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HomeMy WebLinkAbout05-20-2009 City Council MinutesSARATOGA CITY COUNCIL MAY 20 2009 City Council met in Closed Session at 5:30 p.m. Mayor Page noted there was no reportable information. City Council held a Joint Meeting with representatives from Montalvo at 6:00 p.m. in the Administrative Conference Room. Mayor Page called the Regular City Council meeting to order at 7:00 p.m. Kelley Guastucci, Assistant Scout Master for Troop 535 and Boy Scout Danilo Guastucci led the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Susie Nagpal, Howard Miller, Jill Hunter, Vice Mayor Kathleen King, Mayor Chuck Page ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager Mary Furey, Administrative Services Director John Cherbone, Public Works Director Crystal Morrow, Administrative Analyst Kim Saxton Heinrichs, Senior Recreation Supervisor Adam Henig, Recreation Supervisor ORAL COMMUNICATIONS MINUTES REPORT OF CITY CLERK ON POSTING OF AGENDA Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 20, 2009, was properly posted on May 14, 2009. Kelley Guastucci, Assistant Scout Master for Troop 535 and Boy Scout Danilo Guastucci announced that Saratoga Boy Scout Troop 535 will be celebrating their 50 Anniversary of scouting in Saratoga. They invited the Mayor, Council Members and their families to help celebrate their Court of Honor at 2:30 p.m. on June 7 at St. Andrews Church. Ann Kibort addressed the Council regarding the yellow cross walk signs on Big Basin Way. She stated the yellow signs are unattractive; no studies have been conducted as to their effectiveness, and she would like to see the signs removed. Donna Poppenhagen stated that on April 6 she discovered four Oak trees behind her property had been marked with red tape and wanted to know if they were being removed. She also spoke about numerous trees along Joe's Trail near Rodeo Creek that were tagged for removal, noting that a PG &E representative confirmed that 5 of the 29 trees that were tagged had not been tagged by PG &E but by the City. She thanked Mayor Page and Councilmember Hunter for their assistance in helping her save some of the trees and asked for minimization of tree removal. Tom Moran, Chair of the Saratoga Community Access Television Foundation (KSAR) thanked City staff members Mary Furey, Julie Ingraham, and Ann Xu for their assistance in resolving financial issues with Comcast. He noted Saratoga Highlights airs daily at 7:30, 11:30 and 4:30. DIRECTION TO STAFF Vice Mayor King asked staff to add the June 7 Boy Scout event to the City website. In addition, she asked staff to contact PG &E and request a meeting to discuss PG &E's plans regarding proposed tree removals. Councilmember Hunter noted the trees were scheduled to be removed starting June 1 and the City needed to act quickly. [Mayor Page noted he would send a letter immediately to PG &E.] Councilmember Hunter asked if there was anything that could be done about the yellow signs in the crosswalks on Big Basin Way. [Staff was directed to provide Council with an update via the Weekly Newsletter.] COMMUNICATIONS FROM BOARDS AND COMMISSIONS Angela McConnell, newly appointed Executive Director at Montalvo reported that she, along with two other representatives from Montalvo, met with Council earlier in the evening. She noted Montalvo will be 100 years old in three years. She noted it is her goal to work with the community by creating partnerships and collaborations in all aspects of their programming. This year's new concert series starts June 3 and she hopes the concerts bring revenue to the community. She thanked members of the Council and invited everyone to their Sixth Annual Food Wine Classic on May 31 noting this event will help support the arts and education program. DIRECTION TO STAFF None ANNOUNCEMENTS Councilmember Hunter noted the History Center at DeAnza College has a collage of pictures and history on Saratoga resident Betty Peck, including history on the Community Gardens that she developed in Saratoga. The display will be there for one year. 2 Mayor Page noted he was honored to attend the Eagle Court of Honor for seven Eagle Scouts, adding six of them were from Saratoga; and he extended a congratulations to each. Vice Mayor King noted the Memorial Day celebration at 9:30 on May 25 Mayor Page will welcome everyone and the event begins at the Blaney Plaza Arch with a walk up Oak Street to Madronia Cemetery. CEREMONIAL ITEMS 1. APPOINTMENT OF LIBRARY AND PARKS RECREATION COMMISSIONERS AND ADMINISTER OATHS OF OFFICE STAFF RECOMMENDATION: Adopt the attached resolution appointing two (2) members to the Library Commission and one (1) member to the Parks and Recreation Commission and direct the City Clerk to administer the Oaths of Office. City Clerk Ann Sullivan administered the Oath of Office to newly appointed Library Commissioners Frances Lucas and Anya Iyengar. Newly appointed Parks Recreation Commissioner was not available to attend the meeting and will receive the Oath of Office at a later date. RESOLUTION NO. 09 026 MILLER/NAGPAL MOVED TO ADOPT RESOLUTION AS AMENDED APPOINTING TWO (2) MEMBERS TO THE LIBRARY COMMISSION. MOTION PASSED 5 -0 -0. 2. COMMENDATION HONORING DR. PHIL HARTLEY PRESIDENT OF WEST VALLEY COLLEGE STAFF RECOMMENDATION: Present commendation. Mayor Page read and presented the commendation to Dr. Hartley. 3. PROCLAMATION HONORING "NATIONAL FOSTER CARE MONTH OF MAY 2009" STAFF RECOMMENDATION: Present proclamation. Mayor Page read and presented the commendation to Foster Care families in Saratoga. SPECIAL PRESENTATIONS 4. RECOGNITION AND AWARD FOR REDUCTION OF PESTICIDE USE 3 STAFF RECOMMENDATION: Listen to a short presentation from Kelly Carroll, Manager of West Valley Clean Water Program and receive IPM (Integrated Pest Management) Award. Kelly Carrol, Manager of West Valley Clean Water Program gave a short presentation regarding the Santa Clara Valley Urban Runoff Pollution Prevention Program and presented the award to Mayor Page, Public Works Director John Cherbone and Public Works Administrative Analyst Kristin Borel. CONSENT CALENDAR 5. CITY COUNCIL MINUTES MAY 6, 2009 STAFF RECOMMENDATION: Approve minutes. MILLER/NAGPAL MOVED TO APPROVE CITY COUNCIL MINUTES MAY 6, 2009. MOTION PASSED 5 -0 -0. 6. REVIEW OF ACCOUNTS PAYABLE STAFF RECOMMENDATION: That the City Council accepts the Check Registers for Accounts Payable cycles: April 30, 2009 May 07, 2009 MILLER/NAGPAL MOVED TO ACCEPT THE CHECK REGISTERS FOR ACCOUNTS PAYABLE CYCLES: APRIL 30, 2009 AND MAY 07, 2009. MOTION PASSED 5 -0 -0. 7. PROSPECT ROAD MEDIAN NO. 11 DESIGN ADDITIONAL FUND APPROVAL STAFF RECOMMENDATION: Approve an Amendment to the Independent Consultant Agreement with Callander Associates, Landscape Architecture, Inc. for additional design work and authorize the City Manager to execute the same. Councilmembers Hunter and Miller removed this item for clarification. Public Works Director John Cherbone was available to answer questions posed by Council. Councilmember Hunter asked for clarification regarding the City of San Jose's request to change improvements to the Prospect Road Median amounting to $5,200. Public Works Director Cherbone clarified the requested changes amount to $2,500. In addition, Councilmember Hunter asked why the City of San Jose isn't providing funding to help pay for this project and for changes they are requesting. 4 Director Cherbone replied that the agreement was that the City of San Jose would agree to do the plan check at no charge and that their comments would have to be adhered to or we would not be able to acquire an encroachment permit. Councilmember Nagpal asked where the funding was coming from. Director Cherbone responded from Capital Project funding. Vice Mayor King asked if the City Council voted to approve this median knowing the City of San Jose wasn't providing any funding. Director Cherbone responded yes. Vice Mayor King asked if the City Council voted in the CIP to go ahead with the only place that we have not improved medians in the City. Director Cherbone responded that was his understanding that Council wanted to place medians on Prospect where there weren't any. Councilmember Miller noted that this median would improve safety on Prospect as well as improve the appearance. He asked if there was any way to compel San Jose to provide a more timely feedback regarding Plan Check comments and changes. Director Cherbone stated it was unfortunate that the requested changes were submitted so late and that the City of San Jose's Roadway Department was probably the last department to see the plans and requested changes to have more roadway on their side of Prospect; causing us to shrink the median size. Councilmember Miller asked what amount was approved by previous Council. Director Cherbone stated $150,000 plus $50,000 in matched grants. Councilmember Hunter noted that this specific section of the project is near the Christa McAuliffe Elementary School; however, the entire median project is $3.3 million and she voted no on this project and will remain consistent by not supporting this project until Saratoga receives funding support from the City of San Jose. KING/MILLER MOVED TO APPROVE AN AMENDMENT TO THE INDEPENDENT CONSULTANT AGREEMENT WITH CALLANDER ASSOCIATES, LANDSCAPE ARCHITECTURE, INC. FOR ADDITIONAL DESIGN WORK AND AUTHORIZE THE CITY MANAGAER TO EXECUTE THE SAME. MOTION PASSED 4 -1 -0 WITH COUNCILMEMBER HUNTER OPPOSING. 8. PROPOSITION 1B -LOCAL STREETS AND ROADS IMPROVEMENT STAFF RECOMMENDATION: Move to accept the second allocation of Proposition 1B -Local Streets and Roads Improvement Street List and authorize staff to submit the list to the State Department 5 of Finance for final approval. MILLER/NAGPAL MOVED TO ACCEPT THE SECOND ALLOCATION OF PROPOSITION 1B -LOCAL STREETS AND ROADS IMPROVEMENT STREET LIST AND AUTHORIZE STAFF TO SUBMIT THE LIST TO THE STATE DEPARTMENT OF FINANCE FOR FINAL APPROVAL. MOTION PASSED 5 -0 -0. 9. TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE 3 APPLICATION FOR THE SARATOGA AVENUE WALKWAY PROJECT AND JOE'S TRAIL AT SARATOGA DE ANZA PROJECT. STAFF RECOMMENDATION: 1. Adopt resolution supporting the Metropolitan Transportation Commission's Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application for the Saratoga Avenue Walkway Project. 2. Adopt resolution supporting the Metropolitan Transportation Commission's Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application for the Joe's Trail at Saratoga De Anza Project. Councilmember Hunter removed this item for clarification. Public Works Director John Cherbone was available to answer questions. Councilmember Hunter asked if the Saratoga Avenue Walkway project would be a sidewalk or a gravel path and will it affect parking on that specific side of the street. Director Cherbone responded that it will be asphalt and parking will not be affected. Vice Mayor King asked if we could ask Cupertino to join us in this request for future phases of this project. Director Cherbone responded that the PG &E right -of -way ends at Arroyo De Arguello and continues off on its own and the railroad also goes off on its own. The City of Cupertino had basically started this project but had to back out because of the railroad right -of -way. The City of Saratoga was fortunate to have the PG &E trail adjacent to the railroad right -of -way; which gave the City an advantage, and we wanted to take advantage of the opportunity to include potential additional phases for this project by applying for a grant. Mayor Page noted that on the other side of Arroyo De Arguello there is an area up to Prospect that is also in Saratoga and we could include that in this request in order to help the scoring aspect. This section would go right up to the Cupertino border and that would encourage their participation as well. Director Cherbone stated they would try to add this extra segment to the application before it is sent out on Thursday. 6 RESOLUTION NO. 09 027 RESOLUTION NO. 09 028 NAGPAL/MILLER MOVED TO ADOPT 1) RESOLUTION SUPPORTING THE METROPOLITAN TRANSPORTATION COMMISSION'S TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 PEDESTRIANBICYCLE GRANT APPLICATION FOR THE SARATOGA AVENUE WALKWAY PROJECT; AND 2) RESOLUTION SUPPORTING THE METROPOLITAN TRANSPORTATION COMMISSION'S TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 PEDESTRIANBICYCLE GRANT APPLICATAION FOR THE JOE'S TRAIL AT SARATOGA DE ANZA PROJECT AS AMENDED BY INCLUDING THE ADDITIONAL SEGMENT BETWEEN ARROYO DE ARGUELLO AND PROSPECT ROAD. MOTION PASSED 5 -0 -0. 10. ALLOCATION OF 2002 PARK BOND FUNDS FROM THE CITY OF MONTE SERENO STAFF RECOMMENDATION: 1. Adopt Budget Resolution authorizing the City to amend the Fiscal Year 2008 -2009 Budget reflecting $40,000 in 2002 State Park Bond Act Funds from the City of Monte Sereno. 2. Authorize City Manager to execute a Memorandum of Understating connected to the transfer of 2002 State Park Bond Act Funds from the City of Monte Sereno. 3. Approve an increase to contract change order with B &B Landscape Contractors, Inc. connected to the Kevin Moran Park Improvement Project in the amount of $40,000. Vice Mayor King removed this item for clarification. Vice Mayor King asked Director Cherbone if Monte Sereno gave $100,000 to Los Gatos. Director Cherbone stated he did not know and that he would ask the Monte Sereno City Manager. Vice Mayor King also asked if we were doing plaques for each project and if Monte Sereno would be noted on the plaques; and if they would be invited to the Kevin Moran Park grand opening. Director Cherbone noted we would be doing plaques and that he would confer with Monte Sereno City Manager regarding jurisdictions noted on the plaques. He added Monte Sereno would be invited to the grand opening Vice Mayor King also asked Mayor Page to send a "Thank You" note to Monte Sereno for their $40,000 grant. RESOLUTION NO. 09 029 7 KING/MILLER MOVED TO 1) ADOPT BUDGET RESOLUTION AUTHORIZING THE CITY TO AMEND THE FISCAL YEAR 2008 -2009 BUDGET REFLECTING $40,000 IN 2002 STATE PARK BOND ACT FUNDS FROM THE CITY OF MONTE SERENO; 2) AUTHORIZE CITY MANAGER TO EXECUTE A MEMORANDUM OF UNDERSTANDING CONNECTED TO THE TRANSFER OF 2002 STATE PARK BOND ACT FUNDS FROM THE CITY OF MONTE SERENO; 3) APPROVE AN INCREASE TO CONTRACT CHANGE ORDER WITH B &B LANDSCAPE CONTRACTORS, INC. CONNECTED TO THE KEVIN MORAN PARK IMPROVEMENT PROJECT IN THE AMOUNT OF $40,000. MOTION PASSED 5 -0 -0. 11. HIGHWAY 9 SAFETY IMPROVEMENTS PHASE 2 3 FORMATION OF COUNCIL AD HOC STAFF RECOMMENDATION: Appoint Council Members Miller and Nagpal as Council Ad Hoc to participate in a Joint Council Committee with the Town of Los Gatos and the City of Monte Sereno for Phases 2 3 of Highway 9 Safety Project. MILLER/NAGPAL MOVED TO APPOINT COUNCIL MEMBERS MILLER AND NAGPAL AS COUNCIL AD HOC TO PARTICIPATE IN A JOINT COUNCIL COMMITTEE WITH THE TOWN OF LOS GATOS AND THE CITY OF MONTE SERENO FOR PHASES 2 3 OF HIGHWAY 9 SAFETY PROJECT. MOTION PASSED 5 -0 -0. Councilmember Nagpal asked if NEW BUSINESS items number 13, 14, and 15 on the agenda could be brought forward for discussion at this time. Council concurred to move NEW BUSINESS items 13, 14, and 15 forward for discussion. Mayor Page declared a 5 minute break at 8:35 p.m. before proceeding on to Item number 12 Public Hearing for Fiscal Year 2009/10 Proposed Operating Capital Budget. Mayor Page reconvened the meeting at 8:40 p.m. to hear Item number 12. PUBLIC HEARINGS 12. FISCAL YEAR 2009/10 PROPOSED OPERATING CAPITLAL BUDGET PUBLIC HEARING STAFF RECOMMENDATION: Conduct a public hearing on the proposed FY 2009 /10 Operating Capital Budget, and provide direction to staff for budget adoption on June 3, 2009. Finance Director Mary Furey presented the staff report. 8 Council proceeded to discuss the proposed budget. Vice Mayor King asked that data be included with all charts and noted there is no mandated policy regarding the 65% recovery rate for Recreation Department.. City Manager Anderson noted that during the budget hearing last year he asked Council to establish budget policy that staff could use as a frame -work to build future budgets as there was no policy in some areas. The policy on 65% cost recovery for the Recreation Department was one of them, referring to page 1 -18 in last year's budget. Councilmember Miller requested a Point of Order on the policy issue and asked if this could be written down for discussion and resolved this evening. Mayor Page noted that could be done, however, it was his recollection that Council did vote on this issue as policy and that it was built into the policy document when Council approved the budget last year, adding that you don't approve one -time policies you approve a policy going forward. Councilmember Miller stated that his Point of Order was to record this request so that Council would have this discussion later as other members of the Council would like to voice their comments on what the "policy" is going to be for this year. Councilmember Nagpal asked for clarification regarding Equipment Replacement and IT Replacement costs for $66K. Ms. Furey noted the $66K is for planned IT replacements, such as laptops, network systems, etc. City Manager Anderson noted that there are four IT projects and two of them would have to go before Council for approval and two would not and proceeded to list the budgeted projects to increase reliability: o $100K to replace a 16 year -old telephone system. o $25K possible networking cable upgrade o $30K IT Emergency back -up power system o $20K for IT Server room climate control City Manager Anderson added that after a certain amount of time, items such as the electrical system, the air conditioning system, and the telephone system need to be replaced to insure reliability. Director Furey added that the current phone system will no longer receive technical support by the end of 2010; replacement parts are difficult to find and costly to replace. City Manager Anderson stated that if Council approves this item, they are only approving the allocation in the budget, not a vendor to provide a new phone system. Additionally, the $100K phone system would have to go through the normal procurement process where staff would be required to get competitive bids, etc. 9 Mayor Page added that Council is being asked to approve a budget where we are budgeting funds for projects; it doesn't necessarily mean these budgeted items will be implemented. Mayor Page opened the Public Hearing for comment. No one was present to speak on this item. Mayor Page closed the Public Hearing. Councilmember Miller thanked staff for compiling all the budget information and decreasing the budget by $1 million. Fund balance comments: Council has to be clear where we make our investments $500K of fund transfers seems very logical $250K for Mid Peninsula, the Development Fund and the Environmental Fund; Expressed concerns about the IT budget if the current phone system goes out of service in 2010 we should have a mechanism in place to get through that; Some items in the IT budget need to be addressed such as the IT emergency backup system and the phone system; Policies need to be addressed. Questioned the $36K Lobbyist expense; City Attorney's budget should budget actual amount of money we expect to spend this year and bring back to Council if we think we will need the extra funding for litigation if and when needed; Okay with most areas of this budget would like to hold onto reserve funds; Need to come up with $200K 250K to put complete General Fund in balance. Councilmember Nagpal thanked staff for all their hard work compiling the budget. Fund balance comments: Would like to close the gap some items need to go back into undesignated; Lobbyist expense may need more information; Legal costs fund what we spent last year and have Council discussion if additional issues come up; Policy issues need additional discussion; Would like additional Council discussion regarding IT issue hesitant to spend that much money on new phone system at this time; Community Development Department would like a monthly report establish mechanism for this; Overhead costs for City Manager's department need to look at on an on- going basis; Would like additional discussion regarding staff cuts with respect to service level at a later date would not need to wait until the next budget cycle; For most part does support the proposed budget. Vice Mayor King noted her appreciation for all the work everyone put into the proposed budget. Fund balance comments: 1 0 Eliminate Lobbyist expense; Need to make more major cuts: Prefers not reducing the General Fund by $397,223K; Concerns about the 65% recovery rate for Recreation Department; Concerns regarding the 100% cost recovery rate for Community Development Department; Concerned about increased staffing in City Manager's Department; Would like to see $500K cut from the Recreation Department. Councilmember Hunter thanked staff and Council for the hours put into bringing forth a good budget. Fund balance comments: Feels this is a solid budget considering the state of the economy; Does not support cutting $500K from Recreation Department; Cannot consider getting rid of Recreation Department; Agrees with eliminating some of the recommended expense items such as Lobbyist and some of the proposed IT items; Does support the budget. Mayor Page thanked all staff for all their hard work and efforts in preparing the proposed budget. Fund balance comments: We are experiencing something in the economy that none of us have ever experienced before; Noted that it takes several months of knowledge to know that there is a trend occurring; City is so small that one project in the CDD can turn the trend in the opposite direction; Avoided using Economic Uncertainty Reserves with the proposed budget; Will use funds that have been built up over time; Council needs to provide a set of policies for staff to work with going forward; Staff put this budget together with policies that are currently in place; Agrees that we probably don't need Lobbyist; Supports reconsideration of some IT budget items look at each line item; Supports looking at CIP list to see what is not fully funded and maybe reallocate those monies somewhere else; Does not support funding any new CIP projects unless they are projects that will lower operational costs; If we do want to change polices, we need to define them early; Need to be cautious about micro managing and trust staff by giving them clear policy; Staff presented a balanced budget with some cuts and without touching Reserves. Mayor Page suggested Council address the policy issues that were raised. Councilmember Nagpal stated she is willing to leave things the way they are for this budget cycle and would like an opportunity to discuss additional policy issues at a later date prior to the next budget cycle. 11 Councilmember Miller noted that he was not ready to commit to policies for future budgets before they have had a comprehensive discussion regarding the noted issues. In addition, he noted that he is okay with Recreation Department at 65% cost recovery on the proposed budget and with the 100% cost recovery rate for Community Development Department. He added that Council should have a real policy discussion and a vote at the next Council Retreat or at a Study Session. Vice Mayor King stated she could not accept this budget at 65% cost recovery rate for Recreation Department and doesn't agree that there was a policy put in place last year. Councilmember Hunter pointed out that there are areas in the Community Development Department that are not going to be covered in the recovery rate such as Code Enforcement. Vice Mayor King stated she would like to have the percentage discussion tonight. Councilmember Nagpal stated she felt Council needed more data regarding how the percentage translates into dollars and services and doesn't feel like she has that information now; adding that Council may want to schedule their retreat earlier than January in order to have the discussion. Councilmember Nagpal added that she understands this is an issue; however, she noted we have a proposed balanced budget before us and could support this budget now. Mayor Page stated he supports either adopting this budget now or Council should schedule a Study Session to address specific areas; however, he didn't feel they would be able to cut another $500K in the Recreation Depaitinent. Councilmember Nagpal agreed that $500K was a pretty large number to cut from the proposed budget and asked if Council could possibly identify other expenses to cut such as the lobbyist expense. Councilmember Miller stated that he believes a steadfast approach is prudent; a million dollars has been trimmed from the budget, but noted he would feel more comfortable if they could cut another $200K $250K. He suggested going through the list and trim additional items such as the lobbyist and the city attorney budget, which totals $136K; and that there may be additional items such as the telephone system, however, he believes a new phone system will be needed soon so that $100K shouldn't be included. Vice Mayor King supported removing the lobbyist expense. Mayor Page voiced a concern about reducing the attorney's budget. Councilmember Nagpal noted she would prefer removing the telephone system for now and address the issue if it becomes necessary to replace it this year or not; and she would like the budget evaluation mechanism put in place. 12 Mayor Page noted the budget evaluation mechanism would be put in place and added he would also like to eliminate the $8,500 for Comcate services. Councilmember Miller noted that he was okay with holding off on the telephone item until more research has been done, including proposals; however he would not support holding off on the backup system. City Manager Anderson noted the emergency backup system and the server climate control is part of the $175K; the tape backup is part of the Capital. Mayor Page noted the additional proposed cuts: o $125K from IT Equipment Replacement Fund to the Capital Improvement Administrative Project funds to defer upgrading the phone system and network cabling systems. o $36K Lobbyist services eliminated from Operating Budget. o $50K Reduction from attorney services to be in line with prior year actual expenditures. o $8,500 Comcate services eliminated from IT budget. Total proposed additional cuts from budget $219,500. Councilmember Miller stated he would like to move that Council adopt the proposed budget with the additional $219K cuts. Vice Mayor King noted that she would not support this budget. Councilmember Miller asked to withdraw his motion and proceeded to ask Vice Mayor King if it was the $500K or the policy issue with the Recreation Department that she wasn't comfortable with. Vice Mayor King responded that it was both items and that she wasn't willing to wait until January to discuss the Recreation Department issue during the Council Retreat. Councilmember Miller noted that he agreed that Council wouldn't have to wait until January to discuss the policy issue; however we have a budget before us that we can adopt and that would include a scheduled study session to discuss policy issues. He added, for the record, that the bulk of the budget for the Recreation Department is in the summer; the catalogs are public and we are already committed, so that has to continue for this year whether we want to change the policy tonight or not. If we want to change that policy we need to start in late summer or early fall and determine the policy for next year. He noted that if we schedule a study session in June and we agreed on some method to make Recreation Department 100% the summer catalog has already been out for months and the 65% factor has already been built in as far as determining the fee schedule for this budget. Councilmember Miller stated he would like to bring his motion back and move that Council adopt the proposed budget with the recommended additional budget cuts of $219K from the noted items. 13 Councilmember Nagpal noted she would like to add an amendment to include the development of some method of forecasting trends on an on -going basis and reporting the information to Council. Mayor Page noted that has already been agreed upon and the Finance Committee could implement a forecasting method and provide that to Council on a regular basis. City Manager asked for a Point of Information and asked Councilmember Miller to re- phrase his motion to say that Council is directing staff to put together a budget with the specified changes to be adopted at the next Council meeting on June 3 DIRECTION TO STAFF: o Schedule a study session as soon as practical to review policies regarding cost recovery objectives in the Recreation and Community Development Departments; o Staff report and budget adjustment request be brought back to Council after IT completes preliminary system assessment work for further consideration of these projects; o Staff to notify Council if the attorney's budget is approaching the appropriation limit; o Reduce Recreation Department's revenue and expenditure budget to reflect the downsizing of customer demand and to incorporate additional efficiencies into future class offerings; o Schedule mid -year budget evaluations annually during month of January. MILLER/HUNTER MOVED THAT STAFF BRING BACK A FINAL BUDGET FOR ADOPTION AT THE JUNE 3, 2009 COUNCIL MEETING REFLECTING ADDITIONAL CUTS OF $219K AND THE ONE -YEAR POLICIES THAT HAVE BEEN PUT INTO PLACE. MOTION PASSED 4 -1 -0 WITH VICE MAYOR KING OPPOSING. OLD BUSINESS NONE NEW BUSINESS 13. CO- SPONSORING THE SISTER CITY 25 ANNIVERSARY USE OF CITY FACILITIES STAFF RECOMMENDATION: Assist the Sister City 25th Anniversary celebrations by co- sponsoring the rental of City of Saratoga facilities. City Clerk Ann Sullivan presented the staff report and noted that the correct amount for waived fees would be $675 not $900 as indicated in the staff report. Mayor Page invited comments from the public. The following speakers were in support of the request to have the City co- sponsor this event and assist with the cost associated with rental of the facilities: 14 Peter Mara Dick Rossman Nancy Kirk Mayor Page asked if fund raising was a possibility to help off -set the cost of this event. Peter Mara stated that the Sister City Committee conducts fund raisers every year to supplement the scholarship program for the exchange students traveling to Muko Shi Japan. Mayor Page closed the public comment. Councilmember Hunter stated she would support Council co- sponsoring this event. Vice Mayor King asked where would the funding come from to co- sponsor this event. City Manager Anderson noted the funds could come out of Council's $50,000 Discretionary Fund from next year's budget. Mayor Page noted Council could also take this out of the Community Events budget. Councilmember Miller stated he would prefer using Council's Discretionary Fund. NAGPAL /HUNTER MOVED TO ASSIST THE SISTER CITY 25 ANNIVERSARY CELEBRATION BY CO- SPONSORING THE RENTAL OF CITY OF SARATOGA FACILITIES AND PROVIDE FUNDING OF $675 TO BE TAKEN OUT OF NEXT YEAR'S COUNCIL DISCRETIONARY FUND. MOTION PASSED 5 -0 -0. Vice Mayor King asked that the City be recognized as a co- sponsor on program literature for that event. Mayor Page noted the Discretionary Fund balance for next Fiscal Year would start out with $49,325. 14. CITY OF SARATOGA COMMISSION HANDBOOK STAFF RECOMMENDATION: Accept report and approve the revised Commission Handbook. Administrative Analyst Crystal Morrow presented the staff report. Councilmember Hunter noted it was a wonderful handbook and asked if the City's Vision Statement was available anywhere for Council's viewing. Ms. Morrow noted the Vision Statement is included in the handbook. City Manager Anderson noted it is also on the City Website. 15 Vice Mayor King asked if commissioners were required to sign a document noting they have received this when they are appointed to a commission. City Clerk Sullivan noted she would make provisions for this. NAGPAL/MILLER MOVED TO APPROVE AND ACCEPT THE REVISED COMMISSION HANDBOOK. MOTION PASSED 5 -0 -0. 15. APPOINTMENTS TO OUTSIDE AGENCIES /COMMITTEES REPRESENTING THE CITY OF SARATOGA STAFF RECOMMENDATION: Accept report and direct staff accordingly. City Clerk Ann Sullivan presented the staff report. Council discussed the agency /committees and made the following recommendations: o Mayor or Mayor's designee be the authorized person appointing representatives to serve on the four outside agency /committees. o List the four outside agency /committees on the Commission page of the City Website along with the contact information of the representatives serving on these committees. o Commission application form include information regarding FPPC Form 700 and that applicants, with the exclusion of the Youth Commission, will be required to complete this form if they are appointed to serve on a commission. In addition, Council suggested a Commendation thanking Betty Feldheim for her years of service on the Housing Community Development Advisory Committee. City Attorney Richard Taylor noted Council could direct staff to bring this direction forward in the form of a Resolution as a consent item on a future Council meeting agenda. NAGPAL /KING MOVED TO ACCEPT REPORT DIRECTING STAFF TO BRING THIS ITEM FORWARD IN THE FORM OF A RESOLUTION AS A CONSENT ITEM ON A FUTURE COUNCIL AGENDA NOTING COUNCIL'S RECOMMENDATIONS. MOTION PASSED 5 -0 -0. ADHOC AGENCY ASSIGNMENT REPORTS Mayor Chuck Page reported Hakone Foundation Executive Committee met and things are moving forward. Valley Transportation Authority PAC met and received an update on Express Lanes this project is moving forward West Valley Sanitation District going through budget cycle; second hearing next week; no proposed rates this year, however there may be a small rate increase next year and then four additional years after that. Vice Mayor Kathleen King had nothing to report 16 Councilmember Jill Hunter reported: Historical Foundation attended a very nice dinner with members of the Historical Foundation at the Paul Masson party house; discussed the budget. Library Joint Powers Association she will spend 8 hours with the Library group next Thursday questioning polsters who will be poling citizens that visit the library. Councilmember Howard Miller reported Chamber of Commerce continues to work to resolve their issues; interested in seeing what new businesses will be coming into the Village. KSAR thanked staff for PEG fees; starting their interviews for high school interns from the CDBG grants Santa Clara County Emergency Council cancelled their meeting due to Swine Flu discussions. West Valley Solid Waste Joint Powers Association did implement rates for next year; 40 gal can 40 cents increase; the dump has a minimum of 20 more years before it reaches capacity, however the diversion rate grows each year and is now at 68% and encouraged everyone to recycle more. Councilmember Susie Nagpal had nothing to report CITY COUNCIL ITEMS Vice Mayor King would like to agendize having a Finance Commission reinstated. Councilmember Miller would like to schedule a study session in August to discuss City finance policies starting with the 65% issue in the Recreation Department and 100% issue in Community Development Department for next year's budget cycle. CITY MANAGER'S REPORT None ADJOURNMENT There being no additional business, Mayor Page asked for a motion to adjourn the Regular Meeting. MILLER/NAGPAL MOTIONED TO ADJOURN THE REGULAR MEETING AT 12:05 A.M. MOTION PASSED 5 -0 -0. Respe tfully submitted, Ann u Ivan, CMC City Clerk 17