this summer; therefore Council was not able to review this significant portion of the budget
document during budget adoption last June.
The policies as presented in the budget document are summary level general policy statements for public
review. Administrative versions of financial policies would provide more comprehensive and detailed
direction on procedures and processes, and are therefore not included in a summary level document. Staff
is requesting Council review and approve these policy statements solely for inclusion in the budget
document.
FISCAL IMPACTS
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City would not accept proposed Financial Policy Statements
ALTERNATIVE ACTION
N/A
FOLLOW UP ACTION:
To include Financial Policy Statements in annual summary budget document
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
Financial Policy Statements
34
FINANCIAL POLICY STATEMENTS
The City of Saratoga manages its financial, operational, and budgetary affairs in accordance with the
following general policy statements. These policies represent long-standing accounting, budgeting, debt,
investment, and reserve principles and practices, and are the foundation which guides the City in
maintaining its financial stability.
GENERAL FINANCIAL POLICIES:
• The City Council’s financial based goals, objectives, and policies will be incorporated into and
implemented with the City’s Operating and Capital Budgets.
• Efforts will be coordinated with other governmental agencies and joint power associations to achieve
common policy objectives, share the cost of providing governmental services, and support legislation
favorable to cities at the state and federal level.
• The City will seek out, apply for, and effectively administer federal, state, local, and foundation
grants which address the City’s current priorities and policy objectives.
AUDITING AND FINANCIAL REPORTING:
• California State statute requires an annual financial audit of the City’s financial records and
transactions by independent Certified Public Accountants. The city will comply with Generally
Accepted Accounting Principles (GAAP) and produce annual financial reports pursuant to
Governmental Accounting, Auditing, and Financial Reporting (GAAFR) guidelines.
• Weekly check registers and monthly Cash and Investment Reports will be submitted for review and
approval at City Council meetings. A mid-year budget status report will be presented at the City
Council retreat.
APPROPRIATIONS AND BUDGETARY CONTROL:
• The City Council will adopt an annual balanced operating budget and the first year of an integrated
five-year capital improvement plan budget, to be effective for the fiscal year running from July 1st
through June 30th. Operating and capital budgets are to align with the City’s long-term financial
goals.
• Each year the Finance Department will provide an updated five year (or longer) financial forecast to
the City Council prior to Council’s review of the proposed annual budgets to provide a long-range
fiscal perspective to the City’s economic status.
• Budgets are prepared on the same basis used for financial accounting and reporting: governmental
fund types (General, Special Revenue, and Debt Service) are budgeted according to the modified
accrual basis of accounting; proprietary funds (Internal Service Funds) and fiduciary funds are
budgeted under the accrual basis of accounting.
• The City Council maintains budgetary control at the fund level; any changes in total fund
appropriations during the fiscal year must be submitted to the City Council for review and Council
majority approval. Operating Budget appropriations lapse at the end of each fiscal year unless
specifically re-appropriated by the City Council in the following fiscal year. Capital Budget
appropriations are structured as a multi-year workplan; therefore project expenditure balances are
35
carried forward to the following fiscal year as part of the annual budget adoption until funding is
exhausted or the project is completed.
• The City Manager is authorized to implement the City’s workplan as approved in the adopted
budget. Within a specific fund, the City Manager may transfer appropriations between categories,
departments, programs, and projects as needed to implement the adopted budget, provided no change
is made to the total appropriation amount provided for any one fund.
• Recurring expenditures are to be funded with recurring revenues, or funds specifically designated for
operational use. One time expenditures may be funded with one-time revenues or fund balances.
Fund balance reserves will be used only for non-recurring one-time and capital projects.
• The CIP Streets/Pavement Management program has an established minimum annual funding goal
of $1,000,000, with Gas Tax Revenues and Road Impact Fees as designated funding sources. The
$300,000 of designated TEA proceeds previously transferred to the CIP Streets/Pavement
Management program was reverted back to the General Fund effective with the FY 2008/09 budget.
• $100,000 of TEA General Fund property tax revenues are designated for CIP Facility Improvements.
• The Recreation Department cost recovery rate is to exceed the California Parks & Recreation
Society’s (CPRS) average cost recovery rate for all California recreation departments as established
in the current CPRS benchmarking report.
REVENUE POLICIES:
• The City will encourage a diversified and stable revenue system to offset short-run fluctuations in
any one revenue source.
• Designated and legally restricted tax and revenue funding sources will be accounted for in the
appropriate funds. General taxes and revenues not allocated by law or some other contractual
agreement to other funds are accounted for in the General Fund. Capital project revenues are to be
directly accounted for in the appropriate capital project fund.
• The City establishes user charges and fees at a level that recovers the direct and indirect activity
cost of providing a service or product. The City will consider market rates and charges levied by
other municipalities of similar size for like services in establishing rates, fees, and charges. For
services having partial cost recovery objectives, cost recovery ratios may vary according to policy
objectives. A master schedule of User Fees is reviewed and updated each year to adjust fees to the
established level.
• The City will follow an aggressive policy of collecting local taxes and revenues due to the City
through persistent follow-up procedures, and external resources as necessary.
• Unrestricted donations, gifts, and bequests to the City in excess of $5,000 must be brought to
Council for approval and acceptance. All restricted donations, gifts and bequests must be
submitted to the Council for approval prior to acceptance.
EXPENDITURE POLICIES:
• All expenditures shall be in accordance with the City’s purchasing policy, travel policy, credit card
policy, or any other applicable guidelines.
36
• Expenditures are managed at the program level. Program managers are to ensure expenditures do
not exceed the budgeted workplan and must take immediate action if at any time during the fiscal
year an operating deficit is projected at year-end. Corrective actions may include expenditure
reductions, or with Council approval, budget adjustments, service reductions, or service fee
increases.
PURCHASING POLICY:
• The City’s current purchasing policy, with an effective date of 4/23/2007, establishes purchasing
authority levels, purchasing procedures, and requirements, for the procurement of supplies,
equipment, and services, in conformance with Federal and State codes and regulations, and City
Ordinance No. 2-45.
• Public Work projects which are governed by the State’s Public Contract Code are excluded from
provisions of the City’s purchasing policy.
• Guidelines established by the City’s Purchasing Policy directs the City’s departments to purchase
the best value obtainable, securing the maximum benefit for funds expended, while giving all
qualified vendors an equal opportunity to do business with the City.
• All purchases exceeding $5,000, up to $25,000 require written quotes and must be approved by the
Purchasing Officer or designee. All purchases exceeding $25,000 must be authorized by the City
Council.
FIXED ASSETS AND INFRASTRUCTURE:
• All assets with a cost equal to or greater than $10,000 and a useful life of more than one year will be
capitalized. Repairs and maintenance of infrastructure assets will generally not be subject to
capitalization unless the repair extends the useful life of the asset.
• The City will sustain a long-range fiscal perspective through the use of a five-year Capital
Improvement Plan designed to maintain the quality of City infrastructure, including streets,
sidewalks, curbs and storm drains, lighting, building, parks, and trees.
• Asset information is to provide information for preparation of financial statements in accordance
with GAAP, with emphasis placed on completion of GASB 34 requirements.
INTERNAL SERVICE FUNDS:
• Asset replacement and maintenance Internal Service Funds are to provide a consistent level of
funding for asset replacement and building maintenance projects, and ensure sufficient funding is
available for the regular maintenance and repair of the City’s vehicles, equipment, and buildings.
Internal Services Funds are established to both allocate operating costs to departments for support
and maintenance services in the effort to distribute costs appropriately, and to stabilize the City’s
replacement and operational costs for the purpose of providing an accurate and balanced long-range
fiscal perspective of the use of services and assets.
• Technology and Office Equipment replacement and maintenance Internal Service Funds are to
provide a consistent level of funding for the replacement of technology assets and projects, and
appropriately distribute support and maintenance costs to departments.
37
• The Liability and Workers Compensation Insurance Internal Service Funds are to maintain adequate
reserves to pay all valid self-insured claims and insurance deductibles, including those incurred but
not reported, in order to keep the insurance funds actuarially sound.
• Each Internal Service Fund will set recovery charges at rates sufficient to meet all operating
expenses, depreciation, and cash reserve policy objectives.
FUND BALANCE RESERVES:
• Fund balance reserves in a governmental fund are classified as either Reserved or Unreserved Fund
Balances, depending on purpose. Reserved Fund Balances represent funding set aside for
established legal obligations and liabilities, and are not available for appropriation. Unreserved Fund
Balances are comprised of both designated and undesignated fund balances, and are not legally
obligated for a specific use.
Unreserved Designated Fund Balance Reserves represents funds identified by Council for an
intended use; however as there is no legal obligation, the funds may be re-designated and utilized for
another purpose if Council chooses. Unreserved Undesignated Fund Balance represents funds not
yet identified for a specific use by Council, and is available for designation or appropriation.
• Adequate reserves are to be maintained for all known liabilities and established City Council and
community directed initiatives.
• At year-end, after the City’s financial records are finalized and audited, revenues in excess of
expenditures and funding obligations close out to Unreserved Undesignated Fund Balance. Council
established $500,000 as the base amount for Undesignated Fund Balance. Any accumulated
available funding in excess of $500,000 is to be held for appropriation to Capital Improvement and
Cost Efficiency projects in the following budget process.
• Year–end undesignated fund balance distribution is to be prioritized as follows:
1. Funding of legal obligation and liability reserves
2. Repayment of borrowing from Fund Balance Reserve to established levels
3. Replenishment of Unreserved Undesignated Fund Balance to $500,000
4. Designation of remaining funds for Capital Improvement and Cost Efficiency Projects
• Reserved Fund Balance reserves are to be maintained on an on-going basis for the following legal
obligations and liabilities:
1. Petty cash
2. Retiree Medical (liability amount determined at year-end)
3. Development Deposits (liability amount determined at year-end)
• Unreserved Designated Fund Balance reserves are to be maintained on an on-going basis for the
following Council established purposes:
1. Operations Reserve (Established on July 1, 1999 at $2,000,000 to provide working capital cash
flow for the General Fund. Interest earnings are applied at fiscal year-end at LAIF interest rate.)
2. Economic Uncertainty /Hillside Reserve established at $1,500,000
3. Designated for Liability Claims
4. Development Services Fund Balance
5. Environmental Services Fund Balance
38
TREASURY MANAGEMENT:
• California Government Code Section 53600; City of Saratoga Municipal Code Section 2-20.035;
and Section 16.0 of the City of Saratoga Investment Policy require the City Council to annually
review and approve the City’s Investment Policy.
• It is the policy of the City of Saratoga to invest public funds in a manner which will provide the
maximum security with the highest investment return, while meeting the daily cash flow demands
of the City and conforming to all state and local statutes governing the investment of funds.
• The Finance & Administrative Services Department shall prepare and present to the City Council in
sufficient detail to show the financial condition of the City at month end, the cash and investments
balance by fund, and fund balances by fund type.
LONG-TERM DEBT:
• Long-term Financing Debt will be confined to capital improvements or special projects that cannot
be financed from current revenues, and is to be used only if the debt service requirements do not
negatively impact the City’s ability to meet future operating, capital, and cash reserve policy
requirements.
• The term for repayment of long-term financing will not exceed the expected useful life of the project.
RISK MANAGEMENT POLICY:
• The City is self-insured against each general liability, auto, and property insurance claim for the first
$25,000, and for each workers compensation claim for the first $250,000. The City carries insurance
for claims in excess of these amounts.
• The City’s role in managing its risk management program is to be preventative in nature which will
be accomplished through careful monitoring of losses, working closely with the third party
administrator, and designing and implementing programs to minimize risk and reduce losses.
39
SARATOGA CITY COUNCIL
MEETING DATE: October 1, 2008 AGENDA ITEM:
ORIGINATING DEPT: City Manager CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan DEPT HEAD: Dave Anderson
Acting City Clerk
______
SUBJECT: Resolution Amending the City of Saratoga’s Conflict of Interest Code
RECOMMENDED ACTION:
Adopt resolution amending the City of Saratoga’s Conflict of Interest Code.
REPORT SUMMARY:
The Political Reform Act requires each City and other local agencies to adopt a Conflict of
Interest Code (Code) and to periodically review and update the Code. The City's existing Code
was amended by resolution in December 2004. Since the adoption of the resolution, the City
Attorney has reviewed the City’s Designated Employees List (employees subject to the
provisions of the Code), which is attached as an appendix to the Code, and is recommending that
it be updated. The City Attorney’s review of the Code consisted of two components: 1) who
should be designated in the code based upon their participation in the making of governmental
decisions, and 2) what level of disclosure should be required of each position.
Proposed modifications to the current list would include:
¾ Adding the City Clerk, Human Resources Manager, Senior Civil Engineer, and Senior
Planner;
¾ Deleting the Public Works Administrative Analyst, Associate Planner, and City Arborist
Consultant;
¾ Modifying the titles of:
o Parks Supervisor to Public Works Manager – Parks
o Public Works Supervisor to Public Works Manager – Streets & Fleet; and
¾ Removing the Building Official from the Public Works Department and adding it to the
Community Development Department.
The attached resolution would amend the City's Code by requiring additional staff members to
annually file a Form 700 – Statement of Economic Interest and would modify city staff titles.
These designated positions are those City officials who make or significantly participate in the
making of governmental decisions.
The purpose of financial disclosure is to alert public officials to personal interests that might be
affected while they are performing their official duties by making governmental decisions.
Disclosure also helps inform the public about potential conflicts of interest.
40
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City's Conflict of Interest Code would not be updated to reflect current City practices.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Forward resolution to all city staff.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A – Resolution 04-103
Attachment B – Current Designated Positions and Disclosure Categories – Exhibit B
Attachment C – Proposed Resolution
Attachment D – Revised Designated Positions and Disclosure Categories – Exhibit A
RESOLUTION NO. 04-103
41
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SARATOGA AMENDING RESOLUTION 02-066
BY ADDING TO THE LIST OF DESIGNATED EMPLOYEES AND THE HAKONE
BOARD IN THE CITY’S CONFLICT OF INTEREST CODE
WHEREAS, Resolution 0-011 adopted the City of Saratoga’s Conflict of Interest Code
and Resolution 02-066 amended said resolution by adding the City’s Commission and various
staff positions; and
WHEREAS, the Fair Political Practices Commission (“FPPC”) requires periodic review
of the Conflict of Interest Code; and
WHEREAS, the City has reviewed the code and determined that several additional
positions and the Hakone Board should be added to the list of designated potions therein.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby amend Resolution 02-066 to replace Exhibit “B” thereto with the document attached
hereto as Exhibit “A” in order to add staff positions of Building Official and City Planners and
the Hakone Board to the list of Designated Positions in the Conflict of Interest Code.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 15th day of December 2004 by the following vote:
AYES: Councilmembers Aileen Kao, Nick Streit, Ann Waltonsmith,
Vice Mayor Norman Kline, Mayor Kathleen King
NOES: None
ABSENT: None
ABSTAIN: None
/s/ Kathleen King, Mayor
ATTEST:
/s/ Cathleen Boyer, City Clerk
City of Saratoga Conflict of Interest Code
42
EXHIBIT B
DESIGNATED POSITIONS DISCLOSURE CATEGORY
City Manager's Office
Assistant City Manager A through F
City Clerk
Human Resources Manager
Public Works Department A through F
Public Works Director
Parks Supervisors
Public Works Supervisor
Administrative Analyst
Community Development Department A through F
Community Development Director
Building Official
Senior Planner
Recreation Department
Recreation Director A through F
Administrative Services Department
Administrative Services Director A through F
Citizen Commission, Committees A through F
and Boards
Finance, Heritage Preservation, Library,
Parks and Recreation, Planning, Traffic Safety,
Youth
Consultants
City Arborist A through F (only those
investments, real estate interests, business
positions and sources of income which are
subject to the regulatory, permit or licensing
authority of the City of Saratoga, or are
within a two-mile radius of the borders of
the jurisdiction of the City of Saratoga)
43
City Geotechnical Consultant A through F (only those
investments, business positions, and sources
of income of the type which engage in land
development, construction or the acquisition
or sale of real property; interests in real
property in the jurisdiction, including within
a two-mile radius of any property owned or
used by the City of Saratoga)
City Surveyor A through F (only those
investments, business positions, and sources
of income of the type which engage in land
development, construction or the acquisition
or sale of real property; interests in real
property in the jurisdiction, including within
a two-mile radius of any property owned or
used by the City of Saratoga)
Other Consultants*
*Consultants shall disclose pursuant to the broadest disclosure category in the code subject to the
following limitation: The City Manager may determine in writing that a particular consultant,
although a "designated position," is hired to perform a range of duties that is limited in scope and
thus is not required to fully comply with the disclosure requirements described in this section.
Such written determination shall include a description of the consultant’s duties and, based upon
that description, a statement of the extent of disclosure requirements. The City Manager’s
determination is a public record and shall by retained for public inspection in the same manner
and location as this Conflict of Interest Code.
KEY TO DISCLOSURE CATEGORIES
Category A-1: Investments less than 10% ownership
Category A-2: Investments greater than 10% ownership
Category B: Real Property
Category C: Income and Business Positions
Category D: Income - Loans
Category E: Income - Gifts
Category F: Travel Payments
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING RESOLUTION 04-103 BY ADDING TO THE LIST OF
44
DESIGNATED EMPLOYEES, DELETING SPECIFIC POSITIONS,
MODIFYING TITLES OF SPECIFIC POSITIONS, AND RELOCATING SPECIFIC
POSITIONS IN THE CITY’S CONFLICT OF INTEREST CODE
WHEREAS, the Fair Political Practices Commission (“FPPC”) requires periodic review
of the Conflict of Interest Code; and
WHEREAS, the City has reviewed the code and determined that several additional
positions be added to the list of designated positions, several positions be deleted from the list of
designated positions, two position titles be modified, and one position be relocated from the
Public Works Department to the Community Development Department; and
WHEREAS, The City Council has determined that a “member” shall include, but not be
limited to, salaried or unsalaried members of boards or commissions with decision-making
authority. A board or commission possesses decision-making authority whenever:
a. It may make a final governmental decision;
b. It may compel a governmental decision; or it may prevent a governmental
decision either by reason of an exclusive power to initiate the decision or even
by reason of veto which may not be overridden; or
c. It makes substantive recommendations, which are, and over an extended
period of tine have been regularly approved without significant amendment or
modification by another public official or governmental agency.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby amend Resolution 04-103 to replace Exhibit “B” with the document attached hereto as
Exhibit “A” in order to add staff positions, delete staff positions, modify titles of two staff
positions, and relocate one staff position.
The above and forging resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 1st day of October 2008 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Ann Waltonsmith, Mayor
ATTEST:
__________________________________
Ann Sullivan, Acting City Clerk
City of Saratoga Conflict of Interest Code
45
EXHIBIT A
DESIGNATED POSITIONS DISCLOSURE CATEGORY
City Manager's Office A through F
Assistant City Manager
City Clerk
Human Resources Manager
Public Works Department A through F
Public Works Director
Public Works Manager – Parks
Public Works Manager – Streets and Fleet
Senior Civil Engineer
Community Development Department A through F
Community Development Director
Building Official
Senior Planner
Recreation Department A through F
Recreation Director
Administrative Services Department A through F
Administrative Services Director
Citizen Commissions, Committees A through F
and Boards
Heritage Preservation, Library,
Parks and Recreation, Planning, Traffic Safety,
Youth
Consultants
City Geotechnical Consultant A through F (only those
investments, business positions, and sources
of income of the type which engage in land
development, construction or the acquisition
or sale of real property; interests in real
property in the jurisdiction, including within
a two-mile radius of any property owned or
used by the City of Saratoga)
46
City Surveyor A through F (only those
investments, business positions, and sources
of income of the type which engage in land
development, construction or the acquisition
or sale of real property; interests in real
property in the jurisdiction, including within
a two-mile radius of any property owned or
used by the City of Saratoga)
Other Consultants*
*Consultants shall disclose pursuant to the broadest disclosure category in the code subject to the
following limitation: The City Manager may determine in writing that a particular consultant,
although a "designated position," is hired to perform a range of duties that is limited in scope and
thus is not required to fully comply with the disclosure requirements described in this section.
Such written determination shall include a description of the consultant’s duties and, based upon
that description, a statement of the extent of disclosure requirements. The City Manager’s
determination is a public record and shall by retained for public inspection in the same manner
and location as this Conflict of Interest Code.
KEY TO DISCLOSURE CATEGORIES
Category A-1: Investments less than 10% ownership
Category A-2: Investments greater than 10% ownership
Category B: Real Property
Category C: Income and Business Positions
Category D: Income - Loans
Category E: Income - Gifts
Category F: Travel Payments
47
SARATOGA CITY COUNCIL
MEETING DATE: October 1, 2008 AGENDA ITEM: ______
ORIGINATING DEPT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DEPT HEAD: John Cherbone
SUBJECT: Capital Improvement Plan (CIP) F.Y. 08/09 Update – Public Hearing and
Environmental Impact Assessment
______________________________________________________________________________
RECOMMENDED ACTION(S):
1. Receive report, conduct Public Hearing, and provide direction to staff.
2. Adopt attached Environmental Impact Assessment for new CIP projects (Attachment 2).
3. Adopt Resolution amending the Fiscal Year 08/09 Budget reflecting Council direction from
the May 7th , May 21st , June 3rd , and July 19th City Council Study Sessions (Attachment 3)
4. Adopt Resolution amending the Fiscal Year 08/09 Budget connected to the Saratoga-
Sunnyvale Road Paving Project.
REPORT SUMMARY:
CIP Process
This is the continuation of the 2008/2009 update of the CIP, which was set in motion at the CIP
Study Session held on May 7th and subsequent Study Sessions held on May 21st, June 3rd, and
July 19th. The main focus of this meeting is to review the Environmental Impact Assessment
connected to new projects and adopt the final CIP project list.
General Plan Conformity
At their September 10th meeting the Planning Commission reviewed the 42 new CIP projects for
General Plan conformity and subsequently found no issues in connection with the General Plan
(see attached Planning Commission Resolution No. 08-042, Attachment 1).
Environmental Assessment
Please find attached the Environmental Impact Assessment and the Environmental Checklist
Form for the 2008-2009 CIP Update, which lists the environmental category under which each
project is expected to fall (Attachment 2).
48
Of the 42 new projects under consideration in the 2007-2008 CIP Update, 39 are classified as
categorically exempt. The Highway 9 Safety Project Phase III, the De Anza Trail Phase II, and
the Village Creek Trail will be evaluated for environmental impacts.
Budget Resolutions
Please note that the budget resolutions will be distributed to City Council prior to the City
Council Meeting.
Recommended Action #3 will amend the FY 08/09 budget connected to new CIP projects
(Attachment 3).
Recommended Action #4 will amend the FY 08/09 budget connected to the Saratoga-Sunnyvale
Road Paving Project. This resolution does not approve more funding for this project, but corrects
accounting issues connected to the suspension of the contract for the 2007 Pavement
Management Program and subsequent transfer of unfinished work to a different contractor who
was performing the Saratoga-Sunnyvale Road Paving Project.
CIP Project List
Please find attached a copy of the CIP Spreadsheet (Attachment 4) reflecting City Council
direction. A hard copy of the spreadsheet will be available for you at the City Council Meeting.
Additionally, staff will place a hard copy in your Council Office in-box so you can review it
earlier if you prefer.
The spreadsheet describes each project and its corresponding funding level. The expenditures to
date and project balances are draft numbers which will be verified by the Administrative
Services Department prior to final adoption by City Council. This is necessary due to the
implementation of the new Finance software and verification of end of year expenditures.
Once the project balance numbers have been verified, staff will submit the final CIP spreadsheet
to City Council for final adoption.
FISCAL IMPACTS:
Adoption of the Budget Resolutions will provide staff the authority to move forward with
implementation of the CIP.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The 2008-2009 CIP Update would not be approved and the implementation of the CIP projects
would not move forward.
ALTERNATIVE ACTION(S):
2 of 3
49
3 of 3
None in addition to the above.
FOLLOW UP ACTION(S):
Projects listed in the CIP will be implemented per City Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. General Plan Conformity Resolution.
2. Environmental Impact Assessment and Environmental Checklist Form.
3. Final CIP Project Spreadsheet.
50
Approval of Resolution No. 08-042
CITY OF SARATOGA PLANNING COMMISSION
STATE OF CALIFORNIA
WHEREAS, the City of Saratoga Planning Commission has received a request from the
Public Works Director to find that the Proposed Capital Improvement Program is consistent with
the City of Saratoga General Plan; and
WHEREAS, the Planning Commission reviewed and considered the materials submitted by
the Public Works Director which include a listing of each capital project and the corresponding
General Plan Goal and Policy, attached as Exhibit A.
NOW, THEREFORE, the Planning Commission of the City of Saratoga does hereby find
that the proposed Capital Improvement Program is consistent with the Goals and Policies of the
City of Saratoga General Plan in that the various improvement projects implement the programs and
objectives outlined in the various General Plan Elements.
PASSED AND ADOPTED by the City of Saratoga Planning Commission, State of
California, on September 10, 2008, by the following roll call vote:
AYES: Hlava, Kumar, Kundtz, Nagpal, Rodgers, Zhao and Cappello
NOES:
ABSENT:
ABSTAIN:
______________________________________
Manny Cappello, Chair
ATTEST:
___________________________________________
John Livingstone, Secretary
51
ENVIR ONMENTAL IMP AC T ASSESSMENT
2008-20 09 CAP ITA L IMPRO VEMENT PL AN U P DATE
In co mplia nce w ith th e r equirements o f the Ca li forn ia E nviro nmental Qu ality A ct (CEQA),a
review o f a ll proj ects proposed for th e 2 008 -2009 C apital Impro vem ent Plan (C IP)U p date h as
b een m ade to d et ermine w hether an y o f th ese p rojects wo uld h ave a s ign ificant e nviron mental
im pact. T he S tate CEQA G uidelines d efine s ignificant effect as a "s ub sta ntia l o r p ot enti ally
s ubstantial ,ad verse c ha nge in th e ph ysical co nditions ...of a n area ."
Implementation of th e m ajority o f th e C IP pr ojects w ill not h ave a n a dverse imp act o n th e
e nviron ment. O f th e 42 p rojects und er c onsideration in th e 200812 009 C IP U pdate ,39 a re
c lassified a s ca tego r ically exempt.T hese proj ects in volve m aint enance,r epair ,o r min or
a lterations o r additions to ex isting fac ilities (C lass 1),replacem ent o r reco nstruction of ex isting
s tructures or fac ilities (C lass 2),n ew st ruct ures of s mall s ize a nd are id entifi ed b y CEQA as n ot
h aving a s ig nificant effect o n th e e nviron ment (C lass 3),o r minor a lterations to land (C lass 4).
T hese p rojects are :
Pr oject
Street Impr ovement P rojects
Traffic S afety a nd T raffic Ca lming F unding So urce :
Cox Avenue Tr affic and P ede strian S afety Improvements:
Mo ntalvo R oad Traffic Ca lming:
As pes i D rive Tr affic C alming:
Brookglen Drive Traffic Ca lming:
Cox Avenue Tr affic Ca lming:
Prospect R oad M edian Project -Phase I :
Pro spect R oad Median Proj ect -S u bsequent Phases:
A nnual S idewalk R epair:
A nnual St orm Dr ain U pgrades:
Co mer Drive R etaining Wall R epair :
Park and T rail Improvement P rojects
P ark R estro om Imp rovement Work:
Lower Tank Tra il (Parker R anch)R epair P roject:
Pet anque Co urt at A z ule P arle
H er itage O rchard Mo nu ment S ign :
Fa cility I mprovement P rojects
North Ca mpus B uilding R emoval P roject:
M ulti-Purpose R o om Im provements F und:
Hakone G ardens Up per Moon H ouse Fo undation R epair:
C EQA C lass
N /A
3
3
3
3
3
3
3
1
1
2
1
1
3
3
4
N /A
1
52
C or poration Y ard E quipment S helter S tructure:
KSAR A udio /V ideo U pgrades:
McWilliams H ouse Improvements - Ph ase 2:
North Ca mpus Improvem ents F und:
Bi g B asin Way T urn Aro und:
C ity Hall P arking Improvem ents :
Bu s S top S helter Co ncrete P ads &Woo den S helters:
H akone Gardens V isitor Ce nter D esign:
C ity H all E merge ncy Ge nerator P roject:
3 rd S tree t P arking Lo t Im provements :
C ity Co m post B ins:
Op eration al E fficiency Improvement Project
Do cum ent Im aging Pro ject - Co mmunity D evel opment:
C ity Website U pgrade Pr oject:
Op erational E fficie ncy F unding So urce :
C ity H all S olar Project:
Coo l R oofs:
Hi gh Efficiency H VAC Systems:
Do uble P ane W in dows:
Energy S tar Co mpliant A pplia nces:
Ce iling Insulation :
M otion Co ntrol L ighting :
3
N /A
1
N /A
3
4
3
N /A
N /A
1
3
N /A
N /A
N /A
3
1
1
1
N /A
1
1
T hree p rojects,th e H ig hway 9 Sa fety P roject Ph ase III ,th e D e A n za Trai l Ph ase II ,and the
V i llage C reek T rail wi ll b e evaluated for e nviron mental imp acts and a N otice of Exemption or
Negative D eclaration will b e fil ed.
S taff reco m mends th at a bl anket Categorical Exemption b e iss ued for th e pro jects i n th e
2008/2009 C IP U p date,w ith the exception o f the th ree a bove m entioned p rojects, w hich w ill
require a more d etailed e nvironmental assess ment.
R espectfully s ubmitted,
~~
J 0 1111 C herbone
Public Works Director
J ohn L ivingstone
Co mmunity D evel opment D irector
53
PROJECT PROJECT DESCRIPTION SUMMARY ESTIMATED APPROVED PROJECT PROJECT
COST BUDGET CIP PARK DEV.GRANTS OTHER GAS TAX EXPENDITURE BALANCE PROJECT STATUS AND NOTES
FUND FUND SOURCE FUND TO DATE
# (06/30/08)(07/01/08)#
STREET IMPROVEMENT PROJECTS A B C D E F G H I
Street Repair & Resurfacing Projects
1 Annual Street Resurfacing:Annual street resurfacing connected to the City's Pavement Management Program 2,405,504 2,405,504 53,619 0 1,283,693 474,000 594,192 0 2,405,504 1
2 Annual Street Restriping:Annual Street Restriping Work 65,000 65,000 0 0 0 65,000 0 0 65,000 2
3 Roadway Safety and Traffic Calming Projects 3
4 Highway 9 Safety Project Phase I:Saratoga's portion of the three City Highway 9 Safety corridor project. Project to focus on bicycle improvements. 100,000 100,000 100,000 0 0 0 0 93,740 6,260 Construction complete. 4
5 ADA Accessible Traffic Signal Project:Audible Signal Project at various traffic signal locations throughout the City. 74,526 74,526 0 0 74,526 0 0 0 74,526 Work ongoing. CDBG grant funded. Approved by City Council on 3/21/07.5
6 Solar Powered Radar Feedback Signs - Phase I: Provides funding for solar powered radar feedback signs. 62,000 62,000 62,000 0 0 0 0 47,806 14,194 Work ongoing.6
7 Traffic Safety:Traffic safety funds for implementation of safety improvements approved by Traffic Safety Commission.100,000 100,000 100,000 0 0 0 0 88,243 11,757 Work ongoing.7
8 Highway 9 Safety Project Phase II:Project to focus on ped improvements along the Highway 9 corridor. Majority of improvements in Saratoga.1,020,000 1,020,000 90,000 0 900,000 30,000 0 0 1,020,000 Design work in progress. HSIP Grant Funded. Approved by City Council on 4/4/07. Construction scheduled to begin in spring 2009.8
9 Highway 9 Safety Project Phase III:Project to focus safety improvements at Austin Way along the Highway 9 corridor. Additional improvements include bicycle detectors at all controlled intersections.509,000 509,000 27,000 0 482,000 0 0 0 509,000 New project FY 08/09. Design work to begin in fall 2008.9
10 Traffic Safety and Traffic Calming Funding Source:Funding aimed at implementing unfunded CIP projects related to roadway traffic safety & traffic calming. The Traffic Safety Commission will prioritize and recommend to the City Council which projects should be funded. 150,000 150,000 150,000 0 0 0 0 0 150,000 Work ongoing. TSC will recommend specific projects that are listed as unfunded in the CIP related to traffic safety and traffic calming.10
Unfunded Roadway Safety and Traffic Calming Projects
11 Pedestrian Refuge Area at Quito/McCoy Intersection: Center refuge area and crossing improvements on Quito Road at McCoy.15,000 0 0 0 0 0 0 0 0 11
12 Herriman Avenue Crosswalk Improvements:Crosswalk enhancements located on Herriman Avenue @ Lexington and Saratoga Vista. 25,000 0 0 0 0 0 0 0 0 12
13 Herriman Avenue Sidewalk Improvements Option 1:Asphalt sidewalk/pathway leveling course between AC berm and PCC Curb. 25,000 0 0 0 0 0 0 0 0 13
14 Herriman Avenue Sidewalk Improvements Option 2:New sidewalk/pathway along the south side including retaining walls and landscape modifications. 150,000 0 0 0 0 0 0 0 0 14
15 Komina Walking Path: Walking Path on one side of Komina adjacent to Oak Street School.100,000 0 0 0 0 0 0 0 0 15
16 Saratoga Elementary School Driveway and Sidewalk Modification:Driveway and sidewalk modification to increase capacity of drop-off lane.50,000 0 0 0 0 0 0 0 0 16
17 Solar Powered Radar Feedback Signs - Phase II: Provides funding for 4 solar powered radar feedback signs. Location(s) to be determined by the Traffic Commission.50,000 0 0 0 0 0 0 0 0 17
18 Glen Brae Avenue Median Choker: Concrete median choker on Glen Brae Avenue for traffic calming.15,000 0 0 0 0 0 0 0 0 18
19 Cox Avenue Traffic and Pedestrian Safety Improvements:This project would provide crosswalk and other safety improvements on Cox Avenue between Saratoga Avenue and Paseo Presada 75,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 19
20 Montalvo Road Traffic Calming:This project would provide traffic calming by constructing a raised median on Montalvo Road.15,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 20
21 Aspesi Drive Traffic Calming:This project would provide traffic calming by constructing a raised median on Aspesi Drive. 12,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 21
22 Brookglen Drive Traffic Calming:This project would provide traffic calming by constructing a raised median on Brookglen Drive. 25,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 22
23 Cox Avenue Traffic Calming:This project would provide traffic calming by constructing a speed bump on Cox Avenue between Paseo Presada and Quito Road.8,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 23
Street Median & Landscape Improvements
24 Prospect Road Median Project - Phase I:This project will implement the first phase of the Prospect Road Median Master Plan. $150,000 has been allocated for construction and $50,000 for grant matching funds. 200,000 200,000 200,000 0 0 0 0 0 200,000 Phase I work (Master Plan - Median #11) currently underway. Design work to be complete in fall 2008.24
25 Village Tree Lighting - Side Streets:Install necessary electrical improvements for side street tree lighting.50,000 50,000 7,000 0 0 43,000 0 22,055 27,945 Work to be incorporated into future Village Improvement Project.25
26 City Entrance Signs/Monuments Including Highway 9:Installation of Entry Signs/Monument at City entry points where none exist.27,821 27,821 27,821 0 0 0 0 4,033 23,788 Existing monuments rehabilitated. New entry monuments to be determined. Funds for Highway 9 entry monument included in project. 26
Unfunded Median & Landscape Improvements
27 Prospect Road Median Project - Subsequent Phases:This project will implement the subsequent phases of the Prospect Road Median Master Plan. $150,000 has been allocated for Phase I construction and $50,000 for grant matching funds. The project cost is for all remaining phases.2,544,630 0 0 0 0 0 0 0 0 Grant funding will be will be sought to fund subsequent phases based on the Prospect Road Median Master Plan. 27
Sidewalks, Curbs, Gutters & Storm Drains
28 Annual Sidewalk Repair:Removal of tripping hazards on City owned sidewalks.50,000 50,000 50,000 0 0 0 0 0 0 New Project FY 08/09. 28
29 Annual Storm Drain Upgrades:Funds for storm drain rehabilitation and drainage improvements. 50,000 50,000 50,000 0 0 0 0 0 0 New Project FY 08/09. 29
30 Sobey Road Culvert Repair:Replacement of CMP Culvert undermined during winter of 05/06.150,000 150,000 0 0 0 0 150,000 0 150,000 Project construction scheduled summer 2009.30
31 Village Streetscape Improvements (Sidewalk/C&G):Replace sidewalk and curb & gutter for safety and beautification.626,000 626,000 0 0 0 626,000 0 88,867 537,133 $741,000 funded by Caltrans. $115,000 Transferred to Village Pedestrian Enhancement Project for local match.31
32 Saratoga Sunnyvale Road ADA Curb Ramps:ADA curb ramp improvements at various locations along Saratoga-Sunnyvale Road.57,309 57,309 0 0 57,309 0 0 2,525 54,784 Work ongoing. CDBG grant funded. Approved by City Council on 11/01/06.32
33 Village Pedestrian Enhancement Project:Crosswalk safety improvements and other pedestrian related enhancements in the Village.540,000 540,000 115,000 0 425,000 0 0 0 540,000 Village design contract approved by City Council. VTA grant funded. $115,000 required for local match. Funding identified.33
34 Village News Rack Enclosures:Enhancements to the Village News Rack Enclosures.30,000 30,000 30,000 0 0 0 0 2,220 27,780 Work ongoing.34
35 Village Façade Matching Program:Matching funds to business/property owners directed at improving building facades. 20,000 20,000 20,000 0 0 0 0 570 19,430 Work ongoing.35
36 Saratoga-Sunnyvale Road Gateway Project (pathways):Continuation of Gateway Project directed at pathway improvements.74,147 74,147 74,147 0 0 0 0 16,924 57,223 Work scheduled fall 2008.36
37 Saratoga Avenue Sidewalk Project:Continuation of sidewalk/pathway improvements along Saratoga Avenue:42,489 42,489 0 0 42,489 0 0 0 42,489 TDA grant funded. Approved by City Council on 05/16/07.37
Unfunded Sidewalk and Storm Drain Projects
38 Quito Road Sidewalk Improvements:Construction of new sidewalk improvements on Quito Road between Highway 85 and Allendale Avenue.150,000 0 38
39 Chester Avenue Storm Drain Improvements:Storm drainage improvements in the Chester Avenue area.300,000 0 39
40 El Camino Grande/Monte Vista Storm Drain Improvements:Storm drainage improvements in the Monte Vista/El Camino Grande area.300,000 0 40
Bridge and Retaining Wall Projects
41 Comer Drive Retaining Wall Repair:This project would repair a failing retaining wall along Comer Drive.200,000 200,000 0 0 0 200,000 0 0 200,000 Project funded through the Economic/Hillside Reserve Fund.41
42 Quito Road Bridge Replacement Project (Design):Replacement of two existing substandard bridges on Quito Road - Design Phase 465,729 465,729 41,800 0 364,799 59,130 0 455,999 9,730 Design 95% complete. Project delayed due to right of way issues.42
43 Quito Road Bridge Replacement Project (Construction):Replacement of two existing substandard bridges on Quito Road - Environmental/Construction Phase 2,978,000 2,977,141 113,000 0 2,636,423 227,718 0 0 2,977,141 Project delayed due to right of way issues.43
44 4th Street Bridge:Rehabilitation of existing bridge at 4th & Saratoga Creek.587,000 587,000 100,000 0 487,000 0 0 0 587,000 HBRR application submitted.44
Total Street Improvement Projects $14,494,155 $10,633,666 $1,411,387 $0$6,753,239$1,724,848 $744,192 $822,982 $9,710,684
PARK & TRAIL IMPROVEMENT PROJECTS
Park Projects
45 Kevin Moran Park Improvements:Development of unimproved areas at Kevin Moran Park.1,500,000 1,500,000 1,197,546 0 302,454 0 0 228,943 1,271,057 Construction to begin in Fall 2008. $302,454 from 2002 Park Bond Act. 45
46 West Valley College Soccer Field Improvements Funding for Improvements to two soccer fields located at West Valley College.325,000 325,000 250,000 75,000 0 0 0 316,516 8,484 Both playfields improved. Project 95% complete. 46
47 Wildwood Park Improvements:Rebuild of Wildwood Park wood stage due to structural integrity issues and other minor improvements to the park.40,000 40,000 0 0 40,000 0 0 32,271 7,729 Stage rehabilitation complete. Project 95% complete.47
.48 Wildwood Park Water Feature - Seating Improvements:Installation of concrete seating improvements around the perimeter of the water feature.10,000 10,000 0 10,000 0 0 0 2,801 7,199 48
49 Historic Park Landscaping Improvements:Removal of existing landscaping and installation of new landscaping and irrigation.37,200 37,200 0 37,200 0 0 0 0 37,200 49
50 Park/Trail Repairs:Various infrastructure improvements to City parks and trails.230,000 230,000 230,000 0 0 0 0 208,871 21,129 Work ongoing. 50
51 Citywide Tree Replanting:Citywide tree replanting project including irrigation for parks, medians, right-of-ways, and open spaces.175,000 175,000 0 0 0 175,000 0 123,265 51,735 Funding via tree violation fines. Work also includes tree replanting along City right-of-ways.51
52 Hakone Garden D/W:Driveway and retaining wall improvements.200,000 180,000 180,000 0 0 0 0 37,171 142,829 Driveway mitigation work to be included in 2008/2009 PMP project. $20,000 allocated to North Campus Matching Fund Program.52
53 Hakone Gardens Visitor Center/Matching Funds:Matching Funds from Park Development Fees for Visitor Center at Hakone Gardens.250,000 250,000 0 250,000 0 0 0 0 250,000 53
54 Ravenswood Park Playground Upgrade Project:Replacement of existing substandard play equipment.55,000 55,000 0 55,000 0 0 0 0 55,000 Design underway. Construction scheduled for spring 2009.54
55 El Quito Park Improvements:Various improvements to El Quito Park including new water fountain, rehab of ex. picnic area and frontage landscaping.125,000 125,000 0 0 0 125,000 0 6,791 118,209 Landscape and Lighting funded project.55
Trail Projects 0
56 De Anza Trail:Development of new trail along the PG&E right-of-way.1,997,577 1,997,577 0 0 1,598,062 399,515 0 371,174 1,626,404 Construction to begin in Fall 2008. 56
57 Heritage Orchard Perimeter Path Improvements:Construction of a dirt path around the perimeter of the Heritage Orchard.25,000 25,000 0 25,000 0 0 0 18,847 6,153 Work ongoing.57
58 Trail Segment #3 Repairs: Erosion repair work to Trail Segment #3 ('Tank Trail').16,500 16,500 0 16,500 0 0 0 8,588 7,912 Work ongoing.58
59 Teerlink Ranch Trail Repair:Repair of trail segment located in Teerlink Ranch damaged during winter of 05/06.30,000 30,000 0 30,000 0 0 0 7,758 22,242 Work scheduled to begin in Fall 2008.59
60 San Marcos Open Space Trail:Development of a new trail through the San Marcos Open Space.27,500 27,500 0 27,500 0 0 0 26,520 980 Work ongoing.60
Unfunded Park & Trail Projects (# ) = Funding Priority
61 (1) Park Restroom Improvement Work: This project would provide funding for various improvements and upgrades at City Park Restrooms.34,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 61
62 (2) Lower Tank Trail (Parker Ranch) Repair Project:This project would repair erosion and minor slides on the trail link which connects Parker Ranch Road to Picea Court in the Parker Ranch Subdivision.20,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 62
63 (3) Petanque Court at Azule Park:This project would provide funding for the construction of a Petanque Court at Azule Park adjacent to the Tennis Court.25,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 63
64 (4) De Anza Trail Phase II:This project would extend the De Anza Trail from Saratoga-Sunnyvale Road to Arroyo De Arguello.75,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 64
65 (5) Wildwood Park Pedestrian Bridge Rehabilitation:Rehabilitation of existing pedestrian bridge to Wildwood Park.125,000 0 0 0 0 0 0 0 0 65
66 (6) Village Creek Trail:This project would fund the construction of a trail along Saratoga Creek running the length of the Village.75,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 66
67 (7) Calabazas Creek Trail:Installation of a pathway running along Calabazas Creek from Saratoga-Sunnyvale Road to the UPRR Tracks.100,000 0 0 0 0 0 0 0 0 67
68 (8) Odd Fellows Trail Development:Development of a new trail through the Odd Fellows property establishing a link to the San Marcos Open Space.60,500 0 0 0 0 0 0 0 0 68
69 (9) Heritage Orchard Monument Sign:This project would fund the construction of a Heritage Orchard monument sign to be located at the corner of Fruitvale and Saratoga Avenues. Plans have been developed by the Heritage Commission.35,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 69
Total Park & Trail Projects $5,593,277 $5,023,777 $1,857,546 $526,200$1,940,516 $699,515 $0 $1,389,515 $3,634,262
FACILITY IMPROVEMENT PROJECTS
70 North Campus Building Removal Project:This project would remove the front two buildings at the North Campus.75,000 75,000 75,000 0 0 0 0 0 75,000 New Project FY 08/09. 70
71 Multi-Purpose Room Improvements Fund:The purpose of this fund would be to set aside funding for the purpose of building a City multi-purpose room.250,000 250,000 250,000 0 0 0 0 0 250,000 New Project FY 08/09. 71
72 Hakone Gardens Upper Moon House Foundation Repair:This project would repair the foundation of the Upper Moon House at Hakone Gardens.125,000 125,000 125,000 0 0 0 0 0 125,000 New Project FY 08/09.72
73 Corporation Yard Equipment Shelter Structure:This would provide the structure to which solar panels could be mounted as well as provide shelter for vehicles and equipment.100,000 100,000 100,000 0 0 0 0 0 100,000 New Project FY 08/09. 73
74 KSAR Audio/Video Upgrades:This project would fund audio and video upgrades for broadcasting the KSAR Community Television station.9,000 9,000 9,000 0 0 0 0 0 9,000 New Project FY 08/09. 74
75 McWilliams House Improvements - Phase 2:This project would continue minor building improvements aimed at restoring the McWilliams House.10,000 10,000 10,000 0 0 0 0 0 10,000 New Project FY 08/09. 75
76 North Campus Improvements: Exterior and interior upgrades to the facilities at the North Campus (Administration Building and Fellowship Hall). 1,140,000 1,140,000 990,000 0 0 150,000 0 962,047 177,953 Work ongoing. Administration Building remodel complete. Fellowship Hall remodel underway.76
77 Warner Hutton House Improvements:Improvements to the Warner Hutton for rentals:94,100 94,100 94,100 0 0 0 0 88,233 5,867 Work ongoing.77
78 Civic Center Landscape Improvements:Landscape, irrigation, and hardscape improvements at the Civic Center,110,000 110,000 110,000 0 0 0 0 106,615 3,385 Work ongoing. 78
79 Annual Facility Improvements:Provides funding for various facility maintenance projects.100,000 100,000 100,000 0 0 0 0 70,190 29,810 Work ongoing.79
Unfunded Facility Projects
80 North Campus Improvements Fund:The purpose of this fund is to set aside funding each year for capital improvements at the North Campus such as new public facilities 50,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 80
81 Big Basin Way Turn Around:This project would construct a turn around at the end of the Village that would provide drivers an additional option for circulation through Village.100,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 81
82 City Hall Parking Improvements:This project would create additional parking at City Hall by removing landscaping near the corner of Fruitvale and Allendale.100,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 82
83 Bus Stop Shelter Concrete Pads & Wooden Shelters:This project would fund the concrete pads and wooden shelters necessary to install bus stop shelters at 4 select locations along bus routes in the City.40,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 83
84 Hakone Gardens Visitor Center Design:This project would fund the design work for the Hakone Gardens Visitor Center.100,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 84
85 City Hall Emergency Generator Project:This project would fund the purchase and installation of an emergency generator at City Hall.50,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 85
86 3rd Street Parking Lot Improvements:This project would fund minor improvements to two small contiguous private parking lots located off of 3rd Street in order to gain public parking access 25,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 86
87 City Compost Bins:This project would construct one or more large compost bins to be located on City owned property such as a park. 10,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 87
Total Facility Improvement Projects $2,488,100 $2,013,100 $1,863,100 $0 $0 $150,000 $0 $1,227,086 $786,014
OPERATIONAL EFFICIENCY PROJECTS
88 Document Imaging Project - Community Development:This would provide the structure to which solar panels could be mounted as well as provide shelter for vehicles and equipment.60,000 60,000 60,000 0 0 0 0 0 60,000 New Project FY 08/09. 88
89 City Website Upgrade Project:This will provide funding to upgrade the City's Website to better serve residents and the public.50,000 50,000 50,000 0 0 0 0 0 50,000 New Project FY 08/09. 89
90 Operational Efficiency Funding Source:Funding aimed at implementing unfunded CIP projects related to operational efficiencies. The Facility Division will prioritize and recommend to the City Council which projects should be funded. 44,000 44,000 44,000 0 0 0 0 0 44,000 New Project FY 08/09. 90
Unfunded Operational Efficiency Projects
91 City Hall Solar Project:This project would provide solar power to the Community Center and Maintenance Building.444,326 0 0 0 0 0 0 0 0 New Project FY 08/09. 91
92 Cool Roofs:This project would replace aging roofs at the Community Center and City Hall with sunlight reflecting “cool roof systems”164,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 92
93 High Efficiency HVAC Systems:This project would replace aging Heating, Ventilation, and Air Conditioning (HVAC) systems at the Community Center and City Hall 690,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 93
94 Double Pane Windows:This project would replace the old single-pane windows at the Community Center and City Hall with new double-pane windows 157,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 94
95 Energy Star Compliant Appliances:This project would replace the old dishwashing machines, clothes washers and dryers, refrigerators, freezers, etc 20,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 95
96 Ceiling Insulation:This project would increase the R-Value of all ceiling insulation in City buildings. 160,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 96
97 Motion Control Lighting:This project would automate the lighting controls in City buildings. 8,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 97
Total Operational Efficiency Improvements $1,797,326 $154,000 $154,000 $0 $0 $0 $0 $0 $154,000
ADMINISTRATIVE PROJECTS
98 Financial System Upgrade:Financial software and hardware system upgrade. 100,000 100,000 100,000 0 0 0 0 95,380 4,620 Work ongoing.98
99 Document Imaging Project - Public Works Transfer of hard copy documents into electronic imaging format.113,000 113,000 113,000 0 0 0 0 35,269 77,731 Work ongoing.99
Total Administrative Projects $213,000 $213,000 $213,000 $0 $0 $0 $0 $130,649 $82,351
TOTAL ALL CIP PROJECTS $22,097,758 $16,024,443 $3,635,933 $526,200$8,693,755$2,424,363 $744,192 $2,343,146 $13,581,297
Proposed CIP Projects for Fiscal Year 08/09.
KEY:
Capital Improvement Plan Project List
IDENTIFIED SOURCE OF FUNDS
FY 2008-2009 Update
Draft
54
PROJECT
#
Public Safety Projects
1 Saratoga-Sunnyvale/Seagull Traffic Signal:
2 Quito Road Bridge Replacement Project:
3 Herriman Avenue Traffic Signal:
4 Verde Vista Ln. Traffic Signal:
5 4th Street Bridge:
6 Traffic Calming (NTMP):
7 Safe Routes to Schools:
8 ADA Improvements (Hakone):
9 Highway 9 Traffic Signal Modifications:
10 Playground Safety (Brookglen, El Quito, Wildwood):
11 Kirkmont Dr. Traffic Signal:
12 Sobey Road/Quito Road Traffic Improvements:
13 Norton Road Fire Access:
14 Aloha Street Safety Improvements:
15 Highway 9/Oak Place Pedestrian Signal:
Total Public Safety Projects
55
Saratoga-Sunnyvale/Seagull Traffic Signal:
Quito Road Bridge Replacement Project:
Herriman Avenue Traffic Signal:
Verde Vista Ln. Traffic Signal:
4th Street Bridge:
Traffic Calming (NTMP):
Safe Routes to Schools:
ADA Improvements (Hakone):
Highway 9 Traffic Signal Modifications:
Playground Safety (Brookglen, El Quito, Wildwood):
Kirkmont Dr. Traffic Signal:
Sobey Road/Quito Road Traffic Improvements:
Norton Road Fire Access:
Aloha Street Safety Improvements:
Highway 9/Oak Place Pedestrian Signal:
Total Public Safety Projects
Infrastructure Projects
City Wide Traffic Signal Upgrades:
El Camino Grande/Monte Vista Storm Drain Improvements:
Saratoga-Sunnyvale Road "Gateway" Improvements:
El Quito Area Curb & Gutter Replacement:
Village Streetscape Improvements (Sidewalk/C&G):
Village Streetscape Improvements (Landscaping):
Storm Drain Upgrades:
Median Repairs (Landscaping/Irrigation):
Cox Avenue Railroad Crossing Arms Upgrade:
Prospect Avenue Medians:
Blaney Plaza Improvements - Master Plan Phase:
City Entrance Signs/Monuments:
Blaney Plaza Improvements - Construction Phase:
Chester Avenue Storm Drain Improvements:
Total Infrastructure Projects
56
New traffic signal @ Saratoga-Sunnyvale & Seagull
Replacement of two bridges on Quito Road
New traffic signal @ Herriman & Saratoga. Warrant study needed.
New traffic signal @ Verde Vista & Sara-Sunny. Meets warrants.
Replacement of existing substandard bridge at 4th & Saratoga Creek.
Annual funding for implementation of traffic calming toolkit.
Annual funding for implementation of Safe Routes to School Program.
ADA improvements per Hakone Foundation lease agreement.
Modification to Hwy 9 traffic signal in connection w/new fire dept.
Replacement of existing substandard play equipment.
New traffic signal @ Kirkmont & Sara-Sunny. Warrant study needed.
Software and hardware upgrades to the City's traffic signals
Storm drain improvements in the El Camino Grande/Monte Vista Area
Roadway improvements to Saratoga-Sunnyvale Road
Replacement of rolled curb & gutter for drainage mitigation.
Replace sidewalk and curb & gutter for safety and beautification.
Landscape beautification improvements.
Annual funds for storm drain rehabilitation and drainage improvements.
Plant replacement and irrigation improvements in existing medians.
Upgrade of crossing arm in conjunction with rail surface improvements.
New landscaped medians for beautification of Prospect Avenue.
57
New traffic signal @ Saratoga-Sunnyvale & Seagull. Meets warrants.
Replacement of two existing substandard bridges on Quito Road.
New traffic signal @ Herriman & Saratoga. Warrant study required.
New traffic signal @ Verde Vista & Sara-Sunny. Meets warrants.
Rehabilitation of existing bridge at 4th & Saratoga Creek.
Annual funding for implementation of traffic calming toolkit.
Funding for implementation of Safe Routes to School.
ADA improvements per Hakone Foundation lease agreement.
Modification to Hwy 9 traffic signal in connection w/new fire dept.
Replacement of existing substandard play equipment.
New traffic signal @ Kirkmont & Sara-Sunny. Warrant study needed.
Sobey Road/Quito Road roadway improvements to increase safety in the vicinity of Marshall Lane School.
Construction of a fire access road connecting Norton Road to Montalvo's Artist In Residency Road.
Roadway safety improvements at the intersection of Aloha Street and Highway 9.
New pedestrian traffic signal @ Highway 9 & Oak Place. Warrant study and Caltrans approval required..
City wide signal upgrades including integration of smart corridor technology.
Storm drainage improvements in the MonteVista/El Camino Grande area.
Infrastructure improvements to Saratoga-Sunnyvale Road concentrated between Prospect Road and the UPRR.
Replacement of rolled curb & gutter for drainage mitigation.
Replace sidewalk and curb & gutter for safety and beautification.
Landscape beautification improvements.
Annual funds for storm drain rehabilitation and drainage improvements.
Plant replacement and irrigation improvements in existing medians.
Railroad crossing surface upgrade for safety and improved drivability.
New landscaped medians for beautification of Prospect Avenue.
Master plan for the rehabilitation and beautification of Blaney Plaza.
Installation of Entry Signs/Monument at City entry points where none exist.
Implementation of improvements based on the Blaney Plaza Master Plan.
Storm drainage improvements in the Chester Avenue area.
58
$152,500 $152,500 $0 $0$120,000 $32,500 $0
2,372,900 2,372,900 0 0 0 158,193 1,898,320
150,000 5,000 5,000 0 0 0 0
150,000 5,000 5,000 0 0 0 0
500,000 500,000 100,000 0 0 0 400,000
250,000 250,000 250,000 0 0 0 0
250,000 50,000 50,000 0 0 0 0
317,500 250,000 0 0 0 0 200,000
250,000 250,000 225,000 0 0 0 0
350,000 350,000 0 66,000 0 0 284,000
150,000 5,000 5,000 0 0 0 0
150,000 150,000 150,000 0 0 0 0
110,000 110,000 110,000 0 0 0 0
49,500 49,500 49,500 0 0 0 0
145,000 4,000 0 0 0 0 0
$5,347,400$4,503,900 $949,500$66,000$120,000 $190,693$2,782,320
$508,705 $508,705 $0 $0 $0 $72,705 $436,000
100,000 100,000 0 0 0 100,000 0
3,112,380 3,112,380 0 0 0 2,232,280 880,000
550,000 460,264 460,264 0 0 0 0
850,000 0 0 0 0 0 0
275,000 225,000 225,000 0 0 0 0
250,000 250,000 250,000 0 0 0 0
182,500 182,500 182500 182,500 0 0 0 0
539,641 539,641 70,000 0 0 0 469,641
500,000 25,000 25,000 0 0 0 0
19,400 19,400 19,400 0 0 0 0
17,500 17,500 17,500 0 0 0 0
121,000 121,000 121,000 0 0 0 0
178,000 0 0 0 0 0 0
$7,204,126$5,561,390 $1,370,664 $0 $0$2,404,985$1,785,641
59
$0 $152,500 $0
316,387 465,004$1,907,896
0 0 $5,000
0 0 $5,000
0 0 $500,000
0 68,376 $181,624
0 26,044 $23,956
50,000 65,501 $184,499
25,000 167,066 $82,934
0 346,201 $3,799
0 0 $5,000
0 100,799 $49,201
0 8,000 $102,000
0 0 $49,500
0 4,000 $0
$391,387 $1,403,492$3,100,408
$0 $441,754 $66,951
0 0 $100,000
0 716,915$2,395,465
0 0 $460,264
0 0 $0
0 85,526 $139,474
0 250,000 $0
0 133,017 $49,483
0 124,916 $414,725
0 0 $25,000
19,400 $0
0 0 $17,500
0 10,161 $110,839
0 0 $0
$0 $1,781,689$3,779,701
60
Saratoga-Sunnyvale/Seagull Traffic Signal:$152,500 $152,500 $0 $0
Quito Road Bridge Replacement Project:2,372,900 2,372,900 0 0
Herriman Avenue Traffic Signal:150,000 5,000 5,000 0
Verde Vista Ln. Traffic Signal:150,000 5,000 5,000 0
4th Street Bridge:500,000 500,000 100,000 0
Traffic Calming (NTMP):250,000 250,000 250,000 0
Safe Routes to Schools:250,000 50,000 50,000 0
ADA Improvements (Hakone):317,500 250,000 0 0
Highway 9 Traffic Signal Modifications:250,000 250,000 225,000 0
Playground Safety (Brookglen, El Quito, Wildwood):350,000 350,000 0 66,000
Kirkmont Dr. Traffic Signal:150,000 5,000 5,000 0
Sobey Road/Quito Road Traffic Improvements:150,000 150,000 150,000 0
Norton Road Fire Access:110,000 110,000 110,000 0
Aloha Street Safety Improvements:49,500 49,500 49,500 0
Highway 9/Oak Place Pedestrian Signal:145,000 4,000 0 0
Total Public Safety Projects$5,347,400 $4,503,900 $949,500 $66,000
Infrastructure Projects
City Wide Traffic Signal Upgrades:$508,705 $508,705 $0 $0
El Camino Grande/Monte Vista Storm Drain Improvements:100,000 100,000 0 0
Saratoga-Sunnyvale Road "Gateway" Improvements:3,112,380 3,112,380 0 0
El Quito Area Curb & Gutter Replacement:550,000 460,264 460,264 0
Village Streetscape Improvements (Sidewalk/C&G):850,000 0 0 0
Village Streetscape Improvements (Landscaping):275,000 225,000 225,000 0
Storm Drain Upgrades:250,000 250,000 250,000 0
Median Repairs (Landscaping/Irrigation):182,500 182,500 182500 182,500 0
Cox Avenue Railroad Crossing Arms Upgrade:539,641 539,641 70,000 0
Prospect Avenue Medians:500,000 25,000 25,000 0
Blaney Plaza Improvements - Master Plan Phase:19,400 19,400 19,400 0
City Entrance Signs/Monuments:17,500 17,500 17,500 0
Blaney Plaza Improvements - Construction Phase:121,000 121,000 121,000 0
Chester Avenue Storm Drain Improvements:178,000 0 0 0
Total Infrastructure Projects$7,204,126 $5,561,390 $1,370,664 $0
30 McWilliams House Termite damage repair at Chamber Building.Improvements to structure.
31 Civic Center Master Plan (Design):Comprehensive Master Plan preparation for Civic Center Comprehensive Master Plan preparation for Civic Center.
32 Animal Control Facility:City's share of JPA cost for Construction of New Animal Control Facility
33 Civic Theater Lower Perimeter Re-Roof:Re-Roof the lower perimeter of the Civic Theater.
34 Civic Center Eave Replacement (Community Dev./Engineering):Replacement of courtyard eaves on the Community Development/Engineering wing of the Civic Center.
35 Historical Park Buildings - Fire Alarm System:Installation of fire alarm system in the Historical Buildings located in Historical Park.
36 Village Façade Matching Fund:Matching funds to business/property owners directed at improving building facades.
37 Book-Go-Around Repairs:Roof repair and storage room repair work at the Book-Go-Around building.
38 North Campus Improvements - Fellowship Hall:ADA restroom improvements and interior upgrades at the North Campus Fellowship Hall.
61
$120,000$32,500 $0 $0 ##
0158,193#######316,387 ##
0 0 0 0 0#
0 0 0 0 0#
0 0400,000 0 0#
0 0 0 0 ##
0 0 0 0 ##
0 0200,000 50,000 ##
0 0 0 25,000 ##
0 0284,000 0 ##
0 0 0 0 0#
0 0 0 0 ##
0 0 0 0 ##
0 0 0 0 0#
0 0 0 0 ##
$120,000 ##############$391,387 ##
$0$72,705#######$0 ##
0100,000 0 0 0#
0#######880,000 0 ##
0 0 0 0 0#
0 0 0 0 0#
0 0 0 0 ##
0 0 0 0 ##
0 0 0 0 ##
0 0469,641 0 ##
0 0 0 0 0#
0 0 0 ##
0 0 0 0 0#
0 0 0 0 ##
0 0 0 0 0#
$0 ##############$0 ##
150,000 30,000 30,00000000 30,000 $0
250,000 0 000000 0 $0
300,000300,000 300,00000000 300,000 $0
49,500 49,500 49,50000000 41,855 $7,645
25,000 17,600 17,60000000 0 $17,600
7,425 7,425 7,42500000 882 $6,543
50,000 50,000 50,00000000 21,164 $28,836
35,000 35,000 000000 33,326 $1,674
151,800 151,800 151,800 00000 0 $151,800
62
SARATOGA CITY COUNCIL
MEETING DATE: October 1, 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: City of Saratoga Website Agreement
RECOMMENDED ACTION:
Accept report and direct staff to enter into an agreement with Civica for design and hosting
services for the City’s website.
BACKGROUND:
During the May 7, 2008 City Council Meeting, staff was directed to move forward with a
Request for Proposal (RFP) to redesign the City’s website. At the time, Council indicated that
staff should seek proposals that would make the City’s website attractive, easy to navigate,
convenient for residents to find information and carryout City-related business, and offer
interactive features to keep residents and the City connected. Additionally, staff was directed to
request RFP submittals that offered content management systems (CMS) that allow staff to
quickly and conveniently make updates.
A website committee comprised of staff from each department was established to develop the
RFP and review submittals. Members included Shweta Bhatt, Kristin Borel, Kim Saxton-
Heinrichs, Leo Salindong, Dan Schroeder, and Crystal Morrow. The RFP was released to the
public on July 7, 2008 and proposals were due by August 1, 2008.
The City received a total of ten submittals to the website design RFP. Of the ten proposals, three
submissions met all the requirements outlined in the RFP—Civica Software, CivicPlus, and
Vision Internet. All three companies specialize in developing website and content management
systems for public agencies. Proposals from these firms included:
- Browser based CMS
- Design mock ups
- Easy to use navigation menus
- Email subscriptions for website
visitors
- Hosting services
- Print and email buttons for users
- References
- Really Simple Syndication (RSS)
feeds—brief City news stories that
residents can subscribe to
- Surveys, forms, and polls
- Templates to maintain a consistent
design
- Training for website administrators
and regular users
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63
Websites that have been designed by Civica, CivicPlus, and Vision are listed below.
City Web Address Web Developer/Management
Pacifica, California http://www.cityofpacifica.org/ Civica
Santa Fe, New Mexico http://www.santafenm.gov/ Civic Plus
Reno, Nevada http://www.cityofreno.com/Vision Internet
Below is a matrix comparing the cost for development, hosting, estimated project timeline, and
training.
Civica Civic Plus Vision
Timeline 16-20 weeks 21 weeks 15-26 weeks
Cost $46790 $32600 $49050
Cost for hosting Hosting: $1800/year
Hosting & Support:
$5910/year
Hosting: $2400/year
Hosting & Support:
$6000/year
Hosting: $2400/year
Support provided at hourly rate:
Custom Programming - $135/hr
Graphic Design - $125/hr
Webmaster Service - $105/hr
HTML Programming - $85/hr
Site migration 1
750 pages 200 pages 200 pages
Available space
(hosting)
Unlimited 3 GB Unlimited
To determine which business would be best able to meet the needs of the City, staff held two
meetings with each of the firms. During these meetings, each business presented their CMS and
answered questions regarding their proposal. Staff was also able to explore the three content
management systems through demonstration accounts.
While using the demonstration accounts for the three firms, staff consistently experienced
Civica’s CMS as the easiest to use. In most cases, edits and changes required fewer steps in the
Civica CMS. Conversely, the CivicPlus CMS was determined to be the most difficult to use.
Staff agreed that Vision’s CMS was less challenging than the CivicPlus CMS, but more
complicated than Civica’s.
Below is a matrix created by staff to rank the three CMS programs, with one being the highest
ranking and three being the lowest.
Civica Civic Plus Vision
Simplicity of editing 1 3 2
Ease of using special features 1 3 2
Website Administration 2 3 1
Automated features that reduce staff time spent on
website
1 2 2
Available features 1 2 3
Civica’s CMS has a greater number of features designed to reduce the amount of staff time spent
on maintenance of the website. Civica has the only CMS that resizes both image and file sizes to
1 Site migration refers to the number of pages from the old website that will be transitioned to the new website.
Currently, the City’s website consists of 235 pages.
Page 2 of 4
64
fit a page template when pictures are added to a web page, which helps to ensure the website
stays attractive and pages upload quickly.
The special modules used to do things such as highlighting news stories or special events are
particularly easy to use in the Civica CMS. For City news, staff can quickly generate headlines,
post an article with a corresponding photo, and determine where the news story will be featured
on the website. The calendar tool allows staff to post reoccurring events, such as City Council
Meetings, on the City’s calendar with any special attachments, a map of the event location, and
the option to add the event to an Outlook calendar. Additionally, news items and calendar events
automatically become RSS feeds.
Civica also includes a wide range of online survey and form templates that can be used to collect
information from the public. As part of this convenient tool, information submitted through
forms or surveys is captured in a database on the Civica server. This data can be exported to an
Excel file, allowing staff to easily review information captured by forms and surveys.
Although CivicPlus offers a similar tool, references for the company have indicated that it is
cumbersome to use. Moreover, the CivicPlus survey and form results are not collected in a
database. Instead, individual responses are sent to a specified email address.
Civica is the only business that offered an automated email subscription tool. Website visitors
manage email subscriptions online and emails to subscribers are automatically generated when
updates are made or new content is added to the website. For example, an email would
automatically be sent to users who subscribe to the Council Agenda mailing list when new
agendas are added to the website. This is a significant attribute that will help to maintain regular
communication with the public.
References for Civica agree that its CMS is extremely easy to use and allows management of the
website to be distributed among staff, rather than relying on one or two webmasters. Ann
Ritzma, Administrative Services Director for the City of Pacifica, said “We appreciate the ease
of having every department work on the site and keep their section current.” Kathy DeVries
with the City of Martinez added that “Civica has made their software so simple that anyone can
make updates” and residents have been very happy with the new City of Martinez website.
As a result of staff’s evaluation of the three qualified submittals and feedback received from
references, staff believes Civica’s proposal best meets the City’s website needs.
FISCAL IMPACTS:
Following direction given during the May 7, 2008 Council Meeting, $50,000 has been allocated
to website procurement in the FY 2008/09 budget. A funding source will need to be identified
for the added cost of hosting and support, if Council decides to purchase those services.
Currently, the City pays $1200 per year for hosting. Civica charges $1800 per year for hosting
and $5190 per year for hosting and maintenance.
ALTERNATIVE ACTION(S):
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65
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The Council could form a website ad hoc committee to further review proposals from Civica
Software, CivicPlus, and Vision Internet and, subsequently, to provide a recommendation to the
City Council concerning entering into a contract for City website design and hosting services.
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Civica Software website mockup for the City of Saratoga
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SARATOGA CITY COUNCIL
MEETING DATE: October 1, 2008 AGENDA ITEM: ______
ORIGINATING DEPT: Public Works CITY MANAGER:
PREPARED BY: John Cherbone DEPT HEAD: John Cherbone
SUBJECT: Big Basin Way Banner – Promote Saratoga Businesses
______________________________________________________________________________
RECOMMENDED ACTION(S):
Accept report and provide direction to staff.
REPORT SUMMARY:
The Village Ad Hoc, Vice Mayor Page and Councilmember Hunter, would like the City to
explore the feasibility of installing the infrastructure necessary to support banners across Big
Basin Way located near the mid-point of the Village.
The banners would be used to promote Saratoga businesses by targeting people who are
traveling through the Village and whose destination may be Big Basin National Park, wineries,
or one of the many other attractions in the Santa Cruz Mountains.
The details regarding the banner policy would be looked at by the Village Ad Hoc and brought
back to City Council for approval. In addition, staff will contact Caltrans who controls the road
to determine what steps need to be made to get approval from them.
FISCAL IMPACTS:
If approved there will be some capital costs, which can be funded via the Village Improvement
Project.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
N/A.
ALTERNATIVE ACTION(S):
None.
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FOLLOW UP ACTION(S):
If City Council approves the banner proposal, the Village Ad Hoc and staff will submit details to
the City Council regarding the feasibility of the banner installation and associated policy
considerations.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
None.
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