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Code 54954.2, the agenda for this meeting was properly posted on March 31, 2011) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. Communications from Boards and Commissions Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS 1.Commendation Honoring the Mountain Winery Recommended action: Read and present commendation. 2.Commendation Honoring Outgoing Heritage Preservation Commissioner Hong Tai Recommended action: Read and present commendation. SPECIAL PRESENTATIONS None CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item onthe Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 3.City Council Regular Meeting Minutes –March 16, 2011 Recommended action: Approve minutes. 4.Review of Accounts Payable Check Registers Recommended action: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: March 11, 2011 March 17, 2011 March 25, 2011 5.Request for Waiver ofCity Fees Related to 4th of July Event Recommended action: Waive City-related fees for July 4, 2011 event; reimburse Recreation Department $80.00 and reimburse Community Development Department $100.00 out of Community Events –General account. 6.Landscaping & Lighting Assessment District LLA-1; Resolution Describing Improvements and Directing Preparation of Engineer’s Report for Annexation of a New Zone (Westbrook -Zone 34) to the City of Saratoga Landscaping and Lighting Assessment District, LLA-1. Recommended action: Move to adopt the Resolution describing improvements and directing preparation of the Engineer’s Report. 7.Receipt of Park-in-Lieu Funds –Budget Amendment Recommended action: Adopt Budget Resolution PUBLIC HEARINGS None OLD BUSINESS None NEW BUSINESS 8.Association of Bay Area Governments Agreement for Local Agency Participation in the Grant-funded Bay Area-wide Trash Capture Demonstration Project Recommended action: Approve the agreement with the Association of Bay Area Governments (ABAG), which will provide trash capture equipment for installation in existing storm drains to comply with the San Francisco Bay Municipal Regional Stormwater Permit, and authorize the City Manager to execute the agreement. 9.Amendment to Resolution 542-2: Terms of Office and Meetings of the Youth Commission Recommended action: Review report and adopt an Amendment to Resolution 542-2 to: 1.Confirm the number of Youth Commissioners at eleven (11) members, removing the requirement that three Commissioners be adults; 2.Provide that regular meetings be held monthly during the school year; and 3.Replace a reference to Roberts Rules of Order with a reference to the City’s rules of parliamentary procedure. 10.Request for Waiver ofCity-related Fees for Annual Saratoga Community Band Concert Recommended action: Accept report and directly staff accordingly. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Howard Miller City School Ad-Hoc Council Finance Committee Hakone Foundation Executive Committee Santa Clara County Cities Association SCC Cities Association Selection Committee Valley Transportation Authority PAC West Valley Mayors and Managers Association West Valley Solid Waste Management Joint Powers Association Vice Mayor Chuck Page City School AdHoc Council Finance Committee Hakone Foundation Board Mayor/Vice Mayor Oath of Office Santa ClaraValley Water District Commission Saratoga Ministerial Association TEA AdHoc West Valley SanitationDistrict Councilmember Jill Hunter Historical Foundation KSAR Community Access TV Board SASCC Tree AdHoc Village AdHoc West Valley Flood Control & Watershed Advisory Committee Councilmember Emily Lo Association of Bay Area Government Carlson House Restoration AdHoc Electric Vehicle Charging Stations AdHoc Highway 9 AdHoc Library Joint Powers Association Sister City Liaison Village AdHoc Councilmember Manny Cappello Carlson House Restoration AdHoc Chamber of Commerce County HCD Policy Committee Electric Vehicle Charging Stations AdHoc Highway 9 AdHoc Mayor/Vice Mayor Oath of Office Santa Clara County Emergency Council TEA AdHoc Tree AdHoc CITY COUNCIL ITEMS CITY MANAGER’S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the postingof the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II) Certificate of Posting of Agenda: I, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council for the City of Saratoga was posted on March 31, 2011, atthe City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us st Signed this 31day of March 2011at Saratoga, California. Ann Sullivan, CMC City Clerk NOTE: To view current or previousCity Council meetings anytime, go to the City Video Archives at www.saratoga.ca.us CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2011 4/20Regular Meeting –Joint meeting with Montalvo Arts 5/4Regular Meeting –Joint meeting with Youth Commission 5/18 Regular Meeting –Joint meeting with Parks and Recreation Commission/PEBTAC 6/1Regular meeting –Joint meeting (5:30 pm) with HOA presidents 6/15Regular meeting –Joint meeting with Library Commission and Friends of the Library 7/6Regular Meeting --Joint meeting with Planning Commission 7/20Regular Meeting 8/3SUMMER RECESS 8/17Regular Meeting 9/7Regular Meeting –Joint meeting with West Valley Board of Trustees 9/21Regular Meeting –Joint meeting with Heritage Preservation Commission and Historical Foundation 10/5Regular Meeting –Joint meeting with Traffic Safety Commission 10/19Regular Meeting –Joint meeting with Assemblymember Jim Beall, Jr. 11/2Regular Meeting –Joint meeting with Saratoga Ministerial Association 11/16Regular Meeting –Joint meeting with Hakone Foundation 12/6Council Reorganization 12/7Regular Meeting 12/21Regular Meeting SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 ORIGINATING DEPT:CITY MANAGER City Manager’s Office:Dave Anderson PREPARED BY:DEPT HEAD: Ann Sullivan, City ClerkDaveAnderson SUBJECT:CommendationHonoring the Mountain Winery RECOMMENDED ACTION: Read and present commendation. REPORT SUMMARY: th anniversary year and The attached commendation recognizesthe Mountain Winery in its55 expressesgratitude for its extraordinary contributions to the Saratogacommunity. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting.A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Copy of the Commendation. COMMENDATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING THE VINEYARD IN THE SKY AT THE MOUNTAIN WINERY WHEREAS ,in 1901, Paul Masson purchased this beautiful property in Saratoga and started construction of a winery soon after; and WHEREAS ,the 1906 earthquake shookthe bay area and Saint Patrick’s Cathedral in th downtown San Jose was destroyed,with the exception of the 12century Spanish front portal. Paul Masson relocatedit and madeitthe façade of The Mountain Winery; and WHEREAS ,The Mountain Winery survivedprohibition with a permit to produce sacramental wines; and WHEREAS, in1958 a concert series wasproduced at The Mountain Winery called “Music at The Mountain Winery”; and WHEREAS, in 1960,The Mountain Winery became a State of California Historical Landmark and wasplaced on the National Registry of Historical Places; and WHEREAS ,the present owners established a foundation, The Mountain Winery Kids’ Foundationto ensure that The Mountain Winery would continue its tradition of giving back to the community;and WHEREAS, we are herebycelebratingthe replanting of the vineyards, the completion of the th renovation and the ongoing contributionsof The Mountain Winery as it enters its 54consecutive concert season; and WHEREAS, the City Council recognizes the positive economic impact of the year-round activities of The Mountain Winery including:corporate events, wine tastings, celebrations and gatherings of people from this community and from around the globe. NOWTHEREFOREBE IT RESOLVED, ,,that the City Council of the City of Saratoga does hereby recognizeand commendThe Mountain Wineryfor itsmany years of service to our community. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 6thday of April2011. _________________________ HowardA. Miller, Mayor City of Saratoga SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 ORIGINATING DEPT:CITY MANAGER City Manager’s Office:Dave Anderson PREPARED BY:DEPT HEAD: Ann Sullivan, City ClerkDaveAnderson SUBJECT:Commendation Honoring Outgoing Heritage PreservationCommissioner Hong Tai RECOMMENDED ACTION: Read and present commendation. REPORT SUMMARY: Hong Tai ©¿ ¿°°±·²¬»¼ ¬± ¬¸» Ø»®·¬¿¹» Ю»»®ª¿¬·±²Ý±³³··±² ±² ß°®·´ ïô îððéô ¿²¼ ¸¿ °®±ª·¼»¼ ±«¬¬¿²¼·²¹ »®ª·½» ¬± ¬¸» Í¿®¿¬±¹¿ ½±³³«²·¬§ º±® ¬¸» °¿¬ º±«® §»¿®ò FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting.A copy of the agenda packet is also made available at the Saratoga Branch Library each Mondayin advance of the Council meeting. ATTACHMENTS: Commendation COMMENDATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING HONGTAI HONGTAI FOR HER SERVICE ON THE HERITAGE PRESERVATION COMMISSION WHEREAS , Hong Tai has served on the Heritage Preservation Commission since October 2007; and WHEREAS , Hong served as Vice Chair for the Heritage Preservation Commission since March 2010; and WHEREAS , Hong reviewed and provided recommendations on Heritage Resources for the update to the Heritage Resource Inventory update; and WHEREAS , Hong continued her education in the discipline of Historic Preservation Planning for the benefit of the City of Saratoga; and WHEREAS , Hong assisted in reviewing and providing guidance in the proposed design of over 25 potentially historic resources; and WHEREAS , Hong participated and provided recommendations and insight into the Mustard Faire events; and WHEREAS , Hong utilized a clear systems engineering approval to assist in providing guidance in difficult situations; and WHEREAS , Hong continues to devote precious time and resources to serving her community; and WHEREAS , the City Council of the City of Saratoga isproud of the citizens who contribute their time and talent to make ourcommunitythe wonderful place that it is. NOW, THEREFORE, BE IT RESOLVED , that Hong Tai is hereby commended and thanked for her hard work and dedication tothe Heritage Preservation Commission. th WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 6day of April2011. _________________________ Howard A. Miller, Mayor City of Saratoga SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6,2011 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan,City Clerk Dave Anderson SUBJECT:City CouncilRegularMeetingMinutes–March 16,2011 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for theMarch 16, 2011,City CouncilRegularMeeting. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting.A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A –MinutesfromtheMarch16, 2011,City CouncilRegularMeeting. MINUTES SARATOGAREGULARCITY COUNCILMEETING MARCH 16, 2011 The CityCouncil met in Closed Session in the Administrative Conference Room at 5:00PM. ANNOUNCEMENT OF CLOSED SESSION ConferencewithLaborNegotiators - Agency designated representatives: Dave Anderson Employee organizations: Saratoga Managers Organization, Saratoga Employees Association, Northern California Carpenters Regional Council MAYOR’S REPORT ON CLOSED SESSION Mayor Miller noted Council would be returning to Closed Session atthe conclusion of the Regular Meeting. The City Council held a Joint Meeting in the Saunders Room at 5:30 p.m. with members of the School Districts serving the Saratoga community. Mayor Millercalled the Regular City Council meeting to order at 7:00 p.m.and lead the Pledge of Allegiance. ROLL CALL : PRESENTCouncilmembers Emily Lo, Jill Hunter,Vice Mayor Chuck Page, and Mayor Howard Miller ABSENT:Manny Cappello ALSODave Anderson, City Manager PRESENT:Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager Mary Furey, Administrative Services Director John Cherbone, Public Works Director Michael Taylor, Recreation Director Kate Bear, City Arborist Cynthia McCormick, Assistant Planner At this time Mayor Millerstated he would like to call for a moment of silence in recognition of the people of Japan who are enduring much sadness and tragedies as a result of the recent earthquake and tsunami. Mayor Miller also announced that he is inthe process of drafting a letter to the Mayor of Sister City, Muko-Shi, Japan, and that it will be written in both Japanese and English languages. REPORT OF CITY CLERK ON POSTING OF AGENDA City Clerk Ann Sullivan reported that pursuant to Government Code 54954.2, the agenda for the meeting of March 16, 2011 was properly posted on March 11, 2011. COMMUNICATIONS FROM COMMISSIONS & PUBLIC Mayor Miller stated the Council met with representatives of the various school districts serving the Saratoga community prior to the Regular meeting. He noted this annual meeting is a great opportunity to speak about points of collaboration and areas of concernregarding various schoolsserving the Saratoga community. He added the number one concern for the majority of the schools is their budget. COUNCIL DIRECTION TO STAFF None ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Ann Waltonsmith addressed the Council regarding Sister City,Muko Shi, Japan. She noted the Saratoga Sister City organization is collecting household items and clothing to send to Japan. In addition, theyare also accepting monetarydonations and statedanyone wishing to donate money can write a check to Saratoga Sister City, P.O. Box 796, Saratoga, CA 95070. They should alsowrite “Relief Fund” inthe “Memo”section on the check. Ms. Waltonsmithannounced Hakone Gardens has scheduled a fundraising vigil on March th 24at 6:30 p.m. She invited people to visitwww.hakone.usand click on theJapanese Red Cross link for additional information regarding the Japanese reliefefforts. COUNCIL DIRECTION TO STAFF Vice Mayor Pageasked that staff post the Japanese Relief effortand donation informationon the City website. ANNOUNCEMENTS th Councilmember Hunter announced the Pet Parade eventin the Villageon April 16from 10:00 a.m.to 12:00noon. Councilmember Lo announced that Montalvo Arts Center is hosting a Saratoga Chamber of th Commerce Mixer event on Thursday, March 17from 5:30 to 7:00 p.m. Mayor Miller announced the Saratoga Music Boosters is having their annual Jazz Cabaret at th Saratoga High School onSaturday, March 19at 7:00 p.m. CEREMONIAL ITEMS COMMENDATION HONORING OUTGOING HERITAGE PRESERVATION 1. COMMISSIONER HONG TAI 2 STAFF RECOMMENDATION: Read and present commendation. Commissioner Hong Tai was unable to attend the meeting. 2.COMMENDATION HONORING OUTGOING TRAFFIC SAFETY COMMISSIONER MITCH KANE STAFF RECOMMENDATION: Read and present commendation. Mayor Miller invited Mitch Kane and family members up on stage for presentation of his commendation. 3.COMMENDATION HONORING OUTGOING PLANNING COMMISSIONER LINDA RODGERS STAFF RECOMMENDATION: Read and present commendation. Mayor Miller invited Ms. Rodgers and family members up on stage for the presentation of hercommendation. 4.APPOINTMENT OF PLANNING, HERITAGE PRESERVATION, TRAFFIC SAFETY, AND LIBRARY COMMISSIONERS AND OATHS OF OFFICE STAFF RECOMMENDATION: Adopt the attached resolution appointing two (2) members to the Planning Commission, one (1) member to the Heritage Preservation Commission, four (4) members to the Traffic Safety Commission, and one (1) member to the Library Commission, and direct the City Clerk to administer the Oaths of Office. RESOLUTION NO. 11 –012 ADOPT THE ATTACHED RESOLUTION HUNTER/PAGE MOVED TO APPOINTING TWO (2) MEMBERS TO THE PLANNING COMMISSION, ONE (1) MEMBER TO THE HERITAGE PRESERVATION COMMISSION, FOUR (4) MEMBERS TO THE TRAFFIC SAFETY COMMISSION, AND ONE (1) MEMBER TO THE LIBRARY COMMISSION, AND DIRECT THE CITY CLERK TO ADMINISTER THE OATHS OF OFFICE. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. City Clerk Ann Sullivan administered the Oath of Office to the newly appointed commissioners. SPECIAL PRESENTATIONS 3 None CONSENT CALENDAR 5.CITY COUNCIL REGULARMEETING MINUTES –MARCH 2, 2011 STAFF RECOMMENDATION: Approve minutes. APPROVE CITY COUNCIL REGULAR MEETING PAGE/HUNTER MOVED TO MINUTES –MARCH 2, 2011. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. 6.REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS STAFF RECOMMENDATION: That the City Council review and accept the check registers for the following accounts payable cycles: February 28, 2011 March 3, 2011 ACCEPT THE CHECK REGISTERS FOR THE PAGE/HUNTER MOVED TO FOLLOWING ACCOUNTS PAYABLE CYCLES: FEBRUARY 28, 2011 AND MARCH 3, 2011. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. 7.TREASURER’S REPORT FOR THE MONTH ENDED FEBRUARY 28, 2011 STAFF RE COMMENDATION: Review and accept the Treasurer’s Report for the month ended February 28, 2011. ACCEPT THE TREASURER’S REPORT FOR THE PAGE/HUNTER MOVED TO MONTH ENDED FEBRUARY28, 2011. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. 8.APPROVAL OF AGENCY AGREEMENT FOR COUNTYWIDE AB 939 IMPLEMENTATION FEE STAFF RECOMMENDATION: Accept report, and authorize the City Manager to approve theAgency Agreement with the County of Santa Clara for the Countywide AB939 Implementation Fee. AUTHORIZE THE CITY MANAGER TO PAGE/HUNTER MOVED TO APPROVE THE AGENCY AGREEMENT WITHTHE COUNTY OF SANTA CLARA FOR THE COUNTYWIDE AB939 IMPLEMENTATION FEE. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. 4 PUBLIC HEARINGS 9.PUBLIC HEARING ON RESOLUTION ORDERING THE ABATEMENT OF A PUBLIC NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION (WEEDS) STAFF RECOMMENDATION: Open public hearing; listen to public testimony; and close public hearing. Consider any objections to proposed Order for Abatement of Hazardous Vegetation and sustain or overrule any objections as to specific properties. Adopt proposed Resolution Ordering Abatement (Attachment A) as to properties listed (with modification(s) if any objections are sustained). City Clerk Ann Sullivan presented the staff report. Mayor Milleropened the Public Hearing and invited public comment. No one requested to speak on this item. Mayor Miller closed the Public Hearing. RESOLUTION NO.11–013 ADOPT PROPOSED RESOLUTION ORDERING PAGE/HUNTER MOVED TO ABATEMENT (ATTACHMENT A) AS TO PROPERTIES LISTED (WITH MODIFICATION(S) IF ANY OBJECTIONS ARE SUSTAINED). MOTION PASSED 4-0-1 WITH COUNCILMEMBERCAPPELLO ABSENT. 10.FY 2011/12 COMMUNITYDEVELOPMENTBLOCKGRANT(CDBG) AND COMMUNITYGRANTFUNDINGAPPLICATIONS STAFF RECOMMENDATION: 1.Make a decision regarding CDBG recommendations and Community Grant allocations. 2.Approve a transfer of all remaining SHARP funds and outstanding loans in order to meet the timeliness ratio and avoid losing future funding. Assistant Planner Cynthia McCormick presented the staff report. Ms. McCormick noted the total available amount for ADA projects was expected to be $85,697. The City received two requests for the entire amount –Saratoga Historical Foundation requested $6,200 and the City of Saratoga Recreation and Facilities Department requested $79,497. 5 She added the City received seven applications for Community Service Programs for a total request of $73,677.85. The Saratoga Area Senior Coordinating Council requested $34,000; West Valley Community Services requested $15,164; Santa Clara County Family Health Foundation requested $9,288; Shady Shakespeare Theater Company requested $5,000; Catholic Charities requested $5,000; KSAR requested $3,100; and the Wildlife Center of Silicon Valley requested $2,125.85. Ms. McCormick added that in addition to deciding how much to allocate to each of the applicants, Council should devise a contingency plan since CDBG funding is subject to change. In addition, she stated Council should make a decision regarding the transfer of all remaining SHARP funds and outstanding loans to the Santa Clara County Housing and Rehabilitation Program in order to meet the required HUD timeliness ratio and avoid losing future funding. Mayor Milleropened the Public Hearing and invited public comment. The following people requested to speak on this item: Tom Moran spoke on behalf of KSAR –Channel 15. Kathleen King spoke on behalf of Santa Clara County Family Health Foundation (SCFHF)Healthy Kids Program. Susan Huff spoke on behalf of Saratoga Area Senior CoordinatingCouncil–Adult Day Care (SASCC ADC). No one else requested to speak on this item. Mayor Miller closed the Public Hearing. APPROVE A TRANSFER OF $118,172.77 IN UNUSED PAGE/LO MOVED TO SHARP FUNDS, $26,000IN UNUSED SHARP ADMINISTRATION FUNDS, AND ANY OUTSTANDING LOANS TO THE UNINCORPORATED HOUSING REHABILITATION PROGRAM. MOTION PASSED 4-0-1WITH COUNCILMEMBER CAPPELLO ABSENT. ACCEPT STAFF RECOMMENDATION FOR PAGE/HUNTER MOVED TO FUNDING ALLOCATIONS OF $6,200 TO THE SARATOGA HISTORICAL FOUNDATION FOR ADA RAMP AT THE MUSEUM STORAGE BUILDING AND $79,497 TO THE CITY OF SARATOGA RECREATION AND FACILITIES DEPARTMENT FOR ADA PUBLIC COUNTERS AND SIGNAGE. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. ALLOCATE $31,900 TO SASCC ADULT DAY CARE PAGE/LO MOVED TO PROGRAM. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. RESOLUTION NO. 11 -014CDBG FUNDING 6 Public Service Grant: SASCC Adult Daycare$31,900.00 o CDBG Capital Projects: Saratoga Historical Foundation$ 6,200.00 ADA Ramp –Museum Storage Bldg. o City of Saratoga $79,497.00 ADA–City of Saratoga Public o Counters & Signage At 8:30PMMayor Miller declared a 5 minute break. Mayor Miller reconvened the Regular Meeting at 8:40PM. Council resumed their discussion regarding the Community Grant allocations. ACCEPT THE ALLOCATION OF FUNDING AS HUNTER/LO MOVED TO AGREED UPON FOR A TOTAL OF $31,900.00. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. RESOLUTION NO. 11 –015COMMUNITY GRANT FUNDING Catholic Charities$ 4,125.00 WV Community Services $14,691.00 SASCC Adult Care Center$ 1,422.00 Shady Shakespeare$ 1,375.00 Wildlife Center$ 1,425.00 KSAR$ 1,825.00 SC Family Health Foundation$ 7,037.00 TOTAL$31,900.00 COUNCIL CONTINGENCY PLAN : ALLOW STAFF TO MAKE ADMINISTERIAL PAGE/HUNTER MOVED TO ADJUSTMENTSDEPENDING UPON THE EXACT AMOUNT OF MONEY THAT IS APPROVED BY HUD AND BY THE COUNTYIF NECESSARY. MOTION PASSED 4-0-1WITH COUNCILMEMBER CAPPELLO ABSENT. At this time Mayor Miller invited thetwoSan Jose Statecollege students that were in the audience to come up on stage. OLD BUSINESS 11.SUMMERHILL CREEKSIDEHOMES POLLUTION LEGAL LIABILITY COVERAGE OPTIONS STAFF RECOMMENDATION: Staff recommends the Council authorize staff to amend the SummerHill Subdivision Improvement Agreement (SIA) to replace the Pollution Legal Liability (PLL) insurance requirement with alternative terms described in the Staff Report. 7 City Attorney Richard Taylor presented the staff report.Mr. Taylor noted that Council received a revised Agreement prior to the start of the Regular Meetingand that would be the agreement that Council would be voting on this evening. Mayor Miller invited public comment. No one requested to speakon this item. Mayor Miller closed the public comment. AUTHORIZE STAFF TO AMEND THE NEWLY PAGE/LO MOVED TO SUBMITTED SUMMERHILL SUBDIVISION IMPROVEMENT AGREEMENT (SIA) TO REPLACE THEPOLLUTION LEGAL LIABILITY (PLL) INSURANCE REQUIREMENT WITH ALTERNATIVE TERMS DESCRIBED IN THE STAFF REPORT. MOTION PASSED 4-0-1WITH COUNCILMEMBER CAPPELLO ABSENT. 12.APPROVAL OF AGENCY AGREEMENT FOR THE COUNTYWIDE HOUSEHOLD HAZARDOUS WASTE COLLECTION PROGRAM STAFF RECOMMENDATION: Accept report and authorize: 1.The City Manager to approve the Agency Agreement with the County of Santa Clara for the Countywide Household Hazardous Waste (HHW) Collection Program; 2.Staff to increase the funding augmentation for the HHW Program from its current level of $40,000, to a recommended level of $50,000 for FY 2011-12. Assistant City Manager Barbara Powell presented the staff report. Mayor Miller invited public comment. No one requested to speak on this item. Mayor Miller closed the public comment. AUTHORIZETHE CITY MANAGER TO PAGE/HUNTERMOVED TO APPROVE THE AGENCY AGREEMENT WITH THE COUNTY OF SANTA CLARA FOR THE COUNTYWIDE HOUSEHOLD HAZARDOUS WASTE (HHW) COLLECTION PROGRAM. MOTION PASSED 4-0-1WITH COUNCILMEMBER CAPPELLO ABSENT. AUTHORIZE STAFF TO INCREASE THE PAGE/HUNTER MOVED TO FUNDING AUGMENTATIONFOR THE HHW PROGRAM FROM ITS CURRENT LEVEL OF $40,000, TO A RECOMMENDED LEVEL OF $50,000 FOR FY 2011-12–FUNDED BYTHE ENVIRONMENTAL FUND. MOTION PASSED 4-0-1WITH COUNCILMEMBER CAPPELLO ABSENT. 8 13.REPORT TO COUNCIL ONCRITERIA AND PROCESS FORADOPTING HERITAGE TREES STAFF RECOMMENDATION: Adopt the attached resolution, thereby creating a process and criteria for the designation of heritage trees in Saratoga. City Arborist Kate Bear presented the staff report. Mayor Miller invited public comment. Paul Hernandez requested to speak on this item. No one else requested to speak on this item. Mayor Miller closed the public comment. RESOLUTION NO.11-016 TO ADOPT RESOLUTION CREATING PROCESS PAGE /HUNTER MOVED AND CRITERIA FOR THE DESIGNATION OF HERITAGE TREESIN SARATOGAWITH ONE MODIFICATION IN ITEM 2.HERITAGE TREE CRITERI–THAT THE TREE MUST MEET AT LEASTTWO CRITERIA A FROM BOTH ‘A’AND ‘B’. MOTION PASSED4-0-1WITH COUNCILMEMBER CAPPELLO ABSENT. DIRECTION TO STAFF: Council directed staff to bring this item back for additional Council discussion in the event that this program is costing significant staff time and dollars. In addition, Council directed staff to create an application form that contains a section for contact information and location of the tree, space for the applicant to state why they should be considered for Heritage status, and a section for the City Arborist to complete, documenting how the tree meets the criteria for Heritage status. NEW BUSINESS 14.COMMENTS ON PROPOSEDCHANGES TO 408 AREA CODE STAFF RECOMMENDATION: Accept report and authorize the Mayor to submit comments to the State of California Public Utilities Commission (CPUC) concerning proposed changes to the 408 area code. Assistant City Manager Barbara Powell presented the staff report. Mayor Miller invited public comment. Paul Hernandezrequested to speak on this item. 9 No one else requested to speak on this item. Mayor Miller closed the public comment. AUTHORIZE THE MAYOR TO WRITE A LETTER HUNTER/ LO MOVED TO TO THE CALIFORNIA PUBLIC UTILITIES COMMISSION STATING THE CITY’S PREFERENCE FORTHE“SPLIT” PLAN (ALTERNATIVE #2) WITH AREA B MAINTAININGTHE 408 AREA CODE IN THE WEST VALLEY CITIES. MOTION FAILED 2-2-1 WITH PAGE AND MILLER OPPOSING AND CAPPELLO ABSENT. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Howard Miller –reported: Santa Clara County Cities Association–met and noted their annual General Meeting is on Thursday, April 14 from 6:00to 9:00 p.m.in the Sunnyvale Senior Center. All council members are invited to this event. Valley Transportation Authority PAC–metand there is an on-going effort to fund Caltrain; ridership has increased and they are moving forward with their express lanes. Vice Mayor Chuck Page–reported: West Valley SanitationDistrict–met and they discussed the retirement of the Clerk of the Board. They are alsoin the process of looking for someone to replace her. Councilmember Jill Hunter –reported: Historical Foundation–Therewill be a speaker at next Monday’s meeting and the topic will be on “Sara Winchester” and her life experience in San Jose and the Winchester Mystery House. Councilmember Emily Lo–reported: Sister City Liaison–When Mayor Miller completes the letter to Sister City Muko Shi, Japan, Emily will provide a copy of it to the Sister City members. As the alternate to the Chamber of Commerce she reported the Persian New Year event was thth held on Tuesday, March 15. The Chamber Mixer is at Montalvo on Thursday,March 17 from 5:30 to 7:00 p.m. The Chamber will begin delivering “welcome packages” (via volunteers) to new residents starting in April. Councilmember Manny Cappello–Absent CITY COUNCIL ITEMS Councilmember Page announced the annual Peninsula Division dinner is at 6:00 p.m. on th March 24at MichaelsRestaurantin Mountain View. In addition, he stated that several restaurant owners have voiced concerns regarding the lack of parking at the west end of Big Basin andwould like Council to consider revisitingparking 10 alternatives including the cost of City sponsored valet parking and sensor technology. Councilmember Hunter secondedthis suggestion as an agendized item for a future Council meeting. CITY MANAGER’S REPORT None ADJOURNMENT There being no additional business, Mayor Miller asked for a motion to adjourn. ADJOURN THE REGULAR COUNCIL MEETING AT PAGE/LOMOVED TO 10:50P.MAND TO RELOCATE TO THE ADMINISTRATIVE CONFERENCE ROOM TO CONTINUE CLOSED SESSION DISCUSSION. MOTION PASSED 4-0-1 WITH COUNCILMEMBER CAPPELLO ABSENT. MAYOR’S REPORT ON CLOSED SESSION Mayor Miller stated there was no reportable information. Respectfully submitted, Ann Sullivan, CMC City Clerk 11 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 DEPARTMENT:CITY MANAGER: Finance & Administrative ServicesDave Anderson PREPARED BY:DEPT. DIRECTOR: Mary FureyMary Furey SUBJECT: Review of Accounts Payable Check Registers RECOMMENDED ACTION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: March 11, 2011 March 17, 2011 March 25, 2011 REPORT SUMMARY: Attached are the Check Registers for: Prior Check Register Ending Starting Ending Checks DateCheck No. Type of ChecksDateCheck No.Check No.Total ChecksAmountReleased Accounts Payable 03/11/111173171173523688,320.2003/11/1103/03/11117316 Accounts Payable 03/17/111173531174004897,551.4203/17/1103/11/11117352 Accounts Payable 03/25/111174011174494984,809.8703/25/1103/17/11117400 The following is a list of Accounts Payable checks issued for more than $20,000: AP DateCheck No. Issued toFundDept.PurposeAmount 03/11/11117328Guerra ConstructionCIP Streets FundPW - CIPADA Signals & Curbs48,052.99 The following are Accounts Payable checks that were voided: AP DateCheck No. Issued toDescriptionAmount 03/03/11117272JB TrophiesVoid - reissued 2,702.01 03/11/11117372John WhitlingerVoid - reissued 1,627.50 03/17/11117364Granite ConstructionVoid - reissued 362.08 03/17/11117359Deep Cliff Golf CourseVoid - reissued 542.10 Silicon Valley NewspapersVoid - reissued 03/17/11117388 3,862.29 The following is a list of cash reduction by fund: Fund #03/11/1103/17/1103/25/11Total Fund Description 111General 30,377.7641,555.14 49,808.60121,741.50 231Village Lighting - 232Azule Lighting - 233Sarahills Lighting - 241Arroyo de Saratoga Landscape 85.00 85.00 242Bonnet Way Landscape 135.00 135.00 243Carnelian Glen 135.00 135.00 244Cunningham/Glasgow Landscape 150.00 150.00 245Fredericksburg Landscape 132.00 132.00 246Greenbriar Landscape 406.00 406.00 247Kerwin Ranch Landscape 311.00 311.00 248Leutar Court Landscape 85.00 85.00 249Manor Drive Landscape 160.00 160.00 251McCartysville Landscape 180.00 180.00 252Prides Crossing Landscape 594.60 594.60 253Saratoga Legends Landscape 158.00 158.00 254Sunland Park Landscape 203.00 203.00 255Tricia Woods Landscape 45.00 45.00 271Beauchamps Landscape 85.00 85.00 272Bellgrove Landscape 3,093.00 3,093.00 273Gateway Landscape 203.00 203.00 274Horseshoe Landscape/Lighting 320.00 320.00 275Quito Lighting 165.00 165.00 276Tollgate LLD 90.00 90.00 277Village Commercial Landscape 75.00 75.00 311Library Bond Debt Service - 411CIP Street Projects 48,052.9923,702.18 6,651.4578,406.62 412CIP Parks Projects 393.30 8,286.20 8,679.50 413CIP Facility Projects 1,881.6520,095.00 8,062.0030,038.65 414CIP Admin Projects 2,235.94 3,161.75 5,397.69 421Tree Fine Fund 1,691.08 1,691.08 431Grant Fund - CIP Streets 633.60 711.72 1,345.32 432Grant Fund - Parks & Trails 3,355.95 228.92 3,584.87 481Gas Tax Fund 193.80 2,875.98 3,069.78 611Liability/Risk Mgt - 612Workers' Comp 136.97 136.97 621Office Support Services Fund 761.28 150.77 1,072.92 1,984.97 622Information Technology 46.97 206.25 209.90 463.12 623Vehicle & Equipment Maint 1,219.07 2,781.67 4,000.74 624Building Maintenance 837.09 125.00 958.76 1,920.85 631Vehicle & Equipment Replacement - 632IT Equipment Replacement 1,409.23 1,409.23 711Library Capital Improvement - TOTAL 88,320.2097,551.4284,809.87270,681.49 ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Barbara Powell Assistant City Manager th SUBJECT:Request for waiver of City fees related to 4of July Event RECOMMENDED ACTION: Waive City-related fees for July 4, 2011 event; reimburse Recreation Department $80.00 and reimburse Community Development Department $100.00 out of Community Events –General account. REPORT SUMMARY: th of July Event City staff received an e-mail from Sarah Okuno, who is chairingthe organization ifthe 4 this year, requesting waiver of the following fees: Reservation of Wildwood Park stage (for band rehearsal on 6/22)$45.00 Reservation of Kevin Moran Park picnic area for the event$35.00 $100.00 Event Permit Fee $180.00 The City Council allocated $2,500 for “Community Events –General” in the fiscal year 2010-11 budget. A total of $1,109.46 has beenexpended from this account, leaving a remaining balance of $1,390.54. Staff recommends allocating $180.00 from the “Community Events –General”account in order to cover the cost of these City-related fees. FISCAL IMPACTS: If Council agrees to waivethe fees listed above, a total of $80.00would be allocated to the Recreation & Facilities Department and a total of $100 would be allocated to the Community Development Department from the “Community Events –General”account. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: July 4thorganizers wouldhave to pay for the above listed City fees. ALTERNATIVE ACTION: The Council could decide to waive a portion or all of the City fees listed above. FOLLOW UP ACTION: Undertake Council direction. Page 1of 2 ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: None Page 2of 2 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6,2011 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: John CherboneJohn Cherbone Public Works DirectorPublic Works Director Landscaping & Lighting Assessment District LLA-1; ResolutionDescribing SUBJECT: Improvements and Directing Preparation of Engineer’s Report for Annexation of a New Zone (Westbrook -Zone 34) to the City of Saratoga Landscaping and Lighting Assessment District, LLA-1. RECOMMENDED ACTION(S): 1.Move to adopt the Resolution describing improvements and directing preparation of the Engineer’s Report. REPORT SUMMARY: The attached Resolution must be adoptedto initiate the annexation of a new zone (Westbrook – Zone 34) to the Landscaping & Lighting Assessment District LLA-1 for the upcoming fiscal year beginning on July 1. Procedurally this means that assessment ballots will be mailed to those property owners within the new Zone. Ballots will be separately tabulated at the close of the Protest Hearingin June. Only those ballots returned by the close of the Protest Hearing will count towards determining whether a majority protest exists. FISCAL IMPACTS: The costs associated with administering the Landscaping & Lighting Assessment District are recovered via the assessments levied against the properties, which receive special benefit from the services provided through the District. . CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The Resolution would not be adopted and the process of creating a new Zone would not move forward. Page 1of 2 ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Work on the Engineer’s Report will beginand submitted to the City Council for approval. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional at this time. Eventually, notices and ballots will be mailed to certain property owners as required by law. Additionally, notices will be published in the Saratoga News as required. ATTACHMENTS: 1.Resolution describing improvements and directing preparation of the Engineer’s Report. 2.Exhibit A –Petition 3.Exhibit B –Zone 34 Improvements 4.Exhibit C –Zone 34 Map Page 2of 2 RESOLUTION NO.__ A RESOLUTION DESCRIBING IMPROVEMENTS AND DIRECTING PREPARATION OF ENGINEER'S REPORT FOR ANNEXATION OF A NEW ZONE TO CITY OF SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA-1 RESOLVED, by the City Council of the City of Saratoga, California, as follows: 1.On March 2, 2011, the City Council, pursuant to the provisions of the Landscaping and LightingAct of 1972, Part 2, Division 15 of the Streets and Highways Code of the State of California,adoptedResolutionNo. 11-009Describing Improvements and Directing Preparation of an Engineer’s Reportfor Fiscal Year 2011-2012 forthe City of Saratoga Landscaping and Lighting Assessment District LLA-1; 2.The City hasreceived a petition from 61 homeowners in the Westbrook neighborhood requesting the formation of a new Zone of Landscaping and Lighting Assessment District LLA-1. The petitionis hereto attached and by this reference incorporated herein as Exhibit “A.” 3.The improvements to be constructed or installed, including the maintenance or servicing, or both, thereof, in this new Zone (Zone #34)are more particularly described in Exhibit "B" hereto attached and bythis reference incorporated herein. 4.The costs and expenses of said improvements, including the maintenance or servicing, or both, thereof, are to be made chargeable upon Zone #34of said District, the exterior boundariesof which District are the composite and consolidated area as more particularly shown on a maphereto attached and by this reference incorporated herein as Exhibit “C.” 5.The City Engineer is hereby directed to prepare and file with the City Clerk a report, in writing, referring toZone #34of the assessment district by its distinctive designation, specifying the fiscal year to which the report applies, and, with respect to that year, presenting the following: a) plans and specification of the existing improvements and for proposed new improvements, if any, to be made within Zone #34; b) an estimate of the costs of said proposed new improvements, if any, to be made, the costs of maintenance or servicing, or both, thereof, and of any existing improvements, together with the incidental expenses in connection therewith; c) a diagram showingthe exterior boundaries of Zone #34and the lines and dimensions of each lot or parcel of land within Zone #34as such lot or parcel of land is shown on the County Assessor's map for the fiscal year to which the reportapplies, each of which lots or parcels of land shall be identifiedby a distinctive number or letter on said diagram; and d) a proposed assessment of the total amount of the estimated costs and expenses of the proposed new improvements, including the maintenance or servicing, or both, thereof, and of any existing improvements upon the several lots or parcels of land in said district in proportion to the estimated specialbenefits to be received by each of such lots or parcels of land, respectively, from said improvements, including the maintenanceor servicing, or both, thereof, and of the expenses incidental thereto.Only special benefits are assessable; special benefit means a particular and distinct benefit overand above general benefits conferred on real property locatedin the assessment district or to the public at large. 6.The Office of the Public Works Director of said City be, and is hereby, designated as the office to answer inquiries regarding any protest proceedings to be had herein, and may be contacted during regular office hours at the City Hall, 13777 Fruitvale Avenue, Saratoga, California 95070 or by calling (408) 868-1241. * * * * * * * * The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the 6thday of April, 2011 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Howard A. Miller, Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk ß»³»²¬ Ü·¿¹®¿³ Ý·¬§ ±º Í¿®¿¬±¹¿ Ô¿²¼½¿°» ¿²¼ Ô·¹¸¬·²¹ Ü·¬®·½¬ ÔÔßóï Ʊ²» íì íéèîïðïï íéèîïðïð íéèîïððç íéèîïððè íéèîïððé íéèîïððê íéèîïððë íéèîïððì íéèîïððííéèîëðîç íéèîïððî íéèîïððï íéèîëðîè íéèîëðïé íéèîëðïë íéèîìðìí íéèîìðìì íéèîìðìë íéèîìðìê íéèîëðîé íéèîìðìé íéèîìðìè íéèîìðìç íéèîìðëð íéèîìðëï íéèîëðïê íéèîìðëî íéèîëðîê íéèîìðìî íéèîëðïì íéèîìðîê íéèîìðîèíéèîëðïè íéèîìðîç íéèîìðîé íéèîìððï íéèîëðîë íéèîìðìï íéèîëðïí íéèîìðîë íéèîëðïç íéèîìððî íéèîìððí íéèîëðïî íéèîëðîì íéèîìðìð íéèîìðíð íéèîìðîì íéèîìðíïíéèîìððì íéèîìðíî íéèîëðïï íéèîìðíç íéèîëðîð íéèîìðîí íéèîìðíííéèîìððë íéèîëðîí íéèîëðîï íéèîìðíè íéèîëðïð íéèîìðíé íéèîìðîî íéèîìðíì íéèîìððê íéèîìðîï íéèîëððç íéèîëðîî íéèîëððè íéèîìðíê íéèîìðïî íéèîìðïí íéèîìðíë íéèîìððé íéèîìðîð íéèîëððé íéèîëððí íéèîìðïï íéèîìðïç íéèîìððè íéèîëððî íéèîìðïì íéèîëððê íéèîìðïë íéèîìðïê íéèîìðïð íéèîìðïé íéèîìðïè íéèîëððì íéèîìððç íéèîëððï íéèîëððë o Ʊ²» íì Ю±°»®¬§ ©·¬¸ ß»³»²¬ Ò«³¾»®ò Ʊ²» íì ½±²·¬ ±º çî °®±°»®¬·»ò SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April6, 2011 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: John CherboneJohn Cherbone Public Works DirectorPublic Works Director SUBJECT:Receipt of Park-in-Lieu Funds–Budget Amendment RECOMMENDED ACTIONS: Approve Budget Resolution. REPORT SUMMARY: Recently the City received $393,300 in park-in-lieu fees connected to the Summer Hill development near Neal’s Hollow. The attached Budget Resolution will recognize the revenue and fund existing park projectsin the Capital Improvement Program (CIP)as follows: Hakone Garden Visitor Center Match -$250,000(matching funds) Park Restroom Improvements -57,589(top priority park project in CIP) Ravenswood Playground Replacement -75,000(repayment of loan from General Fund) West Valley College Soccer Field -8,202(project account cleanup) Historic Park Landscaping -2,509(project account cleanup) $393,300 FISCAL IMPACTS: Revenue in the amount of $393,300 will be recognized and $393,300 will be transferred to the above mentioned projects. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The budget amendment would not be approvedand the above mentioned park projects would not be funded. ALTERNATIVE ACTION: None in addition to the above. Page 1of 2 FOLLOW UP ACTION: If the budget amendment is accepted the above mentioned projects will be funded. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting.A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. ATTACHMENTS: Budget Resolution. Page 2of 2 RESOLUTION NO.__________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA TO RECOGNIZE RECEIPT OFPARK IN LIEU FUNDSTO ADJUST THE FY 2010/11 BUDGET TO APPROPRIATE THE FUNDS RECEIVED WHEREAS ,the City Council desires torecognize park in lieu fees in the amount of $393,300;and WHEREAS ,the City has existing park projects which require funding; and WHEREAS ,City Council desires to fund existing park projects in the amount of $393,000; and WHEREAS ,it is necessary to make adjustments to the Fiscal Year 2010/11 CIP Budget as follows: Account DescriptionAccountAmount To recognize Park in Lieu revenue and move tothe Hakone Gardens Match Contribution CIPproject, and appropriate contribution expenditure: Park & Trail Fund From deposit a/c412.22221$ (250,000.00) Hakone Gardens Match CIP Park in lieu revenue412.9222-001.43524$ 250,000.00 Hakone Gardens Match CIPCIP expenditurea/c412.9222-001.81142$ 250,000.00 To recognize Park in Lieu revenue and move to the Ravenswood Park Playground Equipment CIP, and to repay the General Fund for the $75,000 loan for project: Park & Trail FundFrom deposit a/c412.22221$ (75,000.00) Ravenswood Playground Equipment CIPPark in lieu revenue412.9238-001.43524$ 75,000.00 Ravenswood Playground Equipment CIPTransfer Out412.9238-001.99999$ 75,000.00 General Fund Transfer In111.8101.49999$75,000.00 To recognize Park in Lieu revenue and move to the West Valley College Soccer Field CIP: Park & Trail Fund From deposit a/c412.22221$(8,202.00) West Valley College Soccer Fields CIPPark in lieu revenue412.9253-001.43524$8,202.00 To recognize Park in Lieu revenue and move to the Historic Park Landscaping CIPand increase appropriations: Park & Trail Fund From deposit a/c412.22221$(2,508.51) Historic Park Landscaping CIPPark in lieu revenue 412.9224-001.43524$ 2,508.51 Historic Park Landscaping CIP CIP expenditure a/c412.9224-001.81161$ 2,508.51 To recognize Park in Lieu revenue and move to the Park Restroom Improvements CIP, and to appropriate expenditures: Park & Trail Fund From deposit a/c412.22221$ (57,589.49) Park Restroom Improvements CIPPark in lieu revenue 412.9211-001.43524$ 57,589.49 Park Restroom Improvements CIPCIP expenditure a/c412.9211-001.81161$57,589.49 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby approves the above adjustments to the Fiscal Year 2010/11 Capital Improvement budget. BE IT FURTHER RESOLVED the above and foregoing resolution was passed and , adopted at a regular meeting of the Saratoga City Council held on 6thday of April, 2011by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________ Howard A. Miller, Mayor City of Saratoga Attest: _______________________ Ann Sullivan, City Clerk SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: Kristin BorelJohn Cherbone Public Works Analyst Association of Bay Area Governments Agreement for Local Agency SUBJECT: Participation in the Grant-funded Bay Area-wide Trash Capture Demonstration Project RECOMMENDED ACTION: Approve the agreement with the Association of Bay Area Governments (ABAG), which will provide trash capture equipment for installation in existing storm drains to comply with the San Francisco Bay Municipal Regional Stormwater Permit, and authorize the City Manager to execute the agreement.The Agreement will be providedat the Council meeting and will be sent separately in electronic format. REPORT SUMMARY: The City was issued a new five year Municipal Stormwater National Pollutant Discharge Elimination System (NPDES) permit in October 2009. Provision C.10 of the permit requires municipalities to install and maintain a minimum number of full trash capture devices by July 1, 2014 to treat an area equivalent to 30% of the Retail/Wholesale (commercial) land that drains to the municipal storm sewer system. For each City, the Regional Water Quality Control Board 12 acres, (RWQCB) provided minimum requirements for trash capture catchment areas. For Saratoga, or approximately four storm drains, must be retrofitted with full trash capture devices to meet the permit requirement (see attached map for possible locations). Full trash capture devices are intended to capture trash in the storm drain system and prevent it from being discharged into creeks and the San Francisco Bay. In October 2009, the San Francisco Estuary Partnership (SFEP) was awarded $5 million dollars in federal stimulus funds through the American Recovery and Reinvestment Act of 2009 to support the Bay Area-wide Trash Capture Demonstration Project. The Project’s purpose is to allow cities to test different types of full trash capture devices and assist in compliance with the municipal stormwater permit requirements. The project is managed by the staff of SFEP under the sponsorship of ABAG. Page 1of 2 FISCAL IMPACTS: If awarded, the City will receive twenty-one thousand, one hundred two dollars ($21,202) in grant money, which will pay for the purchase and installation of full trash capture devices to meet the permit requirements. There are no City matching funds required. The City will be responsible for the long-term maintenance of the installed units and it is estimated that in order to meet the manufacturer’s recommendations for inspection and cleaning for the useful life of the product (not to exceed 25 years), approximately $1,000 per year will be needed for the four units that will be installed. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The City would be required to fund the full cost for purchase and installation of the trash capture devices to meet the requirement of the NPDES stormwater permit. ALTERNATIVE ACTION (S): None in addition to the above. FOLLOW UP ACTION(S): The City Manager will execute the agreement with ABAG. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting.A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us ATTACHMENTS: 1.Sample Trash Capture Device 2.Resolution 3.Potential locations map Page 2of 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING AN AGREEMENT WITH THE ASSOCIATION OF BAY AREA GOVERNMENTS (ABAG) FOR LOCAL AGENCY PARTICIPATION IN THE BAY AREA-WIDE TRASH CAPTURE DEMONSTRATION PROJECT WHEREAS,on October 14, 2009 the San Francisco Bay Area Regional Water Quality Control Board (RWQCB) issued a new Municipal Permit (MRP) for stormwater operations; and WHEREAS, the MRP requires the City to install trash capture devices in its storm drain system toreduce trash entering waterways; and WHEREAS, ABAG and the San Francisco Bay Area RWQCB have entered into a Project Finance Agreement No. 09-823-350 for the purchase and installation of trash capture devices; and WHEREAS, The ABAG program offers the City a grant up to $21,102; and WHEREAS, following the approval of this Agreement, City staff will identify high trash- generating locations for the installation of the devices and determine the sufficiency of available funds. NOW, THEREFORE, BE IT RESOLVED, that the City Manager is hereby authorized to execute the Agreement for Local Agency Participation in the Grant Funded Bay Area-wide Trash Capture Demonstration Project, as described in Attachment 1; AND BE IT FURTHER RESOLVED, that in the event (a) that there are excess funds available following installation of devices at all high trash-generating locations identified by City staff, the City Manager is authorized to release any claim to those funds by the City of Saratoga;and (b) there are insufficient funds available for installation of devices at all high trash-generating locations identified by City staff, the City Manager is authorized to seek and accept additional grant funds on terms and conditionsthat are comparable to those in the grant approved by this Resolution. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City th Council held on the 6day of April 2011by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Howard Miller, Mayor ATTEST: _____________________________ Ann Sullivan, City Clerk Page 1of 1 ᬻ²¬·¿´ Ô±½¿¬·±² º±® Ì®¿¸ Ý¿°¬«®» Ü»ª·½» o SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 DEPARTMENT:CITY MANAGER: Recreation & Facilities Dave Anderson PREPARED BY:DIRECTOR: Adam Henig, Recreation Supervisor Michael Taylor SUBJECT:Amendment to Resolution 542-2: Terms of Office and Meetingsof the Youth Commission RECOMMENDED ACTION: Review report and adopt an AmendmenttoResolution 542-2to: 1.Confirm the number of Youth Commissionersat eleven (11) members, removingthe requirement that three Commissioners be adults; 2.Provide that regular meetings be held monthly during the school year; and 3.Replace a reference to Roberts Rules of Order with a reference to the City’s rules of parliamentary procedure. BACKGROUND: Recently, the City Clerk brought to the Youth Commission Staff Liaison’s attention the 1972 City Council Resolution establishing a Youth Commission(Attachment “A”).Over the past forty plus years, Council and Staff have veered away from some of the resolution’s key provisions. The most notable points are in regards to: Section1:The Youth Commission “shall consist of eleven (11) members” Section2: The members include eight youths and three adults Section 4: “The Youth Commission shall meet twice a month on a regularly scheduled basis” Section4: “Roberts’ Rules of Order shall be followed” As reference, in other Cities in the surrounding area, Monte Sereno has 12 Youth Commissioners, Los Gatos has 13, Cupertinohas9,and Los Altoshas11,for an average of 11.25 students per Commission (Campbell has no Youth Commission). This report provides background on Council’s 1972“Resolution Creating Youth Commission” and provides recommendations. DISCUSSION: Number and Composition of Commissioners As illustrated on the chart and graph below, since 2005 the number of Youth Commissioners has steadily grown.There are no adults on the present Commission nor have there been in quite some time. YEARNumberof Commissioners 2005-0613 2006-0714 2007-0814 2008-0916 2009-1018 2010-1118 + 1 alternate 20 18 16 14 2005-06 12 2006-07 10 2007-08 8 2008-09 6 2009-10 4 2010-11* 2 0 # of Commissioners öïç ·²½´«¼» ¿² ¿´¬»®²¿¬» Attendance,Effectiveness and Degree of Engagement As the Commission has expanded, it has becomea less effective body. As illustrated below, frequent absences and late attendance have occurred. SEPOCTNOVDECJANFEBMAR LX Jane Chang X Aditya Dev X Troy Estes X Kia Fariba XX Kaitlin Finch LX Vishal Goel LX Somya Khare XXX Lauren Kuan X Natasha Morgan-Witts X Kevin Mu X Priyanka Nookala Vikas Nookala LL Sierra Smith Anu Sreedhara LLLXXX Ramiz Sheikh XX Lauren Tang Sarah Tang XXX Ali Wilson X Mercedes Chien x = absent L = Late Bold = notable absences In February, the Commission was missing nearly half its members, withonly eleven attendees. Surprisingly, those present, who normally do not contribute to the discussion, were much more engaged compared to previous meetings when therewas full capacity. In fact, everyone at the reduced attendance meeting spoke and contributed at least one idea, something that does not always occur. Moreover, when it came to assigning tasks for upcoming events, there were not (as there often is) a shortage of duties. In numerous instances, there are more Commissioners than needed, resulting in a lack of interest and ownership of the project or event. When the Commission is at full capacity, the majority of the discussion takes place amongst a smaller number of commissioners—mainly returning upper-classman. Since there are 19 commissioners, the absence of a small number does not have much impact on the flow and outcome of the meetings.If there were only 8,9,or 10 commissioners, an absent member or two would have greater effect. At a recent meeting, staff brought up this issue to commissioners. Overwhelmingly, the commissioners were in favor of reducing the current size. The comments below reflected how they felt: “No point to have more people if more work isn’t getting done” “Not enough defined roles; people don’t think it is important because they are lost in the crowd.” “If the Commission is smaller, it might be better to meet more often such,as twice a month.” “’Smaller group’forces everyone to be more ‘committed’.” Since the Youth Commission only meets officially nine times during the year, it’s difficult with 19 members to reach goals that were set at the beginning of the school year. Every meeting is precious and since there are so few, much of the business is now taken care of in subcommittee meetings. By reverting to Council’s original intent forthe size of the Commission [but maintaining the diversity in schools and ages represented(Attachment D)], the results would most likely have the following impact: 1.Create a climate that provides more opportunity for discussion; 2.Minimize the potential for only a few members to dominate meetings; 3.Provide sense of ownership since more responsibilities would be placed on fewer commissioners; and 4.Discourage poor attendance as the members’presence would carry greater impact. RECOMMENDATIONS: Composition of the Youth Commission Option 1 –Implement the existingmaximum of 11 If Council decides to apply the original concept of setting the Commission limit to eleven, it would have minimal impact on the interview process. Presently, there are 18 Commissioners (one was removed due to poor attendance; the alternate filled his spot). Current members:18 Graduating seniors:5 Sub-total13 Concluding terms/eligible to reapply:5 Sub-total8 (currently serving with one year left on their term) Available appointments:3 Total11 In order to fill the three available appointments, Council would open up the interview process to all eligible participants (current members eligible to reapplyand the public). This option is reflected in the attached Resolution(Attachment “B”). Option 2 –Increase themaximum number of appointees If Council decided to appoint one or two additional commissioners, for a total of 12 or 13, the Commission can still retain much of its cohesion. Anything beyond 13 members would defeat the purpose of trying to achieve a smaller, moreefficient Commission. The attached resolution could be amended to specify a higher number. Option 3 –Leave Commission at its current number Amend the attached resolution to authorize 19 members. Meeting Schedule Staff recommends amending Resolution 542-2to call for once a month meetings during the school year with additional meetings called at such other times as the Commission desires. Rules of Procedure Staff also recommends replacing the reference in Resolution 542-2to Roberts Rules of Order with a reference to the City’s standard rules of parliamentary procedure. FISCAL IMPACTS: None. ALTERNATIVE ACTION: The Council could direct staff to revise the attached amendment to resolution 542-2 to reflect other preferred options. FOLLOW UP ACTION: Implementamendment to current policy. Revise the application process to reflect the number of positions available. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and wasincluded in the packet made available on the City’s website at www.saratoga.ca.us in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A -Resolution 542-2 Attachment B-Proposed Amendment to Resolution 542-2 CITY OF SARATOGA CITY COUNCIL RESOLUTION NO:________ AMENDING AND RESTATING RESOLUTION NO. 542-2 RELATING TO THE YOUTH COMMISSION WHEREAS ,on November 15, 1972 the City Council of the City of Saratoga duly adopted Resolution No. 542-2 relating to theterms of office, meeting time, and other matters concerning the Youth Commission; and WHEREAS ,the City Council wishes to affirm that resolution with respect to the number of members of the Commission and various other matters and to amend the resolution by (1) deleting the requirement that three members be adults; (2) requiring monthly meetings during the months of September through May; and (3) replacing a reference to Roberts Rules of Order with a reference to the City’s current rules of parliamentaryprocedure. NOW THEREFORE , the City Councilof the City of Saratoga does herebyamend and restate Resolution No. 542-2 as follows: SECTION 1: There is hereby established and created a Youth Commission of the City of Saratoga, which shall be known as the Saratoga Youth Commission, which shall consist of eleven (11) members to be appointed by the Mayor with the approval the City Council. SECTION 2:Upon the first appointment of members to the Youth Commission, four youths shall be appointed for a term of two years, and four youths for a term of one year. Thereafter, successors to the first members shall be appointed for two years. SECTION 3:The powers of the Youth Commission are advisory only, and it shall render all reports and recommendations directly to the City of Council, unless otherwise directed by the Council. The Commission does not constitute a planning agency with the terms and meaning of Government Code Section 65100 of the State of California. The Commissioners’ powers and duties, in such advisory capacity to the City Council, shall include the following: (a)To develop and recommend guidelines involving the concerns of youth and the programming and implementation thereof, to the Council; (b)Advise the Council generally on matters which concern youth and specifically on the various aspects of the city matters related to youth as may be requested by Council. SECTION 4: The Youth Commission shall meet once a month on a regularly scheduled basis during the months of September through May, the schedule to be determined by the Commission. The Commission shall also meet at such other times as the Commission desires, and establish its own rules of order, conduct of business and procedureexcept that it shall follow the City of Saratoga Rules of Parliamentary Procedure with respect to matters addressed by those rules. BE IT FURTHER RESOLVED, that any prior resolution concerning the matters set forth herein shall be of no force and effect with respect to any matter set forth herein. PASSED AND ADOPTED by the City Council of the City of Saratoga, this 6th dayof April, 2011by the following vote: AYES: NOES: ABSENT: ABSTAIN: Howard A. Miller Mayor ATTEST: ____________________________________ Ann Sullivan City Clerk 2 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: April 6, 2011 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Barbara Powell Assistant City Manager SUBJECT:Request for Waiver of City-relatedFees for Annual Saratoga Community Band Concert RECOMMENDED ACTION: Accept report and direct staff accordingly. REPORT SUMMARY: City staff received arequest from Craig Northrup, Conductor and Music Director for the Saratoga Community Band, for a waiver of the following City-relatedfees on May 22, 2012 in order to hold the free annual Concert in the Park: Reservation of Wildwood Park stage $45.00 Reservation of Wildwood Park picnic area$45.00 $100.00 Event Permit Fee $190.00 Mr. Northrup provided a copy of the attached May 20, 1999 letter from then-City Clerk Susan A. Ramos, waiving future fees and deposits for the annual event. However, current policy is to bring these types of waivers to the City Council, rather than making these determinations at the staff level. The City Council allocated $2,500 for “Community Events –General” in the fiscal year 2010-11 budget. To date, atotal of $1,109.46 has been expended from this account. th If the Council approves the request on this evening’s agenda to grant a waiver of 4of July event fees of $180, theremaining balance in the account will be $1,210.54. If the Council then approves allocating $190.00 to the annual Saratoga Community Band Concert, the remaining balance in the account will be $1,020.54. RECOMMENDATIONS: Staff recommends allocating a total of $90.00 to the Recreation & Facilities Department and a total of $100 to the Community Development Department from the “Community Events–General” account to cover City-related fees for the 2011 concert. Further, since the concert is an annual event, staff recommends that the Council consider including a specific allocation in the fiscal year 2011/12 budget to cover City-related expensesrelated for the concert. Page 1of 2 FISCAL IMPACTS: If Council agrees with staff’s recommendation, a total of $190.00would be allocated from the “Community Events –General”account. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Mr. Northrupwouldhaveto pay for the above listed City fees. ALTERNATIVE ACTION: The Council could decide to waive a portion or all of the City fees listed above. FOLLOW UP ACTION: Undertake Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: May 20, 1999 letter Page 2of 2