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HomeMy WebLinkAbout02-13-2001 Adjourned City Council Minutes MINUTES SARATOGA CITY COUNCIL ADJOURNED MEETING JOINT SESSION FINANCE COMMISSION LIBRARY COMMISSION FEBRUARY 13, 2001 The City Council of the City of Saratoga met in a scheduled Adjourned Council Meeting on January 23, 2001 at the Adult Care Center, 19655 Allendale Avenue. Mayor Mehaffey called the Adjourned City Council meeting to order at 7:10 p.m. and requested Ernest Brookfield, Finance Commissioner, to lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Ann Waltonsmith, Evan Baker, Stan Bogosian Vice Mayor Nick Streit, Mayor John Mehaffey ABSENT: None ALSO Dave Anderson, City Manager PRESENT: Cathleen Boyer, City Clerk Mary Jo Walker, Staff Liaison/Finance Commission Loft Bums, Staff Liaison/Library Commission Mayor Mehaffey requested the City Clerk to proceed with the roll call of the Finance Commission. The following Commissioners were present: PRESENT Ernest Brookfield, Sam Ochi, Chuck Swan/Chair The following Commissioner arrived late: Michael Gordon ABSENT: Ching-Li Chang, Robert Gager, REPORT OF CITY CLERK ON POSTING OF AGENDA FOR FEBRUARY 13, 2001. Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of February 13, 2001 was properly posted on February 9, 2001. COMMUNICATIONS FROM PUBLIC No one spoke at tonight's meeting. City Council Minutes February 13, 2001 JOINT MEETING WITH FINANCE COMMISSION Mayor Mehaffey welcomed the Finance Commission. Chuck Swan, Chair/Finance Commission, thanked the Council for the opportunity to meet with them. 1. ACCOMPLISHMENTS - 2000 Chair Swan briefly presented the Finance Commission's accomplishments for the year 2000 as follows: · Provided input and worked with staff to develop a Purchasing Policies and Procedures Manual for the City of Saratoga. · Provided input into FY 2000-01 and 2001-02 budgets, including five-year projections. · Reviewed requirements of GASB 34 for financial reporting and infi:astmcture. Monitored SB 1883 for the return of Tax Equity Allocation property taxed. · Reviewed the Comprehensive Annual Financial Report with the auditors. · Assisted in the selection of a new audit firm. · Discussed timing and amount of Library bond sale. · Reviewed investment policy. Chair Swan briefly explained the Finance Conunission's ongoing projects as follows: · Updating the Finance Policy and Procedure Manual. · Monitoring infrastructure physical inventory and reporting. · Monitoring sale of Library bonds. · Provide input into the FY 2001-02 and 2003-04 budgets, including five-year projections. Mayor Mehaffey requested Chair Swan to briefly explain GASB 34. Chair Swan explained that GASB 34 is a new federal requirement for state and local government agencies. GASB 34 is the new fi-amework for financial reporting including infrastructure, fixed assets and their appreciation. Councilmember Baker asked how the City was going to appraise all of its assets and infrastructures. Chair Swan responded that the City would be hiring an appraisal firm and a consultant. Mayor Mehaffey questioned the deadline on compliance with GASB 34. Mary Jo Walker, Staff Liaison/Finance Commission, responded that the City has to be in full compliance by 2003. City Council Minutes February 13, 2001 Chair Swan asked the City Council if they had any direction or special projects they would like the Finance Commission to work on. Councilmember Waltonsmith suggested the Finance Commission consider the following items and possibly place them on future agendas for funding recommendations: · Saratoga Community Foundation · BMR Housing · Union Pacific Railroad Trail Councilmember Baker added the Civic Center Master Plan to Councilmember Waltonsmith's suggestions. CouncilmemberBaker asked ifthe Finance Commission have thought about uses of any of the City's reserve funds. Chair Swan noted that the Finance Commission made recommendation a few years ago in regards to the approximate $2 million in the reserve funds, but have not made any recent recommendations. Chair Swan stated the money should be used wisely and for the best interest of the community. Vice Mayor Streit explained that between now and June 30 the City will have many projects in the works and also several nonprofit and special groups will probably be requesting funding fi~om the City. Vice Mayor Streit asked Chair Swan how the Finance Commission would handle those types of requests. Chair Swan noted that the Finance Commission would probably collect the requests, prioritize them, and make recommendations to the City Council. Mayor Mehaffey noted that the City Manager would be initiating a Capital Improvement Project budget in the next budget cycle, which a set amount of money will be designated for capital improvements only. Mayor Mehaffey requested that the Finance Commission work with staff to come up with an appropriate amount to designate for the new C1P budget. Mayor Mehaffey invited the Finance Commission to attend two Adjourned City Council meetings; February 27 to discuss the formation of a nonprofit foundation and March 27 to discuss the need for affordable housing in Saratoga. Mayor Mehaffey noted he welcomed any ideas they could bring. Mayor Mehaffey thanked the Finance Commission for all of their work and for joining the City Council at tonight's meeting. Mayor Mehaffey adjourned the Joint City Council with the Finance Commission and commenced the meeting with the Library Commission at 7:30 p.m. JOINT MEETING WITH LIBRARY COMMISSION Cathleen Boyer, City Clerk, conducted roll call of the Planning Commission: 3 City Council Minutes February 13, 2001 PRESENT Ruth Gipstein, Marcia Manzo/Chair, Donald Johnson ABSENT: Bobby Chandra, Anne Cross, Cathy Fascato, CiCi O'Donnell Chair Manzo thanked the City Council for appointing their newest commission member Donald Johnson. 1. DONATIONS OF ART Chair Manzo explained to the City Council the donation of art has been a topic discussed at recent Library Commission meetings. Chair Manzo noted that many people want to donate art to the Saratoga Library. Because of this, Chair Manzo explained, a sub-committee was formed, chaired by Ruth Gipstein. Commissioner Gipstein's task was to research how other cities handle donations of art. Chair Manzo explained that Commissioner Gipstein contacted surrounding cities and found that art donation policies vary from city to city. For example, some cities do not except any donations, some except everything, and other cities accept the art but require the artist sign a waiver indicating that the City would not guarantee the art would be displayed and the City could sell it at any time. Chair Manzo noted that the Library Commission recommends that the City Council except no further donations of art except for the recent donations from the Givens Family. Chair Manzo explained that the Commission supports the current ongoing display of art that rotates approximately every 3-6 months. This display is overseen by the Library Staff. Loft Burns, StaffLiaison/Library Commission, noted that all art the City accepts would have to be included in the GASB 34 reports. Councilmember Bogosian suggested that a discussion of the donation of art be placed on a future City Council agenda. Commissioner Gipstein noted that in a few cities committees were formed to review all prospective donations of art. Commissioner Gipstein explained members on these review committees have different types of artistic backgrounds such as: sculptors, artist, architects, etc. Commissioner Gipstein noted that she fully supports the recommendation to the City Council not to except any further donations of art except for the Givens Family donation. Councilmember Waltonsmith noted that she supports the current rotating art in the Library and that sometime in the future she would like to see a committee formed to over see art projects throughout the City of Saratoga. City Council Minutes February l3,2001 Councilmembers Waltonsmith mentioned that she feels that art is an important part of a community and offered her assistance to the Library Commission to form a committee to implement citywide art displays. 2. INTERIM LIBRARY SERVICES Chair Manzo noted that although it may not be in writing, but throughout the library bond drive, the residents were promised that library services would not be disrupted and temporary library services would be provided if the bond passed and a new library was constructed. Chair Manzo stressed the importance of keeping library services available during the expansion project. Chair Manzo noted that she is aware of the lack of land to house a temporary facility. Commissioner Gipstein noted safety is her number one concern, if temporary services are in the existing building during construction. Commissioner Gipstein noted that Gilbane (Project Manager) reassures the Commission and the Library Expansion Committee that if the need arises that temporary services are in the existing building during construction, it would be safe. Commissioner Gipstein stated that she strongly opposes closing the Library down completely for 18 months during construction. Commissioner Gipstein noted that she would prefer off site temporary services but can support using the existing library. Councilmember Bogosian asked if Gilbane has developed a plan for temporary facilities on site during construction. In response to Councilmember Bogosian's question, Chair Manzo explained that the Library Expansion Committee has already directed Mark Schatz and Gilbane to develop a plan for temporary facilities and that plan will be presented at the March 1st Library Expansion Committee meeting. Chair Manzo noted that having alternative library services on the existing library site has always been her first choice for the following reasons: · Site is known · Requires no outreach to another community · After school programs would not be interrupted · Money from the bond measure could be saved if the City did not have to pay rent to someone else to lease land. Councilmember Waltonsmith expressed concern regarding the preservation of the Heritage Orchard if temporary services are placed at the current site. Chair Manzo reiterated the fact that at the March 1st Library Expansion Meeting all of those types of issues would be addressed. City Council Minutes February 13,2001 Commissioner Gipstein responded that each time the Library Expansion Committee has meet the issue of the preservation of the Heritage Omhard has been discussed. Commissioner Gipstein noted that once the construction of the Library is complete, she believes the orchard will be enhanced. Councilmember Baker asked if the Library Commission/Library Expansion Committee have given Gilbane a list of services that must be provided during the construction phase. Chair Manzo explained that the Library Expansion Committee directed the Library staff to develop a needs assessment list. The library staffhave recently been calling surrounding libraries that are in the 7,500 square foot range, to find out the following; what kinds of services they provide, what is in their collection, how many computer terminals they have, what kind of special programs are offered, and how many seats they provided. Councilmember Baker noted that before the recommend plan for temporary services comes before the City Council, he recommends that all the parties involved have been given the opportunity to provide their input on this issue. Dave Anderson, City Manager, noted that this issue could be placed on the March 7, 2001 City Council agenda. Mayor Mehaffey noted that he agreed that having library services during construction is necessary. Mayor Mehaffey noted his concern is also safety of the patrons if the temporary library services are on site. Mayor Mehaffey noted that it would require two separate ways into the site for pedestrian use and construction use. 3. DISCUSSION OF SB74 & SB94 Chair Manzo noted that there are two bills before the Senate - SB74 & SB94. Both of these bills address the loss of revenue to special districts, which included libraries, back in 1992-93. This was when Sacramento shifted funds from special districts and gave the money to the schools in the form of the ERAF program. Chair Manzo explained that these bills would exclude library districts from ERAF program and libraries would get their funding back that they lost in 1992, which was about 42% of their budgets. Chair Manzo noted that $8 million could be given back to the Santa Clara County Library System. Chair Manzo asked if the Council would support the passage of SB74 & SB94 in a letter of support. City Council Minutes February 13, 2001 Councilmember Bogosian noted he did not support helping the Santa Clara County Library System get money back from the State's ERAF program because the City would not benefit from it even though they do provide library services. Councilmember Baker concurred with Councilmember Bogosian. Mayor Mehaffey noted that there is on going litigation of the State's implementation of the ERAF program to decide whether or not it was even constitutional to do in the first place. Mayor Mehaffey concurred with his fellow colleagues and can not support SB74 & AS 94. Chair Manzo asked the City Council if they had any further questions or comments. Councilmember Baker requested that between now and March 1 st, the Library Expansion Committee, Library Commission, and Library Staff clearly define what is needed for temporary library services. Mayor Mehaffey thanked the Library Commission for attending tonight's meeting. CITY COUNCIL ITEMS Councilmember Bogosian referred to the memo, that the City Clerk provided tonight, informing the Council of an oral report presented at the February 1st County Planning Commission regarding the Mountain Winery's Use Permit status report. Councilmember Bogosian expressed concern because one of the conditions he negotiated last year, on behalf of the City with the Mountain Winery, included language that said the County must notify the City of Saratoga of any issues relating to the Mountain Winery that came before them. A discussion took place about the responsibility of the County Planning and Zoning Commission to notify the City of Saratoga. Councilmember Bogosian requested a staff member be assigned to monitor the County Planning Commission agendas. Dave Anderson, City Manager, noted that staff has already been added to the mailing list to receive the County's agendas, and he currently reviews the Board of Supervisor's agendas. Councilmember Baker requested the status of two letters he received last year, one from Mr. Paulsin and the other from Ms. Nieman. Councilmember Baker noted he would like to know if the City addressed these resident's concerns. 7 City Council Minutes February 13, 2001 Councilmember Bogosian responded in regards to Ms. Nieman's concerns, she attended the hearing on the development of the Owens property, and he believes, from conversations with Ms. Nieman, discussions are in progress with the developers. Mayor Mehaffey noted he received a letter from a neighbor of West Valley College alleging a number of on going construction activities that do not seem to be related to the educational facility. The neighbor asked if the College is required to obtain permits from the City of Saratoga. Mayor Mehaffey noted the letter went on to explain that a response from Marchelle Fox said the College could do what they want and the City could not do anything about it. Mr. Anderson noted he also received a copy of that letter and forwarded it to the City Attomey and to the Interim Community Development Director to investigate the issues that were addressed in the letter. Mr. Anderson noted that he would report back to the City Council as soon as he has any information. OTHER None CITY MANAGER'S REPORT Mr. Anderson informed the City Council that he would be out of town until Monday, February 26, 2001. Mr. Anderson indicated that Mary Jo Walker, Director of Administrative Services, would be acting City Manager. Mr. Anderson informed the Council that on Thursday, February 15,2001, Phase I of the Heritage Orchard Restoration Project will begin. Mr. Anderson explained that several measures were taken to inform the public of the project: · A sign will be placed at the comer of Saratoga Avenue and Fmitvale Avenue- installation scheduled for Wednesday (2/14/01). · A notice was posted on KSAR's bulletin board. · A link was created on the City of Saratoga website. · Article in this week's edition of the Saratoga News. ADJOURNMENT There being no~ further business, the Mayor declared the meeting adjourned at 8:30 p.m.~ ~A2~.2~-~ '~ ~,