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AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
OCTOBER 16, 2013
SPECIAL MEETING — 5:30 P.M. — ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE.
CALL MEETING TO ORDER — 5:30 P.M.
REPORT ON POSTING OF AGENDA
(Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on
October 10, 2013)
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 — 5:30 P.M.
CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
(Government Code section 54956.9(d)(1))
Name of case: Lee v. City of Saratoga (Santa Clara County Superior Court Case No. 1-12 -
CV - 225772)
COMMISSION INTERVIEWS — 5:40 P.M.
TIME
APPLICANT
COMMISSION
INCUMBENT
VACANCIES
5:40 p.m.
Thomas Soukup
Parks and Recreation
Yes
2
5:45 p.m.
Rick Pearce
Parks and Recreation
No
2
5:50 p.m.
Ping Li
Parks and Recreation
No
2
CALL JOINT MEETING TO ORDER — 6:00 P.M. ADMINISTRATIVE
CONFERENCE ROOM, 13777 FRUITVALE AVENUE
1. Joint Meeting with Saratoga Community Access Television Foundation (KSAR)
Recommended Action:
Informational Only
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other
materials provided to the City Council by City staff in connection with this agenda are
available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070.
Note that copies of materials distributed to the City Council concurrently with the posting
of the agenda are also available on the City Website at www.sarato ag ca.us. Any
materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council.
In Compliance with the Americans with Disabilities Act, if you need assistance to
participate in this meeting, please contact the City Clerk at 4081868 -1269. Notification
24 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to this meeting. [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 10, 2013 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and
on the City's website at www.saratoga.ca.us.
Signed this 10th day of October 2013 at Saratoga, California.
Crystal Bothelio, City Clerk
OA
Table of Contents
Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . 3
Recognition of Former Traffic Safety Commissioner Judy
Coulter
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 8
Attachment A: Certificate Recognizing Former Traffic
Safety Commissioner Judy Coulter . . . . . . . . . . . . .
. . 10
Appointment of Traffic Safety Commissioner and Oath of Office
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 11
Attachment A: Resolution of Appointment . . . . . . . . .
. . 13
Attachment B: Oath of Office . . . . . . . . . . . . . . .
. . 14
Proclamation for October 24, 2013 as World Polio Day
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 15
Attachment A: Proclamation for World Polio Day . . . . . .
. . 17
City Council Meeting Minutes
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 18
Attachment A: Minutes for Special and Regular City
Council Meeting on October 2, 2013 . . . . . . . . . . . .
. . 20
Review of Accounts Payable Check Registers
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 28
10/01/2013 Check Register . . . . . . . . . . . . . . . .
. . 30
10/08/2013 Check Register . . . . . . . . . . . . . . . .
. . 36
Treasurer's Report for the Month Ended August 31, 2013
Treasurer's Report for the Month Ended August 31,
2013 . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . 40
Application ZOA13 -0006; 13777 Fruitvale Avenue; City of
Saratoga - Annual Code Update
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 46
Saratoga Village Pedestrian Enhancement Street Light Work
CML- 5332(018) — Notice of Completion.
Council Report- Saratoga Village Pedestrian
Enhancement Street Light Work . . . . . . . . . . . . . .
. . 54
ATTACHMENT - 1 Notice of Completion . . . . . . . . . .
. . 56
Hakone Gardens Driveway Repair — Notice of Completion
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 57
1. Notice of Completion . . . . . . . . . . . . . . . . . .
. . 59
Guidelines for the Length of Commission Meetings
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 60
Attachment A: Resolution Establishing Guidelines for
the Length of Commission Meetings . . . . . . . . . . . .
. . 62
Community Event Grant Request — Montalvo Arts Splash
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 63
Attachment A: Community Event Grant Request . . . . . .
. . 65
14065 Saratoga Avenue (Florence Cunningham House) - Mills
Act Agreement
STAFF REPORT . . . . . . . . . . . . . . . . . . . . .
. . 68
1
RESOLUTION . . . . . . . . . . . . . . . . . . . . . .
. . 70
CONTRACT . . . . . . . . . . . . . . . . . . . . . . .
. . 72
INVENTORY REPORT . . . . . . . . . . . . . . . . . .
. . 86
DPR RECORD . . . . . . . . . . . . . . . . . . . . . .
. . 88
APPLICATION PHOTOS . . . . . . . . . . . . . . . . .
. . 92
Plan and Timeline for Annexation of 206.9 Acres (STG05)
Located in an Unincorporated Area of Santa Clara County to the
South of Glen Una Drive
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 110
Attachment 1 - STG05 Annexation Timeline Resolution . . .
. . 114
Attachment 2 - Table of steps required for annexation in
Santa Clara County . . . . . . . . . . . . . . . . . . . .
. . 115
Attachment 3 - Map of STG05 . . . . . . . . . . . . . . .
. . 119
Commission Meeting Attendance Requirements
Staff Report . . . . . . . . . . . . . . . . . . . . . . .
. . 120
Attachment A: Commission Attendance Policies and
Records for 2013 . . . . . . . . . . . . . . . . . . . . .
. . 123
Attachment B: Sample Commission Attendance Policies . .
. . 124
2
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01A
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
WEDNESDAY, OCTOBER 16, 2013
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 10, 2013)
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. Recognition of Former Traffic Safety Commissioner Judy Coulter
Recommended action:
Present certificate of appreciation to Traffic Safety Commissioner Judy Coulter.
2. Appointment of Traffic Safety Commissioner and Oath of Office
Recommended action:
Adopt the attached resolution appointing Ray Cosyn to the Traffic Safety
Commission and direct the City Clerk to administer the Oath of Office.
3
3. Proclamation for October 24, 2013 as World Polio Day
Recommended action:
Read and present the proclamation declaring October 24, 2013 as World Polio Day in
the City of Saratoga.
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
the public may speak to an item on the Consent Calendar at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
4. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Special and Regular City Council Meeting on
October 2, 2013.
5. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
10/1/2013 Period 4
10/8/2013 Period 4
6. Treasurer's Report for the Month Ended August 31, 2013
Recommended action:
Review and accept the Treasurer's Report for the month ended August 31, 2013.
7. Application ZOA13 -0006; 13777 Fruitvale Avenue; City of Saratoga -Annual Code
Update
Recommended action:
Waive the second reading and adopt the proposed ordinance.
8. Saratoga Village Pedestrian Enhancement Street Light Work CML- 5332(018) —
Notice of Completion.
Recommended action:
Move to accept the Saratoga Village Pedestrian Enhancement Street Light Work
CML - 5332(018) Project as complete and authorize staff to record the Notice of
Completion for the construction contract.
9. Hakone Gardens Driveway Repair — Notice of Completion
Recommended action:
Move to accept the Hakone Gardens Driveway Repair Project as complete and
authorize the City Manager to sign the Notice of Completion for the construction
contract.
2
PUBLIC HEARINGS
None
OLD BUSINESS
10. Guidelines for the Length of Commission Meetings
Recommended action:
Adopt the attached resolution establishing guidelines for the length of Commission
meetings.
NEW BUSINESS
11. Community Event Grant Request — Montalvo Arts Splash
Recommended action:
Determine whether or not to approve the Community Event Grant request for the
Montalvo Arts Center's "Arts Splash Open House and Student Arts Festival."
12. 14065 Saratoga Avenue (Florence Cunningham House) - Mills Act Agreement
Recommended action:
The Heritage Preservation Commission (HPC) recommends the City Council adopt
the attached Resolution and direct the City Manager to enter into a Mills Act
Agreement for the property located at 14065 Saratoga Avenue.
13. Plan and Timeline for Annexation of 206.9 Acres (STG05) Located in an
Unincorporated Area of Santa Clara County to the South of Glen Una Drive
Recommended action:
Review the proposed plan and timeline to annex a 206.9 acre area in unincorporated
Santa Clara County and approve the attached resolution adopting a plan and timeline
for the annexation.
14. Commission Meeting Attendance Requirements
Recommended action:
Provide direction to staff on amendments to the City's Commission meeting
attendance requirements.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Jill Hunter
City School Ad Hoc
Hakone Foundation Board
Hakone Foundation Executive Committee
Historical Foundation
KSAR Community Access TV Board
Village Ad Hoc
West Valley Mayors and Managers Association
Vice Mayor Emily Lo
Hakone Foundation Board
Let's Move City Ad Hoc
Library Joint Powers Authority
Santa Clara Valley Water District Commission
5
Village Ad Hoc
West Valley Flood Control & Watershed Advisory Committee
Council Member Howard Miller
City School Ad Hoc
Council Finance Committee
Postal Service Liaison
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
Destination Saratoga Liaison
Highway 9 Ad Hoc
Let's Move City Ad Hoc
SASCC
TEA Ad Hoc
Council Member Chuck Paize
Association of Bay Area Governments
Highway 9 Ad Hoc
Santa Clara County Cities Association
Santa Clara County Cities Association Selection Committee
Santa Clara County Expressway Plan 2040 Policy Advisory Board
Sister City Liaison
TEA Ad Hoc
West Valley Sanitation District
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.sarato ag ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868 -1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102 - 35.104 ADA Title
II)
0
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 10,
2013 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 10`h day of October 2013 at Saratoga, California.
Crystal Bothelio, City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.sarato ag ca.us
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10/16
11/06
11/20
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2013
Regular Meeting — Joint Meeting with Saratoga Community Access
Television Foundation (KSAR)
Regular Meeting — Joint Meeting with Senator Jim Beall, Assembly
Member Paul Fong, and Supervisor Joe Simitian
Regular Meeting — Joint Meeting Sister City Committee
12/04 Regular Meeting — Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
12/18 Regular Meeting — Joint Meeting with Hakone Foundation Board
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Recognition of Former Traffic Safety Commissioner Judy Coulter
RECOMMENDED ACTION:
Present certificate of appreciation to Traffic Safety Commissioner Judy Coulter.
BACKGROUND:
Former Traffic Safety Commissioner Judy Coulter resigned her position on the Traffic Safety
Commission on August 1, 2013 after moving to the City of Campbell. Judy was first appointed to
the Traffic Safety Commission in 2007 and reappointed in 2011.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The certificate will not be presented.
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.
Page 1 of 2
ATTACHMENTS:
Attachment A: Certificate Recognizing Former Traffic Safety Commissioner Judy Coulter
Page 2 of 2
9,44
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Hereby presented to
for her service on the City of Saratoga
Traffic Safety Commission.
Witness my hand and the seal of the
City of Saratoga on this 16th day
of October 2013.
Jill Hunter, Mayor
10
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Appointment of Traffic Safety Commissioner and Oath of Office
RECOMMENDED ACTION:
Adopt the attached resolution appointing Ray Cosyn to the Traffic Safety Commission and direct
the City Clerk to administer the Oath of Office.
BACKGROUND:
Due to the resignation of Judy Coulter from the Saratoga Traffic Safety Commission, the City
conducted a recruitment to fill the incomplete term ending January 1, 2016. The City Council
held interviews on September 18, 2013 and selected Ray Cosyn to fill the remainder of the
incomplete term.
FISCAL IMPACTS:
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The appointment to the Traffic Safety Commission would not be made and the recruitment
process would be reopened.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Update the City's Commission roster.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
Page 1 of 2
11
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 of Appointment
Attachment B: Oath of Office
Page 2 of 2
12
RESOLUTION 13-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING ONE MEMBER TO THE SARATOGA TRAFFIC SAFETY COMMISSION
WHEREAS, a vacancy on the Traffic Safety Commission was created when Judy Coulter
resigned her position on the Commission; and
and
WHEREAS, the City conducted a recruitment for the incomplete term ending January 1, 2016;
WHEREAS, interviews with the City Council were held on September 18, 2013; and
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following
individual is appointed to the Saratoga Traffic Safety Commission:
NAME COMMISSION TERM
Ray Cosyn Traffic Safety October 1, 2013 January 1, 2016
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 16th day of October 2013 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
DATE:
Crystal Bothelio, City Clerk
13
Jill Hunter, Mayor
STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
1, Ray Cosyn, do solemnly swear (or affirm) that I will support and defend the
Constitution of the United States and the Constitution of the State of California
against all enemies, foreign and domestic; that I will bear true faith and allegiance
to the Constitution of the United States and the Constitution of the State of
California; that I take this obligation freely, without any mental reservation or
purpose of evasion; and that I will well and faithfully discharge the duties upon
which I am about to enter.
Subscribed and sworn to before me on
this 16th day of October 2013.
Crystal Bothelio
City Clerk
14
Ray Cosyn, Member
Traffic Safety Commission
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: City Manager's Office
PREPARED BY: Debbie Bretschneider
Deputy City Clerk
CITY MANAGER: Dave Anderson
DIRECTOR: Dave Anderson
SUBJECT: Proclamation for October 24, 2013 as World Polio Day
RECOMMENDED ACTION:
Read and present the proclamation declaring October 24, 2013 as World Polio Day in the City of
Saratoga.
BACKGROUND:
World Polio Day was established by Rotary International over a decade ago to commemorate the
birth of Jonas Salk, who led the first team to develop a vaccine against poliomyelitis. The use of
the vaccine led to the establishment of the Global Polio Eradication Initiative (GPEI) in 1988.
Together, Rotary International and GPEI have reduced polio worldwide by 99 %.
Saratoga Rotary is one of over 32,000 Rotary clubs located in more than 200 countries that
initiate service projects to address today's challenges, including illiteracy, disease, hunger,
poverty, lack of clean water, and environmental concerns.
Members of Saratoga Rotary will be present to accept the proclamation.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The proclamation will not be presented.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Page 1 of 2
15
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: Proclamation for World Polio Day
Page 2 of 2
16
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING OCTOBER 24, 2013 AS
"WORLD POLIO DAY"
WHEREAS, World Polio Day was established by Rotary International over a decade ago to
commemorate the birth of Jonas Salk, who led the first team to develop a vaccine against poliomyelitis; and
WHEREAS, use of the vaccine led to the establishment of the Global Polio Eradication Initiative
(GPEI) in 1988; and
WHEREAS, when Rotary International began its mission to eradicate polio more than 350,000
children were stricken with polio every year; and
WHEREAS, in 1988, there were over 124 polio - endemic countries, but in 2013, only three countries,
Afghanistan, Nigeria, and Pakistan, remain polio - endemic; and
WHEREAS, together, Rotary International and GPEI have reduced polio worldwide by 99 %; and
WHEREAS, Rotary International has contributed more than 1.2 billion dollars and countless
volunteer hours to help immunize more than two billion children against polio in 122 countries; and
WHEREAS, Rotary International is currently working to raise money for polio eradication, which
will be matched 2 to 1 by the Bill and Melinda Gates Foundation; and
WHEREAS, Bill Gates praised Rotary for providing the volunteers, advocates, and donors who have
helped bring about a 99 percent decline in the number of polio cases, and said, "The world would not be
where it is without Rotary, and it won't get where it needs to go without Rotary.' ; and
WHEREAS, The Bill & Melinda Gates Foundation has already donated $555 million to Rotary
International for polio eradication; and
WHEREAS, Saratoga Rotary is one of over 32,000 Rotary clubs located in more than 200 countries
that initiate service projects to address today's challenges, including illiteracy, disease, hunger, poverty, lack
of clean water, and environmental concerns.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby thank
the Saratoga Rotary for their contributions to the Global Polio Eradication initiative and to proclaim October
24, 2013 to be:
"WORLD POLIO DAY"
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 16t" day of October
2013.
Jill Hunter, Mayor
City of Saratoga
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: City Council Meeting Minutes
RECOMMENDED ACTION:
Approve City Council minutes for the Special and Regular City Council Meeting on October 2,
2013.
BACKGROUND:
The draft minutes for the Special and Regular City Council Meeting on October 2, 2013 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.
Page 1 of 2
in
ATTACHMENTS:
Attachment A: Minutes for Special and Regular City Council Meeting on October 2, 2013
Page 2 of 2
19
MINUTES
WEDNESDAY, OCTOBER 2, 2013
SARATOGA SPECIAL CITY COUNCIL MEETING
The City Council held Closed Session at 5:15 p.m. in the Administrative Conference
Room at City Hall at 13777 Fruitvale Avenue. At 6:00 p.m., the Council called to order
the Joint Meeting with representatives of Saratoga schools.
SARATOGA REGULAR CITY COUNCIL MEETING
Mayor Hunter called the meeting to order at 7:02 p.m. and led the pledge of allegiance.
ROLL CALL
PRESENT Council Members Chuck Page, Manny Cappello, Howard Miller,
Vice Mayor Emily Lo, Mayor Jill Hunter
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
Kate Bear, City Arborist
Macedonio Nunez, Public Works Department 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 26, 2013.
REPORT FROM CLOSED SESSION
Mayor Hunter announced that there was nothing to report from Closed Session.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non- Aaendized Items
Kathleen King announced the Silicon Valley Turkey Trot on Thanksgiving Day in
downtown San Jose. The event includes a 5K and 10K and benefits Second Harvest Food
Bank, Housing Trust Silicon Valley, and Healthier Kids Foundation Santa Clara County.
For more information and to register, visit http: / /svturkeZrot.com /.
Trish Cypher provided the Council with an update on Senate Bill 1 and Senate Bill 792.
She also spoke about the Association of Bay Area Governments and its ability to
advocate for or against legislation.
20
Oral Communications - Council Direction to Staff
None
Communications from Boards and Commissions
Cynthia Chang, Board Member of the Los Gatos Saratoga Union School District,
provided an overview of the Council's Joint Meeting with representatives of Saratoga
schools and also invited the public to a Rotary International fundraising concert on
Saturday, October 5, 2013 at the Heritage Theater in Campbell.
Council Direction to Staff
None
ANNOUNCEMENTS
Council Member Lo announced the Quad- Chamber mixer on October 3, 2013 at Los
Gatos Lodge from 5:30 p.m. to 7:00 p.m.
Mayor Hunter announced Witchy Walk -A -Bout on October 26, 2013 from 2:00 p.m. to
4:00 p.m. in Saratoga Village. More information is available online at
http: / /sarato ag villa.e.
CEREMONIAL ITEMS
Commendation for Saratoga Union School District Superintendent Lane Weiss
Recommended action:
Read and present commendation recognizing Saratoga Union School District
Superintendent Lane Weiss.
Mayor Hunter read and presented the commendation to Saratoga Union School
District Superintendent Lane Weiss.
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
2. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Study Session on September 9, 2013 and the
Special and Regular City Council Meeting on September 18, 2013.
CAPPELLO /PAGE MOVED TO APPROVE CITY COUNCIL MINUTES FOR
THE STUDY SESSION ON SEPTEMBER 9, 2013 AND THE SPECIAL AND
REGULAR CITY COUNCIL MEETING ON SEPTEMBER 18, 2013. MOTION
PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE.
ABSENT: NONE.
21
3. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
9/17/2013 Period 3
CAPPELLO /PAGE MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 9/17/2013
PERIOD 3. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO,
PAGE. NOES: NONE. ABSENT: NONE.
4. Annual City Code Update
Recommended action:
Waive the second reading and adopt the proposed ordinance.
Council Member Page removed this item from the Consent Calendar to request
additional information.
Community Development Director James Lindsay addressed Council questions.
Mayor Hunter invited public comment on the item.
No one requested to speak.
ORDINANCE NO. 307
PAGE / CAPPELLO MOVED TO WAIVE THE SECOND READING AND
ADOPT THE PROPOSED ORDINANCE. MOTION PASSED. AYES:
HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSENT: NONE.
5. Declaration of Surplus Vehicles and Authorization of their Disposal
Recommended action:
1. Move to declare the following vehicles as surplus and authorize their disposal
• Vehicle # 101, 2002 Ford F -150 CNG Truck (Compressed Natural Gas)
• Vehicle #99, 2002 Ford F -150 CNG Truck ( Compressed Natural Gas)
CAPPELLO /PAGE MOVED TO DECLARE THE FOLLOWING VEHICLES
AS SURPLUS AND AUTHORIZE THEIR DISPOSAL: VEHICLE # 101, 2002
FORD F -150 CNG TRUCK (COMPRESSED NATURAL GAS); AND
VEHICLE #99,2002 FORD F -150 CNG TRUCK ( COMPRESSED NATURAL
GAS). MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE.
NOES: NONE. ABSENT: NONE.
6. Cox Avenue Pedestrian Crossing Project— Notice of Completion
Recommended action:
Move to accept the Cox Avenue Pedestrian Crossing Project as complete and
authorize staff to record the Notice of Completion for the construction contract.
CAPPELLO /PAGE MOVED TO ACCEPT THE COX AVENUE PEDESTRIAN
CROSSING PROJECT AS COMPLETE AND AUTHORIZE STAFF TO
RECORD THE NOTICE OF COMPLETION FOR THE CONSTRUCTION
22
CONTRACT. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO,
PAGE. NOES: NONE. ABSENT: NONE.
7. 2013 Pavement Management Program and Proposition 113 State Grant — Award of
Construction Contract
Recommended action:
1. Move to declare G. Bortolotto & Co. Inc. to be the lowest responsible bidder on the
project.
2. Move to award a construction contract to G. Bortolotto & Co. Inc. in the amount of
$625,205.53
3. Move to authorize staff to execute change orders to the contract up to $62,500.
Council Member Miller removed this item from the Consent Calendar to request
additional information about the project and explained he felt that the item needed
further discussion due to the large dollar value of the contract.
Public Works Director John Cherbone provided additional information about the
item.
Mayor Hunter invited public comment on the item.
The following person spoke:
Trish Cypher
No one else requested to speak.
MILLER/PAGE MOVED TO: DECLARE G. BORTOLOTTO & CO. INC. TO
BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT; AWARD A
CONSTRUCTION CONTRACT TO G. BORTOLOTTO & CO. INC. IN THE
AMOUNT OF $625,205.53; AND AUTHORIZE STAFF TO EXECUTE
CHANGE ORDERS TO THE CONTRACT UP TO $62,500. MOTION PASSED.
AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSENT:
NONE.
8. Saratoga Village Pedestrian Enhancements Phase 2 — Award of Construction Contract
Recommended action:
1. Approve Budget Resolution.
2. Move to declare Guerra Construction Group of Santa Clara to be the lowest
responsible bidder on the project.
3. Move to award a construction contract to Guerra Construction Group in the amount
of $980,559 and authorize the City Manager to execute the same.
4. Move to authorize staff to execute change orders to the contract up to $77,303.
Council Member Miller removed this item from the Consent Calendar, because he
felt it was an item of interest to the public and wanted an overview of the item to be
presented during the meeting.
Public Works Director John Cherbone provided an overview of the item.
Mayor Hunter invited public comment on the item.
23
The following person requested to speak:
Trish Cypher
No one else requested to speak.
RESOLUTION NO. 13 -064
MILLER/PAGE MOVED TO: APPROVE BUDGET RESOLUTION; DECLARE
GUERRA CONSTRUCTION GROUP OF SANTA CLARA TO BE THE
LOWEST RESPONSIBLE BIDDER ON THE PROJECT; AWARD A
CONSTRUCTION CONTRACT TO GUERRA CONSTRUCTION GROUP IN
THE AMOUNT OF $980,559 AND AUTHORIZE THE CITY MANAGER TO
EXECUTE THE SAME; AND AUTHORIZE STAFF TO EXECUTE CHANGE
ORDERS TO THE CONTRACT UP TO $77,303. MOTION PASSED. AYES:
LO, MILLER, CAPPELLO, PAGE. NOES: HUNTER. ABSENT: NONE.
PUBLIC HEARINGS
None
OLD BUSINESS
9. Civic Theater / Council Chambers Master Plan Presentation
Recommended action:
Review and accept the Civic Theater / Council Chambers Master Plan presented by
Anderson - Brule' Architects, Inc.
Recreation and Facilities Director Michael Taylor presented the staff report then
introduced Pam Anderson - Brule', Kim Masleid, and Rose Steele with Anderson -
Brule' Architects, Inc. to present the Civic Theater / Council Chambers Master Plan.
Pam Anderson- Brule', Kim Masleid, and Rose Steele with Anderson- Brule'
Architects, Inc. addressed the Council.
Mayor Hunter invited public comment on the item.
The following people spoke:
Ed Hand, President of West Valley Light Opera
John Wegner
No one else requested to speak.
PAGE /MILLER MOVED TO ACCEPT THE CIVIC THEATER / COUNCIL
CHAMBERS MASTER PLAN PRESENTED BY ANDERSON- BRULE'
ARCHITECTS, INC. AND DIRECT STAFF TO RETURN AT A FUTURE
MEETING WITH A 5 YEAR CIVIC THEATER MASTER PLAN THAT
INCLUDES REFINED DESIGNS AND COST ESTIMATES TO IMPLEMENT
BATHROOM IMPROVEMENTS, ACCESSIBILITY TO THE CONTROL
BOOTH, EXPANSION OF THE ORCHESTRA SPACE, IMPROVEMENTS
5
24
TO THE TICKET BOOTH, AND ADDITIONAL SEATING. MOTION
PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE.
ABSENT: NONE.
NEW BUSINESS
10. Time Limits for Commission Meetings
Recommended action:
Provide direction to staff on development of a policy that institutes limits on the
length of Commission meetings.
City Clerk Crystal Bothelio presented the staff report.
Mayor Hunter invited public comment on the item.
The following person spoke:
Prospect High School Student
No one else requested to speak.
PAGE /CAPPELLO MOVED TO DIRECT STAFF TO AGENDIZE A
RESOLUTION ESTABLISHING COMMISSION MEETING LENGTH
GUIDELINES TO ENSURE OPPORTUNITIES FOR PUBLIC
PARTICIPATION IN COMMISSION DECISION MAKING AND MAINTAIN
TRANSPARENCY OF COMMISSION BUSINESS BY CALLING ON
COMMISSION CHAIRS TO ASSESS ITEMS ON AN AGENDA DURING A
MEETING IF THE MEETING RUNS TO 10:00 P.M.; IF THE CHAIR
BELIEVES THAT THE MEETING WILL END AFTER MIDNIGHT, THE
CHAIR SHOULD REQUEST A MOTION TO CONTINUE ITEMS TO THE
NEXT REGULAR MEETING TO PREVENT THE MEETING FROM GOING
ON BEYOND 12:00 A.M. MOTION PASSED. AYES: HUNTER, LO, MILLER,
CAPPELLO, PAGE. NOES: NONE. ABSENT: NONE. ABSTAIN: NONE.
11. Resolution Amending Council Agency and Ad Hoc Assignments
Recommended action:
Approve resolution amending Resolution 13 -060 and the Council Agency and Ad
Hoc Committee Assignments for the year 2013.
City Clerk Crystal Bothelio presented the staff report.
Mayor Hunter invited public comment on the item.
No one requested to speak.
RESOLUTION NO. 13 -065
MILLER/CAPPELLO MOVED TO APPROVE THE RESOLUTION
AMENDING RESOLUTION 13 -060, THE COUNCIL AGENCY AND AD HOC
COMMITTEE ASSIGNMENTS FOR THE YEAR 2013, AND APPOINT
COUNCIL MEMBER PAGE TO THE SANTA CLARA COUNTY
EXPRESSWAY PLAN 2040 POLICY ADVISORY BOARD. MOTION PASSED.
6
25
AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSENT:
NONE. ABSTAIN: NONE.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Jill Hunter
Mayor Hunter announced vacancies on the Parks and Recreation Commission, Library
Commission, Traffic Safety Commission, and Heritage Preservation Commission. She
also shared that she attended an Assistance League event.
Chamber of Commerce — Mayor Hunter has been attending meetings to discuss planning
of the annual Tree Lighting.
Hakone Foundation Board — Heritage Day and the Foundation fundraising barbeque at
Hakone both turned out very well. Additionally, the Foundation is looking forward to
new signage that will be installed at the museum.
Vice Mayor Emily Lo
Hakone Foundation Board — during the meeting on September 20, the group discussed
new entry signage that will be installed on Big Basin. The design has been approved by
the Heritage Preservation Commission and will be going before the Planning
Commission. Additionally, Hakone will celebrate its 100 -year anniversary in 2015. The
Board is going to plan events to celebrate the anniversary.
Council Member Howard Miller
West Valley Solid Waste Management Joint Powers Authority — the contract with West
Valley Collection & Recycling is coming to a close and is expected to be approved by the
board on October 23, 2013.
Council Member Manny Cappello
Destination Saratoga Liaison — the group held a media tour the weekend of September
28, 2013. Additionally, a writer from the San Francisco Chronicle will be in Saratoga the
weekend of October 5, 2013.
SASCC — the Board is working on the contract with the City and placing final touches.
The contract is expected to come before the Council on November 6, 2013 for approval.
Council Member Chuck Page
Association of Bay Area Governments — the September general assembly meeting was
canceled.
Santa Clara County Cities Association — the Cities Association appointed Jason Baker to
the Santa Clara County Emergency Operational Area Council.
Sister City Liaison — the group is coordinating a trip to Pasadena that will include a
number of activities, including garden and museum visits. Additionally, the group has
been planning the anniversary event for next year.
West Valley Sanitation District — during the San Jose -Santa Clara Regional Wastewater
Facility Treatment Plant Advisory Committee meetings, Council Member Page continues
to advocate for obtaining a bond for facility improvements now while interest rates are
low. Currently, the City of San Jose plans to obtain a bond in a few years.
CITY COUNCIL ITEMS
Council Member Miller requested a discussion on whether high dollar contract items
should be placed on the Consent Calendar. He then said that the matter could be left to
the Mayor's discretion.
7
26
CITY MANAGER'S REPORT
City Manager Dave Anderson provided an overview of the recent West Valley Mayors
and Managers meeting, which included discussion on use of tablets for Council meetings.
The Town of Los Gatos is interested in converting to a paperless packet by using iPads.
City Manager Dave Anderson then commented on his participation in Heritage Day on
September 28, 2013.
ADJOURNMENT
PAGE /CAPPELLO MOVED TO ADJOURN THE MEETING AT 10:38 P.M.
MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES:
NONE. ABSENT: NONE. ABSTAIN: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
N.
27
MEETING DATE
DEPARTMENT:
PREPARED BY:
SARATOGA CITY COUNCIL
October 16, 2013
Finance & Administrative Services
Gina Scott
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
10/1/2013 Period 4
10/8/2013 Period 4
REPORT SUMMARY:
AGENDA ITEM:
CITY MANAGER:
DEPT. DIRECTOR:
Dave Anderson
Mary Furey
Attached are Check Registers for:
Type of Checks
Date
Starting Check #
Ending Check #
Total
Checks
Amount
Checks
Released
Prior Check Register
Date
Ending
Check #
Accounts Payable
10/1/13
123891
123964
74
163,649.02
10/01/13
9/17/13
123890
Accounts Payable
1 10/8/13
1 123965
124018
54
144,882.08
10/08/13
1 10/1/13
123964
Accounts Payable checks issued for $20,000 or greater:
Date
Check #
Issued to
Fund
Dept.
Purpose
Amount
10/01/13
123955
1 The Planning Center
CIP Parks Project
PW
Quarry Park Master Plan
38,492.18
10/08/13
123977
IComp Shared Risk Pool
Worker's Comp Fund
General
Insurance Premium
48,816.59
Accounts Payable checks voided during this time period:
AP Date
I Check #
Issued to
Reason
Status
Amount
08/06/13
1 123540
lYangYangLyon
Damaged Check
Reissue check
1 213.75
W
Cash reductions by fund:
Period 4
Period 4
Fund #
Fund Description
10/01/13
10/08/13
Total
111
General Fund
67,183.30
63,960.65
131,143.95
231
Village Lighting
19.80
2,286.68
2,306.48
232
Azule Lighting
245.15
245.15
233
Sarahills Lighting
256.89
256.89
241
Arroyo de Saratoga Landscape
68.00
68.00
242
Bonnet Way Landscape
-
243
Carnelian Glen
68.00
68.00
244
Cunningham/Glasgow Landscape
135.00
135.00
245
Fredericksburg Landscape
102.00
102.00
246
Greenbriar Landscape
255.00
255.00
247
Kerwin Ranch Landscape
270.00
270.00
248
Leutar Court Landscape
75.00
75.00
249
Manor Drive Landscape
130.00
130.00
251
McCartysville Landscape
250.00
19.31
1
269.31
252
Prides Crossing Landscape
405.00
24.12
429.12
253
Saratoga Legends Landscape
-
254
Sunland Park Landscape
260.00
260.00
255
Tricia Woods Landscape
34.00
9.53
1
43.53
271
Beauchamps Landscape
68.00
53.91
121.91
272
Bellgrove Landscape
4,200.00
498.76
4,698.76
273
Gateway Landscape
180.51
180.51
274
Horseshoe Landscape /Lighting
135.00
9.64
144.64
275
Quito Lighting
75.00
2,618.56
2,693.56
276
Tollgate LLD
80.00
46.01
126.01
277
Village Commercial Landscape
16.35
16.35
278
Brookglen L &L
50.00
50.00
311
Library GO Bond Debt Service
-
411
CIP Street Projects
23,535.42
4,056.51
27,591.93
412
CIP Park & Trail Projects
41,413.18
41,413.18
413
CIP Facility Projects
-
414
CIP Admin Projects
-
421
Tree Fund
620.66
620.66
431
Grant Fund - CIP Streets
5,537.50
5,537.50
432
Grant Fund - Parks & Trails
-
433
Grant Fund - Facilities
-
434
Grant Fund - Admin Projects
-
481
Gas Tax Fund
-
611
Liability/Risk Mgt
4,056.00
4,056.00
612
Workers' Comp
50.00
50,970.50
51,020.50
621
Office Support
1,573.11
1,573.11
622
IT Services
6,065.21
4,142.96
10,208.17
623
Vehicle & Equipment Maint
3,223.74
236.30
3,460.04
624
Building Maintenance
5,087.35
13,873.49
18,960.84
631
Vehicle & Equipment Replacement
-
632
IT Equipment Replacement
-
TOTALI
163,649.02
144,882.08
308,531.10
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
29
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 10/01/2013 CITY OF SARATOGA ACCTPA21
TIME: 14:17:24 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131001 00:00:00.000'
ACCOUNTING PERIOD: 4/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT
11111
123891
10/01/13
234
11111
123891
10/01/13
234
11111
123891
10/01/13
234
11111
123891
10/01/13
234
11111
123891
10/01/13
234
11111
123891
10/01/13
234
TOTAL
CHECK
2775302
BIG BASIN WAY
11111
123892
10/01/13
546
11111
123893
10/01/13
936
11111
123894
10/01/13
521
11111
123894
10/01/13
521
11111
123894
10/01/13
521
TOTAL
CHECK
0.00
36.72
11111
123895
10/01/13
500
11111
123896
10/01/13
197
11111
123897
10/01/13
641
11111
123897
10/01/13
641
TOTAL
CHECK
0.00
395.00
11111
123898
10 /01/13
500
11111
123899
10/01/13
90
11111
123899
10/01/13
90
TOTAL
CHECK
11111
123900
10/01/13
1162
11111
123900
10/01/13
1162
11111
123900
10/01/13
1162
11111
123900
10/01/13
1162
TOTAL
CHECK
11111
123901
10/01/13
500
11111
123902
10/01/13
1150
11111
123903
10/01/13
176
11111
123903
10/01/13
176
11111
123903
10/01/13
176
11111
123903
10/01/13
176
11111
123903
10/01/13
176
11111
123903
10/01/13
176
11111
123903
10/01/13
176
11111
123903
10/01/13
176
TOTAL
CHECK
11111
123904
10/01/13
975
- - -
-- VENDOR - - -- ---
- - - - -- BUDGET UNIT
----- DESCRIPTION - - - --
A T
& T
6246202
SUPERTRUNK
• T
& T
6246202
PROSPECT FIRE ALARMS
• T
& T
1115301
EL QUITO IRR MODEM
• T
& T
1115301
TITUS /PROSPECT MEDIAN
• T
& T
1115301
HISTORICAL PARK
• T
& T
2775302
BIG BASIN WAY
ABAG POWER PURCHASING PO 6246202
ALLIANCE OCCUPATIONAL ME 6246202
ALLIED LOCK & SAFE INC 6246202
ALLIED LOCK & SAFE INC 1115301
ALLIED LOCK & SAFE INC 6246202
ALVARO OROZCO /KIMBERLY D 111
ARROWHEAD MOUNTAIN SPRIN 6246202
BKF ENGINEERS 4119122 -001
BKF ENGINEERS 4319122 -001
BRIAN BABCOCK 6128501
CALSENSE 1115301
CALSENSE 1115301
CAPITOL CHEVROLET 6235202
CAPITOL CHEVROLET 6235202
CAPITOL CHEVROLET 6235202
CAPITOL CHEVROLET 6235202
CAROL A. HUDSON 1114101
CHARLES M. SALTER ASSOCI 1114102
CIENEGA
LANDSCAPING
1115301
CIENEGA
LANDSCAPING
1115301
CIENEGA
LANDSCAPING
2785302
CIENEGA
LANDSCAPING
2465302
CIENEGA
LANDSCAPING
2465302
CIENEGA
LANDSCAPING
2755302
CIENEGA
LANDSCAPING
1115301
CIENEGA
LANDSCAPING
2465302
CITY OF SARATOGA -PETTY C 1115101
KID;
GAS SERVICE
AED ANNUAL SERVICES
FACILITIES SUPPLIES
CONGRESS SPRINGS KEYS
FACILITIES SUPPLIES
ARB12 -0001
DRINKING WATER SRVC
PROF SVC THRU 7/21
PROF SVC THRU 7/21
WELLNESS -GYM MBRSHP
IRRIGATION CONTROLLER
IRRIGATION CONTROLLER
AUTO SUPPLIES
PARTS VEH #122
AUTO SUPPLIES
AUTO SUPPLIES
REFUND TRP13 -0257
PROF SVCS THRU 7/31
SEPT KEVIN MORAN PARK
SEPT CONGRESS SPRINGS
SEPT BROOKGLEN
SEPT GREENBRIAR AZULE
SEPGREENBRIAR SEAGULL
SEPT QUITO LLA
SEPT AZULE PARK
GREENBRIAR IRRIG
FILING FEES
SALES TAX AMOUNT
0.00
428.02
0.00
31.00
0.00
16.14
0.00
16.35
0.00
16.35
0.00
16.35
0.00
524.21
0.00
1,000.00
0.00
425.00
0.00
75.58
0.00
91.47
0.00
31.32
0.00
198.37
0.00
2,320.00
0.00
114.15
0.00
612.50
0.00
4,727.50
0.00
5,340.00
0.00
50.00
0.00
5,833.33
0.00
527.38
0.00
6,360.71
0.00
104.89
0.00
262.81
0.00
83.67
0.00
36.72
0.00
488.09
0.00
125.00
0.00
3,762.50
0.00
275.00
0.00
400.00
0.00
50.00
0.00
135.00
0.00
95.00
0.00
75.00
0.00
395.00
0.00
25.00
0.00
1,450.00
0.00 12.50
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 10/01/2013 CITY OF SARATOGA ACCTPA21
TIME: 14:17:24 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131001 00:00:00.000'
ACCOUNTING PERIOD: 4/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT
11111
123904
10/01/13
975
11111
123904
10/01/13
975
11111
123904
10/01/13
975
11111
123904
10/01/13
975
11111
123904
10/01/13
975
TOTAL
CHECK
CITY
OF
11111
123905
10/01/13
229
11111
123906
10/01/13
235
11111
123907
10 /01/13
494
11111
123908
10/01/13
991
11111
123909
10/01/13
250
11111
123909
10/01/13
250
11111
123909
10/01/13
250
TOTAL
CHECK
11111
123910
10/01/13
1060
11111
123911
10/01/13
378
11111
123911
10/01/13
378
TOTAL
CHECK
11111
123912
10/01/13
416
11111
123912
10/01/13
416
TOTAL
CHECK
11111
123913
10/01/13
421
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
11111
123914
10/01/13
454
- - - --
VENDOR - - -- ---
- - - -
-- BUDGET UNIT
- - - -- DESCRIPTION
CITY
OF
SARATOGA -PETTY
C 1114101
PROF DUES
CITY
OF
SARATOGA -PETTY
C 1114201
PARKING FEES
CITY
OF
SARATOGA -PETTY
C 1114101
PROF DUES
CITY
OF
SARATOGA -PETTY
C 1113301
MTG EXPENSES
CITY
OF
SARATOGA -PETTY
C 1115101
FILING FEES
COAST OIL COMPANY LLC 6235202
COMCAST 6223201
COMCAST 6223201
COMCAST 6223201
COTTON SHIRES AND ASSOCI 111
COTTON SHIRES AND ASSOCI 111
COTTON SHIRES AND ASSOCI 111
CSG CONSULTANTS INC. 1114201
EKIM PAINTING - NORTH, I 4119111 -001
EKIM PAINTING - NORTH, I 1115301
EVANS WEST VALLEY SPRAY 1115301
EVANS WEST VALLEY SPRAY 1115301
EWING IRRIGATION 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 2435302
GACHINA LANDSCAPE MANAGE 2445302
GACHINA LANDSCAPE MANAGE 2455302
GACHINA LANDSCAPE MANAGE 2735302
GACHINA LANDSCAPE MANAGE 2475302
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 2525302
GACHINA LANDSCAPE MANAGE 2555302
GACHINA LANDSCAPE MANAGE 2715302
GACHINA LANDSCAPE MANAGE 1115301
GACHINA LANDSCAPE MANAGE 2765302
GACHINA LANDSCAPE MANAGE 2485302
GACHINA LANDSCAPE MANAGE 2415302
31
UNLEADED FUEL
MNTHLY SVC 9/26 -10/25
MNTHLY SVC 9/20 -10/19
MNTHLY SVC 9/19 -10/18
GE013 -0005
GE013 -0007
GE013 -0006
BLDG REVIEW THRU 8/30
JOE'S TRAIL SOUNDWALL
STAIN RAILS BIG BASIN
WASP NEST AZULE
WASP NEST HUTTON HSE
IRRIGATION SUPPLIES
SEPT AUSTIN MAINT
SEPT BEAUCHAMPS MAINT
SEPT BLANEY MAINT
SEPT PARKING DIST MTC
SEPT GARDINER MAINT
SEPT MEDIANS
SEPT LIBRARY
SEPT CARNELIAN GLEN
SEPT CUNNINGHAM /GLAS
SEPT FREDRICKSBURG
SEPT GATEWAY
SEPT KERWIN
SEPT DWNTWN NEWSPAPER
SEPT PRIDES CROSSING
SEPT TRICIA WOODS
SEPT BEAUCHAMPS LLA
SEPT DOWNTOWN
SEPT TOLLGATE
SEPT LEUTAR CT
SEPT ARROYO DE SARA
SALES TAX
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
AMOUNT
15.00
40.00
15.00
42.98
5.00
130.48
1,504.90
115.76
90.71
34.74
1,470.00
1,702.55
1,580.98
4,753.53
3,060.00
250.00
1,500.00
1,750.00
250.00
175.00
425.00
150.15
167.00
188.00
196.00
270.00
144.00
3,587.00
464.00
68.00
135.00
102.00
102.00
270.00
68.00
405.00
34.00
68.00
126.00
80.00
75.00
68.00
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 10/01/2013 CITY OF SARATOGA ACCTPA21
TIME: 14:17:24 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131001 00:00:00.000'
ACCOUNTING PERIOD: 4/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT - - - - --
11111
123914
10/01/13
454
TOTAL
CHECK
111
ARB13 -0016
11111
123915
10/01/13
742
11111
123915
10/01/13
742
TOTAL
CHECK
2495302
SEPT MANOR DR
11111
123916
10/01/13
500
11111
123917
10/01/13
488
11111
123918
10 /01/13
14
11111
123918
10/01/13
14
11111
123918
10/01/13
14
11111
123918
10/01/13
14
11111
123918
10/01/13
14
11111
123918
10/01/13
14
11111
123918
10/01/13
14
TOTAL
CHECK
11111
123919
10/01/13
19
11111
123919
10/01/13
19
11111
123919
10/01/13
19
TOTAL
CHECK
11111
123920
10 /01/13
1065
11111
123921
10/01/13
61
11111
123921
10/01/13
61
TOTAL
CHECK
11111
123922
10/01/13
500
11111
123923
10/01/13
500
11111
123924
10/01/13
221
11111
123924
10/01/13
221
11111
123924
10/01/13
221
11111
123924
10/01/13
221
11111
123924
10/01/13
221
11111
123924
10/01/13
221
TOTAL
CHECK
11111
123925
10/01/13
500
11111
123926
10/01/13
499
11111
123927
10/01/13
50
11111
123928
10/01/13
1164
11111
123928
10/01/13
1164
TOTAL
CHECK
- - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT ----- DESCRIPTION - - --
GACHINA LANDSCAPE MANAGE 1115301 RPLC BATTERY CONTROL
GIULIANI & KULL, INC 111 ENG SVCS SUB11 -003
GIULIANI & KULL, INC 111 ENG SVCS SUB13 -0004
HILDA CANALES 111
HOME DEPOT CREDIT SERVIC 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 1115301
HYDROTEC IRRIGATION EQUI 4219211 -002
IAN GEDDES TREE CARE, IN 4129222 -002
IAN GEDDES TREE CARE, IN 1115301
IAN GEDDES TREE CARE, IN 1115301
INTERSTATE ALL BATTERY C 1115201
INTERSTATE BATTERY SYSTE 6235202
INTERSTATE BATTERY SYSTE 6235202
REFUND FACILITY
PARKS SUPPLIES
IRRIGATION REPAIRS
IRRIGATION REPAIRS
INSTALL SPRINKLERS
LANDSCAPE REPAIRS
INSTALL SPRINKLERS
ADD VALVE
INSTALL TREE BUBBLER
REMOVE MAPLE TREE
CLEAN OAK TREE
TRIM SYCAMORE
STREETS SUPPLIES
SMALL TOOLS
EQUIPMENT SUPPLIES
KRISTEN DEHN
222.54
1116101
REFUND CANCELLED CLS
LI HAO
480.00
111
ARB13 -0016
LORAL LANDSCAPING,
INC
2515302
SEPT MCCARTYSVILLE
LORAL LANDSCAPING,
INC
2545302
SEPT SUNLAND PARK
LORAL LANDSCAPING,
INC
2495302
SEPT MANOR DR
LORAL LANDSCAPING,
INC
2725302
SEPT BELLGROVE
LORAL LANDSCAPING,
INC
2745302
SEPT HORSESHOE
LORAL LANDSCAPING,
INC
2725302
BELLGROVE PLANTING
MARK BOWMAN
1116101
REFUND CANCELLED CLS
CARPENTERS LOCAL 2236 (M
111
DED:3000 DUES
MOORE, KAREN
1116101
INSTRUCTOR - TRUFFLES
MOUSER LAW FIRM
1113301
EMPLOYMENT /LABOR SEA
MOUSER LAW FIRM
1113301
EMPLOYMENT /LABOR HR
32
SALES TAX AMOUNT
0.00
222.54
0.00
6,839.54
0.00
480.00
0.00
720.00
0.00
1,200.00
0.00 500.00
0.00 737.58
0.00
81.81
0.00
320.73
0.00
239.43
0.00
267.71
0.00
754.43
0.00
369.73
0.00
620.66
0.00
2,654.50
0.00
720.00
0.00
610.00
0.00
740.00
0.00
2,070.00
0.00
29.36
0.00
101.08
0.00
107.61
0.00
208.69
0.00 330.00
0.00 2,380.00
0.00
250.00
0.00
260.00
0.00
130.00
0.00
1,710.00
0.00
135.00
0.00
2,490.00
0.00
4,975.00
0.00 150.00
0.00 308.00
0.00
88.00
0.00
1,677.00
0.00
2,938.00
0.00
4,615.00
SUNGARD PUBLIC SECTOR PAGE NUMBER:
DATE: 10/01/2013 CITY OF SARATOGA ACCTPA21
TIME: 14:17:24 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131001 00:00:00.000'
ACCOUNTING PERIOD: 4/14
33
4
FUND - 009 -
DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
--------
- - - - -- VENDOR - -
-- --- - - - - --
BUDGET UNIT
- - - -- DESCRIPTION - - - - --
SALES TAX
AMOUNT
11111
123929
10/01/13
500
NAGI PRABHU
ill
REFUND FACILITY
0.00
300.00
11111
123930
10/01/13
1062
NI GOVERNMENT
SERVICES,
1117102
AIR TIME 8/1- 8/31/13
0.00
75.88
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1113301
OFFICE SUPPLIES
0.00
73.16
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1114201
OFFICE SUPPLIES
0.00
5.35
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1114201
OFFICE SUPPLIES
0.00
54.51
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1114101
OFFICE SUPPLIES
0.00
33.59
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1114101
OFFICE SUPPLIES
0.00
46.32
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1114201
OFFICE SUPPLIES
0.00
10.00
11111
123931
10 /01/13
145
OFFICE DEPOT
INC.
1118101
OFFICE SUPPLIES
0.00
77.22
11111
123931
10/01/13
145
OFFICE DEPOT
INC.
1115101
OFFICE SUPPLIES
0.00
27.69
TOTAL
CHECK
0.00
327.84
11111
123932
10/01/13
156
OKIN,YELENA
1116101
INSTRUCTOR- BEADING
0.00
43.50
11111
123933
10/01/13
60
ONTRAC
1115101
DELIVERY CHARGES
0.00
5.88
11111
123934
10/01/13
918
O'REILLY AUTO
PARTS
6235202
SMALL TOOLS
0.00
22.76
11111
123934
10/01/13
918
O'REILLY AUTO
PARTS
6235202
AUTO PARTS
0.00
44.17
TOTAL
CHECK
0.00
66.93
11111
123935
10/01/13
173
PACIFIC GAS &
ELECTRIC
6235202
NATURAL GAS VEHICLE
0.00
13.24
11111
123935
10/01/13
173
PACIFIC GAS &
ELECTRIC
6246202
BUILDINGS
0.00
100.21
11111
123935
10/01/13
173
PACIFIC GAS &
ELECTRIC
1115301
PARKS /OPEN SPACE
0.00
9.89
11111
123935
10/01/13
173
PACIFIC GAS &
ELECTRIC
2315302
VILLAGE LIGHTING
0.00
19.80
11111
123935
10/01/13
173
PACIFIC GAS &
ELECTRIC
2735302
GATEWAY SERVICE
0.00
78.51
11111
123935
10/01/13
173
PACIFIC GAS &
ELECTRIC
1115201
MONTE VISTA DRIVE
0.00
9.86
TOTAL
CHECK
0.00
231.51
11111
123936
10/01/13
1092
PALACE ART &
OFFICE SUPP
1112101
OFFICE SUPPLIES
0.00
74.39
11111
123936
10/01/13
1092
PALACE ART &
OFFICE SUPP
1116101
OFFICE SUPPLIES
0.00
69.17
11111
123936
10/01/13
1092
PALACE ART &
OFFICE SUPP
1115101
OFFICE SUPPLIES
0.00
72.34
11111
123936
10/01/13
1092
PALACE ART &
OFFICE SUPP
1116201
OFFICE SUPPLIES
0.00
51.42
11111
123936
10/01/13
1092
PALACE ART &
OFFICE SUPP
1115201
OFFICE SUPPLIES
0.00
52.08
11111
123936
10/01/13
1092
PALACE ART &
OFFICE SUPP
1113101
OFFICE SUPPLIES
0.00
119.33
TOTAL
CHECK
0.00
438.73
11111
123937
10/01/13
195
PAPA MEMBERSHIP
1115301
MEMBERSHIP -BEAN
0.00
45.00
11111
123937
10/01/13
195
PAPA MEMBERSHIP
1115301
MEMBERSHIP - JUAREZ
0.00
45.00
11111
123937
10/01/13
195
PAPA MEMBERSHIP
1115301
MEMBERSHIP -MEEK
0.00
45.00
TOTAL
CHECK
0.00
135.00
11111
123938
10/01/13
278
PETROTEK
6235202
SEPT FUEL TESTING
0.00
200.00
11111
123938
10/01/13
278
PETROTEK
6235202
EQUIPMENT MAINTENANCE
0.00
260.10
TOTAL
CHECK
0.00
460.10
11111
123939
10/01/13
326
PONY EXPRESS
TACK
6246202
FACILITIES CAPS
0.00
105.70
11111
123939
10/01/13
326
PONY EXPRESS
TACK
1114201
SHIRTS - BUILDING
0.00
208.70
TOTAL
CHECK
0.00
314.40
33
4
SUNGARD PUBLIC SECTOR PAGE NUMBER: 5
DATE: 10/01/2013 CITY OF SARATOGA ACCTPA21
TIME: 14:17:24 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131001 00:00:00.000'
ACCOUNTING PERIOD: 4/14
FUND - 009 - DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
- - - - --
11111
123940
10/01/13
774
11111
123941
10/01/13
500
11111
123942
10/01/13
500
11111
123943
10/01/13
87
11111
123943
10/01/13
87
11111
123943
10/01/13
87
TOTAL
CHECK
0.00
116.02
11111
123944
10 /01/13
1039
11111
123945
10/01/13
136
11111
123945
10/01/13
136
TOTAL
CHECK
0.00
7,398.86
11111
123946
10/01/13
137
11111
123947
10/01/13
147
11111
123948
10/0.1/13
1079
11111
123949
10/01/13
162
11111
123949
10/01/13
162
11111
123949
10 /01/13
162
11111
123949
10/01/13
162
11111
123949
10/01/13
162
TOTAL
CHECK
11111
123950
10/01/13
236
11111
123950
10/01/13
236
TOTAL
CHECK
11111
123951
10/01/13
266
11111
123951
10/01/13
266
TOTAL
CHECK
11111
123952
10/01/13
1097
11111
123953
10/01/13
308
11111
123953
10/01/13
308
11111
123953
10/01/13
308
TOTAL
CHECK
11111
123954
10/01/13
313
11111
123955
10/01/13
1143
11111
123956
10/01/13
354
11111
123957
10/01/13
1082
- - - -- VENDOR - - -- --- - - - -
-- BUDGET UNIT
----- DESCRIPTION - --
R&S ERECTION
4129211 -004
REPAIR DOOR
RAZI MOHIUDDIN
1116201
REFUND FAC CLOSED
ROBERT MALONE
1114101
REFUND TRP13 -0259
SAN JOSE WATER COMPANY
1115301
PARKS /OPEN SPACE
SAN JOSE WATER COMPANY
1115301
MEDIANS /PARKWAYS
SAN JOSE WATER COMPANY
6246202
BUILDINGS
SANCHEZ ELECTRIC, INC.
6246202
CLEANING PV SYSTEMS
SCOTTY'S AUTOMOTIVE
6235202
MAINTENANCE VEH #116
SCOTTY'S AUTOMOTIVE
6235202
MAINTENANCE VEH #121
SECURETECH FENCE SYSTEM, 6118499
SHIMODA MICHIKO 1116101
SIEMENS INDUSTRY, INC. 1115201
SILICON VALLEY COMM NEWS 4119142 -011
SILICON VALLEY COMM NEWS 4119152 -002
SILICON VALLEY COMM NEWS 1114102
SILICON VALLEY COMM NEWS 1114201
SILICON VALLEY COMM NEWS 1114201
FENCE REPAIR
INSTRUCTOR - IKEBANA
TRAFFIC SIGNAL /LIGHTS
LL 4923130
LL 4939449
LL 4932153
LL 4937323
LL 4948707
SOLECTRIC ELECTRICAL 1115301 REPLACE GFCI
SOLECTRIC ELECTRICAL 1115301 RPLC LGHT POLE HAKONE
SUNGARD PUBLIC SECTOR IN 6223201 OCT ASP SERVICE
SUNGARD PUBLIC SECTOR IN 6223201 OCT HTE ASP SUPPORT
TENNYSON ELECTRIC, INC.
411
TESTING ENGINEERS
4119122 -001
TESTING ENGINEERS
4319122 -001
TESTING ENGINEERS
4129222 -002
THE MERCURY NEWS 1118101
THE PLANNING CENTER 4129281 -002
TONY LEM 1115301
TRI- VALLEY CONTRACTING, 4119111 -001
34
RET REL PROJ 9122 -001
HWY 9 PHASE II
HWY 9 PHASE II
HAKONE GARDENS DRIVEWA
SRVC 9/30- 12/27/13
QUARRY PARK MASTER PLA
CALIFORNIA FLAG
STREET RESURFACING
SALES TAX
AMOUNT
0.00
949.00
0.00
165.00
0.00
125.00
0.00
15,109.50
0.00
1,408.45
0.00
1,007.48
0.00
17,525.43
0.00
1,768.89
0.00
95.35
0.00
386.44
0.00
481.79
0.00
984.00
0.00
185.00
0.00
1,425.00
0.00
688.80
0.00
259.14
0.00
761.68
0.00
208.92
0.00
116.02
0.00
2,034.56
0.00
142.50
0.00
2,170.00
0.00
2,312.50
0.00
5,390.00
0.00
409.00
0.00
5,799.00
0.00
7,398.86
0.00
90.00
0.00
810.00
0.00
1,252.00
0.00
2,152.00
0.00 40.30
0.00 38,492.18
0.00 92.65
0.00 4,897.00
SUNGARD PUBLIC SECTOR
PAGE NUMBER:
DATE:
10/01/2013
CITY
OF SARATOGA
ACCTPA21
TIME:
14:17:24
CHECK REGISTER
- DISBURSEMENT
FUND
SELECTION
CRITERIA:
transact.ck_date=
'20131001 00:00:00.000'
ACCOUNTING PERIOD:
4/14
FUND - 009 - DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
--------
- - - - -- VENDOR - - -- --- - - - - --
BUDGET UNIT
- - - -- DESCRIPTION - - - - --
SALES TAX
AMOUNT
11111
123958
10/01/13
1091
WEST COAST ARBORISTS, IN
6118401
TREE INVENTORY
0.00
3,072.00
11111
123959
10/01/13
432
WEST VALLEY COLLECTIONS
1115301
CONGRESS SPRINGS BIN
0.00
325.00
11111
123960
10/01/13
500
WU CHING -AN CHARLIE & YU
1114101
REFUND TRP13 -0256
0.00
125.00
11111
123961
10/01/13
500
YING QIN
1114101
DEP REFUND TRP13 -0168
0.00
125.00
11111
123962
10/01/13
696
ZAG TECHNICAL SERVICES,
6223201
IT SUPPORT SERVICES
0.00
25.00
11111
123963
10 /01/13
446
ZAP MANUFACTURING, INC
4119111 -001
STREETS SUPPLIES
0.00
3,203.88
11111
123963
10/01/13
446
ZAP MANUFACTURING, INC
4119111 -001
STREETS SUPPLIES
0.00
6,135.24
TOTAL
CHECK
0.00
9,339.12
11111
123964
10/01/13
447
ZEE MEDICAL SERVICE
1115201
FIRST AID SUPPLIES
0.00
75.50
11111
123964
10/01/13
447
ZEE MEDICAL SERVICE
1115301
FIRST AID SUPPLIES
0.00
75.50
TOTAL
CHECK
0.00
151.00
TOTAL
CASH ACCOUNT
0.00
163,649.02
TOTAL
FUND
0.00
163,649.02
TOTAL
REPORT
0.00
163,649.02
35
6
SUNGARD PUBLIC SECTOR
DATE: 10/08/2013 CITY OF SARATOGA
TIME: 13:17:51 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131008 00:00:00.000'
ACCOUNTING PERIOD: 4/14
PAGE NUMBER: 1
ACCTPA21
FUND - 009 -
DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
--------
- - - - -- VENDOR - - -- --- - - - - --
BUDGET UNIT
- - - -- DESCRIPTION - - - - --
SALES TAX
AMOUNT
11111
123965
10/08/13
234
A T & T
6246202
MNTHLY RECUR CHGS
0.00
179.34
11111
123965
10/08/13
234
A T & T
6246202
ALARM SYSTEM PHONES
0.00
89.57
11111
123965
10/08/13
234
A T & T
6246202
SR CENTER ALARMS
0.00
31.51
11111
123965
10/08/13
234
A T & T
1117102
EMERGENCY RESPONSE
0.00
193.80
11111
123965
10/08/13
234
A T & T
6246202
PROSPECT CENTER
0.00
75.94
11111
123965
10/08/13
234
A T & T
6223201
PROSPECT CTR INTERNET
0.00
82.00
11111
123965
10/08/13
234
A T & T
1115301
CORP YARD EMERG LN
0.00
42.65
11111
123965
10/08/13
234
A T & T
1115301
BLANEY PHONE MODEM LN
0.00
15.83
TOTAL
CHECK
0.00
710.64
11111
123966
10/08/13
500
AMELIA CORONEL
1116101
EXCURSION CANCELLED
0.00
99.00
11111
123967
10/08/13
500
ASSISTANCE LEAGUE
1118301
CELEBRATE SVC GRANT
0.00
25.00
11111
123967
10/08/13
500
ASSISTANCE LEAGUE
111
REFUND FACILITY
0.00
500.00
TOTAL
CHECK
0.00
525.00
11111
123968
10/08/13
500
BRIAN BABCOCK
1112101
PARKING FOR SEMINAR
0.00
16.70
11111
123969
10/08/13
95
CAL -WEST LIGHTING & SIGN
1115301
WILDWOOD PARK OUTAGE
0.00
563.91
11111
123970
10/08/13
130
CDW GOVERNMENT
6223201
SYMANTEC LIC RENEWAL
0.00
3,321.00
11111
123971
10/08/13
1150
CHARLES M. SALTER ASSOCI
1114102
PROF SRVCS THRU 8/31
0.00
2,615.00
11111
123972
10/08/13
176
CIENEGA LANDSCAPING
1115301
AZULE PARK CLEANUP
0.00
415.00
11111
123973
10/08/13
179
CIM AIR, INC
6246202
HVAC REPAIRS
0.00
2,740.10
11111
123974
10/08/13
517
CITY OF SAN JOSE
1117101
ANIMAL SVCS 10/13
0.00
15,013.70
11111
123975
10/08/13
922
CITY OF SARATOGA RECREAT
1118301
CELEBRATE SVC GRANT
0.00
495.00
11111
123976
10/08/13
930
COLE SUPPLY COMPANY, INC
1115301
BATHROOM SUPPLIES
0.00
632.24
11111
123977
10/08/13
924
COMP SHARED RISK POOL /AB
6128501
Q PREMIUM 10/1 -12/31
0.00
48,816.59
11111
123978
10/08/13
589
CPO LTD
6213102
MNTHLY SVC 8/22 -9/21
0.00
1,539.30
11111
123979
10/08/13
273
CRW SYSTEMS, INC
1114101
CRW CONF - FOSSATI
0.00
350.00
11111
123980
10/08/13
342
DATA TICKET INC
1117101
AUG CITATION FEES
0.00
100.00
11111
123981
10/08/13
211
DEEP CLIFF GOLF COURSE
1116101
INSTRUCTOR -GOLF
0.00
222.40
11111
123981
10/08/13
211
DEEP CLIFF GOLF COURSE
1116101
INSTRUCTOR -GOLF
0.00
332.80
11111
123981
10/08/13
211
DEEP CLIFF GOLF COURSE
1116101
INSTRUCTOR -GOLF
0.00
444.80
11111
123981
10/08/13
211
DEEP CLIFF GOLF COURSE
1116101
INSTRUCTOR -GOLF
0.00
1,305.60
11111
123981
10/08/13
211
DEEP CLIFF GOLF COURSE
1116101
INSTRUCTOR -GOLF
0.00
326.40
TOTAL
CHECK
0.00
2,632.00
11111
123982
10/08/13
1
DEPARTMENT OF REVENUE
1117101
SEPT PARKING CIT
0.00
262.50
11111
123983
10/08/13
1136
DIVISION OF THE STATE AR
111
JULY -SEPT 2013 SB1186
0.00
140.10
36
SUNGARD PUBLIC SECTOR PAGE NUMBER:
DATE: 10/08/2013 CITY OF SARATOGA ACCTPA21
TIME: 13:17:51 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131008 00:00:00.000'
ACCOUNTING PERIOD: 4/14
2
FUND - 009 -
DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
--------
- - - - -- VENDOR - - -- --- - - - - --
BUDGET UNIT
- - - -- DESCRIPTION - - - - --
SALES TAX
AMOUNT
11111
123984
10/08/13
460
GOLDEN STATE COMMUNICATI
1117102
MOTOROLA CP200 VHF 150
0.00
3,190.00
11111
123984
10/08/13
460
GOLDEN STATE COMMUNICATI
1117102
MOTOROLA CP200 SPARE B
0.00
1,110.00
11111
123984
10/08/13
460
GOLDEN STATE COMMUNICATI
1117102
MOTOROLA CP200 RACK CH
0.00
390.00
11111
123984
10/08/13
460
GOLDEN STATE COMMUNICATI
1117102
TAX
0.00
405.68
11111
123984
10/08/13
460
GOLDEN STATE COMMUNICATI
1117102
DELIVERY
0.00
98.00
TOTAL
CHECK
0.00
5,193.68
11111
123985
10/08/13
1168
HH BAUER & ASSOCIATES, I
1117102
EMERG PREP SUPPLIES
0.00
647.88
11111
123986
10/08/13
14
HYDROTEC IRRIGATION EQUI
1115301
IRRIGATION GARDNER
0.00
2,154.43
11111
123987
10/08/13
1170
ICC PENINSULA CHAPTER
1114201
ICC MEMBERSHP FRANCIS
0.00
30.00
11111
123988
10/08/13
63
INTERSTATE TRAFFIC CONTR
4119121 -001
TRAFFIC SUPPLIES
0.00
617.70
11111
123989
10/08/13
92
JOHN DEERE LANDSCAPES, I
1115201
SMALL TOOLS
0.00
157.64
11111
123989
10/08/13
92
JOHN DEERE LANDSCAPES, I
1115201
DISCOUNT TAKEN
0.00
-2.90
TOTAL
CHECK
0.00
154.74
11111
123990
10/08/13
917
JOSON FENCE
1115301
CONGRESS PARK FENCE
0.00
539.23
11111
123991
10/08/13
567
KANEN TOURS
1116101
EXCURSION 8/10/13
0.00
1,094.40
11111
123992
10/08/13
524
KIRK, ROBERT
111
JUL -AUG 2013 REIMB
0.00
600.00
11111
123993
10/08/13
500
KRISTEN DEHN
1116101
REFUND CANCELLED CLS
0.00
91.00
11111
123994
10/08/13
100
KSAR
1118301
4 BROADCASTS
0.00
2,600.00
11111
123995
10/08/13
500
MARY PANCHENKO
1113301
REIMB FOR INFO BOARD
0.00
11.92
11111
123996
10/08/13
996
MEGAPATH
6223201
ISP ANNUAL SERVICES
0.00
739.96
11111
123997
10/08/13
79
MUNISERVICES LLC
1118101
BL SVCS THRU 9/30/13
0.00
912.04
11111
123998
10/08/13
135
NORTH BAY BLDG MAINTENAN
6246202
JANITORIAL SERVICES
0.00
646.00
11111
123998
10/08/13
135
NORTH BAY BLDG MAINTENAN
6246202
JANITORIAL SERVICES
0.00
209.00
TOTAL
CHECK
0.00
855.00
11111
123999
10/08/13
145
OFFICE DEPOT INC.
1114101
OFFICE SUPPLIES
0.00
25.10
11111
123999
10/08/13
145
OFFICE DEPOT INC.
1114201
OFFICE SUPPLIES
0.00
78.29
TOTAL
CHECK
0.00
103.39
11111
124000
10/08/13
540
ORCHARD SUPPLY
6246202
FACILITIES SUPPLIES
0.00
75.99
11111
124001
10/08/13
918
O'REILLY AUTO PARTS
6235202
EQUIPMENT PARTS
0.00
179.21
11111
124002
10/08/13
610
PACIFIC DISPLAY, INC
1115301
LIGHTS - BLANEY TREE
0.00
1,752.38
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
6246202
BUILDINGS
0.00
9,826.04
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
1115201
TRAFFIC SIGNALS
0.00
1,189.64
37
2
SUNGARD PUBLIC SECTOR
DATE: 10/08/2013 CITY OF SARATOGA
TIME: 13:17:51 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131008 00:00:00.000'
ACCOUNTING PERIOD: 4/14
PAGE NUMBER: 3
ACCTPA21
FUND - 009 -
DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
--------
- - - - -- VENDOR - - -- --- - - - - --
BUDGET UNIT
- - - -- DESCRIPTION - - - - --
SALES TAX
AMOUNT
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
1115301
PARKS /OPEN SPACE
0.00
758.07
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2315302
VILLAGE LIGHTING
0.00
2,286.68
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2325302
AZULE LIGHTING
0.00
245.15
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2335302
SARAHILLS LIGHTING
0.00
256.89
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2515302
MCCARTYSVILLE
0.00
19.31
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2525302
PRIDES CROSSING
0.00
24.12
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2555302
TRICIA WOODS
0.00
9.53
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2715302
BEAUCHAMPS
0.00
53.91
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2725302
BELLGROVE CIRCLE
0.00
498.76
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2745302
HORSESHOE DR.
0.00
9.64
11111
124003
10/08/13
173
PACIFIC GAS & ELECTRIC
2755302
QUITO LIGHTING
0.00
808.11
11111
124003
10 /08/13
173
PACIFIC GAS & ELECTRIC
1115201
CITY WIDE ST LIGHTS
0.00
1,152.35
TOTAL
CHECK
0.00
17,138.20
11111
124004
10/08/13
1092
PALACE ART & OFFICE SUPP
1115201
OFFICE SUPPLIES
0.00
13.38
11111
124004
10/08/13
1092
PALACE ART & OFFICE SUPP
1114101
OFFICE SUPPLIES
0.00
193.13
TOTAL
CHECK
0.00
206.51
11111
124005
10/08/13
774
R &S ERECTION
1115301
RPR DOOR CONGRESS SPR
0.00
836.00
11111
124006
10/08/13
388
RATRA, RICK
6235202
PROPANE
0.00
57.09
11111
124007
10/08/13
87
SAN JOSE WATER COMPANY
2765302
TOLLGATE
0.00
46.01
11111
124008
10/08/13
69
SASCC
1118301
Q2 SVC SUPPORT 13/14
0.00
5,250.00
11111
124008
10/08/13
69
SASCC
1118301
Q2 SUPPLEMENTAL 13/14
0.00
4,500.00
11111
124008
10/08/13
69
SASCC
1118301
Q2 ADULT CARE 13/14
0.00
5,500.00
TOTAL
CHECK
0.00
15,250.00
11111
124009
10/08/13
1079
SIEMENS INDUSTRY, INC.
4119111 -001
TRAFFIC SIGNAL /LIGHTS
0.00
3,438.81
11111
124009
10/08/13
1079
SIEMENS INDUSTRY, INC.
2755302
POLE LIGHT REPAIR
0.00
1,810.45
TOTAL
CHECK
0.00
5,249.26
11111
124010
10/08/13
160
SIERRA PACIFIC TURF SUPP
1115301
RYEGRASS
0.00
383.06
11111
124011
10/08/13
236
SOLECTRIC ELECTRICAL
1115301
PG &E MTR PEDESTAL
0.00
849.00
11111
124012
10/08/13
1077
SUNNYVALE BUILDING MAINT
1115301
SEPT MON JANITORIAL
0.00
875.00
11111
124012
10/08/13
1077
SUNNYVALE BUILDING MAINT
1115301
SEPT FRI JANITORIAL
0.00
198.00
11111
124012
10/08/13
1077
SUNNYVALE BUILDING MAINT
1115301
SEPT WEEKEND PARK MTC
0.00
715.00
TOTAL
CHECK
0.00
1,788.00
11111
124013
10/08/13
1169
PROMOTIONS NOW
6128501
WELLNESS SUPPLIES
0.00
2,153.91
11111
124014
10/08/13
336
TLC ADMINISTRATORS
1113301
125 ADMIN FEES 10/13
0.00
175.00
11111
124015
10/08/13
343
TMT ENTERPRISES INC
1115301
REDWOOD SAWDUST
0.00
65.25
11111
124016
10/08/13
500
WARREN LAMPSHIRE
111
REFUND FACILITY
0.00
300.00
11111
124017
10/08/13
439
XEROX CORPORATION
6213102
CR FOR SVC RYU- 272971
0.00
-19.77
11111
124017
10/08/13
439
XEROX CORPORATION
6213102
COPY SVC RYU- 272971
0.00
53.58
38
SUNGARD PUBLIC SECTOR
DATE: 10/08/2013 CITY OF SARATOGA
TIME: 13:17:51 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date= '20131008 00:00:00.000'
ACCOUNTING PERIOD: 4/14
PAGE NUMBER: 4
ACCTPA21
39
FUND - 009 -
DISBURSEMENT FUND
CASH
ACCT CHECK NO
ISSUE DT
--------
- - - - --
VENDOR - - -- --- - -
- - -- BUDGET UNIT
- - - -- DESCRIPTION - - - - --
SALES TAX
AMOUNT
11111
124017
10/08/13
439
XEROX
CORPORATION
6213102
COPY SVC RYU- 4271159
0.00
19.77
11111
124017
10/08/13
439
XEROX
CORPORATION
6213102
CR FOR SVC RYU- 427159
0.00
-19.77
TOTAL
CHECK
0.00
33.81
11111
124018
10/08/13
1127
YANG
YANG LYON
1116101
REPLACE CHK #123540
0.00
101.25
11111
124018
10/08/13
1127
YANG
YANG LYON
1116101
REPLACE CHK #123540
0.00
112.50
11111
124018
10/08/13
1127
YANG
YANG LYON
1116101
INSTRUCTOR -DANCE
0.00
93.75
11111
124018
10/08/13
1127
YANG
YANG LYON
1116101
INSTRUCTOR -DANCE
0.00
261.75
11111
124018
10/08/13
1127
YANG
YANG LYON
1116101
INSTRUCTOR -DANCE
0.00
441.00
TOTAL
CHECK
0.00
1,010.25
TOTAL
CASH ACCOUNT
0.00
144,882.08
TOTAL
FUND
0.00
144,882.08
TOTAL
REPORT
0.00
144,882.08
39
SARATOGA CITY COUNCIL
MEETING DATE: October 16, 2013 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 August 31, 2013
RECOMMENDED ACTION
Review and accept the Treasurer's Report for the month ended August 31, 2013.
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. This report is prepared to fulfill this requirement.
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 August 31, 2013, the City had $265,358 in cash deposit at Comerica bank, and $14,584,196 on
deposit with LAIF. Council Policy on Working Capital 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 August 31, 2013 is
$14,849,554 and exceeds the minimum limit required.
Cash Summary
Unrestricted Cash
Comerica Bank $ 265,358
Deposit with LAIF $ 14,584,196
Total Unrestricted Cash $ 14,849,554
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.
W
Adjusting Cash to Ending Fund Balance
Total Unrestricted Cash $ 14,849,554
Plus: Assets 466,053
Less: Liabilities (1,315,640)
Ending Fund Balance $ 13,999,967
Fund Balance 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 enforceable legal restrictions; "committed fund balance ", resources
whose use is constrained by limitations the government imposes upon itself through formal action at its
highest level of decision making and remains 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.
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
41
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
42
Fund
Increase/
Balance
(Decrease)
Current
Current
Fund Balance
FundDescri 'on
7/1/13
Jul - Au
Revenue
Expenditure
Transfers 8/31/13
General Fund
Restricted Fund Balances:
Environmental Services
463,182
-
-
-
463,182
Committed Fund Balances:
Hillside Stability
675,000
-
-
675,000
Assigned Fund Balances:
Capital Projects & Efficiency Reserve
418,714
-
-
418,714
Facility Reserve
300,000
-
-
300,000
Unassigned Fund Balances:
Working Capital
2,923,096
-
-
-
2,923,096
Fiscal Uncertainty
1,500,000
-
-
-
1,500,000
Development Services
667,233
-
-
-
667,233
Compensated Absences
200,000
-
-
-
200,000
OtherUnassi ned(PreYEdistribution)
2,771,450
(1,189,876 )
746,733
1,243,884
1,084,423
General Fund Total
9,918,675
(1,189,876)
746,733
1,243,884
- 8,231,648
Special Revenue
Landscape /Lighting Districts
621,947
(44,559)
241
29,723
- 547,906
Capital Project
Street Projects
1,230,619
(19,899)
5,249
59,072
- 1,156,897
Park and Trail Projects
1,003,347
62,100
-
116,564
- 948,884
Facility Projects
260,858
-
5,006
30,444
- 235,419
Administrative Projects
191,039
-
-
5,000
- 186,039
Tree Fund Projects
45,700
10,025
-
-
- 55,726
CIP Grant Street Projects
363,656
(1,026)
22,862
41,396
- 344,096
CIP Grant Park & Trail Projects
(161,107)
-
-
-
- (161,107)
CIP Grant Facility Projects
-
-
-
-
- -
CIP Grant Administrative Projects
-
-
-
-
- -
Gas Tax Fund Projects
486,222
66,146
94,287
51,153
- 595,501
Debt Service
Library Bond
885,757
(688,814)
803
500
- 197,247
Internal Service Fund
Liability /Risk Management
230,059
(159,672)
-
4,644
- 65,742
Workers Compensation
293,720
1,487
-
3,613
- 291,593
Office Support Fund
24,021
12,913
807
3,241
- 34,500
Information Technology Services
281,284
51,285
-
27,309
- 305,260
Equipment Maintenance
10,427
31,415
-
8,611
- 33,231
Building Maintenance
184,901
149,711
976
59,230
- 276,358
Equipment Replacement
442,089
50,000
-
5,000
- 487,089
Technology Replacement
156,318
12,710
-
1,089
- 167,938
Total City
16,469,530
1,656,054
876,965
1,690,474
- 13,999,967
42
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
43
Fund
Increase /
Fund
Balance
(Decrease) Current
Current
Balance
CIP Funds /Projects
7/1/13
Jul -Aug Revenue
Expenditure Transfers
8/31/13
Street Projects
Annual Street Resurfacing.
304,167
(9,998) 5,249
26,662 -
272,756
Roadway Safety & Traffic Calming
32,659
(9,881) -
4,338 -
18,440
Highway 9 Safety Project - Phase II (Ped Paths)
18,134
- -
4,463 -
13,671
Highway 9 Safety Project - Phase III (Bicycles)
24,514
(20) -
(20) -
24,514
Highway 9 Safety Project - Phase IV
90,000
- -
- -
90,000
Fmitvale Ave Medians
15,907
- -
15,907 -
-
\rUage I,ED Streetlights
5,180
- -
- -
5,180
Annual Sidewalks Project
31,335
- -
- -
31,335
El Quito Area Curb Replacement
37,552
- -
- -
37,552
Village- Streetscape hnprovements
144,757
- -
- -
144,757
Village -Phase H Design
13,363
- -
- -
13,363
Village -Phase D Construction
221,333
- -
7,723 -
213,611
Fourth Street Bridge
100,000
- -
- -
100,000
Quito Road Bridge Replacement Design
90,593
- -
- -
90,593
Parking District #3 Hillside
2,380
- -
- -
2,380
Under round Project
98,744
98,744
Total Street Projects
1,230,619
(19,899) 5,249
59,072 -
1,156,897
Parks & Trails Projects
Park/Trail Repairs
6,570
- -
- -
6,570
Playground Safety Equipment
20,078
- -
- -
20,078
Park Restroomhnprovements
39,929
- -
186 -
39,743
Blaney Plana Improvements
6,527
- -
- -
6,527
Hakone Carden Matching Funds
250,000
- -
- -
250,000
Hakone Carden Retaining Wall & D/W
310,375
- -
78,490 -
231,885
Hakone Carden Upper Moon House
125,000
- -
- -
125,000
Wildwood Bridge Rehab
-
62,100 -
- -
62,100
Saratoga to Sea Quarry Master Plan
244,868
37,887
206,981
Total Parks & Trails Projects
1,003,347
62,100 -
116,564 -
948,884
Facility Projects
Facility Projects
20,348
- -
- -
20,348
Security Locks
40,000
- -
- -
40,000
City Hall Emergency Power Backup
87;455
- -
25,130 -
62,325
Wainscoting Rehabilitation
588
- -
- -
588
Theater Improvement
44,881
- 5,006
5,314 -
44,573
Civic Theater Master Plan
60,000
- -
- -
60,000
W HH Furniture & Equipment
2,914
- -
- -
2,914
McWilliams House Improvements
3,703
- -
- -
3,703
Library Building Exterior Maintenance Projects
970
970
Total Facility Projects
260,858
- 5,006
30,444 -
235,419
Administrative Projects
Financial System Upgrade
3,534
- -
- -
3,534
PW Document Imaging Project
67,435
- -
- -
67,435
CDD Document Imaging Project
22,120
- -
- -
22,120
CMO Document hnaging Project
17,528
- -
- -
17,528
Village Fagade Program
8,821
- -
5,000 -
3,821
Business Development Incentive Program
21,600
- -
- -
21,600
Risk Management Project Funding
50,000
50,000
Total Administrative Projects
191,039
- -
5,000 -
186,039
Tree Fund Projects
Citywide Tree Planting Program
22,826
10,025 -
- -
32,851
Tree Dedication Program
21,125
- -
- -
21,125
SMSCF Tree Donation Program
1,750
1,750
Total Tree Fund Projects
45,700
10,025 -
- -
55,726
CIP Grant Street Projects
Prob 1B Grant Resurfacing
466,818
- -
- -
466,818
Highway 9 Safety hnprovements Phase H
(23,712)
- -
- -
(23,712)
Village LED Street Lights
(25,207)
- -
- -
(25,207)
Village Sidewalk, Curb & Gutter Phase I
(34,158)
- -
- -
(34,158)
Quito Road Bridges
(20,085)
(1,026) 22,862
41,396
(39,64
Total CIP Grant Street Projects
363,656
(1,026) 22,862
41,396 -
344,095
CIP Grant Park & Trail Projects
AB8939 Beverage Container Grant Funding
22,043
- -
- -
22,043
Joe's Trail at Saratoga / De Anna
183,150)
183,150
Total CIP Grant Park & Trail Projects
(161,107)
- -
- -
(161,107)
CIP Grant Facility Projects
-
- -
- -
-
CIP Grant Administrative Projects
-
- -
- -
-
Gas Tax Fund Projects
Annual Street Resurfacing
374,189
66,146 94,287
51,153 -
483,469
Fmitvale Avenue Median
2,033
- -
- -
2,033
Arroyo de Arguello Storm Drain
70,000
- -
- -
70,000
Quito Road & Pasco Olivos Storm Drain
40,000
40,000
Total Gas Tax Fund Projects
486,222
66,146 94,287
51,153 -
595,501
Total CIP Funds
3,420,333
117,346 127,404
303,629
3,361,454
43
ATTACHMENT C
CASH BALANCE BY MONTH
$20,000,000
$15,000,000
,044
$10,000,000
$5,000,000
Cash Balance
,156,166
$0
..
..
ATTACHMENT D
Local Agency Investment Fund
Quarterly Apportionment Rates
1977
March
5.68
June
5.78
September
5.84
December
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
0.381
0.361
0.351
0.32
2013
0.281
0.241
1
45
SARATOGA CITY COUNCIL
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Christopher Riordan, AICP DIRECTOR: James Lindsay
SUBJECT: Annual City Code Update
RECOMMENDED ACTION:
Waive the second reading and adopt the proposed ordinance.
BACKGROUND:
On September 18, 2013, the Council opened and conducted a public hearing, introduced the
ordinance, and voted to place the ordinance for second reading and adoption on the October 2,
2013 agenda. Due to a noticing issue, the second reading of the Annual Code Updates has been
placed on the October 16, 2013 Council Agenda for a second time. The full text of the ordinance
was included in the October 2, 2013 Agenda Packet and is available online at:
http://saratoga.uanicus.com/MetaViewer.php?meta id=37592&view=&shoMdf= l .
The October 2 staff report is also available online at:
http://saratoaa.granicus.com/MetaViewer.php?meta id=37591 &view= &showpdf = l .
The ordinance reflects the City Council's modifications, the Planning Commission's
recommendations regarding Chapter 15 (Zoning) and staff recommendations concerning other
provisions of the City Code.
REPORT SUMMARY
The following table summarizes the proposed changes to the Code.
Chapter 4 Amendments Regarding Taxicabs
Topic
Current Approach and Problem
Proposed Changes
1. Taxicab
The City Code currently imposes numerous
Staff is proposing to revise the rules to
Regulation
requirements on taxicab operators in the City.
allow operation of any taxicab that has
The City does not have a program in place to
received a permit from another city or
carry out the permit processing required. The
county as long as the city or county
City has not received complaints regarding
permit system complies with applicable
taxicab operators and therefore has not
state laws. The ordinance retains the
prioritized enforcement of this Article of the
definition of taxicab from the current
Code.
State regulatory system
.,
Chapter 7 Amendments Regarding Animal Control Hearings and Outdoor Music Permits
Topic
Current Approach and Problem
Proposed Changes
2. Hearings with
Section 7- 20.120(a) states that the deadline for
Staff is proposing to revise the notice of
the Animal Control
a hearing with the City's Animal Control
hearing requirements (Section 7-
Officer
Officer concerning the impoundment of an
20.120(c)) to set the hearing within 7
animal shall occur within seven days after
business days of a request and state that a
receipt of a hearing request. This timing
hearing shall occur four days after the
5. "Kitchen"
deadline could mean that a hearing would
Animal Control Officer has mailed or
Definition
have to occur on a weekend day or a holiday.
hand delivered a hearing notice to the
used for the cooking and preparation of food.
animal owner or person requesting such
This definition could define a kitchen as any
hearing.
3. Outdoor Music
Section 7- 30.090(b) [Outdoor Music Permits]
The expiration date of City Code Section
Permits
expires on November 1, 2013. Staff is
7- 30- 090(b) is being extended to April 1,
Definition
currently preparing updates to the Noise
2014.
Element and Noise Ordinance to present to the
included in Net Site Area.
Planning Commission and City Council. The
City Council is expected to review these
updates in January 2014.
Chapter 15 (Zoning) Amendments
Topic
Current Approach and Problem
Proposed Changes
4. Health/Fitness
The list of proposed amendments includes the
A definition of Health/Fitness Centers has
Center
addition of specific parking requirements for
been added as Section 15- 06.331.
Health/Fitness Centers. The City Code does
not currently have a definition of
Health/Fitness Centers.
5. "Kitchen"
City Code Section 15 -06 -400 defines a
Proposed modifications include
Definition
"Kitchen" as "a room designed, intended or
expanding the definition of "kitchen" by
used for the cooking and preparation of food.
adding the requirement that either a 220
This definition could define a kitchen as any
volt outlet or a natural gas connection for
room in a house with a sink and or microwave.
a cooking appliance be available.
6. "Site"
City Code Section 15- 06.620(a)(5) "Site"
Staff is proposing to remove the current
Definition
states that areas of a site designated as Mrf on
reference to "Mrf' as being an area that is
the City's Ground Movement Potential Map
included in Net Site Area.
are included in the definition of Net Site Area.
The Mrf designation was eliminated during the
recent update to the Ground Movement Safety
Map.
7. Medical and
The "Medical Office" definition in City Code
Staff is proposing to modify the definition
Professional Office
Section 15- 06.480(c) applies to all doctors and
of Professional Office so that it includes
Definitions
dentists including similar practitioners of
therapists and healing arts professionals
medical and healing arts for humans. Medical
and other similar providers as a permitted
Offices are listed as a conditionally permitted
use in the C -N and C -V commercial
use in both the C -N and C -V commercial
zoning districts.
zoning districts and are considered such due to
the potential for the creation of medical waste,
47
Topic
Current Approach and Problem
Proposed Changes
odors, or noise. However, therapists,
chiropractors, and similar professionals meet
their clients in office type settings more
similar in nature to a professional office, have
a low probability of creating a "nuisance" but
are still defined as a Medical Office and
required to obtain a Use Permit in the C -N and
C -V zoning districts.
8. Santa Clara
The City Code references a specific date as the
Remove the current effective date of
National Pollution
most current policies adopted by the Santa
October 17, 2001 from the City Code and
Discharge
Clara Valley Urban Runoff Pollution
instead refer to the "current" policies of
Elimination System
Prevention Program. This program is often
the Santa Clara Valley Urban Runoff
updated which make it impractical to include a
Pollution Prevention Program.
date reference in the code.
9. Subterranean
The City Code does not include a definition
Section 15- 06.685 "Subterranean
Structures
for subterranean structures such as wine
Structures" would be added to the City
cellars when they are located outside the
Code which includes development
footprint of an existing structure.
standards for such structures. This type of
use would not count as Floor Area but
would be counted as 50% in the total
allowable site coverage.
10. Design Review
Article 15 -44 "Wireless Telecommunications
Staff is proposing to modify all applicable
Code Cross-
Facilities" was added to the City Code in
areas of the code to change references
References for
November 2012. This Article includes Design
requiring Design Review to Article 15 -44
Antenna Facilities
Review Findings that were previously
for all antenna facilities operated by a
included in Article 15 -46. Certain sections of
public utility for transmitting and
the City Code incorrectly state that Design
receiving cellular and other wireless
Review is required under Article 15 -46 and
communications.
not Article 15 -44.
11. Updates to the
City Code Sections 15- 13.050 (Hillside
Staff is proposing to modify City Code
City's Ground
Residential) and 15- 20.050 (Residential Open
Sections 15- 13.050 and 15- 20.050 to be
Movement
Space) limits the location of Building Sites
consistent with changes to the updated
Potential Map
within particular geologic hazard designations
Safety Element of the General Plan.
as depicted on the City's Ground Movement
Potential Map. Some of these designations are
not consistent with recent changes to the
City's Safety Element of the General Plan.
12. Exterior Side
The minimum side setback area for lots in the
Staff is proposing to modify City Code
Setbacks for Lots
Hillside Residential zoning district is 20 feet
Section 15- 30.090(2) to clarify that the
Zoned Hillside
with no mention of an exterior side setback.
interior side setbacks are 20 feet and the
Residential
The minimum exterior side setback for vacant
exterior side setbacks are 25 feet which
lots and lot created after May 18, 1992 is 25
would be consistent with the minimum
feet which is inconsistent with lots that are not
side setback for vacant lots in the HR
vacant.
zoning district.
13. Temporary
City Code Section 15- 30.060(d) (Signs
Section 15- 30.060(d) would be modified
Special Event Signs
allowed in any zoning district without a sign
thereby removing the statement that there
permit) states that there is a limit on the
be no more than eight temporary signs per
number and size of temporary special event
event and no individual sign shall exceed
signs that are included with a City issued
ten feet in height and sixty square feet in
.;
Topic
Current Approach and Problem
Proposed Changes
Special Event Permit. Not all temporary
area.
events are similar in scope and size and staff
would like the flexibility to regulate the
number and size of temporary special event
signs during the Special Event Permit process.
14. Parking
The City Code does not include off - street
Section 15- 35.0300) "Schedule of off -
Requirements for
parking requirements for health/fitness centers
street parking spaces" would be added to
Health/Fitness
such as gyms. The existing parking
the City Code specifying that the off -
Centers and
requirement for "clubs ", such as country clubs,
street parking requirements for
modifications to the
is too restrictive and is not directly applicable
Health/Fitness Centers would be one
parking ratio for
to health/fitness centers.
space for each 150 square feet of gross
multi - family
floor area.
developments per
The adopted 2007 -2014 Housing Element
the 2007 -2014
included Policy Action 4 -1.9 that the City
A definition of Health/Fitness Center has
Housing Element.
would consider modifications to the parking
been added as Section 15- 06.331.
ratio for multi - family dwellings to encourage
the development of affordable housing.
Section 15- 35.030(c) would be modified
to state that for one - bedroom dwelling
units and for housing developments
occupied exclusively by students or
seniors, the required parking would be
one space within a garage for each
dwelling unit plus one -half additional
space on site.
15. Administrative
Code Section 15- 45.065 includes the
Code Section 15- 45.065 would be
Design Review of
requirements for residential building
modified to state that Administrative
Major Residential
construction to qualify for Administrative
Design Review would be required for
Additions
Design Review. Staff would like to clarify the
"Any work that would expand the floor
text of the existing requirements so that they
area by over fifty percent" or "Any work
are easier to comprehend by the general public
that would modify the footprint by over
and easier to administer by Staff .
fifty percent." References to the removal,
replacement, or reconstruction of
structural elements would be removed.
16. Decreasing the
Code Section 15- 45.070(a)(2) specifies that a
Modify Section 15- 45.070(a)(2) to
minimum setback
boundary survey is required if new
require that a boundary survey is required
requiring the
construction is three feet or closer to a
if construction is proposed two feet or
preparation of a
required setback area. The building
closer to a required setback area.
boundary survey
department requires a setback certificate from
and clarifying when
a licensed land surveyor prior to foundation
Clarify that cross sections are required for
cross sections are
construction.
all projects regardless of location.
required.
The City's development application checklist
requires that all projects include architectural
cross sections. The City code states that cross
sections are only required on hillside lots.
17. Timing for the
Code Section 15- 45.075(b) includes the
Code Section 15- 45.075(b) would be
installation of story
requirements for the installation of "story
modified to state that "story poles" are to
poles and removal
poles" and does not specifically state the
be installed "no later than three working
of height
timing requirements for their installation.
days prior to advertising the public
certification
hearing" or in the case of Administrative
requirement
Code Section 15- 45.075(c) requires the
Design Review applications, "no later
.•
Topic
Current Approach and Problem
Proposed Changes
mandatory submission of a letter signed by the
than three working days prior to the
project surveyor or civil engineer certifying
Notice of Intent to Approve."
the accuracy of the story poles. The cost to
prepare this letter can add additional financial
Code Section would be modified to state
costs to the applicant and may not be required
that story pole height certification letters
unless the height accuracy of the story poles is
would be required for projects 24 feet or
in question.
taller in height or when requested by the
Community Development Director or
designated representative.
18. Replacement of
Code Section 15- 45.100 allows structures that
Code Section 15- 45.100 (Replacement of
destroyed
have been destroyed by fire, etc to be rebuilt
Destroyed Nonconforming Structures)
nonconforming
with their previous non - conforming setbacks
would be eliminated.
structures.
and floor area. The material is this section is
repeated in Code Section 15 -65.70 thereby
making Section 15- 45.100 superfluous.
19. Number of
The City Code limits the number of wood
Section 15- 48.030 would be modified to
Fireplaces per Lot
burning fireplaces to one per structure and one
state that only one wood - burning fireplace
per dwelling unit in multi - family projects.
would be permitted per lot instead of one
Both a single - family dwelling and a detached
per structure. Multi- family projects could
guest house can have a wood burning fireplace
continue to have one fireplace per
and there is no limit on the number of wood
dwelling unit.
burning fireplaces that can be located outside
of a structure (i.e. outdoor fireplaces) thereby
These modifications would have no effect
allowing wood burning fireplaces to
on wood burning devices used for the
proliferate.
preparation of food (e.g. wood burning
ovens and outdoor barbeques)
20. Tree Removal
The tree regulations which include the criteria
Section 15- 50.080(a)(10) would be added
Permits and Solar
for the approval of a tree removal permit
which adds a new criterion for approving
Panels
(Code Section 15- 50.080) do not currently
a tree removal permit when the tree
state that the City Arborist may approve a tree
proposed for removal interferes with the
removal permit for a tree that interferes with
installation and efficient operation of
the installation or efficient operation of solar
solar panels.
panels.
21. Repair or
Code Section 15- 65.020 defines the type of
To provide consistency to the definitions
Alteration of
repairs or maintenance that may be performed
of both minor or major repairs and
Nonconforming
on nonconforming structures. The current
alteration, references to construction cost
Structures
definition of both major and minor repairs and
would be removed to be replaced with
additions requires evaluations of the estimated
construction valuation.
cost of construction of the nonconforming
structure that is subject to the work.
The definition of Reconstruction would
include any work that would expand the
When calculating building permit fees the
floor area by over 50% or modify the
Building Department considers a projects
footprint by over 50 %. The summary
valuation and not cost. Using the term
table contained in Code Section 15-
"valuation" when considering the extent of
65.025 would also be modified to include
repair or alteration to nonconforming
the revised definitions.
structures would provide consistency.
The definition of "reconstruction" has been
difficult for staff and the public to interpret as
50
Topic
Current Approach and Problem
Proposed Changes
it requires evaluations of the estimated cost of
construction and not the extent of the work.
22. Nonconforming
Code Section 15- 65.070 allows reconstruction
The update allows reconstruction up to
Structures
of nonconforming structures destroyed by fire,
75% of the construction valuation subject
destroyed by
etc to previous configuration. The current
to required permits and specified
natural disasters
standards limit such reconstruction only when
standards and would allow reconstruction
such as fire.
at least 25% of the construction valuation of
exceeding 75% of the valuation of the
the structure remains. This has made it
structure subject to review by the
difficult for residents to obtain homeowners
Planning Commission provided that in
insurance.
both cases the reconstruction does not
exceed the structure's pre- damaged first
and second story footprint.
23. Required
When the minimum residential side setback is
Section 15- 80.030(b)(2) would be
setbacks for
more than ten feet, Code Section 15-
modified by inserting the word "interior"
accessory pool
80.030(b)(2) states that accessory pool
to clarify required side setbacks for pool
equipment
equipment may be located within a side
equipment.
setback area and ten feet from the side lot line.
The Code does not state if the minimum side
setback is the "interior" setback or the
"exterior" street side setback.
24. Definition of
The definition of tobacco product created in
The definition of Tobacco Product
Tobacco Product
2010 for Article 11 -15 — "Tobacco Free
contained in Code Section 15- 80.130(3)
Recreation areas" is not consistent with the
would be modified to match the definition
definition of Tobacco Product contained in
of Tobacco Product contained in Code
City Code Section 15- 80.130(2). Both
Section 11- 15.010.
definitions should be consistent.
25. Basements —
City Code Section 15- 80.035 requires all
Code Section 15- 80.035(d) would be
Geotechnical
basements and basement additions to obtain
modified to only require that basement
Review and
Geotechnical Clearance from the City
and basement additions receive
Lightwells
Geologist. However, not all areas of the City
Geotechnical Clearance from the City
are subject to geotechnical hazards and such a
Geologist if they are located in an area as
review is not always necessary. The Building
identified on the City's Ground
Department will still require the clearance of a
Movement Potential Map has being
licensed soil engineer prior to issuance of a
located in an area with significant
building permit.
potential for ground movement.
Lightwells are not permitted to encroach into a
The code includes a list of architectural
required setback area which makes it
features that can encroach into setbacks.
sometimes difficult to construct basements on
The modification would allow lightwells
narrow lots. The definition of lightwell limits
to have the same setback encroachments
the width to four feet which is too restrictive if
as fireplaces and would remove the width
all other standards are being met.
limits from the definition.
51
Topic
Current Approach and Problem
Proposed Changes
26. State Density
City Code Section 15- 81.040 makes reference
The amendment (1) deletes a reference to
Bonus
to the Planned Community District which no
the planned community district which no
longer exists in the City Code. The Code is
longer exists and (2) brings the code into
not in compliance with State law requiring the
conformance with State law (Government
City Council to consider the City's means of
Code 65915(d)(3)) which requires that the
compliance with State density bonus
City Council consider the City's means of
requirements.
compliance with State density bonus
comply with all mandatory measures.
requirements.
Chapter 16 (Building Regulations) Amendments
Topic
Current Approach and Problem
Proposed Changes
27. Build it Green
The Community Development
Section 16- 47.020 would be updated to
Department has substituted the Build it
remove references to Build it Green
Green "GreenPoint Rated" rating system
for development projects as referenced in
City Code Section 16- 47.020 with the
California Green Standards Code
(CalGreen) and requires projects to
comply with all mandatory measures.
28. Ground Movement
The City recently updated the Safety
Staff is proposing to modify Article 16 -65 to
Potential Maps
Element of the General Plan which
be consistent with changes to the updated
included updates to the Ground
Safety Element of the General Plan.
Movement Potential Map. Article 16 -65
(Ground Movement Potential Maps)
includes definitions and designations
which are not consistent with these
recent changes to the Safety Element.
The Code amendments above are implemented by the Ordinance, available online at
http://saratoaa.p-ranicus.com/MetaViewer.php?meta id=37592&view=&shoMdf= l .
ENVIRONMENTAL DETERMINATION:
The proposed ordinance is Categorically Exempt from the California Environmental Quality Act
(CEQA) pursuant to CEQA Guideline section 15061(b)(3). CEQA applies only to projects
which have the potential of causing a significant effect on the environment. Where it can be seen
with certainty that there is no possibility that the activity in question may have a significant effect
on the environment, the activity is not subject to CEQA. In this circumstance, Staff is
recommending amendments to the existing City Code and related sections; the amendments and
additions would have a de minimis impact on the environment.
FISCAL IMPACT(S):
There are no negative fiscal impacts associated with the approval of the proposed ordinance and
resolution.
52
ALTERNATIVE ACTION(S):
None
FOLOW UP ACTIONS(S):
As directed.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
A notice of the public hearing on this agenda item was published in the Saratoga News on
September 6, 2013. 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.
53
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: Public Works
PREPARED BY: Macedonio Nunez
Associate Engineer
CITY MANAGER: Dave Anderson
DIRECTOR: John Cherbone
SUBJECT: Saratoga Village Pedestrian Enhancement Street Light Work CML- 5332(018) —
Notice of Completion.
RECOMMENDED ACTION:
Move to accept the Saratoga Village Pedestrian Enhancement Street Light Work CML - 5332(018) Project
as complete and authorize staff to record the Notice of Completion for the construction contract.
REPORT SUMMARY:
All work for the Saratoga Village Pedestrian Enhancement Street Light Work CML - 5332(018) Project
has been completed by the City's contractor, Amland Corp and has been inspected by Public Work's
staff. The scope of the work includes furnishing all materials, equipment and labor to install 93 new
street light poles and LED street light fixtures in the Village along Big Basin Way.
In order to close out the construction contract and begin the one -year maintenance /warranty period, it is
recommended that the Council accept the project as complete. Further, it is recommended that the
Council authorize staff to record the attached Notice of Completion for the construction contract so that
the requisite 30 -day Stop Notice for the filing of claims by subcontractors or material providers may
commence.
FISCAL IMPACTS:
The majority of the project was funded by a Congestion Mitigation and Air Quality Improvement
(CMAQ) grant in the amount of $218,150. The final contract amount is within the approved project
budget of $266,400.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The project would not be accepted as complete and staff would notify the contractor of any additional
work required by the City Council before the project would be accepted as complete.
ALTERNATIVE ACTION:
N/A
Page 1 of 2
54
FOLLOW UP ACTION:
Staff will record the Notice of Completion for the construction contracts and release the contract sureties
and retentions thirty days thereafter.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This item was posted as a City Council agenda item and was included in the packet made available on the
City's web site in advance of the meeting. A copy of the agenda packet is also made available at the
Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to
the agenda on -line by opting in at www.sarato ag ca.us.
ATTACHMENTS:
1. Notice of Completion for the Saratoga Village Pedestrian Enhancement Street Light Work CML-
5332(018) Project.
Page 2 of 2
55
Recording requested by,
And to be returned to:
City of Saratoga
Public Works Department
13777 Fruitvale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner, was accepted as complete by the Owner on the 16th
day of October, 2013.
Contract Number: N/A
Contract Date: April 18th, 2012
Contractor's Name: Amland Corp
Contractor's Address: 3166 Knights Bridge Rd, San Jose CA 95132
Description of Work: Saratoga Village Pedestrian Enhancement Street Light Work CML-
5332(018)
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Clara, State of California on )2013.
CITY OF SARATOGA
BY: ATTEST:
Dave Anderson
City Manager
56
Crystal Bothelio, City Clerk
Gov. Code 40814
SARATOGA CITY COUNCIL
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT:
PREPARED BY:
City Manager's Office
Iveta Harvancik
Senior Engineer
CITY MANAGER: Dave Anderson
DIRECTOR: John Cherbone
SUBJECT: Hakone Gardens Driveway Repair — Notice of Completion
RECOMMENDED ACTION:
Move to accept the Hakone Gardens Driveway Repair Project as complete and authorize the City
Manager to sign the Notice of Completion for the construction contract.
BACKGROUND:
All work on the Hakone Gardens driveway repair project has been completed by Hillside
Drilling, Inc. to the satisfaction of the City Engineer.
The scope of work included replacement of failed retaining walls above and below the one -way
downhill driveway, drainage improvements and a new guardrail. Overall, the quality of
construction completed through this contract was very satisfactory. The project was completed on
time and within the budget.
It is therefore recommended that the Council accept the project as complete. Further, it is
recommended that the Council authorize staff to record the attached Notice of Completion for the
construction contract.
FISCAL IMPACTS:
This project was funded in the fiscal year 2012/13 capital budget and the final contract amount is
within the approved project budget of $252,033.
Page 1 of 2
57
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The project would not be accepted as complete and staff would notify the contractor of any
additional work required by the City Council before the project can be accepted as complete.
ALTERNATIVE ACTION(S):
�a
FOLLOW UP ACTION(S):
Staff will record the Notice of Completion for the construction contract.
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:
1. Notice of Completion
Page 2 of 2
Recording requested by,
And to be returned to:
City of Saratoga
City Clerk
13777 Fruitvale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner, was accepted as complete by the Owner on or
around the 1st day of October, 2013.
Contract Number: N/A
Contract Date: May 1, 2013
Contractor's Name: Hillside Drilling, Inc.
Contractor's Address: 539 South 11th Street, Richmond, CA 94804
Description of Work: Hakone Gardens Driveway Repair
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Clara, State of California on October 16, 2013.
CITY OF SARATOGA
BY: ATTEST:
Dave Anderson
City Manager
59
Crystal Bothelio, City Clerk
Gov. Code 40814
i
MEETING DATE:
DEPARTMENT:
PREPARED BY:
SARATOGA CITY COUNCIL
October 16, 2013
City Manager's Office
Crystal Bothelio
City Clerk
AGENDA ITEM:
CITY MANAGER:
DIRECTOR:
SUBJECT: Guidelines for the Length of Commission Meetings
RECOMMENDED ACTION:
Dave Anderson
Dave Anderson
Adopt the attached resolution establishing guidelines for the length of Commission meetings.
BACKGROUND:
At the September 4, 2013 City Council Meeting, staff presented Council with options for limiting
the length of Commission meetings. Consequently, discussion on the length of Commission
meetings and policies implemented in other jurisdictions was scheduled for the October 2, 2013
Council Meeting. During that meeting, Council directed staff to prepare a resolution that
establishes guidelines for the length of Commission meetings.
The attached resolution encourages Commission Chairs to evaluate items on a meeting agenda if
the meeting runs to 10:00 p.m. At that time, if the Chair believes that the meeting will go past
midnight if all items on the agenda are heard, the Chair should request a motion to continue items
to the next regular meeting so that the meeting ends by midnight. The intent of the resolution is
to ensure that agenda items are heard at a reasonable hour, thereby allowing public participation
in the decision making process.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
Guidelines for the length of the Commission meetings will not be adopted.
ALTERNATIVE ACTION(S):
Council could choose to apply the meeting length guidelines to Council Meetings as well as
Commission meetings.
Page 1 of 2
•1
FOLLOW UP ACTION(S):
Distribute the guidelines to existing Commissioners, staff who support Commissions, and new
Commissioners.
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 Establishing Guidelines for the Length of Commission Meetings
Page 2 of 2
61
RESOLUTION 13-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ESTABLISHING GUIDELINES FOR THE LENGTH OF COMMISSION MEETINGS
WHEREAS, in order to promote opportunities for public participation and transparency
of City business, the City Council at its October 2, 2013 Council Meeting directed staff to
prepare this resolution establishing guidelines for the length of Commission meetings; and
WHEREAS, opportunities for public participation in Commission meetings is greatly
reduced when meetings continue past midnight; and
WHEREAS, to ensure that the public can participate in the decision making process and
Commission business is done in a transparent manner, Commission meetings should conclude by
midnight except in extraordinary circumstances; and
WHEREAS, if a Commission meeting runs until 10:00 p.m., the Chair of the
Commission should determine if the meeting will continue past midnight if all the items on the
agenda are heard; and
WHEREAS, if the Chair believes that the meeting will not adjourn by midnight if all the
items on the agenda are heard, the Chair should request a motion to continue a sufficient number
of agenda items to the next regular meeting to allow the current meeting to end by midnight.
NOW, THEREFORE, be it resolved that the City Council hereby approves the above
guidelines for the length of Commission meetings.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 16th day of October 2013 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Crystal Bothelio, City Clerk
DATE:
62
Jill Hunter, Mayor
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Brian Babcock DIRECTOR: Dave Anderson
Administrative Analyst I
SUBJECT: Community Event Grant Request — Montalvo Arts Splash
RECOMMENDED ACTION:
Determine whether or not to approve the Community Event Grant request for the Montalvo Arts
Center "Arts Splash Open House and Student Arts Festival."
BACKGROUND:
On September 30, 2013 the City received a Community Event Grant request for the Montalvo
Arts Center's "Arts Splash Open House and Student Arts Festival." The event will take place on
April 19, 2014 at the Montalvo Arts Center from 11 a.m. to 4 p.m. The total grant amount
request is $3,000 and would cover a portion of the event's expenses for shuttles and parking
attendants. The total cost of the event is estimated at $20,000.
There is $747 of funding still available in the Fiscal Year 2013/14 Community Event Grant
Program.
Emily Lieu - Harris, Montalvo Arts Center's Institutional Gifts Manager, will be present at the
meeting to answer any questions from Council regarding the event and the grant request.
FISCAL IMPACTS:
If Council authorizes the grant request, $747 will be withdrawn from the Fiscal Year 2013/14
Community Event Grant Program funds to cover a portion of the costs for shuttles and parking
attendants. There current balance remaining in the Community Event Grant Program is $747.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
Community event grant funds will not be allocated for the Montalvo Arts Splash event.
ALTERNATIVE ACTION(S):
Page 1 of 2
63
Council could choose to issue a smaller amount from the remaining funds or not grant any
funding.
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: Community Event Grant Request
Page 2 of 2
M
Print For
City of Saratoga
_ �5E Community Event Grant Application
'Lf FCRN,P
SUMMARY OF EVENT
Event Name:Arts Splash Open House & Student Arts Festival
Event Date: April 19, 2014
Event Location: Montalvo Arts Center
Grant Request: $3000
CONTACT FOR GRANT APPLICATION
Contact Name: Emily Lieu - Harris
Title: Institutional Gifts Manager
Organization: Montalvo Arts Center
Address: 15400 Montalvo Road, Saratoga, CA 95070
Phone: 408 - 961 -5847
ABOUT THE EVENT
Event Description:
Please see attachment
Event Hours:11AM -4PM
Total Event Cast:$20,000
Email:elieu @montalvoarts.org
Estimated Attendance: 3,500 One Time Event ❑ Annual Event El
Funding Amount Received from City in Past:None
Other Funding Sources: We plan to ask for support from past sponsors Symantec ($5,000) and University Art ($5,000) and
Include source & amountcontinue to identify other prospective event sponsors. We also expect parking fees and
concessions sales to bring in $4,000 to help offset costs.
Event Promotion Plan:
Advertising & marketing Please see attachment
Prior Event Organizing Experience. Please see attachment
Describe the experience of the event
coordinator and the organization
requesting funds
EVENT BUDGET: Please attach an itemized list of event expenses; identify the items you are requesting grant funding
for.
* Please attach additional sheets as needed to answer application questions.
65
It..
A'RT 6
City of Saratoga
Community Event Grant Application Attachment
Event Description
On April 19, 2014, Montalvo will welcome the community to its historic property and beautiful
grounds for Arts Splash, a dynamic open house and students arts showcase that will attract an
estimated 3,500 community members of all ages. Admission is free for the daylong event that
features live music and performances, visual arts in the Project Space Gallery, and hands -on arts
making. Docents will be on hand to lead public tours of the historic Villa and the grounds,
including the hiking trails in the hills surrounding the Villa. The event also offers a unique
opportunity to visit the open studios of Montalvo's Lucas Artists Residency Program. Usually
closed to the public, the LAP will open for Arts Splash, giving visitors the opportunity meet
current artists -in- residence, witness them in creative action and get a glimpse of their works in
progress.
The centerpiece of Arts Splash is the Student Arts Festival, which features artworks and
performances created by Bay Area student groups. In 2014, Arts Splash student works will focus
on Montalvo's current programming theme, Flourish: Artists Explore ilellbeing. Montalvo will invite
K -12 student teams from throughout the region to submit proposals for collaborative student
artworks or performances that speak to creating wellness through the arts. This focus encourages
students to celebrate and explore aspects of personal health and happiness and the wellness
within their community and environment through artistic expression. Selected groups will be
invited to showcase their visual arts projects on the grounds of Montalvo and to perform
throughout the day in our Garden Theatre and Carriage House Theatre.
Arts Splash offers children and families the opportunity to enjoy a diverse range of creative
activities, interact with exceptional local, national, and international artists, and explore the
history of our community's important cultural landmark.
Event Promotion Plan
Montalvo's Arts Splash: Open House & Student Arts Festival will be publicized through monthly
e- blasts (reaching 17,000+ subscribers), social networking sites (4,000+ Facebook and 1,600+
Twitter followers), local newspapers such as the San Jose Mercury News, Montalvo's website
(www.montalvoarts.org), and on fliers posted in the community and distributed to parents
through the Santa Clara County Office of Education.
Prior Event Organizing Experience. Describe the previous experience organizing events
of the primary event coordinator and the organization requesting funds.
Montalvo Arts Center produces over 200 events annually, including arts education offerings,
classical and popular music concerts, live theater, visual arts exhibitions, garden and culinary
workshops, and community outreach programs such as Arts Splash. 2014 will mark the fourth
Arts Splash event and we anticipate that attendance will reach 3,500 people.
..
montalvo
A R T S C E N T E R
City of Saratoga
Community Event Grant Application
Event Budget
Event Expenses
Shuttles /Parking Attendants — $5,600*
Marketing — $5,000
West Valley Parking Permit — $225*
Production — $1,600
Health Permits — $325
Liquor Permits — $150
Printing /Signage — $1,450
Porta Potties — $775
Artists /Performers /Presenters — $1000
Art Supplies and Materials — $1,425
Day of event staff - $2,500
Total — $20,000
*A City of Saratoga Community Event Grant will help offset the cost of shuttles /parking
attendants and West Valley parking permit.
67
SARATOGA CITY COUNCIL
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: Community Development
PREPARED BY: Cynthia McCormick
CITY MANAGER: Dave Anderson
DIRECTOR: James Lindsay
SUBJECT: 14065 Saratoga Avenue (Florence Cunningham House) - Mills Act Agreement
RECOMMENDED ACTION:
The Heritage Preservation Commission (HPC) recommends the City Council adopt the attached
Resolution and direct the City Manager to enter into a Mills Act Agreement for the property
located at 14065 Saratoga Avenue.
REPORT SUMMARY:
On March 5, 2003, the City Council approved a Resolution establishing the City's participation
in the Mills Act Program. The Mills Act is state legislation granting local governments the
authority to enter into agreements with owners of qualified historical properties to provide for the
use, maintenance, and restoration of the properties so as to retain the characteristics of their
historical significance. In exchange for these restrictions the owners receive a reduced assessed
valuation of their property thereby lowering their property taxes. A structure needs to be a City
of Saratoga Historical Landmark as described in City Code Section 13- 15.060 for the Mills Act
Program to be applicable. The City Council approved an ordinance on November 17, 1993
designating the property at 14065 Saratoga Avenue as a Saratoga Historic Landmark (Attachment
3). The City's past practice is that no more than three Mills Act contracts can be approved per
calendar year. The subject application is the first request for a Mills Act in 2013. The City has
entered into a total of seven Mills Act contracts since the program was created in 2003.
This single -story Craftsman style bungalow was built in circa 1930. This residence was designed
and constructed by Florence Cunningham, the author of Saratoga's First Hundred Years, a
history of the Western Santa Clara Valley and Saratoga. The contents of the house were sold at
the Saratoga Historical Museum in 1965. The home has a unique architectural ambiance of
1920's and 30's design. The home has a gently pitched broad gable roof with a lower gable
covering the front porch. The front porch features an arched entry, which is duplicated on a side
entry porch at the rear west side of the house. The exterior is clad in stucco with an aggregate
finish of polished pebbles. The windows are currently all wood sash. There are two large single -
pane windows on the front with muntins dividing the glass at the upper quarter of the window;
the wood front door is set off by sidelights using a similar muntin treatment.
The restoration plan provided in the draft Mills Act Agreement (Attachment2) calls for
improvements such as upgrading the basement and drainage system, replacing the foundation,
remodeling the kitchen, restoring the exterior stucco, improving the landscaping and exterior
lighting, and replacing the roof. The restoration plan also includes restoration and replacement of
.:
the window sashes, patching the wood rot, and making the windows functional. The ground level
windows in the basement and the windows on the back of the house will be replaced with Kolbe
windows with an aluminum clad exterior to protect from the weather and water damage and a
wood interior to maintain the historical look of the home's interior.
The Heritage Preservation Commission (HPC) reviewed this property as part of a regular
meeting on September 10, 2013. The HPC recommended the City Council adopt the resolution
approving the property for the Mills Act tax abatement program.
FISCAL IMPACTS:
With an approval of the Mills Act Agreement, the City would lose a portion of the property tax
collected from the property. The City receives approximately $515 in property tax for a property
assessed at $1,000,000. The Mills Act would reduce that amount of revenue by approximately
60 %. Staff resources utilized to prepare the staff report and process the application is charged to
deposit funds provided by the applicant.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The homeowner would not receive the tax reduction incentive from the Mills Act Agreement.
ALTERNATIVE ACTION:
1. Deny the proposed resolution.
2. Modify the proposed resolution.
FOLLOW UP ACTION:
1. Record the Mills Act Agreement.
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 approving Mills Act Agreement
2. Draft Mills Act Historic Property Preservation Agreement
a. Exhibit A — Legal Description of Historic Property
b. Exhibit B — City Council Resolution Approving Agreement
c. Exhibit C — Baseline Conditions of Historic Property
d. Exhibit D — Restoration Plan
3. Ordinance approval of Landmark status dated November 17, 1993.
4. Historic Inventory Report
5. Department of Parks and Recreation (DPR) Primary Record
6. Application Photos
.•
Exhibit B
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA APPROVING 14065 SARATOGA AVENUE
(APN 397 -25 -099) PARTICIPATION IN THE MILLS ACT
PROPERTY TAX ABATEMENT PROGRAM
WHEREAS, the City of Saratoga City Council recognizes the importance of preserving
historic resources in the community and the need to enhance and maintain the unique
character of the historic resources; and
WHEREAS, the City of Saratoga City Council has chosen to participate and support
the Mills Act Property Tax Abatement Program according to California Constitutional Art. X111-
8 and California Government Code, Article 12, Sections 50280 -50290 and California
Revenue and Tax Code 439 - 439.4; and
WHEREAS, the City of Saratoga City Council finds that participating in the Mills Act
Property Tax Abatement Program is consistent with the City of Saratoga Heritage
Preservation Code Chapter 13, and the General Plan Conservation Element CO.5.0 to
"Protect historical and archeological values and significant geographic landmarks from
destruction by development whenever possible" in that participating in the Mills Act will aid in
the preservation of historic resources in the City; and
WHEREAS, the property located at 14065 Saratoga Avenue has been approved as a
City designated Landmark and therefore the preservation of the property as a historic
resource is of utmost importance.
WHEREAS, the property located at 14065 Saratoga Avenue is the subject of a Mills
Act contract between the City and the property owners dated October 16, 2013.
NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Saratoga that it
approves participation in the Mills Act Property Tax Abatement Program and subject of a Mills
Act contract for the property located at 14065 Saratoga Avenue.
The above and foregoing Resolution was passed and adopted at a regular meeting of the
City Council of the City of Saratoga held on the 16th day of October 2013 by the following
vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
70
SIGNED:
JILL HUNTER
MAYOR OF THE CITY OF SARATOGA
Saratoga, California
2 of 2
ATTEST:
CRYSTAL BOTHELIO
CLERK OF THE CITY OF SARATOGA
Saratoga, California
71
Recording Requested by:
City Attorney
City of Saratoga, California
When Recorded, Mail to:
Office of the City Clerk
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Form per Gov't Code Section 27361.6
[SPACE ABOVE THIS LINE FOR RECORDER'S USE]
MILLS ACT HISTORIC PROPERTY PRESERVATION AGREEMENT
This Agreement, ( "Agreement "), is made and entered into this 16th day of October, 2013,
by and between, Lisa Yee - Ouchida and Steven Ouchida ( "Owner "), Owner of the real property
described below, and the City of Saratoga, California, a municipal corporation, ( "City "). City and
Owner may be referred to herein individually as a "Party" or collectively as the "Parties" or the
"Parties to this Agreement."
A. Recitals.
(1) California Government Code Section 50280, et seq. authorizes the City to enter into
contracts with owners of qualified historical properties to provide for the use, maintenance, and
restoration of historical properties so as to retain characteristics of historical significance.
(2) Owner possesses fee title in and to (together with associated structures and
improvements thereon) the real property described in Exhibit A to this Agreement and referenced
herein as the Historic Property. The Historic Property is shown as Assessors' Parcel Number 397 -25-
099 on the 2013 Santa Clara County Assessors' Roll and is generally referenced by the following
street address 14065 Saratoga Avenue in the City of Saratoga, as of the Effective Date.
(3) The Historic Property was designated by the City as a historic landmark by
Ordinance No. HP -20 and the City has determined that this Agreement is necessary to allow the
restoration, rehabilitation, and maintenance of the Historic Property.
(4) City and Owner, for their mutual benefit, now desire to enter into this agreement both
to protect and preserve the characteristics of historical significance of the Historic Property and to
qualify the Historic Property for an assessment of valuation pursuant to Section 439.2 of the
California Revenue and Taxation Code. The Resolution of the City Council approving this
Agreement is attached hereto as Exhibit B.
B. Agreement.
City and Owner, in consideration of the mutual covenants and conditions set forth herein and
the recitals set forth above, do hereby agree as follows:
Page 1 of 14
72
(1) Term of Agreement.
(a) This Agreement shall be effective and commence on the date recorded in the
Santa Clara County Recorder's Office ( "Effective Date ") and shall remain in effect for a term of ten
(10) years thereafter.
(b) Each year on the anniversary of the Effective Date ( "Renewal Date "), the term
of the Agreement shall be extended by one year unless notice of non - renewal is served as provided
herein.
(c) In accordance with Government Code section 50282 if either Owner or City
desire in any year not to renew the Agreement, that Party shall serve on the other Party written notice
of non - renewal. Notice of non - renewal by City shall be filed at least sixty days prior to the Renewal
Date. Notice of non - renewal by Owner shall be filed at least ninety prior to the Renewal Date.
Either party may protest a notice of non - renewal. A notice of non - renewal may be withdrawn at any
time prior to the Renewal Date by serving the other Party with a notice of withdrawal of the notice of
non - renewal. If a Party serves and does not withdraw a notice of non - renewal the Agreement shall
remain in effect for ten years from the next Renewal Date as stated in this contract.
(2) Condition of Historic Property. The characteristics that contribute to the historic
significance of the Historic Property and the condition of the Historic Property as of the Effective
Date are documented in Exhibit C to this Agreement ( "Baseline Conditions ").
(3) Standards for Historical Property. During the term of this Agreement, the Historic
Property shall be subject to the following conditions, requirements, and restrictions:
(a) Owner shall immediately implement the list of goals and general improvement
plans for maintenance, restoration and rehabilitation of the Historic Property as set forth in Exhibit D
to this Agreement ( "Restoration Plan ") in order to bring the Historic Property into conformance with
the rules and regulations of the Office of Historic Preservation of the California Department of Parks
and Recreation, the Secretary of the Interior's Standards for Rehabilitation and the State of
California's Historic Building Code (collectively, the "Applicable Rules "). Thereafter, Owner shall
preserve and maintain the characteristics that contribute to the historic significance of the Historic
Property. This shall include, but not be limited to, maintaining the Historic Property in good repair
and conducting all use, maintenance, repair, restoration, and preservation in accordance with the
Applicable Rules and all other City, State, and Federal laws.
(b) Nothing in this Agreement shall be construed to prevent the ordinary
maintenance or repair of any exterior architectural feature in or on the Historic Property that does not
involve a change in design, material, or external appearance thereof. Nor does this Agreement
prevent the construction, reconstruction, alteration, restoration, demolition, or removal of any such
external architectural feature when the Community Development Director determines that such
action is required for the public safety due to an unsafe or dangerous condition which cannot be
rectified through the use of the California State Historic Building Code and when such architectural
Page 2 of 14
73
feature can be replaced according to the standards described in subsection (a), above.
(c) The California State Historic Building Code ( "SHBC ") provides alternative
building regulations for the rehabilitation, preservation, restoration, or relocation of structures
designated as Historic Properties. The SHBC shall be used in the City's building permit procedure
for the Historic Property, except as otherwise provided in this agreement or the SHBC. Nothing in
this Agreement shall be deemed to prevent any fire, building, health, or safety official from enforcing
laws, ordinances, rules, regulations, and standards to protect the health, safety, welfare, and property
of the Owner or occupants of the Historic Property or the public.
(d) Owner shall maintain the Historic Property in a manner that does not block the
view of the Historic Property from sites accessible to the public with any new structure, fence,
shrubbery, or other landscaping.
(4) Provision of Information.
(a) Within thirty days of any request, Owner shall furnish City with any and all
information requested by City relevant to this contract to determine compliance with the terms and
provisions of this Agreement.
(b) Owner shall keep and preserve, for at least ten years beyond the term of this
Agreement, all records as may be necessary to determine the eligibility of the property involved, and
Owner's compliance with the terms and provisions of this Agreement. These records shall include,
but not be limited to photographs, blueprints, permits, historical and/or architectural review
approvals. In the event the Historic Property is sold, the Owner of the property at the time of sale
shall transfer all such records to the new Owner of the Historic Property.
(c) Owner shall submit annually to the Community Development Director a report
which shall specify all work completed during the preceding twelve months to comply with the
requirements of this Agreement and report on such other items as may be specified by the
Community Development Director.
(d) Owner shall allow for periodic examinations, by prior appointment, of the
interior and exterior of the Historic Property by representatives of the County Assessor, State
Department of Parks and Recreation, State Board of Equalization, (collectively the "Interested
Agencies ") and/or the City. The Community Development Director shall determine when periodic
examinations by the City may be necessary to determine the eligibility of the property involved, and
to determine Owner's compliance with the terms and provisions of this Agreement. Examinations
by representatives of the Interested Agencies shall be made as deemed necessary by those agencies.
(5) Cancellation.
(a) CITY, following a duly noticed public hearing as set forth in California
Government Code Section 50285, may cancel this Agreement if it determines one or more of the
Page 3 of 14
74
following:
(i) Owner has breached any of the terms or conditions of this Agreement;
(ii) Owner has allowed the Historic Property to deteriorate to the point
that it no longer meets the standards of the Applicable Rules or no
longer qualifies as a City of Saratoga historic landmark;
(iii) Owner has allowed the property to deteriorate to the point that it no
longer meets standards as provided for in Chapter 16 of the Saratoga
City Code including, but are not limited to, the Uniform Housing
Code, the Uniform Fire Code, and the Uniform Code for the
Abatement of Dangerous Buildings;
(iv) Owner has not complied with other local, state, or federal laws and
regulations.
(b) In the event of cancellation, OWNER shall be subject to payment of those
cancellation fees set forth in California Government Code Sections 50280, et seq.
(6) No Waiver of Breach. No waiver by City of any breach under this Agreement shall
be deemed to be a waiver of any other subsequent breach. City does not waive any claim of breach
by Owner if City does not enforce or cancel this Agreement. All other remedies at law or in equity
which are not otherwise provided for under the terms of this Agreement or in the City's laws and
regulations are available to the City.
(7) Enforcement. In lieu of and /or in addition to any provisions to cancel the
Agreement, City may specifically enforce, or enjoin the breach of the terms of this Agreement. In
the event of a default by Owner City shall give written notice of the violation to Owner by registered
or certified mail addressed to the address provided for notice in this Agreement. The violation shall
be corrected to the reasonable satisfaction of City within thirty days of the date the notice is mailed.
Where the violation cannot reasonably be cured within sixty days, actions to cure the violation shall
be commenced within sixty days and pursued diligently to completion within a reasonable period of
time to be determined by the City. If the violation is not timely cured then the City may, without
further notice, declare a default and bring any action necessary to specifically enforce the obligations
of Owner under this Agreement, apply to any state or federal court for injunctive relief or apply for
such other relief as may be appropriate. The City's right to enforce this Agreement shall in no way
limit or restrict its rights or legal remedies arising under other provisions of local, state, or federal
law, including the historic preservation regulations under the City's municipal code.
(8) Binding Effect of Agreement.
(a) Owner hereby voluntarily subjects the Historic Property to the covenants,
reservations, and restrictions as set forth in this Agreement. The Parties hereby declare their specific
Page 4 of 14
75
intent and agreement that all of the agreements, rights, covenants, reservations, and restrictions
contained in this Agreement shall be binding upon and shall inure to the benefit of the parties herein,
their heirs, successors, legal representatives, assigns and all persons acquiring any part or portion of
the Historic Property, whether by operation of law or in any manner pursuant to this Agreement.
Each and every contract, deed, or other instrument hereinafter executed, covering, encumbering, or
conveying the Historic Property, or any portion thereof, shall conclusively be held to have been
executed, delivered, and accepted subject to the covenants, reservations, and restrictions expressed in
this Agreement, regardless of whether such covenants, reservations, and restrictions are set forth in
such contract, deed, or other instrument. Prior to sale of the Historic Property, Owner shall give
notice to the City.
(b) City and Owner hereby declare their understanding and intent that the burden
of the covenants, reservations, and restrictions set forth herein touch and concern the land in that
Owner has a legal interest in the Historic Property and this Agreement relates to and affects the use
of the Historic Property.
(c) City and Owner hereby further declare their understanding and intent that the
benefit of such covenants, reservations, and restrictions touch and concern the land by enhancing and
maintaining the historic characteristics and significance of the Historic Property for the benefit,
which includes, but is not limited to the benefit to the public street named in the recitals to this
Agreement, City, residents of City and of the State of California, and Owner.
(9) Notice.
(a) Any notice required to be given by the terms of this Agreement shall be
provided at the address of the respective parties as specified below or at any other address as may be
later specified by the parties hereto.
CITY: City of Saratoga
Attn: City Clerk
13777 Fruitvale Avenue
Saratoga, CA 95070
OWNER: Lisa Yee - Ouchida and Steven Ouchida
14065 Saratoga Avenue
Saratoga, CA 95070
(10) No Partnership or Joint Enterprise Created. None of the terms, provisions, or
conditions of this Agreement shall be deemed to create a partnership between the parties hereto and
any of their heirs, successors, or assigns; nor shall such terms, provisions, or conditions cause them
to be considered joint ventures or members of any joint enterprise.
(11) Hold Harmless and Indemnification. Owner agrees to protect, defend, hold
harmless and indemnify City, its City Council, commissions, officers, agents, and employees from
Page 5 of 14
76
and against any claim, injury, liability, loss, cost, and/or expense or damage, however same may be
caused, including all costs and reasonable attorney's fees in providing a defense to any claim arising
there from for which Owner shall become legally liable arising from Owner's acts, errors, or
omissions with respect to or in any way connected with the prosecution of the work performed by
Owner pursuant to this Agreement. This hold harmless provision applies to all damages and claims
for damages suffered, or alleged to have been suffered, by reason of the conduct referenced in this
Agreement regardless of whether City prepared, supplied, or approved any plans, specifications,
other documents, or any proposed conduct relating to the Historic Property.
(12) Attorneys' Fees. In the event legal proceedings are brought by any Party or Parties to
enforce or restrain a violation of any of the covenants, reservations, or restrictions contained herein,
or to determine the rights and duties of any Party hereunder, each party in the proceedings shall pay
its own attorney's fees.
(13) Recordation and Notice. No later than twenty (20) days after the parties execute
and enter into this Agreement, City shall cause this Agreement to be recorded in the office of the
County Recorder of the County of Santa Clara. Owner shall provide written notice of this agreement
to the Office of Historic Preservation of the Department of Parks and Recreation no later than six (6)
months of entering into this Agreement and shall provide the City with a copy of such notice at the
time it is filed.
(14) Fees. The Community Development Director may assess and Owner shall pay such
Mills Act Historic Property Contract fees for the administration of this Agreement as may be
authorized from time to time by the City Council.
(15) Severability. If any section, sentence, clause, or phrase of this Agreement is, for any
reason, held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, or
by subsequent preemptive legislation, such decision shall not affect the validity and enforceability of
the remaining provisions, or portions of this Agreement, and shall not be affected thereby. City and
Owner hereby declare that each would have approved and accepted this Agreement, and each
section, sentence, clause, or phrase thereof, irrespective of the fact that any one or more sections,
subsections, sentences, clauses, or phrases be declared invalid or unconstitutional.
(16) Integrated Agreement - Totality of Agreement. This Agreement embodies the
agreement between City and Owner and its terms and conditions. No other understanding,
agreements, or conversations, or otherwise, with any officer, agent, or employee of City prior to
execution of this Agreement shall affect or modify any of the terms or obligations contained in any
documents comprising this Agreement. Any such verbal agreement shall be considered as unofficial
information and in no way binding upon City. All Exhibits to this Agreement are hereby
incorporated and made a part of this Agreement.
(17) Captions. The captions of the various sections, paragraphs and subparagraphs are for
convenience only and shall not be considered or referred to in resolving questions of interpretation.
Page 6 of 14
77
(18) Governing Statutes and Law. This Agreement shall be governed and construed in
accordance with the statutes and laws of the State of California.
(19) Amendments. This Agreement may be amended, in whole or in part, only by a
written recorded instrument executed by the parties hereto.
IN WITNESS WHEREOF, CITY and OWNER have executed this Agreement on the day
and year first written above.
CITY OF SARATOGA, CALIFORNIA,
a California municipal corporation
Dave Anderson
CITY MANAGER
ATTEST:
Crystal Bothelio
CITY CLERK
Approved as to Form:
Richard Taylor
CITY ATTORNEY
OWNER [Notarized Signature(s) Required]
Address:
13777 Fruitvale Avenue
Saratoga, CA 95070
Telephone: (408) 868 -1222
Fax Number: (408) 868 -8555
Page 7 of 14
Name: Lisa Yee - Ouchida and Steven Ouchida
Title: Owner
Local Address: 14065 Saratoga Avenue, Saratoga, CA 95070
Telephone: 408 -505 -0968
Exhibit List
Exhibit A
— Legal Description of Historic Property
Exhibit B —
City Council Resolution Approving Agreement
Exhibit C —
Baseline Conditions of Historic Property
Exhibit D
— Restoration Plan
Page 8 of 14
79
Exhibit A
The Historic Property that is the subject of this Agreement is the real property described below
including all structures and improvements thereon:
All that certain real property situated in the City of Saratoga, County of Santa Clara, State of
California, described as follows:
Parcel 2, as shown on that Parcel Map filed for record in the Office of the Recorder of the County
of Santa Clara, State of California on August 17, 1995, in Book 669 of Maps, Page(s) 9.
APN: 397 -25 -099
:c
Exhibit B
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SARATOGA APPROVING 14065 SARATOGA AVENUE
(APN 397 -25 -099) PARTICIPATION IN THE MILLS ACT
PROPERTY TAX ABATEMENT PROGRAM
WHEREAS, the City of Saratoga City Council recognizes the importance of preserving
historic resources in the community and the need to enhance and maintain the unique character of the
historic resources; and
WHEREAS, the City of Saratoga City Council has chosen to participate and support the
Mills Act Property Tax Abatement Program according to California Constitutional Art. XIII -8 and
California Government Code, Article 12, Sections 50280 -50290 and California Revenue and Tax
Code 439 - 439.4; and
WHEREAS, the City of Saratoga City Council finds that participating in the Mills Act
Property Tax Abatement Program is consistent with the City of Saratoga Heritage Preservation Code
Chapter 13, and the General Plan Conservation Element CO.5.0 to "Protect historical and
archeological values and significant geographic landmarks from destruction by development
whenever possible" in that participating in the Mills Act will aid in the preservation of historic
resources in the City; and
WHEREAS, the property located at 14065 Saratoga Avenue has been approved as a City
designated Landmark and therefore the preservation of the property as a historic resource is of
utmost importance.
WHEREAS, the property located at 14065 Saratoga Avenue is the subject of a Mills Act
contract between the City and the property owners dated October 16, 2013.
NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Saratoga that it approves
participation in the Mills Act Property Tax Abatement Program and subject of a Mills Act contract
for the property located at 14065 Saratoga Avenue.
The above and foregoing Resolution was passed and adopted at a regular meeting of the City Council
of the City of Saratoga held on the 16th day of October 2013 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
m
ABSENT:
ABSTAIN:
SIGNED:
JILL HUNTER
MAYOR OF THE CITY OF SARATOGA
Saratoga, California
0
ATTEST:
CRYSTAL BOTHELIO
CLERK OF THE CITY OF SARATOGA
Saratoga, California
Exhibit C
1. NAME OF PROPOSED MONUMENT: Florence Cunningham Residence
2. ADDRESS: 14065 Saratoga Avenue, Saratoga, CA 95070
3. ASSESSOR'S PARCEL NUMBER: 397 -25 -099
4. COMPLETE LEGAL DESCRIPTION: Parcel 2, as shown on that Parcel Map filed for
record in the Office of the Recorder of the County of Santa Clara, State of California on
August 17, 1995, in Book 669 of Maps, Page(s) 9.
5. ADDRESS: 14065 Saratoga Avenue
6. PRESENT OWNERS: Lisa Yee - Ouchida and Steven Ouchida
7. OWNERSHIP: Private
8. PRESENT AND ORIGINAL USE: Single Family Residential
9. ARCHITECTURAL STYLE: Craftsman
10. PRESENT PHYSICAL DESCRIPTION: See project file at City of Saratoga
11. CONSTRUCTION DATE: c. 1930
12. ARCHTECT/DESIGNER: Florence Cunningham
13. BUILDER: Unknown
14. PHOTOGRAPHS: Attached in DPR 523A
15. CONDITION: See project file at City of Saratoga. Fair with its age. Estimated restoration
cost is approximately $206,400 — $227,900. The restoration plan provided contained in the
draft Mills Act Agreement (Attachment 4) provides for improvements such as improving the
basement and drainage system, replacing the foundation, remodeling the kitchen, restoring
the exterior stucco, improving the landscaping and exterior lighting, and replacing the roof.
The restoration plan also includes restoration and replacement of the window sashes,
patching the wood rot and making the windows functional. The ground level windows in the
basement and the windows on the back of the house will be replaced with Kolbe windows.
The aluminum clad exterior will protect the windows from the weather and water damage.
The interior of the window will be wood to maintain the historical look of the house inside.
m
16. ALTERATIONS: See project file at City of Saratoga
17. THREATS TO THE SITE: The site is located on Saratoga Avenue. Private development or
zoning changes are potential threats to the site.
18. STATEMENT OF SIGNIFICANCE: This single -story Craftsman style bungalow was built
in c.1930. This residence was designed and constructed by Florence Cunningham, the author
of Saratoga's First Hundred Years, a history of the Western Santa Clara Valley and Saratoga.
It has a unique architectural ambiance that is a clear statement of 1920's and 30's design. Ms.
Cunningham cared for her parents in this house, and her brother lived in the house next door.
The contents of the house were sold at the Saratoga Historical Museum in 1965. The home
has a gently pitched broad gable roof and lower gable covering the front porch. The front
porch features an arched entry, which is duplicated on a side entry porch at the rear west side
of the house. The exterior is clad in stucco with an aggregate finish of polished pebbles. The
windows are currently all wood sash. There are two large single -pane windows on the front
with muntins dividing the glass at the upper quarter of the window; the wood front door is set
off by sidelights using a similar muntin treatment. (description prepared by B. Mitchell,
Heritage Preservation Commission member, City of Saratoga)
The Florence Cunningham Residence is listed on the Historic Resources Inventory and has
been designated a Historic Landmark. In 1989, the home was found to meet criteria (b) as it
is identified with persons or events significant in local, county, state or national history; (c)
as it embodies
distinctive characteristics of a style, type, period or method of construction, or is a valuable
example of the use of indigenous materials; and (e) as it embodies or contributes to unique
physical characteristics representing an established and familiar visual feature of a
neighborhood or district within the City.
19. SOURCES: See project file at City of Saratoga
20. PREPARER: Cynthia McCormick, City of Saratoga, 13777 Fruitvale Avenue, Saratoga,
CA 95070
Exhibit D
RESTORATION PLAN
1. Year 2013:
- Drainage improvement: Waterproof
basement
- Add French Drainage system
Estimate cost: $42,000
2. Year 2014:
- Foundation replacement
Estimate cost: $65,000
3. Year 2015:
- Windows Replacement: (back of
house and basement only)
- Replace with Kolbe Wood Windows
- Maintenance of the windows
Estimate cost: $12,100 - $14,000
4. Year 2016:
- Replace basement door
- Fix cracked basement stairs
Estimate cost: $7200 - $8200
5. Year 2017:
- Remodel kitchen
- Upgrade interior electrical
Estimate cost: $60,000 - $71,100
99
6. Year 2018:
- Restore the stucco on the house
Estimate cost: $3,000 - $4,000
7. Year 2019:
- Landscape upgrade: Add
pavers to the driveway
Add pavers to front walkway
Create a patio
Fix fence
Estimate cost: $ 12,100 — $15,000
8. Year 2020:
- Add and Upgrade exterior lighting
Estimate cost: $300 - $500
9. Year 2021:
- Roof replacement
Estimate cost: $3700 — $5,100
10. Year 2022:
- Mature tree maintenance
- Exterior woodwork/ window frame/ trim/
railing repair
Estimate cost: $1,000 - $3,000
HISTORIC RESOURCES INVENTORY ( #74)
IDENTIFICATION
1. Common name:
2. Historic name: Florence Cunningham Residence
3. Street or rural address: 14065 Saratoga Avenue
City: Saratoga
4. Parcel number: 397-25-088
5. Present Owner: Larry & Jill Fine
City: Saratoga
Ownership is: Public:
Zip: 95070 County: Santa Clara
Address: 14071 Saratoga Avenue
a 07 a 0 L-19 me WE
Private: X
6. Present Use: Residence Original Use: Residence
DESCRIPTION
7a. Architectural style: Craftsman Bungalow
7b. Briefly describe the present physical appearance of the site or
structure and describe any major alterations from its original
condition:
This is a simple one-story bungalow with a gently pitched broad gable
roof and lower gable covering the front porch. The front porch
features an arched entry, which is duplicated on a side entry porch at
the rear west side of the house. The exterior is clad in stucco with
an aggregate finish of polished pebbles. The windows are all wood
sash. There are two large single-pane windows on the front with
muntins dividing the glass at the upper quarter of the window; the wood
front door is set off by sidelights using a similar muntin treatment.
8. Construction date:
Estimated: 1930
Factual:
9. Architect: Unknown
10. Builder: Unknown
11. Approx. prop. size (ft)
Frontage: 300 ft.
Depth: 150 ft.
approx. acreage: 1.0
12. Date(s) of enclosed
photograph(s)
0
13. Condition: Excellent: X Good: Fair: Deteriorated:
No longer in existence:
14. Alterations: None
15. Surroundings: (Check more than one if necessary)
Open land: Scattered buildings: Densely built-up:
Residential: X Industrial: Commercial: Other:
16. Threats to site: None known: X Private development:
Vandalism: Public Works project: Other:
17. Is the structure: on its original site? X Moved?
18. Related features:
#74
Page 2
Zoning:
Unknown?
SIGNIFICANCE
19. Briefly state historical and/or architectural importance (include dates,
events, and persons associated with the site).
This residence was designed and constructed by Florence Cunningham,
the author of Saratoga's First Hundred Years, a history of the Western
Santa Clara Valley and Saratoga. It has a unique architectural
ambiance that is a clear statement of 1920's and 30's design. Ms.
Cunningham cared for her parents in this house, and her brother lived
in the house next door. The contents of the house were sold at the
Saratoga Historical Museum in 1965.
20. Main theme of the historic resource:
(If more than one is checked, number
in order of importance.)
Architecture: X Arts/Leisure:
Economic/Industrial:
Exploration/Settlement:
Government: Military:
Religion: Social/Ed.:
21. Sources (List books, documents,
surveys, personal interviews and
their dates). Interview with
Larry Fine, 3/11/89.
22. Date form prepared: 4/89
By (name): B. Mitchell
Organization: HPC
Address: 13777 Fruitvale Ave.
City: Saratoga Zip: 95070
Phone: 867-3438
M
Location Sketch Map
NORTH
A-q e
A
%A
State of California - The Resources Agency
DEPARTMENT OF PARKS AND RECREATION
PRIMARY RECORD
Other Listings
Review Code
Primary #
HRI #
Trinomial
NRHP Status Code
Reviewer Date
Page 1 of 4 *Resource Name or # (Assigned by recorder): Florence Cunningham House
P1. Other identifier: HP -91 -01 HP -20
*132. Location: ❑ Not for Publication ® Unrestricted
*a. County Santa Clara County and (P2b and P2c or P2d. Attach a location map as necessary.)
*b. USGS 7.5' Quad Cupertino Date 1980 Photorevised T .8 S. ; R .2 W. ; Mount Diablo B.M.
c. Address: 14065 Saratoga Ave. City Saratoga Zip 95070
d. UTM:(give more than one for large and /or linear resources) Zone 10S mE/ mN
e.Other Locational Data: (e.g., parcel #, directions to resource, elevation, etc., as appropriate)
northwest side of Saratoga Avenue southwest of Shadow Oaks Way. APN# 397 -25 -099
*P3a. Description: (Describe resource and its major elements, include design, material, condition, alterations, size, setting, and boundaries)
This is an excellent one -story late- Craftsman bungalow (also sometimes known as a California
Craftsman) with a gently pitched triple -gable roof. The main roof is a full -width gable, a
shallow wing projects at the north end of the front facade, and a lower gable covers the front
porch. The front porch features an arched entry, which is duplicated on a side entry porch at
the rear west side of the house. The entry is topped by a glazed swag ornament with the letter
"A ", and the gable ends are supported by outlookers. The exterior is clad in stucco with an
unusual aggregate finish of polished pebbles. The windows are all wood. There are two large
single -pane focal windows on the front elevations, with a horizontal muntin separating a 6-
lite pattern at the top of the sash. The wood front door is flanked by sidelights using a
similar muntin pattern.
*P3b. Resource Attributes: (List attributes and codes)
*134. Resources Present: ® Building ❑ Structure
HP2. Single family property
❑ Object ❑ Site ❑ District ❑ Element of District ❑ Other (Isolates, etc.)
P5b.Description of Photo:
(View, date, accession #)
View facing northwest, July 2009.
*P6. Date Constructed /Age and Source:
® Historic ❑ Prehistoric ❑ Both
1930, 79 years old.
*P7. Owner and Address:
Michael & Linda Ubinas
14065 Saratoga Ave.
Saratoga CA 95070
*138. Recorded By: (Name,
affiliation, and address)
F. Maggi, L. Dill, & J. Kusz
Archives & Architecture, LLC
PO Box 1332
San Jose, CA 95109
*P9. Date Recorded: 10/26/09
*P10. Survey Type: (Describe)
Reconnaissance
*P11. Report Citation: (Cite survey report and other sources, or enter "none ".)
Archives & Architecture: City of Saratoga Statement of Historic Context, 2009.
*Attachments:
❑ None ® Continuation Sheet ❑ District Record ❑ Rock Art Record ❑ Other (List):
® Location Map ® Building, Structure, and Object Record ❑ Linear Feature Record ❑ Artifact Record
❑ Sketch Map ❑ Archaeological Record ❑ Milling Station Record ❑ Photograph Record
DPR 523A (1/95) * Required Information
::
State of California - The Resources Agency Primary #
DEPARTMENT OF PARKS AND RECREATION HRI #
BUILDING, STRUCTURE, AND OBJECT RECORD
Page 2 of 4 *NRHP /CRHR Status Code 3CS
Resource Name (Assigned by recorder) Florence Cunningham House
B1. Historic Name: Florence Cunningham House
B2. Common Name: 14065 Saratoga Ave.
B3. Original Use: Single family residential B4. Present Use: Single family residential
*135. Architectural Style: Craftsman
*136. Construction History: (Construction date, alterations, and date of alterations)
Constructed circa 1930.
*137. Moved? ® No ❑ Yes ❑ Unknown Date: n/a Original Location: n/a
*138. Related Features:
None known.
B9a. Architect: Florence Cunningham b. Builder: Unknown
*1310. Significance: Theme Architecture Area: Heritage Lane
Period of Significance: 1930s - 1956 Property Type: Residential Applicable Criteria: (2), (3)
(Discuss importance in terms of historical or architectural context as defined by theme, period and geographic scope. Also address integrity.)
The Florence Cunningham House is listed on the Saratoga Heritage Resources Inventory, included
as a part of HP- 91 -01. It qualified under Criteria b, c, and e:
b) the property is identified with persons significant in local history;
c) the property embodies distinctive characteristics of the Craftsman Bungalow style, type and period;
e) the property embodies unique physical characteristics that represent an established and familiar
visual feature of a neighborhood.
The Florence Cunningham House is eligible for the California Register of Historical Resources,
as it is a Designated Landmark Structure.
(Continued on page 4, DPR523L)
B11. Additional Resource Attributes: (list attributes and codes) None
*1312. References:
Saratoga Heritage Preservation Commission, Historic
Resources Inventory form, 1989.
1313. Remarks: Designated Landmark Structure
*1314. Evaluator: Franklin Maggi
*Date of Evaluation: October 26, 2009
(This space reserved for official comments.)
DPR 523B (1/95)
:•
(Sketch Map with north arrow required.)
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*Required Information
State of California - The Resources Agency
DEPARTMENT OF PARKS AND RECREATION
LOCATION MAP
Page 3 of 4
* Map Name: Multiple
Primary #
HRI #
Trinomial
*Resource Name or # (Assigned by recorder) Florence Cunningham House
*Scale: n. t. s. * Date of Map: varies
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DPR 523J (1/95) *Required Information
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State of California - The Resources Agency Primary #
DEPARTMENT OF PARKS AND RECREATION HRI #
Trinomial
CONTINUATION SHEET
Page 4 of 4 *Resource Name or # (Assigned by recorder) Florence Cunningham House
*Recorded By F. Maggi, L. Dill, & J. Kusz
(Continued from page 2, DPR523b, B10)
* Date 10/26/2009 ® Continuation ❑ Update
istorical Background
his residence was designed and constructed by Florence Cunningham, the author of Saratoga's
first Hundred Years, a history of the Western Santa Clara Valley and Saratoga. Ms. Cunningham
lorence, was educated as a teacher with an avocation in historical research on the Santa Clara
alley. She served as chair of the history and landmarks committee of the Saratoga Foothill
lub and was instrumental in forming the Saratoga Historical Foundation in 1960. The contents
f the house were sold at the Saratoga Historical Museum in 1965.
tegrity
e house retains its architectural design, workmanship and materials, as well as a compatible
tting and original location, and the property continues to embody the historical associations
d feelings of this residence.
DPR 523L (1/95)
91
*Required Information
14 065 SARATOGA AVE
EXISTING PHOTOS
1- FRONT
2- FRONT YARD
11
3- LEFTSIDE AND DRIVEWAY
4- RIGHT SIDE AND FRONT WALKWAY
21
5- SIDE PORCH AND BASEMENT ENTRANCE ON RIGHT SIDE
6- BAC K
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8 - BASEMENT AND BACK WINDOWS
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70- MISSING PATCHES OF STUCCO
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11- EXTERIOR PORCH LIGHTS
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Edward's Construction
A PARTNERSHIP
A General construction firm
Specializinci in foundation repair
B -7 §3218
E- Mail: edwardfoun_dation @comcast.net
T 2533 Amethyst Dr
Santa Clara Ca 95051
Office 408 - 985 -0731 Cellular 408- 595 -2915, 408- 595 -2914
8/11/2010
Address
Mr. & Mrs. Ouchida
14065 Saratoga Avenue
Saratoga Ca 95070
Qell 8Q6 -0678
niniabdala@aol.com
Foundation evaluation
1. FOUNDATION INSPECTION EVALUATION
This report is limited to the basic structural support systems and related items
only. Others will provide a complete general home inspection. There was no
permit available at the time of this inspection all permit statistics should be
checked at the building department to verify the scope of work. This property
was developed under a previous building code that was an effect at the time of
construction and consequently the structure probably does not meet current
building codes at this time. This is a normal situation for buildings the building
code is typically updated every two to four years. The foundation review of this
building is based on the building codes in effect at the time of construction. The
findings listed are valid on the date of inspection only, and may be found
different upon reinspection later. Conditions do change with time. No destructive
testing was done to determine conditions hidden inside of various components or
underground. No engineering calculations of any kind were performed to
determine actual or permitted loads upon specific structural members. This is a
visual evaluation of readily observable conditions. The property is a single- family
home, one story wood framed construction with a detached garage. It is situated
in a developed Neighborhood of essentially similar homes. The overall quality
and condition of this property are generally fair however there are some areas
that are in need of improvement. There has been long -term settlement around
the perimeter foundation. Some re- leveling has been done. Drainage could be
improved to reduce future movements. See specific observations and
recommendations below. Grading on the lot is a slight slope down to the road.
This house was most likely built up above original farmland. Degree of
compaction in the filled soils is unknown, but does appear to be slight. Loose
soils tend to settle more than tightly compacted soils. I observed efflorescence
101
{mineral stains caused by moist conditions} on the interior side of the perimeter
foundation, There are several areas of spalling on the inside of the perimeter
foundation, this is usually cause by excessive water seating into the concrete.
From this surface observation, it is unknown what type of foundation was use to
support this house, or all the details of its construction. It appeared to be of non -
reinforced concrete with a continuous spread footing perimeter type foundation
with isolated shallow pier and past system supporting the interior finish floors.
There are voids under the mudsill at some location around the perimeter of the
foundation. Also observed foundation on drive way side is below or at grade also
seen a few voids known as rock pockets.
Recommendation:
Dry packing under mudsill to allow for full contact with the foundation and
mudsill of the foundation also fill rock pockets,,,
Cost estimate $ 600.00
Recommendation:
Permit statistic should be checked at the building department to verify
the scope of work that was done.
2. FINISH FLOOR ELEVATIONS
A visual elevation check indicates that the majority of the interior finish floor
support members remain in their near original condition and general elevations.
However, some notable inconsistency in the foundation systems elevations was
observed. This condition is generally brought about by failure in the concrete
members and soil consolidation that result in subsequent movement in the
adjacent members because of changing foundation support conditions. The long-
term affects of this condition are commonly revealed in the crowning or sagging
of the finish floors at localized areas throughout the house. Considering my
observations at this site, I believe this condition has primarily resulted from the
movement of the components or the foundation. For more detailed figures of the
current floor levels through out the house a liquid floor survey should be
conducted,
3. GARAGE SLAB
There is some cracking in the slab area this is quite normal for this area due soils
conditions.
4. Under floor ventilation
Under floor ventilation should have openings with a net area of 1 square foot for
each 150 square foot of under floor area. This requirement is found in the 1997
uniform building code 2306.7. The exception to this rule is if the building was
built under an older building code. The under floor ventilation appears to be
adequate at this time,
102
5. FOUNDATION ANC'UORS
I observed some Simpson retrofit foundation anchor at several location around
the perimeter of foundation.
Recommendation:
Recommend Bolt down perimeter wall using Simpson specification foundation
anchors and two 1/2"M 1/4 mechanical anchors and two standard washers per
manufacturer's instructions.
Cost estimate $4,995.00
I recommend the inspection of foundation anchors be performed after every
significant occurrence of seismic activity to ensure the system is maintained in
serviceable condition.
6. Basement Wall
This house has a basement and the walls are serviceable at this time.
7. INTERIOR ISQLATED PIER POST SYSTEM
The interior isolated pier post assemblies support the main girders at the Interior
of the structure. These assemblies are necessary to maintain a relatively firm and
consistent elevation of the finish floor throughout the structure and stabilize the
interior structural support. It appears that the majority of interior isolated piers
remain in good condition and in near original condition. The pier post material
used in this house is unconventional to today's construction methods. There
were no framing for vertical diaphragms which is know as shear walls bracing
visible under the floor of the house, by adding bracing under the house this
helps with lateral movement. Framing should be spaced not farther apart than
16 inches center to center. Sills, plates and marginal studs shall be adequately
connected to framing elements located above and below to resist in lateral
movement,
Recommendation:
I recommend lateral gracing be installed with the proper framing material by
under the house to help stabilize the house in seismic activities.
Cost estimate $2,800.00
8. FRACTURES IN Perimeter FOUNDATION
I observed some minor vertical fractures in the concrete perimeter foundation
stem walls and grade beams.
9. FOUNDATION WORK
All foundation work requires a building permit and plan our company will get the
necessary permits. If special engineering is required by the Governing Agency,
the Client is to be bill as an extra to this estimate. The exception to this rule is
epoxy injection does not need a building permit for this kind of repair.
Plans and Permits $1,975.00.
103
10. SURFACE DRAINAGE
Site surface drainage adjacent to the foundation of the home was generally poor
and appears to be insufficient at this time to maintain a completely dry condition
at the perimeter of the foundation during normal weather conditions. It appears
that significant amounts of surface water collected at or near the perimeter
foundation are a result of site topography, landscaping, concrete surfaces and
missing or condition of rain gutter and rain leader outlets.
Recommendation:
The ground around your home should slope down away from the foundation. It
probably did when your house was built, but it may not now. Even properly
graded soil tends to settle over time. Correcting this problem by adding or
removing fill dirt to allow for a negative fall away from the foundation this can
minimize the damage that has all ready accused and help prolong the life of the
foundation. The homeowner or a landscape contractor can do this type of work.
11. General Recommendations:
I recommend the inspection of foundation anchors (where possible) be
performed after every significant occurrence of seismic activity to ensure the
system is maintained in a serviceable condition. I recommend that the
condition {s of the foundation components be monitored regularly and maintained
as required. All possible measures should be taken to minimize the amount of
water allowed to collect in these areas. Measures include severely reducing
watering of vegetation or other use of water at the perimeter of the foundation,
In the future, if concrete surfaces are installed near the foundation system the
surfaces should be sloped away from the foundation system and seal any voids
in concrete surfaces that may be found adjacent to the foundation system,
Checking the grade around the perimeter of the foundation for low spots after a
heavy rain is an ideal way to identify areas around your foundation that are in
need of backfilling and re- grading. Backfill the lowest areas adjacent to the
foundation will prolong the life of the foundation. Another general
recommendation is to maintain all water removal components of your house,
entailing the cleaning and maintaining of all rain gutter, downspout, subsurface
drain conduit systems (if applicable) and roof systems to insure complete
coverage and proper working order. Direct all roof run -off to well drained
locations. Drainage ideally needs to be a minimum of 10 feet away from the
foundation walls. I recommend the measures listed above be maintained or
implemented (if necessary) as soon as possible to extend the life of the
foundation system and the structure. All reasonable measures should be taken to
minimize the amount of water allowed to collect in or near the crawlspace area.
A relatively dry soil condition in the area adjacent to the foundation and
crawlspace is paramount to maintaining a sound foundation and structure.
Excessive moisture in the under floor area can contribute to premature
deterioration of structural components.
104
12. Exclusions of work
No interior repair of any kind will be done by this company, this includes
Sheetrock, phone lines, electrical wiring, painting, stucco, and fireplace repair or
any interior repairs.
13. CONCLUSION
I conclude that the house has a relatively stable foundation. The structure is in
generally fair condition considering the age and quality of construction,
foundation design, soils conditions in the area site drainage conditions and
seismic activity in this region over the period of the structure service. I find this
foundation to be in Fair condition and advise that if the above additions are
installed to the house that an effort be made to follow the above- mentioned
guidelines. I believe the foundation is fair condition at this time and should
remain at this level with the completion of recommendations as well as
implementing general maintenance procedures regarding site drainage and
moisture controls, The conclusions presented in this report are base on
conditions at the site during this inspection. This report should not be construed
as a warranty or guarantee of any kind, expressed or implied. Should any fact
that is found be in contrary to what is known or inferred at this time emerge in
the future, I should be allowed to review it for possible revisions of the report. I
am pleased to have been of service to you in this matter. I have over forty years
in this type of construction. If you have questions or comments on the
foundation please do not hesitate to call.
Note; This proposal may be withdraw if not accepted within 60 days.
NOTICE. Under the Mechanics "Lien taw {California code of civil
procedure, (Section 1181 et seq.} And contractor, subcontractor,
laborer, supplier or outer person who helps to improve your property
but is not paid for his work or supplies, has a right to enforce a claim
against your Property, this means that after a court hearing, your
property could be sold by a court officer and the proceeds of the sale
used to satisfy the indebtedness. This can happen even if you have paid
your contractor in full, if the subcontractor, labor, or supplier remains
unpaid.
Note: all subterranean treatment for termites should be done after the
foundation work has been complete
14065 Saratoga Avenue
Saratoga Ca 95070
WORT{ AUTHORIZATION
Phone Number SIGNATURE
DATE
Lock box #
1. Submitted by
QUALIFY PARTNER. Charles Edward (ED) ]ones
105
for the evaluation.
106
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L ENGINEERED SOIL REPAIRS, INC.
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FOUNDATIONS • DRAINAGE • RETAINING WALLS e SLIDE REPAIRS
February 12, 2013
Ms. Lisa Ouchida
14065 Saratoga Avenue
Saratoga, CA 95070
RE: Drainage Improvements and
Basement Grade Lowering Proposal
Dear Ms. Ouchida,
In accordance with your request, I have prepared a proposal to install drainage
and basement improvements to your residence at the above -noted address.
Based on my inspection of the site and conversations with you, 1 propose to do
the following work.
Specifically, we propose to do the following work:
Drainage Improvements
1. Install a subdrain along the perimeter foundation of the basement. The
subdrain will be at feast 12 inches below the bottom of the proposed
basement slab and will consist of a 4 -inch diameter, perforated, SDR-
35 drain pipe, backfilled with % -inch drain rock, wrapped in filter fabric.
2. Install a paraseal moisture membrane along the inside face of the
subdrain trench. The membrane will be attached to the foundation
using a metal termination bar.
3. Install a 4 -inch diameter, solid, SDR -35 drain pipe to convey water
from the subdrain to an energy dissipater to be installed in the rear
yard.
4. Remove and replace exterior concrete flatwork as necessary to install
the subdrain. This includes removal and replacement of the left side
basement entry stairs, as well as a portion of the walkway along the
left side of the house.
5. Remove a strip of rat slab within the crawlspace adjacent to the
basement in order to install the subdrain.
1267 Springbrook Road CA State License ##668184
Wai.,,,r f rack CA 94597 NV State License #0072897 (925) 210 -21SO
107
Ms. Lisa auchida RE: Drainage improvements and
February 12,2013 Basement Grade Lowering Proposal
Wage 2
6. Dismantle and reassemble the wood stairs at the left rear corner of the
house as necessary to install the subdrain. Some of the wood stairs
will likely be damaged upon removal. We have included the cost to
replace a portion of the stairs damaged by removal.
We will provide all labor, equipment, and material to do this work for the lump
sum of $42,982.00, including all necessary engineering and permit fees. Nothing
has been included for landscape repair, or for work not specifically mentioned.
Lower Basement Grade /New Slab
1. Remove a section of basement wall for equipment access.
2. Remove approximately 688 square feet of existing concrete slab in the
basement of the house
3. Excavate the soil to create 8 feet of clearance as measured from the
proposed slab to he existing first floor joists.
4. Shore the existing sub -floor framing in place and remove 4 support
posts within the basement.
5. Install 2 new floor girders to support the first floor framing above the
basement. The existing columns supporting the new beams will be
supported by 2 new isolated square footings measuring 2 feet by 2 feet
by 2.5 feet deep.
6. Install a new reinforced concrete slab in the 688 square feet of lowered
floor space.
7. Install a capillary break consisting of a 4 -inch layer of gravel, a 10 -mil
plastic vapor barrier and a 2 -inch layer of sand.
8. Replace the removed section of basement wall.
We will provide all labor, equipment and material to do this work for the lump sum
of $42,380.00, including all necessary engineering and permit fees. Nothing has
been included for painting the replacement section of basement wall, landscape
repair, or for work not specifically mentioned.
Standard Condition
The bid amount above does not include costs associated with modification of our
standard insurance certificate. Should you require special conditions such as
additional insured endorsement, there will be an additional charge at cost. This
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1 SITE PLAN
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109
Ill
ZONING
OCCUPANCY GROUP
TYPE OF CONSTRUCTION
R -1- 10,000
R -3 Dwelling
U Garage
VB
SETBACKS FRONT
REAR
SIDES
2510"
2510"
101011
LOT SIZE 9,138 sf
SITE COVERAGE EXISTING
PROPOSED
ALLOWABLE
1386 sf
1485 sf
5483 sf
15%
16%
60%
HEIGHT RESTRICTION 26'
GARAGE PARKING SPACES EXISTING PROPOSED REQUIRED
0 0 0
* 99 sf added
Keynotes
1. (E) Cantilever floor area
2. (E) Electrical service drop wire
3. (E) Fence to remain, typ.
4. (E) Gas meter
5. (N) Redwood stair- (8) risers @ 7" = 4' -8" and (7) treads @ 10 -1/2" = 6-1 1/2 ".
6. Landing at exterior doors shall be a minimum of 3' deep at outside of exterior
doors. Exterior landings shall be permitted to have a slope not to exceed 1/4 unit
vertical in 12 units horizontal (2- percent). Landing shall not be more than 7 3/4"
below the top of the threshold provided that the door does not swing over the
Landing (CRC R311).
7. Property line, typ.
8. Remove (E) concrete walk
9. Required zoning setback line, typ.
Site Plan Notes:
1. All site construction work shall conform to the City of
Saratoga requirements and /or standard details
and specifications, and shall be subjected to city
inspection and approval.
2. Topography: The site is relatively flat in the vicinity
of the house.
3. Slope all porches, patios, and concrete paving 1/8"
per foot min. away from structures.
4. Provide 3' x 3' minimum landing at outside of exterior
doors.
5. Provide roof gutters (with gutter filler), downspouts,
and splash blocks to lead rain water to imprevious areas.
Grading Notes:
The ground immediately adjacent to the foundation shall
be sloped away from the building at a slope of not less
than one unit vertical in 20 units horizontal (5- percent
slope) for a minimum distance of 10 feet measured
perpendicular to the face of the wall. If physical
obstructions or lot lines prohibit 10 feet of horizontal
distance, a 5- percent slope shall be provided to an
approved alternative method of diverting water away from
the foundation. Swales used for this purpose shall be
sloped a minimum of 2 percent where located within 10
feet of the building foundation. Impervious surfaces within
10 feet of the building foundation shall be sloped a
minimum of 2 percent away from the building.
CBC 1803.3
A0.1 Cover Sheet
AM Site Plan
A2.1 Existing Basement Plan
A2.2 First Floor Demolition Plan
A2.3 First Floor Plan
A3.1 Exterior Elevations
A3.2 Building Sections
diebel and company )
gary r. diebel, aia
po box 1044
burlingame, california
94011 -1044
t.) 650.558.8885
e) info @DiebetStudio.com
■
private residence
house remodel
ouchida residence
14065 Saratoga avenue
Saratoga, ca 95070
apn:397.25.099
C -25284
gary r. diebel
10/13
-
19 e Of califot�=
job name ouchida residence
job number 120126
date 9.21.12
revision
AM
This project is designed exclusively for the client by Diebel
and Company. Use by outside parties is strictly forbidden.
02012 Diebel and Company
1 All rights reserved.
Z.
SARATOGA CITY COUNCIL
MEETING DATE: October 16, 2013
DEPARTMENT: Community Development
PREPARED BY: Christopher Riordan, AICP
AGENDA ITEM:
CITY MANAGER: Dave Anderson
DIRECTOR: James Lindsay
SUBJECT: Plan and timeline for annexation of 206.9 acres (STG05) located in an
unincorporated area of Santa Clara County to the south of Glen Una Drive.
RECOMMENDED ACTION:
Review the proposed plan and timeline to annex a 206.9 acre area in unincorporated Santa Clara
County and approve the attached resolution adopting a plan and timeline for the annexation.
BACKGROUND:
On February 8, 2012, the Local Agency Formation Commission ( LAFCO) approved an
application by the City of Saratoga to amend the City's Urban Service Area (USA) to include
approximately 54 acres of land owned by Garrod Farms located in unincorporated Santa Clara
County. The resolution approved by LAFCO included a condition that the City of Saratoga is to
prepare a plan and timeline for annexation of a 206.9 acre area to the south of Glen Una Drive
known as STG05. A map of the STG05 area is included as Attachment #1.
On February 6, 2013, LAFCO approved the City's application to amend the City's USA to
include the Congress Springs Quarry Property and to retract the USA in the area of On Orbit
Drive and Orchard Meadows Drive. LAFCO staff has stated that the approved annexation of the
Quarry Property will not be certified until the City has approved a plan and timeline for the
STG05 annexation.
Recent annexations in Saratoga have been in response to specific landowner requests or
streamlined annexation procedures applicable to unincorporated islands that are 150 acres in size
or smaller. Because the STG05 annexation area includes multiple parcels in different ownership
and is larger than 150 acres it does not qualify for either of these expedited procedures. The
following is a summary of the procedure and proposed timeline for the City to initiate annexation
proceedings. A detailed description of the annexation process is included as Attachment #2.
The resolution adopting a plan and timeline for the annexation is included as Attachment #3.
Annexation process for STG05
The Cortese -Knox- Hertzberg Local Government Reorganization Act of 2000 (the Act) provides
that cities in Santa Clara County may proceed independently of LAFCO in processing
annexation applications within the City's USA. The Act requires, however, that the City follow
the procedures used by LAFCO to the extent practicable and generally establishes a three part
process for annexations: (1) Initiation of Annexation; (2) Protest Proceedings; and (3) Approval
of Annexation. The process to annex STG05 would take a minimum of eight months and could
require additional time to the extent that environmental review or obtaining factual data requires.
Page 1 of 4
110
Each of the three parts of the annexation process is described below:
1. Initiation of Annexation
The Act and other state laws require the preparation of a number of documents as part of the
annexation process. These documents fall into three categories: a service plan, LAFCO
materials, and the California Environmental Quality Act. These are described below. Staff
would begin preparation of these documents starting in January 2014.
Service Plan - All annexations must include a proposed service plan for the area to be annexed.
This plan includes a description of the parcels to be annexed; the reasons for the proposal; and a
listing and description including the level, range, any change to, and financing of services to be
provided to the annexed area. The service plan should also include an indication of any
improvements or upgrading of structures, roads, sewer or water facilities, or other conditions that
the City would impose or require on the annexed lands to be annexed.
LAFCO Materials — Cities are required to make the findings listed below in connection with
approving an annexation.
• That the unincorporated territory is within the urban service area of the City of Saratoga.
• That the County Surveyor has determined the boundaries of the proposal to be definite
and certain, and in compliance with LAFCO's road annexation policies.
• That the proposal does not split lines of assessment or ownership.
• That the proposal does not create islands or areas in which it would be difficult to provide
municipal services.
• That the proposal is consistent with the adopted General Plan of the City of Saratoga.
Staff will undertake the factual inquires necessary to provide the City Council with the
information required to determine if the findings can be made. These inquiries will be made as
part of the process of preparing the Service Plan.
CEQA Materials — Some annexations are categorically exempt from CEQA pursuant to the
CEQA Guidelines (14 California Code §15319.) The Category 19 Exemption includes
annexations of land that are already developed to the density allowed. In addition, where it can
be seen with certainty that there is no possibility that the activity in question may have a
significant effect on the environment, the activity is not subject to CEQA. With respect to
STG05, staff will analyze the annexation area to see if either of these exemptions would be
applicable. If an exemption is not available, an initial study and negative declaration or
environmental impact report would be required.
Notice to Affected Agencies - The Act requires that notice of pending annexations be given to all
agencies potentially affected by the annexation. This notice would be sent at least 21 days prior
to the date proposed for Council action on the determination to initiate proceedings.
Determination to Initiate Proceedings - Based on the background information prepared by staff
and the comments of any affected agencies the Council would determine whether to formally
propose the annexation to the affected property owners. This would occur at a regular City
Page 2 of 4
111
Council meeting to be scheduled as soon as possible following completion of the items described
above.
2. Protest Proceedings
If the City Council approves the Service Plan, makes the required findings and CEQA
determination and elects to move forward with the annexation of STG05, the Council must
provide the residents and landowners in the annexation area an opportunity to protest the
annexation.
The City Council would adopt a resolution setting a date for a protest hearing. The hearing notice
must be issued at least 21 days before the hearing and may not be issued more than 60 days
before the hearing. Property owners within the annexation area can file written protests up to
and during the protest hearing.
At the conclusion of the hearing the City Council must determine the value of the protests.
• If more than 50 percent of the registered voters protest the annexation, the annexation
process is terminated and the area will not be annexed.
• If more than 25 percent of the voters protest the annexation, an election of the registered
voters in the annexation area must be held. Similarly, if 25 percent or more of the number
of owners of land who also own at least 25 percent of the annexed value of land within
the affected territory protest, an election must be held.
• If the above termination threshold or election thresholds are not triggered than the
annexation may proceed.
3. Annexation Approval
If there are no protests or if there are protests and a subsequent election supports the annexation
of STG05, then the City Council would adopt a resolution ordering the annexation. This
resolution may be adopted at the same meeting as the protest hearing if no election is to be
required.
Following adoption of the resolution staff would prepare the final documentation for a
Certificate of Completion of annexation by LAFCO. This includes the final map, reports by the
County Surveyor and Assessor and related documentation together with filing fees. This would
complete the annexation
The timeline attached to the Resolution is an estimate based on the services of consultants and
working with other agencies. It may proceed more quickly or slowly based on individual
responses and circumstances that arise in the course of processing the annexation.
Page 3 of 4
112
Annexation
Timeline for STG05
Jan
Feb
Mar
Apr
May
Jun
Jul
Au
Service Plan
LAFCO Materials
County Surveyor Review
County Assessor Review
CEQA, if not exempt
Notice to Affected Agencies
of Pending Annexation
< min 21 days prior to
Council meeting to initiate
annexation>
City Council Meeting to
Determination to Formally
Initiate Proceedings
Protest Proceedings
<If required>
Annexation Approval
FISCAL IMPACTS:
LAFCO processing fees-------------------------------------------- - - - - -- $1,154
State Board of Equalization fee based on less than 206.9 acres - -- $2,000
Costs will also be associated with Planning Staff time to prepare materials and process the
application. Additional costs will be incurred by the City Attorney.
ATTACHMENTS:
1. Resolution Adopting Plan and Timeline for Annexation of STG05
2. Table of steps required for annexation in Santa Clara County
3. Map of STG05
Page 4 of 4
113
RESOLUTION NO. 13-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ADOPTING A PLAN AND TIMELINE FOR ANNEXATION OF LAFCO ANNEXATION
AREA STG05
WHEREAS, the Santa Clara County Local Agency Formation Commission has identified
unincorporated islands in the vicinity of various cities in Santa Clara County and urged those cities
to consider annexation of the areas identified;
WHEREAS, the City of Saratoga has annexed two islands identified by LAFCO and has
changed its urban service area to exclude two islands not contemplated for future annexation to the
City;
WHEREAS, LAFCO has requested that the City consider annexation of the 206.9 acre area
referenced as STG05 and located generally south of Glen Una Drive, and shown in the staff report
accompanying this Resolution; and
WHEREAS, on October 16, 2013, the City Council held a duly noticed public meeting to
consider adopting a plan and timeline for the annexation considered all oral and written comments,
and the information the staff report regarding the steps to be implemented as part of the plan for
annexation.
NOW THEREFORE, the City Council of the City of Saratoga hereby resolves that City
staff are to bring annexation of LAFCO Annexation Area STG05 forward for consideration by the
City Council in 2014 in accordance with the plan and timeline for analysis and public outreach
described in the staff report accompanying this resolution and as otherwise required by State law.
PASSED AND ADOPTED by the City Council of the City of Saratoga on this 16th day of
October 2013 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Attest:
Crystal Bothelio, City Clerk
114
Jill Hunter, Mayor
Attachment #2
STEPS REQUIRED FOR CITY- INITIATED ANNEXATION IN SANTA CLARA COUNTY
IN SANTA CLARA COUNTY ANNEXATIONS WITHIN A CITY'S URBAN SERVICE AREA ARE SUBJECT TO AN
ALTERNATE "CITY- CONDUCTED" PROCESS, IN WHICH THE CITY COUNCIL TAKES LAFCO' S PLACE AS THE
CONDUCTING AUTHORITY FOR THE ANNEXATION. (SEE GOV'T CODE 56757(a))
Code Sections Description
Prior to initiating the formal annexation process the City must define the
scope of the proposed annexation. The state law governing annexations
does not impose specific requirements in this regard. Saratoga's past
practice has been to hold a public hearing in connection with a proposed
resolution of the City Council to initiate an annexation. At this hearing
staff presents the proposed area to be annexed together with an initial
assessment of the findings that must be made at the time of the
annexation, the scope of CEQA review, and any General Plan, zoning,
or other land use proposals to be considered in connection with the
annexation. Though not required by law, the City typically sends hearing
notices to all property owners within the annexation area, owners of
property within 300 feet of the annexation area, the County, and special
districts that could be affected by the annexation.
Each annexation must be accompanied by a Service Plan including the
following:
(1) An enumeration and description of the services to be extended to the
affected territory.
(2) The level and range of those services.
Government Code (3) An indication of when those services can feasibly be extended to the
§ 56653 affected territory.
(4) An indication of any improvement or upgrading of structures, roads,
sewer or water facilities, or other conditions the local agency would
impose or require within the affected territory if the change of
organization or reorganization is completed.
(5) Information with respect to how those services will be financed.
Public Resources The City must comply with CEQA prior to approval or denial of the
Code § 21000 et annexation.
seq.
CEQA Guidelines, Annexations that do not increase development potential maybe subject
14 Cal. Code Regs. to a categorical exemption.
§ 15319(a)
The City Council, in adopting the resolution formally proposing the
56757(c) annexation, is required to make the following findings:
That the unincorporated territory is within the urban service
115
Attachment #2
area of the city as adopted by the commission.
• That the county surveyor has determined the boundaries of
the proposal to be definite and certain, and in compliance
with the road annexation policies of the commission. The city
shall reimburse the county for the actual costs incurred by the
county surveyor in making this determination.
• That the proposal does not split lines of assessment or
ownership.
• That the proposal does not create islands or areas in which it
would be difficult to provide municipal services.
• That the proposal is consistent with the adopted general plan
of the city.
• That the territory is contiguous to existing city limits.
• That the city has complied with all conditions imposed by the
commission for inclusion of the territory in the urban service
area of the city.
Though not required by State law, Saratoga practice is to conduct a
public hearing with notice to the property owners and others notified as
part of the preliminary actions.
57000 et seq. After adopting the resolution formally proposing the annexation, the
City must undertake protest proceedings regarding the annexation.
Procedural notice requirements for protest proceedings:
• The City must give notice by publication pursuant to §§ 56153
and 56154 and by posting pursuant to §§ 56158 and 56159.
• The City must also give mailed notice to all landowners and
registered voters within any affected territory, consistent with § §
57025 56155 and 56157.
• The City must also give mailed notice to each affected city,
district, or county, consistent with those same requirements.
• The City must also notify the Director of Conservation if the
proposal would result in the annexation of Williamson Act lands
to the City. §§ 56753, 56753.5.
Substantive notice requirements for protest proceedings.
The notice must contain:
• A statement of the distinctive short form designation assigned by
the City to the proposal.
• A statement of the manner in which, and by whom, proceedings
57026 were initiated.
• A description of the exterior boundaries of the subject territory.
• A description of the particular change or changes of organization
proposed for each of the subject districts or cities and new
districts or new cities proposed to be formed, and any terms and
conditions to be applicable. The description may include a
reference to the City's resolution making determinations for a full
and complete description of the change of organization or
0)
116
Attachment #2
reorganization, and the terms and conditions.
• A statement of the reason or reasons for the annexation.
• A statement of the time, date, and place of the protest hearing on
the proposed annexation.
• If the subject territory is inhabited and the change of organization
or reorganization provides for the submission of written protests,
a statement that any owner of land within the territory, or any
registered voter residing within the territory, may file a written
protest against the proposal with the executive officer of the
commission at any time prior to the conclusion of the hearing by
the commission on the proposal.
Conduct of the protest hearing:
• The protest hearing is a public hearing.
• At the protest hearing, prior to consideration of protests, the
57050 City's shall summarize its resolution and findings.
• Next, the City hears and receives any oral or written protests,
objections, or evidence presented or filed.
• Any person who has filed a written protest may withdraw that
protest at any time prior to the conclusion of the hearing.
Written protests
• At any time prior to the conclusion of the protest hearing, any
57051 owner of land or any registered voter within the subject territory
may file a written protest against the annexation. For the protest to
be valid, it must fulfill all of the requirements of this section.
Findings
57075 • Within 30 days after the protest hearing, the City must make a finding
based on the protests received and take one of the following three actions:
57075(a)(1), Terminate the proceedings if the City receives protests from
57078(b) 50% or more of the registered voters within the territory.
■ Order the annexation subject to an election if the City receives
protests from either (1) at least 25 %, but less than 50% of the
57075(a)(2) registered voters within the territory or (2) at least 25 percent
of the numbers of owners of land who also own at least 25
percent of the assessed value of land within the affected
territory.
57075(a)(3) Order the annexation without an election if none of the
termination/election thresholds above are triggered.
The City submits its proposal to LAFCO to finalize and record a
Certification of Completion. The City's proposal must include:
57200,
• A certified copy of the City Council resolution with embossed
57201,
seal, approving the proposal and making the findings required by
57202,
§ 56757, along with a legal description and map of the proposal
57203
area. The legal description and map should meet the State Board
of Equalization's requirements. Legal descriptions and boundaries
other than those shown on previously recorded legal documents
shall be prepared by a person authorized to practice land
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Attachment #2
surveying (i.e., any licensed land surveyor, or any civil engineer
registered prior to January 1, 1982, pursuant to California
Business and Professions Code §§ 8700 - 8806).
• County Surveyor's Report of the proposal's compliance with
applicable sections of state law and LAFCO policies. The
surveyor will charge any fee pertaining to the work involved in
preparing the Report directly to the City.
• County Assessor's Report of the proposal's compliance with the
applicable portions of state law and LAFCO policies. The
Assessor will charge any fee pertaining to the work involved in
preparing the Report directly to the City.
• Completed Statement of Boundary Change Form.
• Checks for LAFCO filing fees and State Board of Equalization Fees.
M
118
SARATOGA CITY COUNCIL
l
MEETING DATE: October 16, 2013 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Commission Meeting Attendance Requirements
RECOMMENDED ACTION:
Provide direction to staff on amendments to the City's Commission meeting attendance
requirements.
BACKGROUND:
At the September 4, 2013 Regular City Council Meeting, Council Member Cappello with
support form Mayor Hunter requested that discussion on attendance requirements for
Commissioners be scheduled for a future meeting. City Code 2- 12.040 states that a
Commissioner who misses three consecutive regular meetings without permission of the Chair is
automatically removed from the Commission. The Youth Commission has a different attendance
policy, established by Council Resolution 12 -008, which states that Youth Commissioners who
miss two meetings within a school year are automatically removed from the Commission, unless
the Council excuses the absence.
A record of Commission attendance for calendar year 2013 is included in Attachment A. The
City's Commission attendance policies are also included in this attachment.
In anticipation of this item, staff researched sample attendance policies from other cities. A
summary of the sample policies is included in Attachment B. While some of the policies were
very similar to the City's current policy, there were some common variations that the Council
may wish to consider. A summary of common trends that Council may want to consider when
providing direction on amending Saratoga's Commission meeting attendance requirements to
staff is below.
Council Consideration of Removal vs. Automatic Removal
The City of Saratoga's attendance requirement for Commissioners states that Commissioners are
automatically removed from their position when the number of permitted absences is exceeded.
Alternatively, some municipalities do not automatically remove Commissioners when the
attendance policy is violated. Instead, the Council reviews the matter and makes a decision about
whether to vacate the position. Examples include policies from Burbank, Claremont, Cypress,
Page 1 of 3
120
Hayward, Laguna Hills, Lawndale, Los Altos, Milpitas, Mission Viejo, Pacific Grove, and
Riverbank.
Council Appeal
Where removal is automatic, some cities also allow Commissioners to appeal removal to the
Council. This is similar to the Council's policy on Youth Commission attendance requirements.
If a Commissioner feels that removal is unwarranted or there are extenuating circumstances that
resulted in the absence, the Commissioner can request that Council excuse absences. The cities
of Sunnyvale, Sonoma, and San Jose are some of the cities that allow Commissioners to appeal
removal to the Council.
Definition of Absence
Staff also found that some cities provide a definition of an absence. For example, the City of
Torrance's policy states that if a Commissioner is present for less than two- thirds of a meeting
then that Commissioner is considered absent. The City of Cypress considers Commissioners who
arrive more than 30 minutes after the start of the meeting to be absent.
Definition of Excused Absences
In addition to defining when a Commissioner is absent, some cities also define what is
considered an excused absence. San Juan Capistrano, San Jose, and Hayward all establish
definitions of excused absences. Examples of excused absences include absence due to illness or
injury, death of a family member, or absence due to authorized Commission business.
Alternatively, there were also cities that make no distinction between excused or unexcused
absences. In these cities, a Commissioner who violates the attendance policy may be removed
regardless of the reasons for the absence.
Consecutive Missed Meetings vs. Missed Meetings Per Year
Rather than calling for removal of a Commissioner if a certain number of consecutive meetings
are missed like the City of Saratoga's policy, a number of cities have policies that call for
removal of a Commissioner if a specified number of meetings are missed per year. For example,
if three meetings in a year are missed then a Commissioner may be removed.
Some cities call for removal if a certain percentage of meetings are missed. For example, Lake
Elsinore's policy states that if a Commissioner misses more than two- thirds of the regular
meetings per year then the Commissioner's position becomes vacant. The Lawndale policy
requires that Council consider removal of Commissioners who miss 25 percent of meetings in a
year.
In some cases, cities have taken a combined approach. For example, if a City of Cupertino
Commissioner misses more than 3 consecutive meetings or more than 25 percent of meetings in
a calendar year, the Commissioner is removed from his or her position.
Differing Attendance Standards Based on Number of Regular Meetings
There were also policies that establish different attendance requirements based on the number of
regular meetings a Commission has each year. The City of San Jose has adopted different
attendance requirements for Commissions that meet four times or less per year and more than
four meetings per year. Commissioners who have four or fewer regular meetings per year may
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121
not miss two consecutive meetings. Commissioners, who have more than four regular meetings
per year, may not miss more than three consecutive regular meetings or more than 25 percent of
regular meetings.
FISCAL IMPACTS:
There are no direct fiscal impacts to the City associated with modifying the Commission
attendance requirements.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City's attendance requirements for Commissioners will remain the same.
ALTERNATIVE ACTION(S):
00
FOLLOW UP ACTION(S):
If Council provides direction to staff on how to amend the City's Commission meeting
attendance requirements, staff will return with an ordinance amending City Code section 2-
12.040 and/or Council Resolution 12 -008.
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: Commission Attendance Policies and Records for 2013
Attachment B: Sample Commission Attendance Policies
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2013 COMMISSION ATTENDANCE POLICIES AND RECORDS
Commission Attendance Policies
Code 2- 12.040 - Attendance
(a) Each Commissioner shall regularly attend meetings of the Commission of which he or she is a
member.
(b) If a Commissioner is absent without permission of the Chair (or, in the case of the Chair, the
Mayor) from three consecutive regular Commission meetings, the Commissioner's office
becomes vacant and shall be filled as any other vacancy. If a Commissioner is absent without
permission from two consecutive regular Commission meetings, the secretary of the
Commission shall mail to the Commissioner a courtesy notice of the requirements of this
section, provided, however, that such notice shall not operate as prerequisite to the
establishment of a vacancy pursuant to this Subsection (b) and that failure to mail such notice
shall not create any right of action in any Commissioner or any other person.
Youth Commission - Resolution 12 -008
A Commissioner who is absent from two meetings within a school year will be automatically
removed from the Commission unless the absence is approved by the Council.
Commission Attendance Records (January 1, 2013 — October 8, 2013)
• • •
Commissioner Name Regular Meeting Absences
Cappello
0
Conrado
0
Marchetti
0
Marra
1
Nugent
1
Schuck
1
Shah
0
Number of Regular Meetings: 10
LIBRARY COMMISSION
Commissioner Name
Regular Meeting Absences
Andres
1
Calderon
1
Schlosser
0
Whitcomb
0
Vacant Position
N/A
Number of Regular Meetings: 4
PARKS 1 RECREATION • • other month)
Commissioner Name Regular Meeting Absences
Nelson Bailey
1
Paquier
0
Ward
0
Vacant Position
N/A
Vacant Position
N/A
Number of Regular Meetings: 5
1
PLANNING COMMISSION
Commissioner Name Regular Meeting Absences
Almalech
2 *
Bernald
2 *
Grover
4*
Hlava
2
Smullen
1
Walia
0
Zhao
1
Number of Regular Meetings: 17
* Missed meetings were not consecutive meetings
TRAFFIC • •
WT, Na I
Regular Meeting Absences
Guichard
1
Harris
0
Kane
0
Kirk
0
Musselman
1
Vita
0
Cosyn
N/A
Number of Regular Meetings: 5
YOUTH • • school
Commissioner Name Regular Meeting Absences
Agrawal
0
Chang
0
Gupta
0
Khare
0
Lee
0
Lin
0
Pandya
0
Smith
0
Sreedhara
0
Vijay
0
Wang
0
Number of Regular Meetings: 3
SAMPLE COMMISSION ATTENDANCE POLICIES
CITY COMMISSION ATTENDANCE POLICY
Burbank, CA
Claremont, CA
In the event a member of a Board, Commission or committee is absent for three (3) consecutive regularly
scheduled meetings of the Board, Commission or committee to which he /she has been appointed, or who
fails to attend at least seventy five percent (75 %) of the regularly scheduled meetings during a twelve (12)
month period, which commences on the date of the appointment of the individual member to office, the
attendance record of such member shall be reviewed by the Board, Commission, or committee to which
the member was appointed. The Board, Commission, or committee shall consider the reasons for the
absences with the member and make a determination whether the absences should be excused or
unexcused by the City Council. The report and recommendation shall be transmitted to the City Clerk who
shall agendize the matter for City Council consideration. The City Council shall take appropriate action
including, but not limited to, excusing the absences, removing the member, or such other action as the
Council deems appropriate. For the purpose of this section, "absence" shall mean the failure of a
member of a Board, Commission, or committee to be present during at least two - thirds (2/3) of the
entire meeting.
It is expected that a member of a Commission that meets once a month will not miss more than one
formal Commission meeting every six months. Likewise, it is expected that a member of a Commission
that meets twice a month will not miss more than two formal Commission meetings every six months.
If the member continues to exceed the allotted absences, the Mayor will contact the member to discuss
the issue. If after discussion with the Commission chair and the Mayor, the attendance of the member
does not improve, the attendance problem will be brought before the City Council to determine if the
member shall be granted a leave of absence or be removed from the Commission.
Cupertino, CA A member shall be considered removed from an advisory body under the following conditions.
• A member misses more than three consecutive meetings
• A member misses more than 25% of the advisory body's meetings in a calendar year
Cypress, CA A Commissioner is subject to removal from office by at least three (3) affirmative votes of the Council
should the member incur four (4) absences from regular meetings during the given period between July 1
of a current year and June 30th of the following year. A member arriving more than 30 minutes after the
start of a meeting shall be deemed absent.
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Delano, CA Any appointed member of a municipal Commission, committee or Board is automatically removed from
membership on such Commission, committee, or Board if: he or she misses three consecutive regularly
scheduled meetings; or he or she fails to attend at least eighty percent of the regularly scheduled
LAPP. meetings during any twelve -month period. It is the responsibility of the chair and City staff to inform the
City Council of such attendance problems.
Hayward, CA If members of a Board or Commission absent themselves from three consecutive regular meetings of the
Board or Commission without permission, their offices shall become vacant and shall be so declared by
the City Council. The City Council will remove or not reappoint any Board or Commission Member who
has failed to attend at least 75% of all regular meetings held during the 12 -month period between June 1
and May 31, unless the appeal of a Board Member or Commission Member that is filed within 7 days of
La Quinta, CA
Laguna Hills, CA
notification that such attendance requirement has not been met, the City Council determines that a
lesser attendance record is the result of unusual or excusable circumstances. Examples of unusual or
excusable circumstances that may, but need not, result in retention of a Board or Commission Member
include a comparatively infrequent meeting schedule of the Board or Commission upon which the
member serves; absences that result from the member's attendance at other City- sponsored or City -
endorsed functions that conflict with a Board or Commission meeting time; and the illness or injury of a
family member that required the absence of the Board or Commission Member from the City.
If any member of a Board, Commission or committee absents him /herself from two (2) consecutive
regular meetings, or absents him /herself from a total of three (3) regular meetings within any fiscal year,
his /her office shall become vacant and shall be filled as any other vacancy. A Board, Commission or
committee member may request advance permission from the City Council to be absent at one or more
regular meetings due to extenuating circumstances, and /or may request the City Council to excuse an
absence after - the -fact where such extenuating circumstances prevented the member from seeking
advance permission to be absent. If such permission or excuse is granted by the City Council, the absence
shall not be counted toward the above - stated limitations on absences.
Any Commissioner absent from two consecutive regularly scheduled meetings of their Commission, or
absent from three regularly scheduled meetings of their Commission during a calendar year, may be
removed from office. The City Council may declare a vacancy on the Commission and direct the City Clerk
to post the Notice of Vacancy and begin the application process. Absences are not considered excused or
unexcused. In carrying out this Policy, the City Council shall give consideration to extenuating
circumstances.
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Lake Elsinore, CA
Absences, which result in attendance at less than two thirds of their meetings during the calendar year,
will be reported to the City Council and may result in replacement of the Commissioner by the Council.
6=m&
Any member who feels that unique circumstances have led to numerous absences can appeal directly to
the Council or appropriate staff for a waiver of this policy.
Lake Forest, CA
Should any Board or Commission Member be absent from any three (3) consecutive meetings of the
Board or Commission, without excuse acceptable to the City Council, that member shall vacate his or her
seat on the Board or Commission. The vacancy shall be filled in the same manner as any other vacancy.
Lawndale, CA
Because consistent participation in meetings is vital to the performance of their duties, the City Council
desires to reevaluate the appointment of any Commissioner or committee member who has a record of
excessive unexcused absences. The City Council considers an unexcused absence rate of 25 percent of the
number of regularly scheduled meetings per year to be unacceptable. The staff liaison shall immediately
notify the City Council if the number of unexcused absences by any member has exceeded this level.
Absence rates will be calculated based on a one -year period, beginning on June 1st of each year and
ending on May 31st of the following year. For example, notification to Council shall be made once a
member of an advisory body which regularly meets twice per month has accumulated seven unexcused
absences in the current year. If a member is appointed subsequent to the start and prior to the end of
the above described year, then absence rates will be calculated on a pro rata basis beginning with the
date of appointment.
Los Altos Hills, CA
If a Commissioner /Committee Member misses three consecutive meetings, that member is considered to
have resigned unless the Chair excuses the absence and informed the other Commissioners /Committee
Members of the exception at the third consecutive meeting missed.
Los Altos, CA
Individual Commissioner /committee members may be removed from a Commission /Committee after the
i
third consecutive absence from a meeting, or for other causes determined by the Council.
Milpitas, CA
Commissioners and alternates are expected to attend all meetings. When any member or alternate has 3
or more unexcused absences in a 12 -month period, the Commission shall forward this information to the
City Council for review and possible removal of the member or alternate from the Commission. Any
member or alternate of may be removed from office by a majority vote of the City Council at a regularly
scheduled Council meeting.
Members and alternates may apply for reappointment by submitting a letter or email of interest or email
to the Mayor with a copy to the Commission Chair one month prior to the expiration of his /her term of
iIP41
1. The Board or Commission has four or fewer regular meetings in any calendar year, and the
member has unexcused absences from any two consecutive regular meetings of the Board or
Commission; or
2. The Board or Commission has more than four regular meetings in any calendar year, and the
member has unexcused absences from either:
a. Any three consecutive regular meetings of the Board, or Commission; or
b. More than twenty percent of the total number of regular meetings in any calendar year,
or if the member was appointed to fill a vacancy, more than twenty percent of the total
number of remaining regular meetings in that calendar year.
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office. Any member or alternate of the Commission who wishes to resign should submit a letter of
resignation or e -mail to the Mayor with a copy to the Commission Chair.
Mission Viejo, CA
If a Commissioner has missed three consecutive regularly scheduled meetings, the matter of the
member's continued tenure on the Commission shall be presented to the City Council for review. The
6a
Council shall decide whether to remove the Commissioner, retain the Commissioner, or temporarily
remove the Commissioner and appoint a replacement Commissioner for a limited term.
Monrovia, CA
If a member of any Board or Commission, except the Library Board, is absent with or without excuse from
five meetings in any 12 -month period, the office of that member will be deemed to be vacant, and the
term of that member terminated. The secretary of the Commission or Board shall immediately inform the
City Council of that termination.
Norwalk, CA
More than three unexcused absences during one calendar year may be considered grounds for removal
from the advisory body. Removal must be approved by the Council.
Pacific Grove, CA
Unexcused absence from three consecutive regular meetings may be considered as cause for removal by
the Council.
Riverbank, CA
A Commissioner who fails, without permission from the Commission, to attend three successive meetings
of the Commission is subject to removal by a majority vote of the City Council, or by the Mayor, subject to
the approval of the City Council.
San Jose, CA
A member of any Board or Commission, other than the planning Commission, the salary setting
Commission and the civil service Commission, shall be deemed to have automatically resigned from office
if:
1. The Board or Commission has four or fewer regular meetings in any calendar year, and the
member has unexcused absences from any two consecutive regular meetings of the Board or
Commission; or
2. The Board or Commission has more than four regular meetings in any calendar year, and the
member has unexcused absences from either:
a. Any three consecutive regular meetings of the Board, or Commission; or
b. More than twenty percent of the total number of regular meetings in any calendar year,
or if the member was appointed to fill a vacancy, more than twenty percent of the total
number of remaining regular meetings in that calendar year.
127
Excused absences include:
1. An absence due to an illness of the member, or illness or death of a member's spouse, domestic
partner, parent, child, sibling or dependent; or
2. An absence because a member is away on authorized Board or Commission business; or
3. For any member who is a City Council Member or a City employee, an absence due to the
member performing required City business; or
4. An absence from a meeting of the Board of administration for the federated City employees
retirement system or of the Board of administration for the police and fire department retirement
plan which the Board of administration has found to be for good cause.
A member shall be deemed absent from a meeting if the member fails to be in attendance at a regular
meeting for at least one -half of the duration of the regular meeting.
A member whose seat has become vacant by virtue of the above provisions may be reappointed to his or
her former office for the balance of the member's unexpired term if the Council finds there was good
excuse for the member's absence from meetings or finds that the reappointment will be in the best
interests of the City.
San Juan Capistrano, CA Appointees shall not exceed the following limits of unexcused absences:
a. For those advisory bodies meeting on a bi- weekly schedule, three consecutive meetings OR a
total of five meetings in a fiscal year;
b. For those advisory bodies meeting on a monthly schedule, two consecutive meetings OR a total
of three meetings in a fiscal year;
c. For those advisory bodies meeting on a quarterly schedule, two consecutive meetings OR a total
of three meetings in a fiscal year.
If the above limits are exceeded, the appointee shall be deemed to have vacated his /her office, with no
further action of the City Council necessary to remove the appointee.
128
Excused absences shall be defined as those for which the secretary to the advisory body has been notified
in advance of the meeting. Notification to another member of the advisory body shall not be considered
sufficient.
Excused or unexcused absences may not exceed 35% of the scheduled meetings in a twelve (12) month
period, starting with the date of appointment or, the appointee shall be deemed to have vacated his /her
office, unless there exists extenuating circumstances in which the City Council shall review for final
determination.
Signal Hill, CA After a Commissioner has accumulated three unexcused absences in any calendar year, and upon the
occurrence of the next unexcused absence, the Commissioner shall be deemed to be automatically
removed from the Commission, and their office shall be deemed vacated by operation of law.
Sonoma, CA If a member of any Board or Commission of the City fails to attend the regular or special meetings of such
a Board or Commission for three consecutive meetings or one -third of any calendar year's meetings, the
office becomes vacant automatically, without any declaration to that effect, and shall thereafter be filled
as any other vacancy. Upon request by a Commissioner, the Council may waive the attendance rules due
to special circumstances. The attendance rules may be waived if the absent member notifies the City
Clerk of their request for a waiver of the attendance rules for their intended absence prior to the
scheduled meetings. Failure to request the waiver prior to the meetings will result in an unexcused
absence, unless extenuating circumstances prevent advance notice and the absence is due to the one of
the following: birth or adoption of a child; personal illness; or death in the family.
Sunnyvale, CA Unexcused absences from three consecutive regularly scheduled meetings, or from more than 25% of all
regularly scheduled meetings over any twelve consecutive month period, shall result in that member's
seat being declared vacant by the City Clerk. Any declaration of vacancy based on unexcused absence
from more than 25% of all regularly scheduled meetings over any 12 -month period shall be appealable to
the City Council. (Declarations based on absence from three consecutive regularly scheduled meetings
are Charter -based and are not appealable.)
Excused absences shall be limited to those which meet both of the following requirements:
a) The absent member informed the chair and /or the City staff liaison to the Board or
Commission, of their intended absence prior to the scheduled meeting. (Failure to inform the
129
chair or the staff liaison prior to the meeting shall result in an unexcused absence, unless
extenuating circumstances prevent advance notice), and
b) The absence is due to one of the following:
1. Death in the family
2. Personal illness
3. Board or Commission - related business
4. Personal leave (limited to one per fiscal year for those Boards /Commissions meeting
monthly or less frequently and to 10% for regularly scheduled meetings for those meeting
more frequently)
5. Emergency
6. Decision by member's supervisor in employment or required military service
7. Maternity leave
Torrance, CA If a member of the Commission does not attend two (2) consecutive regular meetings unless excused by
the Commission, his membership thereon shall terminate automatically. Additionally, if a member misses
more than twenty -five (25) percent of all the regular and adjourned regular meetings in any four (4)
consecutive calendar quarters unless excused in advance by the City Council, his membership shall
terminate automatically. A member will be deemed absent from a meeting unless he is present during at
least two - thirds (2/3) of the time of the entire meeting.
Whittier, CA In addition to the attendance standard expressed in the City Charter any Board or Commission Member
who absents himself from any five regular meetings of the Board or Commission in any six -month period
without the consent of the Board or Commission so expressed in the minutes shall thereby automatically
forfeit his position as a member of the Board or Commission and the name of such person shall be
automatically removed from the membership of the Board or Commission immediately after the
adjournment of the fifth regular meeting in any such six -month period at which the Board or Commission
Member has not appeared.
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