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HomeMy WebLinkAbout05-07-2002 Adjourned City Council MinutesMINUTES SARATOGA CITY COUNCIL ADJOURNED MEETING SARATOGA BUSINESS DEVELOPMENT COUNCIL FINANCE COMMISSION MAY 7, 2002 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 6:00 Vim. Conference With Legal Counsel -Existing Litigation: (Government Code section 54956.9(a)) City of Saratoga v. West Valley-Mission Community College District (California Court of Appeal, Sixth Appellate District No. H022365) MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Mayor Streit reported there was Council discussion but no action was taken. The City Council of the City of Saratoga met in a scheduled Adjourned City Council Meeting on April 23, 2002 at the Adult Care Center, 19655 Allendale Avenue. Mayor Streit called the Adjourned City Council meeting to order at 7:05 p.m. and requested Dave Anderson, City Manager, to lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Stan Bogosian, John Mehaffey, Ann Waltonsmith, Mayor Nick Streit ABSENT: Vice Mayor Evan Baker ALSO Dave Anderson, City Manager PRESENT: Lorie Tinfow, Assistant City Manager Cathleen Boyer, City Clerk Jesse Baloca, Administrative Services Director Danielle Surdin, Economic Development Coordinator REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MAY 7.2002 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 7, 2002 was properly posted on May 3, 2002. Mayor Streit requested that the Council add an emergency item to tonight's agenda in regards to the purchase of property located on 19484 Prospect Road. WALTONSMITH/MEHAFFEY MOVED TO ADD AN EMERGENCY ITEM TO THE AGENDA. MOTION PASSED 4-0-0-1 WITH BAKER ABSENT. COMMUNICATIONS FROM PUBLIC No one requested to speak at tonight's meeting. COUNCIL DIRECTION TO STAFF None JOINT MEETING WITH SARATOGA BUSINESS DEVELOPMENT COUNCIL SBDC Mayor Streit welcomed the Saratoga Business Development Council. 1. Danielle Surdin, Economic Development Coordinator/ Staff Liaison introduced the following SBDC members: Marylyn White, Chair and Dick Wood. Mr. Wood stated that SBDC has been an excellent way for people to come together as a forum of residents, merchants, business owners and city officials. Councilmember Bogosian asked if the SBDC meetings are open to the public. Chair White responded yes their meetings are open and public. Marilyn White, Chair/SBDC presented the SBDC's report. Chair White noted that she would be discussing the following topics: • SBDC Mission Statement • Background • SBDC today • Future Goals Chair White read SBDC's Mission Statement as follows "SBDC provides a regular and informal forum for business owners, residents, city officials, and other interested parties to meet and discuss Saratoga business issues including promotional ideas and retention outreach". City Council Meeting 2 May 7, 2002 Chair White noted that former Mayor, Don Wolf in November 1994, created SBDC Chair White informed the Council of the following projects SBDC is responsible for: • Farmers market • Directional signs (winery, parking, brown directional signs) • Team Saratoga • Hiring of Economic Development Coordinator • News racks • Co-op ads in Saratoga News Chair White stated that most recently SBDC has: • Taken an active role in the Village Beautification implementing such items as: o Decorative lighting, o Benches and trashcans 0 1St tree lighting ceremony • Gateway Improvement Project • Co-Op ads in summer concert program • Downtown parking study • Creation of a marketing brochure Chair White stated some future goals of SBDC as follows: • Providing input in the business attraction process and helping to define desired business mix • Helping to retain existing business • Initiate more outreach to home-based businesses • Increase sales tax • Utilizing the history of Saratoga as a promotional tool for prospective visitors • Development of a historical walking tour Councibnember Waltonsmith noted that sometimes there is not a lot on the agenda at the SBDC meetings, but the meetings are held regularly which helps build a coalition between people so when a problem does comes up everyone knows each other and the problem can be addressed and solved faster. Mr. Wood stated that the SBDC is made up of a diverse group of people with a strong core. Councihnember Waltonsmith asked if their website is up and ruining. Coordinator Surdin noted that SBDC has a few pages on the City's website listing such things as: the wineries, lease space, and a promotional section for SBDC. Coordinator Surdin noted that future items such as: things to do in Saratoga and a shipping guide should be available soon. Councilrnember Mehaffey asked how the SBDC and the Chamber are alike and different. City Council Meeting 3 May 7, 2002 Chair White noted that most of the SBDC members are also members of the Chamber of Commerce. Chair White noted that she does not see a conflict between the Chamber and SBDC. Chair White noted that the two groups are different for example, the Chamber brings people from neighboring cities and they have about 350 members. Chair White stated she feels the Chamber is doing an excellent job. Mayor commended the work the SBDC has done over the years. Mayor Streit thanked the Saratoga Business Development Council for attending tonight's meeting. OLD BUSINESS (continued from 05/01/2002) 3. SARATOGA LIBRARY BUDGET UPDATE STAFF RECOMMENDATION: Authorize staff to cover additional costs and increase contract related to the Temporary and New Library. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow explained that staff is requested that Council approve the following: 1. Authorize an additional charge of $3,000 to be paid to Field Paoli for which the City will be reimbursed by Thompson Pacific for redesign costs associated with a material substitute 2. Authorize an increase to contract with William Scotsman in the amount of $1750 for the upgrade of commodes at the Temporary Library 3. Authorize staff to expend up to $20,000 for utility trenching, disconnection and reconnection costs associated with the Temporary Library resulting from the expansion of sacred heart Church Councilmember Bogosian asked staff if the City Attorney has reviewed the original lease agreement. Assistant City manager Tinfow responded that the City Attorney has review the lease agreement and stated that the lease is vague enough that the City could challenge the Church's request, but he was unsure how contentious the Council wanted to be with the Church. Councihnember Bogosian stated that he would agree to splitting the cost of the under grounding with the Church. Councilmember Bogosian stated when the City negotiated the lease with the Church for the Temporary Library the Church knew exactly where their new building was going to be built. Councilmember Waltonsmith noted that she supported the recommendations staffhas presented to Council this evening and does not want to have bad feelings with the Church. City Council Meeting 4 May 7, 2002 Mayor Streit noted that the Church have been very good neighbors through this whole project. MOVED TO AUTHORIZE AN ADDITIONAL CHARGE OF $3,000 FOR REDESIGN COSTS ASSOCIATED WITH A MATERIAL SUBSTITUTE, AUTHORIZE AN INCREASE TO CONTRACT WITH WILLIAM SCOTSMAN IN THE AMOUNT OF $1750 FOR THE UPGRADE OF COMMODES. AUTHORIZE STAFF TO EXPEND UP TO $20.000 FOR UTILITY TRENCHING, DISCONNECTION AND RECONNECTION CO5TS. MOTION PASSED 3-1-0-1 WITH BOGOSIAN OPPOSING AND BAKER ABSENT. Mayor Streit welcomed the Finance Commission. JOINT MEETING WITH FINANCE COMMISSION 2. Jesse Baloca, Administrative Services Director, introduced the following Finance Commissioners: Chuck Swan, Chair, Richard Allen, Emily Garbe, Sam Ochi, and Alex Tennant. Director Baloca noted that Commissioner Jim Hughes had a prior commitment and was unable to attend tonight's meeting. Chuck Swan, Chair/Finance Commission, presented report. Chair Swan read the Commission's Mission Statement as follows "To advice the City Council on matters relating to the finances of the City including budgets, financial reporting, financial procedures and controls, resource preservation and asset utilization". Chair Swan explained the Finance Commission has been charged with: • Reviewing the City's annual audits • Reviewing City's budget process • Make comments and/or recommendations to Cit council • Other tasks assigned by the City Council • Review and comment on management letter for m independent auditor Review annual budget • Monitor infrastructure physical inventory relating to GASB345 implementation Review and comment of City's Comprehensive Annual Financial Report • Review and comment on sections of the revised Finance Policies and Procedures manual (which has been in the process for a year and a half) • Review and comment on City's and Library Fund's investment strategies • Recommended and implemented City's first capital budget • Coordinate with Citizens Oversight Committee (one Finance Commissioner will be attending COC meeting on a regular basis to keep the Finance Commission up to date on the Library Project) City Council Meeting r, May 7, 2002 Councihnember Waltonsmith noted that she appreciates the Finance Commission initiative to interact with the COC. Chair Swan noted that after Assistant City Manager Tinfow and a member of the COC came to a Finance Commission meeting and brought the Commissioners up to date on the Library Project, the Commission was pretty comfortable. Commissioner Allen noted that he was the appointed Commissioner to attend the COC meetings, and the first meeting he will attend is on May 13, 2002. Chair Swan explained the Finance Commission's activities planned: • Develop metrics for City • Complete Finance Policies and Procedures Manual Update • Review budget format with goal of making it more accessible • Review audit process and preliminary financial statements for FY 01-02 Chair Swan noted that that was the end of his presentation and the Commissioners were available for questions. Mayor Streit asked if the Commission had any comments on the proposed budget. Chair Swan noted that the Commission had four areas of concern: • Presentation • Optimistic revenue projections • Optimistic cost reductions • Pie charts Chair Swan discussed the Finance Commission's recommended changes and noted that for the most part they approved the draft budget. Mayor Streit thanked the Finance Commission for attending tonight's meeting. 4. CHAMBER OF COMMERCE AGREEMENT OPTIONS STAFF RECOMMENDATION: Accept report and direct staff accordingly. Dave Anderson, City Manager, presented staff report. City Manager Anderson explained that on May 1, 2002 Councilmember Bogosian requested that this item be re-agendized to seek specific direction from the City as a whole concerning discussion topics addressed at the Apri123`d Council meeting. City Council Meeting 6 May 7, 2002 City Manager Anderson stated that Councilmember Bogosian asked for clear and unambiguous direction from Councihnembers to facilitate discussion between the Council Subcommittee chosen to meet with representatives of the Chamber of Commerce to develop a draft agreement. Clarification is requested in the following areas 1) Length ofterm, 2) Open meetings requirement, 3) Council representation on Chamber Board, and 4) Reporting requirements. Councilmember Bogosian asked that each Councihnember state their position on each of the items of concern. Mayor Streit stated that he supports the phase out but feels Celebrate Saratoga is an important event for the City of Saratoga and should have a separate agreement. Councilmember Bogosian concurred with Mayor Streit on the 36-month phase out proposal and in regards to Celebrate Saratoga the City should negotiate a fee for service and require the Chamber to provide the City a complete accounting of all costs. Referring to the adjourned City Council meeting held on February 12, 2002 Councilmember Waltonsmith noted that she feels the offer made by Michael Fox, Chair Elect of the San Jose/Silicon Valley Chamber of Commerce, to take over the Saratoga Chamber of Commerce is a good idea. But, Councilmember Waltonsmith noted that if she doe not receive support from her colleagues then she would support the proposed 36-month phase out. Councilmember Mehaffey stated that he supports the proposed phase out for monetary contributions, but feels the City still needs to interact, communicate, and cooperate with the Chamber. In regards to Celebrate Saratoga, Councilmember Mehaffey stated that the City should continue to support the event on a contract basis. In regards to open meetings, Councilmember Mehaffey noted that he encourages the Chamber Board to have open and public meetings, but when the City is no longer involved, the City cannot make them have open meetings. Councilmember Waltonsmith stated that as long as the City is involved with the Chamber their meetings should be open and public. Councilmember Waltonsmith noted that open and public meetings should be in the contract and the Chamber should consider the City as a member. Councilmember Bogosian stated that open and public meetings should be required except for personnel and lawsuit matters. Mayor Streit stated that as long as the Chamber is using a City owned building for $1.00 a year all of their meetings should be open and public. In regards to Council representation on Chamber Board, Mayor Streit sited the Hakone Foundation agreement, in which two Councilmembers sit on the Executive Board until the Foundation is on their own. Mayor Streit stated that at least one Councilmember should be the Chamber Board. City Council Meeting '] May 7, 2002 Councilmember Bogosian noted that he concurred that once the City has no ties to the Chamber then the City does not have to be on their Board. Councilmember Waltonsmith concurred with her colleagues. Councilmember Mehaffey stated he feels the City should be on the Chamber Board even if with the proposed 36-month phase out. Councilmember Mehaffey stated that representation on the Board would keep the lines of communication open. In regards to reporting requirements, Councilmember Mehaffey indicated that he feels that their services should be based on what is good for the City and if it the services benefit the City. Councilmember Waltonsmith stated that she wants to know what services does the City receive from the Chamber. Councilmember Waltonsmith stated that performance criteria should be clearly laid out in the agreement. Councilmember Bogosian stated that the Chamber should be accountable for the level of service the City contracts for. Councilmember Bogosian noted he would support specific language in the agreement listing all of the services the City wants. Mayor Streit stated he supports fee for service not performance based. Councilmember Mehaffey stated that accountability is the key. Councilmember Bogosian thanked his colleagues for their input. EMERGENCY ITEM 19848 PROSPECT AVENUE PURCHASE AND ESCROW Dave Anderson, City Manager, stated that staff needs Council's approval on the following items: 1. Authorization to execute property purchase agreement subject to complete review by City Attorney 2. Approval of a 3% deposit in the amount of $135,000 and an appropriation of funds from unallocated reserves 3. Approval of appointment of Wayne Haraguchi as Agent of Record WALTONSMITH/MEHAFFEY MOVED TO AUTHORIZE CITY MANAGE TO EXECUTE PROPERTY PURCHASE AGREEMENT FOR THE PROPERTY LOCATED AT 19848 PROSPECT ROAD. MOTION PASSED 4-0-0-1 WITH BAKER ABSENT. Ciry Council Meeting g May 7, 2002 WALTONSMITH/MEHAFFEY MOVED TO APPROVE CHECK REQUEST AND APPROPRIATION OF FUNDS FROM UNALLOCATED RESERVES IN THE AMOUNT OF $135,000.00. MOTION PASSED 4-0-0-1 WITH BAI{ER ABSENT. MEHAFFEY/WALTONSMITH MOVED TO APPOINT WAYNE HARAGUCHI AS AGENT OF RECORD. MOTION PASSED 4-0-0-1 WITH BAKER ABSENT. CITY COUNCIL ITEMS Referring to recent comments, from Don Whetstone/Saratoga resident, in regards to his concerns of the Conditional Use permit issued to the Saratoga Fire District, Councihember Waltonsmith asked that the Community Development Director, Tom Sullivan be directed to conduct a full review of their permit. Councilmember Bogosian noted that he supports Councilmember Waltonsmith's request. Councilmember Mehaffey stated that he recently had a resident approach him in regards to the feasibility of installing an electric vehicle charging station. Councilmember Mehaffey stated he discussed the costs with the resident and found out that the Bay Area Air Quality would subsidize the cost. Councilmember Mehaffey requested that this item be agendized for a future Council meeting. Councilmembers Bogosian and Waltonsmith both supported Councilmember Mehaffey's request. OTHER None CITY MANAGER'S REPORT None ADJOURNMENT There being no further business, the Mayor declared the meeting adjourned at 8:35 p.m. City Council Meeting g May 7, 2002