Loading...
HomeMy WebLinkAbout06-16-2004 City Council Agenda PacketV Y AGENDA REGULAR MEETING SARATOGA CITY COUNCIL JUNE 16, 2004 CLOSED SESSION - 5:00 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE ANNOUNCEMENT OF CLOSED SESSION ITEMS CALL MEETING TO ORDER Conference With Legal Counsel -Initiation of Litigation (Gov't Code Section 54956.9(c): (3 potential cases) Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & John Cherbone, Public Works Director Employee organization: SEA Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & Tom Sullivan, Community Development Director Employee organization: Non SEA Members Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representative: Dave Anderson, City Manager Employee organization: SMO OPEN SESSION - 5:30 P.M. JOINT MEETING WITH FRIENDS OF THE SARATOGA LIBRARY COMMISSION INTERVIEWS - 6:20 P.M. The following people have been scheduled for interviews: 1 6:20 Parks & Recreation Commission Mark Chapman . 2 6:30 Parks & Recreation Commission Aileen Kao . 3 6:40 Parks & Recreation Commission Denise Goldberg . 4. 6:50 Public Safety Commission Rollin J. Swanson REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE MAYOR'S REPORT ON CLOSED SESSION ARCHIVE COPY 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 June 11, 2004) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the Council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff: 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. Report from the Friends of the Saratoga Library. Report from the West Valley College AdHoc Committee Recommended Action: Accept conceptual agreement and direct City Attorney to work with West Valley College's attorney to develop a final agreement. Written Communications None Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. ANNOUNCEMENTS The City of Saratoga would like to invite the community to participate in the collection of signatures and well wishes for a special Condolence Book to be bound and sent to the Reagan Library. The "Signature Page" will be available in the City Council's Office during normal City Hall hours. 2 CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. IA. Approval of City Council Minutes -May 5, 2004 Recommended action: Approve minutes. 1B. Approval of City Council Minutes -June 2, 2004 Recommended action: Approve minutes. 1 C. Approval of City Council Minutes -June 9, 2004 Recommended action: Approve minutes. 1D. Review of Check Register Recommended action: Approve check register. lE. Congress Springs Park Vertical Bypass Drainage Project - Award of Contract Recommended action: Award contract. 1F. Saratoga Management Organization Memorandum of Understanding Recommended action: Adopt resolution approving the Memorandum of Understanding and authorize City Manager to execute. 1 G. Saratoga Employee Association Memorandum of Understanding Recommended action: Adopt resolution approving the Memorandum of Understanding and authorize City Manager to execute. 1H. Resolution Amending Council Agency Assignment Recommended action: Adopt resolution. PUBLIC HEARINGS Applicants/Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council's approval at the Council meeting. Fiscal Year 2004-OS Operating Budget Recommended action: Adopt resolutions that Establishes the FY 2004-OS Appropriation Limit, Establishes Expenditure Appropriations, Approving the Operating Budget and Establishes the FY 2004-OS Schedule of Fees. OLD BUSINESS None NEW BUSINESS 3. Marshall Lane School Traffic Safety Improvements Recommended action: Accept report and direct staff accordingly. 4. Relocate the City's Historic Fire Bell Recommended action: Approve the relocation of the fire bell from Oak Street to the new Fire District headquarters building. 5. Historic Preservation Commission Work Program Item to Place Five City Owned Properties on the State Historic Register Recommended action: Direct the Heritage Preservation Commission to submit applications for four City owned properties, the McWilliams House, Warner Hutton House, Original Saratoga Library (Book-Go-Round), and the City Museum, to be placed on the National Register of Historic Places. 6. Community Wide Emergency Preparedness Plan Recommended action: Accept report and direct staff accordingly. Fee Waiver Policy Recommended action: Accept report and direct staff accordingly. AGENCY ASSIGNMENTS Mayor Ann Waltonsmith Hakone Foundation Liaison Santa Clara County Cities Association Saratoga Historic Foundation Sister City Liaison Vice Mayor Kathleen King Chamber of Commerce County Cities Association Legislative Task Force SASCC Liaison Valley Transportation Authority PAC Councilmember Stan BOQOSlan County HCD Policy Committee Emergency Planning Council KSAR Community Access TV Board Northern Central Flood Control Zone Advisory Board Councilmember Norman Kline Association of Bay Area Government Library Joint Powers Association Peninsula Division, League of California Cities SBDC (Unofficial) Silicon Valley Animal Control JPA Nick Streit Santa Clara County Valley Water Commission West Valley Solid Waste Joint Powers Association West Valley Sanitation District CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT 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). Certif cate 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 June 11, 2004 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.sarato ag ca. us Signed this 11`h day of June 2004 at Saratoga, California. Cathleen Boyer, CMC, City Clerk CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2004 7/7 Regulaz Meeting -Joint Meeting with Librazy Commission 7/21 Regulaz Meeting 8/4 Regular Meeting 8/18 Summer Recess 9/1 Regular Meeting 9/15 Regular Meeting 10/6 Regular Meeting 10/20 Regular Meeting 11/3 Regular Meeting 11/17 Regular Meeting 12/1 Regular Meeting 12/15 Regular Meeting -Council Reorganization 6 Memo To: Mayor and Councilmembers From: Cathleen Boyer, City Clerk Date: June 16, 2004 Re: West Valley College AdHoc Committee The West Valley College AdHoc Committee has submitted the attached document for Council review. The attached document has been prepared by the West Valley College and reflects the proposed concept for an agreement between the City, the Homeowners Association, and the College. The AdHoc Committee is requesting that the City Council accept conceptual agreement and direct City Attorney to work with West Valley College's attorney to develop a final agreement. PROPOSED CONCEPT FOR AN AGREEMENT BETWEEN THE CITY OF SARATOGA, THE HOMEOWNERS ASSOCIATION, AND THE WEST VALLEY-MISSION COMMUNITY COLLEGE DISTRICT The District's Board of Trustees has taken the following actions to demonstrate its commitment to resolving the issue surrounding the football/track field on the West Valley College campus: • Rescinded Resolutions 960919 and 980291. • Removed the language referring to the football/track facility from the West Valley College Educational and Facilities Master Plan. • Included amulti-purpose athletic facility for soccer/football participation in only the Mission College Educational and Facilities Master Plan. • In addition, the District shall remove the scoreboard structural support beams at the West Valley College football/track facility. We are proposing the following concepts to serve as the development of a permanent and enforceable agreement, legally binding on all parties of interest: • The City of Saratoga. • West Valley-Mission Community College District. • Homeowners Association (legally defined*). * The Homeowners Association must legally constitute itself into a legally defined entity within six (6) months of approval of this agreement or it shall forfeit any rights vested herein. Task Force members representing the Homeowners Association shall clarify and establish the methodology to form a legally defined entity. DISTRICT • The District will not initiate or implement any legislative act that permits construction of an athletic stadium on the WVC campus. • The District will not challenge the legality and/or enforcement of the City's Municipal Code Section 15-80.070. • The District will ensure that the use of the footbalUtrack facility is conducted within the mandates of the City's Municipal Code Section 15-80.070 for the College's programs. • The District shall limit the use of the football/track facility to outside groups such as: K-12 or non-profit youth sports-related activities within the City's Municipal Code Section 15- 80.070. • The District shall not violate the current ordinance in the future even if State law or local ordinance may change. • The District may, during the term of this agreement, use the football/track facility for construction of an educationaUadministrative facility. CITY • The City shall recognize that its Municipal Code Section 15-80.070 shall only apply to the West Valley College football/track field and exempt all other existing athletic fields and the swimming pool complex. (Current usage and facility condition.) • The City shall grant an enforcement waiver to the District, during use of the track field for the portableThand held, amplified sound equlipmeent for a period of 2 yearsefromtNo v mberof 2004. TERMS The term of this agreement shall be for thirty (30) years. AMENDMENTS TO THE AGREEMENT • The before-stated agreement may only be amended through a trilateral agreement with all parties of interest. ENFORCEABILITY Legal counsel shall dra$ language to cause enforceability of the agreement on all parties of interest. The agreement must adhere to all or any applicable California Education Codes or any other legal statutes. SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGE PREPARED BY: ~ ~ DEPT HE ~ SUBJECT: Parks and Recreation & Public Safety Commission Interviews RECOMMENDED ACTION: That Council conduct interviews. REPORT SUMMARY: The following people have been scheduled for interviews: 1. 6:20 p.m. Parks & Recreation Commission Mark Chapman 2. 6:30 p.m. Parks & Recreation Commission Aileen Kao 3. 6:40 p.m. Parks & Recreation Commission Denise Goldberg 4. 6:50 p.m. Public Safety Commission Rollin J. Swanson There are two (2) vacancies to be filled on the Parks and Recreation Commission due to the resignation of Angela Frazier and the appointment of Sandra Dodge to the Heritage Preservation Commission. There is one (1) vacancy to be filled on the Public Safety Commission. In March 2004 Council conducted interviews for three vacancies, but only received two applications. Michael Butamante and Peggy Guichard were appointed. This last vacancy would fill all the positions on the Commission. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointment will not be made to the Parks and Recreation & Public Safety Commission. ALTERNATIVE ACTION: N/A FOLLOW UP ACTIONS: Place item on next agenda for adoption of resolutions and Oaths of Office. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notices of vacancies were advertised in the Saratogan, Saratoga News (several times) and posted on the KSAR community Bulletin Board. ATTACHMENTS: Attachment A -Applications of the above named applicants. COMNIISSION APPLICATION 0 0 d The information on this application is a considered public information and will be Q famished to anY re9~~~S P~Y• ~ **APPLICANTS MUST ATTEND A COMMISSION MEETING PRIOR TO PARTICIPATING IN THE INTERVIEW PROCESS** DATE: ~- / - ~y /' n COMMISSION APPLYING FOR: /~%1 ri~S ~" 2GC Ms. rnTr~ C;I~R- MRS. TELEPHONE: ~dU ~ ~~ WORK - ySt3 ADDRESS: /ZO~ Cf 1 /'~ ~ 1 O ~It NE YEAR YOU BECAME A SARATOGA RESIDENT: ~ ~ ~ s ARE YOU A REGISTERED VOTER IN THE CffY OF SARATOGA? ~_ WOULD YOU BE ABLE TO ATTEND DAYTIME MEETINGS? _~~ WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS? ~_ BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRENT OCCUPATION AND EMPLOYMENT HISTORY: Unrt"m OW NEY~ EDUCATIONAL BACKGROUND: J9 ~ ~ ~~.4 S ~ f} ice. ADDITIONAL INFORMATION OR COMMENTS: Farn~cr ~Z_ ~~o~.~ Comrr-~15ian~U fly~o -l_-.0 ~J ~ I ~ Scow i REFERENCES: (Provide Name and Phone Number) z. Lz/~~.e~ ,L yon,f-t- ~~ rho ~b7- lSU'- 3. PRINT NAME: ~J1f~ ~. Ch~t-{JM~ SIGNATURE' ~ ' 2 RED ElVE~ CONIIvIISSION APPLICATION APR ~ 0 2004 CITY OF SARATOGA The information on this application is considered public information and will be fiunished to anY ~lu~B P~Y• **APPLICANI'S MUST ATTEND A COMMISSION MEETING PRIOR TO PARTICH'ATING IN THE INTERVIEW PROCESS** DATE: ~~~~~-~GC~~~ COMMISSION APPLYING FOR: Pk~~ ~ 'Gr%Zr`~-YTO~ti. TELEPHONE: ~Ld" ~~'~~~ Y-3~~ IICi~fE WOFcIt ADDRESS: .Si YEAR YOU BECAME A SARATOGA RESIDENT: / ~ `/ F-• ARE YOU A REGISTERED VOTER IN THE CITY OF SARATOGA? WOULD YOU BE ABLE TO ATTEND DAYTIlvIE MEETINGS? ~ Y WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS? ~ ~% BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRENT OCCUPATION AND EMPLOYMEN/ T HISTOyR~~Y: /Im.: f .~Ri%%~~. ~.,-~,,. n; hG7",.)1'/.'{ %,~~SIC` ~H~C111S .1.iIC • ADDITIONAL INFORMATION OR COMMENTS: ~~ REFERENCES: (Provide Name and Phone Number) y~ 2. 3. PRINT NAME: !~ i ~FPII ~Q ~ ~' ~~ SIGNATURE: ~[%4 ~/,«- ~!~U EDUCATIONAL BACKGROUND: C ~ ~ • COMMISSION APPLICATION JUN 2 3 2003 The infomration on this application is considered public information and will be fimvshed to any requesting parry. **APPLICANTS MUST ATTEND A COMMISSION MEETING PRIOR TO PARTICIPATING IN THE INTERVIEW PROCESS** DATE: ~ /Z 3 /~ 3 COMMISSION APPLYING FOR: 1 ~'Y~~S r^'~ ~ ~~ C r~ ~ ~, u~ 2~n~S 2. TELEPHONE: ~ ~ " _ ~~ 2 HOME of db-2Y -vael~- c ~ ~ ADDRESS: l 2- ~J Z S S G U `\ ~/ R V~ YF,AR YOU BECAME A SARATOGA RESIDENT:,~~ ARE YOU A REGISTERED VOTER IN THE CITY OF SARATOGA? ~~ WOULD YOU BE ABLE TO ATTEND DAYTIME MEETINGS? y ~ S WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS?~~ BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRENT OCCUPATION AND EMPLOYMENT HISTORY: I„ „~~.~ r,,,, ~l,c~/ avid moo-{'leer 5i~ ce. IR 9 EDUCATIONALBA~ROUND: ADDITIONAL INFORMATION OR COMMENTS: REFERENCES: (Provide Name and Phone Number) I. rn', c.~na.~e.~ ~oreH~eti 2. t r `O`Y L ~ keaYV` Z5~ -yZ5 ZS-1 -~Z~ 3. PRINT NAME' SIGNATURE: 2 RE~~iVE~ MAY 1 4 2004 CITY OF SARATOGA CITY OF SARA70GA COMMISSION APPLICATION FORM '' // DATE: /`T ~~~.~ ( ,~ C=am /~ L~ f3 ~ i C ~S ~ ~~ ~ ~ COMMISSION APPLYING F OR: MR. ~~~ 74~~- lZ~~ ~<<~~ TELEPHONE: HOME WORK EMAIL ADDRESS: ' p y--~ ADDRESS: /~ ~ 9-~ V 1,I G'C' 7J /I.ti ~ rJ i ~{/ R I ~'~ ~ S f~~~~G' ~A YEAR YOU BECAME A SARATOGA RESIDENT: ~/~~~ ~ ~ - ~ / ~~ ARE YOU A REGISTERED VOTER IN THE CITY OF SARATOGA? ~~ S WOULD YOU BE ABLE TO ATTEND DAYTIME MEETINGS? -S ~' i'Y' ~ ~' "r' ~ 5 WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS? ~ ~ S BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRENT OCCUPATION AND EMPLOYIv~ENT HISTORY: /~ ~' ~ ,4 R 5 w ~ ~-I ~ ~ ~ ° ~~ i~~A2S 1rs ~~~i>L~~ I ~©t~~SSU'~ EDUCATIONAL BACKGROUND: , P 5 ,~~ t~1e~ 1~~~~~~~I ~t~~~~~1~~~~~~ ~ n/l~l s. i n `~ lti~ ,S f c s 4 ~~~~~n~E'cr ! nr~~~h. ADDITIONAL INFORMATION OR COMMENTS: ~~ ~"~ •", s`n r"~ a -~ S ~ ~~ i n (`~ ~ w ~ w cE5 S~ vi ~~ ~ 6 1 C cl~M E' c~P-u-. T S L't .I~ (/~~ n ti I ~ ~tO, C{ ~ ~'~~ 6/~V~V~c~.Vv~"1~1- ~ ,pay s ), 5 v, /' S~~~~ v ~~ h~~,,z ~~,~ ~~-+~~ h~~~ ~~~,~,t z ~P~ctV' S .J ~~~ , .~ awt (`°.-~z ~~ ~ ~'~~- 1 K v o I V~~ ~ Q~P I w `I FERENCES: RE (Provide Name and Phone Number) tin~~~ ~~~~~ F~~ti~ ~~=~ ~~~- ~s~~{ , I. --~ PRINT NAME: /~ ~' Z i_ i N ~J . ~ ~L~.'9; ~•I } ~' ~ SIGNATURE: ^^- `«~~~r~- _ 5 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 ORIGINATING ~ 1 ity Manager's ce i PREPARED BY: Cathleen Boyer, i Clerk SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: AGENDA ITEM: CITY DEPT HEAD: Approve minutes as submitted for the following City Council Meeting: Regular Meeting -May 5, 2004 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 May 5, 2004 MINUTES SARATOGA CITY COUNCIL MAY 5, 2004 The City Council of the City of Saratoga held a Joint Session with the Youth Commission in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30 p.m. The following Youth Commissioners were present: Chair Jackie Luskey, Joanna Lee, Elise Schwartz, Shruti Jayakumaz, Valerie Farnum, Phillip Baker, Deborah Wu, Jessica Claus, James Ballingall, Kelly Burke, Connor Skelly, Elli Rezaii, Tami Maltiel, Ted Sclavos, and Tanya Gupta. Wamer Hutton House -Commissioner Lee stated that 40-60 students per day participate in the after school activities at the Warner Hutton House. Commissioner Schwartz stated during the last Annual Appeal donations totaled $5624.81. Concerts -Chair Luskey noted that due to the tum over rate with City staff and no PA system concerts were hard to organize this year. Commissioner Jayakumar noted that the Commission has had a few concerts and approximately 100 attended. Commissioner Jayakumar noted that bands are calling Adam to participate in next year's series. Music Festival -Commissioner Famum noted that Guitar Showcase donated the use of a PA system for this year's event. Commissioner Famum noted that this year's concert would be bigger and better than last year. Several local teen groups have signed up to participate in the event. Commissioner Baker noted that the Music Fest would be held on May 8, 2004 at Wildwood Park. Commissioner Baker stated that this event is a very unique in the Bay Area. Fundraising -Commissioner Wu stated that the Youth Commission earned $1,000 selling glow necklaces at Celebrate Sazatoga and the Tree Lighting Celebration. Commissioner Claus stated that the Youth Commission has had several "Restaurant Nights" at Chevy's and earned some funds selling drinks at the Mustard Walk. Skate Park -Commissioner Ballingall stated that the Youth Commission anonymously supports loaning the City's skate equipment to the City of Campbell. Commissioner Burke noted that the City of Saratoga would receive all fees generated from Saratoga kids taking any skate related classes in the City of Campbell. Commissioner Burke noted that the VTA bus # 54 goes directly from West Valley College to the skate park in Campbell. Snowboard Trip -Commissioner Skelly noted that this year the Commission would like to sponsor snowboard trips thru a company called Snowbomb. Teen Camps -Chair Luskey noted that there are a lot of new summer camps for teens offered by the Recreation Department. Commissioner Famum noted that one in particulaz is a week exploring the sights in San Francisco. YAC Attack/CPRS -Commissioner Maltiel noted that this year she attend the League of California Cities Conference. Commission Maltiel noted that it was a great experience. Commissioner Rezaii noted that in March 2004 Tami, Connor, and herself attended the YAC Attack in Morgan Hill. Commissioner Rezaii stated that they attended 5 sessions and were very informative. Dances -Commission Sclavos noted that this year the Commission has tried to make the dances a better environment by enforcing the dress code and enhanced the supervision. Commissioner Schwartz stated that there were two more dances this year. Commissioner Gupta stated that to date the profits from the dances total approximately $430. Pointing out the fact that the Town of Los Gatos recently established a Youth Commission, Vice Mayor King suggested that the Saratoga Youth Commission send a letter to the Mayor of Los Gatos offering their experience and assistance in forming their Youth Commission. Chair Luskey agreed that contacting Los Gatos would be a great idea and noted that they would send a letter to the Mayor of Los Gatos. A discussion took place in regards to the dances held throughout the yeaz. In regazds to the upcoming interviews for the Youth Commission vacancies, Chair Luskey asked the Council to continue to appoint people from the various schools that serve Sazatoga. Vice Mayor King thanked the Youth Commissions for attending tonight's joint meeting ADJOURN TO CLOSED SESSION Conference with Legal Counsel -Initiation of litigation (Gov't Code section 54956.9(c): (2 potential cases). Conference With Legal Counsel -Existing Litigation: (Government Code section 54956.9(a)) Name of case: Saratoga Union School District v. City of Saratoga (No. CV803595) Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & John Cherbone, Public Works Director Employee organization: SEA Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & Tom Sullivan, Community Development Director Employee organization: Non SEA Members Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Dave Anderson, City Manager Employee organization: SMO 2 MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Vice Mayor King reported there was Council discussion but no action was taken. Vice Mayor King called the Regular City Council meeting to order at 7:00 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Stan Bogosian, Nick Streit, Vice Mayor Kathleen King, ABSENT: Councilmember Norman Kline, Mayor Ann Waltonsmith ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richazd Taylor, City Attorney Cathleen Boyer, City Clerk Jesse Baloca, Administrative Services Director Tom Sullivan, Community Development Director John Cherbone, Public Works Director Joan Pisani, Recreation Director REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MAY 5, 2004 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 5, 2004was properly posted on April 29, 2004. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following people requested to speak at tonight's meeting: Anne Sanquini noted that she was present this evening to discuss the pedestrian safety on Highway 9. Ms. Sanquini also read a letter from Denise Michele stating that she supports working with the three cities to make Highway 9 safer. Lana Malloy introduced Joanne Peth, Patrice Brill and Lindsay Rhodes. Ms. Malloy noted that they were from Mote Serno. Ms. Malloy stated that due to the recent deaths on Highway 9 they formed a community group to help make Highway 9. Ms. Malloy stated that they are willing to work with the Monte Sereno, Los Gatos, Saratoga and Ca1Tran. Cheriel Jensen referred to a letter she recently sent to the City Council in regards to private schools in the City of Saratoga. COMMUNICATIONS FROM COMMISSIONS Jackie Luskey, Chair/Youth Commission, noted that the Youth Commission met with the Council prior to the City Council meeting. Chair Luskey mentioned the upcoming Music Fest on Saturday May 8, 2004. Chair Luskey explained the proposal from the City of Campbell in regards to their Skate Board Park. Chair Luskey announced the various summer camps for teens sponsored by the Saratoga Recreation Center. WRITTEN COMMUNICATIONS None COUNCIL DIRECTION TO STAFF Councilmember Streit noted that he recently attend a meeting with Monte Sereno, Los Gatos and Ca1Tran representatives to discuss Highway 9. Councilmember Streit suggested that the three Cities try and get the State to relinquish ownership of Highway 9, which in turn would allow the Cities to work together to redesign the road. Councilmember Streit noted that CalTran has been very responsive to the Cities concerns in regards to the safety of the road and would start immediately trimming the trees and brush along the sides of the road. City Manager Anderson added that the Sheriff's Office and the Highway Patrol would start using direct enforcement on Highway 9. ANNOUNCEMENTS Vice Mayor King announced that there are two vacancies available on the Parks and Recreation Commission and one vacancy available on the Public Safety Commission. CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR lA. CITY COUNCIL MINUTES -REGULAR MEETING APRIL 7, 2004 STAFF RECOMMENDATION: Approve minutes. STREITBOGOSIAN MOVED TO APPROVE CITY COUNCIL MINUTES OF APRIL 7.2004. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. IB. CITY COUNCIL MINUTES -SPECIAL MEETING APRIL 23, 2004 STAFF RECOMMENDATION: Approve minutes. STREITBOGOSIAN MOVED TO APPROVE CITY COUNCIL MINUTES OF APRIL 7.2004. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. 1C. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. STREITBOGOSIAN MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. 1D. SARATOGA LIBRARY PHASE I -NOTICE OF COMPLETION STAFF RECOMMENDATION: Accept Notice of Completion. STREIT/BOGOSIAN MOVED TO ACCEPT NOTICE OF COMPLETION. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. lE. SARATOGA PUBLIC LIBRARY PROJECT TELEPHONE & DATA - NOTICE OF COMPLETION STAFF RECOMMENDATION: Accept Notice of Completion. STREITBOGOSIAN MOVED TO ACCEPT NOTICE OF COMPLETION. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. IF. CIVIC THEATER LOWER PERIMETER ROOF AND BOOK-GO-ROUND ROOF PROJECT-AWARD OF CONSTRUCTION STAFF RECOMMENDATION: 1. Move to declare California Roofing Company, Inc. to be lowest responsible bidder on project. 2. Move to award a construction contract for Civic Theater Lower Perimeter Roof and Book-Go-Round Re-Roof Project to California Company, Inc. in amount of $73,800 and authorize City Manager to execute same. STREIT/BOGOSIAN MOVED TO DECLARE CALIFORNIA ROOFING COMPANY INC. TO BE LOWEST RESPONSIBLE BIDDER ON PROJECT• AWARD A CONSTRUCTION CONTRACT FOR CIVIC THEATER LOWER PERIMETER ROOF AND BOOK-GO-ROUND RE- ROOFPROJECT TO CALIFORNIA COMPANY INC. IN AMOUNT OF $73 800 AND AUTHORIZE CITY MANAGER TO EXECUTE SAME. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. PUBLIC HEARINGS None OLD BUSINESS None NEW BUSINESS 1sT REVIEW OF THE PROPOSED BUDGET STAFF RECOMMENDATION: Accept Budget Report and direct staff accordingly. Jesse Baloca, Administrative Services Director, presented staff report. Director Baloca stated that it has been a difficult yeaz where the City has had t be proactive because of the continued economic downturn and reactive to the local revenue takeaways created by the State budget crisis. Director Baloca stated that the FY 2003-04 Operating Budget was approved with the anticipation of a n operating surplus of approximately $427k to the general Fund. Director Baloca stated that unfortunately, the following activities have attributed to the City's projected FY 3003-04 general fund loss: Governor Davis pulls the VLF Trigger - backfill loss of $576k is considered a loan to be paid back in 2006 • City's legal settlement of $97,000 Director Baloca explained that General Fund Undesignated Fund Balance projecting a year end of June 30, 2004 of $371k. Director Baloca explained that the expenditure s for the proposed fiscal year 2004- 05 reflect operating increases offset by specific program and FTE reductions. Reductions to expenditures followed atwo-tier process that involved consultation with each department to allow Director autonomy and management control and later with the City Council direction on specific program and FTE reductions and allowance for the use of the one-time PERS reserve of $140k. Director Baloca also explained that increases to the cost of operations primarily reflect a $430k increase to the City's contract with the SCC Sheriff Office and nominal salazy rollups and the unavoidable increase to PERS of 4.35% and other benefits of City staff. Director Baloca explained that increases to the Sheriff s Office primarily reflects a 20% increase to their PERS contributions, 7% increase in health care cots, and increase to the cost of workers compensation. Other increases to expenditures include election costs of $65k, raising insurance premiums, and MIS maintenance fees for the City's financial system and new recreation online registration system. -- Vice Mayor King thanked Director Baloca for his report. Beverly Tucker noted that he was presented this evening representing Saratoga Employees Association (SEA). Ms. Tucker read a letter to the City Council in regards to the potential employee lay-offs. On behalf of SEA, Ms. Tucker requested that the City Council reconsider their decision. Evan Baker noted that he was the Chair of the Saratoga Vision AdHoc. Mr. Baker explained that last night the AdHoc Committee met with all of the City Commissioners to receive a critique of their financial evaluation of the City. Mr. Baker stated that the Commissioners told them that they were not strong enough, nor emotional enough or telling them how difficult the financial status of the City really is. Mr. Baker stated that last week the AdHoc Committee recommend to the Council to placing a measure on the November ballot to evoke a 5% Utility Users Tax (UUT). The UUT would generate approximately $3 million dollars on an annual basis to assist with the genera] fund. Mr. Baker stated that the City's revenue stream falls very short supporting services that the City provides. Mr. Baker stated that the City must enhance the revenue stream. Councilmember Streit stated that if SEA can come up with alternatives to cut costs he would be willing to listen. Councilmember Streit stated that the bottom line is we must balance the budget. Councilmember Bogosian thanked the City employees for coming to the meeting this evening. 2. DESIGNATION OF VOTING DELEGATE FOR LEAGUE OF CALIFORNIA CITIES ANNUAL LEGISLATIVE ACTION DAYS STAFF RECOMMENDATION: That Council designate a voting delegate. Dave Anderson, City Manager, presented staff report. City Manager Anderson noted that the League Board of Directors has called a special meeting of the General Assembly of the League on Thursday, may 13, 2004. The purpose of the meeting is to brief the membership on the status of the Local Taxpayers and Public Safety Protection Act and the proposed alternative that may be recommend by Governor Arnold Schwarzenegger. STREITBOGOSIAN MOVED TO DESIGNATE MAYOR WALTONSMITH AS THE VOTING DELEGATE• COUNCILMEMBER STAN BOGOSIAN AS I ALTERNATE AND CITY MANAGER ANDERSON AS 2ND ALTERNATE. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. RECRUITMENT ACTIVITIES RELATED TO FOUR SOON-TO-BE VACANT STAFF STAFF RECOMMENDATION: Staff recommends that Council designate these four positions as "essential" and authorize the City Manager to release the hiring freeze in order to fill the positions. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant Manager Tinfow stated that staff was requesting that the City Council designate the following positions as essential: Administrative Services Director, Parks Maintenance Supervisor, Facility Maintenance Supervisor, Facility Worker II. BOGOSIAN/STREIT MOVED TO DESIGNATE FOUR POSITIONS IDENTIFIED ADMINISTRATIVE SERVICES DIRECTOR PARKS MAINTENANCE SUPERVISOR FACILITY MAINTENANCE SUPERVISOR FACILITY WORKER II- AS "ESSENTIAL" AND AUTHORIZE THE CITY MANAGER TO RELEASE THE HIRING FREEZE IN ORDER TO FILL THE POSITIONS. MOTION PASSED 3-0-2 WITH KLINE AND WALTONSMITH ABSENT. COMMISSION ASSIGNMENT REPORTS Vice Mayor King reported the following information: _ City/School Ad-Hoc Committee - AdHoc will be meeting with Saratoga High School Parks and Recreation Commissron -two vacancies still need to be filled Councilmember Bogosian noted that he had no reportable information. Councilmember Streit noted that he had no reportable items. CITY COUNCIL ITEMS Councilmember Bogosian asked if the flagpole in Blaney Plaza was going to be ready for Memorial Day. CITY MANAGER'S REPORT City Manager Anderson reported that an Interim Finance Director has been hired. City Manager Anderson noted that Peter Kolf retired for the City of Modesto as the Finance Director. OTHER None ADJOURNMENT There being no further business, Vice Mayor King adjourned the meeting at 8:35 p.m. and reconvened to Closed Session. There being no further business Vice Mayor King adjourned the meeting at 9:15 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office PREPARED BY: Cathleen Boyer, City Clerk SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: CITY MANAGER: DEPT HEAD: Approve minutes as submitted for the following City Council Meeting: Regular Meeting -June 2, 2004 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 June 2, 2004 MINUTES SARATOGA CITY COUNCIL JUNE 2, 2004 The City Council of the City of Sazatoga held a Joint Session with the Hakone Foundation in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30 p.m. Lon Saavedra introduced himself as the Executive Director & CEO of The Hakone Foundation. Mr. Saavedra thanked the Council for the opportunity to meet with them this evening. Mr. Saavedra highlighted the Foundations' recent accomplishments as follows: • Successfully recruited and installed the first Chairman of the Board • Successfully launched Hakone's first major donor program with the main event hosted by 49`h Consul General of Japan in San Francisco. The Foundation is now composed of just over 40 couples with the hope of having enrolled 100 couples by this time next year. • Hakone was selected by the National Trust of Historic Preservation and will receive the prestigious "Save America's Treasures" Award. • On June 15, 2004, The Hakone Foundation will be featured at the National Gala in Washington D.C. at the National Building Museum. Hakone Foundation will be featured on the Cable TV Network HGTV, Home and Gazden Television. • Three times in the last seven months, Hakone has been featured on Bay Area Back Roads. • Held 150"' Anniversary Peace Treaty Reception with the 50`h Consul General of Japan in San Francisco and a public address at Hakone. • The Foundation successfully secured $200,000 in restoration and renovation funds for Hakone. • Successful recruitment of 6 new Board Members. Mayor Waltonsmith thanked Mr. Saavedra for attending tonight's joint meeting. ADJOURN TO CLOSED SESSION Conference With Le al Counsel -Existing, Litigation: (Goverrunent Code section 54956.9(a)) Name of case: Cecil Roy Jones & Gundrun T. Jones v. City of Saratoga (Santa Clara County Superior Court No. 103CV0105450 ~'^^ference With Legal Counsel -Initiation of Litigation (Gov't Code Section 54956.9(c): (1 potenrial case) Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & John Cherbone, Pubic Works Director Employee organization: SEA Conference With Labor Ne¢otiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & Tom Sullivan, Community Development Director Employee organization: Non SEA Members Conference With Labor NeQOtiators (Gov't Code 54957.6): Agency designated representative: Dave Anderson, City Manager Employee organization: SMO MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Mayor Waltonsmith reported there was Council discussion but no action was taken. Mayor Waltonsmith called the Regulaz City Council meeting to order at 7:00 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmember Norman Kline, Vice Mayor Kathleen King, Mayor Ann Waltonsmith ABSENT: Councilmembers Stan Bogosian, Nick Streit ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk John Cherbone, Public Works Director Cary Bloomquist, Administrative Analyst Joan Pisani, Recreation Director John Livingstone, Associate Planner Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of June 2, 2004was properly posted on May 28, 2004. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following people requested to speak at tonight's meeting: Lana Malloy noted that she was present this evening on behalf of Citizens for Highway 9 Safety Committee. Ms. Malloy wanted to personally thank the City's Traffic Engineer and Director Cherbone them for taking the time to met with them. Ms. Malloy asked if the preliminazy study between the three cities has been started. Ms. Malloy stated that the Committee conducted a survey and stated that at least 300 bicyclists and pedestrians, 2 per day, use Highway 9 between the hours of 7:00 a.m. - 7:00 p.m. Ms. Malloy requested that the City proceed with abike/pedestrian lane along Highway 9. Ms. Malloy noted that the family the dog walker, who was recently killed on Highway 9, is having a Memorial Walk on June 27s'. Ms. Malloy stated that if anyone would like updates on the Committees progress you can visit their website at www.h i2hwav9safetv.com In regards to Ms. Malloy's questions, City Manager Anderson stated that at the last Council meeting Director Cherbone brought the traffic study forward. Clty Mariagei Anderson noted that he visited their website and noted that it was very well done. COMMUNICATIONS FROM COMMISSIONS Lon Saavedra, Executive Director & CEO of The Hakone Foundation, recapped the highlights from the joint meeting with the City Council. ANNOUNCEMENTS None CEREMONIAL ITEMS lA. COMMENDATIONS FOR OUTGOING YOUTH COMMISSIONERS Recommended action: Present commendations. Mayor Waltonsmith read the commendations and presented them to James Ballingall, Jessica Claus, Valerie Farnum, Jackie Luskey, Shruti Jayakumar, and Joanna Lee. 1B. APPOINTMENT OF YOUTH COMMISSION MEMBER AND OATH OF OFFICE Recommended action: Adopt resolution and administer Oath of Office. TITLE OF RESOLUTION: 04-046 KING/KLINE MOVED TO ADOPT RESOLUTION APPOINTING TEN MEMBERS TO THE YOUTH COMMISSION. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. City Clerk Boyer administered the Oath of Office to the new Youth Commissioners. SPECIAL PRESENTATIONS 2A. PRESENTATION BY JACK LUCAS -EQUAL FUNDING FOR COMMUNITY COLLEGES Recommended action: Informational only. Jeff Swartz, Trustee for the West Valley Mission College District, introduced himself and Stan Arterberry, Chancellor of West Valley College. Mr. Swartz stated that he was presented tonight requesting that the Council adopt the resolution on the Consent Calendar item 3G. Mr. Swartz explained that community colleges are the lowest funded colleges in the State - UC and CSU campuses receive more funding. Community colleges are more than twice as large as CSU and UC combined by student head count. California community colleges are the largest educational system in the world. Also, the minority and low income student population is larger in community colleges. After Proposition 13 passed in 1978 the state took a snapshot and looked at what each community college dlStl'1Gt Was getting in State funds compazed to the percentage of their budget they were receiving from local property taxes prior to Prop 13. Mr. Swartz explained that because this community had relatively well funded our community colleges, out of local money, out of tax revenues, and because our tax valuation was very high in this area, we took very little State money. Ever since1978 the State never increased the community colleges district funding. Mr. Swartz stated that there is no more local tax funding. This means that different community colleges received different amounts of funding. Mr. Swartz stated that the West Valley Mission College District receives $5 million dollars a year less than San Jose City/Bvergreen Community College District. Mr. Swartz stated that every year West Valley Mission College District struggles with their budget. Last year they had to lay off several staff members and had to cut several classes. Mr. Swartz stated that the most important single item in the Governor's budget has given them $80 million dollazs which is suppose to be the first of three yearly allotments that will help under funded colleges the ability to catch up with other districts. Mr. Swartz asked that if the City adopts the resolution on the Consent Calendar call the Chancellors office and they will send it to Sacramento. Councilmember Kline noted that he supports the resolution and noted that that the City of Sazatoga faced the same situation with Proposition 13. The City only receives 3 1/2 cents for every dollaz of property taxes. Councilmember Kline noted that the City might approach the College's Board for support of possible measures or the proposed Redevelopment Agency. Mayor Waltonsmith thanked Mr. Swartz and Chancellor Arterbetrry for attending tonight's meeting. 2B. PRESENTATION BY JOE PIRZYNSI{I -VTA REORGANIZATION STATUS REPORT Recommended action: Informational only. Joe Pirzynski thanked the Council for the opportunity to speak this evening. Mr. Pirzynski stated that he is the City of Saratoga's representative on the VTA Boazd. Mr. Pirzynski briefly explained the background of the item. Mr. Pirzynski explained that in May 2003, the Mayor of the City of Milpitas sent letters to Santa Clara County cities requesting that all of the 15 jurisdictions support public discussion and actions to restructure the Valley Transportation Authority (VTA) Board. Mr. Pirzynski explained that Mayor Estevas advocated that every member 4 jurisdiction should have a permanent voting seat on the VTA Board to provide local elected officials with the opportunity to participate in the critical decisions affecting our communities. Mr. Pirzynski explained that the proposal to restructure the Board would provide a voting seat for all jurisdictions and also would maintain the same proportional voting representation for the City of San Jose and Santa Claza County. Restructuring the Board in this manner would ensure all Santa Clara County residents and businesses would be directly represented on the VTA Board. Currently the City of Saratoga is one of nine jurisdictions not represented on the VTA Board. The Board would increase in size from 12 to 21 members. Mr. Pirzynski noted that an AdHoc Committee was formed to evaluate the Board and look at their duties. Mr. Pirzynski stated that the AdHoc found two problems with the Board -the Policy Advisory Board and the city groupings. These groupings were based on population. The restructuring proposal, after looking at a variety of proposals, was to communicate better within the groupings and VTA staff. Mr. Pirzynski noted that the Mayor of Milpitas has pulled his proposal off the table in lieu of the AdHoc's recommendations. The AdHoc has recommend suspending the group for one year and observe the new means of communication between the groups. Councilmember Kline noted that he was looking forward to the restructuring of VTA. Councilmember Kline noted that the structure of the VTA is like no other he has observed. Councilmember Kline noted that people are concerned that they pay their taxes and are not represented on the Board -they have no vote. Currently the City of Saratoga is not being represented; no one is on the Boazd from Sazatoga. Councilmember Kline noted that VTA has a structural problem. Councilmember Kline stated until VTA has a true system that is not overly complex and has a true connection with the voters he feels VTA will be unaccountable to the voters. Mr. Pirzynski agreed that VTA has some complex issues and noted that he is aware of seven government organizations in the State that are structured like the VTA. Mr. Pirzynski stated that a proposed shuttle system in downtown areas is seriously being considered. Mr. Pirzynski explained that transit busses would stop at a main stop outside the core downtown areas and shuttle busses would travel around the city. Mayor Waltonsmith thanked Mr. Pirzynski for attending tonight's meeting. CONSENT CALENDAR 3A. APPROVAL OF CITY COUNCIL MINUTES -MAY 5, 2004 STAFF RECOMMENDATION: Approve minutes. anld continue to the next meethng~when there would be aoquohrum to approve the minutes. Consensus of the City Council to continue the minutes to June 16, 2004. 3B. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. KLINE/KING MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 3C. ADOPTION OF ZONING ORDINANCE TEXT AMENDMENT THAT REGULATES THE PLACEMENT OF STANDBY OR EMERGENCY GENERATORS AND THE PLACEMENT OF HEATING, VENTILATION AND AIR CONDITIONING EQUIPMENT STAFF RECOMMENDATION: Grant second reading and adopt ordinance. TITLE OF ORDINANCE: 231 KLINE/KING MOVED TO GRANT SECOND READING AND ADOPT ORDINANCE AMENDMENT THAT REGULATES THE PLACEMENT OF STANDBY OR EMERGENCY GENERATORS AND THE PLACEMENT OF HEATING VENTILATION AND AIR CONDITIONING EQUIPMENT. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 3D. RESOLUTION CALLING FOR A GENERAL MUNICIPAL ELECTION 2004 STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 04-040 Vice Mayor King requested that item 3D be removed from the Consent Calendar. Vice Mayor King asked if the cost of the election has been funded in the FY 04-OS Budget. City Manager Anderson responded the $65,000 has been appropriated in the City Clerk's budget to cover the cost of the election. KING/KLINE MOVED TO ADOPT RESOLUTION CALLING FOR A GENERAL MUNICIPAL ELECTION 2004. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 6 3E. HERRIMAN DRIVE/SARATOGA AVENUE PEDESTRIAN IMPROVEMENTS -EXTENSION OF EXISTING CONTRACT WITH GEORGE BIANCHI CONSTRUCTION COMPANY STAFF RECOMMENDATION: Authorize an increase to the change order for an existing construction contract with George Bianchi Construction Company not to exceed $40,000. Vice Mayor King requested that item 3E be removed from the Consent Calendaz. Vice Mayor King asked if this project was to repair the curbs and gutters. Director Cherbone responded yes. KING/KLINE MOVED TO AUTHORIZE AN INCREASE TO THE CHANGE ORDER FOR AN EXISTING CONSTRUCTION CONTRACT WITH GEORGE BIANCHI CONSTRUCTION COMPANY NOT TO EXCEED $40,000. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 3F. ABAG POWER WINDUP ELECTRIC PROGRAM AGREEMENT STAFF RECOMMENDATION: Adopt resolution and authorize City Manager to execute agreement between ABAG and the City to wind up the electric program. TITLE OF RESOLUTION: 04-049 KLINE/KING MOVED TO ADOPT RESOLUTION AND AUTHORIZE CITY MANAGER TO EXECUTE AGREEMENT BETWEEN ABAG AND THE CITY TO WIND UP THE ELECTRIC PROGRAM. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 3G. RESOLUTION SUPPORTING EQUAL FUNDING FOR COMMUNITY COLLEGES STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 04-041 WALTONSMITH/KING MOVED TO ADOPT RESOLUTION SUPPORTING EQUAL FUNDING FOR COMMUNITY COLLEGES. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 3H. FEE WAIVER REQUEST - SARATOGA ROTARY "BUILDING BRIDGES" EVENT STAFF RECOMMENDATION: Accept report and adopt resolution. TITLE OF RESOLUTION: 04-042 KLINE/KING MOVED TO ADOPT RESOLUTION WAIVING THE FEES FOR THE SARATOGA ROTARY "BUILDING BRIDGES" EVENT. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 3I. RESOLUTION DECLARING BRUSH GROWING ON CERTAIN DESCRIBED PROPERTY TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING STAFF RECOMMENDATION: Accept report and adopt resolution. TITLE OF RESOLUTION: 04-043 KLINE/KING MOVED TO RESOLUTION DECLARING BRUSH GROWING ON CERTAIN DESCRIBED PROPERTY TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING. MOTION PASSED 3-0- 2 WITH BOGOSIAN AND STREIT ABSENT. PUBLIC HEARINGS 4. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-I-PUBLIC HEARING, APPROVAL OF ENGINEER'S REPORT, AND CONFIRMATION OF ASSESSMENTS FOR FY04-05 STAFF RECOMMENDATION: Open public hearing and adopt resolution ordering the improvements and confirming the diagram and assessments for FY04-O5. TITLE OF RESOLUTION: 04-047 John Cherbone, Public Works Director, presented staff report. Mayor Waltonsmith opened the public hearing and invited public comments. Seeing none, Mayor Waltonsmith closed the public hearing KLINE/KING MOVED TO ADOPT RESOLUTION ORDERING THE IMPROVEMENTS AND CONFIRMING THE DIAGRAM AND ASSESSMENTS FOR FY04-O5. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1 ANNEXATION 2004-1 (SARATOGA-SUNNYVALE ROAD GATEWAY AREA) PUBLIC HEARING, APPROVAL OF ENGINEER'S REPORT, AND CONFIRMATION OF ASSESSMENTS FOR FY 04-OS STAFF RECOMMENDATION: Open public hearing and adopt resolution ordering the improvements and confirming the diagram and assessments for FY04-O5. TITLE OF RESOLUTION: 04-048 7ohri CherbOrie, Public Works Director, presented staff report. Director Cherbone requested that Counci] removed parcel number 386-O1-025 from the assessment list, explaining that it was added in error and doesn't increase the cost of the assessments. Mayor Waltonsmith opened the public hearing and invited public comments Seeing none, Mayor Waltonsmith closed the public hearing and requested that the City Clerk open the ballots. City Clerk Boyer opened the ballots and reported that 5 votes supported the Landscaping & Lighting Assessment District LLLA-1 Annexation 2004-1 KLINE/KING MOVED TO ADOPT RESOLUTION ORDERING THE IMPROVEMENTS AND CONFIRMING THE DIAGRAM AND ASSESSMENTS FOR FY04-O5. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. OLDOLD BUSINESS 6. 2ND REVIEW OF CONTRACTED GRANT WRITER UTILIZATION AND GUIDANCE POLICY AND GRANT WRITER UTILIZATION PROCEDURES STAFF RECOMMENDATION: Adopt Grant Writer Policy & Procedures. Cary Bloomquist, Administrative Analyst, presented staff report. Analyst Bloomquist explained that at the May 19, 2004 meeting, Council directed staff to make several changes and modifications to the proposed Contracted Grant Writer Utilization and Guidance Policy. Analyst Bloomquist explained the changes made to the Policy and Procedures simplify and streamline them, making them easier to implement and follow KING/KLINE MOVED TO ADOPT GRANT WRITER POLICY AND PROC~ ~S• MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. NEW BUSINESS 7. DEANZA TRAIL PROJECT CONSULTANT SELECTION FOR PHASE I STAFF RECOMMENDATION: Select Design Studios West, Inc. as the consultant for Phase I of the DeAnza Trail Project; Authorize City Manager to enter into a Professional Service Agreement with Design Studios West, Inc. in the amount of $100,000; Adopt budget resolution amendment FY 03-04 Budget. TITLE OF RESOLUTION: 04-044& 045 Cary Bloomquist, Administrative Analyst, presented staff report. Analyst Bloomquist stated that three firms submitted proposal. After extensive review, staff qualified two firms, Design Studios West and MPA Design. Both firms were invited to participate in an interview which was held on May 17, 2004. Analyst Bloomquist stated that both firms were nearly equal in all qualifications and each has impressive skills and project experience. Analyst Bloomquist stated that the interview panel chose Design Studio West as the consultant for this project because they have a slight edge and more experience over MPA Design and facilitating controversiaUdifficult public meetings. _ KING/KLINE MOVED TO SELECT DESIGN STUDIOS WEST INC. AS THE CONSULTANT FOR PHASE I OF THE DEANZA TRAIL PROJECT• AUTHORIZE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICE AGREEMENT WITH DESIGN STUDIOS WEST INC. IN THE AMOUNT OF $100 000• ADOPT BUDGET RESOLUTION AMENDMENT FY 03-04 BUDGET. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 8. REQUEST FOR ADDITIONAL FUNDING TO COMPLETE THE RECOMMENDED TASK LIST RELATED TO SARATOGA LIBRARY PROJECT STAFF RECOMMENDATION: Authorize staff to expend up to $50,000 to complete tasks. Lorie Tinfow, Assistant City Manager, presented staff report. KING/KLINE MOVED TO AUTHORIZE STAFF TO EXPEND UP TO $50 000 TO COMPLETE TASKS RELATED TO THE SARATOGA LIBRARY. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSENT. 10 9. SARATOGA VILLAGE & MONTALVO SHUTTLE PROGRAM STAFF RECOMMENDATION: Accept report and direct staff accordingly. Danielle Surdin, Administrative Analyst, presented staff report. Analyst Surdin explained that for the past three years the City of Saratoga has provided ayearly co-op advertising opportunity for our local merchants by means of the Villa Montalvo and Mountain Winery Summer Concert Programs. Analyst Surdin noted that this year the co-op concert program advertising opportunity was no longer an option because the Mountain Winery has begun preparing their concert program in-house. Analyst Surdin explained that Staff approached Villa Montalvo, Mountain Winery and the Village merchants to reevaluate this advertising mechanism. All agreed that continued promotion of the Saratoga Village was important, and wanted to explore options that would drive more pedestrian foot traffic to downtown Big Basin Way. Out of this brainstorming session, the shuttle was suggested as a mechanism to increase the number of businesses that could participate and increase foot traffic. Analyst Surdin noted that the Saratoga Village/Nlontalvo Shuttle would have two designated pick-up and drop-off locations on Big Basin Way. All guests interested in using the shuttle would present a shuttle pass at the time of entering the bus and would return the pass to the driver at their drop-off location. Guests would receive this pass by eating at participating restaurants and/or visiting our local hotels (pass presented upon check-in). The shuttle would circulate the Village continuously until the beginning of the concert, and would provide three return trips for participating patrons. The Saratoga Village/Montalvo shuttle would be mazked differently then the West Valley Shuttle buses and would have a priority drop-off and pick-up location separate from that of the West Valley Shuttles to avoid confusion. Village parking would be designated for shuttle participants through a public information campaign. Analyst Surdin explained that various ways all parties intent to promote the program including a radio promotion where a monthly grand prize would be given-a-way including 2 concert tickets, dinner for two, and an evening stay at Inn/Oaks. Analyst Surdin noted that $10,000 which is currently budgeted for the summer concert co-op ad marketing opportunity would be redirected to fund the cost of the shuttle bus program for the entire 2004 summer concert series, which amounts to a total of 32 shows. 11 Vice Mayor King stated that the City received a lot of emails supporting the Shuttle Program. Consensus of the City Council to direct staff to move forward with the Sazatoga Village & Montalvo Shuttle Program. COMMISSION ASSIGNMENT REPORTS Mayor Waltonsmith reported the following information: Finance Commission -City Manager Anderson would be attending the meeting since Director Baloca resigned. VTA Restroom Ad-Hoc -Director Cherbone noted that the award of contract would be on the June 16`h Council agenda. Vice Mayor King reported the following information: Arts Commission - would be participating along with the Heritage Preservation and Library Commission in "Saratoga Reads Month". Arts Commission suggested to cancel the "Art in the Pazk" and co-sponsor a "Vintage Festival" with the Heritage Preservation Commission. City/School Ad-Hoc Committee -recently met with the Campbell Union School District. Discussed traffic flow issues at Marshall Lane School. Parks and Recreation Commission -two vacancies. Councilmember Kline reported the following information: LibrazY Commission -approached by the JPA to start looking at ways to cut funds at the Saratoga Library. Village Ad-Hoc Committee -thanked Analyst Surdin for the work she has done in regards to the Fagade Program and the Shuttle Program. CITY COUNCIL ITEMS Vice Mayor King stated that the Vision AdHoc Committee recently renamed themselves the "Revenue Review Committee" and reminded everyone that the Community Forum was on June 7`h at 7:00 p.m. in the Civic Theater. In regards to Consent Calendar item 3H, Councilmember Kline requested that staff bring back a "Fee Waiver Policy". Councilmember Kline stated that most cities do not waive fees. Councilmember Kline stated that waiving fees for groups could become very political. Responding to Councilmember Kline's request, City Attorney Taylor explained that his request could come forward in two ways; as a separate policy or part of the Fee Schedule resolution. Councilmember Kline stated that he would prefer a separate policy outside of the budget _ process. 12 Consensus of the City Council to support Councilmember Kline's request. Vice Mayor King requested that the five City properties for State Landmark designation be agendized. Consensus of the City Council to support Vice Mayor King's request. Mayor Waltonsmith asked her colleagues if they would be interested in having a joint meeting with the Chamber of Commerce and Villa Montalvo. Conesus of the City Council to ask the Chamber of Commerce and Villa Montalvo if they would like to meet with the Council. OTHER None CITY MANAGER'S REPORT None ADJOURNMENT There being no further business, Mayor Waltonsmith adjourned the meeting at 8:35 p.m. and reconvened to Closed Session. There being no further business Mayor Waltonsmith adjourned the meeting at 9:15 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk 13 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ,-_-~ I ORIGINATING DEPT: City Manager's Office CITY MAMA( PREPARED BY: DEPT HEAD: Cathleen Boyer, rty Clerk SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Special Meeting -June 9, 2004 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 June 9, 2004 MINUTES SPECIAL MEETING SARATOGA CITY COUNCIL SANTA CLARA COUNTY SHERIFF'S OFFICE JUNE 9, 2004 The City Council of the City of Saratoga met with the Santa Clara County Sheriff s Office on June 9, 2004 in the Administrative Conference Room, 17777 Fruitvale Avenue.. Mayor Waltonsmith called the meeting to order at 3:30 p.m. PRESENT: Mayor Ann Waltonsmith, Vice Mayor Kathleen King, Councilmember Nick Streit ABSENT: Councilmembers Stan Bogosian, Norman Kline ALSO Dave Anderson, City Manager PRESENT: Lorie Tinfow, Assistant City Manager Cathleen Boyer, City Clerk Laurie Smith, Sheriff John Hirokawa, Captain Terry Calderone, Lieutenant REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JUNE 9, 2004 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of June 9, 2004 was properly posted on May 28, 2004. The City Council met with the Sheriff s Office to discuss the proposed West Valley Substation sites. Mayor Waltonsmith thanked the representatives from the Sheriff s Office for attending the meeting. Mayor Waltonsmith stated that the Council realizes that the Sheriff's Office has done their due diligence to stay in Saratoga but the remaining fact is that the current substation is inadequate. Councilmember Streit stated that up until recently he preferred that the Sheriffs Office remain in the City of Saratoga. Councilmember Streit noted that after recent budget Vice Mayor King noted that it was important to her that the Sheriff s Office stay together and not have them fragmented in different cities. Vice Mayor King stated that the Sheriff s Office should move quickly on the lease agreement. Mayor Waltonsmith noted that she concun-ed with her colleague's comments adding that she would hope that the Deputies could continue to utilize the space at the North Campus to write reports. Sheriff Smith noted that the she would encourage the Deputies to continue to use the North Campus. A discussion took place regarding ways to keep the Sheriff visible in the community. Captain Hirakawa suggested directing Deputies to loop through the City after their shift is over. Councilmember Streit asked if there were any draw back to the AAA building. Sheriff Smith explained that the building is a perfect location and the advantages: • Landlord will cover all tenant improvements • Landlord will provide 48 exclusive parking spaces, 32 nonexclusive parking spaces • Within 75 feet of Sazatoga city limits • Immediate move-in after tenant improvements • Rent - $2.18 per square foot • Variety of spaces available • 3% Annual Lease Increase A discussion took place in regazds to the County's $150k loan for tenant improvements. Sheriff Smith noted that if these funds are used the loan would be passed through to the in the contract the various contracted cities. City Manager Anderson stated that locking up the AAA building for ten years at the price offered is a great opportunity for the Sheriff s Office. In regards to a public announcement of the relocation of the Sheriff s Office to Cupertino, City Manager n asked when it would be appropriate. Sheriff Smith sueeest waitine until she has a si¢ned lease agreement and noted that she Mayor Waltonsmith thanked everyone present for attending the meeting. There being no further business, Mayor Waltonsmith adjourned the meeting at 4:05 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED BY: Lorie Tinfow Assist. City Mir. DEPT HEAD: SUBJECT: Saratoga Management Organization Memorandum of Understanding RECOMMENDED ACTIONS: Approve the attached Saratoga Management Organization Memorandum of Understanding and authorize the City Manager to execute. REPORT SUMMARY: The City Manager negotiated on the City's behalf with the Saratoga Management Organization (SMO). Through a series of meetings and with direction from City Council, the City and SMO have agreed to the following significant MOU changes: ^ The agreement will cover the 2-year period of July 1, 2004 through June 30, 2006. - SMO members are now clearly identified as at-will employees and, as a result, severance provisions have been added to the agreement. Each represented employee will receive a 2% increase in salary effective July 1, 2004, and another 2% salary increase effective July 1, 2005. ^ The City will contribute matching funds up to $200 per month to a deferred compensation account for each SMO member. The current 9/80 schedule will continue through June 30, 2006. The elements of this agreement are consistent with Council direction and staff asks that Council authorize execution. FISCAL IMPACTS: Two percent salary increase translates to approximately $15,700 and the maximum deferred compensation contribution is $12,000 per year. The 2004-OS Budget includes funding for these increases. ALTERNATIVE ACTIONS: Choose not to accept the agreement and direct the City Manager to continue negotiations with new direction. - FOLLOW UP ACTIONS: Staff will execute the memorandum of understanding and implement the agreement elements. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENT: Resolution Copy of Sazatoga Management Organization Memorandum of Understanding for July 1, 2004- June 30, 2006 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: Administrative Services CITY MANA~ PREPARED BY: Jaye Tkach/~'r DEPT HEAD: SUBJECT: Check Register: 6/2/04 RECOMMENDED ACTION(S): Approve the Check Register. REPORT SUMMARY: Attached is the Check Register. FISCAL IMPACTS: None CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): None ALTERNATIVE ACTION(S): None FOLLOW UP ACTION(S): None ADVERTISING, NOTICING AND PUBLIC CONTACT: None ATTACHMENTS: Check Register Certification. Fund# ~ Fund Name Date Manual Void 61212004 Checks Checks ~ owi AP CHECKS A96549-96662 1 GENERAL 84,703.99 9,584.24 100 COPS-SLESF 1,066.18 ~ 110 Traffic Safety 496.44 150 Streets & Roads 38,508.73 180 LLA Districts 6,411.74 250 Dev Services 10,593.86 260 Environmental 41,921.70 270 Housing & Comm 44.08 2g0 Recreation 20,284.43 291 Teen Services 1,519.02 2g2 Facility Ops 1,472.44 2g3 Theatre Surcharge 27.55 310 Park Develpmt 320 Library Expansion 3,233.92 351 Public Safety 10,898.89 352 Infrastructure 2,219.36 353 Facility 354 Park and Trail 2,659.30 ~ ±,. 400 Library Debt tl V q2p Leonard Creek '' ~ 720 Cable TV v 740 PD #3 ?, :~` ! ~ ?a Iy~ 800 Deposit Agency °' ~_ _ 226,061.63 PAYROLL CHECKS: 629946-29971 TOTAL Prepared by: Date: Approved by: Apr-99 .+ W W_ m N W l9 a o w ~ s q £ F~ a W i m >~ £m O \ W i+ wrv Fw~ ao NU a \ m ae O w° a ow Fo p Vl za w a w F OZ 4 W W W xa UO W F V z W m a z ~mwo SWZ Z7 °maU'i07 _ n/Fj ~i lZ.1 \ £ a ~ > °pa~ m a~o~Z~ F ~ ~ ~ z 0 o Nmryrym m o 0 1O a a a .n .n rv r m n n n ry n n a a ,. rv m m ry N N N w W • • a Z a • • G • o as u a w a a a s a ~ i ~° a a ~ 'a a a a F > F > F N F F F F F W F N m w m F ~+ F £ F F p m O a O W O Z Z O a O u O W f„ m N m O \ O O O F W F h F U F ~~ F Wz F Z F a a a a ry O F N F ~ F W F W a a w a > a a 5 a 3 a w a w w O a a F a W a `J O 4 O Z O a O F a a O O O O w W a a a W O W O £ O R. O W o m W o qz W m ,L m w o a o a o o a 5 o w W u o o W N y m z F w z W a F z z a z m m w W a a z ~ z W z a z w W F W W a o a w F W a W a s m w a w o w F > Z > 'Uj > VFI > N U a > W > W > .il .ll .U ~L W a ? O > ~ > V > a H a a m w W W w w o a w ~ ~ v~ F a F[.ww H Z wwWwUZ O a O 5 m Z E F m a 4w. W w 4W. w 2 W 4 m o a o a oaa o x oooowo n ~ .y. F U V a £ 3 3 £ W U p U U O N O ~n .n .n a '^ °' o00 0 0 a a « M n n P c ~, .. ,r .Ni a m u~im~ ~nw in rv N ° ,y N N 0°°° ry o 0 U U z a a s a a a a o a a a ao ~-' ° aO ° °oooo o ° w° ° N\ N 3 \\ C N N \ Nm ~~ m \ Nw WHO F m `nr \ry\N \ N a N U \ ~ ~ \ U' \ \ \ \ \ \ a\ 44 o Za '"o'" 0 0 ~o wo £ wooo o ° o°°°°o°° ° ao ~o m o 0 0 o m o ° o° ° o o ° ° ao z° o „ °° ° ° o £ r `o mr a O wm mN z H z n a m r'"i u ry o .. E e w r ~° ~ " £ S ~+ as n.. .z.N ^ ~ £P x.c. min mm P~^ n as mn U' ~n Om nPm ja yy abut ut in 4 o rFFi o W a fm+l w Q' ~ o a o 4 0 °°°°° -io U w a° W° iwj O W o ^o z Up w Uo po0o ~~yY(O po WO a F° O W° 3 '~' m a rv in n .~ O O O O K a a a aam~ w m m a a a a am~m W m W ° a ~° noo oooo o m o .+ 0 0 0~ o°° o o~ o m o u\i w c m m .. ° u\i m u. o N U H F h W O z w F 0 4 O H V w 4 a a N W S a w pVp W 4 X w F r a '? N O \ a~ ~o a .. FO °za K W O O N b 41 C m O 00 O P m O T iP+l O h O P~ O N N V P N lO m N N N b m O m ~y ~y P r r V N H m ry 0 N ry P m r N m w N~ N m N N O N p O N A N N 'y 'i N N~ '1 N n n '1 H Ewe FU H w F o°z u a w 7 OFi s\4 Uw w U X w a oz m w wa0 ~~WZ m x O iZ? \PUiO> n°I°z ~qqIYY i W 0 0 4 > w i w w a Q O z H 4NKK OO a o Y~ w~ z K O0.' H i LZl H ~ a w U i y a v a N F FO O F ? F OF F F a % wWWWw wW a s a wWwww a a wW a o a o wwwww o W o ww o z z z z aaaaa °z ~ °x as z W w o000o W w w oo w a > 3 > U U U U U > C > U U > a ]70D> 00 cW9 Z F F E F E W E F rxi wln Www 4 NW a .z..z+ .z+ ~ .zi u .z..zi w a e aacaa p ill N ~ N Y1 V V~ p o O 00 00 w a < < c o uo D O O O N w \ \ r r r \ hn \rv wO ~o p a 0 0 0 0 0 o a o U O Z o D o 0 o D O o O ~ zo w w ~ F z 0 0 Y to z m N m H~ W n Ovi Y'~ Ym '] ~a a ~o ry o W o E a ~ 0 0 0 0 a ~ 0 3 0 0 a y _ O Z V U U U N 'I N '~ O C O .y O N N N N N O .y O N N £ £££££££££££L££££YI££ aa~o~a~5555555555"oo5a~ o s s assssffasESSS~ z wwwwwwwwWwwwwwwwwwww W a aaaaaaaaaaaaaaaaaaaa ~ F aaaaaaawaaawawaawaaa w O Y Y >~ Y Y >~ Y Y Y Y Y Y Y Y Y Y >~ Y Y Y F aaaaaaaaaaaaaaaaaaaa w aaaaaaaaaaaaaaaaaaaa F a FFFFFFFFFFFFFFFFFFFF z o aaaaaaaaaaaaaaaaaaaa £ z okraaooaooaooaaoooacra W w O w w w w 0 D w w O O w w w w 0 0 0 w 4 > WwwWwwWwwWwwwWwwWWww O FFFFFFFFFFFFFFFFFFFF O UUUUUUUUUUUUUUUUUUUU F wwwwwwwWwwwwwWwwwwww Q. h']'J 'J ']h']~]~]'J ']']h'J ']']F]']~]h 4a' 00000000000000000000 aaaaaaaaaaaaaaaaaaaa W a a a a a a a a a a a a a a a a a a a a p N N N N N N N N N N N N N N N N nNn mmN NYINN /1wN Jl ill YlNN H O n P O D D O o O D O N n rv rv ~ r r ~ Y O O O O O o O O O O O a O O O D O O a O i4 W ~ a a a 4 0 Po °° ° 0 0 0 0 0 >o 0 0000 N N\ N o\\ N\ N N\\ N N\ N N\ N\ O r \ \ e e \ e e H\ N N N N\ N N\ N N\ N Nm 00000000000000000000 Wo ao y0o pOOOOOO0oo0o0000000000 a q X a w ~ z ow 0 w,mn N a ine rmm~°-~m~ Fe 4e 000 WOOOOOOOOO 000 0000 '$ O w O O O O O O a amvvww~m~hraE°z oao°am a N N N N N N N N N N N N N N N N N N OU V o 0 0 0 0 0 00 00 0 o N N N N N NNN N N N N N N N N N N N r o O D o o D o ry N N N N N N DN N N N N N N N N N o Y Y Y Y Y Y Y Y T Y Y Y Y Y Y Y Y Y Y Y om owwwwwwwwwwwwwwwawwww rv P w a m N W L 'Tj w mNH No rv r omm~n mam o o t' o a a erv o rv aoamam r m 1^`, v°. m a~ i y e p ~~ m n rv o o a N n r ~ n r r rv ~ N F o m n m ti N M rv a a rv r N rv ao m ~ n ~' r ,.~ ~ H m N r N ri Z$O ~ rv Nm n.ia m H.+ N rv n Pl /( i TNN r w x w ££„££££ N£ H M M H M H M N Z 3 a J £~£~~~~aoaaa~P~aaa zz W W w a . . ££££ £ £££ as £ o mwmwmwmwmwmmwwwwm ww w U F N F F [h. a a aaaaaaaaaaaaaaaa a F~ a m a w a o F aaaaaaaaaaaawaaaa 4F HF F 7 F P F „ .Yl .h] .Y1 J ih-l .Y] .h] .Y] .h] a a J .Yl .h] .hl .Y] a F m w F £ F O F W OF m F \ O U O N ; a K a a a a a~ a a yy a a a a a a W w F 3 a m ' FFFEFFF FFFFFFFFF a HU a m a a a a Z a a® a a o; o a o a o o a au o a o o a a o o a P >> P a P yOy P F' P 3 P W O O (] Z a s Z F Z X a fzi] ~ fzil F 6i Q W a W F i O P Q P P P P O P P O P P P P P P m m w R1 w w m > N > ~ > L wwwwwwwwwWwwwwWww > Ww > ~> a> W> W u ~~ wr.i FFFFFFFFFFFFFFFFH Syz ~ „ w Wo NU ; fUOW W W W ~W[U9 mfU.lm (U.l W W WfUa [U.1 ZZ F a\ m~ Hi h h h h h h h h h h h h h h h h qq 'a p P; K C C a C K C K K R C a K C C K K 4 4 ~ P m F £ W~ W w ~ Wawaaaawaaaaawaaw OF O r N r N rv N N N N N N N rv N N N N N N d' ~' C C ~ a N N N N rv N P N rv m N C 0~ 0 d' M w N u1 N w p m YI m m N ~I1 V1 N N rv rv .. a~ O N H ~ C p O p O O O Z 1; rv P P V N N C b U O O 0 N ~p O O Oi N O~ H N N '1 'a N N O Q' ,y ,y ~ .y H H H N N N N N N N N N N O O O Qd as a a ' w a a a a a o a c a a a o 0 aO W; 0 0 0 0 0 0 0 o O O O O O O O \ N N \ N \ \ N \ \\ N N N \ \ \ \ \ N N N N N \ \ ' xa' \m m\m m em m\ ~ ~ N UP. m mw \N N\ ~ \ \ w \ N \ \ rv \ \ \ N \ N \ N \ \ N \ \ N wN U mv'mmpopopo0oo o a ao0 p O ° a° m J1 o O O o m m W O Q a p Y o o O p o o Op o o a O Q~j y p o O O ° ~' ° ' ~ O O O O O o p O O o o O O p O o O p W O Q O UI O V O WWWWr] W w U O N w w U ~ec ~ E' a ~ O 2 ' h > F rZi '~ rv tan C ~ > m a i a W ~ Q N £.-~ N.i hr yo FZr ; w a 0; P m H m M ~ r vr, > c a v - - of e '~wz~ Qm ad o~ ~o~ ho °PO °PO so ° ''~ j ~ y o 0 o a p o p p p o 0 o p o 0 0 o Q p p h p o £ o o p Z O F O ~ Y O O Q ZW~ O ~PU'~O> mFa>3%NNpp N w O w rv 'R W NNNN N N Q Q N Q Q Q Q N Q Q a w a > __ \ M a '~ ~ O c a KN N N N O O a W w w m m~ q~ ~> u 0 a 0 a o o w c e c a c a a c ~' m O N m N N N O O O O m m NNNN 0000 oa mo ec m W' O V M '^ O O O O O O O M m M O O O O O r p o\ m p p. O m\ a~0'Y'~Oi pppppop paomoppo m c \ > O ry O N\ N N m OO H; 2 Z Z i N N N N N rv rv N N N N rv rv rv N N o p ° ~ p m p m \ ° °' OY}i~N i~i~i~N i~Y i~YNNi~hi+ oN oCO pN a [M U i> i o W W W W W fu W W W W W W W W W 4. W O C c N U ~y Q N W O N N a Q w W c ^ w w N w N a (] w ~ Z m n n rPm Wa o o V~ r1 N ~ N i i F' N N E p C~p 0 N N m E ~ ^ O i r r N m m .y N n .+ e N n NO r ti 2 £ ~ 4 " y ,y Nrv a ~ a a W .a a d O £ ~ t • w : L Cal ~ 00 H • • PW « w • W lp \ Z m a N x a ,] a .] u .] w m m 3 3 .] w a a a U .] a F F a \ O a s a o a ~d a uuoaa a~ a w a o a za a ua a \\~ F F a E F m w F E W F \ F F .] m F v w O O N O 3 O >>> O O w O F O 3 O 4 h W O in w E., F F w E O F m a a w w F W F F \ F O F U O Z F m w ~ a a wwwww a w a a aaw c a a a a a wwwoo a u a o a m a a a mwa a ww a o~ ~ q °m q .i °o a o w m m F F °o c~ A yaw' o w o a o ~ r q~ o ~. zZ o a o ~ F ~~ W w 'J w vwl w vi w V u u u u fYil iZ-1 lZ.l U fZ+l 4 IZtl tmq fail a 3£ ~ 0 o E o~ wa ~ m > ~ > W > z > zd zdi > a > > E > z > w > m w zzzxx w m m w as Na aN F a y a a O w W m mUU w C1 C' '~~a Uu W a~ H h~ F w ~ H~ 2 z rZi O u [Kn o Q of J~ 4 '^ u wwz oo ^ a F o o v a o .. c° o ~'~ a, r asa~n ~ac oaw w ~ nmN n < mN .. ,~ Z N O m m O Z~ ~ m m Vr < m a U oNO a' P m o 0 000.a .i ~ m m o .imn o00 N N N N N N O U W N a C C a c< w ~ C C C C C V \ F~ U N N N N N N N N Z^\\ N N N xa ~m ~~ r~c\- ~ r r u^ N N w wN n z~~~~\ H~ a~~\ \ u zd o 0 0 o E o 0 0 0 o a o o d o 0 o m o n o x vl w ao W o 2 ao 0 0 00 >aoo i m W^O O o o aooooo w o m ~ ~ ~£o w or a s o 0 om W w a d' a~+ e e m r x r 4 e a ^ w 0 2' ~ or M o 4 3 .Ni N .-~ r D r F w O N N a m w i ~ N N O a N N N N N w a a a ~ U i m a O ~ £ ~C 2 0 £ o u~ N W N W m '] Om .] ul a N r N . '~ m N Y W 2 ~ 4 ~m _ m'° .ajw 4m ba <a Um ~i Z u F e h e W `° ~~ j o a~ '^j o - w o o 4 0 a~~ao ~.o ao ~~ 200000 ao ao Eooo a N m mo Fo £ F K Sao amO~Z> ~i H YOO Zo ~ w a Z ^ £o m .] ~ a 4 a 7 O 5 S '~' e£ C ~> ~~ w w O t7 O O O % ~ oU4 ~ u\ia `9 \v\i4 W gq W i O U ~ b m N Q ° m a a i>i 4 KO~Z00~ ec ~m r wor~~^~z~ mr o\ .~wwa o NN.] 000' ~ ~ "E" ~' ~ \ as c ~c o 0 0w a in oe o rvrv N ommw wwu~> ~ om a~ om o~ ' W m m ul O Yl tc m b ^ m r T H m~ m O 0 U 0 YI V T m O C Oi P C b o N O C C N b~ C N m C C m P Y m W b i F Z ~1 m H N m YI m m N 0 9 m N .a W P M C O N ea .~ m N N •i ~ T C' C N N N 'i C e'1 m C N J N ut P O P W O H M O N H W 4 W w W ~ W £ ' °x oz~ ? ~ a a su~4 sti~vWiyFH~~ to Foo F rc 5 z um F x Wa££ u u m dWm .] W W 4 ' H£ o~ m~~~ f E F N Y~£ ~ H H ~ W z a .x. a ~d a w w uHN 'y U~n00 2FF xH q V F v1V W H .'Z.U U V FHHH UvIN P t25 U' N V NOUxu1X VI a W W u1 W W W W F UN' W N yOH K W UUF WW V1N WOOWWWUGHWO aE HHWHHWFa\xryUa 'Hj W> FOF Wy YY Vp' S W aHH W W W'yK UUHFi ~+ ar6~' Ha W 403H \ a H ~i YIW+YF £ xaW FIFi] W'J' U W W £wOaiMaa'J~ aaaa W W [~Fd W W 00 W G d W d W aN'J. (Fll W 4£ a o F X FH H U O W H W W m~ x 2 W W d d F W d a> 2 a .] H U w a d W add F W y U O O F K >N £a i UO UuO V1 W m W v1 aa000UNUl ''l 'J Oa W WNW v1 W £PUIHaF W v1 t/ W W V W W ad'.JSS ZmG pN WHi U FaHq OW W~ WNW WW 5WH ua2 W'WI aWWaS a Fay a afL 4> u'VUF£ WW F [~WWWWUUWa`JW WWWWWWaa FF [+ d O H U i W~ ~ll W W H ~ F H H U O W W S .] U U X X W H~ 2 W W W 4 H U W W£ .] a M N ry u N U F F w H H O Z a\ Wi ^^~55 ,yY.WUY £aaWUHHU HHaa yF ^'''"'JJJJJJ 'aWWWOaFH£ 'Jas wWWWO Ro O ~ ~+U H~ W 6iiU U'mJ ~a[ai1 IWi1 W 7U(wu (Wi+.W.'!iW] RC000002 W [Wil W OPZ07j W fai. W fw+. tau W ad.F W fmil0£ pt ' pHmpWU~UdaW3aaaa000VaV>>UUUWaaOUW£WWOOOOOOWWW33>~ a ~, F o °a o"~oo °aa <'a"oooooo ~N H '~"'" o ~a o 0 o v 'o o popooti o~oo Nmo 0 ootim a e c c< a a a m a a a a a d p N p p ti ry N m n N N N N N N n N N N N~ C b~ T~ <' K 'i N N N H N H N .y C C n P C C< C C N V W N N N VI N In N N VI N Vt N ill N ut N N ut W N N N Vt ill N N ~ t.., N /i N ry N O O O O O W m NP p O O O O O N N VI N N N YI W Jt N W NO Q N O o O 1~°y N° m C ~ H~ m a a a a a O Z~ '{ ~ o o ~ ~~~ o 0 0 0 o as r .~+ ti n u ~ o o W ry m m m m U i Hp OO H0 O N V1 N N N ry N N N N N N N N N 4 ~ OOOOOOOOOOO0o0o0 0000000000000000 Nri N W c a a a e c a c a e a c a a a s a ' m ° 0 0000 a o 0 0 oooa o 00 0000 000000000000°00 m W o O Y 4' N N N o N N N N\ N N N N\ N N N N N N N N\ N N\\ N\ N N N N N\\\\ \\ \\ \\ \\ m\\ U (] ~ 0 m m m m m m m m m 0 m 0 ry O o O O o O N N N W \\ \ \ N \ N N N \ \ \ \ N \ N \\ N N N \ N N \ \ O\ N \ N \ \ \ \ \ \ \ \ \\ \ \ \ \ \\ \\\ p WN \ \ 00000o0o0000000000000000o0oa0oo00000000 X U O o o O 2 WOOOOOOO0o0o00000000000000000000000o0oa0oo0o OOOOO m jooo0o0 a W W 02 W a m ~i yW a0 ~ O m .+~ mt~ O Nc N c N ~emm~ m Om~N NN m C W ~n t~m NutNNN i g W Z i ut w m`eP Ptp tpP U W N N N N N N N W ill Jl N b W b Vt `u UI O 1x~ 4o pa 0000000 00 ooaooo0o00000000000000000 O 000000 N~O ~~O~ ~ do0c4 4 400 0040 0000\00 0 4 oaa a4mo <voa c 4m aPO cou __ „t Ep.,y £\\000'0 O°o otv~mOO\ \0000' 0p000\ \OOO\~PO\rv\\o°o ~ £ q i > non ,r o n ~ m.m+n \\Hm e.Na nm~.o \-i \i H rv~rv ~\\arv Nmm ti.0i N\\\\\a~\vt~\a \i OO \\\~~~~\Hm+a ut v\i~~\\\\\\HN\NP\N~o .ti\\n.~\\aWVt ut ut ut WWU\iN~~ £ i aW.n\ NN,~ \\ N\\atltN~ut ut yyy2, 'y uvu ac C4O ~ Zrpi ~ ,~ r>a r>i M r>iMN i>-Iry W W Vpl O tell W 3>>> aCN ut a P> W vt\vi vt 2 Z W W Z2 ZZ 2ZKCaLail W U' U' aaaap aaaaawHWx°c~p aWWz Ri U' Y~ O> 2~ m a a a a .] a a a P Ll yW Z WZ,, y Wy Wyy w a .] a W W a .] W 2 a a N Y 2 2 W W O a a a W W W W W W 2 2 H Y Y H a a v 'i >'~ ~ ovmi oih yt]/I tJA Nai vJi vJi Z 444 FtJiltivJimm>> m mtJilH t£il X ~ atJil vJiN> FF ££ ££ ££555FF F 5 m O W a N W W U W b u m O~ N r N N N Cy, m n N N r N m r ~ r m m r o N N r-I r'I N N N r'1 m N N P < b m rv. N. ^n ~~ ry O N p m N N r'1 M N N N .Z £~ N N N n n M r a w a w u a . o i a Y F O x ewn U F W E F W F O U H W F O W O w w O H O O O U O U F i p W W W W F F WY „ F F F H 'L F Z „ ~ 5 5 a WXXOa K > WWwWWWWW qy 4 a U W T w w £ t~ Q F vi a0 ~ 0 s a Q y OW ~ w W~ W tW.. m w O a O O O O a s N r a 0 3 F b W d a a a O µWj 2 a Z ra] a° wa s a oa z a z as z z aaaaaa2a g ao F~ F r+VIFT TF Z2. W W W wW W a° W 00000000 W a W a 41 4 > N £ W r fu £ U' W 2 41 T N W W£ 2 y" > > U U U U U V U U > F > W > W O\ W r r 4 a W 3 W 3 a a 0 W V U ° w w W o rH-rU rr C%acWiKZ KxmXSZ rF-rU n. [emu N KCKKC K K C w x Z p\ W r W Z W~ W 0 0 0 5 0 O r-r W W w F F F F F F F F O W W a~ W r F F P1'~FF F a00FX W 5 a N Vl~! w Vl~! V1N W ~ ~ or as aaWaxaaa ~i aw as ~ zzzxzzzz q W w W O 3 O £ 3 a 3 N w W W U> F F h FO r4 Ffr ~ ZK caa maa "~ W n n n n c C < a ~ rv ry ~ c~ a c~ a a K ~ °m' °rm m°m .'a ~°nrvrvnrv W ~n ul ut yr rn eo ~o vOi rOn uei u'~i N N~ b N /r N N I(1 N N N rP ~O~ p ~n b m ~u ~u ° 0 0 0 OZ U .~ ..rn n.r~mN NN m m ° a N NNN N N N N N n1 O O W N N O rv N N N N rv N N N O F U W i oaaaaoeawoo°o °oo oo'~ ° ocwoeoa ao Po a °0000 oNOO °0 00 0 0 ° ° ° OWi 0000 \NN\N\N N ~ X a r N N N\ N\ N N N m\ N N\ d\\ ~ ~~ m \ UW. \ \m m m\ rr arvrv ZN rv\N NN rv W i N N \ N \ N \ N \ \ £ \ \ O \ N \ \ \ \ \ i 2 i \\ m NO m o 0 0 i U i w W m v\i wo '^ o 0 o a o o° H o o E o° 0 0 0 0 0 0 0 X i u°00 O W Z x° O ~ > o O o o O o O O O o O O Vl O o pU O o N O U o o O o o O o o O O W i U ~ H ~ W N N N W W w m a r ~ ~ Z ~i K H q ~ W Z yy m d 4 W J rv U R U .. £ W F mm Xcmrma jb yo Z< W W i i w N uwi N m b N F a F a O c y: i ZU uu°i ae 4 eo 0e aoo X o XQ ° a~a0 Ko ° ooQoo ~oo ~oo Qo w°oaooo°o w° ~ac~~o> Woo°°°o°o°o°P° W W F 7° y° H o n~ ~r z r £ c a a o u o 0 H ~ o a ~ a 004 i ~ FNn \\~\en \.i NN W W ~ \<~(1 IIINN\/rN o i z wen .n ~ m maw Ada oo ~r mH.or .~,w".`~.""azXZ r~ n o00 0 moN~°z~xr ozzzzzzizaawo ^'~ °o°mm~~ m oe ono qq iW r OWwWWWWWWOOWW ON Ob NNNNNrvNN oe OWU~> ~ oTYT25T55FF£a omm rv W m m W w ~ ~ ~ m m N W O O m o N m m N N 'i m m O ~p ~p N m m m m 0 ~ ~i N ~y m n N N ri r~ m N N S L~ x Y W u 5 W T V V a a W ~ •.] U • + W P a a 4 a q a w 4 a ~ a w a a ~. 4 q q a a u a. F o F Ea" ~"~ E' F F F P EO EO a O O O Za 0 O x O F 5 O O m F F E" ~ F W W O U F W F W E, E F [Z+ U F "] 2~ A W W ~ 2 0 ~ o ~ a P oL~ W O Z w ~ 4 A W O F ~ Z 2 eO y Z U 2 W Z a 2 41 2 W W ` a `o Z a s Z Z W Z a 2 ? 2 F ~i W O O W W ; a > 2 > W 7 W > £ W > a > O > £ > a s > O~ f£il rMi i > N W a a U~-1 µ4' a N H a ~ ~~ y. VI u N y M rWi F F E' O Q W\ vl i VI N F el W a 4 d W Q Z p O O ae o; zH z. o ~ u u °O £ z £s w o ...+ Ho ~ o m o 00 amo o ~,° N w a z a a s a ~ ° m w ~ c o u~ ~ ~ u~ x w [[Z.. .n m o o '" OOZ ~i ° o ~ o ~ 0 0 a m O N to N N 00 O N O N N w a a a a c c z a ° o W o 0 0 o W N \F 1~ \N N N N \\ \ 2y~ OHO Y 4 i m \ \ \ Wa~ U~~ U O~ \ \ \ \ 4 o F N o W \ \ \ Z o S \ 0 0 0 ° ~ u g o U o O O O O o 0 x ~ o om o o ryo qoo 'L OO O 'yAO VO O W a Z ~ m m n `L F r M `O £ .i N q W Z Z N W'ri ti O Z~ £ ti W a ~ p q N N W a Y C N u1' O W 4. iZi O '.~ .-~ m ~ W a o~ f w m c a m C oo ~ `° ^~ z o a a a a c rc uc, s N o c N i S W Z i O 0 m EW.. vi o m d m a b ry w U m V m U' m Z £ m Y ga' Ko ~ i Z~ Z WJo O 6 O y o U o W o a O O o O a o ~ o £ j O O W O N W .~ o P O ~~ O> y x W O N yW rFi y~ q a W '~ p '- m F ~ Z W a C 4 W W ~ £ ~ £ q, W Y Y X Y a a a £ m£K~> O O aN N p m p, N £ W m N ~ vi N ~W( Q O i Z' Q O ~~ c O N O N h m m ~ \ N m p~„ i O> Z~ N O O O N O ut o O W O H i 2 Z o rv rv o .i o n O n .i o 0 o n N W '+ a p V~> ~ o o N N o f O ~o O n H a rUi E m ^ W i ^ i m i w W N a ^ W ]~ W orr ro r m Nrv~n a r q m rv rv o n o m M~ N N N N r(1 N N N N ~- ~ O ry N N~ N p i m O N N N o N r ul N C V1 b C N m m ry N rY N N N m N nr N N N N N N N N N m N n p N r N C m m ul x S W4 e N m W i % i W i W a N F 1 9 `l u r] W z .] a a t Z Z F C ~ F F F F 4 t9 a O O 3 O a O Z F O O m O W W F F O F 4 u F F W F a F ~/1 £ m WWWWWWWwmwwmWwwmWW W W W W W w W W m W W W W W W W W W a q a q W q 2 W ''Zy. q q i q N ~] u Wa a W 4 a xr WWWWWWWWW4.WWWWWWWW O a O .'~ W 4V O O WW O x wZW a O r z ^ O W a a W ^ ^ W a Q w F O> ao Hr aaaaaaaggqqqqqqqaa W x uaW Wq x z o z > wFa a0 Fr o0000000000000000o w m w r w w am W W w > N £ W~ F F F F F F F F F F F F F F F F F F > 2 > m m r w w v > w > W > vi O W 4 O~ Wr~+r UUUUUUUUUUUUUUUUUU W „wWww„ „ ^U UU a2 ^ qN Far ^^^^^0^0500000^0^~ a o.. .+ wF M1 u.. o W o m~ a ri u r W r aagggq q aaaa a a a aaq q F F F F F F F F F F F F F F F F F F x W .].] V aa.] W W d d W ' .] W ~ W X W as Pm 3 W F ~ a q i~ W F a~ a a o A~ zzzxzz zzMzz¢ z z u a~ ~5a5 r . a W ¢ N ¢ H Gr w N FVI Viw w W F Z W M V Fw q FO a a a w m W X C p P~ ~ N~ N N rl W w ~O b b ~D ~- b N b N b ~D nl m m m Nu~NN N rn rn ~n r 2 ~ c m 0 2 ~ u V a i N N N N N N N N N N N N N N N N N N O O O O O N N N O N O O O n r1 N ~~ W ~i caaaa am 0 o a o 0 0 a ea vaa ^ ~ a o 0 0 0 0 0 0 0 0 0 0 ow ~ 000 0 000 0000 0 0 00 oao i F ~ N N N N N N N N N N N N N N N N \ N\ N \ N N N N\ N X a VWi mm m m mmmmmmmmmm e rr rrrr N N N N N S i \ \ ~ \ \ \ \ \ \ \ \ \ ~ \ \ \ \ \ \ \ V i m W O O O O O O O o O O O O O O O O O O O O O O O O O N o W o O O o O O O 0 X a Q 0 z .o p o ao W 000000000000000000 0 000000 WO xoo o000 0 w °x u u a0r W ? ¢ x m a r o Z > W 0 i W W ~ q a N N rd M F F W W ~ N N C £ W Z~ N N N r1. W N N N N N ' m e r r 4 m iR S i ~ ~ WN mC v W Prn wCC U'eCC<c Z U i £m ^`^ `~ x i o o 0 o o O O r i C a o 0 o a o 0 0 rv a r W' O 4 0 0 0 0 0 o O O o 0 o O o o O O O a a o W O O O -r r > R V a o ~O r p N i i-r i W a a U^ G r1' N O W 4 o W £ K Q W a o U Pl Q n 4 ~ ~ f +. o e£ a~> £ Z O o O O a °" ~ ~~ m~ aaaaaaaaaaaaaaaaaa c ~ c ^ ~ w r r a m w ~ o F N ~ ..Nm N N N m N e ~~ d o ~ z q ~ ~ r m et r m ~ r a~ o z ~ rv N n v a c P °~ P g a r ~ o m > 'G > a d M V r O N N N N N N N N N N N N N N N N N N O b O N N N N N N O O O rll N O t'1 r'1 m m m m m w ~' m N i W U a o a Z~ `g m ~ a w< n e ° E Z p ° a O r PNrI C al p P^ N N ~ O N O m . . n n P N N n w .. .~ n .. .. .~ . . Z£ 4 ~' r r r N ~ N i W i a 2x £~ ZZ F .a] F r F ~ F E w E F O E R F \ F ~ (~ W ~ O 4 O Fi O C O O W O O Y O 3 O o O p., . H U F F F F F 'ym~y F F a F F U E O F \ F m 2 F W a m m H W O w Z m W w 5 w w m w a m N w J Z~ z a a W O O w O O W O U O O W O 4 O O O~ FV a O P w O 3 O C O P w F O W O a °o s W. o z w z o z ~ w z o z z w z m z W z ao [. ~ .o, ma>'~wzz w ~ w F W o w m ~' w 4 m m w a m > N £ w i a m Fa a ~+ m > ~ a > v> > F > W > w > > Z > F > O\ mr+i a aW'N U'yy YF d m U U w O ~ W m N F m ~ [f F Z i~ K a m K w ~ 4 m O a o ra U~ O m a a F U F U F rUr a rFi w ~ W U a\ m~ Fa~a zw owwa r F ae m. o au 55aF a a ~ m ~+ w a ~ ~N v Wado a w o z w w a W ^a ° d a W>£ U m X> F a w E x u m FW n nnN n O Vf N N N N N N N N Z/[ 000 O 00 O O ° m v e a c a a v a< a a °, w c rv a .. N w i N N N ill Yl YI 1l1 ~ N Z < C~ C C< C< S O N 0 O Z i m U ~ m o a ,,„„m,, ,,mN.. .. m N N N ° N N ° N w a a c v a a m a a a < i \ F~ N N N N N N N\\ N \ N N N N \ U O~ C C C C C C C C C C C \ C \ C x N\\NN\NN\ _ ~ ~~ 000000000 o F z u° ° o °° W° o o ° o 0 0 ° o m Fo°°°°°oo d U F° Ho Zo m O Z ~ W ~ rv rai „ m 2 £ N F a m p~ y U N K 2 O q m W O 2 a U Z a H ~ W w O ~ l/1 C oNNn utb wo VI .+ U0 N N min Ym am m "J. ~ a r~ n~a <Ca PP 4~ ~ Quo - Nin ',~ a 2 m QN aPi ZC ~~dz pP aF w~°o ono _ ~.'"o ~z~ uO a°o °° m°o w°° uo wo 0o zo - °m~~o°> .Fi°°°°o oo°o°oo°oo d x° w a w °a ~ mo -\ m H ~ g r o Z W a o m U W () S ~+'] Y a£ 2 o a F .'~ 3 > m w O O .os~~> wo °o° a °a °a a w ~ ma m m oda \ ~ ~ o w a m W~OU ~ ~ ~~ N oo ma `~W £' ° \ \ ° \ C \ ~ P N P p w~r~oO°z~ o~Nr rNrNN °° °\ w o „ ~ z n n u~> ~ o m n~ n n m m ~ m~ o ., o n o w o N o n ° .. o° o e o ul U U a a °w x u F a a E r a ao as z\ w~ a~ ao ww FO mm ma m eN m m , w eo ~ ~~ O N O O O F~ = N [ i '$Z .n m 0 N C O i T T 'a r r N N N N Yl N N N N V Z r C N rl m m N N rl N ut O S i w 0 m a S S % w 5Y UU WW 2 5 ~ U U H E a w F U ~ N O 2 OZi a 'J ^ w Y a U q w x V x m o°z m d wao Ewz 5 0 2U 0 4 a 0 omo °^> ~Eal> o (J 4 N i ^ W a~o °z~ a u r~ o~ z a ~.Fi ~ m., aau a w o W ~ s .z.o 0 an , . . . « . N . . w « a « E . ~ u W C w OW a ^ a a a a a H a a a u a a a a w a T a m a a a a a a a N a a F a a F F F F F F U F F ~ F > F d F ~^ F O O D O O O 4 O m O vl O a O O C O F \ E Irv F w E y^ F w F a F Q, F $ F H F a E ~ y V5 F % O \ O O W O ^ O a O K O X Y. O O O O O w R O w^ ^ a^ ^ w^ m o^ a a ^ ^ ~d m m^ u z o z r z w z a z w z a z F z a s z ~ z W z z x a w W 4 w o m a w o m a w a m W w a W ^ w ~ a W Q > a > ~ > ~ > F > ~ > ~ > W ^ > a > ^ > a > z £ > a Q Q a Z Z a ^ a F F w W v~ a O 4 ya4 W Z e K o a a c a a s n e o ° N e N a ~ ui ~ w O ~ ry O O O O N N N N N n .~ N N O rl O O Y F e e e" ~o N N N \ F \ \ \ N \ N \ \ \ Vl\ a\ O o ~ o o O o o Y O o o ~ o zg ~ 0 0 x0 zd o0 o ao ~.0 0 0 o F0 a w° q ~ wo ~ ~0 x r0 r r d .u. ao £ rzi m o z xFz ae o a ^ p a N a a F rv w E m a w uai q° ou >Q N z ac Ym ~,+ aNm 5m 2r .=lp 4r ~n 4m 4c 4ma o a u ^ m u ua~ a o mw ar 4 we o.. ~ a aw W ~u W.°o e a e a~ ae a~ o m `O so u0 do ao Sao zo mo moo u0 uo u0 000 Go ao No Oo Oo Ooo a 5 Qo ~ 4 a a 5 yca Eo Fo Fo 4 e 0 o a a a ~d ~d zd ~~ i zd 3 a K a a l/1 VI VI VI m b m VI N VI \ O o ~p a o e o o~ \ oin o.. o m oN ono o N or o Nn o ~ oin o.~ ou\i ~ m u z s F .~ ^ W 'J N N W N 4 P a w N o a r F ~ ~ o C am ^J~ a s iPn. inmN n. a c e e r A O ~ n ,i .a ry ri e a m n n m xi W a x w xaa a q £ oaa N w o . H u a ~° N \ . w . w r u W '~ ''vE, "+oorc a e a z uz a a a a F '~ a® a a i O F w w a a W a F S F 4 F F F O F F a F F (7 O W a a a O U O 3 O O ~ O x O O O O F ~ F w m w F ~ F a F w W F N F N F q E ~ F W w F m ~ ~ K a w~ 2 u ~' S 2 E a a a a w w w a ~ W Z W a w a w w a a ~ z ~~ a o NmNZar+F o o a o ww o N o o~ o a o wa o o~ w^ gawaaaw ^ q ^ W ^ w q q ° ao £ z zm Oa w z z w w u ra Nrz w °m w m ~' oo ni m w~ m rc w 4 w oo w j rv £d i a > 4q uwouu~+ > N > z > FF > ~ > s > > H > FF > O~ wN~ w2£FxSa w UU w UU aN Fay K awwFiwW Q~ a Px H N F aC ap Fug F xqo gomw x as a~ W~ O W a ~ O a m Z u w F F £ a o u F F ae w~ ~ aawa Wwo u WW ~ a w wN o q~ a ww££a££x u u zH u W a z„ w i m x£ W W w w w a N a a a ^ W K Ex.,p 00 o a ~ N N N N r Z Q i p O O O O o o O O P rt w ~ c s a c a a a a a a s a ' N ~ N rv a s x ~ m rl N N m in b b w VI VI N i(1 N Jl i(1 U1 VI O O N N o ~ O O O° m O O O O~ U .~ rv n OZ~ ~ U .i .i ri n .~ Om p N `~ O1 °o °° o° o p m N N ry p ry rv ry p O p O O N N N w ~i < eca oe aw ^ w i O O O O O O O N N N ry N N i Xa ~ N\\~\~\ a\ ~ ~~ C I~h i U^ ~ \ ~D \ W 1~ r r r r C m i w \ N ry\\\ rv ry O~ ~ N ~ ~ ~ U ma NN op O a pp i o O o p o o p p V1 p o F o Z N a X HO o0 0 'XiO o QUO pp m yp oopopppo ~0 0 £ U w a ~^ O C ~ £ • O ~ N N w a N N F ti OZ . U ~ ~ w.~ >.n U a m a °' S z £u+ a HN aN a a .i i £wx ~ z m op we N .. £.. Ne ago wN W m xn 3 ~ra~ w~ o~ zoN. a~ No n.+ a Z u S~ ^<~ m a a .w. a e W N o~ > N o~ u a a a~ao xa uoooo0000 ~° °0 000 ~°0 00 ~o ~o ~o0 0 . m u ~ o> o £ u m a m m w ^ u --~N°~z ~ u u x > N H a q w q. W m u u w x o o a ~a £ C ~ > VI w Vl VI I~ VI Vi VI w VI N OC9 a w q£ W mnor a a O i Z U P o c° o N N '^ m o r N 4a 00 ~ ~Ni .N-~ryi Na w.~m N+ l~ Nm o W O N i Z> Z i O a a c e r ~'t NV c m Z O\ oryC oN aaU~> i om oFFHFFFFE om pm orvrv om pN pm om ONry ° a w .w. O w . ~ N 0 0 N ~ N ~ .. x oo° ° ~ C I In o , m p ~ o o ~ °` m '" n N r o n m m n F ~ N N i W p Q i N C m 'a N N 'i N N N N r+ £ N N w w iL ~ # W U U W w x ~ ~ U '' < o o~ mw a No F C qe ~w ° P W a [P.o °z `~ w w W ~O 0 2 u u a w ^ w Y'Q UP w U z m N oZ m w ~wao ~dxz ~Za \m~F°( z> m£K > O(~~ ^ g W a 40~2r q 000 C KlFi ~ ~>Z wwu~> £ u a a 'd ~ a W as o as i a£ a "yy a o a > F w F Z W F £ F \ F E F h F It F \ F W OF Z FED a F Q F \ °F H F E ~ °F O F m E w 4 a m wwwwwwww m z a w s a F a u a a w w w w w w w w a o a~ a a a W a a o 0 o as o 0 o w w w w w w w w o w o x o a o u g a a a ^ £ ^ ~ ^ w ^ ^ £ x ^ £ ^ ^ z z a z x z N z w z awaaaawa z o~ z o z w z o w 4 w wm w w a w o000000o w u£ w^ w W w w w4 > > F > FFEFFFFF > > > Z > > W > w > {j 3 Z Ill U U U U V V U U 1] a w f+l W w 'F' U O ^ ^ 'r~ 'a ^ ^ '.J .'J O W U' w H Wa w aaawaawa o~ a ~ w w wyyw F uy mmmwwymm o '~~+ ^ K % 4 0 m 4 Z N Z Z ry H H ti a s a a a w w a w N O 0 °a ° °m °Om a m a < c a a a a e a a mN ~ Pe°m°m°O~~ N N ul N N N JI N N N O O Y~ N o ill ul N NO °° "~~ ° o °o o° m m °' m ti ,m, 0 0 0 O O O N N N N N N N N N a a s w a a< a v a< a s ° 0 0 ° o ooooo~ 0 0 N N \ N N N N N N N N \\ N \ V\ rr m \r\rrrr r aN N N \ N \ N \ \ \ N N \ Wgg \ ~ o \ mm O ooo°ooo0 00 0 ° 40 O O o O w O W o 0 0 00 0 0 00000000 0° o ° o° 0 £ „ ~ u .a. n ~~ w ~ o ~ rye a z Y '$F Um ZO ~mm £rv 4N a q U O 4 r m N Z P a m 'i a N c a w K p lo" a ~'o m~ u p .wwi ~ a o 3 m E o w o o m o 0 0° o w o o a o £ o a o 00 Mo ~°O O U W W O U O H' ° C O ta/1 W x a E x a a `J w J a O v1 w F F F F C ~i m m P P .~ N fl N \ N O p\ O N /1 JI N N C C \ o r ° . ~ ~ \ i O r O ~D O N N O VI O N O N N N N N N N N O m O ut O b O O N w w a w a z 0 N a > .. o w a N N w O w ~ N m mmNNm oamr c~ K ° ~ u b F' ; C r mP P n n N '~ N N p P l a O O ~ N minbm ~y N N N N .~ n .I r r .a n . i ti . m .i £ ~ 4 ~ a N X w yy4 u a w ~ [w~. « « Vpi > 3 > H 4x1 5 N w . a a 2 . . • r qw .,l Z Ki O ^ P P a a w a a .] O a U a a U a N ZaN 000.13 K R O Q 4 4 P 4 4 wNN VI 0.' Zq, ~L W. 4 w F X a F U U m a FO O F O O O O F O ~ W w N O 3 O 7« F ; rnm Nrq vl ej W vI W mvl F F P F F F O F F a.l a.] F O F ry« y ~ U U U C'1 O O C1 p O [f 0 Z P w w ~ w a a a a x .1 w P YYxYxY5xY2x C w W w~ w0 ~ ~ a O£ O PaOa O Q OZa j~ x0~ VUUVUUVUUVU O P O a O p P 2 O P W P P W P £ P ~n ~n In m Z w Z w F .] a ; W w w w w w W W w w w Z a Z E Z w Z w 2 x 2 O Z >N £a~ 00000000000 > w > w > X > E. > ~ > U ~ OPPa > 2 >w~ o~ w YxzxxYYxxxx X H H u w w aaaa m aP io Ham; awaawaaaaaa m u W w a~ m~ a a a a .l a a a a a a ~ za a m ~ Z a rc z a w a qm w~ aaaaaaaaaaa 'y u FU w w w W w w w w w w w w a o W H o 4 w m c. w a w° uuuuuualuuuu u u P s FO 0000000 o a N N N N m N N N N N N 4x1 'i e a a c a e a a e a a a ° K mNNN N '^ "'n N w m I(1 m N m N N m N N C N 1' orvrvrv -i Z]p; o00 000 p ^L i 'i N N~ N C C m p i4 N H a ~,, .. °N ~ m ° ~ N ° ° °°., .. ° O O O ry N N N 0 0 0 0 0 0 0 w a a a a e a a c < a e a c o ° ° 0 0 ~ ° X a i N N N\ N N N\ N N \ \ N N \ uPi ~o~Nmr~ ~r~ \ \ \ rv\rv w \n ~ U ~o~ ~o~in h~ ~ o '^ ~ 0 0 0 0000 0 o° o° 00000 0 0 2 00 0 000 0 0 ° ° o ° O 000 ° w 00000000000 0 o w° } U m ° m ry ~ O ul C ri OZ ~ ~ ti.i .~ P } F ~ v~ m a a N N N ~ ~ ~ x w mmc as ° ZyN Fo V No Qm O ~+ e a~no oe 7N . ww 0 ~ wm m .~ in ao N a Ue ;4wxi m m e 4e wd Oe Ka a Y 3 a a a n a a v a c £~ ~~ O> Nooo0o0aoooo ~° ~° ~° ~° Oo ~o ~o0oa ~o o o° ° F a Q w ~ ~ W 7 b£ (K iI > > m m O W m Q 3 3 3 3 % } N W m m r r O N OU6 NN QQ w w i O„ O~ p O n o O N M a c N ~ m m O O m N P q fl H N N Nm Q Q ~d~°~2po; ., ~ e aU'Y iP>Z~ ° .a rv ~ w0„i2Z o ~ -+ ° oe a a U ~>~ ~ O m .i n '1 r-i N N .a .y rl rl O fi O N O ~O O N O O O N O N ~o w ~O SARATOGA CITY COUNCIL MEETING DATE: •T~P ~ 6,~ AGENDA ORIGINATING DEPT: pLhlic Wnrkg CITY PREPARED BY: Morgan Kecaler DEPT SUBJECT: Congress Springs Park Vertical Bypass Drainage Project- Award of Construction Contract RECOMMENDED ACTION: 1. Move to declaze Colony Landscape & Maintenance, Inc. to be the lowest responsible bidder on the project. 2. Move to awazd a construction contract to Colony Landscape & Maintenance, Inc. in the amount of $67,000.00. 3. Move to authorize staff to execute change orders to the contract up to $1,000. REPORT SUMMARY: Sealed bids for the Congress Springs Pazk Vertical Bypass Drainage Project were opened on Friday, June 11 `~. Three bids were received, and a summary of the bid information is attached (Attachment 1). Trinet Construction, Inc. submitted the lowest bid of $58,000, but was determined non- responsivebecause no Statement of Qualifications section was returned with the bid. This is a mandatory section of the bid package. Colony Landscape & Maintenance, Inc. submitted the second lowest bid of $67,000.00. Staff has carefully checked the bid along with the listed references and has determined that the bid is responsive to the Notice Inviting Sealed Bids dated June 1, 2004. Experience has shown that through three years of heavy use at Congress Springs Pazk, soil compaction has contributed to standing rainwater on the playfields. This pooling of water is slow to absorb into the ground, and thus geatly prolongs the time period before field use may resume. Also, saturated azeas of ground aze prone to prematurely rapid weaz. To facilitate drainage and drying, a vertical sand channel drainage system is proposed, identical in design and function to the drainage system installed last yeaz at El Quito Pazk. This drainage facility has performed outstandingly well through the rainy season, allowing field use to resume in a fraction of the time relative to before the system was installed. The proposed system would be installed at the heaviest used areas of the pazk that have historically demonstrated the most need for drainage. Work will be performed between baseball and soccer seasons so that impacts to the user groups aze minimized. The scope of work includes furnishing all materials, equipment and labor to design, famish, and install a sand channel drainage system. The system incorporates a gri~obfe ~ a the bottoms of sand channels underneath the playfield surface, with perforated pip the channels. Surface water is quickly absorbed by the sand-filled channels, conducted into the perforated pipe, and carried away to the neazest storm drain connection. Funding for this project is available in the City's Sports Youth Fund, which presently contains $48,000. Additionally, AYSO has made a contribution of $20,000 specifically towazd the implementation of this project (attachment 2). It is therefore recommended that the Council declare Colony Landscape & Maintenance, Inc. to be the lowest responsible bidder on the project, and awazd a constmction contract to this firm m the amount of their bid. Further, it is recommended that the Council authorize staff to execute change orders to the contract up to an amount of thle0 oOurOse of the project.~oreseen circumstances and additional work, which may arise during FISCAL IMPACTS: Funding for this work will come from the City's Sports Youth Fund ($48K) and a contribution from AYSO ($20K), winch is sufficient to cover the contract and recommended change order amounts. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Colony Landscape & Maintenance, Inc. will not be declazed the lowest responsible bidder and a construction contract will not be awazded to that fian. The Council may make specific findings to declaze another bidder to be the lowest responsible bidder, or reject all of the bids and direct staff to re-bid the entire project. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): be e'n n o n aslpossibleuand be ompl t d by the lend of surranerotice to Proceed. W ork will gl ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Bid Summary. 2. better from Colony Landscape o o O p O ~ Q O ~ G ~ F ~ ~ CD W ~ Z a ~ y w 2 a o U _. m C C w ~ ~ a f H o N = Z L f L Q Q u m O a` d m N C .~ 0 N M a T 01 Y Z Y O 6 ~a c Q> ~ N 6 N ~ <x. o ~~ ~g ~~a a r °, N n c O E c Y of O F a a Umm June 10, 2004 To: The City of Saratoga John Cherbone Sazatoga Soccer, AYSO Region 27, is very grateful to the people of Sazatoga, the City Council, the Public Works Department and the Pazk and Recreation Conunission for refurbishment Congress Spring Park and for their on going support of the youth of our great city. Congress Springs park is a wonderful park that over 800 families and 1000 kids enjoy every Fall during our soccer season. Also, there are a large number of families and kids that use the parkin the spring for Baseball. However, as you know, the drainage of the pazk is problematic. Last fall, when it rained on Sunday, we closed the fields for practice for 5 days to allow the park to drain and dry out. Even a modest about of rain will result in significant standing water in the pazk. In addition, the lack of good drainage in some areas prevents proper care of the grass. Long-term, if left uncorrected, the usability and viability of the park will decline. We have been told there is a solution to improving the drainage of the pazk based on the technology used at EI Quito pazk. As always, good solutions take time and money to implement. We have been told that there might not be sufficient funds to complete this work all at once, so there may be a need to phase this work section by section over a few years. We are very excited about this plan and what is will mean for Congress Spring park in future yeazs. To help accelerate the implementation of this plan, Saratoga Soccer is able to helping with the funding. In our 2003-2004 budget, we approved $10,000. In addition, in our 2004-2005 we have approved another $10,000 for a total of $20,000. We can provide as check in the next 30 days or sooner if need. In future years we would like to work with the city to complete future sections of the park. Thank you for sup ort the you f Sazatoga! ~~ Howard A. Miller Regional Commissioner Saratoga Soccer, AYSO Region 27 SARATOGA CITY COUNCIL 04 AGENDA TTEM: MEETING DATE: June 16, 20 ORIGINATING DEPT: City Manager's Office CITY MANAGE92\ PREPARED BY: Lorie Tinfow Assist. Citv Mer. DEPT HEAD: SUBJECT: Saratoga Management Organization Memorandum of Understanding RECOMMENDED ACTIONS: Adopt the resolution approving the Saratoga Management Organization Memorandum of Understanding for July 1, 2004 through June 30, 2006, and authorize the City Manager to execute the MOU. REPORT SUMMARY: The City Manager negotiated on the City's behalf with the Saratoga Management Organization (SMO). Through a series of meetings and with direction from City Council, the City and SMO have agreed to the following significant MOU changes: ^ The agreement will cover the 2-year period of July 1, 2004 through June 30, 2006. ^ SMO members are now c]eazly identified as at-will employees and, as a result, severance provisions have been added to the agreement. ^ Each represented employee will receive a 2% increase in salary effective July 1, 2004, and another 2% salary increase effective July 1, 2005. The City will contribute matching funds up to $200 per month to a deferred compensation account for each SMO member. The current 9/80 schedule will continue through June 30, 2006. The elements of this agreement aze consistent with Council direction and staff asks that Council authorize execution. FISCAL IMPACTS: Two percent salary increase translates to approximately $15,700 and the maximum defer-ed compensation contribution is $12,000 per year. The 2004-OS Budget includes funding for these increases. ALTERNATIVE ACTIONS: Choose not to accept the agreement and direct the City Manager to continue negotiations with new direction. FOLLOW UP ACTIONS: Staff will execute the memorandum of understanding and implement the agreement elements. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENT: • Resolution to adopt the Memorandum of Understanding between the City and SMO ^ Copy of Saratoga Management Organization Memorandum of Understanding for July 1, 2004- June 30, 2006 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA CONVERTING THE LETTER OF UNDERSTANDING BETWEEN THE CITY AND THE SARATOGA MANAGEMENT ORGANIZATION INTO A MEMORADUM OF UNDERSTANDING WITH A TERM OF JULY 1, 2004 THROUGH JUNE 30, 2006 WHEREAS, the City of Sazatoga, through its designated representatives and pursuant to State law, has met and conferred with the organized representative organization, the Sazatoga Management Organization (SMO), concerning proposals for modifications and changes to salaries, benefits and other matters; and WHEREAS, the representatives of the City and the SMO have reached an understanding regazding changes in salaries, benefits and other matters for the period beginning July 1, 2004, through June 30, 2006, for employees represented by SMO, all of which are specified in a Memorandum of Understanding dated June 16, 2004; and WHEREAS, this resolution replaces various Resolutions of the City of Sazatoga. This resolution is an expression of existing policy of the City of Saratoga and is subject to modification and change by the City Council from time to time. Nothing herein contained shall be construed as creating or establishing any of the provisions hereof as terms of any contract of employment extending beyond a period other than such period as during the resolution is in full force and effect. That is to say, that any employee of the City of Saratoga during the effective period of the resolution shall have such employment rights and duties as set forth herein only during such period of time as this resolution remains in effect, and not afterward. NOW, THEREFORE, BE IT RESOLVED that the terms and conditions of the Memorandum of Understanding, dated the 16t° of June, 2004, is hereby approved. The above and foregoing resolution was passed and adopted at a regulaz meeting of the City Council of Saratoga held on the 16"' day of June, 2004, by the following vote: AYES: NOES: ABSENT: ANN WALTONSMITH, MAYOR ATTEST: Cathleen Boyer, CITY CLERK MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SARATOGA AND THE SARATOGA MANAGEMENT ORGANIZATION 1. PARTIES AND TERM This Memorandum of Understanding (hereinafter "MOV') sets forth the understanding between the City of Sazatoga (hereinafter "Cit}~') and the Sazatoga Management Organization (hereinafter "SMO") for the period from July 1, 2004 through June 3Q 2005. The members of SMO aze the persons holding the positions listed in section 2, below. Members of SMO are referred to herein as "SMO members" and "employees." 2. SALARY RANGES. Salary data for each position represented by SMO is periodically collected from the following list of compazable cities: Los Altos Menlo Pazk San Carlos Cupertino Los Gatos Morgan Hill Campbell Both parties agree to bring the salary ranges more in line with the market by setting the top of the salary - ranges at the surveyed average. Therefore, it is agreed that, effective July 1, 2004, the adjusted salary ranges for each position shall be as follows: Assistant City Manager Public Works Director Community Development Director Administrative Services Director Recreation Director $8,657 - $11,081 per month $8,657 - $11,081 per month $8,657 - $11,081 per month $8,657 - $11,081 per month $8,657 - $11,081 per month 3. AT-WILL STATUS AND SEVERANCE All members of SMO aze at-will employees and serve at the pleasure of the City Manager. Should the City Manager choose to terminate any SMO member, the following severance provisions apply. Starting on the one-year anniversary of the date of hire, SMO members shall be entitled to (a) a severance payment equal to three (3) months salary and (b) the continuation of the Health Insurance, Life and Accidental Death Insurance, and Dental Insurance benefits specified in this agreement for a three (3) month period after termination. The number of months upon which the severance payment is based and severance benefits aze to be offered shall be increased by one (1) month each yeaz on the member's anniversary date for a maximum of six (6) months severance pay and benefits. The severance payment shall be paid in a lump sum within ten (10) days of the effective date of termination. The severance payment shall be based on the SMO member's then monthly salary. Severance 1 benefits shall begin the first of the month succeeding the effective date of termination. Such severance pay and benefits shall not be due or payable if the SMO member is terminated after being convicted of a felony or a misdemeanor involving moral turpitude. 4. REVIEW AND APPRAISAL All SMO members will be reviewed on their anniversary date. New employees shall be evaluated after six months and after one year of service. All appraisals will be in writing and be signed by both the City Manager and the SMO member being reviewed. 5. COMPENSATION FOR PERFORMANCE Each SMO member shall receive a 2% salary increase effective July 1, 2004, and another 2% salary increase effective July 1, 2005. 6. BENEFITS A. Benefits Allowance All employees receive a monthly Benefits Allowance which maybe taken in cash and/or used for health and dental insurance coverage and deferred compensation. The amount of the Benefits Allowance is based upon the enrolhnent status of each employee in the PERS Health Program and Delta Dental Plan, and shall be equivalent to 95% of the premium of the health plan and 100% of the premium of the dental plan selected by each employee except for the PERS Care Plan. For employees who enroll in the PERS Care Plan, the Benefits Allowance shall be equivalent to 95% of the premium amount of the highest premium of the remaining health plans available to those employees based upon their enrollment status. Any employee who declines to accept coverage in the PERS Health Program, evidenced by signing a waiver form, shall receive a monthly Benefits Allowance of $118.75. Any employee who declines to accept coverage in the Delta Dental Plan, evidenced by signing a waiver form, shall receive a monthly Benefits Allowance of $25. The monthly Benefits Allowance for regulaz part-time employees and full time employees working less than full time will be pro-rated in proportion to the number of hours worked or accrued leave hours paid, except for employees on FMLA/CFRA or Industrial Leave. B. Health Insurance The City contracts with the California Public Employees Retirement System for the PERS Health Benefits Program. The types of health plans currently available to City employees include statewide self-insured, fee-for-service health plans (PERS Care and PERS Choice), and health maintenance organizations. Employees may enrol] in a PERS plan of their choice; however, some _ plans require that an employee live in a specific geographic azea. The effective date of health coverage is the first day of the month following the date of enrollment. New employees have 60 calendar days from their date of hire to enroll in a health plan. In addition to the monthly Benefits Allowance, the City will pay the minimum PERS medical premium of $16 per month on behalf of al] active employees enrolled in a PERS health plan. Employees who retire from the City of Saratoga and who aze enrolled in aPERS-sponsored health plan at the time of sepazation aze eligible to continue their coverage. Effective October 1, 1993, the City will contribute $1 per month towards the minimum premium for retirees. This amount will increase annually by 5% until it equals the $16 per month minimum premium for active employees. The retiree shall pay the balance of the monthly premium. The City contribution level beginning July 1, 2004 is $9.81. The City shall reimburse medical expenses of retired employees with at least twenty years of service to the City and who retired after July I, 2001 up to a maximum of $200 monthly until eligible for Medi-Care. Employees must comply with City procedures and submit proof of expenses to receive reimbursement. If an employee has not worked full-time for at least ten of the twenty yeazs of service, the $200 maximum medical reimbursement will bepro-rated based on the employee's full time equivalency in the last ten years of service. The City has processed a Section 218 agreement with PERS and Social Security allowing employees hired prior to April 1, 1986, to contribute and eam qualifying credits for Medicaze. C. Dental Insurance The City contracts with Delta Dental for dental insurance. Employees may choose between a dental maintenance organization and preferred provider plan. The effective date of dental coverage is the first day of the month following the date of enrollment. New employees have 60 calendar days form their date of hire to enroll in a dental plan. D. COBRA Upon sepazation of employment, employees will be notified in writing of their health and dental care continuation rights. The COBRA group continuation coverage is provided through federal legislation (the Consolidated Omnibus Budget Reconciliation Act) and allows employees who aze enrolled in a group health plan and/or dental and who separate from employment, for reasons other than gross misconduct, to continue their group coverage for 18 months (some employees and/or their family members maybe eligible for additional months of coverage). Election for COBRA coverage must be made within 60 days following notification of eligibility. COBRA Health is administered by the individual health plans. The City administers Dental COBRA. E. Deferred Compensation The City provides employees the opportunity to contribute to an IRS Section 457 deferred compensation plan. Employees may contribute up to the maximum allowed bylaw. Contributions may come from employee's regular earnings through payroll deductions, or from any unused portion of their Benefits Allowance. In addition, the City will match SMO members' up to a maximum of $200 per month. F. Allowances contributions to a deferred compensation account SMO members shall receive a $350 monthly car allowance to be used to attend to local City business. G. Life Insurance The members of SMO shall receive life insurance coverage at two times the employee's annual salary, up to a maximum coverage of $150,000. H. Disability Coverage The City provides disability coverage, consisting of Short Term Disability payments and Long Term Disability insurance, to provide an employee with income protection if the employee becomes totally or partially disabled from a covered illness, injury, or pregnancy. Short Term Disability payments aze available to employees only within the first six months from the date of any qualifying condition. Long Term Disability Insurance is available to employees beginning six months after the date of any covered condition subject to ae P ents be sns no so ner than ante plan. For new employees, eligibility for Short Term Disability p ym ~ months after the date of hire, while enrollment in the group insurance plan is effective on the first day of the month following the date of hire. Coverage under the group insurance plan continues for all employees until date of separation in which an employee sepazates from the City service. Short Term Disability Payments -The City will pay 75% of an employee's full salary and maintain existing insurance benefits, subject to eligibility requirements, for an employee on disability leave, for six months from the date of injury/illness. Short Term Disability payments will commence only after 12 continuous working days during which the employee is totally disabled, or when all accrued leave is exhausted, whichever is later. For employees injured on the job and who become eligible for Industrial Injury Leave, Short Term Disability payments will commence upon exhaustion ofone-half of accrued leave, and will be coordinated with any Workers Compensation benefits paid to the employee. In addition, employees on Industrial Injury Leave may supplement Workers Compensation/Short Term Disability payments with their remaining accrued leave to realize up to their full salary. Short term disability payments are reported to PERS as salary earned. Long Term Disability Insurance -The City provides Long Term $3 000 perlmonth (i.er~ a~ a group policy which covers two-thirds of an employee's salary up maximum payment of $2,000 per month). Employees whose salaries exceed $3,000 per month may purchase additional coverage through the group policy, however availability of additional insurance is subject to the group carrier's requirements. It is incumbent on an employee who incurs a disability to file for coverage through the group policy as soon as he/she believes that he/she may be entitled to receive benefits under the policy. Failure to apply for coverage shall in no way result 4 in the City becoming obligated to make additional payments to an employee beyond any Short Term Disability payments for which an employee is eligible. No disability coverage will be extended to an employee unless the employee is regularly seen and treated by a physician. Upon making a claim for disability benefits, an employee must provide a medical history statement and a physician's statement of disability. Upon return to work, a doctor's certificate is required which states either that the employee has recovered fully and is able to perform regular work, or the limitations under which the employee may return to modified duty or part-time work. If the employee returns to work on a less than regulazly scheduled basis during the first six months of a covered disability, the City will supplement the employee's part-time salary with Short Term Disability payments in the amount necessary to provide the employee with full salary, provided however that any such Short Term Disability payments do not exceed 75% of the employee's regnlaz salary. Employees who become pregnant will be entitled to disability benefits only in the event that and for the period of time that the employee is actually disabled from work as with any other disability. Payments made through a group policy aze not reported to PERS as salary earned I. Section 125 Plan The City will make available to all employees the option of enrolling in a Section 125 flexible benefits plan (Cafeteria Plan). Under the plan, employees may deduct from their earnings up to the maximum allowable amounts per calendar yeaz for health care reimbursement and/or dependent caze reimbursement. For the health care portion, these deductions allow employees to use pre-tax dollazs to pay for eligible out-of-pocket expenses not covered 100% by insurance and not reimbursable by any other source. For the dependent caze portion, employees (and their spouses, if marred) with children may use pre-tax dollazs to pay for eligible dependent care expenses. Under the plan, employees also have the option of using pre-tax dollazs, through payroll deductions, to pay for required premium contributions to City insurance plans. J. Long Term Care Employee may purchase long term care insurance through a group benefits program administered by PERS. 7. LEAVE A. Annual Leave Accrual All SMO employees will accrue annual leave at the following rate: First 60 months of employment - 22 days (176 hours) per year 61st through 120th month - 27 days (216 hours) per yeaz 121st month and beyond - 32 days (256 hours) per year Members of SMO who begin employment with more than five (5) yeazs of public service experience (as employees of a City, County, State, or District) shall begin accruing at the sixty-one (61) month rate. All employees begin accruing annual leave upon hire. New employees may not use annual leave during their fast six months of employment except for illnesses and other circumstances approved by the City Manager. Annual leave is to be used for all time off from work except for Jury Duty and Military leave. B. Leave Payout ^ End of calendar year. The members of SMO maybe paid each January for their accrued leave in excess of 160 hours based on length of service at the following rates: Service Length % Payout 1-60 Months 50% 61-120 Months 75% 121+ Months 100% In all cases, payment for accrued annual leave shall be at employee's regulaz rate of pay as of December 31. Payout at Separation (excluding retirement). Upon sepazation from City service, employee's accrued annual leave will be paid out at the employee's regular rate of pay based on length of service at the following rates: Service Length % Payout 1-60 Months 50% 61-120 Months 75% 121+ Months 100% When an employee voluntarily resigns from employment, no annual leave may be used between the time notice of resignation is given and the employee's last day of work unless authorized by the City Manager. Leave Payout at Retirement. Upon retirement from the City, an employee must use at least half of their accrued annual leave for the purpose of obtaining additional service credit under PERS. Employees may choose to use all of his/her accrued annual leave as sick leave for service credit. If an employee chooses to apply less than 100% ofhis/her leave toward PERS service credit, then the remaining accrued annual leave is paid out at the employee's regulaz rate of pay. C. Family Leave A. The City shall comply with State and Federal Family Leave Laws and afford employees all the _ rights thereof. Family Medical Leave, California Family Rights Act and Pregnancy Disability leave will run concurrent with all applicable use of accrued leave and unpaid leave of absences. D. Disability Leave An employee on disability leave shall only be entitled to accrue annual leave within the six month period after the date of injury/illness, and only if annual leave is being used by the employee. Accrual of annual leave shall be at a rate proportional to the amount of annual leave being used by the employee. Upon exhaustion of all annual leave, employees on either disability leave or industrial injury leave shall no longer accme annual leave. An employee on industrial injury leave shall be entitled to accrue annual leave at his/her usual rate for six months, then at a rate proportional to the amount of annual leave being used by the employee. All use of annual leave is to be scheduled in advance and approved by a supervisor except in the case of illness or other emergency. On the first day of each absence due to illness, an employee shall notify his or her immediate supervisor within 30 minutes of the beginning of the workday, and cal] in each successive day unless prior notice has been given that a more lengthy absence is expected. In the event that an employee is absent from work due to illness for more than five consecutive work days, the employee must file a written statement from a physician certifying that 1) the employee's condition prevents him or her from performing the duties of the position, and 2) the employee is or will be sufficiently recovered from the illness to allow return to work on a specified date. When absence is for more than two work days but less than five, an employee maybe required to file a physician's certificate at the discretion of the Department Head. In all cases, the cost for the doctor's visit only (not accompanying medical treatment) as required, not covered by the employee's insurance program, will be paid by the City. E. Holidays The City observes the following paid holidays: (1) New Year's Day (2) Martin Luther King's Birthday (3) President's Day (4) Memorial Day (5) Independence Day (6) Labor Day (7) Columbus Day (8) Veteran's Day (9) Thanksgiving Day (10) Day after Thanksgiving (11) Christmas Eve (12) Christmas Day (13) New Year's Eve January 1 3`a Monday in January 3`a Monday in February Last Monday in May July 4 ls` Monday in September 2"a Monday in October November 11 4`h Thursday in November Friday after Thanksgiving December 24 December 25 December 31 If a holiday falls on a Saturday, the preceding Friday will be observed. If a holiday falls on a Sunday, the following Monday will be observed. In those years in which one of the Christmas and/or New Year's holidays falls on a weekend, the Friday preceding the weekend and the Monday following the weekend shall be observed as holidays. For 2004-05, observance of the New Year's Day holiday currently specified to be on Monday, January 3, 2005, will be observed on Tuesday, December 28, 2004. If a holiday occurs when an employee is using annual leave, the holiday will not be charged against the employee's annual leave balance. In order to receive holiday pay, an employee must be on the payroll on the last regularly scheduled workday preceding the holiday and the fast regularly scheduled work day following the holiday with two exceptions. 1. An employee on Disability Leave shall only be entitled to receive holiday pay within the six month period after the date of injury/illness. If the employee is using annual leave when the holiday occurs, payment for the holiday shall be prorated to the amount of annual leave being used in the pay period in which the holiday occurs. If the employee is receiving Short Term Disability payments in the pay period when the holiday occurs, payment for the holiday shall be at 75% of the employee's regulaz rate of pay. 2. An employee on Industrial Injury Leave shall be entitled to receive full holiday pay within the six month period after the date of injury/illness. After six months, holiday pay shall be prorated to the amount of annual leave, if any, being used by the employee. F. Jury Duty Leave Employees who are called for jury duty continue to receive full pay and benefits for that period of absence. Fees received for jury duty will be deducted from employee's gross wages. G. Military Leave An employee in a reserve component of the armed forces of the United States is entitled to temporary military leave not to exceed 180 calendaz days during any period of ordered duty for active military training. An employee who has been employed by the City for at least one year immediately prior to the day on which the absence begins is entitled to receive full salary and benefits during the first 30 calendar days of such temporary military leave, in addition to whatever pay is received from the federal government for training. Pay for such purposes shall not exceed 30 days in any one fiscal year. H. Industrial Injury Leave This is leave for an on-the job injury or illness. Beginning on the date of injury/illness, the City shall pay an employee's full salary for up to the first three consecutive workdays of any absence due to any one injury or illness. In the event that such leave exceeds three consecutive workdays, the employee shall be entitled to Workers Compensation benefits as prescribed bylaw. Monies paid through a third party administrator are not reported to PERS as salary earned. In addition, the employee may use annual leave to supplement Workers Compensation benefits up to his/her full salary. An employee on Industrial Injury Leave will continue to receive full City paid insurance benefits (medical, dental, life, and long term disability) for up to 12 months from the date of _ injury/illness. In the event that an employee suffers an injury or illness on the job, whether or not medical treatment is necessary, he or she must advise the supervisor at once and fill out an employee claim form. An employee must also indicate on their time card any time off taken due to an on-the job injury or illness, or for related follow-up medical appointments. Upon return to work from an Industrial Injury Leave, an employee shall provide a written statement from a doctor to his/her immediate supervisor stating that a specified number of appointments aze necessary for Workers Compensation approved treatment. This shall occur before the scheduling of treatment begins. Employees shall be expected to the extent possible to schedule appointments for follow-up medical treatments so as to minimize the inconvenience to fellow employees and the impact on the employee's ability to perform his/her job. I. Maternity Leave An employee with at least six months of service may request up to one hundred twenty (120) calendar days leave of for the purpose of childbirth or postnatal care. All requests for Maternity Leave must be written and shall be made to the employee's Department Head at least one month prior to the requested date for the beginning of the absence. The request is subject to review and final approval by the City Manager. A physician shall verify the pregnancy at the City's request. The employee may elect to use annual leave during Maternity Leave. Upon return from Maternity Leave, the employee will be reinstated to the position held at the time the leave was granted. An employee on Maternity Leave will continue to receive full City paid insurance benefits (medical, dental, life, and long term disability) for the duration of Maternity Leave up to 120 days. J. Administrative Leave CITY shall grant SMO members, on a fiscal year basis, five days of administrative leave. Such leave shall be taken in a manner consistent with the use of general leave. K Leave Without Pay It is not the policy of the City to grant leaves of absence under most circumstances. In cases of hazdship or for other good and sufficient reasons, the City Manager may grant leaves of absence upon written request by an employee, for a period up to 90 days. The employee will not accrue any annual leave while on leave without pay and the leave period will be considered as discontinuous service. During the time an employee is on leave without pay, the City may discontinue paying for insurance benefits on behalf of the employee, although the employee shall have the option to continue benefits at his/her own cost. 8. RETIREMENT (PERS) The City is a contracting agency of the California Public Employees Retirement System (PERS). Regular employees become members immediately upon employment and become vested after five yeazs. The City pays the employees' required contribution (7% of employee's compensation) in addition to the City's contribution as a contracting employer. PERS law states that compensation means remunerations paid out of funds controlled by the employer. The City through its contract with PERS provides for retirement benefits including 2% at 55 (effective September 1, 1999), single highest yeaz compensation, service credit at retirement for unused sick leave, survivor continuance, and 1959 survivor benefits (Leve13) if death occurs prior to retirement. The City maintains a Retirement Reserve Fund on its books to ensure sufficient funds exist to provide this benefit to all current employees through age 55, (i.e, for 35 years or through the year 2034). Funds deposited into the Retirement Reserve Fund by the City, along with all interest accruing thereto, shall belong to the City and shall be commingled with the City's investment portfolio. In October of each yeaz, the City shall review the past and projected performance of the Retirement Reserve Fund, along with actuarial data provided by PERS, in order to determine the amount to be deposited into the Retirement Reserve Fund on July 1. By May 1 of each yeaz, the City shall report to SMO the amount of its next contribution to the Retirement Reserve Fund along with the assumptions used to determine the contribution amount. Employees who retire from the City of Sazatoga and who are enrolled in aPERS-sponsored health plan at the time of separation aze eligible to continue their coverage as described in section 6.B, above. The City shall reimburse medical expenses of retired employees with at least twenty yeazs of service to the City and who retired after July 1, 2001 in the manner described in section 6.B., above. 9. TUITION REIMBURSEMENT All regular employees of the City who have been employed continually for at least three months prior to the commencement of an approved or required course aze eligible for the City's tuition reimbursement program. If the course(s) taken is job related or in fulfillment of the requirements for a degree or certificate, 100% reimbursement will be afforded for tuition, fees and books by the City up to a maximum of $ 1,000 per employee per fiscal yeaz. Job-relatedness will be determined by the Department Director and City Manager. If the course(s) is not specifically job related and not in fulfillment of the requirements for a degree or certificate, reimbursement will be afforded for tuition, fees and books by the City at 100%, up to a maximum $500 per employee per fiscal year. If an employee leaves the City voluntarily in less than one yeaz following receipt of tuition reimbursement, a pro-rated reimbursement to the City will be deducted from the employee's final paycheck. Reimbursement will be afforded after successful completion of the course(s) requirements. Successful completion is defined as a "C" grade or a "Pass" on a pass-fail system. 10. WORHING CONDITIONS 10 The City will continue to operate on a 9/80 work schedule to be determined by the City Manager and Directors where afull-time work week is a work week of forty (40) hours within seven consecutive 24 hour days, also defined as one hundred sixty-eight (168) hours. Under the 9/80 work schedule, some or all employees maybe required to serve afull-time work period within 9 workdays during hours to be determined by the City Manager and Directors. Under the 9/80 work schedule, Fridays when the City is not open for business are referenced as "off-Fridays. 11. IMPLEMENTATION CITY agrees to recommend the above understanding to the City Council for ratification. Following such ratification, implementation shall be by resolution of the City Council. AGREED ON BEHALF OF THE CITY OF SARATOGA: Dave Anderson, City Manager Date AGREED ON BEHALF OF THE SARATOGA MANAGEMENT ORGANIZATION: Joan Pisani, President Date 11 MEETING DATE: ORIGINATING DEPT: SARATOGA CITY COUNCIL June 16, 2004 AGENDA ITEM: vl City Manager's Office CITY MANAG PREPARED BY: Lorie Tinfow Assist Citv Mgr. DEPT HEAD: SUBJECT: Saratoga Employee Association Memorandum of Understanding RECOMMENDED ACTIONS: Adopt the resolution approving the Saratoga Employee Association Memorandum of Understanding for July 1, 2004 through June 30, 2006, and authorize the City Manager to execute the MOU. REPORT SUMMARY: The Assistant City Manager anfd~oubh a series Dime tingseand with directionf from CityrCounc 1, t e C tytand Employee Association (SEA). g SEA have agreed to the following significant MOU changes: • The agreement will cover the 2-year period of July 1, 2004 through June 30, 2006. • Each represented employee will receive a 2% increase in salary effective July 1, 2004, and another 2% salary increase effective July 1, 2005. • The current 9/80 schedule will continue through June 30, 2006. Because agreement was reached with SEA on Wednesday, June 9, and the previous agreement was in two p s Bement, the attached agreement is that needed to be merged into one before addressing the current terms of agr provided in draft form. A final version will be presented to Council at the June 16 meeting wit any ies of the draft have been sent to the City Attorney, Human Resources Analyst and SEA modifications noted. Cop. members for final review. FISCAL IMPACTS: The two percent salary increase for SEA employees translates to approximately $50,000. The 2004-OS Budget includes this increase. ALTERNATIVE ACTIONS: Choose not to accept the agreement and direct staff to continue negotiations with new direction. FOLLOW UP ACTIONS: Staff will execute the memorandum of understanding and implement the agreement elements. ATTACHMENT: es, Employee Benefits and _ Resolution adopting the City of Saratoga Memorandum of Understanding for Wag Conditions of Employment Copy of Draft Saratoga Employee Association Memorandum of Understanding for the period July 1, 2004- June 30, 2006. 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA REVISING THE MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY AND THE SARATOGA EMPLOYEES ASSOCIATION FOR THE PERIOD JULY I, 2004 THROUGH JUNE 30, 2006 WHEREAS, the City of Saratoga, through its designated representatives and pursuant to State law, has met and conferred with the organized representative organization, the Sazatoga Employees Association (SEA), concerning proposals for modifications and changes to salaries, benefits and other matters; and WHEREAS, the representatives of the City and the SEA have reached an understanding regarding changes in salaries, benefits and other matters for the period beginning July 1, 2004, through June 30, 2006, For employees represented by SEA, all of which aze specified in a Memorandum of Understanding dated June 16, 2004; and WHEREAS, this resolution replaces various Resolutions of the City of Saratoga. This resolution is an expression of existing policy of the City of Saratoga and is subject to modification and change by the City Council from time to time. Nothing herein contained shall be construed as creating or establishing any of the provisions hereof as terms of any contract of employment extending beyond a period other than such period as during the resolution is in full force and effect. That is to say, that any employee of the City of Sazatoga during the effective period of the resolution shall have such employment rights and duties as set - forth herein only during such period of time as this resolution remains in effect, and not afterward. NOW, THEREFORE, BE IT RESOLVED that the terms and conditions of the Memorandum of Understanding, dated the 16~' of June, 2004, is hereby approved. The above and foregoing resolution was passed and adopted at a regular meeting of the City Council of Saratoga held on the 16`~ day of June, 2004, by the following vote: AYES: NOES: ABSENT: ANN WALTONSMITH, MAYOR ATTEST: Cathleen Boyer, CITY CLERK DRAFT 6/11/04 CITY OF SARATOGA MEMORANDUM OF UNDERSTANDING FOR WAGES, EMPLOYEE BENEFITS AND CONDITIONS OF EMPLOYMENT I. INTRODUCTION This Memorandum of Understanding (MOU), or "AGREEMENT", dated June 16, 2004, is between the City of Sazatoga through its designated representatives, hereinafter referred to as "CITY" and the Saratoga Employees Association (SEA), hereinafter referred to as "ASSOCIATION." This Memorandum of Understanding complies with the provisions of the Meyers-Milias- Brown Act, as contained in Section 3500, et seq., of the Government Code of the State of California in that the employer-employee representatives noted herein did meet in good faith and did reach an understanding on those matters within the scope of representation. This Memorandum of Understanding also complies with Resolution No. 509-2 relating to employer-employee relations, and Resolution No.489-2, establishing the procedure for meeting and conferring with recognized employee organizations. II. GENERAL CONDITIONS A. Personnel Rules and RegulationsBxisting Benefits Continued This Memorandum of Understanding does not propose any modifications or changes in the provisions of City Resolution 85-9.132, or of existing benefits, as amended, unless a specific reference is made herein to a modification or addition to the conditions of these regulations. B. City Council Approval City Council approval of the terms of this Memorandum of Understanding is incorporated in Resolution 85-9._ adopted on June 16, 2004. C. Total Agreement All ordinances, resolutions, administrative regulations, departmental rules and regulations, personnel policies and procedures, and management rights not specifically altered by this Agreement shall remain in full force and effect. This Agreement sets forth the full and entire understanding of the parties for the period beginning July 1, 2004, and continuing through June 3Q 2006, at which time the MOU terminates. All prior Memoranda of Understanding are superseded or terminated in their entirety. DRAFT 6/11/04 _ Except as specifically provided in this Agreement, it is agreed and understood that SEA waives its right, and agrees that the City shall not be required, to negotiate with respect to any subject or matter covered in this Agreement or with respect to any other matters within the scope of negotiations, during the term of this Agreement. The waiver of any breach, term, or condition of this Agreement by either party shall not constitute a precedent in the future enforcement of all its terms and provisions. No verbal statement or other amendments, except an amendment mutually agreed upon between the parties and in writing attached to this Agreement designated as an amendment to this Agreement, shall supersede or vary the provisions in this Agreement. D. Validity of Memorandum Should any article, section, or portion of this Agreement be held unlawful and unenforceable by any court of competent jurisdiction, the court's decision shall only apply to the specific article, section, or portion of this Agreement directly specified in the decision, and the remainder of this Agreement shall not be affected by the decision. E. City Rights The City reserves, retains, and is vested with any management rights not expressly _. granted to the Association by this Agreement. These City rights include but are not limited to the right to: 1. Determine and modify the organization of City government and its constituent work units; 2. Determine the nature, standard, levels, and mode of delivery of City services; 3. Determine the methods, means, number, and kind of personnel by which City services aze provided; 4. Determine the procedures and standards for selection for employment and promotions; 5. Establish employee performance standards including, but not limited to, quality standazds, and to require compliance with those standazds; 6. Discharge, suspend, demote, reprimand, withhold salary increases and benefits, or otherwise discipline workers in accordance with applicable laws, the Personnel Ordinance and the Personnel Rules; and 7. Relieve employees from duty because of lack of work or lack of funds, or for inability to perform the job as required, subject to the Personnel Rules and DRAFT 6/11/04 Regulations. Nothing in this Article shall relieve the City of its obligation to meet and confer on the impact of the exercise of those rights which aze mandatory subjects of bargaining under the Meyers-Milias-Brown Act. F. Salary Increase References Suspended All references to salary increases (including but not limited to merit, promotion, probation, and performance incentive) other than the 2% for FY 2004-OS and 2% for FY 2005-06 described below in Section III A are suspended and of no force and effect for the length of this agreement. III. SALARY ADMINISTRATION A. Salary Ranges and Step Increases Each SEA member shall receive a 2% salary increase effective July 1, 2004, and another 2% salary increase effective July 1, 2005. No other salary increases referenced elsewhere in this document shall be in force. The City of Sazatoga classifies all miscellaneous positions according to duties and responsibilities, and a salary range is established for each job classification. There aze twenty-six steps within each range, and new employees are customarily hired at the entry-level salary, or the "1" step of the range. Al] regular employees will be evaluated on their anniversary date and will be eligible to advance up to eight steps annually in their salary range based on overall job performance. However, a regular employee must be on the job for at least nine months during the twelve-month period preceding their anniversary date to be eligible for a performance review on their anniversary date. If a regulaz employee is not on the job for this minimum length of time, the performance review date shall be extended until such time as the employee is on the job for nine months over atwelve-month period. B. Working Out of Classification Non-management employees who aze assigned by a Department Head or the City Manager for more than fifteen (15) consecutive working days in a calendaz year to perform the essential functions of a position with a higher salary range than they are regularly assigned shall receive increased compensation of at least 5% higher than their regular compensation. Out of Class assignments are temporary and shall continue as authorized by a Department Head or City Manager, but not exceed one year. Upon completion of an out of class assignment, an employee will return to his regular job classification, salary range, and step. C. Performance Incentive Compensation DRAFT 6/11/04 Non-management employees who have remained at the top step of the same salary range for five yeazs maybe eligible fora 2.5% salary increase based on an "Above Standard" rating on their performance evaluation, effective on their anniversary date. Five yeazs after meeting the criteria for performance incentive compensation, qualified employees, that is employees who have remained at 2.5% above the top step of the same salary range may receive an additiona12.5% salary increase based on a second "Above Standard" rating on their performance evaluation, effective on their anniversary date. N. PROBATION All newly hired employees are brought into the City service under atwelve-month probationary period. During probation supervisors may evaluate employees every three months. At six months, a written evaluation will be prepared. Depending on overall performance, probationary employees may advance in their salary range up to two steps at their six-month evaluation. Upon completion of the twelve-month probationary period, a second written evaluation will be prepazed. If the employee successfully passes probation, the employee shall be granted regulaz employment status and may advance in their salary range up to an additional six steps. V. PROMOTION Promotion is the movement of an employee from one class to another class having a higher salary range. At the time an employee is promoted, he or she shall receive a minimum of 5% (five percent) salary increase. Determination of the amount of the increase will depend upon the employee's length of time in his or her current class, position in the salary range, and the date of last review. The effective date of the promotion will become the employee's new anniversary date. All promotional appointments shall be subject to a probationary period of one yeaz. During this probationary period, an employee may receive a written evaluation by his or her supervisor every three months, but no less than every six months. At the completion of a successful probationary period, the employee may advance up to eight steps in their new salary range depending on overall job performance during their probationary period. If it is determined through employee performance evaluation that an employee subject to a promotional appointment does not pass probation, the probationary employee shall be reinstated to the position from which he or she was promoted provided that position is vacant and funded. If no vacancy exists, the employee may ask to be placed on a re- employment list. VI. LAY-OFF POLICY In the event that there is an abolition of positions by the City Council due to lack of work, or of funds, an employee maybe sepazated from employment with the City. If it becomes DRAFT 6/11/04 necessary to abolish a position, due to lack of work or of funds, the employee holding the position will be laid-off or demoted without disciplinary action. To the extent possible, employees subject to layoff shall be given a minimum notice of 14 calendaz days. Layoffs will be made on a department by department basis. Layoffs shall be determined on a position basis. In the event that more than one person occupies the same classification in the same department, layoff shall be based on job knowledge, abilities, and performance history. All things being equal, the least senior employee shall be first subject to layoff. In addition to the elimination of a position, a ]ay-off can include reclassification to a position at a lower salary range, and/or a reduction in hours. An employee who is laid-off or demoted in accordance with the City's layoff policy will be kept on a re-employment list for one yeaz from the date of the layoff. This list will be used when a vacancy arises in the same or a lower class ofposition. Re-employment shall be based on seniority should more than one person in the same classification be laid off from the same department. Employees who are offered and refuse re-employment will be removed from the re-employment list. Employees re-employed in a lower class, or on a temporary basis, will continue to remain on the list for the higher position for one year. The City will extend medical insurance benefits for two months to an employee who has been laid-off. During this two-month period, the City will continue to pay the previously established contribution for the employee's medical insurance premium. The City will also pay the employee 100% of the employee's accrued leave balance up to 416 hours and 50% of any accrued leave balance greater than 416 hours as of the date of layoff. This provision only applies to laid-off employees. VII. WORKING CONDITIONS The City will continue to operate on a 9/80 work schedule to be determined by the City Manager and Directors where a full-time work week is a work week of forty (40) hours within seven consecutive 24 hour days, also defined as one hundred sixty-eight (168) hours. Under the 9/80 work schedule, some or all employees may be required to serve a full-time work period within 9 workdays during hours to be determined by the City Manager and Directors. Under the 9/80 work schedule, Fridays when the City is not open for business are referenced as "off-Fridays." Employees shall be assigned to one of the following options: A) Workweek begins at 12:01 am on Saturday and ends at 12:OOmidnight on Friday. (Accommodates non-exempt employees staying on an 8-hour/day schedule and working afternoons). B) Workweek begins at 12:Olpm on Friday and ends at 12:OOnoon on Friday. (Accommodates non-exempt employees starting at 8:OOam on the On-Fridays and all exempt employees). DRAFT 6/11/04 C) Workweek begins at 11:31am on Friday and ends at 11:30am on Friday. (Accommodates non-exempt employees starting at 7:30am on the On-Fridays). D) Workweek begins at 11:01 am on Friday and ends at 11:OOam on Friday. (Accommodates non-exempt employees starting at 7:OOam on the On-Fridays). C. Workweek begins at 10:00am on Friday and ends at 10:30am on Friday. (Accommodates non-exempt employees starting at 6:30am on the On-Ftdays)._ The work period (pay period) is the period encompassing two consecutive workweeks. VIII. FAIlt LABOR STANDARDS ACT AND OVERTIME POLICY Those employees eligible through the Fair Labor Standards Act for overtime shall receive it in the following way: (1) provide that nonexempt employees are granted the eligibility for overtime pay for time worked in excess of 11 hours in one work day or 40 hours in one work week; (2) provide that overtime compensation shall be computed at two times the employee's regular rate of pay for time worked in excess of 13 hours in one day or 60 hours in one work week; (3) provide that approved compensatory time should be used within 180 days from when it is earned and to require City Manager approval for carryover of compensatory time beyond the 180 day period. City agrees to include paid leave time taken as time worked for purposes of calculating eligibility for overtime pay for all regular non-exempt positions in the City service. All overtime is to be approved in advance and in writing by the Department Head and accepted in writing by the employee. This written confirmation is to be fumed in with the employee's time sheet for each pay period. The employee may choose to be compensated for overtime worked either by earning overtime pay or compensatory time off with the Department Head's approval. Overtime shall not be accumulated in units of less than fifteen minutes. If compensatory time is approved, it should be used within 180 days from when it is earned. The City Manager's approval is required for any employee to carry unused compensatory time beyond the 180 day period. Accumulated compensatory time may be paid off in cash at any time, at the City's discretion. Non-exempt employees shall be paid in full for any unused compensatory time upon termination. LY. CALL OUT PAY Non-exempt employees who are called out to perform work of an emergency nature are compensated at their regular rate of pay for a minimum three hours for each occurrence at one and one-half times (1.5) the hourly rate, on weekends between 6:00 P.M. Friday (or DRAFT 6/11/04 Thursday if the next day is an "off-Friday" under the City's 9/80 work schedule) and 5:59 A.M. Monday, and on holidays. Employees will be compensated from the time they leave their residence until their direct return home after being released from the assignment. A second callout while responding to the first does not restart the clock. X. STANDBY PAY Non-exempt employees and Maintenance Supervisors maybe assigned to standby duty as determined by the City Manager or Department Head. Anticipated events or seasons that would trigger standby duty include storms/storm season or period of holiday work furlough. Employees assigned to standby duty must report for duty within one hour of notification and be able to perform the duties as assigned. Employees assigned to standby duty will be issued a City pager and must respond with a telephone call. Employees are compensated $ 25.00 for each weeknight and $50.00/day for each weekend (off-Friday, Saturday, Sunday), or holiday assigned to stand-by status. XI. MEAL REIMBURSEMENT The City will provide a meal or reimburse the cost of a meal up to $ ] 0 for each employee who is required to work extended overtime or who is required to work on extended emergency call out. Meal reimbursement is available if the employee works in excess of ten (10) consecutive hours during a scheduled work day or if the employee works in excess of four (4) hours during an emergency call out. Two meals will be provided if work is required in excess of eight (8) hours during an emergency call out. XII. PRODUCTNITY/GOALS Employees and Management agree to cooperate and assist in improving productivity through assistance in developing: A. Amore positive work environment. B. Innovative techniques for improving operational activities. C. Increased accuracy. D. Methods to maximize time usage. E. More effective communication with the public and other departments. XIII. BENEFITS A. Benefits Allowance All employees receive a monthly Benefits Allowance which maybe taken in cash and/or used for health and dental insurance coverage and deferred compensation. The DRAFT 6/11/04 amount of the Benefits Allowance is based upon. the emollment status of each employee the PERS Health Program and Delta Dental Plan, and shall be equivalent to 95% of the premium of the health plan and 100% of the premium of the dental plan selected by each employee except for the PERS Care Plan. For employees who enroll in the PERS Care Plan, the Benefits Allowance shall be equivalent to 95% of the highest premium amount of the remaining health plans available to those employees based upon their enrollment status. Any employee who declines to accept coverage in the PERS Health Program, evidenced by signing a waiver form, shall receive a monthly Benefits Allowance of $118.75. Any employee who declines to accept coverage in the Delta Dental Plan, evidenced by signing a waiver form, shall receive a monthly Benefits Allowance of $25. The monthly Benefits Allowance for regular part-time employees and full time employees working less than full time will bepro-rated in proportion to the number of hours worked or accrued leave hours paid. B. Health Insurance The City contracts with the California Public Employees Retirement System for the PERS Health Benefits Program. The types of health plans currently available to City employees include statewide self-insured, fee-for-service health plans, and numerous _ health maintenance organizations. Employees may enroll in a PERS plan of their choice; however, some plans require that an employee live in a specific geographic area. The effective date of health coverage is the first day of the month following the date of enrollment. New employees have 60 calendar days from their date of hire to enroll in a health plan. In addition to the monthly Benefits Allowance, the City will pay the minimum PERS medical premium of $16 per month on behalf of all active employees enrolled in a PERS health plan. Employees who retire from the City of Saratoga and who are enrolled in a PERS- sponsored health plan at the time of separation are eligible to continue their coverage. Effective October 1, 1993, the City will contribute $1 per month towards the minimum premium for retirees. This amount will increase annually by 5% until it equals the $16 per month minimum premium for active employees. The retiree shall pay the balance of the monthly premium. The City contribution level beginning July 1, 2004 is $9.81. The City shall reimburse medical expenses of retired employees with at least twenty years of service to the City a maximum $200 monthly until eligible for Medi-Care. Employees must comply with City procedures and submit proof of expenses to receive reimbursement. If an employee has not worked full-time for at least ten of the twenty years of service, the $200 maximum medical reimbursement will bepro-rated based on DRAFT 6/11/04 the employee's full time equivalency in the last ten yeazs of service. The City has a Section 218 agreement with PERS and Social Security allowing employees hired prior to April 1, 1986, to contribute and eam qualifying credits for Medicare. D. Dental Insurance The City contracts with Delta Dental for dental insurance. Employees may choose between a dental maintenance organization and preferred provider plan. The effective date of dental coverage is the first day of the month following the date of enrollment. New employees have 60 calendaz days from their date of hire to enroll in a dental plan. E. COBRA Upon separation of employment, employees will be notified in writing of their health and dental care continuation rights. The COBRA group continuation coverage is provided through federal legislation (the Consolidated Omnibus Budget Reconciliation Act) and allows employees who are enrolled in a group health plan and/or dental and who sepazate from employment, for reasons other than gross misconduct, to continue their group coverage for 18 months (Some employees and/or their family members may be eligible for additional months of coverage). Election for COBRA coverage must be made within 60 days following notification of eligibility. COBRA Health is administered by the individual health plans. The City administers Dental COBRA. D. Deferred Compensation The City provides employees the opportunity to contribute to an IRS Section 457 deferred compensation plan. Employees may contribute up to the maximum allowed by law. Contributions may come from employee's regulaz earnings through payroll deductions, or from any unused portion of their Benefits Allowance. E. Life and Accidental Death Insurance The City provides for $50,000 of life and accidental death and dismemberment insurance for all miscellaneous employees. Coverage shall begin first day of the month following date of hire and ends date of sepazation. Employees may purchase additional life insurance for themselves and/or their dependents; however, availability of additional insurance is subject to the group carrier's requirements. F. Disability Coverage An employee on disability leave shall only be entitled to accrue annual leave within the six month period after the date of injury/illness, and only if annual leave is being used by the employee. Accrual of annual leave shall be at a rate proportional to the amount of annual leave being used by the employee. Upon exhaustion of all annual leave, DRAFT 6/11/04 employees on either disability leave or industrial injury leave shall no longer accrue annual leave. An employee on industrial injury leave shall be entitled to accrue annual leave at his/her usual rate for six months, then at a rate proportional to the amount of annual leave being used by the employee. All use of annual leave is to be scheduled in advance and approved by a supervisor except in the case of illness or other emergency. On the first day of each absence due to illness, an employee shall notify his or her immediate supervisor within 30 minutes of the beginning of the workday, and call in each successive day unless prior notice has been given that a more lengthy absence is expected. In the event that an employee is absent from work due to illness for more than five consecutive work days, the employee must file a written statement from a physician certifying that 1) the employee's condition prevents him or her from performing the duties of the position, and 2) the employee is or will be sufficiently recovered from the illness to allow return to work on a specified date. When absence is for more than two work days but less than five, an employee may be required to file a physician's certificate at the discretion of the Department Head. In all cases, the cost for the doctor's visit only (not accompanying medical treatment) as required, not covered by the employee's insurance program, will be paid by the City. - G. Section 125 Plan The City will make available to all employees the option of enrolling in a Section 125 flexible benefits plan (Cafeteria Plan). Under the plan, employees may deduct from their eaznings up to the maximum allowable amounts per calendaz yeaz for health care reimbursement and/or dependent care reimbursement. For the health care portion, these deductions allow employees to use pre-tax dollars to pay for eligible out-of-pocket expenses not covered 100% by insurance and not reimbursable by any other source. For the dependent Gaze portion, employees (and their spouses, if marred) with children may use pre-tax dollars to pay for eligible dependent caze expenses. Under the plan, employees also have the option of using pre-tax dollars, through payroll deductions, to pay for required premium contributions to City insurance plans. H. Long Term Caze Employee may purchase long term care insurance through a group benefits program administered by PERS. XIV. LEAVE A. Annual Leave to DRAFT 6/11/04 All regular and probationary employees will accrue annual leave at the following rate First 60 months of employment - 22 days (176 hours) per year 61st through 120th month - 27 days (216 hours) per year 121st month and beyond - 32 days (256 hours) per year All employees begin accruing annual leave upon hire. New employees may not use annual leave during their first six months of employment except for illnesses and other circumstances approved by their respective Department Heads. Annual leave is to be used for all time off from work except for Jury Duty and Military leave. An employee on disability leave shall only be entitled to accrue annual leave within the six month period after the date of injury/illness, and only if annual leave is being used by the employee. Accrual of annual leave shall be at a rate proportional to the amount of annual leave being used by the employee. An employee on industrial injury leave shall be entitled to accrue annual leave at his/her usual rate for six months, then at a rate proportional to the amount of annual leave being used by the employee. Upon exhaustion of all annual leave, employees on either disability leave or industrial injury leave shall no longer accrue annual leave. All use of annual leave is to be scheduled in advance and approved by a supervisor except in the case of illness or other emergency. On the first day of each absence due to illness, an employee shall notify his or her immediate supervisor within 30 minutes of the beginning of the workday, and call in each successive day unless prior notice has been given that a more lengthy absence is expected. In the event that an employee is absent from work due to illness for more than five consecutive work days, the employee must file a written statement from a physician certifying that 1) the employee's condition prevents him or her from performing the duties of the position, and 2) the employee is or will be sufficiently recovered from the illness to allow return to work on a specified date. When absence is for more than two work days but less than five, an employee maybe required to file a physician's certificate at the discretion of the Department Head. In all cases, the cost for the doctor's visit only (not accompanying medical treatment) as required, not covered by the employee's insurance progam, will be paid by the City. Leave Payout at End of Calendar Year. Each January the City will pay each employee for his/her accrued annual leave in excess of 520 hours as of December 31. Employees who have accrued annual leave in excess of 416 hours may request payment for any hours between 416 and 520 calculated based on the following length-of-service table: First 60 months of employment 50% 11 DRAFT 6/11/04 615` through 120`h month 56% 1215` month and beyond 63% In all cases, payment for accrued annual leave shall be at employee's regular rate of pay as of December 31. Leave Payout at Separation. Upon separation from the City service, employee's accrued annual leave will be paid out at the employee's regular rate of pay calculated based on the following length-of-service table: First 60 months of employment 50% 615` through 120th month 56% 12151 month and beyond 63% When an employee voluntarily resigns from employment, no annual leave maybe used between the time notice of resignation is given and the employee's last day of work unless authorized by the City Manager. Leave Payout at Retirement. Upon retirement from the City, an employee must use at least half of their accrued annual leave for the purpose of obtaining additional service credit under PERS. Employees may choose to use all of his/her accrued annual leave as sick leave for service credit. If an employee chooses to apply less than 100% ofhis/her leave toward PERS service credit, then the remaining accrued annual leave is paid out at the employee's regular rate of pay. The City shall comply with State and Federal Family Leave Laws and afford employees all the rights thereof. Family Medical leave, California Family Rights Act and Pregnancy Disability leave will run concurrent with all applicable use of accrued leave and unpaid leave of absences. B. Holidays The City observes the following paid holidays: (1) New Yeaz's Day (2) Martin Luther King's Birthday (3) President's Day (4) Memorial Day (5) Independence Day (6) Labor Day (7) Columbus Day (8) Veteran's Day (9) Thanksgiving Day (10) Day after Thanksgiving (11) Christmas Eve (12) Christmas Day January 1 3`a Monday in January 3`a Monday in February Last Monday in May July 4 15t Monday in September 2"a Monday in October November 11 4th Thursday in November Friday after Thanksgiving December 24 December 25 ~z DRAFT 6/ 11 /04 (13) New Year's Eve December 31 If a holiday falls on a Saturday, the preceding Friday will be observed. If a holiday falls on a Sunday, the following Monday will be observed. In those yeazs in which one of the Christmas and/or New Year's holidays falls on a weekend, the Friday preceding the weekend and the Monday following the weekend shall be observed as holidays. For 2004-05, observance of the New Yeaz's Day holiday currently specified to be on Monday, January 3, 2005, will be observed on Tuesday, December 28, 2004. In general, holidays shall be compensated as a regulaz day's salary. If a holiday occurs when an employee is using annual leave, the holiday will not be chazged against the employee's annual leave balance. In order to receive holiday pay, an employee must be on the payroll on the last regularly scheduled work day preceding the holiday and the first regulazly scheduled work day following the holiday with two exceptions. 1. An employee on Disability Leave shall only be entitled to receive holiday pay within the six month period after the date ofinjury/illness. If the employee is using annual leave when the holiday occurs, payment For the holiday shall be prorated to the amount of annual leave being used. If the employee is receiving Short Term Disability payments when the holiday occurs, payment for the holiday shall be at 75% of the employee's regular rate of pay. 2. An employee on Industrial Injury Leave shall be entitled to receive firll holiday pay within the six month period after the date ofinjury/illness. After six months, holiday pay shall be prorated to the amount of annual leave, if any, being used by the employee. C. Jury Duty Leave Employees who are called for jury duty continue to receive full pay and benefits for that period of absence. Fees received for jury duty will be deducted from employee's gross wages. D. Military Leave An employee in a reserve component of the armed forces of the United States is entitled to temporary military leave not to exceed 180 calendar days during any period of ordered duty for active military training. An employee who has been employed by the City for at ]east one year immediately prior to the day on which the absence begins is entitled to receive full salary and benefits during the first 30 calendar days of such temporary military leave, in addition to whatever pay is received from the federal government for training. Pay for such purposes shall not exceed 30 days in any one fiscal year. E. Industrial Injury Leave 73 DRAFT 6/11/04 This is leave for an on-the job injury or illness. Beginning on the date ofinjury/illness, the City shall pay an employee's full salary for up to the first three consecutive workdays of any absence due to any one injury or illness. In the event that such leave exceeds three consecutive workdays, the employee shall be entitled to Workers Compensation benefits as prescribed bylaw. Monies paid through a third party administrator are not reported to PERS as salary earned. In addition, the employee may use annual leave to supplement Workers Compensation benefits up to his/her full Salary. An employee On Industrial Injury Leave will continue to receive full City paid insurance benefits (medical, dental, life, and long term disability) for up to 12 months from the date of injury/illness. In the event that an employee suffers an injury or illness on the job, whether or not medical treatment is necessary, he or she must advise the supervisor at once and fill out an employee claim form. An employee must also indicate on their time card any time off taken due to an on-the job injury or illness, or for related follow-up medical appointments. Upon return to work from an Industrial Injury Leave, an employee shall provide a written statement from a doctor to his/her immediate supervisor stating that a specified number of appointments are necessary for Workers Compensation approved treatment. This shall occur before the scheduling of treatment begins. Employees shall be expected to the extent possible to schedule appointments for follow-up medical treatments so as to minimize the inconvenience to fellow employees and the impact on the employee's ability to perform his/her job. F. Maternity Leave An employee with at least six months of service may request up to one hundred twenty (120) calendar days leave of for the purpose of childbirth or postnatal care. All requests for Maternity Leave must be written and shall be made to the employee's Department Head at least one month prior to the requested date for the beginning of the absence. The request is subject to review and final approval by the City Manager. A physician shall verify the pregnancy at the City's request. The employee may elect to use annual leave during Maternity Leave. Upon return from Maternity Leave, the employee will be reinstated to the position held at the time the leave was granted. An employee on Maternity Leave will continue to receive full City paid insurance benefits (medical, dental, life, and long term disability) for the duration of Maternity Leave up to 120 days. G. Leave Without Pay It is not the policy of the City to grant leaves of absence under most circumstances. hi cases of hardship or for other good and sufficient reasons, the City Manager may grant - leaves of absence upon written request by an employee, for a period up to 90 days. The 14 DRAFT 6/11/04 employee will not accrue any annual leave while on leave without pay and the leave period will be considered as discontinuous service. During the time an employee is on leave without pay, the City may discontinue paying for insurance benefits on behalf of the employee, although the employee shall have the option to continue benefits at his/her own cost. H. Exempt Employees Exempt employees are paid on a salary basis. This ageement shall not be construed to permit or require weekly salary reductions affecting FLSA exempt employees, except as permitted under the FLSA. G. Confidential Employees The City may designate certain employees as "Confidential." Confidential employees are privy to management decisions and related confidential information regarding employer/employee relations. Employees designated as Confidential shall be restricted from representing SEA on matters within the scope of representation. Effective on the date of this agreement, employees occupying the following positions are designated as "Confidential"; Position >~ alL^t City Clerk City Manager Human Resources Analyst Administrative Services Office Specialist (Human Resources) Administrative Services Office Specialist (Payroll Clerk) Administrative Services Office Specialist (Secretary to the City Manager) City Manager XV. RETIREMENT (PERS) The City is a contracting agency of the California Public Employees Retirement System (PERS). Regular employees become members immediately upon employment and become vested after five years. The City pays the employees' required contribution (7% of employee's compensation) in addition to the City's contribution as a contracting employer. PERS law states that compensation means remunerations paid out of funds controlled by the employer. The City through its contract with PERS provides for retirement benefits including 2% at 55 (effective September 1, 1999), one yeaz final compensation, service credit at retirement for unused sick leave, survivor continuance, and 1959 survivor benefits (Leve13) if death occurs prior to retirement. In addition, the City's PERS contract allows veteran employees to purchase years of military service for retirement credit. The City maintains a Retirement Reserve Fund on its books to ensure sufficient funds exist to provide this benefit to all current employees through age 55, (i.e. for 35 yeazs or through 15 DRAFT 6/11/04 the year 2034). Funds deposited into the Retirement Reserve Fund by the City, along with all interest accruing thereto, shall belong to the City and shall be commingled with the City's investment portfolio. In October of each year, the City shall review the past and projected performance of the Retirement Reserve Fund, along with actuarial data provided by PERS, in order to determine the amount to be deposited into the Retirement Reserve Fund on July 1. By May 1 of each yeaz, the City shall report to SEA the amount of its next contribution to the Retirement Reserve Fund along with the assumptions used to determine the contribution amount. The City's PERS contract allows employees to purchase service credit for previous military service. Employees who retire from the City of Saratoga and who are enrolled in a PERS- sponsored health plan at the time of separation are eligible to continue their coverage as described in section XIII.B, above. The City shall reimburse medical expenses of retired employees with at least twenty yeazs of service to the City and who retired after July 1, 2001 in the manner described in section X1II.B, above. XVI. UNIFORM AND CLOTHING ALLOWANCES Each regulaz full-time Facility, Park and Street Maintenance employee shall receive an -- allowance of $350 (three-hundred-fifty dollazs) per fiscal yeaz for the purchase of pants and safety boots, and for uniform cleaning. Three shirts per employee per yeaz aze purchased directly by the City, in colors designated by the department head. Community Service Officers shall receive an allowance of $500 (five-hundred dollars) per fiscal yeaz for purchasing and cleaning their uniforms. Building Inspectors (including Building Official) shall receive an allowance of $150 (one-hundred-fifty dollars) per fiscal year for protective clothing. The Uniform and Clothing Allowances shall be paid on the second pay date in July. The Uniform and Clothing Allowances shall be prorated for a newly hired employee from the date of hire. Uniform and clothing allowances aze reported to PERS as salary earned XVII. TUITION REIMBURSEMENT All regulaz employees of the City who have been employed continually for at least three months prior to the commencement of an approved or required course aze eligible for the City's tuition reimbursement program. If the course(s) taken is job related or in fulfillment of the requirements for a degree or certificate, 100% reimbursement will be afforded for tuition, fees and books by the City up to a maximum of $ 1,000 per employee per fiscal yeaz. Job-relatedness will be determined by the Department Head and City Manager. tb DRAFT 6/11/04 If the course(s) is not specifically job related and not in fulfillment of the requirements for a degree or certificate, reimbursement will be afforded for tuition, fees and books by the City at 100%, up to a maximum $500 per employee per fiscal year. If an employee leaves the City voluntarily in less than one year following receipt of tuition reimbursement, apro-rated reimbursement to the City will be deducted from the employee's final paycheck. Reimbursement will be afforded after successful completion of the course(s) requirements. Successful completion is defined as a "C" grade or a "Pass" on a pass-fail system. XVIII. GRIEVANCE PROCEDURE Definition: A grievance is defined as any dispute concerning the interpretation or application of this written MOU or work related problems. A grievance may only be filed if it relates to a management interpretation or application of provisions of this Memorandum of Understanding which adversely affects an employee's wages, hours or conditions of employment. Specifically excluded from the grievance procedure are: 1. Subjects involving amendment or change of a City Council resolution, ordinance, minute order or this Memorandum of understanding. 2. Dismissal, suspension, or reduction in rank or classification. 3. Probationary dismissals. 4. Content of performance evaluations. 5. Violation, misinterpretation, or misapplication of Civil Service Rules of provision of the City Code. 6. Complaints regarding occupational health and safety or the applicable procedures for such complaints. 7. Disciplinary Actions Step 1. The grievant shall discuss his or her written grievance with his or her immediate supervisor within five (5) working days following the event upon which the grievance is based or five (5) days following the day the grievant is aware of or should have been aware of the event upon which the grievance is based. A copy of all grievances filed with the immediate supervisor shall also be filed at the same time with the City Manager. The immediate supervisor shall answer the grievance in writing within three (3) working days of the discussion with the grievant. Step 2. If the grievant is not satisfied with the decision at Step 1, or if no decision is received, the grievant may appeal the decision in writing within five (5) working days to the Department Head. 17 DRAFT 6/11/04 The Department Head will meet with the grievant within three (3) working days of his or her receipt of the grievance appeal and issue a written decision within three (3) working days of the grievance meeting. Step 3. If the grievant is not satisfied with the decision at Step 2, or if no decision is received, the grievant may appeal the decision in writing within five (5) working days to the City Manager. The City Manager will meet with the grievant within five working waorkin da r of the eipt of the grievance appeal and issue a written decision within five (5) g Ys grievance meeting. Step 4. If the grievant is not satisfied with the written decision from the City Manager, or if no decision is offered, the SEA, on behalf of the grievant, may appeal the decision in writing within ten (10) working days to the City Council. The unit member may appeaz at the hearing with an SEA representative. Upon receipt of the grievance appeal, the City Council will review the matter and resolve it by final decision that will be binding and conclusive on all concerned. The Council will exert all reasonable efforts to complete its review and inform the employee of its decision within two weeks after receipt of the appeal. XIX. SCOPE OF AGREEMENT This Memorandum of Understanding represents the entire and complete understanding reached between the representatives of the City of Saratoga and the representatives of the Saratoga Employees Association for the period designated and applies to al] positions represented by the Saratoga Employees Association. }{}{, RATIFICATION This Memorandum of Understanding is subject to ratification by a majority vote of the members of the Saratoga Employees Association. City Council adoption of Resolution No. 85-9. and ratification by the SEA will put the terms of this Memorandum into effect. Representative of the City of Saratoga: Representative of the Saratoga Employees Association: Dave Anderson, City Manager Beverly Tucker, President 18 SARATOGA CITY COU1VCl MEETING DATE: June 16, 2004 AGENDA I' ORIGINATING DEPT• City Manager's Office CITY MAN ~V ' DEPT HEAD: PREPARED BY: 1 B C• 1 rk SUBJECT: Amendment to the Council Agency Assignments RECOMMENDED ACTION: Adopt resolution. REPORT SUMMARY: The City Council reorganized on December 17, 2003, for the coming year and assignments to various committees, commissions, agencies and adhoc committees were adopted by Resolution 03-078. It is recommended that the following changes be made to the following agencies and approved by the attached resolution: Agency Councilmember Alternate Valley Transportation Authority PAC Ding-Kline Ong Silicon Valley Animal Control JPA I~kxe King Streit FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Disseminate information to Valley Transportation Authority PAC & Silicon Valley Animal Control JPA. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENT: Attachment A -Resolution .~ RESOLUTION NO. 03- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION 03-078 APPOINTING COUNCIL REPRESENTATIVES TO COMMITTEES AND AGENCIES WHEREAS, the City Council reorganized on December 17, 2003, for the coming year; and WHEREAS, representatives from the City Council serve on various committees, commission and agencies; and WHEREAS, the responsibility for representing the City Council should be shared by all its members. NOW, THEREFORE, BE IT RESOLVED that following changes be made to the Silicon Valley Animal Control JPA and the Va]ley Transportation Authority PAC. These changes expires December 2004, or until replaced. Agency Councilmember Alternate Valley Transportation Authority PAC Silicon Valley Animal Control JPA Keg-Kline Kline King Kline King Streit The above and forgoing resolution was passed and adopted by the Saratoga City Council at a regular meeting held on the 16`h day of June, 2004, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Ann Waltonsmith, Mayor ATTEST: Cathleen Boyer, City Clerk SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAG ~ cJ PREPARED BY: Lorie Tinfow DEPT HEAD: SUBJECT: City of Saratoga 2004-OS Operating Budget RECOMMENDED ACTION(S): Accept report and adopt the three attached resolutions: A Resolution of the City Council of the City of Saratoga Adopting the Operating Budget for FY2004-2005 and Establishing the City of Saratoga Appropriation Limit as Required by Article 11TH of the Constitution of the State of California ^ A Resolution of the City Council of the City of Saratoga Establishing the Fiscal Yeaz 2004- 05 Gann Limit Appropriation for the City of Saratoga ^ A Resolution of the City Council of the City of Saratoga Establishing a Schedule of Fees REPORT SUMMARY: Included with this report is the final City of Saratoga 2004-OS Operating Budget for Council consideration. This document includes all budget modifications discussed at recent study sessions including, but not limited to, the following operational and budget changes: • No funding for capital equipment, furniture, or computer replacements • Continued reduction by one (1) Traffic Officer position from the Sheriff s Office contract • Consolidation of two positions in the City Manager's office into one FTE • Continued freeze on all non-essential hiring and merit increases for employees • Elimination of two City staff FTE positions and seasonal street maintenance staff, effective July 1, 2004 • Eliminate certain consulting contracts and spring trash cleanup • Eliminate City Council and Planning Commission stipends • Increase in Sheriffs Office contract for approximately $350,000 • Use of $67,000 from the Economic Uncertainty Fund • Use of one-time funds such as the PERS reserve A more detailed summary of all budget cuts made with corresponding cost savings will be prepared and distributed at the Council meeting. FISCAL IMPACTS: The budget presented provides a balance between revenues and expenditures. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The City would enter a new fiscal year without a budget. ALTERNATIVE ACTION(S): Provide new direction to staff to prepaze a modified budget. FOLLOW UP ACTION(S): Staff will implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: ^ Copy of City of Saratoga 2004-OS Operating Budget ^ A Resolution of the City Council of the City of Saratoga Adopting the Operating Budget for FY2004-2005 and Establishing the City of Sazatoga Appropriation Limit as Required by Article IIIB of the Constitution of the State of California • A Resolution of the City Council of the City of Saratoga Establishing the Fiscal Year 2004-OS Gann Limit Appropriation for the City of Saratoga • A Resolution of the City Council of the City of Saratoga Establishing a Schedule of Fees 2 of 2 RESOLUTION NO. 04 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING THE OPERATING BUDGET FOR FY2004-2005 AND ESTABLISHING THE CITY OF SARATOGA APPROPRIATION LIMIT AS REQUIRED BY ARTICLE IIIB OF THE CONSTITUTION OF THE STATE OF CALIFORNIA WHEREAS, the City Council of the City of Saratoga held a public hearing on the proposed operating budget for FY2004-OS on May 5, 2004, and WHEREAS, the City Council of the City of Saratoga held a budget workshop on May 25"'' 2004 which was open to the public, and WHEREAS, the City Council of the City of Sazatoga held a public hearing June 16`n 2004 on the proposed operating budget for the fiscal year 2004-2005, and WHEREAS, it is the intent of the City Council of the City of Sazatoga to adopt the proposed operating budget for FY2004-2005 as amended by the City Council: NOW, THEREFORE, be it resolved by the Council of the City of Saratoga that: 1. Attachment I is an All Funds Summary of the FY2004/2005 Operating Budget for the City of Saratoga and is hereby adopted as the Operating Budget for the City of Saratoga for FY2004-05. Attachment I supports the detailed Operating Budget for FY2004-2005 which has been distributed to the City Council of the City of Sazatoga and which is available for review by the citizens of the City of Sazatoga in the office of the City Clerk. 2. Attachment II appropriates the reserve balances for the City of Saratoga for FY2004- 2005 into specific reserves. Reserves are determined by Council policy and aze not available for spending unless authorized by the Council of the City of Saratoga. Reserves, like all appropriations, lapse at the end of the fiscal year and must be re- appropriated by the City Council. BE IT FURTHER RESOLVED, that the amounts encumbered on the books of the City of Saratoga for FY2003-2004 shall be carved forward and that the City Manager and/or the Administrative Services Director are hereby authorized to take the necessazy steps to carry forward encumbrances in the various funds of the City of Saratoga. Encumbrances which are carried forward are to be reported to the City Council of the City of Saratoga no later than September 30, 2004, and, BE IT FURTHER RESOLVED, that the annual operating budget for the City of Sazatoga for FY2004-2005 may only be amended as follows: 1. Items Requiring City Council Action: a. Appropriation of reserves. b. Transfers of appropriations between funds. c. New Interfund loans or advances. d. Creation of new capital projects. e. Transactions which increase total fund budgets. E Increased staffing beyond authorized FTE positions. 2. Items Delegated to the City Manager a. Transfers between departments within funds so that the total fund budget remains the same. 3. Items Delegated to Department Directors a. Allocation of departmental appropriations to line item except for salazy and benefit appropriations. Line item changes cannot increase the total amount budgeted. BE IT FURTHER RESOLVED, that the City Manager and the Director of Administrative Services, or their appropriate designee, are hereby authorized to approve payments for goods and services received by the City of Saratoga in accordance with the City's approved budgets, programs, and policies. BE IT FURTHER RESOLVED, that this resolution shall be operational on July 1, 2004, and maybe amended from time to time by resolution of the City Council. AND BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Counci] held on the 16`h day of June, 2004, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Ann Waltonsmith, Mayor ATTEST: Cathleen Boyer, City Clerk rp m r N N w$ N Q N O N Oo ~ O N O O N O O C O O N$ O g~~ N O O N1~lppO Orje N N ~ OIrd N l < r Gm rl I m V p b m O m~ ~ N L O w y ~pp m y m ~ oN app y~ g y N N ~fl fi n N m ~ ~ '' P W m w O, m t pi, rO A C ~ l! CI lh m, CC N N ~' W, ' N p Q O 1 p ~. F ~ l ~p y N W`O N mrNj000 ~ ~ p OY N (spy O W pp1 pq1 ONOOOM Ol ~1 N m Q i ~?mWm w ~+ I r mI ~ ~'~ ~ N ~ 1 w~ m~~m O ~ ol T ll p N d ~p Oo0 Oo000v 01 xl Z] Ool OI OI OI 0000 I l ~ Q O. W m N M W r trV w dL '~ 6 p 6 F Q Om V ~ m y ~pp~ m pp O w m N O ~ r ~ ~ ~ W b N N w O O O I O I m O I O g O O I m m0 S N ~ N , l. 1 ~ l Q l l N O ry y ~ 1~1N O ry N N CI T m ~ O ~ 0 vi T n O e~ b~ r r L+ zC ' m N m p L 6 g~ N oa a r 1~ E Ip IpmrNNmpO W 8 N ~NrbO QI OmNN N a O~ ~d NJ m A q = NwO mOe ~~0, O ° ~ O d N O a I O NQ w N 9 y f'1 w ~~~ r m ~ W' c i m l N n ~ ~ $ m i mp f0 q N I 1~ CS f'1 y N yp~ C > Q ` p N p LL _ A ~ O Q ~ OI OI OI OI O O O~ o OI r m ~e ~+ m 000000 Om NOr "a n N o f W v $ -I ~ ~ , b f -l n m >O ~~ S p r ~ f T f w ~ Z C A O C E d u x A ~C~ O of bNOOOOI o ~ OSp yip 8 pS O1 fOmY000 N m V N , y bell IOI N ~ ~I m $~ n l , q , y + ~~m gir omb~m a ~ mm mm c $ i , e E ~ wrc n m m o e r N n o 0 0 0l Nr N 8 m m m N m m m ^' rWOw~w ro N e, ° vi, ~ y n y ~ ~^ O r m W N y w O ~ OHO m~ t m n ~ I ~I W W mm m~` O ai m L A~ ty~l m rrm ~ N m m n i O O <m7 $ p 9 ~! WLL N 9 ~ m c ~ N A d u ~ ~ y S y a d ~ ~ i 'u o y O E ~' 'o ~,N2' c ~ z & y Z E ~d w y y 2< ~_ O_O L V LL L Z O O ~ LL L L G Q Xy d !! LL ^a IL d ~ p 9 W E 3 q F N ~L q J O U LL L U Cy ~ ? W LL Z 2 N ~y~ 0 d Y Q ~ W O R % 6 A E W C U 6'r rn N i y U O 2 S j ~C~dFd~C~- V ~ y U U W U $ N O W ~ w K OI n LL C I/, W O y tE Q C OI'L N d K y A LL~ ~ ~~ W J C Q OI U q~ L L_ y q Q O J LL d N H O O~ A y_ d J y 9 d~ m {E{L~I Cyy A U d > A~ O f J A QE F 11 G ~ A y L F ty R' d L ` y E~ A~ W N t' ~ CN y ~ O d y V p W SC'Fli l- F 6-J .- W J Zr ~JU2dO.p Z C w d NJO W U a Q U ~ _ ~ U' U' y ^~ O~ y b y N N ry N N N A M e y ~ fOr`1 M^^ W 9` O 7 ~ LL Z Attachment II City of Saratoga Schedule of Appropriated Reserves Fiscal Year 2004-2005 Fund Reserve Nbr. Fund Aaarooriated Reserve Amount OOt General Fund Unrealized Investment Gains 45,000 Reserve for Petty Cash 300 Operations 2,462,935 Economic Uncertainty 1,382,988 Unobligated Reserve 172.755 Total General Fund Reserves 4 063.978 100 COPS Sup. Law Enforcement Unobligated Reserve 191.119 110 Traffic Safety Unobligated Reserve 326.515 180 Landscape/Lighting District Unobligated Reserve 62 692 250 Development Services Unobligated Reserve 754.826 260 Environmental Programs Unobligated Reserve 673.984 270 Housing & Community Dev. Unobligated Reserve 8y3 293 Theater Ticket Surcharge Unobligated Reserve 335 310 Park Development Unobligated Reserve 9800 320 Library Expansion Unobligated Reserve 981.431 400 Library Bond Debt Service Reserve for Debt Service 837.066 502 Technology Replacement Unobligated Reserve 128.198 420 Leonard Road Debt Service Reserve for Debt Service 15.012 720 C.A. TV Trust Fund Unobligated Reserve 65.609 990 Saratoga Pub. Fin. Agency Unobligated Reserve 199.378 Total Reserves----All Funds 8,472,806 RESOLUTION N0.04 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING THE FISCAL YEAR 2004-OS GANN LIMIT APPROPRIATION FOR THE CITY OF SARATOGA WHEREAS, the City of Saratoga has established its Base Year appropriation limit as $5,961,747 in FY1978-79, and WHEREAS, the cumulative changes to population and to the California per capita personal income since the Base Year established the revised Proposition 111 Fiscal Year 2003- 2004 Appropriation Limit as $23,694,794, and WHEREAS, to the best of the City'sknowledge and belief, the State Department of Finance figures provided to the City in response to Proposition 111 passed by the voters in June 1990, reflect the appropriate statistics relevant to the calculation of the Fiscal Year 2004-OS Appropriation Limit, which includes a: • Population adjustments for the year ended December 31, 2003 equal to 0%, and a • Per Capital change in California personal income determined for FY2004-OS equal to 3.28%. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that, based on the foregoing figures and the provisions of Article XIIIB of the Constitution of the State of California, the following figure accurately represents the Fiscal Year 2004-OS Appropriation Limit for the City of Saratoga: $24,471,983 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 16`h day of June, 2004, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Ann Waltonsmith, Mayor ATTEST: Cathleen Boyer, City Clerk CITY OF SARATOGA Gann Limit Appropriation Fiscal Year Population Change Personal Income Change Gann Limit %Change 1978 - 79 BASE YEAR $5,961,747 1979 - 80 -0.87% 10.17% $6,510,915 9.21% 1980 - 81 1.54% 12.11% $7,411,797 13.84% 1981 - 82 0.19% 9.12% $8,103,119 9.33% 1982 - 83 1.88% 6.79% $8,816,004 8.80% 1983 - 84 0.15% 2.35% $9,036,715 2.50% 1984 - 85 0.10% 4.74% $9,474,520 4.84% 1985 - 86 -0.73% 3.74% $9,757,116 2.98% 1986 - 87 0.16% 2.30% $9,997,500 2.46% 1987 - 88 0.63% 3.47% $10,409,583 4.12% 1988 - 89 1.19% 4.66% $11,024,317 5.91% 1989 - 90 1.33% 5.19% $11,750,712 6.59% 1990 - 91 1.35% 4.21 % $12,410,730 5.62% 1991 - 92 1.31% 4.14% $13,093,845 5.50% 1992 - 93 1.48% -0.64% $13,202,594 0.83% 1993 - 94 1.71 % 2.72% $13,793,609 4.48% 1994-95 1.60% 0.71% $14,113,809 2.32% 1995 - 96 3.30% 4.72% $15,267,720 8.18% 1996 - 97 1.08% 4.67% $16,153,314 5.80% 1997 - 98 2.89% 4.67% $17,396,306 7.69% 1gg$ _ gg 2.12% 4.15% $18,502,359 6.36% 1999 - 00 1.73% 4.53% $19,675,107 6.34% 2000 - 01 1.63% 4.91 % $20,977,606 6.62% 2001 - 02 1.47% 7.82% $22,950,540 9.40% 2002 - 03 1.91% -1.27% $23,092,833 0.62% 2003 - 04 0.29% 2.31 % $23,694,794 2.61 2004 05 0.00% 3.28% $24,471,983 3.17% Recalculated under Proposition 111 as passed by the voters in June 1990. Source for revised CPI and population growth: State Department of Finance, Demographic Research Unit. As a result of the Proposition 111 audit, this calculation has been corrected for 1992-93 forward to reflect greater of County or City population change. RESOLUTION NO. 04 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE CITY OF SARATOGA ESTABLISHING A SCHEDULE OF FEES WHEREAS, the City Council reviewed the proposed operating budget for Fiscal Year 2004-OS at a duly advertised public hearing and took cognizance of all testimony presented, both oral and written, at its regularly scheduled meting of June 16, 2004, and WHEREAS, the City Council annually adopts a resolution that establishes the fee schedule for the ensuing fiscal year, NOW, THEREFORE, be it resolved by the City Council of the City of Saratoga as follows: Section 1: The fees set forth in the attached exhibit "A" are hereby established pursuant to the Saratoga City Code and shall be paid to or collected by the City for each of the applications, permits, extensions, renewals, services or other matters enumerated therein. No application shall be deemed filed or complete until al] required fees have been paid in full to the City. Section 2: Resolution Number 03-035 and all amendments thereto are hereby _ repealed in their entirety, it being the intent of the City Council that the fee schedule adopted by this Resolution shall supersede all prior schedules pertaining to the same subject matter. Section 3: This Resolution shall become effective on July 1, 2004, and shall be applicable to all fees and deposits which are payable to the City from and after the effective date hereof. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 16`h day of June, 2004, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Ann Waltonsmith, Mayor ATTEST: Cathleen Boyer, City Clerk Exhiblt'A' -05.030(a) §4-05.130 §4-06.020 §4-06.030 §4-06.040 §4-06.050 §4-06.060 §4-06.070 §4-06.080 §4-06.090 &4-06.720 Appeals to City Council Filing fee Business Licenses Standard business license fee Duplicate license (ee Jukebox License fee Amusement Device License fee Theatdcal Pertormance License fee Carnival Circus License fee Contractors/subcontractors License fee Delivery Services License fee Escort Services or Bureaus License fee Handbill Distribution License fee Home Occupation License fee Commercial Photography License fee MoviesNideos on city property MoviesNideos on other property Still photography on city property Still photography on other property Property Leasing, Commerc License fee Vending Machines License fee $100 if no public hearing $200 if public hearing required $100, plus $10 per employee State wntractor $45 $10 $50 perjukebox $50 per device $10 per pertormance $100 per year $250 per day $45 plus 15 % of permit fee $100 per business $500 plus $100 per employee $25 per day $100 per owupation $500 per day $250 per day $50 per day $25 per day $100 plus $3 per 1000 sq. ft. gross leasable space in excess of 5,000 sq. ft. to a maximum of 72,000 sq. ft. Cost of $0.25 or less - $25 per machine Cost of $0.26 to $1.00 - $45 per machine Cost of $0.26 to $2.00 - $55 per machine Cost of $0.26 to $3.00 - $65 per machine Cost of $0.26 to over $3.00 - $75 per machine §4.06.130 §4-06.140 §4.10.020(c) §4-20.050 §4-20.090 §4.30.030(b) §4.30.060 §4-35.070 Property Leasing, Residentit License fee All other business License fee Fairs, carnivals Permit application fee Card games Permit application fee Public dances Permit application fee Public dances Permit renewal fee Private patrols Permit application fee Private patrols Employee application fee Private patrols Permit renewal tee Firearms Application (ee for permit to sell Firearms Permit renewal fee Secondhand dealers Permit application fee Secondhantl dealers Permit renewal fee Taxicabs Certificate application fee $100 plus $5/unit over 4 to a maximum of 40 units $100 per business plus $10 per employee to maximum of $300 $100 $1,250 $1,500 $1,500 $200 $50 $100 $300 $150 $300 $150 $300 Exhibit"A' TY CIF T('~ A e EE SC ~ LE ~ Effeetfve Jul 1 2404 "Cf;?D * E ~, .N ~ ., ., ,, E ~ FEED y5¢R ICtM 2Q OS ~ F4.50.030(b) Peddlers & solicitors Permit application fee $100 One solicitor 2.5 solicitors $150 6-10 $250 11.20 " $300 21 + $350 Photo I.D. fee $25 per badge §4-50.060 Peddlers & solicitors Permit renewal fee $50 One solicitor 2-5 solicitors $75 6-10 $125 11-20 " $150 21 + $175 Photo I.D. fee $25 per badge §4-55.050(c) Massage establishments Permit application fee $750 Permit for managing employee $350 Permit for massage practitioner $350 Examination fee As set by Examiner Background investigation/finger prints As set by Sheriff §4.55.080(t)(1) Massage establishments AppPe l he as $500 r den als Permit suspensionslrevocations $1,500 §4-55.090(e) Massage establishments Annual permit renewal, managing $175 employee Annual permit renewal, practitioner $175 Section 4-60.050(b) Motion Picture Filming Permit application fee $500 coon 4-65.030(5)(b) Recyclers Permit application fee $300 ~ecdon 4-65.060 Recyclers Permit renewal fee $150 §4-80.050(b) Valet Parking Permit Application Fee $300 §7-05.200 Garbage disposal charge Lien administrative $100 §7-05.210 Garbage disposal charge Special assessment $50 §9.40.080(b) Trucks Single Permit $25 $100 §9-40.080(b) Trucks Annual Permit §9-45.040 Off-street vehicles Permit application fee $125 $250 §9-55.060 Abandoned vehicles Administrative fee for removal §10-10.030(c) Special events Permit application fee $100 §10-15.020(a) Pipes, drains & conduits Permit application fee $300 Utility service connections $250 Routine O 8 M work by $500 utility agencies Major repairs or capital $500 plus 1.5 % of estimated improvements by utility project valuation. agencies EXhibk'A' 210(e) §7.20 Kee in of Animals or Fowl Permit p g $52 per permit $45 . ~-20.210(a) permit Application Fee Beekeeping Permit $52 per permit 20.230 210(e) §7.20 Animal Facilities Permit Pet shop, commercial kennel, pet erie l $240 per year . , menag grooming parlor, anima animal shelter or horse establishment Private Kennel $120 per year §7-20.210(9) Late Renewal Penalty $20 §7.20.200(c) Dog License S a /Neutered p Y I yr/$15, 3 yrs/$39 1 yr/$32, 3 yrs/$90 No §7-20.200(c) Cat License SpaylNeutered 1 yr/$7, 3 yrs/$18 1 yr/$19, 3 yrs/$55 No §7-20.200 Late Penalty Delinquent Penalty for Licensing $15 §7-20.200(h) License Tags Replacement Tags Dogs & Cats $4 Dangerous Animal Permit Fees (other than vicious dog) $400 Permit Fee Application Fee $100 Late Fee $35 Class I or Class II Special Dog Permit Fees Application Fee $45 Permit Fee $225 per year Late registration Fee $35 Late Renewal Fee $35 Class I Special (dangerous) Dog Sign $55 Class I or Class II Special Dog Permit $61 Inspection Fee §7-20.110(e) Im ound Fees p Dogs -unlicensed Dogs -licensed $42 $32 Cats -unlicensed $26 Cats -licensed $20 Small Animal: $15 misc. small animal other than dogs, cats or livestock Small Livestock Minimum $25 each, plus hauling costs (e.g. horse cow pig sheep or goat) weighing less than 150 pounds Minimum $50 each, plus hauling costs Large Livestock (e.g. horse cow pig sheep or goat) weighing at least 150 pounds Boarding Fees $15 Dogs $10 Cats Small livestock (under 150 pounds) Actual costs; minimum $15 per day Large livestock (at least 150 pounds) Actual costs; minimum $20 per day Other animals (rabbit, tovA, etc.) $7 per day §7-20.100 Animal Adoption Fees Dog -Standard Adoption $105 Dog -Second Adoption $75 Adoption of second tlog adopted a t in conjunction with first dog Senior Dog -over 6 years in age $55 Senior Citizen Dog Adoption Fee $25 Animal over 3 but not more than 6 years of age Exhibit'A" f IbF T©G ~ F 'E''S . E t11.E': Effective J I 7 20OA N¢ , ., . ° .Et . BJ - FEE DESCRIP710 .. 20 ... , Adoat, . '. Cat -Standard Adoption $75 Cat -Second adoption $50 Senior Cat $30 Senior Citizen Cat $15 Rabbits $20 Guinea Pigs $10 Chickens/DuckslMisc Small Animals $20 Hamsters/Rats/Mice $5 Owner Surrender Fees Dogs/Cats surtendered at Shelter: Live licensed animal $10 per animal Live unlicensed animal $30 per animal Unweaned litter w/out an adult animal $15 Unweaned litter with licensed $20 adult animal Unweaned litter with unlicensed $30 adult animal Weaned litter under four months of age $5 per animal not to exceed $30 for the entire litter Dogs/Cats surtendered in Field: No special handling tee $50 per trip Special handling fee chargetl $85 per trip Small animal surrendered at shelter $5 per animal other than dog or cat Livestock (weighing untler 150) $15 per animal Sumentlered at shelter Livestock (weighing at least 150) $100 per animal Surrendered at shelter or in Field §7-20.160 Quarantine Fees -Rabies Dog -Home $42 Dog -Sheller $20 per day, plus impountl fees and applicable penalties Cat -Home $42 Cat -Shelter $10 per day, plus impound tees and applicable penalties Lab Exam Fluorescent rabies antibody exam, $25 tees charged when testing low risk animals (hamsters, rabbits, etc.) Euthanasia Fees Dogs and Cats at Shelter Licensed $15 Unlicensed $15 plus disposal fee Dogs and Cats in Field Licensed $25 Unlicensed $25 plus disposal fee Disposal Fee • Dead Animal Licensed tlog or cat $0 Dead animal other than licensed tlog $10 or cat Emergency Veterinary Care Services Actual cost Dangerous Animal Permit Limited engagements or short events $300 Request for Information Form Not Notarized $5 Notarized $20 Vaccination/Medication Fees Actual cost Special Services Actual labor costs plus overhead Exhibil'A" G1TY ID,F SARA'OGA - F E $ ED LE - Effec 've J 1 1 -2p04 CORE REFE..E. F. ::$S18J T .: FEE DE$C, IPTa ': 2 0,~ , .' .' ~ : ,~ 080(a) Permanent Encroachments Permit application fee F10-20 l o t re8~n . Use of Ciry Right of Way per va ue t assessed square foot of the area covered _. by the permit, whichever is greatest. Encroachment permits $50 per annual for real estate Open House Signs for each real estate office Resident Non-resident §11-10.020(c) Congress Springs Park Little League Diamond $zs/nr $ao/hr $40/hr Pony League Diamond $25/hr Soccer Field $25/hr $40/hr Concession Stand Picnic Area with Barbeque $45/day $60/day ' Future consideration based on working baseball/soccer agreements Wildwood Park Picnic Area With Barbeque $45/day $60/day $55/day Stage $45/day $Smr $15/hr Horseshoe Pit Sand Volleyball Court $10/hr $15/hr Fundraisers $500ldaily $600/tlaily plus wages & overhead for one staff if more than 500 persons EI Quito Park Picnic Area With Barbeque (L) $45/tlay $60/day $50/day Picnic Area With Barbeque (S) $35/day Softball Diamond $25/hr $40/hr Turf Field $25/hr $40/hr Horseshoe Pit $5/hr $15/hr Sand Volleyball Court (1) $10/hr $15/hr Kevin Moran Park Picnic Area With Barbeque $35/day $50/day $15/hr Gress Volleyball Court (1) $10/hr Azule Park Tennis Court (1) Picnic Area With Barbeque (3) $10/hr $35lday $25/hr $50/day Grass Volleyball Coun $10/hr $15Ihr $15/hr Horseshoe Pit $5/hr Brookglen Park Half Court basketball Court $10/hr $25/hr $50/ tlay Picnic Area With Barbeque (t) $35/ day Gardiner Park Picnic Area With Barbeque $35/ day $50/day Beauchamps Park Tennis Court (2) $10/hr $25/hr Na n/a Bellgrove Heritage Orchartl n/a Na n/a n/a Foothill Park Ravenswood Park n/a n/a nla n/a Historical Park Refundable Security/Damage ., Processing Fee (all parks) " Future consideration to process paperwork Ezhibit'A" 1 . ? 7c1GPa-FEE'SaHEbU Er-EHectiveJul 1 2 u4 pj~i~ Ef E ~,E t' ' R ~ a; ~ ! :FEE peSG.RIPTI4N 2op41p5'Atl. ~' :'' North Campus nanurnaieuvv o~~y ~e~y= ~.,.... ~. .._..... Community Center Multipurpose Rm w/kitchen $105/Hr. Senior Center Rm w/kitchen $90/Hr. Patio Rm $50/Hr. Arts & Crafts Rm $45/Hr. Dance Studio $45/Hr. Conference Rm $20/Hr. Garden Patio $200/Day (available only when renting a room w/kitchen) RESIDENTS - 10% DISCOUNT Wamer Hutton House House $70/Hr. Wamer Hutton House Gartlen, Palio 8 Gazebo $70/Hr. House 8 Garden $105/Hr. RESIDENTS • 10°/ DISCOUNT Reservationlsecurity tleposit $300 Processing Fee $25 Non-ProOt Organizations Any facility 50°/ Discount of hourly rate Community Garden Plot Water Usage Charge(annual) $75 residents only Standard Fee(annual) $35 residents only Senior Fee(annual) $25 residents only Blaney Plaza Banner Fee $200/wk residents only Civic Theater Surcharge (effective 9/1/95) $1.00 per ticket sold Civic Theater Rehearsals $105/day Civic Theater Pertormances $300/day Partial use of stage $100/per hour Move in/move out $50/day Informal rehearsals $50/day §13-25.010 Heritage preservation Application for designation No charge Permit application fee No charge Appeal fee No charge Measure G Application for election to No charge amend the General Plan. Exhibit'A' CALIFORNIA STATE GOVERNMENT CODE 66014: Local Agency Fees Reproduction and subscription fees Not to exceed the estimated amount required to provide the service for which tee is levied as pedotlically - determined by the Finance Director. SUBDIVISION AND ZONING REGULATIONS CITY CODE -CHAPTERS 14, 15 Pursuant to Sections 14-05.050 and 15-05.070 of [he City Code, the following fees and deposits are established for the applications, permits, extensions, renewals, services and other matters enumerated below. The fees are based on estimated costs to the City to process these various applications. In addition to the payment of the fees established herein the applicant shall hold the City harmless from all costs and expenses, including attorney's fees, incured by City or held to be the liability of City in connection with City's defense of its actions in any proceeding brought in any State or Fede21 court challenging the City's actions with respect to the applicant's project. Section 14-05.050(a)(3) Environmental review: Section 15-05.070 Department of Fish and Game EAR Fee per AB 3158 Environmental assessment fee Department of Fish and Game Negative Declaration Fee Environmental impact report administrative tee Monitoring of mitigation measures Section 14-05.050(b) Traffic and economic studies/ Section 15-05.070 other special reports or studies: Administrative fee Section 14-05.0550(b) Horticultural review: Section 15-05.070 Administmtive tee Deposit for Horticultural review: Tree appeal Horticultural review Section 14-05.050 Application for tentative Map subdivision approval: Less than 10 lots 10 or more lots Subdivision Final Map Section 14-05.050(a)(1( Park development foe: Section 14-05.050 Application for lot line adjustment: Section 14-05.050 Application for merger of parcels: Section 14-05.050 Application for reversion to acreage: $875 DFG + $25 City. $1,5001nitial deposit $1,250 DFG, $25 City Actual cost charged by consultants, plus a 10°h surcharge for staff analysis and a 250 surcharge for City's indirect costs. As specified in project approval or agreement with developer. Actual cost chargetl by consultants plus a 10% surcharge for staff analysis and a 25°/ surcharge for City's indirect costs. Actual cost charged by the City Horticultural Consultant plus a 10% surcharge for staff analysis and a 25% surcharge for City's indirect costs. $1,000 or as determined by the Community Development Director. $500 $5,000 initial deposit $5,000 initial deposit plus $150 for each lot over 10 $1,000 initial deposit $20,700 [Formula: 1990 Census 2.76 per household X (5 acres/1000 Res.X $1,500,000 acre)]. $500 deposit $500 deposit $500 deposit ExhibR "A" I"Pfj'~6~117('tGA PEE SaHEbULE~EHec~lve JuIY 1 2004 ' SEP NC s4te.i X41 . T nu 2oau s told Section 75-05.070 Application for design review approval: c~ tnn , ir,~i ~ecc_ it ,,,,,y,o-,a,,..,~.,.,.... _..__-_._ (addition to-including demo. antl new construction) Single-family main structure $3,500 initial deposit (new construction-vacant lot) Multiple-family or non•resitlential main $3,500 initial deposit structure (addition to-including demo. and new construction) Multiple-family or non-residential $5,000 initial deposit main structure (new construction-vacant lot) Accessory structure $1,500 initial deposit Atlministretive design review $1.500 initial deposit Over the counter design review $500 Section 15-05.070 Application for use permit: Conditionally permitted land use $2,500 initial deposit (no new construction) Conditionally permitted land use $3,500 initial deposit (addition to-including demo. and new constmction) Conditionally permitted land use $5,000 initial deposit (new construction-vacant lot) Second unit-Planning Commission $2,500 initial deposit approval Second unit-administrative $500 initial deposit approval Accessory structure or use $1,500 initial deposit Temporary use -Planning Commissio n $500 initial deposit approval Temporary use -administrative $200 initial deposit approval ction 15-05.070 Application for approval of accessory $500 initial deposit structure by Community Development Director Section 15-05.070 Application for variance: Accessory structure or use $1,500 initial deposit Single family main structure $2,500 initial deposit (addition to-including demo. and new construction) Single family main structure $3,500 initial deposit (new constmction-vacant lot) Multiple-family or non-residential $3,500 initial deposit main structure (addition to-including demo. and new construction) Multiple-family or non-residential $5,000 initial deposit main structure (new construction-vacant lot) Tentative subdivision map $5,000 initial deposit Section 15-05.070 Application for sign permit: Permits issued by staff $100 Permits issued by Planning Commission single tenant $500 multiple tenant $1,500 Section 15-05.070 Application for approval $100 satellite dish antenna Exhibit'A' CITY f?F SARATQGA • FEE'SCME ULE:-Effie 've Jul 1 2Q, 4 CORE REFEREMGE ;$U ` E6~~. - -FEE DES~iRIPTICl14 . 2U©M .$.Pd Section 15.05.070 Appucehon ror storage pemm coon 15-05.070 Application for soundwall permit Section 15-05.070 Application for fencing enclosure exception approval permit Section 15-05.070 Application for construction trailer permit Section 15-05.070 Application for Tree Removal Section 15-05.070 General Plan Amendment Section 15-05.070 General Plan Amendment Requiring Election Section 15-05.070 Zoning Ordinance Amendment Section 15-05.070 Annexation: Waiver request Exempt from LAFCO review Subject to LAFCO review $500 $1,500 $100 $50 $3,500 initial deposit $3,500 initial tleposit plus vests of election as determined by the City Clerk per Res. 96-28 to be deposited vrith the request for election. $3,500 initial deposit $500 $5,000 deposit $5,000 plus LAFCO tee Section 15-05.070 Modification of approved application $1,500 Section 15-05.070 Extension of approved application $1,500 Section 15-05.070 Request for continuance $250 for second and each additional request. Document storage fee: Administrative file $100 Public hearing file $250 ;tion 15-05.070 Off-Site improvements revie Administrative Fee $500 erection 15-90.030 Appeals: Appeals from administrative decisions $250 to Planning Commission per Section 15.90.010. Appeals from Planning Commission $250 to City Council per Section 15-90.020. Additional fees: In the event additional application processing services by the City are required by reason of changes, modifications, additions, errors, omissions, or discrepancies occasionetl by the applicant or his/her agents or representatives, the applicant shall pay an additional fee equal to the actual cost to the City of performing the additional services, as determined by the Community Development Director. Exhibit "A• -oection 14-05.050(a)(5) Geotechnical Review: Section 15-05.070 Administrative fee Actual cost charged by the City Geotechnical Consultant plus a $500 fee for engineering staff work plus a 25% surcharge for City's indirect costs. Deposit $3,500 for the first lot plus $500 for each additional lot up to a maximum of $10,000, or a greater amount as determined by the Public Works Director. Section 14-05.050(a)(5) Map checking fee: Parcel map, subdivision map, Actual cost charged by City Surveyor reversion to acreage, amended maps, plus a 25% surcharge for City's indirect administrative fee vests plus $500 for the first lot plus $100 for each additional lot for each additional lot for engineedng staff work. Section 14-05.050 Certificate of Compliance $500 for engineedng staff work plus actual cost charged by City Surveyor plus a 25% surcharge for City's indirect costs. Section 14-05.050(a)(5) Improvement Plan check fee': First $50,000 of estimated $2,500 minimum or 5 % of estimated construction vest vest, Next $50,000 of estimated plus 4 % of estimated cost, construction vest plus Additional estimated construction 3°/ of estimated cost. vest over $100,000 'The estimated construction cost shall be determined by the Public Works Director and shall be exclusive of the cost to constmct public utility facilities if another public utility agency is collecting similar fees for such facilities. Section 14-05.050(a)(7) Inspection fee for Subdivision and Building Site Improvements Section 14-50.060 (c)(5 Lot line Adjustment engineering fee Two times the Improvement Plan Check Fee. Actual cost charted by City Surveyor plus a 25 % surcharge for City's indirect costs plus $250 for the first lot plus $50 for each additional lot (or engineering staff work. Additional fees: In the event map check, plan checking, or inspection services by the City are required by reason of changes, modifications, additions, errors, omissions, or discrepancies occasioned by the applicant or his agents or representatives, the applicant shall pay an atltlitional fee equal to the actual cost to the Ciry of performing the additional services, as determined by the Public Works Director. Exnibil "A' .-_ ursuant to Section 16-05.030 of the City Code, the following fees and deposits are established for applications, permits, extensions, renewals, services and other matters enumerated below: Section t6-05.030 Occupancy Inspections: $165 Section 16-05.030 Building Permits Total Valuation Building permit fee' $35 Minimum) $1 to $2,000 $2,001 to $25,000 $57 for the first $2,000 plus $12 for each additional $1,000 or fraction thereof, to and including $25,000 $25,001 to $50,000 c 0 o33 p 2 o tio or tra n ( o00 $1 each addtonal thereof, to and including $50,000 $50,001 to $100,000 $ 53 0 p f o or fraction 0 O each add t pool $1 thereof, to and including $100,000 $100,001 to $500,000 0 i ~ 2 $ ,000 or fraction $ each addtonal or thereof, to and including $500,000 $500,001 to $1,000,000 $3 808 s ~ $ r ~ : or OOO bnal $ dd each a o traction thereof, to and including $1,000,000 $1,000,000 and up 1 $ 0 g t o ~ or 00 bnal $t each add 50 or 2 fraction thereof `Plan Check Fee shall be 65% of the Building Permit Fee Section i6-05.030 Plumbing permits Tvoe of oroiect Permit tee` Water Heater Replacement $35 New Single Family Dwelling $.10/S.F. (Minimum $62) Commercial/Professional $.10/S.F. (Minimum $62) Institutions, Multiple Resitlential $.10/S.F. (Minimum $62) Additions of more than 1,000 S.F. $.10/S.F. (Minimum $62) Additions of less than 1,000 S.F. $62 Remodels, residential $62 (no adtled sq.ft.) Remodels, commercial $62 Swimming Pools, spas, hot tubs $62 (with pump and heater) Miscellaneous Structures $62 Miscellaneous permits without $62 associated building permit `Plan Check Fee shall be 25% of permit fee exnl6n •A• tT~f= .S.. ' T A,F S= PULE•EiTectlveJul 1 2 94 ' . C ~' ~.e., . . .,. i " `:, S FEE DESGRIP'TI 004/05 Ad9p' " 'action 16-06.030 Heating and air conditioning Tvoe of Project permit Fee' permits New single family dwelling $.1OIS.F. (Minimum $62) Commemial/Professional $.10/S.F. (Minimum $62) Institutional, Multiple Residential $.10/S.F. (Minimum $62) Additions of less than 2500 S.F. $62 Additions of more than 2500 S.F. $.10/S.F. (Minimum $62) Remodels, residential $.10/S. F. (Minimum $62) Remodels, Commemial $.10/S.F. (Minimum $62) Miscellaneous structures $.10/S.F. (Minimum $62) Miscellaneous permits without $62 associated building permit 'Plan Check Fee shall be 26% of permit fee Section 16-06.030 Electrical permits Tvoe of Proiect Permit fee' Single family dwelling $.10/S.F. (Minimum $62) Commemial/Professional $.10/S.F. (Minimum $62) Institutional, Multiple Residential $.10/S.F. (Minimum $62) Additions less than 1000 S.F. $62 - Additions more than 1000 S.F. $.10/S.F. (Minimum $62) Remodels, residential $62 Remodels, commercial $62 Swimming pools, spas, hot tubs $62 (with pump and heater) Miscellaneous structures $62 Miscellaneous permits without $62 associated building permit 'Plan Check Fee shall be 26°k of permit tee Section 16-05.030 Grading permit Quantity (Total Cut and Fill1 Permit fee' 100 cubic yards or less $500 over 100 cubic yards $300 for the first 100 cubic yards plus $100 for each additional 100 cubic yartls or fraction thereof Section i6.05.030 Grading Plan Check Fee: $500 exnioa •A• CITY OF SARAT A-FEES HEbU,L -Effective JU1 1 +~. dA ~ ~ ~~ ODE RE ERE CE Si7&1 F€E D SCR R ~ ~ ~S~ ,aya 8 1/2" x 11" or 14" (+) documents $.75 for each page 18" x 24" (+) plans $2.00 for each page Section 16-05.030 Energy calculation review fe~ Tvoe of oroiect Fee Addition to residential building $200 New residential structure $300 Addition to non-residential building $300 New non-residential structure $300 Application for moving permit $100 Section i6-05.030 Other Inspection Fees: Inspections outside of normal $80 per hour business hours (minimum charge one hour) Re-inspection fees assessed under $80 per hour provisions of Section 306(h) of the Uniform Administrative Code Inspections for which no fee is $80 per hour specifically indicated (minimum charge -one hour) Stockpiling Permit: $300 Additional tees: In the event map check, plan checking, or inspection services by the City are required by reason of changes, modifications, atlditlons, errors, omissions, or discrepancies occasioned by the applicant or his agents or representatives, the applicant shall pay an additional fee equal to the actual cost to the City of pertorming the additional services, as determined by the Building Official. SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: Public Works CITY PREPARED BY: John Cherbone DEPT HEAD: SUBJECT: Marshall Lane School Traffic Safety Improvemeuts RECOMMENDED ACTION(S): Accept report and provide direction to staff regazding the proposed traffic improvements. REPORT SUMMARY: For more than two years the City has been working with the Campbell Union School District to improve traffic safety and vehiculaz flow around Mazshall Lane School. With the District's recent passage of a school improvement bond and the City Council's approval of the Sobey Road/Quito Road Traffic Improvement Project via the CII', sufficient funding is now available to perform the desired work. The main goal of the project is to increase safety for school children being dropped off and picked up from school. The major elements of the project include an internal loop road and student drop-off/pick-up area, pedestrian pathways on Sobey Road and Marshall Lane, right turn lane improvements at the Quito Road/Pollazd Road intersection, and left turn lane improvements at the Quito Road/Marshall Lane intersection. All work to be performed on school property will be funded and administered by the Campbell Union School District and conversely all work to be performed within the City's right-of--ways will be funded and administered by the City. The following bullet points describe in more detail some of the key elements of the proposed project: The new access road and drop-off/pick-up area will be approximately 1000 feet in length and able to hold/stack approximately 50 vehicles thus eliminating the need for the undesirable Sobey Road drop-off/pick-up area, which is the cause of numerous traffic and safety concerns. • Approximately 45-50 new off street parking spaces will be created. __ • Pathways along Mazshall Lane and Sobey Road will be constructed allowing safer access to the school for students and residents. • The existing right tum lane from Quito Road onto Pollard Road will be extended to the Sobey Road intersection to help the flow of traffic off of Sobey Road. A "Keep Cleaz" legend will be painted in the Quito Road/Sobey Road intersection allowing the free movement of vehicles into the new extended right turn lane. • A left turn lane will be constructed at the Quito Road/Marshall Lane intersection to allow the stacking of vehicles, which will help alleviate the bottleneck that currently exists when vehicles wait for a clearing in traffic to make the left turn movement. • Future traffic volume patterns will most likely even out between the new Sobey Road drop-off/pick-up area and the existing Marilyn Lane drop-off/pick-up area. This may have the effect of reducing traffic volumes on Marshall Lane, Marilyn Lane, and Ravenwood Drive, while increasing the traffic volumes on Sobey Road. Currently the Marilyn drop-off/pick-up azea experiences the heavier drop off volumes. A post project traffic study will be implemented by the City to determine the volumes of the new traffic patterns that will be used to determine the need for further mitigation, if any. The data will also be used to determine the need for traffic mitigation measures on Ravenswood Drive where there is an existing concern with speeding vehicles. The Assistant City Manager has placed Ravenwood Drive in the queue for a NTMP. A community meeting was noticed and held on Apri16 at the school to explain the proposed plan to the neighborhood and to parents of students who attend Marshall Lane School. Notes from the community meeting are attached for Council's information. Staff has done its best to make changes in the plan per the input received, such as the right turn lane extension on Quito Road. Other comments received will be addressed via the NTMP or are out of the scope this project and the appropriate course of action will need to be determined at a later time. A notice of tonight's meeting was mailed out to the same area residents as was for the April 6 Community Meeting (see attached notice and mailing area map). FISCAL IMPACTS: The City's portion of project costs is currently funded in the City's five year Capital Improvement Plan. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Depends on City Council's direction. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Staff will bid the work the City is responsible for, which will be included in the next PMP contract. It is desired to complete all work prior to the next school yeaz beginning this fall. ADVERTISING, NOTICING AND PUBLIC CONTACT: None additional. ATTACHMENTS: 1. Project Schematic Plan. 2. Apri16 Community Meeting Notes 3. Council Meeting Notice. r J d 7 Q1 = i.~ U N W Z Q J J J Q 2 Q H Q (% 1 H Z W W a ~_ 0 w N O a O a N 0 u m M - h 0 a w- Marshall Lane School Traffic Meeting Apri16, 2004 Speed on Ravenswood o How to address? ^ Maybe school should divide traffic? o No; but do measure traffic Ravenswood inundated with traffic What about traffic signals at Quito intersections? o Turn right on Quito from Allendale? ^ City has done a pretty good job improving streets to north o worried about negative impacts on Evans o worried about Sobey/Quito ^ Sobey near Quito- worried about backup ^ Commuters cause backup on Quito/increase problems School not growing; number of cars will stay the same; try to get cars on school site o Would bike if a safer route Daughter rides bus to avoid parking lot/misses out on school interaction o Need two lanes on Quito Backup at Quito/Pollard; could a left turn lane be considered for Marshall/Quito? o Or maybe change school start time? ^ Ravenswood is likely to be used by traffic from the north • Ravenswood traffic is a problem for 2 45-minute time blocks? o Temporary traffic turn restrictions 40 families on Ravensood/blind corner at Quito Open Enrollment makes the problem worse? o Schools are required by law to permit Enrollment is fairly stable-527 now, 532 next year and 525 last 4 years. What about considering making traffic one way along fence? o Distribution of traffic between two locations is the preferred approach • Striping/widening may work better o First phase plan now ^ Was bussing considered? 3 buses currently service Marshall Lane ^ Will the gate at Sobey be removed; yes. o Suggested gate remain but move it 100ft from Sobey; school officials agreed to consider ^ Old Adobe to Quito/ in-out on Sobey-how many car lengths? o Estimated 20-25 car lengths; can take 16 minutes to get from Old Adobe to Pollard Sometimes takes 20 mins. to get through Quito/Sobey intersection from Sobey • Ravenswood has been waiting 8 years for something Consider Bots Dots at Ravenswood/Marilyn intersection to keep traffic in-line • Why is the plan presented now when complete instead of asking community to help develop? The project is partnership between City/School that has taken 3-4 years. Traditional paved parking needed greatly; look forward to implementation Ravenswood/Marilyn needs safety improvements ^ Was data used to formulate the plan and if so, what kind? Sobey traffic speed increases at about 8.45 a.m. o Need speed bumps to slow down traffic ^ Revenue sharing o Road = City$ o School site =school funds o Signal or tum restrictions are needed on Quito; Quito is the problem ^ Does the school communicate with parents about traffic? o Yes Neighbor don't like situation as is and asked isn't this a good start? OFFICIAL MEETING NOTICE Dear Saratoga Residents, You are invited to attend a City Council Meeting on Wednesday, June 16, 2004, at 7:00 P.M. during which the Council will review the Marshall Lane School Traffic Safety Plan being proposed by the Campbell Union School District and the City. Project improvements include a new onsite school drop-off area, new pedestrian pathways on Sobey Road and Marshall Lane, and circulation improvements on Quito Road. Date: Wednesday, June 16, 2004 Time: 7:00 P.M.* Location: Council Chambers 13777 Fruitvale Avenue - Saratoga, CA 95070 For more information please contact John Cherbone at 868-1241. *Council Meeting start time; topic will be discussed at some time that evening. ~~\ ~~~~ F "4 a ' y t 'r i V ~Ix i r, ~ y ~ l~ 0 Y ~ ! .,. sr y G ~NV ~_ a ~Q `~ S~ EL%NP a VISTI c ~ 4u s S ~r,~ ~~ NP Op~}A a T ~p5 AC On"- ~ µSTLETOE ~. 0 1 m~ -l' __ __ _ ~ 1 MClA~1 Y T-~ J ~ Q7 2 U N h w a z a J J J Q N Q H Q N H Z W W a ~_ 0 w N O a O a a SARATOGA CITY MEETING DATE: June 16, 2004 ORIGINATING DEPT: Community Development PREPARED BY: John F. Livingstone AICP COUNCIL AGENDA ITEM: CITY MANAGE n~v'^' ~'~a, DEPT HEAD: SUBJECT: Relocate the City's Historic Fire Bell from its current location on Oak Street to the middle of the plaza at the new fire district headquarters building. RECOMMENDED ACTION: Staff recommends the City Council approve the relocation of the fire bell from Oak Street to the new fire district headquarters building. BACKGROUND: The fire bell was originally located at the fire station at the end of Fourth Street in the Village. The bell was used to summon the firefighters whenever there was a fire. The bell is made out of iron and weighs approximately 800 pounds. It has some rust on it and needs to be refinished. In 1987 the bell was given to the City by the Saratoga Fireman's Social Organization (see the attached resolution). As required by the resolution the City is responsible for the all costs of moving, installation, and maintenance of the bell. DISCUSSION: At the June Heritage Preservation Commission meeting the HPC recommended to the City Council that the fire bell be moved from its current location to the new fire district headquarters plaza. Although the attached agreement states that the City is responsible for all costs of the bell being moved, the Fire Chief has indicated that equipment currently being used for the construction of the new fire building may be able to move the bell at no cost to the City. The architect for the fire district building is working on a design for the installation and the cost of this has not been finalized. In addition to the above costs the bell also needs to be refinished. ALTERNATIVES: The Council could direct staff to move the bell to the fire district plaza at a cost not to exceed $5,000 or a specified amount. The Council could recommend the bell remain at its current location. The Council could recommend the bell be moved and ask the Fire District to pay for it. FISCA~}IMPACT: The Fie If strict is currently researching the cost to move, install and restore the bell. The District``Fire Chief has estimated that the project would not exceed $5,000. Alternative number two and three would not require any funding. FOLLOW UP ACTIONS: Staff will proceed at the direction of Council. ATTACHMENTS: 1. Agreement giving the Fire Bell to the City of Saratoga 2. Letter from Saratoga Fire District Chief Gordon Duncan 2 of 2 U:J/LO/LUUY LL~JJ 1VVVV~LJJV 11\L11n WI Ii1LL1 ~~~~ ~""~ At3R8BIt8NT CONC1iB111Na 1~8 SBLL 7 T19t0 AOIFZBEYBIiT, dated i%~P~Lt~ 1 ,, 19aj, by and between 7NB BARA7'O(3A 1~81SEt1'B~CiAL >a[iAIIrLA7iOH, • fO"p''Oflt a~soeiation, hereinafter referred to as "Association," and ~~ w thlrCf~Aotico ooL Aths municipal eorporatltm, hereinafter referred to ee City m [ollowing faeffi: A. Association is the owner of a steel fire bell presently boated at Fireman's Han at ]4434 Oak Street, Saratoga, Canfornie. H. City's Heritage Preservation Commission has determined that said fire bell hse special histor[oal end oultueal significance, interest and value u part of the history of the City and ought to De preserved u a heritage resoueee. C. Aasooiatlon has agreed to transfer ownership of the fire bell to Clty under the cireumstsncea hereina[ter described. xOlif, TlEB$BPOltB, the parties agree ea fonowa: 1. Association hereby agrees that upon any dissolution, termination of existence, or other circumstance resulting in the discontinuance of Association as an operating nonprofit organization, the ownership and possession of said fire boll shall ~/ automatically pass to City, without further action Deing required on the part of Association by way of executing an instrument of transfer or otherwise, it being the intention of Association to hereby make a present gift of Bald fire bell to City wh[oh shall become effective upon the occurrence of airy of the events specified herein. Z. Association may, at any time, trarrfer pooeasion of said fire DW to City, and hereby agrees to do ao in the event Association >s no logger able to provide safe custody of the ben at a location within the City of Saratoga. 3. City hereby accepts the gift of said [ire bell from Associatbn and agrees to keep and preserve the same as a heritage reaouree. Upon taking possession thereof, City shall display the fire ben at a location aaeeastble to members of the public, ae determined by the City Council after considering recommendations from the Heritage Preservation Commission. Tn considering possible locatioro for the ball, the Council shan give first preference to the Saratoga Fire station (14380 Saratoga Avenue) and second preference to the Saratoga Hietoeieal Museum 140450 Saratoga- I.es Gatos Road). All costs of removing, transport[tig and installing the fire ball at its new beation shan be paid by Clty, and City shall thereafter maintain said fire ban as may be necessary. N sddition, City shaII display with the bell a suitable form of identification describing 1ffi historic nature and significance. 4. For so long u Association retains possession of the fire ban. Aavociatlon egred to keep and maintain the ben [n safe custody and good condition. It is further agreed tNt Association will not remove the baA from the Clty of Saratoga and will not sail, transfer or otherwise dispose of the troll, except for a tra:uter of possession to Oity pwawnt to this Agreement. >n the avant the ball u removed from its present loeatlon, Association will promptly give written notice of such foot to -1- G7/ Ltl/ LGG4 1 L: Dtl ~uooo uoau i rtaivra was i ~c ~ ~ .+..~ v, • City's Heritage Preservation Commission indicating the place to which the beII hea _ been relocated. IN NITN&98 WHHR80F, the parties have executed this Agrcement the day and year first above written. 3AHATOOA FIHBMBN'S SOCIAL OBdAI~I7.A170l1 By (GL_ THH CITY OF SARA A, a municipal corporate /'~ ay -z- SARATOGA FIRE DISTRICT SERVICE SINCE 1923 June 4, 2004 To: John Livingstone Planner City of Saratoga Re: Fire Bell John, The District has in possession an agreement signed by the City Manager of Sazatoga in 1987 regazding the old fire bell (a copy was forwazded to the City manager last week). In it aze several specifics regazding how the fire bell is to be handled in the future. The fixture is now here. If possible I would like to speak to the Heritage Preservation Commission to start a dialog with the City as to how the bell will be utilized in the neaz future. The preference of the Boazd of Commissioners and the District would be to have the bell incorporated into the plaza at the new station. Any help would be greatly appreciated. Thanks, /L ~ ~.., Gordon C. Duncan Chief 14380 Saratoga Ave. • Saratoga, CA 95070-5953 • (408) 867-9001 • Fax (408) 867-2780 www.saratogafire.com SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: Community Development ~ CITY MANAGE PREPARED BY: John F. Livingstone AICP~~s-.-~EPT HEAD: ~L.: ~ SUBJECT: Heritage Preservation Commission Work Program item to place five City owned properties on the State Historic Register RECOMMENDED ACTION: Staff recommends the City Council task the Heritage Preservation Commission with submitting applications for four City owned properties, the McWilliams House, Warner Hutton House, Original Saratoga Library (Book-Go-Round), and the City Museum, to be placed on the National Register of Historic Places. BACKGROUND: At a joint meeting with the Heritage Preservation Commission (HPC) the City Council requested that the HPC submit applications for the California Register of Historic Resources for the four City owned properties stated above and Hakone Gardens. The reason for the request was to further recognize and preserve the structures for future generations and to increase the probability of obtaining grant money for the caze and restoration of the structures. The majority of grants available for historic structures require that the structure be on the California Register of Historic Resources. DISCUSSION: While researching the request to place the five City owned properties on the California Register of Historic Resources the HPC discovered that Hakone Gardens was already on the California Register of Historic Resources (see attached list). Out of the four remaining properties only the Book-Go-Round building is in its original location. The McWilliams House, Warner Hutton House, and the City Museum all were relocated to their current site. In the attached documents from the State Office of Historic Preservation (OHP) under the section titled Special (Criteria) Considerations the relocation of historic buildings is discouraged. Furthermore in a discussion staff had with an analyst from the State OHP, they stated that they also discouraged placing several historic structures together in an artificial historic pazk like setting. The Analyst also recommended that if the City were to make an application that we apply for the National Register, which is administered by the State OHP and has almost the same application process. If the building were found to meet the National Register standards then it would automatically be put on the State Register. At the June Heritage Preservation Commission meeting the HPC expressed their desire to work on the a'pp tion themselves. The Commission felt it could be accomplished within asix- month tiii3eame depending on the Commissions workload. The HPC also recommended makingY the applications to the National Register instead of just the State. The process of applying for~the California Register of Historic Resources or National Register would provide several important levels of training for the Commissioners. A second option was to use a consultant. Staff contacted one local consultant who estimated it would take approximately 40 days and a fee of $5,000. The final option would be to have staff conduct the reseazch and submit the applications. This would require some current projects to be placed on hold and some projects shifted to others planners in the office and would reduce the billing hours for current planning projects. Due to the recent influx of planning applications staff is not recommending this as an alternative. Because the probability of having all four properties placed on the State or National Historic Resources List is not high, staff recommends using the HPC to facilitate the application process. ALTERNATIVES: 1. Recommend the City use a Consultant. 2. Do not submit the applications, thus reducing the City's chance for future grants. FISCAL IMPACT: There are no fees required by the State for the application process. If the HPC conducts the research and submits the applications there will be no cost to the City. If a Consultant is used it will require staff time to conduct the formal process for seeking bids and going into a contract with a consultant in addition to the consultant's fees of approximately $5,000. FOLLOW UP ACTIONS: Staff will proceed at the direction of Council. ATTACHMENTS: 1. California Register of Historic Resources list for Sazatoga 2. Summary of the California Historic Resources list for Saratoga 3. State Office of Historic Preservations guidelines 2 of 2 b A O O b +J q b x Y 0 0 0 o Y o r o 0 0 0 0 0 o m o a o 0 o Y o V o Y Y ~ o Y o o Y o 0 o Y M o Y ~ O N J r0 O O Y Y Y b y r0 J m m m m m m N m W Y Y Y/ Y •1 W N/ m m A A A p A Y O J w g w q% o w w A A A N j N A A A A M A A A p A a m Y JA J 1p m m g w+ N N W O m m m m O J m w w W A W W O O m O O O m O O O „ p rp A J m w Y Y J Y N J m pr b m W m m m m m Y~ y W w O W A O m 1p O w O m A Y w W rO b J N T rp m W 01 b b m J 01 % A W N rtl q C r0 A .P.n m x q m Y Y Y Y Y Y Y Y Y Y Y Y Y rw] Y N N N N N N N N W q A A p / Y Y Y Y Y Y Y Y 'J] iH-r pr q J J J J J J J J 01 m m O O Or O m A W W N Y Y m q N b b w r0 r0 N b r0 w O O O% O J Y A J m J w Y 1p q O p W q q w% w w q r0 O O O O O O J q J O A b' w Or O y Z 3 y q% y q% 3 Jw0 y y y y y g w q w q „ q q q y ££ ££££££ £££ }I A T A A O ~ r~ £ r.] q y to to w N q fn W W C 'pq z w w w w m b r~Q~{l ryp~]~ ~ yyQ~] yyQ~l yQ~ rQ~] yH~ yp~ 'p~ a .~ ?ppw%~tt 0 $3 !yY~ y~ xy ~~m]j rx-] rx] 'fr~sy]~' xy ym r~] yx o cr ~ ~ h H1 q .9~ ([ m'' Y Y~ Y Y •4, V] yy] ~ 4l pZ ~< ry ~ H ~ W O O V O O V O O O O N rLgL" 3 p ZYO O 0 m y r~SS~% % y q q Y•Y b P p q 2 5 x Z Z 5 '4' Z 'L rX ~. O ~ H H H H H H H H H H ~ H 'A ~ ~ ~ G ~ ~ ~ ~ ~ O K K K H % % % w w % % w q % ~ ~ ~~~~~~~ ~ o n M r m ~O yrb rAA zz~~C7r oggy ~yS" [~~~~yzH ~m• < "m Cv (S~ ,e~tl ~~l czgi N m a uOa xM ~r ~ C O p W P r'3 Y C~ H X O b~ ~ ~ C [' N ~~ Z M ~~~%~ ~ Y ~ N p ~ y f1 J J J J% mq ~ y 333 xxx 5 T Y H rHG E (] [C~'r~ z [~ % J J J m 4 q r3A\ i~-+r ~ C % K q .~. xC ~ ~ ~ ~ x O Y ~ % Y r ~ x ~ ~ Y• p ~ r ]- W W% m m Y tyr [^ Z q~ C b M % T y Z ~ x F O ~ n q y x rOq~ ~ ~~ o „ ~" % H 2~ nw O~ ~ yz q H O C m y ~ O m p~p~ r ]- ~ n a yF f8w1 pq~ o pqP ~T C Czo O O ~ ~ ~ ~ C m ~ O % % Ol rt b ~ A M % q 8 Z b Z rPi M H Y x m w q w x ~ ~~ M.£. °c ~ ~ ~ Q ~ x n z m m ~3 m ~ °c ~ z of x ~ w .3. r o q „ q .xr nr m w C m d ~ r % n ~ ~ q n o a w oc ~ °n a ~ ~ ~~ o x m % ~ b % L' F p ~ ~ Ly] r Hp A K CG „ [~ m zz p W P] x ~ N Jp w O ~1 y H C ~ rt % q w w % yb% ybw~ ybq~ ;bwu Yp% 3p% Lx% bPq Yyw bPy >py ~y%f vPq yUq bP% Pwb bzw bzq bzw %bz y% byw~ %bg Lzw byq bz% rn-r N H H H y H „<<<<<< Y Y Y Y Y Y Y Y Y Y Y Yrr~~ by Y Y Y f~f,] H H H H H H H H H H K a ~ztt vz ]~Z~3 nnn3~nn LL]] Q ^~x r`~~ b b b tl ~ ~~~~~~~ ~ Y S+ ~ q y ~ ~i w y n T 7 n Y Y~ Y 7 n Z Y :~ rt) b rp rp b w% w w% n O C b r0 b b 'a b r0 r0 3 n b b 3 3 'V 3 w b rC 9 b b 'C 'U rV '~ '0 Z n Y Y Y Y Y Y Y/// Y Y Y Y Y Y Y Y Y Y Y Y O Y Y Y Y Y/ Y Y Ym Y Y K b b m b m b b b b b~ m b Y b / Y A b b b b b m o b m m Y m m o m 1p P A / J Y J O N N Y/ b Y O Y Y N / b m% w r0 N n W O O b m N A O J O N N Y O O O O Y N J w J J N Or O g O O Y Y y P N O n rxr % r x w w b x w r r w x r r x 2 H r r r w r r% w r r rxi b„ b„ yH 2 x„ H b x w r r w r x r r w w O n % y q% y% O y% w g y y w w q H%% y% q y % '~ w% w% O w O q 'IC H N w % O g y q y%% q% q w% b~ H b H H H H 4 HHHHHH H H H~ H H H H H H H ra H HHH 4 H 4 H H H 4 H H H H H H H H H H H H 'p 'p b P pp pp C%C %c Itl cc %c %C %c p q q CwC cc qc %C q wC %C ww .b A C%C 'r0 pp Fp 'A q y P1 ~mp w pp ,9p Cw y cw cw CqC C%C.' A C%C Cwc Cw 'A ~M gg g y P A ~C h F Y A N [~ N y~~ A M k N .M A P g Yg A m m P m< y g N y P L] y C M y N~ A A P F N P A • H << £ <<<< < G <<<<< <H < <£ ~ £ ~ ~ ]]G11 £ ~ <G <<<< <<< b . a A w w A A •1 q% q% g q w g A w w q w m q N W lIi q Z w rTr S~ Cl % W W Z % rC ~J N VI w N w w w 1Ii w w b m [O] W W 'y' O^ O O O O b r0 'y' O W O O O O O O O O x b O aC O o W b O x O O O O O O O g O O O 'N {~ W M~ 0 0 'E W J J J J$ M ~+ J r J J J J i J N w J % % J i r w q E% w w w w% q~ g w w (1 m O r q w Y O O O O 0 0 0 0 0 0 0 0 0 0 0 O r0 bN ~ O O N m N N N N N N N N N p J W O~ O r i m p r r i~~ r O r O~~~ r ~ O O m~ m W W b O O W A ~ ~ Y y Y O O N W O O O O g q A O Y O O O O 00 O O m O W W O O p N N J Y N W O O O O O O g O O O q Y n O O O O O O O nn n W O w O O O O O O 00 A r ~ A 00 O r Y m n m b ~p [~ W O O b m O O O O L~ N w O 0 0 0 0 0 0 O W O O b O b W b N m b b V b m C~ m m q Y b Y N Y Or W A% g r~ i m m m m m m m m N O W Y~ m% m~ m p~ N W N Y O r0 m N J 01 q ~ O p r i rp i i O O O O O O O O N O O O O O A W O V 0 0 0 0 0 0 O O O O O O O N O 'y 0 0 0 0 0 0 O O O Z N O O O O O O O O m O O b O O 00 00 O O 00 O O r0 O O O O r0 O O O O O O O O W O O O n O J O O O O O O O O O b O O O N O O r O Y Y A ~ 00 O O O O 00 O O O 00 O q O O W O O O O b p Or W J y Y O O O Or P O N O O O O O O Or !. W Y O i O i 3GT~ 00 O r0 Or O O O O N O O q O O O b O '•tl O O Y Y O O Y Y Y a a~ O O O a O O a O O O O O O O O O O Y O O O O O w A Y A A A r0 Y A 01 J J J J b \ m m W w O H 1p w\ O Y Y O O N Y \\ ~~~~ ~ ~ ~ ~ ~ N r ~ ~ N \o ~ ~ \o ~ \o ~ ~ \o ~ ~ \o ~ ~ r v o \ m y N W Y W O O Y O O O O O N Y O O O O W O O O O N m A O r0 r0 q b Y Y Y Y Y O m 10 Y W W W N r0 N W Y J V J~ ~ ~ ~ ~ m ~ ~ ~ ~ ~ ~ ~ ~ m ~ ~ ~ ~ ~ ~ ~ m m ~ ~ ~ ~ ~ ~ ~ m a ~ ~ b ~ Y Or J J m m J A b W W u W W O J m b b m m m b W J N H 1p J m N A Or J A V W W W W O m O W m m Or / N N N J Y Y N N N N pr N N N N w W A J w N Z Or N N Or 01 01 m J J J F N 4 [' [' w w w N h t' [' % w b b b O Y 0 b 4 q t' w g b O N w W N O w w N w g w% w w C w m b b N N N N N n n n ~ n n n n n n ~ n n n n m ~ n n y Directory of Properties in the Historic Property Data File For Santa Clara County, page 87. October 10, 2003 aratoga Prop rti ist d Prooe (y/Addr a *TaSdie Home 14650 6th SVeet, Sazatoga Daie Listed 09{02/86 NRS S 6X3 tatus Deternned mehgtble for NR. 1900 Hakone ,arden. 21000 Big Basin Way, Saratoga 07/03/98 2S2 Determined eligible for separate 1917 listing by consensus. Care*aker'c o age Hakone Garden 07/03/98 2D2 Determined eligible as a contributor by consensus. Villa Montalvo_ 14800 Montalvo Road, Saratoga 01/01/78 1S Listed NR as separate property 1915 Da„t Maccno 7~Tn„ntain Winerv. Pierce Road, Saz 06/09/83 1S Listed NR as separate property 1907 Welch-Hurst Horse. 15800 Sanborn Road, Saratoga 01/01!78 1S Listed NR as separate property 1902 Judge J R lrJelrh'c Redwd Lodee Sanborn Rd., Saz 05/05/77 7L Evaluated for Register other than 1912 State Point of Interest SPHI-SCL-48 National Register Central Park Orchard 13659 Sazatoga Avenue, Sar 09/20/00 7I Received by OHP for evaluation - 1841 not yet evaluated Ranch House. 12795 Sazatoga-Sunnyvale Road, Sar 04/01/93 1D Listed NR as contributor to a 1910 h mntex At~]~e/ ~ill " dirt or multi-resource property ~~ er arc A Tankhn~ce " cast Iron i.idded Fuel Oil Container " ~~ " Wtn mill '~ `° 6X1 Determined ineligible for NR *~~~ "elope R?nch/Miller House" 04/01/93 IS Listed NR as individual property 1911 rato a Hwy 9/big Basin Way, Sazatoga 04/11/49 7L Evaluated for Register other than State Historic Landmark (SHL) 0435-0000 National Register *~~~tel+ello School Montebello Road, Saratoga 11/19/74 7L Evluated for Register other than 1892 State Point of Interest SPHI-SCL-30 National Register Bridge 37-86, no address, 1910 n/d 6 Determined ineligible for NR Bridge 37-78, no address, 1917 n/d 6 ~ ~ Bridge 37-75, no address, 1920 n/d 6 _ ; `~ Bridge 37-73, no address, 1924 Bridge 37-74, Saratoga Creek Bridge, 1902 tt/d 10/19/86 6 2S2 Eligible for separate listing 4 ..~ ..., mnou,e _ 1uF aP5Gl1RGE5 AGENOV caaV onvis. Gowmo. OFFICE OF HISTORIC PRESERVATION DEPARTMENT OF PARKS AND RECREATION P.O. BO%942896 SAORAMENi0, CA 94298-0001 "" (916) 8538624 Fax: (918) 65&8824 calshpo(dlohp.paAS.w.gov California Office of Historic Preservation Technical Assistance Series #3 California Register of Historical Resources: Questions and Answers What is the California Register? The California Register of Historical Resources is an authoritative guide to California's significant historical and archeological resources to be used by state and local agencies, private groups, and citizens in identifying the existing historical resources of the state, and to indicate which resources deserve to be protected, to the extent prudent and feasible, from substantial adverse change. (See California Public Resources Code §5024.1) The California Register Program encourages public recognition and protection of resources of architectural, historical, archeological and cultural significance, __ identifies historical resources for state and local planning purposes, and defines threshold eligibility for state historic preservation grant funding. The State Historical Resources Commission (SHRC) oversees the California Register program, which the State Office of Historic Preservation (OHP) administers. The California Register includes: • Resources formally determined eligible for, or listed in, the National Register of Historic Places through federal preservation programs administered by the Office of Historic Preservation including • the National Register program; • Tax Certification (Evaluation of Significance, part 1, 36 CFR Part 67); and • National Historic Preservation Act (Section 106, 16 U.S.C. 470f) reviews of federal undertakings; • State Historical Landmarks numbered 770 or higher; • Points of Historical Interest recommended for listing by the State Historical Resources Commission; • Resources nominated for listing and determined eligible in accordance with criteria and procedures adopted by the SHRC, including 'd I historic resources and historic districts; • indivi ua • resources identified as significant in historical resources surveys which meet certain criteria; and • resources and districts designated as city or county landmarks pursuant to a city or county ordinance when the designation criteria are consistent with California Register criteria. What are the Effects of Listing on Property Owners? The rights and responsibilities of owners of historic properties are the same as those of owners ofnon-historic properties. Listing does not prevent the use, sale or transfer of the property. Because land use authority in California generally belongs to the local government, listing does not give either the state or the federal government any additional authority over the property. Local governments may enact zoning regulations that affect privately owned historic properties within theirjurisdictions. Contact the planning department of the city or county within which the property is located for information about local zoning regulations that may apply to historic properties. What are the Benefits of Designation to Property Owners? In addition to the honor and recognition of owning an historically significant property, listing on the California Register may qualify the owner to benefit from historic preservation grants and other preservation programs such as the Mills Act, a local property tax incentive for historic preservation. The State Historical Building Code can be applied when requirements of the Uniform Building Code threaten the historical integrity of a designated resource. Historic designation often results in increased property values. Because the non-renewable stock of historic resources is rapidly being depleted, historic properties are considered premium commodities in many markets. Owners of designated properties may identify them with a plaque or marker. What are the Criteria for Listing Historical Resources in the California Register? Resources eligible for listing include buildings, sites, structures, objects, or historic districts that retain historic integrity and are historically significant at the local, state or national level under one or more of the following four criteria: 1) It is associated with events that have made a significant contribution to the broad patterns of local or regional history, or the cultural heritage of California or the United States; 2) It is associated with the lives of persons important to local, California, or national history; 3) It embodies the distinctive characteristics of a type, period, region, or method of construction, or represents the work of a master or possesses high artistic values; or 06/28/01 4) It has yielded, or has the potential to yield, information important to the prehistory or history of the local area, California, or the nation. In addition to having significance, resources must have integrity for the period of significance. The period of significance is the date or span of time within which significant events transpired, or significant individuals made their important contributions. Integrity is the authenticity of a historical resource's physical identity as evidenced by the survival of characteristics or historic fabric that existed during the resource's period of significance. Alterations to a resource or changes in its use over time may have historical, cultural, or architectural significance. Simply, resources must retain enough of their historic character or appearance to be recognizable as historical resources and to convey the reasons for their significance. A resource that has lost its historic character or appearance may still have sufficient integrity for the California Register if, under criterion 4, it maintains the potential to yield significant scientific or historical information or specific data. Historic Districts are a concentration of historic buildings, structures, objects, or sites within precise boundaries that share a common historical, cultural or architectural background. Individual resources within an historic district may lack individual significance but be considered a contributor to the significance of the historic district. Can a Resource be Removed from the Register? The State Historical Resources Commission may remove an historical resource from the California Register if the resource, through demolition, alteration, or loss of integrity has lost its historic qualities or potential to yield information; or if new information or analysis shows that the historical resource was not eligible at the time of its listing. If you think your property does not meet the criteria for listing and you wish to have your property removed from the California Register, you may submit a written request for removal which provides detailed justification, including photographic documentation showing the current condition of the historical resource and photographic and/or archival documentation of the exterior appearance and condition of the historical resource at the time of listing, and complete ownership information. How Does Listing Protect the Resource? Under the California Environmental Quality Act (CEQA), projects which are to be permitted, funded or carried out by public agencies that may have an adverse impact upon historical resources are subject to environmental review. Projects involving privately owned resources that require a discretionary permit or review from a public agency are also subject to environmental review. Resources that are listed, as well as those formally determined eligible for listing, are considered significant historical resources for purposes of CEQA. 06/28/01 4 By itself, historical designation or listing in the California Register does not prevent the alteration or demolition of an historic resource. However, like flashing signals at a railroad crossing, listing alerts local government officials, property owners, and interested citizens to "stop, look, and listen" before making decisions that may cause irreparable damage to anon-renewable and irreplaceable aspect of California's cultural and historical heritage. The best protection for historical resources results from the active efforts of concerned citizens who promote awareness, recognition, and appreciation of locally significant historic resources in a community which provides incentives for preservation and adopts a comprehensive approach to historic preservation in local land use policies and planning. Where Do I Get Additional Information? You may address any questions or comments about the California Register Program to Marie Nelson, California Register Coordinator, Office of Historic Preservation, PO Box 942896, Sacramento, CA 94296-0001; Phone: (916) 653-9514; Fax: (916) 653-9824; E-mail: mnels@ohp.parks.ca.gov. • Pertinent sections of the Public Resources Code and the California Register of Historical Resources regulations are available in Technical Assistance Bulletin #10 "California State Law and Historic Preservation." • Instructions for nominating resources to the California Register are available in Technical Assistance Bulletin #7 "How to Nominate a Resource to the California Register of Historical Resources:' • Additional information about CEQA and historical resources is provided in Technical Assistance Bulletin #1 California Environmental Quality Act (CEQA) and Historical Resources. Additional information about programs administered by the California State Office of Historic Preservation is available on line at www.ohp.parks.ca.gov. To request printed copies of Technical Assistance Series bulletins or other written materials, contact OHP at 916-653-6624 or calshpo@ohp.parks.ca.gov. 06/28/01 California Office of Historic Preservation Technical Assistance Series #4 California Register of Historical Resources Questions and Answers for Local Governments What is the relationship between the California Register and the California Environmental Quality Act (CEQA) and how does it affect how local governments implement CEQA? The Califomia Register serves as an authoritative guide to resources that are to be considered when there is a discretionary action subject to CEQA. However, simply because a resource is not currently listed in the California Register does not mean that it is not an historical resource and is not subject to CEQA environmental review. Any resource that is eligible for listing in the Califomia Register is considered significant for purposes of CEQA. Therefore, the lead agency on a project must determine not only if the resource is listed, but also if it is eligible for listing. Unlike the process for determining eligibility under Section 106 of the National Historic Preservation Act, the State Office of Historic Preservation has no authority to make consensus determinations for the Califomia Register for purposes of CEQA. The evaluation of resources for eligibility is solely the responsibility of the lead agency. Properties that are designated under a local ordinance are presumed to be eligible for the Califomia Register unless there is a preponderance of evidence to the contrary. Additionally, resources identified as significant in an adopted local survey have this same presumption of significance. In making an evaluation of a resource's significance, it is recommended that lead agencies consult the implementing regulations for the Califomia Register (CCR, Title 14, Chapter 11.5, _ Section 4852) and National Register Bulletin I5: How to Apply the National Register Criteria for Evaluation (the California Register criteria mirror those for the National Register and this publication very thoroughly and thoughtfully covers the evaluation process). The Office of Historic Preservation has created a handout on CEQA and Historical Resources. Additionally, two technical bulletins, CEQA and Historical Resources and CEQA and Archeological Resources, provide assistance to local govemments in evaluating historical resources and project impacts. These publications can be accessed on the Internet at http://ceres. ca.gov/cega. Please understand that the California Register does not make any resource subject to CEQA that wasn't previously considered significant. This new program, rather, is a tool to help local govemments gain a clearer understanding of what is subject to CEQA and therefore have surety and consistency in their CEQA implementation processes. Does the State Historical Building Code apply to resources listed in the California Register? Yes, all resources listed in the California Register are qualified historical resources for purposes of the State Historical Building Code (SHBC), and projects must be allowed to utilize the alternatives offered in the SHBC. For more information about the SHBC, please contact the State Historical Building Safety Board at (916) 445-7627. Are local governments involved in the nomination of resources to the California Register? If the applicant nominating a resource to the California Register is not the local government, the applicant must notify the clerk of the local govemment with land use authority over the resource by certified mail that a nomination will be filed with the Office of Historic Preservation (OHP) and request that the local govemment join in the nomination and/or provide comments. This notification must include a copy of the nomination. The local government is given ninety days to comment, and its comments must be included with the nomination when it is sent to OHP. Comments from the local government are to be given full and careful consideration at the time the nomination is heard by the State Historical Resources Commission (SHAG). If a local government objects to a nomination during its comment period, the SHRC can still list the resource but must issue findings that identify the historical or cultural significance of the resource and explain why the resource was listed over the objections of the local government. Local governments should consider proactively giving direction to their clerks, indicating to whom nominations should be sent for comment, such as a local landmarks commission, city council or county board of supervisors. Can local governments nominate resources to the California Register? Yes, local governments can nominate any individual resource, historic district, survey or local landmark ordinance to the California Register. For more information about nominations, please call the Office of Historic Preservation to request a nomination packet. How can we obtain a listing of California Register resources in our city or county? Certified Local Governments in California will receive semiannual updates to their listings. All other local governments can receive aone-time listing from the OHP and thereafter should contact the Information Centers for future listings. A list of Information Centers is located in the Instructions for Recording Historical Resources, can be requested from OHP at the address below or can be obtained at http://ohp.cal-parks.ca.gov. Where should I look for updates on the implementation of the California Register program? Updates about the California Register will be posted on OHP's website at http://ohp.cal- parks.ca.gov. Who can I contact Tor more information? Contact the Information Center that serves your county or the State Office of Historic Preservation, Department of Parks and Recreation, PO Box 942896, Sacramento CA 94296- 000l,voice: (916) 653-6624, fax: (916) 653-9824, email: mnels(ulohu parks.ca.eov. California Office of Historic Preservation Technical Assistance Series #5 California Register of Historical Resources: The Listing Process Criteria for Listing An historical resource must be significant at the local, state or national level under one or more of the following four criteria: 1. It is associated with events that have made a significant contribution to the broad patterns of local or regional history, or the cultural heritage of California or the United States; 2. It is associated with the lives of persons important to local, California or national history; 3. It embodies the distinctive characteristics of a type, period, region or method of construction, or represents the work of a master or possesses high artistic values; 4. It has yielded or has the potential to yield information important to the prehistory or history of the local area, California or the nation. All resources nominated for listing must have integrity, which is the authenticity of a historical resource's physical identity evidenced by the survival of characteristics that existed during the resource's period of significance. Resources, therefore, must retain enough of their historic character or appearance to be recognizable as historical resources and to convey the reasons for their significance. Integrity is evaluated with regard to the retention of location, design, setting, materials, workmanship, feeling and association. It must also be judged with reference to the particular criteria under which a resource is proposed for nomination. Automatic Listings Many resources are listed in the California Register automatically. These include resources that are: • Listed in the National Register of Historic Places • Determined eligible for the National Register either by the Keeper of the National Register or through a consensus determination on a project review • State Historical Landmarks from number 770 on Listings by State Historical Resources Commission Action Other resources can be listed through an action of the State Historical Resources Commission without requiring the formal nomination process. • State Historical Landmarks prior to number 770: Procedures for evaluating and listing these resources will be formulated by the Commission. Until such time as these procedures are in place, any person who wants a Landmark prior to number 7701isted in the California Register will have to nominate it through the formal nomination process. Some of these Landmarks will, however, have been automatically listed by virtue of being listed in, or formally determined eligible for, the National Register. • Points of Historical Interest: Points must meet certain criteria before they can be listed in the Califomia Register. All new Points nominated from January 1998 forward will be required to fulfill these criteria and so will be jointly listed as Points and in the Califomia Register. Listings by Direct Nomination There are four categories of resources that can be directly nominated to the California Register. • Individual resources • Historic districts and resources contributing to the significance of a nominated historic district • Historical resources or groups of local landmarks or historical resources designated under a municipal or county ordinance. For information regarding the criteria used to evaluate local ordinances, please see the handout, How to Nominate a Resource to the California Register of Historical Resources. • Groups of resources idenfified in historic resources surveys. Surveys will be reviewed by the Office of Historic Preservation when they are nominated to ensure that they meet certain criteria. For a list of those criteria, please request see the handout, How to Nominate a Resource to the California Register of Historical Resources. The Nomination Process This process applies to most direct nominations to the California Register. However, in special circumstances, such as when nominating local ordinances or surveys, other procedures may apply. All applicants should consult the handout, How to Nominate a Resource to the California Register of Historical Resources. To determine what information has already been collected regarding a particular resource, interested parties should first contact the Information Center that serves the county in which the property is located. A list of the Information Centers is located in the Instructions for Nominating Historical Resources to the California Register of Historical Resources. A cover letter must be submitted with the nomination that includes the name of the applicant, resource owner and local govemment with land-use authority and a concise statement of significance. After the nomination has been completed, the applicant must send by certified mail a copy of the application to the clerk of the local govemment with land use authority over the resource. The local govemment is given 90 days to comment on the application before it may be sent to the Office of Historic Preservation. Comments from the local govemment must be submitted with the application when it comes to the Office. After receiving comments from the local government or at the end of the 90-day waiting period, the original nomination may then be forwarded to the Office. At this time, a copy of the nomination should also be sent by the applicant to the appropriate Information Center. Upon receipt of the nomination, the Office will review the documents for completion. Within 30 days of receipt of the nomination, the Office will inform the owner(s)--in the event the applicant is not the owner--that the property has been nominated and will request any further information needed. After all additional information has been compiled, a hearing date will be set for the nomination to go before the State Historical Resowces Commission and hearing notifications will be sent. Following the Commission's hearing and decision, notification letters will be sent to the applicant, owner(s) and local government informing all entities of the Commission's decision. California Office of Historic Preservation Technical Assistance Series #6 California Register and National Register: A Comparison (for purposes of determining eligibility for the California Register) This handout compares the Califomia Register of Historical Resources and the National Register of Historic Places. Because the Califomia Register was consciously designed on the mode] of the National Register, the two programs are extremely similar. However, it is important to be awaze of the areas in which these programs differ. Herein is offered information about eligibility criteria, integrity requirements, special (criteria) considerations, and the nomination process. When trying to determine if a resource is eligible for the Califomia Register, you may find it easier to first determine a resource's eligibility for the National Register. Then, if you find it ineligible for the National Register--and keeping in mind the differences between the two programs--move on to determine if it may in fact be eligible for the California Register as a result of these differences. The information in this handout is taken from the implementing regulations for the California Register of Historical Resources (Califomia Code of Regulations, Title 14, Chapter 11.5, Section 4850 et seq), which can be accessed on the intemet at http://ohp.cal- parks.ca.gov/caregs/title 14.PDF, and How to Apply the National Register Criteria for Evaluation (National Register Bulletin 15), which can be accessed on the intemet at http://www.cr.nps.gov/nr/bulletins/nr15 toc.html. It is advised that you consult these two publications for more specific information. The back of this handout contains a listing of and request form for other publications you may find helpful. Eligibility Criteria California Register An historical resource must be significant at the local, state, or national level, under one or more of the following four criteria: L It is associated with events that have made a significant contribution to the broad patterns of local or regional history, or the cultural heritage of California or the United States; or 2. It is associated with the lives of persons important to local, California, or national history; or 3. It embodies the distinctive characteristics of a type, period, region, or method or construction, or represents the work of a master, or possesses high artistic values; or 4. It has yielded, or has the potential to yield, information important to the prehistory or history of the local area, Califomia, or the nation. National Register An historical resource must be significant at the local, state, or national level, under one or more of the following four criteria: A. That are associated with events that have made a significant contribution to the broad patterns of our history; or B. That are associated with the lives of persons significant in our past; or C. That embody the distinctive characteristics of a type, period, or method of construction, or that represent the work of a master, or that possess high artistic values, or that represent a significant and distinguishable entity whose components may lack individual distinction; or D. That have yielded, or may be likely to yield, information important in prehistory or history. Integrity California Register Integrity is the authenticity of an historical resource's physical identity evidenced by the survival of characteristics that existed during the resource's period of significance. Historical resources eligible for listing in the Califomia Register must meet one of the criteria of significance described above and retain enough of their historic character or appearance to be recognizable as historical resources and to convey the reasons for their significance. Historical resources that have been rehabilitated or restored may be evaluated for listing. Integrity is evaluated with regard to the retention of location, design, setting, materials, workmanship, feeling, and association. It must also be judged with reference to the particular criteria under which a resource is proposed for eligibility. Alterations over time to a resource or historic changes in its use may themselves have historical, cultural, or architectural significance. It is possible that historical resources may not retain sufficient integrity to meet the criteria for listing in the National Register, but they may still be eligible for listing in the Califomia Register. A resource that has lost its historic character or appearance may still have sufficient integrity for the Califomia Register if it maintains the potential to yield significant scientific or historical information or specific data. National Register _ Integrity is the ability of a property to convey its significance. To be listed in the National Register of Historic Places, a property must not only be shown to be significant under the National Register criteria, but it also must have integrity. The evaluation of integrity is sometimes a subjective judgement, but is must always be grounded in an understanding of a property's physical features and how they relate to its significance. Historic properties either retain integrity (that is, convey their significance) or they do not. Within the concept of integrity, the National Register criteria recognize seven aspects or qualities that, in various combinations, define integrity. These are location, design, setting, materials, workmanship, feeling, and association. To retain historic integrity a property will always possess several, and usually most, of the aspects. The retention of specific aspects of integrity is paramount for a property to convey its significance. Determining which of these aspects are most important to a particular property requires knowing why, where, and when the property is significant. Special (Criteria) Considerations California Register Moved buildings, structures, or objects. The State Historical Resources Commission (SHRC) encourages the retention of historical resources on site and discourages the non-historic grouping of historic buildings into parks or districts. However, it is recognized that moving an historic building, structure, or object is sometimes necessary to prevent its destruction. Therefore, a moved building, structure, or object that is otherwise eligible may be listed in the Califomia _ Register if it was moved to prevent its demolition at its former location and if the new location is compatible with the original character and use of the historical resource. An historical resource should retain its historic features and compatibility in orientation, setting, and general environment. Historical resources achieving significance within the past fifty years. In order to understand the historic importance of a resource, sufficient time must have passed to obtain a scholarly perspecfive on the events or individuals associated with the resource. A resource less than fifty years old may be considered for listing in the California Register if it can be demonstrated that sufficient time has passed to understand its historical importance. Reconstructed buildings. Reconstructed buildings are those buildings not listed in the Califomia Register under the criteria stated above. A reconstructed building less than fifty years old may be eligible if it embodies traditional building methods and techniques that play an important role in a community's historically rooted beliefs, customs, and practices; e.g., a Native American roundhouse. National Register Ordinarily cemeteries, birthplaces, or graves of historical figures, properties owned by religious institutions or used for religious purposes, structures that have been moved from their original locations, reconstructed historic buildings, properties primarily commemorative in nature, and properties that have achieved significance within the past fifty years shall not be considered eligible for the National Register. However, such properties will qualify if they are integral parts of districts that do meet the criteria or if they fall within the following categories: A religious property deriving primary significance from architectural or artistic distinction or historical importance; or A building or structure removed from its original location but which is significant primarily for architectural value, or which is the surviving structure most importantly associated with a historic person or event; or A birthplace or grave of a historical figure of outstanding importance if there is no appropriate site or building directly associated with his or her productive life; or A cemetery which derives its primary significance from graves of persons of transcendent importance, from age, from distinctive design features, or from association with historic events; or A reconstructed building when accurately executed in a suitable environment and presented in a dignified manner as part of a restoration master plan, and when no other building or structure with the same association has survived; or A property primarily commemorative in intent if design, age, tradition, or symbolic value has invested it with its own exceptional significance; or A property achieving significance within the past fifty years if it is of exceptional importance Nomination Process California Register 1. Obtain nomination packet from the Office of Historic Preservation (OHP). 2. Complete application, including all necessary supplemental forms, according to instructions. 3. Notify the clerk of the local govemment in whose jurisdiction the resource is located by certified mail that an application will be filed with OHP and request that the local government provide written comments. The notification must include a copy of the application. 4. Upon receiving written comments from the local government or ninety days after sending notification to the local govemment (whichever is sooner), the applicant forwards the completed application and any comments to OHP. 5. Within 30 days, OHP staff will ensure that the application is complete and will send notification to the property owner (if the applicant is not the property owner). When the application is complete and the property owner has been notified, the application will be scheduled on an agenda of the SHRC for action. Note: A nomination does not require owner consent in order for the resource to be listed, but it cannot be listed over an owner's objections. The State Historical Resources Commission can, however, formally determine a property eligible for the California Register if the resource owner objects. National Register 1. Obtain nomination packet from OHP. Read National Register criteria and How to Complete the National Register Forms (Bulletin 16A) and follow these guidelines exactly when preparing application form. 2. If you aze not the owner of the property you aze submitting for registration, please inform the owner of your intention to apply for registration. The property or dish~ict may not be listed over the objection of the owner or majority of owners. 3. If the area is proposed for registration as an historic district, please follow the SHRC district policy prior to submission of the application. OHP staff is available to assist district applicants and should be contacted in the early stages of the process. 4. Submit completed forms, photographs and maps to OHP for review. If the property is endangered or the applicant is requesting rehabilitation incentives under the Tax Reform Act or Revenue Act of 1978, this must be stated clearly in the cover letter. 5. Applications will be reviewed by the OHP. Those which are inadequate or are not prepared in accordance with the guidelines published in Bulletin 16A will be returned to the applicant for further work. 6. OHP notifies all applicants, property owners and appropriate governmental jurisdictions of the time and place of the SHRC meeting. 7. If approved by the SHRC, the application is sent to the State Historic Preservation Officer for nomination to the National Register. The final determination is made 45 days after receipt by the Keeper of the National Register in Washington, D.C. INSTRUCTIONS FOR PREPARING DOCUMENTATION FOR NOMINATING HISTORICAL RESOURCES TO THE CALIFORNIA REGISTER OF HISTORICAL RESOURCES Office of Historic Preservation P.O. Box 942896 Sacramento, CA 94296-0001 AUGUST 1997 Revised July 2001 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 PREFACE This manual is to be used in conjunction with the booklet entitled How to Nominate a Resource to the California Register of Historical Resources (#7 in the Technical Assistance Series), whict details the process of nominating a resource for listing in the California Register. The process discussed therein is based on the implementing regulations for the California Register program, Codified in California Code of Regulations, Section 4850 et seq. Direct any questions or comments about this manual to the Office of Historic Preservation at: P. O. Box 942896 Sacramento, CA 94296-0001 Telephone: (916) 653-6624 Fax: (916) 653-9824 Email: calshpo@ohp.parks.ca.gov CALIFORNIA REGISTER CRITERIA An historical resource must be significant at the local, state, or national level, under one or more of the fallowing four criteria: 1. It is associated with events that have made a significant contribution to the broad patterns of local or regional history, or the cultural heritage of California or the United States; __ 2. It is associated with the lives of persons important to local, California, or national history; 3. It embodies the distinctive characteristics of a type, period, region, or method or construction, or represents the work of a master, or possesses high artistic values; or 4. It has yielded, or has the potential to yield, information important to the prehistory or history of the local area, California, or the nation. In addition to having significance, resources must have integrity. Integrity is the authenticity of an historical resource's physical identity as evidenced by the survival of characteristics or historic fabric that existed during the resource's period of significance. To be eligible for listing, resources must retain enough of their character or appearance to be recognizable as historical resources and convey the reasons for their significance. Historical resources that have been rehabilitated or restored may be evaluated for listing. Integrity is evaluated with regard to the retention of location, design, setting, materials, workmanship, feeling, and association. It is also judged with reference to the particular criteria under which a resource is proposed for eligibility. Alterations over time to a resource or historic changes in its use may themselves have historical, cultural, or architectural significance. It is possible that historical resources may not retain sufficient integrity to meet the criteria for listing in the National Register, but they may still be eligible for listing in the California Register. A resource that has lost its historic character or appearance may still have sufficient integrity for the California Register if it maintains the potential to yield significant scientific or historical information or specific data. Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 CONTENTS I. INTRODUCTION ............................................................................................. ......... 1 A. Classifying Historical Resources ......................................................................... ...........1 II. DOCUMENTATION REQUIRED TO NOMINATE ........................................... ......... 3 A. How to Prepare a Primary Record (DPR 523A) .................................................. ........... 3 B. How to Prepare a Location Map (DPR 523J) ..................................................... ........... 7 III. DETAILED DESCRIPTION AND EVALUATION ............................................. ......... 9 A. Preparing the Building, Structure, and Object (BSO) Record (DPR 5236) ........ ........... 9 B. Preparing the Archeological Site Record (DPR 523C) ........................................ ......... 12 C. Preparing the District Record (DPR 523D) ......................................................... ......... 15 IV. PREPARING OPTIONAL ATTACHMENTS .................................................... ....... 19 A. Linear Feature Record (DPR 523E) ................................................................... .........19 B. Milling Station Record (DPR 523F) .................................................................... .........22 C. Rock Art Record (DPR 523G) ............................................................................ ......... 23 D. Artifact Record (DPR 523H) ............................................................................... .........24 E. Photograph Record (DPR 5231) ......................................................................... ......... 25 F. Continuation Sheet (DPR 523L) ......................................................................... ......... 25 NOMINATING A SURVEY .......................................................................................... 26 SOURCES OF ADDITIONAL INFORMATION ............................................................ 27 APPENDIX 1: BLANK NOMINATION FORMS ........................................................... 29 APPENDIX 2: CALCULATING UTM COORDINATES ............................................... 41 APPENDIX 3: RESOURCE ATTRIBUTE CODES ..................................................... 43 APPENDIX 4: HOW TO CATEGORIZE HISTORICAL RESOURCES ....................... 49 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources 9 I. INTRODUCTION In this manual, you will find the instructions for preparing the DPR523 forms used for nominating historical resources to the California Register of Historical Resources, henceforth the California Register. The California Register is an authoritative guide to those historical resources which deserve to be preserved. However, before a resource can be listed on the California Register, it is necessary to record enough information about it to know where the resource is located, its current physical condition, and what attributes make it significant. The State Historical Resources Commission, henceforth the Commission, has determined the Historical Resources Inventory Form (DPR Form 523 A through L) series, henceforth DPR Form 523, provides the best means for recording the necessary level of information. Using the DPR Form 523 series will also facilitate the inclusion of the resource into the California Historical Resources Information System if the resource has not been previously included. Depending on the nature and complexity of the resource, it may be necessary to use several of the forms included in this manual. For every resource, the Primary Record and the appropriate evaluative and/or descriptive form (Building, Structure, and Object Record; Archeological Site Record; or District Record) will be the minimum level of information required to nominate an historical resource to the California Register. A. CLASSIFYING HISTORICAL RESOURCES When nominating an historical resource to the California Register, it is useful to classify it. Categories of historical resources eligible for nomination are as follows: Building: A resource, such as a house, barn, church, factory, hotel, or similar structure, created principally to shelter or assist in carrying out any form of human activity. "Building" may also be used to refer to a historically and functionally related unit, such as a courthouse and jail or a house and barn; Structure: The term "structure" is used to describe a construction made for a functional purpose rather than creating human shelter. Examples of structures include mines, bridges, and tunnels; Object: The term "object" is used to distinguish those constructions that are primarily artistic in nature or are relatively small in scale and simply constructed, as opposed to a building or structure. Although it may be movable by nature or design, an object is associated with a specific setting or environment. Objects should be in a setting appropriate to their significant historic use, role, or character. Objects relocated to a museum are not eligible for listing on the California Register. Examples of objects include fountains, monuments, maritime resources, sculptures, and boundary markers. Site: A site is the location of a significant event, a prehistoric or historic occupation or activity, or a building or structure, whether standing, ruined, or vanished, where the location itself possesses historic, cultural, or archeological value regardless of the value of any existing building, structure, or object. A site need not be marked by physical remains if it is the location of a prehistoric or historic event and if no buildings, structures, or objects marked it at that time. Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 Examples of such sites are trails, designed landscapes, battlefields, habitation sites, Native American ceremonial areas, petroglyphs, and pictographs; Historic District: Historic districts are unified geographic entities which contain a concentration of historic buildings, structures, or sites united historically, culturally, or architecturally. Historic districts are defined by precise geographic boundaries. Therefore, districts with unusual boundaries require a description of what lies outside the area, in order to define the edge of the district and to explain the exclusion of adjoining areas. The district must meet at least one of the criteria for significance discussed in Section 4852 (b) (1)-(4) of the regulations. Instructions for Nominating Historical Resources to the California Register of Historical Resources II. DOCUMENTATION REQUIRED TO NOMINATE A RESOURCE TO THE CALIFORNIA REGISTER 1997 The Primary Record (DPR 523A) and Location Map (DPR 523J) provide the minimum level of information needed to locate and describe a resource for nomination to the California Register. The Location Map is optional for buildings located on small parcels of land in urban areas when an address is provided. This minimum level of documentation is designed to provide an initial record of all types of historical resources including buildings, structures, objects, sites, and districts, as well as cultural landscapes (sites) and traditional cultural properties (many of which are classified as sites). Small, simple groupings of resources such as an historic building constructed on top of an archeological site or a house with an associated garage or barn are most appropriately all of he va utes present and detaledlrecord ng fo msras app opriate!to p esentRmo~e detailedx information about each component. More detailed descriptive information and evaluations should be documented on the Building, Structure, and Object (BSO) Record (DPR 523B), henceforth the BSO Record; Archeological Site Record (DPR 523C); and District Record (DPR 523D). A Sketch Map (DPR 523K) should also be prepared to accompany most detailed records. Several optional records have also been designed for use in conjunction with any of the aforementioned records. They include a Linear Feature Record (DPR 523E), Milling Station Record (DPR 523F), Rock Art Record (DPR 523G), Artifact Record (DPR 523H), Photograph Record (DPR 5231), and Continuation Sheet (DPR 523L). Use of the optional forms is entirely discretionary and may be combined with other detailed recordation forms as appropriate. In keeping with the flexible nature of this recordation approach, nominators may opt to provide additional information as desired on a Continuation Sheet. A. HOW TO PREPARE A PRIMARY RECORD (DPR 523A) The following are step-by-step instructions for completing the Primary Record. Please note that required information is indicated with a sidebar, asterisk, and bold type in the instructions that follow. All records must be typewritten or computer-generated. Fields marked with a sidebar, asterisk, and boldface type in this manual must be completed. Please make every effort to produce clear and easily readable maps, photographs, and drawings when they are required. The use of computers is encouraged in the production all of the records described in this manual. Every required data field must be included on computer-generated forms with header blocks presented as they appear on the sample forms. For records documenting buildings, structures, and objects, it is preferable to format computer-generated records, the same as those reproduced in Appendix 1, with continued text placed on a Continuation Sheet. It is particularly helpful to keep the photograph (required for buildings, structures, and objects in Field P5a. on the Primary Record) on the first page of a record. When a photograph is not required, this space may be utilized for continuous text entry. Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 For records nominating sites, the text of computer-generated data fields should usually be entered as a continuous block with paragraphs used to break the text up as appropriate. Lengthy entries should generally be introduced with a paragraph that summarizes the data in that field. District Records may be produced with either continuous text or the use of a Continuation Sheet. Header Block: Information provided in the shaded header block at the top of the form will be used to track resource records and the decisions made about a nominated resource. Enter the appropriate information in the spaces provided for Primary Number, Site Trinomial/Historic Resources Inventory Number, henceforth HRI Number, Other Listings, and National Register of Historic Places (NHRP) Status Code when known. The space provided for Review Code, Date, and Reviewer will be completed by the Office of Historic Preservation, henceforth the Office, and should always be left blank. Primary Number: Enter a number only if one has already been assigned by a Regional Information Center. Trinomial and/or HRI Number: Enter the appropriate number only if a number has already been assigned by the Office or an Information Center. NRHP Status Code: Enter a 7 in this field for "not evaluated" (unless nominating a survey, see page 27). Other Listings: Enter any national, state, and/or local designation program in which the resource is listed. Provide a reference number if applicable. Enter only those designations which have alreadv been approved at the time of nomination. Use the following abbreviations: HABS (Historic American Building Survey), HAER (Historic American Engineering Record), NHL (National Historic Landmark), SHL (State Historical Landmark), or CPHI (California Point of Historical Interest) or provide the name of the local register where applicable. Review Code/Reviewer/Date: To be completed by Office staff. *Resource Name or #: Use this field to provide an identifier assigned by a recorder that can be used to link all the pages of the nomination. The identifier can be an historic or common name, parcel number, or any other designator which will consistently refer to the resource. P1. Other Identifier: This space may be used to provide an identifier that relates to a project name, agency designation, or other unique identifier that pertains to the resource. *P2. Location: First, indicate whether or not the location of the resource should be kept confidential. Then provide the following information: *P2a. Countv: Give the name of the county or counties in which the resource is located. If it is located in more than one county, list first that county containing the majority of the resource. Include the appropriate county and state for resources whose boundaries extend outside of California. *P2b. USGS 7.5' Quadrangle, Township. Range, and Section: Provide the name of the United States Geological Survey 7.5' quadrangle(s) that cover(s) the area in which the resource is located and describe its legal location to the nearest quarter section where possible. For large or linear resources spanning an extensive geographic area, it may be helpful to provide Instructions for Nominating Historical Resources to the California Register of Historical Resources 1997 I several legal descriptions. Indicate the township, range, and base meridian for each legal description. Plc. Address: Enter the complete address, if one exists, for the parcel on which the resource is located. Include the street or highway number and name, town or city, and zip code. For numbered highways, use "State Route" or "County Road" followed by a number. *P2d. UTM: Universal Transverse Mercator, henceforth (UTM), coordinates are required for sites and should also be used for other resources that either do not have a street address or cannot be accurately located by the address due to the size of the parcel. For example, linear structures rarely have addresses and many rural buildings are located on large parcels. In such cases, UTMs should be provided to more accurately pinpoint the location of the resource. Begin by entering the name of the United States Geological Survey quadrangle(s). Note the date the map was published or photorevised. For resources less than 10 acres, enter the UTM coordinate for the point corresponding to the center of the resource. Four UTM coordinates are required when identifying the corners of larger resources. UTM coordinates should be provided for both ends of linear structures and sites (or for the recorded segment of that resource). LocationoMap.aRefer t Appendax 2 for further information abouP how t ocac ulateeUTMs.on a Pte. Other Locational Data: While no further locational data is required, it may be helpful to supply additional information such as a parcel number; lot, block, and subdivision; and/or directions to a resource. Parcel numbers may be particularly useful to local governments that make decisions affecting historical resources. For resources that are particularly difficult to find, it may even be necessary to supplement the Location Map with an Access Map showing how to locate the resource from an easily identifiable landmark. *P3a Description: Provide a concise, well-organized description of the resource. Describe its physical characteristics and appearance and summarize any features that are associated with it. Where possible, note all aspects of the resource that are observed, even if some of these elements are not recorded in detail. Descriptions of buildings, structures, and objects should identify construction details, materials, workmanship, and alterations. Buildings should be described in terms of overall shape, number of stories, siding type, roof shape and materials, dormer shape, window location and pattern, door location, porch type, and ornamentation. Information on the nature and extent of any alterations should also be included. Boundary descriptions may be brief and refer solely to the resource's parcel where appropriate. Describe the area outside the boundaries, mentioning landscape, use, architecture, and other aspects related to the setting of the resource, as appropriate. Descriptions of linear structures and linear sites should include an overview of the entire resource when possible, even in cases where only a segment of that resource is nominated. The overview should attempt to describe the type of resource, when it was constructed, how long it is, its shape, origin and destination, how it was constructed (e.g., materials, workmanship, special engineering accomplishments, etc.), setting and physical condition, and, to a limited degree, its function. When only a portion of a linear resource is nominated, that segment should be identified on a Location Map (DPR 523J). I Descriptions of sites should summarize observed physical characteristics and major cultural and natural features (e.g., midden, lithic scatter, shell mound, housepits, rock art, bedrock milling Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 I features, etc.). While interpretive comments may also be included, the principal goal of this section is to describe the site in as much detail as possible. When nominating traditional cultural places (TCPs), the description should be based on information provided by members of that community which is historically associated with the resource. Refer to National Register Bulletin 38 (National Park Service 1990a) for further information about recording TCPs. Descriptions of districts should briefly summarize overall characteristics, setting, and the numbers and types of contributing and non-contributing resource elements. Discuss the characteristics that link the elements of the district to form a distinctive resource in and of itself. Mention natural and cultural features as appropriate. If you are describing an element of a district, provide the Primary Number and/or the resource identifier of the district, when known. *P3b. Resource Attributes: From the list of Resource Attributes in Appendix 3, enter those attributes which best define and describe the resource. Provide the code and a brief description far each attribute identified. For example, a complex resource may contain several attributes, such as "(HP2) single family property," "(AH2) building foundation," and "(AP4) bedrock milting feature." The codes provided in this data field will enable attribute-based record searches which, when combined with other variables, will facilitate contextual research. *P4. Resources Present: Using Appendix 4 for reference, check the category or categories that best describe the resource that is being documented. When nominating a resource with superimposed elements, such as a building located on top of an archeological site, check all categories that apply. If the resource is part of a district, check the box for "Element of District" in addition to the appropriate box (or boxes) that best describe the resource. If the record is being prepared to document a district, check the district box. *P5 Photographs Slides and/or Drawings and Descriations: At least one clear and descriptive 3-1/2"x5" black and white or glossy color photograph is required for all records documenting buildings, structures, or objects, and may also be supplied when documenting sites. Describe the subject, view, date the photograph was taken, and the number of the photograph (roll and frame number) in Field P5b. Place the print in a clear polyethylene or polypropylene envelope and affix the envelope to the record in the space provided (P5a.) using transparent tape, preferably an archivally-stable brand. Scanned halftone images may be an acceptable substitute for original photographs; however, you should consult with Office staff before submitting records with such graphics. A slide should also be provided for presentation to the Commission. Photographs of buildings, structures, and objects should provide an overview of the resource in its setting or a detailed view of the resource itself where appropriate. One contemporary photograph showing the front and one side of the resource is usually sufficient. For some resources, however, it may be useful to provide additional views, supplementary historical pictures, photographs of details, and photographs of ancillary structures placed on Continuation Sheets (DPR 523L). This space may also be used for a drawing, plan, map of minor resources and isolated archeological finds, or for supplementary text where a photograph or other graphics are not required. *P6 Date Constructed/Age and Sources: Indicate whether the resource is prehistoric, historic, or both; list the construction date or period of use; and briefly describe how that date or period was determined. Indicate whether the date or period of use is factual or estimated. The term "historic" applies to all historical resources associated with non-indigenous peoples, as Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources g well as those used by Native Americans after direct contact with non-indigenous peoples. The term "prehistoric" applies to all historical resources used by Native Americans prior to direct contact with non-indigenous peoples. Cite any references used to determine the age of the resource. *P7. Owner and Address: Give the name and address of the resource's current owner(s). If the owner is a government agency, clearly identify the agency by name (not simply "the State of California" or "the federal government"). The name and address of the managing unit may also be provided. *Pa. Recorded Bv: Enter the name of the person who prepared the nomination, indicating I their agency or organizational affiliation, if appropriate, and provide a complete address for that agency or organization. *P9. Date Recorded: Indicate the date the nomination was prepared. *P10. Survev Tvpe: Enter "California Register nomination' in the space provided. *P11 Report Citation: Provide a complete citation for any report or publication, if one has been completed or is under preparation, documenting the discovery of the resource. If no report or publication exists or is planned, enter "none." List the name of the author, date of the report or publication, title, and the name of the government agency, private firm, university department, publisher, etc. for whom the report was prepared or published. *Attachments: Check any forms that are attached to the Primary Record and list any other I attachments, if appropriate. Circle the word "None" if there are no attachments. B. HOW TO PREPARE A LOCATION MAP (DPR 523J) The purpose of the Location Map is to accurately depict the location of the resource on a United States Geological Survey (USGS) topographic quadrangle or other government map. The Location Map differs from a Sketch Map in that it generally does not depict the internal arrangement of a resource. The only exceptions to this rule are the Location Maps created for linear resources and districts, which may depict component features and/or elements. The Location Map is optional for buildings located on small parcels of land in urban areas when an address is provided. It is required for sites as well as other resources that do not have a street address. Location Maps are also recommended for resources that are located on large parcels where an address may not satisfactorily pinpoint the location of the resource within the parcel. Header Block: Enter the Primary Number, HRI Number, and/or site Trinomial Number, if known. Leave these fields blank if the numbers are unknown. Enter the same Resource Name or Number used in this field on the Primary Record (DPR 523A). The identifier can be an historic or common name, parcel number, or any other designator which will consistently refer to the resource and link the pages of the nomination together. Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 Provide the name, scale, and publication date of the map(s) used to depict the location of the historical resource in the space provided and include a copy of the appropriate portion(s) of that map or maps on the Location Map record. If the map has been photorevised, place the date of the revision in parentheses following the original date the map was published. The Office recommends using maps published by the government, particularly United States Geological Survey topographic quadrangles (for rural areas) and Assessor's regional index maps (for urban areas). Because privately published maps are subject to copyright restrictions, it is important to check with the Office before submitting such materials. All Location Maps should include a bar scale and north arrow. Accurately plot the shape and location of the resource on an appropriate map. Very tiny resources may be depicted with a dot, while the exact configuration of larger resources should be drawn to scale using a heavy black line to indicate the perimeter of the resource. When possible, show the entire alignment of a linear resource, even if only a segment is nominated. Do not obscure map details by solidly filling in the areas covered by large historical resources. Instructions for Nominating Historical Resources to the California Register of Historical Resources 1997 III. DETAILED DESCRIPTION AND EVALUATION REQUIRED TO NOMINATE A RESOURCE TO THE CALIFORNIA REGISTER Three recording forms can be used for detailed description and evaluation of all types of historical resources. Those forms consist of the Building, Structure, and Object (BSO) Record (DPR 523B); Archeological Site Record (DPR 523C); and District Record (DPR 523D). Each detailed record builds on the basic information gathered on the Primary Record and, therefore, must be accompanied by that form and a Location Map when required. Evaluation is a required field on the BSO Record and District Record, however, it is optional on the Archeological Site Record. Completing an evaluation involves assessing whether an historical resource meets defined criteria of significance, specifically the California Register criteria provided for reference in Appendix 6. The significance of an historical resource is best understood and judged in relation to an historic context. An historic context consists of a theme, pattern, or research topic; geographic area; and chronological period. The theme, pattern, or research topic provides a basis for evaluating the significance of a resource when it is defined in relation to established criteria. An historical resource is considered significant and, hence, eligible for the California Register if it is associated with an important historic context and it retains the integrity of those characteristics necessary to convey its significance. When considering the integrity of an historical resource, it is appropriate to take into account factors such as location, setting, design, materials, workmanship, feeling, and association. Evaluation involves three basic steps: (1) identification of a significant historic context associated with the resource; (2) identification of the types of resources important in illuminating that context and the physical characteristics those resources must possess to reflect the significance of the historic context; and (3) an assessment of whether the resource being evaluated has those required physical characteristics. The amount of descriptive and historical information needed to establish whether or not a resource has the required physical traits necessary to convey its significance will depend on the complexity and type of resource being nominated. A. PREPARING THE BUILDING, RECORD STRUCTURE, AND OBJECT (BSO) (DPR 5236) The BSO Record can be used to evaluate and present detailed information about buildings, structures, and objects. The Linear Feature Record (DPR 523E) may also be used as a supplement to the BSO Record when documenting and evaluating linear structures such as roads, canals, and railroad grades. Detailed instructions for preparing the BSO Record are provided below. Required information is indicated with a sidebar, an asterisk, and bold type. Header Block: Enter the Primary Number, and HRI Number, and/or site Trinomial Number, if known. Leave these fields blank if the numbers are unknown. Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 *NRHP Status Code: Enter a 7 in this field for "not evaluated." *Resource Name or #: Enter the same name or number used in this field on the Primary Record (DPR523A). The identifier can be an historic or common name, parcel number, or any other designator which will consistently refer to the resource and link the pages of the nomination together. B1. Historic Name: Enter the historic name of the resource, if known. An historic name may be either the formal name used for the resource during its period of significance or a name closely associated with its significance. The historic name may refer to the builder, designer, or historic owner(s); significant persons or events connected with the resource; original or later uses of the resource; or accepted professional, scientific, technical, or traditional names for the resource. B2. Common Name: Enter the resource's common or presently used name. If documenting a single family dwelling, use the current owner's name only if local residents strongly associate the house with that owner. If historic and common names are identical, enter "same." If the resource has no common name, enter "none." B3. Orioinal Use: Enter the original use(s) of the building, structure, or object. 64. Present Use: Identify the present use(s) of the building, structure, or object. Other past uses may be described in Field 610 (Significance). *B5. Architectural Stvle: Use standard architectural terminology to describe the style or construction type of the building when applicable. If necessary, combine terms to describe the style (e.g., "Classical Revival with Craftsman elements"). See National Resister Bulletin 16A (National Park Service 1991), Blumenson (1981), McAlester and McAlester (1984), City of Oakland (1978), and Whiffen (1969) for suggested stylistic terminology. See Sources of Additional Information for complete citations of these publications. *B6. Construction History: List alterations to the resource which substantially affect its architectural integrity. ee as specific as possible. For example, put "aluminum sliders" rather than merely "windows." Add the date(s) of the alterations, if known. *B7. Moved?: Check whether or not the resource has been moved and give the date of the I move, if known. Include any available information regarding the original location of the resource. *B8. Related Features: List other important features of the resource. Such features might include barns, carriage houses, garages, outhouses, sheds, windmills, water towers, hitching posts, fences, walls, unusual curbs or sidewalks, formal gardens, prominent or unusual trees, and expansive lawns. Do not include other major historical resources that merit separate documentation. B9a. Architect: If appropriate, enter the name of the architect, architectural firm, engineer, artist, landscape architect, or planner responsible for designing the building, structure, or object. If the resource was not professionally designed, as in the case of a house constructed by an owner/builder, put "none." If no information about the designer is known, enter "unknown." B9b. Builder: In the space provided for "Builder," enter the name of the person or firm actually responsible for the construction of the resource. Do not put the name of someone who merely commissioned the work. If no information is known, enter "unknown." 10 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources g *610. Significance: Resources are generally evaluated using an historic context--an organizational format which groups information about related historical resources based on theme, geographic limits, and chronological period. The information provided in the following fields should describe why the resource is significant within a relevant historic context. Begin by identifying the historic 'theme"--the subject or topic of historical study important to the resource. Examples include "Commercial Development," "Citrus Industry," "River Transportation," "Residential Architecture," etc. For "area," list the locale in which the. events of the theme occurred. Usually the area is the city or town in which the resource is located; however, there may be exceptions where contemporary boundaries do not coincide with historical boundaries. The area also might be a county, a part of a town, or a place defined by a topographical feature. "Period of significance" refers to a chronological period as it relates to the historic context and is defined as a year or range of years [e.g., Commercial Develoe,menter the s)ecifickerse ofd (area), 1896-1941 (period of significance)]. For "property typ P tYP resource that is being evaluated within the historic context. For example, the context "Commercial Development in Bakersfield, 1896-1941" may include retail stores and office buildings as associated property types. Therefore, a form documenting the Woolworth Building in downtown Bakersfield would list "retail stare" for the property type. In the space marked "applicable criteria," enter the criterion or criteria upon which the resource I is being evaluated. The statement of significance should explain why the resource is important in relation to its historic context(s). Make the strongest possible case using historical and/or architectural analysis as appropriate. Compare the resource with others that belong to the same property type and relate to the same historic context. Include an analysis of the integrity of the resource. Additional information about the resource may be included, even if it is not specifically related to the context identified, to the extent that it will help establish the significance of the resource 811. Additional Resource Attributes: The historic attributes of the resource refer to its characteristics at the time it gained significance. Choose up to six numbers from the list of Resource Attribute Codes in Appendix 3. Enter each number, two dashes, and a brief description, e.g., "(HP3)--Duplex" or "(HP14)--Library." If more than one number is needed, the description may follow the numbers, e.g., "(HP12), (HP44)--YWCA." *612. References: List any documents and style books used to obtain information about the resource. Include page numbers and dates of publication. Also, list oral interviews, including the name of the person interviewed and the date of the interview. You may abbreviate citations if necessary, but do not merely cite a general bibliography available elsewhere. 813. Remarks: Include information about zoning, threats to the resource, previous surveys, and other relevant information in this data field as appropriate. *B14. Evaluator and Date of Evaluation: Enter the name of the person responsible for I evaluating the significance of the resource and indicate the date the evaluation was completed. *Sketch Maa: In the space provided, draw or paste in a sketch map of the resource and any I associated features discussed in Field 68 (Related Features). This sketch map is required 11 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 regardless of whether or not a Location Map (DPR523J) is also needed. The sketch map need not be drawn to scale, but must include a north arrow. Name or otherwise identify important features associated with the resource. In urban areas and where possible in rural areas, identify the nearest intersection. Otherwise, show roads (with names), buildings, rivers, railroad tracks, and other features that may help others locate the resource. If the resource's boundaries are other than parcel boundaries, indicate as such. Space Reserved for Official Comments: Leave this space blank. Provide comparable space on computer-generated forms. B. PREPARING THE ARCHEOLOGICAL SITE RECORD (DPR 523C) The Archeological Site Record can be used to record detailed descriptive information about most historical resources classified by the California Register as "sites." The Archeological Site Record was specifically developed to accommodate the documentation of both prehistoric and historic sites. As such, it includes a number of data fields essential for recording certain types of sites, but is irrelevant for the documentation of others. The Archeological Site Record must be accompanied by a detailed Sketch Map (DPR 523K). Several specialized recording forms have been developed as optional attachments to the Archeological Site Record. They include the Linear Feature Record (DPR 523E), Milling Station Record (DPR 523F), Rock Art Record (DPR 523G), and Artifact Record (DPR 523H). Instructions for preparing those optional attachments are provided later in this manual. Detailed instructions for preparing the Archeological Site Record are given below. Required information is indicated with a sidebar, asterisk, and bold type. A detailed Sketch Map (DPR 523K) must accompany every Archeological Site Record. The Sketch Map should accurately depict the details of the site in its immediate environmental setting thereby providing sufficient detail to allow a person unfamiliar with the resource to identify it on site. The Sketch Map should be drawn to scale. It must include a datum point or points; site boundary; north arrow (labeled either "magnetic" or "true"); bar scale; the plotted location of features, collected specimens, units, and other materials (if present); and a legend. The datum and methods used to map the site should be described in Field Al on the Archeological Site Record. The site datum should be a relatively permanent natural or cultural feature. All features should be plotted accurately in correct relation to each other and the datum. Relevant information about the natural and cultural setting of the site should also be depicted. It is acceptable to estimate the locations of such natural features. Header Block: Enter the Primary Number and/or site Trinomial Number, if known. Leave these fields blank if the numbers are unknown. *Resource Name or #: Enter the same name or number used in this field on the Primary Record (DPR 523A). The identifier can be an historic or common name, parcel number, or any other designator which will consistently refer to the resource and link the pages of your nomination together. *A1. Dimensions: Enter the length and width of the site, describe the units of measurement, and indicate how the dimensions were determined (i.e., describe methods used to map the site). 12 Instructions for Nominating Historical Resources August 1997 to the California Register of Historical Resources All sites with prehistoric components must be measured in meters. The use of other appropriate units of measurement is acceptable for sites with historic components. The overall dimensions of multi-component sites should be measured in meters with other units of measurement used to supplement the description of historic features where appropriate. State the orientation of the measurements in the space between parentheses using one of the four basic compass lines. Describe the datum in sufficient detail that it can be relocated by subsequent investigators. Alsc provide the following information regarding how these limits were defined: I Method of Measurement: Check the box that defines how length and width measurements were made and describe any other methods used. Method of Determination: Check all factors employed to determine the site boundary, including the distribution of artifacts and features; diminishing densities of cultural materials; changes in soil color or type; distinctive vegetation or topography; cultural materials visible in cut banks, animal burrows, or as the result of test excavation; or the recognition of a historic property boundary. Provide a brief explanation of any other means used to determine the site boundaries. While it may not be possible to define absolute boundaries for a resource based on surface inspection, a clear justification should be offered for how the site's boundaries were defined. Reliability of Determination: Estimate how reliable the boundary determination is and check I the appropriate box. Explain as necessary. I Limitations: Check any factors that hindered accurate determination of the extent of the site and explain any additional limitations that were noted. *A2. Death: Enter the depth of any archeological deposit(s) which are present at the site. An estimate of depth is acceptable as long as the rationale for that approximation is explained. Leave the space after "depth" blank and check "unknown" if there is uncertainty about the site's depth. Enter'surface" on the line following "depth," check "none" if there is no depth to the deposit, and indicate how this was determined. *A3. Human Remains: Record the presence or absence of any human remains observed on the site by marking the appropriate box. Indicate the quantity condition, and location of any observed remains in the space provided after "explain." The location of observed human remains should be depicted on an attached Sketch Map (DPR 523K). If any osteological material has been removed from the site, identify where it is curated or to whom it was transferred for reinternment or analysis. *A4. Features: Assign a number to every feature present on a site, show its location on an attached Sketch Map (DPR 523K), and describe the feature and any cultural constituents associated with it. If no features were observed, enter "none" or "none observed" The description of each feature should identify, where possible, the type of feature; its age, function, size, and condition; the nature of any associated archeological deposits and cultural constituents; and any other pertinent details. Cultural constituents that are associated with or found near a feature should be described as an aspect of that feature, rather than in the general list of constituents entered in Field A5 (Cultural Constituents). List, briefly describe, and discuss the chronological implications of all cultural constituents associated with each feature or a meaningful sample of them. 13 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 Information about the numbers and types of bedrock milling features and rock art features should be briefly summarized in this field. Such features also may be recorded in greater detail on a Milling Station Record (DPR 523F) or Rock Art Record (DPR 523G) if appropriate. *A5. Cultural Constituents: List, briefly describe, and discuss the chronological implications of all cultural constituents not associated with features of the site. Constituents that are associated with features of the site should be described in Field A4 (Features). Cultural constituents encompass all artifacts, ecofacts, and other residues of human activities. Provide a complete inventory of observed constituents when they occur in small quantities. For sites with large amounts of cultural material, describe the types of materials present and estimate their relative abundance, taking care to identify any temporally diagnostic remains. *A8. Were Specimens Collected?: Check whether or not any specimens were collected during the field visit that led to the preparation of the Archeological Site Record (DPR 523C). If any materials were collected, attach an Artifact Record (DPR 523H) or a catalog containing comparable information and show the locations where the specimens were collected as specific points or collection units on an attached Sketch Map (DPR 523K). Be sure to indicate on the Artifact Record where the specimens are curated. Please note that specimens should only be collected under the auspices of a legitimate scientific study and with the permission of the landowner. *A7. Site Condition: Indicate the relative condition of the site as a whole by checking "good," "fair," or "poor" and describe existing alterations and/or disturbances of the resource, its major features, and its setting. Indicate the degree of disturbance and the agents that caused that disturbance. Consider whether the site retains integrity of setting, feeling, association, workmanship, design, materials, and location. *A8. Nearest Water: Enter the name, or type of water (if not specified in the name), seasonal availability, distance, and direction (from the site datum or site boundary closest to water source) to the nearest natural fresh water source or probable former source (for prehistoric sites) or historic source (for historic sites occupied after that source was created). If the nearest water cannot be determined, enter "unknown." *A9. Elevation: Enter the elevation or range of elevations for the site in meters or feet and describe how those measurements were determined (e.g., altimeter, interpreted from map, etc.). A10. Environmental Setting: Briefly describe the present vegetation zone, plants, animals, soils, geology, landforms, slope, aspect, exposure, and other environmental characteristics of the site and its vicinity to the extent that such conditions are relevant to understanding the site and its importance. A11. Historical Information: Briefly summarize information gathered from reports, publications, historic documents, and oral interviews. In cases where historic materials are present, but no documentary or testimonial evidence was found, state that the historic use is unknown. Indicate what sources were examined for information about the resource, even if the results were negative. Use a Continuation Sheet (DPR 523L) to attach historic maps and/or photographs if appropriate. *A12. Age: Check any categories that apply to the site and explain the evidence used to determine the period(s) during which it was occupied. If occupation of the site extended over 14 Instructions for Nominating Historical Resources t~ the c:alifornia Register of Historical Resources 1997 multiple periods, check all that apply. For prehistoric sites, describe any evidence that can be used to infer the site's position in a regional prehistoric chronological sequence where possible. The protohistoric check box should be marked if a site was occupied by Native Americans during the historic period, as determined from historic accounts and/or the presence of materials introduced by non-native peoples. Specific dates of occupation or site use should be identified for other types of historic archeological sites when these dates are known. A13 Interpretations: Provide information concerning any interpretations made for the site and discuss the evidence used to substantiate these interpretations. Possible interpretive categories include site function, demographic observations, cultural ecology, research or scientific value, and ethnographic/cultural affiliations. While the observations discussed here may or may not be sufficiently detailed to constitute an evaluation, they should provide data helpful for planning the evaluation and treatment of the site. This field may be used to present a full historic context statement and evaluation of a site, if desired. A14. Remarks: This field may be used to note additional information that does not readily fit elsewhere on this form. It may be useful to discuss the history of previous studies at a site, threats to the resource, or other data. A15. References: List persons interviewed and documents used to discover information about the resource. Enter "none" if no information was sought. Provide a complete citation for each document, sufficient so that others may locate the source. Identify persons interviewed by their full name, address (if permitted by the interviewee), and the date of the interview. A16 Photooraohs: This field should be used to record any photographs or other recorded images taken during the documentation of the site. A Photograph Record (DPR 5231) can be attached to the Archeological Site Record as an alternative to completing this field. If no images were taken, enter "none." Photographic documentation is strongly recommended for every site. Photographs should be placed on a Continuation Sheet (DPR 523L) and labeled. *A17. Form Pre ared B Date and Affiliation and Address: Provide this information only if I it differs from that given in Fields P8 and P9 on the Primary Record (DPR 523A). C. PREPARING THE DISTRICT RECORD (DPR 523D) Districts consist of a significant concentration or continuity of associated historical resources. The District Record provides a vehicle for documenting the linkages among individual resources in such a situation. The District Record will be used to evaluate the significance of the resource within the framework of an historic context. A Primary Record (DPR 523A), Location Map (DPR 523J), and District Record (DPR 523D) are all needed to document the district as a whole. Every component or element of the distfo triate then documented separately on its own Primary Record. In some cases, it may be app p to prepare additional documentation on a district component when it appears to be individually significant as well, and worthy of nomination on its own merit. Minor features such as landscaping, fences, curbing, prospect pits, and widely dispersed archeological materials need not be separately recorded if they are adequately described in Field D3 (Detailed Description) on the District Record. Detailed instructions are provided below 15 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 for completing the District Record. Required data fields are indicated with a sidebar, asterisk, and boldface type. Header Block: Enter the Primary Number, HRI Number, and/or site Trinomial Number if known. Leave these fields blank if they are unknown. I *NRHP Status Code: Enter a 7 in this field for "not evaluated" (unless nominating a sulve, see page 27). *Resource Name or #: Enter the same name or number used in this field on the Primary Record (DPR 523A). The identifier can be an historic or common name, parcel number, or any other designator which will consistently refer to the resource and link the pages of the nomination together. D1. Historic Name: If applicable enter the historic name of the district. An historic name may be either the formal name for the resource during its period of significance or a name closely associated with its significance. The historic name might also refer to accepted professional, scientific, technical, or traditional names for the district. D2. Common Name: Enter the common or presently used name for the district. If historic and common names are identical, enter "same." If the resource has no common name, enter "none" or a brief description, such as "500-700 block of Maple Street." *D3. Detailed Description: Provide a detailed description of the district, including those characteristics that give coherence to the area. Describe the nature and severity of any intrusions and disturbances. Mention design features, vegetation, and other relevant factors. List every resource which has been documented separately as an element of the district, and indicate whether or not that element contributes to the significance of the district. This information may be included in this field or as a separate entry on a Continuation Sheet (DPR 523L). Addresses should be given for all buildings and structures in a district if applicable. Other types of identified resources may be listed by Primary Number, Trinomial Number, HRI Number, and/or a resource identifier such as a historic name or temporary designation. Minor features of a district such as plantings, mining prospect pits, fences, and curbing need not be separately recorded on individual recording forms if they are adequately discussed in the text of the Detailed Description. At least two 5"x7" black and white or color photographs of representative streetscapes or other overall views must be included with the District Record. Describe the subject, view, and date the photograph was taken on a label and affix it to the back of the print. Place the print in a clear polyethylene or polypropylene envelope and affix the envelope to a Continuation Sheet using archivally stable transparent tape. A representative slide should also be provided with the nomination. *D4. Boundary Description: District boundaries may be described either in a narrative fashion or by entering the measurements of the maximum length and width of the resource. Narrative entries may use street names, property lines, geographical features, or other lines of convenience. When dimensions are given, indicate the units of measurement and describe the method used to obtain those measurements (e.g., taped, paced, extrapolated from map, etc.). The boundaries of the district and the district elements should be clearly depicted on a Location Map (DPR 523J) and/or a Sketch Map (DPR 523K). 16 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources g *D5 Boundary Justification: Provide a concise explanation as to how the boundaries of the district were determined, taking into account the property's significant elements, setting, integrity, and historical importance. Boundaries should encompass, but not exceed, the extent of the significant resources and land area that contribute to the importance of the district. *D5. Significance: The statement of significance should summarize the importance of the district in terms of its historic context, as defined by theme, period of significance, and geographic scope. The importance of each individual element of the district shall be addressed in the separate Primary Records (DPR 523A) prepared for each contributing resource. Only those resources that convey the significance of the district shall be considered as contributors. Ancillary features of contributing elements need only be described as related features on the individual records. Minor features and non-contributing elements of the district may either be recorded with a Primary Record and Location Map, if necessary, or simply described in Field D3 of the District Record. Begin by identifying the historic "theme"--the subject or topic of study. Examples include "Commercial Development," "Railroad Logging," "Water Conveyance Systems," "Prehistoric Obsidian Quarry Exploitation," "Historic Mining Camps," etc. Next, identify the geographic scope in the "area" field. The geographic scope is the locale in which the events of the theme occurred. The scope could be a city, county, or region; scope could also encompass an entire state or the nation. The "period of significance," which refers to the chronological period identified in the historic context and is defined by a year or range of years [e.g., Railroad Logging (theme) in Sierra Nevada Region (area), 1890-1940 (period of significance)]. In the space marked "applicable criteria," enter the criterion or criteria upon which the district is being evaluated. In the large blank portion of this section (Significance) explain why the resource is important in relation to its historic context(s). Make the strongest possible case using historical, architectural, archeological, and/or other analyses as appropriate. Compare the district with others that encompass the same property type(s) and relate to the same historic theme. Include an analysis of the integrity of the district, taking into consideration whether or not it retains integrity of location, design, materials, workmanship, feeling, association, and setting. Also indicate whether the district and its elements remain in use or have been abandoned. Additional information about the district may be included, even if it is not specifically related to the context identified, to the extent that it will help establish the significance of the resource. *D7. References: List the documents that were used to obtain information about the district. Include oral interviews, noting the name of persons interviewed, the date of the interview, and the address of the interviewee when possible. Provide a complete citation for each document. The report citation should list the name of the author, date of the report or publication, title, and the name of the government agency, private firm, university department, publisher, etc. for whom the report was prepared or published. *D8. Evaluator/Date/Affiliation and Address: Give the name, address, and organizational I affiliation of the person responsible for evaluating the significance of the district and enter the date the evaluation was completed. Sketch Map: A detailed Sketch Map (DPR 523K) is required when the layout and details of the district cannot be clearly conveyed on a Location Map (DPR 523J) due to the compactness of its elements. Sketch Maps should be drawn to scale and must include the boundaries of the district, a north arrow, a bar scale, the plotted locations of all features and/or elements, and a legend. Include information about the environmental setting of the district. For urban building surveys, a parcel map may be used to create the Sketch Map. The parcel map should include 17 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 all of the items mentioned above and clearly indicate the names of all streets included within the district. 18 Instructions for Nominating Historical Resources August 1997 to the California Register of Historical Resources IV. PREPARING OPTIONAL ATTACHMENTS REQUIRED TO NOMINATE A RESOURCE TO THE CALIFORNIA REGISTER Six additional forms have been included as attachments for the Department record forms previously discussed. These additional forms include a Linear Feature Record (DPR 523E), Milling Station Record (DPR 523F), Rock Art Record (DPR 523G), Artifact Record (DPR 523H), Photograph Record (DPR 5231), and Continuation Sheet (DPR 523L). The following instructions are provided to facilitate filling out each form. A. LINEAR FEATURE RECORD (DPR 523E) The Linear Feature Record (DPR 523E) may be used to supplement both minimal or detailed recordation of prehistoric and historic linear structures and sites. Linear features include most long, narrow constructed works classified as structures, as well as trails, and the ruins of linear structures which are classified as sites. The Linear Feature Record may be used for documenting linear features in their entirety, segments of such resources, or observations made at a particular point along a linear feature. When nominating a linear feature or a segment of a linear feature, the nature of the entire resource should be described on the Primary Record (DPR 523A) in Field Pia (Description). Refer to the instructions for Field Pia for the kinds of information that should be included in the overall description of a linear feature. Detailed instructions are provided below for completing the Linear Feature Record. The Linear Feature Record can be used to gather descriptive information about a linear resource or it can serve as a supplement to formal evaluative documentation (e.g. BSO Record, District Record, etc.). Header Block: Enter the Primary Number, HRI Number, and/or site Trinomial Number if known. Leave these fields blank if they are unknown. L1. Historic and/or Common Name: Enter the historic and/or common name of the resource. An historic name may be either the formal name for the resource during its period of significance or a name closely associated with its significance. The historic name may refer to the builder, designer, or historic owner(s); significant persons or events connected with the resource; original or subsequent uses of the resource; or accepted professional, scientific, for the aesource may allso be providedr f known. I If thelresource has no histor c orl common me name, enter "none." L2a. Portion Described: Check whether the record is for an entire linear feature, a segment of the resource, or a point observation on a linear feature. When recording a segment or point along a linear feature, provide a field designation for that portion or point and depict its location on an attached Location Map (DPR 523J). L2b Location of Point or Seoment: To prepare a Linear Feature Record for a segment of a linear feature or a point on a linear feature, provide UTM coordinates, and any other locational information that will help identify the specific location that is being documented. 19 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 L3. Descriotion: Provide information about the construction materials and techniques used and describe any features, artifacts, and/or archeological sites/deposits that may be associated with the linear feature. Provide plans, sections, or other drawings, as appropriate, on attached continuation sheets (DPR 523L). The observations made in this section should not duplicate information provided in Field Pia (Description) on the Primary Record. If a Linear Feature Record (DPR 523A) is prepared for an entire linear feature, this field may be used to supplement information provided on the Primary Record. When this record is used to describe a particular segment or point along a linear feature, this field should be used to define the specific details observed at that location. Describe in detail each cultural feature associated with the linear resource. Number or otherwise designate each feature and plot its location on an attached Location Map (DPR 523J) and/or a detailed Sketch Map (DPR 523K). Also indicate if no features are observed. The features of a linear resource generally consist of components integral to the operation and proper functioning of that resource, as oppposed to those resource elements such as a ditch tender's camp or railroad depot which would require separate documentation as major resource elements [see Field L5 (Associated Resources)]. Some examples of features of linear resources include: Resource Features Roads retaining walls, culverts, and tunnels Ditches siphons, flumes, spillgates, and gate valves Trails blazes, cairns, and paving Railroad grades through cuts, sidings, retaining walls, and trestles The description of a feature should include information about its construction details, dimensions, and any artifacts found near the feature. Plans, cross-sections, and elevations may be attached to the record using Continuation Sheets (DPR 523L) when dealing with machinery. Feature descriptions should include information about the brand names and patent numbers recorded on the equipment. L4. Dimensions: Enter the dimensions of the linear feature at the specific observation point, segment, or along the entire resource, or indicate the range of variations in those dimensions. When only a portion of a resource is recorded provide a scaled cross-sectional sketch in Field L4e and define the length of the segment you are recording. For historic resources, all dimensions should be in feet, for prehistoric features, all dimensions should be in metric units. Indicate how that dimension was determined (e.g., taped, estimated, etc.). Loa. Too Width: Enter the width of the linear feature at its highest point and indicate the unit of measurement. For water delivery systems such as ditches and canals, the top width should be measured at the crest of the berms) or wall(s). Record more than one width or a range of widths, if appropriate. For example, a single water delivery system may be composed of a flume, earthen ditch, and concrete canal that each have different top widths which should all be listed in this field. Lob. Bottom Width: Provide a width for the base of the feature or provide a range of widths, if appropriate. Loc. Height or Death: Enter the maximum depth or height of the resource, if applicable, or indicate the variation in that dimension along the length of the linear feature or segment thereof. If the depth/height of a linear feature has been modified (e.g., siltation of ditch), that fact should be noted in this field. 20 Instructions for Nominating Historical Resources to the California Register of Historical Resources 1997 Lod Segment Length: Enter the overall length of the segment of the resource being recorded and indicate the unit of measurement. If known, the length of the entire resource should be given in Field Pia on the Primary Record, (DPR 523A) and should also be repeated here if recording an entire linear resource. Define where dimensions were measured from (e.g., "from intake structure at dam to junction with Columbia Ditch") and note whether observation, extrapolation from maps, or direct measurement led to the determination of these dimensions. section of the linear fe turel and indicate what direct on the d aw ng fa esentative scaled cross- L5. Associated Resources: List previously recorded resources that are historically associated with the use of the linear resource and if known provide a Primary Number, Trinomial Number, and/or HRI Number for each resource. Refer to a resource identifier, such as an historic name, if a Primary Number is unknown or remains to be assigned. Associated resources which have not yet been recorded may also be mentioned. L6 Setting: This field may be used to provide a general description of the natural or physical environment of the linear feature where that setting contributes to the significance or appreciation of the resource. Information listed in this category may include descriptions of natural features, landscape characteristics, slope, vegetation, and so forth. Far example, it may forestedrregion oethe geologyoand teroraintof a flume hung from thecwall of a canyoneadows in a L7 Integrity Considerations: Describe any existing alterations to the resource, focusing on whether or not it retains historic integrity in terms of setting, feeling, association, workmanship, design, materials, and location. Indicate whether the resource remains in use or has been abandoned. Where possible provide an estimate of the proportion of the resource that has been destroyed or modified. L8a Photograph Map or Drawing: This space may be used for additional graphic documentation of the linear resource at the discretion of the recorder. L8b Description of Photo Map or Drawing: Enter view, scale, or other descriptive data. L9. Remarks: This field may be used to present further historical information about the resource, discuss previous efforts to document it, and offer other information that does not fit elsewhere on this form. L10 Form Prepared Bv: Provide this information only if it differs from that given in Field P8 on the Primary Record (DPR 523A). L11. Date: Enter the date this record was prepared. Marta i~Resources: A Location Map (DPR 523J) may be used to depict the portion of a linear resource that has been documented, its features, and those areas depicted through complex linear resourcesahoweverhatdetaped SketcheMap (DPR 523K) starelcommendedicularly Sketch Maps should be drawn to scale and must include a north arrow and bar scale. 21 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 B. MILLING STATION RECORD (DPR 523F) The Milling Station Record may be used to provide a detailed record of one or more bedrock milling stations and any associated artifacts. A bedrock milling station is defined as a non- portable bedrock outcrop or boulder with surfaces and/or depressions ground into it for purposes of milling. The Milling Station Record is an optional form. It is designed to supplement the information in an Archeological Site Record (DPR 523C), not to replace it. Nominators should prepare a Primary Record, Location Map, and Archeological Site Record when a site with a milling station(s) is submitted for nomination. Additional information may then be collected on a Milling Station Record. Identify each separate bedrock outcrop with evidence of milling activities (milling station) as a numbered feature of a site. The location of each outcrop (milling feature) should be depicted on the Sketch Map of the site, with the total number of milling surfaces at that feature listed by type in Field A4 (Features) on the Archeological Site Record. The dimensions, rock type, and overall condition of each milling station should be provided in the upper portion of the Milling Station Record, along with the resource name or number listed in the Primary Record and the name of the person who prepared the record. Give the dimensions of each milling station in metric units. Each dimension should be the maximum extent of the bedrock outcrop or boulder on which milling activities occurred. The height should be measured as the maximum distance from the ground to the highest point on the bedrock outcrop. Outcrops partially covered with archeological deposits should not be excavated to obtain measurements unless that excavation is part of a professional archeological testing program. Appropriate information should then be entered in the lower portion of the Milling Station Record for each of the individual milling surfaces observed on a culturally modified bedrock outcrop. Spaces are provided for the feature number (milling station number), milling surface number (element of an individual milling station), type, dimensions, contents, and remarks. Use the keys provided at the bottom of the record for abbreviations of the types of features and their contents. Dimensions for the individual milling surfaces present on a milling station should be measured with a tape in centimeters and recorded as the maximum length, width, and depth of the culturally modified (e.g., pecked and/or ground) bedrock. Use a straight edge laid across the rim of each milling surface to measure its maximum depth. The "Remarks" column may be used to record information such as wear patterns, surface residues, shape, configuration and condition of the culturally modified surfaces, and the presence of any associated artifacts on the outcrop/milling station. Prepare a plan for each milling station on a Continuation Sheet (DPR 523L) showing the size and shape of the bedrock outcrop and the relative locations of the individual milling surfaces. The plan should include a north arrow (marked true or magnetic), distances between the individual milling surfaces on the outcrop, and a bearing and distance to a site datum. It is often helpful to include other details on the plan such as vegetation, height above ground, and associated artifacts. If a milling station plan is drawn to scale and includes a bar scale, it is not necessary to indicate distance between the individual surfaces on the outcrop. 22 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources 9 C. ROCK ART RECORD (DPR 523G) The Rock Art Record may be used to record detailed information about individual rock art features. Rock Art is defined as any non-portable bedrock outcrop, boulder, cave wall, or other rock surface intentionally modified by pecking, scraping, grinding, and/or the application of pigment to form a graphic design/image. The Rock Art Record is an optional form. It is designed to supplement the information in an Archeological Site Record, not to replace it. Nominators should generally prepare a Primary Record (DPR 523A), Location Map (DPR 523J), and Archeological Site Record (DPR 523C) when a site with a rock art feature(s) is submitted for nomination. Additional information may then be collected on a Rock Art Record if desirable. Identify each separate bedrock outcrop or boulder with rock art on it and assign a number to the rock art panel that corresponds with its designation as a feature of a site. The location of each rock art panel (feature) should be depicted on the sketch map of the site and briefly described in Field A4 (Features) on the Archeological Site Record. Use the following instructions to complete the Rock Art Record. Header Block: Enter the Primary and/or site Trinomial Numbers if known. Leave both fields blank if they are unknown. Resource Name or #: Enter the same name or number used in this field on the Primary Record (DPR 523A). The identifier can be a historic or common name, parcel number, or any other designator which will consistently refer to the resource and link the pages of the nomination together. R1. Feature/Panel #: Identify the number assigned to the feature and indicate how many total rock art panels are present at the site after the word "of." R2. Feature/Panel Location: Enter the distance and azimuth from a site datum to a designated position on the rock art panel or feature as shown on a plan. If the site datum is a point within the rock art, so indicate. Also check whether the rock art was found on a cliff face, boulder, bedrock outcrop, cave/rockshelter surface, or other location and describe any other kinds of locations. R3. Host Surface: Describe the type of rock or other host surface on which the rock art panel or feature appears and identify the color of that surface rock outcrop and rock art images. R4 Host Backoround: Check any characteristics that pertain to the background surface of the host rock or ground surface including patination, painting, glacial polish, smoke blackening, lack of natural alteration ("natural"), and other surface conditions. Provide an explanation if you check "other." R5 Detailed Descriotion of Feature/Panel: Check whether the feature consists of petroglyphs, pictographs, a geoglyph, or a combination of such elements and then describe the size of the feature and host rock outcrop or ground surface, number and types of elements or stylistic motifs, method of production, color of motif, and other relevant descriptive details. All measurements should be taped in metric units. R5. Feature/Panel Inte rit and Natural/Cultural Deterioration: Check whether the rock art feature or panel is in good, fair, or poor condition and note any natural and cultural modification or deterioration by checking any items that apply. Use the space provided to explain in greater 23 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 detail whether the feature/panel retains integrity of setting, feeling, association, workmanship, design, material, and location. R7. SNIe(sl and Suspected Cultural Affiliation: Identify the rock art style(s) and cultural affiliation of the group(s) known or believed to have created the images in the rock art panel. Offer reasons supporting any statements about the stylistic and cultural affiliations of the rock art. RS. Elements Superimposed?: Check whether or not any elements are superimposed and describe superimposed elements by style, position, and relative age if known. Be sure to clearly depict superimposed elements on the plan showing the rock art panel. R9. Feature/Panel Visibility: Check whether the rock art feature or panel is visible, semi-visible, or hidden from public view. Take into account the remoteness and accessibility of the site and how obtrusive the rock art is to an untrained observer. R10. Associated/Nearby Cultural Materials: Describe any artifacts, ecofacts, or other cultural residues found in close proximity to the rock art panel. If no materials are observed near the panel, enter "none." R11. Conservation Recommendations: Describe any conservation recommendations that may help preserve the rock art panel. R12. Form Prepared By and Date: Supply the name of the recorder and the date this record was prepared only if it differs from the information supplied in Field PS on the Primary Record (DPR 523A). Sketch of Rock Art Panel/Feature: Sketch the panel on a Continuation Sheet (DPR 523L) showing the size and shape of the bedrock outcrop and the relative locations of the individual elements/motifs on that outcrop. The sketch should be drawn to scale, including a north arrow (marked true or magnetic), bar scale, and a bearing and distance to a site datum. Include other details, such as vegetation, height above ground, associated artifacts and distance to a road or trail if relevant. A photograph of the rock art panel is also recommended, attached on a Continuation Sheet. D. ARTIFACT RECORD (DPR 523H) The Artifact Record may be used to record information about any specimens observed and/or collected at an archeological site. Information comparable to that requested on the Artifact Record is required when any specimens are collected from a site. The Artifact Record is also useful for listing any diagnostic materials that are noted, but not collected. When used as supporting documentation, the Artifact Record may provide details that require only summary description in Field A4 (Features) or Field AS (Cultural Constituents) on the Archeological Site Record (DPR 523C). Begin by listing the Primary Number and Site Trinomial Number if known. Then repeat the resource name or number listed on the Primary Record. Describe where any collected specimens are curated, giving the name of the institution and its address. Provide the artifact/specimen number (field designation or accession number), type, condition, description (form, material, etc.), dimensions, and provenience. The location of the specimen may be a 24 Instructions for Nominating Historical Resources to the California Register of Historical Resources 1997 collection unit or azimuth and distance from site datum. Show each location on a Sketch Map (DPR 523K), indicate whether the specimen was drawn or photographed, and if it was collected. E. PHOTOGRAPH RECORD (DPR 5231) The Photograph Record may be used to record information about any type of photographic images prepared as a record of an historical resource. It may be used in conjunction with any of the other records described in this manual. It is designed to identify images taken as still photographs, filmed or taped movies, aerial photographs, slides, etc. and to provide technical details relating to the capture of those images. Begin by providing the name of the project. List the resource name or number for each resource in the "SubjecUDescription" column for individual exposures. Spaces are provided for camera format, lens focal length, film type and speed, year, media repository, date, time, exposure/frame number, subject, view toward, and accession number (if any). It also may be helpful to identify the places where photographs are taken on an accompanying Sketch Map (DPR 523K). F. CONTINUATION SHEET (DPR 523L) The Continuation Sheet is a general form that can be used for a variety of purp hoto'naluh cg the presentation of: (1) continued text, (2) feature and artifact illustrations, (3) p g p prints, (4) historic maps, and (5) updating the information from a prior survey effort. Every Continuation Sheet must provide the resource name or number as it appears on the corresponding Primary Record (DPR 523A) for the resource, the name of the recorder, and the date the record was prepared. Continued information should be clearly referenced with the number and name of the data field it relates to. Graphics should be labeled to indicate their subjects, view, scale, and sources as appropriate. The source of all historic photographs, maps, or drawing should be identified. 25 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 NOMINATING A SURVEY Historical resources evaluated as significant in an historical resource survey may be listed in the California Register if they meet the California Register's criteria and if the survey itself meets the following (minimal) standards of resource recordation: • Resources are documented using the DPR Form 523 recordation format (if recorded after November 1997, the DPR Form 523 dated January 1995 must be used); • The survey is conducted within the framework of a research design or statement of objectives; • Evaluation of the significance of survey resources uses criteria that are consistent with the California Register; • Evaluation of significance applies the California Register criteria within historic contexts; • Complete current ownership information is provided for historical resources included in the survey; • Survey results are submitted to the local government entity fora 90-day comment period with said comments included in the nomination materials. The Office will review the survey documentation to ensure that it meets these standards of resource recordation. Survey evaluations will also be reviewed by the Office based upon the California Register criteria of significance. Surveys which are federally funded through National Historic Preservation Fund grants and completed under a contractual agreement with the Office will have exceeded these standards and no further review will be necessary. If the survey used National Register criteria and was previously accepted by the Office, Categories 1 to 4 will not require further evaluation unless the survey was completed more than five years prior to nomination. Category 5 resources shall be evaluated by the Office using California Register criteria. If a survey is more than five years old, please contact the Office to determine what additional information may be required for nomination to the California Register. 26 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources 9 SOURCES OF ADDITIONAL INFORMATION Advisory Council on Historic Preservation 1980 Treatment of Archaeological Properties' A Handbook. Washington, D.C. Blumenson, John J. G. 1981 Identifving American Architecture. American Association for State and Local History, Nashville. Gebhard, David, Eric Sandeweiss, and Robert Winter 1985 The Guide to Architecture in San Franciscc Smith, Inc./Peregrine Smith Books, Layton. Gebhard, David, and Robert Winter 1977 A Guide to Architecture in Los Anoeles and Sc Smith, Inc., Santa Barbara and Salt Lake City. McAlester, Virginia, and Lee McAlester 1984 A Field Guide to American Houses. Alfred A. Knopf, New York. National Park Service 1983 Archae Gibbs M. Peregrine Guidelines. Washington, D.C. 1985 Guidelines for Local Surveys' A Basis for Preservation Planning. National Resister Bulletin 24. Washington, D.C. 1990a Guidelines for tvawann ana v~wiiioi~u~~ ,a - - - - National Reoister Bulletin 38. Washington, D.C. 1991 How to Complete the National Reoister Form. National Reoister Bulletin 16A. Washington, D.C. Oakland, City of 1978 Rehab Right. Planning Department, City of Oakland. Office of Historic Preservation 1986 California Historic Resources Inventory Survev Workbook. Sacramento. 1 gg8 Five Views' An Ethnic Sites Survev for California. Sacramento. 1989a Archeolo icai rcesource w~ana G~~~~~ ~~ ~.~ ~•~~ • •• •~••• ~ • • •--- - - - Contents and Format. Preservation Planning Bulletin 4(al. Sacramento. 1989b California Arcneoio IC81 InvtlnlV~ nanuuvvn ~~~ ~"~~• ••'•••• -~ -- Site Record. DPR 422 A-I. Sacramento. 1989c Instructions for Comoletino the Historic Resources Inventory Form. Sacramento. 27 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 1991 a Evaluation of the Survey and Inventory Prooram Area National Historic Preservation Prooram. Sacramento. 1991 b Guidelines for Archaeological Research Designs. Preservation Plannino Bulletin 5. Sacramento. Whiffen, Marcus 1969 American Architecture Since 1780 A Guide to the Styles. M.I.T. Press, Cambridge. www.ohp.parks.ca.goy. The Office of Historic Preservation maintains a website with information on registration and other historic preservation programs administered by the State of California. Also available on the website is contact information for Regional Information Centers. 28 Instructions for Nominating Historical Resources .,, ae rorfn~nia Resister of Historical Resources APPENDIX 1: BLANK NOMINATION FORMS 1997 This appendix contains examples of all of the nomination forms described in this manual. Those forms consist of: Primary Record (DPR 523A) Building, Structure, and Object Record (DPR 5236) Archeological Site Record (DPR 523C) District Record (DPR 523D) Linear Feature Record (DPR 523E) Milling Station Record (DPR 523F) Rock Art Record (DPR 523G) Artifact Record (DPR 523H) Photograph Record (DPR 5231) Location Map (DPR 523J) Sketch Map (DPR 523K) Continuation Sheet (DPR 523L) (The nomination forms are not available in the electronic version of this document; they are available in Adobe Acrobat format on the Office of Historic Preservation website at http://www.ohp.panics.ca.gov/publications/manuals.htm) 29 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 APPENDIX 2: CALCULATING UTM COORDINATES (For use in Fields P2d and L2b) The Universal Transverse Mercator (UTM) Grid System provides a simple and accurate method for recording the geographic location of a historic property. The UTM Grid System has a number of advantages over the Geographic Coordinate System of latitude and longitude, particularly speed, precision, and the use of linear, metric units of measure. Determining UTM coordinatess involves no complicated geometric constructions and, in its simplest application, requires only a straightedge, a coordinate counter, and a sharp pencil as working tools. (The coordinate counter, a plastic measuring tool, may be obtained from J & J Reproduction and Drafting Supplies, Inc., 9017-F Mendenhall Court, Columbia, MD 21045.) In the UTM system, the Earth is divided into 60 zones, running north and south, each six degrees wide. Each zone is numbered (most of the US is included in zones 10 through 19), beginning at the 180-degree meridian near the International Date Line. The zones are flattened and gridded into squares measuring one kilometer on each side. UTM grid references are printed around the margins of many United States Geological Survey quadrangles published since 1950, and all published since 1959 with blue grid ticks spaced at 1000-meter (one kilometer) intervals. Any point in the zone may be referenced by citing its zone number, its distance in meters from anorth-south reference line ("easting"), and its distance in meters from the Equator ("northing"). These three figures --the zone number, easting, and northing --make up the complete UTM grid reference for any point and distinguish it from any other point on Earth. The simplest method of determining a UTM coordinate is based on drawing part of the UTM grid on the map and measuring from the grid lines to the point. It requires the following: • a flat work surface on which the map may be spread out in full; • a straightedge (ordinary rulers may not be accurate enough) long enough to reach completely across the map --generally 28" to 36"; • a very sharp pencil; • an ink pen for recording references; and • a UTM coordinate counter. To measure each point, follow these steps: 1. Draw a line from the top of the map to the bottom (north to south), connecting the UTM ticks of the same value directly west of the point, that is the ticks with the highest easting value west of the point. 2. Draw a line from the left to the right side of the map (west to east), connecting the UTM ticks of the same value directly south of the point, that is the ticks with the highest northing value south of the point. This line will intersect the north-south line somewhere to the southwest of the point. 3. Record the zone number on a worksheet. This number appears in the lower left corner of the map. 41 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources g 4. Record on a worksheet the numbers given by the map ticks through which the lines have been drawn. These are the first three digits of the easting value and the first four digits of the northing value. 5. Locate the scale on the coordinate counter matching that of the map, e.g., 1:24,000. Align the counter on the map so that: a. The side of the scale that reads from right to left lies along the east-west line. b. The side of the scale that reads from left to right passes directly through the point. Check the alignment to be sure that it is precise. 6. Read the coordinate counter scales, right to left for the easting and upward for the northing, to get a measured value in three decimal places. In each case, enter the measured value on the worksheet after the number recorded in step 4. 7. Check the readings for plausibility --are all figures in the correct decimal place? The easting will have six digits and the northing seven. 8. Check the figures for accuracy by remeasuring. 9. Be sure that the correct order is observed: zone number, easting, northing (Z,E,N). If the resource is less than 10 acres, enter the UTM coordinate for the point in the middle of that resource. UTM coordinates should be provided for the beginning and termination of linear structures and sites or recorded segments of such resources. If a resource is 10 or more acres, the area must be enclosed in a quadrangle and a UTM coordinate should be given for each corner. Where multiple UTM coordinates are provided, each reference point should be depicted on the Location Map prepared for the resource. 42 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 APPENDIX 3: RESOURCE ATTRIBUTE CODES (for use in Fields P3b and B11) The following codes should be used to define the attributes of historical resources in Fields P3b and 811 on the Primary Record and Building, Structure, and Object Record respectively. The codes are first summarized below and then defined in greater detail in the following pages of this appendix. Attributes of Historic Resources: HP1. Unknown HP2. Single family property HP3. Multiple family property HP4. Ancillary building HP5. Hotel/motel HP6. 1-3 story commercial building HP7. 3+ story commercial building HPB. Industrial building HP9. Public utility building HP10. Theater HP11. Engineering structure HP12. Civic auditorium HP13. Community centerlsocial hall HP14. Government building HP15. Educational building HP16. Religious building HP17. Railroad depot HP18. Train HP19. Bridge HP20. Canal/aqueduct HP21. Dam HP22. Lake/river/reservoir HP23. Ship HP24. Lighthouse HP25. Amusement park HP26. MonumenUmural/gravestone HP27. Folk art HP28. Street furniture HP29. Landscape architecture HP30. Trees/vegetation HP31. Urban open space HP32. Rural open space HP33. Farm/ranch HP34. Military property HP35. CCC/WPA property HP36. Ethnic minority property (list group) HP37. Highway/trail HP38. Women's property HP39. Other HP40. Cemetery HP41. Hospital HP42. Stadium/sports arena HP43. Mine structure/building HP44. Adobe building/structure HP45. Unreinforced masonry building HP46. Walls/gates/fences Attributes of Historic Archeological Sites: AH1. Unknown AH2. Foundations/structure pads AH3. Landscaping/orchard AH4. Privies/dumps/trash scatters AH5. Wells/cisterns AH6. Water conveyance system AH7. Roads/trails/railroad grades AHS. Dams AH9. Mines/quarries/tailings AH10. Machinery AH11. Walls/fences AH12. Graves/cemetery AH13. Wharfs AH14. Ships/barges AH15. Standing structures AH 16. Other 43 Instructions for Nominating Historical Resources August 1997 to the California Register of Historical Resources Attributes of Prehistoric Archeological Sites and Ethnographic Sites: AP1. Unknown AP2. Lithic scatter AP3. Ceramic scatter AP4. Bedrock milling feature AP5. Petroglyphs AP6. Pictographs AP7. Architectural feature APB. Cairns/rock features AP9. Burials AP10. Caches AP11. Hearths/pits AP12. Quarry AP13. Trails/linear earthworks AP14. Rock shelter/cave AP15. Habitation debris AP16. Other Historic Resource Attribute Definitions: HP1. Unknown: No reasonable guess can be made about the historic use or function of the resource. HP2. Single Family Property: A building constructed to house one family. HP3. Multiple Family Property: Any building providing longer than temporary lodging for more than one person or household, e.g., duplexes, apartment buildings, dormitories, bunkhouses, etc. HP4. Ancillary Building: Barns, outhouses, detached garages, carriage houses, sheds, etc. HP5. Hotel/Motel: Any building or group of buildings providing temporary lodging for travelers. HP6. Commercial Building, 3 stories and under: Any type of building dealing with management, retail sales, or marketed services, e.g., stores, banks, gas stations, office buildings, etc. Do not include basement in height count. HP7. Commercial Building, over 3 stories: Do not include basement in height count. HP6. Industrial Building: Any building where the manufacture or distribution of products occurs, e.g., canneries, mills, foundries, warehouses, etc. HP9. Public Utility Building: Any building that houses services available to the public at large, e.g., firehouses, power houses, electrical substations, etc. HP10. Theater: Any place where plays, variety shows, motion pictures, etc., are presented. Includes amphitheaters. HP11. Engineering Structure: A structure not covered in any other category, e.g., docks, runways, water towers, etc. HP12. Civic Auditorium: Publicly owned buildings for concerts, speeches, etc. HP13. Community Center/Social Hall: Any building designed to hold meetings of social groups, e.g., fraternal halls, women's clubs, boy scout cabins, etc. HP14. Government Buildings: Any building designed to house government administration or transactions, e.g., post offices, city halls, county courthouses, etc. 44 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 HP15. Educational Building: Any building with an educational purpose, e.g., schools, libraries, museums, etc. HP16. Religious Building: Any building holding religious ceremonies or connected the operations of religious organizations, e.g., churches, seminaries, parsonages, etc. HP17. Railroad Depot: Stations and other buildings connected to the operation of railroads and streetcars, e.g., sheds, roundhouses, etc. HP18. Train: Engines, streetcars, and rolling stock. HP19. Bridge: Any overpass for automobiles, trains, pedestrians, etc. HP20. Canal/Aqueduct: Any artificial waterway for transportation or irrigation. Includes large pipes, conduits, drainage ditches, and bridge-like structures for carrying water. HP21. Dam: Any barrier constructed to hold back water. HP22. Lake/River/Reservoir: Any inland body of water, natural stream of water, or place where water is collected and stored. HP23. Ship: Any vessel able to navigate inland or ocean waters. HP24. Lighthouse: Any building or structure from which ships are guided by sight or sound. HP25. Amusement Park: An outdoor place with various amusement buildings, structures, or devices. Includes zoological parks. HP26. Monument/Mural/Gravestone: 1) Any object with a commemorative or artistic purpose, e.g., statue, obelisk, sculpture, etc.; 2) Any painting, photograph, etc. on a wall or ceiling. HP27. Folk Art: Any object that expresses the artistic capacities of a people without being the product of formal training. HP28. Street Furniture: Any object that is permanently placed near a street, e.g., fire hydrants, streetlights, benches, curbstones, hitching posts, etc. HP29. Landscape Architecture: Any place in which trees, bushes, lawns, fountains, walls, etc. have been arranged for aesthetic effect. HP30. Trees/Vegetation: Any plant, whether planted or growing naturally, not part of a landscape plan. HP31. Urban Open Space: Any area that has experienced little building or other development within in a city limits, e.g., parks, grounds, or large open lots. HP32. Rural Open Space: Any area that has experienced little building or other development outside city limits. HP33. Farm/Ranch: Any place where crops or animals are raised. 45 Instructions for Nominating Historical Resources August 1997 to the California Register of Historical Resources HP34. Military Property: Any property owned by one of the US armed services, including the National Guard. HP35. New Deal Public Works Project: Any property built under one of the public works programs of the New Deal. Includes properties aided by funds or personnel from the Works Progress Administration (WPA) and successors, Public Works Administration (PWA), Civilian Conservation Corps (CCC), etc. HP36. Ethnic Minority Property: Any property closely associated with events, individuals, groups, or social patterns important in the history of an ethnic group. Includes properties designed by important ethnic group members. Add further information by including the name of the ethnic group involved. The Office has abbreviations for five groups, so put these two letters in front of the name: AA African Americans, CH Chinese, JA Japanese, lA Latino, NA Native Americans. The Office will adopt other abbreviations as properties associated with other ethnic groups are identified. HP37. Highways/Trail: Any roadway, from freeway to footpath. HP38. Women's Property: Any property closely associated with events, individuals, groups, or social patterns important in the history of women. Includes work of women designers, as well as buildings such as YWCAs and women's clubs. HP39. Other: If no other code applies, enter HP39. HP40. Cemetery: Burial ground with monuments (except archeological sites). HP41. Hospital: Any facility for treatment of the sick. HP42. Stadium/Sports Arena: Any structure or building that provides a place in which sporting events are viewed. HP43. Mine: Any structure or building connected with mining, e.g., mine shafts, head frames, stamp mills, shops, etc. HP44. Adobe Building/Structure. HP45. Unreinforced Masonry Building. HP46. Walls/Gates/Fences. 46 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 Historic Archeological Site Attribute Definitions: AH1. Unknown: No characteristics listed on the site record. AH2. Foundations: Structural footings or lineal alignments made from wood, brick, or rock to support a structure, e.g., slabs of concrete, leveled earth pads, pilings, walls, stairs, etc. AH3. Landscaping: Evidence of modification through contouring of the land or planting vegetation, e.g., hedgerow, orchards, terraces, and ponds. AH4. Privy Pits/Trash Scatters/Dumps: Any refuse deposits, outhouse pits, or other accumulation of debris, e.g., trash pits, trash scatters, outhouse pits, and dumps. AH5. Well/Cistern: A hole or receptacle designed to hold or provide access to water which may or may not be lined. AHB. Water Conveyance System: Any device constructed to transport water over a distance, e.g., flumes, pipes, ditches, canals, and tunnels. AH7. Road/Trail/Railroad Bed: A lineal construction, either depressed, elevated, or on ground level, designed to facilitate the transportation of people or vehicles, e.g., bridge, railroad grade, tunnel, trail, wagon road, etc. AH8. Dam: A barrier constructed to contain a body of water. AH9. Mine: An excavation and associated structures built into the earth to extract natural resources (ore, precious metals, or raw lithic materials). This category includes quarries. Examples include shafts, elevators, mining tunnels, quarry, glory holes, tailings. AH10. Machinery: A mechanical device, e.g., mills, farm equipment, steam donkeys, windmills, etc. AH11. Wall/Fence: Any wall or fence including post holes or posts placed at regular intervals, retaining walls, post-cairns, walls, fences, jetties, and breakwaters. AH12. Grave/Cemetery: Any single or multiple burial location. AH13. Wharf: A structure or remains of a structure built at the shore of a harbor or river for the docking of ships or boats, pier, dock. AH14. Ships/Barges: Floating vessels designed for transporting people or goods across water. AH15. Standing Structure: Any historic building that is still standing, e.g., outhouse, shed, house, cabin, office building, barn, etc. AH16. Other: Check if there is no other category in which the site description could be placed. Prehistoric Archeological Site Attribute Definitions: AP1. Unknown: No characteristics listed on the site record. 47 Instructions for Nominating Historical Resources Au ust 1997 to the California Register of Historical Resources g AP2. Lithic Scatter: A major characteristic of the site is a scatter of chipped or flaked stone resulting from human manipulation, e.g., obsidian flakes and few or no other artifacts. AP3. Ceramic Scatter: A major characteristic of the site is a scatter of pot sherds. If the site contains both lithics and ceramics, check both. AP4. BRM/Milling Feature: Site contains one or more bedrock mortars, milling surfaces, or cupules which indicate material processing activity. AP5. Petroglyphs: Site contains a stone surface which has been scored by humans in a patterned manner for a purpose other than material processing. This category includes intaglios. APB. Pictographs: Site includes any design painted on a rock surface. AP7. Architectural Feature: Site contains any feature which indicates the presence of human construction activity, e.g., post holes, house pits, dance house, sweat lodge, hunting blinds, fish traps, etc. AP8. Stone Feature: Site contains a patterned arrangement of rocks purposefully constructed or modified, e.g., rock alignments, cairns, rock rings of unknown function, etc. AP9. Burial: The site contains human bone. AP10. Cache: The site contains a natural or constructed feature used for storing food or goods. AP11. Hearths/Pits: Site contains any feature which indicates cooking activity, such as roasting pits, association of cracked or burnt rock, discolored soil, ash, and carbonized wood or plants. AP12. Quarry: Site contains a source of lithic material with evidence of human usage. AP13. Lineal Feature: Site contains natural or constructed features indicating human use, such as trails, earth works, windrows or stone fences. AP14. Rock Shelter/Cave: A concavity within a rock surface evidencing human use. AP15. Habitation Debris: Site contains a deposit characterized by a wide range of artifacts, materials, or features which represent a variety of human activities. AP16. Other: Check here if there is no other category in which the site description can be placed. 48 Instructions for Nominating Historical Resources to the California Register of Historical Resources August 1997 APPENDIX 4: HOW TO CATEGORIZE HISTORICAL RESOURCES Suggested Category Examples Records Used for Nomination houses, barns, stables, sheds, garages, courthouses, city 523A and Building halts, social halls, commercial buildings, libraries, mills, 5238, plus factories, stationary mobile homes, train depots, hotels, 523J (when theaters, schools, stores, and churches a ro riate bridges, tunnels, dredges, firetowers, turbines, dams, 523A and corncribs, power plants, silos, shot towers, grain elevators, 523B, plus windmills, kilns, mounds, earthworks, cairns, palisade 523J (when fortifications, railroad locomotives and cars, boats and ships, appropriate) Structure telescopes, carousels, bandstands, gazebos, mines, and aircraft 523A,5236, canals, ditches, flumes, pipelines, roads, utility lines, fences, 523E and rock walls, railroad rades, and historic foot aths 523J sculpture, monuments, boundary markers, statuary, fountains, 523A and Object and maritime resources 5236, plus 523J (when a ro riate habitation and village sites; rock shelters; hunting and fishing 523A, 523C, sites; petroglyphs and rock carvings; grounds and gardens; 523J, and 523K battlefields; campsites; shipwrecks; cemeteries and funerary (with optional sites; ruins of historic buildings and structures; treaty signing attachments as sites; and natural features such as springs, rock formations, appropriate) Native American ceremonial areas and pictographs, and other Site land areas having cultural significance 523A ,523B,or designed landscape 523C, 523J, and 523K trails, and the ruins of canals, ditches, flumes, pipelines, roads, 523A, 523C, utilit lines, fences, rock walls, and railroad rades 523E and 523J college campuses, central business districts, residential 523A, 523D neighborhoods, commercial areas, large forts, industrial and 523J (for Historic District complexes, civic centers, rural villages, complex canal or the District) irrigation systems, groups of habitations and associated activity plus areas, large ranches/estates/plantations, transportation 523A far each networks, and lar a landsca ed arks contributor 49 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2004 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGE ~ ~"`''~~ PREPARED BY: Lorie Tinfow Assistant City MEC. DEPT HEAD: SUBJECT: Community-wide Emergency Preparedness Plan RECOMMENDED ACTION(S): Accept report and provide direction. REPORT SUMMARY: At the conclusion of staffls presentation of the new Emergency Plan in March, Council member Bogosian commented that the City should be doing more and offered to put together a strategy for consideration by the Council. A copy of his proposal is attached. FISCAL IMPACTS: None unless actions requiring additional resources are directed. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTERNATIVE ACTION(S): Continue to conduct activities already underway. FOLLOW UP ACTION(S): Staff will implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: • Attachment A: Proposal prepared by Council member Stan Bogosian. Attachment A ~ Outline for Saratoga's Emergency Plan RATIOI~I.E: A major earthquake in the region could result in an interruption of basic services for as much as three weeks. Aless-severe man-made or natural disaster could result in disruption of a shorter duration, from a few days to a week. Although a regional emergency plan is already in place, it is assumed that the most severe damage would be localized. If severe damage is widespread, the regional resources would not satisfy the demand both during and a$er the disaster. It is prudent for each city to plan for the worst: isolation from regional resources both during an event and the days and weeks following the event. What do we want to have in our city emergency plan? 1. Identification of temporary safe shelters at schools for students immediately following event. Parents driving to schools immediately after the event could tie up traffic on major arterials and hinder emergency response. 2. Establish and test communication links to all schools for city radio personnel in order to broadcast instructions to parents. 3. Establishment of pedestrian evacuation routes from schools to homes in event the streets are not usable. 4. Identification establishment of temporary shelters in the city for families should homes be rendered uninhabitable. 5. Education effort to inform citizens of 1-4 (above). 6. Education effort to inform citizens about individual emergency preparedness (including, but not limited to): a. food and water storage for emergencies b. sanitation c. communication between family members (central meeting place) d. basic first aid e. securing residences against fire immediately following event f. protection of person and property in absence of civil authority 7. Establishment of basic first aid supplies storage within the city limits and informing the public of where they are located. What are the main implementation tasks? 1. Designation of shelters, routes, etc.: Cooperative effort between city, schools, and churches, but the city bears the final responsibility to see that it happens. 2. Public Education function: To be undertaken by city. Sources of financing this might be grants. 2 of 3 Attachment A 3. Procurement of Supplies: The responsibility of the city. Sources of financing this effort might be grants or federal government. Who would be the main participants in the plan's development? 1. City Department of Public Works and City Manager's office. 2. Schools, public and private 3. Santa Claza County Sheriff 4. Santa Claza County Fire District 5. Saratoga Fire District 6. Sazatoga Public Safety Commission 7. Saratoga Ministerial Association 8. Media (including Sazatoga News, Los Gatos Daily News, San Jose Mercury News, KSAR CH-15) NOTE: This is an outline only. Details to be included as project progresses 3 of 3 SARATOGA CITY COUNCIL AGENDA ITEM: `" ~ MEETING DATE: June 16, 2004 ~ ORIGINATING DEPT: City Mana is Office CITY MANAGE PREPARED BY: DEPT HEAD: 1 B r lr SUBJECT: Request for Fee Waiver RECOMMENDED ACTION: Accept report and direct staff accordingly. STAFF REPORT: At the June 2, 2004 City Council meeting staff was directed to develop a policy regazding request for fee waivers. Several times throughout the year community groups approach the City Council to request a fee waiver. For example, the City Council recently granted a fee waiver of $450 (Temporary Use Permit & banner fee) to the Sazatoga Rotary for their "Building Bridges" event to be held in October 2004. In 2001 the Council granted fee waiver of the $200 fee (Temporary Use Permit) for Saratoga Area Senior Coordinating Council Annual Community Auction Fundraiser held in the pazking lot. Other groups for which Council has waived the fees include, the Saratoga Community Band, Friends of the Saratoga Libraries, and the Sazatoga Taiko Drummers In addition the following is a list of regular user groups of City facilities that have not been charged rental fees: Elected Sate and Federal Official -Public Forums • Fire District /training or class (as needed) • July 4`h Celebration - Azule Pazk • League of Women Voters (public information forums) SASCC (multiple evening & weekend uses) • Sazatoga Commission meetings (monthly) • Saratoga Sister City (monthly meeting) • Sazatoga Chamber of Commerce (Celebrate Saratoga meeting) Sheriffs Office (as needed) Currently nonprofits such as Boy Scouts and Eastfield Ming Quong and city employees are green a 50% discount on use fees. ~._ ~ The Council has the authority to waive any fees because the Council has set the fees. When the Council waives the fees it is, in effect, saying that the City will "pay" the fee for the applicant (because the City is not recoveri the feeoittmust be forla public purposetas ppulatedpntArticle fee). Since the City is `paying XVI, section 6 of the California Constitution that prohibits a city from making a gift of public funds. This limit does not, however, prohibit expenditures and disbursements for public purposes. (Redevelopment Agency of San Pablo v. Shepard, 75 Cal. APP• 3d Tomofi T 142 Cal. Rptr. 212, 214 (1977).) So, as long as the fee waiver is for a public purpose (p g something that is within the City's jurisdiction to promote, such as the arts), the Constitutional limit does not apply. The Council can waive fees that are adopted by resolution if they adopt a new resolution stating that the fee resolution does not apply in a particular instance. The resolution waiving the fees needs to state why the waiver will benefit the community and therefore not an improper gift of public funds. FISCAL IMPACTS: Waiving fees reduces City revenue. Actual impacts will depend on Council direction. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Council would not have a policy that addresses requests fora "Fee Waiver". ALTERNATIVE ACTION: Council would not make any recommendations and no formal policy would be developed. FOLLOW UP ACTION: City Clerk to bring back Council's desires as policy for adoption by Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A -Examples of how other cities address this type of request Attachment B -City of Saratoga Fee Schedule 2 of 4 Attachment A Lawndale Our policy is there is no fee waivers unless it is a Town sponsored function. Truckee No written policy. The way we work it here is that since fees are established by resolution (which is approved by the Town Council) the Town Council is the only body that can waive the fees as usually our resolutions do not include a provision for waivers. West Sacramento No written policy. The Council is inclined to waive fees (or portions) but don't encourage it. They did waive all of the fees for the school district to have the high school graduation at the baseball stadium. I don't think they would ever say that all or parts of fees should never be waived, but they don't encourage it -especially when it is a direct cost to the city such as overtime for police and/or fire, etc. versus a fee for rental of a facility that is actually income for the city. Hope this "non policy" helps drafting your policy! h:-) Clovis The way we handled it was to codify it under Council in our Code to allow them the discretion to waive or reduce fees. This comes up pretty often for various reasons and it made sense to handle it this way. Flintridge Any or all fees or costs imposed by provisions of this chapter may be waived by the city council upon request by the applicant. Fees or costs maybe waived only upon the city council's determination that the public's health, safety or welfare interests would best be served in so doing. The application for fee or cost waiver must be submitted no later than seven days prior to the date of the city council meeting immediately following commencement of the parade or special event. If approved, any fees already paid shall be reimbursed to the applicant. (Ord. 276 § 1 (part), 1997) 3 of 4 Redlands We frequently waive fees but ask that the organization requesting the fee waiver note in their letter of request what benefits their event will provide the city. Eureka This policy (attached to email) is specific to facilities. Any other types of fee waiver requests would go to council with a staff recommendation to deny. Town Attorney has always viewed waiver of fees as a "gift of Pazadise public fund" even for non-proftt organizations and therefore as counseled our Town Council not to approve waiver of fees. 4of4 ATTACHMENT B EzhibH'A' Ca7Y OF S i Tk'T /1- EE' : H~DI.11-E . EfteCtlve ~ I t 20 ,A;; i, ` * :' ' ,• `" CO..E'1>tE ~E... ~ ~, , :, ".,ERDES# f..T19N 0 ,"q':.: .,.<~: -. ,. ,.~,.,.-; 080(a) Permanent Encroachments Permit application fee "'0-20 o t $ 0 . Use of City Right of Way per value nt assessed e e square toot of the area covered by the permit, whichever is greatest. Encroachment permits $50 per annual for real estate Open House Signs for each real estate office Resident Non-resident §11-10.020(c) Congress Springs Park Little League Diamond $25/hr $40/hr $40/hr Pony League Diamond $25/hr Soccer Field $25Ihr $40/hr Concession Stand ' Picnic Area with Barbeque $45/day $60/day • Future consideration based on working baseball/soccer agreem ents Wildwood Park Picnic Area With Barbeque $45/day $60/day $55/day Stage $45/day Horseshoe Pit $5/hr $15/hr Sand Volleyball Court $10/hr $15/hr Fundraisers $500ldaily $600/daily plus wages 8 overhead for one staff if more than 500 persons EI Ouito Park Picnic Area With Barbeque (L) $45/day $60/day Picnic Area With Barbeque (S) $35/day $50/day Softball Diamond $25/hr $40Ihr Tud Fieltl $25/hr $40/hr Horseshoe Pit $5/hr $15/hr Sand Volleyball Court (1) $t0lhr $15/hr Kevin Moran Park Picnic Area With Barbeque $35/day $50/day $15/hr Grass Volleyball Court (1) $10/hr Azule Park Tennis Court (1) $10/hr /d $25/hr $50/day Picnic Area With Barbeque (0) ay $35 Grass Volleyball Court $10/hr $15/hr Horseshoe Pit $5/hr $15/hr Brookglen Park l t l /d $50/ day beque (1) p c Ba n c Area W th ay $35 Gardiner Park Picnic Area With Barbeque $35l day $50/day Beauchamps Park Tennis Court (2) $10/hr $25/hr Bellgrove nla n/a Heritage Orchard n/a n/a Foothill Park n/a n/a Ravenswood Park nla n/a Historical Park n/a n!a Refundable Security/Damage Processing Fee (all parks) " Future consideration to process paperwork Exhibit'A" §i3-25.010 Measure G -ia, r.-.:.-...,,.,.,... .._ Administrative BIdB Large o0 North Campus Community Center Multipurpose Rm w/kitchen 105/Hr. $ Senior Center Rm w/kitchen $90/Hr. Palio Rm $50/Hr. $45/Hr. Arts 8 Crafts Rm $45/Hr. Dance Studio $20/Hr. Conference Rm Garden Patio $200/Day (available only when renting a room w/kitchen) RESIDENTS - 10% DISCOUNT $70/Hr. Warner Hutton House House Warner Hutton House Garden, Patio & Gazebo $70/Hr. House 8 Garden $105/Hr. RESIDENTS-10% DISCOUNT Reservation/security deposit $300 Processing Fee $25 50 % Discount of hourly rate Non-Profit Organizations Any facility Community Garden Plot Water Usage Charge(annual) $75 residents only $35 residents only Standard Fee(annual) $25 residents only Senior Fee(annual) $200/wk residents only Blaney Plaza Banner Fee Surcharge (effective 911/95) $1.00 per ticket sold Civic Theater Civic Thealer Rehearsals $105/day Civic Theater Performances $300/day $100Iper hour Partial use of stage $50/day Move in/move out $50/day Informal rehearsals Heritage preservation Application for designation No charge No charge Permit application fee No charge Appeal tee No charge Application for election to amend the General Plan .