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Home My WebLink About02-06-2019 City Council Agenda Packet (2) Saratoga City Council Agenda ~ February 6, 2019 ~ Page 1 of 5 SARATOGA CITY COUNCIL REGULAR MEETING FEBRUARY 06, 2019 6:00 P.M. CLOSED SESSION Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 CONFERENCE WITH LABOR NEGOTIATORS (Gov’t Code 54957.6) Agency Designated Representatives: City Manager James Lindsay, City Attorney Richard Taylor, Human Resources Manager Monica LaBossiere Employee Organizations: Saratoga Employee Association; Northern California Carpenters Regional Council, Carpenters Forty Six Northern California Counties Conference Board and their Affiliated Local Unions 7:00 P.M. REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 PLEDGE OF ALLEGIANCE ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on January 31, 2019. REPORT FROM CLOSED SESSION ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. ANNOUNCEMENTS CEREMONIAL ITEMS Commendation for Lynne Engelbert Recommended Action: Present the commendation to Lynne Engelbert. Commendation for David Lee Recommended Action: Present the commendation to David Lee. Saratoga City Council Agenda ~ February 6, 2019 ~ Page 2 of 5 1. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted on in one motion, unless removed by the Mayor or a Council Member. Any member of the public may speak on an item on the Consent Calendar at this time, or request that the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Regular City Council Meeting on January 16, 2019. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 01/15/2019 Period 7; 01/24/2019 Period 7; and 01/30/2019 Period 7. 1.3. Treasurer’s Report for the Month Ended December 31, 2018 Recommended Action: Review and accept the Treasurer’s Report for the month ended December 31, 2018. 1.4. Ordinance Establishing Regulations for Rotating Emergency Shelters (Safe Car Park and Severe Weather Shelter Programs) Recommended Action: Waive the second reading and adopt the ordinance establishing regulations for rotating emergency shelters, such as safe car parks and severe weather shelters in the City of Saratoga. 2. PUBLIC HEARING None 3. GENERAL BUSINESS 3.1. Traffic Adaptive Project Along Saratoga Ave – Award of Consulting & Design Service Contract Recommended Action: 1. Authorize the City Manager to execute a contract for consulting and design services with Traffic Patterns for the Traffic Adaptive Project along Saratoga Ave for $122,976. 2. Move to authorize staff to execute change order to the contract up to $13,000 3.2. City Council Summer Recess Recommended Action: Provide direction to staff regarding the City Council’s 2019 summer recess. Saratoga City Council Agenda ~ February 6, 2019 ~ Page 3 of 5 COUNCIL ASSIGNMENTS Mayor Manny Cappello Cities Association of Santa Clara County Board of Directors Cities Association of Santa Clara County-City Selection Committee Cities Association of Santa Clara County-Legislative Action Committee Council Finance Committee Saratoga Area Senior Coordinating Council (SASCC) West Valley Mayors and Managers West Valley Sanitation District Vice Mayor Howard Miller Council Finance Committee KSAR Community Access TV Board Saratoga Ministerial Association Saratoga Sister City Organization Silicon Valley Clean Energy Authority Board of Directors Valley Transportation Authority (VTA) Policy Advisory Committee VTA State Route 85 Corridor Policy Advisory Board Council Member Rishi Kumar Santa Clara County Library Joint Powers Authority Santa Clara Valley Water District Commission West Valley Clean Water Program Authority West Valley Solid Waste Management Joint Powers Authority Council Member Mary-Lynne Bernald Hakone Foundation Board & Executive Committee Public Art Committee Santa Clara County Housing and Community Development (HCD) Council Committee Santa Clara/Santa Cruz Airport/Community Roundtable Saratoga Historical Foundation Council Member Yan Zhao Association of Bay Area Governments Hakone Foundation Board Public Art Committee Saratoga Chamber of Commerce & Destination Saratoga CITY COUNCIL ITEMS COUNCIL COMMUNICATIONS CITY MANAGER'S REPORT ADJOURNMENT Saratoga City Council Agenda ~ February 6, 2019 ~ Page 4 of 5 CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Debbie Bretschneider, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on January 31, 2019 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 31st day of January 2019 at Saratoga, California. Debbie Bretschneider, City Clerk 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 posting of 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. These materials are also posted on the City website. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408.868.1269. Notification 24 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] 02/06 6:00 p.m. Closed Session | 7:00 p.m. Regular Session 02/20 5:00 p.m. CIP Prioritization Study Session | 7:00 p.m. Regular Session 03/06 5:00 p.m. Planning Commission interviews | 6:00 p.m. Joint Meeting with Silicon Valley Leadership Group | 7:00 p.m. Regular Meeting 03/11 6:00 p.m. Commission Work Plan Study Session with Heritage Preservation, Library, Traffic Safety, and Parks & Recreation Commissions in Senior Center 03/20 6:00 p.m. Joint Meeting with Saratoga Ministerial Association | 7:00 p.m. Regular Session 04/03 6:00 p.m. Joint Meeting with Mountain Winery | 7:00 p.m. Regular Session 04/15 6:00 p.m. Budget Study Session 04/17 6:00 p.m. Joint Meeting with Planning Commission | 7:00 p.m. Regular Session 04/30 5:00 p.m. Youth Commission Interviews (time tentative) 05/01 5:00 p.m. Joint Meeting with Chamber of Commerce | 6:00 p.m. Joint Meeting with Board of Sister City | 7:00 p.m. Regular Session 05/15 6:00 p.m. Joint Meeting with Board of Supervisor President Joe Simitian CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2019 Saratoga City Council Agenda ~ February 6, 2019 ~ Page 5 of 5 06/05 5:30 p.m. Joint Meeting with Saratoga Neighborhood & Neighborhood Watch in Senior Center | 7:00 p.m. Regular Session 06/19 6:00 p.m. Joint Meeting with Hakone Board | 7:00 p.m. Regular Session 07/03 Recess? 07/17 Recess? 08/07 6:00 p.m. Joint Meeting with SASCC | 7:00 p.m. Regular Session 08/21 6:00 p.m. Joint Meeting with Youth in Government | 7:00 p.m. Regular Session 09/04 6:00 p.m. Joint Meeting with Montalvo Arts | 7:00 p.m. Regular Session 09/18 6:00 p.m. Joint Meeting with Youth Commission | 7:00 p.m. Regular Session 10/03 10/05 6:00 p.m. Joint Meeting with Historical Foundation | 7:00 p.m. Regular Session 1:00 p.m. State of the City in Joan Pisani Community Center 10/16 5:30 p.m. Joint Meeting with West Valley – Mission Community College Board of Trustees and Saratoga Schools and Boards at West Valley College | 7:00 p.m. Regular Session 11/06 6:00 p.m. Joint Meeting with State Senator Jim Beall Jr. | 7:00 p.m. Regular Session 11/20 6:00 p.m. Joint Meeting with Assembly Member Evan Low | 7:00 p.m. Regular Session 12/04 6:00 p.m. Joint Meeting with Sheriff’s Office | 7:00 p.m. Council Reorganization and Regular Session 12/18 6:00 p.m. Study Session – Council Norms | 7:00 p.m. Regular Session Unless otherwise stated, Joint Meetings and Study Sessions begin at 6:00 p.m. in the Linda Callon Conference Room at Saratoga City Hall at 13777 Fruitvale Avenue and Regular Session begins at 7:00 p.m. in the Civic Theater at 13777 Fruitvale Avenue. SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:Commendation for Lynne Engelbert RECOMMENDED ACTION: Present the commendation to Lynne Engelbert. BACKGROUND: Lynne Engelbert has been a resident of Saratoga since 1991. Lynne is an associate with the nonprofit Institute for Canine Forensics along with her dog Piper. Lynne and Piper have been volunteering at the devasting Tubbs and Camp Fires by finding the cremains of the survivor’s loved ones. ATTACHMENTS: Attachment A –Commendation for Lynne Engelbert 5 COMMENDATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING LYNNE ENGELBERT WHEREAS, Lynne Engelbert has lived in Saratoga since 1991 and is an associate with the nonprofit Institute for Canine Forensics (ICF) along with her border collie dog, Piper; and WHEREAS,Piper is part of an elite group of eight trained detection dogs that work with volunteer archaeologists to reunite people with the cremains of their loved ones after their homes were lost in wildfires; and WHEREAS,the dogs of ICF also frequently work with archaeologists to sniff out old cemeteries and burial sites on Native American Tribal lands and last year, Lynne and Piper were one of four teams that traveled to Fiji to search for the remains of aviator Amelia Earhart; and WHEREAS, after the devasting Tubbs Fire, the Institute for Canine Forensics was able to locate 50 cremains in Santa Rosa; and WHEREAS, if home sites are undisturbed after the fire, the team’s success rate of locating cremains is approximately 92 percent; and WHEREAS, following the Camp Fire, over 130 families have requested help and Lynne and Piper have been there to lend assistance along with six other dog handlers and 60 volunteer archaeologists; and WHEREAS,Lynne and Piper are also part of the Canine Specialized Search Team (CSST), which is a volunteer resource of the County of Santa Clara Medical Examiner-Coroner’s Office. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does hereby recognize Lynne Engelbert and her faithful companion Piper for their service to the communities devasted by wildfires. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 6th day of February 2019. E. Manny Cappello, Mayor City of Saratoga 6 SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:Commendation for David Lee RECOMMENDED ACTION: Present the commendation to David Lee. BACKGROUND: David Lee is retiring as Station Manager from KSAR after working there since 2008. KSAR is a nonprofit organization responsible for operating the Public, Educational, and Government Access channels for Saratoga under the guidance of the Saratoga Community Access Cable Television Foundation. ATTACHMENTS: Attachment A –Commendation for David Lee 7 COMMENDATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING DAVID LEE WHEREAS, since 2008, David Lee has been the Station Manager of KSAR, the Saratoga Community Access Television station based at West Valley College (WVC); and WHEREAS,KSAR is a nonprofit organization responsible for operating the Public, Educational, and Government Access channels for Saratoga under the guidance of the Saratoga Community Access Cable Television Foundation; and WHEREAS,David has been a dedicated employee at KSAR, using his skills at video editing and creating music videos to be produced on KSAR; and WHEREAS, David has also worked with the West Valley College Acting for Film and TV students; and WHEREAS, David was heavily involved in the upgrade of recording equipment at the KSAR/WVC TV Studio and the City of Saratoga broadcast booth; and WHEREAS, David is often found on the scene at special events in the community, recording events that get aired on KSAR for those who are unable to attend or would like to get a feel for the Saratoga community; and WHEREAS, David’s newest project was a collaboration with the Saratoga Area Senior Coordinated Council and included installation of a KSAR Mini Recording Studio in the Senior Center Portable to provide older adults with the opportunity to explore videography and document the oral history of Saratoga, including the personal stories of Saratoga’s older residents. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does hereby recognize David Lee for his service to the community of Saratoga and West Valley College and wishes him the very best in his retirement. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 6th day of February 2019. E. Manny Cappello, Mayor City of Saratoga 8 SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:City Council Meeting Minutes RECOMMENDED ACTION: Approve the City Council minutes for the Regular City Council Meeting on January 16, 2019. BACKGROUND: Draft City Council minutes for each Council Meeting are taken to the City Council to be reviewed for accuracy and approval. Following City Council approval, minutes are retained for legislative history and posted on the City of Saratoga website. The draft minutes are attached to this report for Council review and approval. FOLLOW UP ACTION: Minutes will be retained for legislative history and posted on the City of Saratoga website. ATTACHMENTS: Attachment A –Minutes for the Regular City Council Meeting on January 16, 2019 9 Saratoga City Council Minutes ~ January 16, 2019 ~ Page 1 of 6 MINUTES WEDNESDAY, JANUARY 16, 2019 SARATOGA CITY COUNCIL REGULAR MEETING At 6:00 p.m., the City Council held a Joint Meeting with the Santa Clara County Fire Department in the Linda Callon Conference Room at 13777 Fruitvale Avenue in Saratoga. Mayor Cappello called the Regular Session to order in the Civic Theater, Council Chambers at 13777 Fruitvale Avenue in Saratoga at 7:04 p.m. and led the Pledge of Allegiance. ROLL CALL PRESENT:Mayor Manny Cappello, Vice Mayor Howard A. Miller, Council Members Rishi Kumar, Mary-Lynne Bernald, Yan Zhao ABSENT:None ALSO PRESENT:James Lindsay, City Manager Richard Taylor, City Attorney Crystal Bothelio, Deputy City Manager Debbie Bretschneider, City Clerk Debbie Pedro, Community Development Director John Cherbone, Public Works Director Mary Furey, Finance & Administrative Services Director Michael Taylor, Recreation & Facilities Director Lauren Pettipiece, Public Information Officer REPORT ON POSTING OF THE AGENDA City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted on January 10, 2019. REPORT FROM JOINT MEETING Santa Clara County Fire Chief Tony Bowden spoke about the Joint Meeting, which included discussion on the devastating fire season this past year in California and Saratoga’s wildfire risks. He also announced Ready, Set, Go workshops in April and May. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None ANNOUNCEMENTS Mayor Cappello announced Living Room Conversations, Winter Wonderland Dance for Individuals with Disabilities, and the Planning Commission recruitment. 10 Saratoga City Council Minutes ~ January 16, 2019 ~ Page 2 of 6 1.CONSENT CALENDAR 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Special City Council Meeting on December 13, 2018 and Regular City Council Meeting on December 19, 2018. BERNALD/MILLER MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR THE SPECIAL CITY COUNCIL MEETING ON DECEMBER 13, 2018 AND REGULAR CITY COUNCIL MEETING ON DECEMBER 19, 2018. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 12/20/2018 Period 6; and 01/08/2019 Period 7. BERNALD/MILLER MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 12/20/2018 PERIOD 6; AND 01/08/2019 PERIOD 7.MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.3. Treasurer’s Report for the Month Ended November 30, 2018 Recommended Action: Review and accept the Treasurer’s Report for the month ended November 30, 2018. BERNALD/MILLER MOVED TO ACCEPT THE TREASURER’S REPORT FOR THE MONTH ENDED NOVEMBER 30, 2018.MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.4. Resolution Authorizing Final Disposition of Certain City Records Recommended Action: Adopt resolution authorizing final disposition of certain city records. RESOLUTION 19-001 BERNALD/MILLER MOVED TO ADOPT THE RESOLUTION AUTHORIZING FINAL DISPOSITION OF CERTAIN CITY RECORDS. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 11 Saratoga City Council Minutes ~ January 16, 2019 ~ Page 3 of 6 2.PUBLIC HEARING 2.1. Weed/Brush Abatement Program Assessment Hearing Recommended Action: Open public hearing, accept public testimony and consider amendments to the assessment report, and adopt resolution confirming report and assessment of weed/brush abatement program charges. Crystal Bothelio, Deputy City Manager, presented the staff report. Mayor Cappello invited public comment on the item. No one requested to speak. RESOLUTION 19-002 BERNALD/MILLER MOVED TO ADOPT RESOLUTION CONFIRMING REPORT AND ASSESSMENT OF WEED/BRUSH ABATEMENT PROGRAM CHARGES. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2.2. Ordinance Establishing Regulations for Rotating Emergency Shelters (Safe Car Park and Severe Weather Shelter Programs) Recommended Action: Conduct a public hearing concerning the attached ordinance establishing regulations for rotating emergency shelters, such as safe car parks and severe weather shelters; and, introduce and waive the first reading of the ordinance and direct staff to place the ordinance on the consent calendar for adoption at the next regularly scheduled meeting of the City Council. James Lindsay, City Manager, presented the staff report. Mayor Cappello invited public comment on the item. No one requested to speak. MILLER/BERNALD MOVED TO WAIVE THE FIRST READING OF THE ORDINANCE ESTABLISHING REGULATIONS FOR ROTATING EMERGENCY SHELTERS, SUCH AS SAFE CAR PARKS AND SEVERE WEATHER SHELTERS, AND DIRECT STAFF TO PLACE THE ORDINANCE ON THE CONSENT CALENDAR FOR ADOPTION AT THE NEXT REGULARLY SCHEDULED MEETING OF THE CITY COUNCIL.MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 12 Saratoga City Council Minutes ~ January 16, 2019 ~ Page 4 of 6 Vice Mayor Miller, as the Council representative to the Saratoga Ministerial Association, noted that he will ask the members of the Saratoga Ministerial Association to give him quarterly reports on the program to be distributed to the other Council Members through City staff. 3.GENERAL BUSINESS 3.1. Citywide Accessibility Assessment Project – Contract Award Recommended Action: 1. Award a Design Contract to BKF Engineers in the amount of $112,550.00. 2. Move to authorize staff to approve change orders up to $11,255.00. 3. Adopt a Budget Resolution to adjust the FY 2018/19 CIP Budget to transfer funds from the Big Basin Way Turnaround CIP to the Citywide Accessibility Assessment Project. John Cherbone, Public Works Director, presented the staff report. Mayor Cappello invited public comment on the item. No one requested to speak. RESOLUTION 19-003 MILLER/KUMAR MOVED TO AWARD A DESIGN CONTRACT TO BKF ENGINEERS IN THE AMOUNT OF $112,550.00, TO AUTHORIZE STAFF TO APPROVE CHANGE ORDERS UP TO $11,255.00, AND TO ADOPT A BUDGET RESOLUTION TO ADJUST THE FY 2018/19 CIP BUDGET TO TRANSFER FUNDS FROM THE BIG BASIN WAY TURNAROUND CIP TO THE CITYWIDE ACCESSIBILITY ASSESSMENT PROJECT. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. COUNCIL ASSIGNMENTS Mayor Manny Cappello Cities Association of Santa Clara County Board of Directors – MTC CASA (The Committee to House the Bay Area) gave a report on the CASA housing options to be presented to State legislators. The Board selected three priorities for 2019 Cities Association: housing, transportation, and the airport roundtable. Cities Association of Santa Clara County-City Selection Committee – the Committee voted on appointments for ABAG alternates, choosing Liz Kniss of Palo Alto and Rod Sinks of Cupertino, and selected Jeannie Bruins of Los Altos to serve on the Metropolitan Transportation Commission. Saratoga Area Senior Coordinating Council (SASCC)– the Senior Center has reopened their doors for business after construction. West Valley Sanitation District – the meeting was last week and Mayor Cappello was appointed as Chair. 13 Saratoga City Council Minutes ~ January 16, 2019 ~ Page 5 of 6 Council Finance Committee – Mayor Cappello noted that he attended the last meeting. Vice Mayor Howard Miller Council Finance Committee – the Committee received a preview of the financial staff reports for the Council Retreat. KSAR Community Access TV Board – the Board received the announcement that the Station Manager is retiring. Silicon Valley Clean Energy Authority Board of Directors – Vice Mayor Miller was appointed as the Vice Chair for this Board, Vice Chair for the SVCE Finance Committee, and is serving on the Risk Oversight and Executive Committee. The meeting included discussion about the PG&E bankruptcy and how it could affect the SVCE. Valley Transportation Authority (VTA) Policy Advisory Committee – tomorrow’s meeting has been cancelled. Saratoga Sister City Organization – the Muko City delegation will be in Saratoga for the 35 th Anniversary event which is scheduled for October 15-22, 2019 and on October 16 the delegation will attend the Council meeting. Council Member Miller is also the alternate to the Valley Transportation Authority (VTA) Board of Directors where the meeting included discussion on removal of bus routes to save money. Council Member Rishi Kumar Council Member Kumar reported that there have been no meetings, but he has been meeting with the staff on the new assignments. Council Member Mary-Lynne Bernald Hakone Foundation Board & Executive Committee – attended the Hakone holiday gathering. Public Art Committee – will have a meeting on January 30. Council Member Yan Zhao Hakone Foundation Board – attended the Hakone holiday gathering and met staff and board members. Saratoga Chamber of Commerce & Destination Saratoga – Council Member Zhao was not able to attend the Chamber meeting. Council Member Zhao announced the Chamber event Saratoga Shines. CITY COUNCIL ITEMS None COUNCIL COMMUNICATIONS Council Member Kumar reported that the merger of San Jose Water and Connecticut Water was not approved by the Connecticut Public Utilities Regulatory Authority. Additionally, the National Weather Service has announced a flash flood warning for January 16. 14 Saratoga City Council Minutes ~ January 16, 2019 ~ Page 6 of 6 CITY MANAGER'S REPORT None ADJOURNMENT BERNALD/MILLER MOVED TO ADJOURN THE MEETING AT 8:10 P.M. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Debbie Bretschneider, City Clerk City of Saratoga 15 Gina Scott, Accounting Technician SUBJECT: Review of Accounts Payable Check Registers RECOMMENDED ACTION: Review and accept check registers for the following accounts payable payment cycles: BACKGROUND: The information listed below provides detail for City check runs. Checks issued for $20,000 or greater are listed separately as well as any checks that were voided during the time period. Fund information, by check run, is also provided in this report. REPORT SUMMARY: Attached are Check Registers for: Date Ending Check # 01/15/19 137788 137835 48 656,021.65 01/15/19 01/08/19 137787 01/24/19 137836 137881 46 339,932.26 01/24/19 01/15/19 137835 Accounts Payable 01/30/19 137882 137931 50 381,501.74 01/30/19 01/24/19 137881 Accounts Payable checks issued for $20,000 or greater: Date Check # Issued to Dept.Amount 01/15/19 137800 PW 25,190.68 01/15/19 137809 CDD 38,883.65 01/15/19 137815 PS 473,395.42 01/15/19 137820 OCM 48,087.00 01/24/19 137845 PW 49,835.00 01/24/19 137871 Various 23,906.93 01/24/19 137880 CDD 145,278.08 01/30/19 137891 Fin & Admin 39,471.75 01/30/19 137921 PW 60,889.25 01/30/19 137928 PW 24,366.90 01/30/19 137929 PW 136,344.56 Accounts Payable checks voided during this time period: AP Date Check #Amount ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format Comp Shared Risk Pool Worker's Comp Insurance N/A Reason Issued to Wattis Construction Vista Landscape & Mtc Various Landscape Services St. Francis Electric CIP Streets Project Lighted Crosswalk Status Attorney Services CIP Grant/Street Repair Prospect Road Various General Bond Refund Registrar of Voters SCC Office of the Sheriff General Prior Check Register Checks Released Total Checks Amount WVSW JPA Dues General General Election City of Campbell Law Enforcement Fehr & Peers Bond Refund Various General Lin Xia General/CIP Project General Accounts Payable Accounts Payable Fund Purpose 01/15/2019 Period 7; 01/24/2019 Period 7; and 01/30/2019 Period 7. PREPARED BY: Ending Check # Shute Mihaly & Weinberger Xiaoyong Luo SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:Finance & Administrative Services Starting Check #Type of Checks Date 16 17 18 19 20 21 22 23 24 25 26 27 28 30 31 SARATOGA CITY COUNCIL MEETING DATE: February 6, 2019 DEPARTMENT: Finance & Administrative Services PREPARED BY: Ann Xu, Accountant SUBJECT: Treasurer’s Report for the Month Ended December 31, 2018 RECOMMENDED ACTION: Review and accept the Treasurer’s Report for the month ended December 31, 2018. BACKGROUND: California government code section 41004 requires that the City Treasurer submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the City Treasurer. This report is prepared to fulfill this requirement. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present. FISCAL STATEMENT: Cash and Investments Balance by Fund As of December 31, 2018, the City had $686,466 in cash deposit at Comerica bank, and $19,793,076 on deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that effective July 1, 2018: for cash flow purposes and to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $1,000,000. The total pooled cash balance as of December 31, 2018 is $20,479,542 and exceeds the minimum limit required. City’s Current Financial Position In accordance with California government code section 53646 (b) (3), the City is financially well positioned and able to meet its expenditure requirements for the next six months. As of December 31, 2018, the City’s financial position (Assets $24.0M, Liabilities $3.4M and Fund Equity $20.6M) remains very strong and there are no issues in meeting financial obligations now or in the foreseeable future. Unrestricted Cash Comerica Bank 686,466$ Deposit with LAIF 19,793,076$ Total Unrestricted Cash 20,479,542$ Cash Summary 32 The following Fund Balance schedule represents actual funding available for all funds at the end of the monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual amount of funds available. Fund Balance Designations In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions; “committed fund balance”, resources whose use is constrained by limitations the government imposes upon itself through formal action at its highest level of decision making and remains binding unless removed in the same manner; “assigned fund balance”, resources that reflects a government’s intended use of resources, such intent would have to be established at either the highest level of decision making, by a body, or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance. ATTACHMENTS A – Change in Total Fund Balances by Fund under GASB 54 B – Change in Total Fund Balances by CIP Project C – Change in Cash Balance by Month D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates Total Unrestricted Cash 20,479,542$ Plus: Assets 3,537,808 Less: Liabilities (3,431,404) Ending Fund Balance 20,585,946$ Adjusting Cash to Ending Fund Balance 33 ATTACHMENT A CHANGES IN TOTAL FUND BALANCE UNDER GASB 54 * Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once the FY 2017/18 independent audit is completed. Fund Description Prior Year Carryforward 7/1/18 Increase/ (Decrease) Jul-Nov Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 12/31/2018 General Fund Restricted Fund Balances: Environmental Services Reserve 213,182 - - - - - 213,182 Committed Fund Balances: Hillside Stability Reserve 1,000,000 - - - - - 1,000,000 Assigned Fund Balances: Future Capital Replacement & Efficiency Project Reserve 1,349,623 - - - - - 1,349,623 Carryforwards Reserve 155,264 - - - - - 155,264 Facility Reserve 2,200,000 - - - - - 2,200,000 Unassigned Fund Balances: Working Capital Reserve 1,000,000 - - - - - 1,000,000 Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000 Development Services Reserve - - - - - - - Compensated Absences Reserve 231,708 - - - - - 231,708 Other Unassigned Fund Balance Reserve (Pre YE distribution)3,834,140 (2,781,907) 2,636,524 1,286,684 (75,866) 1,345,000 981,207 General Fund Total 13,133,917 (2,781,907) 2,636,524 1,286,684 (75,866) 1,345,000 10,280,984 Special Revenue Landscape/Lighting Districts 1,385,339 (93,761) 45,163 46,179 25,000 - 1,315,563 Debt Service Library Bond 997,756 (665,758) 304 - - - 332,302 Internal Service Fund Liability/Risk Management 553,907 (76,934) - 6,489 - - 470,483 Workers Compensation 297,374 (8,326) - 3,639 - - 285,408 Office Support Fund 116,964 3,173 609 4,622 - - 116,125 Information Technology Services 364,263 57,736 - 33,516 - - 388,484 Vehicle & Equipment Maintenance 236,330 40,826 - 18,551 - - 258,605 Building Maintenance 515,786 110,343 - 53,877 - - 572,252 Vehicle & Equipment Replacement 517,948 (124,402) - 5,613 - - 387,933 Technology Replacement 423,730 61,026 - 5,243 - - 479,513 Facility FFE Replacement 420,814 (33,742) - 21,594 - - 365,477 Internal Service Fund Total 3,447,117 29,700 609 153,146 - - 3,324,281 Trust/Agency WVCWP Agency Fund - 544,540 - 90,631 - - 453,908 Capital Project Street Projects 2,175,561 (136,026) 32,179 153,854 907,000 (10,866) 2,835,726 Park and Trail Projects 702,319 (214,528) - 20,015 165,000 - 632,776 Facility Projects 136,103 (53,031) 5,000 1,400 378,000 - 464,673 Administrative Projects 742,106 (79,523) 2,110 14,030 125,000 190,000 585,662 Tree Fund Projects 92,029 2,314 - 997 - - 93,346 Park In-Lieu Projects 392,073 (19,859) - (670) - - 372,884 CIP Grant Street Projects (2,219,113) (1,249,057) 3,242,967 156,428 - - (381,631) CIP Grant Park & Trail Projects 12,809 (2,097) - - - - 10,712 Gas Tax Fund Projects 1,503,137 423,542 46,209 1,708,131 - - 264,757 CIP Fund Total 3,537,025 (1,328,264) 3,328,464 2,054,185 1,575,000 179,134 4,878,906 Total City 22,501,153 (4,295,450) 6,011,066 3,630,825 1,524,134 1,524,134 20,585,946 34 ATTACHMENT B FUND BALANCES BY CIP PROJECT CIP Funds/Projects Prior Year Carryforward 7/1/18 Increase/ (Decrease) Jul-Nov Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 12/31/2018 Street Projects Annual Road Improvements 329,218 (11,815) 32,179 122,852 75,000 - 301,729 Roadway Safety & Traffic Calming 110,404 (40,646) - 726 50,000 - 119,033 Prospect/Saratoga Median Improvement 745,818 (13,421) - - - - 732,397 Big Basin Way Turn Around - (19,569) - - 132,000 65,000 47,432 Fruitvale/Allendale Improvement - - - - 250,000 - 250,000 Annual ADA Sidewalk Ramps - (4,949) - - - - (4,949) Annual Infrastructure Maintenance& Repair 64,279 (33,464) - 30,276 200,000 - 200,540 Village Sidewalk, Curb & Gutter - Phase II Construction - - - - - (75,866) 75,866 EL Camino Grande Storm Drain Pump 378,269 - - - - - 378,269 Storm Drain Capture Device 17,000 - - - - - 17,000 Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000 Quito Road Sidewalk Improvements 48,650 (6,630) - - - - 42,020 Fourth Street Bridge Widening 99,837 - - - - - 99,837 Quito Road Bridge Replacement 157,830 - - - - - 157,830 Quito Road Bridge - ROW Acquisition 39,374 (5,532) - - - - 33,842 Annual Retaining Wall Maintenance & Repairs 42,137 - - - 200,000 - 242,137 Underground Project 98,744 - - - - - 98,744 Total Street Projects 2,175,561 (136,026) 32,179 153,854 907,000 (10,866) 2,835,726 Parks & Trails Projects Park/Trail Repairs 23,357 (4,360) - - 100,000 - 118,997 Hakone Gardens Infrastructure Improvements 89,613 - - - - - 89,613 Hakone Gardens Koi Pond Improvements 115,248 (145,704) - 15,204 65,000 - 19,340 Quarry Pond Walkway Clearing - (30,825) - 4,812 - - (35,637) Joe's Trail at Saratoga/De Anza 33,997 - - - - - 33,997 Guava/Fredericksburg Entrance 99,418 (32,966) - - - - 66,452 Saratoga Village to Quarry Park Walkway - Design 33,000 - - - - - 33,000 Saratoga to Sea Trail - Construction 307,686 (673) - - - - 307,013 Total Parks & Trails Projects 702,319 (214,528) - 20,015 165,000 - 632,776 Facility Projects CDD/PW Lobby Remodel - (1,671) - 1,400 150,000 - 146,930 Civic Theater Improvements 70,690 9,012 - - - - 79,701 Community/Senior Center Electrical Panel Upgrade 65,414 (58,966) - - 40,000 - 46,448 Community Center Stage Renovation - (1,405) - - 90,000 - 88,595 Bocce Ball Court - - - - 48,000 - 48,000 Senior Center Entrance Remodel - - - - 50,000 - 50,000 Library Building Exterior Maintenance - - 5,000 - - - 5,000 Total Facility Projects 136,103 (53,031) 5,000 1,400 378,000 - 464,673 Administrative and Technology Projects Combined Document Imaging Project 12,263 (7,642) - 1,391 - - 3,231 City Website/Intranet 16,949 - - - - - 16,949 Development Technology 80,301 (4,124) 2,110 - - - 78,286 Trak-It Software Upgrade 27,383 (1,750) - - - - 25,633 LLD Initiation Match Program 50,000 - - - - 25,000 25,000 Horseshoe Beautification 24,650 (900) - 225 - - 23,525 Citywide Accessibility Assessment - - - - 75,000 - 75,000 General Plan Update 295,989 (61,009) - 11,235 - - 223,745 Village Specific Plan Update 80,158 (3,580) - 1,180 - - 75,398 Risk Management Project Funding 154,412 (518) - - 50,000 165,000 38,895 Total Administrative and Technology Projects 742,106 (79,523) 2,110 14,030 125,000 190,000 585,662 35 * Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once ATTACHMENT B (Cont.) FUND BALANCES BY CIP PROJECT * Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once CIP Funds/Projects Prior Year Carryforward 7/1/18 Increase/ (Decrease) Jul-Nov Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 12/31/2018 Tree Fund Projects Citywide Tree Planting Program 68,154 2,189 - 997 - - 69,346 Tree Dedication Program 23,875 125 - - - - 24,000 Total Tree Fund Projects 92,029 2,314 - 997 - - 93,346 CIP Grant Street Projects Highway 9 Safety Improvements - Phase IV (108,547) - - - - - (108,547) Prospect/Saratoga Median Improvement (2,133,920) (1,275,806) 3,242,967 156,428 - - (323,187) Citywide Signal Upgrade II (965) - - - - - (965) Saratoga Ave Sidewalk 23,512 26,749 - - - - 50,261 Quito Road Bridges - ROW Acquisition 808 - - - - - 808 Total CIP Grant Street Projects (2,219,113) (1,249,057) 3,242,967 156,428 - - (381,631) CIP Grant Park & Trail Projects Joe's Trail at Saratoga/De Anza 12,809 - - - - - 12,809 Saratoga to the Sea Trail - Design - (2,097) - - - - (2,097) Total CIP Grant Park & Trail Projects 12,809 (2,097) - - - - 10,712 Park In-Lieu Projects Park & Trail Safety Improvement - (3,610) - (670) 43,000 - 40,060 Quito/Pollard Open Space - (3,610) - - 75,000 - 71,390 Hakone Gardens Infrastructure - - - - 120,000 - 120,000 Hakone Koi Pond Improvement 9,320 - - - - - 9,320 Quarry Pond WW Clearing - - - - 50,000 - 50,000 Saratoga Village to Quarry Park Walkway - Design 88,689 (12,639) - - - - 76,050 Unallocated Park In-Lieu Funds 294,064 - - - (288,000) - 6,064 Total Park In-Lieu Projects 392,073 (19,859) - (670) - - 372,884 Gas Tax Fund Projects Annual Roadway Improvements 690,289 432,657 46,209 1,700,000 - - (530,845) Prospect/Saratoga Median Improvements 685,014 (9,115) - 8,131 - - 667,768 Citywide Signal Upgrade II 99,759 - - - - - 99,759 Big Basin Way Sidewalk Repairs 20,990 - - - - - 20,990 Quito Road Bridges 7,085 - - - - - 7,085 Total Gas Tax Fund Projects 1,503,137 423,542 46,209 1,708,131 - - 264,757 Total CIP Funds 3,537,025 (1,328,264) 3,328,464 2,054,185 1,575,000 179,134 4,878,906 36 the FY 2017/18 independent ATTACHMENT C CHANGE IN CASH BALANCE BY MONTH 37 ATTACHMENT D March June September December 1977 5.68 5.78 5.84 6.45 1978 6.97 7.35 7.86 8.32 1979 8.81 9.10 9.26 10.06 1980 11.11 11.54 10.01 10.47 1981 11.23 11.68 12.40 11.91 1982 11.82 11.99 11.74 10.71 1983 9.87 9.64 10.04 10.18 1984 10.32 10.88 11.53 11.41 1985 10.32 9.98 9.54 9.43 1986 9.09 8.39 7.81 7.48 1987 7.24 7.21 7.54 7.97 1988 8.01 7.87 8.20 8.45 1989 8.76 9.13 8.87 8.68 1990 8.52 8.50 8.39 8.27 1991 7.97 7.38 7.00 6.52 1992 5.87 5.45 4.97 4.67 1993 4.64 4.51 4.44 4.36 1994 4.25 4.45 4.96 5.37 1995 5.76 5.98 5.89 5.76 1996 5.62 5.52 5.57 5.58 1997 5.56 5.63 5.68 5.71 1998 5.70 5.66 5.64 5.46 1999 5.19 5.08 5.21 5.49 2000 5.80 6.18 6.47 6.52 2001 6.16 5.32 4.47 3.52 2002 2.96 2.75 2.63 2.31 2003 1.98 1.77 1.63 1.56 2004 1.47 1.44 1.67 2.00 2005 2.38 2.85 3.18 3.63 2006 4.03 4.53 4.93 5.11 2007 5.17 5.23 5.24 4.96 2008 4.18 3.11 2.77 2.54 2009 1.91 1.51 0.90 0.60 2010 0.56 0.56 0.51 0.46 2011 0.51 0.48 0.38 0.38 2012 0.38 0.36 0.35 0.32 2013 0.28 0.24 0.26 0.26 2014 0.24 0.22 0.24 0.25 2015 0.26 0.28 0.32 0.37 2016 0.46 0.55 0.60 0.68 2017 0.78 0.92 1.07 1.20 2018 1.51 1.90 2.16 2.40 Quarterly Apportionment Rates Local Agency Investment Fund 38 SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:City Manager’s Office PREPARED BY:James Lindsay, City Manager SUBJECT: Ordinance Establishing Regulations for Rotating Emergency Shelters (Safe Car Park and Severe Weather Shelter Programs) RECOMMENDED ACTION: Waive the second reading and adopt the ordinance establishing regulations for rotating emergency shelters, such as safe car parks and severe weather shelters in the City of Saratoga. BACKGROUND: At the November 21, 2018 City Council meeting, the Council directed staff to prepare an ordinance implementing certain amendments to the City Code to establish regulations for rotating emergency shelters. The Planning Commission reviewed the proposed amendments to the zoning regulations and recommended approval at their December 12, 2018 meeting. On January 16, 2019, the City Council introduced and waived the first reading of the attached ordinance. The new regulations would allow rotating emergency shelter programs as a permitted use on residentially zoned properties designated as Community Facility in the General Plan (refer to Attachment B – General Plan Land Use Map), such as West Valley College and faith-based organizations. Rotating emergency shelter programs such as safe car parks and temporary sheltering during severe weather events could occur for up to three months at each host location. Once adopted, the City will establish administrative guidelines to ensure rotating emergency shelters are operated safely and do not negatively impact surrounding properties ATTACHMENTS: Attachment A – Ordinance Amending City Code 9-15.065 and 15-06.251 Attachment B – General Plan Land Use Map 39 ORDINANCE NO. ____ ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING CITY CODE SECTIONS 9-15.065 (VEHICLES USED AS LIVING OR SLEEPING QUARTERS); 15-06.251 (EMERGENCY SHELTER DEFINITION); 15-12.020 (SINGLE- FAMILY RESIDENTIAL DISTRICTS PERMITTED USES); AND 15-19.035 (C-N(RHD) PERMITTED USES). The City Council of the City of Saratoga finds that: 1. The County of Santa Clara has determined that rotating emergency shelters such as safe car parks and severe weather shelters play an important role in the progression of providing safe places to sleep and helping connect residents to services. 2. The City Council referred the amendments to Saratoga Municipal Code Chapter 15 in this ordinance clearly articulating that rotating emergency shelter programs are allowed as a permitted use on residentially zoned properties designated as Community Facility Sites in the General Plan.to the Planning Commission and the Planning Commission held a hearing on those amendments on December 12, 2018. Following consideration of all testimony and written materials, the Planning Commission on December 12, 2018 recommended that the City Council adopt the amendments to Chapter 15 set forth herein. 3. The City Council of the City of Saratoga held a duly noticed public hearing on January 16, 2019, and after considering all testimony and written materials provided in connection with that hearing introduced this ordinance and waived the reading thereof. Therefore, the City Council of the City of Saratoga hereby ordains as follows: Section 1.Adoption. The Saratoga City Code is hereby amended as set forth in Exhibit A. Section 2.Severance Clause. The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub- section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 3. California Environmental Quality Act 40 The proposed amendments and additions to the City Code are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline section 15061(b)(3). CEQA applies only to projects which have the potential of causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. In this circumstance the amendments to the existing City Code and related sections and additions of provisions and reference appendices to the existing Code; the amendments and additions would have a de minimis impact on the environment. Section 4. Publication. A summary of this ordinance shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after its adoption. Following a duly noticed public hearing the foregoing ordinance was introduced at the regular meeting of the City Council of the City of Saratoga held on the 4th day of January, 2019 and was adopted by the following vote on February 6, 2019. COUNCIL MEMBERS: AYES: NOES: ABSENT: ABSTAIN: SIGNED: E. Manny Cappello MAYOR, CITY OF SARATOGA, CALIFORNIA ATTEST: DATE: Debbie Bretschneider CITY CLERK APPROVED AS TO FORM: DATE: Richard Taylor, CITY ATTORNEY 41 Exhibit A – Safe Park Ordinance The provisions of the Saratoga Municipal Code set forth below are amended or adopted as follows: Text added to existing provisions is shown in bold double-underlined text (example) and text to be deleted in shown in strikethrough (example). Text in italics is explanatory and is not an amendment to the Code except in cases where it directs renumbering of subsections not otherwise amended. 9-15.065 - Vehicles used as living or sleeping quarters. No vehicle, including any boat, bus, trailer, motor home, recreational vehicle (as defined in Section 15-06.535 of this Code), van, camper (whether or not attached to a pickup or other vehicle), camp trailer, automobile, truck, pickup, airplane, haul trailer, truck tractor, truck trailer, utility trailer, or any device by which any person or property may be propelled, moved or drawn, shall be used for living or sleeping quarters, except as permitted below: (a)Vehicles may be used as living or sleeping quarters at Rotating Emergency Shelter locations meeting the conditions contained in Section 15-12.020(k) of this Code. (b)Only one trailer, motor home, camper or recreational vehicle at a time may be used for living or sleeping quarters on a residential property for a total period for all of such uses not to exceed eighteen days in one calendar year. There shall be at least fifteen calendar day's separation between any such uses in consecutive calendar years. Upon written request, from a City resident the property owner, the Community Development Director, or his or her designee,the Community Development Director's designee may for good cause grant reasonable time extensions of this eighteen-day limitation per calendar year, reduce the separation between uses in consecutive calendar years, or allow continued parking and occupancy while an application or appeal is pending. No such time extension may cause the calendar year limit to be exceeded by more than an additional fourteen days unless an application has been filed therefor and at least ten days before a decision on the application is made notice has been given to all owners of property within three hundred feet of the parcel on which the temporary parking and occupancy extension is proposed. Prior to a trailer, motor home, camper or recreational vehicle not owned by a resident of the property being brought onto property and used for living or sleeping quarters, the resident of the property shall apply for, pay the application fee for, and obtain a temporary parking and occupancy permit from the Community Development Director or his/her designee. 42 Chapter 15 - ZONING REGULATIONS Article 15-06 – DEFINITIONS 15-06.251 – Emergency Shelter. (a)“Emergency shelter, permanent” means a permanently operated facility that provides people shelter with minimal supportive services for a time period not exceeding six months per person per year. (b)“Emergency shelter, rotating” means a facility that, for a time period not exceeding a total of three months per year per location, provides people shelter with minimal supportive services. Article 15-12 - R-1: SINGLE-FAMILY RESIDENTIAL DISTRICTS 15-12.020 - Permitted uses [The following subsection is added to section 15-12.020; there are no other changes.] (k)Rotating Emergency Shelter, provided the following conditions are met: (1)The shelter is located on a property identified as Community Facilities Site on the City’s General Plan Land Use map. (2)The number of occupants does not exceed thirty. (3)The hours of operation do not exceed 6:00 PM to 8:00 AM. (4)The operational period for each property does not exceed three months each year. (5)An annual operational plan that has been approved by the City Manager, or his/her designee, and the County Sheriff to be in compliance with the City's administrative guidelines for Rotating Emergency Shelters. City may withdraw approval in the event the plan is not being followed. A Rotating Emergency Shelter may not operate without a City approved annual operational plan. Article 15-19 - C: COMMERCIAL DISTRICTS 15-19.035 - C-N(RHD) district regulations (a) Permitted uses. In addition to the permitted uses listed in Section 15-19.020(a) and15- 19.030(a) of this Article, the following permitted uses shall also be allowed in a C-N(RHD) district: (1)Mixed-use development with a minimum residential density of thirty dwelling units per net acre and conforming to the design standards found in Article 15- 58. Pursuant to Government Code Section 65583.2(i) any design review required for such development shall not constitute a "project" under CEQA. (2)Permanent Emergency shelters, transitional housing, single-room occupancy buildings, and supportive housing for homeless individuals and families. 43 (3)Rotating Emergency Shelters meeting the requirements of section 15- 12.020(k). 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OAKS QUITO OAKS F E R N B R OOK W O RDEN R O S S M E R E GORDON ZIN FA N D E LCHARDONNAY LYONSWEL L I N GT ON LOQUATGRANADA PLACIDAJEPSENP O L L A R D CORDWOOD EDENCREST JACCARANDA CARNELIANVINTNER GLEN ARBORNEWPORTE S P A D A G A R N E T TWOLCOT O A KWO O D PALERMO ABERDEENHERITAGE OAK M O NTALV O O A KS GERNEI L VIA CRECENTE GREENBROOK NEWHOUSESU N N YB R O O K LANCASTERSPRINGHILLDEERPARK ARDMORE PETUNIASUN VALLEY SAINT ANN VERDED E E R S P RIN G FERNCRESTB A R K S D A L EJAMES TOWNPROSPECT REGANCOX B O HL M AN C A N Y O N V IE W RAVINELOLLYBONNIE BRAEOAK H A R L E IG H P A R K PIERCE QUITOPROSPECT CHI QUI TAPARKER RANCHRAVENWOODSARATOGA SUNNYVALEBROOKGLENBOHLMAN QUITOTAOSDOUGLASS P A R A M O U N T VICKERYTED MONT E WO OD MONTE VISTA SARATOGA CREEKGLEN UNAQUITOORIOLE6105000 6105000 6107500 6107500 6110000 6110000 6112500 6112500 6115000 6115000 6117500 6117500 6120000 6120000 6122500 6122500 6125000 6125000 6127500 61275001912500 19125001915000191500019175001917500192000019200001922500192250019250001925000192750019275001930000193000019325001932500G e n e r a l P l a n M a pGeneral P l a n M a p Cupertino San Jose Campbell Los Gatos Monte Sereno Unincorporated Area Disclaimer: This map was prepared for informational purposes only. No liability is assumed for the accuracy of the data delineated hereon. * See City of Saratoga Planning Staff regarding Prezone areas Created Date: August 18, 2007 Revision Date: December 19, 2017 Adopted by City Council June 6, 2007 RESOLUTION DATE APPROVED 10-067 Nov. 17, 201011-026 April 20, 201111-028 April 20, 2011 11-036 June 1, 201111-058 Aug. 17, 201111-080 Dec. 21, 201112-049 Aug. 15, 201213-016 April 3, 201313-033 June 5, 201313-034 June 5, 201313-086 Dec. 18, 2013 14-006 Mar. 5, 201414-007 Mar. 5, 201414-008 Mar. 5, 2014 22215 Mt Eden Rd22480 Mt Eden Rd22480-22490 Mt Eden Rd 22480-22490 Mt Eden RdCongress Springs Quary Property19351 Redberry Dr22600 Mt Eden RdCongress Springs & 2100 Mt EdenMt Eden RdMt Eden RdParamount Dr & Big Basin Way Mt Eden RdMt Eden RdCongress Springs Quary Property ADDRESS RESOLUTION TYPE AnnexationAnnexationLand Use Designation of Annexed Land to RHCClarification of Reso. 11-028AquisitionAnnexationAnnexationAnnexationAnnexationAnnexationLand Use Correction to RVLD/M-12.5 & CR/RMFAnnexationAnnexationAnnexation LEGEND Residential Hillside Conservation Residential Very Low Density Residential Low Density Medium Density Residential: M-15 Medium Density Residential: M-12.5 Medium Density Residential: M-10 Planned Development Residential Planned Development Professional Administrative Commercial Retail Community Facilitiy Sites Hillside Open Space Hillside Open Space *Outside City Boundary Open Space-Managed Resource Production Open Space-Outside Recreation Open Space-Private Ownership Public Use Corridor City Limits Sphere Of Influence Heritage Lanes Hydrology RHC RVLD RLD M-15 M-12.5 M-10 RMF PDR MUPD PDM CR PA OS-H CFS OS-P OS-OR OS-MR OS-H* PUC Urban Service Area Multi-Use Planning District 0 1,000 2,000 3,000 4,000500Feet µ 45 SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:Public Works Department PREPARED BY:Macedonio Nunez, Senior Engineer SUBJECT:Traffic Adaptive Project Along Saratoga Ave –Award of Consulting & Design Service Contract RECOMMENDED ACTIONS: 1.Authorize the City Manager to execute a contract for consulting and design services with Traffic Patterns for the Traffic Adaptive Project along Saratoga Ave for $122,976. 2.Move to authorize staff to execute change order to the contract up to $13,000 BACKGROUND: The City’s signal timing settings at the 15 signalized intersections were last coordinated in 2006. The City received a Regional Signal Timing Program (RSTP) grant from VTA to conduct a citywide signal timing study and implementation. This study and implementation allowed coordination timing between the traffic signals along their respective corridors based on time of day inputs. In 2013 the Valley Transportation Authority (VTA) and the City entered into a Funding Agreement for the next phase under the City’s Traffic Signal Upgrade Project. VTA will be funding $400,000 and the City will be contributing $100,000 for the local match. The total cost of the project has been estimated to be $600,000. This will require an additional $100,000 to be funded in the future for the construction phase. This project will standardize and coordinate the City’s traffic signals. This will allow real-time monitoring and communications back to a central computer at City Hall for all 15 signalized intersections. It will also provide real-time control to the six signalized intersections along Saratoga Ave from Cox Ave to Fruitvale and Fruitvale Ave from Saratoga Ave to Allendale Ave. This project includes the replacement of traffic signal controllers and auxiliary equipment and new server equipment at City Hall that will allow for the deployment of a traffic signal adaptive software system at the six signalized intersections (Attachment B).The project will enable the existing traffic signals to change and adapt based on real-time traffic demand through the proposed traffic adaptive system along Saratoga Ave and Fruitvale Ave.The remaining nine signalized 46 intersections will only allow real-time monitoring and communications back to a central computer at City Hall (Attachment C). After meeting with several vendors, electrical signal light contractors, consultants and the City of San Ramon regarding the project and logistics. City staff determined that a consultant was needed to manage the project. It is therefore recommended the City contract with Traffic Patterns consulting services to develop a Request For Proposal (RFP), Project Management and Design. Traffic Patterns has successfully completed similar projects in the City of Palo Alto with development of an RFP and project management of a traffic signal system upgrade. Traffic Patterns will serve as an extension to City staff for the completion of this project. Traffic Patterns expertise will help the City through all the phases of the project. The development of the RFP will be the key step to ensure that only highly qualified vendors and products that will meet the City of Saratoga’s needs will be implemented into the final project. The RFP will include the appropriate technical specifications for the traffic vendors software and hardware. During the deployment phase, Traffic Patterns will also coordinate with the traffic signal adaptive system vendor for installation and coordinate with the City’s Traffic Signal contractor for the video detection equipment installation. Also, they will coordinate with the project vendor the installation of all office equipment to help operate the traffic signal adaptation equipment. Traffic Patterns will work with the vendor for the adaptive timing development and deployment. Traffic Patterns scope of work for this project will include the following tasks: Task 1 Field Equipment Inventory Task 2 Design for Traffic Adaptive Detection System Task 3 Request for Proposals (RFP) Development and Process Task 4 Citywide Traffic Signal System Monitoring Deployment Task 5 Project Management for Traffic Signal Adaptive System Deployment Task 6 On-Going Operations Support (6 months). Each of the above project tasks is defined further in the subsequent sections of the work scope from the attached contract (Attachment A). In addition, Traffic Patterns will help the City to purchase the required equipment such as the video detection cameras with no overhead costs. The 15 existing traffic signals in the City of Saratoga currently operate without communications back to a central computer at City Hall. The individual intersections can coordinate traffic signal timing through clock time synchronization, but City staff is not able to remotely monitor the intersections. As a result, when equipment failures occur that result in poor signal operations or “flashing red” conditions, City staff is made aware only through resident complaints. This project proposes the installation of new Internet of Things (IoT) Traffic Signal Panels at all 15 intersections in the City (Attachment D). The new traffic signal monitoring equipment at each of the City’s 15 signalized intersections shall monitor the following traffic signal status and alarms for transmittal to a Smart City Signals cloud platform: 47 Vehicle/Pedestrian Signal Status (Red, Yellow, Green, Walk, Flashing Don’t Walk, Steady Don’t Walk) Inductive Loop Actuation Pedestrian Push Button Actuation Conflict Failure Alarm Police Control Flash Alarm Cabinet Door Open Alarm The project will have a cloud-based User Interface via Smart City Signals to allow the City to remotely monitor the traffic signals by both city staff and city maintenance contract staff. The cloud-based platform shall include for the City an SMS text messaging and Email alarm notification system when alarms are detected (Conflict Failure, Police Control, and Cabinet Door Open). The monitor capabilities will help staff identify equipment failures and deploy maintenance crews for proactive maintenance repairs. The annual cost for this operating service will be $18,000. This project will improve the overall traffic flow along Saratoga Ave and Fruitvale Ave. The new system will reduce call-out expenses for traffic signal maintenance costs, as staff will be able to manage signal-timing changes from the central computer at City Hall. ATTACHMENTS: Attachment A – Contract Attachment B – Adaptive Signalization & Monitoring System Attachment C – Monitoring System Attachment D– Citywide Project Map 48 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI City of Saratoga Standard Services Contract 7KLVDJUHHPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJDDPXQLFLSDO FRUSRUDWLRQ³&LW\´DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB ³&RQWUDFWRU´ZKRDJUHHWKDW 1. 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Contract Administration7KHDXWKRUL]HGUHSUHVHQWDWLYHVRI&LW\DQG&RQWUDFWRUIRU &RQWUDFWDGPLQLVWUDWLRQDUHOLVWHGEHORZ7KH&LW\¶VFRQWDFWSHUVRQLVWKH$GPLQLVWUDWRU Contractor: &RQWUDFWRU1DPH &RQWDFW3HUVRQ 6WUHHW$GGUHVV &LW\6WDWH=LS 7HOHSKRQHV )D[ (PDLO$GGUHVV 6DUDWRJD%XVLQHVV /LF City of Saratoga 'HSDUWPHQW &RQWDFW3HUVRQ 6WUHHW$GGUHVV &LW\6WDWH=LS 7HOHSKRQH )D[ (PDLO$GGUHVV 5. Insurance&RQWUDFWRUDJUHHVWRSURFXUHDQGPDLQWDLQLQVXUDQFHDVUHTXLUHGE\WKH SURYLVLRQVVHWIRUWKLQ([KLELW%&HUWLILFDWHVRIVXFKLQVXUDQFHDQGFRSLHVRIWKHLQVXUDQFH SROLFLHVDQGHQGRUVHPHQWVVKDOOEHGHOLYHUHGWR&LW\ZLWKLQWHQGD\VDIWHUEHLQJQRWLILHGRI WKHDZDUGRIWKHFRQWUDFWDQGEHIRUHH[HFXWLRQRIWKLVDJUHHPHQWE\WKH&LW\ 6. General Provisions.&LW\DQG&RQWUDFWRUDJUHHWRDQGVKDOODELGHE\WKHJHQHUDO SURYLVLRQVVHWIRUWKLQ([KLELW& Traffic Patterns TS Adaptive System - Consultant Services Traffic Patterns Jaime Rodriguez P.O.Box 25 Danville CA 94526 1-408-916-8141 jaime@trafficpatterns.net 19-12392 Public Works Macedonio Nunez 13777 Fruitvale Avenue Saratoga, CA 95070 1-408-868-1218 1-408-868-1218 mnunez@saratoga.ca.us 50 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI 7. Supplemental Provisions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xhibits$OOH[KLELWVUHIHUUHGWRLQWKLVDJUHHPHQWDUHDWWDFKHGKHUHWRDQGDUHE\WKLV UHIHUHQFHLQFRUSRUDWHGKHUHLQDQGPDGHDSDUWRIWKLVDJUHHPHQW 9. Entire agreement.7KLVDJUHHPHQWVXSHUVHGHVDQ\DQGDOODJUHHPHQWVHLWKHURUDORU ZULWWHQEHWZHHQWKHSDUWLHVZLWKUHVSHFWWR&RQWUDFWRU VFRPSOHWLRQRIWKH6FRSHRI:RUNRQ EHKDOIRI&LW\DQGFRQWDLQVDOORIWKHFRYHQDQWVDQGDJUHHPHQWVEHWZHHQWKHSDUWLHVZLWKUHVSHFW WRWKHUHQGHULQJRIVXFKVHUYLFHVLQDQ\PDQQHUZKDWVRHYHU1RDPHQGPHQWDOWHUDWLRQRU YDULDWLRQRIWKHWHUPVRIWKLVDJUHHPHQWVKDOOEHYDOLGXQOHVVPDGHLQZULWLQJDQGVLJQHGE\WKH SDUWLHVKHUHWR 10.$uthority to Execute agreement. (DFKLQGLYLGXDOH[HFXWLQJWKLVDJUHHPHQWUHSUHVHQWV WKDWKHRUVKHLVGXO\DXWKRUL]HGWRVLJQDQGGHOLYHUWKHDJUHHPHQWRQEHKDOIRIWKHSDUW\ LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV DJUHHPHQWPD\EHH[HFXWHGLQFRXQWHUSDUWVHDFKRIZKLFKVKDOOEHGHHPHGDQRULJLQDOEXWDOORI ZKLFKWDNHQWRJHWKHUVKDOOFRQVWLWXWHRQHDQGWKHVDPHLQVWUXPHQW ,1:,71(66:+(5(2)WKHSDUWLHVKHUHWRKDYHH[HFXWHGWKLVDJUHHPHQW ContractorCity of Saratoga 6LJQDWXUH -DPHV/LQGVD\&LW\0DQDJHU 'DWH 6LJQHU1DPH $77(67 6LJQHU7LWOH 'DWH'HEELH%UHWVFKQHLGHU&LW\&OHUN &RQWUDFW'HVFULSWLRQ 'DWH $33529('$672)250 5LFKDUG7D\ORU&LW\$WWRUQH\ 'DWH Traffic Patterns TS Adaptive System - Consultant Services Traffic Signals Adaptive System - RFP Development and Project Management 51 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW$ 3DJHRI City of Saratoga Services Contract Exhibit A – Scope of Work and Payment Terms &RQWUDFWRUVKDOOFRPSOHWHWKHVFRSHRIZRUNDQGLQYRLFHWKH&LW\LQDFFRUGDQFHZLWKWKH SD\PHQWWHUPVVKRZQEHORZ $1'256HH([KLELWV$LQFRUSRUDWHGE\WKLVUHIHUHQFH -End of Exhibit A - Traffic Patterns TS Adaptive System - Consultant Services ✔1 52 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net December 12, 2018 Macedonio Nunez City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Subject: Proposal for Traffic Signal Adaptive Project along Saratoga Avenue RFP Development and Project Management Thank you for the opportunity to provide the City of Saratoga with engineering and project management support for the development and implementation of a new traffic signal adaptive system along Saratoga Avenue. Traffic Patterns has successfully completed similar projects in the City of Palo Alto with the development of an RFP and project management of a traffic signal system upgrade. Attached is a proposed project scope of work, budget, and schedule for the project. We are available to begin work on the project immediately upon approval of the work scope. If you have any questions, please do not hesitate to contact me at (408) 916-8141. Sincerely, Jaime O. Rodriguez Principal Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 1 of 11 ([KLELW$&RQWUDFWRU V3URSRVDO 53 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Saratoga Avenue – Traffic Signal Adaptive System Upgrade Project – CCONSULTING SERVICES The Saratoga Avenue – Traffic Signal Adaptive System Upgrade Project includes the replacement of traffic signal controllers and auxiliary equipment and new server equipment at City Hall that will allow for the deployment of a traffic signal adaptive software system. The project intersections include: x Saratoga Avenue & Cox Avenue x Saratoga Avenue & Vineyard Lane-Bellgrove Circle x Saratoga Avenue & Dagmar Drive x Saratoga Avenue & Scotland Drive x Saratoga Avenue & Fruitvale Avenue x Fruitvale Avenue & Allendale Avenue In addition to the traffic signal controller and auxiliary equipment upgrades at the above projects, the City also seeks to provide connectivity to its remaining nine intersections in the City to provide, at a minimum, monitoring capabilities. Traffic Patterns focused scope of work for this project will include the following tasks: Task 1 Field Equipment Inventory Task 2 Design for Traffic Adaptive Detection System Task 3 Request for Proposals (RFP) Development and Process Task 4 Citywide Traffic Signal System Monitoring Deployment Task 5 Project Management for Traffic Signal Adaptive System Deployment Task 6 On-Going Operations Support. Each of the above project tasks is defined further in the subsequent sections of this work scope. Task 1 Field Equipment Inventory Traffic Patterns will investigate and document the existing field equipment at each of the City’s 15 traffic signalized intersections. The field inventory shall identify the manufacturer, model, condition, and if possible age, of the following peripheral equipment: Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 2 of 11 54 DDate: December 12, 2018 Page: 2 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net x Traffic Signal Cabinet x Traffic Signal Controller x Conflict/Malfunction Monitoring Unit (CMU or MMU) x Inductive Loops x Video Detection Equipment x Emergency Vehicle Preemption Equipment The field inventory will be used in the Request for Proposal (RFP) development phase (Task 2) to help identify equipment that requires replacement by the future project vendor as part of the project. The inventory will also be used by the City to plan future Capital Improvement Project (CIP) funding and project. Deliverable: Traffic Patterns will provide an Excel Spreadsheet inventory of the traffic signal equipment at each of the City’s 15 signalized intersections. Task 2 Design for Traffic Adaptive Detection System Traffic Patterns will prepare video detection zone layouts for each of the six future traffic signal adaptive project intersections: x Saratoga Avenue & Cox Avenue x Saratoga Avenue & Vineyard Lane-Bellgrove Circle x Saratoga Avenue & Dagmar Drive x Saratoga Avenue & Scotland Drive x Saratoga Avenue & Fruitvale Avenue x Fruitvale Avenue & Allendale Avenue The detection zone layouts will be prepared in Computer Aided Drafting (CAD) software using scaled- Google Earth aerial images. Traffic Patterns will field validate the CAD drawings as part of a field visit at each intersection. Each of the detection zone layouts shall include the following information for use by the future project contractor: x Face-of-curb alignments of streets and median/pork chop islands x Traffic lanes and centerlines x Crosswalks/Pavement Legends and Messages x Location of traffic signal equipment (pole standards, vehicle/pedestrian signals) Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 3 of 11 55 DDate: December 12, 2018 Page: 3 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net x Vehicle/Pedestrian phase indications as currently field wired x Recommended location of new video detection image sensor placement x Associated vehicle phase numbers for video detection zones x Detection channel assignments per video detection zone The video detection zone layouts shall be optimized to operate with traffic adaptive systems and include detection by lane and by type (automobile vs bicycle). Advanced detection zones shall be identified to improve roadway operations. Count detection zones shall also be identified for use by the adaptive software algorithms to measure vehicle demand/roadway capacity. The video detection zone layouts shall be used by the project contractor to install traffic signal video detection equipment and to program detection channels within the future traffic signal controllers. Traffic Patterns shall be responsible for modifying the detection zone layouts as part of system deployment, if needed, after the selected project contractor recommends modifications to ensure proper operation of the future traffic signal adaptive equipment. Deliverable: Traffic Patterns will provide both PDF and CAD format drawings of the recommended video detection zone layouts for the six traffic signal adaptive project intersections. Traffic Patterns will also be responsible for preparing Record Drawing detection zone layout drawings upon the completion of the project. Task 3 Request for Proposals (RFP) Development and Process Traffic Patterns shall prepare an RFP for advertisement by the City to solicit bids and selection of a vendor that can provide, install, and deploy a traffic signal adaptive system along the six project intersections. The RFP shall target equipment selection that provide future compatibility with existing traffic signal control equipment used by the County of Santa Clara to ensure future integration of traffic signal timing strategies along Saratoga Avenue with Lawrence Expressway. The traffic signal adaptive RFP work scope for the future vendor shall include the following minimum project elements: Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 4 of 11 56 DDate: December 12, 2018 Page: 4 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Field Hardware for Traffic Signal Adaptive Project by Vendor: x Traffic Signal Controller Replacement x CMU/MMU Equipment Replacement x Traffic Signal Timing Conversion from Existing to New Controllers x Cellular Network Equipment x Video Detection equipment procurement and installation (Optional) x Configuration and Installation of all Office Equipment Office Hardware for Traffic Signal Adaptive Project by Vendor: x Server w/Traffic Signal Adaptive Software Module x Server Rack x Server Rack Mount Keyboard/Mousepad and Monitor x Network Switch x Cellular Network Equipment x Fire Wall x Minimum of (3) Desktop Work Stations for City Hall and Public Works x Configuration and Installation of all Office Equipment Adaptive Traffic Signal Timing Development x Development and deployment of Traffic Signal Adaptive Timing x Fine-Tune of Traffic Signal Adaptive Timing Training x Provide Min. 3-Day On-Site Training for traffic signal controller and central system/adaptive module operations Traffic Patterns will assist the City in advertising of the RFP by identifying a potential bidder’s list for distribution of the RFP and identification of advertisement sites. Upon receipt of proposals, Traffic Patterns will participate in the Proposal Review and Vendor Interview selection processes. If needed during advertisement of the RFP, Traffic Patterns will be responsible for the development of responses to Requests for Information (RFI’s) as well as any RFP Addendum’s. Deliverable: Traffic Patterns will provide a Request for Proposal’s document formatted into City of Saratoga Bid Format. Traffic Patterns will provide a Bidder’s list and prepare any responses to RFI’s and RFP Addendum’s. Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 5 of 11 57 DDate: December 12, 2018 Page: 5 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Task 4 Project Management for Traffic Signal Adaptive System Deployment Traffic Patterns shall serve as an extension of City staff during the deployment phase of the Traffic Signal Adaptive System Project. Traffic Patterns shall be responsible for managing the project vendor work schedule and managing their work status to ensure consistency with contract documents. Upon completion of the RFP Process, Traffic Patterns shall assist the City in development of a Contract with the vendor, including coordination with internal City staff for contract review and signatures. Upon execution of the vendor contract Traffic Patterns shall coordinate: 1) Kick Off Meeting The meeting will be used to review the scope of work in the project vendor contract, confirm schedule milestone targets, and identify key staff on both the vendor and city staff teams. 2) Project Schedule Ensure that the project schedule allows for completion of the project by the end of June 2019. The schedule shall identify milestone delivery dates for equipment and their installation. 3) Video Detection Equipment Installation The City will either procure and install the video detection equipment for the six traffic signal adaptive intersections or require that work scope to be included within the vendor scope of work for the adaptive project. In either case, Traffic Patterns will be responsible for coordinating the equipment installation on behalf of the City and serve as an on-site inspector during the equipment installation. Traffic Patterns will work with the video detection equipment and traffic signal adaptive system vendor to adjust detection parameters within the traffic signal controllers to function properly with the video detection equipment. 4) Field Equipment Installation Traffic Patterns will coordinate with the traffic signal adaptive system vendor for the installation of traffic signal controllers and auxiliary equipment at the six project intersections. Traffic Patterns will be responsible for reviewing proposed timing conversion plans prior to deployment and ensuring that the timing is properly entered into new traffic signal controller equipment. Additional field equipment that will require coordination by Traffic Patterns for installation by the project vendor include: Conflict/Malfunction Monitoring Units, cable harness adapters, and cellular network equipment. Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 6 of 11 58 DDate: December 12, 2018 Page: 6 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net 5) Office Equipment Installation Traffic Patterns will coordinate with the project vendor the installation of all office equipment required to help operate the traffic signal adaptive equipment at the six project intersections. Office equipment will include, but not be limited to, servers, server racks and peripheral equipment, network switches, network firewall equipment, and computer work stations. 6) Adaptive Timing Development and Deployment Traffic Patterns will work with the project vendor to review, approve, and help deploy traffic adaptive traffic signal timing strategies at the six project intersections. Upon deployment of the new traffic signal adaptive timing strategies, Traffic Patterns will assist the City and Project in fine-tuning of the adaptive traffic signal timing strategies to ensure the most efficient traffic operations. 7) Training Traffic Patterns shall work with the project vendor to ensure that the City of Saratoga staff and their maintenance contract staff are training on the use and operation of the traffic adaptive equipment. Upon completion of the project, Traffic Patterns will prepare a Final Report that summarizes the project and will include a Before and After Travel Time Analysis to help estimate the success of the project. Deliverable: Traffic Patterns will provide a Final Project report that summarizes the project findings. During deployment of the project, Traffic Patterns shall provide bi-weekly status updates to the City via PDF memorandum format. Task 5 On-Going Operations Support. Traffic Patterns shall provide on-going operations and maintenance support for up to six (6) months to help monitor and to continue adjusting the traffic signal adaptive system equipment and timing strategies. Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 7 of 11 59 DDate: December 12, 2018 Page: 7 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Saratoga Avenue – Traffic Signal Adaptive System Upgrade Project – EEQUIPMENT Task 6 Citywide Traffic Signal Monitoring Equipment Deployment Traffic Patterns will furnish and install traffic signal monitoring equipment at each of the City’s 15 signalized intersections. The equipment will include the following elements installed into the traffic signal cabinets: x Computing Node with Smart City Signals Software Module x Opto-Isolator 24V to 5V Converter Boards x 4G Cellular Switch x Harness Cables The equipment shall be installed within the traffic signal cabinet and harness cables terminated onto the traffic signal cabinet load bay and detection panels. The equipment shall monitor the following traffic signal status and alarms for transmittal to a Smart City Signals cloud platform: x Vehicle/Pedestrian Signal Status (Red, Yellow, Green, Walk, Flashing Don’t Walk, Steady Don’t Walk) x Inductive Loop Actuation x Pedestrian Push Button Actuation x Conflict Failure Alarm x Police Control Flash Alarm x Cabinet Door Open Alarm Traffic Patterns shall provide a cloud-based User Interface via Smart City Signals to allow the City to remotely monitor the traffic signals by both city staff and city maintenance contract staff. The cloud- based platform shall include for the City an SMS text messaging and Email alarm notification system when alarms are detected (Conflict Failure, Police Control, and Cabinet Door Open). The 4G Cellular switches shall be made available to the Traffic Signal Adaptive System vendor for use to transmit signal data to the adaptive central system modules if appropriate. Deliverable: Smart City Signals field equipment for monitoring the active signal status at the City’s 15 signalized intersections, including an online User Interface. Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 8 of 11 60 DDate: December 12, 2018 Page: 8 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Task 7 Traffic Signal Cabinet Upgrades Traffic Patterns will provide monitor equipment upgrades within the City’s 15 traffic signal cabinets, including: 1) Power Strip Installation The City’s traffic signal cabinets vary in the amount of available power receptacles available within each cabinet. Traffic Patterns will install a power strip into each cabinet to allow for powering of the IoT Traffic Signal Panels. 2) Cabinet Door Switch In order for the City to take advantage of the Door Alarm Notification feature of the Smart City Signals cloud-platform, a cabinet door switch must be installed into each traffic signal cabinet. Traffic Patterns will install and wire each door switch to allow for notifications to occur whenever the traffic signal cabinet door is opened. The Cabinet Door Switch feature will be useful to the City in tracking its maintenance contractors to verify time spent at each intersection. Deliverable: Field equipment installation into the City’s 15 traffic signal cabinets. Task 8 Smart City Signals Cloud Platform Training Traffic Patterns will provide a 4-hour training on the use of the Smart City Signals cloud-based user interface at the City of Saratoga offices. Deliverable: 4-Hour Training Class with instruction literature on use of the Smart City Signals cloud-based user interface. Task 9 Operations Service - Annual The Smart City Signals equipment operates on a monthly service of $100/month per device (intersection). This agreement identifies the first full year operations cost of the field equipment for the City’s 15 intersections. Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 9 of 11 61 DDate: December 12, 2018 Page: 9 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Traffic Patterns Project Budget: Task No. Description No. Hours or Unit Rate Extension Consulting Services 1 Field Equipment Inventory 10 Hours $149.00 Per Hour $1,490.00 2 Design for Traffic Adaptive Detection System 6 Units $2,500.00 Per Intersection $15,000.00 3 RFP Development and Process 30 Hours $149.00 Per Hour $4,470.00 4 Project Management for TS Adaptive System Deployment 160 Hours $149.00 Per Hour $23,840.00 5 On-Going Operations Support 80 Hours $149.00 Per Hour $11,920.00 Subtotal: $56,720.00 Equipment 6 Citywide Traffic Signal Monitoring System (IoT Traffic Signal Panel) 15 Units $1,800.00 Per Panel Installed $27,000.00 7 Misc. Traffic Signal Cabinet Upgrade -Door Open Switch -Power Strips 15 Locations $250.00 $3,750.00 8 Smart City Signals Training Incl. $0 $0 9 Operations Service – Annual $100/Month/Intersection 15 Intersections $100/Mo 15 Sites $18,000.00 Subtotal: $48,750.00 Tax Estimate (9.0%) – Equipment Only: $4,376.50 Contingency of Both Subtotal – Excluding Operations Service Task 9(15%): $13,120.50 Total: $1122,967.00 Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 10 of 11 62 DDate: December 12, 2018 Page: 10 of 11 Traffic Patterns Ń PO BOX 25 Ń Danville, CA 94526 Ń (408) 916-8141 Ń www.trafficpatterns.net Traffic Patterns Project Schedule: Contractor: Traffic Patterns Project Name: TS Adaptive System - Consultant Services Exhibit A-1 Page 11 of 11 63 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI City of Saratoga Services Contract Exhibit B – Insurance 7KHLQVXUDQFHUHTXLUHPHQWVOLVWHGEHORZWKDWKDYHDQ³9´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¶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¶H[WUDOLDELOLW\HQGRUVHPHQWWRH[WHQGFRYHUDJHWRDOOYHKLFOHVLQWKH FDUHFXVWRG\DQGFRQWURORIWKH&RQWUDFWRUUHJDUGOHVVRIZKHUHWKHYHKLFOHVDUHNHSW RUGULYHQ 3URIHVVLRQDO(UURUVDQG2PLVVLRQV/LDELOLW\³( 2´ZLWKFRYHUDJHDVLQGLFDWHG SHUORVVDJJUHJDWH SHUORVVDJJUHJDWH Traffic Patterns TS Adaptive System - Consultant Services ✔ ✔ ✔ 64 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI :RUNHUV &RPSHQVDWLRQDVUHTXLUHGE\WKH6WDWHRI&DOLIRUQLDZLWKVWDWXWRU\OLPLWVDQG (PSOR\HU¶V/LDELOLW\,QVXUDQFHZLWKDOLPLWRIQROHVVWKDQSHUDFFLGHQWIRU ERGLO\LQMXU\RUGLVHDVH The Employer's Liability policy shall be endorsed to waive any right of subrogation against the City, its employees or agents. $OOVXEFRQWUDFWRUVXVHGPXVWFRPSO\ZLWKWKHDERYHUHTXLUHPHQWVH[FHSWDVQRWHGEHORZ *HQHUDO5HTXLUHPHQWV $VWRDOORIWKHFKHFNHGLQVXUDQFHUHTXLUHPHQWVDERYHWKHIROORZLQJVKDOODSSO\ 1. 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raffic Patterns TS Adaptive System - Consultant Services 73 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI 13. 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DEFAULT AND REMEDIES. 14.1 Events of default(DFKRIWKHIROORZLQJVKDOOFRQVWLWXWHDQHYHQWRIGHIDXOW KHUHXQGHU (a))DLOXUHE\&RQVXOWDQWWRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG IDLOXUHWRFXUHVXFKEUHDFKLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHRIVXFK EUHDFKLIWKHEUHDFKLVVXFKWKDWWKH&LW\GHWHUPLQHVWKHKHDOWKZHOIDUHRU VDIHW\RIWKHSXEOLFLVLPPHGLDWHO\HQGDQJHUHGRU (b))DLOXUHE\HLWKHUSDUW\WRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG IDLOXUHWRFXUHVXFKEUHDFKZLWKLQILIWHHQGD\VRIUHFHLYLQJQRWLFHRI VXFKEUHDFKH[FHSWIRUEUHDFKHVVXEMHFWWRVXESDUDJUDSKDDERYH Traffic Patterns TS Adaptive System - Consultant Services 75 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI SURYLGHGWKDWLIWKHQDWXUHRIWKHEUHDFKLVVXFKWKDWWKHQRQEUHDFKLQJ SDUW\GHWHUPLQHVLWZLOOUHDVRQDEO\UHTXLUHPRUHWKDQILIWHHQGD\VWR FXUHWKHEUHDFKLQJSDUW\VKDOOQRWEHLQGHIDXOWLILWSURPSWO\FRPPHQFHV WKHFXUHDQGGLOLJHQWO\SURFHHGVWRFRPSOHWLRQRIWKHFXUH 14.2 Remedies upon default8SRQDQ\GHIDXOWWKHQRQGHIDXOWLQJSDUW\VKDOOKDYH WKHULJKWWRLPPHGLDWHO\VXVSHQGRUWHUPLQDWHWKLVDJUHHPHQWVHHNVSHFLILF SHUIRUPDQFHDQGRUVHHNGDPDJHVWRWKHIXOOH[WHQWDOORZHGE\ODZ&LW\VKDOO KDYHWKHULJKWWRFRQWUDFWZLWKDQRWKHUSDUW\WRSHUIRUPWKLVDJUHHPHQW 14.3 No Waiver)DLOXUHE\&LW\WRVHHNDQ\UHPHG\IRUDQ\GHIDXOWKHUHXQGHUVKDOO QRWFRQVWLWXWHDZDLYHURIDQ\RWKHUULJKWVKHUHXQGHURUDQ\ULJKWWRVHHNDQ\ UHPHG\IRUDQ\VXEVHTXHQWGHIDXOW 15. TERMINATION.(LWKHUSDUW\PD\WHUPLQDWHWKLVDJUHHPHQWZLWKRUZLWKRXWFDXVHE\ SURYLGLQJGD\V¶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¶IHHV 17. LITIGATION,IDQ\OLWLJDWLRQLVFRPPHQFHGEHWZHHQSDUWLHVWRWKLVDJUHHPHQW FRQFHUQLQJDQ\SURYLVLRQKHUHRIRUWKHULJKWVDQGGXWLHVRIDQ\SHUVRQLQUHODWLRQWKHUHWR HDFKSDUW\VKDOOEHDULWVRZQDWWRUQH\V¶IHHVDQGFRVWV 18. JURISDICTION AND SEVERABILITY7KLVDJUHHPHQWVKDOOEHDGPLQLVWHUHGDQG LQWHUSUHWHGXQGHUWKHODZVRIWKH6WDWHRI&DOLIRUQLD-XULVGLFWLRQRIOLWLJDWLRQDULVLQJIURP WKLVDJUHHPHQWVKDOOEHLQWKDWVWDWHDQGYHQXHVKDOOEHLQ6DQWD&ODUD&RXQW\&DOLIRUQLD ,IDQ\SDUWRIWKLVDJUHHPHQWLVIRXQGWRFRQIOLFWZLWKDSSOLFDEOHODZVVXFKSDUWVKDOOEH LQRSHUDWLYHQXOODQGYRLGLQVRIDUDVLWFRQIOLFWVZLWKVDLGODZVEXWWKHUHPDLQGHURIWKLV DJUHHPHQWVKDOOEHLQIXOOIRUFHDQGHIIHFW Traffic Patterns TS Adaptive System - Consultant Services 76 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±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¶VREOLJDWLRQVRUWR H[HUFLVH&LW\ VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU -End of Exhibit C- Traffic Patterns TS Adaptive System - Consultant Services 77 Attachment B The project traffic adaptive signalized intersections include: • Saratoga Avenue & Cox Avenue • Saratoga Avenue & Vineyard Lane-Bellgrove Circle • Saratoga Avenue & Dagmar Drive • Saratoga Avenue & Scotland Drive • Saratoga Avenue & Fruitvale Avenue • Fruitvale Avenue & Allendale Avenue Future integration of traffic signal control equipment with the County of Santa Clara to ensure integration of traffic signal timing strategies along Saratoga Ave with Lawrence Expressway include: • Saratoga Avenue & Lawrence Expressway • Prospect Rd & Lawrence Expressway In addition to the traffic signal controller and auxiliary equipment upgrades at the above six signalized intersections will also have real-time monitoring and communications back to a central computer at City Hall. 78 Attachment C Provide monitoring capabilities for the following signalized intersections include: • Saratoga-Sunnyvale Road/Seagull Way • Saratoga-Sunnyvale Road/Cox Avenue • Saratoga-Sunnyvale Road/Pierce Road • Saratoga-Sunnyvale Road/Blauer Drive • Saratoga-Sunnyvale Road/Herriman Avenue • Saratoga-Sunnyvale Road/Reid Lane • Prospect Road/Miller Avenue • Quito Road/Allendale Avenue • Quito Road/Pollard Road The remaining nine signalized intersections above will provide real-time monitoring capabilities and communication back to a central computer at City Hall. 79 Attachment D The project traffic adaptive with monitoring capabilities signalized intersections include: • Saratoga Avenue & Cox Avenue • Saratoga Avenue & Vineyard Lane-Bellgrove Circle • Saratoga Avenue & Dagmar Drive • Saratoga Avenue & Scotland Drive • Saratoga Avenue & Fruitvale Avenue • Fruitvale Avenue & Allendale Avenue Future integration of traffic signal control equipment with the County of Santa Clara along Saratoga Ave with Lawrence Expressway include: • Saratoga Avenue & Lawrence Expressway • Prospect Rd & Lawrence Expressway Provide monitoring capabilities for the following signalized intersections include: • Saratoga-Sunnyvale Road/Seagull Way • Saratoga-Sunnyvale Road/Cox Avenue • Saratoga-Sunnyvale Road/Pierce Road • Saratoga-Sunnyvale Road/Blauer Drive • Saratoga-Sunnyvale Road/Herriman Avenue • Saratoga-Sunnyvale Road/Reid Lane • Prospect Road/Miller Avenue • Quito Road/Allendale Avenue • Quito Road/Pollard Road 80 SARATOGA CITY COUNCIL MEETING DATE:February 6, 2019 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:City Council Summer Recess RECOMMENDED ACTION: Provide direction to staff regarding the City Council’s 2019 summer recess. BACKGROUND: This item has been placed on the City Council agenda to provide the City Council with the opportunity to consider a summer recess. With the exception of 2012 and 2018, the Council has canceled the last meeting in July and the first meeting in August since 2011. ATTACHMENTS: Attachment A –City Council Regular Meeting Calendar for 2019 81 2019 January February March S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 1 2 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 24 25 26 27 28 29 30 31 April May June S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 4 1 7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8 14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15 21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22 28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29 30 July August September S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 1 2 3 4 5 6 7 7 8 9 10 11 12 13 4 5 6 7 8 9 10 8 9 10 11 12 13 14 14 15 16 17 18 19 20 11 12 13 14 15 16 17 15 16 17 18 19 20 21 21 22 23 24 25 26 27 18 19 20 21 22 23 24 22 23 24 25 26 27 28 28 29 30 31 25 26 27 28 29 30 31 29 30 October November December S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 1 2 1 2 3 4 5 6 7 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28 27 28 29 30 31 24 25 26 27 28 29 30 29 30 31 Dates highlighted in yellow are Regular City Council Meetings. 82