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AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, January 7, 2009
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
December 23, 2008)
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. Proclamation Declaring the Month of January 2009 as "National Blood Donor
Month"
Recommended action:
Present proclamation.
SPECIAL PRESENTATIONS
None
1
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.
2. Review of Accounts Payable Registers
Recommended action:
That the City Council accepts the Check Registers for Accounts Payable cycles:
December 11, 2008
December 18, 2008
3. Treasurer's Report for the Month Ended October 31, 2008
Recommended action:
The City Council review and accept the Treasurer's Report for the month ended
October 31, 2008.
4. 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.
5. Approval of Sport User Agreements - 2009
Recommended action:
Approve Sport User Agreements with American Youth Soccer Organization,
Saratoga Little League, Quito Little League, De Anza Youth Soccer League, West
Valley Lacrosse Club, West Valley Youth Soccer League, and Saratoga Pony League
for the use of Saratoga City parks, West Valley College, and Prospect High School
for organized sport use and authorize the City Manager to execute the same.
6. Adopt Resolution Approving the Use of a Master Public Employee Bond to Provide
Required Coverage for the City
Recommended action:
Staff recommends that City Council adopt a Resolution approving the use of a Master
Public Employee Bond to provide required coverage for the City.
PUBLIC HEARINGS
None
OLD BUSINESS
None
2
NEW BUSINESS
7. Review of Parking Code Section 15-35.020(k) which relaxed parking requirements in
the Village from March 1, 2006 to February 28, 2009
Recommended action:
Review report and direct Staff accordingly on the following options:
1. Allow the code section to expire and remain in the code
2. Allow the code section to expire and amend the code to remove the section
3. Amend the City Code to extend the time period and/or modify the existing section
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Chuck Page
Hakone Foundation Executive Committee
Peninsula Division, League of California Cities
SSC Cities Association Executive Board
SCC Cities Association Selection Committee
Valley Transportation Authority PAC
West Valley Sanitation District
West Valley Mayors and Managers Association
Council Finance Committee
Vice Mayor Kathleen King
Hakone Foundation Board
Lower Peninsula Valley Flood Control & Watershed Advisory Committee
SCC Cities Association – Joint Economic Development Policy Committee (JEDPC)
City School Ad-Hoc
Councilmember Jill Hunter
Historical Foundation
Library Joint Powers Association
Santa Clara County Valley Water District Commission
Village AdHoc
Councilmember Howard Miller
Chamber of Commerce
KSAR
Santa Clara County Emergency Council
West Valley Solid Waste Joint Powers Association
Councilmember Susie Nagpal
ABAG
Comprehensive County Expressway Planning Study Policy Advisory Board (PAB)
County HCD Policy Committee
SASCC
Sister City Liaison
3
CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other
materials provided to the City Council by City staff in connection with this agenda are
available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California
95070. Note that copies of materials distributed to the City Council concurrently with the
posting of the agenda are also available on the City website at www.saratoga.ca.us. Any
materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for
the meeting of the City Council of the City of Saratoga was posted on December 23,
2008, for 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 23rd day of December 2008 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
4
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2009
1/7 Regular Meeting
1/21 Regular Meeting – Chamber of Commerce
1/30 City Council Retreat @ North Campus
2/4 Regular Meeting – Joint Meeting with Planning Commission
2/18 Regular Meeting – Joint Meeting with Supervisor Liz Kniss
3/4 Regular Meeting – Joint Meeting with School Districts: Saratoga Union
Elementary School District; Los Gatos-Saratoga Union High School
District; Cupertino School District; Campbell School District Moreland
School District; Fremont High School District; Sacred Heart; St. Andrews,
and Campbell Union High School District
3/18 Regular Meeting – Joint Meeting with Sheriff’s Office and County Fire
4/1 Regular Meeting – Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
4/15 Regular Meeting – Joint Meeting with Youth Commission
5/6 Regular Meeting – Joint Meeting with Mt. Winery
5/20 Regular Meeting – Joint Meeting with Montalvo Arts
6/3 Regular Meeting – Joint Meeting with Parks and Recreation Commission
6/17 Regular Meeting – Joint Meeting with HOA Presidents
7/1 Regular Meeting –
7/15 Regular Meeting – Joint Meeting with SASCC
8/5 Regular Meeting – Joint Meeting with Saratoga Ministerial Association
8/19 SUMMER RECESS – NO COUNCIL MEETING
9/2 Regular Meeting – Joint Meeting with Hakone Foundation
9/16 Regular Meeting – Joint Meeting with West Valley Board of Trustees
10/7 Regular Meeting – Joint Meeting with Traffic Safety Commission
10/21 Regular Meeting – Joint Meeting with Historical Foundation & Heritage
Preservation Comm.
11/4 Regular Meeting – Saratoga Village Development Council
11/18 Regular Meeting -
12/1 Council Reorganization
12/2 Regular Meeting -
12/16 Regular Meeting -
5
SARATOGA CITY COUNCIL
MEETING DATE: January 7, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Proclamation Declaring the Month of January 2009 as “ National Blood Donor
Month”
RECOMMENDED ACTION:
Present proclamation.
REPORT SUMMARY:
The attached proclamation declares the month of January 2009 “National Blood Donor Month”.
Mona Helmhold, Donor Recruitment Account Manager, will be attending the meeting to accept
the proclamation on behalf of the American Red Cross.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A – Copy of proclamation
6
CITY OF SARATOGA
PROCLAMATION DECLARING
THE MONTH OF JANUARY 2009
VOLUNTEER BLOOD DONOR MONTH
WHEREAS, the American Red Cross Northern California Blood Services Region
distributes 130,000 pints of blood per year for the protection of local patients, yet fewer than
100,000 pints of blood are collected in the region annually; and
WHEREAS, one blood donation may help save three lives; and
WHEREAS, some 40 percent of the public is eligible to donate, yet fewer than 5 percent
donate blood; and
WHEREAS, there is a need for additional healthy, regular volunteer donors to join the ranks
of those who already give of themselves so generously; and
WHEREAS, there is a need for civic and service organizations and businesses to sponsor
blood drives.
Therefore, I, Chuck Page, Mayor of the City of Saratoga, hereby proclaim the month of
January as
“National Blood Donor Month”
for Saratoga and urge all citizens to pay tribute to those among us who donate for others
in need. I urge citizens in good health to donate regularly. I also urge all civic and service
organizations and businesses, if they have not already done so, to form blood donor groups to
provide blood for others.
WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA this 7th day of
January 2009.
_________________________
Chuck Page, Mayor
City of Saratoga
7
Dave Anderson
Melanie Whittaker Mary Furey
RECOMMENDED ACTION:
That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles:
December 11, 2008
December 18, 2008
REPORT SUMMARY:
Attached are the Check Registers for:
Date
Ending
Check No.
12/11/08 111092 111162 71 301,602.77 12/11/08 12/04/08 111091
12/18/08 111163 111264 102 155,429.38 12/18/08 12/11/08 111162
AP Date Check No. Issued to Dept.Amount
12/11/08 111106 Public Works 48,735.00
12/11/08 111113 Public Works 30,383.44
12/11/08 111115 Public Works 28,852.00
12/11/08 111122 Public Works 29,368.90
12/11/08 111148 Various 38,106.99
12/11/08 111156 Various 13,109.62
12/11/08 111161 Public Works 58,173.93
12/18/08 111178 Public Safety 28,352.08
12/18/0/8 111193 Public Works 10,208.00
12/18/08 111231 Various 14,019.01
Duran & Venables, Inc Streets Asphalt Removal
George Bianchi
Construction Streets Concrete Repairs
City of Campbell General JPA Dues for FY 2008/09
Department of
Enviromental Health General Hazardous Waste Fees FY 2008/09
Accounts Payable
Accounts Payable
The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description of the expenditure:
Fund Purpose
SUBJECT: Review of Accounts Payable Check Registers.
Type of Checks Date
Starting
Check No.
Ending Check
No.Total Checks Amount Checks Released
Prior Check Register
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
PREPARED BY:DEPT. DIRECTOR:
SARATOGA CITY COUNCIL
MEETING DATE:January 7, 2009 AGENDA ITEM:
Shute Mihaly &
Weinberger Various
Monthly Services - Legal Fees/City
Attorney / Litigation
US Bank Card Various Cal Card Monthly Billing
Monthly Gas & Electric Services
B&B Landscape Grant Kevin Moran Improvements
Monthly Animal Services
Gachina Landscape Various Landscape Maintenance
City of San Jose General
Pacific Gas & Electric Various
8
The following are Accounts Payable checks that were voided or manually issued:
AP Date Check No.Amount
12/11/2008 111047 Comcast (470.48)
12/11/2008 111000 Eben Kurtzman (90.00)
12/11/2008 111100 B&B Landscape (64,637.70)
12/18/2008
The following is a list of cash reduction by fund:
Fund #AP 12/11 AP 12/18 Total
111 General 154,303.38 92,002.95 246,306.33
231 Village Lighting 2,899.86 2,899.86
232 Azule Lighting 223.86 223.86
233 Sarahills Lighting 248.81 248.81
241 Arroyo de Saratoga Landscape 190.63 190.63
242 Bonnet Way Landscape 350.50 350.50
243 Carnelian Glen 135.00 135.00
244 Cunningham/Glasgow Landscape 306.38 306.38
245 Ferdericksburg Landscape 161.45 161.45
246 Greenbriar Landscape 592.80 592.80
247 Kerwin Ranch Landscape 340.00 340.00
248 Leutar Court Landscape 136.44 136.44
249 Manor Drive Landscape 160.00 160.00
251 McCartysville Landscape 464.79 464.79
252 Prides Crossing Landscape 692.53 692.53
253 Saratoga Legends Landscape 363.00 363.00
254 Sunland Park Landscape 340.00 340.00
255 Tricia Woods Landscape 92.43 92.43
271 Beauchamps Landscape 131.91 131.91
272 Bellgrove Landscape 3,889.57 3,889.57
273 Gateway Landscape 27.37 529.50 556.87
274 Horseshoe Landscape/Lighting 329.76 329.76
275 Quito Lighting 1,082.98 1,082.98
276 Tollgate LLD 31.88 90.00 121.88
277 Village Commercial Landscape -
311 Library Bond Debt Service -
411 CIP Street Projects 30,125.16 7,437.02 37,562.18
412 CIP Parks Projects 12,254.54 4,813.06 17,067.60
413 CIP Facility Projects 9,924.84 9,924.84
414 CIP Admin Projects 3,515.97 3,515.97
421 Tree Fine Fund 963.44 963.44
431 Grant Fund - CIP Streets 58,173.93 58,173.93
481 Gas Tax Fund 29,368.90 29,368.90
611 Liability/Risk Mgt 857.16 857.16
612 Workers' Comp 625.00 625.00
621 Office Stores Fund 1,095.22 1,477.81 2,573.03
622 Information Technology 746.21 5,488.95 6,235.16
623 Vehicle & Equimpent Maint 4,829.00 1,879.80 6,708.80
624 Building Maintenance 4,445.15 17,064.31 21,509.46
631 -
632 1,828.90 1,828.90
301,602.77 155,429.38 457,032.15
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
TOTAL
Voided - Reissued 12/11/2008
Fund Description
Vehicle & Equipment Replacement
IT Equipment Replacement
(None)
Voided - Reissued 12/11/2008
Issued to Description
Voided - Reissued 12/11/2008
9
ATTACHMENTS:
Check Registers in the A/P Checks By Period and Year report format
10
11
207
205
206
211
215
233
227
202
203
228
212
201
209
222
225
217
210
216
226
232
231
204
229
224
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
SARATOGA CITY COUNCIL
MEETING DATE: January 7, 2009 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey, Director
SUBJECT: Treasurer’s Report for the Month Ended October 31, 2008
RECOMMENDED ACTION
The City Council review and accept the Treasurer’s Report for the month ended October 31, 2008.
REPORT SUMMARY
California government code section 41004 requires that the City Treasurer (the Municipal Code of the
City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City Treasurer)
submit to the City Clerk and the legislative body a written report and accounting of all receipts,
disbursements, and fund balances.
Section 41004. Regularly, at least once each month, the City Treasurer shall submit to the City
Clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall
file a copy with the legislative body.
The following attachments provide various financial data and analysis for the City of Saratoga’s Funds
collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from
the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present.
FISCAL IMPACT
Cash and Investments Balance by Fund
As of October 31, 2008, the City had $48,792 in cash deposit at Comerica bank, and $14,321,404 on
deposit with LAIF. Council Policy on operating reserve funds, adopted on April 20, 1994, states that: for
cash flow purposes, to avoid occurrence of dry period financing, pooled cash from all funds should not be
allowed to fall below $2,000,000. The total pooled cash balance as of October 31, 2008 is $14,370,196
and exceeds the minimum limit required.
Cash Summary
Unrestricted Cash
Comerica Bank 48,792$
Deposit with LAIF 14,321,404$
Total 14,370,196$
27
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City would not be in compliance with Government Code Section 41004.
ALTERNATIVE ACTION
N/A
FOLLOW UP ACTION
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
A – Cash Balances by Fund
B – Change in Total Fund Balances by Fund
C – Cash and Investments by CIP Project
D – Change in Total Fund Balances by CIP Project
E – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
28
ATTACHMENT A
The following table summarizes the City’s total cash and investment balances by Fund.
Fund Types Fund Description
Cash & Investment
Balance at
October 31, 2008
General General Fund
Reserved:
Petty Cash Reserve 1,300$
Designated:
Designated for Operations 2,808,164$
Designated for Economic Uncertainty 1,300,000$
Designated for Development Program 782,380$
Designated for Environmental Program 679,917$
Undesignated:1,003,103$
Special Revenue Landscape and Lighting Districts 162,528$
CDBG Federal Grants -$
SHARP Program 112,699$
Capital Project Street Projects 2,236,719$
Park and Trail Projects 1,604,563$
Facility Improvement Projects 972,738$
Adminstrative Projects 198,796$
Tree Fund (17,959)$
CIP Grant Fund (82,767)$
Gas Tax Fund 316,409$
Debt Service Library Bond 201,380$
Internal Service Equipment Replacement 182,719$
IT Replacement 341,782$
Facility Maintenance 297,778$
Equipment Maintenance 52,050$
Information Technology Services 203,435$
Office Stores Fund 42,478$
Liability/Risk Management 100,362$
Workers Compensation 133,218$
Trust/Agency Library Fund 696,742$
KSAR - Community Access TV 39,662$
Total City 14,370,196$
29
ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City’s major fund types as at October 31,
2008. This table excludes Trust and Agency funds where the City acts merely as a third party custodian
of an outside party’s funds.
Fund Description
Fund
Balance
07/01/08
Increase/
(Decrease)
Jul-Sep
Current
Revenue
Current
Expenditure Transfers
Fund Balance
10/31/08
General
Undesignated Unreserved Balance 3,141,836 (1,946,860) 810,791 1,625,649 380,118
Reserved Fund Balance:
Petty Cash Reserve 1,300 - - - 1,300
Designated Fund Balances:- -
Designated for Operations 2,808,164 - - - 2,808,164
Designated Economic Uncertainty 1,500,000 (200,000) - - 1,300,000
Designated for Development 782,380 - - - 782,380
Designated for Environmental 679,917 - - - 679,917
Special Revenue
Landscape/Lighting 209,821 (17,081) 11,548 46,164 158,125
CDBG Federal Grants - - - - -
SHARP Loan 93,877 (67) - - 93,810
Capital Project
Street Projects 2,432,995 (34,296) - 75,288 - 2,323,411
Park and Trails 1,627,399 (27,744) 102,667 149,027 - 1,553,295
Facility Improvements 994,315 (52,583) - 15,102 - 926,630
Adminstrative Projects 219,841 (5,396) - 10,254 - 204,191
Tree Fund - 1,647 200 19,806 - (17,959)
Grant Fund - 34,576 77,152 194,494 - (82,767)
Gas Tax Fund - 86,708 41,287 400 - 127,596
Debt Service
Library Bond 853,620 (658,346) 6,081 - 201,355
Internal Service Fund
Equipment Replacement 98,109 48,259 50,000 13,651 182,718
Technology Replacement 316,310 12,647 12,826 - 341,782
Building Maintenance 101,361 67,208 201,771 79,085 291,254
Equipment Maintenance 13,412 13,377 62,500 24,964 64,325
Information Technology Services 122,541 6,064 101,017 32,035 197,588
Stores Fund 32,616 (4,423) 16,138 1,853 42,478
Liability/Risk Management 128,689 (99,137) 71,567 839 100,280
Workers Compensation 47,736 20,875 65,230 649 133,192
Total City 16,206,240 (2,754,570) 1,630,774 2,289,262 - 12,793,184
30
ATTACHMENT C
CASH AND INVESTMENTS BALANCES BY CIP PROJECT
The following table details the cash balances for each project in the Streets, Parks & Trails, Facility
Improvements, and Administrative Project Program Funds.
CIP Funds/Projects
Cash & Investment
Balance at
October 31, 2008
Street Projects
Traffic Safety 11,757
Highway 9 Safety Project 82,460
Annual Street Resurfacing Project 465,283
Sidewalks Yearly Project 120,075
Saratoga Sunnyale Road Resurfacing (114,321)
Traffic Signal @ Verde Vista Lane 90,000
Fourth Street Bridge 100,000
Highway 9 and Oak Place Pedestrian Sign (16,188)
Quito Road Bridge Replacement 9,730
Quito Road Bridge Construction 115,726
Village Newsrack Enclosur 23,384
Village Façade Program 19,430
Solar Power Radar Feedback Signs 24,158
El Quito Area Curb Replacement 37,552
Sobey Road Culvert Repair 150,000
Village Trees & Lights at Sidestreets 31,965
Village Pedestrian Enhancement 115,000
Prospect Road Median 201,556
City Entrance Sign/Monument 23,788
Village-Streetscape Impv (Sidewalk, Curbs)540,665
Saratoga-Sunnyvale ADA Curb Ramps (2,525)
Saratoga-Sunnyvale/Gateway Sidewalk 57,224
Pedestrian Refuge @ Quito/McCoy 150,000
Total Street Projects 2,236,719$
Parks & Trails
Hakone Garden Kol Pond 50,000
EL Quito Park Improvement 118,209
Wildwood Park - Water Feature/Seating 7,199
Historical Park Landscape 37,200
Citywide Tree Replanting 129,566
Hakone Garden D/W 142,829
Hakone Garden Upper Moon House Foundation 125,000
Wildwood Park Improvement (4,543)
Carnelian Glen Footbridge -
DeAnza Trail (77,802)
Kevin Moran Improvements 1,054,996
West Valley Soccer Field (51,412)
Park/Trail Repairs 21,130
Heritage Orchard Path 6,153
Trail Segment #3 Repair 7,912
Teerlink Ranch Trail 22,242
CIP Allocation Fund 15,885
Total Parks & Trails 1,604,563$
Facility Improvements
Civic Center Landscape 13,385
Warner Hutton House Improvements 5,868
Facility Projects 39,735
Fire Alarm at McWilliams & Museum 11,371
North Campus Improvements 421,617
North Campus - Bldg Removal 75,000
City Hall - Cool Roofs 44,000
Multi-Purpose Room Fund 250,000
Corp Yard Solar Project 100,000
McWilliams House Improvement 10,000
Historical Park Fire Alarm System 1,762
Total Facility Improvements 972,738$
Administrative Projects
Financial System Upgrade 8,516
Document Imaging Project 76,675
CDD Document Imaging Project 54,604
Website Development Project 50,000
KSAR Equip Upgrades 9,000
Total Administrative Projects 198,796$
Tree Fund
Tree Fund (17,959)$
CIP Grant Fund
CIP Grant Fund (82,767)$
Gas Tax Fund
Gas Tax Fund 316,409$
Total CIP Funds 5,228,499$
31
ATTACHMENT D
FUND BALANCES BY CIP PROJECT
The following table details the fund balances for each project in the Streets, Parks & Trails, Facility
Improvements, and Administrative Project Program Funds.
CIP Funds/Projects
Fund
Balance
07/01/08
Increase/
(Decrease)
Jul-Sep
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
10/31/08
Street Projects
Traffic Safety 11,757 - - 836 10,921
Highway 9 Safety Project 82,460 - - 12,331 70,129
Annual Street Resurfacing Project 782,980 (34,296) - 60,931 687,753
Sidewalks Yearly Project 46,436 - - - 46,436
Saratoga Sunnyale Road Resurfacing (178,292) - - - (178,292)
Traffic Signal @ Verde Vista Lane 90,000 - - - 90,000
Fourth Street Bridge 100,000 - - - 100,000
Quito Road Bridge Replacement 9,730 - - - 9,730
Quito Road Bridge Construction 115,726 - - - 115,726
Village Newsrack Enclosur 23,384 - - 77 23,307
Village Façade Program 19,430 - - - 19,430
Solar Power Radar Feedback Signs 24,158 - - - 24,158
El Quito Area Curb Replacement 37,553 - - - 37,553
Sobey Road Culvert Repair 150,000 - - - 150,000
Village Trees & Lights at Sidestreets 31,965 - - - 31,965
Village Pedestrian Enhancement 115,000 - - - 115,000
Prospect Road Median 201,556 - - 1,114 200,442
City Entrance Sign/Monument 23,788 - - - 23,788
Village-Streetscape Impv (Sidewalk, Curbs)540,665 - - - 540,665
Saratoga-Sunnyvale ADA Curb Ramps (2,525) - - - (2,525)
Saratoga-Sunnyvale/Gateway Sidewalk 57,224 - - - 57,224
Pedestrian Refuge @ Quito/McCoy 150,000 - - - 150,000
Total Street Projects 2,432,995 (34,296) - 75,288 - 2,323,411
Parks & Trails
Hakone Garden Kol Pond 50,000 - - - 50,000
EL Quito Park Improvement 118,209 - - - 118,209
Wildwood Park - Water Feature/Seating 7,199 - - - 7,199
Historical Park Landscape 37,200 - - - 37,200
Citywide Tree Replanting 129,566 - - - 129,566
Hakone Garden D/W 142,829 - - - 142,829
Hakone Garden Upper Moon House 125,000 - - - 125,000
Wildwood Park Improvement (4,543) - - - (4,543)
DeAnza Trail (77,802) (8,323) - 1,168 (87,293)
Kevin Moran Improvements 982,259 (3,163) 102,667 40,192 1,041,571
West Valley Soccer Field (58,507) (4,583) - 4,999 (68,089)
Park/Trail Repairs 21,130 (5,521) - - 15,609
Heritage Orchard Path 6,153 (6,153) - - -
Trail Segment #3 Repair 7,912 - - - 7,912
Teerlink Ranch Trail 22,242 - - - 22,242
San Marcos OP Space Trail - - - - -
CIP Allocation Fund 118,552 - - 102,667 15,885
Total Parks & Trails 1,627,399 (27,744) 102,667 149,027 - 1,553,295
Facility Improvements
Civic Center Landscape 13,384 - - - 13,384
Warner Hutton House Improvements 5,868 - - - 5,868
Facility Projects 39,735 10,716 - - 50,451
Fire Alarm at McWilliams & Museum 11,371 - - - 11,371
North Campus Improvements 443,195 (63,299) - 15,102 364,794
North Campus - Bldg Removal 75,000 75,000
City Hall - Cool Roofs 44,000 44,000
Multi-Purpose Room Fund 250,000 250,000
Corp Yard Solar Project 100,000 100,000
McWilliams House Improvement 10,000 10,000
Historical Park Fire Alarm System 1,762 - - - 1,762
Total Facility Improvements 994,315 (52,583) - 15,102 - 926,630
Administrative Projects
Financial System Upgrade 8,516 (1,729) - 3,253 3,534
Document Imaging Project 92,325 (3,666) - 7,001 81,657
CDD Document Imaging Project 60,000 - - - 60,000
Website Development Project 50,000 - - - 50,000
KSAR Equip Upgrades 9,000 - - - 9,000
Total Administrative Projects 219,841 (5,396) - 10,254 - 204,191
Tree Fund
Tree Fine Fund - 1,647 200 19,806 (17,959)
CIP Fund
CIP Grant Fund - 34,576 77,152 194,494 (82,767)
Gax Fund
Gas Tax Fund - 86,708 41,287 400 127,596
Total CIP Funds 5,274,550 (120,018) 102,667 249,671 - 5,034,397
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ATTACHMENT E
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SARATOGA CITY COUNCIL
MEETING DATE: January 7, 2009 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 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. The current cost for scheduled service is $95.00 per month for each signalized
intersection and will continue at this rate for the term of July 1st, 2008 thru June 30, 2010 with any
callouts/unscheduled repairs performed on a time-and-materials basis.
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 1, 2008 to June 30, 2010.
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.
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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:
Nothing additional
ATTACHMENTS:
1. Existing Traffic Signal Maintenance Contract with Republic ITS
2. Saratoga Traffic Signal Contract Amendment
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