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HomeMy WebLinkAbout11-01-2000 City Council MinutesMINUTES SARATOGA CITY COUNCIL NOVEMBER 1, 2000 The City Council of the City of Saratoga met in open session in the Administrative Conference Room at 5:30 p.m. to interview five applicants for the Youth Commission. The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room 13777 Fruitvale Avenue at 6:30 p.m. Conference with Legal Counsel re: Existing Litigation (Gov't Code 54956.9(a)). Name of Case: City of Saratoga v. West Valley College Santa Clara County Superior Court No. Doc. CIV756340. Mayor's Report on Closed Session - 7:00 p.m. Mayor Bogosian reported there was Council discussion but no action was taken. Mayor Bogosian called the Regular City Council meeting to order at 7:01 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: John Mehaffey, Nick Streit, Ann Waltonsmith, Mayor Stan Bogosian ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Mary Jo Walker, Director of Administrative Services Paula Reeve, Administrative Analyst Joan Pisani, Director of Recreation ABSENT: Evan Baker REPORT OF CITY CLERK ON POSTING OF AGENDA FOR NOVEMBER 1 2000. Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of November 1, 2000 was properly posted on October 27, 2000. COMMUNICATIONS FROM COMMISSIONS & PUBLIC None City Council Minutes November 1, 2000 COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS The following person spoke at tonight's meeting: Tom Lawrence, 14470 Fruitvale Avenue, read a letter thanking James Walgren, Director of Community Development, for his dedication and professionalism in mediating the controversies in regards to the renovations of the Odd Fellows Home. No other people spoke at this time. WRITTEN COMMUNICATIONS None CEREMONIAL ITEMS lA. COMMENDATION FOR SALLY TOWSE, LIBRARY COMMISSIONER STAFF RECOMMENDATION: That Mayor Bogosian present commendation. Mayor Bogosian presented the commendation to Sally Towse, outgoing Library Commissioner. 1B. APPOINTMENT OF LIBRARY COMMISSION MEMBERS AND ADMINISTER OATH OF OFFICE STAFF RECOMMENDATION: That Council approve resolution of appointment and administer Oath of Office. TITLE OF RESOLUTION: 00-056 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING THREE MEMBERS TO THE LIBRARY COMMISSION WALTONSMITH/STREIT MOVED TO ADOPT RESOLUTION APPOINTING RUTH GIPSTEIN, DON JOHNSON AND CI CI O'DONNELL TO THE LIBRARY COMMISSION. MOTION PASSED 4-0 WITH BAKER ABSENT. 2 City Council Minutes November 1, 2000 Cathleen Boyer, City Clerk, administered the Oath of Office to the following newly appointed commissioners: Donald Johnson and Ruth Gipstein. Ci Ci O'Donnell was unable to attend tonight's meeting. Ms. O'Donnell will make arrangements to take her Oath of Office at a later time. CONSENT ITEMS 2A. APPROVAL OF COUNCIL MINUTES OF: OCTOBER 4, 2000 -REGULAR MEETING OCTOBER 24, 2000 -SPECIAL MEETING STAFF RECOMMENDATION: That Council approve minutes as submitted. Councilmember Mehaffey pulled Item 2A from the Consent Calendar. Minutes of October 4, 2000 - Regular Meeting Councilmember Mehaffey requested on page 3, 15th paragraph, the following words be added, "far that number of properties". Councilmember Mehaffey noted that there were a few typographic errors and he would give the corrections to the City Clerk. Mayor Bogosian requested on page 8, 3rd paragraph the following be added; "Mayor Bogosian concurred." MEHAFFEY/STREIT MOVED TO APPROVE THE MINUTES OF OCTOBER 4, 2000 WITH CORRECTIONS. MOTION CARRIED 4-0 WITH BAKER ABSENT. Minutes of October 24, 2000 - ~ecial Meeting Councilmember Mehaffey requested on page 4, 8th paragraph the word "concern" be replaced with "concurred". MEHAFFEY/STREIT MOVED TO APPROVE THE MINUTES OF OCTOBER 24, 2000 WITH CORRECTIONS. MOTION CARRIED 4-0 WITH BAKER ABSENT. 2B. REVIEW OF CHECK REGISTER Staff recommendation: That Council note and file check register. STREIT/WALTONSMITH MOVED TO NOTE AND FILE CHECK REGISTER. MOTION PASSED 4-0 WITH BAKER ABSENT. 3 City Council Minutes November 1, 2000 2C. REVIEW PLANNING COMMISSION ACTION MINUTES STAFF RECOMMENDATION: That Council note and file action minutes. STREIT/WALTONSMITH MOVED TO NOTE AND FILE ACTION MINUTES. MOTION PASSED 4-0 WITH BAKER ABSENT. 2D. AUTHORIZATION TO CITY MANAGER TO EXECUTE AMENDMENT TO AGREEMENT FOR THE CAL ID PROGRAM STAFF RECOMMENDATION: That Council authorize City Manager to execute amended agreement. Councilmember Mehaffey pulled Item 2D from the Consent Calendar. Councilmember Mehaffey noted since there will no longer be an approval process for this program he indicated it would be appropriate if the CAL-ID program was still presented to the City Council every year. Councilmember Mehaffey noted the City Council should be aware of the how the costs compare year to year. Mr. Anderson suggested the CAL-ID program be presented in conjunction with the annual budget. MEHAFFEY/STREIT MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN AMENDED AGREEMENT FOR THE CAL ID PROGRAM. MOTION CARRIED 4-0 WITH BAKER ABSENT. Mayor Bogosian reported it was not time to start the Public Hearing. NEW BUSINESS 4. APPROVAL OF RESOLUTION DECLARING WEEDS GROWING ON CERTAIN DESCRIBED PROPERTIES TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING STAFF RECOMMENDATION: That Council approve resolution. TITLE OF RESOLUTION: 00-55 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING WEEDS GROWING ON CERTAIN 4 City Council Minutes November 1, 2000 DESCRIBED PROPERTIES TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING DATE Cathleen Boyer, City Clerk, presented staff report. Mrs. Boyer explained this was the first step in the winter weed abatement program. Mrs. Boyer indicated the County Fire Marshall's Office has provided a list of parcels in Saratoga that have excessive weed growth. The resolution, if adopted, will declare weeds a nuisance and set a public hearing date for December 20, 2000. Councilmember Mehaffey suggested the hearing date be moved to a later date due to the fact that it is close to the holidays and a lot of people may be out of town and would not get the opportunity to speak if the hearing was on December 20, 2000. Councilmember Mehaffey indicated that he thought the weed abatement program only came up in the Spring. Mrs. Boyer responded the weed abatement program is done twice a year, in the Spring and Winter and the hearing date can be moved to January 3, 2001. Mayor Bogosian directed staff to provide an alternate public hearing date of January 3, 2000. STREIT/ MEHAFFEY MOVED TO ADOPT RESOLUTION DECLARING WEEDS A NUISANCE AND SETTING A PUBLIC HEARING DATE TO JANUARY 3, 2000. MOTION PASSED 4-0 WITH BAKER ABSENT. 5. AUTHORIZATION TO CITY MANAGER TO EXECUTE AMENDMENT TO CONTRACT WITH SANTA CLARA COUNTY SHERIFF'S OFFICE TO INCREASE TRAFFIC PATROL SERVICES. STAFF RECOMMENDATION: Authorize City Manager to execute amended agreement. TITLE OF RESOLUTION: 00-057 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA MAHING APPROPRIATION ADJUSTMENTS TO THE FY 2000/01 BUDGET r~ S City Council Minutes November 1, 2000 Director Walker presented staff report. Director Walker explained on October 18, 2000, the City Council discussed a recommendation to increase traffic patrol services. The Sheriff's Office estimated in that report that the additional service would increase annual cost as follows: 1. One motorcycle deputy - $165,741.00 2. One deputy in a car - $166,651.00 3. Both deputies with their vehicles - $332,392.00 Director Walker noted after the Sheriff's presentation staff was directed to return with an analysis of the short and long-range costs of adding two traffic deputies. Director Walker explained the current fiscal year, if the Sheriff's Office were to deploy the officers immediately, just eight months of increased costs would be required, or $221,595.00 for two officers. The City could allocate the $96,366 refund from the Sheriff's Office for overpayment of law enforcement services for the previous fiscal year that was received this September. The remaining $125,229.00 could be allocated using the General Fund's unreserved fund balance. The City's long-range financial forecast shows essentially a balanced budget in the General Fund during the next five years. Also, an excessive amount of expenditures over revenues is forecasted during the current fiscal year due to the Library and other capital projects. Fortunately, these costs are reimbursed next year (2001/02), so when the two years are taken together, revenues are approximately the same level as expenditures. Additionally, the forecast for FY 2002/03 shows significant excess of revenues over expenditures in the General Fund due to the receipt of Caltrans revenues for Saratoga-Sunnyvale Road. Director Walker explained beginning in FY 2002/03, the City will receive additional TEA funds of $400,000.00 each year as a result of the passage of SB 1883. The additional TEA funds would slightly more than offset the cost of the two traffic officers which would approximate $336,000.00 that same year when adjusted for inflation. Councilmember Streit questioned if the best use of the officres have been discussed with Captain Miles. Mr. Anderson indicated four officers five days a week has been recommended by Captain Miles to accomplish the objectives Council articulated at the October 18, 2000 City Council meeting. STREIT/WALTONSMITH MOVED TO APPROVE AUTHORIZATION 6 City Council Minutes November 1, 2000 TO THE CITY MANAGER TO EXECUTE AGREEMENT WITH THE SHERIFF'S OFFICE AND MAKING APPROPRIATE BUDGET ADJUSTMENTS. MOTION PASSED 4-0 WITH BAKER ABSENT. 7. AUTHORIZATION TO CITY MANAGER TO EXECUTE AMENDMENT TO ARCHITECTURE SERVICES CONTRACT STAFF RECOMMENDATION: Authorize City Manager to execute amended agreement. Mr. Anderson presented staff report. Mr. Anderson indicated on August 2, 2000, the City of Saratoga contracted with the firm of BSA Architects to provide architectural services for the Saratoga Library expansion and renovation project. Mr. Anderson explained the lead architect on the project is Mark Schatz. The project, which is now in the design phase, is progressing according to schedule and the City is pleased with the quality of work thus far. Mr. Anderson announced that Mr. Schatz has decided to make a career move to the architectural firm of Field Paoli, effective November 6, 2000. Mr. Schatz, BSA, and Field Paoli have jointly proposed a plan that would provide continuity for the Saratoga Library Project. Mr. Anderson explained the plan is designed to allow Mr. Schatz to remain as the principal architect throughout the entire project, transfer the Saratoga Library contract from BSA to the new firm of Field Paoli, using a "Novation Agreement". Mr. Anderson indicated Mr. Schatz would be an employee of Field Paoli, but would be on contract with BSA until the schematic design phase of the project is completed December 31, 2000. Upon completion of this phase the City's contract would be transferred to Field Paoli under the Novation Agreement, and from that point forward, the contract would be between the City and Field Paoli, with Mark Schatz remaining as the principal architect. The City Council expressed concern over the penalties the City of Saratoga might encumber switching from BSA to Field Paoli. Also, the Council questioned whether or not there would be any added expenses. Mr. Anderson reassured the City Council no penalties or added expenses would be encumbered by the City of Saratoga. MEHAFFEY/WALTONSMITH MOVED TO APPROVE NOVATION 7 City Council Minutes November 1, 2000 AGREEMENT SUBSTITUTING THE FIRM OF FIELD PAOLI IN PLACE OF BSA ARCHITECTS FOR THE LIBRARY EXPANSION AND RENOVATION PROJECT. MOTION PASSED 4-0 WITH BAKER ABSENT. PUBLIC HEARING APPEAL OF PLANNING COMMISSION DECISION APPROVING A PROPOSED SUBDIVISION -PROPERTY LOCATED AT 20251 SARATOGA-LOS GATOS ROAD (HOWELL & MCNEIL) STAFF RECOMMENDATION: That Council approve request of the Appellant to continue hearing until November 15, 2000. Mr. Anderson presented staff report. Mr. Anderson explained that Mr. & Mrs. Lester Lee requested a continuance of the Public Hearing to November 15, 2000. Mr. Anderson noted that according to a City Council Policy that was approved on January 25, 1999, the Appellant has the right to request a continuance at no additional charge. Mayor Bogosian opened the Public Hearing at 7:35 p.m. and invited any public testimony. Mayor Bogosian closed the Public Hearing at 7:36 p.m. Mayor Bogosian noted that the public hearing for the property located at 20251 Saratoga-Los Gatos Road hearing would be heard on November 15, 2000. Consensus of the City Council to continue the public hearing until November 15, 2000. OLD BUSINESS None. NEW BUSINESS 6. PLACEMENT OF COMMUNITY & SENIOR CENTER PORTABLES STAFF RECOMMENDATION: That Council accept report and direct staff accordingly. Joan Pisani, Director of Recreation, presented staff report. 8 City Council Minutes November 1, 2000 Director Pisani reported on October 24, 2000 the City Council authorized staff to move forward with the purchase of one portable building and the lease agreements for two other units. Staff was directed to bring back to Council other options for where the portables could be placed. Director Pisani presented the areas within the Civic Center grounds. Director Pisani reported the best location for the Senior Center portable would be in the parking lot by the Adult Care Center. Mary Goulart, Executive Director SASCC, concurred with Director Pisani for the following reasons: • No excavation would be required • Electrical and plumbing lines are nearby • Easy access • Sufficient parking • Adequate handicap parking • Location would not require seniors to walk a long distances to get from one activity to another Director Pisani reported the best location for the preschool would be behind City Hall. Marianne Swan, Preschool Director, concurred with Director Pisani for the following reasons: • Access to the garden and playground • Near Adult Day Care Center for Intergenerational Programs • Away from major activity in the parking lot • Turn around is possible for cars • Away from the busiest corner in City Of Saratoga • Less prone to vandalism of equipment Director Pisani reported the preferred location for the classroom portable would be the area between the Community Center and the Corporation Yard. There would be easy access to the lobby, restrooms, and main office at the Community Center. Councilmember Mehaffey noted he visited the proposed cites of the portables and suggested the Senior Center portable be placed somewhere more permanent in the event that the Community Center is remodeled and expanded. Councilmember Mehaffey asked if the Senior Center portable could be placed near the Adult Care Center. • Ms. Goulart explained placing it near the Adult Care Center would put it too 9 City Council Minutes November 1, 2000 close to the Saratoga Creek and to the Preschool's play area. Director Pisani explained that information provided by Director Walgren, the 50 ft. setback requirement from the creek could be waived by the City Council since the portables are not permanent structures. Mayor Bogosian opposes pushing the portables closer to the Saratoga Creek. Councilmember Mehaffey expressed concern about losing several parking spaces from the placement of the Preschool and Senior Center portable. Councilmember Streit noted the placement of the portables should be up to Director Walgren. Director Pisani noted currently the City Parking lot is being infringed upon by the Postal workers. Director Pisani explained she already spoke to the Postmaster and was told the Post Office is lacking sufficient parking for the employees. Mayor Bogosian directed staff to report back to the City Council on the figures on usage of the City parking lot by the Post Office. Mr. Anderson suggested giving the City's Traffic Engineer the proposed layout of the portables and let him investigate the effects the portables might have on traffic. Mayor Bogosian asked if the portables have been ordered. Director Pisani responded the portables were ordered after the meeting held on October 24, 2000. Mayor Bogosian directed staff to bring this item back to the next City Council meeting on November 15, 2000. 8. METHODOLOGY FOR COMPETITIVE SURVEY STAFF RECOMMENDATION: That Council accept report and authorize Geoffrey L. Rothman and Associates to commence with the survey. Mr. Anderson presented staff report. Mr. Anderson explained at the October 4, 2000 meeting the Council approved to retain Geoffrey L. Rothman and Associates to identify eight to ten comparable cities and perform a competitive salary survey using those cities. 10 City Council Minutes November 1, 2000 • The study was to provide a universe of comparable cities, an appropriate level and elements of compensation to survey, and a standard for making classification matches. Mr. Anderson indicated Rothman evaluated a number of local cities based on population, proximity to Saratoga (both in terms of distance and commute time) and size and/or form of government, and concluded that the following eight cities represent the best universe to survey in order to attain statistically meaningful data: Los Altos Los Gatos Menlo Park Morgan Hill San Carlos Campbell Cupertino Newark Mayor Bogosian asked, on behalf of Councilmember Baker, why Los Altos Hills was not included in the choice of cities. Mr. Anderson responded Los Altos Hills fell below the population limit. Councilmember Streit asked Mr. Anderson the estimated time frame of the completion of the survey. i Mr. Anderson indicated the survey should be complete by the end of the year. Councilmember Bogosian questioned why Newark was included in the list. Mr. Anderson responded Newark met two out of three qualifying factors. STREIT/MEHAFFEY MOVED TO ACCEPT GEOFFREY 1. ROTHMAN AND ASSOCIATES' METHODOLOGY, IDENTIFICATION OF EIGHT COMPARABLE CITIES, AND COMMENCE SURVEY. MOTION PASSED4-0 WITH BAKER ABSENT. CITY COUNCIL ITEMS Councilmember Streit announced he would not be present at the December 6, 2000 City Council meeting. Mayor Bogosian and Councilmember Mehaffey both responded that they also would not be present at the December 6, 2000 City Council meeting. Mayor Bogosian announced the December 6, 2000 City Council meeting would be cancelled due to lack of a quorum. 11 City Council Minutes November 1, 2000 • Councilmember Mehaffey requested the agreement between the City of Saratoga and Joe A. Gonsalves & Son be put on a future agenda. Councilmember Mehaffey would like to hire Mr. Anthony Gonsalves to follow future legislative issues, which might involve the City of Saratoga. Mayor Bogosian thanked Director Walker, Ann Sullivan, and Lori Burns for the planning and preparation they did for the Commission Dinner that was held on October 19, 2000. Mayor Bogosian thanked Mr. Anderson for a skillful and productive meeting with the Prides Crossing group. OTHER Richard Taylor, City Attorney, reported he would not be present at the meeting of November 15, 2000. Mr. Taylor indicated Jonathan Wittwer, Co-Counsel, would be attending the meeting and would be fully briefed on the latest issues. CITY MANAGER'S REPORT None. ADJOURNMENT Mayor Bogosian adjourned the meeting at 8:10 p.m. espectfully Submitted, een oyer City Clerk • 12