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Home My WebLink About09-29-1987 City Council agenda -study sessionAGENDA SARATOGA CITY COUNCIL L TIME: Tuesday, September 29, 1987 - 5:00 D.M. PLACE: Community Center Arts and Crafts Roam, 19655 Allendale Avenue TYPE: Long Range Planning Study Session /Adjourned Regular Meeting 1. Proposed Conceptual Master Plan - Saratoga Civic Center 2. Long Range Staff and Organizational Planning 3. Parking District #3 Development 4. Village Plan Implementation 5. Five Year Capital Projects Plan 6. Proposed Commentary on Final Grand Jury Report on City - County a Investments 7. Adjourn to 6:00 p.m., September 30, 1987 - City Manager Evaluation i O� REPORT TO MAYOR AND CITY COUNCIL DATE: 9/25/87 Study Session: 9/29/87 SUBJECT: Long Range Staff and Organizational Planning ------------------------------------------------------------------------ BACKGROUND As a part of our goals and priorities which evolved from the 1986 Policy Development Conference, the Finance Advisory Committee asked the City Council to have staff take a look at our staffing and space needs for the long term, beyond five years. When the final list of priorities to accomplish for fiscal 1986 -87 was adopted by the Council, a space and staff study was included in the list. Several months ago I asked the various departments to consider, given our demographics; our potential ultimate size in terms of both space and people and build out of the City, and what staffing level they felt would adequately serve the City into the next century. (Sounds impressive but easy to do when that's only 12 years away.) Based on these estimates, a space needs study and Civic Center Master Plan has been developed by the Planning Department and is contained in a separate report. It is not the purpose of this report to review that effort, but rather to relate in some detail the staffing proposals made by management, some of my ideas and reactions to the proposals, some discussion about organizational arrangements, and some timing issues relative to possible staffing changes in the future. ANALYSIS Actually, a significant change to staffing has already started with approvals for several staff changes in the current organization. This year we brought the plan check function in house, recreated full time staff for public works inspection, and strengthened our financial capacity by shifting from a part -time volunteer to a half -time professional accountant to assist the Finance Director. So current and proposed staffing by departments is as follows: i Subject: Long Range Staff and Organizational Planning Page 2 September 25, 1987 Deuartment Position Current Proposed City Manager's Manager 1 1 Office Administrative Asst. 1 1 Deputy City Clerk 1 1 Secretary 1 1 Receptionist 1.1 1.1 Intern .5 .5 Total 5.6 5.6 Community Services Director 1 1 CSO 2 3 Clerical 0 1 Adm. Asst. 0 1 .Total -6 Planning Director 1 1 Associates 2 2 Assistants 3 3 Secretary & Clerical 1.5 2 Total 7.5 8 Recreation Director 1 1 Recreation Supervisor 1 1.5 Secretary & Clerical 1.75 2 Volunteer Coordinator .5 .5 Total 4.25 5 Finance Director 1 1 Account Clerk 2 3 Accountant .5 .5 Total 3.5 Engineering City Engineer 1 1 Secretary & Clerical 2 2.5 Asst. Civil Engineer 1 2 Sr. Engineer Technician 1 1 Public Works Inspector 1 1 Chief Building Inspector 1 1 Plans Examiner 1 1 Building Inspector 3 3 Housing Inspector 0 1 Total 11 13.5 Subject: Long Range Staff and Organizational Planning Page 3 September 25, 1987 Department Position Current Proposed Maintenance Director 1 1 Division Heads 2 2 Secretary & Clerical 2 2 Leadworker 1 2 Street Mtc. Workers 6 7 Park Mtc. Workers 7 7 Japanese Gardener 1 1 Japanese Garden Caretaker .75 1 Custodian 2 2 Admin. Assistant 0 1 Total -22.75 26 Department by department, these are my initial reactions to the proposed future staffing: City Manager's Office: No change is proposed Community Services: Add one CSO, one clerical and one administrative assistant. I would agree that an additional CSO is probably warranted as is the clerical support if the third CSO is approved. I see no justification for the department or any other to have an administrative assistant. I think the clerical person could probably be shared with Finance.. Planning: Add one -half of a clerical spot increasing from 1.5 to 2 FTE. While I agree the department has a heavy workload, until we see the affect of design review, I remain skeptical of this addition. Recreation: Add a part -time sports director and increase clerical to 2 FTE from 1.75. As we continue to expand our programming and begin to reach into the adult sports area, these two changes would appear to make good sense. Finance: Add a third account clerk. This suggestion requires greater study. If the 3rd CSO is hired, I think a good alternative to look at is to split the clerical support between the CSO's and Finance. If Finance needs more number crunching help, then the accountant could be moved from 1/2 time to a greater percentage or a job sharing arrangement could.be set up with two, one -half time employees. Subject: Long Range Staff and Organizational Planning Page 4 September 25, 1987 Engineering: Proposal is to add one -half clerical person, a second civil engineer, and a housing inspector. These additions would also require further study and depend on increased levels of activity in building and capital projects which is highly speculative both now and in the future. Maintenance: Proposal is to add one lead worker, two street maintenance workers, one administrative assistant and make the Japanese Garden Caretaker a full -time position. I agree that there should be a lead worker not only in the street division but in the parks and building division as well. First, to train a replacement for the divison head for possible promotion, and second to have a designated backup person when the divison superintendent is off the job. The added street maintenance workers will probably be justified some time in the future as the number of miles of streets continues to climb. I see no need for an administrative assistant, now or in the future. Increasing the caretaker slot to full time probably is in the cards given the long - range expansion plans and increasing attendance at the Gardens as they become better and better known. An associated issue which doesn't relate to staffing but to internal relationships in the department is the way we now classify the street and park maintenance positions. The III position is actually used to reward someone for special skills and exists only on the parks side of the organization. On the street side, there is only the leadworker position. In the one case special skills are recognized, and in the other the existence of supervisory responsibilities. The I and II positions, if you read the job descriptions, only differentiate on the basis of skill and experience not responsibility; yet we limit the number of II's despite how qualified to be rated as II's some of the I's may be. This can cause turnover problems, work assignment problems, and morale problems - -all of which can lead to general labor problems. I suggest that in addition to creating a parks leadworker position that we do away with the III's and create job titles of Street Maintenance Specialist for the traffic control maintenance worker and the title of Facilities Maintenance Specialist for our jack of -all- trades Park Maintenance Worker III. I would remove the limitation on the number of Is and II's and establish instead a promotional exam based on experience with the City, performance reviews and passing a practical skills examination. Subject: Long Range Staff and Organizational Planning Page 5 September 25, 1987 Turning now to organizational structure. I think we still have some coordination problems which could be improved on, but whether we need to reorganize to solve these problems is not so clear. In an idealized environment, given the nature of Saratoga's operations, my preferred organization would look like this: City Manager Asst. City Mgr. Public Finance) Leisure Community Works Services Development Streets)) Parks IlEngineerin Inspection{ Planning & Bldes. The Assistant City Manager would handle the Community Services Director responsibilities and general management support. Public Works would have three divisions, Streets, Parks and Buildings, and Engineering; the latter without a division head but perhaps working under a deputy public works director. Finance and Leisure Services would remain unchanged. Community Development would combine building and planning, each with a division chief or with only a building division chief. Having put forth the preferred arrangement, let me suggest that with our current mix of personnel only some of this would prove to be effective. Given the nature of the current management team, I am confident that it doesn't matter too much how we are organized; we can work out internal mechanisms to improve interdepartmental problems with communication and coordination. So in my view, there is no compelling need for further organization. Long Range Staff and Organizational Planning Page 6 September 25, 1987 FINDINGS AND CONCLUSIONS In order of timing I would think the following actions should be examined and undertaken: 1. By 7 -1 -88 complete internal arrangements in the Maintenance Department to be implemented by 1 -1 -89. 2. Hire a 3rd CSO and at least a Dart -time clerk typist, to occur as soon as space is available at City Hall (assume summer of 1990). Option would be to provide space in office used by intern and withhold internships until building is expanded. CSO to come on board in fall of 1988 with clerical assistance at same time. Would need to consider whether designating one of the existing CSO's as a lead person would be advisable. 3. Added sports supervisor for leisure programs. We will probably know by the spring of 1990 whether this position will need to be created. These three items, then, seem to me to be those which should be closely examined in the next two- to three -year time frame. The others can await developments to see if they prove to be necessary. Harry R,4VPeacock jm MAINTENANCE DEPARTMENT INPUT TO: _ CONCEPTUAL CIVIC CENTER COMPLEX MASTER PLAN CURRENT FUTURE STAFFING .(Regular) STAFFING (Regular) 1 . -.. Director 1 - Direc #or. 2 - Division Heads 2 - Division Heads .' 1 - Secretary 1�..�A,�...��r; .; � 1 Dispatch /Clerk Typist 1 —Secretary i - Division Leadworker i - Dispatch /Clerk Typist 2 - Street Mtc. Workers II 2 - Division Leadworkers 3 - Street Mtc. Workers I 5 - Str. Mtc. Workers I 1 - Traffic Cntrl. Mtc. Worker II 1 - Trfc. Cntrl. Mtc. III 1'- Park Mtc. Worker III 1 - Trfc. Cntrl. Mtc. I & 1 - Park Mtc. Worker II 1 = Park Mtc. Worker III 5 - Park Mtc. Workers I 6 —Park Mtc. Workers I & II 1 - Japanese Garden Specialist 1 - Japanese Garden Specialist. ' 3/4 Japanese Garden Caretaker 1 - Japanese Garden Caretaker 2 - Building Custodians, 2 - Building Custodians 22 3/4 26 " (Temporary) (Temporary) 2 - Street Maintenance Workers 3 - Street.Maintenance Workers 2 - Hakone Weekend Workers 2 - . Hakone Weekend Workers'';::- .;'.: -:' -4 - PSP Satellite Workers 5 - PSP Satellite Workers INTERIOR SPACE REQUIREMENTS OFFICE OFFICEf Iii Director - Desk, desk chair, Director - Same,,.less drafting 2 visitors - chairs, drafting table, table and chair.. 'drafting chair, credenza, small table, computer. Street SuoerVisor - Desk, desk _Street Supervisor = (same) chair, 2 visitor chairs, reference table, 2 filing cabinets. Parks Supervisor - Desk, desk _Parks Supervisor - chair, 2 Visitor chairs, 2 book .(same) shelves, 2 file cabinets. �. r� pi run, ote, Secretary - Desk, desk chair, Secretary - Same, plus 1 visitor visitor's chair, 2 file cabinets, chair., filing cabinet. ..l 1 2- drawer file cabinet, bookshelf, typewriter/stand,-computer, printer. Dispatcher /Clerk Typist - Desk, Dispatcher /Clerk Typist - (same) desk chair, 1 filing cabinet, base radio counter, typewriter /stand: Unused Office - Filing cabinet, Administrative /Tech: Asst - book "shelves, wall table, map. Desk, desk chair, 2' racks. visitor's chairs, book Shelves, 1 filing cabinet, drafting table, 'drafting chair, map racks, computer & printer. Men's Restroom Men's Restroom - (same) Women's Restroom Locker Room Locker Room - (same) WORK AND STORAGE SPACE WORK AND STORAGE SPACE 4 - Equipment Service Bays 4 - Equipment Service Bays' Workbenches, storage lockers, oil (Same - should be larger.) dispensers, floor storage, floor work area. Material Storage Material Storage (Same - should be larger.) EXTERIOR SPACE REQUIREMENTS PARKING AREA PARKING AREA Visitor, Administration, & Work (.Same - should be larger.) Vehicles, material storage &.handling, fuel storage & dispensing, equipment storage, trash handling & transfer. j(4q t, l `q$ 7 Planning Department space requirements are based on the staffing level outlined below. This level is not expected to change. Planning Director (1) Associate Planner (2) Assistant Planner (3) Administrative Assistant (1) Secretary (1) Volunteers (1 -3) Current space requirements Planning Director - desk, desk chair, credenza, two visitors chairs, bookshelf. Associate Planner (A) - desk, desk chair, visitor chair, bookshelf, end table. Associate Planner (B) - desk, desk chair, bookshelf. Assistant Planner (A) - desk, desk chair, bookshelf. Assistant Planner (B) - desk, desk chair, work table. Assistant Planner (C) - desk, desk chair. r Volunteer - desk, desk chair. roW� + - desk with typing table attached, desk chair, credenza, computer table, computer chair, 2- drawer file cabinet. Secretary - desk with typing table attached, desk chair, computer table. General Office - 3 bpok cabinets, work table, drafting table, nine 4-drawer file cabinets, 3 map storage boxes, two wall -hung map files, one G -shelf bookshelf, meeting table with 6 chairs, counter /cabinets /shelves for miscellaneous and application material storage, two drafting chairs. Anticipated future needs include: - Light table - Tables and chairs for lettering machine, computer and microfilm render - Larger work spaces and aw lls (instead of partitions) for planners. R 0 ENCINEERINC DIVISION CONCEPTUAL CIVIC CENTER COMPLEX MASTER PLAN CURRENT Staffing 1 - City Engineer 1 - Secretary 1 - Assistant Civil Engineer 1 - Senior Engineering Technician 4 FUTURE Staffing 1 - City Engineer 1 - Secretary 2 - Assistant Civil Engineers 1 - Senior Engineering Technician 1 - Public Wanks inspector 6 INTERIOR SPACE REQUIREMENTS OFFICE City Engineer - Desk, desk chair,_ 2 visitor chairs, table, credenza, small table, coat rack. Secr._ etary - Desk, desk chair, computer table, computer, printer, computer chair, two shelf cabinet. Assistant Civil Engineer - Desk, desk chair, drafting table, drafting table chair, side table, book shelves, 3 working map boxes. Senior Engineering Technician Desk, desk chair, bookcase, files, cal- culator and stand, storage closet, visitor chair. Public Works Inspector Nothing.. General Office ..4 -5 drawer files, 3 -5 drawer flat 'files, hanging map file, tube map file. City Engineer - s4pie plus computer. Secretary - same but updated plus free standing bucket file. Assistant Civil Engineer Double of each plus reference table., 2 visitor Chairs. Senior Engineering Technician Same plus drafting table, ref- erence table, map file. Public Works Inspector Desk, desk chair, drafting table and chairo map file. General Office same & 375 drawer flat file, I hanging map fila. -mow TO: YUCHUEK HSIA FROM: PATRICIA SHRIVER SUBJECT: CONCEPTUAL CIVIC CENTER COMPLEX MASTER PLAN = aa= aacaa=. c. �== c== aa= oa= a. n.. agaaoo= c000a= oaam= .a.aaa= =aaaoaaasaa.asaaas In response to your request I have prepared the attached listing as my estimate of resource needs for the next 15 years. Notable Chan es are: g (a) the addition of (1) clerical position for cash depositing, reporting, control, and revenue.ana.lysis. This will require additional work space estimated at 64 sq ft. (b) the addition of a computer work station to allow for the separation of Fund Accounting and Payroll functions. (c) conversion to a built in floor safe eliminating the vault safe and its requirement for floor space. (d) addition of a micro fiche reader to allow conversion from paper records to fiche files. STAFF PAYROLL CLERK ACCOUNTS PAYABLE CLERK CASH REC /REV CLERK ACCOUNTANT FINANCE .DIRECTOR SPACE CURRENT PAYROLL CLERK ACCOUNTS PAYABLE CLERK ACCOUNTANT FINANCE DIRECTOR FUTURE (kDV11-1 eN *&, 5PAt—e1g4IJO 4 CASH .REC /REV CLERK ONE ADDITIONAL WORK ONE ADDITIONAL WORK STATION APPROXIMATELY STATION APPROXIMATELY 8FT SQ ( +64 SQ FT) 8FT SQ ( +64 S,Q FT) WORK SPACE FOR AUDITORS SMALL CONFERENCE ROOM (500 HRS AUGUST /SEPT) FURNITURE & EQUIPMENT CLERICAL: DESK, CHAIR, CLERICAL: DESK, CHAIR, CLERICAL: DESK, CHAIR, TYPEWRITER, CALCULATOR, TYPEWRITER, CALCULATOR, TYPEWRITER, CALCULATOR,. PHONE (3 OF EACH) PHONE (2 OF EACH) PHONE (1) VERTICAL FILES (4) VERTICAL FILES (4) STORAGE CABINET STORAGE CABINET HORIZONTAL FILE (2) HORIZONTAL FILE (1) HORIZONTAL FILE (1) COMPUTER WORK STATION(3) COMPUTER WORK STATION(2)COMPUTER WORK STATION(1) ACCOUNTANT: DESK, A.000UNTANT: DESK, CHAIR, COMPUTER, PHONE CHAIR, COMPUTER, PHONE CALCULATOR CALCULATOR FINANCE DIRECTOR: DESK, FINANCE DIRECTOR: DESK, BOOKSHELF., CREDENZA, BOOKSHELF, CREDENZA, SIDE CHAIRS (2), CHAIR SIDE CHAIRS (2), CHAIR MICRO FICHE READER MICRO FICHE READER SAFE (1) VAULT FLOOR SAFE OTTE 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 867 -3438 MEMORANDUM RECEWED JUN 8 1987 TO: Planning Director PLANNING DEPT. DATE: June 8, 1987 FROM: Recreation Superintendent SUBJECT: Future Needs of Community Center ---------------------------------------------------------------- Per your memo, listed below is the short term and future needs of the Community Center. A. Short Term Needs 1. Larger parking lot 2. A better computer system and one new computer for the Community Center main office. 3. Better lighting in the Community Center,main office. 4. Building modifications: a. Enlarge the Dance Studio /Meeting Room b. Modify the Snack Bar with accordian doors to allow for privacy C. Enlarge the Community Center main office B. Future Staffing Needs 1. Additional staff: a. Part time sports coordinator b.. Clerical C. Future Equipment Needs 1. 2 desks 2. 2 file drawers 3. 5 office chairs 4. Entry lobby furniture 5. 1 typewriter Information regarding the Volunteer Office is attached. with you to elaborate on the needs listed above. Thanks, an Pisani JP:pe I would appreciate meeting ' SPACE REQUIREMENTS INFORMATION VOLUNTEER PROGRAM EXISTING: FURNITURE & EQUIPMENT 1 Desk 1 Desk with attached typewriter 1 File Cabinet 1 Card table 1 Table 1�' x 4' 3 Chairs 1 Typewriter stand EXISTING: STAFF 1 Volunteer Coordinator 0 -2 +Volunteers at any given time FUTURE PLANS: FURNITURE & EQUIPMENT 2 Desks 1 -2 File cabinets 1 Work table 6' x 2�' 1 Computer table 1 Computer with printer 1 Typewriter 1 Typewriter stand 5 -6 Chairs 1 Storage cabinet FUTURE PLANS: STAFF 1 Volunteer Coordinator 2 -4 +Volunteers at any given time 6/87 CU] 1- 1- 3- `` 1 . BUILDING INSPECTION DIVISION SPACE REQUIREMENTS STAFFING ZRENT • Chief Building Inspector • Plans Examiner • Field Building Inspectors Secretary FUTURE 1 - Chief Building Inspector 1 - Plans Examiner 3 - Field Building Inspectors 1 — Housing Inspector 1h- Secretaries INTERIOR SPACE REQUIREMENTS OFFICE CURRENT Chief Building Inspector - Desk, desk chair,.visitors chair,.drafting table, drafting chair, 4 drawer filing cabinet, 4 shelve book shelf, large cradenza, typewriter table, small end table. Building Inspector (A) - Desk, desk chair, privacy panel. Building Inspector (B) - Desk, desk chair, 3 drawer filing cabinet, privacy panel, visitors chair. Building Inspector (C) - Office desk, writing desk, desk chair, book shelve, chalk board, privacy panel, 2 drawer filing cabinet. Plans Examiner - Writing desk, chair, drafting table. Secretary - Secretary desk, chair. General Office - 6 book shelves, twelve 5 drawer filing cabinets, computer table, micro film reader table (large), copy machine, 300 Linear•feet of 36" deep shelf space. j FUTURE INTERIOR SPACE REQUIREMENTS Chief Build' Inspector - Same as current requirements l % 4 drawer filing cabinet and 1 book case, P Us one E Luilding Inspector (A) _ S'' ame as current plus 1 cabinet, P - 2 drawer fling Building Ins ector (B) - Same as current. Building ns ector (C) -.Same as current minus writing work table. g desk plus .Plans Examiner - Work table/drafting able drafting chair, desk, desk chair g 2 room dividers,• drawer "filing.' , computer, computer table, 4 g. cabinet, 2 book cases. Housing Inspector - Desk, desk chair, book shelf cabinet, privacy panel. 4 drawer filing Secretary (1�) - Two secretary desks, 2 chairs 2 General Office e) - S tYPewriter..tables. Futur ( Same as current plus 2 book shelves. 0�uw Qq 0&MkiVQX5& 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 887 -3438 MEMORANDUM TO: Yuchuek Hsia - Planning Director DATE: June 8, 1987 FROM: Todd W. Argow - Community Services Director SUBJECT: Conceptual Civic Center Complex Master Plan ---------------------------------------------------------------------------- - - - - -- This is in response to your memorandum of May 26, 1987, requesting my depart- ment forecast its future space needs. SHORT TERM (Within next 5 years) By the year 1992, both Community Service Officers (CSO's) should have offices located at City Hall. The CSO's were originally located at the Sheriff's substation because law enforcement was the primary responsibility of the CSO's and it was the only place where space was available. Now the primary focus of the CSO program has turned to code enforcement, and more effective use of their time would be realized if they were located at City Hall. A third CSO is also a possibility in this time period. With regards to equipment, two computer terminals would be useful; one for code enforcement, and the other for tracking garbage, false alarms, cable television, and other complaints. There is a possibility that an Administrative Assistant may be authorized in the Community Services Department by the year 1992 to assist with the volume of work and relieve the director of administrative detail. No such proposal, however, is contemplated in the near future. The administrative assistant would require office space, but would have no other unusual equipment needs. An additional secretary to provide clerical support to the Community Services Director and CSO's, while also providing break, sick leave, and vacation relief to both receptionists and the City Manager's office would improve the efficiency .of all of the above functions. This position should be centrally located near the other functions to which it is expected to provide support. The emergency preparedness administrative office shoe the other general administrative offices, especially Services Director. A large office with lots of wall board wall covering) for placement of maps and other what would be needed (maps would be relocated to the emergency). ald be located closer to that of the Community space (a bulletin important documents is EOC in the event of an Conceptual Civic Center Complex Master Plan LONG TERM (Within next 15 years) Page 2 6/8/87 Given the slow and limited growth potential of the Saratoga community, not much additional expansion is anticipated in the Community Services Department by the year 2002, except for a fourth CSO. Contact me if you have any questions. Todd W. Argo TWA;ps y, FUTURE STAFFING AND SPACE NEEDS PROPOSAL OFFICE OF CITY MANAGER City Manager - desk, credenza, bookcase, desk chair, conference table and 5 chairs Administrative Assistant - ,desk, desk chair,credenza book case, 2 filing cabinets, computer and tables, 2 side chairs, office with walls and door for conducting sensitive personnel matters. An alternative to 2 filing cabinets would be a storage unit An a nearby area for storing our personnel forms, booklets, etc. Administrative Secretary - chair,typewriter, transcription machine Deputy City Clerk - six feet of work surface, typewriter surface, six feet of filing space, 8 feet of shelf space, steno chair, guest chair, bookcase for codes, access to vault, computer w /table or access to same. Intern - desk, chair, bookcase, 2 side chairs, Receptionist - desk and chair, more shelf space, a bookcase,for the corner, more work surface space. &) rLW ur-;' 4 o /,�j X& -WJAJj AA--1 1- e4 Cry CITY OF SARATOGA C A P I T A L I M P R O V E M E N T S P L AN - - - - - -- ------ - - - - -- - - -- FY 1988 - FY 1992 Adopted: September 29, 2987 Revised: May 7, 1988 CASII FLOW MODEL FY1988- FY1992 FY1988 FY1989 FY1990 FY1991 FY1992 TOTAL OPENING FUNDS BALANCE $6,524,020 $6,835,622 $6,967,242 $5,597,838 $4,093,142 $6,524,020 REVENUES $7,767,466 $11,347,224 $8,017,406 $8,000,383 $7,931,337 $43,063,816 OPERATIONS EXPENSE $6,411,437. $6,728,199 $6,859,110 $7,201,078 $7,560,682 $34,760,507 CAPITAL PROJECTS $1,044,427 $4,487,405 $2,527,700 $2,304,000 $1,052,000 $11,415,532 TOTAL BUDGET $7,455,864 $11,215,604 $9,386,810 $9,505,078 $8,612,682 $46,176,039 CLOSING FUNDS BALANCE $6,835,622 $6,967,242 $5,597,838 $4,093,142 $3,411,797 $3,411,797 FUND BALANCE REQUIREMENT $3,205,719 $3,364,100 $3,429,555 $3,600,539 $3,780,341 DIFFERENCE $3,629,903 $3,603,142 $2,168,282 $492,603 ($368,544) ROADS $467,800 $630,800 $883,100 $514,000 $464,000 $2,959,700 BRIDGES $45,795 $595,705 $599,600 $280,000 $60,000 $1,581,100 MEDIANS & PARKS $95,111 $957,600 $480,000 $850,000 $100,000 $2,482,711 BUILDINGS $385,721 $208,600 $540,000 $660,000 $420,000 $2,214,321 VILLAGE $50,000 $2,094,700 $25,000 $0 $8,000 $2,177,700 TOTALS $1,044,427 $4,487,405 $2,527,700 $2,304,000 $1,052,000 $11,415,532 CAPITAL IMPROVEMENT PROJECTS BY PROGRAM BY YEAR BRIDGES 905 QUITO $1,395 $595,705 $599,600 $1,196,700 925 SARATOGA CREEK /WWOOD PARK $44,400 $44,400 953 PIERCE $250,000 $250,000 962 PED FACILITIES $30,000 $50,000 $90,000 TOTAL PROGRAM $45,795 $595,705 $599,600 $280,000 $60,000 $1,581,100 ------------------------------------------------------------ - - - - -- MEDIANS & PARKS 901 CONGRESS SPRINGS PARK 87 -88 88 -89 89 -90 90 -91 91-92 TOTAL ROADS $74,832 922 QUITO HOP $1,700 $16,000 $17,700 909 PMS $442,200 $441,000 $440,000 $440,000 $440,000 $2,203,200 920 BOHLMAN $2,900 $76,200 $12,700 $43,600 $12,700 $79,100 921 CONTROLLER $22,700 $23,600 $24,000 $24,000 $24,000 $118,300 930 PIERCE /S.S.SIGNAL WILDWOOD PARK $50,000 $30,000 $30,000 963 $50,000 941 SARAHILLS $500,000 $40,000 $169,100 $450,000 $209,100 951 SIGNAL SEAGULL $36,809 $110,000 $110,000 952 SIGNAL KIRKMONT $110,000 $110,000 961 SIDEWALKS ARTERIALS $30,000 $50,000 $80,000 TOTAL PROGRAM ------------------------------------------------------------------- $467,800 ------------------------------------------------------------- $530,800 $883,100 $514,000 $464,000 $2,959,700 - - - - -- BRIDGES 905 QUITO $1,395 $595,705 $599,600 $1,196,700 925 SARATOGA CREEK /WWOOD PARK $44,400 $44,400 953 PIERCE $250,000 $250,000 962 PED FACILITIES $30,000 $50,000 $90,000 TOTAL PROGRAM $45,795 $595,705 $599,600 $280,000 $60,000 $1,581,100 ------------------------------------------------------------ - - - - -- MEDIANS & PARKS 901 CONGRESS SPRINGS PARK $5,175 $5,175 907 LANDSCAPING SS RD $74,832 $74,832 922 QUITO HOP $1,700 $16,000 $17,700 923 SS NORTH $352 $500,000 $500,352 924 SS SOUTH $352 $350,000 $350,352 925 ELVA/SHADOW OAKS $12,700 $43,600 $12,700 945 QUITO PARK $91,500 $91,600 954 FRUITVALE MEDIAN $450,C00 $450,000 955 WILDWOOD PARK $30,000 $30,000 963 PROSPECT MEDIANS $400,000 $100_,000 $500,000 964 KEVIN MORAN $450,000 $450,000 TOTAL PROGRAM $95,111 $957,600 $480,000 $850,000 $100,000 $2,482,711 ------------------------------------------------------------ - - - - -- BUILDINGS TOTAL PROGRAM $385,721 $208,600 $540,000 $660,000 $420,000 $2,214,321 ------------------------------------------------------------- - - - - -- LIBRARY HANDICAP ACCESS 1 ($488) ($488) 907 SR CENTER ADDITION $310,000 $310,000 927 GOVT BLDG HDCP $2,400 $25,000 $27,400 928 THEATER SOUND SYSTEM $17,000 $17,000 929 COMPUTER UPGRADE $20,000 . $20,000 946 COMM CENTER REMODEL $43,600 $43,500 956 CITY HALL EXPAND $60,000 $540,000 $600,000 965 CORP YARD $10,000 $90,000 $100,000 966 COUNCIL CHAMBERS $60,000 $540,000 $600,000 972 THEATER ADDITION $10,000 $30,000 $390,000 $430,000 973 LIBRARY LANDSCAPE $30,000 $30,000 931 CIVIC CENTER LANDSCAPING $36,809 $36,809 TOTAL PROGRAM $385,721 $208,600 $540,000 $660,000 $420,000 $2,214,321 ------------------------------------------------------------- - - - - -- TOTAL ANNUAL C.I.P. $1,044,427 $4,487,405 $2,527,700 $2,304,000 $1,052,000 $11,415,532 87 -88 88 -89 89 -90 90 -91 91 -92 TOTAL VILLAGE 908 P.D. 3 $50,000 $1,850,000 $1,900,000 947 3RD ST PLAZA $44,700 $44,700 948 BIG BASIN RECONSTRUCT $200,000 $200,000 958 4TH ST SIDEWALK $15,000 $15,000 951 STREET TREES $10,000 $10,000 974 PED PLAZA ------------------------------------------------------------------- $8,000 $8,000 TOTAL PROGRAM $50,000 $2,094,700 ------------------------------------------------------------- $25,000 $0 $8,000 $2,177,700 - - - - -- TOTAL ANNUAL C.I.P. $1,044,427 $4,487,405 $2,527,700 $2,304,000 $1,052,000 $11,415,532 CAPITAL IMPROVEMENT PLAN SOURCES AND APPLICATION OF FUNDS 10/26/87 PROJECT FUND GEN'L GAS TAX SR. CENTR HCDA PARKING TRAFFIC ASSSSMNT STATE PARK TOTAL FY 1987 -88 BONDS DST. BOND SAFETY DISTRICT PK BONDS DEVELPMNT 901 Congress Springs Park $5,175 $5,175 Landscaping S.S. Rd. $74,832 $74,832 Library Handicapped Access ($488) ($488) 923 SS North $352 $352 924 SS South $352 $352 905 Quito Rd Bridge $1,395 $1,395 907 Sr Cntr Addtn(907) $119,000 $100,000 $91,000 $310,000 908 Parking Dist 3(908) $50,000 $50,000 909 Pvmt Mgmt(909) $442,200 $442,200 920 Bohlman Rd(920) $2300 $2,900 921 Trfc Cntrlr(S21) $22,700 $22,700 922 Quito Pk Hndcp Accss(922) $1,700 $1,700 925 Lndscp Cnyn Vw & Shdw Oks(925) $12,700 $12,700 926 Wldwd Pk Brdg(926) $44,400 $44,400 927 Hndcp Accss Gov't Bldg(927) $2,400 $2,400 928 Thtr Sound Sys(928) $17,000 $17,000 929 Cmptr Upgrd(929) $20,000 $20,000 930 Pierce Rd Sgnl(930) $0 $D 931 Civic Center Landscaping $36,809 -- - - - - - - - - - - - - - $36,809 $340,027 - - - - - $442,200 $100,000 - - - - - - - - - - - - - - - $139,500 - - - - - - - - - $0 - - - - - - - - - - -------- - - - - -- $22,700 $0 $0 $0 $1,044,427 FY 1988 -89 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 905 Quito Rd Brdg(905) $58,315 $537,390 $595,7051 908 Parking Dist 3(908) $437,167 $1,412,833 $1,850,000 920 Bohlman Rd(920) $76,200 $76,200 922 Quito Pk Hndcp Accss(922) $16,000 $16,000 923 Med Lndscp S/S Rd(923) $100,700 $399,300 $500,000 924 Med Lndscp S/S Rd(924) $350,000 $350,000 927 Hndcp Accss Gov't Bldg(927) $25,000 $25,000 930 Pierce Rd Sgnl(930) $)O,000 $SC,Ou0 U 94n Pvmt Mgmt(940) $441,000 4 n ^ "nn $4Y I,VVV 941 Sarahills Dr(941) $40,000 $40,000 921 Trfc Cntrlr(921) $23,500 $23,600 945 Quito Park(945) $81,000 $10,600 $91,600 946 Comm Cntr Remdl(946) $43,600 $43,600 947 Third St Plaza(947) $44,700 $44,700 956 City Hall Addtn(956) $60,000 $60,000 957 Big Basin Way(957) $200,000 $200,000 965 Corp Yd Offices(965) $10,000 $10,000 966 Council Chamber Const(966) $60,000 $60,000 972 Theatre Addition(972) $10,000 -- - - - - - - - - - - - - - - - - - - - $10,000 $1,519,582 $978,390 $0 $41,000 - - - - - $1,457,533 - - - - - - - - - - - - - ---- - - - - -- $0 $399,300 $81,000 $10,600 $4,487,405 FY 1989 -90 941 Sarahills Dr(941) 944 Quito Rd Brdg(944) 950 Pvmt Mgmt(950) 921 Trfc Cntrlr(921) 951 Seagull @ S/S Rd Sgnl(951) 952 Kirkmont @ S/S Rd Sgnl(952) 954 Med Lndscp Fruitvale(954) 955 Wildwood Pk(955) 956 City Hall Addtn(956) 958 Fourth St Sdwlk(958) 951 Arterial St Sdwlks(961) 967 Village St Trees(967) FY 1990 -91 953 Pierce Rd Bridge(953) 960 Pvmt Mgmt(960) 921 Trfc Cntrlr(921) 961.Arterial St Sdwlks(961) 962 Brdg Ped Facilities(962) 963 Med Lndscp Prospect(963) 964 Kevin Moran Pk(964) 965 Corp Yd Offices(965) 966 Council Chamber Corst(966) 972 Theatre Addition(972) FY 1991 -92 970 Pvmt Mg6it(970) 921 Trfc Cntrlr(921) 962 Brdg Ped Facilities(962) 971 Med Lndscp Prospect(971) 972 Theatre Addition(972) 973 Library Lndscp(973) 974 Ped Plaza Village(974) Total AVG EXPENDITURE PER YEAR GEN`L GAS TAX SR. CENTR HCDA PARKING TRAFFIC . ASSSSMNT STATE PARK TOTAL $169,100 $0 $0 $1,052,000 $4,899,119 $169,100 $59,960 $539,640 - $1,457,533 - - - - - $22,700 - - - - - $399,300 $599,600 - - - - $310,600 $440,000 $979,824 $740,046 $20,000 $440,000 $24,000 $4,540 $79,860 $46,200 $62,120 $24,000 $116000 $110,000 $110,000 $110,000 $450,000 $450,000 $30,000 $30,000C $540,000 $540,000 $15,000 $15,000 $30,000 $30,000 $10,000 $10,000 - - - - - $1,318,960 -- - - - - - - - - - - - - - $1,009,640 $0 - - - - - - - - - - - - - - - $30,000 - - - - - - - - - - - - - - - - - - - - - - - - $0 $0 $0 $0 - - - - - - - - - - - - - - - -------- - - - - $0 - - - - -- $2,527,700 - - - - -- $250,000 $250,000 $440,000 $440,000 $24,000 $24,000 $50,000 $50,000 $30,000 $30,000 $400,000 $400,000 $150,000 $300,000 $450,000 $90,000 $90,000 $540,000 $540,000 $30,000 -- - - - - - - - - - - - - - - - - - - $30,000 $1,084,000 -- - - - $770,000 $0 - - - - - - - - - - - - $0 - - - - - - - - - - - - - - -. - - - - - - - - $C $0 $0 $150,000 - - - - - - - - - - - - - - - - - - - - - - $300,000 - - - - - - - - -- $2,304,000 - - - - - - $440,000 $440,000 $24,000 $24,000 $60,000 $60,000 $100,000 $100,000 $390,000 $390,000 $30,000 $30,000 $0,000 $8,000 $552,000 - - - - - $500,000 - - - - - $0 - - - - - $0 - - - - - $0 - - - - $0 $0 $0 $0 $1,052,000 $4,899,119 $3,700,230 $100,000 $210,500 - $1,457,533 - - - - - $22,700 - - - - - $399,300 - - - - $231,000 - - - - $310,600 - - - - -- $11,415,532 $979,824 $740,046 $20,000 $42,100 $291,507 $4,540 $79,860 $46,200 $62,120 $2,283,106 PAVEMENT MANAGEMENT PROGRAM (Reconstruction) This program established to take care of deferred maintenance to the City's street system. The reconstruction portion of this program is dependent on revenues primarily from the Utility Users Tax. Continuance of the program, therefore, is dependent on the continuance of that revenue source after the current authorization runs out. For the program to be implemented the annual appropriation must be of the magnitude of nearly a half million dollars. This will fund reconstruction projects as defined by the computerized program. BOHLMAN ROAD SLIDE The landslide on Bohlman Road just south of Norton took place in the late 1960'x. This slide has reduced the roadway width to a single - lane: Reconstruc- tion of this slide area will re- establish this area sa as two -lane facility. TRAFFIC SIGNAL CONTROLLER REPLACEMENT PROGRAM The State of the Art in traffic signal controllers is always changing. With each update some of the existing equipment in place in the field becomes obsolete. Manufacturers stop production of replacement parts and eventually the equipment cannot be repaired. This program addresses this problem by incremental replacement of existing equipment over several years to update all such facilities under cities' juris- diction. This year's programs involves Quito /Pollard, Quito /Allendale & Saratoga /Cox. QUITO ROAD BRIDGES There are four bridges along Quito Road over San Tomas*Creek which are deficient in to widtth, alignment, structurally and /or erosion. This program provides for the replacement of these.structures over a period of years. 80% federal funding is being applied for to assist and speed up this program. The balance will be shared by Saratoga, Monte Sereno, Los Gatos, and Santa Clara Valley Water District. The program envisions replacements of 2 bridges a year over a 2 yer period. SARATOGA CREEK BRIDGE This bridge will provide handicapped access between the Village Parking District #1 and the Wildwood Park. Currently there is no parking adjacent to the park to provide for ready handicapped access. With the installation of this bridge and its proper approaches the handicapped would be more able to utilize this public park. CONGRESS SPRINGS PART: This park improvement was essentially completed in a prior year with final payment being made in this fiscal year. LANDSCAPING SARATOGA- SUNNYVALE ROAD This landscape project was completed in prior years with final payment being made in this fiscal year. QUITO PARK HANDICAPPED ACCESS This park as currently constructed does not provide facilities which are suited to the handicapped user. This is particularly evident in the picnic area. This program will provide for group picnic areas designated for handicapped accessibility. MEDIAN MASTER PLAN This program is to implement the plan by constructing new landscaped medians along most of the arterial streets and replacing some of the existing medians. The work will be done incrementally over several years and in some instances will require the cooperation of San Jose where the median is along a bordering street. . The work scheduled for the 87 -88 year is the design of the northerly and southerly portions of Saratoga - Sunnyvale Road with construction in the next year of the program so as to complete the medians on this road. ELVA /CANYON VIEW & SARATOGA /SHADOW OAKS There are small areas requiring landscaping to complete a program of intersection reconfiguration for traffic safety. The reconfiguration has created areas which are no longer in the traveled way but are still in the intersection. LIBRARY HANDICAPPED ACCESS Budget adjustment for work performed in prior year. SENIOR CENTER ADDITION Construct a day care center for senior citizens as an addition to the senior center wing. Addition includes kitchen. Fire protection system and area separation included. GOVERNMENT BUILDING - HANDICAPPED ACCESS This is a group of four projects whose purpose is to provide or improve the handicapped access to some of the City's public buildings. It includes modifying Community Center restrooms, installing automatic doors to Senior Center, handrail on ramp to Community Library and ramp to Historic Museums. a7 -s8 Page 3 SOUND SYSTEM IN COMMUNITY THEATER This system is far removed from the State of the Art. While it may have been an excellent system at the time of its installation it no longer fulfills the need. Band aid attempts to upgrade the system have not been successful. The project involves the complete redesign and installation of the system to meet the needs of the users of the facility. Consideration for the hearing impaired will be given. COMPUTER UPGRADE This project is to bring the computer systems in use by City departments more into line with the needs of those departments and the City. It involves the changing of some of the existing computers, printers, storage capacities etc., to provide for a more efficient operation. CIVIC CENTER LANDSCAPING Modify the landscape island in front of City Fall add new landscaping, identification sign and flag poles. VILLAGE PARING DISTRICT #3 When a method of financing these facilities is found that is acceptable to the parties involved this parking lot can be designed and built. in anticipation that such a method will be devised, this year's portion of the project will be the design phase. Construction will take place in subsequent years. Construction will provide for a coordinated parking facility which will replace the several small individual parking lots which currently exist. Circulation will also be enhanced by this construction. PAVEMENT MANAGEMENT PROGRAM Reconstruction; See Comments for !987 -88 BOHLMAN ROAD SLIDE See Comments for 1987 -88 TRAFFIC SIGNAL CONTROLLER REPLACEMENT PROGRAM See Comments for 1987 -88. PIERCE /SARATOGA- SUNNYVALE SIGNAL During "he installation of signals by the developer on the east side of the highway it is appropriate to modify the vertical and 'horizontal alignment of Pierce Road to eliminate the sharp_ charge in grade. SARA:�ILLS DRIVE RECONSTRUCTION Unstable conditions in the Sarahills subdivision have resulted in earth movements that have damaged this area. Several property owners in addition to the City have an interest in this problem. When a cooperative effort has determined a suitable course of action a project can be put together and implemented. QUITO ROAD BRIDGES See Comments for 87 -88 QUITO PARK HANDICAPPED ACCESS See Comments for 87 -88 MEDIAN MASTER PLAN See Comments for 87 -88 Program schedule construction of northerly and southerly. Saratoga - Sunnyvale Road. QUITO PARK FINAL PHASE Final development of this park will include work on the active portions. They will involve the softball field, volleyball court, norsesnoe pits, lighting and provision for an identifiable entrance location. GOVERNMENT BUILDING =ANDTCAPPED ACCESS See Comments for 87 -88 REMODEL COMMUNITY CENTER MEETING ROOM The is an increased need for an expanded area for many of the classes provided in this center, especially the dance classes. Expanding and remodeling the meeting room will help satisfy this need while bringing into more productive use the existing adjacent area. CITY HALL EXPANSION All Citv departments are cramped for space. There isn't anv_ department which has space per employee equal to recognized standards. Conference space is also lacking. Expansion of this facility will allow for some consolidation of personnel and provide for a more efficient layout of offices and service locations. CORPORATION YARD OFFICE EXPANSION This work will be required only if it is decide to not move the Maintenance Director and his secretary to City Hall and provide for them in the City Hall expansion. If it is determined to have these positions remain at the Corporation yard then providing office space and eliminating the trailer space will be possible. COUNCIL CHAMBERS The existing Community Theater has had the additional functions of City Council Chambers and Planning Commission chambers for the past twenty five years. This secondary use has never been totally satisfactory and on several occasions alternate facilities have been discussed. Providing separate Council Chambers with fixed council & Staff seating at the appropriate level will serve the council and community much better than the current arrangement. CIVIC THEATER ADDITION Additional dressing rooms to be constructed along rear of building. This will eliminate the need for the trailer and it can be removed. VILLAGE PARKING DISTRICT #3 See Comments for 87 -88 THIRD STREET PLAZA Village Plan recommends conversion of Third Street to pedestrian plaza. This work should be and will be incorporated into the Village Parking District #3 project. 88 -89 pg 3 BIG BASIN WAY RECONSTRUCTION Caltrans will be reconstruction the pavement on Big Basin Way. As part of that work the City will want certain additional items included that we will probably have to fund. These include traffic signal at Fourth Street, vehicle turn around past Sixth, special crosswalk treatment, some sidewalk treatment, irrigation, lights, etc. Caltrans may also suggest that City participate in the pavement restoration that would be subject to considerable negotiation prior to any such City commitment. a 1989 -90 PAVEMENT MANAGEMENT PROGRAM (Reconstruction) See Comments for 1987 -88. TRAFFIC SIGNAL CONTROLLER REPLACEMENT PROGRAM See Comments for 1987 -88. SARAHILLS DRIVE RECONSTRUCTION See Comments for 88 -89. TRAFFIC SIGNAL S AGULLf SARATOGA- SUNNYVALZ & K7LRK :ONT SARATOGA- SUNNYVA E The construction of landscaped median on Saratoga- Sunnyvale Road between Prospect Road and the SPRR will eliminate the two -way left turn lane and concentrate all turning movement at the intersections with Seagull and Kirkmont. To date these signals have not been warranted but the location of all movements at these locations may necessitate their installation. SIDEWALKS ON ARTERIAL STREET This would begin a program of providing sidewalks along arterial streets where they are deemed necessary but do not currently exist. Prior to establishing this program a city -wide inventory will be required. _UITO ROAD BRIDGES See Comments for 87 -88. MEDIAN MASTER PLAN See Comments for 1987 -88. Fruitvale Avenue median scheduled for this year. WILDWOOD PARK Work to be included at the location included expansion to the picnic area with barbecue pits and tables, additional horseshoe nits and a volleyball court. This will essentially complete the development of this park. CITY _:ALL EXPANSION See Comments for 88 -09 OURTn STREET SIDEWALK{ Provide a pedestrian facility connection between Big Basin Way and Parking District #1 and to Wildwood Park. No such facility currently exists. STREET TREE UPGRADE 89 -90 pg 2 In cooperation with the property owners implement the replacement and in -fill of street trees along Big Basin Way. Details of installation to be per direction of City's horticulturist. in addition, provide power to approximately three locations for illuminating tree plants. 1990 -9i PAVEMENT MANAGEMINT PROGRAM (Reconstruction) See Comments for 1987 -88 TRAFFIC SIGNAL COtiTROLLER REPLACJMENT PROGRAM See Comments for 1987 -88. SID =WAAKS 9,V ARTE:�IAL STR?ET See Comments for 1989 -90. BRIDGE OVER CALABAIAS PIL:iCE ;a CrALET CLOTILD This bridge is narrow essentially ai Of traffic at a time. The traffic on the this bridge be replaced. In addition the supports have been significantly eroded. possibility of obtaining federal funds to construction. PEDESTRIAN rACILI_1ES ACROSS BRIDGES lowing only one direction street requires that existing bridges We will research the assist this Similar to the Sidewalk program this program would be to provide pedestrian facilities on bridges where they are deemed necessary but do not currently exist. A city -wide inventory of these would be required prior to establishment of this program. MEDIAN MASTER PLAN See Comments for 1987 -88. Prospect Median - Titus,to Blaney would be scheduled for this fiscal year. This project area is on a City border and we would anticipate a cooperative project with the City of San Jose. Should they not wish to participate and we wanted to pursue this median then the costs would essentially double. KEVIN MORAN EXPANSION whH e no definite plans have been formulated for upgrading the existing park and developing the balance of the park properly the basic plan will be to move toward a more active park than the current park development. Development will likely include tennis courts, soccer/softball field (regrade some of existing grassed area), group picnic areas, restrooms and small parking area. Completion of the off -site street improvements should be included in any such expansion. CORPORATION YARD OFFICE EXPANSION See comments for 88 -89 COUNCIL CHAMBERS See Comments for 88 -89. CIVIC THEATER ADDITION See Comments for 88 -89. 1990 -91 Pg 2 1991 -92 PAVEMENT MANAGEMENT PROGRAM Reconstruction See Comments for 1987 -88. TRAFFIC SIGNAL CONTROLLER REPLACEMENT PROGRAM See Comments for 1987 -88. PEDESTRIAN FACILITIES ACROSS BRIDE -,S See Comments for 1990 -91. MEDIAN MASTER PLAN See Comments for 1987 -88. Scheduled for this fiscal year is Prospect Road between .English and Lawrence Expressway which will be another joint project with the City of San Jose. CIVIC THEATER ADDITION See Comments for 1988 -89. COMMUNITY LIBRARY LANDSCAPING Landscape the library frontage between the driveway and the corner of Fruitvale Avenue. Extent and type of planting to be determined. PEDESTRIAN PLAZA Completion of the Village Plan with the construction of the 2nd plaza area. This will require the cooperation of the property owner to grant an easement for this improvement.