HomeMy WebLinkAbout04-07-1997 Parks and Recreation Agenda~S
AGENDA
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SARATOGA PARRS AND RECREATION COMMISSION MEETING
TIME: Monday April 7, 1997 - 7:30PM
PLACE: Administrative Conference Room, City Hall
13777 Fruitvale Avenue Saratoga, California
TYPE: Regular Meeting
I. ORGANIZATION
A) Roll Call
B) Minutes (Meeting of March 3, 1997)
C) Posting of Agenda
Pursuant of Government Code 54954.2, the agenda for
this meeting was posted on the City Hall Kiosk on
April 3, 1997.
II. OLD BUSINESS
A) Priority revision and future scheduling of the use
of the Park and Recreation Development Fund.
• III. NEW BUSINESS
(None)
IV. WRITTEN COMMUNICATIONS
(None)
V. COMMISSION AND STAFF REPORTS
A) Commissioner's Reports
B) Previous Month Council Meeting Report
C) Recreation Department Status Report-Joan Pisani
D) Park Maintenance Division Update-Bob Rizzo
In compliance with the Americans with Disabilities Act, if you need special
assistance to participate in this meeting, please contact the Parks
Superintendent, Bob Rizzo, at (408) 868-1247. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure
accessibility to this meeting.
•
i•
M E M O R A N D U M
TO: Parks and Recreation Commission
FROM: Secretary, Parks and Recreation Commission
SUBJECT: Meeting of Monday, April 7, 1997
II. OLD BUSINESS
A) Priority revision and future scheduling of use of the
Parks and Recreation Development Fund.
The Council has suggested that the Commission develop a
reordering of priorities for use of the Parks and
Recreation Development Fund and bring the recommendations
back to the Council as soon as the work has been
accomplished. Council has stated the key considerations
for developing a new priority list are:
1) With the limited or reduced funding for maintenance,
the entire strategy of facility priority may have to
change.
2) It might be better now to try to fund only projects
which do not increase maintenance or somehow
actually reduce maintenance cost.
Enclosed is a matrix of the Parks and Recreation Program
Analysis that will be discussed and used to develop a new
priority list at the commission meeting.
•
•
Fund Lion
Num~ e~ p escri -
O~SAaATGGA lances
G-TY a ort of Fund Ba
Treasursr~8bru ry 2g, 1997
ents Year to Date
Adjustor peVenues
Audited T ansfets _. _ -----
„'~"_ As of
Year to Date ~28197.__-
tures
Expend __ - -_
- p 140
__- -- 6~~tg_...--- - -~ 10$8 814) $5~22S,52Q
GENERAL
0001
0010
0012 T.D•A~
H.CD-A.
FFIC gp-FEN
0013
0014 TRA
GAS TAX T PROGRAMS
ENVIRONMEN PAIR
T RE
0015
0016 HILLSIDE STREE
UP LAW ENFORCEMENT
0017
0021 S
LIBRARY pEBBONpS
PARK
0022 STATE
„caTS OF PAR~..~--
0040
0060
0061
0062
0063
0064
00661
0067
0068
0071
007:
0071,
~4 ,121,0$0
0
101,955
21,148
0
361,849
99,163
a
1,730
4,340
RE RRT GE N FUND
NE CREEK TRUST
QUARRFOUND TRUST
C.A:N
PARKINGD S R CT #3 TION
PARK COMPENSA
DEFERRED PUB. FIN. RUTH.
SARATOGA
DEPOSCAPEE~ GHT D SD
S S # 1 g, 4
pKG 01ST BOND AgSMNT•
LEONARD ROAD
NOTE: encY galanc a8onal p
* Trust and ces show are for inform _ _~
the Bala Approved by
--------
._- :--
Subm~tted by •
(~ ' ~ 0
(23,752}
5,992
46,0
(28,66 0
0
0
- 0
5,675
29,961
46,294
12,563
0
2,747,465
192,326
893,134
86,912
(47 ,644}
42,51
225,16 4
10,170
13,828
345,747
234,568
2,517
68,829
101,130
0
0
0
0
0
0
(µ75,3i0)
0
0
391,41 U
~4,790~64~
109,057
5,045
409,612
247,315
22,836
0
89,186
0
301
570
6,076
84,992
0
0
26,807
0
a n71
X3,47 0
(20,684)
35,9
(17,856}
319,438
78,845
68,829
13,674
4,340
653,67 0
1,185
0
12,608
168,443
0
0
107,567
0
12,313
Total `S` for financial statement purposes
versus fund egwtY
es are treated as a luaposes only
wx~
~„vo~
(g7-,089}
5,675
29,077 *
46,864 *
6,031
(53,451) ~
2747,465
192,326
417,824
6,152
(47 ,644)
38,929
According-Y
(Unaudited Results)
~ . •
1°
I
a
~- ,~
Parks Recreatjon Pro
ram Anal SIS
~ Work :Shop . ~. ..
~ • • :.::..:. .
ra ect 8 tTescri "on
stimated Size
stimated Cast
s~irrsated T~min .....
..
Resu is ..
Prst-9Tous .
.... ..
~~ •~~
Naw.PN
......
.....
1 Communit Hub~nilial tease
Master Plan Communit Hub 100 ood ~ •
3 Communil Center renovation -min 150,000*
~ ortltrtunkl .Center va rt~ax o 00* . . . . ....:.:::.. . ..
.:.. .
~' .tk~ds - Foo#hiq _ 2.4 ac ~,,;
.j :: • . .
6 Pla ~ tie s - A on aul 2.3 ac 200 000 ~ ...: 2 ~ : ;..
..
-T Pla i fields -Blue Hills/Azule 8. a 1 000 000 ~ :: ~2: • ~:. :: ~ ~
:.: J,: ;.::: ;
Plahin fields - Sarato a 3 . i ac 300 000
2.. ~ ~ ••
.9' Pla i fields -Marshall Lane .0 ac i 000 000 ~ ~ . ~ ~::
Pta i fields -McAuliffe 2.3 ac 200 000 .:2'
S orls fields at Cif Parks 1Azule 4.3 ac 500 000 : ~ ~• ~ ::: ~:: ~
.. ~ ~: ~ ::~.::_ ; :.: ;:.:
12 Renovate Warner Mallon - o o f~.~. iti-.~. ' _ ` ::: ; ::::::: 4 ::: ; :.:.:. ~ :::
Develo AZUIe 4.3 ac 500 000 • ~ ~ :~ ~6: ~ ~ ~ ~ ' .
Moran ade la a e 00 00 ~ ; .. ~ :::: ; .:6: ;; : ....... • .....::
Pla round E ui meM at Gardiner la area 60 000 ~ . ':.. ` .::... ~ b ~: •'~. ` ::~ :: :.~ ° : ;
16 Nakone hated rails
.....
1T Nakone teStroorn 100 000 1997 ~ ~ • ~ ` ~ ~ •
To8 00 1 97 ::. ::'p ... .....
~ Trail im rovemerris 1 000 000 : • . ` : 7 •: ~.: •: ~ ::: ~ ::. • ~ •
Indoors orls 8 adivit Center 1 000,000 ~' ~. ? : .• ° : ~~$,. ~ • >~ ~ •° ~ ~ ~ ~ ~ ~ ~ •
.:...: . .
.:: - o ~ ,,.~ .
Herita e b h rovemenE 14.0 ac ~
SO Ot1b 1997 ; ; 0.: ~ ~ ~,~ •
...
,.. ,
f i oo^ 100 0~0 97 j98 :. ::::::.:: p ..:: ; ; :: ; : :.
1 ,;. .....
~ ~ .. ..
~ ~~,
* Includes exterior paint, excludes architect fee
** Excludes architect fee and roof repair
File 92060
Adopted on: August ?, 1996
POLICY ON USE OF PARKS AND RECREATION DEVELOP2
BACRGROIIND:
~fA
In March, 1996, the Saratoga City Council requested that a Community Task
Force be developed in order to recommend what needs should be addressed
by the Parks and Recreation Development Fund. The task force was
comprised of two Parks and Recreation Commissioners, Jenny Crotty
(Chair), and Kay Whitney; one Council Member, Gillian Moran; two
community members, Jack Mallory and Fran Franklin and one alternative
member who served as secretary, Monique Drumm. In addition, Rich Hughes
was contracted by the City of Saratoga as a consultant. On June 8, 1996,
approximately 70 members from the community attended a workshop to help
determine and prioritize the needs of the City. Based on the results of
that meeting, the Task Force makes the following recommendations.
RECOMMENDATIONS:
1. Community Center Expansion - $100,000 for the initial phase
This expansion is based on a concept that there is a need to have a
community hub which would meet the needs of all the community and
would include a variety of facilities.
Create a master plan for a Community Center Hub
$100,000 to hire an architect/consultant to consider
* A new or expanded Community Center and its location
* Possible relocation of the corporation yard
* Possibility of including an indoor sports center
* Joint use/joint development of gym with Redwood School
* Possibility of partnering with private organizations to
develop joint use agreement for facility use for Seniors
* "Just-for-Teens" facility
* Method for funding the development or operation of this
new facility (tax/bond issue).
2. The Community emphasized a strong interest in meeting the needs of
youth. This included a concern about teen programs, development of
new fields and upgrade of existing field usage at school sites.
Although the workshop did not discuss location for these
recommendations, the task force looked at existing resources and is
making the following recommendation:
Playing fields for youth sports: 3 new and 4 renovated - $1,000,000
a. Joint use playing fields at school sites - $700,000
(There are 7 fields for possible renovation listed
alphabetically)
* Argonaut School 1 renovated field - multi-use
* Blue Hills Sch./Azule Pk.l new, 1 renovated -
* Foothill School 2 renovated fields - softball
* Marshall Lane School 1 or more field - multi-use
* Saratoga School 1 renovated field - multi-use
* McAuliffe School 1 renovated field - multi-use
b. Sports fields at City parks - $300,000
This would expand the number of fields currently available
* Azule Pk./Blue Hills Sch. 1 - 2 new fields - multi-use
c. Teen programs and needs were strongly emphasized by the
Workshop. The City should continue to make the Warner Hutton
House available for teen programs and find a way to fund low
cost activities for teens.
3. Improvements to existing~~parks - $500,000
Because of possible development of sports fields at Blue Hills and
Azule, special considerations should be given to those areas.
a. Azule Park (undeveloped)
* Trees, picnic tables, BBQ ~ - -
* playground area, paths
* Landscaped, off-street parking area
b. Kevin Moran Park
* Trees and benches
* Picnic benches, BBQ
* Playground equipment for older children
* Community garden or garden plots
* Landscaped off-Street parking area
(to support both Kevin Moran and Azule users)
c. Gardiner Park
* New Playground equipment
d. Hakone Garden .
* Replace hand rails if existing are unsafe
* Replace restrooms
4. Reserve Fund - $400,000
a. Use to complete projects 1 through 3 above (if under-funded)
b. Create a long term plan for developing and funding parks,
recreation areas, trails and open space.
- * Park and open space acquisition , e.g. Mountain Winery,
school sites, etc.
* Trail improvements.
5. The above projects are not stated in priority order. See attached
minutes of 7/17/96 and 7/23/96 for discussion on priorities.
•
2
Partial Minutes of July 23, 1996:
G. Self-Evaluation of Previous Meeting
Councilmembers felt the meeting of July 17th went very well. Mr. Peacock
indicates that the Council will be finalizing the park development
project priorities on August 7th but as yet staff has received no
direction as to which project should go first only that the concept of
creating a master plan for the civic center hub is not at the top of the
list. It was agreed that the City should talk to the three school
districts first to see who is ready to do what. Vice Mayor Moran
indicates she will help out with getting the various parties together.
Partial Minutes of July 17, 1996:
Councilmember Tucker clarified that the recommendations are not in order
of priority or execution.
•
3
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TZ]tE: Thursday, February 20, 1997 - 7:00 p.m.
PLi1CE: Large Room, Savior Center, 19655 Allendale Avenue
TYPES Adjourned Regular Meeting/Town Hall Meeting
Mayor Moran called the meeting to order at 7:00 PM.
1. Moll Cali
Councilmembars Present: Mayor Moran, Vice Mayor Wolfe, Councilmembers
Bogosian, Jacobs and Shaw.
Staff Present: City Manager Peacock, Public works Director Perlin,
Finance Director Fil, Recreation Director Pisani, Assistant to the City
Manager Hanlon.
2. Report of City Clark on Postiaq of 7lgends
The City Manager reports that pursuant to Government Code 54954.2, the
agenda for this meeting was properly posted on February 14. The
notice of adjournment from the February 3 Council meeting was properly
posted on February 4, 1997.
3. oral Commuaiastions from the Pnblia on lion-]-gsadised Items - None.
4. Disaussioa of City Budget
Mayor Moran states that she would like to break the meeting into three
components in terms of discussing the budget. First the Council will
listen to comments from the public, then there will be time for Council
discussion and finally time will be spent by the Council putting all
the information received and reviewed together to give staff direction
on preparing the first draft of a proposed budget.
• Mayor Moran asks for members of the public to make comments on the
budget and how the City might address the service priorities of the
community. Vice Mayor Wolfe indicates that if someone is going to
speak about retaining an existing program that person also suggest
where the budget could ba cut to allow a current program and service
level to continue.
Dane Christianson speaks. He notes that theta is a continuing long term
need to fund the Saratoga Area Senior Coordinating Council. He notes
that SASCC is seeking $18,000 in general funds for 1997-98 and suggests
that a part of the $94,000 generated by facilities rental, part of
which comes from renting out the senior center portion of the community
center complex be earmarked for that purpose rather than supporting the
recreation programs. He notes that the Older Americans Act of 1979
requires the City to provide support for seniors although no mandatory
dollar amount is required by the Act. He suggests that SASCC could
take over maintenance of the senior center and the rental of the senior
center and its associated revenues or they could contract with the City
to do the rentals for them. Perhaps the City and SASCC could work
together on such an approach. He indicates that SASCC could live
without the $18,000 for 1997-98 because of good market results on
SASCC's investments but that can not be assured in future years and
provision should be aade to provide such funding again in fiscal 1998-
99.
Recreation Director Pisani states that since all the cost of doing
rentals is charged to the recreation budget, the revenues from those
rentals do flow to the Recreation Service Fund.
Venise Taafe speaks. She states that the City needs to keep the
Recreation Department. There are 300 children registered in the
various dance program: alone and involves more that 1,000 people when
the families who are part of the program are included. Recreation is
a part of why people move to Saratoga; it adds value to homes and to
the lives of the people who live here. She asks the City Council to
consider how many people doing away with the Recreation Department
would affect. She suggaats that cuts be limited to those programs
City Council Minutes 2 February 20, 1997
which do not pay for themselves such as the Teen Programs and the
Volunteer Office.
• Darryl Becker speaks. He states that he represents the Hakone
Foundation and that shortly it will be presenting a formal proposal to
the City to take over complete operation and maintenance of Hakone
Gardens except for the entry road, capital improvements and insurance.
Sheeva Ghassemi speaks. She states that she is a member of the City's
Youth Commission and stresses the importance of the Warner Hutton House
after school program and the continuance of the Youth Commission. She
asks the Council to please keep these programs even though they do not
break even. These programs let kids get involved in a positive way in
the community and teaches them how to be responsible leaders for the
future.
There being no further comments from the general public Mayor Moran
indicates it is now time for Council comments.
Councilmember Bogosian states that after tonight he hopes the City
Manager will have received sufficient direction to put the budget
together. He thinks the City should keep public safety whole, leaving
police services at the current level. He believes costs can be cut by
reducing personnel costs and reorganization of the staff. He suggests
that public works and environmental services could be consolidated and
that upper and middle management positions can be cut as a result. He
believes that cuts should be made in long range planning. He believes
that the time interval for street and park maintenance activities can
be increased. He is against the sale of any city property, including
the parks. He believes that the staff needs to look at ways to cut
costs for recreation personnel but wishes to save the department as an
operating department for the City.
In the area of public safety he suggests the schools be asked to help
to pay for crossing guards and the School Resource Officer, but he
• would prefer to keep the crossing guards, especially at Saratoga and
Fruitvale Avenues. He suggests that the sheriff assume code
enforcement duty instead of keeping the Community Service Officers. He
feels the City needs to look at recovering total operating costs where
possible. He believes the City should look into marketing and renting
all City property at fair market rent. He suggests that management
perks such as car allowances and housing assistance should be
discontinued.
Councilmember Jacobs states that the City needs to define what
essential services are; that for now cost should be disregarded so that
the Council can focus on whether a service is a mandate and whether the
City can exist without it as a City. That is, such things as finance,
planning, streets, law enforcement are all central to the existence of
a city. Then decisions should be made as to how much to spend on each
essential service. If there is money left over, either return that
money to the taxpayers or provide some level of discretionary services.
One criterion for considering the funding of discretionary services
should be whether they are self supporting. The City should also
consider ways to use private or non-profit agencies to take over the
provision of discretionary, non-essential services and that this
transfer should be planned to be phased in over the next year to be
complete by fiscal 1998-99.
Councilmember Shaw states the fact that this budget building process is
iterative needs to be kept in mind. He feels that the City should
prepare a worst case scenario first, that there should be no reduction
in the minimum general fund balance requirement, and that windfalls
should not be counted on to make things better.
He agrees with the idea of keeping the sheriff services up but hopes
that the City will pursue cost reductions with the new contract. While
he feels the School Resource Officer is very valuable, and a number of
letters from the schools have so indicated, he would hope that they are
supportive enough to help with the funding of the Officer in the
future. As for code enforcement, he feels that an approach of benign
neglect should be utilized, except where a squeaky wheel exists, and
such problems can be assigned to the sheriff to handle rather than
City Council Minutes 3 February 20, 1997
continue to have the Community Service Officers on staff. He believes
the City should keep a high level of recreation services. Rather than
destroy the program, charge the department with the task of becoming
- full cost recovery for operations in fiscal 1997-98 and to increase
indirect cost recovery in future years. If necessary, reduce staff to
keep pricing competitive with other agencies. He suggests that the
Council consider reducing its monthly stipend by 20$ if management
perks are going to be reduced.
Vice Mayor Wolfe states that while he supports continuing the current
level of law enforcement that does not means that costs can not be cut
somewhere in that budget. He asks if the School Resource Officer is
really that essential except for public relations purposes for the
sheriff? He feels that maybe the City should try an approach where all
budget areas are cut 15$, because if law enforcement is sacred, then
other services will be hit much harder. He suggests there is a need to
look at a time frame for transition to the reduced organization and/or
privatization where that might make sense.
Mayor Moran states that in her mind it is helpful to approach this
problem as if Saratoga was a new city. If that was the case what would
essential services be, then costs would be considered. It is her view
that essential services can be prioritized as follows:
1. Public Safety-police
2. Public Works-streets, medians, parks
3. Planning-environmental services
4. Maintenance and replacement of infrastructure
5. General Administration-finance
6. Debt Service Repayment-as soon as possible
She notes that the fiscal 1997-98 revenue picture will not represent
the long term reality. The 1998-99 revenue picture will do that, and
it will be less. She agrees that the City should not plan to count on
restoration of the Tax Equity Allocation money, or any other windfall.
She feels it is important to keep the commitment to future capital
projects. She does not feel that it is a priority for the staff to
search for new revenue. She believes that the budget needs to continue
to be balanced each year. She believes this means to keep the $2
million reserve policy. She favors keeping the 3~ contingency in the
budget. She suggests that parks be relandscaped where doing such will
reduce maintenance costs. She favors working with the Hakone
Foundation to revise the relationship to reduce City costs for
maintenance.
Council then set their budget priorities and instructions using the
Service Priority List handed out to all attendees at the start of the
meeting. Generally the priorities were that Public Safety,
Environmental Services, Public Works, Debt Service, General
Government,Intragovernmental Services and Capital Projects were
essential, while Community Services and Community Support were not.
Specific decisions in various programs included, seeking school
assistance for funding the SRO and crossing guards, reduce the level of
code enforcement, reduce the level of most planning activity, reduce
street maintenance by developing a medium range scenario, explore the
alternative way to deal with sidewalk, curb and gutter repair, improve
medians to reduce cost to operate and maintain, proceed to make
improvements to the Heritage Orchard to privatize maintenance at no
cost to the City, pursue Foundation takeover of Hakone operation and
maintenance, examine further privatization of some general engineering
services, reconsider LLA-1 in light of Proposition 218, reduce
Recreation Services and look at transition to service by others,
transfer Volunteer Office to city manager, look at total cost recovery
for Cultural Services, keep Warner Hutton House program if Youth
Commission can raise the money needed, use Park Development Funds to
turn Warner Hutton House attic into study center, provide no general
funding for Senior Programs for 1997-98 but reconsider this decision
for 1998-99, write down Civic Center COPS to the extend possible
considering other priority uses for unrestricted general fund reserve,
focus on housing projects for HCDA and look at ways to streamline
process and cut down on staff paper work required, look at CATV costs
and the cost to broadcasting City Council meetings and also whether
franchise fees have any restrictions on them because of the recent
City Council Minutes ~ February 20, 1997
change in federal law relating to telecommunications, retain the 3~
contingency, do not cut the City Council or Commissions budgets, make
cuts in the City Manager's budget, cut the Finance budget and look at
• contracting out some services, avoid incurring any new litigation
expense, reduce the costs for the City Clerk and for Personnel
Services, find ways to reduce Central Services costs, reduce costs for
Equipment Operations, Fixed Assets and Facility Maintenance, consider
Capital Projects only on a project specific basis.
5. Other - None..
6. Adjournment
At 10:00 PM the meeting was adjourned to February 25th at 7 PM.
Respectfully submitted,
Harry R. Peacock
City Manager
r1
~J
•
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tiara ~ txs~iissian
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se+Qoa3~: ~'ataobs~. acu! dhat~r'
titan ~: ,City ~ ~k P~lic lkrx'us Director Perlin,
A~l~t =D3~teotor - P~~, amity Dsvalt Director Cartis,
!"~ Dissector Fii, mks and sui].diAgs tiupwritr~ndent Hisao..
~. ~, eel` t~itT Cismt ~ ~tiaag of
'TES lab~- '~ reports tdtltt patent to Q~wsrrnrent Cod: 3a954..2, the
tope a~.+r asetsteg° s pr~oparly ppsted on' unary 21. 1'l~oa notice
ot,; ad~t eras the. !•b~ruary 18 .Cwertail atasting vas properly
posted ~ ` Shy T0, 19117.
3. . Wleal taat3oa+r !Melt '~{ l~Iblia ~ 1s+da4d3sed, 2tsa -None."
~. J~-iltt'~etlslq with !v>sJes a~wdhaora~ieu s:toe
Cowttissi~rss its tks~isson ~ Cbair wsinsr, Ca~issionars
- dTetwguist, °~a~t:Y. Csotty, Oisstt, , and lthitnay. -
1. ~•d to the hart dw to thr s+apeal of the
~~it= ,1a~s laaE wltish will attaat itess~ustios aad ttashs
ttirset~or Psiaz:i st~li,cates th#t her concinsiazs eras th+tr February 2pth
Cit3y Council • 11/ret~ is mat the Council wants tQ met catt o! the
r~:aatian ~~,:. ~ liar indicates t~tt is net the case but
t1~ca ss a awed to ~ra~o~e t!~* subsidy racraati~t :racer tro>Y the
rrsl i'wd• aced 1:cs find olhwrr t~tys to ps~cyvida services directly.
t~ lths °City.
1i~ .tAaNbe~r o! the parblir: a+r~i afiether the sal is stop the isecrsase in
thw- wDsidy or tfr atop iwrre subs#,dy altohsx. . Mayor taaie:en raspotsds
float .the t 1s ytb stop th+e ls:ariase in the r~ebsidy.
Dir+~cator Pisasi. iodates filet !Isis the issue is the ~aost of
ovwr2tead, beet: ircist of that viii. drat go away it tl~ departasnt as ..:
~, 8be syp~rrts the ~'st~uw~acs Diraafar has sstiaatad that o=rly
~?A, oat! 3n ararhea~d wil3 ba ssvad it the dot is disbanded, all
ether trv~ t would not be affected.
l1 .;lpgt~ier +pi' the ptaac that a>x audit be pre~rad whidt
dsfZa~tas fi,ectiMd tr+ot~rs~iabis ovsrheads tlsui the City would kt'mw
edra~. t~ :dal ia~ f+~ill bs.
Couna~ Shan ~tws l1~tt .!sit walk Mhat~ he suggested is that . ,
recra~ian" try to reurnrar all threat aostai~ and stiaduce the avstchead
subs~y by Zits in the ni~act fiscal period...
Qcaeaissio whitttey .asks khsthar it would bs acceptable for recrwtion
tv sass.,re~epe to swat the target versus dust rs~ing costs. mayor
z~ttiratt it~dicetsat that at Lhis point sbe is not looking at raising
ravetzule 'ta .+qrs tl prabl~a. Cbunai]at~r Shaw indicates he
xauld like to sea a prop' ee~sal on rav:ra;a w~tnstaa~rent. ll fez at the
publs,ct #~ t~~ryt~~w~a~kes na to ~E~ssar:nal it in doing sr~
r3 is ate= asaduced.
Cotmctihaesib~er -~alucobs indiaatss~ tba £ity is faced pith the prospect of
having:.ts .a~:.3ts~:budget, by about $~,.5 aillsoaa baoause of the ions in
tsx r~~ _ . ~ will jnst not be the saaae iYt .the futtera.
, ~t~t-tioa n1~-bs twt this tutors. ~sstetial sarvfcezs have
to ~ tirrat end~.ia~ty s+ur+~sgans feel that rerration services ass nc:t
. Cil~ 1 ~` 2
~r lflT}
h awur~wr o! tbs p~lia meets that rsarrsatiao, ,bY itsslt, etl+bss .
:.3 ~~ to, sve3si~q' 1Q0# ctf ~ths it~
Y ~ whst tatc+it: alb will..
p+~- aes~, ' ars vi11 to do so its hurt glass to +.
aw~+trsb~,ps, ss~t as a ~ fws, with ~~ +g~rtt~ng` first ar~t~lr ~st ,
-- ~~ ~`~~, or ~'fnq diffsrartt fats for non-saabss~ hottld.
axp3o-
Caw~cilaar lf~ iadoatss that hs ds~,.~ppo~t the oosti~xate~ of
the ~~t, ttrst ~ Iikas tl~s idoss tad so !ar amt ~d `litcs
tts ss~ thsd orltlltdd om.
~~ -Chi .~, sl~itar thst the t~awsfssion is s~-~slcfs~ aiad
~i~~ati~u- firwt 'R ~ashiRi3. ~ -ths ~siawrioa and malt aan find
:t~-~gtiaas, thsf` ~ whit-ths -dsalsioe~s !or ~hsa ~+Y the t~o~cil.
..
h ~ of: the pabl3,cr i:Wiaatss that ~ fa~eir v~ss rsarsation
hat~lp; it' wr~gtld bs a `bi,+g ~; to hats ec- ~ to othhr
~~~ ~it~w. ~' rsarsatio~t appa3tias .
ll eba7r o~'~. t~fs p~lia ~ wtutt ~°, assas of the budget ars tieing
ant. ~ >Iforaa iadioil~as that jvM~ abowt wv+ryt3t3aq is being wrt
ata~- "for lair palAE~ httt' tit a ;lar tbfs asr~a.. ants nay
hsv~t, to ~ ~ and ars baiAq oonsidarad Cowr~ailans~r Jac~ts
i~dr that ~. C
rsaily Est # the 3piftr gnattion at
++hat iir ''it~ whcsh atity govazrisaeet aaa prc~vids and... aanasntra~ts rasouaccais
to, tea°° at sss~iriae. : .
h ~tosr -of tie ptsblia states that so fsr hs . ~t hssrd t'h! Ccaufail
91ive tha..~ion also dir atioA.
h ~ rr~ . cad thir ~ pttblia states 'fit shit tntutld prs~ gcnrarsataat
asets~pt+ett et reaf+s~ 2~t~ . with ~ that it` shoet].~1 bs
~t~ttiaxly- ssit~eting. She gaw the dpi of Br~c#aat ~h
as nit ilo~dtplb. ~ tssls-thi% ennnt `~ hafts b~sn savad i! a3~e
' Errs had ; bees°. X11 ltd of ~k. ~ 8hyt i'rrls .- It in 8aa~atc~yyi ,are
rti,l.inp to pa,~' the ihoz'aatsed hs~orwt b~~etaw~r ldsat oo in rea~rsat~isrt is
A big part of what t~alcss Sasatoga a d~si~le plane to liv+a and
wltY., p,~ valwss a~+s ` sc High. - - ~ _
~1>`sieber of the public ~fltatus that. because f#acsd costs es•t
it~ctvtasi~- thn sl of ~ti~ ps~ots .fix than ~ta~da+~ tit
rslia»oe oft tb~ . etttl to -
a~ezi~sad .cests~...1~t ~~till 1~s seat o~xt~ t+e'peopls 'itt 8asatoga
~ are vnt ~ of ~~ they -take care crf tbahs
~$~ci.alip7 bst'~~' c itas4tiv~tlp, briaej in, ar~ro tta-r~u~Y, dva~t ~t ,
cat`" ~'~'+uis. .. _.
1l discassiaa +'<~ caw eafora riot bsAg ~ b~aause
a! tt~t rsv+t~e a~#si# ~ ion- are ~nde that the gt~aduativ'ity cif
~ttHe shsr'if! Arsds tee bs to other aitiils loaallY. xs .#hs aaet
. ,Ci~Cp is P~tYi~'- t+~ai3y.' to prptaat lwar~ttoga aid daxhtogsns?
i~ 3sun- isdit~ats he 'is stive of c~c
Shai- s ~, but tISstill wants to,; nook at scat! raststt~dnq
t~rthi:r ahr _ df ~~~ the dtrpart-t.
titlr~~' :: b~efn- • inlL#~litats t>sat tom, `Eno, wishes to tht
Wit.
Couric!'3a 3ao~+bs isrdis that r~tct+aatim crust aoovri the
hrcader ~ that it is paying -'for t~awtlt sthertiriss _ p~pTs
wi11 Wit,. ,stty~post ~~'~ t~ dspartaatYt
E~ 1tQl~s ia~dcsates he could iava to taus. a reatiob
su~riw which . sho~rs taa~r wtut gone ae in ration will help 4to swc-at
the owes~all prob~t : ~ and "bops that the Ca~is~ton gill sorts
~~ suo~ a kiss. .
~.tY ~. Pos+maok inidiaatars that the ~t t1oe staff costs
a~aa .not °-part. of ttat e~ashAui Qatt aaleml.~rtion f ° are part of ttiNM ,
d~seat salrta~* orate trirducsi~ig its- irl oth+ar as~-s o: ;
Citp Council Miautas 3 February 25, 1997
the budget where that cost is not affected by the change in recreation
service levels.
Public Works Director Perlin refers to the study done last year on
privatization and notes that in the model developed by the staff that
the key element in cost calculations is what are known as "net
avoidable costs", i.e. what variable overhead costs would go away if
recreation were to be privatized. In his view it should be the goal of
recreation in its March budget presentation to discuss how it would try
to recover as many of its "net avoidable costs" as possible.
B. Status and Future Scheduling of IIse of
the Park and Recreation Development Fund
Kevin Skelly, Principal of Saratoga High School, presents a proposal
which requests $700,000 from the City's Park Development Fund to
jointly develop a new swimming pool to be located on the high school
campus. He would propose that the high school then pay the City
$20,000 a year for use of the pool plus take care of all maintenance
costs. This new revenue would help to support the City's recreation
programs and the new pool would increase City program opportunities by
providing a new facility for increased recreation programming.
Commission Chair Weiner discusses the current policy on use of the
money, noting the process which the community went through to arrive at
recommendations on priority use of the funds. She notes that there
were thirteen priority suggestions for park and recreation facilities
and that finally the top five were chosen for either full or partial
funding.
Councilmember Jacobs notes that it would be impossible for the Council
and the Commission to totally revisit the priority list at this
meeting. The key consideration now is that, with limited or reduced
funding for maintenance, the entire strategy of facility priority may
have to change. For example, it might be better now to try to fund
only projects which do not increase maintenance or somehow actually
reduce maintenance costs. He suggests that the Commission take on this
task, with the schools, to develop a reordering of priorities and to
bring recommendations back to the Council as soon as the work has been
accomplished.
The Council agrees with the approach suggested by Councilmember Jacobs.
5. Discussion of Possible Call-up of Following Item from Planning
Commission:
Design review approval to redevelop and expand the Argonaut
Shopping Center by renovating the existing commercial
structures and constructing two new free-standing buildings.
Use Permit approval is necessary to allow the existing 30,070
sq. ft. Safeway Supermarket to be expanded by 10,720 sq. ft.
The property is located at Saratoga-Sunnyvale Rd. at Blauer
Dr. in a Commercial-Neighborhood zoning district (DR96-056
and UP96-016 - Argonaut Associates)
Councilmember Bogosian advises the other members of the Council and the
public that the issue before the Council at this point is not related
to the merits of the project, nor should there be a discussion on the
proposed project, but rather discussion needs to be limited to whether
Council wishes to call this application up for hearing.
Councilmember Jacobs indicates that he feels it is important for the
Council to review this project. It will be highly visible to the
community, it is used by virtually everyone in the City, and the
Council will be held accountably by the community in terms of how it
turns out so Council should review the project before it is approved.
• Councilmember Bogosian agrees with the points made by Councilmember
Jacobs and adds there are considerations about parking and traffic flow
which also need to be reviewed.
Ed Storm, the applicant for the project, states that he has gone
City Council Minutes 4 February 25,E 1997
through an open and strenuous project review by the Planning
Commission. The project is not a big expansion of the existing center,
but only an addition of 3,000 square feet to the main building and the
development of two pads on the corner of Saratoga/Sunnyvale Road and •
Blauer. He feels parking has been satisfactorily addressed, that he
has accepted the $300,000 cost to underground utilities, so this feels
somewhat like double jeopardy to him. There were no issues or
disapprovals raised by the surrounding neighbors. The project is
mainly an architectural upgrade of a neighborhood shopping center.
Mayor Moran indicates that she knows Mr. Storm has expressed some
concern about some of the conditions imposed by the Planning
Commission.
Councilmember Wolfe states that he is among the curious as to what the
project will look like but notes he can review the plans but is under
no obligation to do so through the hearing process.
It is moved by Jacobs, seconded by Bogosian to call up both the
application for the Conditional Use Permit and the application for
Design Review. It is understood that the hearing will be held on March
19, 1997. It is noted that this motion does not need a vote as the
Municipal Code requires only the request of two members of the Council
to call a matter up and the mover and the second have done so.
6. Appointment of Interim Planning Director
It is moved by Councilmember Jacobs, seconded by Councilmember Wolfe to
confirm the City Manager's appointment of James Walgren as the City's
Interim Planning Director. The motion carries 5-0.
It is moved by Councilmember Jacobs, seconded by Councilmember Shaw to
set the compensation for the Interim Planning Director as set forth in
the memo from the City Manager. The motion carries 5-0.
7. Award of Contract for Computer Hardware and Software to HTE-SMI,
Inc. (continued from 2/5)
Finance Director Fil updates the staff report on this item.
Councilmember Shaw indicates that he has had a group of citizens review
the proposal from the Finance Director and the conclusion reached is
that the City should proceed with the proposal from HTE. He indicates
the Master Plan cost has been reduced to $644,000 from the original
$975,000 since the Plan was originally approved by the Council. He
supports the use of Pentium computers with the Windows Operating System
and the reasons why such a system can not be used exclusively. He
indicates that there is agreement with Mr. Fil that the unique needs
which exist require the City to use an HTE type system. He notes that
the cost of software and support services over five years will cost
some $400,000. The remainder of the cost will be for new hardware.
Finance Director Fil notes that part of the change which has driven the
cost down is that no annual set aside will be made for replacement of
hardware. Instead the City will use a pay-as-you-go approach which it
has used in the past. This does reduce the overall cost by some
$130,000 over five years.
Mayor Moran asks where the various members of the Council are in terms
of going forward with the project.
Councilmember Bogosian indicates he will support the project, wishing
it was for less money and more off-the-shelf software, but will support
the project reluctantly.
Councilmember Shaw indicates that as time goes on and system
requirements change, he would suggest having a technical versed •
advisory group work with staff to review future needs.
Council agrees to approve the project as presented and directs that a
revised contract be placed under Old Business next week for formal
approval.
City Council Minutes 5 February 25, 1997
8. Approval of Letter to Public Service Skills re: Interim City
Maaager
The Council approves the letter to Public Service Skills as presented.
9. Self-Evaluation of Previous Msetinq
Council discusses the CDBG approval process from the meeting of
February 19th. It is agreed that staff should try to come up with ways
to cut down on the paper work and to streamline the process for next
year.
In reference to the February 20th meeting, Vice Mayor Wolfe indicates
a need for all of the members of the Council, himself included, to
stick to the business at hand and not get sidetracked with other
issues.
lo. Agency Assignment Reports
Councilmember Bogosian reports he attended the Flood Control meeting
and that the Saratoga Flood Zone Maps are being updated.
Mayor Moran reports she attended the Cities Association meeting where
a proposal from the County Arts Commission was presented. She asks
that Vice Mayor Wolfe contact Bruce Davis to have the Commission
present its work program to the Saratoga Business Development Council.
Councilmember Shaw reports he attended the KSAR Board meeting and that
KSAR is adding new equipment to its studio. He also reports his
attendance at the SASCC meeting and that the Council will be hearing
from SASCC about its willingness to give up City funding from the
general fund, but only for fiscal 1997-98.
Vice Mayor Wolfe reports on his attendance at the SBDC meeting. He
indicates that the Farmers Market may be a question mark for 1997. He
. also reports that the Phase II signs directing people to various
shopping areas in the City are due to go up this week. He reports on
his attendance at the Transit Authority meeting and that he has been
appointed to the Vasona Light Rail Corridor Advisory Board.
Mayor Moran indicates she has been elected as the Chair of the County
Emergency Planning Council and that an exercise has been scheduled for
April 16th in which Saratoga will participate.
11. Other
It is noted that the latest experiment with valet parking in the
Village is ending. Public Works Director Perlin discusses having this
experiment evaluated; to what extent should it be continued or expand-
ed. Councilmember Jacobs notes that parking is taking place on Oak
Street and there is negative feedback from the neighbors about this.
Councilmember Bogosian asks to verify that Dr. Rosenbloom is scheduled
to speak to the Council on March 19th. He notes that Dr. Rosenbloom
is requesting about 45 minutes of time. Is there a need for Dr.
Rosenbloom to prepare and present a written report as to the content
of his presentation before the meeting? The consensus is that this
would be expected of Dr. Rosenbloom. As to final scheduling, the
Council generally agrees to leave that decision up to Mayor Moran as
it will depend on the schedule of other major agenda items at future
meetings.
Mayor Moran indicates that she attended the Baylor Avenue traffic
calming study kick-off last Saturday and compliments Mr. Perlin on the
job he is doing in this area.
Mayor Moran also reports that she attended the 4th of July planning
• meeting last Friday, that the Committee is getting organized and that
this effort will be done without City involvement but that the City has
agreed to sponsor the event. Letters to community groups and potential
sponsors and participants from the Committee Chair Marilyn White will
be cleared first with the Mayor so that no commitment on the part of
the City will be made without her approval.
City Council Minutes 6 February 25, 1997
Mayor Moran also notes that she did attend the Great Race last weekend
but as an observer, not a participant.
It is noted that the next budget session will be set for March 25th.
12. Adjournment
The meeting was adjourned at 10:45 PM.
Respectfully submitted,
Harry R. Peacock
City Manager
•
8 ~A ~~~
r BAftATOGA CITY COIIMCIL
TIMBs Tuesday, March 25, 1997 - 7:00 p.m.
• PLACE: Senior Day Care Center, 19655 Allendale Avenue
TYPBs Adjourned Regular Meeting
i. atoll Call
Councilmembers liogosian, Jacobs, Shaw, Wolfe and Mayor Moran were
present.
Also present: Acting City Manager Perlin, Finance Director Fil.
2. asport of City Clerx on Posting of Agenda
Pursuant to Government Code 54954.2, the agenda for this meeting was
properly posted on March 21. The notice of adjournment from the March
19 Council meeting was properly posted on March 20.
3. Oral Commuaications from the Publia on 2ton-Agendised Items -
None.
4. Budgst workshop
A. Proposed restructuring of City organisation
Councilmembers discussed the chart showing the proposed restructuring.
Concern was expressed about the duties of the Volunteer Coordinator,
which would be taken over by an Administrative Analyst after the
Volunteer Coordinator position is cut. There was agreement that the
function was very important and should not be sent into oblivion.
Sufficient human resources should be devoted to the program so that it
can function effectively.
Rick Van Hoesen spoke as Chair of the Finance Advisory Committee. He
• suggested the possibility of two managers instead of three in the
Community Environment Department. He also noted that the
organizational charts do not show the exact chain of command all the
way down the line.
He suggested that the Council consider setting up a separate facility
rental fund and charging all costs to the fund to gauge the full cost
;' of the facilities.
Jim Ousley spoke as a member of the Finance Advisory Committee. He was
, concerned about splitting the Community Services officer from Law
Enforcement. He believed that all should report to one place and not
•be buried in the organization.
Grace Cory spoke as a member of the Saratoga Employees Association.
She noted that the .6 FTE Assistant to the City Manager position is
shown in the current organizational chart as a managerial position,
although the position is not technically management. Similarly, the
.6 FTE Administrative Services Manager, presumably the same person, is
shown as management in the proposed reorganizational chart. If that
position becomes management, additional perquisites and benefits would
need to be budgeted.
Jack Mallory, a Saratoga resident, asked what the reorganization would
mean for service delivery. He expressed concern about the
accessibility of staff to residents.
Councilmember Shaw expressed concern about explaining how the transfer
of the management of the public safety programs will actually be
.. handled.
Joe Oncay, City Codes Administrator, brought up questions about
building division costs versus building permit revenues.
Councilmember Jacobs asked how building permit fee increases figure
into the total picture and how we know that we are not collecting more
than we should.
Citp conaaii 1[inut~s
Maroh 25, 1997
,,
Councilmember Bogosian requested that Mr. Oncay prepare a memo
outlining his concerns and share it with Mr. Perlin and Mr. Fil. It
should also be discussed with the City Attorney to resolve the legal
issues. •
Kathy Weiner spoke as a member of the Parks and Recreation Commission,
She brought up the question of allocation of interest from the Park
Maintenance Fund. Mr. Fil said that interest from the Park Development
Fund goes to the General Fund to pay for Park Maintenance activities,
which is the appropriate and proper thing to do.
Irene Jacobs, Administrative Analyst, asked whether there would be a
need for new job descriptions for the new positions.
Councilmember Bogosian said that the restructuring proposal is going
in the right direction. However, he believed it relies too much on
shifting Recreation to the side and shedding responsibility for Hakone
Gardens. He suggested eliminating the Recreation Director and
including Recreation in the City Manager's office. In addition,
responsibility for Hakone Gardens could also move to the City Manager's
office and create a lower level position which would handle all
facility rentals. He requested a cost analysis of not transferring
Hakone to the Hakone Foundation.
Councilmember Jacobs believed that Hakone Gardens should go to the
Foundation. He suggested eliminating the Community Environment
Director. He believed Recreation should be kept separate•so its costs
cannot be hidden. He favored allowing Recreation to be operated like
a private organization. The staff could earn whatever they could, but
they should be charged the full cost of using all facilities. There
should be no taxpayer subsidy for Recreation.
Joan Pisani, Recreation Director, felt her salary is not excessive when
compared with other agencies. She noted that many contract positions
and programs would be eliminated. The goal is to achieve full cost
recovery with slight fee increases.
Councilmember Jacobs suggested that the theatre ticket surcharge be
moved from the Recreation fund into a separate trust fund. In its
current location it distorts the true cost of Recreation.
Councilmember Wolfe pointed out that Saratoga was founded as a minimum
service city but has now become an essential service city.
Elaine Hocker stated that other cities have cut staff and reorganized,
and their experience should be considered in order to avoid their
mistakes.
B. Sevsnus Projections for FY97-98 and FY98-99
Finance Director Fil reported that property taxes are up. TEA has a
new base of about $200,000 per year. Sales taxes, however, are down.
the County plans to take all TEA funds in Fiscal Year 1997-98.
Construction tax will trend down, as will other development-related
fees. There should be a 10$ fee increase for Planning and Building
related fees.
C. 1[ajor asvenue aad Bxpsnditure Budget Adjustments for BY97-
98
Acting City Manager Perlin reviewed the major changes. He stated that
there were $657,000 in revenue additions and $805,000 in expenditure
reductions, and $50,000 in reduced transfers to Recreation. The total
savings amount to $1.5 million.
Councilmember Shaw suggested looking at further consolidation in
Recreation. The staff should also look at alternatives for Hakone .
Gardens to keep it under the City's control. Management staffing in
the proposed Community Environment Department should be examined. He
also noted that we need to point out what we are no longer goinq••-to do
„ with less staff and which services will be eliminated or scaled back.
D. Revised Budget Master Calendar
City Council Minutes 3 March 25, 1997
There was consensus to approve the budget calendar revisions as
submitted.
• 5. Balt-$valuation of Previous Meeting
Councilmember Wolfe objected to having been characterized as not
allowing Dr. Rosenblum to speak to the City Council. He noted that he
had been willing to have Dr. Rosenblum speak at some meeting other than
the March 19 meeting, which had a very full agenda.
Councilmember Bogosian objected to Councilmember Wolfe's statement by
stating that the Council should have allowed Dr. Rosenblum to address
them on March 19.
6. Agency Assignment Reports
Councilmember Wolfe reported that valet parking had been discussed at
the Saratoga Business Development Council. He also reported on the
Honor Saratoga USA Project and on his visit to Washington D.C. as a
representative of the Valley Transportation Authority. He also noted
that he had discussed requirements of the Americans with Disabilities
Act with several officials in connection with the Council's desire to
provide public access to the stage.
Councilmember Bogosian asked the City Manager to determine how much
money had actually been spent to research the issue of providing
handicapped access to the stage.
Councilmember Shaw stated there may be a misunderstanding with the
Cable Television Board concerning who has control of restitution fund
monies. The Board will be sending the Council a letter.
Mayor Moran reported that San Jose Councilmember Trixie Johnson had
been reappointed to the Bay Area Air Quality Management Board as
• representative of the Cities Association. Regarding West Valley
Sanitation district, she expressed concern about the turnover of
district directors. She is willing to serve as Saratoga's
representative for another year. If she is reappointed she will then
serve on the Management Committee.
7. Other
It was noted that the meeting with the Interim Manager candidate
scheduled for March 26 has been cancelled.
There was consensus to authorize the staff to send the letter to
recruitment firms for the permanent City Manager position this week.
8. Adjournment
The meeting was adjourned at 9:58 p.m.
Respectfully submitted,
Larry I. Perlin
Acting City Manager
•