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Home My WebLink About04-04-2012 City Council Packet Supplemental�V TY �y y a�iY rt t lG AGENDA REGULAR MEETING SARATOGA CITY COUNCIL WEDNESDAY, APRIL 4, 2012 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 March 29, 2012) REPORT FROM CLOSED SESSION 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 Commendations for Student Council Representatives of Local Schools Recommended action: Present Certificates of Appreciation to Student Council representatives from schools in and around Saratoga. 2. Commendations for Outgoing City Commissioners Recommended action: Read and present commendations. Appointment of City Commissioners Recommended action: 1. Adopt the resolution appointing one member to the Planning Commission, one member to the Traffic Safety Commission, and two members to the Heritage Preservation Commission; and 2. Direct the City Clerk to administer the Oaths of Office. SPECIAL PRESENTATIONS None CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 4. City Council Meeting Minutes Recommended action: Approve minutes for the City Council Meeting on March 21, 2012. Review of Accounts Payable Check Registers Recommended action: Review and accept check registers for the following accounts payable payment cycles: March 20, 2012 March 27, 2012 6. Final Contract Amendment between the Board of Administration California Public Employees' Retirement System and City of Saratoga — Miscellaneous Employees Recommended action: 1. Waive the second reading and adopt the Ordinance authorizing the final contract amendment to the Contract between the Board of Administration of the California Public Employees' Retirement System (CalPERS) and the City Council of the City of Saratoga; and 2. Authorize the Mayor to sign the amendment to the Contract between the Board of Administration California Public Employees' Retirement System and City of Saratoga. 7. Development Agreement for 22100 Mt. Eden Road Recommended action: Staff recommends the Council waive the Second Reading and adopt the Development Agreement and direct staff to publish a comprehensive summary thereof in a newspaper of general circulation of the City of Saratoga within 15 days after its adoption. 8. Declaration of Surplus Vehicles & Equipment Recommended action: 1. Move to declare the following vehicles as surplus and authorize their sale at auction: • Vehicle # 84 1995 GMC Sonoma • Vehicle # 104 2003 Chevrolet Silverado 1500 • Equipment # E032 1998 Toro 560 D Mower • Equipment # E041 1996 Toro 223 Mower • Equipment # E012 Bandit Wood Chipper 9. Resolution in Support of Assembly Bill 1642 Recommended action: Approve the resolution in support of Assembly Bill (AB) 1642 and authorize the Mayor to sign the letter of support for AB 1642. 10. Resolution in Opposition of Assembly Bill 1627 Recommended action: Approve resolution in opposition of Assembly Bill 1627- Healthy Neighborhoods Act. PUBLIC HEARINGS None OLD BUSINESS 11. Saratoga Community Event Fee Waiver Requests Recommended action: Accept report and provide direction to staff. 12. Saratoga Light Poles Vertical Banner Policy Recommended action: Staff recommends adopting the attached Policy Regulating the Public Use of Vertical Banners on Select Saratoga Light Poles. NEW BUSINESS 13. Saratoga Library Solar Project — Award of Construction Contract Recommended action: Saratoga Library Solar Project — Award of Construction Contract 14. Resolution Amending the City of Saratoga's Conflict of Interest Code Recommended action: Adopt resolution amending the City of Saratoga's Conflict of Interest Code. NAME �� J CITY OF SARATOGA REQUEST TO ADDRESS THE CITY COUNCIL c A/—, ADDRESS SUBJECT ' r l AGENDA ITEM NO. DATE ` -Z-.- TELEPHONE NO. 'T'IME OF DAY CARD IS FILLED OUT: U ci ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Chuck Page City School Ad Hoc Hakone Foundation Board Hakone Foundation Executive Committee Let's Move City Ad Hoc Santa Clara County Cities Association Santa Clara County Cities Association Selection Committee TEA Ad Hoc West Valley Mayors and Managers Association West Valley Sanitation District Vice Mayor Jill Hunter Hakone Foundation Board Historical Foundation KSAR Community Access TV Board SASCC Village Ad Hoc West Valley Flood Control & Watershed Advisory Committee Council Member Emily Lo Association of Bay Area Governments Highway 9 Ad Hoc Library Joint Powers Authority Sister City Liaison Village Ad Hoc Council Member Howard Miller City School Ad Hoc Council Finance Committee Postal Service Liaison Santa Clara Valley Water District Commission Saratoga Ministerial Association Valley Transportation Authority PAC West Valley Solid Waste Management Joint Powers Authority Council Member Manny Cappello Chamber of Commerce Council Finance Committee County HCD Policy Committee Highway 9 Ad Hoc Let's Move City Ad Hoc Santa Clara County Emergency Council TEA Ad Hoc CITY COUNCIL ITEMS CITY MANAGER'S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, 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 ww%,v.sarato ag 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, Crystal Morrow, 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 March 29, 2012, 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 29`h day of March 2012 at Saratoga, California. Cryst orrow City Clerk NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.sarato a CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2012 04/04 Regular Meeting — (5:30 p.m. — Community Center) Joint Meeting with School Districts 04/18 Regular Meeting —Joint meeting with Mountain Winery 05/02 Regular Meeting —Joint Meeting with Youth Commission 05/16 Regular Meeting —Joint Meeting with Montalvo Arts 06/06 Regular Meeting —Joint Meeting with Planning Commission 06/20 Regular Meeting — (5:30 p.m. — Community Center) Joint Meeting with HOA's 07/04 Fourth of July —City Hall closed 07/18 Regular Meeting 08/01 Recess 08/15 Regular Meeting —Joint meeting with Hakone Foundation 09/05 Regular Meeting —Joint Meeting with Parks and Rec /PEBTAC 09/19 Regular Meeting —Joint Meeting with West Valley Board of Trustees 10/03 Regular Meeting —Joint Meeting with Saratoga/Monte Sereno Community Foundation 10/17 Regular Meeting -- Joint Meeting with Traffic Safety Commission 11/07 Regular Meeting —Joint Meeting with Library Commission 11/21 Regular Meeting —Joint Meeting with Saratoga Ministerial Association 12/04 City Council Reorganization 12/05 Regular Meeting —Joint meeting with HPC and Historical Foundation 12/19 Regular Meeting L/ a{ 5 A RA\ O /FOR% AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL APRIL 4, 2012 SPECIAL MEETING — 5:15 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER — 5:15 P.M. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on March 29, 2012) 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. COUNCIL DIRECTION TO STAFF Instruction to Staff regarding actions on current Oral Communications. ADJOURN TO CLOSED SESSION —5:15 P.M. ANNOUNCEMENT OF CLOSED SESSION ITEMS CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation (Government Code section 54956.9 (b): 1 case CALL JOINT MEETING TO ORDER — 5:30 P.M. SARATOGA SENIOR CENTER, SAUNDERS ROOM, 19655 ALLENDALE AVENUE, SARATOGA 1. Joint Meeting with the Representatives of Saratoga Schools Recommended Action: Informational Only ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.sarato ag ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 4081868 -1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. X28 CFR 35.102- 35.104 ADA title III Certificate of Posting of Agenda: I, Crystal Morrow, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for public review on March 29, 2012 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 29`h day of March 2012 at Saratoga, California. Crystal orrow City Clerk 2 a al Memo To: City Council From: Michael Taylor, Director Date: April 4, 2012 Subject: Vertical Banner Policy Proposal Attached is an updated proposal for the co- sponsorship of banners on Saratoga light poles. This update replaces the proposed policy included in the original Council packet. Also attached is a map of existing light poles in the Saratoga Village. The poles in RED are owned by the City and the light poles designated in GREEN are the property of PG & E. If you have any questions, please feel free to call me at 408.868.1250. Thank You! Michael Taylor, City of Saratoga Recreation & Facilities Department Director, Risk Manager 19655 Allendale Avenue Saratoga, CA 95070 408.868.1250 mtaylor @saratoga.ca.us I� 1 Policy Regarding Co- Sponsorship of Banners on Select Saratoga Light Poles The City of Saratoga owns various light poles in the City and uses some of these light poles for vertical banners it has created to promote community identity and civic pride, beautify City streets, and inform the public of City events. The City does not post banners on all suitable light poles at all times. For suitable poles not being used for a City- sponsored banner, the City will consider co- sponsoring vertical banners. The following policy describes the City's co- sponsorship criteria and procedures. This policy is administered by the Director of the City of Saratoga Recreation Department. All references to the City refer to the Director or a person designated by the Director in writing to administer this policy. Co- sponsorship Criteria The City will co- sponsor banners bearing the City seal with non - Profit organizations promoting Saratoga -based non - profit events on select Saratoga light poles when the banner hardware on those poles is not being used by the City. Requests will be given the following priority: 1) Saratoga -based non - profit organizations 2) non - profit organizations from outside Saratoga promoting events in Saratoga. Where there are conflicting requests within either of these categories, organizations who have previously hung banners will be given preference over organizations that have not. Organizations seeking co- sponsorship must agree to bear all costs associated with banner design, manufacture, installation, removal, and storage. Co- Sponsorship Procedures In January of each year, community groups will be asked to submit their requests for preferred dates from July V' through June 30'h of the following year to hang vertical banners at select light poles. The request must describe the event to be promoted with the banner and include the proposed text and general design concepts for the banner. Groups must show proof of non - profit and/or Saratoga residency status. The City will consider all requests and finalize the schedule for the coming fiscal year. Dates open after the calendar is established can be filled throughout the year. 2. Groups will be charged a fee of $200 per reservation, plus a refundable $500 security deposit to help defray the costs associated with the co- sponsorship program. Please make checks payable to the City of Saratoga. Checks are due no later than ten days after the schedule request is confirmed. If payment is not received by the date due, the reservation date will be made available to other groups. 3. Co- sponsored banners may be hung fourteen (14) days per usage, from Monday through Sunday, no more than twice per year by any group. 4. Prior to manufacture of the banners and at least sixty days prior to the first day of the reservation, the group must present a detailed description, including the colors, design, and content of the proposed banner for City approval. City will identify any changes required within ten days. 5. At least thirty days prior to the first day of the reservation, the user group shall identify the approved installer responsible for installing and removing the banners and provide the City a copy of a certificate of insurance in the amount of $1 million for that installer naming the City as additional insured. 6. Banners must be removed by noon on the Monday following the reservation. Security deposit will be forfeited for any late removal. Any banners not removed according to this policy may be removed and disposed of by the City. 7. To ensure that banners are highly effective and properly placed, the following standards must be met: a) Banners must be exactly three 45 ' /2" high and 17'/4" wide. b) Banners must be made from a heavy -duty canvas or awning type of material. c) Depending on the type and weight of banner fabric, it is recommended the half moon cuts be sewn to avoid tearing and /or ripping. d) Banners must be two- sided. 8. The City of Saratoga assumes no responsibility or liability for banners, theft, damage or injury that may result from the placement of banners. 323811.2 14360 7,� � 1748 1' . t '" f4401, 14395 / 1� 7j r For, �a� 2QJ r �' 0641? �J ' _ i \.- � _ ` ,• . �`, / '\, ``` � \�� ®177!9 050 ,�i ._ ?*`\ + ` / ` •v c - ! 4 >> 17]10 •1 • s��'J �7]6t 171N +p .... 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