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Home My WebLink About07-06-2004 City Council-Commissions minutesMINUTES SARATOGA CITY COUNCIL JOINT MEETING ARTS COMMISSION FINANCE COMMISSION HERITAGE PRESERVATION COMMISSION LIBRARY COMMISSION PARKS & RECREATION COMMISSION PLANNING COMMISSION PUBLIC SAFETY COMMISSION JULY 6, 2004 The City Council of the City of Saratoga met in Open Session in the portable classroom located between the Recreation Center and Corporation Yard at 3:30 p.m. Vice Mayor King called the Study Session to order at 3:40 p.m, and noted that Mayor Waltonsmith would be arriving late. ROLL CALL PRESENT: Councilmembers Norman Kline, Stan Bogosian, Nick Streit Vice Mayor Kathleen King ABSENT: Mayor Ann Waltonsmith (arrived at 4:55 p.m.) ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Cathleen Boyer, City Clerk Lori Burns, Human Resource Analyst Danielle Surdin, Administrative Analyst Tom Sullivan, Community Development Director John Livingstone, Associate Planner John Cherbone, Public Works Director Cary Bloomquist, Administrative Analyst Kim Saxton - Heinrichs, Recreation Supervisor REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JULY 6, 2004 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of July 6, 2004 was properly posted on July 1, 2004. COMMISSION WORKPLAN SUMMARY - 2004 -05 Commission Activity Estimated number of staff hours Funds NOT in budget Funds in bud et Arts Library Art Wall Activities 15 $500 Gateway public art 35+ $0 $75K in CEP Mustard Walk j 5 $0 Vintage Saratoga/Blossom Festival 1 50+ $2,357 Tracy Halgren, Chair, explained each activity. Chair Halgren stated that the staff at the Saratoga Library has been encouraging them to purchase a banner to display by the Art Wall indicating that the Arts Commission sponsors the wall. Chair Halgren also noted that this year the Commission would like to hold a reception for all the artists who . participated in the Art Wall program. Chair Halgren noted "Art in the Park" has been cancelled but the Commission would continue to work with the Heritage Preservation Committee on the "Mustard Walk ". Chair Halgren noted that they would like to participate in the planning of one major festival such as a "Vintage Saratoga" or a "Blossom Festival" type event. In regards to the murals project, Chair Halgren noted that Saratoga Business Development Council (SBDC) have expressed interest in this program and noted that once the Saratoga Monte Sereno Community Foundation is up and running they might be able to help raise money for the program. Chair Halgren noted future projects: Percent tb Arts Ordinance, Mascot Fundraiser, and Music in the Park. Council direction to the Arts Commission: • Use $1300.00 already budgeted to purchase the banner for the Art Wall and the reception for the artist.f'ct%� • Mascot Fun raker aNAMural Program — approach the Fo ndation. • Music in the O incorporate the idea as part of a citywide festival (will be agendized on a future Council agenda). • Saratoga Reads — should be sponsored by the City Council not the Commissions. �iP� +�� • Nwr�- C�< Murals 35+ $10,300+ Finance Support to Budget & Finance maintenance Rotating Art Program (10 sites) 35+ $3700+ Review proposed revenue maintenance Form a subcommittee and sponsor 15 $1000 Saratoga Reads (could be a Rec class $0 likely TOTAL ESTIMATED STAFF 190+ TIME HOURS TOTAL FUNDS FOR Not yet $1,300 INCIDENTAL EXPENSES reported TOTAL ADDITIONAL FUNDING At least $600 REQUESTED $17,857 TOTAL ADDITIONAL FUNDING $0 Tracy Halgren, Chair, explained each activity. Chair Halgren stated that the staff at the Saratoga Library has been encouraging them to purchase a banner to display by the Art Wall indicating that the Arts Commission sponsors the wall. Chair Halgren also noted that this year the Commission would like to hold a reception for all the artists who . participated in the Art Wall program. Chair Halgren noted "Art in the Park" has been cancelled but the Commission would continue to work with the Heritage Preservation Committee on the "Mustard Walk ". Chair Halgren noted that they would like to participate in the planning of one major festival such as a "Vintage Saratoga" or a "Blossom Festival" type event. In regards to the murals project, Chair Halgren noted that Saratoga Business Development Council (SBDC) have expressed interest in this program and noted that once the Saratoga Monte Sereno Community Foundation is up and running they might be able to help raise money for the program. Chair Halgren noted future projects: Percent tb Arts Ordinance, Mascot Fundraiser, and Music in the Park. Council direction to the Arts Commission: • Use $1300.00 already budgeted to purchase the banner for the Art Wall and the reception for the artist.f'ct%� • Mascot Fun raker aNAMural Program — approach the Fo ndation. • Music in the O incorporate the idea as part of a citywide festival (will be agendized on a future Council agenda). • Saratoga Reads — should be sponsored by the City Council not the Commissions. �iP� +�� • Nwr�- C�< 2 Finance Support to Budget & Finance $0 Reporting Processes Review proposed revenue $0 enhancement alternatives Develop Plan for enhanced $0 likely communication of financial information to the community TOTAL ESTIMATED STAFF Not yet TIME HOURS reported TOTAL FUNDS FOR $600 INCIDENTAL EXPENSES TOTAL ADDITIONAL FUNDING $0 REQUESTED 2 Richard Allen, Chair, explained each activity and stated that the Finance Commission was not requesting any additional funding for FY 2004 -05. Chair Allen noted that the Finance Commission has tried to improve communications between the residents and the City. Chair Allen noted that the Commission would start drafting a "Reserve Policy". Council direction to the Finance Commission: • Review Revenue Review Committee's report • Draft a "Reserve Policy" • Look at other cities for "best known methods" 3 4,_. ''- Heritage Review Approximately 20 Requests 80 $0; No fees Preservation for Additions to Historic Homes collected Bring the Historic Park Master Plan to 10 $0 $30,000 the Council for Review and Approval Prepare a Restoration plan for the 100 $0; funded by McWilliams House for Council a grant Review and proceed with required process for hiring Historic Architect, Contractor and completing restoration work Monitor the work on the Book -Go- 5 $0 Round Qualify up to 3 homes for Mills Act Staff time $0 (Deposit Account, Fees charged to covered by applicant for Staff Time) fees Mustard Walk (food and advertising) 40 $2,000 Historic Calendars (funded through HPC time $0 Historical Preservation Foundation) only Apply to the State of California for 12 $1,000 for Historic Landmark Status for photos /copies McWilliams House, Book -Go- Round, and the Warner Hutton House, and encourage others to apply for Hakone Gardens and the City Museum Investigate State Historic Landmark 5 #435: research and copy fees from $50 Sonoma State Designate more Landmarks 18 $0 Investigate the Designation of Oak 50 $2,000 for Street and Horseshoe Lane as Heritage signs Lanes Investigate Landmark Status of HPC time $0 Heritage Orchard only Restart the Historic Homes Plaques 20 $300 Program: Plaques $100 each; budget for 3 Heritage Orchard Oversight 1 10 1 $0 3 Patricia Bailey, Chair, explained each activity and noted that their list was prioritized. Council direction to the Heritage Preservation Commission: • Move activity titled "Update and Manage Heritage Resource List" to the top of the activity list. • Designate Oak Street and Horseshow Lane as Heritage Lanes — no funding for street signs. • Pursue Adopt a Tree Program & Historic Home Plaques — work with Foundation. kWfvV the "Mustard Walk" from activity list; wolk wit Arts Commission on one main event to highlight the City. a. • Council consensus not to spend Council contingency fund and any unfunded projects. Prepare an Ado t -a -Tree Program 80 $0 Library Adopt -a -Tree Kiosk (Funded as part 80 $0 of the Heritage Orchard Restoration) Update and Manage Heritage 5 $0 Resource List Investigate Standards for Historic HPC time $0 Signs only TOTAL ESTIMATED STAFF 515 TIME HOURS $0 TOTAL FUNDS FOR $1,300 INCIDENTAL EXPENSES $0 TOTAL ADDITIONAL FUNDING $5,350 REQUESTED Patricia Bailey, Chair, explained each activity and noted that their list was prioritized. Council direction to the Heritage Preservation Commission: • Move activity titled "Update and Manage Heritage Resource List" to the top of the activity list. • Designate Oak Street and Horseshow Lane as Heritage Lanes — no funding for street signs. • Pursue Adopt a Tree Program & Historic Home Plaques — work with Foundation. kWfvV the "Mustard Walk" from activity list; wolk wit Arts Commission on one main event to highlight the City. a. • Council consensus not to spend Council contingency fund and any unfunded projects. 2 Library Continue Education of the $500 Community, City Council, and the Library Commission about library services and financial issues Saratoga Library Facility and $0 Grounds: recommend finish work and use of leftover bond funds Support Recruitment of New $0 Commissioners Library Funding: make $0 recommendations on funding options and priorities TOTAL ESTIMATED STAFF Not yet TIME HOURS reported TOTAL FUNDS FOR $1,055 INCIDENTAL EXPENSES TOTAL ADDITIONAL FUNDING $500 REQUESTED 2 Lori Burns, Library Commission Liaison, explained each activity stating that the Commissioners would like to use their budget of $1055 to attend the California Library Association Conference. Ruth Gipstein, Library Commissioner, added that the Commission's goal is to educate the community and start looking for new commissioners. << i n� o r a.-, 'Sep Council direction to the Library Commission: �� tea `Z �� t t +t1PC u�y�1+ na�xr lihrariec a fnd "best.known methods ". • Recruit residents that are qualified to be a Library Commissioner. Parks & Trails: support on -going DeAnza 96 $1,200 for Funding Rec. Trail Task Force; present trails trails signs; no in CIP signage proposal and install trail additional for Odd signage; create and publish a City trail funds needed fellows map; identify link for Saratoga -to -the- for other items. trail. Sea; pursue new trail developments; support a trail through Odd Fellows property; manage trails maintenance matrix Kevin Moran Park: develop plan for 32 Funding unused space and old Orchard listed in CIP Park Amenities: develop plan for more 2 $0 flat grass at various locations Skate Park: Location; Campbell Skate 6 $0 Park Dog Park: review needs and plans for 12 $25,000 Dog a Saratoga dog park or off -leash hours; Park Donation review regional dog park plan organized through City of Campbell Use Fee: update group park user 10 $0 agreements; update park use fee schedule; review and implement park use fee policy Events and Community Involvement: 10 $500 for events ■ Creek clean-up in Sept 04 ■ Playground reopening; participate in inter - commission events (Mustard Walk, Heritage Park, etc.) Master Plan(s): 5 $0 ■ Update Open Space Element; ■ Update park usage matrix (free vs. paid use); ■ Review community vs. neighborhood park designation; develop plans for future park amenities; Greg Gates, Chair, explained each activity. Chair Gates noted that they held the first task force meeting for the Ir Chair Gates noted that the PRC recently gained two new Commissioners. 06PWtA_ k A discussion took place in regards to the various school districts interested in the City taking over the maintenance of their fields. Council directed staff to contact the City of Cupertino and request a copy of their agreement and program guidelines. In regards to the Dog Park, Council noted that there were no funds available in the budget. Council direction to the Parks & Recreation Commission: • Replace trial signs in poor condition with the $1,200.00 that is already budgeted. • Investigate shift of maintenance for school play fields. �� • Saratoga -to- the -Sea — find out where it stands within the County. • Investigate San Jose Water District's 3 acres of land • Staff to report to Council in regards to options for a City -wide trails map • Investigate Kevin Moran Park as a "wireless park" ..Plan ■ Develop park tree preservation ning and maintenance matrix; $0 ■. Update Park Master Plan; ■ Update Trails Master Plan TOTAL ESTIMATED STAFF 173 TIME OURS TOTAL FUNDS FOR $1,650 INCIDENTAL EXPENSES TOTAL ADDITIONAL FUNDING $26,700 REQUESTED Greg Gates, Chair, explained each activity. Chair Gates noted that they held the first task force meeting for the Ir Chair Gates noted that the PRC recently gained two new Commissioners. 06PWtA_ k A discussion took place in regards to the various school districts interested in the City taking over the maintenance of their fields. Council directed staff to contact the City of Cupertino and request a copy of their agreement and program guidelines. In regards to the Dog Park, Council noted that there were no funds available in the budget. Council direction to the Parks & Recreation Commission: • Replace trial signs in poor condition with the $1,200.00 that is already budgeted. • Investigate shift of maintenance for school play fields. �� • Saratoga -to- the -Sea — find out where it stands within the County. • Investigate San Jose Water District's 3 acres of land • Staff to report to Council in regards to options for a City -wide trails map • Investigate Kevin Moran Park as a "wireless park" ..Plan ning Zoning Code Updates: $0 ■ Mixed use development standards ■ Public & Quasi - Public Facilities Districts ■ P -A: Professional and Administrative Office District ■ Sign Ordinance ■ Design Review: Multi- family dwelling and commercial structures ■ R -M: Multi- family residential districts Generator Use Permit requirement General Plan Updates $0 • Open Space, Parks and Trails Master Plan, and Conservation • Land Use Development Review (see workplan $0 for project details) I Mohammad Garakani, Chair, explained the Planning Commission's work plan for FY 04- 05. Chair Garakani noted that most of their activities are mandated. In regards to the Land Use Element update, Tom Sullivan, Community Development Director, noted that Planner Oosterhous has held two meeting with the AdHoc Committee. A discussion took place in regards to the development of the Village. Council compared the Village to the Town of Los Gatos whose Planning Commission and City Council has a say in what goes into their downtown. Public TOTAL ESTIMATED STAFF Planning $1500 Safety TIME (HOURS) Commission activities are Emergency Preparedness Brochure mandated $2000 TOTAL FUNDS FOR 0 $50 $1,500 INCIDENTAL EXPENSES 300 Funded TOTAL ADDITIONAL FUNDING $0 in CIP REQUESTED 20 Mohammad Garakani, Chair, explained the Planning Commission's work plan for FY 04- 05. Chair Garakani noted that most of their activities are mandated. In regards to the Land Use Element update, Tom Sullivan, Community Development Director, noted that Planner Oosterhous has held two meeting with the AdHoc Committee. A discussion took place in regards to the development of the Village. Council compared the Village to the Town of Los Gatos whose Planning Commission and City Council has a say in what goes into their downtown. Lorie Tinfow, Assistant City Manager, explained the activities of the Public Safety Commission. Assistant City Manager Tinfow explained that the Commission would like to gain more experience in emergency preparedness and require that every Commissioner participate in CERT program. Council direction to the Public Safety Commission: • Develop emergency brochure and place it on the City's web — no funding • CERT — use $600 already budgeted • Additional training — approach Council in three month for funds or find other funding source (i.e.Grants). Public PSC Commissioner Training 1 $1500 Safety Emergency Preparedness Brochure 40 $2000 PSC Commissioners CERT Training 11 0 $50 Neighborhood Traffic Management 300 Funded Program (El Quito North) in CIP School Traffic Task Force (not shown 20 in work lan School Traffic Improvement (not 60 Some shown in workplan) CIP funding TOTAL ESTIMATED STAFF 421 TIME HOURS TOTAL FUNDS FOR $600 INCIDENTAL EXPENSES TOTAL ADDITIONAL FUNDING $3,550 REQUESTED Lorie Tinfow, Assistant City Manager, explained the activities of the Public Safety Commission. Assistant City Manager Tinfow explained that the Commission would like to gain more experience in emergency preparedness and require that every Commissioner participate in CERT program. Council direction to the Public Safety Commission: • Develop emergency brochure and place it on the City's web — no funding • CERT — use $600 already budgeted • Additional training — approach Council in three month for funds or find other funding source (i.e.Grants). ADJOURNMENT Mayor Waltonsmith thanked everyone for coming to the joint meeting. There being no further business Mayor Waltonsmith adjourned the meeting at 6:30 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk