HomeMy WebLinkAbout10-01-2008 City Council Agenda PacketAGENDA SPECIAL MEETING SARATOGA CITY COUNCIL OCTOBER 1, 2008 SPECIAL MEETING – 5:30 P.M. – ADMINISTRATIVE CONFERENCE ROOM – 13777 FRUITVALE AVENUE. REPORT OF CITY CLERK ON POSTING OF
AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on September 26, 2008.) COMMUNICATIONS FROM 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. ANNOUNCEMENT OF CLOSED SESSION ITEMS Conference With Legal Counsel – Existing Litigation (1 case) Government
Code section 54956.9(a)) Christiano v. Saratoga et al., and Potential Litigation (1 case) ADJOUR?N TO CLOSED SESSION OPEN SESSION – 6:00P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE
AVENUE CALL MEETING TO ORDER – 6:00P.M. 1. Joint Meeting with West Valley College Board of Trustees ADJOURNMENT 1 In accordance with the Ralph M. Brown Act, copies of the staff reports
and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070.
Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also
2 available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City
Clerk at the time they are distributed to the City Council. 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 or ctclerk@saratoga.ca.us. 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 Posing of Agenda: I, Ann Sullivan, Acting 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 September 26, 2008, at the office 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 www.saratoga.ca.us Signed this 26th day of September 2008 at Saratoga, California. Ann Sullivan,
CMC, Acting City Clerk
AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, October 1, 2008 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 September 26, 2008) 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 Council Direction
to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS 1. Proclamation Recognizing October 4 – 11, 2008 as
No Drugs Down the Drain Week Recommended action: Acknowledge proclamation. SPECIAL PRESENTATIONS None 1
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. 2. City Council Minutes -September 17, 2008 Recommended action: Approve minutes. 3. Review of Accounts Payable Registers Recommended action: That the City Council
accepts the Check Registers for Accounts Payable cycles: September 11, 2008 September 18, 2008 4. Review and Accept Report on Financial Policy Statements Recommended action: That the
City Council review and accept the proposed Financial Policy Statements for inclusion in the Annual Operating and Capital Budget document. 5. Resolution Amending the City of Saratoga’s
Conflict of Interest Code Recommended action: Adopt resolution amending the City of Saratoga’s Conflict of Interest Code. PUBLIC HEARINGS Applicants/Appellants and their representatives
have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have
a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council’s approval at the Council meeting 6. Capital Improvement Plan (CIP) F.Y.
08/09 Update – Public Hearing and Environmental Impact Assessment Recommended action: 1. Receive report, conduct Public Hearing, and provide direction to staff. 2. Adopt attached Environmental
Impact Assessment for new CIP projects (Attachment 2). 3. Adopt Resolution amending the Fiscal Year 08/09 Budget reflecting Council direction from the May 7th , May 21st , June 3rd ,
and July 19th City Council Study Sessions (Attachment 3) 4. Adopt Resolution amending the Fiscal Year 08/09 Budget connected to the Saratoga-Sunnyvale Road Paving Project. 2
OLD BUSINESS 7. City of Saratoga Website Agreement Recommended action: Accept report and direct staff to enter into an agreement with Civica for design and hosting services for the City’s
website. NEW BUSINESS 8. Big Basin Way Banner – Promote Saratoga Businesses Recommended action: Accept report and provide direction to staff. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor
Ann Waltonsmith Association of Bay Area Government Comprehensive County Expressway Planning Study Advisory Board (PAB) Hakone Foundation Executive Committee Santa Clara County Emergency
Council SASCC West Valley Mayors and Managers Association Sister City Liaison Council Finance Committee Highway 9 Safety AdHoc TEA AdHoc Vice Mayor Chuck Page Chamber of Commerce Hakone
Executive Board West Valley Sanitation District Council Finance Committee Village AdHoc Valley Transportation Authority PAC Councilmember Kathleen King Peninsula Division, League of
California Cities Santa Clara County Cities Association City School AdHoc TEA AdHoc Councilmember Jill Hunter Historic Foundation KSAR Library Joint Powers Association Santa Clara County
Valley Water Commission Village AdHoc West Valley Solid Waste Joint Powers Association Councilmember Aileen Kao County HCD Policy Committee Northern Central Flood Control Zone Advisory
Board 3
Santa Clara County Cities Association-Joint Economic Development Policy Committee (JEDPC) City School AdHoc Highway 9 Safety AdHoc Airport Land Use Committee CITY COUNCIL ITEMS CITY
MANAGER’S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with
this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with
the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council. 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 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, Ann Sullivan, Acting 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 September 26, 2008, at 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 www.saratoga.ca.us Signed this 26th day of September 2008 at Saratoga, California.
Ann Sullivan, CMC Acting City Clerk NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.saratoga.ca.us 4
CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2008 10/15 Regular Meeting – Joint Meeting with Los Gatos-Saratoga Union High School District 11/5 Regular Meeting –Joint Meeting with
the Saratoga Ministerial Association 11/19 Regular Meeting – Joint Meeting with Mountain Winery 12/2 Council Reorganization Meeting 12/3 Regular Meeting – 12/17 Regular Meeting – Traffic
Safety Commission 1/07/09 Regular Meeting – Joint Meeting with Montalvo Arts 5
SARATOGA CITY COUNCIL MEETING DATE: April 2, 2008 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell Administrative
Analyst II Assistant City Manager SUBJECT: Proclamation Recognizing October 4 – 11, 2008 as No Drugs Down the Drain Week RECOMMENDED ACTION: Acknowledge proclamation. BACKGROUND: No
Drugs Down the Drain is a statewide campaign to encourage California residents to properly dispose of waste medication. All too often, unwanted pharmaceuticals are flushed down toilets
or poured down drains. Unfortunately, most waste water treatment plants are unable to remove all medicinal ingredients before treated water flows to California waterways and the Bay.
A U.S. Geological Survey study conducted in 2002 found that 80% of streams contained drugs, raising serious concern for California’s wildlife. As part of the No Drugs Down the Drain
campaign, a number of pharmaceutical take-backs will be held throughout the State. Saratoga residents can dispose of waste medicine by making an appointment with Santa Clara County’s
Household Hazardous Waste Program. Appointments can be made by calling (408) 299-7300 or by visiting www.hhw.org. The No Drugs Down the Drain proclamation will be accepted by Melody
Tovar, the Deputy Director of the City of San Jose Environmental Services Department. Melody Tovar will be accepting the proclamation on behalf of the San Jose/Santa Clara Water Pollution
Control Plant that serves Saratoga residents. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: N/A ALTERNATIVE ACTION(S): Page 1 of 2 6
Page 2 of 2 N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: No Drugs Down the Drain Proclamation
7
CITY OF SARATOGA PROCLAMATION DECLARING OCTOBER 4 – 11, 2008 AS NO DRUGS DOWN THE DRAIN WEEK IN THE CITY OF SARTOGA WHEREAS, No Drugs Down the Drain is a statewide campaign to educate
California residents about proper disposal of waste medication; and WHEREAS, unaware of the pollution caused by improper disposal of drugs, people flush pharmaceuticals down toilets
or pour them into drains; and WHEREAS, while the San Jose/Santa Clara Water Treatment Plant, which serves Saratoga residents, carefully treats water before it is released into the Bay,
the plant cannot filter or neutralize medicinal ingredients—as is the case with most waste water treatment plants; and WHEREAS, in 2002, the U.S. Geological Survey found that 80% of
streams contained drugs; and WHEREAS, even trace amounts of drugs, such as steroids and reproductive hormones, have a serious impact on California’s wildlife; and WHEREAS, as part of
the No Drugs Down the Drain campaign, a number of pharmaceutical take back events are being held throughout California during the week of October 4 – 11, 2008; and WHEREAS, Saratoga
residents can dispose of unwanted drugs any time of the year by making an appointment with the Santa Clara County’s Household Hazardous Waste Program; NOW, THEREFORE, I, Ann Waltonsmith,
Mayor of the City of Saratoga, do hereby proclaim October 4 – 11, 2008 as No Drugs Down the Drain Week in the City of Saratoga and urge all citizens to participate in this statewide
campaign; and BE IT FURTHER RESOLVED that I urge all citizens to protect California’s precious waterways by using proper disposal methods for waste medication. _________________________
Ann Waltonsmith, Mayor City of Saratoga 8
SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, Acting City Clerk DIRECTOR:
Dave Anderson SUBJECT: City Council Minutes – September 17, 2008 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting:
Regular Meeting – September 17, 2008 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative
history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A – Minutes from September 17, 2008 9
MINUTES SARATOGA CITY COUNCIL SEPTEMBER 17, 2008 The City Council met in Closed Session in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30 p.m. ANNOUNCEMENT OF CLOSED
SESSION PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code 54957) Title: City Attorney MAYOR’S REPORT ON CLOSED SESSION Mayor Waltonsmith announced there was no reportable information.
Mayor Waltonsmith called the Regular City Council meeting to order at 7:00 p.m. and invited a Boy Scout Troop that was in attendance to lead the Pledge of Allegiance. ROLL CALL PRESENT:
Councilmembers Aileen Kao, Jill Hunter, Kathleen King, Vice Mayor Chuck Page, Mayor Ann Waltonsmith ABSENT: None ALSO Dave Anderson, City Manager PRESENT: Richard Taylor, City Attorney
Ann Sullivan, Acting City Clerk Mary Furey, Administrative Services Director John Cherbone, Public Works Director John Livingstone, Community Development Director Michael Taylor: Recreation
Director Chris Riordan, Senior Planner Crystal Morrow, Administrative Analyst II Kate Bear, City Arborist REPORT OF CITY CLERK ON POSTING OF AGENDA FOR SEPTEMBER 17, 2008. Ann Sullivan,
Acting City Clerk, reported that Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on September 12, 2008. ORAL COMMUNICATIONS The following people requested
to speak at tonight’s meeting: Vibha Gaitonde – addressed the Council regarding the Use Permit fee for the installation of a generator on her property and asked the Council to consider
waiving the fee. 10
2 Jack Smith – addressed the Council regarding noise concerns at the Saratoga High School. He stated the POP Warner football games generate noise on Sundays from 9:00 a.m. to 6:00 p.m.
and that many of the teams playing are from areas outside of Saratoga. Margaret Smith – expressed her noise concerns regarding the Pop Warner football games at Saratoga High School on
Sundays. Jack Mallory – addressed the Council regarding the 2009 Fourth of July celebration in Saratoga and asked the Council for assistance in finding a volunteer to chair this event
or for the City to organize this event. Betty Peck – addressed the Council on the demonstration garden that was created in 1972. She also presented a copy of the last garden newsletter
which contained an article written by Mary Ann Swan, Chair of the Garden Committee at that time. She noted Mary Ann Swan is now Director of the Saratoga Day Care and has created a small
garden as part of the learning curriculum for the children attending the daycare. She also commented that many people were sad when the demonstration garden plot that existed for 15
years, and that the City paid $1.00 a year to rent, had to be relinquished. She stated that up to 6,000 children a year visited the garden as part of their educational curriculum. In
addition, Ms. Peck thanked the Council for their devotion to the City. Willys Peck – spoke to the Council regarding a letter he had submitted recently asking that Council consider renaming
Oak Street to Heritage Lane. He noted he was unclear as to the status of the signature petition that was circulating to rename the street. COUNCIL DIRECTION TO STAFF Councilmember King
asked the City Manager to follow up with Vibha Gaitonde regarding the Use Permit fees for the installation of generators and the reason for the Ordinance. Councilmember Hunter recommended
Jack and Margaret Smith speak with the Saratoga High School Board regarding their concerns of the noise caused by the POP Warner football games on Sundays. Councilmember Hunter also
asked if anyone was aware of some available land that could once again be rented for $1.00 a year and to let the City know. Councilmember Hunter suggested Willys Peck speak with the
Oak Street and Madronia neighborhood associations and the Saratoga Elementary School regarding the collection of signatures on the petition to rename Oak Street to Heritage Lane. Mayor
Waltonsmith noted the signature petition to rename Oak Street did not collect the required 50% signatures to bring the petition before the Heritage Preservation Commission. COMMUNICATIONS
FROM COMMISSIONS & PUBLIC Lane Weiss, Superintendent of the Saratoga Union School District (SUSD) stated the SUSD Board met in a Joint Meeting with City Council prior to this meeting.
He thanked the Council for their support of the School Resource Officer. He noted the SUSD is 11
3 working with the City’s Recreation Department and the Redwood Middle School staff regarding various after school programs. He also noted school traffic continues to be a safety concern
and noted his appreciation of the City’s support of the Oak Street Task Force. He noted the SUSD is using Crossing Guards at various intersections and are looking into adding additional
Crossing Guards. He noted the SUSD had just held their Strategic Planning Retreat at Walden West and that they plan to use Walden West for student learning as well as efforts in the
area of conservation. He also stated the SUSD is actively working on ways to save energy and that they would like to partner with the City in an energy challenge with the Town of Los
Gatos. ANNOUNCEMENTS Vice Mayor Page stated that the Taste of Saratoga is Saturday, September 20th from 10:00 a.m. to 6:00 p.m. Councilmember King announced the friendly energy competition
between Los Gatos and Saratoga. Akeena Solar will donate 10 free kilowatts (worth approximately approximately $75,000) to be used on city buildings, to the town/city that is the first
to purchase a total of 150 kilowatts of solar power by November 30th. Councilmember Hunter announced the 5th Annual Witchy Walk About in the Village on October 25th from 2:00 to 4:00
p.m. Councilmember Kao announced the Historical Foundation is having their annual BBQ on Sunday, September 21st at 4:00 p.m. CEREMONIAL ITEMS None. SPECIAL PRESENTATIONS None. CONSENT
CALENDAR 1. CITY COUNCIL MINUTES – SEPTEMBER 3, 2008. STAFF RECOMMENDATION: Approve minutes. Councilmember Hunter requested this item be removed from the Consent Calendar. She noted
she had submitted a clarification correction to the City Clerk prior to this meeting regarding her intention for the evaluation of carports. HUNTER/PAGE MOVED TO APPROVE CITY COUNCIL
MINUTES FOR SEPTEMBER 3, 2008 AS AMENDED. MOTION PASSED 5-0-0. 12
4 2. REVIEW OF ACCOUNTS PAYABLE REGISTERS. STAFF RECOMMENDATION: That the City Council accepts the Check Registers for Accounts Payable cycles: August 28, 2008 September 4, 2008 PAGE/KING
MOVED TO ACCEPT ACCOUNTS PAYABLE REGISTERS FOR ACCOUNTS PAYABLE CYCLES AUGUST 28, 2008 AND SEPTEMBER 4, 2008. MOTION PASSED 5-0-0-0. 3. AMENDMENT TO DELTA MICROIMAGING CONTRACT. STAFF
RECOMMENDATION: Accept report and approve amendment to the existing contract with Delta MicroImaging and authorize the City Manager to execute the contract amendment. PAGE/KING MOVED
TO ACCEPT REPORT AND APPROVE AMENDMENT TO THE EXISTING CONTRACT WITH DELTA MICROIMAGING AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE CONTRACT AMENDMENT. MOTION PASSED 5-0-0. 4. FINAL
MAP APPROVAL FOR TWO LOTS LOCATED AT 19161 COX AVENUE. STAFF RECOMMENDATION: Move to adopt Resolution granting final map approval of tentative map application No. SUB 07-0001 for two
lots located at 19161 Cox Avenue. RESOLUTION NO. 08-059 PAGE/KING MOVED TO ADOPT RESOLUTION GRANTING GRANTING FINAL MAP APPROVAL OF TENTATIVE MAP APPLICATION NO. SUB 07-0001 FOR TWO
LOTS LOCATED AT 19161 COX AVENUE. MOTION PASSED 5-0-0. 5. ORDINANCE ESTABLISHING VARIOUS STANDARDS FOR STATE VIDEO FRANCHISEES OPERATING IN SARATOGA. STAFF RECOMMENDATION: Waive the
Second Reading and Adopt the Proposed Ordinance. ORDINANCE – 261 PAGE/KING MOVED TO WAIVE THE SECOND READING AND ADOPT THE PROPOSED ORDINANCE. MOTION PASSED 5-0-0. 13
5 6. PROSPECT ROAD MEDIAN IMPROVEMENT PROJECT – MEDIAN NO. 11. STAFF RECOMMENDATION: Approve proceeding with the Prospect Road Median No. 11 design. Councilmember Hunter requested this
item be removed from the Consent Calendar for discussion. Councilmember Hunter asked Public Works Director John Cherbone about the use of drought tolerant plants and if he was going
to include that in his staff report. Director Cherbone stated no, he did not plan to include it in his staff report. He noted all the plants that would be used would be native plants
and they are as drought tolerant as allowed for this temperate zone. Councilmember Hunter also asked what the length in feet was from Titus Avenue to Provincetown Drive. Director Cherbone
stated he didn’t recall the exact length in feet and that basically it covers most of the frontage of McAuliffe Elementary School. Councilmember Hunter stated that as a member of the
water commission for the City of Saratoga, her concern was that we use plants that don’t require a lot of water. Director Cherbone noted that is always in their mind whenever they design
projects and try to be as drought-tolerant as they can with regards to the types of plants that are used. Vice Mayor Page expressed his concern for safety regarding pedestrians that
may use the proposed median crosswalk as a half-way crossing point to reach the elementary school versus walking to the controlled signal light crossing on Johnson Avenue. Director Cherbone
noted they would address that issue by using signage directing people to the controlled signal light intersection at Johnson Avenue. The following person requested to speak on this item:
Ray Muzzy – stated he thought this was a great section of Prospect Road to begin the first phase of the Prospect Road Median Improvement Project and urged the Council to move forward.
Mayor Waltonsmith thanked Mr. Muzzy, his family and all the residents on both sides of Prospect Road for all their hard work over the years in getting this project started. HUNTER/KING
MOVED TO APPROVE PROCEEDING WITH THE PROSPECT ROAD MEDIAN NO. 11 DESIGN. MOTION PASSED 5-0-0. 14
6 7. COOPERATIVE AGREEMENT WITH CITY OF CUPERTINO FOR JOINT PAVING WORK ON PROSPECT ROAD. STAFF RECOMMENDATION: Approve Cooperative Agreement with the City of Cupertino for joint paving
work on Prospect Road and authorize the City Manager to execute the same. PAGE/KING MOVED TO APPROVE COOPERATIVE AGREEMENT WITH THE CITY OF CUPERTINO FOR JOINT PAVING WORK ON PROSPECT
ROAD AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED 5-0-0. 8. ADOPT THE ZONING MAP AMENDENT FOR 20500 LOMITA AVENUE, 20568 LOMITA AVENUE, AND 20550 LOMITA AVENUE.
STAFF RECOMMENDATION: Waive the Second Reading and adopt the Proposed Ordinance and Zoning Map Amendment. Councilmember Hunter recused herself from voting on this item as she lives within
500 feet of Lomita Avenue. ORDINANCE – 262 PAGE/KING MOVED TO WAIVE THE SECOND READING AND ADOPT THE PROPOSED ORDINANCE AND ZONING MAP AMENDMENT. MOTION PASSED 4-0-1 WITH COUNCILMEMBER
HUNTER RECUSED. PUBLIC HEARINGS 9. APC08-0003 – APPEAL OF A DECISION BY THE PLANNING COMMISSION GRANTING APPROVAL OF A MITIGATED NEGATIVE DECLARATION, A DESIGN REVIEW APPLICATION, AND
A MODIFICATION TO A CONDITIONAL USE PERMIT WITH A VARIATION FROM STANDARDS FOR THE PROPOSED CONSTRUCTION OF A NEW 3,994 SQUARE FOOT CHURCH BUILDING ON THE APPROXIMATELY 3.1 ACRE PROJECT
SITE LOCATED AT 18870 ALLENDALE AVENUE. STAFF RECOMMENDATION: Staff recommends the City Council deny the appeal and approve the proposed new 3,994 square foot Church building for Saint
Archangel Michael Serbian Orthodox Church by adopting, in sequence, the attached Resolution Adopting a Mitigated Negative Declaration and the attached Resolution Denying the Appeal and
Approving Application No. 03-259. Senior Planner Chris Riordan presented the staff report. 15
7 Robert Chojnacki, Attorney for the Appellant – Saratoga Neighborhood Task Force, addressed the Council regarding the reasons for appealing the Planning Commission’s approval of the
proposed project. He stated the neighbors are not opposed to the church being in the neighborhood, but are concerned about the proposed design’s impact to the neighborhood – such as
noise, aesthetics, traffic and insufficient parking spaces and that this proposal is inconsistent with the City’s rules and regulations regarding zoning. Jolie Houston, Attorney for
the Applicant – St. Archangel Michael Serbian Orthrodox Church, addressed the Council regarding the zoning issues presented by the Appellant. She also noted that the approval of the
Conditional Use Permit was approved by the City Council as a separate action. The CUP is quite detailed and addresses the concerns voiced by the Appellant. The following people representing
the Applicant addressed the Council: Paul Benton, Project Architect and President of B C Architects, addressed the height issues of the proposed building design. He noted they worked
for three and a half years to achieve an acceptable design proposal and that the church worked extensively with the Neighborhood Task Force, made numerous concessions and modifications
to the proposed design – including eliminating the church bells. Gerry DeYoung, Planner with Ruth & Going, addressed the parking issues. Liam Tacks, Traffic Engineer with Higgins Associates,
addressed concerns regarding traffic issues. Radmilo Bozinovic, President of the Executive Board of St. Michael Archangel Serbian Church, addressed the concerns regarding the increased
size of the church sanctuary and the need to provide seating space for the number of people currently attending church services, noting there is no evidence of church attendance tripling
in the future. Mayor Waltonsmith opened the Public Hearing. The following people requested to speak on this item: Speakers in support of the Appellant opposing the Design Review Application
and Modification to Conditional Use Permit: Cheriel Jensen Steve Schwartzkopf Danny Wong Robert Barr Diane Drewke Shiuh-Wuu Lee Jing Lee Speakers in support of the Applicant’s Design
Review Application and Modification to Conditional Use Permit: 16
8 Scott Wheelwright Donald Randolph Muriel Mahrer Father Iliva Balach Radmilo Bozinovic, read letters (in support) from church neighbors that were unable to attend: E. A. Maas Mr. Lazio
Sipos Father Samer Youssef Father John Ivancovich Billy Chiang Deborah Ungo-McCormick, former Contract Planner with City of Saratoga and currently an employee of Berliner Cohen, addressed
the Council regarding the City’s General Plan and Zoning Ordinance. She stated all requirements pertaining to the General Plan and Zoning Ordinance had been met. Manny Cappello, Chair
of the Planning Commission, confirmed that the Planning Commission heard, reviewed and unanimously approved this application at a Public Hearing June 5, 2008, and that the Commission
duly approved a Use Permit for three requested Variations from Standards for structure height, site coverage, and a reduction in required parking spaces and modified the existing use
permit to include this new Church building without change to the existing uses and activities
on the site by the Church. Mayor Waltonsmith declared a break at 10:05. Mayor Waltonsmith reconvened the meeting at 10:15. Mayor Waltonsmith closed the Public Hearing. There were additional
discussion and questions presented to staff by the Council. City Attorney Richard Taylor noted there were two Resolutions before Council this evening regarding this hearing: one regarding
the mitigated negative declaration and a separate resolution regarding the use permit. He reminded the City Council of staff’s recommended revision to use permit condition number 4 and
mitigation measure 15-1 presented in the staff report at the outset of the hearing. He re-read the condition as recommended by staff: The parking and driveway area shall be constructed
of pervious paving and the area designated on the site plan designated as grass over flow parking shall be demarcated to identify 41 accessible and useable vehicular parking spaces to
assure that a total of 126 vehicular parking spaces will be provided on site. The techniques used to demarcate each individual parking space to be located on the grass over flow parking
shall be subject to review and approval by the Community Development Director prior to building permit issuance. In addition, Attorney Taylor suggested clarifications to use permit condition
number 1 and mitigation measure 15-1 to make clear that the requirements would apply to all events with more than 277 people and not simply special events. Vice Mayor Page 17
9 suggested further clarification to ensure that the restrictions apply when there are more than 277 people on site regardless of whether they are attending a single event. City Attorney
Taylor agreed that the proposed clarification was consistent with the intent of the condition. RESOLUTION NO. 08-057 KING/PAGE MOVED TO APPROVE THE ATTACHED RESOLUTION ADOPTING A MITIGATED
NEGATIVE DECLARATION INCLUDING THE REVISIONS TO MITIGATION MEASURES 15-1 AS EXPLAINED BY THE CITY ATTORNEY AND REVISED BY VICE MAYOR PAGE. MOTION PASSED 5-0-0. RESOLUTION NO. 08-058
KING/PAGE MOVED TO DENY THE APPEAL AND APPROVE APPLICATION NO. 03-259 WITH AMENDMENTS TO CONDITION NUMBERS 1 AND 4 AS EXPLAINED BY THE CITY ATTORNEY AND REVISED BY VICE MAYOR PAGE. MOTION
PASSED 5-0-0. 10. HAZARDOUS VEGETATION ABATEMENT. STAFF RECOMMENDATION: Open public hearing; listen to public testimony; and close public hearing. Take no further action based on determination
that all identified properties are in compliance as determined by inspection of Enforcement Officer. Acting City Clerk Ann Sullivan presented the staff report and noted that the remaining
two non-compliant properties were inspected on September 10, 2008 by the Enforcement Officer with the County Agricultural Commissioner’s Office and he declared both properties to be
in full compliance. Acting City Clerk Sullivan recommended the Mayor open the Public Hearing for public comment and then close the Public Hearing, taking no further action based on determination
that all identified properties are in compliance as determined by inspection of the Enforcement Officer. Mayor Waltonsmith opened the Public Hearing. No one was present to speak on this
item. Mayor Waltonsmith closed the Public Hearing. No further action was taken. OLD BUSINESS 11. RELOCATION OF COAST LIVE OAK FROM CITY’S HERITAGE ORCHARD TO WEST VALLEY COLLEGE. STAFF
RECOMMENDATION: 18
10 Provide direction to staff concerning the relocation of one coast live oak from the City's Heritage Orchard to the West Valley College campus. City Arborist Kate Bear presented the
staff report. Mayor Waltonsmith invited public comment. The following people requested to speak on this item: Jenny Taylor – expressed her opinion regarding a “pure orchard” – an orchard
that contained only fruit trees. She stated the oak tree should stay in the orchard and not be transplanted to West Valley College. Stan Bogosian – expressed his concerns about the risk
of moving the Oak Tree and that he would prefer to have the tree stay where it is. He noted the relevant data that guarantees the survival of transplanted trees was not presented in
this meeting. Mr. Bogosian also questioned why no one from West Valley College was present to speak on this item. Mayor Waltonsmith closed public comment. Mayor Waltonsmith asked staff
why West Valley College was not represented this evening. City Manager Dave Anderson stated he had had spoken to Phil Hartley, President of West Valley College, earlier in the day regarding
this agendized item. City Manager Anderson stated that the College preferred to remain neutral on this issue and chose not to be present this evening. They felt that the decision to
relocate or not relocate the tree should be made by the Council. There was discussion regarding the tree removal and the chances of survival. Council also had questions regarding follow-up
care – such as providing adequate water, which the City Arborist addressed. KING/PAGE MOVED TO CONTINUE PLANS TO MOVE ONE COAST LIVE OAK TREE FROM HERITAGE ORCHARD TO WEST VALLEY COLLEGE
WITH THE UNDERSTANDING THAT CITY ARBORIST KATE BEAR BE PART OF THE POST CARE MANAGEMENT FOR A MINIMUM OF TWO YEARS; A CONTRACT AGREEMENT WITH COMPANY THAT MOVES THE OAK TREE AND WITH
WEST VALLEY COLLEGE; AND WITH PLANS TO PLACE A PLAQUE UNDER THE TREE STATING THE NEW FRIENDSHIP BETWEEN WEST VALLEY COLLEGE AND THE CITY OF SARATOGA . MOTION PASSED 3-2-0 WITH HUNTER
AND KAO KAO OPPOSING. NEW BUSINESS 12. TERM EXTENSIONS FOR LIBRARY COMMISSION AND PARKS AND RECREATION COMMISSION. STAFF RECOMMENDATION: 19
11 Accept report and direct staff accordingly. Administrative Analyst II Crystal Morrow presented the staff report. Mayor Waltonsmith invited public comment. No one was present to speak
on this item. Mayor Waltonsmith closed the public comment. PAGE/KAO MOVED TO APPROVE A SIX MONTH TERM EXTENSION FROM OCTOBER 2008 TO APRIL 2009 FOR THE LIBRARY COMMISSION AND PARKS AND
RECREATION COMMISSION. MOTION PASSED 5-0-0. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Ann Waltonsmith – reported: Hakone Foundation Executive Committee – meets Friday, September 19th.
SASCC – meets next week. West Valley Mayors and Managers Association – meets next week. Vice Mayor Chuck Page – reported: Chamber of Commerce – he attended the last meeting and stated
the Chamber is busy preparing for the Taste of Saratoga on Saturday, September 20th. He noted there was some consternation over the letter that was sent out indicating the road closure
from 6:00 a.m. to 12:00 midnight. He also noted they anticipate the road to be reopened by 8:00 p.m. m. Valley Transportation Authority PAC – the Policy Advisory Committee met and the
main topic of discussion was the Governance issue. He stated the long term strategy for governance of the Board would be a directly elected board, and the short term strategy would be
that the non-City San Jose PAC members choose the non-City San Jose Board members – meaning the five members of the VTA Board would be chosen from those cities that are represented.
He stated the VTA Finance Committee was scheduled to meet at noon on Thursday, September 18th. He noted he was unavailable to attend that meeting due to another meeting on his calendar
and said if someone was interested in attending – they should. Councilmember Kathleen King – reported: Santa Clara County Cities Association – had a presentation on Urban Planning from
the Health Trust in General Plans; discussion on the ban of plastic bags and that the City of Gilroy has passed a resolution in support of San Jose and Palo Alto for going forward with
prohibiting plastic bags. The Association is asking the member cities to pass a resolution supporting the cities of San Jose and Palo Alto. City School AdHoc – stated POP Warner and
Saratoga High School have a 7-year contract stating they can play 6 to 7 Sundays a year and the contract is for another three years (counting this year). She doesn’t see how the high
school can get out of that contract; however, the City could require a Use Permit. King stated she personally checks the sound level during the games every Sunday and doesn’t feel there
is a violation of City Code. 20
12 Councilmember Jill Hunter – reported: Historic Foundation – will not be hiring a new director for the Museum; it will be an all volunteer position from now on. KSAR – continuing to
work with Saratoga High School to hopefully televise their football games. Noted KSAR has a new director and they will be televising the Council Candidate Forum on September 24th at
7:00 p.m. Councilmember Aileen Kao – reported: She attended the West Valley Sanitation District Board meeting in place of Vice Mayor Page and they discussed funding options for the Health
Care Insurance for retired employees. She noted there were two options they were considering: 1) lump sum placed in a trust or; 2) pay through payroll. Discussion will continue at the
next meeting. CITY COUNCIL ITEMS Councilmember King asked to agendize – resolution in support of Cities of San Jose and Palo Alto prohibiting plastic bags. Cities Association is in the
process of interviewing and hiring a new Executive Director. Mayor Waltonsmith asked for a press release on the City of Saratoga being designated as: “City of Saratoga is the Bay Area
Green Business City”. CITY MANAGER’S REPORT None ADJOURNMENT PAGE/KAO MOVED TO ADJOURN THE REGULAR MEETING AT 11:45 P.M. MOTION PASSED 5-0-0-0. Respectfully submitted, Ann Sullivan,
CMC Acting City Clerk 21
Dave Anderson Melanie Whittaker Mary Furey RECOMMENDED ACTION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: September
11, 2008 September 18, 2008 REPORT SUMMARY: Attached are the Check Registers for: Date Ending Check No. 09/11/08 108446 108446 1 304.26 09/11/08 08/28/08 108445 09/11/08 110388 110438
51 752,693.33 09/11/08 08/28/08 110387 09/18/08 110439 110496 58 465,498.01 09/18/08 09/11/08 110438 Total: $1,218,495.60 AP Date Check No. Issued to Dept. Amount 09/11/08 110417 Public
Safety 663,880.16 09/11/08 110428 Various 13,850.66 09/11/08 110429 Various 29,462.40 09/18/08 110449 Parks 16,800.00 09/18/08 110450 CIP 26,404.20 09/18/08 110450 CIP 11,566.80 09/18/08
110476 Advanced Planning 12,154.78 09/18/08 110481 Public Safety 331,940.08 SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: Amount Checks Released Prior Check Register
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Accounts Payable Accounts Payable PREPARED BY: DEPT. DIRECTOR: SUBJECT: Review of Accounts Payable Check Registers. Type of
Checks Date Starting Check No. Ending Check No. Total Checks Accounts Payable The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description
of the expenditure: Fund Purpose County of Santa Clara -Office of the Sheriff General Law Enforcement -Monthly Service San Jose Water Co Various Monthly Water Services Shute Mihaly Various
Monthly Services -Legal Fees /City Attorney /Litigation Colony Landscape General Topdressing at Congress Springs CRW Industries North Campus North Campus Improvements County of Santa
Clara -Office of the Sheriff General Law Enforcement -Monthly Service CRW Industries North Campus North Campus Improvements RBF Consulting General General Plan Update 22
The following are Accounts Payable checks that were voided or manually issued: AP Date Check No. Issued to Amount 9/11/2008 110414 (1,268.53) 9/11/2008 110436 49.80 9/11/2008 110437
1,218.73 9/11/2008 110438 2,800.00 The following is a list of cash reduction by fund: Fund # AP 09/11 AP 9/18 Total 111 General 734,805.83 413,098.69 1,147,904.52 211 CDBG Administration
---212 Saratoga Housing & Rehab. Pgm. ---231 Village Lighting -232 Azule Lighting -233 Sarahills Lighting -241 Arroyo de Saratoga Landscape -242 Bonnet Way Landscape -243 Carnelian Glen
125.60 125.60 244 Cunningham/Glasgow Landscape -245 Ferdericksburg Landscape -246 Greenbriar Landscape 2,120.75 2,120.75 247 Kerwin Ranch Landscape 734.49 734.49 248 Leutar Court Landscape
-249 Manor Drive Landscape 55.22 55.22 251 McCartysville Landscape -252 Prides Crossing Landscape 95.74 95.74 253 Saratoga Legends Landscape 434.80 434.80 254 Sunland Park Landscape
514.13 514.13 255 Tricia Woods Landscape -271 Beauchamps Landscape -272 Bellgrove Landscape 656.00 656.00 273 Gateway Landscape 89.38 89.38 274 Horseshoe Landscape/Lighting 414.84 293.06
707.90 275 Quito Lighting -276 Tollgate LLD 31.28 31.28 277 Village Commercial Landscape 113.38 113.38 311 Library Bond Debt Service -411 CIP Street Projects 390.45 95.48 485.93 412
CIP Parks Projects 4,329.15 357.87 4,687.02 413 CIP Facility Projects 37,971.00 37,971.00 414 CIP Admin Projects 2,590.14 2,590.14 421 Tree Fine Fund 813.51 813.51 431 Grant Fund -CIP
Streets -481 Gas Tax Fund -611 Liability/Risk Mgt 1,494.89 1,494.89 612 Workers' Comp -621 Office Stores Fund 3,191.83 3,191.83 622 Information Technology 104.95 104.95 623 Vehicle &
Equimpent Maint 1,210.14 4,014.90 5,225.04 624 Building Maintenance 3,520.00 4,190.00 7,710.00 631 638.10 638.10 632 ---Description Void -Printing Issue Erickson, Melissa Reissue of
voided Ck110414 Wu, Charlie Reissue of voided Ck110414 Fund Description Extravaganza Catering Deposit -09/23 Dinner Vehicle & Equipment Replacement IT Equipment Replacement 23
752,997.59 465,498.01 1,218,495.60 ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Check Registers in the A/P Checks By Period
and Year report format TOTAL 24
25
26
27
28
29
30
31
32
33
SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: Review and accept report on Financial Policy Statements RECOMMENDED ACTION That the City Council review and accept the proposed Financial Policy Statements for inclusion in
the annual Operating and Capital Budget document. REPORT SUMMARY As standard financial practice, cities adopt updated financial policy statements as part of the adoption of the budget
each fiscal year. With the extensive revisions the City’s budget and financial system has undergone over the last year, this reference material section of the budget document was not
completed until late this summer; therefore Council was not able to review this significant portion of the budget document during budget adoption last June. The policies as presented
in the budget document are summary level general policy statements for public review. Administrative versions of financial policies would provide more comprehensive and detailed direction
on procedures and processes, and are therefore not included in a summary level document. Staff is requesting Council review and approve these policy statements solely for inclusion in
the budget document. FISCAL IMPACTS None CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not accept proposed Financial Policy Statements ALTERNATIVE ACTION N/A FOLLOW
UP ACTION: To include Financial Policy Statements in annual summary budget document ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS Financial Policy Statements 34
FINANCIAL POLICY STATEMENTS The City of Saratoga manages its financial, operational, and budgetary affairs in accordance with the following general policy statements. These policies
represent long-standing accounting, budgeting, debt, investment, and reserve principles and practices, and are the foundation which guides the City in maintaining its financial stability.
GENERAL FINANCIAL POLICIES: • The City Council’s financial based goals, objectives, and policies will be incorporated into and implemented with the City’s Operating and Capital Budgets.
• Efforts will be coordinated with other governmental agencies and joint power associations to achieve common policy objectives, share the cost of providing governmental services, and
support legislation favorable to cities at the state and federal level. • The City will seek out, apply for, and effectively administer federal, state, local, and foundation grants which
address the City’s current priorities and policy objectives. AUDITING AND FINANCIAL REPORTING: • California State statute requires an annual financial audit of the City’s financial records
and transactions by independent Certified Public Accountants. The city will comply with Generally Accepted Accounting Principles (GAAP) and produce annual financial reports pursuant
to Governmental Accounting, Auditing, and Financial Reporting (GAAFR) guidelines. • Weekly check registers and monthly Cash and Investment Reports will be submitted for review and approval
at City Council meetings. A mid-year budget status report will be presented at the City Council retreat. APPROPRIATIONS AND BUDGETARY CONTROL: • The City Council will adopt an annual
balanced operating budget and the first year of an integrated five-year capital improvement plan budget, to be effective for the fiscal year running from July 1st through June 30th.
Operating and capital budgets are to align with the City’s long-term financial goals. • Each year the Finance Department will provide an updated five year (or longer) financial forecast
to the City Council prior to Council’s review of the proposed annual budgets to provide a long-range fiscal perspective to the City’s economic status. • Budgets are prepared on the same
basis used for financial accounting and reporting: governmental fund types (General, Special Revenue, and Debt Service) are budgeted according to the modified accrual basis of accounting;
proprietary funds (Internal Service Funds) and fiduciary funds are budgeted under the accrual basis of accounting. • The City Council maintains budgetary control at the fund level; any
changes in total fund appropriations during the fiscal year must be submitted to the City Council for review and Council majority approval. Operating Budget appropriations lapse at the
end of each fiscal year unless specifically re-appropriated by the City Council in the following fiscal year. Capital Budget appropriations are structured as a multi-year workplan; therefore
project expenditure balances are 35
carried forward to the following fiscal year as part of the annual budget adoption until funding is exhausted or the project is completed. • The City Manager is authorized to implement
the City’s workplan as approved in the adopted budget. Within a specific fund, the City Manager may transfer appropriations between categories, departments, programs, and projects as
needed to implement the adopted budget, provided no change is made to the total appropriation amount provided for any one fund. • Recurring expenditures are to be funded with recurring
revenues, or funds specifically designated for operational use. One time expenditures may be funded with one-time revenues or fund balances. Fund balance reserves will be used only for
non-recurring one-time and capital projects. • The CIP Streets/Pavement Management program has an established minimum annual funding goal of $1,000,000, with Gas Tax Revenues and Road
Impact Fees as designated funding sources. The $300,000 of designated TEA proceeds previously transferred to the CIP Streets/Pavement Management program was reverted back to the General
Fund effective with the FY 2008/09 budget. • $100,000 of TEA General Fund property tax revenues are designated for CIP Facility Improvements. • The Recreation Department cost recovery
rate is to exceed the California Parks & Recreation Society’s (CPRS) average cost recovery rate for all California recreation departments as established in the current CPRS benchmarking
report. REVENUE POLICIES: • The City will encourage a diversified and stable revenue system to offset short-run fluctuations in any one revenue source. • Designated and legally restricted
tax and revenue funding sources will be accounted for in the appropriate funds. General taxes and revenues not allocated by law or some other contractual agreement to other funds are
accounted for in the General Fund. Capital project revenues are to be directly accounted for in the appropriate capital project fund. • The City establishes user charges and fees at
a level that recovers the direct and indirect activity cost of providing a service or product. The City will consider market rates and charges levied by other municipalities of similar
size for like services in establishing rates, fees, and charges. For services having partial cost recovery objectives, cost recovery ratios may vary according to policy objectives. A
master schedule of User Fees is reviewed and updated each year to adjust fees to the established level. • The City will follow an aggressive policy of collecting local taxes and revenues
due to the City through persistent follow-up procedures, and external resources as necessary. • Unrestricted donations, gifts, and bequests to the City in excess of $5,000 must be brought
to Council for approval and acceptance. All restricted donations, gifts and bequests must be submitted to the Council for approval prior to acceptance. EXPENDITURE POLICIES: • All expenditures
shall be in accordance with the City’s purchasing policy, travel policy, credit card policy, or any other applicable guidelines. 36
• Expenditures are managed at the program level. Program managers are to ensure expenditures do not exceed the budgeted workplan and must take immediate action if at any time during
the fiscal year an operating deficit is projected at year-end. Corrective actions may include expenditure reductions, or with Council approval, budget adjustments, service reductions,
or service fee increases. PURCHASING POLICY: • The City’s current purchasing policy, with an effective date of 4/23/2007, establishes purchasing authority levels, purchasing procedures,
and requirements, for the procurement of supplies, equipment, and services, in conformance with Federal and State codes and regulations, and City Ordinance No. 2-45. • Public Work projects
which are governed by the State’s Public Contract Code are excluded from provisions of the City’s purchasing policy. • Guidelines established by the City’s Purchasing Policy directs
the City’s departments to purchase the best value obtainable, securing the maximum benefit for funds expended, while giving all qualified vendors an equal opportunity to do business
with the City. • All purchases exceeding $5,000, up to $25,000 require written quotes and must be approved by the Purchasing Officer or designee. All purchases exceeding $25,000 must
be authorized by the City Council. FIXED ASSETS AND INFRASTRUCTURE: • All assets with a cost equal to or greater than $10,000 and a useful life of more than one year will be capitalized.
Repairs and maintenance of infrastructure assets will generally not be subject to capitalization unless the repair extends the useful life of the asset. • The City will sustain a long-range
fiscal perspective through the use of a five-year Capital Improvement Plan designed to maintain the quality of City infrastructure, including streets, sidewalks, curbs and storm drains,
lighting, building, parks, and trees. • Asset information is to provide information for preparation of financial statements in accordance with GAAP, with emphasis placed on completion
of GASB 34 34 requirements. INTERNAL SERVICE FUNDS: • Asset replacement and maintenance Internal Service Funds are to provide a consistent level of funding for asset replacement and
building maintenance projects, and ensure sufficient funding is available for the regular maintenance and repair of the City’s vehicles, equipment, and buildings. Internal Services Funds
are established to both allocate operating costs to departments for support and maintenance services in the effort to distribute costs appropriately, and to stabilize the City’s replacement
and operational costs for the purpose of providing an accurate and balanced long-range fiscal perspective of the use of services and assets. • Technology and Office Equipment replacement
and maintenance Internal Service Funds are to provide a consistent level of funding for the replacement of technology assets and projects, and appropriately distribute support and maintenance
costs to departments. 37
• The Liability and Workers Compensation Insurance Internal Service Funds are to maintain adequate reserves to pay all valid self-insured claims and insurance deductibles, including
those incurred but not reported, in order to keep the insurance funds actuarially sound. • Each Internal Service Fund will set recovery charges at rates sufficient to meet all operating
expenses, depreciation, and cash reserve policy objectives. FUND BALANCE RESERVES: • Fund balance reserves in a governmental fund are classified as either Reserved or Unreserved Fund
Balances, depending on purpose. Reserved Fund Balances represent funding set aside for established legal obligations and liabilities, and are not available for appropriation. Unreserved
Fund Balances are comprised of both designated and undesignated fund balances, and are not legally obligated for a specific use. Unreserved Designated Fund Balance Reserves represents
funds identified by Council for an intended use; however as there is no legal obligation, the funds may be re-designated and utilized for another purpose if Council chooses. Unreserved
Undesignated Fund Balance represents funds not yet identified for a specific use by Council, and is available for designation or appropriation. • Adequate reserves are to be maintained
for all known liabilities and established City Council and community directed initiatives. • At year-end, after the City’s financial records are finalized and audited, revenues in excess
of expenditures and funding obligations close out to Unreserved Undesignated Fund Balance. Council established $500,000 as the base amount for Undesignated Fund Balance. Any accumulated
available funding in excess of $500,000 is to be held for appropriation to Capital Improvement and Cost Efficiency projects in the following budget process. • Year–end undesignated fund
balance distribution is to be prioritized as follows: 1. Funding of legal obligation and liability reserves 2. Repayment of borrowing from Fund Balance Reserve to established levels
3. Replenishment of Unreserved Undesignated Fund Balance to $500,000 4. Designation of remaining funds for Capital Improvement and Cost Efficiency Projects • Reserved Fund Balance reserves
are to be maintained on an on-going basis for the following legal obligations and liabilities: 1. Petty cash 2. Retiree Medical (liability amount determined at year-end) 3. Development
Deposits (liability amount determined at year-end) • Unreserved Designated Fund Balance reserves are to be maintained on an on-going basis for the following Council established purposes:
1. Operations Reserve (Established on July 1, 1999 at $2,000,000 to provide working capital cash flow for the General Fund. Interest earnings are applied at fiscal year-end at LAIF interest
rate.) 2. Economic Uncertainty /Hillside Reserve established at $1,500,000 3. Designated for Liability Claims 4. Development Services Fund Balance 5. Environmental Services Fund Balance
38
TREASURY MANAGEMENT: • California Government Code Section 53600; City of Saratoga Municipal Code Section 2-20.035; and Section 16.0 of the City of Saratoga Investment Policy require
the City Council to annually review and approve the City’s Investment Policy. • It is the policy of the City of Saratoga to invest public funds in a manner which will provide the maximum
security with the highest investment return, while meeting the daily cash flow demands of the City and conforming to all state and local statutes governing the investment of funds. •
The Finance & Administrative Services Department shall prepare and present to the City Council in sufficient detail to show the financial condition of the City at month end, the cash
and investments balance by fund, and fund balances by fund type. LONG-TERM DEBT: • Long-term Financing Debt will be confined to capital improvements or special projects that cannot be
financed from current revenues, and is to be used only if the debt service requirements do not negatively impact the City’s ability to meet future operating, capital, and cash reserve
policy requirements. • The term for repayment of long-term financing will not exceed the expected useful life of the project. RISK MANAGEMENT POLICY: • The City is self-insured against
each general liability, auto, and property insurance claim for the first $25,000, and for each workers
compensation claim for the first $250,000. The City carries insurance for claims in excess of these amounts. • The City’s role in managing its risk management program is to be preventative
in nature which will be accomplished through careful monitoring of losses, working closely with the third party administrator, and designing and implementing programs to minimize risk
and reduce losses. 39
SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: ORIGINATING DEPT: City Manager CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan DEPT HEAD: Dave Anderson Acting
City Clerk ______ SUBJECT: Resolution Amending the City of Saratoga’s Conflict of Interest Code RECOMMENDED ACTION: Adopt resolution amending the City of Saratoga’s Conflict of Interest
Code. REPORT SUMMARY: The Political Reform Act requires each City and other local agencies to adopt a Conflict of Interest Code (Code) and to periodically review and update the Code.
The City's existing Code was amended by resolution in December 2004. Since the adoption of the resolution, the City Attorney has reviewed the City’s Designated Employees List (employees
subject to the provisions of the Code), which is attached as an appendix to the Code, and is recommending that it be updated. The City Attorney’s review of the Code consisted of two
components: 1) who should be designated in the code based upon their participation in the making of governmental decisions, and 2) what level of disclosure should be required of each
position. Proposed modifications to the current list would include: ?? Adding the City Clerk, Human Resources Manager, Senior Civil Engineer, and Senior Planner; ?? Deleting the Public
Works Administrative Analyst, Associate Planner, and City Arborist Consultant; ?? Modifying the titles of: o Parks Supervisor to Public Works Manager – Parks o Public Works Supervisor
to Public Works Manager – Streets & Fleet; and ?? Removing the Building Official from the Public Works Department and adding it to the Community Development Department. The attached
resolution would amend the City's Code by requiring additional staff members to annually file a Form 700 – Statement of Economic Interest and would modify city staff titles. These designated
positions are those City officials who make or significantly participate in the making of governmental decisions. The purpose of financial disclosure is to alert public officials to
personal interests that might be affected while they are performing their official duties by making governmental decisions. Disclosure also helps inform the public about potential conflicts
of interest. 40
FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City's Conflict of Interest Code would not be updated to reflect current City practices. ALTERNATIVE ACTION:
N/A FOLLOW UP ACTION: Forward resolution to all city staff. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – Resolution 04-103 Attachment
B – Current Designated Positions and Disclosure Categories – Exhibit B Attachment C – Proposed Resolution Attachment D – Revised Designated Positions and Disclosure Categories – Exhibit
A RESOLUTION NO. 04-103 41
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION 02-066 BY ADDING TO THE LIST OF DESIGNATED EMPLOYEES AND THE HAKONE BOARD IN THE CITY’S CONFLICT OF INTEREST
CODE WHEREAS, Resolution 0-011 adopted the City of Saratoga’s Conflict of Interest Code and Resolution 02-066 amended said resolution by adding the City’s Commission and various staff
positions; and WHEREAS, the Fair Political Practices Commission (“FPPC”) requires periodic review of the Conflict of Interest Code; and WHEREAS, the City has reviewed the code and determined
that several additional positions and the Hakone Board should be added to the list of designated potions therein. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of
Saratoga does hereby amend Resolution 02-066 to replace Exhibit “B” thereto with the document attached hereto as Exhibit “A” in order to add staff positions of Building Official and
City Planners and the Hakone Board to the list of Designated Positions in the Conflict of Interest Code. The above and foregoing resolution was passed and adopted at a regular meeting
of the Saratoga City Council held on the 15th day of December 2004 by the following vote: AYES: Councilmembers Aileen Kao, Nick Streit, Ann Waltonsmith, Vice Mayor Norman Kline, Mayor
Kathleen King NOES: None ABSENT: None ABSTAIN: None /s/Kathleen King, Mayor ATTEST: /s/Cathleen Boyer, City Clerk City of Saratoga Conflict of Interest Code 42
EXHIBIT B DESIGNATED POSITIONS DISCLOSURE CATEGORY City Manager's Office Assistant City Manager A through F City Clerk Human Resources Manager Public Works Department A through F Public
Works Director Parks Supervisors Public Works Supervisor Administrative Analyst Community Development Department A through F Community Development Director Building Official Senior Planner
Recreation Department Recreation Director A through F Administrative Services Department Administrative Services Director A through F Citizen Commission, Committees A through F and Boards
Finance, Heritage Preservation, Library, Parks and Recreation, Planning, Traffic Safety, Youth Consultants City Arborist A through F (only those investments, real estate interests, business
positions and sources of income which are subject to the regulatory, permit or licensing authority of the City of Saratoga, or are within a two-mile radius of the borders of the jurisdiction
of the City of Saratoga) 43
City Geotechnical Consultant A through F (only those investments, business positions, and sources of income of the type which engage in land development, construction or the acquisition
or sale of real property; interests in real property in the jurisdiction, including within a two-mile radius of any property owned or used by the City of Saratoga) City Surveyor A through
F (only those investments, business positions, and sources of income of the type which engage in land development, construction or the acquisition or sale of real property; interests
in real property in the jurisdiction, including within a two-mile radius of any property owned or used by the City of Saratoga) Other Consultants* *Consultants shall disclose pursuant
to the broadest disclosure category in the code subject to the following limitation: The City Manager may determine in writing that a particular consultant, although a "designated position,"
is hired to perform a range of duties that is limited in scope and thus is not required to to fully comply with the disclosure requirements described in this section. Such written determination
shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Manager’s determination is a public
record and shall by retained for public inspection in the same manner and location as this Conflict of Interest Code. KEY TO DISCLOSURE CATEGORIES Category A-1: Investments less than
10% ownership Category A-2: Investments greater than 10% ownership Category B: Real Property Category C: Income and Business Positions Category D: Income -Loans Category E: Income -Gifts
Category F: Travel Payments RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION 04-103 BY ADDING TO THE LIST OF 44
DESIGNATED EMPLOYEES, DELETING SPECIFIC POSITIONS, MODIFYING TITLES OF SPECIFIC POSITIONS, AND RELOCATING SPECIFIC POSITIONS IN THE CITY’S CONFLICT OF INTEREST CODE WHEREAS, the Fair
Political Practices Commission (“FPPC”) requires periodic review of the Conflict of Interest Code; and WHEREAS, the City has reviewed the code and determined that several additional
positions be added to the list of designated positions, several positions be deleted from the list of designated positions, two position titles be modified, and one position be relocated
from the Public Works Department to the Community Development Department; and WHEREAS, The City Council has determined that a “member” shall include, but not be limited to, salaried
or unsalaried members of boards or commissions with decision-making authority. A board or commission possesses decision-making authority whenever: a. It may make a final governmental
decision; b. It may compel a governmental decision; or it may prevent a governmental decision either by reason of an exclusive power to initiate the decision or even by reason of veto
which may not be overridden; or c. It makes substantive recommendations, which are, and over an extended period of tine have been regularly approved without significant amendment or
modification by another public official or governmental agency. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby amend Resolution 04-103 to replace
Exhibit “B” with the document attached hereto as Exhibit “A” in order to add staff positions, delete staff positions, modify titles of two staff positions, and relocate one staff position.
The above and forging resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 1st day of October 2008 by the following vote: AYES: NOES: ABSTAIN:
ABSENT: __________________________ Ann Waltonsmith, Mayor ATTEST: __________________________________ Ann Sullivan, Acting City Clerk City of Saratoga Conflict of Interest Code 45
EXHIBIT A DESIGNATED POSITIONS DISCLOSURE CATEGORY City Manager's Office A through F Assistant City Manager City Clerk Human Resources Manager Public Works Department A through F Public
Works Director Public Works Manager – Parks Public Works Manager – Streets and Fleet Senior Civil Engineer Community Development Department A through F Community Development Director
Building Official Senior Planner Recreation Department A through F Recreation Director Administrative Services Department A through F Administrative Services Director Citizen Commissions,
Committees A through F and Boards Heritage Preservation, Library, Parks and Recreation, Planning, Traffic Safety, Youth Consultants City Geotechnical Consultant A through F (only those
investments, business positions, and sources of income of the type which engage in land development, construction or the acquisition or sale of real property; interests in real property
in the jurisdiction, including within a two-mile radius of any property owned or used by the City of Saratoga) 46
City Surveyor A through F (only those investments, business positions, and sources of income of the type which engage in land development, construction or the acquisition or sale of
real property; interests in real property in the jurisdiction, including within a two-mile radius of any property owned or used by the City of Saratoga) Other Consultants* *Consultants
shall disclose pursuant to the broadest disclosure category in the code subject to the following limitation: The City Manager may determine in writing that a particular consultant, although
a "designated position," is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in this section.
Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Manager’s
determination is a public record and shall by retained for public inspection in the same manner and location as this Conflict of Interest Code. KEY TO DISCLOSURE CATEGORIES Category
A-1: Investments less than 10% ownership Category A-2: Investments greater than 10% ownership Category B: Real Property Category C: Income and Business Positions Category D: Income -Loans
Category E: Income -Gifts Category F: Travel Payments 47
SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: ______ ORIGINATING DEPT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John Cherbone DEPT HEAD: John Cherbone
SUBJECT: Capital Improvement Plan (CIP) F.Y. 08/09 Update – Public Hearing and Environmental Impact Assessment ______________________________________________________________________________
RECOMMENDED ACTION(S): 1. Receive report, conduct Public Hearing, and provide direction to staff. 2. Adopt attached Environmental Impact Assessment for new CIP projects (Attachment 2).
3. Adopt Resolution amending the Fiscal Year 08/09 Budget reflecting Council direction from the May 7th , May 21st , June 3rd , and July 19th City Council Study Sessions (Attachment
3) 4. Adopt Resolution amending the Fiscal Year 08/09 Budget connected to the Saratoga-Sunnyvale Road Paving Project. REPORT SUMMARY: CIP Process This is the continuation of the 2008/2009
update of the CIP, which was set in motion at the CIP Study Session held on May 7th and subsequent Study Sessions held on May 21st, June 3rd, and July 19th. The main focus of this meeting
is to review the Environmental Impact Assessment connected to new projects and adopt the final CIP project list. General Plan Conformity At their September 10th meeting the Planning
Commission reviewed the 42 new CIP projects for General Plan conformity and subsequently found no issues in connection with the General Plan (see attached Planning Commission Resolution
No. 08-042, Attachment 1). Environmental Assessment Please find attached the Environmental Impact Assessment and the Environmental Checklist Form for the 2008-2009 CIP Update, which
lists the environmental category under which each project is expected to fall (Attachment 2). 48
Of the 42 new projects under consideration in the 2007-2008 CIP Update, 39 are classified as categorically exempt. The Highway 9 Safety Project Phase III, the De Anza Trail Phase II,
and the Village Creek Trail will be evaluated for environmental impacts. Budget Resolutions Please note that the budget resolutions will be distributed to City Council prior to the City
Council Meeting. Recommended Action #3 will amend the FY 08/09 budget connected to new CIP projects (Attachment 3). Recommended Action #4 will amend the FY 08/09 budget connected to
the Saratoga-Sunnyvale Road Paving Project. This resolution does not approve more funding for this project, but corrects accounting issues connected to the suspension of the contract
for the 2007 Pavement Management Program and subsequent transfer of unfinished work to a different contractor who was performing the Saratoga-Sunnyvale Road Paving Project. CIP Project
List Please find attached a copy of the CIP Spreadsheet (Attachment 4) reflecting City Council direction. A hard copy of the spreadsheet will be available for you at the City Council
Meeting. Additionally, staff will place a hard copy in your Council Office in-box so you can review it earlier if you prefer. The spreadsheet describes each project and its corresponding
funding level. The expenditures to date and project balances are draft numbers which will be verified by the Administrative Services Department prior to final adoption by City Council.
This is necessary due to the implementation of the new Finance software and verification of end of year expenditures. Once the project balance numbers have been verified, staff will
submit the final CIP spreadsheet to City Council for final adoption. FISCAL IMPACTS: Adoption of the Budget Resolutions will provide staff the authority to move forward with implementation
of the CIP. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The 2008-2009 CIP Update would not be approved and the implementation of the CIP projects would not move forward. ALTERNATIVE
ACTION(S): 2 of 3 49
3 of 3 None in addition to the above. FOLLOW UP ACTION(S): Projects listed in the CIP will be implemented per City Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing
additional. ATTACHMENTS: 1. General Plan Conformity Resolution. 2. Environmental Impact Assessment and Environmental Checklist Form. 3. Final CIP Project Spreadsheet. 50
Approval of Resolution No. 08-042 CITY OF SARATOGA PLANNING COMMISSION STATE OF CALIFORNIA WHEREAS, the City of Saratoga Planning Commission has received a request from the Public Works
Director to find that the Proposed Capital Improvement Program is consistent with the City of Saratoga General Plan; and WHEREAS, the Planning Commission reviewed and considered the
materials submitted by the Public Works Director which include a listing of each capital project and the corresponding General Plan Goal and Policy, attached as Exhibit A. NOW, THEREFORE,
the Planning Commission of the City of Saratoga does hereby find that the proposed Capital Improvement Program is consistent with the Goals and Policies of the City of Saratoga General
Plan in that the various improvement projects implement the programs and objectives outlined in the various General Plan Elements. PASSED AND ADOPTED by the City of Saratoga Planning
Commission, State of California, on September 10, 2008, by the following roll call vote: AYES: Hlava, Kumar, Kundtz, Nagpal, Rodgers, Zhao and Cappello NOES: ABSENT: ABSTAIN: ________________________
_____________ Manny Cappello, Chair ATTEST: ___________________________________________ John Livingstone, Secretary 51
ENVIRONMENTAL IMPACT ASSESSMENT 2008-2009 CAPITAL IMPROVEMENT PLAN UPDATE In compliance with th e requirem ent s of the Ca liforn ia Environme ntal Qu ality Act (CEQA), a review of all
proj ects prop osed for the 2008 -2009 Capi ta l Improvem ent Plan (C IP) Update has been mad e to determine whe ther an y of these proj ect s wo uld have a significant env iro nmenta
l impact. The Sta te CEQA Guide lines define significa nt effect as a " substantial or pot entiall y substantia l, ad ver se change in the ph ysical condit ions .. .of an area." Implem
ent ati on of the majorit y o f th e CIP pr oj ects will not have an adverse impact on the env ironment. Of th e 42 proj ect s und er conside ratio n in the 200812009 CIP Upda te , 39
are class ified as ca tegorically exempt. These proj ect s involve mainten an ce, rep air, or minor alterations or additions to ex isting fac ilities (C lass 1), repl acement or recons
truction of ex ist ing structures or fac ilities (C lass 2), new struc tures of small size and are id entified by CEQA as not having a significant effec t on th e env ironment (C lass
3) , or minor alte ra tio ns to land (C lass 4). These proj ect s are : Project Street Improvement Projects Traffic Safety and Traffic Calming Funding So urce: Cox Avenue Tr affic and
Ped estrian Safety Improvem ent s: Mo nta lvo Road Traffi c Ca lming: Aspesi Drive Tr affi c Calming: Brookglen Drive Traffi c Ca lm ing : Cox Avenue Tr affic Calming : Prospect Road
Medi an Project -Phase I: Prospect Road Median Proj ect -Subsequent Phases: Annua l Sidewalk Repair: Annual Storm Dr ain Upgrade s: Co mer Drive Retain ing Wall Rep ai r : Park and Trail
Improvement Projects Park Rest room Imp rovem ent Work : Lower Tank Trail (Pa rke r Ran ch ) Rep ai r Project: Petanque Co urt at Azule Parle Her itage Orcha rd Mo nument Sign: Facility
Improvement Projects North Camp us Building Rem oval Project: Multi-Purpose Room Improvem en ts Fund: Hakone Garde ns Up per Moon Hou se Fo unda tion Rep air : CEQA Class N/A 333333311211
33 4N/A 1 5
2Corporatio n Yard Equipment Shel ter Structure : KSAR Audio/V ideo Upg rades: McWilliams Hou se Improvem ent s -Phase 2: North Campus Improvements Fund: Big Basin Way Turn Aro und:
City Hall Parkin g Improvements: Bu s Stop She lte r Concrete Pad s & Wooden She lte rs: Hakone Garde ns Visitor Ce nter Design: City Hall Eme rge ncy Generato r Project: 3rd Street
Parking Lot Improvement s: City Compost Bins: Operational Effi ciency Improvement Project Document Im agin g Proj ect -Community Developmen t: City Webs ite Upgrade Pr oject: Operation
al Effic iency Funding So urce: City Hall Sol ar Project: Cool Roofs: High Efficiency HVAC Systems: Double Pane Windows: Energy Star Compliant Appliances: Ceiling Insulation : Moti on
Control Light ing : 3N/A 1 N/A 343N/A N/A 13N/A N/A N/A 3111N/A 11 Three proj ect s, th e Highway 9 Sa fety Project Ph ase III , th e De Anza Trail Phase II, and the Village Creek Tra
il wi ll be evaluated for env ironmental impact s and a Notice of Exemptio n or Negative Decl aration will be filed. Staff recommends th at a blanket Categorica l Exemption be iss ued
for th e projects in the 2008/2009 CIP Update, with the excepti on of the three above men tion ed proj ect s, which will require a more det ail ed env ironmental assessment. Respect
full y submitte d, ~~ J0 1111 Che rbo ne Public Works Director John Liv ingsto ne Community Developmen t Direc tor 53
PROJECT PROJECT DESCRIPTION SUMMARY ESTIMATED APPROVED PROJECT PROJECT COST BUDGET CIP PARK DEV. GRANTS OTHER GAS TAX EXPENDITURE BALANCE PROJECT STATUS AND NOTES FUND FUND SOURCE FUND
TO DATE # (06/30/08) (07/01/08) # STREET IMPROVEMENT PROJECTS A B C D E F G H I Street Repair & Resurfacing Projects 1 Annual Street Resurfacing: Annual street resurfacing connected
to the City's Pavement Management Program 2,405,504 2,405,504 53,619 0 1,283,693 474,000 594,192 0 2,405,504 1 2 Annual Street Restriping: Annual Street Restriping Work 65,000 65,000
0 0 0 65,000 0 0 65,000 2 3 Roadway Safety and Traffic Calming Projects 3 4 Highway 9 Safety Project Phase I: Saratoga's portion of the three City Highway 9 Safety corridor project.
Project to focus on bicycle improvements. 100,000 100,000 100,000 0 0 0 0 93,740 6,260 Construction complete. 4 5 ADA Accessible Traffic Signal Project: Audible Signal Project at various
traffic signal locations throughout the City. 74,526 74,526 0 0 74,526 0 0 0 74,526 Work ongoing. CDBG grant funded. Approved by City Council on 3/21/07. 5 6 Solar Powered Radar Feedback
Signs -Phase I: Provides funding for solar powered radar feedback signs. 62,000 62,000 62,000 0 0 0 0 47,806 14,194 Work ongoing. 6 7 Traffic Safety: Traffic safety funds for implementation
of safety improvements approved by Traffic Safety Commission. 100,000 100,000 100,000 0 0 0 0 88,243 11,757 Work ongoing. 7 8 Highway 9 Safety Project Phase II: Project to focus on ped
improvements along the Highway 9 corridor. Majority of improvements in Saratoga. 1,020,000 1,020,000 90,000 0 900,000 30,000 0 0 1,020,000 Design work in progress. HSIP Grant Funded.
Approved by City Council on 4/4/07. Construction scheduled to begin in spring 2009. 8 9 Highway 9 Safety Project Phase III: Project to focus safety improvements at Austin Way along the
Highway 9 corridor. Additional improvements include bicycle detectors at all controlled intersections. 509,000 509,000 27,000 0 482,000 0 0 0 509,000 New project FY 08/09. Design work
to begin in fall 2008. 9 10 Traffic Safety and Traffic Calming Funding Source: Funding aimed at implementing unfunded CIP projects related to roadway traffic safety & traffic calming.
The Traffic Safety Commission will prioritize and recommend to the City Council which projects should be funded. 150,000 150,000 150,000 0 0 0 0 0 150,000 Work ongoing. TSC will recommend
specific projects that are listed as unfunded in the CIP related to traffic safety and traffic calming. 10 Unfunded Roadway Safety and Traffic Calming Projects 11 Pedestrian Refuge Area
at Quito/McCoy Intersection: Center refuge area and crossing improvements on Quito Road at McCoy. 15,000 0 0 0 0 0 0 0 0 11 12 Herriman Avenue Crosswalk Improvements: Crosswalk enhancements
located on Herriman Avenue @Lexington and Saratoga Vista. 25,000 0 0 0 0 0 0 0 0 12 13 Herriman Avenue Sidewalk Improvements Option 1: Asphalt sidewalk/pathway leveling course between
AC berm and PCC Curb. 25,000 0 0 0 0 0 0 0 0 13 14 Herriman Avenue Sidewalk Improvements Option 2: New sidewalk/pathway along the south side including retaining walls and landscape modifications.
150,000 0 0 0 0 0 0 0 0 14 15 Komina Walking Path: Walking Path on one side of Komina adjacent to Oak Street School. 100,000 0 0 0 0 0 0 0 0 15 16 Saratoga Elementary School Driveway
and Sidewalk Modification: Driveway and sidewalk modification to increase capacity of drop-off lane. 50,000 0 0 0 0 0 0 0 0 16 17 Solar Powered Radar Feedback Signs -Phase II: Provides
funding for 4 solar powered radar feedback signs. Location(s) to be determined by the Traffic Commission. 50,000 0 0 0 0 0 0 0 0 17 18 Glen Brae Avenue Median Choker: Concrete median
choker on Glen Brae Avenue for traffic calming. 15,000 0 0 0 0 0 0 0 0 18 19 Cox Avenue Traffic and Pedestrian Safety Improvements: This project would provide crosswalk and other safety
improvements on Cox Avenue between Saratoga Avenue and Paseo Presada 75,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 19 20 Montalvo Road Traffic Calming: This project would provide traffic
calming calming by constructing a raised median on Montalvo Road. 15,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 20 21 Aspesi Drive Traffic Calming: This project would provide traffic
calming by constructing a raised median on Aspesi Drive. 12,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 21 22 Brookglen Drive Traffic Calming: This project would provide traffic calming
by constructing a raised median on Brookglen Drive. 25,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 22 23 Cox Avenue Traffic Calming: This project would provide traffic calming by constructing
a speed bump on Cox Avenue between Paseo Presada and Quito Road. 8,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 23 Street Median & Landscape Improvements 24 Prospect Road Median Project
-Phase I: This project will implement the first phase of the Prospect Road Median Master Plan. $150,000 has been allocated for construction and $50,000 for grant matching funds. 200,000
200,000 200,000 0 0 0 0 0 200,000 Phase I work (Master Plan -Median #11) currently underway. Design work to be complete in fall 2008. 24 25 Village Tree Lighting -Side Streets: Install
necessary electrical improvements for side street tree lighting. 50,000 50,000 7,000 0 0 43,000 0 22,055 27,945 Work to be incorporated into future Village Improvement Project. 25 26
City Entrance Signs/Monuments Including Highway 9: Installation of Entry Signs/Monument at City entry points where none exist. 27,821 27,821 27,821 0 0 0 0 4,033 23,788 Existing monuments
rehabilitated. New entry monuments to be determined. Funds for Highway 9 entry monument included in project. 26 Unfunded Median & Landscape Improvements 27 Prospect Road Median Project
-Subsequent Phases: This project will implement the subsequent phases of the Prospect Road Median Master Plan. $150,000 has been allocated for Phase I construction and $50,000 for grant
matching funds. The project cost is for all remaining phases. 2,544,630 0 0 0 0 0 0 0 0 Grant funding will be will be sought to fund subsequent phases based on the Prospect Road Median
Master Plan. 27 Sidewalks, Curbs, Gutters & Storm Drains 28 Annual Sidewalk Repair: Removal of tripping hazards on City owned sidewalks. 50,000 50,000 50,000 0 0 0 0 0 0 New Project
FY 08/09. 28 29 Annual Storm Drain Upgrades: Funds for storm drain rehabilitation and drainage improvements. 50,000 50,000 50,000 0 0 0 0 0 0 New Project FY 08/09. 29 30 Sobey Road Culvert
Repair: Replacement of CMP Culvert undermined during winter of 05/06. 150,000 150,000 0 0 0 0 150,000 0 150,000 Project construction scheduled summer 2009. 30 31 Village Streetscape
Improvements (Sidewalk/C&G): Replace sidewalk and curb & gutter for safety and beautification. 626,000 626,000 0 0 0 626,000 0 88,867 537,133 $741,000 funded by Caltrans. $115,000 Transferred
to Village Pedestrian Enhancement Project for local match. 31 32 Saratoga Sunnyvale Road ADA Curb Ramps: ADA curb ramp improvements at various locations along Saratoga-Sunnyvale Road.
57,309 57,309 0 0 57,309 0 0 2,525 54,784 Work ongoing. CDBG grant funded. Approved by City Council on 11/01/06. 32 33 Village Pedestrian Enhancement Project: Crosswalk safety improvements
and other pedestrian related enhancements in the Village. 540,000 540,000 115,000 0 425,000 0 0 0 540,000 Village design contract approved by City Council. VTA grant funded. $115,000
required for local match. Funding identified. 33 34 Village News Rack Enclosures: Enhancements to the Village News Rack Enclosures. 30,000 30,000 30,000 0 0 0 0 2,220 27,780 Work ongoing.
34 35 Village Façade Matching Program: Matching funds to business/property owners directed at improving building facades. 20,000 20,000 20,000 0 0 0 0 570 19,430 Work ongoing. 35 36
Saratoga-Sunnyvale Road Gateway Project (pathways): Continuation of Gateway Project directed at pathway improvements. 74,147 74,147 74,147 0 0 0 0 16,924
57,223 Work scheduled fall 2008. 36 37 Saratoga Avenue Sidewalk Project: Continuation of sidewalk/pathway improvements along Saratoga Avenue: 42,489 42,489 0 0 42,489 0 0 0 42,489 TDA
grant funded. Approved by City Council on 05/16/07. 37 Unfunded Sidewalk and Storm Drain Projects 38 Quito Road Sidewalk Improvements: Construction of new sidewalk improvements on Quito
Road between Highway 85 and Allendale Avenue. 150,000 0 38 39 Chester Avenue Storm Drain Improvements: Storm drainage improvements in the Chester Avenue area. 300,000 0 39 40 El Camino
Grande/Monte Vista Storm Drain Improvements: Storm drainage improvements in the Monte Vista/El Camino Grande area. 300,000 0 40 Bridge and Retaining Wall Projects 41 Comer Drive Retaining
Wall Repair: This project would repair a failing retaining wall along Comer Drive. 200,000 200,000 0 0 0 200,000 0 0 200,000 Project funded through the Economic/Hillside Reserve Fund.
41 42 Quito Road Bridge Replacement Project (Design): Replacement of two existing substandard bridges on Quito Road -Design Phase 465,729 465,729 41,800 0 364,799 59,130 0 455,999 9,730
Design 95% complete. Project delayed due to right of way issues. 42 43 Quito Road Bridge Replacement Project (Construction): Replacement of two existing substandard bridges on Quito
Road -Environmental/Construction Phase 2,978,000 2,977,141 113,000 0 2,636,423 227,718 0 0 2,977,141 Project delayed due to right of way issues. 43 44 4th Street Bridge: Rehabilitation
of existing bridge at 4th & Saratoga Creek. 587,000 587,000 100,000 0 487,000 0 0 0 587,000 HBRR application submitted. 44 Total Street Improvement Projects $14,494,155 $10,633,666 $1,411,387
$0 $6,753,239 $1,724,848 $744,192 $822,982 $9,710,684 PARK & TRAIL IMPROVEMENT PROJECTS Park Projects 45 Kevin Moran Park Improvements: Development of unimproved areas at Kevin Moran
Park. 1,500,000 1,500,000 1,197,546 0 302,454 0 0 228,943 1,271,057 Construction to begin in Fall 2008. $302,454 from 2002 Park Bond Act. 45 46 West Valley College Soccer Field Improvements
Funding for Improvements to two soccer fields located at West Valley College. 325,000 325,000 250,000 75,000 0 0 0 316,516 8,484 Both playfields improved. Project 95% complete. 46 47
Wildwood Park Improvements: Rebuild of Wildwood Park wood stage due to structural integrity issues and other minor improvements to the park. 40,000 40,000 0 0 40,000 0 0 32,271 7,729
Stage rehabilitation complete. Project 95% complete. 47 . 48 Wildwood Park Water Feature -Seating Improvements: Installation of concrete seating improvements around the perimeter of
the water feature. 10,000 10,000 0 10,000 0 0 0 2,801 7,199 48 49 Historic Park Landscaping Improvements: Removal of existing landscaping and installation of new landscaping and irrigation.
37,200 37,200 0 37,200 0 0 0 0 37,200 49 50 Park/Trail Repairs: Various infrastructure improvements to City parks and trails. 230,000 230,000 230,000 0 0 0 0 208,871 21,129 Work ongoing.
50 51 Citywide Tree Replanting: Citywide tree replanting project including irrigation for parks, medians, right-of-ways, and open spaces. 175,000 175,000 0 0 0 175,000 0 123,265 51,735
Funding via tree violation fines. Work also includes tree replanting along City right-of-ways. 51 52 Hakone Garden D/W: Driveway and retaining wall improvements. 200,000 180,000 180,000
0 0 0 0 37,171 142,829 Driveway mitigation work to be included in 2008/2009 PMP project. $20,000 allocated to North Campus Matching Fund Program. 52 53 Hakone Gardens Visitor Center/Matching
Funds: Matching Funds from Park Development Fees for Visitor Center at Hakone Gardens. 250,000 250,000 0 250,000 0 0 0 0 250,000 53 54 Ravenswood Park Playground Upgrade Project: Replacement
of existing substandard play equipment. 55,000 55,000 0 55,000 0 0 0 0 55,000 Design underway. Construction scheduled for spring 2009. 54 55 El Quito Park Improvements: Various improvements
to El Quito Park including new water fountain, rehab of ex. picnic area and frontage landscaping. 125,000 125,000 0 0 0 125,000 0 6,791 118,209 Landscape and Lighting funded project.
55 Trail Projects 0 56 De Anza Trail: Development of new trail along the PG&E right-of-way. 1,997,577 1,997,577 0 0 1,598,062 399,515 0 371,174 1,626,404 Construction to begin in Fall
2008. 56 57 Heritage Orchard Perimeter Path Improvements: Construction of a dirt path around the perimeter of the Heritage Orchard. 25,000 25,000 0 25,000 0 0 0 18,847 6,153 Work ongoing.
57 58 Trail Segment #3 Repairs: Erosion repair work to Trail Segment #3 ('Tank Trail'). 16,500 16,500 0 16,500 0 0 0 8,588 7,912 Work ongoing. 58 59 Teerlink Ranch Trail Repair: Repair
of trail segment located in Teerlink Ranch damaged during winter of 05/06. 30,000 30,000 0 30,000 0 0 0 7,758 22,242 Work scheduled to begin in Fall 2008. 59 60 San Marcos Open Space
Trail: Development of a new trail through the San Marcos Open Space. 27,500 27,500 0 27,500 0 0 0 26,520 980 Work ongoing. 60 Unfunded Park & Trail Projects (# ) = Funding Priority 61
(1) Park Restroom Improvement Work: This project would provide funding for various improvements and upgrades at City Park Restrooms. 34,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 61 62
(2) Lower Tank Trail (Parker Ranch) Repair Project: This project would repair erosion and minor slides on the trail link which connects Parker Ranch Ranch Road to Picea Court in the
Parker Ranch Subdivision. 20,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 62 63 (3) Petanque Court at Azule Park: This project would provide funding for the construction of a Petanque Court
at Azule Park adjacent to the Tennis Court. 25,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 63 64 (4) De Anza Trail Phase II: This project would extend the De Anza Trail from Saratoga-Sunnyvale
Road to Arroyo De Arguello. 75,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 64 65 (5) Wildwood Park Pedestrian Bridge Rehabilitation: Rehabilitation of existing pedestrian bridge to Wildwood
Park. 125,000 0 0 0 0 0 0 0 0 65 66 (6) Village Creek Trail: This project would fund the construction of a trail along Saratoga Creek running the length of the Village. 75,000 0 0 0
0 0 0 0 0 New Project FY 08/09. 66 67 (7) Calabazas Creek Trail: Installation of a pathway running along Calabazas Creek from Saratoga-Sunnyvale Road to the UPRR Tracks. 100,000 0 0
0 0 0 0 0 0 67 68 (8) Odd Fellows Trail Development: Development of a new trail through the Odd Fellows property establishing a link to the San Marcos Open Space. 60,500 0 0 0 0 0 0
0 0 68 69 (9) Heritage Orchard Monument Sign: This project would fund the construction of a Heritage Orchard monument sign to be located at the corner of Fruitvale and Saratoga Avenues.
Plans have been developed by the Heritage Commission. 35,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 69 Total Park & Trail Projects $5,593,277 $5,023,777 $1,857,546 $526,200 $1,940,516
$699,515 $0 $1,389,515 $3,634,262 FACILITY IMPROVEMENT PROJECTS 70 North Campus Building Removal Project: This project would remove the front two buildings at the North Campus. 75,000
75,000 75,000 0 0 0 0 0 75,000 New Project FY 08/09. 70 71 Multi-Purpose Room Improvements Fund: The purpose of this fund would be to set aside funding for the purpose of building a
City multi-purpose room. 250,000 250,000 250,000 0 0 0 0 0 250,000 New Project FY 08/09. 71 72 Hakone Gardens Upper Moon House Foundation Repair: This project would repair the foundation
of the Upper Moon House at Hakone Gardens. 125,000 125,000 125,000 0 0 0 0 0 125,000 New Project FY 08/09. 72 73 Corporation Yard Equipment Shelter Structure: This would provide the
structure to which solar panels could be mounted as well as provide shelter for vehicles and equipment. 100,000 100,000 100,000 0 0 0 0 0 100,000 New Project FY 08/09. 73 74 KSAR Audio/Video
Upgrades: This project would fund audio and video upgrades for broadcasting the KSAR Community Television station. 9,000 9,000 9,000 0 0 0 0 0 9,000 New Project FY 08/09. 74 75 McWilliams
House Improvements -Phase 2: This project would continue minor building improvements aimed at restoring the McWilliams House. 10,000 10,000 10,000 0 0 0 0 0 10,000 New Project FY 08/09.
75 76 North Campus Improvements: Exterior and interior upgrades to the facilities at the North Campus (Administration Building and Fellowship Hall). 1,140,000 1,140,000 990,000 0 0 150,000
0 962,047 177,953 Work ongoing. Administration Building remodel complete. Fellowship Hall remodel underway. 76 77 Warner Hutton House Improvements: Improvements to the Warner Hutton
for rentals: 94,100 94,100 94,100 0 0 0 0 88,233 5,867 Work ongoing. 77 78 Civic Center Landscape Improvements: Landscape, irrigation, and hardscape improvements at the Civic Center,
110,000 110,000 110,000 0 0 0 0 106,615 3,385 Work ongoing. 78 79 Annual Facility Improvements: Provides funding for various facility maintenance projects. 100,000 100,000 100,000 0
0 0 0 70,190 29,810 Work ongoing. 79 Unfunded Facility Projects 80 North Campus Improvements Fund: The purpose of this fund is to set aside funding each year for capital improvements
at the North Campus such as new public facilities 50,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 80 81 Big Basin Way Turn Around: This project would construct a turn around at the end
of the Village that would provide drivers an additional option for circulation through Village. 100,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 81 82 City Hall Parking Improvements: This
project would create additional parking at City Hall by removing landscaping near the corner of Fruitvale and Allendale. 100,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 82 83 Bus Stop
Shelter Concrete Pads & Wooden Shelters: This project would fund the concrete pads and wooden shelters necessary to install bus stop shelters at 4 select locations along bus routes in
the City. 40,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 83 84 Hakone Gardens Visitor Center Design: This project would fund the design work for the Hakone Gardens Visitor Center. 100,000
0 0 0 0 0 0 0 0 New Project FY 08/09. 84 85 City Hall Emergency Generator Project: This project would fund the purchase and installation of an emergency generator at City Hall. 50,000
0 0 0 0 0 0 0 0 New Project FY 08/09. 85 86 3rd Street Parking Lot Improvements: This project would fund minor improvements to two small contiguous private parking lots located off of
3rd Street in order to gain public parking access 25,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 09. 86 87 City Compost Bins: This project would construct one or more large compost bins
to be located on City owned property such as a park. 10,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 87 Total Facility Improvement Projects $2,488,100 $2,013,100 $1,863,100 $0 $0 $150,000
$0 $1,227,086 $786,014 OPERATIONAL EFFICIENCY PROJECTS 88 Document Imaging Project -Community Development: This would provide the structure to which solar panels could be mounted as
well as provide shelter for vehicles and equipment. 60,000 60,000 60,000 0 0 0 0 0 60,000 New Project FY 08/09. 88 89 City Website Upgrade Project: This will provide funding to upgrade
the City's Website to better serve residents and the public. 50,000 50,000 50,000 0 0 0 0 0 50,000 New Project FY 08/09. 89 90 Operational Efficiency Funding Source: Funding aimed at
implementing unfunded CIP projects related to operational efficiencies. The Facility Division will prioritize and recommend to the City Council which projects should be funded. 44,000
44,000 44,000 0 0 0 0 0 44,000 New Project FY 08/09. 90 Unfunded Operational Efficiency Projects 91 City Hall Solar Project: This project would provide solar power to the Community Center
and Maintenance Building. 444,326 0 0 0 0 0 0 0 0 New Project FY 08/09. 91 92 Cool Roofs: This project would replace aging roofs at the Community Center and City Hall with sunlight reflecting
“ cool roof systems” 164,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 92 93 High Efficiency HVAC Systems: This project would replace aging Heating, Ventilation, and Air Conditioning (HVAC)
systems at the Community Center and City Hall 690,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 93 94 Double Pane Windows: This project would replace the old single-pane windows at the Community
Center and City Hall with new double-pane windows 157,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 94 95 Energy Star Compliant Appliances: This project would replace the old dishwashing
machines, clothes washers and dryers, refrigerators, freezers, etc 20,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 95 96 Ceiling Insulation: This project would increase the R-Value of all
ceiling insulation in City buildings. 160,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 96 97 Motion Control Lighting: This project would automate the lighting controls in City buildings.
8,000 0 0 0 0 0 0 0 0 New Project FY 08/09. 97 Total Operational Efficiency Improvements $1,797,326 $154,000 $154,000 $0 $0 $0 $0 $0 $154,000 ADMINISTRATIVE PROJECTS 98 Financial System
Upgrade: Financial software and hardware system upgrade. 100,000 100,000 100,000 0 0 0 0 95,380 4,620 Work ongoing. 98 99 Document Imaging Project -Public Works Transfer of hard copy
documents into electronic imaging format. 113,000 113,000 113,000 0 0 0 0 35,269 77,731 Work ongoing. 99 Total Administrative Projects $213,000 $213,000 $213,000 $0 $0 $0 $0 $130,649
$82,351 TOTAL ALL CIP PROJECTS $22,097,758 $16,024,443 $3,635,933 $526,200 $8,693,755 $2,424,363 $744,192 $2,343,146 $13,581,297 Proposed CIP Projects for Fiscal Year 08/09. KEY: Capital
Improvement Plan Project List IDENTIFIED SOURCE OF FUNDS FY 2008-2009 Update Draft 54
PROJECT # Public Safety Projects 1 Saratoga-Sunnyvale/Seagull Traffic Signal: 2 Quito Road Bridge Replacement Project: 3 Herriman Avenue Traffic Signal: 4 Verde Vista Ln. Traffic Signal:
5 4th Street Bridge: 6 Traffic Calming (NTMP): 7 Safe Routes to Schools: 8 ADA Improvements (Hakone): 9 Highway 9 Traffic Signal Modifications: 10 Playground Safety (Brookglen, El Quito,
Wildwood): 11 Kirkmont Dr. Traffic Signal: 12 Sobey Road/Quito Road Traffic Improvements: 13 Norton Road Fire Access: 14 Aloha Street Safety Improvements: 15 Highway 9/Oak Place Pedestrian
Signal: Total Public Safety Projects 55
Saratoga-Sunnyvale/Seagull Traffic Signal: Quito Road Bridge Replacement Project: Herriman Avenue Traffic Signal: Verde Vista Ln. Traffic Signal: 4th Street Bridge: Traffic Calming (NTMP):
Safe Routes to Schools: ADA Improvements (Hakone): Highway 9 Traffic Signal Modifications: Playground Safety (Brookglen, El Quito, Wildwood): Kirkmont Dr. Traffic Signal: Sobey Road/Quito
Road Traffic Improvements: Norton Road Fire Access: Aloha Street Safety Improvements: Highway 9/Oak Place Pedestrian Signal: Total Public Safety Projects Infrastructure Projects City
Wide Traffic Signal Upgrades: El Camino Grande/Monte Vista Storm Drain Improvements: Saratoga-Sunnyvale Road "Gateway" Improvements: El Quito Area Curb & Gutter Replacement: Village
Streetscape Improvements (Sidewalk/C&G): Village Streetscape Improvements (Landscaping): Storm Drain Upgrades: Median Repairs (Landscaping/Irrigation): Cox Avenue Railroad Crossing Arms
Upgrade: Prospect Avenue Medians: Blaney Plaza Improvements -Master Plan Phase: City Entrance Signs/Monuments: Blaney Plaza Improvements -Construction Phase: Chester Avenue Storm Drain
Improvements: Total Infrastructure Projects 56
New traffic signal @Saratoga-Sunnyvale & Seagull Replacement of two bridges on Quito Road New traffic signal @Herriman & Saratoga. Warrant study needed. New traffic signal @Verde Vista
& Sara-Sunny. Meets warrants. Replacement of existing substandard bridge at 4th & Saratoga Creek. Annual funding for implementation of traffic calming toolkit. Annual funding for implementation
of Safe Routes to School Program. ADA improvements per Hakone Foundation lease agreement. Modification to Hwy 9 traffic signal in connection w/new fire dept. Replacement of existing
substandard play equipment. New traffic signal @Kirkmont & Sara-Sunny. Warrant study needed. Software and hardware upgrades to the City's traffic signals Storm drain improvements in
the El Camino Grande/Monte Vista Area Roadway improvements to Saratoga-Sunnyvale Road Replacement of rolled curb & gutter for drainage mitigation. Replace sidewalk and curb & gutter
for safety and beautification. Landscape beautification improvements. Annual funds for storm drain rehabilitation and drainage improvements. Plant replacement and irrigation improvements
in existing medians. Upgrade of crossing arm in conjunction with rail surface improvements. New landscaped medians for beautification of Prospect Avenue. 57
New traffic signal @Saratoga-Sunnyvale & Seagull. Meets warrants. Replacement of two existing substandard bridges on Quito Road. New traffic signal @Herriman & Saratoga. Warrant study
required. New traffic signal @Verde Vista & Sara-Sunny. Meets warrants. Rehabilitation of existing bridge at 4th & Saratoga Creek. Annual funding for implementation of traffic calming
toolkit. Funding for implementation of Safe Routes to School. ADA improvements per Hakone Foundation lease agreement. Modification to Hwy 9 traffic signal in connection w/new fire dept.
Replacement of existing substandard play equipment. New traffic signal @Kirkmont & Sara-Sunny. Warrant study needed. Sobey Road/Quito Road roadway improvements to increase safety in
the vicinity of Marshall Lane School. Construction of a fire access road connecting Norton Road to Montalvo's Artist In Residency Road. Roadway safety improvements at the intersection
of Aloha Street and Highway 9. New pedestrian traffic signal @Highway 9 & Oak Place. Warrant study and and Caltrans approval required.. City wide signal upgrades including integration
of smart corridor technology. Storm drainage improvements in the MonteVista/El Camino Grande area. Infrastructure improvements to Saratoga-Sunnyvale Road concentrated between Prospect
Road and the UPRR. Replacement of rolled curb & gutter for drainage mitigation. Replace sidewalk and curb & gutter for safety and beautification. Landscape beautification improvements.
Annual funds for storm drain rehabilitation and drainage improvements. Plant replacement and irrigation improvements in existing medians. Railroad crossing surface upgrade for safety
and improved drivability. New landscaped medians for beautification of Prospect Avenue. Master plan for the rehabilitation and beautification of Blaney Plaza. Installation of Entry Signs/Monument
at City entry points where none exist. Implementation of improvements based on the Blaney Plaza Master Plan. Storm drainage improvements in the Chester Avenue area. 58
$152,500 $152,500 $0 $0 $120,000 $32,500 $0 2,372,900 2,372,900 0 0 0 158,193 1,898,320 150,000 5,000 5,000 0 0 0 0 150,000 5,000 5,000 0 0 0 0 500,000 500,000 100,000 0 0 0 400,000
250,000 250,000 250,000 0 0 0 0 250,000 50,000 50,000 0 0 0 0 317,500 250,000 0 0 0 0 200,000 250,000 250,000 225,000 0 0 0 0 350,000 350,000 0 66,000 0 0 284,000 150,000 5,000 5,000
0 0 0 0 150,000 150,000 150,000 0 0 0 0 110,000 110,000 110,000 0 0 0 0 49,500 49,500 49,500 0 0 0 0 145,000 4,000 0 0 0 0 0 $5,347,400 $4,503,900 $949,500 $66,000 $120,000 $190,693
$2,782,320 $508,705 $508,705 $0 $0 $0 $72,705 $436,000 100,000 100,000 0 0 0 100,000 0 3,112,380 3,112,380 0 0 0 2,232,280 880,000 550,000 460,264 460,264 0 0 0 0 850,000 0 0 0 0 0 0
275,000 225,000 225,000 0 0 0 0 250,000 250,000 250,000 0 0 0 0 182,500 182,500 182500 182,500 0 0 0 0 539,641 539,641 70,000 0 0 0 469,641 500,000 25,000 25,000 0 0 0 0 19,400 19,400
19,400 0 0 0 0 17,500 17,500 17,500 0 0 0 0 121,000 121,000 121,000 0 0 0 0 178,000 0 0 0 0 0 0 $7,204,126 $5,561,390 $1,370,664 $0 $0 $2,404,985 $1,785,641 59
$0 $152,500 $0 316,387 465,004 $1,907,896 0 0 $5,000 0 0 $5,000 0 0 $500,000 0 68,376 $181,624 0 26,044 $23,956 50,000 65,501 $184,499 25,000 167,066 $82,934 0 346,201 $3,799 0 0 $5,000
0 100,799 $49,201 0 8,000 $102,000 0 0 $49,500 0 4,000 $0 $391,387 $1,403,492 $3,100,408 $0 $441,754 $66,951 0 0 $100,000 0 716,915 $2,395,465 0 0 $460,264 0 0 $0 0 85,526 $139,474 0
250,000 $0 0 133,017 $49,483 0 124,916 $414,725 0 0 $25,000 19,400 $0 0 0 $17,500 0 10,161 $110,839 0 0 $0 $0 $1,781,689 $3,779,701 60
Saratoga-Sunnyvale/$152,500 Seagull Traffic Signal: $152,500 $0 $0 Quito2 R,3o7a2d, 9B0r0idge Replacement Project: 2,372,900 0 0 Herrima1n5 A0,v0e0n0ue Traffic Signal: 5,000 5,000 0
Verde V1i5s0ta,0 L0n0. Traffic Signal: 5,000 5,000 0 4th Stre5e0t 0B,0ri0d0ge: 500,000 100,000 0 Traffic C25a0lm,0i0n0g (NTMP): 250,000 250,000 0 Safe Ro2u5t0es,0 t0o0 Schools: 50,000
50,000 0 ADA Im3p1r7o,v5e0m0ents (Hakone): 250,000 0 0 Highwa2y5 90 ,T0r0a0ffic Signal Modifications: 250,000 225,000 0 Playgro3u5n0d, 0S0a0fety (Brookglen, El Quito, Wildwood): 350,000
0 66,000 Kirkmo1n5t 0D,0r.0 T0raffic Signal: 5,000 5,000 0 Sobey R1o5a0d,0/Q00uito Road Traffic Improvements: 150,000 150,000 0 Norton 1R1o0a,d0 0F0ire Access: 110,000 110,000 0 Aloha
St4re9e,t5 0S0afety Improvements: 49,500 49,500 0 Highwa1y4 95/,O00a0k Place Pedestrian Signal: 4,000 0 0 Tota$l5 P,3u4b7l,i4c0 S0afety Projects $4,503,900 $949,500 $66,000 Infrastructure
Projects City W$i5d0e8 T,7r0af5fic Signal Upgrades: $508,705 $0 $0 El Cam1in0o0 ,G0r0a0nde/Monte Vista Storm Drain Improvements: 100,000 0 0 Sarato3g,1a-1S2u,3n8n0yvale Road "Gateway"
Improvements: 3,112,380 0 0 El Quito5 5A0r,e0a0 0Curb & Gutter Replacement: 460,264 460,264 0 Village 8S5t0re,0et0s0cape Improvements (Sidewalk/C&G): 0 0 0 Village 2S7t5re,0et0s0cape
Improvements (Landscaping): 225,000 225,000 0 Storm D2r5a0in,0 U00pgrades: 250,000 250,000 0 Median1 R82ep,5a0ir0s (Landscaping/Irrigation): 182,500 182500 182,500 0 Cox Av5e3n9u,e6
R41ailroad Crossing Arms Upgrade: 539,641 70,000 0 Prospec5t 0A0v,0e0n0ue Medians: 25,000 25,000 0 Blaney P1la9z,4a0 I0mprovements -Master Plan Phase: 19,400 19,400 0 City Entr1a7n,c5e0
0Signs/Monuments: 17,500 17,500 0 Blaney 1P2la1z,0a0 I0mprovements -Construction Phase: 121,000 121,000 0 Chester1 A78ve,0n0u0e Storm Drain Improvements: 0 0 0 Tota$l7 I,n20fr4a,s1t2r6ucture
Projects $5,561,390 $1,370,664 $0 30 McWilliams House Termite damage repair at Chamber Building. Improvements to structure. 31 Civic Center Master Plan (Design): Comprehensive Master
Plan preparation for Civic Center Comprehensive Master Plan preparation for Civic Center. 32 Animal Control Facility: City's share of JPA cost for Construction of New Animal Control
Facility 33 Civic Theater Lower Perimeter Re-Roof: Re-Roof the lower perimeter of the Civic Theater. 34 Civic Center Eave Replacement (Community Dev./Engineering): Replacement of courtyard
eaves on the Community Development/Engineering wing of the Civic Center. 35 Historical Park Buildings -Fire Alarm System: Installation of fire alarm system in the Historical Buildings
located in Historical Park. 36 Village Façade Matching Fund: Matching funds to business/property owners directed at improving building facades. 37 Book-Go-Around Repairs: Roof repair
and storage room repair work at the Book-Go-Around building. 38 North Campus Improvements -Fellowship Hall: ADA restroom improvements and interior upgrades at the North Campus Fellowship
Hall. 61
$120,000 $32,500 $0 $0 # # 0 158,193 ####### 316,387 # # 0 0 0 0 0 # 0 0 0 0 0 # 0 0 400,000 0 0 # 0 0 0 0 # # 0 0 0 0 # # 0 0 200,000 50,000 # # 0 0 0 25,000 # # 0 0 284,000 0 # # 0
0 0 0 0 # 0 0 0 0 # # 0 0 0 0 # # 0 0 0 0 0 # 0 0 0 0 # # $120,000 ####### ####### $391,387 # # $0 $72,705 ####### $0 # # 0 100,000 0 0 0 # 0 ####### 880,000 0 # # 0 0 0 0 0 # 0 0 0
0 0 # 0 0 0 0 # # 0 0 0 0 # # 0 0 0 0 # # 0 0 469,641 0 # # 0 0 0 0 0 # 0 0 0 # # 0 0 0 0 0 # 0 0 0 0 # # 0 0 0 0 0 # $0 ####### ####### $0 # # 150,000 30,000 30,000 0 0 0 0 0 30,000
$0 250,000 0 0 0 0 0 0 0 0 $0 300,000 300,000 300,000 0 0 0 0 0 300,000 $0 49,500 49,500 49,500 0 0 0 0 0 41,855 $7,645 25,000 17,600 17,600 0 0 0 0 0 0 $17,600 7,425 7,425 7,425 0 0
0 0 0 882 $6,543 50,000 50,000 50,000 0 0 0 0 0 21,164 $28,836 35,000 35,000 0 0 0 0 0 0 33,326 $1,674 151,800 151,800 151,800 0 0 0 0 0 0 $151,800 62
SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell Administrative
Analyst II Assistant City Manager SUBJECT: City of Saratoga Website Agreement RECOMMENDED ACTION: Accept report and direct staff to enter into an agreement with Civica for design and
hosting services for the City’s website. BACKGROUND: During the May 7, 2008 City Council Meeting, staff was directed to move forward with a Request for Proposal (RFP) to redesign the
City’s website. At the time, Council indicated that staff should seek proposals that would make the City’s website attractive, easy to navigate, convenient for residents to find information
and carryout City-related business, and offer interactive features to keep residents and the City connected. Additionally, staff was directed to request RFP submittals that offered content
management systems (CMS) that allow staff to quickly and conveniently make updates. A website committee comprised of staff from each department was established to develop the RFP and
review submittals. Members included Shweta Bhatt, Kristin Borel, Kim Saxton-Heinrichs, Leo Salindong, Dan Schroeder, and Crystal Morrow. The RFP was released to the public on July 7,
2008 and proposals were due by August 1, 2008. The City received a total of ten submittals to the website design RFP. Of the ten proposals, three submissions met all the requirements
outlined in the RFP—Civica Software, CivicPlus, and Vision Internet. All three companies specialize in developing website and content management systems for public agencies. Proposals
from these firms included: -Browser based CMS -Design mock ups -Easy to use navigation menus -Email subscriptions for website visitors -Hosting services -Print and email buttons for
users -References -Really Simple Syndication (RSS) feeds—brief City news stories that residents can subscribe to -Surveys, forms, and polls -Templates to maintain a consistent design
-Training for website administrators and regular users Page 1 of 4 63
Websites that have been designed by Civica, CivicPlus, and Vision are listed below. City Web Address Web Developer/Management Pacifica, California http://www.cityofpacifica.org/Civica
Santa Fe, New Mexico http://www.santafenm.gov/Civic Plus Reno, Nevada http://www.cityofreno.com/Vision Internet Below is a matrix comparing the cost for development, hosting, estimated
project timeline, and training. Civica Civic Plus Vision Timeline 16-20 weeks 21 weeks 15-26 weeks Cost $46790 $32600 $49050 Cost for hosting Hosting: $1800/year Hosting & Support: $5910/year
Hosting: $2400/year Hosting & Support: $6000/year Hosting: $2400/year Support provided at hourly rate: Custom Programming -$135/hr Graphic Design -$125/hr Webmaster Service -$105/hr
HTML Programming -$85/hr Site migration1 750 pages 200 pages 200 pages Available space (hosting) Unlimited 3 GB Unlimited To determine which business would be best able to meet the needs
of the City, staff held two meetings with each of the firms. During these meetings, each business presented their CMS and answered questions regarding their proposal. Staff was also
able to explore the three content management systems through demonstration accounts. While using the demonstration accounts for the three firms, staff consistently experienced Civica’s
CMS as the easiest to use. In most cases, edits and changes required fewer steps in the Civica CMS. Conversely, the CivicPlus CMS was determined to be the most difficult to use. Staff
agreed that Vision’s CMS was less challenging than the CivicPlus CMS, but more complicated than Civica’s. Below is a matrix created by staff to rank the three CMS programs, with one
being the highest ranking and three being the lowest. Civica Civic Plus Vision Simplicity of editing 1 3 2 Ease of using special features 1 3 2 Website Administration 2 3 1 Automated
features that reduce staff time spent on website 1 2 2 Available features 1 2 3 Civica’s CMS has a greater number of features designed to reduce the amount of staff time spent on maintenance
of the website. Civica has the only CMS that resizes both image and file sizes to 1 Site migration refers to the number of pages from the old website that will be transitioned to the
new website. Currently, the City’s website consists of 235 pages. Page 2 of 4 64
fit a page template when pictures are added to a web page, which helps to ensure the website stays attractive and pages upload quickly. The special modules used to do things such as
highlighting news stories or special events
are particularly easy to use in the Civica CMS. For City news, staff can quickly generate headlines, post an article with a corresponding photo, and determine where the news story will
be featured on the website. The calendar tool allows staff to post reoccurring events, such as City Council Meetings, on the City’s calendar with any special attachments, a map of the
event location, and the option to add the event to an Outlook calendar. Additionally, news items and calendar events automatically become RSS feeds. Civica also includes a wide range
of online survey and form templates that can be used to collect information from the public. As part of this convenient tool, information submitted through forms or surveys is captured
in a database on the Civica server. This data can be exported to an Excel file, allowing staff to easily review information captured by forms and surveys. Although CivicPlus offers a
similar tool, references for the company have indicated that it is cumbersome to use. Moreover, the CivicPlus survey and form results are not collected in a database. Instead, individual
responses are sent to a specified email address. Civica is the only business that offered an automated email subscription tool. Website visitors manage email subscriptions online and
emails to subscribers are automatically generated when updates are made or new content is added to the website. For example, an email would automatically be sent to users who subscribe
to the Council Agenda mailing list when new agendas are added to the website. This is a significant attribute that will help to maintain regular communication with the public. References
for Civica agree that its CMS is extremely easy to use and allows management of the website to be distributed among staff, rather than relying on one or two webmasters. Ann Ritzma, Administrative
Services Director for the City of Pacifica, said “We appreciate the ease of having every department work on the site and keep their section current.” Kathy DeVries with the City of Martinez
added that “Civica has made their software so simple that anyone can make updates” and residents have been very happy with the new City of Martinez website. As a result of staff’s evaluation
of the three qualified submittals and feedback received from references, staff believes Civica’s proposal best meets the City’s website needs. FISCAL IMPACTS: Following direction given
during the May 7, 2008 Council Meeting, $50,000 has been allocated to website procurement in the FY 2008/09 budget. A funding source will need to be identified for the added cost of
hosting and support, if Council decides to purchase those services. Currently, the City pays $1200 per year for hosting. Civica charges $1800 per year for hosting and $5190 per year
for hosting and maintenance. ALTERNATIVE ACTION(S): Page 3 of 4 65
Page 4 of 4 The Council could form a website ad hoc committee to further review proposals from Civica Software, CivicPlus, and Vision Internet and, subsequently, to provide a recommendation
to the City Council concerning entering into a contract for City website design and hosting services. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC
CONTACT: Nothing additional. ATTACHMENTS: Attachment A: Civica Software website mockup for the City of Saratoga 66
67
SARATOGA CITY COUNCIL MEETING DATE: October 1, 2008 AGENDA ITEM: ______ ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: John Cherbone DEPT HEAD: John Cherbone SUBJECT: Big
Basin Way Banner – Promote Saratoga Businesses ______________________________________________________________________________ RECOMMENDED ACTION(S): Accept report and provide direction
to staff. REPORT SUMMARY: The Village Ad Hoc, Vice Mayor Page and Councilmember Hunter, would like the City to explore the feasibility of installing the infrastructure necessary to support
banners across Big Basin Way located near the mid-point of the Village. The banners would be used to promote Saratoga businesses by targeting people who are traveling through the Village
and whose destination may be Big Basin National Park, wineries, or one of the many other attractions in the Santa Cruz Mountains. The details regarding the banner policy would be looked
at by the Village Ad Hoc and brought back to City Council for approval. In addition, staff will contact Caltrans who controls the road to determine what steps need to be made to get
approval from them. FISCAL IMPACTS: If approved there will be some capital costs, which can be funded via the Village Improvement Project. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
N/A. ALTERNATIVE ACTION(S): None. 68
2 of 2 FOLLOW UP ACTION(S): If City Council approves the banner proposal, the Village Ad Hoc and staff will submit details to the City Council regarding the feasibility of the banner
installation and associated policy considerations. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: None. 69