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1 SPECIAL MEETING –5:30 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER – 5:30 P.M. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code
54954.2, the agenda for this meeting was properly posted on November 25, 2009) COMMUNICATIONS FROM 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. CLOSED SESSION– 5:30 P.M. –ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. ANNOUNCEMENT OF CLOSED SESSION CONFERENCE WITH LEGAL
COUNSEL – Threatened Litigation: Significant exposure to litigation pursuant to Government Code Section 54956.9 (b) (1 potential case) ADJOURNED TO CLOSED SESSION OPEN SESSION – 6:00
P.M. ADMINISTRATIVE CONFERENCE ROOM – 13777 FRUITVALE AVENUE. CALL JOINT MEETING TO ORDER – 6:00 P.M. AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL DECEMBER 2, 2009
2 1. Joint Meeting with the Planning Commission Recommended Action: Informational only. 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 Community Development Department Director 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.
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] 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 November 25, 2009, at
the 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
Signed this 25h day of November 2009 at Saratoga, California. Ann Sullivan, CMC City Clerk
REGULAR MEETING – 7:00 P.M. – CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code
54954.2, the agenda for this meeting was properly posted on November 25, 2009) 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 None 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 AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, December 2, 2009 1
the public may speak to an item on the 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. 1. City Council Meeting Minutes – November 18, 2009 Recommended action: Approve minutes. 2. Review of Accounts Payable Registers Recommended action: That the City Council
accepts the Check Registers for Accounts Payable cycles: November 12, 2009 November 19, 2009 3. Treasurer’s Report for the Month Ended October 31, 2009 Recommended action: Review and
accept the Treasurer’s Report for the month ended October 31, 2009. 4. Budget Adjustment -Village Pedestrian Enhancement Project Recommended action: Approve budget resolution 5. Request
for Council Agency Assignments and Adhoc Committees for 2010 Recommended action: Informational only. 6. Annual Concrete Repair and Replacement Program -Notice of Completion Recommended
action: Move to accept the Annual Concrete Repair and Replacement Program as complete and authorize authorize staff to record the Notice of Completion for the construction contract.
7. Adoption of New Names for the North Campus Name and Buildings at the Facility Recommended action: Accept report and adopt the new names for the North Campus and the two buildings
at the site. PUBLIC HEARINGS None OLD BUSINESS 8. Request from Assistance League of Los Gatos/Saratoga for Partial Waiver of Use Fees. Recommended action: Consider and take action on
the Assistance League’s request for the non-profit rate for use of the North Campus Fellowship Hall for their Crab Fest in February and their Intergenerational Tea in May. 9. Request
from Saratoga Rotary for Partial Waiver of Use Fees Recommended action: 2
Consider and take action on the Saratoga Rotary’s request for the non-profit rate for use of the North Campus Fellowship Hall on January 25, 2010 10. 2010 Winter Issue of The Saratogan
Recommended action: Accept report and direct staff accordingly. 11. Telecommunications Upgrade Project Recommended action: Review report and direct staff to issue a Request for Proposals
to replace the existing PBX telecommunication system with a Voice over Internet Protocol (VoIP) telecommunication system for the main City Hall buildings, the Joan Pisani Community Center,
the Corporation Yard, the Saratoga Area Senior Coordinating Council and the North Campus. Staff further recommends including electronic fax integration in the system. NEW BUSINESS 12.
Resolution Authorizing Submittal of Energy Efficiency Conservation Block Grant Application to the California Energy Commission Recommended action: Accept report and approve attached
resolution authorizing submittal of the City’s Energy Efficiency Conservation Block Grant to the California Energy Commission. 13. Letter of Commitment for Association of Bay Area Governments
Residential Energy Efficiency Audit and Retrofit Program Recommended action: Accept report and authorize the CityManager to sign the Association of Bay Area Governments (ABAG) residential
energy efficiency audit and retrofit program letter of commitment. 14. Council Member Topics for January 29, 2010 Council Retreat Recommended action: Informational only. ADHOC & AGENCY
ASSIGNMENT REPORTS Mayor Chuck Page Hakone Foundation Executive Committee Peninsula Division, League of California Cities SSC Cities Association Board SCC Cities Association Selection
Committee Valley Transportation Authority PAC West Valley Sanitation District West Valley Mayors and Managers Association Council Finance Committee City School Ad-Hoc Vice Mayor Kathleen
King Hakone Foundation Board West Valley Flood Control Zone & Watershed Advisory Committee SSC Cities Association Executive Board 3
SCC Cities Association – Joint Economic Development Policy Committee (JEDPC) City School Ad-Hoc Councilmember Jill Hunter Historical Foundation Library Joint Powers Association Santa
Clara County Valley Water District Commission Village AdHoc Councilmember Howard Miller Chamber of Commerce KSAR Santa Clara County Emergency Council West Valley Solid Waste Joint Powers
Association Council Finance Standing Committee Councilmember Susie Nagpal ABAG Comprehensive County Expressway Planning Study Policy Advisory Board (PAB) County HCD Policy Committee
SASCC Sister City Liaison Village 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 Community Development Department Director 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.
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 November
25, 2009, of the 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 4
Signed this25th day of November 2009 at Saratoga, California. Ann Sullivan, CMC City Clerk NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives
at www.saratoga.ca.us 12/1 Council Reorganization 12/2 Regular Meeting – Joint Meeting with Planning Commission 12/16 Regular Meeting CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2009
5
SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: CityManager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Meeting Minutes – November 18, 2009 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for November 18, 2009 City Council meeting.
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: N/A ATTACHMENTS: Attachment A – Minutes from November 18, 2009 City Council meeting. 6
MINUTES SARATOGA CITY COUNCIL MEETING NOVEMBER 18, 2009 The City Council of the City of Saratoga met in Closed Session in the Administrative Conference Room at 5:30 p.m. ANNOUNCEMENT
OF CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL – Exposure to Litigation: Significant exposure to litigation pursuant to Government Code Section 54956.9 (b) (1 potential case) CONFERENCE
WITH LEGAL COUNSEL – Threatened Litigation: Significant exposure to litigation pursuant to Government Code Section 54956.9 (b) (1 potential case) MAYOR’S REPORT ON CLOSED SESSION Mayor
Page stated there was no reportable information. City Council held a Joint Meeting with members of the Hakone Foundation in the Administrative Conference Room at 6:00 p.m. Mayor Page
called the Regular City Council meeting to order at 7:00 p.m. and led the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Susie Nagpal, Howard Miller, Jill Hunter, Vice Mayor
Kathleen King, Mayor Chuck Page ABSENT: None ALSO Dave Anderson, City Manager PRESENT: Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant CityManager John
Livingstone, Community Development Director John Cherbone, Public Works Director Cynthia McCormick, Assistant Planner Crystal Morrow, Administrative Analyst II REPORT OF CITY CLERK ON
POSTING OF AGENDA Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of November 18, 2009, was properly posted on November
12, 2009. 7
2 ORAL COMMUNICATIONS The following people requested to speak: Citizen Ray addressed the Council and thanked Mayor Page for the letter he sent to the Air Quality Board regarding the
voiced concerns from the public about the pollution from the Cupertino Cement Plant. Elaine Clabeaux invited the community to a Saratoga Lions Club holiday dinner dance on Friday, December
11, 2009 at the Fellowship Hall at North Campus from 6PM to 10PM. Ann Waltonsmith addressed the Council regarding the upcoming Manuel Romero Holiday Performance hosted by the Senior
Center Board on Friday, December 18, 2009 from 6:30 to 8:30PM. DIRECTION TO STAFF None COMMUNICATIONS FROM BOARDS AND COMMISSIONS Lon Saavedra, Executive Director of Hakone Gardens presented
a brief report on the 6:00 p.m. Joint Meeting with Council. He noted improvements were made recently to the Tea Garden and steps were added to one of the ponds. Mr. Saavedra added all
Saratoga residents are invited to attend Hakone Gardens on the first Tuesday in January, April, July and October for free admission. He noted Hakone would be celebrating their second
Lunar New Year Celebration on February 20, 2010 and on May 16, 2010 they will be celebrating their eleventh Annual Hakone Festival. Mr. Saavedra concluded by saying Hakone Gardens is
open every day of the year, excluding Christmas Day and invited the public to visit their website at www.hakone.com. DIRECTION TO STAFF None ANNOUNCEMENTS Vice Mayor King reminded everyone
of the Turkey Trot in downtown San Jose on the morning of Thanksgiving Day – Thursday, November 26th. Councilmember Hunter added that Saratoga is the second medium sized city with points
accumulation that will be participating in the Turkey Trot on Thanksgiving Day. She also reminded everyone of the annual Tree Lighting and Village Open House at 5:30 p.m. the day after
Thanksgiving and encouraged everyone to attend. Mayor Page noted that Jon Nakamatsu will be performing at Sacred Heart on Friday, November 19th at 7:30 p.m. 8
3 CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR 1. MINUTES – COST RECOVERY STUDY SESSION – OCTOBER 13, 2009 STAFF RECOMMENDATION: Approve minutes. MILLER/NAGPAL MOVED
TO APPROVE MINUTES – COST RECOVERY STUDY SESSION – OCTOBER 13, 2009. MOTION PASSED 5-0-0. 2. CITY COUNCIL MEETING MINUTES – OCTOBER 21, 2009 STAFF RECOMMENDATION: Approve minutes. MILLER/NAGPAL
MOVED TO APPROVE MINUTES – CITY COUNCIL MEETING – OCTOBER 21, 2009. MOTION PASSED 5-0-0. 3. MINUTES – SIEMENS ENERGY/WATER EFFICIENCY & BUDGET POLICIES REVIEW STUDY SESSION – OCTOBER
26, 2009 STAFF RECOMMENDATION: Approve minutes. MILLER/NAGPAL MOVED TO APPROVE MINUTES – SIEMENS ENERGY/WATER EFFICIENCY & BUDGET POLICIES REVIEW STUDY SESSION. MOTION PASSED 5-0-0.
4. CITY COUNCIL MINUTES – NOVEMBER 4, 2009 STAFF RECOMMENDATION: Approve minutes. Councilmember Hunter removed this item for clarification. HUNTER/NAGPAL MOVED TO APPROVE MINUTES – CITY
COUNCIL MEETING – NOVEMBER 4, 2009. MOTION PASSED 5-0-0. 5. REVIEW OF ACCOUNTS PAYABLE REGISTERS STAFF RECOMMENDATION: 9
4 That the City Council accepts the Check Registers for Accounts Payable cycles: October 29, 2009 November 05, 2009 MILLER/NAGPAL MOVED TO APPROVE CHECK REGISTERS FOR ACCOUNTS PAYABLE
CYCLES: OCTOBER 29, 2009 AND NOVEMBER 05, 2009. MOTION PASSED 5-0-0. 6. ON-GOING DESIGNATION OF CITY ENGINEER STAFF RECOMMENDATION: Approve Resolution Confirming the On-going Designation
Regarding the City Engineer RESOLUTION NO. 09-059 MILLER/NAGPAL MOVED TO APPROVE RESOLUTION CONFIRMING THE ON-GOING DESIGNATION REGARDING THE CITY ENGINEER. MOTION PASSED 5-0-0. 7. CITYWIDE
SIGNAL UPGRADE PROJECT – AGREEMENT FOR PROFESSIONAL DESIGN SERVICES STAFF RECOMMENDATION: 1. Approve Independent Contractor Agreement with Mark Thomas & Company Inc. 2. Authorize the
CityManager to execute the same. 3. Authorize the Public Works Director to issues change orders for up to 25% of the Agreement amount. MILLER/NAGPAL MOVED TO 1) APPROVE INDEPENDENT CONTRACTOR
AGREEMENT WITH MARK THOMAS & COMPANY, INC.; 2) AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME; 3) AUTHORIZE THE PUBLIC WORKS DIRECTOR TO ISSUE CHANGE ORDERS FOR UP TO 25%OF THE AGREEMENT
AMOUNT. MOTION PASSED 5-0-0. 8. COUNCIL LIAISON TO SARATOGA MINISTERIAL ASSOCIATION STAFF RECOMMENDATION: Adopt the attached Resolution amending Resolution No. 08-082 appointing Council
representatives to Committees, Agencies and AdHoc Committees to include a new agency – Saratoga Ministerial Association. RESOLUTION NO. 09-060 MILLER/NAGPAL MOVED TO ADOPT RESOLUTION
AMENDING RESOLUTION NO. 08-082 APPOINTING COUNCIL REPRESENTATIVES TO COMMITTEES, AGENCIES AND ADHOC COMMITTEES TO INCLUDE A NEW AGENCY – SARATOGAMINISTERIAL ASSOCIATION. MOTION PASSED
5-0-0. 10
5 PUBLIC HEARINGS 9. APPEAL OF CONDITIONAL USE PERMIT APPLICATION NO. CUP 09-0004: 20398 BLAUER DRIVE, WHICH WAS DENIED BY THE PLANNING COMMISSION, TO OPERATE A NEW DAY CARE FACILITY
IN THE PROFESSIONAL ADMINISTRATIVE ZONING DISTRICT. STAFF RECOMMENDATION: Deny the appeal for a Conditional Use Permit, thus affirming the Planning Commission denial issued on October
14, 2009. Assistant Planner Cynthia McCormick presented the staff report. Mayor Page opened the public hearing. Appellant Julia Hashemieh addressed the Council noting she was not present
to speak on behalf of her project; instead she wanted to voice her concerns regarding the application process. Mayor Page invited public comment. The following people spoke in support
of denial of appeal: Douglas Sullivan Margaret Towns Lakhinder Walia Gutta Yacobs Lisa Traxler Jan Stewart Chris Hawks Tina Walia No one else requested to speak on this item. Appellant
Julia Hashemieh re-addressed the Council again on behalf of her Conditional Use Permit. Mayor Page closed the public hearing. RESOLUTION NO. 09-061 NAGPAL/MILLER MOVED TO DENY THE APPEAL
FOR A CONDITIONAL USE PERMIT, THUS AFFIRMING THE PLANNING COMMISSION DENIAL ISSUED ON OCTOBER 14, 2009. MOTION PASSED 5-0-0. OLD BUSINESS 10. WEBSITE POLICY 11
6 STAFF RECOMMENDATION: Accept report and adopt resolution establishing a policy for the City of Saratoga website. Crystal Morrow, Administrative Analyst II, presented the staff report.
Mayor Page invited public comment. No one requested to speak on this item. RESOLUTION NO. 09-062 MILLER/NAGPAL MOVED TO ADOPT RESOLUTION ESTABLISHING A POLICY FOR THE CITY OF SARATOGA
WEBSITE. MOTION PASSED 5-0-0. 11. COMMISSION QUALIFICATIONS AND EXPIRING TERMS STAFF RECOMMENDATION: Accept the staff report and list of Commission qualifications and Commissioner terms
that will be expiring in the next calendar year and provide staff with additional direction if needed. City Clerk Ann Sullivan presented the staff report. NAGPAL/MILLER MOVED TO ACCEPT
LIST OF COMMISSION QUALIFICATIONS AND COMMISSION TERMS THAT WILL BE EXPIRING IN THE NEXT CALENDAR YEAR WITH NO FURTHER DIRECTION TO STAFF. MOTION PASSED 5-0-0. NEW BUSINESS 12. URGENCY
ORDINANCE FOR MEDICAL MARIJUANA DISPENSARIES STAFF RECOMMENDATION: Adopt the proposed interim urgency ordinance placing a 45 day moratorium on the establishment of medical marijuana
dispensaries in order to provide the City of Saratoga with time to determine whether to adopt an ordinance regulating the location or operation of medical marijuana dispensaries. John
Livingstone, Community Development Director, presented the staff report. Captain Terry Calderone, Santa Clara County Sheriff’s Office Westside Substation, addressed the Council noting
that other jurisdictions that have permitted medical marijuana dispensaries have encountered an increase in crimes such as loitering, illegal drug activity, burglaries, robberies and
other criminal activity within and around dispensaries. He added Council should evaluate and develop rules and regulations that would be applicable prior to the implementation of any
medical marijuana dispensary in the City of Saratoga. 12
7 Mayor Page invited public comment. The following people requested to speak on this item: Robert, from the City of Santa Cruz, spoke against medical marijuana dispensaries. Nick Saltier
noted he supported having a marijuana dispensary in Saratoga. Jennifer Clark spoke in support of a medical marijuana dispensary in Saratoga. Riley addressed the Council and asked about
potential sites for medical marijuana dispensaries in Saratoga. No one else requested to speak on this item. Mayor Page closed the public comment period. ORDINANCE NO. 275 MILLER/HUNTER
MOVED TO ADOPT THE PROPOSED INTERIM URGENCY ORDINANCE PLACING A 45-DAY MORITORIUM ON THE ESTABLISHMENT OF MEDICAL MARIJUANA DISPENSARIES IN ORDER TO PROVIDE THE CITY OF SARATOGA WITH
TIME TO DETERMINE WHETHER TO ADOPT AN ORDINANCE REGULATING THE LOCATION OR OPERATION OF MEDICAL MARIJUANA DISPENSARIES. MOTION PASSED 5-0-0. Mayor Page called for a ten minute break
at 8:50PM. Mayor Page reconvened the meeting at 9PM. 13. REVIEW OF FACILITY RENTAL FEES AND CRITERIA FOR NONPROFIT ORGANIZATIONS STAFF RECOMMENDATION: Review and comment on the existing
Facility Rental policies and rental fees for nonprofit group use. Claudia Cauthorn, Interim Recreation and Facilities Director, presented the staff report. CityManager Dave Anderson
noted that last minute rental requests for off-peak space at a reduced rental fee should be revisited during the next fee schedule update. Mayor Page invited public comment. The following
person requested to speak on this item: 13
8 Elaine Clabeaux addressed the Council noting that any non-profit group in Saratoga that wanted to rent a facility should be granted a reduced rental rate if the proceeds are going
back into Saratoga. No one else requested to speak on this item. Mayor Page closed the public comment. DIRECTION TO STAFF: Council directed staff to bring back options for Council consideration
to amend the current Facility Use Policy, specifically for non-profit uses, at a future City Council meeting. 14. PARKS AND RECREATION COMMISSION NORTH CAMPUS NAME RECOMMENDATIONS STAFF
RECOMMENDATION: Accept report and select one of the names recommended by the Parks and Recreation Commission for the North Campus. Crystal Morrow, Administrative Analyst II, presented
the staff report. Denise Goldberg, Chair of Parks and Recreation Commission, explained the process and criteria that was used for determining the final names that were provided to Council
for consideration. Mayor Page invited public comment. No one requested to speak on this item. Mayor Page closed the public comment. In order to determine the new name of the property
on Prospect Avenue, currently known as the “North Campus”, each Council member agreed to select their top two choices from the final list that was recommended by the Parks and Recreation
Commission. The following choices were recommended by the Council: Vice Mayor King: Saratoga Grace Campus Grace Center of Saratoga (submitted name – not on the top five recommendations)
Councilmember Nagpal: Saratoga Prospect Campus Saratoga North Community Center Councilmember Miller: Saratoga Prospect Campus Saratoga Grace Campus Councilmember Hunter: Saratoga Prospect
Campus Saratoga North Community Center Mayor Page: Saratoga Prospect Campus 14
9 Saratoga Prospect Fellowship Center (not listed on submitted name list) After considerable discussion, Council determined that “Saratoga Prospect Center” or “Saratoga Prospect Community
Center” were potential names for the North Campus site. Council also suggested renaming the “Fellowship Hall” and the “Administrative Building” at this site. Suggested names included
“Friendship Hall” to replace Fellowship Hall and “The Grace Building” to replace the Administrative Building. MILLER/NAGPAL MOVED TO DIRECT STAFF TO BRING THE PROPOSED NAMES BACK FOR
COUNCIL APPROVAL AS A CONSENT ITEM ON THE NEXT SCHEDULED COUNCIL MEETING. MOTION PASSED 5-0-0 15. CALIFORNIAFIRST LETTER OF COMMITMENT STAFF RECOMMENDATION: Accept report and approve
CaliforniaFIRST letter of commitment. Crystal Morrow, Administrative Analyst II presented the staff report. Mayor Page invited public comment. No one requested to speak on this item.
Mayor Page closed the public comment period. MILLER/NAGPAL MOVED TO APPROVE LETTER OF COMMITMENT FOR CALIFORNIAFIRST PROGRAM. MOTION PASSED 5-0-0. 16. ENERGY EFFICIENCY PROJECTS – FUNDING
RESOLUTION STAFF RECOMMENDATION: 1. Accept Report and provide direction to staff. 2. Approve Budget Resolution. RESOLUTION NO. 09-063 John Cherbone, Public Works Director, presented
the staff report. Mayor Page invited public comment. No one requested to speak on this item. Mayor Page closed the public comment period. RESOLUTION NO. 09-063 MILLER/KING MOVED TO APPROVE
THE RESOLUTION AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10 TO PROVIDE 15
10 FUNDING FOR HIGH EFFICIENCY HVAC SYSTEM PROJECT AND CITY HALL SOLAR PROJECT. MOTION PASSED 5-0-0. In addition, Council directed staff to create an Adhoc to work with City staff to
implement the most cost efficient energy savings program for the project. MILLER/KING MOVED TO CREATE AN ADHOC COMMITTEE COMPRISED OF MAYOR PAGE AND COUNCILMEMBERMILLER TO WORK WITH
STAFF TO DEFINE THE ENERGY EFFICIENT PLAN FOR CITY HALL. MOTION PASSED 5-0-0. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Chuck Page – reported: Valley Transportation Authority PAC – met
– worked on the work plan; they are all in support of the light rail line extension going towards Los Gatos on Winchester Avenue. He added that section carries more passengers per mile
than anywhere else on that light rail line. Also, costs for any future improvements (sidewalks, etc.) on the County’s expressways (Lawrence Expressway, San Tomas, etc.) will be shared
by cities and be required to pay a third of the cost. West Valley Sanitation District – met earlier this evening. Saratoga project on Baylor Avenue was more costly than originally planned
due to removing a sewer line that was embedded in cement. Vice Mayor Kathleen King – reported: West Valley Flood Control Zone & Watershed Advisory Committee – meets on Thursday. SSC
Cities Association Executive Board – reminded fellow Councilmembers to attend the holiday dinner on December 3rd. SCC Cities Association – Joint Economic Development Policy Committee
(JEDPC) – Ms. King noted Al Pinheiro was the LAFCO alternate and both he and Margaret Abe-Koga ran for the position on the LAFCO Board. There was a tie and Mr. Pinheiro conceded to Ms.
Abe-Koga; the alternate position is still available. A representative from California Forward spoke at the last meeting and would be available to speak at a Saratoga Council meeting;
they may be putting two initiatives on the 2010 ballot regarding the “budgeting” approach. Ms. King suggested having a California Forward representative speak at a future City Council
meeting. Counties can apply for CDC grant monies worth $363 million and only 40 grants will be available; the deadline for the county to apply is December 1, 2009. The grant money can
only be used for specific programs – such as how to make your community more health oriented. City School Ad-Hoc – there are some neighborhood concerns around Saratoga High School; POP
Warner contract for Saratoga High School ends August 2010; Saratoga residents have expressed an interest in having KSAR video tape school board meetings. [City Manager Dave Anderson
noted he would follow up with Superintendent Cary Matsuoka regarding videotaping school board meetings). Councilmember Jill Hunter – reported: Historical Foundation – attended the last
meeting. She noted they are putting film on the windows of the Historical Museum and wanted to know if they needed to pay for this or 16
11 if the City would. [Facilities Supervisor Thomas Scott indicated the Museum would be required to pay for the cost]. Ms. Hunter asked if Museum staff should have personal liability
insurance and it was recommended that anyone working at the Museum should obtain personal liability insurance. Ms. Hunter noted she attended the Senior Citizen Housing meeting and learned
that in the next twenty years citizens 65 years of age and older would be in the largest percentage of the population in Santa Clara County and that cities should be thinking “senior”
when they plan parks and housing. Councilmember Howard Miller – reported: Chamber of Commerce – The Chamber
has moved into their new office on Big Basin; plans are underway for the annual Crab Feed in February. KSAR – conducted several projects with the grant funds that were provided by the
City. They have expressed an interest in providing a presentation at a future City Council meeting to show how the students used the grant funds. Santa Clara County Emergency Council
– attended the last meeting and the topic of discussion revolved around the H1N1 flu and the availability of the vaccine. He noted people could go to the County Fair Grounds over the
weekend to receive the vaccination. He noted the general severity of the H1N1 flu hasn’t been as bad as was previously predicted. West Valley Solid Waste Joint Powers Association – Saratoga
has the highest diversion rate of the membership, which is 65% and he encouraged everyone to continue their recycling efforts. Councilmember Susie Nagpal – reported: Ms. Nagpal thanked
fellow Council members for attending committee and adhoc meetings in her place and asked them to convey to the committee members that she will be back soon. CITY COUNCIL ITEMS Councilmember
Miller requested agendizing KSAR on a future Council meeting so that they could give a short presentation on how the students used the grant funds provided by the City. Councilmember
Hunter seconded the request. CITY MANAGER’S REPORT Dave Anderson reported he attended the Santa Clara County/City Manager’s Association meeting earlier today and Neelima Palacherla and
her assistant addressed the members about the reinstated service reviews. He stated the service reviews would be starting up again after a five-year break and the first review would
be the Fire Service Review. He added they appointed a South County representative to be the City Manager liaison on their Advisory Committee for Fire Service Review. ADJOURNMENT There
being no additional business Mayor Page asked for a motion to adjourn. 17
12 HUNTER/NAGPAL MOVED TO ADJOURN THE REGULAR CITY COUNCIL MEETING AT 10:45PM. MOTION PASSED 5-0-0. Respectfully submitted, Ann Sullivan, CMC City Clerk 18
Dave Anderson Melanie Whittaker Mary 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: REPORT SUMMARY: Attached are the Check Registers for: Date Ending Check No. 11/12/09 113734 113782 48 67,040.29 11/12/09 11/05/09 113733 11/19/09
113783 113819 36 396,887.68 11/19/09 11/12/09 113782 AP Date Check No . Issued to Dept. Amount 11/19/09 113802 Public Safety 344,573.67 The following are Accounts Payable checks that
were voided or manually issued: AP Date Check No. Amount 11/12/09 11/19/09 (None) (None) Issued to Description Prior Check Register The following is a list of Accounts Payable checks
issued for more than $20,000 and a brief description of the expenditure: SC County -Office of the Sheriff General Monthly Law Services -11/09 Fund Purpose Accounts Payable Accounts Payable
SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER: PREPARED BY: DEPT. DIRECTOR: Type of Checks Date Starting
Check No. Ending Check No. Total Checks Amount Checks Released November 12, 2009 November 19, 2009 19
The following is a list of cash reduction by fund: Fund # AP 11/12 AP 11/19 Total 111 General 36,156.31 369,848.31 406,004.62 231 Village Lighting 2,344.79 2,344.79 244 Cunningham/Glasgow
Landscape 52.25 52.25 245 Fredericksburg Landscape -246 Greenbriar Landscape 3,125.00 3,125.00 247 Kerwin Ranch Landscape 423.26 423.26 249 Manor Drive Landscape 52.25 52.25 253 Saratoga
Legends Landscape 347.87 347.87 254 Sunland Park Landscape 246.33 246.33 271 Beauchamps Landscape 298.64 298.64 273 Gateway Landscape 600.22 600.22 276 Tollgate LLD 737.44 737.44 277
Village Commercial Landscape 732.03 732.03 411 CIP Street Projects 15,734.81 15,734.81 413 CIP Facility Projects 954.85 16,190.28 17,145.13 421 Tree Fine Fund 1,519.68 1,519.68 612 Workers'
Comp 73.20 347.50 420.70 621 Office Stores Fund 2,547.17 2,547.17 622 Information Technology 2,569.89 2,569.89 623 Vehicle & Equipment Maint 4,186.01 97.18 4,283.19 624 Building Maintenance
1,693.05 3,049.65 4,742.70 67,040.29 396,887.68 463,927.97 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 TOTAL Fund Description 20
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 11/23/2009 CITY OF SARATOGA ACCTPA21 TIME: 17:54:00 CHECK REGISTER − DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date=’20091112 00:00:00.000’
ACCOUNTING PERIOD: 5/10 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT −−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 113734
11/12/09 72 ADVANTAGE JANITORIAL SUP 6246202 SUPPLIES − JANITORIAL 0.00 449.78 11111 113734 11/12/09 72 ADVANTAGE JANITORIAL SUP 6246202 SUPPLIES − JANITORIAL 0.00 334.39 11111 113734
11/12/09 72 ADVANTAGE JANITORIAL SUP 6246202 SUPPLIES RETURNED 0.00 −481.79 TOTAL CHECK 0.00 302.38 11111 113735 11/12/09 791 ALPHA ANALYTICAL LABORAT 1115103 STORM WATER TESTING 0.00
663.00 11111 113736 11/12/09 369 BORTZ, SHERI L 1116101 INSTRUCTOR − YOGA 0.00 149.00 11111 113736 11/12/09 369 BORTZ, SHERI L 1116101 INSTRUCTOR − YOGA 0.00 223.50 11111 113736 11/12/09
369 BORTZ, SHERI L 1116101 INSTRUCTOR − YOGA 0.00 447.00 TOTAL CHECK 0.00 819.50 11111 113737 11/12/09 90 CALSENSE 1115301 REPAIRS − IRRIGATION 0.00 1,017.27 11111 113738 11/12/09 500
CASTRO, ANA & ARMANDO 111 PROJ DEPOSIT REFUND 0.00 1,944.72 11111 113739 11/12/09 130 CDWG, INC 6223201 FIREWALL SUPPORT 0.00 346.24 11111 113740 11/12/09 179 CIM AIR, INC 6246202 HVAC
REPAIR− SRVR RM 0.00 262.50 11111 113741 11/12/09 223 CITY SOLUTIONS INC 4119132−004 DEPOSIT − NEWRACKS 0.00 10,722.78 11111 113742 11/12/09 229 COAST OIL COMPANY LLC 6235202 UNLEADED
/DIESEL 0.00 3,023.30 11111 113743 11/12/09 732 COMMERICAL GUTTER, INC 6246202 GUTTERS − N CAMPUS 0.00 672.00 11111 113744 11/12/09 500 COSTANZA, SANDRO 111 PROJ DEPOSIT REFUND 0.00
325.62 11111 113745 11/12/09 250 COTTON SHIRES AND ASSOCI 111 GEO SVC #GEO08−0021 0.00 412.50 11111 113745 11/12/09 250 COTTON SHIRES AND ASSOCI 111 GEO SVC # GEO09−0013 0.00 712.25
11111 113745 11/12/09 250 COTTON SHIRES AND ASSOCI 4119153−001 GEO SVC − COMER DR 0.00 5,000.00 TOTAL CHECK 0.00 6,124.75 11111 113746 11/12/09 262 COVAD COMMUNICATION 6223201 MTHLY
SVC 10/16−11/15 0.00 543.90 11111 113747 11/12/09 310 CUPERTINO UNION SCHOOL D 1115103 STORM DRAIN EDUCATION 0.00 439.44 11111 113748 11/12/09 616 DAVCO WATERPROOFING SVC, 6246202 ROOF
REPAIRS − SR CTR 0.00 265.04 11111 113749 11/12/09 564 DE LAGE LANDEN PUBLIC FI 6213102 COPIER LEASE 11/09 0.00 1,413.00 11111 113750 11/12/09 573 STATE OF CALIFORNIA 1115201 SIGNAL/LIGHTING
10/09 0.00 315.94 11111 113751 11/12/09 370 ECONOMY LUMBER 4119111−002 REPAIRS − 4TH STREET 0.00 12.03 11111 113752 11/12/09 542 FURLO & FURLO 1115301 GAS LINE REPR−MUSUEM 0.00 472.00
11111 113753 11/12/09 454 GACHINA LANDSCAPE MANAGE 1115301 REPAIRS − LIBRARY 0.00 1,368.00 11111 113754 11/12/09 455 GARDENLAND POWER EQUIPME 1115301 SUPPLIES − PARKS 0.00 67.84 11111
113755 11/12/09 464 GRANICUS 1112201 MTHLY SVC 11/09 0.00 1,600.00 21
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 11/23/2009 CITY OF SARATOGA ACCTPA21 TIME: 17:54:00 CHECK REGISTER − DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date=’20091112 00:00:00.000’
ACCOUNTING PERIOD: 5/10 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT −−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 113756
11/12/09 500 HILL, SHIRLEY 111 FACILITY DEP REFUND 0.00 300.00 11111 113757 11/12/09 794 IMSA 1115201 ANNUAL DUES − TORRES 0.00 70.00 11111 113758 11/12/09 100 KSAR 1118301 BROADCAST
SVC 09/09 0.00 2,400.00 11111 113759 11/12/09 171 LABOSSIERE, MONICA 6128501 WELLNESS SUPPLIES 0.00 73.20 11111 113760 11/12/09 194 LIEBERT, CASSIDY WHITMOR 1112301 LGL SVC − 09/09 0.00
6,684.68 11111 113761 11/12/09 212 LIVINGSTONE, JOHN 1114101 SCCAPO MTG 11/09 0.00 30.00 11111 113762 11/12/09 79 MUNISERVICES LLC 1113101 SALES TAX Q2/09 0.00 500.00 11111 113763 11/12/09
746 NEW CANAAN LANDSCAPING I 2465302 REPAIRS − GREENBRIAR 0.00 3,125.00 11111 113764 11/12/09 131 NORMAN PAUL PRINT CTR 1114101 BUS CARDS − RIORDAN 0.00 58.31 11111 113764 11/12/09 131
NORMAN PAUL PRINT CTR 1114102 BUS CARDS − REED 0.00 58.31 11111 113764 11/12/09 131 NORMAN PAUL PRINT CTR 1111101 BUS CARD − PAGE 0.00 48.02 11111 113764 11/12/09 131 NORMAN PAUL PRINT
CTR 1111101 BUS CARD − MILLER 0.00 48.02 TOTAL CHECK 0.00 212.66 11111 113765 11/12/09 145 OFFICE DEPOT INC. 1116101 OFFICE SUPPLIES 0.00 47.20 11111 113765 11/12/09 145 OFFICE DEPOT
INC. 1116101 OFFICE SUPPLIES 0.00 90.07 11111 113765 11/12/09 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 58.96 11111 113765 11/12/09 145 OFFICE DEPOT INC. 1112101 OFFICE SUPPLIES
0.00 71.53 11111 113765 11/12/09 145 OFFICE DEPOT INC. 6213102 COPY PAPER 0.00 528.44 11111 113765 11/12/09 145 OFFICE DEPOT INC. 1112101 OFFICE SUPPLIES 0.00 242.33 11111 113765 11/12/09
145 OFFICE DEPOT INC. 1113101 OFFICE SUPPLIES 0.00 310.11 11111 113765 11/12/09 145 OFFICE DEPOT INC. 6213102 OFFICE SUPPLIES 0.00 150.98 TOTAL CHECK 0.00 1,499.62 11111 113766 11/12/09
168 ORCHARD SUPPLY HARDWARE− 1115201 TOOLS − STREETS 0.00 32.61 11111 113766 11/12/09 168 ORCHARD SUPPLY HARDWARE− 1115301 SUPPLIES − PARKS 0.00 237.83 TOTAL CHECK 0.00 270.44 11111
113767 11/12/09 269 PETE HOWES HORTICULTURIS 1115301 PEST TRAINING − 09/30 0.00 125.00 11111 113768 11/12/09 278 PETROTEK 6235202 MONITOR CERT − 10/15 0.00 450.00 11111 113769 11/12/09
334 POWELL, BARBARA 1112101 MMANC CONFERENCE 0.00 23.00 11111 113769 11/12/09 334 POWELL, BARBARA 1112101 CMMANC CONF 10/29 0.00 259.05 TOTAL CHECK 0.00 282.05 11111 113770 11/12/09
55 ROSS RECREATION EQUIPMEN 1115301 SUPPLIES − PARKS 0.00 147.10 11111 113771 11/12/09 82 SAN JOSE BLUE PRINT 1115102 PRNTS − C SPRINGS 0.00 67.19 11111 113772 11/12/09 136 SCOTTY’S
AUTOMOTIVE 6235202 MAINTENANCE VEH#105 0.00 329.53 11111 113772 11/12/09 136 SCOTTY’S AUTOMOTIVE 6235202 MAINTENANCE VEH#111 0.00 275.05 11111 113772 11/12/09 136 SCOTTY’S AUTOMOTIVE
6235202 MAINT − VEH # 0.00 92.18 22
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 11/23/2009 CITY OF SARATOGA ACCTPA21 TIME: 17:54:00 CHECK REGISTER − DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date=’20091112 00:00:00.000’
ACCOUNTING PERIOD: 5/10 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT −−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT TOTAL CHECK 0.00
696.76 11111 113773 11/12/09 640 TITAN−PME EQUIPMENT SALE 6235202 FILTERS − GAS PUMPS 0.00 15.95 11111 113774 11/12/09 500 TIWARY, NEERJA & GYAU 111 PROJ DEPOSIT REFUND 0.00 2,020.00
11111 113775 11/12/09 336 TLC ADMINISTRATORS 1112301 MTHLY FEE 10/09 0.00 5.00 11111 113776 11/12/09 343 TMT ENTERPRISES INC 1115301 SUPPLIES − PARKS 0.00 464.32 11111 113776 11/12/09
343 TMT ENTERPRISES INC 4139351−002 COMPOST − N CAMPUS 0.00 874.00 11111 113776 11/12/09 343 TMT ENTERPRISES INC 4139351−002 MATERIALS − N CAMPUS 0.00 80.85 TOTAL CHECK 0.00 1,419.17
11111 113777 11/12/09 726 TREES 360 DEGREES 1115201 TREE REMOVE−SARA/SUN 0.00 2,500.00 11111 113777 11/12/09 726 TREES 360 DEGREES 1115201 MONTEREY PINE TREE REM 0.00 3,600.00 TOTAL
CHECK 0.00 6,100.00 11111 113778 11/12/09 500 VARDEH, MIDIA 111 FACILITY DEP REFUND 0.00 300.00 11111 113779 11/12/09 793 VERISIGN, INC 1116101 SECURE SITE − WEBSITE 0.00 399.00 11111
113780 11/12/09 430 WEST VALLEY MISSION COLL 6213102 OFFICE SUPPLIES 0.00 454.75 11111 113780 11/12/09 430 WEST VALLEY MISSION COLL 1115301 LOWER FIELD−FALL 09 0.00 4,760.00 TOTAL CHECK
0.00 5,214.75 11111 113781 11/12/09 696 ZAG TECHNICAL SERVICES, 6223201 EMAIL ARCHIVE SFTWR 0.00 896.00 11111 113781 11/12/09 696 ZAG TECHNICAL SERVICES, 6223201 IT SUPPORT SVC 10/09
0.00 783.75 TOTAL CHECK 0.00 1,679.75 11111 113782 11/12/09 447 ZEE MEDICAL SERVICE 6246202 SUPPLIES − FACILITIES 0.00 191.13 11111 113782 11/12/09 447 ZEE MEDICAL SERVICE 1115201 OFFICE
SUPPLIES 0.00 20.30 11111 113782 11/12/09 447 ZEE MEDICAL SERVICE 1115301 OFFICE SUPPLIES 0.00 20.29 TOTAL CHECK 0.00 231.72 TOTAL CASH ACCOUNT 0.00 67,040.29 TOTAL FUND 0.00 67,040.29
TOTAL REPORT 0.00 67,040.29 23
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 11/23/2009 CITY OF SARATOGA ACCTPA21 TIME: 17:56:05 CHECK REGISTER − DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date=’20091119 00:00:00.000’
ACCOUNTING PERIOD: 5/10 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT −−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 113783
11/19/09 546 ABAG POWER PURCHASING 6246202 GAS SVC 10/09 0.00 1,200.35 11111 113784 11/19/09 72 ADVANTAGE JANITORIAL SUP 1115301 SUPPLIES − PARKS 0.00 17.19 11111 113785 11/19/09 521
ALLIED LOCK & SAFE INC 6246202 SUPPLIES − FACILITIES 0.00 56.97 11111 113786 11/19/09 362 BOETHING TREELAND FARMS 4219211−002 TREE PURCHASES 0.00 1,519.68 11111 113787 11/19/09 260 DEPARTMENT
OF PESTICIDE 1115301 PEST RENEWAL − MEEK 0.00 60.00 11111 113788 11/19/09 500 DORE, PAUL 1118101 REFUND−REF# 09−07852 0.00 110.00 11111 113789 11/19/09 658 ENVIROSCIENCE, INC 4139342−002
ASBESTOS MONITORING 0.00 2,910.00 11111 113790 11/19/09 415 ERGO VERA 6128501 ERGO EVAL EVAL − 09/30 0.00 347.50 11111 113791 11/19/09 419 EVENT SERVICES 1115301 PORTA RNTLS (2) 10/09
0.00 305.90 11111 113792 11/19/09 504 FOSSATI, MICHAEL 1114101 PARKING − CRW CONF 0.00 13.95 11111 113792 11/19/09 504 FOSSATI, MICHAEL 1114101 MILEAGE − CRW CONF 0.00 41.80 TOTAL CHECK
0.00 55.75 11111 113793 11/19/09 454 GACHINA LANDSCAPE MANAGE 4139351−002 PLANTING − N CAMPUS 0.00 2,479.00 11111 113793 11/19/09 454 GACHINA LANDSCAPE MANAGE 4139351−002 MULCH − N CAMPUS
0.00 2,496.00 11111 113793 11/19/09 454 GACHINA LANDSCAPE MANAGE 1115201 LNDSCP ALOHA/HW9 0.00 390.00 11111 113793 11/19/09 454 GACHINA LANDSCAPE MANAGE 4139351−002 WOOD CHIPS − N CAMPUS
0.00 450.00 TOTAL CHECK 0.00 5,815.00 11111 113794 11/19/09 455 GARDENLAND POWER EQUIPME 1115301 SUPPLIES − PARKS 0.00 3.85 11111 113795 11/19/09 489 HORIZON DISTRIBUTORS, IN 1115301
SUPPLIES − PARKS 0.00 216.12 11111 113796 11/19/09 14 HYDROTEC IRRIGATION EQUI 1115301 REPAIRS − CALABAZA 0.00 71.17 11111 113797 11/19/09 19 IAN GEDDES TREE CARE, IN 1115301 PRUNE TREES
− SARA/LG 0.00 1,695.00 11111 113797 11/19/09 19 IAN GEDDES TREE CARE, IN 2315302 PRUNE TREES − 4TH ST 0.00 2,250.00 TOTAL CHECK 0.00 3,945.00 11111 113798 11/19/09 61 INTERSTATE BATTERY
SYSTE 6235202 REPLACEMENT BATTERY 0.00 97.18 11111 113799 11/19/09 674 JB TROPHIES 4139351−001 PLAGUE − N CAMPUS 0.00 730.38 11111 113800 11/19/09 221 LORAL LANDSCAPING, INC 1115301
WINTER COLOR INSTALL 0.00 1,062.50 11111 113801 11/19/09 506 MCCORMICK, CYNTHIA 6246202 TOASTER OVEN 0.00 60.08 11111 113802 11/19/09 1 OFF OF SHERIFF−FISCAL SV 1117101 LAW SVC 11/09
0.00 344,573.67 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1111101 OFFICE SUPPLIES 0.00 60.42 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1115101 OFFICE SUPPLIES 0.00 10.00 11111 113803
11/19/09 145 OFFICE DEPOT INC. 1116101 OFFICE SUPPLIES 0.00 60.85 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1116101 CREDIT − SUPPLIES 0.00 −60.85 24
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 11/23/2009 CITY OF SARATOGA ACCTPA21 TIME: 17:56:05 CHECK REGISTER − DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date=’20091119 00:00:00.000’
ACCOUNTING PERIOD: 5/10 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT −−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 113803
11/19/09 145 OFFICE DEPOT INC. 1116101 OFFICE SUPPLIES 0.00 23.10 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1115102 OFFICE SUPPLIES 0.00 136.61 11111 113803 11/19/09 145 OFFICE DEPOT
INC. 1115101 OFFICE SUPPLIES 0.00 56.05 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 86.04 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES
0.00 50.67 11111 113803 11/19/09 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 6.39 TOTAL CHECK 0.00 429.28 11111 113804 11/19/09 60 ONTRAC 1111101 SHIPPING 10/22,23,29 0.00 15.50
11111 113805 11/19/09 173 PACIFIC GAS & ELECTRIC 1115301 PUBLIC LIBRARY 10/09 0.00 2,624.75 11111 113806 11/19/09 173 PACIFIC GAS & ELECTRIC 6246202 NATURAL GAS 0.00 198.44 11111 113806
11/19/09 173 PACIFIC GAS & ELECTRIC 2315302 OAK/VILLAGE SERVICE 0.00 94.79 11111 113806 11/19/09 173 PACIFIC GAS & ELECTRIC 2735302 GATEWAY SERVICE 0.00 164.34 TOTAL CHECK 0.00 457.57
11111 113807 11/19/09 173 PACIFIC GAS & ELECTRIC 1115301 PUBLIC LIBRARY 11/09 0.00 1,876.84 11111 113808 11/19/09 795 PIERCE SIGNS & DISPLAYS, 2765302 REDWOOD SIGN 0.00 737.44 11111
113809 11/19/09 554 PREMIERE GLOBAL SERVICES 1112101 CONFERENCE MTG 9/29 0.00 74.26 11111 113810 11/19/09 352 PRO−DOOR AUTOGLASS 6246202 SPRING REPLACEMENT 0.00 1,081.76 11111 113811
11/19/09 87 SAN JOSE WATER COMPANY 1115301 PARKS/OPEN SPACE 0.00 6,137.31 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2495302 MANOR DRIVE 0.00 52.25 11111 113811 11/19/09 87 SAN
JOSE WATER COMPANY 2715302 BEAUCHAMPS 0.00 298.64 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2545302 SUNLAND PARK 0.00 246.33 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2775302
VILLAGE COMMERICAL 0.00 732.03 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2535302 MINA WAY 0.00 347.87 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2445302 CUNNINGHAM/GLASGOW
0.00 52.25 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2475302 KERWIN RANCH 0.00 423.26 11111 113811 11/19/09 87 SAN JOSE WATER COMPANY 2735302 GATEWAY 0.00 435.88 11111 113811 11/19/09
87 SAN JOSE WATER COMPANY 6246202 BUILDINGS 0.00 452.05 TOTAL CHECK 0.00 9,177.87 11111 113812 11/19/09 98 SARATOGA CHAMBER OF COMM 1118302 BANNER − BLANEY PLAZA 0.00 600.00 11111 113812
11/19/09 98 SARATOGA CHAMBER OF COMM 1118302 LICENSE /PERMIT FEES 0.00 200.00 TOTAL CHECK 0.00 800.00 11111 113813 11/19/09 500 SATHE, ANITA 111 FACILITY DEP REFUND 0.00 300.00 11111
113814 11/19/09 160 SIERRA PACIFIC TURF SUPP 1115301 SUPPLIES − PARKS 0.00 1,219.57 11111 113814 11/19/09 160 SIERRA PACIFIC TURF SUPP 1115301 SUPPLIES − PARKS 0.00 2,777.45 TOTAL CHECK
0.00 3,997.02 11111 113815 11/19/09 336 TLC ADMINISTRATORS 1112301 MTHLY 125 FEE 11/09 0.00 175.00 11111 113816 11/19/09 500 WARD, NICHOLAS 111 FACILITY DEP REFUND 0.00 300.00 11111
113817 11/19/09 646 WEBER TRACTOR SERVICE 413 RETENTION PAID 0.00 7,124.90 25
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 11/23/2009 CITY OF SARATOGA ACCTPA21 TIME: 17:56:05 CHECK REGISTER − DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date=’20091119 00:00:00.000’
ACCOUNTING PERIOD: 5/10 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT −−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 113818
11/19/09 628 WINGSTOP RESTURANT 1111101 COUNCIL MTG − 12/02 0.00 139.60 11111 113819 11/19/09 198 WITTWER & PARKIN, LLP 111 REF: 04−034 0.00 200.80 11111 113819 11/19/09 198 WITTWER
& PARKIN, LLP 111 REF: GPA−090002 0.00 4,216.80 TOTAL CHECK 0.00 4,417.60 TOTAL CASH ACCOUNT 0.00 396,887.68 TOTAL FUND 0.00 396,887.68 TOTAL REPORT 0.00 396,887.68 26
SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Ann Xu, Accountant DEPT HEAD:
Mary Furey SUBJECT: Treasurer’s Report for the Month Ended October 31, 2009 RECOMMENDED ACTION Review and accept the Treasurer’s Report for the month ended October 31, 2009. REPORT SUMMARY
California government code section 41004 requires that the City Treasurer (the Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as
the City Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. Section 41004. Regularly, at
least once each month, the City Treasurer shall submit to the City Clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall file a copy with
the legislative body. 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 IMPACT Cash and Investments Balance
by Fund As of October 31, 2009, the City had $413,853 in cash deposit at Comerica bank, and $11,976,017 on deposit with LAIF. Council Policy on operating reserve funds, adopted on April
20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $2,000,000. The total pooled
cash balance as of October 31, 2009 is $12,389,870 and exceeds the minimum limit required. 27
Unrestricted Cash Comerica Bank $ 413,853 Deposit with LAIF $ 11,976,017 Total Unrestricted Cash $ 12,389,870 Cash Summary The Fund Balance schedule presented on the following page 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. Total Unrestricted Cash $ 12,389,870 Plus: Assets 229,977 Less: Liabilities (1,430,436) Ending Fund Balance $ 11,189,411 Adjusting
Cash to Ending Fund Balance CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not be in compliance with Government Code Section 41004. ALTERNATIVE ACTION N/A FOLLOW UP
ACTION N/A ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A – Change in Total Fund Balances by Fund B – Change in Total Fund Balances by CIP Project C – Local Agency Investment
Fund (LAIF) Quarterly Apportionment Rates 28
ATTACHMENT A CHANGES IN TOTAL FUND BALANCE Fund Description Fund Balance 7/1/09 Increase/(Decrease) Jul-Sept Current Revenue Current Expenditure Transfers Fund Balance 10/31/09 General
Undesignated Unreserved Balance 857,524 (1,552,398) 971,383 1,690,930 -(1,414,419) Reserved Fund Balance: Petty Cash Reserve 1,300 ----1,300 Designated Fund Balances: --Designated for
Operations 2,870,140 ----2,870,140 Designated Economic Uncertainty 1,500,000 ----1,500,000 Designated for Development 707,380 ---(75,000) 6 32,380 Designated for Environmental 613,182
---(50,000) 5 63,182 Designated for Uncollected Deposits 182,159 ----182,159 Designated for Mid Pen Open Space 250,000 ---(250,000) -Designated for Hillside Reserve 300,000 ----300,000
Designated for CIP Matching Grant 600,000 ----600,000 Designated for CIP Transfer 300,000 ---(300,000) -Designated for Economic Stability 25,000 ---(25,000) -Designated for Carryforward
22,000 ---(22,000) -Special Revenue Landscape/Lighting Districts 359,917 (22,543) 12,389 1 15,624 --234,140 CDBG Federal Grants ------SHARP Loan 209,175 284 ---209,460 Capital Project
Street Projects 1,926,230 107,044 95,502 1 65,625 -1,963,151 Park and Trail Projects 542,045 215,251 -114,070 -643,225 Facility Improvement Projects 953,833 (257,348) -7 9,682 -616,803
Administrative Projects 163,910 32,302 -1 0,246 -185,966 Tree Fine Fund 62,943 3,441 -2 3,472 -4 2,912 CIP Grant Fund (200,477) (238,158) -9,149 -(447,784) Gas Tax Fund 62,495 -182,155
1 0,026 -234,625 Debt Service Library Bond 931,361 (669,295) 5,825 -267,891 Internal Service Fund Liability/Risk Management 202,872 (150,738) 62,760 --114,894 Workers Compensation 123,034
11,024 62,500 1 ,205 -195,353 Office Stores Fund 39,633 4,044 10,000 2 ,697 -5 0,980 Information Technology Services 174,838 7,666 100,015 3 8,425 -244,094 Equipment Maintenance 56,654
14,232 56,250 2 5,304 -101,832 Building Maintenance 208,842 36,931 187,500 8 6,668 -346,605 Equipment Replacement 153,214 50,000 50,000 1 2,345 -240,869 Technology Replacement 315,290
(35,584) 14,502 2 58 -293,950 Trust/Agency Library Fund 354,394 393 532 4,106 -351,213 KSAR -Community Access TV 84,603 (34,431) 14,321 --6 4,493 Total City 14,953,491 (2,477,881) 1,825,633
2,389,833 (722,000) 11,189,411 29
ATTACHMENT B FUND BALANCES BY CIP PROJECT CIP Funds/Projects Fund Balance 7/1/09 Increase/(Decrease) Jul-Sept Current Revenue Current Expenditure Transfers Fund Balance 10/31/09 Street
Projects Traffic Safety 90,472 --2,216 88,256 Highway 9 Safety Project 45,129 ---45,129 Annual Street Resurfacing Project 233,602 127,802 95,502 88,947 367,958 Sidewalks Annual Project
18,935 --4,904 14,031 Saratoga Sunnyvale Road Resurfacing 64,972 --1,093 63,879 Traffic Signal @Verde Vista Lane 90,000 ---90,000 Fourth Street Bridge 100,000 ---100,000 Quito Road Bridge
Replacement Design 9,730 ---9,730 Quito Road Bridge Construction 115,726 ---115,726 Village Newsrack Enclosure 23,307 ---23,307 Village Façade Program 18,815 --2,837 15,978 Solar Power
Radar Feedback Signs 24,158 ---24,158 El Quito Area Curb Replacement 37,553 ---37,553 Sobey Road Culvert Repair 150,000 ---150,000 Annual Storm Drain Upgrade 246 (19,724) -15,000 (34,478)
Village Trees & Lights at Sidestreets 25,336 ---25,336 Village Pedestrian Enhancement 9,128 9,128 --146 8,982 Prospect Road Median 151,036 --49,896 101,140 City Entrance Sign/Monument
23,788 ---23,788 Village-Streetscape Impv 517,188 ---517,188 Saratoga-Sunnyvale/Gateway Sidewalk 4,107 --585 3,522 Comer Drive Retaining Wall 173,003 (1,034) --171,969 Total Street Projects
1,926,230 107,044 95,502 165,625 -1,963,151 Parks & Trails Hakone Garden Koi Pond 49,150 ---49,150 EL Quito Park Improvements 43,905 ---43,905 Wildwood Park -Water Feature/Seating 275
---275 Historical Park Landscape 33,890 --446 33,444 Hakone Garden Retaining Wall & D/W 142,829 ---142,829 Hakone Garden Upper Moon House 125,000 ---125,000 Kevin Moran Improvements
69,083 17,261 -110,640 (24,296) West Valley Soccer Field (29,176) ---(29,176) Park/Trail Repairs 7,748 (4,288) --3,460 Trail Segment #3 Repair 68,606 (7,912) --60,694 Teerlink Ranch
Trail 14,850 (14,850) --(0) Tank Trail Repair -(24,960) -2,985 (27,945) Mid Pen O/S Land Purchase -250,000 --250,000 CIP Allocation Fund 15,885 ---15,885 Total Parks & Trails 542,045
215,251 -114,070 -643,225 Facility Improvements Warner Hutton House Improvements 813 ---813 Facility Projects 108,643 (73,236) --35,407 Civic Center Improvement 4,294 (340) --3,954 Theater
Improvement 68,518 6,657 -23,050 52,124 Corp Yard -Men's Restroom 1,829 68,301 -27,100 43,031 Fire Alarm at McWilliams & Museum 11,371 ---11,371 North Campus Improvements 43,960 --12,803
31,158 North Campus -Bldg Removal 73,250 (51,862) -7,851 13,536 Multi-Purpose Room Fund 250,000 ---250,000 Corp Yard Solar Project 93,250 ---93,250 Library HVAC Upgrade 276,143 (206,868)
-8,878 60,397 Library -EXT Improvement 10,000 ---10,000 McWilliams House Improvement 10,000 ---10,000 Historical Park Fire Alarm System 1,762 ---1,762 Total Facility Improvements 953,833
(257,348) -79,682 -616,804 Administrative Projects Financial System Upgrade 3,534 ---3,534 Document Imaging Project 86,780 ---86,780 CDD Document Imaging Project 36,635 (3,661) -888
32,086 Website Development Project 30,959 (14,037) -9,358 7,564 IT Emergency Power Back -10,000 --10,000 IT Server Room A/C -40,000 --40,000 KSAR Equip Upgrades 6,002 ---6,002 Total
Administrative Projects 163,910 32,302 -10,246 -185,966 Tree Fine Fund Tree Fine Fund 62,943 3,441 -23,472 42,912 CIP Fund CIP Grant Fund (200,477) (238,158) -9,149 (447,784) Gax Fund
Gas Tax Fund 62,495 -182,155 10,026 234,625 Total CIP Funds 3,510,979 (137,468) 277,657 412,270 -3,238,898 30 •
ATTACHMENT C 31 Bill Lockyer, State Treasurer 1977 1978 1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004
2005 2006 2007 2008 2009 Inside the State Treasurer's Office LOCAL AGENCY INVESTMENT FUND QUARTERLY APPORTIONMENT RATES MARCH JUNE SEl'rEMBER I)ECEMBER" 5.68 5.78 5.84 6.45 6.97 7.35
7.86 8.32 8.81 9.10 9.26 10.06 11.11 11.54 10.01 10.47 11.23 11.68 12.40 11.91 11.82 11.99 11.74 10.71 -9.87 9.64 10.04 10.18 -10.32 10.88 11.53 11.41 10.32 9.98 -9.54 9.43 9.09 8.39
7.81 7.48 7.24 7.21 7.54 7.97 t'l.OI 7.87 8.20 8.45 -8.76 9.13 8.87 H.68 8.52 8.50 8.39 8.27 7.97 7.38 7.00 6.52 5.87 5.45 4.97 4.67 4.64 4.51 4.44 4.36 4.25 4.45 --4.96 5.37 5.76 5.98
-5.89 5.76 5.62 5.52 5.57 5.58 5.56 5.63 5.68 5.71 5.70 5.66 5.64 5.46 5.19 5.08 5.21 5.49 5.80 6.18 6.47
6.52 6.16 5.32 4.47 3.52 -2.96 2.75 2.63 2.31 1.98 1.77 1.63 1.56 1.47 1.44 1.67 2.00 2.38 2.85 3.18 3.63 4.03 4.53 4.93 5. t I -5.17 5.23 -5.24 4.96 4.18 3.11 2.77 2.54 1.91 1.51 1.51
0.90
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director Public Works Director SUBJECT: Budget Adjustment -Village Pedestrian Enhancement Project RECOMMENDED ACTION: Approve budget resolution. REPORT SUMMARY: Village
streetscape improvements will be accomplished via two CIP projects, the Village Sidewalk Improvement Project and the Village Pedestrian Enhancement Project. These projects are funded
by both outside grants and City funds. In order to keep each expenditure type separate for accounting purposes, CIP fund accounts were created to account for construction and design
costs separately. The Village Pedestrian Enhancement Project requires a transfer of funding from the Village Sidewalk Improvement Project for design and environmental work in the amount
of $6,635.53 to balance the account. This can be accomplished by the approval of the attached budget resolution by City Council. FISCAL IMPACTS: Funding for this work is available in
the Village Sidewalk Improvement Project. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The funds would not be transferred and the Village Pedestrian Enhancement Project account
would remain unbalanced. ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: The Budget Resolution will be implemented. 32
Page 2 of 2 ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Budget Resolution. 33
RESOLUTION NO.__________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10 TO PROVIDE FUNDING FOR VILLAGE PEDESTRIAN ENHANCEMENT
PROJECT WHEREAS, the City Council desires to fund Village Pedestrian Enhancement Project; and WHEREAS, financing in the amount of $6,635.53 is needed for design and environmental work;
and WHEREAS, it is necessary to make adjustments to the Fiscal Year 2009/10 budget as follows: Account Description Account# Amount To appropriate funding & expenditures for the Village
Pedestrian Enhancement Project Transfer In: 411.9142-003.49999 $6,635.53 Expenditure Appropriation: 411.9142-003.81161 $6,635.53 To transfer funds from Village Sidewalk Improvement Project
to the Village Pedestrian Enhancement Project: Transfer Out 411.9142-004.99999 $6,635.53 Expenditure Appropriation: 411.9142-003.81161 ($6,635.53) NOW, THEREFORE, BE IT RESOLVED, that
the City Council of the City of Saratoga hereby approves the above adjustments to the Fiscal Year 2009/10 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 2nd day of December 2009 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________
Chuck Page, Mayor City of Saratoga Attest: _______________________ Ann Sullivan, City Clerk 34
SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: CityManager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Request for Council Agency Assignments and Adhoc Committees for 2010 RECOMMENDED ACTION: Informational only. REPORT SUMMARY: Each year in conjunction with the Council reorganization,
the City Council approves new outside agency and AdHoc Committee assignments and the number of assignments per council member is determined by the Council. At the November 18, 2009 Council
meeting, Council approved a resolution amending Resolution No.08-082 to include a new Council agency assignment – Saratoga Ministerial Association. I have attached the amended 2009 Council
Agency and AdHoc Resolution 09-060 (Attachment A), a draft Resolution for 2010 without Council assignments, and a brief informational summary regarding the various agencies. Please review
the attached information and submit assignment preferences to the Mayor by 5 p.m., December 8, 2009. The resolution of the final assignments for 2010 will be brought back for Council
consideration on December 16, 2009. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Council representatives to various agencies and Council liaison to various adhoc
committees will remain unfilled. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: 35
Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – Resolution 09-060 Attachment B – Draft 2010 Council
Assignment Resolution Attachment C – Informational Summary 36
37 RESOLUTION NO. 09-060 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION NO 08-082 APPOINTING COUNCIL REPRESENTATIVES TO AGENCIES AND ADHOC COMMITTEES FOR
2009 WHEREAS, the City Council reorganized on December 2, 2008, for the coming year; and WHEREAS, representali ves from the City Council serve on various agencies and adhoc committees;
and WHEREAS, the responsibility for representing the City Council should be shared by all its members. NOW, THEREFORE, BE IT RESOLVED that after due consideration of the interest of
the City Council and the needs of the various organizations to which the City Council sends representatives, the following representatives agree hereby to be appointed to the agencies
and adhoc committees named, through December 2009, or until replaced: Agency Conncilmember Alternate Association of Bay Area Government Nagpal Hunter Chamber of Commerce Miller Nagpal
Comprehensive County Expressway Planoing Study Policy Advisory Nagpal Miller Board (PAB) County HCD Policy Committee Nagpal Miller Hakone Foundation Board King N/A Hakone Foundation
Executive Page N/A Committee Historical Foundation Hunter Miller KSAR Commlmity Access TV Board Miller Hunter Library-Joint Powers Association Hunter Nagpal Lower Peninsula Valley Flood
Control King Miller & Watershed Advisory Committee Peninsula Division, League of Page King California Cities Recycling & Waste Reduction Cities Association Cities Association Commission
of SCC Appointment Appointment Santa Clara Valley Water District Hunter Miller Commission Santa Clara County Cities Association Page King Executive Board SCC Cities Association Selection
Page King Committee Santa Clara County Cities Association-King Miller Joint Economic Development Policy Committee (JEDPC) Santa Clara County Emergency Miller Hunter
38 Council Association Page Miller SASCC Nagpal Hunter Sister City Liaison Nagpal Hlmter West Valley Solid Waste Joint Powers
Miller Nagpal Association ... _... _-Valley Transportation Authoritv PAC Page King West Valley Sanitation District Page Nagpal West Valley Mayors and Managers Page King Association (Both
members are required to attend meetiugs) Airport Land Use Committee Cities Association Cities Association ................................... -_
... _. ...... City School Ad-Hoc King Page Council Finance COl11l11ittee Page Miller Village Ad-Hoc Hunter Nagpal The above and forgoing resolution
was passed and adopted by the Saratoga City Council at a regular meeting held on the 18th day of November, 2009, by the following vote: A YES: Councilmcmber [-Ioward Miller, Jill Hunter,
Susie N agpal, Vice Mayor Kathleen King, Mayor Chuck Page NOES: None ABSENT: None ABSTAIN: None ATTEST: <Z!J AIl.I1 City Clerk
RESOLUTION NO. 09-RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING COUNCIL REPRESENTATIVES TO AGENCIES AND ADHOC COMMITTEES FOR 2010 WHEREAS, the City Council reorganized
on December 1, 2009, for the coming year; and WHEREAS, representatives from the City Council serve on various agencies and adhoc committees; and WHEREAS, the responsibility for representing
the City Council should be shared by all its members. NOW, THEREFORE, BE IT RESOLVED that after due consideration of the interest of the City Council and the needs of the various organizations
to which the City Council sends representatives, the following representatives agree hereby to be appointed to the agencies and adhoc committees named, through December 2010, or until
replaced: Agency Councilmember Alternate Association of Bay Area Government Chamber of Commerce Comprehensive County Expressway Planning Study Policy Advisory Board (PAB) County HCD
Policy Committee Hakone Foundation Board Hakone Foundation Executive Committee Historic Foundation KSAR Community Access TV Board Library Joint Powers Association Northern Central Flood
Control Zone Advisory Board Peninsula Division, League of California Cities Recycling & Waste Reduction Commission of SCC Santa Clara County Valley Water Commission Santa Clara County
Cities Association 39
Santa Clara County Cities Association-Joint Economic Development Policy Committee (JEDPC) Santa Clara County Emergency Council Saratoga Ministerial Association SASCC Sister City Liaison
West Valley Solid Waste Joint Powers Association Valley Transportation Authority PAC West Valley Sanitation District West Valley Mayors and Managers Association (Both members are required
to attend meetings) City School Ad-Hoc Council Finance Committee Village Ad-Hoc The above and forgoing resolution was passed and adopted by the Saratoga City Council at a regular meeting
held on the 16th day of December, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: ________________________________ Ann Sullivan,
City Clerk 40
Saratoga City Council Committee/Agency Information Sheet Association of Bay Area Government (ABAG) ABAG is the Regional Planning Agency for the nine County Bay Areas. Executive Board
meetings are held quarterly, however a representative appointed by the Santa Clara Cities Association represents Saratoga along with other cities in Santa Clara County. The only meeting
a Councilmember may actually need to attend is the annual General Assembly held in Oakland in the spring, date and time to be announced. Hakone Foundation Board According to the Lease
Agreement between the City of Saratoga and the Hakone Foundation that was signed on October 18, 2000 the Vice Mayor will serve on Hakone Board and the Mayor will serve on the Executive
Committee of the Foundation. The Board meets quarterly at 12 noon. at the Cultural Exchange Center in the gardens. The next two upcoming meetings for the Board are February 16, 2007
and May 11, 2007. KSAR Community Access CATV Foundation Board One member of the City Council, along with the City Manager, represent the City on the Community Access Television Board.
Other Board members include representatives from the West Valley-Mission College District Board, one staff member from West Valley College, and three public members who must be Saratoga
residents and who are selected jointly by the four City and College Board members. The CATV Board established policies and priorities for the management and operation of the local community
access television station, which are then implemented by the Community Access Coordinator. KSAR is a 501c3 Board. Currently, the Board meets on the second Thursday of every month at
12:00 p.m. at City Hall. League of California Cities Peninsula Division Saratoga, by virtue of its location, is situated within the peninsula Division of the League of California Cities.
The League serves to represent the interests of all California cities by advocating public policy at both the state and national levels. Official League policy is formulated through
system of committees, departments and divisions, the latter of which is comprised of elected officials from each city within the division. The Peninsula Division of the League meets
on an as-needed basis, generally several times each year, at a location usually within southern San Mateo County. Recycling & Waste Water Reduction Commission of SCC The Recycling and
Waste Reduction Commission is the principal advisory body to City Councils and the Board of Supervisors on countywide solid waste planning issues and the Countywide Integrated Waste
Management Plan. The Commission meets on the 4th Wednesday of the month at 5:30 p.m., 1735 N. First Street, Suite 301. Santa Clara County Cities Association -City Selection Committee
The Cities Association serves as a forum for the 15 cities within Santa Clara County to discuss issues of mutual concern. It is staffed by Joyce Iwasakis, whose title is Executive Director.
Each city is represented at meetings of the Cities Association by one city councilmember, and meeting are held on the second Thursday of every month at 7:00 p.m. at Sunnyvale City hall.
Occasionally, the Cities Association will convene as the City Selection Committee to perform certain statutory obligations relating to the appointment of city representatives to various
county 41
and regional bodies such as LAFCO, the Air District Board, ect., however no additional meeting result because of this. Santa Clara County Cities Association -Joint Policy Collaborative
At its July 2004 meeting, the Cities Association Board approved the establishment of a Cities Association joint economic development policy committee. This committee works collaboratively
with the County/Cities Managers’ Association and the Silicon Valley Chamber of Commerce, Silicon Valley Leadership Group, and Joint Venture Silicon Valley. This committee meets 3 times
this coming year on April 12, June 7, and September 12 from 4:30-6:30 pm. These 3 dates are the same as Board meetings which are scheduled to begin at 7 pm. Santa Clara County Cities
Association -Legislative Task Force The Task Force is an advisory body to the Cities Association which reviews pending state and federal legislation for potential impacts to cities.
Occasionally, the Task Force will recommend positions for the Cities Association and individual City Councils to take on specific legislation. The Task Force usually meets five to six
times a year on the fourth Thursday of the month at 5:30 p.m. at the Sunnyvale City Hall. Santa Clara County Emergency Council (EPC) The EPC is comprised of City and County representatives
who review and prioritize emergency planning efforts at the countywide level. The EPC meets quarterly at the County EOC usually on the third Thursday of the month at 12 noon. Santa Clara
County Housing and Community Development (HCD) Council Committee The HCD Council Committee is comprised of local elected officials who review and recommend policies and priorities concerning
the County’s Housing & Community Development, and Community Development Block Grant Programs (CDGB) to the County Board of Supervisors. The Committee’s meeting schedule varies, but it
generally convenes six to eight times throughout the year at the offices of the County Housing Authority, 505 West Julian Street, San Jose. Santa Clara County Library System Joint Powers
Authority Board Each city, which is a JPA member, along with the County, has a representative on the JPA Board. Board members are elected officials of the JPA member agencies. The Library
JPA is the policy making and governing body of the County’s library system, of which Saratoga Community Library is a part. The Library JPA is currently meeting on a quarterly basis and
they usually meet at 1:00 p.m. on Thursday afternoons. Santa Clara Valley Transportation Authority Policy Advisory Committee The VTA PAC is one of several standing advisory committees
to the VTA Board of Directors. Composed of elected official representing the cities through the County, the PAC makes recommendations to the VTA Board on issues of transportation planning
and programming. The VTA PAC currently meets on the second Thursday of every month at 5:00 p.m. at the VTA offices on North First Street in San Jose. Santa Clara Valley Water District
Water Commission Similar to the Flood Control Zone Advisory Committees, the Water District’s Water Commission advises the Water District Board on water supply issues in Santa Clara County.
The Commission is mostly made up of elected official who represent the cities within the county, although staff members appointed by their City Councils represent some cities. The Water
42
Commission meets two or three times per year on Wednesday mornings at 9:00 a.m., also at the Rinconada Water Treatment Plant in Los Gatos. Santa Clara Water District North – Central
Flood Control Zone Advisory Committee The Water District provides flood control activities throughout the county via five flood control zones which fund these activities through benefit-assessments
levied against properties within each zone. The City of Saratoga is locates entirely within the North-Central Zone of the District. Each zone is served by an advisory committee of elected
and appointed representatives of the cities within the zone. The purpose of the advisory committee is to formulate recommendations on flood control efforts within the zone to the Water
District’s Board of Directors. The North-Central FCZ Advisory Committee generally meets four times per year in February, May, September, and November on Wednesdays at 11:30 a.m. at the
Rinconada Water Treatment Plant on More Avenue in Los Gatos. Saratoga Area Senior Coordinating Council Liaison One member of the City Council serves as liaison to the SASCC Board to
maintain open communications between the City and SASCC. The Board meets on the third Monday every month at 9:30 a.m. at City Hall. Saratoga Chamber of Commerce Both the Mayor and CityManager
serve as ex-officio members of the Chamber of Commerce Board. Meetings will be held on the fourth Wednesday of every month at 6:00 p.m. at West Valley College-President’s Board Room.
Saratoga Ministerial Association The Saratoga Ministerial Association invites representatives from all communities of faith located within the city of Saratoga to participate with them.
They meet monthly on the fourth Tuesday at noon (except in July and August). The location rotates among the congregations. Their purpose is to build community and support city residents
through cooperation and joint activities, including the annual Thanksgiving Day service, spring service projects (Saratoga Serves), summer block parties and other events. Saratoga Sister
City Committee Liaison One member of the City Council serves as liaison to the Sister City Committee, which meets the first Tuesday of every month at 7:00 p.m. usually at the Community
Center. The purpose of the Sister City Committee is to plan and carry out programs and activities, which strengthen Saratoga’s relationship with its sister, city, Muko-Shi, in Japan.
West Valley Sanitation District The West Valley Sanitation District is governed by a five member board composed of one councilmember from each of the four west valley cities, and the
4th District County Supervisor. The Board meets on the second and fourth Wednesday of every month at 6:00 p.m. at the District’s Office, 110 E Sunnyoaks Avenue in Campbell. Board members
are compensated $100 for each meeting attended. West Valley Solid Waste Joint Powers Authority This JPA consists of the west valley cities of Campbell, Los Gatos, Monte Sereno, and Saratoga.
The JPA was formed to coordinate efforts in carrying out solid waste collection and disposal activities, and in meeting the mandates of AB939, the States’ Integrated Waste Management
Act. Because the four cities have similar demographics and are served by the same solid waste hauler 43
and disposal service, a coordinated approach to solid waste management in the west valley makes good sense. The JPA is served by an Executive Director who is a private consultant under
contract and who has considerable expertise in the field of solid waste. One of their important functions the JPA performs each year is the approval of solid waste collection rates within
each city. The JPA Board is composed of one councilmember from each of the four member agencies, and is currently meeting on a quarterly basis, dates to be determined, typically starting
at 5:00 p.m. at Monte Sereno City Hall. City Council AdHoc Committees City/School AdHoc Committee Village AdHoc Committee Prospect Road AdHoc Highway 9 Safety Project Committee Historic
Foundation 44
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Rick Torres DIRECTOR: John Cherbone SUBJECT:
Annual Concrete Repair and Replacement Program -Notice of Completion RECOMMENDED ACTION: Move to accept the Annual Concrete Repair and Replacement Program as complete and authorize staff
to record the Notice of Completion for the construction contract. REPORT SUMMARY: All work for the Annual Concrete Repair and Replacement Program has been completed by the City’s contractor,
Guerra Construction Group, and has been inspected by Public Work’s staff. The scope of this work included furnishing all materials, equipment, and labor to replace broken, lifted, and
failed sections of concrete sidewalks and curbs and gutters at various locations throughout the City. On January 21, 2009 Council awarded a construction contract in the amount of $237,465.00
and a contingency amount of $40,000.00 for a total contract amount of $277,465.00. The final contract amount of for this project is $271,990.66. In order to close out the construction
contract and begin the one-year maintenance/warranty period, it is recommended that the Council accept the project as complete. Further, it is recommended that the Council authorize
staff to record the attached Notice of Completion for the construction contract so that the requisite 30-day Stop Notice for the filing of claims by subcontractors or material providers
may commence. FISCAL IMPACTS: This project was funded through the adopted CIP Budget. The remainder of the funding will be unencumbered back into the CIP Sidewalk Fund. CONSEQUENCES
OF NOT FOLLOWING RECOMMENDED ACTION: The project would not be accepted as complete and staff would notify the contractor of any additional work required by the City Council before the
project would be accepted as complete. 45
Page 2 of 2 ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: Staff will record the Notice of Completion for the construction contracts and release the contract sureties
and retentions thirty days thereafter. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional ATTACHMENTS: 1. Notice of Completion for the Annual Concrete Repair and Replacement
Program. 46
Recording requested by, And to be returned to: City of Saratoga Public Works Department 13777 Fruitvale Avenue Saratoga, CA 95070 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN that the
work agreed and performed under the contract mentioned below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale Ave., Saratoga, CA 95070, as Owner
of property or property rights, and the Contractor mentioned below, on property of the Owner, was accepted as complete by the Owner on the 2nd day of December, 2009. Contract Number:
N/A Contract Date: January 21, 2009 Contractor’s Name: Guerra Construction Group Contractor’s Address: 345 Commercial Street, San Jose, Ca, 95112 Description ofWork: Annual Concrete
Repair and Replacement Program Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State of California. The undersigned certifies that he is an
officer of the City of Saratoga, that he has read the foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same is true of his own knowledge, except
as to those matters which are therein stated on the information or belief, as to those matters the he believes to be true. I certify under penalty of perjury that the foregoing is true
and correct. Executed at the City of Saratoga, County of Santa Clara, State of California on___________________, 2008. CITY OF SARATOGA BY:____________________________ ATTEST:________________________
____ Dave Anderson Ann Sullivan, City Clerk CityManager Gov. Code 40814 47
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Morrow DIRECTOR: Barbara
Powell Administrative Analyst II Assistant City Manager SUBJECT: Adoption of New Names for the North Campus and Buildings at the Facility RECOMMENDED ACTION: Accept report and adopt
the new names for the North Campus and the two buildings at the site. BACKGROUND: At the November 18, 2009 City Council Meeting, the Council reviewed the names submitted in the North
Campus Name Contest and the five submissions recommended by the Parks and Recreation Commission. During the meeting, the Council selected Saratoga Prospect Center as the name for the
facility, Friendship Hall for the building now referred to as Fellowship Hall, and Grace building for Administration Building. Old Name: New Name: North Campus Saratoga Prospect Center
Fellowship Hall Friendship Hall Administration Building Grace Building The City Council agreed to bring bring the names back to a future meeting as a consent calendar item for final
approval. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: A new name for the North Campus and the buildings at the City facility will not be selected. 48
Page 2 of 2 ALTERNATIVE ACTION(S): The Council may decide to independently select a name for the North Campus or provide further direction to the Parks and Recreation Commission. FOLLOW
UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: North Campus Name Contest Submissions 49
NorthCampusNameContestSubmissions1 NorthCampusNameContestSubmissions 1. CityofSaratogaNorthCampus 2. GraceCenterofSaratoga 3. ProspectParkSara
toga 4. SaratogaActivityCenter 5. SaratogaActivityCenter 6. SaratogaBlueHillsCommunityCenter 7. SaratogaCenterfortheCommunity 8. SaratogaCharm
9. SaratogaCommunityCenter 10. SaratogaCommunityCenterNorth 11. SaratogaCommunityCenterNorth(SCCN) 12. SaratogaCommunityProspect 13. SaratogaCulturalC
enter(S.C.C.) 14. SaratogaCulturalCenter(SCC) 15. SaratogaEventCenter 16. SaratogaFamilyLifeCenter 17. SaratogaFellowshipCenter 18. SaratogaFriendship
FestivalCenter 19. SaratogaFriendshipHall 20. SaratogaFriendshipPark 21. SaratogaGatehouseatBlueHills 22. SaratogaGraceCampus 23. SaratogaGraceCen
ter 24. SaratogaGraceCommunityHouse 25. SaratogaGreenlandsCampus 26. SaratogaHopeHall 27. SaratogaintheNorthWoods 28. SaratogaintheWoods
29. SaratogaInternationalUnityHall 30. SaratogaMultiCulturalCommunityCenter 31. SaratogaNorthCommunityCenter 32. SaratogaNorthCommunityCenter
50
NorthCampusNameContestSubmissions2 33. SaratogaPlace 34. SaratogaProspectCampus 35. SaratogaProspectCampus 36. SaratogaProspectCampus
37. SaratogaProspectCampus(orCenter) 38. SaratogaProspectCenter 39. SaratogaProspectPark 40. SaratogaProspectRotunda 41. SaratogaRanch
42. SaratogaRecreationCenter 43. SaratogaSereneCenter 44. SaratogaTollGateCenter 45. SaratogaUnitedEventsCenter 46. SaratogaUnityCenter
47. Saratoga'sGraceUnitedCommunityCenter 48. SaratogaWestValleyCommunityCenter 49. SaratogaFellowshipCampus 50. SaratogaFellowshipCampus 51.
TheSaratogaFamilyCenter Submissionsthatdidnotmeetcontestcriteria: 52. FamilyLifeCenter 53. GraceCampus 54. GraceCenter 55. ProspectCommunityCent
er 56. TheBeautifulPlace 57. TheGraceCenteratProspect 58. TheRanchonProspect 51
1 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson PREPARED BY: Claudia Cauthorn, DIRECTOR: Claudia Cauthorn
Interim Recreation & Facilities Director SUBJECT: Request from Assistance League of Los Gatos/Saratoga for Partial Waiver of Use Fees. RECOMMENDED ACTION: Consider and take
action on the Assistance League’s request for the non-profit rate for use of the North Campus Fellowship Hall for their Crab Fest in February and their Intergenerational Tea in May.
REPORT SUMMARY: The existing Facility Use Policy governing the use of City buildings indicates that non-profit organizations do not qualify for the 50% fee reduction usually provided
for non-profit uses when their event is for fundraising purposes. The Assistance League of Los Gatos/Saratoga is requesting that they be granted the 50% fee reduction for their upcoming
fundraisers to be held in the Fellowship Hall at the North Campus. DISCUSSION: Assistance League has its roots in the great San Francisco earthquake of 1906. Deeply moved by the plight
of those ineligible for assistance from existing relief organizations, Mrs. Hancock Banning organized a Southern California relief unit named "The Assistance League". This organization
continued its volunteer activities through World War I, culminating in the founding of the first chapter in 1919. The organization expanded its community service and refined its philanthropic
philosophy, and in 1935, National Assistance League was organized with the vision of a nationwide effort. Establishment of new chapters continued and gained momentum. Locally, Assistance
League in Los Gatos-Saratoga is the 110th chapter of National Assistance League and was formed in September 2000. There are over 100 members who provided more than 13,000 volunteer hours
of community service last year. They are dedicated to meeting, identifying and addressing local community needs. The Assistance League of Los Gatos/Saratoga wishes to host two fundraising
events to benefit their efforts to provide nutritious, hot lunches at the Saratoga Adult Day Care Center 52
2 four days a week. This group also provides craft projects at the Center monthly. The Crab Fest and Intergenerational Tea fundraisers are needed to raise money for all their philanthropic
programs. Non-profit organizations are awarded a 50% discount on rental fees provided they meet the following criteria: · They must provide evidence of their non-profit status. A copy
of their letter from the California Secretary of State’s office with their non-profit ID number indicated is required. · Their membership must be at least 51% Saratoga residents OR at
least 51% of the persons in attendance at their event must be Saratoga residents. · The event must be open to the public, advertised as such and is for the public benefit · Non-profit
groups requesting the use of City facilities for the purpose of fundraising or when an admission fee is charged will pay the regular rental fee. In addition, when alcohol is served,
the event organizer is required to provide one security guard for every 100 persons in attendance. A $500 Security Deposit is required for all uses. RECOMMENDATION: The City of Saratoga’s
existing non-profit use policy does not allow non-profits undertaking fundraising activities to receive the 50% discount rate granted for their other activities. Staff is not authorized
to make exceptions to Council policy; hence this item requires Council action. FISCAL IMPACTS: The Assistance League of Los Gatos/Saratoga meets all the criteria for non-profit fees
except the final one. Use fees for their desired dates and times at the undiscounted rate would be $1,440. Should their fee waiver request be granted, their fees would be reduced to
$720. They have currently paid their fees at the Saratoga resident rate (10% discount) for a total of $1,296. Should their request be granted, staff will issue a refund of $576 to the
Assistance League. ALTERNATIVE ACTIONS: · Alternate A: Grant the partial fee waiver request for both events: This action would reduce the Assistance League’s fee to $360 + the $25 processing
fee per event ($720 fee total + $50 in processing fees). Waive the security deposit requirement ($500). Waive the requirement for a security guard. A refund of $576 would be given the
League. · Alternate B: Deny the partial fee waiver request. The Assistance League would pay $1,440 in use fees less the Saratoga resident discount of 10% per event for a total of $1,296.
Waive the $25 processing fee, the security deposit ($500), and the security guard requirement. A refund of $50 for processing fees would be given the League · Alternate C: Approve only
one of their requests for a fee waiver and waive all processing fees, security deposit ($500), and security guard requirement: This action would reduce the Assistance League’s fee to
$360 for one event + $720 for the other event for a total of $1,080. A refund of $216 + $50 processing fees would be given the League. 53
3 FOLLOWUP ACTION: Staff will undertake Council direction. Staff is preparing policy alternatives to address fundraising by non-profit users for the City Council’s consideration for
the January 20, 2010 meeting. ADVERTISING, NOTICING AND PUBLIC CONTACT: City Council meeting noticed on November 25, 2009. ATTACHMENTS: Email from Assistance League of Los Gatos/Saratoga
requesting fee waiver 54
From: Linda Krain [mailto:lindakrain@comcast.net] Sent: Wednesday, November 18, 2009 2:20 PM To: City Clerk [Ann Sullivan] Subject: Non profit use of North Campus Dear Ann Sullivan,
I am a member of Assistance League® of Los Gatos-/Saratoga. Assistance League a non-profit, philanthropic volunteer organization that identifies and addresses the needs within our community
through caring and commitment in action. One of our favorite programs provides nutritious, hot lunches at the Saratoga Adult Senior Day Care Center four days a week. We also plan and
provide craft projects at the center monthly. Our group of teens, Assisteens®, loves helping out with the seniors as often as they can. I believe we are a big asset to SASCC and add
to the warm friendly atmosphere it is famous for. I am writing to ask your help to qualify Assistance League for the reduced rate at the beautiful new North Campus for two events. We
are planning a “Crab Fest” fundraiser in February, and we are planning an Intergenerational Tea in May. These events are planned to raise money for all our philanthropic programs and
will allow us to continue doing the good work we love doing in our local community. I understand that non profits may qualify for a reduced rate when renting facilities from Saratoga.
I believe with all we provide to enrich the Senior Center and Saratoga we should be granted this dispensation. If you have any questions, please feel free to call me at 867-3374. I have
attached a one page fact sheet on Assistance League of Los Gatos-Saratoga for your information. Thank you for your consideration, Linda Krain ALLGS.org 55
1 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson PREPARED BY: Claudia Cauthorn, DIRECTOR: Claudia Cauthorn
Interim Recreation & Facilities Director SUBJECT: Request from Saratoga Rotary for Partial Waiver of Use Fees. RECOMMENDED ACTION: Consider and take action on the Saratoga Rotary’s request
for the non-profit rate for use of the North Campus Fellowship Hall on January 25, 2010. REPORT SUMMARY: The existing Facility Use Policy governing the use of City buildings indicates
that non-profit organizations do not qualify for the 50% fee reduction usually provided for non-profit uses when their event is for fundraising purposes. The Saratoga Rotary is requesting
that they be granted the 50% fee reduction for their upcoming fundraiser: “Chef’s Delight Rotaplast Benefit Dinner” to be held in the Fellowship Hall at the North Campus on January 25,
2010. DISCUSSION: The Saratoga Rotary wishes to host this fundraising event to benefit benefit their Guatemala Rotaplast Project scheduled for May 2010. Total funds needed for this project
are $93,000. Rotaplast International is a non-profit humanitarian organization providing free reconstructive cleft palate operations and treatment for children in need worldwide. Last
year, Saratoga Rotary Club sponsored a medical mission to Guatemala in May 14-25, 2008. Over 120 children received a chance for a new life after receiving cleft lip and/or cleft palate
surgery. This year the Saratoga Rotary is planning this project for May 16-31, 2010 again to Guatemala City, Guatemala. Volunteers will perform medical surgeries, benefitting patients
suffering from lip deformities and cleft palates. They will need $93,000 to mobilize the team. This event is one of the ways they will raise funds for this project. This event will feature
six local chefs each preparing a signature dish. Wine will be served. A presentation on the Guatemala Rotaplast Project will be given and musical accompaniment by a string quartet from
Saratoga High School will be provided. There will also be a silent auction of a Guatemalan painting and a “Sponsor a Child” drive. 56 --
2 Non-profit organizations are awarded a 50% discount on rental fees provided they meet the following criteria: · They must provide evidence of their non-profit status. A copy of their
letter from the California Secretary of State’s office with their non-profit ID number indicated is required. · Their membership must be at least 51% Saratoga residents OR at least 51%
of the persons in attendance at their event must be Saratoga residents. · The event must be open to the public, advertised as such and is for the public benefit · Non-profit groups requesting
the use of City facilities for the purpose of fundraising or when an admission fee is charged will pay the regular rental fee. In addition, when alcohol is served, the event organizer
is required to provide one security guard for every 100 persons in attendance. A $500 Security Deposit is required for all uses. RECOMMENDATION: The City of Saratoga’s existing non-profit
use policy does not allow non-profit organizations undertaking fundraising activities to to receive the 50% discount rate granted for their other activities. Staff is not authorized
to make exceptions to Council policy; hence this item requires Council action. FISCAL IMPACTS: The Saratoga Rotary meets all the criteria for non-profit fees except the final one. Use
fees for their desired time would be $480. Should their fee waiver request be granted, their fees would be reduced to $240. The Rotary’s goal is to raise $5,000 from the proceeds from
this event. Admission will be $100 per person and they expect 110 guests. The Rotary will also encourage attendees to “Sponsor a Child” by contributing $500 to pay for each child’s cleft
pallet repair. A Guatemalan painting will be auctioned off to add to the fundraising effort. ALTERNATIVE ACTIONS: · Alternate A: Grant the partial fee waiver request: This action would
reduce the Rotary’s fee to $240 + the $25 processing fee. Waive the security deposit requirement. Waive the requirement for a security guard. · Alternate B: Deny the partial fee waiver
request. The Rotary would pay $480 in use fees. Waive the $25 processing fee, the security deposit, and the security guard requirement. FOLLOWUP ACTION: Staff will undertake Council
direction. Staff is preparing policy alternatives to address fundraising by non-profit users for the City Council’s consideration for the January 20, 2010 meeting. ADVERTISING, NOTICING
AND PUBLIC CONTACT: City Council meeting noticed on November 25, 2009. ATTACHMENTS: Letter from Saratoga Rotary requesting fee waiver 57
November 20, 2009 To: Claudia Cauthorn, City of Saratoga, Directory of Recreation and Facilities From: Rick Waltonsmith, Saratoga Rotary Club Subject: Non-profit status request Dear
Claudia; This is an official request to grant non-profit status for the “Chef’s Delight Rotoplast Benefit Dinner” to be held at Fellowship Hall, North Campus on Monday, January 25th,
2010. The goal is to raise $5,000 of the $93,000 needed for the Rotoplast project in May. · Time: 6-10PM with guests arriving at 7PM and leaving at 9PM. Set-up at 6:00. · Target attendance
is 110 guests paying $100 each · Food will be provided by approximately 6 local chefs preparing a signature dish. Wine will be served. · Program: 1. Welcome and introduction to the Guatamala
Rotoplast Project for May 2010. 2. Encouragement to “Sponsor a Child”, which will be the principal fundraising @$500 per child’s surgical cleft pallet repair. Also, silent auction of
Guatamalan painting. 3. Serving and eating, with musical accompaniment of a string quartet from Saratoga High School. 4. Silent auction of painting results. 5. Parting remarks and thank
you’s. · Clean-up from 9-10. Thank you, RickWaltonsmith Saratoga Rotary club 58
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Morrow DIRECTOR: Barbara
Powell Administrative Analyst II Assistant City Manager SUBJECT: 2010 Winter Issue of The Saratogan RECOMMENDED ACTION: Accept report and direct staff accordingly. BACKGROUND: The Saratogan
is used as a tool to improve communications with residents and ensure the public has access to important information. The City has published a wide range of articles in past issues,
ranging from public safety articles to water conservation tips to updates on City projects. The fall issue of The Saratogan was mailed to residents in October 2009 and the winter issue
will be sent in January 2010. The fall issue featured articles on investing in Saratoga. Story topics included the value of shopping locally, the Village Façade Improvement Program,
the purpose of business licenses, and the annual Tree Lighting. The newsletter also included articles on Ask Jana, the new City website, the North Campus Open House, an e-waste drop
off hosted byWest Valley Collection and Recycling, and fall Recreation Department classes. Staff has started developing preliminary article topics for the next issue of The Saratogan.
The stories are centered on “Exploration” and will highlight ways in which residents and the City can explore the Saratoga community. Below is a list of proposed primary and secondary
articles. Primary Articles: · 2015 by 2015 program · Census 2010 · Saratoga trail maps online · Website and community event calendar “how to” Secondary Articles: · Ask Jana · Alert SCC
· The renaming the North Campus 59
Page 2 of 2 · American Recovery and Reinvestment Act of 2009 in Saratoga · Saratoga Library · City tree pruning regulations · Wood burning season To ensure The Saratogan meets the expectations
of the City Council, staff is seeking input for the winter issue. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: Staff will move forward without Council input
on the theme, article topics, or other aspects of the winter issue of The Saratogan. ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING
AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: The Saratogan 2009 fall issue 60
Saratogan The CI TY o f SA R ATOGA CA L I F ORNI A 1956 Fall 2009 Investing in Saratoga The City of Saratoga is proud to be home to many small, locally-owned businesses that offer a
great selection of goods and services. Small businesses are an important part of the City’s economic health and provide a
Small businesses help keep money in the community. Making a purchase at a locally-owned store means your dollars are more likely to be spent on products or services provided by other
local businesses and professionals. Additionally, shopping in Saratoga ensures that sales taxes will fund services in Saratoga such as park maintenance, road repairs, and law enforcement.
Consumers pay sales tax in every city. community. Shopping locally is a great
way to invest in Saratoga. Read more about preserving Saratoga’s economic vitality in this issue of The Saratogan. Business License Basics If you own or are thinking of starting
a business in Saratoga, you’ll need a business license. More information can be found below. Village Façade Improvement Program Learn about the City’s efforts to encourage private
investment in the downtown area and beautify the Village on page 2. Annual Tree Lighting & Village Open House Support local business by starting your holiday shopping at the
Annual Tree Lighting Ceremony and Village Open House. Read more on page 2. Business License
101 Starting a business? The City of Saratoga requires all businesses located in or operating in Saratoga to have a license issued by the City. This includes retail stores, contractors,
and home businesses. Licenses allow the City to regulate businesses in Saratoga. Home-based business owners are sometimes unaware that they need a business license. Any resident
performing contract work, needs to apply for a license. The application process takes about two weeks, and the City charges a minimal business license fee. Revenues
from license fees help fund infrastructure and services such as road maintenance and law enforcement
61
Village Façade Improvement Program In an effort to encourage private investment in Saratoga Village while beautifying the downtown area, the City offers a matching grant to businesses
and property owners for façade improvements to storefronts in the Village that are visible from Big Basin Way. Grants cover 50% of the project costs up to $5,000. Projects eligible for
grant funds include new exterior paint, installation of an awning, improvements to sidewalk seating areas, new signage, enhancements to windows and doors, and installation of exterior
plant boxes. Grants are awarded basis. Since the program was funded again
in 2007, it has supported the investment of over $620,000 in improvements to the Village. Just over $50,000 of that has been grant money provided by the City.
Tree Lighting Ceremony
and Village Open House Saratoga residents are invited to the 8th Annual Tree Lighting Ceremony and Village Open House on November 27, 2009 at Blaney Plaza at 5:30 p.m. Sponsored by the
City of Saratoga and the Saratoga Chamber of Commerce, the Tree Lighting Ceremony is a festive way for families to mark the start of the holiday season. The event will start at 5:30
p.m. with welcoming remarks from the Mayor and carols performed by students from Blue Hills Elementary and Sacred Heart. Immediately following the tree lighting ceremony, the Village
Open House will give residents a chance to discover all that Saratoga businesses have to offer. Stores throughout the Village will be open for extended hours from 6:00 to 9:00 p.m. for
residents to get started on holiday shopping. Many businesses offer free samples or hot drinks to keep shoppers warm as they explore the Village. Additional activities include: Caroling
Wagon and pony rides Petting zoo Other entertainment will also be featured along Big Basin Way.
62
Ask Jana Got Code Enforcement questions? Ask Jana! Send your questions to Jana Rinaldi at 13777 Fruitvale Avenue, Saratoga CA 95070 or by email to jrinaldi@saratoga.ca.us. Pete,
Open
Jana, My neighbor has an awful pool pump than runs at all hours of the
night. It’s so loud that it keeps us up all night. Are there any rules to regulate regulate the noise generated by pool pumps? Sleepless in Saratoga �
�
�
� �
� Jana Dear Jana, I’d like to build a patio in my backyard.
This will in the last issue of The Saratogan that building permits are required
for a lot of work. Do I need any permits to construct a patio? Thanks, Patio Pete New City Website Goes Live! The City of Saratoga’s new website is up and running! The site is intended
to be easier to use and improve communication between residents and the City. New features include: Calendar of City meetings & community events Easy to use search tool Email
subscriptions Improved navigation and organization of pages Low graphics version for visually impaired or mobile users News alerts through RSS feeds Site map �
�
Jana 63
Postal Customer Local PRSRT STD U.S. Postage PAID Saratoga, CA Permit No. 136 ECRWSS The Saratogan 13777 Fruitvale Avenue Saratoga, CA 95070 CITY o f SARATOGA C A L IFORNIA 1956 Got
ideas? Send story ideas or comments about The Saratogan to Crystal Morrow at North Campus Open House
R
Prospect Road in Saratoga. The event is open to the public and will feature live music, refreshments, and more. Purchased in 2002, the City has been making improvements to
the improvements to the Administration
Building, which is primarily used for meetings and recreation classes. The second phase of work started last year with renovations to Fellowship Hall. The improvements to the building
include a new hardwood included demolition
of two unusable buildings on the property, which have been replaced with new landscaping. The City was able to make the improvements to Fellowship Hall thanks to a generous donation
from the House Family Foundation, which was administered by the Saratoga-Monte Sereno Community Foundation. The City is looking for a new name for the North Campus. Submit your ideas
online at www.saratoga.ca.us by October 23, 2009! Enroll for Fall Recreation Class! This fall, the City of Saratoga
Recreation Department has classes for all ages and all interests. Youth programs include , which begins November 20th and runs through December 18th,
as well as that will be held at the Joan Pisani Community Center over the holiday break for children between 3.5 years to 10 years old.
Some of the exciting adult programs include with Agnes beginning November 9th and at St. Stan’s Brewing
Company in downtown Saratoga starting November 7th. �
� E-Waste Drop Off — Electronics such as computers, monitors, televisions, fax machines, printers, copiers, stereos, phones,
and cameras all can contain toxic chemicals and compounds that should not be thrown in the trash. West Valley Collection & Recycling will be offering a free E-Waste drop-off event for
residents to get rid of unwanted electronics from 9am to 2pm on Saturday,
64 [J ( )
1 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Leo Salindong DIRECTOR: Mary Furey IT
Analyst Finance & Administrative Services Director __________________ SUBJECT: Telecommunications Upgrade Project RECOMMENDED ACTION: Review report and direct staff to issue a Request
for Proposals to replace the existing PBX telecommunication system with a Voice over Internet Protocol (VoIP) telecommunication system for the main City Hall buildings, the Joan Pisani
Community Center, the Corporation Yard, the Saratoga Area Senior Coordinating Council and the North Campus. Staff further recommends including electronic fax integration in the system.
REPORT SUMMARY: During the June 3, 2009 City Council Meeting, staff was directed by Council to bring the IT Telecommunications System Upgrade Project back with additional analysis and
information. BACKGROUND: The City houses a Toshiba Strata DK 280 private branch exchange (PBX) system, which provides telephone communication throughout the main City Hall administration
buildings, the Joan Pisani Community Center, Corporation Yard, and Saratoga Area Senior Coordinating Council (SASCC). This system was installed prior to 1996 and is at the end of its
technological life cycle. Since May 2009, the City’s telephone system failed multiple times over a five month period. From these recent incidents, continued use of the current telephone
system clearly presents potential issues with staff’s ability to communicate with the public, and resources for the system are becoming very difficult to obtain. Over time, parts will
become harder to acquire and service technicians with knowledge of the inner workings of legacy PBX systems are becoming less available. Performing necessary maintenance has become an
added challenge. In September 2009, staff performed a full backup of the City’s telephone and voice data. However, it took several attempts to do so, and required the assistance of our
telephone contractor to properly back up the essential data. The root cause was due to compatibility issues
with the latest Windows Operating System which required a complete shutdown and reboot of the entire phone system. Considering the age and unpredictable reliability of the City’s telephone
system, staff recommends replacement. For this discussion, some useful Communication System Infrastructure terminology includes the following: 65
2 Public Switched Telephone Network (PSTN) -PSTN refers to the network of the world’s telephone communication systems – business, home, cellular, international, etc. Private Branch Exchange
(PBX) -A traditional PBX system is a box (like a computer) that switches and connects phone lines in the office to each other and to the PSTN. Each telephone on a PBX is connected with
dedicated cabling. Phone systems can be programmed with unique or multiple extensions and with features such as the ability to hold, transfer, or conference calls. VoIP -A VoIP telephone
system (or IP PBX) operates over existing network infrastructure rather than using dedicated cabling in the office. VoIP communication is achieved by digitizing a voice signal into small
packets of information. These packets of information are transmitted from a user’s phone over the local network to the IP PBX then converted back to voice signals and sent out through
the PSTN. Each telephone can be plugged into any network connection and the programming for that phone (user, extension, assigned features) goes with it, much like a laptop as it is
moved from one location to another. OPTIONS: To research available options, staff looked into current applications using VoIP systems and PBX systems. Supplementing the research process,
staff worked with consultants to develop accurate telephone upgrade options. Two proposed options for the Telecommunications Systems Project affecting the City Hall buildings, the Joan
Pisani Community Center and SASCC, the Corporation Yard, and if desired, the North Campus are included below. Currently there are only two phone lines installed at North Campus. One
line is located in the Sheriff’s Office and the other line is located at the receptionist desk in the administrative building. 1) Upgrade the legacy PBX telephone system with a new PBX
telephone system. 2) Replace the existing PBX telephone system with a VoIP telephone system. For the Telecommunication Project, there are two Options with alternative scenarios. These
options options are discussed below: Option 1 – PBX Upgrade Upgrading to a new PBX system will replace the current PBX system. Below are two options for upgrading to a new PBX system.
Alternative 1A – City Hall Campus This alternative will apply the PBX upgrade specifically to the main City Hall administration buildings, the Joan Pisani Community Center, Corporation
Yard, and SASCC (excludes North Campus). To help reduce setup costs, the new system will be installed using the existing voice network architecture used by the current PBX system. New
desktop phones incorporating up-to-date industry features will be deployed to each of the 67 phone locations currently in use at each of the facilities listed above. Alternative 1B –
City Hall Campus + North Campus This alternative will apply the PBX upgrade as mentioned in “PBX upgrade Alternative 1A” with the addition of North Campus. 66
3 Three Centrex lines will be installed in the administrative building and Fellowship Hall. The telephone lines will provide phone service separate from City Hall and will be managed
by our telephone company. Option 2 – VoIP Upgrade Upgrading to a VoIP system will restructure the entire voice and data network infrastructure. This will include, but is not limited
to: * Removal of the current PBX system. * Removal of all essential hardware connected to the current PBX. * Installation of the new VoIP system over the network infrastructure. * Installation
of network switches and Internet Protocol (IP) client licenses over the network. * Deployment of compatible components to be used with the new system such as new IP desktop phones and
telephone accessories as required. Below are three options for upgrading to a new VoIP system. Alternative 2A – City Hall Campus This alternative will apply the VoIP upgrade specifically
to the main City Hall administration buildings, the Joan Pisani Community Center, Corporation Corporation Yard, and SASCC (excludes North Campus). During the installation and configuration
process, the VoIP system will be integrated with system components connecting to the City network. IP phones accompanied by IP client licenses will be deployed to each of the 67 phone
locations currently in use at each of the facilities listed. Configurable security levels will segregate SASCC from the City network. Phone and network connectivity will be facilitated
by a routed, firewalled connection. Alternative 2B – City Hall Campus + North Campus This alternative will apply the VoIP upgrade as mentioned in “VoIP upgrade Alternative 2A” with the
addition of North Campus. At the moment, no network data infrastructure is installed in the North Campus administrative building and Fellowship Hall. In order to incorporate a VoIP system,
network data cables will need to be installed in both buildings and a DSL or cable internet connection will also be required. In addition, a secured virtual private network (VPN) connection
will be created through a firewall switch at North Campus to connect the two locations together. Alternative 2C – Electronic Fax Integration This alternative will apply the VoIP upgrade
for City Hall and North Campuses, and will incorporate a fax server with a VoIP system to enable staff to receive faxes electronically through emailed PDF attachments. Additionally,
staff will be able to print-to-fax or email-to-fax for outgoing faxes. DISCUSSION: Although cost comparisons between a new PBX system and a VoIP system are relatively similar, staff
recommends a VoIP system based on its additional features, benefits, and ease of administration. A VoIP system requires no re-patching or configuration if line extensions are changed
or moved. Therefore, ongoing vendor maintenance and servicing costs will be reduced. In addition, VoIP PC/Phone integration interfaces with desktop and electronic fax applications. With
telephone systems generally lasting for ten years, staff believes a VoIP system best meets the City’s telecommunication needs. Staff recommends pursuing alternative 2C, which will include
a VoIP upgrade for City Hall and North Campuses, and will incorporate a fax server with a VoIP system. 67
4 FISCAL IMPACTS: Below are matrices describing estimated fixed costs for upgrading to a new telephone system. On-going costs are included. Additional costs for this project may be incurred
for undetermined hardware or installation as determined by the request for proposal. Funds are available in the IT Services Fund to transfer to the Capital Program for this system upgrade.
Option 1 – PBX Upgrade Fixed Costs 1A – City Hall Campus Description Quantity Cost Extended Cost PBX System -Hardware and Bundled Software -Voicemail mailbox -Installation Kit 1 $14,843
$14,843 Phones 67 $159 $10,653 T1/PRI card 1 $945 $945 PC/Phone Integration N/A N/A N/A Total for 1A $26,441 1B – North Campus Description Quantity Cost Extended Cost Phones 3 $159 $477
Centrex Phone Lines Installation $70 Total for 1B $547 Overall Cost Summary Option 1: A $26,441 Option 1: A + B $26,988 On-going Annual Costs Description Quantity Cost Extended Cost
Centrex Lines at North Campus 3 $420/annual cost per phone line $1,260 PRI Line from Telephone Company 1 $400 $4,800 Maintenance Support/Software Service $4,700 68
5 Option 2 – VoIP Upgrade Fixed Costs 2A – City Hall Campus Description Quantity Cost Extended Cost VoIP System -Hardware and Bundled Software -T1/PRI Interface (included) 1 $5,066 $5,066
IP Phones 67 $202 $13,534 IP Voicemail Mailbox License and Extension 67 $156 $10,452 PC/Phone Integration Included Included Included Total for 2A $29,052 2B – North Campus Description
Quantity Cost Extended Cost IP Phones 3 $202 $606 IP Voicemail Mailbox License and Extension 3 $156 $468 Network Cabling Installation $1,500 Total for 2B $2,574 2C – Fax Server Integration
Description Quantity Cost Extended Cost Fax Server 1 $1,200 $1,200 Overall Cost Summary Option 2: A $29,052 Option 2: A + B $31,626 Option 2: A + B + C $32,826 On-Going Annual Costs
Description Quantity Cost Extended Cost DSL/Cable Internet at North Campus 1 $50/month $600 PRI Line from Telephone Company 1 $400 $4,800 Maintenance Support/Software Service $4,553
69
6 CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: Current telecommunications conditions will remain as is; the City’s telephone system will continue to have unstable communications
and unpredictable failures. If no action is taken, in the event of a major failure to the system, catastrophic failure may occur, causing the City to be without telecommunications (including:
phone, fax, modem, credit card terminals). ALTERNATIVE ACTION(S): Council could direct staff to move forward with a new PBX telephone system. FOLLOW UP ACTION(S): None ADVERTISING, NOTICING
AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: A. Comparable benefits of each telephone system B. Telephone system features list 70
Attachment A Feature Current PBX PBX Upgrade VoIP Upgrade Cabling Infrastructure * Phone runs on analog copper line, network runs on separate TCP/IP Ethernet connection port. * Phone
and network each run on own separate TCP/IP Ethernet connection port. * Phone and network can run on single TCP/IP Ethernet connection port. * Category 5e 10/100 Ethernet data network
infrastructure compatibility. * Category 6 100/1000 Gigabit Ethernet data network infrastructure compatibility. * 100/1000 Gigabit LAN IP phone compatible. Yes No No No No No Yes No
No No* No* No* No Yes Yes Yes Yes Yes Adds, Moves, Relocation and Remote Locations * Adding or moving phones to different phone jack locations requires re-patching and reconfiguring
of phone extension. * Adds or moves are managed via software interface/console. * Ability to connect to remote locations. * Ability to connect remote location over standard TCP/IP connection
through point-to-point circuit. Yes No No No Yes Yes Yes No* No Yes Yes Yes Desktop Integration * Ability to operate a desktop client. * Ability to interface with contact applications
such as Outlook Business Contact Manager. * Ability to interface with Soft Phone software. Allows PC to place and/or receive calls without a phone; using the computer as the phone. No
No No No* No* No* Yes Yes Yes Unified Communications * Integrated phone-to-desktop communication. * Integrated voicemail. * Integrated email. No Yes No No* Yes No* Yes Yes Yes Advanced
Calling Features * Auto Attendant * Conference Calling * Follow-me /Find-me * Simultaneous Ringing across multiple extensions Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes Emergency
Services and Power Failure Security *May run on Power over Ethernet (PoE) *May operate on UPS emergency power *May operate corded phones through telephone jack. No UPS * Is compatible
with 911 * Is compatible with E911 (Enhanced 911) No Yes Yes Yes No No* Yes Yes Yes Yes Yes Yes No Yes Yes Fax Server Integration * Ability to convert fax to PDF * Ability to print-to-fax
*Ability to email-to-fax No No No No* No* No* Yes Yes Yes (*Some PBXs can utilize these features, but may require additional equipment and software licensing costs) 71
Attachment B Current PBX PBX Upgrade VoIP Upgrade Auto attendant Auto dialing Automated directory services Call accounting Call forwarding Call monitoring Call park Call pick-up Call
trace Call transfer Call waiting Caller ID Conference call Custom greetings Customized abbreviated dialing (Speed Dialing) Busy override Direct inward dialing Direct inward system access
Do not disturb Extension dialing Follow-me Last number re-dial Music on hold Night Service Redial Shared message boxes Voice mail Voice message broadcasting Welcome message 3-way calling
411 directory assistance 911 service Auto attendant Auto dialing Automatic call distributor Automated directory services Auto Redial Barge-in Call accounting Call forwarding Call monitoring
Call park Call pick-up Call recording Call trace Call transfer Call waiting Caller ID Caller ID blocking Conference call Custom greetings Customized abbreviated dialing (Speed Dialing)
Busy override Direct inward dialing Direct inward system access Do not disturb Extension dialing Follow-me Interactive voice response Last number re-dial Music on hold Night service
Redial Shared message boxes Voice mail Voice message broadcasting Voice paging Welcome message 3-way calling 411 directory assistance 911 service E911 service Anonymous call block Area
code selection Auto attendant Auto dialing Barge-in Call blocking Call centers Call hold Call forwarding Call forwarding selective Call monitoring Call notify Call park Call pick-up
Call recording Call transfer Call waiting Caller ID Caller ID blocking Caller ID with name Change phone number Click to call (Soft phone) Cancel call waiting Communication transfer to
/from: (instant messaging, voice, or video) Conference call Contact lists Custom greetings Customized abbreviated dialing (Speed Dialing) Directory assistance Direct inward dialing Distinctive
ringing Do not disturb Enhanced voicemail Extra virtual numbers Fax Find-me /Follow-me /Reach-me Hunt groups Integrated voicemail and email Keep number for life Last number re-dial Line
unavailable forward Local number portability Multi-ring Music on hold Online account manage PC to phone option Redial /Repeat dial if busy Simultaneous ring SMS (Short Message System)
Telemarketer blocking Toll free numbers Voicemail 3-way calling 411 directory assistance 911 service E911 service 72
Page 1 of 3 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Shawn Gardiner DIRECTOR: Barbara
Powell Parks Lead Worker Assistant City Manager Crystal Morrow Administrative Analyst II SUBJECT: Resolution Authorizing Submittal of Energy Efficiency Conservation Block Grant Application
to the California Energy Commission RECOMMENDED ACTION: Accept report and approve attached resolution authorizing submittal of the City’s Energy Efficiency Conservation Block Grant to
the California Energy Commission. BACKGROUND: Energy Efficiency Block Grant (EECBG): The EECBG program was established by the federal Energy Independence and Security Act of 2007 to
reduce fossil fuel emissions in an environmentally sustainable manner, reduce energy consumption, and improve energy efficiency in the building, transportation, and other appropriate
sectors. The program was funded for the first time when the American Recovery and Reinvestment Act Act (ARRA) of 2009 was signed by President Obama. The U.S. Department of Energy provided
direct allocations of EECBG funds to large municipalities, territories, Indian tribes, and states. The California Energy Commission received just over $49 million in EECBG monies, 60%
of which must be allocated to small cities and counties that did not receive a direct EECBG allocation from the Department of Energy. The California Energy Commission will be distributing
this portion of the EECBG funds to small cities and counties using a formula that is based on population and county unemployment rates. The City of Saratoga is eligible to receive just
over $169,000. To receive EEBCG funds, small cities and counties must submit an application to the California Energy Commission by January 12, 2009 by first approving the attached resolution
that includes: -Authorization of the grant application -Acceptance of the grant money -Determination of CEQA compliance 73
Page 2 of 3 To qualify for EECBG funds, applications must also meet cost effectiveness requirements specified by State law. Small cities and counties must propose projects that save
a minimum of 10 million source British Thermal Units per $1,000 of EECBG funds spent. This requirement rules out more costly energy generation or efficiency improvements, such as solar.
Furthermore, the California Energy Commission is requiring a feasibility study to verify cost effectiveness requirements of energy efficiency projects. EECBG guidelines are available
online at http://www.energy.ca.gov/recovery/blockgrant.html. City of Saratoga EECBG Application: Alternatively, the California Energy Commission has identified a number of direct equipment
purchase options that meet cost efficiency requirements and therefore do not require a feasibility study. Light-emitting diode (LED) streetlights are among the direct equipment purchase
options listed by the California Energy Commission. Saratoga’s expected EECBG grant allocation would cover the cost of replacing all of the High Pressure Sodium streetlights along Big
Basin Way in the Village with LED lights. The total cost to replace the existing Village streetlights with LED fixtures is estimated at $169,000. Requested Direction: Staff is requesting
that the City Council approve the attached resolution to allow the City to submit an application to replace the existing street lights with LED fixtures. If the resolution is approved,
the City will prepare the application and select a LED streetlight manufacturer from which to purchase the lights. To ensure that the design of the light fixtures fits with the look
and feel of the Village, staff is proposing that the Council authorize the Village Ad Hoc Committee to work with staff to select a light fixture that meets the Village Design Guidelines
and is consistent with the character of the Village. FISCAL IMPACTS: If the Council approves the attached resolution authorizing submittal of an application to the California Energy
Commission to to replace the existing Village streetlights along Big Basin Way with LEDs, the City’s EECBG allocation should cover the entire cost of purchasing and installing the new
LED streetlights. By replacing the existing lights with LEDs, the City will use 50% less energy to power the streetlights in the Village and will, therefore, be eligible to switch to
a lower PG&E billing rate in the downtown area. Furthermore, installing LED streetlights in the Village will reduce the City’s maintenance expenses by $5,000 per year. The City may also
be eligible to receive a small project rebate from PG&E for upgrading the Village streetlights to LEDs. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The City will be unable
to submit an EECBG application to the California Energy Commission to replace existing High Pressure Sodium streetlights on Big Basin Way in the Village with LED fixtures. 74
Page 3 of 3 ALTERNATIVE ACTION(S): The Council may direct staff to pursue other project(s) eligible for EECBG funding. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING,
NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: Resolution 75
RESOLUTION NO. ________ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING SUBMITTAL OF THE CITY’S ENERGY EFFICINCY CONSERVATION BLOCK GRANT PROGRAM APPLICATION TO
THE CALIFORNIA ENERGY COMMISSION WHEREAS, the City of Saratoga recognizes that it is in the interest of the regional, state, and national economy to stimulate the economy; create and
retain jobs; reduce fossil fuel emissions; and reduce total energy usage and improve energy efficiency within our jurisdiction; and WHEREAS, Energy Efficiency and Conservation Block
Grant (EECBG) funds are available through the California Energy Commission’s EECBG Program for grants to eligible local governments for cost-effective energy projects; and WHEREAS, the
City of Saratoga is eligible for EECBG funding under the California Energy Commission’s EECBG program; and WHEREAS, the City of Saratoga is proposing to implement the energy efficiency
project described in Exhibit A in order to qualify for EECBG funds from the California Energy Commission; Commission; and WHEREAS, the City of Saratoga has considered the application
of the California Environmental Quality Act (CEQA) as it pertains to the energy efficiency project described in Exhibit A; and NOW, THEREFORE, BE IT RESOLVED that the Saratoga City Council
authorizes the submittal of the application to the California Energy Commission’s EECBG Program for funds to execute the proposed project described in Exhibit A. BE IT ALSO RESOLVED,
if recommended for funding by the California Energy Commission, the Saratoga City Council authorizes the City of Saratoga to accept a grant award up to the amount of this application
for $169,479, and, that the City Manager acting for the City of Saratoga is hereby authorized and empowered to execute in the name of the City of Saratoga, all necessary contracts and
agreements, and amendments hereto; to implement and carry out the purposes specified in the application BE IT ALSO RESOLVED that in compliance with CEQA, the City Council of the City
of Saratoga finds that approval of the energy project described in Exhibit A is a “project” under CEQA that is categorically exempt under CEQA sections 15301 and 15302 as a minor alteration
and replacement of existing facilities involving negligible or no expansion of existing use. PASSED AND ADOPTED by the Saratoga City Council at a regular meeting held on the 2nd day
of December 2009 by the following vote: AYES: NOES: ABSENT: ABSTAIN: _______________________________ Chuck Page, Mayor ATTEST: ___________________________________ Ann Sullivan, City
Clerk 76
EXHIBIT A – Proposed EECBG Project Description The City of Saratoga proposes to use EECBG funds to replace existing high pressure sodium streetlights in its Village area along Big Basin
Way with new LED fixtures. -Replace all streetlights on Big Basin Way with LED lights -LED lighting is anticipated to reduce the amount of energy used by streetlights in the Village
by 50% -Existing poles will not be replaced -The cost of the project is estimated at approximately $169,000 77
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Morrow DIRECTOR: Barbara
Powell Administrative Analyst II Assistant City Manager SUBJECT: Letter of Commitment for Association of Bay Area Governments Residential Energy Efficiency Audit and Retrofit Program
RECOMMENDED ACTION: Accept report and authorize the City Manager to sign the Association of Bay Area Governments (ABAG) residential energy efficiency audit and retrofit program letter
of commitment. BACKGROUND: State Energy Program – Residential Building Energy Audit and Retrofit Programs As part of the American Recovery and Reinvestment Act, the State of California
has received $226 million for the State Energy Program (SEP). Of this money, $95 million will be used to fund an Energy Efficiency Program that will provide grants to qualified organizations
for municipal financing programs (SEP1) like CaliforniaFIRST, residential building energy audit and retrofit programs (SEP2), and municipal and commercial energy retrofit programs (SEP3).
The State’s SEP funds are being administered by the California Energy Commission. SEP applications are due to the State by December 21, 2009. SEP2 – ABAG Home Energy Efficiency Audit
and Retrofit Program ABAG is leading a regional effort to apply for $10-$12 million in SEP2 funds to create a regional home energy audit and retrofit program that will benefit all of
the Bay Area counties. Although the exact programs and functions of the ABAG program have not been defined at this time, the program will be focused on establishing home energy audit
and retrofit standards in the Bay Area, workforce development, marketing and outreach, and quality assurance. Ultimately, the program is intended to create green jobs, increase use and
development of clean energy technologies, promote the local economy, and reduce greenhouse gas emissions. Letter of Commitment The California Energy Commission is requiring that all
of the cities that intend to participate in the ABAG program submit a letter of commitment. The letter of commitment is due to ABAG in December 2009, so that it may be included in ABAG’s
application for SEP funds. The letter of commitment: -Indicates that the City is in support of ABAG’s application for SEP2 funds 78
Page 2 of 2 -Authorizes ABAG as the lead agency in submitting the application -Supports the County of Santa Clara as the lead agency in implementing ABAG’s home energy efficiency audit
and retrofit program in Santa Clara County -States the City will participate in program development and implementation in Saratoga and throughout the region -Indicates the City will
provide a resolution authorizing ABAG to act as the lead agency in applying for and receiving SEP2 funds on behalf of Saratoga, contingent upon the selection of ABAG’s proposal for funding
FISCAL IMPACTS: There are no fiscal impacts associated with approving the letter of commitment. However, staff time may need to be dedicated to the development and implementation of
the ABAG home energy efficiency audit and retrofit program if SEP2 money is awarded to the program. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The City will not submit a
letter of commitment for the ABAG home energy audit and retrofit program and may not be eligible for services proved through the program if it receives SEP2 funds. ALTERNATIVE ACTION(S):
N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment A: Letter of Commitment to the ABAG home energy
efficiency audit and retrofit program Attachment B: State Energy Program Chart 79
IncorporatedOctober22,1956 CITY OF SARATOGA 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • www.saratoga.ca.us COUNCILMEMBERS: Jill Hunter Kathleen King Howard Miller Susie Nagpal
Chuck Page December 2, 2009 Angela Hockaday, Contracts Officer California Energy Commission 1516 Ninth Street, MS-18 Sacramento, California 95814 RE: PON #400-09-403 California Comprehensive
Residential Building Retrofit Application: Bay Area Regional Residential Building Retrofit Program Dear Ms. Hockaday: The City of Saratoga is pleased to offer this letter of commitment
to the State Energy Program application of the Association of Bay Area Governments (ABAG) regarding the Bay Area Regional Residential Building Retrofit Program. I am authorized to sign
this letter of commitment on behalf of the City of Saratoga pending final approval of the Council. Through participation in this residential building retrofit program, the City of Saratoga
strives to create lasting market and behavioral changes resulting in the increased adoption of energy efficiency improvements and distributed generation of renewable energy sources for
the property owners in the our jurisdiction. The City of Saratoga authorizes ABAG as the lead agency in submitting this application on behalf of our jurisdiction to provide funding to
ensure the long-term success of this innovative residential building retrofit program. The City of Saratoga supports the role of the County of Santa Clara as the lead local implementer
on behalf of the all of the local governments in the County. Local governments in all nine Counties are working together to create this unprecedented program to promote regional consistency,
achieve economies of scale, and maximize quantified energy, water, and carbon reductions. The program will leverage other ongoing sources of customer incentives and financing, including
utility energy efficiency incentives, Property Assessed Clean Energy (PACE) financing, and Retrofit Ramp-Up funds. Program elements will include credible programs standards, training
to ensure a robust and capable workforce, an effective marketing and outreach strategy offering bundled incentives to attain high participation, and a strict quality assurance program
to protect consumers and reduce local government liability. Aligned with the U.S. Department of Energy (DOE) and California Energy Commission (CEC) State Energy Program strategies, our
proposed program will increase green jobs, increase energy efficiency and deployment of renewable energy technologies, promote economic activity, and reduce greenhouse gas emissions.
The City of Saratoga will help to guide program development and implementation in our jurisdiction and throughout the region by serving on the appropriate steering committee, and coordinating
with local 80
government program partners, and relevant internal departments. We will work collaboratively to ensure the success of the program. The
City of Saratoga intends to provide the CEC, upon Council approval, with a governing board resolution contingent upon proposal selection for funding and inclusion in the Notice of Proposed
Awards. The resolution will authorize for the collaborative lead agency bidder ABAG to apply for and receive funding on behalf of the City of Saratoga. The City of Saratoga is grateful
for your consideration of this proposal. If you have any questions regarding this request, please feel free to contact: Barbara Powell, Assistant City Manager (408) 868-1215 bpowell@saratoga.ca.us
CrystalMorrow, Administrative Analyst II (408) 868-1275 cmorrow@saratoga.ca.us Sincerely, Dave Anderson, CityManager City of Saratoga 81
AmericanRecoveryandReinvestmentActof2009 CaliforniaEnergyCommission StateEnergyProgram(SEP) SEP1:MunicipalFinancing Programs CaliforniaFIRST LetterofCommitment
DueNov.20,2009 Resolutiontojoin ResolutiontoauthorizeSacramento Countyasleadapplicant DueJan.18,2010 SEP2:ResidentialEnergy EfficiencyAuditsandRetrofit
Programs ABAGRegionalHomeEnergy AuditsandRetrofits LetterofCommitment DueDecember2009 ResolutiontoauthorizeABAGaslead applicant DueJan.18,2009 SEP3:Commercial�
�and GovernmentEnergyEfficiency RetrofitPrograms 82I I I I ----
SARATOGA CITY COUNCIL MEETING DATE: December 2, 2009 AGENDA ITEM: DEPARTMENT: CityManager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Council Member Topics for January 29, 2010 Council Retreat RECOMMENDED ACTION: Informational only. REPORT SUMMARY: Each year the Saratoga City Council schedules a retreat in
early January to discuss topics and issues that are important to the community. The Council Retreat for 2010 has been scheduled for January 29th and will be held at the North Campus
on Prospect Avenue. In addition, staff also schedules a retreat in December each year to adequately prepare for the upcoming Council Retreat. At this time, staff is requesting Council
to submit ideas of topics that they would like to discuss at the January 29th Council Retreat. A copy of the 2009 City Council Retreat agenda is attached for your reference. FISCAL IMPACTS:
N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Council members’ topics of interest will will not be agendized on the Council Retreat Agenda. ALTERNATIVE ACTION: N/A FOLLOW UP
ACTION: Staff will conduct research on the submitted topics of interest and prepare staff reports for discussion at the Council Retreat. 83
ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – 2009 Council Retreat Agenda 84
1 CITY COUNCIL RETREAT – HAKONE GARDENS 8:00 – 8:30 A.M. CONTINENTAL BREAKFAST CALL MEETING TO ORDER – 8:30 A.M. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2,
the agenda for this meeting was properly posted on January 26, 2009) 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. AGENDA TOPICS 1. 8:30 – 10:00 Mixed Use In Commercial Area Overlay
– Chris Riordan 2. 10:00 –10:30 Community Outreach (Page) – Mayor Page 3. 10:30 – 11:30 CUP Review – John Livingstone 4. 11:30 – 12:30 Economy & Budget – Mary Furey 5. 12:30 – 2:00 Working
LUNCH Sustainable (Environment) Development & Programs (Page) – Barbara Powell 6. 2:00 – 3:00 Prioritization & Guidelines of Ordinance List (King) John Livingstone 3:00 – 3:15 BREAK
7. 3:15 – 3:45 Rosenberg’s Rules of Order – Richard Taylor 3:45 – 4:00 Wrap Up – Mayor Page 4:00 Adjournment AGENDA COUNCIL RETREAT JANUARY 30, 2009 85
2 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, California 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. 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 of the City of Saratoga was posted on January 26, 2009, at the 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 Signed this 26th day of January 2009 at Saratoga, California. Ann Sullivan, CMC, City Clerk
86