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Home My WebLink AboutPacket.pdfTable of Contents Agenda 3 Ceremonial Oath of Office for Newly Appointed Councilmember Manny Cappello Staff Report 8 Commendation Honoring David Zarrin Staff Report 10 Commendation 11 Commendation Honoring Matt Torrens Staff Report 12 City Council Study Session Minutes – May 24, 2010 Staff report 13 Minutes 14 City Council Regular Meeting Minutes – June 2, 2010 Staff Report 17 Minutes 18 Review of Accounts Payable Check Registers AP Staff Report 29 Check Register 05/27/10 31 Check Register 06/03/10 35 Resolution Amending Council Agency and Adhoc Committee Liaison Assignments Staff Report 39 Resolution 41 Laserfiche Scanning Services– Award of Contract Staff Report 43 1. RFP for Laserfiche Scanning Services 46 2. Contract with Peelle Technologies 52 Saratoga Ave and Fruitvale Ave Overlay and Rehabilitation Project ESPL-5332(015) – Award of Construction Contract. Council Report 75 Bid Summary 77 Contract 79 Request for waiver of City fees related to July 4, 2010 Staff report 367 Extension of Existing Traffic Signal Maintenance Contract with Republic ITS for Two Years Council Report 369 Existing Traffic Signal Maintenance Contract with Republic ITS 371 Contract Amendment 2008 to 2010 395 CONTRACT AMENDMENT 2010 to 2012 404 Transcript of SASCC Funding Request at May 19, 2010 Council Meeting Staff Report 408 1 Minutes - May 19, 2010 410 Transcript 423 Report on Effects of Proposed Initiative Regarding Second Story Limitation in Saratoga Staff Report on initiative 426 attachment proposed Initiative 428 attachment summary of Initiative 437 Village Vision Village Vision Staff report 439 2 WEDNESDAY, JUNE 16, 2010 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 June 10, 2010) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications - Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. Communications from Boards and Commissions Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS 1. Ceremonial Oath of Office for Newly Appointed Councilmember Manny Cappello Recommended action: Direct the City Clerk to administer a ceremonial Oath of Office to newly appointed Councilmember Manny Cappello. 2. Commendation Honoring David Zarrin Recommended action: Read and present commendation. AGENDA REGULAR MEETING SARATOGA CITY COUNCIL 3 3. Commendation Honoring Matt Torrens Recommended action: Read and present commendation. SPECIAL PRESENTATIONS None CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item 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. 4. City Council Study Session Minutes – May 24, 2010 Recommended action: Approve minutes. 5. City Council Regular Meeting Minutes – June 2, 2010 Recommended action: Approve minutes. 6. 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: May 27, 2010 June 03, 2010 7. Resolution Amending Council Agency and Adhoc Committee Liaison Assignments Recommended action: Adopt resolution amending Resolution 10-008 appointing Council representatives to Committees, Agencies and Ad hoc Committees. 8. Laserfiche Scanning Services– Award of Contract Recommended action: Move to award a contract to Peelle Technologies in the amount of $135,876 and authorize the City Manager to execute the same. 9. Saratoga Ave and Fruitvale Ave Overlay and Rehabilitation Project ESPL-5332(015) – Award of Construction Contract. Recommended action: 1. Move to declare G. Bortolotto & Company, Inc. of San Carlos to be the lowest responsible bidder on the project. 2. Move to award a construction contract to G. Bortolotto & Company, Inc. in the amount of $143,439.39. 3. Move to authorize staff to execute change orders to the contract up to $25,000. 4 10. Request for waiver of City fees related to July 4, 2010 Recommended action: Accept report and direct staff accordingly. 11. Extension of Existing Traffic Signal Maintenance Contract with Republic ITS for Two Years Recommended action: Extend the existing contract with Republic ITS for monthly maintenance and on-call repair of Saratoga traffic signals for two additional years. PUBLIC HEARINGS None OLD BUSINESS 12. Transcript of SASCC Funding Request at May 19, 2010 Council Meeting Recommended action: Accept report, review attached transcript, and approve attached minutes for the May 19, 2010 Regular City Council Meeting as originally submitted on the June 2, 2010 Council Meeting Agenda. NEW BUSINESS 13. Report on Effects of Proposed Initiative Regarding Second Story Limitation in Saratoga Recommended action: Direct Staff Accordingly. 14. Village Vision Recommended action: Direct Staff Accordingly. ADHOC & AGENCY ASSIGNMENT REPORTS CITY COUNCIL ITEMS Mayor Kathleen King ABAG County HCD Policy Committee Hakone Foundation Executive Committee West Valley Flood Control Zone & Watershed Advisory Committee SCC Cities Association Selection Committee Santa Clara County Emergency Council West Valley Mayors and Managers Association Vice Mayor Jill Hunter Hakone Foundation Board Historical Foundation Library Joint Powers Association 5 SASCC Sister City Liaison Village AdHoc Councilmember Howard Miller City School Ad-Hoc Chamber of Commerce Council Finance Committee Highway 9 Adhoc KSAR Santa Clara County Cities Association Board West Valley Solid Waste Joint Powers Authority West Valley Transportation Authority PAC Councilmember Chuck Page City School Ad-Hoc Santa Clara Valley Water District Commission Saratoga Ministerial Association West Valley Sanitation District Council Finance Committee CITY MANAGER’S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the 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 June 10, 2010, 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 10th day of June 2010 at Saratoga, California. Ann Sullivan, CMC City Clerk 6 NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.saratoga.ca.us 6/16 Regular Meeting – Joint Meeting with HOA Presidents 7/7 Regular Meeting – 7/21 Regular Meeting – Joint Meeting with SASCC 8/4 SUMMER RECESS – NO COUNCIL MEETING 8/18 SUMMER RECESS – NO COUNCIL MEETING 9/1 Regular Meeting – Joint Meeting with Historical Foundation & Heritage Preservation Comm. 9/15 Regular Meeting – Joint meeting with Assemblymember Jim Beall 10/6 Regular Meeting –Joint meeting with West Valley Board of Trustees 10/20 Regular Meeting – Joint Meeting with Traffic Safety Commission 11/3 Regular Meeting – Joint meeting with Saratoga Ministerial Association 11/17 Regular Meeting - Joint Meeting with Hakone Foundation 11/30 Council Reorganization 12/1 Regular Meeting - Joint Meeting with Library Commission and Friends of the Saratoga Libraries 12/15 Regular Meeting - CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2010 7 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: SUBJECT: Ceremonial Oath of Office for Newly Appointed Councilmember Manny Cappello RECOMMENDED ACTION: Direct the City Clerk to administer a ceremonial Oath of Office to newly appointed Councilmember Manny Cappello. REPORT SUMMARY: On June 7, 2010, the City Council conducted interviews of eight (8) applicants that had applied to fill the unexpired term of Councilmember Susie Nagpal, who passed away on May 13, 2010. After the completion of the interviews and discussion, Council voted unanimously to appoint applicant Manny Cappello to the Council vacancy to fill Councilmember Nagpals’ remaining term of two and one half years. This term expires following certification of the November 2012 election results. Council directed the City Clerk to administer the Oath of Office to Mr. Cappello immediately following his appointment, which occurred at 11:30 p.m. It was Council’s wish to agendize a “ceremonial” Oath of Office for Manny Cappello on the June 16, 2010 Council meeting. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Update City’s Official Council Roster and retain adopted resolution for historical record. 8 ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: N/A 9 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson SUBJECT: Commendation Honoring David Zarrin RECOMMENDED ACTION: Read and present commendation. REPORT SUMMARY: The attached commendation recognizes and commends David Zarrin for achieving Eagle Scout rank. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Commendation 10 COMMENDATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING DDaavviidd AAnnddrreeww ZZaarrrriinn WHEREAS, David has achieved the highest possible rank in Scouting, that of Eagle Scout; and WHEREAS, David achieved this rank through several years of effort in his troop, during which he has earned 24 merit badges; and WHEREAS, as a member of Troop 581, David has demonstrated leadership as Troop 581’s Assistant Senior Patrol Leader, Senior Patrol Leader at Camp Hi-Sierra, Patrol Leader, Assistant Patrol Leader, Troop Scribe, and Troop Historian; and WHEREAS, David’s Eagle project benefited the citizens of Saratoga; and WHEREAS, his efforts culminated in his main project; which was to compose, design and build three trail head signs for the Parker Ranch and San Marcos trails for the Parks Division of the City of Saratoga. He had 15 volunteers assisting him with the trail head sign project. NOW THEREFORE, BE IT RESOLVED, the City of Saratoga does hereby proclaim that David Andrew Zarrin deserves our warmest congratulations and highest praise. BE IT FURTHER RESOLVED, that the City Council of the City of Saratoga does further proclaim that his family and fellow Scouts deserve credit for the assistance and encouragement they undoubtedly gave him. WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on this 16th day of June 2010. ________________________ Kathleen M. King, Mayor City of Saratoga 11 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson SUBJECT: Commendation Honoring Matt Torrens RECOMMENDED ACTION: Read and present commendation. REPORT SUMMARY: A commendation recognizing and commending Matt Torrens, History teacher at Saratoga High School. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Commendation will be provided to Council and public at the Council meeting. 12 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson SUBJECT: City Council Study Session Minutes – May 24, 2010 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for May 24, 2010, City Council Study Session. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A – Minutes from May 24, 2010, City Council Study Session. 13 1 SARATOGA CITY COUNCIL MEETING COUNCIL VACANCY STUDY SESSION MAY 24, 2010 Mayor King called the Study Session meeting to order at 5:05PM ROLL CALL: PRESENT: Councilmembers Chuck Page, Howard Miller, Mayor Kathleen King, Vice Mayor Hunter arrived at 5:15PM ALSO Dave Anderson, City Manager PRESENT: Ann Sullivan, City Clerk REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MAY 24, 2010 Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 24, 2010, was properly posted on May 21, 2010. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS The following person requested to speak on this item: Jeff Schwartz – addressed the Council stating he supports filling the vacant council seat by including it in the November election and added that Council could adopt an Urgency Ordinance to implement this option under “urgency conditions” as opposed to “emergency conditions”. He added Council could appoint someone to fill the vacancy for five months and then include the vacant seat in the November 2010 election. COUNCIL DISCUSSION: Council discussed the requirements regarding the adoption of an Urgency Ordinance to fill the vacated council seat and since this topic was not scheduled as an agendized item, Council did not request the presence of the City Attorney at this Study Session. Council noted they would like the city attorney’s legal opinion. COUNCIL DIRECTION: Council directed City Manager Dave Anderson to place a telephone call to the City Attorney at this time seeking his opinion regarding the Urgency Ordinance requirements. The City Manager left the meeting to place the telephone call to the city attorney. Council moved on to agendized items. 14 2 AGENDA ITEM: 1. COUNCIL CANDIDATE INTERVIEW PROCESS AND QUESTIONS FOR CANDIDATES APPLYING FOR VACANT COUNCIL SEAT Council inquired about the steps staff had taken regarding the application format for the vacant council seat. City Clerk Ann Sullivan, responded that based on Council’s direction from the May 19, 2010 Council meeting, staff posted an announcement on the City’s website regarding Council’s decision to appoint someone to fill the vacant council seat, included an application and questionnaire that was similar to the Planning Commission application as a baseline, and noted that additional information would be provided after tonight’s Study Session. In addition, she stated staff had composed and submitted an ad to the Saratoga Newspaper announcing the vacant council seat noting that the Council was now accepting applications to complete the unexpired term of Council Member Susie Nagpal and that the term would run until the Council Reorganization following the November 2012 Election. City Clerk Sullivan also noted that the ad specifies that the application deadline is Noon on Friday, June 4, 2010 and that interviews will be conducted in a public forum on Monday, June 7, 2010. She added the ad is scheduled to appear in the May 25, 2010 Saratoga Newspaper. Council proceeded to discuss the types of questions they would like on the application, the supplemental questionnaire, and the interview questions that would be provided to the interested applicants. Councilmember Page suggested the applicants be made aware of the FPPC Form 700 requirements. Council concurred that this was important and should be noted on the application. At this time City Manager Dave Anderson addressed the Council regarding his telephone conversation earlier with the city attorney noting that City Attorney Richard Taylor stated the challenge is to make the findings for an urgency ordinance, adding that some of the findings could be that the councilmember died unexpectedly; the importance of having to fill the vacant seat between now and the election; declaring the vacant seat on the next election; schedule a Special meeting within 24 hours to consider an Urgency Ordinance adoption and this would require a 4/5th vote to implement an Urgency Ordinance, which would not be subject to a referendum. He added the city attorney had pause regarding this option being that there is no case law regarding this type of situation. Vice Mayor Hunter expressed concerns about the possibility of a “recall” of this appointment. Mayor King invited public comment. CITIZEN INPUT: Ms. Goel addressed the Council stating that some members of the community have expressed concerns about filling the vacancy by appointment, adding that they understand the need to appoint someone to fill this vacancy for the next six month; however, they would like to see the remainder of the term be filled through the election process. 15 3 Jeff Schwartz commented on the recall issue pertaining to the Educational Code. Joyce Hlava commented on the questioning and answering process. No one else requested to speak at this time. Council provided no direction to staff on oral communications. COUNCIL DIRECTION REGARDING AGENDA ITEM: Council provided direction to staff regarding the appointment process, questions they would like on the Council Vacancy Application, Supplemental Questionnaire, City Council Duties and Compensation form, proposed Interview Questions, Form 700 requirements, the interviews would be approximately 30 minutes per candidate, and the order of candidate interviews would be determined by random drawing at the meeting. There being no additional business, Mayor King asked for a motion to adjourn the Study Session. MILLER/PAGE MOVED TO ADJOURN THE STUDY SESSION AT 7:10PM. MOTION PASSED 4-0-Vacant. Respectfully submitted, Ann Sullivan, CMC City Clerk 16 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson SUBJECT: City Council Regular Meeting Minutes – June 2, 2010 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for June 2, 2010, City Council Regular 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: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A – Minutes from June 2, 2010, City Council Regular Meeting. 17 MINUTES SARATOGA REGULAR CITY COUNCIL MEETING JUNE 2, 2010 The City Council met in Closed Session in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30 p.m. ANNOUNCEMENT OF CLOSED SESSION Conference with Legal Counsel – Real Property Negotiation (Gov’t. Code Section 54956.8): Wildwood Way Agency Negotiator: Dave Anderson, City Manager and John Cherbone, Public Works Director MAYOR’S REPORT ON CLOSED SESSION Mayor King stated there was no reportable information on Closed Session. The City Council held a Joint Meeting with Montalvo Arts and Board members in the Administrative Conference Room at 6:00 p.m. Mayor King called the Regular City Council meeting to order at 7:00 p.m. in memory of Saratoga resident, Abby Jane Sobrato, and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Chuck Page, Howard Miller, Vice Mayor Jill Hunter and Mayor Kathleen King ABSENT: Vacant ALSO Dave Anderson, City Manager PRESENT: Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager Mary Furey, Administrative Services Director John Cherbone, Public Works Director John Livingstone, Community Development Director Cynthia McCormick, Assistant Planner REPORT OF CITY CLERK ON POSTING OF AGENDA City Clerk Ann Sullivan reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of June 2, 2010 was properly posted on May 27, 2010. At this time Mayor King introduced Michael Higgins, Music Director at St. Andrews Episcopal School. Mr. Higgins then introduced the St. Andrews Concert Choir and Jazz Pop Ensemble. Eleven members of both groups sang “The National Anthem”. 18 2 COMMUNICATIONS FROM COMMISSIONS & PUBLIC Angela McConnell, Villa Montalvo Executive Director, provided a report from the Joint Meeting held at 6 p.m. this evening. She noted Montalvo is about accessibility and relevance in their programming and high artistic quality in everything they do. She added they will be celebrating their centennial in 2012 and looks forward to working with the city and the community to help celebrate this milestone. She stated Montalvo has volunteer opportunities for middle and high school students that are looking to fulfill community service hours; and the summer concert season starts Wednesday, June 9th. Ms. McConnell concluded her report by inviting everyone to visit their website at www.montaloarts.org for more information. ORAL COMMUNICATIONS Citizen Kathleen Casey addressed the Council regarding the US Post Office that once existed in the Village. She also commented on citizen’s right to vote and reminded people to vote. DIRECTION TO STAFF None ANNOUNCEMENTS Vice Mayor Hunter noted that the first ever Saratoga Heritage Day will be held on June 19, 2010, starting at 10AM. There will be 40 characters dressed up in costumes depicting Saratoga’s history walking throughout the Village and at 11AM all the characters will be introduced at Blaney Plaza. There will be games at the Historic Museum and other fun festivities. In addition, there will be a character representing Saratoga’s first mayor, Burton Brazil, as well as the first female mayor, Linda Callon, (herself), and the first female councilmember, Peggy Corr, (herself) will be attending. Mayor King noted the Chamber of Commerce is sponsoring a car show on July 24th from 10AM to 5PM; and the Chamber of Commerce will have the installation of new officers at a dinner event at Florentines Restaurant on June 17, 2010, from 6 p.m. to 8 p.m. Councilmember Miller talked about the many camps that are available to kids of all ages through the Recreation Department and invited everyone to check out the Saratoga Recreational Guide or visit the Saratoga website at www.saratoga.ca.us Councilmember Page extended his best wishes to all the graduating students from the various schools serving Saratoga. CEREMONIAL ITEMS 1. COMMENDATIONS HONORING FIVE OUTGOING YOUTH COMMISSIONERS STAFF RECOMMENDATION: Present commendations. 19 3 Mayor King read and presented a commendation to Tara Fatemi, Jacob Baker, and Natalie Tkalcevic for their service to the community. Commissioners Samantha Rao and Elena Rees were absent. 2. APPOINTMENT OF EIGHT YOUTH COMMISSIONERS AND OATH OF OFFICE STAFF RECOMMENDATION: Adopt the attached resolution appointing eight (8) members to the Youth Commission and direct the City Clerk to administer the Oath of Office. RESOLUTION NO. 10-027 City Clerk Ann Sullivan administered the Oath of Office to Sierra Smith, Somya Khare, Anu Sreedhaara, Vikas Nookala, Jane Chang, and Mercedes Chien. Aditya Dev, Kia Faria, and Kaitlin Finch were absent. 3. COMMENDATION HONORING THE SARATOGA HIGH SCHOOL CHESS TEAM STAFF RECOMMENDATION: Read and present commendation. Mayor King read and presented the commendation to five members of the Saratoga High School Chess Team. 4. COMMENDATION HONORING BOB HOPKINS AND THE “SOCCER FOR KIDS WITH SPECIAL NEEDS” PROGRAM STAFF RECOMMENDATION: Read and present commendation. Mayor King read and presented the commendation to Bob Hopkins. SPECIAL PRESENTATIONS None CONSENT CALENDAR 5. CITY COUNCIL MEETING MINUTES – MAY 19, 2010 STAFF RECOMMENDATION: Approve minutes. Citizen Kathleen Casey removed this item for comment. 20 4 Councilmember Miller removed this item requesting clarification regarding the financial support request from SASCC during Public Comments on Item 10 - FY2011/12 Budget. He noted he would like clarification on how the requested funds would be used; to help SASCC with their operating expenses or to help them match money to rebuild their endowment. Council questioned how to proceed with the granted funding request if the minute clarification states what was said factually and the interpretation of the use of the money is different. City Attorney Richard Taylor noted that the minutes would reflect what was actually said regarding the funding request and if Council’s intent turns out to be incorrect or different from what was actually said at the meeting, Council should get a written MEMO from SASCC explaining the correct situation and how the matching grant funds would be used. Recreation Director Michael Taylor addressed the Council noting that it was his recollection that at the time the request was made on May 19, 2010, the requestor eluded to the fact that the requested funds would be used to rebuild the nexus of the endowment; which left him with the impression that it was a matching grant to refinance their endowment. However, when he attended the SASCC Board meeting later that week, he noticed that their Budget Summary reflected that the matching grant funds were included in SASCC’s operating budget. COUNCIL DIRECTION: Council directed the City Clerk to listen to the meeting tape again regarding the SASCC request for funding and to bring back a transcript of the discussion at the next meeting to determine more accurately what was said. Council noted they will be meeting with SASCC in a Joint Meeting on July 21, 2010, and concurred they will resolve the issue at that time, adding that at the May 19, 2010 Budget Public Hearing, Council directed SASCC to provide Council with a financial plan. 6. TREASURER’S REPORT FOR THE MONTH ENDED APRIL 30, 2010 STAFF RECOMMENDATION: Review and accept the Treasurer’s Report for the month ended April 30, 2010. PAGE/MILLER MOVED TO APPROVE TREASURER’S REPORT FOR THE MONTH ENDED APRIL 30, 2010. MOTION PASSED 4-0-Vacant. 7. REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS STAFF RECOMMENDATION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: May 13, 2010 May 20, 2010 21 5 PAGE/MILLER MOVED TO APPROVE CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES; MAY 13, 2010 AND MAY 20, 2010. MOTION PASSED 4-0-Vacant. 8. ADOPTION OF FISCAL YEAR 2010/11 OPERATING & CAPITAL BUDGET AND THE ENVIRONMENTAL IMPACT ASSESSMENT FOR NEW CIP PROJECTS STAFF RECOMMENDATION 1. Adopt resolution approving the Proposed FY 2010/11 Operating and Capital Budgets, directing staff to incorporate within the final adopted budget any changes related to minor corrections, carryforward appropriations, refined estimates, grant approvals, claim reimbursements, pass-through appropriations, or additional direction from Council upon adoption of the budget. 2. Adopt attached Environmental Impact Assessment for new projects included in the FY 2010/11 CIP update. Citizen Kathleen Casey removed this item for comment. Councilmember Page removed this item for clarification noting that the Capital Improvement Plan that Council approved at the May 19, 2010 Budget Hearing, did not include the un-funded project list, adding that these are projects that have already been approved by Council; however, they are un-funded. He stated this list is used by City staff as a blue print to apply for grants and to forward with the project, rather than coming back to Council for approval at the time of grant submittal. Councilmember Page stated he would like to make a motion that Council amends the CIP Budget to include the un-funded project list as submitted by staff. RESOLUTION NO. 10-028 o PAGE/MILLER MOVED TO ADOPT THE CANYON VIEW PROJECT IN THE CIP LIST. MOTION PASSED 3-1-Vacant with Mayor King recusing herself. o PAGE/MILLER MOVED TO AMEND THE PROPOSED FY 2010/11 OPERATING AND CAPITAL (CIP) BUDGETS BY ADDING THE UN- FUNDED PROJECT LIST TO THE CIP BUDGET, DIRECT STAFF TO INCORPORATE WITHIN THE FINAL ADOPTED BUDGET ANY CHANGES RELATED TO MINOR CORRECTIONS, CARRYFORWARAD APPROPRIATIONS, REFINED ESTIMATES, GRANT APPROVALS, CLAIM REIMBURSEMENTS, PASS- THROUGH APPROPRIATIONS, OR ADDITIONAL DIRECTION FROM COUNCIL UPON ADOPTION OF THE BUDGET. MOTION PASSED 4-0-Vacant. o PAGE/HUNTER MOVED TO ADOPT THE ENVIRONMENTAL IMPACT ASSESSMENT FOR NEW PROJECTS INCLUDED IN THE FY 2010/11 CIP UPDATE. MOTION PASSED 4-0-Vacant. 22 6 9. FISCAL YEAR 2010/11 GANN APPROPRIATION LIMIT STAFF RECOMMENDATION: Adopt resolution approving the Gann Appropriations Limit for FY 2010/11. Councilmember Miller removed this item for comment. RESOLUTION NO. 10-029 MILLER/PAGE MOVED TO APPROVE THE GANN APPROPRIATIONS LIMIT FOR FY 2010/11. MOTION PASSED 4-0-Vacant. 10. RESOLUTION CALLING THE GENERAL MUNICIPAL ELECTION – NOVEMBER 2, 2010 STAFF RECOMMENDATION: That City Council adopts the Resolution Calling the General Municipal Election for November 2, 2010. Citizen Kathleen Casey removed this item for comment. RESOLUTION NO. 10-030 MILLER/PAGE MOVED TO ADOPT RESOLUTION CALLING THE GENERAL MUNICIPAL ELECTION FOR NOVEMBER 2, 2010. MOTION PASSED 4-0-Vacant. Vice Mayor Hunter requested that staff note the 2010 election information on the website. 11. TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE 3 APPLICATION FOR THE SARATOGA AVENUE WALKWAY PROJECT. STAFF RECOMMENDATION: Adopt resolution supporting the Metropolitan Transportation Commission’s Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application for the Saratoga Avenue Walkway Project. Citizen Kathleen Casey removed this item for comment. RESOLUTION NO. 10-031 PAGE/HUNTER MOVED TO ADOPT RESOLUTION SUPPORTING THE METROPOLITAN TRANSPORTATION COMMISSION’S TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 PEDESTRIAN/BICYCLE GRANT APPLICATION FOR THE SARATOGA AVENUE WALKWAY PROJECT. MOTION PASSED 4-0-Vacant. 23 7 12. VOIP TELECOMMUNICATION AGREEMENT STAFF RECOMMENDATION: 1. Accept report and direct staff to enter into an agreement with ZAG Technical Services / 3GC Group to replace the existing PBX telecommunication system with a Voice over Internet Protocol (VoIP) telephone system for the main City Hall buildings, the Joan Pisani Community Center, the Corporation Yard, the Saratoga Area Senior Coordinating Council and the Saratoga Prospect Center. 2. Adopt Budget Resolution to transfer $55,000 from the IT Equipment Replacement Fund to the CIP Administrative Fund. Citizen Kathleen Casey removed this item for comment. RESOLUTION NO. 10-032 PAGE/HUNTER MOVED TO 1) ACCEPT REPORT AND DIRECT STAFF TO ENTER INTO AN AGREEMENT WITH ZAG TECHNICAL SERVICES / 3GC GROUP TO REPLACE THE EXISTING PBX TELECOMMUNICATION SYSTEM WITH A VOICE OVER INTERNET PROTOCOL (VOIP) TELEPHONE SYSTEM FOR THE MAIN CITY HALL BUILDINGS, THE JOAN PISANI COMMUNITY CENTER, THE CORPORATAION YARD, THE SARATOGA AREA SENIOR COORDINATING COUNCIL AND THE SARATOGA PROSPECT CENTER; 2) ADOPT BUDGET RESOLUTION TO TRANSFER $55,000 FROM THE IT EQUIPMENT REPLACEMENT FUND TO THE CIP ADMINISTRATIVE FUND. MOTION PASSED 4-0-Vacant. 13. SIDE LETTER OF AGREEMENT BETWEEN THE SARATOGA MANAGEMENT ORGANIZATION AND THE CITY OF SARATOGA STAFF RECOMMENDATION: Adopt the resolution approving the Side Letter of Agreement between the Saratoga Management Organization (SMO) and the City of Saratoga suspending members’ car allowance for fiscal year 2010-2011. Citizen Kathleen Casey removed this item for comment. RESOLUTION NO. 10-033 PAGE/HUNTER MOVED TO ADOPT RESOLUTION APPROVING THE SIDE LETTER OF AGREEMENT BETWEEN THE SARATOGA MANAGEMENT ORGANIZATION (SMO) AND THE CITY OF SARATOGA SUSPENDING MEMBERS’ CAR ALLOWANCE FOR FISCAL YEAR 2010-2011. MOTION PASSED 4-0-Vacant. 14. CITY MANAGER VOLUNTARY BENEFITS WAIVER STAFF RECOMMENDATION: Authorize the Mayor to sign a letter agreement documenting the City Manager’s offer to voluntarily waive certain benefits specified in his employment agreement. 24 8 Citizen Kathleen Casey removed this item for comment. PAGE/HUNTER MOVED TO AUTHORIZE THE MAYOR TO SIGN A LETTER AGREEMENT DOCUMENTING THE CITY MANAGER’S OFFER TO VOLUNTARILY WAIVE CERTAIN BENEFITS SPECIFIED IN HIS EMPLOYMENT AGREEMENT. MOTION PASSED 4-0-Vacant. PUBLIC HEARINGS 15. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1 - PUBLIC HEARING, APPROVAL OF ENGINEER’S REPORT, AND CONFIRMATION OF ASSESSMENTS FOR FY 10-11 STAFF RECOMMENDATION: Move to adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 10-11. John Cherbone, Public Works Director, presented the staff report. Mayor King opened the Public Hearing for comment. Citizen Kathleen Casey requested to speak on this item. No one else requested to speak on this item. Mayor King closed the Public Hearing for comment. RESOLUTION NO. 10-034 HUNTER/PAGE MOVED TO ADOPT THE RESOLUTION ORDERING THE IMPROVEMENTS AND CONFIRMING THE DIAGRAM AND ASSESSMENTS FOR FY 2010/11. MOTION PASSED 4-0-Vacant. 16. RESOLUTION ORDERING THE ABATEMENT OF A PUBLIC NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION (Brush) STAFF RECOMMENDATION: Open public hearing; listen to public testimony; and close public hearing. Adopt resolution overruling objections and ordering hazardous vegetation abatement (brush). Ann Sullivan, City Clerk, presented the staff report. Julie Linney, representative from the Santa Clara County Fire Department, was present to answer questions from Council. Mayor King opened the public hearing for comment. The following person requested to speak on this item: 25 9 Nancy White addressed the Council regarding specific property that she felt was not in compliance. No one else requested to speak on this item. Mayor King closed the Public Hearing for comment. RESOLUTION NO. 10-035 MILLER/PAGE MOVED TO ADOPT RESOLUTION OVERRULING OBJECTIONS AND ORDERING HAZARDOUS VEGETATION ABATEMENT (BRUSH). MOTION PASSED 4-0-Vacant. OLD BUSINESS None At this time Mayor King invited four high school students in the audience to come up on the Dias, asked them to introduce themselves and state which school they were from. NEW BUSINESS 17. INITIATION OF ANNEXATION OF AN APPROXIMATELY 2.68 (GROSS) ACRES PARCEL (APN 503-80-004) LOCATED AT 22480 MOUNT EDEN ROAD. SUBSEQUENT ANNEXATION PROCEEDINGS WILL CONSIDER A PRE-ANNEXATION AGREEMENT, LOT MERGER, WILLIAMSON ACT AGREEMENT, ZONING AMENDMENT (AP-OS OVERLAY), AND A USE PERMIT WITH VARIATION FROM STANDARDS FOR THE OWNER’S ADJACENT 35 ACRE PARCEL. STAFF RECOMMENDATION: Approve the attached Resolution thereby initiating annexation proceedings for 22480 Mount Eden Road. Cynthia McCormick, Assistant Planner, presented the staff report. Mayor King invited public comment. No one requested to speak on this item. RESOLUTION NO. 10-036 HUNTER/MILLER MOVED TO APPROVE THE RESOLUTION INITIATING ANNEXATION PROCEEDINGS FOR 22480 MOUNT EDEN ROAD. MOTION PASSED 4-0-Vacant. 26 10 ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Kathleen King – reported: SCC Cities Association Selection Committee – will meet next Thursday and noted she is unable to attend the meeting and asked Councilmember Miller if he could attend for her. Councilmember Miller noted he would be able to attend. She noted discussion will occur regarding ABAG and combining city numbers to work as a county. Also, the Cities Association is governed by the Brown Act, noting she attended the last meeting via conference call and had to post the agenda outside her office. West Valley Mayors and Managers Association – she attended the last meeting. Vice Mayor Jill Hunter – reported: Hakone Foundation Board – she attended the last meeting and noted they have a new membership program underway. She added two gentlemen will be arriving from Japan soon and they will be presented with a merit commendation. She also stated there are two significant events coming up - one on September 2nd and the “Night of the Opera” fundraiser event on September 10th. Historical Foundation – the Historic Museum is excited about the new plantings and members are hopeful that the Historic Park will be finished by June 19 for an upcoming event. Library Joint Powers Association – she will be attending Thursday’s JPA meeting and noted there is concern that the JPA has cut back on the literacy programs in the County. SASCC – she stated the next meeting is on Tuesday, June 8th, noting she can only stay for a half hour and hopes the new councilmember will be able to attend the rest of the meeting on her behalf. SASCC has a new multi-cultural board and all are appreciative of the matching grant funds from the City. Councilmember Howard Miller – reported: Council Finance Committee – he attended the meeting earlier this evening and had nothing to report. Councilmember Chuck Page – reported: Council Finance Committee – he attended the meeting earlier today and discussed some of the items that were on this evening’s agenda. Saratoga Ministerial Association – he attended the last meeting and noted there were only three members in attendance, as many of the members thought the meeting was cancelled. CITY COUNCIL ITEMS Councilmember Miller noted an initiative regarding the Housing Element has been filed with the City Clerk and would like staff to find out what options the City has regarding Election Code 9212, adding he would like this item agendized for the next council meeting. City Attorney Richard Tayolor noted that per Election Code 9212, Council can request a report regarding this filed Initiative and the effects this Initiative would have on the City. He added staff would provide a report on the next scheduled council meeting letting Council know what their options are. He noted he will be preparing a title and summary, which will be given to the presenters of the Initiative. 27 11 Mayor King concurred, agendizing this request for the next Council meeting, which is June 16, 2010. Councilmember Miller noted the Visioning Committee has been working with a consultant regarding the vision of the Village and feels this initiative will affect CH1 (The Village). He voiced his concerns about the Initiative and the Visioning Committee running into a conflict and asked that the visioning process be delayed until after the results of the initiative are known, since the Visioning process for the Village could be mandated by the initiative results. Mayor King stated that she felt the Visioning Committee, comprised of Councilmembers Miller and Page, could continue with their visioning plan and should provide a report to Council on this plan, if they have one. Councilmember Howard Miller and Chuck Page said they would therefore request that this item be agendized at the next council meeting. CITY MANAGER’S REPORT None ADJOURNMENT There being no additional business, Mayor King asked for a motion to adjourn. PAGE/MILLER MOVED TO ADJOURN THE REGULAR MEETING AT 9:05PM. MOTION PASSED 4-0-Vacant. Respectfully submitted, Ann Sullivan, CMC City Clerk 28 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. 05/27/10 115201 115244 43 107,323.04 05/27/10 05/20/10 115200 06/03/10 115245 115301 56 189,871.13 06/03/10 05/27/10 115244 AP Date Check No. Issued to Dept.Amount 05/27/10 115233 Public Works 39,682.16 06/03/10 115250 Public Works 51,729.61 06/03/10 115274 Public Works 30,174.30 06/03/10 115279 Public Works 26,850.18 The following are Accounts Payable checks that were voided : AP Date Check No.Amount 06/03/10 110830 (108.51) 06/03/10 110846 (50.00) 06/03/10 112410 (207.38) 06/03/10 112666 (44.25) 06/03/10 113744 (325.62) 06/03/10 115266 (335.00) 06/03/10 115270 (532.00) Checks Released May 27, 2010 June 03, 2010 Annual Street Resurfacing Final Retention SARATOGA CITY COUNCIL MEETING DATE:June 16, 2010 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 Orchard Maintenance Q2/10Matt Novakovich General 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: Matt Novakovich General Orchard Maintenance Q1/10 Fund Purpose Accounts Payable Accounts Payable CF Archibald Paving CIP - Streets Grant Fund - CIP Streets Gas Tax Fund Greg Meyer Void - Stale dated Maggiora Brothers CIP - Park & Trail Hakone Gardens - Well & Pump repair Electrical Distributors Void - Stale dated Issued to Description Bay Area Cellular Void - Stale dated Plumb-In-Time Void - Stale dated Void - Stale dated Void - Reissued Void - Reissued Agnes Gregorian Sandro Costanza Catherine Killion 29 The following is a list of cash reduction by fund: Fund #AP 05/27 AP 06/03 Total 111 General 75,641.12 56,486.29 132,127.41 231 Village Lighting 2,793.33 2,793.33 232 Azule Lighting 237.70 237.70 233 Sarahills Lighting 252.30 252.30 241 Arroyo de Saratoga Landscape 85.00 85.00 242 Bonnet Way Landscape 135.00 135.00 243 Carnelian Glen 135.00 135.00 244 Cunningham/Glasgow Landscape 150.00 150.00 245 Fredericksburg Landscape 132.00 132.00 246 Greenbriar Landscape 406.00 406.00 247 Kerwin Ranch Landscape 311.00 311.00 248 Leutar Court Landscape 85.00 85.00 249 Manor Drive Landscape 160.00 160.00 251 McCartysville Landscape 180.00 17.16 197.16 252 Prides Crossing Landscape 448.00 30.26 478.26 253 Saratoga Legends Landscape 158.00 158.00 254 Sunland Park Landscape 203.00 203.00 255 Tricia Woods Landscape 45.00 9.17 54.17 271 Beauchamps Landscape 85.00 44.25 129.25 272 Bellgrove Landscape 1,598.00 337.84 1,935.84 273 Gateway Landscape 203.00 203.00 274 Horseshoe Landscape/Lighting 320.00 8.57 328.57 275 Quito Lighting 165.00 1,100.06 1,265.06 276 Tollgate LLD 90.00 90.00 411 CIP Street Projects 27,953.09 27,953.09 412 CIP Parks Projects 2,499.00 30,174.30 32,673.30 413 CIP Facility Projects 4,702.00 6,190.88 10,892.88 421 Tree Fine Fund 1,350.00 1,350.00 431 Grant Fund - CIP Streets 10,765.87 10,765.87 481 Gas Tax Fund 42,043.96 42,043.96 611 Liability/Risk Mgt 351.35 1,374.21 1,725.56 621 Office Stores Fund 2,707.44 17.45 2,724.89 622 Information Technology 12,947.48 1,031.70 13,979.18 623 Vehicle & Equipment Maint 88.89 88.89 624 Building Maintenance 3,380.65 7,563.85 10,944.50 107,323.04 189,871.13 297,194.17 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 30 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 1 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 2 : 2 3 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 0 1 ’ a n d ’ 1 1 5 2 4 4 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 0 1 0 5 / 2 7 / 1 0 5 8 1 $ 1 5 S E W E R S E R V I C E 6 2 4 6 2 0 2 S E W E R C L E A N O U T 5 / 1 7 0 . 0 0 8 6 . 5 0 11 1 1 1 1 1 5 2 0 2 0 5 / 2 7 / 1 0 2 3 4 A T & T 1 1 1 5 3 0 1 E L Q U I T O I R R I G A T I O N 0 . 0 0 1 5 . 8 4 11 1 1 1 1 1 5 2 0 3 0 5 / 2 7 / 1 0 5 2 1 A L L I E D L O C K & S A F E I N C 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 3 5 . 6 2 11 1 1 1 1 1 5 2 0 3 0 5 / 2 7 / 1 0 5 2 1 A L L I E D L O C K & S A F E I N C 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 2 1 . 5 8 TO T A L C H E C K 0 . 0 0 5 7 . 2 0 11 1 1 1 1 1 5 2 0 4 0 5 / 2 7 / 1 0 8 7 6 A M E R I C A N B L I N D S & D R A P E R 6 2 4 6 2 0 2 W I N D O W C O V E R S - C C T R 0 . 0 0 4 4 5 . 8 7 11 1 1 1 1 1 5 2 0 5 0 5 / 2 7 / 1 0 6 4 2 A R T S C O U N C I L S I L I C O N V A L 6 2 2 3 2 0 1 W E B S I T E S V C F E E 2 0 1 0 0 . 0 0 3 , 5 0 0 . 0 0 11 1 1 1 1 1 5 2 0 6 0 5 / 2 7 / 1 0 3 0 3 B A Y A R E A F L O O R M A C H I N E C 6 2 4 6 2 0 2 C A R P E T E X T R A C T O R 0 . 0 0 2 , 3 9 6 . 6 1 11 1 1 1 1 1 5 2 0 7 0 5 / 2 7 / 1 0 5 0 0 B E Z A K , M A R I N A 1 1 1 6 1 0 1 R E I S S U E O F C K 1 1 2 7 4 4 0 . 0 0 5 5 . 0 0 11 1 1 1 1 1 5 2 0 8 0 5 / 2 7 / 1 0 5 5 3 B R E T S C H N E I D E R , D E B B I E 1 1 1 1 1 0 1 N A G P A L M E M O R I A L 0 . 0 0 1 6 . 0 0 11 1 1 1 1 1 5 2 0 9 0 5 / 2 7 / 1 0 6 0 7 B U D G E T F L O O R I N G 4 1 3 9 3 2 1 - 0 0 8 F L O O R - C O P Y R O O M 0 . 0 0 1 , 4 4 2 . 0 0 11 1 1 1 1 1 5 2 1 0 0 5 / 2 7 / 1 0 8 2 5 C A N D A C E T R O Y 1 1 1 6 1 0 1 I N S T R U C T O R - P A I N T I N G 0 . 0 0 5 2 6 . 5 0 11 1 1 1 1 1 5 2 1 0 0 5 / 2 7 / 1 0 8 2 5 C A N D A C E T R O Y 1 1 1 6 1 0 1 I N S T R U C T O R - P A I N T I N G 0 . 0 0 8 7 . 7 5 TO T A L C H E C K 0 . 0 0 6 1 4 . 2 5 11 1 1 1 1 1 5 2 1 1 0 5 / 2 7 / 1 0 1 7 6 C I E N E G A L A N D S C A P I N G 2 7 4 5 3 0 2 H O R S E S H O E D R 0 5 / 1 0 0 . 0 0 3 2 0 . 0 0 11 1 1 1 1 1 5 2 1 1 0 5 / 2 7 / 1 0 1 7 6 C I E N E G A L A N D S C A P I N G 1 1 1 5 3 0 1 F O O T H I L L P A R K 0 5 / 1 0 0 . 0 0 1 7 8 . 0 0 11 1 1 1 1 1 5 2 1 1 0 5 / 2 7 / 1 0 1 7 6 C I E N E G A L A N D S C A P I N G 2 4 3 5 3 0 2 C A R N E L I A N G L E N 0 5 / 1 0 0 . 0 0 1 3 5 . 0 0 11 1 1 1 1 1 5 2 1 1 0 5 / 2 7 / 1 0 1 7 6 C I E N E G A L A N D S C A P I N G 1 1 1 5 3 0 1 V I L L A G E G A R B A G E 0 5 / 1 0 0 . 0 0 2 2 0 . 0 0 11 1 1 1 1 1 5 2 1 1 0 5 / 2 7 / 1 0 1 7 6 C I E N E G A L A N D S C A P I N G 1 1 1 5 3 0 1 C S P R I N G S 0 5 / 1 0 0 . 0 0 4 0 0 . 0 0 TO T A L C H E C K 0 . 0 0 1 , 2 5 3 . 0 0 11 1 1 1 1 1 5 2 1 2 0 5 / 2 7 / 1 0 5 1 7 C I T Y O F S A N J O S E 1 1 1 7 1 0 1 M T H L Y A N I M A L S V C 6 / 1 0 0 . 0 0 1 4 , 1 7 6 . 0 4 11 1 1 1 1 1 5 2 1 3 0 5 / 2 7 / 1 0 2 3 5 C O M C A S T 6 2 2 3 2 0 1 M T H L Y S V C 5 / 2 0 - 6 / 1 9 0 . 0 0 9 8 . 9 5 11 1 1 1 1 1 5 2 1 4 0 5 / 2 7 / 1 0 5 6 4 D E L A G E L A N D E N P U B L I C F I 6 2 1 3 1 0 2 C O P I E R - 5 / 2 1 - 6 / 2 0 / 1 0 0 . 0 0 1 , 4 1 3 . 0 0 11 1 1 1 1 1 5 2 1 5 0 5 / 2 7 / 1 0 2 1 1 D E E P C L I F F G O L F C O U R S E 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 1 0 8 . 4 2 11 1 1 1 1 1 5 2 1 5 0 5 / 2 7 / 1 0 2 1 1 D E E P C L I F F G O L F C O U R S E 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 1 0 8 . 4 2 11 1 1 1 1 1 5 2 1 5 0 5 / 2 7 / 1 0 2 1 1 D E E P C L I F F G O L F C O U R S E 1 1 1 6 1 0 1 I N S T R U C T O R - G O L F 0 . 0 0 4 7 7 . 3 6 TO T A L C H E C K 0 . 0 0 6 9 4 . 2 0 11 1 1 1 1 1 5 2 1 6 0 5 / 2 7 / 1 0 3 7 8 E K I M P A I N T I N G - N O R T H , I 4 1 3 9 3 6 2 - 0 0 2 E X T V I L L A G E L I B R A R Y 0 . 0 0 2 , 9 0 0 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 4 1 2 9 2 5 2 - 0 0 1 L N D S C P - E L Q U I T O P K 0 . 0 0 2 , 4 9 9 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 5 2 5 3 0 2 P R I D E S C R O S S I N G 0 . 0 0 4 4 8 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 5 5 5 3 0 2 T R I C I A W O O D S 0 . 0 0 4 5 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 1 1 1 5 3 0 1 M E D I A N S 0 5 / 1 0 0 . 0 0 4 , 3 2 7 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 1 5 3 0 2 A R R O Y O 0 5 / 1 0 0 . 0 0 8 5 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 4 5 3 0 2 C U N N I N G H A M 0 5 / 1 0 0 . 0 0 1 5 0 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 5 5 3 0 2 F R E D R I C K S B U R G 0 5 / 1 0 0 . 0 0 1 3 2 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 6 5 3 0 2 A Z U L E 0 5 / 1 0 0 . 0 0 2 1 9 . 0 0 31 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 2 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 2 : 2 3 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 0 1 ’ a n d ’ 1 1 5 2 4 4 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 6 5 3 0 2 S E A G U L L 0 5 / 1 0 0 . 0 0 1 8 7 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 8 5 3 0 2 L E U T A R C T 0 5 / 1 0 0 . 0 0 8 5 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 9 5 3 0 2 M A N O R D R 0 5 / 1 0 0 . 0 0 1 6 0 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 7 1 5 3 0 2 B E A U C H A M P S 0 5 / 1 0 0 . 0 0 8 5 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 7 5 5 3 0 2 Q U I T O P A S E O 0 5 / 1 0 0 . 0 0 6 0 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 7 5 5 3 0 2 Q U I T O M A R T H A 0 5 / 1 0 0 . 0 0 1 0 5 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 7 6 5 3 0 2 T O L L G A T E 0 5 / 1 0 0 . 0 0 9 0 . 0 0 11 1 1 1 1 1 5 2 1 7 0 5 / 2 7 / 1 0 4 5 4 G A C H I N A L A N D S C A P E M A N A G E 2 4 2 5 3 0 2 B O N N E T W A Y 0 5 / 1 0 0 . 0 0 1 3 5 . 0 0 TO T A L C H E C K 0 . 0 0 8 , 8 1 2 . 0 0 11 1 1 1 1 1 5 2 1 8 0 5 / 2 7 / 1 0 7 4 2 G I U L I A N I & K U L L , I N C 1 1 1 C 0 C 0 9 - 0 0 0 1 0 . 0 0 1 2 0 . 0 0 11 1 1 1 1 1 5 2 1 9 0 5 / 2 7 / 1 0 4 6 1 G O V E R N M E N T F I N A N C E O F F I C 1 1 1 3 1 0 1 C L A S S - G F O A 0 . 0 0 6 0 . 0 0 11 1 1 1 1 1 5 2 2 0 0 5 / 2 7 / 1 0 4 6 3 G R A I N G E R 6 2 4 6 2 0 2 S U P P L I E S - J A N I T O R I A L 0 . 0 0 9 1 . 1 9 11 1 1 1 1 1 5 2 2 0 0 5 / 2 7 / 1 0 4 6 3 G R A I N G E R 6 2 4 6 2 0 2 S U P P L I E S - F A C I L I T I E S 0 . 0 0 2 8 . 2 8 TO T A L C H E C K 0 . 0 0 1 1 9 . 4 7 11 1 1 1 1 1 5 2 2 1 0 5 / 2 7 / 1 0 4 6 4 G R A N I C U S 1 1 1 2 2 0 1 M T H L Y S V C 0 6 / 1 0 0 . 0 0 1 , 6 0 0 . 0 0 11 1 1 1 1 1 5 2 2 2 0 5 / 2 7 / 1 0 5 1 2 G U Z D E K , M I C H E L L E 1 1 1 4 1 0 1 D I S C O U N T T A K E N 0 . 0 0 - 8 0 . 0 0 11 1 1 1 1 1 5 2 2 2 0 5 / 2 7 / 1 0 5 1 2 G U Z D E K , M I C H E L L E 1 1 1 4 1 0 1 P R O F S V C 0 3 / 1 0 - 0 4 / 1 0 0 . 0 0 5 8 0 . 0 0 TO T A L C H E C K 0 . 0 0 5 0 0 . 0 0 11 1 1 1 1 1 5 2 2 3 0 5 / 2 7 / 1 0 6 4 8 H E A L T H E D U C A T I O N S E R V I C E 6 1 1 8 4 0 1 A E D P A D C A R T R I D G E S 0 . 0 0 1 8 9 . 9 3 11 1 1 1 1 1 5 2 2 3 0 5 / 2 7 / 1 0 6 4 8 H E A L T H E D U C A T I O N S E R V I C E 6 1 1 8 4 0 1 A E D B A T T E R Y 0 . 0 0 1 6 1 . 4 2 TO T A L C H E C K 0 . 0 0 3 5 1 . 3 5 11 1 1 1 1 1 5 2 2 4 0 5 / 2 7 / 1 0 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 1 1 1 5 3 0 1 R E P A I R S - P A L O O A K S 0 . 0 0 3 2 8 . 9 4 11 1 1 1 1 1 5 2 2 4 0 5 / 2 7 / 1 0 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 1 1 1 5 3 0 1 R E P A I R S - S A R A / S U N R D 0 . 0 0 1 9 7 . 6 1 TO T A L C H E C K 0 . 0 0 5 2 6 . 5 5 11 1 1 1 1 1 5 2 2 5 0 5 / 2 7 / 1 0 2 4 I C E C E N T E R O F C U P E R T I N O 1 1 1 6 1 0 1 I N S T R U C T O R - S K A T I N G 0 . 0 0 2 8 8 . 0 0 11 1 1 1 1 1 5 2 2 5 0 5 / 2 7 / 1 0 2 4 I C E C E N T E R O F C U P E R T I N O 1 1 1 6 1 0 1 I N S T R U C T O R - S K A T I N G 0 . 0 0 9 6 . 0 0 TO T A L C H E C K 0 . 0 0 3 8 4 . 0 0 11 1 1 1 1 1 5 2 2 6 0 5 / 2 7 / 1 0 5 2 5 J A M E L L O , N A N C Y 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 1 6 9 . 7 5 11 1 1 1 1 1 5 2 2 6 0 5 / 2 7 / 1 0 5 2 5 J A M E L L O , N A N C Y 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 1 7 8 . 5 0 TO T A L C H E C K 0 . 0 0 3 4 8 . 2 5 11 1 1 1 1 1 5 2 2 7 0 5 / 2 7 / 1 0 1 0 0 K S A R 1 1 1 8 1 0 1 V H S / D V D C O N V E R S I O N 0 . 0 0 2 , 3 7 5 . 0 0 11 1 1 1 1 1 5 2 2 7 0 5 / 2 7 / 1 0 1 0 0 K S A R 1 1 1 8 3 0 1 M T H L Y S V C 0 4 / 1 0 0 . 0 0 1 , 8 0 0 . 0 0 TO T A L C H E C K 0 . 0 0 4 , 1 7 5 . 0 0 11 1 1 1 1 1 5 2 2 8 0 5 / 2 7 / 1 0 1 7 1 L A B O S S I E R E , M O N I C A 1 1 1 2 3 0 1 H R M T G 0 5 / 1 9 0 . 0 0 1 1 . 6 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 1 1 1 5 3 0 1 B E A U C H A M P S 0 5 / 1 0 0 . 0 0 2 1 2 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 1 1 1 5 3 0 1 R A V E N W O O D 0 5 / 1 0 0 . 0 0 1 1 0 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 1 1 1 5 3 0 1 A Z U L E P A R K 0 5 / 1 0 0 . 0 0 5 6 5 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 1 1 1 5 3 0 1 K E V I N M O R A N 0 5 / 1 0 0 . 0 0 2 0 0 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 1 1 1 5 3 0 1 H I S T O R I C A L P A R K 0 5 / 1 0 0 . 0 0 1 7 0 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 1 1 1 5 3 0 1 N O R T H C A M P U S 0 5 / 1 0 0 . 0 0 5 5 0 . 0 0 32 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 3 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 2 : 2 3 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 0 1 ’ a n d ’ 1 1 5 2 4 4 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 2 5 1 5 3 0 2 M C C A R T Y S V I L L E 0 5 / 1 0 0 . 0 0 1 8 0 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 2 5 4 5 3 0 2 S U N L A N D 0 5 / 1 0 0 . 0 0 2 0 3 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 2 4 7 5 3 0 2 K E R W I N R A N C H 0 5 / 1 0 0 . 0 0 3 1 1 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 2 7 2 5 3 0 2 B E L L G R O V E 0 5 / 1 0 0 . 0 0 1 , 5 9 8 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 2 5 3 5 3 0 2 L E G E N D S 0 5 / 1 0 0 . 0 0 1 5 8 . 0 0 11 1 1 1 1 1 5 2 2 9 0 5 / 2 7 / 1 0 2 2 1 L O R A L L A N D S C A P I N G , I N C 2 7 3 5 3 0 2 G A T E W A Y 0 5 / 1 0 0 . 0 0 2 0 3 . 0 0 TO T A L C H E C K 0 . 0 0 4 , 4 6 0 . 0 0 11 1 1 1 1 1 5 2 3 0 0 5 / 2 7 / 1 0 3 1 1 M E L O D Y A C A D E M Y O F M U S I C 1 1 1 6 1 0 1 I N S T R U C T O R - P I A N O 0 . 0 0 1 0 9 . 4 4 11 1 1 1 1 1 5 2 3 1 0 5 / 2 7 / 1 0 2 9 2 M I C H A E L T A Y L O R 1 1 1 6 1 0 1 T U I T I O N - M T A Y L O R 0 . 0 0 7 9 5 . 0 0 11 1 1 1 1 1 5 2 3 2 0 5 / 2 7 / 1 0 7 3 1 N E O P O S T , I N C 6 2 1 3 1 0 2 L A B E L S / I N K - P O S T A G E 0 . 0 0 1 7 3 . 3 6 11 1 1 1 1 1 5 2 3 3 0 5 / 2 7 / 1 0 1 3 9 N O V A K O V I C H , M A T T 1 1 1 5 3 0 1 O R C H A R D M A I N T Q 1 / 1 0 0 . 0 0 3 9 , 6 8 2 . 1 6 11 1 1 1 1 1 5 2 3 4 0 5 / 2 7 / 1 0 1 4 5 O F F I C E D E P O T I N C . 6 2 1 3 1 0 2 P R I N T E R C A R T I D G E S 0 . 0 0 1 , 1 2 1 . 0 8 11 1 1 1 1 1 5 2 3 5 0 5 / 2 7 / 1 0 1 5 6 O K I N , Y E L E N A 1 1 1 6 1 0 1 I N S T R U C T O R - B E A D I N G 0 . 0 0 5 8 . 0 0 11 1 1 1 1 1 5 2 3 6 0 5 / 2 7 / 1 0 6 0 O N T R A C 6 2 4 6 2 0 2 S H U T E M I H A L Y - 4 / 1 2 0 . 0 0 5 . 0 0 11 1 1 1 1 1 5 2 3 7 0 5 / 2 7 / 1 0 3 5 2 P R O - D O O R A U T O G L A S S 4 1 3 9 3 6 2 - 0 0 2 R E P A I R - B O O K G O R O U N D 0 . 0 0 3 6 0 . 0 0 11 1 1 1 1 1 5 2 3 7 0 5 / 2 7 / 1 0 3 5 2 P R O - D O O R A U T O G L A S S 6 2 4 6 2 0 2 R E P A I R - H A N D I C A P D O O R S 0 . 0 0 2 7 0 . 0 0 TO T A L C H E C K 0 . 0 0 6 3 0 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 4 2 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 3 8 0 . 8 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 9 7 . 4 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 3 7 1 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 5 2 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 9 0 . 4 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 3 5 . 2 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 1 0 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 6 8 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 2 6 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 4 7 6 . 0 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 9 0 . 4 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 4 0 . 6 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 9 5 . 2 0 11 1 1 1 1 1 5 2 3 8 0 5 / 2 7 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 8 . 0 0 TO T A L C H E C K 0 . 0 0 3 , 0 0 3 . 0 0 11 1 1 1 1 1 5 2 3 9 0 5 / 2 7 / 1 0 5 0 5 S C F I R E D E P A R T M E N T 1 1 1 6 1 0 1 I N S T R U C T O R - F I R E D E P T 0 . 0 0 1 2 0 . 0 0 11 1 1 1 1 1 5 2 4 0 0 5 / 2 7 / 1 0 1 6 0 S I E R R A P A C I F I C T U R F S U P P 1 1 1 5 3 0 1 T U R F S U P P L I E S 0 . 0 0 3 0 1 . 2 1 11 1 1 1 1 1 5 2 4 1 0 5 / 2 7 / 1 0 2 6 6 S U N G A R D P U B L I C S E C T O R I N 6 2 2 3 2 0 1 A S P M T H L Y S V C 6 / 1 0 0 . 0 0 5 , 3 9 0 . 0 0 11 1 1 1 1 1 5 2 4 1 0 5 / 2 7 / 1 0 2 6 6 S U N G A R D P U B L I C S E C T O R I N 6 2 2 3 2 0 1 H T E M T H L Y S V C 0 6 / 1 0 0 . 0 0 3 5 0 . 0 0 TO T A L C H E C K 0 . 0 0 5 , 7 4 0 . 0 0 11 1 1 1 1 1 5 2 4 2 0 5 / 2 7 / 1 0 4 0 8 W C B S - W E S T C O A S T B U I L D I 1 1 1 5 3 0 1 M T H L Y S V - L I B R A R Y 5 / 1 0 0 . 0 0 1 0 0 . 0 0 33 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 4 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 2 : 2 3 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 0 1 ’ a n d ’ 1 1 5 2 4 4 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 4 2 0 5 / 2 7 / 1 0 4 0 8 W C B S - W E S T C O A S T B U I L D I 1 1 1 5 3 0 1 C S P R I N G S 0 5 / 1 0 0 . 0 0 1 7 5 . 0 0 11 1 1 1 1 1 5 2 4 2 0 5 / 2 7 / 1 0 4 0 8 W C B S - W E S T C O A S T B U I L D I 1 1 1 5 3 0 1 E L Q U I T O 0 5 / 1 0 0 . 0 0 1 7 5 . 0 0 11 1 1 1 1 1 5 2 4 2 0 5 / 2 7 / 1 0 4 0 8 W C B S - W E S T C O A S T B U I L D I 1 1 1 5 3 0 1 W I L D W O O D P A R K 0 5 / 1 0 0 . 0 0 1 7 5 . 0 0 11 1 1 1 1 1 5 2 4 2 0 5 / 2 7 / 1 0 4 0 8 W C B S - W E S T C O A S T B U I L D I 1 1 1 5 3 0 1 K M O R A N 0 5 / 1 0 0 . 0 0 1 7 5 . 0 0 TO T A L C H E C K 0 . 0 0 8 0 0 . 0 0 11 1 1 1 1 1 5 2 4 3 0 5 / 2 7 / 1 0 4 3 2 W E S T V A L L E Y C O L L E C T I O N S 1 1 1 5 3 0 1 M T H Y L Y S V C 0 5 / 1 0 0 . 0 0 2 7 1 . 7 9 11 1 1 1 1 1 5 2 4 3 0 5 / 2 7 / 1 0 4 3 2 W E S T V A L L E Y C O L L E C T I O N S 1 1 1 5 3 0 1 M T H L Y S V C 0 3 / 1 0 0 . 0 0 2 7 1 . 7 9 TO T A L C H E C K 0 . 0 0 5 4 3 . 5 8 11 1 1 1 1 1 5 2 4 4 0 5 / 2 7 / 1 0 6 9 6 Z A G T E C H N I C A L S E R V I C E S , 6 2 2 3 2 0 1 S E R V E R B / U 2 0 1 0 0 . 0 0 3 , 6 0 8 . 5 3 TO T A L C A S H A C C O U N T 0 . 0 0 1 0 7 , 3 2 3 . 0 4 TO T A L F U N D 0 . 0 0 1 0 7 , 3 2 3 . 0 4 TO T A L R E P O R T 0 . 0 0 1 0 7 , 3 2 3 . 0 4 34 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 1 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 3 : 4 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 4 5 ’ a n d ’ 1 1 5 3 0 1 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 4 5 0 6 / 0 3 / 1 0 2 3 4 A T & T 6 2 4 6 2 0 2 S U P E R T R U N K 0 . 0 0 4 8 6 . 4 5 11 1 1 1 1 1 5 2 4 6 0 6 / 0 3 / 1 0 7 9 8 A N G E L I N A , P A T R I C I A 1 1 1 6 1 0 1 I N S T R U C T O R - R O S E N M T H D 0 . 0 0 1 7 7 . 0 0 11 1 1 1 1 1 5 2 4 7 0 6 / 0 3 / 1 0 5 0 0 B E N J A M I N A N D M A R G I M B O U O 1 1 1 A R B O R I S T D E P R E F U N D 0 . 0 0 2 , 2 9 0 . 0 0 11 1 1 1 1 1 5 2 4 8 0 6 / 0 3 / 1 0 3 6 9 B O R T Z , S H E R I L 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 1 2 4 . 0 0 11 1 1 1 1 1 5 2 4 8 0 6 / 0 3 / 1 0 3 6 9 B O R T Z , S H E R I L 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 1 8 6 . 0 0 11 1 1 1 1 1 5 2 4 8 0 6 / 0 3 / 1 0 3 6 9 B O R T Z , S H E R I L 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 4 5 0 . 8 8 TO T A L C H E C K 0 . 0 0 7 6 0 . 8 8 11 1 1 1 1 1 5 2 4 9 0 6 / 0 3 / 1 0 1 3 0 C D W G , I N C 6 2 2 3 2 0 1 S U P P L I E S - C O M P U T E R S 0 . 0 0 5 2 . 8 5 11 1 1 1 1 1 5 2 5 0 0 6 / 0 3 / 1 0 6 9 8 C F A R C H I B A L D P A V I N G , I N C 4 1 1 R E T E N T I O N - F I N A L 0 . 0 0 2 , 2 0 5 . 3 0 11 1 1 1 1 1 5 2 5 0 0 6 / 0 3 / 1 0 6 9 8 C F A R C H I B A L D P A V I N G , I N C 4 3 1 R E T E N T I O N - F I N A L 0 . 0 0 1 0 , 7 6 5 . 8 7 11 1 1 1 1 1 5 2 5 0 0 6 / 0 3 / 1 0 6 9 8 C F A R C H I B A L D P A V I N G , I N C 4 8 1 R E T E N T I O N - F I N A L 0 . 0 0 3 8 , 7 5 8 . 4 4 TO T A L C H E C K 0 . 0 0 5 1 , 7 2 9 . 6 1 11 1 1 1 1 1 5 2 5 1 0 6 / 0 3 / 1 0 5 0 0 C H I Y U 1 1 1 6 1 0 1 R O S T E R C H A N G E 0 . 0 0 5 . 0 0 11 1 1 1 1 1 5 2 5 2 0 6 / 0 3 / 1 0 1 7 9 C I M A I R , I N C 6 2 4 6 2 0 2 H V A C R E P A I R - F I N A N C E 0 . 0 0 2 7 5 . 0 0 11 1 1 1 1 1 5 2 5 3 0 6 / 0 3 / 1 0 6 4 3 C M R T A 1 1 1 3 1 0 1 T R A I N I N G - I N G R A H A M 0 . 0 0 2 5 . 0 0 11 1 1 1 1 1 5 2 5 4 0 6 / 0 3 / 1 0 2 3 5 C O M C A S T 6 2 2 3 2 0 1 M T H L Y S V C 5 / 2 6 - 6 / 2 5 0 . 0 0 1 0 4 . 9 5 11 1 1 1 1 1 5 2 5 5 0 6 / 0 3 / 1 0 2 6 2 C O V A D C O M M U N I C A T I O N 6 2 2 3 2 0 1 M T H L Y S V C 5 / 1 6 - 6 / 1 5 0 . 0 0 5 4 3 . 9 0 11 1 1 1 1 1 5 2 5 6 0 6 / 0 3 / 1 0 5 8 9 C P O L T D 4 1 3 9 3 2 1 - 0 0 8 C O P I E R M O V E - F L O O R I N G 0 . 0 0 2 2 6 . 8 8 11 1 1 1 1 1 5 2 5 7 0 6 / 0 3 / 1 0 5 0 0 C R A I G K L O S T E R M A N 1 1 1 6 1 0 1 R O S T E R C H A N G E 0 . 0 0 5 . 0 0 11 1 1 1 1 1 5 2 5 8 0 6 / 0 3 / 1 0 5 0 0 C Y N T H I A B A U E R 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 5 2 5 9 0 6 / 0 3 / 1 0 1 D E P A R T M E N T O F R E V E N U E 1 1 1 7 1 0 1 C I T A T I O N F E E 0 5 / 1 0 0 . 0 0 1 4 2 . 5 0 11 1 1 1 1 1 5 2 6 0 0 6 / 0 3 / 1 0 5 0 0 D I A N N A S I P O S 1 1 1 6 1 0 1 R O S T E R C H A N G E 0 . 0 0 5 . 0 0 11 1 1 1 1 1 5 2 6 1 0 6 / 0 3 / 1 0 4 1 6 E V A N S W E S T V A L L E Y S P R A Y 1 1 1 5 3 0 1 S P R A Y - T R E E S 0 . 0 0 1 5 0 . 0 0 11 1 1 1 1 1 5 2 6 2 0 6 / 0 3 / 1 0 4 2 1 E W I N G I R R I G A T I O N 4 1 1 9 1 4 2 - 0 0 4 C O N T R O L L E R S - B B W A Y 0 . 0 0 9 , 4 1 6 . 2 6 11 1 1 1 1 1 5 2 6 2 0 6 / 0 3 / 1 0 4 2 1 E W I N G I R R I G A T I O N 4 1 1 9 1 4 2 - 0 0 4 C O N T R O L E R S - B B W A Y 0 . 0 0 5 , 5 4 5 . 0 8 11 1 1 1 1 1 5 2 6 2 0 6 / 0 3 / 1 0 4 2 1 E W I N G I R R I G A T I O N 1 1 1 5 3 0 1 I R R I G A T I O N - K M O R A N 0 . 0 0 6 0 . 4 7 11 1 1 1 1 1 5 2 6 2 0 6 / 0 3 / 1 0 4 2 1 E W I N G I R R I G A T I O N 1 1 1 5 3 0 1 S P R I N K L E R - Q U I T O 0 . 0 0 6 6 . 1 6 TO T A L C H E C K 0 . 0 0 1 5 , 0 8 7 . 9 7 11 1 1 1 1 1 5 2 6 3 0 6 / 0 3 / 1 0 4 5 2 G B O R T O L O T T O & C O M P A N Y , 4 1 1 R E T E N T I O N - F I N A L 0 . 0 0 5 , 4 4 5 . 4 9 11 1 1 1 1 1 5 2 6 3 0 6 / 0 3 / 1 0 4 5 2 G B O R T O L O T T O & C O M P A N Y , 4 8 1 R E T E N T I O N - F I N A L 0 . 0 0 3 , 2 8 5 . 5 2 TO T A L C H E C K 0 . 0 0 8 , 7 3 1 . 0 1 11 1 1 1 1 1 5 2 6 4 0 6 / 0 3 / 1 0 4 5 8 G E O R G E B I A N C H I C O N S T R U C T 4 1 3 9 3 6 3 - 0 0 2 C O N C R E T E - A D A R A M P S 0 . 0 0 5 , 9 6 4 . 0 0 35 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 2 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 3 : 4 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 4 5 ’ a n d ’ 1 1 5 3 0 1 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 6 5 0 6 / 0 3 / 1 0 7 4 2 G I U L I A N I & K U L L , I N C 1 1 1 A P P # C O C 0 8 - 0 0 0 2 4 / 1 0 0 . 0 0 2 4 0 . 0 0 11 1 1 1 1 1 5 2 6 6 0 6 / 0 3 / 1 0 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 7 5 . 0 0 11 1 1 1 1 1 5 2 6 6 0 6 / 0 3 / 1 0 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 9 6 . 0 0 11 1 1 1 1 1 5 2 6 6 0 6 / 0 3 / 1 0 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 6 4 . 0 0 TO T A L C H E C K 0 . 0 0 3 3 5 . 0 0 11 1 1 1 1 1 5 2 6 7 0 6 / 0 3 / 1 0 4 8 8 H O M E D E P O T 2 7 2 5 3 0 2 R E P A I R S - B E L L G R O V E 0 . 0 0 3 0 . 5 6 11 1 1 1 1 1 5 2 6 8 0 6 / 0 3 / 1 0 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 4 1 1 9 1 4 2 - 0 0 4 V A L V E I N S T A L L - B B W A Y 0 . 0 0 8 5 1 . 2 2 11 1 1 1 1 1 5 2 6 8 0 6 / 0 3 / 1 0 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 4 1 1 9 1 4 2 - 0 0 4 V A L V E I N S T A L L - B B W A Y 0 . 0 0 1 , 7 6 0 . 2 2 11 1 1 1 1 1 5 2 6 8 0 6 / 0 3 / 1 0 1 4 H Y D R O T E C I R R I G A T I O N E Q U I 4 1 1 9 1 4 2 - 0 0 4 C O N D U I T I N S T L - B B W A Y 0 . 0 0 2 , 1 3 5 . 5 2 TO T A L C H E C K 0 . 0 0 4 , 7 4 6 . 9 6 11 1 1 1 1 1 5 2 6 9 0 6 / 0 3 / 1 0 5 0 0 J A N E T T E F U L D E - P O R T A 1 1 1 6 1 0 1 R O S T E R C H A N G E 0 . 0 0 3 0 . 0 0 11 1 1 1 1 1 5 2 7 0 0 6 / 0 3 / 1 0 8 1 9 K I L L I O N , C A T H E R I N E 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 2 7 6 . 0 0 11 1 1 1 1 1 5 2 7 0 0 6 / 0 3 / 1 0 8 1 9 K I L L I O N , C A T H E R I N E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 5 6 . 0 0 TO T A L C H E C K 0 . 0 0 5 3 2 . 0 0 11 1 1 1 1 1 5 2 7 1 0 6 / 0 3 / 1 0 1 5 7 K R A U S E C H I R O P R A C T I C , I N C 1 1 1 4 1 0 3 T E S T I N G F E E 0 3 / 1 7 0 . 0 0 7 5 . 0 0 11 1 1 1 1 1 5 2 7 2 0 6 / 0 3 / 1 0 1 9 2 L I , C H R I S T I N E K A I S E R 1 1 1 6 1 0 1 I N S T R U C T O R - P I L A T E S 0 . 0 0 4 4 . 4 0 11 1 1 1 1 1 5 2 7 2 0 6 / 0 3 / 1 0 1 9 2 L I , C H R I S T I N E K A I S E R 1 1 1 6 1 0 1 I N S T R U C T O R - P I L A T E S 0 . 0 0 3 4 5 . 6 0 TO T A L C H E C K 0 . 0 0 3 9 0 . 0 0 11 1 1 1 1 1 5 2 7 3 0 6 / 0 3 / 1 0 1 9 4 L I E B E R T , C A S S I D Y W H I T M O R 1 1 1 2 3 0 1 L G L S V C 0 4 / 1 0 0 . 0 0 7 8 0 . 0 0 11 1 1 1 1 1 5 2 7 4 0 6 / 0 3 / 1 0 6 4 7 M A G G I O R A B R O T H E R S D R I L L I 4 1 2 R E T E N T I O N 1 - H A K O N E 0 . 0 0 - 3 , 3 5 2 . 7 0 11 1 1 1 1 1 5 2 7 4 0 6 / 0 3 / 1 0 6 4 7 M A G G I O R A B R O T H E R S D R I L L I 4 1 2 9 2 2 2 - 0 0 3 W E L L / P U M P - H A K O N E 0 . 0 0 3 3 , 5 2 7 . 0 0 TO T A L C H E C K 0 . 0 0 3 0 , 1 7 4 . 3 0 11 1 1 1 1 1 5 2 7 5 0 6 / 0 3 / 1 0 5 0 0 M A R I A A L C A L A 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 5 2 7 6 0 6 / 0 3 / 1 0 4 9 9 M I L L M A N & I N D U S T R I A L C A R 1 1 1 D E D : 3 0 0 0 D U E S 0 . 0 0 3 2 0 . 0 0 11 1 1 1 1 1 5 2 7 7 0 6 / 0 3 / 1 0 7 9 M U N I S E R V I C E S L L C 1 1 1 8 1 0 1 S U T A S V C Q 2 / 1 0 0 . 0 0 4 , 1 1 1 . 9 1 11 1 1 1 1 1 5 2 7 8 0 6 / 0 3 / 1 0 1 3 5 N O R T H B A Y B L D G M A I N T E N A N 6 2 4 6 2 0 2 W K L Y S V C 0 5 / 1 6 - 0 5 / 2 2 0 . 0 0 2 8 5 . 0 0 11 1 1 1 1 1 5 2 7 8 0 6 / 0 3 / 1 0 1 3 5 N O R T H B A Y B L D G M A I N T E N A N 6 2 4 6 2 0 2 W K L Y S V C 0 5 / 0 9 - 0 5 / 1 5 0 . 0 0 1 9 0 . 0 0 11 1 1 1 1 1 5 2 7 8 0 6 / 0 3 / 1 0 1 3 5 N O R T H B A Y B L D G M A I N T E N A N 6 2 4 6 2 0 2 W K L Y S V C 0 5 / 0 1 - 0 5 / 0 8 0 . 0 0 3 6 1 . 0 0 TO T A L C H E C K 0 . 0 0 8 3 6 . 0 0 11 1 1 1 1 1 5 2 7 9 0 6 / 0 3 / 1 0 1 3 9 N O V A K O V I C H , M A T T 1 1 1 5 3 0 1 O R C H A R D M A I N T Q 2 / 1 0 0 . 0 0 2 6 , 8 5 0 . 1 8 11 1 1 1 1 1 5 2 8 0 0 6 / 0 3 / 1 0 1 4 5 O F F I C E D E P O T I N C . 1 1 1 2 1 0 1 O F F I C E S U P P L I E S 0 . 0 0 1 1 7 . 7 7 11 1 1 1 1 1 5 2 8 1 0 6 / 0 3 / 1 0 5 0 0 O L I V E Y A M B A 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 6 2 4 6 2 0 2 N A T U R A L G A S V E H 0 . 0 0 6 8 . 9 9 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 6 2 4 6 2 0 2 B U I L D I N G S 0 . 0 0 5 , 6 6 2 . 4 1 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 1 1 1 5 2 0 1 T R A F F I C S I G N A L S 0 . 0 0 1 , 0 8 4 . 6 3 36 SU N G A R D P U B L I C S E C T O R P A G E N U M B E R : 3 DA T E : 0 6 / 0 9 / 2 0 1 0 C I T Y O F S A R A T O G A A C C T P A 2 1 TI M E : 1 0 : 2 3 : 4 9 C H E C K R E G I S T E R - D I S B U R S E M E N T F U N D SE L E C T I O N C R I T E R I A : t r a n s a c t . t _ c = ’ 2 1 ’ a n d t r a n s a c t . c h e c k _ n o b e t w e e n ’ 1 1 5 2 4 5 ’ a n d ’ 1 1 5 3 0 1 ’ AC C O U N T I N G P E R I O D : 1 2 / 1 0 F U N D - 0 0 9 - D I S B U R S E M E N T F U N D CA S H A C C T C H E C K N O I S S U E D T - - - - - - - - - - - - - - V E N D O R - - - - - - - - - - - - - B U D G E T U N I T - - - - - D E S C R I P T I O N - - - - - - S A L E S T A X A M O U N T 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 1 1 1 5 2 0 1 C I T Y W I D E S T R E E T S 0 . 0 0 6 7 6 . 0 0 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 1 1 1 5 3 0 1 P A R K S / O P E N S P A C E 0 . 0 0 4 5 8 . 2 1 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 3 1 5 3 0 2 V I L L A G E L I G H T I N G 0 . 0 0 2 , 7 9 3 . 3 3 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 3 2 5 3 0 2 A Z U L E 0 . 0 0 2 3 7 . 7 0 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 3 3 5 3 0 2 S A R A H I L L S 0 . 0 0 2 5 2 . 3 0 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 5 1 5 3 0 2 M C C A R T Y S V I L L E 0 . 0 0 1 7 . 1 6 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 5 2 5 3 0 2 P R I D E S C R O S S I N G 0 . 0 0 3 0 . 2 6 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 5 5 5 3 0 2 T R I C I A W O O D S 0 . 0 0 9 . 1 7 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 7 1 5 3 0 2 B E A U C H A M P S 0 . 0 0 4 4 . 2 5 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 7 2 5 3 0 2 B E L L G R O V E C I R C L E 0 . 0 0 3 0 7 . 2 8 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 7 4 5 3 0 2 H O R S E S H O E D R 0 . 0 0 8 . 5 7 11 1 1 1 1 1 5 2 8 2 0 6 / 0 3 / 1 0 1 7 3 P A C I F I C G A S & E L E C T R I C 2 7 5 5 3 0 2 Q U I T O 0 . 0 0 1 , 1 0 0 . 0 6 TO T A L C H E C K 0 . 0 0 1 2 , 7 5 0 . 3 2 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 6 1 1 8 4 9 9 R E F : G P 0 9 - 0 2 6 2 0 . 0 0 1 6 5 . 0 0 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 4 1 1 9 1 1 1 - 0 0 1 S I G N A L R E P A I R - 0 1 / 1 0 0 . 0 0 5 9 4 . 0 0 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 6 1 1 8 4 9 9 R E F : 1 0 - 0 0 9 7 0 . 0 0 1 , 0 9 3 . 3 0 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 6 1 1 8 4 9 9 R E F : 0 9 - 0 2 6 2 0 . 0 0 1 1 5 . 9 1 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 1 1 1 5 2 0 1 S I G N A L R E P A I R 0 4 / 1 0 0 . 0 0 1 8 0 . 0 0 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 1 1 1 5 2 0 1 S I G N A L C A L L O U T 0 1 / 1 0 0 . 0 0 5 1 9 . 0 0 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 1 1 1 5 2 0 1 S I G N A L C A L L O U T 1 2 / 0 9 0 . 0 0 1 , 0 7 4 . 1 7 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 1 1 1 5 2 0 1 A D D ’ L R E P A I R 1 2 / 0 9 0 . 0 0 4 4 5 . 0 0 11 1 1 1 1 1 5 2 8 3 0 6 / 0 3 / 1 0 4 0 9 R E P U B L I C I T S 1 1 1 5 2 0 1 S I G N A L C A L L O U T 0 2 / 1 0 0 . 0 0 3 , 0 0 2 . 5 8 TO T A L C H E C K 0 . 0 0 7 , 1 8 8 . 9 6 11 1 1 1 1 1 5 2 8 4 0 6 / 0 3 / 1 0 1 1 1 S A R A T O G A H I S T O R I C A L F O U N 6 2 4 6 2 0 2 A L A R M - I N V 2 3 0 2 5 1 0 . 0 0 2 3 5 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 5 8 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 4 0 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 3 2 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 8 5 . 6 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 9 6 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 1 0 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 6 8 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 9 6 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 1 9 6 . 0 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 3 3 3 . 2 0 11 1 1 1 1 1 5 2 8 5 0 6 / 0 3 / 1 0 7 2 9 S A R A T O G A S C H O O L O F D A N C E 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 3 5 . 2 0 TO T A L C H E C K 0 . 0 0 2 , 1 5 0 . 0 0 11 1 1 1 1 1 5 2 8 6 0 6 / 0 3 / 1 0 5 0 5 S C F I R E D E P A R T M E N T 1 1 1 6 1 0 1 I N S T R U C T O R - C P R 0 . 0 0 4 3 . 0 0 11 1 1 1 1 1 5 2 8 7 0 6 / 0 3 / 1 0 1 3 6 S C O T T Y ’ S A U T O M O T I V E 6 2 3 5 2 0 2 M A I N T E N A N C E V E H # 1 0 8 0 . 0 0 8 8 . 8 9 11 1 1 1 1 1 5 2 8 8 0 6 / 0 3 / 1 0 5 0 0 S H A N W R I G H T 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 5 2 8 9 0 6 / 0 3 / 1 0 1 4 7 S H I M O D A M I C H I K O 1 1 1 6 1 0 1 I N S T R U C T O R - 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P A R K S 0 . 0 0 2 4 0 . 8 3 11 1 1 1 1 1 5 2 9 2 0 6 / 0 3 / 1 0 5 0 0 S U E B O W M A N 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 5 2 9 3 0 6 / 0 3 / 1 0 5 0 0 S U S A N C A R T E R 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 3 0 0 . 0 0 11 1 1 1 1 1 5 2 9 4 0 6 / 0 3 / 1 0 5 0 0 S U S A N W O N G 1 1 1 F A C I L I T Y D E P R E F U N D 0 . 0 0 2 0 0 . 0 0 11 1 1 1 1 1 5 2 9 5 0 6 / 0 3 / 1 0 7 2 6 T R E E S 3 6 0 D E G R E E S 4 2 1 9 2 1 1 - 0 0 2 R E P L A C E O A K C T Y H A L L 0 . 0 0 1 , 3 5 0 . 0 0 11 1 1 1 1 1 5 2 9 6 0 6 / 0 3 / 1 0 5 0 0 V I J A Y A R A O 1 1 1 6 1 0 1 R O S T E R C H A N G E 0 . 0 0 3 5 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 1 6 5 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 4 4 0 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 2 7 5 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 2 2 0 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 5 2 9 7 0 6 / 0 3 / 1 0 4 4 1 W H I T L I N G E R , J O H N 1 1 1 6 1 0 1 I N S T R U C T O R - T E N N I S 0 . 0 0 3 3 0 . 0 0 TO T A L C H E C K 0 . 0 0 2 , 8 6 0 . 0 0 11 1 1 1 1 1 5 2 9 8 0 6 / 0 3 / 1 0 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C O P I E R 1 5 9 - 0 5 / 1 0 0 . 0 0 1 5 . 0 0 11 1 1 1 1 1 5 2 9 8 0 6 / 0 3 / 1 0 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C R E D I T - I N V 4 5 5 7 4 5 8 9 0 . 0 0 - 9 5 . 2 3 11 1 1 1 1 1 5 2 9 8 0 6 / 0 3 / 1 0 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 D E B I T - I N V 0 4 5 5 7 4 5 8 9 0 . 0 0 3 1 . 0 4 11 1 1 1 1 1 5 2 9 8 0 6 / 0 3 / 1 0 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C O P I E R 9 7 1 - 0 4 / 1 0 0 . 0 0 1 5 . 0 0 11 1 1 1 1 1 5 2 9 8 0 6 / 0 3 / 1 0 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 C O P I E R 9 7 1 - 0 5 / 1 0 0 . 0 0 1 5 . 0 0 11 1 1 1 1 1 5 2 9 8 0 6 / 0 3 / 1 0 4 3 9 X E R O X C O R P O R A T I O N 6 2 1 3 1 0 2 P R I N T S 1 2 / 3 0 - 0 4 / 0 8 0 . 0 0 3 6 . 6 4 TO T A L C H E C K 0 . 0 0 1 7 . 4 5 11 1 1 1 1 1 5 2 9 9 0 6 / 0 3 / 1 0 6 9 6 Z A G T E C H N I C A L S E R V I C E S , 6 2 2 3 2 0 1 I T S U P P O R T S V C 5 / 1 0 0 . 0 0 3 3 0 . 0 0 11 1 1 1 1 1 5 3 0 0 0 6 / 0 3 / 1 0 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 2 5 6 . 0 0 11 1 1 1 1 1 5 3 0 0 0 6 / 0 3 / 1 0 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 9 6 . 0 0 11 1 1 1 1 1 5 3 0 0 0 6 / 0 3 / 1 0 4 7 0 G R E G O R I A N , A G N E S 1 1 1 6 1 0 1 I N S T R U C T O R - D A N C E 0 . 0 0 6 4 . 0 0 TO T A L C H E C K 0 . 0 0 4 1 6 . 0 0 11 1 1 1 1 1 5 3 0 1 0 6 / 0 3 / 1 0 8 1 9 K I L L I O N , C A T H E R I N E 1 1 1 6 1 0 1 I N S T R U C T O R - Y O G A 0 . 0 0 2 7 6 . 0 0 TO T A L C A S H A C C O U N T 0 . 0 0 1 8 9 , 8 7 1 . 1 3 TO T A L F U N D 0 . 0 0 1 8 9 , 8 7 1 . 1 3 TO T A L R E P O R T 0 . 0 0 1 8 9 , 8 7 1 . 1 3 38 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: ORIGINATING DEPT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DEPT HEAD: Dave Anderson SUBJECT: Resolution Amending Council Agency and Adhoc Committee Liaison Assignments RECOMMENDED ACTION(S): Adopt resolution amending Resolution 10-008 appointing Council representatives to Committees, Agencies and Ad hoc Committees. REPORT SUMMARY: The City Council reorganized on December 2, 2009 for the following year and on December 16, 2009, assignments to various agencies and ad hoc committees were adopted by Resolution No. 09-066. On February 17, 2010, Council amended this resolution to implement a change of Council representation on the City School Adhoc and adopted Resolution No. 10-008. On June 7, 2010, Council appointed a new councilmember to fill the unexpired term of Councilmember Susie Nagpal. It is now necessary to have the Council re-do their agency/committee assignments in order to provide the new councilmember an opportunity to be an agency/committee representative for the City of Saratoga. The following changes to the Council Agency and Ad hoc Committee have been requested by the Mayor and are reflected in the attached resolution: Agency Councilmember Alternate/Second Member Chamber of Commerce Miller Cappello County HCD Policy Committee King Cappello Nagpal King SC County Emergency Council King Cappello Nagpal King SASCC Hunter Cappello King Hunter Sister City Liaison Hunter Cappello Nagpal Hunter West Valley Sanitation District Nagpal Cappello Highway 9 Adhoc Nagpal Cappello Village Adhoc Nagpal Cappello 39 2 of 2 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Council Agency and Ad hoc Committee Liaison Assignments would remain the same. ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Update Council Agency Assignment list on City website and retain amended resolution as the new Council Agency Assignment record. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Proposed Resolution Amending Resolution No.10-008 40 RESOLUTION NO. 10 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION 10-008 APPOINTING COUNCIL REPRESENTATIVES TO COMMITTEES, AGENCIES AND AD HOC COMMITTEES WHEREAS, the City Council reorganized on December 1, 2009 for the coming year; and WHEREAS, representatives from the City Council serve on various committees, agencies, and Ad hoc committees; and WHEREAS, the responsibility for representing the City Council should be shared by all its members. WHEREAS, on June 7, 2010, Council appointed Manny Cappello to fill the remaining two and a half years of Councilmember Susie Nagpal’s term; and WHEREAS, with the appointment of a new Councilmember, it is now time to redo this assignment list in order to include the new Councilmember. NOW, THEREFORE, BE IT RESOLVED that the following changes be made to the City School AdHoc. These changes expire December 2010, or until revised. Agency Councilmember Alternate/Second Member Chamber of Commerce Miller Cappello County HCD Policy Committee King Cappello Nagpal King SC County Emergency Council King Cappello Nagpal King SASCC Hunter Cappello King Hunter Sister City Liaison Hunter Cappello Nagpal Hunter West Valley Sanitation District Nagpal Cappello Highway 9 Adhoc Nagpal Cappello Village Adhoc Nagpal Cappello The above and foregoing resolution was passed and adopted by the Saratoga City Council at a regular meeting held on the 16th day of June 2010, by the following vote: AYES: NOES: ABSTAIN: ABSENT: ____ Kathleen M. King, Mayor ATTEST: Ann Sullivan, City Clerk 41 Agency Councilmember Alternate/Second Member * Association of Bay Area Government King Hunter Chamber of Commerce Cappello Hunter County HCD Policy Committee Cappello King Hakone Foundation Board Hunter King * Hakone Foundation Executive Committee King N/A Historical Foundation Hunter Nagpal KSAR Community Access TV Board Miller Hunter Library Joint Powers Association Hunter Nagpal West Valley Flood Control & Watershed Advisory Committee King Hunter Santa Clara Valley Water District Commission Page Hunter Santa Clara County Cities Association Miller King SCC Cities Association Selection Committee King Miller Santa Clara County Emergency Council Cappello King Saratoga Ministerial Association Page King * SASCC Cappello Hunter * Sister City Liaison Cappello Hunter West Valley Solid Waste Joint Powers Association Miller King Valley Transportation Authority PAC Miller King West Valley Sanitation District Page Cappello West Valley Mayors and Managers Association King Hunter (Both members are required to attend meetings) City School Ad-Hoc Page Miller * Council Finance Committee Page Miller * Highway 9 Adhoc Miller Cappello * Village Ad-Hoc Hunter Cappello * 42 Page 1 of 3 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Kristin Borel DIRECTOR: John Cherbone Public Works Analyst Public Works SUBJECT: Laserfiche Scanning Services– Award of Contract RECOMMENDED ACTION: Move to award a contract to Peelle Technologies in the amount of $135,876 and authorize the City Manager to execute the same. REPORT SUMMARY: In 1999, the City began converting paper and microfiche documents into digitized format to increase accessibility to public documents and preserve City records. Document scanning is performed both internally by City staff and contracted out. For the most part, documents that are scanned by outside contractors require special handling during scanning due to their age and size. In February 2008, the City hired Delta MicroImaging to scan permanent City records for the City Manager’s Office, Public Works Department, and Community Development Department. Since then, Delta MicroImaging, has gone out of business. Consequently, the City issued a Request For Proposal (RFP) for Laserfiche Scanning Services. A LaserFiche scanning committee comprised of five staff members was established to develop the RFP and review submittals. Members included Debbie Bretschneider, Crystal Morrow, Shaheen Sarwari, Leo Salindong and Kristin Borel. The RFP was released to the public on April 29, 2010 and proposals were due on May 19, 2010. The City received seven submittals to the LaserFiche Scanning RFP. The proposals were evaluated based on the following criteria as stated in the RFP: • Clarity of proposal • Demonstrated success in similar projects; particular attention will be paid to proposals from businesses with experience implementing Laserfiche scanning for municipalities • Responsiveness of the proposal to the City’s objective and scope of work • The technical ability, capacity, and flexibility of the proposer to perform the scope of work • Costs for services • Analysis of the scans of City- provided material Of the seven proposals, three submissions met all the requirements outlined in the RFP including successful scans of the City- provided material --ECS, Incrementum and Peelle Technologies. To determine which of the three businesses would best be able to meet the needs of the City, staff held interviews with each of the companies to answer more in-depth questions regarding their proposal, 43 Page 2 of 3 company, and services. The staff asked each company to bring not only the account representative, but the production manager who would oversee the scanning process. While pricing for per page scans was similar, staff paid particular attention to each company’s response to questions about quality control, company priorities, attention to detail, and sensitivity to clients’ needs. Staff assessed the answers to each of the committee’s questions and agreed that Peelle Technologies gave the best overall response to the requirements contained in the RFP. During the interview process, all key areas of interest from staff were satisfied regarding their scanning experience, attention to detail, and follow-up discussions and the client references were consistently positive. The committee felt Peelle Technologies demonstrated a firm commitment to quality scanning – use of the latest scanning equipment and technology, extensive experience with scanning city/government records, a mission to develop long term relationships with clients, and a sincere commitment to the scanning business. It is therefore recommended that the City Council approve the two year contract with Peelle Technologies. FISCAL IMPACTS: Funding for this contract is available in the CIP and broken down by departments as follows: Department Budget Available Public Works $80,000 Community Development $31,989 City Manager’s Office $ 8,887 $120,876 The Community Development also has an additional $15,000 in their operating budget - $10,000 for Planning Department and $5,000 for the Building Department. The total amount budget including the CIP and operating budget is $135,876. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Scanning of the City’s records would remain on hold. ALTERNATIVE ACTION: Council could direct staff to pursue another alternative than the one recommended, could request additional information, or could provide other direction to staff. FOLLOW UP ACTION: The contract will be executed and scanning can begin on July 1, 2010. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also 44 Page 3 of 3 made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us ATTACHMENTS: 1. RFP for Laserfiche Scanning Services 2. Contract with Peelle Technologies 45 Request for Proposal (RFP) For Laserfiche scanning services For the City of Saratoga Due Date: May 19, 2010 Respond to: City of Saratoga Attn: Kristin Borel 13777 Fruitvale Ave. Saratoga, CA 95070 46 TO : All interested parties. SUBJECT: RFP to implement scanning services for documents, compatible with Laserfiche, for the City of Saratoga. SECTION 1: INTRODUCTION The City of Saratoga has a population of 30,000 and is located in Santa Clara County, 10 miles southwest of downtown San Jose, and 50 miles south of San Francisco. In 1999, the City of Saratoga implemented a program converting documents from paper to digital images and purchased the LaserFiche program for retrieval. The City had previously been scanning its permanent records to microfiche. Several departments regularly scanned documents, but some have old original files that require scanning. The City has had documents scanned by other companies, however those contracts have expired. SECTION 2 : PROJECT DESCRIPTION The City of Saratoga is seeking scanning services compatible with LaserFiche for documents, maps and plans in the City’s archive and for on-going scanning services. The City has a backlog of original files and plans dating from the 1960’s to the present. There are approximately 35 boxes of archive documents, 40 boxes of current documents, and 7000 plan sheets that require scanning. We will also produce a bi- monthly output of materials for scanning. We anticipate that this backlog of documents will be sent out in batches over a negotiated period of time. TIMELINE: Following are key dates for this RFP. The city reserves the right to make modifications. Changes to the schedule will posted on our website. www.saratoga.ca.us • Issue RFP – 04/29/2010 • Vendor questions due – 05/10/2010 • Responses to Vendor questions posted -05/13/2010 http://www.saratoga.ca.us/services/scanningrfp.asp • Proposals due –05/19/2010 by 5 pm • Selected Vendor Interviews – 06/02/2010 • Vendor selection/staff recommendation – 06/07/2010 (Decision pending final City council approval on 06/16/2010) • Scanning begins -07/01/2010 47 SECTION 3 : SCOPE OF WORK The City will require consultant services which include, but are not necessarily limited to: • Retrieve and transport records identified by the City to the Contractor’s facility and convert the records to a Laserfiche format (TIFF) at 300 DPI for letter size documents and 400 DPI for maps/plans. • Preparation of documents for scanning, including: removal of staples, clips, and bindings, removal of sticky notes on front page, and unrolling of maps. • Scanning of images at designated DPI. (Could be higher than 300). • Special handling and scanning of older or degraded files and plans. • Creation of CD masters and duplicates. • All documents will be returned to the City with the CD masters. Originals to be returned in same sequence/bundles as when they were sent. • Metadata to be filled out as indicated by criteria sent with boxes. • Pre-set templates are to be used and will be sent to you as a “briefcase” from Laserfiche. • Detailed invoicing to different departments within the City based on department-generated scanning requests. • Using City-provided naming conventions . • All documents are to be OCR’d before CD masters are returned. SECTION 4 : SUBMITTAL REQUIREMENTS 4.1 Response Submission In order to facilitate the analysis of responses to the RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this RFP. Vendors who deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the City. Proposals should be prepared in a concise manner and provide sufficient detail and description of the vendor’s capabilities to satisfy the requirements of this RFP. A proposal shall constitute an irrevocable offer for 90 days following the deadlines for its submission. All proposals will be confidential until selection of a vendor or final rejection of all proposals by the City Council at which time all proposals will be public information. • Three (3) hard copies of the proposal and an electronic copy on a CD must be received by 5:00 pm on 05/19/2010. Proposals must include a scan of the documents provided in the envelope provided with this RFP packet. A CD with our templates is included with the documents. Also included is “Instructions for Scanning”. Please follow these instructions. Letter size documents are to be scanned at 300 dpi and the maps/plans are to be scanned at 400 dpi. Scans are to be saved in a separate folder on the CD and submitted with your response. All originals are to be returned to the City of Saratoga with your proposal. 48 Please submit proposals to: City of Saratoga Attn: Kristin Borel 13777 Fruitvale Ave. Saratoga, CA 95070 Proposals received after 05/19/2010 after 5 pm will not be accepted and will be destroyed. Proposals will not be accepted via fax or e-mail. 4.2 Proposal Format Responses to this RFP must include a cover page and a signed letter of transmittal followed by a table of contents. Proposals must be organized into the following major sections and provide sufficient detail for the City of Saratoga to make an informed decision and comparison of proposals. Emphasis should be given on accuracy, completeness, and clarity of content. Additional information such as marketing brochures and promotional materials may be included but must be at the end of the proposal in an appendix. I. Executive Summary A brief narrative not to exceed one page, describing the proposed work. II. Company Background Provide company background information including description of products and services and company history. Responses should address the following items and may include other information that the vendor believes would be relevant to the City in light of the information in this RFP. • Company History • Product Focus • Employees • Years in Business • Key Partnerships and Alliances • Government Contracts (e.g. CMAS, GSA) • Familiarity with Laserfiche, AIIM Recommended Practices, and laws governing electronic records management • Vendor Offices/Locations • Number of Customers • Number of Customers proportional to our size of organization • Number of public agency Customers • A description of the project team • Resumes of key project members • Name, address, email, and telephone number of the person to whom correspondence should be directed 49 III. Proposal A detailed price list including, but not limited to: • Scanning letter and legal size documents • Scanning large and extra large format documents • Scanning microfiche in 16 and 32 formats • Scanning of color documents • Document preparation • Document indexing • Special handling • OCR • Emergency/Urgent Retrieval • Color vs Black/white scans • Creation of CD masters and duplicates • Transportation – pick-up and delivery • Document storage and destruction • Any other applicable charges • Credits for documents that are not properly scanned Include scans of the documents provided in the RFP packet. Letter size documents are to be scanned at 300 dpi and the maps/plans are to be scanned at 400 dpi. Scans are to be saved on a CD and submitted with your response. All originals are to be returned to the City of Saratoga with your proposal. A copy of the standard services agreement is attached. Include in your proposal a scope of work payment schedule together with any comments on the form of the agreement. IV. Client References Proposal must include a minimum of three (3) references for directly applicable projects preferably with California cities or other public agencies comparable to the City of Saratoga. References should include an overview of the solution provided including hardware and software components. Additional references are allowable if the vendor chooses. Include the contact person who was directly responsible for overseeing the implementation/completion for each of the referenced projects. Proposals must include the name of the client/agency, contact information (name, phone number and/or email address) and the dates the services were provided. 4.3 Selection Criteria Proposals will be evaluated based on the following criteria: • Clarity of Proposal • Demonstrated success in similar projects; particular attention will be paid to proposals from businesses with experience implementing Laserfiche scanning for municipalities • Responsiveness of the proposal to the City’s objective and scope of work 50 • The technical ability, capacity, and flexibility of the proposer to perform the scope of work • Total cost of proposal City Staff will review all proposals, and will seek approval from the City Council for the vendor that City staff determines has demonstrated the best proposal. 4.4 Discretion and Liability Waiver The City reserves the right to reject all proposals or to request and obtain, from one or more of the businesses submitting proposals, supplementary information as may be necessary for City staff to analyze the proposal. The City may require proposers to participate in additional rounds of more refined submittals before the ultimate selection of a vendor is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial proposals. The City may negotiate with one or more firms, and may contract with one or more firms as the City deems appropriate. By submitting a response to this RFP, proposers waive all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. Although it is the City’s intent to choose the most qualified proposal, the City reserves the right to reject all or choose any number of qualified proposals. 4.5 Proposal Inquiries All questions regarding this RFP should be directed to Kristin Borel at kborel@saratoga.ca.us Please submit any questions on or before 5:00 p.m. 05/10/2010. No later than 5:00 p.m on Monday, May 13 the City will post responses to all questions received on the City website at http://www.saratoga.ca.us/services/bid_questions_responses.asp . The identity of the vendor asking the question will not be posted. The City does not expect to respond to inquiries received after May 10, 2010; in the event that the City chooses to respond to such inquiries, however, it will post the responses on the City website. 51 Laserfiche Scanning Services Peelle Technologies CITY OF SARATOGA STANDARD INDEPENDENT CONTRACTOR AGREEMENT THIS AGREEMENT is made at Saratoga, California by and between the CITY OF SARATOGA, a municipal corporation ("City"), and Peelle Technologies ["Contractor"), who agree as follows: RECITALS WHEREAS, City requires the services of a qualified contractor to provide the work product described in Exhibit A of this Agreement; and WHEREAS, City lacks the qualified personnel to provide the specified work product; and WHEREAS, Contractor is duly qualified to provide the required work product; and WHEREAS, Contractor is agreeable to providing such work product on the terms and conditions hereinafter set forth. NOW THEREFORE, the parties hereto agree as follows: 1. RESULTS TO BE ACHIEVED Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to City the work product described in Exhibit A ("Scope of Work"). Contractor is not authorized to undertake any efforts or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order from the Finance Department of the City of Saratoga. City of Saratoga Independent Contractor Agreement Page 1 of 23 52 Laserfiche Scanning Services Peelle Technologies 2. TERM The term of this Agreement commences on July 1st, 2010 and extends through June 30th, 2012 or the completion of the project, whichever occurs first, unless it is extended by written mutual agreement between the parties, provided that the parties retain the right to terminate this Agreement as provided in Exhibit D at all times. 3. PAYMENT City shall pay Contractor for work product produced pursuant to this Agreement at the time and in the manner set forth in Exhibit B ("Payment"). The payments specified in Exhibit B shall be the only payments to be made to Contractor in connection with Contractor’s completion of the Scope of Work pursuant to this Agreement. Contractor shall submit all billings to City in the manner specified in Exhibit B; or, if no manner is specified in Exhibit B, then according to the usual and customary procedures and practices which Contractor uses for billing clients similar to City. 4. FACILITIES AND EQUIPMENT Except as set forth in Exhibit C ("Facilities and Equipment"), Contractor shall, at its sole cost and expense, furnish all facilities and equipment, which may be required for completing the Scope of Work pursuant to this Agreement. City shall furnish to Contractor only the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in Exhibit C. 5. GENERAL PROVISIONS City and Contractor agree to and shall abide by the general provisions set forth in Exhibit D ("General Provisions"). In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the General Provisions. City of Saratoga Independent Contractor Agreement Page 2 of 23 53 Laserfiche Scanning Services Peelle Technologies 6. EXHIBITS All exhibits referred to in this Agreement are attached hereto and are by this reference incorporated herein and made a part of this Agreement. 7. CONTRACT ADMINISTRATION This Agreement shall be administered on behalf of City by Dave Anderson, City Manager ("Administrator"). The Administrator has complete authority to receive information, interpret and define City's policies consistent with this Agreement, and communicate with Contractor concerning this Agreement. All correspondence and other communications shall be directed to or through the Administrator or his or her designee. 8. NOTICES All notices or communication concerning a party's compliance with the terms of this Agreement shall be in writing and may be given either personally, by certified mail, return receipt requested, or by overnight express carrier. The notice shall be deemed to have been given and received on the date delivered in person or the date upon which the postal authority or overnight express carrier indicates that the mailing was delivered to the address of the receiving Party. The Parties shall make good faith efforts to provide advance courtesy notice of any notices or communications hereunder via telefacsimile. However, under no circumstances shall such courtesy notice satisfy the notice requirements set forth above; nor shall lack of such courtesy notice affect the validity of service pursuant to the notice requirement set forth above. Any Party hereto, by giving ten (10) days written notice to the other, may designate any other address as substitution of the address to which the notice or communication shall be given. Notices or communications shall be given to the Parties at the addresses set forth below until specified otherwise in writing: Notices to Contractor shall be sent to: City of Saratoga Independent Contractor Agreement Page 3 of 23 54 Laserfiche Scanning Services Peelle Technologies Jim Detrick President Peelle Technologies 197 East Hamilton Avenue Campbell, CA 95008 Tel: 1-800-233-5006 Notices to City shall be sent to: Dave Anderson, City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 With a copy (which copy shall not constitute notice) to: City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 9. ENTIRE AGREEMENT This Agreement supersedes any and all agreements, either oral or written, between the parties hereto with respect to Contractor's completion of the Scope of Work on behalf of City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall City of Saratoga Independent Contractor Agreement Page 4 of 23 55 Laserfiche Scanning Services Peelle Technologies City of Saratoga Independent Contractor Agreement Page 5 of 23 be valid or binding. No amendment, alteration, or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SARATOGA, a municipal corporation By: ___________________________ Dave Anderson, City Manager Date: _________________________ CONTRACTOR: Peelle Technologies By: __________________________ Jim Detrick, President Date: ________________________ APPROVED AS TO FORM: By:_______________________________ Richard Taylor City Attorney Date:___________________ Attachments Exhibit A -- Scope of Work Exhibit B -- Contract Payment and Reporting Schedule Exhibit B-1 -- Rate Schedule Exhibit C -- Facilities and Equipment Exhibit D -- General Provisions Exhibit E -- Insurance Requirements 56 Laserfiche Scanning Services Peelle Technologies EXHIBIT A SCOPE OF WORK Upon the request of the Administrator or his or her designee, the City will require the contractor to perform services which include, but are not necessarily limited to: Retrieve and transport records identified by the City to the Contractor’s facility and convert the records to a laser fiche format at a minimum of 300dpi for documents and 400 dpi for maps and plans. This will include: • Document Preparation • Special handling of older or degraded documents • Document Scanning at optimal dpi, and settings for letter and legal size, large and extra large formats, microfiche in 16 and 32 formats, color and grayscale formats etc • Document Indexing: The City will provide explicit index criteria for the images • OCR-ing of all documents and ‘tagging’ searchable information onto non-OCR-able scans as directed • Creation of CD masters and duplicates • Emergency/urgent retrieval of documents on request by the City • Return all documents to the City in their original state City of Saratoga Independent Contractor Agreement Page 6 of 23 Exhibit A – Scope of Work 57 Laserfiche Scanning Services Peelle Technologies EXHIBIT B PAYMENT 1. TOTAL COMPENSATION City shall pay Contractor at the rates set forth on the attached rate schedule, Exhibit B-1. The total compensation (including equipment, supply, and expense costs) pursuant to Exhibit A – Scope of Work of this Agreement shall not exceed One Hundred and Thirty Five Thousand Eight Hundred and Seventy Six ($135,876) 2. INVOICES Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for work performed prior to the invoice date. Hourly Rates schedule is shown on Exhibit B-1. Invoices shall be sent to the City no later than the 15th of the month following the month term being invoiced for. Invoices shall contain the following information: i. Serial identifications of bills for each applicant/project, i.e. Invoice No.1 on each individual invoice sheet. ii. Reference the City’s application number per applicant/project (as identified on the City transmittal cover sheets) on each individual invoice sheet. iii. The beginning and ending dates of the billing period on each individual invoice sheet. iv. A summary cover sheet containing the total contract amount, the amount of prior billings, the total due this period, and the remaining balance available for all remaining billing periods. 3. MONTHLY PAYMENTS City shall make monthly payments, based on such invoices, for satisfactory progress in completion of the Scope of Work. 4. REIMBURSABLE EXPENSES There shall be no right to reimbursement of expenses incurred by Contractor except as specified in Exhibit A to this Agreement. City of Saratoga Independent Contractor Agreement Page 7 of 23 Exhibit B – Payment 58 Laserfiche Scanning Services Peelle Technologies EXHIBIT B-1 RATE SCHEDULE City of Saratoga Independent Contractor Agreement Page 8 of 23 Exhibit B-1 – Rate Schedule 59 Laserfiche Scanning Services Peelle Technologies EXHIBIT C FACILITIES AND EQUIPMENT City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Contractor's use while consulting with City employees and reviewing records and the information in possession of City. The location, quantity, and time of furnishing said physical facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Contractor shall not use such services, premises, facilities, supplies or equipment for any purpose other than in the performance of Contractor's obligations under this Agreement. City of Saratoga Independent Contractor Agreement Page 9 of 23 Exhibit C – Facilities and Equipment 60 Laserfiche Scanning Services Peelle Technologies EXHIBIT D GENERAL PROVISIONS 1. INDEPENDENT CONTRACTOR At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of City. Contractor shall complete the Scope of Work hereunder in accordance with currently approved methods and practices in Contractor's field. City shall have the right to control Contractor only with respect to specifying the results to be obtained from Contractor pursuant to this Agreement. City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Likewise, no relationship of employer and employee is created by this Agreement between the City and Contractor or any subcontractor or employee of Contractor. Nothing contained in this Agreement shall be construed as limiting the right of Contractor to engage in Contractor profession separate and apart from this Agreement so long as such activities do not interfere or conflict with the performance by Contractor of the obligations set forth in this Agreement. Interference or conflict will be determined at the sole discretion of the City. 2. STANDARD OF PERFORMANCE Contractor shall complete the Scope of Work required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged in the geographical area in which Contractor practices its profession. All work product of whatsoever nature which Contractor delivers to City pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Contractor’s profession. 3. TIME Contractor shall devote such time to the Scope of Work pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 4. CONTRACTOR NO AGENT Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. City of Saratoga Independent Contractor Agreement Page 10 of 23 Exhibit D – General Provisions 61 Laserfiche Scanning Services Peelle Technologies 5. BENEFITS AND TAXES Contractor shall not have any claim under this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security disability, unemployment, workers compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, including, but not limited to, federal and state income taxes, and in connection therewith Contractor shall indemnify and hold City harmless from any and all liability that City may incur because of Contractor’s failure to pay such taxes. City shall have no obligation whatsoever to pay or withhold any taxes on behalf of Contractor. 6. ASSIGNMENT PROHIBITED No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. However, with the consent of the City given in writing, Contractor is entitled to subcontract such portions of the work to be performed under this Agreement as may be specified by City. 7. PERSONNEL a. Qualifications. Contractor shall assign only competent personnel to complete the Scope of Work pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Contractor shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons. b. Employment Eligibility. Contractor shall ensure that all employees of Contractor and any subcontractor retained by Contractor in connection with this Agreement have provided the necessary documentation to establish identity and employment eligibility as required by the Immigration Reform and Control Act of 1986. Failure to provide the necessary documentation will result in the termination of the Agreement as required by the Immigration Reform and Control Act of 1986. c. Prevailing Wages. This is a public works contract within the meaning of Part 7 of Division 2 of the California Labor Code (Sections 1720 et seq.). In accordance with California Labor Code Section 1771, all contractors and subcontractors on this City of Saratoga Independent Contractor Agreement Page 11 of 23 Exhibit D – General Provisions 62 Laserfiche Scanning Services Peelle Technologies public work project shall pay not less than current prevailing wage rates as determined by the California Department of Industrial Relations (“DIR”). Pursuant to Section 1773 of the California Labor Code, the City has obtained the general prevailing rate of wages and employer payments for health and welfare, vacation, pension and similar purposes in the City of Saratoga, a copy of which is on file at 13777 Fruitvale Avenue, Saratoga, California at the office of the Public Works Director, and shall be made available for viewing to any interested party upon request. 8. CONFLICT OF INTEREST a. In General. Contractor represents and warrants that, to the best of the Contractor’s knowledge and belief, there are no relevant facts or circumstances which could give rise to a conflict of interest on the part of Contractor, or that the Contractor has already disclosed all such relevant information. b. Subsequent Conflict of Interest. Contractor agrees that if an actual or potential conflict of interest on the part of Contractor is discovered after award, the Contractor will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Contractor has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Contractor shall have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. c. Interests of City Officers and Staff. No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this Agreement or the proceeds thereof. Neither Contractor nor any member of any Contractor’s family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Contractor's operations or authorizes funding to Contractor. 9. COMPLIANCE WITH LAWS a. In General. Contractor shall take reasonable care to observe and comply with all laws, policies, general rules and regulations established by City and shall comply with the common law and City of Saratoga Independent Contractor Agreement Page 12 of 23 Exhibit D – General Provisions 63 Laserfiche Scanning Services Peelle Technologies all laws, ordinances, codes and regulations of governmental agencies, (including federal, state, municipal and local governing bodies) applicable to the performance of the Scope of Work hereunder, including, but not limited to, all provisions of the Occupational Safety and Health Act of 1979 as amended. b. Licenses and Permits. Contractor represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Contractor to practice its profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Contractor to practice its profession. In addition to the foregoing, Contractor shall obtain and maintain during the term hereof a valid City of Saratoga Business License. c. Funding Agency Requirements. To the extent that this Agreement may be funded by fiscal assistance from another entity, Contractor shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. d. Drug-free Workplace. Contractor and Contractor’s employees and subcontractors shall comply with the City's policy of maintaining a drug-free workplace. Neither Contractor nor Contractor’s employees and subcontractors shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code Section 812, including marijuana, heroin, cocaine, and amphetamines, at any facility, premises or worksite used in any manner in connection with performing services pursuant to this Agreement. If Contractor or any employee or subcontractor of Contractor is convicted or pleads nolo contendere to a criminal drug statute violation occurring at such a facility, premises, or worksite, the Contractor, within five days thereafter, shall notify the City. e. Discrimination Prohibited. Contractor assures and agrees that Contractor will comply with Title VII of the Civil Rights Act of 1964 and other laws prohibiting discrimination and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era veteran's status, political affiliation, or any other non-merit factors be excluded from participating in, be denied the benefits of, or be otherwise subjected to discrimination under this City of Saratoga Independent Contractor Agreement Page 13 of 23 Exhibit D – General Provisions 64 Laserfiche Scanning Services Peelle Technologies Agreement. 10. DOCUMENTS AND RECORDS a. Property of City. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Contractor pursuant to this Agreement shall become the property of City upon completion of the work to be performed hereunder or upon termination of this Agreement. b. Retention of Records. Until the expiration of five years after the furnishing of any services pursuant to this Agreement, Contractor shall retain and make available to the City or any party designated by the City, upon written request by City, this Agreement, and such books, documents and records of Contractor (and any books, documents, and records of any subcontractor(s)) that are necessary or convenient for audit purposes to certify the nature and extent of the reasonable cost of services to City. c. Use of Recycled Products. Contractor shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. d. Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility" as per the sample below. ______________________________ Seal and Signature of Registered Professional with report/design responsibility. City of Saratoga Independent Contractor Agreement Page 14 of 23 Exhibit D – General Provisions 65 Laserfiche Scanning Services Peelle Technologies 11. CONFIDENTIAL INFORMATION Contractor shall hold any confidential information received from City in the course of performing this Agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the Agreement or at any time thereafter. Upon expiration of this Agreement, or termination as provided herein, Contractor shall return materials which contain any confidential information to City. Contractor may keep one copy for its confidential file. For purposes of this paragraph, confidential information is defined as all information disclosed to Contractor which relates to City's past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. 12. RESPONSIBILITY OF CONTRACTOR Contractor shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to Contractor, to any subcontractor, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes to the extent predicated on active or passive negligence of the Contractor or of any subcontractor. 13. INDEMNIFICATION Contractor and City agree that City, its employees, agents and officials shall, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost to the extent arising out of or in any way related to the negligent performance of this Agreement. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the City. Contractor acknowledges that City would not enter into this agreement in the absence of the commitment of Contractor to indemnify and protect City as set forth below. a. Indemnity. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless City, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs (including, without limitation, costs and fees of litigation) of any kind whatsoever without restriction or limitation, incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to the performance of this Agreement. All obligations under this City of Saratoga Independent Contractor Agreement Page 15 of 23 Exhibit D – General Provisions 66 Laserfiche Scanning Services Peelle Technologies provision are to be paid by Contractor as they are incurred by the City. b. Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this section, Contractor shall not be required to defend, indemnify and hold harmless City as set forth above for liability attributable to the active negligence, sole negligence, or willful misconduct of City, provided such active negligence, sole negligence, or willful misconduct is determined by agreement between the parties or the findings of a court of competent jurisdiction. c. Scope of Contractor Obligation. The obligations of Contractor under this or any other provision of this Agreement will not be limited by the provisions of any workers' compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to City, its employees and officials. d. Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance or subject matter of this Agreement. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the terms of this section. e. In General. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns, or heirs of Contractor and shall survive the termination of this agreement or this section. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this Agreement is not a construction contract. By execution of this Agreement, Contractor acknowledges and agrees that it has read and understands the provisions hereof and that this paragraph is a material element of consideration. City approval of the insurance contracts required by this Agreement does not relieve the Contractor or subcontractors from liability under this paragraph. 14. INSURANCE REQUIREMENTS Contractor shall procure and maintain for the duration of the contract insurance as set forth in Exhibit E. The cost of such insurance shall be included in the City of Saratoga Independent Contractor Agreement Page 16 of 23 Exhibit D – General Provisions 67 Laserfiche Scanning Services Peelle Technologies Contractor’s bid. 15. DEFAULT AND REMEDIES a. Events of default. Each of the following shall constitute an event of default hereunder: 1. Failure to perform any obligation under this Agreement and failure to cure such breach immediately upon receiving notice of such breach, if the breach is such that the City determines the health, welfare, or safety of the public is immediately endangered; or 2. Failure to perform any obligation under this Agreement and failure to cure such breach within fifteen (15) days of receiving notice of such breach, if the breach is such that the City determines that the health, welfare, or safety of the public is not immediately endangered, provided that if the nature of the breach is such that the City determines it will reasonably require more than fifteen (15) days to cure, Contractor shall not be in default if Contractor promptly commences the cure and diligently proceeds to completion of the cure. b. Remedies upon default. Upon any Contractor default, City shall have the right to immediately suspend or terminate the Agreement, seek specific performance or contract with another party to perform this Agreement. c. No Waiver. Failure by City to seek any remedy for any default hereunder shall not constitute a waiver of any other rights hereunder or any right to seek any remedy for any subsequent default. 16. TERMINATION Either party may terminate this Agreement with or without cause by providing 10 days notice in writing to the other party. The City may terminate this Agreement at any time without prior notice in the event that Contractor commits a material breach of the terms of this Agreement. Upon termination, this Agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged here-from, subject to payment for acceptable services rendered prior to the expiration of the notice of termination. Notwithstanding the foregoing, the provisions of this Agreement concerning retention of records, City's rights to material City of Saratoga Independent Contractor Agreement Page 17 of 23 Exhibit D – General Provisions 68 Laserfiche Scanning Services Peelle Technologies produced, confidential information, consultant's responsibility, indemnification, insurance, dispute resolution, litigation, and jurisdiction and severability shall survive termination of this Agreement. 17. DISPUTE RESOLUTION The parties shall make a good faith effort to settle any dispute or claim arising under this Agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non- binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys fees. 18. LITIGATION In the event that either party brings an action under this agreement for breach or enforcement thereof, the prevailing party in such action shall be entitled to its reasonable attorneys’ fees and costs whether or not such action is prosecuted to judgement. 19. JURISDICTION AND SEVERABILITY This Agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be in that state and venue shall be in Santa Clara County, California. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force and effect. 20. NOTICE OF NON-RENEWAL Contractor understands and agrees that there is no representation, implication, or understanding that the City will request that work product provided by Contractor under this Agreement be supplemented or continued by Contractor under a new agreement following expiration or termination of this Agreement. Contractor waives all rights or claims to notice or hearing respecting any failure by City to continue to request or retain all or any portion of the work product from Contractor following the expiration or termination of this Agreement. 21. PARTIES IN INTEREST This Agreement is entered only for the benefit of the parties executing this Agreement and not for the benefit of any other individual, entity or person. City of Saratoga Independent Contractor Agreement Page 18 of 23 Exhibit D – General Provisions 69 Laserfiche Scanning Services Peelle Technologies City of Saratoga Independent Contractor Agreement Page 19 of 23 Exhibit D – General Provisions 22. WAIVER Neither the acceptance of work or payment for work pursuant to this Agreement shall constitute a waiver of any rights or obligations arising under this Agreement. The failure by the City to enforce any of Contractor’s obligations or to exercise City's rights shall in no event be deemed a waiver of the right to do so thereafter. 70 Laserfiche Scanning Services Peelle Technologies EXHIBIT E INSURANCE Please refer to the insurance requirements listed below. Those that have an “X” indicated in the space before the requirement apply to Contractor’s Agreement (ignore any not checked). Contractor shall provide its insurance broker(s)/agent(s) with a copy of these requirements and request that they provide Certificates of Insurance complete with copies of all required endorsements to: Administrative Services Officer, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070. Contractor shall furnish City with copies of original endorsements affecting coverage required by this Exhibit E. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements and certificates are to be received and approved by City before work commences. City has the right to require Contractor’s insurer to provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications. X Commercial General/Business Liability Insurance with coverage as indicated: X $2,000,000 per occurrence/$2,000,000 aggregate limits for bodily injury and property damage ___ $ ____________ per occurrence bodily injury/$ ___________ per occurrence property damage ___ Coverage for X, C, U hazards MUST be evidenced on the Certificate of Insurance ___ If the standard ISO Form wording for "OTHER INSURANCE", or other comparable wording, is not contained in Contractor's liability insurance policy, an endorsement must be provided that said insurance will be primary insurance and any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers shall be in excess of Contractor's insurance and shall not contribute to it. X Auto Liability Insurance with coverage as indicated: X $2,000,000 combined single limit for bodily injury and property damage City of Saratoga Independent Contractor Agreement Page 20 of 23 Exhibit E - Insurance 71 Laserfiche Scanning Services Peelle Technologies ___ $ ____________ per person/$__________ per accident for bodily injury ___ $ ____________ per occurrence for property damage ___ $ 500,000 combined single limit for bodily injury and property damage ___ Garage keepers extra liability endorsement to extend coverage to all vehicles in the care, custody and control of the consultant, regardless of where the vehicles are kept or driven. X Professional/Errors and Omissions Liability with coverage as indicated: X $1,000,000 per loss/ $2,000,000 aggregate $5,000,000 per loss/ $5,000,000 aggregate Contractor must maintain Professional/Errors & Omissions Liability coverage for a period of three years after the expiration of this Agreement. Contractor may satisfy this requirement by renewal of existing coverage or purchase of either prior acts or tail coverage applicable to said three-year period. X Workers' Compensation Insurance X Including minimum $1,000,000 Employer's Liability The Employer's Liability policy shall be endorsed to waive any right of subrogation as respects the City, its employees or agents. The Contractor makes the following certification, required by section 1861 of the California Labor Code: I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract X Additional Insured Endorsement(s) for Commercial General/Business Liability coverage naming the City of Saratoga, its officers, employees and agents as additional insured. City of Saratoga Independent Contractor Agreement Page 21 of 23 Exhibit E - Insurance 72 Laserfiche Scanning Services Peelle Technologies (NOTE: additional insured language on the Certificate of Insurance is NOT acceptable without a separate endorsement such as Form CG 20 10) X The Certificate of Insurance MUST provide 30 days notice of cancellation, (10 days notice for non-payment of premium). NOTE: the following words must be crossed out or deleted from the standard cancellation clause: ". . . endeavor to . . ." AND ". . . but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives." All subcontractors used must comply with the above requirements except as noted below: As to all of the checked insurance requirements above, the following shall apply: a. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. b. City as Additional Insured. The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor, premises owned, occupied or used by the Contractor, or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees or volunteers. c. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: City of Saratoga Independent Contractor Agreement Page 22 of 23 Exhibit E - Insurance 73 Laserfiche Scanning Services Peelle Technologies City of Saratoga Independent Contractor Agreement Page 23 of 23 Exhibit E - Insurance 1. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. 2. The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3. Coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. d. Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A: VII 74 Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone Associate Engineer SUBJECT: Saratoga Ave and Fruitvale Ave Overlay and Rehabilitation Project ESPL-5332(015) – Award of Construction Contract. RECOMMENDED ACTION: 1. Move to declare G. Bortolotto & Company, Inc. of San Carlos to be the lowest responsible bidder on the project. 2. Move to award a construction contract to G. Bortolotto & Company, Inc. in the amount of $143,439.39 3. Move to authorize staff to execute change orders to the contract up to $25,000. REPORT SUMMARY: On February 10, 2009 the United States Senate passed an $838 billion economic recovery bill, The American Recovery and Reinvestment Act (ARRA). Subsequently, Public Works staff applied for and received approval for Tier 2 ARRA funds for dig out rehabilitation work on Saratoga Avenue and Fruitvale Ave in the amount of $137,160. The limits of the Tier 2 project on Saratoga Ave are between Lutheria Way to Shadow Oaks Way and Between Herritage Creek Ct to Rossmere Ct. The limits of the Tier 2 project on Fruitvale Ave are between Saratoga Ave to Burgundy Way. The scope of work includes furnishing all materials, equipment, and labor to perform dig out rehabilitation work and re-stripe segments of Saratoga Ave and Fruitvale Ave. This work will complete the entire necessary dig out rehabilitation work on Saratoga Ave and Fruitvale Ave. Sealed bids for the Saratoga Ave and Fruitvale Ave Overlay and Rehabilitation Project were opened on Monday, June 7th. A total of seven contractors submitted bids and a summary of the bids received is attached (Attachment 1). G. Bortolotto & Company, Inc. of San Carlos submitted the lowest responsible bid of $143,439.39 which is 5.3% below the Engineer’s Estimate of $151,454.20. Bid amounts were competitive and quite favorable because of the economy. Staff has carefully checked the bid along with the listed references and has determined that the bid is responsive to the Notice Inviting Sealed Bids dated May 12th, 2010. Further, it is recommended that the Council authorize staff to execute change orders to the contract up to an amount of $25,000 to cover any unforeseen circumstances and address additional work, which may arise during the course of the project. 75 Page 2 of 2 FISCAL IMPACTS: The American Recovery and Reinvestment Act of 2009 does not require a local match and the grant will fund $137,160 of projects costs. The remaining balance of $6,279.39 and the recommended change order amount of $25,000 will be funded from the City’s Street Maintenance Fund. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: G. Bortolotto & Company, Inc. will not be declared the lowest responsible bidder and a construction contract will not be awarded to that firm. The Council may make specific findings to declare another bidder to be the lowest responsible bidder, and must award the project due to the ARRA regional deadline of June 30th 2010. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: The contract will be executed and the contractor will be issued a Notice to Proceed. Work will begin as soon as possible, and be completed by within 20 working days. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. ATTACHMENTS: 1. Bid Summary 2. Contract. 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 283 284 285 286 287 288 289 290 291 292 293 294 295 296 297 298 299 300 301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322 323 324 325 326 327 328 329 330 331 332 333 334 335 336 337 338 339 340 341 342 343 344 345 346 347 348 349 350 351 352 353 354 355 356 357 358 359 360 361 362 363 364 365 366 Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Barbara Powell DIRECTOR: Assistant City Manager SUBJECT: Request for waiver of City fees related to July 4, 2010 RECOMMENDED ACTION: Accept report and direct staff accordingly. REPORT SUMMARY: At its April 19, 2010 Budget Study Session, the Council directed staff to include the following funding allocations for community events in the FY 2010/11 budget: EVENT: ALLOCATION : Annual Tree Lighting $3,600 Mustard Faire $4,000 Art & Wine Festival $5,000 Unspecified Events $2,500 Sub-total $15,100 Arbor Day Celebration $ 100 City-wide Garage Sale $5,000 City Ceremonies $ 500 Sub-total $5,600 TOTAL $20,700 These funding allocations were included in the 2010/11 budget, which was adopted by the City Council. Staff was also directed to schedule requests for allocation of the “Unspecified Events” category before the Council. Organizers of the July 4, 2010 event have requested waiver of the banner ($600) and special event ($100) fees. With Council concurrence, a total of $700 would be allocated from the “Unspecified Events” category of community events funding to reimburse the Recreation and Community Development Departments for these fees. 367 Page 2 of 2 FISCAL IMPACTS: If Council agrees to waive the fees listed above, $600 would be allocated to the Recreation & Facilities Department and $100 would be allocated to the Community Development Department from the Unspecified Community Events account. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: July 4th organizers would have to pay for the above listed City fees. ALTERNATIVE ACTION: The Council could decide to waive a portion or all of the City fees listed above. FOLLOW UP ACTION: Undertake Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: N/A 368 Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone Associate Engineer SUBJECT: Extension of Existing Traffic Signal Maintenance Contract with Republic ITS for Two Years RECOMMENDED ACTION: Extend the existing contract with Republic ITS for monthly maintenance and on-call repair of Saratoga traffic signals for two additional years. REPORT SUMMARY: Currently, the City’s traffic signals are maintained on a monthly basis by Republic ITS per a defined maintenance schedule (see attached 1 existing contract). The current contract also provides for on-call repair and service of the traffic signals when the need arises, or when the signal trouble is beyond the scope of monthly maintenance. Republic ITS agreed to keep their current rates they charge the City for two year term of the contract extension. This contract extension will be the second amendment to the original agreement. The first amendment extended the contract for the term July 1st, 2008 thru June 30, 2010 (see attachment 2 Contract Amendment 2008-2010). Republic ITS to date has been very responsive to service calls, and the work rendered has always been of a very high level of quality. Further, Republic ITS as a company possesses great expertise in areas of signal design, infrastructure-related electrical work, and traffic signal timing and control. This experience has proven invaluable with numerous traffic signal-related problems over the duration of the present contract. It is therefore recommended that the traffic signal maintenance contract be extended with Republic ITS for the period of July 1st, 2010 thru June 30, 2012 (see attachment 3 Contract Amendment 2010-2012). FISCAL IMPACTS: Funding for this work is programmed in the adopted annual budget for traffic signal maintenance. The budget contains sufficient funds to cover the contract amount. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The existing contract with Republic ITS will not be extended, and traffic signal maintenance would not continue at this time. 369 Page 2 of 2 ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: An extension to the existing maintenance contract will be executed with Republic ITS. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. ATTACHMENTS: 1. Existing Traffic Signal Maintenance Contract with Republic ITS 2. Saratoga Traffic Signal Contract Amendment 2008-2010 3. Saratoga Traffic Signal Contract Amendment 2010-2012 370 371 372 373 374 375 376 377 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 City of Saratoga Republic ITS: Second Amendment to Agreement Amendment to Agreement Page 1 of 4 CITY OF SARATOGA AMENDMENT TO INDEPENDENT CONTRACTOR AGREEMENT THIS Amendment Agreement is made at Saratoga, California by and between the CITY OF SARATOGA, a municipal corporation ("City"), and REPUBLIC ITS., ("Contractor"), who agree as follows: WHEREAS, City and Contractor entered into an independent contractor agreement dated July 1, 2006 (“Original Agreement”) and amended the agreement by an amendment signed by the City Manager on January 27, 2009 (“First Amended Agreement”); and WHEREAS, City and Contractor wish to amend the First Amended Agreement in order to change the term and total payment amount. NOW THEREFORE, the parties hereto agree as follows: 1. Amended Term. The term of the Agreement commenced on July 1, 2006 will extend through June 30th, 2012 or the completion of the project, whichever occurs first, unless it is extended by written mutual agreement between the parties, provided that the parties retain the right to terminate this Agreement as provided in Exhibit D to the Original Agreement. 2. Amended Payment Terms. The payment terms included in Exhibit B-1 to the First Amended Agreement are hereby replaced in their entirety supplemented with the payment terms attached as Exhibit B-2 to this Amendment. - Continued Next Page- 404 City of Saratoga Republic ITS: Second Amendment to Agreement Amendment to Agreement Page 2 of 4 IN WITNESS WHEREOF, the parties hereto have executed this Amendment. City of Saratoga: Contractor: By: _____________________________ Dave Anderson, City Manager __________ Date By: ___________________________ James Wagner VP Engineering _________ Date Attest: _____________________________ Ann Sullivan, City Clerk __________ Date Approved as to Form : _____________________________ Richard S. Taylor, City Attorney __________ Date Attachment: Exhibit B-2 --- Payment Terms 405 City of Saratoga Republic ITS: Second Amendment to Agreement Amendment to Agreement: Exhibit B-2 Page 3 of 4 EXHIBIT B-2 PAYMENT TERMS 1. TOTAL COMPENSATION In addition for furnishing said labor, materials and equipment, pursuant to Exhibit A-1, Paragraphs 2 and 3 (preventative maintenance) of first Amended Agreement, Contractor shall receive from the City the sum of Ninety-Five Dollars ($95.00) per month for each signalized intersection. In consideration for furnishing labor, materials and equipment pursuant to Exhibit A-1, Paragraph 4, of the First Amended Agreement Contractor shall receive the invoice cost of materials plus 20% and its then current labor rates. Equipment rental rates shall be the rates specified in the California Department of Transportation publication entitled Labor Surcharge and Equipment Rental Rates that is in effect at the time the work is performed plus 15%. The total sum for fiscal year 2010-2011 for the routine maintenance work product to be provided by the contractor pursuant to this Agreement (including reimbursable expenses) shall not exceed $20,000. The total sum which City shall pay the in fiscal year 2010-2011 for the response maintenance work product to be provided by Contractor pursuant to this Agreement (including reimbursable expenses) shall not exceed $40,000. The total compensation for the Fiscal Year 2011-2012 will be determined as per the City of Saratoga’s adopted budget for Fiscal Year 2011-2012. Labor Hourly Rate Schedule Electrician Foreman $ 96.85 Labor/Electrician $ 88.00 Labor/Electrician (Overtime) $155.00 Equipment Hourly Rate Schedule Bucket Truck $ 22.00 Mobile Crane $ 65.00 Compressor $ 18.00 Arrow-board $ 15.00 406 City of Saratoga Republic ITS: Second Amendment to Agreement Amendment to Agreement: Exhibit B-2 Page 4 of 4 Engineering Fee Schedule Principal Engineer $195.00 per hour Senior Engineer $175.00 per hour Associate Engineer $150.00 per hour Staff Engineer $125.00 per hour Senior Engineering Assistant $115.00 per hour Engineering Assistant $105.00 per hour CAD Operator $75.00 per hour Clerical $75.00 per hour Reproductions Cost plus 15% 2. INVOICES Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for work performed and reimbursable expenses incurred prior to the invoice date. Invoices shall contain the following information: a. Serial identifications of bills, i.e., Bill No. 1; b. The beginning and ending dates of the billing period; c. A summary containing the total contract amount, the amount of prior billings, the total due this period, and the remaining balance available for all remaining billing periods. 3. MONTHLY PAYMENTS City shall make monthly payments, based on such invoices, for satisfactory progress in completion of the Scope of Work, and for authorized reimbursable expenses incurred. 4. REIMBURSABLE EXPENSES There shall be no right to reimbursement of expenses incurred by Contractor except as specified in Exhibit A-1 to the First Amended Agreement. 407 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson SUBJECT: Transcript of SASCC Funding Request at May 19, 2010 Council Meeting RECOMMENDED ACTION: Accept report, review attached transcript, and approve attached minutes for the May 19, 2010 Regular City Council Meeting as originally submitted on the June 2, 2010 Council Meeting Agenda. REPORT SUMMARY: At the June 2, 2010 City Council meeting, Councilmember Miller requested to remove Item 5. City Council Meeting Minutes – May 19, 2010, from the Consent Calendar for clarification. Councilmember Miller questioned the motion made regarding the funding request for a Matching Grant for Saratoga Area Senior Coordinating Council (SASCC) and whether the Matching Grant was intended to be directed towards rebuilding the nexus of SASCC’s endowment or for operating expenses. Council requested the City Clerk to watch the May 19, 2010, meeting video pertaining to this discussion and motion, and provide a transcript of the discussion and motion. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain May 19, 2010 City Council meeting minutes for legislative history. 408 ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A – Minutes from May 19, 2010 Regular Council Meeting. Attachment B – Transcript of SASCC funding request discussion at the May 19, 2010 City Council meeting. 409 MINUTES SARATOGA REGULAR CITY COUNCIL MEETING MAY 19, 2010 The City Council held a Joint Meeting with the Los Gatos-Saratoga Union High School District and Saratoga Union Elementary District in the Administrative Conference Room at 5:30 p.m. The City Council met in Closed Session in the Administrative Conference Room, 13777 Fruitvale Avenue, at 6:30 p.m. ANNOUNCEMENT OF CLOSED SESSION Conference with Legal Counsel – Existing Litigation: Government Code Section 54956.9 (a)): (1 case) City of Saratoga v. PG&E et al., (Santa Clara County Superior Court Case No.1-08-CV-124267) MAYOR’S REPORT ON CLOSED SESSION Mayor King stated there was no reportable information from the Closed Session held prior to the Regular Council meeting. Mayor King called the Regular City Council meeting to order at 7:00 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Chuck Page, Howard Miller, Vice Mayor Jill Hunter and Mayor Kathleen King ABSENT: Vacant (Susie Nagpal) ALSO Dave Anderson, City Manager PRESENT: Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager Mary Furey, Administrative Services Director John Cherbone, Public Works Director John Livingstone, Community Development Director Crystal Morrow, Administrative Analyst II REPORT OF CITY CLERK ON POSTING OF AGENDA Mayor Kathleen King reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 19, 2010 was properly posted on May 13, 2010. 410 2 COMMUNICATIONS FROM BOARDS AND COMMISSIONS Mayor King noted the representatives from the Los Gatos-Saratoga Union High School District and Saratoga Union Elementary District would provide a report of their 5:30 p.m. joint meeting with the City Council at a later meeting in June. COUNCIL DIRECTION TO STAFF None at this time. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None COUNCIL DIRECTION TO STAFF None With the concurrence of the Council, Mayor King moved on to the Ceremonial Items. After the Ceremonial Items was completed, Mayor King moved on to the Announcement section of the agenda. ANNOUNCEMENTS Vice Mayor Hunter noted the Memorial Service in memory of Susie Ngpal will be held on May 31st at Villa Montalvo from 4PM to 6PM. Councilmember Page noted that due to limited parking at Villa Montalvo, a shuttle service would be available at West Valley College to Villa Montalvo. He added that a Blood Drive in honor of Councilmember Susie Nagpal was scheduled for June 8, 2010, from 12:00PM to 6:00PM at Saratoga Federated Church and appointments are required to donate blood. Appointments can be made online at www.redcrossblood.org or by calling the American Red Cross at 1-800-GIVE-LIFE. Councilmember Page also noted his wife’s birthday was today and wished his wife a happy birthday. Mayor King noted that City Councils from many of the Santa Clara County cities have been reaching out to the Saratoga community conveying their condolences to the family of Councilmember Susie Nagpal. In addition, many of the cities are asking for a moment of silence at their respective council meetings and/or sending letters of condolences. CEREMONIAL ITEMS 1. COMMENDATION HONORING DEBI SNYDER – SARATOGA AREA SENIOR COORDINATING COUNCIL (SASCC) EMPLOYEE STAFF RECOMMENDATION: 411 3 Read and present commendation. Mayor King read and presented the commendation to Debbie Snyder. 2. PROCLAMATION HONORING “NATIONAL FOSTER CARE – MONTH OF MAY 2010” STAFF RECOMMENDATION: Read and present proclamation. Mayor King read and presented the proclamation to Lisa Traxler, a Saratoga foster parent. Ms. Traxler was accompanied by her foster child, Jamie. SPECIAL PRESENTATIONS 3. VTA GOVERNANCE PRESENTATION STAFF RECOMMENDATION: Listen to a short presentation by Chris Moylan, Vice Mayor, City of Sunnyvale, on Valley Transportation Authority (VTA) Governance. Mayor King announced that Chris Moylan, Vice Mayor of the City of Sunnyvale, notified the City Clerk earlier on this day noting that he was cancelling his presentation. Mayor King moved on to the Consent Calendar section on the agenda. CONSENT CALENDAR No one requested to speak on any items on the Consent Calendar. 4. CITY COUNCIL MEETING MINUTES – MAY 5, 2010 STAFF RECOMMENDATION: Approve minutes. PAGE/MILLER MOVED TO APPROVE CITY COUNCIL MEETING MINUTES – MAY 5, 2010. MOTION APPROVED 4-0-Vacant. 5. REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS STAFF RECOMMENDATION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: April 29, 2010 May 06, 2010 412 4 PAGE/MILLER MOVED TO ACCEPT THE CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: APRIL 29, 2010. MOTION PASSED 4-0-Vacant. 6. ADOPTION OF ORDINANCE AMENDMENT TO CITY CODE ARTICLE 4-5 MASSAGE ESTABLISHMENTS AND MASSAGE PRACTITIONERS STAFF RECOMMENDATION: Staff recommends the Council waive the Second Reading and adopt the Ordinance amending the Massage Establishments and Massage Practitioners Ordinance related to City Code Article 4-55. ORDINANCE NO. 278 PAGE/MILLER MOVED TO WAIVE THE SECOND READING AND ADOPT THE ORDINANCE AMENDING THE MASSAGE ESTABLISHMENTS AND MASSAGE PRACTITIONERS ORDINANCE RELATED TO CITY CODE ARTICLE 4-55. MOTION PASSED 4-0-Vacant. 7. ADOPTION OF ORDINANCE AMENDING THE ZONING REGULATIONS RELATED TO CITY CODE ARTICLE 15-47 -WATER EFFICIENT LANDSCAPE ORDINANCE STAFF RECOMMENDATION: Waive the Second Reading and adopt the Ordinance amending the Zoning Regulations related to City Code Article 15-47 - Water Efficient Landscape Ordinance. ORDINANCE NO. 279 PAGE/MILLER MOVED TO WAIVE THE SECOND READING AND ADOPT THE ORDINANCE AMENDING THE ZONING REGULATIONS RELATED TO CITY CODE ARTICLE 15-47 - WATER EFFICIENT LANDSCAPE ORDINANCE. MOTION PASSED 4-0-Vacant. 8. HISTORICAL PARK LANDSCAPE IMPROVEMENT PROJECT – BUDGET AMENDMENT STAFF RECOMMENDATION: Approve Budget Resolution. RESOLUTION NO. 10-024 PAGE/MILLER MOVED TO APPROVE BUDGET RESOLUTION. MOTION PASSED 4-0-Vacant. 9. CITYWIDE SIGNAL UPGRADE PROJECT PHASE I– AWARD OF CONSTRUCTION CONTRACT STAFF RECOMMENDATION: 413 5 1. Move to declare Guerra Construction of San Jose to be the lowest responsible bidder on the project 2. Move to award a construction contract to Guerra Construction in the amount of $188,305 and authorize the City Manager to execute the same. 3. Move to authorize the staff to issues change orders to the contract up to $23,000. PAGE/MILLER MOVED TO 1.) DECLARE GUERRA CONSTRUCTION OF SAN JOSE TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT; 2.) MOVE TO AWARD A CONSTRUCTION CONTRACT TO GUERRA CONSTRUCTION IN THE AMOUNT OF $188,305 AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME; AND 3.) AUTHORIZE THE STAFF TO ISSUES CHANGE ORDERS TO THE CONTRACT UP TO $23,000. MOTION PASSED 4-0-Vacant. . Mayor King suggested moving to Item 14 at this time. Council concurred. PUBLIC HEARINGS 10. FISCAL YEAR 2010/11 PROPOSED OPERATING & CAPITAL BUDGET PUBLIC HEARING STAFF RECOMMENDATION: Conduct a public hearing on the proposed FY 2010/11 Operating & Capital Budget, and provide direction to staff for budget adoption on June 2, 2010. Mary Furey, Administrative Services Director, presented the staff report. Director Furey proceeded to provide a report on the proposed FY 2010/11 Operating Budget. She then continued to provide a report on the proposed Capital Improvements of the FY 2010/11 Budget and asked if Council had any specific questions regarding the proposed Capital Improvements. At this time, Mayor King announced she would recuse herself from Council discussion on the Canyon View storm drain item due to the fact that she lived within 500 feet of that item. Mayor King stated she would turn this portion of the meeting over to Vice Mayor Hunter for this specific item. Mayor King left the Dias and chambers at 9:06 p.m. Vice Mayor Hunter opened the public hearing for comment on the Canyon View Project in the Capital Improvement portion of the public hearing. No one requested to speak on this item. Vice Mayor Hunter closed the public hearing comment on this specific item. MILLER/PAGE MOVED TO APPROVE THE CANYON VIEW PROJECT ON THE PROPOSED FY 2010/11 OPERATING & CAPITAL BUDGET. MOTION PASSED 3-0-1 WITH MAYOR KING RECUSED and Vacant. 414 6 Mayor King returned to the Dias to continue discussion on the remainder of the proposed FY 2010/11 Budget and Capital Improvements. Mayor King opened the public hearing and invited public comment on the remainder of the budget public hearing. The following people requested to speak on the remainder of the FY 2010/11 Budget and Capital Improvements: Ann Waltonsmith addressed the Council regarding the financial difficulties facing the Saratoga Area Senior Citizens Council (SASCC) and asked Council to consider a challenge grant in the amount of $50,000 to assist with SASCC’s financial needs. She noted that SASCC has prepared a letter to send to all Saratoga households asking for monetary support to help sustain SASCC’s programs, adding that any funds the Council could provide would be used to urge citizens to match the granted funds. She concluded by thanking Council for their consideration of this request. Kathleen Casey requested to speak on this item. City Manager Dave Anderson responded to Ms. Casey’s comments regarding the purchase a Mid Peninsula parcel of land. City Manager Dave Anderson responded to Ms. Casey’s comments regarding Hakone Gardens. No one else requested to speak on this item. Mayor King closed the public comment period. Councilmember Miller thanked the staff for all their voluntary reductions in salary and work hours in order to present a balanced budget to the Council and noted he would support the proposed budget. Councilmember Page also thanked staff for their efforts to help present a balanced budget and noted he supported the proposed budget. Vice Mayor Hunter thanked the staff for all their efforts and appreciates the personal cuts staff has taken in order to present a balanced budget and noted she supports the proposed budget. Mayor King commended staff for all their voluntary reductions in hours and salary and noted she supports the proposed budget. Mayor King also commented on the $50,000 challenge grant request to support SASCC’s programs and suggested that Council consider this request with the allocation of some funding from the undesignated funds in order to help SASCC raise additional funding through there challenge grant letter. 415 7 Vice Mayor Hunter stated that $50,000 is a large monetary request and feels there should be a specific reason noted in the SASCC letter for what this money would be used for. Councilmember Page also felt a tangible reason should be noted as to what the requested funds would be used for. Councilmember Miller stated that he supported providing funding assistance to help SASCC maintain their services to the community; however, he felt that SASCC should provide a presentation at a future council meeting outlining their future plans in a more detailed manner. Councilmember Page recommended allocating $25,000 from Council’s discretionary unallocated fund and another $5,000 from other funds for a total of $30,000. KING/MILLER MOVED TO SUPPORT A CHALLENGE GRANT OF $30,000 ALLOCATING $25,000 FROM THE CONTINGENCY FUND AND AN ADDITIONAL $5,000 FROM UNDESIGNATED FUNDS FOR A TOTAL OF $30,000 – A ONE DOLLAR FOR ONE DOLLAR CHALLENGE GRANT TO BE NOTED IN THE SASCC LETTER AND THAT THE LETTER BE WRITTEN IN A LARGER FONT. MOTION PASSED 4-0-Vacant. COUNCIL DIRECTION: Staff should bring this item back for adoption at the next regular council meeting and agendize a presentation from SASCC at the July 21, 2010 Joint Meeting describing in more detail how the funds would be used. 11. HEARING TO CONSIDER ADOPTION OF A RESOLUTION OF NECESSITY (EMINENT DOMAIN) FOR ACQUISITION OF AN ADDITIONAL EASEMENT IN PACIFIC GAS & ELECTRIC RIGHT OF WAY FOR JOE’S TRAIL AT SARATOGA DE ANZA STAFF RECOMMENDATION: Adopt a Resolution of Necessity making the appropriate findings and authorizing an amendment to the complaint in eminent domain proceedings for Joe’s Trail at Saratoga De Anza (the “Project”) to acquire an Additional Easement necessary for the Project. Heather Minner, attorney representing the City Attorney’s Office of Shute, Mihaly, and Weinberger, presented the staff report. Mayor King opened the public hearing for comment. Kathleen Casey requested to speak on this item. No one else requested to speak on this item. Mayor King closed the public hearing comment period. RESOLUTION NO. 10-025 416 8 PAGE/MILLER MOVED TO ADOPT A RESOLUTION OF NECESSITY MAKING THE APPROPRIATE FINDINGS AND AUTHORIZING AN AMENDMENT TO THE COMPLAINT IN EMINENT DOMAIN PROCEEDINGS FOR JOE’S TRAIL AT SARATOGA DE ANZA (THE “PROJECT”) TO ACQUIRE AN ADDITIONAL EASEMENT NECESSARY FOR THE PROJECT. MOTION PASSED 4-0-Vacant. OLD BUSINESS 12. CITY COUNCIL AND COMMISSIONS’ ELECTRONIC COMMUNICATIONS POLICY STAFF RECOMMENDATION: Adopt a resolution establishing a City Council and Commissions’ Electronic Communications Policy. Richard Taylor, City Attorney, presented the staff report. Mayor King invited public comment. Kathleen Casey requested to speak on this item. No one else requested to comment on this item. Mayor King closed the public comment. RESOLUTION NO. 10-026 PAGE/MILLER MOVED TO ADOPT RESOLUTION ESTABLISHING A CITY COUNCIL AND COMMISSIONS’ ELECTRONIC COMMUNICATIONS POLICY. MOTION PASSED 4-0-Vacant. 13. 2010 FALL ISSUE OF THE SARATOGAN STAFF RECOMMENDATION: Accept report and direct staff accordingly. Crystal Morrow, Administrative Analyst II, presented the staff report. Mayor King invited public comment. No one requested to speak on this item. COUNCIL DIRECTION: Council provided suggestions for articles in the Fall Saratogan. NEW BUSINESS 417 9 14. REMEMBRANCE FOR COUNCILMEMBER SUSIE NAGPAL STAFF RECOMMENDATION: Accept report and direct staff accordingly. Crystal Morrow, Administrative Analyst II, presented the staff report. Ms. Morrow noted that Mayor King and Vice Mayor Hunter proposed a memorial garden, in honor of Councilmember Nagpal, at the corner of Fruitvale and Allendale Avenue at the City Hall campus. She added that in the past, the City has planted memorial trees with a plaque to honor council members who have passed away. Vice Mayor Hunter noted that Councilmember Nagpal was very supportive of the Village Gardeners and frequently commented on the fact that Mr. Nagpal loved gardening; therefore, she felt a floral garden around the City of Saratoga signage at the Fruitvale/Allendale intersection, along with a monument plaque, would be a great location to honor Councilmember Susie Nagpal. Councilmember Miller noted he supported a memorial of planting both a tree and flowers in honor of Councilmember Susie Nagpal. Mayor King invited public comment. No one requested to speak on this item. Mayor King closed the public comment period. COUNCIL DISCUSSION: Mayor King noted the possibility of a garden and bench memorial and suggested having a group of individuals to help plan the memorial. Vice Mayor Hunter suggested having the community help plant the flowers in a specified memorial location or plant 1,000 daffodils bulbs throughout the community in the spring. Councilmember Miller noted he would also like a tree planted in Councilmember Nagpal’s honor so that a hundred years from now people could look at that tree and know that Susie Nagpal made a difference in this community. Councilmember Page noted the suggestions were great ideas and felt that steps needed to be taken to assure long term maintenance of a garden. He supported planting a tree in Councilmember Nagpal’s honor and suggested Council create an AdHoc Committee to work with Mr. Nagpal and city staff to begin the process. COUNCIL DIRECTION: Create an Adhoc Committee comprised of Vice Mayor Hunter and Councilmember Page to work with members of the Nagpal family. Those family members or family 418 10 friends that would like to work with the Adhoc Committee should contact the city clerk letting her know of their interest in working with the Adhoc Committee. Plans for the memorial would begin later in June or early July 2010. At this time Council members and members on the Dias expressed their appreciation and remembrances of working with Councilmember Susie Nagpal. Mayor King declared a break at 7:43 p.m. Mayor King reconvened the meeting at 7:55 p.m. and proceeded to Item 15 on the agenda. At this time Mayor King announced the Council would move to Item 10 – FISCAL YEAR 2010/11 PROPOSED OPERATING AND CAPITAL BUDGET PUBLIC HEARING on the agenda. Mayor King then announced the Council would instead move to Item 15 – FILLING CITY COUNCIL VACANCY on the agenda and then return to the Proposed Operating and Capital Budget Public Hearing. 15. FILLING CITY COUNCIL VACANCY STAFF RECOMMENDATION: Direct staff as to the Council’s preferred course of action to fill the vacancy on the City Council. Richard Taylor, City Attorney, presented the staff report. City Attorney Richard Taylor noted that State law requires the City Council to act within 30 days of the vacancy occurring. He noted Council must decide by June 12, 2010, how they would like to fill this vacancy. He stated Council could fill the vacancy by appointment or by calling a special election and if Council chooses to call a Special Election, the election for this vacancy would be held at the same time as the Regular General Election in November of 2010. Attorney Richard Taylor added that the person appointed or elected to fill this vacancy would hold this office only for the remainder of Councilmember Nagpal’s term, which ends in November 2012. City Attorney Richard Taylor noted that if Council chooses to fill this vacancy by appointment, they should have discussion regarding how they would like to proceed with the application and interview process. Mayor King invited public comment. The following people requested to speak on this item: Kathleen Casey addressed the Council and asked how this type of situation has been handled in the past and noted that if someone is appointed to fill this vacancy, it should be a previous Mayor or Councilmember. Emma Wyckoff addressed the Council and stated she supported a special election to fill the vacated seat. 419 11 Ann Waltonsmith, previous Mayor and Councilmember, provided a brief report on the history of Councilmember Jim Shaw’s passing while a member of the Saratoga Council and how she was appointed to fulfill his remaining term. No one else requested to speak on this item. Mayor King closed the public comment period. COUNCIL DISCUSSION: Vice Mayor Hunter noted she supports a special election to fill the vacancy. Councilmember Page noted he supports an appointment to fill the vacancy. Councilmember Miller noted he supports an appointment to fill the vacancy and added Council should agendize the discussion of Mayoral rotation on a future agenda in order to address the rotation protocol under these conditions. Mayor King noted she supports an appointment to fill the vacancy and added the interview and appointment process should be conducted in a public forum. Mayor King called for a motion and a vote at this time. PAGE/MILLER MOVED TO FILL THE VACANT COUNCIL SEAT AS SOON AS POSSIBLE BY APPOINTMENT TO COMPLETE COUNCIL MEMBER NAGPAL’S TERM (THAT TERM RUNS UNTIL THE COUNCIL REORGANIZATION FOLLOWING THE NOVEMBER 2012 ELECTION. MOTION PASSED 3-1-Vacant WITH VICE MAYOR HUNTER OPPOSING. DISCUSSION OF APPOINTMENT PROCESS: Council suggested a Study Session on Monday, May 24, 2010 at 5:00PM to discuss the interview and appointment process. Council suggested Friday, June 4, 2010, 12:00 noon – application submittal deadline. Council suggested Monday, June 7, 2010, at 6:00 p.m. to conduct interviews of applicants that have submitted applications and other required documents expressing an interest in being appointed to fill the unexpired term of Councilmember Susie Nagpal, which runs until the Council reorganization following the November 2012 election. PAGE/MILLER MOVED TO DIRECT STAFF TO IMPLEMENT THE PROPOSED DATES OF 1) STUDY SESSION ON MONDAY, MAY 24, 2010 AT 5PM; 2) FRIDAY, JUNE 4, 2010, 12:00 NOON – APPLICATION SUBMITTAL DEADLINE; AND 3) MONDAY, JUNE 7, 2010, INTERVIEW APPLICANTS INTERESTED IN BEING APPOINTED TO FILL UNEXPIRED TERM OF COUNCILMEMBER SUSIE NAGPAL. MOTION PASSED 4-0-Vacant. 420 12 At this time Mayor King moved to Item 10. FISCAL YEAR 2010/11 PROPOSED OPERATING AND CAPITAL BUDGET PUBLIC HEARING. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Kathleen King – reported: SCC Cities Association Selection Committee – she attended the last meeting and Bonnie Broderick spoke about the “no sugar” beverage program in County facilities; diet drinks are permitted. Ms. Broderick also noted that they did receive $7 million in Federal funding that was available to fight obesity and/or tobacco use, and they will use these funds to help fight tobacco use and must come up with a plan quite quickly showing how the funds will be spent over the two-year period. [Councilmember Miller suggested the City should apply for a $50,000 grant to move forward with the adoption of the no smoking in parks ordinance] Vice Mayor Jill Hunter – reported: Hakone Foundation Board – meets next week. SASCC – meets next week. Historical Foundation – met last week and they had a great discussion about the Erie Canal. The Foundation has a newsletter that will be going out shortly. Councilmember Howard Miller – reported: KSAR – has approved their operating budget for the next Fiscal Year and are continuing to look at their capital budget with regard to a PEG fee, which comes from the cable company ad AT&T; discussion continues on intern planning. Santa Clara County Cities Association Board – has addressed their next Fiscal year’s budget and they discussed plans for addressing the excess reserves the Association has amassed in the last five years. The excess reserves isn’t large, however, they would like to adjust the rate structure downward and hold the rate constant for a period of time in order to use up the reserves. West Valley Solid Waste Joint Powers Authority – adopted next Fiscal Year budget; implemented statutory rate increases and franchise rate increase; and they approved commercial food scrap recycling beginning January 1, 2011, with direction to the hauler to do extensive outreach to key businesses and to the chamber of commerce’s representing the cities being served. West Valley Transportation Authority PAC – the State has authorized up to a $10 tax per vehicle and the VTA PAC Board will decide if they want to move forward with a ballot measure to get it passed. Councilmember Chuck Page – reported: Saratoga Ministerial Association – asked that staff provide information regarding the location of the meetings. West Valley Sanitation District – he attended the last meeting and discussion took place regarding a Prop 218 question regarding a minimal rate increase over a three year period; the District’s long time attorney has retired and a new attorney has been hired to represent the District. CITY COUNCIL ITEMS None 421 13 CITY MANAGER’S REPORT None ADJOURNMENT There being no additional business, Mayor King asked for a motion to adjourn. MILLER/PAGE MOVED TO ADJOURN THE REGULAR MEETING AT 10:30PM. MOTION PASSED 4-0-Vacant. Respectfully submitted, Ann Sullivan, CMC City Clerk 422 TRANSCRIPT OF COUNCIL DISCUSSION ITEM 10 – FISCAL YEAR 2010/11 PROPOSED OPERATING & CAPITAL BUDGET PUBLIC HEARING MAY 19, 2010 CITY COUNCIL MEETING Speaker Ann Waltonsmith – addressed the Council noting SASCC (Saratoga Area Senior Coordinating Council) has drafted a letter that is ready to go out to all Saratoga households. Ann Waltonsmith: We are holding off mailing the letter to request your support of the letter to consider a challenge grant and I’m asking for your support of the letter; in fact, I’m asking you for $50K dollars so that we could use it to urge people to match it. SASCC has its back to the wall and is doing all it can to raise capital. This letter has some local business sponsorship so that SASCC does not have to pay for mass mailing to all Saratoga households. Last fall, Susie Nagpal, Council Liaison to SASCC, asked SASCC to put on a fund raiser. We are asking for as much as possible from you for the Challenge Grant. Councilmember Page: Do you have any recommendations where that $50K would come from? Speaker Ann Waltonsmith: I was actually thinking that if you had any Council Discretionary left. . . . Mayor King: SASCC is having difficult times right now; is there a gap that needs to be filled right now? Speaker Ann Waltonsmith: It’s not the gap right now. We’re cutting staff right now; we’re cutting the budget right now wherever we can so that we can come in with as much of a budget as we possibly can. What we are looking for, is to try to replace – huh, we are going for a million dollars, because if we get the million dollars, plus the amount we have right now – we could then begin to live on the proceeds again – rather than eating into the “corpus” of the investments. So that’s what we are doing, we are going for as much as we can this year, and then the following years we just have to rebuild after the last two years of the terrible market. So it’s not to just live on, it’s to - we are trying to rebuild the corpus of the money so that we can then live on the proceeds. [Comments from the public]. [Council comments regarding their support of the proposed budget]: Mayor King: I do want to recognize what Ann Waltonsmith brought up about SASCC. We have conveyed to the Recreation Department that we are realistic and will make up 35% of their budget because it is not a break even to do a Recreation Department; yet we fund some of SASCC, but we don’t feel SASCC should have the same benefit as the Recreation Department. I look at what SASCC does, and if the City had to all that SASCC does, the City couldn’t afford it. 423 I would like us to look at some of the unrestricted/undesignated funding to put a challenge grant together to help SASCC stabilize more. I would like to recommend that we look at SASCC’s request with some of that uncommitted funding now, to help them raise funds. Vice Mayor Hunter: Councilmember Nagpal had conveyed to me very recently that she felt strongly about having a fund raiser for SASCC. Mayor King: I would like to see the letter that is going out be typed in a larger print and that this be a one-for-one challenge grant for every dollar that you raise – in the amount of, Jill . . . . . ? Vice Mayor Hunter: I think $50,000 is a huge amount and I cannot begin to comprehend where we would get those kinds of funds and you are not indicating what the challenge grant is for – the direct amount that the City is offering. I defer to the rest of the Council. Councilmember Page: I agree with Vice Mayor Hunter that having something tangible that the money is going to; either explain what changes are being made to show – okay, we have been cutting into the nest egg for a long time and this is how we are changing to make sure we don’t continue, and then this challenge grant is to pay for operations going forward and it will extend our life by “X X”. I would like something tangible; if not, then perhaps there is a specific program that you are running and this is going to be used to fund that. Councilmember Page then asked Finance Director how much money was left in Council Discretionary Funds. Director Furey responded – “currently about $26,000”. Councilmember Page: I would feel very comfortable setting a number of about $30,000; taking a few thousand out of the un-allocated and if an emergency does come up, we do have the nest egg too, that we could refill the Council Discretionary Fund, knowing that this is an election year. Chances are we probably won’t see that many new things that we want to do, unless they become campaign issues. So I feel confident that the money will still be available. If we have $25,000 - $27,000 – then add another $5,000. I think the senior services that are provided by SASCC would be hard pressed if the City had to provide those services. I think that if we are comfortable with $30,000 today in a tough economy, and if the money can be matched, maybe Council would even consider more – if they have it. Mayor King: So Chuck, the challenge would be $30,000 and if SASCC raises $30,000, they would receive the $30,000 from Council? Councilmember Page: It could be a dollar-for-dollar or a two for one. Mayor King: I like the “dollar-for-dollar”. Councilmember Miller: SASCC matters and I think we really need to do something. I feel like we are missing some active engagement on the crux of what the plan is. Ann Waltonsmith provided an outline of the plan and I’m wondering if we, as a Council considering putting some 424 money into this, could consider having a Study Session, at which point we could have a working plan on what their plan is for recovery of their budget, or even simpler – maybe SASCC could do a presentation at a future Council meeting to discuss the plan. We all would like to see SASCC survive and I would like to understand more about what the plan is. Short term – they have a letter going out and having real dollars behind that – if we want to take $25,000 from the Contingency Fund and another $5,000 from somewhere else, I would be supportive of that. Short term, I am with you, however, I would like to figure out a way to engage in a more detailed manner. Mayor King: I will make a motion that we have a challenge grant for SASCC for $30,000. We take $25,000 from the Contingency Fund and $5,000 from the Un-allocated Funding. A total of $30,000 for a dollar-for-dollar Challenge Grant for SASCC so they can include this in their letter that they are preparing to send, and that the letter be in larger print. Councilmember Page: Yes, please. Councilmember Miller: I would second that. KING/MILLER MOVED TO SUPPORT A CHALLENGE GRANT OF $30,000; ALLOCATING $25,000 FROM THE CONTINGENCY FUND AND AN ADDITIONAL $5,000 FROM UNDESIGNATED FUNDS FOR A TOTAL OF $30,000 – A ONE DOLLAR FOR ONE DOLLAR CHALLENGE GRANT TO BE NOTED IN THE SASCC LETTER AND THAT THE LETTER BE WRITTEN IN A LARGER FONT. MOTION PASSED 4-0-Vacant. COUNCIL DIRECTION: Staff should bring this item back for adoption at the next regular council meeting and agendize a presentation from SASCC at the July 21, 2010 Joint Meeting describing in more detail how the funds would be used. 425 Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: John F. Livingstone, AICP DIRECTOR: John F. Livingstone, AICP SUBJECT: Report on Effects of Proposed Initiative Regarding Second Story Limitation in Saratoga RECOMMENDED ACTION: Direct Staff Accordingly. REPORT SUMMARY: On May 27th the City received a notice of intent to circulate an initiative petition for an ordinance concerning a second story limitation in Saratoga. On June 2nd the City Council asked for a staff report describing the Council’s options for obtaining more information regarding the measure. The State Elections Code (section 9212) provides that any time while an initiative measure is circulating or after the petition has been filed the City Council may refer the measure to any city agency or agencies for a report on the initiative’s effects. Under the Code, the City Council may direct staff to prepare a report on any or all of the following items: 1. Its fiscal impact. 2. Its effect on the internal consistency of the city's general and specific plans, including the housing element, the consistency between planning and zoning, and the limitations on city actions under Section 65008 of the Government Code and Chapters 4.2 (commencing with Section 65913) and 4.3 (commencing with Section 65915) of Division 1 of Title 7 of the Government Code. 3. Its effect on the use of land, the impact on the availability and location of housing, and the ability of the city to meet its regional housing needs. 4. Its impact on funding for infrastructure of all types, including, but not limited to, transportation, schools, parks, and open space. The report may also discuss whether the measure would be likely to result in increased infrastructure costs or savings, including the costs of infrastructure maintenance, to current residents and businesses. 5. Its impact on the community's ability to attract and retain business and employment. 6. Its impact on the uses of vacant parcels of land. 426 Page 2 of 2 7. Its impact on agricultural lands, open space, traffic congestion, existing business districts, and developed areas designated for revitalization. 8. Any other matters the legislative body requests to be in the report. If the Council requests a report, the report must be completed no later than 30 days after the elections official certifies that sufficient signatures have been collected to qualify the measure for the ballot. The City Council may also specify an earlier deadline for the report. FISCAL IMPACTS: Fiscal impacts will depend on the scope of the study and the extent to which any information is required of outside consultants. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTIONS: N/A FOLLOW UP ACTION: As directed. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. Notice of this meeting was properly posted at City Hall and published in the Saratoga News. ATTACHMENTS: 1. Proposed Initiative 2. Title and Summary of Initiative filed 427 428 429 430 431 432 433 434 435 436 Initiative Measure Specifying a Two-Story Limit on Structures in Saratoga, Standards for Height of Structures in the CH-1 and CH-2 Zoning Districts, and the Definition of Building Height Applicable Citywide The purpose of this measure is to amend the Saratoga City Code, General Plan, and related policy documents to (1) limit structures throughout the City of Saratoga to two stories, with certain exceptions, (2) readopt and amend standards for building height in the CH-1 and CH-2 zoning districts, (3) readopt the existing definition of building height, and (4) require voter approval of any changes to the measure through 2039. Specifically, the measure would adopt a new section of the City Code and a new provision of the Housing Element of the General Plan that would: • Specify a two-story limit for new buildings, structures, remodels and additions within every zoning district in the City; • Allow a third story on the rear of structures on the west side of Big Basin Way if that story faces Saratoga Creek and is entirely below the grade of Big Basin Way; • Set standards for determining when a basement or below-grade story is subject to the two-story limit; • Provide that if the number of stories or the height of a project is ambiguous, the ambiguity shall be resolved in favor of the most restrictive limit; and • Exempt from the limitations of the initiative (1) the area known as the Fellowship Plaza, (2) the triangular area bounded by Lawrence Expressway, Saratoga Avenue, and Prospect Road, and (3) any project with a vested right. The measure would readopt and amend provisions in the City Code, Village Design Guidelines, and Village Plan concerning the CH-1 and CH-2 Districts to: • Establish a two-story limit for all structures with an exception for below- grade stories on Big Basin Way as described above; • Maintain the existing 35 foot height limit in the CH-1 District and add an exception limiting the height of mixed use structures/projects to 26 feet; and • Maintain the existing 26 foot height limit in the CH-2 District. The measure would make the provisions of section 15-06.340 of the City Code part of the initiative. That section provides as follows: "Height of building" means the vertical distance from the average of the highest and lowest point of the lot at the building's edge, measured from 437 2 natural grade, of that portion of the lot covered by the building to the topmost point of the roof excluding appurtenances, unless otherwise specified in this Chapter. The Community Development Director, through the use of the best available information, such as tract grading plans, vegetation, and neighborhood topography or existing grades, shall determine natural grade. The measure would provide for its implementation. In addition, it would require, through December 31, 2039, voter approval of any amendment or repeal of the provisions adopted by the measure. 438 Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: June 16, 2010 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: John F. Livingstone, AICP DIRECTOR: John F. Livingstone, AICP SUBJECT: Village Vision RECOMMENDED ACTION: Direct Staff Accordingly. REPORT SUMMARY: At the April 21st City Council meeting the Council expressed interest in creating a vision for the Saratoga Village within the next 18 months. The Council requested that staff agendize the item for formal discussion at a future City Council meeting. Staff contacted consultants from Common Sense California, who assist cities with the civic engagement process. In a recent phone conversation they recommended against starting a civic engagement process that may be impacted by the Initiative that was filed May 26, 2010. The “Vision” was originally initiated by Council members Chuck Page and Howard Miller. Based on the recommendation of the consultant from Common Sense California they are recommending that the visioning process be delayed until the results of the initiative process are known. FISCAL IMPACTS: Delaying the project would have no fiscal impact. If the project was to proceed the costs required for a visioning process would depend upon the scope and duration of the process. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTIONS: The City Council could recommend that the Village Visioning process proceed. FOLLOW UP ACTION: As directed. 439 Page 2 of 2 ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. Notice of this meeting was properly posted at City Hall and published in the Saratoga News. ATTACHMENTS: None 440