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Home My WebLink About03-02-2007 City Council RetreatMINUTES SARATOGA CITY RETREAT HAKONE GARDENS MARCH 2, 2007 Mayor Kao called the Council retreat order at 9:00 a.m. R(1T,T, CAT,T, PRESENT: Mayor Aileen Kao, Vice Mayor Ann Waltonsmith, Councilmembers Chuck Page, Kathleen King, Jill Hunter ABSENT: None ALSO Dave Anderson, City Manager PRESENT: Barbara Powell, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Mary Furey, Administrative Services Director John Cherbone, Director of Public ~Uorks John Livingstone, Community Development Director REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MARCH 2, 2007 Cathleen Boyer, City Clerk reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of March 2, 2007 was properly posted on February 22, 2006. ORAL COMMUNICATIONS The following people requested to speak at tonight's meeting: Rishi Kumar stated that he applied for the vacancy on the Planning Commission. Mr. Kumar noted that he will be out of town on the evening of the interviews and will be participating via conference call. Mr. Kumar noted that he wanted to personally introduce himself and briefly highlight his background. 1. ORDINANCE PRIORITIES John Livingstone, Community Development Director, presented staff report. COUNCIL DISCUSSION Mayor Kao • Concerned with the cost of new ordnances • Supports moving forward with purposed ordinances in the following order: 1. Fence 2. Story Pole 3. Sign 4. Noticing Vice Mayor ~Ualtonsmith • Asked if the order of ordinances in the report was order of priority the Planning Commission approved • Sign and Fence Ordinance -the public would want to be involved in the process • Stay within budget • Get started on Housing Element • Supports proceeding with the Story Pole and Fence Ordinance Councilmember Page • Suggested using other cities ordinances to cut down on costs • Supports moving forward on the increase in noticing to 500 feet -suggested identifying a specific number of properties to notice • Likes the idea of a notice sign on properties • Supports moving forward on the Fence and Sign Ordinance Councilmember King • Concerned about the amount of time the City's Code Enforcement Specialist spends on code violations • Receives complaints weekly about the Community Development Department • Supports moving forward with the Fence Ordinance • Next priority should be the Sign Ordinance • Stated that in her opinion story poles gives a false sense of security Councilmember Hunter • Suggested using Planning Commission subcommittees to write ordinances to cut down on staff time and City Attorney costs • Suggested that story poles include flags and balloons • Stated that the Fence Ordinance must be done correctly and noted that she does not like 8 foot solid wood fences • Story Pole Ordinance must be done correctly and should be mandatory on the hillsides • Sign Ordinance is important • Get started on the Housing Element PUBLIC COMMENTS Kathleen Casey Cokley suggested that the City could save money if they used another city's sign ordinance. Ms. Cokley suggested using community members to write the ordinances. Linda Rodgers stated that story poles were not only important in the hillsides but also in the flat areas. COUNCIL DIRECTION Majority consensus of the Council to move forward on the Sign and Fence Ordinance. 2. CITY COMMISSIONS, COMMITTEES, AD ROCS, TASKFORCES -PART II Barbara Powell, Assistant City Manager, presented staff report. City Council Retreat Minutes 2 March 2, 2007 COUNCIL DISCUSSION Mayor Kao • Pointed out that the Youth Commission did not have term limits • Would like each City Commission to have clearly defined roles • Commissions can make recommendations to Council • Look at the composition of the Library Commission members, suggested that one member should have a finance background • Definite need for a Parks & Recreation Commission (PRC) • Would support a Finance Committee • Library Commission offers many benefits • Would support a "Green" policy committee Vice Mayor Waltonsmith • PRC needs a narrower focus • PRC should coordinate with Hakone, local schools and the Heritage Preservation Commission • Does not support combining the PRC with the Pedestrian, Equestrian and Bicycle Trails Advisory Committee • Arts Commission should have presence in the community -suggested contacting Montalvo • Suggested combining the Arts Commissson with the Library Commission • City Council should manage the Commission's work plans • Need less of a "top down" management and need more of a "bottom up" feedback process • Supports a Finance Committee with a representative on the Library Commission • Would support increasing the Library Commission meetings to six times per year • Support hiring an additional City staff member Councilmember Page • Noted that a few Arts Commissioners are still involved in the Art Wall at the Library • Stated that there is a definite need for a PRC • Role of PRC needs to be clearly defined • If more issues arise would be willing to increase the numbers of Library Commission meetings -keep as is • Library Commission should take the responsibility to oversee the Library Capital Improvement Fund • Support a Finance Committee with a clearly defined role • Does not support combing the PRC with the Pedestrian, Equestrian and Bicycle Trails Advisory Committee Councilmember King • Would like to identify the mission of the various Commissions • If the Council wants to improve outreach we should look at alternative ways besides using commissions • In regards to the annual joint meetings between Council and the various City Commissions: City Council Retreat Minutes 3 March 2, 2007 o Commissioners should attend the joint meetings with Council o Present their plans and ideas to Council o Council should discuss their ideas and plans and then give direction as a whole Council • Library Commission -the more they can do themselves the better • There is a need for a PRC -must look at the commitment made to the Parks Initiative group o Requested that this item be agendized at a future meeting for discussion • Library Capital Improvement Funds oversight should be given to a Finance Committee not the Library Commissson • Suggested staff do a list serve to see what other cities, with the similar population, are doing with their commissions in regards to staff and budget Councilmember Hunter • Fully supports restoring all of the City Commissions • The purpose of commissions is to bring people into the process -the more people the better • Supports a "Green" Policy Committee • Supports an independent Arts Council PUBLIC COMMENTS Kathleen Casey Cokley stated the following: • Does not support hiring extra staff • Feels Parks and Recreation should be separated • Finance Committee should manage employee timecards • New people should be appointed to the PRC Marcia Manzo stated that the two Arts Commissioners work with Dolly Barnes at the Saratoga Library to jury the art to be displayed on the Art ~Uall. Mrs. Manzo stated that public art needs to be a separate group. In regards to the Library Commission, Mrs. Manzo stated that they worked behind the scenes in the 1990's looking at other libraries throughout the area. Mrs. Manzo stated that they currently provide the oversight on the Capital Improvements but feels they are not the appropriate body to do so. Mrs. Manzo also stated that they answer to the County Library. Mrs. Manzo also pointed out the Library Commissioners prepare their own minutes. Ruth Gipstein stated that she was a former Library Commissioner. Mrs. Gipstein stated that current staff is not aware of how productive the Library Commission has been in the past. Mrs. Gipstein suggested that Lori Burns, prior staff liaison to the Library Commission, be contacted. Mrs. Gipstein noted that the current members do not have the knowledge to over see the Capital Improvement Funds. Mrs. Gipstein noted that she fully supported the Library Commission. Mrs. Gipstein noted that the Friends and the Library Commission have two different roles. Sue Barrera noted that she is the current President of the Friends of the Saratoga Libraries. Mrs. Barrera stated that the Library Commission provides policies, procedures, and plans to the Library staff ,City staff, and the Friends. Mrs. Barrera noted that the current status of the Library Commission requires less staff time and requested that their meetings be reinstated to monthly instead of quarterly. City Council Retreat Minutes 4 March 2, 2007 Cheriel Jensen noted that she supports all of the City Commissions. Mrs. Jensen suggested creating a new commission to oversee the "Greening" of the City. Mary Jean Fenn stated that the Saratoga Library serves a tremendous amount of people. Mrs. Fenn noted that she fully supports the Library Commission. COUNCIL DIRECTION Items with majority concurrence: • Restore Parks and Recreation Commission • For all Commissions: o Clearly define roles o Look at options for number of members and terms o Staffing • Independent Arts Council • Library Commission - no change; leave as is • Finance Committee instead of aCommission -limited role • Do not combine the PRC with the Pedestrian, Equestrian and Bicycle Trails Advisory Committee 3. STAFFING ISSUES -PART II Barbara Powell, Assistant City Manager, presented staff report. COUNCIL DISCUSSION Mayor Kao • Asked if a Parks Maintenance Worker I and a Street Maintenance Worker I can be crossed trained if only one FTE was approved • Stated that she would rather save the money rather than add any FTE's and reward the employees that have stayed with the City • Would not support the IT Technician as a full time employee but would support a contract employee • Stated that she would be willing to support one increase -either the Parks Maintenance Worker I or the Street Maintenance Worker I • Would not support $110,000 for a Management Analyst Vice Mayor Waltonsmith • Part time employees usually do not stay unless they become full time employees • City's employee count has been around 54 but has had many temporary employees doing work • Supports staff's recommendation to convert two temporary positions to two full-time positions @ $69,000 - IT Technician and Street Maintenance Worker I • Look at other recommendations next year • Supports $127,500 to fund a Management Analyst to the City Manager Office to provide Commission support, travel and the annual commission dinner City Council Retreat Minutes 5 March 2, 2007 Councilmember Page • Torn to increase staff levels -there could be another recession • Supports the IT technician position conversion to a full time employee • Requested more information on the proposed Management Analyst position Councilmember King • Does not support hiring any additional staff • Recommendations need more analysis • Would support one year contracts • Noted that if any employee should be permanent it should be Morgan Kessler • IT Technician should be a contract employee • Questioned whether or not the Recreation Department is fully self funded • If the Commissions are reactivated, she could support the proposed Management Analyst position at $110,000 • Does not feel good increasing the City's head count • Conservative way to meet the needs is to keep the temporary staff • Noted that she hoped a good portion of the TEA funds would be allocated to the CIP • Stated that the current employees were asked to take cuts with us • If the Council agrees to increase the FTE's the outcome may effect the current staff • Employees recognize the TEA funds Councilmember Hunter • Questioned why the IT Technician had to be a permanent employee • Stated that the City Council represents the public • Asked why Director Cherbone placed the Street Maintenance Worker I number tW0 prl0rlty • Stated that her number one priority is to reactivate all of the Commissions -the payback is tremendous • Can not agree with the cost estimate of City Commissions at $145,000 -does not support the Commission dinner • Can not support additional staff for Commission support -would like more information • Supports IT Technician conversion to a full time employee • Not entirely convinced regarding the conversion of the Street Maintenance Worker I • Will not support all five proposed positions PUBLIC COMMENTS None COUNCIL DIRECTION Items with majority concurrence: • Support the conversion of the IT Technician from a part time employee to a full time employee City Council Retreat Minutes 6 March 2, 2007 Substantial consensus of the following item: • Requested more information on the proposed Management Analyst position- support position if Commissions are fully restored 4. NORTH CAMPUS - RFP DISCUSSION Barbara Powell, Assistant City Manager, presented staff report. COUNCIL DIRECTION Mayor Kao • Stated that she would like to see the Administrative Building and the Sanctuary integrated into the RFP because the City has allocated $500,000 for improvements Vice Mayor Waltonsmith • Suggested that the City compile a list of items that the public can donate to the North Campus Councilmember King • Asked if the people who were involved in saving the North Campus have been involved in the process since the election Assistant City Manager Powell asked the following questions in an effort to determine whether an RFCP is desired and to establish the parameters for the RFCP process. 1. For which buildings/facilities does the Council desire to enter into an RFCP process? Mayor Kao -Education Building and Sanctuary Building Vice Mayor Waltonsmith -Education Building and Sanctuary Building • Would not support demolishing the whole campus for private use Councilmember Page -Entire Campus • Would like to encourage interested parties to come forward with ideas Councilmember King -Half the site or entire campus • Put qualifiers in RCCP Councilmember Hunter -Education Building and Sanctuary Building 2. Will the Council consider along-term lease for any of the buildings? Mayor Kao -Entire Campus Vice Mayor Waltonsmith -Education Building and Sanctuary Building Councilmember Page - Would be willing to consider a long term lease and would like to wait until RFCPs are received City Council Retreat Minutes ~ March 2, 2007 Councilmember King -Education Building and Sanctuary Building Councilmember Hunter -Would be willing to consider Education Building and Sanctuary Building 3. If the Council would consider along-term lease for one or more of the buildings, what lease period would be considered? Mayor Kao -Depends on the proposals received Vice Mayor Waltonsmith -Depends on the proposals received Councilmember Page - Depends on the proposals received Councilmember King - Depends on the proposals received Councilmember Hunter -Depends on the proposals received 4. Will the Council consider the demolition and reconstruction of any of the buildings as part of a conceptual proposal? Mayor Kao -Sanctuary Building Vice Mayor Waltonsmith -Education Building and Sanctuary Building Councilmember Page - Would be willing to consider demolishing the entire Campus Councilmember King - Would consider demolishing the entire Campus if is was for the right community benefit Councilmember Hunter -Education Building and Sanctuary Building 5. Will the Council consider a Master Plan for the entire campus? Mayor Kao -Yes Vice Mayor Waltonsmith - No Councilmember Page -Yes Councilmember King -yes, be would not want to place too many restrictions if you ask for a Master Plan Councilmember Hunter - No, but would consider a Master Plan if there was a community use 6. If "Yes" to #4, will the Council consider: Mayor Kao -Master Plan for the site as a whole City Council Retreat Minutes g March 2, 2007 Vice Mayor Waltonsmith -Demolish and reconstruction of specific buildings with renovation/remodel ofother Councilmember Page -Master Plan for the site as a whole Councilmember King -Master Plan for the site as a whole Councilmember Hunter -Master Plan for the site as a whole 7. Should staff continue with planned renovations to the Administration Building and Fellowship Hall and making the Education Building weatherproof for storage? Mayor Kao -Administration Building and Fellowship Hall Vice Mayor Waltonsmith -Administration Building and Fellowship Hall Councilmember Page -Administration Building and Fellowship Hall Councilmember King -Administration Building and Fellowship Hall Councilmember Hunter -Administration Building and Fellowship Hall 8. What use(s) would the Council consider for individual buildings and/or the site as a whole? Mayor Kao -Daycare, athletic facility, Preschool, Vice Mayor Waltonsmith -Daycare, athletic facility, Preschool, • Would not support housing or the use of the entire campus for a school Councilmember Page -All and would consider storage Councilmember King -All except storage • Would the City allow two stories Councilmember Hunter -All except storage 9. Should preference be given to anon-profit and/or community-based organization's proposal? Mayor Kao - No Vice Mayor Waltonsmith -Yes Councilmember Page -Would not want to limit would rather wait and look at the proposals Councilmember King -Would not want to limit would rather wait and look at the proposals City Council Retreat Minutes 9 March 2, 2007 Councilmember Hunter -Yes if it had a public benefit 10. What funding mechanism(s) will be considered adequate to qualify a proposal? Mayor Kao -Would not support matching funds from the City Vice Mayor Waltonsmith - No comment Councilmember Page - No comment Councilmember King -Should explain in proposal Councilmember Hunter - No comment 11. Are there other criteria/parameters that should be included in an RFCP process? Mayor Kao - No comment Vice Mayor Waltonsmith - No comment Councilmember Page -Would expect that the proposal would provide plenty of details and a cost estimate Councilmember King - No comment Councilmember Hunter - No comment PUBLIC COMMENTS Allen Beck noted that he has submitted a proposal to the City which entailed renovating the Education Building and opening up a preschooUday care center. Mr. Beck suggested the rest of the campus be used for senior services. Kathleen Casey Cokley stated that she believes that the City can have multiple uses at the North Camus spend minimal money. COUNCIL DIRECTION Items with majority concurrence: • Include Education Building and Sanctuary Building into an RFCP process • Would consider along-term lease of the Education Building and Sanctuary Building • Would consider the demolition and reconstruction of the Sanctuary Building as part of a conceptual proposal • Would want to wait and see the proposals before any preference is be given to anon-profit and/or community-based organization Substantial consensus of the following items: • Would consider a Master Plan for the entire campus City Council Retreat Minutes 1 Q March 2, 2007 • Would not consider a storage facility on the site Unanimous consensus on the following items: • If lease of two or more of the buildings are considered to be leased on a long- term basis Council would like to wait until RFCPs are submitted to decide the lease period • Direct staff to continue with planned renovations to the Administration Building and Fellowship Hall and do not pursue any improvements to the Education Building at this time • The following uses would be considered for individual buildings and/or the site as a whole: Daycare, Pre-school, Entire School Campus (one Councilmember opposed), Cultural/Art Center, Adult Daycare, Community Center, Community Center/Housing, Athletic Facility, Museum/History Center. • Prepare Request for Conceptual Proposal and schedule it for an upcoming City Council meeting for approval • Require funding sources intended to use for start up and ongoing costs of project be clearly identified in proposal • Make it clear in RFCP that the City will not be providing any matching funds for the project 5. MIXED USE HOUSING John Livingston, Community Development Director, presented staff report COUNCIL DISCUSSION Mayor Kao • Look at owner's rights when updating the Housing Element Vice Mayor Waltonsmith • Does not want to trigger HCD coming down on the City • BMR's previously approved were not sold as below market • Need to be able to monitor our requirements • Proceed with Housing Element ASAP Councilmember Page • In favor of modifying CH2 • Housing requirements - need to be creative • Opportunities are limited for property owners • Need to have more people living in the Village • Look forward for funding options • Proceed Housing Element ASAP Councilmember King • Supports historic look for Village • Retail downstairs is difficult-need more people in Village • Rentals are not working Councilmember Hunter • Wait and see what the state will offer as options City Council Retreat Minutes 11 March 2, 2007 • Changing overlay right now is not a good idea • Question -How pleasing is it to live over a business? PUBLIC COMMENTS Craig Aubrey stated that following: • 6,000 square foot addition • Residential was is allowed except as mixed use rental only 850-1,220 square feet • Recently submitted plans for permitted uses, but it has been difficult • High cost of building does not make sense for small projects with rentals Gene Zambetti stated the following: • CH2 height limitations • Currently 28 condos • Favors preservation of historical structures and viable commercial • Propose change to CH2 and CHl • Allow business owners to put owner-occupied home above business • Height restriction Housing Element and financing challenges pose too big of an obstacle Cheriel Jensen stated the following: • Mixed use works in Europe • Insufficient parking in Village • Need to be realistic • Commercial should be commercial • Restricting places to rental is not a good idea • Encourage purchase for investment in the community COUNCIL DIRECTION • Proceed with Housing Element • Agendize Mixed Use Housing for public discussion at a future Council meeting 6. CITY FINANCIAL STATUS Mary Furey, Administrative Services Director, presented staff report. COUNCIL DISCUSSION/DIRECTION Council discussion regarding financial overview for FY 06-07. No direction to staff was given. 7. REPRISE TEA -CITY COUNCIL DIRECTION FOR BUDGET Dave Anderson, City Manager, presented staff report. Terry Calderone, SCC Sheriff s Office, presented staff report in regards to projected Public Safety Services in the City of Saratoga. City Council Retreat Minutes 12 March 2, 2007 COUNCIL DISCUSSION Mayor Kao • Would not support $450,000 towards pavement management • Supports allocating $25,000 to KSAR • Would not support an additional staff person for commission support Vice Mayor Waltonsmith • Suggested allocating $50,000 towards matching funds for the North Campus • Suggested supporting KSAR @ $50,000 • Suggested setting aside $100,000 for additional allocations to various non- profit organizations • Supports an additional staff member for commission support -would like more information on staff duties Councilmember Page • Supports allocating $25,000 to KSAR • Would support funding an additional staff member for commission support o with qualifiers o still not entirely convinced o need more information on PRC structure Councilmember King • Suggested amending the allocation of $ l . l million expenditure from TEA to fund the development of KMP if the City receives any park grants • Dose not support funding KSAR @ $50,000 or SASCC @ $60,000 • Suggested holding one Council meeting where non-profit can request additional funding • Support allocating $25,000 to KSAR • Would support funding an additional staff member for commission support o with qualifiers o still not entirely convinced o need more information on PRC structure Councilmember Hunter • Supports allocating $50,000 to KSAR • Supports an additional staff member for commission support o would like more information on staff duties • Would support the conversion of one part time street maintenance worker to a full time employee COUNCIL DIRECTION Unanimous consensus on the following items: On- oin • $141,178 to the Sheriff's Office contract for 1,046 additional hours to cover increase in resources that are being brought into the City • $300,000 towards PMP • $100,000 towards facilities City Council Retreat Minutes 13 March 2, 2007 • IT Technician from a part time employee to a full time employee (Approved in Item #3) • Street Maintenance Worker I from part time employee to full time employee Substantial consensus of the following item: • Management Analyst position -request more information in regards to duties Unanimous consensus on the following items to be brought back to Council on March 21, 2007 for mid-year budget adjustments: TEA Allocation • Increase Council Contingency to $50,000 • $ l . l for KMP CIP • $100,000 for UPRR CIP • $25,000 on-time funding for KSAR • $75,000 one-time funding for community grants • $450,000 to non specified reserves ADJOURNMENT There being no further business Mayor Kao adjourned the meeting at 5:00 p.m. and thanked everyone for attending the retreat. Respectfully submitted, Cathleen Boyer, CMC City Clerk City Council Retreat Minutes 14 March 2, 2007