HomeMy WebLinkAbout01-20-1988 City Council Staff ReportsN
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. /,3c/-3 AGENDA ITEM
MEETING DATE: January 20, 1988 CITY MGR. APPROVAL
ORIGINATING DEPT: Community Services
SUBJECT: REQUEST TO AUTHORIZE 10K MONTALVO FOOT RACE ON SATURDAY, APRIL 23, 1988
RECOMMED MOTION: Approve in concept the holding of a foot race as proposed on
April 23, 1988, conditioned on compliance with all requirements of the City's Special
Events Ordinance. Approval includes authorization for the Community Services Director
to issue a Special Events Permit when he determines that all conditions have been
satisfied.
REPORT SUMMARY: Bradford Martin, a physical therapist who lives and works in Saratoga,
is requesting authorization to hold a 10K run in the Montalvo area on Saturday, April 23,
1988, from approximately 8:00 a.m. to 10:00 a.m. The race would be limited to 100
participants, and profits from the race uuuld be used for the maintenance of hiking
trails behind Montalvo. The race route, in addition to public roadways, involves
private roadways and areas within the jurisdiction of the County Parks Department.
Therefore, the City's approval of the race would be for only that portion of the
route which is within the City's jurisdiction. A map outlining the route is attached.
The requirements for a Special Events Permit include the following:
a) Payment of a $50.00 non - refundable filing fee.
b) Payment of a $250.00 fully - refundable clean-up deposit.
c) Mr. Martin assume financial responsibility for law enforcement personnel
which may be required by the Community Services Director.
c) Mr. Martin obtain a Certificate of Insurance naming the City of Saratoga
as additionally insured for at least $300,000 in liability coverage.
FISCAL IMPACTS: None are anticipated
a) Map showing route of foot race.
b) Correspondence from Mr. Martin outlining details of event.
c) Correspondence from Mr. Argow dated December 2, 1987, outlining conditions
of the City.
d) Response from Mr. Martin dated January 5, 1988
e) Copy of letter Mr. Martin sent to Montalvo residents living along the
privately -owned portions of the route.
f) Confirmation from the Sheriff's Office that two reserve officers will be
scheduled on April 23, 1988, as verbally recommended by Mr. Argow.
MOTION AND VOTE:
Staff_ recommendation 5 -0.
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�� �hopedic Physical
- ~`- Therapy Specialists
of Saratoga
PLAN FOR A 1OK RUNNING RACE IN MONTALVO AND SURROUNDING STREETS.
BRIEF BACKGROUND ABOUT MYSELF:
My name is Bradford Martin. I am a Registered Physical Therapist
in private practice in Saratoga, I am also a life resident of
Saratoga. I work with the Saratoga High School athletic teams,
West Valley College adaptive PE program, help with the physical
exams for the Saratoga Senior Center,work with the YMCA Southwest
Branch to offer free injury evaluation and treatment suggestions,
among other community services.
INTRODUCTION TO THE RACE: I am interested in having a 10K running
race in Saratoga. Most of the race would be run in the trails
behind the Villa, and the other portion in the neighborhoods
around Montalvo. Any profits from the race would be donated to
either the Parks Dept for trail maintenance or to the Villa.
DATE/TIME: April 23rd 1968 Saturday. 8 am. The reason for
choosing this date is that it is after the rainy
season and the trails should be in good shape by this
time. The date does not conflict with any other local
races. This date is flexible, it could be changed if
the park could not be used at that time. The starting
time could also be changed. It is best to have an
early start. The park may need to be open early for
preparation. Total time for the race should be no
longer than 3 hours. This would include set-up, and
post race refreshments. Clean-up may take longer, but
the majority of the people would be gone.
NUMBER OF PARTICIPANTS: The race would be limited to 100 runners.
This makes for a small run and adequate
parking for runners, volunteers,
emergency vehicles.
MEDICAL FIRST AID: Red Cross, Registered Physical Tnerapist,
Physician.
VOLUNTEERS: Adequate number to help with set-up, clean-up,
traffic control, directing runners on the trails,
registration table, timing, water stations.
INSURANCE: I understand City insurance is 500.00. Any necessary
insurance fees will be paid.
�
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18805 COX AVeOUe, SUit8 130 * S{3[at<}gQ. C/\ 95070 * (408) 866'1070
Orthopedic Physical
-`- Therapy Specialists
of Saratoga
TRAFFIC CONTROL: The surrounding neighborhoods are not busy.
There will be traffic control at the park
entrance to direct runners to the parking location. The following
areas will have traffic control which includes warning cars and
runners about oncomming traffic and stopping traffic if needed.
1> Exit of Montalvo driveway. E) Corner of Piedmont and Medleson.
3> Corner of Mendleson, Bonnie Brae and Hill Street.
4) Hill and Montalvo Ave. 5> Montalvo Heights Court.
6) Bonnie Brae and Mendleson at both ends.
There will also be a sign posted at the bottom of Montalvo Avenue
which informs drivers that runners will be on the road ahead.
REGISTRATION: Registration form would be in The 6cheoule, as well
as local running stores and businesses. Only Pre-
registration holders will be allowed to run and
park inside Montalvo. Runners will pick up their t-
shirt and number at the Registration Desk in
Parking lot 1 after they have parked.
COURSE:
The start and finish is around parking lot number one. The first
portion of the run uses the trails behind the Villa. The second
portion uses some of the neighborhood streets in the nearby area.
The runners exit onto Piedmont, turn left on Mendleson, left on
Bonnie Brae Lane, right on Hill Ave, left Montalvo Ave, right
Montalvo Heights Court, return to & left on Montalvo Ave, right
Bonnie Brae Way, right Mendleson, right Pieamont, returning
through the exit drive of Montalvo and then to the finish area.
The trail portion is a very safe course. Most areas are wide
enough to pass. There is one area where there may Ue two way
traffic. This is the widest trail behind the house and there is
more than enough room. The trails were careFully selected for
safety. The trails will be inspected for safety prior to the
run. Please see the map of the course.
WATER STATIONS: Consist of a table & cups of water.
1) Near the start
2> At the exit of the 4th parking lot
3) Montalvo Heights Court
2
18805 Cox /\VeOUe. Suite 130 * Sa[[ltJg{]. CA 95070 w (408) 866'1070
Orthopedic Physical
Therapy Specialists
of Saratoga
TRAIL/DIRECTION MARKERS:
The trails and roads will be marxed with colored cardboard arrows
on small wooden stakes. The color indicates the direction of
travel. Colors are used because some trails are crossed and a
different color indicates which direction to run.
TIMERS: Time will be given at the start, mile marks, and finish
No results will be given via mail.
REFRESHMENTS/POST RACE: At the finish there will be water, juice,
and probably fruit. I will try to have a
drawing for prizes such as running socks,
shoes, etc.
CLEAN-UP: Clean-up consist of picking up all trash related to the
race, such as cups, numbers, etc. All of the trails
will be inspected and cleaned of any waste related to
the race. All direction markers will be removed.
SUMMARY: Wank you for reviewing this plan. I am open to
suggestions on any needed changes. Please contact me
when you have made a decision.
Sincerely:
�
� .
Bradford F. Martin RPT
3
18805 Cox AVeDVe, Suite 130 w Saratoga, C/\95070 * (408) 866-1070
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December 2, 1987
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13777 FRUITVALE AVENUE SARATOGA. CALIFORNIA 95070
(408) 867 -3438
COUNCIL MEMBERS:
Bradford F. Martin RPT
18805 Cox Avenue
Saratoga, CA 95070
Dear Mr. Martins
Karen Anderson
Martha Clevenger
Joyce Hlava
David Moyles
Donald Peterson
This is in response to your proposal to hold a 10K Running Race in the Montalvo
area on April 23, 19881. Authority to approve this event would relate only to
public streets within the City's jurisdiction. Additional approvals would be
required for any private property you use and from the County Parks Department.
Due to the fact that you will limit the race to 100 participants, and the low
amount of traffic in the area, a street closure will not be required by the
City. However, you must still ccnply with the conditions of the City's Special
Events Ordinance before ,a Permit can be granted. These conditions are outlined
below:
1) Payment of a $50..00 non - refundable filing fee.
2) Payment of a $250.00 fully- refundable clean -up deposit.
3) Secure at least two Sheriff's Officers to supervise traffic control.
Reserve Officers are available for this purpose at a cost of $18.29 per
hour for each officer. To make these arrangements, contact Sgt. Gary
Medlin at the Sheriff's Saratoga Substation at 867 -9715.
4) Obtain a special event public liability insurance policy in the amount
of at least $300,00.0 (including $50,000 for property damage) naming the
City of Saratoga as one of the primary insured parties.
5) Identify sanitary facilities you propose using.
6) Identify any loudspeakers or other sound amplifing devices you propose
using.
7) Secure the written permission of any other property owners impacted by
this event, including the County Parks Department.
Special Events Permits must be approved by the City Council. I plan on bringing
this matter before the Council at their January 20, 1988 meeting. In order to
do so, I will need your response by January 12, 1988. In the meantime, please
contact me if I can answer any questions or otherwise be of assistance.-
Very truly your
11)
Todd W. Argow
Community Services Director
TWA:ps
cc: City Manager
Community Service Officer Martire
Sgt. Gary Merlin, Sheriffs Office
Cathy Carpenter, County Parks Department
298 Gorden Hill Drive, Los Gatos 95030
- 2 -
Orthopedic Physical
Therapy Specialists
of Saratoga Jan 5, 1966
Dear Mr. Argow:
Todd W. Argow
Community Services Director
13777 Fruitvale Ave
Saratoga, CA 95070
This letter is to update you about my progress toward complying
with the conditions of the City's Special Events Ordinance.
I do plan to pay the filing fee and clean-up deposit. I would
like to wait until March to do this.
Confirmation has been received from Deputy L. Ondi, two Off duty
Sheriffs will be available from 8am to 12 noon for traffic
control. The cost is 18.42/hr, with a 4 hour minimum. Also a
$9.21 administration cost.
I have filed and will receive a Public Liability Policy from
T.A.C. or The Athletic Congress. The insurance is through Great
American National Fire Insurance Co. The policy covers 1 million
per claim with no aggregate limit, also 1 million for property
damage. Total number of runners covered is 100. The City Of
Saratoga and County Of Santa Clara are named as primary insureds.
The certificate will be mailed to Saratoga and the County of
Santa Clara.
The sanitary facilities to be used are the ones located in
Montalvo. I know of one located in parking lot #3. Two would be
nice, but one should be adequate. If need be, a portable restrocm
could be rented.
There will be no sound amplification devices used at any time
that I know of. The Sheriffs have not relayed any need for this
equipment.
I hand delivered a letter to the residents on the private road
Montalvo Heights Rd. There were 4 occupied homes. I spoke with 3
of the residents and they felt there would be no problem. They
are to call me if they have any questions and to express their
approval or denial. Please see inclosed letter.
I contacted Ms. Clair Marino 867-1661. Ms. Marino has been the
president of the home owners association in the area. She stated
that the association has become inactive. She said she would
inform the neighborhood and expressed her approval at the time of
conversation.
18805 Cox Avenue, Suite 130 w Sa[{3tOg/]. CA 95070 w (408) 866'1070
Orthopedic Physical
Therapy Specialists
of Saratoga
The County requires a 25.00 filing fee and 100.00 clean-up
deposit. this will be paid, again I would like to wait until
March.
I spoke with Cathy Carpenter on 1-5. She informed me that she has
been in contact with you, and that the County Parks Dept may
issue a permit contingent upon compliance/approval of the City of
Saratoga.
I am expecting the race to begin at about 8:30 am. The run should
take no longer than 1 hour 15 minutes for the slowest runner to
complete. Most runners would probably finish in slightly less
than 1 hour. Following the race, runners will be given their
times, refreshments, and prizes. This should take no longer than
1 hour and probaly slightly less. The post race activity would be
held at the starting parking lot area. I am certain that the
specifics will need to be coordinated with the Parks Dept & City
of Saratoga.
If you have any questions or suggestions please call. I would
like this race to be planned in the best possible manner.
Thank you again for you help.
Sincerely:
Bradford F. Martin RPT
18805 Cox Avenue, Suite 130 * SO[{3tOgO. C/\95070 * (408) 866'1070
Orthopedic Physical
Therapy Specialists
of Saratoga
Dear Home Owner:
My name is Bradford Martin. I have organized a 10K running race
in your area. The race course starts in the Montalvo Park. It
uses the trails behind Montalvo and then proceeds through some of
the neighborhood streets around Montalvo. Your road is the only
private road on the course. As the run is planned now, the
participants would run down Montalvo Heights Ct & turn around in
the court and proceed back to Montalvo Avenue. I had hoped to
have a water station in the court. A water station consists of a
table with cups of water on it. Of course all of the trash
related to the water station/race is to be removed.
This run is planned to be on April 23rd, 1966. The number of
participants is being limited to 100, a very small number. Even
though this race may be run again the following year, the number
of participants would remain at a max of 100.
I am receiving permission from the City of Saratoga and the Santa
Clara Parks Dept as well as Montalvo. Public liability insurance
is being purchased. There are going to be police on the roads for
traffic control even though the traffic is quite light in this
area. The time of the race start is about 8:30 am. The runners
would be on your road probably between 9 and 10am.
The City of Saratoga & County Parks Dept can approve the run
except for the portion planned on your road, Montalvo heights
Court. For this road to be used I would need approval from each
home owner on the road.
I am a life resident of Saratoga & operate a private physical
therapy office in Saratoga. I have enjoyed running through and
around Montalvo for years & wanted to have a small organized run
in the area. Any profits from the race are to be donated for
trail maintenance behind Montalvo. All parking related to the run
is to be done inside the park. Some other community related
activities I participate in are; coverage of Saratoga High
Athletics, Work with West Valley College Adaptive PE, Southwest
YMCA, Saratoga Senior Center Health Screening, all donated time.
If you have any questions or wish to express your approval or
denial please call me as soon as possible at 666-1070.
Thank you for your cooperation.
Sincerely:
4
Bradford F. Martin RPT
18805 C{}X AVeOue, Suite 130 * S{3[QfOgC\. CA 95070 w (40D8) 866-4070
ACTIVITY ASE - E -
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DATE o�3 HOUR TO REPORT_ _(Qj(P d ; ,; Santa C1 ara County;
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REPORT. TO -/ ! IIL�G? ; ; Attn : Reserve Office
180 West Hedding Street
NUMBER REQUIRED____ a______ -_____ - ;; San Jose CA 9 -5110
REQUESTER
.................
DATE REQUESTED
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memorandum
TO FROM
MR. BRAD MARTIN DEPUTY L. ONDI #560
SUBJECT DATE
MONTALVO RACE 4/23/87
This memo is to confirm that we will provide (2) two Off duty Deputy Sheriff's
for traffic control during the scheduled race for April 237 1988! 0800 -1200.
I have gnclosed the bill, which is to be paid in advance of the race.
If you have any questions you can reach me at 299 -3238 or 299 =3431.
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SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO./ J clz,-
MEETING DATE: January 20, 1988
ORIGINATING DEPT.: City Attorney
AGENDA ITEM 4-L
CITY MGR. APPROVAL
SUBJECT: Extension of time on expiration of tentative subdivision map approval for
SD -1368 (Chadwick /Cocciardi Subdivision)
Recommended Motion:Adoption of Resolution No. 2411.1, providing for a further
extension of time until March 21, 1989.
Report Summary: On March 18, 1987, the Council adopted Resolution No. 2411
extending the expiration of the tentative map approval for SD -1368 to March 21, 1988.
The extension was based upon Government Code Section 66452.6(c), which allows the
Council to stay the running of time by reason of pending litigation involving the
subdivision. The Chadwick /Cocciardi Subdivision is part of the settlement agreement
relating to the Quarry Creek /Quarry Road Repair Project.
The developers have not yet been able to obtain final map
approval because of the continuing refusal by San Jose Water Company to provide
water service for this subdivision. Upon the collapse of the proposed water district as
a result of the change in the tax laws, the developers intended to establish a mutual
water company that would service this subdivision along with other properties in the
area. San Jose Water Company has refused to provide the connection to its existing
facilities from which the mutual water company would obtain its water supply. The
City has made a demand upon the water company to state the legal authority for its
refusal to provide service and the developers have also retained counsel to assist them
in this regard.
Fiscal Impacts: None.
Attachments: Resolution No. 2411.1, amending Resolution No. 2411.
Motion and Vote:
Staff recomTeixlation 5-0.
RESOLUTION NO. 2411.1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA AMENDING RESOLUTION NO. 2411 STAYING THE
PERIOD OF TIME FOR EXPIRATION OF TENTATIVE
SUBDIVISION MAP APPROVAL FOR SD -1368
WHEREAS, the City Council adopted Resolution No. 2411 providing for a
stay on the period of time for expiration of the tentative subdivision map approval for
SD -1368 until March 21, 1988; and
WHEREAS, the applicant has requested a further extension of time to
complete the requirements for obtaining final map approval,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SARAGOTA AS FOLLOWS:
1. Paragraph 1 of Resolution No. 2411 is amended to read as follows:
"By reason of the pending litigation between the
City and Developers involving SD -1368 and pursuant
to the authority granted under Section 66452.6(c) of
the Government Code, a stay is hereby approved for
a period of Twenty -Four (24) months, commencing
as of the expiration date otherwise applicable to
SD -1368 and terminating on March 21, 1989."
2. Except as otherwise herein amended, Resolution No. 2411 shall
.remain in full force and effect.
Passed and adopted at a regular meeting of the City Council of the City of
Saratoga held on the day of — , 1988, by the following vote:
AYES:
NOES: _
ABSTAIN:
ABSENT:
ATTEST.:
CITY CLERK
MAYOR
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY ----- _` 13 ?,0 _- AGENDA ITEM q/q_
MEETING DATE : - _jAaMAjy__2D. ,_]R2$$___ __________CITY MGR APPROVA _______
ORIGINATING DEPARTMENT:
------------------------------------------------------------------------
SUBJECT: AUTHORIZE PURCHASE OF 1988 FORD F -350
------------------------------------------------------------------ - - - - --
8��S2IDQ�n��Sj_ "�52��52nn
Authorize purchase of 1988 Ford F -350 cab and chassis from
Mission Valley Ford for a cost of $14,416.11 and authorize
purchase of leaf body from Universal Truck Body for a cost of
$6,104.35.
The City of San Jose has recently awarded a bid for two new leaf
body trucks to the above vendors. The vendors have been
contacted and they will allow the City of Saratoga to piggy -back
on the bid awarded San Jose.
$20,521 is included in the 1987 -88 fiscal year budget funded from
Equipment Operations 8200 -6750.
Atlaghmatz
None
Staf f. reccxmTendation 5-0.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. /3q/
MEETING DATE: January 20, 1988
ORIGINATING DEPT.: Planning
AGENDA ITEM: -7/4-
CITY MGR. APPROVAL
SUBJECT :City of Tustin Community Improvement and Code Enforcement Program
Recommended Motion
Read, discuss and file.
Report Summary: The City Council requested information on the Tustin Community
Improvement Program and its possible use in the SHARP program.
The report summarizes the Tustin program and discusses its
applicability to Saratoga.
Fiscal Impacts: None.
Attachments: Report from Planning Director
Motion and Vote:
Staff recopuendation 5 -0.
09,XW o §&%Z1XQ)0&
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070
(408) 867 -3438
MEMORANDUM
TO: CITY COUNCIL DATE: January 13, 1988
FROM: Planning Director
SUBJECT: City of Tustin Community Improvement Program
--------------------------
BACKGROUND
One of the City Council's FY87 -89 "to do" items for the
Planning Department is to obtain information about the City
of Tustin Community Improvement /Code Enforcement program, and
assess its viability for use in conjunction with Saratoga's
housing rehabilitation program. The Planning Department has
received the information from Tustin and offers the following
overview of the program and recommendations regarding its
applicability to the SHARP program.
OVERVIEW
The Tustin Community Improvement Program was developed as a
way to bring together the efforts of the community, property
owners, landlords, tenants, and City officials in improving
the deteriorated conditions of specific target areas within
the City. "Deteriorated conditions" include both structural
deficiencies and violations and miscellaneous site
maintenance problems. The program was developed through a
six -stage process, briefly outlined below:
1. Task Force - A task force consisting of a Tustin
police representative, building inspector, County
fire representative and County health official,
was established with the purpose of developing
program guidelines, reviewing existing City codes
for necessary changes, and enforcing of the codes.
2. Awareness - Particular agencies, such as the
attorney's office, Judge's association, and City
officials were notified of the program and the
impact it would have on their interests. The main
concern was that the program not cause the City to
be ostracized from the community in any way.
3. Education - An education program was established,
focusing on information for tenants and property
owners on proper maintenance, hygiene and
individual rental responsibilities.
4. Involvement - "Neighborhood pride" was generated
by clean -up campaigns, tenant education, tool
programs and police /citizen interaction.
5. Cooperation - An intense effort was made to "work
with" property owners rather than "threaten" with
strict enforcement procedures. This cooperation
has been the key ingredient in the success of the
program.
6. Enforcement - If property owners refuse to comply
or cooperate with the program, they then are
subject to enforcement of City and State codes.
The Tustin program is staffed through the City's Community
Development Department. There is not a separate Code
Enforcement Officer position; the program and enforcement
work is performed by a planning technician (859 of her time),
with limited resources available from building, police,
public works, animal control and other personnel.
Enforcement is performed on a complaint basis. Program
outreach and education is not performed on a regularly
scheduled basis, but rather when the need for it is perceived
by staff, council, or community groups. Funding for the
program is provided for outreach and enforcement, but not for
individual property owners to use for maintenance and
repairs.
RECOMMENDATION REGARDING APPLICABILITY TO SARATOGA
The City of Tustin program is one aimed primarily at ongoing
maintenance enforcement in specific target neighborhoods. In
contrast, the Saratoga housing rehab program (SHARP) is a
one -time funding opportunity for structural rehabilitation of
individual residences. SHARP loans do not normally cover
general site maintenance and upkeep except for driveway
repair and other miscellaneous work items associated with the
structural work. In such cases, the program guidelines from
HUD limit the amount that can be used for such general
property improvements to not more than 30% of the loan
amount. These improvements are made on a one -time rather
than ongoing basis.
Tustin's community improvement program required an initial
commitment to develop a program to fit the community, and
active enforcement of nuisance -type problems. If the Council
wishes to pursue such a program for Saratoga, the SHARP
program would not-be the appropriate avenue. A more suitable
approach would be through the Department of Community
Services and the CSO program. The CSO's currently handle
code enforcement for Saratoga, and could evaluate the need
for a community improvement program based on the type of
complaints received and field observation.
I
Y c ue Hsia
P1 ning Director
CC: Todd Argow, Community Services Department
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. l•J� AGENDA ITEM L
MEETING DATE: January 20, 1988 CITY MGR. APPROVAL
ORIGINATING DEPT: ENGINEERING
SUBJECT: BICYCLE WARNING SIGNS ON QUITO ROAD AND PIERCE ROAD
Recommended Motion:
Approve the installation of "NARROW ROADWAY UNSAFE FOR BICYCLES" signs on Quito
Road, between Austin Way and the northerly intersection of Sobey Road, and on Pierce
Road, between Congress Springs Road and Surrey Lane.
Report Summary :
We have determined that the above subject roads are unsafe for bicycle use due
to
.their narrowness and lack of shoulders in most portions. These warnings are primarily_
for the benefit of novice and cautionary riders. The Towne•of Los Gatos have used these
signs on a portion of Blossom Hill Road.
The Public Safety'Commission, at its meeting of December 14, 1987, unanimously
supported this recommendation.
Fiscal Impacts:
The cost of the installation of these signs would be approximately $600.00 and .
should come from the' traffic safety budget '(3033 - 3010).
Attachments-
1. Location Map.
2. Memo from Community Services Director (P-S.-C•. approval).
3. Staff Report.
Motion and Vote:
Staff recomaemdation 5 -0.
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13777 FRUITVALF. AVENUE • SARATOGA. CALIFORNIA 95070
(408) £367 -:3438
COUNCIL MEMBERS:'
Karen Anderson
December 18,, 1987 Martha Clevenger
Joyce Hlava
To: Bob Shook David Moyles Donald Peterson
From: Community Services Director
Subject: Bicycle Warning Signs on Quito and Pierce Roads
This is in response to your memorandum dated.December 7, 1987, to
the Public Safety Commission. Your memorandum solicited the
Public Safety Commission's opinion concerning the installation of
bicycle safety warning signs on Quito Road between Austin Way and
the northerly intersection of Sobey Road; and on Pierce Road
between Congress Springs Road and Surrey Lane. The signs would
read ",Narrow Roadway Unsafe for Bicyclists ".
The Public, Safety Commission considered your request at their
regular- meeting of December 14, 1987, and unanimously decided to
support your staff recommendation in this matter.
Please contact me if you have any further questions.
Todd W. Argo
jm
c'c; Public Safety Commission
r
v
0 guw @2 - U00&
13777 FRUITVALE AVENUE • SAR,ATOGA, CALIFORNIA 95070
(408) 887 -3438
MEMORANDUM
TO: Public Safety Commission DATE: December 7, 1987
FROM: City Engineer
SUBJECT: Narrow Roadways /Bicycles
There area couple of roadways in the City which it has been determined
to be unsafe for bicycle use, because of their narrowness. These
roadways are: -Quito Road between Austin Way and the northerly inter -
seciton of Sobey Road; and Pierce Road between Congress Springs Road
(State Route 9) and Surrey Lane.
We recommend that bicyclists should be warned prior to attempting to
'negotiate these sections of roadway, by placing warning signs with the
message "NARROW ROADWAY UNSAFE FOR BICYCLES'" (see attached sketch for
sign standard and suggested•placement).
The Town of Los Gatos has used these signs on a portion of Blossom Hill
Road.ibetween Union Avenue and Camino Cerro.
The placement of these signs will not keep all bicyclists off the
narrow portions of roadways, but by warning in advance, the novice and
cautionary riders will avoid. using them.
R -dbert S.-Shook
City Engineer
RSS /df
Attachment
w
e
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY: ____l 1 ------------------ AGENDA ITEM
MEETING DATE:-_ JAL11A9Y __ZR.,,,_j2AA ------------- CITY MGR APPROVAL, - --
ORIGINATING DEPARTMENT: MgjajgngR _qg________
------------------------------------------------------------------------
SUBJECT: CONGRESS SPRINGS PARK AGREEMENT - LITTLE LEAGUE
------------------------------------------------------------------ - - - - --
Approve "Agreement Concerning the Use of Congress Springs Park ",
as prepared by the City Attorney, and authorize Mayor to execute.
The City of Saratoga and Saratoga Little League Baseball, Inc.
desire to execute this Agreement to establish their respective
rights and obligations concerning the use and maintenance of
Congress Springs Park.
The Agreement provides that the City shall:
1. Prepare turf and field at the beginning of each season, mow
and water the grass, maintain the sprinkler system.
2. Provide utility service for snack shack.
3. Remove trash from trash containers.
4. Maintain restrooms and building exterior.
5. Maintain locks in the snack shack doors.
6. Installation and removal of outfield fences and homeplate.
It provides Little League:
1. Maintain and repair equipment within the snack shack and
provide general custodial care of the snack shack interior,
general cleanup of the restrooms and storage room.
2. Mark fields for play.
3. Clean up litter and debris after each game and practice.
4. Maintain infield and storage building.
Eiggal_lmp=
Little League will provide $1,500 per year income to the City and
will provide an additional $5000 per year for 3 years ($15,000)
towards the construction cost of the snack shack at Congress
Springs Park.
Attaghwatz
Agreement Concerning Use of Congress Springs Park
Ngti 2n_A_y=g
Staff recomaiendation 5 -0.
AGREEMENT CONCERNING USE - -
OF CONGRESS SPRINGS PARK
THIS AGREEMENT, dated / — D by and between "
THE CITY OF SARATOGA, a municipal corporation ( "City "), and SARATOGA LITTLE
LEAGUE BASEBALL, INC. ( "Little League "), is made with reference to the following
facts:
A. City is the owner of a public park located on Glen Brae Drive known
as Congress Springs Park ( "the Park "), in which City has recently constructed new
facilities, including ballfields, a snack shack and parking areas.
B. Little League has regularly utilized the Park for the conduct of
games and practices during its season and desires to continue such use.
C. Little League has constructed a building at the northwest corner of
the Park which is used by Little League for storage purposes ( "the Storage Building ").
D. Little League has agreed to share in the cost of constructing the
snack shack by making payments to City as specified in this Agreement. In addition,
Little League and American Youth Soccer Organization - Region 27 ( "AYSO ") jointly
own certain equipment installed within the snack shack, as described in Exhibit "A"
8ttnehed hereto and made a part hereof.
E. City and Little Lear
rue ue desire to execute this Agreement to establish
their respective rights and obligations concerning the use and maintenance of the
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
I. Times of use. Little League shall inform City as to the approximate
starting and ending dates of its baseball season. Such notice shall be furnished to
City at least thirty (30) days prior to the commencement of the season. Little League
shall be entitled to the exclusive use of the ballfields and snack shack seven days per
week during the conduct of its games and practices. At all other times, the snack
shack shall be closed but the ballfields shall remain open for use by the general public
and organized activities as authorized by City.
2. Responsibilities of City. City shall be responsible for the following:
(a) Preparation of the turf and field at the beginning of each
season and general maintenance thereafter, including cutting
and watering of grass and maintenance of sprinklers. Little
League shall make arrangements with City for a preseason
inspection of the ballfields, at which time Little League shall
advise City of any objections to the condition thereof.
(b) Providing utility services for the snack shack
,N-,
-1-
(c) Removal of trash from the trash containers in the Park.
(d) Maintenance of..the restrooms within the snack shack and. the
exterior of the building.
(e) Maintenance and changing of locks in the snack shack doors. .
(f) Installation and removal of outfield fences and home plate.
3. Responsibilities of Little League. Little League shall be responsible
for the following:
(a) Maintenance and repair of the equipment within the snack
shack owned by Little League and AYSO, together with general
custodial care of the snack shack interior and general clean -up
of the restrooms and storage room within the snack shack
building.
(b) Field markings.
(c) Clean up of litter and debris after each game or practice and
deposit of all garbage in the trash containers.
(d) Maintenance of the in -field and the Storage Building.
4. Rental charge. In consideration for the additional maintenance and
other services provided by City, as hereinabove described, and for the exclusive use of
the Park, Little League shall pay a rental charge to City in the amount of $1,500.00
for each season during the term of this Agreement. Such rental charge shall be due
and payable on May 1st.
5. Snack shack contribution. In addition to the rental charge specified
in Paragraph 4 of this Agreement, Little League shall contribute the sum of $15,000
toward the cost of constructing the snack shack, payable to City in three consecutive
annual installments of $5,000, each such installment to be made concurrent with the
payment of the annual rental charge, commencing as of May 1, 1987.
6. Indemnification of City. Little League agrees to indemnify and hold
City, its officers, officials, employees, volunteers, boards and commissions free and
harmless from and against any and all claims, demands, causes of action, damages,
liabilities, costs or expenses (including the expense of attorney's fees for defending any
action brought against City or any of its officers, officials, employees, volunteers,
boards or commissions), arising out of or in any manner relating to the use and
maintenance of the Park by Little League.
7. Insurance. During the term of this Agreement, Little League shall
maintain in full force and effect broad form comprehensive liability insurance
providing occurrence coverage of not less than $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage. Little League shall
furnish to City an endorsement to its policy in the form of ,Exhibit "B" attached
hereto.
T?-v. 6/ 15/87 -2-
.1%
8. Term of Agreement. This Agreement shall become effective upon
execution by the parties and shall terminate on
Little League may cancel this Agreement by giving written notice to City not less
than sixty (60) days prior to the commencement of its season; provided, however, no
such cancellation shall relieve Little League from any outstanding obligation for= ..
payment of the snack shack contribution required under Paragraph 5 hereof. City may
cancel this Agreement by giving written notice to Little League not less than one
hundred twenty (120) days prior to the date on which the annual rental charge specified
in Paragraph 4 would otherwise be due and payable. In the event this Agreement is
cancelled by City before all of the snack shack contributions have been paid, Little
League shall be relieved from the obligation to pay any balance of such contribution..
9. Successors and assigns. This Agreement shall inure to the benefit of
and shall be binding upon the successors of the parties hereto by merger, consolidation,
incorporation of an existing unincorporated association or the formation of additional
branches, divisions or regions, but otherwise this Agreement is neither transferable nor
assignable.
10. Cancellation of prior agreement. This Agreement supersedes
and cancels the prior agreement executed between City, Little League and other
parties dated April 2, 1980, and the same is hereby declared to be of no further force
or effect.
IN WITNESS WHEREOF, the parties have executed this Agreement the day
and year first above written.
I-.. !'ilr /Q..
THE CITY OF SARATOGA, a
municipal corporation
By
Mayor
Attest:
City Clerk
SARATOGA LITTLE LEAGUE
BASEBALL, C.
By
-3-
EXIUBIT 'B"
GENERAL LIABILITY ENDORSEMENT
CITY OF SARATOGA ( "the City ")
1.3777 Fruitvale Avenue
Saratoga, CA 95070
ATTN: City Attorney
A. POLICY INFORMATION
1. Insurance Company ; Policy Number
2. Policy Terris (From) (To) ; Effective Date:
3. Named Insured
4. Address. of Named Insured
5. Limit of Liability Any One Occurrence /Aggregate $ - -
6. Deductible or Self- Insured Rentention (Nil unless otherwise specified): $
7. Coverage is equivalent to:
Comprehensive General Liability form GL0002 (Ed 1/73)
Commercial General Liability "occurrence" form CG00001
Commercial General Liability "claims- made" form CG0002
8. Bodily Injury and Property Damage Coverage is:
"claims- made"
"occurrence"
If claims -made, the retroactive date is
Note: The City's standard insurance requirements specify "occurrence coverage." "Claims -made"
coverage requires special approval
B. POLICY AMENDMENTS
This endorsement is issued in. consideration of the policy premium. Notwithstanding any
inconsistent statement in the policy to which this endorsement is attached or any other
endorsement attached thereto, it is agreed as follows:
1. INSURED. The City, its elected or appointed officers, officials, employees, volunteers,
boards and commissions are included as insureds with regard to damages and defense of
claims arising from activities performed by or on behalf of the 'Named Insured, or
premises owned, leased or used by the Named Insured.
-l-
2. CONTRIBUTION NOT REQUIRED. The insurance afforded by this policy shall be
primary insurance as respects the City; its elected or appointed officers, official -
employees, volunteers, boards and commissions; or stand -in an unbroken chain
coverage excess of the Named Insured's primary coverage. In either event, - any other
insurance maintained by the City, its elected or appointed officers, officials,
employees, volunteers, boards or commissions shall be in excess of this insurance and
shall not contribute to it.
3. SCOPE OF COVERAGE. This policy, if primary, affords coverage at least as broad as:
(1) Insurance Services Office form number GL 0002 (Ed. 1/73), Comprehensive
General Liability Insurance Services Office form number GL 0404 Broad Form
Comprehensive General Liability endorsement; or
(2) Insurance Services Office Commercial General Liability Coverage, 'occurrence"
form CG 0001 or "claims- made" form CG 0002; or
(3) If excess, affords coverage which is at least as broad as the primary insurance
forms referenced in the preceding sections (1) and (2).
4. SEVERABILITY OF INTEREST. The insurance afforded by this policy applies
separately to each insured who is seeking coverage or.against whom a claim is made or --
a suit is brought, except with respect to the Company's limit of liability.
5. PROVISIONS REGARDING THE INSURED'S DUTIES AFTER ACCIDENT OR LOSS.
Any failure to comply with reporting provisions of the policy shall not affect coverage
provided to the City, its elected or appointed officers, officials, employees,
volunteers, boards or commissions.
6. CANCELLATION NOTICE. The insurance afforded by this policy shall not be
suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30)
days' prior, written notice by certified mail return receipt requested has been given to
the City. Such notice shall be addressed as shown in the heading of this endorsement.
C. INCIDENT AND CLAIM REPORTING PROCEDURE
Incidents and claims are to be reported to the insurer at:
ATTN:
Title Department)
Company
Street Address
City State Zip Code)
Telephone Number),
-2-
D. SIGNATURE OF INSURER OR AUTHORIZED REPRESENTATIVE OF THE INSURER.
I, (print /type name), warrant that I have authority to bind
the below listed insurance company and by my signature hereon do so bind this company.
SIGNATURE OF AUTHORIZED REPRESENTATIVE
(original signature required on endorsement
furnished to the City)
ORGANIZATION: TITLE:
ADDRESS: TELEPHONE: ( )
-3-
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY N0. 7,?
MEETING DATE: 1/20/88
ORIGINATING DEPT: ENGINEERING
AGENDA ITEM
CITY MGR. APPROVAL lXe F I
SUBJECT: Architectural Services for Senior Center Addition
Recommended Motion:
Approve agreement for architectural services with Warren Heid and Associates
and authorize Mayor to execute on behalf of City.
Repoft Summary:
It is late to be executing a contract for architectural services for this
facility. However, no such contract has been completed and for clarification of
payment for these services it should be formalized.
The agreement defines the services to be provided and that the compensation
for them will be $10,000.00
Fiscal Impacts:
$10,000.00
Attachments:
Agreement.
Motion and Vote:
Staff recorm-L-zdation 5 -0.
9 w
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. / 2�(f67
MEETING DATE: 1/20/88
ORIGINATING DEPT: _FNCTNFFRTNC,
SUBJECT: COMMUNITY CENTER ALARM SYSTEM
Recommended Motion:
AGENDA ITEM q_L)
CITY MGR. APPROVAL ,
1. Approve appropriation request.
2. Accept work and authorize the City Clerk to file the Notice of Completion
of the contract with Crime Alert Alarm Company for the Community Center
Alarm System.
3. Approve final progress payment.
Repoft Summary:
All work has been completed on this alarm system for the Community Center. Work
can be accepted and payment approved. One minor change -- increase the contract amount
from $16,600 to $16,750.
Fiscal Impacts:
$16,750 previously approved.
Attachments:
- Progress Payment form.
- Notice of Completion.
- Appropriation Request. '(actually, this is a copy of the purchase order)
Motion and Vote:
Staff. recomn--ndation 5 -0.
PROJECT.:' COMMUNITY CENTER ALARM SYSTEM
DATE: 1/11/88 EST. NO. 1
FROM: TO:
PROGRESS PAY ESTIMATE
CITY OF SARATOGA
13777 FRUITVALE AVE.
SARATOGA, CALIF. 95070
Sheet-1 of 1
CONTRACTOR: CRTMF AT.F.RT ALARpi CO.
ADDRESS: 690 Lenfest Road
San Jose. Ca. 95133
C y. Engineer
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WRK. DONE
THIS EST'.
'TOTAL
WRK.DONE
UNIT
:' PRICE
TOTAL
DUE
%WORK
DONE-
BID ITEM
QUANTITY
UNIT
PRICE
TOTAL
WRK.DONE
PREVIOUS
EST.
Install Alarm System
L.S.
16,.600
16,600
- --
100%
100%
16,600
16 600
.0.
ill Additional Heat Sensor
1
150
1
150
150
i
i
RECORD OF PREVIOUS PAYMENTS TOTAL DUE $ 16,750
LESS 10 %-RETENTION 1,675
TOTAL PAYMENT 15.075
Made By: LESS PREVIOUS PAYMENTS -0-
Checked By: PAYMENT DUE THIS EST. S 1S.n75
TOTAL Approvet bg
C y. Engineer
!T
i
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Y
RECORDING REQUESTED BY -
AND WHEN RECORDED•MAIL TO
I.,
Nam.
St, a
y
Add....
S. 8 L
i.i.
SPACE ABOVE THIS LINE FOR RECORDER'S USE
NAtirr of Tonwirtion
Nutirr is hereby given that .........i ............ . the undersigned, .....HarrY..Peac9!*............
...:..::...........................:::........................................................................................... ...............................
.............................. /the agent ofl * the owner....... of th............. certain lot............ piece..............., or.
parcel ............. of land situated in the ...............:.U. tY... 9. f...S. 4xdfi0. giA .................................... County of
............ Santa..0 laxa ............ ............................... State of California, and described as follows, to -wiic
SARATOGA COMMUNITY CENTER
I�
That CITY-OF SARATOGA
...............................:.................. ........................................................................... ..............
.. ............................. ................................................. . as owner....:. of said.land, did, on the ..................
day of ....................... MQU.S.T: ................... 1 19 .. $7........... , enter into a contract with .........................
........................................ .................................................................................................................. for
......................CJ�I ..4 ERT:..AL ARM.. QRMP. tm..................,..................................... ...............................
................ . ...................... ..................................................... ....................................................................
upon the land above described; which contract was filed in the office of the county recorder of the
....:..... ..... ............ .............. county of.................................. ..............:................ , State of California„ on
tile.................. ............................... day of ................. ............................... , 19 ..............
That on the ........ Ist ..... ............................... day of— ....... Jamlax.y ........................ . 19-88 .....
the said contract or wort: of improvement, as.a whole, was actually completed by the said ...................
................. ...........:......:::.....GRIME . ALERT :.ALARM ..SYSTEM ..................................... ............................... ;
That the name ....... and.address...... of all the owner...... of said property are as follows:.
CITY OF SARATOGA
13777 Fruitvale Avenue
Saratoga, Ca. 95070
and the nature of ........ ............................... title to said property is ........................ ................ ................
....................... : ............. :..........................................................................................................................
................................................. ...............................
CitY...P..f•..5,1KA P..99 ... Owner ............
STATE OF CALIFORNIA
-ss. By ........:.....: ......................I........
County of Agent
............................:........ .......Harry..R....Peacock.....
beingduly sworn ............................................::............:........ ............................... .........................:says:
I art .......... Ithe agent of]* the owner:..... of the property described in file forquing notice. I have
read the foregoing notice and know the contents thereof, and the same IS true of my own knowledge.
Subscribed and sworn to before me this
................... day of ........ :............. 19.:..... ................................................. ...............................
........................................ ...............................
Delete words in brackets if owner signs. '
PURCHASE ORDER CLAIM NO.
. ` I'1
\ CITY OF SARATOGA
PURCHASE 4.416
13777 FRUITVALE AVE. PHONE 867 -3438 ORDER N0.
SARATOGA, CALIFORNIA 95070
We will not assume responsibility for marterial shipped not
covered by this order or not. shipped according to instructions.
DATE 01 -11 -88
TO F- DELIVERY TO CITY OF SARATOGA
CRIME ALERT ALARM COMPANY 13777 FRUITVALE AVE.
690 Lenfest Road SARATOGA, CALIFORNIA 95070
San Jose, CA. 95133
L J
DEPARTMENT NAME
ORGANIZATION
ACCOUNT NO.
PROJECT
ENGINEERING
Q� �
a
� ��
QUANTITY
ARTICLES AND DESCRIPTION
UNIT PRICE
AMOUNT
EMERGENCY ALARM SYSTEM
COMMUNITY CENTER
- Installation of system at Center
$16,600.00
- Change Order.-.Addition of Heat Sensor
150.00
TOTAL
$16,750.00
RDE D Y
THIS ORDER NOT VALID UNLESS APPROVED BY CITY CLERK
6EI '" TIFY THAT THERE IS SUFFICIENT UNENCUMBERED BALANCE N T E BOVE ACCOUNT TO COVER 'THE AMOUNT OF THIS
DE., ND THAT FUNDS HAVE BEEN SET ASIDE. FOR THE P E T OF
TITLE FINANCE DIRECTOR
INSTRUCTIONS TO VENDORS
1. SEND TWO COPIES OF INVOICE: 2. ACKNOWLEDGE THIS ORDER PROMPTLY. ADVISING WHEN
SHIPMENT WILL BE MADE OR WORK PERFORMED.
3. SHOW PURCHASE ORDER NUMBER ON ALL INVOICES, PACKAGES,
DELIVERY SLIPS AND ALL CORRESPONDENCE. RELATIVE TO THIS,ORDER.
VENDOR'S COPY
J
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. I �ci AGENDA ITEM
MEETING DATE: January 20, 1988 CITY MGR. APPROVAL
ORIGINATING DEPT: City Manager
SUBJECT• Allocations for FY 1988/89 Housing and Community
Development Act Funds
RECOMMENDED MOTION:
1. Conduct Public Hearing
2. Make allocations for approximately $150,000 for FY 88/89 HCDA
funds as determined.
REPORT SUMMARY:
The City Council is requested to conduct a Public Hearing to
receive comments and recommendations on projects proposed for
1988/89 Housing and Community Development Act (HCDA) activity.
Council is further requested to make a determination regarding
the allocation of federal HCDA monies anticipated to be
approximately $150,000. Availability of Block Grant funds has
been publicized and proposals solicited from the community,
previous recipients, and City staff. Following determination of
the allocation of 88/89 funds by Council, proposals will be
submitted to the County for final approval by the Board of
Supervisors. Ten proposals totalling $107,750, all in the public
service category, were received.
FISCAL IMPACTS:
The City will receive an HCDA allocation of approximately
$150,000 for project costs plus $15,000 to cover administrative
costs for 1988/89.
ATTACHMENTS:
1. Report to Council from Administrative Assistant
2. Project Proposals
MOTION AND VOTE:
Staff reconuendation 5 -0.
REPORT TO MAYOR AND
CITY COUNCIL
DATE: 1/15/88
COUNCIL MEETING: 1/20/88
SUBJECT: Allocations for FY 1988/89 Housing and Community
Development Act Funds
PUBLIC NOTICE:
1. Legal Notice of Public Hearing, Saratoga News, January b,
1988.
2. 24 col.in. display ad inviting proposals, Saratoga News,
December 9, 1987.
3. Letters announcing schedule and inviting proposals sent to
interested parties, Commission chairs, and City staff,
November, 1987.
RECOMMENDED MOTION:
1. Conduct Public Hearing
2. Make allocations for approximately $150,000 for FY 88/89 HCDA
funds as determined.
BACKGROUND:
The City of Saratoga, six other "nonentitlement" cities
(population under 50,000) within Santa Clara County, and the
County itself receive federal Housing and Community Development
Act (HCDA) Community Development Block Grant (CDBG) funds, which
are administered by the Department of Housing and Urban
Development (HUD), for eligible projects and activities. By
regulation, nonentitlement cities receive funds through a
Cooperation Agreement with the Urban County of Santa Clara (the
locally responsible grant recipient). Therefore, expenditure of
these funds is restricted not only by federal regulations but any
additional guidelines imposed by the County as well.
1
Allocations for FY 1988/89 Housing and Page 2
Community Development Act Funds 1/20/88
The total annual HCDA allocation to the County for 1988/89 is
expected to be approximately $2,000,000. Of the total grant,
twenty percent will be used for administrative costs, of which
the City of Saratoga will receive $15,000, which is in addition
to the project allocation. Forty percent of the remainder will
go to the Countywide competitive pool where funds are prioritized
for projects /activities that contribute to increasing the supply
of affordable housing in the County. The other sixty percent of
the total grant will go in equal shares to the seven
nonentitlement cities and the County for direct allocation for
any HCDA eligible activity. Saratoga's share is expected to be
approximately $150,000, plus or minus $10,000.
In general, to be eligible for CDBG funds, proposals must
primarily benefit those of low or moderate income (i.e., family
of 4 - $30,400 maximum annual income).
PROPOSALS:
All proposals which have been received fall into the public
service category of eligible activities. They are as follows:
Agency
Live Oak Adult Day Care
Transit Assist
Long Term Care Ombudsman
SASCC operations
SASCC day care
Food Bank
Project Match
1988/89 Requests
Emergency Housing Consortium
Los Gatos Senior Council
Operation Sentinel
Total
$ 6,000
24,000
7,900
35,000
20,000
2,000
1,850
2,500
7,500
1,000
$107,750
1987/88 Allocations
$ 3,000
4,000
2,000
31,000
10,000
$50,000
Allocations for FY 1988/89 Housing and Page 3
Community Development Act Funds 1/20/88
RECOMMENDATION:
Staff is recommending that the approximately $150,000 of 1988/89
CDBG funds be allocated as follows:
1. Public Services
$50,000
A maximum of 15% of the total County grant may be used for
public service activities, and the nonentitlement cities are
directed to stay within this guideline (15% of $150,000 is
$22,500). Because some of the other cities do not allocate
any funds to public services, Saratoga has been able to
allocate a greater proportion of its grant money for public
services and stay within the ceiling for the total grant.
Staff recommends that total public services allocations not
exceed $50,000.
2. 87/88 Project Contingency $17,000
Last year funds were allocated to a number of activities
which will remove architectural barriers to the handicapped.
These were grouped into three programs -- $28,200 for
government buildings access, $14,500 for E1 Quito Park
access, and $42,500 for Wildwood Park access- -and have been
tentatively scheduled to be undertaken this spring. Staff
recommends that a total of an additional $17,000 from 88/89
funds be allocated to these projects as a contingency against
increased costs. If the funds are not needed, they can be
re- programmed to another activity at a later date.
3. Housing Rehabilitation
$83,000
The City's Housing Rehabilitation program (SHARP) is designed
to provide no- and low - interest loans to qualifying residents
who need and want to make repairs or improvements to their
homes but may be restricted in their ability to secure
conventional loan financing. The City's goal is to provide
loans for eight projects per year. Staff recommends
allocating approximately $83,000, or the remaining amount of
grant, of 88/89 funds to housing rehabilitation.
Carolyn K g
Administrative Assi tant
jm
_If
City of Saratoga
Community Development Block Grant Program
FOURTEENTH PROGRAM YEAR
FY 198'8 -1989
PROJECT PROPOSAL'COVER PAGE
APPLICANT ORGANIZATION
NAME LIVE OAK ADULT DAY SERVICES
ADDRESS 19 High School Court
Los Gatos, California 95030
NAME/TITLE OF PROPONENT Leta Friedlander, Executive Director
SIGNATURE��
TELEPHONE NUMBER (408)354 -4782•
PROJECT NAME LIVE OAK ADULT DAY SERVICES
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $6,000
PROJECT ABSTRACT (Limit statement to space provided.)
LIVE OAK ADULT DAY SERVICES provides a specialized recreation
program designed for frail elderly residents of the Saratoga /Los Gatos
area, and adiacent communities. The targeted clientele is unable, due
to the various disabilities of advanced age, to live independently, and
are, therefore, excluded from participation in other programs for senior
This agency provides the opportunity for involvement. in an enriching,
and stimulating program for the frail participant, and respite for
his /her caregiver.
M
<•I
its
its w„ a7:i4���k•'� 5erkes
w, # Oak
i; ,,fir
A�A/D O.
January 5, 1988
Carolyn King
Members of City Council
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Carolyn and Members of the City Council:'
JAN.' 6 1988,
Enclosed please find our proposal for CDBG funds for 1988 -89..
I realize that now that the Saratoga Day Care Center is a reality you may
feel some hesitation to continue support for LIVE OAK. In response to this
possibility, I'd like to just share with you how involved LIVE OAK has been,
and will continue to be, in the planning and development of C.A.R.E. For the
past two years we have been actively consulting with Olga McFarland and various
board members from the Senior Coordinating Council as the concept and policies
were developed for C.A.R.E. Many of the materials and guidelines for C.A.R.E.
are a direct result of our input, according to Olga.
In addition, the recently hired Activity Director, Karen Lorenz, did her internship
at LIVE OAK, and was selected for the position on our recommendation. we have
met with Rita Pennington to establish some areas where the two programs may
work together to continue to meet the needs of the frail elderly in this
entire community, regardless of city borders. Staff trainings, referrals, and
assessments are the first areas.of cooperation, with shared programming a
possibility as soon as C.A.R.E. develops a clientele.
We will continue to accommodate Saratoga residents who require more care
than will be available at C.A.R.E., at least for the foreseeable future;
and we will continue to be available every weekday while Saratoga program is
developing.
19 High School Court • Los Gatos, California 95030 • (408) 354 -4782
1
Carolyn King and
Members of City Council
January 5, 1988
Page 2
I am very impressed and proud of the effort Saratoga has made to achieve
an adult day care program for the frail seniors in our area. The team
you have chosen to coordinate the program is outstanding and we at LIVE
OAK look forward to working with them with great pleasure.
We have very much appreciated the support the City has channeled to LIVE
OAK ADULT DAY SERVICES in the past, and we ask that you continue to
acknowledge this program as an asset to the Saratoga community and that
you include us for funding in.the coming year.
With warmest wishes,
Leta Friedlander
Executive Director
Enclosure
LF /dr
PROPOSAL FOR FUNDING
• CITY OF SARATOGA
January, 1988
AGENCY DESCRIPTION
LIVE OAK ADULT DAY SERVICES is a nonprofit, human services agency which
provides a social day care program for frail elderly clients who, due to
their disabilities, i.e. Parkinson's Disease, Alzheimer's Disease, Stroke, etc.,
are unable to live independently, nor able to participate in other community -
programs for seniors.
Located at 19 High School Court, Los Gatos, California, in the First United
Methodist Church, this program operates five days a week from 9:30 a.m. to
3:30 p.m., in rooms modified to accomodate this very specialized clientele
and their program. (Handicap access, wheel chair space, handicap restrooms)
Programming offers adaptive physical exercise every day, reality orienting
discussions, music therapy, craft lessons, painting lessons, slide presentations,
games, holiday celebrations, music performances, sing -a -long sessions, travel
presentations, etc. A hot lunch is served each program day, snacks and beverages
are available throughout the day. Specialized programming is now being offered one
day each week for clients with Parkinson's Disease, which includes counseling and
speech therapy. Long range plans for the agency include more specific-programs
for victims of Stroke.
Classes for our clients are provided through West Valley College Community
Development Department. Health Screening is done by nurses from The•Health
Place in Los Gatos, and student nurses from San Jose State University use'this
program as an intern site. Professionally facilitated support•groups.for the
clients are held twice each week.
In addition to the recreational and socialization opportunities provided for the
participants, this program allows an equal number of hours of respite to their
caregivers. An ongoing support group meets two times monthly for caregivers,
led by a therapist from Santa Clara University. Consultation and referrals to
other community services is provided to all participating families and to
community members, by the staff on an ongoing basis.
STAFF ORGANIZATIONAL STRUCTURE
Two Executive Directors share the responsibility of managing this program.
The PROGRAM DIRECTOR plans and coordinates activities appropriate for frail elderly
clients, hires program staff, does intake home visits for the purpose of assessing
the ability of the prospective client to participate in this program, maintains
ongoing progress records, coordinates transportation, supervises program volunteers.
The ADMINISTRATIVE DIRECTOR is responsible for funding, - budget management, public
relations, all aspects of administration. Both directors interact with a fifteen
member Board of Directors, to carry out the goals of the agency and provide a
valuable program to the community which enhances the quality of life of those who
participate. Organizational Chart enclosed- Exhibit A
Also on staff are eight PROGRAM SPECIALISTS who work part -time schedules keeping the
client to staff ratio at one to seven. A three - quarter time SECRETARY does light
bookkeeping and reception duties, as well as all secretarial tasks. VOLUNTEERS
donate a minimum of twenty four hours weekly both in professional /advisory capacities
(i.e. accounting) and direct client interaction (i.e. serving meals, music
presentations, one -on -one conversation, assistance with crafts, etc.).
t PROPOSAL FOR FUNDING
CITY OF SARATOGA
January, 1988
PROJECT PURPOSE AND OBJECTIVE
The concept of adult day care is now widely recognized as a necessary component
in the continuum of human services needed in each community. As the population
ages, an ever increasing number of families are caring for elderly parents, and
often handicapped spouses, in the home setting. Adult day care provides pro-
gramming for the frail senior that is both stimulating and health promoting.
Socialization opportunities exist within the day care program that would
otherwise be denied the frail person.. Additionally, these programs allow
caregivers the much needed respite from the stress- filled task of caring
C
or their aged loved one. They are thus allowed the opportunity to recapture
their energies and able to continue.
The CITY OF SARATOGA is to be congratulated for recognizing the need for this
kind of program. we at LIVE OAK have been privileged to give guidance and moral
support over the past two years to those planning the C.A.R.E. Center. I am
confident that your program will be a real asset to the Saratoga Community and
we look forward to continued cooperation with your Staff and their Board to share
trainings, client assessments, policies, etc. we are especially delighted that
one of our volunteers, who also interned at LIVE OAK, will be the new Activities
Director at C.A.R..E., and that many of our policies are being utilized.
The social ramifications implicit in these programs.are fax reaching. More
families remain in tact. Fewer elderly are placed in nursing and convalescent
care facilities. Medical costs are reduced. The entire economy benefits,
along with the individual and communities involved.
LIVE OAK :ADULT DAY SERVICES' goal is to provide a quality and life enriching
program for the frail elderly, and to be available to families within the
Saratoga /Los Gatos area, as well as the greater geographic area. Presently
one of only three adult social day care,programs in the County'operating every
weekday, LIVE OAK ADULT DIY SERVICES enrolls clients from San Jose, Campbell, Santa
Clara, and the immediate Saratoga /Los Gatos community. LIVE OAK expects to continue
to accomodate clients from'Saratoga who are already part of this program., those
who need the program more days each week than will be available at C.A.R.E., and
those w-ho suffer from conditions that C.A.R.E. will not be accepting for. some
time (i.e. victims of Alzheimers Disease). Priority for enrollment is extended
to the residents of those communities which support the agency.-
PROJECT BENEFICIARIES
No new surveys are presently available, however, the 1980 Census indicates close
to 4,000 adults over age sixty living in Saratoga, of these 655 listed'as
handicapped. A study of Saratoga housing done in 1975, showed 23% of the
population to be low or moderate income level, Of the total over sixty pop-
ulation in the City of Saratoga, 7% were found to be frail and unable to live
independently according to a 1981 study done by the American. Academy of Family
Physicians. Since these studies were made, the aged population has increased
nationwide, as has the number of recipients of SSI (aid to aged, blind, and
disabled), and Social Security benefits.. Saratoga is surely affected by these
trends.
PROPOSAL FOR FUNDING
CITY OF SARATOGA
January, 1988
Enclosed please see -a recent breakdown of our clients' city of residence,
income l'evels,•disabilities, etc.. The residence survey indicates a portion
of our participants from Saratoga far surpassing percentage -wise, the amount
of financial support this agency is requesting.
Because of the proximity of LIVE OAK ADULT DAY SERVICES to the City of Saratoga,
it is anticipated that Saratoga residents will enroll in this program at least
until the C.A.R.E. program is operating every weekday and offers the variety of
programming LIVE OAK currently offers.
PROJECT MANAGEMENT
Please refer to ORGANIZATIONAL STRUCTURE CHART.
JOB DESCRIPTIONS enclosed - Exhibit B
PROJECTED BUDGET enclosed - Exhibit C
Outreach by LIVE OAK ADULT DAY SERVICES is conducted on an ongoing basis so that
the community may be aware of the program. Referrals are received daily from local
physicians, social workers, and community members.
Participation of low and moderate income clients is 90- 95 %'at any given time.
No one is denied access to the program due to inability to pay fees, and a sliding
scale from $5.00 to $24.00 is used to determine the cost per individual.
Sliding Scale Enclosed - Exhibit G
Plans adopted by this Agency in December, 1987, provide for expansion of the
day care program to accomodate twice the present number of participants within
three years. Realization of this goal will involve a search•for an additional
location and a secure funding base. LIVE OAK expects to remain available to
residents of the Saratoga /Los Gatos area with a continually stimulating and
diverse program maintained by qualified professionals who are dedicated to
enhancing the quality of life for the frail elderly.
SAA-1 A
L Os' GATOS
June, July, August, 1987
SAIRA. TO GA
T
..)E-i GA
SAA-1 A
L Os' GATOS
June, July, August, 1987
SAIRA. TO GA
roup'Pti1•:NTII PROC1tAM YL'AR
1980/89 —
EXHIBIT C
Agency Name I,1VE OAK ADULT
DAY SE•'RVICL•'S
I'rojcct Adult Social bey Carc
DATE January 1788
LINE. ITEM
--
�c0
TT
1987 1
JUL AUG
SEP
OCT
NOV
DEC
19
JAN
MAR
APR
MAY
Jul?
TOTAL
SALARIES
Personnel
I
$ 97,940
Benefits
2 648
OFFICE EXPENSE
Rent
4,020
Telephone
•
-
856
Postage
1.,100
Printing & Advertising
900
Supplies
10,336
Travel
_
650
i Payroll Taxes
9,794
Equipment
3.,498
Dues and Subscriptions
535
OTHER EXPENSES
Accounting Services
500
Contract Services
7,410
Insurance
•
4,510
Conferences F Professio
Mlscealaneous * Growth
al
1.,300 s
8,524
TOTAL
"hi i. :;c - UuvernnwnL
I °ees, I'unal
1)evu1op1n(nt,
154,01
A:::*'INt.lncL!
to Iaulividun
Ls,
Meu)Iaershil)
bu(!::,, 0e1017,
II11))rl1VCII1e
I1t S, MainLenance, (Eiluil).
a1111 P10Ors.)
R
)
t�
18974 Monte Vista Drive
Saratoga, CA 95070
January 8, 1988
The Honorable Donald kete.rson
City of Saratoga
13777 Fruitva le Avenue
Saratoga, CA 95070
Dear Mayor Feterson,-._
Again this year, my wife and I write to support the application
of Live Oak Adult Day Services for grant funding from the City of
Saratoga.
My father, George H. Emerson, has continuously resided in
Saratoga since 1959. He has been a stroke victim for eleven years.
My wife and I care for him. He has been a client of Live Oak
since 1986.
We continue to be most pleased with the program and people of
Live Oak. In our letter of last January I 'listed specifics of the
program which pleased us. All of these are still a source of
pleasure for us.
Now that Saratoga has its own day ca-,e program, we are concerned
that Saratoga's support to Live Oak may shrink. We urge that full
funding be granted since the Saratoga program really does us no good
at this time. It operates only two days a week - -my father attends
Live Oak five days a week. Saratoga's program provides no trans-
portation to and from the center- -Live Oak coordinates with Transit
Assist to provide rides. Also, my father is established and com-
fortable at Live Oak to the extent that we would be quite reluctant
to move him even if Saratoga's program were completely comparable.
We urge the council to act favorably on the full amount of Live
Oak's grant application. They continue to provide a fine service
for this Saratoga family.
cc: Live Oak Adult Day Services
Yours s inc-ere ly,
K� ,d4
R. Clark Emerson
(The Reverend)
RAY L. BYRNE
13904 TRINITY AVE.
SARATOGA, CALIFORNIA 95070
January 12, 1988
Mayor Donald Peterson
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mayor Peterson:
I understand the Council will shortly be considering a request
for funding from Live Oak Adult Day Services (LOADS), 14 High
School Court, Los Gatos.
As a volunteer and Board member of that organization, I could
write at length concerning the wonderful work it is doing for
frail senior citizens of this area and their caregivers. I
think that is hardly necessary, however, since the City of
Saratoga contributed much appreciated funding to LOADS this
past year and I am sure the Council is aware of its accompr
lishments.
My coneern is that, since Saratoga is now opening a senior
day care center, it may be felt that all funds available for
this purpose should be kept "at home." I hope this will not
be the case, since the LOADS staff will continue to be support-
ive of the Saratoga center with:suggestions and advice as it
has been during the past year or so. Also, some Saratoga res-
idents who are clients of LOADS will likely remain in that
program.
As a Saratoga resident for the past 24 years, I earnestly so-
licit your support for funding for this important program for
fiscal 1988 -89. Thank you very much for your consideration.
Sincerely,
/<e7�
City of Saratoga
Community Development Block Grant Program
FOURTEENTH-PROGRAM YEAR
FY 1988 -1.989
PROJECT PROPOSAL"COVER PAGE
APPLICANT ORGANIZATION
r
NAME Transit Assist Joint Powers Agency
ADDRESS 208 E.-Main Street
Los Gatos, CA 95030
NAME/TITLE OF PROPONENT Lauj2Qh_j;ravZTvan it Assist Mana er
SIGNATURE,'
TELEPHONE NUMBER ( 408 ) 395 -2010
PROJECT NAME TRANSIT ASSIST
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 24,000 .00
PROJECT ABSTRACT (Limit statement to space provided..)
The Transit'Assist program is a public, non - profit, demand - responsive paratransit
service providing transportation -to seniors and handicapped who are transportation
deficient and reside within the sphere of influence of Los Gatos,.Saratoga, and
Monte Sereno.: Eligible clients are provided transportation to Doctor's offices,
medical /rehabilitation facilities,.grocery stores, daycare center, schools, social
events, banks /legal institutions, and bus stops for connection with of er
_transportation services
4
LOS GATOS - MONTESERENO - SARATOGA
January 6, 1988
Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Ms. King:
Enclosed is a completed proposal form in response to your letter dated
November 6, 1987:
We greatly appreciate your consideration of Transit Assist's request for
operating funds.
A grant from the City of Saratoga CDBG program will assure continued trans-
portation service to the senior and handicapped populations in Saratoga,
Monte Sereno, and Los Gatos.
Please contact me at 395 -2010 if we can provide any additional information.
Sincpxjely, }.
ray, raps is
Program and Operations M nager
LGJ:vjg
Enclosure
208 EAST MAIN STREET LOS GATOS, CALIFORNIA 95030
PHONE (408) 395 -2010
T
A.
Description of Applicant Agency
Project Location: Saratoga City Wide, Los Gatos, and Monte Sereno.
Organizational Structure: See Appendix A
The Transit Assist program is a demand- responsive paratransit service which was
established for the purpose of providing transportation to seniors and handi
capped who are transportation deficient and reside within the sphere of influence
of Los Gatos, Monte Sereno, and Saratoga (which includes incorporated, unincor-
porated, and mountain areas). Transportation is provided via the use of Transit
Assist -owned wheelchair- accessible vehicles, volunteer escort drivers (using
their vehicles), and contracted services (e.g. taxi services and Outreach and
Escort). The majority of transportation services provided are for life - sustaining
purposes; medical appointments given the highest priority. Other destinations
include, but are not limited to: grocery stores, banks, legal institutions, day-
care centers, schools, social events, and bus stops for connection with other
transporation services. Our target population consists of residents with the
greatest needs - - -the elderly, the handicapped, the frail, those with low incomes
and those senior and handicapped persons living alone. Transit Assist provides
over 1,000 desperately needed passenger trips per month to our targeted popula-
tion through efficient use of our vehicle pool and coordination with other agencies.
The fare required from a client for transportation is approximately 10% of the
actual cost to the Van Component (these is no charge for Volunteer Component
services.)
Transit Assist is a public, non - profit community service.
Project Purpose and Objective
It is the objective of Transit Assist to provide transportation in FY 1988 -89
at current status quo levels:
Passenger Trips - 14,000 /year`
Wheelchair Units - 1,980 /year
Handicapped Units - 1,100 /year
(Under 60 years)
Shared Ride Units -- 6,600 /year
Target No. elderly persons -8,600 Client Total registered -600
Population: No. handicapped persons -1,500 Population: No. wheelchair bound -275
Primary transportation deficiency exists among the elderly and handicapped popula-
tion within the Transit Assist community - -Los Gatos, Saratoga, and Monte Sereno.
Due to primarily higher than average jurisdictional populations of elderly and
handicapped persons, and the lack of effective private taxi service to the West
Valley areas (of Santa Clara County), the participating jurisdictions identified
a need for expanded transit service to those persons who could not effectively
utilize the existing public transit system for physical or economic reasons. In
addition, Transit Assist has the highest percentage of wheelchair users in the
Santa Clara County, which.makes van wheelchair accessibility vital in this service
area-
C.
Evidence of Community Support
In a recent survey conducted by Information and Referral Services in Santa Clara
County, Transit Assist users rated the Program very high in the following areas:
1. Availability of Service
2. Courtesy of Staff
3. Courtesy of Drivers
4. Cleanliness, Comfort, and Safety of Vehicles
Project Beneficiaries
Total number of persons in service area
Number of low and moderate income
persons in service area
of low and moderate income persons to total number of
persons in service area
Number of elderly.persons
Number of handicapped persons
Data Sources
- -1980 Census
D. Project Management
59,601
15,819
26.5%
8,572
1., 485
Project Management and Administration is described by Appendix A and attached
job 'description.
Monitoring of Program Performance and Evaluation of Program Effectiveness:
The most significant statistic, "transportation units," serves as a tangible
measure of program performance. In addition., the program's governing board, ;
the Transit Assist Joint Powers, Agency Board (TAJPA), has established the Transit'
Assist Advisory Committee (TAAC) to serve in an information gathering capacity
and represent program users, volunteer drivers, and the Los Gatos and Saratoga
Senior Coordinating Councils. The two bodies evalutate the program and inform
staff as to changes necessary to meet the needs of the community.
APPENDIX D PROJECT WORK PLAN
COMMUNITY SERVICES
TRANSIT ASSIST
------------------------------------------
S P E C I A L P R O J E C T S
--------------------------------------------------------
No special projects are anticipated.
-------------------------------------------------------
W O R K L O A D A N D P E R F O R M A N C
E I N D I C
A T O R
S
1985 -86
INDICATORS TARGET ACTUAL
---- 1986- 87--- - - - - --
TARGET ESTIMATE
1987 -88 --
TARGET
1. Number of cross - boundary trips
coordinatedl) 85 80
50
40
30
2. Increase farebox recovery
a. Revenue received 13,000 15,354
15,500
14,300
15,500
3. Increase number of program
volunteers 13 14
16
16
20
4. Number of volunteer drivers
participate in defensive driver N/A N/A
6
6
6
training -
5. Number of passenger trips 11,500 12,786
13,000
13,000
13,000
6. Number of clients registered
with program 750 744
750
763
750
7. Number of Joint Powers Agency 12 12
12
12
12
-meetings staffed
8. Number of special trip events 12 12
12
11
12
organized y
9. Number of Pa.ratransit Coordinating
i
Council meetings attended 12 12
12
12
.
12
10. Trip request denials will not
exceed 1000 per year
a. Number of denials 925 900,
1,000
1,000
11000
11. Number of drivers receiving
CPR /First Aid training 6 6
5
5
6
COMMENTS ON WORKLOAD AND PERFORMANCE INDICATORS
1)Cross boundary trips a-re those that are outside a ten
Neighborhood Center location. The
mile radius
of the
program's
program contracts
limited basis for provision of this transportation.
with Outreach
Requests for longer
and Escort
distance
on a
trips have dropped and are expected to decrease.
C
1
J. .
'f� 1
s i h
l � .
' r .
HCD MONTHLY PROJECT BUDGET
FOURTEENTH PROGRAM YEAR
1988/89
Agency Name Transit Assist Joint Powers Agency
Project Transit Assist
:c
DATE December, 1987
LINE. ITEM
1987
JUL
1
AUG
SEP
OCT
Nov
DEC
1988
JAN
i iEB
MAR
APR
MA
JUN
TOTAL
SALARIES
I
Personnel
8320.58
I
99,847
Benefits
1355.42
16,265
EXPEND I
RES ARE
ANTICIP
TED TO
E THE S
ME FOR
CH MOAT
OFFICE EXPENSE,
Rent
500.00
6,000
Telephone
233,33
2,800
Postage &.Supplies
210.58
2,527
Printing
58.33
700
Train,'ing
20.83
250
Travel (Auto Allowance
20.00
240
Advertising /Publicity
66.66
800
Vol. Driver Mileage
83.33
1,000
Memberships & Mileage
58.33
700
OTHER EXPENSES
Accou tin i0
1 AudgtsY
3,000
Contract Services
476.6
5720
","
Insurance
250.00
3,000
Vehicle Maintenance
666.66
8,000
Gas & Oil
590.00
7.080
TOTAL
13,160.71
157,929
City of Saratoga
Community Development Block Grant Program
FOURTEENTH• -PROGRAM YEAR
FY 1988 -1989'
r-t . , __ -
PROJECT PROPOSAL -COVER PAGE
APPLICANT ORGANIZATION
NAME Catholic Charities of Santa Clara County
ADDRESS 100 N. Winchester Blvd. , Suite 300 Santa Clara CA 95050
NAME/TITLE OF PROPONENT James Purcelli Executive Director
SIGNATURE C
TELEPHONE NUMBER (408) 2.43 -3001
PROJECT NAME Long Term Care Ombudsman Program
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 7,900
PROJECT ABSTRACT (Limit statement to space provided.)
r
- c
The program trains, assigns and supervises volunteers who make weekly visits
to Skilled Nursing Facilities (SNF'S) and regular visits to Residential Care
Facilities for the Elderly (RFE'S) to conduct resident interviews receive
complaints, conduct complaint investigations and resolve problems made by or
on behalf of elder residents. Certified Ombudsman also monitor facilities'
compliance with regulations. They have state and federally- mandated access to .
visit long term care facilities unannounced and to have private conversations with,..''
residents. In situations where a resident's condition prevents him from requesting -
help for him or herself, the Ombudsman opens an investigation on the resident's
behalf. Average resident is an 80 year old female without family and with low or
moderate income.
F—i IRA.
V
Santa Clara County
Carolyn King
Administrative Assistant
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
January 14, 1988
Dear Carolyn:
Enclosed please find the program's application for funding for the FY 1988 -89.
We have been most happy to receive Saratoga's support and look forward
to a continued relationship on behalf of your elderly population in long
term care institutions.
I appreciate being able to submit a letter of intent and trust this
comprehensive application will answer any questions about the program.
If you desire additional information or clarification, please call me
at (408) 249 -3950.
Thank you. s
Cordially,
Donna Donahue
Program Director
2175 The Alameda, San Jose, CA 95126, (408) 249 -.3950
A Program of Catholic Social Service
CITY OF SARATOGA
Community Development Block Grant Program
Fourteenth Program Year
FY 1988 -89
A. DESCRIPTION OF APPLICANT AGENCY
Catholic Charities of Santa Clara County, a non- profit organization,
has been designated,by the Council on Aging to provide the Long Term
Care Ombudsman Program to provide advocacy and representation to the
county's elderly long term care facility residents. Catholic Charities
of Santa Clara County has been providing human service programs in the
county since 1946, becoming the parent agency for the Long Term Care
Ombudsman Program in 1981. See organizational chart attached.
Under the auspices of Catholic Charities., the Ombudsman Program is
currently staffed by seven employees, whose scheduled hours comprise the
equivalent of 5 full -time personnel. The Program has 60 volunteers, 40
are currently active and assigned to facilities, 20 are utilized as needed
for special services, such as Durable Power of Attorney for Health Care
(witnessing) or are on a leave of absence. The Program is situated with-
in the Agency's Aging Services Division. In FY 1987 -88, the Program opened
1,094 cases on behalf of the xesidents in the county.
The Ombudsman Program reports its performance to the Council on Aging, who -
with the California Department of Aging - regularly assesses and evaluates
the Program's ability to provide services. The Ombudsman Program Director
receives training and technical assistance from the California Department
of Aging Office of the Long Term Care Ombudsman. The Department provides
the standards and required curriculum for a,36 -hour core training for each
volunteer. Volunteers are certified by the California Department of Aging.
Each city is asked to provide a percentage of the budget which corresponds .
to the city's percentage of the county's long term care residents.
B. ''PROJECT'PURPOSE`AND'OBJECTIVE
1. Identify specific-needs that project is designed to meet.:
Saratoga long term care residents are 34% low income (Medi -Cal or SSI),
40% moderate and 26% average to high income. (These percentages based
on previous 6 months casework data for Saratoga clients.)
The Long Term Care Ombudsman Program is mandated by Federal and State law
to investigate and resolve complaints made by or on behalf of elderly
residents in long term care facilities, relating to matters which may
affect the health, safety, welfare., and rights of.those residents. Ombuds-
men advocate for residents' rights, and for improved quality of life and
quality of care for long term care residents, during their regular, unan-
nounced, visits to facilities. Ombudsmen in the Santa Clara County Ombuds-
man Program are encouraged to spend a minimum of 2 hours per week in their
assigned facility. There is no maximum number of hours.
Page two
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
Ombudsman volunteers in Santa Clara County undergo a State mandated
training which is convened by the.Program Coordinator. Certified
Ombudsmen have the legal right of access to all long term care facilities
in the county at any time deemed reasonable by the California State
Ombudsman (approximately 7 am to 10 pm); Ombudsmen also have the right
to visit privately with residents, and to review patient records under
specified conditions.. Residents who make a complaint to an Ombudsman
have the right to remain anonymous. An Ombudsman may not, by Federal
law, disclose the identity of a complainant without that person's
express consent.
As of September, 1986, the Ombudsman Program's mandated responsibilities
were expanded to meet two critical needs:
1) Ombudsman Program became primary respondent and investigating
body when alleged abuse has occured in a long term care facility,
and
2) Program was named as recipient of community's elder and dependent
abuse. data and responsible to submit aggregate statistics to
state government for review. It is the program's intent to inter-
vene on the resident's behalf, to assure that care is provided and
that actions are taken to prevent future abuse situations. In
addition, data collected can be'helpful in'identifying,
scope and nature of local abuse problems, types of interventions
and their success and begin to form a composite.of needs, including
cost of abuse and cost to adequately address problem.
In Santa Clara County, the Ombudsman Program is funded by the Older Americans
Act/Title III, through the Council on Aging, Cities, United Way, Catholic
Charities, and is sponsored by Catholic Charities of Santa Clara County.
Of the approximately 9,000 long term care facility. residents of Santa Clara
County, 427 (or 4.6 %) live in Saratoga facilities. .'Santa Clara County has
the fifth largest long term care population in the State, with California
far ahead of all - states in elderly long term care population.
The present staffing consists of the equivalent of 5 full -time employees
as follows:
Program Director
1 Volunteer Coordinator
2 SNF Volunteer Coordinators
2 RFE Volunteer Coordinators
1 Office Coordinator
35 hours = full time
34 hours = full time
20 hours/20 each = full time
15/18 '(33) = full time
35 hours = full time
Of the 40 active volunteers, 3 are assigned to Saratoga nursing homes and
residential care homes. The Ombudsman staff monitors all case /complaint
work, assists in difficult cases,and provides on -going training, super-
vision and support to volunteer Ombudsman.
Page Three
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
When necessary, the Ombudsman calls in other agencies to assist in
resolving problems - including local law enforcement, Senior Adult
Legal Services, Licensing and Certification, Public Guardian, Medi-
Cal /Medi -Care staff and others.
The frail elderly Saratoga citizens living in nursing homes and
residential care homes need someone from the community to monitor
their care, protect their rights and keep the facilities accountable
for the quality of care they are providing.
Page Four
CITY OF SARATOGA
CDBG PROGRAM _
2. Address and location of project.
Listed below are the facilities served.by the Ombudsman Program. Ombudsman
volunteers live in Saratoga or its neighboring communities.
SKILLED NURSING FACILITIES: (SNF'S)
1. Odd Fellows Home of CA Informary
145 Fruitvale Avenue
2. Our Lady of Fatima Villa
20400 Saratoga - Los Gatos Road
3. Saratoga Sub -Acute Hospital
18611 Sousa Lane
RESIDENTIAL FACILITIES FOR THE ELDERLY (RFE'S
1. Odd Fellows Home of California
14500 Fruitvale Avenue
2. Tender Loving Care
12066 Carol Lane
3. Saratoga Place
18611 Sousa Lane
4. License pending on new 6 -bed facility.
# of Residents
68
85
38
199
6
25
6
Page Five
CITY OF SARATOGA
CDBG PROGRAM
B. PROJECT PURPOSE AND OBJECTIVE (continued)
2. Project objectives are detailed as follows:
a) Unduplicated contacts = 213 of Saratoga's 427 elderly in Skilled
Nursing Facilities and Residential Facilities for the Elderly.
This constitutes 50% of the service population. Personal contact
is made to introduce program and to advise residents that the
program's assigned Ombudsman is available to help the resident
with problems or concerns without charge.
Two volunteers are currently assigned to facilities. The third volunteer,
a veteran of 7 years of service to the Ombudsman program and to the Oddfellows
home in Saratoga, has just left the program. Recruitement efforts are on-
going and it is hoped a replacement can be assigned. In the interim staff
are available as needs arise and most residents are aware of our services via
program cards and Crisis Line posters for a 24 -hour response.
The target population will be those Saratoga residents who are frail
elderly and low and moderate income (Medi -Cal and SSI). Names and
addresses of facilities are listed on page 4.
To meet objectives, the program must recruit, train, assign and supervise
volunteer Ombudsman to visit Saratoga residents. The average Ombudsman
stays in the program one or two years; therefore, recruitment and training
are on- going activities.
3. The outcome of the project will be:
a) Open and resolve 3.5 cases in FY 1988 -89.
b) Conductlin- service training on patient rights.
c) Provide 1 community education program or additional literature to
Saratoga service providers.
4. Objectives will be met by assigning volunteers to serve Saratoga residents
and by supporting and assisting those volunteers in their complaint
investigations.
5. There are no other programs which offer this advocacy service. In addition
-the volunteer method is the most cost effective since they provide free
service to a client population i =rom whom we ask no fee. Costs of operation
are for program staff who train and supervice volunteers.
Page Six
CITY OF SARATOGA
CDBG PROGRAM
C. PROJECT BENEFICIARIES
1. Total population are 427 frail elderly residents of seven Saratoga
long term care facilities.
2. Approximately 73% of the 427 residents (311) are the projects
target for low to moderate income clients.
3. The 311 potential clients are scattered among the seven facilities
listed..
4. See facility list on page four.
5. All'100% of clients in skilled nursing facilities (SNF - or nursing
homes) and residential facilities for elderly suffer from at least
one disability, including physical frailness as a result of advanced
age.
6. Data on income and disability comes from the California Department of
Aging, Santa Clara County Council on Aging and information associated
with case investigations.
California continues to have the largest long term care (LTC) population
in the United States, with Santa Clara County having the fifth largest
LTC population in California.
D. PROJECT MANAGEMENT
1. The Program Director is responsible for overall management, inter-
pretation and implementation of laws and regulations which guide long
term care Ombudsman, recruitment and training of volunteers, staff
development, fund development and budget, contracting and liaison with
related agencies.
2. Staff volunteer coordinators supervise and monitor facility coverage.
Staff also make site visits to introduce volunteers, to handle coverage
when volunteer.is unavailable, to respond to elder abuse investigation.
Office staff receive incoming phone complaints and requests for
assistance.
40+ volunteers are actively visiting clients in the county on a regular
basis; where assigned, most volunteers visit weekly.
3. See activity time schedule.
4. See activity time schedule.
Page Seven
CITY OF SARATOGA
CDBG PROGRAM
LONG TERM CARE OMBUDSMAN PROGRAM
EXPENSES 1988 -1989
Salaries
$115,196
Benefits
17,950
Rent
17,800
Telephone
5,300
Printing and postage
1,486
Supplies
3,500
Training /Travel
1,100
Transportation (local)
3,625
Accounting
6,040
Dues and Subscriptions
407
TOTAL $172,404
+ Carolyn King Page Two January 12, 1988
If questions arise, please call..
Thank you for your support and communications.
Cordially,
Donna Donahue
Program Director
Long Term Care Ombudsman Program
Santa Clara County.
DD /hg
City of Saratoga
Community Development Block Grant Program
FOURTEENTH PROGRAM YEAR
FY 1988 -1989
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME SARATOC,A AREA SENIOR COORDINATING COUNCIL
ADDRESS P.O. BOX 3033
Saratoga, California 95070
Tele: (408) 867 -3438 (Ext.57)
NAME /TITLE OF PROPONENT Margaret L. Corr, President
SIGNATURE F
TELEPHONE NUMBER (408) 867 -3438 (Ext. 57)
PROJECT NAME SARATOGA SENIOR CENTER PROGRAM
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $35.._0.00. us any unPx4Pnded
balance from Fiscal Year 1988
PROJECT ABSTRACT (Limit statement to space provided.)
Continued support of program for multi- service Senior Center sixth year
Of operations, with membership almost quadrupled since organization, and
participation averaging 1,600 /month. Project proposal assumes total budget
of $54,305. with 35.5% of operating revenue raised by SASCC. The fund increase
is primarily related to anticipated costs in transfer to employee status from
retained staff, and the cost of associated mandatory employee benefits and
insurance. Increased variety of services and programs to meet community
needs, without duplication of activities is the objective to be accomplished.
4
Saratoga Area
SAS SENIOR COORDINATING COUNCIL
CC P. O. Box 3033 • Saratoga, California 95070
January 8, 1988
To: Mrs. Carolyn King, Administrative Assistant
City of Saratoga
From: Paul Bowlin, Finance Chair
Saratoga Area Senior Coordinating Council
Re: Community Development Block Grant Proposal (FY 1988 -89)
We are enclosing two applications with budget detail for
CDBG funds for the next fiscal year:
(1) Requests an increase of $4,000 over the prior year's
grant for operation and programs in the Saratoga Senior
Center commensurate with growth in participation and range of
activities at the Senior Center. Although SASCC is committed
to maximizing fund- raising efforts, the - budget proposal for
Fiscal Year '89 is strained as a result of the Board's
decision to transfer its two private contractors, (MacFarlane
and Sherrard)-to employee status., with concomitant mandatory
benefits of Social Security, Unemployment Insurance and
Disability Insurance not previously provided.
Fees from programs in FY'88 are below projections,
largely because the anticipated income of fitness classes was
reduced when the teacher was hired by West Valley College
Community Services Section. This class was transferred from
SASCC to West Valley College because of insurance liability
considerations at our request. Additional cost anticipated
for Case Management Services were met by a limited grant from
one of the local churches.
(2) The requested increase of $10,000 for Adult Day Care
Center (CARE) is also related to the transfer of personnel to
Employee Status and associated benefits, and the bookkeeping
connected with this new status, the uncertainty of revenues
from fees and number of participants is also a factor
contributing to the increased request.
SASCC is requesting a total of $55,000 CDBG revenue to
maintain its well- rounded multi- service center programs in
the community. Program details and justification will be
found in the accompanying narratives. We will_ hope for
favorable response on this portion of our total proposed
budget of $123,958 for both projects.
r.
4
SARATOGA AREA SENIOR COORDINATING COUNCIL
P. 0. Box 3033
Saratoga, California 95070
PROPOSAL NARRATIVE
A. Description of Applicant Agency
1. The Saratoga Area Senior Coordinating Council is a" nonprofit incorporated
organization designated by-the City of Saratoga as the group responsible for
operating the Saratoga Senior Center and monitoring and developing services and
programs to meet the needs of the area's older adults. It is operated by a
Board of Directors who employ an Executive Director and part time Administrative
Assistant. Recently a Day Care Administrator and Program Director have been
hired to manage the Adult Day Care program (see separate proposal). A corps of
multi - service volunteers contribute over 12,000 hours annually to the operation
of the Center. The Saratoga Senior Center serves the Saratoga area, including
residents of the contiguous areas of Los Gatos, Monte Sereno, Campbell, Cupertino,
Santa Clara and San Jose, and unincorporated sections of Santa Clara County.
2. The Saratoga Senior Center is the meeting place of the local AARP Chapter
#760, the Westgate Seniors, and the Sunset Club, most of whose members are not
members of the SASCC. The Center offers one half day weekly Health Insurance
counseling and assistance, one day weekly Case Management Service provided through
the Council on Aging (inadequate), one half day monthly'of Senior Adult Legal
Assistance, and Project Match, and Tax Assistance and Renter's Assistance at
appropriate times in the year. Flu Shot Programs and Health Screenings are
conducted annually. Information and Referral Services are provided daily by
staff and trained volunteers. Counseling is provided by the Executive Director,
a licensed professional, when no other resource is easily accessible. Employment
and Financial counseling is also available, as needed.
A Widowed Support group has grown into a network of over 100 women,
and men', and weekly meetings attract 25 persons for counseling, support, and
fellowship. This group is led by the Executive Director assisted by professionally
trained volunteers. There is continuing need to develop and maintain grief counsel-
ing for the recently bereaved. There is a serious lack of such groups in the West
Valley area for daytime participation..
Recreational, cultural and educational programs are offered in the
monthly schedule of activities. Fitness classes with average attendance of 25
are conducted three times weekly in cooperation with West Valley College. An
Art class established after much effort has proved extremely popular. A weekly
luncheon attracts an average of 60 persons who participate in a variety of planned
programs following the nutritious meal. "Drop in" cards, games, pool and other
recreation are available at any time. If persons are unable to meet the generally
small program charges, the "No Fee" policy is available on request. The Center
programs are available to the public regardless of membership in the organization.
-2-
The multi- service program at the Saratoga Senior C
as a resul &• of expressed and need documented by the annual
An increase in funding support is made to maintain quality
their variety as requested by an ever growing membership.
from retained staff to employees and cost of living salary
increased the cost of operations.
inter has developed
membership survey.
programs-and increase
The change in status
increments have
Outreach and advocacy efforts are still insufficient to reach a wider
segment of the Saratoga area's older adults who despite good media publicity
(TV, local and area press) still do not use the variety of services available
at the only full service Center in Saratoga or are not aware of them. The
Center continues to gain recognition as a 'community service and source of vital
information.
B. Project Purpose and Objective
1. See A 2 above.
The Saratoga Senior Center is committed to meet these specific needs.
a. Access to community -wide services.
b. Provide services described above.
C. Provide health maintenance and wellness programs.
d. Assist in emergency health and housing services.
e. Offer a resource for respite care and home help.
f. Provide friendly visitors and urgent transporation when
needee and unavailable elsewhere.
g. Advocate to the Sity and County on behalf of identified needs
of older adults -- housing, transportation, community services,etc.
h. Provide a center for volunteer action and satisfaction in service.
i. Provide a locale for socialization and well- being.
j. Facilitate'linkages for older adults to appropriate helping
service organizations.
2. The project objectives are to fulfill those needs stated above.
The target population is the low to moderate income population which
is represented by 70% of the 1,600 monthly participants of the Saratoga Senior
Center and the older adult population of the area.
3. The desired outcomes are to involve an average of 1,650 participants
monthly in the activities of the Senior Center, to provide fitness and health -
maintenance programs for 50 participants weekly, to provide low cost meals with
socialization and educational involvement.for 1.00 persons weekly, to maintain
a register of home helps and services, and to continue advocacy for a continuing
care retirement facility, assist in developing some additional transportation
services, ar_d to encourage 125 volunteers to assist in delivering the Center's
multi- services.
4. The objectives will be met under the direction of the Board of Directors,
through management, committee projects, recruitment and training of a variety of
volunteers, close cooperation with the City of Saratoga, specifically through the
Council's liaison and with assistance of a Title V work experience assignee.
Some contract services will be necessary for instruction and leadership. The
Board and Executive Director will monitor progress with periodic independent
program, and fiscal audits.
,.
-3-
5. The use of skilled volunteers to supplement staff has been deemed the
most cost- effective method of providing services to attain the stated objectives
whenever their skills were available. It is expected some consultant help in
fund raising will be needed in this project year.
C. Project Beneficiaries
, Based on the latest available figures of the 1980 Census (California
Department of Aging Stats for PSA Area Agency) and estimated growth projections
for SANTA CLARA COUNTY.
1. The total population residing in the service area is 29,900.
2. The total number of low to moderate income residents is 6,714.
3. The total percent of low to moderate income residents compared to the
total number of residents in the service area is 23 %.
4. The number of elderly persons within the service area is 4,176.
5. The number of handicapped persons within the service area is 710.
6. Data Sources: Also Saratoga Senior Citizen Housing Needs Analysis, 1975.
Saratoga Social Needs Assessment, Community,Forum, Public Hearings of 1983, '84,
'85 and '86, Council on Aging, Santa Clara County, Transit Assist Survey of SASCC
membership 1985.
D. Project Management
1. & 2. The project will be administered by the Board of Directors through the
direction of the Executive Director and Board committees. The Executive Director
is a professional human services manager who is aided by an Administrative
Assistant. Job descriptions are being revised to conform to the new job
titles and employee status..
3. The tasks to be undertaken are related to the Management of the Senior
Center's operations and the objectives for service delivery stated previously.
The project tasks are ongoing, and will continue from July 1988 to June 1989.
The Work Plan is also continuous, with time schedule of Monday through Friday
operations from 9 to 5 daily. These are detailed on the calendar issued with
the monthly newsletter and publicized in the local press.
4. The Board of Directors meets monthly and approves new programs and
activities, and assessed the effectiveness of operations. Committees meet
regularly with the Executive Director to progress toward their objectives.
A monthly report from the Executive Director to the Board summarizes activity
and achievements. Quarterly budget summaries are submitted to the City of
Saratoga accounting for gr- ojectfund use. A quarterly report on service
programs is also submitted to the City.
January 4, 1988
Summary of Participants by Age, Income, Household Size
SARATOGA SENIOR CENTER
The Saratoga Area Senior Coordinating Council conducted a biennial survey of
its participants in November 1987. 1,025 survey forms were distributed to
members of the Council with the November Newsletter and to members of the
clubs using the Center regularly (AARP #760, Westgate Seniors and Sunset
Clubs). The residents of the Fellowship Plaza, HCD subsidized housing complex,
also participated. These persons use the Senior Center and its services
frequently.
481 responses (47 %) were received. The findings are noted below.
Head of Household 191 Male 290 Female
Household Size 1 person 292 2 persons 176 3 or more 13
Age Under 60 19 60 -64 48 65 -74 205 75+ 209
Income Levels by Households % of respondents
0 15,000. 151 31%
15,101,- 17,250. 92 19%
17,251.- 19,400. 63 13%
19,401.- 21,550. 30 6%
21,551.- 25,000. 50 10%
over $ 25,001. 95 20%
It will be noted that 70% of the respondents live in low to moderate income
households. 86% of persons in the households surveyed are over 65 years, and +
43% are over 75 years old.
A more detailed analysis indicated 61% of the participants surveyed live in one
person households. 60% of the households are headed by females. 18% (85) of
these women have household income under $15,000., while 23% of men living alone
have income under $15,100, which is the low income level standard of HCD.
A breakdown of the 76 participants who used the Health Screening Program in
October 1987 revealed a comparable age pattern. 87% were over 65 years old
and 41% were over 75 years old. 54% of the consumers of Health Screening were
from low to moderate income houeeholds, with 22% coming from households with
incomes of $25,000. or more. 70% of the screenees were female and 30% male.
53% of these participants were married, while 47% were from one person house-
holds (widowed, divorced, separated, or never married). .
SARATOGA AREA SENIOR COORDINATING COUNCIL
SENIOR CENTER OPERATIONS
PROPOSED BUDGET FY YEAR 1989
REVENUE
City of Saratoga
Membership dues
Fund raising events
Fees from programs
Donations
Interest
TOTAL REVENUE
EXPENDITURES
PROGRAM COSTS
Membership
Health programs
Other program costs
Outlook Bulletin
Executive Director
Administrative Assistant
Miscellaneous
OPERATING COSTS
Fund raising
Postage
Office supplies and printing
Equipment maintainance
Workmans comp. insurance
Insurance
Executive Director
Administrative Assistant
Bookkeeper,
F. I. C. A. etc. on salaries
Miscellaneous
TOTAL EXPENSES
ACTUAL BUDGET
FY87 FY88
30.055.00 31.000.00
4, 635.00 5,500-00
7,557.00 7,800.00
4, 09 5. 00 4.100-00
1,473.00 805.00
701.00 700.00
PROJECTED
FY88
31.000.00
5,500-00
7,737-00
4.000.00
100.00
700.00
48,516.00 49,905.00 49,037.00
84.00
39.00
5,941-00
3,551-00
19,125.00
7,735.00
.00
36,475.00
488.00
307.00
824.00
345.00
480.00
1,528.00
3.375.00
1.365-00
.00
.00
911.00
9,623-00
500.00 ' 250.00
2.000.00 2.455.00
6,000-00 2,574.00
3,000.00 3,400.00
19.125.00 19,125.00
7,735.00 7,735.00
.00 150.00
38.360.00 35.689.00
1.500-00
250.00
1.500-00
1.000.00
2,000.00
3,375.00
1.365.00
.00
.00
555.00
11.545.00
225.00
250.00
1.100.00
500.00
1,200.00
1,500-00
3.375.00
1,365-00
832.00
2,724.00
. 277. 00
13,348.00
PROPOSED
FY89
35,000.00
6.000.00
8.200.00
4.300.00
75-00
730.00
54,305-00
300.00
2.600.00
2.800.00
4,000.00
20.418.00
7,777.00
100.00
37.995.00
205.00
300.00
1.000.00
.00
1,500-00
1,590-00
3.603.00
1,373.00
1,664.00 .
4.975-00
100.00
16,310.00
46,og.8.00 49,905.00 49,037.00 549305.00
Notes:
F.I.C.A.-etc. includes F.U.T.A. (Federal unemployment tax).
S.U.I. (State unemployment tax). S.D.T. ('State disability tax)
and State employment training tax.
El
N
City of Saratoga
Community Development Block Grant Program
FOURTEENTH PROGRAM YEAR
FY 1988 -1989
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME carotogn nrPa RPninr C'nnrriinati'n¢ Council
ADDRESS r n Brix ioy-,
NAME /TITLE OF PROPONENT Margaret L. Corr, Presieent
SIGNATURE
TELEPHONE NUMBER „4991 967 -3438, Ext. S7
PROJECT NAME Sar.atoga.CARE -- Adult Day Care Center
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ Z0,000 plus any unexpended.
balance from fiscal year 1988.
PROJECT ABSTRACT (Limit statement to space provided.)
„The request for increased funds is made to support the
operations of the adult day care center, scheduled to open in
late January 1988, after a three -month delay, in access to the
new facility. The fund increase is primarily related to anti -
cipated costs in transfer to employee status from retained staff,
and the cost of associated mandatory employee benefits, increased
time, and insurances.
4
January 6, 1988
PROPOSAL NARRATIVE
SARATOGA DAY CAPE CENTER.
A. Description of Applicant Agenc
1. See the application for general program support funding. The
new day care wing, which will be opening in late January, three months
behinR schedule, will accommodate un_ to 30 frail. elderly persons at any
one time, will be adjac.e.nt to a new industrial kitchen, and will have
space for privacy and rest periods for those persons who cannot parti-
cipate in the regularly scheduled program. Th.e administrator of the
day care center u�ill have office space adjacent to the activities.
Appropriate equipment will be provid.ed..
2. See the application for general program support. About 100
persons in the Saratoga area have been identified. as potential users
of a day care facility without any publicity or formal survey. The
existing area day care centers in Cupertino and Los Gatos have waiting
lists. They presently serve six to eight persons from the Saratoga
area weekly. Inadequate transportation and assistance is a barrier for
some Saratoga residents to reach these facilities should they have
capacity.
E. Project Purpose and Objective
1 -5. The Day Care Center is specifically designed to reach the
frail elderly population of the Saratoga area, persons generally 75
years and over (the fastest growing segment of the older population)
as the present resources are insufficient to serve them. The target
population is on .fixed, low to moderate income, and either lives alone
or with family members, some of whom are enployed. The initial year
of operation of the Pay Care Center will serve up to 10 - 20 persons
(slots) two days weekly for a minimum of 5 hours. A hot nutritious
meal will be'provided at noon. Activities both recreational, social,
educational, and fitness oriented will comprise the program, since the
objectives of a Day Care Center are to provide-respite for family care-
takers, socialization, and mental stimulation through carefully guided
activities for each participant. The first year's objective is to
provide these services to about 50 persons, half of those already
identified as able to use such a program. Over the next several years,
expansion of services to 3, 4, and 5 days weekly is projected.
Day care services are a most desirable alternative to more costly
institutional care, if this should be the only alternative for the
family /individual. In so far as practical, persons handicapped by
Alzheimer's disease will be referred to the center established in
Proposal Narrative, p. 2
January 6, 1988
San Jose, where staff skilled. in dealing, with this problem are avail -
able -- at least in the early years of the Day Care Center's operation
C. Proiect Beneficiaries
1 -6. See the summary from the 1980 Census and other sources on
demographics on page 3rof the narrative requesting general program
support. Note that the aging population then numbered 4,015 and the
number of handicapped persons numbered 675. As the end of the decade
approaches, both these figures have increased, and the 100 identified
individuals ready to use a Day Care Center will be multiplied many -
fold as availability of such a service becomes known..
D. Project Management
1 -4. The project will be administered by the Saratoga Area Senior
Coordinating Council's 'Ioa:rd of P.irectors through the e.irection of
the retained full -time Executive Director and a nay Care Administrator
and Program Director four- fifths time. Trained volunteers will assist
in the operations of the Center in its early years, with some contractual
services for classes, programs, and meal service, as necessary. A Pay
Care Committee currently exists, and. meets regularly for planning,
development, and organization.. Tt is expected that a nay Care Advisory
Council composed of key local persons will monitor the progress and
development of the Center. Case management services will assist in
monitoring the use by the Center participants. A Screening Committee
and Fvaluation Committee will be established. for these specific func-
tions. Continuing efforts will be made to seek new funOing sources.
A portion of the administrative overhead for'peneral supplies and
office maintenance is assigned from the general operating budget of
the Saratoga Area Senior Coordinating Council.
SARATOGA AREA SENIOR
COORDINATING
COUNCIL
ADULT DAY
CARE CENTER
PROPOSED OPERATING BUDGET
FISCAL YEAR
1988/1989
REVENUE
City of Saratoga
2,0.000.00
Fees
18,000.00
Foundations and Fund[:Raising
31,653.00 69,653.00
EXPENSES
Executive Director
4,239.00
Administrator
19.968.00
Program Director
12.480.00
Office Assistant
1,614.00
Kitchen Cook
3.900.00
Food costs
7,500.00
F. I. C. A.. F. U. T. A. and S.U.T.
5.452.00
Equipment and Supplies
10,000.00
Workmans Compensation Ins.
2.000.00
Insurance
2,000.00
Miscellaneous
500.00
69.653.00
ASSUMPTIONS RE: ADULT DAY CARE CENTER BUDGET, FY 1988/1989
1. 15% Of Executive Director and Office Assistant charged
to Day Care Center
2. Center operates 3 days per week
3. Average of 10 Clients per day. average fee $12.00 per day.
4. Administrator and Program Director work 4 days per week.
5. 5• Kitchen Cook works 5 hours per day. 3 days per week.
6. 1.59 is added to the pase pay rate of the Administrator and the
Program Director and Cook for S.A.S.C.C. share of F.I.C.A.,
F.U.T. A and S.U.T. tuxes.
7. Administrator = $12.00 /hr. Program Director = $7.50 /HR
Cook = $5.00 /hr.
City of Saratoga
Community Development Block Grant Program
TOURTEENTH PROGRAM YEAR
FY .1988-1989-
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
NAME The Food Bank, Inc. of Santa Clara County
ADDRESS 297 Commercial Street
San Jose, California 95112
NAME/TITLE OF PROPONENT Cynthia McCown, Program Coordinator
SIGNATURE
TELEPHONE NUMBER (408) 286 -9170
PROJECT NAME Operation Brown Bag - Saratoga
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 2,000.00
PROJECT ABSTRACT (Limit statement to space provided.)
Operation Brown Bag is a supplemental food program currently serving over
5,500 low- income. senior citizens of San -ta Clara County. The program provides
food, nutrition /health /consumer education, and social enrichment to members
for a nominal fee of $7.00 /year.
4
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 14 (Fiscal Year 1988 -89)
The Food Bank, Inc. of Santa Clara County
A. Description of Applicant Agency
1. The Food Bank, Inc. of Santa Clara County is a nonprofit._
organization located in San Jose, California. An organi-
zational chart is attached.
2. The Food Bank provides food, information, and volunteer
opportunities to the people of Santa Clara County. Each
year, approximately 11 million pounds of donated food is
mobilized that otherwise may have been wasted.
The Food Bank provides service indirectly to over 6.0,000
people by distributing large quantities of food to
qualified nonprofit organizations who, in turn,
distribute it to over 300 locations county wide. The
Food Bank also provides monthly nutrition education
classes to over 2,000 persons who receive food
assistance. -
The Food'Bank relies on a volunteer work force of over
1,250 persons each month. Many are in need of food
themselves and are offered a "Thank You" bag of food for
their services.
Through Operation Brown Bag, The Food Bank provides a
weekly bag of food to 5,500 low- income seniors. The
seniors receive a program.newsletter four times per year,
and they may participate in nutrition, health, and
consumer education projects /activities held bi- monthly at
the sites.
B. Project Purpose and Objectives
1. According to the Council on Aging of Santa Clara County,
33% of the senior citizens in the county lack proper
nutrition. In 1987, 14% of the elderly citizens of Santa
Clara County had an income of less than $560 per month
(California State Department of Finance). Poor
nutritional status has been correlated with economic
impoverishment, poor education, and social isolation
(Natow, A.B., Heslin, J., 1980, Geriatric Nutrition,
Boston: CBI Publishing Co., Inc.).
2. The target population includes Saratoga residents who are
60 years of age or older (55 years of age if handicapped,
which must be verified by a physician). Members earn
less than $670 /person /month, or $900 /couple /month.
-1-
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 14 (Fiscal Year 1988 -89)
The Food Bank, Inc. of Santa Clara County
Objectives:
a. Each week, the Brown Bag members will receive 8 -10
food items to supplement their diets.
b. Quarterly, the members will receive a newsletter
filled -with recipes, nutrition information, and
project news.
C. Bi- monthly, the members will have an-opportunity to
participate in nutrition and health activities.
d. Brown Bag members, who are volunteer workers, are
given weekly tasks and attend two social functions
each year in recognition of their efforts.
3. Desired outcomes and benefits:
a. Food that otherwise may have been wasted is
distributed to the needy. The members' diets and
economic positions will benefit.
b. The newsletter will teach the members new ways to
prepare the donated food. Members will also learn
ways to maintain their health and ways they can help,
and be helped, by the program.
C. Educational activities planned at the sites may
improve the social., economic, and nutritional well-
being of the members. Examples of topics covered
are: blood pressure monitoring; emergency
preparedness; and cooking'hints for one and two
people.
d. Fourteen percent of the membership gain social
contacts and are recognized for helping their peers
through their volunteer work.
4. The Food Bank operates in a most cost - effective manner
through the use of volunteers. Last year, for every,
dollar received, The Food Bank returned thirteen dollars
in donated food and volunteer services to the community.
The basic approach for meeting the objectives of
Operation Brown Bag is similar and is coined. in the
motto, "Seniors Helping Seniors." Donated food is
delivered in bulk to. the sites, where seniors pack it
into bags and distribute it to their fellow seniors.
-2-
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 14 (Fiscal Year 1988 -89)
The Food Bank, Inc. of Santa Clara County
Handicapped and shut -in members have their bags delivered
to them by other seniors.
5.. Meals at neighborhood senior centers are an alternative
means of nutritional supplementation and social contact
for seniors. The local center offers one meal weekly for
$1.25. In.-comparison, Brown. Bag members receive 8 -10
items weekly for $7.00 /year.
C. Project Beneficiaries
Service Area - Present
City of Saratoga Membership
1. Total population re- 29,900* 57 * **
siding within the
service area. -
2. Total number of low 6,600 ** 57 * **
and moderate income
persons residing
within the service area.
3. Total percent of low to 22% 100%
moderate income residents
compared to the total
number of residents re-
siding within the service
area.
4. Total number of elderly 4,015 ** t 55 * *'*
persons within the service
area.
5. Total number of handicapped 675 ** 2 * **
persons within the service (5 shut -ins)
area.
6. Data sources for questions #1 -5 above:
* Saratoga Planning Office, 1986.
** Saratoga Senior Center: Saratoga Social Needs
Assessment; Community Forum, Public Hearing, Saratoga
Council on Aging,-Santa Clara County Transit Assist.
Follow -up data 3- 11 -82; Public hearings conducted by
City of Saratoga, January 1983, 1984, and October,
1985.
* ** The Food Bank, Inc. of Santa Clara County.'
-3-
City of Saratoga
CDBG Project Proposal Submittal Form
HCDA Program Year 14 (Fiscal Year 1988 -89)
The Food Bank, Inc. of Santa Clara County
D. Project Management
1. The Food Bank distributes food, supplies, and information
to the volunteers at each site. The volunteers are
organized by the site chairperson. The Food Bank's Site
Manager periodically visits the sites and monitors
functions. The Program Coordinator oversees all phases of
the entire program and reports to The Food Bank's Executive
Director.
In order to become a Brown Bag member, individuals submit
an application form and a $7.00 fee for annual membership.
The applications are screened by the Program Coordinator.
Membership is effective the following week. A sample
application is attached.
2. Staff Percent of time spent at
Saratoga Site
Program Coordinator 1.5%
Site Manager 2.5%
Delivery Drivers 1.5%
Community Nutritionist 1.5%
(Job descriptions are attached)
3. Project tasks and time frames:
a. Brown Bag distribution Weekly
b. Newsletter publication /distribution Quarterly
C. Nutrition, health and consumer edu- Bi- monthly
cation classes
d. Volunteer recognition functions Semi - annually
4. The project's progress is monitored through a monthly site
chairperson's meeting. The Program Coordinator, Site
Manager, and chairpersons from each site are involved in
the meeting.
The effectiveness of the project is monitored annually by
the Client Compliance Survey, which is evaluated by the
Site Manager and the Program Coordinator who, in turn,
prepare a report for The Food Bank's Executive Director.
QM
HCD MONTHLY PROJECT BUDGET
.FOURTEENTH PROGRAM YEAR
1988/89
Agency Name The Food Bank, Inc. of Santa Clara County
Project Operation Brown Bag - Saratoga
r_
DATE December 10, 1987
LI HE. ITEM
1987
JUL
I
AUG
SEP
OCT
NOV
DEC
1988
JAN
iEB
MAR
APR
MAY
JUN
TOTAL
SALARIES
Personnel
Beneflts
OFFICE EXPENSE
I
Rent
84
84
84
84
84
84
84
84
84
84
84
76
1,000
Telephone
Postage
Printing
Supplies
Travel
Utilities
84
84
84
84
84
84
84
84
84
84
84
76
1,000
Equipment
Dues and Subscriptions
OTHER EXPENSES
Accounting Services
Contract Services
Insurance
Conferences
Miscellaneous
.TOTAL
168
168
168
168
168
168
168
168
168
168
168
152
21000
s.
City of Saratoga
Community Development Block Grant Program
FOURTEENTH PROGRAM YEAR
FY 1988 -1989
PROJECT PROPOSAL COVER PAGE
APPLICANT ORGANIZATION
1.
NAME PROJECT MATCH, INC.
ADDRESS 1671 Park Ave. Room 21
.G •
NAME/TITLE OF PROPONENT Arl vne //June. Executive Director
/A
SIGNATURE
TELEPHONE NUMBER
_(408) 1741 -1728
PROJECT NAME Senior Shared. Housing Program - Saratoga Component
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 1.850
PROJECT ABSTRACT.(Limit statement to space provided.)
Project Match proposes to provide shared housing for 10 Saratoga residents, the majority
of whom are low income seniors. By bringing together through a careful process,
"seekers" and "providers" of housing, the program has the dual benefits of creating
affordable housing and preventing institutionalization of elderly homeowners and
renters. The program has a part time satellite office located in the Saratoga Senior
Center.
4
PROJECT MATCH AGENCY DESCRIPTION
1. Project Match is a private non - profit agency that creates shared housing
arrangements for low income seniors. We are governed by a 15'person volunteer Board of
•D-(:rectc.•s and serve all of Santa Clara County with the exception of Palo Alto. A chart
showing our organizational structure is attached. (Appendix Al)
2. Our primary service and the one for which we are asking Saratoga support is our
"match" program - -which for ten years has provided housing through home - sharing arrangements
for 8,000 Santa Clara County residents. We are the second oldest senior shared housing
agency in the nation, and according-to the Wall Street Journal; the largest of 400 such
agencies. (See Appendix BZ) Our service capabilities are best measured by our reputation
and our ability to deliver cost - effective service. In 1981 we won the State of California's
Affordable Housing Competition. In a 1983 study, the Gray Panthers rated Project Match
"number one" in the nation in cost - effective performance. And for 3 years in a row., the
State of California, when evaluating competitors for funding, noted that "Project Match has
the most cost - effective program in the State" and ranked us first among competing agencies.
Our track record with all;.-of our funding sources, including the Urban County, also is
excellent. We have demonstrated exceptional past performance and cost - effectiveness. The
program has consistently exceeded our numerical "matching" goals and has done so with
consistently increasing cost savings. According to the Gray Panthers our per unit costs have
always been lower than other similar programs (which range from $577 to $936).
In our first year of County funding our cost per match was $255. Now our costs are even
lower. Seven years later we are proposing a $70 decrease in cost per person matched to the
City of Saratoga. 1/ This is inflation in reverse! During this period the cost of renting
has increased 62.53/.- and the cost of building a rental unit has increased 67 %, while the cost
of Project Match's housing service to you has decreased more than 27 %.
B. PROJECT PURPOSE AND OBJECTIVES
1. Need: For the past four years we noted that it was a cliche to say that there is a
housing crisis in this county. The crisis has not disappeared.
The rental vacancy rate has increased to 7 %, but has not impacted the housing that our
clients can afford. Waiting lists for senior housing complexes in Saratoga underscore the
severeness of this problem. Saratoga Court and Fellowship Plaza report waiting periods from
2 1/2 to 3 years.
The housing that is available is too expensive for low income seniors. According to the
Tri County Apartment Association the average monthly rental for a one bedroom apartment last
year countywide was $500 and that is conservative. The Housing Authority puts this figure
for Saratoga at between $700 and $900.
It is clear that this housing situation has the worst effect on those who are unable to
compete in the mainstream market, such as low income seniors. A 1977 Saratoga report
(SCHNAR) specifically identified senior citizens as a group with special housing needs
(Housing Element, page 25) and noted 2 different groups of seniors needing some sort of
alternative housing: 1) seniors forced to leave Saratoga because of an inadequate supply of
affordable housing and increasing economic pressure; 2) seniors who owned homes that were
considered "overhoused" and had to remain in that situation since there were no alternative
housing types available. PROJECT MATCH HELPS BOTH OF THESE GROUPS! In addition, needs
assessments done by the Santa Clara County Council on Aging consistently name housing as the
top need of the elderly. Information and Referral Inc. reports that, of all services
requested by seniors, housing outstrips all.the rest. According to Saratoga's Housing
Element, about 60% of all single person households below the poverty level, are headed by a
person 65 years or older. Some of these seniors are finding it impossible to live alone and
are candidates for Project Match.
ABAG projects a housing need of 504 very low to moderate income housing units in the
City of Saratoga by the year 1990. The good news is that home - sharing matches can be counted
toward meeting these ABAG targets. Last year we matched 11 Saratoga residents. By our
service, we are housing your elderly and low income residents and, at the same time, helping
the City to meet ABAG targets. Because of this mutual assistance and because home - sharing is
cost - effective some cities, such as Los Altos and Sunnyvale, have added Project Match to
their Housing Elements.
The main reason that Saratoga clients came to Project Match was economic. 3/4 of our
Saratoga clients needed to share for financial reasons. The others needed some "live -in"
service. It is critical to understand the needs of both "seekers" and "providers" to
unaersLano Lne crucial rule rruiCl.t. riaLwi Maya iii auuicaaiiiy WIC uuuaiIiy iiccua ui .a ",Wtj"
residents.
THE SEEKERS - -These persons search for affordable housing - -a scarce commodity in
Saratoga: They are invariably poor, old, alone, and have no place to go. Last year 6 or
55% of our Saratoga matched clients were home seekers. 40% had incomes falling below the
very low Federal income guidelines. If our seekers had to pay the market rate for rent, they
could not do it. Instead, on the average, Project Match seekers paid $272 per month for
rent, an amount affordable even to them.
Is THE PROVIDERS - -On the other side of the match are persons who have space to share and
are finding it difficult (or impossible) to live alone. Most are homeowners. They are also
poor. Half had incomes classified as "very low. Each time that they share they create,a new
housing unit - -a rental unit that would otherwise not be available without Project Match.
Some are "overhoused" and often cannot afford financially and physically to stay in their
homes without help. Some may be facing institutionalization. Last year our home providers
added an average of $3,264 to their incomes, an income supplement that helped them remain
independent and in their own homes.
Another need that our program addresses is the need to prevent inappropriate and costly
institutionalization of the elderly, a.cost that can range from $24,000 to $30,000 a year.
Approximately 20% of our home providers could be facing institutionalization if it were not
for home - sharing. We can match 10 Saratoga residents for the cost of keeping ONE in a
nursing home for less an one mon
2. Program Objectives: The target populations for all of the objectives are low income
Saratoga adults (the majority of whom are 55 years-or older). Overall project objective: to
provide shared housing arrangements for 10 Saratoga residents in FY 88 -89. Subsidiary
objectives are as follows:
o To interview and assess 20 Saratoga residents.
a To conduct'regularly scheduled follow -ups on 100% of the clients after they are matched.
Project Match's objectives respond to the critical housing crisis in the County and to the
needs of low income seniors by providing the measurable benefits listed below in Section B3.
3. Outcomes and Benefits: The major measurable outcome is: the creation of homesharing
arrangements for 10 Saratoga residents.
The measurable benefits of these outcomes are clear:
• Each seeker will realize an average annual savings of approximately $918 over previous
housing costs.
• Home owners will add an average of $3,264 to their annual incomes.
• Long term (rather than temporary) and stable housing arrangements will be created.
Assuming that our present rate of success continues, we can expect 8 of the Saratoga
clients we match in FY 88 -89 to stay matched at least one year. (See Appendix B1 for an
analysis of the success of matches and terminations.)
In summary, Project Match provides three major benefits to our clients. We are
PREVENTING THEIR HOMELESSNESS, we are PREVENTING THEIR INSTITUTIONALIZATION, and we are
PROVIDING AFFORDABLE HOUSING for them. Our benefit to the City is that we are helping you
implement the proposed goal of your Housing Assistance Plan in which the City is "intending
to expand housing opportunities for senior citizens." (HAP, page 3)
4. Project Match Approach: Our approach is intensive and careful. We bring together,.in
a personal way, persons who need housing with persons who have housing to share. The process
through which we do this involves outreach; face -to -face interviewing; assessing clients'
needs; counseling; making appropriate client referrals for potential matches; assisting
clients to draw up "living arrangements "; and conducting regular follow -ups after each
"match ". The procedure and forms for each step of the process are standardized; much of the
information is stored on the computer. Since the process is well documented but lengthy, we
are attaching a package of our forms and procedures to this application as Appendix A3.
Our satellite offices have been critical to our continued success in all of the cities
throughout the County including Saratoga. By leveraging State and United Way funds and with
donated space in local senior centers, we have been able to become part of each community.
Saratoga residents are interviewed by Match counselors during regularly scheduled office
hours in your Senior Center.
5. Alternatives to Homesharing: There is no duplication of our service; there is no other
agency providing shared housing for low income seniors in Saratoga. 21 If Project Match
did not exist, what would have happened to the Saratoga residents for whom we have found
haasing? Could their needs have been served through other programs? How many would have
been homeless? How many in institutions? What is the cost of alternative service? A
listing of other ways of solving the housing.problems of seniors demonstrates the virtues
(both financial and psychological) of home sharing.
• Building low income senior rental housing: I:t costs from $64,000 to $68,500 to build
one rental unit - -a unit that houses perhaps two persons. Project Match is proposing to spend
3% of this cost to provide shared housing arrangements for 10 persons.
• Section 8 subsidized housing: There is now a 3 to 5 year waiting list. This is a -long
wait for an elderly person. There is virtually no wait for our service.
e Emergency shelters: Shelters, while clearly necessary, provide, by definition,
temporary and transitory housing. We create long term and stable affordable housing, and we
often do this for shelter "graduates ".
• Institutionalization: This is often the only other alternative to Project Match for 20%
of our home providers who are unable to provide for themselves the minimal service needed to
remain in their own homes. It is a costly and depressing option.
o Rent control: Rent stabilization, even if implemented, would be able to help few of
Project Match's clients since rents would still outstrip their incomes.
Thus, homesharing is a cost - effective, time - effective, space effective, affordable, and
often stable solution to the shortage of available housing for elderly and low income
Saratoga residents.
6. Leveraging of Funding: Project Match continues to be successful in our continuous
efforts to build a diversified and stable funding base. While we clearly still need Urban
County and Saratoga funding, we have been able to successfully leverage present funds. For
instance.:
• We used Urban County funds as a required match for State funding.
• We were elected to full membership in United Way and are using some of.these funds to
supplement and sustain our satellite offices in funded jurisdictions.
• We were determined to be eligible for, and are now receiving funding from, the
Redevelopment Agency of the City of San Jose.
• We received funding from the Cities of Sunnyvale, Mountain View and Santa Clara under
their Block Grant Programs.
• We now receive general funds from the City of Los Altos..
• We have been funded this year by the Koret Foundation.
• We are generating a small amount of income through voluntary client donations. 3/
e The Board conducted the agency's third direct mail holiday fundraising campaign.
C. PROJECT BENEFICIARIES
Project beneficiaries have been described in Sections
service area is the City of Saratoga, as reflected in the
1. Total population - 29,261 persons (1980 Census)
2. Total number low and very low income households
3. Proportion of very low income households - 8.3%
4. Number of seniors (persons 60 and older) - 3,649
B1 and 2 above. The project
data below:
.1407 (Housing Element, Page 16)
(Housing Element, Page 5)
(1980 Census)
D. PROJECT MANAGEMENT
1. The project will be administered and managed by the central office staff under the
policy direction of the 15 person Board of Directors. Administrative costs are detailed by
line item in the attached budget,. Interviewing and assessing of Saratoga residents will be
done at the Saratoga Senior Center and at our central San Jose office.
2. Project staff: The participating staff includes:
• Executive Director • Assistant Director
• Housing Counselors (4.5) • Secretary
• Volunteer receptionist o Bookkeeper
Appendix A4 contains job descriptions and resumes of participating staff.
3. Tasks and Time Lines: The tasks to be undertaken and time lines for each task are
outlined below and detailed in the required attachments. Unless otherwise indicated, the
time line for completion of numerical goals is June 30, 1989.
Matching and Creating Shared Housing Arrangements:
e Providing shared housing arrangements for 10 Saratoga residents Ongoing
9 Interviewing, assessing and counseling 20 residents Ongoing
• Conducting follow -up of 100° shared housing arrangements. Ongoing
• Evaluating impact and effectiveness of program. Summer, 1989
Marketing and Outreach in Urban County Cities.
• Continuing our outreach service in Saratoga by holding regularly scheduled office hours in
the City. Ongoing
• Conducting quarterly in- person outreach activities (such as
talks, showings of Project Match videotape and workshops). Ongoing
s Publishing an annual Project Match newsletter. 9/1/89
e Developing a volunteer program to enhance Saratoga outreach. Ongoing
Project Match in past performance has clearly demonstrated an ability for timely
implementation. We have always exceeded our goals within the prescribed time schedules for
all funding sources.
4. Monitoring and Evaluation: The interaction between evaluation and program performance
is a continuing process. The Board and Management search for ways to improve the -
effectiveness and efficiency of our service and do so based on what we learn through program
evaluation. Project Match uses three (3) qualitatively different evaluation methods:
a. Project Monitoring: Monitoring measures whether the program is proceeding within the
projected time frame and whether measurable objectives are being met. Objectives will be
monitored, on a weekly basis, and monthly report statistics will be generated using the
computer. Quarterly monitoring reports are presented to the Board of Directors and to
funding sources. Specific numerical activities to be monitored are: persons matched;
interview and assessments; and follow -ups. The monthly internal reports are the most
critical for management and often indicate situations that need correcting before they
become problems.
b. Follow up: Follow -up (after a match is made) provides an intermediate and important step
in our evaluation process. Through follow -up we track our matched clients at regular
intervals and become aware of problems before they erupt into match terminations or
unnecessary institutionalization of a client. The follow -up procedure is simple: There is a
standard follow -up form. (See Appendix A3) Each counselor is assigned "matched clients" to
be called one month after the match and at three month intervals thereafter. Follow -ups are
monitored quarterly by the Assistant Director.
c. Impact Evaluation: 4/ Impact evaluation measures the effectiveness of the match
program -- whether the matches are successful, whether our program is impacting the overall
goals of creating affordable housing and of preventing institutionalization. Some impact
evaluation data is stored on the computer and is analyzed quarterly - -this category includes
data on original reason for match, cost of previous housing, terminations and reasons for
breaking up. To determine "success of match" from the clients' points of view, we will
repeat in Spring or Summer of 1989 the method used in FY 85 -86 in which the Board of
Directors conducted phone evaluation interviews with a random sample of 60 clients matched
the previous year. Effective January 1, 1988, we will also be measuring "client
satisfaction" by asking each matched client to fill out a brief questionnaire.
FOOTNOTES
1/ It should be noted that this "per unit cost" is the total cost per actual housing
placement and includes the integral service elements of intake, counseling, information and
referral and follow -up. If, in fact, we cost out each service element the average cost per
intake is $30, the cost per follow-up is $10 and the cost per actual match drops to
approximately $80.
2/ A memorandum of understanding with The Shared Housing Project delineated what clientele
we service. In only one client group (low income adults), is there a slight overlap but
indications are that we are not "double serving" these clients. There is enough need to go
around. It is critical that Project Match serves a certain proportion of non - seniors in
order to create intergenerational matches that can provide services to keep the elderly out
of institutions.
3/ Because of the extremely low income of our - clients, the amount of funding generated
through donations is small. Only half of our clients are able to donate the suggested amount
of $3 for seekers and $5 for providers. This amount is clearly too small to make an impact
on operating costs.
4/ Two years ago The Program Plan and Evaluation Committee (PPE) designed the evaluation
questionnaire as well as the evaluation procedure. In addition to fulfilling the appropriate
Board role of program evaluation, the process was an excellent tool for educating the Board
about our program. It has generated much enthusiasm and, will be repeated in this Fiscal
year.
• r1l.0 PIVn11IL tXUJ6L'1' BUUGET
FOURTEENTH PROGRAM YEAR
1988/89
Agency Name PROJECT MATCH, INC.
Project Senior Shared Housing Program (Saratoga Component)
DATE December 15 1987
r
t
LINE. ITEM
JUL
I AUG
SEP
OCT
NOV
DEC
ic8
MAR
APR
MAY
JUN
TOTAL
� SALARIES
Personnel
113 113
113
113
I 113
113
113
rJA
113
114
114
1.14
114
1360
Benefits
13
13
13
13
13
13
13
14
14
14
14
160
OFFICE EXPENSE
Rent
9
9
9
9
9
9
10
9
9
9
9
110
Telephone
4
4
4
4
4
4
5
5
4
4
4
4
50
Postage
1
1
1
1 1
2
2
2
2
2
2
2
2
20
Printing
3
3
3
3
3
3
2
2
2
2
2
; 2
30
Supplies
3
3
3
3
3
3
2'
2
2
2
2
2
30
' Travel
f '
1
1
1
1
2
2
2
2
2
2
2
2
20
Utilities
,
Equipment (Maintenance)
1
1
1
1
1
0
1
1
0
1
1
1
10
Dues and Subscriptions
1
1
1
1�
1
0
1
1
0
1
1
1
10
OTIIER EXPENSES
Accounting Services
1
1
0
0
1
1
1
(Audit)
1
1
1
1
1
10
Contract Services
Insurance
3
3
3
3.
2
2
2
2
2
2
3
3
30
Conferences
1
1
0
1
1
0-
1
1
1
1
1
1
10
Miscellaneous
TOTAL
154
154
152 1
153
155
152 1
155
155
153
155
156
156
r
t
City of Saratoga
Community Development Block Grant Program"
FOURTEENTH-PROGRAM YEAR
FY 1988 -1989
PROJECT PROPOSAL"COVER PAGE
APPLICANT ORGANIZATION
NAME Emergency Housing Consortium
ADDRESS P.O. Box 2346
San Jose, CA 95109
NAME/TITLE OF PROPONENT BARRY DEL BUONO - Executive Director
SIGNATURE /
TELEPHONE NUMBER (408) 947 -8227
PROJECT NAME Family Living Center Shelter Project
DOLLAR- AMOUNT OF CDBG FUNDS REQUESTED $ 2,500.00
PROJECT ABSTRACT (Limit statement to space provided.)
Thp Family Living Center Shelter Project is a- 38 family emergency shelter
for homeless families in Santa Clara County. The project is to partially
PAy the staffing costs of shelter workers at the facility. The purpose is
to nrnuj ap for S1Rppryi si on of the homeless and enable the shelter to keep
1 +� carv;�A to the homeless families of the County in operation
A. Description of Applicant Agency
1. The Emergency Housing Consortium is a 501(c)3 non - profit organization
dedicated to assisting the homeless with shelter and relocation services.
EHC operates shelter programs in San Mateo, Redwood City, Menlo Park, Sunnyvale,
Santa Clara, San Jose, San Martin and Gilroy.
2. EHC received a special recognition award from Housing and Urban Development (HUD)
as one of 16 housing projects nationwide providing quality services for the
homeless during 1987. EHC provides approximately 1,000 beds nightly in its
locations for the homeless. EHC has also been locally recognized as a leader in
development of new ways to help the homeless from the streets, and relocation
into housing and jobs.
B. Project Purpose and Objective
1. The project is to meet the emergency needs of homeless family members who
have a significant connection to the City of Saratoga.
2. The objective is to provide homeless poor family members with lodging, -
food, emergency assistance and relocation help.
3. The payment of the partial salary of a shelter worker at the shelter will
enable the homeless to be supervised, and the shelter to function throughout
the CDBG year. The $2,500 grant will provide 1.2% of the overall Family Living
Center shelter budget of $207,534.00. The $2,500 will be paid out to the shelter
staff in 12 payments of $208.00 each.
4. The requested partial salary grant from Saratoga will be matched with United
Way funds, and CDBG funds from San Jose and Santa Clara.
5. Keeping the shelter open and in operation is a collective cooperative and
collaborative effort between cities and the county. In this way, Saratoga is able
to participate to help the homeless. In the 1986 -87 year, the Saratoga 95070 -
95071 zip code area produced 2 homeless EHC assisted with 80 nights of service.
An additional 6 homeless were turned away from the shelter due to lack of space
at the time they called for assistance.
C. Project Beneficiaries
1. City of Saratoga -- an average of 2 to 6.homeless; County of Santa Clara,
an average of 13,500 homeless.
2. Of the homeless, 100% low income.
3. The homeless are a small population of the service area; due to the transient
nature of homelessness, the homeless are difficult to count.
4. Of the homeless served, one of the homeless was elderly.
5. Of the homeless served, no homeless were handicapped.
6. Data Source -- Emergency Housing Consortium tracking of homeless by Zip Code
(Attached).
ZI': CODE*STATISTICS DATE: FY 1986 -1987
Page 2 TURNED SHELTER Significant
HELTERED AWAY DAYS_ Connections
Santa -Clara County
7. RESIDENCE BY ZIP:
Area 1- Palo Alto 203 270 3597 2
§ 34 - 7 04
94306
Area 2- Stanford 3 1 65
94.305
Area 3- Mt. view/ 114 68 2542
Los Altos
94022, 94035
94040 -94043
Area 4- Sunn vale
'§4086-94089 115 101 1 P-10
Area 5- Sta. Clara 2'08 130 4043
b34
Area 6- Milpitas 69 61 1177
950
Area 7- Cupertino 12 9 346
95014
Area 8- Campbell 52 27 1046
95008
Area 9- Saratoga. 2 6 80
95070, 95071
Area 10- Los Gatos/ 34 17 100'9
Monte Sereno
95030, 95031
95044
Area 11- S.J.- Alviso 10 8 131
95002
Area 12- 3er 291 41 36 1065
9513 9 132
95134
Area 13- S.J. - Central
95110, 95112
95113, 95114 726 979 7,277
95126, 95128
95143, 95192
Area 14- S.J. -East
95 116 5
95122, 95127 97 423 9491
95133, 95148
Area 15- S.J.- F.Mckinl
95117, 95121 83 83 1587
95135
Area 16- S.J. - Edenvale 182 94 2833
95111
Area 17- S.J. -West 13 18 405
95129, 95130
Area 18- S.J. -South
95118 - 95120
95123 -95125 251 181 5286
95136 -95139
95141 -95142
95042
Area 19- Coyote 9 23 257 \.\OUSI,%rC
95013
�Ly CG
Area 20 t4or an Hill 79 79 2557 C� �J.
\E o
Area 21- San Martin 68 67 3482 D�CI
95046 k'r dt�ulvi iy,
Area 22- Gilroy 218 245 8026 U rtw�il,c}�,rncl�c,
Out of Area 20 1935 1512 40 251
Unknown 370 _ 5,3 1 2 ��- 19 S
TOTALS
Page 2.
D. Project Management
1. The Shelter project will be administered by the Emergency Housing
Consortium. The project location is Agnews Developmental Center, Santa
Clara. The name of the shelter is Family Living Center.
2. The Staff who work at the 38 family facility are Emergency. Housing
Consortium employees. Saratoga will partially pay for the Salary of the
Shelter Coordinator, who is the director of the program. (Attachment)
3. Attachments included. The shelter provides 30 day shelter to homeless
family members from throughout Santa Clara County. Besides shelter, the
program provides daily prepared meals, medical care, child care, and
specialized workshops to help the homeless family members address the
barriers in their lives that prevent them from maintaining a successful
household in the local economy, i.e., transportation, jobs, substance
abuse, budgeting, etc.
4. Evaluation is ongoing. For the City of Saratoga, quarterly evaluations
will be submitted with documentation demonstrating the funds spent on
the position of Shelter Coordinator. A program evaluation will be
submitted demonstrating how the program is achieving its goals of
shelter and relocation.
Sincerely,
aa4lel Buono MSW
Executive Director
Emergency Housing Consortium,Inc.
HCD MONTHLY PROJECT BUDGET
FOURTEENTH-PROGRAM YEAR
1988/89
Agency Name Emergency Housing Consoxtium
Project Family Living Center Shelter Proiect
r
DATE Jan.7,, 1988
LI HE. ITEM
198'/ 8]
JUL
AUG
SEP
OCT
110V
DEC
198A 9
JAN
FEB
MAR,
APR
MAY
JUN
TOTAL
SALARIES
Personnel
$ 208
$208
$208
I $208
$208
$208
$208
$208
$208
$208
$208
$212
$2,50
Benefits
OFFICE EXPENSE
Rent
Telephone
Postage
Printing
Supplies
Travel
Utl I i ties
I�
Equipment
Dues and Subscriptions
OTHER EXPENSES
Accounting Services
Contract Services
insurance
Conferences
Miscellaneous
TOTAL
$208
$208
$208
$208
$208
$208
$208
$208
$208
$208
$208
$212 J$2,500
R „
I
b ;r
n
City of Saratoga
Community Development Block Grant Program
FOURTEENTH--PROGRAM YEAR
FY 1988 -1989
PROJECT PROPOSAL-COVER PAGE ,-
APPLICANT ORGANIZATION
NAME SENIOR-COORDINATING COUNCIL OF THE LOS GATOS AREA
ADDRESS 208 F-. Main Street il
JANET•KING -GOTH
NAME/TITLE OF PROPONENT EXECUTIVE DIRECTOR
SIGNATURE
TELEPHONE'NUMBER (408) 354'15(4
PROJECT NAME CASE MANAGEMENT
DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $ 7,500.00
PROJECT ABSTRACT (Limit statement to space provided.)
The Goal of -the Case Management Pro r•am is to assist functionaily
impaired older adults, 60+ years, living in the City of Saratoga to
obtain services that promote and maintain their optimum level of
functioning in the least restrictive community setting. Case manage-
ment services are targeted toward those seniors with "greatest social
and economic need ". The SCCLG has provided casemanagement services one
day a week to Saratoga se,niors, for the nast 5 years It is proposed
that the Case Management Project in Saratoga be expanded to a half-time
,ppsi ti on to more- fully met the increasincr needs of Saratoga residents.
•n
4
A. Description of Applicant Agency
The Senior Coordinating Council of the Los Gatos Area (SCCLG) was incorporated
as a 501(c) (3) non - profit organization in 1976 and is governed by a 15 member
board of directors. There are 6 major committees with sub - committees appointed
as necessary. The mission of the SCCLG is to provide, promote and encourage
programs, resources and services that contribute to the physical, emotional and
social well -being of seniors living in the Los Gatos /West Valley Area.
The Council on Aging of Santa Clara County, designated by the State of
California as the Area Agency on Aging (AAA) for Santa Clara County, contracts
with the SCCLG to provide and coordinate case management services for older
adults, 60+ years, residing in the West Valley Community Service Area (CSA #9).
The West Valley Community Service Area encompasses the cities of Saratoga, Monte
Sereno, Campbell, and the Town of Los Gatos as well as adjacent rural areas to
the west and to the south extending to the Santa Cruz County line. Geographic
Area to be served under terms of this funding proposal is the City of Saratoga
The SCCLG has provided Case Management services one day a week, to older adults
of Saratoga for the past five years. Surveys by local agencies in Santa Clara
County providing services to seniors indicate that two- thirds of seniors with
serious problems do not seek assistance. It is proposed that the Case Manage-
ment Project in Saratoga be expanded to a half -time position (20 hrs) to more
fully meet the needs of older adults living in Saratoga. Outstationing t-he Case
Manager at the Saratoga Senior Center has succeeded in providing services to
older adults who already have some awareness of services available and how to
obtain them. The seniors that are not being reached, are the frail and
homebound, who gradually become more isolated as they grow older, and are
unaware of services available to them. Currently there are no other programs
located in the West Valley Area that provide these services in a timely manner.
A memorandum of understanding with the Saratoga Senior Coordinating Council
currently provides for a case manager to be outstationed at the Saratoga Senior
Center. During the past year, unduplicated case management services were pro-
vided to 101 seniors residing in the City of Saratoga. A breakdown of Saratoga
residents served shows 75% were low income (at or below the SSI /poverty level)
and 49% were persons of greatest social need. Requests for services and /or
referrals were for: a) financial assistance -28, b) health services -7, c) home-
maker services -34, d) housing -14, e) legal -7, f) transportation -12, g) mental
health counseling -6, h) nutrition -20, i) respite /day care -15, j) skilled nursing
facility /residential care homes -4, k) socialization /enrichment -20, 1) handi-
capped services -10, m) telephone assurance /safety -4.
The case manager facilitates linkages to and coordination with other agencies
that provide services for seniors 60+ years of age. Needed services are ident-
ified and cooperation with other agencies is established to avoid duplication in
delivery of these services. Outreach and referrals are accomplished through on-
going contact with churches, service provider agencies, hospitals, and
physicians in the West Valley Area.
Agreements of service coordination have been developed with the following
agencies. These agencies refer senior clients to the CSA #9 Case Management
Program when case management level services are required.
The Saratoga Senior Center - providing office space, volunteers and telephone
assurance to support the case manager.
The Live. Oak Adult Day Care Program - providing a socialization and respite
program for frail elderly living in the West Valley Area:
Long Term Care Ombudsman Program - to resolve problems between patients and
residential care home staff administration.
The Health Place - San Jose State University Geriatric Nurse Practioner
Program, provides health counseling and student interns to do home visits and
follow -up after initial visit by the case manager.
Transit Assist _ providing transportation to Saratoga residents in need of
specialized door -to -door services.
West Valley Mental Health and West Valley Alcohol Services - provides
consultation, evaluation and services.
Other agencies that the case manager works closely with are: The Bridge
Counseling Center, Salvation Army Emergency Welfare Fund, Adult Protective
Services, Peninsula Center for the Blind, Family Services Assn, Friendly
Visiting Service, Project GAIN, in -Home Support Services, Senior Adult Legal
Assistance, Information and Referral and numerous community agencies serving
the elderly. Discharge planning is provided by the staff of Los Gatos
Community Hospital and Good Samaritan Hospital.
B. Project Purpose and Objectives
The goal of the Case Management Program is to assist functionally impaired older
adults living in the City of Saratoga to. obtain services that promote and main-
tain their optimum level of functioning in.the least restrictive community
setting.
Case Management services 'are available to all persons 60+ years of age,
eligibility for services is not determined by a means test. Case Management
services., however, will be targeted toward those seniors with "greatest social
and economic need" as defined by the Council on Aging:
Greatest Social Need - those seniors who are:
a. Handicapped (or functionally impair-ed.due to physical or behavioral
disability) - needs wheelchair, crutches, cane, walker or escort; has visual
impairment; confined to a bed; loss of-motor functioning in hands or arms,
other physical or observable behavior which restricts the individual's
ability to perform normal daily tasks.
b. Communication /Language Barrier - Cannot speak or communicate in English, or
needs and interpreter; has a speech impairment.
c. Lives Alone - The individual senior lives by him /herself, or with another
functionally impaired person.
d. Age 75+ - The individual senior is 75 years of age or older.
Greatest. Economic Need - A senior whose income is estimated to be equal to or
less than the SSI benefit /poverty level.
Number of unduplicated persons to be served in the City of Saratoga, 200. Case
Management services are to be provided each year, to at least 60 older adults
with multiple service needs,, and to 140 seniors with single service needs.
Case Management services to include:
- comprehensive assessment of client needs, 180 hours
- writing individualized plan of care and services, 180 hours
- service authorization to link client to appropriate services, 240 hours
case monitoring to determine quality and effectiveness of services, 90 hours
- individual and group•�counseling, 72 hours
Service priorities for provision
nature and urgency of the client
threatening situations are given
For example medical emergencies,
well as elder abuse cases would
with regards to assessment schedu
of Case Management services are based on the
situation. Those clients presenting life
service priority over other service requests.
financial, housing, and food emergencies, as
be ranked first for priority over other cases
Ling and service provision.
Delivery of services will include: community outreach, provided by paid staff
and trained volunteers in an attempt to locate frail, isolated elderly; in- house
outreach, clients will continue to be recruited from participants already
attending the Saratoga Senior Center; publicity through monthly senior center
newsletter, local newspapers, case manager presentations; referral network of
community agencies; and community contacts "word of mouth." Case Manager has
also developed and continued to maintain relationships with key individuals in
the community who have regular contact with target population.
The most effective plan for reducing the cost of this program to the City of
Saratoga is to terminate the outstationing of the case manager at the Saratoga
Senior Center. Currently this Program is being charged $3,000.00 a year for
outstationing the Case Manager one day a week at the Senior Center. Since this
money is more urgently needed to expand the scope of services provided to
Saratoga- seniors, serious consideration should be given to this plan. Although
outstationing does add to the effectiveness of the Case Management Program, it
is not essential to the success of this project. The requested funding is for
the case manager's salary and benefits, thus providing 407. of funding necessary
to expand case management services to a half -time position.
C. Project Beneficiaries
1. Total number.of persons in service area. 29,261
2. Number of low and moderate income persons in service area. 6,600
3. % of low and moderate income persons to total number of
persons in service area. 23 %*
4. Number of elderly persons. 4,015
5. Number of handicapped persons. 675
6. Data Sources: California Dept. of Aging stats for PSA area agency (1980
census); Saratoga Senior Citizens Housing Needs Analysis 1975; Saratoga
,Social Needs Assessment; Community Forum, Public Hearing, Saratoga
Council on Aging, Santa Clara County Transit Assist. Follow -up data
3- 11 -82; Public Hearings conducted by City of Saratoga, January 1983,
1984, and October 1.985.
A survey of Saratoga Senior Center members done in Spring 1985,
indicates that 677. low to moderate income persons use the Senior Center.
D. Proiect Management
The Executive Director of the SCCLG performs all duties related to the admini-
stration of the Case Management Program. Supervises the activities, prepares
necessary reports and attends Project related meetings.
The Case Manager provides Case Management level services to 'multiple and single
need seniors. Trains, coordinates and supervises Project support staff,
responsible for informing community of project services, maintains referral
network, prepares necessary repor -ts, maintains Case Management files, attends
Case Management related meetings.
Title V (SCSP) is responsible for providing supportive assistance to Case
Management Project.',
D..N.Sc /Geriatric Nurse Practio.ner provides consultation and supervision of Case
Manager.
Treasurer of the SCCLG maintains the fiscal records and prepares the monthly
reports.
The program will provide services on weekdays from 9:00 a.m. to 5:00 p..m.,
twenty hours per week. Home visits to clients are made as needed.. Case Manage -
ment services to be provided, depending on client's need, include the following:
- Comprehensive assessment of client's psychosocial and health needs
- Development of a client care plan based on assessment
- Service linkage and coordination of existing community resources
- Follow -up and evaluation
- Ongoing.case monitoring of client's status
- Indivi'dual,and /or Group Counseling
The Executive Director and Case Manager meet bimonthly to evaluate program
operations in relation to program goals. The method utilized for internal
program monitoring involves evaluating progress on the basis of pre - designed
task -by -time chart focusing on specific program goals. Regular reports are made
to funding agencies as per their reporting schedule.
CASE MANAGEMENT PROJECT WORK PLAN
PROGRAM AREA OBJECTIVE TIMELINE FOR
COMPLETION
Targeting To provide minimum of 120 individual outreach Annually
contacts by trained volunteers, assessing seniors
for service needs.
Units of A
Assessment - assess 17 new c
clients for single and M
Monthly
S
Service m
multiple needs
Care Planning - to develop i
in depth plan of care M
Monthly
for each new case
Service Authorization - to l
link new cases with M
Monthly
needed service's
Case Monitoring - monitor b
by phone or in person, M
Monthly
all active cases
Staffing and R
Recruit and train 2 senior v
volunteers to assist A
Annually
Volunteers t
the case manager
Coordination E
Expand service coordination w
with service providers Q
Quarterly
d
discharge planners, senior c
center director
Outreach /Public P
Provided by trained volunteers, d
door -to -door Q
Quarterly
Information canvassing, 45 new senior to be reached
expand number of public service announcements (3)
Client Input Provided by monitoring and follow -up of all Monthly
active cases.
Internal In addition to receiving one hour of case Bimonthly
Monitoring conference supervision, the case manager will
meet regularly with the Executive Director to
evaluate progress in achieving program goals and
objectives.
CASE MANAGEMENT -PROGRAM - CITY OF SARATOGA
BUDGET SUMMARY
Senior Coordinating Council
of the. Los Gatos Area
BUDGET CATEGORY
:
TOTAL
PROGRAM
COST
OLDER
AMERICANS
ACT FUNDS
CITY OF SARATOGA
PROGRAM
INCOME
OTHER
RESOURCES
CASH
IN -KIND
PERSONNEL
Case Manager CM
9,185.
3,1.2.1
6,064
Executive Director @ 15%
3,744
3,744
D.N Sc /Geria`tric N.P.
2,600
PAYROLL TAXES Get
1,023
219
FRINGE BE- 11TEFITS 0•I
1,217
17
1,217
RENT (Saratoga)
3,000
3,000
RENT SCCLG Office)
242
242
TELEPHONE
240
240
POSTAGE
40
40
SUPPLIES
35
MILEAGE LOCAL
243
243
UTILITIES
EQUIPMENT.
INSURANCE
137
1
DUES & SUBSCRIPTIONS
25
25
TOTALS
2.1 731
3,121
7,500
3.,000
7, 306
Saratoga Area
SAS SENIOR COORDI.N�ATING COUNCIL.
CC P. O. Box 3033 • Saratoga, California 95070
January 8, 1988
Mrs. Janet King -Goth, Executive Director
Los Gatos Senior Coordinating Council
208 E. Main Street
Los Gatos, CAlifornia 95030
Dear Mrs. King -Goth:
You have asked for a letter of support from this organization for
your request to the City of Saratoga for partial funding of additional
time for a Case Manager to serve Saratoga residents.
We ude.rstand that you hope to increase the time available to Saratoga
residents from one day to two and a half days. We have certainly
needed more case management time in Saratoga, and provided one half
day extra last year with' limited funds from a_ grant from one of our
local churches. Staff and volunteers at the Senior Center are asked
to advise on many problems our older adults bring to the Saratoga
Senior Center and must take time from other duties to channel these
inquiries properly. The recent expansion of the Center and the
opening of C.A.R.E. Saratoga, - the adult day care facility will only
increase this *need.
We understand the funding provided your Council by th'e Council on-
Aging of Santa Clara County was not .intended to cover the full •
salary of a Case Manager, and that you prefer- to have full super-
vision over a Case Manager serving the area - Campbell, Saratoga and
Los Gatos, which is administratively desirable.
The SASCC Board of-Directors supports the need of the additional
Case Manager time, and could arrange space for the extra time needed
for Saratoga. However, we could not support this request at the
risk of reduction in funding we are requesting from the City of
Saratoga.
Very truly yours,
Margaret L. Corr
President
4
COAAGING COUNCIL
ON
OF SANTA CLARA COUNTY, INC. • 2131 THE �ALAMEDA • SAN JOSE, CA 95126
(408) 296 -8290
January 7, 1988 i
i
Janet King, Goth, Executive Director
Senior Coordinating Council of Los Gatos
208 E. Main "Street
Los Gatos, CA 95030
Dear Janet:
The purpose of this letter is to share -the intent of the Older American's
Act funding in Santa Clara County. We *are responsible, as designated by
the-California Department of Aging, for the planning, advocacy, coordination,
and development of programs for older adults, and for the distribution and
management of Older American's Act Title. I,II funding to organizations serving
older persons. The distribution of these funds corresponds to the unmet needs
identified through the Council's ongoing planning process., such as transport-
ation, case management, day care, etc.. :'Community organizations which receive
Older American's Act funding must provide a minimum of 10% match towards the
cost of their program. This, in practice, however, is far below the necessary
match or cost sharing required for effectively operating almost all Title III
supported programs. In other words, we recognize that the Older American's
Act funding simply cannot meet the service needs, and in fact it was never
intended to do so. Our goal is to fill the major gaps in the existing service
network.
All these contract agencies, as -you know, are made aware that funding from
sources other than the Older American's Act is necessary to effectively provide
services. In most instances this, out of .necessity, will far exceed the
required 10% match.
As such, we strongly-encourage and promote supplemental support from 'local
government, as well as other public and private funding sources. The fact is
that without such support, many of these programs simply cannot begin to
effectively address the problems and service needs of older persons. This has
become increasingly apparent in the past several years with the increase in the
older opoulation corresponding to a reduction in federal funding. These unmet
needs are often not related to an individual's income level, but emerge with
increasing age and frailty, and.the absence of family or community support.
Your Area Agency on Aging
Providing AWide Spectrum Of Services'For The Elderly
Ms. Janet King Goth
January 7, 1988 I _
Page 2
We commend the community organizations which are able to maintain a diver-
sified funding base,.and hope that the cities within the West Valley area
including,Saratoga, Campbell, Los Gatos and Monte Sereno recognize and
support these vital programs..
If I can be of assistance or answer any,'questions, please contact me.
Sincerely,
STEPHEN SCHMOLL
Executive Director
SS /rc
. i
.i
• :I
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OPERATION SENTINEL
PROPOSED FAIR HOUSING BUDGET
CITY OF SARATOGA
FISCAL YEAR 1988/89
Salaries and Benefits $ 900
OfficeExpenses .... ............................... .............. 100
TotalBudget ................................................. $ 11000
"rry
Ili operation
sentinel
,.I • , 'I I qi 1
IL, January 11, 1988 h , f , ! I,' 1''.,• �1 4
Ms. Carolyn King III il. '�r�l'tri,
CDBG Coordinator ; t �•'`.
City of Saratoga
4
196:55 Allendale I i
Saratoga, CA 95070
Dear Ms. King:
t I t.. ;.r ; ti I ,• „I I h' lio a i !t l�l.«t �,1(
Operation 'Sentinel would like ,to submit a. proposal to pro-
vide Fair Housing services to the City of Saratoga. We "i.
request your review of our proposal f.or direct funding or
endorsement for Santa Clara County funding.
As you are aware, in the past Operation Sentinel in con- !'
cent with the Fair Housing Consortium has been funded by
the County's Community Development Block Grant program,.
However, this year upon suggestion of the County we are , ?I'J'';i;,3`';.
submitting applications for funding individually to the ;'1a, t
Non- Entitlement Cities as well as a group Consortium pro-
posal to the County.; We hope you will'rule favorably on
our proposal. Should the City of Saratoga be unable to
fund our Fair Housing services, we hope you will endorse
us at the County level for funding.','"
1 t�
h •1 I I , p
I - I i II it ,
We appreciate your support.
tt'IkkP,IIF41111,411 i,�
,II I I. I h. i1 •I f I + �
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a I I ,ttr� Sincerely, yI �I aitlli� !
. I''A h �4trlli6 I u ti �� �Il �. I'. r" + II ', II l�rr� ! 4 I �� ,i 'i t�,il t {..•
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t h,. .I II �.J«'�I. t iW l 1 r I'� r 1S(I. 'I N'•rY'Ifl rt. a�
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it'll °•' „ ,,,•Ann .Marquart �, . ,•j.I'� a u, r �t ,'4 «Id I;.i hi 4i� 9' � flier `n tl =jib
i " JiTI r,.��� yi fit "Iti } �C,I{ ,�� a`t4
Program Director �, I +, y ,r, to 'r
_ H I t I). • ' ' ,I• I i '�.n y C r Y ° pp�' t� t`P,IVIY_
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Sponsored by The Stanford Mid'- Peninsula Urban Coalition
< L t'I" 4tyai'ti tF +i
' 860 Escondido Road, Stanford, California 94305 Phone: H 0 -U -S -1 N G
-. , 6i J' qt r •• 1 Y I i �`, ?ut 4h 1p w + t l ti
Ala; :�
operation
sentinel
�,.
January 11, 1988
OPERATION SENTINEL
860 Escondido Road Y-
Stanford, CA 94305 ' "' •iiti,' .
(415) 723 -0354
( 415) HOU -SING
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PROPOSAL FOR FUNDING
CITY OF SARATOGA
FAIR HOUSING SERVICES
FISCAL YEAR 1988/89
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;i;.Ann 'Marquar't,' Dire for
Sponsored by The Stanford Mid - Peninsula Urban Coalition
860 Escondido Road, Stanford, California 94305 • Phone: H-0 U- 5 -1 -N-G � l�
• I
PROGRAM DESCRIPTION
Operation Sentinel is the Fair Housing program of the Stanford Urban Coalition.
This non- profit corporation is an action, education and research organization
whose purpose is to improve the quality of life for the minority and the low
and moderate income popula- tions. The affairs of the corporations are managed
by the Board of Directors elected by the general membership of the Coalition. —
Operation Sentinel is one of three direct service programs and employs a pro -
gram director, housing counselors, office assistant, and a South County Housing
coordinator. The program maintains a HUD financed legal revolving fund and is
certified by the State Bar Association for fair housing litigation.
Operation Sentinel, established in 1971 to combat illegal housing discrimina-
tion, is headquartered at Stanford University (office space donated) and pro-
vides services to San Francisco,, City of Santa Clara, portions of Alameda, San
Mateo and Santa Clara Counties. This territory produces over 6,000 phone calls
and over 350 fair housing cases per year. For the five Urban County Cities ser-
ved by Operation Sentinel this represents approximately 800 phone inquiries and
45 case investigations. Approximately 60% of these services are in the South
County with the remaining 40% being in Campbell, Los Gatos and Saratoga. The
Gilroy office, serving Gilroy, Morgan Hill, San Martin and surrounding areas
also performs landlord- tenant counseling and conciliation. This is the only
housing counseling office in the South County.
STATEMENT OF PURPOSE
Equal access to housing is a fundamental right in our society. It is important
to individuals and families seeking to establish their homes, and it is impor-
tant to the character of our communities.
When people find it necessary to establish a new home
to participate in the housing market freely, choosing
available according to their means, and being treated
dividual merits. When people are denied such freedom
that are not related to their personal merits the tas�
can become difficult and traumatic.
they have a basic right
from the housing that is
on the basis of their in-
through prejudiced actions
c of establishing a home
Although the Civil Rights Act was passed over 15 years ago, there is still evi-
dence today that dual housing markets exist. This problem has been exacerbated
by the shortage of affordable housing. The increased pressure on the housing
market has resulted in methods of discrimination becoming more subtle and dif-
ficult to detect. Operation Sentinel proposes to promote freedom of choice in
housing through the enforcement of federal, state and local civil rights laws
and through the provision of community education and awareness.
PROGRAM OBJECTIVES
1. To educate the public at large and the housing industry in particular that
discrimination in housing based on race, religion,, sex, national origin,
marital status, physical disability, and children is illegal,and punishable
under state and federal law.
PROGRAM OBJECTIVES (cont.)
2. To inform the minority community that there is free assistance available
should they encounter- illegal housing discrimination.
3. To provide that service by investigation of complaints and involvement of
attorneys to take the cases to court at no cost to the client.
The telephone number for the program is H- O- U- S- I -N -G, an easily remembered
number which is widely publicized. Public service announcements are broad-
cast by radio and television throughout the six county Bay Area.
COMMUNITY EDUCATION
As education creates the backbone of any fair housing program, Operation Sen-
tinel seeks to inform both the real estate industry and the community at large
on the issues of fair housing. Educational methods are standard' components of
our service and include mailing campaigns and brochure distribution, fair hous-
ing radio public service.announcements and special presentations.
In addition, the'San Jose Mercury Newspaper has been publishing Operation Sen-
tinel's landlord= tenant advice column "Rent Watch" for the past two years.
This column appears bi- weekly in the newspaper. (see attached)
It should be noted that Operation Sentinel has demonstrated initiative and cre-
ativity in its community education efforts. For example, in 1980 Operation Sen-
tinel joined with the California Department of Fair Employment and Housing to
promote the dial H- 0- U- S -I -N -G hotline state wide.
PROCESSING COMPLAINTS
t
As calls come into the housing office, details of suspected incidents of hous-
ing discrimination are recorded by a housing counselor on a case record sheet.
The counselor then explains our investigation process and the available reme-
dies (litigation or conciliation). The counselor calls a tester who then sets
the investigation in motion. Not all cases require the assignment of testers.
Many cases involve research or counseling.
All calls not related to illegal housing discrimination are referred to the
appropriate agency for assistance. An extensive list of referrals has been
developed specifically for this,purpose as a part of the fair housing program.
Before investigators are sent out they are first.put through an intensive train-
ing session which includes lectures, group role play, and a question and answer
period. Investigators are responsible, prompt, and trained to conduct the test
in a fair and objective manner. After all tests, investigators are required to
fill out the necessary forms and to contact our office within 24 hours of the
investigation. When the test is completed to the satisfaction of the housing.
office staff, a report is made to the complainant. If illegal discrimination is
evident, the case can be referred to a member of the attorney panel or concili-
ated by a staff member.
4
LAWYERS REFERRAL SERVICE
The State Bar Association of California has authorized Operation Sentinel to
Operate a registered Lawyer's Referral Service. Operation Sentinel is the only
Fair Housing Lawyer's Referral Service in Northern California.. Operation Sen-
tinel brings to the county the resource of a HUD funded revolving account which
advances money to attorneys to handle the cases.
PROGRAM OPERATIONS
Operation Sentinel provides Fair Housing services to the West Valley cities from
the Stanford office and maintains a satellite.office in Gilroy serving South
County residents.
The South County office is maintained by a part -time coordinator and a part -
time housing counselor. These staff answer hundred's of calls for assistance
regarding all types of housing problems along with the fair housing complaints
and case investigations. Due to South County's geographic separation and spe-
cial demographics, .Operation Sentinel has developed a community education pro-
gram specific to South County needs_
r
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EXECUTIVE SUMMARY NO.
MEETING DATE: 1/20/88
SARAIOGA C11Y COUNCIL
Ocl�-
ORIGINATING DEPT: Recreation
SUBJECT: Increase in Civic Theatre Rental Rates
AGENDA ITEM 7 I
CITY MGR. APPROVAL
Public Notice:
1. All current Civic Theatre groups were informed'of this proposal at the annual theatre
scheduling meeting in December, 1987.
2. An agenda will be sent to a representative from each of the current theatre groups.
Recommended motion:
Adopt resolution number altering the fee schedule for Civic Theatre rentals effective
September 1, 1988.
Report Summary:
Civic Theatre rental rates were last increased 3 years ago on Sept. 1, 1985. Maintenance
salaries and operating expenses continue to rise and it is felt that these costs should be
passed on to the theatre users. Currently the theatre revenue is $25,000 per fiscal year.
Based on the new rate and average use, rental fees will increase by approximately 15 °0 or
$3,750. Listed below is the present and proposed rates.
Use
Rehearsals
Performances
Partial Use of Stage
Move In /Move Out
Informal Rehearsals
Present Rate
65
205
65
30
20
Fiscal Impacts:
Revenue from Civic Theatre rentals would increase by $3,750 per year.
Attachments:
Resolution #
Motion and Vote:
Staff recoimmxxlation 5 -0.
Proposed Rate
Effective 9/1/88
$ 75
235
75
35
20
RESOLUTION NO..
A RESOLUTION AMENDING FEE SCHEDULE
FOR CIVIC THEATRE RENTALS
The City Council of the City of Saratoga hereby resolves__.as
follows:
Section 1: The following schedule of fees is hereby
established for payment to the City of Saratoga on application
for each of the following uses of the Civic Theatre. This fee
schedule shall become effective on Sept. 1', 1988, and shall be
applicable to all applications for reservation after its
effective date.
TYPP FEE
Rehearsals $ 75.00 /DAY
Performances $2'35.00 /DAY
Partial Use of Stage $ 75.00 /DAY
Move In /Move Out $ 35.00 /DAY
Informal Rehearsals $ 20.00 /DAY
The above and foregoing resolution was adopted at a regular
meeting of the City Council o f t he City of Saratoga held on the -
day of 1988, by the following vote:
AYES:
NOES:
ABSENT:
ATTEST:
Deputy City Clerk
MAYOR
' 1 '
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: 1/20/88'
ORIGINATING DEPT: Recreation
SUBJECT: Increase in Civic Theatre Rental Rates
"AGENDA ITEM
CITY MGR. APPROVAL
Public Notice: \
1. All current Civic Theatre groups were informed'of this propos
scheduling meeting in December, 1987.
2.. An agenda will be sent to a representative from each of the/
Recommended motion:
at the annual theatre
urrent theatre groups.
Adopt resolution number aht\ ing the fee schedule fer Civic Theatre rentals effective
September 1, 1988.
Report Summa -ry:
Civic Theatre rental rates were last increased 3 years ago on Sept. 1, 1985. Maintenance
salaries and operating expenses continue to rise and itis felt that these costs should be
passed on to the theatre users. Currently the theatre revenue is $25,000 per fiscal year.
Based on the new rate and averag� use, rental fees will increas&'by approximately 15" or
$3,750. Listed below is the pr sent and:propo'sed rates.
Proposed Rate
Use Present Rate Effective 9/1/88
Rehearsals 65 - 75
Performances 205 235
Partial Use of Stage 65 75
Move In /Move Out 30 35
Informal Rehearsals 20 20 '
Fiscal Impacts:
Revenue from Civic Theatre rentals would increase by $3,750 per year.
Attachments:
Resolution
Motion and Vote:
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: 1 -20 -88
ORIGINATING DEPT: ENGTNRF.RTNG
SUBJECT; FINAL ACCEPTANCE FOR SDR -1478 BROOKWOOD, POLITI
Recommended Motion:
Grant Final Acceptance - Release Investment Certificate
AGENDA ITEM 4T
CITY MGR. APPROVAL
Re oft Summary:
City Council at their regular meeting, September 17, 1986 gave Construction
Acceptance for above project and one -year maintenance period has been completed.
Fiscal Impacts:
None.
Attachments:
1. Resolution 34.15.27-CT
2. Memorandum.
Motion and Vote:
Staff recomendation 5-0.
Recording requested by,
and to be returned to:
City Clerk
13777 Fruitvale Avenue
Saratoga, Ca. 95070
RESOLUTION NO 36 -B- 229
RESOLUTION ACCEPTING DEDICATION OF STREETS Brookwood Lane
It appearing that on or about March 4, 1986 , the street, storm drain and.other
n
improvements as show on the hereinafter referred to subdiviiion map and on approved
improvement plans therefore were completed and thereafter were maintained by the sub-
divider for a period of not less than an additional year from date'of satisfactory
completion.
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows::
That portion of the City's previous resolution rejecting the dedication of certain
streets, storm drains and other easements as shown on the following described subdivision
map:
SDR
Map of Tex No. 1478 recorded in Book 556 of Maps, at Page 6 in the
office of the County Recorder of the County of Santa Clara, State of California
on February 18, , 19 86
and as set forth in the Clerk's certificate on said map, is hereby rescinded and the
previously rejected offers of dedication on said map are hereby accepted, except the
following:
and all of the above streets which are accepted under this resolution are hereby de-
clared to.be public streets of the City of Saratoga, County of Santa Clara, State of
California.
BE IT FURTHER RESOLVED:
That the following described improvement bond or bonds are hereby ordered released:
That certain Improvement Bond No. 648 dated January 21, 1986 ,'and
issued by Saratoga National Bank
The above and foregoing resolution was passed and adopted on the 20th day of
January , 1988 at a regular meeting of the City Council of Saratoga by
the following vote:
AYES: Councilmen�ers Anderson, Clevenger, Hlava, Moyles and. Mayor Peterson
NOES: None
ABSENT: None
YOR
ATTEST:
n -/y
CITY CLE
' 3
RESOLUTION NO. SDR .1478-03
RESOLUTION ACCEPTING DEDICATION OF RIGHT /501ves,
The City Council of the City of Saratoga here as
follows:
SECTION 1: Reference is hereby made to the er of
of Dedication to the City of _Sa toga covering
rights -of -way over portions of streets:
a.) Offer recorded on. Parcel Map , in Book a
556 at Page 6, of Santa Clara County Records.
SECTION 2: The aforesaid Offer of Dedication is hereby accepted
by the City of Saratoga( and-the above portions of
said streets covered thereby are hereby declared to be public streets
of the City of Saratoga.
BE IT FURTHER RESOLVED:
That the following described Im- rovement Bond is hereby ordered released:
That certain Improvement Bond (Type) Assignment-'.Certificate
No. 648 Sated: Tan 93, 1q26
issued by: SARATOGA NATIONAL BANK
The above and foreg.ing resolution was passed and adopted on the
day of 19 at a regular meeting
of the City Council o Saratoga by the following vote:
AYES: r
NOES:
ABSENT:
MAYOR
ATTEST:
�ti�1E ORANDt1M
UMEW o2 O&UMV90S&
13777 FRUITVALE AVENUE . SARATOGA. CALIFORNIA 95070
(408) 867 -3438
TO: City Council DATE: 1 -4 -88
FROM: City Engineer
SUBJECT: Final Acceptance for SnR 1.478
Location: Brookwood Lane, Joseph Politi
The one (1) year maintenance period for ' SDR -1478
has expired and all deficiencies of the improvements have been corrected.
Therefore, I recommend the streets and other public facilities be accepted
into the City system. Attached for City Council consideration is Resolu-
tion snu 1478 -01 which accepts the public improvements, easements
and rights -of -way.
Since the developer has fulfilled his obligation described in the improve-
ment contract, I also recommend the improvement securities listed below be
released. The following information is included for-your information and
use:
1. Developer:
M=H POLITI
Address:
14447 Deer Canyon Lane, Saratoga, CA. 95070
2. Date of Construction
Acceptance: 8 -27 -86
3. Improvement
Security:
Type:
Investment Certificate
Amount:
$25.000.00
Issuing Co:
Saratoga National Bank
Address:
12000 Saratoga- Sunnyvale Road
Saratoga, CA, 95070
Receipt, Bond or
Certificate No.:
648 -
4. Miles of Public Street: ,08•
5. Special Remarks:
.. RSS /dsm
Rob S. Shook
�
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
AGENDA ITEM 1�!
MEETING DATE: 1/20/88 CITY MGR. APPROVAL
ORIGINATING DEPT: ENGINEERING
SUBJECT: Engineering Consulting Services for
Village Parking District #3
Recommended Motion:
Direct staff to complete negotiations with R. C. Smith Engineers of Santa Clara
to provide consulting services for VPD #3.
Repoft Summary:
Eight proposals for consulting services were received.
R. C. Smith has a great deal of experience in this area and an excellent
reputation with the agencies that he has provided services.
He has a clear understanding of the sensitivity of this project.
Fiscal Impacts:
Approximately $86,500.
Attachments:
Staff Report.
Motion and Vote:
Staff recomnendation 5 -0.
REPORT TO MAYOR AND
CITY COUNCIL
DATE: 01 -14 -88
COUNCIL MEETING: 01- 20 - -88
SUBJECT: Engineering Consulting Services for
Village Parking District #3
This office solicited proposals for civil engineering services for design
of and assessment district engineering for so- called Village Parking District #3.
On December 4th we received eight proposals to perform this work.
The City Manager and I have reviewed these proposals and recommend that
you direct us to complete negotiations with R. C. Smith Engineers, Inc. to pro-
vide consulting services on this project.
The approach to this project presented by Smith Engineers is one which is
meant to get us to a decision point of whether to proceed at an early point
when a minimum of time and money has been expended. This is very attractive to
the City as we are funding these costs. They are aware that the property owners
must understand the value of the project and that the assessments are worth the
finished project. They are aware also of the need to be flexible in structuring
the assessment district so as to meet the need of the merchants and property
owners. If the proceedings run relatively smoothly they estimate approximately
10 months between their notice to proceed and the completion of construction.
Mr. Smith has 20 years of experience in assessment proceedings similar to
this project which has become a specialty with him. I have spoken to five cities
for whom Mr. Smith has provided assessment district consultation and each has
given him a very good to excellent reference. One city that has several assess-
ment districts going at any given time indicated that he was the best assessment
district engineer they have worked with. In addition, our bond counsel recommends
him highly. In seeking references I was specific in questioning how Mr. Smith
worked with the property owners, staff and at public hearings. Some cities have
procedures where the consultant does not have direct contact with other than
staff. However, those who have him involved in all phases give him high marks
on how he delt with property owners and their concerns as well as his handling
of the public hearings. Mr. Smith has previously not done any work for the
City of Saratoga but I have known him for several years through our association
in professional organizations.
Page 2
Parking District #3
In reviewing proposals for this type of professional service it is
appropriate to first set aside any estimate of costs and review the proposals
on their merit. Having done that we find that the. Smith estimate of fees is
approximately the median of those received. Some were below and some were
above. Finalizing the fee will result from further discussion and understand-
ing of the scope of work.
Ro ert S. Shook
City Engineer
Note:
Following is a list of those submitting proposals and their approximate
fee:
C2G - Civil Consultants Group - Cupertino
Harrison, Teasley & Associates - San Jose
Creegan & D'Angelo - San Jose
R. C. Smith Engineers - Santa Clara
Willdan Associates - Pleasanton
Brian - Kangas -Faulk - San Jose
MacKay & Somps - San Jose
Ruth and Going - San Jose
$ 53,000
$ 56,500
$ 73,000
$ 86,500
$ 82,000 - 111,000 + contract
administration
$101,300 + contract administration
$105,700 - 126,300 +
$117,000
r
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SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. 1 3
MEETING DATE: January 20, 1988
ORIGINATING DEPT.: Planning
AGENDA ITEM: `
CITY MGR. APPROVAL
SUBJECT: V -87 -020; 20472 Saratoga -Los Gatos Road. Appeal of Planning Commission decision
denying a variance application to construct signs in the Community - Commercial zone.
Recommended Motion:
Deny the appeal and affirm the decision of the Planning Commission.
Report summary: The Planning Commission denied without prejudice a variance application
for signs at the Chevron service station at 20472 Saratoga -Los Gatos
Road at the December 9, 1987 meeting. The applicant has appealed
the Planning Commission decision. Staff recommends the Council
uphold the decision of the Planning Commission.
Public Noticing: V -87 -020 has been noticed by advertising in the Saratoga News on
January 6, 1988 and by direct mailing to property owners within 500'
of the project on January 7, 1988. The notice was also mailed to
the community notification list (requested by Council) on January 8, 1988.
Fiscal Impacts: None.
Attachments: 1) Report from Planning Director, 1/20/88
2) Appeal letter dated 12/21/87
3) Planning Commission minutes, 12/9/87
4) Report to Planning Commission, 12/9/87
5) Sign plans
Motion and Vote:
1/20/88: Continued to 2/3/88 at appellant's request.
2/3/88: Referred to Planning Comrsssion; report back to Council, if alternative
not approved, on April 6.
0
0919W o9 O&MZ19(0(5�
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070
(408) 867 -3438
MEMORANDUM
TO: City Council DATE: 1/20/88
FROM: Planning Director
SUBJECT: V -87 -020; 20472 Saratoga -Los Gatos Road. Appeal of Planning
Commission decision denying a variance application to construct
signs in the Community- Commercial zone.
BACKGROUND
On December 9, 1987, the Planning Commission considered an
application for three variance requests for signs at the Chevron
service station at 20472 Saratoga -Los Gatos Road. The variances
were for the following code sections:
1. 15- 30.040(h), to allow a free - standing sign 14' high in lieu of
10' allowed.
2. 15- 30.100(c), to allow a free - standing identification sign where
no free - standing I.D. sign is allowed on a gasoline station
site.
3. 15- 30.170, to allow a second price sign on a single site where
only one is allowed.
In addition, the applicant requested approval of the sign location
13' from Highway 9 and 23' from Oak Street which is within the 50'
sight- distance across a street corner where structures are not
permitted.
The Planning Commission reached a consensus to deny the application
without prejudice.
ANALYSIS OF THE APPEAL
The Chevron Company appeal letter dated 12/21/87 centers on the
following issues:
1. Chevron is concerned with the lack of clear visibility because
of the narrow frontage of the site and the large trees lining
both sides of Saratoga -Los Gatos Road. They felt that denial of
the variance will result in a hardship concerning business
identification and advertisement.
Memorandum to City Council, 1/20/87
Re: V -87 -020; 20472 Saratoga -Los Gatos Rd. - Chevron
2. Chevron feels that approval of the variance will not be a grant
of special privilege since a variance had been granted to
another property across the street in the area with similar
visibility conditions.
The Planning Commission considered these issues at the meeting and
addressed them as follows:
1. Some of the Commissioners felt that visibility problems at this
site were not significant and that customers are already
familiar with the station's location. The sign, therefore, may
not be needed. The Commission could not make the finding that
exceptional circumstances warranted granting the variance.
2. The variance which was granted to Imperial Savings on Saratoga -
Los Gatos Road (June 10, 1987) involved a sign that was smaller
in size (24 sq. ft.) and lower in height (5 ft.) than the sign
proposed by Chevron. The Commission felt that the approved sign
(Imperial Savings) would not have any impact on the
intersection. The Commission felt the Chevron sign, in
contrast, is too high (14 ft.) and that granting the variance
requests would set a precedent.
The Planning Commission further felt that the design of the proposed
sign was incompatible with the Village character. In addition, the
Commission felt that the free - standing sign should incorporate all
the fuel prices and that the second price sign should be eliminated.
State law requires that all price information is advertised, but
does not address the number of signs to be used.
RECOMMENDATION
Staff recommends the City Council deny the appeal and affirm the
decisio of the Planning Commission.
Y c uek Hsia
P1 ning Director
Attachments: 1. Appeal letter dated 12/21/87
2. Planning Commission minutes, 12/9/87
3. Report to the Planning Commission, 12/9/87
4. Sign plans
YH /vy /dsc
Decision Being Appealed: ��11F� ��� -c
QMN
1./�: ,,
S
• Grounds for the Appeal
(Letter may be attached);
Date Received:_
u '
-
Hearing Date:
..
_
Fee. :1 10 d
CITY *USE 0:
•
Sig a ure
*Please do not sign this
application until it
is
APPEAL APPLICATION
City offices. If you wish pecific people to
appeal please list them
Name of
Appellant:
S !V 1 LAN; /Pam
=+
SF-eV
I
r- IC•E . co.
Address :
I ?2-01 PA A4--, _ R 0E
Telephone:
/S �'$ ^l7Sg
68
Name of
Applicant:
�P� SC,�fL /mil l e II.SL/��M
1'T�
Project
File No.:
S'��► /iG�C,p
Project
Address: : _
�py-�Z �,�- T-�Gr� --1—��
�4-rnC. ,.2,p •.
Project
Description:
I�1 ty 5101 PA40&
A4 PAoV1—=�MnFN
NJ V
Decision Being Appealed: ��11F� ��� -c
QMN
1./�: ,,
S
• Grounds for the Appeal
(Letter may be attached);
S� EEO
I —
-
Appc ant's
Sig a ure
*Please do not sign this
application until it
is
City offices. If you wish pecific people to
appeal please list them
present
presented
be notified
at t
of this
on a'separate'sheet.
TIIIS APPUCATi0N MUST BE
THE DATE 01; THE DECISIO,
SUBMITTED IVTTI-IIN TEN
..
(10) CALENDAR
DAYS Or
1
File No., V— Q
APN S ^7 -O
AUTHORIZATION FOR PUBLIC NOTICING
I, as appellant on the above file and
property known as x+72 hereby authorize Engineering
L_O Gs/'tT
Data Services to do the legal noticing on the above file,
Date:—/ 72--�-177 Signature:
C.OMPARIY
5500 SHELLMOUND ST, SUITE 100
EMERYVILLE, CA 946082499
(415) 655.8905
J 21 December 1987
City of Saratoga
• Office of the City Clerk
13777 Fruitvale Avenue
Saratoga,, CA 95070
Attention: Ms: Betsy Cory
Regarding: Appeal on- Application No. V -87 -020.
Dear Ms. Cory:
On behalf of Chevron U.S.A., Inc., I would like to respectfully. -
appeal the Planning Commission's ,decision to deny Application No..
V -8.7 -020 at their 9 December'1987 meeting, The,Commission felt
that approval of the variance request would grant ,a, special,
privilege inconsistent with the limitations-on other properties
in the same zoning district.. All the other findings could be,-
made that would have passed this application. We disagree "with
the commissioners on the matter of special privilege.
Chevron is proposing that a new freestanding sign :be installed in
a new. landscape planter_at the.corner'of Saratoga - Los-.Gatos
Road and Oak Street. The sign would.display company I.D. and
competitive gasoline prices for the three major grades of, fuei
sold on' the site, -The sign would also replace the existing
signa.ge which, due to its pos'itioning., lacks clear visibility.
In order to'erect their proposed sign, Chevron needs a variance
to allow an I.D. sign that is freestanding. In order•to.ensure
that vehicles can safely negotiate the corner•at Saratoga - Los
Gatos and Oak Street, a second variance is needed'to allow a
freestanding sign 14 feet in height with 8 feet of clear, space..'
underneath.
'The section of Saratoga - Los Gatos Road that fronts this site is'
extremely narrow with large trees lining both 'sides, of the
street: Visibility of signage to vehicular traffic is unusually•
restrictive for commercial property. The business, directly, .
across the street was granted a Variance'f,or a freestanding sign.-
for this very reason. We feel that the Chevron "station
experiences the same hardships concerning business identification
and advertisement. Approval of our sign proposal would-not. be,
.
granting special privileges since this consideration has already
been given to other sites in exactly the same vicinity.
h!chtlf�I,f;Y SERVI�;L (tWTCRF'RIS(:5 INC.
M1
T�
PERO\/iIT
L t. y.. P•./ I V v
SERVICE
C.OMPARIY
5500 SHELLMOUND ST, SUITE 100
EMERYVILLE, CA 946082499
(415) 655.8905
J 21 December 1987
City of Saratoga
• Office of the City Clerk
13777 Fruitvale Avenue
Saratoga,, CA 95070
Attention: Ms: Betsy Cory
Regarding: Appeal on- Application No. V -87 -020.
Dear Ms. Cory:
On behalf of Chevron U.S.A., Inc., I would like to respectfully. -
appeal the Planning Commission's ,decision to deny Application No..
V -8.7 -020 at their 9 December'1987 meeting, The,Commission felt
that approval of the variance request would grant ,a, special,
privilege inconsistent with the limitations-on other properties
in the same zoning district.. All the other findings could be,-
made that would have passed this application. We disagree "with
the commissioners on the matter of special privilege.
Chevron is proposing that a new freestanding sign :be installed in
a new. landscape planter_at the.corner'of Saratoga - Los-.Gatos
Road and Oak Street. The sign would.display company I.D. and
competitive gasoline prices for the three major grades of, fuei
sold on' the site, -The sign would also replace the existing
signa.ge which, due to its pos'itioning., lacks clear visibility.
In order to'erect their proposed sign, Chevron needs a variance
to allow an I.D. sign that is freestanding. In order•to.ensure
that vehicles can safely negotiate the corner•at Saratoga - Los
Gatos and Oak Street, a second variance is needed'to allow a
freestanding sign 14 feet in height with 8 feet of clear, space..'
underneath.
'The section of Saratoga - Los Gatos Road that fronts this site is'
extremely narrow with large trees lining both 'sides, of the
street: Visibility of signage to vehicular traffic is unusually•
restrictive for commercial property. The business, directly, .
across the street was granted a Variance'f,or a freestanding sign.-
for this very reason. We feel that the Chevron "station
experiences the same hardships concerning business identification
and advertisement. Approval of our sign proposal would-not. be,
.
granting special privileges since this consideration has already
been given to other sites in exactly the same vicinity.
h!chtlf�I,f;Y SERVI�;L (tWTCRF'RIS(:5 INC.
Y ,
•� f
City of Saratog
Office of the City Clerk
21 December 1987
Page .2
We request your reconsideration of this issue in light -of• the
above argument.
Sincerely,
PERMIT SERVICE COMPANY
Spencer Nilson
SN /c1
Planning'Commission Minutes 12/9/87
10..: V -87 -020
Chevron U.S, .A., 20472 Saratoga -.Los Gatos Rd., request for a variance
to allow construction of a.free- standing identification and price sign on the!
site .and an additional free - standing price sign to replace an existing one.1
The proposed total area of signage is 54 sq. ft. and maximum of 14 ft. in
height in lieu of 50 sq. ft. area and 10 ft. height allowed by the City;
Code. Continued from November 17, 1987. .
----------------------------------------
Planning Director Hsia presented the Report to the Planning Commission, December 9,1987.
The Public Hearing was opened at 8:34 P.M.
Mr-Spencer Nelson, Representing Chevron U.S.A., commented as follows:
- Provided information on the 31.5 sq. ft. sign requested and removal of older signs ,
- Chevron was interested in site improvements at this location, including new signage
- Requested signage represented a reduction in the total sign area
Variance requested due to the unusual site configuration and obstruction of visibility
-;` Noted that the Mobil Station had a second price identification sign, required by State law
Ms. Suzanne Armbruster, 21169 Canyon View Dr., Saratoga, made the following comments:
First impression of the Saratoga Village/business area would be this intersection; she noted
the importance of aesthetics
- Customers were already familiar with the location of this service station
- Setting of precedence for size of sign approved and variances granted
- Questioned whether this section of Hwy. 9 was within the scenic corridor '
The City Attorney responded that, even if this site were within the scenic corridor, Such would
not impact signage due to its' designation as commercial zoning; however, a variance would
still be required for the type of sign requested.
Col. E. T. Barco stated that he was approached by representatives of two homeowners
association regarding signs in the Village and the Quito Rd. area, for the following reasons:,, .
- Rash of sign variances granted in the last six months, including this request
Number of signs which they felt were illegal
- Overall appearance of signs and the impact on the Village, Quito Rd. area and -the City
BURGER/TUCKER MOVED TO CLOSE PUBLIC HEARING AT 8:45 P:M. Passed 6-0.
Chairwoman, Harris noted her objecti on to granting sign variances and requested information
on applicable City ordinances; Commissioner Tucker questioned State law requirements. The
City Attorney provided information requested.
Commissioner Guch questioned the impacts on motorist's visibility of the larger sign.
Commissioner Kolstad felt that the increased size of the free- standing price sign would further
impact the existing visibility congestion; he was'not favorable to this request.
Chairwoman Harris concurred regarding the clutter of signs at this intersection and felt.that the
a variance would be the .granting of special privilege; she did not feel that the safety issue cited
was sufficient grounds for granting a variance.
Commissioners.Tucker and Burger felt that any view obstruction at this site was insignificant,
12/9/87 minutes (con't)
I.
Commissioner Kolstad was favorable to this request. He cited the need for visibility in making?
left hand turns; in- addition, the installation of new signs was a positive trade off in terms,of:
aesthetics and appearance. Businesses had aright to advertise; however, he was not favorable,
to the proposed design.
Commissioner'Burger concurred and felt that this proposal reduced clutter and consolidated
information contained on signs. She questioned the height necessary to be effective and was
. unfavorable to the design proposed.
Commissioner Tucker stated that she would not vote favorably on this variance since she. felt'
that prices could be incorporated in one sign.
Chairwoman Harris noted the high activity level at this intersection and felt that one sign would
not, further impact this intersection.
BURGER/KOLSTAD MOVED APPROVAL OF V -87 -020, PER MODEL RESOLUTION.
Failed 24,. Chairwoman Hams, Commissioners Guch, Tucker, Clay opposed.
TUCKER/CLAY MOVED TO DENY V -87 -020, WITHOUT PREJUDICE, :BEING"
UNABLE TO MAKE FINDING 4. Passed 4 -2, Commissioners Burger, Kolstad opposed..'
hLART TO PLANIN I dG COMMI SS 10iq
r` V -87 -020 20472 Saratoga -Los Gatos Rd,
A �.
Chevron USA Signs
i
r
REPORT TO PLANNING COMMISSION
FROM: Tsvia Adar
DATE': 12/09/87
APPLICATION NO. & LOCATION: V -87 -020; 20472 Saratoga -Los Gatos Rd.
APPLICANT: Chevron U.S.A.
APN:. 517 -09 -042
-----------------------------
PROJECT DESCRIPTION: The applicant requests variances. from the
following codes:
1. 15- 30.040(h), to allow a free standing sign 14' high in lieu •of
10' allowed.
2. '.15- 30.100(c), to allow a free standing identification sign where
no free standing I.D. sign is allowed on a gasoline station
site.
3. 15- 30.170, to allow a second price sign on a single site. where
.only one is allowed.
In addition, the applicant requests an approval of the sign location
13' from Highway 9-and 23' from Oak St. which is within the 50'
sight - distance across a street corner where structures are not
permitted.
ISSUES•
There are no issues involved with this variance application. All
the required findings can be made. However, staff has concerns
regarding the design of the sign itself which is not compatible with
the Village character.
STAFF RECOMMENDATION:
Staff recommends the Planning Commission approve Resolution V -87 -020
per the findings to allow a freestanding sign which would include
Chevron's.identification and the three lowest prices and a second 6-
-price sign 12.sq. ft. in area affixed to the front elevation of the
building. However, staff recommends that prior to the issuance of
the sign permit, the applicant will submit sign design plans for
Planning Commission approval as' indicated by condition #6 of the
Resolution.
ATTACHMENTS:
1., Resolution V -87 -020
2.' .Findings, Exhibit B
3. Technical Information and Staff Analysis
4. Plans, Exhibit C.
TA /rc
RESOLUTION NO. V -87 -020-
CITY OF SARATOGA PLANNING COMMISSION
STATE OF CALIFORNIA
WHEREAS', The City of Saratoga Planning'Commission has received
an application for a variance approval to allow one free standing
sign at 14 feet high including identification and three fuel prices
at' ,the corner.of Highway 9 and Oak St. and a second six -price sign
12 sq. ft. in area affixed to the building front elevation at 20472
Saratoga -Los Gatos Rd.
WHEREAS, the applicant has met the burden of proof required to
'support said application,
NOW, THEREFORE, BE IT RESOLVED that after careful consideration
o'f'the site plan, architectural drawings,- plans and other exhibits
submitted in connection with this matter, the application of
Chevron U.S.A. for design review approval be and the same is hereby,
granted subject to the following conditions:
See Exhibit A.
PASSED AND ADOPTED'by the City of Saratoga Planning Commission,
State of California, this 9th day of December, 1987,, by the
following roll call vote:
AYES: .
NOES
ABSENT:
Chairman, Planning Commission
ATTEST:
Secretary, Planning Commission
0
. . 1. . .11w q'. !,L
V -87 -020; Saratoga -Los Gatos Rd.
EXHIBIT "A"
Applicant shall ,sign the agreement to these .conditions within
30 days of the passage of this resolution or said resolution
shall be void.
2.- Height of sign shall not exceed 14" measured from ground level
to the top of the horizontal cross bar and minimum of 7 ft. to
the bottom of the sign panel.
3. Sign shall- be setback at least 12 ft. from the street curb
face.on Highway 9.
4. A second price sign will be affixed to the building and shall
not exceed 12 sq. ft. in area.
5. Total sign area on.site shall not exceed 50 sq. ft.
6. Landscape plan, including low evergreen shrubs that will not
exceed 3' An height at maturity, shall be submitted to the
Planning Commission for-approval and installed prior to final
inspection.
7. Prior to issuance of sign permit, a construction plan
including the sign design, details, materials and colors
compatible with the Village character, shall be submitted to
and approved.by the Planning Commission.
8.. Prior to submittal f.or a building. permit, a zone clearance
shall be obtained from the - Planning Department.
9. .-Construction shall be commenced within 24 months or approval.
will expire.
The foregoing conditions are hereby accepted.
Signature of,Applicant Date
•,a
P
V -87 -020; Saratoga -Los Gatos Rd.
EXHIBIT "A"
Applicant shall ,sign the agreement to these .conditions within
30 days of the passage of this resolution or said resolution
shall be void.
2.- Height of sign shall not exceed 14" measured from ground level
to the top of the horizontal cross bar and minimum of 7 ft. to
the bottom of the sign panel.
3. Sign shall- be setback at least 12 ft. from the street curb
face.on Highway 9.
4. A second price sign will be affixed to the building and shall
not exceed 12 sq. ft. in area.
5. Total sign area on.site shall not exceed 50 sq. ft.
6. Landscape plan, including low evergreen shrubs that will not
exceed 3' An height at maturity, shall be submitted to the
Planning Commission for-approval and installed prior to final
inspection.
7. Prior to issuance of sign permit, a construction plan
including the sign design, details, materials and colors
compatible with the Village character, shall be submitted to
and approved.by the Planning Commission.
8.. Prior to submittal f.or a building. permit, a zone clearance
shall be obtained from the - Planning Department.
9. .-Construction shall be commenced within 24 months or approval.
will expire.
The foregoing conditions are hereby accepted.
Signature of,Applicant Date
•,a
V -87 -020; 20472 Saratoga -Los Gatos Rd.
EXHIBIT "B"
FINDINGS•
1. A strict or literal interpretation of the Zoning Ordinance would
result in practical dif.ficu_lty or unnecessary physical hardship
inconsistent with the objectives of the Ordinance in that
Chevron gasoline station site is"not visible to vehicular
traffic from the north heading south. The western corner of the
site is the only visible corner. Any other location of the sign
will make the identification of the station and the visibility
of the prices very difficult or impossible.
2. Exceptional or extraordinary physical circumstances exist that
are applicable to the property involved or to the intended use
of the property which do not apply generally to other properties
in the same zoning district, in that the station is located by
a curved section of the State Highway 9, Saratoga -Los Gatos Rd.
The curved street,. the heavy traffic, and the existing street
trees together create conditions of poor visibility and obscure
.the station from traffic view:
3. Strict or literal interpretation and enforcement of the
specified regulation of the Zoning Ordinance would deprive the
applicant o.f privileges enjoyed by owners of other properties
classified in the same zoning district in that a single gasoline
price sign is required under Section 13531(a.) of the State
Business and Professional Code which should be visible from
adjacent streets. Other station and business in the area enjoy
this privilege by being located on more visible sites. The
Mobil gasoline station in this area is located on the corner of
Saratoga - Sunnyvale and Big Basin Rd. and is very visible to all
through traffic.
4. Granting a. variance will not constitute a grant of special
privilege inconsistent with the limitations on other properties
in the same zoning district in that no other gasoline stations
in the area share the same exceptional conditions existing on
Chevron's station site. Other business along Saratoga -Los Gatos
Rd. have freestanding identification signs. A variance has
'been recently granted by the Planning Commission to Imperial
Savings at 20473 Saratoga -Los Gatos Rd. which has similar
visibility conditions allowing the construction of a free
identification sign in excess of size and height to that allowed
by the City Code.
V -87 -020; 20472 Saratoga -Los Gatos Rd.
5-. Granting the variance will not be detrimental to the public
-health, safety or welfare, or materially injurious to properties
or improvements in the vicinity in that although the proposed
location of the sign is within the 50' sight distance across
Saratoga -Los Gatos Rd. and Oak St,. no safety issue is raised.
The proposed sign setback is 13' from Highway 9 and it is 8'
high from natural grade to the bottom of the sign panel. The
sign setback -and height meet with the safety requirements of
State Traffic Manual (Caltrans Traffic Manual Sec. 4 figure 4 -1)
concerning signs along State highways. The minimum requirement
for' a setback is 121, and the minimum height required to the
•bottom of sign is 71. The proposed sign meets these
requirements and will allow clear view of pedestrians and
drivers and will not create a safety hazard. The sign will not
have any impact of the public health or welfare.
J
4
A
J
4
TECHNICAL INFOPMATION /STAFF ANALYSIS
COMMISSION MEETING: 12/9/87
APN: 517 -09 -042
APPLICATION NO. & LOCATION: V -87 -020, 20472 Saratoga -Los Gatos Rd.
.ACTION REQUESTED: Variance approval to install a free standing sign
with an excess of height and size to that allowed by the City Code
and additional price sign affixed to the building front elevation.
APPLICANT: Chevron U.S.A. PROPERTY,OWNER: Same
OTHER APPROVALS RECEIVED /REQUIRED: Sign and electric permits
ENVIRONMENTAL ASSESSMENT: Categorically exempt under CEQA
ZONING: C -C GENERAL PLAN DESIGNATION: 'CR- Retail Commercial
EXISTING LAND USE: Gasoline Station
SURROUNDING LAND USES: Photography studio to the right, Friends of
The Library'book store to the left, Imperial Savings in front across
Saratoga -Los Gatos.Rd., and-multi-family residences to the rear.
PARCEL SIZE: 12,000 sq. ft.
NATURAL FEATURES & VEGETATION:
SLOPE AT BUILDING SITE: 0
PROPOSED SETBACKS:
None.
AVERAGE SITE SLOPE: 0
Front: 13' from Highway 9
Exterior side : 22' from Oak St.
HEIGHT:'
EIGHT 14'
IMPERVIOUS COVERAGE: N/A
SIZE OF STRUCTURE': N/A
ORDINANCE COMPLIANCE: The project does not meet all the requirements
and standards of the zoning ordinance in that the sign size and
height exceed those allowed by the City Code; an I.D. sign is
combined with the freestanding price sign and is located within the
50.1.sight.distance across street corners.
MATERIALS & COLORS PROPOSED:
Plastic.panels. with metal frame, internally illuminated. The sign
is framed by wooden bar and poles.
Colors: white,' red, black, blue and natural wood color.
V -87 -020; 20472 Saratoga -Los Gatos Rd.
Size of Signs and Description
-------------------------------------------------------------
Type of
Location &
Materials
Sign area
(sq. ft.)
Sign
existing
proposed
existing proposed allowed. -
Price -
Western
Same
23.2 17
10' - may be
free
corner of :.
location;
enlarged pur.-
standing.
the lot;
illuminated
suant.to P.C.
metal-
plastc,
approval Sec.
.black and
black and
15- 30.070 (c)
white
white
Second
-----------------------------------------------
Free-
affixed to
2.3.2 12
second price
Price -_
standing
front ele-
sign not
Northern
vation; same
allowed per
corner of
materials
section
the lot;
an colors
15- 30.070(c)
metal- black
and white
--------------------------------------------------------------
Identi-
Canopy roof;
Removal
14.5 None
40 sq. ft. max.
fication''plastic-
allowed. Sec.
red, blue,
,15- 30.100(a)
white and
and
--------------------------------------------------------------------
black
15- 30.040(d)
Identi-
Western
Same location
14.5 14.5
Free standing
fication-
corner.of
combined with
I.D. sign not
free
the lot;
price sign;
allowed on
standing
plastic-
same
gasoline
red, blue,
materials
station. Sec.
white
and
15- 30.100(c)
--------------------------------------------------------------------
and black
colors
Total:
75.4 43,.5
50
V -87 -020; 20472 Saratoga -Los Gatos Rd.
STAFF- ANALYSIS
The " subject gasoline station is located on the corner of Saratoga -
Los Gatos Rd. and Oak St. The applicant is proposing 'a free
standing sign composed of two,separate signs, Chevron identification
sign and a price sign, framed together by wooden bars and poles.
The maximum height of the proposed sign is 14' with a total area of
31.5 sq. ft. This new sign is proposed to replace the existing free
standing price sign and the nonconforming identification sign at the
southern corner of the lot. The new sign is proposed at the same
location. The proposal also includes the removal of the existing
Chevron ,identification sign which is affixed to the station's canopy
roof and the relocation of a nonconforming second free standing
price sign from the northern corner of the lot to' the front
elevation of the building. The total proposed sign area is 43.5 sq.
ft. -The proposed signs require variances from different ordinances
of,the city Code, and raise the following issues:
Number,of signs and total area.
The highest grades of motor vehicle fuel offered for sale are
required to be advertised in - accordance with'State Business and
Professional Code (Section 13532)(e). In.order to meet the State
Code requirement, the prises should be advertised either by
combining all prices on the existing freestanding price sign or
allowing a second price sign which is proposed to be relocated from
the northern corner of the lot to.the building elevation.
The first option may require enlargement of the proposed free
standing price sign to accommodate all the prices and the Chevron
ID. The price sign enlargement may be approved by the Planning
Commission per Section 15- 30.1.70(c) of the City Code, and will not
require variance approval. The second option for two price signs on
the site will require a variance from the City ordinances No. 15-
30.170 and 15-30.170(d)..
Although all prices could have been advertised on the proposed free
standing sign, only the -three lowest are proposed due to the
competitive nature of a business and in order to attract customers.
The—highest prices are proposed to be advertised on a second 12 sq.
ft.' price sign affixed to the building, This sign will replace the
2.3.2, sq. ft. second free standing sign-that exists on the site. The
new 'proposed sign will require variance approval but will reduce the
total sign area on the site to 43.5' sq. ft. in lieu of the 75.4 sq.
ft. existing and will bring the total area to the code restriction
of 50 sq. ft.
Design /Compatibility
The proposed design of the sign is a significant improvement to the
existing sign appearance and includes new landscape around the, base
of the sign. However, the sign is not compatible with the quality
and character of the Village area. The proposed sign.is composed of
V -87 -020; 20472 Saratoga -Los Gatos Rd.
two" of the Chevron's standard signs which do not complement each -
other. and'do not form a harmonic design but appear as-a collection
of separate signs. Both signs are made mainly of plastic material,
consisting of white, red, black, and blue colors, and are internally
illuminated. The subject station is located within the Village
boundaries where signs are characterized by modest size, low height
and made out of natural materials and colors. The sign criteria as
set forth in Section 15- 30.070(b) (d) of-the City Code require
compatible sign design with the surroundings. A sensitive design is
required to ensure compatibility with the unique character of the
Village.
The exceptional conditions on Chevron's site requires size and
height which are larger and higher than the typical signs in the
area. This situation requires more attention.to be directed towards
the design and quality of materials. Illumination of the sign may
be necessary due to the nature of a gasoline station business which
usually.operates all day and night..
Recommendations
1... All findings required under Section 15- 70.060 of the City Code
can be made and staff recommends the Planning Commission grant.
the requested variance to allow a free- standing sign including
the three lowest prices.and Chevron's identification, at the
corner of Highway 9 and Oak St..
2. Staff recommendss approval of the variance for a second price
sign which will include the six highest prices, will not exceed
12 sq. ft. in area and will be affixed to the building front
elevation.
3. A sign permit shall, be required pursuant to Sections 15-
30.050.(b).and 15- 30.190 of the City Code.
4. Prior to .sign permit issuance, a sign design plan shall be
submitted to and approved by the Planning Commission., The sign
design will comply with the City efforts to preserve the beauty,
.quality and character of the Village and shall comply with the
following guidelines:
The price•and identification signs should be combined into a
single sign designed for the purpose and the specific
-conditions of the subject site.
Natural materials and colors should be dominate in the
redesigned sign.
.Illumination of the sign should comply with the requirements
,specified in Sec. 15- 30.040(e) of the City ordinance.
The size and height of letters, numerals and figures on the
sign shall be in compliance with Sec. 15- 30.040(f) and 15-
V -87 -020; 20472'Saratoga -Los .Gatos Rd.
30.170(b) of the.City Code.
Landscape of the sign area should be shown on a site plan to
include low evergreen vegetation which will not exceed 3' in
height at maturity.
i
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@0 §&ia2&UQX5Z
1'3777 FRUITVALE AVENUE • SAR.ATOGA. CALIFORNIA 95070
(408).867-34:38
COUNCIL MEMBERS:
Karen Anderson
Martha Clevenger
Joyce Hlava
David Moyles
Donald Peterson
February 5, 1988
MEMO TO: Planning Commission
FROM: Deputy City Clerk
SUBJECT: Appeal on V -87 -020, Denial of Variance to
Construct Signs at 20472 Saratoga -Los Gatos
Rd. (Appellant/applicant, Chevron U.S.A.)
The City Council heard the subject appeal at its meeting of
February 3, 1988, and referred the matter back to the Planning
Commission with direction.. The Councils motion was as follows:
MOYLES /HLAVA.MOVED TO REFER APPEAL TO THE PLANNING COMMISSION;
THE COUNCIL IS UNABLE TO MAKE THE FINDINGS FOR GRANTING THE
HEIGHT VARIANCE, BUT IS RECEPTIVE TO AN ALTERNATIVE PROPOSAL
SUGGESTED BY THE APPLICANT TO REDUCE THE HEI.GHT TO APPROXIMATELY
6 FEET AND TO MOVE THE SIGN APPROXIMATELY 8 FEET. BACK FROM
SARATOGA -LOS GATOS ROAD WITH A CORRESPONDING REALIGNMENT OF THE
DRIVEWAY ON OAK STREET. Passed 5 -0.
Since the alternative proposal was not presented to the Planning
Commission, in accordance with established policy the alternative
proposal is therefore referred back to the Commission for its
review and recommendation to Council, with Council retaining
jurisdiction over the appeal. If the Commission approves the
alternative, there would be no need for it to return to the
Council. If the Commission does not approve the alternative, it
would then come back,to the Council on April 6 with the
Commissions report.
lr .
Grace E. Cory
cc: Planning Director