08 Staff Report - Highway 9 Council Committee~owN OF MEETING DATE: 11/6/06
ITEM NO:
`os~ai`QS COUNCIL AGENDA REPORT
DATE: OCTOBER 31, 2006
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: HIGHWAY 9 COUNCIL COMMITTEE
A. CONSIDER REQUEST FROM THE CITIES OF MONTE SERENO AND
SARATOGA TO PARTICIPATE IN A HIGHWAY 9 COUNCIL
COMMITTEE
B. APPROVE THE MAYOR'S RECOMMENDATION TO APPOINT
COUNCIL MEMBERS BARBARA SPECTOR AND MIKE WASSERMAN
AS HIGHWAY 9 COUNCIL COMMITTEE MEMBERS
RECOMMENDATION:
1. Consider request from the Cities of Monte Sereno and Saratoga to participate in a Highway
Council Committee.
2. Approve the Mayor's recommendation to appoint Council Members Barbara Spector and
Mike Wasserman as Highway 9 Council Committee members.
BACKGROUND:
The Highway 9 Safety Improvement Project received a grant of approximately $1.5 million from
the Metropolitan Transportation Commission (MTC) Regional Bicycle and Pedestrian Program
which was approved through the Federal Congestion Mitigation and Air Quality (CMAQ)
Program. The grant was received by the cities of Monte Sereno, Saratoga, and the Town of Los
Gatos (parties). Los Gatos was identified as the project sponsor and Caltrans is the administrator
of the project. Caltrans has authorized the parties to proceed with the design.
To proceed, the cooperative agreement between the parties was approved by the Councils of
each party at their respective regular Council meetings in September. Subsequently, Los Gatos
retained by Council resolution the consultancy of BKF Engineers on October 16, 2006 to prepare
construction documents an the required Caltrans encroachment permit.
PREPARED BY: OHN E. CURTIS
Jirector of Parks and Public Works
N:AME\COUNCIL REPORTS\Highway9.Council.Committee.doc
Reviewed by: sslstant Town Manager own Attorney
Clerk Administrator -Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: HIGHWAY 9 COUNCIL COMMITTEE
OCTOBER 31, 2006
At the time this document was approved by both Monte Sereno and Saratoga, their councils
requested that a Council Committee with representation from each of the three participating
agencies form to serve as a policy liaison body to the Highway 9 project. Attachment 1 is a letter
request from the City of Saratoga. Attachment 2 is a staff report from the City of Monte Sereno
regarding this request. The purpose of the Committee as stated in these attachments is to:
■ Provide a public forum for information sharing;
■ Provide regular updates to the respective councils;
■ Provide a vehicle for public input.
DISCUSSION:
The value of a Council Committee is the ability of such a group to interface with the public as
the project progresses through the design and construction stages. During the design stage, two
public meetings are contemplated in the BKF contract. The first, which could take place within
three to four weeks, would provide an opportunity for the Council Committee to receive a staff
presentation of the project scope and timelines and to receive comments from the public. The
second public meeting would enable the Council Committee to receive staff's presentation of the
design along with public comment.
Additional public meetings could be scheduled as necessary, bearing in mind that if consultant
support is needed for these meetings, project costs may rise. A project web site is planned that
would contain up-to-date project information and would be linked from the individual party web
sites. This will aid staff in providing information about the project to the public.
Each party would provide two Council members for the proposed Council Committee. The
Mayor is recommending that Council Members Barbara Spector and Mike Wasserman be
appointed by the Council to this Committee.
CONCLUSION:
It is recommended that Council proceed with Council Committee appointments or provide
alternative direction.
ENVIRONMENTAL ASSESSMENT:
The establishment of a Council Committee is not a project defined under CEQA, and no further
action is required.
FISCAL IMPACT:
The fiscal impact of establishing a Council Committee will be on staff and consultant resources
which will be absorbed by the Town's operating budget and the project budget, respectively.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: HIGHWAY 9 COUNCIL COMMITTEE
OCTOBER 31, 2006
Attachments:
1. Letter from the City of Saratoga requesting to participate in a Highway 9 Council Committee
2. Staff report from the City of Monte Sereno.
Distribution-
Brian Loventhal, City Manager, City of Monte Sereno, 18041 Saratoga-Los Gatos Road,
Monte Sereno, CA 95030
Dave Anderson, City Manager, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070
A
October 29, 2006
"iaixc tvxc'i°1titt., iviayui
110 E. Main Street
Los Gatos, CA 95030
Re: Highway 9 Safety Project-Joint Council Committee
Dear Mayor McNutt:
At the West Valley Mayors and Manager's meeting on October 25th, the Town of Los
Gatos city officials requested a letter from the City of Saratoga and the City of Monte
Sereno to the Town of Los Gatos asking for their participation in a Joint Council
Committee regarding the Highway 9 Project effort. Monte Sereno has agreed to
coordinate the public input process component of this committee on behalf of the three
cities.
At the Saratoga City Council's October 15th meeting, the City Council acted to form a
Joint Council Committee for the Highway 9 Safety Project. Councilmembers Ann
Waltonsmith and Aileen Kao were appointed to this committee. The intent of the Joint
Council Committee is to; 1) provide a forum for information sharing; 2) provide regular
updates to our respective council; and 3) provide a vehicle for public input.
I am including the staff report discussed at our Council meeting for your information.
Yours tnir~,
Nori~ an Kline, Mayor
City of Saratoga
Eric]: Highway 9 Safety Project - Joint Council Committee Staff Report dated
October 18, 2006
Attachment 1
SARATOGA CITY COUNCIL
{
MEETING DATE: October 18, 2006 AGENDA ITEM: _
-7 1 _
ORIGINATING DEPT: Public Works CITY MANAGER:
PREPARED BY:~- DEPT HEAD: `z
John Cherbone John Cherbone
SUBJECT: Highway 9 Safety Project - Joint Council Committee
RECOMMENDED ACTION(S):
Appoint two members of the City Council to participate in a Joint Council Committee with the
Town of Los Gatos and the City of Monte Sereno for the Highway 9 Safety Project.
REPORT SUMMARY:
At the September 27" City Council Meeting, Council directed staff to draft a report with a
recommendation to create a Council Ad hoc to participate in a Joint Council Committee for the
Highway 9 Safety Project.
1'he Joint Council Committee consisting of two council members from each of the three cities
would be formed to 1) provide a forum for information sharing, 2) provide regular updates to the
Citv Council, and 3) provide a vehicle for public input.
it appears that both Monte Sereno and Los Gatos are willing to participate in the Joint Council
Committee.
It therefore recommended that the City Council form a two member Council Ad hoc to
participate in a Joint Council Committee for the Highway 9 safety project.
FISCAL IMPACTS:
ti.y
CONSEQUENCES OF NOT FOLLOWING RECO VIMENDED! ACTION(S):
The Council Ad hoc would not be formed representation to the Joint Council Committee would
not occur.
,1LTERNATIVE ACTION(S):
one.
FOLLOW UP ACTION(S):
A schedule of meetings for the Joint Council Committee will be generated based on the project
schedule.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
None.
3
MEETING DATE
September 15, 2006
REPORT TO MONTE SEJ<RENO CITY COUNCIL
Adopt Cooperative Agreement for
Highway Improvement Project
RECOMMENDATION:
Staff recommends the City Council, by resolution, authorize the City Manager to approve
the cooperative agreement (Exhibit A) for the Highway 9 Pedestrian and Bicycle Safety
Improvements.
BACKGROUND/DISCUSSION:
The safety improvements on. Highway 9, from. Saratoga. through Monte Sereno to Los
Gatos with a length of 4.4 miles, have $1,565,000 funded through the Federal. Congestion
Mitigation and Air Quality (CMAQ) grant program. The local match by the 3 agencies is
$204,000.
The project is a multi jurisdiction effort to improve safety by developing bike lanes and
pedestrian pathways along this route.
Highway 9 is within, the jurisdiction. of Caltrans and has to be reviewed and processed by
Caltrans based on Caltran.s procedures and guidelines.
The Town of Los Gatos is the only agency amongst the three municipalities to have an
approved Disadvantaged Business Enterprise (DBE) program. Because Federal grants
must include a DBE allocation, the Town of Los Gatos has been designated as the lead
agency for the project.
The scope of the project will, be refined as preliminary engineering is done. All. three
agencies and the public will have opportunities to participate during this process.
A cooperative agreement must be signed by Los Gatos, Monte Sereno, and Saratoga to
officially outline all, the responsibilities and assignments related to each agency during
the course of the project. The three agencies will pay their local share for funding the
project based on the amount of construction within each agency's limits. The City of
Saratoga has the largest section of the project within their jurisdiction, followed by Monte
Sereno and Taos Gatos.
The City of Monte Sereno Fiscal. year 2006/07 CIP allocates $51,000 in. local matching
funds.
Attachment 2
PROJECT SCHEDULE:
The project schedule is as follows:
Award consultant design contract - Oct. 106
Refine scope of project/ public meetings - Nov. '06 - Sept. `,07
Plans, specifications, and cost estimates developed - Sept. `07
Construction bids - Oct. `07
Begin construction - Dec. `07
Open new bike path - July `08
6
City Manager, d
r
Minutes
City of Monte Sereno
September 19, 2006
Page 5
Discussion commenced.
Vice Mayor Baxter opened the Public Hearing at 9:34 p.m
Lana Malloy spoke in support of the proposed ordinance.
Since there was no one else wishing to speak, the Public Hearing was closed at 9:35 p.zn.
Couneihnember Garner stated that the ordinance is a mandatory preservation ordinance and that he does not
think there has been sufficient public outreach. He stated without a provision for owner consent he can not
support the proposed ordinance.
Councilmember Wright spoke in favor of the proposed ordinance.
Councilmember Nesbet also spoke in support of the proposed ordinance. She stated that she would like to see
a separate Historic Commission formed and not assign the Historic Preservation duties to any existing
commission or committee.
Vice Mayor Baxter also spoke in. support of the proposed ordinance.
Discussion commenced with regard to clarification of Section 12.1030 and 12.0020E. The City Attorney
stated that the sections would be clarified per Council direction.
Councilmember Wright moved to waive further reading of the proposed ordinance and introduce it, as
amended, as read by title only. The motion was seconded by Councilmember, Nesbet.
Coune,il.member Garner suggested that prior to taking action on the item the City conduct another public
notice of the matter.
Discussion commenced.
The motion passed with a 3-1 vote. Councilmember Garner voted No.
Vice Mayor Baxter recessed the meeting at 945 p.m. The meeting was reconvened at 9.50 p.m.
UNFINISHED BUSINESS - None
NEW BUSINESS
9. Consider Highway 9 Cooperative Agreement
City Manager Loventbal presented the staff report on the matter and answered questions from, the Council.
Couneilmember Garner expressed concern with the agreement without additional. Council oversight.
Discussion commenced.
El T
Minutes
City of Monte Sereno
September 19, 2006
;page 6
Councilmember Nesbet expressed. concern with the loss of communication between the public and the Cities
involved due to the upcoming staff changes.
Councilmember Wright pointed out that project has evolved ft'om a collaborative of the three jurisdictions and
that he can support the proposed. agreement.
Joanne Peth expressed some reservation about the contract, but urged the Council to move forward.
Ray Davis expressed concern. with the agreement.
Discussion commenced.
Councilmember Garner moved that the Council accept the agreement and propose an arnendme»t that would
call for a quarterly meeting of a subcommittee made up of two Councilmembers from each jurisdiction.
~Councilmerriber Nesbet seconded the motion. The motion passed with a 4-0 vote.
COMMITTEE/COMMISSION REPORTS
The Councilmembers reported on their various commission/committee activities.
6. Approve Warrant List in the amount of $37,923.73
City Manager Loventhal reported on Conference related expenses listed on the Warrant List.
Counci.lmember Garner moved to approve the Warrant List. The motion was seconded by Councilmember
Nesbet and the motion passed with a 4-0 vote.
CITY MANAGER'S REPORT
The City Manager reported on various administrative matters.
ADJOURNMENT
At 10:55 p.m.., Vice Mayor Baxter adjourned the meeting to 7:30 p.m. Tuesday, October 3, 2006 to be held in
the City Council Chamber located at 18041 Saratoga-Los Gatos Road., Monte Sereno, California.
ATTEST:
Mask Brodsky, Mayor
Andrea M_ Ch.el.emengos, City Clerk