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Home My WebLink About02-19-2003 City Council Agenda partial packetG~ ~`~., zs~ =.~ ~., e a n~ a ~J ~~~~ AGENDA REGULAR MEETING SARATOGA CITY COUNCIL FEBRUARY 19, 2003 CLOSED SESSION- 6:00 P.M. -ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE ANNOUNCEMENT OF CLOSED SESSION ITEMS CALL MEETING TO ORDER - 6:0 0 P.M. ANNOUNCEMENT OF CLOSED SESSION ITEMS ADJOURNED TO CLOSED SESSION - 6:00 P.M. Initiation of litigation (Gov't Code Section 54956.9(c): (2 potential case) Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Dave Anderson, City Manager Employee organization: SEA REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE MAYOR'S REPORT ON CLOSED SESSION 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 February 14, 2003) COMMUNICATIONS FROM COMMISSIONS & PUBLIC „~ ~~ Oral Communications on Non-Agendized Items ~ ~ Any member of the publac 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. Communications from Boards and Commissions None n Written Communications None Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. ANNOUNCEMENTS None CEREMONIAL ITEMS None 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 on 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. lA. Review of Check Register ~' Recommended action: Approve check register. 1 B. Planning Action Minutes -February 12, 2003 ~ Recommended action: Note and file. G~~/ 1 C. V>,5~' :~~ ~ '~ . ~ 1~}a i \..` en is to c~nd e n~Uni rdina~e`~ec`ond Reading and Adoption e ded . t' +. o ~e to arch 5, 2 311a of quorum. ~, - ~ .~ Final Map Approval for Three-lots Located at 15202 Quito Road Owner: Lexor Investments, Ina Recommended action: Adopt resolution and authorize Mayor to execute agreement. ~'~~'~E. Landscaping and Lighting Assessment District LLA-1; Resolutions Initiating ~~-~,~ Renewal of the District for FY 2003-2004 Recommended action: Adopt resolutions. 2 PUBLIC HEARINGS None OLD BUSINESS ~ S~, ;.~ ~, ~:~ 4~ i 2. Saratoga Library Project Update ~° Recommended action: Accept report. 3. McWilliams House Status Report _... ...---- ' 1 Recommended action: "-~" __..... Accept report; direct staff accordingly; adopt resolution. 4. Contract Amendment G. Bortolotto - El Quito NTMP Improvements Recommended action: Authorize City Manager to execute contract. NEW BUSINESS 5. Book Go Round Building Mold Remediation Recommended action: Accept report; adopt resolution; authorize staff to award contracts. 6. Budget Monitoring Report for the 2°a Quarter Ending December 2002 Recommended action: Accept report and adopt resolutions. COMMISSION ASSIGNMENT REPORTS Arts Commission Planning Commission Parks and Recreation Commission -'` Finance Commission Library Commission Public Safety Commission. ~ Heritage Preservation Commission Youth Commission Gateway Task Force Library Expansion Committee ---~ Gateway Task Force Library Expansion Committee Highway 9/Village Green Task Force ~''VTA Restroom AdHoc Norton Road Fire Access AdHoc .. Committee ...,West Valley College AdHoc Committee ,.._ -- Waltonsmith Kline "'-'Waltonsmith Streit Kline King Streit King Kline ~ - Bogosian _~x~..,.,. _.,.;+i. Kline Bogosian Waltonsmith Bogosian Waltonsmith 3 ~-- G`z ~ ~°e2<~,~ LAFCO AdHoc Committee ~ Mt. Winery AdHoc Committee Tree Ordinance Update AdHoc Committee Library Grand Opening AdHoc Committee i ^Chamber AdHoc Committee CITY COUNCIL ITEMS -; OTHER CITY MANAGER'S REPORT ADJOURNMENT Kline Kline King Waltonsmith - ~ j. King ~''~ -~1 ~ .1~~ r ~~ ~~ /~ ~~`' '\ ~ <~ ~ ~ i ~--- s~ ~~ 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 (408) 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) 6., ~ ,~ 4 REVISED -CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2003 --~ L~ 3/5 - Regular Meeting 3/19 Regular Meetin ~-- 4/2 Regular Meeting 4/16 .Regular Meeting 4/26 All Day Retreat 5/7 Regular Meeting 5/21 Regular Meeting 6/4 Regular Meeting 6/18 Regular Meeting 7/2 Regular Meeting 7/16 Regular Meeting 8/6 Regular Meeting -City Manager Evaluation 8/20 Summer Recess 9/3 Regular Meeting 9/17 Regular Meeting 10/1 Regular Meeting 10/15 Regular Meeting 11/5 Regular Meeting 11/19 Regular Meeting 12/3 Regular Meeting 12/9 Special Meeting -Council Reorganization 12/17 Regular Meeting 5 SARATOGA CITY COUNCIL MEETING DATE: February 19, 2003 AGENDA ITEM: ORIGINATING DEPT: Recreation CITY MANAGER_ Q. • PREPARED BY: 9,—/1)- -41—f-- DEPT HEAD: - A--�-� SUBJECT: McWilliams House Status Report RECOMMENDED ACTION(S): 1. Accept report on McWilliams House. 2. Appropriate funds to make improvements to the exterior of McWilliams House building and grounds. 3. Authorize staff to award contracts to complete improvement projects. REPORT SUMMARY: The Saratoga Chamber of Commerce recently moved out of the City owned McWilliams House located at Historical Park. The building is currently empty and needs some attention. City staff has and will be able to complete some of the needed improvements, and others will need to be contracted out. We are currently recommending only exterior building and grounds improvements. Once a decision has been made on what to do with the house, we can move forward with interior upgrades. City staff was able to complete some of the property improvements already. These included the removal of the dilapidated fence in front of the building and the rotted gazebo on the property. Also, our crew was able to remove the termite infested storage shed attached to the McWilliams House. The museum used this shed for their storage and we were able to move the contents to an empty room at the North Campus, temporarily. We have contacted some local contractors for cost estimates on completing the needed improvements to the exterior of the McWilliams House. These include new front and back porches and steps, and painting the entire exterior of the building. Also, it was discovered when the shed was removed that in this area there is no siding on the house, and this needs to be replaced. This opening is now covered with heavy duty plastic. Also, there is not a drainage system around the house, so when it rains water flow directly towards and under the house. This problem needs to be corrected. Listed below are the cost estimates received for the exterior improvements to the McWilliams House. • Exterior painting: $1000 • New front and back porches and stairs: $3800 • Materials and equipment rental for installation of drain: $1500 • New siding on back of house: $3300 FISCAL IMPACTS: $10,000. from the Council Contingency Fund CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): McWilliams House will remain as it is. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Award contracts and complete projects ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional ATTACHMENTS: 1. Pictures of the McWilliams House building, shed, and gazebo. 2 of 3 , RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING FUNDS TO MAKE EXTERIOR IMPROVEMENTS TO THE MCWILLIAMS HOUSE AND GROUNDS WHEREAS, the city-owned McWilliams House located at Historical Park is vacant and needs some attention, WHEREAS, City staff removed the dilapidated fence, rotted gazebo and shed on the property, WHEREAS, the needed improvements include new front and back porches and steps, exterior painting of the building, new siding on the back side and a better drainage system, WHEREAS, City staff can complete some of the improvements, and contractors need to be hired for others, NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: To authorize staff to complete the repairs and hire contractors, when needed, AND BE IT FURTHER RESOLVED, Expenditure Revenue Council Contingency $10,000 Facilities Maintenance $10,000 The above and foregoing resolution was passed and adopted at an regulat meeting of the Saratoga City Council held on the 19th day of February, 2003 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk 3 of 3 . . 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V- . tc, . „.' + 1 1 i 1 * i 1 #10, 414' Of i, , It •• r SARATOGA CITY COUNCIL MEETING DATE: February 19, 2003 AGENDA ITEM: 5 - --Al. qt--A) ORIGINATING DEPT: Recreation CITY MANAGER. PREPARED BY: _9- ...�� DEPT HEAD: SUBJECT: Book-Go-Round Building (Former Village Library) Mold Remediation RECOMMENDED ACTION(S): 1. Accept report on the Book-Go-Round. 2. Appropriate funds for mold remediation and damage repairs. 3. Authorize staff to award contracts. REPORT SUMMARY: In January, during a rainstorm, there was a leak in the roof at the City owned Book-Go-Round facility, formerly the Village Library building, at 14410 Oak Street. The area affected was in the back storage room. Over this part of the building, sections of the tile roof were removed and staff found large holes in underlayment. These holes were the result of a rat problem or regular wear and tear over the years due to weather conditions. New felt was laid and the tiles placed back on the roof. A few weeks ago staff received a call from Mary Jeanne Fenn, Manager of the Book-Go-Round, informing us of a mold problem in their storage area. She said she cleaned the wall a few times but the mold kept returning. By the time our staff inspected it, mold covered an entire wall and part of the ceiling. We called out a professional service, Olympia Restoration, to seal off the area, bring in the proper drying equipment, and to install a vent to the outside. After the affected area was sealed off, we contracted with Benchmark Environmental Engineering to conduct a baseline mold investigation and sampling. We recently received the mold sampling results that indicated the spore levels were not elevated on the interior as compared to the exterior. Benchmark's findings were that professional remediation is required to properly and fully take care of the pathogenic threat. The use of a specialty contractor is required and the area affected with mold will need to be removed. So far we have spent $3000 to dry and close off the affected area and to have the mold samplings analyzed. The bid to complete the removal of the wall and part of ceiling by a certified company is $6900. We won't know until the wall is removed the extent of the damage and there might be necessary change orders during the remediation process. After the damaged areas are removed, the wall and ceiling need to be reconstructed and we don't estimate this expense to be over $3000. FISCAL IMPACTS: $14,000 from the Council Contingency Fund. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): If the City does not authorize the work to be completed, it could become a health hazard for all the Friends of the Library volunteers who work at the Book-Go-Round. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): Complete the work to remove and reconstruct the affected area. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Pictures of the affected area. c RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING A BUDGET AMENDMENT OF $14,000 FOR MOLD REMEDIATION AT THE BOOK-GO-ROUND BUILDING WHEREAS, the roof of the City-owned Book-Go-Round building, the former Village Library, 14410 Oak Street, leaked during a rainstorm and damaged a wall and ceiling in the back storage room, WHEREAS, the damaged wet area developed mold and the City had to have the affected area sealed off, WHEREAS, the City hired a company to take mold samplings and provide their findings to the City, WHEREAS, the findings determined that area affected needed to be removed and replaced with new construction, NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: To authorize staff to complete the removal of the mold affected areas and reconstruct as necessary, AND BE IT FURTHER RESOLVED, Expenditure Revenue Council Contingency Fund $14,000 Facility Maintenance Budget $14,000 The above and foregoing resolution was passed and adopted at an regular meeting of the Saratoga City Council held on the 19th day of February, 2003 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk • / q:' • 1 tG a ix- til a,. ..R .x At .0 I' • . i Sty it, • ,* 4 7.i y, .i YAM' •.A . {$ jw- • 14 tit ti; ky t ytil • . 1,, . \cll.Ill • ," 4s • 4 rt ice. r1.R : 1141611C. - • - ?:•14,4444tr: • .;•••;, "-• •Th, • _ - _eft raN . 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