HomeMy WebLinkAbout10-17-2012 City Council Agenda Packet\LIFORN�
AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
OCTOBER 17, 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
October 11, 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 LABOR NEGOTIATORS
(Government Code Section 54957.6)
Unrepresented employee: Human Resources Manager
Agency designated representatives: Richard Taylor, Deanna Mouser
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
(Government Code section 54956.9(a))
Name of case: Lee v. City of Saratoga (Santa Clara County Superior Court Case No. 1-12 -
CV - 225772)
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CALL JOINT MEETING TO ORDER — 6:00 P.M. ADMINISTRATIVE
CONFERENCE ROOM, 13777 FRUITVALE AVENUE
1. Joint Meeting with the Traffic Safety Commission
Recommended Action:
Informational Only
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In Compliance with the Americans with Disabilities Act, if you need assistance to
participate in this meeting, please contact the City Clerk at 408/868 -1269. Notification
24 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA title II]
Certificate of Posting of Agenda:
I, Crystal Bothelio, 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
October 11, 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 11th day of October 2012 at Saratoga, California.
Crystal Bothelio
City Clerk
2
Table of Contents
Agenda 2
Proclamation Declaring October 14 -20, 2012 "Freedom from
Bullies Week"
Staff Report 7
Proclamation 9
Cities Association of Santa Clara County Presentation
Staff Report 10
Delphi Solutions Presentation
Staff Report 12
City Council Meeting Minutes
Staff Report 14
Attachment A: October 3, 2012 Special and Regular
Meeting Minutes 16
Review of Accounts Payable Check Registers
Staff Report 24
10/2/12 Check Register 26
10/9/12 Check Register 30
Treasurer's Report for the Month Ended July 31, 2012
Treasurers Report for the Month Ended July 31, 2012 33
Motor Vehicle (MV) Resolution Authorizing Installation of a Stop
Sign
Staff Report 40
1. Map 42
2. Memo from Fehr & Peers 43
3. MV Resolution 45
Complete Streets Policy
Staff Report 46
1. Resolution and Complete Streets Policy 48
Provide Direction on Defining "Market"
Staff Report 53
Survey Summary 55
Adoption of a Resolution Establishing a One -Time Authorization
of Two Consecutive Paid Holiday Furlough Days
Staff report 57
Resolution 59
Amendment to City Council Norms of Operation and Rules of
Order and Procedure to Provide for Flexibility in Scheduling City
Council Reorganization
Staff Report 60
Attachment A: Resolution Amending the Norms of
Operation and Rules of Order and Procedure for the
City Council 62
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AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
WEDNESDAY, OCTOBER 17, 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
October 11, 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
1. Proclamation Declaring October 14 -20, 2012 "Freedom from Bullies Week"
Recommended action:
Present proclamation declaring October 14 -20 as Freedom from Bullies Week.
SPECIAL PRESENTATIONS
2. Cities Association of Santa Clara County Presentation
Recommended action:
2
Listen to a presentation on the Cities Association of Santa Clara County.
3. Delphi Solutions Presentation
Recommended action:
Listen to a presentation by Dakin Sloss, Chief Executive Officer of Delphi Solutions,
and provide direction regarding launching a data visualization tool on Saratoga's
website.
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 City Council minutes for the Special Meeting and the Regular Meeting on
October 3, 2012.
5. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
10/2/2012
10/9/2012
6. Treasurer's Report for the Month Ended July 31, 2012
Recommended action:
Review and accept the Treasurer's Report for the month ended July 31, 2012.
7. Motor Vehicle (MV) Resolution Authorizing Installation of a Stop Sign
Recommended action:
Move to adopt Motor Vehicle Resolution authorizing the installation of a stop sign on
Paseo Presada at the intersection of Dundee Avenue.
8. Complete Streets Policy
Recommended action:
Approve Resolution adopting a Complete Streets Policy.
PUBLIC HEARINGS
None
OLD BUSINESS
None
3
NEW BUSINESS
9. Provide Direction on Defining "Market"
Recommended action:
Provide direction to the Planning Commission to define "market" within the Zoning
Code.
10. Adoption of a Resolution Establishing a One -Time Authorization of Two
Consecutive Paid Holiday Furlough Days
Recommended action:
Adopt the resolution entitled, "A resolution of the City Council and the City of
Saratoga establishing a one -time authorization of two consecutive paid holiday
furlough days — Thursday, December 27 and Friday, December 28, 2012 ".
11. Amendment to City Council Norms of Operation and Rules of Order and Procedure
to Provide for Flexibility in Scheduling City Council Reorganization
Recommended action:
Approve the attached resolution amending the City Council Policy Pertaining to
Norms of Operation and Rules of Order and Procedure for City Council to allow the
City Council Reorganization to take place during the first regular meeting in
December or at a special meeting the day before the first regular meeting in
December.
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
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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 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, Crystal Bothelio, 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 October 11,
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 11th day of October 2012 at Saratoga, California.
Crystal Bothelio
City Clerk
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NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2012
10/17 Regular Meeting — Joint Meeting with Traffic Safety Commission
11/07 Regular Meeting — Joint Meeting with Library Commission
11/21 Meeting Cancelled
12/05 Regular Meeting — Joint Meeting with Saratoga Ministerial Association
12/19 Regular Meeting — Joint Meeting with Delphi Solutions
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SARATOGA CITY COUNCIL
MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: City Clerk CITY MANAGER: Dave Anderson
PREPARED BY: Debbie Bretschneider DIRECTOR:
SUBJECT: Proclamation Declaring October 14 -20, 2012 "Freedom from Bullies Week"
RECOMMENDED ACTION:
Present proclamation declaring October 14 -20 as Freedom from Bullies Week.
REPORT SUMMARY:
The California Healthy Workplace Advocates, a coalition of citizens dedicated to ensuring
civility and professionalism within the workplace, is working to increase awareness of the
growing problem of workplace bullies.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library
each Monday in advance of the Council meeting.
ATTACHMENTS:
7
Proclamation
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CITY OF SARATOGA
PROCLAMATION DECLARING OCTOBER 14 -20, 2012 AS
FREEDOM FROM BULLIES WEEK
WHEREAS, bullying is physical, verbal, sexual, or emotional harm or intimidation
intentionally directed at a person or group of people; and
WHEREAS, bullying occurs in neighborhoods, playgrounds, schools, in the work place, and
through technology, such as the Internet and cell phones; and
WHEREAS, bullying can result in physical symptoms, depression or anxiety, absenteeism,
reduced productivity, employee turnover, and may have lifelong impacts on those affected by
bullying; and
WHEREAS, the City of Saratoga has an interest in promoting the social and economic well-
being of its citizens and employees by opposing bullying behavior; and
WHEREAS, bullying can be stopped and prevented by increasing the awareness of bullying
and giving people the respond effectively when bullying behavior occurs; and
WHEREAS, communities around the nation, including Saratoga, have recognized the impacts
of bullying and their role in preventing bullying;
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY proclaim and recognize
the week of October 14 -20, 2012 as:
FREEDOM FROM BULLIES WEEK
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 17th day of
October 2012.
Chuck Page, Mayor
City of Saratoga
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MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
SARATOGA CITY COUNCIL
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Cities Association of Santa Clara County Presentation
RECOMMENDED ACTION:
Listen to a presentation on the Cities Association of Santa Clara County.
BACKGROUND:
Raania Moshen, Executive Director of the Cities Association of Santa Clara County, will be
providing a presentation on the Cities Association of Santa Clara County, including the
organization's background, mission, and 2012 priorities. Per the Cities Association of Santa
Clara County website, the organization "formed in 1990 to represent the mutual interest of the
diverse fifteen cities in Santa Clara County. The Cities Association presents a unified voice in
relationship to other agencies, organizations, and levels of government."
The Cities Association of Santa Clara County is a non - profit that receives all of its funding from
the cities in the County. The Board of Directors meets monthly and is comprised of one member
from each of the 15 City Councils in the County.
Additional information about the Cities Association of Santa Clara County is available online at
http://citiesassociation.org/.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
N/A
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Page 1 of 2
10
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
None
Page 2 of 2
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MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
SARATOGA CITY COUNCIL
PREPARED BY: Mary Furey
DIRECTOR: Mary Furey
SUBJECT: Delphi Solutions Presentation
RECOMMENDED ACTION:
Listen to a presentation by Dakin Sloss, Chief Executive Officer of Delphi Solutions, and provide
direction regarding launching a data visualization tool on Saratoga's website.
BACKGROUND:
California Common Sense (CACS), a non - profit group launched by Stanford University students and
alumni concerned about the state's future, came together to improve California government by putting
Silicon Valley technological abilities together with Stanford analysis skills. Through their commitment to
make state government transparent, effective, and efficient, CACS developed a data transparency portal; a
web based interactive tool which makes it easy for anyone to explore how California spends its money
through simple -to -use and understand graph -based data presentations. Following the success of the
"good government platform" CACS launched Delphi Solutions with the intent to revolutionize how local
governments access and share their data through expanding and refining this data transparency tool for
city and county government use.
Delphi Solutions Chief Executive Officer Dakin Sloss will be presenting their innovative municipal data
visualization tool which is building transparency, performance benchmarking, and financial planning
modules as the core of the good government platform. Initially, this interactive tool will allow users to
view an agency's financial data based on the user's selection of category filters, including one, some, or
all: funds, departments, revenues or expenses; with the ability to drill down to the account level. Long-
term, this data information tool will encompass a full financial management system integrated with
transparency applications, data visualizations and analyses, long -range financial planning, performance,
and benchmarking tools providing real -time data that is relevant and visually comprehensible. Citizens
will have a better financial understanding of their city, and employees will save time in analyzing
financial information and creating reports.
Delphi Solutions is currently developing a comprehensive information management system which will
streamline both financial and data collection processes, eliminate data entry duplication and auxiliary
tracking, and drive the development of an e- government model of operation. Along with a few other
cities, Saratoga staff is assisting Delphi Solutions with this development through providing information
on city financial and data processing and reporting needs, providing feedback on both the City's current
financial and data systems and the Delphi beta system, and our long wish -list of system and information
reporting improvements. In turn, Delphi Solutions is offering to provide the City of Saratoga with a no-
cost beta system which will allow the Saratoga community to be on the cutting edge of e- government data
transparency processes. Tonight's presentation will provide you an overview of Delphi Solutions
software using Saratoga's financial data.
12
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
N/A
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and
was included in the packet made available on the City's web site in advance of the meeting. A copy of the
agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the
Council meeting.
ATTACHMENTS:
N/A
13
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MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
SARATOGA CITY COUNCIL
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: City Council Meeting Minutes
RECOMMENDED ACTION:
Approve City Council minutes for the Special Meeting and the Regular Meeting on October 3,
2012.
BACKGROUND:
The draft minutes for the Special Meeting and Regular Meeting on October 3, 2012 are attached
to this report for Council review and approval.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
N/A
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A: October 3, 2012 Special and Regular Meeting Minutes
Page 2 of 2
15
MINUTES
SARATOGA SPECIAL CITY COUNCIL MEETING
OCTOBER 3, 2012
The City Council adjourned to Closed Session at 5:30 p.m. and then conducted Parks and
Recreation Commission Interviews at 5:45 p.m. The City Council called the Joint
Meeting with the Saratoga —Monte Sereno Community Foundation to order at 6:00 p.m.
in the Administrative Conference Room at City Hall at 13777 Fruitvale Avenue.
SARATOGA REGULAR CITY COUNCIL MEETING
OCTOBER 3, 2012
Mayor Page called the meeting to order at 7:01 p.m. and led the Pledge of Allegiance.
ROLL CALL
PRESENT Council Members Manny Cappello, Howard Miller, Emily Lo,
Vice Mayor Jill Hunter, Mayor Chuck Page
ABSENT: None
ALSO PRESENT: Dave Anderson, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk
John Cherbone, Public Works Director
Mary Furey, Finance and Administrative Services Director
James Lindsay, Community Development Director
Michael Taylor, Recreation and Facilities Director
Mainini Cabute, Administrative Analyst II
Cynthia McCormick, Planner
Iveta Harvancik, Senior Civil Engineer
REPORT OF CITY CLERK ON POSTING OF AGENDA
City Clerk Crystal Bothelio reported that pursuant to Gov't. Code 54954.2, the agenda for
this meeting was properly posted on September 27, 2012.
REPORT FROM CLOSED SESSION
Mayor Page announced that there was nothing to report from Closed Session.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non - Agendized Items
Yurik Muradyan addressed the City Council regarding his plot in the City's Community
Garden and a conflict with other gardeners.
Oral Communications - Council Direction to Staff
None
16
Communications from Boards and Commissions
Terrier Creamer, President of the Saratoga — Monte Sereno Community Foundation,
provided a summary of the City Council's Joint Meeting with the Foundation, including
projects that the Foundation has supported recently. Information about the Saratoga —
Monte Sereno Community Foundation is available online at smscf.org.
The Council thanked Terrie and the Foundation for their service to the community.
Council Direction to Staff
None
ANNOUNCEMENTS
Council Member Cappello shared that the Saratoga Chamber of Commerce is co- hosting
a Quad Mixer of Chamber of Commerce organizations from Saratoga, Los Gatos, and
Scotts Valley at West Valley College on October 4, 2012 at 5:30 p.m. Residents and
members of the business community are invited to attend.
Council Member Miller announced that there are a number of City Recreation classes for
all ages and interests that are still open, such as Oil Painting for Youth and Zumba with
Laura. Information is available in the City's Recreation Activity Guide or online at
www.saratoga.ca.us/recreation.
Council Member Lo noted that California residents who are eligible to vote may register
to vote online at www.registertovote.ca.gov.
Vice Mayor Hunter announced that Saratoga Village Development Council will be
holding Witchy Walk -A -Bout on October 27, 2012 from 2:00 to 5:00 p.m. in Downtown
Saratoga. The event will include trick -or- treating at Village businesses. More information
is available at http: / /saratogavillage.info /.
Mayor Page shared that the City is recruiting for the Parks and Recreation Commission.
Applications are due November 27, 2012 and are available on the City's website at
www.saratoga.ca.us /comvac or at City Hall.
CEREMONIAL ITEMS
1. Commendations for Outgoing City Commissioners
Recommended action:
Read and present commendations.
Mayor Page presented a commendation to Helen Lemmon, outgoing Library
Commissioner.
2. Appointment of City Commissioners
Recommended action:
1. Adopt the resolution appointing one member to the Parks and Recreation
Commission and one member to the Library Commission; and
2. Direct the City Clerk to administer the Oaths of Office.
17
RESOLUTION NO. 12 -054
HUNTER/MILLER MOVED TO:
1. ADOPT THE RESOLUTION APPOINTING ONE MEMBER TO THE
PARKS AND RECREATION COMMISSION AND ONE MEMBER TO THE
LIBRARY COMMISSION; AND
2. DIRECT THE CITY CLERK TO ADMINISTER THE OATHS OF OFFICE.
MOTION PASSED 5 -0 -0.
City Clerk Crystal Bothelio administered the Oath of Office to Parks and Recreation
Commissioner Terence Ward and Library Commissioner Steven Schlosser.
SPECIAL PRESENTATIONS
3. Presentation on Saratoga High School Marching Band
Recommended action:
Accept the Saratoga High School Marching Band's report on being selected for the
Macy's Thanksgiving Day Parade.
Council Member Miller explained that Saratoga High School's Marching Band has
been selected to march in the Macy's Thanksgiving Day Parade. The Band is raising
donations to help get the Band to the parade. To donate, visit
http: / /www. saratogamusic. org/.
CONSENT CALENDAR
4. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Special Meeting and the Regular Meeting on
September 19, 2012.
MILLER/CAPPELLO MOVED TO APPROVE CITY COUNCIL MINUTES
FOR THE SPECIAL MEETING AND THE REGULAR MEETING ON
SEPTEMBER 19, 2012. MOTION PASSED 5 -0 -0.
5. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
9/18/2012
9/25/2012
MILLER/CAPPELLO MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES:
9/18/2012
9/25/2012
MOTION PASSED 5 -0 -0.
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6. Ordinance Amending City Code 11 -05 and 11-10 (Standards and Procedures for City
Park Use)
Recommended action:
Waive the second reading and adopt the ordinance modifying Articles 11 -05 and 11-
10 of the City Code and updating City park standards and procedures for use.
ORDINANCE NO. 300
MILLER/CAPPELLO MOVED TO WAIVE THE SECOND READING AND
ADOPT THE ORDINANCE MODIFYING ARTICLES 11 -05 AND 11 -10 OF
THE CITY CODE AND UPDATING CITY PARK STANDARDS AND
PROCEDURES FOR USE. MOTION PASSED 5 -0 -0.
7. Historic Landmark Designation for 19161 Cox Avenue (386 -47 -039)
Recommended action:
Waive the second reading and adopt the proposed ordinance.
ORDINANCE NO. 301
MILLER/CAPPELLO MOVED TO WAIVE THE SECOND READING AND
ADOPT THE PROPOSED ORDINANCE. MOTION PASSED 5 -0 -0.
8. Highway 9 Safety Improvement Project Phase II — Award of Construction Contract
Recommended action:
1. Move to reject bid protest submitted by Operating Engineer's Union
2. Move to declare GradeTech Inc. of San Ramon to be the lowest responsible bidder
on the project.
3. Move to award a construction contract to GradeTech Inc. in the amount of
$887,690.00.
4. Move to authorize staff to execute change orders to the contract up to $88,000.
Vice Mayor Hunter requested that this item be removed from the Consent Calendar to
request additional information.
Mayor Page invited public comments on the item.
The following people requested to speak:
Al Sousa spoke and requested that the Council uphold the bid protest submitted by
the Operating Engineer's Union.
Michael Pickens spoke and asked the Council to uphold the bid protest submitted by
the Operating Engineer's Union.
Bruce Noel spoke in favor of upholding the bid protest submitted by the Operating
Engineer's Union.
No one else requested to speak.
Public Works Director John Cherbone answered Council questions.
19
CAPPELLO /LO MOVED TO:
1. REJECT BID PROTEST SUBMITTED BY OPERATING ENGINEER'S
UNION;
2. DECLARE GRADETECH INC. OF SAN RAMON TO BE THE LOWEST
RESPONSIBLE BIDDER ON THE PROJECT;
3. AWARD A CONSTRUCTION CONTRACT TO GRADETECH INC. IN
THE AMOUNT OF $887,690.00; AND
4. AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS TO THE
CONTRACT UP TO $88,000.
MOTION PASSED 5 -0 -0.
9. FY 2012 — 2013 CDBG County /City Contract and CDBG Update
Recommended action:
Adopt a Resolution authorizing the City Manager to execute a $149,088.22 contract
with Santa Clara County for the FY 2012 -2013 CDBG Program and approve a
transfer request of $12,597.22 from project #SA11 -42 (Hakone Gardens Lower
House Doors) to project #SA -13 -41 (Access to Public Facilities).
RESOLUTION NO. 12 -055
MILLER/CAPPELLO MOVED TO WAIVE THE SECOND READING AND
ADOPT THE PROPOSED ORDINANCE. MOTION PASSED 5 -0 -0.
PUBLIC HEARINGS
None
OLD BUSINESS
10. Community Center Multi- Purpose Room Hardwood Floor
Recommended action:
Staff recommends that Council accept the report and provide direction to staff.
Recreation and Facilities Director Michael Taylor presented the staff report.
Mayor Page invited public comment on the item.
The following people requested to speak:
Terrie Creamer, Saratoga — Monte Sereno Community Foundation President,
requested that the Council fund the project and complete the work this calendar year.
Elaine Roth encouraged the Council to move forward with the project and asked that
the work be completed this year.
Nancy Portugal Jamello spoke in favor of funding the project and completing the
project this year.
No one else requested to speak.
20
CAPPELLO /MILLER MOVED TO SCHEDULE THE PROJECT FOR
COMPLETION IN LATE MARCH /EARLY APRIL AND TO BRING A
BUDGET ADJUSTMENT TO FUND THE PROJECT TO THE CITY
COUNCIL AT THE COUNCIL RETREAT IN JANUARY. MOTION PASSED
5 -0 -0.
At 8:52 p.m., Mayor Page invited Santa Clara County Sheriff's Office Captain Ken
Binder to speak.
Captain Ken Binder introduced Lieutenant Rick Sung, who was recently assigned to
the West Valley Sheriff's Office Division.
Mayor Page then asked students in the audience from Prospect High School
government studies classes to introduce themselves on stage. Mayor Page returned to
the meeting at 9:03 p.m.
11. City of Saratoga Civic Theater - Council Chambers Master Plan
Recommended action:
Staff recommends that Council accept the report and provide direction to staff.
Recreation and Facilities Director Michael Taylor presented the staff report.
Mayor Page invited public comment on the item.
No one requested to speak.
MILLER/CAPPELLO MOVED TO DIRECT STAFF TO DEVELOP A MORE
DETAILED REPORT, INCLUDING A PROPOSAL FOR A PUBLIC
OUTREACH PLAN AND BUDGET ESTIMATES FOR MASTER PLAN AND
IMPROVEMENT OPTIONS, TO BE PRESENTED AT THE CITY COUNCIL
RETREAT IN JANUARY. MOTION PASSED 5 -0 -0.
NEW BUSINESS
12. Group Use Permit Implementation Policy
Recommended action:
Review the draft Group Use Permit Implementation Policy and adopt the resolution
establishing the Group Use Permit Implementation Policy.
Mainini Cabute, City Manager's Office Administrative Analyst II, presented the staff
report.
Captain Ken Binder with the Santa Clara County Sheriff's Office addressed the
Council.
Mayor Page opened the public comment period.
No one requested to speak.
21
MILLER/LO MOVED TO ADOPT THE RESOLUTION ESTABLISHING THE
GROUP USE PERMIT IMPLEMENTATION POLICY WITH THE
FOLLOWING AMENDMENTS TO THE POLICY:
REWORD "CERTIFICATE OF INSURANCE" REQUIREMENTS FROM
"FOR THE TYPICAL OUTDOOR COMMUNITY EVENT RANGING
BETWEEN 0 TO 500 PEOPLE, INSURANCE PREMIUM WILL RANGE
FROM $122- $253" TO "FOR THE TYPICAL OUTDOOR COMMUNITY
EVENT UP TO 500 PEOPLE, INSURANCE PREMIUM WILL RANGE
FROM $122- $253"
- AMEND "PARK ATTENDANT" REQUIREMENTS TO STATE THAT A
PARK ATTENDANT WILL BE REQUIRED FOR THE FOLLOWING:
o ACCESS TO PARK UTILITIES
o VEHICLE ACCESS INTO THE PARK
o USE OF PARKS AFTER DUSK
REVISE LANGUAGE ON "PARK CLEAN -UP AND DAMAGE DEPOSIT"
TO CLARIFY THAT THE DEPOSIT AMOUNT WILL BE BASED UPON
ESTIMATED PARK CLEAN -UP COSTS
- REVISE "SECURITY" REQUIREMENTS TO INCLUDE THAT 1
SECURITY OFFICER OR OFF - DUTY/RESERVE SHERIFF'S OFFICE
DEPUTY MAY BE REQUIRED FOR GROUPS OF 30 OR MORE
CONSUMING ALCOHOL IN PARKS AND 2 SECURITY OFFICERS OR
OFF - DUTY/RESERVE SHERIFF'S OFFICE DEPUTY MAY BE
REQUIRED FOR GROUPS OF 100 OR MORE CONSUMING ALCOHOL
IN PARKS TO BE CONSISTENT WITH THE CITY'S FACILITY USE
POLICY
- UNDER "ADDITIONAL PORTABLE TOILET(S)," CHANGE THE
TOILET TO PERSON RATIO FROM 1:50 TO 1:300 PEOPLE IN
ACCORDANCE WITH NATIONAL PARK SERVICE STANDARDS
MOTION PASSED 5 -0 -0.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Chuck Page
Mayor Page shared that SacMag did an article on Saratoga and Los Gatos, which featured
Hakone Gardens, Montalvo, and several wine tasting venues and restaurants in Saratoga.
Hakone Foundation Board — during the last meeting, the Board discussed revenues
generated through events, the master plan, and the gardeners from Japan that will be
visiting in November.
Santa Clara County Cities Association — the next meeting will be the week of October 8,
2012.
Santa Clara County Cities Association Selection Committee — the Selection Committee
will be making a decision to appoint someone to the Metropolitan Transportation
Commission (MTC) Board at the next meeting.
West Valley Sanitation District — the Sanitation District met recently and the Board is
pleased with the new Executive Director.
Vice Mayor Jill Hunter
Historical Foundation — the Historical Foundation is hosting a number of McWilliams
House Visits and Museum Tours for local students. Schools from around the Bay Area,
including all of the schools in Los Gatos, will be visiting this school year. The Annual
Barbeque and Silent Auction will be held on October 14, 2012 at Cooper- Garrod.
7
22
KSAR Community Access TV Board — Vice Mayor Hunter reminded the Council that it
impacts KSAR when City Council meetings are canceled and thanked KSAR for
producing 130 Saratoga Highlights, which are available at www.youtube.com.
SASCC — there will be a Health and Wellness Fair on October 13, 2012 from 10:30 a.m.
to 1:30 p.m. There will be health screenings, flu shots, food trucks, health information,
and more. The Board is also working on a fundraiser in December to be held at the
Saratoga Prospect Center.
Council Member Emily Lo
Council Member Lo reported that she attended a crisis communications workshop hosted
by California EMA on September 27, 2012.
Sister City Liaison — the Muko Sister City Delegation will be visiting Saratoga from
November 8 - 10, 2012. There will be a dinner to welcome the delegation on November
8, 2012 at 5:00 p.m. at the Saratoga Inn and a reception on November 9 at 10:00 a.m. at
the Warner Hutton House.
Council Member Howard Miller
Council Finance Committee — during the Finance Committee meeting on October 3,
2012, the audit, CAFR, and finance policies were discussed. The final budget numbers
seem to suggest that the worst of the recession has passed in Saratoga.
Council Member Manny Cappello
Ministerial Association — Council Member Cappello attended the Ministerial Association
Meeting on behalf of Council Member Miller. The group discussed plans for the
Thanksgiving Day Service, which will be held at Saint Andrews Church this year.
Additionally, the group discussed emergency preparedness and the role of the faith -based
community during a disaster. The next meeting is December 14, 2012.
CITY COUNCIL ITEMS
Mayor Page requested that discussion on the Community Garden Policy be added to a
future City Council Meeting agenda, including options for how the policy can be revised
to encourage more participation by Saratoga residents.
Council Member Miller supported this request.
CITY MANAGER'S REPORT
None
ADJOURNMENT
MILLER/CAPPELLO MOVED TO ADJOURN THE MEETING AT 10:06 P.M.
MOTION PASSED 5 -0 -0.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
23
SARATOGA CITY COUNCIL
MEETING DATE: October 17, 2012
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Gina Fitch
AGENDA ITEM:
CITY MANAGER: Dave Anderson
DEPT. DIRECTOR: Mary Furey
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
10/2/2012
10/9/2012
REPORT SUMMARY:
Attached are Check Registers for:
Date
Check #
Issued to
Fund
Dept.
Purpose
Amount
Prior Check Register
121270
Granite Rock Company
General
Ending
Total
72,003.12
Checks
121301
Ending
Type of Checks
Date
Starting Check #
Check #
Checks
Amount
Released
Date
Check #
Accounts Payable
10/2/12
121252
121297
46
154,846.80
10/02/12
9/25/12
121251
Accounts Payable
10/9/12
121298
121334
37
142,388.32
10/09/12
10/2/12
121297
Accounts Payable checks issued for $20,000 or greater:
Date
Check #
Issued to
Fund
Dept.
Purpose
Amount
10/02/12
121270
Granite Rock Company
General
PW
Hwy 9 Safety Imprvmnt
72,003.12
10/09/12
121301
CIM Air, Inc.
CIP Project
FACILITIES
HVAC Village Library
40,209.35
10/09/12
121332
West Valley Sanitation
General
PW
Annual Maintenance
36,196.58
Accounts Payable checks voided during this time period:
AP Date
Check #
Issued to
Reason
Status
Amount
N/A
24
Cash reductions by fund:
Fund #
Fund Description
10/02/12
10/09/12
Total
111
General Fund
49,291.17
76,388.38
125,679.55
231
Village Lighting
-
232
Azule Lighting
-
233
Sarahills Lighting
-
241
Arroyo de Saratoga Landscape
-
242
Bonnet Way Landscape
-
243
Carnelian Glen
-
244
Cunningham/Glasgow Landscape
-
245
Fredericksburg Landscape
-
246
Greenbriar Landscape
230.00
230.00
247
Kerwin Ranch Landscape
-
248
Leutar Court Landscape
-
249
Manor Drive Landscape
-
251
McCartysville Landscape
675.50
675.50
252
Prides Crossing Landscape
-
253
Saratoga Legends Landscape
-
254
Sunland Park Landscape
-
255
Tricia Woods Landscape
-
271
Beauchamps Landscape
-
272
Bellgrove Landscape
439.50
487.50
927.00
273
Gateway Landscape
28.06
28.06
274
Horseshoe Landscape /Lighting
-
275
Quito Lighting
75.00
75.00
276
Tollgate LLD
48.97
48.97
277
Village Commercial Landscape
-
278
Brookglen L &L
50.00
50.00
311
Library GO Bond Debt Service
-
411
CIP Street Projects
14,148.24
8,911.35
23,059.59
412
CIP Park & Trail Projects
46.22
3,139.45
3,185.67
413
CIP Facility Projects
825.01
44,034.35
44,859.36
414
CIP Admin Projects
1,125.00
1,125.00
421
Tree Fund
-
431
Grant Fund - CIP Streets
85,155.05
4,791.37
89,946.42
432
Grant Fund - Parks & Trails
-
433
Grant Fund - Facilities
-
434
Grant Fund - Admin Projects
-
481
Gas Tax Fund
-
611
Liability/Risk Mgt
214.79
214.79
612
Workers' Comp
-
621
Office Support
-
622
IT Services
739.96
360.00
1,099.96
623
Vehicle & Equipment Maint
1,467.78
1,467.78
624
Building Maintenance
3,958.80
603.67
4,562.47
631
Vehicle & Equipment Replacement
-
632
IT Equipment Replacement
-
TOTAL
154,846.80
142,388.32
-
-
-
297,235.12
FOLLOW UP ACTION: N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and included in the packet made available on
the City's website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in
advance of the Council meeting.
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
25
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 10/02/2012 CITY OF SARATOGA ACCTPA21
TIME: 14:09:03 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20121002 00:00:00.000'
ACCOUNTING PERIOD: 4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT VENDOR
11111 121252 10/02/12 581 $15 SEWER SERVICE
11111 121253 10/02/12 641
11111 121253 10/02/12 641
TOTAL CHECK
11111 121254 10/02/12 641
11111 121255 10/02/12 641
11111 121255 10/02/12 641
TOTAL CHECK
11111 121256 10/02/12 607
11111 121257 10/02/12 825
11111 121258 10/02/12 500
11111 121259 10/02/12 250
11111 121259 10/02/12 250
11111 121259 10/02/12 250
11111 121259 10/02/12 250
TOTAL CHECK
11111 121260 10/02/12 273
11111 121261 10/02/12 342
11111 121262 10/02/12 500
11111 121263 10/02/12 211
11111 121264 10/02/12 1
11111 121265 10/02/12 500
11111 121266 10/02/12 500
11111 121266 10/02/12 500
11111 121266 10/02/12 500
TOTAL CHECK
11111 121267 10/02/12 455
11111 121268 10/02/12 458
11111 121268 10/02/12 458
TOTAL CHECK
11111 121269 10/02/12 1050
11111 121270 10/02/12 466
11111 121270 10/02/12 466
TOTAL CHECK
BKF ENGINEERS
BKF ENGINEERS
BKF ENGINEERS
BKF ENGINEERS
BKF ENGINEERS
BUDGET FLOORING
CANDACE TROY
CHARLES HACKET
BUDGET UNIT
6246202
4119122 -001
4319122 -001
4119122 -004
4119122 -001
4319122 -001
4139321 -003
1116101
111
COTTON SHIRES AND ASSOCI 111
COTTON SHIRES AND ASSOCI 111
COTTON SHIRES AND ASSOCI 111
COTTON SHIRES AND ASSOCI 111
CRW SYSTEMS, INC
DATA TICKET INC
DAVID MAGGETTI
DEEP CLIFF GOLF COURSE
DEPARTMENT OF REVENUE
DREW & ELLEN PERKINS 111
1114101
1117101
111
1116101
1117101
EDWARD YBARRO
EDWARD YBARRO
EDWARD YBARRO
1114201
1118101
1114201
GARDENLAND POWER EQUIPME 1115201
GEORGE BIANCHI CONSTRUCT 4119141 -002
GEORGE BIANCHI CONSTRUCT 4119111 -001
GOLDEN HARVEST CATERING 1113301
GRANITE ROCK COMPANY
GRANITE ROCK COMPANY
DESCRIPTION
SEWER LINE CLEAN
HIGHWAY 9 PHASE II
HIGHWAY 9 PHASE II
HIGHWAY 9 PHASE III
HIGHWAY 9 PHASE II
HIGHWAY 9 PHASE II
RUBBER BASE FOR HALL
INSTRUCTOR- PAINTING
PROJ CP 06 -047
GEO SRVC GEO12 -0017
GEO SRVC GEO12 -0016
GEO SRVC GEO12 -0020
GEO SRVC GEO12 -0018
ANNUAL TECHNICAL SUPPO
CITATION FEES 8/12
PROJ CP 06 -065
INSTRUCTOR -GOLF
PARKING CIT 9/12
PROJ CP 04 -204
REFUND - STORAGE FEES
REFUND SUPPL BL TAX
REFUND BLDG PERMIT
STREETS SUPPLIES
TITUS CORNER IMPROVEME
TITUS CORNER IMPROVEME
EMPLOYEE EVENT
431 RETENTION HELD PO #106
4319122 -004 HIGHWAY 9 SAFETY IMPRO
26
SALES TAX AMOUNT
0.00 173.00
0.00 41.18
0.00 317.86
0.00 359.04
0.00 48.50
0.00 1,568.44
0.00 12,105.88
0.00 13,674.32
0.00 825.01
0.00 386.10
0.00 170.00
0.00 1,119.30
0.00 577.50
0.00 1,754.30
0.00 1,806.80
0.00 5,257.90
0.00 1,208.33
0.00 100.00
0.00 3,613.55
0.00 477.36
0.00 150.00
0.00 418.57
0.00 1.50
0.00 11.70
0.00 78.00
0.00 91.20
0.00 69.72
0.00 10,625.00
0.00 360.00
0.00 10,985.00
0.00 317.34
0.00 - 3,789.64
0.00 75,792.76
0.00 72,003.12
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 10/02/2012 CITY OF SARATOGA ACCTPA21
TIME: 14:09:03 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20121002 00:00:00.000'
ACCOUNTING PERIOD: 4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT VENDOR BUDGET UNIT DESCRIPTION SALES TAX AMOUNT
11111 121271
11111 121271
11111 121271
11111 121271
TOTAL CHECK
11111 121272
11111 121272
TOTAL CHECK
10/02/12 14
10/02/12 14
10/02/12 14
10/02/12 14
10/02/12 39
10/02/12 39
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 2725302
BLANEY PL IRR REPAIRS
FRUITVALE IRR REPAIRS
CIVIC CTR IRR REPAIRS
BELL GROVE IRR REPAIR
INDUSTRIAL WIPER & SUPPL 1115201 STREETS SUPPLIES
INDUSTRIAL WIPER & SUPPL 1115201 STREETS SUPPLIES
0.00 94.44
0.00 127.07
0.00 139.41
0.00 439.50
0.00 800.42
0.00 144.16
0.00 204.18
0.00 348.34
11111 121273 10/02/12 63 INTERSTATE TRAFFIC CONTR 4129281 -002 QUARRY 0.00 46.22
11111 121273 10/02/12 63 INTERSTATE TRAFFIC CONTR 1118302 CELEBRATE SARATOGA 0.00 472.47
11111 121273 10/02/12 63 INTERSTATE TRAFFIC CONTR 1118302 CELEBRATE SARATOGA 0.00 1,483.11
TOTAL CHECK 0.00 2,001.80
11111 121274 10/02/12 500 JAMES CASTELLANOS 111 PROJ CP ARB11 -0052 0.00 2,051.53
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ALARM SERVICE 0.00 382.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 380.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 644.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 644.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 380.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 633.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 380.00
11111 121275 10/02/12 123 KELEX SECURITY 6246202 ANNUAL FIRE ALARM INSP 0.00 330.00
TOTAL CHECK 0.00 3,773.00
11111 121276 10/02/12 944 LEAGUE OF CA CITIES -PENI 1112101 DIVISION MTG 10/18/12 0.00 40.00
11111 121277 10/02/12 500 MARY TORRES 111 REFUND SECURITY DEP 0.00 300.00
11111 121278 10/02/12 996 MEGAPATH 6223201 ISP ANNUAL SERVICES 0.00 739.96
11111 121279 10/02/12 500 MICHAEL PICETTI 111 PROJ CP 06 -213 0.00 1,662.54
11111 121280 10/02/12 292 MICHAEL TAYLOR 6118401 MILEAGE CAJPA CONE 0.00 214.79
11111 121281 10/02/12 499 CARPENTERS LOCAL 2236 (M 111 DED:3000 DUES 0.00 330.00
11111 121282 10/02/12 500 MITCHELL CUTLER 111 PROJ CP 06 -161 0.00 3,177.01
11111 121283 10/02/12 131 NORMAN PAUL PRINT CTR 1114201 OFFICE SUPPLIES 0.00 74.36
11111 121283 10/02/12 131 NORMAN PAUL PRINT CTR 1115301 OFFICE SUPPLIES 0.00 74.36
11111 121283 10/02/12 131 NORMAN PAUL PRINT CTR 1116101 OFFICE SUPPLIES 0.00 297.40
11111 121283 10/02/12 131 NORMAN PAUL PRINT CTR 1112201 OFFICE SUPPLIES 0.00 74.36
TOTAL CHECK 0.00 520.48
11111 121284
11111 121284
11111 121284
TOTAL CHECK
10/02/12 145
10/02/12 145
10/02/12 145
OFFICE DEPOT INC.
OFFICE DEPOT INC.
OFFICE DEPOT INC.
1114101
1118101
1115101
27
OFFICE SUPPLIES
OFFICE SUPPLIES
OFFICE SUPPLIES
0.00 57.09
0.00 43.26
0.00 59.59
0.00 159.94
SUNGARD PUBLIC SECTOR
DATE: 10/02/2012
TIME: 14:09:03
SELECTION CRITERIA:
ACCOUNTING PERIOD:
PAGE NUMBER: 3
CITY OF SARATOGA ACCTPA21
CHECK REGISTER - DISBURSEMENT FUND
transact.ck_date= '20121002 00:00:00.000'
4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT
11111 121285
11111 121286
11111 121286
11111 121286
TOTAL CHECK
11111 121287
11111 121287
TOTAL CHECK
11111 121288
11111 121288
11111 121288
TOTAL CHECK
11111 121289
121290
121290
121290
121290
121290
121290
121290
121290
121290
121290
121290
CHECK
11111 121291
11111 121292
121293
121293
121293
121293
CHECK
121294
121295
121296
121297
TOTAL CASH ACCOUNT
10/02/12 156
10/02/12 173
10/02/12 173
10/02/12 173
10/02/12 729
10/02/12 729
10/02/12 69
10/02/12 69
10/02/12 69
10/02/12 500
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
162
162
162
162
162
162
162
162
162
162
162
VENDOR
BUDGET UNIT
OKIN,YELENA 1116101
PACIFIC GAS & ELECTRIC
PACIFIC GAS & ELECTRIC
PACIFIC GAS & ELECTRIC
6246202
1115301
2735302
SARATOGA SCHOOL OF DANCE 1116101
SARATOGA SCHOOL OF DANCE 1116101
SASCC
SASCC
SASCC
1118301
1118301
1118301
SHENG -FEN REN 1114201
SILICON
SILICON
SILICON
SILICON
SILICON
SILICON
SILICON
SILICON
SILICON
SILICON
SILICON
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
COMM
COMM
COMM
COMM
COMM
COMM
COMM
COMM
COMM
COMM
COMM
NEWS
NEWS
NEWS
NEWS
NEWS
NEWS
NEWS
NEWS
NEWS
NEWS
NEWS
10/02/12 767 SILVA GRADING & PAVING
10/02/12
10/02/12
10/02/12
10/02/12
10/02/12
236 SOLECTRIC ELECTRICAL
1114101
4119121 -001
4319122 -001
4119122 -001
1112201
1114101
1112201
1112201
1112201
1112201
1112201
DESCRIPTION
INSTRUCTOR- BEADING
NATURAL GAS VEHICLE
PARKS /OPEN SPACE
GATEWAY SERVICE
INSTRUCTOR -DANCE
INSTRUCTOR -DANCE
Q2 SRVC SUP FY12 /13
Q2 SUP FY12/13
Q2 ADULT DC FY12 /13
PERMIT VOID
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LEGAL
LINER
LINER
LINER
LINER
LINER
LINER
LINER
LINER
LINER
LINER
LINER
4524304
4525919
4531477
4531477
4538926
4543774
4543892
4543896
4543905
4543903
CREDIT
411 RETENTION RELEASE #037
1118302
1077 SUNNYVALE BUILDING MAINT 1115301
1077 SUNNYVALE BUILDING MAINT 1115301
1077 SUNNYVALE BUILDING MAINT 1115301
1077 SUNNYVALE BUILDING MAINT 1115301
10/02/12 313
10/02/12 1032
10/02/12 500
10/02/12 500
THE MERCURY NEWS
UNITED STATES TREASURY
VINCE BORELLI
WEST VALLEY COLLEGE 111
CELEBRATE SARATOGA
CLN TABLES PARKS SEPT
FRI PARK CLN SRVC SEP
SAT PARK CLN SRVC SEP
MON PARK CLN SRVC SEP
LEGAL LINER #4533800
DED:2012 IRS LEVY
PROJ CP 06 -132
PROJ CP ARB08 -0042
SALES TAX
AMOUNT
0.00 29.00
0.00 12.80
0.00 10.57
0.00 28.06
0.00 51.43
0.00 70.38
0.00 70.38
0.00 140.76
0.00 5,250.00
0.00 4,500.00
0.00 5,000.00
0.00 14,750.00
0.00 1,198.40
0.00 146.01
0.00 229.71
0.00 728.19
0.00 80.91
0.00 98.58
0.00 196.23
0.00 57.66
0.00 61.38
0.00 67.89
0.00 129.27
0.00 - 174.62
0.00 1,621.21
0.00 1,194.50
0.00 643.26
0.00 198.00
0.00 700.00
0.00 715.00
0.00 700.00
0.00 2,313.00
0.00 716.80
0.00 405.00
0.00 3,465.57
0.00 1,870.00
0.00 154,846.80
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 10/02/2012 CITY OF SARATOGA ACCTPA21
TIME: 14:09:03 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20121002 00:00:00.000'
ACCOUNTING PERIOD: 4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT
TOTAL FUND
TOTAL REPORT
VENDOR
BUDGET UNIT DESCRIPTION SALES TAX AMOUNT
0.00 154,846.80
0.00 154,846.80
SUNGARD PUBLIC SECTOR
DATE: 10/09/2012
TIME: 11:47:23
PAGE NUMBER: 1
CITY OF SARATOGA ACCTPA21
CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20121009 00:00:00.000'
ACCOUNTING PERIOD: 4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT
11111 121298 10/09/12 66
11111 121299 10/09/12 692
11111 121300 10/09/12 176
11111 121300 10/09/12 176
11111 121300 10/09/12 176
11111 121300 10/09/12 176
11111 121300 10/09/12 176
11111 121300 10/09/12 176
11111 121300 10/09/12 176
TOTAL CHECK
11111 121301 10/09/12 179
11111 121302 10/09/12 937
11111 121303 10/09/12 206
11111 121303 10/09/12 206
TOTAL CHECK
11111 121304 10/09/12 528
11111 121305 10/09/12 211
11111 121305 10/09/12 211
11111 121305 10/09/12 211
TOTAL CHECK
11111 121306 10/09/12 247
11111 121307 10/09/12 373
11111 121307 10/09/12 373
TOTAL CHECK
11111 121308 10/09/12 423
11111 121309 10/09/12 682
11111 121309 10/09/12 682
TOTAL CHECK
11111 121310 10/09/12 455
11111 121311 10/09/12 484
11111 121312 10/09/12 14
121313
121313
121313
121313
CHECK
10/09/12 19
10/09/12 19
10/09/12 19
10/09/12 19
VENDOR
ADVANCED
CBSC
CIENEGA
CIENEGA
CIENEGA
CIENEGA
CIENEGA
CIENEGA
CIENEGA
BUDGET UNIT
LISTING SERVICE 1114101
1114201
LANDSCAPING
LANDSCAPING
LANDSCAPING
LANDSCAPING
LANDSCAPING
LANDSCAPING
LANDSCAPING
1115301
1115301
1115301
2755302
2785302
2465302
2465302
CIM AIR, INC 4139362 -003
CITY OF SARATOGA 1118302
DAVID J. POWERS & ASSOC 4119152 -002
DAVID J. POWERS & ASSOC 4319152 -002
DAVID L. GATES & ASSOCIA 4119142 -010
DEEP CLIFF GOLF COURSE
DEEP CLIFF GOLF COURSE
DEEP CLIFF GOLF COURSE
1116101
1116101
1116101
DEPARTMENT OF CONSERVATI 1114201
ECS IMAGING, INC
ECS IMAGING, INC
FEHR & PEERS
1118101
6223201
1115101
FEHR ENGINEERING COMPANY 4149432 -001
FEHR ENGINEERING COMPANY 4139314 -002
GARDENLAND POWER EQUIPME 1115301
HIGHWAY TECHNOLOGIES, IN 1118302
HYDROTEC IRRIGATION EQUI 4119111 -001
IAN GEDDES TREE CARE, IN 1115301
IAN GEDDES TREE CARE, IN 1115301
IAN GEDDES TREE CARE, IN 1115301
IAN GEDDES TREE CARE, IN 1115301
DESCRIPTION
PUBLIC NOTICE SERVICE
Q3 2012 CBSC FEES
KEVIN MORAN PARK 9/12
CONGRESS SPRINGS 9/12
AZULE PARK 9/12
QUITO LLA 9/12
BROOKGLEN 9/12
GREENBRIAR AZULE 9/12
GREENBRIARSEAGULL9 /12
HVAC FOR VILLAGE LIBRA
CELEBRATE SARATOGA
QUITO RD BRIDGES PROJE
QUITO RD BRIDGES PROJE
VILLAGE PED. ENHANC. P
INSTRUCTOR -GOLF
INSTRUCTOR -GOLF
INSTRUCTOR -GOLF
Q3 2012 SMIP FEES
AVANTE LASERFICHE LICE
AVANTE LASERFICHE LICE
CITY TRAFFIC ENGINEERI
DESIGN FOR CITY HALL G
DESIGN CITY HALL GENER
PARKS SUPPLIES
CELEBRATE SARATOGA
EV CONDUITS AT CITY HA
REMOVE DEAD LIVE OAK
RAISE OAK AND PEPPER
REMOVE DEAD JUNIPER
REMOVE LIVE OAK
SALES TAX AMOUNT
.00 175.00
.00 834.30
.00 275.00
.00 400.00
.00 395.00
.00 75.00
.00 50.00
.00 135.00
.00 95.00
.00 1,425.00
.00 40,209.35
.00 100.00
.00 1,197.84
.00 4,791.37
0.00 5,989.21
0.00 1,957.75
0.00 108.42
0.00 162.24
0.00 108.42
0.00 379.08
0.00 2,281.52
0.00 1,800.00
0.00 360.00
0.00 2,160.00
0.00 4,031.09
0.00 1,125.00
0.00 3,825.00
0.00 4,950.00
0.00 20.75
0.00 1,795.00
0.00 4,269.73
0.00 1,800.00
0.00 495.00
0.00 340.00
0.00 1,285.00
0.00 3,920.00
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 10/09/2012 CITY OF SARATOGA ACCTPA21
TIME: 11:47:23 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20121009 00:00:00.000'
ACCOUNTING PERIOD: 4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT
11111
11111
11111
11111
11111
TOTAL
11111
11111
TOTAL
121314 10/09/12 500
121315 10/09/12 929
121316 10/09/12 100
121317
121317
CHECK
121318
121319
121320
121321
121321
CHECK
11111 121322
11111 121322
TOTAL CHECK
11111
121323
121324
121325
121326
121327
121328
121328
121328
121328
CHECK
VENDOR
JESUS GONZALEZ
BUDGET UNIT
111
KOPPEL & GRUBER PUBLIC F 1115101
KSAR
1118301
10/09/12 221 LORAL LANDSCAPING, INC 2725302
10/09/12 221 LORAL LANDSCAPING, INC 2515302
10/09/12
10/09/12
10/09/12
10/09/12
10/09/12
10 MIRACLE RECREATION EQUIP 4129211 -001
50 MOORE, KAREN 1116101
540 ORCHARD SUPPLY 6246202
168 ORCHARD SUPPLY HARDWARE- 1115301
168 ORCHARD SUPPLY HARDWARE- 1115201
10/09/12 173
10/09/12 173
10/09/12
10/09/12
10/09/12
10/09/12
10/09/12
10/09/12
10/09/12
10/09/12
10/09/12
PACIFIC GAS & ELECTRIC 6246202
PACIFIC GAS & ELECTRIC 6246202
195 PAPA MEMBERSHIP
195 PAPA MEMBERSHIP
278 PETROTEK
602 PRECISION CONCRETE
1115301
1115301
6235202
CUTTI 4119141 -001
1113101
652 PTM DOCUMENT SYSTEMS
87 SAN JOSE WATER COMPANY
87 SAN JOSE WATER COMPANY
87 SAN JOSE WATER COMPANY
87 SAN JOSE WATER COMPANY
121329 10/09/12 729
11111 121330
11111 121330
TOTAL CHECK
11111 121331
11111 121331
TOTAL CHECK
10/09/12 136
10/09/12 136
10/09/12 432
10/09/12 432
1115301
2765302
1115301
6246202
SARATOGA SCHOOL OF DANCE 1116101
SCOTTY' 5 AUTOMOTIVE
SCOTTY' S AUTOMOTIVE
6235202
6235202
WEST VALLEY COLLECTIONS 4129281 -002
WEST VALLEY COLLECTIONS 1115301
11111 121332 10/09/12 613 WEST VALLEY SANITATION D 1115103
DESCRIPTION
REFUND SECURITY DEP
DIST LLA 7/1- 9/30/12
BROADCAST 9/12
BELLGROVE LANDSCAPE
MCCARTYSVILLE PLANTS
QUITO PARK EQUIP REPL
INSTRUCTOR -FOOD CLASS
FACILITIES SUPPLIES
PARKS SUPPLIES
STREETS SUPPLIES
BUILDINGS
NATURAL GAS VEH
MEMBERSHIP BEAN
MEMBERSHIP JUAREZ
FUEL TESTING 9/12
SIDEWALK REPAIR
2012 1099 FORMS
PARKS /OPEN SPACE
TOLLGATE
MEDIANS /PARKWAYS
BUILDINGS
INSTRUCTOR -DANCE
MAINTENANCE VEH #105
MAINTENANCE VEH #05
20 CY DUMPSTERS
GARB BIN SEPT /OCT
NPS SVC 8/7- 9/19/12
SALES TAX
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
AMOUNT
300.00
1,888.70
2,600.00
487.50
675.50
1,163.00
2,039.91
44.00
128.61
0.00 332.61
0.00 131.15
0.00 463.76
0.00 17.94
0.00 46.99
0.00 64.93
0.00 45.00
0.00 45.00
0.00 200.00
0.00 1,486.03
0.00 34.09
0.00 14,980.58
0.00 48.97
0.00 1,545.19
0.00 410.13
0.00 16,984.87
0.00 172.50
0.00 65.75
0.00 862.10
0.00 927.85
0.00 1,099.54
0.00 640.24
0.00 1,739.78
0.00 36,196.58
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 10/09/2012 CITY OF SARATOGA ACCTPA21
TIME: 11:47:23 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20121009 00:00:00.000'
ACCOUNTING PERIOD: 4/13
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT VENDOR BUDGET UNIT DESCRIPTION SALES TAX AMOUNT
11111 121333 10/09/12 902 WEST VALLEY TRAILWAYS 1116101 EXCURSION 11/1/12 0.00 1,026.00
11111 121334 10/09/12 544 WHEEL WORKS 6235202 MAINTENANCE VEH #118 0.00 339.93
TOTAL CASH ACCOUNT 0.00 142,388.32
TOTAL FUND 0.00 142,388.32
TOTAL REPORT 0.00 142,388.32
SARATOGA CITY COUNCIL
MEETING DATE: October 17, 2012
AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DIRECTOR: Mary Furey
SUBJECT: Treasurer's Report for the Month Ended July 31, 2012
RECOMMENDED ACTION
Review and accept the Treasurer's Report for the month ended July 31, 2012.
REPORT SUMMARY
California government code section 41004 requires that the City Treasurer submit to the City Clerk and
the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The
Municipal Code of the City of Saratoga, Article 2 -20, Section 2- 20.035 designates the City Manager as
the City Treasurer.
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 July 31, 2012, the City had $415,132 in cash deposit at Comerica bank, and $13,306,564 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 July 31, 2012 is $13,721,696 and
exceeds the minimum limit required.
Cash Summary
Unrestricted Cash
Comerica Bank $ 415,132
Deposit with LAIF $ 13,306,564
Total Unrestricted Cash $ 13,721,696
33
The following Fund Balance schedule 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.
Adjusting Cash to Ending Fund Balance
Total Unrestricted Cash $ 13,721,696
Plus: Assets 1,113,446
Less: Liabilities (1,910,889)
Ending Fund Balance $ 12,924,253
Fund Balances Designations
In February 2009, the Governmental Accounting Standards Board (GASB) issued Statement No. 54,
Fund Balance Reporting and Governmental Fund Type Definitions. This standard left unchanged the
total amount reported as fund balance, but substantially altered the categories and terminology used to
describe its components. The new categories and terminology focus, not on financial resources available
for appropriation, but on the extent to which the government is bound to honor constraints on the specific
purpose for which the amounts in the fund can be spent.
The components of fund balance are now categorized as follows: "non- spendable fund balance ",
resources that are inherently non - spendable from the vantage point of the current period; "restricted fund
balance ", resources that are subject to external enforceable legal restrictions; "committed fund balance ",
resources whose use is constrained by limitations that the government imposes upon itself at its highest
level of decision making and remain binding unless removed in the same manner; "assigned fund
balance ", resources that reflects a government's intended use of resources, such intent would have to be
established at either the highest level of decision making, by a body, or an official designated for that
purpose; and "unassigned fund balance ", net resources in excess of what can properly be classified in one
of the other four categories. Currently, the City's fund balance reserves fall into one of the four spendable
categories; restricted, committed, assigned, or unassigned 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
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
34
ATTACHMENTS
A — Change in Total Fund Balances by Fund under GASB 54
B — Change in Total Fund Balances by CIP Project
C — Change in Cash Balance by Month
D — Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
Fund Description
Fund Increase/
Balance (Decrease) Current Current Fund Balance
7/1/12 Jul Revenue Expenditure Transfers 7/31/12
General Fund
Restricted Fund Balances:
Environmental Services 513,182 - - 513,182
Committed Fund Balances:
Hillside Stability
600,000 - - - 600,000
Assigned Fund Balances:
Capital Projects 500,000 - 500,000
Carryforwards 247,201 - - 247,201
Unassigned Fund Balances:
Operations 2,914,522 2,914,522
Economic Uncertainty 1,500,000 - - - 1,500,000
Development Services 632,380 - - - 632,380
Uncollected Deposits 44,791 - - 44,791
Other Unassigned 1,977,046 345,853 1,479,183 (735,000) 108,716
General Fund Total
8,929,122 345,853 1,479,183 (735,000) 7,060,792
Special Revenue
Landscape /Lighting Districts 562,504 - 47,128 - 515,376
CDBGFederal Grants
SHARP Loan - - - -
Capital Project
Street Projects 1,701,513 36,204 7,813 150,000 1,879,903
Park and Trail Projects 621,118 - 3,190 300,000 917,928
Facility Improvement Projects 493,708 2,561 200,000 691,147
Administrative Projects 129,400 - 7,307 85,000 207,093
Tree Fund 34,345 - - - 34,346
CIP Grant Street Repair Projects 466,818 (414,918) 22,388 29,512
CIP Grant Park & Trail Projects - (416,277) 1,576 - (417,853)
CIP Grant Facility - -
CIP Grant Administrative Projects - - - -
Gas TaxFund 97,305 92,844 1,148 - 189,001
Debt Service
Library Bond 862,414 - 663,518 - 198,897
Internal Service Fund
Liability /Risk Management 93,604 93,750 212,237 - (24,883)
Workers Compensation 231,966 60,000 1,261 290,705
Office Support Services Fund 11,220 14,715 4,621 - 21,314
Information Technology Services 256,701 100,037 47,497 - 309,240
Equipment Maintenance 23,031 53,750 20,518 56,264
Building Maintenance 200,926 187,521 52,744 - 335,702
Equipment Replacement 437,088 25,000 - - 462,088
Technology Replacement 156,760 11,559 637 167,682
Total City 15,309,543 190,037 2,575,327 12,924,253
36
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
CIP Funds /Projects
Fund Increase /
Balance (Decrease)
7/1/12 Jul
Current
Revenue
Current
Expenditure
Transfers
Fund
Balance
7/31/12
Street Projects
Annual Street Resurfacing
295,612 -
36,204
6,708
-
325,108
Street Restriping & Signage
123,434 -
-
1,105
-
122,329
Roadway Safety & Traffic Calming
149,756 -
-
-
50,000
199,756
Solar Power Radar Feedback Signs
12,912 -
-
-
-
12,912
Highway 9 Safety Project - Phase 11 (Ped Paths)
76,528 -
-
-
-
76,528
Highway 9 Safety Project - Phase III (Bicycles)
24,562 -
-
-
-
24,562
Highway 9 Safety Project - Phase IV
90,000 -
-
-
-
90,000
Fruitvale Ave Medians
90,000 -
-
-
-
90,000
Village LED Streetlights
5,482 -
-
-
-
5,482
Annual Sidewalks Project
3,838 -
-
-
50,000
53,838
Annual Storm Drain Upgrades
13,149 -
-
-
50,000
63,149
El Quito Area Curb Replacement
37,553 -
-
-
-
37,553
Village- Streets cape Improvements
221,120 -
-
-
-
221,120
Village -Phase II Design
27,236 -
-
-
-
27,236
Village -Phase II Construction
224,300 -
-
-
-
224,300
Fourth Street Bridge
100,000 -
-
-
-
100,000
Quito Road Bridge Replacement Design
107,287 -
-
-
-
107,287
Underground Project
98,744 -
-
-
-
98,744
Total Street Projects
1,701,513 -
36,204
7,813
150,000
1,879,903
Parks & Trails
Park/Trail Repairs
22,459 -
-
-
-
22,459
Playground Safety Equipment
20,078 -
-
-
-
20,078
Park Restroom Improvements
57,589 -
-
-
-
57,589
Blaney Plaza Improvements
6,527 -
-
-
-
6,527
Hakone Carden Matching Funds
250,000 -
-
-
-
250,000
Hakone Garden Retaining Wall & D/W
137,379 -
-
-
-
137,379
Hakone Garden Upper Moon House
125,000 -
-
-
-
125,000
Ravenswood Playground Improvement
2,086 -
-
-
-
2,086
Saratoga to Sea Quarry Master Plan
- -
-
3,190
300,000
296,810
Total Parks & Tails
621,118 -
-
3,190
300,000
917,928
Facility Improvements
Facility Projects
108,413 -
-
-
67,833
176,246
Security Locks
- -
-
-
40,000
40,000
Electric Charging Stations
43,400 -
-
76
-
43,324
City Hall Emergency Power Backup
43,232 -
-
-
60,000
103,232
CDD/Engineering - Carpet
- -
-
2,485
-
(2,485)
Theater Improvement
35,529 -
-
-
-
35,529
North Campus Improvements
113,452 -
-
-
-
113,452
BGRHVACImprovements
- -
-
-
32,167
32,167
Museum Electrical Upgrade
12,468 -
-
-
-
12,468
McWilliams House Improvements
4,435 -
-
-
-
4,435
Library Building Exterior Maintenance Projects
13,870 -
-
-
-
13,870
Library Improvements
118,910 -
-
-
-
118,910
Total Facility Improvements
493,708 -
-
2,561
200,000
691,147
Administrative Projects
Financial SystemUpgrade
3,534 -
-
-
10,000
13,534
PW Document Imaging Project
73,607 -
-
499
73,107
CDD Document Imaging Project
22,121 -
-
-
-
22,121
CMO Document Imaging Project
9,510 -
-
-
-
9,510
Village Facade Program
20,628 -
-
6,807
-
13,821
Business Development Incentive Program
- -
-
-
25,000
25,000
Risk Management Project Funding
- -
-
-
50,000
50,000
Total Administrative Projects
129,400 -
-
7,307
85,000
207,093
Tree Fund
Citywide Tree Planting Program
11,096 -
-
-
-
11,096
Tree Dedication Program
21,375 -
-
-
-
21,375
SMSCF Tree Donation Program
1,875 -
-
-
-
1,875
Total Tree Fund
34,345 -
-
-
-
34,346
CIP Grant Street Repair Projects
466,818 -
(414,918)
22,388
-
29,512
CIP Grant Park & Trail Projects
- -
(416,277)
1,576
-
(417,853)
CIP Grant Facility
- -
-
-
-
-
CIP Grant Administrative Projects
- -
-
-
-
-
Gas Tax Fund
97,305 -
92,844
1,148
-
189,001
Total CIP Funds
3,544,207 -
(702,148)
45,983
735,000
3,531,078
37
ATTACHMENT C
CASH BALANCE BY MONTH
$20,000,000
$15,000,000
$10,000,000
Cash Balance
$13,121,696
April -12 May-12 June-12 July-12
38
ATTACHMENT D
Local Agency Investment Fund
Quarterly Apportionment Rates
39
March
June
September
December
1977
5.68
5.78
5.84
6.45
1978
6.97
7.35
7.86
8.32
1979
8.81
9.10
9.26
10.06
1980
11.11
11.54
10.01
10.47
1981
11.23
11.68
12.40
11.91
1982
11.82
11.99
11.74
10.71
1983
9.87
9.64
10.04
10.18
1984
10.32
10.88
11.53
11.41
1985
10.32
9.98
9.54
9.43
1986
9.09
8.39
7.81
7.48
1987
7.24
7.21
7.54
7.97
1988
8.01
7.87
8.20
8.45
1989
8.76
9.13
8.87
8.68
1990
8.52
8.50
8.39
8.27
1991
7.97
7.38
7.00
6.52
1992
5.87
5.45
4.97
4.67
1993
4.64
4.51
4.44
4.36
1994
4.25
4.45
4.96
5.37
1995
5.76
5.98
5.89
5.76
1996
5.62
5.52
5.57
5.58
1997
5.56
5.63
5.68
5.71
1998
5.70
5.66
5.64
5.46
1999
5.19
5.08
5.21
5.49
2000
5.80
6.18
6.47
6.52
2001
6.16
5.32
4.47
3.52
2002
2.96
2.75
2.63
2.31
2003
1.98
1.77
1.63
1.56
2004
1.47
1.44
1.67
2.00
2005
2.38
2.85
3.18
3.63
2006
4.03
4.53
4.93
5.11
2007
5.17
5.23
5.24
4.96
2008
4.18
3.11
2.77
2.54
2009
1.91
1.51
0.90
0.60
2010
0.56
0.56
0.51
0.46
2011
0.51
0.48
0.38
0.38
2012
0.38
0.36
39
-4jpoii
MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
DIRECTOR: John Cherbone
SARATOGA CITY COUNCIL
PREPARED BY: Kristin Borel
Public Works Analyst
SUBJECT: Motor Vehicle (MV) Resolution Authorizing Installation of a Stop Sign
RECOMMENDED ACTION:
Move to adopt Motor Vehicle Resolution authorizing the installation of a stop sign on Paseo
Presada at the intersection of Dundee Avenue.
REPORT SUMMARY:
The City was notified of safety concerns at the corner of Paseo Presada and Dundee Avenue.
Residents were concerned because traffic was not yielding at intersection and the right of way is
unclear. The item was heard before the Traffic Safety Commission on September 13, 2012 and
the Commission recommended the installation of a Stop sign. The Commission and the Traffic
Engineer thought that the right of way was unclear due to the nature of the street, and that Stop
signs at this intersection would be expected and consistent with other Stop signs in the
neighborhood.
In order to enforce the new Stop sign it is necessary that the attached Motor Vehicle Resolution be
adopted by City Council.
FISCAL IMPACTS:
Approximately $250 in labor and materials is required for the City to post the sign. These
improvements are paid through the CIP which has a fund devoted to Traffic Safety.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The MV Resolution would not be adopted and traffic conditions would continue as is.
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
The Stop sign will be installed and the Sheriff's Department will be notified of the new
restriction.
40
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library
each Monday in advance of the Council meeting. Staff also sent letters to the adjacent neighbors
about the installation of a Stop sign.
ATTACHMENTS:
1. Map
2. Memo from Fehr & Peers
3. MV Resolution
41
Paseo Presada Stop Sign
Stop Sign Location
0
80
160
320
480
640
Feet
NORTH
FEHRtPEERS
MEMORANDUM
Date: October 3, 2012
To: John Cherbone, Public Works Director, City of Saratoga
From: Franziska Church /Sohrab Rashid
Subject: Stop Sign Installation at the Paseo Presada /Dundee Avenue intersection,
Saratoga, California
1025 -446 -1
Fehr & Peers has completed an evaluation of traffic concerns at the Paseo Presada /Dundee
Avenue intersection in Saratoga, California. A resident requested a stop sign at this location
during the September 13, 2012, Saratoga Traffic Safety Commission (TSC). After review of the item
and input from Fehr & Peers, the TSC recommended the installation of a stop sign on Paseo
Presada. This memorandum summarizes the traffic concerns expressed by the resident and our
recommendation regarding the sign installation.
BACKGROUND
The Paseo Presada /Dundee Avenue intersection is a "T" intersection located about 0.4 miles south
of Cox Avenue. Paseo Presada is a north- south, two -lane local roadway linking Bucknall Road to
Dundee Avenue. Dundee Avenue is a short (0.25 -mile) east -west, two -lane local roadway. Paseo
Presada is the north leg of the "T" intersection and Dundee Avenue forms the east and west legs.
Both streets provide access to the neighborhood south of Cox Avenue between Saratoga Avenue
and Quito Road, and the intersection serves relatively low roadway volumes based on
observations but not actual counts. While both streets are approximately 40 feet in width, the
intersection is wider than normal (roughly 70 feet across Paseo Presada) due to a large curb
radius at the northeast corner..
Unless indicated otherwise through appropriate traffic control signs, the California Vehicle Code
(CVC 21800 (b)) requires motorist on the T -leg (in this case Paseo Presada) to yield to motorists
on the through roadway (in this case Dundee Avenue). Currently, no yield signs or stop signs are
provided at this intersection. In either case, drivers are expected to exercise caution at an
intersection with no traffic control devices on any of the approaches and should only proceed
when safe to do so.
TRAFFIC CONCERN
The concern raised at the September 2012 TSC meeting is that vehicles traveling southbound on
Paseo Presada do not stop as they approach Dundee Avenue. The resident requested the
installation of a stop sign to clearly delineate the right -of -way at the Paseo Presada /Dundee
Avenue intersection.
160 West Santa Clara Street, Suite 675, San Jose CA 95113 (408) 278 -1700 Fax (408) 278 -1717
www.fehrandpeers.com
43
John Cherbone
October 3, 2012
Page 2 of 2
FEHR4' PEERS
Field observations by Fehr & Peers confirm the concern raised during the September 2012 TSC
meeting. The wide approach at Paseo Presada does result in many vehicles from Paseo Presada to
assume they have the right -of -way. Additionally, between Bucknall Road and Dundee Avenue, the
right -of -way at all intersections is clearly marked along Paseo Presada with all -way stop - controls
or side - street stop controls. Thus, many drivers assume they have the right -of -way as they
approach Dundee Avenue, since no signs or markings indicate otherwise.
RECOMMENDATION
In keeping with the character of the neighborhood and the presence of all -way or side - street stop
controls at most other intersections, Fehr & Peers recommends the installation of a stop sign on
Paseo Presada to delineate clearly the right of way at the Paseo Presada /Dundee Avenue
intersection.
44
RESOLUTION NO. MV-
RESOLUTION AUTHORIZING A STOP SIGN
ON PASEO PRESADA
The City Council of the City of Saratoga hereby resolves as follows:
L Based upon an engineering and traffic study, the following parking
restrictions shall be designated on Paseo Presada in the location specified
below:
NAME OF
LOCATION
RESTRICTION
STREET
Paseo Presada
A Stop sign be placed at the
north west corner of Paseo
Presada where it intersects
with Dundee Avenue
Complete Stop for
vehicle traffic at
intersection
II. All prior resolutions and other enactments imposing a parking restriction at the
location specified above are hereby repealed to the extent of their inconsistency
with the restriction specified above.
III. This resolution shall become effective at such time as the signs and /or
markings are installed.
The above and foregoing resolution was passed and adopted by the City Council of the
City of Saratoga at a regular meeting held on the 17th day of October, 2012, by the
following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
Crystal Bothelio, City Clerk
45
Chuck Page, Mayor
� SAk�,9T7
ate'
b�y
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f►,okz:
MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director
SARATOGA CITY COUNCIL
SUBJECT: Complete Streets Policy
RECOMMENDED ACTION:
Approve Resolution adopting a Complete Streets Policy
REPORT SUMMARY:
Background:
The State of California enacted AB 1358 which requires cities to identify how they will provide for
the mobility needs of all users of the roadways (pedestrians, bicycles, and motor vehicles) when
revisions to the General Plan are planned. In addition, AB 32 and SB 375 sets mandates for
reduction of greenhouse gases by requiring emissions reductions through coordinated regional
planning that combines transportation, housing, and land -use policy.
The combination of State legislative actions mentioned above has empowered the Metropolitan
Transportation Commission (MTC) to enact policy changes connected to the distribution of State
and Federal funding by adopting a One Bay Area Grant (OBAG). OBAG establishes policies for
funding transportation projects using a new funding approach that integrates the region's federal
transportation program with California's climate law (Senate Bill 375). Funding distribution is
now connected directly to local land -use and housing policies where before they were based on
population.
The Complete Streets Policy is one of the requirements of OBAG to receive funds.
Discussion:
The Complete Streets Policy does not impact Saratoga severely as Saratoga's Circulation
Element contains many of the same pedestrian and bicycle policies. The main difference is the
requirement that the City investigate if pedestrian and bicycle improvements can be included
when a capital or maintenance project occurs in the City right -of -way.
The Public Works Director can exempt the project from the policy if one or more of the
following is true:
46
• Bicyclists and pedestrians are prohibited by law from using the roadway. In this
instance, a greater effort may be necessary to accommodate bicyclists and pedestrians
elsewhere within the right of way or within the same transportation corridor.
• The cost of establishing bikeways or walkways would be excessively disproportionate to
the need or probable use. Excessively disproportionate is defined as exceeding twenty
percent of the cost of the larger transportation project.
• Where the density of population serving the street indicate an absence of need; or the
street has severe topographic or natural resource constraints.
A majority of the City's current projects are focused on pedestrian and bicycle improvements
and will most likely continued to be in the future as we continue to upgrade our major roadways
to make them safer for all users.
FISCAL IMPACTS:
• Possible inclusion of bicycle and pedestrian elements in capital and maintenance projects
up to 20% of the cost of the work.
• Staff time reviewing projects for pedestrian and bicycle improvements and record
keeping.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The City will be ineligible for many grants offered through the VTA for pedestrian, bicycle, and
roadway projects.
ALTERNATIVE ACTION(S):
The City can demonstrate that the current Circulation Element of the General Plan already
complies with the Complete Street Act.
FOLLOW UP ACTION(S):
The Resolution and Complete Streets Policy will be forwarded to VTA.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library
each Monday in advance of the Council meeting.
ATTACHMENTS:
1. Resolution and Complete Streets Policy
47
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ADOPTING A COMPLETE STREETS POLICY
WHEREAS, the term "Complete Streets" describes a comprehensive, integrated transportation
network with infrastructure and design that allows safe and convenient travel along and across
streets for all users, including pedestrians, bicyclists, persons with disabilities, motorists, movers
of commercial goods, users and operators of public transportation, seniors, children, youth, and
families;
WHEREAS, the City of Saratoga acknowledges the benefits and value for the public health and
welfare of reducing vehicle miles traveled and increasing transportation by walking, bicycling,
and public transportation;
WHEREAS, the City of Saratoga recognizes that the planning and coordinated development of
Complete Streets infrastructure provides benefits for local governments in the areas of
infrastructure cost savings; public health; and environmental sustainability;
WHEREAS, the State of California has emphasized the importance of Complete Streets by
enacting the California Complete Streets Act of 2008 (also known as AB 1358), which requires
that when cities or counties revise general plans, they identify how they will provide for the
mobility needs of all users of the roadways, as well as through Deputy Directive 64, in which the
California Department of Transportation explained that it "views all transportation
improvements as opportunities to improve safety, access, and mobility for all travelers in
California and recognizes bicycle, pedestrian, and transit modes as integral elements of the
transportation system ";
WHEREAS, the California Global Warming Solutions Act of 2006 (known as AB 32) sets a
mandate for the reduction of greenhouse gas emissions in California, and the Sustainable
Communities and Climate Protection Act of 2008 (known as SB 375) requires emissions
reductions through coordinated regional planning that integrates transportation, housing, and
land -use policy, and achieving the goals of these laws will require significant increases in travel
by public transit, bicycling, and walking;
WHEREAS, numerous California counties, cities, and agencies have adopted Complete Streets
policies and legislation in order to further the health, safety, welfare, economic vitality, and
environmental well -being of their communities;
WHEREAS, the City of Saratoga therefore, in light of the foregoing benefits and considerations,
wishes to improve its commitment to Complete Streets and desires that its streets form a
comprehensive and integrated transportation network promoting safe, equitable, and convenient
travel for all users while preserving flexibility, recognizing community context, and using the
latest and best design guidelines and standards;
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Saratoga, as follows:
48
1. That the City of Saratoga adopts the Complete Streets Policy attached hereto as
Exhibit A, and made part of this Resolution, and that said exhibit is hereby approved and
adopted.
2. That the next substantial revision of the Circulation Element of the City of Saratoga
General Plan shall incorporate Complete Streets policies and principles consistent with the
California Complete Streets Act of 2008 (AB 1358) and with the Complete Streets Policy
adopted by this resolution.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at
a regular meeting of the Saratoga City Council held on the 17th day of October, 2012, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Attest:
Crystal Bothelio, City Clerk
Attachment: Exhibit A
Chuck Page, Mayor
City of Saratoga
49
Exhibit A
This Complete Streets Policy was adopted by Resolution No. by the City Council of
the City of Saratoga on October 17, 2012.
COMPLETE STREETS POLICY OF CITY OF SARATOGA
A. Complete Streets Principles
1. Complete Streets Serving All Users. The City of Saratoga expresses its commitment to
creating and maintaining Complete Streets that provide safe, comfortable, and convenient
travel along and across streets (including streets, roads, highways, bridges, and other
portions of the transportation system) through a comprehensive, integrated transportation
network that serves all categories of users, including pedestrians, bicyclists, persons with
disabilities, motorists, movers of commercial goods, users and operators of public
transportation, seniors, children, youth, and families.
2. Context Sensitivity. In planning and implementing street projects, departments and
agencies of the City of Saratoga shall maintain sensitivity to local conditions in both
residential and business districts as well as urban, suburban, and rural areas, and shall
work with residents, merchants, and other stakeholders to ensure that a strong sense of
place ensues. Improvements that will be considered include sidewalks, shared use paths,
bicycle lanes, bicycle routes, paved shoulders, street trees and landscaping, planting
strips, accessible curb ramps, crosswalks, refuge islands, pedestrian signals, signs, street
furniture, bicycle parking facilities, public transportation stops and facilities, transit
priority signalization, and other features assisting in the provision of safe travel for all
users, such as traffic calming circles, transit bulb outs, and road diets.
3. Complete Streets Routinely Addressed by All Departments. All relevant departments
and agencies of the City of Saratoga shall work towards making Complete Streets
practices a routine part of everyday operations, approach every relevant project, program,
and practice as an opportunity to improve streets and the transportation network for all
categories of users, and work in coordination with other departments, agencies, and
jurisdictions to maximize opportunities for Complete Streets, connectivity, and
cooperation. The following projects provide opportunities: pavement resurfacing,
restriping, accessing above and underground utilities, signalization operations or
modifications, and maintenance of landscaping /related features.
4. All Projects and Phases. Complete Streets infrastructure sufficient to enable reasonably
safe travel along and across the right of way for each category of users shall be
incorporated into all planning, funding, design, approval, and implementation processes
for any construction, reconstruction, retrofit, maintenance, operations, alteration, or
repair of streets (including streets, roads, highways, bridges, and other portions of the
transportation system), except that specific infrastructure for a given category of users
may be excluded if an exemption is approved via the process set forth in section C. lof
this policy.
50
B. Implementation
1. Plan Consultation and Consistency. Maintenance, planning, and design of projects
affecting the transportation system shall be consistent with local bicycle, pedestrian,
transit, multimodal, and other relevant plans, except that where such consistency cannot
be achieved without negative consequences, consistency shall not be required if the head
of the relevant department provides written approval explaining the basis of such
deviation. If the City of Saratoga has a Bicycle and Pedestrian Advisory Committee,
such deviations shall be presented to the Bicycle and Pedestrian Advisory Committee
early in the planning and design stage, to ensure the Bicycle and Pedestrian Advisory
Committee has an opportunity to provide comments and recommendations.
2. Street Network/Connectivity. As feasible, the City of Saratoga shall incorporate
Complete Streets infrastructure into existing streets to improve the safety and
convenience of users and to create employment, with the particular goal of creating a
connected network of facilities accommodating each category of users, and increasing
connectivity across jurisdictional boundaries and for existing and anticipated future areas
of travel origination or destination.
3. Bicycle and Pedestrian Advisory Committee Consultation. If the City of Saratoga has
a Bicycle and Pedestrian Advisory Committee, transportation projects shall be reviewed
by the Bicycle and Pedestrian Advisory Committee early in the planning and design
stage, to provide the Bicycle and Pedestrian Advisory Committee an opportunity to
provide comments and recommendations regarding Complete Streets features to be
incorporated into the project.
4. Evaluation. All relevant agencies or departments shall perform evaluations of how well
the streets and transportation network of the City of Saratoga are serving each category of
users by collecting baseline data and collecting follow -up data on a regular basis.
C. Exemptions
to
1. Leadership Approval for Exemptions. Projects that seek Complete Streets exemptions
must provide written finding of why accommodations for all modes that were not
included in the project and signed off by the Public Works Director or equivalent high
level staff person. Projects that are granted exceptions must be made publically available
for review.
Bicycle and pedestrian ways shall be established in new construction and reconstruction
projects in all urbanized areas unless one or more of the conditions are met:
1.1 Bicyclists and pedestrians are prohibited by law from using the roadway. In this
instance, a greater effort may be necessary to accommodate bicyclists and pedestrians
elsewhere within the right of way or within the same transportation corridor.
1.2 The cost of establishing bikeways or walkways would be excessively disproportionate
the need or probable use. Excessively disproportionate is defined as exceeding twenty
51
percent of the cost of the larger transportation project.
1.3 Where the density of population serving the street indicate an absence of need; or the
street has severe topographic or natural resource constraints.
52
Lrxoii
MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: James Lindsay DIRECTOR: James Lindsay
SARATOGA CITY COUNCIL
SUBJECT: Provide Direction on Defining "Market"
RECOMMENDED ACTION:
Provide direction to the Planning Commission to define "market" within the Zoning Code.
BACKGROUND:
Markets require a conditional use permit in all commercial zoning districts but the Zoning Code
does not contain a definition of a market. The code does contain a broad definition for a retail
establishment:
"Retail establishment" means a use engaged in providing retail sale or rental of items
primarily intended for consumer or household use. Any use including a personal service
business is a personal service business and not a retail establishment.
(a) Extensive retail establishment, as used with respect to parking requirements,
means a retail use having more than seventy -five percent of the floor area used for
display, sales and related storage of bulky commodities, including household
furniture and appliances, lumber and building materials, carpeting and floor
coverings, air conditioning and heating equipment, and similar goods, which uses
have demonstrably low parking demand generation per square foot of floor area.
(b) Intensive retail establishment, as used with respect to parking requirements,
means any retail use not defined as an extensive retail establishment.
Pursuant to Section 15- 05.055 - Administrative Interpretations, staff has been interpreting market
to mean a business that sells fresh produce and/or meat. Including a definition for a market
within the Zoning Code will clearly distinguish markets from retail establishments and eliminate
the need for an administrative interpretation. Staff recently conducted a survey of other city
codes (Attachment 1) and found many approaches to defining and permitting stores that sell
perishable food items. Several cities do not have a separate definition for grocery stores
(markets) since they are treated as a permitted retail establishment and do not require a
conditional use permit.
Provided below are three options to promote discussion among the Council from which to give
the Planning Commission direction on a definition for market and any changes to the permitting
requirements for markets.
Option A
• Define market as a retail establishment that sells any fresh perishable food item including
but not limited to meats, vegetables, fruits, eggs, baked goods, and dairy products (this
definition expands the current administrative interpretation from produce and meat to
include all fresh perishable food items).
• Continue to require a conditional use permit for markets in the commercial zoning
districts.
Option B
• Define market as a retail establishment wherein 10% or more of the floor area is allocated
for the sale of fresh perishable food items including but not limited to meat, vegetables,
fruits, eggs, baked goods, and dairy products.
• Continue to require a conditional use permit for markets in the commercial zoning
districts.
Option C
• Define market as a retail establishment that sells any fresh perishable food item including
but not limited to meats, vegetables, fruits, eggs, baked goods, and dairy products (same
as Option A).
• Allow markets less than 4,000 square feet as a permitted use and only require a
conditional use permit for markets more than 4,000 square feet in size.
One of the purposes of requiring a conditional use permit is to help protect surrounding
properties from impacts such as odors that can result from certain business activities such as the
improper disposal of unpackaged perishable food items. Regulations governing disposal best
practices are also commonly codified within a city code similar to Saratoga's Health &
Sanitation Article that sets standards for garage disposal and property maintenance.
ALTERNATIVES:
Make no changes to the Zoning Code and staff will continue to interpret a market to mean a
business that sells fresh produce and/or meat.
FISCAL IMPACTS:
None.
ATTACHMENTS:
1. Survey summary
Page 2 of 2
54
SURVEY OF OTHER CITY CODES RELATED TO THE WORD "MARKET"
October 5, 2012
City
Terms Used
Permitted or Conditional Use Permit
Campbell
Grocery Store
Permitted < 10,000 sf.
CUP > 10,000 sf.
Cupertino
Convenience Market
Specialty Food Store
CUP
Permitted < 50% of space w /in a building or
center
CUP > 50% of space w /in a building or center
Los Altos
None, sale of food considered
retail
Permitted (grocery stores greater than 7,000
sf. in the downtown district requires a CUP)
Los Gatos
Supermarket (no definition)
Convenience market (no
definition)
CUP
CUP
Morgan Hill
Grocery Store (no definition)
Convenience Market /Store
Specialty Food Market
Permitted in neighborhood commercial zones
CUP required in the central commercial
district
Permitted in the central commercial district
Mountain View
Grocery Store (no definition)
Permitted in commercial neighborhood and
commercial residential zones
Santa Clara
Grocery included in retail
sales
Permitted
Sunnyvale
Grocery included in retail
sales
Permitted
Definitions:
Campbell
"Grocery stores" means an establishment which sells staple food items (e.g., coffee, sugar,
flour, etc.) and usually meats and other foods (e.g., fruits, vegetables, dairy products, etc.)
and household supplies (e.g., soap, matches, paper napkins, etc.); a minor portion of the
food sold may be processed on site (e.g., deli or bakery services). Food stores specializing in
a single type of these items (e.g., candy stores, produce only shops, coffee and tea shops,
etc.) are not classified as grocery stores
Cupertino
"Convenience market" means a use or activity that includes the retail sale of food,
beverages, and small personal convenience items, including sale of food in disposable
containers primarily for off - premises consumption, and typically found in establishments
55
with long or late hours of operation and in relatively small buildings, but excluding
delicatessens and other specialty food shops and establishments which have a sizable
assortment of fresh fruits, vegetables, and fresh -cut meats.
"Specialty food stores" means uses such as bakeries, donut shops, ice cream stores, produce
markets and meat markets, or similar establishments where food is prepared and /or sold
primarily for consumption off the premises.
Morgan Hill
"Convenience market /store" means a retail establishment which contains less than five
thousand square feet of gross floor area allocated for the sale of groceries, staples, dairy
products, sundry items, tobacco products and /or alcoholic beverages. This definition also
includes a liquor store, within which all or the majority of the floor area for retail sales is
allocated for the sale of alcoholic beverages. This definition, however, does not include a
full- service grocery store containing less than five thousand square feet of gross floor area
wherein at least ten percent of that floor area is allocated for the sale of fresh meat, seafood
and fresh produce products.
"Specialty food market" is defined as a retail establishment allocated for the sale of
groceries, staples, dairy products, sundry items, tobacco products, and alcoholic beverages.
This use is distinguished from a convenience market /store in that a majority of the floor
area for retail sales cannot be allocated for the sale of alcoholic beverages and the use
cannot be open after 10:00 p.m
56
SA.0
'711•76.11 I
4,10.
SARATOGA CITY COUNCIL
MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: Finance and Administrative CITY MANAGER: Dave Anderson
Services Department
PREPARED BY: Monica LaBossiere
Human Resources Manager
DIRECTOR: Mary Furey
Finance and Administrative
Services Director
SUBJECT: Adoption of a Resolution Establishing a One -Time Authorization of Two
Consecutive Paid Holiday Furlough Days
RECOMMENDED ACTION:
Adopt the resolution entitled, "A Resolution of the City Council and the City of Saratoga
establishing a one -time authorization of two consecutive paid holiday furlough days — Thursday,
December 27 and Friday, December 28, 2012 ".
BACKGROUND:
The City of Saratoga strives to provide high quality programs and services to its residents and
visitors. City of Saratoga employees touch resident's lives each day often exceeding expectations
on responsiveness and results. City employees are proud to serve the residents of the City and to
deliver services that enhance the quality of life in Saratoga. During the recession, over the last
four years, the staff has experienced layoffs and cuts in wages and benefits in order to reduce
expenses to balance the City budget now and in the future.
After reviewing preliminary City finances after the close of Fiscal Year 2011 -12, the Council
Finance Committee recommends that the City Council acknowledge its appreciation of
employees and recognize the concessions they have made over the last several years by
authorizing two consecutive paid holiday furlough days. These days are currently scheduled as
unpaid holiday furlough days on Thursday, December 27, 2012 and Friday, December 28, 2012.
The paid holiday furlough days would be funded with one -time monies from the current year
budgetary savings, and will result in no additional expense for future fiscal years.
FISCAL IMPACTS:
A one -time, non - precedential authorization of two (2) additional City paid holiday furlough days
in 2012 to all at -will, regular, and probationary full -time and part-time benefited City employees.
All at -will, regular, and probationary part-time benefited City employees shall receive holiday
furlough pay on a proration basis.
• Thursday, December 27, 2012 (9 hour day; cost $22,290)
Page 1 of 2
57
• Friday, December 28, 2012 (8 hour day; cost $19,925)
Total Approximate Cost: $42,215
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
None.
ALTERNATIVE ACTION(S):
1. No action at this time.
2. A one -time, non - precedential payment in the gross amount of SEVEN HUNDRED
FIFTY DOLLARS ($750) to all at -will and regular full -time (1.0 FTE equivalent to 40
hours per week) benefited City employees employed as of December 20, 2012 and
employed as such for the prior twelve consecutive months. One -time payments will be
prorated for 1. All at -will, regular, and probationary employees who work less than 1 0
FTE; and, 2. All at -will and probationary full -time and part-time benefited City
employees hired after December 20, 2011 (employed with the City less than 12 months).
Total Approximate Cost: $40,963
FOLLOW UP ACTION(S):
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
1. Resolution
Page 2 of 2
58
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ESTABLISHING A ONE -TIME AUTHORIZATION OF
TWO CONSECUTIVE PAID HOLIDAY FURLOUGH DAYS —
THURSDAY, DECEMBER 27, 2012 AND FRIDAY, DECEMBER 28, 2012
WHEREAS, the City Council of the City of Saratoga (hereinafter "City Council"
and "City ") wishes to acknowledge its appreciation of employees and recognize the
concessions they have made over the last several years; and
WHEREAS, the City Council wishes to establish a one -time, non - precedential
authorization of two consecutive paid holiday furlough days of Thursday, December 27,
2012 and Friday, December 28, 2012 to all at -will, regular, and probationary full -time
and part-time benefited City employees; and
WHEREAS, all at -will, regular, and probationary part-time benefited City
employees shall receive holiday furlough pay on a proration basis on Thursday,
December 27, 2012 and Friday, December 28, 2012; and
WHEREAS, the City Council authorizes the paid holiday furlough days to be
funded with one -time monies from the current year budgetary savings; and
NOW, THEREFORE, the City Council of the City of Saratoga resolves to
establish a one -time authorization of two consecutive paid holiday furlough days for
benefited employees of Thursday, December 27, 2012 and Friday, December 28, 2012.
The above and foregoing resolution was passed and adopted by the Saratoga City Council
at a regular meeting held on the 17th day of October 2012, by the following vote:
AYES:
NAYES:
ABSTAIN:
ABSENT:
ATTEST:
DATE:
Crystal Bothelio, City Clerk
Chuck Page, Mayor
59
0.01.1
MEETING DATE: October 17, 2012 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
SARATOGA CITY COUNCIL
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Amendment to City Council Norms of Operation and Rules of Order and Procedure
to Provide for Flexibility in Scheduling City Council Reorganization
RECOMMENDED ACTION:
Approve the attached resolution amending the City Council Policy Pertaining to Norms of Operation and
Rules of Order and Procedure for City Council to allow the City Council Reorganization to take place
during the first regular meeting in December or at a special meeting the day before the first regular
meeting in December.
BACKGROUND:
The City Council adopted its Norms of Operation and Rules of Order and Procedure in 2004 through
Council Resolution 04 -007. Since then, the Norms of Operation and Rules of Order and Procedure have
been revised several times. The last amendment, made in 2008 through Council Resolution 08 -069,
required the Council Reorganization to take place the Tuesday preceding the first regular meeting in
December except during election years when the City Clerk may have to change the date of the
Reorganization to comply with State law.
Last year, the City Council conducted its Reorganization during the first regular meeting in December. To
allow for this practice in the future, the attached resolution amending the Norms of Operation and Rules
of Order and Procedure should be approved. The amendment to the Norms of Operation and Rules of
Order and Procedure would allow the Reorganization to occur during the first regular meeting of
December or on the Tuesday prior to the first regular meeting in December.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
If the resolution amending the Norms of Operation and Rules of Order and Procedure is not adopted, the
City Council Reorganization must occur during a special meeting on the Tuesday immediately preceding
the first regular meeting of December. However, in election years, the date of the special meeting may be
changed by the City Clerk as needed to comply with State election laws.
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ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A: Resolution Amending the Norms of Operation and Rules of Order and Procedure for
the City Council
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RESOLUTION 12-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE CITY COUNCIL POLICY PERTAINING TO
NORMS OF OPERATION AND RULES OF ORDER
AND PROCEDURE FOR CITY COUNCIL
WHEREAS, the City Council adopted a policy establishing Norms of Operation and
Rules of Order and Procedure for City Council in 2004 through City Council Resolution 04 -007;
and
WHEREAS, in 2008, the City Council amended the Norms of Operation and Rules of
Order and Procedure for the City Council through Resolution 08 -069 to require that the City
Council Reorganization during Election years take place on the Tuesday immediately preceding
the first regular meeting of December; and
WHEREAS, in 2011, the City Council Reorganization took place during the first regular
meeting in December and there has been an interest in revising Council policy to allow for the
Reorganization during Election years to occur during a regular meeting if desired;
NOW, THEREFORE, be it resolved that the City Council of the City of Saratoga hereby
amends the Policy Pertaining to Norms of Operations and Rules of Order and Procedure for City
Council adopted January 21, 2004 and amended June 20, 2007, November 5, 2008 as follows
(words shown in strikeout [example] are deleted and words shown in bold italics [example] are
inserted):
Section 5. BUSINESS OF THE CITY COUNCIL
B. City Council Reorganization — The City Council Reorganization shall be
held at the beginning of the first regular meeting of December unless the
The City Council shall calls and holds a special meeting on the Tuesday
immediately preceding the first regular meeting of December. The floor shall
be open to nominations for the purpose of electing a Mayor and Vice Mayor
to serve for the following year. Such elections shall be made by majority vote
of the Council members present at the meeting. The Mayor and Vice Mayor
shall assume the duties of their respective offices immediately upon election.
The Mayor and Vice Mayor shall serve a one -year term at the pleasure of the
Council. In election years the date of the special meeting referenced above
may be changed by the City Clerk as necessary to ensure compliance with
State election laws.
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The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 17th day of October 2012 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Crystal Bothelio, City Clerk
DATE:
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Chuck Page, Mayor