Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
12-04-2013 City Council Agenda Packet
6�1 a� 5 ARq GG `�trF0 AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL DECEMBER 4, 2013 SPECIAL MEETING — 5:25 P.M. — ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER — 5:25 P.M. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on November 27, 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. COMMISSION INTERVIEWS — 5:25 P.M. TIME APPLICANT COMMISSION INCUMBENT VACANCIES 5:30 p.m. Annette Stransky Heritage Preservation No 2 5:35 p.m. Larry Schuck Heritage Preservation Yes 2 5:40 p.m. Aurina Malaki Traffic Safety No 2 5:45 p.m. Mitch Kane Traffic Safety Yes 2 5:50 p.m. Corinne Vita Traffic Safety Yes 2 CALL JOINT MEETING TO ORDER — 6:00 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE 1. Joint Meeting with the Saratoga Library Commission and Friends of the Saratoga Libraries 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 November 27, 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 27th day of November 2013 at Saratoga, California. Crystal Bothelio, City Clerk OA `o R� _ \IFOR AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL DECEMBER 4, 2013 SPECIAL MEETING — 7:00 P.M. — CIVIC THEATER /COUNCIL CHAMBERS — 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on November 27, 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. 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. CEREMONIAL ITEMS None NEW BUSINESS Remarks from Outgoing Mayor Hunter and Council Members 2. Reorganization of City Council Recommended action: Appoint Mayor and Vice Mayor: 1) City Clerk declares the offices of Mayor and Vice Mayor to be vacant; 2) Nomination of the Mayor; 3) Administer oath of office to new Mayor; 4) Nomination of the Vice Mayor; and 5) Administer oath of office to new Vice Mayor. Remarks from New Mayor, Vice Mayor, and Council Members ADJOURNMENT TO CIVIC THEATER LOBBY FOR SHORT RECEPTION 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 November 27, 2013 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www.saratqga.ca.us. Signed this 27th day of November 2013 at Saratoga, California. Crystal Bothelio, City Clerk 2 of SAg���r SARATOGA CITY COUNCIL i115ts MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson City Clerk SUBJECT: Reorganization of City Council — Appointment of Mayor and Vice Mayor RECOMMENDED ACTION: Appoint Mayor and Vice Mayor: 1) City Clerk declares the offices of Mayor and Vice Mayor to be vacant; 2) Nomination of the Mayor; 3) Administer the oath of office to new Mayor; 4) Nomination of the Vice Mayor; 5) Administer oath of office to new Vice Mayor. BACKGROUND: California Government Code Section 36801 states that the Mayor and Mayor Pro Tern of general law cities are to be selected by a majority vote of the City Council. Each December, the Council conducts a reorganization to select a Mayor and Vice Mayor to serve a one -year term. To commence the reorganization, the City Clerk will declare the Offices of Mayor and Vice Mayor vacant. The City Clerk will open nominations for the Office of Mayor, close nominations, then call for the vote. Following the vote, the oath of office will be administered to the Mayor. The new Mayor will then open and close nominations for the Office of Vice Mayor and the oath of office will be administered to the Vice Mayor. After the Mayor and Vice Mayor have taken the oath of office, the Council will adjourn the Special Meeting for a short reception in the Civic Theater Lobby. The Regular Meeting will begin at 8:00 p.m. In January 2010, the City Council adopted Resolution 10 -002 to establish a rotation policy of the Mayor and Vice Mayor. The policy is attached. FISCAL IMPACTS: Wn Page 1 of 2 CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: IIWKI ALTERNATIVE ACTION(S): 06/0 FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City's web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A: Resolution 10 -002 Mayoral Rotation Policy Attachment B: History of Mayoral Rotation — 1998 to 2013 Page 2 of 2 RESOLUTION NO. 10 —002 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA IMPLEMENTING A POLICY FOR ROTATION OF MAYOR AND VICE MAYOR WHEREAS, California Government Code Section 36801 provides that the Mayor and Mayor Pro Tern of a general law city is selected by a majority vote of the City Council; and WHEREAS, said Government Code Section does not require nor provide for any particular procedure for selecting the Mayor; and WHEREAS; the Saratoga Municipal Code does not provide a procedure for selecting the Mayor and the Mayor Pro Tem; and WHEREAS, on December 16, 2009, the Saratoga City Council was provided with samples of other California cities' policies regarding mayoral rotation; and WHEREAS, on December 16, 2009, the Saratoga City Council considered establishing a Council policy that would provide a method for the selection of Mayor and Vice Mayor for the City of Saratoga; and WHEREAS, on December 16, 2009, the Saratoga City Council voted to implement a mayoral rotation policy that would place the council candidates with the two highest votes in any one election into a queue to rotate into the position of Mayor and Vice Mayor. In each Saratoga City Council election, the candidate with the most votes is placed first in the rotation of that group, the candidate with the second highest votes is placed second; and WHEREAS, on December 16, 2009, the Saratoga City Council directed staff to bring back a resolution establishing Council's newly implemented mayoral rotation policy at the next scheduled regular Council meeting on January 20, 2010. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga adopts a resolution establishing a mayoral rotation policy whereby the two council candidates with the highest votes in any one election are placed into a queue to rotate into the position of Mayor and Vice Mayor. In each Saratoga City Council election, the candidate with the most votes is to be placed first in the rotation of that group, the candidate with the second highest votes is to be placed second. The Mayor and Vice Mayor are chosen annually by the City Council from among its members by the affirmative vote of three or more of the Council Members. In each City Council election, the person with the most votes shall be placed first in the rotation of that group, the second highest vote getter will be placed second, and in the years when there is a third seat contest, the third highest vote getter will be placed third in that rotation. However, the Council member who received the third most votes in an election year filling three seats will not be in the queue for either Vice Mayor or Mayor but would be in rotation should the Council member traditionally rotating into the Vice Mayor or Mayor position be unavailable to serve in that role. In case of appointment to the City Council to fill a vacancy, that person will not be placed in rotation for the position of Mayor or Vice Mayor. Each new election will determine the rotation only for the group in that election. Should any City Council member not be available to take their regular place in the established rotation, the next person in the rotation will be elevated to the Vice Mayor's position and the rotation will continue as previously set. BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 20th day of January 2010 by the following vote: AYES: Councilmember Chuck Page, Howard Miller, Mayor Kathleen King NOES: Councilmember Jill Hunter ABSTAIN: None ABSENT: Councilmember Susie Nagpal Kathleen M. King, May ATTEST: Ann Sullivan, City Clerk Year Mayor and Vice Mayor By Rotation Method Mayor and Vice Mayor By Election 1998 -99 Election Year ELECTION RESULTS 1. Mehaffey 2. Streit 3. Baker Shaw (Mayor)* Shaw (Mayor) * Bogosian (Vice Mayor) Bogosian (Vice Mayor) 1999 -2000 Non Election Year Bogosian (Mayor) * Bogosian (Mayor) Mehaffey (Vice Mayor) Mehaffey (Vice Mayor) 2000 -01 Election Year ELECTION RESULTS 1. Bogosian 2. Waltonsmith Mehaffey (Mayor) Mehaffey (Mayor) Streit (Vice Mayor) Streit (Vice Mayor) 2001 -02 Non Election Year Streit (Mayor) * Streit (Mayor) Baker (Vice Mayor)* Baker (Vice Mayor)* 2002 -03 Election Year ELECTION RESULTS 1. Streit 2. King 3. Kline Bogosian (Mayor) Streit (Mayor) Waltonsmith (Vice Mayor) Waltonsmith (Vice Mayor) 2003 -04 Non Election Year Waltonsmith (Mayor) Waltonsmith (Mayor) Streit (Vice Mayor) King (Vice Mayor) 2004 -05 Election Year ELECTION RESULTS 1. Kao 2. Waltonsmith Streit (Mayor) King (Mayor) King (Vice Mayor) Kline (Vice Mayor) 2005 -06 Non Election Year King (Mayor)* Kline (Mayor)* Kline (Vice Mayor)* Kao (Vice Mayor) 2006 -07 Election Year ELECTION RESULTS 1. Page 2. King 3. Hunter Kao (Mayor) Kao (Mayor) Waltonsmith (Vice Mayor) Waltonsmith (Vice Mayor) 2007 -08 Non Election Year Waltonsmith (Mayor)* Waltonsmith (Mayor)* Page (Vice Mayor) Page (Vice Mayor) 2008 -09 Election Year ELECTION RESULTS 1. Miller 2. Nagpal Page (Mayor) Page (Mayor) King (Vice Mayor) King (Vice Mayor) 2009 -10 Non Election Year King (Mayor)* King (Mayor)* Hunter (Vice Mayor)* Hunter (Vice Mayor)* 2010 -2011 Election Year ELECTION RESULTS 1. Page 2. Hunter 3. Lo Miller (Mayor) Miller (Mayor) Page (Vice Mayor) Page (Vice Mayor) 2011 -12 Non Election Year Page (Mayor) Page (Mayor) Hunter (Vice Mayor) Hunter (Vice Mayor) 2012 -13 Election Year ELECTION RESULTS 1. Miller 2. Cappello Hunter (Mayor) Hunter (Mayor) Lo (Vice Mayor) Lo (Vice Mayor) 2013 -14 Non - Election Year Lo (Mayor)* Lo (Mayor)* Miller (Vice Mayor) Miller (Vice Mayor) * Indicates end of term on Council ■ Terms for Mayor and Vice Mayor are one year in length from December to December. ■ 1999: Mayor Shaw died in office, August 2, 1999. Bogosian was designated Mayor Pro Tempore with the Mayor's position vacant until the next Council Reorganization. ■ 2002 -03: Streit elected as Mayor by Council majority out of rotation. ■ 2003 -04: Streit relinquishes place in rotation. Each subsequent Council position moves up in rotation. ■ 2006 -07: "Normal" rotation re- established. ■ 2009 -10: Nagpal passed away while in office May 2010. Cappello appointed to fill the remainder of her term. ■ 2010 -11: Cappello ineligible to serve as Vice Mayor, because of appointment to Council, thereby moving Page, Hunter, and Lo up in the rotation and making Lo eligible to serve as Mayor in 2013 -14. Table of Contents Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Commendation for Former Library Commissioner Sharon Andres Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 8 Attachment A: Commendation for Sharon Andres. . . . . . . . 10 City Council Meeting Minutes Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 11 Attachment A: Minutes for Special and Regular City Council Meeting on November 20, 2013 . . . . . . . . . . . . 13 Review of Accounts Payable Check Registers Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 21 11/19/2013 Check Register . . . . . . . . . . . . . . . . . . 23 11/26/2013 Check Register . . . . . . . . . . . . . . . . . . 27 Treasurer's Report for the Month Ended October 31, 2013 Treasurer's Report for the Month Ended October 31, 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Resolution Amending the City's Records Retention Schedule Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 35 Attachment A: Resolution Amending Records Retention Schedule . . . . . . . . . . . . . . . . . . . . . . 37 Attachment B: Records Retention Schedule . . . . . . . . . . 38 Ordinance Amending Commission Meeting Attendance Requirements Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 64 Attachment A: Proposed Ordinance Amending Commission Meeting Attendance Requirements . . . . . . . . 66 Final Map Approval for Two Lots Located at 18771 Allendale Avenue Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 69 1. Site Map . . . . . . . . . . . . . . . . . . . . . . . . . . 71 2. Parcel Map . . . . . . . . . . . . . . . . . . . . . . . . . 72 3. Council Resolution Granting Final Map Approval . . . . . . . 74 4. Planning Commission Resolution No. 13 -022 . . . . . . . . 75 Acceptance of Property for Trail Purposes Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 81 1. Property Map . . . . . . . . . . . . . . . . . . . . . . . . 83 2. Grant Deed . . . . . . . . . . . . . . . . . . . . . . . . . 84 3. Resolution Accepting Grant Deed . . . . . . . . . . . . . . 90 Adoption of the 2013 California Standard Codes with Local Amendments Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 92 Attachment 1 - Resolution . . . . . . . . . . . . . . . . . . . 93 Attachment 2 - Ordinance . . . . . . . . . . . . . . . . . . . 109 Ordinance Amending Saratoga City Code to Regulate Banners in City Medians 1 Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 144 Attachment A: Ordinance Amending Saratoga City Code Sections 15 -30050 and 15 -30060 of Chapter 15 (Zoning) . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Attachment B: Resolution Amending Resolution 13 -063 - Median Banner Policy . . . . . . . . . . . . . . . . . . . . 152 Attachment C: Revised Median Banner Policy . . . . . . . . . 153 Naming Pony Baseball Field at Congress Springs Park Application to Rename Pony Baseball Field . . . . . . . . . . 158 Attachment A: Location Map . . . . . . . . . . . . . . . . . . 161 Attachment B: Renaming Applicaiton and Resolution . . . . . . 162 Approval of Adjustments to the Advance Planning Operating Budget and Housing Element Update Contract Authorization Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 173 Attachment 1 - Resolution . . . . . . . . . . . . . . . . . . . 175 Attachment 2 - Contract . . . . . . . . . . . . . . . . . . . . 176 Attachment 3 - Proposal & Qualifications. . . . . . . . . . . . 200 Fiscal Year 2014/15 Community Event Grant Program Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 240 Attachment A: History of Community Event Allocations Since Fiscal Year 2008/09 . . . . . . . . . . . . . . . . . . . 242 2013/14 City Council Agency and Ad Hoc Assignments Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 243 Attachment A: Resolution 13 -065 . . . . . . . . . . . . . . . 245 Attachment B: Agency Assignment Descriptions . . . . . . . . 248 Attachment C: Agency and Ad Hoc Committee Meeting Schedule Summary . . . . . . . . . . . . . . . . . . . . . . 252 2 AGENDA REGULAR MEETING SARATOGA CITY COUNCIL DECEMBER 4, 2013 REGULAR MEETING — 8:00 P.M. — CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on November 27, 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 Commendation for Former Library Commissioner Sharon Andres Recommended action: Read and present commendation to Sharon Andres. 3 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. 2. City Council Meeting Minutes Recommended action: Approve City Council minutes for the Special and Regular City Council Meeting on November 20, 2013. 3. Review of Accounts Payable Check Registers Recommended action: Review and accept check registers for the following accounts payable payment cycles: 11/19/2013 Period 5 11/26/2013 Period 5 4. Treasurer's Report for the Month Ended October 31, 2013 Recommended action: Review and accept the Treasurer's Report for the month ended October 31, 2013. 5. Resolution Amending the City's Records Retention Schedule Recommended action: Adopt the resolution amending the City's Records Retention Schedule. 6. Ordinance Amending Commission Meeting Attendance Requirements Recommended action: Waive the second reading and adopt the ordinance amending City Code 2- 12.040 and standards for Commission meeting attendance requirements. 7. Final Map Approval for Two Lots Located at 18771 Allendale Avenue Owner: Eiko Shimizu Recommended action: Move to adopt resolution granting final map approval of tentative map application No. SUB 13 -0002 for two lots located at 18771 Allendale Avenue. 8. Acceptance of Property for Trail Purposes Recommended action: 1. Approve resolution accepting Grant Deed of APN 503 -24 -049. 2. Authorize City Manager to sign the Certificate of Acceptance. 2 PUBLIC HEARINGS Applicants /Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant /Appellants and their representatives have a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council's approval at the Council meeting 9. Adoption of the 2013 California Standard Codes with Local Amendments Recommended action: (1) Conduct the public hearing; (2) Adopt the attached resolution making findings regarding proposed amendments to the referenced codes; and (3) Adopt the attached ordinance adopting and amending the referenced codes OLD BUSINESS 10. Ordinance Amending Saratoga City Code to Regulate Banners in City Medians Recommended action: Waive the second reading and adopt the ordinance modifying Sections 15- 30.050 and 15- 30.060 of Chapter 15 (Zoning) of the Saratoga City Code; and adopt the attached resolution amending the Median Banner Policy (Resolution 13 -063) to include a reference to the new median banner amendments to the City Code. NEW BUSINESS 11. Naming Pony Baseball Field at Congress Springs Park Recommended action: Approve request and name the Pony baseball field at Congress Springs Park "Abel J. Rodrigues Field." 12. Approval of Adjustments to the Advance Planning Operating Budget and Housing Element Update Contract Authorization Recommended action: 1. Adopt the resolution approving adjustments to the Advance Planning Operating Budget. 2. Authorize the City Manager to execute a contract with Metropolitan Planning Group to update the General Plan Housing Element for an amount not to exceed $55,517. 13. Fiscal Year 2014/15 Community Event Grant Program Recommended action: Provide direction on the amount of funding for the Community Event Grant Program in the 2014/15 budget and the proposed timeline for the 2014/15 Community Event Grant Program application process. 14.2013/14 City Council Agency and Ad Hoc Assignments Recommended action: Accept report and provide direction to staff. 5 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 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 Page 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 0 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) 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 November 27, 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 27th day of November 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.sarato2a.ca.us Pq LUA CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2013 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 7 v SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson City Clerk SUBJECT: Commendation for Former Library Commissioner Sharon Andres RECOMMENDED ACTION: Read and present commendation to Sharon Andres. BACKGROUND: Attached are commendations recognizing the contributions and achievements of former Library Commissioner Sharon Andres. FISCAL IMPACTS: 00 CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The commendations 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: Commendation for Sharon Andres Page 2 of 2 PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING SHARON ANDRES FOR HER SERVICE ON THE SARATOGA LIBRARY COMMISSION WHEREAS, Sharon Andres was first appointed to the Library Commission in April 2011; and WHEREAS, Sharon served in the positions of Chair and Vice Chair of the Library Commission; and WHEREAS, as a Commissioner, Sharon displayed a true passion for building community in the City of Saratoga through Saratoga Library; and WHEREAS, Sharon's positive attitude and focus on making a difference made her a true asset to both the Saratoga Library and City of Saratoga; and WHEREAS, Sharon worked diligently to refine the role of the Library Commission and partner with the Saratoga Library to increase the awareness and visibility of the library in the community; and WHEREAS, it is apparent to all who have worked with Sharon Andres that she is a devoted member of the Saratoga community. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby extend its sincere appreciation and gratitude to Sharon Andres for her dedicated service and contributions to the City of Saratoga. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 4th day of December 2013. , Mayor City of Saratoga SARATOGA CITY COUNCIL MEETING DATE: December 4, 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 November 20, 2013. BACKGROUND: The draft minutes for the Special and Regular City Council Meeting on November 20, 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 Page 1 of 2 11 Monday in advance of the Council meeting. ATTACHMENTS: Attachment A: Minutes for Special and Regular City Council Meeting on November 20, 2013 Page 2 of 2 12 MINUTES WEDNESDAY, NOVEMBER 20, 2013 SARATOGA CITY COUNCIL SPECIAL MEETING At 5:30 p.m., the City Council held a Closed Session in the Administrative Conference Room at City Hall at 13777 Fruitvale Avenue. At 6:00 p.m., the Council held a Joint Meeting with the Saratoga Sister City Group. SARATOGA CITY COUNCIL REGULAR MEETING Mayor Hunter called the Regular Meeting to order at 7:02 p.m. and led the Pledge of Allegiance. ROLL CALL PRESENT Mayor Jill Hunter, Vice Mayor Emily Lo, Council Members Howard Miller, Manny Cappello, Chuck Page ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Crystal Bothelio, City Clerk John Cherbone, Public Works Director Mary Furey, Finance and Administrative Services Director James Lindsay, Community Development Director Michael Taylor, Recreation and Facilities Director 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 November 15, 2013. REPORT FROM CLOSED SESSION Mayor Hunter stated that there was nothing to report from Closed Session. COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non- Agendized Items Nai Hsueh, Chair of the Santa Clara Valley Board of Directors, addressed the City Council about recent interactions between the Water District and residents near Calabazas Creek regarding survey work near the creek. She offered to meet with Council Members individually to update them on the issue. Trish Cypher distributed copies of her paper, "Democracy, Plan Bay Area and Sustainable Development," to the Council. She pointed out sections of the paper that she thought might be of interest to the Council. Oral Communications - Council Direction to Staff None 13 Communications from Boards and Commissions Peter Marra, Louise Webb, and Michael Story provided an overview of the City Council's Joint Meeting with the Saratoga Sister City Group. They described the group's history, some of its activities, and upcoming events. ouncil Direction to Staff None ANNOUNCEMENTS Council Member Page shared results of a recent study on the health benefits of eating nuts. He also congratulated students and sports teams from Prospect High School that made it to the Central Coast Section (CCS) Championship Tournaments and State Championships. Council Member Cappello announced that the Saratoga Ministerial Association's annual Thanksgiving Day service will take place at Immanuel Lutheran Church at 10:00 a.m. Mayor Hunter noted that the annual Holiday Tree Lighting and Wine Stroll will be held on November 29, 2013 at 5:00 p.m. in Saratoga Village. The event will include a variety of activities, including the ceremonial tree lighting at 5:30 pm. in Blaney Plaza. CEREMONIAL ITEMS 1. Appointment of Library Commissioner and Oath of Office Recommended action: Adopt the attached resolution appointing Lauren Marty to the Library Commission and direct the City Clerk to administer the Oath of Office. RESOLUTION NO. 13 -074 PAGE /MILLER MOVED TO ADOPT THE ATTACHED RESOLUTION APPOINTING LAUREN MARTY TO THE LIBRARY COMMISSION AND DIRECT THE CITY CLERK TO ADMINISTER THE OATH OF OFFICE. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. City Clerk Crystal Bothelio administered the oath of office to Lauren Marty. 2. Commendation for Former Saratoga Library Community Librarian Gayathri Kanth Recommended action: Read and present commendation recognizing former Saratoga Library Community Librarian Gayathri Kanth. Mayor Hunter read and presented the commendation to Gayathri Kanth. SPECIAL PRESENTATIONS None 14 CONSENT CALENDAR 3. City Council Meeting Minutes Recommended action: Approve City Council minutes for the Special and Regular City Council Meeting on November 6, 2013. PAGE /MILLER MOVED TO APPROVE CITY COUNCIL MINUTES FOR THE SPECIAL AND REGULAR CITY COUNCIL MEETING ON NOVEMBER 6, 2013. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 4. Review of Accounts Payable Check Registers Recommended action: Review and accept check registers for the following accounts payable payment cycles: 11/5/2013 Period 5 11/13/2013 Period 5 PAGE /MILLER MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 11/5/2013 PERIOD 5 AND 11/13/2013 PERIOD 5. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 5. Development Impact Fee Report Recommended action: Review and accept the annual AB1600 Development Impact Fee report for the year ended June 30, 2013. PAGE /MILLER MOVED TO ACCEPT THE ANNUAL AB1600 DEVELOPMENT IMPACT FEE REPORT FOR THE YEAR ENDED JUNE 30, 2013. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 6. Ordinance Amending City Code 15- 50.040 (Tree Regulations — Street Trees) Recommended action: Waive the second reading and adopt the ordinance modifying Article 15- 50.040 of the City Code. Council Member Page removed this item from the Consent Calendar to recuse himself as he lives on one of the streets identified as an arterial road in the ordinance. ORDINANCE NO. 308 CAPPELLO /MILLER MOVED TO WAIVE THE SECOND READING AND ADOPT THE ORDINANCE MODIFYING ARTICLE 15- 50.040 OF THE CITY CODE. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO. NOES: NONE. ABSTAIN: PAGE. ABSENT: NONE. 15 PUBLIC HEARINGS 7. Ordinance Amending Commission Meeting Attendance Requirements Recommended action: Conduct a public hearing; introduce and waive the first reading of the attached ordinance amending Commission meeting attendance requirements in the City Code; and direct staff to place the ordinance on the consent calendar for adoption at the next regular City Council meeting. City Clerk Crystal Bothelio presented the staff report. Mayor Hunter invited public comments on the item. The following person requested to speak: Leonard Almalech, Planning Commissioner No one else requested to speak. CAPPELLO /PAGE MOVED TO INTRODUCE AND WAIVE THE FIRST READING OF THE ATTACHED ORDINANCE AMENDING COMMISSION MEETING ATTENDANCE REOUIREMENTS IN THE CITY CODE; AND DIRECT STAFF TO PLACE THE ORDINANCE ON THE CONSENT CALENDAR FOR ADOPTION AT THE NEXT REGULAR CITY COUNCIL MEETING. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 8. Adoption of the Various 2013 California Uniform Codes with Local Amendments Recommended action: (1)Introduce and waive the first reading of the attached ordinance adopting and amending the referenced codes and direct the City Attorney to read the title of the codes to be adopted; (2)Introduce the attached resolution making findings regarding proposed amendments to the referenced codes; (3)Call a public hearing for December 4, 2013 to consider adoption of the attached ordinance and resolution; and (4)Direct staff to publish notice of the proposed ordinance adoption in accordance with the special requirements for adopting codes by reference. Community Development Director James Lindsay presented the staff report. He also provided the Council with an amended ordinance and resolution, which was distributed to the Council and members of the public as a desk item. Community Development Director James Lindsay invited Santa Clara County Deputy Fire Chief John Justice to speak on the item. Santa Clara County Deputy Fire Chief John Justice addressed the City Council. Mayor Hunter invited public comment on the item. No one requested to speak. al 16 MILLER/PAGE MOVED TO: (1) INTRODUCE AND WAIVE THE FIRST READING OF THE AMENDED ORDINANCE ADOPTING AND AMENDING THE REFERENCED CODES AND DIRECT THE CITY ATTORNEY TO READ THE TITLE OF THE CODES TO BE ADOPTED;(2) INTRODUCE THE AMENDED RESOLUTION MAKING FINDINGS REGARDING PROPOSED AMENDMENTS TO THE REFERENCED CODES; (3) CALL A PUBLIC HEARING FOR DECEMBER 4, 2013 TO CONSIDER ADOPTION OF THE AMENDED ORDINANCE AND RESOLUTION; AND (4) DIRECT STAFF TO PUBLISH NOTICE OF THE PROPOSED ORDINANCE ADOPTION IN ACCORDANCE WITH THE SPECIAL REQUIREMENTS FOR ADOPTING CODES BY REFERENCE. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 9. Ordinance Amending Saratoga City Code to Regulate Banners in City Medians Recommended action: Conduct a public hearing; introduce and waive the first reading of the attached ordinance modifying Sections 15- 30.050 and 15- 30.060 of Chapter 15 (Zoning) of the Saratoga City Code; and direct staff to place the ordinance on the consent calendar for adoption at the next regular City Council meeting. Brian Babcock, Administrative Analyst I in the City Manager's Office, presented the staff report. Mayor Hunter invited public comment on the item. No one requested to speak. PAGE /CAPPELLO MOVED TO INTRODUCE AND WAIVE THE FIRST READING OF THE ATTACHED ORDINANCE MODIFYING SECTIONS 15- 30.050 AND 15- 30.060 OF CHAPTER 15 (ZONING) OF THE SARATOGA CITY CODE, AND DIRECT STAFF TO PLACE THE ORDINANCE ON THE CONSENT CALENDAR FOR ADOPTION AT THE NEXT REGULAR CITY COUNCIL MEETING. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. OLD BUSINESS None NEW BUSINESS 10. Annual Audit Reports Recommended action: Review and accept the Fiscal Year 2012/13 Comprehensive Annual Financial Report (CAFR), the Fiscal Year 2012/13 Single Audit Report (Federal Grant Awards), the FY 2012/13 Transportation Development Act Report (MTC Grants), the FY 2013/14 Appropriation Limit Report, and the SAS 114 Required Communications Report. Mary Furey, Finance and Administrative Services Director, presented the staff report then introduced Sheldon Chavan, partner at Chavan & Associates, LLP. 5 17 Sheldon Chavan, partner at Chavan & Associates, LLP, addressed the City Council Mayor Hunter invited public comment on the item. MILLER/CAPPELLO MOVED TO ACCEPT THE FISCAL YEAR 2012/13 COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR), THE FISCAL YEAR 2012/13 SINGLE AUDIT REPORT (FEDERAL GRANT AWARDS), THE FY 2012/13 TRANSPORTATION DEVELOPMENT ACT REPORT (MTC GRANTS), THE FY 2013/14 APPROPRIATION LIMIT REPORT, AND THE SAS 114 REQUIRED COMMUNICATIONS REPORT. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 11. Spring 2013 Issue of The Saratogan Recommended action: Accept report and direct staff accordingly. Brian Babcock, Administrative Analyst I, in the City Managers Office presented the staff report. Mayor Hunter invited public comment on the item No one requested to speak. Council Member Page suggested including an article that details what residents and contractors can do to get Planning and Building Division approval in the most efficient and timely manner. Council Member Miller provided an alternative suggestion, stating that the same topic could be framed as the most common reasons projects are delayed and how to avoid delays. Council Member Lo suggested that hard copies of the newsletter get dropped off at Saratoga Library. She also recommended that the newsletter mention that Saratoga was ranked as the safest city in California. Council Member Miller supported the suggestion about Saratoga's ranking as safest California city. Mayor Hunter also recommended placing copies of the newsletter at popular cafes and coffeehouses in Saratoga. Council Member Cappello added that it would be nice to include information about the Prospect Median project and other noteworthy capital projects. Council Member Miller suggested that the next issue include an article on the Quito Road Bridges and a list of upcoming capital projects. He said that it would be nice to include a list and some information about upcoming capital projects in each issue of the newsletter. Mayor Hunter suggested including information about the Village Pedestrian Enhancements Phase 2 project. 6 ilm Council Member Cappello noted that some residents have difficulty figuring out who they need to speak with at City Hall when they need assistance with certain matters. Consequently, he suggested a thread to help residents determine who they need to speak with for different types of issues or concerns. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Jill Hunter Mayor Hunter stated that when the City Council declared November 2013 as Pancreatic Cancer Awareness Month at the November 6, 2013 meeting, she failed to mention that former Recreation & Facilities Director Joan Pisani passed away in 2007 after her battle against pancreatic cancer. Mayor Hunter also shared that the City is accepting applications for the Traffic Safety Commission and Heritage Preservation Commission until 5:00 pm. on November 21, 2013. Chamber of Commerce — Mayor Hunter said she attended the last meeting on behalf of Council Member Cappello. Historical Foundation — the next meeting is November 21, 2013. Additionally, members of the Historical Foundation attended an excellent training hosted by the Heritage Preservation Commission. KSAR Community Access TV Board — during the last meeting, a potential new member was introduced. Vice Mayor Emily Lo West Valley Flood Control & Watershed Advisory Committee — it appears that the flood control and watershed advisory committees will be merged with the Santa Clara Valley Water District Commission. Additionally, the Water District's divestment in fossil fuel companies was discussed. Council Member Howard Miller Council Finance Committee — at the next meeting, the Committee will begin looking at its work plan for updating and preparing City finance policies. Saratoga Ministerial Association — the Ministerial Association met on November 20, 2013 to discuss the Thanksgiving Day service. West Valley Solid Waste Management Joint Powers Authority — the Authority Board will be meeting on December 3, 2013 and the new agreement with West Valley Collection & Recycling is expected to go before the Board. During the last meeting, the Board conducted reviews for the Executive Director and Authority Attorney. Council Member Manny Cappello Destination Saratoga Liaison — the group continues to work on the outdoor dinner event on Big Basin Way scheduled for June 2014. SASCC — the next meeting is the week of November 25, 2013. Council Member Chuck Page Council Member Page noted that he attended a League of California Cities leadership workshop and consequently missed the last City Council Meeting. During the workshop, the group established strategic goals for the year. 7 19 Santa Clara County Cities Association — during the last meeting, the group discussed ordinances that require new construction to include charging stations for electric vehicles, Palo Alto's dark fiber optic system, and affordable housing. West Valley Sanitation District — the District Board continues to deal with issues related to the renovation of the San Jose -Santa Clara Regional Wastewater Facility. Additionally, the San Jose -Santa Clara Regional Wastewater Facility Treatment Plan Advisory Committee discussed the Plant Master Plan EIR at its last meeting. CITY COUNCIL ITEMS Council Member Page requested future discussion on bringing forward an ordinance that would require new residential construction to include charging stations for electric vehicles. Council Member Cappello asked that the Council discuss allocating funds to conduct a feasibility study on moving the John Henry House from its current location. Mayor Hunter supported the request. CITY MANAGER'S REPORT City Manager Dave Anderson stated that he had nothing to report. ADJOURNMENT PAGE /MILLER MOVED TO ADJOURN THE REGULAR MEETING AT 9:19 P.M. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. N. 20 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson PREPARED BY: Gina Scott DEPT. DIRECTOR: Mary Furey Accounting Technician SUBJECT: Review of Accounts Payable Check Registers RECOMMENDED ACTION: Review and accept check registers for the following accounts payable payment cycles: 11/19/2013 Period 5 11/26/2013 Period 5 REPORT SUMMARY: 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 11/19/13 124279 124336 58 446,641.25 11/19/13 11/13/13 124278 Accounts Payable 11/26/13 124337 124366 30 31,518.28 11/26/13 11/19/13 124336 Accounts Payable checks issued for $20,000 or greater: Date Check # Issued to Fund Dept. Purpose Amount 11/19/13 1 124317 JSCC Office of the Sheriff I General PS Law Enforcement 352,085.33 Accounts Payable checks voided during this time period: AP Date Check # Issued to Reason Status Amount IN/A 21 Cash reductions by fund: Period 5 Period 5 Fund # Fund Description 11/19/13 11/26/13 Total I I I General Fund 405,836.16 11,913.89 417,750.05 231 Village Lighting 19.94 19.94 232 Azule Lighting - 233 Sarahills Lighting - 241 Arroyo de Saratoga Landscape - 242 Bonnet Way Landscape - 243 Carnelian Glen - 244 Cunningham/Glasgow Landscape - 245 Fredericksburg Landscape - 246 Greenbriar Landscape - 247 Kerwin Ranch Landscape - 248 Leutar Court Landscape - 249 Manor Drive Landscape - 251 McCartysville Landscape - 252 Prides Crossing Landscape - 253 Saratoga Legends Landscape - 254 Sunland Park Landscape - 255 Tricia Woods Landscape - 271 Beauchamps Landscape - 272 Bellgrove Landscape 1,925.63 1,925.63 273 Gateway Landscape - 274 Horseshoe Landscape /Lighting - 275 Quito Lighting - 276 Tollgate LLD 500.00 500.00 277 Village Commercial Landscape 16.24 16.24 278 Brookglen L &L - 311 Library GO Bond Debt Service - 411 CIP Street Projects 4,412.82 2,368.82 6,781.64 412 CIP Park & Trail Projects 15,197.35 935.26 16,132.61 413 CIP Facility Projects 7,230.16 6,000.00 1 13,230.16 414 CIP Admin Projects - 421 Tree Fund - 431 Grant Fund - CIP Streets - 432 Grant Fund - Parks & Trails - 433 Grant Fund - Facilities - 434 Grant Fund - Admin Projects - 481 Gas Tax Fund - 611 Liability/Risk Mgt - 612 Workers' Comp 500.00 500.00 621 Office Support - 622 IT Services 6,112.04 34.74 6,146.78 623 Vehicle & Equipment Maint 380.00 6,583.55 6,963.55 624 Building Maintenance 3,528.05 608.13 4,136.18 631 Vehicle & Equipment Replacement 612.08 612.08 632 IT Equipment Replacement 3,444.67 3,444.67 TOTALI 446,641.25 31,518.28 - 478,159.53 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 22 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 11/19/2013 CITY OF SARATOGA ACCTPA21 TIME: 11:37:15 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20131119 00:00:00.000' ACCOUNTING PERIOD: 5/14 VENDOR - - -- --- - - - - -- BUDGET UNIT • T FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 11111 124279 11/19/13 234 TOTAL CHECK 2,417.00 0.00 11111 124280 11/19/13 546 11111 124281 11/19/13 35 11111 124282 11/19/13 659 11111 124283 11/19/13 521 11111 124284 11/19/13 166 11111 124285 11/19/13 197 11111 124286 11/19/13 500 11111 124287 11/19/13 500 11111 124288 11/19/13 1159 11111 124288 11/19/13 1159 11111 124288 11/19/13 1159 11111 124288 11/19/13 1159 11111 124288 11/19/13 1159 11111 124288 11/19/13 1159 TOTAL CHECK 11111 124289 11/19/13 179 11111 124290 11/19/13 494 11111 124291 11/19/13 909 11111 124292 11/19/13 250 11111 124293 11/19/13 1026 11111 124294 11/19/13 500 11111 124295 11/19/13 225 11111 124296 11/19/13 552 11111 124297 11/19/13 341 VENDOR - - -- --- - - - - -- BUDGET UNIT • T & T 1117102 • T & T 1117102 • T & T 6246202 • T & T 1117102 • T & T 6246202 • T & T 1117102 • T & T 1115301 • T & T 1115301 • T & T 1115301 ABAG POWER PURCHASING PO 6246202 ACCENT GRAPHICS 1111101 ADVANTAGE OFFICE SOLUTIO 1113101 ALLIED LOCK & SAFE INC 4139312 -002 AMERICAN SOCIETY OF SAFE 6246202 ARROWHEAD MOUNTAIN SPRIN 6246202 BRIAN BABCOCK 1112101 CHAO ZHANG 111 CHAVAN & ASSOCIATES, LLP 1113101 CHAVAN & ASSOCIATES, LLP 1113101 CHAVAN & ASSOCIATES, LLP 1113101 CHAVAN & ASSOCIATES, LLP 1113101 CHAVAN & ASSOCIATES, LLP 1113101 CHAVAN & ASSOCIATES, LLP 1113101 CIM AIR, INC 6246202 COMCAST 6223201 COMPUCOM SYSTEMS INC 6323202 COTTON SHIRES AND ASSOCI 4129222 -002 COUNTY OF SAN MATEO 1118101 CSAC 1113301 DELL MARKETING L.P. C/O 6323202 DEPARTMENT OF JUSTICE 1113301 DU -ALL SAFETY, LLC 6128501 23 DESCRIPTION EMERG LN RECREATION EMERG LN VM MAILBOX BOOK -GO -ROUND ALARM EMERG LN CITY MGR OFC POSTAGE MACH COPY RM AM 1610 RADIO SARA LN GATEWAY IRR CONTROL PHONE LINES & PARKS CONGRESS SPRINGS PARK GAS SERVICES NAME TAGS FINANCE CUBICLE CORP YARD REKEYING MEMBERSHIP DUES DRINKING WTR SERVICE MILEAGE - MMANC CONF ARB11 -0018 AUDITING SERVICES AUDITING SERVICES SINGLE AUDIT & REPORT SINGLE AUDIT & REPORT TDA AUDIT & REPORT GANN LIMIT AUDIT &RPT HVAC REPAIRS MTHLY SVC 11/20 -12/19 MS WINDOWS ROP LIC PROJECT E5532A MGMT EXCHANGE HENIG FIN MGR JOB POSTING REPLACEMENT MONITORS OCT FINGERPRINT SRVC BBP PROGRAM- WELLNESS SALES TAX AMOUNT 0.00 14.90 0.00 63.47 0.00 31.00 0.00 16.16 0.00 14.90 0.00 16.16 0.00 15.85 0.00 16.68 0.00 32.06 0.00 221.18 0.00 925.81 0.00 40.34 0.00 4,413.73 0.00 2,904.30 0.00 175.00 0.00 114.15 0.00 127.13 0.00 1,990.00 0.00 2,508.00 0.00 11,398.00 0.00 500.00 0.00 2,417.00 0.00 1,500.00 0.00 1,000.00 0.00 19,323.00 0.00 711.10 0.00 90.71 0.00 800.80 0.00 3,097.20 0.00 950.00 0.00 125.00 0.00 1,973.47 0.00 64.00 0.00 500.00 SUNGARD PUBLIC SECTOR PAGE NUMBER: DATE: 11/19/2013 CITY OF SARATOGA ACCTPA21 TIME: 11:37:15 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20131119 00:00:00.000' ACCOUNTING PERIOD: 5/14 2 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT -------- - - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT - - - -- DESCRIPTION - - - - -- SALES TAX AMOUNT 11111 124298 11/19/13 426 FLINT TRADING, INC 4119111 -001 STREETS SUPPLIES 0.00 3,246.32 11111 124299 11/19/13 500 FRANCES JOHNSTON 1114101 TRP13 -0307 0.00 125.00 11111 124300 11/19/13 461 GOVERNMENT FINANCE OFFIC 1113101 GFOA MEM12 /1- 11/30/14 0.00 250.00 11111 124301 11/19/13 463 GRAINGER 6246202 FACILITIES SUPPLIES 0.00 132.01 11111 124302 11/19/13 488 HOME DEPOT CREDIT SERVIC 1115301 PARKS SUPPLIES 0.00 464.13 11111 124303 11/19/13 491 HUMAN BEHAVIOR ASSOCIATE 1113301 OCT EAP SERVICE 0.00 28.50 11111 124304 11/19/13 14 HYDROTEC IRRIGATION EQUI 1115301 IRR RPR EL QUITO PARK 0.00 104.76 11111 124304 11/19/13 14 HYDROTEC IRRIGATION EQUI 1115301 IRRIGATION CITY HALL 0.00 631.69 11111 124304 11/19/13 14 HYDROTEC IRRIGATION EQUI 1115301 IRR RPR COM CTR 0.00 180.51 11111 124304 11/19/13 14 HYDROTEC IRRIGATION EQUI 4139321 -013 WESTSIDE CITY HALL DRA 0.00 4,325.86 TOTAL CHECK 0.00 5,242.82 11111 124305 11/19/13 19 IAN GEDDES TREE CARE, IN 1115301 REMOVE SYCAMORE 0.00 1,230.00 11111 124305 11/19/13 19 IAN GEDDES TREE CARE, IN 1115301 TRIM TREES 0.00 490.00 TOTAL CHECK 0.00 1,720.00 11111 124306 11/19/13 1123 IMPERIAL SPRINKLER SUPPL 1115301 SOLAR IRRIGATION CONTR 0.00 5,813.39 11111 124307 11/19/13 1163 INSIGHT PUBLIC SECTOR, I 6323202 EQUIPMENT BATTERIES 0.00 670.40 11111 124308 11/19/13 326 JANIS JEFFERS /PONY EXPRE 1114201 SHIRTS - BUILDING 0.00 28.93 11111 124309 11/19/13 199 JENSEN, PAUL 1115101 MUSEUM PARCEL SURVEY 0.00 740.00 11111 124310 11/19/13 567 KANEN TOURS 1116101 EXCURSION 12/13 -12/14 0.00 2,516.40 11111 124311 11/19/13 123 KELEX SECURITY 6246202 ALARM REPAIRS 0.00 380.00 11111 124312 11/19/13 500 KUMAR & KRISHNA GOSWANI 111 ARB12 -0031 0.00 2,050.00 11111 124313 11/19/13 171 LABOSSIERE, MONICA 1113301 MILEAGE- CCIPMA WRKSHP 0.00 31.92 11111 124313 11/19/13 171 LABOSSIERE, MONICA 1113301 COMMITTEE MTG 0.00 20.28 TOTAL CHECK 0.00 52.20 11111 124314 11/19/13 500 MOUNTAIN VIEW POLICE ACT 1112101 ANNUAL HOLIDAY EVENT 0.00 35.00 11111 124314 11/19/13 500 MOUNTAIN VIEW POLICE ACT 1111101 ANNUAL HOLIDAY EVENT 0.00 105.00 TOTAL CHECK 0.00 140.00 11111 124315 11/19/13 1062 NI GOVERNMENT SERVICES, 1117102 AIR TIME 10/1 -10/31 0.00 75.88 11111 124316 11/19/13 135 NORTH BAY BLDG MAINTENAN 6246202 JANITORIAL SERVICES 0.00 304.00 11111 124317 11/19/13 1 OFF OF SHERIFF - FISCAL SV 1117101 NOV LAW ENFORCEMENT 0.00 352,085.33 11111 124318 11/19/13 1 OFF OF SHERIFF - FISCAL SV 1117101 REF CIT FEE P660248 0.00 45.00 24 2 SUNGARD PUBLIC SECTOR PAGE NUMBER: DATE: 11/19/2013 CITY OF SARATOGA ACCTPA21 TIME: 11:37:15 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20131119 00:00:00.000' ACCOUNTING PERIOD: 5/14 3 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT -------- - - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT - - - -- DESCRIPTION - - - - -- SALES TAX AMOUNT 11111 124319 11/19/13 1 OFF OF SHERIFF - FISCAL SV 1117101 REF CIT FEE S112693 0.00 45.00 11111 124320 11/19/13 1 OFF OF SHERIFF - FISCAL SV 1113301 AUG LIVE SCAN SRVC 0.00 20.00 11111 124321 11/19/13 145 OFFICE DEPOT INC. 1118101 OFFICE SUPPLIES 0.00 11.99 11111 124321 11/19/13 145 OFFICE DEPOT INC. 1115101 OFFICE SUPPLIES 0.00 69.21 11111 124321 11/19/13 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 137.65 11111 124321 11/19/13 145 OFFICE DEPOT INC. 1114201 OFFICE SUPPLIES 0.00 209.88 TOTAL CHECK 0.00 428.73 11111 124322 11/19/13 60 ONTRAC 1115101 DELIVERY CHARGES 0.00 5.35 11111 124322 11/19/13 60 ONTRAC 1112101 DELIVERY CHARGES 0.00 16.05 TOTAL CHECK 0.00 21.40 11111 124323 11/19/13 729 TERESA PHILLIPS 1116101 INSTRUCTOR -DANCE 0.00 180.78 11111 124323 11/19/13 729 TERESA PHILLIPS 1116101 INSTRUCTOR -DANCE 0.00 69.00 11111 124323 11/19/13 729 TERESA PHILLIPS 1116101 INSTRUCTOR -DANCE 0.00 69.00 TOTAL CHECK 0.00 318.78 11111 124324 11/19/13 500 SCCCMA 1112101 ANNUAL HOLIDAY EVENT 0.00 160.00 11111 124325 11/19/13 160 SIERRA PACIFIC TURF SUPP 1115301 ROUNDUP 0.00 89.57 11111 124326 11/19/13 236 SOLECTRIC ELECTRICAL 6235202 RPLC EV CHARGER HEADS 0.00 380.00 11111 124326 11/19/13 236 SOLECTRIC ELECTRICAL 1115301 BLANEY PLAZA LANTERN 0.00 190.00 TOTAL CHECK 0.00 570.00 11111 124327 11/19/13 266 SUNGARD PUBLIC SECTOR IN 6223201 DEC HTE ASP SRVC 0.00 409.00 11111 124327 11/19/13 266 SUNGARD PUBLIC SECTOR IN 6223201 DEC ASP SERVICE 0.00 5,390.00 TOTAL CHECK 0.00 5,799.00 11111 124328 11/19/13 1165 SUPERIOR HYDROSEEDING, I 4119154 -002 PARKING LOT SLOPE 0.00 1,166.50 11111 124329 11/19/13 1183 THE ALARM COMPANY 1118101 INSTALL CAMERA 0.00 6,288.00 11111 124330 11/19/13 1143 THE PLANNING CENTER 4129281 -002 QUARRY PARK MASTER PLA 0.00 12,100.15 11111 124331 11/19/13 336 TLC ADMINISTRATORS 1113301 TLC ADMIN FEES 11/13 0.00 175.00 11111 124332 11/19/13 500 TRILLIUM 111 ARB11 -0036 0.00 1,360.00 11111 124333 11/19/13 395 VERIZON WIRELESS 1112101 CITY MANAGER 0.00 0.22 11111 124333 11/19/13 395 VERIZON WIRELESS 1112201 CITY CLERK 0.00 4.39 11111 124333 11/19/13 395 VERIZON WIRELESS 1113101 FINANCE 0.00 51.78 11111 124333 11/19/13 395 VERIZON WIRELESS 6223201 IT SERVICES 0.00 222.33 11111 124333 11/19/13 395 VERIZON WIRELESS 1114201 BUILDING & INSPECTION 0.00 0.22 11111 124333 11/19/13 395 VERIZON WIRELESS 1114101 DEVELOPMENT SERVICES 0.00 36.94 11111 124333 11/19/13 395 VERIZON WIRELESS 1115201 STREETS 0.00 117.03 11111 124333 11/19/13 395 VERIZON WIRELESS 1115301 PARKS 0.00 186.71 11111 124333 11/19/13 395 VERIZON WIRELESS 1115101 GENERAL ENG 0.00 62.97 11111 124333 11/19/13 395 VERIZON WIRELESS 6246202 BUILDING MAINTENANCE 0.00 125.93 25 3 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 11/19/2013 CITY OF SARATOGA ACCTPA21 TIME: 11:37:15 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20131119 00:00:00.000' ACCOUNTING PERIOD: 5/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- TOTAL CHECK 11111 124334 11/19/13 901 11111 124335 11/19/13 981 11111 124336 11/19/13 500 TOTAL CASH ACCOUNT TOTAL FUND TOTAL REPORT - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT WAXIE SANITARY SUPPLY 6246202 WHITE CAP CONSTRUCTION S 1115301 WILSON AND ESTHER COCHRA 111 26 - - - -- DESCRIPTION JANITORIAL SUPPLIES PARKS SUPPLIES ARB11 -0014 SALES TAX AMOUNT 0.00 808.52 0.00 614.15 0.00 119.22 0.00 1,900.00 0.00 446,641.25 0.00 446,641.25 0.00 446,641.25 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 11/26/2013 CITY OF SARATOGA ACCTPA21 TIME: 10:21:18 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20131126 00:00:00.000' ACCOUNTING PERIOD: 5/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124337 11/26/13 234 11111 124337 11/26/13 234 11111 124337 11/26/13 234 11111 124337 11/26/13 234 11111 124337 11/26/13 234 11111 124337 11/26/13 234 TOTAL CHECK 0.00 558.06 11111 124338 11/26/13 1186 11111 124339 11/26/13 1171 11111 124339 11/26/13 1171 TOTAL CHECK 0.00 500.00 11111 124340 11/26/13 95 11111 124341 11/26/13 229 11111 124342 11/26/13 930 11111 124343 11/26/13 991 11111 124344 11/26/13 260 11111 124345 11/26/13 390 11111 124345 11/26/13 390 11111 124345 11/26/13 390 TOTAL CHECK 11111 124346 11/26/13 416 11111 124347 11/26/13 500 11111 124348 11/26/13 454 11111 124348 11/26/13 454 11111 124348 11/26/13 454 11111 124348 11/26/13 454 11111 124348 11/26/13 454 11111 124348 11/26/13 454 11111 124348 11/26/13 454 TOTAL CHECK 11111 124349 11/26/13 618 11111 124350 11/26/13 14 11111 124350 11/26/13 14 11111 124350 11/26/13 14 11111 124350 11/26/13 14 TOTAL CHECK 11111 124351 11/26/13 19 VENDOR - - -- --- - - - - -- BUDGET UNIT • T & T 1115301 • T & T 2775302 • T & T 6246202 • T & T 6246202 • T & T 1115301 • T & T 1115301 ADVANCED FUEL SERVICES, 6235202 ALLY 6315203 ALLY 6315203 CAL -WEST LIGHTING & SIGN 2725302 COAST OIL COMPANY LLC 6235202 COLE SUPPLY COMPANY, INC 1115301 COMCAST 6223201 DEPARTMENT OF PESTICIDE 1115301 ELECTRICAL DISTRIBUTORS 1115301 ELECTRICAL DISTRIBUTORS 1115301 ELECTRICAL DISTRIBUTORS 1115301 EVANS WEST VALLEY SPRAY 1115301 FERNANDO MAGANA 111 GACHINA LANDSCAPE MANAGE 1115301 GACHINA LANDSCAPE MANAGE 1115301 GACHINA LANDSCAPE MANAGE 1115301 GACHINA LANDSCAPE MANAGE 1115301 GACHINA LANDSCAPE MANAGE 1115301 GACHINA LANDSCAPE MANAGE 4119111 -001 GACHINA LANDSCAPE MANAGE 2765302 GCSAA 1115301 HYDROTEC IRRIGATION EQUI 1115301 HYDROTEC IRRIGATION EQUI 1115301 HYDROTEC IRRIGATION EQUI 1115301 HYDROTEC IRRIGATION EQUI 1115301 IAN GEDDES TREE CARE, IN 1115301 27 DESCRIPTION HISTORICAL PARK BIG BASIN WAY SUPERTRUNK PROSPECT FIRE ALARM EL QUITO IRR MODEM TITUS /PROSPECT MEDIAN MONITOR CERTIFICATION 13 CHEV VOLT END 7302 13 CHEV VOLT END 7314 REPAIR OUTAGES UNLEADED FUEL PARKS SUPPLIES MTHLY SVC 11/19 -12/18 QAC MEMBER -MEEK HISTORICAL LAMPS HISTORICAL LAMPS LAMP HOLDER SPRAY TURF CONG SPR REFUND FACILITY IRR RPR GATEWAY MED IRR RPR LIBRARY IRR RPR SPR BLOSSOM 8/26 -8/30 MANUAL WTR 8/19 -8/23 MANUAL WTR NOV MAINTENANCE ALOHA LDSCP CLN UP TOLLGATE MEMBERSHIP - MEEK RPLC VALVE EL QUITO CONTROLLER- 3EAUCHAMPS RPR LEAK PROSPECT RD RPLC VALVE COM CTR CLEAN UP KEVIN MORAN SALES TAX AMOUNT 0.00 16.24 0.00 16.24 0.00 435.20 0.00 30.76 0.00 16.06 0.00 16.24 0.00 530.74 0.00 450.00 0.00 306.04 0.00 306.04 0.00 612.08 0.00 134.38 0.00 2,906.22 0.00 558.06 0.00 34.74 0.00 60.00 0.00 41.01 0.00 45.68 0.00 3.57 0.00 90.26 0.00 2,350.00 0.00 500.00 0.00 83.15 0.00 66.61 0.00 116.45 0.00 436.21 0.00 436.21 0.00 390.00 0.00 500.00 0.00 2,028.63 0.00 175.00 0.00 273.53 0.00 849.19 0.00 90.00 0.00 128.43 0.00 1,341.15 0.00 420.00 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 11/26/2013 CITY OF SARATOGA ACCTPA21 TIME: 10:21:18 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20131126 00:00:00.000' ACCOUNTING PERIOD: 5/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124352 11/26/13 1177 11111 124353 11/26/13 63 11111 124353 11/26/13 63 11111 124353 11/26/13 63 TOTAL CHECK 0.00 142.17 11111 124354 11/26/13 500 11111 124355 11/26/13 326 11111 124355 11/26/13 326 TOTAL CHECK 0.00 107.67 11111 124356 11/26/13 221 11111 124357 11/26/13 60 11111 124358 11/26/13 173 11111 124358 11/26/13 173 11111 124358 11/26/13 173 11111 124358 11/26/13 173 TOTAL CHECK 11111 124359 11/26/13 1104 11111 124360 11/26/13 136 11111 124361 11/26/13 149 11111 124362 11/26/13 160 11111 124362 11/26/13 160 TOTAL CHECK 11111 124363 11/26/13 162 11111 124363 11/26/13 162 11111 124363 11/26/13 162 11111 124363 11/26/13 162 11111 124363 11/26/13 162 11111 124363 11/26/13 162 TOTAL CHECK 11111 124364 11/26/13 256 11111 124365 11/26/13 343 11111 124366 11/26/13 1116 TOTAL CASH ACCOUNT TOTAL FUND TOTAL REPORT - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT IDEAL SOUND, INC. 4139322 -009 INTERSTATE TRAFFIC CONTR 4119111 -001 INTERSTATE TRAFFIC CONTR 4119111 -001 INTERSTATE TRAFFIC CONTR 4119111 -001 JAMES & MELANIE GUZZO 111 JANIS JEFFERS /PONY EXPRE 1115201 JANIS JEFFERS /PONY EXPRE 1115301 ----- DESCRIPTION - -- LOOP SYSTEM - THEATER STREETS SUPPLIES STREETS SUPPLIES STREETS SUPPLIES GEO12 -0022 SHIRTS - STREETS UNIFORM SHIRTS LORAL LANDSCAPING, INC 2725302 BELLGROVE PLANTING ONTRAC 1115201 DELIVERY CHARGES PACIFIC GAS & ELECTRIC 6235202 NATURAL GAS VEHICLE PACIFIC GAS & ELECTRIC 6246202 BUILDINGS PACIFIC GAS & ELECTRIC 2315302 VILLAGE LIGHTING PACIFIC GAS & ELECTRIC 1115201 MONTE VISTA DRIVE SARA DEAN 1116101 SCOTTY'S AUTOMOTIVE 6235202 SIERRA DISPLAY INC 4119111 -001 SIERRA PACIFIC TURF SUPP 1115301 SIERRA PACIFIC TURF SUPP 1115301 SILICON VALLEY COMM NEWS 1112201 SILICON VALLEY COMM NEWS 1114101 SILICON VALLEY COMM NEWS 1114101 SILICON VALLEY COMM NEWS 1112201 SILICON VALLEY COMM NEWS 1112201 SILICON VALLEY COMM NEWS 1112201 STEVENS CREEK QUARRY INC 4119111 -001 TMT ENTERPRISES INC 4129211 -003 UNIVERSAL SITE SERVICES 1115301 INSTRUCTOR -U JAM MAINTENANCE VEH #111 LED LIGHTS PARKS SUPPLIES PARKS SUPPLIES LEGAL LINER 4990028 LEGAL LINER 4989389 LEGAL LINER 5007018 LEGAL LINER 5000536 LEGAL LINER 5000633 LEGAL LINER 5003964 STREETS SUPPLIES PLAYGROUND MATERIALS PRESSURE WASH SALES TAX AMOUNT 0.00 6,000.00 0.00 543.75 0.00 668.16 0.00 404.55 0.00 1,616.46 0.00 1,507.50 0.00 105.70 0.00 60.57 0.00 166.27 0.00 1,791.25 0.00 5.88 0.00 14.56 0.00 142.17 0.00 19.94 0.00 10.51 0.00 187.18 0.00 252.00 0.00 3,212.77 0.00 163.67 0.00 2,288.98 0.00 107.67 0.00 2,396.65 0.00 79.65 0.00 140.10 0.00 115.92 0.00 119.64 0.00 102.90 0.00 85.23 0.00 643.44 0.00 198.69 0.00 935.26 0.00 250.00 0.00 31,518.28 0.00 31,518.28 0.00 31,518.28 SARATOGA CITY COUNCIL MEETING DATE: December 4, 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 October 31, 2013 RECOMMENDED ACTION Review and accept the Treasurer's Report for the month ended October 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 October 31, 2013, the City had $281,788 in cash deposit at Comerica bank, and $13,523,005 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 October 31, 2013 is $13,804,793 and exceeds the minimum limit required. Cash Summary Unrestricted Cash Comerica Bank $ 281,788 Deposit with LAIF $ 13,523,005 Total Unrestricted Cash $ 13,804,793 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. 29 Adjusting Cash to Ending Fund Balance Total Unrestricted Cash $ 13,804,793 Plus: Assets 302,027 Less: Liabilities (1,355,650) Ending Fund Balance $ 12,751,170 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 30 ATTACHMENT A CHANGES IN TOTAL FUND BALANCE UNDER GASB 54 31 Fund Increase/ Balance (Decrease) Current Current Fund Balance FtndDescri 'on 7/1/13 Jul - Se Revenue Expenditure Transfers 10/31/13 General Fund Restricted Fund Balances: Environmental Services 463,182 - - - 463,182 Comniitted 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 Carryforwards 73,101 - - - 73,101 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 207,268 - - - 207,268 Other Unassigned eYEdistnbution 2,691,081 2,122,560 994,604 1,870,552 274,880 582,306 General Fund Total 9,918,675 (2,122,560) 994,604 1,870,552 (274,880) 6,645,288 Special Revenue Landscape /Lighting Districts 621,947 (88,979) 12,857 56,874 - 488,951 Capital Project Street Projects 1,230,619 (112,638) 16,755 49,834 50,000 1,134,902 Park and Trail Projects 1,003,347 (198,925) 124,200 68,928 85,880 945,574 Facility Projects 260,858 (85,308) 6,868 11,817 100,000 270,601 Administrative Projects 191,039 (5,000) - 493 45,000 230,546 Tree Fund Projects 45,700 9,404 - - - 55,105 CIP (rant Street Projects 363,656 (21,384) (11,506) 2,745 - 328,021 CIP Grant Park & Trail Projects (161,107) (9,882) 1,655 41,579 - (210,914) Gas Tax Fund Projects 486,222 46,752 154,894 655 (6,000) 681,213 Debt Service Library Bond 885,757 (687,603) 3,734 - - 201,888 Internal Service Fund Liability /Risk Management 230,059 (69,697) 93,750 7,033 - 247,079 Workers Compensation 293,720 (5,148) 56,025 54,952 - 289,645 Office Support Fund 24,021 8,660 13,750 5,126 - 41,305 Information Technology Services 281,284 (11,089) 100,424 51,473 - 319,146 Equipment Maintenance 10,427 5,787 62,500 23,966 - 54,748 Building Maintenance 184,901 27,205 207,497 107,421 - 312,181 Equipment Replacement 442,089 45,000 50,000 612 - 536,477 Technology Replacement 156,318 11,621 13,750 2,274 - 179,414 Total City 16,469,530 (3,263,784) 1,901,757 2,356,334 - 12,751,170 31 ATTACHMENT B FUND BALANCES BY CIP PROJECT 32 Fund Increase/ Fund Balance (Decrease) Current Current Balance CIP Funds / Projects 7/1/13 Jul - Se Revenue Expenditure Transfers 10/31/13 Street Projects Annual Street Resurfacing 304,167 (64,613) 5,249 37,576 (100,000) 107,227 Roadway Safety & Traffic Calming 32,659 (15,656) - 4,557 50,000 62,446 Highway 9 Safety Project - Phase II (Ped Paths) 18,134 (5,165) 11,506 2,734 - 21,741 Highway 9 Safety Project - Phase III (Bicycles) 24,514 - - - - 24,514 Highway 9 Safety Project - Phase IV 90,000 - - - - 90,000 Fmitvale Ave Medians 15,907 (15,907) - - - - Village LID Streetlights 5,180 - - - - 5,180 Annual Sidewalks Project 31,335 (450) - 2,495 50,000 78,390 Annual Storm Drain Upgrade - - - - 50,000 50,000 El Quito Area Curb Replacement 37,552 - - - - 37,552 Village- Streetscape Improvements 144,757 - - - (85,701) 59,056 Village -Phase 11 Design 13,363 - - - - 13,363 Pillage -Phase B Construction 221,333 (8,412) - - 85,701 298,623 Fourth Street Bridge 100,000 - - - - 100,000 Quito Road Bridge Replacement Design 90,593 (2,435) - 2,472 - 85,686 Parking District #3 Hillside 2,380 - - - - 2,380 Underground Project 98,744 98,744 Total Street Projects 1,230,619 (112,638) 16,755 49,834 50,000 1,134,902 Parks & Trails Projects Park/Trail Repairs 6,570 - (231) - - 6,339 Playground Safety Equipment 20,078 - - - - 20,078 Park Restroom Improvements 39,929 (7,806) - 949 - 31,174 Fbar Playground Improvement' - - - - 40,000 40,000 Blaney Plain Improvements 6,527 - - - - 6,527 Hakone Carden Matching Funds 250,000 - - - - 250,000 Hakone Garden Retaining Wall & D/W 310,375 (176,818) - 58,475 - 75,081 Hakone Garden Upper Moon House 125,000 - - - - 125,000 Wildwood Bridge Rehab - 62,100 124,431 - - 186,531 Guava /Fredericksburg Entrance - - - - 45,880 45,880 Saratoga to Sea Quarry Master Plan 244,868 76,400 9,504 158,964 Total Parks & Trails Projects 1,003,347 (198,925) 124,200 68,928 85,880 945,574 Facility Projects Facility Projects 20,348 - - - 93,761 114,108 Security Locks 40,000 - - - - 40,000 City Hall Emergency Power Backup 87,455 (29,950) - 2,962 - 54,543 Emergency EVAC Plan Signs - - - - 1,108 1,108 Wainscoting Rehabilitation 588 (4,050) - - 3,463 - Theater Improvement 44,881 (308) 6,868 - - 51,441 Civic Theater Master Plan 60,000 (51,000) - 4,272 - 4,728 Civic Theater Projector System - - - 4,583 4,583 - WHH Fumiture & Equipment 2,914 - - - (2,914) - McWilliarts House Improvements 3,703 - - - - 3,703 Library Building Exterior Maintenance Projects 970 970 Total Facility Projects 260,858 (85,308) 6,868 11,817 100,000 270,601 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 Imaging Project 17,528 - - 493 10,000 27,035 Village Fagade Program 8,821 (5,000) - - - 3,821 Business Development Incentive Program 21,600 - - - - 21,600 Wildfire Protection Plan - - - - 25,000 25,000 Risk Management Project Funding 50,000 10,000 60,000 Total Administrative Projects 191,039 (5,000) - 493 45,000 230,546 Tree Fund Projects Citywide Tree Planting Program 22,826 9,404 - - - 32,230 Tree Dedication Program 21,125 - - - - 21,125 SMSCF Tree Donation Pro mm 1,750 1,750 Total Tree Fund Projects 45,700 9,404 - - - 55,105 CIP Grant Street Projects Prob 113 Gant Resurfacing 466,818 - - - - 466,818 Highway 9 Safety Improvements Phase II (23,712) (48,806) (11,506) 2,085 - (86,109) Village LED Street Lights (25,207) 4,561 - - - (20,646) Village Sidewalk, Curb & Gutter Phase I (34,158) - - - - (34,158) Quito Road Bridges 20,085 22,862 660 2,116 Total CIP Gant Street Projects 363,656 (21,384) (11,506) 2,745 - 328,021 CIP Grant Park & Trail Projects AB8939 Beverage Container Grant Funding 22,043 (9,882) - - - 12,161 Joe's Trail at Saratoga / De Anna (183,150 ) - 1,655 41,579 223,074 Total CIP Gant Park & Trail Projects (161,107) (9,882) 1,655 41,579 - (210,914) Gas Tax Fund Projects Annual Street Resurfacing 374,189 48,785 154,894 655 (650,825) (73,612) Prospect /Saratoga OBAGImprovement - - - - 544,825 544,825 Citywide Signal Upgrade II - - - - 100,000 100,000 Fmitvale Avenue Median 2,033 (2,033) - - - - Arroyo de Arguello Storm Drain 70,000 - - - 70,000 Quito Road & Paseo Olivos Storm Drain 40,000 40,000 Total Gas Tax Fund Projects 486,222 46,752 154,894 655 (6,000) 681,213 Total CIP Funds 3,420,333 (376,980) 292,866 176,050 274,880 3,435,049 32 $20,000,000 $15,000,000 $10,000,000 $5,000,000 ip ATTACHMENT C CASH BALANCE BY MONTH Cash Balance 33 ,158,166 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 0.38 0.36 0.35 0.32 2013 1 0.281 0.241 0.261 1 34 v SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson PREPARED BY: Debbie Bretschneider DIRECTOR: Dave Anderson Deputy City Clerk SUBJECT: Resolution Amending the City's Records Retention Schedule RECOMMENDED ACTION: Adopt the resolution amending the City's Records Retention Schedule. BACKGROUND: The Council approved an updated Records Retention Schedule on November 6, 2013. While staff was reviewing documents for the January 2014 disposition of records, it was discovered that a record series was left out of the new schedule. The section that was omitted is Payroll - Deduction Registers. This record series should have retention of Audit + 5 years. Staff is requesting that Council approve the resolution attached to the staff report, which would reinstate the following record series to the retention schedule. Record Series Official Citation Description Retention Payroll — Deduction AU + 5 GC34090 Records of deductions including garnishments, Register adjustments, deductions, authorizations, and PERS (Public Employee Retirement System) deductions. FISCAL IMPACTS: 1► CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The records retention schedule will not be updated, and the City will retain payroll records (deduction registers) longer than the City had previously kept these records. Page 1 of 2 35 ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City's web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A: Resolution Amending the City's Records Retention Schedule Attachment B: Updated Records Retention Schedule Page 2 of 2 36 RESOLUTION NO. 13- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE CITY'S RECORDS RETENTION SCHEDULE WHEREAS, on the 6th day of November, 2013, the City Council of the City of Saratoga approved a records retention schedule governing the retention of City records; and WHEREAS, the implementation of the records retention schedule has revealed that a change to the records retention schedule is necessary to more accurately reflect the contents of a record; and NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following should be added to the Administrative Services — Payroll section of the Records Retention Schedule. Record Series Official Citation Description Retention Payroll — Deduction AU + 5 GC34090 Records of deductions including garnishments, Register adjustments, deductions, authorizations, and PERS (Public Employee Retirement System) deductions. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day of December, 2013 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Crystal Bothelio, City Clerk 37 Mayor Page 26 � q# Official Record Series Retention Citation V Description GENERAL ADMINISTRATION AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record's description for additional retention details All City policies and procedures, including appropriate policy manuals and handbooks. Administrative Policies SU +5 GC 34090 Records documenting the implementation of management and administrative policies and directions for various City functions. Records of a general nature including copies of memos, letters, chronological files, archived Administrative CU +2 GC 34090 calendars etc. that pertain to the general Records administrative activities and duties of the Department. Records related to membership or the activities of professional or industry associations of which the Association Files SU +2 GC 34090 City or City staff is a member or has a business interest. Bids, proposals, and records of request for Bids and Proposals, AU +S GC 34090; X qualifications and requests for proposals Successful CCP 337 regarding goods and services, where the proposal was selected by the City. Bids, proposals, and records of request for Bids and Proposals, qualifications and requests for proposals Unsuccessful CU +2 GC 34090 regarding goods and services. Unsuccessful proposals not selected by the City. Records related to complaints filed by the public Complaint Files CL +2 GC 34090 regarding the City's operations, activities, or policies. Does not include capital improvement projects. Contracts and CL +10 CCP 337, 343 X Includes leases, equipment, services or supplies. Agreements Official contract filed with the City Clerk. Contracts and Capital improvement projects. Includes Agreements, Capital P GC 34090, X specifications and plans, certificates of insurance, Improvement Projects H &S 19850 insurance bonds, and scopes of work. Official contract filed with the City Clerk. Delegation of Authority Records authorizing specified employees to sign for and approve certain activities or documents - Signature P GC 34090 during the absence of the individual normally Authorization Forms authorized to do so. Page 26 � q# Page 23q# 26 Official Record Series Retention Citation V H C Description Records documenting receipt of items sent by Delivery Receipts CU +2 GC 34090 certified mail or hand delivered (e.g., appeals). General Subject Files/ Working documents and correspondence not in Correspondence CU +2 GC 34090(d) project files. Documents determined to have historic value; i.e., records and photographs related to significant decisions, projects, or programs of City staff. Historical Documents P GC 34090 X E.g., pictures on the creation of the city seal; newspaper article documenting the anniversary of the city. Special or long -range program plans and goals Master Plans/ for the City, e.g., coordination of services. ( *Scan Strategic Plans SU +2* GC 34090 X into electronic repository before destroying.) Minutes, Meeting minutes, records associated with staff Administrative CU +2 GC 34090 meetings, not Council- related. Meetings Records related to providing information to the public and to staff about City activities. Includes internal and external newsletters, news clippings, brochures, and press releases. Records of Publications and presentations to public groups by members of the Presentations SU +2* GC 34090 Council or City staff. Associated working files, such as graphics used in document creation, where applicable. ( *Scan into electronic repository before destroying . ) Documents published by outside organizations, Reference Files, CL +2 GC 34090 used for reference or research. Includes reports External Sources from external providers of services to the City and City residents. Reference Files, CL +2 GC 34090 City - generated files used as reference. Internal Reports generated by staff, relating to status or Reports, General CU +2 GC 34090 progress of routine City activities. Not agenda - related reports. Records relating to special projects carried out by Special Projects CU +2 GC 34090 the department. E.g., Tree - lighting ceremony project records. Page 23q# 26 Page W 26 Official Record Series Retention Citation V Description ADMINISTRATIVE SERVICES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record's description for additional retention details ACCOUNTING Reports and related documents showing Account AU +5 GC 34090 transactional activity and month -to -month status Reconciliation of balance sheet accounts. Audit Work Papers AU +5 GC 34090 Back up documents and confirmation letters. GC 34090; 26 Records related to bank transactions including deposit of funds, bank statements, bank Banking Records AU +5 C F R 31.6001- reconciliations, disbursements, and wire fund 1 transfers. Bonds, revenue records relating to interest bearing certificates (negotiable instruments) Bond Documents CL +10 GC 34090; X issued by City to raise revenues, including CCP 337.5 certificates of participation and any non - discharged debt. GC 34090; Summary of all financial accounts. Records General Ledger P CCP 337 X relating to postings to the General Ledger. Community Development Block Grants and 24 CFR associated records: applications, reports, 570.502(b)(3) contracts, supporting documents. Grants, CDBG and 85.42; OMB Urban Development CL +4 Cir. A -102, A- X 110, A -128, HUD regs Community Development Block Grants and Grants, CDBG - associated records, where the application was not Unsuccessful CL +2 GC 34090 successful and grant was not awarded. Grant information and documentation, including financial data, for all grants applied for by the City. Grants, Financial CL +5* GC 34090 X ( *Certain grants may have individual Records requirements. Refer to grant's close -out procedures.) Documentation of financial transactions entered Journal Entries AU +4 GC 34090 X into the general ledger. Page W 26 Page 4 41 of 26 Official Record Series Retention Citation V Description ACCOUNTS PAYABLE Records relating to payment of financial obligations (money owed by the City). Includes vendor and contractor invoices, bills, statements and any non - discharged debt. Also includes Accounts Payable delivery receipts and employee travel (check runs & check AU +4 GC 34090 X reimbursements, petty cash requests for registers) reimbursement, check requests, and expense reports. Records listing individual checks issued, and the date, payee, amount and purpose of each expense. Includes canceled and voided checks. Physical GC 34090; checks returned by the bank, or CD's containing Checks AU +5 CCP 337 X digital images of cancelled checks, received monthly from the bank. GC 34090; 26 Records relating to the acquisition, depreciation, CFR 301 65- accrual, and disposal of fixed assets. Fixed Assets AU +4 1(F); CCP X 337 Original copies of Purchase Orders issued by the GC 34090; City to sellers or service providers, detailing Purchase Order Files AU +4 CCP 337 X products or services ordered, terms of sale, and payment agreement. Forms 1099, and W -9s filed for reporting GC 34090; 29 payments to vendors. Records relating to USC 436; IRS withholding orders on payments to instructors or Reg 31.6001- vendors from federal, state, or other agencies. Tax Records, Vendor AU +5 1(e)(2); R &T X X 19530;29 CFR 516.5- 516.6 ACCOUNTS RECEIVABLE Records related to accounting for money owed to Accounts Receivable AU +4 GC 34090 X the City, where the City sends out billing invoices. Includes false alarm cards. GC 34090, Original applications for business licenses Business License P Municipal X submitted to the City. Applications Code 4- 05.070 Business License T +4 GC 34090; X Business license renewal notice reports and Files CCP 337 business license issuance reports. GC 34090; Records related to payment received by the City. Cash Receipts AU +4 CCP 337 X Includes, cash, check, and credit card payments. Page 4 41 of 26 Page 54° 26 Official Record Series Retention Citation V Description BUDGETS Annual operating and capital budget documents relating to internal planning and financial management. Includes budget vs. cost reports, Budgets, Adopted P GC 34090 X summaries, schedules, goals and objectives and milestones. Official City budgets as approved by City Council. Budget Adjustments, AU +4 GC 34090 X Records of alterations to the budget due to Journal Entries changes in City revenue or expenditures. Budgets presented to City Council for approval. Budgets, Proposed CU +2 GC 34090 HUMAN RESOURCES 29 CFR May include enrollment application, release 1602.30 -32, authorizations, copies of proof of premium Benefits File: COBRA T +10 1627.3; 29 X X payment, if applicable. Files USC 1027; GC 34090 FMLA 1993 Records filed as part of a request for leave of US OSHA; 29 absence. May include application and applicable CFR 1910.20; medical records. Benefits File: Medical CL +30 29 X Leaves of Absence CFR1602.30. 32; 49 CFR 192 -9 GC 12946, PERS and beneficiary documents. Benefits File: P 34090, 29 X X Retirement Plans CFR 1627.3(2) Forms 300 -A Annual Summary and 301 (workers Cal OSHA CU +5 8 CCR compensation injury reports) filed with Cal OSHA. 14300.33 Records of the activities and administration of the City Volunteer City's volunteer program, including all records Program Records T +2 GC 34090 X maintained on active and non - active volunteers. The oath or affirmation of any disaster service worker of any city shall be filed in the office of the city clerk of the city. Disaster Service (* If volunteer and not public employee, T = Worker Volunteer T +5* GC 3105(c), X X Termination of volunteer service; If volunteer is a Program Records (e) public employee, T = Termination of employment.) Authoritative manual of employee policies. Employee Handbooks (Personnel Rules and SU +2 GC 34090 X Policies) Page 54° 26 Page 64 26 Official Record Series Retention Citation V H C Description Official records of personnel history for all active City employees of regular status (full -time and part -time) or temporary status (non- benefited full - time and part- time). Includes all job actions such as new hire paperwork, certifications, Employees Personnel GC 34090; 29 performance appraisals, personnel action Files T +10 CFR 1602.30- X X changes - recorded on personal action forms 32, 1627.3 (PAF), warning and discipline letters, commendations, emergency contact information, and records of leave taken under family leave laws. Separated employees' personnel files are kept as a personnel history record. Not a public record. GC34090; Applications submitted for existing or anticipated Employment CU +2 GC 12946; 29 job openings. (Mostly all electronic files on Applications CFR 1627.3 Calopps.org.) 1 -9 Form; proof of eligibility to work in the United 8 CFR States of America. 274a.2(b)(2)(i ); Immigration Reform /Contr Immigration T +3 of Act 1986 X X Pub. L 99 -603 (8 USC 1324a); GC 34090 GC 6410; 8 Workers Compensation records relating to Insurance, Workers CCR employee industrial claims history. Insurance P X administered through ABAG. Compensation 15400.2(a); LC 110 -139.6 29 USC Contracts, memorandum of understanding 211(c), (MOUs), correspondence, and official meeting Negotiations P 203(m), X X notes. 207(g) May include applications and resumes for those GC 12946; considered and /or selected for the position, GC 6250 et eligibility list, examination material and answer se 29 CFR q'' 1602 sheets, job announcements, written Position Recruitment CL +3 seq.; X correspondence with candidates such as rejection 29 CFR R 1607; letters or invitations to the next phase of the 29 CFR 1627.3 process. Page 64 26 Page 7.of 26 Official Record Series Retention Citation V H C Description GC 12946, Includes classification salary range tables, 34090;29 classification studies and survey's. Note: Only the Salary Range Tables CFR most current salary range tables and job and Job Descriptions SU +2 516.6(a)(2); X X descriptions are vital records. 29 CFR 1602.14 Training Records and AB 1825 (GC 12950.1); 2 Written records of which employees received Tuition CU +7 CCR 7288.0; X X training and the dates of all training sessions. Reimbursement GC 6250 et For sexual harassment training, the name of the Program training provider. seq. GC 12946, All documented claims submitted by former 34090;29 employees for unemployment compensation. Unemployment USC 1027, Records may include: claim records, notices, Insurance Claim T +6 1113; 29 CFR X reports, records generated by the appeal of claim Records 1602 et seq., determinations. 516.2 INFORMATION TECHNOLOGY Records regarding activities to maintain and ensure continued operation of computer systems Computer System and applications. Checklists and special requests Administration SU +5 GC 34090 X X regarding new users, new system set up, and termination. (Electronic documents.) Archived e -mail shall be maintained for three years; however, this does not override any specific retention requirements of individual E -Mail Archives CU +3 GC 34090 X records series. E -mails that constitute records must be preserved according to their retention periods elsewhere in this schedule. Network information systems (LAN /WAN) Network Configuration SU +5 GC 34090; X configuration maps and plans. Records relating CCP 337.2 to the infrastructure and set -up of servers. (Electronic documents.) Records related to authorizing employees or contractors to have access to a City computer Security Clearance system, system module or the data stored in a Records SU +5 GC 34090 X X computer system or system module. Generally tracks permissions by position or employee classifications. Records related to software applications owned by the City. Includes software registrations and Software Application records related to the maintenance of software Files SU +2 GC 34090 X applications. Licenses, authorization codes and certificates for support services. Page 7.of 26 Page 84Qf 26 Official Record Series Retention Citation V Description PAYROLL Reports and payment records by pay period. Deferred GC 34090; 26 Employee contributions and City payments to Compensation T +5 CFR 31.6001- X X deferred compensation plan 457. Records 1; 29 CFR 1627.3(2) Records relating to individual employees, GC 34090; 29 including new hire, termination, salary, benefits, CFR 516.2, deductions, employee benefit enrollment forms, 516.5- 516.6; direct deposit authorization, W -4, DE -4, and Employee Payroll IRS Reg employee authorizations for deductions. Includes Files T +6 31.6001- X X withholding orders on employees. 1(e)(2); 29 USC 436; R &T 19530 Records of deductions including garnishments, adjustments, deductions, authorizations, and PERS (Public Employee Retirement System) Payroll — Deduction AU + 5 GC 34090 X deductions. Register Timesheets, signed by employee, supervisor, and GC 34090; 29 department head, for audit and FEMA Reports. CFR 516.2; Includes applicable sign attachments: requests for 20 CFR time off, overtime authorization. Payroll - Employee 516.6(1); IRS Timesheets (Bi- weekly AU +6 Reg. 31.6001 X X pay run) 1(e)(2); R &T 19530; LC 1174(d) Payroll - Organization GC 34090, Bi- weekly reports listing City costs by employee Re p orts P 37207 X and program. Salary, benefits, and deduction information, filed GC 34090, by pay period. Monthly, quarterly, fiscal year and 37207;22 calendar year reports. Records including CCR 1085 -2; garnishments, adjustments, and PERS (Public Payroll Registers P 29 CFR X X Employee Retirement System) deductions. 516.2, 516.6, 516.6; 26 CFR 31.6001- 1; LC 1174(d) Page 84Qf 26 Page 94 26 Official Record Series Retention Citation V H C Description Report to CalPERS detailing employee salary GC34090; information and retirement contributions by pay CAC 22 -1085 period. Reports list a group of employees, not 2; 26 CFR one report per employee. PERS Payroll Reports P 31.6001 -1; 29 X X CFR 516.5- 516.6, LC1174(d) GC 34090; 26 Medical, dental, vision, life, disability, CFR 16001 -1; supplemental insurances. Reports list a group of Premium Billings P 29 CFR X X employees, not one report per employee. 1627.3(a), (b)(2) Records relating to the maintenance of GC 34090; 29 information about tax liabilities, withholding and USC 436; 26 payment of taxes, records related to payment of CFR 31.6001- State and Federal taxes including annual W -2 Quarterly & Calendar 1; IRS REG Forms, and the quarterly and annual DE -9, DE- Year Tax Reporting P 31.6001- X X 9C, Form 941, DE -6, and DE -7 forms. 1(e)(2); R &T 19530; 29 CFR 516.5- 516.6 REPORTS Comprehensive Annual Financial Report (CAFR) and or Financial Statements. Auditor reports relating to the review and monitoring of accounting or financial records to ensure compliance with GAAP standards and the City's Annual Reports P GC 34090 X financial procedures. Includes: Single Audit reports; TDA Audit reports; GANN Appropriation Limit report; Public Financing Authority (PFA) reports; and Auditor's Internal Control memorandum or reports. Other mandated reports to include: Annual Streets Report; Annual AB 1600 Report; Annual Other Annual Reports P GC 34090 X Property Tax Levy Report; Annual SLESF /COP Report; Maintanence of Effort (MOE) - Public Safety; and Annual Possessory Interest Report. Reports mandated by the State Controller, Reports to the State P GC 34090 X detailing the City's revenues and expenditures for Controller purposes of funding: Annual Cities Report; and Streets Report. Treasurer's Report AU +5 GC 34090 Fund balances: total revenue versus total expenditures. (i.e., status update.) Page 94 26 Page 1 Q yf 26 Official Record Series Retention Citation V Description CITY MANAGER'S OFFICE AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record's description for additional retention details Permits issued for events requiring a Special Permits, Special CL +2 GC 34090 Event Permit, Group Use Permit, or Block Party Events Permit. CITY CLERK Agency Report of Fair Political Practices Commission (FPPC) Form Public Offical SU +2 GC 34090 806. Appointments Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action Agendas, City Council CU +2* GC 34090 agendas for City Council. Agenda packets, including staff reports and attachments. ( *Scan into electronic repository before destroying . ) Applications, Citizen applications for vacancies on City Commissions and commissions or committees, where the applicant Committees - Not CL +2 GC 34090 was not selected. Selected Applications, Citizen applications for vacancies on City Commissions and GC 34090, commissions or committees, where the applicant Committees - T +5 40801 was selected to fill the position. Selected Records of the appointment of an individual to fill Appointments to the a vacant Council seat and serve out the term of a Council P GC 34090 X Councilmember who is unable to complete his or her term. City copy of documents filed with State, establishing incorporation of City and the Articles of GC34090; boundaries thereof. Includes resolutions of the Incorporation P CCP337.2 X X Santa Clara County Board of supervisors and any other records relating to the incorporation of the City. Assessment Districts P GC 34090 X Original documentation of assessment districts in City. Page 1 Q yf 26 Page 14pf 26 Official Record Series Retention Citation V H C Description Material provided to City Council from members of the public, relating to agendized or non - agendized items, for consideration at any noticed Communications from meeting of the City Council. Retained as part of the Public at Council CU +2* GC 34090 the official City agenda packet for the meeting to Meetings which it pertains. ( *Scan into electronic repository before destroying . ) Council Administrative T +2 GC 34090 X Records relating to Council members, current Files contact information, biographies, etc. GC 34090(d), Formal expression of the will, opinion and intent Council Resolutions P X X voted by the City Council and legislative -type 40801 actions. Easements, Records relating to easements, rights -of -way, and Dedications, Rights -of- P GC 34090 X other dedications associated with construction or Way subdivision projects. GC 65864, Records related to franchise agreements with the 65869.5, City, e.g., cable. Includes subdivision agreements, Franchises P 34090; CCP X contracts for sale or purchase of property, grant of 337.2, 343; 5 easements, etc. CCR 16023 CCP 343, 349 Records related to legal advertising required for Legal Advertising CU +4 et seq.; GC public hearings. Includes proof of publication 911.2, 34090 notices. Forms filed with the State regarding City's lobbyist Lobbyist Reporting T +2* GC 34090 consultants. ( *Scan into electronic repository Forms before destroying.) Video recordings of City Council meetings. Meetings, Video P GC 34090.7 X Provides a record of legislative history and intent. Recordings Records regarding meeting minutes, resolutions, Minutes, Council GC 34090(d), actions and decisions of the City Council. Meetings P 36814, 40801 X X Municipal Code P GC 34090 X The City's Municipal Code, with supplements and changes included. Regulations enacted by council action and related records. Certificate of Ordinance Adoption — Ordinances P GC 34090(d), X X States when the ordinance was adopted and 40806 when /how the ordinance was legally advertised. Petitions CU +2 GC 50115, Petitions submitted to the City Council. 34090 Proof of Service For official documents sent by the City: Legal CL +2 GC 34090 forms confirming their delivery either by hand or Forms through Certified Mail. Page 14pf 26 Page 1 jdf 26 Official Record Series Retention Citation V H C Description Archived communications (written, voice, or digital) from the public on City matters, not Public Comments and CU +3 GC 34090 included in Council meeting minutes. Includes Correspondence official responses from Mayor, City Council, or City Manager. Records reflecting Public Record Act (PRA) and Public Record Freedom of Information Act (FOIA) requests and Requests CL +2 GC 34090 X material sent in response to same. Documents certifying (confirming) the destruction of official records that have been approved for Records Destruction destruction. The certification attests to the fact Approvals & P GC 34090 that destruction was accomplished in accordance Certificates with applicable procedures. Official version of documents recorded by the Recorded Documents P GC 34090 X X County Recorder's Office. GC 34090; 80 Inventory of non - current or inactive records Records Inventory CU +2 OPS Atty. X holdings and location, indices. Gen. 106 Records regarding the management of City Records Management records, including records maintenance and Files CL +2 GC 34090 transfer records. Does not include the retention schedule or destruction certificates. The document that lists each record series and Records Retention the associated retention times, characteristics, Schedules SU +4 CCP 343 X X responsible division, and legal citations, if applicable. Form 700 detailing financial assets and investments that might create a conflict of interest Statements of GC 81009(e), for individuals required to file a Form 700 as Economic Interest CU +7 (f); 82006; noted in the City's Conflict of Interest Code, such 87200 et seq. as the City Council, City Manager, Commissioners, and other City staff. ELECTIONS* * Please note that elections are administered by the Santa Clara County Registrar of Voters. The City does not handle or retain ballots or voter registration. Initiative, referendum, and recall records, Initiatives, Ballot GC 34090, including petitions, arguments, rebuttals for Measures, P 34458 - 34460; X measures, and impartial analysis. Referendum EC 17200, 17400 FPPC Filings, including forms 410, 460, 496, and 497, which provide a record of candidate or Campaign Disclosure P GC 81009 committees' campaign finance activities during a (b) (g) campaign. Also includes cadidate intention statements, Form 501. Page 1 jdf 26 Page 1 �df 26 Official Record Series Retention Citation V H C Description Original reports and statements, records used to Certificates of Election T +4* GC8( ) certify election results. ( *Scan into electronic 9(a), repository before destroying . ) History of elections: sample ballots, certificates of History P GC 34090 X election, staff reports, and resolutions regarding elections. Nomination paper and other election documents such as, Form 700, Candidate Information EC 17100(a), Request Forms, Candidate Statements of 17300 et Qualification, Foreign Language Given Name Nomination Paper and seq., 20442; Translation Forms, Declarations of Intent to Install Election Documents - P Temporary Political Signs, and Fair Campaign Elected 81100 0 e (, (06, Practices Signature Forms. 834020 (f), 820 , 87200 et seq. Nomination paper and other election documents such as, Form 700, Candidate Information EC 17100(a), Request Forms, Candidate Statements of 17300 et Qualification, Foreign Language Given Name Nomination Paper and seq., 20442; Translation Forms, Declarations of Intent to Install Election Documents - E +5 GC 34090, Temporary Political Signs, and Fair Campaign Not Elected 8100 ( Practices Signature Forms. 820 (f), 82006, , 87200 et seq. Oath of office forms filled out by elected officials Oaths of Office T +6* GC 34090; 29 and certified by the City Clerk. ( *Scan into USC 1113 electronic repository before destroying.) EMERGENCY SERVICES Emergency The City's plan for preparing for and handling a Operations Plan SU +2 GC 34090 X variety of disasters and emergency situations. Records documenting the City's long -term recovery efforts after a disaster or emergency. Emergency Recovery CU +25 GC 34090 X Includes records relating to City collaboration with Records County, State or Federal agencies, and non - profit organizations. Docments go to FEMA. Records detailing the work of formal City volunteers, spontaneous volunteers, and City staff Emergency Response CU +25 GC 34090 X during a declared emergency. Also includes Records records documenting activities of emergency operations center (EOC). Documents go to FEMA. Page 1 �df 26 Page 1 t Qf 26 Official Record Series Retention Citation V H C Description Documents related to grants awarded for emergency preparedness efforts. Including Grant Records and applications, agreements, progress and financial Agreements, CL +10 GC 34090 X reports and compliance paperwork. Primarily Emergency Homeland Security grants. ( *Certain grants may Preparedness have individual requirements. Refer to grant's close -out procedures.) Grant Records, CL +2 GC 34090 Emergency preparedness grants applied for by Unsuccessful the City, where the grant was not awarded. LEGAL /LEGISLATIVE CCP 583.320 Civil appeals records. Appeals CU +3 (a)(3); GC 34090 Official documents relating to a case or its resolution by settlement. Any records associated with a case that are filed in court, notorized, or authorized. Includes petitions, complaints, 42 USC 1983; subpoenas (where the City is a party to the case), Case Records, Formal P GC 6254, reply briefs, opening briefs, settlement 34090 agreements, filed pleadings, court documents. Does not include internal memoranda or correspondence with opposing side. Supporting case documentation including notes, drafts, correspondence, proposed drafts of Case Records, CL +7 42 USC 1983; settlement agreements, and other less formal or Informal GC 34090 non - signed records. Le., everything not included in Case Records, Formal. Grand Jury Reports CU +10 GC 34090, X Reports received from Santa Clara County Civil and City Responses 6276.22 Grand Jury, and City responses. GC 34090, Written legal opinions resulting from research on Opinions SU +2 6254 X a given topic. (Le., Research memoranda.) 42 USC 1983; Court ordered requests to the City for documents Subpoenas CL +7 GC 34090 or witnesses, where the City is not a party to the case. PROPERTY Records relating to abandonment, condemnation, Abandonments P GC 34090(a) X and demolition of City -owned buildings. Acquisitions/ GC 34090(a); Supporting documents regarding the sale, Dispositions P GC 6254 X purchase, exchange, lease or rental of property by the City for more than one year. Page 1 t Qf 26 Record Series Official Retention Citation V H C Description Real estate appraisals relating to potential GC 34090; acquisition of property by the City. Exempt from Appraisals CL +2 GC 6254(h) X X disclosure until final acquisition is made, or until contract agreement is obtained. Title deeds and other records establishing City GC 34090(a); ownership of property. 24 CFR Deeds and P 570.502(b)(3) X Promissory Notes , 24 CFR 8.42 & OMB Circ. SA -110 Page 1 gpf 26 Page 1 gpf 26 Official Record Series Retention Citation V Description COMMISSIONS AND COMMITTEES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record's description for additional retention details Original agendas and special meeting notices, Agendas, including certificates of posting, original Commissions & CU +2* GC 34090 X summaries, original communications and action Committees agendas. ( *Scan into electronic repository before destroying . ) Agenda packets prepared for commissions and Agenda Packets, committees, including staff reports. ( *Scan into Commissions & CU +2* GC 34090 X electronic repository before destroying.) Committees Material provided to commissions and committees from members of the public, relating to agendized or non - agendized items, for Communications from consideration at any noticed meeting of the the Public at CU +2* GC 34090 X commission or committee. Retained as part of Commission Meetings the agenda packet for the meeting to which it pertains. ( *Scan into electronic repository before destroying . ) Video recordings of commission and committee Meetings, Video P GC 34090 X meetings. Provides a record of legislative history Recordings and intent. Minutes, Commissions GC 34090, Meeting minutes, records associated with & Committees P 36814, 40801 X X meetings of commissions and committees, including Council committees. Resolutions generated by commissions or Resolutions P GC 34090(e) X committees. Includes approval or disapproval of planning projects, etc. Page 1 gpf 26 Page 1 � pf 26 Official Record Series Retention Citation V Description COMMUNITY DEVELOPMENT AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) = Refer to note in the record's description for additional retention details BUILDING Permits issued by City. Records related to plans, signs, grading, encroachment, including GC 34090(a); blueprints and specifications. Approval to Building Permit Files P H &S 19850, X construct or renovate property. Includes 4003, 4004 structural calculations and soil and geotechnical reports as needed; and inspection records. GC 34090; National Electrical Code, Uniform Building, Fire, Code Books SU +3 CCP 340.5 X Mechanical, Plumbing, etc. Includes supplements. House Numbers P GC 34090(a) X Address assignments /changes. CODE COMPLIANCE Records of City - handled code violations relating Abandoned Vehicles CL +2 GC 34090(d) to abandoned vehicles. Does not include cases handled by Sheriff's office. Alarm Permits SU +2 GC 34090 Security alarm permits for homes or businesses located in the City. Permits, Animal CL +2 GC 34090 Horse and kennel permits issued by the City, associated documentation. Permits issued by the City required for Permits, Massage establishing, managing, or practicing at a Establishment/Practiti CL +2 GC 34090 massage establishment within City limits. oner Associated documentation. Permits issued by the City allowing an exception Permits, Noise to the City's noise ordinance for the purposes of Exception CL +2 GC 34090 construction or other approved activity. Associated documentation. Permits issued by the City allowing permit - holders Permits, Solicitor CL +2 GC 34090 to solicit within City limits. Associated documentation. Building, housing and mobile home code violation Violations, Building, records including inspections; public nuisance, Property, Zoning CL +2 GC 34090(d) rubbish and weed abatement, vehicle abatement, citations, and related complaints. Page 1 � pf 26 Page 1 ggf 26 Official Record Series Retention Citation V Description PLANNING Reports, agreements, and public notices related Annexations P GC 34090(a) X to applicants' requests for annexation of property to the City. City Boundary P GC 34090 X Map of city boundary limits. CCP337, Infrastructure contracts, franchises. Development P 337.1(a), X Agreements 337.15; 48 CFR 4.703 California Environmental Quality Act: Exemptions, Environmental Impact Report, mitigation GC 34090(a); monitoring, negative declaration, notices of Environmental Review P CEQA X completion and determination, comments, (CEQA) Files Guidelines statements of overriding considerations. Includes environmental audit records for these files. General Plan and P GC 34090 X General Plan dictating acceptable land uses for Elements the City. Includes sphere of influence. General Plan Records of proposed amendments to the General Amendments, P GC 34090 X Plan that have been approved. Approved General Plan GC 34090, Records of proposed amendments to the General Amendments, Denied CU +3 65103, 50110 X Plan that have been denied. Historic Preservation P GC 34090 X List of historic structures and landmarks within Inventory City limits. Special application required in addition to Heritage Resource planning application when applicant's proposed Alteration Applications CL +2 GC 34090 plans are alterations to a house or structure designated as historic or declared a heritage resource. Maps, Plans, GC 34090; Zoning, tentative subdivision, parcel, land use Drawings, Exhibits, P H &S 19850; X map, street names, specific plans. Included in Photos GC 34090.7 Project Files, Planning and Zoning. May include photographs, planning application, blueprints, drawings, maps, plans, reports (including arborist reports), evaluations, correspondence, use permits, variances, studies, Project Files, Planning GC 349 appeals, compliance certificates, public notices, and Zoning P 850); X documents confirming delivery of public notices, 400 3, 4004 400 , 4004 conditions of approval, lot line adjustments, or other planning - related matters. Project specific records that pertain to real property. Records of security deposits provided to the City Security Bonds and CL +2 GC 34090 for certain projects, guaranteeing that the projects Deposits will follow specific guidelines. Includes tree deposits. Page 1 ggf 26 Page 1gpf 26 Official Record Series Retention Citation V H C Description Tree removal permit applications and Tree Removal Permit CU +2* GC 34090; photographs. ( *Scan into electronic repository Applications H &S 19850 before destroying.) Page 1gpf 26 Page 2gyf 26 Official Record Series Retention Citation V Description PUBLIC WORKS AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) = Refer to note in the record's description for additional retention details CORPORATION YARD GC 34090; Annual permits issued to the City by the Bay Area Air Quality Permits SU +7 CCP 338(k) Air Quality Management District, allowing usage of City's gasoline refueling station. Hazardous Materials 8 CCR Trainings materials and records regarding the Training Files SU +2 3204(d) et. handling of hazardous materials. Seq. Hazardous Waste CAL OSHA; Documentation regarding the handling and Disposal Records CU +10 40 CFR disposal of hazardous waste. 122.21 8 CCR 3204, Records relating to the description, use, and safe Material Safety Data P 5194(b)(5)(1)( handling of hazardous substances. Sheets (MSDS) 2) Signage L +2 GC 34090 Log books, index register cards, inventory lists, records of traffic signs. Underground Storage Documents related to underground storage tanks Tanks, Compliance P GC 34090 and compliance with regulations. Underground Storage Location, installation, removal, remediation. Tanks, Maintenance P GC 34090 and Operation Vendor Files AU +4 GC 34090 Invoices and copies of purchase orders by vendor. Work orders received from Traffic Safety Work Orders CU +2 GC 34090 Committee, the public, and upper management. ENGINEERING Map and description of benchmarks - elevation Benchmark Data P GC 34090(a) points. Four -page document unlikely to ever change. Certificates of bonds insuring City projects. CCP 337.2, Includes material bonds and work performance Bonds, Insurance P 343 X bonds. Incorporated into contract. Bridge and Overpass L +4 I GC 34090 X State reports on status of bridges and overpasses Reports in the City. Page 2gyf 26 Page 2�gf 26 Official Record Series Retention Citation V Description Capital Improvement Public projects carried out by the City. Includes Projects P GC 34090 X plans, permits, and supporting documentation. Records of projects for residents or businesses in which City receives a deposit from applicant, arranges for various surveys and studies to be Deposit Account P CCP 337; GC performed by approved consultants, including city Projects 34090 geologist, who are paid through applicant's deposit. File includes plans, and reports generated, such as soil reports. Part of project files for both Capital Improvement Projects and Deposit Account Projects. Includes Drawings P GC 34090 site map, plan, and specifications, traffic control plans. Included in Capital Improvement Projects and Deposit Account Projects. Records relating to easements, rights -of -way, and other dedications associated with construction or Easements, subdivision projects. Includes abandonments and Dedications, Rights -of- P GC 34090 X vacations of the above. (Officially recorded Way documents are held by the City Clerk.) California Environmental Quality Act: Exemptions, environmental impact report, mitigation monitoring, negative declaration, notices of Environmental Review GC 34090(a); completion and determination, comments, (CEQA) Files P CEQA X statements of overriding considerations. Often guidelines included in Capital Improvement Project Files. For subdivisions, filed in Deposit Account file. Environmental Review Correspondence, consultants, issues, - Supporting CL +2 GC 34090(d) conservation. Documentation Grants applied for by the City for funding capital improvement projects. Includes applications, Grants, Federal and reports, contracts, supporting documents. State CL +5* GC 34090 X Included in Capitla Improvement Project Files. ( *Certain grants may have individual requirements. Refer to grant's close -out procedures.) Grants, Unsuccessful CL +2 GC 34090 Grants applied for by the City for funding projects, where the grant was not successful. Paper maps of fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, Maps and Plats P GC 34090 X sidewalks, sewers, etc. Includes survey maps (Record of Survey). Plats of City property lines and parcels. Page 2�gf 26 Page 266f 26 Official Record Series Retention Citation V H C Description National Pollutant Discharge Elimination System 40 CFR permit booklet describing Clean Water Act NPDES Permit Books P 122.28 requirements for City projects and stormwater runoff. Called Municipal Regional Permit (MRP). 40 CFR Annual report on the City's compliance with the NPDES Report CU +5 122.410)(2) National Pollutant Discharge Elimination System permit. Permits issued by City to residents or Permits, organizations allowing improvements along City - Encroachment - P GC 34090 X owned property or roads, e.g., for driveway Issued by City alterations or underground utility trenches. Permits, Encroachment permits issued to the City, e.g. for Encroachment - From P GC 34090 X maintenance along Highway 9 or Big Basin Road. Included in Capital Improvement Project Files. External Entities Permits, Oversize CL +2 GC 34090 Permits issued by City allowing transportation of Load oversize load within City limits. Final reports on soil analysis, construction Soil Reports P GC 34090(d) recommendations. Included in Deposit Account Project files. Annual reports regarding amount of contribution Special Districts P GC 34090(a) made by city residents toward landscape and lighting districts. Standards and City standards and specifications for projects that Specifications SU +2 GC 34090 impact roadways, infrastructure, or storm drains. Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing, and maintenance records. Siemens produces and Traffic Signals L +4 GC 34090 X maintains these files. City may have copies of particular reports incorporated in Capital Improvement Projects file. PARKS Drawings, specifications, photos, and reports for Landscape Records CU +2 GC 34090 lighting and landscaping districts. Maintenance/ CU +2 GC 34090 Copies of invoices held for reference for future Operations contracts. Maps P GC 34090 Irrigation, plot plans. Pest and Weed 3 CCR Copies of monthly reports sent to state Control - Agricultural P 6624(g); GC Department of Agriculture. Reports list the type of Use Reports 34090 pesticide, amount used, for what purpose, and acreage applied to. Pesticide/ Herbicide 3 CCR Internal records of pesticide and herbicide use by Use Reports P 6624(g); GC park and employee. 34090 Plaques P GC 34090 X Records of plaques in the City. Includes tree and bench dedication plaques. Page 266f 26 Page 26pf 26 Official Record Series Retention Citation V H C Description Reports, Playground CL +2 GC 34090 Monthly inspection reports on the safety of Safety playground equipment in City parks Sports Organization Payment records relating to field rentals by sports Agreements SU +2 CCP 337 organizations. STREETS AND FLEET Meter readings, fuel consumption reports, Fueling AU +3 CCP 337 invoices, receipts and records pertaining to refueling of City vehicles. Inventory, Equipment L +2 GC 34090 X Includes vehicles and related documentation regarding repairs. Owner's manual, warranty documents, Inventory, Vehicle L +2 GC 34090 X Department of Motor Vehicle title and registration, Ownership and Title and related documents. Forms and related documents related to licenses and permits required by federal or state agencies. Licenses and Permits L +2 GC 34090 X License is received once for the life of the vehicle. Records related to requests for service and work Maintenance/ L +2 GC 34090 orders for fuel, vehicle, and equipment Operations maintenance and repairs. Vehicle Inspection CU +3 GC 34090 Records related to monthly inspection and Records certification of fleet vehicles. Page 26pf 26 Page 2t Qf 26 Official Record Series Retention Citation V Description RECREATION /FACILITIES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record's description for additional retention details FACILITIES Asbestos Records P GC 34090(a) Documents relating to abatement projects for city buildings. GC 34090(a); Building permits issued for City facilities projects. Building Permits P H &S 19850, Approval to construct or renovate property, zoning 4003, 4004 variances and conditional use permits. 2.083110; GC Records regarding the planning, design, Capital Improvements, 34090(a), construction, conversion or modification of City - Construction P 4004; H &S owned facilities, structures, and systems. 19850 Drawings and plans for City -owned buildings and Drawings L +2 H &S 19850 X facilities. Drawings may be associated with renovations or improvements, or new construction. Records relating to ownership of equipment, including drawings, operating instructions, Equipment Ownership L +3 GC 34090 warranties, and registrations. E.g., HVAC, generator, ovens, fridges, appliances. All records relating to rental usage of City -owned facilities, including application, reservation form /contract, permission to serve alcohol form, Facility Rentals CU +4 GC 34090 "clean and ready" agreement, clean -up checklist, schedules, calendars, receipts, and invoices. Records related to grants received for City facilities projects. ( *Certain grants may have Grants, Federal and individual requirements. Refer to grant's close -out State CL +5* GC 34090 X procedures. Grants usually close when money is used and City receives a certificate of completion . ) Grants, Unsuccessful CL +2 GC 34090 Grants applied for by the City to fund facilities projects, where the grant was not awarded. UFC 103.34, Certificates of inspection by fire department of fire Inspections, Fire CL +5 GC 34090 alarms and sprinkler systems in City -owned facilities. Page 2t Qf 26 Page 2�qf 26 Official Record Series Retention Citation V H C Description Inspection Records, Records related to specialty inspection of Construction Specialty CL +5 GC 34090 construction activities to ensure compliance with specifications. Work orders and invoices relating to maintenance Maintenance Records CU +2 GC 34090(d) of City -owned facilities. Includes monthly work order status reports. Records related to improvements, renovations, or construction of City -owned facilities. Includes Project Files L +2 GC 34090 photographs of the construction sites. Smaller projects. Status reports detailing current and recently - Reports, Facilities CU +2 GC 34090 completed facilities projects and present status. Projects Records of the precise details and description of Specifications and L +2 GC 34090 the service or project to be completed, or the item Plans to be ordered. Included in Project Files. RECREATION Quarterly Activity Guides listing all classes, Activity Guides SU +2* GC 34090 X camps, trips, events, etc. (Scan into electronic repository before destroying . ) Bottom Line Reports CU +2 GC 34090 Reports generated quarterly to see bottom line of Recreation classes. Class Rosters CU +2 GC 34090 List of registered students in a class or program. CCP 337; GC Recreation instructor records including contracts, Instructor Applications T +4 12946; X applications, W -9 forms, and all contact and Contracts IRS.GOV information for all current Contract Instructors. Trip and class fliers, photographs of classes, Promotional Marketing CU +7 GC 34090 press releases, etc. Includes materials used in preparation of marketing materials. Registration forms for classes or programs, filled Registration Forms CU +2 GC 34090 X out by participants with credit card payment information redacted. Done electronically now. Release of Liability/ CU +4 I GC 34090 X Release of Liability and Health Forms required of Health Forms trip participants. Page 2�qf 26 Page 2ff 26 Official Record Series Retention Citation V Description RISK MANAGEMENT Copy of annual Memorandum of Coverage Association of Bay (MOC), declarations, and exclusions. ( *Hold onto Area Governments as long as claim files are held. Scan into (ABAG) Plan Liability CL +5* GC 34090 X electronic repository before destroying. ) Insurance Information and Documents Records regarding claims of wrongdoing by the City or its employees. Claims generally request compensation for damage or loss. Records Claim Files CL +5 GC 34090, X X include photographs taken by City employees or 25105.5 members of the public documenting claims, accidents, or incidents involving City property or employees. Evacuation drills, Safety Committee records and Employee Safety minutes, Safety Inspection Reports, Injury Illness Information CU +10 GC 34090 Prevention Program records, and Safety Training. Insurance certificates issued by the City's insurance administrator. Insurance certificates Insurance Certificates T +5 GC 34090 X naming the City as additionally insured for events taking place on City property. Minutes, Risk Meeting minutes, records associated with staff Management CU +2* GC 34090 meetings, not Council- related. ( *Scan into Committee I electronic repository before destroying.) OMB 1220- ABAG Plan reports related to City claims, loss Risk Management CL +S 0029; 29 C X runs, loss analysis and related records. Safety Reports 1904.4; GC reports, actuarial studies. 34090 Page 2ff 26 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson City Clerk SUBJECT: Ordinance Amending Commission Meeting Attendance Requirements RECOMMENDED ACTION: Waive the second reading and adopt the ordinance amending City Code 2- 12.040 and standards for Commission meeting attendance requirements. BACKGROUND: On November 20, 2013, the City Council conducted a public hearing and introduced the ordinance that would amend City Code 2- 12.040. Staff was also directed to place the ordinance on the Consent Calendar at the next regular meeting. If adopted, the ordinance would: add language to City Code 2- 12.040 to emphasize the importance of attending Commission meetings; instate automatic removal of a Commissioner after 3 unexcused absences from regular meetings during a 12 -month period; and allow a Commissioner who is removed after 3 unexcused absences during a 12 -month period to request the City Council excuse the vacancy. FISCAL IMPACTS: Approval of the ordinance would not present any direct fiscal impacts to the City of Saratoga. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The attendance requirements for City Commissions would remain unchanged. ALTERNATIVE ACTION(S): Council may choose to modify the ordinance and Commission meeting attendance requirements in some other manner. FOLLOW UP ACTION(S): Page 1 of 2 M Implement Council direction and notify Commissioners of updated attendance requirements after the ordinance is adopted. 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. The public hearing for this item was advertised in the Saratoga News on November 5, 2013. Additionally, the second reading was noticed in the Saratoga News on November 26, 2013. ATTACHMENTS: Attachment A: Proposed Ordinance Amending Commission Meeting Attendance Requirements Page 2 of 2 65 ORDINANCE NO. AN ORDINANCE AMENDING ARTICLE 2 -12 OF THE SARATOGA CITY CODE THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS FOLLOWS: Findings The City of Saratoga wishes to amend Article 2 -12 of the City Code to clarify attendance requirements pertaining to City Commissions. 2. The City Council of the City of Saratoga held a duly noticed public hearing on November 20, 2013 and after considering all testimony and written materials provided in connection with that hearing, introduced this ordinance. Therefore, the City Council hereby ordains as follows: Section 1. Adoption. The Saratoga City Code is amended as set forth below. Text to be added is indicated in double - underlined font (e.g., double- underlined) and text to be deleted is indicated in strikeout font (e.g., strikee}rt). Text in standard font remains unchanged by this ordinance. City Code Article 2 -12 City Commissions. Section 2 -12 -040 Attendance (a) Each Commissioner shall regularly attend meetings of the Commission of which he or she is a member. (b) Commissioners are expected to make Commission service a high priority and to make a reasonable effort to attend all meetings. If a Commissioner is absent without permission of the Chair (or, in the case of the Chair, the Mayor) from three Pe regular Commission meetings in any twelve month period, the Commissioner's office becomes vacant and shall be filled as any other vacancy unless the vacancy is excused by the City Council in its sole discretion. A Commissioner whose office has become vacant may request the vacancy to be excused by filing a letter with the City Clerk within thirty (30) days of the effective date of the vacancy. If a Commissioner is absent without permission from two eenseetitive 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. .. Section 2. Severance Clause The City Council declares that each section, sub - section, paragraph, sub - paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub - section, paragraph, sub - paragraph, sentence, clause and phrase of this ordinance. If any section, sub - section, paragraph, sub - paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance regardless of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 3. California Environmental Quality Act The proposed amendments to the City Code are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline sections 15061(b)(3) - the general rule that CEQA applies only to projects which have the potential of causing a significant effect on the environment. Section 4. Publication. This ordinance or a comprehensive summary thereof shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after its adoption. 67 Following a duly notice public hearing the foregoing ordinance was introduced and read at the regular meeting of the City Council of the City of Saratoga held on the 20th day of November 2013 and was adopted by the following vote following a second reading on the December 4, 2013. COUNCIL MEMBERS: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Crystal Bothelio CITY CLERK APPROVED AS TO FORM: Richard Taylor CITY ATTORNEY SIGNED: MAYOR, CITY OF SARATOGA, CALIFORNIA DATE: DATE: .: }i Q. I SARATOGA CITY COUNCIL 7 MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: Public Works PREPARED BY: Iveta Harvancik Senior Engineer CITY MANAGER: Dave Anderson DIRECTOR: John Cherbone SUBJECT: Final map approval for two lots located at 18771 Allendale Avenue Owner: Eiko Shimizu RECOMMENDED ACTION: Move to adopt Resolution granting final map approval of tentative map application No. SUB 13 -0002 for two lots located at 18771 Allendale Avenue. REPORT SUMMARY: Attached is a Resolution, which, if adopted, will grant final map approval for two lots located at 18771 Allendale Avenue (APN 389 -27 -041). The City Surveyor has examined the final map and related documents submitted to the City in accordance with the provisions of Section 14.40.020 of the Municipal Code and it was determined that: 1. The final map substantially complies with the approved tentative map. 2. All conditions of the approved tentative map, as contained in Planning Commission Resolution No. 13 -022, have been completed or will be completed concurrent with development of the two lots. 3. The Subdivision Map Act, the City's Subdivision Ordinance and all other applicable provisions of law have been complied with. 4. The final map is technically correct. Consequently, the City Surveyor's certificate has been executed on the final map and the final map has been filed with the City Clerk pursuant to Section 14.40.040 of the Municipal Code for action by the City Council. FISCAL IMPACTS: The subdivider has paid $4,500 in Engineering Fees and $20,700 in Park Development Fees. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The final map must either be approved or rejected by the City Council. If the map is rejected, it would be returned to the subdivider with findings as to why the map was rejected. Page 1 of 2 .• ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): The signed map will be released to the subdivider's Title Company for recordation along with recording instructions. 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. Site Map. 2. Parcel Map. 3. Resolution granting final map approval. 4. Planning Commission Resolution No. 13 -022 approving the tentative map with conditions. Page 2 of 2 70 SITE MAP Location: 18771 Allendale Avenue APN: 389 -27 -041 Applicant /Owner: Eiko Shimizu Meeting Date: December 4, 2013 �0 Q SITE AVE. RAV N Cos W E s C �p OWNER'S STATEMENT I HEREBY STATE THAT I AM THE OWNER OF OR HAVE SOME RIGHT, TITLE OR INTEREST IN AND TO THE REAL PROPERTY INCLUDED WITHIN THE SUBDIVISION SHOWN ON THE MAP; THAT I AM THE ONLY PERSON WHOSE CONSENT IS NECESSARY TO PASS A CLEAR TITLE TO SAID REAL PROPERTY; THAT I HEREBY CONSENT TO THE MAKING OF SAID MAP AND SUBDIVISION AS SHOWN WITHIN THE DISTINCTIVE BORDER LINE; AND THAT I HEREBY OFFER FOR DEDICATION TO PUBLIC USE ALL STREETS AND PORTIONS OF STREETS NOT PREVIOUSLY EXISTING AS SHOWN ON THE MAP WITHIN SAID SUBDIVISION, AND ALSO DEDICATE TO PUBLIC USE EASEMENTS FOR ANY AND ALL PUBLIC USES UNDER, UPON AND OVER SAID STREETS AND SAID PORTIONS THEREOF. I ALSO HEREBY DEDICATE TO PUBLIC USE EASEMENTS FOR ANY AND ALL PUBLIC SERVICE FACILITIES INCLUDING POLES, WIRES, CONDUITS, GAS, WATER, HEAT MAINS AND ALL APPURTENANCES TO THE ABOVE, UNDER, UPON OR OVER THOSE CERTAIN STRIPS OF LAND LYING BETWEEN THE FRONT AND /OR SIDE LINES OF LOTS AND THE DASHED LINES AND /OR THOSE CERTAIN AREAS LYING BETWEEN DASHED LINES EACH DESIGNATED AS "PSE" (PUBLIC SERVICE EASEMENT). THE ABOVE MENTIONED PUBLIC SERVICE EASEMENTS TO BE KEPT OPEN AND FREE FROM BUILDINGS AND STRUCTURES OF ANY KIND EXCEPT PUBLIC SERVICE STRUCTURES, IRRIGATION SYSTEMS AND APPURTENANCES THERETO, LAWFUL FENCES AND ALL LAWFUL UNSUPPORTED ROOF OVERHANGS. EIKO SHIMIZU TRUSTEE, SHIMIZU FAMILY BYPASS TRUST U/A DATED NOVEMBER 20, 1984 AND SHIMIZU SURVIVOR'S TRUST U/A DATED NOVEMBER 20, 1984 SOILS AND GEOLOGICAL REPORT A SOILS AND GEOLOGICAL REPORT ON THIS PROPERTY HAS BEEN PREPARED BY MURRAY ENGINEERS, DATED MARCH, 2013, A COPY OF WHICH HAS BEEN FILED WITH THE CITY OF SARATOGA. 42770OPM01 ACKNOWLEDGMENT STATE OF SS. COUNTY OF ON 20___, BEFORE ME,___________, A NOTARY PUBLIC, PERSONALLY APPEARED _________I WHO PROVED TO ME ON THE BASIS OF SATISFACTORY EVIDENCE TO BE THE PERSON(S) WHOSE NAME(S) IS /ARE SUBSCRIBED TO THE WITHIN INSTRUMENT AND ACKNOWLEDGED TO ME THAT HE /SHE /THEY EXECUTED THE SAME IN HIS /HER /THEIR AUTHORIZED CAPACITY(IES), AND THAT BY HIS /HER /THEIR SIGNATURES) ON THE INSTRUMENT THE PERSON(S), OR THE ENTITY UPON BEHALF OF WHICH THE PERSON(S) ACTED, EXECUTED THE INSTRUMENT. I CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING PARAGRAPH IS TRUE AND CORRECT. WITNESS MY HAND NOTARY'S SIGNATURE PRINTED NOTARY'S NAME COUNTY OF NOTARY'S PRINCIPAL PLACE OF BUSINESS EXPIRATION DATE OF NOTARY'S COMMISSION NOTARY'S COMMISSION NUMBER, IF ANY SURVEYOR'S STATEMENT THIS MAP WAS PREPARED BY ME OR UNDER MY DIRECTION AND IS BASED UPON A FIELD SURVEY IN CONFORMANCE WITH THE REQUIREMENTS OF THE SUBDIVISION MAP ACT AND LOCAL ORDINANCE AT THE REQUEST OF EIKO SHIMIZU IN JANUARY, 2013. 1 HEREBY STATE THAT THIS PARCEL MAP SUBSTANTIALLY CONFORMS TO THE APPROVED OR CONDITIONALLY APPROVED TENTATIVE MAP, IF ANY; THAT THE SURVEY IS TRUE AND COMPLETE AS SHOWN; THAT ALL MONUMENTS ARE OF THE CHARACTER AND OCCUPY THE POSITIONS INDICATED, OR THAT THEY WILL BE SET IN THOSE POSITIONS ON OR BEFORE OCTOBER, 2015; THAT THE MONUMENTS ARE, OR WILL BE, SUFFICIENT TO ENABLE THE SURVEY TO BE RETRACED. DATE: TRACY L. GIORGETTI, LS 8720 COMMUNITY DEVELOPMENT DIRECTOR'S STATEMENT I HEREBY STATE THAT I HAVE EXAMINED THIS PARCEL MAP AND HAVE DETERMINED THAT SAID PARCEL MAP SUBSTANTIALLY CONFORMS TO THE TENTATIVE MAP AS APPROVED ON AND THE CONDITIONS THEREON. JAMES LINDSAY COMMUNITY DEVELOPMENT DIRECTOR CITY OF SARATOGA, CALIFORNIA DATE CITY LAND SURVEYOR'S STATEMENT I HEREBY STATE THAT I HAVE EXAMINED THE HEREON PARCEL MAP AND I AM SATISFIED THAT SAID MAP IS TECHNICALLY CORRECT. MARK A. HELTON, L.S. 7078 EXP. 12 -31 -2014 DATE 72 LAND str 44 ��4� A � �t4 a � N0. L7078 * EXP. 12 -31 -14 PARCEL MAP LANDS OF SHIMIZU CONSISTING OF 2 SHEETS BEING A SUBDIVISION OF ALL OF THE REAL PROPERTY DESCRIBED IN DOCUMENT NO. 19670196, OFFICIAL RECORDS OF SANTA CLARA COUNTY, AND LYING ENTIRELY WITHIN THE CITY OF SARATOGA, COUNTY OF SANTA CLARA, STATE OF CALIFORNIA OCTOBER, 2013 v- 1570 Oakland Road San Jose, CA 95131 CITY ENGINEER'S STATEMENT I HEREBY STATE THAT I HAVE EXAMINED THE HEREON PARCEL MAP; THAT THE SUBDIVISION AS SHOWN HEREON IS SUBSTANTIALLY THE SAME AS IT APPEARED ON THE TENTATIVE MAP, IF ANY, AND ANY APPROVED ALTERATIONS THEREOF; THAT ALL PROVISIONS OF THE SUBDIVISION MAP ACT, AS AMENDED, AND OF ANY LOCAL ORDINANCE APPLICABLE AT THE TIME OF APPROVAL OF THE TENTATIVE MAP, IF REQUIRED, HAVE BEEN COMPILED WITH. IVETA HARVANCIK, R.C.E. 58980 EXP. 6 -30 -2015 CITY OF SARATOGA, CALIFORNIA STATEMENT OF THE CITY CLERK DATE QROFESS /0� NARVq���F2� Z NO. C 58980 m CIV 1\- \F OF CAS-\FO/ I HEREBY STATE THAT THIS PARCEL MAP, CONSISTING OF TWO (2) SHEETS WAS APPROVED BY THE CITY COUNCIL OF THE CITY OF SARATOGA, STATE OF CALIFORNIA, BY RESOLUTION NO. ______ AT A DULY AUTHORIZED MEETING OF SAID CITY COUNCIL HELD ON THE _______ DAY OF ______1 20___ AND THAT BY SAID RESOLUTION ALL STREETS AND PORTIONS THEREOF AND ALL EASEMENTS SHOWN ON SAID MAP AND OFFERED FOR DEDICATION WERE REJECTED ON BEHALF OF THE PUBLIC, SAVE AND EXCEPT NONE AND TO THE LIMITED EXTENT THAT ANY OFFERS FOR EASEMENTS FOR UTILITY PURPOSES ALONG OR BENEATH SAID STREET RIGHTS —OF —WAY THEN AS TO SUCH EXPRESS OR IMPLIED OFFERS OF EASEMENTS FOR PUBLIC UTILITY PURPOSES, THE SAME ARE ACCEPTED. CRYSTAL BOTHELIO, CITY CLERK CITY OF SARATOGA, CALIFORNIA RECORDER'S STATEMENT FILE NO. FILED THIS FEE S DAY OF IN BOOK ________ OF MAPS AT PAGE(S) AT THE REQUEST OF OLD REPUBLIC TITLE COMPANY. BY: DATE PAID. ACCEPTED FOR RECORD AND 20_____, AT -------- M. SANTA CLARA COUNTY RECORDS, REGINA ALCOMENDRAS, COUNTY RECORDER SANTA CLARA COUNTY, CALIFORNIA DEPUTY SHEET 1 OF 2 SHEETS HMH 4277.00.150 4 AV i 30 0 15 30 1 INCH= 30 FEET D oo0 g 2 15 of t %� ooc I I 0 U co Y I � O 1 W Q) I R2 — FND 3/4" IRON PIPE _ N WITH PLUG, BRASS TAG & _ X68' TACK, (TAG UNREADABLE), _ IN RND MONUMENT BOX 42770OPM02 R1 I/ /q ` TO CO u s, R\ ' R, FN • N W O 10 LO O 00o N O z LO 0I 25' • R1 00 o III O J O � o 0 O aIC" • R1 io HI V- O J M O O O 41 O M II o °r C31 LOT 18 N81' R= 275.00' 1 X1'14 "W L -19.52 (168.54, R1 I N85'16'00 "W(R) R1 I 6'26' 00 o R= 275.00' I 1� L= 30.88' o R1 T PARCEL 2 16,146 SF io I � � I °1 I °'O _ II Li III Of M N81'11'14 "W 156.34' 10' PSE —�I ry I R1 • M � o N Ki I N 30' PRIVATE EASEMENT-4 FOR INGRESS /EGRESS I ry AND PUBLIC UTILITIES 2594 -OR -538 i I 0 N U O I c0 N o PARCEL 1 IT _ O pI 19896 SF , I cD NI o °OI I O V- QJ Z I o o r- Oa O Ni z r_ w > a I I - I °O o I o - - -_�_ R1 25 0 25 X97'39'00" i z - -___ R= 20.00' — — L= 34.09' I 129.73' R1 o PUBLIC RIG Na141'00"W r� 177.82' (T) 48.09' R1 DEDICATED OF— Wq Y TO BE 5,322 SF MAP _ N81 —, — 7' R1,R3 c W 712.68' (T) (712.73' BASIS O° F BEARINGS ) -1 ALLENDALE _ ! AVENUE R1 73 25' PARCEL MAP LANDS OF SHIMIZU CONSISTING OF 2 SHEETS BEING A SUBDIVISION OF ALL OF THE REAL PROPERTY DESCRIBED IN DOCUMENT NO. 19670196, OFFICIAL RECORDS OF SANTA CLARA COUNTY, AND LYING ENTIRELY WITHIN THE CITY OF SARATOGA, COUNTY OF SANTA CLARA, STATE OF CALIFORNIA OCTOBER, 2013 1570 Oakland Road San Jose, CA 95131 THE BEARING NORTH 81 °41'00" WEST OF THE CENTERLINE OF ALLENDALE AVENUE FROM VIA ALTO COURT TO SERRAOAKS COURT AS SHOWN ON THAT MAP OF TRACT 5243 FILED FOR RECORD IN BOOK 310 OF MAPS, PAGE 9, SANTA CLARA COUNTY RECORDS, AND AS FOUND MONUMENTED, WAS ADOPTED AS THE BASIS OF BEARINGS. NOTES 1. DISTANCES AND DIMENSIONS ARE SHOWN IN FEET AND DECIMALS THEREOF. 2. THE DISTINCTIVE BORDER DENOTES THE BOUNDARY OF THE SUBDIVISION. 3. THE AREA WITHIN THE DISTINCTIVE BORDER IS 0.95 ACRES, MORE OR LESS. LEGEND —q R R# O PSE (R) (T) (...)R# DISTINCTIVE BORDER LINE LOT LINE CENTERLINE RECORD DOCUMENT R1: TRACT 5243, 310 - MAPS -9 REFERENCES: R2: TRACT 6074, 398 - MAPS -54 R3: DOC NO. 19670196 FOUND 3/4" IRON PIPE WITH PLUG & TACK, (RCE 8718) IN RND. MONUMENT BOX, UNLESS OTHERWISE NOTED 3/4" IRON PIPE SET & TAGGED "LS 8720 ", UNLESS NOTED LINE NOT DRAWN TO SCALE PUBLIC SERVICE EASEMENT RADIAL BEARING TOTAL OF DIMENSIONS ALONG THIS LINE OR CURVE DIMENSION AS DESCRIBED IN RECORD DOCUMENT IN CONFLICT WITH MEASURED DATA SHEET 2 OF 2 SHEETS HMH 4277.00.150 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE FINAL MAP OF APPLICATION NO. SUB 13 -0002 18771 ALLENDALE AVENUE The City Council of the City of Saratoga hereby resolves as follows: SECTION 1: Two lots as shown on that certain Parcel Map prepared by HMH dated October 2013, and filed with the City Clerk of the City of Saratoga on November 25, 2013, are approved as TWO (2) individual lots. SECTION 2: All streets and easements shown on said map and offered for dedication to public use are hereby rejected on behalf of the public, save and except for public service easements; and to the limited extent that any offers for public street purposes either expressly or implicitly include offers for easements for utility purposes along or beneath said street rights of way, then as to such express or implied offers of easements for public utility purposes, the same are hereby accepted on behalf of the public. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day of December, 2013 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Crystal Bothelio, City Clerk 74 Mayor RESOLUTION NO: 13 -022 A RESOLUTION OF THE CITY OF SARATOGA PLANNING COMMISSION APPROVING TENTATIVE PARCEL MAP APPLICATION SUB13 -4002 LOCATED AT 18771 ALLENDALE AVENUE WHEREAS, on April 2, 2013, an application was submitted by HMH, Incorporated on behalf" of Eiko Shimizu requesting Tentative Parcel Map approval to subdivide an approximately 0.95 -acre (41,382 square feet) parcel located at 18771 Allendale Avenue into two lots. A portion of the lot extends out to the center line of Allendale Avenue and that area (5,322 square feet) would be dedicated to the City. The proposed size of Parcel 1 would be approximately 0.46 acres (19,896 square feet) and Parcel 2 would be approximately 0.37 acres (16,146 square feet). The property is zoned R -1- 12,.500 (Single Family Residential) with a General Plan Designation of Medium Density Residential (M- 12.5). WHEREAS, the Community Development Department completed an environmental assessment for the project in accordance with the California Environmental Quality Act (CEQA), and recommends that the Planning Commission determine this project exempt. WHEREAS, on June 26, 2013, the Planning Commission held a duly noticed public hearing on the subject application, and considered evidence presented by City Staff, the applicant, and other interested parties. NOW THEREFORE, the Planning Commission of the City of Saratoga hereby finds, determines and resolves as follows: Section 1: The recitals set forth above are true and correct and incorporated herein by reference. Section 2: The project is Categorically Exempt from the Environmental Quality Act (CEQA) pursuant to section 15315 (Minor Land Divisions) because the project is 1) dividing property in an urbanized area that is zoned for residential use into four or fewer parcels, 2) the project is in conformance with the General Plan and Zoning Ordinance, 3) no variances or exceptions are required, 4) all services and access to the proposed parcels to local standards are available, 5) the parcel was not involved in a division of a larger parcel within the previous two years, and 6) the parcel does not have an average slope greater that 20 percent.. Section. 3: The project is consistent with the following Saratoga General Plan Policies: Land Use LU 1.1 which provide that the city shall continue to be predominantly a community of single - family detached residences and Land Use Policy LU 1.3 which provides that the city shall ensure that existing undeveloped sites zoned single - family detached residential remain so designated. 75 Resolution No. 13 -022 Section 4: The project is consistent with the Saratoga City Code and the Planning Commission cannot make any of the negative findings contained in City Code Section 14- 2o.a7o(b). Section 5: The City of Saratoga Planning Commission hereby approves SUB13- 4602, located at 18771 Allendale Avenue, subject to the Findings, and Conditions of Approval attached hereto as Exhibit 1. PASSED AND ADOPTED by the City of Saratoga Planning Commission on this 26th day of June 2013 by the following vote: AXES: Almalech, Bernald, Hlava, Smullen, Walia, Zhao NOES: ABSENT: Grover ABSTAIN: r W Joyce H( a Chair, Planning Commission 76 Resolution No. 13 -022 Exhibit 1 CONDITIONS OF APPROVAL SUB13 -0002 18771 ALLENDALE AVENUE (APN 389 -27 -041) A. GENERAL Acknowledged 1. Conditions may be modified only by the Planning Commission unless modification is expressly otherwise allowed by the City Code including but not limited to Sections 15- 80.120 and/or 16- 05.035, as applicable. Acknowledged 2. The City shall mail to the Owner and Applicant a notice in writing, on or after the time the Resolution granting this Approval is duly executed containing a statement of all amounts due to the City in connection with this application, including all consultant fees (collectively "processing fees "). THIS APPROVAL OR PERMIT SHALL EXPIRE SIXTY (60) DAYS AFTER THE DATE SAID NOTICE IS MAILED IF ALL PROCESSING FEES CONTAINED IN THE NOTICE HAVE NOT BEEN PAID IN FULL. No Zoning Clearance or Demolition, Grading, or Building Permit may be issued until the Community Development Director certifies that all processing fees have been paid in full (and, for deposit accounts, a surplus balance of $500 is maintained). Acknowledged 3. The Project shall maintain compliance with all applicable regulations of the State, County, City and/or other governmental agencies having jurisdiction including, without limitation, the requirements of the Saratoga Zoning Regulations incorporated herein by this reference. Acknowledged 4. As a condition of this Approval, Owner and Applicant hereby agree to defend, indemnify and hold the City and its officers, officials, boards, commissions, employees, agents and volunteers harmless from and against: a. any and all claims, actions or proceedings to attack, set aside, void or annul any action on the subject application, or any of the proceedings, acts or determinations taken, done or made prior to said action; and b. any and all claims, demands, actions, expenses or liabilities arising from or in any manner relating to the performance of such construction, installation, alteration or grading work by the Owner and/or Applicant, their successors, or by any person acting on their behalf. The Owner and Applicant shall execute a separate agreement containing the details of this required Agreement to Indemnify, Hold Harmless and Defend, which shall be subject to prior approval as to form and content by the City 77 Resolution No. 13 -022 Attorney. B. COMMUNITY DEVELOPMENT Acknowledged 5. An application for Design Review shall be submitted for any proposed single - family homes to be constructed on Parcel 2. C. WEST VALLEY SANITATION DISTRICT Acknowledged 6. The developer is required to pay all applicable fees prior to the recordation of the Final Map. The fees will be determined upon submittal of the improvement plan. District approval will be in the form of sewer connection permits after payment of fees. D. PUBLIC WORKS DEPARTMENT Final Map 7. Prior to submittal of the Final Map to the City Engineer for examination, the Submitted owner (applicant) shall cause the property to be surveyed by a Licensed Land Surveyor or an authorized Civil Engineer. The submitted map shall show the existence of a monument at all external property corner locations, either found or set. The submitted map shall also show monuments set at each new corner location, angle point, or as directed by the City Engineer, all in conformity with the Subdivision Map Act and the Professional Land Surveyors Act. Completed 8. The owner (applicant) shall submit four (4) copies of a Final Map in substantial conformance with the approved Tentative Map, along with the additional documents required by Section 14- 40.020 of the Municipal Code, to the City Engineer for examination. The Final Map shall contain all of the information required in Section 14- 40.030 of the Municipal Code and shall be accompanied by the following items: a. Two copies of map checking calculations. b. Two copies of the Preliminary Title Report for the property dated within ninety (90) days of the date of submittal for the Final Map. C. Two copies of each map referenced on the Final Map. d. Two copies of each document/deed referenced on the Final Map. e. Two copies of any other map, document, deed, easement or other resource that will facilitate the examination process as requested by the City Engineer. f. One copy of the approved Tentative Map. W Resolution No. 13 -022 Fees Paid 9. The owner (applicant) shall pay a Map Checking fee, as determined by the City Engineer, at the time of submittal of the Final Map for examination. Monuments 10. Interior monuments shall beset at each lot corner either prior to recordation of Set the Final Map or some later date to be specified on the Final Map. If the owner (applicant) chooses to defer the setting of interior monuments to a specified later date, then sufficient security as determined by the City Engineer shall be furnished prior to Final Map approval, to guarantee the setting of interior monuments. Completed 11. The owner (applicant) shall provide Irrevocable Offers of Dedication for all required easements and/or rights -of -way on the Final Map, in substantial conformance with the approved Tentative Map and conditions of approval, prior to Final Map approval. Easement 12. The owner (applicant) shall dedicate 10 feet wide Public Service Easement Dedicated (PSE) along Allendale Avenue and along Via Alto Court. The easement shall be shown on the Final Map. Completed 13. The owner (applicant) shall grind smoothly existing tripping hazard in the sidewalk along Allendale Avenue prior to Final Map approval. Acknowledged 14. An Encroachment Permit issued by the Public Works Department is required for all new driveway approaches, utility connections, and all other improvements in any portion of the public right -of -way or of a public easement prior to commencement of the work in the public right -of -way or public easement. Will Serve 15. Prior to Final Map approval, the owner (applicant) shall furnish the City Letters Engineer with satisfactory written commitments from all public and private Submitted utility providers serving the subdivision guaranteeing the completion of all required utility improvements to serve the subdivision. Acknowledged 16. The owner (applicant) shall secure all necessary permits from the City and any other public agencies, including public and private utility providers, prior to commencement of subdivision improvement construction. Copies of permits other than those issued by the City shall be provided to City Engineer. Fees Paid 17. The owner (applicant) shall pay the applicable Park and Recreation fee prior to Final Map approval. Acknowledged 18. The owner /applicant shall comply with requirements of Provision C.3 of National Pollutant Discharge Elimination System Permit. The applicant shall use and maintain Best Management Practices (BMP's) for the site design and storm water treatment. 79 Resolution No. 13 -022 Acknowledged 19. All building and construction related activities shall adhere to New Development and Construction - Best Management Practices as adopted by the City for the purpose of preventing storm water pollution. E. PACIFIC GAS & ELECTRIC Acknowledged 20. The applicant shall coordinate with PG &E early in the development of the project to promote safe and reliable maintenance and operation of existing utility facilities. Any proposed development plans shall provide for unrestricted utility access and prevent interference with PG &E easements. Acknowledged 21. The installation of new gas and electric facilities and/or the relocation of existing PG &E facilities will be performed in accordance with common law or Rules and Tariffs as authorized by the California Public Utilities Commission. F. CITY ATTORNEY Acknowledged 22. Owner and Applicant agree to hold City harmless from all costs and expenses, including attorney's fees, incurred by the City or held to be the liability of City in connection with City's defense of its actions in any proceeding brought in any State or Federal Court, challenging the City's action G. FIRE SAFETY OR FIRE AGENCY REQUIREMENTS Acknowledged 23. Fire Agency Conditions. Applicant shall comply with all Fire Agency conditions. :1 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT PREPARED BY: Public Works Iveta Harvancik Senior Engineer CITY MANAGER: Dave Anderson DIRECTOR: John Cherbone SUBJECT: Acceptance of Property for Trail Purposes RECOMMENDED ACTION: 1. Approve resolution accepting Grant Deed of APN 503 -24 -049. 2. Authorize City Manager to sign the Certificate of Acceptance. BACKGROUND: In 2011, the City received grant funds from the Santa Clara Valley Water District to plan the Village Creek Trail. The proposed trail is located along Saratoga Creek running the length of the Village from Saratoga - Sunnyvale Road to Wildwood Park. The land ownership along the trail alignment varies between City property and three private properties. Trail easement or property dedication is needed along the trail not currently in the City's ownership (see Property Map). REPORT SUMMARY: City staff is working with the private owners on obtaining the rights for the trail. The City has verbal agreements for dedication of trail easements across the Rosenfeld and Clark properties. Mr. George M. Payne, owner of one of the properties (APN 503 -24 -049), agreed to dedicate his entire parcel to the City. This 0.18 -acre creek -side parcel is adjacent to the City -owned property. It is therefore recommended the City accepts the Grant Deed by approving the attached Resolution. FISCAL IMPACTS: There is no cost to the City for acquiring this property. Periodic tree maintenance may be required. Page 1 of 2 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The property will not be accepted at this time. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): The Grant Deed and the Resolution will be recorded. 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. Property Map 2. Grant Deed 3. Resolution Accepting Grant Deed Page 2 of 2 :. PROPERTY MAP Location: Big Basin Way (creekside property behind Parking District No. 3) APN: 503 -24 -049 Owner: George M. Payne Meeting Date: December 4, 2013 r Z Z Saratoga C .•�' � ■ � Q CIaY■k � ♦, � • i Parking District , City of Saratoga Payne • Proposed Future ♦♦ os�nfe Village Creek Trail 0. Wildwood Park �♦ 2� 0 . ♦♦ N W E S RECORDING REQUESTED BY: City of Saratoga WHEN RECORDED MAIL TO: City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 GRANT DEED The undersigned George M. Payne, as Trustee of the George M. Payne Family Trust Dated November 28,1995 ( "Owner" ), warrants and represents that the said Trust is the sole owner in fee simple of property in the City of Saratoga, the County of Santa Clara, in the State of California and more particularly described in the Legal Description attached hereto as Exhibit "A" (the "Property"), Santa Clara County Assessor's Parcel Number 503 - 24049. . • Owner hereby grants to the City of Saratoga ("City') the Property as described in attached Exhibit "A" Legal Description and shown on the attached Exhibit `B" Plat to Accompany Legal Description. The undersigned Owner hereby acknowledges receipt of valuable and adequate consideration for this Grant Deed of the Property to the City. The terms "Owner" and "City," wherever used herein, and any pronouns used in place thereof, shall include, respectively, the Owner, the successors, transferees, and assigns of the above -named Owner and City. ADDITIONAL WARRANTIES. Owner further warrants to City that: A. The Property is, as of the date this Grant Deed is recorded, free and clear of all liens. B. No one has the legally enforceable right (for example, under a lease, easement or right -of -way agreement) in existence as of the date this Grant Deed is recorded to prevent the use of the Property for City purposes and that Owner shall keep it so until the Grant Deed is accepted by City and recorded. C. To the best of Owner's knowledge, the Property is not contaminated with materials identified as hazardous or toxic under applicable law and no such materials have been stored or generated within the Property. Great Deed 0 CONTROLLING LAW. This Grant Deed is made in the State of California and shall be construed and interpreted in accordance with the laws of said state. ACCEPTANCE. The undersigned Owner understands that the within Grant Deed can only be accepted by resolution of the City Council of the City of Saratoga and recordation of this instrument without such resolution of acceptance being recorded concurrently shall not and cannot constitute acceptance of the Grant Deed. IN WITNESS WHEREOF, Owner has duly executed this Grant Deed as of the day and year stated below and the signatory below represents that he/she has been duly authorized to execute this document on behalf of Owner. OWNER. Georg K, 9-ayne Family Trust Dated November 28, 1995 /date signed 11112-11-3 G r e M. Payne, r stee of the George M. Pa§ne Axnily Trust Dated November 2$, 1995 (All signatures must be acknowledged before a Notary Public — attach either corporate, individual or partnership notary form.) Grant Deed 2 ACKNOWLEDGMENT ■rrr a r�rrurr■■■rrrr■■ ■rr urRrrrrrrrrrrrrr ■ ■ ■■ uRrrrRrrrrrrrrrir■rr ■ = ■r� State of California County of Santa Clara) ss. On -NOV I Z - ;-6/3, before me, Rinkoo R. Nat, Notary Public, personally appeared SIP -One- MAC_ e Rai /i� t° who proved- to me on the basis of satisfactory evidence to be the person(s) whose fic"h e(s) s/ re subscribed to the w' in instrument and acknowledged to me that he /they executed the same in his/ erltheir authorized capacity(ies), and that by erltheir signatures(s) on the ins rument the person(s), or the entity upon behalf of the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. f RjNKQD_A. NAT rt Nil1'A S+P. L(C.�CAYFQpN1A,� 0 lL3P! i- 4118 gip, � ullry 1 %".7, r (seal) rrrrrrrrrrrRra�e■ rrrrrRrr■ r■ errrr■■■ r■■ r■■ r■rrR■rrrrRrrrrrrrrrrRr ■RrRerri OPTIONAL INFORMATION Date of Document Type or Title of Document Number of Pages in Document Document in a Foreign Language Type of Satisfactory Evidence: Personally Known with Paper Identification Paper Identification Credible Witness(es) Capacity of Signer: Trustee Power of Attorney CEO /CFO /COO President / Vice- President / Secretary / Treasurer Other: Other Information: Thumbprint of Signer F1 Check here if no thumbprint or fingerprint Is available. Q 2006 Allstate rotary Preparatlon, Inc. - f800) 689 -8456- vrwmailstatenotaiy.win 0 Exhibit "A" Legal Description of a portion of the ND Lands of Payne (APN 153 -24 -049) All that certain real property in the City of Saratoga, County of Santa lara, tate of California, described as follows: Commencing at the most easterly corner of that certain Parcel "B ", as shown upon that certain Parcel Map which was filed for record in Book 457 of Maps, at Page 3, in Santa Clara County Records, thence along the northeasterly boundary of said Parcel "B" and Parcel "A ", as shown upon said Parcel Map, North 47 000'50" West, 201.22 feet, to the Point of Beginning, said point also being the most westerly corner of that land described in that certain Easement Deed to the City of Saratoga, dated December 9, 1988, which was recorded in Book K781, at Page 2030, of Official Records of Santa Clara County; Thence, along the northwesterly boundary of said lands of Saratoga, the following courses and distances: North 40 059'15" East, 6.52 feet; North 47 °57'40" East, 30.00 feet; North 21026'35" East, 46.00 feet; North 13 °18'47" West, 8.95 feet, to a point on the southwesterly line of that certain parcel of land described in that certain grant deed from Robert L. Hoog, et us, to Mario Fantino; dated June 27, 1938, in Book 882, at Page 383, of Santa Clara County Official Records; Thence, along said southwesterly line, North 59 028'50" West, 94.53 feet, to the most westerly corner of said lands of Fantino; Thence, South 32 059'10" West, 64.73 feet, to a point on the northeasterly boundary of said Parcel "A ", said point being 2.40 feet from the most northerly corner of said Parcel "A "; Thence, along the northeasterly boundary of said Parcel "A ", South 47 °00'50" East, 103.02 feet, to the Point of Beginning. Containing an area of 0.18 acres, more or less. This legal description is based upon record information, the Basis of Bearings of which is: The bearing of North 47 °00'50" West, being the southwesterly line of the lands of Saratoga, as described in that certain Easement Deed to the City of Saratoga, dated December 9, 1988, which was recorded in Book K781, at Page 2030, of Official Records of Santa Clara County, was used as the Basis of Bearings for this legal description. End of Description. Sheet 1 of 2 Sheets I PARCEL A S47'00'50' E I I iQ a o� i 9'10 "E 64.73' APN 503 -24 -049 AREA =0.18± AC LANDS OF PA YNE 1 1 fo w �N N13'18'47"W 8.95' 2 1.26, E 46.00 I 1 j PARKING LOT cn a CITY OF SARA TOGA N h (K 781 OR 2030) o P r O O � O _ S34 5632 "W Z PARCEL S '°PINT of- CaMMENCEMENT BASIN WAY 63.46' S30'07�38 "W 39.10' (a SCALE: I"=30' =12-31-14 �9�� -0 —P CAL1,04 /i r SCALE: 1 ° =30' PLAT TO ACCOMPANY Giuliani & Sull Inc. DATE: 5/2/13 LEGAL DESCRIPTION DRAWN: F. T. LANDS OF PAYNE 4880 Stevens Creels Blvd. Suite 205 San ,foss, CA. 95129 CHECKED: M.H. APN 503 -24 -049 (408) 615 -4000 Fax (408) 615 -4004 JOB NO.: n, ki.— dh Q— i— m n,i „� is SHEETS: 2 OF 2 SARA700A, CALIFORNIA Fl\ 2013 \trail \dwg \TRAIL- PLAT2.dwg 5/2/2013 2130,50 AM PDT CERTIFICATE OF ACCEPTANCE (Pursuant to Cal. Gov't Code § 27281) This is to certify that the interest in real property conveyed by the GRANT DEED dated November 12, 2013 (attached hereto as Exhibit A) from GEORGE M. PAYNE to the CITY OF SARATOGA, a Municipal Corporation, is hereby accepted by the undersigned officer on behalf of the City Council of the City of Saratoga, pursuant to authority conferred by Resolution No. of the City Council, adopted on December 4, 2013, and grantee consents to recordation thereof. Dated: Dave Anderson, City Manager CITY OF SARATOGA Encl. Exhibit A — [GRANT DEED] :• RECORDING REQUESTED BY: City of Saratoga WHEN RECORDED MAIL TO: City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ACCEPTING GRANT DEED APN 503 -24 -049 WHEREAS, the City General Plan shows future proposed public pedestrian trail along Saratoga Creek behind Big Basin Way located partially on private properties; and WHEREAS, Mr. George M. Payne, the Owner of APN 503 -24 -049, one of the properties with the future proposed public pedestrian trail, agrees to deed this property to the City of Saratoga; and WHEREAS, the Grant Deed of the property located at Big Basin Way, APN 503- 24 -049 was prepared in acceptable form and content; and WHEREAS, the City Council has determined that the acceptance of the Grant Deed would be in the public interest. NOW, THEREFORE, BE IT RESOLVED that the CITY COUNCIL OF THE CITY OF SARATOGA hereby: 1. Accepts that certain Grant Deed executed by George M. Payne on the 12th day of November 2013 as described hereinabove and attached hereto; and 2. Authorizes and directs City Clerk to record the Grant Deed and this Resolution Accepting Grant Deed. Passed and adopted on the 4th day of December, 2013 by the CITY COUNCIL OF THE CITY OF SARATOGA by the following vote of the members thereof: .N AYES: NOES: ABSENT: ABSTAIN: Attest: Crystal Bothelio, City Clerk City of Saratoga 91 Mayor SARATOGA CITY COUNCIL f . Mao 4tFUTL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: James Lindsay DIRECTOR: James Lindsay SUBJECT: Adoption of the 2013 California Standard Codes with Local Amendments RECOMMENDED ACTIONS: (1) Conduct the public hearing; (2) Adopt the attached resolution making findings regarding proposed amendments to the referenced codes; and (3) Adopt the attached ordinance adopting and amending the referenced codes REPORT SUMMARY: On November 6`h, the City Council called for a public hearing and introduced the ordinance and resolution to adopt the California Standard Codes with local amendments with the required findings. The attached ordinance and resolution incorporates the changes made at the City Council meeting. ADVERTISING, NOTICING, AND PUBLIC CONTACT: Notices advertising the adoption of the Building Codes occurred on December 1 and will occur on December 8. 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.saratoga.ca.us. ATTACHMENTS: Attachment 1 — Resolution Attachment 2 — Ordinance 92 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA MAKING FINDINGS OF FACT REGARDING THE NEED FOR THE MODIFICATIONS TO THE PROVISIONS OF THE 2013 CALIFORNIA BUILDING STANDARDS CODE MADE IN THE SARATOGA CITY CODE WHEREAS, California Health and Safety Code Section 18938 makes certain provisions published in the California Building Standards Code pursuant to Health and Safety Code Section 17922 applicable to all occupancies throughout the state and effective one hundred eighty days after publication by the California Building Standards Commission ( "Commission "), or at a later date established by the Commission; and WHEREAS, Health and Safety Code Section 17958 permits cities to amend the requirements of the California Building Standards Code in accordance with Health and Safety Code Sections 17958.5 and 17958.7; and WHEREAS, Health and Safety Code Section 17958.5 permits cities in adopting provisions of the California Building Standards Code to make such changes in such provisions as the city determines, pursuant to Health and Safety Code Section 1795 8.7, are reasonably necessary because of local climatic, geological, or topographical conditions; and WHEREAS, Health and Safety Code Section 17958.7 requires that a city, before making changes pursuant to Health and Safety Code Section 17958.5, must make an express finding that such changes are reasonably necessary because of local climatic, geological, or topographical conditions; and WHEREAS, under Health and Safety Code Section 17958.7, changes pursuant to Health and Safety Code Section 17958.5 may not become effective until the required findings and the changes have been filed with the California Building Standards Commission; and WHEREAS, Government Code Section 50022.2 permits a city to enact ordinances that adopt codes or statutes, including codes of the State of California, by reference; and WHEREAS, the City Council of the City of Saratoga ( "City Council ") intends to adopt an ordinance adopting by reference certain provisions of the California Building Standards Code and making changes to certain of those provisions pursuant to Health and Safety Code Section 17958.5 ( "Building Regulations Adoption Ordinance "); and WHEREAS, the City Council has reviewed Attachment 1, which sets forth the reasons for the proposed changes to the California Building Standards Code contained in the Building Regulations Adoption Ordinance. 93 NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby declare and find that the changes to the provisions of the California Building Standards Code set forth in the Building Regulations Adoption Ordinance are reasonably necessary because of local climatic, geological, or topographical conditions set forth in Attachment 1 in accordance with Health and Safety Code Section 17958.7; and BE IT FURTHER RESOLVED that a copy of this Resolution, including Attachment 1, shall be filed with the California Building Standards Commission in accordance with Health and Safety Code Section 17958.7. PASSED AND ADOPTED by the City Council of the City of Saratoga at a regular meeting of the Saratoga City Council held on the 4th day of December 2013 by the following vote: AYES: NOES: AB SENT: ABSTAIN: ATTEST: DATE: Crystal Bothelio, City Clerk ., , Mayor ATTACHMENT 1 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA RESIDENTIAL BUILDING CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITYOF SARATOGA The City of Saratoga makes the following findings regarding the need for amending the 2013 California Residential Building Code: FINDING 1: CLIMATIC CONDITIONS: The City of Saratoga experiences low humidity, high winds, and warm temperatures during the summer months creating conditions that are particularly conducive to the ignition and spread of grass, brush, and structure fires. FINDING 2: TOPOGRAPHICAL CONDITIONS: The remoteness and steepness of hillside areas in the City along with long, narrow roadways significantly impact the ability of emergency responders to extinguish or control wildland or structure fires. The landscape of Saratoga also includes steep slopes susceptible to erosion, especially during the rainy season. Areas of critically expansive soil and other unstable soil conditions create a need for soil retention and the diversion or increased flow of surface waters, particularly on steep slopes. FINDING 3: SEISMIC CONDITIONS: The City of Saratoga's dense population is located in an area of high seismic activity, as indicated by the United States Geological Survey and the California Division of Mines and Geology. Recent earthquake activities, including the 1989 Loma Prieta earthquake, have indicated that the lack of adequate design and detailing endangered building occupants and the occupants of nearby structures. The City's adjacency to active earthquake faults also means that building work must be completed in a timely fashion to minimize the danger to the public health, safety, and welfare. The table below describes the City of Saratoga's amendments to specific provisions of the 2013 California Residential Building Code and states which of the findings above and other conditions make the amendment reasonably necessary. Amended Applicable Explanation Findings Sections of Section of the 2013 CA Saratoga Residential Building Code Building Ordinance Code 95 R313.1 16- 18.025(a) Amends the 2013 CA Finding Nos. 1 and 2. In order to Residential Building minimize the risks to persons and Codes provisions for property due to potential response townhouse automatic delays and compromised fire fire sprinkler systems suppression capabilities, mitigation measures such as automatic sprinkler systems are necessary. The ability of automatic sprinklers to get water on 97 a fire early also reduces the fire flow demand and the need for multiple hydrants. R313.2 16- 18.025(b) Amends the 2013 CA Findings Nos. 1 and 2. In order to Residential Building minimize the risks to persons and Codes provisions for property due to potential response one and two family delays and compromised fire dwellings automatic suppression capabilities, mitigation fire sprinkler systems measures such as automatic sprinkler systems are necessary. The ability of automatic sprinklers to get water on a fire early also reduces the fire flow demand and the need for multiple hydrants. R327.7.9 16- 18.030(a) Amends the 2013 CA Finding No. 1. The increased risk of Residential Building fire in the City of Saratoga makes it Code regarding the necessary to amend this section to underside of make it mandatory. appendages R327.10.3.2 16- 18.030(b) Deletes Section This section is unnecessary, as the R327.10.3.2 of the requirements are already specified in Residential Building CBSC 701.A.3. Code regarding accessory structures R327.10.4 16- 18.030(c) Amends the 2013 CA Finding No. 1. The increased risk of Residential Building fire in the City of Saratoga makes it Code regarding necessary to amend this section to accessory structures make it mandatory. R403.1.3 16- 18.035(a) Amends the 2013 Finding No. 3. This proposed CA Residential amendment to the CRC is made to Building Code be consistent with Tri Chapter regarding plain Uniform Code Committee concrete. amendment 3 that modifies the plain concrete provisions in CBC Section 1908.1,8 and American Concrete Institute 318 Section 22.10.1. This proposed amendment addresses the problem of poor performance of plain or under- reinforced concrete footings during a seismic event. This amendment reflects the recommendations by the Structural Engineers Association of Southern California (SEAOSC) and the Los Angeles City Joint Task Force that investigated the poor performance of plain and under- reinforced concrete footings observed in 1994 Northridge earthquake. 97 R602.10.2.1 16- 18.040(a) Amends the 2013 CA Finding No. 3. The proposed and Table Residential Building amendment addresses the problem of R602.10.1.2(2) Code regarding poor performance of gypsum Seismic Design wallboard and Portland cement Categories Do, D1, plaster as wall bracing materials in and D2 high seismic areas. This amendment reflects the recommendations by the Structural Engineers Association of Southern California (SEAOSC) and the Los Angeles City Joint Task Force that investigated the poor performance of these bracing materials that were observed in 1994 Northridge earthquake. R902.1.4.1 16- 18.045(a) A new subsection has Finding Nos. 1 and 2. In order to been added to the minimize the risks to persons and 2013 CA Residential property due to potential response Building Code to delays and compromised fire retain the Saratoga suppression capabilities, mitigation Code's provisions for measures such as the installation of roof coverings. fire- retardant Class A roofing are necessary. R902.1.3 16- 18.045(b) Amends the 2013 CA Finding Nos. 1 and 2. In order to Residential Building minimize the risks to persons and Code to regarding property due to potential response roof coverings. delays and compromised fire suppression capabilities, mitigation measures such as the installation of fire- retardant Class A roofing are necessary. FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA BUILDING CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITY OF SARATOGA The City of Saratoga makes the following findings regarding the need for amending the 2013 California Building Code: FINDING 1: CLIMATIC CONDITIONS: The City of Saratoga experiences low humidity, high winds, and warm temperatures during the summer months creating conditions are particularly conducive to the ignition and spread of grass, brush, and structure fires. FINDING 2: TOPOGRAPHICAL CONDITIONS: The remoteness and steepness of hillside areas in the City along with long, narrow roadways significantly impact the ability of emergency responders to extinguish or control wildland or structure fires. The landscape of Saratoga also includes steep slopes susceptible to erosion, especially during the rainy season. Areas of critically expansive soil and other unstable soil conditions create a need for soil retention and the diversion or increased flow of surface waters, particularly on steep slopes. FINDING 3: SEISMIC CONDITIONS: The City of Saratoga's dense population is located in an area of high seismic activity, as indicated by the United States Geological Survey and the California Division of Mines and Geology. Recent earthquake activities, including the 1989 Loma Prieta earthquake, have indicated that the lack of adequate design and detailing endangered building occupants and the occupants of nearby structures. The City's adjacency to active earthquake faults also means that building work must be completed in a timely fashion to minimize the danger to the public health, safety, and welfare. The table below describes the City of Saratoga's amendments to specific provisions of the 2013 California Building Code and states which of the findings above and other conditions make the amendment reasonably necessary. Amended Sections of the 2013 CA Building Code Applicable Section of Appendix A to Ordinance Explanation Findings 107.5 16- 15.025 (a) Amends the 2013 CA Finding No. 3. The City of Saratoga Building Code is adjacent to active earthquake faults section regarding capable of producing substantial retention of plans. seismic events. It is necessary for one set of plans to be retained on the work site at all times so that detailed inspections to ensure compliance with seismic standards can be carried out. This provision is identical to the provisions of the 2010 Saratoga Building Code, so no new findings are necessary. .. 105.5 16.15- 030(a) Amends the 2013 Finding No. 3. Given the City of CA Building Code Saratoga's section regarding adjacency to active earthquake faults expiration of permits. capable of producing substantial seismic events, building work must be completed in a timely fashion to minimize the danger to the public health, safety, and welfare. This provision is identical to the provisions of the 2010 Saratoga Building Code, so no new findings 109.2.1 16.15- 040(a) Adds a new The City of Saratoga may prescribe subsection to the fees to defray the cost of enforcement 2013 CA Building of rules and regulations promulgated Code to make it clear by the Department of Housing and the city can prescribe Community Development under the reasonable fees to terms of Sec. 109.2 of the 2013 CA defray the cost of Building Code. These fees will be set regulation. Adds by the City Council of Saratoga to provisions for permit, ensure they are reasonably necessary investigation, plan given the cost of regulation to the review, and other City. This provision is identical to additional fees. the provisions of the 2010 Saratoga Building Code, so no new findings are necessary. 1505.1.4.1 16.15- 045(b) Amends the 2013 Finding Nos. 1 and 2. In order to CA Building Code minimize the risks to persons and to retain the property due to potential response Saratoga Code's delays and compromised fire provisions for roof suppression capabilities, mitigation coverings. measures such as the installation of fire- retardant Class A roofing are necessary. 1505.1.3 16.15-045(a) Amends the 2013 CA Finding Nos. 1 and 2. In order to Building Code minimize the risks to persons and section regarding roof property due to potential response coverings. delays and compromised fire suppression capabilities, mitigation measures such as the installation of fire- retardant Class A roofing are necessary. 707A.8 16- 15.050(a) Amends the 2013 CA Finding No. 1. The increased risk of Building Code fire in the City of Saratoga makes it regarding exterior necessary to amend this section to covering. make it mandatory. 71 OA. 3.2 16- 15.055(a) Deletes Section This section is unnecessary, as the 710A.3.2 of the 2013 requirements are already specified in CA Building Code CBSC 701.A.3. regarding accessory structures 100 710A.4 16- 15.055(b) Amends the 2013 CA Finding No. 1. The increased risk of Building Code fire in the City of Saratoga makes it regarding accessory necessary to amend this section to structures make it mandatory. 903.2 16- 15.060(a) amends the building Amendment to be consistent with code regarding fire Fire District amendments sprinklers. 101 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA FIRE CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITY OFF SARATOGA The City of Saratoga makes the following findings regarding the need to amend the 2013 California Fire Code: Finding No. 1 — Climatic Conditions: The City of Saratoga experiences low humidity, high winds, and warm temperatures during the summer months creating conditions which are particularly conducive to the ignition and spread of grass, brush, and structure fires. Finding No. 2 — Topog_raphical Conditions: The remoteness and steepness of hillside areas in the City along with long, narrow roadways significantly impact the ability of emergency responders to extinguish or control wildland or structure fires. Finding No. 3 — Seismic Conditions: The City of Saratoga is situated adjacent to active earthquake faults capable of producing substantial seismic events. Should a significant seismic event occur, uncontrolled hazardous materials releases and fires could pose the greatest threat to the largest number of people. Since the City is divided by a freeway and highway, a major earthquake would significantly impact the ability of fire crews to respond to emergencies should one or more roadways be blocked or damaged due to bridge collapse or debris from falling structures. Additionally, fire suppression capabilities will be severely limited should the water system be extensively damaged during the seismic event. Therefore, in order to minimize the risks to persons and property due to potential response delays and compromised fire suppression capabilities, mitigation measures are necessary such as but not limited to; automatic fire suppression systems, controls for hazardous materials, safety provisions in buildings for firefighters and additional fire hydrants. Additions and deletions to the 2013 California Fire Code are hereby determined to be reasonably necessary based on the above findings and apply to following amended, added, or deleted sections: Section 16- 20.025 — Establishes districts to which the limits on storage of flammable liquids in Sections 5704.2.9.6.1 and 5706.2.4.4 of the 2013 California Fire Code apply. Section 16- 20.030 — Establishes districts to which the limits on storage of flammable cryogenic fluids in Section 5806.2 of the 2013 California Fire Code applies. Section 16- 20.040 — Establishes districts to which the limits on storage of liquefied petroleum gas in Section 6104.2 of the 2013 California Fire Code applies. Section 16- 20.040 — Amends Chapter 1 of the 2013 California Fire Code by adding Sections [A] 105.1.4, [A] 105.1.5, [A] 105.6.48, [A] 105.6.49, [A] 106.5 and amending Section 109.4. Section 16- 20.060 — Amends Chapter 2 of the 2013 California Fire Code by amending the definition for "Continuous Gas Detection System." 102 Section 16- 20.070 -- Amends Chapter 3 of the 2013 California Fire Code by amending Section 311.1 and adding Section 316.7. Section 16- 20.090 — Amends Chapter 5 of the 2013 California Fire Code by amending Sections 503.1 and 503.2.1, and adding Sections 504.5 and 510.1.1. Section 16- 20.100 — Amends Chapter 6 of the 2013 California Fire Code by adding Sections 605.12 and 608.6.4. Section 16- 20.110 — Amends Chapter 8 of the 2013 California Fire Code by amending Section 806.1.1. Section 16- 20.120 — Amends Chapter 9 of the 2013 California Fire Code by amending Section 903.2. Section 16- 20.130 — Amends Chapter 28 of the 2013 California Fire Code by adding Section 2803.8. Section 16- 20.140 — Amends Chapter 33 of the 2013 California Fire Code by adding Sections 3304.8 and 3311.1.1, and amending Section 3311.1. Section 16- 20.150 — Amends Chapter 49 of the 2013 California Fire Code by amending Sections 4902, 4906.2, 4907.1, 4907.2, and adding Sections 4908, 4909, and 4910. Section 16- 20.160 — Amends Chapter 50 of the 2013 California Fire Code by adding Section 5003.9.11. Section 16- 20.170 — Amends Chapter 56 of the 2013 California Fire Code by not adopting Chapter 56 except for Sections 5601.1 (adopted and amended), 5601.2 (added), 5601.3 (added), 5601.4 (added), and 5601.5 — 5601.5.3.2.3 (added). Section 16- 20.180 — Amends Chapter 57 of the 2013 California Fire Code by amending Section 5704.2.7.5.8 and adding Section 5704.2.7.5.9. 103 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA MECHANICAL CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITY OFF SARATOGA No findings are necessary because the 2013 California Mechanical Code is being adopted without modification. 104 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA ELECTRICAL CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITY OF SARATOGA No findings are necessary because the 2013 California Electrical Code is being adopted without modification. 105 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA PLUMBING CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITYOF SARATOGA No findings are necessary because the 2013 California Plumbing Code is being adopted without modification. 106 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA GREEN BUILDING STANDARDS CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITY OF SARATOGA No findings are necessary because the 2013 California Green Building Standards Code is being adopted without modification. 107 FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE 2013 CALIFORNIA ENERGY CODE TO BE ADOPTED BY REFERENCE IN THE CITY CODE OF THE CITY OF SARATOGA No findings are necessary because the 2013 California Energy Code is being adopted without modification. 1: Ordinance No. An Ordinance Adopting the 2013 California Building, Residential Building, Electrical, Mechanical, Plumbing, Fire, Energy, and Green Building Standards Codes with Modifications for Local Conditions and Making Certain Other Amendments to Chapter 16 (Building Regulations) of the City Code THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS FOLLOWS: Section 1. Findings. The City Council finds and declares as follows: A. The State of California has adopted the 2013 California Building Standards Code (California Code of Regulations, Title 24, Part 2, Volumes 1 and 2, based upon the 2012 International Building Code as published by the International Code Council); the 2013 California Residential Building Code (California Code of Regulations, Title 24, Part 2.5, based upon the 2012 International Residential Code as published by the International Code Council); the 2013 California Electrical Code (California Code of Regulations, Title 24, Part 3, based on the 2011 National Electrical Code as published by the National Fire Protection Association); the 2013 California Mechanical Code (California Code of Regulations, Title 24, Part 4, based on the American National Standard 2012 Uniform Mechanical Code); the 2013 California Plumbing Code (California Code of Regulations, Title 24, Part 5, based on the American National Standard 2012 Uniform Plumbing Code); the 2013 California Energy code (California Code of Regulations, Title 24, Part 6); the 2013 California Fire Code (California Code of Regulations, Title 24, Part 9, based on the 2012 International Fire Code as published by the International Code Council); and the 2013 California Green Building Standards Code (California Code of Regulations, Title 24, Part 11). These Codes shall hereinafter be referred to collectively as the "Building Codes." B. On November 20, 2013, pursuant to California Government Code Section 50022.3, the City Council of Saratoga conducted a first reading of the title of the ordinance adopting the Building Codes and of the codes to be adopted thereby and scheduled a public hearing on the adoption of the Building Codes, to be held December 4, 2013. C. On November 19, 2013, pursuant to California Government Code Section 50022.6, at least one copy of the primary codes certified as true copies by the legislative clerk were filed with the legislative clerk for public inspection. 109 D. On November 20, 2013, pursuant to California Government Code Sections 50022.3 and 6066, a notice was published in a newspaper of general circulation stating the time and place of the December 4, 2013, public hearing and including a description the legislative body deemed sufficient to give notice of the purpose and subject matter of said ordinance. The notice informed the public that copies of the primary codes considered for adoption were on file with the clerk of the legislative body and open for public inspection. E. On November 27, 2013, pursuant to California Government Code Sections 50022.3 and 6066, a second notice identical to the first was filed in a newspaper of general circulation. F. On December 4, 2013, pursuant to California Government Code Section 50022.4, a public hearing was held. Following public testimony and consideration, the City Council of Saratoga found that adoption of the Building Codes was in the public interest. Except as to the additions, deletions, and amendments hereinafter noted, the Building Codes are hereby adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Building Regulations of the City. G. Additions, deletions, and amendments similar to those adopted in the City of Saratoga's 2010 Building Regulations were and are deemed reasonably necessary because of local climatic, geological, or topographical conditions pursuant to Government Code Section 17958.5. Express findings that these modifications to the Building Code were reasonably necessary were filed upon the adoption of the City of Saratoga's 2010 Building Regulations with the California Building Standards Commission in accordance with California Health and Safety Code Section 17958.7 and are available as a public record. H. The new additions, deletions, and amendments hereinafter noted are deemed reasonably necessary because of local climatic, geological, or topographical conditions pursuant to Government Code Section 17958.5. Express findings that these modifications to the Building Code are reasonably necessary will be filed with the California Building Standards Commission in accordance with California Health and Safety Code Section 17958.7 before this ordinance takes effect. While the ordinance codified in this Article is in force, a true copy of the Building Codes shall be kept for public inspection in the office of the Building Official and a reasonable supply of the Building Code shall be available for public purchase in the office of the City Clerk in accordance with Government Code Section 50022.6. 2 110 Section 2. Adoption. Article 16 -15 of the Saratoga City Code concerning the Building Code is hereby deleted in its entirety and replaced with Article 16 -15 attached in Appendix A. Article 16 -18 of the Saratoga City Code concerning the Residential Building Code is hereby adopted as attached in Appendix A. Article 16 -20 of the Saratoga City Code concerning the Fire Code is hereby deleted in its entirety and replaced with Article 16 -20 attached in Appendix A. Article 16 -25 of the Saratoga City Code concerning the Plumbing Code is hereby deleted in its entirety and replaced with Article 16 -25 attached in Appendix A. Article 16 -30 of the Saratoga City Code concerning the Mechanical Code is hereby deleted in its entirety and replaced with Article 16 -30 attached in Appendix A. Article 16 -35 of the Saratoga City Code concerning the Electrical Code is hereby deleted in its entirety and replaced with Article 16 -35 attached in Appendix A. Article 16 -49 of the Saratoga City Code concerning the Green Building Standards Code is hereby adopted as shown in Article 16 -49 attached in Appendix A. Article 16 -51 of the Saratoga City Code concerning the Energy Code is hereby adopted as shown in Article 16 -51 attached in Appendix A. Section 16- 60.030 of the Saratoga City Code concerning the Early Warning Alarm System alarm system requirement is amended to include the bold underlined (example) text below: 16- 60.030 Plan check by Fire District. (a) All documentation relative to the proposed installation shall be submitted to the Fire District for approval. Where property is located within the jurisdiction of the Central Fire District, one copy of such documentation shall be furnished to the Chief of such District and one copy of such documentation shall also be furnished to the Chief of the Saratoga Fire District who shall determine whether the installation will comply with the applicable standards for the proposed system. The documentation shall include all plans, specifications, diagrams, data sheets, manufacturer's recommendations, and other information and documents listed in the standards and requirements adopted by the Saratoga Fire District, and such additional items pertaining to the proposed system as may be requested by the District. Notwithstanding any other provisions of this Code, alternatives to the adopted standards and requirements may be approved if the Chief of the Fire District having jurisdiction over the property where an alternative is to be installed determines that such alternative will perform the early warning notification function as well or better than the adopted standards. The 3 111 Saratoga Fire District shall be furnished a copy of documentation for all approved alternate installations. (b) The Fire Districts may establish a fee for the plan checking services rendered pursuant to this Section. Section 16- 75.010 of the Saratoga City Code concerning swimming pool fencing is deleted as shown below: Section 16- 75.030 of the Saratoga City Code concerning water conservation devices is deleted as shown below: -- -- -.. .._ -- - -- - -- • - -: M M -: -: :. I H 1 •: MWITMTOMMA :. Section 16- 75.030 of the Saratoga City Code concerning water conservation devices is deleted as shown below: Section 3. California Environmental Quality Act. Pursuant to the California Environmental Quality Act ( "CEQA "), this action is 4 112 -- -- -.. .._ -- - -- - -- • - Section 3. California Environmental Quality Act. Pursuant to the California Environmental Quality Act ( "CEQA "), this action is 4 112 exempt under California Code of Regulations, Title 14, Section 15308 (the amendments are exempt because they assure maintenance, restoration, enhancement, or protection of the environment) and Section 15061(b)(3) (the amendments are exempt because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment). Section 4. Severance Clause. The City Council declares that each section, sub - section, paragraph, sub - paragraph, sentence, clause, and phrase of this ordinance is severable and independent of every other section, sub - section, sentence, clause, and phrase of this ordinance. If any section, sub- section, paragraph, sub - paragraph, sentence, clause, or phrase is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. 5 113 Section 5. Publication. This ordinance or a comprehensive summary thereof shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after its adoption. - Continued Next Page - 11 114 The foregoing ordinance was introduced and read at the regular meeting of the City Council of the City of Saratoga held on the 20th day of November, 2013, and was adopted by the following vote following a second reading on the 4th day of December, 2013: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE CITY OF SARATOGA Saratoga, California ATTEST: Crystal Bothelio CLERK OF THE CITY OF SARATOGA Saratoga, California APPROVED AS TO FORM: RICHARD TAYLOR, CITY ATTORNEY 5 115 /_1„I1►10DZI_1 The City of Saratoga Municipal Code Chapter 16 Building Regulations is amended as follows. Only the sections of Chapter 16 listed below are modified. All other sections not modified with this ordinance shall remain in effect: 16- 15.010 Adoption of 2013 California Building Code. (a) The 2013 California Building Code, Title 24, Part 2, Volume 1 and 2, including appendices F and I, referred to throughout this Chapter as the "Building Code," is hereby referred to and, except as to additions, deletions and amendments hereinafter noted, such code is hereby adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Building Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Health and Safety Code Section 17958.7, express findings that modifications to the Building Code are reasonably necessary because of local climatic, geological, or topographical conditions are either already on file with the California Building Standards Commission or will be filed prior to the effective date of the ordinance codified in this Article. (b) In accordance with California Government Code Section 50022.6, at least one true copy of the Building Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in force, a true copy of the Building Code shall be kept for public inspection in the office of the Building Official. A reasonable supply of the Building Code shall be available in the office of the City Clerk for public purchase. (c) The additions, deletions and amendments set forth in this Article are made to the Building Code, as adopted by reference in Section 16- 15.010(a). 16- 15.020 Enforcement of Title 24 of the California Code of Regulations. Pursuant to the laws of the State of California, Title 24 of the California Code of Regulations, also known as the California Building Standards Code, applies to all construction in the State of California and is enforced by the City of Saratoga in accordance with State law. This and other Articles of Chapter 16 of the Saratoga Code adopt certain provisions of Title 24 by reference and make revisions to reflect local climatic, geological, or topographical conditions. The provisions of Title 24 that are not adopted by reference or amended by this Article remain in effect as laws of the State. 16- 15.025 Retention of plans. (a) Section 107.5 of the Building Code is amended to read: 116 107.5 Retention of plans. One set of reviewed plans and specifications shall be returned to the applicant and shall be kept on the site of the building or work at all times during which the work authorized thereby is in progress. One set of reviewed plans, specifications, and computations shall be retained by the building official as part of his permanent records. 16.15 -030 Expiration of permits. (a) Subsection 105.5 of the Building Code is amended to read: 105.5 Expiration of Permits. (a) Every permit issued by the building official under the provisions of the Building Code shall expire by limitation and become null and void if any one of the following occurs: (1) The building or work authorized by such permit is not commenced within 180 days from the date of such permit; or (2) The building or work authorized by such permit is suspended or abandoned at any time after the work is commenced for a period of 180 days; or (3) The permittee fails or refuses to request an inspection required by Section 110 of the Building Code within any period of 180 consecutive days after the work authorized by the permit is commenced. If the building official conducts such inspection within such 180 -day period, but declines to approve such inspection without correction of specified items and subsequent re- inspection, then the building permit shall not expire if such correction is made and passes re- inspection within 30 days after the end of the 180 -day period described in this subsection. (b) After such expiration, such work can be recommenced only upon reinstatement or issuance of a new permit to do so. The plans and specifications for a reinstated permit or new permit shall comply with all provisions of the City building code in effect at the time of reinstatement or issuance of a new permit. A reinstatement or new permit may be issued as follows: (1) Reinstatement. Expired Permits may be reinstated if an application for permit reinstatement within 180 days of expiration, provided no changes have been made or will be made in the original plans and specifications for such work, and provided further that such suspension or abandonment under (a)(2) above has not exceeded one year. The fee for issuance of a renewed permit shall be one -half of the full permit fees (based upon the fee schedule adopted by the City Council as of the time the reinstated permit is issued) if the reinstated permit is applied for within 180 days after expiration of the prior permit. 117 (2) New Permit. A new permit may be issued following expiration of a building permit as follows. An applicant may apply for a new permit at any time so long as any underlying Design Review Approval, Use Permit, or other required planning approval remains effective. The full permit fee shall apply to the new permit (based upon the fee schedule adopted by the City Council as of the time the new permit is issued). (c) Notwithstanding the foregoing provisions, upon written request by the applicant showing, to the satisfaction of the building official, that the prior permit expired as a result of exceptional circumstances beyond the reasonable control of the applicant, the building official may waive or reduce the payment of a fee for issuance of the reinstated or new permit. (d) The building official may decline to issue more than one reinstatement of a building permit if in the judgment of the building official the work authorized by the original permit is not being diligently prosecuted to completion. The building official may also condition any reinstatement to assure diligent prosecution to completion or to prevent a nuisance. The building official may approve no more than two reinstatements of a building permit. (e) The building official may at anytime exercise discretion to find that a building, structure, or work for which a building permit has expired qualifies as an unsafe building, structure, or work and proceed to abate any nuisance associated therewith. (f) Where: (i) a building permit has expired; and (ii) the building, structure, or other work authorized by such permit has not been completed; and (iii) no reinstated permit has been obtained within 180 days after expiration, then said building, structure, or work shall be conclusively presumed to be unsafe; abandoned; a hazard to the public health, safety, and welfare; and a public nuisance. (g) The building official is authorized to exercise discretion to abate any public nuisance regarding any unsafe building, structure, or work (including but not limited to one resulting under the preceding paragraph) by repair, rehabilitation, demolition, or removal thereof by: (1) Proceeding under the Building Code for the Abatement of Dangerous Buildings (Article 16 -45); or (2) Proceeding under the following alternative method of enforcement where a building, structure, or other work authorized by a building permit has not been completed within 36 months of the date of issuance of the original permit, the building official may abate such public nuisance by ordering and duly 118 enforcing repair, rehabilitation, demolition, or removal of the building, structure, or other work; or construction of a fence or wall around the building, structure, or work so as to obscure it from view; or construction of other structures or blockades to prevent access to the building, structure, or other work by animals or humans. 16.15 -040. Fees. (a) Subsection 109.2 of the Building Code is amended to read: 109.2 Fees. The City of Saratoga may prescribe fees to defray the cost of enforcement of rules and regulations promulgated by the Department of Housing and Community Development or set forth in the Building Code. The amount of such fees shall not exceed the amount reasonably necessary to administer or process permits, certificates, forms, or other documents or to defray the costs of enforcement and shall be established by resolution of the City Council. The payment of any fee shall not exempt any person from compliance with all other provisions of this code or the technical codes nor from any penalty prescribed by law. Permit Fees. The amount of the fees to be paid for each permit shall be established by resolution of the City Council. Investigation Fees. Whenever any work for which a permit is required by this code has been commenced without first obtaining said permit, a special investigation shall be made before a permit may be issued for such work. An investigation fee, in addition to the permit fee, shall be collected whether or not a permit is then or subsequently issued. The investigation fee shall be established by resolution of the City Council. Plan Review Fees. When a plan or other data are required to be submitted by Section 107.1 of the Building Code, a plan review fee shall be paid at the time of submitting plans and specifications for review. Said plan review fee shall be established by resolution of the City Council. Where plans are incomplete or changed so as to require additional plan review, an additional plan review fee shall be charged as established by resolution of the City Council. Expiration of Plan Review. Applications for which no permit is issued within 180 days following the date of application shall expire by limitation, and plans and other data submitted for review may thereafter be returned to the applicant or destroyed by the building official. The building official may extend the time for action by the applicant for a period not exceeding 180 days on request by the applicant showing that circumstances beyond the control of the applicant have prevented action from being taken. No application shall be extended more than once. In order to renew action on an application after expiration, the applicant shall resubmit plans and pay a new plan review fee. 119 Additional Fees. The City of Saratoga may prescribe any additional fees reasonably necessary to cover the cost of administering this Article. Such fees shall be set forth in the City of Saratoga Master Fee Schedule adopted by the City Council. 16.15 -045. Roof coverings. (a) Section 1505.1.3 of the Building Code is amended to read: Roof coverings within all other areas. The entire roof covering of every existing structure where more than 50 percent of the total roof area is replaced within any one -year period; the entire roof covering of every new structure; and any roof covering applied in the alteration, repair, or replacement of the roof of every existing structure shall be a fire - retardant roof covering that is at least Class A. (b) Section 1505.1.4 of the 2010 California Building Code is amended to read: Roofing coverings within the Wildland -Urban Interface Fire Area. The entire roof covering of every existing structure where more than 50 percent of the total roof area is replaced within any one -year period; the entire roof covering of every new structure; and any roof covering applied in the alteration, repair, or replacement of the roof of every existing structure shall be a fire - retardant roof covering that is at least Class A and must also comply with section 705A of the Building Code. 16- 15.050 Underside of appendages. (a) Section 707A.8 of the Building Code is amended to read: 707A.8 Underside of appendages. The underside of overhanging appendages shall be enclosed to grade in accordance with the requirements of Chapter 7 of the Building Code or the underside of the exposed underfloor shall consist of one of the following: 1. Noncombustible material; 2. Ignition- resistant material; 3. One layer of 5/8 -inch Type X gypsum sheathing applied behind an exterior covering on the underside of the floor projection; 4. The exterior portion of a 1 -hour fire resistive exterior wall assembly applied to the underside of the floor including assemblies using the gypsum panel and sheathing products listed in the Gypsum Association Fire Resistance Design Manual; or 5. The underside of a floor assembly that meets the performance criteria in accordance with the test procedures set forth in SFM Standard 12 -7A -3. Exception: Heavy timber structural columns and beams do not require protection. 16- 15.055 Accessory structures. (a) Sections 710A.3.1 and 710A.3.2 of the Building Code are deleted in their entirety. 120 (b) Section 710A.4 of the Building Code is amended to read: 710A.4 Requirements. Accessory structures shall be constructed of noncombustible or ignition- resistant materials. 16 -15 -060 Automatic Sprinkler Systems Section 903.2 of the Building Code is amended to read: 903.2 Where required. Approved automatic sprinkler systems in new and existing buildings and structures shall be provided in the locations described in this Section or in Sections 903.2.1 through 903.2.18 of the Building Code, whichever is the more restrictive. For the purposes of this section, firewalls and fire barriers used to separate building areas shall be constructed in accordance with the California Building Code and shall be without openings or penetrations. 1. In buildings other than residential buildings, which require the installation of fire sprinklers for all new buildings according to the California Residential Code, an automatic sprinkler system shall be provided throughout all new non - residential buildings and structures. Exceptions: a. Buildings and structures that do not exceed 1,000 square feet of building area and that are not located in the Wildland -Urban Interface Fire Area. b. Buildings and structures that are located in the Wildland -Urban Interface Fire Area and do not exceed 500 square feet of building area. c. Group S -2 or U occupancies that are not located in the Wildland -Urban Interface and are used exclusively for vehicle parking and that meet all of the following conditions: i. Noncombustible construction; ii. Maximum building area does not exceed 5,000 square feet; iii. Structure is open on three (3) or more sides; and iv. Minimum of 10 feet separation from existing buildings unless area is separated by fire walls complying with Section 706 of the Building Code. 2. An automatic sprinkler system shall be provided throughout existing buildings and structures when alterations or additions are made that create conditions described in Sections 903.2.1 through 903.2.18 of the Building Code. 121 3. An automatic sprinkler system shall be provided throughout existing buildings and structures when additions are made that increase the building area to more than 3,600 square feet. Exception: One or more additions made to a building after January 1, 2011, that do not total more than 1,000 square feet of building area. 4. An automatic sprinkler system shall be provided throughout all new basements regardless of size and throughout existing basements that are expanded by more than 50 %. 5. Any change in the character of occupancy or in use of any building with a building area equal to or greater than 3,600 square feet that, in the opinion of the fire code official or building official, would place the building into a more hazardous division of the same occupancy group or into a different group of occupancies and constitutes a greater degree of life safety or increased fire risk, as defined herein, shall require the installation of an approved fire automatic fire sprinkler system. a. Life Safety — Increased occupant load, public assembly areas, public meeting areas, churches, indoor amusement attractions, buildings with complex exiting systems due to increased occupant loads, large schools /day -care facilities, large residential care facilities with non - ambulatory patients. b. Fire Risks — High -piled combustible storage, woodworking operations, hazardous operations using hazardous materials, increased fuel loads (storage of moderate to highly combustible materials), increased sources of ignition (welding, automotive repair with the use of flammable liquids and open flames). 16- 18.010 Adoption of 2013 California Residential Building Code. (a) The 2013 California Residential Building Code, Title 24 part 2.5, , referred to throughout this Chapter as the "Residential Building Code," is hereby referred to and, except as to additions, deletions, and amendments hereinafter noted, such code is hereby adopted and made a part hereof, the same as if fully set forth in this article, and shall be the Residential Building Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Health and Safety Code Section 17958.7, express findings that modifications to the California Building Standards Code are reasonably necessary because of local climatic, geological, or topographical conditions 122 are either already on file with the California Building Standards Commission or will be filed prior to the effective date of the ordinance codified in this Article. (b) In accordance with California Government Code Section 50022.6, at least one true copy of the Residential Building Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in force, a true copy of the Residential Building Code shall be kept for public inspection in the office of the Residential Building Official. A reasonable supply of the Residential Building Code shall be available in the office of the City Clerk for public purchase. (c) The additions, deletions, and amendments set forth in this Article are made to the Residential Building Code, as adopted by reference in Section 16- 18.010(a). 16- 18.020 Enforcement of Title 24 of the California Code of Regulations. (a) Title 24 of the California Code of Regulations, also known as the California Building Standards Code, is in effect in the City of Saratoga as amended by this Article. The provisions of Title 24 that are not adopted by reference or amended by this Article are enforced by the City of Saratoga as laws of the State. 16- 18.025 Automatic sprinklers. (a) Section R313.1 is amended to read: R313.1 Townhouse automatic fire sprinkler systems. An automatic residential fire sprinkler system shall be installed in all new townhouses and in existing townhouses when additions are made that increase the building area to more than 3,600 square feet. Exception: One or more additions made to a building after January 1, 2011, that do not total more than 1,000 square feet of building area. (b) Section R313.2 is amended to read: R313.2 One- and two- family dwellings automatic fire sprinkler systems. An automatic residential fire sprinkler system shall be installed in one- and two - family dwellings as follows: 1. In all new one- and two - family dwellings and in existing one- and two - family dwellings when additions are made that increase the building area to more than 3,600 square feet. Exception: One or more additions made to a building after January 1, 2011, that do not total more than 1,000 square feet of building area. 2. In all new basements and in existing basements that are expanded. Exception: Existing basements that are expanded by not more than 50 %. 123 16- 18.030 Material and construction methods for exterior wildfire exposure. (a) Section R327.7.9 "Underside of appendages" is amended as follows: Delete "When required by the enforcing agency." (b) Section R327.10.3.2 is deleted in its entirety. (c) Section R327.10.4 is amended as follows: Delete "When required by the enforcing agency." 16- 18.035 Seismic reinforcing. (a) Section R403.1.3 is amended to read: R403.1.3 Seismic reinforcing. Concrete footings located in Seismic Design Categories D0, D1, and D2, as established in Table R301.2(1) of the Residential Building Code, shall have minimum reinforcement of at least two continuous longitudinal reinforcing bars, one top and one bottom and not smaller than No. 4 bars. Bottom reinforcement shall be located a minimum of 3 inches (76 mm) clear from the bottom of the footing. In Seismic Design Categories D0, D1, and D2, where a construction joint is created between a concrete footing and a stem wall, a minimum of one No. 4 bar shall be installed at not more than 4 feet (1,219 mm) on center. The vertical bar shall extend to 3 inches (76 mm) clear of the bottom of the footing, have a standard hook, and extend a minimum of 14 inches (357 mm) into the stem wall. In Seismic Design Categories D0, D1, and D2, where a grouted masonry stem wall is supported on a concrete footing and stem wall, a minimum of one No. 4 bar shall be installed at not more than 4 feet (1,219 mm) on center. The vertical bar shall extend to 3 inches (76 mm) clear of the bottom of the footing and have a standard hook. In Seismic Design Categories D0, D1, and D2 masonry stem walls without solid grout and vertical reinforcing are not permitted. Exception: In detached one- and two - family dwellings that are three stories or less in height and constructed with stud bearing walls, isolated plain concrete footings supporting columns or pedestals are permitted. 16- 18.040 Limits on methods Gypsum Board (GB) and Portland Cement Plaster (PCP) (a) Table R602.10.3 (3) is amended as follows: Add a new footnote "e" to the end of Table R602.10.3 (3), to read: e. In Seismic Design Categories D0, D1, and D2, Method GB is not permitted and the use of Method PCP is limited to one -story single family dwellings and accessory structures. Add the "e" footnote notation in the title of Table R602.10.3 (3) to read: TABLE R602.10.3 (3)e (b) Section R602.10.4.4 is added to read: 124 R602.10.4.4 Limits on methods GB and PCP. In Seismic Design Categories D0, D1, and D2, Method GB is not permitted for use as intermittent braced wall panels, but gypsum board is permitted to be installed when required by this Section to be placed on the opposite side of the studs from other types of braced wall panel sheathing. In Seismic Design Categories D0, D1, and D2, the use of Method PCP is limited to one - story single family dwellings and accessory structures. 16- 18.045 Roof classification. (a) Section R902.1.3 is amended to read: R902.1.3 Roof coverings in all other areas. The entire roof covering of every existing structure where more than 50 percent of the total roof area is replaced within any one - year period; the entire roof covering of every new structure; and any roof covering applied in the alteration, repair, or replacement of the roof of every existing structure shall be a fire - retardant roof covering that is at least Class A. (b) Section R902.1.4. is amended to read: R902.1.4.1 Roofing coverings within the Wildland -Urban Interface Fire Area. The entire roof covering of every existing structure where more than 50 percent of the total roof area is replaced within any one -year period; the entire roof covering of every new structure; and any roof covering applied in the alteration, repair, or replacement of the roof of every existing structure shall be a fire - retardant roof covering that is at least Class A. 16- 20.010 - Adoption of the California Fire Code and International Fire Code. The 2013 California Fire Code, Title 24 part 9, and the 2012 International Fire Code, including Appendix Chapters B, C, and K are referred to and, except as to additions, deletions, and amendments hereinafter noted, are adopted and made a part hereof, the same as if fully set forth in this Article. The California Fire Code and the International Fire Code as adopted herein are hereinafter referred to collectively as the "Fire Code." However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Health and Safety Code Section 17958.7, express findings that modifications to the California Building Standards Code are reasonably necessary because of local climatic, geological or topographical conditions are either already on file with the California Building Standards Commission, or will be filed prior to the effective date of the ordinance codified in this Article. In accordance with California Government Code Section 50022.6, at least one true copy of the Fire Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in 125 force, a true copy of the Fire Code shall be kept for public inspection in the office of the City Building Official and the Chief. A reasonable supply of the Fire Code shall be available in the office of the City Clerk for public purchase. 16- 20.015 Enforcement of Title 24 of the California Code of Regulations. Pursuant to the laws of the State of California, Title 24 of the California Code of Regulations, also known as the California Building Standards Code, applies to all construction in the State of California and is enforced by the City of Saratoga in accordance with State law. This and other Articles of Chapter 16 of the Saratoga Code adopt certain provisions of Title 24 by reference and make revisions to reflect local climatic, geological, or topographical conditions. The provisions of Title 24 that are not adopted by reference or amended by this Article remain in effect as laws of the State. 16- 20.020 - Fire Department and Chief. Fire protection is provided in the City of Saratoga by the Santa Clara County Fire Department and the Saratoga Fire District. As used in the Fire Code, "Fire Department" refers to the Fire Department that provides fire protection to the relevant location, and "Chief" or "Fire Code Official' refers to the Chief of that Fire Department. 16- 20.025 - Amendments to Chapter 57 of the Fire Code; Class I and Class II liquids. Flammable and Combustible Liquids. (a) Establishment of limits of districts in which storage of flammable or combustible liquids in outside aboveground tanks is prohibited. The limits referred to in Section 5704.2.9.6.1 of said Fire Code, in which the storage of flammable or combustible liquids in aboveground tanks is prohibited, are established as to all locations within the City of Saratoga that are residential or congested commercial areas as determined by the Fire Code Official. (b) Establishment of limits of districts in which storage of flammable or combustible liquids in aboveground tanks is prohibited. The limits referred to in Section 5706.2.4.4 of said Fire Code, in which the storage of flammable or combustible liquids in aboveground tanks is prohibited, are established as to all locations of the City of Saratoga that are residential or other locations as determined by the Fire Code Official. 16- 20.030 - Amendments to Chapter 58 of the Fire Code; Cryogenic Fluids. (a) Establishment of limits of districts in which the storage of stationary tanks of flammable cryogenic fluids are to be prohibited. The limits referred to in Section 5806.2 of said Fire Code, in which the storage of flammable cryogenic fluids in stationary containers is prohibited, are established as to all 126 locations of the City of Saratoga that are residential and congested commercial areas as determined by the Fire Code Official. 16- 20.040 - Amendments to Chapter 61 of the Fire Code; Liquefied Petroleum Gases. (a) Establishment of limits in which storage of liquefied petroleum gases is prohibited. The limits referred to in Section 6104.2 of said Fire Code, in which storage of liquefied petroleum gas (LPG) is restricted, are established as to all locations within the City of Saratoga that are residential or congested commercial areas as determined by the Fire Code Official. Exceptions: LPG may be used for industrial operations or when natural gas would not provide a viable substitute for LPG. Portable containers for temporary heating and /or cooking uses may be permitted if stored and handled in accordance with this Code. Facilities in commercial areas for refueling portable or mobile LPG containers may be approved by the Fire Code Official on a case by case basis. 16- 20.050 - Amendments to Chapter 1, Division II of the Fire Code; Administration. Section [A] 105.1.4 is added as follows: [A] 105.1.4 Construction permit fees. Construction permit fees and plan review fees for fire hydrant systems, fire extinguishing systems and fire alarm systems shall be paid to the Fire Department in accordance with the following table based on valuation. The valuation shall be limited to the value of the system for which the permit is being issued. Plan review fees are 65% of the Permit Fee amount. For the purposes of determining the total fee amount for each permit, the plan review fee shall be added to the Permit Fee. TOTAL VALUATIONS PERMIT FEE $1.00 TO $500.00 $23.50 $501.00 TO $2,000.00 $23.50 for the first $500.00 plus $3.05 for each additional $100.00, or fraction thereof, to and including $2,000.00 $2001.00 TO $25,000.00 $69.25 for the first $2,000.00 plus $14.00 for each additional $1,000.00 or fraction thereof, to and including $25,000.00 $25,001.00 TO $50,000.00 $391.25 for the first $25,000.00 plus $10.10 for each additional$ 1,000.00, or fraction thereof, to and including $50,000.00 $50,001.00 TO $100,000.00 $643.75 for the first $50,000.00 plus $7.00 for each additional$ 1,000.00, or fraction thereof, to and including $100,000.00 $100,001.00 to $500,000.00 $993.75 for the first $100,000.00 plus $5.60 for each additional$ 1,000.00, or fraction 127 Additional re- inspections, in connection with the permits above, are to be paid at $50.00 for each occurrence at the discretion of the fire code official. Section [A] 105.1.5 is added as follows: [A] 105.1.5 Operational permit fees. Operational permit fees shall be paid to the Fire Department as follows: FACILITY TYPE thereof, to and including $500,000.00 $500,001 to $1,000,000.00 $3,233.75 for the first $500,000.00 plus $4.75 for each additional$ 1, 000.00, or fraction $75.00 - thereof, to and including $1,000,000.00 $1,000,001 and up $5,608.75 for the first - Annually $1,000,000.00 plus $3.15 for each additional$1,000.00, or fraction thereof Additional re- inspections, in connection with the permits above, are to be paid at $50.00 for each occurrence at the discretion of the fire code official. Section [A] 105.1.5 is added as follows: [A] 105.1.5 Operational permit fees. Operational permit fees shall be paid to the Fire Department as follows: FACILITY TYPE PERMIT FEE 1. Institutional A. More than 6 persons $75.00 - Annually B. Over 50 persons $100.00 - Annually 2. Day Care Facilities More than 6 clients $35.00 - Annually 3. Places of Assembly A. 50 -300 persons $50.00 - Annually B. Over 300 persons $85.00 - Annually 4. Temporary Membrane Structures, Tents and Canopies(Only those requiring permits in accordance with Section 105.6.43) $85.00 — Each occurrence Section [A] 105.6.48 is added as follows: [A] 105.6.48 Day care facility. An operational permit is required to operate a business as a day care facility for more than 6 people. Section [A] 105.6.49 is added as follows: [A] 105.6.49: Institutional. A permit is required to operate, maintain, or use any institutional type occupancy. For the purpose of this Section, an institution shall be, but is not limited to: hospitals, children's homes, homes or institutions for insane or mentally retarded persons, homes or institutions for the care of aged or senile persons, sanitariums, nursing or convalescent homes, certified family care homes, residential care homes for the elderly, out of home placement facilities, halfway houses, and day care nurseries or similar facilities of any capacity. Section [A] 106.5 is added as follows: [A] 106.5 Final Inspection. No final inspection as to all or any portion of a development shall be deemed completed until the installation of the required fire protection facilities and access ways have been completed and approved. No fin ,,gertificate of occupancy may be granted until the Fire Department issues notice of final clearance of such fire protection facilities and access ways to the Building Department. Section [A] 109.4 is amended to read as follows: [A] 109.4 Violation Penalties. Persons who shall violate a provision of this code or shall fail to comply with any of the requirements thereof or who shall erect, install, alter, repair or do work in violation of the approved construction documents or directive of the fire code official, or of a permit or certificate used under provisions of this code, shall be guilty of a misdemeanor punishable by a fine of not more than $1,000.00 or by imprisonment not exceeding 365 days or both such fine and imprisonment. Each day that a violation continues after due notice has been served shall be deemed a separate offense. [A] 109.4.1 Abatement of Violation. In addition to the imposition of the penalties herein described, the fire code official is authorized to institute appropriate action to prevent unlawful construction or to restrain, correct, or abate a violation; or to prevent illegal occupancy of a structure or premises; or to stop an illegal act, conduct of business, or occupancy of a structure on or about any premises. [A] 109.4.2 Abatement of Hazard. (a) The maintenance of real property in violation of this code, or of any order of the Fire Department pursuant hereto, is declared to be a public nuisance and is subject to abatement in accordance with Article 3 -15 of the Saratoga Municipal Code. (b) Notwithstanding paragraph (a) of this Section, if real property is maintained in violation of this code or any order of the Fire Department pursuant hereto and such violation constitutes, in the opinion of the Fire Chief, a fire hazard of such a nature that immediate action is required to protect the public health, safety, and welfare, the Fire Department may apply the emergency nuisance abatement procedure set forth in Article 3 -20 of the Saratoga Municipal Code and take all necessary and immediate steps to abate the hazard without prior notice to the owner or occupant of the property. In such an event, the Fire Chief shall perform the duties of the City Manager as described in Article 3 -20. (c) The cost of any abatement may be collected through the levy of a special assessment in accordance with the applicable provisions of Article 3 -15 or Article 3 -20 of the Saratoga Municipal Code. Such procedure is not intended to be exclusive, and the City or the Fire Department may simultaneously or successively exercise any other rights and remedies provided by law. 16- 20.060 - Amendments to Chapter 2 of the Fire Code; Definitions Chapter 2 DEFINITIONS SECTION 202 GENERAL DEFINITIONS 129 Amend the following definition to read: CONTINUOUS GAS DETECTION SYSTEM. An approved gas detection system where the analytical instrument is maintained in continuous operation and sampling is performed without interruption. Analysis is allowed to be performed on a cyclical basis at intervals not to exceed 30 minutes. In occupied areas where air is re- circulated and not exhausted to a treatment system (e.g. breathing zone), the Chief may require a cyclical basis at intervals not to exceed 5 minutes. The gas detection system shall be able to detect the presence of a gas at or below the permissible exposure limit in occupiable areas and at or below 1/2 IDLH (or 0.05 LC 50 if no established IDLH) in unoccupiable areas. 16- 20.070 - Amendments to Chapter 3 of the Fire Code; General Precautions Against Fire. SECTION 311 VACANT PREMISES Section 311.1 is amended to read: 311.1 General. Temporarily unoccupied buildings, structures, premises or portions thereof, including tenant spaces, shall be safeguarded and maintained in accordance with Sections 311.1 through 311.4 SECTION 316 HAZARDS TO FIRE FIGHTERS Section 316.7 is added as follows: 316.7 Roof Guardrails At Interior Courts. Roof openings into interior courts that are bounded on all sides by building walls shall be protected with guardrails. The top of the guardrail shall not be less than 42 inches in height above the adjacent roof surface that can be walked on. Intermediate rails shall be designed and spaced such that a 12 -inch diameter sphere cannot pass through. Exception: Where the roof opening is greater than 600 square feet in area 16- 20.090 - Amendments to Chapter 5 of the Fire Code; Fire Service Features. SECTION 503 FIRE APPARATUS ACCESS ROADS 130 Section 503.1 is amended to read: 503.1 Where required. Fire apparatus access roads shall be provided and maintained in accordance with Sections 503.1.1 through 503.1.2 and as per Fire Department Access Road Standards. Section 503.2.1 is amended to read: 503.2.1 Dimensions. Fire apparatus access roads shall have an unobstructed width of not less than 20 feet (6096 mm), exclusive of shoulders, except for approved security gates in accordance with Section 503.6, and an unobstructed vertical clearance of 13 feet 6 inches (4115 mm). Exception: Where there are not more than two Group R, Division 3, or Group U occupancies, the access road width may be modified by the Fire Code Official. SECTION 504 ACCESS TO BUILDING OPENINGS AND ROOFS Section 504.5 is added as follows: 504.5 Access Control Devices. When access control devices including bars, grates, gates, electric or magnetic locks or similar devices, which would inhibit rapid fire department emergency access to or within the building, are installed, such devices shall be approved by the Fire Code Official. All electrically powered access control devices shall be provided with an approved means for deactivation or unlocking from a single location or otherwise approved by the Fire Department. Access control devices shall also comply with Chapter 10 Egress. SECTION 510 EMERGENCY RESPONDER RADIO COVERAGE Section 510. 1.1 is added as follows: 510.1.1 Obstruction by new buildings. When it is determined that a new structure obstructs the line of sight emergency radio communications to existing buildings or to any other locations, the developer of the structure shall provide and install the radio retransmission equipment necessary to restore communications capabilities. The equipment shall be located in an approved space or area within the new structure. 16- 20.100 - Amendments to Chapter 6 of the Fire Code; Building Services and Systems. Section 605.12 is added : 605.12 Immersion Heaters. 131 All electrical immersion heaters used in dip tanks, sinks, vats and similar operations shall be provided with approved over - temperature controls and low liquid level electrical disconnects. Manual reset of required protection devices shall be provided. Section 608.6.4 is added as follows: 608.6.4 Failure of Ventilation System. Failure of the ventilation system shall automatically disengage the charging system. 16- 20.110 - Amendments to Chapter 8 of the Fire Code; Interior Finish, Decorative Materials and Furnishings. Section 806.1.1 is amended to readas follows: Display inside buildings. The display of Christmas trees and other decorative vegetation shall be in accordance with the California Code of Regulations, Title 19, Division 1, §3.08 and Sections 806.1 through 806.5. Exceptions: 1. Trees located in areas protected by an approved automatic sprinkler system in accordance Section 903.1.1 or 903.3.1.2 shall not be prohibited in Groups A, E, M, R -1 and R -2. 2. Trees shall be allowed within dwelling units in Group R -2 occupancies. 16- 20.120 - Amendments to Chapter 9 of the Fire Code; Fire Protection Systems. Section 903.2 is amended to read: 903.2 Where required. Approved automatic sprinkler systems in new and existing buildings and structures shall be provided in the locations described in this Section or in Sections 903.2.1 through 903.2.18, whichever is the more restrictive. For the purposes of this section, firewalls and fire barriers used to separate building areas shall be constructed in accordance with the California Building Code and shall be without openings or penetrations. 1. In buildings other than residential buildings, which require the installation of fire sprinklers for all new buildings according to the California Residential Code, an automatic sprinkler system shall be provided throughout all new buildings and structures. Exceptions: a. Buildings and structures that do not exceed 1,000 square feet of building area and that are not located in the Wildland -Urban Interface Fire Area. b. Buildings and structures that are located in the Wildland -Urban Interface Fire Area and do not exceed 500 square feet of building area. 132 c. Group S -2 or U occupancies that are not located in the Wildland -Urban Interface and used exclusively for vehicle parking and meeting all of the following conditions: i. Noncombustible construction; ii. Maximum building area not to exceed 5,000 square feet; iii. Structure is open on three (3) or more sides; and iv. Minimum of 10 feet separation from existing buildings unless area is separated by fire walls complying with CBC 706. 2. An automatic sprinkler system shall be provided throughout existing buildings and structures when alterations or additions are made that create conditions described in Sections 903.2.1 through 903.2.18. 3. An automatic sprinkler system shall be provided throughout existing buildings and structures, when additions are made that increase the building area to more than 3,600 square feet. Exception: One or more additions made to a building after January 1, 2011, that do not total more than 1,000 square feet of building area. 4. An automatic sprinkler system shall be provided throughout all new basements regardless of size and throughout existing basements that are expanded by more than 50 %. 5. Any change in the character of occupancy or in use of any building with a building area equal to or greater than 3,600 square feet that, in the opinion of the fire code official or building official, would place the building into a more hazardous division of the same occupancy group or into a different group of occupancies and constitutes a greater degree of life safety or increased fire risk, as defined herein, shall require the installation of an approved fire automatic fire sprinkler system. a. Life Safety — Increased occupant load, public assembly areas, public meeting areas, churches, indoor amusement attractions, buildings with complex exiting systems due to increased occupant loads, large schools /day -care facilities, large residential care facilities with non - ambulatory b. Fire Risks — High -piled combustible storage, woodworking operations, hazardous operations using hazardous materials, increased fuel loads (storage of moderate to highly combustible materials), increased sources of ignition (welding, automotive repair with the use of flammable liquids and open flames). 16- 20.130 — Amendments to Chapter 28 of the Fire Code; Lumber Yards and Woodworking Facilities. SECTION 2803 GENERAL REQUIREMENTS 133 Section 2803.8 is added as follows: 2803.8 Fire Protection Water Supply System. An approved fire protection water supply and hydrant system suitable for the fire hazard involved shall be provided for open storage yards and processing areas. Hydrant systems shall be installed in accordance with National Fire Protection Association Standard 24. 16- 20.140 — Amendments to Chapter 33 of the Fire Code; Fire Safety During Construction and Demolition. SECTION 3304 PRECAUTIONS AGAINST FIRE Section 3304.8 is added as follows: 3304.8 Fire Walls. When firewalls are required, the wall construction shall be completed (with all openings protected) immediately after the building is sufficiently weather - protected at the location of the wall(s). SECTION 3311 MEANS OF EGRESS Section 3311.1 is amended to read: [B] 3311.1 Stairways Required. Each level above the first story in multi -story buildings that require two exit stairways shall be provided with at least two usable exit stairways after the floor decking is installed. The stairways shall be continuous and discharge to grade level. Stairways serving more than two floor levels shall be enclosed (with openings adequately protected) after exterior walls /windows are in place. Exit stairs in new and in existing, occupied buildings shall be lighted and maintained clear of debris and construction materials at all times. Exception: For multi -story buildings, one of the required exit stairs may be obstructed on not more than two contiguous floor levels for the purposes of stairway construction (i.e., installation of gypsum board, painting, flooring, etc.). Section 3311. 1.1 is added as follows: Section 3311.1.1 Required Means Of Egress. All buildings under construction shall have at least one unobstructed means of egress. All means of egress shall be identified in the prefire plan as set forth in Section 3308.2 of the Fire Code. 134 16- 20.150 - Amendments to Chapter 49 of the Fire Code; Requirements For Wildland - Urban Interface Fire Areas. Section 4902 as followsis amended to read: SECTION 4902 DEFINITIONS Amend definition of Wildland -Urban Interface Fire Area as follows: Wildland -Urban Interface Fire Area is a geographical area identified by the state as a "Fire Hazard Severity Zone" in accordance with the Public Resources Code Sections 4201 through 4204 and Government Code Sections 51175 through 51189 or other areas designated by the enforcing agency to be at a significant risk from wildfires. The Wildland -Urban Interface Fire Area shall be defined as all areas within the City of Saratoga as set forth and delineated on the map entitled "Wildland -Urban Interface Fire Area," which map and all notations, references, data, and other information shown thereon are hereby adopted and made a part of this chapter. The map properly attested, shall be on file in the Office of the City Clerk of the City of Saratoga. SECTION 4906 HAZARDOUS VEGETATION AND FUEL MANAGEMENT Section 4906.2 is amended to read: Application. Buildings and structures located in the following areas shall maintain the required hazardous vegetation and fuel management: 1. All unincorporated lands designated by the State Board of Forestry and Fire Protection as State Responsibility Areas (SRA) including: 1.1. Moderate Fire Hazard Severity Zones 1.2. High Fire Hazard Severity Zones 1.3. Very -high Fire Hazard Severity Zones 2. Land designated as a Very -high Fire Hazard Severity Zone or as a Wildland Urban Interface Fire Area by the City of Saratoga. SECTION 4907 DEFENSIBLE SPACE Amend Section 4907.1 to read: 4907.1 General. Defensible space will be maintained around all buildings and structures in Sate Responsibility Area (SRA) as required in Public Resources Code 4290 and "SRA Fire Safe Regulations" California Code of Regulations, Title 14, Division 1.5, Chapter 7, Subchapter 2, Section 1270. Buildings and structures within the Very -High Fire Hazard Severity Zones of a Local Responsibility Area (LRA) shall maintain defensible space as outlined in Government Code 51175 — 51189 and any local ordinance of the authority having jurisdiction. Defensible space shall also be provided around water tank structures, water supply pumps and pump houses. Persons owning, leasing, controlling, operating or maintaining buildings or structures in the locally adopted Wildland -Urban Interface Fire Area but that are not within the Very - High Fire Hazard Severity Zone and persons owning, leasing or controlling land adjacent to such buildings or structures, shall at all times: 1. Maintain an effective defensible space by r�Wving and clearing away flammable vegetation and combustible growth from areas within 30 feet (9144 mm) of such buildings or structures. Exception: Single specimens of trees, ornamental shrubbery or similar plants used as ground covers, provided that they do not form a means of rapidly transmitting fire from the native growth to any structure. 2. Maintain additional effective defensible space by removing brush, flammable vegetation and combustible growth located 30 feet to 100 feet (9144 mm to 30480 mm) when required by the fire code official due to steepness of terrain or other conditions that would cause a defensible space of only 30 feet (9144 mm) to be insufficient. Exception: Grass and other vegetation located more than 30 feet (9144 mm) from buildings or structures and less than 18 inches (457 mm) in height above the ground need not be removed where necessary to stabilize the soil and prevent erosion. 3. Remove portions of trees, which extend within 10 feet (3048 mm) of the outlet of a chimney. 4. Maintain trees adjacent to or overhanging a building free of deadwood; and 5. Maintain the roof of a structure free of leaves, needles or other dead vegetative growth. 6. Remove flammable vegetation a minimum of 30 feet around liquefied petroleum gas tanks /containers. 7. Firewood and combustible materials shall not be stored in unenclosed spaces beneath buildings or structures, or on decks or under eaves, canopies or other projections or overhangs. The storage of firewood and combustible material within 19 the defensible space shall be located a minimum of 30 feet (6096 mm) from structures and separated from the crown of trees by a minimum horizontal distance of 15 feet (4572 mm). Exception: Firewood and combustible materials not for consumption on the premises shall be stored as approved by the fire code official. 8. Clear areas within 10 feet (3048 mm) of fire apparatus access roads and driveways of non - fire - resistive vegetation growth. Exception: Single specimens of trees, ornamental vegetative fuels or cultivated ground cover, such as greengrass, ivy, succulents or similar plants used as ground cover, provided they do not form a means of readily transmitting fire. Section 4907.2 is added as follows: Corrective Actions. The executive body is authorized to instruct the Fire Code Official to give notice to the owner of the property upon which conditions regulated by Section 4907.1 of the Fire Code exist to correct such conditions. If the owner fails to correct such conditions, the executive body is authorized to cause the same to be done and make the expense of such correction a lien upon the property where such conditions exist. 136 Section 4908 is added as follows: SECTION 4908 FIRE PROTECTION PLAN General. When required by the code official, a fire protection plan shall be prepared. Content. The plan shall be based upon a site - specific wildfire risk assessment that includes considerations of location, topography, aspect, flammable vegetation, climatic conditions, and fire history. The plan shall address water supply, access, building ignition and fire - resistance factors, fire protection systems and equipment, defensible space, and vegetation management. Cost. The cost of fire protection plan preparation and review shall be the responsibility of the applicant. Plan Retention. The fire protection plan shall be retained by the Fire Code Official . Section 4909 is added as follows: SECTION 4909 WATER SUPPLY General. Buildings and structures, or portions thereof, hereafter constructed or relocated into or within the Wildland -Urban Interface Fire Area shall be provided with fire protection water supplies in accordance with Chapter 5 and Section 4909.2 of the Fire Code. Exception: Agricultural buildings and buildings containing only private garages, carports, or sheds with a building area of not more than 500 square feet (56 mz). Standby Power. Stationary water supply facilities within the wildland -urban interface area that are dependent on electrical power to meet adequate water supply demands shall provide standby power systems in accordance with the Electrical Code to ensure that an uninterrupted water supply is maintained. The standby power source shall be capable of providing power for a minimum of two hours. Exceptions: 1. When approved by the Fire Code Official , a standby power supply is not required where the primary power service to the stationary water supply facility is underground. 2. A standby power supply is not required where the stationary water supply facility serves no more than one single - family dwelling. Section 4910 is added as follows: 137 SECTION 4910 IGNITION SOURCE CONTROL 4910.1 Fireworks. Fireworks shall not be used or possessed in the Wildland -Urban Interface Fire Area. 16- 20.160 - Amendments to Chapter 50 of the Fire Code; Hazardous Materials - General Provisions. Section 5003.9.11 is added to the Fire Code as follows: 5003.9.11 Fire Extinguishing Systems for Workstations Dispensing, Handling, or Using Hazardous Materials. Combustible and non - combustible workstations, which dispense, handle, or use hazardous materials, shall be protected by an approved automatic fire extinguishing system in accordance with Section 2703.10. Exception: Internal fire protection is not required for Biological Safety Cabinets that carry NSF /ANSI certification where quantities of flammable liquids in use or storage within the cabinet do not exceed 500 ml. 16- 20.170 - Amendments to Chapter 56 of the Fire Code; Explosives and Fireworks. Chapter 56 of the 2013 California Fire Code is not adopted with the exception of the following Sections: Section 5601.1 is adopted and amended to read: Scope. For explosives requirements, see California Code of Regulations, Title 19, Division 1, Chapter 10 and section 5601.2 of this chapter. For fireworks requirements, see California Code of Regulations, Title 19, Division 1, Chapter 6 and section 5601.3 of this chapter. For small arms ammunition, see Section 5601.5 of this chapter. Exceptions: 1. The Armed Forces of the United States, Coast Guard, or National Guard. 2. Explosives in forms prescribed by the official United States Pharmacopoeia. 3. The use of explosive materials by federal, state, and local regulatory, law enforcement, and fire agencies acting in their official capacities. 4. Items preempted by federal regulations. Section 5601.2 is added as follows: 138 Explosives. The possession, manufacture, storage, sale, handling, and use of explosives are prohibited. Section 5601.3 is added as follows: Fireworks. The possession, manufacture, storage, sale, handling, and use of fireworks, including those fireworks classified as Safe and Sane by the California State Fire Marshal, are prohibited. Exceptions: 1. Storage, handling and use of fireworks and pyrotechnic special effects outside of buildings when used for public or proximate audience displays, motion picture, television, theatrical and group entertainment productions and when in accordance with Title 19 of the California Code of Regulations. 2. Storage, handling and use of pyrotechnic special effects fireworks inside of buildings when used for proximate audience displays or special effects in theatrical, television, motion picture and group entertainment productions when in accordance with Title 19 of the California Code of Regulations and when in buildings equipped throughout with an approved fire sprinkler system. Section 5601.4 is added as follows: Rocketry. The storage, handling, and use of model rockets shall be in accordance with Title 19 of the California Code of Regulations and as approved by the fire code official. Add Sections 5601.5 through 5601.5.3.2.3 to read: 5601.5 Small Arms Ammunition - General. Indoor storage and display of black powder, smokeless propellants and small arms ammunition shall comply with Sections 5601.5.1 through 5601.5.4.2.3. 5601.5.1 Packages. Smokeless propellants shall be stored in approved shipping containers conforming to DOTn 49 CFR, Part 173. 5601.5.1.1 Repackaging. The bulk repackaging of smokeless propellants, black powder and small arms primers shall not be performed in retail establishments. 5601.5.1.2 Damaged packages. Damaged containers shall not be repackaged. Exception: Approved repackaging of damaged containers of smokeless propellant into containers of the same type and size as the original container. 5601.5.2 Storage in Group R occupancies. The storage of small arms ammunition in Group R occupancies shall comply with Secti(pgg 5601.5.2.1 through 5601.5.2.3. 5601.5.2.1 Smokeless propellants. Smokeless propellants intended for personal use in quantities not exceeding 20 pounds (9 kg) are permitted to be stored in Group R -3 occupancies where kept in original containers. Smokeless powder in quantities exceeding 20 pounds (9 kg) but not exceeding 50 pounds (23 kg) are permitted to be stored in Group R -3 occupancies where kept in a wooden box or cabinet having walls of at least 1 inch (25 mm) nominal thickness. 5601.5.2.2 Black powder. Black powder intended for personal use in quantities not exceeding 20 pounds (9 kg) are permitted to be stored in Group R -3 occupancies where kept in original containers and stored in a wooden box or cabinet having walls of at least 1 inch (25 mm) nominal thickness 5601.5.2.3 Small arms primers. No more than 10,000 small arms primers shall be stored in Group R -3 occupancies. 5601.5.3 Display and storage in Group M occupancies. The display and storage of small arms ammunition in Group M occupancies shall comply with Sections 5601.5.3.1 through 5601.5.3.2.3. 5601.5.3.1 Display. The display of small arms ammunition in Group M occupancies shall comply with Sections 5601.5.3.1.1 through 5601.5.3.1.3. 5601.5.3.1.1 Smokeless propellant. No more than 20 pounds (9 kg) of smokeless propellants, each in containers of 1 pound (0.454 kg) or less capacity, shall be displayed in Group M occupancies. 5601.5.3.1.2 Black powder. No more than 1 pound (0.454 kg) of black powder shall be displayed in Group M occupancies. 5601.5.3.1.3 Small arms primers. No more than 10,000 small arms primers shall be displayed in Group M occupancies. 5601.5.3.2 Storage. The storage of small arms ammunition in Group M occupancies shall comply with Sections 5601.5.3.2.1 through 5601.5.3.2.3. 5601.5.3.2.1 Storage of Smokeless propellant. Commercial stocks of smokeless propellants not on display shall not exceed 100 pounds (45 kg). Quantities exceeding 20 pounds (9 kg), but not exceeding 100 pounds (45 kg) shall be stored in portable wooden boxes having walls of at least 1 inch (25 mm) nominal thickness. 5601.5.3.2.2 Black powder. Commercial stocks of black powder not on display shall not exceed 50 pounds (23 kg) and shall be stored in a type 4 indoor magazine. When black powder and smokeless propellants are stored together in the same magazine, the total quantity shall not exceed that permitted for black powder. 5601.5.3.2.3 Small arms primers. Commercial stocks of small arms primers not on display shall not exceed 750,000. Storage shall be arranged such that not more than 100,000 small arms primers are stored in any one pile and piles are at least 15 feet (4572 mm) apart. 140 16- 20.180 - Amendments to Chapter 57 of the Fire Code; Flammable and Combustible Liquids. SECTION 5704 STORAGE Section 5704.2.7.5.8 is amended to read: Overfill Prevention. An approved means or method in accordance with Section 5704.2.9.7.6 shall be provided to prevent the overfill of all Class I, 11, and IIIA liquid storage tanks. Storage tanks in refineries, bulk plants, or terminals regulated by Sections 5706.4 or 5706.7 shall have overfill protection in accordance with API 2350. An approved means or method in accordance with Section 5704.2.9.7.6 shall be provided to prevent the overfilling of Class 1116 liquid storage tanks connected to fuel burning equipment inside buildings. Section 5704.2.7.5.9 is added as follows: Automatic Filling of Tanks. Systems that automatically fill flammable or combustible liquid tanks shall be equipped with overfill protection, approved by the Fire Code Official, which sends an alarm signal to 141 a constantly attended location and immediately stops the filling of the tank. The alarm signal and automatic shutoff shall be tested on an annual basis and records of such testing shall be maintained on -site for a period of five (5) years. 16- 25.010 Adoption of California Plumbing Code. The 2013 California Plumbing Code, Title 24, Part 5, including Appendix Chapters A, B, C, D, H, and I only, hereinafter referred to as the "Plumbing Code," is referred to and such code is adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Plumbing Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Government Code Section 50022.6, at least one true copy of the Plumbing Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in force, a true copy of the Plumbing Code shall be kept for public inspection in the office of the Building Official. A reasonable supply of the Plumbing Code shall be available in the office of the City Clerk for public purchase. 16- 30.010 Adoption of California Mechanical Code. The 2013 California Mechanical Code, Title 24, Part 4, including all appendices, hereinafter referred to as the "Mechanical Code," is referred to and such code is adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Mechanical Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Government Code Section 50022.6, at least one true copy of the Mechanical Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in force, a true copy of the Mechanical Code shall be kept for public inspection in the office of the Building Official. A reasonable supply of the Mechanical Code shall be available in the office of the City Clerk for public purchase. 16- 35.010 Adoption of California Electrical Code. The 2013 California Electrical Code, Title 24, Part 3, hereinafter referred to as the "Electrical Code," is referred to and such code is adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Electrical Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Government Code Section 50022.6, at least one true copy of the Electrical Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. 142 While the ordinance codified in this Article is in force, a true copy of the Electrical Code shall be kept for public inspection in the office of the Building Official. A reasonable supply of the Electrical Code shall be available in the office of the City Clerk for public purchase. 16- 49.010 Adoption of California Green Building Standards Code. The 2013 California Green Building Standards Code , Title 24, Part 11, hereinafter referred to as the "Green Building Standards Code," is referred to and such code is adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Green Building Standards Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Government Code Section 50022.6, at least one true copy of the Green Building Standards Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in force, a true copy of the Green Building Standards Code shall be kept for public inspection in the office of the Building Official. A reasonable supply of the Green Building Standards Code shall be available in the office of the City Clerk for public purchase. Add Section: 16- 51.010 Adoption of California Energy Code. The 2013 California Energy Code ,Title 24, Part 6, hereinafter referred to as the Energy Code," is referred to and such code is adopted and made a part hereof, the same as if fully set forth in this Article, and shall be the Energy Code of the City. However, in accordance with California Government Code Section 50222.4, no penalty clauses are adopted by reference. In accordance with California Government Code Section 50022.6, at least one true copy of the Energy Code has been on file with the City Clerk since fifteen days prior to enactment of the ordinance codified in this Article. While the ordinance codified in this Article is in force, a true copy of the Energy Code shall be kept for public inspection in the office of the Building Official. A reasonable supply of the Energy Code shall be available in the office of the City Clerk for public purchase. 143 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 DEPARTMENT: City Manager's Office PREPARED BY: Brian Babcock Administrative Analyst I AGENDA ITEM: CITY MANAGER: Dave Anderson DIRECTOR: Dave Anderson SUBJECT: Ordinance Amending Saratoga City Code to Regulate Banners in City Medians RECOMMENDED ACTION: Waive the second reading and adopt the ordinance modifying Sections 15- 30.050 and 15- 30.060 of Chapter 15 (Zoning) of the Saratoga City Code; and adopt the attached resolution amending the Median Banner Policy (Resolution 13 -063) to include a reference to the new median banner amendments to the City Code. BACKGROUND: On November 20, 2013, the City Council conducted a public hearing and introduced the ordinance (Attachment A) regulating banners in City medians. Council also directed staff to place the ordinance on the agenda for adoption at the next regular meeting. The ordinance was brought before the City Council after the Council adopted a Median Banner Policy and directed staff to prepare an ordinance amending City Code to prohibit banners and other signs in City medians, except in accordance with the Median Banner Policy. Because the ordinance amends the City Code to help implement the City's Median Banner Policy, staff recommends that the policy be revised to specifically reference the relevant provisions of the City Code. The resolution (Attachment B) would insert the following text as the first paragraph in the Median Banner Policy: "This policy implements section 15- 30.060(k) of the Saratoga City Code concerning City median signs." FISCAL IMPACTS: None CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: Language in Saratoga City Code Chapter 15 (Zoning) and Median Banner Policy will remain unchanged. Page 1 of 2 144 ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): A comprehensive summary of the ordinance will be published in a newspaper of general circulation in the City of Saratoga within 15 days after its adoption. The ordinance will also be codified. 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. Additionally, the public hearing held on November 20, 2013 was advertised in the Saratoga News on November 5, 2013. A comprehensive summary of the attached ordinance was published in the Saratoga News on November 26, 2013. ATTACHMENTS: Attachment A: Ordinance Amending Saratoga City Code Sections 15- 30.050 and 15- 30.060 of Chapter 15 (Zoning) Attachment B: Resolution Amending Resolution 13 -063 — Median Banner Policy Attachment C: Revised Median Banner Policy 2 145 DRAFT 10/10/13 ORDINANCE AN ORDINANCE AMENDING SECTIONS 15- 30.050 AND .060 OF THE SARATOGA CITY CODE CONCERNING SIGNS IN CITY MEDIANS THE CITY COUNCIL OF THE CITY OF SARATOGA HEREBY ORDAINS AS FOLLOWS: Findings 1. The City of Saratoga hereby finds it essential to regulate the display of median banner signs within City limits. A. Medians consist of narrow, gravelly, and/or landscaped strips of land located in the middle of busy, multi -lane thoroughfares. These areas are not safe for general public use, as cars, trucks, and other motor vehicles pass on both sides of and in close proximity to them. Moreover, the City's medians do not provide adequate space to sit, stand comfortably, or otherwise spend time engaging in expressive activities. Thus, the City's medians are not conducive to discussion, discourse, or assembly, nor have they traditionally been used for these purposes. B. Under longstanding City policy, no signs or other structures have been allowed in City medians without an encroachment permit. For a short time, the City allowed signs in medians in connection with events that had been issued a Special Event Permit. City medians have never been places where the City has allowed unrestricted signage on all topics. The City now finds it important to adopt a streamlined and specific policy to regulate median banner displays in the City, restricting the former use of this forum for expression. C. This ordinance allows signs in medians that are erected by a public entity and allows non - governmental signs concerning events in Saratoga and otherwise makes no distinction among signs according to their content or the event they promote. Event organizers remain eligible to apply to display banners for events that are non- commercial, held in the City of Saratoga, and open to the public. This limited topic, announcing events in Saratoga, is appropriate for City medians because City residents frequently drive pass them and thus placing announcements at safe locations on medians is a convenient way to inform residents of upcoming events. D. During the limited time it was permitted the installation, display, and removal of median banners, presented potential safety risks. Motor vehicles drive at high speeds in both directions just adjacent to the narrow strips of land that comprise the City's medians. Each time a median banner was installed or removed under prior procedures, members of the public who sought to display the banners had to do so on narrow median strips. Improperly placed or installed median banners posed potential safety risks by obstructing drivers' sight lines and distracting drivers. This median banner amendment is necessary to address the safety risks associated with the prior policy. 1 146 DRAFT 10/10/13 E. Excessive signs can lead to visual clutter and a streetscape that is not aesthetically pleasing. On the other hand, median banners can unify and promote community identity by informing and involving all members of the community in civic and special events that are open to the public. The median banner policy serves the City's interests in promoting community identity and public information, and keeping the City's streets attractive and clutter -free. F. The City finds that these median banner restrictions best balance the City's interests and the public's right of expression, and channel expression into forums designated for that purpose. 2. This ordinance amends provisions of the City's zoning regulations in Chapter 15 of the Code. These amendments were considered by the Planning Commission of the City of Saratoga and following a duly noticed public hearing on October 23, 2013, the Planning Commission recommended adoption of the ordinance. 3. The City Council of the City of Saratoga held a duly noticed public hearing on November 6, 2013 and after considering all testimony and written materials provided in connection with that hearing, introduced this ordinance. Therefore, the City Council hereby ordains as follows: Section 1. Adoption. Sections 15- 30.050 and 15- 30.060 of the Saratoga City Code are amended as set forth below. Text to be added is indicated in bold double - underlined font (e.g., bold double - underlined) and text to be deleted is indicated in strikeout font (e.g., Wit). Text in standard font is not affected by this ordinance. 15- 30.050 Prohibited signs. The following signs are prohibited everywhere within the City: (a) Signs made of reflective material, and signs incorporating flashing or moving parts, except for traffic control signs or devices erected by a governmental entity. Televisions or monitors less than three square feet in area are excluded from this prohibition. (b) Mobile billboard advertising displays. (c) Advertising displays that are painted or attached to a vehicle parked on any property for more than forty -eight hours within a one -week period, if the sign is larger than twenty percent of the body panel (e.g. door, hood, roof) on which it is located. W 147 DRAFT 10/10/13 (d) Streamers, balloons, flares, pennants, twirlers and similar attention - getting devices on or incorporated into any advertising display. (e) Posters, placards, announcements, and advertisements that are erected on any fence, pole, tree, pavement, wall, bus stop, bench, or any other object permanently affixed in or upon a public highway, public street or public right -of -way except as authorized by section 15- 30.060(k). (f) Obscene signs, which are defined as signs containing depictions or representations which: (1) Taken as a whole, the average person, applying contemporary community standards, would find appeals to the prurient interest; (2) Depict or describe, in a patently offensive way, sexual conduct specifically defined by California law; and (3) Taken as a whole, lack serious literary, artistic, political, or scientific value. (g) Signs that obstruct any door, window, fire escape or other egress path from any building. (h) Signs or sign structures that are in streets or travel lanes: conflict with traffic control signs or devices; interfere with, obstruct, or misdirect traffic; impede traffic or pedestrian movement; obstruct the clear view of vehicular or pedestrian traffic; are located in a median at a location other than one authorized by section 15- 30.060(kl: or otherwise create a pedestrian or vehicular safety hazard. (i) Any signs other than those allowed by this Article. 15- 30.060 Signs allowed in any zoning district without a sign permit. The following signs are allowed without a sign permit in any zoning district in the City: (a) Flags, provided that they display only noncommercial messages. The aggregate area of all flags displayed on any lot shall not exceed thirty square feet. No flagpole shall be higher than twenty -five feet. (b) Hand -held signs displaying noncommercial messages. (c) Window signs, provided that the signs do not comprise more than twenty -five percent of the area of any individual window. (d) Temporary special event signs as approved under a special event permit issued per City Code Article 10 -10 provided that: L1LNo individual sign shall exceed ten feet in height and sixty square feet in area; 2) The signs shall not be illuminated. .• DRAFT 10/10/13 (3) No sign shall be thicker than one -half inch, except for support posts firmly planted in the ground. (4) A special event sign located on private property may incorporate balloons . ribbons, streamers, or other attention- getting devices, provided these devices are not displayed for more than twenty -four consecutive hours at a time, nor more than six twenty- four -hour periods in any one year. 5) No signs shall be located on private property without the permission of the property owner. (e) Temporary noncommercial signs (including, but not limited to, election signs), provided that: (1) No sign shall be displayed for more than seventy -five cumulative days within a one -year period. (2) No sign shall exceed four square feet in area and four feet in height. (3) The sign shall not be illuminated. (4) No sign shall be thicker than one -half inch, except for support posts firmly planted in the ground. (5) A temporary, noncommercial sign located on private property may incorporate balloons, ribbons, streamers, or other attention - getting devices, provided these devices are not displayed for more than twenty -four consecutive hours at a time, nor more than six twenty- four -hour periods in any one year. (6) No signs shall be located on private property without the permission of the property owner. (f) Temporary signs on lots with active construction. In addition to the temporary, noncommercial signs allowed pursuant to subsection 15- 30.060(e), up to two temporary, nonilluminated on -site or noncommercial signs on any active construction site, provided that: (1) The sign shall be located on the same lot as the construction project. (2) One sign may be freestanding, but in such case shall not exceed six feet in height. (3) One sign may be located on a construction fence. (4) No sign shall exceed fifteen square feet in area. (g) Banners on light poles erected or cosponsored by a governmental entity. 4 149 DRAFT 10/10/13 (h) Traffic control signs and devices erected by a government entity. Lots with a parking area exceeding ten spaces may have up to four signs for every ten parking spaces, where each sign shall not exceed two square feet in area and four feet in height. (i) Utility location signs, utility identification signs, and utility markers erected by a governmental entity. 0) City entrance signs. One permanent sign adjacent to an arterial street at each entrance to the City. The total sign area of each sign shall not exceed fifty square feet. k) City median signs. Temporary signs in medians erected by a government entity at locations and in such numbers and sizes approved by the City Manager. The City Manager shall determine safe locations, numbers, and sizes for City median signs, and shall make this information available to the public. Temporary signs displayed by others at these approved locations are permissible if: (1) No government entity is displaying its own sign(s) at the approved location(sl: 2) An application has been submitted to the City Manager to locate non - government signs at the approved locations and the City Manager has authorized the use. pursuant to procedures established by the City Council or City Manager: 3) Temporary signs are non - commercial and announce events that AIJ are non- commercial: (2) will be held in Saratoga: (3) are open to the general public and (41 are held by either (a) a non - profit organization :(b) an individual or group without charge: or (c) an individual or group with a charge for the purpose of cost - recovery or raising funds on behalf of a non - profit organization. (4) The temporary signs comply with such other requirements as may be adopted by the City Council or City Manager regarding the duration, size, installation and related matters other than the content of the sign. Section 2. Severance Clause. The City Council declares that each section, sub - section, paragraph, sub - paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub - section, paragraph, sub - paragraph, sentence, clause and phrase of this ordinance. If any section, sub - section, paragraph, sub - paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance regardless of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 3. California Environmental Quality Act The proposed amendments to the City Code are 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. 5 150 DRAFT 10/10/13 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 and additions of provisions and reference appendices to the existing Code; the amendments and additions would have a de minimis impact on the environment. Section 4. Publication. This ordinance or a comprehensive summary thereof shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after its adoption. Following a duly notice public meeting the foregoing ordinance was introduced and read at the regular meeting of the City Council of the City of Saratoga held on the 20th of November, and was adopted by the following vote following a second reading on the 4th of December. COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE CITY OF SARATOGA Saratoga, California APPROVED AS TO FORM: RICHARD TAYLOR, CITY ATTORNEY 514638.2 6 151 ATTEST: Crystal Bothelio CLERK OF THE CITY OF SARATOGA Saratoga, California RESOLUTION 13- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION 13 -063 ESTABLISHING A MEDIAN BANNER POLICY WHEREAS, the City Council adopted Resolution 13 -063 and approved the Median Banner Policy on September 18, 2013; and WHEREAS, the Median Banner Policy provides individuals and groups the opportunity to announce non - commercial events to be held in the City of Saratoga that are open to the public with a streamlined process to make use of City medians while at the same time maintaining, protecting, and enhancing the aesthetics of key entrances to and exits from the City, and maintaining roadway safety; and WHEREAS, the policy institutes guidelines for event banners that define a review process for banners and offers areas in City medians to effectively announce Saratoga events; and WHEREAS, on December 4, 2013, the policy was amended to include a reference to Section 15- 30.060(k) of the Saratoga City Code concerning city medians. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby add the following language as the first paragraph to the Median Banner Policy: "This policy implements section 15- 30.060(k) of the Saratoga City Code concerning City median signs." The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day of December 2013 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Attest: Crystal Bothelio, City Clerk 152 , Mayor Median Banner Policy This policy implements section 15- 30.060(k) of the Saratoga City Code concerning City median signs. The City of Saratoga owns and maintains medians in City streets and uses seven locations in these medians for banners to promote community identity and civic pride, beautify City streets, and inform the public of community events. The City does not post banners in these medians at all times. For median banner locations not being used for a City- sponsored banner, private banners are allowed in accordance with this policy. The following policy describes the City's procedures for banners in the seven identified City medians. No encroachment or other authorization for private use of City property shall be issued to allow banners or signs in any median except in accordance with this policy. This policy is administered by the City Manager's Office. All references to the City refer to the City Manager or a person designated by the City Manager in writing to administer this policy. The Median Banner Policy furthers the goals of the City's sign regulations found at City Code Article 15- 30.10. This section of City Code states that sign regulations are intended to assure use of high - quality signs, prevent sign clutter, highlight city activities, protect public safety by reducing traffic and safety hazards, and provide a reasonable system of sign control. Policy Goals • Help inform residents and others of events in Saratoga that are open to the public. • Offer event organizers an additional opportunity to promote their Saratoga events. • Preserve the City's aesthetic beauty by establishing guidelines for event banners and offering appropriate areas in City medians to inform the public of community events in Saratoga. • Maintain roadway safety by establishing a clear and concise policy for proper placement of private banners in City medians. 1 153 Policy Process and Requirements The following Median Banner Policy Matrix specifies the requirements event organizers need to meet in order to have their banners placed in City medians. Item Requirements Median Banner Locations 1) Intersection of Fruitvale Avenue and Allendale Avenue 2) Saratoga - Sunnyvale Road near Walnut Avenue 3) Saratoga - Sunnyvale Road near Prospect Road 4) Prospect Road and Highway 85 (near Plumas Drive) 5) Saratoga Avenue near Westview Drive 6) Saratoga Avenue near Highway 85 Intersection 7) Intersection of Saratoga Avenue and Fruitvale Avenue (Map of locations attached) Private banners may be placed in some or all of these locations when the location is not being used by the City. Permissible Banners Private banners placed in City medians must announce an event that (1) is non - commercial; (2) will be held in Saratoga; (3) is open to the general public; and (4) is held by either (a) a non - profit organization; (b) an individual or group without charge; or (c) an individual or group with a charge for the purpose of cost - recovery or raising funds on behalf of a non- profit organization. A non - commercial event is an event that does not promote a business or the sale of a good, service, or other commodity. Duration of Banner Posting Private median banners may be posted no earlier than 14 days before the date of the event. Banner Size and Other To ensure that banners are highly effective and Requirements meet City requirements: a) Banners must be between two - and -a -half (21/2) to three - and -a -half (31/2) feet in height and five (5) to six (6) feet in length. b) Banners must be made from a heavy -duty 2 154 canvas or vinyl material. c) One -half (1/2) inch inside diameter metal grommets are to be placed at all four corners of the banner. d) Half moon cuts must be made in banners to allow for proper airflow to prevent ripping and /or tearing. e) Banners must be two -sided so as to be seen from both directions of traffic. f) Banners may not include reflective material, flashing or moving parts, streamers, balloons, flares, pennants, twirlers or similar attention- EettinL- devices. Application Process I Applicants must: a) Submit an application for use of one or more of the median banner locations at least 10 City business days in advance of the proposed date for installation. The application shall be on the form developed by the City Manager for that purpose. b) Applications may be submitted no more than six (6) months in advance of the date that the banner is proposed for installation. Applications that do not conflict with dates and locations of City signs on the schedule approved by the City Manager at the time the application is received will be accepted on a first come -first served basis. If multiple applications for the same banner location for the same day received on the same day, the conflict shall be resolved by a random drawing. For the purpose of this policy, the day an application is received is the first City business day that City staff have an opportunity to review the application (for example, an e -mail sent on a Sunday and a letter delivered on a Friday when the City offices are closed would both be considered to be received on the first day that the City offices are open following the date on which the e -mail was sent or letter delivered). c) The application shall be accompanied by a fee of $30 per location. Payment must be received to reserve banner locations. The fee 3 155 156 shall be refunded if the application is not approved. d) The City Manager shall determine the days that each of the median banner locations will be used by the City and make the schedule available to interested members of the public. Banner Hanging and Removal a) Banners must be submitted to the City Manager's Office no later than three (3) City business days before they are to be installed. Banners that do not meet the requirements set forth in this policy will not be hung and will be returned to the applicant. b) Banners will be removed by City staff no more than two (2) City business days after the event date. c) The City will notify event organizers that their banners are ready to be claimed. Banners must be claimed within five (5) City business days once organizers have been notified. Banners not claimed within that time may be disposed of at the discretion of the City Manager's Office. Annual Exception During the 14 days prior to the first Sunday in May private event banners may be placed in City medians other than the locations described above as follows: a) The alternative locations have been designated by the City Manager as alternative sites that, for the limited duration of the posting, are consistent with the purposes of the City's sign ordinance. b) The banner size, structural design, and hanging and removal procedures meet criteria approved by the City Manager to assure that for the limited duration of the posting, the banners are consistent with the purposes of the City's sign ordinance. c) The City Manager shall specify the alternative locations and the size /structural /hanging and removal procedure requirements referenced above no later than November 15 of each year. d Applicants must show proof of insurance that 156 157 satisfies the City's standard insurance requirements. e) Applicants shall follow the application process described above except that if the applicant proposes to hang and remove the banners in the alternative locations no fee shall be required. Liability The City of Saratoga assumes no responsibility of the loss, theft, or damage to banners or loss, damage, or injury caused by the banners. 157 og SA � SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: Public Works Department CITY MANAGER: Dave Anderson PREPARED BY: Mainini Cabute DIRECTOR: John Cherbone Management Analyst II SUBJECT: Naming Pony Baseball Field at Congress Springs Park RECOMMENDED ACTION: Approve request and name the Pony baseball field at Congress Springs Park "Abel J. Rodrigues Field." BACKGROUND: In early October, the City received an application request from Mr. Brian Rodrigues to name the Pony baseball field at Congress Springs Park (See Attachment A) after his father, Abel Rodrigues. Mr. Rodrigues submitted the request to the City's Mayor who then forwarded the application to be reviewed by the Parks and Recreation Commission (PRC). The PRC reviewed Mr. Rodrigues' application request at its November 12, 2013 regular meeting and discussed Resolution No. 08 -009, Policy Pertaining to naming City -Owned Land and Facilities. The PRC determined that Mr. Rodrigues' application met the following two of the three criteria used to name a City -owned lands and forwards the application to City Council with a favorable recommendation: 1. The individual, family or organization had made substantial contributions to the betterment of a specific facility of park consistent with the established standards for the facility; 2. The individual, family or organization has made substantial contributions to the advancement of commensurate types of recreational opportunities within the city. Below are the main points of the application and also points from a May 12, 1976 Saratoga News article that supports the criteria listed above. • In April 1973, Abel J. Rodrigues and other fathers in Saratoga decided to start a `junior' and `senior' Little League to accommodate boys ages 12 to 15 years. • Abel Rodrigues planned, led and facilitated the effort from inception to completion and received helped from various other parents during the effort. Page 1 of 3 158 • Abel and volunteers wrote a letter to Mayor Jerry Smith and the City Council asking to use 5 acres of idle park land at Congress Springs, which was already designated for a baseball park in the master plan. • In 1973, Abel and those who supported the cause attended the Parks and Recreation Commission, the Planning Commission, and then met with the Building Department, the Engineering Department, and Community Services to convince City staff to lease City land to the Little League organization in order to improve the quality of life for many Saratoga families. • The City leased the park with the condition that the Little League pay for all costs related to building the field. In exchange, Little League would have exclusive use during their season. The City dedicated the location as a park and maintains the site, even to this day. • Abel worked during the weekends and solicited countless companies and stores, and families to raise $15,000, which was the estimated cost to build the field. Time and labor was also donated by many community members. • Abel J. Rodrigues paid for all remaining items out of his pocket and donated construction resources from his company to build the field. • Abel and other volunteers converted the 3.2 acre of abandoned prune orchard into a baseball field. In May 1976, the Little League held a grand opening. • In the Saratoga News article, Abel publicly recognized Bob Bierach as the one person who stood by him throughout the whole process. In the same article, Abel included a list of those who contributed funds, labor, and/or materials. FISCAL IMPACTS: If Council approves this application, the City would work with the applicant to procure the plaque, which would be paid for by the applicant. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The Pony baseball field at Congress Springs parks will remain unnamed. 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. ATTACHMENT: Attachment A: Location Map Page 2 of 3 159 Attachment B: Application for Renaming the Field, Resolution No. 08 -009, and May 12, 1976 Saratoga News article. Page 3 of 3 160 I^ r ,r �y r � f r r Mom: unan Koungues lorianLwrwcancreie.comt Sent: Friday, August 30, 2013 8:56 AM To: 'jhunter @saratoga.ca.us' Subject: Honoring my Father Attachments: DM- 4551_20130829_224751.pdf Hello Honorable Mayor Hunter -1 thought I would start by writing you this letter. A few years ago I tried to go about this, but could never really get anyone to look at it or address it. I am hopeful that I can at least get your approval /guidance to get something moving in right direction to make my goal come to fruition. I grew up in Saratoga in the early 1960's and attended Argonaut elementary school; Redwood Junior H.S., and then graduated from Saratoga H.S. in 1979. It was a wonderful childhood highlighted by a strong sense of community, friendly neighborhoods, 4t' of July block parties, and Little League baseball. My. Father's passion was sports (he played professionally), and to this end, he coached me all through Little League. Although he was a great coach, he was an even better person and father, and the best man I have ever known. When Little league was coming to:an end, my father and many of the other fathers and coaches decided to start a 'junior and 'senior Little League, so boys older than 12, could continue to play the great game of baseball (there were no other leagues in town for this age group). After getting everything organized, the biggest problem became field space for both practices and games. The league was able to use different school facilities and fields for a time, but it became very difficult to schedule. around school activates and functions. It was clear that a dedicated baseball field was needed for the boys in the league at that time, and for boys to play on in the future: Without going into all of the details and issues that occurred, my father decided to build afield for the community and the Little League. He enlisted the help of some other fathers and together they built the first main .baseball field in what once was the Congress Springs orchards (this is now still currently the home of Saratoga Little League baseball, and now boasts many baseball fields for various ages and the entire league). This was no small endeavor, starting with the permit process and documentations needed. My father did this all after work and on weekends. He also went to countless companies and stores, and was able to get many things donated such as equipment and supplies in order to build such a large field. If he couldn't get it donated, he paid for himself. He also put a great deal of sweat equity into the field, as he.would be out working on the field almost every weekend. After months of hard work, the field was finally complete, and an opening ceremony took place, after which many young boys ages 13 -15, were able to "play ball ": It is entirely possible, that no fields would be at this location if it was not for my father. That single fist field worked so well, it gave way to more and more baseball fields; and soccer fields being built for the youth and enjoyment of Saratoga. As previously mentioned; it is now the main youth sports complex in Saratoga. I also mentioned that a few years ago that t tried in.vain to get my fathers incredibly generous effort honored. My goal is still to do this by having that .one field named. for him. I think its only right after all of these years to honor him in this way. And although l was trying to do this some years ago while he was stilt alive, I believe the city of Saratoga, and the Saratoga little ` League should honor him in this way. I also know how much it would mean to him as he loved youth sports as do I (I followed in my fathers footsteps and coached my son all through Little League in the Menlo Atherton community), My biggest obstacle back then was that people questioned how much of this my father actually did, and that it would be tough to verify everything; etc. In addition, l was told that other people have worked on the fields over the years. That may be true, but only My father actually built the first field, and he did it on his own time, and with his own donations and money. Not having a lot of documentation seemed to be an issue back then. I am now to thankful that my mother found this article in some of my fathers belongings. t have attached it here. I know you have many responsibilities and issues that you oversee, and that this may seem like its not a very critical one, but it does mean a great deal to me and I know it would mean the same to my father. If you could just get back to me and let me know what I should do to hopefully get this to happen, I would greatly apprecate.it: Thanks you so much for yo. ur time, and for reading this. Sincerely, Brian Rodrigues 10/7/2013 162 CITY OF SARATOGA APPLICATION FOR NAMING OR RENAMING CITY -OWNED LAND(S) OR FACILiTY(IES) Applicant's Contact Information: Name: f3R_rPA) RbDR. 6LCE5 Address; 3a3 FLF_Tcr 4F_,R ORL-UE Wrl*E_K T-0 A) C-A 9' Ll 0 a7 E -mail: b(lafl 6) rLAJGa^JGR T!E . Con-1 Phone: _ - -- Naming/ Renaming Information for City -owned Land or Facility: Suggested Name: , R 6 L L T. P 0 01S 16� �-E L.D Location of Site or Facility: _ Gt�nl (� Rol S S S Pie L7l) 6 P1� Is the proposed name for only a portion of the site or facility? 9 Yes O No If yes, please indicate portion suggested for naming/ renaming: 7u S i T71-;' L 6-P (3 To name or rename a City -owned site or facility, certain criteria must be met. Please indicate below which criteria will be met for the proposed name; Sites or Facilities that DO NOT Currently Have a Name Criteria for naming (please check all that apply): ❑ The name preserves the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. The land, facility, or the money for its purchase, construction, renovation or maintenance was donated by the individual, family or organization. An in -kind contribution or service of major and lasting significance was made to the acquisition of the land, facility, or the planning, development, construction, renovation or maintenance of a facility. ❑ The name recognizes a benefactor organization, group or business that contributed to the site or facility. ❑ The name recognizes a current or former employee who has: (check at least 3 criteria below) ❑ Made contributions over and above the normal duties required by his/her j ob; ❑ Had a positive impact on the past and future development of programs or facilities in the City of Saratoga; ❑ Made significant volunteer contributions to the community outside the scope of his/her job; ❑ Had exceptionally long tenure with the City of Saratoga (i.e. over 25 years); ❑ Significant public support for a memorial to the employee on the occasion of his/her death or retirement. Sites or Facilities that Currently Have a Name . Criteria for naming (please check all that apply): ❑ The individual, family or organization has made lasting and significant contributions to the protection of natural or cultural resources of the City. ❑ The individual, family or organization has made substantial contributions to the betterment of a specific facility or park consistent with the established standards for the facility. ❑ The individual, family or organization has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City. For all facilities, please provide a detailed explanation that supports the criteria for which you are requesting naming or renaming of the site or facility for this individual, family or organization: (If needed, please attach additional pages in order to provide a thorough discussion of the merits of your request.) S15W 7— /-1/-7 `1 062 14uIU i7�rZ 19L 1 1-) Ii✓ r22tE: Go /7,7 OL,E°aC L wh4�Ja was i 7� i?- ice�z�: /� L-6 6121� /J lVa i 6IU 1- ,D27V Gl 77)Z /Q ZM/ f- ,F/L PLEASE NOTE: 1. The City Council may consider renaming a facility if there are compelling reasons to do so, including, but not limited to when a facility has reached the end of its normal lifespan. 2. The cost of plaques, monuments and/or replacement of signs resulting from naming or renaming of City -owned facilities, lands and/or portions of facilities will be bome by the individual, group or organization sponsoring the request. An exception to this policy may be made by the City Council in the case of economic hardship and if there are City funds available to cover the costs. i RODRIGUES TELLS OF LONG STRUGGLE FOR BALL PARK WHICH WILL 139 DEDICATED MAY Ia To-the Community ct Saratoga: Way back in April, baseball season 1973, it dawned • on a couple of us Fathers that this would be the 16A, year that our boys would be playing baseball as Lit- tle League stopped at age 13. Bill Tippin, Lee Nel- son., Neal Re in de r s, Gareth Adam and Z felt very std ongly that this v as the moat crucial a g e coming up and our sons. and =anyotherhoys in our -eommun- ity 's h o ii 1 d. have the . opportunity to continue playing organized •baseball..A -ctui lly, this doesntt.soand like- *too much of a, problem - -just• get them alltogeth-, play, . ,. ERE•2� ?.7 ? LA;L er .azd rih ?? .? ? • 'PLAY W$ _ tleLeague way already abort: of fields and.oa top cc,,. that Senior Leaguers. play oat a re3ation size base-., ?� ba11 field. Letts build: ou.r:, own we decided:' Oihex -places haue, done, t;:.why aut.ais' : Ve �avill have to;' � � .xash.b ezc au s e we waht ever - read" for NEST ]IASESALi';i SEASQI3, 1971 i "e checked neigb13or3ng Ir�itl a Leagues for in#a- mation ' an Smi6r,Laague ' aad gotthe frsx:ohlse start p etl•hexe. We.B ebl bLfe itei+ tO May�or,.Jerry- Smith $& i- g . City.Council'askingto:us. about "5 ac. their , u3le - pa ck l and . 'GVhnai I vie i d"a11 the available -D rk sits, s th 0ongrsss Springs J§RO W s P rfect,� 3.2. ac. T fit for anything: eis �raaily, and alrea des tad dy �. f� ' 'fora ;b a'l1pa r.lk in the master' park flan •- :simple ? ' tape city - f NO .'now —comes--the necessary.red .of. 9971,12 , ernment.: First 'we. 'appeared •before the Par'13s &... �' Recreatjcon Compoisszpn and W #th the help 4f Phaip- j man.' Tom Wiiberding.we gait app r boa 1; then to the , E : Planning 'Commission, Building D eiit,' Epgixieering ja :apt;: C ity.serylig :rnd`a1E', our cause `and. getting theii enthused, Witjiout the•. i ;sp66W help cf. e a c Y ut those depts arid,. especially t .Randy Anderson, av h.o drew, zip th:e :whole beautiful' Ian and. Barbara 'S �.mps d4 vvho h e •l p'e d .push and : P.., l iir�y, hurr7 wet have -to be 3ready for NEXT BASE Bgs;IJ SEASON.. E,ven_with alpha' 3ielp. unforhm 1 siely .it took a lot linger than 'we planned and it ,was; January 1974 we -got the final approval to go, ahead. r ' Tao lade for -the 74 seasIM, w•e gratefu:ll-y iloin6d �j Quito Sr. League aud'had great season, — 166..... a �. a �M ',A .: `- i .. ,,: :,. _ � ' :. _ . :.: _ ... ,. .. ,r_ ,.= _ ... - - �, .. .., _ . .. ,. _ ,: _. _ _ ., .` .: __ r.� ... ._ -- ,. G�� f RESOLUTION NO. 08-009 POLICY PERTAINING TO NAMING CITY -OWNED LAND AND FACILITIES WHEREAS, the City Council of the City of Saratoga desires to establish a policy to establish criteria and procedures for the naming and renaming of City -owned land, facilities and portion of facilities (e.g. rooms, fields, etc.); and WHEREAS, the policy would pertain to all City -owned lands, facilities and portions of facilities with the exception of City streets, which is managed by the City's Community Development Department under a separate set of policies and procedures; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Saratoga, State of California, that a policy pertaining to Naming City -owned Land and Facilities is hereby established as follows: NAMING CITY -OWNED LAND AND FACILITIES I. PURPOSE The intent of this policy is to establish criteria and procedures for the naming and renaming of City -owned land and facilities. II. OVERVIEW 1. This policy provides a mechanism for citizens to suggest names they believe should be considered for new City facilities, lands and/or portions of facilities (e.g. rooms, fields, etc.) and for the renaming of existing facilities, lands and/or portions of facilities (e.g. rooms, fields, etc.). 2. This policy pertains to all City -owned lands and facilities with the exception of City streets. The naming of streets is managed by the City's Community Development Department under a separate set of policies and procedures. III. GENERAL POLICIES 1. The City Council shall have the authority to name and rename City -owned lands and facilities. NOTE: The City has a separate "Tree and Bench Dedication" Program. Information about this program can be found on the City's website (currently located at http:// www. saratoga. ca. us/ pdf /treebenchapplicationl.pdf), or by contacting the City Clerk. 2. The donation of land(s), facility(ies), or funds for the acquisition, renovation or maintenance of land(s) or facilities, shall not constitute an obligation by the City to name the land(s) and/or facility(ies) or any portion thereof after an individual, family or organization. 170 The cost of plaques, monuments and/or replacement of signs resulting from naming or renaming of City -owned facilities, lands and/or portions of facilities will be borne by the individual, group or organization sponsoring the request. An exception to this policy may be made by the City Council in the case of economic hardship and if there are City funds available to cover the costs. IV . NAMING CRITERIA 1. The following criteria shall be used in selecting an appropriate name for City -owned lands and facilities: a. The name should, if possible, include or preserve the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid. b. Consideration may be given to naming a City -owned land or facility after an individual, family or organization when the land, facility, or the money for its purchase, construction, renovation or maintenance was donated by the individual, family or organization. c. Consideration may also be given to naming a City -owned land or facility after an individual, family or organization when warranted by some in -kind contribution or service which is deemed to be of major and lasting significance to the purchase of the piece of land, facility, or the planning, development, construction, renovation or maintenance of a facility. d. City -owned land(s) and/or park(s) may be named for benefactor organizations, groups or businesses. e. City -owned land(s) or facility(ies) may not be named after a seated elected or appointed official. f. City -owned land(s) or facility(ies) may be named after an employee, or former employee of the City of Saratoga if three (3) or more of the following criteria are met: • The employee's contributions were over and above the normal duties required by his/her job; • The employee had a positive impact on the past and future development of programs or facilities in the City of Saratoga; • The employee made significant volunteer contributions to the community outside the scope of his/her job; • The employee had exceptionally long tenure with the City of Saratoga (i.e. over 25 years); • There is significant public support for a memorial to the employee on the occasion of his/her death or retirement. V. POLICY & CRITERIA REGARDING RENAMING 1. Existing place names are deemed to have historic recognition. City policy is to retain the name of any existing land(s) and/or facility(ies) particularly when the name has City or regional significance. The City Council may consider renaming the facility if there are compelling reasons to do so, including, but not limited to when a facility has reached the end of its normal lifespan. 171 2. The following criteria shall be used in renaming City -owned lands and facilities: a. The individual, family or organization has made lasting and significant contributions to the protection of natural or cultural resources of the City; or b. The individual, family or organization has made substantial contributions to the betterment of a specific facility or park consistent with the established standards for the facility; or c. The individual, family or organization has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City. VI. PROCEDURE FOR NAMING & RENAMING OF CITY -OWNED LAND(S) OR FACILITY(IES) 1. A request to name or rename a City -owned land or facility shall be made in writing on the standard application form attached to this policy. 2. The application will be reviewed for completeness by staff in the City's Recreation (and Facilities) Department and forwarded to the Mayor. 3. The Mayor will designate an appropriate City Commission to review the application and make a recommendation to the City Council. 4. The City Council shall have final approval of naming and renaming recommendations. The above and foregoing resolution was approved and adopted by the City Council of the City of Saratoga on the 20th day of February 2008 by the following vote: AYES: Councilmembers Jill Hunter, Kathleen King, Aileen Kao Vice Chuck Page, Mayor Ann Waltonsmith NOES: None ABSTAIN: None ABSENT: None Ann Waltonsmith, Mayor 172 �_� /� /Z , SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: Christopher Riordan DIRECTOR: James Lindsay SUBJECT: Approval of Adjustments to the Advance Planning Operating Budget and Housing Element Update Contract Authorization RECOMMENDED ACTION: 1. Adopt the resolution approving adjustments to the Advance Planning Operating Budget. 2. Authorize the City Manager to execute a contract with Metropolitan Planning Group to update the General Plan Housing Element for an amount not to exceed $55,517. BACKGROUND: On October 17, 2013, the City released a Request for Proposal (RFP) to seek qualified firms to assist in updating the General Plan Housing Element. The received proposals ranged in cost from $55,517 to $70,100. After reviewing the proposals and evaluating their responses to the City's RFP, staff recommends that the City Council authorize the City Manager to execute a contract with Metropolitan Planning Group (M- Group) in the amount of $55,517. M -Group is located in Mountain View and has substantial experience and expertise in assisting Bay Area cities that are similar in size and demographics to the City of Saratoga which include: • City of Campbell • Los Altos Hills • City of San Carlos • City of Santa Clara • Town of Woodside M -Group has demonstrated their technical expertise and capability to meet the City's expectations and to complete the majority of the Housing Element update within the fiscal year. Additionally, staff contacted the firm's references, which included the Town of Los Altos Hills, the City of Santa Clara, the City of Campbell, and the City of Sunnyvale, and all the references reported that their past experiences with M -Group were positive. FISCAL IMPACTS: Staff requested an accelerated schedule to complete the majority of the Housing Element this fiscal year which requires $10,000 in additional funds within the Advance Planning Operating Page 1 of 2 173 Budget (the original schedule had the project crossing fiscal years). We are also projecting a $45,000 increase in General Plan Update Fees collected this fiscal year due to increased building permit activity. Therefore, a budget adjustment is being requested to increase the revenue projection and expenditures within the Advance Planning Operating Budget. With adoption of those adjustments the contract will have not fiscal impact. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The City Manager will not be authorized to execute the contract. ALTERNATIVE ACTION(S): Council may direct staff to seek additional proposals to update the General Plan Housing Element. ATTACHMENTS: 1. Budget Adjustment Resolution 2. Contract 3. Proposal from M -Group Page 2 of 2 174 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA TO INCREASE PROJECTED REVENUES AND EXPENDITURES IN THE FY 2013 /14 ADVANCE PLANNING OPERATING BUDGET WHEREAS, the City is projecting an increase in the General Plan Update Fees collected due to an increase in building permit activity; WHEREAS, the City has accelerated the schedule to update the General Plan Housing Element; WHEREAS, additional funds are necessary in the Advance Planning Operating Budget to complete the majority of the Housing Element update within FY 2013/14; WHEREAS, it is necessary to make adjustments to the FY 2013/14 Budget as follows: Account Description Account Amount Increase the projected amount of General Plan Update Fees collected in FY2013114 from $200, 000 to $245,000: General Plan Update Fee 1114102 43412 $ 45,000 To increase the operating expenditures in the Advance Planning Operating Budget from $50, 000 to $60, 000 to complete the General Plan Housing Element: GP Update — Housing Element 1 1 1 4102 65421 $ 10,000 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby approves the above adjustments to the Fiscal Year 2013/14 Budget. BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day December, 2013 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Attest: Crystal Bothelio, City Clerk 175 Mayor City of Saratoga CITY OF SARATOGA STANDARD INDEPENDENT CONTRACTOR AGREEMENT THIS AGREEMENT is made at Saratoga, California by and between the CITY OF SARATOGA, a municipal corporation ( "City "), and Metropolitan Planning Group (M- Group) ( "Consultant "), who agree as follows: RRMTATA WHEREAS, City requires the services of a qualified contractor to provide the work product described in Exhibit A of this Agreement; and WHEREAS, City lacks the qualified personnel to provide the specified work product; and WHEREAS, Contractor is duly qualified to provide the required work product; and WHEREAS, Contractor is agreeable to providing such work product on the terms and conditions hereinafter set forth. NOW THEREFORE, the parties hereto agree as follows: 1. RESULTS TO BE ACHIEVED Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to City the work product described in Exhibit A ( "Scope of Work "). Contractor is not authorized to undertake any efforts or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order from the Finance Department of the City of Saratoga. 2. TERM The term of this Agreement commences on December 4, 2013, and extends through December 4, 2014, or the completion of the project, whichever occurs first, unless it is extended by written mutual agreement between the parties, provided that the parties retain the right to terminate this Agreement as provided in Exhibit D at all times. 3. PAYMENT City shall pay Contractor for work product produced pursuant to this Agreement at the time and in the manner set forth in Exhibit B ( "Payment "). The payments specified in Exhibit B shall be the only payments to be made to City of Saratoga /Standard Contract Agreement 176 Page 1 of 24 Contractor in connection with Contractor's completion of the Scope of Work pursuant to this Agreement. Contractor shall submit all billings to City in the manner specified in Exhibit B; or, if no manner is specified in Exhibit B, then according to the usual and customary procedures and practices which Contractor uses for billing clients similar to City. 4. FACILITIES AND EQUIPMENT Except as set forth in Exhibit C ( "Facilities and Equipment "), Contractor shall, at its sole cost and expense, furnish all facilities and equipment, which may be required for completing the Scope of Work pursuant to this Agreement. City shall furnish to Contractor only the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in Exhibit C. 5. GENERAL PROVISIONS City and Contractor agree to and shall abide by the general provisions set forth in Exhibit D ( "General Provisions "). In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the General Provisions. 6. EXHIBITS All exhibits referred to in this Agreement are attached hereto and are by this reference incorporated herein and made a part of this Agreement. 7. CONTRACT ADMINISTRATION This Agreement shall be administered on behalf of City by Christopher Riordan ( "Administrator "). The Administrator has complete authority to receive information, interpret and define City's policies consistent with this Agreement, and communicate with Contractor concerning this Agreement. All correspondence and other communications shall be directed to or through the Administrator or his or her designee. 8. NOTICES All notices or communication concerning a party's compliance with the terms of this Agreement shall be in writing and may be given either personally, by certified mail, return receipt requested, or by overnight express carrier. The notice shall be deemed to have been given and received on the date delivered in person or the date upon which the postal authority or overnight express carrier indicates that the mailing was delivered to the address of the receiving Party. The Parties shall make good faith efforts to provide advance courtesy notice of any notices or communications hereunder via telefacsimile. However, under no circumstances shall such courtesy notice satisfy the notice requirements set forth above; nor shall lack of such courtesy notice affect the validity of service pursuant to the notice requirement set forth above. Any Party hereto, by giving ten (10) days written notice to the other, may designate any other address as substitution of the address to which the notice or communication shall City of Saratoga /Standard Contract Agreement 177 Page 2 of 24 be given. Notices or communications shall be given to the Parties at the addresses set forth below until specified otherwise in writing: Notices to Contractor shall be sent to: Geoff I. Bradley, AICP Principal Metropolitan Planning Group 579 Clyde Avenue, Suite 340 Mountain View, CA 94043 Notices to City shall be sent to: Christopher Riordan Senior Planner City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 With a copy (which copy shall not constitute notice) to: City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 9. ENTIRE AGREEMENT This Agreement supersedes any and all agreements, either oral or written, between the parties hereto with respect to Contractor's completion of the Scope of Work on behalf of City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding. No amendment, alteration, or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto. City of Saratoga /Standard Contract Agreement 178 Page 3 of 24 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CONSULTANT: By: Print Name: Position: Date: CITY OF SARATOGA, a municipal corporation Name: Title: APPROVED AS TO FORM: City Attorney Attachments Date: Date: Exhibit A -- Scope of Work Exhibit B -- Contract Payment and Reporting Schedule Exhibit C -- Facilities and Equipment Exhibit D -- General Provisions Exhibit E -- Insurance Requirements City of Saratoga /Standard Contract Agreement 179 Page 4 of 24 EXHIBIT A M -Group proposes the following Scope of Work based on tasks identified in the RFP and from M- Group's experience conducting Housing Element Updates in the Bay Area. Task A. Coordination & Public Meetings Al - Coordination with City Staff M -Group will work closely with City Staff throughout the entire Housing Element update according to an agreed upon timeline (Section 4 - Schedule) so that completion of HCD certification occurs by or before January 31, 2015. A2 - Public Hearings M -Group will attend and present at four (4) public meetings (two (2) Planning Commission and two City Council hearings) during the Draft Housing Element public review. M -Group will assist City Staff in responding to questions and comments from the public, agencies, or HCD. In addition, M -Group will present public and committee feedback to City Council on prioritized funding. M -Group will also be available to attend additional meetings at the rates described in the cost proposal. A3 - HCD Certification M -Group will continue to assist the City in obtaining completed Housing Element HCD certification. M- -Group will closely collaborate with the City and HCD to ensure that the Housing Element meets State requirements and, if necessary, will suggest modifications to the update in order to obtain certification. Task A Deliverables • M -Group will engage in regularly scheduled conference calls and in- person meetings with City staff during entire project lifecycle. • M -Group will attend two (2) Planning Commission public hearings (including CEQA). • M -Group will attend two (2) City Council public hearings (including CEQA). • M -Group will deliver a memo listing possible revisions necessary to achieve HCD certification. City of Saratoga /Standard Contract Agreement :1 Page 5 of 24 Task B. Housing Element Update B1 - Current Housing Element Evaluation / Recommended Modifications M -Group will review existing City policies, plans and programs in order to plan and provide for housing that meets the fair share housing requirement for the City as mandated by State law. The existing conditions review is intended to plan for housing needs while balancing community objectives and resources. M -Group will analyze the results and effectiveness of the current Housing Element and existing housing programs and policies in the City. This will include a study of the previous Housing Element Update cycle and a comparison of Regional Housing Allocation projected goals and actual accomplishments. The study report will take into account challenges faced by the City in meeting its fair share of housing during the current planning period. B2 - Document Review M -Group will conduct a thorough review of documents pertaining to the Housing Element update. The General Plan, Specific Plans, Zoning Ordinance, permit data, and other background documents deemed applicable will be studied to formulate an accurate understanding of the existing housing situation, including potential and actual nongovernmental constraints, especially in light of the State's elimination of Redevelopment Agencies. B3 - Housing Resource Inventory & Opportunities M -Group will locate appropriate housing resources including programmatic, financial, and physical resources, energy conservation opportunities, in a vacant and underutilized land analysis. This is an important step in determining available zoning capacity in the City to fulfill its RHNA. This analysis will be organized into a parcel -- specific listing and will examine suitability for housing development during the near term. M -Group will work with City staff to confirm opportunity sites, including details such as assessor parcel numbers, addresses, potential dwelling units, Zoning and General Plan designations, and development regulations. City of Saratoga /Standard Contract Agreement 181 Page 6 of 24 B4 - Housing Constraints To identify governmental and market constraints, M -Group will analyze existing zoning and land use patterns within the City. M -Group will analyze constraints at all income levels pertaining to: • Land - -use controls • Local and regional impact fees • Permit procedures and fees • Codes and enforcement • Physical/ environmental constraints • Infrastructure • Financial and market conditions • Constraints for Housing for Persons with Disabilities • Inclusionary Housing B5 - Goals, Policies & Implementing Programs M -Group will prepare Housing Element Goals, Policies, and Implementing Programs. This task will also identify programs to mitigate or remove constraints. M -Group will develop a Housing Element that contains programs specifically tailored to housing needs and challenges while satisfying State requirements with specific attention paid to mixed -use housing. B6 -Draft Housing Element M -Group will prepare the City's Housing Element update in compliance with the State's procedure and guidelines for a Streamlined Housing Element process including necessary exhibits, tables, and appropriates goals, policies, and recommended actions. M -Group will incorporate staff comments on the Administrative Draft in the Public Review Draft. B7 - Final Housing Element M -Group will incorporate comments from the public and commissions in the submittal to HCD. The prepared streamlined review submittal will include a Streamlined Update template showing where changes to the previously adopted Housing Element were made. M -Group will prepare a transmittal letter to HCD and correspond with HCD on comments made following the Public Review Draft. Once comments have been received from HCD and the public, M -Group will amend the Public Review Draft Housing Element to reflect feedback. Once HCD has deemed the Final Draft Housing Element compliant, M -Group will produce and submit the Final Housing Element. City of Saratoga /Standard Contract Agreement W, Page 7 of 24 Task B Deliverables M -Group will provide the City with a detailed memo summarizing key issues with existing policy documents and provide strategy recommendations. • Administrative Draft Housing Element hardcopy and electronic version Public Review Draft Housing Element hardcopy and electronic version Public Hearing Draft Housing Element hardcopy and electronic version • The final adopted Housing Element will be delivered in Microsoft Word and InDesign so that it is compatible with the City's General Plan. Task C. Public Participation M -Group will prepare media to post on the City website to advertise upcoming community meetings and information about the Housing Element Update effort. M -Group will also prepare handouts to gather input from the community. Maps, PowerPoint presentations and materials for the workshops will also be prepared to facilitate discussion and clear understanding by participants. With the goal of facilitating meaningful public participation, M -Group aims to inform the community about innovative housing programs, improved quality of life, addressing development and preservation, incorporating smart and sustainable initiatives, and fostering open space conservation while addressing fears concerning development density. M -Group will prepare for and attend two (2) community meetings during the housing needs analysis. M -Group will identify and produce a key stakeholders list and create workshop materials such as notifications, displays and materials for attendees. Meetings will be arranged in such a manner so as to facilitate informal discussions and generate creative ideas that would help address City housing need. Photographs and questionnaires may be used to record input over a wide cross section of the public. M -Group has found this to be an effective means for collecting and recording feedback, which will be used to formulate and refine Housing Element goals and policies. M -Group will report and consult with the Housing Element Advisory Committee (up to five (5) times) regarding project progress and funding opportunities. Task C Deliverables • MGroup will prepare a memo outlining the public participation approach and format. M -Group will provide a digital copy of all noticing and advertising materials. • M -Group staff will conduct two public meetings and /or workshops [approx. two (2) hours each] and incorporate comments into the Draft Housing Element. City of Saratoga /Standard Contract Agreement Page 8 of 24 183 Task D. CEQA Compliance M -Group will ensure the Housing Element Update is sensitive to environmental issues, opportunities, and constraints as the key environmental review process objectives intend to identify potential impacts early in the public planning process. Background data collection will be done concurrently with land use, zoning, housing market, and traffic condition compilation efforts. Environmental baseline data that could be useful in helping inform the Housing Element update includes materials pertaining to sensitive natural resources (water quality, biological resources, etc.) and environmentally hazardous areas (geotechnical instabilities, flood hazards, environmental contamination, excessive noise levels, etc.). M -Group recommends preparing a Housing Element update Initial Study. Depending on results, M -Group will most likely recommend completing a Negative Declaration or a Mitigated Negative Declaration. CEQA initiation will be done with a clear understanding of both project issues and project definition. In consultation with City staff, M- Group's project team will prepare an Initial Study, which identifies project - related issues and impacts associated with each environmental topic listed in CEQA Guidelines Appendix G. This impact analysis will consider growth anticipated by the Housing Element update including consideration of policies, guidelines, standards, and implementation strategies that mitigate potentially significant impacts, which might otherwise occur. M -Group can complete most Initial Study requirements in- house, but should technical studies be needed, M -Group has a list of sub - consultants whom we work with on a regular basis and can propose appropriate sub - consultants to the City. This scope of work expects that following preparation of the Initial Study the City will be able to adopt a Negative Declaration or Mitigated Negative Declaration for its Housing Element Update. M -Group recommends that the Environmental Analysis be conducted during HCD Review. There will be a required 30 -day public review period for the CEQA document, during which the City will receive submitted comments from interested agencies and the public, and M -Group will incorporate all responses in the final CEQA document. M -Group delivers electronic copies, and paper copies (as needed) of the Administrative Draft Initial Study, Screencheck Administrative Draft Initial Study, Public NOA draft, Initial Study, ND /MND, and NOC. NOC, Initial Study /ND, and NOD will also be sent to the State Clearinghouse. City of Saratoga /Standard Contract Agreement W Page 9 of 24 Task D Deliverables • M-Group will provide the City with a memo outlining which CEQA document is needed. • An Administrative Draft (of the expected Negative Declaration or Mitigated Negative Declaration) will be provided by M-Group for review by City Staff and the public. • Following comment incorporation, M-Group will provide a finalized CEQA Document. W"F r :i4 O—OP-1i i, H-66 uhoJswy I: rao dLLvAh.ic —d City of Saratoga/ Standard Contract Agreement 185 Page 10 of 24 EXHIBIT B PAVMFNT 1. TOTAL COMPENSATION City shall pay Contractor an amount not to exceed the total sum of $55,517 dollars for work to be performed and reimbursable costs incurred pursuant to this Agreement. The total sum stated above shall be the total which City shall pay for the work product to be provided by Contractor pursuant to this Agreement. 2. INVOICES Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for work performed and reimbursable expenses incurred prior to the invoice date. Invoices shall contain the following information: a. Serial identifications of bills, i.e., Bill No. 1; b. The beginning and ending dates of the billing period; C. A summary containing the total contract amount, the amount of prior billings, the total due this period, and the remaining balance available for all remaining billing periods. 3. MONTHLY PAYMENTS City shall make monthly payments, based on such invoices, for satisfactory progress in completion of the Scope of Work, and for authorized reimbursable expenses incurred. 4. REIMBURSABLE EXPENSES There shall be no right to reimbursement of expenses incurred by Contractor except as specified in Exhibit A to this Agreement. City of Saratoga /Standard Contract Agreement im Page 11 of 24 EXHIBIT C FACILITIES AND EQUIPMENT City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Contractor's use while consulting with City employees and reviewing records and the information in possession of City. The location, quantity, and time of furnishing said physical facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long- distance telephone or other communication charges, vehicles, and reproduction facilities. Contractor shall not use such services, premises, facilities, supplies or equipment for any purpose other than in the performance of Contractor's obligations under this Agreement. City of Saratoga /Standard Contract Agreement 187 Page 12 of 24 EXHIBIT D GENERAL PROVISIONS 1. INDEPENDENT CONTRACTOR At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of City. Contractor shall complete the Scope of Work hereunder in accordance with currently approved methods and practices in Contractor's field. City shall have the right to control Contractor only with respect to specifying the results to be obtained from Contractor pursuant to this Agreement. City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Likewise, no relationship of employer and employee is created by this Agreement between the City and Contractor or any subcontractor or employee of Contractor. Nothing contained in this Agreement shall be construed as limiting the right of Contractor to engage in Contractor's profession separate and apart from this Agreement so long as such activities do not interfere or conflict with the performance by Contractor of the obligations set forth in this Agreement. Interference or conflict will be determined at the sole discretion of the City. 2. STANDARD OF PERFORMANCE Contractor shall complete the Scope of Work required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged in the geographical area in which Contractor practices its profession. All work product of whatsoever nature which Contractor delivers to City pursuant to this Agreement shall be prepared in a substantial and professional manner and conform to the standards of quality normally observed by a person practicing in Contractor's profession. 3. TIME Contractor shall devote such time to the Scope of Work pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 4. CONTRACTOR NO AGENT Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 5. BENEFITS AND TAXES Contractor shall not have any claim under this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers City of Saratoga /Standard Contract Agreement im Page 13 of 24 compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, including, but not limited to, federal and state income taxes, and in connection therewith Contractor shall indemnify and hold City harmless from any and all liability that City may incur because of Contractor's failure to pay such taxes. City shall have no obligation whatsoever to pay or withhold any taxes on behalf of Contractor. 6. ASSIGNMENT PROHIBITED No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. However, with the consent of the City given in writing, Contractor is entitled to subcontract such portions of the work to be performed under this Agreement as may be specified by City. 7. PERSONNEL a. Qualifications. Contractor shall assign only competent personnel to complete the Scope of Work pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Contractor shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons. b. Employment Eligibility. Contractor shall ensure that all employees of Contractor and any subcontractor retained by Contractor in connection with this Agreement have provided the necessary documentation to establish identity and employment eligibility as required by the Immigration Reform and Control Act of 1986. Failure to provide the necessary documentation will result in the termination of the Agreement as required by the Immigration Reform and Control Act of 1986. c. Prevailing Wages. This is a public works contract within the meaning of Part 7 of Division 2 of the California Labor Code (Sections 1720 et seq.). In accordance with California Labor Code Section 1771, all contractors and subcontractors on this public work project shall pay not less than current prevailing wage rates as determined by the California Department of Industrial Relations ( "DIR "). Pursuant to Section 1773 of the California Labor Code, the City has obtained the general prevailing rate of wages and employer payments for health and welfare, vacation, pension and similar purposes in the City of Saratoga, a copy of which is on file at 13777 Fruitvale Avenue, Saratoga, California at the office of the Public Works Director, and shall be made available for viewing to any interested party upon request. City of Saratoga /Standard Contract Agreement i• Page 14 of 24 8. CONFLICT OF INTEREST a. In General. Contractor represents and warrants that, to the best of the Contractor's knowledge and belief, there are no relevant facts or circumstances which could give rise to a conflict of interest on the part of Contractor, or that the Contractor has already disclosed all such relevant information. b. Subsequent Conflict of Interest. Contractor agrees that if an actual or potential conflict of interest on the part of Contractor is discovered after award, the Contractor will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Contractor has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Contractor shall have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. c. Interests of City Officers and Staff. No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this Agreement or the proceeds thereof. Neither Contractor nor any member of any Contractor's family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Contractor's operations or authorizes funding to Contractor. 9. COMPLIANCE WITH LAWS a. In General. Contractor shall observe and comply with all laws, policies, general rules and regulations established by City and shall comply with the common law and all laws, ordinances, codes and regulations of governmental agencies, (including federal, state, municipal and local governing bodies) applicable to the performance of the Scope of Work hereunder, including, but not limited to, all provisions of the Occupational Safety and Health Act of 1979 as amended. b. Licenses and Permits. Contractor represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Contractor to practice its profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Contractor to practice its profession. c. Funding Agency Requirements. To the extent that this Agreement may be funded by fiscal assistance from another entity, Contractor shall comply with all applicable rules and regulations to which City is bound City of Saratoga /Standard Contract Agreement 190 Page 15 of 24 by the terms of such fiscal assistance program. d. Drug -free Workplace. Contractor and Contractor's employees and subcontractors shall comply with the City's policy of maintaining a drug - free workplace. Neither Contractor nor Contractor's employees and subcontractors shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code Section 812, including marijuana, heroin, cocaine, and amphetamines, at any facility, premises or worksite used in any manner in connection with performing services pursuant to this Agreement. If Contractor or any employee or subcontractor of Contractor is convicted or pleads nolo contendere to a criminal drug statute violation occurring at such a facility, premises, or worksite, the Contractor, within five days thereafter, shall notify the City. e. Discrimination Prohibited. Contractor assures and agrees that Contractor will comply with Title VII of the Civil Rights Act of 1964 and other laws prohibiting discrimination and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era veteran's status, political affiliation, or any other non -merit factors be excluded from participating in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 10. DOCUMENTS AND RECORDS a. Property of City. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Contractor pursuant to this Agreement shall become the property of City upon completion of the work to be performed hereunder or upon termination of this Agreement. b. Retention of Records. Until the expiration of five years after the furnishing of any services pursuant to this Agreement, Contractor shall retain and make available to the City or any party designated by the City, upon written request by City, this Agreement, and such books, documents and records of Contractor (and any books, documents, and records of any subcontractor(s)) that are necessary or convenient for audit purposes to certify the nature and extent of the reasonable cost of services to City. c. Use Of Recycled Products. Contractor shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. d. Professional Seal. Where applicable in the determination of the contract City of Saratoga /Standard Contract Agreement 191 Page 16 of 24 administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped /sealed and signed by the licensed professional responsible for the report /design preparation. The stamp /seal shall be in a block entitled "Seal and Signature of Registered Professional with report /design responsibility" as per the sample below. Seal and Signature of Registered Professional with report /design responsibility. 11. CONFIDENTIAL INFORMATION Contractor shall hold any confidential information received from City in the course of performing this Agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the Agreement or at any time thereafter. Upon expiration of this Agreement, or termination as provided herein, Contractor shall return materials which contain any confidential information to City. Contractor may keep one copy for its confidential file. For purposes of this paragraph, confidential information is defined as all information disclosed to Contractor which relates to City's past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. 12. RESPONSIBILITY OF CONTRACTOR Contractor shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to Contractor, to any subcontractor, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the Contractor or of any subcontractor. 13. INDEMNIFICATION Contractor and City agree that City, its employees, agents and officials shall, to the fullest extent permitted by law, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost arising out of or in any way related to the performance of this Agreement. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the City. Contractor acknowledges that City would not enter into this agreement in the absence of the commitment of Contractor to indemnify and protect City as set forth below. City of Saratoga /Standard Contract Agreement 192 Page 17 of 24 a. Indemnity. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless City, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind whatsoever without restriction or limitation, incurred in relation to, as a consequence of or arising out of or in any way attributable actually, in whole or in part, to the performance of this Agreement. All obligations under this provision are to be paid by Contractor as they are incurred by the City. b. Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this section, Contractor shall not be required to indemnify and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such sole fault is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the City is shown to have been solely at fault and not in instances where Contractor is solely or partially at fault or in instances where City's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Contractor will be all- inclusive and City will be indemnified for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. c. Acknowledgement. Contractor acknowledges that its obligation pursuant to this section extends to liability attributable to City, if that liability is less than the sole fault of City. Contractor has no obligation under this agreement for liability proven in a court of competent jurisdiction or by written agreement between the parties to be the sole fault of City. d. Scope of Contractor Obligation. The obligations of Contractor under this or any other provision of this Agreement will not be limited by the provisions of any workers' compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to City, its employees and officials. e. Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance or subject matter of this Agreement. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the terms of this section. f. In General. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify City of Saratoga /Standard Contract Agreement 193 Page 18 of 24 and defend City as set forth herein is binding on the successors, assigns, or heirs of Contractor and shall survive the termination of this agreement or this section. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this Agreement is not a construction contract. By execution of this Agreement, Contractor acknowledges and agrees that it has read and understands the provisions hereof and that this paragraph is a material element of consideration. City approval of the insurance contracts required by this Agreement does not relieve the Contractor or subcontractors from liability under this paragraph. 14. INSURANCE REQUIREMENTS Contractor shall procure and maintain for the duration of the contract insurance as set forth in Exhibit E. The cost of such insurance shall be included in the Contractor's bid. 15. DEFAULT AND REMEDIES a. Events of default. Each of the following shall constitute an event of default hereunder: 1. Failure to perform any obligation under this Agreement and failure to cure such breach immediately upon receiving notice of such breach, if the breach is such that the City determines the health, welfare, or safety of the public is immediately endangered; or 2. Failure to perform any obligation under this Agreement and failure to cure such breach within fifteen (15) days of receiving notice of such breach, if the breach is such that the City determines that the health, welfare, or safety of the public is not immediately endangered, provided that if the nature of the breach is such that the City determines it will reasonably require more than fifteen (15) days to cure, Contractor shall not be in default if Contractor promptly commences the cure and diligently proceeds to completion of the cure. b. Remedies upon default. Upon any Contractor default, City shall have the right to immediately suspend or terminate the Agreement, seek specific performance, contract with another party to perform this Agreement and /or seek damages including incidental, consequential and /or special damages to the full extent allowed by law. c. No Waiver. Failure by City to seek any remedy for any default hereunder shall not constitute a waiver of any other rights hereunder or any right to seek any remedy for any subsequent default. City of Saratoga /Standard Contract Agreement 194 Page 19 of 24 16. TERMINATION Either party may terminate this Agreement with or without cause by providing 10 days notice in writing to the other party. The City may terminate this Agreement at any time without prior notice in the event that Contractor commits a material breach of the terms of this Agreement as defined by Article 15 above. Upon termination, this Agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged here -from, subject to payment for acceptable services rendered prior to the expiration of the notice of termination. Notwithstanding the foregoing, the provisions of this Agreement concerning retention of records, City's rights to material produced, confidential information, contractor's responsibility, indemnification, insurance, dispute resolution, litigation, and jurisdiction and severability shall survive termination of this Agreement. 17. DISPUTE RESOLUTION The parties shall make a good faith effort to settle any dispute or claim arising under this Agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non - binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys fees. 18. LITIGATION If any litigation is commenced between parties to this Agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys' fees and costs. 19. JURISDICTION AND SEVERABILITY This Agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be in that state and venue shall be in Santa Clara County, California. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force and effect. 20. NOTICE OF NON - RENEWAL Contractor understands and agrees that there is no representation, implication, or understanding that the City will request that work product provided by Contractor under this Agreement be supplemented or continued by Contractor under a new agreement following expiration or termination of this Agreement. Contractor waives all rights or claims to notice or hearing respecting any failure by City to continue to request or retain all or any portion of the work product from Contractor following the expiration or termination of this Agreement. City of Saratoga /Standard Contract Agreement 195 Page 20 of 24 21. PARTIES IN INTEREST This Agreement is entered only for the benefit of the parties executing this Agreement and not for the benefit of any other individual, entity or person. 22. WAIVER. Neither the acceptance of work or payment for work pursuant to this Agreement shall constitute a waiver of any rights or obligations arising under this Agreement. The failure by the City to enforce any of Contractor's obligations or to exercise City's rights shall in no event be deemed a waiver of the right to do so thereafter. City of Saratoga /Standard Contract Agreement 196 Page 21 of 24 EXHIBIT E INSURANCE Please refer to the insurance requirements listed below. Those that have an "X" indicated in the space before the requirement apply to Contractor's Agreement (ignore any not checked). Contractor shall provide its insurance broker(s) /agent(s) with a copy of these requirements and request that they provide Certificates of Insurance complete with copies of all required endorsements to: Administrative Services Officer, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070. Contractor shall furnish City with copies of original endorsements affecting coverage required by this Exhibit E. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements and certificates are to be received and approved by City before work commences. City has the right to require Contractor's insurer to provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications. X_ Commercial General/ Business Liability Insurance with coverage as indicated: X $1,000,000 per occurrence/ $2,000,000 aggregate limits for bodily injury and property damage $ per occurrence bodily injury /$ per occurrence property damage Coverage for X, C, U hazards MUST be evidenced on the Certificate of Insurance If the standard ISO Form wording for "OTHER INSURANCE ", or other comparable wording, is not contained in Contractor's liability insurance policy, an endorsement must be provided that said insurance will be primary insurance and any insurance or self - insurance maintained by City, its officers, employees, agents or volunteers shall be in excess of Contractor's insurance and shall not contribute to it. X Auto Liability Insurance with coverage as indicated: X $1,000,000 combined single limit for bodily injury and property damage $ per person /$ per accident for bodily injury City of Saratoga /Standard Contract Agreement 197 Page 22 of 24 $ per occurrence for property damage $ 500,000 combined single limit for bodily injury and property damage Garage keepers extra liability endorsement to extend coverage to all vehicles in the care, custody and control of the contractor, regardless of where the vehicles are kept or driven. X Professional/ Errors and Omissions Liability with coverage as indicated: X $1,000,000 per loss/ $2,000,000 aggregate $5,000,000 per loss/ $5,000,000 aggregate Contractor must maintain Professional/ Errors & Omissions Liability coverage for a period of three years after the expiration of this Agreement. Contractor may satisfy this requirement by renewal of existing coverage or purchase of either prior acts or tail coverage applicable to said three year period. X_ Workers' Compensation Insurance X Including minimum $1,000,000 Employer's Liability The Employer's Liability policy shall be endorsed to waive any right of subrogation as respects the City, its employees or agents. The Contractor makes the following certification, required by section 1861 of the California Labor Code: I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self - insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract X Additional Insured Endorsement(s) for Commercial General/ Business Liability coverage naming the City of Saratoga, its officers, employees and agents as additional insured. (NOTE: additional insured language on the Certificate of Insurance is NOT acceptable without a separate endorsement such as Form CG 20 10) X The Certificate of Insurance MUST provide 30 days notice of cancellation, (10 days notice for non - payment of premium). NOTE: the following words must be crossed out or deleted from the standard cancellation clause: ".. . endeavor to ..." AND "... but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives." All subcontractors used must comply with the above requirements except as noted below: City of Saratoga /Standard Contract Agreement Page 23 of 24 198 As to all of the checked insurance requirements above, the following shall apply: a. Deductibles and Self- Insured Retentions. Any deductibles or self - insured retentions must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its officers, officials and employees; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. b. City as Additional Insured. The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor, premises owned, occupied or used by the Contractor, or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees or volunteers. c. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: 1. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. 2. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3. Coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. d. Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A: VII City of Saratoga /Standard Contract Agreement 199 Page 24 of 24 • City of Saratoga `�i -' Pro oral for 2015 Housin Element ri Update & Environmental Review Submitted October 30, 2013 1, Ilk t Submitted by M- Group 579 Clyde Ave Suite 340 Mountain View, CA 94043 650.938.11111 mplanninggroup.com METROPOLITAN PLANNING GROUP u new design on urban planning 40 October 30, 2013 G R © U P Mr. Christopher Riordan, Senior Planner City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 RE: Proposal for 2015 -2023 Housing Element Update & Environmental Review Dear Mr. Riordan: We appreciate this opportunity to submit our proposal to the City of Saratoga for assistance in updating its 2015 -2023 Housing Element Update and accompanying Environmental Review by January 31, 2015. Since its creation, M -Group has brought high - caliber planning services to many Bay Area communities. Our mission is to create o new design on urban plooning. We work closely with the public, city staff, and decision- makers to formulate forward - looking planning documents that align with community values. Our staff of 36 planners brings a wealth of experience in developing innovative and effective community solutions. In the current 2009 -2014 Housing Element cycle, M -Group prepared Housing Element updates for 12 cities in the Bay Area, including Los Altos Hills, Campbell, Mill Valley, Sausalito, and Belvedere. We retain and use best practices gleaned from past projects, and customize our approach to the City's desired direction and each community's unique character. For this project, M -Group proposes a qualified planning team to conduct community outreach, update sections of the City's Housing Element in compliance with HCD guidelines and State law, and prepare, post and file appropriate CEQA compliance documents. Please do not hesitate in requesting changes to our proposal, as we are committed to finding the best solution for the City, and are happy to consider modifications. I can be reached at 650.938.1111 or 408.603.0072 (cell). Sincerely, 0 ../ Geoff I. Bradley, AICP Principal geoff@mplanninggroup.com 201 Proposal for General Plans Housing Element Update City of Saratoga Table of Contents Summary Information Section 1 Firm Profile and Proposed Team 1 Section 2 Project Understanding and Approach 5 Section 3 Scope of Work 8 Section 4 Schedule 9 Section 5 Fee Estimate 30 Section 6 Relevant Projects and References 12 Section 7 Resumes 23 202 Proposal for General Plan Hauling Dernent Update City of Saratoga Ad G R O U P Summary Information M -Group exists to bring high - caliber, innovative and effective planning solutions and services to Bay Area cities. Regarding this proposal, please contact: Geoff I. Bradley, AICP, Principal 579 Clyde Ave, Suite 340 Mountain View, California 94043 (650) 935.1111 geoff@mplanninggroup.com www.mplanningerour).com Purpose M -Group understands that Housing Element Updates are a major opportunity for a City and its community to shape policy in ways that are both visionary and accomplishable. Our approach is one of listening, educating, and translating community desires and dreams into cohesive direction. In the current Housing Element cycle (2009- 2014), M -Group managed and completed twelve (12) Housing Elements throughout the Bay Area. This planning effort encompassed nearly 15,000 housing units. In our Housing Element update processes, we work closely with State Department of Housing and Community Development (HCD) reviewers and the community to create sustainable, forward - thinking plans reflecting city character and goals. We produce "living documents" that not only comply with regulatory requirements, but that citizens identify with and understand, and are straightforward for the City to implement. We work closely with staff, decision makers, and citizens to engage in a collaborative planning effort throughout the policy planning process. II. Project Staff & Experience All M -Group staff have required planning qualifications and real -world experience to develop plans that will complement and strengthen existing neighborhoods. Our exposure gained while working with various local jurisdictions has allowed us to develop specialized approaches that help each community and client achieve their own unique objectives. We have earned a reputation for providing quality services to the communities we partner with. M -Group has assigned the following key staff in assisting the City of Saratoga in updating its Housing Element. • Geoff I. Bradley, AICP, Principal -in- Charge • Kerry Rohrmeier, PhD AICP, Project Manager • Justin Shiu, Assistant Planner • Blaze Syka, Assistant Planner • Olivia Ervin, Environmental Planner 203 Proposal for General Plan Housing Element Update City of Saratoga, III. Project Understanding & Approach HCD's Streamlined Review M -Group will pursue the streamlined approach allowed by HCD for the 2015 -2023 Housing Element planning cycle. Community Outreach Community outreach is a critical Housing Element Update component. In particular, input from residents, local businesses, and interested affordable housing groups will be needed to generate informed decisions and help craft solutions that address State Law. Our community - oriented approach allows for ample opportunities for public input. Unmet Need & Site Inventory M -Group will determine whether there is any unmet need across various income categories from current planning period. The site inventory for the new 2015 -2023 planning period will involve an existing unit capacity review on all residentially zoned land in the City to be counted towards the new RHNA plus approved projects since adoption of the previous Housing Element and new projects slated in the pipeline. Identified Strengths & Issues Some challenges that Saratoga faces going forward include a rising mean household income and high overpayment incidence among lower income families. Larger rental housing is likely to be a priority due to demographics and overcrowding so innovative mixed -use options will be analyzed. Saratoga will also need to look into continued and enhanced provisions for special needs groups, including an increasing senior population, homeless, and persons with disabilities. CEQlA Document M- Group's goal is to create a Housing Element that is consistent with the existing General Plan, other City Plans, and existing residential densities so that no rezoning or additional density beyond what is allowed for in the current General Plan is required. If zoning policy needs revision, then economic impacts will be assessed. If this remains the case then an Initial Study /Mitigated Negative Declaration would be the appropriate environmental document. Scope, Timeline & Cost Per the contract included with the RFP as is, M -Group proposes the following Scope of Work based on four tasks identified in the RFP to be completed by January 31, 2015 for a total fee, including contingency, of $67,232 [or $55,517 excluding public participation]. • Task A. Coordination & Public Meetings • Task B. Housing Element (Admin. Draft 06/14, Public Review Draft 08/14, Final 1/15) • Task C. Public Participation • Task D. CEQA Compliance Relevant projects and references included with this proposal showcase M- Group's recent successes performing professional services for Housing Element Updates similar in scope to this RFP. 204 Proposal for General Plan Housing Elenient Update City of Saratoga SECTION 1 &I G R O U P Firm Profile & Proposed Team M -Group exists to bring innovative and effective planning solutions to Bay Area cities. Since the creation of the firm we have brought high - caliber planning and entitlement services to many Bay Area communities. Firm Description M- Group's Principal, Geoff I. Bradley, AICP, has extensive experience working on complex, high profile projects in Bay Area jurisdictions. Our staff brings together a range of accomplishments and a wealth of real -world experience gained from partnering with more than 35 Bay Area planning departments. We are committed to creating a new design on urban planning. This new approach takes many forms in our relationships with our clients and within our firm. It is an important part of what makes us unique and allows us to grow both as professionals and as a larger enterprise. M -Group strives to provide the highest levels of customer service and planning quality services, delivering tailored solutions that fit client needs. We also maintain a commitment to continuous improvement and accountability. We understand the importance of representing all community in planning activities, and achieve this by working seamlessly with city staff and the public in all communities we serve. II. M- Group's Services M- Group's 36 planner team has expertise and provides services in the realm of: • Staffing Solutions • Policy Planning • Urban Design • Sustainability Services M -Group has crafted and implemented General Plans, Housing Elements, Zoning Codes, Design Guidelines, Urban Design plans, Area Plans and Specific Plans throughout the Bay Area that help communities achieve their goals. General Plan and Housing Element Updates are a major opportunity for a City and its community to shape policy direction in ways that are both visionary and accomplishable. Our approach is one of listening, educating, and translating community desires and dreams into cohesive policy direction. In the current Housing Element cycle (2009- 2014), M -Group managed and completed twelve (12) Housing Elements throughout the Bay Area. This planning effort encompassed nearly 15,000 housing units. Page 1 205 Proposal for General Plan Housing Element Update City of Saratoga In our Housing Element update processes, we work closely with State Department of Housing and Community Development (HCD) reviewers and the community to create sustainable, forward - thinking plans reflecting city character and goals. We produce "living documents" that not only comply with regulatory requirements, but that citizens identify with and Understand, and are straightforward for the City to implement. We work closely with staff, decision makers, and citizens to engage in a collaborative planning effort throughout the policy planning process. M -Group staff is also trained in graphic design. M -Group planners are able to deliver clear, usable visualizations and maps that support and illustrate various planning results. III. Office Locations Mountain View office: Petaluma office: Napa office: 579 Clyde Ave Suite 340 40 4th Street Suite 264 1303 Jefferson St. Suite 100E Mountain View, California 94043 Petaluma, California 94952 Napa, California 94558 650.938.1111 707.778.4301 707.259.1790 Contact: Geoff I. Bradley, AICP, Principal 650.938.1111 geoff@mplanninggroup.com Current staff strength: 36 planners and 2 support staff Page 2 206 Proposal for General Plan Housing Element Update City of Saratoga IV. Project Staff & Experience All M -Group staff has the required planning qualifications and real - world experience to develop plans that will complement and strengthen existing neighborhoods. Our exposure gained while working with various local jurisdictions has allowed us to develop specialized approaches that help each community and client achieve their unique objectives. We have earned a reputation for providing quality services to the communities we partner with. M -Group has assigned the following key staff in assisting the City of Saratoga in updating its Housing Element: • Geoff I. Bradley, AicP, Principal -in- Charge • Kerry Rohrmeier, PhD AICP, Project Manager • Justin Shiu, Assistant Planner • Blaze Syka, Assistant Planner • Olivia Ervin, Environmental Planner Geoff L Bradley, AICP, Principal -in- Charge: Geoff is an experienced professional planner recognized among Bay Area planners as highly motivated and results- oriented. Geoff's focus is on building strong client relationships through a thorough understanding of their needs and constant open communication. Recently, Geoff oversaw the completion of the City of Belvedere General Plan and Housing Element Update. This was one of the first Housing Elements in Marin County to be certified by HCD. Geoff Bradley, while a Senior Planner at the City of Campbell, was project manager for a comprehensive General Plan update, including an EIR and Housing Element Update in 2001. Geoff worked closely with the consultant team and was able to successfully manage the project and gain HCD certification. Kerry Rohrmeier, PHD AICP, Senior Planner /Director of Urban Research: Kerry has more than a decade of experience in a variety of long -range and current public policy planning and land development. Recently, Kerry is leading Campbell's Housing Element Update and Foster City's Climate Action Plan. She is currently working on a Comprehensive Zoning Ordinance Update for Coalinga and Residential Design Guidelines for multiple Bay Area cities. Kerry enjoys facilitating discussions and workshops and has worked extensively with neighborhood and community groups to help navigate and participate in the planning process. She is familiar with Saratoga citizens' potential concerns and her strengths include dependable project management, open client communication, and utilizing graphic and GIS capabilities to produce user - friendly documents. Justin Shiu, Assistant Planner: Justin has local experience working on Bay Area long -range and current planning projects. He has served as the project planner for permit and design review applications at the City of Lafayette and worked on long -range projects for the City of Pittsburg. He is currently working on Page 3 207 Proposal for General Plan Housing Elenient Update City of Saratoga Campbell's Housing Element Update along with greenhouse gas emission reduction analyses for the Foster City Climate Action Plan. Blaze Syka, Assistant Planner: Blaze has local planning experience gained while working on Bay Area community and urban design projects at M- Group. His range of skills includes workshop facilitation and specific plan policy development; and he is especially skilled at creating creative, interpretable graphics to effectively convey complex planning concepts for use by a layperson or professional audience. Olivia Ervin, Environmental Planner: Olivia Ervin has a strong background in environmental and land use planning. She is well versed in the CEQA /RIEPA process as well as all aspects of environmental review and compliance. Her experience includes creating Environmental Impact Reports, developing green building standards, conducting greenhouse gas inventories, and climate action plan preparation. She also reviewed and revised building codes, to assure consistency with General Plans and EIRs. Olivia has experience supervising biological technicians, archaeologist, geologists, and other technical scientists. Olivia demonstrates strong attention to detail and provides applicants with timely service because of her excellent organization and communication skills. Please see Budget for time dedicated by each team member to the Project, and attachments for r6sumes of key staff members above. Page 4 208 Proposal for General Plan Housing Efement Update City of Saratoga SECTION 2 Project Understanding & Approach HCD Streamlined Review M -Group will pursue the Streamlined approach allowed by HCD for the 2015 -2023 Housing Element cycle, as it has an adopted and certified (compliant with State Housing Element law) Housing Element from the 4th cycle (2009 - 2014). This approach will create efficiencies for the City, and HCD has published guidance documents for local governments to clarify the steps required. One of the major streamlining benefits is that HCD intends to review draft Housing Elements in less than 60 days, and grants priority for jurisdictions utilizing the Streamlined Review process. HCD also provides a streamline update template applicable to the following areas: ■ Sites Inventory and Analysis ■ Analysis of Governmental and Non - Governmental Constraints ■ Housing Needs Assessment, including special needs groups (excluding the quantification and analysis of homeless individuals and families) ■ Units At -Risk of Conversion to Market Rate ■ General Plan Consistency ■ Coastal Zone Housing However, it is important to note that the Housing Element Update will also need to pass Implementation Review in order to qualify for streamlined review. Assuming that the City has completed or will complete applicable zoning amendments related to Density Bonus Ordinance, Single Room Occupancy facilities, Transitional Housing, and Emergency Shelters prior to submission, the City will be able to qualify for the Streamlined Approach. To use the Streamlined Update process, this Housing Element update will involve submitting a completed update to HCD showing all changes from the previous element, a completeness checklist, and must follow an approved template. Public comments are considered part of this review. HCD will not review areas that have not changed since the last Housing Element cycle. The Streamlining does not apply to pudic participation, Programs and Quantified Objectives, as well as new Statutory Requirements. Also, although the Housing Needs Assessment may be streamlined, Saratoga's Housing Needs Assessment needs to be updated with the most recent demographic data and current residential market data on rental and sales information available. M -Group has budgeted sufficient hours to address these areas. Page 5 209 Proposal for General Plan Housing Element Update City of Saratoga While the Streamlined Approach is relatively new to the Bay Area, it has been used in Southern California extensively and HCD has already published several guidance documents online to clarify its process for City staff and consultants. M -Group has gained valuable information from working with housing consultants in Southern California and we fully understand the Streamlined Update Process' requirements. Meaning we are capable of advising the City in this process and completing the update in the format required by HCD. Time gained resulting from using the Streamlined Update process will be highly valuable to the City of Saratoga, especially when several other jurisdictions seek review and certification from HCD around the same time in 2014. M -Group also emphasizes its strong working relationship with HCD. We work closely with HCD reviewers from the beginning of Housing Element updates to ensure early buy -in and avoid later surprises. We are confident that our knowledge of the Streamlined Update process' requirements and experience working with HCD will help the City of Saratoga complete its Housing Element Update within minimal time and for a lower cost than offered by competitors. II. Community Outreach Community outreach and involvement is a critical Housing Element Update component. In particular, input from residents, local businesses, and interested affordable housing groups will be needed to generate informed decisions and help craft solutions that address State Law requirements. The project approach creates a community- oriented process with ample opportunities for citizen and stakeholder input. M -Group will engage various neighborhoods and local groups to inform the Housing Element, with a particular emphasis on local associations working to end homelessness. As outlined in the Scope of Services, M -Group will identify local affordable housing associations and stakeholders and engage them during the Housing Element Update Process. III. Unmet Need & Site Inventory M -Group will determine whether there is any inconsistency with ABAG creating additional unmet need across the various income categories from the 2009 -2014 planning period. This is critical as the implementation period for the adopted Housing Element has been fairly short. Any shortfall and challenges will be documented and any unmet need will be carried over into the 2015 -2023 planning period. The site inventory for the new 2015 -2023 planning period (5th cycle) will involve an existing unit capacity review on all residentially -zoned land in the City counted towards the new RHNA plus approved projects since the adoption of the previous Housing Element, and new projects slated in the pipeline. If sites identified in the existing Housing Element remain undeveloped or redeveloped for additional housing units, they may be counted towards the 2014 -2022 Association of Bay Area Governments (ABAG) RHNA Housing Element update. Page 6 210 Proposal for General Plan Housing Element Update City of Saratoga 2014 -2022 RHNA Proiection Period (for the 5th Plannine Period 2015 -20231 Very Low Income Low Income Moderate Income Above Moderate Income Total 147 95 104 93 439 M -Group will require some staff assistance to determine updates to the site inventory. IV. Identified Strengths & Issues M -Group finds that Saratoga has several strengths in its housing policies and programs, including a density bonus ordinance, an excellent tool to facilitate affordable housing development and necessary for Steamlined HCD review. Some challenges that Saratoga faces going forward include a steadily rising mean household income. Larger rental housing is likely to be a priority in the new Housing Element due to demographic. Saratoga will also need to look into continued and enhanced provisions for special needs groups, including an increasing senior population, and persons with disabilities. V. CEQA Compliance M- Group's approach is to create a Housing Element that is consistent with the existing General Plan, other City Plans, and existing residential densities. This approach has been successful in our past work with several communities. In the event no rezoning or additional housing density beyond what is allowed for in the current General Plan, then we anticipate an Initial Study /Mitigated Negative Declaration will be the appropriate level environmental document, Should unexpected environmental issues be found, M -Group also has the resources and experience needed to complete an EIR. Page 7 211 Proposal for General Plan Hous6ng Element Update City of Saratoga SECTION 3 r Scope of Work M -Group proposes the following Scope of Work based on tasks identified in the RFP and from M- Group's experience conducting Housing Element Updates in the Bay Area. Task A. Coordination & Public Meetings Al - Coordination with City Staff M -Group will work closely with City Staff throughout the entire Housing Element update according to an agreed upon timeline (Section 4 — Schedule) so that completion of HCD certification occurs by or before January 31, 2015. A2 - Public Hearings M -Group will attend and present at four (4) public meetings (two (2) Planning Commission and two City Council hearing) during the Draft Housing Element public review. M -Group will assist City Staff in responding to questions and comments from the public, agencies, or HCD. In addition, M -Group will present public and committee feedback to City Council on prioritized funding. M -Group will also be available to attend additional meetings at the rates described in the cost proposal. A3 - HCD Certification M -Group will continue to assist the City in obtaining completed Housing Element HCD certification. M -Group will closely collaborate with the City and HCD to ensure that the Housing Element meets State requirements and, if necessary, will suggest modifications to the update in order to obtain certification. Task A Deliverables M -Group will engage in regularly scheduled conference calls and in- person meetings with City staff during entire project lifecycle. • M -Group will attend two (2) Planning Commission public hearings (including CEQA). • M -Group will attend two (2) City Council public hearings (including CEQA). = M -Group will deliver a memo listing possible revisions necessary to achieve HCD certification. Task B. Housing Element Update B1— Current Housing Element Evaluation / Recommended Modifications M -Group will review existing City policies, plans and programs in order to plan and provide for housing that meets the fair share housing requirement for the City as mandated by State law. Page 8 212 Proposal for General Plan Housing Element Update City of Saratoga The existing conditions review is intended to plan for housing needs while balancing community objectives and resources. M -Group will analyze the results and effectiveness of the current Housing Element and existing housing programs and policies in the City. This will include a study of the previous Housing Element Update cycle and a comparison of Regional Housing Allocation projected goals and actual accomplishments. The study report will take into account challenges faced by the City in meeting its fair share of housing during the current planning period. B2 - Document Review M -Group will conduct a thorough review of documents pertaining to the Housing Element update. The General Plan, Specific Plans, Zoning Ordinance, permit data, and other background documents deemed applicable will be studied to formulate an accurate understanding of the existing housing situation, including potential and actual nongovernmental constraints, especially in light of the State's elimination of Redevelopment Agencies. B3 - Housing Resource Inventory & Opportunities M -Group will locate appropriate housing resources including programmatic, financial, and physical resources, energy conservation opportunities, in a vacant and underutilized land analysis. This is an important step in determining available zoning capacity in the City to fulfill its RHNA. This analysis will be organized into a parcel- specific listing and will examine suitability for housing development during the near term. M -Group will work with City staff to confirm opportunity sites, including details such as assessor parcel numbers, addresses, potential dwelling units, Zoning and General Plan designations, and development regulations. B4 - Housing Constraints To identify governmental and market constraints, M -Group will analyze existing zoning and land use patterns within the City. M -Group will analyze constraints at all income levels pertaining to: • Land -use controls • Local and regional impact fees • Permit procedures and fees • Codes and enforcement • Physical /environmental constraints • Infrastructure • Financial and market conditions • Constraints for Housing for Persons with Disabilities • Inclusionary Housing B5 - Goals, Policies & Implementing Programs M -Group will prepare Housing Element Goals, Policies, and Implementing Programs. This task will also identify programs to mitigate or remove constraints. M -Group will develop a Housing Element that contains programs specifically tailored to housing needs and challenges while satisfying State requirements with specific attention paid to mixed -use housing. Page 9 213 Proposal for General Plan Housing Element Update City of Saratoga B6 - Draft Housing Element M -Group will prepare the City's Housing Element update in compliance with the State's procedure and guidelines for a Streamlined Housing Element process including necessary exhibits, tables, and appropriates goals, policies, and recommended actions. M -Group will incorporate staff comments on the Administrative Draft in the Public Review Draft. B7 — Final Housing Element M -Group will incorporate comments from the public and commissions in the submittal to HCD. The prepared streamlined review submittal will include a Streamlined Update template showing where changes to the previously adopted Housing Element were made. M -group will prepare a transmittal letter to HCD and correspond with HCD on comments made following the Public Review Draft. Once comments have been received from HCD and the public, M -Group will amend the Public Review Draft Housing Element to reflect feedback. Once HCD has deemed the Final Draft Housing Element compliant, M -Group will produce and submit the Final Housing Element. Task B Deliverables • M -Group will provide the City with a detailed memo summarizing key issues with existing policy documents and provide strategy recommendations. • Administrative Draft Housing Element hardcopy and electronic version • Public Review Draft Housing Element hardcopy and electronic version • Public Hearing Draft Housing Element hardcopy and electronic version • The final adopted Housing Element will be delivered in Microsoft Word and InDesign so that it is compatible with the City's General Plan. Task C. Public Participation M -Group will prepare media to post on the City website to advertise upcoming community meetings and information about the Housing Element Update effort. M -Group will also prepare handouts to gather input from the community. Maps, PowerPoint presentations and materials for the workshops will also be prepared to facilitate discussion and clear understanding by participants. With the goal of facilitating meaningful public participation, M -Group aims to inform the community about innovative housing programs, improved quality of life, addressing development and preservation, incorporating smart and sustainable initiatives, and fostering open space conservation while addressing fears concerning development density. M -Group will prepare for and attend ten (10) community meetings during the housing needs analysis. M- Group will identify and produce a key stakeholders list and create workshop materials such as notifications, displays and materials for attendees. Meetings will be arranged in such a manner so as to facilitate informal discussions and generate creative ideas that would help address City housing need. Photographs and questionnaires may be used to record input over a wide cross section of the public. M -Group has found this to be an effective means for collecting and recording feedback, which will be used to formulate and refine Housing Element goals and policies. Page 10 214 Proposal for General Plan Housing Element Update City of Saratoga M -Group will report and consult with the Housing Element Advisory Committee (up to five (5) times) regarding project progress and funding opportunities. Task C Deliverables • M -Group will prepare a memo outlining the public participation approach and format. • M -Group will provide a digital copy of all noticing and advertising materials. • M -Group staff will conduct ten (10) public meetings and /or workshops [approx. two (2) hours each] and incorporate comments into the Draft Housing Element. Task D. CEQA Compliance M -Group will ensure the Housing Element Update is sensitive to environmental issues, opportunities, and constraints as the key environmental review process objectives intend to identify potential impacts early in the public planning process. Background data collection will be done concurrently with land use, zoning, housing market, and traffic condition compilation efforts. Environmental baseline data that could be useful in helping inform the Housing Element update includes materials pertaining to sensitive natural resources (water quality, biological resources, etc.) and environmentally hazardous areas (geotechnical instabilities, flood hazards, environmental contamination, excessive noise levels, etc.). M -Group recommends preparing a Housing Element update Initial Study. Depending on results, M -Group will most likely recommend completing a Negative Declaration or a Mitigated Negative Declaration. CEQA initiation will be done with a clear understanding of both project issues and project definition. In consultation with City staff, M- Group's project team will prepare an Initial Study, which identifies project- related issues and impacts associated with each environmental topic listed in CEQA Guidelines Appendix G. This impact analysis will consider growth anticipated by the Housing Element update including consideration of policies, guidelines, standards, and implementation strategies that mitigate potentially significant impacts, which might otherwise occur. M -Group can complete most Initial Study requirements in- house, but should technical studies be needed, M -Group has a list of sub - consultants whom we work with on a regular basis and can propose appropriate sub - consultants to the City. This scope of work expects that following preparation of the Initial Study the City will be able to adopt a Negative Declaration or Mitigated Negative Declaration for its Housing Element Update. M -Group recommends that the Environmental Analysis be conducted during HCD Review. There will be a required 30 -day public review period for the CEQA document, during which the City will receive submitted comments from interested agencies and the public, and M -Group will incorporate all responses in the final CEQA document. M -Group delivers electronic copies, and paper copies (as needed) of the Administrative Draft Initial Study, Screencheck Administrative Draft Initial Study, Public NOA draft, Initial Study, ND /MND, and NOC. NOC, Initial Study /ND, and NOD will also be sent to the State Clearinghouse. Page 11 215 Proposal for General Plan Housing Element Update City of Saratoga Task D Deliverables • M -Group will provide the City with a memo outlining which CEQA document is needed. • An Administrative Draft (of the expected Negative Declaration or Mitigated Negative Declaration) will be provided by M -Group for review by City Staff and the public. • Following comment incorporation, M -Group will provide a finalized CEQA Document. Page 12 216 Schedule and Deliveries LF04F Housing Element Update for the City of Saratoga Project Tasks and Deliverables Description 2014 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Task A Coordination & Meetings Al Coordination with City Staff O O O O O O O O O O O O A2 Public Hearings: 2 Planning Commission + 2 City Council PC PC CC CC A3 HCD Certification Task B Housing Element Update B1 Current Housing Element Evaluation /Recommendations B2 Document Review B3 Housing Resource Inventory & Opportunities B4 Housing Constraints B5 Housing Goals, Policies & Implementation Plan B6 Draft Housing Element B7 Final Housing Element Task C Public Participation C1 2 Community Meetings & Workshops Task D CEQA Compliance D1 CEQA Document ✓ Key: CC City Council Public Hearing PC Planning Commission Public Hearing Workshop or Community Meeting O Conference call or meeting with City staff ✓ Draft Delivery ✓ Final Delivery M -Group data gathering, analysis and preparation of deliverabl PArA id G R O U P SECTION 5 Fee Estimate Proposal for General Plan Housing Element Update City of Saratoga CLIENT: CITY OF SARATOGA PROJECT: HOUSING ELEMENT UPDATE $10,650 Geoff I. Kerry M -Group Total Cost (including Public Participation) $67,232 Bradley, Rohrmeier, Olivia Task Number / Description AICP, PhD AICP, Assistant Ervin, Env. Hours Subtotal Principal- Project Planner Planner in- Charge Manager Hourly Billing Rate $175 $135 $80 $115 Al Coordination with City Staff 8 18 14 - 40 $4,550 A2 Public Hearings: 2 Planning Commission + 2 City Council 16 22 20 4 62 $7,830 A3 HCD Certification 4 12 18 - 34 $3,760 B3 Current Housing Element Evaluation / Recommendations 2 8 8 18 $2,070 B2 Document Review 2 4 16 22 $2,170 B3 Housing Resource Inventory & Opportunities 1 4 10 15 $1,515 B4 Housing Constraints 1 4 10 15 $1,515 BS Housing Goals, Policies & Implementation Plan 2 8 16 26 $2,710 B6 Ora ft Housing Element 10 26 30 66 $7,660 B7 Final Housing Element 6 14 28 - 48 $5,180 Dl CEQA Compliance 2 8 16 60 86 $9,610 Subtotal (Hours) 78 158 216 64 516 M -Group Labor Cost Subtotal $48,970 Printing and Mailing Costs including Administrative Draft Housing Element hardcopies and electronic Public Review Draft Housing Element hardcopies and electronic $1'500 Public Hearing Draft Housing Element hardcopies and electronic CECIA Document Final Housing Element hardcopies and electronic 1090 contingency $5,047 M -Group Total Cost $55,517 Optional Public Participation fin addition to Total $ Listed Above) C1 I Public Participation: 10 Community Meetings 24 30 30 84 $10,650 10% Public Participation contingency $1,650 M -Group Total Cost (including Public Participation) $67,232 Notes: 1. M -Group reserves the right to re- allocate hours and include assistance from other planners within M -Group to complete the tasks, as necessary, but within the total budget. 2. No charge for driving time or mileage within the nine Bay Area counties. Page 14 218 Proposal for General Plan Housing Element Update City of Saratoga G R 0 U P SECTION b Syr Relevant Projects & References The following section highlights M- Group's relevant experience with respect to Housing Element and General Plan Update preparation and related Policy Planning and Community outreach. The projects presented here reflect the most recent projects where the consultant team has performed professional services similar to the scope of this RFP. I. M -Group Housing Element Updates Project Descriptions In the most recent 2009 -2014 (4") Housing Element cycle, M -Group worked throughout the Bay Area, engaging in twelve Housing Elements. This planning effort encompassed about 15,000 housing units. We are familiar with housing development issues in a variety of different communities. The firm has extensive experience conducting all types of public outreach activities including facilitating and conducting focus groups, community meetings, steering committees, website design and maintenance, press releases and noticing, leading workshops, and hosting design charrettes. We have also completed Initial Studies and Mitigated Negative Declarations for several cities in the Bay Area, including Mitigated Negative Declarations for Housing Elements Updates. We strive to be progressive yet utilize what works to create sustainable cities. At planning process completion we want a "living document" that citizens identify with and understand, and which proves useful in day -to -day City operations. We work with staff, decision makers, and the community to engage in a collaborative planning effort throughout the policy planning process. 1. SUNNYVALE HOUSING ELEMENT (2009 -2014) The City of Sunnyvale engaged M -Group and Karen Warner Associates to complete the Housing Element Update from 2008 - 2009. Sunnyvale is known for their innovative and comprehensive planning processes. In addition to planning for 650 new units over the life of the planning period, the Housing Element included a range of affordable housing programs such as Below Market Rate programs, a First -Time Home Buyer Loan Program and home improvement loans and grants to low income home owners and tenants. Sunnyvale's Housing Element was the first to be certified by the California Department of Housing and Community Development (HCD) in Santa Clara County for the 2009 - 2014 planning period. Page 15 219 Proposal for General Plan Housing Element Update City of Saratoga G R O U P Key Personnel: Geoff I, Bradley, AICP, Principal Client Contact: Trudi Ryan, AICP ® Adopted Planning Officer ® HCD Certified 408.730.7435 2. BELVEDERE GENERAL PLAN AND HOUSING ELEMENT UPDATE (2009 - 2014) M -Group partnered with Plan B Municipal Consulting to plan for the future of the unique city of Belvedere in Marin County, completing a comprehensive update of Belvedere's General Plan. The project included a robust public outreach program to achieve community consensus on how to embrace the future. M- Group's role in the Belvedere General Plan Update was to provide Belvedere with a multifaceted, living- working document, which articulates the community vision and provides guidance for the future. We were engaged to conduct background research of land use elements, study existing conditions, assist with research for the Housing Element Update, evaluate various policies and programs, assist with community outreach meetings, facilitate the City of Belvedere General Plan visioning process, and prepare the General Plan General Plan 2030 Elements. During this period, M -Group assisted the City of Belvedere on an update of its Housing Element in conjunction with .�J. VMNT li MN...Gnt�i �`� the General Plan Update. Belvedere's population is approximately 2,000. The Belvedere Housing dement was the first Housing Element in Marin County to be certified by HCD in the most recent cycle. M -Group worked closely with HCD to create a Housing Element that included a variety of housing solutions, could be supported by the community, and was acceptable to HCD. This included maximizing the number of second units that could satisfy requirements and be approved by HCD, evaluating potential infill sites that could provide opportunities for new housing with minimal impact on the existing community, and adopting provisions for transitional and emergency housing. Belvedere partnered with other Marin County jurisdictions to create the Housing Workbook, which resulted in a larger share of emergency housing than the community might have otherwise allocated to Belvedere but it was ultimately accepted because it was part of the regional approach. Subsequent to adoption in 2010, M -Group continued to work with HCD on implementation of the Housing Element including consideration of the potential for a multi - jurisdictional solution for emergency housing. Key Personnel: C Adopted Geoff 1. Bradley, AICP, Principal ® HCD Certified Client Contact: Felicia Wheaton Assistant City Manager 415.435.3838 Page 16 220 Proposal for General Plan Housing Elenient Update City of Saratoga G R O U P 3. CAMPBELL 2009 HOUSING ELEMENT UPDATE (2049 -2014) The City of Campbell initiated an update of its Housing Element with the goal of meeting the June 30, 2009 deadline. For this effort, the City hired M -Group and Karen Warner Associates (KWA). This was the second Housing Element for Campbell completed by M- Group. The City was planning for 892 units for the 2009 - 2014 planning period. The Housing Element was certified by HCD and adopted by the City in mid -2009. Key Personnel: Geoff I. Bradley, AICP, Principal Client Contact: Paul Kermoyan, AICP Community Development Director 408.866.2140 4. SONOMA HOUSING ELEMENT (2009 -2014) S Adopted © HCD Certified z"� iM M -Group and KWA was engaged by the City of Sonoma to provide an update of the existing Housing Element. Additionally, M -Group incorporated sustainability features into the plan, and conducted a thorough review of the affordable housing administrative procedures, upon the request of the City. Sonoma's population was roughly 10,600. Sonoma was planning for a total of 353 units over the life of the planning period. The plan was adopted by the City Council on July 7, 2010 after a successful community outreach effort. Key Personnel: Geoff I. Bradley, AICP, Principal © Adopted D HCD Certified Client Contact: David Goodison Director of Planning 707.938.3681 Page 17 221 Proposal for General Plan Housing Element Update City of Saratoga G R O U P S. LOS ALTOS HILLS HOUSING ELEMENT (2009 -2014) M -Group worked closely with the Town of Los Altos Hills planning staff on the effort to update their Housing Element. The Town planned for a total of 81 units over the life of the planning period. The Housing Element was adopted by the Town Council in late 2010 and received HCD certification in early 2011. ,A 00 i Key Personnel: Geoff 1. Bradley, AICP, Principal Planner Client Contact: Debbie Pedro Planning Director 650.947.2517 2 Adopted 2 HCD Certified 6. TOWN OF WOODSIDE GENERAL PLAN AND HOUSING ELEMENT UPDATE (2009 -2014) M -Group staff worked as an extension of Town staff in the overall project management and completion of a comprehensive update of the Town's General Plan and Housing Element. The City's RHNA allocation was 65 units. The Town is constrained by steep slopes, fault lines, and lack of land. The 2007 -2014 Housing Element was certified by the State on March 11, 2010, and was adopted by the Town Council on May 11, 2010. Key Personnel: © Adopted Heather Bradley, AICP, Principal ® HCD Certified Client Contact: Jackie Young Director of Planning 650 -851 -2195 7. WALNUT CREEK HOUSING ELEMENT (2009 -2014) The City of Walnut Creek completed its Housing Element Update in -house with the assistance of M -Group and Karen Warner Associates for the Housing Needs Assessment portion of the project. Additionally, M -Group assisted City staff in achieving HCD compliance. The process started in January of 2009 with a series of community meetings, and continued throughout the year with Planning Commission and City Council Study Sessions, followed by two submittals to the State HCD. Walnut Creek had to meet a RHNA of 1,958 units. The City received certification of its Housing Element, for the 2009 -2014 period in March 2, 2010. Key Personnel: Geoff 1. Bradley, AICP, Principal Client Contact: Laura Simpson Housing Program Manager 408.730.7698 Page 18 222 ® Adopted © HCD Certified ad C; R O U f 8. BURLINGAME HOUSING ELEMENT UPDATE (2009 -2014) Proposal for General Plan Housing Element Update City of Saratoga The City of Burlingame has completed an update of its Housing Element as mandated by State law. M -Group worked closely with Burlingame planning staff in the preparation of an updated Housing Element for the planning period of 2009 -2014. The update was part of a larger countywide effort among all cities in San Mateo County, known as 21 Elements. Burlingame planned for 650 new housing units. The City of Burlingame gained HCD certification for their Housing Element in 2010. Key Personnel: Geoff i. 'Bradley, AICP, Principal 1 have consistently been impressed with the firm's public outreach skills and ability to work closely with staff and community representatives to develop policies and regulations that meet the unique interests of the City. Additionally, my experience with M -Group has shown that its staff is realistic in setting timeframes for project completion, and strives to keep projects moving forward and on track without cutting corners. The firm strives to establish realistic budget expectations, and to stay within budget parameters established ut project initiation." Client Contact: � Adopted - William Meeker, Community Maureen Brooks p ,Development Director, City of Burlingame Planning Manager ® HCD Certified 650.558.7253 _ 9. SAN CARLOS GENERAL PLAN AND HOUSING ELEMENT UPDATE (2009- 14) M -Group staff worked as an extension of City staff from 2008 - 2009 to assist in the overall project management and completion of a comprehensive update of the City's General Plan, including the Housing Element. The City had a RHNA of 599 units. The San Carlos Housing Element Update was approved by Council and certified by HCD in 2010. Key Personnel: Karen Hong, Former Associate Planner ® Adopted G HCD Certified Client Contact: Al Savay, AICP Director of Community Development 550.802.4209 10. SAUSALITO HOUSING ELEMENT UPDATE (2009 -2014) M -Group was engaged to update and bring Sausalito's Housing Element into compliance with State law. The community was concerned about possible changes to its town character, and actively participated at numerous public meetings. M- Group presented and answered questions at approximately 20 public meetings and hearings, and facilitated a community -wide workshop for a large turnout of over 100 residents. The State Department of Housing and Community Development (HCD) certified the Housing Element on November 7, 2012. Page 19 223 ja G R Q U P Key Personnel: Geoff I. Bradley, AICP, Principal Karen Hong, Associate Planner + Urban Designer Client Contact: Jeremy Graves, AICP Community Development Director 415.289.4133 Proposal for General Plan Housing Element Update City of Saratoga R1 Adopted I] HCD Certified 11. SANTA CLARA GENERAL PLAN AND HOUSING ELEMENT UPDATE (2009 -2014) From 2008 to 2010, M -Group managed the City of Santa Clara General Plan and Housing Element Update, facilitating General Plan Update workshops, compiling data, writing policy language, and creating figures and maps. M -Group engaged in on- the - ground implementation of the General Plan through the creation and revision of other policy documents. The City had to plan for a RHNA of 5,873 units. The Santa Clara Housing Element successfully received HCD certification in 2011. Key Personnel: Julie Moloney, Former Senior Planner 0 Adopted 0 HCD Certified Client Contact: Kevin Riley Director of Planning and Inspection 408.615.2450 12. MILL VALLEY HOUSING ELEMENT UPDATE (2009 -2014) Celebrating Our Past, Present rutrl Future Mill Valley's 2009 -2014 Housing Element was prepared within the context of a comprehensive update to the City's General Plan. The process involved extensive public participation and consensus building, resulting in the creation of a Housing Element supported by the greater community and its stakeholders. The Housing Element was focused on ways to facilitate development on infill sites through improved standards and procedures. The Draft Housing Element is currently being reviewed by HCD. Key Personnel: Geoff I. Bradley, AICP, Principal Karen Hong, Former Associate Planner Client Contact: Mike Moore Planning and Building Director 415.388.4033 Page 20 224 2 Adopted 0 Under HCD Review Proposal for General Plan Housing Element Update City of Saratoga G R O U P II. Other Representative Policy Planning Projects CITY OF SANTA ROSA ZONING CODE UPDATE M -Group worked with the City of Santa Rosa on its Downtown Station Area Specific Plan Zoning Code and Design Guidelines Consistency Amendments. The plan is a long -range land use plan that focuses on facilitating increased density and land use intensity within a half -mile radius of the planned commuter rail station site in Downtown Santa Rosa. The plan promotes a mixture of residential, retail, and office land uses in a pedestrian - friendly urban environment. Heather Hines, Principal Planner, worked with staff to amend the City's Zoning Code and design guidelines in order to implement the Specific Plan and facilitate development in the Downtown. M -Group also led efforts specifically pertaining to Santa Rosa's six historic districts located within the plan area boundaries. CITY OF CAMPBELL GENERAL PLAN UPDATE Geoff Bradley, while Senior Planner to the City of Campbell, was the project manager for a comprehensive update of the General Plan including an EIR and Housing Element Update in 2001. The 2001 Campbell General Plan had a very strong focus on Transit Corridors. This long overdue effort included all of the General Plan Elements. This General Plan Update laid the foundation for the innovative mixed -use and transit- oriented development now taking place in Campbell, including new transit - oriented development, mixed -use areas along major roadways and near light rail stations. General Plan Geoff worked closely with the consultant, to get this General Plan Update completed on time and within the established budget. Geoff coordinated a tour of the community to demonstrate to the State Department of Housing and Community Development (HCD) staff the viability of Campbell's mixed -use approach to achieving the Housing allocations. The successful update of the General Plan was followed by a comprehensive update of the City's Zoning Code. CITY OF SAN CARLOS — SAN CARLOS TRANSIT VILLAGE M -Group worked with the City of San Carlos, Sam-frans, Legacy Partners, and nearby community groups on a high - profile project at the San Carlos CalTrain Station called the "San Carlos Transit Village" proposal that will transform nearly half mile of El Camino Real along both sides of the station. The project area stretches from Oak Street to Arroyo Avenue includes the station, and follows the railroad tracks. Page 21 225 Proposal for General Plan Housing Element Update City of Saratoga (I R 0 U P The developer, Legacy Partners Residential, Inc. has submitted an application on behalf of the property owner, Sam Trans, to redevelop *_ the property into a "Transit Village ", which is - -l` a development involving mainly residential uses and some retail uses, and amulti -modal �- transit center situated south of the historic �. w depot. The project includes 281 units, 34,600a square feet of retail, and an enhanced multi- modal station. M -Group was hired by the City of San Carlos as project manager for this entitlement process,. This mixed -use project will both revitalize the area and provide a sustainable transit oriented development. M -Group has been instrumental in assisting the City of San Carlos in project management and entitlement process. CITY OF BURLINGAME DOWNTOWN SPECIFIC PLAN M -Group led a multi - disciplinary consultant team in preparing a new specific plan for historic Downtown Burlingame. Downtown Burlingame is an undeniable success, but like all downtowns it is subject to ever - changing lifestyles and consumer preferences. The plan called for a highly involved program for civic engagement informed by thoughtful analysis and evaluation, allowing the community to develop a vision and ultimately a plan that is realistic and compelling for the future while being "uniquely Burlingame." "it has been our experience that M -Group staff is extremely knowledgeable about issues pertaining to the General Plan update and community involvement process, and has exhibited both the desire and ability to tailor its approach to larger community -wide workshops in a way that is responsive to the goals established by the City for these meetings, The firm's staff has been prompt to oil meetings, is extremely well organized, and communicates professionalism to the public at ail times. The firm's principals with whom we have had the most contact have been attentive to the needs of the City, have been accessible, and provide valuable input when consulted." - Tatum Mothershead, Senior Planner, City of Daly City Metropolitan Planning Group partnered with Kevin Gardiner & Associates, a local urban design firm specializing in downtown planning, in developing a Specific Plan for Downtown Burlingame. The Downtown Specific Plan area is framed by Oak Grove Avenue on the north side, the CalTrain tracks south to Burlingame Avenue and Anita Avenue on the east side, Peninsula Avenue and the city limits on the south side, and El Camino Real on the west side. Downtown Burlingame is a locally and regionally successful, vibrant shopping area, supported by an active main street. The intent of the Burlingame Downtown Specific Plan is to further enhance the downtown area while sustaining its current success. The work plan provides a highly involved program for civic engagement informed by thoughtful analysis and evaluation, allowing the community to develop a vision and plan that is realistic and compelling for the future while being "uniquely Burlingame ". Page 22 226 CITY OF DALY CITY GENERAL PLAN UPDATE r Proposal for General Plan Housing Element Update If City of Saratoga The City of Daly City has initiated a comprehensive update of its General Plan as mandated by State law. M -Group is assisting Daly City staff with the General Plan Update by helping the General Plan Steering Committee, Community and City Staff provide initial Visioning and community prioritization work. As part of its General Plan update, Daly City included a discrete visioning process as the first step in order to ensure extensive community participation and engage the citizens in defining a vision for the future. M -Group assisted Daly City staff with the General Plan Update by helping the General Plan Steering Committee, Community and City Staff provide initial Visioning and community prioritization work. A primary goal was to ensure that the long -term goal for the city reflected current and future community values. CITY OF PALO ALTO ZONING ORDINANCE UPDATE As part of a larger city -wide zoning update process, M -Group worked with Palo Alto Planning staff to develop new "context -based design" zoning standards for the city.. This work required coordination of input from a wide range of stakeholders, including homeowners, developers, City staff, Planning Commissioners and City Council members. The objective of the update was to incorporate innovative zoning techniques and a form -based design- oriented approach through the development of building and site planning design prototypes. CITY OF FOSTER CITY GENERAL PLAN UPDATE Metropolitan Planning Group assisted the City of Foster City with the update of the Land Use & Circulation Element of its General Plan. An important component of the update was to develop an understanding of the City's issues and opportunities through a range of background research and analysis. Among the studies M -Group prepared was an overview of relevant planning trends, a Strengths/ Weaknesses /Opportunities /Threats (SWOT) analysis, and a climate change policy report. Through the use of background research of sociologic and economic conditions, surveys and photographs, the work program helped shape recommendations for changes to the goals and policies outlined in the Foster City General Plan. M- Group also conducted a series of focus groups to obtain input from the community. Page 23 227 "I appreciate the collaborative manner in which M -Group staff work with City staff and their willingness to discuss differing points of view and, as appropriate, revisit their recommendations. Because of the way they conduct their work and the quality of the work produced, Foster City has on ongoing contract with M- Group for such work as the Community Development Department determines is needed. In my 37 years as a public Planner i have worked with many consulting firms. ! consider M- Group to be among the best." - Richard Marks, Community - , k_n ueveiuprnrrrI virre.tur, {nriirr mora J y' of Foster City Proposal for General Plan Housing Element Update City of Saratoga G R O U P CITY OF COALINGA ZONING ORDINANCE UPDATE M -Group is working with the City of Coalinga to develop an entirely new citywide zoning code. The goal is to include all development regulations in a clear, concise document that is easy to use and enforce, and that incorporates state -of -the -art planning practices. I z� I In Coalinga, the co- existence of both agricultural and urban land uses has helped to define the City's unique character. A key challenge and opportunity of the Zoning Ordinance Update project has been to develop a thorough and detailed understanding of the various opportunities that this mixture of land use creates, extending the tradition of making the City a unique place in the Central Valley. Page 24 228 G R O U P lll. Client References 1 I David Goodison I Planning Director City of Sonoma 707.938.3681 i 2 ! Jeremy Graves, AICP Community Development Director City of Sausalito 415.289.4133 3 Trudi Ryan, AICP Planning Officer City of Sunnyvale 408.730.7435 4 Deborah Pedro, AICP Planning Director Town of Los Altos Hills 650.947.2517 6 Paul Kermoyan, AICP Community Development Director City of Campbell 408.866.2732 Kevin Riley, AICP Director of Planning & Inspection City of Santa Clara 408.615.2450 7 William Meeker Community Development Director City of Burlingame 650.558.7250 8 Mike Moore Planning and Building Director City of Mill Valley 415.388.4033 Page 25 229 Proposal for General Plan Housing Element Update City of Saratoga Housing Element Update Housing Element Update Staffing Solutions, EIR Management, and Housing Element Update Housing Element Update Housing Element Update Staffing Solutions, Management of General Plan Update Downtown Specific Plan and Housing Element Update Housing Element Update G A O U P Proposal for General Plan Housing Element Update City of Saratoga Section 7 Resumes • Geoff I. Bradley, AICP, Principal -in- Charge • Kerry Rohrmeier, PhD AICP, Senior Planner • Justin Shiu, Assistant Planner • Blaze Syka, Assistant Planner • Olivia Ervin, Environmental Planner Page 26 230 ailGeoff I. Bradley, AICP G o v P Principal Geoff has over 20 years of professional public and private experience working for Experience architecture, planning, development firms and public agencies. Prior to the formation of M -Group "M- Group, this included 10 years of public sector experience with Bay Area planning and Principal redevelopment agencies and 10 years of private sector experience. Geoff has worked 2006 to Present with numerous jurisdictions throughout the Bay Area. His work includes downtown revitalization, major commercial, mixed -use, transit oriented projects, as well as updates KB Home South Bay of General Plans, Housing Elements and Zoning Codes. Forward Planning Manager 2005 -2006 Geoff is aresults- oriented planning professional with a strong design background in architecture, urban design and landscape architecture. He is highly motivated to work to City of Campbell improve our natural and man -made places with an ability to combine innovative ideas Senior Planner with pragmatic solutions. 2000 -2005 City of Campbell Areas of Expertise Redevelopment Coordinator Visioning /General Plan and Zoning Code Updates 1997-2000 Ordinance Preparation /Planning Department Management Development Review /Design Review City of Sunnyvale Site Planning & Urban Design /Design Guidelines Assistant & Associate Planner Entitlements for Complex Projects 1995 -1997 Policy Planning FIRM Design Group Assistant & Associate Planner Geoff managed or was Principal -in- Charge for the following long -range planning projects: 1989-1995 General Plan Updates Morris Skenderian & Associates Foster City General Plan 2010 Land Use and Circulation Element Update Architectural Draftsman Belvedere General Plan 2030 1985-1989 Campbell General Plan 2020 - comprehensive General Plan Update, including EIR and Housing Element for 1999 -2006 planning period (while Senior Planner for the City of Campbell). Education Master of Science in Architecture Visioning California Polytechnic State City of Daly City, Envision Daly City 2030: A Framework for the Future University, San Luis Obispo Housing Elements; 2009 — 2014 Planning Period Bachelor of Science in City & City of Belvedere Regional Planning City of Campbell California Polytechnic State Town of Los Altos Hills University, San Luis Obispo City of Mill Valley City of Sausalito Landscape Architecture & City of Sonoma Urban Studies University of Sheffield, U.K. Residential Design Guidelines City of Redwood City City of Monte Sereno City of Santa Clara City of Saratoga METROPOLITAN PLANNING GROUP I anew design on urban planning 231 id 6 R O u P Geoff 1. Bradley, Principal Memberships Zoning Ordinance Updates American Planning Association City of Campbell (while Senior Planner for the City of Campbell) City of Coalinga American Institute of Certified Planner. San Francisco Planning & Urban Research Silicon Valley Bicycle Coalition Californians for Electoral Reform Awards Specific and Precise Plans City of Burlingame, Downtown Specific Plan Development Review City of Petaluma; July 2009 —July 2012 Serve as Planning Manager and provide complete staffing for Planning Division under multi -year contract. Numerous projects including 95 -room hotel adaptive reuse in a historic building, East Washington Place shopping center (378,000 s.f.), Deer Creek Village shopping center (315,000 s.f.), historic downtown development, numerous mixed -use projects and hillside residential subdivisions. Zoning ordinance updates and coordination for special projects and advance planning efforts. EIR process management. San Jose Mercer y Flews Design a monument to Silicon City Ventures Project; 2011 — 2012 - Morgan Hill, California Valley - Grand Prize Winner Project planner for fast - tracked development processing for a 42 -unit infill project near Downtown Morgan Hill. Shop Sunnyvale Logo Design Contest Netflix Project; 2011 - Los Gatos, California Project planner for the Albright Project; a high- profile project for a new 550,000 square Pratt Institute foot corporate campus in Los Gatos. National Talent Search Winner Murphy Ranch Project; 2007 - Milpitas, California Project Planner for 400 -unit apartment and townhouse project involving a controversial Activities General Plan Amendment and Rezoning request. Northern California APA Membership Co- Director City of Mountain View, Various Projects; 2006 — 2007 Transit- oriented residential projects, Home Depot project at San Antonio Center, El ULI UrbanPlan Volunteer Camino Real redevelopment opportunities. Sunday Friends Volunteer Water Tower Plaza — Park Town Place; 2003 —2005 - Campbell, California Project coordination and processing for award winning 24 -unit transit - oriented 2010 City of Vallejo Speaker Series development in Downtown Campbell. Reinventing City Government Panel Member Kohl's Shopping Center; 2004 - Campbell, California Project coordination and processing for controversial 17S,000 s.f. shopping center at 2012 Planners Institute Hamilton and Highway 17. Doing More with Less - Success Stories Downtown Master Developer Site; 2000 — 2002 - Campbell, California Panel Member Project Manager for multi - parcel redevelopment mixed -use project involving major design negotiations with architect and developer. Downtown Campbell; 1997 — 2000 - Campbell, California Redevelopment Coordinator responsible for all aspects of Downtown Revitalization including Farmers' Market, Storefront Improvement Program, Street Furniture Project, new 300 space Parking Garage and business recruitment and retention. Creekside Marriott; 2000 — 2001 - Campbell, California Manage planning process for highly controversial four -story hotel adjacent to Los Gatos Creek at Campbell Avenue. METROPOLITAN PLANNING GROUP I a new design on urban planning 232 id 6 R O U P Geoff 1. Bradley, Principal Entitlements City of Sunnyvale - Trinity Church Project Rezone and Use Permit for time sensitive church relocation requiring full range of services to overcome city resistance and political challenges. City of San Jose — Lowe's Shopping Center Worked closely with developer team and city staff to expedite new Lowe's anchored shopping center. Overcame highway right -of -way and creek issues to facilitate expedited processing and construction schedules. City of Campbell — Merrill Gardens Senior housing & Retail Project Facilitated staff understanding of mixed -use project and how it was consistent with City General Plan and Zoning requirements. Interfaced with neighbors to address concerns that led to project approval. METROPOLITAN PLANNING GROUP I a new design on urban planning 233 G R O U P Experience IM-Group Senior Planner 2013 to Present Tectonics Design Group Senior Planner 2008 -2013 Gray & Associates Planning Manager 2004 -2008 Kerry Rohrmeier, PhD, AICP Senior Planner Kerry has more than a decade of professional public and private planning experience gained while working for local firms in Northern California and Nevada. Kerry is a results - oriented professional with a strong cultural, historical background in America's urban and suburban places. She is passionate about inspiring and engaging communities to improve their natural and built landscapes with her ability to couple creativity and pragmatic solutions. Areas of Expertise Transportation Planning Group Community outreach & Engagement Environmental Planner Environmental Planning 2002 -2003 County of San Luis Obispo Natural Resources Planner 2001 -2002 Education Ph.D., Geography University of Nevada, Reno M.S., Biological Sciences California Polytechnic State B.A., Science & Technology Sierra Nevada College Publications "The Paradoxical City: All Cities are Mad" in Geographical Review "Welcome Home to Black Rock City" in Berkeley Planning Journal "How Far Do You Have to Go to Get a Cheeseburger Around Here ?" in Behavior & Social issues Land Use & Entitlements Landscape Analysis. Geotechnology & Data Analytics Public Planning Experience University of Nevada, Reno Regional Master Plan Incline Village Workforce Housing Assessment for Washoe County, Nevada City of Porterville Paratransit Plan City of Porterville Short-Range Transit Plan City of Santa Maria Traffic Volume Study San Diego River Park— Lakeside Conservancy Flood, Habitat Restoration & Recharge Walker River Paiute Tribe Fluvial Geomorphological Mapping to Assess Water Quality Walker River Paiute Tribe Program Authorization for a Water Quality Sampling Program Airport Authority of Washoe County Wetland Mitigation Monitoring City of Bakersfield Wastewater Treatment System Expansion City of Porterville Westwood Bridge Expansion Plumas- Sierra Rural Electric Cooperative Black Mountain Wind Farm Preliminary Environmental Impact Survey Desert Research Institute Cave Automate Visual Environment Building Feasibility Study City of Goleta Old Towne Hotel and Village Draft EIR Caltrans Friant Cave Rest Stop and Park Environmental Assessment Selected Private Development Projects Activities Silva Estates Subdivision Draft Environmental Impact Report Northern Nevada APA, Treasurer Livable Truckee Meadows Series APA Conference Speaker Creating Community from its Hearth, TEDx Black Rack City Peavine Peak Heliport Master Plan Highland Vista Affordable Housing Subdivision Desert View Estates Planned Unit Development Harley Davidson Financial Services Office Building American AVK Parking Justification Project Solution & Bailey Charter Elementary School Columbus Circle Mixed -Use Student Village METROPOLITAN PLANNING GROUP I a new design on urban planning 234 Wkl Olivia A. Ervin G R O U P Environmental Planner Experience Olivia Ervin has a strong background in environmental and land use planning. She is M -Group experienced in the CEQA /NEPA process as well as all aspects of environmental review and Associate Planner compliance. Her experience includes creating Environmental Impact Reports, developing 2013 to Present green building standards, conducting greenhouse gas inventories and climate action plans. She also reviewed and revised building codes, and assured consistency with General Plans Terra Nova Planning & Research and EIRs. Napa, CA Olivia has experience supervising biological technicians, archaeologist, geologists, and Senior Planner other scientists. 2004 -2013 Olivia demonstrates strong attention to detail and provide applicants with timely service. Terra Nova Planning & Research She has excellent organization and communication skills. Associate Planner Palm Springs, CA 2007 -2009 Areas of Expertise UC Davis Plant Science Davis, CA Laboratory Technician 2004 -2006 Education Leadership Napa Valley Napa, CA Bachelor of Science Environmental Resource Science UC Davis Davis, CA CEQA & NEPA Environmental Review Land Use Planning Written & Oral Communications Project Management Technical Plan Execution Expert in Air Quality Modeling software Expert in CACP software Environmental and Policy Planning General Plan, EIR and GHG Reduction Plan — La Quinta, California A Comprehensive General Plan Update and Environmental Impact Report was prepared to address all required Elements and additional areas of local concern. Analysis was conducted for transportation, biological and cultural resources, water supply availability, and noise. The updated to the General Plan also included a sustainable community component, GHG inventory, and GHG Reduction Plan. Memberships College Park Specific Plan and EIR - Palm Springs, California American Planning Association The Specific Plan area includes a mix of residential, industrial, commercial and institutional (APA) land uses on 510± acres in northern Palm Springs. The Specific Plan developed strategies Association of Environmental to integrate the new 118± acre West Valley Campus of College of the Desert with the Planners (AEP) surrounding land uses. The EIR focused on circulation, land use compatibility, and principles of 58 375. Several technical reports were prepared to evaluate potential impacts including an Air Quality and GHG Report, Water Supply Assessment, Biological Air Resources Board (ARB) and Cultural Resources, Noise Study, and Circulation. State Water Resources Control SCE Delano - Delano, California Board The Southern California Edison, an electric utility, proposed the development of a 10MW Solar Park on a 40 -acre site within the Delano Municipal Airport property. An Environmental Assessment was prepared for Federal Aviation Administration review and processing. METROPOLITAN PLANNING GROUP I o new desrgr) on urbon olonnrng 235 General Plan Update, EIR, development Code, Climate Action Plan - Apple Valley, California Conducted long term growth strategy and assessed associated impacts of the 72 square mile planning area, including the Town limits (68 square miles), and two annexation areas (4 square miles). Three new zoning districts were developed and added to the Town's Development Code. Character and quality of life, preservation of open space resources, and the jobs /housing balance were of particular importance. Areas of technical analysis included transportation, noise, air quality and GHG, water, cultural and biological resources, among others. A Climate Action Plan was also prepared and received the Beacon Award from the Institute for Local Governments. SB 610 and SB 221 Water Supply Assessment and Verification (WSA /WSV) Assessments done for the City of Palm Springs, the County of San Bernardino, the Desert Water Agency, Apple Valley Ranchos Water Company and private companies. Tasks included preparation, coordination and processing of WSA /WSV including project specific water demand estimates and water supply analysis. Reviewed water related litigation and water planning documents including Urban Water Management Plans, Regional Water Management Plans, Water Quality Reports, and other relevant documents. Developed water minimization techniques to inform project design. Coordinated and processed through water provider to secure approval and findings of report. Housing Element Updates - Apple Valley, Blythe, Palm Desert, Rancho Mirage, and Yucca Valley, California Provided update to housing element consistent with latest Housing and Community Development requirements. Identified Regional Housing Need Allocation (RHNA), income categories, latest demographic data and trends, and inventories of housing availability. Yucca Valley, Joshua Tree, County of San Bernardino, California A Tentative Tract Map was prepared for # 289 single family dwelling units on a vacant lot. The project included an IS /MND with supporting technical studies such as Air Quality and GHG analysis, Biological Resources, Hydrology, Noise, and Circulation. In addition, the project required 1600 Streambed Alteration Agreement with the California Department of Fish and Wildlife, and a GHG consistency analysis with the County's Climate Action Plan. Marywood - Rancho Mirage, California A private school prepared a Tentative Tract Map for t 30 single family dwelling units. The project included a General Plan Amendment and an IS /MND with supporting technical studies. Land use adjacency, traffic signal warrants, and emergency access were considered. METROPOLITAN PLANNING GROUP I anew design on urban planning 236 Olivia Ervin, Environmental Planner G R a u P Cathedral Canyon Bridge - Cathedral City, California Conducted an Initial Study /Mitigated Negative Declaration for CEQA compliance and secured a Categorical Exclusion from Caltrans for a 600 -foot low water crossing replacement (new bridge) over the Whitewater River. Permit requirements included a 1600 Streambed Alteration Agreement with the California Department of Fish and Wildlife (formerly Fish and Game), 404 Individual Dredge and Fill Permit from the Army Corps of Engineers, and 401 Certificate from the Regional Water Quality Control Board. General Plan Update, EIR, development Code, Climate Action Plan - Apple Valley, California Conducted long term growth strategy and assessed associated impacts of the 72 square mile planning area, including the Town limits (68 square miles), and two annexation areas (4 square miles). Three new zoning districts were developed and added to the Town's Development Code. Character and quality of life, preservation of open space resources, and the jobs /housing balance were of particular importance. Areas of technical analysis included transportation, noise, air quality and GHG, water, cultural and biological resources, among others. A Climate Action Plan was also prepared and received the Beacon Award from the Institute for Local Governments. SB 610 and SB 221 Water Supply Assessment and Verification (WSA /WSV) Assessments done for the City of Palm Springs, the County of San Bernardino, the Desert Water Agency, Apple Valley Ranchos Water Company and private companies. Tasks included preparation, coordination and processing of WSA /WSV including project specific water demand estimates and water supply analysis. Reviewed water related litigation and water planning documents including Urban Water Management Plans, Regional Water Management Plans, Water Quality Reports, and other relevant documents. Developed water minimization techniques to inform project design. Coordinated and processed through water provider to secure approval and findings of report. Housing Element Updates - Apple Valley, Blythe, Palm Desert, Rancho Mirage, and Yucca Valley, California Provided update to housing element consistent with latest Housing and Community Development requirements. Identified Regional Housing Need Allocation (RHNA), income categories, latest demographic data and trends, and inventories of housing availability. Yucca Valley, Joshua Tree, County of San Bernardino, California A Tentative Tract Map was prepared for # 289 single family dwelling units on a vacant lot. The project included an IS /MND with supporting technical studies such as Air Quality and GHG analysis, Biological Resources, Hydrology, Noise, and Circulation. In addition, the project required 1600 Streambed Alteration Agreement with the California Department of Fish and Wildlife, and a GHG consistency analysis with the County's Climate Action Plan. Marywood - Rancho Mirage, California A private school prepared a Tentative Tract Map for t 30 single family dwelling units. The project included a General Plan Amendment and an IS /MND with supporting technical studies. Land use adjacency, traffic signal warrants, and emergency access were considered. METROPOLITAN PLANNING GROUP I anew design on urban planning 236 G R O U P Experience M -Group Assistant Planner 2013 to Present DL English Design Studio Fabrication Assistant 2013 California Polytechnic State Blaze Syka Assistant Planner Blaze is a skilled and knowledgeable planner with experience in community and urban design. Blaze has worked on projects ranging from specific plans and design guidelines to project review. He is especially skilled in providing clear and legible graphics and layouts that effectively convey planning concepts to wide audiences. Blaze has had experience facilitating community discussion and help generate ideas and input from members and stakeholders. Blaze is a creative problem- solver and a highly adaptable planner who is passionate about effective urban design and fostering healthy and sustainable environments. University Areas of Expertise Student Planner 2010 -2012 Policy Planning California Polytechnic State Long -Range Planning City of Del Mar Project Review Planning Intern Planning Graphics 2010 Project Management Spanish Culture and Language Community Outreach Education Policy Planning BS City and Regional Planning California Polytechnic State Coalinga Zoning Ordinance Update, Coalinga, CA University Provided illustrations, research, and ordinance writing support to senior planning San Luis Obispo, CA staff. Produced graphics illustrating ordinances relating to commercial and residential design standards and signage. Described overlay zones within the code Spanish Culture and Language and developed accompanying maps to provide visual reference of these zones and their context to the rest of the City. Presented and described the overlay zones and Study Abroad maps at an administrative draft review meeting with city staff, City Council, and Barcelona and Sevilla, Spain the Planning Commission. Southwestern College Single Family Residential Design Guidelines, Santa Clara, CA Memberships Managed the graphic and layout aspects of the project which required thorough review American Planning Association and interpretation of new and existing guiding policies. Collaborated with city staff to (APA) California Northern develop layouts and direct the guidelines. Developed legible and effective CAD renderings to demonstrate site planning, privacy and massing principles in the guidelines. San Francisco Planning + Urban Research Association (SPUR) Downtown Village Specific Plan, City of Del Mar, CA Prepared maps and renderings reflecting FAR and massing alterations for the Downtown Village Specific Plan. Produced comprehensive parking and walkability analysis to determine faults in the City's current streetscape. Collaborated with City staff in creating alternative streetscape designs and illustrated the products with cross- section and perspective renderings. Conducted a shadow impact study, producing images and a report which summarized shading conditions between existing and proposed building height limits. METROPOLrrAN PLANNING GROUP I a new design on urban planning 237 Current Planning Tenant Improvement Review, Petaluma, CA Supported Building Department processes in communicating with applicants and coordinating development review for tenant improvement projects at the Bast Washington Place development. Guided applicants through application process and provided support to less experienced applicants in their plan submittals. Drafted approval memos to the Building Department to recommend project approvals based on reviews of outdoor spaces, facade and window treatment, and HVAC equipment. Project Review, Woodside, CA Analyzed site and design plans of fence and gate projects on properties. Conducted site visits and documented existing conditions of project sites. Referenced the Town's Municipal Code and Design Guidelines to 'Draft staff reports to summarize projects and provide recommendations prior to Architectural and Site Review Board (ASRB) hearings. Historical Preservation Oakhill - Brewster Historical Resource Survey, Petaluma, CA Conducted field studies of homes a designated historical district. Updated and digitalized records of homes with maps, photographs and thorough descriptions of conditions, property owners and alterations. 238 ,161 Justin Shiu G R O 'U P Assistant Planner Experience Justin has experience in areas of current and long -range planning. Justin has contributed M -Group to current planning in areas of design review and permit processing. His experience in Assistant Planner long -range planning has ranged from municipal code amendments to general plan update 2013 to Present projects. Justin brings together his technical knowledge with his analytical skills to create comprehensive projects that support local planning. City of Lafayette Transportation Planning Intern/ Planning Intern 2012 -2013 City of Pittsburg Shuttle Program Researcher/ Public Works Intern 2011 -2012 Areas of Special Expertise Development and Design Review Permit Processing Policy Planning General Plan Updates City of Pittsburg /Pittsburg Art and Current Planning Community Foundation Lafayette, California Intern Served as the project planner for permit and design review applications. Produced 2010 findings for the approval or denial of sign permits, tree permits, variance applications, and design review applications. Guided project applicants through the application review University of California process and responded to public inquiries about ongoing projects. Transportation Center Research Associate 2009 Long -Range Planning Education Master of City and Regional Planning/ Master of Science in Engineering (Transportation Planning) California Polytechnic State University, San Luis Obispo Lafayette, California Coordinated with city staff on a variety of long -range projects including a municipal code amendment for a downtown demolition ordinance, GIS mapping of parcels appropriate for specific development types, and a planning database update. Developed a traffic collision database and accident mapping program for the transportation planning division. The project continues to serve as a tool to evaluate traffic safety concerns for planning and engineering projects. Pittsburg, California Bachelor of Arts in Urban Studies Prepared a circulator shuttle implementation plan that projected shuttle usage, examined University of California, Berkeley operational costs, and proposed alternative route planning options. The plan explored the benefits and costs of a new shuttle service for the city and for residents. Newark, California Collaborated with planners in the preparation of a land use inventory, a community background report, a policy document, and public meetings in a general plan update project. Land use and circulation proposals based on various growth scenarios were presented at public meetings, and then key concepts were refined into a preferred direction of growth for the general plan. METROPOLITAN PLANNING GROUP I anew design on urban planning 239 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 DEPARTMENT: City Manager's Office PREPARED BY: Brian Babcock Administrative Analyst I AGENDA ITEM: CITY MANAGER: Dave Anderson DIRECTOR: Dave Anderson SUBJECT: Fiscal Year 2014/15 Community Event Grant Program RECOMMENDED ACTION: Provide direction on the amount of funding for the Community Event Grant Program in the 2014/15 budget and the proposed timeline for the 2014/15 Community Event Grant Program application process. BACKGROUND: In 2012, the Council provided direction to staff to develop a formal community event grant funding allocation process, known as the Community Event Grant Program. Through this program, event organizers may request grant funds for events that are held in Saratoga and are open to the public. The City has released the program application and application requirements to interested event organizers in each of the last two fiscal years. Organizers have been given approximately six to eight weeks to review the information and turn in their applications. Those applications have then been brought to the Council for consideration and decision. However, some event organizers have requested grant funding during the off -cycle of the annual program. Council has reviewed these applications and made its decisions on a case -by -case basis. Council has directed staff to allocate $20,000 to the program for the last two Fiscal Years (2012/13 and 2013/14). Council awarded a total of $19,978 in grant funds for Fiscal Year 2012/13 and $22,253 for Fiscal Year 2013/14. Page 1 of 2 240 Staff is also seeking input on the proposed timeline for the 2014/15 application process. The proposed timeline is below: Date Milestone January 20, 2014 Announce Community Event Grant Pro _gram: Release the application and application requirements for interested event organizers. This will include information on the City website and communications to past applicants. March 4, 2014 Application Deadline: Applications for the Community Event Grant Program will be due to the City Manager's Office by 5 p.m. March 19, 2014 Council Decision: Staff will bring forward Community Event Grant Program applications for Council consideration and decision. Event organizers will be asked to attend the meeting to answer Council questions. FISCAL IMPACTS: Based on direction provided by the City Council, funding for the Community Event Grant Program will be allocated from the General Fund in the Fiscal Year 2014/15 budget. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: N/A ALTERNATIVE ACTION(S): 10a 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: History of Community Event Allocations Since Fiscal Year 2008/09 2 241 HISTORY OF COMMUNITY EVENT ALLOCATIONS SINCE FISCAL YEAR 2008/09 EVENT 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 Celebrate Saratoga /Art and Wine $3,299 $4,258 $3,204 $5,000 Bollywood Street Dance - Sponsored by SVDC $1,000 $1,300 A Salute to Paul Masson & the Saratoga Wine Industry* $650 Saratoga Mustard - Blossom Festival $3,649 $4,000 $4,600 $5,000 $4,600 Library - Heart of the Community (Saratoga Library 10th Anniversary) $2,000 $1,380 Memorial Day Observance $750 $750 Wildwood Cinema Movie Night $1,202 $900 Saratoga Community Band Concert in the Park $240 $350 $325 Foodie on the Run $1,000 $1,440 Village Open House and Winter Wine Stroll (Chamber) $1,000 $2,518 Fourth of July Celebration $1,547 $100 $1,000 $1,984 Chamber of Commerce Barbeque* $600 Saratoga Serves Picnic $3,640 Odd Fellows Easter Event $800 Wildwoodstock $2,328 Celebrating Service - Assistance League $520 Hansel and Gretel - Bay Shore Lyric Opera Company $940 Opera at Wildwood - Bay Shore Lyric Opera Company $380 SASCC Health and Wellness Fair - Saratoga Trails 5K Walk $2,380 Saratoga Grammar School Reunion* $118 Saratoga Sister City 30`h Anniversary Open House $618 Montalvo Arts Center -Arts Splash $3,000 TOTAL $8,495 $8,258 $7,904 $7,482 $19,978 $22,253 KEY: * denotes a fee for admission to attend event Total Grant Requests: 2012 = $48,763; 2013 = $67,235 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2013 DEPARTMENT: PREPARED BY: City Manager's Office Crystal Bothelio City Clerk AGENDA ITEM: CITY MANAGER: Dave Anderson DIRECTOR: Dave Anderson SUBJECT: 2013/14 City Council Agency and Ad Hoc Assignments RECOMMENDED ACTION: Accept report and provide direction to staff. BACKGROUND: Every December, the City Council updates outside agency and ad hoc committee assignments. This provides the Council with the opportunity to add or remove assignments from the list and adjust individual Council Member assignments. The current list of City Council agency and ad hoc committee assignments, Resolution 13 -065, is attached to this report. Descriptions of the agency assignments are included in Attachment B. Attachment C includes a summary of when each of the outside agencies meet, including the current Council Member(s) assigned to each outside agency and ad hoc committee. Please review the list of assignments and submit assignment preferences to the Mayor by 5:00 p.m. on Tuesday, December 10, 2013. The final list of assignments for 2013/14 will be brought back for Council consideration at the December 18, 2013 meeting. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: City Council representatives to various agencies and assignments to ad hoc committees will remain unchanged. ALTERNATIVE ACTION(S): The City Council may choose to hold a separate meeting at which to discuss outside agency and ad hoc committee assignments. Page 1 of 2 243 FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and was included in the packet made available on the City's web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment A: Resolution 13 -065 Attachment B: Agency Assignment Descriptions Attachment C: Agency and Ad Hoc Committee Meeting Schedule Summary Page 2 of 2 244 RESOLUTION NO, 13 -465 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION 13 -060 APPOINTING COUNCIL REPRESENTATIVES TO AGENCY AND AD HOC COMMITTEES FOR YEAR 2413 WHEREAS, representatives from the City Council serve on various agencies and ad hoc committees; and WHEREAS, the responsibility for representing the City Council should be shared by all members; and WHEREAS, the City Council annually reviews agency and ad hoc committee assignments to update and reassign members as needed; and WHEREAS, on December 19, 2012, the City Council approved the 2013 City Council Agency and Ad Hoc Committee Assignments; and WHEREAS, on April 3, 2013, the Saratoga Chamber of Commerce Contract Review Ad Hoc Committee was added to the list of Council Agency and Ad Hoc Committee assignrnent via Resolution 13 -014; and WHEREAS, on August 21, 2013, the City Council adopted Resolution 13 -060 and further amended the Council Agency and Ad Hoc Committee assignments by adding the Destination Saratoga liaison assignment and eliminating the Saratoga Chamber of Commerce Contract Review Ad Hoc Committee; and WHEREAS, on October 2, 2013, the assignments were amended again to remove the Santa Clara County Emergency Preparedness Council and assign a Council Member to represent the City of Saratoga on the Santa Clara County Expressway Plan 2040 Policy Advisory Board. NOW, THEREFORE, be it resolved that the City Council hereby approves the changes as shown below and in Attachment A. Mandatory Agency Assignments Council Member Alternate r- Santa Clara County Expressway Plan 2040 Policy Advisor Board Page N/A Attachments: Exhibit A -- Updated 2013 City Council Agency and Ad. Hoc Committee Assignments 245 The above and foregoing resolution was passed and adapted at a regular meeting of the Saratoga City Council held on the 2"d day of October 2013 by the following vote: AYES: Council Member Chuck Page, Manny Cappello, Howard Miller, Vice Mayor Emily Lo, Mayor Jill Hunter NOES: None ABSENT: None ABSTAIN: None Jill Hunter, Mayor Eye W I (2tM&k�=R P-t� J` V DATE: Iry t Crygal Bothelio, City Clerk 246 2013 SARATOGA CITY COUNCIL AGENCY AND AD HOC ASSIGNMENTS Mandatory Agency Assignments Council Member Alternate Association of Say Area Governments Page Lo Chamber of Commerce Cappello Hunter County HCD Policy Committee Cappello Page Hakone Foundation Board Hunter * Lo * Hakone Foundation Executive Committee Hunter N/A KSAR Community Access TV Board Hunter Miller Library Joint Powers Authority Lo Hunter Santa Clara County Cities Association Page Hunter Santa Clara County Cities Association Selection Committee Page Hunter Santa Clara County Expressway Pion 2040 Policy Advisory Board Page N/A Santa Clara Valley Water District Commission Lo Miller Valley Transportation Authority PAC Miller Page West Valley Flood Control & Watershed Advisory Committee Lo Miller West Valley Mayors and Managers Association Hunter Lo West Valley Sanitation District Page Cappello West Valley Solid Waste Management Joint Powers Authority Miller Page * Both members attend Hakone Foundation Board meetings Liaison Assignments Council Member Alternate Historical Foundation Hunter Lo Postal Service Liaison Miller N/A Saratoga Ministerial Association Miller Cappello SASCC Cappello Lo Sister City Liaison Page Lo Destination Saratoga Cappello Hunter Ad Hoc /Committee Assignments Council Member 2 °a Council Member City School Ad Hoc Hunter Miller Council Finance Committee Miller Cappello Highway 9 Ad Hoc Cappello Page Let's Move City Ad Hoc Cappello Lo TEA Ad Hoc Page Cappello Village Ad Hoc Hunter Lo 247 SARATOGA CITY COUNCIL COMMITTEE /AGENCY INFORMATION SHEET COMMITTEE /AGENCY DESCRIPTION Association of Bay Area ABAG is the Regional Planning Agency for the nine County Bay Areas. Executive Board meetings are J Government (ABAG) held quarterly, however a representative appointed by the Santa Clara Cities Association represents Saratoga along with other cities in Santa Clara County. The annual General Assembly is held in Oakland in the spring (and occasionally also in the fall), date and time to be announced. Cities Association of Santa Clara County - City Selection Committee Cities Association of Santa Clara County Board of Directors Occasionally, the Cities Association will convene as the City Selection Committee to fulfill the purposes set forth in Government Code sections 50270 - 50279.4. The membership of the City Selection Committee consists of the Mayor or Mayor's designee of each city in the county. The Committee performs certain statutory obligations relating to the appointment of city representatives to various county and regional bodies, such as LAFCO, the Air District Board, etc. (The Executive Board is not a position that Council appoints a representative to; but rather one that council members have the opportunity to be elected to). The Cities Selection Committee meets at 6:45 p.m. prior to the Board of Director's Meeting, as needed. The Cities Association serves as a forum for the 15 cities within Santa Clara County to discuss issues of mutual concern. It is staffed by Raania Mohsen, whose title is Executive Director. Each city is represented at meetings of the Cities Association by one Council Member. Meetings are held on the second Thursday of every month at 7:00 p.m. at Sunnyvale City Hall at 456 West Olive Avenue in Sunnvvale. Destination Saratoga Destination Saratoga promotes Saratoga as a leisure destination, emphasizing its scenic beauty and unique offerings in food, wine, recreation, and leisure. Additionally, Destination Saratoga works toward establishing and maintaining a branding identity for the City of Saratoga. The meeting schedule varies. Hakone Foundation Board According to the Lease Agreement between the City of Saratoga and the Hakone Foundation that was signed on October 18, 2000 — Section 23.2: The Landlord shall be entitled to one seat on the Executive Committee of the Hakone Foundation. Such seat shall at the sole discretion of the Landlord be occupied by the Mayor of the City of Saratoga or a Council member selected by the Mayor. Section 23.3: Throughout the term of this Lease the Tenant's Board of Trustees shall include two members of the City Council of the City of Saratoga appointed by the City Council. The Landlord shall submit the names of the two City Council Members to the Tenant at the address to which notices to Tenant are given. The two Council Members shall have the same rights and privileges as all other Pz10-. members of the Board of Trustees. The Board meets quarterly at 12:00 p.m. on the third Wednesday of February, May, September, and upon special notice, on the third Friday of December at the Cultural Exchange Center in the gardens. KSAR Community Access CATV One member of the City Council, along with the City Manager or the City Manager's designee, Foundation Board represents the City on the Community Access Television Board. Other Board members include representatives from the West Valley- Mission College District Board, one staff member from West Valley College and three public members who must be Saratoga residents and who are selected jointly by the four City and College Board members. The CATV Board established policies and priorities for the management and operation of the local community access television station, which are then implemented by the Community Access Coordinator. KSAR is a 501c3 Board. Currently, the Board meets on the second Tuesday of every month at 12:00 p.m. in the Warner Hutton House at City Hall. Santa Clara County Expressway Plan The Santa Clara County Expressway Plan 2040 Policy Advisory Board is comprised of one Council 2040 Policy Advisory Board Member form each city in Santa Clara County, along with two County Supervisors, two Santa Clara Valley Transportation Authority Board Members, and two County Roads Commissioners (non- voting). The Board reviews needs of expressways and the Santa Teresa /Hale corridor based on land use plans, projected traffic growth, and Complete Streets planning. Meeting schedule varies A total of 5 meetings are expected. Meetings are held in the County Board of Supervisors Chambers at 70 West Hedding Street in San Jose. Santa Clara County Housing and The HCD Council Committee is comprised of local elected officials who review and recommend Community Development (HCD) policies and priorities concerning the County's Housing & Community Development, and Community Council Committee Development Block Grant Programs (CDGB) to the County Board of Supervisors. The Committee meets three times during the Fiscal Year at 2310 North First Street, San Jose. Santa Clara County Library District A City Council Member from each city within the Santa Clara County Library District is selected to Joint Powers Authority Board serve on the Library JPA Board. The Library JPA is the policy making and governing body of the County's library system, of which Saratoga Community Library is part of. The Library JPA meets four times a year in January, April, June, and October on the fourth Thursday at 1:30 pm. at the Santa Clara County Library Administrative Offices, located at 14600 Winchester Boulevard in Los Gatos. In June, the meeting is held the first Thursday. Santa Clara Valley Flood Control & The Water District provides flood control activities throughout the county via five flood control zones, Watershed Advisory Committee which fund these activities through benefit - assessments levied against properties within each zone. The City of Saratoga is part of the Guadalupe /West Valley Flood Protection and Watershed Advisory Committee. The Committee is comprised of elected and appointed representatives of the cities within the zone. The purpose of the advisory committee is to formulate recommendations on flood control Pz10-. 40% efforts within the zone to the Water District's Board of Directors. The North - Central FCZ Advisory Committee generally meets four times per year in February, May, September, and November on Wednesdays at 9:30 a.m. at the District Headquarters located at 5700 Almaden Expressway in San Jose. Santa Clara Valley Water District The Water District's Water Commission advises the Water District Board on water supply issues in Commission Santa Clara County. The Commission is mostly made up of elected official who represent the cities within the county, although staff members appointed by their City Councils represent some cities. The Water Commission meets on Wednesday from 12:00 p.m. - 2:00 p.m., in January, April, July, and October at the District Headquarters located at 5700 Almaden Expressway in San Jose. Saratoga Area Senior Coordinating One member of the City Council serves as liaison to the SASCC Board to maintain open Council Liaison communications between the City and SASCC. The Board meets on the fourth Tuesday every of month at 9:30 a.m. at City Hall in the Magnolia Room (with the exception of December). Saratoga Chamber of Commerce Both the Mayor and City Manager serve as ex- officio members of the Chamber of Commerce Board. Meetings will be held on the second Thursday of every month at 5:30 p.m. at the Chamber of Commerce Office. Saratoga Historical Foundation Officers and Board members meet 10 months out of the year (excluding December and August) on the third Thursday of the month from 3:00 p.m. - 5:00 p.m. in the Historical Museum. Saratoga Ministerial Association The Saratoga Ministerial Association is comprised of representatives from communities of faith located within the city of Saratoga. The purpose of the group is to build community and support city residents through cooperation and joint activities, including the annual Thanksgiving Day service, spring service projects (Saratoga Serves), summer block parties and other events. The group meets monthly on the fourth Wednesday at noon (except in July and August). The location rotates among the congregations. Saratoga Sister City Committee Liaison One member of the City Council serves as liaison to the Sister City Committee. The purpose of the Sister City Committee is to plan and carry out programs and activities, which strengthen Saratoga's relationship with its sister, city, Muko -Shi, in Japan. Meetings are held the first Tuesday of every month at 7:00 p.m. at the Joan Pisani Community Center. The VTA PAC is one of several standing advisory committees to the VTA Board of Directors. Composed Valley Transportation Authority Policy Advisory Committee of elected official representing each of the cities in the County, the PAC makes recommendations to the VTA Board on issues of transportation planning and programming. The VTA PAC meets on the second Thursday of every month at 4:00 p.m. at the VTA offices at 3331 North First Street in San Jose (with the exception of January 16, 2014). West Valley Mayors and City The West Valley Mayors and Managers Association is a sub - regional grouping of the VTA governance Managers Association structure. It consists of the Mayors and City Mangers from the cities of Campbell, Cupertino, Monte 40% CITY COUNCIL AD HOC COMMITTEES & LIAISON ASSIGNMENTS Meetings are held on an as needed basis. - City /School Ad Hoc Committee - Council Finance Committee - Highway 9 Ad Hoc Committee - Let's Move City Ad Hoc Committee - Postal Liaison - TEA Ad Hoc Committee - Village Ad Hoc Committee 251 Sereno, Saratoga and the Town of Los Gatos. It is charged with selecting the VTA Board member representing the above municipalities (for a two year term). Meetings are held the fourth Wednesday of the month at noon. Each city hosts the gathering for a year at a time, rotating in alphabetical order. Meetings in August and December are usually cancelled. West Valley Sanitation District The West Valley Sanitation District is governed by a five member board composed of one councilmember from each of the four west valley cities and the District 4 Santa Clara County Supervisor. Board members are compensated $100 for each meeting attended. The Board is scheduled to meet on either the second Wednesday of every month at 6:00 p.m. at the District's Office located at 110 E. Sunnyoaks Avenue in Campbell. West Valley Solid Waste Management This WVSWMA consists of the west valley cities of Campbell, Los Gatos, Monte Sereno, and Saratoga. Authority The Authority was formed to coordinate efforts in carrying out solid waste collection and disposal activities, and in meeting the mandates of AB939, the States' Integrated Waste Management Act. The Authority is served by an Executive Director who is a private consultant under contract and who has considerable expertise in the field of solid waste. The Authority is responsible for establishing collection rates within each city and overseeing both landfill and hauler agreements. The Authority Board is composed of one councilmember from each of the four member agencies. Meetings are held on a quarterly basis (February, May, August, and November) at 5:00 p.m. on the first Thursday at Monte Sereno City Hall located at 18041 Saratoga Los Gatos Road in Monte Sereno. CITY COUNCIL AD HOC COMMITTEES & LIAISON ASSIGNMENTS Meetings are held on an as needed basis. - City /School Ad Hoc Committee - Council Finance Committee - Highway 9 Ad Hoc Committee - Let's Move City Ad Hoc Committee - Postal Liaison - TEA Ad Hoc Committee - Village Ad Hoc Committee 251 SARATOGA CITY COUNCIL AGENCY & AD HOC COMMITTEE MEETING SCHEDULE SUMMARY & ASSIGNMENTS AGENCY MEETING DATES COUNCIL MEMBER /ALTERNATE Page Association of Bay Area Government (ABAG) Meets 1— 2 times per year during General Assembly in Spring and Fall in Oakland. Lo Cities Association of Santa Clara County - City Selection Meetings as needed at 6:45 p.m. on 2nd Page Committee Thursday of the month at Sunnyvale City Hunter Hall at 456 West Olive Avenue in Sunnyvale. Cities Association of Santa Clara County Board of Directors Meets 2nd Thursday of every month at Page 7:00 p.m. at Sunnyvale City Hall at 456 Hunter West Olive Avenue in Sunnyvale. Meeting schedule varies. Destination Saratoga Cappello Hakone Foundation Board Hunter Meets quarterly on 3rd Wednesday at noon in the Cultural Exchange Center in Lo the gardens. (both must attend) Saratoga Historical Foundation Meetings 3rd Tuesday of the month from Hunter 3:00 p.m. to 5:00 p.m., except for August Lo and December, in the Saratoga History Museum. KSAR Community Access CATV Foundation Board Meets 2nd Tuesday of the month at 12:00 Hunter p.m. in the Warner Hutton House. Miller Santa Clara County Expressway Plan 2040 Policy Advisory Meeting schedule varies A total of 5 Page Board meetings are expected. Meetings are held in the County Board of Supervisors Chambers at 70 West Hedding Street in San Jose. Santa Clara County Housing and Community Development Meets 3 times during the Fiscal Year at Cappello (HCD) Council Committee 2310 North First Street, San Jose. Page Santa Clara County Library System Joint Powers Authority Lo Meets minimally 4 times a year in January, Board April, June, and October on the 4th Hunter Thursday at 1:30 pm at the Santa Clara 1►4M 253 County Library Administrative Offices, located at 14600 Winchester Boulevard in Los Gatos. In June, the meeting is held the first Thursday. Santa Clara Valley Flood Control & Watershed Advisory Meets 4 times per year in February, May, Lo Committee September, and November on Miller Wednesdays at 9:30 a.m. at the District Headquarters located at 5700 Almaden Expressway in San Jose. Santa Clara Valley Water District — Commission Meets on Wednesday mornings at 12:00- Lo 2:00 p.m., in January, April, July, and Miller October at the District Headquarters located at 5700 Almaden Expressway in San Jose. Saratoga Area Senior Coordinating Council Liaison Meets on the 4t" Tuesday of the month at Cappello 9:30 a.m. at City Hall in the Magnolia Lo Room (no meeting held in December). Saratoga Chamber of Commerce Meets 2nd Thursday of the month at 5:30 Cappello p.m. Hunter Saratoga Ministerial Association Meets 4t" Wednesday at noon every Miller month, except for July and August. The Cappello meeting location rotates among the congregations. Saratoga Sister City Committee Liaison Meets 1St Tuesday of the month at 7:00 Page p.m. at the Joan Pisani the Community Lo Center. Valley Transportation Authority Policy Advisory Committee Miller Meetings on the 2nd Thursday of every month at 4:00 p.m. (except for January 16, Page 2014). Meets 4t" Wednesday of the month at West Valley Mayors and City Managers Association Hunter (WVM &M) noon (except December). The meeting Lo location rotates among member cities. August meeting is usually canceled 253 West Sanitation District West Valley Solid Waste Management Authority AD HOC AND LIAISON ASSIGNMENTS Meetings are held as needed. Meets either the 2nd Wednesday ever Page month at 6:00 p.m. at the District's Office Cappello located at110 E Sunnyoaks Avenue in Miller Campbell. Miller Meets quarterly, in February, May, August, and November, at 5:00 p.m. on Page the 1St Thursday at Monte Sereno City Hall Let's Move City Ad Hoc located at 18041 Saratoga Los Gatos Road Lo in Monte Sereno. Miller AD HOC /COMMITTEE ASSIGNMENTS COUNCIL MEMBER 2ND COUNCIL MEMBER City School Ad Hoc Hunter Miller Council Finance Committee Miller Cappello Highway 9 Ad Hoc Cappello Page Let's Move City Ad Hoc Cappello Lo Postal Service Liaison Miller N/A TEA Ad Hoc Page Cappello Village Ad Hoc Hunter Lo i!k1!