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Home My WebLink About09-21-2005 City Council Agenda PacketAGENDA REGULAR MEETING SARATOGA CITY COUNCIL SEPTEMBER 21, 2005 CLOSED SESSION- 6:00 P.M. -ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE ANNOUNCEMENT OF CLOSED SESSION ITEMS ADJOURNED TO CLOSED SESSION - 6:00 P.M. Conference With Labor Ne otie ators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager Employee organization: Millman & Industrial Carpenters Local 262 Conference With Leeal Counsel -Existing Litigation: Jones v. Saratoga et al. Santa ~.- Claza County Sup. Court No. 1-03-CV-010545. REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on September 16, 2005) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-A¢endized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications -Council Direction to Staff ,,.. Instruction to Staff regarding actions on current Ora[ Communications. Communications from Boards and Commissions None Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS None CEREMONIAL ITEMS lA. Proclamation Supporting Sazatoga Reads 2005 Recommended action: Present proclamation. 1B. Commendation Honoring Kripsy Kreme Recommended action: Present commendation. SPECIAL PRESENTATIONS 2. KSAR Recommended action: Informational only. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 3A. City Council Minutes -August 10, 2005 Recommended action: Approve minutes. 3B. Review of Check Register Recommended action: Approve check register. 3C. Treasurer's Report for the Month Ended August 2005 Recommended action: Accept report. :.. 3D. Selection of Consulting Firm to prepare and Implement a Community Survey Recommended action: 1. Adopt resolution to amend FY OS-06 Budget to allocate $25,000 from Council Contingency for survey project costs. 2. Accept Revenue Enhancement AdHoc Committee's recommendation to hire Fairbank Maslin, Maullin and Associates (FNMA) to prepare and implement a community survey. 3. Authorize City Manager to execute contract not to exceed $24,000 with FNMA. 4. Authorize use of $1000 for advertising as described in report. 3E. Final Map Approval for Two Lots Located at 14529 Evans Lane. Owner: Romualdas and Deborah Brizgys Recommended action: Approve Final Map for two lots located at 14529 Evans Avenue. 3F. Contract Renewal for City Geotechnical Consultant Recommended action: Approve two-yeaz contract renewal. PUBLIC HEARINGS ~.., None OLD BUSINESS 4. Recreational Field Use Report Recommended action: Accept report and direct staff accordingly. Kevin Moran Pazk -Discussion Task Force Membership and Pazk Improvement Project Recommended action: 1. Provide direction regazding the Kevin Moran Pazk Improvement Project 2. Provide direction on the membership for the Kevin Moran Pazk Task Force. NEW BUSINESS 6. Village Tree Pruning and Replacement of Decorative Tree Lights Recommended action: 1. Direct staff to proceed with tree pruning and replacement of decorative lights, and to complete work before Thanksgiving. 2. Determine source of funds to cover costs associated with tree pnming, ~ installation and maintenance of tree lights. 3. Authorize City Manager to contract for pruning of street trees in the Village and replacement of lights including maintenance for one year not to J exceed $25,000. 7. Village Tree Lighting Ceremony Recommended action: Accept report and direct staff accordingly. 8. Village Task Force Formation Recommended action: Authorize the creation of the Village Task Force and its proposed composition. 9. City Contribution Toward Hurricane Katrina Relief and Recovery Actions Recommended action: Accept report and adopt resolution. ADHOC & AGENCY ASSIGNMENT REPORTS Mavor Kathleen Kine Association of Bay Area Government Hakone Foundation Liaison Santa Clara County Cities Association Santa Claza County Emergency Preparedness Council SASCC West Valley Mayors and Managers Association Vice Mavor Norman Kline County Cities Association Leg. Task Force Library Joint Powers Association SCC Cities Association-Joint Economic Development Policy Committee (JEDPC) Valley Transportation Authority PAC Village AdHoc Kevin Moran Pazk AdHoc Councilmember Nick Streit Recycling & Waste Reduction Commission of SCC Santa Clara County Valley Water Commission West Valley Solid Waste Joint Powers Association West Valley Sanitation District City/School AdHoc Councilmember Aileen Kao Chamber of Commerce County HCD Policy Committee Peninsula Division, League of California Cities ~...~ ' Councilmember Ann Waltonsmith KSAR Community Access TV Boazd Northern Central Flood Control Zone Advisory Board ,,~ Sazatoga Historic Foundation Sister City Liaison Fire District Boundary Drop AdHoc CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II) Certificate of Posting of Agenda: 1, Cathleen Boyer, Ciry Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the Ciry of Saratoga was posted on September 16, 2005 at the office of the Ciry 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.saratoQa.ca.us Signed this 16~h day of September2005 at Saratoga, California. Cathleen Boyer, CMC City Clerk CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2005 10/5 Regulaz Meeting 10/19 Regular Meeting -Quarterly Meefing with Planning Commission 11/2 Regular Meeting -Joint Meeting with Friends of the Sazatoga Libraries 11/16 Regular Meeting -Joint Meeting with Historic Foundation 12/6 Special Meeting -Council Reorganization 12/7 Regular Meeting -Joint Meeting with Mt. Winery 12/21 Regular Meeting 1/4 Regulaz Meeting r p -b _ .ii:. -°-- SARATOGA CITY COUNCIL ...~. _ :. _. _. ~ ~ETII'~~31ATE: ~hptemhei~3i~ 2005 ` ~AGENpA3TEM: ''} .~` `,`ORIGINATING ~}EPT~CitY Manager's Office .CITY MANAGER: ~``"' ;. PREPARED B7t: ~.~-~ DEPT HEAD: ,m , Cathleen Bover City C t Dave Anderson. City Manaeer SUBJECT: Proclamation Supporting Saratoga Reads 2005 RECOMMENDED ACTION: Present proclamation. REPORT SUMMARY: °Selection for the second annual Saratoga Reads is Friday Night Lights by Buzz Bissinger. Sazatoga Reads is presented in partnership with the City of Sazatoga, the Friends of the Sazatoga `Libraries, the Los G6latoga AAUW, -the Sarataga Library, the Sa~dtaga Library Commission and Saratoga High School FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: _ N/A _, :ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Copy of proclamation. m :.. ;. ._ WHEREAS, "Saratoga Reads" is a project created by a desire to promote ``=~~ctivities that can bridge diversity in thinking and interests among individuals, groups end organizations within our community by focusing on a common element; and ..~.. .,~.: A WHEREAS, Saratoga Reads is presented in partnership with the City of _.~-;_ Saratoga, the Friends of the Saratoga Libraries,. the Los Gatos/Saratoga AAUW,,the Saratoga Library, the Saratoga Library Commission and Saratoga High School;`and - •- WHEREAS, "Saratoga Reads" will be promoted over the next 4 weeks with --o'~pportunities to discuss the book in public forums and/or share with a friend, your - neighbors or new acquaintance; and .. WHEREAS, selection for the second annual Saratoga Reads will be Friday ~~ 1Yight Lights by Buzz. Bissinger. The Denver Post calls Friday Night Lights "Not only one of the best sports books in recent years; but one of the revealing looks at America's small-town values-good and bad-you are likely to read"; and WHEREAS, several events are being planned leading up to the event in -- --- October, as well as making the book availab}e for purchase at community events and - various locations. "Saratoga Reads" will be integrated with activities associated with this year's Rotary's Building Bridges occurring October 2"a -October 10"', 2005. "NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby recognize and support "Saratoga Reads". - Witnessed our hand and seal.. of the City of Saratoga on this 21st day of September 2005. Kathleen M. Kiiig~Mayor City of Saratoga ~ 'l! SARATOGA CITY COUNCIL :: ~, MEETI~tr"IIti'EE~. September ZI, 2005 ACrENDAdTEM: ~- ~ ~~ ORIGINATING DEPT: City Manager's Office CITY MANAGER: PREPARED $Y: _I~EPTHEAD:, _. SUBJECT: Commendation Honoring Krispy Kreme _ __ -____ RECOMMENDED ACTION: " Ptesent commendation to Carol IVlartinek; Fieneral Manager forICrispyKreme. -- REPORT SUMMARY: On Apri126, 2005 I{rispy K: eme opened its doors to patrons on 18578 Prospect Ave and selected 'the Saratoga Youth Commission to receive 10% of its opening day proceeds. The Youth Commission received a check from Kripsy Kreme for $1060. 'FISCAL IMPACTS: ~ N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: "Copy ofcommendafion. COMMENDATION OF THE CITY COUNCIL "~ GA ,. ~ ~. :.. = _ _ OF THE CITY OF SARAT _~T~~ORI1~1Cr -~ ..~:. r, ~ .~- re ~~ ~~ ,. .~~PY KR~ME I1~~1Es1HN71k ,; . '` -----~ ~~• ~ -F'OR THE GRAND OPENIATG OF THEIR SARATOG.4 STORE~& ~ .W ~... .,.~ . II COMMISSION TY TO THE SARATOGA YOUTT~ ~ GENEROSI _; WHEREAS, Krispy Kreme Doughnuts was established in 1937 at a tiny shop. in Winston-Salem, North Carolina. Originally the doughnuts were solely delivered, -but the demand for hot doughnuts was so great thaf the founder, Vernon Carver .: ~_. Rudolph, "cut a hole in the wall" from his shop's kitchen and sold them directly to his . ~y~9rners..,~ , _;.,._ _~._ _.. WHEREAS, Krispy Kreme has expanded throughout the United States and.. even-have stores imother parts of the world, including Australia, CanadaxFxigland, .,o___.. and Mexico. The company produces approximately 7.5 million doughnuts'a day and more than 2.7 billiorra year. In less than 30 seconds, Krispy Kreme stores can produce enough doughnuts to make a stack the height of the Empire State Building! WHEREAS, on April 26, 2005 Krispy Kreme opened its doors to patrons on 1$578 Prospect Ave_Known for its extravagant grand openings, on its first. day Saratoga's Krispy Kreme shop offered an assortment prizes to customers who arrived' at 530 a.m -the time Krispy Kreme officially opened. for business.. WHEREAS, Krispy Kreme selected the Saratoga Youth Commission to receive 10% of its opening day proceeds. NOW THEREFORE BE IT RESOLVED that the City of Saratoga. does hereby commend and thank KRISPY KREME DOUGHNUTS for becoming a member of the Saratoga community and foYtheir generous support of the Saratoga Youth Commission. WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on this 21st day of September 2005. <.:. _ ..._; _ Kathleen M. Kir1g, Mayor _ .... ~ _ . Saratoga, California '~ SAItATOGA CITY COUNCIL ~, AGENDA TTEM: '~" ' ~, .., , MEETING_DATE:-Septemb~r ~1, 2005 ~~ "~ _. r.. -F- t"~ItIGINATIIVG T)E'PT:: City 1Vlenager's Office .CITY MAIVAGETt: ~ ~~~~ .. _. ~ ' DEPT HEAD: :;PREPARED BY: Cathleen soy ,City Clerk Dave Anderson, City Manager SUBJECT: City Council Minutes -' °~ItECOItRNiENDET3 ACt~I~t.: ~. Approve minutes. REPORT SUMMARY: P.pprove minutes as submitted for the following City Council Meeting: Study Session Meeting -August 10, 2005 FISCAL IMPACTS: ~"' N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: I~?/A ALTERI\?ATIVE ACTION: N/A FOLLO\~ UP ACTION: Retai» minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: I~?'A ATTACHMENTS: ~Altaclmient A,~ Minutes. September 21, 2005 _. ,r y,. F,. .. .,. ..., "r, . MINUTES w ;;, ~.. ~_ SARATOGA CITY COUNCIL ~, o AUGUST 10}Z~005 ~.: ,;~=,-~-, ::. ' ^"` "''ll'~t ~ote~knoti~~d closed session ttG-~6~t9~ ~eIled, . ' m ~~~»~-.T._,....~. ~ ~...~ . .-: , ~.r : ~~.~~~ ~ _ ~ .. ~.. ._ ~,~,i „.:Conference With Lef;al Counsel-Exisring Litigation (Gov't Code Section 5 ,, ~ ~.. ,. ;_ case ~ Thompson Paeific Construction v. City of Saratoga (Santa data Cb] Court Action No. 104 CV021639) -Mayor King called the Special City Council meeting to order at 7:00 p.m. and lead the Pledge of Allegiance. ..,...;,,.,x.~,..~ROLl,~GA~L)F~_w-ey .~.. _ ~.~._. s ...~.:M -..,.~ x -.~_.. _ _. _. .~..~. ,...4. _.....~ _ .~.. , _.~ _~ F , __ ._._ w~. - PRESENT: Councilmembers Aileen Kao, Nick Streit, ~....-...,-: ,,. VieeMayor Norman-Kline,-Mayor i{E~thleen King- . _ _ .. ABSENT:. Councilmember Ann Waltonsmith LL ALSO Lorie Tinfow, Assistant City Manager PRESENT: Richard Taylor, City Attorney Cathleen Boyer, City Clerk John Livingstone, Community Development Director John Cherbone, Public Works Director ,_ _ _ ~ REPORT OF CITY CLERK ON POSTING OF AGENDA FOR AUGUST 10, 2005 A ~. Cathleen Bo er, Cit .. - _- ... . y y Clerk, reported that pursuant to Government Code Sectiori 54954.2, the agenda for the meeting of August 10, 2005 was properly posted on August 5, 2005. ORAL COMMUNICATIONS No one requested to speak at tonight's meeting. COUNCIL DIRECTION TO STAFF None COMMUNICATIONS FROM COMMISSIONS _None COUNCIL DIRECTION TO STAFF '~ , - :CEREMONIAL ITEMS __ ,. ~ I." .pcPPI}IPITMEPPI~~IVB OATH OF fIT,+16IC)~--1EI1G~R)6T~iGE °" ' ~_:13ItE5>RVATION COMMISSIOhi ,~eT..~~ uFrnivrMENDATIONs Adopt resolution and administer Oath of Office to )/rnest Brookfield. RESOLUTION: OS- 050 STREIT/KLINE MOVED TO ADOPT RESOLUTION APPOINTING „ - . , , ;, FRNEST BROOKFIE~~D TO THE HERI~GE~SERY~InN „~. _ _ ,„ .. _ . ` '-=COMMISSION. MOTION PASSED 4-U-2 WITH'WALTONSMTFH ABSENT. Cathleen Boyer, City Clerk, administered the Oath of Office to Ernest Brookfield. SPECIAL PRESENTATIONS None CONSENT CALENDAR 2. MOTOR VEHICLE (MV) RESOLUTION PROHIBITING LEFT-TURNS AT THE INTERSECTION OF ALOHA AVENUE AND HIGHWAY 9 ~ .. _. STAFF RECOMMENDATION: Adopt resolution. RESOLUTION: MV-244 KLINE/STREIT MOVED TO ADOPT RESOLUTION TO PROHIBIT LEFT TURNS AT THE INTERSECTION OF ALOHA AVENUE AND HIGHWAY 9. MOTION PASSED 4-0-1 WITH WALTONSMITH ABSENT. PUBLIC HEARINGS 3. APPEAL FILED BY STARBUCKS COFFEE COMPANY OF A PLANNING COMMISSION -DENIAL OF A CONDITIONAL USE PERMIT TO LOCATE A COFFEE SHOP AT 14410 BIG BASIN WAY, UNIT D (CORINTHIAN CORNERS) STAFF RECOMMENDATION: I . Conduct the Public Hearing. 2. Make al] of the findings for the issuance of a conditional use permit stated in Municipal-Code Section [MCS] 15-55.070. ~.-_ 3. Approve the 2ppeal by StdrfitScks~ Coffee Company with conditions by adopting the attached resolution. ` "' `RESOLUTIONr05-052 2 ,. John Livingstone, Community Development Director, presen~t~d st8ff report. _ ' r~ ~ .„$~~~ctor Li `` -~'e°~itained that, at its July 2r 200S~meetng~the PhttBt~rtg ~ ~ ~,A,~ "~~rnrmssimi°~~ttc~u~ted `ublic, h~'~ q~t the aS~catian >F4~.~ ~~4 :' ~~-=-Permit b , Starhu~lcg~offee company to Tacate a coffeashop m a~sguare ~ , ^~ °~ . y , . m ,... _ _s,. .r ,~.,. ~ . ~_. ,: ~.- ,~- ' foot tenant space within the Corinthian Corners commercial complex at the southwest'comernfHigBasin Way and Saratoga-lAs-I,os Gat05ltg8d~ TaiYectui ~ '~:: Livingstone stated that four Planning Commissioners were present of the meeting and the outcome was a failed motion with 2-2 evenly split vote. Two of the Commissioners were unable to support the Conditional Use Permit because of concerns regarding traffic and public safety. - , -_ -.-._ Director-1~ivingst~e explained Municipal Cade Sectioa2=1~.QG54}.~xp~,~tnils$ tl~ .-.~..e..., ~: _ _.~ _ ._r_ n. _ ,__.... ~ - ~a:.~ -~. .... process when there is an evenly split vote. --- Director Livingstone continued his discussion including economical development _ _,__ considerations, hours of operation, signage, conditional use permit findings, and correspondences regarding this application. Councilmember Streit asked Director Livingstone to elaborate on the pazking around the proposed Starbucks. Director Livingstone explained that there are 20Q parking spaces available for public use in Parking District #3, 10 public spaces in the Saiafoga Fire District Headquarters parking Iot, and on street parking in front of Starbucks on both sides w. ., ~,m_ ofthestreet. ... _. _ ...., Vice Mayor Kline asked about the traffic flow around the proposed Starbucks. Director Livingstone responded that the City's Traffic Engineer provided a report regarding the left tum movement and summarized that it was safe and would not create any additional hazards. Councilmember Kao asked why the traffic report provided by Fehr & Peers suggested a raised median. Director Livingstone explained that a raised median is atraffic-calming device - and could be looked at later after further evaluation. Referring back to the traffic report, Councilmember Kao asked what type of additional signage was being recommended. Director Livingstone explained that a "Keep Clean" sign was recommended in the - , reporf. _.._._.._.:. .. Mayor King opened the public hearing and invited public comment. -; _, .. , . ,,a. s.- .~ ~x~ .~__r_._ m__.._.._ ... . ,r - : , _- x, _ _ ~ _ _ ,- -. ba ~" 3 Zeden Jones, Construction Manager and Representative for Starbucks, explained ,.~ - the philosophy of $tarbucka and employee te_.~fs,` Mr .Jones staled th~onty ~ . - amendment they would ti1Fe to prapoeo is tha front $ign ~ solid-t~iletal inst~`dd of ~- .illuminated sign. Ihtr. Jones stated that this particular Starbucks would have 1,4 ...~ . _..,r_ .,. ..,.4.. _..,... mtenor seats and $ extenoi seats. Amber Reed, Development Manager for Starbucks, stated that the proposed location is perfect for a Starbucks and commended Mr. N3Slr fOr t}1e TCri0V3t10riS he has made to the building. Ms. Reed. stated that Stazbucks will be a good neighbor and will make a positive contribution to the City. Ms. Reed stated there are many articles supporting the fact that Starbucks stimulate business azeas. ->,lsingthc Starbucks in downtown. Willow Glen as ant example, N1&. Reed meted fhat independent coffee shop across the streefstiIl doe§ a good business. "" Pam Paine stated that she was the Operations Manager for Starbucks. Ms. Pain stated. that store managers are encouraged to support local charities. Jason Pepe noted that he was the Store Manager at the Starbucks located in Argonaut Shopping Center. Mr. Pepe described all several ways Starbucks have given back to the community. ~... The following people requested to speak on this item: .~ ~ . . ~' Amit Ball noted that he doesn't support the proposed Starbucks in the Village. Mr. Ball stated that Starbucks would create more traffic but not more foot traffic: John Machedo stated that he was a Saratoga resident and a real estate agent in the Town of Los Gatos. Mr. Machedo stated that he has 22 years of experience specializing in shopping centers. Mr. Machado stated that he supports the proposed Starbucks because it would be an excellent draw to bring in other business to the Village. Mary Petron Bottega stated that she does not support the proposed Starbucks in the Village. Nancy Carson stated that she has been a volunteer at the Butterpaddle for 11 years. Ms. Carson stated that she supports the proposed Stazbucks in the Village. Doug Cates stated that he does not support the proposed in the Village. Sarah Yip noted that she was a friend to the owners of the lntemationa] Coffee Exchange. Ms. Yip stated her friend's livelihood is in jeopardy if Starbucks open in the Village. Ms. Yip stated that Ms. Chaais a single parent with four daughters to support. ~d5e'~fi'Maseknofedthat he wa"s~the owner'bfthc~Phtmed Horse and supported Starbucks. ~-- r.-;,.., . . _. ,.. ~~~,.~,,, _ ' r~_ ~. . w ~~ 4 Lin Fong Chao stated that she is the owner of the International Coffee Exchange ` and presented to the City Council 1,000 signatures opposing the proposed St~bucks to th0 Village. , ,. ~ _ ~ .. ,- ~ ~, .. ahe`~r~o~snppottthe~ta~k~~n the ._. ,.~ x~ ~~ ~raleet~°Al~~a°~~`~oornaoteditttat .. .. , ~~ ' n Carol Atkin noted that she does not support the proposed Star6uCkS in the Village, Mike Atkin noted that he does not support the proposed Starbucks in the Village. Jennie King noted that she does not support the proposed Starbucks in the Village. ..~.'"•..... "` ='Jtlt'HtTitteY` not~dth8x sh8 is o» thG Eity's~'1isti~.Gommissiort~s~ei tmfortrm~t~1Y _- .~ , _. _ missed the meeting for he Starbtcks application. In her opinion during the Planning Commission hearing, Mrs: Hunter stated that more questions should have been 35ked'in regards to thetraffic study.-•Mrs; Hunter stated-that the study-should ------- be done during the peek hours. Le Ann Hernandeznoted that she supports Stazbucks application and will welcome them into the Village. Ms. Hernandez stated that the Town of Los Gatos has a lot of coffee houses that co-exist with one another and thrive. Joseph Guilazdi noted that he has watched the VilIag~become a ghost town and __ has not seen any revitalization plans to rejuvenate businesses. Mr. Guilardi stated •- hat he-supports Starbucks and noted that they will attract other business to the... ;.~ Village. ° Deborah Cunnington stated that she has studied the traffic study performed by Fehr & Peers and has found it inconclusive, inconsistent and contradictory. Ms. Cunnington stated that the northbound traffic has not been addressed. Ms. _ Cunnington stated that this is where the risk and liability ies for the City. Ms. Cunnginton stated that because of the potential increased traffic motorist would divert through residential and school zones. Robert Bledsoe noted that he was the owner of Florentines. Mr. Bledsoe stated that he doesn't think Starbucks will generate foot traffic in the Village and suggested that they relocate in the vacated Patrick James building. Ethan Amezcua urged the Council to deny the appeal John Teter noted that he is against Starbucks in the Village and noted that there isn'tenough evidence regarding traffc to approve the use permit. Jim Sorden reflected on the current traffic on Highway 9 and Big Basin Way. Mr. .Sorden stated that he feels the traffic study in the report was ridiculous. .,, ..:_. , .., ., Ak _ .. Teresa Acosta noted that she does not support the proposed Starbucks in the J Village. . _ . sue. <; e ~ ~.~- _.~.. ~„ ~~• . ~ .~,;;,,. -; 5 Sherry Keogh noted that she was the owner of Uncorked and was present tonight ~~~ress her suppOr~~d~.~Starbuclcs in the yillage~, Ms..Keogli statedthat ~. _ -: ~. ,~ . as ._ - ,.. -=,5u~ks represents sueeess and~fthe Cit~r do~~ it~oelPuw~tkter~~~~^~e ~tltaga~s~ - *"' will:Zook as if businesses aze not welcome in ~ar~idgs -.: - ^^~^' ~If]ans Pache Stated that he has owned the Plumed Horse since 175: "Mt•. Pache stated that corYljJetition is good for businesses. Mr. Pache stated that he supports Stazbucks application. James Katdach stated that Stazbucks would be a good improvement to thz village. "', Mr. Kardach stated that traffic has increased in the Village not because of business ~,~ ~,.. butb~all3e Q£the increased number of resdents,in, Saratoga. Mr :Kardach stated _ that he snpporis Stazbitcks. Andrea Chao stated that her mother is the owner of the International Coffee Exchange and urged the Council to deny the appeal Michael Shadman noted that he owned real estate in the Village and is a Saratoga resident. Mr. Shadman stated that businesses have been suffering for long time in the Village. Mr. Shadman stated that he supports Stazbucks. Mr. Shadman stated that he feels Stazbucks will bring energy, new businesses, and foot traffic into the Village. Bob Cancellers stated that Starbucks would help the existing coffee houses not hurt ~ -~ ' them. Mr: Cancellers stated the he support Starbucks. Ken Czwornsak stated that he does not support Starbucks in the Village. Francisco stated that he supports Starbucks. Loren Cook stated that she does not support Starbucks. Ms. Cook stated that you can't compare the Village to Burlingame, Los Gatos, or Campbell. Mayor King declazed afive-minute break at 9:00 p.m. Mayor King reconvened the meting at 9:00 p.m. Mike Fitzsimmons stated that his family was the previous owners of Corinthian Comers. Mr. Fitzsimmons stated that there is no draw at that corner of the Village. Mr. Fitzsimmons stated that he supports Stazbucks and feels that it will increase foot traffic in the Village. Bill Cooper stated that he is the owner of Bella Saratoga. Mr. Cooper stated that he is well aware that we need to revitalize the Village. Mr. Cooper stated that he is not against Starbucks but against the location. Mr. Cooper suggested. relocating further snto the Vsllage. Mr:-Cooper pointed out that the currentlocation would ~ - increase the congestion at that intersection. Mr. Cooper stated that any business .._ that would produce traffic should not. be located at that particular corner .: ~~., ..., 6 Chuck Page mentioned that he was a fom~,S~>~t4$~~l~riri>~&~Qt~~t ,.~« ~..~n . ~„ ~ .. Mr,1'~ge stated Wafhe s FI~~ S~ ~° .~,. . x r~,~~ ate.: ..,, ., ww. - ., ..~_ . m,,..,... ; :.. Mike Iio~hletitneifsfated that he Lives one bIockl`COtn the.~titl~ge. ~- .T-~- ~-~~t~ ;~ ~""'° ., ~~ IvSr. Hochleutner pointed out that no one has been concerned whether or nod _. ~.;. Starbucks will be a successful in the Village. Mr Hochleutnernoted that ~ doesn't think Stazbucks will create the amount of traffic people are CotriplalriIDg about. Juliette Bloxham stated that she is the owner of Divine Wear and owns the property across the street. Ms. Bloxham stated that her end of the. Village is .w.a.......LN,decaytn~'it~laokslaghosttown. . ,..., ;.~W. ._ ;.,.~.,~.. Doug Hehnouth stated that Sazatoga is unique in the Bay Area and we should pay close attentiontto-wharbusiness webringinto the Vipage. Mr. He}rnoutlr8tated that he opposes Starbucks locating in the Village. Mr. Helmouth proceeded to explain that he goes out of his way to support local businesses. „m^ ct~ ~.... .i :~ Diane Sawny stated that she is a District Manager for Stazbucks. Ms. Sawny stated that Starbucks would be a good neighbor if allowed to open in the Village. Sassan Teymouri stated'that he supports Stazbucks and' feels their name will bring success into the Village,. Mr. Teymouri stated that when he goes into the Village after St00 p.m. nathir-g is open to get coffee and has to go to I,4s Gatos. _M;. _. Teymouri stated that he thinks the Village is a ghost Town and we need Starbucks. Dale Allen stated he hears two sides to this issue that Stazbucks is an evil empire and the other that Starbucks is going to be the savior of our community. Mr. Evans stated that there are several issues with the traffic flow that haven't been resolved or addressed. Len Babiarz noted that he is a resident of Scotts Valley and supports Stazbucks in the Village. He noted that he was recently turned down to open a sandwich shop Nasser Hiekali noted that he owns the property in which Starbucks would like to be a tenant in. Mr. Hiekali noted that he purchased the property in 2004 and since that time during the remodel he has tried to capture the essence of the City. Mr. Hiekali stated that the key to a successful downtown is a mix of international businesses and privately owned businesses. Mahnaz Khazenhoted that she recently purchased two buildings in the Village and - one of her tenants is already hurting for business. Ms. Khazen stated that it is hard ._ to find quality tenants that sell quality products. Ms. Khazen asked why are people penalizing Starbucks for being a success. Ms. Khazen noted that she fully suppot#sStarl~ll?lt~e~llage, ,.. ~; ~~ ., _. 7 ~.__. :. Rogelio Sanchez and Guillermo Alvarez noted that they `~'eciltt edenn 5tarb $ ks , i .~ -:RoelrShoot~,:lCdr $ancltez.:tn~Mr~,,alv~4~uiged th~~4ktt y apps . l1rIF: ;~~fiEttEZ at~il fir. Alvarez stat~d't~a~ ttwottl8'rtotb~ fatr fo thi~if - .an er cbffe~house o~enad. .: , ~... ~,. , . - - _ ..,~;. MelvirtCook referred to the 7u1y.22, 2005 Planning Commission meeting. Mr. Cook noted that he felt there were many issues regarding traffic and pedestrian safety that have not been resolved and could open up pOt0rit13~ hahthty t0 the Clty. Mr. Cook spoke in regards to legacies and the decisions that Council must make in regazds to this issue. ., _.: _..,~.,...., Petez.Macra notedtltat_he does not support Stax'buG>~s i~ the. Village. Mr. Marf . _ ,.. _ , noted that the staff report does not address liability, safety; fi•affic and the location of the Saratoga Fire Station. Mr. Marra also questioned who was going to maintain ....Blaney Plaza if Starbucks is allowed to open in the Village. David Horn noted that he would like to open a bike shop in the Village but afrer listening to all the testimony this evening he is extremely discouraged. Mr. Horn pointed out that people want the Village revitalized but don't want people to come to the Village. Paul Hernandez noted that he thinks the Village does not need another coffee shop. Mr. Hernandez noted that he is concerned with the potential increase of traffic and the potential danger. ~.. Dave Lou stated that he has heard that some of the Councilmembers have already made up their mind to approve the appeal and requested that the ones that haven't please deny the appeal. Mr. Lou submitted another petition with 17 more signatures against Starbucks. Mr. Lou stated that he does not support Starbucks. Joseph Masek stated that he is the owner of Le Michele. Mr. Masek stated that he is in favor of Starbucks. Elizabeth Lara noted that she has lived in Saratoga all of her life. Ms. Laza stated that Saratoga is very unique because we haven't brought in chains. Ms. Lara stated that Starbucks is not going to bring in more people into the Village just more traffic. Amber Reed, Real Estate Manager for Starbucks, thanked everyone for their comments. In regards to the comments about increased traffic, Ms. Reed stated that they would work with the he City to address any problems. Ms. Reed stated that Starbucks takes pride in the fact that they make every effort to fit into each community. Mayor King thanked all the speakers and closed the public hearing. ~-- _ , ~, ~ .,. ..n,, '- 8 ;,~ '~: Caunciittt~rriber Streit cotrtmended Mr. Hiekali to.have takent the financral gamble . ptar`ch~,CorintA`i Ciirrt~:''CoCul~~iti~letttbet Stteit 6t;ttt one 4~ "* , probterits itt the Vi}Iage is that thept'operty owners da ziot Wfuit to reitilrOSt:i>t the ~ =R - "'" "° h` i/%11ag®"> ~`he `Village does need io be Tevitalized:'-The City fiastried- hired a ~ _«•~~ -_--- -a _ EconomiC,TJgyelopment Coordinator whdgnded up goiti~ tQ Town of Los Gatos ' and help Patrick Lames come to the Village and they eventually left... Councilmember Streit pointed out that the peoplelresidents aren't supporting the Village = it's a ghosf Town. Councilmember Streit stated that the City has tried to work-with property owners and business owners and nothing has worked. In regards fo comments made by one of the speakers who said that the increased traffic caused by Starbucks would interrupt the Fire District, Councilmember Streit . _. __~:: _..,. _ ; _ ~°'°-~-at~t~d isut that the fr'~fl~C tightg at tl~t'y7~iticutar iate~retttrirh~rra ari i>fJt~srupt~r , on it. Councilmember Streit stated that he sees no reason io deny the Starbucks appeal and will vote to approve the project. Councilmember Kao thanked-everyone for attending tonight's meeting. Councilmember Kao stated that one of the Council's goals is to support and revitalize the Village and other commercial azeas in Saratoga. Councilmember pointed out that the Village needs an anchor store and Starbucks will encourage people to come to the Village. Councilmember Kao noted that she would support the appeal and approve the project. _> :Vice Mayor Kline thanked Mr. Hiekali for taking the risk and buying She property -,..in the'ldllage. Vice Mayor Kline noted hat his office is on the cornet of Saratoga- Sunnyvale and Sazatoga Avenue and looks out to Big Basin Way. Vice Mayor Kline stated that parking is not an issue inthemorning in the Village, whereas traffic will always be a problem- it's a state highway. His concern is the speed: and would like to find a way to slow the cars down along that road. Vice Mayor Kline noted that it is in his opinion that the International Coffee Exchange will continue doing a good business and might even benefit from Starbucks. Vice Mayor Kline stated that he would support the appeal and approve the project. Mayor King stated that she spends more money and more time in the Village than anyone one resident. Mayor King thanked the Planning Commission fo>• their work on this project. Mayor King stated that she feels that the Council cannot tell property owner that they can't open a successful business on their property. Mayor King stated that she supports the appeal. STREIT/KL1NE MOVED TO APPROVE THE APPEAL BY STARBUCKS COFFEE COMPANY LOCATED AT 14410 BIG BASIN WAY. UNIT D INCLUDING THE OWGINAL WOOD SIGN. MOTION PASSED 4-0-1 WITH WALTONSMITH ABSENT. OLD BUSINESS n-M, _>~ { ,. NEW BUSINESS ~.: ~. .._ .,~ emu: .. ;._ .,.. _. ~.,_ > . .. . ~1!@ 4a~ ~~ ~ . ~....~ ~~ _,~ -~._ CYTY C(jTfl~lC`~1; I7`i'rli~S None OTHER None _~ CITY MANAGEI2'3 REP©R1' None ADJOURNMENT There being no further business Mayor King adjourned the meeting at 10:25 p.m. Respectfully submitted, _. . , Cathleen Boyer, CMC City Clerk ,F~ . .,..:,~..,. m r -. . - ... 10 = ~-~. ,t ~- ~ ~~. ,~ :~ ,_ w . ....: ~w.~ ... Yd.x~.,+.ax . .. ~.wx > w+r•.--z .~--ee.. .rv~. .. .. ,. . .~ rm... . :.~..uRUtrM'. mce +:.rl..-.GkC.~ ...... w~,.n ..^'M+..._.... w, .. e.. v++rM^~ ..5 ~ x':. ,.a...:. xA ri a.~r.nRn~a\=.wr .., iy m.i~rtir§gm{ a} p:.- _. !~~ ~ $"!.YYMft' n. _. "R~v G^;a M"~~n(~y p,~.~ iY tiYEyS~'^` ~ +'J~.:+r.. r YY." - ~"Jy~}e SARATOGA CITY COUNCIL MEETING DATE: 9/21/2005 ORIGINATING DEPT: Admin. Svcs. PREPAREb BY 1 u Andrea Young SUBJECT: Check Register for 8/23/2005 RECOMMENDED ACTION: AGENDA ITEM: CITY MANAGF,\R: DEPT HEAD: Michele Braucht That the City Council accepts the Check Register for 8/23/2005. REPORT SUMMARY: The attached Accounts Payable Check Register for 8/23/2005. All checks were released by 8/25/2005. Payroll checks were released on 8/]8/2005. T e of Checks Date Starting Checks # Ending Check # Total Checks Amount Account Pa able 8/23/2005 ] 00121 ] 00240 119 660,778.12 Pavroll 8/18/2005 31063 31104 4l 112,660.76 TOTAL 773.438.88 A Manual Check for $282,000.00, included in the Accounts Payable total above, was a settlement payout to Thompson Pacific Construction, Inc. The prior Check Register for 8/09/2005 ended with check number 100120.. FISCAL IMPACTS: The following is a reduction to each of the individual fund cash balance: __. and # Fund Descri tion AIP Total PR Total TOt81 001 General 110,307.9] 25,359.23 135,667.14 ]SO Streets & Roads 62,126.79 ]4,772.77 76,899.56 180 LLA Districts 4,557.54 - 4_,557.54 202 Fredericksbur a Land 96.79 96.79 203 Greenbriar Land 320.66 320.66 205 Azule Li htin ],693.88 ],693.88 209 McCart sville Land 324.23 324.23 210 Tricia Woods Land 33.36 33.36 211 Arro o De Sarato a Land 200.25 200.25 212 Leutar Court Land 42.71 42.71 215 Bonnet W a Land 250.37 250.37 217 Sunland Park Land 52.33 52.33 222 Prides Crossin Land 121.76 ]21.76 224 Villa a Commercial Land 286.]9 286.19 226 Bell rove Landsca a 3,30].88 3,301.88 227 Cnnin ham /Glas ow Land 114.91 1]4.9] 232 Gatewa Landsca a 129.94 129.94 250 Deveto mentSvcs ]5,502.90 39.713.31 55.2]6.2] 260 Environmental 4,475.50 4,395.78 8,871.28 270 Housin & Comm 6,]14.00 - 6.]]4.00 290 Recreation 37.959.]3 24,298.00 62.257.13 291 Teen Services 2,398.04 2,789.50 5.187.54 320 Librar Ex ansion 282.008.47 - 282.008.47 35] Public Safet 4.950.00 - 4,950.00 352 Infrastructure 1 1 4.436.78 1 .332.] 7 1 1 5.768.95 420 Leonard Road 8.97].80 - 8.971.80 TOTAL 660.778.]2 112,660.76 773.438.88 ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: ..,~ Check Register in the Expenditure ,Appro~ a] List format. p m P N N U 4 p a zd S {u O OO O O O m m o m m .. r r o 00 o o rm me r o ~, F F r m o o P r n c p c m ., rv ¢ m c n m ~ n rv T o r r o ' p~ ~ n n m r r~ ev v n v. m n m m c n 2£ N 4 .r .~ rv .~, c < h N o 0 {p ~] yYy ONO pNp NNNN T~TT 6+ a f F+l-~Y FhF dww s v~ w Z \..' ° y ~ w ~ F ~ siiizi '°'a c ~ ~ o ~ 5 s .l 4 .] CI `t .c v1 v) VI v .] .U F U N .~ U Z 4 5 4 U 4 h h h ^i 7 h 4 6 S i G £ a 6 4 .~ t C 6 4 ~ ~ C F U F 4 ~ F .~ J~ F ¢ F W F le F U F U F F S ~ u O O Z N W U W w U C ai 4i 4 O C C a O a C O Z O ~ O F fa F U U> U U> F h F F F a F a F U F ~ F F U U F a N >> C>> C a K C _ C lpC [C] N VI 1n X11 N P C G C O a m C G K [ZC p K N. p r C fo ^ w Z i S S 41 ISO IZi] 4 4 G M1 2 ? ~ 4l IZiI 4 4 t9 4 1~ 4' {ti c F 00 m O 4l /. 00 40 Yo N f0 G\ m n ~ to > a > i > F F F F F F > h h 4 > ~ .- p > p .- Y > U > C > a N, F a Y a a £ S} S S> ££~ £ £ £ 4 S a a c .. 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V NS b CC2 2W N r i.tCFY r 22 ON \ ~aVi~~ ~ On On oL On coc Or ~~/ SARATOGA CITY COUNCIL ~~ MEETING DATE: September 21, 2005 AGENDA ITEM: _ QRIGINATING DEPT: Adm'inistrativeSws CI"I'Y MANAGE : ~` PREPARED BY: (/ DEPT HEAD: . Vi ' n Michele Braucht SUBJECT: Treasurer's Report for the Month. Ended August 2005 RE~C11~rIMEIVI}E~ AE TIfI1V That the City Council accepts the monthly Treasurer's Report. REPORT SUMMARY u Califomia government code section 41004 requires that the City Treasurer (the Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and. fund balances. 4]004. Regularly, at least. once each. month, the city treasurer shall submit to the city clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall file a copy with the legislative body. Additionally with the passage of Chapter 687, Statutes of 2000 (A$ 943 Dutra), effective January ], 2001 cities are now required to forward copies of their second and fourth quarter calendar year investment portfolio reports to the California Debt and Investment Advisory Commission (CDIAC) within 60 days. The CDIAC will use the report as an additional opportunity to examine public investment practices in a more consistent basis than before. Cities, such as the City of Saratoga, that are 100 percent invested in the Local Agency Investment Fund (LAIF) are exempt from the new investment portfolio reporting requirements and are only required to send a letter to CDIAC indicating the total and composition of their investments. This Treasurers Report will satisfti our reporting requirement to the CDIAC. The following pages in the attachment provide various financial data and analysis for the City of Saratoga's Funds collectively as well as specifically for the City's General (Operating) Fund, including an attachment. from„the State Treasurer's Office of Quarterly LAIF.. rates from the 1" Quarter of 1977 to present. ~~ r._ ~ _. f ~ b~jNSE,~iIE1~tCES OF NOT ~f~j)~Lb~'VING RECCII~IM x. .~..,~• ...`fhe City wlLnat<ba-in compliancd.with Ciovernmenf Code w- _ ALTERNATIVE ACTI©N N/A FOLLOW UP ACTION r l.r. !•T '. .~F ,,.., ~r4-- iectioriS389~~ttd,~ectionAO$(}4..~ -~- ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACIIMENTS A -Cash and Investments by fund B -Change in total fund balances by fund C -Cash and Investments by CIP project D- Change in total fund. balances by CIP project ' "E- Cash and Investments by Lighting and Landscaping District F- Change in total fund balances by Lighting and Landscaping District G -Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates CC cdiac_investments@treasurer.ca.gov (.lone & December reports only. within 60 calendar days) --~ .. , ATTACIIMENT A CASH AND INVESTMENTS BALANCE BY FUND u ° the Ckty llad $40Z $33 u1, Gash: $13,8Q9,801 on deposit in LAIF and the -As Of t§3b€', st"'~I, ~QOS'r° _ ~ Ci~rg;itd C1R~bleld $3"' O~ in the Gity's ~latne. 'the bank reconciliati0~s are complet^ed . thrtt.the month. of June 20QS..~he Council Policy on operating rese~ye funds adoptec# nn April bOr . 1994, states that: for cash flow purposes, to avoid the necessity of dry period financing, pooled cash from all fends should not be reduced below $2,000,000. The total pooled Cash b~lanee a3 0# August 31, 2005 is $14,212,634 and exceeds the limit re uired. Cash at Comerica Bank 402,833 Deoositwith LAIF 13,809,801 r • "---~--•- The followjne table summarizes the City's total cash and investment balances by Fund. General General FUnd a rwcr~~zw Designated Reserves: Tree, Bench, 8 Plague Dedication Program $ 650 Petty Cash $ 1,000 City's 50th Anniversary Celebration $ 20,000 Theater Ticket Surcharge $ 40,321 CIP (Refunded from RDA) $ 162,000 Economic Uncertainty $ 1,350,000 Operations $ 2,457,846 Special Revenue Highway Users Gas Tax $ (46,094) Landscape and Lighting $ 31,923 Development Services $ 593,354 ~ Designated Reserve: $ Tree Preservation Ordinance 226 $ 181,654 Enviromental Programs $ 914,657 Development Fees $ 100,959 Community Development Block Grant $ (7.179) SHARP loan $ 129,252 Recreation Services $ 30,861 Teen Services $ (3,980) CD Deposits -Planning Deposit Prior to 7/1/05 $ 658,383 CD Deposits -Planning Deposit after 6/30/05 $ 60,750 CD Deposits - Arborist Reviews $ 163,693 PW Deposits -Geology Reviews $ 142,781 PW Deposits -Developer Fee (no interest) $ 115,090 Capital Project Park Development $ 74,499 Library Expansion $ 764,869 Public Safety $ 793,736 Infrastructure $ 2,742,937 Facility $ 206,715 Park and Trails $ 264,495 Debt Service Library Bond $ 211,133 Internal Service Technology Replacement $ 128,198 _..._ ...TrySLGPBency ..Leonard Road .. _ $ $1.976 064 74 ~`~ ~~ : .... , KSAR -Community Access TV $ ParkingDistrict#3 - ~ $ (181,146) ~" .:. Sarato a Public Financin Authorit $ ,.332,306 _ .. ~e otal itv ~`'s_.y ATTACHMENT B rCHANGES IN TOTAIrTUND B AN - ~= ~. ~ _ " lla {ablC ~Sfe"se$t~ the ending Find Balances for the City's ma}ot' fund~txpes at august ~ - - ` 31; 2()05. This table excludes Trust and Agency f-ritds wherB the City acts merely as atlurd party custodian of an outside patty''funds, I'[ease'note that the year ended audit has not bden completed'and'thus the June 30; 2U05 Uataiices forward are un-audited."' , os13oro5 Fund Balance Incrl(Decr) o6131ro5 Fund wGeneralFund:. - _ 1,&40,669 314,227. 375,692 (457,333) Designated Reserves: ` " Tree, Bench, & Plague Dedication Program Petty Cash City'S 50tltAnniversaryGelebration Theater Ticket Surcharge CIP (Refunded from RDA) Operations Ewnomic Uncertainty Special Revenue Highway Users Gas Tax Landscape/Lighting Fd (to be alloceied to each District) Development Services Designated Resenre: Tree Preservation ONinance 226 Environmental Programs Development Fees CDBG SHARP Loan Reaeation Services Teen Services CD Deposits - Arborist Reviews PW Deposks -Geology Reviews PW Deposes -Developer Fee (no interest) CD Deposits -Planning Reviews prior to 711105 CD Deposits -Planning Reviews 07101/05 1,873,255 ` - 650 650 300 - 700 - 1,000 zo,ooo - - - za,ooo 56,169 - - (15,848) 40,321 162,000 - - - 162,000 1,350,000 - - - 1,350,000 2,457,846 - - - 2,457,846 - 38,772 49,026 (83,467) 4,332 75,891 (32,623) , ;; ..502 (18,347) 25,422 342,061 107,577 266,907 (129,241) 587,304 161,654 20,000 - 181,654 898,656 (5,404) 37,807 (19,863) 911,196 714 - - - 714 (1,865) - - (6,114) (7,179) 126,585 1,338 1,328 - 129,252 33,575 29,550 67,555 (129,869) 811 (0) (2,347) 6,913 (8,586) (4,020) 208,328 4,019 (60,652) - 151,695 115,702 (4,016) 4,519 - 116,205 - (7,619) 4,400 - (3,219) apical Project 499 - - 74 - 74,499 Park Development , 929 (22) - 766 (10,963) 755,944 Library Expansion , 000 - 646 50 747 (10,099) 787,547 Public Safety , , 274 (4,481) - 187 3 (440,654) 2,742,139 Infrastructure , , 715 - - 206 (8,656) 198,059 Facility Park and Trails , 337,900 - 17,120 610 355,629 Deld Service Library Bond r Interna~SeNiceFt?nd -Equipment Replacement Technology Replacemeni ._~.. _ ',Foal Im ment ~r~r ru„ 855,319 (1,020,827) 4,763 128,198 - - 128,198 "^ 1301 ' :2.80.508 ATTACHMENT C GASH ANB IN V L~ J L MEIV t ewtu~a.c.a n ^ .;•_ • •~•• -•-- _ '° The following table the details the cash, balances foz each, pzo}~rw4lT>+.She ~ul7lio safety, ~. liifxastructute; facility, and~'ark au~'~xails C,~pital ~F~'ovetslti~~`Fiolect ~ltnds. _ . _ ` cash 8 Investment `...~. PubllcSafety Traffic Calming Safe Routes to Schools ADA Improvements (Hakone) Highway 8 Traffic Signal Mod Playground Safety Herriman Avenue Traffic Signal Verde Vista Lane klrkmont grlve TrafflC Slgnat ' Congress Springs Park Safety 4th Street Bridge Sobey/Quito Traffic Improvement -- NortonRd Fire Access Highway 9/Oak PI Pedestrian Signal Sara-S'vale/Seagull Traffic Sign Quito Road Bridge Replacement Total Public Safety Infrastructure Lynde Ave Drainage EI Quito Area Curb Replacement Village Streetscape Impv-Sidewalks Village Streetscape Impv-Lantlscape Storm Drain Upgrades Median Repairs(Landscape/Irrig.) Saratoga Ave. Medians@Library Cox Ave Railroad Crossing Upgratle Prospect Avenue Medians Blaney Plaza Improvement - City Entrance Sign/Monument Blaney Plaza Impv-Construction Citywide Traffic Sign Upgrade Saratoga-Sunnyvale/Gateway Vessing Road Assessment EI Ca Grante/Mont Vista Storm Drain Total Infrastructure v s. Facility 161,624 ~ 23,956 49,864 83,204 287,799 5,000 5,000 ..8,000 15,020 100,000 (94,604) is cnn~ 6,604 (11,193) 500,000 15, 000 137,386 49,908. (32,722) 150,000 327,865 25,000 (18,537) (8,628) 17,968 386,172 1, 212, 203 (152,782) WHH Improvements (47~ Theater Roof (3,622' Civic Center Master Plan (Design) (1,087 North Campus/Prospect (553 Animal Control Facility 309,449 Civic Theater Reroof (41,855' Historical Park Fire Alarm System (882' Village Fagade Mathching Fund (21.164 Book Go Round Repairs (33,326 Total Facility $ 206,715 Parks & Trails EI Quito Improvements 356 Hakone Garden D/W 194,583 Azule Park 3,578 Heritage Orchard Improvements 15.282 Union Pacific Railroad (Deanza) Trail (17,996 Kevin Moran Improvements (1.289 Park/Trail Repairs .954 Fodthilt School Field Impv '~ ~- - (8,526 San Marcos Open Space Track 17,054 Odd Fellows Trails Dev 60,500 ~- - - Total Parks & Trails $ ~ 284,495 w ~ ~ ... ~ r...~r rro n,....~ 4.007.862 ATTACHMENT D nrN FUND)3AL:~1tTC)~5 $~ C~'~~JECT ~ ~ ~" . M, .~, ~: The following table Beta 15 the fund balances for each project in the $ublic Safety; ~nfr~str~lcltt~e,' .. - _. Facility, and;Park and Trails Cal7itat Improvement Project Funds. ~.. :.,; a6faoro6 Fund A8131l05 Balance Funtl Public Safety Traffic Calming 181,624 - - 181,624 Safe Routes to Schodls 23,956 - - 23,956 ADA Improvements (Hakone) (1,175) 50,000 - - 48,825 Highway 9 Traffic Signal Mod 83,204 - - 83,204 - PIaY9round Safety 287,799. ._ ^ : 27,799 " Herriman Avenue Traffic Signal 5.000 - _"' - 8,000 Verde Vista Lane 5,000 - - 5,000 Kirkmont Drive Traffic Signal 5,000 - - 5,000 Congress Springs Park Safety 15,020 - - 15,020 ' 4th Sfteat Bridge ~ ~ '-100,000 - - - '~- ~'.' 100;000 5obey/Quito Traffic Improvement (89,654) - (4,950) (94,604) Norton Rd Fire Access (6,500) - - (6,500) Highway 9/Oak PI Pedestrian Signal (126) - - (126) Sara-S'vale/Seagull Traffic Sign 6,604 - (5,149) 1,455 Quito Road Bridge Replacement 131 894 - - 131,694 Total Public Satety 747,646 50,000 (10,099) - 787,547 IMrastructure - Lyntle Ave Drainage (11,193) - - (11,193) EI Quito Area Curb Replacement 500,000 - - 500,000 Village Streetscape Impv-Sidewalks 15,000 - - 15,000. Village Streetscape Impv-Landscape 139.474 - (2,376) 137,098 Storm Drain Upgrades 49,108 - - 49,10` Median Repairs(Lantlscape/IrrigJ (33,069) _. (4,446) _ _.. (37,5' Saratoga Ave. Medians~Library 150,000 .. _.. 150.00,`. Cox Ave Railroad Crossing Upgrade 319,725 - - 319,725 Prospect Avenue Medians 25,000 - - 25,000 Blaney Plaza Improvement (18,537) ~~ - .- (18,537) City Entrance Sign/Monument (8,628) - - (8,628) Blaney Plaza Impv-Construction 17,968 - - 17,968 Citywide Traffic Sign Upgrade 386,172 - - 386,172 Saratoga-Sunnyvale/Gateway 1,662,939 - (438,312) 1,224,627 Vessing Road Assessment (152,782) - - (152,782) EI Ca Grante/MOnI Vista Storm Drain 146 097 146,097 Total Infrastructure 3,187,273 - (445,135) - 2,742,139 Facility WHH Improvements (47) - - (47) Theater Roof (3,822) - - (3,822) Civic Center Master Plan (Design) (1,087) - - (1,087) North Campus/Prospect (553) - - (553) Animal Control Facility 309,449 - - 309,449 Civic Thea[er Reroof (41,855) - - (41,855) Historical Park Fire Alarm System (882) - - (882) Village Fayade Mathching Fund (21,164) - (8,656) (29,820) Book Go Round Repairs (33 326) - - (33,326) Total Facility 206,715 - (8,656) - 198,059 Parks 8 Trails EI Quito Improvements 91,490 - - 91,490 Hakone Garden D/W 194,583 - - 194,583 Azule Park 2,968 - 610 3,578 Heritage Orchard Improvements 15,282 - - 15,282 Union Pacific Railroad (Deanza) Trail (35,116) 17,120 - (17,996) Kevin Moran Improvements (1.289) - - ~~ (1.289) Park/Trail Repairs 954 - - 954 Foothill School Field Impv (8,528) - - (8,528) San Marcos Open Space Track 17,054 - - 17,054 -,. -: - Odd Fellows TI'4115 Dev •- 60 500 ^ ... _ ~: 60,51' Total Parks 8 Trails 337,900 17.120 610 - 355,6: ; .. Total CIP Funds 4'479 534 67 120 463 280 - 4 083 374 ~... ... .w .._ ._ _... ... ._ as _' ATTACHMENT E - CASH AND INYESTMEL~TS BA)~ANCES SY LIGHTING & LANDSC.~PE D>£~'rR~ T. The followirigfdble tYte details the cash balances for each Dtsttict to the Ltghttng and """ ~.. Landscaping Fund,° =~eginriing with Fiscal Yeas 2005-2006 each Lighting and I,azlcfsceping District 5.being aq~ounted for and reported as a sepazate fund,.. Staff 15 in the process of :: r. , ~ !. .reviewing the historical financial transactions of the Lighting and landscaping, District and will distribute the cash balance previous commingled in a single fund to each individual Lighting and Landscaping District. Therefore, the various District funds currently have negative cash balances. ~... Investment -Balance at Fund Descri tion Au 2005 LandscapelLighting Fd (to be allocated to each District) 76,803 Landscape/Lighting District -Manor Dr (304) LandscapelLighting District - Fredericksburge (1,129) Landscape/Lighting District - Greenbriar (2,393) Landscape/Lighting District -Quito (3,003) Landscape/Lighting District - Azule (2,067) LandscapelLighting District - Sarahills (301) Landscape/Lighting District -Village Lighting (3,390) LandscapelLighting District - McCartysvilte (915) Landscape/Lighting District - Tricia Woods (153) Landscape/Lighting District -Arroyo De Saratoga (3,226) Landscape/Lighting District - Leutar Ct (162) Landscape/Lighting District -Bonnet Way (754) Landscape/Lighting District - Beauchamps (654) Landscape/Lighting District - Sunland Park (2,455) Landscape/Lighting District -Prides Crossing (10,538) Landscape/Lighting District -Village Lscape (6,416) Landscape/Lighting District -Saratoga Legends (241) Landscape/Lighting District - Bellgrove (4,428) Landscape/Lighting District -Cunningham/Glasgow (499) Landscape/Lighting District -Kerwin Ranch (208) Landscape/Lighting District -Tollgate (742) Landscape/Lighting District -Horseshoe (623) I ~niic~onc/I in hfinn Elie}rirt _ (~n}o~umi (9811 :.~ { ATTACHMENT F 3 FUND ALANCES BY LIGHTING & LANll~carr. ui~,~.., 4 -'};kt,Gi follov~nn~~>~1Qthe details the~func~balances for' each District in the, Lighting and . ~- ,.. ,^` :Landscaping 1un~. ~egiiinin8 with k'iscal Year 2045.2006 each I,ighUZ~g and sGaptlt8 "~ DisfitiCt i~ bei>ig accounted fa>'-and reporCed~as a separate fund: Stiff is #ri the pYbccss bf .. ~~ reviewing the historical•financiat transactions of the Lighting and landscaping District and wi}?' distribute the fund balance previous commingled in a single fund to each individual Lightiu-g and " Landscaping District. Therefore, the various District fEuids Currently have negative fund balances. ,,.f: Fund Balance Incrl(Decr) ~. nr..a~area~. ....u~ti _. LandscapelLighting Fd (to be allocated to each District) LandscapelLighting District -Manor D[ . LandscapelLighting District - Fredericksburge LandscapelLighting District • Greenbriar LandscapelLighting District - Duito LandscapelLighting District - Azule LandscapelLighting District - Sarahills LandscapelLighting District • Village Lighting LandscapelLighting District - McCartysville LandscapelLighting District - Tncia Woods LandscapelLighting District -Arroyo De Saratoga LandscapelLighting District- Leutar Ct LandscapelLighting District- Bonnet Way LandscapelLighting District - Beauchamps LandscapelLighting District - Sunland Park LandscapelLighting District • Prides Crossing LandscapelLighting District -Village Lscape LandscapelLighting District • Saratoga Legends LandscapelLighting District - Bellgrove LandscapelLighting District • CnninghamlGlasgow LandscapelLighting District -Kerwin Ranch LandscapelLighting District -Tollgate LandscapelLighting District -Horseshoe I andscace/Liehtine District -Gateway 75,891 - - (875) - (1,778) - (3,104) - (514) (275) - (3,408) - (500) - (100) - (2,550) (100) -"" (425) - (550) - (2,025) - (8,775) - (4,392) - (150) - (950) - (325) - (175) - (625) • (525) - 1'1951 e _._.._ (52) 2 (260) 12 (728) 119 (1,224) 59 (1,945) - (272) 134 (957) - (431) - (61) - (s76) (62} (847) - 11~) - (430) - (1,806) 69 (3,794) - 191) - (3,478) - (174) - (33) - (182) (745) - 11561 08131105 Fund 75,891 _,.(321) (1,133) (1 (10, (B, (1 ...~ a~, ,~. .=... .. .a ,... :9a W n -..n 2 C ~, ~~ ~~- phit Angelides,. State Treasurer ~-- ~. ~ Inside the State Treasurer's C1ffic~ LOCAL AGENCY INVESTMENT FUND QUARTERLY APPORTIONMENT RATES ~,`. 8.50 8.39 8.27 ;#~, ~; 7.97 7.38 7.00 6.52 , Y~ ; ~,~r,a ~`~` °5.87 5.45 _. 4.97 . 4.67 !, r rv, i°,, 4.64....... 4.51 __ 4.44...... 4.36. ~ ~ `" " ~ _ _ _ ° m 4.25 4.45 4.96 5.37 *µ~~ 4 ; ~ ~r;L ,~ 5.76 5.98 5.89 5.76 , : t 5.62 5.52 ... 5.57 5.58 ~: ~ ~, ~ r }~ ~ ~~ u ~ ~M1a waE _ ... 5.56 . 5.63 _ ..._ 5.68 5.71 ' _ ;, Q .~ ~.. 5.70 5.66 5.64 5.46 r~ . v. . .,i ,...a 1: .._... ... 5.19 _ ..... 5.08 _.. ...... 5.2] ; 5.49 -rv.: 5.80 6.18 6.47. _ 6.52 6.16 5.32 4.47 3.52 .. 2.96 ` 2.75 2.63 2.31 ` : . -,~ `" - -' _ 1.98 _ 1.77 1.63 1.56 ~: ~r 1.47- rk:44 1.67 x.00 j „ _ „,. ~-- - 2.38 .2.85 5,b8 ~_. _~__ ~ 5 78 .____ y _. ~ .. _ _ 5.84 __ ~_. __ w ~_,_~ _. 6.45 _. ~~ ~~ W 6.97 7 35 ! 7.86 w 8.32 ._ _.__._.. __ _ ._._.._....____ . 8.81 ._._._.____..._. 9.10 _ 9.26 10.06 ' 11:11 ~ 11.54 10 Ol ' 10.47 ' ___ _ ...__ ~. _.....__.._._. .__w.. __.,__~__ _._ ..__._..._i___.____... ___.~ _w .` 11 23 11.68 12.40 11.91 11.82 11.99 11.74 10.71 - 9.87 . 9.64 10.04 _ 10.18 . .. _.,..,. 10.32 i w. 10.88 11.53. .... _ 11.41 10.32 9.98 9.54 9.43 9.09 ~ 8.39 7.81 7.48 _ ...7.24 ~ 7.21 r 7.54 _ 7.97. _ 8.01 7.87 8.20 8.45 8.76 9.13 8.87 8.68 eW ~.. a. ,_ ._. ~, ._ ,. .. ~ ; -~ ,~,,~;.., w; SARATOGA CITY COUNCIL MEETING DATE: September 21, 2005 AGENDA ITEM: ~~ ORIGINATING DEPT: City Manager's Office CITY MANAGER: ~~~"'~r PREPARED BY: Lorie Tinfow, Asst. Citv Mer. DEPT HE Lorie Tinfow SUBJECT: Selection of Consulting Fyrm to Prepsre and Implement s Community Survey RECOMMENDED ACTION(S): 1. Adopt attached resolution to amend the 2005-06 budget to allocate $25,0(10 from Council Contingency for survey project costs 2. Accept Revenue Enhancement Ad Hoc Committee's recommendation to hire Fairbank, Maslin, Maullin and Associates (FNMA) to prepare and implement a community survey. 3. Authorize the City Manager to execute a contract not-to-exceed $24,000 with FNMA. 4. Authorize use of $1000 for advertising as described in this report. REPORT SUMMARY: Discussion At the meeting on September 7, 2005, Council agreed to fund the costs of hiring a consultant to prepaze and conduct a community survey from the Council Contingency account. Interviews with five firms were held on Sept. 13; all were highly qualified to perform the work for the city. The committee took the following into consideration in selecting the $rtrt: • Quality and completeness of the initial proposal • Technical approach proposed • Proposed project staff • Interpersonal and communication skills exhibited during the interview • Size of firm • Breadth of services available from the firm • References • Total cost The Scope of Work has been modified slightly based on feedback from Council members and further discussion among Ad Hoc Committee members. The revised scope is presented here: A. Travel to Sazatoga to kickoff meetings: • meet with Revenue Enhancement Ad Hoc Committee to gather information and discuss project, prior to study session below; • meet with the City Council at a study session to educate the Council about the technical elements of conducting surveys, discuss the scope of the Survey 111C~Uall1g ilTeBS/0be measured, Council concerns, etc. B. Develop the draft survey in an iterative process with the Revenue Enhancement Ad Hoc Committee and staff C. Travel to Sazatoga if needed to meet with the Revenue Enhancement Ad Hoc Committee to discuss survey D. Travel to Sazatoga to present draft survey instrument to City Council at study session for final revision E. Conduct telephone survey: • 500 completed calls of a pool to be determined through the survey development process • survey length to be between 10 and 20 minutes to be determined through the survey development process ""~ • include the option of conducting the survey in one language other than English • and as further described in the submitted proposal (attached) F. Travel to Saratoga to present draft report to the Revenue Enhancement Ad Hoc Committee and staff and make edits as appropriate G. Travel to Saratoga to present and explain final results to the City Council at a meeting to be determined The proposed team was changed from the one included in the proposal. John Fairbank and Sueanne McNeil Biotti will lead the effort with assistance from two other firm members. John and Sueanne were interviewed by the Ad Hoc Committee. The cost for these services has been negotiated not-to-exceed $24,000. Council authorized a total of $25,000 for the project and the Ad Hoc committee would like to use the remaining funds to pay for advertising in the Saratoga News of the City's intent to conduct the survey. The firm has accepted use of the City's standard contract and the completed document will be presented at the Council meeting for approval. 2of3 FISCAL IMPACTS: ~...- Current Ux of Funds Bp ~ Council Contingency s 50,000 Contract Srnice -Community Survey S - Totsl Ux of Funds S 50,000 Budget Revised Aceount Revislow Budget Number S(25,000) S 25,000 001-1005-511-5000 s 2s,ooo S 25,000 001-1005-511-Sxxx s s so,ooo CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): No survey would be conducted at this time. ALTERNATIVE ACTION(S): N/a FOLLOW UP ACTION(S): Execute contract and schedule the first meeting described in the scope of work as soon as possible. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: ^ Copy of proposal from Fairbank, Maslin, Maullin and Associates without references and appendices ^ Resolution 3 of 3 Proposal to Conduct Opinion Research for the I AU6 e e zoos City of Saratoga Submitted By Fairbank, Maslin, Maullin & Associates August 8, 2005 Contacts Richard Maullin Managing Partner David Metz Sueanne McNeil Biotti Senior Vice President Researcher 921-1176 Fairbank, Maslin, Maullin & Associates Opinion Research & Public Polio- Analysis Santa Monica_ CA -Oakland. CA -Madison. Wl -Mexico City TABLE OF CONTENTS IN7RODUCI'ION ...............»............................................................................. 2 QUALIFICATIONS ........................................................................................... 4 Experience with Local Jurisdiction and Community Surveys ..................... 4 Experience with Local Finance Ballot Measures ......................................... 5 Experience Conducting Opinion Research in Santa Clara County ............ 6 UNDERSTANDING OF PROJECT REQUIREMENTS .......................................10 PERSONNEL ...................................................................................................13 ^ PROJECTWoRICPLAN ...................................................................................i7 Infrastructure ..............................................................................................17 ' Research Design ........................................................................................ 18 Sample Size and Margin of Error .............................................................. 19 '`- Survey Length and Interviewing ................................................................ 19 Data Compilation ....................................................................................... 20 Analyses and Report .................................................................................. 20 ' Deliverables ................................................................................................21 Cost Estimates ............................................................................................ 21 ' SUGGESTED TIMELINE ................................................................................. 23 REFERENCES ................................................................................................. 24 ' APPENDIX A: Resumes APPENDIX B: State, Regional and Local Government Consulting Client List APPENDIX C: Work Samples P1o~g~a1 to Conduct Oyinion Research for the Ci of Saratora (921-1176) page 2 ' INTRODUCTION Thank you for the opportunity to provide this proposal to conduct opinion reseazch. FMM&A, a California corporation, has specialized in public policy- , oriented opinion reseazch since the company was first organized in 1981.. Each of our principals has more than 25 years of experience as public opinion analysts and consultants. The partners and senior staff at FMMdrA have conducted t surveys, focus groups and other forms of opinion reseazch for local governments, school districts, community college districts, special districts, and non-profit ' organizations throughout the state including numerous agenaes and organizations in Santa Gaza County. ' In order to serve all of California, we have fully-staffed offices in Santa Monica and Oakland. Our 21-person staff ismulti-talented and works as a team to assure ' the completion of quality opinion analysis in a timely manner. We pride ourselves on deliverin ersonal service to li h t d g p our c en s w o are assure ongoing contact with our principals and senior personnel. FMM&A offers a full range of opinion reseazch and communications strategy ' consulting services including: • Random-digit-dial (RDD) and listed-sample public opinion telephone ' surveys; • Focus groups, • Testing communications materials; ' Communications strategy consulting; • Advertising testing using Audience Response System "Perception Analyzer" technology; • Public opinion mail surveys; ' • Public opinion Internet surveys; • Intercept interviews; and, • In-depth executive interviews. ' FMM&A plans and executes all phases of survey reseazch projects and focus ' groups from beginning to end. The firm's staff designs the research instrument, specifies the sampling or recruitment plan, manages the data-gathering process, and analyzes and interprets the data. propgsal to Conduct Ooinioa Research for the City ~f SaratQSa (921-117W Page 3 Providing reseazch to help California jurisdictions gauge citizen satisfaction with their services and design finance ballot measures is our specialty. FMMdrA has worked on -and won -many of the toughest and most significant local tax measures in the state. For example, in 2004 alone, we helped 10 local governmental units (cities, counties and special districts) successfully Obtalfl taX increases or tax extensions and eight local governmental units obtain a total of almost $2 billion in bonds. Most of these races required supermajority approval ' (67 percent) to pass. FMM&A has a strong relationship and an excellent track record not only with ' individual municipalities but also the California League of Cities. We have conducted research for the League and have advised communities about finance measures in forums sponsored by the League azound the state, particulazly with respect to reseazching voter support and opposition to finance measures. ' Our experience suggests that only the most carefully-crafted ballot measure, supported by astrategically-targeted public outreach and education effort, will ' lead to success. Given the state's long-term structural deficit, the potential for passage of Proposition 76 and the plethora of statewide and local finance ,~ initiatives that typically appear on ballots in virtually any election cycle, ' achieving a majority vote - either a simple majority or a supennajority -required to pass such a measure will continue to be a challenge. In a nutshell, proponents ' of a ballot measure must make a compelling case to the public that the tax increase is needed and that the funds collected will be managed and spent responsibly for the purposes specified in the ballot measure. We would be pleased to work with the City of Sazatoga and its staff to conduct ' voter opinion reseazch to better understand the needs and priorities of Sazatoga voters and to assess the feasibility of winning approval for an increase in the city revenue to fund essential local services. 1 1 i~ 1 Proposal to Conduct Opinion Research for the City of Snrato4a (921-1176) Page 4 QUALIFICATIONS FMMdrA's principal business is to provide prompt, relevant and thorough public opinion analysis to assist policy makers in making decisions. To achieve these goals, F1VIIv1&A plans and executes all phases of focus group and survey research projects from beginning to end. On an annual basis, the company conducts as many as 100 focus groups and 300 surveys. We design the reseazch instrument, specify the sampling or recruitment plan, manage the data-gathering process, and analyze and interpret the data. We are also adept in the use of perception analyzer technology which bridges the gap between qualitative and quantitative opinion reseazch. We pre-qualify data collection and sampling sub-contractors and closely supervise them to render immediate, high quality service. FMM&A has extensive experience conducting surveys for local governments throughout California. We regularly conduct survey research for local government jurisdictions -counties, cities, and local school districts - to understand residents' views about their community and ascertain the viability of funding measures. Based on this extensive experience, we have well-established and carefully-tested protocols for the measurement of residents' opinions and behaviors. .J A list of some of FMM&A's public sector clients is included in Appendix B. Examples of reseazch reports we have prepared for two public-sector clients (the Cities of Fairfield and Capitola) aze included in Appendix C. EXPERIENCE WITH LOCAL JURISDICTTONAND COMMUNITY SURVEYS ' FMM&A regularly conducts survey research for local government jurisdictions to assess residents' views of conditions in their community, measure their satisfaction with existing local government service delivet'y, and gauge support ' for new programs and policies. As a result of this experience, FIvfIvl&A has a ready understanding of the most effective ways to craft survey questions to assess resident satisfaction with existing public services, and to identify areas where residents have the greatest desire for service enhancements. Ihro o a; to Conduct Opinion Research fa tl r;w of Saratota (921-112 Page 5 [ Recent projects have included rnmmunity asse~ments or "customer satisfaction,. F- surveys for the sties of San Josh, Oakland, Bellflower, Buena Par14 Capitols, ' Carson, Concord, Coronado, El Monte, Hemet, Irvine, La Canada, La Habra, Lawndale, Los Angeles, Pomona, Rancho Palos Verdes, Redondo Beach, San Leis Obispo, South Gate and Torrance. Similaz reseazCh has 2190 been conducted or is in process for agencies of the counties of Santa Claza, Los Angeles, San Mateo, Ventura, Fresno, Tulare, Lake and Santa Barbara. EXPERIENCE WITH LOCAL FINANCE BALLOT MEASURES ' FMM&A is a recognized leader in providing critical services and guidance to support the passage of ballot measures and initiatives at both the state and local t levels. We have conducted research for more than 200 ballot measure campaigns, ranging from statewide measures to local school bonds and tax measures. At the local level, we specialize in developing strategies to pass ' revenue measures in almost every county in California including Santa Gaza County. This broad base of experience has helped us design research tools which identify strategies to persuade more than two-thirds of an electorate to support ' revenue measures, even in what might otherwise be thought to betax-averse ,,r,, venues. FMM&A has prior experience conducting research in support of ballot measures ' in the City of Saratoga. In 1999, FMM&A conducted a telephone survey assessing voter support for Measure N, a $15 million h'brary bond measure. The measure was approved by voters with more than two-thirds of the vote in March ' 2000. FMM&A has also provided opinion reseazch to help pass local ballot measures in cities such as Stockton, Visalia, Grover Beach, La Palma, Lawndale, Oakland, Santa Rosa, Fresno, Clovis, and Modesto as well as Los Alamitos, Lawndale, ' Fairfield, La Mesa, Escondido, Santa Cruz, Buena Park, Burbank, and Long Beach. We are currently engaged by, or have recently completed work for, the cities of San Luis Obispo, Fairfield, Fremont, Redding, Dinuba, Hemet, Merced, Tulare and Porterville in assessing the feasibility of ballot measures to raise local revenue. 1 ~' ~_ _ .~_ ~:.. of Saratota (9~ Ptge 6 Prooosa~!d~ nr' ion We are also currently working for Tulare County on a sales tax increase measure for transportation, and in 2004 we conducted reseazch for Los Angeles County on a special sales tax increase measure to fund additional personnel and equipment for public safety agencies. Although winning in the City of Los Angeles, this measure failed by one percent County-wide. In 2002, we troltducted voter opinion reseazch for a successful Los Angeles County pazcel tax to fund county trauma centers. Additionally, in 2004, FMM&A provided research for a number of successful measures that passed with two-thirds supermajority support. These include: ^ .Measure A, a half-cent sales tax extension for transportation in San Mateo County. ^ Measure CC, a $12 annual pazcel tax for the East Bay Regional Park District in Alameda Caunty. ^ Measure W, an annual $155 parcel tax increase for Palm Drive Health Care District in Sonoma County. ^ Measure P, a half-cent sales tax increase for public safety in the City of Los Banos. ^ Measure R a $100 annual pazcel tax increase for Ahura Rock Unified School District in Santa Gaza County. • Measure W, a quarter-cent sales tax increase for public safety for the City of Stockton. ^ Measure S, a $25 parcel tax extension for single-family residences for the City of San Josh Library. ^ Measure Z, a one-tenth of 1 percent sales tax for Fresno County Chaffee Zoo. EXPERIENCE CONDUCTING OPnvIONRESEARCH IN SANTA CtARA COUNTY In addition to our previous experience conducting reseazch in the City of Saratoga, noted above, FMMdrA has completed extensive reseazch in neighboring communities in Santa Gaza County. Since FMMdrA began business in 1981, the rnmpany has conducted well over 200 surveys of public opinion in Santa Gara County. We have, in one way or another, asked about virtually ' every issue involving local and state policy since the County began experiencing its rapid growth and economic transformation beginning in the 19t30's. 1 - pro~oeat to Conduct Opinion Research fo t ~+~L f~SaratQy° (921"1176) Page 7 In the past five yeazs since 2000, FMM&A has conducted 19 surveys for R1- candidates for public office in various districts and jurisdictions of Santa Clara County. In the same period, FMM&A has conducted policy-orianted research for five cities in Santa Clara County t r the City of San Jos~• ~4gain in this period, 17 surveys or opinion reseazch consulting projects were Completed fOT ' the City of San Jose on topics ranging from citizen satisfaction with city services to environmental program and policy initiatives. Additionally, since 2000, FMM&A has provided 9 surveys to agencies of Santa Clara County government or special districts covering Santa Clara County. Three of the research projects deal or have dealt with financial ballot measures. Five public policy-oriented ' surveys were also conducted in Santa Claza County in this same period for private sector clients. Some detailed information on a sample of these projects is provided below. ' • FMMdzA is currently preparing a survey to gauge support among residents of the South Santa Clara County Fire District for a ballot ' measure to increase fire protection funding. • This spring, FMM&A completed a survey of local voters for the City of '` Morgan Hill to assess satisfaction with local government services and support for potential ballot measures to provide enhanced funding for local services. • In 2003 and 2004, FMM&A completed a series of surveys for the San Jose ' Public Library to gauge voter support for a parcel tax to protect public library services. In November 2004, voters approved a ballot measure with a two-thirds vote. • In the summer of 2004, FMM&A completed a countywide survey of voters ' and property owners for the Santa Clara County Pazks and Recreation Department to assess support for programs to provide enhanced funding for County pazks. In the summer of 2003, FMM&A conducted a citywide voter survey on ' behalf of the City of Sunnyvale to assess public support for a variety of proposals to increase revenue to fund City services. 1 Proposal to Conduct Ova~ioa Research for the Cite of Sarators (921-1270 Page 8 Over the past several years, FMMdrA completed several surveys expbring voter support for a countywide pazcel tax measure on behalf of the Santa Clara County Office of Education to provide funding for teacher training and support services, as well as the programmatic needs at Santa Clara County public schools. We have conducted three countywide surveys related to the project since 2002. • FMM&A provides ongoing monitoring of San Josh residents' attitudes toward recycling and preservation on behalf of the City of San JoeE Environmental Services Department. This reseazch includes up to a half- dozen surveys and/or focus groups each year. • For the past five yeazs, FMM&A has worked extensively with the City of San Josi!, providing Citywide community surveys in 2000, 2001 and 2003 and employee surveys in 2001, 2002 and 2004. FMMdrA has also provided ongoing consulting to City departments seeking advice on administering their own research projects. • In 2002, FMMdcA provided opinion research and strategic advice for ,,~ ' Measure F, a transient occupancy tax increase in San Jos@ to fund the expansion of the San Josh Convention Center. • FMM&A reseazch helped re-elect San Josh Mayor Ron Gonzales to a second four-year term in March 2001, without the need for a nmoff. • In 2000, FMM&A surveys and focus groups provided data that helped to guide the successful campaign to pass Santa Clara County Measure A, the extension of the County's'fz-cent transportation sales tax. • In 1997, we surveyed residents of Los Gatos to determine their attitudes toward the proposed Los Gatos Golf and Country Club project. • In 1996, FMM&A conducted a public awareness survey for the Santa Claza Valley Urban Runoff Pollution Prevention Program to determine citizen attitudes towazd water pollution in the Santa Clara Valley. FMM&A conducted a tracking survey for the program in 1999. --........s c,..atora 1921_2176) Page 9 Frooosal to Conduct (ln,m^~ ~-~ In addition to these specific projects, FMM&A routinely rnnducts as many as two dozen focus groups in Santa Clara County on various subjects over the course of the year. Santa Clara County's diverse population makes it an ideal location for conducting such qualitative research. '~ J _ _ .t_ nt.., ..L C~n}nsa COZ1-I17~1 Page 10 2y rn^al to Conduct Opinion R• UNDERSTANDING OF PROJECT REQUIREMENTS FMM6rA provides custom-designed opinion research that is tailored to meet the specific needs of its clients. We combine our well-tested research proMcots with careful attention to the particular and speaal characteristics of the individual local environment. We do not believe in using a "cookie-cutter" approach to research. Instead, we work closely with each client to develop a detailed understanding of reseazch needs, and then develop a reseazch design that addresses them carefully and thoroughly. Based upon our reading of the RFP, our understanding is that the following aze the primary goals of the survey: ^ Determining how much residents understand about the City's financial situation; ^ Assessing their support for policy options/ballot measures that might be used to obtain additional information; ^ Evaluating the degree to which additional information about the City's financial situation impacts residents' willingness to support those policy options. To answer these questions, we recommend arandom-sample survey of at least 400 (and preferably 600) City residents who are either 1) registered to vote, or 2) own property in the City. The reason for including property owners as well as voters is to assess support for the formation of a benefit assessment district, which requires the approval of a majority of affected property owners, with votes weighted in proportion to the assessments they would pay. Given that legal, practical, and political constraints make options like a sales tax, transient occupancy tax, or utility users' tax unworkable, we believe that considering the formation of a benefit assessment district to meet some set of local funding needs is a worthwhile consideration. M/MLL (921-117W • OS(!j t0 COfNI "t ~t011 ~ ~S f01't~tC CtIY Of SIl - Page 11 •~` While the specific questions to be asked in the survey would be determined in ' close consultation with City staff, we envision that they might include the following: ^ How do local residents assess the overall quality of life in Sazatoga? ^ What do respondents see as the major problems facing the area and how intensely do they feel about those issues? What problems do voters specifically want and expect City government to address? ^ How do voters rate the management and performance of Sazatoga government on two key dimensions, the provision of essential public services and the management of the City's fiscal affairs? ^ What are respondents' attitudes about local taxes? Are they too high ' for the perceived value received, or aze they currently at an acceptable level? ^ What is the level of awazeness among residents of the City's financial situation and its history of measures and strategies to deal with '~ budgetary needs? is there an awareness of the fact that the City needs more funding to sustain and preserve existing service levels as well as to meet new demands from population growth and shifts? ^ What is the level of support and opposition for a ballot measure that would add or increase taxes? What is the support and opposition for different incremental increases? ^ What particular kind of tax increase would voters most likely favor, including a benefit assessment or a parcel tax? What are the components or features of a successful ballot measure? ' For example, is a sunset provision necessary? What about other limitations and accountability mechanisms which seem to be populaz with voters in many jurisdictions? ^ What are respondents' priorities for the use of new funds that would ~, be generated by a revenue enhancement measure? What are the " or priorities among voters identified by our analyses as "swing essential voter groupings that can make the difference for either a special or general tax measure? t provosal to Condact Minion Rescanch ~C±t}Luf Saratosa f912-117 Page 12 ^ Which type of revenue enhancement measure has the better chance of J winning its necessary majority, a general or a specific tax measure? Does the spedficlty of a special tax measure yield enough additional support, even though it raises the bar for approval to a two-thirds vote, or does the lower baz of 50-percent-plus-one make a general t2tx measure the safest bet? ^ What are residents' reactions to messages on both sides of the debate for and against a tax increase? • Who would be the most credible spokespersons for a revenue enhancement measure? Our estimate is that these goals can be attained through a survey that averages approximately 20 minutes in length. rr. ~oaa! to Conduct Oviaion RC k for t)i! City of Saratota (921-1176) Page 13 PERSONNEL The Project Manager for this survey would be Dr. Richard Maullin, a mmpany founder and FMMdtA President. He would be assisted in client coordination, survey drafting, data analysis and report writing by FMM&A Senior Vice President Dave Metz and Researcher Sueanne McNeil Biotti. Mr. Metz and Ms. McNeil Biotti aze located in FMM&A's Oakland office, and Dr. Maullin is located ^ in Santa Monica. Detailed resumes for all personnel are included in Appendix A. Dr. Maullin has 20 years of experience working on voter opinion research projects for pubic and private sector clients in Santa Claza County. In addition to public funding measures and public policy issues for local government entities, his opinion reseazch topics have ranged from energy facility development to election campaigns. Since 1998, Mr. Metz has been the lead or associate lead researcher on numerous opinion reseazch studies conducted for the City of San Jos€, other local city jurisdictions in Santa Claza County, agencies of Santa Claza County and a number of special districts in Santa Claza County. Ms. McNeil ' Biotti, relatively new to FMMdrA, is focused primarily on opinion research related to ballot measures and general surveys for local governments. All key staff members specified herein would be available to perform the full ~~ extent of services outlined in this proposal. Further, no person designated as "key" to the project would be removed or replaced from the project staff without prior wncurrence of the City of Sazatoga. Richard Maullin ' As one of the founding partners of Fairbanlc, Maslin, Maullin 6t Associates, Richard Maullin has provided opinion reseazch and rnnsulting services to a wide variety of national and international private sector clients, including companies involved in the fields of energy production and distribution, construction services, real estate, telecommurucations, entertainment and consumer products. Tn addition to providing public policy-oriented research and communications consulting services for FMM&A private sector clients, Dr. Maullin serves as the principal reseazcher on numerous opinion research, strategic planning and communications consulting projects involving state, regional and local government. He has conducted reseazch projects evaluating public attitudes towards building and development projects, local government services such as L ~ «~ Cite of c.~toso 6421-11761 Page 14 n~-.~osal to Conduct -^^~s~°~ r police, fire and public works, transportation systems, anvu'onmental Protection, recycling and municipal waste disposal, pazks and recreation, and public education. Dr. Maullin has also provided voter research services and strategic advice t0 numerous ballot measure campaigns ranging from state-level issues such as Indian gaming, adoption of the Martin Luther King hofiday and public utility regulation to local govemment and education finance measures. In the candidate election azena, Dr. Maullin has managed successful gubernatorial campaigns and provided opinion research and strategic consulting to candidates for governor, mayor and other state and local elective offices. Dr. Maullin has held high-level executive positions both in government and in the private sector. He was California Deputy Secretary of State from 1971 to 1974 and served as Chairman of the California Energy Commission from 1975 to 1979. From 1980 to 1985, Dr. Maullin was President and Chief Executive Officer of MCR Geothermal Corporation. Dr. Maullin was also a member of the Social Science Reseazch Staff at the RAND Corporation from 1965 through 1970, specializing in Latin American politics and economics. He has taught international relations at UCLA, and currently serves as President of the Friends ~ of the Vilnius Yiddish Institute at the University of Vilnius in Vilnius, Lithuania. Richazd Maullin was born in Los Angeles, California and received his bachelof s, master's and PhD degrees in Political Science from UCLA. In addition to membership in various professional organizations, Dr. Maullin serves on the Boazd of Directors of the Los Angeles Regional Hillel Council. Dr. Maullin is bilingual in English and Spanish and has working knowledge of French and Portuguese. He lives in Santa Monica and may be reached at FMMQcA's Santa Monica office at (310) 828-1183, or at richard®fmma.com. David Metz David Metz, Senior Vice President of Fairbank, Maslin, Maullin & Associates, has provided qualitative and quantitative research and strategic advice to dozens of non-profit organizations, government agenaes, businesses, and candidate and ballot measure campaigns at both the state and local levels since joining the firm in 1998. Proneaut to Conduct Orinion RF-' -- b fw th- City of Sarato4a (921-1176) Page 15 Since joining FMM&A, Mr. Metz has also specialized in providing community satisfaction, policy development and financial increment surveys for cities, including Oakland and San Josh, as well as numerous other local and regional government agenaes. Mr. Metz has also served as FMM&A's lead research ' analyst for numerous candidates for public office, including U.S. Senators Herb Kohl (D-Wl] and Patty Murray (D-WA), and San Josh Mayor Ron Gonzales. Mr. Metz has also specialized in providing research to numerous conservation organizations, among them the Nature Conservancy, the League of Conservation Voters, the Sierra Club, and the National Audubon Society. During the 2004 election season, Mr. Metz provided reseazch and strategic advice to the successful campaign to pass Arizona's Proposition 202, which established a new legal structure for Indian gaming in the state. Starting in 2000, Mr. Metz has also provided reseazch and consulting to help win voter approval for four statewide parks, land use and water quality and supply bonds in California. Prior to joining FMM&A, Mr. Metz served as an analyst for the City of Milwaukee's Budget and Management Division, a Staff Assistant to Milwaukee ',` Mayor John O. Norquist, and the chief finance aide to San Francisco Supervisor Susan Leal. Mr. Metz also managed Norquist's successful 1996 re-election campaign and served as Deputy Field Duector for U.S. Senator Herb Kohl's 1994 re-election bid. David Metz received his Bachelor's degree in Government from Harvazd ' University in 1993. He received his Master's in Public Policy from the Goldman School of Public Policy at the University of California-Berkeley in 1998. Metz is a member of the American Association for Public Opinion Reseazch (AAPOR), and may be reached at FMM&A's Oakland office at (510) 451-9521, or at dave(~fmma.com. Fr~osal to Conduct On{rtion Rtstarch for tbE ~ dtu of ~ratora (921-1176) Page 16 ' ~l Sueamte McNeil Biotti Sueanne McNeil Biotti joined FMM6~A in 2005. She is a former political consultant who has done significant work with small communities and well as large urban cities. Ms. McNeil Biotti often lectures at campaign trainings specializing in field and overall campaign management. She has lectured at trainings for: The Center for Progn~essive Leadership, 21st Century Democrats, NARAL Pro-Choice California, and the National Women's Political Caucus. Ms. McNeil Biotti has a BA in Political Science and a minor in Speech and Communications: Political Rhetoric from San Francisco State University, where she competed nationally as a Policy Debater specializing in Presidential and Congressional Politics, Racial and Gender Social Movements, and U.S. Foreign Policy in the Middle East and South East Asia. Ms. McNeil Biotti is a fourth generation Californian and currently lives in San Francisco. She can be reached at the Oakland office at (510) 451-9521 or sueanne®fmma.mm. Sub-Contractor. EMH, Inc. EMH, Inc is a Sacramento-based data collection tympany whose interviewers "~ mnduct telephone surveys for FMM&A, and have done so for nearly 20 years. EMH has a full set of quality-control protocols and coordinates closely in the implementation of surveys with FMM&A's in-house Director of Operations and Data Processing and Analysis Department. EMH, Inc is a certified DBE. Proposal to Conduct Oerinioa RestarcL ~ µ• Citu of Saratota (921-117(1 Fage 17 PROJECT WORKPLAN ~.._ FMM&A provides custom-designed opinion research that is tailored to meet the specific needs of its clients. We combine our well-tested research protocols with careful attention to the particulaz and special characteristics of the indlvidUal local environment. We do not believe in using a "cookie-cutter" approach to research. Instead, we work closely with each client to develop a detailed understanding of reseazch needs, and then develop a research design that addresses them cazefully and thoroughly. I1vFxaSTRUCTURE L FMM&A's infrastructure allows us to conduct both small and extensive reseazch projects reliably, thoroughly and timely. More specifically, our infrastructure includes: / The survey reseazch experience consists of three partners, two senior vice- presidents, two senior reseazchers, and two junior reseazchers. Together, reseazchers have more than 100 years of survey reseazch experience from which to draw. / An in-house statistician provides assistance on methodology and analysis of data. / One staff member is dedicated solely to meeting our TT needs, including ' online surveys or placing information online. / Four individuals in the data processing department aze available to provide toplines, cross-tabulations and other relational statistical analysis, as well as respond to special requests for data. / Computer softwaze that allows staff to analyze data using SAS and Survey System, as well as FMM&A's own custom-designed statistical analysis program to report the tabulation and cross-tabulation of data. / The Data Processing and Analysis Depaztment staff employs a data checking and editing system to eliminate errors and document the handling of data received from the interviewers. os 1 to Conduct (Minion Rescarch j =r the Cifif of Ssratata (!-31-1176) Page 18 An in-house graphic designer provides understandable and fully explicative graphs and tables in color. In addition to a wealth of survey reseazch experience, FMMdrA's staff members have strong academic backgrounds in public policy, sociology, political saence and statistics. Several hold. doctorates and nearly all possess at least master's degrees. RESEARCH DESIGN The reseazch process begins with a detailed conversation with the client to understand their specific needs and expectations. Although a reseazch design is sketched out here based on your Request for Proposals, it would be revisited and fine-tuned, should you decide to use our services, to ensure the reseazch meets all of your needs. However, the client must approve of the final reseazch design. In fact, the client's input is an integral part of the entire reseazch process. In constructing the survey instrument, feedback from the initial in-depth conversation would be used in addition to our own experience and judgment. FMM&A would draft the questionnaire and present it to the client for review ' and comment. After collecting these comments and suggestions, we would revise and refine the survey questionnaire. It is common to go through several iterations of a questionnaire to ensure it is the best possible survey instrument. FMM&A would expect to consult with the Saratoga City Attorney, as well as administrative staff, in perfecting questions that summarize both specific and general tax measures. Before the actual survey begins, we would conduct areal- world test of the final questionnaire to assure that flow, timing and comprehension meet the project's needs. We begin actual interviewing after obtaining sign-off from the client on the final version of the questionnaire. FMM&A works with the client to ensure the correct population is adequately sampled. The implications of different mazgins of error and confidence levels for estimating the feasibility of a revenue enhancement measure are thoroughly discussed in understandable terms before the final sampling frame is selected. Randomness is a statistical requirement that allows a sampling of a population to speak for the population universe - in this case, Sazatoga voters or property owners - with an acceptable mazgin for error due to pure chance. The size of the sample dictates the magnitude of the mazgin of error. FMM&A is vigilant in following methodological procedures to guarantee randomness. J J o a~ so a.vnAuct Croinioa Research for the City of Saratora (911-1176) page 19 It : Oftentimes, conducting reseazch in affluent communities, such as Saratoga, can be difficult. However, our firm has been extremely successful performing research in similaz communities in California, including Malibu and Rancho Palos Verdes. Our phone banks aze well-trained and able to engage voters who are typically uninterested in partiapating in research surveys. Our methodology i encourages partiapation with engaging open-ended questions, and survey opening disclaimers dispel any fears that we aze trying to sell a product or ask ^ for a wntribution. SAMPLE SIZE AND MARGIIJ OF ERROR ~ We recommend conducting a telephone survey of at least 400 Sazatoga voters and/or property owners; a sample of 600 would facilitate more detailed analysis of subgroups of the survey respondents, particulazly the property owner and voter sub-samples. FMM&A proposes to obtain a sample of phone numbers from a vendor who provides a completely random selection of current listed and unlisted Saratoga residential telephone numbers. Potential respondents contacted will be screened to ensure that they are either registered voters or property owners in the City, and therefore would be eligible to vote either in a I,` regulazly-scheduled election or a benefit assessment election to be held by mail among local property owners. At the 95 percent confidence level, a sample size of 400 would provide a margin of error of plus or minus 4.9 percent. A sample of 600 would yield a margin of sampling error of plus or minus 4.0 percer-t. S17RyEYLENGTHANDINTERVIEWING We recommend a survey length of an average of 20 minutes. A shorter survey, such as 15 minutes, might not cover all of the topics that need exploration. A longer survey is possible but we advise that the survey take no longer than 25 minutes. Our experience with surveys dealing with local financial measures tells us that respondents tend to get tired after about 25 minutes and the quality of their responses declines. 1 ~ivosal to Conduct Opinion Re8-a+tih for the Cite of Saratota (921-1176) page 21 We believe that the depth and quality of our analysis and interpretation of survey results set our firm apart from our competitors. Among the key features of FMMtlrA's reporting are the following: / An executive summary presenting the key findings Of $le researeln, including conclusions and recommendations; / Detailed analysis and presentation of survey results including an analysis of statistically significant relationships and differences between demographic, geographic, attitudinal, and behavioral subgroups. DELIVERABLES Upon conclusion of the survey project, the client will received from FMM&A all of the documents listed below. All documents can be provided in hazd-copy and electronic formats. / Final survey questionnaire / Topline survey results (the survey questionnaire with percentages for each response code) / Cross-tabulated results (responses to all survey questions segmented by demographic, geographic, attitudinal and behavioral subgroups of City residents) / Comprehensive written report with conclusions and recommendations / Raw data from the survey in electronic form (delivered in a file format chosen by the client.) Cosy Es7v~IArEs The table below provides the range of alternative costs for surveys with 400 or 600 respondents at average lengths of 15 to 25 minutes. Serve Len N=400 N=600 15 minutes $20,250 $26,000 20 minutes $24,500 $32,250 25 minutes $28,250 $38,000 .J Pn+nosai To Conduct Ormiioa Itc~°~ ~ 6~r tl~ Citt of ~*atoaa f922-1176) Page 22 Although FMM&A does not customarily bill projects by the hour, the following table provides a list of the firm's hourly rates. Hourly Billing Rates Title Hourly Rate Partner $200 Senior Vice President $145 Researcher $120 Data Anal st $98 Field Mana er $85 a.. LJ LJ ~1 P~oposa! to Conduct ORinion Reaeanb tfor ~ C{ri-of Samto4a 1921_3176) Page 23 SUGGESTED TIMELINE According to the RFP, the City of Sazatoga would like to start the research in September 2005. The following is our initial recommended timeline, assuming a start date of September 15. SEPTEMBER 7 (WEDNESDAY) • Kick-off meeting(s) with key staff and other government and non- govemment stakeholders SEPTEMBER &20 (THURSDAY-TUESDAY) • Develop questionnaire • Obtain initial approval of questionnaire from City staff SEPTEMBER 21-26 (WEDNESDAY-MONDAY) • Field test survey • Obtain final sign-off on questionnaire from City staff • Conduct all interviews $fiPl'EMBER 27 (TUESDAY) ~ • Provide topline results SEPTEMBER ZS (WEDNESDAY) • Conference call with an informal discussion of survey results SEPTEMBER 29 (THURSDAY) • Provide cross-tabulated results • Continue discussion with staff regazding results OCTOBER 6 (THURSDAY) • Provide draft summary report • Continue discussion with staff regazding results OCTOBER 13 (WEDNESDAY) • Begin reporting process as directed by Cinty (PowerPoint presentations to staff and stakeholders) • Finalization of summary report • Continue discussion with staff regazding results i J RESOLUTION NO.OS-_ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE 2005-2006 BUDGET FOR AN APPROPRIATION OF FUNDS TO BE ALLOCATED TO PREPARE AND IMPLEMENT A COMMUNITY SURVEY WHEREAS, the Revenue Enhancement Ad Hoc Committce recommended a community survey be performed to measure response to various revenue e11h2riCelClCrit Oph011S; 3lla WHEREAS, the City Council approved the issuance of a Request for Proposals from firms that provide such services; and WHEREAS, the Ad Hoc Committee received eight proposals and interviewed the five firms who seemed to best fit our needs; and WHEREAS, the City Council at their September 7, 2005, meeting authorized the use of funds from Council Contingency; and WHEREAS, the Revenue Enhancement Ad Hoc Committee is recommending Fairbank, Marlin, Maullin and Associates be hired at a cost of $24,000 and advertising of the survey be done with an estimated $1,000; NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: ~... To appropriate $25,000 to be used to pay for costs associated with the community survey AND BE IT FURTHER RESOLVED, to adjust the City of Saratoga's Fiscal Year 2005-2006 budget for the appropriation of $25,000 for this project according to the following entries: Increase Decrease 001-1005-S11.Sxxx City Council 001-1005-511.50-00 Council Contingency $25,000 $25,000 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 21" day of September 2005 by the following vote: AYES: NOES: ABSENT: ABSTAIN: `~ ATTEST: KATHLEEN M. 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J]nsal p]nonl iuats~Cs .~anlas rQtuniuiuoa 8utlstxa un olui uotstntpgns pasodo.id aq1 iuo,ijaJSVnt jo a8.~ngastp aqJ 1ngZ (6) •;as.uuoo ;oy uosulE?ti?M a .Iapun ;ou s? a;?s loaCo.Id ally •a~gea?Iddy ;oN '1ay' uosiun]]]i~ aqJ of ;unnsand~a;naazz ianltuoa.n of Jaafgns sz x]~:gna pun] jo uoistntpgns pasodo.~d n Jngs (g) •uo?;?puoo Su?;s?xa as si Z ia~aa~ ~-ssaaag~ayy ~ (~# ~T.aue'I susng Poe i .tad~a~v3 poomP~-~ .. ~ulpniau? ~CEM 30-;I[~T1 oi[gnd aq; oI ssaooe io; s;uaulasea ssa.18a~ssa~u? sapn~out uots[n[pgns pasodold aq; e8o;ereS u? sa?uado.Id ~m;s?xa aq; 30 ~iueul q;?M ;ua;s?suo~ •asn .~o ssaaav .~oj s1uaiuasna gj1M J~i]~ll0~ ]]1M uois:ntpgns aqJ ,)o u8:sap aqJ Jngl (L) •}{ auoZ sz pa;eu8?sap s? ~;tis ;oaCo.Id alp `sanamoq isanb?ugaa; uogan.I;suoa u[zuao aimbai pue sxaa.IO ioCeul sad;[~ alp ~uop: pa;8ao~ are ny auoZ;o sea.IS iCempoo13 •~?~ aqI u?q;?m sa?uado.Id;o ,~poCeul ;seA aq; saleiodzovu? uo?IEIr9?sap s?yy •yyy~ :Cq sdeyu aauemsui poo13 aq; uv~ auoZ uI pa;saoi s~ a;{s ~aafoid aqy =;uaugredaQ ;uauldo[anaQ:~nmuuuo~ alp riq pamainat a4 [I?m ~.Iadoid' aq; o; s;uaulanoidl31~, teil;x5zu}s ttt+ •siaautdug _Sgtk11A o?[gna pus ,. ~, ~- ~; ~~ n"@ 4 . F ~ ~_, _ 5 `sa t Iln `samlocWs) ~ , -_-,.~, :• Gala s~Ssnnatup ?l.I. _ ~g6dosdpue^sl~q'k~s~ado°~§"~j~zoge(a3uc ~dla~uau~anoidun~- "~°`~ ~ . .~,w.., ; ....,.. .w.w. aSsms `s ~ u¢ no pasodoid'samseaut uo~ESgtuu Su?Pnlau? `sau?n?3~ xiomgyisa 1P , II3 P ~ ~ z ,Cieu?un[akT V=II 'P'~I^"°mI'y _.. -pa§~d~d la?dap'vl p5~edaid aq ilsus a P ~ J _ _ .ap?isP~i . digs?xa aql;o lualxa adoisdn pue uotlatulsuoo p2sodoSd al[~ o~ ~aadsai ijjiM Pal~teAa aq Its [[~3 s,C;izug 8u[Is?xa aqi;o ~R?gslsrn Isuualod •alnoi ssaaas pus samlanAs pasodoid acll of a8euisp paleiai-aPHSP~I P~ daaio [IB jo3 Iequalod aqt 8u[otipbi io; (samseaui uo?lezg?gels io/pus `sad,(1 uouspuno; an?lecual[s/paS?Pour `sllsnn ~u?uR1a.[ `•g•a) suoudo of uan~ aq Ilegs uogs.cap?suo~ •.uR?gels adois uo sadoislna pasodoid;o siaedun asianpe Is?lualod pue ~?I?gslstn adoISII3 `uoi;ennasaz aP?IsP~[ io3 Is?lualoci aqt alenlsna Ilsgs iaauBug Ieann{aaloa0 iaaCoid aqs '0I 'Pa9pa~mooxay •papuaunuoaai lou ~Ilezaua3 s? Ieualeui IIg se slcos an?susdxa ;o asn aql `uocl?ppe uI •pag?pouf aq of paau sllsm pau?eusal pus sza?et `suogepuno; ;o u8isap aql lsgl sasadde I? `sllnsai qeI snocnaid aql uo paseg 'sI?os ancsusdxa ;o aauasaid aql Suuapcsaoa u8?sap Iism 2u[u?elai pus uo?ISpuno; so; pus `sgsis aiaiauoa so; palsnlsnaai aq Ilsgs suo?Ispuaunuooai pus epalua uS?sap Isa?ugaaloa0 .6 •pa2palMOaxoy •u9isaP Ilsm 8u?u?elai Pus uogepuno; so; sialauisied Suuaau?8ua papuaunuooai gu?p?noid io; s?seq s se palsal P~ paiduiss a4 Ilegs (•ala `IIg is?aggas `um?nnlloo `x3O~paq `•a•F) sleualsui glass angeluasautag •luauidoianap p~quap?sai pasodoid- - ;o uoneRusanin og?aads-al?s s uuo~ad Ilegs iaau?8ug Isannlaaloa0 3aafoid at[.L •g •paSpa~mooxoy. _._ •suogaas ssoia pus dsui palspdn oicn palsiod[oau? aq Ilegs sSu?pug aqZ •s7vauianozdun pasodoid aql;o ~CI[[na?n aql u[ sleualeui ls?nnIIO° pus apcISP~I ;o ti-daP Pue sl?ui?I `aauasaid aql acuuuaiaP ol;uaun~cls ,ismanup pue al?s ~u?pimq aql;o uoueSUsanu? Isiuauialddns a uuo~ad Begs Is?goioarJ ~uuaau?8ug laaCoid atly •~ •pa8pa~~uoux~y :s~Isel ~u?mollo; aql `ol palRU?I aq ,Clusssaaau lou __: _ Inq `apnjacn Itsks.uogsSUsanu? atl,I, 'taaasdlusaen aql;o Iuauidolanap so; eualua u$isap pus suonspuaunuoaai Is~?uil~a~oa3 alsudoidds alelnuuo; pus eCl?i?gsls adojs alsnlsna of uo?le8[Isanu? Isa?ugaaloa8 pus a~oioaS ag?aads-al?s a uuo~ad Tlsge IslBojo~O 8uuaaulSug laaCo~{ pue lusgnsuo0 jsannlaaloa0 laaCo.~ aqy •9 •P'spaibouKay :a.is Ienoidds;o suoq?puo~ •Iagisd lusasn aql io; aausasal~ Iea?ugaaloa0 01 iorYd paimbai aq Ilsgs uo?IsBrlsanut Isa?ugaaloaS pus uo?leiojdxa o?SojoaB Ieuoil?ppe `.ianamog 'I?Ids loi laa[gns aql io; panoidds sc aaueisal~ Isannlaaloa0 •5 •pa9patmooxoy ~~AI~I~'~'I~ 'I~,JIAIH~~,LO~O •s~u?msap uo?lan~suoa alajducoa aql q1?m Suols -•~- • Pall?uigns a4 I[s[js~`sa5t{o~ luauta$eueyy IsaS - uo?lanitsuoa Pus;uauidojanaQ . ,~ n-ai,I aqf $unusodwaal pue `al-'Paurelas aq I[~m ,ialem uua{s {~ moq Su~saspu? 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IEUag •E :uopEUUO;u? 8u?nnoTlo; aid u?Eluoo IIEgs sao?onul •alEp ao?onu? aid o; loud pa.unou? sasuadxa ajgessnqunai pue pauuo~ad ~iom so; lsoa aul uo pasEq `luauiaai~y s?i.?3;o ui.zal a[.T; $uunp ipuoui E aouo uEi~ ual;o aioui lou `sao?onu? 1?uigns IIEgs .SO;oES;uo~ g~0I0A1dI 'Z s.zE??oQ puesnogy an?,~ puE paipunq aup paaoxa lou ?IEgs ~,- (p uial? xioM ;o adoog-y 1?q?qx~ of luenssnd (slsoo asuadxa puE ~i?ddns `luauidmba 8u?pnlau?) uogESUaduioo ?Elol ai?,L •a 'Z-S 1?q?qx~ u? quo; las salEZ atTl qz?m aouspioooE u? pa~sEtjo aq ITEt[s (p uial? xioM;o adoog-y 1?q?qx~ u? paquosap sE slsoo asuadxa puE ,C?ddns `luauid?nb~ •o~o (pT) ual ~Cq paonpas Z-g 1?q?LIx~ u? quo; las salEi aul ul?m aouEp.zooaE u? paB.tEC?o aq IIEus (P ucal? xsoM;o adoag-y 1?q?qx~ u? paquasap sE saouias Iauuos~ad ny 'q •T-S 1?q?ipc~ u? ip.coj las salEs aql ip?m aouepsoooE uc pa~aEgo aq ??Eqs (o puE `(q `(E suial? ~?io~;o adoag-y 1?q?LTx~ u? paquasap sE sao?.uas ma?nas saad T?y •E •luauxaa.r$E s?tp of luEnsznd pa.rznou? s;soo asuadxa puE `6lddns `luauidmba puE pauuo•?.iad x.xom io; pasn aq IIEi.?s Z-g 1?q?qx~ puE T-g 1?q?qx~ u? ipao; las sE sa?npagos alE.i alEiEdas off, •sa?npagos alE.x pagoEllE aul uo ylio; las salE~i ai.?3 lE ioloE.r}uo~ .CEd ?Tags eCl?~ NOI,LVSN3dLlIOO 'IV.LO.L ' T ,~ s sigixx~ EXIiIBIT B-1 SCHEDULE OF BILLING RATES Geotechnical Peer Review Fees for The CITY of SARATOGA Persorutel Chazees Principal Geologist/Engineer $160.00/hr. Supervising Geologist/Engineer $125.00/hr. Senior Geologist/Engineer $105.00 /hr. Staff Geologist/Engineer $ 90.00/hr. Word Processor/Clerical No Charge Vehicle $0.40/mile The indicated fees reflect an approximate 30 percent reduction from our 2004 Schedule of Charges for private clients. We are able to offer the City this discount because the ongoing work generated from a Peer Review Agreement typically proceeds without significant proposal costs. In addition, such consulting work does not involve us directly as a design professional for proposed structures, and consequently results in somewhat reduced liability exposure. Public Works Department Standard Contract C-1 COTTON, SHIRES & ASSOCIATES, INC. EXHIBIT B-2 COTTON ~HIRE~ AND ASSOCIATES. ]NC. ~rHEDLLE OF CHARGES January 2004 W Prindpal Geologist/Engineer ............... .....„_ Managing Geologist/Engineer ...................... SupervisingGeologfst/Engineer .................... Senior Geologist/Engineer ......................... Senior Staff Geologist/Engineer ..................... Staff Geologist/Engineer ........................... Field/Laboratory Technician _____„_,__„_,,,, _,,,, Technical Illustrating .............................. Clerical/Accounting .............................. Multichannel Seismograph System ,,,,,,,,,,,,,,,,,, InclinomNer System ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Laser Level Surveving Equipment ,,,,,,,,,,,,,,, ,,, Nuclear Moisture/Density Gauge ,,,,,, ,,,,,,,,,,,,, Total Station Surveying Equipment ,,,,, ,, ,,,,,,,,,,, PenMap Computer Mapping Equipment ,,,,,,,,,,,, Velocity Meter and AquaCalc Computer ,,,,,,,,,,,,, Suspended and Bed load Sampling Equipment,,,-„_ Vehicle .....................................:.... PhotocoPYinB .................................... Engineering Copier ............................... Computer Assisted Plotting ........................ Public Works Department Standard Contract $ 230/hr Expert witness testimony for court appearances and binding arbitration shall be chazged on a daily basis (minimum one day $180/hr increments) at a rate of $3,600 per day. Deposition testimony shall be $ I55/hr charged at a rate of $450 per hour (minimum one hour charge). Preparation time for depositions or court appearances shall be charged $ 135/hr on a time-and-expense basis in accordance with the Personnel, $125/ Equipment, and Expense charges listed herein. $ 170/hr t abantorv TesNne and GeopJlybical Service Charegg $ 85 / hr $ 75/hr Laboratory testing and geophysical services shall be charged on a time-and•materials basis in accordance with the Personnel, $ 60/hr Equipment, and Expense charges listed herein. Laboratory samples shall be stored for 60 days afrer the date of final report submittal unless special arrangements are made for longer $ 250/day storage. $100/day Fr.,onse Chareg,~s (Cost Plus ]5%1 S ]00/day Travel expenses including air fare, lodging, vehicle rental, etc. (a `~ $ 100/day flat subsistence charge of $40 per diem for overnight stay shall $200/day be charged in addition to the lodging cost) • Excavation subcontractors and expendable field supplies $150/day Reproduction of drawings $100/day Film, film development, and photograph printing $ 100/dav ~ Special fees, permits, insurance, etc. Long distance telephone costs $ .40/mi Special mail service (air, electronic, courier, etc.) $ .IS/copy ~ Special equipment rental Special consultant fees $ .40/ft2 $10/ sq. ft. COTTON, SHIRES & ASSOCIATES, INC. EXHIBIT C FACILITIES AND EQUIPMENT City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Contractor's use while consulting with City employees and reviewing records and the information in possession of City. The ]ocation, quantity, and time of furnishing said physical facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Contractor shall not use such services, premises, facilities, supplies or equipment for any purpose other than in the performance of Contractor's obligations under this Agreement. `~... City of Saratoga/Standard Contract Agreement Page 7 of 20 My Documents/Contracts 03/15/01 EXHIBIT D GENERAL PROVISIONS 1. INDEPENDENT CONTRACTOR At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of City. Contractor shall complete the Scope of Work hereunder in accordance with currently approved methods and practices in Contractor's field. City shall have the right to control Contractor only with respect to specifying the results to be obtained from Contractor pursuant to this Agreement. City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Likewise, no relationship of employer and employee is created by this Agreement between the City and Contractor or any subcontractor or employee of Contractor. Nothing contained in this Agreement shall be construed as limiting the right of Contractor to engage in Contractor's profession separate and apart from this Agreement so long as such activities do not interfere or conflict with the performance by Contractor of the obligations set forth in this Agreement. Interference or conflict will be determined at the sole discretion of the City. 2. STANDARD OF PERFORMANCE Contractor shall complete the Scope of Work required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged in the geographical azea in which Contractor practices its profession. All work product of whatsoever nature which Contractor delivers to City pursuant to this Agreement shall be prepazed in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing. in Contractor's profession. 3. TIME Contractor shall devote such time to the Scope of Work pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 4. CONTRACTOR NO AGENT Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. My Docvn 03/15/01 rugc o ~i av ...~ 5, BENEFITS AND TAXES Contractor shall not have any claim under this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, including, but not limited to, federal and state income taxes, and in connection therewith Contractor shall indemnify and hold City harmless from any and all liability that City may incur because of Contractor's failure to pay such taxes. City shall have no obligation whatsoever to pay or withhold any taxes on behalf of Contractor. 6. ASSIGNMENT PROHIBITED No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. However, with the consent of the City given in writing, Contractor is entitled to subcontract such portions of the work to be performed under this Agreement as may be specified by City. 7. a. Qualifications. Contractor shall assign only competent personnel ,~ to complete the Scope of Work pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Contractor shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons. b. Employment Eligibility. Contractor shall ensure that all employees of Contractor and any subcontractor retained by Contractor in connection with this Agreement have provided the necessary documentation to establish identity and employment eligibility as required by the Immigration Reform and Control Act of 1986. Failure to provide the necessary documentation will result in the termination of the Agreement as required by the Immigration Reform and Control Act of 1986. 8. CONFLICT OF INTEREST a. In Geaeral. Contractor represents and warrants that, to the best of the Contractor's knowledge and belief, there are no relevant facts or circumstances which could give rise to a conflict of interest on the part of Contractor, or that the Contractor has already disclosed all such relevant information. City of Saratoga/Standard Contract Agreement Page 9 of 20 My Documents/ContraMs 03/15/01 b. Subsequent Conflict of Interest. Contractor agrees that if an actual or potential conflict of interest on the part of Contractor is r.. discovered after award, the Contractor will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Contractor has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Contractor Shull have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. c. Interests of City Officers and Staff. No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this Agreement or the proceeds thereof. Neither Contractor nor any member of any Contractor's family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Contractor's operations or authorizes funding to Contractor. 9. COMPLIANCE WITH LAWS a. In General. Contractor shall observe and comply with all laws, policies, general rules and regulations established by City and shall comply with the common law and all laws, ordinances, codes ~, and regulations of governmental agencies, (including federal, state, municipal and local governing bodies) applicable to the performance of the Scope of Work hereunder, including, but not limited to, all provisions of the Occupational Safety and Health Act of 1979 as amended. b. Licenses and Permita. Contractor represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Contractor to practice its profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Contractor to practice its profession. In addition to the foregoing, Contractor shall obtain and maintain during the term hereof a valid City of Saratoga Business License. c. Fliading Agency Requirements. To the extent that this Agreement may be funded by fiscal assistance from another entity, Contractor shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. ~.. City of Saratoga/Standard Contract Agreement ' °6` ' ` My Documents/Contracts 03/15/01 d. Drug-free Workplace. Contractor and Contractor's employees and subcontractors shall comply with the City's policy of maintaining a drug-free workplace. Neither Contractor nor Contractor's employees and subcontractors shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code Section 812, including marijuana, heroin, cocaine, and amphetamines, at any facility, premises or workSite used in any manner in connection with performing services pursuant to this Agreement. If Contractor or any employee or subcontractor of Contractor is convicted or pleads nolo contendere to a criminal drug statute violation occurring at such a facility, premises, or worksite, the Contractor, within five days thereafter, shall notify the City. e. Discriminatioa Prohibited. Contractor assures and agrees that Contractor will comply with Title VII of the Civil Rights Act of 1964 and other laws prohibiting discrimination and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era veteran's status, political affiliation, or any other non-merit factors be excluded from participating in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 10. DOCUMENTS AND RECORDS a. Property of City. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepazed by Contractor pursuant to this Agreement shall become the property of City upon completion of the work to be performed hereunder or upon termination of this Agreement. b. Retention of Records. Until the expiration of five yeazs after the furnishing of any services pursuant to this Agreement, Contractor shall retain and make available to the City or any party designated by the City, upon written request by City, this Agreement, and such books, documents and records of Contractor (and any books, documents, and records of any subcontractor(s)) that are necessary or convenient for audit purposes to certify the nature and extent of the reasonable cost of services to City. c. Use Of Recycled Products. Contractor shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. My Docua 03/15/01 Ageement re~c a i d. Professioaal Seal. Where applicable in the determination of the contract administrator, the first page of a technical. report, first page of design specifications, and each page of construction -- drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility" aS per the sample below. Seal and Signature of Registered Professional with report/design responsibility. 11. CONFIDENTIAL INFORMATION Contractor shall hold any confidential information received from City in the course of performing this Agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the Agreement or at any time thereafter. Upon expiration of this Agreement, or termination as provided herein, Contractor shall return materials which contain any confidential information to City. Contractor may keep one copy for its confidential file. For purposes of this paragraph, confidential information is `.. defined as all information disclosed to Contractor which relates to City's past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. 12. RESPONSIBILITY OF CONTRACTORContractor shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to Contractor, to any subcontractor, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the Contractor or of any subcontractor. 13. INDEMNIFICATION Contractor and City agree that City, its employees, agents and officials shall, to the fullest extent permitted by law, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost arising out of or in any way related to the performance of this Agreement. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the City. Contractor acknowledges that City would not enter into this agreement in the absence of the commitment My Docun 03/15/01 rage of Contractor to indemnify and protect City as set forth below. a. Indemnity. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless City, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any hind whatsoever without restriction or limitation, incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to the performance of this Agreement. All obligations under this provision are to be paid by Contractor as they are incurred by the City. b. Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this section, Contractor shall not be required to indemnify and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such sole fault is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the City is shown to have been solely at fault and not in instances where Contractor is solely or partially at fault or in instances where City's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Contractor will be all-inclusive and City will be indemnified for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. c. Acknowledgement. Contractor acknowledges that its obligation pursuant to this section extends to liability attributable to City, if that liability is less than the sole fault of City. Contractor has no obligation under this agreement for liability proven in a court of competent jurisdiction or by written agreement between the parties to be the sole fault of City. d. Scope of Contractor Obligation. The obligations of Contractor under this or any other provision of this Agreement will not be limited by the provisions of any workers' compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to City, its employees and officials. e. Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance or subject matter of this Agreement. In the event Contractor fails to obtain such indemnity obligations ~-- from others as required here, Contractor agrees to be fully My Docun 03/15/01 responsible according to the terms of this section. f. In General. Failure of City to monitor compliance with these ~-° requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns, or heirs of Contractor and shall survive the termination of this agreement or this section. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this Agreement is not a construction contract. By execution of this Agreement, Contractor acknowledges and agrees that it has read and understands the provisions hereof and that this paragraph is a material element of consideration. City approval of the insurance contracts required by this Agreement does not relieve the Contractor or subcontractors from liability under this pazagraph. 14. INSURANCE REOUIREMENT3 Contractor shall procure and maintain for the duration of the contract insurance as set forth in Exhibit E. The cost of such insurance shall be included in the Contractor's bid. 15. DEFAULT AND REMEDIES ...• a. Events of default. Each of the following shall constitute an event of default hereunder: 1. Failure to perform any obligation under this Agreement and failure to cure such breach immediately upon receiving notice of such breach, if the breach is such that the City determines the health, welfare, or safety of the public is immediately endangered; or 2. Failure to perform any obligation under this Agreement and failure to cure such breach within fifteen (15) days of receiving notice of such breach, if the breach is such that the City determines that the health, welfaze, or safety of the public is not immediately endangered, provided that if the nature of the breach is such that the City determines it will reasonably require more than fifteen (15) days to cure, Contractor shall not be in default if Contractor promptly commences the cure and diligently proceeds to completion of the cure. b. Remedies upon default. Upon any Contractor default, City shall have the right to immediately suspend or terminate the Agreement, seek specific performance, contract with another party to perform this Agreement and/or seek damages including incidental, City of Saratoga/Standard Contract Agreement My Documents/Contracts 03/15/01 14 of 20 consequential and/or special damages to the full extent allowed by law. c. No Waiver. Failure by City to seek any remedy for any default hereunder shall not constitute a waiver of any other rights hereunder or any right to seek any remedy for any subsequent default. 16. TERMINATION Either party may terminate this Agreement with or without cause by providing 10 days notice in writing to the other party. The City may terminate this Agreement at any time without prior notice in the event that Contractor commits a material breach of the terms of this Agreement. Upon termination, this Agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged here-from, subject to payment for acceptable services rendered prior to the expiration of the notice of termination. Notwithstanding the foregoing, the provisions of this Agreement concerning retention of records, City's rights to material produced, confidential information, contractor's responsibility, indemnification, insurance, dispute resolution, litigation, and jurisdiction and severability shall survive termination of this Agreement. 17. DISPUTE RESOLUTION The parties shall make a good faith effort to `' settle any dispute or claim arising under this Agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non-binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys fees. 18. LITIGATION If any litigation is commenced between parties to this Agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys' fees and costs. 19. JURISDICTION AND SEVERABILITY This Agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be in that state and venue shall be in Santa Clara County, California. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force and effect. City of Saratoga/Staaderd Contract Agreement rags +~ ~' '~ My Documents/Contracts 03/15/01 2p. NOTICE OF NON-RENEWAL Contractor understands and agrees that there is no representation, implication, or understanding that the City -- will request that work product provided by Contractor under this Agreement be supplemented or continued by Contractor under a new agreement following expiration or termination of this Agreement. Contractor waives all rights or claims to notice or hearing respecting any failure by City t0 continue to request or retain all or any portion of the work product from Contractor following the expiration or termination of this Agreement. 21. PARTIES IN INTEREST This Agreement is entered only for the benefit of the parties executing this Agreement and not for the benefit of any other individual, entity or person. WAIVER. Neither the acceptance of work or payment for work pursuant to this Agreement shall constitute a waiver of any rights or obligations arising under this Agreement. The failure by the City to enforce any of Contractor's obligations or to exercise City's rights shall in no event be deemed a waiver of the right to do so thereafter. ..i` City of Saratoga/Standard Contract My Documents/Contracts 03/15/01 . ub. ..~ EXHIBIT E INSURANCE Please refer to the insurance requirements listed below. Those that have an "X° indicated in the space before the requirement apply to Contractor's Agreement (ignore any not checked). Contractor shall provide its insurance broker(s)/agent(s) with a copy of these requirements and request that they provide Certificates of Insurance complete with copies of all required endorsements to: Administrative Services Officer, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070. Contractor shall furnish City with copies of original endorsements affecting coverage required by this Exhibit E. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements and certificates aze to be received and approved by City before work commences. City has the right to require Contractor's insurer to provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications. X Commercial General/Business Liability Insurance with coverage as indicated: 7C $2,000,000 per occurrence/$2,000,000 aggregate limits for bodily injury and property damage _ $ per occurrence bodily injury/$ per occurrence property damage Coverage for X, C, U hazazds MUST be evidenced on the Certificate of Insurance _ If the standard ISO Form wording for "OTHER INSURANCE", or other compazable wording, is not contained in Contractor's liability insurance policy, an endorsement must be provided that said insurance will be primary insurance and any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers shall be in excess of Contractor's insurance and shall not contribute to it. X Auto Liability Insurance with coverage as indicated: X $2,000,000 combined single limit for bodily injury and property damage My Dacus 03/15/Dl A~eement r~~ or 20 $ per person/$ per accident for bodily mlu~' dama e $ per occurrence for property g _ $ 500,000 combined single limit for bodily injury and property damage _ Garage keepers extra liability endorsement to extend Coverage to all vehicles in the caze, custody and control of the contractor, regardless of where the vehicles are kept or driven. X Professional/Errors and Omissions Liability with coverage as indicated: X $1,000,000 per loss/ $2,000,000 aggregate _ $5,000,000 per loss/ $5,000,000 aggregate Contractor must maintain Professional/Errors 8s Omissioas Liability coverage for a period of three years after the expiration of this Agreement. Contractor may satisfy this requirement by reaewal of existing coverage or purchase of either prior acts or tail coverage applicable to said three-year period. X Workers' Compensation Insurance X Including minimum $1,000,000 Employer's Liability The Employer's Liability policy shaII be endorsed to waive any right of subrogatioa as respects the City, its employees or agents. The Contractor makes the following certification, required by section 1861 of the California Labor Code: I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract X Additional Insured Endorsement(s) for Commercial General/Business Liability coverage naming the City of Saratoga, its officers, employees and agents as additional insured. (NOTE: additional insured language on the Certificate of Insurance is NOT acceptable without a separate endorsement such as Form CG 20 10) X The Certificate of Insurance MUST provide 30 days notice of cancellation, (10 days notice for non-payment of premium). NOTE: the My Docun 03/15/01 is nr 20 A~eement following words must be crossed out or deleted from the standard cancellation clause: "...endeavor to ..." AND "...but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives." _ All subcontractors used must comply with the above requirements except as noted below: As to all of the checked insurance requirements above, the following shall apply: a. Deductibles and Self-Insured Retentioas. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or (2) the Contractor shall procure a bond guaranteeing payment of losses ~~, and related investigations, claim administration and defense expenses. b. City as Additional Insured. The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor, premises owned, occupied or used by the Contractor, or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees or volunteers. c. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: 1. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. 2. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. City of Saratoga/Staaderd Contract Agreement rugc .> My Documents/Coatracta 03/15/01 SARATOGA CITY COUNCIL MEETING DATE: September 21, 2005 ORIGINATING DEPT: Public W orks PREPARED BY: Jo~h~ Cherbo AGENDA ITEM: CITY MANAGER; ~°"~ DEPT HEAD: John SUBJECT: Recreational F7eld Use Report RECOMMENDED ACTION(S): Accept report and provide direction to staff. REPORT SUMMARY: Land use for playfields in Sazatoga has been analyzed by City Staff and reviewed by City Council for the past several yeazs with the same finding; there is an acute shortage of flat, available land for recreational use as playfields in Saratoga. Within the past year, City Staff was directed by '~- Council to reinvestigate the availability of land for recreational use as playfields. Citv Parks There are thirteen City pazks/open spaces in Saratoga with an approximate size of 71 acres. The following table lists each site, their size, and if they can accommodate organized sports: Size Condusive for Sport oe.~~ns.. cs~e /acres) Use No Park As the above table indicates, out of 71.4 acres of park land in the City only three pazks totaling 26.4 acres (or 37%) can currently accommodate organized sport goups. Of these three parks _~ Kevin Moran Park is the largest at 10.3 acres, Congress Springs Park is second at 9.8 acres, and El Quito Park is third at 6.3 acres. With the exception of the Heritage Orchazd, Kevin Moran Park is the only City owned property that has undeveloped area (approximately 4 acres) that could be developed for recreational use. Additionally, only two developed parks in the City, El Quito and Congress Springs, have field areas large enough to incorporate game fields for soccer or other types of field sports. Of these two parks only El Quito has an area large enough to incorporate a full size regulation soccer field (approximately 60 x 100 yazds). Congress Springs Park is also unique in the City's Park system as the only pazk which baseball can be played. It is appazent from the above data that Sazatoga has very limited park space for organized sport use and recreational activities. With limited funding sources coupled with high land costs this shortage will undoubtedly continue as a reality in the City for the foreseeable future. School Sites and Other Resources With the City having limited space for organized sports public schools and other private land sources continue to be the lazgest resource of open space for recreational use in the City. School districts that serve Saratoga Residents were contacted to discuss the availability of land for recreational use as playfields. The feedback was cleaz; the schools contacted stated their facilities were being utilized to their full capacity, with no additional capacity at the present time. 1 The schools contacted conveyed a willingness to assist the City in any manner they could in finding available land for recreational use as playfields, but maintained they do not have any additional land or facilities for this purpose. The one exception is West Valley College that recently indicated they would be interested in exploring with the City the creation of sports field located in an underutilized parking azea neaz their archery field. Additionally, the Sazatoga Union School District maybe interested in the development of an all weather turf field at Redwood Middle School. School Districts such as Saratoga, Campbell, and Cupertino have indicated they maybe interested in joint use agreements in which the City takes over maintenance and scheduling of their fields. This unfortunately does not increase capacity but does allow for greater efficiency of available resources. Existine Resources for Oreanized Snorts and Recreational Uses The following table lists all identified locations in Saratoga which are currently being used by the various user groups: The above table illustrates the myriad of goups who use the City's existing field space including the City's Recreation Department. Additional Unmet Needs for Organized Snorts and Recreational Activities in the Ciri of Saratoga The table below lists urunet needs of the various goups who utilize the field space in the City: User Grou Current Number of Participants Sarato a Resident Practice Field Needs Game Field Naeds AYSO 1 100 U14 and u : 3 - 60x60 fields U16: 1- 60x60 field U10: 4 - 40x45 fields CYSA 350 All Ages: 5 -various size fields U14 and up: (1 - 5) - 60x100 fields Cricket Data Not Available None 1 - 130x220 field Saratoga Little Lea ue 430 3 -various size fields 1 -full size field Sarat a Pon 65 None None Lacross 100 2~3 •.v -ious size fields 2-3 - 60x110 size fields PARS Mens Soccer rox. 25 None 1- 60x60 field One other group that also has a need for recreational space is the City's adult sport groups. Some adult recreational activities over the years have been discontinued to make resources available for youth sports. Summary Unfortunately, even if West Valley College and Kevin Moran Pazk were developed to accommodate additional capacity it would still not meet the current demand let alone the anticipated growth in titese sports. It may take bold out of the box thinking such as regional joint powers agreements to pool all available resources in Santa Claza Valley. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): Depends on City Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: ..o' 1. Email from Emma Wyckoffregazding El Quito Park. The above table is based on information received by the various user groups. All of the groups indicated that this is their minimum requirements and does not take into account best practices such as field rest and rotation, which would require additional field resources. f2 Attachment 1 John Cherbone From: Emma (elwyckoff(~excite.com] Sent: Tuesday, September 13, 2005 10:32 AM To: John Cherbone; Dave Anderson Co; karen_murphy(~amat.com Subject: EI Quito park Attachments: ElQuito_8_8 05.doc Soccer games consisting of 2 teams, fans and whistles at EI Quito Park needs to be discontinued immediately. That they have been permitted beyond the two "experimental" games is a flagrant disregard for the agreements that were made to even allow the "experiments", and for the neighborhood. City officials were informed dwing the games, that the noise level was unacceptable, and that no more games should be pertrtitted. Restricted Neighborhood park access and compatibility of soccer activities with other park activities were and are also problems. (Imagine being a husband and wife with 2 eight year old children, on the walking bath and being used for target practice by soccer players not th the game:) Group Use parking requirements are also being violated. Many cars are parked on Paseo Prasada each evening and it is worse during games. With the new 25 mph signs in the middle of Paseo Prasada and cars parked on the street congestion is a problem. Parents who want to use the play ground equipment cannot park on Paseo Prasada. Meetings to discuss field usage were held in an "under-noticed" fashion. We are swe that if notice had been mailed or even discussed in the Saratoga Times many neighbors would have attended the meetings to discuss the issues azound group use in a park located in the middle of a neighborhood `. The El Quito Task force was under the impression that the following would be observed after the upgrades were completed: • Neighborhood only morning use until 9AM, no maintenance crews • Soccer activities leave the park by 6PM, so there is 2 hows of neighborhood access at the end of the day. Practice only of teams with 50% or more being Saratoga residents. •No weekend organized activities. Saturday between 9-11 was being used for adult soccer practice. For Recreataion & Soccer's week-time access to continue the following must occw: • Gmup use parking/ drop-offs, etc. only from Westhope parking lot & no more repeated ultimatums. It is time to pull permits for any violations. • Recreation activities are to also use the Westhope parking lot • Permitted Recreation & Soccer use only. And, No permits to be issued for periods during neighborhood access times. Permitted users must consist of at least 50% of Saratoga residents. Other cities have denied access to their fields when non- resident numbers were higher than residents. Just because the Coach is a Saratoga resident does not mean a team can practice on any Saratoga field. ~ Any person offering a paid service (e.g., dog training or fitness coaching) must file a permit if they aze using the park on a commercial basis. While this may be hard to enforce we have seen Boot Camp instruction, private soccer coaching and dog training going on. Page 2 of 2 The field must be allowed to tec~ to ~u ~ln ear short and iu the spring willncompeteswith basebal at our non compliaet sprinkler covers. Soccer has gm Y P ---- diamond. l.swn mowing or noisy equipment cannot be used until 9:00 am. 'this has been in violation for a long time as crews start edging at 7:00 am. Recently, mowing seems to be starting at'/:30 am. But, that is still very early for those people who live right along the fence line. Maintenance crews should mow other parks first where there are less homes nearby. E] Quito should be last on the schedule. Now that camps are over this should not be a problem. Join Excite! - ~'i/www.e:cite.com The most personalimd portal on the Web! on ~i~nn5 SARATOGA CITY COUNCIL MEETING DATE: September 21, 2005 ORIGINATING DEPT: Public Works PREPARED BY: Jott ~n Cb bgf qpe ~ AGENDA ITEM: CITY MANAGER: ~"~ ~"'`~' DEPT HEAD: SUBJECT: Kevin Moran Park -Discussion of Task Force Membership and Park Improvement Project RECOMMENDED ACTION(S): I .Provide direction regarding the Kevin Moran Pazk hmprovement Project. 2. Provide direction on the membership of the Kevin Moran Pazk Task Force. REPORT SUMMARY: Backeround: In 2001 Kevin Moran Park was added to the newly created five yeaz CIP as an unfunded project. do 2403 the City was notified by the State of California that funds in the amount $302,454 would be available to the City for park projects via the 2002 Park Bond Act. These funds along with $97,546 in general funds were appropriated by City Council during the F.Y. 03/04 CiP Update to the Kevin Moran Park Improvement Project. On July 21, 2004, the City awazded a consulting contract to MPA Design for professional design services for the proposed pazk project. Subsequently, a Task Force was formed to hold public input meetings with tbecommunity. The Task Force membership included 2 Pazk and Recreation Commissioners, 2 neighborhood representatives, Iresident at lazge, and 2 City Council Members. The first Community Meeting was held on July 28, 2004 and was very well attended by the Kevin Moran Park neighborhood residents. It was very clear fmm the input received from the community that inclusion of flat grass for soccer, a restroom, and parking lot were items the neighborhood did not want. On August 4, 2004, the City Council directed staff to suspend the project so that additional. reseazch and options for flat grass at other locations in the City could be explored. Subsequently a letter indicating Council's direction was mailed to the Kevin Moran Park neighborhood residents on August 6`s (Attachment 1). The letter stated that staff had been directed to reseazch and report on the following: 1) The full history regarding the development of Kevin Moran Park. 2) Reconstitution of the Kevin Moran Park Task Force to include more neighborhood participants. 3) Park use designation (i.e. community park vs. neighborhood park). 4) Other flat grass opportunities in the City including West Valley College and other school campuses. Discussion• Recently, members of the community have asked that the composition of the Kevin Moran Task Force be discussed by City Council (Attachment 2). in response to this request the City Council agendized the issue for discussion this evening. The current status of the four items listed for follow-up in the August 6th letter is as follows: 1) The full history regarding the development of Kevin Moran Park • A history matrix of Kevin Moran Pazk is attached for City Council's review (Attachment 3). 2) Reconstitution of the Kevin Moran Park Task Force to include more neighborhood particiaants To be discussed under Recommended Action #2 of this report. 3) Park use designation (i a community vs. neighborhood nark) When Kevin Moran Pazk was first developed in 1970 the Parks and Recreation Commission proposed that Kevin Moran Park be developed into a neighborhood park. Subsequently, in 1985 the Parks and Recreation Commission recommended more active uses of the park not consistent with passive neighborhood park activities. The 1991 Parks and Trails Master Plan states that a neighborhood pazk has a size between 1 and 5 acres and a community park has a size between 5 and 20 acres. Kevin Moran Park is 10.3 acres in size. According to the Master Plan community pazks can include active sports use, off-street pazking, and restrooms, where as neighborhood parks typically do not. In light of the neighborhood concerns regarding the designation of Kevin Moran Park it is recommended that its designation, community or neighborhood, be reviewed during the update of the Open Space Element of the General Plan, which is scheduled for 2006. The update of the Open Space Element will allow the public the opportunity ....~ to provide ir-put to the City via public hearings not only on Kevin Moran Park but on '" all of the City's parks, trails and open spaces. 4) Other flat grass opportunities in the City including West Valley College and other school campuses. • This infomtation is contained in the report titled "Field Use Options', Agenda Item #5. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTERNATIVE ACTION(S): None. `~-~ FOLLOW UP ACTION(S): Depends on City Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: A Notice was mailed to the Kevin Moran Pazk neighborhood residents notifying them of the City Council Meeting (Attachment 5). ATTACHMENTS: 1. Letter from Neighborhood Representatives dated August 18, 2005. 2. Letter to residents dated August 6, 2004. 3. Kevin Moran Park History Matrix. 4. Recent letters from the public. 5. Notice to Kevin Moran Park neighborhood. Page l of 1 Attachment 1 John Cherbone prom; Elaine Clabeaux [eac~Pacbell•net] 8sM: Thursday, August 18, 2005 2:42 PM To: John Cherbone Subject: KMP task force Dear John, We would like to bring to yow attention what we believe to be a procedwal disconnect concerning the makeup of the Kevin Moran Improvement Project Task Force. At the ciiy council meeting of June 1 2005 there was discussion of the task force and a reconstituting of said Task Force to include persons not on the original list and excluding persons who were on the original list. We are aware of the changes made in the City Council Representatives, however the only persons to be added to the task force as per the letter sent on August 6, 2004 was "to include more neighborhood participants". On July 28Th 2004 the task force called consisted of two city council reps, two Pazk and Recreation reps, three area resident reps. In addition there were included yowself and Cary from the city staff. In attendance were two persons from MPA Designs not task force members. After June 1, 2005 the task force does not have any PRC representation and there have been added two sports user group representatives and two residents at large. At issue here is the modification of the task force by the City Council without the topic having been formerly agendized, therefore excluding the opportunity for open public comment.. Therefore, we fee] as a result of the procedural lapse, the current membership is not valid, per city bylaws and we should revert to the membership, with the documented changes as per city letter, as it stood prior to the June 1,2005 meeting. If a change in makeup is still desired then we request that proper procedwes are followed. It is important that this situation be cleazed up prior to the first meeting of the task force. W e strongly wge that the two PRC representatives be included in this process. Tlvs is of benefit to the city at large as they are the appointed representatives of the city who report to the council and are able to study and define important historical knowledge important in the planning process. This would eliminate the need for either sports user group reps or two residents at large, none of whom were on the designated task force. Respectfully, Elaine Clabesux, Marty Goldberg, Peter Prayns Kevin Moran Park Neighborhood Task Force Members Sit ~nnns Attachment 2 `.vJ~~ I~ \vr !'` a ~^ p` ~~ ~;i, ,b ~,i iu' ` `c `. L7 C~ C~ ~J ~~ ~r S? 4~~ ~ ~./ ~ C. S'L 13'77 FRII:TVALE f.~'ENl?E • S.I:kATOGA. CA"LiPORN1A J5070 • ;4081 ACi6-1`lU6 Incorporaced Octnber 22, 1b56 S~-~~y _ 4. vOQQ:P.I ^1Or 1. `~~i is ~_,.. ~ .~ ~fD~ rSOlf"; August 6, 2004 Dear Kevin Moran Pazk Neighbors: At the meeting which was held on Wednesday, July 28, 2004, many issues were raised by the community members who attended. Those issues were shared with the City Council at their August 4m meeting and Council directed staff to research and report back on information and options related to the following: 1) The full history regazding the development of Kevin Moran Pazk ,` 2) Reconstitution of the Kevin Moran Park Task Force to include more neighborhood participants 3) Pazk use designation (i.e., community vs. neighborhood park issue) 4) Other flat grass opportunities in the Ciry including West Valley College and school campuses At this time, the Kevin Moran Project has been suspended until this information has been gathered. Please disregard the project schedule, which was distributed at the community meeting. We will advise you of any future meetings regazding this issue via mail or email. If you have any questions please contact me at 868-1 "141 or icherbonecasaratosa ca us John Cherbone, Dtrector Public Works Department Attachment 3 Kevin Moran Park Timeline 2/4/1970 Ci buys o rty (10.382 Acres) APN: 386-38-007 . ,.., ,,,,.,., r:.,, r,,,,,,,.;t McPt;na -Resolution to change name of Pazk to Kevin Moran Park Parks and Recreation meeting -Discuss park development -lists intention to develop 10/19/1970 KMP as a neighborhood pazk City Council Meeting -Master Plan by Royston, Hanamoto, Beck & Abey adopted and authorized preparation of working drawings - to include open turf azea, play azea, nature and garden azea, two tennis courts, parking azea, pathways, bicycle course and 6/30/1971 lighting Development of 4 acres -open turf azea, pathways preschool play azea and general 1974 Pathway lighting improvements completed and soon after vandalized "Saratoga Pazks 1st Ten Yeazs" states no immediate further development is planned although consideration is being given to some revision of the pathway lighting and 1979 grading which blocks the view of the play area from the street. Master Plan Update -passive vision for the park changed when Pazks & Recreation Commission recommended a more active oriented development of the pazk. Items to be considered aze tennis courts, soccer/ softball fields and picnic azea, pazking and 1985 restrooms Saratoga Recreation Survey -Questions about improvements/problems/concerns at V, 1987 City Parks City Council Meeting -Money from grant funds to be used at Beauchamps Yazk 5/1 /7990 instead of KMP "Parks & Trail Master Plan" Master Plan developed listing KMP as Community Yark. Proposed programs included tennis courts, soccer/softball field and a basketball court. 1991 Also included were pazking azeas and restrooms. Open Space Element of General Plan adopted -says that City is deficient in pazk land 1993 and open space City Council Meeting -KMP/Azule Development Process -Proposed steps developed - CC hold hearings to determine Community vs. Neighborhood pazk, hire azchitect to work with community, develop concept plan, have CC approve and construct 994 Council Meeting -Review of Parks and Recreation Priorities - Azule and xNtY 1/7/1 should be next priority for development but developed as City Council Meeting -Discussed possibility of acquiring Spaich property -neaz Foothill Pazk - as alternative to developing KMP, but if not possible the City would 4/11/1995 study the possibility of development at KMP City Council Meeting -Concerning Pazk Development -Eliminate soccer field 7/17/! Beals Landscape Architecture hired for Pazk Development Projects -tor development included in development of KMP 5!12/1998 of new playfields and renovation of old playfields in all Citv parks __ Unlimited contract for KMP - Ranked 7 of 8 7/21/2004 CC ves MPA desi consultant for KMP lm rovemem rro~eci 7/28/2004 KMP Communi Meeting Meeting -Documented Resident concerns City Counci] Meeting - KMP project put on bola utltil fttr@ter T85e2TCh OnYl1S10ty ~~ 8/4/2004 other flat grass opportunities in the Ciry are explored ,~ John Cherbone From: Carol Wright [raven3129~sbcglobal.net] Sent: Friday, September 16, 2005 9:47 AM To: John Cherbone Ce: en®community-newspapers.com SubJsct: Kevin Moran Park Attachment 4 - Dear John Cherbone, This issue has been visited before and I wanted you to know the issues that arose when Blue Hills Elementary School has their soccer games and practices. 1. No regards to limitations of time: they come before B:OOam on Saturdays and Sundays and practice late at night all nights and weekends. 2. The blowing of whistles disturbs the neighbors and the nice park next door (Azule Park). 3. Games are scheduled on top of each other and there is no parking in the neighborhood when the games crossover. I live a 5 minute walk away and the cars will sometimes park down here. They are supposed to use the school parking lot but that is inconvenient to the soccer field. 4. If an issue arises the coaches 5. There is increased traffic on Seagull and Desanka. or soccer parents are frequently rude to the neighbors. residential streets and this effects Goleta ae well as 6. The city of Saratoga has rules that they do not have no zecourse because you have basically stated benefit of the few children in our city who are on What guarantee is there for Kevin Moran Park which groups use this park and are you going to put this students, scouts, families, fitness people, school for a quiet stroll or barbecue, and the children. Will you put the needs of a few children over the neighborhood? There are several issues for Kevin Moran: enforce with the soccer teams and we that we have to live with it for the soccer teams. is also a neighborhood park? other group ahead of the mentally disabled, and party groups, local residents out rights of local residents to a peaceful 1. Time limits. 2. Inadequate parking. When you look at the Blue Hills issue the residents will have a major impact. 3. Increased traffic. 4. Safety. Parent6 drlving t0 BOCCer bikes on these streets and there is nc walk down the middle of the street. 4. Other usage of a neighborhood park. 5. Enforcement of rules (which is nat practiced.) have very poor driving habits. Children ride there side walk for the pedestrians, they will have to currently being 6. Game scheduling, whistles, interactions between residents and soccer teams. 7. Maintenance costs for the field. Since you currently do not have a point of contact for local issues does this mean you will be hiring another person to deal with all the problems inherent with soccer fields? I hope you do not even consider putting the residents of another small neighborhood through what we have had to deal with over in the Blue Hills neighborhood. we almost had 5 soccer fields but only have 1. Sincerely, Carol and Hugh Wright 12243 Goleta Ave. Saratoga, Ca 95070 John Cherbone .~: Nick Strelt ~$ant: Monday, September 12, 2005 2:04 PM To• John Cherbone; Dave Anderson SubJact: FW: Kevin Moran Park FYI Nick -----Original Message----- From: Adele Salle imailto:sallea+usfca.edu] Sent: Monday, September 12, 2005 2:02 PM To: awaltonsmith®saratoga.ca.us; Nick Streit; kk2king®comcast.net; kline~caspr.com; akaomsaratoga.ca.us Subject: Kevin Moran Park We have lived in the neighborhood of Kevin Moran Park for several decades and enjoy the serenity of the park; we take pride in taking our grandchildren there and showing it to visitiag family. The play equipment and the large grassy areas provide opportunities for children to play and run freely. The trees provide an environmental buffer from pollution of Highway e5. We do not have to worry about traffic on the quiet streets surrounding the .park nor do we have to be concerned about public restrooms as a possible source of unsavory activities. While there ie soccer played at the park currently, the amount played at the park does not ignificantly cause noise, commotion or excessive traffic in the area. Now our understanding is that the city wants to change KMP from a quiet neighborhood park to an active community park and use the site for an AYSO soccer field. We are horrified that the City Council plans to ignore the desires of the residents who live near the park and pursue its own agenda, which appears supporting the wants of AYSO. Clearly you are not listening to the concerns of the neighbors and are supporting AYSO soccer against our wishes. WE ELECTED YOU TO REPRESENT US AND YOU ARE NOT DOING SO! Any number of options are available for the use of the undeveloped land at the park including additional walking paths, a tennis court, bocce ball couri, basketball court, gardens and ozchards. None of these options would increase traffic to any degree nor would require the building of restrooms or a parking lot. We do not want KMP turned into another sports complex. Listen to the people who live near the park. Vote against organized sports at the park, vote against increased traffic and noise and the extra taxpayers dollars needed to maintain and police restrooms. And above all, vote for the safety of our children. Adele Salle and Marvin Kohn 12188 Terrence Ave. Saratoga, Ca 95070 Circular 230 Notice: IRS regulations require us to advise you that, unless otherwise specifically noted, any federal tax advise in this communication (including any tachments, enclosures, or other accompanying materials) was not intended or written to ~..,e used, by any taxpayer for the purpose of avoiding tax-related penalties imposed under the U.S. Internal Revenue Code or any other applicable state or local tax law provision; furthermore, this conm!unication was not intended or written to support the promoting, marketing or recommending of any of the transactions or matters it addresses. This message is intended for the sole use of the individual or entity to which it is addressed, and may contain information that is privileged, confidential and/or exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. Any document(s) attached to this message is(are) legal document andtshouldenotsbeealterednwithouttouroknowledge andyapprovalcument is a ~„/ 2 Page l of 1 John Cherbone From: Phyllis Rolu3s [psrokes~sbcglobal.net] Sent: Thursday, September 15, 2005 3:13 PM To: John Cherbone SubJect: Kevin Moran Park Dear Mr Cherbone, We feel very strongly that Kevin Moran Pazk should remain as it is, and aze very much against soccer fields being developed there. We have lived in Sazatoga for 33 years, and Kevin Moran Park has always been a pleasure for us. Our children ran free]y across the grassy open spaces, as our grandchildren do now. It has always been a quiet neighborhood pazk which suited us very well. We wish it to remain such. Thank you for your concern. Stanley and Phyllis Rokes 20024 Puente Ct Saratoga, CA 95070 9/] 6/2005 Page 1 of 1 Kevin Moran Park Jahn Cherbone ,~ Fro,,,: Nick Stren gMt: Thursday, September 01, 2005 1:34 PM To: John Cherbone; Dave Anderson SubJact: FW: Kevin Moran Park FYI From: kenneth Wong [malnp:kvrong_95070@yahoo.com] Sent: Thu 9/1/2005 12:49 PM To: Nick Stt~t; awaltonsmith@saratoga.ca.us; kk2king@comcast.net kline@caspr.com; akao@sarataga.ca.us Subject: Kevin Moen Park Hi Saratoga Council members: I live several blocks away from Kevin Moran Park and have been using the open grassy fields of the park for many activities for many years. If the park is in any way improved, such as expansion of the open fields, addition of bathrooms and water fountains, I am very much supportive of it. I understand there is a proposal of opening up the "orchard" area; that would be a great way to improve the park and the city facilities. While I can understand some of the immediate neighbors' concerns about increased (soccer practice only) traffic, it should be an easily manageable issue and a worthwhile trade for a spanking new park in the backyard. -Ken Wong 19465 Miller Court, Saratoga Do You Yahoo!? Tired of span? Yahoo! Mail has the best Spam protection around htto•//mail yahoo c2m Circular 230 Notice: IRS regulations require us to advise you that, unless otherwise specifically noted. any federal tax advise in this communication (including any attachments, enclosures, or other accompanying materials) was not intended or written to be used, by any taxpayer for the purpose of avoiding tax-related penalties imposed under the U.S. lnternal Revenue Code or any other applicable state or local tax law provision; furthermore,this communication was not intended or written to support the promoting, mazketing or recommending of any of the transactions or matters it addresses. This message is intended for the sole use of the individual or entit)~ to which it is addressed. and may contain information that is privileged, confidential and/or exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient you aze hereby notified that any dissemination, .~ distribution or copying of this cotrtmunication is strictly prohibited. Any document(s) attached to this message is(aze) being provided at the client's request and for its convenience. Any such document is a legal document and should not be altered without our knowledge and approval. 9/16/2005 Page 1 of 2 John Cherbone From: Ann Waftonsmith Sent: Wednesday, September 14, 2005 4:17 PM To: John Cherbone; Cathleen Boyer Subleot: FW: Kevin Moran Park FYI I am assuming that the other Council members got this too?? Ann Ann Wattonsmith Councilmember, City of Saratoga From: Eugene Jones [mailto:e2j@pacbeil.net] Sent: Wed 9/14/2005 3:41 PM To: Ann Waltonsmith Subfect: Kevin Moran Park I will be out of town and therefore unable to attend next week's Council meeting but I did want to express my concerns over some of the proposed changes to Kevin Moran Pazk. ~„ 1 had two sons who played soccer in both AYSO and CYSA. I also was a CYSA and AYSO soccer coach who spent a large amount of my time trying to fmd soccer fields to use for practice and games. (In my time CYSA coaches had to fmd their own game fields) I think soccer is the best thing that ever happened to kids sports but that doesn't mean it is the most important thing in the world. Kevin Moran is a neighborhood Park - it has always been envisioned to be and has always been a neighborhood pazk. It is for neighborhood use -not for sports and the traffic it brings. It is for my wife and I to walk in the morning -not for 40 pazents to drop their kids for a couple of hours while they go shopping. It is for my grandchildren to play in the sand, fly kites, ride their tricycles and roll in the grass -not for me to worry about their safety with al] of the traffic. It is the pass through for neighborhood kids going to Blue Hills safely without having to worry about the people that might be attracted to an expanded sports facility. ~ It would be great if it had a tennis court or a bocce court or a basketball court if we need to grab the money from Uncle Sam but I am OK with doing nothing -saving our portion of the 9%16/2005 funding for fixing potholes and letting Uncle Sam use his portion to help the victims of Katrina. Regards, Betty and Gene )ones ]9648 Ladera Court Page 2 of 2 9/] 6/2005 Page 1 of 2 Kevin Moran Park John Cherbone L. From: Nick Streit Sent: Thursday, September 01, 20051:44 PM To: Cathleen Boyer, John Cherbone; Dave Anderson Subject: FW: Kevin Moran Park FYI nick From: Karen Sloan [mailto:karensioan@earthlink.net] Sent: Thu 9/1/2005 1:37 PM To: Nick Streit; awaltonsmith@satatoga.ca.us; kk2king@comcast.net; kline@caspr.com; akao@saratoga.ca.us Cc: j.sban@comcast.net Subject: Kevin Moran Park To the Saratoga City Council Members: While I doniEt"k actually live in the Saratoga city limits, my kids and 1 spend most of ow time in Saratoga with my parents and do ow part in supporting the Saratoga community. ]also know that 1 speak for my parents that da and have lived in Saratoga for over 30 years. In todayBEr"rs world where kids spend too much time playing video games and surfing the intemet, my family firmly believes that we need to do more in getting our kids out there and active. We also beluve that there needs to be more places where families can go, spend time together and be active in the outdoors together especially y, with the busy lives that families dve today. We are fully aware of the situation regarding Kevin Moran Park and are concerned with what is happening. There is a group of families that live near the park that have taken the position that AYSO and other youth sports groups are the ~f¢bad guysilf C and want to run them out of iiE¢theu park>iEC. We quote aE¢their park5f ~ because what they are effectively trying to say (once you get down to the heart of their objections) is that they donSfT"'t want anyone but the people who live near the park to have access to this park. They are a small group of people who claim to be speaking for the majority of the city and they claim to have the petitions to prove this. However, what they neglect to say is that they have compleuly misled every person on those petitions in en effort to gain signatwes. This group is leading people to believe that AYSO is pushing the City Council to build a soccer stadium for all 1200 kids to play on Satwday and practice during the week. If you lisun to the ]iE¢Friends of Kevin Moran ParkiiEO, you get the pictwe that we are going to have a stadium fit for the Earthquakes in this park with parking lots, lights, bathroom complexes, bleachers, state of the art soccer fields and nothing else. At one point, they even tried to say that having AYSO there would bring in vagrants and drug dealers. The truth of the matter is that this is wmpleuly misleading and to say it is a huge exaggeration would be putting it mildly. All the citizens of Saratoga want is to have an improved park that everyone can enjoy and use including youth sports. If the grass was expanded just enough to Gave two regulation practice fields, then the number of soccer teams that practice there would actually be reduced while allowing AYSO to expand the number of practice slots elsewhere. This is because they wuld put two U14 or older teams on this field each afternoon and where these teams practice today can then provide space for three to fow U10 & U12 cams to practice, thus doubling the practice spaces. Also, the older kids would not be doubled up with early and late practices like the younger kids that are there now. Thus, reducing the practices at Kevin Moran Park and allowing more people from the neighborhoods to be out there and reducing traffic flows. For yow information, this year, AYSO had to tttm away our U 16 boysSfT"' team far lack of practice space. This sent 17 Saratoga boys scrambling to play in Cupertino and West San Jose. Also for the first time in many years, AYSO does not have a Ul9 boys team and the players were sent to play in Cupertino. The field at Marshall Lane was recently cut in half and is now not suitable for ow older players. There have aready been two ankles broken while practicing at the Mormon Chwch and Blue Hills is marginal at best despite ow attempts to help improve these fields through donations and ow own `"~ manpower. ]n West San Jose and Cupertino, they donSE~"'t have early/late practices for the U14s and up, but Saratoga has for several years due to lack of space for Ute older kids. McAuliffe Elementary field is used by West San Jose and is shared by Saratoga dwing the spring when Congress Springs Park is unavailable due to the baseball season. The 5E¢Friends of Kevin Moran ParkBEC will lead you to believe that Kevin Moran Park already supports two practice fields. This is a misstatement. 9/] 6/2005 Page 2 of 2 Kevin Moran Park We ~n put two younger teams there are ate ca~ uses alleof thelfields in SaratogapWe are conustantly trying to share withce fields there. Also, AYSO is not the only gr p ...- lacrosse, cricket, CYSA, baseball and many of the other youth and adult sports leagues in Saratoga and not all fields are suitable for youth sports• My family strongly encotasges the responsible improvement of Kevin Moran Park. We also encourage you to listen to reason and not the exaggerated fears of a small group. Whtle the neighbors have a right to their opinion, they also donafT"'t speak far the entire oily and this perk belongs to everyone in the city (not just the neighbors). If everyone were to step back, put aside their animosity end actually listen to what the youth sports groups, the neighbors who live neat the park, >Nd the citizens of Saratoga want, they would realize that we all essentially want the same thing. W e all want a park where people can go to play volleyball, to run, to fly kites, to practice soccer, play bocce ball, play other field sports, play tennis and basketball, run an improved par course, and have access to chess tables, a meditation area, and picnic tables where we can hang out as families and friends as well as have a safe access to the Highway 85 pedestrian bridge. 7Lank you for listening. Sincerely, Kazan Sloan Jerry Sloan Dianne Sloan 19968 Charters Ave Saratoga Circular 230 Notice: IRS regulations require us to advise you that, unless otherwise specifically noted, any federal tax advise in this communication (including any attachments, enclosures, or other accompanying materials) was not intended or written to be used, by any taxpayer for the purpose of avoiding tax-related penalties imposed under the U.S. lntemal Revenue Code or any other applicable state or local tax law provision; furthermore,this communication was not intended or written to support the promoting, mazketing or recommending of any of the transactions or matters it addresses. This message is intended for the sole use of the individual or entity to which it is addressed, and may contain information that is privileged, confidential and/or exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you aze hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. Any document(s) attached to this message is(are) being provided at the client's request and for its convenience. Any such docttment is a legal docttment and should not be altered without our knowledge and approval. 9/I 6/2005 Page 1 of 3 John Cherbone From: Nick Streit Sent: Friday, August 26, 2005 9:36 AM To: Cathleen Boyer, John Cherbone subject: FW: Kevin Moran Park -Whose Park Is It? FYI Nick From: Ann Waftonsmlth [malko:awaltonsmith@saratoga.ca.usj Sent: Fri 8/26/2005 8:37 AM To: Margot Johnson; Nick Streit; Kathleen King; Norm Kline; Aileen Kao Ct: sn@svcn.com; mn@communtty-newspapers.com; kmcpherson@mercurynews.com; opinions@mercurynews.com; letters@mercurynews.mm Subject:: RE: Kevin Moran Park -- Whose Park Is It? Dear Margot: Please, when you are going to quote me, do not put words in my mouth or take quotes out of aontexL lust to be fair, here is my entire email to you from 8-9-04 so that all will have the full sense of what I saW. The 4 points were not my personal statement quote but reminding you of a City letter tfiat had gone out to neighbors. Thank you Ann Waltonsmith City Coundl, Saratoga "From: Ann Waltonsmtth Sent: Mon 8/9/2004 10:41 AM To: Margot Johnson Subject:: ItE: Kevin Moran Park Plans Dear Margot Johnson Thank you for writing directly to me about rumors. It is helpful to everyone, including me, if we all continue to check out the facts. Let me back up to the present decision by all of us on the Council. All of the Kevin Moran neighbors were sent a letter last Friday to let them know about the Council decision on Wednesday, August 4th. I hope you will receive your copy but here is athe content of the letter. "At the meeting which was held on Wednesday, July 28,2004, many issues were raised by the community members who attended. Those issues were shared with the City Council at their August 4th meeting and Council directed staff to research and report back on information and options related to the following: 1. The full history regarding the development of Kevin Moran Park 2. Reconstitution of athe Kevin Moran Park Task Force to include more neighborhood participants 3. Park use designation (i.e., community vs. neighborhood park issue) 4. Other flat grass opportunities in the City including West Valley College and school campuses. At this time, the Kevin Moran Project has been suspended until this information has been gathered. Please `^- disregard the project schedule, which was distributed at the community meeting. We will advise you of any future meetings regarding this issue via mail or email. If you have any questions please contact me at 868-1241 or icherboneCa~saratoga ca us oiunnn5 Page 2 of 3 John Chert>one, Public Works Dept. Director' So the bottom line is that we have listened and we have gone back to do our homework. In the Fall, we will meet "' with the new President of West Valley College. Since by September, we will have concluded a permanent contract with WVC to not buNd a stadium, we can gd forward with exploring flat grass usage at the campus. We will also be talking to local school principals when schools are back in session. In addition, you asked me if I was pushing to continue to put in a bathroom and some parking. NO I am nOt SInCR we are going to start over with the whole project. The neighborhood is being listened to. In my personal experience as a mom and now as a grandmother, I do not like to go to parks where the children have to use the bushes for a bathroom (sorry to be graphic) and I have always feN safer unloading kids in a parking bt versus on the street But that is only my perception of general good park design. If in the future neighborhood public meetings, the consensus ends up deciding on no bathrooms and no parking space, so be it I wiN live with that deciaia-. As you said in your email there needs to be a "truly collaborative process with the neighbors ." Hope that is helpful. Please feel free to call and talk to me. My home phone is 867-9723 and my work is 650.988-4842. Ann Waltonsmith Mayor, City of Saratoga Ann Waltonsmith Counalmember, City of Saratoga" From: Margct Johrrson [mailto:margot@mvad.net] SeM: Thu 8/25/2005 11:37 PM To: Ann Waltonsmith; Nick Streit; Kathleen King; Norm Kline; Aileen Kao lc: sn@svrn.com; mn@community-newspapers.com; kmcpherson@mercurynews.com; opinions@mercurynews.com; letters@mercurynews.com Subject: Kevin Moren Park -Whose Park Is It? To the Saratoga City Council: The Saratoga City Council is putting The City of Sazatoga at significant legal risk by circumventing a democratic process. The council has created a task to recommend what should be done (if anything) with Kevin Moran Park. The Council has stacked the task force with a majority ofpro-soccer vote. This is foul play -not due-process. We, the neighbors of KMP, are still waiting for the promised full disclosure on the true status of the pazk as either Neighborhood, or Community. Given that the question of the proper designation of the pazk as a Neighborhood Park has not yet been addressed, at a minimum, the Council should create a task force with a majority of KMP neighborhood votes. Let me remind Ms. Waltonsmith of the committment she made to me personally last year on the subject of KMP in an email of 8/9104 when she was Mayor of Saratoga. I trust we can rely on these statements: "At the meeting which was held on Wednesday, July 28,2004, many issues were raised by the community members who attended. Those issues were shared with the City Council at their August 4th meeting and Council directed staff to research and report back on information and options related to the following: 1. The fuU history regarding the development of Kevin Moran Park 2. Reconsitution of athe Kevin Moran Park Task Force to include more neighborhood 9/16/2005 Page 3 of 3 participants 3. Park use designation (i.e., community vs. neighborhood park issue) 4.Other flat grass opportunities in the City including West Valley College and school campuses." In the same email, Ms. Waltonsmith said: "lf in the future neighborhood public meetings, the consensus ends up deciding on no bathrooms and no parking apace, so be it. I will live with that decision. As you said in your email there needs to be a'truly collaborative process with the neighbors !" Remember the first rule of politics, "never break a promise". BCC: The Neighborhood Margot Johnson and Graham Mostyn 408 255-3880 Residents of Blue Hills 19845 Viewridge Drive Saratoga, CA Circular 230 Notice: IRS regulations require us to advise you that, unless otherwise specifically noted, any federal tax advise in this communication (including any attachments, enclosures, or other accompanying materials) was not intended or written to be used, by any taxpayer for the purpose of avoiding tax-related penalties imposed under the U.S. Internal Revenue Code or any other applicable state or local tax law provision; furthermore,this communication was not intended or written to support ~-' the promoting, marketing or recommending of any of the transactions or matters it addresses. This message is intended for the sole use of the individual or entity to which it is addressed, and may contain information that is privileged, confidential and/or exempt from disclosure under applicable law. if the reader of this message is not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. Any document(s) attached to this message is(are) being provided at the client's request and for its convenience. Any such document is a legal document and should not be altered without our knowledge and approval. 9/16/2005 From: Sheila Couch [Sheila.Couch ~ Sun.COM] ~: Thursday, September 15, 200511:44 AM To: City Hall Sub~ct: Kevin Moran Park: I want to help Hello Saratoga City Council, My name is Sheila Moran Couch and I am Kevin Moran's sister. I have been following the controversy surrounding Kevin's parkin the papers, and saw the Mercury News article this morning. I would like to get involved to help drive this controversy to closure in the most fair and positive manner possible. I have personal history with the park's creation as well as have used the park many rimes over the years for family functions. I do not have children in soccer, but, as a basketball parent, understand the importance of organized sports in developing healthy kids. I am a Saratoga resident with children at Foothill, Redwood, and Saratoga High. I work full time for Sun Microsystems as a senior program manager. I have experience with driving customer focused projects to completion, using voice of the customer and hard data (I am Six Sigma trained). Please let me know what the proper engagement procedures are (i.e., come to a meeting, call a point person, or ??). Should you have any questions, please feel free to send me email or give me a call on my cell phone: 408.836.5683. I hope to hear from you on next steps. Best regards, Sheila PS Kathleen King, I met you at the Saraotga Relay for Life; I am your neighbor on Esterlee Avenue. ...~ ' Sheila Couch Sr. Program Manager ,Norkforce Planning ~St Staffing, HR ''Sun Microsystems 408.404.8793 x42078 ,~ Attachment 5 13777 FRL'ITVALE AVENUE • SARATOGA, CALIFORNIA 55070 • (408) $fi8-1200 c0UNC1L MEMBEItB lnco~orated October 22, 1956 September 14, 2005 Dear Sazatoga Resident: Ailean Ka0 Kathleen Kinp Norman Kline Nick Sfreif Ann Walfonsmifh I am writing to let you know that the City Council will be considering two items relating to City pazk use at its upcoming meeting on September 21, 2005. The City Council will be considering a report on Kevin Moran Park and providing direction regazding the composition of the Kevin Moran Pazk task force and the planning process for the pazk. Additionally, under a separate agenda item, the City Council will be considering a report regarding citywide sport field use. If you are interested in either of these issues please attend the September 21 City Council meeting which begins at 7:00 p.m. in the Community Theater at ] 3777 Fruitvale Avenue. If you cannot attend and want to forwazd your comments please email me at jcherbone@saratoga.ca.us. Sincerely John Cherbone Director of Public Works SARATOGA CITY COUNCIL MEETING DATE: September 21, 2005 AGENDA ITEM: ~~ G ORIGINATING DEPT: City Manager's Office CITY MANAGER: ~`/..,1/~~- PREPARED BY: Lorie Tintow, Asst. City Mer. DEPT HEA ; ~- Lorie Tinfow SUBJECT: Village Tree Pruning and Replacement of Decorative Tree Lights RECOMMENDED ACTION(S): 1. Direct staff to proceed with tree pruning and replacement of decorative tree lights, and to complete work before 'Thanksgiving. 2. Determine source of funds to cover costs associated with tree pruning, and installation and maintenance of tree lights. 3. Authorize the City Manager to contract for pruning of street trees in the Village and replacement of decorative tree lights including maintenance for one yeaz for a total not-to- exceed $25,000. REPORT SUMMARY: in 2001, the City Council established and funded an 1conomic Development program. One of the iirst activities to stimulate economic activity in the Village was the installation of decorative lights in the trees that line Big Basin Way. The lights contributed to the festive ambiance of the Village and were widely hailed as a ver}~ successful improvement. 1n 2002, 2003 and 2004, the condition of the lights was reviewed and maintenance measures taken. However, no tree pruning has been performed since the lights were installed because cutting back the tree foliage would necessarily damage the lights. Recently, the City Council, the Sazatoga Village Development Council and others have focused attention on the need for the trees to be pruned and the lights replaced or removed. This project was to be included in the discussion of the Capita] Improvement Program (CIP) originally scheduled for tonight. However, the CIP was moved to October 5. If Council wishes to the have the trees pruned and lights replaced prior to the Holiday Season. direction and funding aze required at this time. Staff has received bids for pruning the trees and replacing the lights, and expects total costs for pruning and light installation will be approximately $21,000. This amount could include the trees along Big Basin Way, Second St., and Third St., and along Saratoga-Los Gatos Road between Big Basin Way and Oak St. Light Installation Costs The contractor counted 92 trees in the Village eligible for lighting and the cost estimates are based on lighting all trees. Total costs could be reduced by lighting fewer trees. At least four options exist for lighting the trees: 1. Tree Trunk Lighting: Wrap each tree trunk with clear mini light strings. Labor and Materials: average cost per tree = $30.00; total $2,760 2. Tree Limb Lighting: Wrap the majority of tree limbs from the upper trunk up to the beginning of the foliage canopy with clear mini light strings. Labor and Materials: average cost per tree = $135.00; total $12,420 3. Tree Foliage Lighting: Instal] mini light strings by gracefully swagging the light strings around the perimeter of the foliage canopy of each tree. Labor and Materials: average cost per tree = $175.00; total $16,100 4. Combination of Option 1 & 2: Option #1 and #2 installed together would achieve the most effective lighting impact (and offers a more manageable maintenance program than Option 3). Labor and Materials: average cost per tree = $165.00; total $15,180 ~-.•' The contractor has offered to install lights in each of the four different ways as samples before a final decision is made on the type of installation. Tota[ Installation Costs: $1, 960-$1 G,100 (one time) Operating Costs Electricity. Staff estimates costs of electricity to light all trees 7 days per week at between $8500 and $10,000 per year. These costs are already included in the budget and would not be additional. However, eliminating the lights could result in a cost savings. Light Maintenance. Tree light maintenance is recommended and the costs vary depending on installation. Staff did not receive this information in lime for the report but will bring a revised cost estimate to the meeting for Council's consideration. Total Unbudgeted Operating Costs: estimates to be provided at the Council meeting 2of3 FISCAL IMPACTS: Staff will provide total cost options prior to, or at the Council meeting. Possible funding sources include the following: Redirect funds targeted for redevelopment feasibility aCliVitleS but left UI]USed When additional work was determined infeasible (balance of $162,000) - Reallocation of undesignated fund balance in the Capita] Improvement Program (CIP) - Council Contingency CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): No changes to the Village trees will occur. ALTERNATIVE ACTION(S): 1. Prune all trees as needed; decorate fewer trees with lights at a per-Vee cost savings. 2. Prune all trees as needed; remove and do not replace the lights. FOLLOW UP ACTION(S): Execute Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None 3 of 3 SARATOGA C1TY COUNCIL ~e~ MEETING DATE: September 2l, 2005 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGER: ~~~ PREPARED BY: Lorie Tinfow. Asst. Cih~ Mar. DEPT HEAD• \ Lone Tinfow SUBJECT: Village Tree Lighting Ceremony RECOMMENDED ACTION(S): Accept report and direct staff accordingly. REPORT SUMMARY: In 2001, the City Council established and funded an Economic Development program. One of the ,,~,- first activities to stimulate economic activity in the Village was the addition of a tree lighting ceremony held on the Friday afrer Thanksgiving in concert with the Village Open House. This ceremony has become an annual event with increasing ariendance each year. However, m the 2005- 06 budget development process, funding for special events and economic development was eliminated. No staff time or funds for advertising, posters. supplies, etc., have been allocated for an event in November 2005. Staff requests direction on Council's intention regarding holding a tree lighting ceremony on Thursday, November 24, 2005, and if the event is to beheld, Council identification of funds to be used for supplies and advertising. In the past, posters were printed and distributed to Village businesses, and advertising space was pwchased in the Saratoga A%ela3 to alert the public of the event. In addition, staff created and distributed luminaries and poincettas around Blaney Plaza, set up public address equipment for the Mayor's speech, and cleaned up the site afterward. Last year. live music was also provided, and staff has been contacted by one entertainer so far who wishes to perform at the event. Approximately $2,000 would be needed for expenses to replicate those previous efforts, in addition to designated staff time. FISCAL IMPACTS: Funding options include the following: Council Contingency CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): .,. Staff will receive no direction related to the tree lighting event at this time. ALTERNATIVE ACTION(S): Do not hold any kind of event. Hold the event without staffprepazation, speeches or advertising. FOLLOW UP ACTION{S): Execute Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None. 2of2 SARATOGA CITY COUNCIL MEETING DATE: September 2], 2005 AGENDA ITEM: ~~ ORIGINATING DEPT: City Manager's Office CITY MANAGER: ~°~ G~-~----- PREPARED BY: Lorie TinfoH~, Asst. City Mar. DEPT HEAD. Lorie Tinfow SUBJECT: Village Task Force Formation RECOMMENDED ACT10N(S): Authorize the creation of the Village Task Force and its proposed composition. REPORT SUMMARY: At the last Council meeting, Council approved moving fora~azd with a strategy to revitalize the ~ Sazatoga Village. The first step in the process is to designate a community group to work ~',°ith the Village Ad Hoc Committee and staffio update the Village Plan. The Village Ad Hoc Committee proposes the formation of a 9-member Task Force composed of the following: • Two council members • Three Village business representatives (property owners and non-property owners) • One representative from the Saratoga Village Developmem Council • One representative from the Plartning Commission • One representative from Chamber of Commerce • One representative from Heritage Preservation Commission Specific community members have been identified by the Ad Hoc Committee to participate and some have been approached to determine their imerest pending Council approval. The group would meet monthly at a time and location to be determined by the members for a period not to exceed one year. We expect to bring an updated plan to Council for considerauon ~~~ithin a-6 months. All meetings would be open to everyone imerested in attending and broad community participation would be encouraged. y'ice'~9avor Norman Kline ~~-ould chair the group. With Council's approval tonight, the first meeting will be scheduled for October FISCAL IMPACTS: No fiscal impacts at this time. Council will be asked for funding once the plan is completed and "` presented for approval. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): A task force would not be created. ALTERNATIVE ACTION(S): Determine not to establish a Village Task Force or to do so in another manner. FOLLOW UP ACTION(S): Execute Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None ....+ 2 of 2 SARATOGA CITY COUNCIL AGENDA ITEM: MEETING DATE: September 2l, 2005 7 ~,/ s~-/ L~----- ORIGINATING DEPT: City Manager's Office C1TY MANAGER: '~ EPT HEAD: PREPARED Y: SUBJECT: City Contribution Toward Hurricane Katrina Relief and Recovers Actions RECOMMENDED ACTION: Accept report and direct staff accordinely. REPORT SUMMARY: On September 7, 2005, the City of San .lose. the Santa Clara County Board of Supervisors. and the Santa Clara Valley American Red Cross asked the'.vlayors and Cit`~.'vlanagers of every City in the County to attend a meeting to discuss the region's response to the Hurricane Katrina disaster relief and recovery efforts Councilmember .Aileen Kao represented Saratoga at the meeting. At that time, each City was asked to consider contributing 5.50 per capita to a fund designed to offset costs associated ~yith housine and other evacuee needs The Red Cross can provide support services for the first 60-90 days but will need help beyond that timeframe. As of this week, the County Office of Emergency Sert'ices reported more than 180 "spontaneous" evacuees have arrived in Santa Clara County. ("Spontaneous" refers to those who make their way to an area outside of the official FE'`1A relocation activities.) The City of San Jose and the County Board of Supers isors have recently donated 5500.000 each (approximately $0.50 per resident) for this relief effort. So far the City of Cupertino has approved 525,000, City of Monte Sereno 52.500. and the City of Campbell has agendized this topic for their October A, 2005 City Council meeting. Using the ratio proposed by San .lose and the County. the City_ of Saratoga's share would be approximateh' $15,000: this amoum ~a ould be donated to the Santa Clara \'a]]ey .American Red Cross. FISCAL IMPACTS: The City Council could appropriate funds from C ouncil Com ingenc~~: Currem )'TD Balance Budget Revised Account lse of Funds Budget Expenses Available Revisions Budget dumber c Council Contingency S PO.000 S - ~ ~~.~~~~~~ l7`~i~<~~! •` =`.~~~~~ 001-]OOP-Pl7-P000 Support to Outside Agencies - 000 ~ 1 ` c ] ` OOU 001-'0?0-P~2-nete~a Hun'icane Katrina S - 5 - ~ . . Total L'se of Funds S 50.000 S - S 50.000 5 - ~+ 50,000 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Saratoga would not contribute at this time. ALTERNATIVE ACT10N: 1. Council could opt not to participate in the local relief and recovery efforts. 2. Council could direct staff to amend the resolution in order to contribute an alternate amount. FOLLOW UP ACTION: Execute Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A -Memo from the City of San .lose Attachment B -Hurricane Katrina Fact Sheet `~"~ Attachment C -Letter from Cit\~ of San .lose, American Red Cross. and the County- Board of Supervisors Attachment D -News Update from the American Red Cross Attachment E -Resolution 2 of 3 RESOLUTION NO.OS- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING A BUDGET INCREASE OF $]5,000 FOR HURRICANE KATRINA RELIEF EFFORTS FUNDED BY A REDUCTION IN THE CITY COUNCIL CONTINGENCY BUDGET OF $]5,000 WHEREAS, the on September 7.2005 the City of San .lose. the Santa Claza County Board of Supervisor, and the Santa Clara Valley American Red Cross called upon the cities in the County of Santa Claza to join them in discussing Hurricane Katrina disaster relief efforts; and WHEREAS, The City of San .lose and the Santa Clara County Boazd of Supervisor are working together to respond to requests from the stated and federal governments to prepare for receiving evacuees; and WHEREAS, this group is appealing to all cities in Santa Clara County to join them in assisting this relief effort by contributing 50.50 per resident to the American Red Cross to support relief and recovery assistance locally; and WHEREAS, the City Council acknowledges that Hurricane Katrina devastated communities beyond our comprehension. This disaster has affected hundreds of thousands of people who have suffered the loss of their homes, their communities. and their loved ones; and ~ WHEREAS, it is the Council's desire to appropriate 515.000 to the Santa Clara Valley American Red Cross from the Council's Contingency account. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sazatoga hereby authori2e the appropriation of 515,000 to be used by the by Santa Clara Valley American Red Cross for Hurricane Katrina relief and reco. ery effons. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 2 ] s' day of September 2005 by the following vote: AYES: NOES: ABSENT: ABSTALN: ATTEST: Cathleen Boyer, City Clerk Kathleen'~~. King. ~9ayor 3of~ CounciUAgeocy Item: W ,"~ City CouneWAEency Date: September 13, 2005 crrv ~ ~- ~~ JosE GM111L d' S~1.ICON vnLLEY Memorandum TO: City Council SUBJECT: Hurricane Katrina Relief and Recovery Actions APPROVED FROM: Mayor Ron Gonzales Vice Mayor Cindy Chavez, Councibncmber Nora Campos D~TE: September 9, 2005 9/4/as RECOMMENDATION " In response to the Hurricane Katrina disaster, we recommend that the City Council approve the following actions: 1 Donau up to $500,000 (approximately 50.50 per San Jose resident) to the Santa Clara Valley Red Cross to support relief and recovery assistance locally. Ibis funding commitment sbould be connected to the opening of a local evacuee assistance and recovery center, or in meeting the needs of registered FEMA evacuees arriving in San Jose. This contribution should be held in a designated fund for the local Rcd Cross to be used when their local funds for this purpose have been exhausted. We also recommend that the Santa Clara Valley Red Cross track how these funds are used to benefit evacuees of the Gulf Coast hurricane disaster and report regularly to the City. 2. Encourage ow neighboring commumtus throughout Santa Clara County along with the County of Santa Clara to join us in contributing to the relief effort by donating a similar amount per resident to the Santa Clara Valley Red Cross local Hurricane Katrina relief effort. 3. Direct the City Manager to expand the City's Mili ~ N tional Ggr~t or Reserv to employees who are called up and deployed through assist with Hurricane Katrina recovery and relief efforts. 4. Direct the City Manager to send additional public safety personnel as requested by Fi"sMA to assist with rescue and recovery eH'orts in the Gulf Coast region. Resowces deployed sbould be based on specific requests from FEMA, through the State of California or the activation of mutual aid plans. 5 skilled to respond and ass s with recoveryaanpd reburladmgrt t~ frts mtibe Gulf Coast, Hurricane Katrina Relief and Recovep 8 2 of 5 ~...- based on FEMA emergency response needs and requests through appropriate professional associations. The City Menaces ~ulskills who might be esilableeforr and the City Attorney to idwtify emp oy such services. 6. Direct the City Manager to report back to the City Council in one week with an initial cost astoessment for carrying out items 4 and 5, with a recommendadoa for funding for the City Council to consider. ~ !,L Hurricane Katrina devastated communities beyond our comprehension. This disaster has affected hundreds of thousands of people wbo have suffered the loss of their homes, their communities, end their loved ones. The immense damage toll of injury, death, and displacement is orily beginning to be counted, but we know that it will touch aU Americans for months and years. Every community in our nation has the responsibility to respond with generous support and resources to help relief, recovery, and rebuilding. If such a disaster were to occur here, we too would call upon the nation and other cities for help, and we are confident Americans would respond without hesitation to our pleas for relief and reconstruction. Our recommendations, therefore, are a fast step in our obligations to aid our neighbors who may be thousands of miles from us, but whose hearts and needs arc really only next `i..- door. San Jose should not hesitate to assist the people of New Orleans and the Gulf Coast. State and federal governments have already asked the nation's cities to prepazc for receiving evacuees, and San JosE and Santa Clara County are prepazed to respond. We have committed to welcome 100 evacuees initially, and the City is working with the County, Red Cross, and San Jose State University to organize housing and support services for individuals and families who might be arriving in the South Bay (see attachment). The university armounced this week that it would make former student housing available for interim shelter for evacuees. Details about when people might arrive in San lose and California are still not known. FEMA has asked states and communities to stand by if and when local assistance for evacuees might be needed. if requested, we will welcome additional evacuees into our community. In addition, we have City employces with valuable skills that will be needed for relief, recovery, and rebuilding. The intent of our recommendations is to treat our employees involved in post-hurricane efforts in a similaz way to those wbo are called up to active military duty under our Military Leave Program. San ]osf has already sent fire department specialists to assist with seazch and rescue in the Gulf Coast area through the California Urban Seazch and Rescue program sponsored by FEMA. Other city employees have also been deployed through FEMA. As we identify opportunities for city personnel and resources to assist with FEMA requests, we will be ready to respond and support our employees. Hurricane Kstrina Relief snd Recovep 8 3ruf 5 Finally, we recognize and thank the County of Santa Clara snd the local Red Cross for "~ their immediate leadership in this regional relief effort. In particular, we would like to thank Board Chair Liz Kniss, County Executive Petc Kuhas, Red Cross CEO Lorraine Zippiroli, San Jose State University President Don Kassing, and Volunuer Center of Silicoa Valley Executive Duector Stephen T. Quigley, Jr. for their partnership and commitment. We have also called on the mayors of other cities in the county to join us. This is an excellent opportunity to demonstrate how well our region can work togetber to respond in a time of disaster and to prepare for emergencies that may come. Hurricane Katrina ReUef and Recovepage 4 of S Attachment Recovery Center Services Con unity OrQanizat' Santa Clara VaUev Red Cross • Leading recovery efforts on behalf San Josf and Santa Clara County • Coordinating the Recovery Center www santaclatavallcv.redcross.ora or call (408) 577-1000. Volunteer Center of SiUcon Valley Commonlty Agencies Disaster Response Effort (CADRE) • 22 local community based organiTations working as a network to provide services t0 V1ChIIIS. Organizing welcome packets for victims when they arrive that provide initial needed necessities. tom,,,, . Coordinating community offers of supplies, shelter, and volunteers www.vcsv.us or call (408) 247-1126 Federal Emergency Management Agency • "Tele-registration" for victims - (800) 62]-3362 Cifii of San Josh Customer Service Call Cen[tr • prepared with agency referral information for persons that have arrived in San Jose independently Cal] (408) 535-3500 Mineto San Jose International Airport • One of three "points of entry" for evacuees coming to California (other two are San Francisco and San Diego • Prepared to welcome evacuees in coordination with the Red Cross. Housing Department • Coordinating available affordable housing in San Jose for long-term housing needs ~ partnership with County of Santa Clara. pursuing federal rental assistance funding and clarification of eligibility. Hurricane Katrina Reliet and Recovep B 5 of 5 Parks Recreation and Neiehborhood Services • Offering animal services to victims with pets. oath services o rtunities • Coordinating family services including child care, y PPo and aRer school services. Police, Fire and Emergency Services • San Jose Police Departrnent in partrrership with San Jose State University Police Department will provide security services at Recovery Center. • San lose Fire Department will respond to fire and medical emergencies as needed. • San Jose Office of Emergency Services is working in partnership with the County Office of Emergency Services to assist the Red Cross in planning and coordinating with state and federal agencies. C_ ounty of Santa Clara • Offering Social Services, Mental Healtl-, Housing, Public Health, and Emergency Services to victims. • Provide expedited eligibility for public benefits. • Mental health scrcening and counseling. • Public health screening for disease and Valley Medical Center will provide medical services and treatment. • Office of Affordable Housing partnering with San Jose Housing Dept. to 5nd permanent housing for evacuees. San Jose State Universih~ • Providing interim Lousing for disaster victims at former student housing. • 53 two-bedroom units witL kitchen available for initial placement until long-term Lousing is assigned. Santa Clara County Office of Education Coordinating school regrstraUon tLrougbout the County and all school districts in the region. • Offering children packets with games, coloring books and otter activities. • Santa Clan County Office of Education Head Stan Program will provide many services as well, including child care • www scco_ e_ k12.ca.us or cal] (408) 453-6500. Sants Clara Valley Transaortstion AeencY • Providing free bus and light rail passes to victims. • Coordinating free transportation from the San Jose Mineta International Airport to San Jose State University. ~~~ FEMA F1~ND SEA EMERGENCY DECLARATIONS FOR SHELTERING EVACUEES States that receive evacuees from aeeas impacted by Hurricane Katrina may request an emergency declazation under Section 501 of the Stafford Act to seek reimbwsement for costs related to sheltering operations. States and local governments can conduct shehering operations or may contract with other sheltering providers for these services. States and local governments' costs. including contract costs. aze eligible for emimbwsement. After the President declares an emergency. FEMA deploys staff to the states to assist them in preparing their requests for reimbursement. States or local governments will be the applicants for all sheltering activities in thew respective states. Eligible costs include: + Transportation - From the impacted areas to the receiving state (i.e., planes. trains. busses. ambulances. etc.) - Frog, the central location in the receiving state to the shelter sites - Fron; the shehers in the receiving state to family or 5-iend in other locations • Labor Cost - Overtime for regular staff - Reeular and overtime for extra hires - Contract costs - Ove;-tithe for bachfill for transferred regular staff + Shelter Operating Costs - '\~odifications to shelter buildings including addition of recreation equipmem - Supplies (e.g.. food. ~a ater. cots. blankets. etc.) - Janitorial sen'ices - '~~edical staff for emergency Gaze, including menial health - Secarit~- OE'4A~~A',. F tl Gt i ~i r Sri ~ ~2\~~F 1C{~~ANa'yECfi EMERGENCY DECLARATIONS FOR SHELTERING EVACUEES • Sheltering of evacuated hospital patients -Operating costs such as administration and other services not including medical treatment • Schools - Temporary classrooms, including fumitwe - Mental health care - Extra costs of securit~~ at schools - Transportation from shelters to schools Shelter/Transitional Housing - Lease for apartments, hotels or motels for up to ] 2 months - Reasonable costs for food for evacuees in facilities without kitchens, if contracted for by state or local governments - Furnitwe (rental: purchase) for rental units Emergency Operation Center Costs - Overtime for force account labor - Contract Labor costs and extra hires Emergency Medical Care - Firs aid assessments. medical referral. medication. vaccinations, eu. at shelters - Emergency medical treatmem at acute care facilities • lneligible Costs - Long-ienn housing - Lo.;g-term provision of increased governmental services - Debris remo~ a] - Permanent repair of structures - Reeular time for force account labor ~--- CITY OF >l` i s~ JosE CAPITAL OF SILICON VALLEY September 12, 2005 Deaz Santa Clara County Mayor, nn ~~~~ On behalf of the City of San JosE, the Santa Clara County Board of Supervisors, and the Santa Clara Valley American Red Cross, we thank you for attending Wednesday night's meeting to discuss our region's response to the Hurricane Katrina disaster relief efforts. W'e appreciate your time and willingness to meet so quickly to discuss this important issue affecting the lives of so many of our fellow Americans. As we explained at the meeting, San JOSE and the County are working together to respond to requests from the state and federal governments to prepare for receiving evacuees if that becomes necessary. Our partnership with the City of San ]osE, County of Santa Claza, Santa Clara Valley American Red Cross. and San Jose Stale University has committed to take 100 people initially. These agencies aze organizing housing and support services for individuals and families who aze already arriving here on their own to live with relatives or friends or through FEMA transferring evacuees directly from the Gulf Coast region. The Red Cross is opening the Recovery Center this week, and we will be ready if FEMA sends evacuees to California. At this time we still do not know when or if FEMA will be sending evacuees to California, but when they do, we will be ready. We aze appealing to al] cities in Santa Claza County to join us in assisting this relief effort, and we aze asking that each city donate financially to the Santa Claza Valley American Red Cross. This funding commitment should be contingent on the opening of a local evacuee assistance and recovery center, or in meeting the needs of FEMA registered evacuees who aze arriving in San Jos@ on their own. On Tuesday, September 13, the San Jos€ City Council will consider the Mayor's recorrtrnendation to donate $SOQ,000 (approximately $0.50 per resident) for this relief effort. The Santa Clara County Board of Supervisors also will be discussing the feasibilih~ of donating funds at its next meeting on ?uesday. September 13, 2005. As a region, we can make a difference for families that have faced unthinkable persona] and corrrmunit7 loss. Please contact our offices at the numbers listed below if you have any questions about this effort and to shaze with us your community's plan to respond to our request. Thank you again for taking the time to come together as a region in the wake of this national disaster. Sincerely ~ ~~. ~ ~5~ Ron Gonzales Lorraine Zippiroli Liz Kniss Mayor CEO Santa Claza Valley Chair. Santa Claza County American Red Crosc Boazd of Supervisors 1408) 535~82q (408) 577-1000 x408) 299-5050 cc: San JosE City Council Santa Claza County Boazd of Supervisors Del Borgsdorf, City Manager. City of San Jose Pete Kuvas. Jr.. County Executive. Santa Clara Counn CITY OF ~~~~~~ SAN JOSE CAPITAL OF SILICON VALLEY ~~n Bartle Clara \IaMey ~~m NEWS UPDATE For Immediate Release: September 7, 2005: 4:00 p.m. contact: David Vossbrink, (408) 535-4840 Mavor's Office Gwen Mitchell, (408) 299-5] l9 Counh~ of Santa Clara Cynthia Shaw, (408) 666-6857 (cell) Amercau Red Cross Santa Clara Valley Santa Clara Valley Partnership Ready to Open "Recovery Center" for Arrival of Hurricane Victims Interim housing to be available at San Jose State University if needed State and federal governments aze asking the nation's cities to prepare for receiving evacuees from the region devastated by Hurricane Katrina. Details about when people might arrive aze still not known. FEMA has asked states and communities to be ready on stand-by if and when local assistance for evacuees might be needed. • San Jose has committed to take 100 people initially, and is working with the County of Santa Claza, the local chapter of the Red Cross. and San .lose State Lniversity to organize housing and support services for people who will be arriving in the South Bay. ^ San Jose State University announced today that it would make former student housing available for interim shelter for evacuees arriving in San .lose. The 53 units are in the former "Spartan Village" complex south of campus. and have been decommissioned by the university. ^ The Santa Clara Valley Chapter of the American Red Cross is the lead local agency for coordinating services to hurricane victims. Al] Red Cross disaster assistance including shelter, food, wtmseling and other is free. made possible by voluntary donations of time and money from the Silicon Valley communit.. ^ For more information about disaster preparedness. heahh and safety classes. colurneer opportunities, and financial contributions. go to `a ~a~s.santaclara~ alien .redcross.ore or call (408)577-1000. /more) Santa Clara Valley Partnership to Aid Hurricane Evacuees Recovery Center Services Community Or¢anizations Santa Clara V alley Red Cross • Leading recovery efforts on behalf San Jose and Santa Clara County • Coordinating the Recovery Center • www santaclaravallev.redcross.ora or cal] (408) 577-] 000. 2.2-2 Volunteer Center of Silicon Valley Community Action Disaster Response Effort (CADRE) • 221oca1 community based organizations working as a network to provide services to victims. • Organizing welcome packets for victims when they arrive that provide initial needed necessities. • Coordinating community offers of supplies, shelter, and volunteers • www.vcsv.us or call (408) 247-1 ] 26 Federal Emergency Management Agency • "Tele-registration" for victims - (800) 621-3362 ~' City of San Josh Customer Service Call Center • Prepazed with agency referral information for persons that have arrived in San Jose independently • Call (408) 535-3500 Mineta San Jose International Airport • One of three "points of entry" for evacuees coming to California (other two aze San Francisco and San Diego • Prepazed to welcome evacuees in coordination with the Red Cross. Housing Department • Coordinating available affordable housing in San .lose for long-term housing needs in parrnership with County of Santa Claza. • Pwsuing federal rental assistance funding and clarification of eligibility. Parks, Recreation and Neighborhood Services • Offering anima] services to victims with pets. • Coordinating family services including child Gaze, youth ser~~ices opportunities and after school services. ~-' (more] Santa Clara Valley Partnership to Aid Hurricane Evacuees 3-3-3 Police, Fire and Emergence Services • San Josh Police Department in partnership with San Jose State University Police Department will provide security services at Recovery Center. • San Jose Fire Department will respond to fire and medical emergencies as needed. • San Jose Office of Emergency Services is working in partnership with the County Office of Emergency Services to assist the Red Cross in planning and coordinating with state and federal agencies. County of Santa Clara • Offering Social Services, Mental Health, Housing, Public Health, and Emergency Services to victims. • Provide expedited eligibility for public benefits. • Mental health screening and counseling. • Public health screening for disease and Valley Medical Center will provide medical services and treatment. • Office of Affordable Housing partnering v~~ith San .lose Housing Dept. to find permanent housing for evacuees. San Josh State University • Providing interim housing for disaster victims at former student housing. • 53 two-bedroom units with kitchen available for initial placement until long-term housing ,~, is assigned. Santa Clara County Office of Education • Coordinating school registration throughout the County and all school districts in the region. Offering children packets with games, coloring books and other activities. www.sccoe.k; 2.cn.ns or call (408) 453-6500. Santa Clara Valley Transportation Aaencv • Providing free bus and light rail passes to victims. • Coordinating free transportation from the San .lose Mineta International Airport to San Jose State University. ~ r ~ RESOLUTION NO.OS- ''~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING A BUDGET INCREASE OF 515,000 FOR HURRICANE KATRINA RELIEF EFFORTS FUNDED BY A REDUCTION IN THE CITY COUNCIL CONTINGENCY BUDGET OF $]5,000 WHEREAS, the on September 7, 2005 the City of San Jose, the Santa Clara County Boazd of Supervisor, and the Santa Claza Valley American Red Cross called upon the cities in the County of Santa Clara to join them in discussing Hurricane Katrina disaster relief efforts; and WHEREAS, The City of San Jose and the Santa Claza County Boazd of Supervisor aze working together to respond to requests from the stated and federal governments to prepare for receiving evacuees if that becomes necessary; and WHEREAS, this group is appealing to all cities in Santa Clara County to join them in assisting this relief effort by contributing 50.50 per resident to the American Red Cross to support relief and recovery assistance locally; and WHEREAS, the City Council acknov.ledges that Hurricane Katrina devastated communities beyond our comprehension. This disaster has affected hundreds of thousands of people who have suffered the loss of their homes. their communities, and their loved ones; and WHEREAS, it is the Council's desire to appropriate 515.000 to the Santa Clara Valley American Red Cross from the Council's Contingency account. NOW, THEREFORE, BE I7 RESOLVED, that the City Council of the City of Sazatoga hereby authorize the appropriation of 515,000 to be used by the by Santa Clara Valley American Red Cross for Hurricane Katrina relief and recovery efforts. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 2151 day of September 2005 by the following vote: AYES: NOES: ABSENT: ABSTAIN Kathleen'vl. King. \4ayor ATTEST: of 4