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HomeMy WebLinkAbout06-16-2004 City Council MinutesMINUTES SARATOGA CITY COUNCIL JUNE 16, 2004 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 5:00 p.m. Conference With Legal Counsel -Initiation of Litigation (Gov't Code Section 54956.9(c): (3 potential cases) Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & John Cherbone, Public Works Director Employee organization: SEA Conference With Labor Negotiators (Gov't Code 54957.6): Agency designated representatives: Lorie Tinfow, Assistant City Manager & Tom Sullivan, Community Development Director Employee organization: Non SEA Members Conference With Labor Ne otQ iators (Gov't Code 54957.6): Agency designated representative: Dave Anderson, City Manager Employee organization: SMO The City Council of the City of Saratoga held a Joint Session with the Friend of the Sazatoga Libraries in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30 p.m. Mayor Waltonsmith welcomed the Friends of the Saratoga Libraries. The following members of the Friends were present: President Virginia Parker, Bill McDonnell, Tom Blaisdell, Sharon Pierce, Sarah Model, Judy Johnston, Brenda Yamasaka. President Parker stated that the Friends of the Saratoga Libraries purpose was to support the Saratoga Library with things outside their budget. President Parker highlighted a few accomplishments of the Friends this past year: • Held more day and evening meetings in order to expand their audience. Some meetings featured special guest speakers. • Do more outreach to the community. Friends held a luncheon for the volunteers who volunteered at the local school libraries. A book in each volunteers name was donated to the Saratoga Library. • Held a Holiday Party at the Book-Go-Round • Produced four newsletters • Membership numbers up President Parker explained that 2/3 of the Friends income comes from sales from the Book-Go-Round. President Parker noted that the Friends gave the Librazy over $150k in grants last yeaz towards books, check out machines, children's programs and rubber bumpers for the book carts. On behalf of the Library JPA, Councilmember Kline thanked the Friends for their hard work and dedication to the Saratoga Library. Commenting on the bond that was passed a few years ago to renovate the library, Councilmember Bogosian stated that the Friends should take the credit for the bond passing and noted that the Friends are stronger now than ever. A discussion took place on how to donate used books to the Friends and how to become a member. Bill McDonnell thanked the Council for their recent approval to spend bond money to upgrade the security at the library. A discussion took place regarding the mud being tracked into the library. The Friends explained that students from Redwood Middle School walk through the Heritage Orchard and drag mud through the Library, which is ruining the carpet. The Friends stated that some students take their shoes off and wash them in the bathroom sinks. Mayor Waltonsmith thanked the Friends for attending tonight's joint meeting. The City Council adjoined to open Session at 6:20 p.m. to interview candidates for the vacancies on the Parks & Recreation and Public Safety Commissions. MAYOR'S REPORT ON CLOSED SESSION - 7:00 a.m. Mayor Waltonsmith reported there was Council discussion but no action was taken. Mayor Waltonsmith called the Regular City Council meeting to order at 7:00 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Stan Bogosian, Norman Kline, Nick Streit, Vice Mayor Kathleen King, Mayor Ann Waltonsmith ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Peter Kolf, Interim Finance Director Tom Sullivan, Community Development Director John Cherbone, Public Works Director Cary Bloomquist, Administrative Analyst REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JUNE 16, 2004 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of June 16, 2004 was properly posted on Junel 1, 2004. COMMUNICATIONS FORM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following person requested to speak at tonight's meeting: Jill Hunter stated that Saratoga is a beautiful city and is concerned regarding the slow destruction of the Village. Pointing out the five historic buildings that have recently been sold in the Village, Mrs. Hunter requested that the City not allow the new owners tear down the buildings. COMMUNICATIONS FROM COMMISSIONS Virginia Parker, President/Friends of the Saratoga Libraries, stated that earlier this evening the Friend's of the Saratoga Libraries meet with the City Council. President Parker pointed out highlights from the meeting. Report from the West Valley College AdHoc Committee: Councilmember Bogosian noted that due to a conflict of interest he would abstain from this discussion. Councilmember Bogosian stepped down from the dais. Mayor Waltonsmith explained that the issue of a football stadium at West Valley College has been a controversy in the community for over 35 years. This issue has been the subject of legislation, court cases, and political maneuvering. Most recently in 1996 the City and the College went to court over an issue of whether the College could exempt the stadium from City regulation. Ultimately, the Court of Appeals ruled in favor of the City and the California Supreme Court declined the District's request to review the case. Mayor Waltonsmith stated that towards the end of the litigation the West Valley Mission College District hired Chancellor Arterberry. He pledged to work towards resolving the issue so that all parties could move forward. In 2003, three-party talks were initiated between the College, the City and the neighbors. These initial talks did not result in an agreement but were constructive in that they helped the participants to know one another better and to understand each other's perspectives. Over the last three months the three- partytalks were re-instituted with an eye towards codifying the results of the discussions in a contract that would be signed by all three parties that would lay out a final resolution on this issue. Mayor Waltonsmith noted that a conceptual agreement was negotiated by all parties and is before the Council tonight for consideration. If Council approves this document, the City Attorney will work with the attorney of the College District to formulate the final three-party agreement. Councilmember Streit explained that the most significant elements of this conceptual agreement as follows: - The District will comply with the City's code and use permit requirements governing use of the football/track facility and will limit the use of the facility by outside groups (only K-12 school ornon-profit youth groups will be allowed). - The District will not challenge the legality or enforcement of the City's code with respect to the footbalUtrack facility or initiate or implement any action that would permit construction of an athletic stadium on the West Valley College campus. - The City will recognize the current uses of existing athletic fields and the District swimming pool as legal non-conforming uses not subject to the code's restrictions on matters such as seating and amplified sound. This applies only to existing uses of existing facilities. Any new or expanded uses would be subject to the code. For atwo-year period the City will use its enforcement discretion in a way that allows the District to use portable hand held amplified sound equipment at two specified track events each year. - The neighbors will create a formal neighborhood organization with legal status allowing the organization to be a party to the agreement. - The agreement will be for 30 years and will provide that it maybe amended by agreement of all three parties. The agreement will include provisions to make it enforceable by and against any of the three parties. Stan Arterberry, Chancellor, thanked City Manager Anderson for his leadership and vision Mr. Arterberry noted that without City Manager Anderson this agreement would not exist. Mr. Arterberry stated that the College recently hired a new President and would be bringing him to the August City Council meeting for a formal introduction. Mr. Arterbeny noted that this agreement has brought closure to a long time issue. Jack Lucas, President Board of trustees, noted that he completely supports the proposed agreement. Cynthia Barry, West Valley College AdHoc member, noted that the other two neighborhood representatives, Evan Baker and Vic Monia, were unable to be preset this evening. Mrs. Barry thanked City Manager Anderson, Vice Mayor King and Councilmember Streit for their participation on the AdHoc. Mrs. Barry noted that all parties compromised something. Mrs. Barry noted that the attorneys would figure out the enforceability issues. KLINE/KING MOVED TO ACCEPT CONCEPTUAL AGREEMENT AND DIRECT CITY ATTORNEY TO WORK WITH WEST VALLEY COLLEGE'S ATTORNEY TO DEVELOP A FINAL AGREEMENT. MOTION PASSED 4-0-1 WITH BOGOSIAN ABSTAINING. WRITTEN COMMUNICATIONS None COUNCIL DIRECTION TO STAFF Referring to Mrs. Hunter's comments. Councilmember Kline suggested that she attend the Village AdHoc meetings. Referring to the joint meeting with the Friends of the Saratoga Libraries, Councilmember Kline requested that the issues regarding the trail through the Orchard be agendized for the next meeting. Assistant City Manager Tinfow noted that an AdHoc Committee is scheduled to meet next week. The AdHoc consists of two Library Commission members, two Heritage Preservation Commission members, Councilmember Kline, Public Works Director John Cherbone, Library Director Dolly Barnes, and Matt Novakovich. Councilmember Kline asked if the AdHoc was formally approved. Assistant City Manager Tinfow responded that there was no formal action to set this committee up. Mayor Waltonsmith stated that she directed staff to move forward with the committee in order to expedite the process. Councilmember Kline asked that this item be agendized on a future agenda. Councilmember Bogosian concurred with Councilmember Kline's request. ANNOUNCEMENTS Mayor Waltonsmith announced that the City of Saratoga would like to invite the community to participate in the collection of signatures and well wishes for a special Condolence Book to be bound and sent to the Reagan Library. The "Signature Page" would be available in the City Council's Office during normal City Hall hours. Mayor Waltonsmith noted that on June 19, 2004 a Grand Opening celebration would be held at Wildwood Park. CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR lA. APPROVAL OF CITY COUNCIL MINUTES -MAY 5, 2004 STAFF RECOMMENDATION: Approve minutes. STREIT/KLINE MOVED TO APPROVE CITY COUNCIL MINUTES FROM MAY 5, 2004. MOTION PASSED 4-0-1 WITH WALTONSMITH ABSTAINING. 1B. APPROVAL OF CITY COUNCIL MINUTES -JUNE 2, 2004 STAFF RECOMMENDATION: Approve minutes. STREIT/KLINE MOVED TO APPROVE CITY COUNCIL MINUTES FROM JUNE 2, 2004. MOTION PASSED 4-0-1 WITH BOGOSIAN ABSTAINING. 1C. APPROVAL OF CITY COUNCIL MINUTES -JUNE 9, 2004 STAFF RECOMMENDATION: Approve minutes. STREIT/KLINE MOVED TO APPROVE CITY COUNCIL MINUTES FROM JUNE 9, 2004. MOTION PASSED 4-0-1 WITH BOGOSIAN ABSTAINING. 1D. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. STREIT /KI,INE MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 5-0. lE. CONGRESS SPRINGS PARK VERTICAL BYPASS DRAINAGE PROJECT -AWARD OF CONTRACT STAFF RECOMMENDATION: Award contract. STREIT/KLINE MOVED TO AWARD CONTRACT TO COLONY LANDSCAPE & MAINTENANCE INC F OR THE CONGRESS SPRINGS PARK VERTICAL BYPASS DRAINAGE PROJECT. MOTION PASSED 5- 0. 1F. SARATOGA MANAGEMENT ORGANIZATION MEMORANDUM OF UNDERSTANDING STAFF RECOMMENDATION: Adopt resolution approving the Memorandum of Understanding and authorize City Manager to execute. TITLE OF RESOLUTION: 85.9-137 Councilmember Kline requested that item 1F be removed from the Consent Calendar. Councilmember Kline noted that staff would like to clarify a change in the agreement. Assistant City Manager Tinfow stated that reference to the wok furlough was added to the last page. KING/STREIT MOVED TO ADOPT RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING FOR THE SARATOGA MANAGEMENT ASSOCIATION. MOTION ASSED 5-0. 1G. SARATOGA EMPLOYEE ASSOCIATION MEMORANDUM OF UNDERSTANDING STAFF RECOMMENDATION: Adopt resolution approving the Memorandum of Understanding and authorize City Manager to execute. TITLE OF RESOLUTION: 85.9-136 Councilmember Kline requested that item 1G be removed from the Consent Calendar. Councilmember Kline noted that staff would like to clarify a change in the agreement. Assistant City Manager Tinfow stated that the version of the SEA MOU agreement in the staff report was a draft. Assistant City Manager Tinfow explained that over the last couple of days she has received input from the Human Resource Department, SEA, and the City Attorney. Councilmember Kline stated that the City Council reviewed all the detailed changes in Closed Session. KLINE KING MOVED TO ADOPT RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING FOR THE SARATOGA EMPLOYEE ASSOCIATION. MOTION ASSED 5-0. 1H. RESOLUTION AMENDING COUNCIL AGENCY ASSIGNMENT STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 04-053 Councilmember Kline requested that item 1H be removed from the Consent Calendar. Councilmember Kline stated that he would be the alternate on the Silicon Valley Animal Control Authority. KLIIVE/STREIT MOVED TO ADOPT RESOLUTION AMENDING CITY COUNCIL ASSIGNMENTS AS AMENDED. MOTION PASSED 5-0. PUBLIC HEARINGS 2. FISCAL YEAR 2004-OS OPERATING BUDGET STAFF RECOMMENDATION: Adopt resolutions that Establishes the FY 2004-OS Appropriation Limit, Establishes Expenditure Appropriations, Approving the Operating Budget and Establishes the FY 2004-OS Schedule of Fees. TITLE OF RESOLUTION: 04-050, 051, 052 Dave Anderson, City Manager, presented staff report City Manager Anderson stated that the budget would be presented in three parts: 2004-05 Budget Situation, Structural Revenue Problems, and Unfunded Infrastructure & Facility Needs. City Manager Anderson briefly explained that budget situation for FY 04-OS noting that the Genera] Fund revenues should increase by $496,388 over last year, mostly through increased VLF generated by the increased car sales. City Manager Anderson stated that sales tax and transit occupancy tax are flat. City Manager Anderson stated that a substantial threat t the City's General Fund sources of revenue continues to be the uncertainty associated with possible actions at the State level. The State took more that $576,000 of VLF revenue from the City in FY03-04 and expects to borrow from the City an additional $319,381 in property tax in each of the next two fiscal years. The Governor's promised payback of borrowed property tax in 200506 has not been approved by the State legislature nor has the State's budget been finalized. City Manager Anderson noted that while expenditures have been reduced; the budget this year included a net $350,000 increase in the Sheriff s Office contract for costs beyond the City's control. In addition to the Sheriff s contract increase, the City received significant increases in costs for employee benefits. City Manager Anderson explained the budget cuts from the past few years: • Fiscal Year 2002-2003, more than $734,500 was cut from the existing budget. • Fiscal Year 2003-2004, the budget was reduced by $1,320,560 • Fiscal Year 2004-2005, the previous cuts continued and new reductions were implemented. Expenditures reduced by more than $1,037,000 City Manager Anderson discussed the structural revenue problems. City Manager Anderson stated that the City of Saratoga's primary source of revenue is property tax. As a whole the City generates approximately $69 million, but because the City's low/no property tax designation and the effects of Proposition 13, the City receives only a small fraction. City Manager Anderson stated that while the valuation of homes continues upward, that valuation does not translate into dollars until there is a sale of property and the selling price becomes the basis for the next taxable assessments. City Manager Anderson stated that declining revenues have been a steady problem since the early 1990's when the State acted to shift approximately $695,000 per year from City property tax revenue to support the schools (also known as "E12AF shift"). City Manager Anderson stated that a total conservative estimate of cumulative loss for the period of 1992-2006 in the City is $17,514,762. City Manager Anderson explained the unfunded infrastructure and facility needs. City Manager Anderson stated that the annual shortfall and a backlog of deferred infrastructure and facility maintenance totals $18 million. In conclusion, City Manager Anderson stated that since incorporation in 1956, the City has been a minimum service city with low tax rates. The conflict between the resulting low revenues and the ever-increasing costs presents a significant challenge to provide the high level municipal services expected by the residents and businesses. Peter Kolf, Interim Finance Director, briefly explained the General Fund Balance, the City's reserves, budget adjustments for Fiscal Year 2004-2005, and the reconciliation of the General Fund balance. . Mayor Waltonsmith opened the public hearing and invited public comments. Dick Allen, Chair/Finance Commission, noted that last night the Finance Commission reviewed the budget and anonymously made the following motion: "The Finance Commission believes that the current needs of the city -particularly in street and building maintenance -are underfunded by more than $2 million in the proposed budget. We recognize that certain structural deficiency issues exist; issues that cannot be solved tonight or in this budget. Furthermore, we believe that the work done by City Staff and the City Council is both professional and responsible and is the best that can be accomplished under the circumstances. We recognize that passage of a budget is mandatory, and therefore recommend passing the budget as proposed this evening. In addition we strongly recommend that the structural problems be addressed urgently. We believe that if these problems are not addressed, the quality of life and the property values in our city will deteriorate." David Mighdoll noted that he reviewed the proposed budget and doesn't agree that it is balanced budget. Mr. Mighdoll stated that after his review if the budget he found a $288k deficit in the General Fund. Mr. Mighdoll requested that the Council balance the budget before they approve it this evening. Peter Knight requested a list of approved CIP projects and a list of projects that were not approved and funded. Marjory Bunyard stated that she has lived in Saratoga for 33 years. Mrs. Bunyard stated that the streets in the City are in terrible condition. Mrs. Bunyard urged the Council to find a way to generate revenue into the City. Mrs. Bunyard requested that the City Council inform the citizens what need to be done and how much it will cost. Mayor Waltonsmith closed the public hearing Councilmember Streit stated that this year the City has made more cuts than past years. Councilmember Streit stated that the City laid off two employees and the employees associations recently signed a 2-year contract with no merit and only a 2% increases in each of the two years. Councilmember Streit noted that he supports the proposed budget. Councilmember Bogosian noted that this was his 8`h budget since he's been on the Council and this year has been the hardest. Councilmember Bogosian stated that in his 8 years on the City Council this was the fist time citizens have come to the meeting to speak on the budget. Councilmember Bogosian stated that he has mixed feeling regarding the proposed budget, but will support it. Councilmember Bogosian stated that he feels the budget is balanced with short-term fixes and that the Council has not looked at the management at City Hall. Councilmember Bogosian stated that mid level employees were laid off and the Counci] did not even look at high-end employees. Councilmember Bogosian stated that the CIP should be revisited and the North Campus should be opened up for public discussion. Councilmember Bogosian noted that he would support a revenue measure but not an unspecified UUT. Councilmember Kline thanked the residents for attending the meeting and noted that the budget is acceptable. Vice Mayor King that the State takes 11% of the $8.7 million dollars in property taxes from the City. Vice Mayor King stated that the City has had an 8% reduction in employees over the last 4 years. In regards to the North Campus, Vice Mayor King stated the property value has gone up in 50% it was bought. Vice Mayor King stated that she supports the proposed budget. 10 Mayor Waltonsmith stated that over the last 51/2 years since she has been on the Council the budget shortfalls are increasing. Mayor Waltonsmith stated that she supports a UUT. Mayor Waltonsmith stated that a UUT is the only tax the State cannot take away from the City. Mayor Waltonsmith stated that she supports the proposed budget. STREIT/KLINE MOVED TO ADOPT RESOLUTIONS THAT ESTABLISHES THE FY 2004-OS APPROPRIATION LIMIT, ESTABLISHES EXPENDITURE APPROPRIATIONS, APPROVING THE OPERATING BUDGET AND ESTABLISHES THE FY 2004-OS SCHEDULE OF FEES. MOTION PASSES 5-0. OLD BUSINESS None Mayor Waltonsmith noted that Councilmember Kline would not be present for the rest of the meeting. NEW BUSINESS 3. MARSHALL LANE SCHOOL TRAFFIC SAFETY IMPROVEMENTS STAFF RECOMMENDATION: Accept report and direct staff accordingly. Councilmember Streit noted that due to a conflict of interest he would abstain from this discussion. Councilmember Streit stepped down from the dais. John Cherbone, Public Works Director, presented staff report. Director Cherbone explained that for more than two years the City has been working with the Campbell Unified School District to improve traffic safety and vehicular flow around Marshall Lane School. With the District's recent passage of a school improvement bond and the City Council's approval of the Sobey Road/Quito Road Traffic Improvement Project sufficient funding is now available to perform the desired work. Director Cherbone stated that the main goal of the project is to increase safety for school children being dripped off and picked up from school. Director Cherbone thanked Dale Thurston, Assistant Superintendent for the Campbell Unified School District, who has diligently worked with the City on these issues. Director Cherbone explained the main elements of the project which include an internal loop road and student drop-off/pick-up area, pedestrian pathways on Sobey Road and Marshall Lane, right turn lane improvements at the Quito Road/Pollard Road intersection, and left turn lane improvements at the Quito Road/Marshall Lane intersection. ll Director Cherbone noted that all work to be performed on school property will be funded and administered by the Campbell Union School District and conversely all work to be performed within the City's right-of--ways will be funded and administered by the City. Director Cherbone noted that a community meeting was noticed and held at on Apri16 at the school to explain the proposed plan to the neighborhood and to parents of students who attend Marshall Lane School. Director Cherbone stated that a notice of tonight's meeting was mailed out to the same area residents as was the Apri16 Community Meeting. Dale Thurston, Assistant Superintendent/CUSD, thanked the City and staff for working with the District and coming up with up with great solution. Rosemary Woodward noted that she has lived in this neighborhood for the past 50 years and is well aware of the changes that have happened over the years. Mrs. Woodward noted that she attend to meeting held at the school and commended the efforts of all parties involved. Mrs. Woodward stated that she is not sure that the proposed changes will help the current situation. Gene Bernald asked if the City would review the area in a Few months and asked if the City would hold more public meetings. Mayor Waltonsmith responded that the Public Safety Commission would review the area on a regular basis. In regards to the pedestrian access gate, Mr. Bernald asked if it would be closed off. Director Cherbone responded that the gate would remain closed and a new internal pathway would be installed across from Evans Lane. Wayne Levenfeld stated that he supports the proposed plan. Mark Publicover stated that he has lived in this area for the last 8 years. Mr. Publicover stated that he supports the proposed plan. Radu Barron noted that he has lived in this neighborhood for the past 8 yeazs. Mr. Barron noted that conceptual the plan makes sense. Councilmember Bogosian asked if there would be enough room to accommodate cars on the school property and won't back up on Sobey Road. Director Cherbone responded that he does not think cars are going to be problem on Sobey Road. Consensus of the City Council to direct staff to proceed with Marshall Lane traffic improvements. 12 4. RELOCATE THE CITY'S HISTORIC FIRE BELL STAFF RECOMMENDATION: Approve the relocation of the fire bell from Oak Street to the new Fire District headquarters building. John Livingstone, Associate Planner, presented staff report. Planner Livingstone explained that the background. Planner Livingstone noted that the in 1987 the Saratoga Fireman's Social Organization gave the bell to the City. As required by the resolution the City is responsible for all costs of moving, installation, and maintenance. Planner Livingstone noted that at the June Heritage Preservation Commission meeting the HPC recommend to the City Council that the fire bell be moved From its cunent location to the new fire district headquarters plaza. Planner Livingstone noted that it would be approximately $5,000 to move the bell. City Manager Anderson noted that the cost might be able to be included in the Saratoga-Sunnyvale Signalization Project. Gordon Duncan, Chief/SFPD, noted that he did present the design for the placement of the bell to the Heritage Preservation Commission and will not hinder the line of sight from the corner of Sazatoga-Sunnyvale Road and Highway 9. Chief Duncan noted that the District would help supplement the costs if the City is short. STREIT/KING MOVED TO APPROVE THE RELOCATION OF THE FIRE BELL FROM OAK STREET TO THE NEW FIRE DISTRICT HEADQUARTERS BUILDING. MOTION PASSED 4-0-1 WITH KLINE ABSENT. 5. HISTORIC PRESERVATION COMMISSION WORK PROGRAM ITEM TO PLACE FIVE CITY OWNED PROPERTIES ON THE STATE HISTORIC REGISTER STAFF RECOMMENDATION: Direct the Heritage Preservation Commission to submit applications for four City owned properties, the McWilliams House, Warner Hutton House, Original Sazatoga Library (Book-Go-Round), and the City Museum, to be placed on the National Register of Historic Places. John Livingstone, Associate Planner, presented staff report. Planner Livingstone stated that at a joint meeting with the Heritage Preservation Commission (HPC) the City Council requested that the HPC submit applications for the California Register of Historic Resources for the four City owned properties: McWilliams House, Warner Hutton House, Book-Go-Round, City Museum. 13 Planner Livingstone explained that the reason for the request was to further recognize and preserve the structures for future generations and to increase the probability of obtaining grant money for the care and restoration of the restoration of the structures. Planner Livingstone pointed out that while researching the request to place the properties on the Register the HPC discovered that Hakone Gardens was already on the California Register of Historic Resources. Plarmer Livingstone stated that the Book-Go-Round building is the only building in its original locations. Planner Livingstone stated that in a document from the State Office of Historic Preservation, the relocation of historic buildings is discouraged. Also, the Stated discourages placing several historic structures together in an artificial historic park like setting. Planner Livingstone noted that at the June HPC meeting the Commissioners expressed their desire to work on the application themselves. The Commission felt it could be accomplished within asix-month time frame depending on the Commission workload. The HPC also recommend making the applications to the National Register instead of just the State. Direct the Heritage Preservation Commission to submit applications for four City owned properties, the McWilliams House, Warner Hutton House, Original Saratoga Library (Book-Go-Round), and the City Museum, to be placed on the National Register of Historic Places. 6. COMMUNITY WIDE EMERGENCY PREPAREDNESS PLAN STAFF RECOMMENDATION: Accept report and direct staff accordingly. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow explained that at the conclusion of staffls presentation of the new Emergency Plan in March, Councilmember Bogosian commented that the City should be doing more and offered to put together a strategy for consideration by the Council Councilmember Bogosian noted that the report consist of things that are currently being done and things that should be done. Mayor Waltonsmith asked if Councilmember Bogosian's report went before the Public Safety Commission. Assistant City Manager Tinfow responded no. Councilmember Streit commended Councilmember Bogosian on his report. Councilmember Streit noted that the Fire Department and the Sheriff s Office might have plans written already regarding safe shelters at the schools. 14 Consensus of the City Council to direct the Public Safety Commission to review the report and contact the City's Grant Writer to investigate any grants for emergency preparedness. FEE WAIVER POLICY STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer stated that at the June 2, 2004 City Council meeting staff was directed to develop a policy regazding request for fee waivers. City Clerk Boyer stated that s several times throughout the year community groups approach the City Council to request a fee waiver. For example, the City Council recently granted a fee waiver of $450 to the Sazatoga Rotary for their "Building Bridges" event to be held in October 2004. In 2001 the Council granted fee waiver of the $200 fee for Saratoga Area Senior Coordinating Council Annual Community Auction Fundraiser held in the parking lot. Other groups for which Council has waived the fees include, the Saratoga Community Band, Friends of the Saratoga Libraries, and the Saratoga Taiko Drummers. City Clerk Boyer stated that regulaz user groups use City facilities at no charge such as Elected State and Federal Official, League of Women Voters, SASCC Sazatoga Sister City. City Clerk Boyer added that currently nonprofits such as Boy Scouts and Eastfield Ming Quong and city employees are given a 50% discount on use fees. Mayor Waltonsmith asked how many fee waivers the City grants throughout the year. Joan Pisani, Recreation Director, responded that the fee waivers that the Council has approved in the past have always been done on an individual basis. Genie Dee, Executive Director of Saratoga Area Senior Coordinating Council (SASCC) explained that SASCC needs to maximize their membership in order to support the programs. Executive Director Dee noted that there isn't enough facility space for recreation programs and senior programs. Executive Director Dee requested that the Council waive the use fees for SASCC to use the North Campus. Consensus of the City Council to continue to grant fee waivers on an individual basis. 15 AGENCY ASSIGNMENTS Mayor Waltonsmith reported the following information: Santa Clara County Cities Association -recent Bocce Ball Tournament -Monte Sereno won. Vice Mayor King reported the following information: SASCC Liaison -recently installed a new Board of Directors. Councilmember Bogosian reported the following information: KSAR Community Access TV Board -Director Carolyn De Los Santos recently resigned. Board is focusing on fundraising. Councilmember Streit reported the following information: West Valley Sanitation District -Approved the FY 04-OS Budget. CITY COUNCIL ITEMS Vice Mayor King noted that Councilmember Kline concurred with her that a discussion regarding one citywide celebration need to be agendized. Councilmember Bogosian announced that on June 24, 2004 at the Saratoga Library the Good Government Group would be holding a public forum on "Consider Yourself a Candidate" for the upcoming November election. OTHER None CITY MANAGER'S REPORT None ADJOURNMENT There being no further business, Mayor Waltonsmith adjourned the meeting at 10:35 p.m. Res ly submitted t le oyer, CMC City rk 16