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HomeMy WebLinkAbout CITY COUNCIL AGENDA 2007 05-16:~ <;:SS ,4.t~ ,~> ~~ ,.... r > ~,~ ~, ,~ •-~"; ); S"~ (., Jst Tye. - c.~ ._. = MAY 16, 2007 OPEN MEETING - 5:00 P.M. -ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE Youth Commission Interviews 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 5:00 p.m. 5:05 p.m. 5:10 p.m. 5:15 p.m. 5:20 p.m. 5:25 p.m. 5:30 p.m. Sc35 p.m. 5:40 p.m. 5:45 p.m. 5:50 p.m. 6:00 p.m. 6:05 p.m. 6:10 p.m. 6:15 p.m. 6:20 p.m. 6:25 p.m. 6:30 p.m. Jeffrey Chen Lauren Tang Alexander Liu Marcus Hoffinan Jacob Baker Malavika Padmanabhan Cynthia Zhao Rasie Belpasso Vivian Wang Rebecca Amato Lisa Chang Sameer Kausar Kayvon Rezaii Elli Rezaii Vance Lindholm Rishi Taggarsi Trevor Comes Gavin Peake Lynbrook High School - 9"' Lynbrook High School - 9`h Saratoga High School - 12`h Saratoga High School - 9`h Bellarmine High Schoo l - 10`h Saratoga High School - 10`h Saratoga High School - 11th Saratoga High School - 12`h Saratoga High School - 12th Saratoga High School - 10`h Saratoga High School - 11`h Miller Middle School - 8`h Redwood Middle School - 8`h Saratoga High School- 12`h Saratoga High School - 10`h Saratoga High School - 11`h Redwood Middle School - 8`h Saratoga High School - 9`h CLOSED SESSION - 6:40 P.M. -ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE CALL MEETING TO ORDER - 6:40 P.M. ANNOUNCEMENT OF CLOSED SESSION ITEMS CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION (Subdivision (a) of Section 54956.9) Name of case: Christiano v. City of Saratoga. Santa Clara County Superior Court 106CV-072297. AGENDA REGULAR MEETING SARATOGA CITY COUNCIL REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on May 11, 2007) 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 None Council Direction to Staff bistruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS None CEREMONIAL ITEMS lA. Commendation Honoring Outgoing Youth Commissioners Recommended action: Present commendations. 1B. Proclamation Declaring the Week of May 20-26, 2007 as "Public Works Week" Recommended action: Present proclamation. SPECIAL PRESENTATIONS None 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 orz 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 3A. Check Register for May 1, 2007 Recommended action: Accept check register. 3B. Treasurer's Report for the Month Ended March 2007 Recommended action: Accept report. 3C. Appointment of Traffic Safety Commission Member and Oath of Office Recommended action: Adopt resolution of appointment and administer Oath of Office. 3D. Transportation Development Act (TDA) Article 3 Application for the Saratoga Avenue Walkway Project Recommended action: Adopt resolution supporting the Metropolitan Transportation Commission's Transportation Development Act Article 3 PedestrianBicycle Grant Application. 3E. Motor Vehicle (MV) Resolutions Recommended action: Adopt resolutions. 3F. City of Saratoga Use Agreement with Saratoga Area Senior Coordinating Council Recommended action: Accept report and authorize City Manager to execute agreement. PUBLIC HEARINGS None OLD BUSINESS 4. Direction on City Commissions Recommended action: Review options and provide direction concerning reinstating City Commissions. 5. Community Development Department's Advanced Planning Activities Recommended action: Accept report and direct staff accordingly. NEW BUSINESS 6. Community Grant One-Time Allocation and FY 2007/08 Funding Recommended action: Accept report and provide direction to staff regarding allocation of $7,000 one- time undesignated grant funds and FY 2007/08 ongoing grant allocations. 3 7. Request from Saratoga Foothill Club for Fee Waiver Recommended action: Accept report and direct staff accordingly. 8. West Valley Collection & Recycling (WVC&R) Recommended action: Accept report and direct staff accordingly. 9. Saratoga's Tree and Bench Dedication Policy Review Recommended action: 1. Accept report and direct staff accordingly. 2. Authorize an increase in the cost of the dedication plaque. 10. Council member Sponsored Community Events Recommended action: Accept report and direct staff accordingly. ADHOC & AGENCY ASSIGNA'IENT REPORTS Mayor Aileen Kao Association of Bay Area Government Hakone Foundation West Valley Mayors and Managers Association City School AdHoc County HCD Policy Committee Vice Mayor Ann Waltonsmith Hakone Foundation Northern Central Flood Control Zone Advisory Board KSAR SASCC Sister City Liaison Prospect Road AdHoc Councilmember Chuck Page Chamber of Commerce Santa Clara County Cities Association-Joint Economic Development Policy Committee (JEDPC) West Valley Sanitation District West Valley Solid Waste Joint Powers Association Village AdHoc Chamber of Commerce AdHoc Councilmember Kathleen Kind County Cities Association Legislative Task Force Peninsula Division, League of California Cities Santa Clara County Cities Association Valley Transportation Authority PAC City School AdHoc Prospect Road AdHoc 4 Councilmember Jill Hunter Historic Foundation Library Joint Powers Association Santa Clara County Emergency Council Santa Clara County Valley Water Commission Village AdHoc Chamber of Commerce AdHoc CITY COUNCIL ITEMS OTHER CITY MANAGER'S_REPORT ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (908) 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, Cathleen Boyer, 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 May 11, 2007, 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 ~-v~i~w saratoga, ca. us Signed this 11`h day of May 2007at Saratoga, California. Cathleen Boyer, CMC City Clerk NOTE: To view current ore achieved City Council meetings at www.saratotia.ca.us 5 s<i•> ~:. <,: , ~~ _ ~`:<i ~;: y7 6/6 6/20 7/4 7/ 18 8/1 8/15 9/5 9/ 19 10/3 10/17 11 /7 11/21 12/5 12/19 CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2007 Regular Meeting -Joint Meeting with Planning Commission Regular Meeting -Joint Meeting with Traffic Safety Commission Holiday -Meeting Cancelled Regular Meeting -Joint Meeting with Hakone Foundation Regular Meeting -Joint Meeting with Chamber of Commerce Summer Recess -Meeting Cancelled Regular Meeting -Joint Meeting with West Valley Board of Trustees Regular Meeting Regular Meeting Regular Meeting Regular Meeting Regular Meeting Regular Meeting -Reorganization Regular Meeting 6 • • ~J SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: City Manager AGENDA ITEM: CITY MANAGER: ~~ Ly-~--1 Dave Anderson PREPARED BY: DEPT HEAD: SUBJECT: Commission Interviews for Youth Commission RECOMMENDED ACTION: Conduct interviews to fill six (6) vacancies on the Saratoga Youth Commisison. REPORT SUMMARY: The following people have been scheduled for interviews: 1. 5:00 p.m. Jeffrey Chen 2. 5:05 p.m. Lauren Tang 3. 5:10 p.m. Alexander Liu 4. 5:15 p.m. Marcus Hoffman 5. 5:20 p.m. Jacob Baker 6. 5:25 p.m. Malavika Padmanabhan 7. 5:30 p.m. Cynthia Zhao 8. 5:35 p.m. Rasie Belpasso 9. 5:40 p.m. Vivian Wang 10. 5:45 p.m. Rebecca Amato 11. 5:50 p.m. Lisa Chang 12. 6:00 p.m. Sameer Kausar 13. 6:05 p.m. Kayvon Rezaii 14. 6:10 p.m. Elli Rezaii 15. 6:15 p.m. Vance Lindholm 16. 6:20 p.m. Rishi Taggarsi 17. 6:25 p.m. Trevor Comes 18. 6:30 p.m. Gavin Peake Lynbrook High School - 9`h Lynbrook High School - 9`h Saratoga High School - 12"' Saratoga High School - 9`h Bellarmine High School - 10"' Saratoga High School - 10`h Saratoga High School - 11`h Saratoga High School - 12~' Saratoga High School - 12`h Saratoga High School - 10`h Saratoga High School - 11`h Miller Middle School - 8`h Redwood Middle School - 8"' Saratoga High School- 12`h Saratoga High School - 10`h Saratoga High School - 11`h Redwood Middle School - 8`h Saratoga High School - 9`h There are six (6) vacancies to be filled on the Youth Commission due to the expired terms of Amite Arunkumar, Michael Byrne, Tami Maltiel, Pratik Pramanik, Elli Rezaii, and Steven Shepherd. Elli Rezaii is eligible for reappointment. Commissioners Amit Arunkumar, Michael Byrne, Tami Maltiel, Pratik Pramanik, and Steven Shepherd will be graduating in June 2007. FISCAL IMPACTS: . N/A CONiSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointment will not be made to the Youth Commission. ALTERNATIVE ACTION: N/A FOLLOW UP ACTIONS: Place item on next agenda for adoption of resolutions and Oaths of Office. ADVERTISING, l\'OTICIl~'G AND PUBLIC CONTACT: Notices of vacancies were advertised in the Saratoga News several times and in the Saratoga Recreation brochure. ATTACHMENTS: Attachment A -Applications of the above named applicants. • ~ity of Saratoga Youth Commission Application Last Name Address First Middle Initial L~~t lA._ vA i/~In~l O SL~oD~ School Attending during 2006-07 school year. is MAY fi 2007 __.~~~ ~' ~ F S%riATOGA C~te~~a9~-ZZO:~ Phone Number ©~o Zip Code 9 Grade Level in Sept. 2E~ ~a©7 Please list your school and community activities. (clubs, volunteer jobs, athletics; charities) SP P (1'~'t"'Ll~~~~~ Which aspects of the Youth Commission interest you? ~e p -1-`F-o~ Ch e ~ Please list three school and/or community references and one #: ?, C o %v-... 3. rM ' - L~K d - /~~ a~..z-37s I have read the application packet and un erstand the commitment is 10 hours per month in n ~~3 addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Appli Si ature Date I understand the commitment involved with the Youth Commission and approve of my on/daughter's applyi ~:; C ~ ~ c; Parent/Guardian Signature Date Activities that I participate in at school and the community: - starting and managing the Miller chess club and team - playing in numerous basketball leagues such as AAU and NJB ' -swimming on the DACA swim team - playing the clarinet in the school advanced band and California Youth Symphony - helping out in various outreach activities at my church -The aspects of the Youth Commission that interest me: - Serving the community - Being part of the project for Darfur - Experiencing and understanding how events are planned (the process, the effort required, etc.) ,, • • r J ~. f APR 4 2007 ~ CITY iit- :;r',;v? i USA. City of Saratoga Youth Commission Application Tang Lauren N Last Name First Name Middle Initial Ig65b Lgderq ff SaratOgo, Address C+ty L~nbrgok Nth Sthool School Attending during 2007-08 school year. (4081751- 48b8 Phone Number g507o Zip Code Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) Student (ovn[il VP (rumen+) and Pre Si dent (Ist senlPSter) ~ YPgrboDk DPSIah Soli+or, National Junior Nonor ca(iet~i WER leader ~ Miller Middle School Cross (DUntryr ~ Volleybgll, and track teams Santa rlara swim [lub (ZOOO- presvn})~ Sarat'oaa Presbv+erian church (VBS volvntPPr~ small group) ~ youth Att club Which aspects of the Youth Commission interest you? I nm intererted +n serving as a youth leader anA role model. I woVld IikP to Ifarn rnvre about City Aovernrnent dnd develoa lead rcbjp skills. 1 am esperiauv interested in cornrr+unity Service education, and outreach. Please list three school and/or community references and phone #: 1_Mq~ Fad-Zen1c (Assistant PrinfiQal~ Miller MiAAIe SLhnoll (408)251-3755 e><t 113 2• Amu (tPP1e (Miller Middle School (OUnSQIOY) (4081 z51 -3155 P><t 11l 3. Nlorilvn Nil-rnn C church Yovttil Group) L408) a~tt,-zoo? I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Applicants Signat re 4/ I IDl Date understand the commitment involved with the Youth Commission and approve of my son/daughter's applying. Parent/Guardian Signature ~~ I ~~7 Date ~~ i -~ ~,._ .. ,a..~ APR 12 2007 City of Saratoga ciT~ o~ sAr{u7o~A • Youth Commission Application Llu~iigEhar,~.~k'S ~~thoo. c,on1 ' Ya- ~~ ~: u ~-x an~~,~ ~~tog) S6 ~-- Yz.~S Last Name First Name Middle Initial PhoneQNum-b7er l`f~6D MttS'SOVi /Ci~ur~ ~Yq'toQp (5~7t~ Address City Zip Code ,. ~Gi{'~t'I"OGI,GL Niel 5 n ( _ 12 School Attending during 20 6-07 school year. Grade Level in Sept. ?006 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) ti I ~CAL~ r5 as5i5'fantr~~f~' A-~ mina ~ K,arLr-~m~ l~fl+r-r School ar+~~i~'tie5~ Zoo3-~0~ "- Z /.}• r ~.ccl7 '~elb,tc ~GCim r Su~ {f~ti i zosr; -z.oo~- ~ a a '~,RP-~1PGYCj1PX~ r,~r ~{"nrie~ P~''~"k Foothill Cnllcc~'E~ ZOOS-20o'I-.• ~`f ~a~ frm_._o 50 ~ J I,a-I ~ac~ Cit~( oaf St~tcn~ - ~a,.~n~g ~ dcar ...ecd S {or Sc, ra+o y ~. • U NiSteYCc MvSava'~, i sM~t'.~. danra. on t~hhich aspects of the Youth Conunission interest you? I Brirlp,s ~F vv~ilie5 ~- cswiwtvu~;~ +oa ~'La-r t_ ~d,cal'iona! ~.v.d r~cte~tt,2~w.1 ac•hVit~YS wed S~rv.ccs 2 fvn,~h.s t 54rcna~tLen y lto.darsl.,~ c.b~~lity• 3 ~ov+~'nbok~ to w~v bctn.rcA SArw~f'oac. ~o ~ ~~t~ be,Frfrc cello Please list three school and/or cotmnunit<~ references and phone i=: 1 ~ ",rgh fi Caw a chair e-r~ soh , T.vop 50 9~ . 3~~-~ 3c~ . ~ianr-fg rr ~ / /~ 5bccq/oba 1 • ne 1- 511ei1o`. DVY~F.G~InCtr/c..tW 4' Wc.~ StonYC Prole-c't toorno-tator, 65o-56.S^8aB7. ~ l3rio~n S0.~i+~e St~tlr!.Yt`t 1}dV~~SOr~ Sc+rc,koa a }l~ah ~hcv 1~ MoA- 867 -3y ~l x ZSS B/aan.5a r~tC`~5 a~ ~7.erc I have read the application packet and understand the commitment is 10 hours per mon~ m ~~ ~ o addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. . tf _~~_ ~ao~- A cants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/daughter's applying. ® Parent/Guardian tore Date i City of Saratoga _ . n Youth Commission Application ~~~"~ " 4 ~~I(~ MQ•CLJS ~ ~''lo~~ 8~7. 626F~ Last Name First Name Middle Initial Phone Number 135'7 ~Pnt~~t Lane Saco-~-oao. Address J City School 2007-08 school year. 95070 Zip Code Frestln~an Grade Level in Sept. 2007 Ya ti ~»o~ec~- ( collecierL menesa •for ~ SH'kir~S} Ga_ n nr~~~~n-f-?~n heloim IS/2;te/" rho k~(ren Cx{~~fPrl G,r. +~ r ror ~ s m . ( a I so ce f I er-fed ~S.~rl P uPr,,la<sP < fo b ~e~, Uer~ -Ft~ moo r ~PDPIe in ~level~irW COU~'h'~e5, .. Which aspects of the Y•Jlouth Commission interest you? ~ u,~a.n~ ~ be able -!a 4;ye kids a stun 'n oOr comr+,u~;-FH and -_I-he, i V J• ac-E-iVi{ie5 Dfannetl -fir -t~,em. ~ ~a.n~ -tv he~~ tmPfnco i"M~. ciw,tnne a,~d i-h t i 'F2fe of a. so ~ '{O frn o e (ecuiersh;P sk;t\s• Please list three school and/or community references and phone #: 1. avlous live caG -- - d Z a: l~~ 3. /h,rcha~ B n~ ~rifh Co/n/w~sSian Me~nbe~ x{08-867-300 I Lave read the application packet and understand the commitment is 10 hours per-month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Clair of the Commission or Advisor. Applicants Signatur Date 1 understand the commitment involved witL the Youth Commission and approve of my ~,,..ia.._._....__~_ .._.6_..__ Signature Date Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) . City of Saratoga Youth Commission Application Name Address School Attending ~~ First Name Middle Initial year. APR ~ ~ ~aot CITY OF SHrw1uVH /Q~~ a~~ ~a3o 'hone Number 9s ~d Zip Code ~'s~more -/O~ r , Grade Level in Sept. 2007 r __ k '~~~•~~ ~1 Which aspects of the Youth Commission interest you? ''' " the 1vuf~i ~N11mi~'s%in ii9/erc5'Y9 lyre /Je ~~.~k ;f ~.~~~r5 ~ie oi»y~cr/ani~ics ~o ,o~n e+enfs f~" oH~,- hors -~-~ , Please list three school and/or community references and phone #: 2. i~,~l ~w/es/,n4 - 3 I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, nless excused by the Chair of the Commission or Advisor. ~:.?3 O~ Ap ~ e Date I understand the commitment involved with the Youth Commission and approve of my son/ ght a lying. `~ L3~°7 Parent/Guardian Signature Date Please list your school and community activities. (clubs, volunteer jabs, athletics, charities) ~r City of Saratoga Youth Commission Application ice` s' Last N/~ame ~Fust Name Mrddle Imnal Address City ~_ School Attending during 2007-08 school year. 3 ' vVhich aanects of the Youth Commission interest you? r~ 3. C~1~nn~.r;. 4rPrr~a~5u~r~~~,r Co55 Cza i! -- ~'r,~~-s~;~, ~%r~~-~'~t_}r/~G~' Cam= 1~=, 1 `/ r'. ,~. 1 ~nne~ %+hmc,~ri u~n~ `~~"t3 ~~~ c ~ly _ UU-Fh mo,t'} ~Sc~.rr~i~ C~~aC~v~.orC~ 2. Erirk RPc,~-Gr - Q~~: - ~iG:s-a.A?r~ - P.rtcKrPrtc ar'~0..~ Sc~ratca~ i~tgh•ofc~ Please list three school and/or community references and phone #: 1 have read tllre appbeation pacizet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Applicants Sigrtattue Date` I understand the comtltitment involved with the Youth Commission and approve of my sonldau hter's applying. /' / / _ ~~ Parent/Guardian Signature Date r ,~. , ~~ ~l i :~A ~~r. ~ (-•''~~~ Phone Number - ("`. Zip Code ~ CG Grade Level in Sept. 2007 ~.t i . ~cty nio,~o r,~r ~~„r schnnl and communiiy activities. (clubs, volunteer jobs, athletics, chazities) l "h ~ 1 ~. - ' ----i - City of Saratoga "~~.°.`: • - 0 2QC?7 Youth Commission Application Zhli e Cu,n+hlq G. Last Name First Name Middle Initial (906) ~c12-C5 ~6 Phone Number z.Clgic FI"a 17K111'1 AvE. Sctratoa,g gb070 Address City Zip Code Sgrnfica~ ~n S~heci ~e II School Attending during 2007-08 school year. Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) Saraiec~g ;:vu Ciub, Callfclnicc S~41o1g1'allip Federaticnl Sp(el~,d Harue~t deed Bank, SLtY11111F1' SLl1CCi 7A fu1GlYGI^InA $a11G~. Which aspects of the Youth Commission interest you? • y'CUtl1 c't^~nm~tsior pvrvide~ ra gre~t1 nR1loYtuylltcl fCr' Vl1f t0 aroW ~.~ Gt I~eacleV. w'lailE 1lneit'la k~1n O'~'aay~lzie^at -(c~ndl~aiSeYt clcrt~ee~ etc.. u,YF GtII ~~'IngS tY~L,t 1 n~o~~le~ love ko udd 1o c1n,~ Hi~n Sct;too) enperievire Please list three school and/or community references and phone #: 1. 1cl~n Znvcu l`{0'~) >=~1-3yll ex+. 3C?~ 2 Del~r1,?rcXeli (9cs) 2(~cc-3rrSo 3 Ct~kvlel K;evlpoy; t`KOelO(~7-3911 ext• 337 I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. C~/./~~rx~ 9 ~? o / 0 7 Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/daughter's applying. 3v ~ ParentlGuardian Signature Date City of Saratoga Youth Commission Application el pgss~ Last Address First Name Middle Initial School Attending during 2007-08 school year. --- yl. ~. , ~~~;~~-;r -~~~,;. Phone Number Zip Code Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) Vol~y~ieer~~^c r7= ''v/F~~ ~:,; S-! ~I~~av~e~hS r~~~~_-~~e y~iyy'~-Fer ~~~ -!1^e .Lei !,~,=~c-JF~'~.~r2 ~~oY ~cv~~pr-l-~ Which aspects ofthe Youth Commission interest your wCP ~'(`a ~I'~ ~~?'IP[ ~~~ ~ ~,..-, i'r( `,r y'H`-' t~l V\l7 'f~G _ -_ ^.l n`(~~ Jf~ 1~~r° .',. ern -. i ;:. "~, f t ~:i.~~r ^~"~'. !:1 ~•, pi~/1~,.- -:i .... ..,~i `, .-- y Please list three school and/or community references and phone #: 1. R; c~~= ~~,r.-r_r',-,.~ (~l0$) 1 ~Z- ~4 ~8 SocceY co~c.`n ~i- J'~~-~G\ '-~~~~1 TYa~~ner c (' 3• MS (o.~,: ~~'zJG} 6~o I -3~!1! SHS ~v~d~ahc~ Covy~,~e! ~r I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. ~ts~-i.~ P~e.~r~ 5 / S I o~ Applicants Sig afore Date I understand the commitment involved with the Youth Commission and approve of my son/daughter's applying. ~ ~ ,~~1 Pa ent/Guardian Signature Dat~- r~ ~~ City of Saratoga Youth Commission Application Last Name Fvst Name Middle Initial Phone Number ~ ~ (~ ~ ~~ H~ yL ~~ ~-~y ~ ~~ . 5~ ~~~~ ~ 5 old Address ~}-,.-~.~p l r City Zip Code ^~ School Attending dunng 2007-08 school year. Grade Level in Sept. 2007 N~~ U~~r~NV ~g6Z135/~ Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) Please list three schooland/or community and phone #: ~7~ ~SS7 ~T~~t cG~t' ~, 2. '~~ i Gl /t ~~ ~ n r 7 vT' o ~ ~-: ~ ~ ~ ~ ~ ~ S~ ~i.o d ~ . ~~'W ~S~ r vU 3. L_® c F- c,/~ c ,, o~ ~ ~~ I have read the application packet and understand the commitment is 10 hours per•month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the-Commission or Advisor. Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/da ht r' plying. ~~~l07 Parent/Gu 'an Signature Date i G~ei1 e,~ ~.~2.1y~ cis G, a ~ ~ ' Which aspects of the Youth Commission interest you? City of Saratoga Youth Commission Application n,.~~~ o RebcccG~ ~ Last Name First Name Middle Imnal 2C3~~ C';r~Gen C~~ S~irrlf oGa. Address City School 2007-03 school ti~ear. ~~~- 2oK~ Phone Number Utio'10 Zip Code 1~ Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) LL SI-1S Cron Country ~~ succe~ Which aspects of the Youth Commission interest you'? 1 ; ~.~f11" fi~ I'Y~U F Q Say i n i~St~E~'S i-YY,~t Cxf~2G4- X1'12 i a mil-~-h ~r ~Sq'fGtkLy~ ~ rm i(Tr262S~'~ i~ hP-2~ l~ c-1-i VE' ; n -1•Y~~ c,Orr~m- Please list three school andJor community references and phone #: I M~cs. Kim Arrtr~lone ~~1 ' 3111 n- 301 2 ner~a Err~K~,ltettU 8 ~c~- ~~3y x - 530 3.SGf~ih ~'~tzrrYlll ~S'12- O~yP I have head the application pacl.et and understand the commitment is 10 hours per month in addition to the monthly meetings. 1 also understand I must attend all commission meetings, acfivities d p~~i,~ mess excused by the Chair of the Commission or Advisor. Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/d ghter's ap lyin I y ~Z Ce ~~ Parent/Guardian Sig ature Date J City of Saratoga Youth Commission Application ' li(;~i C`i j;i ~Ci Last Name First Name Middle Initial 22~~0~~ D~r';ey V`d~~y jC~iYCr~1~~~ Address ~ ~ City ~.. ~~~Y ~, i ~ b SAY 9 Z00) CITY OF SH~TCGA ~~~~)~i~_~~i~l Phone Number ~5 076 Zip Code School Attending during 2007-08 school year. Grade Level in Sept. 200? Please list three school and/or community references and phone #~: 2. 3. ~1P:`"rv~ S~~i4~,Q,1~~ i~0~:~)`~~~- =s~-~~ X3v7 I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Applicants Signature Date I and and th commitment iovolved~h the Youth Commission and approve of my Signature Date sc Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) Which aspects of the Youth Commission interest you? City of Saratoga Youth Commission Application ~,~~Sh~K Srti~~~~ !~ Last Name First Name Middle Initial Address cr ~', ~~ec Middle Schcb\ School Attending during 2007-08 school year. MAY ~ 2007 CI 11' OF ~HRATOGA (~o~s)-S•? - ~~ ~5 Phone Number Cj5'p "I O Zip Code . ~' Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) .' +c'a ck aid ~ ,e\d ~ '~cC~e~C' ~ SC.~~3 ~^^~'t~ , S~vclen ~h co v~,hc~ 1 ~ Selec~~ Which aspects of the Youth Commission interest you? Ian ~, ersF~;~ meek-inc. nPJ~ p ~ dig . Yrl~. V Ana he~.~il ~r.P. ndl~ try ~ ny ~Pu~ k~~h~5• Please list three school and/or community references and phone #: 1. ~ ~ Y.e r~ L ~ ~ C-~ R~ 'Tf~ (4~Cs~- Z~v ~ - SS `IZ 2. ~e.~e~:e <-y~a~c~r Cyo~~ - 252-3~SS c~nc ; ?p`~ 3. Nio n~ccr Mrnha 1e~c,c,~, C uog~ - ZS Z - 3?SS ex'r 2'S` I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. S/$/o1 Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/da ghter's applying. ~X.t ~~''~ `'_. J~ ~r0~ Pare t/ uardian Signature Date .~,. f ' r!., City of Saratoga ~ d~o~~~~ ~~ ~•~_l~ '~ --' LOOZ 0 ~ J,dW ' Youth Commission Application air <i ~.~ Rezaii Kayvon G (4081395-3124 Last Name First Name Middle Initial Phone Number 19061 Austin Way Saratoga 95070 Address City Zip Code Redwood Middle School 8`s School Attending during 2007-2008 school year Grade level in Sept. 2007 Please list your school and community activities (clubs, volunteer jobs, athletics, charities) I have been a class representative for the past two tears and I play basketball for the Redwood team and NJB. I also Qayed on the school soccer team, and currently run track. R'hich aspects of the Youth Commission interest you? . I want to hem the community by being a role model for the youth. I like the lectures that the commission hosts. d ho a to boost the attendance at danced and snow tri s. Please list three school and/or community references and phone #: 1. Ms. Sheri Hiraki 867-3042 x305 2. Mr. Chad Svoboda 867-3042 x303 3. Elli Rezaii 375-0573 I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. ,~ ,~; ~~ ~l Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/daughter's applying. ~..- ParentlGuardian Signature Date ~~ [ ~~ i City of Saratoga Youth Commission Application Last Name First Name Middle Initial 14 f~(bl A1'~-tin \Nfl~ ~Cfi1~LQf\ t/JOltRI`dS ~0 J~110 LOOZ 0 i),t1W a3nl~~3b Phone Number Address - ~ - - _ _ _ City School Att~din~g 2007-08 school year. r~ • ~~~n Zip Code L2 Grade Level in Sept- 2007 Please list your school and community activities. (chtbs, volunteer jobs, athletics, charities)' ~ ~a`(~n ct"~~L~~+~'(~ 4'~sXs~t~l~c~~ c~ '~~e ~~tatct~.~a ``~O~`;C~c\ Coft~'('r,~,~~^(1~ Which aspects of the Youth Commission interest you? 1 ~`M ~B~C't\C~\\ati,~ ~ti`Ci~\~'~~~d (Y~ ~O\'~Fi'(~ o- ~~ Q 1'Cl eve~c~~~ ~~ ~ ~,e~~n a~ ~~~~ ~ 1~11x ~\~e~~ '~r.~ ~ e~~~~ ~n~ ~~~ C~m'1'(~\`i~~:CKI ~; ~=;: ~'+t\ ~~ c~~"(1C~~ c~ ~~c~~, ~`(~~~ca 't't'i'~, 12<-1~',YP~. ~t-c. Please list three school and/or community references and phone #: 1. Rd8'rn ~{~~co,, f'~P,~~f~~-~cM g.~r~~~=r.r) ~'tc~ - i2~'L 2- -t~\-~c I.hclJa\\u C~-~~~\~k~r Cc~~;~c'~~a~c7 c~:: ~=~~ ~~'m'1 ~9" Z1~~ 3. t.1r ~,rt~- ~~e\c1~rEa_ l'C~~c~e~r1 8(n i~~\\ ~;~'3 I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Appli ~gnature Date l understand the commitment involved with the Youth Commission and approve of my son daughter's ap lying. ~= ~o s~~ ° ~°-2 Parent/Guardian Signature Date City of Saratoga Youth Commission Application i~ MAY 1 0 2007 CITY OF SAI~ATOGA Lrrdtiol-r, ~lanee E (yoa)~c~~-ut4 Last Name First Name Middle Initial Phone Number ~~E Address Sa~oto4~ HiB~ S~-~o~ School Attendi g during 2007-08 school year. `150 0 Zip Code Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) 17e. ~na~ ~vrc.e So~Er CI ,{; Mi~~ Fish' T~~wh.-. dfl ~~osne.ci' Cl,i~e~ S~L~m ~ ~: i-hr:dst,~ malt . Qian~ Which aspects of the Youth Commission interest you? wan' to mnk~ ' o~d~Tfiti(enLP in our Len,N,..s,ri-EV _ ~ „oah~ fo make -61,'s~ ~~~ corn~.,u~i+.iwcv~ bv~~k'cr Please list three school and/or community references and phone #: 1. JU 2..jn.,.,« lnnn CSI k~a~-- ~D42 exTo,~,.c~-,.. ~,..,...G,F.-- l(el a- 5cl~o~l nw„I.~,r ~d~/ODOr ,~ MS 3• Trion rlorn~ ~`k4l's)'3~25-~SOB~ . C4~tr1 410-344} /`1i9~i~f',/ Fisf 7uP,~i(1Jnh -dp I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities a~nd~~p~~rograms, unless excused by the Chair of the Commission or Advisor. t~9.L/ .~i6~r[t/ 5 Jg10~- Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/d ghter's applyin . Par /G/ rdia Signatur Date R ~j I~V City of Saratoga Youth Commission Application TACzGf1F~.S l 42.tsM - S Last Name First Name Middle Initial alJ1Co~ Gl•-(A~'CAV ~R-VE SRRATOC:tA Address City ~A~A1'OGA f--I I Ca~H ~~no~- School Attending during 2007-08 school year. REG~[~~E© _ MAY 1 0 2007 CITY OF SARATOGA oa ~~ 2- l~-{ 4 C~ Phoney umber RSo~o Zip Code ll Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) _<,~lubs alT ~-~e~0~- ~e~ .2005 - P~esent~ 2"'~P1uc~ t~~-d a*SGV Toucnane~ b~ Mo t:K Tr i a1 Tea.rn j 200 6 - Preen-r '~t~'rr l a.Q. 'Prose.cu'h~t on }~~ net S ~CUfio a Htgh Swtrn Teem Zoos - Pr~es2t7E. b~TaeKWondo~ (qqg-2oo5. Awacvteoq, 15}'j~e~clrtae.~la>`.KIDeI o~uC22oo5 ,' un-~eP,r-i a~Kty~ pu.bltc Telev'~stc^~ Co,.merc~.m~ $`~'°~ . P~' Which aspects of the Youth Commission interest you? ~'a.,,. ,n-iere~ to Qe~tnc~ rwayalF aid o~o.c- +ee~S tnvoWed ~n cArvtrn.w.~~~ ctcrl~r,'r,es n.~rll Ser-v;G2 ~~ec,-t-ci.. woad also 11i~e -te -Fv.M'~.ec~ devedoo rh,, IpaolP~1'~op 6Ki115 tixt -D2a,nq o.; post-i-t~re. ~ o1~e, rnodu-Q to ova comma,..~~k~. Please list three school and/or community references and phone #: ~c.toEJ2art-t'a53t~ l ~GLC'G i~o-~-k~4-'- Produces- o~'~`GorvLmun;~ 8a~o-ncQ," at KM.yT Rxbt;c. i~~e+~arar 2. er r vl~ P~1~. - 0'"` W o d H c ~fio -~'e.~~ yo 4~'7 -3ti 11 x 381 3 Ke-61U~ ~Owr~ ~ 10~`'` Aro-dlu. E~nal.ish ~eo~h~-c~ ~~t~8~gb"1-3~t11 --Q I have read the application packet and understand the commitment is l0 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Applicants S g ature Date I understand the commitment involved with the Youth Commission and approve of my son/daughter's applying. ~ ~i1 G~ 1 ~ -1 01 Parent/Guardian Si nature Dat REFERENCE FORM Name of Applicant ~ 'RISK l TA U'~ ARSI The above named applicant has requested you to write a reference for a volunteer application. The applicant must include this completed reference form with their application. Please complete the areas which you feel comfortable commenting upon. Thank you for your assistance. How long have you known the applicant? From ~S ~ ~U 4: _to 3 ,~ ~0 7 In what capacity or job? } 1 ~ ~ 1 J s f;~~ h ~"~ ~~~ f~J~ aq 6M IR ~3 W~ll~ ~.J ~~ ~~4t~C=~ 1 _s Please complete the following: Above Average Avera a Below Average 1. Work habits ~ • 2. Responsibility 3. Interaction 4. Leadership 5. Dependability 6. Other: Please share any additional i nformation that will support your evaluation of the applicant: (Use reverse side or additional paper if needed.) 0~ b1~k . ~ r - ~-.. Signature Printed Name Phone #: ~ u $ ~%~ j `-l I t X j g~ J'~', Address: • 3 >~S~~a~~ •/ volreNm rev: 3!31/99, 7/20/06 89F310 4199 330~~1 Date w w ^^ i ~~ ~ V~ r~ ''' Y ~i~s~, ~ ~~ a''iL a~ ~tJf .I1~A ~ ~~ •1y ~~z h '' ~ { [ I' ~'i V ~'~ ~ . '~ 4 a ~l~ ~' ~ t t~ 0 tai l( .~ p l~~ ~/V~rl~/' WC~~ wl~~ a~'~,erf q,ZA .r V+~c~~-~IKtA ^'1 r1 CCJ('~L[ZI U~ 7'C,i~C`: c./'!l Kl<<Sv/ .fth0.r~~(~,f 3 • • :. ~:~~~~~'~~JTI`~T~~'~' ~~,.~,~?~~~~hg `l~et~~TisiOn ~iz0~~~ a :~'~~t°c ~.s~ac Pott~.r° • 590 South 5"' Street / San Jose. CA 95112-5646 / 408-294-1453 / marc_isaac~otter@yahoo.com Wednesday, March 03, 2004 To Whom It May Concern:, Rishi Taggarsi is a very valuable delight on the crew of my show Community BalanceTM. His enthusiasm, willingness, and skill -especially in the difficult areas of trucking the camera and zooming camera shots are better than the vast majority of camera people with whom I have worked. I have frequently asked Rishi to take on difficult assignments, such as doing two shows back to back, logistics jobs on the crew, and working on short notice. Every single time, I have gotten an upbeat positive attitude and, unless there is some .~.. pre-scheduled event in his life, a resounding yes. Rishi makes me look good as a Producer, and that quality is extremely valuable. You would be very lucky indeed, and very wise, to have Rishi on your team. ~- / ~.- ~". Sincerely, Marc Isaac Potter Volunteer Producer Community BalanceTM • u Ci of Saratoga ty Youth Commission Application ~Co~mes '(~t'eyor w M Last Name First Name Middle Initial ~g272 G~ts~ ,~~ sa~r~~~~, Address City ~~~Ua M!~d~e-SC~,a~~ School Attending during 2007-08 school year i~ L(D~- gb 7. 72yo Phone Number ~1~0 7d Zip Code ~th Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) ~ So 1.,,~d ,;occ c,^ vole ball eo.~` ~/~~~-~-i ~r ~ ih ~ S~h~o G~nsel~ 4tni~dl~,9 ~CJ(.~,jE! ~'vf 't'he hoof 1n /~1eX~~o Whichtas-1pects of the Youth Commission interest you? -.t, , 6-v i~ ~; c'~ +o -~-tic Con-, r31I~r-! ~ s D~,c`T~.& ~~~~ ~` -~~b~le 1+ t Sao r r i i ~ P Please .:s. th .,., s..hool and/er ..emmc.n:t} r..ferences and phone #: ~~~~ ~' f ~~~'~~ !'~4r 2. s `~ ;-c~~c.E -~e-~ca~'ed c. hurLln _..+ 3. I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and programs, unless excused by the Chair of the Commission or Advisor. Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/daughter's plying. v-~ ~ ~~ ~~ .Parent/Guardian Signature Date City of Saratoga Youth Commission Application Last Name First Name Middle Initial Zagoc~ W~~'1r~av~ S live : Sc,rcn,i~oc~~. Address V city SGCo,~OUct. ~~ School Attending during r'1~v -08 school year. .. ~~ ~} ~ ~' s ,. f~AY I 0 2007 c~ ~ ; ._ ~72-1~~0 Phone Number ~5i7 7 Q Zip Code Th Grade Level in Sept. 2007 Please list your school and community activities. (clubs, volunteer jobs, athletics, charities) P,~ ~uzx~d M~~1~ School S Oat~~'Gi~kii~ in 1'~-el'r~ sir-f-S' Grn ctilso ~ ,~~, o~ tl~e ides UuI e ~~'1C~~K5 1-t~c~(bsse ~-en nn ~ . Which aspects of the Youth Commission interest you? ~ • i ~mv\~d \~kQ ~ herd t1r12 ~onnt~v,r~}-~ tin ~a„n ~ ~;SI~ r@~~~~4 c,nd C::~h+rib(d1i-e -}-o C_on~M inn_ ~~ _~ro i~Fc1's, T n w, ~ co k~rr -~or'\Nn~.~ ~ G'~'e.GtN i~t-~ ~U i~i,~ < ~'D ~ nJ~ ve y Q itj'h S Please list three school and/or community references and phone #: 1. C~!'e ecclne~(' ~. Shcn,,,Hh AVM h c, $b7' 3~4~ ;1~ l y5~ 2. SFc~n;sh Teac,Y~~r Mt'tr~~S 1~,lnvel ~t,'I-3cri'Z X165 3. ~Seobt ~tYa~IV~S'~c~ Mf\i0Y Gas fsa-has ~Io~! ~Sb-~zg I have read the application packet and understand the commitment is 10 hours per month in addition to the monthly meetings. I also understand I must attend all commission meetings, activities and program unless excused by the Chair of the Commission or Advisor. ' S i~~ lUz Applicants Signature Date I understand the commitment involved with the Youth Commission and approve of my son/ ughter's a lying. R ~/ rte-- ~~~z J ~ .= ~ ~ Pa nt/Guardian Signature Date SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 AGENDA ITEM: ORIGINATING DEP • C'ty Manager's > ffice CITY MANAGER: ~~~~ PREPARED BY: ~ . DEPT HEAD: SUBJECT: Commendation Honoring Outgoing Youth Commissioners RECOMMENDED ACTION: Present commendations. REPORT SUMMARY: Attached are commendations honoring outgoing Youth Commissioners Amit Arunkumar, Michael Byrne, Tami Maltiel, Pratik Pramanik, and Steven Shepherd. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A -Copy of commendations. •r SARATOGA CITY COUNCIL ~rmc DATE: May 16, 2007 AGENDA ITEM: ~~ ORIGINATING DEPT: Administrative Services °REPARED 1 ' Karen Caselli ~U13JECT: Check Register for 5/1/2007 RECOMMENDED ACTION: CITY MANAGER: ~~~~~ Dave Anderson FINANCE & ADMIN. ~~ ~~ SERVICES DIRECTOR ~~~ (yat~,l ~~U Lary Fu fey That the City Council accepts the Check Register for 5/1/2007 REPORT SUMMARY: Attached is the Check Register for 5/01/07. The checks were released on 5/03/07. prior Check Register for 4/17/07 ended with check number 104799. Payroll checks were released on 4(26/07.,, Starting Ending Total Type of Checks Date Check # Check # Checks Amount 4ccounts Payable 05/01/07 104800 104904 105 $514,368.78 Payroll 04/26/07 32280 32298 19 $128,443.43 TOTAL $642,812.21 The following is a list of checks issued for more than $10,000.00 and a brief description of the expenditure: Check # Issued to Fund Dept Purpose Amount 104814 Bridge Wireless Gen Emergency Prep. Emergency Prep-Radio $ 12,935.25 104816 Caporicci & Larson, CPA's Gen Finance Audit Fees $ 14,850.00 104848 John Deere Landscapes CIP PW-Parks Landscape Mtc. $ 15,857.84 104860 Metropolitan Planning Group Dev Community Dev. Planning Svc $ 11,927.25 104869 Novakovich, Matt Gen PW-Parks Orchard Mtc. Svc $ 67,313.00 104872 Pacific Gas & Electric Various Various Electric & Gas $ 12,284.18 104875 Robert A. Bothman, ]nc. Hakone PW -Engineering Hakone APA Upgrade $ 1 1,725.00 104893 'l'op Grade Construction Hwy User PW -Engineering Sar/Snvl Rd Rehab/Overlay $197,339.93 104902 Wittwer & Parkin, LLP Gen/Dev Community Dev. Legal Services -March $ 14,239.86 -.__..J l'he foll~wving is a list of checks that were voided/manually issued:. Check # 1[ssued to Amount Purpose 104800 Wang, Teresa $1,935.53 CD Deposit Refund 104801 Ungo-McCormick, Deborah $8,770.00 Contract Planner SVC l'he following is a list of cash reduction by Pund: Fund # Fund llescription A/P Total PR Total Total 001 General 176,284.73 30,612.41 206,897.14 150 Streets & Roads 202,989.34 16,518.39 219,507.73 201 Manor Drive Landscape 73.55 202 Ferdericksburg Landscape 26.55 26.55 203 Greenbriar Landscape 123.59 123.59 204 Quito Lighting 1,216.99 ],216.99 205 Azule Lighting 265.92 265.92 206 Sarahills Lighting 290.00 290.00 207 Village Lighting 2,401.98 2,401.98 209 McCartysville Landscape 196.47 196.47 210 Tricia Woods Landscape ] 33.99 133.99 21 1 Arroyo de Saratoga Landscape 96.55 96.55 212 Leutar Court Landscape 44.13 44.13 215 Bonnet Way landscape 443.81 443.8] 216 Beauchamps Landscape 48.50 48.50 217 Sunland Park Landscape 0.00 222 Prides Crossing Landscape 280.08 280.08 224 Village Commercial Landscape 0.00 225 Saratoga Legends Landscape 0.00 226 Bellgrove Landscape 829.13 829.13 227 Cunningham/Glasgow Landscape 32.73 32.73 228 Kerwin Ranch Landscape 0.00 229 Tollgate LLD 180.35 180.35 231 Horseshoe Landscape/Lighting 8.51 8.51 232 Gateway Landscape 208.89 208.89 250 Development Services 17,419.08 53,716.86 71,135.94 260 L'nvironmental Program SRF 6,651.23 5,439.00 12,090.23 270 CDBG -Federal Grants 0.00 290 Recreation 22,040.50 16,829.85 38,870.35 291 Teen Services 50.00 4,300.75 4,350.75 310 Park Dev Cap Proj Fund 5,821.15 320 Yark Dev Capital Project 0.00 3 52 1 n frastructure 0.00 400 Library Bond Debt Service 0.00 420 Leonard Road 0.00 501 Equipment Replacement ISF 0.00 502 Information Technology 0.00 503 Facility Improvement 0.00 604 Planning Deposit Pre 2006 I ],021.78 11,021.78 605 Planning Deposit FY 2006 18,428.65 18,428.65 701 Traffic Safety 669.65 669.65 702 1-lighway 9 Safety 0.00 703 Hakone ADA improvements 1 ],725.00 706 Sidewalk Annual Project 0.00 707 Aloha Street Safety Improvement 1,897.00 1,897.00 ' 71`6' Highway 9/Oak Pedestrain 1,026.17 1,026.17 727 EI Quito Area Curb Replacement 728 Book Go Round Drainage 0.00 731 Storm Drain Upgrades 0.00 732 Median Landscape/Irrigation 0.00 734 Civic Center Landscape 22,654.64 22,654.64 735 Village Lights (Zone 7A) ~ 0.00 736 Village Trees Lighting 77.15 738 Cox Ave Railroad Crossing 0.00 741 Blaney Plaza Improvements 0.00 743 Blaney Plaza Improvements/Construction 0.00 744 Village Sidewalk, Curb/Gutter 0.00 746 Saratoga-Sunnyvale Gateway 4,333.97 4,333.97 755 Warner Hutton House Improvement 326.38 326.38 758 Civic Center - CDD Offices 0.00 762 North Campus/19848 Prospect 2,870.00 2,870.00 790 UPRR/De Anza Trail 0.00 791 Kevin Moran 0.00 792 Alternative Soccer Field 0.00 793 Parks/Trails Repair 2,206.81 2,206.81 TOTAL 514,368.78 128,443.43 642,812.21 ALTERNATIVE ACTION: N/A LOW UP ACTION: AllVE}2TISING, NOTICING ANll PUBLIC CONTACT: N/A A"I'TACHMENTS: Check Register in the Expenditure Approval List format. ., ,. H y H H~ H H~ P~ o y y H H H H 0 01 N O~ T OI O~ W N O~ Ul N C~ T O 0 o J O m m N O N N N o Y Y Y O a A o m m O Y Y o m m O m o O O N 0 Y O < I n ro ro H V] I H }t N ~~ W W W W W W W W W W\ W N W W W W O Y F+ W E1 W M W Y W W N Y UI Y W W Y N G O O Y IO O ~O O m Ol N O N W 1p N IO b O O N A W A O N ~+ W O O O O W O W S 'I. 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A ip i b ro m w Y Y N N Y Y N J J T T Y m o Y N A N A VI O Y A N N N o e m Y w A p Y o N m N N ~ Y N Y O Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y O O p O m l..l • O A m ~ N a N a (D O O VI W W a A (II 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a A A A a A A a A a A A A a A A A A o i~ y ~ H G O p Y A y W Ol UI N N Ol N A N VI 1p VI O ~p O m m m 0 m m 0 m tD m O] 0 0 0 m 0 0 m p p O O O O 'A 1 p O O O O O p O O O O O O p O O Y Y Y Y Y Y Y O m Y Y Y Y Y Y Y Y Y Y Y V Y m Y Y Y Y Y Y Y N Y ~ b W W ~ W J Ol W 01 Or W O1 N Or N W N W N Or A O J A I ~ m N J m O~ O m Or m N m OI N J C\ J O VI (P T N H m m O O O O O O O O O O O O O O O O O O O y N W N w O O O p O O O O p O O O O O O O O O O O C m O O O O O O O O O O O O O O O O O O r i I I I ~ I N ,. o~mp m m o oo nnnnnnnnnnnnnnnnnnnnnnnnnnnnnno UI VI O N o A O 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 a 3 a 3 3 3 3 3 3 3 3 3 3 3 o Y Y Y + o,p No N o N o C* , rro A W W O Y O L Y L+ Y Y Y Y Y Y F+ Y F+ V Y Y Y Y Y Y Y Y V Y O N N N N N H l J ro Y O m O 'T Z~ H O N N A O A N N N N N N N N N N N N N N N N N N N N N N N N N A N N W W N W W W W W ., m I p p W A i Z G O~ K L1 ro W W A m A W W W W W W N N N N W W N N W W W W A W Y m ~p O N J I-' OI N VI lP d A ~ A N N I O O tl q VINW OlO A W W W N m J J F' Y rp b O O N N O r0 m , HZ~Oyy'~I ' A A w J W m m m m m m m q m q m b b b q b q b J A M O 'n 3 0 q M N m m X m A £ H ~ bcl o £ £ m m m M w O ~ I g rn m 3 X H n d~ O ~o O o m p o p o o n 0 o O p o O o 0 0 0 O o O O O O O o 0 o O O O O o o O O o o m o p p p o p o o p O o p o o p o o O p p p p o 0 o n o O < O I (.j r\ O A~ q N 4n Ut H lP N n N O Y 'p 0 o p o 0 o m VI to VI UI VI Vt N Ul Ut N N UI N N UI UI N In N N N IP N~ III N N Ut N N A A A G o o p G] UI q U 'JJ n Z ~ 01 G1 q A '0 i A A A A A A d A A A A A A A A A A A A A A A d A A A P ~ III N A O~ N J J J J S O 'q N Ul ~ ~Y J N d r d O pI OI T OI OI pI pI UI N VI N N Ut VI d A A A A W A Y 0 O J W N Y O \p O J T N A N Y ~p 0 oI UI W N O O H J '0 I Z m ~3 I y p Ip J N N A q m ro A H I O m m I ~ r N ro O < H O X H z 2 N n N ~ z o N n Z m m H I o Y ut y m p 0 p o 0 o r 0 o O p o 0 0 o p o o p o 0 0 0 0 0 0 0 0 0 o p o 0 o p p o C p o 0 o n ;~, o 3 o m ~ o p O o o p o 0 0 o p o 0 0 0 0 0 o p o 0 0 0 o p p 0 ro o ro p Z 0 o A 'P O VI O o o p o 0 0 o p p o 0 0 0 0 0 0 0 0 0 0 0 0 0 o p p o p o A o z ~ A A ~? A A A A A A A A A A A A A d A A A A A A A A A d A A o A r~ A n W W O W W W W W W W W W W O O \ \ Y \ W W W W W W W W W W W W W W W W W W W W O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O W W ~ m O H N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ N N N N N N N N N N N N N N N N N N N N N N N N N O I o n \ Z \ \ O O O O O O N N N N N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N n N ~~ O~ J J J O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O J J J J J J J J J J J J J J J J J J J J J J J J J O ~ m 0 O O L' J J J J J J J m O O O O O N N Ql p~ p~ p~ N N N N N N N N N N N N N N N N N N N N N N O O F' F' O I ' 0 0 0 0 0 0 UI N VI N N VI U1 VI N UI VI N VI UI UI UI 1fI VI {/1 VI VI UI O p ~ VI VI N VI A A O O O O O N p ~p b ~ I O O O O O O O O O O O O O O O O O O Y F+ F+ p n W W Y A A A d A iO A A d A d A A A A A A A d A A A A A A A A A I ~ n 0 0 N O 0 to Y Y ~ aI m m m m p o 0 0 0 0 o p o p o 0 o a p o o p o O O O O O O W m O IP In o O O O O O Y F+ Y Y Y 1+ Y Y Y Y Y Y Y Y Y Y F+ Y Y Y Y Y N N vl ut u+ulAAOp o00ooo op oooopopp O ~ O Z W O I U1 W N ooooulm A A A ip A A N A VIA A UI A d N A A VI A Ut A UI d I A o ut y W N N Y V VI A N VI N A A A A A A A A A A A A A A A A A A A A A A A A A A A A Y Y N N W A A d d A d N A N A d N A A N A A N A N A N d N A N A N Y Y W T N A m w W UI UI Ifl Y N N UI N VI VI UI O UI VI O N UI O N V1 N N UI VI Vl UI UI VI yl N UI UI UI UI x ~ ro W W W W W W Y Y Y F+ M Y Y Y Y Y W Y W Y W Y W Y W Y W Y O O UI y1 J N ' N N J F+ Y Y V Y Y A O A O O A O O A O Y A A + jy Z I v, m N N Y Y Y A L A Y A Y A m m O O O O O O Y O Y O O Y O O Y O O Y O Y O Y O Y O ' M I H Y O F J O1 dt r' r O H O H b H y ro ro ro b ro b N N N N N N N N N N N N N N N N N N N N N N g q ~ ?1 U O p 0 0 d m 0 b 0 0 9 b b b b b b g b q b b q b b b b q b b b q H H 0 0 0 o p o 0 0 o ro T, n b o m q A p o o p O o p o 0 o p o 0 0 o p o o p p o A A A d A A A A A A iC d A A A A A A A A A la A A A 0 o I m N q Z q O r H H O m ~ A A d A A A H H H H H H H H H H H H H H H H H H H H H H H H H H H H H H A A y N q ~ M' ` 0 0 m m O f7 0 0 0 0 0 0 m m m m 0 0 p m o 0 o m m b O O O tl O y0 ] H f H m< m m < n C o 0 0 0 0 o Y o 0 0 ~ I m O O ?C m H H m O m o p o p o 0 o p o o p p p o p o 0 o r l C m q N p. W VIA J J J J n < w ro 3 N< I H ro Z P ?f Z ro 2 J J J J J OI 01 W W N N 01 T OI p~ p~ p~ ~] O m I I O m 'A H 1 O q Z Z H i H O [ + r o~ y y ~ m O tl 'A ' O O 1p O H VI O VI yl VI UI M F+ Y O~ N'OI O O VI N O O b ~p O O Y M (A (n O N N J O O Z I O J H Z mm r O 1p VI Y O O O W m m N N N T OI tD b N VI N N J J O O C< A (() A ' M +HH +co H tnm o r H rrrrrr~rrrrrrrrrrrrrrrrrrrrr~~ y ~' y m • m H C C H m 0 b H mmmmmmommmmmmmmmmmmmmmmmmmmmnc~ o 41 G] 4]Om m y n v o C3 » m ~ ro ro b m b q L14]47 G14] O G]LI L] Ll L] L]47 G] G7 G]G1 G]G)G1 L1HH H g b b b b b r b q q ~I, ,ro H 3 4rn rr r \ r b b g q q b b b b b q b b b b b m m q rrrrrr ~rrrFrrrrrrrrrrrr ~ H b m M ~ » N N * % + rrrrmm r fnN fnymy <fn mm yNtn to tnMN N yN mmfn In (n to MuJy~ » z r z x m < < < C C < n < < < C < < < < < < < < < < < < < < < < < O O nnn » ;u ° q » » nnmm~nnnnnnnnnnnnnnnnnnnnzz yN MN y N y ro n N m Ih tnN Nyymin m In to ll~tnti NytiMxx m m Y N O I N O Y N O ~^ O J m p Y x W Y Y iP T VI A A ; [ roiJ ~ Y 0\ O J V1 UI ~p J N Ip W d Y A W d d W N N N d A W A W w N F+ Y A W uI A d ~O p p ~ y ' A Y Y ~ (~ W N Y Y ~O ~p Ip l ~ b N T A T O~ A \p Ip f+ W W N Ip O~ N A N A N N T A Ip J A O~ J d A Y m m N m Y Y Y~ 01 Ip ~p Ip N A p1 m W VI m A N Y Y O J Ip ~p C N N W UI A Y Y J J J O J 0 O OI W W Y m tp F+ J Y QJ ~p m m ~+ Y O~ A d O~ O O N Y O ~p G\ m m J O Y pI pl N N Y O O O~ N O ~p y1 UI ~i O m 0 I ~J ')C 1 I m O O~ O~ O Q~ pI O N N O O O T m m O O O OI O N O O m O , O N N m VI Y Y I A p ro w J p b G] ~ w m o w uI m m J In y C mw m ~ b I Y W SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 AGENDA ITEM: ORIGINATING DEPT: Administrative Svcs CITY MANAGER: ~~/~h+'~- PREPARED BY: ~ '~' ~l''-~ DEPT HEAD: ~.-~~,'(A~ , , t~;' ~G- r B.J. Sadeghian Mary Fure ,Finance & Interim Accounting Supervisor Administrative Services Director SUBJECT: Treasurer's Report for the Month Ended March 2007 RECOMMENDED ACTION That the City Council accept the monthly Treasurer's Report. REPORT SUMMARY California government code section 41004 requires that the City Treasurer (the Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. 41004. Regularly, at least once each month, the city treasurer shall submit to the city clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall file a copy with the legislative body. Additionally with the passage of Chapter 687, Statutes of 2000 (AB 943 Dutra), effective January 1, 2001 cities are now required to forward copies of their second and fourth quarter calendar year investment portfolio reports to the California Debt and Investment Advisory Commission (CDIAC) within 60 days. The CDIAC will use the report as an additional opportunity to examine public investment practices in a more consistent basis than before. Cities, such as the City of Saratoga, that are 100 percent invested in the Local Agency Investment Fund (LAIF) are exempt from the new investment portfolio reporting requirements and are only required to send a letter to CDIAC indicating the total and composition of their investments. This Treasurer's Report will satisfy our reporting requirement to the CDIAC. The following pages in the attachment provide various financial data and analysis for the City of Saratoga's Funds collectively as well as specifically for the City's General (Operating) Fund, including an attachment from the State Treasurer's Office of Quarterly LAIF rates from the IS' Quarter of 1977 to present. FISCAL IMPACTS None CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City will not be in compliance with Government Code Section 53891 and Section 40804. -_ _ ALTERNATIVE ACTION .._ N/A FOLLOW UP ACTION N/A ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A -Cash and Investments by fund B -Change in total fund balances by fund C -Cash and Investments by CIP project D- Change in total fund balances by CIP project E -Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates ATTACHMENT A CASH AND INVESTMENTS BALANCE BY FUND As of March 31, 2007, the City had $238,733 in cash deposit at Comerica bank, $]4,483,747 on deposit with LAIF, and $922 in cash with fiscal agents for the Public Financing Authority bonds. The bank reconciliations are completed thru the month of January 2007. The fund balances for Recreation services and Teen services normally experience deficits during this time of year, when activity levels are lower. It is expected that the funds will balance with summer time activities. Operating Transfers for Quarter and Quarter 2 have been made. Quarter 3 Operating Transfers to Recreation services ($11,475), to Teen services ($13,725), and to the internal sewices funds are scheduled for March 3l, 2007. The Council Policy on operating reserve funds adopted on April 20, 1994, states that: for cash flow purposes, to avoid the necessity of dry period financing, pooled cash from all funds should not be reduced below $2,000,000. The total pooled cash balance as of March 31, 2007 is $14,723,402 and exceeds the limit required. Unrestricted Cash Comerica Bank 238,733 Deposit with LAIF 14,483,747 14,722,480 Restricted Cash Fiscal Agents 922 922 Total $ 14,723,402 The following table summarizes the City's total cash and invesnnent balances by Fund. ~ Fund Types Fund Description Cash & Investment Balance' at March 2007 General General Fund $ 390,257 Designated Reserves: - Petty Cash $ 1,300 Tree, Bench, & Plaque Dedication Program $ 1,678 Library Exterior Walls Maintenance $ 15,000 Theater Ticket Surcharge $ 22,533 Retiree Medical $ 62,500 CIP $ 74,387 Economic Uncertainty $ 1,500,000 Operations $ 2,554, ] 50 Special Revenue Supplemental Law Enforcement Services Fund $ 100,000 Highway Users Gas Tax $ 585,075 Landscape and Lighting $ 253,329 Development Services $ 1,758,729 Designated Reserves: Tree Preservation Ordinance 226 $ 122,609 General Plan Update $ 4,306 Document Storage $ 29,314 Enviromental Programs $ 939,978 Development Fees $ 116,224 Community Development Block Grant $ (15,056) SHARP loan $ 70,545 Recreation Services $ (47,379) Teen Services $ (22,074) CDD Deposits -Planning Deposit Pre FY2006 $ 147,887 CDD Deposits -Planning Deposit FY2006 $ 256,183 Capital Project Park Development $ 155,994 Library Expansion $ 298,935 Public Safety $ 419.608 Infrastructure $ 197>.821 Facility $ 542,723 Park and Trails $ 1,548,622 Debt Service Library Bond $ 338,987 Internal Service Equipment Replacement $ (3,927) Information Technology $ 389,419 Facility Improvement $ 79,]65 Trust/Agency Leonard Road $ (6,721) Public Financing Authority $ 922 KSAR - Communit Access TV $ 62,379 Total Cit $ 14,723,402 ATTACHMENT B CHANGES YN TOTAL FUND BALANCE • The following table presents the ending Fund Balances for the City's major fund types at March 31, _ _ 2007. This table excludes Trust and Agency funds tivhere the City acts merely as a third party custodian _ of an outside party's funds. Fund Descri tion 06/30/06 Fund Balance Incr/(Deer) Jul- Jan Revenues Ex enditures 03/31/07 Transfers Fund Balance General GeneralP~und 2,825;799 (927,150) 895;725 (2,242,486) 551,888 Designated Reserves: - - - Petty Cash 1,300 - - - 1;300 Tree, Bench, & Plaque Dedication Program 28 1,650 - - 1,678 Library Exterior Wall Maintenance 15,000 - - - 15,000 Theater Ticket Surcharge 17,286 (1,507) - - 15,779 Retiree Medical - 62;500 - - 62,500 CIP 614,997 (540,610) - - 74,387 Economic Uncertainty 1.500,000 - - - 1,500,000 Operations 2,554,150 - - - 2,554,150 Special Revenue Supplemental Law Enforcement Services Fund - ]00,000 - - 100,000 Highway Users Gas Tax 604,509 (22,565) 96,663 (59,289) 619,318 Landscape/Lighting Fd 250,321 38?77 405 (6,244) 2$2,759 Development Services 1,339,563 39,7]5 131,395 (255,575) 1,255,098 Designated Reserves: Tree Preservation Ordinance 226 186;644 (17.886) - (21,293) 147,465 General Plan Update 7,065 8,290 ].585 (16,978) (38) Document Storage - 27,841 574 - 28;415 Environmental Programs 909,760 86,266 5,756 (74;075) 927,707 CDBG (1];137) (42,593) 33;064 (4,551) (25,217) SHARP Loan 75,287 (2.893) 2,040 (5;000) 69,434 Recreation Services (31,783) (59,492) 119,152 (82;560) (54,683) Teen Services (38,728) 16,984 14,654 (10.424) (17,514) Capital Project Park Development 91,246 62,758 1;991 - 155,995 Library Expansion 704,004 (30.712) 4;759 (750) 677,301 Public Sn('ety 554.077 (67,268) - (39,398) 442411 Infrasuvcuve 1A42,934 (90,558) Li38) (235,913) 1;616;125 Facility 4/i,280 478,606 (1.000} 160.314) 513.572 P..^.rkandlrails 196,887 173.737 (100,0001 (19,171) 251,453 Debt Service Library Bond 865.379 (534,555) 7,143 (0) 337,967 Internal Service Fund Equipment Replacement 247,148 (271,925) 20,850 - (3;927) Technology P~eplacement 403;520 23;605 6,250 (114;443) 3]8,932 Facili Im rovement 53,546 25,000 12,500 (11.881) 79,165 Total Ci 15,975,082 (1,464,485 ],253,168 3,260,343 - 12,503,421 ATTACHMENT C • CASH AND INVESTMENTS BALANCES BY CIP PROJECT The following table the details the cash balances for each project in the Public Safety, Infrastructure, _Eacility, and Park and Trails Capital hmprovement Project.Funds.. ects Cash & Investment Balan at March 2007 ;safety 47,367 ~ay 9 Safety project 59,022 e ADA Improvement (76,729) alk-Yearly Project 181,341 Street Safety ]mprovement (8,825) ~s @ 4th Street 100,000 ay 9 and Oak Place Pedestrian Sign (9,761) Road Bridge Replacement 127,192 Total Public Safety $ 419,608 • ., lntrastructure Two Solar Power Radar Feedbacks 15,000 El Quito Area Curb Replacement 459,403 Book Go Round Drainage 43,748 Sobey Road Culvert Repair 150,000 Storm Drain Upgrades 211,314 Median Repairs(Landscape/]rrig.) 1 ],495 Civic Center Landscape 91,396 Village Lights (Zone 7A) 50,000 Village Trees & Lights at Sidestreets 7,000 Cox Ave Railroad Crossing Upgrade 26,477 City Entrance Sign/Monument 13,467 Blaney Plaza Improvement-Constructions (34,568) Village Sidewalk, Curb & Gutter 733,664 Saratoga-Sunnyvale/Gateway 97,425 Storm Drain @ E] Camino/Mt Vista 100,000 Total Infrastructure $ ],975,821 Facility Warner Hutton House Improv 45,948 Fire Alarm at McWilliams & Book Go Round 25,000 North Campus - 19848 Prospect Road 465,232 Historical Park Fire Alarm System 6,543 Total Facility $ 542,723 Parks & Trails Hakone Garden D/W 168,433 'Union Pacific Railroad (Deanza) Trail (35,014) Kevin Moran Park 1,140,381 Alternative Soccer Field 249,324 Park/Trail Repairs 25,499 Total Parks & Trails $ 1,548,622 Total CIP Funds $ 4,486,774 ATTACHMENT D FUND BALANCES BY CIP PROTECT • The following table details the fund baiances for each project in the Public Safety, Infrastructure, Facility, and_Park and Trails Capital Improvement Project Funds. . _. CIP Funds/Pro'ects 06/30/06 Fund Balance lncr/(Deer) Jul- Jan Revenues Ez enditures 03/31/07 Transfers Fund Balance Public Safety Traffic Safety 67,568 (]5,285) - (243) 52,040 Highway 9 Safety Project ] 00,000 - - (20,400) 79,600 HakoneADAlmprovement - (63,424) - (]3,305) (76,729) Sidewalks Yearly Project 185,001 (3,210) - (450) 181,341 Aloha Street Safety Improvement (57,529) 49,537 - (435) (8,427) Bridges @ 4th Street 100,000 - - - 100,000 Highway 9 a,td Oak Place Pedestrian Sign 31,845 (34;886) - (4,564) (7,605) Quito Road Bridge Replacement 127.192 - - - 127,192 Total Public Safety 554,077 (67;268) ~ - (39,398) - 447,411 Infrastructure Two Solar Power Radaz Feedbacks - 15,000 - - 15,000 El Quito Area Curb Replacement 460;264 (861) - (249) 459,154 Book Go Round Drainage - 51.892 - (345) 51,547 Sobey Road Culvert Repav - ] 50;000 - - 150,000 Storm Drain Upgades 167,864 43,450 - (144,532) 66,782 Median Repairs(Landscape/Ircig.) 20,000 (7,855) - (325) 11,820 Civic Center Landscape 104,325 (5,528) - (10,511) 88,286 Village Lights (Zone 7A) - 50;000 - - 50,000 Village Trees & Lights at Sidestreets 7,000 - - - 7,000 Cox Ave Railroad Crossing Upgrade - (195,382) (338) - (195,720) Signage @ City Entrance 13,467 - - - 13,467 Blaney Plaza Improvement -Contraction 99,787 (131,334) - 0 (31,547) Village-Streetscape Impv (Sidewalk, Curbs) 738,624 (4,960) - - 733,664 Saratoga-Sutmyvale/Gateway 231,603 (54;980) - (79,952) 96,671 Storm Drain @ EI Camino / Mt Vista 100,000 - - - 100,000 Total In&astmcture 1,942,934 (90;558) (338) (235,913) - 1,616;125 Facility WHH Improvements 74,737 (22,617) - (7,623) 44,497 Civic Center- CDD Offices 15,000 (15,000) - - - Fire Alarm at McWilliams & Book Go Round - 25,000 - - 25,000 North Campus - 19848 Prospect Road - 49];223 (1,000) (52;691) 437,532 Historical Park Fire Alarm System 6.543 - - - - 6.543 Total Facility 96;280 478,606 (1,000) (60,314) - 513,572 Parks & Trails Hakone Garden D/W 164,283 - - - 164;283 Union Pacific Railroad (Deanza) Trail (49,066) (68;395) (100,000) (12;624) (230,085) Kevin Moran lmprovemettts 46,468 (4,484) - (],603) 40,381 Alternative Soccer Field - 250;000 - (676) 249,324 Park/Trail Repairs 35,202 (3.384 - 4,268 27.550 TotalParks&Trails 196;887 173;737 (100,000) (19,]71) - 251,453 Total CIP Funds 2.790.178 494,517 (101338) (354;795) - 2.828,562 • • SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: PREPARED BY: AGENDA ITEM: ~~ ~~l~ Dave Anderson Manager's Office CITY MANAGER: DEPT HEAD: SUBJECT: Appointment of Traffic Safety Commissioner and Oath of Office RECOMMENDED ACTION: Adopt the attached resolution appointing one (1) member to the Traffic Safety Commission and direct the City Clerk to administer the Oath of Office. REPORT SUMMARY: At the May 2, 2007 City Council meeting Council voted to expand the Traffic Safety Commission membership to seven members instead of five. Prior to the regular meeting Council interviewed incumbent Peggy Guichard. At this time staff is recommending that Council adopt the attached resolution appointing Peggy Guichard to the Traffic Safety Commission. The term for this position will expire on April 1, 2011. Staff will send notice to the Saratoga News inviting applications to fill one additional vacancy. Upon direction from the City Council the Oath of Office will be administered by the City Clerk and signed by the new Commissioner. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointment would not be made to Traffic Safety Commission. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Update City's Official Roster. ADVERTISING, NOTICIl\'G AND PUBLIC CONTACT: Posting of the Council Agenda. ATTACHMENTS: Attachment A -Resolution of Appointment Attachment B -Oath of Office ~~ RESOLUTION 07- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING ONE MEMBER TO THE TRAFFIC SAFETY COMMISSION WHEREAS, on May 2, 2007 City Council meeting Council voted to expand the Traffic Safety Commission membership to seven members instead of five; and WHEREAS, a notice of vacancies was posted, applications were received, interviews have been conducted, and it is now appropriate to fill one'vacancy. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following appointment is made: TRAFFIC SAFETY COMMISSION PEGGY GUICHARD -APRIL 1, 2011 The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the 16`h day of May 2007 by the following vote: AYES: NOES: ABSENT: ABSTAIN Aileen Kao, Mayor ATTEST: Cathleen Boyer, City Clerk • STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Peggy Guichard, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I ~~~ take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Peggy Guichard, Member Traffic Safety Commission Subscribed and sworn to before me on This 16`h day of May 2007. Cathleen Boyer, CMC City Clerk l` J SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ~~ AGENDA ITEM: CITY MANAGER: _X~ ~ ~~ ~~ ~' Dave Anderson PREPARED BY: '%'~ /«~~'~> ."~) DEPT HEAD: ~ ,~~,,.., Q ~' Macedonio Nunez ; / John Cherbone ORIGINATING DEPT: Public Works Assistant Engineer Director of Public Works SUBJECT: Transportation Development Act (TDA) Article 3 Application for the Saratoga Avenue Walkway Project. r~ ~_~ RECOMMENDED ACTION(S): Adopt resolution supporting the Metropolitan Transportation Commission's Transportation Development Act Article 3 PedestrianBicycle Grant Application. REPORT SUMMARY: Backgrround In Apri12007, Public Works staff applied for a Metropolitan Transportation Commission grant titled Transportation Development Act Article 3 PedestrianlBicycle Grant Application. Under the Transportation Development Act-Article 3, "Guaranteed" funds are made available each year for bicycle/pedestrian projects. On January 21, 1998, a Resolution was passed by City Council in support of the Saratoga Avenue Walkway Project that utilized the TDA Allocations. This project has been ongoing since 1992, and has created new walkways along Saratoga Avenue from the City limits to Heritage Oak. The last phase on Saratoga Avenue from Heritage Oak to Park Place will be completed with a combination of last year's TDA funding and this year's allocation. This year's Guaranteed Allocation for the City of Saratoga is $18,317.00 Discussion Renewed authorization to submit the attached application needs to be granted by the City Council. This will be accomplished by adopting the attached Resolution. FISCAL IMPACTS: None at this time. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The project would not be approved, and the TDA Guaranteed Allocation of $18,317.00 would be reallocated to other cities in Santa Clara County. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Resolution will be forwarded to the MTC. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Resolution authorizing the filing of an application with the Valley Transportation Authority for the allocation of Transportation Development Act Article 3 Funds for fiscal year 2007-08. 2. 2007/08 TDA Article 3 Application. Resolution No. INSERT NL'A1BER Re: Request to the Metropolitan TransQortation Commission for the allocation of fiscal year 2007-08 . Transportation Development Act Article 3 Pedestrian/Bicycle project funding WHEREAS, Article 3 of the Transportation Development Act (TDA), Public Utilities Code (PUC) Section 99200 et seg, authorizes the submission of claims to a regional transportation planning agency for the funding of projects exclusively for the benefit and/or use of pedestrians and bicyclists; and WHEREAS, the Metropolitan Transportation Commission (MTC), as the regional transportation planning agency for the San Francisco Bay region, has adopted MTC Resolution No. 875, Revised, entitled "Transportation Development Act, Article 3, Pedestrian/Bicycle Projects," which delineates procedures and criteria for submission of requests for the allocation of "TDA Article 3" funding; and WHEREAS, MTC Resolution No. 875, Revised requires that requests for the allocation of TDA Article 3 funding be submitted as part of a single, countywide coordinated claim from each county in the San Francisco Bay region; and WHEREAS, the CITY OF SARATOGA desires to submit a request to MTC for the allocation of TDA Article 3 funds to support the projects described in Attachment B to this resolution, which are for the exclusive benefit and/or use of pedestrians andJor bicyclists; now, therefore, be it RESOLVED, that the CITY OF SARATOGA declares it is eligible to request an allocation of TDA Article 3 funds pursuant to Section 99234 of the Public Utilities Code, and furthermore, be it RESOLVED, that there is no pending or threatened litigation that might adversely affect the project or ects described in Attachment B to this resolution, or that might impair the ability of the CITY OF SARATOGA to carry out the project; and furthermore, be it RESOLVED, that the CITY OF SARATOGA attests to the accuracy of and approves the statements in Attachment A to this resolution; and furthermore, be it RESOLVED, that a certified copy of this resolution and its attachments, and any accompanying supporting materials shall be forwarded to the congestion management agency, countywide transportation planning agency, or county association of governments, as the case maybe, of SANTA CLARA COUNTY for submission to MTC as part of the countywide coordinated TDA Article 3 claim. The CITY OF SARATOGA adopted this resolution on May 16, 2007. AYES: NAYS: ABSENT: ABSTAIN: Aileen Kao, Mayor Attest Cathleen Boyer, City Clerk, City of Saratoga Resolution No. INSERT NUM:13rR Attachment A Re: Request to the MetroRolitan Transportation Commission for the Allocation of Fiscal Year 2007-08 Transportation Development Act Article 3 Pedestrian/Bicycle Proiect Funding • Findings Page 1 of 1 1. That the CITY OF SARATOGA is not legally impeded from submitting a request to the Metropolitan Transportation Commission for the allocation of Transportation Development Act (TDA) Article 3 funds, nor is the CITY OF SARATOGA legally impeded from undertaking the project(s) described in "Attachment B" of this resolution. 2. That the CITY OF SARATOGA has committed adequate staffing resources to complete the project(s) described in Attachment B. 3. A review of the project(s) described in Attachment B has resulted in the consideration of all pertinent matters, including those related to environmental and right-of--way permits and clearances, attendant to the successful completion of the project(s). 4, Issues attendant to securing environmental and right-of--way permits and clearances for the projects described in Attachment B have been reviewed and will be concluded in a manner and on a schedule that will not jeopardize the deadline for the use of the TDA funds being requested. 5. That the project(s) described in Attachment B comply with the requirements of the California Environmental Quality Act (CEQA, Public Resources Code Sections 21000 et seq.). 6. That as portrayed in the budgetary description(s) of the project(s) in Attachment B, the sources of funding other than TDA are assured and adequate for completion of the project(s). 7. That the project(s) described in Attachment B are for capital construction and/or design engineering; and/or the maintenance of a Class I bikeway which is closed to motorized traffic; and/or for the purposes of restriping Class II bicycle lanes; and/or for the development or support of a bicycle safety education program; and/or for the development of a comprehensive bicycle and/or pedestrian facilities plan, and an allocation of TDA Article 3 funding for such a plan has not been received by the CITY OF SARATOGA within the prior five fiscal years. 8. That the project(s) described in Attachment B which are bicycle projects have been included in a detailed bicycle circulation element included in an adopted general plan, or included in an adopted comprehensive bikeway plan (such as outlined in Section 2377 of the California Bikeways Act, Streets and Highways Code section 2370 et seg.). 9. That any project described in Attachment B that is a "Class I Bikeway," meets the mandatory minimum safety design criteria published in Chapter 1000 of the California Highway Design Manual. 10. That the project(s) described in Attachment B are ready to commence implementation during the fiscal year of the requested allocation. 11. That the CITY OF SARATOGA agrees to maintain, or provide for the maintenance of, the project(s) and facilities described in Attachment B, for the benefit of and use by the public. Resohrtion No. INSERT' Nl1MBER Attachment B Page 1 of 2 TDA Article 3 Project Application Form Fiscal Year of this Claim 07/08 Applicant: City of Saratoga Contact person" Macedonio Nunez Mailing Address" 13777 Fruitvale Avenue Saratoga CA 95070 E-Mail Address" mnunez(~saratoga ca us Telephone• (4081868-1218 Secondary Contact (in event primary not available) John Cherbone E-Mail Addressicherbone(cilsaratoga ca Telephone•(4081868-1241 Short Title Description of Protect: Saratoga Avenue Pathway Proiect Amount of claim $ 18 317 Functional Description of Project: Asphalt concrete 8 Portland cement concrete walkway along Saratoga Avenue between Juniper Ln and Shadow Oaks Wav. Financial Plan: List the project elements for which TDA funding is being requested (e.g., planning, environmental, engineering, right-of-way, construction, inspection, contingency, audit). Use the table below to show the project budget. Include prior and proposed future funding of the project. If the project is a segment of a larger project, include prior and proposed funding sources for the other segments. Proiect Elements• Final design specification construction and inspection undin Source All Prior FYs A lication FY Next FY Followin FYs Totals Article 3 $ 145,532.00 $18,317.00 $18,317.00 list all other sources: ~ ~~ 1. 2. 3. 4. Totals $ 145,532.00 $18,317.00 $163,849 Project Eligibility: YES?INO? A. Has the project been approved by the claimant's governing body? (If "N0," provide the approximate date approval is NO anticipated). 05/17/07 B. Has this project previously received TDA Article 3 funding? If "YES," provide an explanation on a separate page. YES C. For "bikeways," does the project meet Caltrans minimum safety design criteria pursuant to Chapter 1000 of the California Highway Design Manual? (Available on the Internet via: ~://www.dot.ca.gov). D. Has the project been reviewed by a Bicycle Advisory Committee? (If "N0," provide an explanation). YES E. Has the public availability of the environmental compliance documentation for the project (pursuant to CEQA) been YES evidenced by the dated stamping of the document by the county clerk or county recorder? (required only for projects that include construction). F. Will the project be completed before the allocation expires? Enter the anticipated completion date of project (month and YES year) June 2008 G. Have provisions been made by the claimant to maintain the project or facility, or has the claimant arranged for such YES maintenance by another agency? (If an agency other than the Claimant is to maintain the facility provide its name: PAGE 2 OF 2 TDA ARTICLE 3 PROJECT APPLICATION FORM Project Eligibility: B. This project has been previously funded in several cycles. See the attached TDA article 3 application for fiscal year of claim 03/04. D. This project is on going and has been reviewed in the past. See the attached TDA article 3 application for fiscal year of claim 03/04. ,~~ Resolution No. • Attachment B page 1 of 1 TDA Article 3 Project Application Form Fiscal Year of this Claim: 03104 Applicant: City of Saratoga Contact person: Morgan Kessler Mailing Address: 13777 Fruitvale Avenue, Saratoga CA 95070 E-Mail Address: mkessler(o~saratoga.ca.us Telephone: (4081868.1218 Secondary Contact (in event primary not available) John Cherbone E-Mail Address: icherbone(a)saratoga.ca.us Telephone: 1408) 868-1241 Short Title Description of Project: Saratoga Avenue Pathway Project Amount of claim: $17,254.00 Functional Description of Project: Asphalt concrete & Portland cement concrete walkway along Saratoga Avenue, between Herriman Drive & Big Basin Wav Financial Plan: List the project elements for which TDA fundirig is being requested (e.g., planning, environmental, engineering, right-of-way, construction, construction management, contingency). Use the table below to show the project budget. Include prior and proposed future funding of the project. If the project is a segment of a larger project, include prior and proposed funding sources for the other segments (make certain the use of the currently requested funding is made clear in the "Project Elements" section below, and include any other' clarifying information on the next page). Fundin Source All Prior FYs A lication FY Next FY Followin FYs Totals TDA Article 3 $103,926.00 $17,254.00 $17,254.00 list all other sources: ' 1. 2. 3. 4. Totals $103,926.00 $17,254.00 $121,180.00 Project Eligibility: YES?/NO? A. Has the project been approved by the claimant's governing body? (If "N0," on the next page provide the approximate date YES approval is anticipated). B. Has this project previously received TDA Article 3 funding? If "YES," provide an explanation on the next page. YES C. For "bikeways," does the project meet Caltrans minimum safety design criteria pursuant to Chapter 1000 of the California Highway Design Manual? (Available on the Internet at: http://www.dot.ca.goy/hg/oppd/hdm/chapters/t1001.htm). D. Has the project been reviewed by a Bicycle Advisory Committee? (If "N0," provide an explanation on the next page). YES E. Has the public availability of the environmental compliance documentation for the project (pursuant to CEQA) been YES evidenced by the dated stamping of the document by the county clerk or county recorder? (If "NO" provide and explanation on the next page; and note that MTC cannot allocate funds to a project which lacks environmental clearance). F. Will the project be completed within the three fiscal year time period (including the fiscal year of funding) after which the YES allocation expires? Enter the anticipated completion date of project (month and year) . Have provisions been made by the claimant to maintain the project or facility, or has the claimant arranged for such YES maintenance by another agency? (If an agency other than the Claimant is to maintain the facility provide its name: 1 SARATOGA CITY COUNCIL ,~ MEETING DATE: May 16, 2007 AGENDA ITEM: ~I~ ORIGINATING DEPT: Public Works CITY MANAGER: ~~~-_-->~ PREPARED BY: ~ 4L`° DEPT HEAD: ~~ o ,~ ~_ Kristin Borel hn Cherbone Administrative Analyst Director of Public Works SUBJECT: Motor Vehicle (MV) Resolutions. RECOMMENDED ACTIONS: 1. Move to adopt the Motor Vehicle Resolution authorizing a "No Parking" zone on Marilyn Lane between Marshall Lane and Ravenswood Drive. 2. Move to adopt the Motor Vehicle Resolution authorizing the two new red curbs on Saratoga Avenue. ` 3. Move to adopt the Motor Vehicle Resolution authorizing two "Yield" signs on Winter Lane where it intersects Chateau Drive. '~ 4. Move to adopt the Motor Vehicle Resolution authorizing a red curb or "No Stopping Anytime" on Prospect Road. 5. Move to adopt the Motor Vehicle Resolution authorizing red curb at the entrance to Oak Street. REPORT SUMMARY: 1. "No Parking on Marilyn Recently the City placed a stop sign at the corner of Marilyn Lane where it meets Ravenswood Drive. The intersection is in close proximity to Marshall Lane Elementary School and accommodates a large volume of vehicle and pedestrian traffic. The Traffic Safety Commission (TSC) and Traffic Engineer reviewed the traffic and pedestrian issues surrounding Marshall Lane School at their November 9, 2006 meeting and determined that a stop sign and new walkway along Marilyn were warranted and would enhance pedestrian safety along this corridor. Along the new pathway the Traffic Engineer requires that the section of the road be designated as "No Parking". It is therefore recommended that "No Parking" signs be installed on Marilyn Lane between Marshall Lane and Ravenswood Drive adjacent to the new walkway. In order to enforce the "No Parking" zone, it is necessary that the attached Motor Vehicle Resolution be adopted by City Council. 2. Red Curbs along Saratoga Avenue Residents from the Sara Park Circle neighborhood came before the Traffic Safety Commission on April 12, 2007 requesting red curbs on Saratoga Avenue where it meets the entrance to Sara Park Circle. The residents were concerned because traffic parked to the right of the driveway exits blocked their ability to merge easily onto Saratoga Avenue. The Traffic Engineer and the TSC reviewed the request and reconunended that 15 feet of red curb be painted on Saratoga Avenue to the north side of each exit of Sara Park Circle. Iii order to enforce the new red curbs, it is necessary that the attached Motor Vehicle Resolution be adopted by City Council. 3. Yield Signs on Winter Lane Neighbors from Winter Lane came before the TSC at their April 12, 2007 meeting with concerns about the intersection at Winter Lane where it intersects with Chateau Drive. These streets run perpendicular to each other and there are no existing traffic control signs on either street. The residents were concerned that there was confusion as to which street had the right of way. The TSC and the Traffic Engineer recommended that "Yield" signs be installed on both sides of Winter Lane where it intersects with Chateau Drive. To enforce the new Yield signs, the City Council needs to adopt the attached Motor Vehicle Resolution. 4, "No Stopping" on Prospect The Sheriff's Department submitted a memo to the City requesting that red curbs or "No Stopping Anytime" be added on Prospect Road near Prospect High School. Cars stopping too close to the intersection of Lyle Drive the High School driveway to pick up and drop off students blocks the site distance necessary to exit the school driveway safely. There are existing signs that state "No Parking 8 a.m. to 2:30 p.m." which are being ignored and the Traffic Engineer is recommending more restrictive signs. He is recommending red curbs and "No Stopping Anytime" be added to ,replace the existing signs. In order to enforce the new red curbs, it is necessary that the attached Motor Vehicle Resolution be adopted by City Council. 5. Red Curb along_Oak Street The TSC reviewed traffic safety on Oak Street at their November 9, 2006 meeting and the Traffic Engineer recommended that red curbs be added at the entrance to Oak Street at Highway 9. When cars are parked on either side of the street, the street is not wide enough to accommodate traffic in both directions which creates a safety hazard. The Traffic Engineer recommends that 20 feet of red curb be painted on west side of Oak Street where it meets Highway 9. In order to enforce the new red curb, it is necessary that the attached Motor Vehicle Resolution be adopted by City Council. FISCAL IMPACTS: For each location, approximately $250 in labor and materials is required for the City to install signs or paint the curbs red. These improvements are paid through the CIP which has a fund devoted to Traffic Safety. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The MV Resolutions would not be adopted and traffic conditions would continue as is. 2of3 • ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): The signs will be installed, red curbs will be painted, and the Sheriff's Department will be notified of the new restrictions. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Motor Vehicle Resolution authorizing No Parking on Marilyn 2. Map 3. Motor Vehicle Resolution authorizing red curbs on Saratoga Avenue 4. Map 5. Motor Vehicle Resolution authorizing Yield signs on Winter Lane 6. Motor Vehicle Resolution authorizing No Stoppirig on Prospect Road 7. Memo from Sheriff's office 8. Memo from Fehr & Peers 9. Motor Vehicle Resolution authorizing red curbs on Oak. Street 10. Map 3 of 3 Attachment 1 RESOLUTION NO. MV- RESOLUTION RESTRICTING PARKING ON MARILYN LANE The City Council of the City of Saratoga hereby resolves as follows: Section I: Based upon an engineering and traffic study, the following parking restrictions shall be designated on Marilyn Lane: NAME OF STREET DESCRIPTION RESTRICTION Marilyn Lane Along the entire eastern edge of Marilyn No Parking Anytime Lane beginning at Ravenswood Drive and ending to the south where it meets Marshall Lane This resolution shall become effective at such time as the signs and/or markings are installed. The above and foregoing resolution was passed and adopted by the City, Council of the City of Saratoga at a regular meeting held on the 16th day of May, 2007, by the following vote: ,~.~ AYES: NOES: ABSENT: ATTEST: Aileen Kao, Mayor Cathleen Boyer, City Clerk Marilyn Lane Parking Restrictions Requested No Parking Area ,~ Attachment 2 0 25 50 100 150 200 - Feet NORTH Attachment 3 RESOLUTION NO. MV- RESOLUTION RESTRICTING PARKING ON SARATOGA AVENUE The City Council of the City of Saratoga hereby resolves as follows: Section I: Based upon an engineering and traffic study, the following parking restrictions shall be designated on Saratoga Avenue: NAME OF STREET DESCRII'TION RESTRICTION Saratoga Avenue Red curb starting at the Northeast No Parking corner of the southern entrance to Sara Park Circle on Saratoga Avenue and continuing north for 15 feet; And red curb starting at the northeast corner of the northern entrance to Sara Park Circle on Saratoga Avenue and continuin north for 15 feet. "Phis resolution shall become effective at such time as the signs and/or markings are installed. The above and foregoing resolution was passed and adopted by the City Council of the City of Saratoga at a regular meeting held on the 16th day of May, 2007, by the following vote: AYES: NOES: ABSENT: ATTEST: Cathleen Boyer, City Clerk Aileen Kao, Mayor i Attachment 4 Saratoga Avenue Parking Restrictions ^^^^^^^^^^ Existing Red Curb Requested Red Curb - 15 Feet on Each Side ~:~. x '~.~?°. 4 .~~ `*~..,a ~s'., ' au~y, . , i ~,r ' 3 d" +~ ° i ''~ . "` ~. t .~ ~ ~:~~ r ~ ~ ~~~ ,w . :'~ ~ .~ ~[°: c .tl~~, « :ice ~ - '* _ ~_. dx any..."`~ f'2'. ~,: 0 12.5 25 50 75 100 Feet NORTH Attachment 5 RESOLUTION NO. MV- RESOLUTION AUTHORIZING YIELD SIGNS ON WINTER LANE • The City Council of the City of Saratoga hereby resolves as follows: Section I: Based upon an engineering and traffic study, the following parking restrictions shall be designated on Winter Lane: NAME OF STREET DESCRIPTION RESTRICTION Winter Lane All traffic on eastbound or westbound Yield to traffic Winter Lane must Yield to traffic before entering or crossing the intersection on Chateau Drive. This resolution shall become effective at such time as the signs and/or markings are installed. The above and foregoing resolution was passed and adopted by the City Council of the City of Saratoga at a regular meeting held on the 16th day of May, 2007, by the following ' vote: AYES: • NOES: ABSENT: Aileen Kao, Mayor ATTEST: Cathleen Boyer, City Clerk Attachment 6 • RESOLUTION NO. MV- RESOLUTION RESTRICTING PARKING ON PROSPECT ROAD The City Council of the City of Saratoga hereby resolves as follows: Section I: Based upon an engineering and traffic study, the following parking restrictions shall be designated on Prospect Road: NAME OF STREET DESCRIPTION RESTRICTION Prospect Red curb and/or "No Parking Anytime" No Parking starting at the southwest comer of the intersection of Lyle and Prospect Road replacing the current "No Parking 8 a.m. to 2:30 p.m" signs "Phis resolution shall become eltective at such time as the signs and/or markings are installed. The above and foregoing resolution was passed and adopted by the City Council of the City of Saratoga at a regular meeting held on the 16th day of May, 2007, by the following vote: AYES: NOES: ABSENT: ATTEST: Aileen Kao, Mayor Cathleen Boyer, City Clerk ., .. County of Santa Clara Office of the Sheriff 55 West Younger Avenue San Jose, Califoroia 95110-1.721 (408) 808.4400 Attachment 7 .~ , t~ ~~iii s yh"T n r MEMORANDUM Laurie Smith Sheriff TO Capt. T. Calderone ,West Valley Commander FROM Deputy Steve Grisenti #1475 SUBJECT Prospect High School Tragic DATE October 25, 2006 On Prospect Rd at Lyle Dr in front of Prospect HS the traffic gets very congested both during the morning drop off and the afternoon pick up. The biggest problem is the way the signals in the intersection are set up. Both the signals for Lyle Dr and the driveway in front of Prospect HS are set that they both give a green light at the same time. Unfortunately 90 percent of the traffic from the Prospect HS driveway turns right out of the lot onto EB Prospect Rd toward Lawrence Expressway. At the same time moss of the traffic from SB Lyle Dr turns left onto Fr/B Prospect Rd again towards Lawrence :Expressway. And topY make things worse there is a marked crosswalk on the east side of the intersection for pedestrians to cross Prospect Rd. All three get a green light at the same time which puts all three in direct conflict with each other. This causes many near collisions and slows traffic down when the traffic gives each other the right of way. A solution to this would be to have the crosswalk removed from the east side of the intersection. There is another one on the west side of the intersection and this would remove the pedestrians from this conflict. Also have the signals programmed to have Lyie Dr have a green light while the driveway to Prospect HS has a red. And then let Prospect HS get a green and Lyle Dr get a red light. This would let the traffic from Lyle Dr flow out more quickly and the same for Prospect HS. I know that this will not easily be~ done as the intersection is split between the cities of Saratoga and San Jose. The signals are maintained by San Jose. I also propose having the south curb just west of the driveway painted red to the street light pole west of the driveway along with signs " No Stopping" posted. The south curb east of the school driveway is painted red now for the bus stop and fire hydrant. I believe that "No Stopping "signs should be posted here also. This would help to keep this area clear of cars that stop there and wait to drop off or pick up students to help the traffic flow. See attached diagram of the intersections and improvements. i1.~ rfa~.+vr•~ u+r~~n~++n owie o• couumr ro. ow. vw.. P~V ~-~~ wcw rer eew lo.~mes ~.o, Ir~r wwcc d. ~ e. CHP $55-P, ge 4 fflev II-851 OPI U91 ecw.-... i t .. v ~ 9. ,: -~ I t~ & P t: 1. It 5 i RA NS POk 7AT10N CON 5111 iANi$ MEMORANDUM Date: May 2, 2007 To: John Cherbone, City of Saratoga Public Works Director From: Franziska Holtzman/Sohrab Rashid Subject: Prospect High School Traffic, Saratoga, California 1025-446-1 Fehr & Peers has completed an evaluation traffic concems at Prospect High School during the peak morning and afternoon drop-off and pick-up times. This memorandum is a follow-up to Deputy Steve Grisenti's memorandum to Captain Terry Calderone dated October 25, 2006. To augment information presented in Deputy Grisenti's memorandum, Fehr & Peers conducted field visits in February 2007 to observe school traffic during peak drop-off and pick-up times. The traffic concerns at Prospect High School focus on the Prospect Road intersection with Lyle Drive and the school driveway. Recbmmendations are made based on both Deputy Grisenti's memorandum and observed vehicle and pedestrian travel behavior. This memorandum summarizes our findings and recommendations. TRAFFIC CONCERNS Deputy Grisenti's memorandum describes several traffic concerns related to school traffic at Prospect High School, which are summarized below: The north-south signal phasing at Prospect Road/Lyle Drive intersection is permitted (i.e., no separate phases are provided and turning vehicles must yield to opposing traffic and pedestrians). The majority of traffic exiting the school driveway and Lyle Avenue head eastbound on Prospect Road toward Lawrence Expressway, resulting in conflicting movements and extended queues in the school driveway. Pedestrians crossing the east side of intersection (across Prospect Road) have a green signal during the north-south signal phasing; thus further increasing conflicting movements during the north-south signal phasing at the Prospect Road/Lyle Drive intersection. Captain Grisenti proposes the following mitigations in his memorandum: • Change the north-south signal phasing to split phasing. This would eliminate conflicts between northbound and southbound traffic and facilitate more efficient traffic flows from the school driveway and Lyle Avenue. • Restrict pedestrian crossings over Prospect Road to the west side of the intersection (eliminating the existing crosswalk on east side). Pedestrians would cross during the southbound phase from Lyle Avenue. This would minimize vehicle and pedestrian conflicts during the north-south phases since most vehicle traffic is turning eastbound on Prospect Road towards Lawrence Expressway. Attachment 8 160 West Santa Clara Street, #675, San Jose CA 95113 (408) 278-1700 Fax (408) 278-1717 www. feh ran dpeers. com John Cherbone May 2, 2007 Page2of3 f'I FII: ~ j~FPR> ~.exerouuios ,osimuxn Paint the curb at the southwestern corner of the Prospect RoadlLyle Avenue intersection red. This would increase visibility for pedestrians crossing Prospect Road and facilitate traffic flow. RECOMMENDATIONS Field visits conducted in February 2007 confirm the observations and recommendations made by Deputy Grisenti. As depicted in Figure 1, the north-south permitted green phasing at Prospect Road/Lyle Drive intersection results in several conflicting movements between both vehicles and pedestrians. To minimize these conflicts, the signal phasing should be changed to split phasing; thus giving separate green time to traffic from the school driveway and from Lyle Avenue. Additionally, restricting pedestrian crossings to the west side of the intersection would minimize potential vehicle and pedestrian conflicts at the Prospect Road/Lyle Avenue Intersection. The City of Saratoga will need to coordinate with the City of San Jose to implement any changes to the signal phasing at the Prospect Road/Lyle Drive intersection. The intersection is located on the Saratoga and San Jose city limit line, and the signal is maintained by the City of San Jose. Figure 1: Pedestrian and Vehicle Crossings at Prospect Road/Lyle Avenue Intersection During field visits most students were observed crossing Prospect Road at Lyle Avenue on the west side of the intersection and not the east side, even though the more direct route for a majority would be to cross on the east side. This indicates that students are already aware of the m.; ~. John Cherbone May 2, 2007 Page 3 of 3 1 }'1i11I: & P[fiRS ix.xx SYOxIX11Dx (Ox5Ul1.1x i1 potentially conflicting movements when crossing Prospect Road on the east side of the intersection. As pointed out in Deputy Grisenti's memorandum, painting the south curb red on the west side of Prospect Road would enhance pedestrian visibility at the crosswalk and facilitate traffic flow out of the school driveway. ,~. Attachment 9 RESOLUTION NO. MV- ' RESOLUTION RESTRICTING PARKING ON OAK STREET The City Council of the City of Saratoga hereby resolves as follows: Section I: Based upon an engineering and traffic study, the following parking restrictions shall be designated on Oak Street: NAME OF STREET DESCRIPTION RESTRICTION Oak Street Red curb starting at Saratoga-Los Gatos No Parking Road and continuing south east and ending at the curb cut for the driveway for 20472 Saratoga-Los Gatos Road This resolution shall become effective at such time as the signs and/or markings are installed. The above and foregoing resolution was passed and adopted by the City Council of the City of Saratoga at a regular meeting held on the 16th day of May, 2007; by the following vote: AYES: NOES: ABSENT: ATTEST: Cathleen Boyer, City Clerk Aileen Kao, Mayor L~ • SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: Recreation PREPARED BY: Michael Taylor AGENDA ITEM: CITY MANAGER: DEPT HEAD: Y Michael Taylor, Director SUBJECT: City of Saratoga Use Agreement will Saratoga Area Senior Coordinating Council RECOMMENDED ACTION(S): Accept report and authorize City Manager to execute the Agreement for Cooperative Program Planning and Use of Facilities with the Saratoga Area Senior Coordinating Council REPORT SUMMARY: The City of Saratoga has helped support the Saratoga Area Senior Coordinating Council (SASCC) since 1981 through duect financial support and a Facilities Use Agreement that allows .the organization to use City facilities at reduced or no cost. The previous agreement was renewed in June 2006 for a term of one yeaz. This agreement will expire June 30, 2007. In return for the use of the facilities and a contribution to equipment maintenance and repair expenses, SASCC provides a variety of services to the senior community. These services aze outlined in Exhibit B of the agreement. It is staff's belief. that SASCC has complied with this section of the agreement and provided the services described. Furthermore, additional measurable objectives aze outlined in Exhibit E of the agreement. Staff considers SASCC's compliance with these goals to be incomplete. Specifically, SASCC was not able to provide all reports pertaining to attendance; trends, and programs for three consecutive fiscal years. There have also been inconsistencies in the provision of financial reports to the City. Much of this inconsistency is the result of recent staff turnover and difficulty in compiling incomplete data. SASCC has been able to provide much of the required information, especially data relating to membership, activities offered, and the Adult Caze Center (ACC). The SASCC Ad-Hoc Committee of Mayor Kao and Councilmember Waltonsmith and staff met with representatives of SA5CC on April 12a' and April 19a' to negotiate the terms of the agreement. Staff also met with a subcommittee of the SASCC on two separate occasions in April to discuss specific items of the agreement. Updates to the previous agreement include an update to Exhibit D (City staffing costs), clarification of community services provided to the City in return for fmancial contribution and language to include the use of North Campus for SASCC activities. Additionally, a revision was made regazding the consequences of SASCC's net assets falling below $920,000 from "meet to determine whether this agreement should be amended or terminated" to "meet to determine the need for increased oversight and management" that would allow the City to assist the SASCC organization without formally amending or immediately terminating the agreement. The City Attorney has reviewed the updated agreement. FISCAL IMPACTS: The agreement calls for a contribution to SASCC in the amount of $21,000 for the routine maintenance and repair of equipment in the facilities. An. additional contribution from the Outside Agency Fund is to be provided in exchange for SASCC providing non-cost-recovery services such as blood pressure checks, tax assistance, vision and hearing screening, podiatric checks, fifty-five alive driving classes, and flu shots to the community. - As with the 2006-07 contract, the new agreement would also minimally decrease the potential' revenue realized by the Recreation Department. Specific impacts as outlined in the agreement include the following: • SASCC is allowed use of the Community Center Multi-Purpose Room twice annually on a waived fee basis. Twice per year use would result in potential loss of approximately • $2,400 per year. ,, • SASCC is allowed use of the North Campus twice annually on a waived fee basis. Twice per year use would result in potential loss of approximately $2,400 per yeaz. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: SASCC would not be allowed to use Sazatoga Conununity Center facilities for programs. ALTERNATIVE ACTION: Not applicable. FOLLOW UP ACTION; The City Manager will sign and execute the agreement. ADVERTISING, NOTICING AND PUBLIC CONTACT: Agenda was posted in compliance with the Brown Act. Additionally, all SASCC Boazd members received separate notification of the Council meeting. ATTACHMENTS: A -Proposed agreement with attachments AGREEMENT BETWEEN THE CITY OF SARATOGA AND THE SARATOGA AREA SENIOR COORDINATING COUNCIL TO ESTABLISH OPERATING GUIDELINES FOR USE OF CITY FACILITIES THIS AGREEMENT, is made and entered into by and between the CITY OF SARATOGA, a municipal corporation ("CITY") and the SARATOGA AREA SENIOR COORDINATING COUNCIL, a California non-profit public benefit corporation ("SASCC"), for the operation and maintenance of the Senior Center, the Saratoga Adult Caze Center, and the Senior Modulaz Building (hereinafter referred to as "Facilities"), the location of which is shown on Exhibit "A" to this Agreement. RECITALS A. CITY is the owner of the Facilities and desires to contract with SASCC to allow use of those Facilities for the benefit of Senior Citizens in the Saratoga area. B. CITY desires to assist SASCC in maintaining the Facilities and City-owned equipment and in providing insurance coverage for the Facilities.' C. CITY desires to foster the provision of services tailored to meet the needs of Senior Citizens, for example, to optimize services to customers, outreach 'to diverse populations and socialization benefits for Seniors, as further delineated on Exhibit "B" to this Agreement. D. CITY desires to optimize the beneficial use of its facilities by linking this agreement to specific measurable performance objectives developed on an annual basis by the SASCC Boazd of Directors in cooperation with the City. E. SASCC desires to operate the Facilities for the benefit of Senior Citizens in the Sazatoga azea. Now, therefore, it is hereby agreed by and between the parties hereto as follows: I. USE OF FACILITIES A. In General 1. The CITY shall retain ownership of the Facilities, including the building, all fixtures, wall and floor coverings, built-in kitchen appliances, improvements and telephone equipment, excepting those specific designated items that are the property of SASCC as shown in the inventory attached as Exhibit "C", which is incorporated herein by reference. Items excluded from CITY ownership include movable furniture and equipment pwchased directly by SASCC, which are not attached to the Facilities. Exhibit "C" shall be updated annually by SASCC. Upon approval of the update by the City Manager the updated Exhibit "C" shall replace the previous Exhibit "C". No amendment to this Agreement shall be required to update Exhibit" C". ~,., ,,; - s ,, ~, . . , 2. It is understood and agreed that this is solely a use agreement and that SASCC has not been given and is not given a lease of said premises or any part thereof and acquires no easement, license, or ocher interest in said property owned or constructed by CITY. In further support of SASCC's programs and towards routine maintenance and repair of equipment in the Facilities the City may provide a monetary contribution of $21,000 as part of the City's annual budget process. If made, this contribution shall be paid in fow equal payments of one quarter the total contribution. Payments shall be made in July, September, January, and April. 3. SASCC shall provide the following community services to the CITY in retwn for an additional contribution from the CITY in an amount to be deterrnined from the Outside Agency Fund:. Blood Pressure Checks, Podiatric Checks, Tax Assistance, Vision Screening, Hearing Tests, Senior Nutrition Programs, Fifty-Five Alive Driving Program, Flu Shots, and other non-cost-recovery services as available to the senior population. 4. The CITY shall provide property insurance coverage for the Facilities on the same terms that all other CITY property is insured. CITY shall not provide inswance of any kind for any SASCC property, including the property listed on Exhibit "C", nor will the City provide inswance for any SASCC programs or activities SASCC shall be solely responsible for insuring SASCC property in the Facilities and SASCC programs and activities. 5. The City shall provide routine building and janitorial maintenance for the Facilities ;~:. similaz to that provided for all City premises. 6. Upon SASCC's request, the City shall perform maintenance and repair work to the extent that staff is available. SASCC will be charged a cost that is in accordance with the City's direct cost rate for applicable personnel at the time the service is provided. Exhibit "D", "Charges for Personnel Services", is an illustrative list of chazges for applicable personnel at the time this agreement is adopted. Exhibit "D" shall be updated annually by City to reflect changes in these charges based on City contracts and labor agreements. No amendment to this Agreement shall be required to update Exhibit "D" and the charges for personal services shall be based on the City's direct costs in effect at the time the service is provided regazdless of the cost listed on Exhibit «D„ 7. SASCC shall promptly report to the CITY any maintenance and/or repairs necessary for CITY owned property at the Facilities. 8. SASCC shall provide security for Facilities during the hours they aze used by SASCC. City shall provide security for the Facilities at all other times. ® 13, Specific YJse • 1. Between Sam to Spm weekdays, SASCC shall have exclusive use of the Facilities except to the extent- that SASCC authorizes City use of the Facilities during those hows. 2. On weekends and after Spm on weekdays ("After Hours") use of Facilities shall be in accordance with Saratoga's policies and procedures for space reservation. For all After Hows uses, SASCC shall set-up and take-down all equipment and furnishings. For all After Hows uses, including uses exempted from a use fee, a City of Saratoga Facilities Attendant is required. SASCC will be chazged for the Facility Attendant in accordance with the City's rate schedule then in effect. However, there will be no charge for the Attendant if another City event requiring a Facility Attendant is in session at the same facility at the same time as the SASCC event. 3. SASCC may reserve and use on the same terms as the public all City facilities normally available for reservation and use by the public except as provided in this agreement. Reservations must be made on a quarterly basis. Request of use and space availability in accordance with standazd City procedwes is required. No advance deposit and no processing fee shall be required. Use fees (but not fees for any required Facility Attendant) shall be waived for SASCC for certain . facilities as described below: a. The Community Center Multi Purpose Room shall be available for reservation After Hours for a maximum use of twice annually on a waived use fee basis, and thereafter SASCC will be charged 50% of the City's regulaz rental rate. Alternatively, SASCC and the City may agree to trade room time if no other fee-paying use is scheduled for the desired space. b. The Saunders Room shall be available once a week for quarterly reservation After Hows on a waived use fee basis, and thereafter SASCC will be charged 50% of the City's regulaz rental rate. c. Norkh Campus shall be available for reservation foi a maximum use of twice annually on a waived use fee basis, and thereafter SASCC will be charged 50% of the City's regular rental rate. Alternatively, SASCC and the City may agree to trade room time if no other fee-paying use is scheduled for the desired space. 4. Modulaz Building -The modular classroom building, which is owned by the City, may be used only for programs and activities offered through or approved by the Executive Director of the Saratoga Senior Center consistent with the use guidelines established by the Community Development Block Grant program. All uses of the building must comply with CDBG Guidelines since the building was acquired with CDBG funds. Consistent with those Guidelines SASCC may make use of the modular classroom building After Hours and no use fee shall apply and no Facility Attendant shall be required. II. SASCC OBLIGATIONS 1. SASCC shall prepare annual performance objectives and a program report as follows: A. The SASCC Board has provided the City with a list of specific measwable • objectives for its Senior Center and for its Adult Care Center for fiscal year 2007-08. That list is attached as Exhibit "E" to this agreement. If the term of this agreement is extended, the City and SASCC shall replace Exhibit "E" with an updated list of mutually agreeable objectives each year before the start of the fiscal year to which the objectives apply. B. No later than April 30, 2008, the SASCC Board shall provide the City with a Program Report quantifying levels of accomplishment for each measwable objective during the first three quarters of the fiscal year. If the term of this agreement is extended, SASCC shall provide the City with a Program Report no later than April 30 of each year that the agreement is in effect. The report shall address the preceding fow quarters and shall report on performance dwing those quarters. 2. SASCC shall procwe and maintain for the dwation of the Agreement broad form liability inswance against claims for injuries to persons or damages to property which may arise from or in connection with use of the Facilities and the performance of the obligations hereunder by SASCC, its agents, representative or employees. A. Minimum Limits of Inswance. SASCC shall maintain limits no less than: i. General Liability: $1,000,000 combined single limit per ~~~. occurrence for bodily injury, personal injury, and property damage. ii. Workers' Compensation. and Employer's Liability limits of $1,000,000 per accident. B. Other Inswance Provisions. Each required insurance policy shall contain, or be endorsed to contain, the following provisions: i. General Liability Coverage. a. The City, its officers, officials, employees and volunteers are to be covered as inswed as respects: liability arising out of activities performed by or on behalf of SASCC. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees or volunteers. b. SASCC's inswance shall be primary inswance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-inswance maintained by the City, its officers, officials, employees or volunteers shall be excess of said inswance and shall not contribute to it. .:,. ~ o: • c. Any failwe to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. SASCC's insurance shall apply separately to each inswed against whom claim is made or suit is brought, except with respect to the limits of the inswer's liability. ii. Workers' Compensation and Employer's Liability Coverage. The inswer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from work performed by SASCC for the City. iii. All Coverages Listed Above. ' a. Each inswance policy required by this agreement shall be endorsed to state that coverage. shall not be suspended, voided, canceled by either party, reduced in coverage or in its limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. b. Acceptability of Inswers. Insurance is to be placed with inswers with a Bests' rating of no less than A: VII. c. Verification of Coverage. SASCC shall furnish City with certificates of inswance and .with original endorsements effecting coverage required by this section. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that inswer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 3. SASCC shall defend, indemnify and hold CITY, its officers, officials, employees, volunteers, boards and commissions harmless for any and all liability caused by the negligence or wrongful act of SASCC arising out of the performance of this Agreement and the use of the Facilities, and to pay all claims, damages, judgments, legal costs and attorneys' fees related thereto. Each Party shall promptly notify the other of any claim or of any occurrence which the Party reasonably believes may give rise to a claim against either Party arising out of the ownership, occupation, use, maintenance or repairs of the Facilities. SASCC further agrees to compensate the City for any and all damages to Facilities duectly or indirectly resulting from SASCC's use of the Facilities. 4. The Executive Director of SASCC shall serve as a liaison between SASCC and the • CITY and shall bring all matters of information, and those requiring action on the part of the City, to the attention of the City Manager. 5. SASCC shall assume responsibility for reporting any maintenance or facilities use problems to the appropriate City facilities personnel. 6. SASCC shall select and purchase fiuniture and equipment and annually update Exhibit "C" based on the-annual inventory of furnishings and equipment provided to the SASCC auditor. III. ADDITIONAL TERMS 1. Both CITY and SASCC have reviewed and revised this Agreement, and accordingly, the normal rule of construction to the effect that any ambiguities aze to be resolved against the drafting party, and shall not be employed in the interpretation of this Agreement or any amendment of it. 2. Each of the parties represents and warrants that each has full power to enter into this Agreement. ' 3. This Agreement contains the entire Agreement between the parties with regazd to the • matters set forth, except as otherwise specifically set forth in this Agreement. This ~~ Agreement may be amended or modified only by an agreement in writing executed in the same manner as this Agreement. In the event that SASCC's net assets fall below $920,000, SASCC and the City Council will meet to determine the need for increased oversight and management. Either party may terminate this Agreement with one-year prior written notice. 4: This Agreement is neither assignable nor transferable to any other party. 5. This Agreement shall commence upon the last date signed below and shall extend through June 30, 2008. It may be extended thereafter by mutual written agreement of the Parties. IN WITNESS WHEREOF, the parties have executed this Agreement at the place and as of the latest date listed below. City of Saratoga Saratoga Area Senior Coordinating Council ® By. By. Dave Anderson, Date Doris Volz, Date City Manager SASCC President I~rae ~., 01 Attest: BY~ Cathleen Boyer, Date VACANT, Date City Clerk SASCC Vice President Approved as to Form: Richazd S. Taylor, City Attorney Date Exhibit List Exhibit A -Map showing location of Facilities Exhibit B -Examples of'SASCC activities to meet the needs of Seniors Exhibit C -SASCC Equipment List Exhibit D - Chazges for Personnel Services Exhibit E -Measurable Objectives • a v a ~~ .. m ~ ~ ~ ~ w y ~ ~ v ~ ~ ~ ~ 0 m ~ ~' ~ tA O ~ (~ ~ ~ v -' D ~' ~ ~ No r m -~ v o o ~ i O ~ ~ v i Ot a 0 ,.. o. 3 .. O H c~ d ID D a m m D m "O 01 7~ t~ ov C Q O ~ I? F 2 m m N R C7 ~G T 7 any a~ena~ru~ o ~ ~~~ ~~ m 3 c O G N V 3 n ~7 03 ~d ~'~ m N ~r CI . i. d. N 7 to O C ~ ~ N a d O m m D Hwy. 85 • Exhibit "B" SASCC agrees to improve and promote the welfare of older adults in the Sazatoga area by conducting the activities specified below. 1. Optimize service to customers by: a. Providing trained receptionists from 9 a.m. to 5 p.m. b. Providing customer service training to all staff and volunteers with customer service responsibilities c. Serving member needs and wants for programs, services, and activities d. Respond with program changes as required 2. Outreach to diverse populations with: a. Programs highlighting diverse cultures b. Marketing materials produced in diverse languages and distributed to reach specific groups c. Focus groups 3. Provide socialization benefits from: a. A variety of programs, classes, and activities b. Break-even social events c. Fundraiser with a social component d. Regulaz Social Group meetings and other functions e. New member coffees f. Hostess program for events g. Opportunities to volunteer h. "Sunshine" program which provides cazds to members/families when someone is ill or recently deceased u C:\MyDocumentslmtaylordocumenu\Seniors - SASCC\Exhibit B.doc L_J C Exhibit C Inventory o f Items in the _ _ _ Saratoga Senior Center and Adult Care Cente~ ' ~ Lounge 8 Lobby _ i I ___ - Bookshelves __ __ ; __ ~ _ 2 _ Bulletin Boards _ _ i ' 6 _ Chairs Chalk Board - ------------ ------- --;-- 5 - ~--- _Component stand _ __ ` ___ ~ - _ 1 Couches - I 4 i - -- DVD -- - ~ 1 Lamps _'____ ~_ --- - - __ I - 4_ Magazine Rack __ _ ~ ' 1 Paintings _ _ ~ 4 ~ i Silk plant , _ j 1 ~ _ Silk trees __ . ! ~ 6 Tables __ ~ ~ j_ 5 ! _ TV ~ VCR stand ------^ ~ --~ _ ~ --~` 1 - 1 -~ - e Furniture/Equipment Offic ~ - _ Book Shelves -- - T -2' ' Cabinets ~ j 2 J Chairs _ ~ 13_ I Coffee pot _ Computer, office __ _Copy Machine _ Desks _ _ -~ , ~_j_ _~__ ~ 1 -~__ 1_ 6 _ File Cabinets __~ 9 _ _______ Lamps _ _ 4 __ Magazine rack______ _ 1 Printers _ 5 Silk trees __ 2 _ Step stools ! 2 I __ Tables ~- 4 ~ Telephones _ _ Trash cans Typewriters _____ __ ~ ~ __~ ___ ~~ - 6_~ 6 I 22 White board ~ Saunders Room _ -~ --~-- ~ Card Tables ; i 14 ____ ___ Easels Flag & Stand ____ ______ Lecturn Microphone and stand _ _ ____ ____ -~ ___ ____~ -~' ~ ~ 2 1 1 1 Player Piano & Bench _ _ - 1 _ Radio-large player 1 1 ___ R_oomdividers ___ ___________ Slide Pro'ector _ ~ - -_ !~ ~ ^~ _ _ 4 J Page 1 ,,. ,~. • u Exhibit C Inventory of Items in the _ Saratoga Senior Center and_Adult Care Ce__ n_ ter Tall padded chair ___ _ ~ !_ 1 Up right Piano & Bench __ ~_ 1 i _Stora a Area/Saunders Room Coffee pot, small _________ ____ Craft boxes _ _____ ~ 1 1 8 ___ Event boxes ~ _ _ ~ ~ 11 _ ___ _ Excerise equipment, sets ~ 39 Microwave _ -__- _____ _ _____~ ~ 1 Refrigerator, Hobart ~ I 1 Step ladder I I 1 Walkers ~ 3 Water cooler ~ ; 1 Wheel chair - 1 ~ 2 ---- I Kitchen Bowls, small ,_~ 151 Coffee carafes 13. Coffee cups I 138 Coffee urn warmer , '_ ~ 1 urns large _____ Coffee __ L_,_ 2 _ Dessert bowls _ _ Dessert plates ~_; l ~ 70 156 __ Dinner forks _ _ -~ j _ 249 Dinner knives i 150 Dinner plates i 147 Dinner soup bowls 143 Dishpans ~ 2 _ ___ Dishwasher _~_ I 1 First aid kit-red metal ~ 1 _ Freezer, Hobart _ ~ ~ 1 Garbage cans large____ __ ~ ~ 2 Kitchen utensils_ ~ _~ 20 Large strainer I I 1 I Microwave _ Potholders ___ _ I _ Punch bow I ~ i 1 4 ~ 1 _ _ Refrigerator, Hobart ~ 1 Salad bowls, large clear I 8 j ___ Salad bowls, sm_ a_ll clear ~ ~ __ ; 3 _ ____ Salad plates _ - 147 ~ _ __ ___ Salad Forks_ _ i 120 Serving Forks ___ _____ Serving spoons ~ ~ _ 11 19 ~ Serving trays, large _ _ 4 3 _ Serving trays, large__ __ i __ ~I 2 I Small strainer _ i __ ~ _ 1 Soupspoons _____________ _ _ ____ Stainless pots w/lids __~ I ___ j _ I 156 i 2 Page 2 ., ,. Exhibit C Inventory of Items in the , _ _Adult Care Center d Saratoga Senior Center an _ _ _ Stainless steel bowls Ig _; _ 2 Steam table _ _ ____ i Stove, Wolfe ~ _-tl I - 1 ! _~ __ ~ Tablecloths ! ____ 18 I _ Teaspoons I _293 - Towels & Pot holders ~ 12 __ Tubs, gray/plastic i _ _ ~ _1 Water pitchers __ _ li Adult Care Center ~ ~ Af hens & blankets __ 9-- 1 3 'i - _ Bookshelf, metal ___ 1 ! __ _ Bulletin boards I 2 Card tables I. 2 ~ D players C 2 _ _ Chair, black _ __ ~ _ 1 I _ Chairs, blue vinyl I 9 _ ___ Chairs, tan vinyl 10 __ Closet, portable 1 Coat Rack _ 1' Coffee mugs ; 30 ____ re Coffee table-squa 1 _____ _ Computer 1 Copier stand __ __ _ ~ 1 __ Copy machine I 1 ~ Desk chairs I 2 ~ Desks 2 _ _ _ DVD player 1 End table 1/2 round I 3 ____ _ Fax machine ~ 1 File cabinets 3 Folding step stools _ __ 2 Food thermometer _ 1_ ___ ___ Kitchen Utensils _ _ 10 _ Loveseat, blue ! 2 Monitor _ _~ ___ 1 1 _____ Piano stool II _ 1 Pillows L___ 5 __ Printer 1 _ _ __ _ Roll-away bed _ 1 _ _ _ __~___ Rubber gloves, pair 1 __ _ Standup bulletin board _ 1 _ Tables, oblong ___- h- ? 6 Telephones _ I I 2 Trash cans ~ - --- i 3 ~ i 1 N stand, wood cabinet _ ~ j _ 6 _ i Typerwriter stand ___ _ ___`___ i 1 Walkers i I 1 I Page 3 ,~. ,~. • • • Exhibit C Inventory of Items in the __ __ Saratoga Senior Center_and Adult Care Center -- - ~- Wheelchairs 2 - ~ ! Winter Piano _ _ __ ~1 _ ___ - Wood bookshelf _ ~ 5 j _ _ _ ___ _ Patio 8 Garden Brass memorial plaque ~ _ __ I__ ~ 1 1 _ Chairs stackable gray-- _____ ~_ ! 1 _ Concrete bird bath i I _ 1 ___ _ Large.storage shed 1 _ Metal desk ! _ , 1 ; _ Planters _ _ Rakes, gardening tools ___ ~ I 3 -~ 6 ~ Rectangular tables-glass tops ; ~ 2 _ Round glass table _ _ 1 - Shovels, assorted ~ 3 stackable green chairs __ 17 Umbrella stands 3 - VHS player ____J _ _ _ 1 White chairs 4 - -- - -~ Modular Building ~__ Book case _ I Cabinet in bathroom __ _ J ~ 1 ~ Computer stands I ~ 16 i Computers __ ___ _ _ _ ~ _ 16 Couches T i 1 __ _ _ - Desks ~ _ __ T ! 2 ~ __ Easels _ 2 ' File cabinets 2 ~ Large coffee pot _____ Microwave __ _ _ ___ 1 I ~ 1 _____ itors Mon ~ 16 _ __ _ ______ _ _ _ Portable TV _ fi 1 i Projector cart _ __ 2 Rectangular tables ,_ i i 9 __ _ Refrigerator, Hobart _ ! 1 - _ Toaster oven-- __ _ ______ ___ _ _ __ ; _ 1 _ __ Toaster oven white 2 slices __ __ 1 Trash cans ~ i t , Page 4 ~, Exhibit "D" Hourly Rates for Select Personnel Services (Includes Benefits) Facility Attendant: Facility maintenance Worker: IT Analyst: $ 16.00 $51.00 $62.39 • ;G. L..:J NOTE: These rates are subject to potential adjustments July 1, 2007 pursuant to Memoranda of Understanding negotiated between the City of Sazatoga and the relevant employee association or union. If the rates are adjusted, this Exhibit will be replaced to reflect current rates effective July 1, 2007. SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: City Manager's Office PREPARED BY: L~ AGENDA ITEM: CITY MANAGER: Dave Anderson ~~ DEPT HEAD: _ Barbara Powell, Assistant City Manager John Cherbone, Public Works Director Michael Taylor, Interim Recreation Director SUBJECT: Direction on City Commissions RECOMMENDED ACTION: Review options and provide direction concerning reinstituting City Commissions. REPORT SUMMARY: Background At its February 2, 2007 and March 2, 2007 Retreats, the City Council received staff reports conceming options for the Arts, Finance, Library and Parks & Recreation Commissions. Following discussion, the Council agreed to: • Reinstate the Parks and Recreation Commission; • Pursue the possibility of a collaborative relationship with Montalvo to initiate an arts-related forum (Arts Council); • Retain the Library Commission in its present form; • Form a Finance Committee instead of a Commission, with the responsibility of preparing an annual, reader-friendly synopsis of the City's budget; • Retain the Pedestrian, Equestrian, Bicycle and Trails Advisory Committee in its present form, as an independent committee; and • Approve a new position to staff Commissions and select Ad Hocs and to provide public/media outreach and public information subject to the provision of additional information and clarification of proposed duties. In addition,the Council directed staff toprovide: 1. Options for focusing the work of the Commissions/Committees; 2. Options for reinstating the Parks & Recreation Commission; 3. Options for addressing the "Saratoga Parks Preservation and Field Use Policy Initiative" (Parks Initiative); 4. Options for forming a Finance Committee; and 5. Additional inforniation about the. recommended classification based upon proposed duties for the new staff position. 6. Staff has also provided some options for the Library' Commission, based upon feedback received from Commission members. Each of these items is discussed in order below: l . Options for focusing the work of the Commissions/Committees Proposed Stnictural Process: The intention of this process would be to Elearly delineate the City CounciPs expectations of committees and commissions, including objectives and priorities. This would assist the committees/commissions in focusing their work and would help to limit staff involvement to achievable levels. City Counci] Retreat ' February • Include an agenda item to provide Council guidance/parameters to Commissions and Committees • Communicate Council's guidance/parameters to Commissions and Committees • Proposed Management Analyst position (see below) facilitates Commissions and Committees' development of proposed work plans, including development of preliminary costs (if applicable) Joint City Council/Commissions/Committees Retreat -March • Include time on the agenda for review of each Commission's/Committee's proposed work plan and approval/input from the City Council 2. Options for reinstating the Parks & Recreation Commission Commission Profile a. Retain the current Commission profile: "The Parks and Recreation Commission advises the Council on design, use, development, financing, care and maintenance of parks and playgrounds; landscaping along thoroughfares 2 and other City streets; walkways, pathways and equestrian paths, and.other such matters as may be requested by the Council. The Commission also advises and makes recommendations concerning programming and implementation of the City's recreation and leisure activity programs." b. Revise the current Commission profile by focusing its mission on new parks/playground projects and advising the City about recreation and leisure activity programs: "The Parks and Recreation Commission advises the Council on design, use, and development, ~' ^, ...., .,::a ......:ae::~° of new, parks and .playgrounds projects as they arise; pates; and other such matters as may be requested by the Council. The Commission also advises and makes recommendations concerning -' °~a ~^~^'°~^°^'^'~^^ ^~ the City's recreation and leisure activity programs." Membership and Representation a. Retain the current number of Commission members at 7 b. Reduce the number of Commission members to 5 c. Reinstate pending terms of former Commission members d. Appoint all new members to the Commission rather than reinstating pending terms Meeting Frequency a. Hold monthly meetings b. Hold quarterly meetings c. Hold quarterly meetings plus "as needed" meetings NOTE: Currently, with the exception of future Kevin Moran Park improvements, there are only minor parks and playground improvements slated for the near future. If new parks/playground projects arise, additional meetings of the Commission could be scheduled, as directed by the City Council. 3. Options for addressing the "Saratoga Parks Preservation and Field Use Policy Initiative" (Parks Initiative Organization a. Convene a Council Ad Hoc Task Force to review and formulate recommendations regarding the Parks Initiative, with specific objectives and a timeline for completion. b. Assign the Initiative review and recommendations to the Parks & Recreation Commission, with specific objectives and a timeline for completion. c. Following review and recommendations from a Council Ad Hoc Task Force, assign review and comment to the Parks & Recreation Commission prior to submittal to the City Council. 3 4. Options for Forming a Finance Committee Committee Profile a. Retain the former Finance Commission profile: "The Finance Commission (previously termed the Finance Advisory Committee) was originally formed in 1981 to advise the City Council on financial matters pertaining to the governing of the City, as well as on the use of fiscal resources and the development of technology for the City. The Commission consists of seven members who each serve four year overlapping terms of office. Members are selected by the City Council on the basis of their knowledge, experience, and qualifications in financial management and related areas. The Finance Commission undertakes and performs specific tasks in the areas of financial management, financial planning, information technology development, facilities needs, resource utilization, and such other related tasks as maybe assigned from time to time by the City Council." b. Retain the former Finance Commission profile, changing to Finance Committee, and making other minor revisions: f~ "The Finance Committee advises the City Council on financial matters pertaining to the governing of the City. The Committee consists of seven members who each serve four year overlapping terms of .office. Members are selected by the City Council on the basis of their knowledge, experience, and qualifications in financial management and related areas. The Finance Commission undertakes and performs specific tasks in the areas of financial management, financial planning, and such other related tasks as may be assigned from time to time by the City Council." c. Create a new Finance Committee profile, for example: "The Finance Committee reviews and prepares annual reader-friendly summaries of the City's fiscal year budget. The Finance Committee may, from time-to-time, perform other related tasks as assigned by the City Council. The Committee consists of five members who each serve four year overlapping terms of office. Members are selected by the City Council on the basis of their knowledge, experience, and qualifications in financial management and related area. Membership and Representation a. Retain the same number of members as on the former Finance Commission = 7 b. Reduce the number of Committee members to 5 c. Appoint new members to the Committee rather than reinstating pending terms NOTE: Former Finance Commissioners were previously contacted and none desire to continue their service on the Commission. 4 Meeting Frequency a. Hold monthly meetings b. Hold quarterly meetings c. Hold "as needed" meetings 5. Additional information about the recommended classification based upon proposed duties for the new staff position Staff has reviewed the proposed duties for a new staff position that would provide support for the Parks & Recreation, Library and Finance Commissions, Ad Hoc Parks Initiative Task Force, and Village Task Force (community engagement, which will be discussed in a separate agenda item scheduled for June 2007), facilitation of Commission/Committee work plan and budget preparation and preparation and dissemination of other public/media outreach and information materials. The individual who provides the proposed staffing as outlined above will perform often complex, non-routine analytical work involving special projects that cut across departmental lines or that have citywide impact. S/he will need to work independently and demonstrate considerable initiative, judgment and discretion. S/he will need to have journey level research, analysis, writing and presentation skills. For these reasons, staff is recommending a Management Analyst level position. Typical duties of a Management Analyst include: • Compiling information and materials, analyzing and interpreting data and preparing reports, correspondence and other publications • Facilitating the development of annual work plans and budgets for each Commission(Committee • Participating in the development, execution and/or coordination of specific programs, projects and/or policies • Representing the City in interdepartmental, City-wide and community task forces, committees and meetings • Preparing various public and information materials including The Sarato~, (and/or other annual report) Finance Committee publication(s), newsletters, press releases,. web pages, brochures and materials for KSAR, • Preparing both oral and written reports, correspondence and other documents for use by Department Director and/or City Council members • Researching City Council requests on City policies and programs related to diverse functions • Responding to complaints and requests for information • Interpreting Federal, State and City regulations; coordinating their application to City operations 6. Options for the Library Commission The Library Commission has agreed to accept custodianship of the Library Capital Improvement Fund. They will conduct a meeting in December to receive a report on completed projects. In February, the Commission will hold a special meeting to review the status of the Improvement Fund and to review and prioritize a list of projects for the following fiscal year. From this list, staff 5 will prepare a budget estimate, which, together with the list of projects, will be submitted to the Council for review and approval. As a consequence, the Commission is recommending a meeting schedule of six times per year, • together with an increase in membership from five (current) to seven (proposed), including one member with a Financial Management background. Membership and Representation a. Retain the current number of members = 5 b. Restore the number of Commission members to 7 c. Appoint one member versed in Financial Management to assist with overseeing the Library Capital Improvement Fund Meeting Frequency a. Hold monthly meetings b. Hold quarterly meetings c. Hold at least six meetings per year d. Hold "as needed" meetings FISCAL IMPACTS: Anticipated cost to the General Fund for the Management Analysis position would be $95,000 to $110,000. An additional $17,500 would also be required in order to fund reinstatement of the Commission Dinner ($7,500) and travel, training, supplies expenses ($10,000). "'. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION (S): The Parks & Recreation Commission would remain in suspension, and a Finance Committee would not be formed. An Ad Hoc Task Force to address issues raised in the Parks Initiative would not be convened. ALTERNATIVE ACTION (S): Council may choose to implement one or more of the options provided above. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda according to the Brown Act. ATTACHMENTS: N/A 6 SARATOGA CITY COUNCIL MEETING DATE: Ma 16 2007 AGENDA ITEM: Y ORIGINATING DEPT: Community Development CITY MANAGER: ~~^-~/,..-,~~ Dave Anderson PREPARED BY: John F. Livingstone, AICP, Com. Dev. Dir. DEPT HEAD: John . Livin2st ne SUBJECT: Community Development Department's Advance Planning Activities RECOMMENDED ACTIONS: Direct staff accordingly. REPORT SUMMARY: At the May 2, 2007 City Council meeting the Council directed staff to bring back a report on the prioritization of ordinances including the proposed ordinance prohibiting blighted property and the Guidelines and Standards for Land Use Near Streams. BACKGROUND: At a Study Session on March 2, 2007 the City Council directed staff to start work on updating the sign ordinance, the fence ordinance, and the Housing Element of the General Plan (See Attachment #1 for the meeting Minutes). Prior to this the Planning Commission met at a Study Session to provide the City Council with their recommendation (See Attachment #2 Staff Report for PC recommendations). Since the March 2 meeting, the additional policy issues noted above have been brought to the Council's attention. This report describes staff's current plans for implementing Council direction from the March 2 meeting and presents information regarding the costs and time required to process the. additional matters. CURRENT WORK PROGRAM: Staff has included work on the Housing Element, sign ordinance and fence ordinance in the proposed 2007-08 budget and expects to proceed with these items as follows: Housing Element The first phase of the project will be to consult with the City Council regarding the overall approach to the Housing Element (e.g., retain major policies and update only to the extent .necessary to comply with state law or engage in a comprehensive policy review and update) and direction on the recommended form of community involvement such as an Ad Hoc Committee with appointed citizens or the Planning Commission. Based on this direction staff would start the RFQ process to look for a qualified consultant, obtain Council approval of the consultant Advance Planning Work Program May 16, 2007 Page 2 ' contract and~proceed with the update. in the manner directed by the Council. The expected time Iine to update the HousingElement would be approximately one to two years depending on the policy issues, extent of community involvement, and nature of comments from the State Department of Housing and Community Development Sign Ordinance Staff plans So bring a report to initiate the sign ordinance update to Council in August and receive direction from Council on the recommended forn~ of community involvement. Staff expects thesign ordinance will takeapproximately one year to complete. Fence Ordinance Staff plans to bring a report to initiatethe fence ordinance update to Council in September and receive direction from Council on therecommended form of connnunity involvement. The. fence ordinance would take approximately 6 months to complete. SUPPLEMENTAL WORK PROGRAM: The currenYdraft of the proposed budget currently does not contemplate work on General Plan amendments or zoning ordinance updates beyond those included in the Current Work Program described above. The work program for the two additional ordinances would be as follows: Blighted Property Ordinance -This ordinance would take approximately 6 months to complete and would involve a level of effort comparable to that expected for the fence ordinance... Guidelines and Standards for Land Use near Streams -This ordinance would take approximately one year to complete but could take more depending on the level of detail to be included in the ordinance and the nature of enviromnental review that is performed. OPTIONS: The City Council has several options with respect to supplementing the work program: 1. Make no changes to the cun-ent work program. The additional issues could be addressed later this year if the current work program is completed earlier and with less time and cost than expected. If the issues are not addressed this year, they can be included as priorities in next year's work program: This would not involve any change to the proposed budget. 2. Replace one or both of the ordinances in the current work program with one or both of the ordinances in the supplemental work program. The blight ordinance is expected to involve a level of .effort comparable to the fence ordinance and could replace that ordinance in the current work program. Similarly, an ordinance to implement t11e Guidelines and Standards for. Land Use Near Streams is expected to be roughly Advance Planning Work Program May 16, 2007 Page 3 comparable to the sign ordinance and could replace that ordinance in the current work program. This would not involve any change to the proposed budget. 3. Add one or both ordinances to the current work program. This would require the reallocation of funds in the proposed budget to accommodate the additional work. The blight ordinance would require approximately $5,000-$15,000 of City Attorney time depending on the extent to which the public process leads to an ordinance that differs substantially from ordinances used in other jurisdictions and approximately $10,000 for a contract planner to work on the project for a total of approximately $25,000. An ordinance to implement the Guidelines and Standards for Land Use Near Streams would likely require $20,000 or more for CEQA review and a comparable amount for City Attorney review and for a contract planner for a total estimate of approximately $60,000. Both ordinances would require additional staff and administration time to assist both the contract planner and the City Attorneys office. The additional staff time would need to be absorbed by the existing staff. FISCAL IMPACTS: Discussed above. ALTERNATIVE ACTIONS: As Directed. FOLLOW UP ACTIONS: Staff will continue to work on the tasks recommended by the Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notice for this meeting. ATTACHMENTS: 1. Minutes from the March 2, 2007 City Council retreat 2. February 2, 2007 Staff Report for the City Council Attachment 1 MINUTES SARATOGA CITY RETREAT HAKONE GARDENS MARCH 2, 2007 Mayor Kao called the Council retreat order at 9:00 a.m. ROLL CALL 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 Works 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 Waltonsmith • Asked if the order of ordinances in the report was order of priority the Planning Conunission 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 HOCS, TASKFORCES -PART II Barbara Powell, Assistant City Manager, presented staff report. City Council Retreat Minutes 2 March 2, 2007 Attachment 2 SARATOGA CITY COUNCIL MEETING DATE: February 2, 2007 AGENDA ITEM: ORIGINATING DEPT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: John F. Livingstone, AICP, Com. Dev. Dir. DEPT HEAD: John F. Livingstone SUBJECT: Community Development Department's Advance Planning Activities RECOMMENDED ACTIONS: Direct staff accordingly. REPORT SUMMARY: On January 9`h the Planning Commission met in a special study session to discuss what ordinances they would recommend to the City Council. The Planning Commission started with a list of 11 possible ordinances. In reviewing the ordinances one of the factors they considered was which ordinances could be improved to reduce problems and costs to the City associated with the existing ordinance. Consequently, the Planning Commission selected the fence ordinance as their number one priority. Their second priority was the ordinance updates that were recommended as part of the Administrative Design Review process that the Council reviewed earlier in the year. The recommendations included story poles, increasing the noticing from 250 feet to 500 feet and creating a requirement fora 4X8 sign to be posted in front of the project site. Since all three of those issues are related to the identification and noticing of a project the Planning Commission recommended that the three items be reviewed together as one package. The third priority for the Planning Commission was tied between the nonconforming use and sign ordinance. ORDINANCES: #1 The Council asked that this ordinance be updated. The update Fence Ordinance should include a fence exception process to allow for taller fences. This may reduce city staff and attorney time spent dealing with code complaints on fences. #2 Require all Administrative and Planning Commission Design Story Poles Review projects to have story poles erected a minimum of two weeks prior to a Planning Commission hearing or the mailing of the Notice of Intent to Approve an Administrative Design Review roject. ~~ r~ City Council Retreat February 2, 2007 Page 2 #2 Increase the minimum required noticing on Administrative Increase Noticing on Design Review projects to match the Planning Commission Administrative Design Design Review projects with a 500 foot radius instead of the Review Applications existing 250 foot radius. #2 Require all applicants to place a 4' x 8' notice with a project Notice sign on properties description at the proposed project site a minimum of two weeks prior to a Planning Commission hearing or the mailing of the Notice of Intent to Approve an Administrative Design Review project. #3A The sign ordinance has not been updated in some time and does Sign Ordinance not reflect recent developments in the law. This ordinance will require more time than some of the other ordinances due to the need for staff to work with the business and real estate community. #3B . This ordinance has not been updated in some time and does not Nonconforming Use reflect recent developments in the law. Ordinance The Planning Department is in the process of updating three Elements of the City's General Plan: the Land Use Element, Conservation and Open Space Element. The Land Use Element was last updated in 1983, the Conservation Element in 1988, and the Open Space Element in 1993. The following table shows some proposed dates for the other elements to be updated. General Plans .should be updated every 10 years and the Housing Element should be updated every five years according to State requirements. GENERAL PLAN: MANDATORY ELEMENTS DATE OF ADOPTION PROPOSED UPDATE Land Use Element 1983 Update in Progress Conservation Element 1988 Update in Progress Open Space Element 1993 Update in Progress Housing Element (Update required every 5 years) 2002 2007 Noise Element 1988 2008 Safety Element 1987 2009 Circulation Element 1999 2010 City Council Retreat February 2, 2007 Page 3 OPTIONAL DATE OF PROPOSED ELEMENTS ADOPTION UPDATE Scenic Highways 1999 2011 Element Seismic Safety Element 1987 2012 FISCAL IMPACTS: Ordinance update Ordinances are typically updated by staff and reviewed for legal conformance by the City Attorney. Several of the proposed ordinances will require environmental review typically in the form of a negative declaration or mitigated negative declaration. The environmental review would be conducted by staff. One new ordinance and one new general plan element could be started over the next twelve months. Staff time to ~ complete one ordinance would be approximately .15 FTE depending on the number of neighborhood meetings and study sessions required. r~ L_J If the Council was interested in moving forward with an additional ordinance the City Attorneys office is available to write ordinances when needed. The City Attorney has estimated that the cost for them to write an ordinance instead of staff would be approximately $20,000 per ' ordinance. The current rate to have a consultant complete a mitigated negative declaration is approximately $20,000, for a total of approximately $40,000 per ordinance. Some staff time is also needed to manage the project and attend meetings. General Plan update The budget for this fiscal year includes a 1% General Plan Maintenance Fee on building permits. Based on average building permit fees generated in past years the Community Development Department is estimating available revenue to be approximately $70,000 a year. Starting in July 07 the account will begin accruing funds again. The majority of the existing funding is being utilized as part of the General Plan update which involves the contract planner, staff time, and the updating of maps. General Plan updates are typically conducted by a consultant with expertise in that particular area. ALTERNATIVE ACTIONS: As Directed. FOLLOW UP ACTIONS: Staff will continue to work on the tasks recommended by the Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: The agenda was properly posted for this meeting. ATTACHMENTS: None Memo To: Mayor and City Council From: Cathleen Boyer, City Clerk Date: May 16, 2007 Re: Item # 5 Community Development Department's Advanced Planning Activities Letter in regards to proposed Blight Ordinance -referring to the property located at 20255 Glasgow Drive. May 15, 2007 Saratoga City Council City of Saratoga California MAY 1 ~, 2007 CITY OF SAR,vI"OGA Mayor, Aileen Kao Vice Mayor, Ann Waltonsmith Councilmember, Chuck Page Councilmember, Kathleen King Councilmember, Jill Hunter Ref: 20255 Glasgow Drive. We thank you for the time and effort each of you has put forth in regards to the Blighted Property Ordinance. We acknowledge the work load of the City Council and Planning Commission. This property is located on amuck-traveled street and is seen by a lot of Saratogans As citizens of the Glasgow and Kilbride neighborhood we are united in our concerns about the property that has become an eye sore, source of safety hazards and has diminished our property values. We are aware that there are other properties in Saratoga that have become a problem to those particular neighborhoods. Therefore we request that this ordinance be given a high priority with the planning commission, and option number 2 or 3 be considered to expedite the procedure. Thank You for your consideration ~~ ~~~ -, ~ ~ ~ z ~°~~`~~~ ~ 3 SSC~ Z -1 ~ `E o?D~lap ~'~~o~~~v. ~'1 <r~nc.~ /~-e-era-e~-' c~~ ~T~ ~, G~1 `~S~ (5%~/ ~~7 '7/ACS ~~'~~~ ~f/ 4~~ - sb~1 ~ ~ ~ 6 >~ `~ ~r5 Gv. d ~' r.. ~ ~~-~ti Y 2~~17 ~~~~r,~ fir, ~~~~~ ~ 5~, c ~ ~~ o~ d SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: City Manager PREPARED BY: irk`/. C. toyer & M. Furey AGENDA ITEM: CITY MANAGER: ~~G%~'~' Dave Anderson 6 i ~? DEPT HEAD: ~.~',~~ a~i~!i~i Mary Furey SUBJECT: Community Grant: One-Time Allocation and FY 2007/08 Funding RECOMMENDED ACTION: , Accept report and provide direction to staff regarding allocation of $75,000 one-time undesignated grant funds and FY 2007/08 grant allocations. REPORT SUMMARY: One-Time Crant Allocation Funding At the March 2, 2007 City Council retreat, Council reviewed the FY 2006(07 projected year-end financial status and discussed how to appropriate the City's $1.8 million of Undesignated Fund Balance. A consensus was reached by the City Council including an allocation of $75,000 for one-time funding of community grants. Council directed staff to bring back requests for the one-time grant funding. Staff received eight (8) requests from outside groups requesting one-time funds, summarized as follows: Board of Supervisors County of Santa Clara $ 320 Cupertino Community Services, Inc $ 37,393 KSAR 15 $ 25,000 Saratoga Area Sr. Coordinating Council (SASCC) $ 21,000 Saratoga Chamber of Commerce $ 29,000 Saratoga Foothill Club Historic Foundation $ 29,402 Saratoga Historical Museum $ 73,200 Wildlife Center of Silicon Valley $ 8,000 Total Requests $223,315 Spay/Neuter Program Mobile Food Van Supplemental Operational Support Services & Supplies Celebrate Event & Operation Upgrades Media Screen/Equip & HVAC system Furniture, Equipment & Operation Support Raptor Project • The Board of Supervisors is requesting the City of Saratoga reimburse the County for the supplemental costs of providing low-cost spay/neuter services to Saratoga residents from the County's program. • Cupertino Community Services (CCS) is requesting one-time funds for the purchase of a Mobile Food Van. The van will allow CCS to pick up additional food supplies, and provide a weekly food distribution site in Saratoga to benefit the City's low-income residents. • KSAR 15 is requesting an additional $25,000 of supplemental operational funds for FY 2007/08 in addition to their ongoing service grant of $25,000, in order to continue its operations at the same levels. This one-time funding request will provide KSAR with supplemental operation funding until they begin to receive the PEG fees under the new cable contract to begin in September 2008. • SASCC is requesting $21,000 of one-time funding support (in addition to the $21,000 for basic operation support) for program services and supplies, such as supplemented services for blood pressure checks, podiatric services; vision screening, hearing tests, lunch programs, flu-shots, and others: • Saratoga Chamber of Commerce is requesting funding for additional office space, a web site upgrade, IT equipment. and system upgrades, Teen Scene sponsorships for Celebrate 2007, and funding to subsidize new Chamber memberships. • The Saratoga Foothill Club Historic Foundation is requesting one-time funds to replace the building's HVAC system and install an audio visual media screen and equipment to increase the usefulness of the building as a venue for community events. • Saratoga Historical Museum submitted a prioritized list of needs, which includes various brochures, a large screen video system, archive/collection materials, bookcases, lighting improvements, and display cabinets for the museum. • The Wildlife Center of Silicon Valley requests one-time funds to help support the cost for raptor flight cages. Each of the organizations submitted a request letter with more detailed explanations. These letters are attached foryour review (Attachments A - H). FY 2007/08 Grout FuudiuQ In addition to the above one-time grant requests, staff would like direction on grant funding for the FY 2007/08 budget.. The City Council has established annual funding for several non-profit service groups in past years. These requests are listed below as ongoing annual requests: Ongoing ArTn uad Requests KSAR 15 $ 25,000 Annual service support Saratoga Area Sr. Coordinating Council. (SASCC) $ 21,000 Annual service support Saratoga Chamber of Commerce $ 11,000 Annual service support Saratoga C of C-Celebrate Saratoga Barricades $ 5,000 Annual event Saratoga C of C -Celebrate Saratoga Fun Zone $ 4;900 Annual event Wildlife Center of Silicon Valley $ 4,212 Annual service support Mustard Walk $ 2,000 Annual event New Annual Requests: United Way 211 Program $ 5,000 Annual service support West Valley Light Opera Association Unstated Totad OngoingAnnuad Requests $ 78,112 o The KSAR grant supports taping and broadcasting services for the City Council and Planning Commission meetings. The FY 2007/08 request amount is the same as the previous year. • The SASCC annual support request. provides for basic operating costs for the senior center. This request increased from the prior yearby $3,000. • The Saratoga Chamber of Commerce annual grant is an ongoing support agreement for the organization's operations. The FY 2007/08 request grew by an annual CPI increase per the organization's standard contract. • The Chamber also requests the City to provide funding for the Celebrate Saratoga Fun Zone and to provide barricades for the event each. year. The Wildlife Center grant provides wildlife services for the community. The FY 2007/08 request is $212 higher than the prior year, an increase which will bring the City back up to the 2004 funding level, and put the City on par withneighboring city contributions. • The Mustard Walk is a Heritage Preservation Commission event the City sponsors in conjunction with other community groups. The request amount is the same as last year; however the full $2,000 was not used, and the $582 excess was returned to the City. ,~~ 2 The Wildlife Center provided a separate request for the ongoing annual grant request, which is attached as Attachments I. Staff also received two new requests for ongoing support, as summarized below: • The United Way 211 program request is for annual support of a health and human service information and referral service. • The West Valley Light Opera Association would like the City to reduce the ticket surcharge from $2.00 per ticket to $1.00 per ticket. The United Way and West Valley Light Opera Association's requests are attached to this report as Attachments J and K. Direction Staff requests Council direction for both the $75,000 of one-time grant allocation funding, and for FY 2007/08 on-going community grant funding. A summary matrix is provided as Attachment A. FISCAL IMPACTS: Dependent upon direction from City Council. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION Funds will default to the General Fund undesignated fund balance. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Dependent upon direction from City Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A -Summary Matrix of requests Attachments B - L -Letters of Request for One-Time and Ongoing Funding i 3 CITY OF SARATOGA COMMUNITY GRANT FUI\~ING Attachment A • FY 2006/07 FY 2006/07 FY 2007/08 FY 2007/08 Annual One-Time Annual One-Time Organization Funding Funding Funding Requests SCC Board of Supervisors 320 Cupertino Community Services 37,393 KSAR IS Annual Support 25,000 25,000 Supplemental Operational Support 25,000 25,000 Video to DVD Conversion 19,400 Video Taping 50th Anniversary ~ 5,000 Mustard Walk 2,000 2,000 SASCC Annual Operational Support 18,000 21,000 Supplemental Operational Support 12,500 21,000 Adult Center Furniture 30,700 Sr. Center Computer Lab Upgrade ~ 5,400 Saratoga Chamber of Commerce Annual Support 10,503 11,000 Banner Hanging Fee 600 600 Celebrate Saratoga Teen Scene 7,527 10,000 Celebrate Saratoga Fun Zone 4,900 4,900 Celebrate Saratoga Barricades 5,000 5,000 City Maps 4,500 IT upgrades 3,000 Memberships 3,750 Off ce/Meeting Space 10,250 Website Enhancements 2,000 Saratoga Foothill Club Historical Fdn 29,402 Saratoga Historical Museum 73,200 United Way 5,000 West Valley Light Opera Association - Wildlife Center of Silicon Valley 4,000 4,500 4,212 8,000 Total of Community Grants/Requests 59,503 125,027 78,712 223,315 i 4 - i'j, ~~ c,V~ ~,~ ~ 1~1 n'~ `'' SAY ' ~' ~~, ., ,~~~~~ ~,/ ( y 20 p~ 1)II ri . Jib ? ~~ i ~ ~ ,- BOARD OF SUPERVISORS COUNTY OF SANTA CIJARA C O U N T Y G O V E R N M ENT CENTER EAST W I N G 70 WEST HEODING STREET, SAN JOSE, CA 951 IO / 1406) 299-5001 FAX LINE (408) 298-0460 TDD LINE (400) 993-8272 Internet Address: http:l/www.sccgov.org ~~® May 3, 2007 Honorable Mayor and City Council Members City of Sara±ega 13777 Fruitvale Avenue Saratoga, CA 95070 Re: County Spay/Neuter Program Honorable Mayor and City Council Members: MEMBERS OF THE BOARD DONALD F. GAGE BLANCA ALVARADO PETE MCHUGH KEN YEAGER LIZ KNISS pHYLLIS A. PEREZ CLERK/BOARD OF SUPERVISORS TELEPHONE 1408)299-5001 As Chair and Vice-Chair of the Housing, Land Use, Environment, and Transportation Committee, we request your assistance in allocating city funds to supplement County resources to continue the availability of low-cost spay/neuter program services to residents of your city that utilize the program. According to our records during the period July 1, 2006 through December 31, 2006, residents from the City of Saratoga brought 7 animals to the County spay/neuter program at a cost of $320. Your reimbursement of this cost as the funding contribution from the City of Saratoga would be greatly appreciated. The County is currently allocating $111,000 in general funding to the FY 2007 program, and needs assistance from each city to continue to make low cost spay/neuter services available to their residents in the future. Future reimbursement from the City for its share of the program will help in this effort. The Board of Supervisors recently discussed the spaylneuter program, and agreed that regardless of whether or riot your city chooses to contribute to the program, residents of the entire county will continue to have access to services. However, residents of cities that opt not to contribute to funding to the program at a level equal to the utilization of program services by their residents, will be required to pay a higher price for services and will be limited to a smaller number of days in a given month on which they may be able to schedule an appointment. So it is to your advantage to financially participate now, and in the future. Tha u for yo c nsid tion. ~• Donald F: Gage Board of Supervisors, District 1 Santa Clara County Pete McHugh Board of Supervisors, District 3 Santa Clara County M,ryY G:-. ?pp~ May 7, 2007 Honorable Mayor and Members of the City Council City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 To the Honorable Mayor and Members of the City Council, Saratoga, California, Cupertino Community Services (CCS) appreciates this opportunity to submit a request for one-time funds of $37,392.97 for the Mobile Food Van project. The Mobile Food Van will support a food pantry expansion to benefit low-income residents in the City of Saratoga. This will enable residents increased access to fresh fruits, vegetablds, eggs, bread, meat, ethnic food items and holiday food basket distributions. Beyond the first year of the program, the Mobile Food Van will provide on-going services to the residents of Saratoga and the west valley community. In FY 2005-06, CCS served 93 Saratoga households (252 individuals). This is a 31% increase over the previous year. 580 visits to the food pantry totaled to more than 14,500 pounds of distributed food. Based on previous CCS' file data and service trends, it is predicted that these households, and new ones, will continue to be in need of food. To accommodate the growth in program use, infrastructure needs to be in place, i.e. additional transportation capacity. The Mobile Food Van will allow CCS to pick up additional food supplies and provide them to residents. If this project is funded, CCS will partner with afaith-based community facility or other organization to operate this weekly program of food distribution. This new site in Saratoga will enable residents spend less time and gas in order to receive weekly food. The site will be in an inconspicuous location, both respectful to clients and the surrounding community. ,~~ Serving the Communities of Cupertino, West Jan Jose, Los Gatos, Saratoga and Monte Sereno 10104 Vista Drive, Cupertino, California 95014.408-255-8033 • Fax 408-366-6090 • www.CupertinoCommunityServices.org CCS has secured the services of a local truck repair business that will provide maintenance at a significantly reduced price. Sustaining funds, such as miscellaneous repairs and staffing, will be provided by CCS. CCS will also be seeking the support of local civic and community based organizations for the continued maintenance of the vehicle. The total cost fora 14-foot Isuzu Box Van, including all taxes and fees is $37,392.97, which is the amount of our request. A picture and cost breakdown is enclosed. CCS is excited to have this partnership with the City of Saratoga, which continues to promote our motto of "People Helping People." I look forward to answering any questions that you may have. Thank you in advance for your consideration. Sincerely, Naomi Nakano-Matsumoto, LCSW Executive Director Food Pantry Program Expansion 14' Box Van Impacting more than 250 Saratoga Residents During the first year This will allow CCS to provide improved food- services to Saratoga residents. 2007 Isuzu 14' Box Van Base Price $28,878 Lift gate $5,000 Documentation Fees $55 Tax $2,799.47 License Fee $575 Tire Tax $10.50 Total $37,392.97 ~~~ .Saratoga Community Televisioe . March 13; 2007 Mayor Aileen.. Kao City of Saratoga 13777 Fruitvale Avenue Saratoga; CA 95070-5151 Subject: Request For Operating .Funds Dear Mayor Kao: REGEI~EQ MAR 1 9 2007 CITY OF SARATOGA C' C' .' ('du ~ KSAR15 would like to thank our City Council for its decision to provide $25,000 in operating-expense funds to KSAR15 at midyear: We are requesting $25,000 in funding. to supplement. operating. expenses.for.FY 2007-08 as weiL These:. combined funds will provide us with a financial bridge to Fiscal Year 08/09 and enable us to successfully continue operations. ARer September 2008, the local franchise agreement with Comcast will end and they will be subject to the new State Video Franchise Agreement. Included in the legislation authorizing State video Franchises is a new dedicated PEG fee to support public access television stations such as KSAR. As of September 2008, with the new stream of revenue generated from the PEG fees from Comcast and AT&T plus the fee for service agreement with the City of Saratoga, KSAR will attain abase-level of.funding that wilt insure its continued operation. KSAR values its relationship with our city and looks forward to continuing its contributions to our community. Sincerely,. ~~ Tom Stoiber Chairman KSAR- Saratoga Community Access Cable. Television. Foundation. 408-867-7274 tom@ksarl5.org copy: Dave Anderson KSAR 15 Saratoga Community Television ! 1 ~ ~ ~ {- ~ wnnn r-. .:.. .. ~_ w.._._..- ~..-...,. _._ i'w ncn~n ~ eAO /A~ 9'1 l10 C~... e/10~OC7 [17A7 .~~~~~~ L.+.1 C nrn S1~SCC P.O. Box 3033 SARATOGA, CA 95070 (408) 868-1257 /~~~~ ~~~, Apri124, 2007 MaS~or Aileen Kao Ciry of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 Subject: Outside Agency Funding Request Dear Mayor Kao & CitS= Council Members: • The Saratoga Area Seniar Coordinating Council (SASCC) is very appreciative of the $18,000 support provided last year to us and the seniors of Saratoga by the City. This year, we are requesting $21,000 in funding to support our basic operating expenses for FY 07-08. These funds, which include a small increase to cover cost of living increases, will enable us to continue operating our center. SASCC has provided many public services to the residents of Saratoga. These programs, including Blood Pressure Checks, Podiaaic Services, Tax Assistance, Vision Screening, Hearing Tests, Nutritious Lunch Programs, Fifty-Five Alive Driving Program, Flu Shots, and others, axe not full cost recovery. If we charged the full amount, many residents would not be able to afford them. We would like to continue these very valuable ser~rices but need temporary support to do so. We also need a new copy machine, toner & ink supplies, and a new fax maclvne. We are asking for one-time funding in the amount of $21,000 to cover these ser~rices and supplies. We hope the Council will see the benefit of continued support to SASCC during this difficult time of transition. We value our relationship with the City and axe appreciative of the in-kind services and staff support that the City has provided to us as we search for a new Executive Director. We look forward to continuing to contribute to our community. Sincerel =, p~7~,.' l ~"" hun Saxton-Heinrichs Interim Executive Director of Saratoga Area Senior Coordinating Council ~~.- u~. Doris Volz President of Saratoga Axea Senior Coordinating Council CC: Dave Anderson Caring for and serving the needs of Saratoga Area Seniors SARATOGA CHAMBER OF COMMERCE 14485 Big Basin Way May 11, 2007 Saratoga, CA 95070 SARATOGA 408 867-0753 Fax 867-5213 http://www.saratogachamber.org CRAM HFR VF COMMF,HC'F Honorable Saratoga Mayor and City Council Members Thank you for considering our request of one-time funds. We appreciate the spirit of common mission and cooperation that we share with the Council. Our request is detailed on the following pages, and summarized in the table below in the order of priority. Each of our five items has advantages to the city, citizens or visitors to our community, and was designed to enhance the economic development, image, safety and vitality of our beautiful city. (It's unfortunate that the project numbers were assigned prior to the prioritization. Sorry.) Priorit Pro'ect Cost 1 Pro'ect 1-Add Conference S ace $10,250 2 Pro'ect 2 -Web Site U rades 2,000 3 Pro'ect 4 -Teen Scene S onsorshi for Celebrate 2007 10,000 4 Pro'ect 3 - U rade of IT Infrastructure in Chamber Office 3,000 5 Pro~ect 5 -Partial Matchin of New Membershi Enrollment Fees 3,750 Total Re uest $29,000 Please feel free to contact me with any questions you may have. We look forward to the Council meeting on May 16`h, and a continuing close relationship with the city. Thank you very much, Chris Oakes Acing Executive Director, and President Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 1 of 14 Project 1 -Add Conference Space A wonderful opportunity has presented itself to acquire an additional 300 square feet of conference office space in our existing building which would enable the Saratoga Chamber of Commerce to more effectively fulfill our mission of enhancing our business community. Benefit to the City of Saratoga Allows members and non-members to use abusiness-friendly conference area. The room could be rented out to local businesses for a fee, and to local civic organizations and non- profits at a very nominal cost, and fosters more interaction between the Chamber and community groups. Benefit to the Members and Citizens Scheduling additional meetings in the Village would result in additional foot traffic, increased restaurant, catering and retail business, and more exposure of the village area of the city. Description The space that is available is a large room on the second floor of the Chamber of Commerce building, behind the USA Nails space. It can be accessed from the outside of the building by stairs, and from the inside common hallway on the second floor. This request is for funding of 1 year's rent of the space, upgrading the space for meetings, ''' features to include conference calling, Internet access, white board, LCD projector and other amenities to support business meetings. Cost The total hard cost of the project is estimated to be $10,250. Detailed cost schedule is attached as Exhibit A. Other soft costs are involved, but not easy to estimate, such as increased utility expense and increased network traffic and bandwidth use. The Chamber cannot quantify these at this time, and will fund them from other sources. Project 2 -Web Site Upgrades Benefit to the City of Saratoga The Chamber of Commerce website is the portal for citizens and visitors, leading guests to City of Saratoga and member websites. The traffic on the website is reported to the City quarterly, please see attached most recent report, Exhibit B. As you see in the report, there are many visits originating on our website that feed visitors to pages for City of Saratoga Information, the Historic Walking Tour, as well as schools, lodging, dining, parks and community calendar. A redesign of current website is planned to increase traffic, enhance the user experience, and raise awareness of our city and businesses. As the only organization providing a Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 2 of 14 "Visitors Bureau'' function for the city, it is essential to have a more modern web presence, providing more friendliness and value for citizens and visitors. Benefit to the Members and Citizens Improves the user experience for our members and their clients, and visitors to the area. Makes the web-site maintenance more efficient and accurate. Description The design of current website, although well-trafficked, is inefficient, and its design is less than user-friendly. In addition, there are broken links, obsolete pages, and maintenance of the website is time consuming, and error-prone. By upgrading the website we will be able to better highlight community events, city advantages, and put control of our members' data in their own hands. Cost The total cost of the project is estimated to be $2,000. Detailed scope and cost schedule is included as Exhibit C.' Project 4 -Teen Scene Sponsorship for Celebrate 2007 For eighteen years, (this year will be the nineteenth) the Chamber has hosted a Street Dance in Saratoga, Celebrate! Saratoga. In response to concerns about the safety of our children and teens, in 2006 we initiated a Drug and Alcohol Free Zone for the teens, with ~~ age appropriate music and attractions. This resulted in a very successful attendance, and positive feedback from the City of Saratoga, see Exhibit D. Benefit to the City of Saratoga This project will result in a safe and fun area for teenagers attending the Celebrate. Last year's Teen Scene was a great Benefit to the Members and Citizens Provides a more enjoyable experience for the adults attending the event, and an attractive non-alcoholic environment for the teenage population. Description Sponsorship of the Teen Scene by the city. The Teen Scene is anon-alcoholic area, providing energetic atmosphere and multiple, teen-oriented bands. Cost The total sponsorship cost is $10,000. Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 3 of 14 Project,3 -Upgrade of IT Infrastructure in Chamber Office Benefit to the City of Saratoga This project will result in more responsiveness to phone calls and walk-in queries by the Chamber staff. , Benefit to the Members and Citizens Provides efficiencies in staff productivity, the ability to get more done with the limited resources we have. Description Increase drive capacity and memory in relatively current machines, Move programs and software into new drives, provide LAN upgrades to include wireless secured access. Cost ' The total cost of the project is estimated to be $3,000. Detailed cost schedule is attached. Project 5 -Partial Matching of New Membership Enrollment Fees A vital Chamber increases the vitality of the community in many ways. In order to achieve the level of service to the community, city and businesses that we aspire to, we need a larger membership base. Our goal for membership is to have 350 members by ' December 2007 and 450 by December 2008. One characteristic of a vital Chamber is the vigorous interaction with community organizations, and involvement in local groups and causes. Our current membership level is about 275 members. Many of them are long-time members who have served on the board and other committees for years, and have reached their limit on the time they are willing to give to the Chamber. It is critical that we increase our membership levels, and bring in new members with energy, fresh ideas and a willingness to contribute. With a larger membership and more board members, we would be better represented at Council meetings, planning meetings, the SVDC, CERT and more. However, at our current levels, we don't have the critical mass to do so. Benefit to the City of Saratoga This project is designed to increase membership in the Chamber. A vital Chamber increases the vitality of the community. In addition, when the Chamber is functioning at an optimal level, it has strong links to community organizations, and a strong volunteer force. A Chamber collaborating with community groups and the city administration actually can ease the burden of work for the city, but coordinating planning activities, and providing a point of leadership. Benefit to the Members and Citizens More members results in a better service level for the members, civic organizations and citizens. Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 4 of 14 Description The chamber is committed to increasing our membership levels. We have contracted with a new supplier to produce our directories for the next two years, and as a part of that project, we are offering a first year discounted membership price. The minimum basic membership cost is normally $230 per year, plus aset-up fee of $35. The cost increases with the size of the company, as measured by number of employees. At an average membership fee of estimated $325, and the initial $175 price, we estimate the average shortfall will be $150. We are expecting 50 new members on this program. We are requesting the city fund 50% of the shortfall, about $75 per member, and we would match the remainder through new program revenue. Cost The total estimated costs are $3,750. Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 5 of 14 Exhibit A Add Conference Space Cost Details Project 1-Add Conference Space Cost Details Item Item Qty Cost Extended Cost Rent per month 12 300 $3,600 Conference Phone -Polyphone 1 499 499 Telephone jack installation 1 141 141 10' Oval Table 1 1651 1,651 Heavy Duty Round Back Chairs 16 89 1,424 Best Rite Projection Plus Board 1 480 480 LCD Projector 1 999 999 Fabric Padded Folding 12 25 300 Rectangle folding activity table 2 145 290 Coffee pot 45-cup 1 60 60 Copier 1 700 700 Miscellaneous 106 106 $10,250 Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit A, Add Conference Space Cost Details May 2007 Page 6 of 14 IF~ Exhibit B Chamber Quarterly Report to the City 15` Quarter, 2007 T SARATOGA CHAMBER OF COMMERCE SAR.4TOGA ~:~~.,~,K~a~~.,,,u.~~:~~,: 14485 Big Basin Way Saratoga, California 95070 Telephone: (408) 867-0753 Fax: (408) 867-5213 www.saratogachamber.org - e-mail: infoC?saratogachamber.org April 3, 2007 Saratoga Chamber of Commerce Quarterly Report .Tanuary 1 through March 31, 2007 Tourism & Information:. The Saratoga Chamber of Commerce continues to be the primary source of visitor and tourist information, as well as a resource for new community members. Requests for information come to us in various ways: walk-in traffic, telephone calls, and some email requests. • The Chamber receives many telephone calls requesting information about city services from the City of Saratoga. New residents, as well as visitors to the area, request contact information for various City departments including Recreation and Community Development. This has been especially true since the change in waste / recycling contracts. We have. been receiving approximately 3-4 calls a week since December 31, 2006 regarding this change. • We also receive requests of information from potential businesses inquiring about the foot traffic and retail opportunities within the Village area and other business areas within Saratoga. Prospective business owners stop at the Chamber office to obtain demographic information for Saratoga and the surrounding communities, as well as to determine which City department should be contacted for obtaining permits. • We receive requests for information regarding relocation to the area and we receive many inquiries regarding the school system in the City of Saratoga. • We update and distribute local maps, business and community directories - we suggest restaurants, wineries and we are asked to provide directions throughout the • Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit C, Website Upgrade Details May 2007 Page 7 of 14 business day. We also provide in-house publications with information that includes updated local dining and lodging, things to do and special events, along with brochures and flyers that are available in the office for our walk-in traffic. We receive many telephone calls requesting information regarding parks and recreation, hiking trails, Villa Montalvo and The Mountain Winery (especially prior to the concert series season begins), Nalcone Gardens and wine tasting in the area. After the release of "Memoirs of a Geisha", we received many phone calls about Hakone Gardens; the movie included about two weeks of filming at the gardens. • We also provide information to local residents and visitors from other cities about events in the greater Saratoga area and lodging information. We continue to offer the City of Saratoga Parks and Recreation Guide and all other, city information and materials that are provided to us. Chamber Website: The website serves as a valuable resource for members, visitors and people in general. Frequently, we direct a caller to the website to find the information they need. Our website also allows anyone looking for information regarding Saratoga 24/7 access. Informational guides produced by the Chamber continue to be popular as well. The guides, including information regarding community and Chamber events, are also • available to download for printing. The total number of visits our site received, by week, is shown below: V sits 3,800 3,200 2,800 2,400 2.666 1,800 1,200 E00 46a 6 01701 01!15 01129 02/12 0212& 03112 03128 tdon 61101P2007 -Sun 641012007 (1 Quartsr Scale) Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 151 Quarter Report to the City May 2007 Page 8 of 14 01 /68 01122 02705 02119 63!05 03119 04162 A summary of activity for the website traffic follows: Average Number of Visits per Day on Weekdays 495 Average Number of Hits per Day on Weekdays 8,017 Average Number of Visits per Weekend 827 Average Number of Hits per Weekend 9,404 Most Active Day of the Week Tue Most Active Date January 31, 2007 Number of Hits on Most Active Date 10,224 Least Active Date January Ol, 2007 Number of Hits on Least Active Date 3,159 Most Active Hour of the Day 10:00-10:59am Least Active Hour of the Day 03:00-03:59am On the following page are listed the "Top Visited" pages. The highest number of visits continues to be the "robots" that search engines such as Google, Alta Vista and Ask use to gather information. The Chamber's online business directory is a favorite to visit and obtain useful information. Also found in the "Top Ten" are "Schools in Saratoga" and "City Information for Saratoga" pages. The Chamber's "top visited" pages are detailed below: Top Pages 660 540 440 m e sa4 zoo 140 0 41141 01115 01129 02112 42125 43112 03126 1AOn 0114112007 -Sun 041412407 (1 Quarter Sca#e} • Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, ls` Quarter Report to the City May 2007 Page 9 of 14 01!48 41122 0?105 07113 43105 03119 44102 ~~ ~ : of % Av . Time . Visits g Top Pages Pages Views Total Viewed - Views ~'" M:S ®1 http:// wwwsaratogachamber.org/robots.txt 7,097 12.75% 6,782 01:58 ®2 Welcome to the Saratoga Chamber of Commerce 5,005 8.99% 4,408 01:01 http:// www.saratogachamber.org/ Membership Directory, Saratoga Chamber of Commerce 2,201 3.95% 1,847 03:22 http:%! «~~~~w.saratogachamber.ord'chamber/directory.htm ~ Roche Bobois San Jose 1,433 2.57% 1,352 01:56 http:r'/ www.saratogachamber.org/mp/rochebobois.htm 5 Schools in Saratoga, California 1 214 2.18% 1 127 ' 02:16 http:/,/ www.saratogachamber.i~rgisara/schools.htrn 6 http:/;saratogacharnber.org! robots.txt 1,032 1.85% 1,019 01:46 7 Wineries in and near Saratoga, California 1,058 1.90% 962 02:27 http:// www.saratogachamber.orghodo/wineries.htm 8 Golden Bay Federal Credit Union 812 1.45% 770 01:57 http:%/ wwwsaratogachamber.org/mp/goldenbay.htm r 9 City Information for Saratoga, California 689 1.23% 622 01:12 http:/..' www.saratogachamber.org/sara/city-info.hhn 10 An Historic Walking Tour in Saratoga, California 649 1.16% 599 02:20 http: % wwwsaratogachamber.org!todo/walkkng.htm 11 M. E. Fox & Company ' 632 1.13% 588 01:58 ox.htm http:/i' www.saratogachamber.org/mprinel 12 Lodging in Saratoga, California 625 1.12% 572 03:28 17ttp:// ~~n~<<e~saratogachamber.org%todo/]gdging.htm 13 Parks in Saratoga, California 618 1.11% 568 01:49 http://www.saratogachamber.org/todo!parks.htm 14 Saratoga Foothill Club 592 1.06% 555 03:22 http:/,~ wwtiv.saratogachamber.org/mp; foot.hill.htm 15 History of Saratoga, California 562 1.01% 527 01:16 http:// www.saratogachamber.org%%sara/saratoga.htm 16 Welcome to the Saratoga Chamber of Commerce 571 1.02% 505 01:17 http:/r saratogachamber.org! 17 Chamber Board & Staff, Saratoga Chamber of Commerce ' 577 1.03% 459 00:49 chamber/board.htm http:// wlvwsaratogachamber.org! 18 Site Map -Saratoga Chamber of Commerce 506 0.90% 452 01:00 http:// wwwsaratogachamber.org/sitemap.htm 19 Dining in Saratoga, California 484 0.87% 442 02:06 Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 15t Quarter Report to the City May 2007 Page 10 of 14 u ., http:/i wlvwsaratogachamber.orgjtodo/dining.hhn Community & Business Information: We provide community and business information whenever possible. The community looks to the Chamber to provide valuable resource information including, but not limited to: • City of Saratoga historical information • Economic and demographic data • Emergency services information • Clubs, associations and organizations • Information regarding schools and school districts • Houses of worship ,. Acting Interim Executive Director's Report: The first quarter of 2007 proved to be very busy for the Chamber. We continue to focus on board recruitment, membership and bringing business into the City of Saratoga. It continues to be a time of transition for the Chamber. The Chamber works very closely with SVDC (Saratoga Development Council) with ongoing community events. We held our New Members Breakfast on March 2, 2007. It was wonderful to again thank our newest members for their choice to become members of our Chamber and for their support of our business community.. The next New Member Breakfast will be held on June 15`h, 2007. The Chamber also began a new networking and educational outreach series, Lunch & Learn. The series allows networking time, followed by a presentation to provide "mini- workshops" during a time when it might be more convenient to attend (shorter time frame, interesting topics). The Board has postponed the hiring of an Executive Director until early fall this year. Sharmaine Nunes continues on in the role of Office Manager and manages the day-to-day operation of the Chamber office. Gary Zuniga, the Chamber's Executive Assistant, has Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, ls` Quarter Report to the City May 2007 Page 11 of 14 20 Community Calendar in Saratoga, California 454 0.81% 429 01:19 http:/ wwwsaratogachamber.org%calendar/commun-cal.htm recently resigned and we hope to fill the vacancy as soon as~possible in order to continue to provide the service expected by our members and the community. The Chamber is also planning to continue to provide Saturday hours to promote Saratoga, and to provide quality service to our members, community and visitors; Saturday hours will begin later this spring and will continue until early fall. Thank you for the opportunity to work closely with the City of Saratoga. I look forward to working with you in 2007. Respectfully submitted, Christine Oakes President, Board of Directors 2007 Acting Interim Executive Director Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 1S` Quarter Report to the City May 2007 Page 12 of 14 ,,.• Exhibit C Website Upgrade Details Project Details -Web site upgrades Fix the existing website. Convert from Microsoft FrontPage to Dream weaver software. Fix all broken links. Remove obsolete pages. Update any information that is not current. Auto-resize the screen for different monitor resolutions and support all current browsers. Priority: High Time estimate: 2-4 hours Add a Content Management System (CMS), whereby new member signs up on-line and the information is saved in a database. Each member will be able to maintain their own profile using a unique login-in user name and password. Add capability to find a member using search criteria. See http://www.siliconvallexcoachfederation.or find a coach.php for an example. Add members from current Access database. Add capability to approve applications. Priority: Medium Time estimate: 10-15 hours Add Constant Contact so that mini-newsletters and group a-mails can be sent to members. See www.constantcontact.com. Cost is $15/month with the first two months free. This is a third-party application. Priority: Medium Time estimate: 1.5 minutes Add Calendar to website. This is a third-party application. Here are some pages with the calendar: http://www.fortinowinery. com/cal en dar.php http://www.kathyskakes.com/calendar.php http://www.roval-coach.com/calendar of tours.php This is a third party program and it Costs $50 one-time fee. It then takes me about an hour to configure the database and look-and-feel, login, password, etc. There is a comprehensive on-line manual. Priority: Medium Time estimate: 1 hour Add capability to pay dues and fees on-line. Send automatic reminders to members to pay their dues. Priority: Medium Time estimate: 1-2 hours Add capability to pay for events on-line. Priority: Medium Time estimate: 1-2 hours Finally, we want better visibility with search engine optimization (SEO). I will put in code and optimize the website for better visibility with the search engines. Priority: Low (at this time).1'ime estimate: 1-2 hours Teen Scene at Celebrate 2007 Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit C, Website Upgrade Details May 2007 Page 13 of 14 Exhibit D Celebrate! Saratoga Teen Scene 2006 ., I3777, FRUITZ`ALkJ AVEi'~UN7 • S1\iZATOfrA, CrlLII~ OT2Nlt~ 9x070 • (4f)8) 8GS-1200 Incorporated Octobar Z2, 19&6 i,'1JCl~~f,7h iwlI:M713E1~5: A+teen Kao Kathtea~~ Kiny Norman Kline Nick Strad Ann Wa;tbrismifh D•Iay 1, 2007 Chris Oakes, Director of Saratoga Chamber of Commerce 14485 Big Basin iCay 5antoga, C.? 9507D S136)ECT: TEEN.SCHNE REPORT Dear Chris Oakes, Last year, the Saratoga Youth. Commission',organized aad managed the Tears Scene area at die Chamber's annual CetabraleSrrratoga.Street Dance event The Comnussion was in charge of providing the enterxainrnent while the Chamber supplied The stage, igns (Alcohol-frte.Zone} and of coupe, ahe location -the narrow street on Highway 9 in between Starbucks Coffee & $laney Plaza. The commission found 5local, high school-aged bands to perfo>m sets from 6:D0'p.m, to 9:30 p.m. " In between sets, a D) played music and handed out giveaways to keep the audience's attention, There were eight securiry~ guards hued {paidfox by the Chamber} to maintain the alcohol ban irrthe teen area acid "to prevent any disruptive individuals~frotri staytngwithia-the azea. In addition, two police officers were asstgned to the.teen area.(also paid for by the Chamber}: Overall, the event was a success. The audience enjoyed watching their irierids,and favoritf bands perfoim:outdoors in a large festival-like atmosphere.l"here were no fights, only a few cans o: alcohol were confiscated, and the area was well supervised. The excess trash that was expected-was minimal.. r~ ~~ - Ida recocnmerd, however, that the "lean ,5'carre be expanded to 10:1,5 p.m..as many of the teenagers had nowhere ........... ... to go following the final band's set and ended up lingering as the rest of the Surer Dance continued for another . hour. ipso, the Teen' Scant area needs-to be~ioged off better to prevent persons consuming alcolaol:Ecom being' . allowed to.walk ozcut thtough,There.u~ere several instances where adults did not walk around.and went through the teen area with their alcohol In hand. Again, I was pleased with the outcome of the eventand felt. that the addition of having the Teen Scapa minimized the previous problems of alcohol-use; among youth and tltc Eortnation of large groups of teens ~i.e., huddlLtg in :the main walkways) that. the event was experiencnrg. Sincerely, ~~' Adam f3enig Recreation Supervisor & Youth Comrnlssion Staff .•ldvisor Ciry of Saratoga Recreation Department GXI11Un L, l,lty UI JAISIUga IICGICALIUII LC~arIIllClll LCt1CI UI 1Vlay 1, GVV / May 2007 Page 14 of 14 f ,' 1 ..~-- .s . Saratoga Foot~i~~ Chub ~istoric Landmark Foundation 20399 Park Pace, P.Q. gox 2233 Saratoga, CA 95070 May 10, 2007 Mayor Aileen Kao, City of Saratoga Members of the City Council, City of Saratoga Mr. David Anderson, City Manage, City of Saratoga Saratoga Foothill Club Dear Mayor Kao, Members of the City Council, and Mr. Anderson, Historic Landmark The Saratoga Foothill Club Historic Landmark Foundation presents a request for $29,402 Foundation toward the first phase of a $491,887 multi-year plan to restore the Saratoga Foothill Clubhouse 73oard of Directors and Grounds to its Julia Morgan design. The Saratoga Foothill Clubhouse is more than 90 Ma,y Even Comport, years old and has reached an age where major elements need replacing, upgrading, and Chair restoring in preparation for the next 100 years as a gathering place for the community of Marlene Du£fin, Saratoga. Secretary Susan Brandenburg, The funds requested will be used to address two areas of high priority: - Treasurer 1 Replace Heating System and Install Air Conditioning System $19,374 Denny atfr a. The building inspector and licensed HVAC professional recommend Marykay Breitenbach replacing the present heating system of undeterminable age, with a sob Consins system that meets current safety codes and energy requirements. Gary Espinosa b. Installing an air conditioning system increases the use of the building Paul Jacobs as a venue for community events, especially during warm weather. H et Lnnagaist 2 Install Audio Visual Media Screen and Equipment $10,028 Pecs; a. This will Increases the usefulness of the building as a venue for eterson community events requiring technology equipment. Susan Perry ~ b. The screen will Improve sight lines and room capacity by utilizing Ed Porter the current stage for presentation. Cindy Ruby Winifred Simpson This beautiful building, designed in 1914, is recognized by the California and United States James wen2ei Historical Registries. The City of Saratoga lists the Clubhouse as its Historic Site #1. Since its doors opened, the Clubhouse has served as a venue for important events: many current residents learned to dance, presented piano recitals and plays, and hosted weddings, anniversaries and memorial services at the Foothill Clubhouse. The tradition continues. The Saratoga Foothill Club Historic Landmark Foundation, incorporated in 2004, is a supporting foundation whose mission is to provide resources to preserve maintain and restore the Saratoga Foothill Clubhouse. The Saratoga Foothill Club is a 100-year organization that fosters and encourages intellectual and civic activities within the community Byjoining with the Saratoga Foothill Club Historic Landmark Foundation to preserve, maintain and restore the Foothill Clubhouse, you will benefit all the citizens of Saratoga by supporting a valued community asset. We welcome any comments, questions or requests for additional information you may have. Thank you for considering our request. Sincerely, Mary Ellen Comport Chair mecomport@comcast.net 354-4316 `~ ~ ~~~_~~ ~" ~~ e~~r~to ~ ~i~tor~c~l . ~~ Mu~eu ~ ~ ~ . ~ ~ ~. _ ` ...•=~ . ~;s.~~+°' k j ; ~r't} . ~ ~ ~ Gam. ~ ~,f r'~~ t ..; ~~4~~~ ~'~~~`.. I,F; ~ ~ APR 1 3 2007 `~ ~ ,~., f , :~ F^^ ' °' ` = , ^.. :~~,-~J.,:.. ' ~ ~%,.~stY t`-=•- CITY U( ;/-~rtr; i OGA April 12, 2007 Mayor Aileen Kao, City of Saratoga Members of Saratoga City Council Mr. David Anderson, Saratoga City Manager Dear Mayor Kao, Members of the City Council, and Dave Anderson, At our joint meeting held on February 21", we learned of and discussed the possibility of realizing monetary gifting from the City for use in our Saratoga Museum projects. While our needs are extensive, we have contained our prioritized list to the following essentials: Education Program Curriculum Brochures -for community schools distribution & enrollment $3,000 Museum brochures & promotional materials -graphics design, layout, printing Walliirtg Tour brochure -for Schools, SVDC, Public and Chamber of Commerce use Large screen video system -fox on-site presentations, including school educational program Materials to upgrade to current standards/best practices for archive/collections care Bookcases fox Resource Center - to contain expanding library of research text materials Museum lighting renovation -replace inefficient installations with energy-efficient lighting Display cabinets for museum -coordinated ADA compliant cabinet system $3,000 $2,500 ~~ $2,200 $3,500 $4,000 $5,000 $50,000 All of these items will greatiy benefit the citizens, schools and students of Saratoga by way of the Museum. We appreciate your consideration of our appeal, and welcome your questions or request for additional information. Sincerely, Charles J. Schoppe, President Saratoga Historical Foundation CC: Barbara Powell, Asst City Manager 20450 SARATOGA-LOS GA"I'OS ROAD SARATOG A, CA 95070 PHON G: 40R-8C7-4311 HOME: 40N-8G7-')229 GMAIL: CHUCK@SARATOGAHiSTO12 Y'.COM \C~\a~\C~.SARA'1'OGAHISTORY.COM April 23, 2007 City Manager Dave Anderson - ""°-~-- CityofSaratoga ~~~~~~~ 13777 Fruitvale Avenue pPR Saratoga, California 95070 '2 7 2~~7 CITY p,~ S~+RA TOGA Dear City Manager Anderson, Last week I had the opportunity to meet with Assistant Manager Barbara Powell with an update concerning the wildlife services contracted with the City of Saratoga. This yeaz's funding requests are focused on our great need of a raptor flight cage. Our current cage is limited in size and does not allow us to live-hunt birds of prey before their return to the wild. Thus, many are transferred to facilities outside our valley. This process not only stresses birds but also negates a release that would otherwise happen in our region. Birds of prey such as golden eagles, red-shouldered hawk, red- tailed hawk and great horned owls play an important role in our ecosystem and it greatly benefits our habitat to keep them here. Juvenile Great-Horned The raptor project is our largest financial undertaking to date. The 150 foot enclosure will cost an estimated $60,1)00 to build including the added expense of screening and security aspects to keep these birds captive until ready for release. It is our greatest desire to see this project funded by the cities and foundations that encompass our valley. Thus faz we've received commitments from the following sourges: City of Monte Sereno Paker Foundation City of Campbell Donald B. Tanklage and Cazol F. Tanklage Foundation (matching grant) City of Santa Clara Los Lagos Golf Course City of Sunnyvale Additional funding discussions with the cities of Cupertino, San Jose, Milpitas and Los Gatos will take place within the next few weeks. We hope that the City of Saratoga will be able to participate in this endeavor utilizing the support to outside agencies funds for cone-time allocation of $8000. In [urn we'll make sure all sponsoring parties are duly recognized and involved during the unveiling of the enclosure and subsequent release of our first benefiting raptor. We continue to be grateful for your ongoing support and understanding of the value we provide local wildlife and citizens. ~ !it-''~o'~•-' Trudi Burney Director, City Relations Cc: City Council members, City Manager Dave Anderson, Assistant City Manager Barbara Powell 3027 Penitencia Creek Road San Jose Califomia 95032 (408)929-WILD www.wcsv.org ~ t~ Barbara Powell April 18, 2007 City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Dear Barbara, Thank you for taking time to meet with me this week and for the opportunity to share with you the wildlife services we provide. I would also like to express our gratitude to the City of Saratoga along for the financial support the city has given us since 1999. As discussed, I request that we increase our current agreement by $212 for a total of $4212 direct from your office. This coupled with the $2000 which comes from our mutual contract with the city of San Jose equals a grand total value of $6,212. This amount will bring you up to the 2004 value prior to budget cuts. This will also bring Saratoga up to par with neighboring wildlife service agreement values. I've attached a copy of our current tracks for your enjoyment along with a species listing from 2006. I'll keep you posted quarterly on our activities in Saratoga and will also pursue the great contacts you gave me during our meeting. Thanks again for your consideration. I look forward to working with you. Sincerely, Trudi Burney Director, City Relations 302! PENITENCIA CREEK ROAD SAN JOSE CALIFORNIA 95132 408.929.WILD RECEIl~E~ FEB' _9 2007 f CITY OF SAFZATOGA~ ~9 PO BOX 779 LOS GATOS CALIFORNIA 95031 (4081358 1896 February 6, 2007 Mayor Aileen Kao City of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 Subject: County Cash Windfall Ref: Los Gatos News Article, dated February 5, 2007, by Reporter, Kristen Munson Dear Ma r Kao and Council Members, Last year, the City of Saratoga raised the Saratoga Civic Theatre surcharge from $1.00 per ticket sold by the Using Performing Groups to $2.00, effective.October; 2006, with the explanation that additional funds were required for maintenance and future improvements to the Council Chambers/Civic Theatre since the budget was not sufficient at that time to cover these projected expenses. Information obtained from the referenced news article indicates that the City of Saratoga has an extra $786,000 that has not yet been allocated. If this is true, we would like to recommend that the City consider reducing the $2.00 surchazge to the original $1.00, utilizing some of these "windfall" funds for the maintenance of the Council Chambers/Civic Theatre. This reduction of the current surcharge would greatly assist our community theater companies in meeting the continual increases in expenses in the presentation of Broadway-type musicals at the Saratoga Civic Center Theatre which many Saratoga residents attend. We would even be grateful if the increase could be deferred for one year. The West Valley Light Opera Association is anon-profit; community theater company with no paid employees, but staffed by many volunteers with the objective to present three family-type Broadway musicals at a reasonable price. We receive our funds from the sale of tickets with discounts provided to seniors and children. We also aze required to pay royalties to the music publishers, ranging from $8,000 to $11,000 per production which amounts to i 5-20% of our projected gross sales. This means that for every $ I.00 per ticket surcharge we pay to the City, we are obliged to pay the publishers an additional 20 cents per ticket. As you can imagine, this drastically reduces any net profit we might receive for we can't recover those funds from our patrons. Thank you for your consideration. Very t~ ~ ly y ~rs, Edrw-ard~Hand~Presiden West Valley Light Opera Association cc: Joan Pisani, Director of City Recreation Department Jay Steele, Chairman, SDG ~l Dave Anderson, City Manager, Saratoga Los Gatos News Page 1 of 2 Sen~in~ the Vilest Valley Los GATOS NEVVs Feb 05; 2007 Local News /Home Page Saturday Feb 3 Region/State News Sarato a brainstorms count cash Recent Com World News g y 1 comment in Business News windfall Wi-Fi tests set t Sports -Professional "Do I qualify as a Arts & Entertainment Cit has extra $786,000 t0 S end On SerViC2S Y P for connecting uF Columnists Death Notices BY Kristen Munson /STAFF 1 comment in Letters & Opinion After four years of cutbacks and reducing public safety and city services, the Saratoga Saratoga brains °The Council she Society City Council has some extra cash - $786,000. the money for an Sports - Locaf During an alt-day retreat Friday, council members discussed using the money to Style reinstate the city's sleeping commissions, fund capital improvement projects already 2 comments in approved by the council or increase staffing for police and city departments. Scott Monte Local Classifieds The $786,000 windfall comes from Tax Equity Allocation funds recovered from Santa PAPER SEEMS Clara County last fall. Because Saratoga does not collect a great deal of property taxes INV..." -Roger Daily News Services from residents, it receives matching funds from the county. Announcements Contact Information Council members were cautious about spending the money all at once, hoping to avoid 1 commen overspending and budget cuts next year. Fight to 7 Jobs at the Daily News "1 love thew y~ Staff "I think we're still in the mode of what can't we do, not what can we do," Council Member interesting than t Report delivery problems Kathleen King said. The city's four sleeping commissions -the Parks and Recreation, Library, Arts and Do you have a calendar Finance commissions -have been suspended since May 2005 due to fiscal constraints. item, brief or newstip? Restoring them could cost up to $110,000, officials have said, citing the support staff Please contact us. needed to create agendas and conduct research for meetings. The council has received pressure from residents to reinstate the Parks and Recreation Daily News Publications Commission after voting to develop Kevin Moral Park in the fall. Burlingame Daily News King cautioned against reinstating all of the commissions at once. East Bay Daily News Palo Alto Daily News "Start out slow. Figure out how to do it right," she said, adding that she supports _ Redwood City Daily News reinstating the Parks and Recreation Commission if it has specific objectives. San Mateo Daily News But Council Member Jill Hunter said the commissions should be brought back in force. "I'm for commissions. I don't care what you call them. They need more direction," she said. "You don't necessarily repeat the way you did it before, you do it better." E-mail Kristen Munson at kmunson@dailynewsgroup.com. Comment on this story Read 1 comment Name Comments ttp://www. ihelgnews.com/article/2007-2-3-02-03-07-sa-commissions 2/5/2007 Board of Directors • Board Chair Rick Fezell Ernst 8 Young LLP ce Chair k Levy don Medical Systems, Inc. Treasurer Steve M. Smith Wells Fargo Bank Secretary Linda Sullivan N8C11 Becky Baybrook PDF Solutions, Inc. Lisa Buckingham San Jose Mercury News Bob Campbell Senior Housing Solutions Mary Davey Community Volunteer Greg Davidson Gibson, Dunn 8 Crutcher LLP Jonathan Dharmapalan Deloitte Consulting LLP Gary Effren Community Volunteer John Eichhorn PayCycle, Inc. Raquel Gonzalez Bank of America Autumn Gutierrez Community Volunteer n Kassing n Jose State University Vern Kelley Intersil Corporation Luba Kipnis Intel Corporation Hsing Kung Acom Campus February 27, 2007 Mr. Dave Anderson, City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear M Anderson, s MAR Q ~ 2007 CI 0~ Siiriuwiu~A C~ C . ~~~.r-('tea ~, 1 '~. United Way Silicon Valley On February 1 1, 2007, United Way Silicon Valley launched 2-1-1 Santa Clara County, the 24/7 health and human service Information and Referral service. With the strong support of many community supporters and generous donors we have been able to reach and surpass many of this year's milestones. And we know this is just the beginning. When we spoke with you last year, you expressed interest and asked us to return this year for further discussion. Please accept this letter as our official request to have funding for 2-1-1 Santa Clara County in the amount of five thousand dollars ($5,000) considered and included in your 2007/2008 Fiscal Year Budget: A strong partnership with the City of Saratoga is paramount to the sustainability and expansion of the 2-1-1 services for our residents. To recap some of the information highlights on 2-1-1 SCC since January 2006: ^ 2-1-1 SCC launched anl8-month design, design implementation, and operations plan (January 2006 -June 2007). David Lopez ^ A contract was executed with Interface Family and Children Services, The National Hispanic University Ventura County for roll-over and after hours call center service. Laura Lundy Washington Mutual Home Loans . We have had a successful Public/Private funding campaign that includes PhihP Ma support from local government, community based organizations, private McKinsey 8 Co. . COrpOratinnc, ]r!d1V1dL131 rlpnnrS, and deslgnatil ns frnp~ ~~rprl;plaCe C: r?'1palgnS John Matheny (launched Feb. 2006). A sustainability Plan was created in June 2006. Microsoft Corporation Kevin O'Connor ^ Our a lication to the California Public Utilities Commission to allow UWSV pp Solectron Corporation ll k for use of the 3-digit 2-1-1 dialing code in Santa Clara County was successful. oc Jim Po Pollock Financial Group The award was made in record time and the application was sited as Susan PrescoH exceptional (September 2006). Apple Computer, Inc. David Sandal ^ The database provider selected; Refer (September 2006); Technology: servers, Applied Materials redundant off-site location established (October 2006); Landlines switches Anil Singh b t i I were set to allow 2-1-1 dialing (November 2006); cellular lines have and will ora or es, nc. S.E. La set switches at different dates Richard Terrell E. Laboratories, Inc. ^ December 11 2006 -stealth launch to test systems; January 15 2007 -Stealth °wattera Community Volunteer , , 24/7 operations; February 2006 -Report templates; launched on February 11th. Mark Walker President 8 CEO 1922 The Alameda, San Jose, CA 95126-1430 Main (408) 247-1200 • Fax (408) 249-4422 • www.uwsv.org _~ As a new endeavor, a number of our outcome assumptions are bast;d on the experience of other 2-1-1 call centers serving comparable populations, i.e. number of calls at launch and increasing going forward. As 2-1-1 SCC's role in the community evolves, different criteria will shape the expanded objectives and measurement and evaluation of outcomes, i.e. ending homeless collaborations. We will focus on measuring 2-1-1 SCC's impact on the targeted and intended audiences, including but not limited to, the following: Individuals, Community Service Providers, Employers, Existing Information and Referral Services, and Funders and Planners. The current comprehensive evaluation plan will utilize software survey tools that will assist in data reporting. Our projections on anticipated client service do not reflect the additional hits through the public website that will be launched in May 2007. The current scope of services focuses on general calls' for information and referrals on existing services and programs, with the exception to data being collected on the targeted 0-5 years of age population (specific funded focus). A critical component of 2-1-1 SCC will be its ability to collect data about Santa Clara County resident needs, unmet needs, and gaps in service, particularly as they relate to the health and human service sector. Please let us know what information you will need from us as the 2007/2008 Fiscal Year budget process goes forward. You can reach Amari Romero-Thomas, Sr. VP Community Impact, at (408) 345-4371 or amari.romero-tomas cr,uwsv.or~ for information requests or other questions. I can be reached at (408) 345-4302 or mark.walkernea,uwsv.org. If you haven't already taken the opportunity to dia12-1-1 and speak with one of our Call Specialist, we invite you to do so now, so you can experience it for yourself. Thank you, again, for your support and consideration. ''~ Sincerely, Mari~ker President and CEO C~ United Way Silicon Valley 1922 The Alameda San Jose, CA 95126 (408) 345-4300 www.uwsv.org www.211SCC.org SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 AGENDA ITEM: ORIGINATING DEPT• Manager's Office CITY MANAGER: 6l ~1~~--- ( Dave Anderson PREPARED BY: 1 DEPT HEAD: Cathleen Boyer. Cit~Clerk Dave Anderson SUBJECT: Request from the Saratoga Foothill Club for a Banner Fee Waiver RECOMMENDED ACTION: Accept report and direct staff accordingly. STAFF REPORT: BackEround Several times throughout the year community groups approach the City Council to request a fee waiver. For example, the City Council has granted a fee waiver of $450 to the Saratoga Rotary for their "Building Bridges" event that was held in October 2004. In 2001, the Council granted fee waiver of $200 for a temporary use permit for Saratoga Area Senior Coordinating Council Annual Community Auction Fundraiser held in the Civic Center parking lot. Other groups for which Council has waived the fees over the years include, the Saratoga Community Band, Friends of the Saratoga Libraries, and the Saratoga Taiko Drummers. The City Council can waive fees that are adopted by resolution if they adopt a new resolution stating that the fee resolution does not apply in a particular instance. The resolution waiving the fees needs to state why the waiver will benefit the community and therefore not an improper gift of public funds.. At the June 16, 2004 City Council meeting staff presented the City Council a policy regarding request for fee waivers. After discussing the issue the City Council decided to continue to grant fee waivers on an individual basis. Discussion The City allows non-profit groups to hang an event banner at Blaney Plaza for a fee of $300 per week (Attachment A). At the May 2, 2007 City Council meeting representatives from the Saratoga Foothill Club addressed the Council under Oral Communications requesting that the Council waive the banner fee to advertise their annual Memorial Day event which will be he]d on May 28`h. FISCAL IMPACTS: Waiving fees reduces City revenue, in recent years the City Council has back-filled fee waivers with Council .Contingency. funds offset. revenue losses. Actual impacts will depend on Council direction. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Foothill Club would be required to pay for the banner permit. ALTERNATIVE ACTION: .None FOLLO~~~ UP ACTION: Depending on Council direction. .ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda and staff contacted representatives form the Foothill Club. ATTACHMENTS: Attachment A -City's Blaney Plaza banner display flyer C~ 2 of 2 C~ SARATOGA CITY COUNCIL MEETING DATE: May 16, 2005 AGENDA ITEM: _ ORIGINATING DEPT:~ity, Manager's Office CITY MANAGER: PREPARED BY: DEPT HEAD: ~~L~ Dave Anderson SUBJECT: West Valley Collection & Recycling (WVC&R) RECOMMENDED ACTION: Accept report and direct staff accordingly. STAFF REPORT: Backeround In 1989 the State of California enacted the California Integrated Waste Management Act of 1989 (AB939). On October 1, 1997, as a result of AB939, the cities of Campbell, Monte Sereno, and Saratoga, and the Town of Los Gatos formed the West Valley Solid Waste Management Authority. Pursuant to Government Code Section 6500 et. Seq. the Authority would manage and oversee the "Franchised Services" originating in those cities. The Board has the power to award an exclusive contract to a qualified company for the "Franchised Services". On July 1, 1997 the Authority entered in a franchise agreement with Green Valley Disposal Company, Inc. for refuse and recycling services. Due to the fact that the agreement expired on February 28, 2007 the Authority went thorough a competitive procurement process in September 2005 to select a new provider. On March 14, 2006 the Authority entered into a Franchise Agreement with West Valley Collection & Recycling, LLC (WVC&R), for the collection of solid waste, recyclable material, green waste, construction and demolition debris, and the transportation of such material to appropriate places of processing, recycling, composting, and /or disposal. This agreement will expire on February 28, 2014. The Authority has the option to extend the agreement until February 28, 2017. Discussion At the May 2, 2007 City Council meeting a Saratoga resident addressed the City Council under Oral Communications. The resident stated that they received their first invoice from WVC&R and were surprised to see a 47% fee increase because they were now designated as "hard to serve". Furthermore the resident pointed out that no billing cycle was listed nor a contact number. Council directed staff to provide a report addressing these issues. Invoice Residents received theirfirst nrvoice from WVC&R the first week in May for their solid waste services begiiming March 1, 2007. WVC&R acknowledged the fact that the invoice failed to note that the billed amount covered services for the months of March, April and May 2007. In response WVC&R placed a message on their website apologizing or inadvertently omitting the information:: Hard to Service Residents who have beenreeently designated as "hard to serve" received a letter (attachment A) within the last week from WVC&R clarifying the reason why their home was now designated as "hard to serve". FISCAL IMPACTS: N/A CONSEQUENCES OFNOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACT1ON: None FOLLOW UP ACTION: ~°~ Depending on Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting ofthe agenda and staff contacted representatives form the Foothill Club. ATTACHMENTS: Attachment A -Leiter from WVC&R to newly designated "Hard to Service" homes Attachment B -Recent article from Saratoga News, May 9, 2007 2 of 2 • May 8, 2007 Re: Hard-To-Serve Designation Dear Customer, As you are aware from the West Valley Collection & Recycling (WVC&R) solid waste bill that you recently received, the garbage service at your residence has been designated as hard-to-serve. We apologize for not notifying you of this classification earlier. We understand that this may be a new designation for your residence which has resulted in an increase to your garbage rate. We would like to clarify why your home was designated as "hard-to-serve." In an effort to improve collection efficiency and maintain competitive rates, the Solid Waste Authority requested that proposers for the new collection contract provide automated collection of all garbage, recycling and green waste carts at the curb. In response to the Authority's request, we proposed to use aregular-sized automated- collection vehicle for standard collection and a small automated-collection vehicle for the hard-to-serve streets. The small, automated vehicle and rear-load vehicles result in lower efficiencies and increased cost, thus the increased fee for "hard-to-serve" areas. Due to its size and the clearance needed to operate the automated arm, the regular-sized vehicle cannot be safely used in certain areas. These hard-to-serve streets, or sections of streets, were determined to be locations where the regular-sized collection vehicle could not operate due to: • Possible damage to over-hangings, including trees and wires • Possible damage to private property, including driveways, hardscape or landscape, in turning the vehicle on streets and cul-de-sacs • Narrow streets, courts, alleys, hillsides and other challenging conditions including private roads Operations supervisors visited service locations to determine hard-to-serve status. This determination was made for your residence. If you any questions or would like to further discuss this please call West Valley Collection & Recycling Customer Service at (408) 283-9250 or email us through our website at westvalleyrecycles.com. Sincerely, West Valley Collection & Recycling, LLC ., 'T'hings are picking up for r~ew garbage company By JASON SwFFNeY Garbage in, garbage out. It hasn't been that sitnple for West Valley Collection and Recycling. The company has been addressing start- up glitches after taking over garbage and recycling services for Los Gatos, Saratoga, Monte Sereno and Campbell on March 1. "W e're getting a fair number of calls, for which we aze making every effort to respond as quickly as we can," West Valley Collec- tiondistrict managerPaulNelsonsaid. "The volume of calls has been high." Officials from the town of Los Gatos and the cities of Saratoga and Monte Sereno confinrred they have also been getting calls from residents with questions and concerns about their new garbage and recycling ser- vice. Green ValleyDisposal had taken out the trash locally since 1918. Thecompany was bought by national giant Waste Manage- ment lnc. in 1999. Last year, Green Valley Disposal lost its contract toWest V alley Col- lection and Recycling. Now local residents aze adapting to a new set of wheeled garbage and recycling carts and to a new trash bill. When West Valley Collection trucks fast hit the streets in March, the company and the four municipalities were'flooded with calls from customers, who reported diffictil- rygetting through on West Valley Collec- tion's customer service line. They voiced confusion over the placement of the new garbage and recycling carts on the street. ;They also wanted to know what they should do with their old carts and bins, and some customers requested new carts after discov- eringthatthe carts they had requested were either too big or too small. Calls regazding those issues have dropped' off since March, Nelson said. But the amval in the mail last week of the first garbage bills from the new company set off anotherround of residents reaching for their telephones. Those first bills did not indicate the time period of the billing cycle. West Valley Col- lection's websiteoffers anapology for omit- tingthe billing cycle period, which covers March, April and May. An automated mes- sage onthe company's customer service line also outlines the billing cycle. Nelson said the next bill, which would be mailed on Aug.l, would indicate the months the bill covers. He said the next bill would also indicate if a customei ischarged ahigh- errate for living in an azea that is designated as "hazd-to-serve." Most residential customers saw modest increases in their new gazbage bill. Howev- er, customers in hard-to-serve areas may have noticed a lazger increase. For example, the regular residential rate fora 35-gallon garbage cart in Los Gatos is .$17.88 per month. But the hard-to-serve rate for a cart the same size is $25.50 per month. "It seems to be a pretty high increase," Los Gatos resident Len Nylander said. He saidhismonthlybillwith Green ValleyDis- posalwas $16.90 per month, but now he is paying $25.50. Nylander's home is on Pine Street, which is a relatively narrow, dead- endstreet. Nylander, who haslived on Pine Streetfor 30 years, said he did not have any problems with the new garbage service other than questioning the jump in the cost. "We weren't hazd to serve before," he said. "It is a narrow streetbut it allows for two-way traf- fic,and big trucks use the street. That classi- ficationsounds like a ginmiick." "We made the hard-to-serve determina- tion byheight restrictions, width restrictions, sometimes weight restrictions, and by the turning radius of the vehicle," West Valley Collection operations manager Todd Han- sonsaid. He said a smaller garbage truck is used inthe haid-to-serve azeas. W est V alley Collection's regular trucks have a 28-cubic-yard capacity, while its trucks that serve hazd-to-serve azeas have a 14-cubic-yard capacity, Nelson explained. "So it's a much smaller vehicle-shorter, lighter, with a much better fuming radius." Nelson said all the roads served by West V alley Collection were driven to determine which required the_ smaller garbage truck. Roads that aze narrow, windy, dead ends or alleys generally received the hard-to-serve classification, hesaid. "As individuals inquire, we are reassess- ingthose streets and why those determina- tionswere made," Nelson said. "With any new service implementation there are going to be glitches," said Scott Hobson, executive director of the West Val- leySolid W aste Management Authority, a joint powers authority comprised of the town of Los Gatos and the cities of Sazato- ga, Monte Sereno and Campbell. Hobson said the glitches would be addressed at the next meeting of the j oint powers authority on May 10. Councilman Steve Glickman represents the town of Los Gatos on the joint powers authorityboazd. "Given the number of peo- ple being served, the number of complaints is relatively small," he said. "Nonetheless, I am concerned, and I will be raising those issues of concern at the next JPA meeting." The West Valley Solid Waste Manage- ment Authority awarded West Valley Col- lection aseven-yeaz garbage contract last year to serve the four communities. West Valley Collection outbid Green Valley Dis- posal, Allied Waste Industries and Norcal Waste Systems Inc. Major selling points for the joint powers authority were West Valley Collection's lower cost due to its automated system for picking up garbage carts, and its "single stream" recycling, which does not require customers to sortrecyclables into sepazate carts. "Under the current system, more recy- clables are being captured," Hanson said. "People aze recycling more." "Our recycling numbers have been very good since beginning the program>" Nelson said'. "That means less gazbage Is going into the landfills." Nelson said this is not his first experience starting up garbage service after takingover an area from another company. "I believe from other start-ups that I have observed, this one is going more smoothly. Because there was a change in rates, we expected a high volume of calls regazdless of the change in service providers. It's a change in the sys- tem. so there has been a learning curve that has been improving." Customers with questions about their garbage and recycling service should call 408.283.9250. _ ~_ __ _ 1~' SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: City PREPARED BY: AGENDA ITEM: G Office CITY MANAGER: ~~~ Dave Anderson DEPT HEAD: SUBJECT: jReview of the City of Saratoga's Tree and Bench Dedication Program RECOMMENDED ACTION: 1. Accept report and direct staff accordingly. 2. Authorize an increase in the cost of the dedication plaque. REPORT SUMMARY: On June 15, 2005 (Attachment A) Council established aTree/Bench Dedication Program in the City of Saratoga. On August 3, 2005 (Attachment B) Council approved the TreeBench Dedication Program (Attachment C). This program has allowed citizens interested in donating a tree or bench to the City in memory of someone or in celebration of a particular event. Currently, the City has had three tree dedications and one bench dedication. At the May 2, 2007 Councilmember King requested that the TreeBench Dedication Program be agendized and reviewed by the Council. City staff is also requesting that the Council approve an increase in the fee for the plaque from $150 to $300. FISCAL IMPACTS: Limited fiscal impact -donor pays for cost of installation, purchase and small maintenance fee. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: If Council chooses not to increase the cost of the plaque the City would have to supplement the fee or discontinue offer the option of purchasing a plaque for the dedicated bench or tree. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Dependentupon direction from CityCouncil. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A - Staff Report June T5, 2005 Attachment B - Staff Report August 3, 2007 Attachment C - Tree/Bench Dedication Guidelines/Application ~~ ,~.~ SARATOGA CITY COUNCIL MEETING DATE: June l5, 2005 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: DEPT HEAD: Cathleen Bover. City Clerk Dave Anderson, Citv Manager SUBJECT: City of Saratoga Tree and Bench Dedication Program RECOMMENDED ACTION: Accept report and direct staff accordingly. REPORT SUMMARY: Throughout the year the City receives many requests from citizens interested in donating a tree or bench to the City in memory of someone or in celebration of a particular event. Currently, the City of Saratoga has no formal policy or guidelines for a memorial program for friends and ,,, relatives who want to provide a remembrance in the form of a bench or a tree. Staff conducted a survey of Bay Area cities and most have some type of memorial program: naming of benches, trees, plaques, etc. Most cities allow benches and/or trees to be placed in city parks, or other city spaces at the discretion of the City Manager or Public Works Director. Most cities select the bench design and the tree species. Also, the cost of the installation and maintenance of the bench or tree are borne by the requestor. In recognition of the contribution some cities provide a plaque while other cities simply send a certificate to the donor, family, or friends. The attached policy is from the City of Capitola which has a successful Memorial Program. The City of Capitola does not guarantee the life of the tree or the life of the bench. For example, when a bench can no longer be repaired the donor is called and given the option of either replacing the bench or the City simply sends them the plaque. The City of Saratoga could implement a similar program. The initial point of contact for the tree/bench dedication program would be the City Clerk's office. The Public Works Director would determine the bench site and bench type, tree species and tree location. The donation fee for each bench and tree would include staff time, purchase, and installation. An estimated cost for a tree is $500 (15 gallon box) and $1,500 for a bench (an additional $150 would be added if the donor wanted a recognition plaque on the bench). • FISCAL IMPACTS: Limited fiscal impact -donor pays for cost of installation, purchase and small maintenance fee. • CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City would not have a Tree and Bench Dedication Program. ALTERNATIVE ACTION: N!A FOLLOW UP ACTION: If Council approves the concept staff would draft a policy and Tree/Bench Dedication Application for Council approval on the Consent Calendar at the next regular scheduled meeting. Staff would proceed to advertise the program in the Saratoga News, Los Gatos Daily News, Saratogan, and on the City's website. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A -City of Capitol Memorial Program Attachment B -Town of Los Gatos Application Form • 2 of 2 SARATOGA CITY COUNCIL MEETING DATE: August 3, 2005 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: DEPT HEAD: Cathleen Bover Citv Clerk Dave Anderson, Citv Manager SUBJECT: City of Saratoga Tree and Bench Dedication Program RECOMMENDED ACTION: Approve the application and guidelines for the Tree/Bench Dedication Program. REPORT SUMMARY: At the June 15, 2005, Council approved establishing aTree/Bench Dedication Program in the City of Saratoga. This program will allow citizens interested in donating a tree or bench to the City in memory of someone or in celebration of a particular event. Currently, the City of Saratoga has no formal policy or guidelines for a memorial program for friends and relatives who want to provide a remembrance in the form of a bench or a tree. Attached is the draft Tree/Bench Dedication Program application and guidelines. Once approved staff will post the application and guidelines on the City's website and advertise the program in the Saratoga News, Los Gatos Daily News, and Saratogan. The initial point of contact for the progrvn would be the City Clerk's office. The Public Works Director would determine the bench site and bench type, tree species and tree location. A list of locations of placement of trees and benches is attached; the Public Works Director would consider other locations such as the Gateway. The donation fee for each bench and tree would include staff time, purchase, and installation. The cost for a tree is $500 (15 gallon box) and $1,500 for a bench (an additional $150 would be added if the donor wanted a recognition plaque on the bench). FISCAL IMPACTS: Limited fiscal impact -donor pays for cost of installation, purchase and small maintenance fee. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City would not have a Tree and Bench Dedication Program. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Post the Policy and Tree/Bench Dedication Application on the City's website and advertise in the various venues. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A -Tree/Bench Dedication Guidelines Attachment B -Application ~~~ r ~- 'ti ~S2. k'~~., .. Y_~ ~:Sr ~' ~:~.y ~~1~ ,4//~.. / V `'~~i rlf ..~ v~ GUIDELINES TREE AND BENCH DEDICATION PROGRAM 1. The point of contact for the tree/bench dedication program is the City Clerk's office at (408) 868-1269 or ctclerk(ci?sarato~a.ca.us. 2. The Public Works Director will determine the bench site and bench type, tree species, and tree location. 3. The donation fee for each bench and tree has been set by the Public Works Director and . approved by the City Council to cover the cost of staff time, purchase, and installation. 4. Appropriate engraving on the plaque will be in the style and size specified by the City. 5. All checks will be made payable to the "City of Saratoga". 6. City staff will perform routine maintenance. Vandalized treefbenches will be repaired at City expense, including the plaque. 7. The City cannot guarantee the future condition of•trees/benches. When a bench can no longer be repaired the donor will be called and given the option to replace the bench. If the bench is not replace the City has the right to remove it and will send the plaque to the donor. 8. The tree or bench is only a marker and is not a place of worship, a cemetery or official gathering place. Flowers and other memorabilia are not permitted and will be removed by maintenance staff. 9. The City Clerk's Office will maintain a record of all donations. ,~ .~.u h- ;,. ~-',:. ~ ~l CITY OF SARATOGA 13777 FRUITVALE AVENUE SARATOGA CA 95070 TREE/BENC>FI DEDICATION PROGRAM D TREE D BENCH O PLAQUE (BENCHES ONLY) APPLICANT: Name: $500 $1500 $150 Address: Phone: (H) Desired Placement of Tree/Bench: (W) Desired Dedication Inscription: (4 lines maximum-for benches only) '. Staff Use Only: Check # Cash Location: Work Order: D Issue Date: D Completed Date: SARATOGA CITY COUNCIL. MEETING DATE: May 16, 2007 AGENDA ITEM: ORIGINATING DEPT: Cit Mana e •' Office CITY MANAGER: Dave Anderso D~ PREPARED BY: \ DEPT HEAD: Barbara Powell, Assistant City Manager SUBJECT: Council member Sponsored Community Events. RECOMMENDED ACTION: Review report and direct staff accordingly. REPORT SUMMARY: Background At its May 2, 2007 meeting, as a follow-up to "City Council Items", the Council directed staff to agendize a discussion of community events that are promoted by, and/or affiliated with one or more Council members, and whether this creates an implied City-sponsorship of the events. Depending upon the Council's intention, the term "event" could include a gathering, celebration, official delegation, memorial, arts/cultural production, holiday, installation, dedication, athletic event or other occasion. Discussion In general, the City does not directly stage community events, due to limited staff resources. However, the City supports annual community .events such as Celebrate Saratoga, and the Mustard Walk, through monetary and in-kind contributions and the use of City property. The topic of discussion that arose at the May 2"d Council meeting concerned whether one or more Council members could sanction or endorse a community event as City-sponsored, including requesting the use of City property, staff time, funding and/or other resources. If so: • What constitutes official sanction as a "City-sponsored event", and does the involvement of one or more Council members in a community event create an implied City-sponsorship? • What criteria could be used in order to determine whether an event should be City-sponsored? • What process should be used for officially endorsing/sanctioning an event as City-sponsored? -"1 ~J Sponsorship of events: What constitutes official sanction/City-sponsorship by a Council member of a community event? • .Request for the use of City-owned property • Request for the use of City staff time, funding, equipment, materials and/or supplies; including the City logo, website and/or City publications • Commemoration ofhistoric occasions related to the City • Meetings with official visiting delegations • Direct: invoh~ement of a specified nwnber of Council members in the planning and/or implementation of the event • Invitations distributed to CityCowlcil, City staff, committees, commissions, and/or affiliated community organizations • Others? ~onsorship criteria: What criteria could be used in order to determine whether an event should be City-sponsored? • Fosters a unique sense of place • Builds a sense of communitypride • Enhances quality of life and well-being for conm~unity members • Contributes to local economic vitality • Promotes multi-cultural awareness • Promotes the arts • Upholds stewardship~of limited public resources • Others? Processfor sponsorship: What process should be used in order to officially sanction endorse an event as "City-sponsored"? • Consideration of sponsorship at a regularly scheduled City Council meeting, with a majority of Council members voting affirmatively. • One Council member agreeing to .sponsor an event, together with approval by the Mayor (or Vice Mayor if the Mayor is sponsoring the event). • Application for City sponsorship. by a City resident not serving on the City Council, review by staff based upon predetermined criteria and a report to the City Council with a staff recommendation. Following Council discussion, if directed, staff will prepare draft policies and/or procedures for Council consideration at a follow-up meeting. FISCAL IMPACTS: Fiscal impactsassociated with this item will be determined following Council direction. • CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION (S): N/A ALTERNATIVE ACTION (S): Council may choose not to provide specific direction to staff about this issue. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda according to the Brown Act. ATTACHMENTS: N/A r~ u ., CITY OF SARATOGA COMMUNITY GRANT FUNDING vrgamzanon Board of Supervisors Children's Health Initiative: Healthy Kids Cupertino Community Services KSAR 15 Annual Support Supplemental Operational Support Mustard Walk Annual Operational Support Supplemental Operational Support Saratoga Chamber of Commerce Annual Support Banner Hanging Fee Celebrate Saratoga Teen Scene Celebrate Saratoga Fun Zone Celebrate Saratoga 6arricudes IT upgrades Memberships Office/Meeting Space Website Enhancements Saratoga Foothill Club Historical Fdn Saratoga Historical Museum ~V~~ United Way ~ ~ Q lJ Walden West West Valley Light Opera Association Wildlife Center of Silicon Valley Total of Community Grants/Requests FY 2006/07 Annual Funding FY 2006/07 One-Time Funding 25,000 25,000 2,000 18,000 12,500 10,503 600 7,527 4,900 5,000 4,000 4,500 59,503 125,027 FY 2007/08 FY 2007/08 Annual One-Time Funding Requests 320 5,448 37,393 25,000 25,000 2,000 21,000 21,000 11,000 600 10,000 4,900 5,000 3,000 3,750 10,250 2,000 29,402 73,200 5,000 Y~ ~ 15,000 Unstated l~ Unstated 4, 12 8,000 $ 78,712 $ 243,763 I 0 .52 rJ ~C3 (~ i0 ~ O O r- r ~ r ~ C m. 67 C `o~ N ~ ~ ~ M ~ ~ ~ ~ 1 _ .~- Cv o N M ; h C U' O V z .. A O LZ' ~i Q Q~ ~~ ~, O F. ~' z F= U ~ 0 U d o 0 0 0 0 0 0 0 0 0 0 - y N O O O O O O O O O N G ~ ~ M O O O O O ' ' ' ' O O O O r~ ,-. N ~ ~ O O O M r~1 v~ 7 r r:.:a. O ~ 69 y O O O O O O O O O O O y N ~ O O O O O O O O O y r~ iD O O O O' ' O ' O O O ' O ~ (+1 V'i O o0 O '/1 'n 'n Ch vi ,~. ~ ~. N ~ V C d L U 69 y O O O O O O O O O O O ~ N O O O O O O O O oo O m r~ 'n O O O O ' ' ' ' O O 'n ~ O _ ; N N ~ ; ~ ~ ' ' ~ ~ 69 d o 0 00 0 0 0 0 0 0 0 o co ~ N o ~ 0 0 0 0 0 0 0 0 ~ ~ ~ m M O V O Vl O O ' ' ' ' O N O O ~ Ca [r ~ -- 'n M vl N N N oo M r~ 'n ^ ~ _ ~ ~ uc G x p o „ o O o 0 0 o O ~, o 0 o O o 0 o ~ m o o 0 0" g o o o C a~ V vi ^ O O vi vi Q v ~ N N ~ _ `' o a _ 8 A O O oo M O O O b O O N O O O M W. O ~ N O ~ a\ O O O O O O M N O O l~ N O O O 7 O N O O O O ~ l~ F ~ y d M O ~ 7 N M O ~1 M O N O~ W ~ M N N ~ ~ ^ ~ LLB d i N .~ C ~ f a ° `~ ~,~ S a \ ' x .~ \~ %~' ~ ~ ~, p -~ _ y ~ ~ ~ a " ue 4 4 i~ o a ~i a~i a~ v. s y = ~ i h ~ ~ O R _ R ~ > i a °ry c E v' , o e ~ c R ~ a +~ a w U ~ C ~ '~ CJ h _ C h = CC s R O~ a~ ~ v] U u t c d ~' R ~ t _ a a ~ a ~fi " C Q te c a u a i k 1, ~ e N 4 z S 5 .Q. s~ ~ ~ s ° = a+ N . a c E i+ Vl O ti O _ ~ ~ O. U ~~~ ~ S ~ U R ~ V1 C ~ C ' ~ .~. ~ ti y Q d a R a 'U \ ~ bD -D ~ .p h R bA R bD C U V fo ~:. L ~ ~ U ~ ~ U e°+ ~ ~ ~ .a y a°i ~ ' ~ O ~° s e a ~ ~ 'n Q ~ i U ~ ~ ~ ~ ~ o ~ R R o R ~ ~ o R v i a R R ~ 3 3 o O m U U U Y v1 ~ rn v1 F SARATOGA CITY COUNCIL MEETING DATE: May 16, 2007 ORIGINATING DEPT: City Manager AGENDA ITEM: ~D CITY MANAGER: ~~L%~-'~--~ Dave Anderson PREPARED BY: 11NO C. ~F3oyer & M. Furey DEPT HEAD: IJI~i ~~M/1 Mary Furey SUBJECT: Community Grant: One-Time Allocation and FY 2007/08 Funding RECOMMENDED ACTION: Accept report and provide direction to staff regarding allocation of $75,000 one-time undesignated grant funds and FY 2007/08 grant allocations. REPORT SUMMARY: One-Time GrantAllocatiou FuudinQ At the March 2, 2007 City Council retreat, Council reviewed the FY 2006/07 projected year-end financial status and discussed how to appropriate the City's $1.8 million of Undesignated Fund Balance. A consensus was reached by the City Council including an allocation of $75,000 for one-time funding of community grants. Council directed staff to bring back requests for the one-time grant funding. Staff received eight (8) requests from outside groups requesting one-time funds, summarized as follows: Board of Supervisors County of Santa Clara $ 320 Cupertino Community Services, Inc ~ $ 37,393 KSAR 15 ~ $ 25,000 Saratoga Area Sr. Coordinating Council (SASCC)~ $ 21,000 Saratoga Chamber of Commerce ~ $ 29,000 Saratoga Foothill Club Historic Foundation $ 29,402 Saratoga Historical Museum ~ $ 73,200 Wildlife Center of Silicon Valley $ 8,000 Total Requests $223,315 Spay/Neuter Program Mobile Food Van Supplemental Operational Support Services & Supplies Celebrate Event & Operation Upgrades Media Screen/Equip & HVAC system Furniture, Equipment & Operation Support Raptor Project • The Board of Supervisors is requesting the City of Saratoga reimburse the County for the supplemental costs of providing low-cost spay/neuter services to Saratoga residents from the County's program. • Cupertino Community Services (CCS) is requesting one-time funds for the purchase of a Mobile Food Van. The van will allow CCS to pick up additional food supplies, and provide a weekly food distribution site in Saratoga to benefit the City's low-income residents. • KSAR 15 is requesting an additional $25,000 of supplemental operational funds for FY 2007/08 in addition to their ongoing service grant of $25,000, in order to continue its operations at the same levels. This one-time funding request will provide KSAR with supplemental operation funding until they begin to receive the PEG fees under the new cable contract to begin in September 2008. • SASCC is requesting $21,000 of one-time funding support (in addition to the $21,000 for basic operation support) for program services and supplies, such as supplemented services for blood pressure checks, podiatric services, vision screening, hearing tests, lunch programs, flu-shots, and others. • Saratoga Chamber of Commerce is requesting funding for additional office space, a web site upgrade, IT equipment and system upgrades, Teen Scene sponsorships for Celebrate 2007, and funding to subsidize new Chamber memberships. • The Saratoga Foothill Club Historic Foundation is requesting one-time funds to replace the building's HVAC system and install an audio visual media screen and equipment to increase the usefulness of the building as a venue for community events. • Saratoga Historical Museum submitted a prioritized list of needs, which includes various brochures, a large screen video system, archive/collection materials, bookcases, lighting improvements, and display cabinets for the museum. • The Wildlife Center of Silicon Valley requests one-time funds to help support the cost for raptor flight cages. Each of the organizations submitted a request letter with more detailed explanations. These letters are attached for your review (Attachments A - H). FY 2007/08 Grant Funding In addition to the above one-time grant requests, staff would like direction on grant funding for the FY 2007/08 budget. The City Council has established annual funding for several non-profit service groups in past years. These requests are listed below as ongoing annual requests: Ongoing Azzzzual Requests: KSAR 15 $ 25,000 Annual service support Saratoga Area Sr. Coordinating Council (SASCC) $ 21,000 Annual service support Saratoga Chamber of Commerce $ 11,000 Annual service support Saratoga C of C -Celebrate Saratoga Barricades $ 5,000 Annual event Saratoga C of C -Celebrate Saratoga Fun Zone $ 4,900 Annual event Wildlife Center of Silicon Valley $ 4,212 Annual service support Mustard Walk $ 2,000 Annual event New Anzzual Requests: ~ United Way 211 Program ~ $ 5,000 Annual service support West Valley Light Opera Association Unstated Total Ongoing Annual Requests $ 78,112 • The KSAR grant supports taping and broadcasting services for the City Council and Planning Commission meetings. The FY 2007/08 request amount is the same as the previous year. • The SASCC annual support request provides for basic operating costs for the senior center. This request increased from the prior year by $3,000. • The Saratoga Chamber of Commerce annual grant is an ongoing support agreement for the organization's operations. The FY 2007/08 request grew by an annual CPI increase per the organization's standard contract. • The Chamber also requests the City to provide funding for the Celebrate Saratoga Fun Zone and to provide barricades for the event each year. • The Wildlife Center grant provides wildlife services for the community. The FY 2007/08 request is $212 higher than the prior year, an increase which will bring the City back up to the 2004 funding level, and put the City on par with neighboring city contributions. • The Mustard Walk is a Heritage Preservation Commission event the City sponsors in conjunction with other community groups. The request amount is the same as last year; however the full $2,000 was not used, and the $582 excess was returned to the City. 2 The Wildlife Center provided a separate request for the ongoing annual grant request, which is attached as Attachments I. Staff also received two new requests for ongoing support, as summarized below: • The United Way 211 program request is for annual support of a health and human service information and referral service. • The West Valley Light Opera Association would like the City to reduce the ticket surcharge from $2.00 per ticket to $1.00 per ticket. The United Way and West Valley Light Opera Association's requests are attached to this report as Attachments J and K. Direction Staff requests Council direction for both the $75,000 of one-time grant allocation funding, and for FY 2007/08 on-going community grant funding. A summary matrix is provided as Attachment A. FISCAL IMPACTS: Dependent upon direction from City Council. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION Funds will default to the General Fund undesignated fund balance. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Dependent upon direction from City Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A -Summary Matrix of requests Attachments B - L -Letters of Request for One-Time and Ongoing Funding 3 Attachment A CITY OF SARATOGA COMMUNITY GRANT FUNDING FY 2006/07 FY 2006/07 FY 2007/08 FY 2007/08 Annual One-Time Annual One-Time Organization Funding Funding Funding Requests SCC Board of Supervisors 320 Cupertino Community Services 37,393 KSAR 15 Annual Support 25,000 25,000 Supplemental Operational Support 25,000 25,000 Video to DVD Conversion 19,400 Video Taping SOth Anniversary 5,000 Mustard Walk 2,000 2,000 SASCC Annual Operational Support 18,000 21,000 Supplemental Operational Support 12,500 21,000 Adult Center Furniusre 30,700 Sr. Center Computer Lab Upgrade 5,400 Saratoga Chamber of Commerce Annual Support 10,503 11,000 Banner Hanging Fee 600 600 Celebrate Saratoga Teen Scene 7,527 10,000 Celebrate Saratoga Fun Zone 4,900 4,900 Celebrate Saratoga Barricades 5,000 5,000 City Maps 4,500 lT upgrades 3,000 Memberships 3,750 Office/Meeting Space 10,250 Website Enhancements 2,000 Saratoga Foothill Club Historical Fdn 29,402 Saratoga Historical Museum 73,200 United Way 5,000 West Valley Light Opera Association - Wildlife Center of Silicon Valley 4,000 4,500 4,212 8,000 Total of Community Grants/Requests 59,503 125,027 78,712 223,315 4 _r i;rR~ ~; C~J r.'3 a r ~~ _ : ti +~~`w I-9 CL~F„~ BOARD OF SUPERVISORS COUNTY OF SANTA CLARA C O U N T V GOVERN M ENT CENTER E A S T W I N G 70 WEST HEDDING STREET, SAN JOSE, CA 951 10 / 1408) 299-5001 FA% LINE (4081 296-9460 TDD LINE 1408) 993-8272 Internet Address: http:/lwwwsccgov.org 'ti °,=~~® May 3, 2007 Honorable Mayor and City Council Members Clt}' Of CwrgtOga 13777 Fruitvale Avenue Saratoga, CA 95070 Re: County Spay/Neuter Program Honorable Mayor and City Council Members: '~«, MAY - :.a -Y 9 200j MEMBERS OF THE BOARD DONALD F. GAGE BLANCA ALVARADO PETE MCHUGH KEN YEAGER LIZ KNISS PHYLLIS A. PEREZ CLERK/BOARD OF SUPERVISORS TELEPHONE (408)299-5001 As Chair and Vice-Chair of the Housing, Land Use, Environment, and Transportation Committee, we request your assistance in allocating city funds to supplement County resources to continue the availability of low-cost spay/neuter program services to residents of your city that utilize the program. According to our records during the period July 1, 2006 through December 31, 2006, residents from the City of Saratoga brought 7 animals to the County spay/neuter program at a cost of $320. Your reimbursement of this cost as the funding contribution from the City of Saratoga would be greatly appreciated. "The County is currently allocating $111,000 in general funding to the FY 2007 program, and needs assistance from each city to continue to make low cost spay/neuter services available to their residents in the future. Future reimbursement from the City for its share of the program will help in this effort. The Board of Supervisors recently discussed the spay/neuter program, and agreed that regardless of whether or not your city chooses to contribute to the program, residents of the entire county will continue to have access to services. However, residents of cities that opt not to contribute to funding to the program at a level equal to the utilization of program services by their residents, will be required to pay a higher price for services and will be limited to a smaller number of days in a given month on which they may be able to schedule an appointment. So it is to your advantage to financially participate now, and in the future. Tha 'u for/Jyo' consid tion. L~In~E~.~~ .~ ,: Donald F: Gage. Board of Supervisors, District 1 Santa Clara County C~ V Pete McHugh Board of Supervisors, District 3 Santa Clara County ' ~ CUPERTINO COMMUNITY SERVICES, INC. ~i,~y o : , 2pp~ May 7, 2007 Honorable Mayor and Members of the City Council City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 To the Honorable Mayor and Members of the City Council, Saratoga, California, Cupertino Community Services (CCS) appreciates this opportunity to submit a request for one-time funds of $37,392.97 for the Mobile Food Van project. The Mobile Food Van will support a food pantry expansion to benefit low-income residents in the City of Saratoga. This will enable residents increased access to fresh fruits, vegetables, eggs, bread, meat, ethnic food items and holiday food basket distributions. Beyond the first year of the program, the Mobile Food Van will provide on-going services to the residents of Saratoga and the west valley community. In FY 2005-06, CCS served 93 Saratoga households (252 individuals). This is a 31% increase over the previous year. 580 visits to the food pantry totaled to more than 14,500 pounds of distributed food. Based on previous CCS' file data and service trends, it is predicted that these households, and new ones, will continue to be in need of food. To accommodate the growth in program use, infrastructure needs to be in place, i.e. additional transportation capacity. The Mobile Food Van will allow CCS to pick up additional food supplies and provide them to residents. If this project is funded, CCS will partner with afaith-based community facility or other organization to operate this weekly program of food distribution. This new site in Saratoga will enable residents spend less time and gas in order to receive weekly food. The site will be in an inconspicuous location, both respectful to clients and the surrounding community. Serving the Communities of Cupertino, West Jan Jose, Los Gatos, Saratoga and Monte Sereno 10104 Vista Drive, Cupertino, California 95014 •408-755-8033 • Fax 408-366-6090 • www.CupertinoCommunityServices.org CCS has secured the services of a local truck repair business that will provide maintenance at a significantly reduced price. Sustaining funds, such as miscellaneous repairs and staffing, will be provided by CCS. CCS will also be seeking the support of local civic and community based organizations for the continued maintenance of the vehicle. The total cost fora 14-foot Isuzu Box Van, including all taxes and fees is $37,392.97, which is the amount of our request. A picture and cost breakdown is enclosed. CCS is excited to have this partnership with the City of Saratoga, which continues to promote our motto of "People Helping People." I look forward to answering any questions that you may have. Thank you in advance for your consideration. Sincerely, C_~~r~ Naomi Nakano-Matsumoto, LCSW Executive Director Eood Pantry Program Expansion 14' Box Van Impacting more than 250 Saratoga Residents During the first year This will allow CCS to provide improved food services to Saratoga residents. 2007 Isuzu 14' Box Van Base Price $28,878 Lift gate $5,000 Documentation Fees $55 Tax $2,799.47 License Fee $575 Tire Tax $10.50 Total $37,392.97 ~SA Saratoga Community Television . March 13; 2007 Mayor Aileen Kao City of Saratoga 13777 Fruitvale Avenue Saratoga; CA 95070-5151 Subject: Request For Operating .Funds Dear Mayor Kao: ~EC~~~~~ VNAR 1 9 2007 CITY OF SgIZATOG,4 C' C' ,' ('du~~ KSAR15 would like to thank our City Council for its decision to provide $25,000 in operating-expense funds to KSAR15 at midyear. VNe are requesting $25,000 in funding. to. supplement operating expenses for FY 2007-08 as well.. These:. combined funds will provide us with a financial bridge to Fiscal Year 08/09 and enable us to successfully, continue operations. After September 2008, the local franchise agreement with Comcast will end and they will be subject to the new Sta#e Video Franchise Agreement. Included in the legislation authorizing State Video Franchises is a new dedicated PEG fee to support public access television stations such as KSAR. As of September 2008, with the new stream of revenue generated from the PEG fees from Comcast and AT&T plus the fee for service agreement with the Gity of Saratoga, KSAR will attain a base-level of,funding that will insure its continwed operation. KSAR values its relationship with our city and looks forward to continuing its contributions to our community. Sincerely, ~UTaC Tom Stoiber Chairman KSAR- Saratoga Community Access Cable. Television. Foundation. 408-867-7274 tom@ksarl5.org copy: Dave Anderson KSAR 15 Saratoga Community Television wnnn c_..:..._i_ w.._....._ c___...__ i-n ncn~n ~ eno ~~ ~ ~~ no c,., eno oc~ n~n~ .....,,., i.--..i r ,,.,, SASCC P.0. Box 3033 SARATOGA,CA 95070 (408) 868-1257 ~,~i~~C~ ~QGJ April 24, 2007 Dlayor r~ileen hao City of Saratoga 13777 Ftuitcrale Ae=e. Saratoga, CA 95070 Subject: Outside Agency Funding Request Dear Mayor hao & City Council Members: The Saratoga Area Senior Coordinating Council (SASCC) is eery appreciatiee of the X15,000 support provided last yeu to us and the seniors of Saratoga by the Cita. This year, we are requesting X21,000 in funding to support our basic operating elpenses for FY 07-05. These funds, a=hick include a small iilerease to cover cost of living increases, will enable us to continue operating our center. SASCC has provided many public services to the residents of Saratoga. These programs, including Blood Pressure Checks, Podiatric Services, Taa .Assistance, Vision Screetung, Hearing Tests, Nutritious Lunch Programs, Fifty-Five Alive Driving Program, Flu Shots, and others, are not full cost recovery. If we charged the full amount, many residents would not be able to afford them. We would like to continue these ~=ery valuable services but need temporary support to do so. We also need a new copy machine, toner & ink supplies, and a new fay machine. We are asking for one-time funding in the amount of X21,000 to cover these services and supplies. ~y1c hope the Council will see the benefit of continued support to SASCC during tlus difficult time of transition. We value our relationship with the City and are appreciatiae of the in-kind services and staff support that the City has provided to us as we search for a new Ltecutive Director. We look forward to continuing to contribute to our cormnuuity. Sincerel ; him Saxton-Heinrichs Interim Fsecutive Director of Saratoga Area Senior Coordinating Council ~~`~ ~ Doris Volz President of Saratoga Area Senior Coordinating Council CC: Dave Anderson Caring for and serving the needs of Saratoga Area Seniors SARATOGA CHAMBER OF COMMERCE 14485 Big Basin Way May 11, 2007 Honorable Saratoga Mayor and City Council Members Thank you for considering our request of one-time funds. We appreciate the spirit of common mission and cooperation that we share with the Council. Our request is detailed on the following pages, and summarized in the table below in the order of priority. Each of our five items has advantages to the city, citizens or visitors to our community, and was designed to enhance the economic development, image, safety and vitality of our beautiful city. (It's unfortunate that the project numbers were assigned prior to the prioritization. Sorry.) Priorit Pro'ect Cost 1 Pro'ect 1-Add Conference S ace $10,250 2 Pro'ect 2-Web Site U rades 2,000 3 Pro~ect 4 -Teen Scene S onsorshi for Celebrate 2007 1.0,000 4 Pro'ect 3 - U rode of IT Infrastructure in Chamber Office 3,000 5 Pro~ect 5 -Partial Matchin of New Membershi Enrollment Fees 3,750 Total Re uest $29,000 Please feel free to contact me with any questions you may have. We look forward to the Council meeting on May 16`x, and a continuing close relationship with the city. Thank you very much, Chris Oakes Acting Executive Director, and President Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Saratoga, CA 95070 SARATOGA 408 867-0753 Fax 867-5213 http://www.saratogachamber.org CRAM HP.N OF [YIMMF.NCF. Page 1 of 14 Project 1 -Add Conference Space A wonderful opportunity has presented itself to acquire an additional 3110 square feet of conference office space in our existing building which would enable the Saratoga Chamber of Commerce to more effectively fulfill our mission of enhancing our business community. Benefit to the City of Saratoga Allows members and non-members to use abusiness-friendly conference area. The room could be rented out to local businesses for a fee, and to local civic organizations and non- profits at a very nominal cost, and fosters more interaction between the Chamber and community groups. Benefit to the Members and Citizens Scheduling additional meetings in the Village would result in additional foot traffic, increased restaurant, catering and retail business, and more exposure of the village area of the city. Description The space that is available is a large room on the second floor of the Chamber of Commerce building, behind the USA Nails space. It can be accessed from the outside of the building by stairs, and from the inside common hallway on the second floor. This request is for funding of 1 year's rent of the space, upgrading the space for meetings, features to include conference calling, Internet access, white board, LCD projector and other amenities to support business meetings. Cost The total hard cost of the project is estimated to be $10,250. Detailed cost schedule is attached as Exhibit A. Other soft costs are involved, but not easy to estimate, such as increased utility expense and increased network traffic and bandwidth use. The Chamber cannot quantify these at this time, and will fund them from other sources. Project 2 -Web Site Upgrades Benefit to the City of Saratoga The Chamber of Commerce website is the portal for citizens and visitors, leading guests to City of Saratoga and member websites. The traffic on the website is reported to the City quarterly, please see attached most recent report, Exhibit B. As you see in the report, there are many visits originating on our website that feed visitors to pages for City of Saratoga Information, the Historic Walking Tour, as well as schools, lodging, dining, parks and community calendar. A redesign of current website is planned to increase traffic, enhance the user experience, and raise awareness of our city and businesses. As the only organization providing a Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 2 of 14 "Visitors Bureau'' function for the city, it is essential to have a more modern web presence, providing more friendliness and value for citizens and visitors. Benefit to the Members and Citizens Improves the user experience for our members and their clients, and visitors to the area. Makes the web-site maintenance more efficient and accurate. Description The design of current website, although well-trafficked, is inefficient, and its design is less than user-friendly. In addition, there are broken links, obsolete pages, and maintenance of the website is time consuming, and error-prone. By upgrading the website we will be able to better highlight community events, city advantages, and put control of our members' data in their own hands. Cost The total cost of the project is estimated to be $2,000. Detailed scope and cost schedule is included as Exhibit C. Project 4 -Teen Scene Sponsorship for Celebrate 2007 For eighteen years, (this year will be the nineteenth) the Chamber has hosted a Street Dance in Saratoga, Celebrate) Saratoga. In response to concerns about the safety of our children and teens, in 2006 we initiated a Drug and Alcohol Free Zone for the teens, with age appropriate music and attractions. This resulted in a very successful attendance, and positive feedback from the City of Saratoga, see Exhibit D. Benefit to the City of Saratoga This project will result in a safe and fun area for teenagers attending the Celebrate. Last year's Teen Scene was a great Benefit to the Members and Citizens Provides a more enjoyable experience for the adults attending the event, and an attractive non-alcoholic environment for the teenage population. Description Sponsorship of the Teen Scene by the city. The Teen Scene is anon-alcoholic area, providing energetic atmosphere and multiple, teen-oriented bands. Cost The total sponsorship cost is $10,000. Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 3 of 14 Project 3 -Upgrade of IT Infrastructure in Chamber Office Benefit to the City of Saratoga This project will result in more responsiveness to phone calls and walk-in queries by the Chamber staff. Benefit to the Members and Citizens Provides efficiencies in staff productivity, the ability to get more done with the limited resources we have. Description Increase drive capacity and memory in relatively current machines, Move programs and software into new drives, provide LAN upgrades to include wireless secured access. Cost The total cost of the project is estimated Co be $3,000. Detailed cost schedule is attached. Project 5 -Partial Matching of New Membership Enrollment Fees A vital Chamber increases the vitality of the community in many ways. In order to achieve the level of service to the community, city and businesses that we aspire to, we need a larger membership base. Our goal for membership is to have 350 members by December 2007 and 450 by December 2008. One characteristic of a vital Chamber is the vigorous interaction with community organizations, and involvement in local groups and causes. Our current membership level is about 275 members. Many of them are long-time members who have served on the board and other committees for years, and have reached their limit on the time they are willing to give to the Chamber. It is critical that we increase our membership levels, and bring in new members with energy, i-resh ideas and a willingness to contribute. With a larger membership and more board members, we would be better represented at Council meetings, planning meetings, the SVDC, CERT and more. However, at our current levels, we don't have the critical mass to do so. Benefit to the City of Saratoga This project is designed to increase membership in the Chamber. A vital Chamber increases the vitality of the community. In addition, when the Chamber is functioning at an optimal level, it has strong links to community organizations, and a strong volunteer force. A Chamber collaborating with community groups and the city administration actually can ease the burden of work for the city, but coordinating planning activities, and providing a point of leadership. Benefit to the Members and Citizens More members results in a better service level for the members, civic organizations and citizens. Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 4 of 14 Description The chamber is committed to increasing our membership levels. We have contracted with a new supplier to produce our directories for the next two years, and as a part of that project, we are offering a first year discounted membership price. The minimum basic membership cost is normally $230 per year, plus aset-up fee of $35. The cost increases with the size of the company, as measured by number of employees. At an average membership fee of estimated $325, and the initial $175 price, we estimate the average shortfall will be $150. We are expecting 50 new members on this program. We are requesting the city fund 50°Io of the shortfall, about $75 per member, and we would match the remainder through new program revenue. Cost The total estimated costs are $3,750. Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga May 2007 Page 5 of 14 Exhibit A Add Conference Space Cost Details Project 1 -Add Conference Space Cost Details Item Item Qty Cost Extended Cost Rent per month 12 300 $3,600 Conference Phone -Polyphone 1 499 499 Telephone jack installation 1 141 141 10' Oval Table 1 1651 1.,651 Heavy Duty Round Back Chairs 16 89 1,424 Best Rite Projection Plus Board 1 480 480 LCD Projector 1 999 999 Fabric Padded Folding 12 25 300 Rectangle folding activity table 2 145 290 Coffee pot 45-cup 1 60 60 Copier 1 700 700 Miscellaneous 106 106 $10,250 Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit A, Add Conference Space Cost Details May 2007 Page 6 of 14 Exhibit B Chamber Quarterly Report to the City ls` Quarter, 2007 S~R.gTOG.4 SARATOGA CLAMBER OF COMMERCE ~.~~~~.~HF~=~~~~~~»~~-~~~~ 14485 Big Basin Way Saratoga, California 95070 Telephone: (408) 867-0753 Fax: (408) 867-5213 www.saratogachamber.org - e-mail: info@saratogachamber.org Apri13, 2007 Saratoga Chamber of Commerce Quarterly Report January 1 through March_31, 2007 Tourism & Information: The Saratoga Chamber of Commerce continues to be the primary source of visitor and tourist information, as well as a resource for new community members. Requests for information come to us in various ways: walk-in traffic, telephone calls, and some email requests. • The Chamber receives many telephone calls requesting information about city services from the City of Saratoga. New residents, as well as visitors to the area, request contact information for various City departments including Recreation and Community Development. This has been especially true since the change in waste / recycling contracts. We have been receiving approximately 3-4 calls a week since December 31, 2006 regarding this change. • We also receive requests of information from potential businesses inquiring about the foot traffic and retail opportunities within the Village area and other business areas within Saratoga. Prospective business owners stop at the Chamber office to obtain demographic information for Saratoga and the surrounding communities, as well as to determine which City department should be contacted for obtaining permits. • We receive requests for information regarding relocation to the area and we receive many inquiries regarding the school system in the City of Saratoga. • We update and distribute local maps, business and community directories - we suggest restaurants, wineries and we are asked to provide directions throughout the Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit C, Website Upgrade Details May 2007 Page 7 of 14 business day. We also provide in-house publications with information that includes updated local dining and lodging, things to do and special events, along with brochures and flyers that are available in the office for our walk-in traffic. • We receive many telephone calls requesting information regarding parks and recreation, hiking trails, Villa Montalvo and The Mountain Winery (especially prior to the concert series season begins), Hakone Gardens and wine tasting in the area. After the release of "Memoirs of a Geisha", we received many phone calls about Hakone Gardens; the movie included about two weeks of filming at the gardens. • We also provide information to local residents and visitors from other cities about events in the greater Saratoga area and lodging information. We continue to offer the City of Saratoga Parks and Recreation Guide and all other city information and materials that are provided to us. Chamber Website: The website serves as a valuable resource for members, visitors and people in general. Frequently, we direct a caller to the website to find the information they need. Our website also allows anyone looking for information regarding Saratoga 24(7 access. Informational guides produced by the Chamber continue to be popular as well. The guides, including information regarding community and Chamber events, are also available to download for printing. The total number of visits our site received, by week, is shown below: Visits s,soa a,zoa 2,$aa 2,4D0 z:oaa ~, ~ 1.saa 1,2aa aoa ~aa a1ro1 a1r1s a1r2s azr12 a2rzs aariz a?rzs rao~ a1ra1,7ao-~ - sv~, a~alrzaa~ r1 auarter s~~j Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 1s` Quarter ReporC to the City May 2007 Page 8 of 14 alia$ x1,72 az,~as azrls arras aarls a~ra2 A summary of activity for the website traffic follows: Summary of Activity for Report Period . Average Number of Visits per Day on Weekdays Average Number of Hits per Day on Weekdays Average Number of Visits per Weekend Average Number of Hits per Weekend Most Active Day of the Week Most Active Date Number of Hits on Most Active Date Least Active Date Number of Hits on Least Active Date Most Active Hour of the Day Least Active Hour of the Day 495 8,017 827 9,404 Tue January 31, 2007 10,224 January O1, 2007 3,1.59 10:00-10:59am 03:00-03:59am On the following page are listed the "Top Visited" pages. The highest number of visits continues to be the "robots" that search engines such as Google, Alta Vista and Ask use to gather information. The Chamber's online business directory is a favorite to visit and obtain useful information. Also found in the "Top Ten" are "Schools in Saratoga" and "City Information for Saratoga" pages. The Chamber's "top visited" pages are detailed below: Tap Rages sD4 500 4DD .~ 300 r zoo 104 4 01141 41115 Dit?9 D2112 42!26 D3r'12 43126 ~7on 0170.1t20DT - Sun 097DiC20D? ~1 Quarter Scaf~) Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 1" Quarter Report to the City May 2007 Page 9 of 14 01x08 D172z 02745 Dz719 43745 03J19 D~'02 - " ~ - % of , ~ ~° " Avg. Time Top Pages ~ ' ~~~ ~ ' ' ~ Pages- ~ ~ ~ ~ ~ i , , , ~~ ~ ' ~., views ~ 3 ~ Total 3 Visits ~ ~ _ Viewed `views-.; . •M:S ~1 http.'% wwwsaratogachaznber.orgrobot5.txt 7,097 12.75% 6,782 01:58 ®2 Welcome to the Saratoga Chamber of Commerce 5,005 8.99% 4,408 01.:01. hltp:/,% wwwsaralogachamber.org/ ~3 Membership Directory, Saratoga Chamber of Commerce 2,201 3.95°l0 1,847 03:22 http:;!www.saratogzichamber.orgichamber/directory.htm ~ Roche Bobois San Jose 1,433 2.57% 1,352 01:56 http;/J wwwsartitogachamber.org/mp/rochebubois.htm 5 Schools in Saratoga, California " 1,214 2.18% 1,127 02:16 saraisehoois.htm hftp:,~,~ ww~~~saratogachamber.ors 6 http:/;~saratogachamber.orgi robots.ixt 1,032 1.85% 1,019 01:46 7 Wineries in and near Saratoga, California 1 058 ' 1.90% 962 02:27 http:;1 ~~w~~~.saratog~chamber.orgr tocia/wineries.htm 8 Golden Bay Federal Credit Union 812 1.45% 770 01:57 http:IJ wwwsaratogachanlber.org/mp%g~oldenba;;~.htm 9 City Information for Saratoga, California 689 1.23% 622 01:12 http:/l www.saratogachamber.org/sar~.i'city-info.htm 10 An Historic Walking Tour in Saratoga, California 649 1.1 6% 599 02:20 http:;'/www.saratot~achamber.orb/toda,%walhing.htru . 11 M. E. Fox & Company 632 1.13% 588 01:58 httpa.% www.saratogachamber.org/mp/rnei'ox.htm 12 Lodging in Saratoga, California 625 1.12% 572 03:28 htt}~:// www.sarato~achamber.org,'todc~~loclgin~~.htm 13 Parks in Saratoga, California 61.8 1.11% 568 01:49 http:,'i www.saratogachar~nber.org~tt>do/parks.htm 14 Saratoga Foothill Club 592 1.06% 555 03:22 http:/i wwwsaratagachamber.or~> mp,loofliill.htrn 15 History of Saratoga, California 562 1.01% 527 01:16 Jtttp:,"r ~~~ti~~w.saratogachamber.orgisaraisaratoga.hl~n 16 Welcome to the Saratoga Chamber of Commerce 571 1.02% 505 01 :17 http!~ saratogachamber.org;' . 17 Chamber Board & Staff, Saratoga Chamber of Commerce 577 1.03% 459 00:49 http:%/ ~~~~~~~~~~.saratogachamber.orgichamber/board.htm 18 Site Map -Saratoga Chamber of Commerce 506 0.90% 452 01:00 }tttp:~'( www.saratogachaml,~er.c>rg,~sitema~.tttm 19 Dining in Saratoga, California 484 0.87% 442 02:06 Saratoga Chamber of Commerce One-time Funds Request, City oP Saratoga Exhibit B, ls` Quarter Report to the City May 2007 Page 10 of 14 http:/; wwtiv.saratogacharnber.or~~todo/dining.htm 20 Community Calendar in Saratoga, California http:/ www.saratogacharnber.org~cal.endarjcommnn-cal.htm Subtot. ,Total F Community & Business Information: ;,N/A~ ~` N/A ~: _ N/A w~' N/A We provide community and business information whenever possible. The community looks to the Chamber to provide valuable resource information including, but not limited to: • City of Saratoga historical information • Economic and demographic data • Emergency services information • Clubs, associations and organizations • Information regarding schools and school districts • Houses of worship Acting Interim Executive Director's Report: The first quarter of 2007 proved to be very busy for the Chamber. We continue to focus on board recruitment, membership and bringing business into the City of Saratoga. It continues to be a time of transition for the Chamber. The Chamber works very closely with SVDC (Saratoga Development Council) with ongoing community events. We held our New Members Breakfast on March 2, 2007. It was wonderful to again thank our newest members for their choice to become members of our Chamber and for their support of our business community. The next New Member Breakfast will be held on June 15`h, 2007. The Chamber also began a new networking and educational outreach series, Lunch & Learn. The series allows networking time, followed by a presentation to provide "mini- workshops" during a time when it might be more convenient to attend (shorter time frame, interesting topics). The Board has postponed the hiring of an Executive Director until early fall this year. Sharmaine Nunes continues on in the role of Office Manager and manages the day-to-day operation of the Chamber office. Gary Zuniga, the Chamber's Executive Assistant, has Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 1~` Quarter Report to the City May 2007 454 0.81% 429 01:19 Page 11 of 14 recently resigned and we hope to fill. the vacancy as soon as possible in order to continue to provide the service expected by our members and the community. The Chamber is also planning to continue to provide Saturday hours to promote Saratoga, and to provide quality service to our members, community and visitors; Saturday hours will begin later this spring and will continue until early fall. Thank you for the opportunity to work closely with the City of Saratoga. I look forward to working with you in 2007. Respectfully submitted, Christine Oakes President, Board of Directors 2007 Acting Interim Executive Director Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit B, 1s` Quarter Report to the City May 2007 Page 12 of 14 Exhibit C Website Upgrade Details Project Details -Web site upgrades Fix the existing website. Convert from Microsoft FrontPage to Dream weaver software. Fix all broken links. Remove obsolete pages. Update any information that is not current. Auto-resize the screen for different monitor resolutions and support all current browsers. Priority: High Time estimate: 2-4 hours Add a Content Management System (CMS), whereby new member signs up on-line and the information is saved in a database. Each member will be able to maintain their own profile using a unique login-in user name and password. Add capability to find a member using search criteria. See htt www.siliconvalleycoachfederatio^.orQ/find a coach.php for an example. Add members from current Access database. Add capability to approve applications. Priority: Medium Tirr-e estimate: 10-15 hours Add Constant Contact so that mini-newsletters and group a-mails can be sent to members. See www.constxntcontact.com. Cost is $15/month with the first two months free. This is a third-party application. Priority: Medium Time estimate: 15 minutes Add Calendar to website. This is a third-party application. Here are some pages with the calendar: http: //www.fortinowi ne ry. com/calendar~php http://www.kath~skakes. com/cal e ndar.ph p http://www.royal-coach.com/calendar ofof to~rs.phn This is a third party program and it Costs $50 one-time fee. It then takes me about an hour to configure the database and look-and-feel, login, password, etc. There is a comprehensive on-line manual. Priority: Medium Time estimate: 1 hour Add capability to pay dues and fees on-line. Send automatic reminders to members to pay their dues. Priority: Medium'I'ime estimate: 1-2 hours Add capability to pay for events on-line. Priority: Medium Time estimate: 1-2 hours Finally, we want better visibility with search engine optimization (SEO). I will put in code and optimize the website for better visibility with the search engines. Priority: Low (at this time}.'l'ime estimate: 1-2 hours Teen Scene at Celebrate 2007 Saratoga Chamber of Commerce One-time Funds Request, City of Saratoga Exhibit C, Website Upgrade Details May 2007 Page 13 of 14 Exhibit D Celebrate! Saratoga Teen Scene 2006 °~ °_ 1 r i7, F"I,TJTT~'~1T,Ii, ~'~'4'{~;4 C11 • ;ir~ts~`1"()(;tl, t;`rLL1Ta'C~]2MA S)f`i(litl f ~(}~) fif:i4.12(}{) Incorlyarated C~crober 22, 19ia~ Ai?yen kac~ '. ~- ~ ~ Kttttzf~rerii<r`rry lJarm,2n f~dne ' NFcfr St(Ptl Ann bVv$brtsmfit~ \ftir 1, ri0"I _ _. Chns~Oakes,LJiieaornfSaratogaChamberoE:Cammerce 1A~385.Big Basin ~iay Saratoga, C,'. 95070 SC$(p:Cl": 'I'EEi*i.SCDN>/ 12EPORT Dear Chtis Oakes, last year, rite Saratoga XoutEi Coznmissian_org$rtszed,nndmnnaged the Tear Seene area at-the Chamuer's annual Ceielrrate J'nrutogu S~trc~et I3aiue event: The Cotnmission was in charge t'rf praviding the entertainznezsE while the Chambei suppliedthesfage,~signs (Alcohol-fiee~Zone)'and af.couc e;,thelocatlon-rhe aacraw street cm r Iighvrap 9 in between StarFaitcks.Cr~fEee & $lanev Plaza. Ttze commission found 5 total, tugh school-aged bands xo perform sets: from fi:DO~ptn. to 9:00 p;m In-between sets, a DJ played music and handed our . giveaways to keep ehe audience's attention. There were ,eight security. guards hued {paid-for by the Chamber) co maintain tha alcohol ban zn ttie teen area and Czi jtreveziC any disrciptive vidicriduals ~xoni staying within the area 'In addition; two.pohce officers were assigned tct the teen area (also paid fgr ,ay the Ghambei}: (7vera1l, tlae event. was a success: The audience enjoyed watcliirtgxheirfrierids and favorite bands pertarnr:outdoors In a large festival-like atmosphere.'1'liere were na fights,ortly a few cans o alcohol weee confiscated, anC. ;the area vas well supervised. The excess trashthat was expecied was nuztimaL I ao r~cv.nmend, ho,ue~~r, chat the=lien S'crrte be expanded to 10:15, p.m. as ninny of the teenagers had nowizere _., _ _ to go;fotlaw7ng the.fmal hand's set and ended-up lingering as the rest of theSlree~,Daxce continued-for.aaother hotu. _~Iso; the ;Iesn Srenr area needs-io be ropecC aff better.to prevent persons consumiitg~alcolial.from be'ing' ". allowedao:walk or cot [lirS3ugh. 'Therc_w=e£e-geveral'tnstances where adults-did not uralk mound-and went through the teen aiea with their alcohol zn hand. r\gain, I was pleased with the ourcozne of` the event and feh dint the addition of haviztg the Fern Scena zttiiuini:ieci the pre4'ious pioblems of. alcohol use among youth. and the foruzatian of large groups of-teens(i.e., lttic{dlnrg-in.the main walkways) that the event was e~periencirtg. Sntcerel}~, ~` r -ldam 1 {enig 12ec reati~n Sulu_rvisa. 8cY4>uth (~,'cammission.Statf Advisor ~ - {^ity. of Saratoga Recreation Department GXi11Ult L, l.Uy Ul JAfAIU~YI ttCGLCQWUII LC~AILII1CllL L.GUGf Ul 1V1 Yly 1, GVV / May 2007 Page 14 of 14 i ~. • rte: ---- ~..~- - ~ _ •s • . jaratoga Poot~i~~ (~~u6 historic Landmark Foundation Zo399 Park Puce, P.Q. gox 2233 jarato~a, CA 95070 May 10, 2007 Mayor Aileen Kao, City of Saratoga Members of the City Council, City of Saratoga Mr. David Anderson, City Manage, City of Saratoga Saratoga Food,ill Club Dear Mayor Kao, Members of the City Council, and Mr. Anderson, I~isa,rir, Land,nark The Saratoga Foothill Club Historic Landmark Foundation presents a request for $29,402 Foundation toward the first phase of a $491,887 multi-year plan to restore the Saratoga Foothill Clubhouse Board of Directors and Grounds to its Julia Morgan design. The Saratoga Foothill Clubhouse is more than 90 Mary Ltten co,,,l,orc, years old and has reached an age where major elements need replacing, upgrading, and Chair restoring in preparation for the next 100 years as a gathering place for the community of blar~enc I)nffi,y Saratoga. Secretary Sas.,n 13randenbnro,, The funds requested will be used to address two areas of high priority: Treasurer 1 Replace Heating System and Install Air Conditioning System $19,374 ll~,,,,y Airf a. The building inspector and licensed HVAC professional recommend nla,yl::,y I3reitenbach replacing the present heating system of undeterminable age, with a I3ob Consi„S system that meets current safety codes and energy requirements. Ga,y rspinosa b. Installing an air conditioning system increases the use of the building tool Jacobs as a venue for community events, especially during warm weather. IIarr~et L„ndquist 2 Install Audio Visual Media Screen and Equipment $10,028 witly5 Peck a. This will Increases the usefulness of the building as a venue for ~"" I'~'"'~5°" community events requiring technology equipment. Snsan Perry b. The screen will Improve sight lines and room capacity by utilizing L`I P°'`"' the current stage for presentation. Cindy Ruby Winifred Simpsu„ This beautiful building, designed in 1914, is recognized by the California and United States Jeunes ~C~oozcl Historical Registries. The City of Saratoga lists the Clubhouse as its Historic Site #1. Since its doors opened, the Clubhouse has served as a venue for important events: many current residents learned to dance, presented piano recitals and plays, and hosted weddings, anniversaries and memorial services at the Foothill Clubhouse. The tradition continues. The Saratoga Foothill Club Historic Landmark Foundation, incorporated in 2004, is a supporting foundation whose mission is to provide resources to preserve maintain and restore the Saratoga Foothill Clubhouse. The Saratoga Foothill Club is a 100-year organization that fosters and encourages intellectual and civic activities within the community By joining with the Saratoga Foothill Club Historic Landmark Foundation to preserve, maintain and restore the Foothill Clubhouse, you will benefit all the citizens of Saratoga by supporting a valued community asset. We welcome any comments, questions or requests for additional information you may have. Thank you for considering our request. Sincerely, Mary Ellen Comport Chair mecomport@comcast.net 354-4316 ~ ~ t!'t }~yt•' • ' r ~I yLtiv p',{4 1'r'~--mac 1 ~~„~ ~ e~~r~t~g~ ~i~toric~l M .~ .~ '.. .Q ,, u~eum~~..~~ cc , C'o~-~--t-~ ~e~Q.~e~O~® APR 1 ~ 2007 CITY 01= SARA"TOGA April 12, 2007 Mayor Aileen Kan, City of Saratoga Members of Saratoga City Council Mr. David Anderson, Saratoga City Manager Dear Mayor Kao, Members of the City Council, and Davc Anderson, t1t our joint meeting held on February 21", we learned of and discussed the possibility of realizing monetary grifting from the City for use in our Saratoga Museum projects. While our needs are extensive, we have contained our prioritized list to the following essentials: F ducation Program Curriculum Brochures -for community schools distribution & enrollment $3,000 Museum brochures & promotional materials -graphics design, layout, printing Walking "Tour brochure -for Schools, SVDC, Public and Chamber of Commerce use Large screen video system -for on-site presentations, including school educational program Materials to upgrade to current standards/best practices for archive/collections care Bookcases fox Resource Center - to contain expanding library of research text materials Museum lighting renovation -replace inefficient installations with energy-efficient lighting Display cabinets for museum -coordinated ADA compliant cabinet system $3,000 $2,500 $2,200 $3,500 $4,000 $5,000 $50,000 All of these items will greatly benefit the citizens, schools and students of Saratoga by way of the Museum. We appreciate your consideration of our appeal, and welcome your questions or request for additional information. Sincerely, Charles J. Schoppe, President Saratoga Historical Foundation CC: 13arUara Powell, Asst City Manager zuasu snlzn~rocn-t.os cn~ros uono snan~roc;n, cn vsu~u PIiONI,i: 4UA-rir,7-4311 I-IpMI-i: 40R-R(,7-922') IiMAII.: CIiUCKaS/1RA•I'OGAI'1ISTOR Y.COM \ti~VA/AA'.tiA RA'POGAI-Ilti'POIi Y.COM April 23, 2007 City Manager Dave Anderson ~"''"~---w,~ City of Saratoga ~~~~g~~~ 13777 Fruitvale Avenue /.APR Saratoga, California 95070 '2 7 ZQ~~ CITY OF Sq,~ A Tp~q Dear City Manager Anderson, Last week I had the opportunity to meet with Assistant Manager Bazbara Powell with an update concerning the wildlife services contracted with the City of Saratoga. This year's funding requests are focused on our great need of a raptor flight cage. Our current cage is limited in size and does not allow us to live-hunt birds of prey before their return to the wild. Thus, many are transferred to facilities outside our valley. This process not only stresses birds but also negates a release that would otherwise happen in our region. Birds of prey such as golden eagles, red-shouldered hawk, red- tailed hawk and great horned owls play an important role in our ecosystem and it greatly benefits our habitat to keep them here. The raptor project is our largest financial undertaking to date. The 150 foot enclosure will cost an estimated $60,000 to build including the added expense of screening and security aspects to keep these birds captive until ready for release. It is our greatest desire to see this project funded by the cities and foundations that encompass our valley. Thus far we've received commitments from the following sources: City of Monte Sereno Paker Foundation City of Campbell Donald B. Tanklage and Carol F. Tanklage Foundation (matching grant) City of Santa Clara Los Lagos Golf Course City of Sunnyvale Additional funding discussions with the cities of Cupertino, San Jose, Milpitas and Los Gatos will take place within the next few weeks.. We hope that the City of Saratoga will be able to participate in this endeavor utilizing the support to outside agencies funds for cone-time allocation of $8000. In [urn we'll make sure all sponsoring parties are duly recognized and involved during the unveiling of the enclosure and subsequent release of our first benefiting captor. We continue to be grateful for your ongoing support and understanding of the value we provide local wildlife and citizens. C/ (/tom(..' Trudi Burney Director, City Relations Cc: City Council members, City Manager Dave Anderson, Assistant City Manager Barbara Powell 3027 Penitencia Creek Road San Jose California 95032 (408)929-WILD www.wcsv.org Bazbara Powell April 18, 2007 City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Dear Barbara, Thank you for taking time to meet with me this week and for the opportunity to share with you the wildlife services we provide. I would also like to express our gratitude to the City of Saratoga along for the financial support the city has given us since 1999. As discussed, I request that we increase our current agreement by $212 for a total of $4212 direct from your office. This coupled with the $2000 which comes from our mutual contract with the city of San Jose equals a grand total value of $6,212. This amount.will bring you up to the 2004 value prior to budget cuts. This will also bring Saratoga up to par with neighboring wildlife service agreement values. I've attached a copy of our current tracks for your enjoyment along with a species listing from 2006. I'll keep you posted quarterly on our activities in Sazatoga and will also pursue the great contacts you gave me during our meeting. Thanks again for your consideration. I look forwazd to working with you. Sincerely, . /~.~~,~ Trudi Burney Director, City Relations 3027 PENITENCIA CREEK ROAD SAN JOSE CALIFORNIA 95132 408.929. WILD REC~9~1~E~~ FEB 9 2007 CITY OF SARATOGA ~9 PO BOX 779 LOS GATOS CALIFORNIA 95031 (4081358 1896 February 6, 2007 Mayor Aileen Kao City of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 Subject: County Cash Windfall Ref: Los Gatos News Article, dated February 5, 2007, by Reporter, Kristen Munson Dear Ma r Kao and Council Members, Last year, the City of Saratoga raised the Saratoga Civic Theatre surcharge from $1.00 per ticket sold by the Using Performing Groups to $2.00, effective October, 2006, with the explanation that additional funds were required for maintenance and future improvements to the Council Chambers/Civic Theatre since the budget was not sufficient at that time to cover these projected expenses. Information obtained from the referenced news article indicates that the City of Saratoga has an extra $786,000 that has not yet been allocated. If this is true, we would like to recommend that the City consider reducing the $2.00 surcharge to the original $1.00, utilizing some of these "windfall" funds for the maintenance of the Council Chambers/Civic Theatre. This reduction of the current surcharge would greatly assist our community theater companies in meeting the continual increases in expenses in the presentation of Broadway-type musicals at the Saratoga Civic Center Theatre which many Saratoga residents attend. We would even be grateful if the increase could be deferred for one year. The West Valley Light Opera Association is anon-profit, community theater company with no paid employees, but staffed by many volunteers with the objective to present three family-type Broadway musicals at a reasonable price. We receive our funds from the sale of tickets with discounts provided t9 seniors and children. We also are required to pay royalties to the music publishers, ranging from $8,000 to $11,000 per production which amounts to i5-20% of our projected gross sales. i his means that for every $1.00 per ticket surcharge we pay to the City, we are obliged to pay the publishers an additional 20 cents per ticket. As you can imagine, this drastically reduces any net profit we might receive for we can't recover those funds from our patrons. Thank you for your consideration. Very t~ , Edward Hand, Presiden West Valley Light Opera Association cc: Joan Pisani, Director of City Recreation Department Jay Steele, Chairman, SDG ~l Dave Anderson, City Manager, Saratoga Los Gatos News Page 1 of 2 Servirg the West Vallry LUS GATES NEWS Feb 05; 2007 Local News /Home Page Saturday Fe b 3 Recent Com Region/State News { Sll Sarato a l~ralnStOrI11S COUn~ Ca World News g . 1 comment in Business News windfall Wi-Fi tests set t Sports -Professional "Do I qualify as a Arts & Entertainment City has extra $786,000 to spend on services for connecting uF Columnists By Kristen Munson /STAFF 1 comment in Death Notices Saratoga brains Letters & Opinion After four years of cutbacks and reducing public safety and city services, the Saratoga "The Council she Society City Council has some extra cash - $786,000. the money for an Sports -Local During an all-day retreat Friday, council members discussed using the money to Style reinstate the city's sleeping commissions, fund capital improvement projects already 2 comments in approved by the council or increase staffing for police and city departments. Scott Monte Local Classifieds The $786,000 windfall comes from Tax Equity Allocation funds recovered from Santa "tHE THIEFS AN PAPER SEEMS Clara County last fall. Because Saratoga does not collect a great deal of property taxes INV..." -Roger Daily News Services from residents, it receives matching funds from the county. Announcements Contact Information Council members were cautious about spending the money all at once, hoping to avoid 1 comment in overspending and budget cuts next year. Fight to Trump Jobs at the Daily News "I love the way y~ Staff "I think we're still in the mode of what can't we do, not what can we do," Council Member interesting than t Report delivery problems Kathleen King said. The city's four sleeping commissions -the Parks and Recreation, Library, Arts and Do you have a calendar Finance commissions -have been suspended since May 2005 due to fiscal constraints. item, brief or newstip? Restoring them could cost up to $110,000, officials have said, citing the support staff Please contact us. needed to create agendas and conduct research for meetings. The council has received pressure from residents to reinstate the Parks and Recreation Daily News Publications Commission after voting to develop Kevin Moral Park in the fall. Burlingame Daily News King cautioned against reinstating all of the commissions at once. East Bay Daily News Palo Alto Daily News "Start out slow. Figure out how to do it right," she said, adding that she supports Redwood City Daily News reinstating the Parks and Recreation Commission if it has specific objectives. San Mateo Daily News But Council Member Jill Hunter said the commissions should be brought back in force. -~ "I'm for commissions. I don't care what you call them. They need more direction," she said. "You don't necessarily repeat the way you did it before, you do it better." E-mail Kristen Munson at kmunson@dailynewsgroup.com. Comment on this story Read 1 comment `/~l~ Irl `r ~lllf fl,~l: fll, 1. ••i~ ~ ii,i:`.~ i:7 L~IG ~i)f~l i'~~ I Name Comments http://www.thelgnews.com/article/2007-2-3-02-03-07-sa-commissions 2/5/2007 Board of Directors Board Chair Rick Fezell Ernst 8 Young LLP Vice Chair Dick Levy Varian Medical Systems, Inc. Treasurer Steve M. Smith Wells Fargo Bank Secretary Linda Sullivan NBC11 Becky Baybrook PDF Solutions, Inc. Lisa Buckingham San Jose Mercury News Bob Campbell Senior Housing Solutions Mary Davey Community Volunteer Greg Davidson Gibson. Dunn 8 Crutcher LLP Jonathan Dharmapalan Deloitte Consulting LLP Gary Effren Community Volunteer John Eichhorn PayCycle, Inc. Raquel Gonzalez Bank of America Aulumn Gutierrez Community Volunteer Don Kassing San Jose State University Vern Kelley Intersil Corporation February 27, 2007 Mr. Dave Anderson, City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear M Anderson, PAAR 0 ~ 2007 CITY OF SAtii~i (~GA_ ~ C'. ~Q~a,tcz ice. ` 1 ~. United Way Silicon Valley On February 11, 2007, United Way Silicon Valley launched 2-1-1 Santa Clara County, the 24/7 health and human service Information and Referral service. With the strong support of many community supporters and generous donors we have been able to reach and surpass many of this year's milestones. And we know this is just the beginning. When we spoke with you last year, you expressed interest and asked us to return this year for further discussion. Please accept this letter as our official request to have funding-fo~2:1~1 Santa Clara County in the amount of five thousand dollars ($5,000) considered and included in your 2007/2008 Fiscal Year Budget. A strong partnership with the City of Saratoga is paramount to the sustainability and expansion of the 2-1-1 services for our residents. To recap some of the information highlights on 2-1-1 SCC since January 2006: Luba Kipnis 'ntelcorpora°on 2-1-1 SCC launched an18-month design, design implementation, and Hsing Kung operations plan (Jamlary 2006 -June 2007). Acorn Campus David Lope ^ A contract was executed with Interface Fnmily and Children Services, The National Hispanic University Ventura County for roll-over and after hours call center service. Laura Lundy Washington Mutual Home Loans . We have had a successful Public/Private funding campaign that includes Philip Ma support from local government, community based organizations, private McKinsey & Co. 1~nmpratinnc~ Ir'.dl`.~irl~ral ~pnnrc and C~es;g*:arinng frnrp workplace campaigns John Matheny Microsoft Corporation (launched Feb. 2006). A sustainability Plan was created in June 2006. Kevin O'Connor Solectron Corporation . Our a lication to the California Public Utilities Commission to allow UWSV pp k Ji P ll for use of the 3-digit 2-1-1 dialing code in Santa Clara County was successful m o oc . Pollock Financial Group The award was made in record time and the application was sited as Susan Prescott exceptional (September 2006). Apple Computer, Inc. David Sandal ^ The database provider selected; Refer (September 2006); Technology: servers, Applied Materials redundant off-site location established (October 2006); Landlines switches Anil singe S.E. Laboratories, Inc. were set to allow 2-1-1 dialing (November 2006)• cellular lines have and will , set switches at different dates - Richard Terrell . S.E. Laboratories, Inc. • ~ December 11, 2006 -stealth launch to test systems; January 15, 2007 -Stealth Don wafters Community Volunteer 24/7 operations; February 2006 -Report templates; launched on February 11th. Mark Walker President 8 CEO 1922 The Alameda, San Jose, CA 95126-1430 Main (408) 247-121)0 • Fax (408) 249-4422 • www.uwsv.org As a new endeavor, a number of our outcome assumptions are based on the experience of other 2-1-1 call centers serving comparable populations, i.e. number of calls at launch and increasing going forward. As 2-1-1 SCC's role in the community evolves, different criteria will shape the expanded objectives and measurement and evaluation of outcomes, i.e. ending homeless collaborations. We will focus on measuring 2-1-1 SCC's impact on the targeted and intended audiences, including but not limited to, the following: Individuals, Community Service Providers, Employers, Existing Information and Referral Services, and Funders and Planners. The current comprehensive evaluation plan will utilize software survey tools that will assist in data reporting. Our projections on anticipated client service do not reflect the additional hits through the public website that will be launched in May 2007. The current scope of services focuses on general calls for information and referrals on existing services and programs, with the exception to data being collected on the targeted 0-5 years of age population (specific funded focus). A critical component of 2-1-1 SCC will be its ability to collect data about Santa Clara County resident needs, unmet needs, and gaps in service, particularly as they relate to the health and human service sector. Please let us know what information you will need from us as the 2007/2008 Fiscal Year budget process goes forward. You can reach Amari Romero-Thomas, Sr. VP Community Impact, at (408) 345-4371 or amari.romero-thomas(c~uwsv.or~ for information requests or other questions. I can be reached at (408) 345-4302 or mark.walkertc~i,uwsv.org. If you haven't already taken the opportunity to dial 2-1-1 and speak with one of our Call Specialist, we invite you to do so now, so you can experience it for yourself. Thank you, again, for your support and consideration. Sincerely, Mari~ker President and CEO United Way Silicon Valley 1922 The Alameda San Jose, CA 95126 (408) 34E~-4300 www.uwsv.org www.211 SCC.org Memo To: Mayor and City Council From: Cathleen Boyer, City Clerk Date: May 16, 2007 Re: Item # 6 Community Grant One-Time Allocation and FY 2007/08 Funding Additional requests from outside agencies and revised spreadsheet. CITY OF SARATOGA COMMUNITY GRANT FUNDING Board of Supervisors Children's Health Initiative: Healthy Kids Cupertino Community Services KSAR 15 Annual Support Supplemental Operational Support iMustard Walk Annual Operational Support Supplemental Operational Support Saratoga Chamber of Commerce Annual Support Banner Nanging Fee Celebrate Saratoga Teen Scene Celebrate Saratoga Fun Zone Celebrate Saratoga barricades /T upgrades Memberships O~ce/Meeting Space Website Enhancements Saratoga Foothill Club Historical Fdn Saratoga Historical Museum United Way Walden West West Valley Light Opera Association Wildlife Center of Silicon Valley Total of Community Grants/Requests FY 2006/07 Annual Funding FY 2006/07 One-Time Funding 25,000 25,000 2,000 18,000 12,500 10,503 600 ~.. 7,52.7. 4,900 5,000 4,000 4,500 59,503 125,027 FY 2007/08 Annual Funding FY 2007/08 One-Time Requests 320 5,448 37,393 25,000 25,000 2,000 21,000 2 I ,000 11,000 600 10,000 4,900 5,000 3,000 3,750 10,250 2,000 29,402 73,200 5,000 15,000 Unstated Unstated 4,212 8,000 $ 78,712 $ 243,763 ~~` 1 ~ _. . WALD ii y . Mayor Aileen Kao City of Saratoga 13777 Fruitvale Ave Saratoga, CA 95070 1 ~ LU Dear Mayor Kao and Members of the City Council; May 16, 2007 The Walden West Foundation thanks you for the opportunity to submit a request of funding for $15,000 to purchase and install solar panels at the Walden West Center. Walden West Center is unique to Saratoga as a source of hands-on science instruction for 8,500 children each school year. Each week, 1 Fi5 fifth and sixth graders from throughout Santa Clara County arrive at Walden West for arive-day, four-night program to learn about the natural sciences. In addition, Walden West offers a summer day camp that provides a fun, outdoor, environmentally focused program for children aged five to fourteen. Each summer over 1,500 children, including 300 from Saratoga, enjoy "getting away" from the pressure of the fast pace of Silicon Valley. Here they enjoy a relaxed but fun-filled experience enjoying the great outdoors. Parents can relive their childhood as they share in the BBQ dinner and participate in the crazy campfire program antics that bring back happy memories. Underlying all Walden West programs is a focus on sustainability and resource conservation. Solar panels that heat Walden West's hot water will serve as a teaching tool for students and campers who attend Walden West. This information will be shared with friends and family members when campers return home. Introducing Saratoga residents to solar energy as a form of sustainable energy will help to make community members aware of cleaner, longer lasting energy sources. Budget for Solar Panels and Installation ITEM COST BREAKDOWN Six solar water heating modules $18,000 ($3,000 each) Installation of Solar modules $ 8,150 Total $26,150 $15,000 from the City of Saratoga will serve as matching funds to obtain other grants. Thank you again for your consideration, Anita Parsons Director, Walden West 15555 Sanborn Road, Saratoga, California 95070 . . ,. _ .y . 7~'r+ TCy ~~.~;.~~ TT I~71 OaOx~ 1 O IJ ~;p ~~ l lOl~ \ r ~... (df1Rl RFi7_SQSfI FAX (d(lRl RF 7_QF~F7 Fnr infnnnatinn rnntart anita narcnnc(nlcrrnP nro Page 1 of 2 Cathleen Boyer From: Kathleen King [kk2king@comcast.net] Sent: Monday, May 14, 2007 11:27 AM To: Mary Furey; Cathleen Boyer Subject: Fw: Healthy Kids Funding Request Attachments: Healthy Kids and CHl.pdf Dear Mary and Cathleen, I noticed the Health Foundation got their information out too late to get in the packet. Could you send it out also and maybe have copies for the meeting? Kathleen ----- Original Message ----- From: Melodie Gellman _.. To: Aileen Kao ;Ann Waltonsmith ;Chuck Page ;Jill Hunter ;Kathleen King Cc: Leona Butler Sent: Friday, May 11, 2007 12:51 PM Subject: Healthy Kids Funding Request Dear Mayor Kao and Council: At Santa Clara Family Health Foundation, we believe that health care is a basic human right. Unfortunately, due to the high cost of living and the high cost of health insurance, too many people are uninsured and without access to affordable health care services. To address this problem, we raise funds in support of Santa Clara County's Children's Health Initiative (CHI) and the Healthy Kids program. Healthy Kids, the first program of its kind in the nation, provides affordable and comprehensive rnedical, dental, vision, and mental health insurance to otherwise uninsured, low-income children in our community. Covering kids is a smart idea. For example, we know that: Insured children learn better, miss fewer school days, are less likely to suffer from preventable diseases, and are more likely to receive timely treatment for infectious diseases. Ensuring access to preventive care could save employers billions of dollars by lowering parents' absenteeism and loss of productivity. Nationally, absenteeism costs employers between $2 and $12 billion each year. Providing health coverage to one California child costs approximately $100 a month. By comparison, the average emergency room visit for children is approximately $435. Healthy Kids is currently serving 13,031 children, 16 of whom reside in the city of Saratoga. Healthy Kids premiums for four of these children are paid for by FIRST 5 Santa Clara County. Next week, Ms. Leona M. Butler (Chief Exeuctive Officer of Santa Clara Family Health Plan and a board member of Santa Clara Family Health Foundation) will be attending the City Council meeting to request $5,448.24 ($908.04 per child per year) in funding to provide a year of Healthy Kids coverage to six of the remaining twelve Saratoga residents. This funding from the City of Saratoga would enable us to claim matching funds from the Sobrato Family Foundation to cover six additional children. We are actively working to get similar participation from every city in the county. The attached document provides more detailed information about CHI and Healthy Kids. If you have any questions before the meeting, please don't hesitate to contact me. Thank you for your consideration of of our request. Melodie Gellman Grant Writer Santa Clara Family Health Foundation 210 East Hacienda Avenue Campbell, CA 95008 5/14/2007 Santa Clara Family Health Plan The Spirit of Care Healthy Kids and the Children's Health Initiative: the Santa Clara County Experience 3/22/2007 Santa Clara Family Health Plan 210 East Hacienda Avenue Campbell, CA 95008 ph 408.376.2000 fax 408.376.2191 www.scfhp.com Healthy Kids anal the Children's Health Initiative: the Santa Clara County Experience Summary In the year 2000, when Santa Clara County, home to Silicon Iralley, was riding the crest of the technology boom, a group of labor and faith-based organizations recognized that our most significant social need was uninsured children. 71,000 children in a county of one million residents had no health coverage. The social cost of untreated illnesses, dental and vision problems and lack of preventive care had serious implications for the County. In December 2000, a study by UCLA Center for Health Policy Research resulted in the estimate that there were 71,000 children in Santa County without health insurance. Two- thirds of these children were eligible for existing government funded programs - Medi- cal (California's name for Medicaid) and Healthy Families (California's SCHIP program) -but, for unknown reasons, were not enrolled. Sixteen percent of the uninsured children in the county were ineligible for these government funded programs because their family income was too high, but the parents were still unable to afford private insurance or, in many instances, even the cost of a visit to a doctor. Eighteen percent of the uninsured children were ineligible for government funded programs because of their immigration status Meanwhile, Santa Clara Family Health Plan (SCFHP), a fully licensed HMO created as a stand-alone public agency in Santa Clara County to serve as a managed care option for Medi-Cal members, was acutely aware of the one-third of the uninsured children in the county that our programs could either not ftnd or not enroll. It was at this moment, when a critical mass of public and private leadership in the county had become unified around the problems of uninsured children, that the historic tobacco liability settlements and tobacco fax funds became available to local and state governments across the country. Seizing the momentum, Santa Clara Family Health Plan, working with the labor-based Working Partnerships USA and the faith-based People Working in Community Together (PACT) -developed an insurance plan with all the beneftts of the SCHIP /Healthy Families program but with two differences that would help to bridge the gap for many of the then-uninsured children. T he first was that the eligibility income was raised to 300% of the Federal Poverty Level, and the second was that there was no immigration status requirement. This plan was called Healthy Kids. Thanks to the tobacco tax funds, initial grants for Healthy Kids were secured from the City of San Jose, Santa Clara County and the newly formed FIRST S Santa Clara County Healthy Kids and CHI background 3/22/2007 2 of 10 (established to administer tobacco tax funding to improve the lives of children age 0 -S). In addition, a variety of foundations, hospitals, corporations and individuals contribute funding for Healthy Kids. Healthy Kids was the first health insurance program of its kind in the nation. It created a new horizon for everyone involved in healthcare and established new standards for a community's responsibility for children. Today, it is a model program emulated by more than 23 other counties in the State of California, with five more counties in development. The next step was the formalization o, f'the unique collaborative of county government, health, labor and community-based organizations, as the Children's Health Initiative (CHI). CHI made a commitment to ensure that every child in Santa Clara County had access to quality health care through complete health insurance including medical, dental and vision benefits, regardless of immigration status. CHI instituted an aggressive multicultural grassroots outreach and marketing campaign that resulted in more than 13, 000 children being enrolled in Healthy Kids in the fzrst two- and-a-half years. In addition, this outreach effort helped spur the enrollment of another 50,000 children into the local Medicaid and SCHIP programs, moving the county closer to its goal of seeing 100 percent of its children with health insurance. CHI and Healthy Kids -The Santa Clara County Experience The Healthy Kids program is described in more detail in the following narrative. A package of printed materials and. media coverage about Healthy Kids and CHI is also being forwarded. The Problem in 2000 -And Now Santa Clara County is a community of extremes~xtreme poverty exists side-by-side with extreme wealth. Although the mean annual household income for 2003 was $95,335, the median income was only $76,544, indicating a disproportionate number of lower-income households. The 2003 self-sufficiency standard-based upon the actual costs of food, housing, transportation, health care, and other essentials in our region-is $47,329 annually, nearly two-and-a-half times the poverty threshold. Roughly a quarter of Santa Clara's households (120,815 families) do not earn enough to reach self- sufficiency. In recent years, we have seen a decline in employer-based insurance options in our community. As this decline continues, the lack of health insurance among adults is reaching crisis proportions. As of 2003, 140,000 adults are uninsured, making up 13% of the Santa Clara County population. The majority of uninsured adults earn less than a self- Healthy Kids and CHI background 3/27./2007 3 of 10 sufficiency income, with 108,000 uninsured adults below 300% of the Federal Poverty Level. More than half (57,000) are employed, and the large majority of those (40,000) work for the estimated 28,000 small businesses with fewer than 50 employees. In 2000, UCLA study showed that 71,000 children in low-income families had no health insurance coverage. Two-thirds of these children were eligible for existing government- fundedprograms - Medi-Cal (C'alifornia'n name for Medicaid) and Healthy Families (California's SCHIP program) --but for unknown reasons were not enrolled. Sixteen percent of the uninsured children in the county were ineligible for these government- funded programs because their family income was too high, even though the parents were unable to afford private insurance or, in many instances, even the cost of a visit to a doctor. Eighteen percent of the uninsured children were ineligible for government-funded programs because of their immigration status Barriers to Enrollment Why were kids who were eligible for the government-funded programs not being enrolled? A range of barriers to seeking coverage existed, including lack of awareness of the programs, language barriers, dauntingly complex application paperwork and fears of becoming visible to authorities who might report undocumented individuals. The Price of Uninsured Children The cost to individuals and the county of this large population of children without access to regular healthcare is supported by numerous studies. Uninsured children tend to do poorly in school, over-utilize emergency services, and fall seriously ill with initially minor conditions - and a child with untreated medical problems may also expose other children to risks. These conditions not only interrupt or impair children's academic progress but they place an enormous economic burden on their families. In addition, the uninsured often use the emergency services for conditions that could have been averted if they had access to a "medical home" and for symptoms that could, more appropriately, be treated in a primary care setting. This pattern of utilization is neither cost efficient nor medically prudent. The Goal Santa Clara Family Health Plan's goal -shared by the Children's Health Initiative - is to ensure that 100 percent of county's children have access to the comprehensive medical, dental, vision care and mental health care insurance they need for healthy development. Healthy Kids and CHI background 3/2'2/2007 4 of 10 Building a Solution: The Insurance Program, The Collaborative and Innovative Outreach The Insurance Plan -Healthy Kids Santa Clara Family Health Plan played a key role, along with partners Working Partnerships USA (an organization of the local labor council), and People Acting in Community Together (PACT - a faith-based social justice organization), in developing one of the key elements of the scilution to the uninsured children problem. SCFHP was already one of two health plans in the county administering Medi-Cal, and Healthy Families. The program this coalition developed was Healthy Kids, anon-goven-unent- funded health plan with the same benefit structure as Healthy Families, but with no restrictions regarding immigration status, and an eligibility income level of up to 300 percent of the Federal Poverty Level, compared to 250 percent required by Healthy Families. With the three plans in place, no low-income child in Santa Clara County needed to be uninsured Healthy Kids is funded entirely by tobacco tax money and tobacco settlement funds, private donations and contributions from local governments. Santa Clara Family Health Plan directly contributes $1,000,000 each year from its reserves to support Healthy Kids. These funds go to the Santa Clara Family Health Foundation, a 501(c)3 foundation created by SCFHP to provide health services to the community. Major donors to the Foundation include the California Endowment, David & Lucile Packard Foundation, California Health Care Foundation and Blue Shield Foundation. Healthy Kids premiums, which amount to $1032 per year, are fully applicable to the cost of medical care. Family share of premiums is up to $12 per child (maximum of $36 per family) per month. All administrative expenses for Healthy Kids are borne directly by the plan rather than being included in the member premium cost. For those who have difficulty paying the premium, the Plan provides for premium assistance. Further, in order to establish continuity of care, every child enrolled in Healthy Kids receives a commitment from SCFHP that he/she will be in the program for one full year. This requires that the plan ensure that adequate funds are available over the one-year period to support this commitment. An extensive network of providers has also been put together to serve the Healthy Kids members, as well as Medi-Cal and Healthy Families members. This provider network has remained extraordinarily stable since the beginning of SCFHP's operations in February 1997. These providers strongly believe in the Healthy Kids program and are willing to accept the reimbursements for services for the Plan's insurance programs. Healthy Kids and CHI background 3/x!/2007 5 of 10 The Collaborative: Children's Health Initiative of Santa Clara County The early partnership around development of the Healthy Kids program has expanded, but is still holding strong to the goal: 100 percent of Santa Clara County's children must have access to health insurance. This partnership -which in 2001 became formalized as the working collaborative called the Children's Health Initiative (CHI) -- includes Santa Clara Family.Health Plan, the Santa Clara County Board of Supervisors, Santa Clara Family Health Foundation, the Santa Clara Valley Health and Hospital System, the Santa Clara Social Services Agency, People Acting in Community.Together (PACT), FIRST 5 Santa Clara County (local administrator of tobacco tax funds), Working Partnerships USA and the Health Trust (a working foundation funded through the conversion ofnon-profit hospitals to private status) and other community-based organizations. Santa Clara Family Health Established by the Santa Clara County Board of Supervisors, Plan Santa Clara Family Health Plan is a fully licensed, not-for- profit health plan that began operations in February 1997. SCFHP has always been a freestanding public agency whose primary mission is to ensure access to health care coverage for those unable to afford it. SCFHP currently manages Medi-Cal (Medicaid), Healthy Families (SCHIP), Healthy Kids, and Healthy Generations (Medicare) for eligible members of our community. Working Partnerships USA Working Partnerships USA was formed in 1995 in response (WPUSA) to the widening gap between Silicon Valley's prosperous employers and much of the region's workforce. Today, Working Partnerships USA is a unique collaboration among labor unions, religious groups, educators and other community-based organizations that crafts innovative solutions to the problems of the New Economy. The County ojSanta Clara Santa Clara County has demonstrated its commitment to affordable health care by contributing $3 million annually to the Healthy Kids program. The City ojSan Jose As the largest city in our community, San Jose has contributed $2 million annually to the Healthy Kids program. FIRST S Santa Clara County FIRST 5 provides premium funding for all Healthy Kids members under the age of six. In addition, FIRST 5 ensures that every FIRST 5-funded program screens for and promotes enrollment in the appropriate insurance plan. Santa Clara Valley Health and SCVHHS provides health care services for the vast majority Hospital System (SCVHHS) of our county's uninsured residents. To ensure maximum enrollment in available subsidized insurance plans, SCVHHS routinely screens patients for eligibility and provides Healthy Kids and CHI background 3/22/2007 6 of 10 application and enrollment assistance as needed. Social Services Agency (SSA) SSA works extensively with low-income individuals in our community and, thus, has tremendous potential to reach and provide assistance to the uninsured. Since CHI's inception, SSA has been a key CHI participant and an integral part of CHI's outreach activities. People Acting in Community PACT, an inter-faith social justice organization, is Together (PACT) committed to finding a solution to the lack of affordable health care and was one of CHI's initial organizers. The Silicon Valley Leadership Few business organizations carry the prominence or the Group (SVLG) sway of the SVLG. Carl Guardino, SVLG's President and CEO sits on Santa Clara Family Health Foundation's Board of Directors and actively promotes CHI's mission to SVLG's 200 member companies. This high profile coalition of community organizations, public health entities and child focused agencies enables Healthy Kids to engender community support, gain access to available funding, enhance outreach to target communities and build working relationships with key health care providers. Innovative Outreach Once the Healthy Kids program was underway, Santa Clara Family Health Plan expanded its interaction with a variety of additional organizations to ensure that it maximized its outreach to families and children throughout the county. Working through the Children's Health Initiative Outreach program, the health plan has been able to increase enrollment in Healthy Kids, as well as the Medi-Cal and Healthy Families programs. One of the first innovations was to focus on "in-reach" -taking multi-lingual application assistors to clinics and emergency departments so that the parents of uninsured children can be given on-site information on their eligibility for one of the CHI insurance programs. The CHI outreach effort works with a broad spectrum of community organizations in an effort to reach all uninsured families and children in the County whose incomes are below 300% of the Federal Poverty Level. It seeks to enroll them in appropriate health insurance programs, educate families on the appropriate use of benefits and the health care system and maximize retention of children in these insurance programs. Outreach and enrollment are typically performed by Certified Application Assistors (CAAs) linked to community organizations and the County. The state and Santa Clara Family Health Plan provide formal certification to CAAs, allowing them to assist parents in completing the Healthy Kids, Medi-Cal and Healthy Families applications. Healthy Kids and CHI background 3/22/2007 7 of 10 Although application assistance is optional for Medi-Cal and Healthy Families applications, it is required for Healthy Kids applications. CAAs are connected to parents seeking care for their children tlrrough clinics where CAAs are present, referrals from community events and school, agencies that offer pazents walk-in assistance to complete applications, and atoll-free phone number advertised on posters and fliers. All CAAs and county eligibility workers are cross-trained for all three programs, so families can rely on them to help determine which program is right for their child . A key element of active outreach has been through the schools. With six "mini- collaboratives" of groups of school districts across the county, administrators, teachers, school nurses and others are vital contact points for children and parents, able to link pazents to CAAs through appointments and events where they can apply for health insurance. Between the inauguration of the program in 2001 and December 2005, CHI had processed 105,000 applications, a clear testament to the efficacy of its outreach. Serving as the Model for Others The CHI program has already served as the model for 37 other California counties. At present, eight California counties have similar programs in operation and 29 counties are in the planning and development stage. The use of tobacco tax and lawsuit settlement funds to fund Healthy Kids has been replicated in a number of other California counties. Results The success and effectiveness of CHI and Healthy Kids in Santa Clara County were clearly documented in a June 2004 Brief by Mathematica Policy Research, Inc., and in subsequent briefs in Apri12005, February 2006 and asoon-to-be-released brief in March 2007. (Electronic versions of the full briefs are attached, can be found at httn:J/www.mathematica-mpr.com/health/chi.asp, and will also be provided in hard copy Enrollment Results In one study, Mathematica's researchers found that from 2001 through 2002, CHI's extensive outreach and community education efforts resulted in 15,638 children being enrolled in the new program, Healthy Kids. In the same period, CHI made a significant and measurable impact on both Medi-Cal and Healthy Families enrollment. During that time, 62,804 children were newly enrolled in one of these two programs. Without CHI's outreach and enrollment efforts, the study concluded that the number of newly enrolled children would have been 48,629. The increases in enrollment in the government-funded programs increased state and federal spending in Santa Clara County for those two programs by an estimated $24.4 million during the initiative's first two years alone. Healthy Kids and CHI background 3!22/2007 8 of 10 Health Care Results For those children covered by Healthy Kids, being insured meant a much higher chance of actually receiving medical care. About 32 percent of uninsured kids received any medical care over asix-month survey period, compared with 54 percent of kids with Healthy Kids coverage. And the increase was even more dramatic for dental care -.22 percent of the uninsured children had a dental check-up, compared with 61 percent of those with Healthy Kids. Healthy Kids nearly doubles the percentage of children whose parents are very confident that they can obtain needed health care for their child, from 41 to 75 percent. Awareness Results The extensive outreach programs undertaken with the initiation of the Healthy Kids program increased community awareness of health coverage opportunities and gave a substantial boost to enrollment Medi-Cal and Healthy Families as well. Through CHI and Santa Clara Family Health Plan outreach and enrollment efforts, 13,000 children are currently enrolled in Healthy Kids and 107,000 children have been enrolled in Medi-Cal and Healthy Families. A side benefit of the Healthy Kids/CHI program has been the dispelling of some myths about uninsured children. For instance: Children in the Healthy Kids program are predominantly from two-parent, working families Many Healthy Kids children have been residents of Santa Clara County for at least 3 years. Only 19 percent come from families who have lived less than six months in the county. Nearly two-thirds of Healthy Kids children had no health insurance during the six months before enrolling, and 48 percent had never had health insurance. In addition, 13 percent had. only Emergency Medi-Cal (Medicaid) during this period Replication Results Healthy Kids has already served as the model for 37 other California counties. The use of tobacco tax and lawsuit settlement funds for Healthy Kids has been replicated in a number of other California counties. Healthy Kids and CHI background 3/22/2007 9 or 10 Continuing Challenges Currently, Santa Clara Family Health Plan has a waiting list of almost 1,500 children aged six to 18, who have applied for Healthy Kids insurance. For each of these children, that means as much as a seven-month wait before he or she becomes insured. Funding sustainability is the largest problem, and the Santa Clara County initiative members are active in working towards state and local legislation so that we may realize the goal of 100 percent of our children with access to medical care Should the eligibility requirements for either Medicaid or SCFHP become more stringent, or funding for those programs be reduced, the impact on all the low-income children in our county will be severe, especially in this era ofever-shrinking county budgets. And we remain committed to doing everything possible to support state and federal legislative efforts to makes what we have undertaken in Santa Clara County a reality throughout the entire country. ### Healthy Kids and CHI background 3/22/2007 10 of 10