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HomeMy WebLinkAbout12-12-2000 City Council Minutes MINUTES SARATOGA CITY COUNCIL DECEMBER 12, 2000 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room. 13777 Fruitvale Avenue at 5:00 p.m. Public Employee Performance Evaluation (Gov't Code 54975) Title: City Manager. :7 ` ~ Conference with Legal Counsel re: Anticipated Litigation Significant exposure to litigation pursuant to Government Code Section 54956.9(b) (1 potential case). - - ADJOURNED TO THEATER LOBBY FORRECEPTION- 6:30 p.m. "' -- - - MAYOR'S REPORT ON CLOSED SESSION - 7:05 p.m. - - ~ Mayor Bogosian reported there was Council discussion but no action was taken. Mayor Bogosian called the Adjourned City Council meeting to order at 7:06 p.m. and requested Councilmember Mehaffey to lead the Pledge of Allegiance. ROLL CALL PRESENT: Ann Waltonsmith, Evan Baker, Nick Streit, John Mehaffey, Mayor Stan Bogosian. ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Mary Jo Walker, Director of Administrative Services John Cherbone, Director of Public Works REPORT OF CITY CLERK ON POSTING OF AGENDA FOR DECEMBER 12, 2000. Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of December 12, 2000 was properly posted on December 8, 2000. • City Council Minutes COUNCIL REORGANIZATION December 12, 2000 1. APPROVE RESOLUTION DECLARING OFFICIAL CANVASS OF BALLOTS FROM REGISTRAR OF VOTERS IN REGARDS TO NEWLY ELECTED CITY COUNCILMEMBERS. STAFF RECOMMENDATION: Adopt resolution declaring official canvass of ballots. TITLE OF RESOLUTION: 00-061 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING THE RESULTS OF THE GENERAL MUNICIPAL ELECTION OF MEMBERS TO THE CITY COUNCIL OF NOVEMBER 7, 2000. BAKER/ MEHAFFEY MOVED TO ADOPT RESOLUTION DECLARING THE RESULTS OF THE GENERAL MUNICIPAL ELECTION OF NOVEMBER 7.2000 IN REGARDS TO NEWLY ELECTED CITY COUNCILMEMBERS. MOTION PASSED 5-0. • 2. APPROVE RESOLUTION DECLARING OFFICIAL CANVASS OF BALLOTS FROM REGISTRAR OF VOTERS IN REGARD TO MEASURE G. STAFF RECOMMENDATION: Adopt resolution declaring official canvass of ballots. TITLE OF RESOLUTION: 00-062 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING THE RESULTS OF THE ELECTION CONCERNING MEASURE G AT THE ELECTION OF NOVEMBER 7, 2000. BAKER/WALTONSMITH MOVED TO ADOPT RESOLUTION DECLARING THE RESULTS OF THE GENERAL MUNICIPAL ELECTION OF NOVEMBER 7.2000 ONCERNING MEASURE G. MOTION PASSED 5-0. 3. REMARKS FROM OUTGOING MAYOR -STAN BOGOSIAN. Mayor Bogosian reflected on his term as Mayor of the City of Saratoga. • Mayor Bogosian mentioned two of the Council's major accomplishments: 1996-Measure G and 2000-Measure G. He also thanked the staff for their 2 City Council Minutes December 12, 2000 . support during the difficult periods of transition that accrued this past year. Mayor Bogosian thanked Bill Norton, former Interim City Manager, for his efforts in the negotiations with the Mountain Winery and a resolution regarding the Heritage Orchard. Mayor Bogosian reflected back on his friend and colleague Jim Shaw. Mayor Bogosian thanked the voters of Saratoga for electing him to a second term. 4. ADMINISTER OATH OF OFFICE TO NEWLY ELECTED CITY COUNCILMEMBERS. STAFF RECOMMENDATION: City Clerk to Administer Oath of Office. Cathleen Boyer, City Clerk, administered the Oath of Office to the following newly elected Councilmembers, Stan Bogosian and Ann Waltonsmith. REORGANIZATION OF CITY COUNCIL. STAFF RECOMMENDATION: Elect Mayor and Vice Mayor. Dave Anderson, City Manager, declared the office of Mayor vacant and asked for nominations. Councilmember Waltonsmith moved to nominate John Mehaffey as Mayor. WALTONSMITH/STREIT MOVED TO APPOINT JOHN MEHAFFEY AS MAYOR. MOTION PASSED 5-0. Mayor Mehaffey declared the office of Vice Mayor vacant and asked for nominations. Councilmember Baker moved to nominate Nick Streit as Vice Mayor. BAKER/WALTONSMITH MOVED TO APPOINT NICK STREIT AS VICE MAYOR. MOTION PASSED 5-0. 6. REMARKS FROM NEW MAYOR, VICE MAYOR, AND NEW COUNCILMEMBERS. Mayor Mehaffey commented how honored he was to serve as Mayor of Saratoga for the next year. He thanked the staff and all the volunteers who make the City of Saratoga what is today. City Council Minutes December 12, 2000 Mayor Mehaffey highlighted specific City issues and goals he hopes to focus on during his term as Mayor of Saratoga: 1. City Hall 2. Long term planning issues 3. Traffic 4. Housing 5. Civic/Senior Center Master Plan 6. Noise/Pollution 7. Library 8. Heritage Orchard 9. Gateway Redevelopment and Village Revitalization 10. Recreation/Playfields 11. Public Communications 12. Legislative issues Mayor Mehaffey concluded that he looks forward to working with the City Staff, Council, Boards & Commissions, Residents and Businesses of Saratoga to accomplish these goals. Councilmember Streit thanked his fellow Councilmembers for having the confidence in him to appoint him Vice Mayor. Councilmember Streit noted that he would fully support Mayor Mehaffey. • Councilmember Waltonsmith noted she fully supports Mayor Mehaffey's agenda. COMMUNICATIONS FROM COMMISSIONS & PUBLIC None COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS None ORAL COMMUNICATIONS The following people spoke at tonight's meeting: Cheriel Jensen, 13737 Quito Road, suggested to Mayor Mehaffey that he add to his agenda the continuation of utility under grounding. Liz Kniss, Mayor/City of Palo Alto & Santa Clara County Superior -Elect, congratulated Councilmember Bogosian and Councilmember Waltonsmith for their re-election. Ms. Kniss also congratulated Mayor Mehaffey on his appointment. • 4 City Council Minutes December 12, 2000 Elliot Onn, 13770 Beaumont Avenue, expressed concern for the lack of low income housing in Saratoga. He noted he is a student at Redwood Middle School and has seen an increased number of teachers resigning due to the lack of affordable housing in the area. Mr. Onn asked the Council to discuss this problem at a future meeting. COUNCIL DIRECTION TO STAFF None Mayor Mehaffey indicated the VTA has requested the opportunity to be heard before the Consent Calendar items. Consensus of the City Council to move Item #l0A before the Consent Calendar. This would allow the VTA to present the status on the Highway 85-Noise Mitigation Study. OLD BUSINESS 10A. PRESENTATION -HIGHWAY 85 NOISE MITIGATION PROJECT UPDATE STAFF RECOMMENDATION: Accept report and direct staff accordingly. • Mike Evanhoe, Santa Clara Valley Transportation Authority, noted that tonight he and his colleague, Jeff Funk, would be giving the Council an overview status report on the Highway 85 Noise Mitigation Study. Jeff Funk, Deputy Engineer/SCVTA, noted last summer they were before the Council awaiting the outcome of the CALTRANS study on noise reduction on Highway 85. Unfortunately, the grinding project that CALTRANSs was supposed to do has been delayed until March. Mr. Evanhoe noted the delay is caused by the fact that CALTRANS has to replace concrete slabs in the section where the grinding project will take place. Mr. Evanhoe hopes to have the draft report back to Council in April 2001, in time to go to the joint session with the Board of Supervisors for funding in May 2001. Councilmember Bogosian questioned the concrete slab replacement being performed by CALTRANS and noted that the delay was unacceptable. Councilmember Waltonsmith questioned why CALTRANS cannot find another section they could grind to avoid any further delays. Councilmember Streit asked what steps will be taken if the grinding does not work. City Council Minutes December 12, 2000 • Mr. Evanhoe responded that if the grinding does not reduce the noise by at least three (3) decibels, they would have to look at pavement overlays. Councilmember Baker asked how much of a decibel reduction there is with an asphalt overlay. Mr. Evanhoe responded that an asphalt overlay could also have a noise reduction level of three (3) decibels. Mr. Evanhoe pointed out that with an asphalt overlay, although it reduces the decibels considerably the first time you put it down the average life of noise continuation is 5-7 years. Mr. Evanhoe noted that over time the openings in the grated asphalt fill up and wear down. After the seventh year the benefit diminishes. Unfortunately, it is recommended that every 3-4 years the overlay be replaced. Councilmember Baker asked how long of a section CALTRANS is grinding. Mr. Funk responded that CALTRANS is grinding a small section of Highway 101 in Sonoma County. CALTRANS had to find longitude grooves that matched Highway 85. Mayor Mehaffey asked if the grinding in the test section would be performed • in March. Mr. Funk responded that he did not know for a fact that the grinding would begin in March. Mr. Evanhoe noted that this project in Saratoga has been the ground breaking issue around the state and a number of communities are awaiting the outcome of the CALTRANS study, so it would be to CALTRANS advantage to finish the study. Councilmember Bogosian noted when he attended the League of California Cities conference he spoke with an engineer who said the wear and tear on asphalt overlays is a myth. Councilmember Bogosian noted the engineer's comment that the asphalt overlay, if applied correctly, should not disintegrate. Mayor Mehaffey thanked Mr. Evanhoe and Mr. Funk for the presentation. Bob Karlak, 13000 Anza Drive, noted he has been working on this issue since 1984 and has a vast amount of information on this subject. He provided information from a study performed by the Oregon Department of Transportation and the University of Oregon that asphalt overlay reduces noise by 7 %2 decibels. • 6 City Council Minutes December 12, 2000 Ardith West, Saratoga resident, directed her question to Mr. Evanhoe. She • asked if the VTA has contacted Asentec, the company who did the study on sound walls and concrete. Mr. Evanhoe responded that the VTA has not contacted Asentec because they are under contract with CALTRANS. Cheriel Jensen, 13737 Quito Road, noted she fully supports doing asphalt overlay now. PUBLIC HEARINGS 8. APPEAL OF PLANNING COMMISSION APPROVAL OF A TENTATIVE MAP FOR THE SUBDIVISION LOCATED AT 20251 SARATOGA -LOS GATOS ROAD (CONTINUED FROM 11/15/00). STAFF RECOMMENDATION: Deny the appeal and uphold the Planning Commission's decision. Dave Anderson, City Manager, presented staff report. Mr. Anderson noted that the City Council heard this appeal on November 15, 2000. Councilmember Baker and Councilmember • Waltonsmith stated they would not be able to support the five-lot subdivision, with the proposed flag lot, necessary to create Lot 4. Upon further discussion, the Council agreed to continue the appeal hearing to allow the applicants an opportunity to present a revised Tentative Map that combined the driveway of Lot 4 with the driveway of either Lot 3 or Lot 5. Mayor Mehaffey opened the public hearing at 8:00 p.m. and invited any public comments. Gregory HowelUDeveloper, 125 Glenridge Drive, Los Gatos, thanked the Council for giving them the opportunity to continue their discussion on the proposed five (5) lot subdivisions. Mr. Howell reported that they moved the driveway over 20 feet and combined the driveways of Lots 4 & 5, reducing the impact on the Lee's house, which they had asked for at the last meeting. Helen Lee, 14653 Carnelian Glen Court, commented the only change in the driveway on Lot 4 is that they moved the front over 20 feet, but the driveway facing her front door is still long and flat. Mrs. Lee noted she has done some research on issues the Developers said they could not do throughout this procedure. Mrs. Lee noted her suggestion that they move the driveway along the side of the fence, but was told that too many trees would have to be taken out. Mrs. Lee noted she and her husband walked along the fence and there • were no trees that would have to be removed. 7 City Council Minutes December 12, 2000 • Mrs. Lee reported that she recently talked to Chief Kraule/Saratoga Fire Department, and he told her he recommended separate driveways for each house because the parcels are so large. Mrs. Lee also noted she contacted CALTRANS permit department and they told her no one applied for a permit to use the existing driveway and CALTRANS usually does not object to the continued use of an existing driveway. John Pace, on behalf of his parents Sam and Lorraine Pace, 14675 Carnelian Glen Court, noted his parents expressed the same concerns as the Lee's. Mr. Pace noted that his parents do not object to the project, but have concerns regarding the increased traffic. He noted his parents do not understand why the developers aren't using the existing driveway, especially since CALTRANS does not object. Elinor Hein, 14675 Carnelian Glen Court, expressed her concern on how drastically this development will change the area. Ms. Hein noted she was concerned with increased noise, lack of trees, and safety issues. In light of the new information, Councilmember Waltonsmith asked why the existing driveway is not being used to service all five lots. • Chuck Page, Chair/Planning Commission, responded, noting that Jim Jeffries, Traffic Engineer, opposed recommending the usage of the existing driveway. Mr. Page noted that Mr. Jeffries reported that it would not be safe. Councilmember Baker asked if the Planning Commission ever considered four (4) lots instead of five (5) lots. Mr. Page responded that the Planning Commission did consider reducing the number of lots but did not make any recommendations to the Developers. Mr. Howell noted that he talked to Chief Kraule and was told that he did not support shared driveways, but since shared driveways already exist in Saratoga he could not deny its use at the proposed development. Mr. Howell also noted they have angled the driveway over 20 feet and plan to landscape it so the Lee's house would not be impacted. Mr. Howell noted in regards to the suggestion by Mrs. Lee, to move the driveway along the fence, that the City's Arborist opposed the placement of the driveway there because the trees on the other side of the fence would be impacted. Councilmember Streit noted that the new plan indicates that one (1) extra oak tree would have to be cut down. • Mr. Howell responded that in order for them to move the driveway over 8 City Council Minutes December 12, 2000 . 20 feet, an extra oak tree would have to be cut down. Mrs. Lee expressed her dissatisfaction that the trees would have to be cut down in order for the developers to move the entrance of the driveway over 20 feet. This would still not solve the problem of Lot 4 having a long and flat driveway facing her front door. Mrs. Lee also commented on the fact that Mr. Howell now claims it is the neighbors' trees on the other side of the fence that would be impacted. She feels that is where the driveway should go. Mrs. Lee feels that the Developer has not treated her honestly and fairly and requested the Council to look into the matter of the usage of the existing driveway, which CALTRANS does not object to using. Mr. Howell noted that they did consider moving the flag lot on the other side of the property but it was not a viable solution. He noted the neighbors objected to having the flag lot next to their property because it would create a "tunnel" effect. Mr. Howell explained the ingress and egress on to Saratoga- Los Gatos Road would cause a traffic hazard, which the City's traffic engineer, Jim Jeffries, suggested not doing because he felt CALTRANSs probably would not approve it. Councilmember Streit asked if the "screening plan" for the flag lot driveway • was a condition of the initial approval. Councilmember Streit feels that screening would possibly eliminate the problem of headlights shining into the Lee's house. Mr. Page noted the Planning Commission discussed screening but does not recall making it part of the conditions of approval. Mr. Howell explained that they have tried to make their development esthetically pleasing to the surrounding neighborhood. Mr. Howell noted that the flag lot cannot be seen from the road because the lot drops 15 feet from front to back and the neighbors requested that fences on the properties do not start 110 feet back from the street. Councilmember Streit asked if they would object to adding a "screening plan" to the approval of the Tentative map. Mayor Mehaffey closed the public hearing at 8:32 p.m. Councilmember Baker noted he agreed with the City's traffic engineer that using the existing driveway for five houses is not acceptable. Councilmember Baker noted he opposed flag lots and would not support this five-lot subdivision. He noted that this property should only be developed . with four (4) lots. 9 City Council Minutes December 12, 2000 • Councilmember Streit concurred with Councilmember Baker that the use of the existing driveway was not safe for five houses and felt the placement of the driveway of the flag lot is in the proper place. Councilmember Streit noted he could support the project with the changes and with the conditions of the proper amount of screening and the proper amount of trees being replanted that would block the lights from the surrounding properties. Councilmember Waltonsmith noted she could support the project with Councilmember Streit's added conditions. Councilmember Bogosian concurred with Councilmember Streit's suggestions and noted he could now support the project. Mayor Mehaffey concurred with Councilmember Bogosian that the usage of the property is a reasonable compromise between the Developers and the neighbors. He suggested that the Developers angle the driveway over more so it does not face the Lee's front door. Mayor Mehaffey commented he could support the project with all the changes and added conditions. . STREIT/MEHAFFEY MOVED TO APPROVE A TENTATIVE MAP FOR THE SUBDIVISION LOCATED AT 20251 SARATOGA -LOS GATOS ROAD SUBJECT TO ADDED CONDITIONS. MOTION PASSED 4-1 WITH BAKER OPPOSING. 9. CIRCULATION ELEMENT & SCENIC HIGHWAY ELEMENT (CONTINUED FROM 11/15/00). STAFF RECOMMENDATION: Approve Circulation Element & Scenic Highway Element. TITLE OF RESOLUTION: 00-063 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING THE NEGATIVE DECLARATION AND CIRCULATION AND SCENIC HIGHWAY ELEMENT UPDATE Dave Anderson, City Manager, presented staff report. Mr. Anderson reported the Circulation and Scenic Highway Element final document incorporates trail advocate Teri Baron's comments and Councilmember Waltonsmith's suggested Highway 85 language. Staff has again replaced the Saratoga Library reference desk copies with this latest s version and updated the City's website. 10 City Council Minutes December 12, 2000 . Mayor Mehaffey opened the public hearing at 8:47 p.m. and invited any public comments. Cheriel Jensen, 13737 Quito Road, expressed her concern with future interchanges in the City of Saratoga. Ms. Jensen suggested adding the number of people who rejected interchanges in the background report. Mayor Mehaffey closed the public hearing at 8:49 p.m. Councilmember Waltonsmith agreed with Ms. Jensen that by adding the number of people who opposed interchanges in the City of Saratoga would show the history of the issue. Councilmember Baker noted he did not see a problem adding the number of people who opposed interchanges to the report. Richard Taylor, City Attorney, suggested adding a footnote in the text that would reflect the number of people who opposed interchanges. BAKER/STREIT MOVED TO ADOPT THE NEGATIVE DECLARATION AND CIRCULATION AND SCENIC HIGHWAY ELEMENT UPDATE. MOTION PASSED 5-0. . Mayor Mehaffey declared afive-minute recess at 8:58 p.m. Mayor Mehaffey reconvened the meting at 9:03 p.m. Mayor Mehaffey pointed out that Mr. Landau (Item #14) was present tonight and requested to be moved up on the agenda. Mayor Mehaffey asked for the consensus of the City Council to grant Mr. Landau's request. Consensus of the City Council to move Item #14 before Old Business. NEW BUSINESS 14. JOSEPH LANDAU, CLAIMANT; CLAIM NO. 0511611 STAFF RECOMMENDATION: Reject claim. Mary Jo Walker, Director of Administrative Services, presented staff report. Director Walker reported the claimant states he damaged his bicycle wheel on S Pierce Road due to a pothole. The claimant had to replace his front wheel at a 11 City Council Minutes December 12, 2000 • cost of $105.87. Director Walker explained a neighbor was riding with the claimant when the accident occurred. The claimant does not want to provide the neighbor's name or address as a witness to the incident. Director Walker noted the City has no record of any prior notice regarding a road hazard at this location. There is an area approximately 30 feet prior to Sara Hills Drive where the crack widens to approximately five inches with a depth of approximately three inches. Receiving prior notice of the condition and allowing adequate time for the City to make repair are two required elements to make a finding that the City is liable for damages. The City was not able to repair a condition for which it had not received prior notice. Based upon these findings, ABAG recommends rejection of this claim. Joseph Landau, 744 Caribou Court, Sunnyvale, noted that he did not agree with the letter he received from ABAG stating it was his responsibility to make sure the road was safe and if it wasn't he was obligated to notify the City of Saratoga. Mr. Landau provided the Council with pictures of the pothole. Mr. Landau reported that he visited the site this past weekend and the pothole was still not repaired. Councilmember Waltonsmith asked what the City's liability is. Richard Taylor, City Attorney, reported that with respect to the City's obligation under the law, the law says it is not Mr. Landau responsibility to notify the City in advance, but before the City would be required under the law to make a claim to Mr. Landau the City would have to be on notice of the defects on the roadway and would have to have a reasonable opportunity to repair the street. Unfortunately, a trench dug by another agency caused this defect and the City has fulfilled its obligation and repaired it. Mayor Mehaffey asked if the road has been repaired yet. John Cherbone, Public Works Director, indicated the Public Works Department repaired the defect today. Director Cherbone explained that the defect was actually failed backfilling from a previous utility project. BOGOSIAN/STREIT MOVED TO REJECT CLAIM FILED OF JOSEPH LANDAU, CLAIMANT: CLAIM N0.0511611. MOTION PASSED 5-0. C7 12 City Council Minutes December 12, 2000 CONSENT CALENDAR • The Consent Calendar contains routine items of business. Items on this section will be acted in one motion unless they are removed from the Consent Calendar. 7A. APPROVAL OF COUNCIL MINUTES OF: NOVEMBER 1, 2000 -REGULAR MEETING NOVEMBER 15, 2000 -REGULAR MEETING DECEMBER 4, 2000 -SPECIAL CLOSED SESSION STAFF RECOMMENDATION: Approve submitted minutes. STREIT/WALTONSMITH MOVED TO APPROVE MINUTES OF NOVEMBER 1. NOVEMBER 15, AND DECEMBER 4, 2000 CITY COUNCIL MINUTES. MOTION PASSED 5-0. 7B. REVIEW OF CHECK REGISTER. STAFF .RECOMMENDATION: Note and file. STREIT/WALTONSMITH MOVED TO NOTE AND FILE CHECK REGISTER. MOTION PASSED 5-0. 7C. OCTOBER FINANCIAL STATEMENTS STAFF RECOMMENDATION: Note and file. STREIT/WALTONSMITH MOVED TO NOTE AND FILE OCTOBER FINANCIAL STATEMENT. MOTION PASSED 5-0. 7D. REVIEW OF PLANNING COMMISSION ACTION MINUTES. STAFF RECOMMENDATION: Note and file. STREIT/WALTONSMITH MOVED TO NOTE AND FILE PLANNING ACTION MINUTES. MOTION PASSED 5-0. 7E. CITY OF SARATOGA COMMISSIONS -ATTENDANCE RECORDS STAFF RECOMMENDATION: Note and file. Mayor Mehaffey pulled Item 7E from the Consent Calendar. 13 City Council Minutes December 12, 2000 Mayor Mehaffey congratulated the Youth Commission for perfect attendance for the second half of the year. MEHAFFEY/BOGOSIAN MOVED TO NOTE AND FILE SARATOGA COMMISSION ATTENDANCE RECORDS. MOTION PASSED 5-0. OLD BUSINESS 10. AUTHORIZATION TO CITY MAYOR TO EXECUTE CONTRACT WITH JOE A. GONSALVES & SON FOR PROFESSIONAL LEGISLATIVE REPRESENTATION. STAFF RECOMMENDATION: Authorize City Manager to execute contract. Dave Anderson, City Manager, presented staff report. Mr. Anderson explained that at the November 15 City Council meeting, staff was directed to discuss with Gonsalves the details of service which the firm could provide, and to return with a recommendation as to whether to retain Gonsalves as a legislative consultant. Mr. Anderson noted the City's experience with Gonsalves has been positive. The firm has been supportive and professional and the services provided by Gonsalves related to SB 1883 were invaluable and could not have been performed by staff. BAKER/WALTONSMITH MOVED TO AUTHORIZE CONTRACT WITH JOE A. GONSALVES & SON FOR PROFESSIONAL LEGISLATIVE SERVICES. MOTION PASSED 5-0. NEW BUSINESS 11. REVIEW OF COUNCIL MASTER MEETING CALENDAR FOR 2001. STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer explained that it was the appropriate time for the Council to discuss and approve the draft Master Meeting Calendar for the year 2001 presented to them this evening. City Clerk Boyer noted the Library Commission's Joint Meeting with the City Council was cancelled in October 2000. Therefore, the Library Commission has requested to meet with the City Council in February instead of April. 14 City Council Minutes December 12, 2000 • Moving the Public Safety Commission, Sheriff, and Fire Districts to April and in turn moving the Library and Finance Commission to February can accomplish this. Also, the date for City Council annual retreat needs to be set. Two possible dates have been suggested; May 12 or May 19, 2001. Consensus of the City Council to approve the draft Master Meeting Calendar for 2001; grant the Libraries request to meet with the City Council in February; and set the Council retreat date to May 19, 2000. 12. COUNCIL AGENCY ASSIGNMENTS AND COMMISSION LIAISONS STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer reported at the November 15 City Council meeting staff was directed to prepare a report listing all the outside agencies, committees, and commissions to which City Councilmembers are assigned. City Clerk Boyer noted it was now appropriate to review the previous assignment list and submit assignment requests to the Mayor. The appointments will be brought back to Council in the form of a resolution on i January 3, 2000. Mayor Mehaffey directed the Council to submit their assignment request to him by Friday, December 22, 2000. 13. AUTHORIZATION TO CITY MANAGER TO EXECUTE CONTRACT WITH PHIL BLOCK, AICP FOR PLANNING STAFF SUPPORT. STAFF RECOMMENDATION: Authorize execution of contract. Dave Anderson, City Manager, presented staff report. Mr. Anderson explained the City Council included adequate funding for FY 00-01 to pay for Contract Planning Services. The funds were allocated from development review fee revenue to help current staff with the large number of development applications submitted during this busy year. Mr. Anderson noted Mr. Phil Block has over 28 years of public sector planning experience and comes to Saratoga with excellent references. He has served as the Community Development Director for the City of Merced for twenty of those years. Mr. Block currently is working 32-plus hours per week for the . City -Tuesday through Friday, and is contracted to work through March 2001. 15 City Council Minutes December 12, 2000 Mayor Mehaffey questioned Mr. Block's employment status and asked why the City has not hired a permanent City Planner. Mr. Anderson explained that Mr. Block is being hired under a contractor status not as a City employee. Mr. Anderson reported the City did conduct recruitment for a planner in September but did not receive any qualified candidates. Mr. Anderson noted upon the completion of the salary survey, another recruitment would take place. Mayor Mehaffey noted some employment issues that may happen if a contractor is hired longer than six (6) months. WALTONSMITH/BAKER MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE CONTRACT WITH PHIL BLOCK, AICP FOR PLANNING STAFF SUPPORT. MOTION PASSED 5-0. CITY COUNCIL ITEMS Councilmember Bogosian questioned the status of the Fire District issue. Mr. Anderson noted that the issue was referred to the Public Safety Commission. The Public Safety Commission heard public testimony at their last meeting and formed a subcommittee that will report back to the Public Safety Commission. Councilmember Waltonsmith asked if the City had received any information on the results of the census. In addition, Councilmember Waltonsmith asked the status on the report regarding conversions of commercial retail users to office uses that the City Attorney presented to the Council in August. Mr. Anderson responded that once the position of Economic Development Coordinator was filled, the issue of conversions of commercial retail users to office uses would be addressed. Councilmember Bogosian reported that tomorrow he would be meeting with the Animal Control JPA. He noted they hired Rich Perry to recruit an Executive Director and unfortunately, a facility still has not been purchased. • 16 City Council Minutes OTHER None CITY MANAGER'S REPORT None ADJOURNMENT Mayor Bogosian adjourned the meeting at 10:40 p.m. espectfully submitte , teen Boyer City Clerk a • December 12, 2000 1~