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HomeMy WebLinkAbout03-16-2005 City Council Agenda " AGENDA STUDY SESSION/REGULAR MEETING SARATOGA CITY COUNCIL MARCH 16,2005 STUDY SESSION - 5:30 P.M. - ADMINISTRATIVE CONFERENCE ROOM- 13777 FRUlTV ALE AVENUE - PLANNING COMMISSION ISSUES REGULAR MEETING -7:00 P,M. - CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITV ALE 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 March 10, 2005) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Al!endized 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 The City Council will receive reports from the Boards and Commissions listed below and may provide direction regarding matters to be considered by those Boards and Commissions. Recommendations from Boards and Commissions requiring City Council approval are considered as independent agenda items. Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS None >' p.., o u g; Ii u ~ CEREMONIAL ITEMS lA. Appointment of Planning Commission Members and Oath of Office. Recommended action: Adopt resolution and administer Oath of Office. 18. Proclamation Declaring March 20,2005 "Assyrian Day" Recommended action: Acknowledge proclamation. 1 C. Proclamation Declaring March 26, 2005 "Greek Independence Day" Recommended action: Acknowledge proclamation. 1D. Proclamation Declaring AprilS, 2005 "Tartan Day" Recommended action: Acknowledge proclamation. SPECIAL PRESENTATIONS 2. Carl Guardino, President and CEO/Silicon Valley Manufacturing Group Santa Clara County Traffic Relief Legislation - S8 680 Recommended action: Adopt resolution. 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. 3A. Approval of City Council Minutes - January 19,2005 Recommended action: Approve minutes. 38. Approval of City Council Minutes - February 2, 2005 Recommended action: Approve minutes. 3C. Approval of City Council Minutes Closed Session & Study Session March 2, 2005 Recommended action: Approve minutes. 3D. Review of Check Register Recommended action: Accept check register. 2 3E. Treasurer's Report for the Month Ended February 2005 Recommended action: Accept and file report. 3F. Civic Theater Sound System Project - Award of Construction Contract Recommended action: Award construction contract to Lloyd F. McKinney Associates, Inc. in the amount of $37,936 and authorize City Manager to execute the same. PUBLIC HEARINGS Applicants/Appellants and their representatives have a total often minutes maximum for opening statements, Members of the public may comment on any itemfor up to three minutes. Applicant/Appellants and their representatives have a totaloffive minutes maximum for closing statements. Items requested for continuance are subject to Council's approval at the Council meeting. 4. FY 2005/2006 Community Development Block Grant Funding Recommended action: Conduct the public hearing; adopt resolution. 5. Ordinance Amending Procedures for Hiring and Removing Department Directors Recommended action: Open the public heating; Introduce and waive first reading of the ordinance; Direct staff to place the second reading and adoption of the ordinance on the consent calendar for the next regular Council meeting. OLD BUSINESS 6. Sale of North Campus - Process Recommended action: Accept report and direct staff accordingly. 7. Commission AdHoc Committee Recommendation Recommended action: Accept recommendation from AdHoc and provide direction to staff regarding resources allocated to support Commissions. 8. Dog Off- leash Hours Recommended action: Accept report and direct staff accordingly. 9. Redevelopment Feasibility Study Determination Recommended action: Accept report prepared by Rosenow Spevak Group and the study's conclusion that a Redevelopment is not a viable option for Saratoga. 3 NEW BUSINESS 10. Request from Library Commission to Install a Monument Sign on Fruitvale Avenue Recommended action: Accept recommendation and adopt budget resolution ADHOC & AGENCY ASSIGNMENT REPORTS Mavor Kathleen Kinl! Association of Bay Area Government Hakone Foundation Liaison Santa Clara County Cities Association Santa Clara County Emergency Preparedness Council SASCC West Valley Mayors and Managers Association Vice Mavor Norman Kline County Cities Association Leg. Task Force Library Joint Powers Association SCC Cities Association-Joint Economic Development Policy Committee (JEDPC) Valley Transportation Authority PAC Village AdHoc Design Review AdHoc Councilmember Nick Streit Recycling & Waste Reduction Commission ofSCC Santa Clara County Valley Water Commission West Valley Solid Waste Joint Powers Association West Valley Sanitation District City/School AdHoc Kevin Moran Park AdHoc Councilmember Aileen Kao Chamber of Commerce County HCD Policy Committee Peninsula Division, League of California Cities DeAnza Trail AdHoc Councilmember Ann Waltonsmith KSAR Community Access TV Board Northern Central Flood Control Zone Advisory Board Saratoga Historic Foundation Sister City Liaison Fire Distract Boundary Drop AdHoc 4 CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT ADJOURNED TO CLOSED SESSION CLOSED SESSION - ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUlTV ALE AVENUE ANNOUNCEMENT OF CLOSED SESSION ITEMS Conference With Legal Counsel - Threatened Litigation: Significant exposure to litigation pursuant to Government Code section 54956.9(b): (1 potential case) ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (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 Posting of Agenda,' I. Cathleen Boyer, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the City of Saratoga was posted on March 10, 2005 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.saratol<a.ca.us Signed this 1 dh day of March 2005 at Saratoga. California, Cathleen Boyer, CMC, City Clerk 5 CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2005 4/6 Regular Meeting - Joint Meeting with Planning Commission 4/20 Regular Meeting 5/4 Regular Meeting 5/18 Regular Meeting 6/1 Regular Meeting 6/15 Regular Meeting - Joint Meeting with Friends of the Saratoga Library 7/6 Regular Meeting - Joint Meeting with Villa Montalvo Board 7/20 Regular Meeting - Joint Meeting with Chamber of Commerce 8/3 Regular Meeting - Joint Meeting with Saratoga Museum Association 8/17 Summer Recess 9/7 Regular Meeting - Joint Meeting with Hakone Foundation 9/21 Regular Meeting 10/5 Regular Meeting 10/19 Regular Meeting 11/2 Regular Meeting 11/16 Regular Meeting 12/7 Regular Meeting - Council Reorganization 12/21 Regular Meeting 6 City of Saratoga Community Development Department MEMORANDUM TO: FROM: DATE: RE: Mayor and City Council Members-. iJ / John F, Livingstone, AICP, Interim Com. Dev. Director;). J.L March 9, 2005 r7 . Topics for the March 16 City Council Study Session The Mayor asked the Planning Commission to provide topics for the City Council Study Session. I have attached a list of topics prepared by the Planning Commission for your review. DRAFT AGENDA ITEMS FOR PC MEETING WITH CITY COUNCIL 1. Design Review Issues Discussion on bulk and relevant DR findings as they relate to: A. Bulk and the appearance of bulk; B. Two story homes: (i) In predominantly single story neighborhoods; (ii) Maxing out designs to allowable limits VB. limiting size for design purposes; (iii) Hillside development and three story effect, c. House / Garage Sizes (i) Placement of garage on lots wrt. street and adjacent neighbors; (ii) Height and prominence of entrywaysi (iii) 30 foot height for architectural purity; (iv) Making standards available public review to avoid uneven determination of an eclectic house that can go 30 feet in height. d. Maximization of building on the lot to the limit of the ordinance. e. Use of the whole lot to make calculations of allowable square footage when large portions are not developable. f. Front / side determinations (i) Setback determination for irregular lots (ii) Garden structure definition (iii) Outdoor wood burning fireplaces in the hills e. Use of variances to permit orientation of houses to preserve neighbors' views. 2. Neighbor ~nput / Process ~mprovement Discussion on neighbor input on planning review process, decisions, and overall process. Discussions on improving the process to identify issues early on. a. Contentious issues b. Improving the process to identify issues early c. Alternatives to formal hearings; d. Notice to the public 3. Council Liaison a. Policy issues i. To provide ongoing recommendations and feedback to the CC on issues and policies that arise and ii. To provide an avenue for ongoing communication. b. Summary of PC decisions on appeal to CC i. Majority and minority summaries ii. Speaking as members of the public 4. Secondary Dwelling Units a. Discussion on the use of affordable housing and associated allowances. i. Current legal report. ii. Ancillary issues such as waiver of parking, etc. 5. Conditional Use Pe~it a. Review standards b. Neighborhood concerns versus community benefits 6. Process Streamlining a. Routine matters that could be handled administratively i. Cellular telephone sites, designs, and pre-approved locations. b. Early involvement of Commissioners maybe by straw vote or a quick review of non-controversial items c. Records of decisions for reference i. Consistency for planners' use. ii. Anticipation of results. 7. Council directives and policies a. Conversion of retail space to service use downtown on Big Basin. i. Language and wording of the ordinance and interpretation b. Any other items relating to i. economic development (eg. cell sites on city land for revenue) ii. subdivisions iii. historic areas iv. tree permits 8. Meeting Forum and Study Sessions a. Discussions on a less formal meeting setting b. Use of study sessions. 9 . Design Review Board a. Discussions on the benefits and pitfalls of a DRB. 10. Training and Legal Guidance 11. Benchmarking with Other PCs 12. CCIS Vision for the PC a. Specific guidance that PCs can consider during their time of service. MEETING DATE: March 16,2005 AGENDA ITEM: It\ c:? ....:? t:::7 ~ SARA TOGA CITY COUNCIL ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: ~~~ DEPTHEAD: hI I Clerk SUBJECT: Appointment of Planning Commissioners and Oath of Office RECOMMENDED ACTION: Council approve the attached resolution appointing members to the Planning Commission. REPORT SUMMARY: Attached is a resolution appointing Manny Cappello, Jill Hunter, and Robert Kundtz to the Planning Commission. The Oath of Office will be administered and signed by the Commissioners. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointments would not be made to Planning Commission. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Update City's Official Roster. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting ofthe Council Agenda. ATTACHMENTS: Attachment A - Resolutions of Appointment Attachment B - Oath of Office RESOLUTION NO. 05- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING THREE MEMBERS TO THE PLANNING COMMISSION WHEREAS, three vacancies were created on the Planning Commission resulting from the expired terms of Mohammad Garakani, Jill Hunter, and Ruchi Zutshi; and WHEREAS, a notice of vacancy was posted, applications were received, interviews have been conducted, and it is now appropriate to fill four vacancies. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following appointments were made: Manny Cappello Jill Hunter Robert Kundtz The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the 16th day of March 2005 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Kathleen M. King, Mayor ATTEST: Cathleen Boyer, City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Commissioner Subscribed and sworn to before me on This 16th day of March 2005. Cathleen Boyer, CMC City Clerk SARATOGA CITY COUNCIL ,6 6/J~ _ MEETING DATE: March 16,2005 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPAREDBY'f~~'~C DEPrHEAD' SUBJECT: Proclamation - Declaring March 20, 2005 "Assyrian Day" RECOMMENDED ACTION: Acknowledge proclamation. REPORT SUMMARY: On February 16, 2005, Mayor Kathleen King received a letter from Supervisor Pete McHugh (attachment A) requesting that the City of Saratoga declare March 20, 2005 "Assyrian Day". FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: City Clerk will mail proclamation to Jennifer Chao, County of Santa Clara, Office of the Board of Supervisors, 70 West Hedding Street, 10th Floor, San Jose Ca 95110. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Letter from Supervisor McHugh Attachment B - Proclamation County of Santa Clara office of tl1e Board of Supervisors Pete McHugh supervisor Third District cP: -<.. ~,\ S~~1., "'. County Government Center, East wing 70 v,,'est Hedding Street, IOlh Floor San Jose, California 951 10 (4081 299-5030 F:\X 298-6637 TOD 993.8272 February 16, 2005 Honorable Kathleen M. King City of Saratoga 13777 Fruitdale Avenue Saratoga, CA 95070 Dear Mayor King: In the upcoming weeks, my Office will sponsor several flag raising ceremonies to celebrate the many contributions of different cultures to our civilization and traditions. These events offer an important opportunity to appreciate how the County's cultural diversity enriches our entire community. All of the following events will take place on the County Government Center Plaza at 70 West Hedding Street in San Jose: . Assyrian New Year - Sunday, March 20,2005 at 3:00 p.m. . Greek Independence Day - Saturday, March 26, 2005 at 1:30 p.m. . Tartan Day - Tuesday, April 5, 2005 at 11:45 a.m. In honor of each event, I invite you to present a proclamation, resolution or a message of celebration from your city. The message should recognize the contributions of each respective cultural group to our Nation and the County. 1 have enclosed copies of resolutions my Office presented last year in honor of each event as examples. If you are unable to attend, 1 would be happy to present the proclamations on your behalf. Please RSVP to Jennifer Choo from my Office by phone at (408) 299-5039 or email jennifer.choo@bos.sccgov.org. Thank you for your consideration and I look forward to seeing you at these events. Sincerely, t!!# Supervisor, District Three Santa Clara County Enclosures '<"4t~0 CITY OF SARATOGA PROCLAMATION DECLARING THE MARCH 20, 2005 "ASSYRIAN DAY" WHEREAS, Assyrians trace their origins to one of the earliest civilizations, with a history that spans over seven thousand years; and WHEREAS, Assyrian ancestors built their civilization in Bet-Nahrain (Mesopotamia), that covers the land between the Tigris and the Euphrates rivers, in what is presently known as Iraq; and WHEREAS, Assyrians have been responsible for many major technological advances, such as irrigation systems, city canal systems, the wheel, the magnifying glass, the arch and dome architecture, astronomical calculations and time measurement; and WHEREAS, Assyrians invented the numbers up to nine, developed script writing that progressed in stages from early pictograph, to cuneiform, to a written alphabet, and in the fourth century, Assyrians founded the first university in the world, called the School ofNisibis; and WHEREAS, Assyrians presently number more than three million in the world, with the majority still living in their forefathers' homeland, today's Iraq, and approximately fifteen thousand living in Santa Clara County; and WHEREAS, Assyrians celebrate the New Year on April first, which is the first new moon after the Vernal Equinox or the first day of spring, and is considered a season of rebirth, of planting new crops, and of blossoming, as well as one of the most important religious and national celebrations held in Bet-Nahrain. NOW, THEREFORE, BE IT RESOLVED, that the City Council ofthe City of Saratoga does hereby proclaim March 20'\ 2005 as ASSYRIAN NATIONAL DAY AKITU FESTIVAL 6755 Witnessed our hand and seal of the City of Saratoga on this 16th day of March 2005. Kathleen M. King, Mayor Saratoga, California MEETING DATE: March 16, 2005 AGENDA ITEM: \~ SARATOGA CITY COUNCIL ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: S~ ~~ DEPTHEAD: C hI r. t C1 rk P' ~ ",/.P/ SUBJECT: Proclamation - Declaring March 25, 2005 "Greek Independence Day" RECOMMENDED ACTION: Acknowledge proclamation. REPORT SUMMARY: On February 16, 2005, Mayor Kathleen King received a letter from Supervisor Pete McHugh (attachment A) requesting that the City of Saratoga declare March 25, 2005 "Greek Independence Day". FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: City Clerk will mail proclamation to Jennifer Chao, County of Santa Clara, Office ofthe Board of Supervisors, 70 West Hedding Street, 10th Floor, San Jose Ca 95110. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Letter from Supervisor McHugh Attachment B - Proclamation Pefe rvtcHugll Supervisor Third District toP' '\ ~~, s~~t 1,.. . County of Santa Clara Office of file Board of Supervisors county Government Center, EaSt wing 70 West Hedding Street. J Otll Floor San Jose, california 95 I 10 (408) 299-5030 F.-\X 298-6637 TOO 993-8272 February 16, 2005 Honorable Kathleen M. King City of Saratoga 13777 Fruitdale Avenue Saratoga, CA 95070 Dear Mayor King: In the upcoming weeks, my Office will sponsor several flag raising ceremonies to celebrate the many contributions of different cultures to our civilization and traditions. These events offer an important opportunity to appreciate how the County's cultural diversity enriches our entire community. All of the following events will take place on the County Government Center Plaza at 70 West Hedding Street in San Jose: . Assyrian New Year - Sunday, March 20,2005 at 3:00 p.m. . Greek Independence Day - Saturday, March 26,2005 at 1:30 p.m, . Tartan Day - Tuesday, AprilS, 2005 at 11:45 a.m. In honor of each event, 1 invite you to present a proclamation, resolution or a message of celebration from your city. The message should recognize the contributions of each respective cultural group to our Nation and the County. I have enclosed copies of resolutions my Office presented last year in honor of each event as examples. If you are unable to attend, I would be happy to present the proclamations on your behalf. Please RSVP to Jennifer Chao from my Office by phone at (408) 299-5039 or email jennifer.choo@bos.sccgov.org. Thank you for your consideration and 1 look forward to seeing you at these events. Sincerely, &i~ Supervisor, District Three Santa Clara County Enclosures ."'4Z~@, ~ 't CITY OF SARATOGA PROCLAMA nON DECLARING MARCH 25, 2005 "GREEK INDEPENDENCE DAY" WHEREAS, Greeks began their War of Independence from the four hundred year rule by the Ottoman Empire on March 25th, 1821 and the fighting continued until 1829 when the Ottomans accepted Greek Independence with the signing of the Treaty of Andrianople; and WHEREAS, Greeks began developing political theories over 2,500 years ago that deeply influenced America's founders in establishing the United States Constitution based on the Hellenic belief that the authority to govern derives directly from the people; and WHEREAS, Greeks and Americans have stood together against the forces of oppression in conflicts from World War II to the Persian Gulf, joining as strategic partners for over fifty years in NATO, and working today to build peace, stability, and prosperity in the Balkans; and - WHEREAS, Greeks and Americans share a love of freedom, liberty, and individual rights, and the friendship between the nations is based on mutual respect, a commitment to common goals, and the sharing of fundamental values; and WHEREAS, Greeks will be celebrating the return of the Summer Olympics in 2004 to the City of Athens, the site of the first Modem International Olympic Games that took place in 1896; and WHEREAS, Greeks who came to America and their descendants have made innumerable contributions to our Nation's cultural, scientific, economic and political heritage, and today more than three million Americans proudly claim Greek heritage. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby proclaim and recognize March 25,2005, as "GREEK INDEPENDENCE DAY" WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on this 16th day of March 2005. - Kathleen M. King, Mayor Saratoga, California ..F -n MEETING DATE: March 16,2005 AGENDA ITEM: ro 9..J~/ SARATOGA CITY COUNCIL ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPAREDDY, S ~ DEPTHEAD' C....!!le~ SUBJECT: Proclamation - Declaring April 6, 2005 "Tartan Day" RECOMMENDED ACTION: Acknowledge proclamation. REPORT SUMMARY: On February 16, 2005, Mayor Kathleen King received a letter from Supervisor Pete McHugh (attachment A) requesting that the City of Saratoga declare April 6, 2005 "Tartan Day". FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: City Clerk will mail proclamation to Jennifer Chao, County of Santa Clara, Office ofthe Board of Supervisors, 70 West Hedding Street, 10th Floor, San Jose Ca 95110. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Letter from Supervisor McHugh Attachment B - Proclamation County of Santa Clara Pete McHugh Supervisor Tllird District 0-,. >.. C.Y . '\ ~'r S~~1., "'. Office of tile Board of supervisors countv Government Center, East wing 70 West Hedding Street. I Gth Floor San Jose. California 9S 110 (408) 299-5030 F/\X 298-6637 TOD 993-8272 February 16, 2005 Honorable Kathleen M. King City of Saratoga 13777 Fruitdale Avenue Saratoga, CA 95070 Dear Mayor King: In the upcoming weeks, my Office will sponsor several flag raising ceremonies to celebrate the many contributions of different cultures to our civilization and traditions. These events offer an important opportunity to appreciate how the County's cultural diversity enriches our entire community. All of the following events will take place on the County Government Center Plaza at 70 West Hedding Street in San Jose: . Assyrian New Year - Sunday, March 20, 2005 at 3:00 p.m. . Greek Independence Day - Saturday, March 26, 2005 at 1:30 p.m. . Tartan Day - Tuesday, April 5, 2005 at 11:45 a.m. In honor of each event, 1 invite you to present a proclamation, resolution or a message of celebration from your city. The message should recognize the contributions of each respective cultural group to our Nation and the County. I have enclosed copies of resolutions my Office presented last year in honor of each event as examples. If you are unable to attend, I would be happy to present the proclamations on your behalf. Please RSVP to Jennifer Chao from my Office by phone at (408) 299-5039 or emai1 jennifer.choo@bos.sccgov.org. Thank you for your consideration and 1 look forward to seeing you at these events. Sincerely, t!!# Supervisor, District Three Santa Clara County Enclosures ',,"~~G CITY OF SARATOGA PROCLAMATION DECLARING APRIL 6, 2005 "TARTAN DAY" WHEREAS, Tartan Day is celebrated on April 6th each year, since that was the date of the signing of the Declaration of Arbroath in 1320, that asserted Scotland's sovereignty over English territorial claims, and that had an influence on the American Declaration of Independence; and WHEREAS, Tartan Day is when we remember that three distinctive groups of Scottish ancestry came to America, namely the Lowland Scots, the Highland Scots and the Scotch-Irish; and WHEREAS, Tartan Day honors Scottish Americans numbering over eleven million in the United States, making them the eighth largest ethnic group with over two hundred organizations of Scottish heritage, tradition, and culture; and WHEREAS, Tartan Day celebrates the vibrant and influential role that Scottish Americans have played in the fields of science, technology, medicine, government, politics, religion, economics, architecture, literature, media, and the visual and performing arts; and WHEREAS, Tartan Day was first observed nationwide in the United States on April 61\ 1997, and Scottish Americans continue to celebrate the day annually with the rallying of clans, societies, and clubs; and WHEREAS, Tartan Day festivities include the wearing of kilts, which has long been the most recognizable cultural tradition of the Highland Scots, the blessing of the Tartans, parades, bagpipe bands, Highland and country dancing, historical re- enacting, Scottish athletic events, whisky tasting, and much more Scottish entertainment. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby proclaim and recognize April 6, 2005 as "TARTAN DAY" WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on this 161hday of March 2005. Kathleen M. King, Mayor Saratoga, California SARATOGA CITY COUNCIL ORIGINATING DEPT: Public Works CITY MANAGER: ~ DEPT HEAD: ~........ f7(h~~_ John Cherbone 2- 6? -7 CY MEETING DATE: March 16,2005 AGENDA ITEM: PREPARED BY: John Cherbone SUBJECT: Santa Clara County Traffic Relief Legislation - SB 680 RECOMMENDED ACTlON(S): Adopt Resolution of Support for SB 680. REPORT SUMMARY: The Silicon Valley Manufacturers Group has been working with local Public Works Directors and officials for the purpose of crafting a bill for Senator Joe Simitian to add a surcharge of five dollars to vehicle registrations in Santa Clara County for the next eight years. Support for this measure exists from the local e1ecteds in the Assembly, from some County Supervisors, some Mayors and some elected Council in various agencies in the County. The SVMG is spearheading the matter. All local agencies are being asked to support the bill by resolution. Last year, San Mateo County enacted a similar bill sponsored by Mr. Simitian to provide a surcharge of $4 for 5 years and raise an estimated $12 million for roads and congestion relief. If successful, this measure will raise $47 million in 8 years. The bill would provide funding for County expressways, Caltrain, and ITS programs, safety improvements (such as work on Hwy. 9) and litter and landscaping improvements on highways in County. The City will get a pro-rata share of approximately $35,000 on an annual basis over the life of the bill. Traffic Calming is an eligible expenditure ofthe pro-rata pool that the City can use to supplement the City's current NTMP program. Please find attached to your report a resolution supporting SB 680 along with additional information regarding the bill that was provided by the Silicon Manufactures Group. FISCAL IMPACTS: If the SB 680 is passed, approximately $35,000 will be available to the City for small Traffic Relief Projects. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The Resolution of support would not be adopted. Senator Joe Simitian may not submit SB 680 if support is not obtained from all Cities in the County. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): The Resolution of support will be submitted to Senator Joe Simitian. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Resolution of Support. 2. SB 680 Information. 20f2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA COMMUNICATING THE SUPPORT FOR SB 680 WHEREAS, Santa Clara County is a county within the State of California; and WHEREAS, Santa Clara County is the largest and most populous county in Northern California with highly urbanized, rural, and mountainous areas; and WHEREAS, the locally owned and operated County Expressway system, local arterials and rural county roads are the workhorses of Santa Clara County's road system, carrying the vast majority of all trips by all modes other than rail; and WHEREAS, the Caltrain rail system relieves pressure on Santa Clara County's local roadway by replacing medium distance auto trips; and WHEREAS, the County Expressways, local arterials, county roads and the Caltrain system are in need of improvement, modernization and upgrades to the traffic signal systems; and WHEREAS, the lack of adequate litter control and landscaping restoration on the state highways and County Expressway systems is creating aesthetic and environmental problems; WHEREAS, state and federal funding for transportation projects have been inadequate to meet Santa Clara County's transportation needs; and WHEREAS, current local funding sources are inadequate to fill the gap; and WHEREAS, other counties within the State of California have enacted temporary supplements to the Vehicle Registration Fee (VRF) levied on vehicles registered within their borders to meet local transportation needs; and WHEREAS, SB 680 proposes a five-dollar ($5) supplement to the VRF on vehicles registered within Santa Clara County for a term of eight (8) years; and WHEREAS, SB 680 proposes to use these funds for local transportation system improvements on the County Expressway System, local arterials, rural county roads and the Caltrain system and for litter control and landscape restoration on state highways and County Expressways; and WHEREAS, Saratoga an incorporated City within Santa Clara County; and WHEREAS, the City Council of Saratoga wishes to submit a formal resolution of support to the State Legislature for SB 680: NOW, THEREFORE, BE IT RESOLVED by City Council that Saratoga supports the goals of SB 680 and encourages the California State Legislature to adopt and the Governor of California to sign SB 680 into law. ~ SVMG ~ SB 680 (Simitian) Santa Clara County Traffic Relief Legislation State Senator Joe Simitian is carrying a bill, sponsored by SVMG, that would fund a number of modestly-priced, high priority traffic congestion relief projects throughout the county. Senators Elaine Alquist and Liz Figueroa have joined Senator Simitian as principal co-authors on the bill and Assemblymembers Ira Ruskin, Joe Coto, Rebecca Cohn, Sally Lieber, John Laird, Alberto Torrico and Simon Salinas are serving as principal co-authors. The bill is modeled on AB 1546, a bill Senator Simitian carried for the City/County Associations of Governments of San Mateo County last session that was signed by the Governor. AB 1546 authorized C/CAG to impose an annual fee of up to $4 per vehicle registered in San Mateo County to pay for congestion management projects (ramp metering, shuttles, road reconstruction, etc.) as well as stonn water pollution prevention activities (street sweeping, stonn inlet cleaning, auto repair shop inspections, etc.). The fee will sunset in 2009. SB 680 bill would impose a $5 annual surcharge on vehicles registered in Santa Clara County and would primarily fund congestion management projects. The fee would sunset in 2014. Based on 1.4 million registered cars (the number registered in 2004 in Santa Clara County), a $5 registration surcharge would generate approximately $7 million/year or $56 million over eight years (2006-2014), SB 680 will provide the funds to move a number of top priority traffic relief projects forward in Santa Clara County. But perhaps more importantly, it offers Santa Clara County private and public sectorleaders the opportunity to work together, as we have so effectively in the past, to address our common challenges. The funding categories, criteria for selecting projects within those categories, and percentages of funding for each category described below have been developed in consultation with transportation professionals in every jurisdiction of the county. The projects would advance projects county leaders have previously identified as top priorities through VIP 2030 and the Caltrain long range expenditure plan. The selection criteria for projects funded by this bill would include geographic equity, congestion relief, cost-effectiveness and identified county priority. EXDenditure Framework o $4 million for Caltrain capacity improvements. These funds could be used for Santa Clara County's share of the cost of purchasing additional Baby Bullet train cars, or making station or parking improvements. All improvements must serve Santa Clara County. o $4 million for litter removal and landscape restoration ($500,000 per year). This money can be used on highways or county expressways, Any unused funds would revert to competitive pool (#2) described below. The remaining (approximately) $47 million would be divided into thirds: 1. $16 million for Tier 1A county expressway improvements in the County Expressway Plan. 2. $16 million for competitive pool for cities/towns and county for road operational and ITS improvements (such as small scale congestion relief projects, signal timing/coordination and ramp metering, and funding matches for larger projects) 3. $16 million distributed to cities/towns/county on a pro rata basis, Jurisdictions may use these funds for the same types of projects outlined in the above two categories. Local public officials who have endorsed this bill concept to date: . Chair and member Santa Clara County Board of Supervisors, Liz Kniss o Santa Clara County Supervisor Don Gage o VTA Board Chair and Los Gatos Councilmember Joe Pirzynski o VTA Board Vice Chair and San Jose Vice Mayor Cindy Chavez o San Jose Mayor Ron Gonzales Silicon Valley Manufacturing Group 3/9/05 Expenditure Framework for SB 680 (Simitian) Santa Clara County Traffic Relief Bill This Traffic Relief bill will benefit cornmuters throughout Santa Clara County by funding a number of important transportation improvements in all 15 cities and towns and the county. The criteria used to select projects will include geographic equity, congestion relief, cost-effectiveness and identified county priority. Revenue generated by a $5 vehicle registration fee would be split in the following rnanner after DMVs adrninistrative fee (estimated at approximately 1%) is deducted. Assuming the vehicle registration fee runs eight years and generates $56 million, the funds would break down in the following manner: . $560,000 to DMV (approx. 1% oftotal revenues) . $4 rnillion for Caltrain capacity improvements. These funds could be used for Santa Clara County's share of the cost of purchasing additional Baby Bullet train cars, or making station or parking improvements. All irnprovements must meet the nexus test and serve Santa Clara County. . $4 million for litter rernoval and landscape restoration ($500,000 per year). This money can be used on highways or county expressways. Any unused funds would revert to the competitive pool (#2) described below. The rernaining $474 rnillion would be divided into thirds: 1. $15.8 million for Tier 1A county expressway improvements. 2. $15.8 million for street & road operational and ITS improvements -- competitive pool. These funds would be available to cities/towns and the county for use on priority operational projects including small scale congestion relief projects, matching grants for larger projects, and signal timing/coordination projects. 3. $15.8 rnillion- Direct subvention. These funds would be distributed to cities/towns/county on a pro rata basis based on vehicle registrations and be available for the same uses outlined in the above two categories. 3/9/2005 VEHICLE REGISTRATION FEE ESTIMATE FOR $2M POP. '10 POP. $2M PER YEAR 8 YEAR TOTAl. AMPBELL 38,200 2.21% $ 44,128.69 $ 353,02952 UPERTINO 52,600 3.04% $ 60,763.59 S 486 108.70 GILROY 46,200 2,67% $ 53 370.30 $ 426,962,40 os AlTOS 27,500 1.59% $ 31,768.04 S 254,14428 LOS ALTOS HILLS 8350 0.48% S 9,64593 S 77,167.45 LOS GATOS 28 750 1,66% $ 33,212.04 $ 265,696.30 MILPITAS 64.600 3.73% $ 74,626.00 $ 597,008.03 MONTE SERENO 3,500 0.20% S 4 04320 $ 32,345,64 ORGAN HILL 35,500 2.05% $ 41,009,65 $ 328,0 7.17 MOUNTAIN VIEW 71,600 4,14% $ 82712.41 $ 661.69930 PALO AlTO 60 200 3.48'''' $ 69,54312 $ 556,344.94 AN JOSE 926,200 53,50% $ 1,069,947.44 $ 8,559,57951 SANTA CLARA 107,200 6,19% $ 123,837,58 $ 990,700,63 SARATOGA 30,300 1.75% $ 35,002,60 S 280,0 .79 SUNNYVALE 131,700 7,61% $ 152,140.01 $ 1,217,120.08 COUNTY 98.900 5,71% S 114,249.41 $ 913,995,26 1,731,300 2,000.000.00 16.000, .00 SARATOGA CITY COUNCIL MEETING DATE: March 16,2005 AGENDA ITEM: n~ ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: Cathleen Boyer, Cl DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular Meeting - January 19, 2005 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: Attaclunent A - Minutes January 19, 2005 MINUTES SARATOGA CITY COUNCIL JANUARY 19, 2005 The City Council ofthe City of Saratoga held a Joint Session with the Saratoga Senior Coordinating Council (SASCC) in the Administrative Conference Room, 13777 Fruitvale Avenue, at 6:00 p.m, The following SASCC Board members were present: President John Feemster, Ron Duffin, Ethel James, Dave Duffy, Masami Ishikawa, David Meeker, Barbara Mendenhall, Aki Okuno, Helen Riley, Susy Siegler, Gloria Watson, and Frances Wasserman. President Feemster briefly highlighted the following information regarding SASCC: . Mission statement . Services provided . Senior Center problems . SASCC History . SASCC Operations . Demographics . Growth Limitations . SASCC Endowment . Space Needs Mayor King thanked the SASCC Board for attending tonight's Joint Session. The City Council met in Closed Session in the Administrative Conference Room, 13777 Fruitvale Avenue, at 6:30 p.m. Mayor King called the Regular City Council meeting to order at 7:00 p.m. and lead the Pledge of Allegiance. Mayor King noted that this meeting was dedicated in memory of Tammy Chen. Mayor King noted that Tammy passed away this past weekend. Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager Employee organization: Non SEA Members ROLL CALL PRESENT: ABSENT: ALSO PRESENT: Councilmembers Aileen Kao, Nick Streit, Ann Waltonsmith, Vice Mayor Norman Kline, Mayor Kathleen King None Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Michele Braucht, Administrative Services Director John Livingstone, Interim Community Development Director John Cherbone, Public Works Director Thomas Scott, Facilities Supervisor REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JANUARY 19. 2005 Cathleen Boyer, City Clerk, reported that pursuant to Govemment Code Section 54954.2, the agenda for the meeting of January 19, 2005 was properly posted on January 14, 2004. ORAL COMMUNICATIONS The following people requested to speak at tonight's meeting: Citizen Ray updated the City Council on the Highway 9 Safety Improvement Project and noted that the VTA approved the grant application submitted by the City of Monte Sereno and the City of Saratoga. COMMUNICATIONS FROM COMMISSIONS John Feemster, President ofSASCC, noted that the earlier this evening the Board meet with the City Council. President Feemster highlighted the accomplishments and future goals of SASCC, COUNCIL DIRECTION TO STAFF None ANNOUNCEMENTS None CEREMONIAL ITEMS 1. APPOINTMENT AND OATH OF OFFICE FOR THE LIBRARY COMMISSIONERS STAFF RECOMMENDATION: Adopt resolution and administer Oath of Office. RESOLUTION: 05-002 W ALTONSMITH/KLINE MOVED TO ADOPT RESOLUTION APPOINTING CHIOU AND STINE TO THE LIBRARY COMMISSION. MOTION PASSED 5-0. City Clerk Boyer administered the Oath of Office to Alice Chiou and Bonnie Stone. SPECIAL PRESENTATIONS 2. PRESENTATION BY SANTA CLARA VALLEY WATER DISTRICT STAFF RECOMMENDATION: Informational only. 2 Greg Zlotnick, Santa Clara County Water District Board member, presented a status report on the completed projects in Saratoga including the sediment removal project around the Comer Debris Basin. Mr. Zlotnick announced that the deadline for 2005 grant opportunities for Measure B monies was March 30, 2005. Mr. Zlotnick explained that the Water District's funding was also hit by the Governor's take-a-ways. The District lost $51 million dollars in property taxes with the last 18 months. Bob Wallace noted that he feels the sediment removal project was a waste of money. Mr. Wallace stated that after a few more days ofrain the sediment level would be at the exact spot as it was before the project. Lawrence Ives noted that he has owned his property located at 20937 Comer Drove for the past 11 years. Mr. Ives stated that the District has confirmed that there is no reason to remove the bridge. Mayor King thanked Mr. Zlotnick for the update. CONSENT CALENDAR 3A. APPROVAL OF CITY COUNCIL MINUTES -DECEMBER 15, 2004 STAFF RECOMMENDATION: Approve minutes. KLINE/STREIT MOVED TO APPROVE MINUTES OF JANUARY 5. 2005. MOTION PASSED 5-0. 3B. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. KLINE/STREIT MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 5-0. 3C. TREASURER'S REPORT FOR THE MONTH ENDED DECEMBER 31, 2004 STAFF RECOMMENDATION: Accept report. KLINE/STREIT MOVED TO ACCEPT TREASURER'S REPORT. MOTION PASSED 5-0. 3 PUBLIC HEARINGS 4. RESOLUTION ORDERING THE ABATEMENT OF A PUBLIC NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION STAFF RECOMMENDATION: Conduct public hearing and adopt resolution. RESOLUTION: 05-003 Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer noted that the attached resolution represented the second step in Saratoga's Hazardous Vegetation Abatement Program administered by the Office of the Agricultural Commissioner. City Clerk Boyer explained that the Commissioner has sent owners of the parcels requiring weed abatement two notices informing them that the weeds must be abated, either by the owners or by the County. The notice also informed them that they may present objections at tonight's public hearing. City Clerk Boyer pointed out that Debbie Carver, Program Coordinator/Office of the Agricultural Commissioner, was present this evening to answer any questions Counci1members may have on this topic. KLINE/W ALTONSMITH MOVED TO ADOPT RESOLUTION ORDERING THE ABATEMENT OF A PUBLIC NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION. MOTION PASSED 5-0. OLD BUSINESS 5, RESOLUTION OF SUPPORT FOR RELOCATING THE FARMERS' MARKET TO WEST VALLEY COLLEGE STAFF RECOMMENDATION: Adopt resolution. RESOLUTION: 05-005 Dave Anderson, City Manager, presented staff report. City Manager Anderson explained that an appeal hearing for the use permit for Farmers' Market operations at Saratoga High School was held on December 1, 2004. At that hearing the school district stated that they would not be renewing the lease with the market, which expires on May 18, 2005. The reasons for the non-renewal are the progressive intensification of use at the high school site and subsequent neighborhood complaints, and the spring opening of the Performing Arts Center near the current location of the market. At the meeting, West Valley College was mentioned as one of the only locations in Saratoga with sufficient space for the market and adequate parking. 4 City Manager Anderson noted that as a follow-up to the public hearing, the City Council directed staff to contact West Valley College to inform them of the loss of lease by the market at the high school site and the referral to the college. The City Manager contacted the President of West Valley College, Phil Hartley, who said that the market had already made an initial contact. Subsequently, a proposal was submitted by the California Farmers' Markets Association to the college for the use of the West Valley College as the site of a relocated Saratoga Farmers' Market. City Manager Anderson noted that in his response letter, President Hartley stated that the college would seriously consider the proposal. He also stated that "The elements of this consideration will include input from the City of Saratoga, response from the community in general and our immediate neighbors in specific, consideration by our Board of Trustees and routine cost/logistical issues (not necessarily in that order)." City Manager Anderson stated that this agenda item is intended to provide the City Council with a vehicle to express its support for relocation of the Saratoga Farmers' Market to West Valley College. It will also provide feedback to the College Board of Trustees that they can use in their deliberations on the agreement with the California Farmer's Markets Association. City Manager Anderson pointed out that seeking to be a good neighbor on issues that might have a neighborhood impact, the college has mailed out a survey to the 40 closest neighbors to solicit their opinions regarding relocating the Farmers Market to the college. A discussion took place in regards to the conditional use permit that was adopted by the Council a few weeks ago. Further discussion amongst the Council in regards to new conditions of approval for operations at the College. City Attorney suggested amending the proposed resolution to include the following statement, "The City Council of the City of Saratoga supports the relocation ofthe Farmers' Market to West Valley College and looks forward to considering the issues further through the use permit process". W ALTONSMITH/STREIT MOVED TO ADOPT RESOLUTION AS AMENDED IN SUPPORT OF RELOCATING FARMERS' MARKET TO WEST VALLEY COLLEGE. MOTION PASSED 5-0. NEW BUSINESS 6. SARATOGA GATEWAY PROJECT - AWARD OF BID STAFF RECOMMENDATION: 1. Move to declare Golden Bay Construction to be the lowest responsible bidder on the project. 2. Move to authorize staff to execute change orders to the contract up to $125,000; 5 3. Approve hourly contract proposal with Paul Jensen for dedicated construction/engineering inspection work associated with the Gateway Project, not to exceed $30,000. 4. Approve change order Design Studios West for construction engineering on an as-needed basis, not to exceed $10,000. 5. Approve change order authority with existing contract with Gachina Landscape to complete the median restoration work along Saratoga-Sunnyvale Road, not to exceed $25,000. John Cherbone, Public Works Director, presented staffreport. Director Cherbone stated that sealed bids for the Saratoga Gateway Project were opened on November 23, 2004. A total off our contractors submitted bids. Golden Bay Construction submitted the lowest bid of $2,707,622. Director Cherbone noted that following the bid opening, negotiations were made with the contractor to eliminate certain add alternate items, and modify the scope of work in order to accomplish the project within budget. The resulting proposal from Golden Bay Construction is $2,222,633. Director Cherbone described the scope of work and noted that because of the relatively large scope of this project and the consequential need for dedicated supervision, staff was recommending hiring a dedicated Engineering Inspector on an hourly contractual basis. STREIT/KLINE MOVED TO APPROVE STAFF RECOMMENDATIONS. MOTION PASSED 5-0. 7. BUILDING INSPECTOR POSITION VACANCIES STAFF RECOMMENDATION: Council designate at least one Building Inspector position as "essential" and authorize City Manager to fill one vacancy at this time. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow pointed out that on Monday, January 3, 2005, Building Inspector Jeff Britton submitted his letter of resignation effective January 21, 2005. Later that week, Building Inspector Jim Southerland submitted a letter of intent to retire effective March 2005. As a result of the two vacancies, staff requests permission to start recruitment activities to fill at least one position with direction on filling the second position to be included in this year's budget discussions. STREIT/W ALTONSMITH MOVED TO DECLARE ONE BUILDING INSPECTOR'S POSITION "ESSENTIAL" AND AUTHORIZE THE CITY MANAGER TO FILL THE VACANCY. MOTION PASSED 5-0. 6 8. CONGRESS SPRINGS PARK VERTICAL BYPASS DRAINAGE PROJECT: INCREASE CHANGE ORDER AUTHORITY FOR ADDITIONAL WORK STAFF RECOMMENDATION: Increase change order authority in the amount of $78,500; adopt resolution. RESOLUTION: 05-004 John Cherbone, Public Works Director, presented staff report. Director Cherbone stated that a contract was awarded to Colony Landscape & Maintenance in August 2004 for the Congress Springs Park Vertical Bypass Drainage Project. This project would vastly improve the p1ayfie1d drainage at the park, allowing earlier play after a rain event. Surface ponding would also be significantly reduced. Director Cherbone noted that the original contract amount of field area to be treated was 92,000 square feet. This equated to a unit price of$0.73 per square foot. A recent donation by the Saratoga A YSO would allow approximately 25,000 square feet in additional field area to be treated. Director Cherbone noted that the total cost of this work would be $73,500. W ALTONSMITH/KAO MOVED TO ADOPT RESOLUTION AMENDING THE BUDGET FOR FY2004/2005 TO APPROPRIATE FUNDS TO PAY FOR ADDITIONAL DRAINAGE WORK AT CONGRESS SPRINGS PARK. MOTION PASSED 5-0. 9. RELEASE OF SECURITIES IN THE AMOUNT OF $300,000 POSTED FOR UNDERGROUNDING OF EXISTING OVERHEAD UTILITIES ALONG SARATOGA-SUNNYVALE ROAD STAFF RECOMMENDATION: Authorize the Public Works Director to release security totaling the amount of $300,000 posted by Argonaut Associates, LLC and Saratoga Courtyards, LLC. John Cherbone, Public Works Director, presented staffreport. Director Cherbone explained the background of this project noting that this was part ofthe application for expansion and renovation at Argonaut Shopping Center in 1997. Director Cherbone noted that after discussing the project with a PG & E senior engineer, the recommendation is not to bury the lines along Saratoga Courtyards for the following reasons: . Two large transition towers would be required - would have a negative impact on the neighborhood . Exception from Rule 20 would be required for under grounding of high - voltage transmission circuits 7 . Cost of the two towers would be $500,000 with an additional $100,000 for under grounding of 120 linear feet along Saratoga Courtyard frontage. W ALTONSMITHlKAO MOVED TO AUTHORIZE HE PUBLIC WORKS DIRECTOR TO RELEASE OF SECURITIES IN THE AMOUNT OF ~300.000 POSTED BY ARGONAUT ASSOCIATES. LLC. MOTION PASSED 5-0. 10. REPLACEMENT OF CITY COUNCIL DIAS MICROPHONES STAFF RECOMMENDATION: Accept report, select microphone type; adopt resolution. RESOLUTION: 05-006 Thomas Scott, Facilities Supervisor, presented staff report. Supervisor Scott explained the problems the City Council have been experiencing with the sound system in the Civic Theater during City Council meetings. Supervisor Thomas pointed out that within the month the City would be going out to bid on a new sound system for the Civic Theater Drama Groups. The funding for this project is from the $1 per ticket surcharge collected from these same groups. Supervisor Thomas noted that this project would include replacing all of the speakers. Supervisor Thomas stated that along with the change in speakers in the theater, it has been recommended that the City purchase microphones with longer goosenecks. City Council members would not have to move forward each time they wanted to speak into the microphones. Supervisor Thomas described the two types of microphones and the costs. W ALTONSMITHlKAO MOVED TO ADOPT RESOLUTION AMENDING THE 2004-2005 BUDGET FOR AN APPROPRIATION OF FUNDS TO BE ALLOCATED TO BUY 18" GOOSENECK MICROPHONES. WITH ON/OFF SWITCHES. FOR THE COUNCIL DlAS. MOTION PASSED 5-0. AGENCY ASSIGNMENTS Mayor Kathleen King had no reportable information. Vice Mayor Norman Kline reported the following information: Library Joint Powers Association - described the two measures (A&B) that would be on the May 2005 ballot. 8 Councilmember Nick Streit had no reportable information. Counci1member Aileen Kao reported the following information: Chamber of Commerce - resignation was submitted by the Executive Director, Kristen Davis Counci1member Ann Waltonsmith reported the following information: KSAR Communitv Access TV Board - Assistant City Manager Lorie Tinfow attended the last Board meeting and provided a budget presentation. CITY COUNCIL ITEMS Referring to the grant opportunities mentioned by Mr. Zlotnick earlier this evening, Councilmember Streit requested that staff apply for these grants. Councilmember Waltonsmith asked if the City responded to the draft Annexation Policy written by the County. Interim Community Development Director Livingstone noted that he would be attending a meeting at LAFCO on Monday in regards to this policy. Mayor King announced that the 4th Annual Mustard Walk would be held on February 6, 2005. Mayor King reminded that Council that on January 20,2005, Supervisor Liz Kniss would be giving her "Sate ofthe County" address. OTHER None CITY MANAGER'S REPORT None ADJOURNMENT There be no further business Mayor King adjourned Closed Session at 10:00 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk 9 SARATOGA CITY COUNCIL ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: ~A~ DEPT HEAD: Cathleen Boyer, ity Clerk -OB bJ-.-J ~/ MEETING DATE: March 16, 2005 AGENDA ITEM: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular Meeting - February 2,2005 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 February 2, 2005 MINUTES SARATOGA CITY COUNCIL FEBRUARY 2, 2005 The City Council of the City of Saratoga held a Joint Session with the Finance Commission in the Administrative Conference Room, 13777 Fruitvale Avenue, at 6:00 p.m. The following Commissioners were present: Chair Alex Tennant, Richard Allen, Jim Hughes, and Staff Liaison Michele Brauch!. Chair Tennant highlighted the Commission's accomplishments for 2004 and noted that they are currently working on developing a policy in regards to City's reserves. Chair Tennant stated that the Commission supports the concept that core priorities should receive first priority when allocating funds, Chair Tennant stated that core priorities could also be thought of as the absolute minimum services that the City must provide. Chair Tennant stated that after defining the priorities of Saratoga, the Commission divided City services into three categories: . Class A - Core priorities, must provide . Class B - Should provide . Class C - Would like to provide Chair Tennant briefly highlighted the Commission's collective opinion of which services were placed in each category. Mayor King thanked the Finance Commission for attending tonight's Joint Session. The City Council met in Closed Session in the Administrative Conference Room, 13777 Fruitvale Avenue, at 6:30 p.m. Conference With Legal Counsel- Threatened Litigation: Significant exposure to litigation pursuant to Government Code section 54956.9(b): (2 potential cases) Conference With Legal Counsel- Existing Litigation: (Government Code section 54956.9(a)) Name of case: Hinz v. City of Saratoga v (Santa Clara County Superior Court (No case #) ROLL CALL PRESENT: Councilmembers Aileen Kao, Nick Streit, Ann Waltonsmith, Mayor Kathleen King Vice Mayor Norman Kline Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Michele Braucht, Administrative Services Director John Livingstone, Interim Community Development Director John Cherbone, Public Works Director ABSENT: ALSO PRESENT: REPORT OF CITY CLERK ON POSTING OF AGENDA FOR FEBRUARY 2, 2005 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of February 2,2005 was properly posted on January 28, 2005. ORAL COMMUNICATIONS The following people requested to speak at tonight's meeting: Citizen Ray presented the City Council with an update on the grant application for the improvements on Highway 9. Mary Robertson requested a status report on the Neighborhood Watch Program, which used to be offered by the Sheriffs Office. Referring to Megan's Law, Mrs. Robertson pointed out that 12 registered sex offenders were living in the City of Saratoga. Sandy Cross requested an update on the progress of the Kevin Moran Park Improvement Project. COMMUNICATIONS FROM COMMISSIONS Alex Tennant noted that he was the Chair of the Finance Commission. Chair Tennant noted that tonight the Finance Commission had a joint meeting with the City Council. Chair Tennant described the Commission accomplishments during 2004 and noted that they are eagerly looking forward to helping the Council with the preparation and review process for the FY 05-06 Budget. COUNCIL DIRECTION TO STAFF Councilmember Waltonsmith requested that staff contact Captain Hirokawa and request a status report on both items Mrs. Robertson brought up this evening. City Manager Anderson replied that he would invite Captain Hirokawa to the next City Council meeting. In regards to Kevin Moran Park, Councilmember Streit stated that the AdHoc Committee was put on hold due to the lack of City staff. ANNOUNCEMENTS None CEREMONIAL ITEMS 1. PROCLAMATION DECLARING THE MONTH OF FEBRUARY 2005 "SILICON VALLEY READS MONTH" STAFF RECOMMENDATION: Read proclamation. 2 Mayor King read the proclamation and presented it to Melinda Cervantes, County Librarian. SPECIAL PRESENTATIONS None CONSENT CALENDAR 2A. APPROVAL OF CITY COUNCIL MINUTES - JANUARY 5, 2005 STAFF RECOMMENDATION: Approve minutes. STREIT/W ALTONSM1TH MOVED TO APPROVE MINUTES OF JANUARY 5. 2005. MOTION PASSED 4-0-1 WITH KLINE ABSENT. 2B. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. STREIT/W ALTONSMITH MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 4-0-1 WITH KLINE ABSENT. 2C. MEMORANDUM OF UNDERSTANDING WITH MILLMAN & INDUSTRIAL CARPENTERS LOCAL 262 STAFF RECOMMENDATION: Adopt resolution approving the MOD and authorize the City Manager to execute the MOD. RESOLUTION: 05-007 STREIT/WALTONSMITH MOVED TO ADOPT RESOLUTION REVISING THE MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY AND THE MILLMAN & INDUSTRIAL CARPENTERS LOCAL 262 FOR THE PERIOD JULY 1. 2004 THROUGH JUNE 30. 2005. MOTION PASSED 4-0-1 WITH KLINE ABSENT. 2D. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1; RESOLUTION INITIATING RENEWAL OF THE DISTRICT FOR FY 04- 05 STAFF RECOMMENDATION: Adopt resolutions. RESOLUTIONS: 05-008 & 009 3 STREIT/WALTONSMITH MOVED TO ADOPT RESOLUTION APPOINTING ATTORNEYS FOR FISCAL YEAR 2005-2006. MOTION PASSED 4-0-1 WITH KLINE ABSENT. STREIT/W ALTONSMITH MOVED TO ADOPT RESOLUTION DESCRIBING IMPROVEMENTS AND DIRECTING PREPARATION OF ENGINEER'S REPORT FOR FISCAL YEAR 2005-2006. MOTION PASSED 4-0-1 WITH KLINE ABSENT. 2E. APPROVAL OF AMENDMENT NUMBER TWO TO JOINT FUNDING AGREEMENT FOR THE SILICON VALLEY REGIONAL INTEROPERABILITY PROJECT STAFF RECOMMENDATION: Authorize the City Manager to execute Amendment Number Two to the Joint Funding Agreement (JF A) with other Santa Clara County cities to update the current scope and authority of the Project. STREIT/WALTONSMITH MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE AMENDMENT NUMBER TWO TO THE JOINT FUNDING AGREEMENT (JFA) WITH OTHER SANTA CLARA COUNTY CITIES TO UPDATE THE CURRENT SCOPE AND AUTHORITY OF THE PROJECT. MOTION PASSED 4-0-1 WITH KLINE ABSENT. PUBLIC HEARINGS None OLD BUSINESS 3. CONSIDERATION OF LETTER REGARDING ADMINISTRATION OF INTERIM URGENCY ORDINANCE STAFF RECOMMENDATION: Consider letter and direct staff accordingly. John Livingstone, Interim Community Development Director, presented staff report. Interim Director Livingstone explained that on January 24,2005, the City Council received an e-mail requesting their interpretation of the Urgency Ordinance on two Issues: . How the ordinance should be applied to landscaping plans that do not show structures approved by over the counter building permits issued before the ordinance was adopted. . The administration of the exceptions added to the ordinance on January 5. 4 Interim Director Livingstone provided a brief background in regards to the adoption of the Design Review Urgency Ordinance. David Mighdoll read a letter signed by over 65 homeowners around 13641 Ronnie Way. Mr. Mighdoll requested that the City enforce the original landscape plan Mr. Haas submitted. MiMi Frazier Mather noted that the neighbors around 13641 Ronnie Way care about the integrity ofthe neighborhood and the architectural compatibility. Mrs. Mather stated that the property owner at 13641 Ronnie Way promised the neighbors one thing and the minute he moved in he broke all the rules. Tom Marantette noted that he lives directly across from 13641 Ronnie Way. Mr. Marantette noted that since the beginning ofthis problem he and his neighbors have just been trying to preserve the look and feel of the neighborhood. Jan Smith noted that she has lived on Ronnie Way for 13 years. Mrs. Smith noted that she feels the BBQ area in front of 13641 Ronnie Way is an eyesore. City Council discussion took place in regards to the ordinance passed on November 22,2004 and the issues surrounding the property located at 13641 Ronnie Way. Consensus of the City Council to direct the Community Development Department to follow through on the landscaping plan for the property located at 13641 Ronnie Way. Any other visible improvements that can be seen from the road must go through the Design Review process unless ifthe Community Development Director deems the changes minor. 4. GRANT WRITER CONTRACT - REVIEW OF SERVICES STAFF RECOMMENDATION: Accept report and direct staff accordingly. John Cherbone, Public Works Director, presented staffreport. Director Cherbone stated that on April 7, 2004 the City entered into a contract with Randall Funding and Development, Inc. for Grant Writer services. The cost of the service is a $3,000 a month flat fee with a 3% incentive fee (10k cap) pre awarded grant. Director Cherbone noted that attached to the staff report was a progress report prepared by Randall Funding explaining the progress to date regarding the procurement of grants for the City. Director Cherbone presented the following options to the Council regarding grant services: . Continue existing contract with Randall funding as stipulated in the existing contract . Negotiate a different arrangement with Randall Funding such as paying for grant services on a per grant basis 5 . Discontinue contract with Randall Funding and prepare grants in-house as staff resources permit. Director Cherbone noted that a representative from Randall Funding was presented this evening to answer questions from the Council. Dan Hamilton, Randall Funding and Development, Inc, explained the problems they had in regards to obtaining the executed contract from the City, time constraints on grant deadlines, and the problems working with City staff. Mr. Hamilton stated that Randall Funding would be willing to renegotiate the City's contract. Councilmember Streit noted that he feels the City hasn't given Randall Funding the opportunity to obtain grants for the City. He would support renegotiating the contract. Mayor King expressed her disappointment with Randall Funding. Mayor King noted that she did not support continuing this contract. MOVED TO DIRECT STAFF TO RENEGOTIATE CITY'S CONTRACT WITH RANDALL FUNDING. MOTION PASSED 3-1-1 WITH KING OPPOSING AND KLINE ABSENT. NEW BUSINESS None ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Kathleen King reported that following information: West Vallev Mavors and Managers Association - continued discussion regarding the County's new annexation plans. Councilmember Nick Streit reported that following information: Citv/Schoo1 AdHoc - met with Prospect High School representatives. Counci1member Aileen Kao reported that following information: Chamber of Commerce -annual "Crab Feed" will be held on February 26,2005. Councilmember Ann Waltonsmith reported that following information: Sister Citv Liaison . January 21,2005 had their first potluck of the year. A slide show was presented to approximately 120 people. A second potluck has been scheduled for March 18, 2005. . San Francisco Museum of Art is now showcasing "The Geish, Beyond the Painted Smile". 6 CITY COUNCIL ITEMS Mayor King reminded everyone that the Mustard Walk was this Sunday, February 6, 2005, from 11 :00 a.m. - 3:00 p.m. Mayor King announced that the City was looking for volunteers to recite the Pledge of Allegiance prior to the City Council meetings. Mayor King noted that if anyone was interested to call the City Clerk's office. OTHER None CITY MANAGER'S REPORT City Manager Anderson noted that he was asked to participate on the hiring panel for the new Chamber of Commerce Executive Director position. City Manager Anderson noted that the Chamber has hired Sheila Arthur as Interim Director. ADJOURNMENT There be no further business, Mayor King adjourned Closed Session at 9:30 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk 7 SARATOGA CITY COUNCIL MEETING DATE: March 16, 2005 AGENDA ITEM: ~c., ORIGINATING DEPT: City Manager's Office CITY MANAGER: p.......;;:7~ '\ PREPARED BY: DEPT HEAD: Cathleen Boyer, SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Closed Session & Study Session - March 2, 2005 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 March 2, 2005 MINUTES SARATOGA CITY COUNCIL SPECIAL MEETING! CLOSED SESSION MARCH 2, 2005 The City Council ofthe City of Saratoga met in Closed Session in the Senior Center Conference Room, Allendale Avenue at 4:30 p.m. for the purpose of Conference with Legal Counsel. CALL TO ORDER Mayor King called the meeting to order at 4:30 p.m. ROLL CALL PRESENT: Mayor Kathleen M. King Vice Mayor Norman Kline Councilrnember Nick Streit Councilrnember Aileen Kao Councilrnember Ann Wa1tonsmith ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Jonathan Wittwer, Assistant City Attorney REPORT OF CITY CLERK POSTING OF AGENDA FOR MARCH 2, 2005 Cathleen Boyer, City Clerk, reported that pursuant to Govemment Code Section 54954.2, the agenda for the meeting of was properly posted on March 1, 2005. CLOSED SESSION Conference with Legal Counsel- Threatened Litigation: Significant exposure to litigation pursuant to Govemment Code section 54956.9(b): (I potential case) MAYOR'S REPORT ON CLOSED SESSION No reportable action. ADJOURNMENT Mayor King adjourned the meeting at 5:00 p.m. Res 'I \ . . ly submitted, r CMC ity of Saratoga MINUTES SARATOGA CITY COUNCIL STUDY SESSION MARCH 2, 2005 The City Council held a Study Session at 5:00 p.m. in the Adult Care Center, 19655 Allendale Avenue. Mayor King called the Study Session to order at 5:00 p.m. ROLL CALL ABSENT: ALSO PRESENT: Councilmembers Aileen Kao, Nick Streit, Ann Waltonsmith, Vice Mayor Norman Kline, Mayor Kathleen King None Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Lori Burns, Human Resource Analyst Michele Braucht, Administrative Services Director John Livingstone, Interim Community Development Director John Cherbone, Public Works Director Joan Pisani, Recreation Director PRESENT: REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MARCH 2. 2005 Cathleen Boyer, City Clerk, reported that pursuant to Govemment Code Section 54954.2, the agenda for the meeting of March 2, 2005 was properly posted on February 24,2005. 1. INTRODUCTION OF MINIMUM SERVICES AND THE NEW NORMAL - DAVE ANDERSON CITY MANAGER Dave Anderson, City Manager, presented staff report. City Manager Anderson explained that next Fiscal Year would be the fourth year of recession and the third year of State takeaways. In response, the City has cut funding by $1 million from each ofthese budgets by carefully reviewing individual expenditures, eliminating building maintenance, capital equipment and computer related expenditures, instituting hiring freezes, and limiting employee wages and benefits. City Manager Anderson stated that the City can no longer use the same traditional budget mechanisms to cut costs. Each cut now effects programs or service delivery. In that context, the City Council this year would begin the process of prioritizing city services and programs with the necessity of reducing the scope of city services delivered to the public. City Manager Anderson noted that the City has a tradition of being an efficient provider of municipal services via contract, Joint Powers Agreement and cooperation with other public agencies. The City also has a heritage of a low tax base and limited retail base necessitating a minimum services outlook. 1 City Manager Anderson pointed out that while the State and Federal mandates, and the expectations of our residents have pushed the City to expand services in recent years, our revenue base has not kept pace, and cannot sustain such expectations. City Manager Anderson stated that the City must explore the "New Normal" wherein expenses are cut to the level that budgeting for long-term sustainabi1ity can be achieved _ this includes some mechanism for resuming building maintenance, capital equipment, computer expenditures and sufficient compensation to attract and retain quality employees. City Manager Anderson explained that this Budget Study Session is devoted to articulating city priorities and is key to the restructuring of city services and reduction of expenditures in a fashion that will permit the ''New Normal" to come into play. City Manager Anderson explained Council would first take citizen input, then they would each place cards representing city services into one of three priority categories suggested by the Finance Commission. Each Councilrnember would then explain their priorities. At the end of the exercise, the Mayor would summarize the exercise and attempt to develop a consensus column. City Manager Anderson noted that staff would take the results of the exercise and analyze them. They will identify consequences to programs and service delivery and will produce a fiscal analysis. If budgetary targets of $1.2 million are met, the second Study Session will consist primarily of fine-tuning the outcomes. Ifbudgetary targets are not met a second round of priority setting and fine-tuning will be required. Mayor King thanked City Manager Anderson for his report. 2. CITIZEN INPUT Chris Wasmund, Executive Director/KSAR . City has been funding KSAR since 1988 . Vital to Community . If operating expenses are cut, their programming would have to be cut as well . Request that Council continue to fund KSAR Herb Engstrom, KSAR . Discussed his program called "Straight Talk" Tom Moran, KSAR . KSAR provides various services to the City (i.e. City Council &P1anning Commission meetings, Community forums, etc) . Would try and cut costs Genie Dee, Executive Director/SASCC . City contributes $18,000 to the SASCC o $1.92 per senior from City's General Fund o $4.30 per senior from CDBG o Return from SASCC $41.00 per senior (fees & fundraising) 2 . Competing with neighboring cities . SASCC provides many services seniors (i.e.: classes, lunches, Adult Care Center) . SASCC is a value to the Community John Feemster, President /SASCC . Requested that the City Council continue to fund SASCC Nomita Shahani, President/Saratoga Chamber of Commerce . New Board =New Beginning . Recruiting for a new Executive Director . City and Chamber - Civic Partnership o Tourism o Economic Development o Business Retention o City's 50th Anniversary Celebration . New Chamber located on Big Basin Way o Rent increased from $12.00 per year to $15,276 per year Citizen Ray updated the City Council on the Highway 9 Safety Improvement Project. Referring to a previous request made to SASCC, Councilmember Waltonsmith requested a report from the Recreation Department on how many Saratoga citizens participate in their programs. 3. PRIORITY SETTING EXERCISE - CITY COUNCIL See attachment A In preparation for the scheduled Study Session on March 8, 2005, Councilmember Waltonsmith asked if the cost of AdHoc Committees could be provided. Referring to the following, Teen Programs-After School Program, Teen Programs- Youth Commission and the New Normal, Counci1member Waltonsmith asked what the listed dollar amounts paid for. Director Pisani responded that $70,000 for "Teen Programs - After School Program" covers the program costs for the Middle school after school drop-in program at the Warner Hutton House Director Pisani responded that $50,000 for "Teen Programs -Youth Commission" covers all Youth Commission sponsored teen programs such as: lecture series, dances, concerts, and evening & weekend programs. Assistant City Manager Tinfow responded that $330,000 would cover the following: . Merit increases . Attorney Costs . City Council stipend . Planning Commission stipend 3 Counci1member Kao asked what "Engineer Services" and "Development Regulations" entailed. Director Cherbone explained that the City's Engineer performs a wide variety of duties such as: . C.I.P. . Encroachment and Heavy Load Permit Issuance . Development Review . Pavement Management Program (PMP) . Infrastructure Proj ect Management . Utility Coordination Director Cherbone explained that Development Regulation is the Geo Technical Consultant and the City Surveyor. Vice Mayor Kline asked what "Environmental Services" entailed. Director Cherbone explained that most of these functions are mandated services such as solid waste, street sweeping, and congestion management. Referring to "Landscaping & Lighting" and "Building Inspection", Mayor King asked if these were full cost recovery programs. Director Cherbone responded yes. Mayor King asked if the City had a sidewalk maintenance program. City Manager Anderson stated that program was cut last year and a new ordinance would be developed in the future. Councilmember Streit stated that the City has been making cuts for the past three years and now programs have to be cut. 4. CONCLUSIONS & DIRECTION - MAYOR AND CITY COUNCIL Mayor King briefly summarized the activity and thanked everyone for attending tonight's meeting. ADJOURNMENT There be no further business Mayor King adjourned Study Session at 6:55 submitted, er, CMC 4 ORIGINATING DEPT: Admin Svcs SARA TOGA CITY COUNCIL AGENDA ITEM: 3D CITY MANAGER: .?? J ~ DEPTHEAD~\(~ MEETING DATE: 03/16/2005 PREPARED BY: q:;U 1~-ld~ Jaye Tkach, O.S. II SUBJECT: Check Register for 03/08/2005 RECOMMENDED ACTION: That the City Council accepts the Check Register for 3/8/2005. REPORT SUMMARY: The attached Check Register for 3/8/2005. The checks were released on 3/9/2005. Payroll checks were released on 3/3/2005. Starting Ending Total Type of Checks Date Checks # Check # Checks Amount Account Pavab1e 3/8/2005 98764 98872 109 186,465.74 Payroll 3/3/2005 30632 30654 23 104,087.86 TOTAL 290,553.60 The prior Check Register for 2/22/2005 ended with check number 98763. There are six (6) voided checks on the 3/8/05 register. Checks 98784, 98808 and 98809 were voided because the system automatically voided these checks due to multiple invoices on the preceding check. Check number 98549 was voided because service was no longer provided at that address. Check number 98738 was voided because payment was made to an incorrect vendor. Check number 98760 was voided because it was a duplicate payment. FISCAL IMPACTS: The following is a reduction to each of the individual fund cash balance: IF und # Fund Description AlP Total PR Total Total 001 General 84,447,81 24,534.10 108,981.91 150 Streets & Roads 25,179.28 22,850.73 48.030,01 180 LLA Districts 12,5]4,76 ],788.69 14,303.45 250 Development Svcs 27,7]0,60 32,920.88 60.631.48 260 Environmental 2]9.47 3,511.40 3,730.87 290 Recreation II,] 57.68 ]0,625,10 21,782.78 291 Teen Services ],862,39 3,866.87 5,729.26 292 Facility 0 os 1,693,13 3,518.09 5,211.22 293 Theatre Surcharge 29,26 472.00 501,26 320 Library Exoansion 402.01 402,0 ] 352 Infrastructure 12,570.16 12,570,16 800 Deoosit 8,679.] 9 8,679.]9 TO TAL 186,465.74 ] 04,087 .86 290,553.60 ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Check Register in the Expenditure Approval List format PAGE HAND-ISSUED ~ " ~ 00 ~ ~ ? H 00 00 C 00 d ( 3D'ld OS:DSSI -ClN'fH . " ~ ~ o " ~ ~ ~ ~ o ~ x 5 PAGE LIST CHECK DATE EXPENDITURE APPROVAL AS OF: 03/22/2005 HAND- ISSUED EXPENDITURE AMOUNT 03/0a/2005 06 44 VENDOR NAME VOUCHER P.O. NO NO 13 PREPARED 03/0"', PROGRAM: GM3 3 9L CITY OF SARATOGA VEND NO INVOICE NO ITEM DESCRIPTION ACCOUNT NO BNK CHECK/nUE DATE 180.13 180.13 B09.00 809.00 HALL LIGHT FIXTURES-CITY VENDOR TOTAL 001-1060-513.30-02 DISTRIBUTORS 00 03/09/2005 0000144 ELECTRICAL 51691323.001 003839 5 5 UNEMPLOYMENT CLAIMS FOR DEVELOPMET DEPT. 00 03/12/2005 EMPLOYMENT 003985 0001814 2/10/05 VENDOR TOTAL 001-1045-513.20-01 IRRIGATION 003916 EWING 0002680 5071669 122.59 122.59 44.52 22.01 66.53 . FEDEX SHIPMENT-PELLON & SHIPPING-LIBRARY MEDIATIO IRRIGATION PARTS VENDOR TOTAL 30-01 001-)030-532 02/12/2005 00 0002930 FEDEX 5-364-16968 5-377-19744 50 36 62 20 32 20 72 72 02 60 64 98 32 70 82 90 00 00 00 045 140 652 163 271 214 87 87 256 81 338 987 220 341 92 453 '" 878 854 1 1 3 8, VENDOR TOTAL LANDSCAPE SVCS 2/a5-NORTH CIVIC CENTER 2/05 MEDIANS/PARKWAYS 2/05 MANOR DRIVE 2/05 FREDERICKSBURG 2/05 MCCARTYSVILLE 2/05 ARROYO DE SARATOGA 2/05 LEUTAR COURT 2/05 BONNET WAY 2/05 BEAUCHAMPS 2/05 SUNLAND PARK 2/05 BELLGROVE 2/05 TRICIA WOODS 2/05 KERWIN RANCH 2/05 TOLLGATE 2/05 PRIDES CROSSING 2/05 LANDSCAPE UPGRADES-SARA/ LANDSCAPE UPGRADES-SARA/ LANDSCAPE UPGRADES-SARA/ 001-1020-511.40-21 320-9010-522.40-10 001-1060-513.40-17 001-3030-532.40-15 150-3025-5]2.40-15 180-]040-5]2.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 180-3040-532.40-15 352-9201-622.40-10 352-9201-622.40-10 352-9201-622.40-10 00 02/28/2005 00 03/05/2005 MANAGEMENT 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 03/02/2005 00 02/24/2005 00 02/24/2005 00 03/04/2005 003902 003988 GACHINA LANDSCAPE 004016 21823 004030 21822 004031 21822 004018 21822 004019 21822 004020 21822 004021 21822 004022 21822 004023 21822 004024 21822 004025 21822 004026 21822 004027 21822 004028 21822 004029 21822 004032 21822 003929 003930 21866 004012 0001794 10529 10413L 10413M 10413 10413A 10413B 10413C 104130 10413E 10413F 10413G 10413H 104131 10413J 10413K 10413N A13887 A13886 A13924 116.62 180.00 21 VENDOR TOTAL 180.00 SR TRIP 4/28/05 VENDOR TOTAL 51 40 564 290-6005 02/28/2005 00 GIZDICH RANCH 003979 0003128 4/28/05 805.00 B05.00 930.00 959.10 4 2/05 VENDOR TOTAL INSTALL IRRIG SYSTEM BROO PARTS-BROOKGLEN PARK UP HAKONE RENT 31 40-22 30-01 001-7025-572 .40 001-3030-532 001-]030-532 FOUNDATION 00 03/03/2005 EQUIPMENT SVCS 00 03/09/2005 00 03/09/2005 HAKONE GARDEN 004150 HYDROTEC IRRIGATION 003925 21887 003926 0000183 FEB. 2005 0000198 23891 2]890 ~ ~ Q ~ ~ ~ ? 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"' .. 0 - .. ... == <l == "" ... - .5 .e 0 .. " = == "' " ~.. "' "' :c:: I;lI Y C'lI (II _ c.l:.c ;c "' == - " == ======~ .. .~ ~ ~';;J ... == ..... ~.- " =._ C'lI I "' c"ll = ._ ..... - ... "' "' " " ..... = == ;a. ~ g.. 8:a =';: == 60'..'5 ~ ... == l'lo 51'': f$ ~ 0 5 " " .. C,ol = w C'lI C. = ... c.l "' ""~r-l ~""""...;:;;>r-l <<.s~ u <fo1<< ~ " - - .~ " ... " - .. ... " " 0) .. !::: .- .- .. <=I - 0 0 ... .~ .. .... .. .. Q ...:I iLl 0 "" "" ... od 0) en = 0) .D -0 1 en -0 ~ Cl ~ Q U -0 tl 0) g. ~ JJ ~ o ..= " .D 'I:: <.> en 0) -0 >> "2 o - OJ ..= en 0) [; ~ ~ ~ <=I o .~ S Jl <=I ,~ - 0) OIl -0 = .D ~ * . NEW ENGLAND GLASS & DOOR, INC. 667 WAI.NUT STREET. SAN JOSE, CALIFORNIA 95110 (403) 287-0654 FAX (408) 297.6446 Lic. 517266 ' Proposal i'" D~---1 Proposal # I 1/3/2005 I 7548 Customer City of Saratoga 19700 Allendale Ave Sarat(lga.. CA.9S070 ,.,., "-j I I ,..' ..... ..........._..________,__,__._,J .,..,...........,...,.......'.r.....'-. P.O, No. : Terms I Description I I I project J Our Or;ieJ' # Total NEW ENGLAl';'U GLASS PROPOSES TO PROVIDE T .ABOR AND MA TERIAL FOR.: REGARDING: BUDGE'\' }o'OR AUTO DOORS. a) 3 ea. Surface alltll door operators. b) Remove existing closers from headers. c) Install SlOpS to make doors open OUl only. d) Install auto openers to headers above doors. e) 2 ea. Radio control push plates per door. f) Adjust fur proper closing to operaling speeds. g) Bring power to ahow; openings for auto operators, r I ! Total Cost: To Inslalllhrcc (3) operators, Includes Material, Labor and applicable taxe.~: see Tal( 8,800.00 0.9&- , Thank you lilr choosing New England Glass, Al T ,-. Approved by SignatUre Total -. -'---j $~:SOO.OO I ! THANK YOU FOR YOUR BUSINESSI 02-08-2005 16:48 RS ERECTION 14085010391 PAGE: 1 R & S Erection ofSlinta Clara County, Ine. l>OOR.<;' CA TEll " AliTOMAU:I. 8V8TEMS SPH(:IAI.I"V finNERAL CONSTRUCTION 1789 Junction Avenue Son Jos<:, CA 95112 PH: 408- 436-0484 & 800-660..()4841)es.~ Pax: 408- 436-0331 __, Cont !.ie No. 391287 p... H_C19_C51_C6IJn?KInIM"8-HIC ..,' Cu""m'''' ; OFFER C h\lbisoffcr~.a~,~~fer!n: \. 'd'J. ...... CITY OF SARATOGA I 19700 ALLENDALE AYE SARA TOGA.~~ 95070 _ ' Attention: THOMAS SCOTI ! Phuoc: 1168-1277 CELL 857-6780 - .. ~ Date: February 8.2005 By: Caleb Severson 640-6338 CELL Jubsite in thi~ ft1fcr !!ohall refer to: I Fax: 86&- 1278 !"rice R&S PROPOSES TO FUR..N1SH AND ISNTALL (3) ADA AUTOMATED OPRRATORS TO: CITY HALL ADMIN, DOOR-LH OF A PAIR OF 6070 ALUM1NlJM GLASS DOORS, CITY HALL EMPLOYEE DooR- SINGLE, AND COMMUNITY DEVELOPMENT DOOR ,-LH OF PAIR OF 6070 ALllMINUM GLASS DOORS. INCLUDES RETROFIT OF EXISTING DOORS WITH FULL SURFACE HINGES.REMOV AL Of CLOSERS. TWO WIRELllSS ACTUATOR BUTI'ONS PER OPERATOR, WIRING OF OPERATORS TO POWER SOI.;'RCE, AND SHUT- Off SWITCHES. 16,400.00 TOTAL = QUOTED USING PREVAILING WAGE LABOR RATES SUBJF,CT TO MEASURFMENT CHKCK* DELIVF.RY: 2-5 WEEKS EXCLUSIONS: l;fNISH PAINTING, FRAMING, ANY oBSTJl,(JCTJONS, ABNORMAL wORKING HOURS, ANY PATCH WORK, Ai'iVTR1NG NOT NOTED!N THIS QUOTE, DRAWINGS, LABOR AGREEMENTS, BONDING, PERMITS. TEKMS: NJl:T 30 WITH PURCHASE ORDER WARRANTY: ! Yea" 1nst-411ers Warranty, Extlad.. Abu... "NOTICE TO OWN':"" (Section 7019 - Cnnl11l'.;!.ur's Liccll!c Law) T.. ,....' ~,d......... '"' ""'" '" ,1 ,...,,,.... .,ftl "'""'to.""" witt! u.e"~ ~'"~ and condi~ ~e tbc: ~irt: nITlll' ~lfR II': S lAd my ttddiltlr.1 lem~ ,,"'I?OKd by CUSTOMliR ;m:: ~ unJc.qs ~ 13CIl1~ 10 in wdtins. ACCEPTAN(.:E of the O~'l.rn!lhall coastitutC a CONTRACT Inllhc terms aad (l0Dditi0ll' ~ f.,riM lwrfitt. A<<:~ mth,!\ ,,0'.. ftll be COIIlIIJI,UIiClltcd to Ft &.!j try muntin@. die ufl~ I'A'I'~.J> and SIGNED by m AllTIIORiZJ..:D ~cnt or ~fIti", nff:IIS1'OMP.R. Under the M'="';wi.,;'.. L~n Law. anY' CODttKtur, lWIurllha..'tor. labora", nmenIl1TllC1lI;T <JIMr pcl'!On ",110 helps improVll' ~llllf llI'Ol)(:rt)' and. is not paid fvr "i~ I4h(li, ~yjcOl or material, ~ _1 right lit enforce bia claim Milm.~r )'Pur property Under 1M ..!W, ;'UU IllaY protect .yo~lf;t~i,ll'l ~Il clailllS. by fillJ1F,. hefl1l"l! OOIl1rtJ01lCln@;lU(;b worlc ~r improwrn~lIt., .'llltiSiRal ~t b' f!K' -.wwt. ,..( impro..-cmCDt or II mod;rJClll.itof! lhcl'CO{ in the ot'lll.:e nf tho! ~'Ilmty ~dcr of the '=l)Imly whcto: thll pl.'opcrty it $itllII".m unci ~uifilll! \hit a .co.."1ttaCMf'~ j1aJmm bUild bf rcconkd in IMICIP nlliQl. ~d bond!bal.1 be in ;m 1Imuwlllol. k:Is than tlfty pc:rc:ent VIU%) Qflbe Wlltr~ ,'!rice and shill. in .tddili~"1 Itl :DIy oonditioDl for tfr.! ~lmlll\J..:c oflhc COJItrKl. be lI'lnIlilioncd rorpaymeDt Tn rull ufUw clail1'll ofail p<<l>QI1" fr.,li.thiog,Iabor,IeJ"ViCC$, <;eplip1lWIIlt nr materials rorlbe wuk dCll'riMl in llIolid contract IN TUE STATE OF CALtFOtlI'OA. C",..lraC1OCS arc required by IIIw 11) ~ IM.:.-.d and rcgu1a1cd by the (\1Itl1'ladM; S:cItc L~DSC 9omI. tmy 1l1..u..lAA conccmi", IE. coa.lT1W,lI' may he reforrcdto tht~Orlht b1'1ttd whose eddrcss i.: CO'Iltmall.ID ~ L~ Bocd P.O tkm26000 ~1Ih1, CA 9S11G ACCEFTANCF: V.)u arc hereby Iluthllri:zed to furnish "11 materials and labor t.o cc.l)T>pl~lt the work ment;~-'"~ in the above propoSfll., fvr which I(We agree to pay the anlount mc;:nlioned in said propo~l, IU'ld according to the 'tc;rrn~ thereof i 3/4% wvice charge per month a[\cr 30 d.t=ys.., due and pnyahle upon n:c"ipl. ACCEPTEI! flY: llA";: Proposal 1750 Smith Avenue SanJose, CA 95112 Tel: (408) 947-6000 Fax: (408)947-6061 Date Estimate # 112512005 1751-A Name I Address City of Saratoga 19700 Allendale Avenue Saratoga, CA 95070 Fax: (408) 868-1278 Attn: 1V\O'n~~ ~oU Description To~1 JOBSlTE: VARIOUS BUILDINGS ON ALLENDALB AVENUE 11,594.00 Pro Door & Glass proposes to provide 'the mlllerial and labor to !notal! (3) handicapped swmg door operIOTS wit" radio control push Imttons as ibllows: PART I: CITY HALL, ADMlNiSTRI\110N A) Remove (I) <loot and replace close!' to make pivot only, reinstall door. B) Furnish and Dlstall (1) Horton 4000 L.E. Swing Door operator for left hand doot only, header to go Ibe full length oflbe opening 74 314" clcerannodized fmish. C) Fl111l;sh and Install (2) radio contol\JU8b button (h!llldicapped) lll1d key turn off switch in jamb. D) Supply wire to the operator from lb" e10sest available source of power. E) W11'O In lbe operator to power line at lbe op<.dtu,. MATERIALS, TAX AND LABOR: $3,882.00 PART 2: CITY HALL, EMPLOYEE ENTRANCE A) Cut out sheetrock PIld trim OUl the ....... where Ibe opel'lllor needs to be installed (above door). B) Furnish and install (i) Horton L.E. Handicapped Swing Door operator (single door) header 39" with (2) n1dio comrol push button end key switI:h in the jamb to turn ltIe ~or off. C) Clear annodized rmish. 0) Supplywirc to the operator from th.~ closest available source of power. MATERIALS, TAX AND L....BOR: $;;,830.00 o Aeeept o Deeline 0 Make Chan~ Total lnate: SUmature: ,,11_";.1 is ~ to be as spcciflc j, A II WOtl<. to be 00"",1_ in . workmanlike"""""", a<:cording III _ard pt8<liccs. AIry all<. tIIl<ms "" deviation fttlm above spOG;r...lItions in"'lring extra ""-<1$ will "" co:ecuted only upon written <mIcr, and WIll boc:omc.. oma ~ (rVQ: and above t~ cstimBl<:. This proposal is ...~jcct to ll(:CCIlCance within 60 days on<l is >'Oid thereaIlet. C~ial Spcclaliollo Caliibmia S_ u". 1/ 813073 Psge 1 cJ" z.. :,"C;,:, ,..,,,,,,..., , 'r'" [jr'-' " 'r' ...' ,. , I, .:~ :::. 'i:." '.~~ .,:/ } Name I Address City of Swatoga 19700 Allenda1e Avenue Saratoga, CA 95070 Fax: (408) 868-1278 1750 Smith Avenue San Jose, CA 95] 12 Tel: (408) 947.6000 Fax: (408)947-6061 Proposal , Att": -n " It c...)(O~ Description Total PART 3: PLANNING OFFICE A) RemO\'C (I) door and replace cl<*l' 10 make pivot ooly. reIlIsWl door. B) Furnish 8IId ins1all (J) BorWn 4000 L.B. Swing DooI' gpcntor fur left hand door 0IJ1y, header to go the full length oflhe opening 74 3(4" clear 8llnodized finlsh. C) Furnish and insWl (2) radio CQlltrol push button (handicapped) and key lIll'Il off'swib:h in the jamb. D) Supply wi... to the <>pentor from tile elO$e$t available _ of pow1:!f. E) Wire In the "i"'lldG' to poWI!>' li!1e f1t the operator. MATERIALS, TAX AND LABOR: $3,882.00 TOTAL FOR (3) OPERATORS: $11,594.00 o A<<cpt o DellJine 0 Make CbaD,'JIS Total $11,594.00 ......: Shtngta... Date Estimate # llZ5IZOO5 1751-A AIIIIlIIlcrioI is suomn_ to be .. 'P<<'wed. All wort to bc -Wid"" in a w..J....,like -...... .........Ing to 0IIndard p.a.lo.a.. A",. a/ll:rIlion! 01' deviolioolliom above spooiIioalions ilm>1ving ""118 _ will be _eel only upon wrlaen order. llftCl wiD bec:onIc 811 __ clltlr&<; 0Yef lIIId above the csfunaIc. This JlIOPDIIIl Is sul!iOl:l to aoccpbu...e wtlllin 60 days 8IId i. void lhctcaftet. CU........ial Spodalisls CalifonJia Stole Lie. # 813073 Page hI z. Name / Address City of Saratoga 19700 Allendale Avenue Saratoga, CA 95070 Fax: (408) 868-1278 . : ~ . . ,. Proposal 1750 Smith Avenue San Jose, CA 95112 Tel: (408) 947-6000 Fax.: (408) 947-6061 Date Estimate # 12/2112004 1751 if' 1- Attn: 1nOIY/b5 :3x:o+1- Description Total JOBSlTE: VARIOUS BUILDINGS ON ALLENDALE AVENUE 10,874,00 Pro Door & Glass pro,poses to provide tlte material and labor Io install (3) handicapped swing door opertQ1'S wim nldio COll1rOl push buttons l1S follows: PART 1; CITY HALL, AOMJNlSlRATION . .' .... A) Remove (1) door lll:Id replaee el08<1" to make pivot only, reinstan door, I B) Furnish and install (I) Horton 4000 L,E, Swing Door operator forJeft hand door only, header to go ilie fuH length of the opening 743/4" clear annodized finish. C) Furnish and install (2) radio contol push button (lIandicappcd) and "ey turn off switch in jamb. 0) Wire in the operator to power line ,n the operator, MATERIALS, TAX AND LABOR: $3,642.00 PART 2: CITY HALL, EMPLOYEE ENTRANCE A) Cut out sheetrOck and trim out the area wh..:e the operator needs to be installed (above door). 13) Furnish and install (I) Horton L.E. Handicapped Swing Door,operator (single door) header 39" with (2) radio contro I push button and key switch in the jambito turn the operator off, C) Clear annodiicd finish. ' . MATERIALS, TAX AND LABOR: $3.590,00 PART 3: PLANNTNGOFFICE o A<<ept o Decline 0 Make ClulIlgell Total In..., . All mu.t.crial il'l g\llU'anteed Lo be Q."l Ap':::r::itled. All work to b. completed in a worlananlike mNlllet' according to standm:d practice.c;, Any alterations or c1<.ovi.tion from ahove specifications ilwolviDi E:Xtra e..bl will be executed only upon written order, ond will hecome an E:Xtra charge. ovet _no obove the ..qtjmlll<:. This propo(lOll i. subject to ,",coplance within 60 days and is void thereoller. Commercia.l Speoiatist."I CalifomiaStatc Lie. # 813073 Page 1 1750 Smith Avenue San Jose, CA 95112 Tel: (408) 947-6000 Fax: (408) 947~6061 Proposal Date Estimate # 12/2112004 1751 Name / Address City of Saratoga 19700 Allendale Avenue Saratoga, CA 95070 Fax: (408) 868-1278 Artn: Description Total A) Remove (1) door and replace clo.... to m8kt: pivot only, n:imIt8l1 door. B) Furnish and insta11 (1) Horton 4000 L.E. Swing Door opemtor for left "and door only, beader to go the fu111ength of the opening 743/4" clear annodized finish. C) Furnish and inslll11 (2) radio control push button (handicapped) and key tum off switch in the jamb. 0) Wire in lhe operator to power line at lhe opcrato1'. MATERIALS, TAX AND LABOR: $3,642,00 TOTAL FOR (3) OPERATORS: $JO,874.00 .. o Al:Cept o Decline 0 Make Changes Total $10,874.00 In.... . All matmal is guarantoed to be .. "I"'eificd. All wort< to be completed in a worl<mlmll1ce manner acco,cling \0 standard practice.. Any alterations or deviation '10m obovo SJ'c:cifioations involving ex1ra com willlx: ""ccutod only upon written order. and will become an C<1Ia e!uirgc, over N1d above ~le eotimete. !his proposal is subject to acceptMcc within GO days and is void thereafter, Comm.,.,i.1 Specialists California State Lie. # 813073 Fag. 2 Jan 18 05 04:16p AUTOMATIC DOOR SYS. INC 650-598-3786 p.l ( PROPOSAL Automatic Door Systems, Inc. 982 TerminarWay San Carlos, CA 94070-3225 PH 650/592-8282 FAX 650/598-3786 ) Proposal Submitted to: 0aIII Project Location: CITY OF SARATOGA 1/18/2005 CITY OF SARATOGA 13777 FRUITVALE AVE. Proposal No. 13771 FRUIiVALE AVE. SARATOGA. CA 95070 05-0082 SARATOGA. CA 95070 Phone 1-406-868-1200 ~pOU/ Phone 1-4Da-a68-10!OO Fax 1-408-868-1278 Fax 1-408-868-1278 1liQMAS SCOTT 110671 THOMAS SCOTT Project Description: CITY HAU.. SOUTH ENTRANCE We "'" plellSed to slJbm' the foJfowing in sccordance wjth your specHicBlions: 1 MID-SWlNG SURFACE APPLIED SINGLE AlJfOMATIC SWING DOOR OPERATOR ANODIZED FINISH 1 DOUBLE DOOR HEADER FOR SINGLE OPERATOR 1 POSITIVE MECHANICAL STOP FRAME MOUNTED 1 REGULAR PUSH ARM ASSEMBLY LEFT HAND HAND CLEAR FINISH 1 RADIO CONTROL RECEIVER FOR WIRELESS ACTIVATE DEVICES 2 41/2" SQUARE PUSH PU,TE RADIO CONTROL SURFACE MOUNTED WITH "PUSH TO OPEN" 1 3 POSITION ROCKER SWITCH - ON-OFF-HOLD OPEN PART #1 0-3528 2 OVERHEAD DUMMY MANUAL DOOR CLOSER REQUIRED TO MAKE DOOR FREE SWINGING 1 ELECTRICAL SUB CONTFtACTOR WORK KYNAR PAINT SPECIAL COLOR NON EXOTIC - NON XL ADD $750.00 PRICE INCLUDES MATERIAL. LABOR AND FREIGHT TO INSTALL ABOVE-STATED EQUIPMENT AT THIS PROJECT LOCATION. ALL WORK TO BE PERFORMED DURING THE STANDARD WORK DAY. EXCLUSIONS: MATERIAL, CONCRETE WORK, ANY PERMITS, LICENSES AND I OR lABOR OTHER THAN NOTED ABOVE. h Cdf. 7. CI~ . Sial U #: 272161 .Servillq Nort. ern o i ornio Since 19 r a omla e cense Any altenllion or deviatiOn from the above specifications Involving extra cost 01 ContraoIora ore requll1!d by low 10 be 1_ and regulated by the C_ state uoense Board, Any malllrials or Isbor wiI only be executed upon written orders for same, and will be an qU86lion8 concemlng a co_... mII'f be ...r0lTlld to extra charge <Y'er the sum mentiom,d on this proposal. All agreements must be the Registrar of the Board _ .- Is: 3132 made in writing. PROPOSAl. VAUD FOR 45 DAYS FROM DATE ABOVE. B.....haW Rd. s.oaamento. CA_ SaleSman: {iJil/'fJov.rar- Faxed DatefTime: 1/1812005 3:54:24 ProDosed Tollll ACCEPTANCE: I am duly .uIhorIzad to accepI the _ ptOIl<lS8I """",dilll III all lenns and $4,727.00 WI ,:IlIiOIl5 5Ilded and _r _to I"'Y ."ounts mentioned In 5lIid propasaI, AuthoriZed Slgnotor: Print: Date: Jan 18 05 04:17p AUTOMATIC DOOR SYS. INC 650-598-3786 p.2 ( PROPOSAL Automatic Door Systems, Inc. 982 TerminarWay San Carlos, CA 94070-3225 PH 650/592-8282 FAX 650/598-3786 ) PJOposaI SUbmitted Ill: Date Project Location: CITY OF SARATOGA 1/18/2005 CITY OF SARATOGA 13m FRUITVALE AVE. Proposal No. 137n FRUITVALE AVE. SARATOGA, CA 95070 05-00B3 SARATOGA, CA 95070 Phone 1-4ll3-ll68-1200 ~lI()(.// Phone 1~1200 Fax 1-4ll3-ll68-1278 Fax 1-406-868-1278 THOMASSCOlT 110671 THOMAS SCOlT Project Description: CITY HALL EMPLOYEES ENTRANCE We ..... p/fJ8sMi to submil the following in eccon1ence with your $peciffcetions: 1 M1D-SWlNG SURFACE APPUED SINGLE AUTOMATIC SWING DOOR OPERATOR ANODIZED FINISH 1 REGULAR PUSH ARM ASSEMBLY LEFT HAND HAND CLEAR FINISH 1 RADIO CONTROL RECEIVER FOR WIRELESS ACTIVATE DEVICES 2 4 1J2" SQUARE PUSH Pl)!.TE RADIO CONTROL SURFACE MOUNTED WITH "PUSH TO OPEN" 1 3 POSITION ROCKER SWITCH - ON-OFF-HOLO OPEN PART#10-3528 1 ELECiRlCAL SUB CONTFlACTOR WORK KYNAR PAINT SPECIAL COLOR NON EXOTIC - NON XL ADD $750.00 PRICE INCLUDES MATERIAL, LABOR AND FREIGHT TO INSTALLASOVE-STATED EQUIPMENT AT THIS PROJECT LOCATION. ALL WORK TO BE PERFORMED DURING THE STANDARD WORK DAY. EXCLUSIONS: MATERIAL, CONCRETE WORK, PNY PERMITS, UCENSES AND lOR LABOROTHER THAN NOTED ABOVE. h C. U' Carrfo . state Lice #: 272161 "Servinq Nort: ern t1; or,,';o Since 197r ml3 lISe Any alleratiOn or devIatiOn from the above specifications invoMng extra cost of c..".....lor. ere requRcl ~ loW to be IlconsOd and mlltllrial& or labor wII only be executed upon wriIIen orders for same, and will be an ~ ~ the CuuL-ilAo ~ LIcense Board. Arrt quooIiono concemlng 0 ~ oil"'*" may be _ to _ Cha~ over the sum mention<!d In this propoall. AI agreements muel be tho RoglolnIr of the Boord _ __ Is: 3132 made In w . g. PROPOSAL VALID FOR 45 DAYS FROM DAlE ABOVE. Bmsl1llw Rd, S8cnln1eI1to, CA 5I5B26 Selesmen: {iJi/lfJ~ Faxed OalelTime: 1/18/2005 3:52:34 Prooosed T otal ACCEPTANCE: I om duly ._ to accept tho __ propoIOI 00lll>1d01g to aD lem1S 81>1 $4,297.00 con_no _ end _or 8ll""'" to pay amounts "... ,liolled In said propoeol. _till Signal...: Print: Dale: J8n 18 05 04:17p ( AUTOMATIC DOOR SVS. INC 650-598-3786 p.3 PropoeaI Submilled to: CITY OF SARATOGA '13777 FRUIlVALEAVE. SARATOGA, CA 95070 PROPOSAL Autolmatic Door SYstems, Inc. 982 TermlnarWay San Carlos, CA 94070-3225 PH 6501592.8282 FAX 6501598-3786 Dale Project LocaIlon: 1/1.8/2005 ClTYOF~~' 'PrOllOilIINo, 13m~litrt~~~. 05~Ob84 SARATOGA,;~i'95b70' " " ) j',:~! 111'11111 it I' 1.~'!\'I' I . ,;,;d., Phone 1-408-S68-1200 Fill< 1-408-868-1278 PAUlA REEVE ~f/OfQ 110Em Phone 1~1200 ,'." ': FIlX 1~1278 THOMAS scott :Hi- iW! , '-, ~ I; ,,' .- ~ ProjeCt DescrIption: CITY HALL CONTRACTORS ENTRANCE We "'" p/eeB8d to submit the fD/Jowiflg In !ICCOI'dence VIilh your opeci1JcIJtian:r: 1 MID-SWlNG SURFACE APPLIED SINGLE AUTOMATIC SWING DOOR OPERATOR ANODIZED FINISH 1 cauBLE DOOR HEADER FOR SINGLE OPERATOR 1 POSITIVE MECHANICAL STOP FRAME MOUNTED 1 REGULAR PUSH ARM ASSEMBLY LEFT HAND HAND CLEAR FINISH 1 RADIO CONTROL RECEIVER FOR WIRElESS ACTIVATE DEVICES 2 4 1fZ' SQUARE PUSH PLAlE RADIO CONTROL SURFACE MOUNTED WITH "PUSH TO OPEN" 1 3 POSITION ROCKER SWITCH - ON-OFF-HOLD OPEN PART #10-3526 2 OVERHEAD DUr.NY MANUAL DOOR CLOSER REQUIRED TO MAKE DOOR FREE SWINGING 1 ElECTRICAL SUB CON11'lACTOR WORK KYNAR PAINT SPECIAL COLOR NON EXOTIC - NON XL ADD $750.00 PRICE INCLUDES MATERIAL, LABOR AND FREIGHT TO INSTALL ABOVE-STATED EQUIPMENT AT THIS PROJECT LOCATION. ALL WORK TO BE FERFORMED DURING.TI-E STANDARD WORK DAY. EXCLUSIONS: MATERIAL. CONCRETE WORK, NN PERMITS, LICENSES AND lOR lABOR OTHER THAN NOTED ABOVE. .Servino Northern C(Jlifor/Ji(J Since 197/" Callfo Slate Ucense #: 2 1 MY alter8tian or delliallon from 'thE above speclliClltiOntl invoMng extra cost of ConIroCl<n .... roquirod by law 10 be _ ond malerlllls or labor wII only be executed urnn writI8n orders for same, end will be an regul<Hd by tI1e Contrac\lllS SIllI10 ~ Board. Ar1t q_ ..._..oll!o ....1Il...... may be.-..el1o eIdrlI ch~ over lIle eum mentioned n this propoeel. AD agraements must be the RagIstror of the _ whole adcIreSS Is: 3132 made In writt1g. PROPOSAL VALID FOR 45 DAYS FROM DATI: ABove. B_Rd.__,CA- Saleaman: {jJj//'1I~ Faxad Oatelnme: 1/1812005 3:53:32 prooosed Total ACCEPTANCE: I am duly ouII1orized to occepl tho _ propoooI ._<lIlIg to .. IeImO onll $4,727.00 _ns _ and ownerog.....1o pay ar"""nts menllonod In 0lIid proposof. AalIlOrIz8d s.-: Print: Dale: .I' mIa 72 61 Please accept this fax sheet from: Los Gatos Glass 727 University Avenue. Los Gatos, CA 95032 Phone:(408) 354.1523 FAX: (408) 354-4724 CA Lie # B490846/C-17-HIC o Urgent For your review o Need By o Signature Required DATE: c2-/S-0S COMPANY: ~h of' :5',ara..io/"4- ATTENTION OF:'" /i...dn-J<:.1<'5 8J FAX NUMBER StR'iS - / Z 7 tJ 1" ~GES SENT: ;3 ittMARKS: 9~ &2...// a..//4nv O~S~ClCv..S &ory 1),(' Ik- ~ ;Yo' c9)~1 If all of these documents have not been received, or if you should have any questions, please call LOS GATOSGLASS al (408) 354-1523. Thank you and have a nice day! l . d OEll.,SE SS8,!) SO.L8~ SOl 8l :5l 5002 51 qa=l 11I1"" Ptullago Tarrlb:lty Man.ger I STAN~Y Access llCnnoloQIGS Security Solutions Quotation: #50379 Aitn: Doug Fonanle Los Garc. GIMS ails University Sle G Los Galos, CA 95032 Tel: 408-354-1523 Fa.: 408-35+4n4 Slarloy Access Technologies is p1e..ad 10 provldo yOu a QUOIaIiDn 10 furnish -.<I i,,"'" tho following door lilIssernbUes: Februery 11. 2005 Projecf Nama: Senllogo 3 eo, Switch Assy - 0...011 - Hold Open 2 sa, Kll-ClBolt,MlSwing Dual 1 ea. tOt-ClBox,MlSwlf'lg Sing., 5 ea. Aml-DoorVlaI>le OUI pkg 5 ea. Linkage - Visible 12. 112 aut 5 88. Megic Force 2 .a. Hdr Pkg 1:5 PeirVil>-C1r 1 ee. Hdr Pkg 39 Rhln lhOul Vls-Clr 3 ea. Transformer 6 .... PuSh Plalo. 3 88. R8ceiver - Currant equipment lead-time 1& ~ wMks from receipt Of oroef and &~ dfm..,9Ions. Equipmentls furnished lInd I.s!alled during normal b...lno.s hOu", (8:00 AM to ":30 PM. Mon-Fri). Exclusions 120 VcIts AC 10 op...tar IoCOtione. conduit ..", control wiring AJter hours premium labor Scop. Of WOrt< Furnish and instell _we (2) p81r and one (1) 5i~gle Magic Fcrca cparelors onto exiating doors fumlshed Ind Inslalled by othera. QoerallllSlO 1'10'. .iaiblo 75" end as" _r ."""Iad headS'" with an out eppUcatkln. Ac6waliOl'l 0' opere'ors k> be by nadlo ecnlf'Oled pUlh plates located at exterior and interior at docrs. . SIlI..ey Access Technolagies, SOC'Jrily 5~U0n5 Product Group 65 Sco1l5wemp Road, Fermlngla" CT 0Il032 <!.d OEll..9E SS"'lEJ S01."':J SOl 61'91 900<! 91 qa~ T 108 Gatos Glass 727 University Avenue. Los Gatos, CA 95032 (408) 354-1523 . Fax (<<)8) 354-4724 CA Uc #B490846/C-17-HIC Date 01- /5 ~05 P.O.#: A~f) thorrltJ5 ,~J Bill to: {!r} ~t 9J">.Nl~ Address JQ700 A;?/Jda-/e.. Ay.e... City: 4,~kt4 CA Qso70 /lJ4/1)h,4M.€- ~VI50 (' Job Site: Address City: Phone Hm. Cell: '657 - 07<00 Wk. ~&Jg-!Z77 Fax: ~'8' -12..715' Phone Hm. Wk. Cel!: Fax: Instructions: LINE # QTY DESCRIPTION ~RICE 1 y !'/ ~/x;..e., /7'6 5 /Q ?'0N.A /7, I..:R5 A 60% DEPOSIT IS REQUIRED AT THE TlY!! OF PL.ACIHG ORDER- BALANCE IS DUE UPON COMPLETION ... .bow. ACCE ANCE: I agree Ie pay priC6 menUonld In thl. eo_ All m CUIIomer alSDStUr6 DIrte; E:.d OE:llvSe: SSI,j19 SO.ll,j9 SOl 61:51 sooa 51 qad Thomas Scott From: Sent: To: Subject: Richard Perez [Iaborc@cnetech.com] Monday, February 07,20055:41 PM Thomas Scott Community Development Block Grant (CDBG) Tom, it was a pleasure to speak with you earlier today regarding your upcoming project. Down below is the address for the CDBG Manual for the Housing and Community Development (HCD) regarding their regulations. I am referring you to the whole manual to familiarize you with the entire process. Our company conducts the Davis-Bacon prevailing wage monitoring as found In chapter 5. Also, please review the document matrix right under chapter 5 heading. This will guide you In the required language for bid documents. As I mentioned, the County of Santa Clara Is getting quite concerned that cities and other municipalities confonn to the required labor standard parameters, specifically, that they put out a fonnal public bid, conduct a p~nstruction meeting with the contractor and hand out the federal wage detenninatlon and other labor standard fonne during the meeting as well as conducting worker interviews. You may also want to review chapter 8 that discusses the procurement proeMS. As far as our fees are concerned, with a pre-constructlon meeting, and all monitoring to be performed, including review of all certified payroll records, correspondences to and from the contractors and possibly some worker interviews and based on the cost of the construction, I would detennine an estimate of $2200. Let me know If you have any questions or desire additional infonnatlon. You can always reach me on my cell at 559.260.5654. By the way, I have a contract with Morgan Kessler from your City regarding Hakone Gardens ADA Facilities Upgrade project however I have not heard from him for a while. Do you know what happened to this project? hUp:/twww.hcd.ca.gov/calcdbg/gmmlindex.html Richard Perez Labor Consultants of California P. O. Box 1875 Hanford, CA. 93232 (559) 584-7499 (559)584-0897 (fax) e-mail: laborc@cnetech.com www.laborconsultants.net 1 SARATOGA CITY COUNCIL MEETING DATE: March 16, 2005 CITY MANAGER: 5 ~J~~ EXECUTIVE SUMMARY NO. AGENDA ITEM ORIGINATING DEPT: City Attorney PREPARED BY: Richard Taylor SUBJECT: Ordinance amending procedures for Hiring and Removing Department Directors RECOMMENDED ACTION: Open the public hearing and accept public testimony on the ordinance then close the hearing and introduce and waive first reading of the attached ordinance. Direct staff to place the second reading and adoption of the ordinance on the consent calendar for the next regular Council rneeting. REPORT: The City's employment agreement with Department directors provides that directors serve at the pleasure of the City Manager. This is consistent with the City's past practice and with the City Code's requirernents concerning the Finance Director. The City Code, however, also contains a provision stating that the City Manager's decisions concerning appointment or removal of Department directors is subj ect to consent of the City Council. Although past appointments have been confirmed by the City Council, this requirement limits the authority of the City Manager and is inconsistent with the employment agreernent with Department directors. At the tirne it approved the rnost recent employment agreement with Department directors the City Council directed staff to prepare an ordinance to address the inconsistency. The attached ordinance would do this by rernoving the consent requirernent. It rnakes a conforming change to the section of the code concerning appointment of the Finance Director. ALTERNATIVES: The Council could elect to not adopt the ordinance. In this event staff would revise the ernployment agreernent to conform to the existing Code. I FISCAL IMP ACTS: No significant fiscal impacts. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notice for this meeting. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION: Discussed above. ATTACHMENTS: Draft Ordinance. 2 ORDINANCE AN ORDINANCE AMENDING THE SARATOGA CITY CODE CONCERNING TERMS OF EMPLOYMENT THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS FOLLOWS: Section 1. Findings. A. The City Code contains conflicting provisions concerning the appointment and removal of directors of City Departments. B. City employment agreements provide that the City Manager shall make all decisions concerning the appointment and removal of directors of City Departments. C. This ordinance amends the City Code to provide that the City Manager is responsible for the appointment and removal of directors of City Departments. Section 2. Adoption. The Saratoga City Code is hereby amended by adding the text shown in bold italics (example) and deleting the text shown in strikeout (elUHllflle) in the sections listed below: 2-2.050 Powers and Duties of the City Manager The City Manager shall be the administrative head of the government of the City under the direction and control of the City Council, except as otherwise provided in this Article. He shall be responsible for the efficient administration of all the affairs of the City which are under his control. In addition to his general powers as administrative head, and not as a limitation thereon, he shall have the following powers and duties: [Subsections (a) through (c) and (e) through (m) are unchanged. A copy ofthe full text is attached for informational purposes at the end of this ordinance.] (d) Power of appointment and removal. The City Manager shall have the duty to, and he shall appoint, employ, remove, promote and demote any and all officers and employees of the City, subject to all applicable provisions of State law and the personnel ordinance as set forth in Article 2-40 of this Chapter, together with such personnel rules as may be adopted by resolution of the City Council, llI1d sailjeet further to the reE):lliFemeIlt that He allfl_lweHt head shall be either olllflleyee1 or 1 Ordinance No. discharged withem the 6ElRsent efthe City CSlIRcil. 2-25.010 Creation of office; appointment. The office of Finance Director is created and established pursuant to Sections 40805.5 and 37209 ofthe Government Code. The Finance Director shall be appointed by the City Manager and shall serve at the pleasure ofthe City Manager in accordance with this Code. Section 3. Severance Clause. The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 4. Publication. This ordinance or a comprehensive summary thereof shall be published once in a newspaper of general circulation of the City of Saratoga within fifteen days after its adoption. / / / / / / / / / / / / / / / / / / 2 Ordinance No. The foregoing ordinance was introduced and read at the regular meeting of the City Council of the City of Saratoga held on the 16th day of March, 2005, and was adopted by the following vote following a second reading on the 6th day of April 2005: AYES: NOES: ABSENT: ABSTAIN: Kathleen King MAYOR, CITY OF SARATOGA, CALIFORNIA ATTEST: Cathleen Boyer CITY CLERK APPROVED AS TO FORM: Richard Taylor CITY ATTORNEY 3 Ordinance No, Full Text of Section 2.20-050 Prior to Amendment 2-20.050 Powers and duties. The City Manager shall be the administrative head ofthe government of the City under the direction and control ofthe City Council, except as otherwise provided in this Article. He shall be responsible for the efficient administration of all the affairs of the City which are under his control. In addition to his general powers as administrative head, and not as a limitation thereon, he shall have the following powers and duties: (a) Law enforcement. It shall be the duty of the City Manager to enforce al11aws, Code provisions and ordinances of the City, and he shall have the powers of a peace officer. He shall also see that all franchises, contracts, permits and privileges granted by the City Council are faithfully observed and the conditions, if any, thereof performed. (b) Repealed. (c) Authority over employees. It shall be the duty of the City Manager, and he shall have the authority to control, order and give directions to all heads of departments and to subordinate officers and employees of the City under his jurisdiction through their department heads. (d) Power of appointment and removal. The City Manager shall have the duty to, and he shall appoint, employ, remove, promote and demote any and all officers and employees of the City, subject to all applicable provisions of State law and the personnel ordinance as set forth in Article 2-40 of this Chapter, together with such personnel rules as may be adopted by resolution of the City Council, and subject further to the requirement that no department head shall be either employed or discharged without the consent of the City Council. (e) Administrative reorganization of offices. It shall be the duty and responsibility of the City Manager to conduct studies and effect such administrative reorganization of offices, positions or units under his direction as may be indicated in the interest of efficient, effective and economical conduct of the City's business. (f) Ordinances. It shall be the duty of the City Manager and he shall recommend to the City Council for adoption such measures and ordinances as he deems necessary. (g) Attendance at Council meetings. It shall be the duty of the City Manager to attend all meetings ofthe City Council unless he is excused therefrom by the Mayor individually, or the City Council. (h) Financial reports. It shall be the duty of the City Manager to keep the City Council at all times fully advised as to the financial condition and needs of the City. (i) Budget. It shall be the duty ofthe City Manager to prepare and submit the proposed annual budget and the proposed annual salary plan to the City Council for its approval. 4 Ordinance No, (j) Expenditure control and purchasing. No expenditure shall be submitted to or recommended to the City council except on approval of the City Manager or his duly authorized representative, and he shall be responsible for the purchase of all supplies for all the departments and divisions of the City. (k) Investigations and complaints. It shall be the duty of the City Manager to make investigations into the affairs of the City and any department or division thereof, and to investigate any contract or the proper performance of any obligations of the City. Further, it shall be the duty of the City Manager to investigate all complaints in relation to matters concerning the administration of the City government and in regard to the service maintained by public utilities in the City, and to see that all franchises and permits granted by the City are faithfully performed and that the provisions and requirements thereof are observed. (1) Public buildings. It shall be the duty of the City Manager and he shall exercise general supervision over all public buildings, public parks and all other public property which are under the control and jurisdiction of the City Council. (m) Additional duties. It shall be the duty of the City Manager to perform such other duties and exercise such other powers as may be delegated to him from time to time by ordinance or resolution or other official action of the City council. 5 Ordinance No, . SARATOGA CITY COUNCIL MEETING DATE: March 16, 2005 AGENDA ITEM: (0 OJ~ ORIGINATING DEPT: Public Works CITY MANAGER: PREPARED BY: John Cherbone DEPTHEAD:~ J n Cherbone SUBJECT: Sale of the North Campus - Process RECOMMENDED ACTION(S): Accept report and direct staff accordingly. REPORT SUMMARY: Background: At the February 16th City Council Meeting, Council approved moving forward with the sale of the North Campus. Staff identified three options for the sell/development of the North Campus, 1. Sell property as is. 2. Sell property as is with an approved Tentative Map. 3. Sell property via individual lots by subdividing the land and constructing infrastructure improvements. City Council chose Option 2: Sell the North Campus with an approved Tentative Map. Discussion: The North Campus was purchased in 2002 at a cost of$4.5 Million and at the same time was appraised at $6.3 Million by Waldschmitdt Appraisal Company. It can be assumed that the property will sell for more than the purchase price. Staff recommends that the City perform as much of the work in house as possible to control costs. . The Public Works Department will act as the lead in the process and will utilize Engineering Staff and the City Surveyor to generate the Tentative Map. . Planning Staff and the City Attorney will work on the General Plan Amendment and Environmental Study. . The City Traffic Engineer and City Geologist will prepare reports in their respective areas. . The City Attorney will act as the selling agent and provide legal expertise regarding the sale. The following is outline of the process and timeline, which is necessary prior to sale of the property. Timeline for North Campus Planning/Subdivision/Sale Process Event Timinl! Lead Denartment Prepare Subdivision Application April Public Works Materials including geotechnical report and Preliminary Traffic Study Review/Update "Phase I" study of April City Attorney potential contamination Review/Update all required real April - August City Attorney estate disclosures Prepare Proposed General Plan April Community Development Amendment Prepare Draft Initial Study May City Attorney including technical reports on traffic and any matters identified in geotechnical or other reports prenared as part of the application, Prepare Proposed Conditions of May City Attorney Approval including Mitigation Identified in draft Initial Studv Circulate final Initial Study and June Community Development Proposed Negative Declaration for Public Review Prepare Appraisal June Citv Attornev Planning Commission Considers: July Community Development - Negative Declaration - General Plan Amendment - Declaration of Surplus Property City Council Considers: August City Clerk - Negative Declaration - Tentative Map - General Plan Amendment 20f3 Declaration of Surplus Pro ert Notice of Availability to Public A encies and Review Res onses Public Notice of Offer to Sell Pro ert Consider Offers Ne otiate Final Sale September Public Works September Public Works November November Cit Cit FISCAL IMPACTS: The costs to prepare the Tentative Map, Environmental Study, Traffic Report, Geoteclrnical Report, Legal Advisement, and other miscellaneous costs should not exceed $100,000. The main costs will be the environmental and legal costs associated with the sale. A more detailed accounting of the costs will be submitted to Council in the near future when details are obtained. In addition, a budget resolution will be necessary to fund the work. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The prerequisite work necessary to sell the North Campus would move forward. ALTERNATIVE ACTION(S): Consider postponement of the Tentative Map process to allow for Community Groups to purchase the North Campus as is. FOLLOW UP ACTION(S): Staff will follow up on direction given by City Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: None Additional ATTACHMENTS: None. 30f3 MEETING DATE: March 16, 2005 AGENDA ITEM: ., CITY MANAGER: PJ c::-'/ DEPTHE~J.-t+ SARATOGA CITY COUNCIL ORIGINATING DEPT: City Manager's Office PREPARED BY: Lorie Tinfow, Asst. City Mgr SUBJECT: Commission Ad Hoc Committee Recommendation RECOMMENDED ACTION Accept the recommendation from Council members serving on the Commission Ad Hoc Committee and provide direction to staff regarding resources allocated to support Commissions. REPORT SUMMARY On February 16,2005, staff presented a report that outlined preliminary budget concerns for 2005-06 and asked for direction regarding possible modification of staff support to Saratoga's Commissions. Two vacancies in Public Works and the City Manager's Office provided opportunities for budget savings by leaving one or both unfilled. Although the two vacant positions each supported a Commission, they were also responsible for many other duties. Leaving the positions vacant would require reassignment of not only the Commission support duties but all others as well. The domino effect of reassignment would require a reduction in other staff assignments, and modifying Commission support is one possible option for consideration. At the meeting, many Commissioners and others spoke in favor of maintaining Commissions and asked for an opportunity to provide input on how to reduce the level of staff resources needed. Council created the Commission Ad Hoc Committee to collect input and prepare a recommendation. Mayor King and Vice Mayor Kline agreed to serve on the committee. On March 1, the two council members met with the Chairs of each Commission. A list of suggestions for reducing staff resources and improving Commission efficiency was generated; the list follows: . Email agendas/background materials instead of send by US mail . Have Commissioners prepare agenda/minutes/provide secretarial duties . Take only action minutes . Use more Subcommittees (although from staffs perspective, subcommittees create more work not reduce it) . Eliminate all "nonessential" work . Review use of offsite meeting locations (i.e" Library Commission meets at the Library)- save travel time . Investigate options for moving forward on action items without holding meetings . Meet alternate months or quarterly - set time limits on meeting . Move some activities to groups other than City, i.e., "Mustard Walk/Rotary" . More authority to Chair . Limit staff work to meeting attendance as much as possible . Focus more on managing staff resources . Have a Commissioner serve a the point -of-contact instead of staff . Make more frequent reports to Council . Explore fee-based art activities/fundraising that might pay for some Commission costs . Focus Commissions on being a resource to City . Identify level of resource/service and require commissions to operate to that level . Use commissioners to serve in other capacities to free up resources, i.e., crossing guards . Council should evaluate value of Commission advice to justify trade offs in resources . Designate one staff as "Commission Supporter" - varies by commission . Commissioners provide economic development services to increase revenue . Use volunteers to support commissions . Review what kinds of activities and level of staff support are necessary for commission work . Pilot efforts, i.e., try to modify meetings for three months . Keep Library Commission and Arts Commission separate; tailor to community . Added later by Commissioner: evaluate impacts on Council of cutting commissions COMMISSION AD HOC COMMITTEE RECOMMENDATION Based on the list of suggestions and other discussion, the Commission Ad Hoc Committee recommends filling one staff vacancy and reorganizing responsibilities to support the following Commission structure: Recommended Maintain Meet on ad Limit to 5 meetings Continuation Suspend for Action Status Quo hoc basis as per year; focus only dependent on 1 year; needed; on policy issues or specific reevaluate focus only other funding resources on policy responsibilities next budget . assigned by City cycle Issues assigned by Council City Council Commission(s) Planning Finance Convert "Public Youth Arts Affected Safety" to Heritage "Traffic" Parks & Preservation Recreation (with focus Library on policy issues) . Topics such as revenue enhancement options, audit review, internal service funds, etc. 20f3 Other recommended changes: . Distribute agendas and other meeting materials electronically instead of by US mail . Reduce number of non-regulatory (Finance, Traffic, Library) Commissioners from 7 to 5 by attrition . Fix meeting start and end times (i.e., limit meeting duration to 2 hours) . Assign responsibility for minutes preparation for non-regulatory (Finance, Traffic, Library) Commissions to a Commissioner; draft minutes then reviewed by staff before presentation to Commission for approval Funding levels included in the recent budget study sessions included filling one of the two vacant positions so accepting the recommendation is consistent with budget direction already provided. In addition, Council provided direction to retain the Youth Commission, and the budget priorities were adjusted to provide funding. The Planning Commission is required by law so no changes are recommended. FISCAL IMPACTS: Dependent on Council's direction. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Ifno reductions are made in resources allocated to Commission support, additional reductions in other areas are likely to be required. ALTERNATIVE ACTION: . Maintain Commission support at 2004-05 levels with other financial reductions . Adopt some other configuration of Commission structure not reflected in the recommendation . Suspend all Commissions FOLLOW UP ACTION: Staff will implement Council's direction. In addition, any changes made to the Commission structure will require the City Attorney to draft a resolution for Council adoption and modify the municipal code related to Commission activities. If Council's action will require filling one of the vacant staff positions, staff will move forward with appropriate recruiting activities. ADVERTISING, NOTICING AND PUBLIC CONTACT: Commissioners were notified that Council would discuss this topic at this meeting and copies of this report were made available to them. ATTACHMENTS: None 30f3 SARATOGA CITY COUNCIL ORIGINATING DEPT: Public Works CITY MANAGER: DEPTHEAD: ~~~ John Cherbone i' VJ~ MEETING DATE: March 16,2005 AGENDA ITEM: PREPARED BY: John Cherbone SUBJECT: Dog Off-leash Hours RECOMMENDED ACTION(S): Accept report and provide direction regarding Options 1-3 as listed below. REPORT SUMMARY: Backl!round: At their October 4, 2004 Parks and Recreation Commission members of the "Friends of Saratoga Dogs" requested dog off-leash hours in City-owned parks. The Commission forwarded this request to the City Council including over 300 signatures from Saratoga residents supporting their request. The "Friends of Saratoga Dogs" was recently formed as a direct result of increased enforcement efforts of the City's dog ordinance at City owned parks. At the October 20, 2004 City Council Meeting, Council directed staff and the Parks and Recreation Commission to explore the possibilities of instituting off-leash dog hours at one or more of the City's parks. Currently, the City Ordinance prohibits off-leash dogs. Discussion: The Parks and Recreation Commission formed an ad-hoc group consisting of interested residents and two Park and Recreation Commissioners to explore the off-leash issue. The ad-hoc met five times and provided updates to the Parks and Recreation Commission at three of their regular meetings, One of the challenges for the ad-hoc was obtaining a consensus from the dog owner community on what they wanted. The majority of dog owners who spoke at the various meetings would prefer a place to run their dogs off-leash, but when you asked ifthey prefer off-leash in open areas of parks or whether they prefer an enclosed area the preference was split evenly. The main argument against off leash-dog hours, besides safety concerns voiced by the both the Park and Recreation Commission and neighborhood residents, was how to keep non-residents from impacting the parks chosen for this activity. Outions: It was apparent at the February Parks and Recreation Commission that without further information, staff analysis, additional public out-reach, and City Attorney time, a consensus among the Parks and Recreation Commission would not occur. Therefore, it was determined that further direction be solicited from City Council regarding how to proceed from this point given the need for additional resources, especially City Attorney time. Three options have been identified, one keeping the current ordinance as is. Ootion 1: Off-leash Dog Hours Via Permit Option I received the most consideration as it has the ability to solve some of the above- mentioned concerns. The idea is that any Saratoga Resident who wishes to utilize a City Park for off-leash activities would be allowed to do so, but first must obtain a permit from the City. The following is a brief outline of the pros and cons of Option I: Pros: . Administrative costs can be recovered via permit fees. . Distributes off-leash activities to all City parks. . Can restrict permit issuance to Saratoga Residents only. . Requires dog owners to obtain a "Good Citizenship" certificate via dog training classes. . Liability insurance and hold-harmless agreements can be required as part of the permit. Cons: . Stafftime and related costs required to set-up the permit process. . Permit system will require City administration, thus staff time. . Little precedent in other cities. . Enforcement will be more time intensive then current ordinance. . Current City Ordinance will need to be modified. . Unknown level of increased liability to the City, . Mix of unleashed dogs and regular park users. Ootion 2: Enclosed Off-Leash Area Option 2 is by far the most prevailing way local jurisdictions provide off-leash dog activities. The idea is simple: find an area, which is suitable to enclose with a fence system that allows dog owners to freely run their animals. The following is a brief outline of the pros and cons of Option 2: 20f4 Pros: . Commonly used in other jurisdictions. . Separates off-leash dogs and regular park users. . Enforcement is less intensive. . Liability is reduced. Cons: . Capital costs to build enclosed area. . No identified location. . Local resident concerns. . Increase in local traffic/noise, . Maintenance intensive. . Maintenance costs. Option 3: Continue Current Ordinance Option 3 continues the status quo regarding off-leash dogs. The following language represents the current ordinance: 11-05,030 Acts prohibited in parks generally. (i) Permit or allow any dog owned by such person, or under the custody or control of such person, to enter or remain in the park or any part thereof unless securely held and led by a leash of not more than six feet in length, securely attached to a hamess or collar on such dog. Should any dog defecate on any park premises or property, the person who owns said dog, or has custody or control of said dog, shall immediately remove any and all excrement from the park. The following is a brief outline of the pros and cons of Option 3: Pros: . Will not take additional staff time or costs to implement a new ordinance or program. . Keeps dogs separated from regular park users via a leash restraint. . No impacts at a particular park or neighborhood. . Liability is kept at a minimum. . Enforcement continues at the current level. . No additional maintenance issues or costs. . No capital costs. Cons: . Fails to address the current desire of some dog owners in the City who would like off- leash dog time and/or designated off-leash areas, 3 of 4 FISCAL IMPACTS: Depends on City Council direction. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The current ordinance will remain in place. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): Staff will implement Council's direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None. 40f4 SARATOGA CITY COUNCIL MEETING DATE: March 16, 2005 AGENDA ITEM: G ORIGINATING DEPT.: Citv Manager's Office CITY MANAGER: 0.-:7~ PREPARED BY: Lorie Tinfow, Asst. Citv Manager DEPT. HE~~ ~ SUBJECT: Redevelopment Feasibility Study Determination RECOMMENDED ACTION: Accept the final report prepared by the Rosenow Spevak Group (RSG) and the study's conclusion that Redevelopment is not a viable option for the City of Saratoga. REPORT SUMMARY: Feasibility Study Initiated At the March 3, 2004, Council meeting, Council authorized staff to explore the feasibility of establishing a Redevelopment Agency in Saratoga. A Request for Proposals document for a Redevelopment Feasibility Study was created and distributed, and responders were interviewed. Rosenow Spevak Group (RSG) was selected by the Village Ad Hoc Committee to perform the study in part because their proposal was particularly cost effective-$26,000 for the study weighed against the potential for millions of property tax dollars to be returned to Saratoga over the next 40+ years instead of added to State coffers. A thorough study of redevelopment requires legal counsel and last fall, the City Attorney and I interviewed and retained legal counsel Jerry Ramiza from McDonough Holland and Allen. He provided advice on the consultant's draft report and contributed to the Village Ad Hoc Committee's deliberations about whether or not to proceed with the process. The study concluded that two of the three designated areas-the Gateway area (Saratoga- Sunnyvale Road from the railroad tracks to Prospect) and the Quito area-"lacked any significant conditions of blight." The focus of the study rests on the Village area. Conditions of Blight Many cities throughout California have established Redevelopment Agencies. The vast majority of agencies were established before 1993 when the conditions required to designate an area for redevelopment were very different from those now in place. The definition of blight was so vague that it allowed project areas to be characterized as blighted without the presence of substantial physical deterioration. AB1290 was adopted by the Legislature in 1993 and changed that definition. Now, conditions of both physical and economic blight must be found and "must 1 be so prevalent and substantial to cause a reduction of, or lack of, proper utilization of the area to the extent that it constitutes a serious physical and economic burden to the community."l After conducting a field survey and research ofthe Village area, RSG concluded that the area has one physical blighting condition-"factors that hinder economically viable use or capacity of building or 10ts"-but this condition cannot be deemed to be pervasive to pose a serious burden on the Community. No economic blight conditions were found. Conclusion Both the consultant and the redevelopment attorney counseled the Village Ad Hoc Committee that moving forward with redevelopment would be "politically and legally challenging." The Committee reluctantly accepted the conclusion, A copy of the final study is attached. FISCAL IMPACTS: If redevelopment activities are concluded, no additional fiscal impacts exist. ADVERTISING, NOTICING, AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION: N/A ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): Staff will convey Council's direction to the consultant and attorney, and conclude our agreements with them. ATTACHMENTS: . Rosenow Spevack Group Redevelopment Feasibility Study 1 Taken frampage 4 afthe Feasibility Study, 2 @ R2.~,.,", ,."""",,, .,.M'"'"' ROSENOW SPEVACEK GROUP INC. 309 WEST 4TH STREET SANTA ANA. CALIFORNIA 92701-4502 T 714 541 4585 F 714 541 1175 E INFO@WEBRSG.COM WEBRSG.COM February 17, 2005 Via E-Mail Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC 1901 Harrison Street, 9th Floor Oakland, CA 94612 REDEVELOPMENT FEASIBILITY STUDY FINDINGS Dear Mr. Ramiza: The Economic Development Department of the City of Saratoga ("City") retained Rosenow Spevacek Group, Inc. ("RSG") to study the feasibility of establishing up to three redevelopment project areas for the Saratoga Redevelopment Feasibility, These project areas have been identified as: Village Area, Gateway Area, and the Quito Area, as depicted on the maps attached, Upon a cursory review of the conditions of the Gateway and Quito Areas. RSG concluded that these areas lacked any significant conditions of blight as they were largely vibrant commercial and residential areas with rare instances of tired structures that had little impact on the overall physical and economic character of the area, Creation of a project area involving just a few isolated parcels in this condition is neither legally nor fiscally viable, so staff directed RSG to focus its efforts on a more comprehensive study of the Village Area, Accordingly, this redevelopment feasibility study ("Study") assesses the legal and financial implication of formulating a redevelopment project area for the Village Area ("Survey Area") including: . Reasons for Redeveloping the Survey Area . Preliminary Urbanization Analysis . Preliminary Findings of Physical and Economic Blight . Initial Financial Feasibility Analysis G:\RSG\Saratoga\Feasiblity Report\Feasibilty Study Findings Llr 17 Feb OS.doc 2/1712005 Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 2 BACKGROUND Set against the eastern foothills of Santa Cruz, the City of Saratoga can trace its history back to 1848. In the early 1900'S, Saratoga had a reputation of being a beautiful vacation destination and an agricultural center. However, in the 1950's with the rise of single-family homes and industrial developments the community experienced considerable growth and rapid expansion. In 1956, the community of Saratoga incorporated to secure its autonomy and avoid being overtaken by the City of San Jose. Much of the development that the community experienced in the 1950's occurred outside of the historic center of town along what is now known as Big Basin Way where a variety of retail, tourist, and entertainment uses developed to service the needs of the community, In more recent decades as competition from larger, more integrated shopping areas developed, the Village began a steady period of stagnation, Some businesses relocated out of the area while others went out of business. While the area today still retains much of its historic charm. the Village, like many of the other retail areas of the community became less patronized by local consumers, Moreover, the older structures have increasingly become a limitation for businesses as they lack modem amenities such as internet access and utilities that limit the usability of these properties, In an effort to identify fiscal resources to combat these trends and stimulate economic development initiatives, the City initiated this study of the Survey Area to assess the viability of establishing a redevelopment project area. In total, the Survey Area is approximately 109.25 acres in size. and encompasses the Big Basin Way corridor, from Saratoga-Sunnyvale Road to Stoneridge Drive as well as adjacent areas to the north and south. Though retail concerns led to the designation of this Survey Area, much of the property is currently in residential use; commercial uses are largely concentrated along Big Basin Way. Approximately 328 (72.2 percent) of the 454 parcels in the Survey Area are in residential use, including 84 condominiums located at various areas within the Survey Area, Retail uses comprise 54 parcels, and office uses account for another 25 parcels. A breakdown of the Survey Area by land use is presented in Exhibit 1. Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 3 EXISTING LAND USES Exhibit 1 Village Redevelopment Project Area 2004-05 Secured Residential Net Land Use Assessed Value Units Parcels Acreage % Residential $185,158,704 377 328 67 61% Single Famiiy Dweliings $139.639,692 233 233 57 52% Condominiums $40,279,432 84 84 3 3% Muiti-famiiy dwaliings $5,239,560 60 11 7 6% Commercial $32,745,976 54 13 12% Office $16,182,828 25 7 6% Vacant $1,358,847 22 11 10% Public $365,605 25 12 11% TOTAL $235,811,960 377 454 110 Source: MetroScan, For the past decade the City has attempted to revitalize the area from years of economic decline struggling with neighboring cities in both Los Gatos and San Jose for the attraction of commercial businesses and development. Despite their efforts, the Survey Area continues to suffer from a reduction in activities such as: cultural events, civic infrastructure, pedestrian traffic, local retail and dining. Factors related to the decline of the Survey Area, which have hindered the economic viability of commercial properties include: . the historic pattern of commercial development; . the development or growth of personal services and lack of mixed retail at the expense of retail shops; . decrease of traffic or visitors to the Survey Area due to the construction of Highway 85; and . a lack of maintenance and rehabilitation of properties managed by absentee landlords, This study focuses on two chief legal factors that communities must consider before proceeding with redevelopment, specifically urbanization and blight. These requirements and our findings are summarized below, URBANIZA TION The Law mandates that no less than 80 percent of the land in a redevelopment project area be urbanized. Urbanized properties are defined as parcels that are presently or previously developed with urban uses, parcels of irregular fOITll under mixed ownership, and properties that are an integral part of an urban area (I.e, substantially surrounded by developed property), Applying these criteria to the Survey Area, RSG estimates that approximately 109.25 acres or 100 percent of the Survey Area are urbanized, in that they are either properties developed with urban uses or properties that are vacant but surrounded by developed properties on three or more sides. The Survey Area contains no land dedicated to agricultural or open space use. Based on the previously mentioned figures, the proposed Survey Area is predominantly urbanized, as it clearly exceeds the 80 percent urbanization requirement. Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 4 PRELIMINARY FINDINGS OF PHYSICAL AND ECONOMIC BLIGHT Legal Requirements In 1945, the Community Redevelopment Act was enacted by the California State Legislature to enable local governments to redevelop urban areas that for many reasons, have suffered from unsafe, unfit, deteriorated, and economically dislocated buildings and properties. The initial growth in redevelopment was slow with only 46 redevelopment agencies established by 1965. Today it is estimated that over 400 redevelopment agencies exist with approximately 780 project areas, Redevelopment was traditionally intended for severe conditions of blight such as that existing in inner cities like Bunker Hill in Los Angeles, and the Embarcadero area of San Francisco. Over the years, as redevelopment became more popular, cities used redevelopment as a funding mechanism in areas that did not meet the traditional views of blight. In the 1970s and 1980s, many cities placed suburban and semi-rural areas into redevelopment by arguing that these areas lacked public infrastructure, A public backlash developed in the early 1990s resulting in legislation that clarified the definition of blight. In 1993, the State Legislature adopted the Community Redevelopment Law Reform Act (AB 1290); this legislation mandated findings in both physical and economic blight. Prior to AB 1290. a blighted area was characterized by one or more conditions set forth in Health and Safety Code Sections 33031 and 33032, causing a reduction of, or lack of, proper utilization of the area that it constituted a physical, social, or economic burden on the community. The definition of blight was so vague that it allowed project areas to be characterized as blighted without the presence of substantial physical deterioration. Under AB 1290, the definition of blight was amended for project areas adopted after January 1, 1994. As it exists today, Health and Safety Code 33031 provides that a blighted area must contain both physical and economic blight. Specifically, the conditions set forth in Section 33031 must be so prevalent and substantial to cause a reduction of, or lack of, proper utilization of the area to the extent that it constitutes a serious physical and economic burden to the community, This burden cannot be expected to be reversed or alleviated by private enterprise, governmental action, or both, without redevelopment. The implication of AS 1290 cannot be overlooked; new project areas must conform to a significantly higher threshold of blight and urbanization than what was previously permitted by Law. Indeed. many project areas created prior to redevelopment reform in 1994 could not meet today's legal requirements. As a result, it is much more difficult to create a redevelopment project area under today's legal requirements. Study Approach and Methodology Several data sources were utilized to measure existing conditions in the Survey Area, In July 2004, RSG staff conducted a field survey and research of the Survey Area to ascertain on a preliminary basis whether physical and economic blighting conditions are present. Overall, it is our conclusion that the Survey Area has one physical blighting condition, namely factors that hinder economically viable use or capacity of buildings or lots, but this condition cannot be Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 5 deemed to be pervasive to pose a serious burden on the community, as required by Law. No economic blighting conditions are present in the Survey Area. The results of the field survey, as well as other data collected, are described below and are presented within the same categories as defined in the CRL. Also, an explanation of the method used for assessing these conditions is provided by category. A more comprehensive study of the Survey Area would be necessary in the course of preparation of a redevelopment plan, as required by Law. As defined in Section 33031 of the Law, blight encompasses physical and economic conditions that cannot be alleviated by private enterprise, governmental action or both, without redevelopment. Section 33031 also defines these physical and economic conditions as follows: Phvsical bliQht is defined as: . Buildings in which it is unsafe or unhealthy for persons to occupy, live. or work. These conditions include serious building code violations, numerous structures that are dilapidated or severely deteriorated, numerous structures that exhibit defective deSign or physical construction, faulty or inadequate utilities, or other similar factors. . Factors that prevent or substantially hinder the viable use or reuse of buildings or lots. This condition can be caused by substandard building design, inadequate parcel size, nearby insufficient parking, or other similar factors. . Adjacent or nearby uses that are incompatible with one another, and prohibit the economic development of adjoining parcels. . Lots subdivided into irregular shapes and are inadequately sized for proper usefulness and development. Further, these lots are often under multiple ownership. Economic blioht is defined as: . Depreciating or stagnant property values or impaired investments. Properties whose value is impacted by hazardous wastes and materials also fall under this category, . Abnormally high business vacancies, abnormally low lease rates, high turnover rates, abandoned buildings, or excessive vacant lots within an area developed for urban use and served by utilities, . The lack of commercial facilities that are normally found in neighborhoods, including grocery stores, drug stores, and banks and other lending institutions. . Residential overcrowding or an excess of bars, liquor stores, or other businesses that cater exclusively to adults and generate public safety and welfare problems. . A high crime rate that constitutes a serious threat to the public safety and welfare. In addition to the aforementioned conditions, inadequate public infrastructure is also considered a condition of blight when other physical conditions are present. Jerry Ramiza, Attorney at Law MC DONa UGH HOLLAND & ALLEN PC February 17, 2005 Page 6 Blighting Conditions within the Survey Area In July 2004, RSG conducted a parcel by parcel field survey to locate and evaluate the exterior blighting conditions in the Survey Area. In addition, RSG studied ownership and parcel configuration, investigated the extent of documented hazardous contamination, interviewed local brokers, analyzed business tumover data, analyzed crime and code violation data, and analyzed documents provided by the City, As discussed below, virtually all of the physical and economic blighting conditions in the Survey Area exist among the retail properties along Big Basin Way, and most of these were not particularly severe, Less than a handful of residential units were anything less than sound and attractive properties; the rare instances of tired or deficient residential uses did not warrant their inclusion in a redevelopment project area, Physical Conditions . BuildinQs in which it is unsafe or unhealthv for persons to live or work: With the exception of less than a handful of commercial structures along Big Basin Way, Survey Area buildings are in sound condition and cannot be described as unsafe or unhealthy. City Code Enforcement did not identify any serious code violations in the area, While property owners and business owners acknowledged that many of the buildings would benefit from fayade improvements or structural upgrades to modernize their appearance and use, this circumstance alone does not justify redevelopment. . Factors that Hinder Economicallv Viable Use: Substandard Design: Many of the buildings located along the commercial district on Big Basin Way predate 1960, and their age and antiquated design detracts from the economic viability within the Survey Area, The commercial district represents 8 percent of the Survey Area, according to data obtained from County Assessor's records. Of these retail properties. 60 percent are older than 40 years old. These historic buildings are generally more difficult to rehabilitate due to years of improper maintenance, aging, and the costs associated for the need to bring the structure up to current building code requirements, However, the Law requires that a project area that has these conditions be also shown to link the presence of these physical problems to the economic viability of the area, Property values have not been detrimentally affected, nor did real estate brokers surveyed by RSG express any reservations that these conditions were not serious enough to prevent users from locating in the area. According to the California Retail Survey, retail sales over the past five years have grown 62.4 percent Countywide, but only 47.7 percent statewide. By comparison, the Retail Survey reports that retail sales in Saratoga have grown by 43.6 percent over the same period, (Statistics for the Survey Area alone are not available from the Retail Survey,) Other Cities in the County have experienced growth ranging from 17.1 percent (Los Altos Hills) to 86.4 percent (Los Gatos), placing Saratoga generally in the middle of the pack. These statistics suggest that while Saratoga is certainly behind some of its Jerry Ramiza. Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 7 neighbors in retail sales volume, it cannot be characterized as a community with little or no growth, Also, although there is some perception that turnover rates in the Survey Area are high, in fact an analysis of business licenses renewals indicated that its 10,25 percent turnover rate is actually comparable or even better to national and state trends, According to the U,S, Small Business Administration, business failure rates in 2003 were 9.8 percent nationally, but 13.7 percent statewide. Indeed, the Survey Area does tend to cater to more startup businesses that can have a higher failure rate than established retailers located in other parts of the market area, but actual turnover rates suggest that in most cases businesses in the Survey Area fare better than those statewide, So, while some users may not be suited for the Village today, such as larger destination retailers or upscale shops, this fact alone does not warrant creation of a project area in a location where a number of businesses have remained successful and continue to open up. Lack of Avai/ab/e Parking: In July 2002, the City hired a consulting group to conduct a parking survey to evaluate the parking supply in the Survey Area to determine if it is sufficient to accommodate the existing demand, The results showed that both on-street parking and district lots provided ample parking for patrons, with the exception of two of the five parking lots reaching capacity on the weekend during lunch and dinner hours, Since many mid range and upscale restaurants have been successful in the area for some time, it does not appear that parking is an acute problem in the Survey Area. . Incompatible Uses and Inadeguate Lots: There were no examples of incompatible uses that prohibited the economic development in this area. nor any evidence of lots of irregular shape, form, and size under multiple ownership. Economic Conditions . Depreciated/Stagnant Property Values and Low Lease Rates: RSG did not identify any examples of depreciated or stagnant property values. Local brokers reported that demand for small shop space in the Survey Area was still reasonably strong, and many entrepreneurial investors were willing to open up shop in the Survey Area even though this occasionally meant forgoing some modern amenities like ADA accessible restrooms and intemet infrastructure, Leasing activity in the area is also strong. According to CB Richard Ellis market studies for 2003, the greater San Jose market area has lease rates that averaged $2.26 per square foot. By comparison local brokers quoted Survey Area lease rates in this range and even higher for properties with newer amenities. As a result, RSG could not identify quantifiable data to support any argument that the area materially suffers from depreciated or stagnant property values, . High Vacancies. Low Lease Rates. and Hioh Turnover Rates: Abnormally High Vacancy Rates: Vacancy rates in the region ranged from 4 to 7 percent according to brokers interviewed by RSG. By comparison, vacancy rates in the Survey Area were towards the higher end of this scale (averaging 6,5 percent according to brokers interviewed by RSG), though this is expected in older strip commercial areas Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 8 that tend to attract more startup businesses. Still, these statistics do not support any claim that vacancy rates in the Survey Area are abnormallv high, even if they are higher than in past years in the district. . High Turnover Rates: As stated earlier, tumover trends in the Survey Area do appear to be comparable or better than national or statewide trends. Based on business license data, an analysis of business tumover rates was conducted covering a five year period from 2000-2001 to 2004-2005, The statistics are derived from the total occupiable tenant spaces compared to the amount of empty tenant spaces within the Survey Area during a given year. Over the 5 year period, Survey Area tumover rates averaged 10.25 percent annually, This rate is better than the statewide failure rate of 13,7 percent, and comparable to the national failure rate of 9.8 percent. Lack of Necessarv Commercial Facilities: The Law defines a lack of necessary commercial facilities normally found in neighborhoods, such as banks, grocery stores or drug stores, as an indicator of economic blight. RSG's field survey did not identity any examples of the Survey Area lacking the necessary commercial facilities, which is typical in small redevelopment areas like the Survey Area. The Survey Area contains a smaller, if somewhat antiquated, market as well as several banks. Other grocery and drug stores are in close proximity to the Survey Area. Residential Overcrowdina and Businesses that Cater to Adults: RSG did not identify any examples of residential overcrowding and businesses that cater to adults. such as adult businesses and bars. Hiah Crime Rates: The Survey Area does not suffer from high crime rates. . . Based on the foregoing analysis, the Survey Area lacks a significant level of physical blight or any economic blight to warrant proceeding with a redevelopment project area at this time. Moreover, given staff's desires to invest in streetscape and fayade improvements to the area, these initiatives would do little to address the physical limitations of some buildings in the area, A more extensive level of redevelopment would be needed to address the problems in the area that would be the basis for its establishment, such as assembly and consolidation of improved and occupied properties to facilitate demolition and reconstruction, Given the typical negative reaction these type of initiatives face, proceeding with redevelopment under a cloud of questions on its merits would be politically and legally challenging. INITIAL FINANCIAL FEASIBILITY ANALYSIS Assuming additional data could be documented to support creation of a redevelopment project area in the Survey Area, redevelopment of the Survey Area would necessitate the Saratoga Redevelopment Agency to collect tax increment revenue to underwrite redevelopment projects, To forecast the amount of tax increment revenues that the Survey Area could generate, RSG prepared the enclosed forecast under the following assumptions: . Assuming a redevelopment plan adoption ordinance is adopted prior to July 20, 2006, the project area would have a 2005-06 base year value. Since 2005-06 assessed values were not available to RSG at the time of this study's preparation, RSG estimated Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 9 the 2005-06 base year value using the 2003-04 secured roll of $235,811,960. The projected 2005-06 base year roll value used in this study is approximately $247,749,940. . Future years' secured values were increased by 2.5% annually to account for appreciation due to resales and minor new construction. No growth was assumed for unsecured values due to their unpredictability, so this value was not included in our forecast. . No new development was included in this forecast because of the speculative nature of potential projects at this time. Long term, major development within the Survey Area is likely with redevelopment efforts, and is obviously a desire of the Agency. Consequently, it is appropriate to anticipate additional tax increment revenues beyond those included in this forecast. Based on these assumptions, the Agency could collect tax increment revenue from a redevelopment project area comprised of Survey Area properties beginning in fiscal year 2006- 07 through fiscal year 2049-50. Over this time period, the Agency could receive a total of $90 million in gross tax increment revenue cumulatively, In current dollars, assuming a 6 percent discount rate, the gross tax increment revenue projection is equal to approximately $18 million, After mandatory payments to affected taxing agencies, the Agency would have $18 million available for affordable housing projects and $41 million for redevelopment projects, In current dollars the $59 million of affordable housing and redevelopment tax increment revenues equate to approximately $12 million, Moreover, it is important to underscore that these financial projections likely overstate by more than 50% the probable amount of revenues the redevelopment agency could receive from redevelopment within the area, since over half of the Survey Area contains non blighted residential property that could not be justifiably included in a redevelopment project area, At best, these projections should be considered highly optimistic, As stated earlier, the limited factual basis for proceeding with redevelopment could create scrutiny among property owners that could be impacted by development. Likewise, affected taxing agencies have a financial motivation to be cautious about redevelopment in any community since they stand to lose property taxes, Saratoga would face these concems on a more acute level, since the amount of property tax appreciation in the built out Survey Area would likely occur without redevelopment, so they would most likely see a loss of revenues even if redevelopment were successful. The taxing agencies most likely to challenge the City on these grounds (and potentially file a lawsuit against the redevelopment plan) would include Saratoga Union Elementary School District (which could lose approximately $14 million to redevelopment), Los Gatos High School District (which could lose approximately $11 million), the County General Fund (which could lose approximately $8 million), and Saratoga Fire District (which could lose approximately $6 million), Again, because the Survey Area fails to meet the blight test, these potential revenues are for illustrative purposes only, Moreover, they exclude the costs of forming a redevelopment project area, which can range from $300,000 to more than $500.000 if a legal challenge is filed on the redevelopment plan, Jerry Ramiza, Attorney at Law MC DONOUGH HOLLAND & ALLEN PC February 17, 2005 Page 10 We trust this information is helpful in your evaluation for redevelopment of the Survey Area, Should you have any questions, please do not hesitate to contact us, Sincerely, ROSENOW SPEVACEK GROUP INC, <: Jim Simon Principal SARATOGA CITY COUNCIL ORIGINATING DEPT: City Manager's Office PREPAREDBY:~ Cathleen Boyer, ity Clerk CITY MANAGER: ID V.J~/ MEETING DATE: March 16,2005 AGENDA ITEM: DEPT HEAD: SUBJECT: Recommendation from the Library Commission to Install a Monument Sign on Fruitvale Avenue RECOMMENDED ACTION: Accept recommendation and adopt budget resolution. REPORT SUMMARY: Background A large wooden sign that read "Saratoga Library" was positioned in the orchard near the corner of Saratoga Avenue and Fruitvale A venue prior to the orchard improvements implemented during the library construction activities. During a joint meeting with the City Council in 2004, the Friends of the Saratoga Libraries requested that a replacement sign similar to the one placed near the driveway entrance to the Saratoga Library be installed in roughly the same place as the previous one. The City Council directed the Friends of the Saratoga Libraries to take the request to the Library Commission. The Library Commission discussed the request and agreed to explore the options. A Library Signage Subcommittee was formed to work with the contractor who designed the existing sign at the Library. In January 2005, the Subcommittee met with the City's orchard maintenance contractor, Matt Novakovich, who approved the location ofthe sign. The Heritage Preservation Commission has also approved the location (Attachment C). At the February 23,2005, Library Commission meeting, staff presented two sign options - one that included the City and County Library's logos and one without the logos (Attachments A & B). The Commission unanimously voted to support the sign option that included the logos. The cost of either option is $8,500; this cost does not include installation. Public Works Director John Cherbone had indicated that his staff could install the sign. FISCAL IMPACTS: There are no fiscal impacts to the City's budget. The Library Expansion budget (320-9010-522- 4010) maybe used for this purchase (Attachment D). CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: There would be no sign. ALTERNATIVE ACTION: City Council could opt the sign without the logos on it. FOLLOW UP ACTION: Purchase the sign. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Sign option I Attachment B - Sign option II Attachment C - Map of building - sign location Attachment D - Resolution RESOLUTION NO. OS-_ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET FOR AN APPROPRIATION OF FUNDS FOR PURCHASE OF A LIBRARY MONUMENT SIGN WHEREAS, a large wooden sign that read "Saratoga Library" was positioned in the orchard near the corner of Saratoga Avenue and Fruitvale Avenue prior to the orchard improvements implemented during the library construction activities; and WHEREAS, during a joint meeting with the City Council in 2004, the Friends of the Saratoga Libraries requested that a replacement sign similar to the one placed near the driveway entrance to the Saratoga Library be installed in roughly the same place as the previous one; and WHEREAS, the City Council directed the Friends of the Saratoga Libraries to take the request to the Library Commission; and WHEREAS, the Library Commission discussed the request and agreed to explore the options; and WHEREAS, staff brought together representatives from the Library Commission, the Heritage Preservation Commission and the orchard maintenance contractor to discuss a possible sign and location, and came to agreement; NOW, THEREFORE, the City Council ofthe City of Saratoga hereby resolves as follows: To allocate $8,500 for a monument sign that will read "Saratoga Library" and be installed in a designated location near the corner of Saratoga Avenue and Fruitva1e Avenue; AND BE IT FURTHER RESOLVED, to adjust the City of Saratoga's Fiscal Year 2004-2005 budget for the appropriation of$8,500 for this project according to the following entry: 320-9010-522-4010-0103 Library Expansion $8,500 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 16th day of March, 2005, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Kathleen M. King, Mayor ATTEST: Cathleen Boyer, City Clerk