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HomeMy WebLinkAbout04-07-1997 Parks and Recreation Agenda~S AGENDA [] 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 a2 ~ , ~ rn- ~ Corni~c~r~ t~ ~~n~er ~ Y~St~Dn h~~I~pVQ.~E}~ ~ I .~ . ~ rn ~ ~ i 1 • ~ m~ l e e vie ~o -~- I ~ - u~~.. S o ~ ' r~ ~ , ~ ~. Tamer, ~ac~ I ~~~-,'~ ~o ~ I ~ • 3 nna ~ Pa c- ~ ~. rri Y'~V~Y1~~°Y1`~S ~.~ ~. i s~-~'~ ~ rn i a ~ ~ s rr, ~ ve m~ r1~-S ~o n~ ~~, n ~~t~-1~ ~ 3 ~ ~r~oar ~ or'~~ ~ }~,~t F~ C'~`~r ~. `~ rr ~ 1 ,:~ rrE n~ u.n r `~ ~. ~-a ~- r~ ~ t~. ~ ~.,~ n3~ ~ ~v~ 1. far ~. ~~r~~u r~;~~ ~~. r k. l I ~, ~ m~ ~ 1-~a ~~n ~.. _~ ~o~~..m~en~-5 1, ~' ,~,; ~ Hamm can i~ v~vt~m ~n ~aa ! ~.~~m;~ ~a ~~.lV F G ~~ erQ ~ Ct~m rY~ ~~ ~ ~ c.~.r.~ 1 ,'c a~--, c~~ ;~ , ~~ e~~ ~ ~e,~.~ -~,~ ~ r~ fc ~n~° ~ ~ ~ ... c ~~-~n cr3~ ~sr r~ er~-~' fit. ~ee ~ '~~ ~,~-- f- a r~5 r G 1 ' ~~ ~ ~ ~ t Y ~~~~r~~ ~'. ~ ~ ~~(c~re t~ j.~ ~~~~ ~ I~,'r l~ ~v ~~~ l ~ ~~' . ~~ ~~ k _~ ~~~m~~~ N P P »osss ~ r ~ i~ . J * illlta'PO~ CIT! OO>i>1CZL 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 • f :~~~ ~) h'~~Yr ~~ar 1S, 199T -~: ?: Via. . 1isuioGe ! t'~rs Csntsr, 196'S'S 7111a11~da-is bwrnis ~~~ ~dop mar litstirjg/~taint ~ lprstng wi1~ . Forks and tiara ~ txs~iissian ~-xor bran coals the ~atinq to order at 7: ttg Pls. s. . ALL, ,Mali . caun®sl~s rress~atz ~Y~ itoran, Vic~x !toyer tyoite, Cauncili~bera 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 •