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REGULAR MEETING – 7:00 P.M. – CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE AVENUE
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
November 25, 2009)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Oral Communications - Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
Communications from Boards and Commissions
Council Direction to Staff
Instruction to Staff regarding actions on current Communications from Boards &
Commissions.
ANNOUNCEMENTS
CEREMONIAL ITEMS
None
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, December 2, 2009
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the public may speak to an item on the Consent Calendar at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
1. City Council Meeting Minutes – November 18, 2009
Recommended action:
Approve minutes.
2. Review of Accounts Payable Registers
Recommended action:
That the City Council accepts the Check Registers for Accounts Payable cycles:
November 12, 2009
November 19, 2009
3. Treasurer’s Report for the Month Ended October 31, 2009
Recommended action:
Review and accept the Treasurer’s Report for the month ended October 31, 2009.
4. Budget Adjustment - Village Pedestrian Enhancement Project
Recommended action:
Approve budget resolution
5. Request for Council Agency Assignments and Adhoc Committees for 2010
Recommended action:
Informational only.
6. Annual Concrete Repair and Replacement Program -Notice of Completion
Recommended action:
Move to accept the Annual Concrete Repair and Replacement Program as complete
and authorize staff to record the Notice of Completion for the construction contract.
7. Adoption of New Names for the North Campus Name and Buildings at the Facility
Recommended action:
Accept report and adopt the new names for the North Campus and the two buildings
at the site.
PUBLIC HEARINGS
None
OLD BUSINESS
8. Request from Assistance League of Los Gatos/Saratoga for Partial Waiver of Use
Fees.
Recommended action:
Consider and take action on the Assistance League’s request for the non-profit rate
for use of the North Campus Fellowship Hall for their Crab Fest in February and their
Intergenerational Tea in May.
9. Request from Saratoga Rotary for Partial Waiver of Use Fees
Recommended action:
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Consider and take action on the Saratoga Rotary’s request for the non-profit rate for
use of the North Campus Fellowship Hall on January 25, 2010
10. 2010 Winter Issue of The Saratogan
Recommended action:
Accept report and direct staff accordingly.
11. Telecommunications Upgrade Project
Recommended action:
Review report and direct staff to issue a Request for Proposals to replace the existing
PBX telecommunication system with a Voice over Internet Protocol (VoIP)
telecommunication system for the main City Hall buildings, the Joan Pisani
Community Center, the Corporation Yard, the Saratoga Area Senior Coordinating
Council and the North Campus. Staff further recommends including electronic fax
integration in the system.
NEW BUSINESS
12. Resolution Authorizing Submittal of Energy Efficiency Conservation Block Grant
Application to the California Energy Commission
Recommended action:
Accept report and approve attached resolution authorizing submittal of the City’s
Energy Efficiency Conservation Block Grant to the California Energy Commission.
13. Letter of Commitment for Association of Bay Area Governments Residential Energy
Efficiency Audit and Retrofit Program
Recommended action:
Accept report and authorize the City Manager to sign the Association of Bay Area
Governments (ABAG) residential energy efficiency audit and retrofit program letter
of commitment.
14. Council Member Topics for January 29, 2010 Council Retreat
Recommended action:
Informational only.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Chuck Page
Hakone Foundation Executive Committee
Peninsula Division, League of California Cities
SSC Cities Association Board
SCC Cities Association Selection Committee
Valley Transportation Authority PAC
West Valley Sanitation District
West Valley Mayors and Managers Association
Council Finance Committee
City School Ad-Hoc
Vice Mayor Kathleen King
Hakone Foundation Board
West Valley Flood Control Zone & Watershed Advisory Committee
SSC Cities Association Executive Board
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SCC Cities Association – Joint Economic Development Policy Committee (JEDPC)
City School Ad-Hoc
Councilmember Jill Hunter
Historical Foundation
Library Joint Powers Association
Santa Clara County Valley Water District Commission
Village AdHoc
Councilmember Howard Miller
Chamber of Commerce
KSAR
Santa Clara County Emergency Council
West Valley Solid Waste Joint Powers Association
Council Finance Standing Committee
Councilmember Susie Nagpal
ABAG
Comprehensive County Expressway Planning Study Policy Advisory Board (PAB)
County HCD Policy Committee
SASCC
Sister City Liaison
Village AdHoc
CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the Community Development Department Director at 13777 Fruitvale Avenue,
Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently
with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any
materials distributed by staff after the posting of the agenda are made available for public review
at the office of the City Clerk at the time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for
the meeting of the City Council for the City of Saratoga was posted on November 25,
2009, of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was
available for public review at that location. The agenda is also available on the City’s
website at www.saratoga.ca.us
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Signed this25th day of November 2009 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
12/1 Council Reorganization
12/2 Regular Meeting – Joint Meeting with Planning Commission
12/16 Regular Meeting
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2009
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SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Meeting Minutes – November 18, 2009
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for November 18, 2009 City Council meeting.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Minutes from November 18, 2009 City Council meeting.
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MINUTES
SARATOGA CITY COUNCIL MEETING
NOVEMBER 18, 2009
The City Council of the City of Saratoga met in Closed Session in the Administrative
Conference Room at 5:30 p.m.
ANNOUNCEMENT OF CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL – Exposure to Litigation: Significant exposure
to litigation pursuant to Government Code Section 54956.9 (b) (1 potential case)
CONFERENCE WITH LEGAL COUNSEL – Threatened Litigation: Significant exposure to
litigation pursuant to Government Code Section 54956.9 (b) (1 potential case)
MAYOR’S REPORT ON CLOSED SESSION
Mayor Page stated there was no reportable information.
City Council held a Joint Meeting with members of the Hakone Foundation in the
Administrative Conference Room at 6:00 p.m.
Mayor Page called the Regular City Council meeting to order at 7:00 p.m. and led the
Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Susie Nagpal, Howard Miller, Jill Hunter, Vice
Mayor Kathleen King, Mayor Chuck Page
ABSENT: None
ALSO Dave Anderson, City Manager
PRESENT: Richard Taylor, City Attorney
Ann Sullivan, City Clerk
Barbara Powell, Assistant City Manager
John Livingstone, Community Development Director
John Cherbone, Public Works Director
Cynthia McCormick, Assistant Planner
Crystal Morrow, Administrative Analyst II
REPORT OF CITY CLERK ON POSTING OF AGENDA
Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of November 18, 2009, was properly posted on November 12,
2009.
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ORAL COMMUNICATIONS
The following people requested to speak:
Citizen Ray addressed the Council and thanked Mayor Page for the letter he sent to the
Air Quality Board regarding the voiced concerns from the public about the pollution from
the Cupertino Cement Plant.
Elaine Clabeaux invited the community to a Saratoga Lions Club holiday dinner dance on
Friday, December 11, 2009 at the Fellowship Hall at North Campus from 6PM to 10PM.
Ann Waltonsmith addressed the Council regarding the upcoming Manuel Romero
Holiday Performance hosted by the Senior Center Board on Friday, December 18, 2009
from 6:30 to 8:30PM.
DIRECTION TO STAFF
None
COMMUNICATIONS FROM BOARDS AND COMMISSIONS
Lon Saavedra, Executive Director of Hakone Gardens presented a brief report on the 6:00
p.m. Joint Meeting with Council. He noted improvements were made recently to the Tea
Garden and steps were added to one of the ponds. Mr. Saavedra added all Saratoga
residents are invited to attend Hakone Gardens on the first Tuesday in January, April,
July and October for free admission. He noted Hakone would be celebrating their second
Lunar New Year Celebration on February 20, 2010 and on May 16, 2010 they will be
celebrating their eleventh Annual Hakone Festival. Mr. Saavedra concluded by saying
Hakone Gardens is open every day of the year, excluding Christmas Day and invited the
public to visit their website at www.hakone.com.
DIRECTION TO STAFF
None
ANNOUNCEMENTS
Vice Mayor King reminded everyone of the Turkey Trot in downtown San Jose on the
morning of Thanksgiving Day – Thursday, November 26th.
Councilmember Hunter added that Saratoga is the second medium sized city with points
accumulation that will be participating in the Turkey Trot on Thanksgiving Day. She also
reminded everyone of the annual Tree Lighting and Village Open House at 5:30 p.m. the
day after Thanksgiving and encouraged everyone to attend.
Mayor Page noted that Jon Nakamatsu will be performing at Sacred Heart on Friday,
November 19th at 7:30 p.m.
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CEREMONIAL ITEMS
None
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
1. MINUTES – COST RECOVERY STUDY SESSION – OCTOBER 13, 2009
STAFF RECOMMENDATION:
Approve minutes.
MILLER/NAGPAL MOVED TO APPROVE MINUTES – COST RECOVERY
STUDY SESSION – OCTOBER 13, 2009. MOTION PASSED 5-0-0.
2. CITY COUNCIL MEETING MINUTES – OCTOBER 21, 2009
STAFF RECOMMENDATION:
Approve minutes.
MILLER/NAGPAL MOVED TO APPROVE MINUTES – CITY COUNCIL
MEETING – OCTOBER 21, 2009. MOTION PASSED 5-0-0.
3. MINUTES – SIEMENS ENERGY/WATER EFFICIENCY & BUDGET
POLICIES REVIEW STUDY SESSION – OCTOBER 26, 2009
STAFF RECOMMENDATION:
Approve minutes.
MILLER/NAGPAL MOVED TO APPROVE MINUTES – SIEMENS
ENERGY/WATER EFFICIENCY & BUDGET POLICIES REVIEW STUDY
SESSION. MOTION PASSED 5-0-0.
4. CITY COUNCIL MINUTES – NOVEMBER 4, 2009
STAFF RECOMMENDATION:
Approve minutes.
Councilmember Hunter removed this item for clarification.
HUNTER/NAGPAL MOVED TO APPROVE MINUTES – CITY COUNCIL
MEETING – NOVEMBER 4, 2009. MOTION PASSED 5-0-0.
5. REVIEW OF ACCOUNTS PAYABLE REGISTERS
STAFF RECOMMENDATION:
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That the City Council accepts the Check Registers for Accounts Payable cycles:
October 29, 2009
November 05, 2009
MILLER/NAGPAL MOVED TO APPROVE CHECK REGISTERS FOR
ACCOUNTS PAYABLE CYCLES: OCTOBER 29, 2009 AND NOVEMBER 05,
2009. MOTION PASSED 5-0-0.
6. ON-GOING DESIGNATION OF CITY ENGINEER
STAFF RECOMMENDATION:
Approve Resolution Confirming the On-going Designation Regarding the City
Engineer
RESOLUTION NO. 09-059
MILLER/NAGPAL MOVED TO APPROVE RESOLUTION CONFIRMING
THE ON-GOING DESIGNATION REGARDING THE CITY ENGINEER.
MOTION PASSED 5-0-0.
7. CITYWIDE SIGNAL UPGRADE PROJECT – AGREEMENT FOR
PROFESSIONAL DESIGN SERVICES
STAFF RECOMMENDATION:
1. Approve Independent Contractor Agreement with Mark Thomas & Company Inc.
2. Authorize the City Manager to execute the same.
3. Authorize the Public Works Director to issues change orders for up to 25% of the
Agreement amount.
MILLER/NAGPAL MOVED TO 1) APPROVE INDEPENDENT
CONTRACTOR AGREEMENT WITH MARK THOMAS & COMPANY,
INC.; 2) AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME; 3)
AUTHORIZE THE PUBLIC WORKS DIRECTOR TO ISSUE CHANGE
ORDERS FOR UP TO 25% OF THE AGREEMENT AMOUNT. MOTION
PASSED 5-0-0.
8. COUNCIL LIAISON TO SARATOGA MINISTERIAL ASSOCIATION
STAFF RECOMMENDATION:
Adopt the attached Resolution amending Resolution No. 08-082 appointing Council
representatives to Committees, Agencies and AdHoc Committees to include a new
agency – Saratoga Ministerial Association.
RESOLUTION NO. 09-060
MILLER/NAGPAL MOVED TO ADOPT RESOLUTION AMENDING
RESOLUTION NO. 08-082 APPOINTING COUNCIL REPRESENTATIVES
TO COMMITTEES, AGENCIES AND ADHOC COMMITTEES TO
INCLUDE A NEW AGENCY – SARATOGA MINISTERIAL ASSOCIATION.
MOTION PASSED 5-0-0.
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PUBLIC HEARINGS
9. APPEAL OF CONDITIONAL USE PERMIT APPLICATION NO. CUP 09-
0004: 20398 BLAUER DRIVE, WHICH WAS DENIED BY THE PLANNING
COMMISSION, TO OPERATE A NEW DAY CARE FACILITY IN THE
PROFESSIONAL ADMINISTRATIVE ZONING DISTRICT.
STAFF RECOMMENDATION:
Deny the appeal for a Conditional Use Permit, thus affirming the Planning
Commission denial issued on October 14, 2009.
Assistant Planner Cynthia McCormick presented the staff report.
Mayor Page opened the public hearing.
Appellant Julia Hashemieh addressed the Council noting she was not present to speak
on behalf of her project; instead she wanted to voice her concerns regarding the
application process.
Mayor Page invited public comment.
The following people spoke in support of denial of appeal:
Douglas Sullivan
Margaret Towns
Lakhinder Walia
Gutta Yacobs
Lisa Traxler
Jan Stewart
Chris Hawks
Tina Walia
No one else requested to speak on this item.
Appellant Julia Hashemieh re-addressed the Council again on behalf of her
Conditional Use Permit.
Mayor Page closed the public hearing.
RESOLUTION NO. 09-061
NAGPAL/MILLER MOVED TO DENY THE APPEAL FOR A CONDITIONAL
USE PERMIT, THUS AFFIRMING THE PLANNING COMMISSION
DENIAL ISSUED ON OCTOBER 14, 2009. MOTION PASSED 5-0-0.
OLD BUSINESS
10. WEBSITE POLICY
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STAFF RECOMMENDATION:
Accept report and adopt resolution establishing a policy for the City of Saratoga
website.
Crystal Morrow, Administrative Analyst II, presented the staff report.
Mayor Page invited public comment.
No one requested to speak on this item.
RESOLUTION NO. 09-062
MILLER/NAGPAL MOVED TO ADOPT RESOLUTION ESTABLISHING A
POLICY FOR THE CITY OF SARATOGA WEBSITE. MOTION PASSED 5-0-
0.
11. COMMISSION QUALIFICATIONS AND EXPIRING TERMS
STAFF RECOMMENDATION:
Accept the staff report and list of Commission qualifications and Commissioner terms
that will be expiring in the next calendar year and provide staff with additional
direction if needed.
City Clerk Ann Sullivan presented the staff report.
NAGPAL/MILLER MOVED TO ACCEPT LIST OF COMMISSION
QUALIFICATIONS AND COMMISSION TERMS THAT WILL BE
EXPIRING IN THE NEXT CALENDAR YEAR WITH NO FURTHER
DIRECTION TO STAFF. MOTION PASSED 5-0-0.
NEW BUSINESS
12. URGENCY ORDINANCE FOR MEDICAL MARIJUANA DISPENSARIES
STAFF RECOMMENDATION:
Adopt the proposed interim urgency ordinance placing a 45 day moratorium on the
establishment of medical marijuana dispensaries in order to provide the City of
Saratoga with time to determine whether to adopt an ordinance regulating the location
or operation of medical marijuana dispensaries.
John Livingstone, Community Development Director, presented the staff report.
Captain Terry Calderone, Santa Clara County Sheriff’s Office Westside Substation,
addressed the Council noting that other jurisdictions that have permitted medical
marijuana dispensaries have encountered an increase in crimes such as loitering,
illegal drug activity, burglaries, robberies and other criminal activity within and
around dispensaries. He added Council should evaluate and develop rules and
regulations that would be applicable prior to the implementation of any medical
marijuana dispensary in the City of Saratoga.
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Mayor Page invited public comment.
The following people requested to speak on this item:
Robert, from the City of Santa Cruz, spoke against medical marijuana dispensaries.
Nick Saltier noted he supported having a marijuana dispensary in Saratoga.
Jennifer Clark spoke in support of a medical marijuana dispensary in Saratoga.
Riley addressed the Council and asked about potential sites for medical marijuana
dispensaries in Saratoga.
No one else requested to speak on this item.
Mayor Page closed the public comment period.
ORDINANCE NO. 275
MILLER/HUNTER MOVED TO ADOPT THE PROPOSED INTERIM
URGENCY ORDINANCE PLACING A 45-DAY MORITORIUM ON THE
ESTABLISHMENT OF MEDICAL MARIJUANA DISPENSARIES IN
ORDER TO PROVIDE THE CITY OF SARATOGA WITH TIME TO
DETERMINE WHETHER TO ADOPT AN ORDINANCE REGULATING
THE LOCATION OR OPERATION OF MEDICAL MARIJUANA
DISPENSARIES. MOTION PASSED 5-0-0.
Mayor Page called for a ten minute break at 8:50PM.
Mayor Page reconvened the meeting at 9PM.
13. REVIEW OF FACILITY RENTAL FEES AND CRITERIA FOR NON-
PROFIT ORGANIZATIONS
STAFF RECOMMENDATION:
Review and comment on the existing Facility Rental policies and rental fees for non-
profit group use.
Claudia Cauthorn, Interim Recreation and Facilities Director, presented the staff
report.
City Manager Dave Anderson noted that last minute rental requests for off-peak space
at a reduced rental fee should be revisited during the next fee schedule update.
Mayor Page invited public comment.
The following person requested to speak on this item:
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Elaine Clabeaux addressed the Council noting that any non-profit group in Saratoga
that wanted to rent a facility should be granted a reduced rental rate if the proceeds
are going back into Saratoga.
No one else requested to speak on this item.
Mayor Page closed the public comment.
DIRECTION TO STAFF:
Council directed staff to bring back options for Council consideration to amend the
current Facility Use Policy, specifically for non-profit uses, at a future City Council
meeting.
14. PARKS AND RECREATION COMMISSION NORTH CAMPUS NAME
RECOMMENDATIONS
STAFF RECOMMENDATION:
Accept report and select one of the names recommended by the Parks and Recreation
Commission for the North Campus.
Crystal Morrow, Administrative Analyst II, presented the staff report.
Denise Goldberg, Chair of Parks and Recreation Commission, explained the process
and criteria that was used for determining the final names that were provided to
Council for consideration.
Mayor Page invited public comment.
No one requested to speak on this item.
Mayor Page closed the public comment.
In order to determine the new name of the property on Prospect Avenue, currently
known as the “North Campus”, each Council member agreed to select their top two
choices from the final list that was recommended by the Parks and Recreation
Commission. The following choices were recommended by the Council:
Vice Mayor King: Saratoga Grace Campus
Grace Center of Saratoga (submitted name – not on the top
five recommendations)
Councilmember Nagpal: Saratoga Prospect Campus
Saratoga North Community Center
Councilmember Miller: Saratoga Prospect Campus
Saratoga Grace Campus
Councilmember Hunter: Saratoga Prospect Campus
Saratoga North Community Center
Mayor Page: Saratoga Prospect Campus
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Saratoga Prospect Fellowship Center (not listed on
submitted name list)
After considerable discussion, Council determined that “Saratoga Prospect Center” or
“Saratoga Prospect Community Center” were potential names for the North Campus
site.
Council also suggested renaming the “Fellowship Hall” and the “Administrative
Building” at this site. Suggested names included “Friendship Hall” to replace
Fellowship Hall and “The Grace Building” to replace the Administrative Building.
MILLER/NAGPAL MOVED TO DIRECT STAFF TO BRING THE PROPOSED
NAMES BACK FOR COUNCIL APPROVAL AS A CONSENT ITEM ON
THE NEXT SCHEDULED COUNCIL MEETING. MOTION PASSED 5-0-0
15. CALIFORNIAFIRST LETTER OF COMMITMENT
STAFF RECOMMENDATION:
Accept report and approve CaliforniaFIRST letter of commitment.
Crystal Morrow, Administrative Analyst II presented the staff report.
Mayor Page invited public comment.
No one requested to speak on this item.
Mayor Page closed the public comment period.
MILLER/NAGPAL MOVED TO APPROVE LETTER OF COMMITMENT
FOR CALIFORNIAFIRST PROGRAM. MOTION PASSED 5-0-0.
16. ENERGY EFFICIENCY PROJECTS – FUNDING RESOLUTION
STAFF RECOMMENDATION:
1. Accept Report and provide direction to staff.
2. Approve Budget Resolution.
RESOLUTION NO. 09-063
John Cherbone, Public Works Director, presented the staff report.
Mayor Page invited public comment.
No one requested to speak on this item.
Mayor Page closed the public comment period.
RESOLUTION NO. 09-063
MILLER/KING MOVED TO APPROVE THE RESOLUTION AMENDING
THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10 TO PROVIDE
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FUNDING FOR HIGH EFFICIENCY HVAC SYSTEM PROJECT AND CITY
HALL SOLAR PROJECT. MOTION PASSED 5-0-0.
In addition, Council directed staff to create an Adhoc to work with City staff to
implement the most cost efficient energy savings program for the project.
MILLER/KING MOVED TO CREATE AN ADHOC COMMITTEE
COMPRISED OF MAYOR PAGE AND COUNCILMEMBER MILLER TO
WORK WITH STAFF TO DEFINE THE ENERGY EFFICIENT PLAN FOR
CITY HALL. MOTION PASSED 5-0-0.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Chuck Page – reported:
Valley Transportation Authority PAC – met – worked on the work plan; they are all in
support of the light rail line extension going towards Los Gatos on Winchester Avenue.
He added that section carries more passengers per mile than anywhere else on that light
rail line. Also, costs for any future improvements (sidewalks, etc.) on the County’s
expressways (Lawrence Expressway, San Tomas, etc.) will be shared by cities and be
required to pay a third of the cost.
West Valley Sanitation District – met earlier this evening. Saratoga project on Baylor
Avenue was more costly than originally planned due to removing a sewer line that was
embedded in cement.
Vice Mayor Kathleen King – reported:
West Valley Flood Control Zone & Watershed Advisory Committee – meets on Thursday.
SSC Cities Association Executive Board – reminded fellow Councilmembers to attend the
holiday dinner on December 3rd.
SCC Cities Association – Joint Economic Development Policy Committee (JEDPC) – Ms.
King noted Al Pinheiro was the LAFCO alternate and both he and Margaret Abe-Koga
ran for the position on the LAFCO Board. There was a tie and Mr. Pinheiro conceded to
Ms. Abe-Koga; the alternate position is still available. A representative from California
Forward spoke at the last meeting and would be available to speak at a Saratoga Council
meeting; they may be putting two initiatives on the 2010 ballot regarding the “budgeting”
approach. Ms. King suggested having a California Forward representative speak at a
future City Council meeting. Counties can apply for CDC grant monies worth $363
million and only 40 grants will be available; the deadline for the county to apply is
December 1, 2009. The grant money can only be used for specific programs – such as
how to make your community more health oriented.
City School Ad-Hoc – there are some neighborhood concerns around Saratoga High
School; POP Warner contract for Saratoga High School ends August 2010; Saratoga
residents have expressed an interest in having KSAR video tape school board meetings.
[City Manager Dave Anderson noted he would follow up with Superintendent Cary
Matsuoka regarding videotaping school board meetings).
Councilmember Jill Hunter – reported:
Historical Foundation – attended the last meeting. She noted they are putting film on the
windows of the Historical Museum and wanted to know if they needed to pay for this or
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if the City would. [Facilities Supervisor Thomas Scott indicated the Museum would be
required to pay for the cost]. Ms. Hunter asked if Museum staff should have personal
liability insurance and it was recommended that anyone working at the Museum should
obtain personal liability insurance.
Ms. Hunter noted she attended the Senior Citizen Housing meeting and learned that in the
next twenty years citizens 65 years of age and older would be in the largest percentage of
the population in Santa Clara County and that cities should be thinking “senior” when
they plan parks and housing.
Councilmember Howard Miller – reported:
Chamber of Commerce – The Chamber has moved into their new office on Big Basin;
plans are underway for the annual Crab Feed in February.
KSAR – conducted several projects with the grant funds that were provided by the City.
They have expressed an interest in providing a presentation at a future City Council
meeting to show how the students used the grant funds.
Santa Clara County Emergency Council – attended the last meeting and the topic of
discussion revolved around the H1N1 flu and the availability of the vaccine. He noted
people could go to the County Fair Grounds over the weekend to receive the vaccination.
He noted the general severity of the H1N1 flu hasn’t been as bad as was previously
predicted.
West Valley Solid Waste Joint Powers Association – Saratoga has the highest diversion
rate of the membership, which is 65% and he encouraged everyone to continue their
recycling efforts.
Councilmember Susie Nagpal – reported:
Ms. Nagpal thanked fellow Council members for attending committee and adhoc
meetings in her place and asked them to convey to the committee members that she will
be back soon.
CITY COUNCIL ITEMS
Councilmember Miller requested agendizing KSAR on a future Council meeting so that
they could give a short presentation on how the students used the grant funds provided by
the City. Councilmember Hunter seconded the request.
CITY MANAGER’S REPORT
Dave Anderson reported he attended the Santa Clara County/City Manager’s Association
meeting earlier today and Neelima Palacherla and her assistant addressed the members
about the reinstated service reviews. He stated the service reviews would be starting up
again after a five-year break and the first review would be the Fire Service Review. He
added they appointed a South County representative to be the City Manager liaison on
their Advisory Committee for Fire Service Review.
ADJOURNMENT
There being no additional business Mayor Page asked for a motion to adjourn.
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HUNTER/NAGPAL MOVED TO ADJOURN THE REGULAR CITY COUNCIL
MEETING AT 10:45PM. MOTION PASSED 5-0-0.
Respectfully submitted,
Ann Sullivan, CMC
City Clerk
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Dave Anderson
Melanie Whittaker Mary Furey
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles:
REPORT SUMMARY:
Attached are the Check Registers for:
Date
Ending
Check No.
11/12/09 113734 113782 48 67,040.29 11/12/09 11/05/09 113733
11/19/09 113783 113819 36 396,887.68 11/19/09 11/12/09 113782
AP Date Check No. Issued to Dept.Amount
11/19/09 113802 Public Safety 344,573.67
The following are Accounts Payable checks that were voided or manually issued:
AP Date Check No.Amount
11/12/09
11/19/09 (None)
(None)
Issued to Description
Prior Check Register
The following is a list of Accounts Payable checks issued for more than $20,000 and a brief description of the expenditure:
SC County - Office of
the Sheriff
General Monthly Law Services -
11/09
Fund Purpose
Accounts Payable
Accounts Payable
SARATOGA CITY COUNCIL
MEETING DATE:December 2, 2009 AGENDA ITEM:
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
PREPARED BY:DEPT. DIRECTOR:
Type of Checks Date
Starting
Check No.
Ending
Check No.Total Checks Amount
Checks
Released
November 12, 2009
November 19, 2009
19
The following is a list of cash reduction by fund:
Fund #AP 11/12 AP 11/19 Total
111 General 36,156.31 369,848.31 406,004.62
231 Village Lighting 2,344.79 2,344.79
244 Cunningham/Glasgow Landscape 52.25 52.25
245 Fredericksburg Landscape -
246 Greenbriar Landscape 3,125.00 3,125.00
247 Kerwin Ranch Landscape 423.26 423.26
249 Manor Drive Landscape 52.25 52.25
253 Saratoga Legends Landscape 347.87 347.87
254 Sunland Park Landscape 246.33 246.33
271 Beauchamps Landscape 298.64 298.64
273 Gateway Landscape 600.22 600.22
276 Tollgate LLD 737.44 737.44
277 Village Commercial Landscape 732.03 732.03
411 CIP Street Projects 15,734.81 15,734.81
413 CIP Facility Projects 954.85 16,190.28 17,145.13
421 Tree Fine Fund 1,519.68 1,519.68
612 Workers' Comp 73.20 347.50 420.70
621 Office Stores Fund 2,547.17 2,547.17
622 Information Technology 2,569.89 2,569.89
623 Vehicle & Equipment Maint 4,186.01 97.18 4,283.19
624 Building Maintenance 1,693.05 3,049.65 4,742.70
67,040.29 396,887.68 463,927.97
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
TOTAL
Fund Description
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26
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey
SUBJECT: Treasurer’s Report for the Month Ended October 31, 2009
RECOMMENDED ACTION
Review and accept the Treasurer’s Report for the month ended October 31, 2009.
REPORT SUMMARY
California government code section 41004 requires that the City Treasurer (the Municipal Code
of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City
Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all
receipts, disbursements, and fund balances.
Section 41004. Regularly, at least once each month, the City Treasurer shall submit to
the City Clerk a written report and accounting of all receipts, disbursements, and fund
balances. He shall file a copy with the legislative body.
The following attachments provide various financial transaction data for the City of Saratoga’s
Funds collectively as well as specifically for the City’s General (Operating) Fund, including an
attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of
1977 to present.
FISCAL IMPACT
Cash and Investments Balance by Fund
As of October 31, 2009, the City had $413,853 in cash deposit at Comerica bank, and
$11,976,017 on deposit with LAIF. Council Policy on operating reserve funds, adopted on April
20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled
cash from all funds should not be allowed to fall below $2,000,000. The total pooled cash
balance as of October 31, 2009 is $12,389,870 and exceeds the minimum limit required.
27
Unrestricted Cash
Comerica Bank413,853$
Deposit with LAIF11,976,017$
Total Unrestricted Cash12,389,870$
Cash Summary
The Fund Balance schedule presented on the following page represents actual funding available
for all funds at the end of the monthly period. This amount differs from the above Cash
Summary schedule as assets and liabilities are components of the fund balance. As illustrated in
the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the
amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual
amount of funds available.
Total Unrestricted Cash12,389,870$
Plus: Assets229,977
Less: Liabilities (1,430,436)
Ending Fund Balance11,189,411$
Adjusting Cash to Ending Fund Balance
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City would not be in compliance with Government Code Section 41004.
ALTERNATIVE ACTION
N/A
FOLLOW UP ACTION
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
A – Change in Total Fund Balances by Fund
B – Change in Total Fund Balances by CIP Project
C – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
28
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE
Fund Description
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-Sept
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
10/31/09
General
Undesignated Unreserved Balance857,524 (1,552,398) 971,383 1,690,930 - (1,414,419)
Reserved Fund Balance:
Petty Cash Reserve1,300 - - - - 1,300
Designated Fund Balances:- -
Designated for Operations 2,870,140 - - - - 2,870,140
Designated Economic Uncertainty 1,500,000 - - - - 1,500,000
Designated for Development 707,380 - - - (75,000) 632,380
Designated for Environmental 613,182 - - - (50,000) 563,182
Designated for Uncollected Deposits182,159 - - - - 182,159
Designated for Mid Pen Open Space 250,000 - - - (250,000) -
Designated for Hillside Reserve300,000 - - - - 300,000
Designated for CIP Matching Grant600,000 - - - - 600,000
Designated for CIP Transfer 300,000 - - - (300,000) -
Designated for Economic Stability25,000 - - - (25,000) -
Designated for Carryforward22,000 - - - (22,000) -
Special Revenue
Landscape/Lighting Districts359,917 (22,543) 12,389 115,624 - 234,140
CDBG Federal Grants- - - - - -
SHARP Loan209,175 284 - - - 209,460
Capital Project
Street Projects1,926,230 107,044 95,502 165,625 - 1,963,151
Park and Trail Projects542,045 215,251 - 114,070 - 643,225
Facility Improvement Projects953,833 (257,348) - 79,682 - 616,803
Administrative Projects163,910 32,302 - 10,246 - 185,966
Tree Fine Fund62,943 3,441 - 23,472 - 42,912
CIP Grant Fund(200,477) (238,158) - 9,149 - (447,784)
Gas Tax Fund62,495 - 182,155 10,026 - 234,625
Debt Service
Library Bond 931,361 (669,295) 5,825 - 267,891
Internal Service Fund
Liability/Risk Management202,872 (150,738) 62,760 - - 114,894
Workers Compensation123,034 11,024 62,500 1,205 - 195,353
Office Stores Fund39,633 4,044 10,000 2,697 - 50,980
Information Technology Services 174,838 7,666 100,015 38,425 - 244,094
Equipment Maintenance56,654 14,232 56,250 25,304 - 101,832
Building Maintenance208,842 36,931 187,500 86,668 - 346,605
Equipment Replacement 153,214 50,000 50,000 12,345 - 240,869
Technology Replacement 315,290 (35,584) 14,502 258 - 293,950
Trust/Agency
Library Fund354,394 393 532 4,106 - 351,213
KSAR - Community Access TV84,603 (34,431) 14,321 - - 64,493
Total City14,953,491 (2,477,881) 1,825,633 2,389,833 (722,000) 11,189,411
29
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
CIP Funds/Projects
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-Sept
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
10/31/09
Street Projects
Traffic Safety90,472 - - 2,216 88,256
Highway 9 Safety Project45,129 - - - 45,129
Annual Street Resurfacing Project233,602 127,802 95,502 88,947 367,958
Sidewalks Annual Project18,935 - - 4,904 14,031
Saratoga Sunnyvale Road Resurfacing64,972 - - 1,093 63,879
Traffic Signal @ Verde Vista Lane90,000 - - - 90,000
Fourth Street Bridge100,000 - - - 100,000
Quito Road Bridge Replacement Design9,730 - - - 9,730
Quito Road Bridge Construction115,726 - - - 115,726
Village Newsrack Enclosure23,307 - - - 23,307
Village Façade Program18,815 - - 2,837 15,978
Solar Power Radar Feedback Signs24,158 - - - 24,158
El Quito Area Curb Replacement37,553 - - - 37,553
Sobey Road Culvert Repair150,000 - - - 150,000
Annual Storm Drain Upgrade246 (19,724) - 15,000 (34,478)
Village Trees & Lights at Sidestreets25,336 - - - 25,336
Village Pedestrian Enhancement9,128 - - 146 8,982
Prospect Road Median151,036 - - 49,896 101,140
City Entrance Sign/Monument23,788 - - - 23,788
Village-Streetscape Impv 517,188 - - - 517,188
Saratoga-Sunnyvale/Gateway Sidewalk4,107 - - 585 3,522
Comer Drive Retaining Wall173,003 (1,034) - - 171,969
Total Street Projects1,926,230 107,044 95,502 165,625 - 1,963,151
Parks & Trails
Hakone Garden Koi Pond49,150 - - - 49,150
EL Quito Park Improvements43,905 - - - 43,905
Wildwood Park - Water Feature/Seating275 - - - 275
Historical Park Landscape33,890 - - 446 33,444
Hakone Garden Retaining Wall & D/W142,829 - - - 142,829
Hakone Garden Upper Moon House 125,000 - - - 125,000
Kevin Moran Improvements69,083 17,261 - 110,640 (24,296)
West Valley Soccer Field(29,176) - - - (29,176)
Park/Trail Repairs7,748 (4,288) - - 3,460
Trail Segment #3 Repair68,606 (7,912) - - 60,694
Teerlink Ranch Trail14,850 (14,850) - - (0)
Tank Trail Repair- (24,960) - 2,985 (27,945)
Mid Pen O/S Land Purchase- 250,000 - - 250,000
CIP Allocation Fund15,885 - - - 15,885
Total Parks & Trails542,045 215,251 - 114,070 - 643,225
Facility Improvements
Warner Hutton House Improvements813 - - - 813
Facility Projects108,643 (73,236) - - 35,407
Civic Center Improvement4,294 (340) - - 3,954
Theater Improvement68,518 6,657 - 23,050 52,124
Corp Yard - Men's Restroom1,829 68,301 - 27,100 43,031
Fire Alarm at McWilliams & Museum11,371 - - - 11,371
North Campus Improvements43,960 - - 12,803 31,158
North Campus - Bldg Removal73,250 (51,862) - 7,851 13,536
Multi-Purpose Room Fund250,000 - - - 250,000
Corp Yard Solar Project93,250 - - - 93,250
Library HVAC Upgrade276,143 (206,868) - 8,878 60,397
Library - EXT Improvement10,000 - - - 10,000
McWilliams House Improvement10,000 - - - 10,000
Historical Park Fire Alarm System1,762 - - - 1,762
Total Facility Improvements953,833 (257,348) - 79,682 - 616,804
Administrative Projects
Financial System Upgrade3,534 - - - 3,534
Document Imaging Project86,780 - - - 86,780
CDD Document Imaging Project36,635 (3,661) - 888 32,086
Website Development Project30,959 (14,037) - 9,358 7,564
IT Emergency Power Back- 10,000 - - 10,000
IT Server Room A/C- 40,000 - - 40,000
KSAR Equip Upgrades6,002 - - - 6,002
Total Administrative Projects163,910 32,302 - 10,246 - 185,966
Tree Fine Fund
Tree Fine Fund62,943 3,441 - 23,472 42,912
CIP Fund
CIP Grant Fund(200,477) (238,158) - 9,149 (447,784)
Gax Fund
Gas Tax Fund62,495 - 182,155 10,026 234,625
Total CIP Funds3,510,979 (137,468) 277,657 412,270 - 3,238,898
30
ATTACHMENT C
31
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director Public Works Director
SUBJECT: Budget Adjustment - Village Pedestrian Enhancement Project
RECOMMENDED ACTION:
Approve budget resolution.
REPORT SUMMARY:
Village streetscape improvements will be accomplished via two CIP projects, the Village Sidewalk
Improvement Project and the Village Pedestrian Enhancement Project. These projects are funded by both
outside grants and City funds. In order to keep each expenditure type separate for accounting purposes,
CIP fund accounts were created to account for construction and design costs separately.
The Village Pedestrian Enhancement Project requires a transfer of funding from the Village Sidewalk
Improvement Project for design and environmental work in the amount of $6,635.53 to balance the
account.
This can be accomplished by the approval of the attached budget resolution by City Council.
FISCAL IMPACTS:
Funding for this work is available in the Village Sidewalk Improvement Project.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The funds would not be transferred and the Village Pedestrian Enhancement Project account would remain
unbalanced.
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
The Budget Resolution will be implemented.
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ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Budget Resolution.
33
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10
TO PROVIDE FUNDING FOR VILLAGE PEDESTRIAN ENHANCEMENT PROJECT
WHEREAS, the City Council desires to fund Village Pedestrian Enhancement Project; and
WHEREAS, financing in the amount of $6,635.53 is needed for design and environmental work;
and
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2009/10 budget as follows:
Account Description Account# Amount
To appropriate funding & expenditures for the Village Pedestrian Enhancement Project
Transfer In: 411.9142-003.49999 $6,635.53
Expenditure Appropriation: 411.9142-003.81161 $6,635.53
To transfer funds from Village Sidewalk Improvement Project to the Village Pedestrian Enhancement
Project:
Transfer Out 411.9142-004.99999 $6,635.53
Expenditure Appropriation: 411.9142-003.81161 ($6,635.53)
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga
hereby approves the above adjustments to the Fiscal Year 2009/10 Capital Improvement Budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on 2nd day of December 2009 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Chuck Page, Mayor
City of Saratoga
Attest:
_______________________
Ann Sullivan, City Clerk
34
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Request for Council Agency Assignments and Adhoc Committees for 2010
RECOMMENDED ACTION:
Informational only.
REPORT SUMMARY:
Each year in conjunction with the Council reorganization, the City Council approves new outside
agency and AdHoc Committee assignments and the number of assignments per council member is
determined by the Council.
At the November 18, 2009 Council meeting, Council approved a resolution amending Resolution
No.08-082 to include a new Council agency assignment – Saratoga Ministerial Association. I
have attached the amended 2009 Council Agency and AdHoc Resolution 09-060 (Attachment A),
a draft Resolution for 2010 without Council assignments, and a brief informational summary
regarding the various agencies.
Please review the attached information and submit assignment preferences to the Mayor by
5 p.m., December 8, 2009. The resolution of the final assignments for 2010 will be brought back
for Council consideration on December 16, 2009.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Council representatives to various agencies and Council liaison to various adhoc committees will
remain unfilled.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
35
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A – Resolution 09-060
Attachment B – Draft 2010 Council Assignment Resolution
Attachment C – Informational Summary
36
37
38
RESOLUTION NO. 09-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING COUNCIL REPRESENTATIVES TO AGENCIES AND ADHOC
COMMITTEES FOR 2010
WHEREAS, the City Council reorganized on December 1, 2009, for the coming year;
and
WHEREAS, representatives from the City Council serve on various agencies and adhoc
committees; and
WHEREAS, the responsibility for representing the City Council should be shared by all
its members.
NOW, THEREFORE, BE IT RESOLVED that after due consideration of the interest of the
City Council and the needs of the various organizations to which the City Council sends
representatives, the following representatives agree hereby to be appointed to the agencies and
adhoc committees named, through December 2010, or until replaced:
Agency Councilmember Alternate
Association of Bay Area Government
Chamber of Commerce
Comprehensive County Expressway
Planning Study Policy Advisory
Board (PAB)
County HCD Policy Committee
Hakone Foundation Board
Hakone Foundation Executive
Committee
Historic Foundation
KSAR Community Access TV Board
Library Joint Powers Association
Northern Central Flood Control Zone
Advisory Board
Peninsula Division, League of
California Cities
Recycling & Waste Reduction
Commission of SCC
Santa Clara County Valley Water
Commission
Santa Clara County Cities Association
39
Santa Clara County Cities Association-
Joint Economic Development Policy
Committee (JEDPC)
Santa Clara County Emergency
Council
Saratoga Ministerial Association
SASCC
Sister City Liaison
West Valley Solid Waste Joint Powers
Association
Valley Transportation Authority PAC
West Valley Sanitation District
West Valley Mayors and Managers
Association
(Both members are required to attend meetings)
City School Ad-Hoc
Council Finance Committee
Village Ad-Hoc
The above and forgoing resolution was passed and adopted by the Saratoga City Council at a
regular meeting held on the 16th day of December, 2009, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
________________________________
Ann Sullivan, City Clerk
40
Saratoga City Council Committee/Agency Information Sheet
Association of Bay Area Government (ABAG)
ABAG is the Regional Planning Agency for the nine County Bay Areas. Executive Board
meetings are held quarterly, however a representative appointed by the Santa Clara Cities
Association represents Saratoga along with other cities in Santa Clara County. The only meeting
a Councilmember may actually need to attend is the annual General Assembly held in Oakland
in the spring, date and time to be announced.
Hakone Foundation Board
According to the Lease Agreement between the City of Saratoga and the Hakone Foundation that
was signed on October 18, 2000 the Vice Mayor will serve on Hakone Board and the Mayor will
serve on the Executive Committee of the Foundation. The Board meets quarterly at 12 noon. at
the Cultural Exchange Center in the gardens. The next two upcoming meetings for the Board are
February 16, 2007 and May 11, 2007.
KSAR Community Access CATV Foundation Board
One member of the City Council, along with the City Manager, represent the City on the
Community Access Television Board. Other Board members include representatives from the
West Valley-Mission College District Board, one staff member from West Valley College, and
three public members who must be Saratoga residents and who are selected jointly by the four
City and College Board members. The CATV Board established policies and priorities for the
management and operation of the local community access television station, which are then
implemented by the Community Access Coordinator. KSAR is a 501c3 Board. Currently, the
Board meets on the second Thursday of every month at 12:00 p.m. at City Hall.
League of California Cities Peninsula Division
Saratoga, by virtue of its location, is situated within the peninsula Division of the League of
California Cities. The League serves to represent the interests of all California cities by
advocating public policy at both the state and national levels. Official League policy is
formulated through system of committees, departments and divisions, the latter of which is
comprised of elected officials from each city within the division. The Peninsula Division of the
League meets on an as-needed basis, generally several times each year, at a location usually
within southern San Mateo County.
Recycling & Waste Water Reduction Commission of SCC
The Recycling and Waste Reduction Commission is the principal advisory body to City
Councils and the Board of Supervisors on countywide solid waste planning issues and the
Countywide Integrated Waste Management Plan. The Commission meets on the 4th
Wednesday of the month at 5:30 p.m., 1735 N. First Street, Suite 301.
Santa Clara County Cities Association - City Selection Committee
The Cities Association serves as a forum for the 15 cities within Santa Clara County to discuss
issues of mutual concern. It is staffed by Joyce Iwasakis, whose title is Executive Director.
Each city is represented at meetings of the Cities Association by one city councilmember, and
meeting are held on the second Thursday of every month at 7:00 p.m. at Sunnyvale City hall.
Occasionally, the Cities Association will convene as the City Selection Committee to perform
certain statutory obligations relating to the appointment of city representatives to various county
41
and regional bodies such as LAFCO, the Air District Board, ect., however no additional meeting
result because of this.
Santa Clara County Cities Association - Joint Policy Collaborative
At its July 2004 meeting, the Cities Association Board approved the establishment of a Cities
Association joint economic development policy committee. This committee works
collaboratively with the County/Cities Managers’ Association and the Silicon Valley Chamber of
Commerce, Silicon Valley Leadership Group, and Joint Venture Silicon Valley. This committee
meets 3 times this coming year on April 12, June 7, and September 12 from 4:30-6:30 pm.
These 3 dates are the same as Board meetings which are scheduled to begin at 7 pm.
Santa Clara County Cities Association - Legislative Task Force
The Task Force is an advisory body to the Cities Association which reviews pending state and
federal legislation for potential impacts to cities. Occasionally, the Task Force will recommend
positions for the Cities Association and individual City Councils to take on specific legislation.
The Task Force usually meets five to six times a year on the fourth Thursday of the month at
5:30 p.m. at the Sunnyvale City Hall.
Santa Clara County Emergency Council (EPC)
The EPC is comprised of City and County representatives who review and prioritize emergency
planning efforts at the countywide level. The EPC meets quarterly at the County EOC usually
on the third Thursday of the month at 12 noon.
Santa Clara County Housing and Community Development (HCD) Council Committee
The HCD Council Committee is comprised of local elected officials who review and recommend
policies and priorities concerning the County’s Housing & Community Development, and
Community Development Block Grant Programs (CDGB) to the County Board of Supervisors.
The Committee’s meeting schedule varies, but it generally convenes six to eight times
throughout the year at the offices of the County Housing Authority, 505 West Julian Street, San
Jose.
Santa Clara County Library System Joint Powers Authority Board
Each city, which is a JPA member, along with the County, has a representative on the JPA
Board. Board members are elected officials of the JPA member agencies. The Library JPA is
the policy making and governing body of the County’s library system, of which Saratoga
Community Library is a part. The Library JPA is currently meeting on a quarterly basis and they
usually meet at 1:00 p.m. on Thursday afternoons.
Santa Clara Valley Transportation Authority Policy Advisory Committee
The VTA PAC is one of several standing advisory committees to the VTA Board of Directors.
Composed of elected official representing the cities through the County, the PAC makes
recommendations to the VTA Board on issues of transportation planning and programming. The
VTA PAC currently meets on the second Thursday of every month at 5:00 p.m. at the VTA
offices on North First Street in San Jose.
Santa Clara Valley Water District Water Commission
Similar to the Flood Control Zone Advisory Committees, the Water District’s Water
Commission advises the Water District Board on water supply issues in Santa Clara County.
The Commission is mostly made up of elected official who represent the cities within the county,
although staff members appointed by their City Councils represent some cities. The Water
42
Commission meets two or three times per year on Wednesday mornings at 9:00 a.m., also at the
Rinconada Water Treatment Plant in Los Gatos.
Santa Clara Water District North – Central Flood Control Zone Advisory Committee
The Water District provides flood control activities throughout the county via five flood control
zones which fund these activities through benefit-assessments levied against properties within
each zone. The City of Saratoga is locates entirely within the North-Central Zone of the District.
Each zone is served by an advisory committee of elected and appointed representatives of the
cities within the zone. The purpose of the advisory committee is to formulate recommendations
on flood control efforts within the zone to the Water District’s Board of Directors. The North-
Central FCZ Advisory Committee generally meets four times per year in February, May,
September, and November on Wednesdays at 11:30 a.m. at the Rinconada Water Treatment
Plant on More Avenue in Los Gatos.
Saratoga Area Senior Coordinating Council Liaison
One member of the City Council serves as liaison to the SASCC Board to maintain open
communications between the City and SASCC. The Board meets on the third Monday every
month at 9:30 a.m. at City Hall.
Saratoga Chamber of Commerce
Both the Mayor and City Manager serve as ex-officio members of the Chamber of Commerce
Board. Meetings will be held on the fourth Wednesday of every month at 6:00 p.m. at West
Valley College-President’s Board Room.
Saratoga Ministerial Association
The Saratoga Ministerial Association invites representatives from all communities of faith
located within the city of Saratoga to participate with them. They meet monthly on the fourth
Tuesday at noon (except in July and August). The location rotates among the congregations.
Their purpose is to build community and support city residents through cooperation and joint
activities, including the annual Thanksgiving Day service, spring service projects (Saratoga
Serves), summer block parties and other events.
Saratoga Sister City Committee Liaison
One member of the City Council serves as liaison to the Sister City Committee, which meets the
first Tuesday of every month at 7:00 p.m. usually at the Community Center. The purpose of the
Sister City Committee is to plan and carry out programs and activities, which strengthen
Saratoga’s relationship with its sister, city, Muko-Shi, in Japan.
West Valley Sanitation District
The West Valley Sanitation District is governed by a five member board composed of one
councilmember from each of the four west valley cities, and the 4th District County Supervisor.
The Board meets on the second and fourth Wednesday of every month at 6:00 p.m. at the
District’s Office, 110 E Sunnyoaks Avenue in Campbell. Board members are compensated $100
for each meeting attended.
West Valley Solid Waste Joint Powers Authority
This JPA consists of the west valley cities of Campbell, Los Gatos, Monte Sereno, and Saratoga.
The JPA was formed to coordinate efforts in carrying out solid waste collection and disposal
activities, and in meeting the mandates of AB939, the States’ Integrated Waste Management Act.
Because the four cities have similar demographics and are served by the same solid waste hauler
43
and disposal service, a coordinated approach to solid waste management in the west valley
makes good sense. The JPA is served by an Executive Director who is a private consultant under
contract and who has considerable expertise in the field of solid waste.
One of their important functions the JPA performs each year is the approval of solid waste
collection rates within each city. The JPA Board is composed of one councilmember from each
of the four member agencies, and is currently meeting on a quarterly basis, dates to be
determined, typically starting at 5:00 p.m. at Monte Sereno City Hall.
City Council AdHoc Committees
City/School AdHoc Committee
Village AdHoc Committee
Prospect Road AdHoc
Highway 9 Safety Project Committee
Historic Foundation
44
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Rick Torres DIRECTOR: John Cherbone
SUBJECT: Annual Concrete Repair and Replacement Program -Notice of Completion
RECOMMENDED ACTION:
Move to accept the Annual Concrete Repair and Replacement Program as complete and authorize staff to
record the Notice of Completion for the construction contract.
REPORT SUMMARY:
All work for the Annual Concrete Repair and Replacement Program has been completed by the City’s
contractor, Guerra Construction Group, and has been inspected by Public Work’s staff. The scope of this
work included furnishing all materials, equipment, and labor to replace broken, lifted, and failed sections
of concrete sidewalks and curbs and gutters at various locations throughout the City.
On January 21, 2009 Council awarded a construction contract in the amount of $237,465.00 and a
contingency amount of $40,000.00 for a total contract amount of $277,465.00. The final contract amount
of for this project is $271,990.66.
In order to close out the construction contract and begin the one-year maintenance/warranty period, it is
recommended that the Council accept the project as complete. Further, it is recommended that the Council
authorize staff to record the attached Notice of Completion for the construction contract so that the
requisite 30-day Stop Notice for the filing of claims by subcontractors or material providers may
commence.
FISCAL IMPACTS:
This project was funded through the adopted CIP Budget. The remainder of the funding will be
unencumbered back into the CIP Sidewalk Fund.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The project would not be accepted as complete and staff would notify the contractor of any additional work
required by the City Council before the project would be accepted as complete.
45
Page 2 of 2
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
Staff will record the Notice of Completion for the construction contracts and release the contract sureties
and retentions thirty days thereafter.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional
ATTACHMENTS:
1. Notice of Completion for the Annual Concrete Repair and Replacement Program.
46
Recording requested by,
And to be returned to:
City of Saratoga
Public Works Department
13777 Fruitvale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner, was accepted as complete by the Owner on the 2nd
day of December, 2009.
Contract Number: N/A
Contract Date: January 21, 2009
Contractor’s Name: Guerra Construction Group
Contractor’s Address: 345 Commercial Street, San Jose, Ca, 95112
Description of Work: Annual Concrete Repair and Replacement Program
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Clara, State of California on___________________, 2008.
CITY OF SARATOGA
BY:____________________________ ATTEST:____________________________
Dave Anderson Ann Sullivan, City Clerk
City Manager Gov. Code 40814
47
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: Adoption of New Names for the North Campus and Buildings at the Facility
RECOMMENDED ACTION:
Accept report and adopt the new names for the North Campus and the two buildings at the site.
BACKGROUND:
At the November 18, 2009 City Council Meeting, the Council reviewed the names submitted in
the North Campus Name Contest and the five submissions recommended by the Parks and
Recreation Commission. During the meeting, the Council selected Saratoga Prospect Center as
the name for the facility, Friendship Hall for the building now referred to as Fellowship Hall, and
Grace building for Administration Building.
Old Name: New Name:
North Campus Saratoga Prospect Center
Fellowship Hall Friendship Hall
Administration Building Grace Building
The City Council agreed to bring the names back to a future meeting as a consent calendar item
for final approval.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
A new name for the North Campus and the buildings at the City facility will not be selected.
48
Page 2 of 2
ALTERNATIVE ACTION(S):
The Council may decide to independently select a name for the North Campus or provide further
direction to the Parks and Recreation Commission.
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: North Campus Name Contest Submissions
49
North Campus Name Contest Submissions 1
North Campus Name Contest Submissions
1. City of Saratoga North Campus
2. Grace Center of Saratoga
3. Prospect Park Saratoga
4. Saratoga Activity Center
5. Saratoga Activity Center
6. Saratoga Blue Hills Community Center
7. Saratoga Center for the Community
8. Saratoga Charm
9. Saratoga Community Center
10. Saratoga Community Center North
11. Saratoga Community Center North (SCCN)
12. Saratoga Community Prospect
13. Saratoga Cultural Center (S.C.C.)
14. Saratoga Cultural Center (SCC)
15. Saratoga Event Center
16. Saratoga Family Life Center
17. Saratoga Fellowship Center
18. Saratoga Friendship Festival Center
19. Saratoga Friendship Hall
20. Saratoga Friendship Park
21. Saratoga Gatehouse at Blue Hills
22. Saratoga Grace Campus
23. Saratoga Grace Center
24. Saratoga Grace Community House
25. Saratoga Greenlands Campus
26. Saratoga Hope Hall
27. Saratoga in the North Woods
28. Saratoga in the Woods
29. Saratoga International Unity Hall
30. Saratoga Multi‐Cultural Community Center
31. Saratoga North Community Center
32. Saratoga North Community Center
50
North Campus Name Contest Submissions 2
33. Saratoga Place
34. Saratoga Prospect Campus
35. Saratoga Prospect Campus
36. Saratoga Prospect Campus
37. Saratoga Prospect Campus (or Center)
38. Saratoga Prospect Center
39. Saratoga Prospect Park
40. Saratoga Prospect Rotunda
41. Saratoga Ranch
42. Saratoga Recreation Center
43. Saratoga Serene Center
44. Saratoga Toll Gate Center
45. Saratoga United Events Center
46. Saratoga Unity Center
47. Saratoga's Grace United Community Center
48. Saratoga‐West Valley Community Center
49. Saratoga Fellowship Campus
50. Saratoga Fellowship Campus
51. The Saratoga Family Center
Submissions that did not meet contest criteria:
52. Family Life Center
53. Grace Campus
54. Grace Center
55. Prospect Community Center
56. The Beautiful Place
57. The Grace Center at Prospect
58. The Ranch on Prospect
51
1
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson
PREPARED BY: Claudia Cauthorn, DIRECTOR: Claudia Cauthorn
Interim Recreation &
Facilities Director
SUBJECT: Request from Assistance League of Los Gatos/Saratoga for Partial Waiver of
Use Fees.
RECOMMENDED ACTION:
Consider and take action on the Assistance League’s request for the non-profit rate for use
of the North Campus Fellowship Hall for their Crab Fest in February and their
Intergenerational Tea in May.
REPORT SUMMARY:
The existing Facility Use Policy governing the use of City buildings indicates that non-profit
organizations do not qualify for the 50% fee reduction usually provided for non-profit uses
when their event is for fundraising purposes. The Assistance League of Los Gatos/Saratoga
is requesting that they be granted the 50% fee reduction for their upcoming fundraisers to be
held in the Fellowship Hall at the North Campus.
DISCUSSION:
Assistance League has its roots in the great San Francisco earthquake of 1906. Deeply
moved by the plight of those ineligible for assistance from existing relief organizations, Mrs.
Hancock Banning organized a Southern California relief unit named "The Assistance
League". This organization continued its volunteer activities through World War I,
culminating in the founding of the first chapter in 1919. The organization expanded its
community service and refined its philanthropic philosophy, and in 1935, National
Assistance League was organized with the vision of a nationwide effort. Establishment of
new chapters continued and gained momentum.
Locally, Assistance League in Los Gatos-Saratoga is the 110th chapter of National
Assistance League and was formed in September 2000. There are over 100 members who
provided more than 13,000 volunteer hours of community service last year. They are
dedicated to meeting, identifying and addressing local community needs.
The Assistance League of Los Gatos/Saratoga wishes to host two fundraising events to
benefit their efforts to provide nutritious, hot lunches at the Saratoga Adult Day Care Center
52
2
four days a week. This group also provides craft projects at the Center monthly. The Crab
Fest and Intergenerational Tea fundraisers are needed to raise money for all their
philanthropic programs.
Non-profit organizations are awarded a 50% discount on rental fees provided they meet the
following criteria:
· They must provide evidence of their non-profit status. A copy of their letter from the
California Secretary of State’s office with their non-profit ID number indicated is
required.
· Their membership must be at least 51% Saratoga residents OR at least 51% of the
persons in attendance at their event must be Saratoga residents.
· The event must be open to the public, advertised as such and is for the public benefit
· Non-profit groups requesting the use of City facilities for the purpose of fundraising
or when an admission fee is charged will pay the regular rental fee.
In addition, when alcohol is served, the event organizer is required to provide one security
guard for every 100 persons in attendance. A $500 Security Deposit is required for all uses.
RECOMMENDATION:
The City of Saratoga’s existing non-profit use policy does not allow non-profits undertaking
fundraising activities to receive the 50% discount rate granted for their other activities. Staff
is not authorized to make exceptions to Council policy; hence this item requires Council
action.
FISCAL IMPACTS:
The Assistance League of Los Gatos/Saratoga meets all the criteria for non-profit fees
except the final one. Use fees for their desired dates and times at the undiscounted rate
would be $1,440. Should their fee waiver request be granted, their fees would be reduced to
$720. They have currently paid their fees at the Saratoga resident rate (10% discount) for a
total of $1,296. Should their request be granted, staff will issue a refund of $576 to the
Assistance League.
ALTERNATIVE ACTIONS:
· Alternate A: Grant the partial fee waiver request for both events: This action would
reduce the Assistance League’s fee to $360 + the $25 processing fee per event ($720
fee total + $50 in processing fees). Waive the security deposit requirement ($500).
Waive the requirement for a security guard. A refund of $576 would be given the
League.
· Alternate B: Deny the partial fee waiver request. The Assistance League would pay
$1,440 in use fees less the Saratoga resident discount of 10% per event for a total of
$1,296. Waive the $25 processing fee, the security deposit ($500), and the security
guard requirement. A refund of $50 for processing fees would be given the League
· Alternate C: Approve only one of their requests for a fee waiver and waive all
processing fees, security deposit ($500), and security guard requirement: This action
would reduce the Assistance League’s fee to $360 for one event + $720 for the other
event for a total of $1,080. A refund of $216 + $50 processing fees would be given
the League.
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3
FOLLOW UP ACTION:
Staff will undertake Council direction. Staff is preparing policy alternatives to address
fundraising by non-profit users for the City Council’s consideration for the January 20, 2010
meeting.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
City Council meeting noticed on November 25, 2009.
ATTACHMENTS:
Email from Assistance League of Los Gatos/Saratoga requesting fee waiver
54
From: Linda Krain [mailto:lindakrain@comcast.net]
Sent: Wednesday, November 18, 2009 2:20 PM
To: City Clerk [Ann Sullivan]
Subject: Non profit use of North Campus
Dear Ann Sullivan,
I am a member of Assistance League® of Los Gatos-/Saratoga. Assistance League a non-profit,
philanthropic volunteer organization that identifies and addresses the needs within our
community through caring and commitment in action. One of our favorite programs provides
nutritious, hot lunches at the Saratoga Adult Senior Day Care Center four days a week. We also
plan and provide craft projects at the center monthly. Our group of teens, Assisteens®, loves
helping out with the seniors as often as they can. I believe we are a big asset to SASCC and add
to the warm friendly atmosphere it is famous for.
I am writing to ask your help to qualify Assistance League for the reduced rate at the beautiful
new North Campus for two events. We are planning a “Crab Fest” fundraiser in February, and
we are planning an Intergenerational Tea in May. These events are planned to raise money for all
our philanthropic programs and will allow us to continue doing the good work we love doing in
our local community. I understand that non profits may qualify for a reduced rate when renting
facilities from Saratoga. I believe with all we provide to enrich the Senior Center and Saratoga
we should be granted this dispensation.
If you have any questions, please feel free to call me at 867-3374. I have attached a one page
fact sheet on Assistance League of Los Gatos-Saratoga for your information.
Thank you for your consideration,
Linda Krain
ALLGS.org
55
1
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson
PREPARED BY: Claudia Cauthorn, DIRECTOR: Claudia Cauthorn
Interim Recreation &
Facilities Director
SUBJECT: Request from Saratoga Rotary for Partial Waiver of Use Fees.
RECOMMENDED ACTION:
Consider and take action on the Saratoga Rotary’s request for the non-profit rate for use of
the North Campus Fellowship Hall on January 25, 2010.
REPORT SUMMARY:
The existing Facility Use Policy governing the use of City buildings indicates that non-profit
organizations do not qualify for the 50% fee reduction usually provided for non-profit uses
when their event is for fundraising purposes. The Saratoga Rotary is requesting that they be
granted the 50% fee reduction for their upcoming fundraiser: “Chef’s Delight Rotaplast
Benefit Dinner” to be held in the Fellowship Hall at the North Campus on January 25,
2010.
DISCUSSION:
The Saratoga Rotary wishes to host this fundraising event to benefit their Guatemala
Rotaplast Project scheduled for May 2010. Total funds needed for this project are $93,000.
Rotaplast International is a non-profit humanitarian organization providing free
reconstructive cleft palate operations and treatment for children in need worldwide. Last
year, Saratoga Rotary Club sponsored a medical mission to Guatemala in May 14-25, 2008.
Over 120 children received a chance for a new life after receiving cleft lip and/or cleft palate
surgery.
This year the Saratoga Rotary is planning this project for May 16-31, 2010 again to
Guatemala City, Guatemala. Volunteers will perform medical surgeries, benefitting patients
suffering from lip deformities and cleft palates. They will need $93,000 to mobilize the team.
This event is one of the ways they will raise funds for this project.
This event will feature six local chefs each preparing a signature dish. Wine will be served.
A presentation on the Guatemala Rotaplast Project will be given and musical
accompaniment by a string quartet from Saratoga High School will be provided. There will
also be a silent auction of a Guatemalan painting and a “Sponsor a Child” drive.
56
2
Non-profit organizations are awarded a 50% discount on rental fees provided they meet the
following criteria:
· They must provide evidence of their non-profit status. A copy of their letter from the
California Secretary of State’s office with their non-profit ID number indicated is
required.
· Their membership must be at least 51% Saratoga residents OR at least 51% of the
persons in attendance at their event must be Saratoga residents.
· The event must be open to the public, advertised as such and is for the public benefit
· Non-profit groups requesting the use of City facilities for the purpose of fundraising
or when an admission fee is charged will pay the regular rental fee.
In addition, when alcohol is served, the event organizer is required to provide one security
guard for every 100 persons in attendance. A $500 Security Deposit is required for all uses.
RECOMMENDATION:
The City of Saratoga’s existing non-profit use policy does not allow non-profit organizations
undertaking fundraising activities to receive the 50% discount rate granted for their other
activities. Staff is not authorized to make exceptions to Council policy; hence this item
requires Council action.
FISCAL IMPACTS:
The Saratoga Rotary meets all the criteria for non-profit fees except the final one. Use fees
for their desired time would be $480. Should their fee waiver request be granted, their fees
would be reduced to $240. The Rotary’s goal is to raise $5,000 from the proceeds from this
event. Admission will be $100 per person and they expect 110 guests. The Rotary will also
encourage attendees to “Sponsor a Child” by contributing $500 to pay for each child’s cleft
pallet repair. A Guatemalan painting will be auctioned off to add to the fundraising effort.
ALTERNATIVE ACTIONS:
· Alternate A: Grant the partial fee waiver request: This action would reduce the
Rotary’s fee to $240 + the $25 processing fee. Waive the security deposit
requirement. Waive the requirement for a security guard.
· Alternate B: Deny the partial fee waiver request. The Rotary would pay $480 in use
fees. Waive the $25 processing fee, the security deposit, and the security guard
requirement.
FOLLOW UP ACTION:
Staff will undertake Council direction. Staff is preparing policy alternatives to address
fundraising by non-profit users for the City Council’s consideration for the January 20, 2010
meeting.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
City Council meeting noticed on November 25, 2009.
ATTACHMENTS:
Letter from Saratoga Rotary requesting fee waiver
57
November 20, 2009
To: Claudia Cauthorn, City of Saratoga, Directory of Recreation and Facilities
From: Rick Waltonsmith, Saratoga Rotary Club
Subject: Non-profit status request
Dear Claudia;
This is an official request to grant non-profit status for the “Chef’s Delight Rotoplast
Benefit Dinner” to be held at Fellowship Hall, North Campus on Monday, January 25th, 2010.
The goal is to raise $5,000 of the $93,000 needed for the Rotoplast project in May.
· Time: 6-10PM with guests arriving at 7PM and leaving at 9PM. Set-up at 6:00.
· Target attendance is 110 guests paying $100 each
· Food will be provided by approximately 6 local chefs preparing a signature dish.
Wine will be served.
· Program:
1. Welcome and introduction to the Guatamala Rotoplast Project for May 2010.
2. Encouragement to “Sponsor a Child”, which will be the principal fundraising @
$500 per child’s surgical cleft pallet repair. Also, silent auction of
Guatamalan painting.
3. Serving and eating, with musical accompaniment of a string quartet from
Saratoga High School.
4. Silent auction of painting results.
5. Parting remarks and thank you’s.
· Clean-up from 9-10.
Thank you,
Rick Waltonsmith
Saratoga Rotary club
58
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: 2010 Winter Issue of The Saratogan
RECOMMENDED ACTION:
Accept report and direct staff accordingly.
BACKGROUND:
The Saratogan is used as a tool to improve communications with residents and ensure the public
has access to important information. The City has published a wide range of articles in past issues,
ranging from public safety articles to water conservation tips to updates on City projects.
The fall issue of The Saratogan was mailed to residents in October 2009 and the winter issue will
be sent in January 2010. The fall issue featured articles on investing in Saratoga. Story topics
included the value of shopping locally, the Village Façade Improvement Program, the purpose of
business licenses, and the annual Tree Lighting. The newsletter also included articles on Ask Jana,
the new City website, the North Campus Open House, an e-waste drop off hosted by West Valley
Collection and Recycling, and fall Recreation Department classes.
Staff has started developing preliminary article topics for the next issue of The Saratogan. The
stories are centered on “Exploration” and will highlight ways in which residents and the City can
explore the Saratoga community. Below is a list of proposed primary and secondary articles.
Primary Articles:
· 2015 by 2015 program
· Census 2010
· Saratoga trail maps online
· Website and community event calendar “how to”
Secondary Articles:
· Ask Jana
· Alert SCC
· The renaming the North Campus
59
Page 2 of 2
· American Recovery and Reinvestment Act of 2009 in Saratoga
· Saratoga Library
· City tree pruning regulations
· Wood burning season
To ensure The Saratogan meets the expectations of the City Council, staff is seeking input for the
winter issue.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
Staff will move forward without Council input on the theme, article topics, or other aspects of the
winter issue of The Saratogan.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: The Saratogan 2009 fall issue
60
SaratoganTheCITY o f S A RATOG
A
CALIF O R N I A1956
Fall 2009
Investing in Saratoga
The City of Saratoga is proud to be home to many small, locally-owned businesses that offer a great selection
of goods and services. Small businesses are an important part of the City’s economic health and provide a
number of benefits to the community.
Small businesses help keep money in the
community. Making a purchase at a locally-owned
store means your dollars are more likely to be spent
on products or services provided by other local
businesses and professionals.
Additionally, shopping in Saratoga ensures
that sales taxes will fund services in Saratoga
such as park maintenance, road repairs, and law
enforcement. Consumers pay sales tax in every city.
The taxes collected in Saratoga directly benefit our
community.
Shopping locally is a great way to invest in
Saratoga. Read more about preserving Saratoga’s
economic vitality in this issue of The Saratogan.
••Business License Basics•• If you own or are
thinking of starting a business in Saratoga, you’ll
need a business license. More information can be
found below.
••Village Façade Improvement Program•• Learn
about the City’s efforts to encourage private
investment in the downtown area and beautify the
Village on page 2.
••Annual Tree Lighting & Village Open House••
Support local business by starting your holiday
shopping at the Annual Tree Lighting Ceremony and
Village Open House. Read more on page 2.
Saratoga Village, photo by www.venzfinephoto.com
Business License 101
Starting a business? The City of Saratoga requires
all businesses located in or operating in Saratoga
to have a license issued by the City. This includes
retail stores, contractors, and home businesses. Licenses allow the City to regulate businesses in Saratoga.
Home-based business owners are sometimes unaware that they need a business license. Any resident
who establishes a business, whether by registering a fictitious business name, getting a seller’s permit, or
performing contract work, needs to apply for a license.
The application process takes about two weeks, and the City charges a minimal business license fee.
Revenues from license fees help fund infrastructure and services such as road maintenance and law enforcement
that benefit businesses and customers alike.
For more information about business licenses, visit www.saratoga.ca.us.
61
Village Façade Improvement Program
In an effort to encourage private investment in Saratoga Village while beautifying the downtown area, the
City offers a matching grant to businesses and property owners for façade improvements to storefronts in
the Village that are visible
from Big Basin Way. Grants
cover 50% of the project
costs up to $5,000.
Projects eligible for
grant funds include new
exterior paint, installation
of an awning, improvements
to sidewalk seating areas,
new signage, enhancements
to windows and doors, and
installation of exterior plant
boxes. Grants are awarded
on a first come first served
basis.
Since the program was
first adopted in 2004 and
funded again in 2007, it has
supported the investment
of over $620,000 in
improvements to the
Village. Just over $50,000
of that has been grant money
provided by the City.
For more information about this grant program, visit www.saratoga.ca.us/about/village/default.asp.
Tree Lighting Ceremony and Village Open House
Saratoga residents are invited to the 8th Annual Tree Lighting Ceremony and Village Open House
on November 27, 2009 at Blaney Plaza at 5:30 p.m.
Sponsored by the City of Saratoga and the Saratoga Chamber of Commerce, the Tree Lighting
Ceremony is a festive way for families to mark the start of the holiday season. The event will start
at 5:30 p.m. with welcoming remarks from the Mayor and carols performed by students from Blue
Hills Elementary and Sacred Heart.
Immediately following the tree lighting ceremony, the Village Open House will give residents a
chance to discover all that Saratoga businesses have to offer. Stores throughout the Village will be
open for extended hours from 6:00 to 9:00 p.m. for residents to get started on holiday shopping. Many
businesses offer free samples or hot drinks to keep shoppers warm as they explore the Village.
Additional activities include:
Caroling•
Wagon and pony rides•
Petting zoo•
Other entertainment will also be featured along Big Basin Way. •
For more information, call (408) 868-1269 or (408) 867-0753.
Big Basin Way in Saratoga, photo taken by Ron Leckie
62
Ask Jana
Got Code Enforcement questions? Ask Jana! Send your questions
to Jana Rinaldi at 13777 Fruitvale Avenue, Saratoga CA 95070 or
by email to jrinaldi@saratoga.ca.us.
Pete,
Per our municipal code, you are not
required to get a building permit for your
patio as long as it is:
Open•
Unenclosed•
Uncovered •
No more than four feet above •
ground level
If you have any questions about your
patio, you can always stop by the Building
Counter Monday through Thursday from
7:30 a.m. to 12:00 p.m. The Building
Jana,
My neighbor has an awful pool pump than runs at
all hours of the night. It’s so loud that it keeps us
up all night. Are there any rules to regulate the
noise generated by pool pumps?
Sleepless in Saratoga
Dear Sleepless,
The City Code regulates noise from pools
and spas. Equipment that is within 25
feet of a side property line can only be
operated between 8:00 a.m. and 10:00
p.m. Additionally, noise from pool or spa
equipment cannot exceed 50 decibels, 25
feet from the source of the noise. If you
think your neighbor is in violation of this
rule, contact me at (408) 868-1214.
Jana
Dear Jana,
I’d like to build a patio in my backyard. This will
be the first time I build anything like this and I saw
in the last issue of The Saratogan that building
permits are required for a lot of work. Do I need
any permits to construct a patio?
Thanks,
Patio Pete
New City Website Goes Live!
The City of Saratoga’s new website is up and
running! The site is intended to be easier to use
and improve communication between residents
and the City. New features include:
Calendar of City meetings & community •
events
Easy to use search tool•
Email subscriptions•
Improved navigation and organization of pages•
Low graphics version for visually impaired or •
mobile users
News alerts through RSS feeds•
Site map•
Explore the new website at www.saratoga.ca.us.
Counter is located at City Hall at 13777
Fruitvale Avenue in Saratoga.
Jana
63
Postal Customer Local
PRSRT STD
U.S. Postage
PAID
Saratoga, CA
Permit No. 136
ECRWSS
The Saratogan
13777 Fruitvale Avenue
Saratoga, CA 95070
CIT Y o f S ARATO
G
A
CALIFO R N I A1956
Got ideas? Send story ideas or comments about
The Saratogan to Crystal Morrow at
cmorrow@saratoga.ca.us or (408) 868-1275.
North Campus Open House
Renovations to the North Campus have been finished! The City will be celebrating completion of the work
during an open house on October 23, 2009 at 3:30 p.m. at the North Campus, which is located at 19848
Prospect Road in Saratoga. The event is open to the public and will
feature live music, refreshments, and more.
Purchased in 2002, the City has been making improvements to the
2.6 acre site in phases. The first stage of work started in 2007 with
improvements to the Administration Building, which is primarily used for
meetings and recreation classes.
The second phase of work started last year with renovations to
Fellowship Hall. The improvements to the building include a new hardwood
floor, a kitchen, fully accessible bathrooms, and more. This work has also
included demolition of two unusable buildings on the property, which
have been replaced with new landscaping.
The City was able to make the improvements to Fellowship Hall
thanks to a generous donation from the House Family Foundation,
which was administered by the Saratoga-Monte Sereno Community
Foundation.
The City is looking for a new name for the North Campus.
Submit your ideas online at www.saratoga.ca.us by October 23, 2009!Fellowship Hall at the North Campus
Enroll for Fall Recreation Class!
This fall, the City of Saratoga Recreation Department has classes for all ages and all interests. Youth programs
include My First Art Class, which begins November 20th and runs through December 18th, as well as Camp
Winter Wonderland that will be held at the Joan Pisani Community Center over the holiday break for children
between 3.5 years to 10 years old. Some of the exciting adult programs include Salsa & Ladies Latin Styling
with Agnes beginning November 9th and Brewing 101 at
St. Stan’s Brewing Company in downtown Saratoga
starting November 7th. For more information, visit
http://www.saratoga.ca.us/cityhall/rec/default.asp
or call (408) 868-1249.
E-Waste Drop Off — Electronics such as computers, monitors, televisions,
fax machines, printers, copiers, stereos, phones, and cameras all can contain
toxic chemicals and compounds that should not be thrown in the trash. West
Valley Collection & Recycling will be offering a free E-Waste drop-off event
for residents to get rid of unwanted electronics from 9am to 2pm on Saturday,
October 24th, 2009. The drop-off is located at the City of Saratoga’s North
Campus located at 19848 Prospect Road in Saratoga.
64
1
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Leo Salindong DIRECTOR: Mary Furey
IT Analyst Finance & Administrative Services Director
__________________
SUBJECT: Telecommunications Upgrade Project
RECOMMENDED ACTION:
Review report and direct staff to issue a Request for Proposals to replace the existing PBX
telecommunication system with a Voice over Internet Protocol (VoIP) telecommunication system for the
main City Hall buildings, the Joan Pisani Community Center, the Corporation Yard, the Saratoga Area
Senior Coordinating Council and the North Campus. Staff further recommends including electronic fax
integration in the system.
REPORT SUMMARY:
During the June 3, 2009 City Council Meeting, staff was directed by Council to bring the IT
Telecommunications System Upgrade Project back with additional analysis and information.
BACKGROUND:
The City houses a Toshiba Strata DK 280 private branch exchange (PBX) system, which provides
telephone communication throughout the main City Hall administration buildings, the Joan Pisani
Community Center, Corporation Yard, and Saratoga Area Senior Coordinating Council (SASCC). This
system was installed prior to 1996 and is at the end of its technological life cycle.
Since May 2009, the City’s telephone system failed multiple times over a five month period. From these
recent incidents, continued use of the current telephone system clearly presents potential issues with
staff’s ability to communicate with the public, and resources for the system are becoming very difficult to
obtain. Over time, parts will become harder to acquire and service technicians with knowledge of the
inner workings of legacy PBX systems are becoming less available. Performing necessary maintenance
has become an added challenge. In September 2009, staff performed a full backup of the City’s telephone
and voice data. However, it took several attempts to do so, and required the assistance of our telephone
contractor to properly back up the essential data. The root cause was due to compatibility issues with the
latest Windows Operating System which required a complete shutdown and reboot of the entire phone
system. Considering the age and unpredictable reliability of the City’s telephone system, staff
recommends replacement.
For this discussion, some useful Communication System Infrastructure terminology includes the
following:
65
2
Public Switched Telephone Network (PSTN) - PSTN refers to the network of the world’s
telephone communication systems – business, home, cellular, international, etc.
Private Branch Exchange (PBX) - A traditional PBX system is a box (like a computer) that
switches and connects phone lines in the office to each other and to the PSTN. Each telephone
on a PBX is connected with dedicated cabling. Phone systems can be programmed with unique
or multiple extensions and with features such as the ability to hold, transfer, or conference calls.
VoIP - A VoIP telephone system (or IP PBX) operates over existing network infrastructure rather
than using dedicated cabling in the office. VoIP communication is achieved by digitizing a voice
signal into small packets of information. These packets of information are transmitted from a
user’s phone over the local network to the IP PBX then converted back to voice signals and sent
out through the PSTN. Each telephone can be plugged into any network connection and the
programming for that phone (user, extension, assigned features) goes with it, much like a laptop
as it is moved from one location to another.
OPTIONS:
To research available options, staff looked into current applications using VoIP systems and PBX
systems. Supplementing the research process, staff worked with consultants to develop accurate telephone
upgrade options.
Two proposed options for the Telecommunications Systems Project affecting the City Hall buildings, the
Joan Pisani Community Center and SASCC, the Corporation Yard, and if desired, the North Campus are
included below. Currently there are only two phone lines installed at North Campus. One line is located
in the Sheriff’s Office and the other line is located at the receptionist desk in the administrative building.
1) Upgrade the legacy PBX telephone system with a new PBX telephone system.
2) Replace the existing PBX telephone system with a VoIP telephone system.
For the Telecommunication Project, there are two Options with alternative scenarios. These options are
discussed below:
Option 1 – PBX Upgrade
Upgrading to a new PBX system will replace the current PBX system. Below are two options for
upgrading to a new PBX system.
Alternative 1A – City Hall Campus
This alternative will apply the PBX upgrade specifically to the main City Hall administration buildings,
the Joan Pisani Community Center, Corporation Yard, and SASCC (excludes North Campus).
To help reduce setup costs, the new system will be installed using the existing voice network architecture
used by the current PBX system. New desktop phones incorporating up-to-date industry features will be
deployed to each of the 67 phone locations currently in use at each of the facilities listed above.
Alternative 1B – City Hall Campus + North Campus
This alternative will apply the PBX upgrade as mentioned in “PBX upgrade Alternative 1A” with the
addition of North Campus.
66
3
Three Centrex lines will be installed in the administrative building and Fellowship Hall. The telephone
lines will provide phone service separate from City Hall and will be managed by our telephone company.
Option 2 – VoIP Upgrade
Upgrading to a VoIP system will restructure the entire voice and data network infrastructure. This will
include, but is not limited to:
* Removal of the current PBX system.
* Removal of all essential hardware connected to the current PBX.
* Installation of the new VoIP system over the network infrastructure.
* Installation of network switches and Internet Protocol (IP) client licenses over the network.
* Deployment of compatible components to be used with the new system such as new IP desktop
phones and telephone accessories as required.
Below are three options for upgrading to a new VoIP system.
Alternative 2A – City Hall Campus
This alternative will apply the VoIP upgrade specifically to the main City Hall administration buildings,
the Joan Pisani Community Center, Corporation Yard, and SASCC (excludes North Campus).
During the installation and configuration process, the VoIP system will be integrated with system
components connecting to the City network. IP phones accompanied by IP client licenses will be
deployed to each of the 67 phone locations currently in use at each of the facilities listed. Configurable
security levels will segregate SASCC from the City network. Phone and network connectivity will be
facilitated by a routed, firewalled connection.
Alternative 2B – City Hall Campus + North Campus
This alternative will apply the VoIP upgrade as mentioned in “VoIP upgrade Alternative 2A” with the
addition of North Campus.
At the moment, no network data infrastructure is installed in the North Campus administrative building
and Fellowship Hall. In order to incorporate a VoIP system, network data cables will need to be installed
in both buildings and a DSL or cable internet connection will also be required. In addition, a secured
virtual private network (VPN) connection will be created through a firewall switch at North Campus to
connect the two locations together.
Alternative 2C – Electronic Fax Integration
This alternative will apply the VoIP upgrade for City Hall and North Campuses, and will incorporate a
fax server with a VoIP system to enable staff to receive faxes electronically through emailed PDF
attachments. Additionally, staff will be able to print-to-fax or email-to-fax for outgoing faxes.
DISCUSSION:
Although cost comparisons between a new PBX system and a VoIP system are relatively similar, staff
recommends a VoIP system based on its additional features, benefits, and ease of administration. A VoIP
system requires no re-patching or configuration if line extensions are changed or moved. Therefore,
ongoing vendor maintenance and servicing costs will be reduced. In addition, VoIP PC/Phone integration
interfaces with desktop and electronic fax applications. With telephone systems generally lasting for ten
years, staff believes a VoIP system best meets the City’s telecommunication needs. Staff recommends
pursuing alternative 2C, which will include a VoIP upgrade for City Hall and North Campuses, and will
incorporate a fax server with a VoIP system.
67
4
FISCAL IMPACTS:
Below are matrices describing estimated fixed costs for upgrading to a new telephone system. On-going
costs are included. Additional costs for this project may be incurred for undetermined hardware or
installation as determined by the request for proposal. Funds are available in the IT Services Fund to
transfer to the Capital Program for this system upgrade.
Option 1 – PBX Upgrade
Fixed Costs
1A – City Hall Campus
Description Quantity Cost Extended Cost
PBX System
-Hardware and Bundled Software
-Voicemail mailbox
-Installation Kit
1 $14,843 $14,843
Phones 67 $159 $10,653
T1/PRI card 1 $945 $945
PC/Phone Integration N/A N/A N/A
Total for 1A
$26,441
1B – North Campus
Description Quantity Cost Extended Cost
Phones 3 $159 $477
Centrex Phone Lines Installation $70
Total for 1B $547
Overall Cost Summary
Option 1: A $26,441
Option 1: A + B $26,988
On-going Annual Costs
Description Quantity Cost Extended Cost
Centrex Lines at North Campus 3 $420/annual
cost per
phone line
$1,260
PRI Line from Telephone Company 1 $400 $4,800
Maintenance Support/Software Service $4,700
68
5
Option 2 – VoIP Upgrade
Fixed Costs
2A – City Hall Campus
Description Quantity Cost Extended Cost
VoIP System
-Hardware and Bundled Software
-T1/PRI Interface (included)
1 $5,066 $5,066
IP Phones 67 $202 $13,534
IP Voicemail Mailbox License and Extension 67 $156 $10,452
PC/Phone Integration Included Included Included
Total for 2A
$29,052
2B – North Campus
Description Quantity Cost Extended Cost
IP Phones 3 $202 $606
IP Voicemail Mailbox License and Extension 3 $156 $468
Network Cabling Installation $1,500
Total for 2B
$2,574
2C – Fax Server Integration
Description Quantity Cost Extended Cost
Fax Server 1 $1,200 $1,200
Overall Cost Summary
Option 2: A $29,052
Option 2: A + B $31,626
Option 2: A + B + C $32,826
On-Going Annual Costs
Description Quantity Cost Extended Cost
DSL/Cable Internet at North Campus 1 $50/ month $600
PRI Line from Telephone Company 1 $400 $4,800
Maintenance Support/Software Service $4,553
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6
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
Current telecommunications conditions will remain as is; the City’s telephone system will continue to
have unstable communications and unpredictable failures. If no action is taken, in the event of a major
failure to the system, catastrophic failure may occur, causing the City to be without telecommunications
(including: phone, fax, modem, credit card terminals).
ALTERNATIVE ACTION(S):
Council could direct staff to move forward with a new PBX telephone system.
FOLLOW UP ACTION(S):
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
A. Comparable benefits of each telephone system
B. Telephone system features list
70
Attachment A
Feature Current
PBX
PBX
Upgrade
VoIP
Upgrade
Cabling Infrastructure
* Phone runs on analog copper line, network runs on separate
TCP/IP Ethernet connection port.
* Phone and network each run on own separate TCP/IP Ethernet
connection port.
* Phone and network can run on single TCP/IP Ethernet connection
port.
* Category 5e 10/100 Ethernet data network infrastructure
compatibility.
* Category 6 100/1000 Gigabit Ethernet data network infrastructure
compatibility.
* 100/1000 Gigabit LAN IP phone compatible.
Yes
No
No
No
No
No
Yes
No
No
No*
No*
No*
No
Yes
Yes
Yes
Yes
Yes
Adds, Moves, Relocation and Remote Locations
* Adding or moving phones to different phone jack locations
requires re-patching and reconfiguring of phone extension.
* Adds or moves are managed via software interface/console.
* Ability to connect to remote locations.
* Ability to connect remote location over standard TCP/IP
connection through point-to-point circuit.
Yes
No
No
No
Yes
Yes
Yes
No*
No
Yes
Yes
Yes
Desktop Integration
* Ability to operate a desktop client.
* Ability to interface with contact applications such as Outlook
Business Contact Manager.
* Ability to interface with Soft Phone software. Allows PC to place
and/or receive calls without a phone; using the computer as the
phone.
No
No
No
No*
No*
No*
Yes
Yes
Yes
Unified Communications
* Integrated phone-to-desktop communication.
* Integrated voicemail.
* Integrated email.
No
Yes
No
No*
Yes
No*
Yes
Yes
Yes
Advanced Calling Features
* Auto Attendant
* Conference Calling
* Follow-me / Find-me
* Simultaneous Ringing across multiple extensions
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Emergency Services and Power Failure Security
* May run on Power over Ethernet (PoE)
* May operate on UPS emergency power
* May operate corded phones through telephone jack. No UPS
* Is compatible with 911
* Is compatible with E911 (Enhanced 911)
No
Yes
Yes
Yes
No
No*
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Fax Server Integration
* Ability to convert fax to PDF
* Ability to print-to-fax
*Ability to email-to-fax
No
No
No
No*
No*
No*
Yes
Yes
Yes
(*Some PBXs can utilize these features, but may require additional equipment and software licensing costs)
71
Attachment B
Current PBX PBX Upgrade VoIP Upgrade
Auto attendant
Auto dialing
Automated directory services
Call accounting
Call forwarding
Call monitoring
Call park
Call pick-up
Call trace
Call transfer
Call waiting
Caller ID
Conference call
Custom greetings
Customized abbreviated dialing (Speed
Dialing)
Busy override
Direct inward dialing
Direct inward system access
Do not disturb
Extension dialing
Follow-me
Last number re-dial
Music on hold
Night Service
Redial
Shared message boxes
Voice mail
Voice message broadcasting
Welcome message
3-way calling
411 directory assistance
911 service
Auto attendant
Auto dialing
Automatic call distributor
Automated directory services
Auto Redial
Barge-in
Call accounting
Call forwarding
Call monitoring
Call park
Call pick-up
Call recording
Call trace
Call transfer
Call waiting
Caller ID
Caller ID blocking
Conference call
Custom greetings
Customized abbreviated dialing
(Speed Dialing)
Busy override
Direct inward dialing
Direct inward system access
Do not disturb
Extension dialing
Follow-me
Interactive voice response
Last number re-dial
Music on hold
Night service
Redial
Shared message boxes
Voice mail
Voice message broadcasting
Voice paging
Welcome message
3-way calling
411 directory assistance
911 service
E911 service
Anonymous call block
Area code selection
Auto attendant
Auto dialing
Barge-in
Call blocking
Call centers
Call hold
Call forwarding
Call forwarding selective
Call monitoring
Call notify
Call park
Call pick-up
Call recording
Call transfer
Call waiting
Caller ID
Caller ID blocking
Caller ID with name
Change phone number
Click to call (Soft phone)
Cancel call waiting
Communication transfer to / from:
(instant messaging, voice, or video)
Conference call
Contact lists
Custom greetings
Customized abbreviated dialing
(Speed Dialing)
Directory assistance
Direct inward dialing
Distinctive ringing
Do not disturb
Enhanced voicemail
Extra virtual numbers
Fax
Find-me / Follow-me / Reach-me
Hunt groups
Integrated voicemail and email
Keep number for life
Last number re-dial
Line unavailable forward
Local number portability
Multi-ring
Music on hold
Online account manage
PC to phone option
Redial / Repeat dial if busy
Simultaneous ring
SMS (Short Message System)
Telemarketer blocking
Toll free numbers
Voicemail
3-way calling
411 directory assistance
911 service
E911 service
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SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Shawn Gardiner DIRECTOR: Barbara Powell
Parks Lead Worker Assistant City Manager
Crystal Morrow
Administrative Analyst II
SUBJECT: Resolution Authorizing Submittal of Energy Efficiency Conservation Block Grant
Application to the California Energy Commission
RECOMMENDED ACTION:
Accept report and approve attached resolution authorizing submittal of the City’s Energy
Efficiency Conservation Block Grant to the California Energy Commission.
BACKGROUND:
Energy Efficiency Block Grant (EECBG):
The EECBG program was established by the federal Energy Independence and Security Act of
2007 to reduce fossil fuel emissions in an environmentally sustainable manner, reduce energy
consumption, and improve energy efficiency in the building, transportation, and other appropriate
sectors. The program was funded for the first time when the American Recovery and
Reinvestment Act (ARRA) of 2009 was signed by President Obama.
The U.S. Department of Energy provided direct allocations of EECBG funds to large
municipalities, territories, Indian tribes, and states. The California Energy Commission received
just over $49 million in EECBG monies, 60% of which must be allocated to small cities and
counties that did not receive a direct EECBG allocation from the Department of Energy.
The California Energy Commission will be distributing this portion of the EECBG funds to small
cities and counties using a formula that is based on population and county unemployment rates.
The City of Saratoga is eligible to receive just over $169,000.
To receive EEBCG funds, small cities and counties must submit an application to the California
Energy Commission by January 12, 2009 by first approving the attached resolution that includes:
- Authorization of the grant application
- Acceptance of the grant money
- Determination of CEQA compliance
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To qualify for EECBG funds, applications must also meet cost effectiveness requirements
specified by State law. Small cities and counties must propose projects that save a minimum of 10
million source British Thermal Units per $1,000 of EECBG funds spent. This requirement rules
out more costly energy generation or efficiency improvements, such as solar. Furthermore, the
California Energy Commission is requiring a feasibility study to verify cost effectiveness
requirements of energy efficiency projects. EECBG guidelines are available online at
http://www.energy.ca.gov/recovery/blockgrant.html.
City of Saratoga EECBG Application:
Alternatively, the California Energy Commission has identified a number of direct equipment
purchase options that meet cost efficiency requirements and therefore do not require a feasibility
study. Light-emitting diode (LED) streetlights are among the direct equipment purchase options
listed by the California Energy Commission. Saratoga’s expected EECBG grant allocation would
cover the cost of replacing all of the High Pressure Sodium streetlights along Big Basin Way in
the Village with LED lights. The total cost to replace the existing Village streetlights with LED
fixtures is estimated at $169,000.
Requested Direction:
Staff is requesting that the City Council approve the attached resolution to allow the City to
submit an application to replace the existing street lights with LED fixtures. If the resolution is
approved, the City will prepare the application and select a LED streetlight manufacturer from
which to purchase the lights.
To ensure that the design of the light fixtures fits with the look and feel of the Village, staff is
proposing that the Council authorize the Village Ad Hoc Committee to work with staff to select a
light fixture that meets the Village Design Guidelines and is consistent with the character of the
Village.
FISCAL IMPACTS:
If the Council approves the attached resolution authorizing submittal of an application to the
California Energy Commission to replace the existing Village streetlights along Big Basin Way
with LEDs, the City’s EECBG allocation should cover the entire cost of purchasing and installing
the new LED streetlights.
By replacing the existing lights with LEDs, the City will use 50% less energy to power the
streetlights in the Village and will, therefore, be eligible to switch to a lower PG&E billing rate in
the downtown area. Furthermore, installing LED streetlights in the Village will reduce the City’s
maintenance expenses by $5,000 per year. The City may also be eligible to receive a small project
rebate from PG&E for upgrading the Village streetlights to LEDs.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City will be unable to submit an EECBG application to the California Energy Commission to
replace existing High Pressure Sodium streetlights on Big Basin Way in the Village with LED
fixtures.
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ALTERNATIVE ACTION(S):
The Council may direct staff to pursue other project(s) eligible for EECBG funding.
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Resolution
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RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING SUBMITTAL OF THE CITY’S ENERGY EFFICINCY CONSERVATION BLOCK
GRANT PROGRAM APPLICATION TO THE CALIFORNIA ENERGY COMMISSION
WHEREAS, the City of Saratoga recognizes that it is in the interest of the regional, state, and national
economy to stimulate the economy; create and retain jobs; reduce fossil fuel emissions; and reduce total energy
usage and improve energy efficiency within our jurisdiction; and
WHEREAS, Energy Efficiency and Conservation Block Grant (EECBG) funds are available through the
California Energy Commission’s EECBG Program for grants to eligible local governments for cost-effective
energy projects; and
WHEREAS, the City of Saratoga is eligible for EECBG funding under the California Energy
Commission’s EECBG program; and
WHEREAS, the City of Saratoga is proposing to implement the energy efficiency project described in
Exhibit A in order to qualify for EECBG funds from the California Energy Commission; and
WHEREAS, the City of Saratoga has considered the application of the California Environmental Quality
Act (CEQA) as it pertains to the energy efficiency project described in Exhibit A; and
NOW, THEREFORE, BE IT RESOLVED that the Saratoga City Council authorizes the submittal of the
application to the California Energy Commission’s EECBG Program for funds to execute the proposed project
described in Exhibit A.
BE IT ALSO RESOLVED, if recommended for funding by the California Energy Commission, the Saratoga
City Council authorizes the City of Saratoga to accept a grant award up to the amount of this application for
$169,479, and, that the City Manager acting for the City of Saratoga is hereby authorized and empowered to
execute in the name of the City of Saratoga, all necessary contracts and agreements, and amendments hereto; to
implement and carry out the purposes specified in the application
BE IT ALSO RESOLVED that in compliance with CEQA, the City Council of the City of Saratoga finds that
approval of the energy project described in Exhibit A is a “project” under CEQA that is categorically exempt
under CEQA sections 15301 and 15302 as a minor alteration and replacement of existing facilities involving
negligible or no expansion of existing use.
PASSED AND ADOPTED by the Saratoga City Council at a regular meeting held on the 2nd day of December
2009 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_______________________________
Chuck Page, Mayor
ATTEST:
___________________________________
Ann Sullivan, City Clerk
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EXHIBIT A – Proposed EECBG Project Description
The City of Saratoga proposes to use EECBG funds to replace existing high pressure sodium streetlights in its
Village area along Big Basin Way with new LED fixtures.
- Replace all streetlights on Big Basin Way with LED lights
- LED lighting is anticipated to reduce the amount of energy used by streetlights in the Village by 50%
- Existing poles will not be replaced
- The cost of the project is estimated at approximately $169,000
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SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Morrow DIRECTOR: Barbara Powell
Administrative Analyst II Assistant City Manager
SUBJECT: Letter of Commitment for Association of Bay Area Governments Residential Energy
Efficiency Audit and Retrofit Program
RECOMMENDED ACTION:
Accept report and authorize the City Manager to sign the Association of Bay Area Governments
(ABAG) residential energy efficiency audit and retrofit program letter of commitment.
BACKGROUND:
State Energy Program – Residential Building Energy Audit and Retrofit Programs
As part of the American Recovery and Reinvestment Act, the State of California has received
$226 million for the State Energy Program (SEP). Of this money, $95 million will be used to fund
an Energy Efficiency Program that will provide grants to qualified organizations for municipal
financing programs (SEP1) like CaliforniaFIRST, residential building energy audit and retrofit
programs (SEP2), and municipal and commercial energy retrofit programs (SEP3). The State’s
SEP funds are being administered by the California Energy Commission. SEP applications are due
to the State by December 21, 2009.
SEP2 – ABAG Home Energy Efficiency Audit and Retrofit Program
ABAG is leading a regional effort to apply for $10-$12 million in SEP2 funds to create a regional
home energy audit and retrofit program that will benefit all of the Bay Area counties. Although
the exact programs and functions of the ABAG program have not been defined at this time, the
program will be focused on establishing home energy audit and retrofit standards in the Bay Area,
workforce development, marketing and outreach, and quality assurance. Ultimately, the program
is intended to create green jobs, increase use and development of clean energy technologies,
promote the local economy, and reduce greenhouse gas emissions.
Letter of Commitment
The California Energy Commission is requiring that all of the cities that intend to participate in the
ABAG program submit a letter of commitment. The letter of commitment is due to ABAG in
December 2009, so that it may be included in ABAG’s application for SEP funds.
The letter of commitment:
- Indicates that the City is in support of ABAG’s application for SEP2 funds
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- Authorizes ABAG as the lead agency in submitting the application
- Supports the County of Santa Clara as the lead agency in implementing ABAG’s home
energy efficiency audit and retrofit program in Santa Clara County
- States the City will participate in program development and implementation in Saratoga
and throughout the region
- Indicates the City will provide a resolution authorizing ABAG to act as the lead agency in
applying for and receiving SEP2 funds on behalf of Saratoga, contingent upon the
selection of ABAG’s proposal for funding
FISCAL IMPACTS:
There are no fiscal impacts associated with approving the letter of commitment. However, staff
time may need to be dedicated to the development and implementation of the ABAG home energy
efficiency audit and retrofit program if SEP2 money is awarded to the program.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City will not submit a letter of commitment for the ABAG home energy audit and retrofit
program and may not be eligible for services proved through the program if it receives SEP2
funds.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A: Letter of Commitment to the ABAG home energy efficiency audit and retrofit program
Attachment B: State Energy Program Chart
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Incorporated October 22, 1956
CITY OF SARATOGA
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • www.saratoga.ca.us
COUNCIL MEMBERS:
Jill Hunter
Kathleen King
Howard Miller
Susie Nagpal
Chuck Page
December 2, 2009
Angela Hockaday, Contracts Officer
California Energy Commission
1516 Ninth Street, MS-18
Sacramento, California 95814
RE: PON #400-09-403 California Comprehensive Residential Building Retrofit Application: Bay
Area Regional Residential Building Retrofit Program
Dear Ms. Hockaday:
The City of Saratoga is pleased to offer this letter of commitment to the State Energy Program application
of the Association of Bay Area Governments (ABAG) regarding the Bay Area Regional Residential
Building Retrofit Program. I am authorized to sign this letter of commitment on behalf of the City of
Saratoga pending final approval of the Council.
Through participation in this residential building retrofit program, the City of Saratoga strives to create
lasting market and behavioral changes resulting in the increased adoption of energy efficiency
improvements and distributed generation of renewable energy sources for the property owners in the our
jurisdiction.
The City of Saratoga authorizes ABAG as the lead agency in submitting this application on behalf of our
jurisdiction to provide funding to ensure the long-term success of this innovative residential building
retrofit program. The City of Saratoga supports the role of the County of Santa Clara as the lead local
implementer on behalf of the all of the local governments in the County.
Local governments in all nine Counties are working together to create this unprecedented program to
promote regional consistency, achieve economies of scale, and maximize quantified energy, water, and
carbon reductions. The program will leverage other ongoing sources of customer incentives and
financing, including utility energy efficiency incentives, Property Assessed Clean Energy (PACE)
financing, and Retrofit Ramp-Up funds. Program elements will include credible programs standards,
training to ensure a robust and capable workforce, an effective marketing and outreach strategy offering
bundled incentives to attain high participation, and a strict quality assurance program to protect
consumers and reduce local government liability.
Aligned with the U.S. Department of Energy (DOE) and California Energy Commission (CEC) State
Energy Program strategies, our proposed program will increase green jobs, increase energy efficiency and
deployment of renewable energy technologies, promote economic activity, and reduce greenhouse gas
emissions.
The City of Saratoga will help to guide program development and implementation in our jurisdiction and
throughout the region by serving on the appropriate steering committee, and coordinating with local
80
government program partners, and relevant internal departments. We will work collaboratively to
ensure the success of the program.
The City of Saratoga intends to provide the CEC, upon Council approval, with a governing board
resolution contingent upon proposal selection for funding and inclusion in the Notice of Proposed
Awards. The resolution will authorize for the collaborative lead agency bidder ABAG to apply for and
receive funding on behalf of the City of Saratoga.
The City of Saratoga is grateful for your consideration of this proposal. If you have any questions
regarding this request, please feel free to contact:
Barbara Powell, Assistant City Manager
(408) 868-1215
bpowell@saratoga.ca.us
Crystal Morrow, Administrative Analyst II
(408) 868-1275
cmorrow@saratoga.ca.us
Sincerely,
Dave Anderson, City Manager
City of Saratoga
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American Recovery and Reinvestment Act of 2009
California Energy Commission
State Energy Program (SEP)
SEP1: Municipal Financing
Programs
CaliforniaFIRST
Letter of Commitment
Due Nov. 20, 2009
Resolution to join
Resolution to authorize Sacramento
County as lead applicant
Due Jan. 18, 2010
SEP2: Residential Energy
Efficiency Audits and Retrofit
Programs
ABAG Regional Home Energy
Audits and Retrofits
Letter of Commitment
Due December 2009
Resolution to authorize ABAG as lead
applicant
Due Jan. 18, 2009
SEP3: Commercial and
Government Energy Efficiency
Retrofit Programs
82
SARATOGA CITY COUNCIL
MEETING DATE: December 2, 2009 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: Council Member Topics for January 29, 2010 Council Retreat
RECOMMENDED ACTION:
Informational only.
REPORT SUMMARY:
Each year the Saratoga City Council schedules a retreat in early January to discuss topics and
issues that are important to the community. The Council Retreat for 2010 has been scheduled for
January 29th and will be held at the North Campus on Prospect Avenue.
In addition, staff also schedules a retreat in December each year to adequately prepare for the
upcoming Council Retreat. At this time, staff is requesting Council to submit ideas of topics that
they would like to discuss at the January 29th Council Retreat.
A copy of the 2009 City Council Retreat agenda is attached for your reference.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Council members’ topics of interest will not be agendized on the Council Retreat Agenda.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Staff will conduct research on the submitted topics of interest and prepare staff reports for
discussion at the Council Retreat.
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ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A – 2009 Council Retreat Agenda
84
1
CITY COUNCIL RETREAT – HAKONE GARDENS
8:00 – 8:30 A.M. CONTINENTAL BREAKFAST
CALL MEETING TO ORDER – 8:30 A.M.
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
January 26, 2009)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Any member of the public will be allowed to address the City Council for up to three (3) minutes on
matters not on this agenda. The law generally prohibits the council from discussing or taking action on
such items. However, the Council may instruct staff accordingly regarding Oral Communications under
Council Direction to Staff.
AGENDA TOPICS
1. 8:30 – 10:00 Mixed Use In Commercial Area Overlay – Chris Riordan
2. 10:00 –10:30 Community Outreach (Page) – Mayor Page
3. 10:30 – 11:30 CUP Review – John Livingstone
4. 11:30 – 12:30 Economy & Budget – Mary Furey
5. 12:30 – 2:00 Working LUNCH
Sustainable (Environment) Development & Programs (Page) – Barbara
Powell
6. 2:00 – 3:00 Prioritization & Guidelines of Ordinance List (King) John Livingstone
3:00 – 3:15 BREAK
7. 3:15 – 3:45 Rosenberg’s Rules of Order – Richard Taylor
3:45 – 4:00 Wrap Up – Mayor Page
4:00 Adjournment
AGENDA
COUNCIL RETREAT
JANUARY 30, 2009
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2
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California 95070. Note that copies
of materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City website at www.saratoga.ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this
meeting, please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the
City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II)
Certificate of Posting of Agenda:
I, Ann Sullivan,, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City
Council of the City of Saratoga was posted on January 26, 2009, at the City of Saratoga, 13777 Fruitvale Ave.,
Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s
website at www.saratoga.ca.us
Signed this 26th day of January 2009 at Saratoga, California.
Ann Sullivan, CMC, City Clerk
86