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HomeMy WebLinkAbout03-19-2003 City Council Agenda PacketAGENDA REGULAR MEETING SARATOGA CITY COUNCIL MARCH 19, 2003 OPEN SESSION - 3:40 P.M. ADMINISTRATIVE CONFERENCE ROOM -13777 FRUITVALE AVENUE COMMISSION INTERVIEWS 1. 3:40 p.m. 2. 4:00 p.m. 3. 4:20 p.m. 4. 4:40 p.m. 5:00 Stephen Gou Michael Schallop Lino Martire Cynthia Barry Discussion CLOSED SESSION- 6:00 P.M. -ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE ANNOUNCEMENT OF CLOSED SESSION ITEMS CALL MEETING TO ORDER - 6:0 0 P.M. ANNOUNCEMENT OF CLOSED SESSION ITEMS ADJOURNED TO CLOSED SESSION - 6:00 P.M. Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & Jesse Baloca, Administrative Services Director Employee organization: SEA Conference With Labor Negotiators (Gov't Code 54957,6): Agency designated representatives: Dave Anderson, City Manager Employee organization: SMO Conference With Legal Counsel -Initiation of litigation (Gov't Code Section 54956.9(c): (1 potential case) Conference With Legal Counsel -Threatened Litigation: Significant exposure to litigation pursuant to Governrnent Code section S49S6.9(b): (2 potential case) REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE %, I MAYOR'S REPORT ON CLOSED SESSION PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on March 14, 2003) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may. instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Communications from Boards and Commissions None Written Communications 1) Letter from the Saratoga Business Development Council (SBDC) regarding streetlights in the Village. 2) Letter from Saratoga Business Development Council (SBDC) regarding tree lights in the Village. Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. ANNOUNCEMENTS None CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or reguest the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 3A. City Council Minutes -February 5, 2003 Recommended action: Approve minutes. 3B. City Council Minutes -February 11, 2003 Recommended action: Approve minutes. 3C. City Council Minutes -March 5, 2003 Recommended action: Approve minutes. 3D. Review of Check Register Recommended action: Approve check register. 3E Planning Action Minutes -March 12, 2003 Recommended action: Note and file. 3F. State of California Deparhnent of Parks and Recreation 2000 Bond Act Per Capita Block Grant Resolution and Robert-Z-Berg-Hams Urban Open Space and Recreation Program Block Grant Resolution Recommended action: Adopt resolutions. PUBLIC HEARINGS 4. FY 2003-2004 Community Development Block Grant Funding Recommended action: Conduct public hearing; adopt resolutions; appoint new Councilmember to serve on the Subcommittee to review applications for CDBG Septic Abatement Funds. OLD BUSINESS 5. Saratoga Library Project Update Recommended action: Accept report; increase the authorized budget; increased Gilbane's contract. 6. Five Year Capital Improvement Plan - F.Y. 2002/2003 Update Recommended Action: Accept Report and provide direction to staff. NEW BUSINESS 7. Resolution of Support from the City Council Supporting the Application for a Grant by the Saratoga Historical Museum to Provide Funding for a Consultant to Prepare a Long Range Plan for the Museum Recommended action: Adopt resolution. AGENCY ASSIGNMENT REPORTS Agency Councilmember Alternate Association of Bay Area Government Kline Bogosian Chamber of Commerce Kline King County Cities Association Leg. Task Force Waltonsmith Streit County HCD Policy Committee Bogosian King Emergency Planning Council Bogosian King Hakone Foundation Liaison StreiUWaltonsmith - KSARCommunity Access TV Board King Kline Library Joint Powers Association Kline Bogosian Northern Central Flood Control Zone Advisory King Bogosian Board Peninsula Division, League of California Cities Kline Waltonsmith Santa Clara County Valley Water Commission Streit King Santa Clara County Cities Association Streit Waltonsmith SASCC Liaison Waltonsmith Streit Saratoga Business Development Council Streit .Kline Sister City Liaison King Waltonsmith West Valley Solid Waste Joint Powers Association King Kline Valley Transportation Authority PAC Waltonsmith Kline West Valley Sanitation District Bogosian Streit Silicon Valley Animal Control JPA Bogosian Streit CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT 4 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) REVISED -CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2003 3/20 Special Meting -Planning Commission Appointments 4/2 Regular Meeting 4/16 Regular Meeting 4/26 Special Meeting CounciUCommission Meeting 5/7 Regular Meeting 5/21 Regular Meeting 6/4 Regular Meeting 6/18 Regular Meeting 7/2 Regular Meeting 7/16 Regular Meeting 8/6 Regular Meeting -City Manager Evaluation 8/20 Summer Recess 9/3 Regular Meeting 9/17 Regular Meeting 10/1 Regular Meeting 10/15 Regular Meeting 11/5 Regular Meeting 11/19 Regular Meeting 12/3 Regular Meeting 12/9 Special Meeting -Council Reorganization 12/17 Regular Meeting 5 SARATOGA CITY COUNCIL MEETING DATE: March 19, 2003 ORIGINATING DEPT: Manager PREPARED BY AGENDA ITEM: CITY MANAGER: ~~ DEPT HEAD: SUBJECT: Commission Interviews for Planning. Commission RECOMMENDED ACTION: That Council conduct interviews. REPORT SUMMARY: The following people have been scheduled for interviews: 1. 3:40 p.m. Stephen Gou 2. 4;00 p.m. Michael Scliallp 3. 4:20 p.m. Lino Martire 4. 4:40 p.m. Cynthia Barry 5:00 p.m. Discussion There are four (4) vacancies to be filled on the Planning Commission. Four (4) vacancies aze to fill expired terms of Cynthia Barry, Ema Jackman, Lisa Kurasch and George Roupe. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointments would not be made to the Planning Commission. ALTERNATIVE ACTION: N/A ~ 1 FOLLOW UP ACTIONS: Place item on next agenda for adoption of resolutions and Oaths of Office. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notices of vacancies were advertised in the Saratoga News and several times and the notice appeared in the Saratogan. ATTACHMENTS: Attachment A -Applications of the above named applicants. COMMISSION APPLICATION The information on this application is considered public information and will be famished to any requesting party. **APPLICANTS MUST ATTEND A COMMISSION MEETING PRIOR TO PARTICIPATING IN THE INTERVIEW PROCESS** DATE: February, 6, 2003 COMMISSION APPLYING FOR: Planning Commission MS.A Stephen Gou MR TELEPHONE: 408-867-7011 408-391-8937 HOME WORK ADDRESS: 19606 Via Escuela Drive YEAR YOU BECAME A SARATOGA RESIDENT: 1977 ARE YOU A REGISTERED VOTER IN THE CITY OF SARATOGA? Yes WOULD YOU BE ABLE TO ATTEND DAYTIME MEETINGS? Yes WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS? Yes BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRENT OCCUPATION AND EMPLOYMENT HISTORY: Current - Exec VP Business Development for PSG Associates,. Real Estate Development Director of OEM Sales for Centon Electronics, Semi-Conductor Industry, High Tech Northwest Area Manager for Viking Components, Semi-Conductor Industry, High Tech Senior Business Development Manager, LGC Wireless, Telecom EDUCATIONAL BACKGROUND: , Masters of Science Technology Management - Pepperdine University - 1995 Bachelor of Arts (Major-Biology Minor-Business Admin.) -University of California. Riverside - 1990 High School Diploma. - Bellarmine College Preparatory - 1985 ADDITIONAL INFORMATION OR COMMENTS: Being a long time resident of Saratoga, since 1977, I have seen the city change, develop, and grow into ever more beautiful place to live. I am very lucky to have grown up in this city and be able io share this wonderful place with my wife Heidi and sons-Jarred (age 5), McConnell (age 3). I want to be able to give back to this wonderful community that I have called home.. REFERENCES: (Provide Name and Phone Number) I Heidi A.H. Gou 408-867-7011 2 Bob Gou 408-867-6878 3 Jan Eby 408-257-9656 PRINT NAME: Stephen Gou SIGNATURE: , 2 . Name: Te N 2 vl lT~ o N Date: lMu.~G~ 3~ Look Plannine Commission SunUlemental Questionnaire Please print or type your answers to the following questions and submit with you competed application. You may submit additional sheets if necessary, to complete your answer. 1. Describe your im°olvement in community activities, volunteer and civic organization. ~~~ W- ~~ 2. What is it about this Commission that interests you? What qualities, experience and expertise would you bring to the Commission? ~~ 3. How would you see your role as commiss~ion~er when recommending policy and working with the Council? ~~ J^"' " 4. Retaining the current character of the City in the midst of a growing metropolitan region is a goal of great importance to Saratogans. What steps do you think the City could take to achieve this important goal? P'~ ` s~ ~` • Applicant: Stephen Gou • Date: March 3, 2003 Planning Commission Supplemental Questionnaire 1) Currently as a family, we aze active in my two son's pre-school activities. Many of which involve parent participation such as fundraisers and school maintenance activities. Outside of my children's activities I am not involved in any volunteer organizations at this time.. 2) The Planning Commission interests me because it involves the future of our community. I have lived in Sazatoga most of my life. I attended Blue Hills Elementary School as a child. Outside of attending Bellarmine College Preparatory during my high school years and attending college at University of California-Riverside, I have calledSazatoga home. Both Heidi-my wife-and I want to see Saratoga maintain its charm, friendliness, and preserve this beautiful city for our children. The qualities, experiences, and expertise that I bring to the planning commission. will be that I am a focused, energetic, strategic and innovative manager of people and resources with over 10 years of corporate management experience in sales diplomacy, operations, and business skills attained working in Silicon Valley's high-tech start-up environment. 3) I see my role as a Commissioner as being a Diplomat and most importantly a caretaker of the existing Saratoga General Plan. My primary role will be to help interpret, recommend, adhere, enforce, and help provide alternative solutions that create a "win-win" solution for all parties involved. As evidenced from my attendance of the February 12, 2003 Planning Commission Meeting, in order to resolve many of the agenda issues,'it requires skills of diplomacy and creative thought to ensure an equitable and justifiable solution for all parties involved. I believe I possess all the necessary skills to help The City of Saratoga maintain its city charter and the desires of its constituents. 4) I believe understanding and interpretation of the General Plan is the most important aspect of maintaining the goals of all Sazatogans. As individuals, all Sazatogans have the right to express their desire to live and create an environment that is comfortable for them, but the impact to the environment, nature, and the Earth must be held in the highest regard. Saratoga must enforce and enact upon rules and regulations that are currently in place that preserve the city. Yet, in light of economic and social requirements, the commission must drive towards the adoption of rules that benefit all Sazatogans, not just for the privileged few. The Planning Commission must create and communicate a fonrm where all Sazatoga's environment is protected and preserved for the benefit of all its citizens. ZOOZ E j SON i ~ ~~~~--~~~~~ COMIvIISSION APPLICATION '`"" The information on this application is ~: > . , _.. considered public information and will be ~~~~ furnished to any requesting party. ~~~t~~c~~~~~ **APPLICANTS MUST ATTEND A COMMISSION MEETING PRIOR TO PARTICIPATING IN THE INTERVIEW PROCESS** DATE: ~' • ~ ~ . 0 2 . /~I ~S COMMISSION APPLYING FOR: .~f-~~"~ ~"'F ~ ~ J MS. ~- M ~~~~~~ ~ . s~~~ 1 ~ ~o TELEPHONE: ~ `~~ ~~ ~ I ~ a ~ ` ~ ~ ~/ / HOMQE ~f /~ 1 WORK ADDRESS: ~ ~" S / 1 I a ~ I ~ 1 G~~ql~ ~ ~ i /~ YEAR YOU BECAME A SARATOGA RESIDENT: 11 I D ARE YOU A REGISTERED VOTER IN THE CITY OF SARATOGA? ~'~S WOULD YOU BE ABLE TO ATTEND DAYTIME MEETINGS? ~S WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS? BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRrE OCCUPATION AND EMPLOYMENT HISTORY: Cu vr~.-til ~ o = S w~~ ~ ~ Co r r~ u I ' " ~ ' EDUCATIONAL BACKGROUND: ~-D ~ UC 6E ~~ Carpe ADDITIONAL INFORMATION OR COMMENT: ~. I Gc /IO, ..~S I/, ~1/0 ~D n 1 C R, /~li/0 f L ~- ~ vi7~/ Q S 7']~d' , I-, / 0 C Y7 U~~(n `"l,C,it~ REFERENCES: (Provid'enName and Phone Number) I, ~r0 "lRf~lr D ~ 3. v ~ ~ ,~ ~r~jw r t PRINT NAME: SIGNATURE: s~ a ~8~6 e .x.710 ~~~a t /°~ - ~ ~. L /~ 2 so. 8 `t ~. y g3L ASS s2l . 2~3 Name: Michael J. Schallop Date: March 2, 2003 Planning Commission Sunnlemental Questionnaire Please print or type your answers to the following questions and submit with you competed application. You may submit additional sheets if necessary, to complete your answer. 1. Describe your involvement in community activities, volunteer and civic organization. I am currently involved in the Gardiner Park/Wildcat Creet Task Force effort. This is an effort to address the reopening of the Wildcat Creek Trail and to address the former BMX portion of Gardiner Park. I do various pro bono project work for the Santa Clara County Pro Bono Project. 2. What is it about this Commission that interests you? What qualities, experience and expertise would you bring to the Commission? I have been interested in land use since my Land Use Law course in law school a few years ago. After attending a couple ofthe planning commission meetings, I believe that I could contribute to our community by serving on the planning commission. 3. How would you see your role as commissioner when recommending policy and working with the Council? I would view my role as providing input based on the planning commission's experience and expertise in dealing with the issues that frequently appear before the planning commission. I should also be able to provide a view that is informed by my background, interest, and practice experience as an attorney. 4. Retaining the current character of the City in the midst of a growing metropolitan region is a goal of great importance to Saratogans. What steps do you think the City could take to achieve this important goal? The tension between maintaining the current character of the City of Saratoga, which enhances the property value of Saratoga residents, and the private property interests of residents to maximize the value/use of their property is apparent at every planning commission meeting that I have attended. I would bring a conservative approach to the planning commission, tending to offer a bias towards maintaining the current character and nature of Sazatoga in planning decisions in which discretion is permitted or required. It is the character of Saratoga that drew me to move back to this city in which my parents lived and why I am interested in serving the community to continue to maintain its integrity. ,~ CITY OF SARATOGA COMMISSION APPLICATION FORM FFB ,~~. 2QQ~ DATE: February 24, 2003 COMMISSIONAPPLYINGFOR:`Planning Commission MS. MRS. Lino V. Martire (MR) TELEPHONE: (408) 741-8245 / (908) 280-6898 HOME WORK ADDRESS: ~'i751 paramount Drive. Saratoga CA 95070 YEAR YOU BECAME A SARATOGA RESIDENT: ~ g g4 ARE YOU A REGISTERED VOTER IN THE CITY OF SARATOGA? Yes WOULD YOU BE ABLE TO ATTEND DAYTIME MEETINGS? Yes WOULD YOU BE ABLE TO ATTEND EVENING MEETINGS? Yes BRIEFLY DESCRIBE YOUR INVOLVEMENT IN EACH OF THESE AREAS CURRENT OCCUPATION AND EMPLOYMENT HISTORY: (10/95 - Present) Law Offices of Lino V. Martire - Principal (12/93 - 10/95) Minutillo & Gorman - Associate Attorney (6/91.- 5/93) Santa Clara County District Attorney's Office Bar Certified Law Student EDUCATIONAL BACKGROUND: 7.;n~o1n University School~of Law, 5/93 Juris Doctorate--- Santa Clara University, 6/89 Bachelor of Science, Economics 4 r ADDITIONAL INFORMATION OR COMMENTS: Please see attached biography of Lino V. Martre REFERENCES: (Provide Name and Phone Number) 1. Jill A. Fordyce, Esq. (408) 354-9439 2 Keith Schaefer (415) 602-2204 Francis B. Doyle, Esq. (408) 918-9030 3. 4. J. Richard Doyle, San Jose City Attorney (908) 277-4459 PRINT NAME: LINO V. MARTIRE SIGNATURE: C J 5 LINO V. MARTIRE Lino V. Martire is a practicing California attorney and the principal for the Law Offices of Lino V. Martire. Mr. Martire's practice involves assisting businesses and individuals in the areas of general corporate counsel, commercial real estate and business transactions and litigation. He provides legal counsel to a number of small to mid-sized companies in the areas of corporate formation, operational and litigation issues. Mr. Martire's real estate practice involves counseling individuals and businesses in the areas of commercial office, industrial and retail leasing and sales transactions. Specifically, Mr. Martire assists sellers and buyers in commercial real estate transactions and, further, assists landlords and tenants draft, negotiate and litigate commercial real estate leases, subleases and licenses. This real estate consultation has also involved counseling clients on land use issues. Prior to launching his own legal practice, Mr. Martire has had. an extensive background in real property, commercial and government contract law analysis, negotiation and litigation. While with the law firm of Minutillo & Gorman, Martire provided legal counsel for numerous clients including Applied Signal Technology, Conner Peripherals, Inc., Hitachi, Loral Federal Systems Company, Quantum Corporation and Wide Area Information Servers, Inc. Additionally, during law school Mr. Martire completed a two year internship with the Santa Clara County District Attorney's Office as a bar certified law student where he litigated dozens of felony and misdemeanor cases. • Martire has written articles and has been published as an expert in the area of commercial and government contracting law in the Los Angeles Daily Journal and the leading government contract law practice guide entitled "A Guide to Government Contracting" published by Commerce Clearing House. In addition to his law practice, Martire is an instructor with the Small Business Administration-Cisco Systems-San Jose Entrepreneur Center, instructing businesses in the areas of contract and litigation law. Further, Mr. Martire has been extensively involved with the Silicon Valley San Jose Chamber of Commerce as a member, Chamber Ambassador and organizational committee member. He is also involved in the Santa Clara County Bar Association, participating as an executive committee member for the Real Property and Business Law Sections. As a Bar Association member, Mr. Martire has played an integral role in developing bar membership and judicial participation in the association and, further, has provided Santa Clara County attorneys. with continuing educational seminars. Additionally, Martire has assisted in the development of the Bar Association web-site and conducted instructional seminars in the area of business and legal resources for attorneys on the Internet. Name: Lino V. Martire . Date: March 3, 2003 Planning Commission Supplemental Questionnaire Please print or type your answers to the following questions and submit with you competed application. You may submit additional sheets if necessary, to complete your answer. 1. Describe your involvement in community activities, volunteer and civic organization. As a longtime business owner in down town San Jose, I have been very involved in the Silicon Valley San Jose Chamber of Commerce. Currently, I volunteer as an Ambassador with the Chamber, welcoming new members, working on Chamber sub-committees and assisting existing members with their business development needs in Silicon Valley. Previously, I sat on the San Jose Police Athletic League board of directors and have enjoyed involvement with the Special Olympics and volunteering at Sunnyview Retirement Community and Mountain View Health Care Center. As a real estate attorney in Santa Clara County, I have provided pro Bono legal assistance to low income residential tenants facing eviction and have also sat on the executive committees of the Real Property and Business Law • sections of the county bar. 2. What is it about this Commission that interests you? What qualities, experience and expertise would you bring to the Commission? As a long time resident of Saratoga, I am deeply interested in maintaining the quality living environment our community enjoys. The planning commission would provide me with the ideal opportunity to personally assist Saratoga in its developmental needs. In observing past planning commission meetings, I was especially drawn to the involvement the commissioners had with each agenda item. From personally touring application sites to the careful consideration of staff recommendations and public comment, the commission would allow me to assist our community's development in a meaningful way. I believe my real estate law background, interest in community involvement and my analytical skills provide me with the qualifications necessary to successfully achieve my responsibilities as aplanning commissioner. My experience representing property owners and tenants with commercial real estate transactions, land use proposals and oppositions provides me with knowledge of the planning commission process and the intricacies of land use issues. My personal qualities of diligence, compassion, dedication and responsibility make me an ideal candidate for serving our community through the planning commission. 3. How would you see your role as commissioner when recommending policy and working with the Council? When recommending policy and working with the Council, I see my role as a commissioner being exploratory, educational and advisory in nature.' Obtaining information from application reviews, on-site inspections, staff recommendations and public input, I would recommend policy designed to assist in the orderly development of Saratoga based upon the needs of our community. Retaining the current character of the City in the midst of a growing metropolitan region is a goal of great importance to Saratogans. What steps do you think the City could take to achieve this important goal? In order to maintain the. current character of the city in the midst of a growing metropolitan region, the City must continue its policies of heritage preservation and limits on over development. By protecting historic and gateway areas such as Heritage Lane and the Village, Saratoga can preserve its deep historical heritage. Further, by limiting over development threatened by urban sprawl and carefully . approving the businesses in our commercial districts, the City can retain its unique character while fostering its commercial needs. Focusing on these areas will enable Saratogans to enjoy the benefits of our city as the areas around us continue to grow. ~~ City of Saratoga Commission Application Form ~ FB 2 ~. Date: February 19, 2003 z~/Q~ Application: Planning Commission Name: Dr. Cynthia Barry Telephone: 408-867-3877 (home) 408-241-931. Addiess: 19281 San Marcos Rd. Resident since 1976 Registered voter since 1977 Meeting Attendance: Days and Evenings OK with Current Occupation and Employment. I have previou\ =:«ed'my resume. The nature of my professional activity has not changed. I ari a licensed clinical psychologist with a private practice now located in San Jose, California. I am also. a principle in a small non-profit consulting company working mostly with public criminal justice agencies. Educational Back round: I have a doctorate in psychology from the University of • Denver, granted in 1970. My internship was at the University of California Medical Center in San Francisco, Langley Porter Neuropsychiatric Center. Mypost-doctoral internship was with Santa Clara County Mental Health. Additional Comments. Please see the cover letter to this application. I respectfully request that the City Council re-appoint me for a one year term of service. My record on the Planning Commission is the best representation of my values and goals for the City of Saratoga. Preservation of Saratoga's unique semi-rural character, particularly our neighborhoods, and appropriate development of business are among the goals I strongly support. I would be pleased to continue to serve under the policy direction of this City Council. References: 1. Meg Caldwell 650-723-4057 2. Vic Monia 741-1376 3. Bret England 867-0251 • Cynthia Barry, Ph.D. 19281 San Marcos Rd. Sazatoga, CA. 95070 Phone (408) 867-3877 home Fax (408) 867-6024 Phone (408) 241-9311 office Fax (408) 241-6111 E-mail: Drcbarry~a aol.com Cathleen Boyer, CMC City Clerk Tom Sullivan, Community Development Director February 23, 2003 Re: Commission Application Form Please accept this electronic application for the position of Planning Commissioner for the one yeaz term of service. I will be working out of town until the week of March 17, 2003. Therefore, I will be unable to participate in the interview process in person. I would be able to participate in an interview by conference call. I would also be pleased to respond to questions posed by email prior to the interview. • I apologize for my absence during the application process. My work schedule and personal responsibilities have intensified significantly in the past six months and this has influenced my re-application for the position of Planning Commissioner. Council action to stagger the terms of Planning Commissioners will have enormous benefits to the City in the future. However, at this juncture, four seats are becoming vacant at the same time, and three of my colleagues have decided not to re-apply. The remaining three Commissioners began their terms together and not that long ago. These two. considerations heighten the need for continuity on the Planning Commission. I hope that the Council will give me the opportunity to serve on the Planning Commission during this transition. The Council is aware of the leazning curve necessary to become comfortable with the responsibilities of Planning Commissioner. Not only will there be a need to mentor the three new Commissioners; but also our Community Development Director has a crucial task scheduled for the immediate future; namely, revision of the General Plan. I cannot guarantee that I will be able to serve the full one year term; however, I can promise to work very hard during the initial phases of the transition process. Together, we current seven Commissioners have created a Planning Commission that works extremely well together. We are respectful of each other's positions, respectful of the residents who come before us, mindful of the policy direction provided by the Council, and have an appropriately questioning but constructive relationship with our new Community Development Department. We have worked .very hard to accomplish this atmosphere. I would like the opportunity to continue the direction we have begun, Sincerely, . Cynthia Barry Cathleen Bover From: Division - Cityhall Sent: Monday, February 24, 2003 7:58 AM To: Cathleen Boyer Subject: FW: Planning Commission Application application pln com.doc -----Original Message----- From: Drcbarry@aol.com [mailto:Drcbarry@aol.com] Sent: Sunday, February 23, 2003 8:09 PM To: CITYHALL@SARATOGA.CA.US Cc: Tom Sullivan Subject: Re: Planning CommissionApplication Cynthia Barry, Ph.D. 19281 San Marcos Rd. Saratoga, CA. 95070 Phone (408)-867-3877 home Fax (408) 867-6024 Phone (408) 241-9311 office Fax (408) 241-6111 E-mail: Drcbarry@aol.com Cathleen Boyer, CMC City Clerk Tom Sullivan, . Community Development Director February 23, 2003 Re: Commission Application Form Please accept this electronic application for the position of Planning Commissioner for the one year term of service. I will be working out of town until the weekof March 17, 2003. Therefore, I will be unable to participate in the interview process in person. I would be able to participate in an interview by conference call. I would also be. pleased to respond to questions posed by email prior to the interview. I apologize for my absence during the application process.. My work schedule and personal responsibilities have intensified significantly in the past six months and this has influenced my re-application for the position of Planning Commissioner. Council action to stagger the terms of Planning Commissioners will have enormous benefits to the City in the future. However, at this juncture, four seats are becoming vacant at the sametime, and three of my colleagues have decided not to re-apply. The remaining three Commissioners began their terms together. and not that long ago. These two considerations heighten the need fox continuity on thePlanning Commission. I hope that the Council will give me the opportunity to serve on the Planning Commission during this transition. The Council is aware of the learning curve necessary to become comfortable with the responsibilities of Planning Commissioner. - - Not only will there be a need to mentor the three new Commissioners, but also our Community Development Director has a crucial task scheduled for the - immediate future; namely, revision of the General Plan. I cannot guarantee that I will be able to serve the full one year term; however, I can promise • to work very hard during the initial phases of the transition process. Together, we current seven Commissioners have created a Planning Commission that works extremely well together. We are respectful of each other's positions, respectful of the residents who come before us, mindful of the policy direction provided by the Council, and have an appropriately ' questioning but constructive relationship withour new Community Development Department. We have worked very hard to accomplish this atmosphere. I would like the opportunity to continue the direction wehave begun. ~ihcerely,- Cynthia Barry City of Saratoga Commission Application Form Date: February 19, 2003 Application: Planning Commission Name: Dr. Cynthia Barry Telephone: 408-867-3877 (home) 408-241-9311 (work) Address: 19281 San Marcos Rd. Resident since 1976 Registered voter since 1977 Meeting Attendance: Days and Evenings OK with the exception of out of town work. Current Occupation and Employment. I have previously submitted my resume. The nature of my professional activity has not changed. I am a licensed clinical psychologist with a private practice now located in San Jose, California. I am also a principle in a small non-profit consulting company working mostly with public criminal justice agencies. .Educational Background: I have a doctorate in psychology from the University of Denver, granted in 1970. My internship was at the University of California Medical Center in San Francisco, Langley Porter Neuropsychiatric _ Center. My post-doctoral internship was with Santa Clara County Mental Health. Additional Comments. Please see the cover letter to this application. I respectfully request that the City Council re-appoint me for a one year term of service. My record on the Planning Commission is the best representation of my values and goals for the City of Saratoga. Preservation of Saratoga's unique semi-rural character, particularly our neighborhoods, and appropriate development of business are among the goals I strongly support. I would be pleased to continue to serve under the policy direction of this City Council References: 1. Meg Caldwell 650-723-4057 2. Vic Monia 741-1376 3. Bret England 867-0251 Signed: Cynthia Barry Date: February 23, 2003 C~ 2 Sarato~n Business Development Council 13 ~~'71''ruitvale Ave S~ratogcr, CA February 25, 2003 Mayor Nick Streit City of Saratoga 13777 Fruitvale Ave Saratoga, CA 95070 Dear Mayor Streit, ~~ ` At the Saratoga Business Development Council (SBDC) meeting on February 25d', we discussed ways for the City to help Saratoga businesses be more successful. The tc°ee lights along Big Basin Way create a very special ambience in the Village on the oughts they are-lit. We request that the lights be left on in the downtown trees every night to enhance the appeal of the Village in the evening. Further, we ask that the Council consider expanding the lights into trees located an 3rd and 4d` streets as a way to visually connect all the businesses. Thank you for your attention to these important business community issues. We took forward to your response via staff at our next meeting. Sincerely, ~~~~~~ Clare McBride SBDC Chair WRITTEN COMMUNICATIONS 4 Saratoga .~axsir~ess ~levelo~ment Corarrcil i3 ??? .ir'ruit~ad'e Ave S~nrat~ga, CA February 25, 2003 Mayor. Nick Streit City of Saratoga 13777 Fruitvale Ave Saratoga, CA 95070 Dear Mayor Streit: ~~R rep _~ ~~ At the Saratoga Business Development Council (SBDC) meeting the morning of February 25~', we discussed the challenges associated with the anarketing of Saratoga businesses. We request the Council review the existing sign ordinance. Business owners feel that the City of Saratoga's signage rules and regulations are too restrictive and that the current economic downturn is good opportunity for guideline review. In addition we ask that Council consider reintroducing the rules that were used for Sata,~t~day Market Days several years ago. The relaxed sign restrictions that were permitted as part of Satua-day Market Days allowed merchants to use balloens, signs, banners and the like to create a festive "let's shop" look to our conunercial districts for tLtat one day. We also ask that City Council consider expanding the Village Beautification program to include businesses on 3`d & 4`s Street.. We would like to see new benches and trash containers be placed along these streets in addition to Big Basin Way. Thank you for your attention to these two issues. Sincerely, F Clare Io~lcBride SBDC Chair WRITTEN COMMUNICATIONS SARATOGA CITY COUNCIL LJ MEETING DATE: March 19, 2002 AGENDA ITEM: ORIGINATING DEPT: City Manager CITY MANAGER: (~"~"-'~~~-~ PREPARED BY: DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: .Approve minutes as submitted for the following City Council Meeting: Regular meeting -February 5, 2003 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A -Minutes February 5, 2003 MINUTES SARATOGA CITY COUNCIL FEBRUARY 5, 2003 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 6:00 p.m.' Initiation of litigation (Gov't Code Section 54956.9(c): (2 potential cases) MAYOR'S REPORT ON CLOSED SESSION- 7:00 n•m• Mayor Streit reported there was Council discussion but no action was taken. Mayor Streit called the. Regular City Council meeting to order at 7:05 p.m. lead the Pledge of Allegiance. Mayor Streit noted that on behalf of the Saratoga City Council he send out condolences to the family and friends of the ROLL CALL PRESENT: Councilmembers Stan Bogosian, Kathleen King, Norman Kline, Vice Mayor Ann Waltonsmith, Mayor Nick Streit ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Jesse Baloca, Administrative Services Director Tom Sullivan, Community Development Director John Cherbone, Public Works Director REPORT OF CITY CLERK ON POSTING OF AGENDA FOR FEBRUARY 19. 2003 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of February 5, 2003 was properly posted on January 31, 2003. Mayor Streit noted that on behalf of the City of Saratoga and the Saratoga City Council he would like to express our deep condolences to the family and friends of the astronauts of the space shuttle Columbia. COMMUI~TICATIOIVS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following people requested to speak at tonight's meeting: Jack Lucas, 17171 Zena Drive, Monte Sereno, explained to the City Council that he was the newly elected Boazd Member for West Valley College. Mr. Lucas stated that when he ran for the Board he made a commitment that he would visit every school and city and make himself available for any comments or suggestions. Marvin Becker, 12120 Mellowood Drive, noted that he recently called the City to report an abandoned couch on his street and no one ever showed up nor did any one from the City return his phone calls. Daniel Hoffinan, 19403 Vineyard Lane, thanked Vice Mayor Waltonsmith for withdrawing her support for the resolution against the war on Iraq. Mr. Hoffrnan noted that if the Council should consider any resolution in regards to the war, the resolution should support the efforts of the United States. Muriel Mahrer, 13577 Myren Drive, noted that she is opposed to the United States taking preempted military action. • Lisa Kurasch, 18665 Ravenwood Drive, noted that she welcomes discussions of all opinions on the possible waz in Iraq. Ms. Kurasch noted that this topic should be discussed in an open and public forum. Ms. Kurasch noted that she is opposed to any preempted action taken by the United States. Sue Wingerter, 20630 Lomita Avenue, requested that the City Council agendize an open and public discussion to about sending a message to our Federal government regarding the impending military action in Iraq. Ms. Wingerter noted that she feels the citizens of Saratoga have the right to an open and public discussion. Bob Wallace, 12881 Foothill Lane, requested that the impending war in Iraq be discussed in an open and public forum Kathy Ottenberg, 12881 Foothill Lane, requested that the resolution on the waz against Iraq be placed on the next agenda for discussion. COMMUNICATIONS FROM BOARDS AND COMMISSIONS Norbert Fronczak, Parks and Recreation (PRC) Commissioner, stated that last year the PRC took on the project to examine the City's fee schedule for parks and facility rentals. Commissioner Fronczak stated that the examination was now completed and the PRC • would like to submit their recommended fees to the Council for discussion during the next budget discussions. 2 COUNCIL DIRECTION TO STAFF Vice Mayor Waltonsmith stated that she is not interested in placing any resolution regarding. g the war on ion the Council agendas for discussion. Vice Mayor Waltonsmith noted that the City has received many emails and phone calls on both sides of the issue. Vice Mayor Waltonsmith noted that she feels the Council did provide a forum for discussion this evening. Councilnember Bogosian asked for support from his colleagues to place a resolution in regards to the war on Iraq on next Tuesday's agenda. Councilmember Kline thanked the citizens for coming tonight and standing up for issues. they believe in. Councilmember Kline stated that it is wrong to address the debate national issues during City Council meetings. It is wrong for. practical, legal and moral reasons. Councilmember Kline stated that it is impractical for the Council to debate these issues. Councilmember Kline stated that the City Council does not have the resources or mechanism to investigate and analyze the issues with the necessary due diligence that a City Council needs before voting. Councilnember Kline noted that we do not have a legal authority over this issues there is nothing in our ordinance that provides jurisdiction over this issue, we should not give our personal opinions disguised in as city resolution. Councilnember Kline stated that he does not believe that the Council has a moral right to pass such a resolutions. Councilnember Kline does not support Councilnember Bogosian's request. Mayor Streit noted that he does not support adopting a resolution taking a stand on the war on Iraq. Mayor Streit stated that he does not have a problem holding a Town Hall meeting for a debate. Councilnember Bogosian requested that staff take care of Mr. Becker's issue regarding the abandoned couch on his street ANNOUNCEMENTS None CEREMONIAL ITEMS lA. APPOINTMENT AND OATH OF OFFICE OF FINANCE COMMISSIONER Recommended action: Adopt resolution and administer Oath. TITLE OF RESOLUTION: 03-014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING ONE MEMBER TO THE • FINANCE COMMISSION WALTONSMITH/KLINE MOVED TO ADOPT RESOLUTION APPOINTING AJAY NARIAN TO THE FINANCE COMMISSION. MOTION PASSED 5-0. City Clerk Boyer administered the Oath of Office to Ajay Narain. SPECIAL PRESENTATIONS None CONSENT CALENDAR 2A. APPROVAL OF CITY COUNCIL MINUTES -NOVEMBER 6, 2002 STAFF RECOMMENDATION: Approve minutes. BOGOSIAN/WALTONSMITH MOVED TO APPROVE CITY COUNCIL MINUTES FOR NOVEMBER 6, 2002, MOTION PASSED 3-0-2-0 WITH. KING AND KLINE ABSTAINING. 2B. APPROVAL OF CITY COUNCIL MINUTES -DECEMBER 10, 2002 STAFF RECOMMENDATION: Approve minutes. WALTONSMITH/KING MOVED TO APPROVE CITY COUNCIL MINUTES FOR DECEMBER 10, 2002. MOTION PASSED 5-0. 2C. APPROVAL OF CITY COUNCIL MINUTES -DECEMBER 18, 2002 STAFF RECOMMENDATION: Approve minutes. KLINE/WALTONSMITH MOVED TO APPROVE CITY COUNCIL MINUTES FOR DECEMBER 18.2002. MOTION PASSED 4-0-1 WITH BOGOSIAN ABSTAINING. 2D. .APPROVAL OF CITY COUNCIL MINUTES -JANUARY 15, 2003 STAFF RECOMMENDATION: Approve minutes. • BOGOSIAN/KLINE MOVED TO APPROVE CITY COUNCIL MINUTES FOR JANUARY 15, 2003. MOTION PASSED 4-0-1 WITH WALTONSMITH ABSTAINING. 2E. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. Councihnember Waltonsmith requested that item 2E be removed from the Consent Calendaz. Councihnember Bogosian asked for an explanation for the charges on page 13 to Scotty's Automotive. Director Cherbone explained that BOGOSIAN/WALTONSMITH MOVED TO APPROVE THE CHECK REGISTER. MOTION PASSED 3-0-0-2 2F. PLANNING ACTIONMINUTES -JANUARY 22, 2003 STAFF RECOMMENDATION: Note and file. WALTONSMITH/KING MOVED TO APPROVE THE PLANNING ACTION MINUTES. MOTION PASSED 3-0-0-2 PUBLIC HEARINGS 3. AMENDMENTS TO SECOND DWELLING UNIT ORDINANCE STAFF RECOMMENDATION: Open public hearing; close public hearing; adopt Negative Declazation of Environmental Impact; Introduce Ordinance; waive first reading; direct staff to place the matter on the Consent Calendar for February 19, 2003. • TITLE OF RESOLUTION: 03-005 RESOLUTION FO THE CITY COUNCIL GRANTING THE NEGATIVE DECLARATION OF ENVIRONMENTAL IMPACT TO THE AMENDMENTS AND RE-ADOPTION OF THE SECOND DWELLING UNIT ORDINANCE FOR THE SARATOGA CODE Due to possible conflict of interest, Councihnember Bogosian and Vice Mayor Waltonsmith recused themselves from the discussion of item 3 and stepped down from the dais. Tom Sullivan, Community Development Director, presented staff report. Director Sullivan noted that the City recently adopted a new Housing Element of the General Plan. One of the "Programs" contained in the new document is Second Dwelling Units. Program 1.1 of the Housing Element calls for the City to adopt a revised set of regulations governing the development of second dwellings units on lots zoned for single-family dwellings. The Housing Element also includes Program 4.2 -Amnesty Program for Existing Second Dwelling Units. Director Sullivan explained that this past legislative session, AB-1866 was passed • and the Governor signed the measure into law. In brief, this bill requires local governments to use ministerial process for approving second housing units and prohibits them from applying any development standard that would have the effect of precluding and affordable housing development fro receiving a density bonus and concessions. The legislation also set the maximum allowable size of a second ' unit at 1,200 square feet. Also the City will not be able to require Second Dwelling Unit applications to be subjected to a Use Permit. However, Director Sullivan noted, the City can establish developmental standards that provide protection to neighborhoods as long as they do not, in and of themselves, preclude second dwelling units. The City can also develop incentives so that the second dwelling units can de deed restricted in a manner that provides that if they are rented that they will be rented to a very low or low income family unit. The proposed Ordinance amendment addresses both the new second dwelling units as well as existing second dwelling units. Mayor Streit opened the public hearing at 7:50 p.m. Betty Feldhym, 20184 Franklin Avenue, noted that she fully supported the proposed ordinance. Chazles Butterfield, 1566 La Pradera Drive, stated that the language of the proposed ordinance does not provide for adequate parking, a minimum of a two- car garage should be required; this increase would help keep cars off the streets of Saratoga. Mr. Butterfield also suggested that the number of bedrooms be increased from two to three. Mayor Streit closed the public hearing at 8:00 p.m. In regards to Mr. Butterfield's comments regarding garages, Director Sullivan stated that the language regarding garages comes from the Housing Element, which this ordinance has to comply to. In regards to increasing the number of bedrooms, staff feels that is the best way to control the number of cars. KLINE/KING MOVED TO ADOPT NEGATIVE DECLARATION OF ENVIRONMENTAL IMPACT, WAIVE THE FIRST READING AND DIRECT STAFF TO PLACE ITEM ON THE FEBRUARY 19. 2003 AGENDA. MOTION PASSED 3-0-2 WITH BOGOSIAN AND WALTONSMTTH ABSTATNING. OLD BUSINESS 4. SARATOGA CHAMBER OF COMMERCE SERVICES AGREEMENT STAFF RECOMMENDATION: Accept report and authorize Mayor to execute agreement. Dave Anderson, City Manager, presented staff report. City Manager Anderson explained the significant features of the proposed agreement as follows: • Based on afee-for-service model • Chamber will provide information concerning who to contact for services community events recreational opportunities, lodging conference facilities, schools, directions and other general information 6 • City will pay Chamber $10,000 per year • Terre of agreement if from the date of approval through June 2007 • Distribute the City's quarterly newsletter and Recreations' class schedule ' Ray Froess, Chamber of Commence stated that the Chamber and the City have M .worked very hard to finally come to a solution. Mr. Froess thanked the City- Council Councilmember Bogosian stated that he would not be supporting this agreement. Councilmember Bogosian stated that $10,000 is a lot of money especially since the City does not know whether or not the Governor proposed budget cuts will pass. Councilmember Bogosian stated that the contract does not spell out the specific function of the Chamber nor is there any form of monitoring by the City. Councihnember Kline stated that he disagrees with Councilmember Bogosian that most service agreements do not have a lot of deliverables. Councilmember Kline noted that this contract should be reviewed every year. WALTONSMITH/KLINE MOVED TO AUTHORIZE THE MAYOR TO EXECUTE CONTRACT WITH THE CHAMBER OF COMMERCE. MOTION PASSED 4-1 WITH BOGOSIAN OPPOSING. 5. SEPTIC ABATEMENT PROGRAM STATUS REPORT AND WATER QUALITY ENFORCEMENT CONTROLS STAFF RECOMMENDATION: Accept Report and provide direction to staff. John Cherbone, Public Works Director, presented staff report. Director Cherbone presented a brief history on the adoption of the Septic Abatement Ordinance and explained that the City has several programs underway to protect water quality and develop a better understanding of the water quality problems in the City. These include ongoing testing, requiring the removal of septic systems, working with the West Valley Sanitation District to identify faulty components of the sewer systems, and public education. Director Cherbone stated that these efforts have identified two major sources of contamination 1) a leaky sewer pipe located at the intersection of Saratoga- Sunnyvale Road and Big basin Way that was repaired by West Valley Sanitation, and 2) a sewer lateral connection directly to the storm system located near 4~' Street, which was capped off. Director Cherbone noted that the City Code requires properties served by septic systems and for which public sewer service is "available" to connect to the sewer system pursuant to a schedule and certain. conditions set forth in the code. The City has interpreted the word "available" to mean, among other things, that the residence lays above the grade of the public sewer system so that the sewage can flow from the residence to the sewer system by gravity. Thisinterruptionhas been applied only to existing residences. New homes constructed below the grade of the public sewer system generally are required to install pump systems. The connection requirement was interpreted to exempt below grade homes served by septic systems because it was believed that cost of installing the storage tank, pump system, and piping necessary to convert from. septic to sewer service would be prohibitively expensive. New information indicates; however, that the costs of conversion, while substantial, do not differ from the costs of converting above grade systems. Director Cherbone explained that this is because a smaller diameter pipe can be installed at lower cost that the installation of a larger diameter gravity pipe. Director Cherbone stated that because the City has historically interpreted the City Code to exempt below grade systems from the septic conversion requirements, the City Council could amend the ordinance to state that a public sewer system shall not be considered "unavailable: if it is above the grade of residence. The City records indicate that 18 homes maintaining a septic system with "below-grade" exemption. Staff has prepared a draft ordinance and if Council desires can consider it at a future meeting. Iii regards to sewer lateral inspection program, Director Cherbone noted that this program would allow the City to identify sewer laterals that are in poor repair and that could be leaking sewage into the groundwater and from the groundwater into the City's creeks. Because the leaks maybe slow or may be located in areas shielded from view it is difficult to identify potential leaks and conduct the inspections necessary to enforce the Code's requirements. In addition, in many cases the sewer laterals have not been constructed in a manner that would allow testing to check for leakage. The traditional method of testing involves a water or air pressure teat in which one enc o the sewer lateral is blocked and the water level or pressure is monitored at the other end of the later to detect leakage between two points. This form of testing requires that the sewer lateral have two clean-out junctions; one at the structure on the property and another at the property line. The Plurnbing Code requires most new structures to have clean out installed at the structure but does not require a clean out at the property line. Director Cherbone stated that staff currently does not have enough information thus far concerning the costs and mechanisms for implementing a sewer lateral inspection program. If Council desires, Director Cherbone noted that staff would investigate this program further and bring this information back to the Council at a later date. Consensus of the City Council directed staff to make residents aware of the fact that there is financial aid that would help subsidize sewer hookups, educate the public on the status of the creek and bring back the ordinance for public hearing. 6. SARATOGA LIBRARY PROJECT UPDATE STAFF RECOMMENDATION: Consider Gilbane Building Company's request for additional funds to cover extended staffing needs and authorize staff to amend Gilbane's contract as . directed. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow explained the following: • Change order activity Change order #5 was finalized and includes funding for replacement of ' moldy wood blocking, replacement of the cantilevered rood on the northeast side of the building, and rerouting electrical conduit. • Credit from San Jose Water San Jose water required a deposit to cover expenses of their work related to the library. The final costs were less that the deposit so the y issued a check for the balance of just under $20,000 • Tele/Data Bid The bid was received and the amount was less than anticipated. • Temporary Library Sacred Heart billed the City for the work at the temporary library. • Phase I fees Attorney's fees related to the Bankruptcy have been increased in the budget to reflect a more realistic expected total. • Budget Status $14,579,376 • Gilbane Building Company's Request for Additional Funds Project Kamal Ariss has requested additional funds for staffing. He had already budgeted the project engineer to be on site through January and the project manager through February at no additional charge. However for the engineer's time in February the manager's time in March, Ariss requested additional funds of approximately $30,000. Further negotiations have occurred and now the City will not be billed for any of the engineer's time in February and will continue to provide service and support on a part-time basis through the end of the project at no cost to the City. The project manager can remain on the job at a cost of $3,200 per week for a total of $12,800. Field Paoli Field Paoli has requested an additional $504 to redesign the anchor bolts in the parking lot light fixtures that were installed incorrectly in Phase I. Assistant City Manager Tinfow noted that with the approval of the request to increase Gilbane's contract by $12,800 and authorize the Field Paoli change order would increase the total budget by $13,304 and bring the project total without contingency up to $14,592,680. WALTONSMITHBOGOSIAN MOVED TO AUTHORIZE AMENDMENTS TO THE AGREEMENTS WITH GILBANE AND FIELD PAOLI• APPROVE CHANGE ORDER I N THE AMOUNT OF $504; AND INCREASE THE AUTHORIZED BUDGET FOR LIBRARY EXPENSES BY $50,000 TO $14,650,000. MOTION PASSED 5-0. NEW BUSINESS 7. SARATOGA ROTARY EVENT -BUILDING BRIDGES STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer explained that at the December 18, 2003 City Council meeting Dr. Armstrong of the Sazatoga Rotary addressed the City Council under oral communications. Mr. Armstrong informed the Council of the Rotary's plans to hold their first weeklong celebration of cultural diversity called "Building Bridges". City Clerk Boyer reported that Dr. Armstrong explained that the Rotary hopes to develop a weeklong celebration of cultural diversity in Saratoga during the week of October 18-26, 2003. Mr. Armstrong explained that the weeklong program would wrap up with a daylong event, with the help of multiple sponsors and participants, at West Valley College. Using educational programs, entertainment and food Rotary hopes to raise awareness of intercultural relationships in Sazatoga and seek ideas for reducing conflicts throughout the world. City Clerk Boyer stated that Mr. Armstrong suggested that the City of Sazatoga participate in this weeklong program. Staff recently contacted Mr. Armstrong to discuss what level of participation the City should have and different options of events. City Clerk Boyer explained that staff would like to recommend the following options to the Council for discussion: • Open House at City Hall from 3:00 p.m. - 5:00 p.m. on Friday, October 24, 2003 • City Hall Tours • Sheriff and Fire Department Demonstrations • Pazks and Public Works Demonstrations • Mayor and/or Councilmembers could set up a "Meet and Greet" booth at the 10/26 event Consensus of the City Council to direct staff to attend the Rotary Planning meeting on February 11, 2002 and inform them of the City's participation with staff recommended activities. 8. APPOINTMENTS TO GATEWAY DESIGN STANDARDS COMMITTEE STAFF RECOMMENDATION: Disband the Gateway Task Force; send letters of thanks to participants; appoint a new committee. . Tom Sullivan, Community Development Director, presented staff report. 10 Director Sullivan explained that the Planning Commission adopted a resolution recommending the Council adopt the Gateway Design Guidelines. The Gateway Task Force went beyond typical Design Guidelines in that regulations were being developed to implement the Design Guidelines. These "regulations" became a matter of disharmony between the business interests and the residential members of the Ad-Hoc Committee. The Planning Commission made a valiant attempt to find middle ground. The Mixed Use ordinance, which includes Development Standards, and that Gateway Design Guidelines, became blurred to some extent. Director Sullivan noted that staff recommends the following: 1. Disband the existing gateway task force that has been meeting since the mid 1990's. 2. City send letters to all the people who participated in the original Gateway Task Force 3. Form a new smaller committee consisting of two residents, two member of the immediate commercial area, Councilmember Kline, and himself as the staff liaison. Director Sullivan noted that if an alternative would be to add a Planning Commissioner. Director Sullivan explained that the new Gateway Task Force should be specifically assigned the task of creating a true Gateway Design Guidelines document, along the lines of the Village Guidelines or the Residential Design Guidelines. The Gateway Design Guidelines would need to be consistent with our existing commercial ordinances. Councilmember Bogosian asked why a Planning Commission is not included in the new Task Force. Mayor Streit stated that the idea was to keep the group small. Councilmember Bogosian suggested that a Planning Commissioner be added to the group and requested that Council hold a study session to provide direction to the new Task Force. Director Sullivan noted that if the Council wants to add a Planning Commissioner then another Councihnember be added to keep the odd number of members. Councihnember Kline suggested that perhaps the Council could review the first draft to make sure the Task Force is on the right track. Councihnember Kline noted that she supports staff recommendations, keep it small keep it moving and bring it back to Council. Councilmember Waltonsmith noted that she would like a Planning Commissioner to the new Task Force. Consensus of the City Council to disband the old Gateway Task Force, send out thank you letters, form the new Gateway Task Force adding a Planning . Commissioner and Vice Mayor Waltonsmith. 11 AGENCY ASSIGNMENT REPORTS • Mayor Streit reported the following information: Hakone Boazd -actively working on their Master Plan and fundraising efforts. Cities Association -main focus is to get VLF and RDA money back to the cities. Vice Mayor Waltonsmith had no reportable information. Councihnember King reported the following information: KSAR -recently toured the station and discussed ways to get the public more involved. Sister City - Muko Sister City representatives will be in Saratoga on February 24, 2003. Councihnember Kline reported the following information: Librarv JPA -discussed budget funds. Took a different route and reduced their contingency funds. League of California Cities -Rebecca Elliot is trying to put together a group to rally on the steps of the Capital. Councilmember Bogosian reported the following information West Vallev Sanitation - won an award at the CSA for organizational innovation. SVACA -will soon be meeting with a facilitator to discuss possible scaled down services. CITY COUNCIL ITEMS Vice Mayor Waltonsmith requested that staff provide information on the recent oak tree disease to the citizens of Saratoga. Director Sullivan suggested that the information be placed on the City's website and in the Sazatogan. OTHER None CITY MANAGER'S REPORT None • ADJOURNMENT There be no further business Mayor Streit adjourned the meeting at 9:30 p.m. 12 Respectfully submitted, Cathleen Boyer, CMC City Clerk LJ • 13 SARATOGA CITY COUNCIL ` MEETING DATE: March 19, 2002 AGENDA ITEM: \/~ ORIGINATING DEPT: City Manager CITY MANAGER: ~~~~ PREPARED BY: ~ DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular meeting -February 11, 2003 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. .ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A -Minutes February 11, 2003 MINUTES SARATOGA CITY. COUNCIL JOINT MEETING YOUTH COMMISSION LIBRARY COMMISSON LIBRARY COMMISSION FEBRUARY 11,2003 The City Council of the City of Saratoga met in Open Session, Senior Center, 19655 Allendale Venue at 7:00 p.m. Mayor Streit called the Regular City Council meeting to order at 7:05 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Norman Kline, Stan Bogosian, Vice Mayor Ann Waltonsmith, Mayor Nick Streit ABSENT: Councilmember Kathleen King ALSO PRESENT: Dave Anderson, City Manager Cathleen Boyer, City Clerk Lori Burns, Human Resource Analyst Joan Pisani, Recreation Director Taffy Lowrey, Teen Coordinator REPORT OF CITY CLERK ON POSTING OF AGENDA FOR FEBRUARY 11. 2003 Cathleen Boyer, City Clerk, reported that pursuant to Government Code. Section 54954.2, the agenda for the meeting of February 11, 2003 was properly posted on February 7, 2003. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS No one requested to speak at tonight's meeting. COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS None COUNCIL DIRECTION TO STAFF None JOINT MEETING WITH YOUTH COMMISSION • 1. Mayor Streit welcomed the Youth Commission. The following Commissioners were present at tonight's meeting: Ross Levine, Chair, Phillip Baker, James Ballingall, Kelly Burke, Michael Byrne, Valerie Farnum, Shruti Jayakumar, Joanna Lee, Jackie Luckey, Tami Maltiel, Andy Miller, Elise Schartz, Ted Sclavos, Conner Skelly, Deborah Wu, Taffy Lowery/Staff Liaison. Ross Levine, Chair/Youth Commission thanked the Council for the opportunity to explain what the Youth Commission has been doing over the year. Music Festival -Commissioner Baker noted that on May 7, 2003 the Youth Commission would be sponsoring a concert featuring 10 bands. Concerts -Commissioner Ballingall noted that so far this year the Youth Commission held two concerts. The first at the Warner Hutton House and approximately 40 people attended.. The second concert was held at the Community Center and over 300 people attended. Dances -Commission Schwartz noted that so far this year the Youth Commission has raised $2,500. Commissioner Schwartz stated that there were two more dances this year. Commissioner Schwartz stated that this year a dress code has • been enforced and a Deputy from the Sheriffls Deparhnent is present. Street Dance -Commissioner Burke noted that at the Chamber of Commerce Street Dance held in August the Youth Commission sold glow necklaces and made $1,090. Warner Hutton House -Commissioner Byrne stated that 40-60 students per day attend participate in the after school activities at the Warner Hutton House. Fundraising -Commissioner Farnum stated that the Youth Commission have been brainstorming on future fundraising events such as bowling alley trip, caz wash, karaoke night, movie night, day camp at the Rotary Art Show, and bingo night. .Annual Appeal -Commissioner Luckey noted that this year the Youth Commission brought in $6,625 in donations from the Annual Appeal. This yeaz 68 people donated money. Girls. Night -Commissioner Jayakumaz stated that on March 7 & 8, 2003 the Youth Commission is sponsoring "Girls Night". The sleepover is open to 6th, 7th, and 8`h grade girls. Events such as makeovers, movies and games will be offered. Restaurant Night -Tami noted that the first restaurant was Fresh Choice and the Youth Commission made $50.00. The next restaurant will be Baja Fresh. New/Future Activities -Commissioner Wu reported that next year the Youth Commission would like to have a haunted house at the Wamer Hutton House and hold a 9-hole golf tournament. . Website -Commissioner Lee explained that the Youth Commission's website has been incorporated onto the City's website. Skate Park -Commissioner Scalvos reported that the skate park was moved every week to a new site. Commission Scalvos reported that 131 waivers were filled out and 112 of those waivers were Saratoga residents. By the end o the summer 364 kids used the park. Unfortunately, Commission Scalvos reported that two pieces of the skate park were stolen at Redwood Middle School. Skate Park -Commissioner Miller reported a few problems with the skate park such as it takes at least 2 people to set it up and take it down and approximately 1- 2hours. Commission stated that t he Youth Commission feels that the skate park would be more of a success if it had a permanent home such as Gardner Park. Commission Miller added that the Youth Commission has had a few requests from different group to rent/bonow the skate park. Recently the Los Gatos-Monte Sereno Police Department has requested to use the equipment on March 2, 2003. Commission Miller stated that the Youth Commission is seeking direction from the City Council. Consensus of the City Council to allow the Youth Commission to rent the skate park out. . Mayor Streit noted that recently the City has been working with the neighbors to reopen the trail; as a result of this a neighborhood task force has been formed to look at the whole park. Perhaps the skate park could be added to their discussions. Chair Levine thanked the Youth Commission for attending tonight's joint meeting and thanked Taffy Lowery for her support. Chair Levine stated that the Youth Commission is accomplishing their goals and finding out new ways to serve the youth of Saratoga. Mayor Streit declared aten-minute break at 7:30 p.m. Mayor Streit reconvened the meeting at 7:40 p.m. 2. LIBRARY COMMISSION Mayor Streit welcomed the Arts Commission. The following Commissioners were present: Marcia Manzo/Chair, Anne Cross, Kathy Foscato, Pragti Grover, Lori Burns/ Staff Liaison Chair Manzo introduced Dolly Bames/Head Librarian, Saratoga Library and • Melinda Cervantes/new County Librarian. Dolly Barnes explained the Library's move once construction is finished: • 5 week process • Temporary library would stay open for the first two weeks of the move • No library services for 3 weeks • Furniture has been ordered • Moving company scheduled • Lining up community volunteers to help In regards to the temporary library use Ms. fames explained that the temporary library is only 6,000 square feet compared to the old library, which was 18,000 square feet. The temporary library was only stocked with less than half of the collection. Within the second or third month the temporary library had 60% use and by December over 100% use. Commissioner Cross explained that the volunteer hours have been rising and the Library is asking the community for 1000 hours to help with the move. Commissioner Cross noted that anyone who is interested in helping for a minimum of 2 hours can contact the Library or visit the City's website for more information. Mayor Streit asked when volunteers would be needed. Ms. Barnes stated that volunteers would be needed the first day of moving. • Vice Mayor Waltonsmith suggested contacting the Warner Hutton House. Vice Mayor Waltonsmith noted that 60 students are there everyday after school. Ms. Bames noted that she would tell the Youth Librarian to contact the House. Chair Manzo noted that recently the goal of the Library Commission has been to educate the new members. Chair Manzo noted that the Commission has had many speakers from the County Library attend their meetings to discuss and explain various programs and budget. Chair Manzo noted that the Library Commission has taken on the responsibility to find docents who could take groups of people on tours of the new library once it opens. Vice Mayor Waltonsmith suggested aself-guiding tour with a map. Chair Manzo suggested using the architect's design and annotating it. Melinda Cervantes, County Librarian, thanked the Council for the opportunity to introduce herself as the newly appointed County Librarian. Ms Cervantes briefly explained her background noting that previously she worked for Contra Costa County, which consisted of 23 libraries. Ms. Cervantes briefly explained that Measure A which was passed by the voters in 1995 sunsets in 2005. The County has recently set up a subcommittee to develop an RFP for a Polling Consultant and hopefully a ballot measure will be placed on the March 2004 election. 4 Ms. Cervantes noted that the County Library supports the cities efforts to keep VLF monies because the library system benefits from it too. Ms. Cervantes noted , that the County Library System also receives funds from the Public library ' foundation. Those funds have been reduced in the current fiscal yeaz but not currently slated to be reduced in next yeaz. The one area she wanted to bring to . the attention to the Council is Transaction Based Reimbursement (TBR) with the Governor's proposed budget this fund is zeroed out next yeaz. This issue is the Library's greatest concern for next year. This cut would take $1.4 million dollars away form the County Library's budget. If all of the governors proposed cuts go through next yeaz it would total $2.7 million dollazs, which is 10% of their operating budget. The JPA is considering allowing the County Library to use some reserve funds if the Govemor's budget cuts go through. Mayor Streit thanked the Library Commission, Ms. Barnes and Ms. Cervantes for attending tonight's meeting. Mayor Streit declared aten-minute break at 8:10 p.m. Mayor Streit reconvened the meeting at 8:20 p.m. 3. ARTS COMMISSION Mayor Streit welcomed the Arts Commission. The following Commissioners were present at tonight's meeting: LeRoy Murray/Chair, Tracy Halgren, Mary Ann Henderson, Betty Peck, Lisa Pontier de Mattei, Mary Lou Taylor, Sylvia Wollunut, Kim. Saxton-Heinrichs/ • Staff Liaison Tracy Halgren, Arts Commissioner, noted that Chair Murray was note there yet so they would start the presentation without his introduction. PUBLIC ART POLICY Commissioner Halgren noted that the draft Public Arts Policy was in the Council's packet for tonight's meeting. Commissioner Halgren noted that the Arts Commission was seeking input from the Council. Councilmember Bogosian stated that the Arts Policy was done very well. Mayor Streit concurred. Mayor Streit questioned why wouldn't the policy come into play regardless of the length of the loan of art. Commission Halgren stated that anything less than three months they would consider an exhibition, though if the Council desires they could be amended. Mayor Streit questioned page 2 in regards to public liability and financial capacity of the city. Mayor Streit asked how would the City fund the security of the art on display. Commissioner Halgren noted that that security issues needs to be addressed soon. Councihnember Kline stated that he supported the proposed Arts Policy. S In regards to procedures for donation s of public art, Commissioner Halgren noted that the Commission would like to know how involved does the Council want to be in dictating what items are displayed. . Councilmember Kline suggested a trip wire be established which would trigger Council involvement, perhaps based on the value of the art. Commissioner Pontier de Mattei asked if the City Attorney has to review the Arts Policy. Mayor Streit responded that the City Attorney does need to approve the Policy. Consensus ofthe City Council that the Policy should be incorporated into the contract between the County Library and the City, so the City can control the art. Leroy Murray, Chair/Arts Commission, briefly recapped the background of the Arts Commission. Chair Murray noted that the Arts Commission was formed in fall of 2001. The Arts Commission is an advisory agency to the City Council. The Commission is not authorized to-set policy or give direction to staff. The powers of the Arts Commission shall be to foster, encourage, and assist the realization, preservation, and advancement of the arts for the benefit of the citizens of Saratoga. Chair Murray noted the Arts Commissions significant accomplishments since the last joint meeting with the Council on September 24, 2002: • Art in the Park 0 15t annual o Wildwood Park 0 28 artist, approximately 800 people • Preschool Mural o Unveiling ceremony conducted • Mustard Walk 0 2nd Annual co-sponsored with Heritage Preservation Commission • Library Re-opening o In the process of securing major art exhibit • City Public Art Policy o Initial draft completed Chair Murray noted that members of the Arts Commission aze now represented on the Memorial Arch Committee, Library Grand Reopening Committee and the Gateway Task Force. 6 Chair Murray noted that the Art Commission has had numerous guest speakers at their meetings such as Dolly Barnes/ Head Librarian at the Saratoga Library, April Halberstadt/ Curator for the Saratoga Museum, Dr. Don Head/Sazatoga art collector, Bruce Davis/Executive Director for the Silicon Valley Arts Council and Phyllis BallingalUHPC. ART IN THE PARK Commissioner Henderson reported that the Commission held their first Art in the Park held at Wildwood Park. Commissioner Henderson stated that the biggest complaint was the lack of promotion. Commissioner Henderson noted that next year some of the local wineries could participate in the event and perhaps more entertainment. Commissioner Henderson noted that next year would be bigger and better. GATEWAY TASK FORCE Commissioner Pontier de Mattei noted that she and Chair Murray represented the Arts Commission on the Gateway Task Force. Commissioner Pontier de Mattei pointed out that they got involved just prior to the Council's approval of the Gateway Design Concept. Commissioner Pontier de Mattei stated that they did get to help draft the language that was added under the Planning and Design Objectives to "promote site design and other opportunities to encourage the display of public art". Commissioner Pontier de Mattei noted that the Arts Commission has been working with the azchitect, contractor and the Public Works Department on materials, landscaping and signage. Commissioner Pontier de Mattei noted that the Arts Commission would help identify the best locations for public art in or adjacent to the corridor. MUSTARD WALK Commissioner Taylor stated that this year the Arts Commission co-sponsored the 2na Annual Mustazd Walk. Commissioner Taylor stated that most of the artist were hesitant to participate this year due to the fact that last yeaz's event was poorly attended. Commissioner Taylor noted that 8 artist finally agreed to participate in the event. As it tamed out, all of the artists enjoyed themselves so much that they promised to return next year. Commissioner Taylor stated that Approximately 800 people attended this event. PRESS HIT/PUBLICITY Commissioner Wohlmut noted that she has been working on a process to utilize the Recreation Department's activity guide, Saratogan, KSAR and the Saratoga News. 7 LIBRARY Chair Murray noted that the Arts Commission has been focusing on the Art Wall, which is on the right as you enter the Library. Chair Murray noted that the opening display would be loaned from Dr. Head a private collector in Saratoga. Chair Murray noted that the pattern format on the wall covering is not is not keeping with a wall for hanging art. Chair Murray noted that the covering would be removed for the initial show and after the show the acoustics impact would be evaluated. The wall covering may be reinstalled after the opening of the Library. In regards to the art for the initial show, Chair Murray explained that the value of display could range from $100k prints to $5 million originals. Security is the biggest concern for the Arts Commission. PROMOTION OF POETRY IN THE COMMUNITY Commissioner Peck explained the various poetry7eadings that take place in the high schools and stated that someday she hopes the City would have an official Poet Laureate. Mayor Streit thanked the Arts Commission for attending tonight's meeting. CITY COUNCIL ITEMS Councihnember Bogosian requested a staff report in regard to possible locations for a permanent skate park. Vice Mayor Waltonsmith noted that the Sister City Delegation would be at City Hall on February 24, 2003. OTHER None CITY MANAGER'S REPORT City Manager Anderson noted that he has been asked to sit on the panel to select a new Saratoga union School District Superintendent. ADJOURNMENT There being no further business Mayor Streit adjourned the meeting at 9:30 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk SARATOGA CITY COUNCIL MEETING DATE: March 19 2002 AGENDA ITEM: ~~ ORIGINATING DEPT:cCityManager CITY MANAGER: PREPARED BY: 4~J~/ DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular meeting -March 5, 2003 FISCAL IMPACTS: N/A ..CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A -Minutes march 5, 2003 MINUTES SARATOGA CITY COUNCIL MARCH 5, 2003 The City Council of the City of Saratoga met in Open Session in the Administrative Conference Room at 4:00 p.m: to interview applicants for the Planning Commission. The City Council of the City of Sazatoga met in Closed Session, Administrative Conference Room. 13777 Fruitvale Avenue at 6:00 p.m. Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Dave Anderson, City Manager Employee organization: SEA Conference With Legal Counsel -Initiation of litigation (Gov't Code Section 54956.9(c): (2 potential cases) Conference With Legal Counsel -Threatened Litigation: Significant exposure to litigation pursuant to Government Code section 54956.9(b): (1 potential case) Liability Claim (Gov't Code Section 54956.95.- Claimant: Jenkins, John Agency claimed against: City of Saratoga MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Mayor Streit reported there was Council discussion but no action was taken: Mayor Streit called the Regular City Council meeting to order at 7:05 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Stan Bogosian, Kathleen King, Norman Kline, Vice Mayor Ann Waltonsmith, Mayor Nick Streit ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richazd Taylor, City Attorney Cathleen Boyer, City Clerk John Cherbone, Public Works Director Tom Sullivan, Community Development Director Jesse Baloca, Administrative Services Director John Livingston, Associate Planner C~ REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MARCH 5, 2003 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of March 5, 2003 was properly posted on February 28, 2003. COMMUNICATION'S FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following person requested to speak at tonight's meeting: Wanda M. Kownacki, 19280 Bainter Avenue, stated that she and her husband urge the Council to annex a property located in her neighborhood to the City of Saratoga. Mrs. Kownacki stated that the property adjoins a parcel located at 19288 Bainter Avenue, which is in the City of Saratoga, which in turn adjoins property owned by her family, which is also in the City of Saratoga. Mrs. Kownacki stated that two other additional properties touch the parcel. Mrs. Kownacki stated that the owners of the property have submitted plans for Building & Site, Design Review and grading permit to the County of Santa Clara on February 14, 2003. Mrs. Kownacki stated that it would be to the best interest to Saratoga if the City annexed this property. Specific concerns regarding this property are appropriateness of the design and construction to the neighborhood, potential tree removal/lack of protection, and grading of hillside land. Bert Martell, Fnritvale Avenue, pointed out the that the City has. taken steps to clean Saratoga Creek by mandating residents to replace their septic tanks by hooking up to the. sewer lines. Mr. Martel noted that since he first reported that West Valley Sanitation was using the southwest corner of West Valley College and Fruitvale Avenue as a so-called staging area, which was used as a dumping site for the used wet drill mud from old sewer lines, the City has done nothing to help him. WRITTEN COMMUNICATIONS Letter from the Los Gatos Rotary requesting that the City of Saratoga support their 26a' annual "Great Race" which will be on April 6, 2003. COUNCIL DIRECTION TO STAFF Councilmember Bogosian requested staff for an advisory letter on the possible annexation of Redberry Drive. Councilmember Waltonsmith requested a status report on Mr. Martel's issue. ANNOUNCEMENTS None CEREMONIAL ITEMS lA. PROCLAMATION -SCIENCE FAIIZ WEEK MARCH 9-15, 2003 STAFF RECOMMENDATION: Read proclamation. Mayor Streit read the proclamation declaring the. week of March 9-I S as "Science Fair Week". 1B. PROCLAMATION -COLON CANCER AWARENESS MONTH STAFF RECOMMENDATION: Read proclamation. Mayor Streit read the proclamation declazing the month of Mazch "Colon Cancer Awareness Month" and presented it to Gay Crawford of the American Cancer Society. SPECIAL PRESENTATIONS 2. HOUSING TRUST OF SANTA CLARA COUNTY - ROCCIE HILL, EXECUTIVE DII2ECTOR STAFF RECOMMENDATION: Informational only. Rocci Hill, Executive Director/Housing Trust, thanked the City Council for allowing her to update the City Council on their progress. Ms. Hill presented a brief background on the Housing Trust noting that it is a public/private initiative spearheading the creation of longer, affordable housing and assisting first-time and low-income homebuyers. The Housing Trust was • founded in 1997 by the Santa Clara County Board of Supervisors, the Silicon Manufacturing Group, Santa Clara County Collaborative on Housing and Homelessness, and the Community Foundation of Silicon Valley. The mission of the Housing Trust is to serve, as a catalyst to develop specific, desperately needed housing in Santa Clara County through a creative mix of corporate and community investors. In pursuit of that mission, the Trust is dedicated to building and sustaining a revolving loan fund and grant-making program that will leverage other housing resources throughout Silicon Valley. Ms. Hill noted that after less than two years of fundraising and local involvement, the Chousing Trust brought together gifts from all sectors of Santa Clara County Community, totally an unprecedented effort of over $20 million committed to affordable housing. Ms. Hill stated that with these funds the Housing Trust promised their donors and their customers that they would leverage $200 million in home development. Within 14 months of lending, and after dispersing only $8.5 million, the Trust has already leverage over $385 million in private development, helping 1652 families. Cazl Guardino, President & CEO/Silicon Manufacturing Group, thanked the Council for their support and asked the Council's permission to request the City Manager to help promote the Housing Trust in various City publications. Consensus of the City Council to allow the City. Manager to promote the Housing Trust in the Sazatgoan and the City's website. t CONSENT CALENDAR 3A. CITY COUNCIL RETREAT MINUTES -FEBRUARY 1, 2003 STAFF RECOMMENDATION: Approve minutes. Councilmember Bogosian requested that item 3A be pulled from the Consent Calendar. Councilmember Bogosian requested that on page 4 the following be added:. Further management reductions in City Manager's Office. WALTONSMITH/KINGMQVED TO APPROVE COUNCIL MINUTES OF FEBRUARY 1. 2003 AS AMENDED. MOTION PASSED 5-0. 3B. CITY COUNCIL MINUTES -FEBRUARY 19, 2003 STAFF RECOMMENDATION: Approve minutes. Councilmember Bogosian requested that item 3B be pulled from the Consent Calendar. Councilmember Bogosian noted that he was not present at the meeting so he would have to recuse himself. Mayor Streit noted the same. WALTONSMITH/KLINE MOVED TO APPROVE COUNCIL MINUTES OF FEBRUARY 19, 2003. MOTION PASSED 3-0-2 WITH BOGOSIAN AND STREIT ABSTAINING. 3C. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. WALTONSMITH/KL1NE MOVED TO APPROVE THE CHECK REGISTER. MOTION PASSED 5-0. 3D. JANUARY AND FEBRUARY 2003 BUDGET FLASH REPORT STAFF RECOMMENDATION: Accept report. Councilmember Bogosian requested that item 3$ be pulled from the Consent Calendar. Councilmember Bogosian noted for the record that all positions in the City Manager's office should be looked at when it comes to cutting positions. 4 WALTONSMITH/KLINE MOVED TO APPROVE JANUARY AND FEBRUARY 2003 BUDGET REPORT. MOTION PASSED 5-0. 3E PLANNING ACTION MINUTES -.FEBRUARY 26, 2003 STAFF RECOMMENDATION: Note and file. WALTONSMITI3/KLINE MOVED TO NOTE AND FILE PLANNING ACTION MINUTES. MOTION PASSED 5-0. 3F. AMENDMENTS TO SECOND DWELLING UNIT ORDINANCE - SECOND READING AND ADOPTION STAFF RECOMMENDATION: Adopt ordinance. TITLE OF ORDINANCE: 218 ORDINANCE AMENDING SECTIONS 15-56 OF THE ZONING CODE OF THE CITY OF SARATOGA RELATING TO SECOND DWELLING UNIT REGULATIONS Due to real estate interests, Councilmember Bogosian and Vice Mayor Waltonsmith recused themselves and stepped down from the dais. ' Cheriel Jensen requested that Council pull item 2F from the consent calendar. Cheriel 7ensen, Quito Road, stated that she opposed to this ordinance. Councilmember King asked Director Sullivan the State already passed a bill and the City could wait until the State imposed. their rules or the City can act now and create out own ordinance. Director Sullivan responded that due to the recent passage of AB-1866; requires local governments to use a ministerial process for approving second housing units and. prohibits them from applying any development standard that would have the effect of precluding an affordable housing development from applying any development from receiving a density bonus and concessions. Councilmember Kline added that AB 1866 stated that City's would not be able to require second dwelling unit applications to be subjected to Use Permit. KLINE/KING MOVED TO ADOPT ORDINANCE AMENDING SECTIONS 15-56 OF THE ZONING CODE OF THE CITY OF SARATOGA RELATING TO SECOATD DWELLING UNIT REGULATIONS. MOTION PASSED 3-2 WITH BOGOSIAN AND WALTONSMITH ABSTAINING. 3G. CLAIM OF JOHN JENKINS; CLA1M NO. GL-054463 STAFF RECOMMENDATION: Reject claim. John Jenkins requested that Council pull item 3G from the Consent Calendar John Jenkins, 115 Sierra Linda, Los Gatos, noted that he was involved in a hit-and- run accident in the intersection of Saratoga/Fruitvale Avenue on December 12, 2003. Mr. Jenkins noted that every light along Saratoga Avenue was flashing except this particular one. Mr. Jenkins noted that the Deputy told him that this particular intersection has always been a problem and he should file a claim against the City. Mr. Jenkins requested that the City reconsider denying his claim. Conesus of the City Council to continue this item in Closed Session after the meeting. PUBLIC HEARINGS MTLLS ACT PROPERTY TAX ABATEMENT PROGRAM STAFF RECOMMENDATION: Adopt resolution establishing the City's participation in the Mills Act Property Tax Abatement Program. TITLE OF RESOLUTION; 03-016 A RESOLUTION OF THE CITY COUNCIL ESTABLISHING THE CITY'S PARTICIPATION IN THE MILLS ACT PROPERTY TAX ABATEMENT PROGRAM Due to the fact she owns a historic house, Vice Mayor Waltonsmith recused herself and stepped down from the dais. John Livingstone, Associate Planner, presented staff report. Planner Livingstone explained that at the joint City Council, Heritage Preservation Commission meeting on January 21, 2003 the City Council directed staff to come back to the Council with a report on the Mills Act Property Tax Abatement Program. Planner Livingstone explained that the Mills Act is state sponsored legislation granting local governments the authority to enter into an agreement with individual property owners to allow reduced property tax payments for the restoration and continued maintenance of their historic property. This is an economic incentive for property owners to preserve and maintain their buildings. 6 Planner Livingstone noted hat all homes that aze on the existing Heritage Resource List would be eligible for the Mills Act Program. The Heritage Preservation ~ Commission (HPC) would initially screen the applications to ensure that the structure has not significantly been altered since it was placed on the Heritage Resource Inventory. The HPC would then make a recommendation to the City Council based on their evaluation of the structure.. The City Council would than ether approve or deny the request. If the request is approved the actual contract would be brought back to the Council on consent calendar. Staff is recommending that the Council limit the applications for five a year. Councilmember King asked if a homeowner has to apply every year. Planner Livingstone responded no, a homeowner only has to apply once. The length of participation depends on the contract that was executed. Councilmember Kline asked if an analysis of staff time need to monitor and enforce this program been done. Planner Livingstone stated that a full analysis of costs has not been done. As far as monitoring and enforcement it is proposed that the Heritage Preservation Commission would review the homes on a yearly basis. Councilmember Kline noted from his experience in the City of Santa Clara this program takes a hug amount of staff time. Mayor Streit opened the public hearing, Norma Koepernik, Chair/ Heritage Preservation Commission, stated he recently met with the County Assessor office and he took him though an example of a home in the Mills Act Program: Chair Koepernik noted that the homeowner could save between 25%-65% in property taxes. Mayor Streit closed the public hearing. Mayor Streit noted that he supports the proposed program, but is worried about future enforcement. Mayor Streit noted that he supports up to three applications per yeaz. Councilmember Bogosian stated that he supports the program but would like to see staff develop a protocol on how staff will enforce the program. Councilmember Bogosian stated firmly that it is no the Heritage Preservation Commission's job to enforce the program. Councilmember Bogosian stated that staff should handle Enforcement. Councilmember Kline noted that he supports the program except he feels the number of applications should be limited up to three per yeaz. This program is a tax break for the wealthy. Councilmember Kline stated that the City would loose revenue as a result of this program. He supports limiting the applications to three per year. 7 ~ KLINE/KING MOVED TO ADOPT RESOLUTION LIMITING; LIMIT THE NUMBER OF APPLICATIONS TO THREE A YEAR; SUBJECT TO COUNCIL'S APPROVAL. MOTION PASSED 4-0-0-1. 5. REVIEW THE EXISTING CRITERIA IN THE HERITAGE PRESERVATION ORDINANCE CHAPTER 13-15.010 THAT IS USED TO EVALUATE A STRUCTURE' S POTENTIAL TO BE PLACED ON THE HERITAGE RESOURCE INVENTORY STAFF RECOMMENDATION: Accept report and direct staff accordingly. John Livingstone, Associate Planner, presented staff report. Planner Livingstone explained that at the joint City Council, Heritage Preservation Commission meeting on January 21, 2003 the City Council directed staff to come back to the Council for discussion on the existing criteria used to evaluate potential historic resources. Planner Livingstone briefly explained the current criteria listed in Heritage Preservation Chapter 13-15.010 of the City Code. Planner Livingstone noted that he contacted several surrounding cities and stated that that do not have criteria written in their ordinance but rely on the review of a • Historic Consultant and their Heritage Commission. Councilmember Kline noted that Council's direction at the retreat was to come back to Council with the definition of what "historic" was. Defining what "historic " is very political. In the City's Code the building only has to meet two out of seven criteria. Councilmember Kline noted that there is nothing wrong worth the City's ordinance it is very broad and buildings are reviewed on a case- - by-case basis. Norman Koepernik, Chair/ Heritage Preservation Commission, agreed that the ordinance is fine, but the HPC needs to develop some process to help with the placement buildings on the inventory list. Chair Koepernik requested another joint meeting to further discuss this. Consensus of the City Council to direct staff to set up a study session with the Heritage Preservation Commission to discuss the following issues: • Mandatory v. volunteer placement on the resource list • Definition of what is "historic" • Grant applications to hire a consultant OLD BUSINESS 6. SARATOGA LIBRARY PROJECT UPDATE STAFF RECOMMENDATION: Accept report. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow reported that following: • Construction Schedule • The change order that will include delay days has not been finalized. Thompson Pacific submitted an unacceptable request for days that is under negation. Staff expects the completion date to move into late March/very early April for a number of reasons including delays resulting form problems associated with obtaining permanent power. • Budget Status $14,612,371 - (total costs both committed and change requests) In regards to GenCon's bankruptcy, Assistant City Manager Tinfow stated that one of the subcontractors settled with the Surety. Councilmember Bogosian stated that today he went on a tour of the library and it is in his opinion that if pushed, Thompson Pacific could finish the librazy by the end of March. Mayor Streit requested that staff meet with Gilbane and Thompson Pacific to get a firm completion date. Mayor Streit thanked Assistant City Manager Tinfow for the update. 7. GATEWAY DESIGN STANDARDS PURPOSE STATEMENT STAFF RECOMMENDATION: • Accept report and approve purpose of the Gateway Design Guidelines. Tom Sullivan, Community Development Director, presented staff report. Director Sullivan explained that the Council representatives and staff met on February 12, 2003 and developed the following four purpose statements. Director Sullivan briefly described the Gateway Design Guidelines purpose as follows: • Successful Business Environment in the Saratoga-Sunnyvale Corridor • Enhance the Neighborhood quality of Life • New Commercial Projects to be Consistent with the Rural Character of Saratoga • Gateway Design Guidelines to be consistent with existing Saratoga Zoning Regulations Councilmember Kline noted that amended bullet point #2 and provided copies to the Council for consideration. Zoe Alameda-Broody, 12341 Saratoga-Sunnyvale Road, stated that she was a property and a business owner and has participated in the Gateway Task Force since 1996. Mrs. Alameda-Broody asked why the Council has decided to start the process all over again. Vice Mayor Waltonsmith stated that several residents and business owners pulled out of the process because they refused to support the proposed document that • went before the Planning Commission. Al Saul; Property owner 12200 Saratoga-Sunnyvale Road, stated that he has been involved with the Gateway Task Force since 1996 and he supports forming a small task force. Mr. Saul noted that the new group should be consistent and the plan should benefit everyone's interests: Jack Mallory, 12258 Kirkdale Drive, noted he has lived at this address since 1967. Mr. Mallory stated that looking at the guidelines a few things stand out to him: ensure that the Gateway provides unity and consistency to create an attractive theme to the Gateway, encourage a retail destination for the local community, pedestrian friendly for future mixed housing and commercial users. The Council has changed the zoning to allow more high density in this area: Councilmember Kline explained that the Task Force is not exactly starting over. Due to the fact that several residents and business owners pulled out of the process, it proved that it was not awin-win situation. The document presented to the Planning Commission was not design guidelines. Councilmember Kline noted that a small group, more focused, would be able to sit down and hammer out Design Guidelines. In regards to the purpose statements they are general guidelines to use to direct the Task Force in the right direction. Councilmember Bogosian noted that he supports the purpose with the amendment proposed by Councilmember Kline. BOGOSIAN/KLINE MOVED TO APPROVE PURPOSE OF THE GATEWAY DESIGN GUH)ELINES WITH THE ADDED AMENDMENT TO STATEMENT #2. MOTION PASSED 5-0. NEW BUSINESS 8. RESOLUTION OF INTENT TO AMEND ARTICLE 16 OF THE SARATOGA CODE -RELATING TO THE MAINTENANCE OF BUILDING SITES STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 03-015 RESOLUTION OF INTENT TO AMEND. ARTICLE 16 OF THE SARATOGA CODE -RELATING TO T$E MAINTENANCE OF BUILDING SITES . Tom Sullivan, Community Development Director, presented staff report. Director Sullivan reported that one of the areas that continue to create complaints from all Saratoga neighborhoods is the unsightliness of construction sites. This was discussed at the recent City Council retreat. 10 Director Sullivan explained that if Council adopts the recommended resolution it would set the process in geaz to develop a remedy to the situation. It is envisioned ` that the ordinance amendment will require that constnuction sites be fenced with opaque material. The ordinance would also require that all equipment, material, portable toilets and trash dumpsters be maintained within the confines of the .project. Director Sullivan noted that the Grace San Felippo project located at 18460 Sobey Road is an example of what a construction project should look like:. Director Sullivan stated that this proposed amendment to the Building Code. portion of the Saratoga City Code; the Planning Commission is not required to conduct a sepazate public hearing and adopt a resolution making a recommendation to the City Council. Councilmember Bogosian requested that exceptions be added in regazds to sightlines. KING/KLINE MOVED TO ADOPT RESOLUTION OF INTENT TO AMEND ARTICLE 16 OF THE SARATOGA MUNICIPAL CODE ADDING EXCEPTIONS TO SIGHTLINES. MOTION PASSED 5-0. 9. CONGRESS SPRINGS PARK SAFETY NET EXTENSION -AWARD OF CONSTRUCTION CONTRACT STAFF RECOMMENDATION: • Award contract; authorize City Manager to execute contract; authorize staff to execute change orders. John Cherbone, Public Works Director, presented staff report. Director Cherbone explained that Congress Springs Park currently has a safety net structure between the park and the freeway to act as a barrier for wayward baseballs and other flying objects. The net system was erected in 1994, and is approximately 1320 feet in length, with heights of 35 and 45 feet. Director Cherbone explained that last year, as part of the-park rehabilitation, a section of the safety net was raised 10 feet to provide better. protection from balls hit from the new Pony League field. While this work was being done, inspection of the existing net material revealed extensive deterioration, the effectiveness of the safety net will become progressively compromised as time goes on. Director Cherbone stated that the work proposed in this report would add extension netting and replace existing netting material to afford protection along the full length of the pazk. Director Cherbone noted that sealed bids for the Congress Springs Safety Net Extension Project were opened on February 25a'. Unfortunately the City did not • receive and bids on the project. It was found that very few companies perform this type of highly specialized work. Staff mailed bid packages to approximately 5 companies and 10 Bid Exchanges. 11 Director Cherbone noted that only one plan holder showed interest in the project, and staff made apost-bid inquiry with this firm. S Director Cherbone noted that because the City had gone through a formal bid process as specified by the Public Contract Code and received no bids; staffwas able to solicit bids informally. Staff solicited the sole interested company, Ace Golf Netting, whose proposal was $43,724. BOGOSIAN/WALTONSMITH MOVED TO AWARD CONTRACT; AUTHORIZE CITY MANAGER TO EXECUTE CONTRACT: AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS. MOTION PASSED 5-0. 10. NORTH CAMPUS FENCE PROJECT -AWARD OF CONSTRUCTION CONTRACT STAFF RECOMMENDATION: Award contract; authorize City Manager to execute contract; authorize staff to execute change orders. John Cherbone, Public Works Director, presented staff report. Director Cherbone noted that sealed bids for the north Campus Fence Project were opened on February 25, 2003. A total of three contractors submitted bids. Central Fence Company submitted the lowest bid of $61,600.00, which was significantly above the project estimate of $25,000.00. Realizing that the lowest bid was well above the total funding amount available for the project, City staff negotiated with Central Fence Company to lower the bid to $29,725.00. This was accomplished by opting to leave the fencing that is in good condition on the east property, providing disposal services, and specifying an equally durable but less labor-intensive fence design. Director Cherbone noted that the scope of work includes furnishing all material, equipment, and labor to erect wood fencing along portions of the North Campus perimeter. WALTONSMITH/KLINEMQVED TO AWARD CONTRACT; AUTHORIZE CITX A'IANAGER TO EXECUTE CONTRACT; AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS. MOTION PASSED 5-0. 11. SANTA CLARA COUNTY LffiRARY LEASE AGREEMENT STAFF RECOMMENDATION: Provide final direction to staff on lease terms to be negotiated Lorie Tinfow, Assistant City Manager, presented staff report. i Assistant City Manager Tinfow reported that library services in Saratoga are provided under a lease agreement between the City of Saratoga and the County of Santa Clara Library. The City owns the building while the Library provides the material, furniture and personnel. The most recent lease was set tot termite in 12 2003 with the ability for 30-year renewal in 10-year increments at the Library's request. Assistant City Manager Tinfow noted that with the expansion and renovation of the Saratoga Library, either a new lease or a lease renewal is needed to reflect the building changes and update the remaining terms and conditions. Assistant City Manager Tinfow stated that significant deletions from the old ]ease include language about land acquisition, design process and construction; bond issuance and repayment terms, and termination resulting from failure to secure financing. The new lease carries forward many of the dame terms and conditions of the old and significant provisions follow: • Use of Premises • Alterations, additions and maintenance • Taxes and Utilities • Liability and Insurance • Termination Assistant City Manager Tinfow stated that tonight staffwas asking Council for direction on specific terms and conditions for the new lease: • Term length • Cafe Operator • Exterior building maintenance • Digital HVAC system assistance (not an issue at the present time -Library staff satisfies with equipment) • City Council use of Community Room • Art Wall Surface • City of Saratoga Art Policy Consensus of the City Council to provide the following direction to staff in regazds to the Library Lease agreement: • Term length - 10 years • Cafe Operator -Friends of The Sazatoga Library. Approach the Friends on allocating funds to help defray maintenance costs for librazy and Book-Go- Round. • Exterior building maintenance -City maintain exterior. County, not just budget but implement a sinking fund to with $5,000 per year with inflation clause. • City Council use of Community Room -City set use policy related to the community room and get first priority. • Art Wall Surface -City control use and materials used; staff to gather cost estimates for prep work. • City of Sazatoga Art Policy - must be incorporate into lease agreement. Mayor Streit thanked Assistant City Manager Tinfow for her report. 13 COMMISSION ASSIGNMENT REPORTS Mayor Streit reported that following information: Finance Commission -starting to work on the City's budget. Heritaee Preservation Commission -Mustard Walk was a huge success. Vice Mayor Waltonsmith reported that following information: Arts Commission -finishing the Public Arts Policy Councilmember King reported the following information: Public Safety Commission -working on the Blue Hills Traffic Safety Plan. Held the first meeting with neighbors and parents. Councilmember Kline had nothing to report. Councilmember Bogosian reported the following information: Library Expansion Committee -process of preparing a list of items that Village Green Neighborhood Task Force -soliciting comments from the neighbors regarding the second survey. CITY COUNCIL ITEMS Vice Mayor Waltonsmith requested that staffprovide Councilmember King with a footstool. Vie Mayor Waltonsmith announced the Cities Association annual Bocce Ball Tournament will be on June 12, 2003. Councilmember King requested that the Book-Go-Round be analyze in regards to future expenses it may need. Councilmember Kline added that he thinks all City buildings controlled by other groups be looked at and find a way top fund them for maintenance cost- perhaps the user groups should pay for the maintenance. Councilmember King reported that t a car's windshield was shattered under the Quito Road over pass due to a rock that was thrown over the bridge. Councilmember King asked if staff could look at the bridge to make sure it was high enough so this doesn't' happen again. City Manager Anderson noted that he would direct staffto do so. Councilmember Kline requested that Council guidelines be developed in regards to policies and procedures for running and efficient meeting. 14 0 OTHER None CITY MANAGER'S REPORT ADJOURNMENT Mayor Streit adjourned the open meeting at 9:30 p.m. and noted that Council would return to Closed Session in the Administrative Conference Room. There be no further business Mayor Streit adjourned the Closed Session meeting at 10:30 p.m. and announced that the claim filed by John Jenkins GL-054463 would be paid. Respectfully submitted, Cathleen Boyer, CMC City Clerk • 15 SARATOGA CITY COUNCIL MEETING DATE: March 19, 2003 AGENDA ITEM: V ORIGINATING DEPT: Admi~niJstrative Services CITY MANAGER: ~/~C-G"~'~ PREPARED B ~' 1 Ic.~-~ DEPT HEAD: - SUBJECT: Check Register: 3/14/03 RECOMMENDED ACTION(S): Approve the Check Register. REPORT SUMMARY: Attached is the Check Register. FISCAL IMPACTS: None CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): None ALTERNATIVE ACTION(S): None FOLLOW UP ACTION(S): None ADVERTISING, NOTICING AND PUBLIC CONTACT: None ATTACHMENTS: Check Register Certification. 3/712003 Checks AP CHECKS A91972-92109 Checks 1 GENERAL 79,868.90 6,783.78 100 COPS-SLESF 110 Traffic Safety 150 Streets & Roads 271,062.48 160 Transit Dev 170 Hillside Repair 180 LLA Districts 14,464.78 250 Dev Services 18,323.37 260 Environmental 2,577.63 270 Housing & Comm 290 Recreation 22,466.51 291 Teen Services 211.62 292 Facility Ops 1,000.00 293 Theatre Surcharge 108.25 300 State Park 310 Park Develpmt 320 Library Expansion 737,182.69 351 Public Safety 813.05 352 Infrastructure 1,458.93 353 Facility 801.54 354 Park and Trail 1,386.67 400 Library Debt 410 Civic Cntr COP 420 Leonard Creek 700 Quarry Creek 710 Heritage Prsvn 720 Cable TV 730 PD #2 740 PD #3 800 Deposit Agency 20,157.00 810 Deferred Comp 830 Payroll Agency 990 SPFA 1,171 783.78 PAYROLL CHECKS: 628880-28910 TOTAL Prepared by: / Date: ~~~~~~ ~~~ .~~~~ 03 0 0 0 0 0 0 0 0 0 0 ° o ° ~ 0 a0 W O 0 YYO A A Y 0 wo o N 0 00 W Y 0 YO O 0 o Aaao O O O N ao W N Wo YYO N O N O ao o N Yo 0 o boo O rp 0 O W m y 0 N O N N J A W J w J y 0 Y O m O Y b J O N A O O W N S W N W N a A N Y N O O r0 y N N m 0 O W V N N J W y J Y b V a A J J ro N b mm vy yy yy vy vy vy bb Y b m b m.A A k 5 3 O n p~ C K ~ m W m d m G m b a w£ b ~ y M K N y p 5 H n H m ro y w y b n 5 ~ y y m n x x Z G i y T 0 om oon o0 A $ o 0 W O O 0 A'f~ oq ° ~ o ooy 0000 ~ o oy 1IrC o op PL^ oom o0 NA<i oy 0 yM ° 0 An o on m O x AO m o x H ~oC m K Y Ymm Y ron ro Jy my Z OW'qy J 5 JGl No A o g H Na Y Y m b WZ Z b W a NN ON m ZZZ ya A 0 m w y y H M N z H N N H m ',00. 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'q$ $m W W m J O J J N N VI M q Y W I p O m V I V I m W O J N m~ m m w o N T m O O b J W10b C.~M WO O 1U b y WJ 1D 10 N N O N mP O O J NONOI V i Z.H ~ Y H fA~' PO O W W N Tb O O O O O O O O ~ by O 1p NO O A A VI ON O O O J O O O O O 00 O O NOm01 O J N P N V ~ ~ ro mO1 N N N N O b O P J Y O O N p1 01m O O N N N J W W W W N NJ N N N N N Om Y Y N N O Y 1 1 N f SARATOGA CITY COUNCIL ~~ MEETING DATE: March 19, 2003 AGENDA ITEM: /'~ DEPT: Community Development CITY MANAGER: ~~L%~-~'~- PREPARED BY: Kristin Borel DEPT HEAD: SUBJECT: Planning Commission Actions, March 12, 2003 RECOMMENDED ACTION(S): Note and file. REPORT SUMMARY: Attached are the Planning Commission Action Minutes of Mazch 12, 2003 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Action Minutes -Saratoga Planning Commission ~~ ~. CITY OF SARATOGA PLANNING COMMISSION ACTION MINUTES DATE: Wednesday, March 12, 2003 - 7:00 p.m. PLACE: Council Chambers/Civic Theater,13777 Fruirvale Avenue, Saratoga, CA TYPE: Regular Meeting ROLL CALL: Commissioners Barry, Garakani, Hunter, Kurasch, Roupe, Zutshi and Chair Jackman Absent. Commissioner Barry ~ Roupe Staff: Planner Oosterhous, Director Sullivan &t Minutes Clerk Shinn PLEDGE OF ALLEGIANCE MINUTES: Draft Minutes from Regulaz Planning Commission Meeting of February 26, 2003. (APPROVED 5-0) ORAL COMMUNICATIONS-,Any member of the Public will be allowed to address the Planning Commission for up to three minutes on matters not on this agenda The law generallyprohibits the Planning Commission from discussing or taking action on such items, However, the Planning Commissionmay instructstaJfaccordingly regardingOral Communications underPlanningCommission direction toStaff REPORT OF POSTING AGENDA Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 6, 2003. REPORT OF APPEAL RIGHTS If you wish to appeal any decision on this Agenda, you may file an "Appeal Application" .with the City Clerk within fifteen (15) calendar days of the date of the decision, pursuantto Municipal Code 15.90.fl50 (b). CONSENT CALENDAR None PUBLIC HEARINGS All interested persons may appeaz and be heard at the above time. and place. If you challenge a decision of the Planning Commission pursuant to a public heazing in court, you may be limited to raising only those issues you or someone else raised at the public hearing(s) described in this agenda, or in written correspondence delivered to the Saratoga Planning Commission at, or prior to, the public hearing. In order to be included in the Planning Commission's information packets, written communication should be filed on or before the Monday, a week before the meeting. I. APPLICATION #02-272 (APN 397-23-007)- $IERACH, 20355 Orchard Rd; -Request for Design Review Approval to construct first and second story additions to an existing one-story residence. The total floor azea of the proposed two-story .residence is 2,283 squaze feet. The maximum height of the proposed residence is 21 ft. 6 inches feet. The lot size is approximately 7,300 squaze feet and the site iszoned R-1-10,000. (CIiRISTINE OOSTERHOUS) (APPROVED 5-0) ~~ 2. DR-O1-035, UP-O1-013, ED-O1-002 (393-25-022) ST.ANDREWS PARISH AND SCHOOL; 13601 Sazatoga Avenue -The applicant requests Design Review and Use Permit approval to construct new facilities for St. Andrew's Parish and School. The.proposed project includes the demolition of existing buildings and the construction of the following facilities: Performing Arts/Gymnasium, Sunday School Rooms, Administration Offices, Classrooms, Clergy Offices, Parish Center, and a Bell Tower. The project also includes: a memorial garden, covered walkways, an outdoor eating area, re-grading and reconfiguring the parking lot and. eliminating off-site queuing. New building construction will total 72,345 square feet and- will include six new structures. The existing sanctuary is to remain. (CHRISTINE QOSTERHOUS) (ED-O1-002 APPROVED 4-1, HUNTER OPPOSED; UP-O1-013 &t DR-O1-035 APPROVED 4-1, KURASCH OPPOSED) 3. APPLICATION #02-259 (397-27-010) - SHIN;14165 Victor Place; -Request for Design Review approval to construct first and second story additions to an existing one-story single-family residence. The total floor area of the proposed two-story residence and attached garage is 3,023 square feet. The floor area of the first floor is 1,974 square feet and the second floor is 838 square feet. The maximum height of the proposed residence is 24 feet. The lot size is approximately 10,197 square feet and the site is zoned R-1-10,000. (CHRISTINE OOSTERHOUS) (APPROVED 3-2, KURASCH &z ZUTSHI OPPOSED) DIRECTORS ITEM - .None COMMISSION ITEMS Commissioner's sub-committee reports COMMUNICATIONS WRITTEN - City Council Minutes from Regular Meetings on February 19, 2003 and City Council Retreat on February 1, 2003 ADJOURNMENT AT 11:50 PM TO THE NEXT MEETING - Wednesday, Mazch 26, 2003, at 7:00 p.m. in the Council Chambers/Civic Theater 13777 Fruitvale Avenue, Saratoga, CA ~~ If you would like to receive the Agenda's via a-mail, please send your a-mail address to planning@sarato¢a.ca.us SARATOGA CITY COUNCIL MEETING DATE: March 19, 2003 ORIGINATING DEPT: Public Works PREPARED BY: AGENDA ITEM: CITY MANAGER: ~~~G--- DEPT HEAD: w SUBJECT: State of California Department of Parks and Recreation 2000 Bond Act Per Capita Block Grant Resolution approval and Roberti-Z'Berg-Harris Urban Open Space and Recreation Program Block Grant Resolution approval RECOMMENDED ACTION(S): 1. Adopt the attached resolution in support of the 2000 Bond Act Per Capita Block Grant for the City of Saratoga. 2. Adopt the attached resolution in support of the 2000 Bond Act Roberti-Z'Berg-Harris Urban Open Space and Recreation Program Block Grant for the City of Saratoga. REPORT SUMMARY: As a direct result of the passage of the Safe Neighborhood Parks, Clean Water, Clean Air and Coastal Protection Bond Act of 2000, the city was allocated $284,000.00 in Per Capita Block Grant Funds, which do not require a local match of city funds. The city was also allocated $91,134.00 in Roberti-Z'Berg-Hams Urban Open Space and Recreation Program Block Grant Funds, which do require a local match of 3/7 times the grant allocation, or $39,057.00. A further stipulation is a minimum of one-third of the local match must consist of monies or nonmonetary contributions from private or nonstate sources unless waived. If the project grant amount is known, the minimum match isl/7 times the. grant allocation, or $13,019.00. Waiver conditions are explained in attachment C. The first step in the process for the city to receive grant funds, as required by the State, is to encumber them via submission of authorizing resolutions from Council. The Per Capita Bond Act funds resolution deadline is April 1, 2003. The Roberti-Z'Berg Harris funds resolution deadline is April 1, 2004. Our state appointed project officer strongly encouraged city staff to present both resolutions to Council for approval at the same time, citing it is much easier and cleaner for the state to process and track, Upon receipt of the authorizing resolutions, the State will forward to the city contracts for signature. Once the city signs and returns the contracts, the state, after review and if no problems are detected, will send the city fully executed contracts. To remain eligible for Per Capita Block Grant funds; the city must obtain a grant contract with the State by June 30, 2003 deadline. To remain eligible for Roberti-Z'Berg-Hams Block Grant funds, the city must obtain a grant contract with the state by the June 30, 2004 deadline. Next, the city submits individual project application(s) to the state, which; after review by the state, aze either approved or additional information is requested and the application(s) are send back. All approved projects for the Per. Capital Block Grant must be completed by March 1, 2008 and for the Roberti-Z'Berg-Hams Block Grant by March 1, 2009 or funding may be lost. The attached Resolutions in support of these grant applications aze due in the office of our state project officer by April 1, 2003. Staff is requesting Council adopt these resolutions to commence the funding procurement process.- FISCAL IMPACTS: The City will receive $284,000.00 in Per Capita and $91,134.00 in Roberti-Z'Berg-Hams Block Grant Funds. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The. City will not receive $284,000.00 in Per Capita and $91,134.00 in Roberti-Z'Berg-Hams Block Grant Funds forfeit this revenue. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): The adopted resolutions will be forwarded to Albert Ventura, our designated state project officer. ADVERTISING, NOTICING AND PUBLIC CONTACT: None ATTACHMENTS: A) Resolution for 2000 Bond Act Per Capita Grant Allocation B) Resolution for 2000 Bond Act Roberti-Z'Berg-Hams Grant Allocation C) Criteria for Waiver of Local Match for Roberti-Z'Berg-Hams Grant -__J RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE APPLICANT TO APPLY FOR GRANT FUNDS FOR THE PER CAPITA GRANT PROGRAM UNDER THE SAFE NEIGHBORHOOD PARKS, CLEAN WATER, CLEAN AIR, AND COASTAL PROTECTION BOND ACT OF 2000 WHEREAS, the people of the State of California have enacted the Per Capita Grant Program which provides funds to meet the urgent need for safe, open and accessible local park and recreational facilities for increased recreational opportunities that provide positive alternatives to social problems; and WHEREAS, the California Department of Parks and Recreation has been delegated the responsibility for the administration of the grant program, setting up necessary procedures; and .WHEREAS, said procedures established by the California Department of Pazks and Recreation require the Applicant's Governing Body to certify by resolution the approval of the Applicant to apply for the Per Capita Allocation, and WHEREAS, the Applicant will enter into a Contract with the State of California; NOW, THEREFORE, BE IT RESOLVED that the CITY COUNCIL OF TILE CITY OF SARATOGA 1. Approves the filing of an Application for local assistance funds from the Per Capita Grant Program under the Safe Neighborhood Parks, Clean Water, Clean Air, and Coastal Protection Bond Act of 2000; and 2. Certifies that the Applicant has or will have sufficient funds to operate and maintain the project(s); and 3. Certifies that the Applicant has reviewed, understands and agrees to the General Provisions contained in the Contract shown in the Procedural Guide; and 4. Appoints THE CITY MANAGER as agent to conduct all negotiations, execute and submit all documents including, but not limited to Applications, agreements, payment requests and so on, which may be necessary for the completion of project(s). Passed and adopted by on the day of , 20_. by the CITY COUNCIL. OF THE CITY OF SARATOGA by the following vote of the members thereof: AYES: NOES: ABSENT: ABSTAIN: Attest: Cathleen Boyer, City Clerk Nick Streit, Mayor City of Saratoga • RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE APPLICANT TO APPLY FOR GRANT FUNDS FOR THE ROBERTI-Z'BERG-HARRIS URBAN OPEN SPACE AND RECREATION PROGRAM UNDER THE SAFE NEIGHBORHOOD PARKS, CLEAN WATER, CLEAN. AIR, AND COASTAL PROTECTION BOND ACT OF 2000 WHEREAS, the people of the State of California have enacted the Safe Neighborhood Pazks, Clean Water, Clean Air, and Coastal Protection $ond Act of 2000 which provides funds for the Roberti-Z'Berg-Harris Open Space and Recreation Program; and WHEREAS, the Legislature of the State of California has enacted the Roberti- Z'Berg-Hams Open Space and Recreation Program, which provides funds to certain political subdivisions of the State of California for acquiring land and for developing facilities to meet urban recreational needs; and WHEREAS, the California Deparhnent of Parks and Recreation has been delegated the responsibility for the administration of the grant program, setting up necessary procedures; and WHEREAS, said procedures established by the California Department of Parks and Recreation require the Applicant's Governing Body to certify by resolution the approval of the Applicant to apply for the Roberti-Z'Berg-Hams Allocation, and WHEREAS, the Applicant will enter into a Contract with the State of California; NOW, THEREFORE, BE IT RESOLVED that the CITY COUNCIL OF THE CITY OF SARATOGA I. Approves the filing of an Application for local assistance funds from the Roberti- Z'berg-Harris Urban Open Space and Recreation Program under the Safe Neighborhood Parks, Clean ~'Vater, Clean Air, and Coastal Protection Bond Act of 2000; and 2. Certifies that the Applicant has or will have sufficient funds to operate and maintain the project(s); and 3. Certifies that the Applicant has reviewed, understands and agrees to the General Provisions contained in the Contract shown in the Procedural Guide; and 4. Appoints THE CITY MANAGER as agent to conduct all negotiations, execute and submit all documents including, but not limited to Applications, agreements, payment requests and so on, which may be necessary for the completion of project(s). Passed and adopted by on the day of , 20`. by the CITY COUNCIL. OF THE CITY OF SARATOGA by the following vote of the members thereof: . AYES: NOES: ABSENT: ABSTAIN: Attest: Cathleen Boyer, City Clerk Nick Streit, Mayor City of Saratoga • ATTACHMENT C i • CRITERIA FOR WAIVER OF MATCH Waiver Conditions for 10% Private or Nonstate Match (Acquisition and Development Proiects) Grantees may request a waiver of the 10% private or nonstate Match either on aProject- by-Project basis or by submitting a single request for waiver of this Match to apply to the Grantee's total allocation. With a waiver, the Grantee is still responsible fora 30 percent local Match but will not be required to certify that o.ne-third of this 30 percent Match is from Private or Nonstate Sources. It is recommended that this request for waiver be submitted in narrative form to the Department. It may tie submitted at the same time the Grantee submits a signed resolution frdm their governing body to receive a Contract. The Applicant's matching money from Private or Nonstate Sources shall not be required if the Local Agency can comply with Item A and Items B or C (i.e. A and B or A and C). A. The Applicant currently has available the entire 30% in other eligible matching funds in the event the private or nonstate Match is waived (certification required). AND B. There has been an unsuccessful attempt to raise private or obtain nonstate matching funds or contributions for the proposed Project or similar Projects (submit evidence); OR C. An attempt to raise-funds would, in the estimation of the Local Agency, be unsuccessful for two or more of the following reasons: The availability of financial assistance from Private or Nonstate. Sources for the Project is limited (submit statement); 2. The per capita income in the Applicant's Jurisdiction is lower than the statewide average (submit evidence); The unemployment rate in the Applicant's Jurisdiction is above the statewide average (submit evidence); 4. Plant or business closure in the Applicant's Jurisdiction has accelerated in the past two years (submit evidence); 5. The proposed Project is of a nature not likely to attract private or nonstate funds or contributions. This includes, but is not limited to, replacement Projects of existing support facilities (restrooms, parking, irrigation systems, water supply, drainage), site preparation for new developments (grading, utility, fencing), and Acquisition Projects such as in-holdings, easements, and boundary adjustments. RZH Block Grant Procedural Guide 11 Waiver Conditions for Entire 30% Local Match (Acquisition Proiects Only) • A waiver request must accompany the Jurisdiction's Project Application and include all information requested. A waiver of the entire local Match applies only to.Acquisition Projects. Local matching money shall not be required if the Applicant can demonstrate, through supporting evidence, that urgent and unmet land Acquisition needs exist and that all of the following conditions prevail (please submit required materials as indicated): 1. • The proposed Project is currently the Jurisdiction's highest priority park Acquisition (submit statement). 2. There is evidence of loss to nonrecreation purposes if the property is not acquired . immediately (submit statement). 3. There is an absence of sufficient parkland and recreation facilities within the intended service area (neighborhood, community, region) of the Acquisition proposal (submit statement). 4. In the year in which the grant is to be encumbered, the Jurisdiction does not have other local funds or federal funds that may be used to Match the state grant (submit statement and budget data). 5. Over 15% of the Jurisdiction's population is below the poverty level, as defined and established by statistics from the most recent decennial census (submit statement). 6. The property can be acquired immediately after grant funds are appropriated by the • state (submit Acquisition schedule and evidence of a willing seller). Note: Authority cited: Section 5003 ;Public Resources Code. References: Sections 5096.310(Q, 5096.332, 5096.333, 5096.336(6), and 5096.367, Public Resources Code. • ti . CHART STATE/LOCAL MATCH ROBERTI-Z'BERG-HARRIS GRANT PROGRAM Matching, Formula - 70% state and 30% local Match. One-third of Iocal.Match must come from private or nonstate sources, unless waived. The 30% Match can not come from state sources, such as other state funded grant.programs (Per Capita, Habitat Conservation Fund, Urban Centers, Non-Motorized Trails, etc.). ELIGIBLE SOURCES TO MEET MATCHING REQUIREMENT Local Government Component - 2/7th of Grant Amount (Nonstate monies) 1. Local Applicant money 2. Lands, cash, or assets transferred to the Project from other local agencies 3. Force Account labor 4. Federal funds 5: Private cash or land donations lJ 6. Any combination of the above Private or Nonstate Sources Component -1/7th of Grant Amount (Minimum) 1. Cash donations, land donations, the equipment, supplies, volunteer labor, free or reduced cost of lands, facilities, or equipment,.bequests and earnings from wills, estates, and trusts 2. Federal funds 3. Cash from local agencies, other than Applicant 4. Money from private sources 5. For Acquisition Projects: Property donated to be part of the Acquisition Project or reduced cost of land 6. Any combination of the above RZH Block Grant Procedural Guide 1 p SARATOGA CITY COUNCIL MEETING DATE: March 19 2003 AGENDA ITEM: /-~ ORIGINATING DEPT.: Community Development CITY MANAGER: O ~~ PREPARED BY: Lata Vasudevan DEPT. HEAD: SUBJECT: FY 2003/04 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING RECOMMENDATION 1. Conduct the Public Hearing. 2. Adopt the attached Resolution (Attachment 2) authorizing Staff to: a. Submit funding allocations to Santa Clara County for CDBG proposals totaling $172,200. b. Reallocate unspent allocation in the Saratoga-Sunnyvale Road ADA Curb Ramp Upgrade Project to the SHARP Revolving Housing Rehabilitation Loan Fund. c. Allow a maximum $5,000 grant per SHARP Revolving Housing Rehabilitation Loan recipient to cover the cost of lead-based paint abatement. 3. Appoint a new Councilmember to serve on the Sub-committee to review applications for CDBG Septic Abatement funds. BACKGROUND The Department of Housing and Urban Development [HUD] makes annual disbursements of Housing and Community Development Act [HCDA] funds for eligible. projects and activities. Saratoga and seven other "non-entitlement" cities (population under 50,000) within Santa Claza County receive federal HCDA funds from the Community Development Block Grant [CDBG] Program. Non-entitlement cities receive funds through a cooperative agreement with the County of Santa Clara, the locally responsible grant recipient. Expenditure of these funds is restricted by federal and county regulations. DISCUSSION The total amount available for FY 2003/04 is $172,200, which reflects a 1.6% decrease in funding from the current year allocation. Of that amount, a maximum of $35,366 may be spent on public service activities, which is $4271ess than the current year allocation. Additional allocations aze $15,000 to cover CDBG program administration, the annual contribution of $20,000 to the County to provide assistance in administering the SHARP Revolving Housing Rehabilitation Loan Program, and $50,000 for Americans with Disabilities Act [ADA] improvements at Hakone Gazdens. The availability of CDBG funds for eligible projects and activities was publicized in the Saratoga News during the month of January 2003.One Public Services application and three CDBG capital project and non-public service proposals were received during the application cycle. Summaries of all applications aze provided in Attachment 2. The full application packets are available for review in the Planning Department at City Hall. The applications were reviewed by asub-committee composed of County Housing and Community Development Policy Committee liaison, Councilmember Stan Bogosian and the Citizens Advisory Committee [CAC] member from Sazatoga; Betty Feldheym. The following funding recommendations have been determined by Councilmember Bogosian and Betty Feldheym. FY 2003/04 CDBG FUNDING RECOMMENDATIONS 1. CDBG Public Service Activities SASCC -Adult Day Care Pro r¢ am Sazatoga Area Senior Coordinating Council (SASCC) submitted its annual proposal for CDBG Human Services funding for continued support of the SASCC Adult Day Care Center Program for FY 2002/2003. Their total requested amount is $36,737, which is 22.55% of the estimated annual budget to operate the Adult Care Center. However, the maximum that can be allocated to public service activities is $35,366. Recommendation: Fund the Saratoga Adult Day Care Program with the full allocation allowed for public service activities, which is $35,366. 2. CDBG Capital and non-Public Service Projects SASCC -Automatic Doors and Monitorine Svstem SASCC is requesting $13,294 to install two automatic doors and a monitoring system at its entrance to the Adult Care Center. The Adult Care Center serves 39 unduplicated participants per week, out of which 28 aze restricted to wheelchairs and/or require some form of walking aide. The requested amount is based on an estimate obtained from SASCC. The sub-committee feels that the installation of the monitoring system and automatic doors is awell-needed improvement to the Adult Caze facility. Recommendation: Fund $13,294 to install automatic doors and a monitoring system at the entrance to the Adult Care Center. Project Match -Long Term Lease for Shared Senior Residence Project Match is requesting $33,000 to cover the full cost of lease payments to the landlord on its group home on Blauer Drive in Saratoga. Project Match has been a recipient of CDBG funds since 1991. The project provides shared residential housing to 5 low income seniors (aged SS or older), at a time. The rent chazged to each resident will not exceed 30% of their income. Currently the house is at 100% occupancy. The requested amount is 41% of the annual cost to operate the group home. For the current fiscal yeaz, Project match was allocated a grant of $28,200 to partially cover the cost of its rental payments. Recommendation: Fund $33,000 to support Project Match's continued efforts to provide affordable housing to low-income seniors in the City of Saratoga. Rebuilding Together Silicon Valley fRTSVI - Rebuilding Davs 2003-2004 This is the first time this agency is applying for CDBG funds through the City. RTSV is requesting $15,000 and proposes to renovate and repair two homes of very low income property owners in Saratoga. All work is done by skilled and unskilled volunteers at no cost to the homeowner. This is a very innovative proposal. However, the sub-committee cazefully reviewed • this application and has decided to recommend no funding to this agency primarily because of other funding priorities with established agencies in Saratoga and a lack of sufficient funds to cover the request. Recommendation: No funding recommended. ADA Imnrovements Project at Hakone Gardens Per the lease agreement with the Hakone Foundation, the City will provide $50,000 per year for five years, to update Americans with Disabilities Act [ADA] requirements at the park. FY 2003/04 will be the third yeaz that CDBG funds are allocated to ADA improvements at Hakone Gardens. Recommendation: Allocate $50,000 for ongoing ADA improvements at Hakone Gardens. 3. Program Administration County Rehabilitation Assistance The City's SHARP Revolving Housing Rehabilitation Loan Program is administered by the Santa Claza County Housing and Community Development Department (HCD) staff. The program provides low-interest loans to income-eligible homeowners for home repairs such as • new roofs and electrical upgrades. HCD charges $20,000 (of CDBG funds) per year to administer the SHARP program for the City. The cost covers processing loan applications, determining eligibility, processing loan paperwork and coordinating payments to the contractors doing the repair work. Further discussion of the SHARP Revolving Housing Rehabilitation Loan Fund is provided below. City Progxam Administration Each fiscal yeaz, $15,000 is set aside for the general program administration costs incurred by the City. These funds go towards the City's expenses for staff to process applications, administer contracts, prepare and submit reports to regulatory agencies and to participate in Urban County program activities. 4. SHARP Revolving Housing Rehabilitation Loan Program and Lead-Based Paint Abatement Saratoga has been offering low interest housing rehabilitation loans for low income residents for over 20 yeazs. There are currently eleven outstanding loans to homeowners. Interest for the Housing Rehab Program has recently increased due to staff submitting articles in The Saratogan. Prior to January 2003, we had $198,047.07. However, as of January 2003, loans to two new homeowners in Saratoga totaling $140,000 were approved. The Revolving Housing Rehab Loan Funds are being retained in the County's Housing Rehabilitation Program account, which is tracked sepazately from the CDBG projects. To replenish the fund, the sub-committee is recommending that the remaining FY 2003/04 allocation of $5,540 be allocated to the Revolving Rehabilitation Loan Fund. The sub-committee and staff also find it necessary to recommend a transfer of funds from an unspent CDBG project allocation. This will be further described below, in item #5. Assuming there is continued interest in the Program, it will be necessary to further replenish this fund out of FY 2004/05 available CDBG funds. It does not appeaz that individual loan payoffs (program income) will be enough to replenish this fund. Recommendation: Allocate $5,540 to the SHARP Revolving Rehabilitation Z,oan Fund. HUD's Lead-Safe Housing Rule took effect on September 15, 2000. The rule requires that property owners who receive federal housing funds meet basic safety standards to prevent exposure to lead hazards. This rule applies to housing built before 1978 when lead was officially banned in paints. For loan recipients, this means a required lead inspection and abatement if lead is found in the inspection process. The cost of lead based paint inspection and abatement is an unforeseen expense that home owners may not take into account in the loan amount. Staff has consulted with the County and has referred to other cities in the Urban County who have already set aside funds as a grant to encourage homeowners to participate in the Housing Rehab Program. The sub-committee would like to seek City Council approval to authorize the County to set aside a maximum $5,000 from the Revolving Housing Rehab Loan Fund as a grant to each loan recipient to cover the cost of lead-based paint inspection and abatement. Recommendation: Authorize the County of Santa Clara Housing and Community Development Program to set aside a maximum $5,000 from the Revolving Housing Rehab Loan Fund as a grant to each loan recipient to cover the cost of lead-based paint inspection and abatement. 5. Reallocation of Prior CDBG Ftirnds HUD guidelines state that by April 30a` of each program yeaz cities should not hold more than 1.S times its most recent fiscal year CDBG grant as an unspent balance. HUD began enforcing this guideline last year. For Saratoga, 1.S times the recent fiscal year grant is equivalent to $262,569. The policy would allow HUD to reduce a community's future grant by 20% of the amount of the remaining funds (as of Apri130) that is in excess of 1.S times the current grant allocation. Therefore, it is imperative that the majority of the projects funded during the program year be completed and funds reimbursed by Apri130a'. Last year and during this current fiscal year, Saratoga has been successful in spending the necessary funds to remain below 1.S times the current year CDBG grant. For fiscal yeaz 2002/03, the City Council approved an allocation of $51,418.96 for the ADA Saratoga-Sunnyvale Road Curb Ramp Upgrade Project. However, this amount has not been expended so far. Staff has already discussed the possibility of reallocating these funds with the City's Director of Public Works. Transferring this allocation of $51,418.96 to replenish the SHARP Revolving Housing Rehabilitation Loan Fund would provide a better likelihood that this money would be spent in a timely manner. Recommendation: Transfer $51,418.96 from the ADA Saratoga-Sunnyvale Road Curb Ramp Upgrade Project (SA-03-42) to the SHARP Revolving Housing Rehabilitation Loan Fund. 6. Sanitary Sewer Connection Project A balance of $41,058.54 in CDBG funds remains in the Sanitary Sewer Connection Project to assist low-income homeowners who aze required to abate their septic tanks and connect to the public sewer system. Staff has advertised the availability of funds on the City website and in the January issue of 77xe Saratogan. The sub-commmittee recommends taking no action on this unspent balance, thereby allowing the funds to roll over to the next fiscal year FY 2003/04. The City Council need not take any action on this recommendation since unspent CDBG allocation automatically rollover to the next fiscal year. The sub-committee would like to maintain the availability of funds in this project for another yeaz to ensure that all applicable homeowners make use of these funds. In September 2001, the City Council appointed aSub-committee comprising of Councilmembers Evan Baker and Ann Waltonsmith to review all applications from property owners requesting CDBG funds or an extension of the five yeaz period due to financial hardship. With the recent departure of Councilmember Baker, the City Council needs to appoint a new Councilmember to serve on the Sub-committee to review applications from property owners. Recommendation: Appoint a new Councilmember to serve on the Sub-committee to review applications for septic tank abatement grant requests. FISCAL IMPACTS The CDBG funds for FY 2003/2004 are federal Housing and Urban Development funds administered by Santa Claza County and allocated to participating cities. There is no impact from these recommendations on General City funds. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S) The City's FY 2003/2004 CDBG allocation will remain with the County, and Sazatoga will not meet its goals related to providing continued housing assistance, rehabilitation and human services to low income and disabled residents in the City. The County is requesting City Council approved allocations for FY 2003/04 funds by Anri13.2003. FOLLOW UP ACTION(S) Forwazd Council's CDBG recommendations to the County of Santa Claza; execute contracts with agencies receiving funding. ATTACHMENTS 1. FY 2003/04 Funding Allocations Table 2. Resolution 3. Application Summaries Cc: CDBG Applicant agencies • FY 2003/2004 Community Development Block Grant Funding Allocations Table Attachment 1 Agency Type Project Amount Amount Requested Recommended SASCC CDBG Adult Day Care program $36,737 $35,366 (Public Services) SASCC .CDBG Automatic Doors and $13,294 $13,294 Monitoring System Project CDBG Long Term Lease $33,000 $33,000 Match Senior Residence Rebuilding CDBG Rebuilding Days 2003-2004 $15,000 $0 together Silicon Valley City of CDBG SHARP Revolving Housing $5,540 $5,540 Saratoga Rehabilitation Program City of CDBG Program Administration $15,000 $15,000 Saratoga Hakone CDBG ADA Improvements at $50,000 $50,000 Foundation Hakone Gardens County of CDBG County Rehab Assistance $20,000 $20,000 Santa Claza GRAND $172,200 TOTAL *Plus an additional $51,418.96 reallocated from the ADA Sazatoga-Sunnyvale Curb Ramp Upgrade Project (SA-03- 42) for a total of $56,958.96. Breakdown of FY 2003/2004 CDBG Allocations: $101,834.00 CDBG -non-Public Service $35,366.00 $15,000.00 Public Services Cap Program Administration $20,000.00 Housing Rehabilitation Loan Administration $172,200.00 Attachment 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING THE SUBMITTAL OF PROPOSALS FOR FUNDS FROM SANTA CLARA COUNTY UNDER THE FEDERAL HOUSING AND COMMUNITY DEVELOPMENT ACT FOR FISCAL YEAR 2003/2004 WHEREAS, the City previously entered into a Joint Powers Agreement with Santa Claza County to form an Urban County under the Housing and Community Development Act; and WHEREAS, the City Council finds and determines that the following proposals represent the community development needs in Sazatoga. NOW THEREFORE, BE IT RESOLVED, that Staff is hereby authorized to submit a proposal for the expenditure of FY 2003/04 CDBG funds in the amount of $172,200 for the following allocations: Agency Project Amount Requested Amount Recommended SASCC Adult Day Caze program $36,737 $35,366 SASCC Automatic Doors and $13,294 $13,294 Monitoring System Project Long Term Lease $33,000 $33,000 Match Senior Residence City of SHARP Revolving Housing $5,540 $5,540 Saratoga Rehabilitation Program City of Program Administration $15,000 $15,000 Saratoga Hakone ADA Improvements at $50,000 $50,000 Foundation Hakone Gazdens County of County Rehab Assistance $20,000 $20,000 Santa Claza GRAND $172,200 TOTAL AND BE Tf RESOLVED, that Staff is authorized to reallocate the amount of $51,418.96 from the Saratoga-Sunnyvale Rd. ADA Curb Ramp Upgrade Project (SA-03-42) to the SHARP Revolving Housing Rehabilitation Loan Fund; AND BE TT FURTHER RESOLVED, that the City Council of the City of Saratoga has appointed Councilmember to serve on a Sub-committee- to review all applications from property owners requesting CDBG funds or an extension of the five year period due to financial hazdship. The above and foregoing resolution was passed and adopted at an adjourned meeting of the Sazatoga City Council held on the 19`h day of March, 2003 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk Attachment 3 Application Summaries on the following pages Application Summaries on the following pages Attachment 3 SASS CITY OF SARATOGA /VDU L'C ~~ COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FY 2003-2004 CENZ~~~ ~vBL1G. . . S ~2.V~C-~S ~RnPosAL APPLICATION SUMMARY Name and Address of Applicant Organization: Sazatoga Area Senior Coordinating Council: P.O. Box 3033 Saratoga, CA. 95070 Name of Project: Saratoga Adult Care Center Please complete questions 1-8 for ALL projects: 1. Total amount of CDBG funds requested and percentage of total cost: $36,737. This represents 22.5% of our 2003-2004 estimated budget for the Adult Care Center. 2. Total project cost (all sources): $162.846 - 3. Number of paid staff for CDBG funded. project: 6 4. Number of volunteer staff for CDBG funded project: 5 . 5. Percent of budget for administration (of project): 72% 6. Anticipated cost per housing unit or per client: not applicable (nal 7. Amount of CDBG funds requested last yeaz: $35.667 8. Amount of CDBG funds received last year: $35.667 For Category I project only, (acquisition or new construction) 9. Number of affordable units* in project: 10. Anticipated date of occupancy: *Units affordable to very' low income and ]ow income individuals or families paying no more than 30% ofhousehold income. • ~:• AGENCY DESCRIPTION Exhibit A COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM FY 2003/2004 Exhibit A COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM FY 2003/2004 AGENCY DESCRIPTION DATE: January 30, 2003 APPLICANT AGENCY: Name: Saratoga Area Senior Coordinatine Council Address; P.O Box 3033 Saratoga, Ca 95070 Contact Person Telephone: (408) 868-1253 FAX ; ~8) 868-9546 PROJECT #: PROJECT NAME & ADDRESS: Sazatoga Adult Caze Center 19655 Allendale Ave. Saratoga, Ca 95070 email Address: Seanry95032@yahoo.com PROJECT DESCRIPTION The Sazatoga Adult Caze Centet is a major program component. of the Sazatoga Area Senior Coordinating Council (SASCC) incorporated as anon-profit organization in 1979. SASCC also operates the Saratoga Senior Center for more active, independent older adults. Recognizing the needs of the aging population, supported by a community assessment, SASCC opened the Saratoga Aduh Caze Center in 1988 as the first facility in Santa Claza County designed and built specifically as an adult caze center. It provides much needed respite for caregivers and promotes a higher quality of life for the participants at much less cost to both family members and public agencies. The Saratoga Adult Care Center's main objectives aze to prevent or delay institutionalization of the frail elderly, enable them to remain in their homes for as long as possible and improve the quality of life for the participants and the cazegivers. The need for this service will accelerate as the population ages. Independent studies show that by the yeaz 2010, Santa Claza County's population of individuals 85 years of age and over is expected to double resulting in an increase need for services such as ours. The Sazatoga Adult Caze Center opened in January 1988 and has steadily increased in number of days open from two at the onset to five full days weekly by February 1994. During this time, the average number of families served monthly increased from 9 to 42 at any one time, with well over 350 visits by participants each month. This increased utilization validates the need and demand for the service. Though licensed by Community Care Licensing for 30 participants per day, the Center serves 20-21 participants per day. This assures each participant plenty of one-on-one time with our assistants and volunteers.. Participants come from the sun•ounding azeas of the West .Valley Corridor, including Sazatoga, Los Gatos, Santa Claza, Campbell, San Jose, Mountain View, Sunnyvale and Cupertino. • The Boazd of Directors of the Saratoga Area Senior Coordinating Council is responsible for the Sazatoga Adult Caze Center. The Center. operates under the guidance of the Executive Director who works closely with the Adult Care Center Advisory Committee. The part-time Program Coordinator oversees activities, entertainment and projects with the help of four part-time Program Assistants. The staff is highly trained, each with many yeazs of experience working with frail elders. Five volunteers supplement the six paid staff and provide between 575- to 700 hours of service annually. • .~ 1 nL~~ w "~ b Y w acc ~ ~ Ea ~ ~ K~7 v ~~3 3 S•~~3. ~ x$ c ~ e~ z c ~ R' ~ ti v NoN~ ?. ~ a o °'o ~ ~° ° c ~ v~ v~ c y ~ H .~^. c m m~a A y N (D m r~v C .C C ~ ~ N P~ ~'~~ a 9 mom nv ~ co ~' ~ ~. o co n m ° :; N N SyS n N -p m -~ ~ N ~. ~' ,Ny'O 7 N 5. ~' N N N 7 'C ~'O .. m ~ 7 • N Q ~ C O y C. pQ m M P~+ rN~y C z m N ~ m N ~ t7 A~ S ~ 8 ~ p~ S. ..i n ~_ ti? c n m ~ ~ ~ ~w W ~e ~ ro a `~' 3 O ~ _ ~ ~ ~ ~n ~i ~ m 3 ~ m _: ~ ~ w y y~ S. ,~ o o a ~c m m N 1~ A 5' c n~ o o }G?I Rfr ~~~. ~~. ~~~ ~~ ~ ~~ ~~~ ~ ~ ~b' ~'~ ~ b ~ g~ y a~ ~c'. ~~l p~ ~ ~, r1 .oho ~ £~'. ~ ,~ ~ H Q m~ ~O~ p. ~ti d `~~~ .w F. m ,c„5. ~ 7 C' ~ ~S' ~ ~ b ~ E~ ~ ~ y a ^' c h o eo~e 5 ~• ~ .~~ ~5. o~og H w N N W ~ `w N ~ A •, Sr~sCL Rv'roHkric..~oolzs CITY OF SARATOGA ~RoPoSA ~.. COM]!'fUNITY DEVELOPI\~Nf BLOCK GRANT FUNDS ' FY 2003-2004 APPLICATION SUT9T4ARY I~'ame and Address of Applicant Organization: Sazatoga Area Senior Coordinating Counct~ P.O. Box 3033 Sazatoga, CA. 95070 uuuJr!lj111, JAN 3 12003. 1~'ame of Project; CITY OF SARgT00q Saratoga Adult Care Center- Automatic Doors and Monitoring System. "IMMUNITY DEVELOPMEM' Please complete questions 1-8 for ALL projects: 1. Total amount of CDBG funds requested and percentage of total cost: $13.294. This represents ] 00% of the_ cost to install automatic doors and uarticiroant monitori~,~stem and'"DavisBacon Act" comnliance: _ . 2. Total project cost (al] sources): $13.294 3. Number of paid staff for CDBG funded project: 0 4. Number of volunteer staff for CDBG funded project: 5. Percent of budget for administration (of project): 6. Anticipated cost per housing unit or. per client: not applicable (nal 7. Amount of CDBG funds requested last year: $36.667 8. Amount of CDBG funds received last year: $36.667 For Category I project only, (acquisition or new construction) 9. Number of affordable units' in. project: I0. Anticipated date of occupancy: 'Units affordable to very ]ow income and low-income individuals or families pa~dng no more than 30% ofhousehold income. i i CTTY OF SARATOGA PROGRAM YEAR (FY 2003-2004). PROJECT PROPOSAL D ~~~Q~~ JAN 3 I ZQ03 tJ CITYOFSARATOGq ^~MMONITY DEVELOPMb7,rr APPLICANT ORGAl~'IZATION: Saratoga Area Senior Coordinating Councr7 NAME: P.O. Box 3033 ADDRESS: Saratoga. CA. 95070 . PROJECT DIItECTOR: PROJECT NAME: CDBG FUNDS REQUESTED: ALL OTHER FUNDS (EST): Sean O'Leary, MNA Saratoga Adult Caze Center- Automatic Doors and Monitoring Systems. $13,294 $0 TOTAL PROJECT COST:. $13,294 PART L PROJECT GENERAL DESCRIPTION The Sazatoga Adult Care Center is a major program component of the Sazatoga Area Senior Coordinating Council (SASCC) incorporated as a non-profit organization in 1979. SASCC also. operates the Sazatoga Senior Center for more active, independent older aduhs. This project is to install automatic doors and a participant monitoring system Upon completion, this project would greatly enhance the health and safety for everyone who frequents the Adult Care Center facility. (w„d,~tipl~c~cd wtekt~> Currently, the Adult Caze Center serves 39jparticipants.; Of those, 28 are restricted to wheelchairs arid/oi require the use of some sort of walking aide. In order to enter the Adult Caze Center, you must pass through 2 sets of heavy doors. This proves a formidable task for ow participants and their caregivers who must. negotiate through these doors while either being assisted by a loved one or manipulating a walking aid. In addition to automatic doors, a monitoring system will prevent those participants whom we are responsible. for, from accidentally wandering out of ow facility in into harms way. Furthermore, ow Board is currently entertaining the possrbility of increasing the number of participants . of the Adult Care Center. This would serve two purposes. First, this would create additional revenues for the Adult Caze Center and thereby decrease our dependence on outside sowces of income. Second, we would be responding to increased demands for adult caze services. Although ow license allows us . to serve up to 30 participants per day, the current conditions of Adult Caze Center make it faz too difficult for ow staffto manage as many. Independent studies have shown that the need for this service will accelerate as ow population ages. fior example, one study shows that by the year 2010, Santa Claza County's population of individuals 85 years of age and over is expected to double resulting in an increase need for services such as ours. Therefore, it behooves us to poise ow program to for an increase in popularity, demand, growth and increased competition. Z a. c"o ~ m ~ o- ~ ° N ~ cis a a°i C ego 3 ~ k~' "CS ~ "~ ,C9 °~ °, a to ~ ° 'o_ ~ `o -* ~ w v 'o ~' '~ ~ O t=J o .. ° x n 5~no o~tv ~ ~ o ° Cy Z ",y ~ ~ n.~ es a ~ o o °~o° m ~~ »~ ~ a ~ FAG' y .. oo b ° H e v~° w ~ b ~ f ~ ~ a~ 5• too n ..e sue' ° ,a'.. eo Z i N H C7 ~ ~ ~ ~. ~ o °y ~ ° pa .~° ~ C; ~° .vs+ ~p ~~p CI' N w ~ N ~ ~ ~ O ~ O ~ W r° ~ rA.~~ ~ F°.~ ° ~ bx o^ ~ = o y ~.~ ° A b ~iy A o' y a ~ ~ ~ ° ~ ~ a `~ ~ ~ x ~. ~ .oo. m m ° ~ r~• ° ~' ~ ~~ n o ~ ~ ~ ~~. ~~ m ~ sd w m 'SR' 3`0°~. s'~~~. ~w wmr c ya a ~ ~ acs a" ~ b°. =• ~ ~ @ r°^. ~' y ., a ° ~ o A i-. .y O ~ p ~ O a o ti ~• O° p ~~'.. ~ p, ~ ~ ' N ~ .q A. ~ a ~ ' ~' o t ~, a ~ ° ' 5 ro ~O° q A * 7y ~.~~'~ m a ~ A ~° "o o ~ o~ Fc~ ~' ~ ~ ~'. ~ o S. ~ ~ Cii A • ~W R'~,y ~ a - 3 o ~ ~. ~ ~ N. ~ ~ ~ N Q ~ O O O~ C. ~ ~ ~ Fb O p R ~J Fj lJ 6-r ° m ~, b ~ ° eras o. ~ ~• c. °' o O //vv c w tb" ; ~ h ~~ ° ~~ ~, ~ ~. s• ~~ ~. `O y` O p n ~ 'i7 N "' O f ~ ~Yp n O y ~ ~ ~ ~ ~ m ~ r ( p ~ y CO yy V ~ ~ ° ~ yy ~ ~ ° C y pi m ~ C ~ 'O• OC3. ro ~ ~~i c O K F ~i f' ~ 1•. b ~ < . . N p ~' ~ N ~ C.) O ~.. 'O f. ~~ ;• a o o a ~: ~ o ~ O w ". c ~ o ~ - i ~ 6~' C77 ~ O x m a+ ~' `~ w a O y O y ~ N .O. ~ G y ~ ~ H ~ ~ ~ ~ C ., ~Ro~~c-r ~~7~ CITY OF SARATOGA. AP~uc.~-tlb~ CO1YL'1NNITY DEVELOPMENT BLOCK GRANT FUNDS FY 2003-2004 APPLICATION SUMMARY 1\'ame and Address of Applicant Organization: _ , Project Match, Inc. 512 Valley Way Milpitas, CA 95035 Name and Location of Project: Sazatoga Senior Group Residence Rent Subsidy r Please complete questions 1 - 8 for ALL projects: 1. Total amount of CDBG Funds requested and percentage of total cost: $ 33 000 (4] %1 2. .Total ro'ec cost (all sources) $81 097 3. 1\'umber of paid staff for CDBG funded project ~ .04 FTE 4. , Number.of volunteer staff for CDBG funded project: ~ ~ ~ ~ ~ ~ ~ J~J~ ~_. JAN 3 12003 U 5. Percent of budget for administration (of project) .22% indirect cosh C1TY OF SARATOGA 6. Antici ated cost er sen~ice unit or er client ^~MMUNITY DEVEIAPMFt^' $6 P P P C00 ner client 7. Amount CDBG funds requested last year 8. Amount CDBG funds received last year 2$ 8y~ For Category I project only, (acquisition of new construction) 9, l~'umber of affordable units* in project:: 10. Anticipated date of occupnacy: * Units affordable to very low and low income individuals or families paying no more than 30% of household income.. CITY OF SARATOGA PROGRAM YEAR (FY 2003-2004) PROJECT PROPOSAL APPLICANT ORGAl\'TZATION: NAME: Project Match, Ina ADDRESS: 512 Valley Way - CITY: Milpitas ZIP 95035 TELEPHONE: 408-416-0271 PROJECT DIRECTOR: Bob Campbell PROJECT NAl\'JE Sazatoga Senior Group Residence Rent Subsidy CDBG FUNDS.REQUESTED: , $33,000 ALL OTHER FUNDS (EST): $48,097 TOTAL PROJECT COST: $81,097 PART I.. PROJECT GENERAL DESCRIPTION 1. PROJECT DEVELOPMENT (Provide a brief description of proposed project): Project Match has entered into a long term ]ease agreement with the owner of asingle-family home on Blauer Drive in Saratoga. This home has been used to provide affordable housing for 5 senior , citizens. Housing is defined as affordable according to HUD if the rent does not exceed 30% of the individual resident's gross annual income. CDBG funds will be used to cover the cost of the lease amount paid to the owner of the home by Project Match. The balance of the expenses to operate the . house will be paid using the rental income received from thexesidents and other funds raised through the activities of Project Match. This is a request for the continuation of our partnership with the City in our Saratoga Senior Group Residence Program which began is 1991. The goal is to provide safe, affordable housing with supportive services that enhance the abilities of elders to live fully and well. 2. PROJECT PLiRPOSE AND OBJECTIVE: Our Saratoga Senior Group Residence Rent Subsidy Program we will serve seniors 55 years of - age and older who have low-incomes. This project will continue to create an environment that honors people as individuals and to develop relationships that provide a sense of security, place and self worth. The Saratoga Senior Group Residence Rent Subsidy Program will provide shared housing for seniors in a single family home located on 20281 Blauer Dr. a five bedroom in the City of Saratoga. We have partnered with the City to operate our Saratoga Senior Group Residence Rent Subsidy Program since 1991. We will act as property manager of the group residence and coordinate all. placement opportunities. Our Senior Group Residence Program has proved extremely successful in helping seniors experiencing depression that results from the isolation of living alone, and has served as a model for other such programs throughout the nation. The Occupancy Rate at our Saratoga Group Residence is 95% this yeaz. We will also offer on-going case management services to alt residents in the home. Case management services facilitate a positive living experience for the residents on three levels: First, the Case Manager gets to know each person individually, offers on-going needs assessment, monitors the resident's health, acquires needed services, and generally helps ease that person into a shared living .arrangement through emotional support. Second, the Case Manager works with the group as a whole, providing conflict resolution, teaching socialization skills where necessary, and helping the residents create a warm and comfortable community of fi-iends. Finally; the Case Manager serves as a liaison between the home and the community at-large. The goal is always to create a real home. This means that in addition to helping the residents feel comfortable together, the Case Manager strives to integrate the residents into the neighborhood. Our Saratoga Senior Group Residence Rent Subsidy Program, located on Blauer Dr. will provide affordable housing for Slow-income seniors 55 years of age or older. Currently the house'is at 100% occupancy. The program provides this affordable housing through rent subsidies from the City's Affordable Housing Fund for Low Income Seniors. The house has been teased from a private owner for this purpose since 1991 and, since that time; the City of Saratoga has provided rent subsidy to help Project Match cover the cost of the lease obligation. The total cost of Project Match's rent obligation under the ]ease is $33,000. Therefore the $33,000 requested will be used to cover the cost of rent charged to Project March through the long-term tease with the owner of the Blauer house. Project . Match continues to be committed to partnering with the City of Saratoga to maintain affordable housing for low-income seniors in our community. 'ect've I. Priority for occupancy will be given to low-income seniors Irving or having families Irving in the City of Sazatoga. 2. Shazed housing will be provided for ]ow-income Males or Females, 55 yeazs of age or older. All individuals living in and applying for vacancies in the house will be functionally independent (physically and emotionally). 3. Low-Income limits for those who will be eligible for 2003-2004 will be as follows: • Maximum $51,950 (80% of median) annual income for one person 4. No resident will pay more than 30% of their income on rent 5. The house will provide housing for 5 seniors and will operate at a minimum 95% occupancy rate over the period July 1, 2003 through June 30, 2004. 6. A minimum of 180 hours of case management support services will be provided to residents 3. AGENCY DESCRIPTION - Itt addition to describe the types/quantities of services currently provided, please provide: a. Agency's organizational structure, (Attached) b. List of current board of directors, (Attached) a Articles of Incorporation and bylaws, (Currently on file h~th the City)' . d. Copy of adopted personnel policies and procedures (Currently on file Hlth the City) e. Verification and documentation of Internal Revenue Service nonprofit status (Currently on file rjith the. City) f. Brochures, flyers, promotional information (Attached) Exhibit A COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM i FY 2003-2004 AGENCY DESCRIPTION DATE: January 30 2003 APPLICANT AGENCY: Name: Project Match,Ine. Address: 512 Valley Way Milpitas, CA 95035 Contact Person Telephone: 408-416-0271 FAX: 408-416-0278 PROJECT #: PROJECT NAME & ADDRESS: Saratoga Senior Group Residence Rent Subsidy 20218 Blauer Dr. Saratoga, CA 95070 email address: Bob@projectmatch.org PROJECT DESCRIPTION Project Match has entered into a long term lease agreement with the owner of asingle-family home on B'I"aue~ Drive in Saratoga. This home has been used to provide affordable housing for 5 senior citizens. Housing is defined as affordable according to HUD if the rent does not exceed 30% of the individual resident's gross annual income. CDBG funds will be used to cover the cost of the lease amount paid to the owner of the home by Project Match. The balance of the expenses to operate the house will be paid using the rental income received from the residents and other funds raised through the activities of Project Match. This is a request for the continuation of our partnership with the City in our Saratoga Senior Group Residence Program which began is 1991. The goal is to provide safe, affordable housing with supportive services that enhance the abilities of elders to live fully and well. y~ ~~~ ~ ~ C h V ocC7 ~ • ~ oa~~ y Z ~^' ~~~ a ~~; ~-~» ~ ~ ~ o ~Ab ~ ~ ~ ~~~ ~ ~ ~ v M .o ~ .-r d A ~ a ~ A ~ ~ ~ n O (p O C N '7a ~ ~ am ~ ~ ~ y {y "O" N ~ ~ ~ ~*, ~ ~ n "C4" (~ N N ~ ~ ~ `C W N ~ IO C W n fD 0 P+ p, m y ~ ~ G ,+ i'C (S ~ 'J '"' ~ „~. 0 W N O co .y O ~ a. yr~yy C ' k ~ ~ ~ p ~ ~- ~ O tD 'ti s- ~. ~ N B i``~~ o b as •c.~ . Q;C ~ ~ ~ C N ~ a ~ o• ~ o ~ ~ ~ •,' ~ ~ o; ~c K ~ ati o ~ . ~, y ro K y p ~~ A' n A ~ ~ y ~ ~ ~.r ,"S.' ~ ~ M f° Q ~ . d A y O `j i /i COY] va l~e t~ - CITY OF SARATOGA . COMMUNITY DEVELOPMENT BLOCK GRANT FUATDS FY 2003-2004 APPLICATION SUMMARY IQame and Address of Applicant Organization: Rebuilding Together Silicon Valley 2885 Aiello Drive, Ste. A San Jose, CA 95111 Name of Project: Rebuilding Days 2003-2004 Please complete questions 1-8 for ALL projects: i. Total amount of CDBG funds requested and percentage of total cost: $15,000 (which is about 3% of the program budget of RTSV). 2. Total project cost (all sources): $20,000. 3. Number of paid staff for CDBG funded project: 2.5 4, Number of volunteer staff for CDBG funded project: 50 5. Percent of budget for administration (of project): 8%. 6. Anticipated cost per housing unit or per client: $7,500. 7. Amount of CDBG funds requested last year: NONE. 8: Amount of CDBG funds received last year: NONE For Category I project only, (acquisition or new construction) 9. Arumber of affordable units* in project: 10. Anticipated date of occupancy: N/A *Units affordable to very ]ow income and low income individuals or fanvlies paying no more than 30% ofhousehold income. C J a CITY OF SARATOGA PROGRAM YEAR (FY 2003-2004) PROTECT PROPOSAL APPLICANT ORGANIZATION: NAME: Rebuilding Together Silicon Valley ADDRESS: 2885 Aiello Avenue Suite A CITY: San Jose, CA ZIP: 95111 TELEPHONE: 408-578-9519 PROJECT DIRECTOR: Beverley Jackson, Executive Director PROJECT NAME: Rebuilding Days 2003-2004 CDBG FUNDS REQUESTED: $15,000 ALL OTHER FUNDS (EST): $5,000 community contributions ART I. PROJECT GENERAL DESCRIPTION 1. PROJECT DEVELOPMENT (Provide a brief description of proposed project): Rebuilding Together Silicon Valley (RTSV), formerly Christmas in April, rehabilitates and repairs the homes of very low-income homeowners so that they may live itt warmth, safety and independence and repairs nonprofit facilities so that they may better serve our community. This rehabilitative work is done at no cost to the homeowner. The clients of RTSV are all very low-income, earning an average annual income of $18,109. By making necessary repairs, we increase the likelihood that low-income and often frail homeowners will be able to remain independent and keep living in homes they have owned an average of 42 years. We improve the safety of the living environment by fixing hazardous conditions, restoring homes to comfortable and life-nourishing conditions. In doing so, we also improve the appearance and value of the home for the surrounding neighborhood. RTSV also works with non-profit agencies to repair and improve their facilities so that they are better able to serve our community and leverage their limited resources for their programs and services. 2. PROJECT PURPOSE AND OBJECTIVE: With this proposal, we will repair, rehabilitate and upgrade at least 2 housing units of very low-income residents of Saratoga or non profit Facilities. TOTAL PROJECT COST: $20,000 (estimate based on previous projects) 3. AGENCY DESCRIPTION - In addition to describing the types/quaniities of services currentl~ provided,please provide: Involving community volunteers, Rebuilding Together completes home repair and rehabilitation projects so that low-income, mostly disabled homeot~~ners are safe, warm, and independent in their own homes. Projects include the following activities: home modifications for safety, including wheelchair ramps and other accessibility improvements, electrical repairs and rewiring, roof repair and replacement; interior and exterior painting, yard cleanup, plumbing repairs and replacement, bathroom modification; rehab, and' upgrade, especially for ADA-based accessibility, appliance replacement, flooring (linoleum, carpet, tile), heating installation and repair, ou#door lighting and fences for safety, doors, handrails, safety rails, ramps, steps, entryways (tripping hazards), replacement and/or repair of windows, locks, security bars in windows, smoke alarms, weatherization, repair water damage, and securing and earthquake. proofing water heaters. Ipso doing, we repair not only broke houses, but distressed spirits as well. By repairing a house so a senior can remain independent, we promote her/his well being in body, mind, andspirit. Repairs are completed with groups of skilled and unskilled volunteers during Fall and Spring rebuilding day events. Last April's work included 7 heating units installed, l6 electrical updates, 13 appliance replaced, 7 kitchen rehabilitated, l2 bathroom rehabilitated, 28 door replacements, 6 window replacements, 7 roof replacements or repairs, 71 rooms of carpet/vinyl replaced, 33 house interiors painted, 17 exterior house painted, l0 new steps/ramps/handrai]s, 9 new fences and 830 cubic yards of debris removed. These repairs impacted the lives of 2101ocal residents. a. Agency's organizational stricture, b. List of current board of directors, a, Articles of Incorporation and bylaws; d. Copy of adopted personnel policies and procedures e. Verification and documentation of Internal Revenue Service nonprofit status f. Brochures, flyers, promotional information 4. PROJECT D4Al~'AGEA'IENT: An experienced and well-trained, volunteer "House Captain" leads each project for RTSV. These volunteers are often professional contractors or experienced craftspeople, skilled at project management. In conjunction wiih the homeowner, the House Captain develops a detailed scope of work plan for the project. The House Captain will manage the repairs at the site to ensure a safe, quality experience for all, including, coordination of materials delivery and its use, stewardship of the project's budget and has the ultimate responsibility for project completion. The "Project Coordinaior" and "Homeowner Companion" assist the House Captain in these leadership responsibilities. The Project Coordinator acts as a liaison between the House Captain and the volunteers, managing and supervising of skilled and unskilled . volunteer workers. The Homeowner Companion plays an essential role, representing the interest of the homeowner during the project.. Homeowner Companions get to know the homeowner, are sensitive to the homeowner's needs and feelings, and support and guide the homeowner through the process. ' Exhibit A L.J COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM FY 2003/2004 AGENCY DESCRIPTION DATE: January 31, 2003 APPLICANT AGENCY: Name: Rebuilding Together Silicon Valley PROJECT #: PROJECT NAME & ADDRESS: Rebuilding Days 2003-2004 Various addresses in Saratoga Address: 2885 Aiello Avenue Suite A San Jose, CA 95111 Contacf Person Telephone: Beverley Jackson email address: infona,rebuldinatoaether-sv.ora PHONE: (408)-578-9519 FAX : (408) 578-9359 PROJECT DESCRIPTION s u If funding is secured through this proposal, we plan to renovate and repair two homes for very low-income people in Sazatoga 2003-2004. Dependent on community need, work could also take place at non profit facility. Work might include: home modifications for safety including wheelchair ramps and other accessibility improvements, electrical repairs and rewiring, roof repair and replacement, interior and exterior painting, yazd cleanup, plumbing repairs and replacement, bathroom modification, rehab and upgrade, appliance replacement, flooring (linoleum, carpet, or tile), heating installation and repair, outdoor lighting and fencing for safety, doors handrails, safety rails, ramps, steps entryways (tripping hazards, replacement and/or repair of windows, locks security bars in windows, smoke alarms, weatherization, repair of water damage and securing and earthquake proofing water heaters. Some work is necessarily done by skilled workers (such as roofing, plumbing and wiring) but skilled and unskilled volunteers accomplish most of the work. RTSV.works in Santa Clara County north to Sunnyvale, east to Milpitas, south to Gilroy and west to Los Gatos.. However, the specific projects covered by this proposal will be located in Sazatoga. Addresses are selected based upon an application and screening process. Homeowners submit applications along with bank statements, income tax returns and proof of home ownership. An experienced project selection committee determines the appropriateness of the project after a telephone interview and a site visit. The focus of these homeowner/facility interviews is the safety, warmth, independence, and financial need of the client. The clients of RTSV are all very low-income, eaming an average annual income of $18,109 so they are unable to pay for more than the most basic of needs. Many are disabled or ill. These people are living in homes that are unsafe or unsightly and they have no resources to make needed repairs. Some are ill and yet are raising grandchildren. On Rebuilding Days, Fa112003 and Spring 2004, an army of skilled and unskilled volunteers arrives to repair and renovate the homes for these clients. RTS V pays for all repairs; the recipients pay nothing. By making necessary repairs, we increase the likelihood that low-income and often frail homeowners will be able to remain independent and living in the homes they have owned for (usually) over 40 years. ,.::;;; Exhibit B. PROJECT WORK PLAN FI' 2003!2004 AGENCY NAME: Rebuilding Together Silicon Valley PROJECT NAME: Rebuilding Days 2003-2004 Responsible Staff Person(s) ~ Activity for Period and Approximate Percentage {Quarterly 3-mo period) of the Time Charged to this Date Prepared: 1/3]103 Products or Milestones Beverley Jackson, full time paid July 1, 2003 to September 30, 2003 Prepazatory activities for Fall project. Executive Director has overall Complete volunteer recruitment and responsibility for projects. assign team captains for rehabilitation Responsibilities are delegated to project to occur in October-November Deanne Everton, part time Program 2003. Purchase materials as necessary. Director, to John Dawson, part time Continue the project selection process and Assistant Program Duector and to development of sponsors and funding. Boazd members and to volunteer cotmittees. Beverley Jackson, full time paid Executive Director has overall responsibility for projects. Responsibilities aze delegated to Deanne Everton, part time Program Duector, to John Dawson, part time Assistant Program Dtrector and to Board members and to volunteer corrunittees. Eeverley Jackson, full time paid Executive Director has overall responsibility for projects. Responsibilities aze delegated to Deanne Everton, part time program Duector, to John Dawson, part time Assistant program Dtrector and to I Board members and to volunteer committees. Beverle'' ,frill time paid Executive Director has overall responsibility for projects.. Responsibilities areadel~og1eatpedog~ Deanne Everton, p ~ time D'uector, to John Dawson, p Assistant Program Duector and to Board members and to volunteer committees. October 1, 2003 to December 31, Complete renovation on Saratoga project. 2003 Coordinate volunteers, donations and materials. Acknowledge volunteers and sponsors. Perform appropriate follow-up and accounting activities. Project selection process and fund development are on going. January 1, 2004 to Mazch 31, 2004 April l~ t91~e 30, 2004 Preparatory activities for the Spring Rebuilding Days. Complete volunteer recruitment and assign team captains for projects to take Place in April. Coordinate and train volunteers and corporate teams. Purchase and solicit donated materials as necessary. Project selection is on goin& Rehabilitation of properties and follow-up activities. Complete renovation on Saratoga project. Coordinate volunteers, donations and materials. Acknowledge volunteers and sponsors. Perform appropriate follow-up and accounting activities. I Project selection process and fund development are on going. <1 SARATOGA CITY COUNCIL MEETING DATE: March 19, 2003 AGENDA ITEM: ORIGINATING DEPT: City Manager's Office CITY MANAGER: ~~~-~- J PREPARED BY: Lorie Tinfow DEPT HEAD: ~ ~ C~ SUBJECT: Saratoga Library Project Update RECOMMENDED ACTION(S): Accept report and increase the authorized budget for library expenses by $50,000 to $14,700,000. Approve an additional $6400 for Gilbane services to cover additional two weeks needed to meet new substantial completion date of April 15, 2003. REPORT SUMMARY: Budget Summary Report as of March 13, 2003. A copy of the most current budget is attached. The Citizen's Oversight Committee has changed its meeting schedule and next meets on March 31. The budget summary reflects a recent COC request that staff revisit initial budget amounts and adjust up or down depending on current expectations. The changes made to the budget totals since my last report are shaded. Highlights include the following: ^ Change Order Activity. Change Order #6 was finalized; examples of changes include adding aggregate to walkways, substituting style and number of benches, and fashioning and installing walker duct extension rings. Change Order #7 will be finalized within the next week and will include a new substantial completion date of April 15, 2003. ^ Field Paoli. The $504 change order for anchor bolt redesign that was approved in February is now shown on the summary. ^ Gilbane Contract Increase. The $12,800 approved by City Council in February is now shown on the summary. ^ Special Tests & Inspections. The total has been increased to reflect the miscellaneous services needed in addition to those provided under contract by CEL. These tests and inspections include video inspections of the conduit, and regulaz azborist visits and . reports. ^ Mailing, Signs. Staff added "plaques" to this category and decreased total budgeted by $3000 in anticipation that the original amount won't be needed.. That action leaves approximately $6000 for plaque costs. 1 ^ Blueprints, Copying, Noticing. Staff decreased total budgeted by $2000 in anticipation that the entire original amount won't be needed. ^ Construction Temp. Power Costs. The total budgeted has been increased based on information from Thompson Pacific. However, staff has requested copies of actual bills to document their claim. Budget Status. The table below shows the status of funds: Committed Pro'ect Total as of 3/13/03 without contin enc $14,357,296 Chan ere uests shown as "estimate of char es to contract" + $289,304 Total Pro'ect Costs oth committed and chap ere uests = $14,646,600 Total authorized bud et $14,650,000 Remainin Balance = $3,400 Percent of time ela sed for entire ro'ect-Phase I and II 81 weeks/79 weeks 103% Construction schedule. Change Order #7 will include a new substantial completion date of April 15, 2003. FISCAL IMPACTS: Approval of the request to increase Gilbane's contract by $6,400 as well as expected changes to the construction contract in the next 4.5 weeks will bring the project total w/o contingency above the Council approved budget of $14,650,000. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Gilbane may reassign all personnel to other job sites and provide minimal resources to meeting their remaining contract requirements. Without the ability to approve additional changes, construction progress will be hampered and meeting the Apri115 date will be unlikely. ALTERNATIVE ACTION(S):. Authorize no additional funding, or more or less funding for Gilbane staffing needs. FOLLOW UP ACTION(S): Staff will continue to bring budget updates to Council on a regular basis until the project is complete. ' The change request total represents all contractor requests made to date and is a "worst case" estimate. This number is simply shown for tracking purposes and appears on the attached Budget Summary as a subtotal under "Estimate of Changes to Contract." • ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: ^ Library Budget Summary Report dated 3/13/03 • i d~° O~ ° OO° ° OO MOO o \ ~o o °Oo ~°O~ e 6~ O O O 0 0 0 0 0 0 0 0 0~ N O 0$~ M O rn 0 0 0 e cld~ m rn~~rnrn~~ o M >. 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REPORT SUMMARY: This report will provide the City Council with the following information: 1) A status report of the current projects in the adopted five-year Capital Improvement Plan (CIP) adopted by the City Council in 2001. 2) An introduction to new capital projects for City Council's consideration. 3) Funding options for unfunded and/or new projects. CIP Process: The scheduling over time of public improvements is an essential task of a CIP and is based on a series of priorities according to need, desire, importance, and to the City's ability to fund the various projects that make up the CIP. A comprehensive CIP can provide many benefits to the City. The following are a few examples of these benefits: 1. Ensures that public facilities and circulation portions of the general plan are carved out. 2. Calls attention to deficiencies in the community. 3. Ensures projects are not built before they are needed or so late that costs become prohibitive. J 4. Ensures that funds can be provided in a logical manner. Recommended criteria to consider when making choices on project priority: o Public Safety. o Beautification. o Environmental impact. o Importance relative to community needs. o Resources available. o Operation and Maintenance Costs. Some projects maybe included but unfunded, awaiting grants and special funding sources not available at the time of the CII' development. In other cases Council may wish to fund design and engineering costs only for projects likely to be submitted for competitive grant applications. Once direction from City Council on the draft changes to the CIP is received, staff will submit new projects to the Planning Commission for review of general plan and environmental approvals and to the Finance Commission for budgetary review, The process will conclude with public hearings and final adoption of the new CIP projects by City Council. 11 Status of current proiects in the adopted five-year CIP: The adopted CIP contains a total of 46 projects. 33 projects enjoy full or partial funding (partially funded projects are those that are funded for engineering studies or grant matches only). 14 projects do not have funding. The total amount funded in the adopted CIP is $18,292,582. There are three main categories of funding: 1) City funds, 2) Grant funds (funds allocated and/or funding source identified), and 3) Other sources (local agency cooperatives, etc.). The following is a breakdown of these funding categories: 1. City Funds: • General Fund:. $8,533,315 Park Development Fund: $875,000 Development Fund: $120,000 • Streets Fund: $2,590,872 2. Grant Source: • Funds Allocated: $5,262,062 • Source Identified: $600,000 2of9 3. Other Source: $311,333 Total: $18,292,582 The total cost of the adopted CIP including funded and unfunded projects total $24,229,597. The attached CII' Spreadsheet provides a summary status of each individual project in the adopted C1P as well as the proposed new projects. 2) New CIP proiects for Citv Council consideration: There aze 9 proposed new projects for City Council consideration for Fiscal Year 2002/2003. The total cost of the new projects, if approved, is $842,600. The new proposed projects are shaded and categorized in their respected project types in the CIP Spreadsheet. This project is a condition of approval of the Saratoga Fire District Fire House Project approved by City Council. The project includes right turn lane improvements on Northbound Highway 9 and modifications to the Highway 9Big Basin Way traffic signal. The City is responsible for the design of the signal modifications (currently funded in the Adopted CIP), the majority of the construction costs associated with the signal modifications, and the roadway improvements. The Saratoga Fire District is responsible for curb, gutter and sidewalk improvements, design costs associated with the right turn lane improvements, and pay up to $25,000 for the traffic signal modifications. Estimated Project Cost: $200,000 Cost Breakdown: Roadway Improvements: $40,000 Traffic Signal Modifications: $140,000 10% Contingency: $20,000 Known Funding Sources: City: $175,000 Saratoga Fire District: $25,000 Proposed Project Schedule: Fa112003 Sobe oa,` gut o?I~o, . ~ ,_: ,r. e: This project is directed at improving traffic safety around Marshall Lane School. Over the past year the City has been working with the Campbell Union School District to improve traffic safety and vehiculaz flow around Marshall Lane School. It is proposed that an internal loop road be constructed through Marshal Lane School that would connect Sobey Road and Marshall Lane. A new drop off area would be constructed on school property thus eliminating the existing and dangerous Sobey Road drop off area. The proposed circulation would be: Quito Road to Sobey Road to New Loop Road to Marilyn Ave to Marshall Lane to Quito Road. To facilitate the 3 of 9 circulation plan it is necessary to modify the traffic signal and turn lanes at the Quito and Pollazd Road intersection. The school district has indicated that it will fixed the internal loop road. Currently this project is in the conceptual design stage and will need to go before the Public Safety Commission and before the public so that surrounding residents can participate in the project. Estimated Project Cost: Cost Breakdown: Roadway Modifications: Traffic Signal Modifications: Design: 10% Contingency: $150,000 $75,000 (does not include costs for new loop Road paid for by the school district) $50,000 $10,000 $15,000 Known Funding Sources: City: Proposed Project Schedule: Summer 2004 $150,000 • This project would improve Blaney Plaza per the master plan recently approved by City Council. Estimated Project Cost: $150,000 Cost Breakdown: Infrastructure Improvements: $120,000 Design: $15,000 10% Contingency: $15,000 Known Funding Sources: City: $150,000 Proposed Project Schedule: Summer 2005 Repair work and improvements to the Historical Pazk and McWilliams House. This project replaces the previously adopted unfunded CIP project: Chamber Building Improvements. Estimated Project Cost: $89,100 Cost Breakdown: McWilliams House: Exterior Termite Repair/New Siding: $20,000 New Storage Shed: $8,500 Paint Exterior: $1000 ADA Improvements: $7,500 Stair Repairs: $4,000 4 of 9 ;E Interior Repairs: $25,000 • Historical Park: Museum Stair Repairs: $7,500 Landscaping/Imgationrepafrs: $2,500 Design: $5,000 10% Contingency: $8,100 Roof repair work and water damage repairs at the Book-Go-Around. The roof work includes removing existing the roofing, place new roof paper, and reinstall existing tiles. The water damage work entails the removal and replacement of a bearing wall damaged by yeazs ofwater infiltration. Estimated Project Cost: $38,500 Cost Breakdown: Roof Repairs: $20,000 . Bearing Wall Repairs: $15,000 10% Contingency: $3,500 Known Funding Sources: City: $38,500 Proposed Project Schedule: Spring 2003 This project includes a myriad of repairs, upgrades, and improvements to the North Campus buildings and grounds. Estimated Project Cost: $70,000 Cost Breakdown: Fellowship Hall: Remove and Replace Acoustical Ceiling: $12,000 Paint Interior: $1000 Paint Exterior: $2000 Replace Flooring: $8000 New Interior Lighting: $2,500 New Drinking Fountain: $2,500 Automatic Fire Control over Stove: $2,200 25 Tables and 228 Chairs: $12,000 • Administration Building: Replace Flooring: $5,000 5 of 9 f~ Paint Interior: Grounds: Landscaping/Irrigationrepafrs: Exterior Lighting: Sign: 10% Contingency: Known Funding Sources: City: Proposed Project Schedule: Spring 2003 $1,000 $10,000 $5,000 $500 $6,300 $70,000 ~t a ~- This project includes the recovering and refinishing of the Civic Theater seating. This project is funded through ticket surcharge revenue. Estimated Project Cost: $40,000 Known Funding Sources: Ticket Surcharge: $40,000 Proposed Project Schedule: Winter 2004 This project would improve the Fellowship Hall restroom at the City's North Campus to ADA standards. Design work is complete and the project is currently out to bid. Estimated Project Cost: $80,000 Known Funding Sources: City: $80,000 Proposed Project Schedule: Spring 2003 ~~ f e ~ .o~t oo~ ~~ :,etc Facilitation and public outreach services in connection with the UPRR Trail Project. Request for Proposals is currently being solicited for this service. Estimated Project Cost: $25,000 Known Funding Sources: City: $25,000 6 of 9 . Proposed Project Schedule: Spring 2003 31 Funding options for unfunded and/or new proiects: Staff has identified the following approved CIP projects which if Council elects could be modified and funds made available for re-appropriation to other approved existing unfunded projects and/or proposed new projects. The total identified for re-appropriation is $783,153. Additionally, I have summarized the modifications to the CIP that have been made to date by the City Council Identified Project Modifications: El Camino Grande/Monte Vista Storm Drain Project: This project would install drainage immprovements in this area of the City where they are nonexistent and inadequate. Recent changes in the rules for allowing dry wells in the County by the by the SCV WD allow the City to use of this method of mitigating drainage problems. The cost to the City for this project can be reduced from $330,000 to $100,000. Therefore, the amount available for re-appropriation would be $230,000. • Saratoga Avenue Medians at Librarx This project would create new medians on Saratoga Avenue in the vicinity of the new library to help facilitate traffic flow and to beautify the road. An alternative solution to the traffic flow issues can be accomplished by modifying the striping configuration on Saratoga Avenue. However, this would not enhance the beautification of the roadway. Plans are complete with medians or without medians. The cost to the City for this project can be reduced from $150,000 to $0. The striping can be accomplished in the current PMP budget. Therefore, the amount available for re-appropriation would be $150,000. Playground Safet~(Brookglen, El Quito, Wildwoodj_ This project replaces the substandard playground equipment at Brookglen, El Quito, and Wildwood Parks. Since the adoption of these projects in the CIP, State Bond Act Funds have become available for these prof ects. These funds can be used to offset the general fund contribution made to Azule Park. Funding available in the Per Capita program is $284,000.. Therefore, the amount available for re-appropriation would be $284,000. El Ouito Park Improvements: This project provides for general improvements to El Quito Park such as new irrigation, sod rehabilitation, drainage improvements, walkways, and par course equipment. Again, funds are available through the State Bond Act and can be used to offset the general fund contribution made to Azule Park. Funding available in the Roberti-Z'Berg-Harris Urban Open Space and Recreation Program is $91,134. However, a local non-City match is required in the amount of $13,019. Staff is currently soliciting this match. Therefore, the amount available for re-appropriation would be $104,153. 7 of 9 Previous Project Modifications: Funding associated with following project modifications were previously re-appropriated by City Council Hakone Gardens Drive Wav hnurovements: This project would improve the retaining walls along the access driveway to the gardens. Per the lease agreement with the Hakone Foundation, the City is responsible for maintaining the driveway and associated retaining walls. Presently, there are no imminent threats to these improvements, however, because of their age it was recommended that paving and drainage work move forward and periodic monitoring of the retaining walls be implemented. Recommendation was to reduce the $500,000 funding to $200,000, $50,000 for paving and drainage work and a maintain a $150,000 reserve for retaining wall improvements. The amount that was available for re-appropriation was $300,000. These funds were allocated to the Animal Control Facility Project. Village Streetscape Improvements (Sidewalk/C&Gl: This project would improve the Village sidewalks, curbs, and gutters along Big Basin Way. The funding for the project was programmed as 50% City and 50% Caltrans. The issues involved in negotiating with Caltrans and their willingness to participate in the project are still unknown at this time. Recommendation was to postpone City funding until participation by Caltrans was resolved. The amount that was available for re-appropriation was $425,000. $410,000 was allocated to the Animal Control Facility Project. The $15,000 project balance is available for re-appropriation. • 4`h Street Bridge Replacement: This project would replace the 4`h Street bridge over Saratoga Creek. Originally Caltrans bridge inspection reports qualified this bridge in the replacement category. Recent changes in their rating of this bridge remove it from the replacement category and into the rehabilitation category. The cost of the project was reduced from $1,500,000 to $500,000. The cost to the City, based on 80% funding from the Highway Bridge Replacement and Rehabilitation Program (HBRR), was reduced from $300,000 to $100,000. The amount that was available for re-appropriation was $200,000. These funds were allocated to the General Fund during the mid-year budget process. • WHH Attic hprovements: This project would improve the attio of the WHH to allow use of the space for teens. The City applied for a grant for these improvements but was 8 of 9 turned down. The City funded $125,000 of the estimated $250,000 project cost. The amount that was available for re-appropriation was $125,000. These funds were allocated to the General Fund during the mid-year budget process. FISCAL IMPACTS: Unlaiown at this time. Depends on the final CIP project list. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Not Applicable. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): The next step in the CIP process will follow based on the scheduled directed by Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: CII' Project Spreadsheet. ~~ 9of9 SARATOGA CITY COUNCIL MEETING DATE: March 19, 2003 AGENDA ITEM: /J~~" ORIGINATING DEPT: Community Development CITY MANAGER: ~-/G%~--~~-- PREPARED BY: John F. Livingstone AICP~~DEPT HEAD: SUBJECT: The Saratoga Historical Museum is requesting approval from the City Council to apply for a grant to hire a consultant to prepare along-range planning program for the Museum. RECOMMENDED AC'CION: Staff recommends the City Council approve the attached Resolution supporting the grant request. DISCUSSION: April Halberstadt, who is the Director of the Saratoga Historical Museum, has applied for a $5,000 grant from the Community Foundation of Silicon Valley to help pay for long-range planning effort to determine the future of the museum. As part of the grant process a letter of support from the City Council is required. This request was made to the City Council at the February 19, 2003 Council meeting during Oral Communications. The Saratoga Historical Museum is applying for a Management Effectiveness Grant in order to hire anon-profit consultant to help develop along-term Strategic Plan that will include a business and funding plan. The applicant is also interested in the future use of the McWilliams House and depending on direction, from the Council may include this as part of the long-term plan for the Museum. City Code Section 13-10.050(f) requires that the request be investigated and reported on by the Heritage Preservation Commission (HPC) to the City Council. The item was placed on the HPC agenda for the March 11, 2003 meeting: The HPC recommended approval of the request to the City Council with a 7-0 vote. ALTERNATIVES: 1. The Council can continue the item for further discussion on the scope of the long-range plan for the Museum: 2. The Council can approve the resolution with direction for the plan to not include the McWilliams House in the scope of work. 3. The Council can approve the resolution with direction that the long-range business plan for the Museum includes a preliminary look at future use of the McWilliams House by the Museum. FISCAL IMPACT: No City funds will be required for the grant process. The consultant's recommendations may include subjects that would require future staff time. FOLLOW UP ACTIONS: None required. ATTACHEMENTS: 1. Resolution of Approval 2. Letter from the Saratoga Historical Museum 2of2 . Sazatoga Historical Foundation 20450 Saratoga-Los Gatos Road Saratoga, CA 95070 Saratoga City Council City of Sazatoga Saratoga, CA 95070 The Honorable Mayor and Members of the Council, The Board of the Sazatoga Historical Foundation (SHF) respectfully requests a formal statement of support from the City of Sazatoga to accompany our request fora $5,000 grant from the Silicon Valley Community Foundation (SVCF). We submitted our application in January, and during the review process it was noted that support from the City of Saratoga and other appropriate agencies would help our request The Boazd of the SHF is requesting the money to hire a consultant with expertise in non- profit development As you know, the Museum will soon be expanding. As you aze also aware, the historic McWilliams House adjacent to the Museum has become vacant and will need some planning to determine its future use. The Boazd of the SHF feels that we should take a more active and expanded role in the vitality of our community. However, at this time, the Boazd does not have the expertise to develop a plan for the McWilliams house and for educational programs that we see essential to our role. The Boazd of SHF has applied for a Management Effectiveness Grant from the Community Foundation in order to work with a consultant who can help us create a lazger vision for the Museum. If we aze successful in winning this grant, the consultant will set up a series of workshops, study sessions and focus groups that will involve the Saratoga community groups who have a stake in Saratoga's heritage. These groups would include members of the City Council, Planning Commission, and the Heritage Preservation Commission. Groups would also include the Chamber of Commerce, the Foothill Club, the Sazatoga School District and the History Department of West Valley College. Other groups will undoubtedly be identified as we begin work. The Boazd of the SHF hopes to work closely with its community to develop a plan for the Museum that will help us to continue to sustain Sazatoga's unique heritage. We hope you will join us in this endeavor. Sincerely, Bob Louden, President Saratoga Historical Foundation s Willys Peck, Vice-President Sazatoga Historical Foundation RESOLUTION N0.03- A RESOLUTION OF THE CITY COUNCIL OF THE CITY ' OF SARATOGA SUPPORTING THE SARATOGA HISTORICAL MUSEUM GRANT REQUEST • WHEREAS, the City Council recognizes the importance of preserving historic resources in the community and the need to enhance and maintain the unique character of the historic resources; and WHEREAS, the City of Saratoga City Council supports the Saratoga Historical Museum's request fora $5,000 grant from the Community Foundation of Silicon Valley; and WHEREAS, the Heritage Preservation Commission has reviewed the request at a regular meeting held March 11, 2003 where they recommended approval of the project to the City Council with a 7-0 vote; and WHEREAS, in accordance with the City Code Section 13-10.050(f) the Saratoga Historical Museum's request for support of a grant has been placed on the City Council agenda for a public hearing on March 11, 2003 and noticed accordingly; and WHEREAS, the City Council held a duly noticed Public Hearing at which time all interested parties were given a full opportunity to be heard and to present evidence; and WHEREAS, the City Council finds that supporting the grant request is consistent with the City of Saratoga Heritage Preservation Code Chapter 13, and the General Plan Conservation Element CO.5.0 to "Protect historical and archaeological values and significant geographic landmarks • from destruction by development whenever possible" in that it will assist the Saratoga Historical Museum with the continued operation of the Museum and the education and preservation of significant historic values in the community that are currently being maintained at the Museum. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Saratoga that it approves the request to support the Saratoga Historical Museum's application fora $5,000 grant from the Community Foundation of Silicon Valley. The above and foregoing Resolution was passed and adopted at a regular meeting of the City Council of the City of Saratoga held on the l ia' day of March 2003 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Nick Streit, Mayor ATTEST: C~ Cathleen Boyer, City Clerk