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02-19-2014 CC Agenda Packet
L/ of SAR�� U �L /F ©R% AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL FEBRUARY 19, 2014 SPECIAL MEETING — 6:00 P.M. — ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER — 6:00 P.M. REPORT ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on February 13, 2014) 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. CALL JOINT MEETING TO ORDER — 6:00 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE 1. Joint Meeting with the Saratoga Planning Commission Recommended Action: Informational only. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.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, Debbie Bretschneider, Deputy 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 February 13, 2014 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 13h day of February 2014 at Saratoga, California. Debbie Bretschneider, Deputy City Clerk 2 City of Saratoga CITY COUNCIL JOINT MEETING Meeting Discussion Topics Joint Meeting with the Planning Commission February 19, 2014 16:00 p.m. Saratoga City Hall I Administrative Conference Room 6:00 p.m. Dinner & Introductions 6:15 p.m. Review of Accomplishments 6:25 p.m. 2014 Work Plan 6:45 p.m. Other Remarks & Wrap Up * The Regular City Council Meeting begins at 7:00 p.m. in the Civic Theater. Joint meeting attendees are invited to attend the Regular Meeting and share an overview of the joint meeting with the public during Oral Communications. Table of Contents Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 City Council Meeting Minutes Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 7 Attachment A: Minutes for Special City Council Meeting on January 29, 2014 . . . . . . . . . . . . . . . . . . . . . 9 Attachment B: Minutes for Special Meeting on February 4, 2014 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Attachment C: Minutes for Special and Regular City Council Meeting on February 5, 2014 . . . . . . . . . . . . . 13 Review of Accounts Payable Check Registers Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 24 2/4/2014 Check Register . . . . . . . . . . . . . . . . . . . 26 2/11/2014 Check Register . . . . . . . . . . . . . . . . . . . 28 Resolution Authorizing General Fund Budget Appropriation Amendment to Fund Executive Search Expenditures and Execution of an Agreement By and Between the City of Saratoga, a municipal corporation ( "City "), and William Avery & Associates, INC. City Council Report 2.19.14 . . . . . . . . . . . . . . . . . . 33 City Council Resolution 2.19.14 . . . . . . . . . . . . . . . . 35 City Council Report Attachment - Contract . . . . . . . . . . . 36 Design Review Handbook and City Code Update Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 56 City Council Resolution . . . . . . . . . . . . . . . . . . . . 60 Handbook . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Ordinance . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Commission Resolution . . . . . . . . . . . . . . . . . . . . 104 Counter Handouts . . . . . . . . . . . . . . . . . . . . . . . 106 Summer 2014 Issue of The Saratogan Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 110 Attachment A: The Saratogan 2014 Spring Issue . . . . . . . . 112 1 AGENDA REGULAR MEETING SARATOGA CITY COUNCIL WEDNESDAY, FEBRUARY 19, 2014 REGULAR MEETING — 7:00 P.M. — CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on February 13, 2014) REPORT FROM CLOSED SESSION COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non- Aundized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the Council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications - Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. Communications from Boards and Commissions Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS None 2 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. City Council Meeting Minutes Recommended action: Approve City Council minutes for the Special City Council Meeting on January 29, 2014, Special Meeting on February 4, 2014, and Special and Regular City Council Meeting on February 5, 2014. 2. Review of Accounts Payable Check Registers Recommended action: 2/4/2014 Period 8 2/11/2014 Period 8 3. Resolution Authorizing General Fund Budget Appropriation Amendment to Fund Executive Search Expenditures and Execution of an Agreement By and Between the City Of Saratoga, A Municipal Corporation ( "City "), and William Avery & Associates, Inc. Recommended action: Adopt the attached resolution 1. Authorizing the General Fund budget appropriation amendment to fund executive search expenditures. 2. Authorizing Agreement by and between the City of Saratoga, a municipal corporation ( "City "), and William Avery & Associates, INC. ( "Contractor ") for executive search services. 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 4. Design Review Handbook and City Code Update Recommended action: 1. Adopt the resolution approving the new Single Family Residential Design Review Handbook 2. Introduce and waive the first reading of the attached ordinance amending Chapter 15 of the City Code and direct staff to place the ordinance on the consent calendar for adoption at the next regular meeting of the City Council. 3 OLD BUSINESS None NEW BUSINESS 5. Summer 2014 Issue of The Saratogan Recommended action: Accept report and direct staff accordingly. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Emily Lo Cities Association of Santa Clara County Cities Association of Santa Clara County — Selection Committee Council Finance Committee Hakone Foundation Board Hakone Foundation Executive Committee Santa Clara County Library District Joint Powers Authority West Valley Mayors and Managers Association Vice Mayor Howard Miller City School Ad Hoc Council Finance Committee Hakone Foundation Board Postal Service Liaison Valley Transportation Authority Policy Advisory Committee (PAC) West Valley Solid Waste Management Joint Powers Authority Council Member Manny Cappello Destination Saratoga Highway 9 Ad Hoc Let's Move City Ad Hoc Santa Clara County Housing and Community Development (HCD) Council Committee Saratoga Area Senior Coordinating Council (SASCC) Saratoga Chamber of Commerce Saratoga Ministerial Association TEA Ad Hoc Village Ad Hoc Council Member Chuck Page Association of Bay Area Governments (ABAG) Highway 9 Ad Hoc Let's Move City Ad Hoc Santa Clara County Expressway Plan 2040 Policy Advisory Board Saratoga Sister City Committee Liaison TEA Ad Hoc West Valley Sanitation District Council Member Jill Hunter City School Ad Hoc KSAR Community Access TV Board 2 Santa Clara Valley Water District Commission Santa Clara Valley Water District West Valley Flood Control & Watershed Advisory Committee Saratoga Historical Foundation Village Ad Hoc CITY COUNCIL ITEMS CITY MANAGER'S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.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, Debbie Bretschneider, 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 February 13, 2014, 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 13th day of February 2014 at Saratoga, California. Debbie Bretschneider, Deputy City Clerk 5 NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.sarato ag ca.us �� a( SARq Tq C` 9 ,?5� �4t0 Fog N�p. CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2014 02/19 Regular Meeting —Joint Meeting with Planning Commission 03105 Regular Meeting —5:30 p.m. Joint Meeting with Chamber of Commerce/Destination Saratoga 03/19 Regular Meeting —Joint Meeting with Traffic Safety Commission 04/02 Regular Meeting —Joint Meeting with Sheriff Office 04/16 Regular Meeting —CIP Budget Study Session 05/07 Regular Meeting —Joint Meeting with Mountain Winery 05/21 Regular Meeting —Joint Meeting with Montalvo Arts 06/04 Regular Meeting —Joint Meeting with Saratoga Ministerial Association 06/18 Regular Meeting —5:30 p.m. Community Center -Joint Meeting with HOA's 07/02 Regular Meeting — Joint Meeting with Sister City Committee 07/16 Recess 08/06 Recess 08/20 Regular Meeting —Joint Meeting with SASCC 09/03 Regular Meeting - -Joint Meeting with Parks & Rec /PEBTAC 09/17 Regular Meeting —Joint Meeting with Youth Commission 10 /01 Regular Meeting —5:30 p.m.- Community Center -Joint Meeting with Saratoga School Districts 10115 Regular Meeting — Joint Meeting with Hakone Foundation Board 11105 Regular Meeting — Joint Meeting with West Valley Board of Trustees 11/19 Regular Meeting — Joint Meeting with Senator Beall 12/03 Regular Meeting — Joint Meeting with Library Commission and Friends of the Saratoga Libraries 12/17 Regular Meeting — Joint Meeting TBD 0 SARATOGA CITY COUNCIL IUif3 MEETING DATE: February 19, 2014 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 City Council Meeting on January 29, 2014, Special Meeting on February 4, 2014, and Special and Regular City Council Meeting on February 5, 2014. BACKGROUND: The draft minutes for the Special City Council Meeting on January 29, 2014, Special Meeting on February 4, 2014, and Special and Regular City Council Meeting on February 5, 2014 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 Page 1 of 2 7 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: Minutes for Special City Council Meeting on January 29, 2014 Attachment B: Minutes for Special Meeting on February 4, 2014 Attachment C: Minutes for Special and Regular City Council Meeting on February 5, 2014 Page 2 of 2 MINUTES WEDNESDAY, JANUARY 29, 2014 SARATOGA CITY COUNCIL SPECIAL MEETING CALL MEETING TO ORDER Mayor Lo called the meeting to order at 5:33 p.m. in the Administrative Conference Room at City Hall at 13777 Fruitvale Avenue in Saratoga. ROLL CALL PRESENT Mayor Emily Lo, Vice Mayor Howard Miller, Council Members Manny Cappello, Chuck Page, Jill Hunter ABSENT: None ALSO PRESENT: Monica LaBossiere, Human Resources Manager Crystal Bothelio, City Clerk REPORT 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 January 24, 2014. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS ON NON - AGENDIZED ITEMS Trish Cypher commented upon the City Manager recruitment and volunteered to assist with encouraging public participation in the process. COUNCIL DIRECTION TO STAFF None 1. City Manager Recruitment Recommended Action: Review and provide direction on the timeline and approach for the City Manager recruitment. Human Resources Manager Monica LaBossiere provided an overview of the recruitment timeline and explained that the goal is to complete the recruitment and fill the City Manager position the day after current City Manager Dave Anderson's retirement on July 23, 2014. However, the Human Resources Manager informed the City Council that, depending on the selected candidate's available start date, it is important the City Council remain flexible as the City may not be able to fill the position for up to a month after July 23, 2014. In the event this occurs, the City Council may need to appoint an Interim City Manager. The Human Resources Manager shared that all current department heads have served as Interim City Manager on behalf of City Manager Dave Anderson and suggested to the City Council that they may want to consider the option of appointing a department head as Interim City Manager in the event the need arises. D The City Council discussed the timing of the recruitment and Interim City Manager options should the City Manager position be vacant after July 23, 2014. Human Resources Manager Monica LaBossiere explained that staff is seeking Council authorization to request proposals from executive search firms to conduct the City Manager recruitment. The typical scope of work, timeframe, and the average cost of executive search firms was provided to the City Council. The City Council discussed the executive search firms commonly used for City Manager recruitments, the cost of hiring an executive search firm, the past experiences Council Members have had with executive search firms, and options for engaging the public in the general recruitment process. MILLER/PAGE MOVED TO DIRECT STAFF TO OBTAIN A PROPOSAL FROM WILLIAM AVERY & ASSOCIATES, INC. TO CONDUCT THE CITY MANAGER RECRUITMENT AND SCHEDULE A SPECIAL MEETING WITHIN TWO WEEKS FOR THE COUNCIL TO REVIEW THE PROPOSAL AND INTERVIEW WILLIAM AVERY & ASSOCIATES, INC. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. The Council discussed availability for a special meeting to review the proposal. Options included February 4, 2014 at 8:00 a.m., February 5, 2014 prior to the City Council Meeting, and February 11, 2014 at 8:00 a.m. Human Resources Manager Monica LaBossiere said she will review the meeting options with William Avery & Associates, Inc. and work with the City Clerk to schedule the special meeting. Mayor Lo invited public comment on the item. The following person requested to speak: Trish Cypher asked for additional information on the recruitment costs and commented that she would like the Council to select a City Manager who will have a long tenure with the City of Saratoga. No one else requested to speak. ADJOURNMENT PAGE /MILLER MOVED TO ADJOURN THE MEETING AT 6:14 P.M. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Crystal Bothelio, City Clerk 2 10 MINUTES WEDNESDAY, FEBRUARY 4, 2014 SARATOGA CITY COUNCIL SPECIAL MEETING CALL MEETING TO ORDER Mayor Lo called the meeting to order at 8:08 a.m. ROLL CALL PRESENT Mayor Emily Lo, Vice Mayor Howard Miller, Council Members Manny Cappello, Chuck Page, Jill Hunter ABSENT: None ALSO PRESENT: Monica LaBossiere, Human Resources Manager Crystal Bothelio, City Clerk William Avery, President of William Avery & Associates, Inc. REPORT 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 January 30, 2014. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS ON NON - AGENDIZED ITEMS None COUNCIL DIRECTION TO STAFF None City Manager Recruitment Recommended Action: Review proposal for executive recruitment services and direct staff to place an agreement for executive recruitment services on the agenda for the regular meeting on February 19, 2014. Human Resources Manager Monica LaBossiere provided a brief report, reviewing direction given to staff at the special meeting on January 29, 2014 to request a proposal from William Avery & Associates, Inc. and schedule a meeting within 2 -weeks of January 29, 2014 for the City Council to review the proposal and interview William Avery. 11 William Avery, President of William Avery & Associates, Inc. introduced himself to the City Council, reviewing his professional background, the recruitment methods generally used by William Avery & Associates, Inc., and recruitment options that the Council could consider if William Avery & Associates, Inc. is selected for the City Manager recruitment. Additionally, William Avery addressed Council questions. He assured the City Council that he would be the primary point of contact, if selected to recruit the new Saratoga City Manager. He explained that candidates for the position would probably come from all over the United States and would likely represent a variety of professional experiences. He noted that the finalists presented to the City Council for consideration would vary depending on City Council priorities for the position. For example, if the City Council would like someone who will have a lengthy tenure with the City, then he will seek out candidates most likely to stay in the position for a long time. If, after selecting a new City Manager, the Council and new City Manager express any difficulties or challenges working together then William Avery & Associates, Inc. will assist the City Council and new City Manager by offering insights or suggestions in order to reach resolution. If during the first year of employment, the City Manager incumbent is terminated or voluntarily resigns, William Avery & Associates, Inc. will conduct a second recruitment and only invoice the City for out -of- pocket expenses incurred in identifying a replacement. PAGE /CAPPELLO MOVED TO DIRECT STAFF TO PLACE AN AWARD OF CONTACT TO WILLIAM AVERY & ASSOCIATES, INC. FOR RECRUITMENT OF A CITY MANAGER ON THE FEBRUARY 19, 2014 CITY COUNCIL AGENDA. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. ADJOURNMENT PAGE /MILLER MOVED TO ADJOURN THE MEETING AT 8:42 A.M. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Crystal Bothelio, City Clerk 2 12 MINUTES WEDNESDAY, FEBRUARY 5, 2014 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 City Council conducted a Joint Meeting with the Santa Clara County Fire Department. SARATOGA CITY COUNCIL REGULAR MEETING Mayor Lo called the meeting to order at 7:01 p.m. and led the Pledge of Allegiance. ROLL CALL PRESENT Mayor Emily Lo, Vice Mayor Howard Miller, Council Members Manny Cappello, Chuck Page, Jill Hunter ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Crystal Bothelio, City Clerk John Cherbone, Public Works Director Mary Furey, Finance and Administrative Services Director James Lindsay, Community Development Director Michael Taylor, Recreation and Facilities Director Kate Bear, City Arborist Cynthia McCormick, Planner Michael Fossati, Planner 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 January 30, 2014. REPORT FROM CLOSED SESSION Mayor Lo announced that there was nothing to report. COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non- Auendized Items Santa Clara County Fire Department Deputy Chief Steven Prziborowski provided an overview of the Joint Meeting with the City Council and introduced Dana Reed, Director of Emergency Management for the Santa Clara County Fire Department. 13 Diane Tuley -Brown spoke about an overabundance of signage in the City and encouraged the City to support Wildwood Market. Trish Cypher raised concerns about Plan Bay Area, Senate Bill 1, Senate Bill 33, and regional government. Oral Communications - Council Direction to Staff None Communications from Boards and Commissions None Council Direction to Staff None ANNOUNCEMENTS Council Member Hunter announced the Saratoga Village Development Council Saint Patrick's Day Event on Saturday, March 15, 2014 from 3:00 p.m. to 5:00 p.m. in Saratoga Village. Vice Mayor Miller shared that the City's Recreation Department will be offering recreation camps during spring break. Additional information about the camps can be found in the City of Saratoga Recreation Activity Guide or on the City website at www.saratoga.ca.us /recreation. Council Member Page made an announcement about the Sister City Open House in March. Mayor Lo noted that the City is conducting recruitments for two Commissions — the Library Commission and Planning Commission. Additional information is on the City website at www.saratoga.ca.us /comvac. Mayor Lo also shared that there is a Saratoga Lunar New Year Celebration on February 9, 2014 from 2:00 p.m. to 4:00 p.m. at Argonaut Elementary. Council Member Hunter added that City Manager Dave Anderson has announced his retirement for July 2014 and the City is beginning the recruitment process to find a new City Manager. CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR W 14 City Council Meeting Minutes Recommended action: Approve City Council minutes for the Special and Regular City Council Meeting on January 15, 2014. Council Member Page removed this item from the Consent Calendar to request that the City Clerk correct a misspelling in the minutes. Mayor Lo invited public comment on the item. No one requested to speak. PAGE /CAPPELLO MOVED TO APPROVE THE CORRECTED CITY COUNCIL MINUTES FOR THE SPECIAL AND REGULAR CITY COUNCIL MEETING ON JANUARY 15, 2014. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. Review of Accounts Payable Check Registers Recommended action: Review and accept check registers for the following accounts payable payment cycles: 1/14/2014 Period 7 1/21/2014 Period 7 1/28/2014 Period 7 MILLER/PAGE MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 1/14/2014 PERIOD 7, 1/21/2014 PERIOD 7, AND 1/28/2014 PERIOD 7. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3. Treasurer's Report for the Month Ended December 31, 2013 Recommended action: Review and accept the Treasurer's Report for the month ended December 31, 2013. MILLER/PAGE MOVED TO ACCEPT THE TREASURER'S REPORT FOR THE MONTH ENDED DECEMBER 31, 2013. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 4. Amendment to Resolution 13 -082 Appointment Members to the Traffic Safety Commission and Heritage Preservation Commission Recommended action: Adopt the attached resolution amending Resolution 13 -082, appointing members to the Traffic Safety Commission and Heritage Preservation Commission. RESOLUTION NO. 14 -003 15 MILLER/PAGE MOVED TO ADOPT THE RESOLUTION AMENDING RESOLUTION 13 -082, APPOINTING MEMBERS TO THE TRAFFIC SAFETY COMMISSION AND HERITAGE PRESERVATION COMMISSION. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 5. Approval of Sports User Agreements - 2014 Recommended action: Approve Sport User Agreements with American Youth Soccer Organization, Saratoga Little League, Quito Little League, De Anza Youth Soccer League, West Valley Lacrosse Club, West Valley Youth Soccer League, CISL (Adult Soccer League), and Saratoga Pony League for the use of Saratoga City parks and Prospect High School for organized sport use, and authorize the City Manager to execute the same. Council Member Page removed this item from the Consent Calendar to suggest that language on facility clean up requirements be consolidated. Public Works Director John Cherbone addressed Council questions. Mayor Lo invited public comment on the item. No one requested to speak. HUNTER/PAGE MOVED TO APPROVE SPORT USER AGREEMENTS WITH AMERICAN YOUTH SOCCER ORGANIZATION, SARATOGA LITTLE LEAGUE, QUITO LITTLE LEAGUE, DE ANZA YOUTH SOCCER LEAGUE, WEST VALLEY LACROSSE CLUB, WEST VALLEY YOUTH SOCCER LEAGUE, CISL (ADULT SOCCER LEAGUE), AND SARATOGA PONY LEAGUE FOR THE USE OF SARATOGA CITY PARKS AND PROSPECT HIGH SCHOOL FOR ORGANIZED SPORT USE, AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 6. Zoning Amendment for Single Room Occupancy Buildings (SRO) - Second Reading Recommended action: Waive the second reading and adopt the proposed ordinance. This item was removed from the Consent Calendar for public comment. Mayor Lo invited public comment on the item. The following person spoke: Trish Cypher 2 16 No one else requested to speak. ORDINANCE NO. 313 PAGE /MILLER MOVED TO WAIVE THE SECOND READING AND ADOPT THE PROPOSED ORDINANCE. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. PUBLIC HEARINGS 7. Appeal of the Planning Commission's Approval of a Proposed Mixed -Use Project at 12250 Saratoga - Sunnyvale Road Recommended action: Conduct a public hearing and adopt a resolution denying the appeal. Community Development Department Planner Michael Fossati presented the staff report on this item. Mayor Lo invited the applicant, Yorke Lee, to give opening remarks. Yorke Lee addressed the City Council. Mayor Lo invited the appellants, Bill Benevento, Jack Mallory, and Charles Ye, to give opening remarks. Bill Benevento, Jack Mallory, and Charles Ye addressed the City Council. Mayor Lo invited public comment on the item. The following people requested to speak: Sue Mallory spoke in favor of upholding the appeal. Elaine Chan spoke in favor of upholding the appeal. Trish Cypher spoke in favor of upholding the appeal. Marcia Fariss spoke in favor of upholding the appeal. Yue Lin spoke in favor of denying the appeal. Li Sun spoke in favor of denying the appeal. Jeff Walker spoke in favor of upholding the appeal. Cheriel Jensen spoke in favor of upholding the appeal. 5 17 Jeff Schwartz spoke in favor of upholding the appeal. Mayor Lo closed the public comment period. She then invited the applicant, Yorke Lee, to present his closing remarks. Barton Hechtman spoke on behalf of Yorke Lee. Mayor Lo invited the appellants to provide closing remarks. Bill Benevento, Jack Mallory, and Charles Ye presented their closing statements. Mayor Lo then closed the public hearing and opened Council discussion. PAGE /MILLER MOVED TO CONTINUE THE PUBLIC HEARING TO THE MARCH 5, 2014 CITY COUNCIL MEETING; DIRECTED STAFF TO WORK WITH THE APPLICANT TO PREPARE AN ALTERNATIVE PLAN TO BE PRESENTED AT THE MARCH 5, 2014 MEETING THAT REMOVES THE REARMOST UNIT IN THE PLAN OR REDUCES IT TO 1 STORY; AND RECOMMENDED THAT THE APPLICANT SEEK INPUT FROM NEARBY RESIDENTS ON THE ALTERNATIVE PLAN. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. At 9:09 p.m., Mayor Lo announced that the City Council would be taking a short break. Mayor Lo reconvened the meeting at 9:19 p.m. OLD BUSINESS None NEW BUSINESS Hearing Date of Planning Commission Appeal for 13580 Saratoga Vista Avenue Recommended action: Provide direction on the hearing date of the Planning Commission appeal for 13580 Saratoga Vista Avenue. Mayor Lo recused herself from the item due to a potential conflict of interest and requested that Vice Mayor Miller preside over the meeting. City Clerk Crystal Bothelio presented the staff report on this item. Vice Mayor Miller invited public comment on the item. The following people requested to speak: Co im Matthew Harrigan No one else requested to speak. PAGE /CAPPELLO MOVED TO RESCHEDULE THE HEARING DATE OF THE PLANNING COMMISSION APPEAL FOR 13580 SARATOGA VISTA AVENUE FOR APRIL 2, 2014. MOTION PASSED. AYES: MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: LO. ABSENT: NONE. 9. Review of Blaney Plaza Stone Pine Recommended action: Authorize staff to further assess and monitor the Blaney Plaza Italian Stone Pine for an amount not to exceed $8,000 to be funded from the City Council's Discretionary Fund. City Arborist Kate Bear presented the staff report. Mayor Lo invited public comment on the item. No one requested to speak. PAGE /MILLER MOVED TO AUTHORIZE STAFF TO FURTHER ASSESS AND MONITOR THE BLANEY PLAZA ITALIAN STONE PINE FOR AN AMOUNT NOT TO EXCEED $8,000 TO BE FUNDED FROM THE CITY'S TREE FUND. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 10. Presentation on State Route 85 Express Lane Project Recommended action: Receive presentation from Santa Clara Valley Transportation Authority (VTA) representatives on the State Route 85 Express Lane Project and provide staff with direction on statements to be included in a comment letter on the project. Emily Lo invited John Ristow, VTA Chief Congestion Management Agency Officer, to make the presentation. John Ristow, VTA Chief Congestion Management Agency Officer, made a presentation to the City Council on the State Route 85 Express Lane Project. Mayor Lo invited public comment on the item. The following people requested to speak: Barry Chang spoke in opposition to the State Route 85 Express Lane Project. Jeff Barco spoke in opposition to the State Route 85 Express Lane Project. 7 19 Melanie Guzzo spoke in opposition to the State Route 85 Express Lane Project. Joyce Hlava spoke in opposition to the State Route 85 Express Lane Project. Judy Sorensen spoke in opposition to the State Route 85 Express Lane Project. Richard D'sa spoke in opposition to the State Route 85 Express Lane Project. Brian Robertson spoke in opposition to the State Route 85 Express Lane Project. Mary Robertson spoke in opposition to the State Route 85 Express Lane Project. Jim Stallman spoke in opposition to the State Route 85 Express Lane Project. Trish Cypher spoke in opposition to the State Route 85 Express Lane Project. Anoop Tripathi spoke in opposition to the State Route 85 Express Lane Project. Donna Poppenhagen spoke in opposition to the State Route 85 Express Lane Project. Martha Clevenger spoke in opposition to the State Route 85 Express Lane Project. Milton Wheeler spoke in opposition to the State Route 85 Express Lane Project. Roy Brett spoke in opposition to the State Route 85 Express Lane Project. Paul Krug spoke in opposition to the State Route 85 Express Lane Project. Don McIntosh spoke in opposition to the State Route 85 Express Lane Project. John Chen spoke in opposition to the State Route 85 Express Lane Project. Uday Kapoor spoke in opposition to the State Route 85 Express Lane Project. Alex Sakhanyuk spoke in opposition to the State Route 85 Express Lane Project. Gary Aslanian spoke in opposition to the State Route 85 Express Lane Project. Cheriel Jensen spoke in opposition to the State Route 85 Express Lane Project. Ansazi Kausar spoke in opposition to the State Route 85 Express Lane Project. No one else requested to speak. N. 20 CAPPELLO/PAGE MOVED TO DIRECT STAFF TO WORK WITH THE MAYOR TO GENERATE A COMMENT LETTER FROM THE CITY ON THE STATE ROUTE 85 EXPRESS LANE PROJECT THAT CONVEYS CONCERNS ABOUT THE ADEOUACY OF THE ANALYSIS ON NOISE LEVELS AND TRAFFIC IMPACTS IN THE ENVIRONMENTAL DOCUMENT FOR THE PROJECT; AND THE COUNCIL FURTHER DIRECTED THE CITY ATTORNEY TO REVIEW THE CITY OF SARATOGA AGREEMENTS WITH CALTRANS AND THE SANTA CLARA COUNTY TRAFFIC AUTHORITY TO ASSESS THE STRENGTH OF THE OBLIGATIONS IN THE AGREEMENTS AND ENFORCEABILITY OF THE AGREEMENTS. Vice Mayor Miller requested an amendment to the motion to allow the Mayor the discretion to include any information revealed through the City of Cupertino's investigation on the State Route 85 Express Lane Project in the City of Saratoga comment letter. Council Members Cappello and Page accepted the amendment. CAPPELLO /PAGE MOVED TO DIRECT STAFF TO WORK WITH THE MAYOR TO GENERATE A COMMENT LETTER FROM THE CITY ON THE STATE ROUTE 85 EXPRESS LANE PROJECT THAT CONVEYS CONCERNS ABOUT THE ADEQUACY OF THE ANALYSIS ON NOISE LEVELS, TRAFFIC IMPACTS, AND, AT THE MAYOR'S DISCRETION, ISSUES REVEALED THROUGH CITY OF CUPERTINO INVESTIGATION ON THE PROJECT; AND THE COUNCIL FURTHER DIRECTED THE CITY ATTORNEY TO REVIEW THE CITY OF SARATOGA AGREEMENTS WITH CALTRANS AND THE SANTA CLARA COUNTY TRAFFIC AUTHORITY TO ASSESS THE STRENGTH OF THE OBLIGATIONS IN THE AGREEMENTS AND ENFORCEABILITY OF THE AGREEMENTS. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Emily Lo Santa Clara County Library District Joint Powers Authority — the last meeting was held in the new Service and Support Center on Dell Avenue. At the meeting, the 5 -year forecast of the District budget was discussed. City Clerk Crystal Bothelio provided an update on the recruitment for the Saratoga Library Community Librarian position. West Valley Mayors and Managers Association — during the last meeting, the group discussed the work plan for the year. This will include selecting a representative to the VTA Board. Additionally, the group discussed water conservation as well as emergency response and preparation plans. Vice Mayor Howard Miller Council Finance Committee — during the Finance Committee meeting, items that are scheduled for the Council Retreat were reviewed. This included the new capital improvement plan nomination process, the 5 -year forecast, and mid -year budget adjustments. I 21 Saratoga Ministerial Association — Vice Mayor Miller attended the Ministerial Association meeting on behalf of Council Member Cappello. The group discussed changes to Saratoga Serves. Valley Transportation Authority Policy Advisory Committee (PAC) — during the last meeting, there was a presentation on the State Route 85 Express Lane Project. The new General Manager was present at the meeting. The PAC also received updates on community meetings that VTA has been conducting on the State Route 85 Express Lane Project, outreach meetings on the BART to San Jose project, and union contract negotiations. Council Member Manny Cappello Destination Saratoga — the group is working on coordination of their event, "A Village Dinner," scheduled for June 22, 2014. A portion of Big Basin Way will be closed for the event. The event is expected to draw 300 people. Free valet parking will be provided. The Chamber of Commerce will assist with ticket sales. Santa Clara County Housing and Community Development (HCD) Council Committee — the next meeting will be the week of February 10, 2014. The first review of applications for Community Development Block Grant applications is on the agenda. Saratoga Area Senior Coordinating Council (SASCC) — the last board meeting was the week of January 27, 2014. During the meeting, the Board discussed objectives and goals for the Executive Director. Updates on the financials were also presented. The Winter Dance that was held in January was well attended with 80 people present for the event. The group is working on plans for the Italian Dinner scheduled for June at West Valley College. Saratoga Chamber of Commerce — the Chamber held a ribbon cutting for Wildwood Market. It was well attended. The event was also combined with a Chamber Mixer. Council Member Chuck Santa Clara County Expressway Plan 2040 Policy Advisory Board — the Board will be meeting on February 6, 2014. The group will discuss proposed changes to Capital Expressway and Lawrence Expressway. Council Member Jill Hunter Santa Clara Valley Water District Commission — during the last meeting, the Commission was informed water levels in Santa Clara County should be fine for the next year. However, the Water District will be asking customers to reduce water consumption. Mayor Lo invited public comment on Council Agency and Ad Hoc Reports. The following person requested to speak: Trish Cypher encouraged the City Council to take action against regional government. CITY COUNCIL ITEMS None 10 22 CITY MANAGER'S REPORT City Manager Dave Anderson said his last day with the City would be July 23, 2014 The City is currently conducting a recruitment to fill the City Manager position. Mayor Lo added that the City plans to hold a retirement celebration for City Manager Dave Anderson. A date has not yet been set, but the event will likely be held in mid -July. ADJOURNMENT PAGE /MILLER MOVED TO ADJOURN THE MEETING AT 12:13 A.M. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Crystal Bothelio, City Clerk 11 23 SARATOGA CITY COUNCIL MEETING DATE: February 19, 2014 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: 2/4/2014 Period 8 2/11/2014 Period 8 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 2/4/14 124742 124768 27 87,599.25 02/04/14 1/28/14 124741 Accounts Payable 2/11/14 124769 124830 62 153,321.19 02/11/14 2/4/14 124768 Accounts Payable checks issued for $20,000 or greater: Date Check # Issued to Fund Dept. Purpose Amount 02/04/14 124747 Campbell Union School General PW Field Rental 20,580.00 02/04/14 124764 Shute Mihaly & Weinberger General Legal Attorney Services 32,101.39 02/11/14 124799 KSAR General General PEG Fees 20,886.28 Accounts Payable checks voided during this time period: AP Date I Check # Issued to Reason Status Amount N/A 24 Cash reductions by fund: Period 8 Period 8 Fund # Fund Description 02/04/14 02/11/14 Total 111 General Fund 64,970.97 89,444.99 154,415.96 231 Village Lighting 2,938.13 2,938.13 232 Azule Lighting 247.23 247.23 233 Sarahills Lighting 258.72 258.72 241 Arroyo de Saratoga Landscape 2,499.42 2,499.42 242 Bonnet Way Landscape - 243 Carnelian Glen - 244 Cunningham/Glasgow Landscape - 245 Fredericksburg Landscape - 246 Greenbriar Landscape 1,225.89 230.00 1,455.89 247 Kerwin Ranch Landscape - 248 Leutar Court Landscape - 249 Manor Drive Landscape - 251 McCartysville Landscape 21.11 21.11 252 Prides Crossing Landscape 25.11 25.11 253 Saratoga Legends Landscape - 254 Sunland Park Landscape - 255 Tricia Woods Landscape 10.51 10.51 271 Beauchamps Landscape 50.46 50.46 272 Bellgrove Landscape 644.22 644.22 273 Gateway Landscape 51.91 51.91 274 Horseshoe Landscape /Lighting 10.55 10.55 275 Quito Lighting 889.87 889.87 276 Tollgate LLD 31.18 31.18 277 Village Commercial Landscape - 278 Brookglen L &L 50.00 50.00 311 Library GO Bond Debt Service - 411 CIP Street Projects 3,202.64 21,665.63 24,868.27 412 CIP Park & Trail Projects 6,453.50 19,530.40 25,983.90 413 CIP Facility Projects 3,528.44 1,766.31 5,294.75 414 CIP Admin Projects - 421 Tree Fund - 431 Grant Fund - CIP Streets 1,905.17 1,071.00 2,976.17 432 Grant Fund - Parks & Trails - 433 Grant Fund - Facilities - 434 Grant Fund - Admin Projects - 481 Gas Tax Fund - 611 Liability/Risk Mgt 339.00 339.00 612 Workers' Comp 68.71 68.71 621 Office Support 904.14 904.14 622 IT Services 82.00 739.96 821.96 623 Vehicle & Equipment Maint 2,974.56 2,974.56 624 Building Maintenance 2,706.46 9,770.17 12,476.63 631 Vehicle & Equipment Replacement 612.08 612.08 632 IT Equipment Replacement - TOTAL 87,599.25 153,321.19 240,920.44 FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and included in the packet made available on the City's website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format 25 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/04/2014 CITY OF SARATOGA ACCTPA21 TIME: 11:02:20 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140204 00:00:00.000' ACCOUNTING PERIOD: 8/14 VENDOR - - -- --- - - - - -- BUDGET UNIT • T FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124742 02/04/14 234 11111 124742 02/04/14 234 11111 124742 02/04/14 234 11111 124742 02/04/14 234 11111 124742 02/04/14 234 11111 124742 02/04/14 234 11111 124742 02/04/14 234 TOTAL CHECK 1,820.00 0.00 11111 124743 02/04/14 656 11111 124744 02/04/14 1160 11111 124744 02/04/14 1160 TOTAL CHECK 225.11 0.00 11111 124745 02/04/14 766 11111 124746 02/04/14 641 11111 124746 02/04/14 641 TOTAL CHECK 147.69 11111 124747 02/04/14 99 11111 124748 02/04/14 179 11111 124749 02/04/14 922 11111 124750 02/04/14 589 11111 124751 02/04/14 500 11111 124752 02/04/14 1 11111 124753 02/04/14 504 11111 124754 02/04/14 500 11111 124755 02/04/14 14 11111 124756 02/04/14 63 11111 124756 02/04/14 63 TOTAL CHECK 11111 124757 02/04/14 1078 11111 124758 02/04/14 100 11111 124759 02/04/14 499 11111 124760 02/04/14 145 11111 124760 02/04/14 145 11111 124760 02/04/14 145 VENDOR - - -- --- - - - - -- BUDGET UNIT • T & T 6246202 • T & T 6246202 • T & T 1117102 • T & T 6246202 • T & T 6223201 • T & T 1115301 • T & T 1115301 AMERICAN PAYROLL ASSOCIA 1113101 ANDERSON BRULE ARCHITECT 6246202 ANDERSON BRULE ARCHITECT 4139322 -007 BEAR, KATE 6128501 BKF ENGINEERS 4119122 -001 BKF ENGINEERS 4319122 -001 CAMPBELL UNION HIGH SCHO 1115301 CIM AIR, INC 6246202 CITY OF SARATOGA RECREAT 1118302 CPO LTD 6213102 CRAIG PARK 111 DEPARTMENT OF REVENUE 1117101 FOSSATI, MICHAEL 6128501 HEATHER KIRTON 111 HYDROTEC IRRIGATION EQUI 2415302 INTERSTATE TRAFFIC CONTR 4119111 -001 INTERSTATE TRAFFIC CONTR 4119111 -001 DESCRIPTION ALARM SYSTEM PHONES SR. CENTER ALARMS EMERGENCY RESPONSE PROSPECT CENTER PROSPECT CTR INTERNET CORP YARD EMERG LINES BLANEY PHONE MODEM APA MEMBER - CASELLI CIVIC THEATER MASTER CIVIC THEATER MASTER P WELLNESS GRANT REIMB PROF SVCS THRU 12/22 PROF SVCS THRU 12/22 FLD RNTL SPRING 2014 HVAC PM SERVICES JUY 4TH COM GRANT MNTHLY SVC 12/22 -1/21 REFUND FACILITY JAN PARKING CITATIONS WELLNESS GRANT REIMB ARB12 -0067 ARROYO LNDSCP REPAIR STREETS SUPPLIES STREETS SUPPLIES JUST LEAKS, INC. 6246202 ROOF REPAIRS KSAR 32.17 1118301 3 BROADCASTS CARPENTERS LOCAL 2236 (M 111 DED:3000 DUES OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES OFFICE DEPOT INC. 1113301 OFFICE SUPPLIES OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 26 SALES TAX AMOUNT 0.00 90.20 0.00 32.17 0.00 193.21 0.00 76.61 0.00 82.00 0.00 48.29 0.00 16.48 0.00 538.96 0.00 219.00 0.00 71.56 0.00 3,528.44 0.00 3,600.00 0.00 28.71 0.00 246.83 0.00 1,905.17 0.00 2,152.00 0.00 20,580.00 0.00 1,820.00 0.00 641.00 0.00 904.14 0.00 500.00 0.00 212.50 0.00 40.00 0.00 2,320.00 0.00 2,499.42 0.00 225.11 0.00 1,835.70 0.00 2,060.81 0.00 615.92 0.00 1,950.00 0.00 330.00 0.00 73.40 0.00 75.27 0.00 147.69 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/04/2014 CITY OF SARATOGA ACCTPA21 TIME: 11:02:20 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140204 00:00:00.000' ACCOUNTING PERIOD: 8/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124760 02/04/14 145 11111 124760 02/04/14 145 TOTAL CHECK 0.00 2,192.40 11111 124761 02/04/14 173 11111 124761 02/04/14 173 TOTAL CHECK 0.00 30.86 11111 124762 02/04/14 559 11111 124763 02/04/14 98 11111 124763 02/04/14 98 11111 124763 02/04/14 98 TOTAL CHECK 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 11111 124764 02/04/14 154 TOTAL CHECK 11111 124765 02/04/14 236 11111 124766 02/04/14 253 11111 124767 02/04/14 343 11111 124768 02/04/14 402 TOTAL CASH ACCOUNT TOTAL FUND TOTAL REPORT - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT - - - -- DESCRIPTION OFFICE DEPOT INC. 1115301 OFFICE SUPPLIES OFFICE DEPOT INC. 1115201 OFFICE SUPPLIES PACIFIC GAS & ELECTRIC 1115301 PARKS /OPEN SPACE PACIFIC GAS & ELECTRIC 2735302 GATEWAY SERVICE PRINTER ASSIST 1114101 OFFICE SUPPLIES SARATOGA CHAMBER OF COMM 1118302 HOLIDAY STROLL REIMB SARATOGA CHAMBER OF COMM 1118301 ADD'L PYMNT QE 9/30 SARATOGA CHAMBER OF COMM 1118301 Q PYMNT 10/1 -12/31 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 1118201 SHUTE MIHALY & WEINBERGE 4119152 -002 SOLECTRIC ELECTRICAL 2465302 STEVE BENZING ARCHITECT 4129225 -003 TMT ENTERPRISES INC 1115301 VISTA LANDSCAPE & MAINTE 4129211 -001 OAFA CTY ATTN -COM DEV CTY ATTN- COUNCIL MTGS CTY ATTN- PUBLIC WORKS CTY ATTN -CITY CLERK CTY ATTN -CITY MGR CTY ATTN- WESTLAW CTY ATTN -CODE ENFORCE CTY ATTN - REIMB EXP DEFEND CITY QUITO RD BRIDGES RPLC BATTERY LED LAMP WILDWOOD PARK PED PARKS SUPPLIES CSP FREEWAY NET RPR SALES TAX AMOUNT 0.00 31.57 0.00 31.57 0.00 359.50 0.00 10.53 0.00 51.91 0.00 62.44 0.00 437.06 0.00 2,500.76 0.00 96.00 0.00 3,285.00 0.00 5,881.76 0.00 3,917.90 0.00 2,192.40 0.00 2,212.70 0.00 1,033.90 0.00 812.00 0.00 7.58 0.00 548.10 0.00 30.86 0.00 20,450.95 0.00 895.00 0.00 32,101.39 0.00 1,225.89 0.00 1,493.50 0.00 65.25 0.00 4,960.00 0.00 87,599.25 0.00 87,599.25 0.00 87,599.25 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/11/2014 CITY OF SARATOGA ACCTPA21 TIME: 13:56:07 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140211 00:00:00.000' ACCOUNTING PERIOD: 8/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 11111 124769 02/11/14 234 TOTAL CHECK 0.00 400.00 11111 124770 02/11/14 762 11111 124771 02/11/14 35 11111 124772 02/11/14 1186 11111 124773 02/11/14 1171 11111 124773 02/11/14 1171 TOTAL CHECK 0.00 99.00 11111 124774 02/11/14 1187 11111 124775 02/11/14 95 11111 124776 02/11/14 1150 11111 124777 02/11/14 176 11111 124777 02/11/14 176 11111 124777 02/11/14 176 11111 124777 02/11/14 176 11111 124777 02/11/14 176 11111 124777 02/11/14 176 11111 124777 02/11/14 176 TOTAL CHECK 11111 124778 02/11/14 229 11111 124779 02/11/14 1023 11111 124780 02/11/14 1 11111 124781 02/11/14 320 11111 124782 02/11/14 342 11111 124783 02/11/14 206 11111 124783 02/11/14 206 TOTAL CHECK 11111 124784 02/11/14 211 VENDOR - - -- --- - - - - -- BUDGET UNIT • T & T 6246202 • 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 DESCRIPTION MONTHLY RECUR CHRG EMERG LN- RECREATION EMERG LN VM MAILBOX BOOK -GO -ROUND ALARM EMERG LN -CM OFFICE POSTAGE MACH -COPY RM AM RADIO SARA LINE GATEWAY IRR CONTROL PHONE LINES & PARKS CONGRESS SPRINGS PRK A TOOL SHED, INC. 1115301 SOD CUTTER ACCENT GRAPHICS 1111201 DESK PLATE ADVANCED FUEL SERVICES, 6235202 JAN FUEL TESTING ALLY 6315203 CHEV VOLT END 7302 ALLY 6315203 CHEV VOLT END 7314 ASSOCIATED SERVICES COMP 1118101 CAL -WEST LIGHTING & SIGN 2725302 CHARLES M. SALTER ASSOCI 1114102 CIENEGA LANDSCAPING 1115301 CIENEGA LANDSCAPING 1115301 CIENEGA LANDSCAPING 2785302 CIENEGA LANDSCAPING 2465302 CIENEGA LANDSCAPING 2465302 CIENEGA LANDSCAPING 2755302 CIENEGA LANDSCAPING 1115301 COAST OIL COMPANY LLC 6235202 CONTRACT SWEEPING SERVIC 1115103 COUNTY OF SANTA CLARA 4129281 -002 CYGANY INC 1115301 DATA TICKET INC 1117101 DAVID J. POWERS & ASSOC 4119152 -002 DAVID J. POWERS & ASSOC 4319152 -002 DEEP CLIFF GOLF COURSE 1116101 Z COFFEE SUPPLIES REPAIR OUTAGES PROF SVCS THRU 12/31 JAN KEVIN MORAN PARK JAN CONGRESS SPRINGS JAN BROOKGLEN JAN GREENBRIAR AZULE JANGREENBRIAR SEAGULL JAN QUITO LLA JAN AZULE PARK UNLEADED FUEL JAN STREET SWEEP SARA QUARRY ANNEX DOG BAGS CIT FEES DEC 2013 QUITO ROAD BRIDGES QUITO ROAD BRIDGES INSTRUCTOR -GOLF SALES TAX AMOUNT 0.00 178.97 0.00 14.91 0.00 64.15 0.00 31.71 0.00 16.86 0.00 14.91 0.00 16.86 0.00 16.55 0.00 17.38 0.00 32.78 0.00 405.08 0.00 154.00 0.00 29.47 0.00 200.00 0.00 306.04 0.00 306.04 0.00 612.08 0.00 148.05 0.00 194.38 0.00 6,620.00 0.00 275.00 0.00 400.00 0.00 50.00 0.00 135.00 0.00 95.00 0.00 75.00 0.00 395.00 0.00 1,425.00 0.00 2,677.96 0.00 13,239.50 0.00 4,788.00 0.00 372.00 0.00 100.00 0.00 99.00 0.00 396.00 0.00 495.00 0.00 364.80 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/11/2014 CITY OF SARATOGA ACCTPA21 TIME: 13:56:07 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140211 00:00:00.000' ACCOUNTING PERIOD: 8/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT - - - - -- 11111 124784 02/11/14 211 TOTAL CHECK 1114201 REFUND BL SPEC FEE 11111 124785 02/11/14 500 11111 124786 02/11/14 500 11111 124786 02/11/14 500 11111 124786 02/11/14 500 TOTAL CHECK ELLA CHEKHANOVSKAYA 1116101 11111 124787 02/11/14 651 11111 124787 02/11/14 651 11111 124787 02/11/14 651 11111 124787 02/11/14 651 11111 124787 02/11/14 651 TOTAL CHECK 0.00 300.00 11111 124788 02/11/14 419 11111 124789 02/11/14 421 11111 124790 02/11/14 1101 11111 124791 02/11/14 454 11111 124791 02/11/14 454 TOTAL CHECK 11111 124792 02/11/14 458 11111 124793 02/11/14 19 11111 124794 02/11/14 1177 11111 124795 02/11/14 956 11111 124796 02/11/14 888 11111 124796 02/11/14 888 TOTAL CHECK 11111 124797 02/11/14 674 11111 124798 02/11/14 500 11111 124799 02/11/14 100 11111 124799 02/11/14 100 TOTAL CHECK 11111 124800 02/11/14 624 11111 124800 02/11/14 624 TOTAL CHECK 11111 124801 02/11/14 171 - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT ----- DESCRIPTION - - - -- DEEP CLIFF GOLF COURSE 1116101 INSTRUCTOR -GOLF DOROTHY WARREN 111 REFUND FACILITY DR. ELIZABETH M. SORDYL 1114201 REFUND BL SPEC FEE DR. ELIZABETH M. SORDYL 1118101 REFUND BL FEE DR. ELIZABETH M. SORDYL 111 REFUND BL SPEC FEE ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR - GYMNASTICS ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR - GYMNASTICS ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR - GYMNASTICS ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR - GYMNASTICS ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR - GYMNASTICS EVENT SERVICES 1115301 EWING IRRIGATION 1115301 FIDELITY NATIONAL TITLE 1115102 GACHINA LANDSCAPE MANAGE 4119111 -001 GACHINA LANDSCAPE MANAGE 4119111 -001 GEORGE BIANCHI CONSTRUCT 4119111 -001 IAN GEDDES TREE CARE, IN 1115301 IDEAL SOUND, INC. 4139322 -009 INDEPENDENT STATIONERS 1116101 IVETA HARVANCIK 1115101 IVETA HARVANCIK 1115101 PROSPECT PORTA -POTTY IRRIGATION SUPPLIES REPORT FEE MULCH INSTALLATION COBBLE INSTALLATION 19030, 19011 RALEIGH P REMOVE PINE LOOP SYSTEM IN THEATER OFFICE SUPPLIES TRAINING- MILEAGE REIM BRIDGE TOLL REIMB JB TROPHIES 1115301 HISTORICAL BENCH PLQ KENNETH OLIDAN 111 REFUND FACILITY KSAR 111 COMCAST FEE THRU12 /31 KSAR 111 PEG FEES THRU 12/31 LABOR CONSULTANTS OF CA 4119122 -001 HWY 9 PHASE II - LABOR LABOR CONSULTANTS OF CA 4319122 -001 HWY 9 PHASE II - LABOR LABOSSIERE, MONICA 1113301 RETIREMENT FAREWELL OR SALES TAX AMOUNT 0.00 876.00 0.00 1,240.80 0.00 300.00 0.00 0.70 0.00 100.00 0.00 0.30 0.00 101.00 0.00 351.75 0.00 404.25 0.00 202.30 0.00 533.05 0.00 565.95 0.00 2,057.30 0.00 304.50 0.00 44.07 0.00 650.00 0.00 600.06 0.00 350.03 0.00 950.09 0.00 10,444.00 0.00 1,220.00 0.00 1,766.31 0.00 87.83 0.00 215.04 0.00 20.00 0.00 235.04 0.00 316.63 0.00 300.00 0.00 16,373.60 0.00 4,512.68 0.00 20,886.28 0.00 75.00 0.00 675.00 0.00 750.00 0.00 39.15 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 02/11/2014 CITY OF SARATOGA ACCTPA21 TIME: 13:56:07 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140211 00:00:00.000' ACCOUNTING PERIOD: 8/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT 11111 124801 02/11/14 171 TOTAL CHECK 1115201 OFFICE SUPPLIES 11111 124802 02/11/14 1145 11111 124803 02/11/14 968 11111 124804 02/11/14 283 11111 124805 02/11/14 996 11111 124806 02/11/14 1191 11111 124807 02/11/14 135 11111 124807 02/11/14 135 TOTAL CHECK 2315302 VILLAGE LIGHTING 11111 124808 02/11/14 1 11111 124809 02/11/14 145 11111 124809 02/11/14 145 11111 124809 02/11/14 145 11111 124809 02/11/14 145 11111 124809 02/11/14 145 TOTAL CHECK GAS & ELECTRIC 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 11111 124810 02/11/14 173 TOTAL CHECK 11111 124811 02/11/14 173 11111 124811 02/11/14 173 TOTAL CHECK 11111 124812 02/11/14 908 11111 124812 02/11/14 908 TOTAL CHECK 11111 124813 02/11/14 388 - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT LABOSSIERE, MONICA 1113301 LUNDMARK CONSTRUCTION 4129211 -004 MACEDONIO NUNEZ 1115101 MARTIN, JIM 111 MEGAPATH 6223201 MGT OF AMERICA, INC. 1113101 NORTH BAY BLDG MAINTENAN 6246202 NORTH BAY BLDG MAINTENAN 6246202 OFF OF SHERIFF - FISCAL SV 1117101 ----- DESCRIPTION - -- RETIREMENT FAREWELL EL QUITO PRK RESTROOM TRAINING- MILEAGE REIM MED REIMB DEC -FEB ISP SRVC 1/16 - 2/15/14 SB90 COST RECOV SRVC JANITORIAL SERVICES JANITORIAL SERVICES REFUND CIT P660250 OFFICE DEPOT INC. 1115301 OFFICE SUPPLIES OFFICE DEPOT INC. 1115201 OFFICE SUPPLIES OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES PACIFIC GAS & ELECTRIC 6246202 BUILDINGS PACIFIC GAS & ELECTRIC 1115201 TRAFFIC SIGNALS PACIFIC GAS & ELECTRIC 1115301 PARKS /OPEN SPACE PACIFIC GAS & ELECTRIC 2315302 VILLAGE LIGHTING PACIFIC GAS & ELECTRIC 2325302 AZULE LIGHTING PACIFIC GAS & ELECTRIC 2335302 SARAHILLS LIGHTING PACIFIC GAS & ELECTRIC 2515302 MCCARTYSVILLE PACIFIC GAS & ELECTRIC 2525302 PRIDES CROSSING PACIFIC GAS & ELECTRIC 2555302 TRICIA WOODS PACIFIC GAS & ELECTRIC 2715302 BEAUCHAMPS PACIFIC GAS & ELECTRIC 2725302 BELLGROVE CIRCLE PACIFIC GAS & ELECTRIC 2745302 HORSESHOE DR PACIFIC GAS & ELECTRIC 2755302 QUITO LIGHTING PACIFIC GAS & ELECTRIC 1115201 CITYWIDE ST LIGHTS PACIFIC GAS & ELECTRIC 1115201 PACIFIC GAS & ELECTRIC 2315302 CITYWIDE STREET LIGHT VILLAGE LIGHTING PRO DOOR & GLASS 6246202 OVERHEAD DOOR REPAIR PRO DOOR & GLASS 6246202 LOBBY WINDOW TINTING RATRA, RICK 6235202 FUEL VEH #127 30 SALES TAX AMOUNT 0.00 55.92 0.00 95.07 0.00 12,640.00 0.00 196.67 0.00 600.00 0.00 739.96 0.00 900.00 0.00 190.00 0.00 190.00 0.00 380.00 0.00 45.00 0.00 28.10 0.00 28.11 0.00 57.80 0.00 14.50 0.00 58.88 0.00 187.39 0.00 5,271.67 0.00 1,197.40 0.00 612.07 0.00 2,432.05 0.00 247.23 0.00 258.72 0.00 21.11 0.00 25.11 0.00 10.51 0.00 50.46 0.00 449.84 0.00 10.55 0.00 814.87 0.00 1,164.09 0.00 12,565.68 0.00 16.14 0.00 506.08 0.00 522.22 0.00 196.00 0.00 265.00 0.00 461.00 0.00 27.41 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 02/11/2014 CITY OF SARATOGA ACCTPA21 TIME: 13:56:07 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140211 00:00:00.000' ACCOUNTING PERIOD: 8/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT 11111 124814 02/11/14 87 11111 124814 02/11/14 87 11111 124814 02/11/14 87 11111 124814 02/11/14 87 TOTAL CHECK TERESA PHILLIPS 1116101 11111 124815 02/11/14 729 11111 124815 02/11/14 729 TOTAL CHECK 0.00 1,855.00 11111 124816 02/11/14 136 11111 124817 02/11/14 1079 11111 124817 02/11/14 1079 11111 124817 02/11/14 1079 TOTAL CHECK 0.00 16,710.00 11111 124818 02/11/14 160 11111 124819 02/11/14 236 11111 124819 02/11/14 236 TOTAL CHECK 11111 124820 02/11/14 1077 11111 124821 02/11/14 343 11111 124821 02/11/14 343 TOTAL CHECK 11111 124822 02/11/14 389 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 11111 124823 02/11/14 402 TOTAL CHECK 11111 124824 02/11/14 500 11111 124825 02/11/14 901 11111 124826 02/11/14 425 11111 124827 02/11/14 432 - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT - - - -- DESCRIPTION SAN JOSE WATER COMPANY 1115301 MEDIANS /PARKWAYS SAN JOSE WATER COMPANY 6246202 BUILDINGS SAN JOSE WATER COMPANY 1115301 PARKS /OPEN SPACE SAN JOSE WATER COMPANY 2765302 TOLLGATE TERESA PHILLIPS 1116101 INSTRUCTOR -DANCE TERESA PHILLIPS 1116101 INSTRUCTOR -DANCE SCOTTY'S AUTOMOTIVE 6235202 SIEMENS INDUSTRY, INC. 6118499 SIEMENS INDUSTRY, INC. 1115201 SIEMENS INDUSTRY, INC. 4119111 -001 SIERRA PACIFIC TURF SUPP 1115301 SOLECTRIC ELECTRICAL 1115301 SOLECTRIC ELECTRICAL 4129222 -002 SUNNYVALE BUILDING MAINT 1115301 TMT ENTERPRISES INC 1115301 TMT ENTERPRISES INC 1115301 U SAVE ROCKERY 4119111 -001 VISTA LANDSCAPE & MAINTE 4119141 -002 VISTA LANDSCAPE & MAINTE 4119141 -002 VISTA LANDSCAPE & MAINTE 4119111 -001 VISTA LANDSCAPE & MAINTE 4119111 -001 VISTA LANDSCAPE & MAINTE 1115301 VISTA LANDSCAPE & MAINTE 1111101 VISTA LANDSCAPE & MAINTE 4129211 -003 VISTA LANDSCAPE & MAINTE 1115301 VISTA LANDSCAPE & MAINTE 1115301 VISTA LANDSCAPE & MAINTE 1115301 VISTA LANDSCAPE & MAINTE 1115301 VISTA LANDSCAPE & MAINTE 1115301 WANG YONGLIANG & JI HUAF 111 WAXIE SANITARY SUPPLY 6246202 WESCO GRAPHICS, INC 1116101 WEST VALLEY COLLECTIONS 1115301 31 MAINTENANCE VEH #113 SJWC EP13 -0639 TRAFFIC SIGNALS /LIGHT TRAFFIC SIGNALS /LIGHT TURFACE MOUND CLAY RPR LIGHT @ MONUMENT HAKONE GARDEN LIGHT PO JAN WEEKEND PRK MAINT FLD CONVERS MATERIALS FLD CONVERS MATERIALS ROADSIDE COBBLE MOVE DEBRIS @LYNBROOK LYNBROOK SHOULDER WRK NORTON SHOULDER WRK BOHLMAN SHOULDER WRK BIG BASIN WY BENCHES RELOCATE BANNERS BARK INSTALLATION RETAIN WALL MTC MUSEUM BENCHES PICNIC TABLE ASSEMBLY PLANT ANNUAL COLOR SOD INSTALLATION ARB12 -0002 JANITORIAL SUPPLIES SPRING GUIDE 2014 ORCHARD BINS SALES TAX AMOUNT 0.00 1,046.42 0.00 439.16 0.00 4,106.75 0.00 31.18 0.00 5,623.51 0.00 133.52 0.00 445.05 0.00 578.57 0.00 69.19 0.00 339.00 0.00 1,425.00 0.00 609.06 0.00 2,373.06 0.00 482.85 0.00 697.27 0.00 1,787.40 0.00 2,484.67 0.00 715.00 0.00 4,209.41 0.00 97.88 0.00 4,307.29 0.00 223.48 0.00 2,480.00 0.00 2,440.00 0.00 1,855.00 0.00 2,490.00 0.00 315.00 0.00 290.00 0.00 315.00 0.00 2,310.00 0.00 630.00 0.00 280.00 0.00 900.00 0.00 2,405.00 0.00 16,710.00 0.00 1,900.00 0.00 2,992.75 0.00 4,670.65 0.00 4,039.04 SUNGARD PUBLIC SECTOR PAGE NUMBER: DATE: 02/11/2014 CITY OF SARATOGA ACCTPA21 TIME: 13:56:07 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date= '20140211 00:00:00.000' ACCOUNTING PERIOD: 8/14 FUND - 009 - DISBURSEMENT FUND CASH ACCT CHECK NO ISSUE DT -------- - - - - -- VENDOR - - -- --- - - - - -- BUDGET UNIT - - - -- DESCRIPTION - - - - -- SALES TAX AMOUNT 11111 124828 02/11/14 902 WEST VALLEY TRAILWAYS 1116101 EXCURSION 1/15/14 0.00 1,075.00 11111 124828 02/11/14 902 WEST VALLEY TRAILWAYS 1116101 EXCURSION 1/10/14 0.00 1,075.00 TOTAL CHECK 0.00 2,150.00 11111 124829 02/11/14 1127 YANG YANG LYON 1116101 INSTRUCTOR -DANCE 0.00 75.00 11111 124829 02/11/14 1127 YANG YANG LYON 1116101 INSTRUCTOR -DANCE 0.00 466.50 11111 124829 02/11/14 1127 YANG YANG LYON 1116101 INSTRUCTOR -DANCE 0.00 432.00 11111 124829 02/11/14 1127 YANG YANG LYON 1116101 INSTRUCTOR -DANCE 0.00 270.00 TOTAL CHECK 0.00 1,243.50 11111 124830 02/11/14 447 ZEE MEDICAL SERVICE 1115301 FIRST AID SUPPLIES 0.00 141.43 11111 124830 02/11/14 447 ZEE MEDICAL SERVICE 1115201 FIRST AID SUPPLIES 0.00 141.43 TOTAL CHECK 0.00 282.86 TOTAL CASH ACCOUNT 0.00 153,321.19 TOTAL FUND 0.00 153,321.19 TOTAL REPORT 0.00 153,321.19 32 5 r SARATOGA CITY COUNCIL 1066 ! MEETING DATE: February 19, 2014 AGENDA ITEM: DEPARTMENT: Finance & Administrative CITY MANAGER: Dave Anderson Services PREPARED BY: Monica LaBossiere DIRECTOR: Mary Furey Human Resources Manager SUBJECT: Resolution authorizing General Fund budget appropriation amendment to fund executive search expenditures and execution of an agreement by and between the CITY OF SARATOGA, a municipal corporation ( "City "), and WILLIAM AVERY & ASSOCIATES, INC. RECOMMENDED ACTION: Adopt the attached resolution 1. Authorizing the General Fund budget appropriation amendment to fund executive search expenditures. 2. Authorizing Agreement by and between the CITY OF SARATOGA, a municipal corporation ( "City "), and WILLIAM AVERY & ASSOCIATES, INC. ( "Contractor ") for executive search services. BACKGROUND: At the February 4, 2014 special meeting, Council interviewed Mr. Avery from William Avery & Associates, Inc. and reviewed the proposal for the recruitment of a new City Manager for the City of Saratoga. After careful consideration and consensus, the Council directed staff to enter into a professional services agreement with William Avery & Associates, Inc. to conduct the City Manager executive search. Mr. Avery has over 25 years of public sector executive recruitment experience, including serving as a prior City Manager and Assistant City Manager. Page 1 of 2 33 FISCAL IMPACTS: The fee for conducting the City Manager recruitment is 18,900, plus an amount not to exceed $5,500 in reimbursable expenses (travel, advertising, clerical support, brochure publication, background checks, etc.) for a total cost not -to- exceed $24,400. The General Fund Budget Appropriations will need to be amended to fund this expenditure as follows: Increase: 111.3101.66312 (External Recruitment) $24,400 CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The Human Resources Division would manage the recruitment process to select a new City Manager. 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. ATTACHMENTS: Attachment A: Agreement by and between the CITY OF SARATOGA, a municipal corporation ( "City "), and WILLIAM AVERY & ASSOCIATES, INC. ( "Contractor ") Page 2 of 2 34 RESOLUTION NO. RESOLUTION AUTHORIZING GENERAL FUND BUDGET APPROPRIATION TO FUND EXECUTIVE SEARCH EXPENDITURES AND EXECUTION OF AN AGREEMENT BY AND BETWEEN THE CITY OF SARATOGA, A MUNICIPAL CORPORATION ( "City "), and WILLIAM AVERY & ASSOCIATES, INC. WHEREAS, the City Manager's last day is Wednesday, July 23, 2014; and WHEREAS, City Council has interviewed and selected William Avery & Associates, Inc. to conduct the City Manager executive search; and WHEREAS, the fee for conducting the City Manager executive search is $18,900, plus an amount not to exceed $5,500 in reimbursable expenses (travel, advertising, clerical support, brochure publication, background checks, etc.) for a total cost not -to- exceed $24,400 and increase general fund budget: Human Resources, 111.3101- 66312, External Recruitment; and WHEREAS, The General Fund Budget Appropriations will need to be amended to fund this expenditure as follows: Increase: 111.3101.66312 (External Recruitment $24,400 NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Saratoga, that the Council does hereby approve the above adjustment to the Fiscal Year 2013/14 General Fund Budget and does hereby authorize the City Manager to enter into an agreement (Attachment A), on a form approved by the City Attorney, for professional services with William Avery & Associates, Inc. for an amount not to exceed $24,400. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a regular meeting held on February 19, 2014 by the following vote: AYES: NAYES: ABSTAIN: ABSENT: ATTEST: Crystal Bothelio, City Clerk Emily Lo, Mayor DATE: 35 City of Saratoga Standard Professional Services Contract THIS AGREEMENT is made at Saratoga, California by and between the CITY OF SARATOGA, a municipal corporation ( "City "), and WILLIAM AVERY & ASSOCIATES, INC. ( "Contractor "), who agree that: 1. Purpose of Contract. This is a contract for recruiting and hiring a qualified City Manager as more specifically described in Exhibit A of this Agreement ( "William Avery & Associates, Inc. Recruitment Strategy and Services Scope of Work "). 2. Term. The term of this Agreement commences on (check one): ❑the date last signed below 0 February 19, 2014 ( "Effective Date ") and extends through the completion of the project. This Agreement may be renewed for successive terms by a letter agreement between the parties provided, however, that the total term of such renewals may not extend more than six years beyond the Effective Date. 3. Payment. City shall pay Contractor for work product produced pursuant to this Agreement an amount not to exceed the total sum of twen02 four thousand four hundred dollars ($24,400) for the professional services consulting fee of $18,900 and any authorized reimbursable costs not -to- exceed $5,500. This is a (check one): ❑ Time and Materials Q Lump Sum contract. If this is a Time and Materials Contract, the Contractor's hourly rates are set forth in the 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. 4. Contract Administration. The primary representatives of City and Contractor for Contract administration are listed below. 5. Insurance. Contractor agrees to procure and provide evidence of insurance as required by the provisions set forth in Exhibit B. 6. General Provisions. City and Contractor agree to and shall abide by the general provisions set forth in Exhibit C. 36 City of Saratoga William Avery & Associates Primary Representative: Monica LaBossiere, William Avery, Human Resources Manager President Address: Attention: HR Division 3 -1/2 N. Santa Cruz Ave., Suite 13777 Fruitvale Avenue A Saratoga, CA 95070 Los Gatos, CA 95030 Telephone: 408.868.1252 408.399.4424 Fax: 408.867.8559 408.399.4423 Cell Phone: E -mail: mlabossiere @saratoga.ca.us bill @averyassoc.net 5. Insurance. Contractor agrees to procure and provide evidence of insurance as required by the provisions set forth in Exhibit B. 6. General Provisions. City and Contractor agree to and shall abide by the general provisions set forth in Exhibit C. 36 Professional Services Contract for City Manager Recruitment 7. Supplemental Requirements. This agreement includes supplemental requirements described in connection with each box checked below: ❑ This Agreement is funded in whole or in part by an entity other than City. Contractor shall comply with all rules and regulations required by such funding entity. Applicable funding entity requirements are set forth in Exhibit D. Nothing in this paragraph or in the funding entity requirements shall be construed to relieve Contractor of its duty to ensure that it is in compliance with all applicable laws and regulations. ❑ Exhibit E sets forth requirements regarding 8. 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. 9. Entire Agreement. This Agreement supersedes any and all agreements, either oral or written, between the parties 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. No amendment, alteration, or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto. 10. Authority to Execute Agreement. Each individual executing this Agreement, on behalf of one of the parties, represents that he or she is duly authorized to sign and deliver the Agreement on behalf of such party and that this Agreement is binding on such party in accordance with its terms. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. City of Saratoga Contractor Dave Anderson, City Manager William Avery, President Date: Date: ATTEST: Crystal Bothelio, City Clerk Date: APPROVED AS TO FORM: Richard Taylor, City Attorney Date: Page 2 of 2 37 Exhibit A William Avery & Associates, Inc. Recruitment Strategy and Services Scope of Work I. Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Mr. Avery will meet with the key decision makers to discuss the organizational needs and position requirements and to formalize the job description. In this assignment we would anticipate Mr. Avery meeting with the City Council and with key staff members to solicit their views on the ideal candidate. If desired, the team would also meet with community groups and key stakeholders identified by the City. Community /stakeholder input can occur in several ways. Most of our clients utilize either one or a combination of the following approaches: (1) Creation of an online survey that is accessible to the public through the City's website; (2) Convening a community meeting to solicit input on the ideal qualifications and attributes for the city manager; (3) Council identifies representatives from the community who would then be contacted and "interviewed" by the consulting firm; or (4) Creation of a link from the City's website to an Avery email box for forwarding direct input. Our goal for this aspect of the recruitment process is to: • Understand the City priorities for this position. • Develop a clear understanding and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidate. • Discuss the goals, objectives, deliverables, and challenges related to this position. • Gain insight of the various organizational dynamics and departmental issues that exist within the organization. • Identify the compelling aspects to this opportunity. The formal position description and a subsequent ideal candidate profile would be developed from the above discussions and incorporated into the formal position announcement. The candidate profile is also utilized in various other means as a marketing tool, for advertising copy, postings, and for other announcements. IL Development of the Search Strategy Our search strategy will be developed in conjunction with the organizational assessment. The final approach is based on your input and considerations during the assessment activity. For this assignment, we feel it is critical to develop a high level of visibility with a comprehensive outreach program supplemented by a focused targeted recruitment approach. Exhibit A — Page 1 of 5 IN Professional Services Contract for City Manager Recruitment It is our experience that despite extensive mailing, postings and announcements, many qualified individuals will not know of a position being available. We would incorporate the following elements into this search: • Development of a targeted candidate list based on our extensive database of key executive contacts, referrals and recommendations from key sources, and other current and former City Management personnel who have extensive contacts and networks in this area. Throughout the outreach period, this list of potential candidates is expanded through phone and /or email contact regarding this position. • Direct outreach and contact to various city managers and city /county executives who could be viable candidates for the position. This allows us to contact and market the position to potential candidates that are not actively seeking new opportunities. This aspect of outreach is essential to the success of the recruitment as many times, the successful candidate is not looking for another opportunity or is not aware the opportunity exists. Our role is to actively and aggressively, yet professionally, identify and contact individuals that meet the position specifications. • To ensure we create as much visibility to the position as possible. This includes an extensive mailing campaign to current city managers in the state and where possible utilizing email blasts to city management membership. Additionally, we would utilize Internet posting on sites such as the ICMA, Western City and other appropriate online sites. We would also use print advertising the ICMA newsletter, Jobs Available and if turn around time allows for it, Western City magazine. III. Candidate Assessment Our assessment process involves several "tiers" of evaluation. All candidates responding to this position will initially be evaluated based on their resume and if appropriate, an extensive phone "screening" by a member of the project team. Candidates who pass the initial "qualifying" criteria are then scheduled for a formal interview with Mr. Avery. These extended personal interviews typically take one hour and a thorough discussion of their experience, accomplishments, management philosophy and interpersonal style takes place. In interviewing candidates, we utilize a methodology based on "behavioral" interview techniques. Fundamentally, this approach explores a candidate's past accomplishments and experiences that relate to the position being considered. The philosophy here is that the best indicator of future performance is to evaluate past behavior. This methodology allows the firm to "project" how a candidate would approach and address the key challenges in the new position. Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial reference interviews are performed on these candidates. The reference interviews provide our clients with additional insights on the candidate's "behavior" and style. Page 2 of 5 39 Professional Services Contract for City Manager Recruitment IV. Candidate Presentation Upon completion of formal interviews, a selection of candidates for presentation is made. We feel our extensive qualification, interview, and reference interviewing process and the knowledge gained during our initial assessment period; enable our client to proceed with fewer rather than more finalists. However, we will not restrict or limit the number of candidates recommended as this decision is related to the overall strength and depth of the candidate pool. The final candidates are presented in our extensive candidate presentation "book ". Each finalist will have a file consisting of a candidate summary sheet, the submitted cover letter and resume, the Candidate Assessment Report (based on the "behavioral" interview), and two candidate reference interviews. This extensive profile on each recommended candidate continually generates positive feedback from our clients as it provides extensive detail beyond just a resume. The Candidate book also identifies other candidates who were given secondary consideration, which provides the client insight on others who were interviewed. Candidate summary sheets are created for everyone who submitted a resume would also be included. This provides the client an insight to the level and nature of response for their position. V. Selection Process Once the final candidate interview group is identified, we will assist in the structuring of the interview process and coordinate the interview scheduling activity. Our firm will also provide candidates with guidance related to travel planning, hotel accommodations, as well as other interview planning issues. Our firm will also develop potential interview questions and be in attendance during final interviews to help facilitate the process and to lead an end of day debrief and evaluation process. Upon request, our firm will also arrange for summary background evaluations on the City's final one or two candidates. A copy of these confidential reports can be provided for you. The costs for these investigations are considered independent of the recruitment expenses listed below and will be invoiced separately. VI. Position Closure and Follow -Up Based on the firm's experience in human resource management and executive search, we are able to assist our clients in formulating appropriate compensation and other employment arrangements. We will be available throughout our retention to assist in this process. As a matter of policy, Avery Associates monitors the transition and progress of any executive we place with a client. Within the first three to six months following the hired individual joining the City, we will speak with that individual to ensure the transition has effectively occurred. During the same period we will also review the individual's status with your office. Page 3 of 5 .N Professional Services Contract for City Manager Recruitment Recruitment Schedule Consulting Fee The professional services consulting fee for this recruitment will be $18,900. Contractor will submit an initial invoice of $6,900 following execution of this contract. A second invoice of $6,000 would be submitted upon the Client's acceptance of a finalist candidate group. The final balance of $6,000 would be invoiced upon acceptance of a job offer constituting completion of the search. The consulting fee will be inclusive of all services defined within this proposal unless otherwise stated. In addition to the Professional Services Fee, normal and direct out -of- pocket expenses associated with the search are charged back to the client. Expenses for this assignment would be a not -to- exceed amount of $5,500 without the express consent of the City. These expenses include: advertising, clerical time, supplies, printing, telephone, postage, summary background evaluations, Page 4 of 5 41 Scheduled Dates Article I. Task Search Initiation, Marketing & Advertising Development: Weeks I - 4 • Initial meetings with City Council, staff, key stakeholders /community to define the ideal candidate profile • Develop working draft of the recruitment brochure for approval by client • Recruitment strategy finalized • Determination of advertising scope and placement deadlines • Brochure designed and printed Marketing, Advertisement and Outreach Period: Weeks 4 - 10 Advertise in: • Mailing to City Managers • Jobs Available • Western City • ICMA newsletter and website • City Management Internet advertising Preliminary candidate screening Candidate Review - Screening and Finalists Selection Weeks 6 - 10 Development and finalization of Oral Board Interview process Weeks I1 -13 and interview questions Oral Board Interviews with City Council Week 14 Department Head /Finance Staff /Council and /or Community Week 14 -15 representative interviews with finalists (if desired) Final interviews and reference checks Week 16 Appointment Offer /Acceptance Week > 17 Report to Work Date Week > 17 Consulting Fee The professional services consulting fee for this recruitment will be $18,900. Contractor will submit an initial invoice of $6,900 following execution of this contract. A second invoice of $6,000 would be submitted upon the Client's acceptance of a finalist candidate group. The final balance of $6,000 would be invoiced upon acceptance of a job offer constituting completion of the search. The consulting fee will be inclusive of all services defined within this proposal unless otherwise stated. In addition to the Professional Services Fee, normal and direct out -of- pocket expenses associated with the search are charged back to the client. Expenses for this assignment would be a not -to- exceed amount of $5,500 without the express consent of the City. These expenses include: advertising, clerical time, supplies, printing, telephone, postage, summary background evaluations, Page 4 of 5 41 Professional Services Contract for City Manager Recruitment and consultant travel for client discussions, meetings and local or out -of -area candidate interviews. All expense items will be detailed and billed on a monthly basis. Guarantees and Ethics Whenever William Avery & Associates, Inc. is retained; we make several guarantees and commitments to a client. Due to our experience, knowledge and success within the management - consulting field, we assure a client that we will only present candidates who meet a substantial majority of the ideal qualifications that you have outlined. We are also committed to continue our search efforts until a successful candidate is employed. During our placement efforts, we openly share any relationships, previous experience and knowledge for any candidate we present for consideration. Our commitment and responsibility is to our clients and their best interests. It is also our practice to replace a candidate who may voluntarily resign during the first year of his/her employment. This same commitment applies if the client finds it necessary to terminate or to request the resignation of the selected individual in the first year for reasons which would have precluded his/her employment had they been known at the time employment started. In either case, we invoice a client only for out -of- pocket expenses incurred in identifying a replacement. -End of Exhibit A- Page 5 of 5 :, Exhibit B Insurance The insurance requirements listed below that have an "X" indicated in the space before the requirement apply to this Agreement together with the general requirements 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: Risk Manager, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 with a copy to the Primary Representative listed in section 4 on page 1 of this Agreement. During the term of this Agreement Contractor shall ensure that its broker(s) /agent(s) provide the Risk Manager and Primary Representative with updated certificates of insurance reflecting continued satisfaction of the requirements of this agreement together with updated endorsements in the event of a change in the underlying insurance policy(ies). All endorsements shall be signed by a person authorized by that insurer to bind coverage on its behalf. City has the right to require Contractor's insurer to provide complete, certified copies of all required insurance policies. As described in more detail below, the City, its officers, officials, employees, agents, and volunteers are to be covered as insureds. All certificates and endorsements must be received and approved by City before work commences. Insurance Requirements ❑x Commercial General /Business Liability Insurance with coverage as indicated: ❑x $1,000,000 per occurrence /$1,000,000 aggregate limits for bodily injury and property damage ❑x 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 stating 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 ❑x Professional /Errors and Omissions Liability with coverage as indicated: 0 $1,000,000 per loss/ $1,000,000 aggregate Exhibit B — Page 1 of 3 43 Professional Services Contract for City Manager Recruitment Contractor must maintain required 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. N Workers' Compensation as required by the State of California, with statutory limits, and Employer's Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. The Employer's Liability policy shall be endorsed to waive any right of subrogation against the City, its employees or agents. All subcontractors used must comply with the above requirements except as noted below: General Requirements As to all of the checked insurance requirements above, the following shall apply: 1. 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. 2. City as Additional Insured. The City, its officers, officials, employees, agents and volunteers are to be covered as insured's regarding: 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, agents or volunteers. (NOTE: additional insured language on the Certificate of Insurance is NOT acceptable without a separate endorsement such as Form CG 20 10.) 3. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. 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. Contractor shall not cancel, assign, or change any policy of insurance required by this Agreement or engage in any act or omission that will cause its insurer to cancel any insurance Exhibit B — Page 2 of 3 44 Professional Services Contract for City Manager Recruitment policy required by this Agreement except after providing 30 days prior notice to the City. If an insurance policy required by this Agreement is unilaterally cancelled or changed by the insurer, Contractor shall immediately provide written notice to the City and obtain substitute insurance meeting the requirements of this Agreement. Nothing in this paragraph relieves Contractor of its obligation to maintain all insurance required by this Agreement at all times during the term of the Agreement. 4. Waiver of Subrogation. Contractor hereby grants to City a waiver of any right to subrogation which any insurer of Contractor may acquire against City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether City has received a waiver of subrogation endorsement from the insurer. 5. Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A: VII -End of Exhibit 13- Exhibit B — Page 3 of 3 45 Professional Services Contract for City Manager Recruitment Exhibit C General Provisions 1. INDEPENDENT CONTRACTOR. City requires the services of a qualified contractor to provide the work product described in Exhibit A because it lacks the qualified personnel to provide the specified work product. Contractor is qualified to provide the required work product and is agreeable to providing such work product on the terms and conditions in this agreement. 1.1 In General. 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. No relationship of employer and employee is created by this Agreement between the City and Contractor or any subcontractor or employee of Contractor. 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. Any terms in this Agreement referring to direction from City shall be construed as providing for direction as to policy and the result of the Contractor's work only, and not as to the means by which such a result is obtained. 1.2 Non - Exclusive Contract. 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. 1.3 Standard of Care. 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, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Contractor's profession. 1.4 Qualifications. Contractor represents and warrants to City that the Contractor is qualified to perform the services as contemplated by this Agreement and that all work performed under this Agreement shall be performed only by personnel under the supervision of the Contractor as an employee or, if authorized by the Scope of Work, a subcontractor. All personnel engaged in the work shall be fully qualified and shall be authorized, licensed and certified under state and local law to perform such work if authorization, licensing or certification is required. The Exhibit C — Page 1 of 10 Professional Services Contract for City Manager Recruitment Contractor shall commit adequate resources and time to complete the project within the project schedule specified in this Agreement. 1.5 Use of City Equipment. City shall not be responsible for any damage to persons or property as a result of the use, misuse or failure of any equipment used by Contractor, or by any of its employees, even though such equipment be furnished, rented or loaned to Contractor by City. 1.6 Payment of Taxes and Other Expenses. Should City, in its discretion, or a relevant taxing authority, including, but not limited to the Internal Revenue Service or the State Employment Development Division, determine that the Contractor is an employee for purposes of collection of any employment taxes, the amounts payable under this Agreement shall be reduced by amounts equal to both the employee and employer portions of the tax due (and offsetting any credits for amounts already paid by the Contractor which can be applied against this liability). City shall then forward those amounts to the relevant taxing authority. Should a relevant taxing authority determine a liability for past services performed by the Contractor for City, upon notification of such fact by the City, the Contractor shall promptly remit such amount due or arrange with the City to have the amount due withheld from future payments to the Contractor under this Agreement (again, offsetting any amounts already paid by the Contractor which can be applied as a credit against such liability). Any determination of employment status above shall be solely for the purposes of the particular tax in question, and for all other purposes of this Agreement, The Contractor shall not be considered an employee of City. Notwithstanding the foregoing, should any court, arbitrator, or administrative authority determine that the Contractor is an employee for any other purpose, then the Contractor agrees to a reduction in the City's financial liability so that the City's total expenses under this Agreement are not greater than they would have been had the court, arbitrator, or administrative authority determined that the Contractor was not an employee. 2. COMMUNICATION AND NOTICES. The City's Primary Representative designated in section 4 on page 1 of this Agreement is authorized 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 the Administrator's designee. 2.1 In General. 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 e -mail. However, under no circumstances shall such courtesy notice satisfy the notice requirements Exhibit C — Page 2 of 10 47 Professional Services Contract for City Manager Recruitment set forth above; nor shall lack of such courtesy notice affect the validity of service pursuant to the notice requirement set forth above. 2.2 Addresses for Notice. Notices or communications shall be given to the parties at the addresses set forth in section 4 ( "Contract Administration ") unless otherwise designated in a written notice to the other party. In addition, notices to City shall be copied to: Dave Anderson Crystal Bothelio City Manager City Clerk City of Saratoga City of Saratoga 13777 Fruitvale Avenue 13777 Fruitvale Avenue Saratoga, CA 95070 Saratoga, CA 95070 These copies shall not constitute notice. 2.3 Change of Address. 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 be given. 3. PAYMENT. The payments specified in this paragraph shall be the only payments to be made to Contractor in connection with Contractor's completion of the Scope of Work pursuant to this Agreement. Reimbursable expenses shall be billed only at their actual cost. Contractor shall submit all billings to City and City shall pay such billings in the manner specified in this paragraph. Payment shall be made payable to Contractor and delivered to the address specified in section 4 on page 1 of this Agreement. The making of any payment by City, or the receipt thereof by the Contractor, shall in no way lessen the liability of the Contractor to correct or revise unsatisfactory work, even though the unsatisfactory character of such work may not have been apparent or detected at the time such payment was made. City may withhold payment to Contractor in any instance in which the Contractor has failed or refused to satisfy any material obligation provided for in this Agreement. In no event shall City be liable for interest or late charges for any late payments. 3.1 Time and Materials. If this contract is designated as a Time and Materials Contract, invoicing and payment shall be as follows: (a) Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for work performed in accordance with the Rate Schedule in the Scope of Work and authorized reimbursable expenses incurred prior to the invoice date. Invoices shall contain the following information: (i) Serial identifications of bills, i.e., Bill No. 1; (ii) The beginning and ending dates of the billing period; Exhibit C — Page 3 of 10 Professional Services Contract for City Manager Recruitment (iii) A summary containing the total contract amount, the amount of prior billings, the total due this period, percentage of work completed, the remaining balance available for all remaining billing periods, and a brief description of work completed during the billing period. (b) 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. 3.2 Lump Sum. If this contract is designated as a Lump Sum Contract following completion of the work Contractor shall submit a single invoice containing the beginning and ending dates of the billing period and the total contract amount. City shall make a single payment, based on such invoice, for satisfactory completion of the Scope of Work. 4. CONTRACTOR NOT 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 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. The services to be performed by the Contractor are personal in character and no party to this Agreement may assign any right or obligation under this Agreement. Any attempted or purported assignment of any right or obligation under 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. 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 from work in connection with the Scope of Work. Exhibit C — Page 4 of 10 Professional Services Contract for City Manager Recruitment 8. CONFLICT OF INTEREST. 8.1 In General. Contractor understands that its professional responsibility is solely to City. Contractor represents and warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this agreement. Contractor shall not employ or subcontract with a person having such an interest in the performance of this agreement. 8.2 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. 8.3 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 performance of the Scope of Work or authorizes funding to Contractor. 9. COMPLIANCE WITH LAWS 9.1 In General. Contractor shall keep itself fully informed of 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. 9.2 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. In addition to the foregoing, Contractor shall obtain and maintain during the term hereof a valid City of Saratoga Business License. 10. WORK PRODUCT AND RECORDS 10.1 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 Exhibit C — Page 5 of 10 50 Professional Services Contract for City Manager Recruitment Agreement. Without limiting the generality of the foregoing, if, in connection with services performed under this Agreement, the Contractor or its subcontractors create artwork, copy, posters, billboards, photographs, videotapes, audiotapes, systems designs, software, reports, diagrams, surveys, source codes or any other original works of authorship, such works of authorship shall be works for hire as defined under Title 17 of the United States Code, and all copyrights in such works are the property of City. If it is ever determined that any works created by the Contractor or its subcontractors under this Agreement are not works for hire under U.S. law, the Contractor hereby assigns all copyrights to such works to City, grants City a royalty -free, exclusive, and irrevocable license to reproduce, publish, use, and to authorize others to do so, all such works and Professional Services Contract for City Manager Recruitment 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 to the extent 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 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 negligent or otherwise tortious 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. 13.1 General Indemnity. To the fullest extent permitted by law, Contractor shall 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 (including, without limitation, costs and fees of litigation) 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, allegedly or impliedly, 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. 13.2 Duty to Defend. In addition to Contractor's obligation to indemnify City, Contractor specifically acknowledges and agrees that it has an immediate and independent obligation to defend City from any claim which actually or potentially falls within this indemnification provision, even if the allegations are or may be groundless, false or fraudulent, which obligation arises at the time such claim is tendered to the Contractor by City and continues at all times thereafter. 13.3 Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this section, Contractor shall not be required to defend, 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 Exhibit C — Page 7 of 10 52 Professional Services Contract for City Manager Recruitment 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 held harmless, indemnified, and defended for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. 13.4 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. 13.5 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. 13.6 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. 13.7 No Waiver. 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 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 section. 14. DEFAULT AND REMEDIES. 14.1 Events of default. Each of the following shall constitute an event of default hereunder: (a) 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 (b) 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 Exhibit C — Page 8 of 10 53 Professional Services Contract for City Manager Recruitment 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. 14.2 Remedies upon default. Upon any Contractor default, City shall have the right to immediately suspend or terminate the Agreement, seek specific performance or 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. 14.3 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. 15. 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. Upon termination, this Agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged from the rights and obligations of this Agreement, subject to payment for acceptable services rendered prior to the expiration of the notice of termination and delivery to City of any work in progress, completed work, supplies, equipment, and other materials produced as a part of, or acquired in connection with the performance of this Agreement, and any completed or partially completed work which, if this Agreement had been completed, would have been required to be furnished to City. Notwithstanding the foregoing and section 2 on page 1, this section and the provisions of this Agreement concerning insurance (Exhibit B), Funding Agency Requirements (as set forth in Exhibit D if applicable), Work Product and Records, Confidential Information, Responsibility of Contractor, Indemnification, Default and Remedies, Litigation, and Jurisdiction and Severability shall survive termination or expiration of this Agreement. 16. 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. 17. 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. 18. 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. Exhibit C — Page 9 of 10 54 Professional Services Contract for City Manager Recruitment 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. 19. 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. 20. 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. 21. 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. 564623.2 -End of Exhibit C- Exhibit C — Page 10 of 10 55 SARATOGA CITY COUNCIL IUif3 C�7t Tov't4 � MEETING DATE: February 19, 2014 AGENDA ITEM: DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY: Cindy McCormick DIRECTOR: James Lindsay SUBJECT: DESIGN REVIEW HANDBOOK AND CITY CODE UPDATE RECOMMENDED ACTION: 1. Adopt the resolution approving the new Single Family Residential Design Review Handbook 2. Introduce and waive the first reading of the attached ordinance amending Chapter 15 of the City Code and direct staff to place the ordinance on the consent calendar for adoption at the next regular meeting of the City Council. BACKGROUND: On February 20 2013, the City Council provided direction to update the Single Family Residential Design Review Handbook and front yard landscaping requirements. Over the course of the year, the Planning Commission held nine public study sessions and received feedback from practicing design professionals and residents. On September 9 2013, the City Council reviewed a draft of the handbook and provided additional direction. On January 22, 2014, the Planning Commission completed work on the handbook and recommended the City Council adopt it with accompanying amendments to the City Code. DISCUSSION: The Single Family Residential Design Review Handbook is divided into four sections related to residential design plus an appendix related to hillside residential design. The first page of each section identifies relevant design review findings required for project approval. Each section also includes four to five corresponding guidelines (e.g., Solar Access) and design techniques that should be considered for meeting the findings. Each guideline also includes conceptual illustrations of design techniques. An outline of the four sections plus the appendix and corresponding guidelines follows: Neighborhood Context - Mass - Height, Scale and Proportion - Streetscape - Two -story Structure Page 1 of 4 56 Site Planning - Community Viewsheds - Setbacks - Privacy - Solar Access Building Design - Porches and Entry Features - Garage - Roof, Eaves, and Wall Planes - Windows and Dormers - Exterior Materials and Details Landscaping - Front Yard Landscaping - Pervious Materials and Hardscape - Grading, Drainage, and Erosion Control - Water Efficient Landscaping Hillside Guidelines Appendix - Hillside Viewsheds - Hillside Integration - Natural Topography - Hillside Integration - Site Planning - Hillside Integration - Building Design CITY CODE UPDATE The following is a summary of the attached ordinance amending several Articles related to design review within Chapter 15 - Zoning: Code Section Update Summary 15 -11 -085 - Allowable floor area These three new sections provide a reference to section 15- (new "A zone" section) 12 -085 (see below) where regulations regarding floor area are proposed to be located. 15 -13 -085 - Allowable floor area (new "HR zone" section) No change in floor area limits is being proposed. 15 -20 -085 - Allowable floor area (new "R -OS zone " section) 15 -12 -095 - Landscaping This new section contains new requirements for live or (new "R1 " section) decorative landscaping in the front yard (at least 50% of the front setback) for all R1 residential lots and exterior side yard of RI residential corner lots. 15 -80 -030 - Special rules for This new section provides standards for outdoor lighting accessory uses and structures in fixtures. residential districts (new section) Page 2 of 4 57 FRONT YARD LANDSCAPING Front yard landscaping is required for projects that go through the design review process. While the City has limitations on aggregate impervious coverage over an entire property, there are no specific regulations limiting the amount of hardscape that can occur in a front yard. The proposed Page 3 of 4 M 15 -12 -100 - Height of structures (R1 districts) This update clarifies language regarding height limits of structures in single - family residential zones. This update also includes findings for the previously allowed height standard for "specific architectural style ". No increase or decrease in height is proposed. Language regarding accessory structures has been amended for consistent 15 -13 -100 - Height of structures (HR districts) 15 -12 -085 - Allowable floor area for R -1, HR, ROS and A zone districts (new "R1 " section) These changes move the floor area limits from the design review section of the code to the development standards section of the code for each district (see new sections above). No changes to the allowable floor area are proposed. A reference to section 15- 06.280 was added for simplicity 15 45 03 0 15 -20 -150 - Design review (R -OS district) Language from this section was moved to the new section 15- 20.085. The revised language is consistent with other similar sections of the code. 15 -45 -010 - Purposes of Article Removed findings language 15 -45 -020 - Compliance with development standards Simplified language 15 -45 -055 - Single - Family Residential Design Review Handbook Simplified language 15 -45 -060 Planning Commission design review; public hearing Simplified language 15 -45 -065 - Administrative design review This update provides consistency with section 15- 45.060 and also corrects language that was accidentally omitted in the August/September 2013 City Code update. 15 -45 -080 - Design review findings This update provides consistency between the new Handbook and the required design review findings for approval of new and expanded single-family homes. 15 -45 -090 - Expiration of design review approval; extension; tolling of time period Separated language about building permits to be more apparent. Added language about modifications to approved projects per Planning Commission direction. FRONT YARD LANDSCAPING Front yard landscaping is required for projects that go through the design review process. While the City has limitations on aggregate impervious coverage over an entire property, there are no specific regulations limiting the amount of hardscape that can occur in a front yard. The proposed Page 3 of 4 M requirements for at least 50% live or decorative landscaping (includes rock and other non -live material) in the front yard promotes the aesthetic benefit of landscapes. The new Residential Design Review Handbook encourages plants and irrigation methods that reduce the water required for an attractive landscape. Water efficiency can be achieved without an overreliance on hardscape. COUNTER HANDOUTS City staff often provides informational handouts to residents and applicants to help them understand different planning processes (Attachment 4). One of the proposed handouts includes an overview of the Design Review Process with approximate timelines for project approval. Another handout will assist the applicant in evaluating building design elements of their proposed home with other homes in the neighborhood. This information is being provided to help demonstrate how the new handbook will be implemented and does not require formal action by the Council. ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 C.C.R. Section 15303, Class 3 "New Construction or Conversion of Small Structures ", of the Public Resources Code (CEQA). The Design Guidelines and code updates are related to zoning standards and design review of single - family homes. The construction of up to three single family homes is exempt under class 3 of CEQA. FISCAL IMPACTS: There will be no direct fiscal impacts approving the proposed action. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The existing Single - Family Residential Design Review Handbook and City Code will not be updated. ALTERNATIVE ACTION(S): 1. Modify the recommendation of the Planning Commission in accordance with City Code Section 15- 85.080. 2. Reject the recommendation of the Planning Commission. ATTACHMENTS: 1....... R. ecol. ��. tioz�.. tc�. aeont.. t1ae... anrlazecl. AS. i. n�1. e- F� .m.i1v..R.eci.clen.tial..D.eci: :: n . ......,z ... ... .. n n, RESOLUTION 14- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING A NEW SINGLE FAMILY RESIDENTIAL DESIGN REVIEW HANDBOOK WHEREAS, the City utilizes the Residential Design Handbook and design review process to ensure consistency with General Plan Residential Land Use Goals and Policies. WHEREAS, the Residential Design Handbook serves to guide the homeowner, architects, developers and builders in designing new single - family homes or remodeling of existing homes, in a manner that is compatible with surrounding properties. WHEREAS, the Residential Design Handbook serves as the guide to staff, Planning Commission and City Council in the single - family design review process. WHEREAS, the Single Family Residential Design Review Handbook embodies and illustrates the intent of the design review findings prescribed in City Code Section 15- 45.080; and WHEREAS, on January 22, 2014, the Planning Commission held a duly noticed public hearing on the new Handbook, and considered evidence presented by City Staff and other interested parties and recommended approval to the City Council; and WHEREAS, on February 19, 2014, the City Council held a duly noticed public hearing on the new Handbook, and considered evidence presented by City Staff and other interested parties. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby adopts a new Single Family Residential Design Review Handbook attached hereto and incorporated by this reference. All previous versions of the Handbook are hereby repealed. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 19th day of February 2014 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: DATE: Crystal Bothelio, City Clerk .c Emily Lo, Mayor DRAFT 1 -22 -14 Single - Family Residential Design Review Handbook DRAFT 1 -22 -14 �.�.. .. �.. �..� _�. {� °aa �. �.a ��qc ° °��..t�•�r �+�a� �.. .a_, °s '°�i� °1+. � �.T„'.a#Mt'4g'a�•� ° °ppo s•: I.. .. , °� °eq4° d v a ° �•" ,°� °• 4 ^,° °y °.�?ava °° ba p a 'S. °•j: tsb ®• :'"ty.�c°t�'a��°s�Y°ee+ ,Ni �+4•°Bi Po: .. IEE EEII f •• i °; {E�q,e° e � 6 I• °�P. °� °o00� °. 00° o �° .{t6�t°° a �. •'i;!(}t ris' .. . �.�ioP.. Y%B}ob•°Peet�.. �• ° r°° °° 6 i •® . °O °�..N�° °� °oo�,gp0o °• ooP° q� °e� °° ems° ' °° •I' ° ° ° °° e °b8 e °° °° ,° .b��° //���c ° °08�d°° °g° °Bar; •� C.. •OePoS °° �� ° °� °° � °. {a ° > ° &°o ° ° °° °°B'°O Ogo o °° ° o .. ° v do . p • ,,•�, e °8 °° . . e,� /� o ° °° pp0o o0l �'Un�'d p t $e ° °° Se °e � �` °p �°°° 40° °.,°°p0g°pPa^°w °° °. ° °°•°1 � ° °'•„° °e °a °7eo boo° b •`a °� °0 �. °• °':: • °'ys. y °eee °e a t��8 °8�"v,�a •.. °`38 °° agr .K ♦ °g °° �°' 3aew�5. g «` yG "le °a,° ° %: S° ° da�a® �;� ,.P� {,} e.`•° _w °,{ °8 °°, g o e, ,ens °y °e y +{,e° ° °t,:° °g {:tb ,� � ° ° °o ° ° ° " ay a.8 °° d_ U _mss p° ° � %.. ° ° e e e ,J °.b • vo °• ` °re•.f. °r ° °,-• °`� ° { };be °ti + +. °'$ °S{ B °�°o° ° v b�('d p •` V .. I .s° d} °° pod °° ° %9 °° ���/(�a� p e � ° ;+.e +°°; 4• ill � � e � ° l/1� ° ° °80 o"U� ° �v�f�:�tiy `j,;i:.(jsj f• r � a; °, °8�.�.'w° -' 4Pe � e0°o g ° °$,, o�lS "�°o °° ° °cyµga a .° °tl. .b�° � L'^�°''"j'7« °$o {,SaB.e °�a%+' °°�t.°�°_° veo ° °, °d° �y�° �° ° °80° .�°•. °4, °°aq,8° °:tee d a,1 v DRAFT 1 -22 -14 °� °°ey°.,.' n*�y°'• ° ° °° e. °e°°; °o o f °..r„r o`UII® � °+ ..b P ° ��, .b °° .a,°°° •° °° °b p •strY °�° ° °.8 °jB +Poo° °•b °°°'S•'••iir:.. `7S "ds o Revision date: City of Saratoga Revision date(s): r A V `�� I� DRAFT 1 -22 -14 DRAFT 1 -22 -14 In recognition of the city's unique character and the desire to protect the residential characteristics of its neighborhoods, the City Council has adopted the Residential Design Handbook. This Handbook serves to guide homeowners, architects, and builders in designing new single - family homes or remodeling existing homes in a manner that is compatible with surrounding properties. The Residential Design Handbook embodies and illustrates the intent of the Design Review Findings found in City Code Section 15- 45.080 and serves as a guide to staff, the Planning Commission and the City Council in the single - family design review process. General Plan Goals The General Plan represents the community's objectives for its future and includes goals, policies, and implementation measures upon which the City Council and Planning Commission base their decisions. Goals include: ❖ Maintaining the predominantly small town residential character of Saratoga which includes semi - rural and open space areas •�• Using the design review process to assure that new construction and major additions thereto are compatible with the site and the adjacent surroundings Design Review Findings The Planning Commission shall not grant design review approval unless it is able to make the following findings. These findings are in addition to, and not a substitute for, compliance with all other Zoning Regulations (which constitute the minimum requirements as provided in City Code Section 15- 05.050.) 1. Site development follows the natural contours of the site, minimizes grading, and is appropriate given the property's natural constraints. 2. All protected trees shall be preserved, as provided in Article 15 -50 (Tree Regulations). If constraints exist on the property, the number of protected trees, heritage trees, and native trees approved for removal shall be reduced to an absolute minimum. Removal of any smaller oak trees deemed to be in good health by the City Arborist shall be minimized using the criteria set forth in Section 15- 50.080. 3. The height of the structure, its location on the site, and its architectural elements are designed to avoid unreasonable impacts to the privacy of adjoining properties and to community viewsheds. 4. The overall mass and the height of the structure, and its architectural elements are in scale with the structure itself and with the neighborhood. 5. The landscape design minimizes hardscape in the front setback area and contains elements that are complementary to the neighborhood streetscape. 6. Development of the site does not unreasonably impair the ability of adjoining properties to utilize solar energy. 7. The design of the structure and the site development plan is consistent with the Residential Design Handbook, pursuant to Section 15- 45.055. 8. On hillside lots the location and the design of the structure avoid unreasonable impacts to ridgelines, significant hillside features, community viewsheds, and is in compliance with Section 15- 13.100. DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential § ?sign Guidelines • Design Review Handbook DRAFT 1 -22 -14 DRAFT 1 -22 -14 All Design Review projects shall be consistent with this Handbook. This Handbook may also be helpful for Technical Review projects. Neighborhood Context.. ..............3 Mass................................. ..............................4 Height, Scale, and Proportion ............................5 Streetsca pe ...................... ............................... 6 Two -story Structure ........... ..............................7 Site Planning .. .......................8 Community Viewsheds ....... ..............................9 Setbacks............................ .............................10 Privacy............................... .............................11 Solar Access ....................... .............................12 Building Design.. .....................13 Porches and Entry Features .. .............................14 Garage................................ .............................15 Roof, Eaves, and Wall Planes .. .............................16 Windows and Dormers ......... .............................17 Exterior Materials and Details ............................18 Landscaping .. .......................19 Front Yard Landscaping ........ .............................20 Pervious Materials and Hardscape ......................21 Grading, Drainage, and Erosion Control ..............22 Water Efficient Landscaping .. .............................23 Each section and corresponding guideline includes the following components: • Applicable Findings -The first page of each section identifies relevant design review findings required for project approval • Design Techniques - Each guideline includes design techniques that should be considered for meeting the findings • Illustrations - Each guideline includes conceptual illustrations of design techniques Refer to Appendix A for lots with an average slope of 10% or greater and for lots in the Hillside Residential District Hillside Guidelines .. ..................25 Hillside Viewsheds ............ ............................... 26 Hillside Integration - Natural Topography ........... 27 Hillside Integration - Site Planning ....................28 Hillside Integration - Building Design ................29 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Nsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 NEIGHBORHOOD CONTEXT People think of their "neighborhood" in different ways. When establishing the existing neighborhood design context, the boundaries of a neighborhood could include an area with the following characteristics in common: Similar zoning, part of a sub - division, common access routes, walkable radius (15 minutes, about quarter mile radius), similar architectural styles /tree or landscaping patterns, or main streets as a boundary. This handbook is not intended to prevent change in a neighborhood, nor should it be construed as an obligation to adhere to an existing style or prescriptive design. Modernization of the City's aging housing can be done in a manner that recognizes and respects the unique features and characteristics of each neighborhood. Examples of Neighborhoods Some recently built homes are not well integrated into the neighborhood or do not meet the intent of the Residential Design Handbook. Applicants should design structures to meet these guidelines rather than pointing to examples in the City that do not. Ln rD rD 5 DRAFT 1 -22 -14 Design Review Findings • The height of the structure, its location on the site, and its architectural elements are designed to avoid unreasonable impacts to the privacy of adjoining properties and to community viewsheds. • The overall mass and the height of the structure, and its architectural elements are in scale with the structure itself and with the neighborhood. • The landscape design minimizes hardscape in the front setback area and contains elements that are complementary to the neighborhood streetscape. • Development of the site shall not unreasonably impair the ability of adjoining properties to utilize solar energy. Page 3 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 6'Jsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 NEIGHBORHOOD CONTEXT Mass is correlated with the physical size (i.e., bulk and volume) and configuration of a structure and the design of its architectural features. The perception of mass is a reflection of how large a home appears in a neighborhood. The mass of a structure is controlled in part by height limits, minimum setbacks and maximum floor area limits. However, a structure that maximizes the allowable floor area and minimizes the required setbacks may appear bulky and out of context in the neighborhood. A structure that is thoughtfully designed and sited appropriately on the lot will have less impact on the neighborhood. 26 feet 18 feet 10 feet X The new home to the right appears massive in comparison to the existing home to the left. Bringing the height of the entry down, changing the roof design, and reducing the mass of the home facing the street would help bring it into scale with the adjacent residence. A non - traditional design can be integrated into a neighborhood when mass is controlled with simple lines, appropriate setbacks, and thoughtful material selection. The massing on this home is minimized with simple roof forms and a side entry garage. DRAFT 1 -22 -14 Mass Design Techniques The design should incorporate one or more of the following techniques: • Manage mass in the initial design stage, not after the floor plan is developed • Manage mass through appropriate building design rather than with landscaping • Design the structure with simple and well - proportioned massing • Setback large structures from the street and adjacent residences • Use simple roof forms and/ or wall planes • Minimize the use of excessive colors and materials • Minimize the mass on a non - conforming lot Page 4 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 6't ?sign Guidelines • Design Review Handbook DRAFT 1 -22 -14 DRAFT 1 -22 -14 NEIGHBORHOOD CONTEXT Height, Scale, and Proportion The height and size of a structure should be proportionate to the size and shape of the lot and in scale with the neighborhood. The setback from the street and between the homes in a neighborhood will also affect the perception of height and size of a structure. JC Maximizing the height and floor area of this home overwhelms the adjacent residence. Existing single story home Design Techniques The design should incorporate one or more of the following techniques: • Increase the side yard setbacks of a home that / is significantly taller than v adjacent homes Setting the second story back and incorporating single -story elements helps brings this home into scale with the neighborhood. 10A A perspective drawing illustrates how single -story elements on the house to the right minimizes height impacts as seen from the street. • Incorporate front and side wall plane heights that are in scale with adjacent residences • Incorporate eaves and roof lines that are in scale with adjacent residences • Design appurtenances in proportion to the overall building form and neighborhood • Avoid flattening the top of a sloped roof to accommodate height limitations Page 5 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential UYsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 NEIGHBORHOOD CONTEXT The Streetscape represents the visual elements of a street, including the roadway, driveways, walkways, fencing, trees, structures, and landscaping that combine to form the street's character. The streetscape is affected by the setbacks between individual properties and the setback between each home and the street. The design of a structure and front yard landscape should complement the generally established neighborhood character. New House Existing House Existing House New House similar) Isimilarl Isimila The building footprint on the right is compatible with the predominant streetscape pattern while the building footprint on the left will likely appear bulky and out of place. Corner lots are a significant part of the streetscape. This design is well composed on both sides facing the street. The homes along this street share similar characteristics such as an L- shaped footprint, garage location, and roof V/ type, while maintaining personal design elements such as siding material, roof material, exterior colors and trim. DRAFT 1 -22 -14 Streetscape Design Techniques The design should incorporate one or more of the following techniques: • Maintain the generally established front yard setbacks along the street • Minimize the overall mass of a structure on a non- conforming lot, corner lot, or at the end of the street • Design both street facing facades of a corner lot in a well composed manner • Use exterior materials that complement the streetscape • Minimize any large expanse of roof seen from the street • Deemphasize the garage presence on the street • Deemphasize tall features that overwhelm the neighborhood streetscape DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 6'6sign Guidelines • Design Review Handbook Page 6 DRAFT 1 -22 -14 NEIGHBORHOOD CONTEXT Two -Stor With few exceptions, a two -story home is permitted and possible. If designed with consideration of the surroundings, a two -story design can have benefits such as increased distance between structures on adjacent properties, reduced grading and lot coverage, and minimized impact on trees, creeks, and other natural features and habitat. For neighborhoods primarily consisting of single -story homes, an effort should be made to design a new two -story home or addition that blends in seamlessly with the neighborhood. The design should incorporate single - story features which reduce the visual impact of the second story. This full height two -story home with high eaves and wide roof ridge is out of scale with the adjacent single story home. Existing single -story home kw'Ar Setting the second story back and incorporating similar roof lines as the adjacent residence helps brings this home into scale with the neighborhood. DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 52 By lowering the eave line and containing the square footage under the roof with dormers, this two -story home is more in scale with the neighborhood than the home to the far left. / A two -story home setback from ,// the street, and designed with single -story elements, can be integrated into a single -story neighborhood with similar sized lots. DRAFT 1 -22 -14 Structure Design Techniques A new two -story home or addition in a predominately single -story neighborhood should incorporate one or more of the following design techniques: • Increase the side yard setbacks of a home that is significantly larger than adjacent homes • Incorporate single -story elements in the front • Minimize the height of second story wall planes and eave lines • Incorporate the second story within the roof form • Align the first story eave lines to be in scale with adjacent structures • Setback the second story in proportion to the size of the lot and proximity to neighbors sign Guidelines • Design Review Handbook Page 7 DRAFT 1 -22 -14 SITE PLANNING Site Planning should take into account sun and wind orientation, site drainage, existing trees and landscaped areas, and proposed areas for driveways, pathways, gardening and outdoor entertainment. The site assessment should also consider the location of existing structures adjacent to the site and general similarities and differences in the size, dimensions, and topography of the site and of neighboring properties. Areas with potential privacy impacts for both the owner and neighbors should be managed in the site design, rather than after the floor plan is developed. Ihoot sun i 1 lT= -- � -- rdrd►na e 9�dea garden drni ae e 9 '. 1 siro nngg 25` rrrer'f�tnrr�'' SW wmdS 14 -15 r privac =north . n Y+ev1 DRAFT 1 -22 -14 Design Review Findings - Site development follows the natural contours of the site, minimizes grading, and is appropriate given the property's natural constraints. - All protected trees shall be preserved. If constraints exist on the property, the number of protected trees, heritage trees, and native trees approved for removal shall be reduced to an absolute minimum. Removal of any smaller oak trees deemed to be in good health by the City Arborist shall be minimized. -The height of the structure, its location on the site, and its architectural elements are designed to avoid unreasonable impacts to the privacy of adjoining properties and to community viewsheds. When designing the site plan, consider neighborhood This site plan acknowledges areas with potential privacy - Development of the site shall patterns such as garage location, setbacks, and front ✓ impacts, site drainage patterns, the location of existing not unreasonably impair the yard landscaping. trees, and sun and wind orientation. ability of adjoining properties to utilize solar energy. Page 8 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Nsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 SITE PLANNING DRAFT 1 -22 -14 Communitv Viewsheds The Zoning Code defines community view sheds as "any views which are visible from an area which has scenic value for the community.' The Hillside Specific Plan sets forth aesthetic and scenic quality policies to allow clear views from streets and roads and to establish scenic easements that protect prominent ridgelines. The General Plan reinforces that the western hills and ridgelines are the predominant scenic resource within the City. 4. V/ / Views of the hills from the roads leading into and out of the City's neighborhoods contribute to the small -town residential character. XThe siting of this home creates impacts on the community viewshed. 'l It is reasonable to expect that redevelopment of this older single -story home will have some impact on neighbor views of the sky, trees, and natural landscape. Design Techniques The design should incorporate one or more of the following techniques: • Maintain a reasonable amount of open area on a property • Design the site plan to minimize view impacts • Manage the bulk and mass of a structure to minimize interference of views from streets and roads • Design roof forms to minimize obstruction of views from streets and roads Page 9 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential DVsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 SITE PLANNING Setbacks provide openings for light and air, enhance privacy, and create boundaries between properties. The minimum requirements for the front, side, and rear yard setbacks are based on the designated zoning district. However, many older neighborhoods were built with larger setbacks. The design should consider established neighborhood setbacks, even when such setbacks may be more restrictive than the Zoning Code. ...._____ _rlf_ ______________ 10 feet i 20 feet Property line fence t / The home on the right is 00e set back from the adjacent property in proportion to its size and height. While this home meets the required front yard setback, its placement on the I lot is out of character with the other homes, disrupting the natural flow along the street. DRAFT 1 -22 -14 Setbacks Design Techniques The design should incorporate one or more of the following techniques: • Maintain the generally established front yard setbacks along the street • Design side yard setbacks to minimize impacts on neighbor privacy • Setback the structure in proportion to the size and shape of the lot • Setback the structure from adjacent properties in proportion to its size and height • Increase the setbacks of a large structure • Increase the side yard setbacks of a two -story structure DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Ddsign Guidelines • Design Review Handbook Page 10 DRAFT 1 -22 -14 SITE PLANNING Privacy, both within a home and in an enclosed yard, is important to residential quality of life in Saratoga. Engage neighbors for feedback early in the design process. Privacy issues should be resolved in the initial design stage, not as an afterthought. Residential privacy should not be achieved solely with fencing and landscaping between properties. The building's design should be the primary means of addressing privacy impacts. Privacy impacts should be minimized to the best extent possible through appropriate placement of buildings, windows, doors, and balconies. wr'a `x xWindow A has a direct view through the neighbor's window. Window B has a less direct view due to its placement. Offset the placement of windows and doors between adjacent properties. This balcony has a direct view into the neighbor's private indoor and outdoor areas. Use clerestory windows where light is desired but privacy is a concern between neighbors. DRAFT 1 -22 -14 Privac Design Techniques The design should incorporate one or more of the following techniques: • Minimize windows and balconies in direct view of neighbor's private indoor and outdoor areas • Minimize the size and number of 1 st and 2nd story windows on side elevations • Locate larger windows in areas that do not have privacy impacts • Utilize clerestory windows or windows with higher sills where privacy is a concern • Consider finished floor height and window placement impact on adjoining neighbors • Pay attention to privacy concerns on sub - standard and small lots DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential D't'sign Guidelines • Design Review Handbook Page 11 DRAFT 1 -22 -14 SITE PLANNING DRAFT 1 -22 -14 Solar Access Solar access is the ability of a property to collect active and passive solar energy directly from the sun. Solar panels are increasingly used as a means of reducing energy use from industrial sources. Passive solar design takes advantage of a building's site, climate, and materials to minimize energy use. A passive solar home collects heat as the sun shines through south - facing windows and retains it in materials that store Design heat, known as thermal mass. i % % Depending on sun angle, a structure's mass can cast a substantial shadow xon adjacent properties and interfere with solar collectors or sunlight exposure on a neighbor's yard or pool. 1► Reversing the floor plan and adjusting the slope, eave line(s), and orientation of this home's roof planes reduces the shadowing effect. State Law sets forth minimum requirements for non - interference with neighboring properties' solar access. Cal. Public Resources Code Section 25982 forbids any tree or shrub from being planted so as to cast a shadow "greater than 10 percent of the collector absorption area upon [an existing neighboring] solar collector surface at any one time between the hours of 10 a.m. and 2 p.m., local standard time"This standard is a statutory minimum, in addition to this Handbook's guidelines to minimize interference with a neighbor's solar access due to landscaping and building design. Techniques The design should incorporate one or more of the following techniques: • Locate and design a structure to minimize shadows on neighbors' pool, yard areas, or solar systems • Design landscaping to minimize interference with a neighbor's solar access • Minimize the appearance of roof mounted solar panels • Minimize energy usage through careful selection and placement of windows • Landscape with deciduous trees that increase sun exposure in the winter and block sun in the summer DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential DYsign Guidelines • Design Review Handbook Page 12 DRAFT 1 -22 -14 BUILDING DESIGN Building Design is a reflection of individual taste, family needs, and the nature of a home's living space. The design of a home and its architectural style will continue to evolve over time. New and older structures need not look alike, but should exhibit threads of commonality including building form, roof type and the relative size of windows, doors, entries, and other major building elements. DRAFT 1 -22 -14 Design Review Findings -The height of the structure, its location on the site, and its architectural elements are designed to avoid unreasonable impacts to the privacy of adjoining properties and to community viewsheds. -The overall mass and the height of the structure, and its architectural elements are in scale with the structure itself and with the neighborhood. Page 13 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential D7sign Guidelines • Design Review Handbook DRAFT 1 -22 -14 BUILDING DESIGN Porches and Ent The front porch and entry are one of the most defining design components of a home and represent a transitional space between the external and internal environments. Large new homes built in neighborhoods with smaller homes can create visual impacts through the use of tall, formal entries that are in stark contrast to their more modest neighbors. Entries should be in scale with the existing neighborhood pattern and integrated with the structure in composition, scale and design character. Balconies are also often a prominent element of a building's architecture and should be designed with attention to scale and privacy. V/ This porch deemphasizes the second story. 1100/ The impact of this home's taller entry is minimized given the large lot size and additional setback from the street. DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential SPsign Guidelines DRAFT 1 -22 -14 Features Design Techniques The design should incorporate one or more of the following techniques: • Design the porch and entry to be in scale with other structures in the neighborhood • Design the entry height in proportion to the structure • Design entry eave lines in proportion to adjacent residences • Design the height and width of columns in proportion to the structure • Incorporate entry and porch materials that are architecturally appropriate • Setback upper floor balconies to minimize privacy impacts Design Review Handbook Page 14 DRAFT 1 -22 -14 BUILDING DESIGN The location and size of the garage will influence the amount of hardscape in the front yard and the landscaped space between residences. Designing a two -car garage on a narrow lot will require additional consideration to avoid overwhelming the facade of the home. Large homes on large lots can accommodate a three -car garage, so long as it is done with consideration of impacts to the streetscape and neighborhood character. This garage is setback from the home, diminishing its v presence on the street. This three -car garage is placed perpendicular to the lot frontage, and is designed with windows facing the street, giving it a more street friendly presence. This three -car garage is the foremost feature on the home and overwhelms the facade. The second story element of this home also places emphasis on the garage. DRAFT 1 -22 -14 Garaae Design Techniques The design should incorporate one or more of the following techniques: • Design a garage that is in scale with the structure • Deemphasize the presence of the garage on the facade • Select garage door colors and materials that are compatible with the architecture • Face the garage doors perpendicular to the street if lot size allows • Offset the wall planes of a three car garage DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential DYsign Guidelines • Design Review Handbook Page 15 DRAFT 1 -22 -14 DRAFT 1 -22 -14 BUILDING DESIGN Roofs, Eaves, and Wall Planes Roofs area significant structural component of a building and largely responsible for defining the character of a home. The principle features of a roof are the shape, pitch, and materials - all of which determine architectural style. An eave is the edge of a roof and typically projects beyond the side of the building. The exterior wall plane and plate height form the vertical and horizontal massing of a structure. The roof pitch and Desi n overall length and height of a structure's walls are key considerations in maintaining a compatible scale in a neighborhood. g Techniques 26 feet - �•�� _ A DRAFT 1 -22 -14 BUILDING DESIGN DRAFT 1 -22 -14 Windows and Dormers Windows are a defining characteristic of a home's appearance from the street. Windows and dormers should be designed with consideration of the impact they have on adjacent neighbors and the overall design of the structure. While complete privacy is not guaranteed in an urban environment, the design should strive to protect the privacy of both the homeowner and the adjacent neighbors. The large bay window and divided lites overwhelm the fa4ade. Design Techniques The design should incorporate one or more of the following techniques: • Maintain the general type and shape of windows on all sides of the structure • Select windows and dormers that are architecturally appropriate • Design dormers in proportion to the roof • Offset windows between adjacent structures to reduce privacy impacts • Moderate the size and quantity of bay windows and /or dormers • Minimize large wall expanses without windows • Incorporate energy efficiency through window design Window placement on the side of this home has been designed to minimize privacy impacts to the adjoining _ �/ / Dormers provide light and air upper floors while Pa reducing the perceived mass of f Page second story floor space. residence without sacrificing architectural style. 17 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Nsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 DRAFT 1 -22 -14 BUILDING DESIGN Exterior Materials and Details Exterior Materials and Details include but are not limited to siding materials, roof materials, chimneys, spires, columns, shutters, and exterior colors and trim.The exterior presentation of a structure, in terms of color, texture, and use of materials greatly influences curb appeal as well as compatibility with neighboring structures. Colors and materials found in the neighborhood can help tie the structure to its surroundings. Materials should be consistent with the structure's architectural style and massing. Accessory structures should complement materials, finishes, and colors found on the primary structure. A large expanse of stone veneer can look heavy and overwhelm the facade. The siding materials and column design is architecturally appropriate on this home. Design Techniques The design should incorporate one or more of the following techniques: • Select materials, colors, and details that enhance the architecture in a well - composed, understated manner • Minimize excessive use of colors and materials • Select roof colors that are inconspicuous from the street • Select materials and details that are architecturally appropriate • Design shutters to be in scale with the window The variegated roof • Design the height, size, colors, tall columns, and shape of the chimney and contrasting in proportion to the exterior colors on this structure home are distracting. Page 18 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Mign Guidelines • Design Review Handbook DRAFT 1 -22 -14 LANDSCAPING Landscape design is an integral component of Site Planning and Building Design. The current pattern of walkways, driveways and landscape elements such as fences, hedges, and retaining walls in the neighborhood should be considered when developing the landscape design. Plant selection should recognize the importance of water conservation, fire resistance, and erosion control. The use of impervious surfaces should be minimized.The preservation of trees is essential. DRAFT 1 -22 -14 Design Review Findings • Site development follows the natural contours of the site, minimizes grading, and is appropriate given the property's natural constraints. • All protected trees shall be preserved. If constraints exist on the property, the number of protected trees, heritage trees, and native trees approved for removal shall be reduced to an absolute minimum. Removal of any smaller oak trees deemed to be in good health by the City Arborist shall be minimized. -The landscape design minimizes hardscape in the front setback area and contains elements that are complementary to the neighborhood streetscape. • Development of the site shall not unreasonably impair the ability of adjoining properties to utilize solar energy. Page 19 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 6'Ysign Guidelines • Design Review Handbook DRAFT 1 -22 -14 LANDSCAPING DRAFT 1 -22 -14 Front Yard Landscaping Front yard landscaping includes hardscape, greenscape, and accessory structures (e.g., fences, gates, pillars). A well designed landscape can help connect the residence to the site and define the entry, pathways, and boundaries of a property. While landscape design is highly personal and largely left to the discretion of the individual property owner, the design should reflect the constraints of the lot and character of the Desiry n neighborhood. 9 V/ Landscaping can be used to create an inviting entry. Landscaping can be coordinated with V/ adjacent properties to create a lush yard for both neighbors. Techniques The front yard landscape design should incorporate one or more of the following techniques: Incorporate landscape elements that complement the streetscape Select landscape elements that are compatible with other front yards found in the neighborhood • Incorporate landscape elements that develop a sense of connection between the home and the neighborhood Design landscaping that is compatible with the home's architecture Design walls, fences, gates, pillars, and accessory structures in proportion to the home and the site • Soften the appearance of fences and walls with landscaping v/ Well- designed front yard fencing and landscaping can maintain Landscaping can soften the appearance of privacy between properties while preserving a connection to the ✓ fencing. Page street and neighborhood. 20 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 91sign Guidelines • Design Review Handbook DRAFT 1 -22 -14 DRAFT 1 -22 -14 LANDSCAPING Pervious Material and Hardscape "Hardscape" includes impervious surfaces and other surfaces that may be permeable but are not otherwise considered natural landscaping (e.g., trees, dirt, grass). Where hardscape may be necessary for driveways and walkways, pervious materials are encouraged. Pervious materials allow infiltration of stormwater into the soil, thereby reducing runoff and the amount of pollutants that enter creeks, the Bay, and other water bodies. This can improve water quality, help reduce creek erosion, and facilitate groundwater recharge. Acl ..___ " -_?___ '� Pervious pavement systems are available in many different types that offer environmentally - friendly and aesthetically pleasing options for driveways, walkways, and patios. XExcessive hardscape and a lack of live landscaping in the front yard can diminish the semi -rural character of neighborhoods. Grasscrete and other grass paving systems decrease the amount of impervious surface on a property and can be more visually appealing than traditional hardscape surfaces. Pervious materials contain pores or separation joints that allow water to flow through and seep into a base material (typically gravel or drain rock). Design Techniques The landscape design should incorporate one or more of the following techniques: • Minimize hardscape in the front setback area • Minimize impervious surfaces, especially where runoff may be a concern • Minimize compacted landscaped areas which can inhibit site drainage • Consider using pervious materials for driveways, walkways, and /or patios Pervious pavement may be suitable in locations that are: • flat or nearly flat (maximum 2% slope) • not in a seasonally wet area (e.g., creek bed) • not close to a building foundation (unless measures are taken to prevent infiltration under the structure) DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Ytrsign Guidelines • Design Review Handbook Page 21 DRAFT 1 -22 -14 DRAFT 1 -22 -14 LANDSCAPING Grading, Drainage, and Erosion Control Storm water must be retained on -site and directed away from adjoining property and toward stormwater drains and drainageways. Stormwater best management practices should be integrated into the landscape and grading design plans to minimize runoff and to increase on -site retention and infiltration. Low Impact Development (LID) is an alternative site design strategy that uses natural and engineered infiltration and storage techniques to control storm water runoff. Refer to the Santa Clara Valley Urban Runoff Pollution Prevention Program for information on applicable stormwater ordinances and stormwater management plans. / Rain gardens and bio- swales can filter, direct, and retain storm water. nativepfants - and hardy ,i.' ; cultivars water flow impervious surface pea gravel layer discharge pipe kw,Ar Any proposed construction or grading within 50 feet from the top of creek bank shall comply with Santa Clara Valley Water District Guidelines. d etention filtration zone .A retention zone gggregate hiterblanket lTz _ 50 feet 50 feet NO" Splash blocks or rain chains can prevent erosion. Design Techniques The grading and drainage design should incorporate one or more of the following techniques: • Minimize soil erosion, runoff, and water waste • Retain water from irrigation and normal rainfall within property lines • Minimize drainage onto impervious surfaces • Minimize the potential for soil compaction • Direct runoff from driveways, walkways, roofs, and /or patios onto vegetated areas • Avoid grading within the driplines of protected trees DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential YYsign Guidelines • Design Review Handbook Page 22 DRAFT 1 -22 -14 LANDSCAPING DRAFT 1 -22 -14 Water Efficient Landsca The City acknowledges the aesthetic benefit of landscapes while recognizing the need to invest water and other resources as efficiently as possible. Water efficiency can be achieved without an overreliance on hardscape. Landscape design, installation, maintenance and management can and should be water efficient. Simple changes in plant type and irrigation methods can greatly reduce the water required for an attractive landscape. There are many plants that use surprisingly little water. New irrigation systems can increase irrigation efficiency and result in water use reduction. A dry rive reduce w adding a element It can als erosion i runoff is Mulch can aid in greater water retention by minimizing evaporation and reducing weed growth. However, mulch should be used Native plants Trees Patio Grass lawns can require a large amount of water and maintenance. Consider limiting turf to functional areas such as play or recreation areas. Use turf sparingly for aesthetic purposes. in Design Techniques The landscape design should incorporate one or more of the following techniques: • Group plants according to their water needs • Select native species that are adapted to site soil characteristics • Protect and preserve native species and natural vegetation • Select drought tolerant and /or water - conserving plants and turf species • Select plants based on disease and pest resistance • Design irrigation that is appropriate for soil conditions, plant type, and season DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential 6'Jsign Guidelines • Design Review Handbook Page 23 DRAFT 1 -22 -14 This page intentionally left blank. 85 DRAFT 1 -22 -14 DRAFT 1 -22 -14 DRAFT 1 -22 -14 APPENDIX n HILLSIDE GUIDELINES General Plan goals include preserving the natural beauty of the west valley hillsides and protecting existing view sheds, view corridors, and scenic open spaces. The design review process was put in place to ensure that development would blend in with the hillside's natural environment by limiting the use of obtrusive colors and by reviewing the height, placement, and design of structures. Development proposals shall minimize grading and minimize impacts to ridgelines and significant natural hillside features, including but not limited to steep topography, native vegetation and trees, and watercourses. The design plan should also minimize both physical and aesthetic changes to a site's natural topography. AL r ,� At The techniques on the following four pages apply to properties with an average site slope of 10% or greater and to properties in the Hillside Residential Zoning District �� ; �f DRAFT 1 -22 -14 Design Review Findings • Site development follows the natural contours of the site, minimizes grading, and is appropriate given the property's natural constraints. • The height of the structure, its location on the site, and its architectural elements are designed to avoid unreasonable impacts to the privacy of adjoining properties and to community viewsheds. • On hillside lots, in addition to demonstrating compliance with Section 15- 13.100, the location and the design of the structure avoid unreasonable impacts to ridgelines, significant hillside features, and community viewsheds. Page 25 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential YYsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 HILLSIDE GUIDELINES This home has been tucked into the hillside, minimizing its visual impact on the valley below. w S This home has been sited on a lower portion of V/ the site to minimize impacts to the community viewshed. DRAFT 1 -22 -14 Hillside Viewsheds f ti., �f, ,..•. This home has been sited at the top of the xhill, standing out against the landscape and disrupting the viewshed from below. The placement and height of this home interferes with the community viewshed. Design Techniques • Avoid siting the structure on the top of a hill • Tuck the structure into the hillside • Locate the structure on lower portions of a hillside lot • Minimize impacts to viewsheds when designing the site plan and structure's location • Limit the height and bulk of the structure on hillside lots • Design roof forms and roof ridgelines that minimize impacts to viewsheds • Avoid light, bright, or reflective colors and materials • Screen light sources • Locate light sources at ground level • Avoid light sources that may be seen at a distance Page 26 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential Y6sign Guidelines • Design Review Handbook DRAFT 1 -22 -14 HILLSIDE INTEGRATION The home and basement area is merged into the hillside, reducing the perceived mass and height of the structure. DRAFT 1 -22 -14 Natural Tot)oarai)h The exposed crawlspace and tall support poles of this home increase the height and mass of the structure. / This home is merged into the hillside, reducing its v visual impact on the valley below. The downhill cantilevers and opposing roof slope xon this home are visually obtrusive to the natural topography of the site. Design Techniques • Tuck the structure into the hillside • Minimize changes to the natural topography • Minimize changes to the site's natural countours • Balance cut and fill and avoid excessive grading • Design roof slopes to compliment topographic contours -Avoid downhill cantilevers, exposed crawlspace areas, exposed foundations, and exposed tall support poles. Page 27 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential YYsign Guidelines • Design Review Handbook DRAFT 1 -22 -14 HILLSIDE INTEGRATION DRAFT 1 -22 -14 Site Planning Design Techniques • Build within the site's natural contours to minimize grading DRAFT 1 -22 -14 HILLSIDE INTEGRATION The rooflines of this structure follow the natural contours of the site and the stone accents help blend the home into the natural setting. V/ / The siding materials of this home compliment the natural setting and landscaping. Buildin Although the basement garage is sunk into the hillside, this home has the appearance of a three -story from the street. Maxmizing the height and floor area of this structure creates a home that is out of scale with the natural hillside setting. DRAFT 1 -22 -14 Desian Design Techniques • Do not design to attract attention or stand out • Select exterior colors and siding materials that blend with the natural terrain • Select roof colors and materials that blend with the natural terrain • Use earth tone colors on foundation and lower portions of the structure • Avoid light, bright, or reflective colors that contrast with the natural terrain • Design roof and building lines that follow the natural contours of the site • Avoid large attic spaces that increase the height of a structure • Minimize the height and visual impact of crawl space areas Page 29 DRAFT 1 -22 -14 City of Saratoga • Single - Family Residential D'Ysign Guidelines • Design Review Handbook Exhibit A ORDINANCE AN ORDINANCE AMENDING CHAPTER 15 OF THE SARATOGA CITY CODE THE CITY COUNCIL OF THE CITY OF SARATOGA HEREBY ORDAINS AS FOLLOWS: Findings New standards related to front yard landscaping would encourage aesthetically pleasing landscape design on the most visible portion of single - family properties while discouraging excessive impervious surfaces. New standards related to outdoor lighting fixtures would help to prevent excessive glare onto adjacent properties and public streets while maintaining adequate safety, night vision, and comfort. Amendments to Articles 15 -11, 15 -12, 15 -13, 15 -20, 15 -45, and 15 -80 would provide clarification and consistency within the City Code. The Planning Commission of the City of Saratoga considered these amendments at a duly noticed public hearing on January 22, 2014 and recommended the City Council adopt the amendments to Chapter 15. The City Council of the City of Saratoga held a duly noticed public hearing on February 19, 2014 and considered the Planning Commission recommendation and all testimony and written materials provided in connection with the update and amendments. Therefore, the City Council hereby amends the City Code as follows: Section 1. Adoption. The Saratoga City Code is 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., see . Text in standard font is readopted by this ordinance. Text in italics (e.g., italics) is descriptive only and is not part of the amendments to the City Code. NEWA: AGRICULTURAL DISTRIC SECTION 15- 11.085 - Allowable floor area The maximum allowable floor area shall be determined in accordance with City Code Section 15- 12.085. 91 Exhibit A NEW HR: HILLSIDE RESIDENTIAL DISTRICT SECTION 15- 13.085 - Allowable floor area The maximum allowable floor area shall be determined in accordance with City Code Section 15- 12.085. NEW R -OS: RESIDENTIAL OPEN SPACE DISTRICT SECTION 15- 20.085 - Allowable floor area Where a single - family dwelling is the principal use on the site, the maximum allowable floor area, determined in accordance with City Code Section 15- 12.085, shall not be more than six thousand square feet, excluding any detached garage or accessory structure for which a use permit is granted. R- OS: RESIDENTIAL OPEN SPACE DISTRICT SECTION 15- 20.150 - Design review. The construction or expansion of any main or accessory structure in the R -OS district shall comply with the applicable design review regulations set forth in Article 15 -45 or Article 15 -46 of this Chapter_ ; , then the allowable fleet: area deteffflined in aeeefdatiee with Seefien 15 45.030 shall in ne event be tnei:e t is g ted. NEW R 1: SINGLE - FAMILY RESIDENTIAL DISTRICT SECTION 15- 12.095 - Landscaping al Notwithstanding the maximum standards for site coverage, at least 50% (fifty percent) of the required front setback area of any lot and the exterior side setback area of a corner lot must have live trees, shrubs, lawns, other live plant materials or decorative landscaping installed. For the purpose of this Section, "decorative landscaping" means decorative non:! live materials such as rocks, gravel or bark and does not include asphalt, cement or any other impervious surface. b) No more than 50% (fifty percent) of the required front setback area of any lot and the exterior side setback area of a corner lot may be covered with impervious surfaces. 92 Exhibit A NEW MISCELLANEOUS SECTION 15- 80.030 - Special rules for accessory uses and structures in residential districts. m) Lighting fixtures. Outdoor lighting fixtures shall be located, aimed, and shielded to prevent excessive glare or direct illumination onto adjacent properties and public street rights of way: notwithstanding the minimum lighting necessary to ensure adequate safety, night vision, and comfort. R -1: SINGLE - FAMILY RESIDENTIAL DISTRICT 15- 12.100 - Height of structures. No single family dwelling shall exeeed twenty six feet in height and no other- type of mai stmeture shall exeeed thirty feet in height. Exeeptions to these limitations may be approve ptffsttant to a Use PeEmit and Design Review issued in aeeefdanee with Aftiele 15 55 of this C04e-, The additional height may only be granted on r-esiden4ially zoned par-eels exeeeding twenty thetis s"ar-e feet. The Staff and Plafming Ceffffnission will tise the "A Field Cvaide to Amer-iean Heiises" and other- r-esemfee ma*r-ial appr-oved by the Planning Commission as r-esour-ee deetiments to assess the ,.,iffity of.,,.,.hite,.t,,fa design. (a) No single - family dwelling shall exceed twenty -six feet in height, provided however, the Planning Commission may approve a structure up to thirty feet in height if the Commission finds and determines that: (1) The additional height is a necessary component of an identifiable and well documented architectural style: and (2) The design of the structure will be similar in scale with structures in the surrounding neighborhood: and (3) The net lot size used for determining floor area exceeds twenty- thousand square feet. (b) No accessory structure shall exceed fifteen feet in height; provided, however, the Planning Commission may approve of an accessory structure extending up to twenty feet in height if the Commission finds and determines that: (1) The additional height is necessary in order to establish architectural compatibility with the main structure on the site; and (2) The accessory structure will be stele similar in scale with structures in the surrounding neighborhood. (c) No structure shall exceed two stories, except that pursuant to a use permit issued under Article 15- 55 of this Chapter, a three -story structure may be allowed for an institutional facility located upon a site designated for community facilities (CFS) in the general plan, where the average slope underneath the structure is ten percent or greater and a stepped building pad is used. 93 Exhibit A HR: HILLSIDE RESIDENTIAL DISTRICT 15- 13.100 - Height of structures. No structures shall exceed two stories nor shall any structure exceed the following heights: (a) No structure shall extend to an elevation within eight feet from the top of the nearest adjacent major ridge that does not have dense tree cover. (b) No structure shall extend to an elevation more than twelve feet above the nearest adjacent minor ridge that does not have dense tree cover. (e) A single family dwelling not limited by subseetion (a) or- (b) of this Seetion shall not exeeed twenty six feet in hei&. Any other- type of main s4uetufe not limited i (a) or- (b) e Seetion shall not exeeed thit4y feet in height. c) Notwithstanding subsection (a) or (b) of this Section, no single- family dwelling shall exceed twenty -six feet in height, provided however, the Planning Commission may approve a structure p to thirty feet in height if the Commission finds and determines that: (1) The additional height is a necessary component of an identifiable and well documented architectural style: and (2) The design of the structure will be similar in scale with structures in the surrounding neighborhood. (d) An s+f,,,.,ufe not limited by Notwithstanding subsection (a) or (b) of this Section= no accessory structure shall exceed twelve feet in height; provided, however, the Planning Commission may approve an accessory structure extending up to fifteen feet in height if the Commission finds that: (1) The additional height is necessary in order to establish architectural compatibility with the main structure on the site; and (2) The accessory structure will be eempatible similar in scale with structures in the surrounding neighborhood. e) Notwithstanding subsection (a) or (b) of this Section, no structure used for agricultural purposes shall exceed thirty feet in height. ., Exhibit A NE W R I SECTION SINGLE -FAMIL Y RESIDENTIAL DISTRICT (moved from 1 5- 45.030 - design review) 15- 12.085 - Allowable floor area for R -1. HR. ROS and A zone districts a) Definition. Floor area is defined in City Code Section 15- 06.280. As used in this Article. any pace with an interior height of fifteen feet or greater shall be double counted towards the maximum floor area allowance. The allowable floor area is based upon the net site area calculated in accordance with Section 15- 06.620 and any slope reduction provided in Section 15- 12.085(cl. b) Maximum standards. The standards set forth in this Section are intended to be maximum figures and the Planning Commission may, in considering any application, require that the floor area be reduced below the applicable standard if such reduction is necessary in order to make the findings prescribed in City Code Section 15- 45.080. c) Slope adjustment. If the average slope of the lot is more than ten percent, the net site area of the lot shall be reduced as follows: *Where the average slope is a fractional number, it shall be rounded u. to the next whobe—nmnihm d) Maximum floor area for R -1. HR. ROS and A zone districts. The maximum allowable floor area shall be the lesser of the standards specified in the two following tables: * *Lot Size (Net Site Areal I Floor Area Standard To be determined 2.400 sq. ft. plus 3,200 sq, ft. plus by Planning 160 sq. ft. for each 170 sa, ft. for each Commission 1.000 1.000 sq. ft. sa, ft, of net site area over 5.000 of net site area over 10.000 sa. ft. sa. ft 4,222 su. ft. or less 00- 10.000 su. ft. 0.001- 15.000 %6 ft 1 .0010.000 sa. ft 4,050 sg, ft. plus 78 sq. ft, for each 1.000 sg, ft. of net site area over 15.000 sa. ft 4 .001- 80.000 sg. ft .000 sg, ft. plus 20 sq. ft. for each 1.000 sz ft. of net site area over 40.000 sa. ft 0.001- 200.000 sg. ft .800 sg, ft. plus 10 sq. ft, for each 1.000 SZ ft, of net site area over 80.000 sa. ft 8.000 sq, ft, is the maximum allowable square footage 95 Exhibit A M Zone District Maximum Floor Area (for larger than standard lotsl R -1- 10,000 "Where R -1- 12500 R -1- 15,000 5 R- 1-20,000 R -1- 40,000 l3R and A 1tOS the net site area over $ I In accordance with Section 15- 20.085 of this Article 5.000 square feet is a fractional number, it shall be rounded up to the next whole thousand (i.e., 5.001 would be rounded un to 6.0001. The following section was moved to 15- 12.085 - RI Single- Family Residential District 15 n5.030 Allowable flee -are., "allowable a) area" fifteeft feet be doubled. The floor- is based the or- greater- the lot the shall allowable afea upen net site area a-HA hei& the to be ther-een slope of and 1 in of main stfuetufe eonstmeted or- existing as th this Seetien. Net be ift b) aeeer-da-nee . it Seeti Maximum with of site afea shall ealettlated ,,, 1_5 nti ti-n o ft-h- -S rode The forth in this Seetion intended to be figtffes standards. the Pianning Ce standards set are maximum . . in that the floor- and below the ty, eonsider-ing any appheation, require area if is to the findings r-e"eed pr-eser-ibed applieable in Seetion standard sueh r-eduetion order- fnake 15 45.080 of this Ar-fiele, the the e) lot be by , net site area of based the follows.: shall r-e"eed a per-eentage ametmt "on aver-age slope and ealettlated as n.,o.age Slope of tLe r et no o. t .o e fNet Site nfe to be Deduete io o i 201% 1090; p. as 21 f v oaeh 1 pe efA of slope ever- 1 not * 120.04 9 30°; 01,; 300i plus 30% f v o eh 1 ..o e t Of slope ever- NOW C° e it be to the ((mi�, FlooF shall r-ounded up next WhOle nUMber. After- the by the ir-ed for- the Ca) aFea standaMs. r-edueing net site area &Iepe the floor- fier the let be detef Y fined in aeeer-danee > > area shall with the table set fei4h below.: M Exhibit A Size of Let (Net Site Area) A rpq StHndar-d- Less than 5,000 s TT- -R by -Planning Commissio 5,000 10,000 sq. A. 2,400 ft. 160 fer- 1,000 5,000 sq. -plus s eaeh s of net site afea ever- s 10,001 15,000 s 3,200 ft. 170 ft. for- 1,000 ft. 10,000-,q-.A-.± sq. pitts sq. eaeh sq. of fiet site afea evef 15,001 40,000 sq. ft. 4,050 ft. 78 for 1,000 15,000 sq. plus s eaeh s of net site area over s 40,001 80,000 sq. ft. 6,000 ft. 20 for 1,000 40,000 sq. plus s eaeh s of net site area ever s 90,001 200,000 ft. 6,800 ft. 10 for 1,000 80,000 sq. sq. plus s eaeh s of net site area ever s 200,000 9,000 sq. ft . is the maxinwm allowable s"are footage. M4ier-e division the by 1,000 in fraetional the be to then of net site area re&ults a number product shall rounded up ,Aoqhlolfe. nflum-f-h-ear, Maximum floor for- R 1, HR A distriets. In the distfiets liste (e) area allowed and zone zone below the t400r- be the lesser- the t400r- the maximum allowable area shall of area standafds or- fnaximttm floor area speeified as in the following table: IZene Distfie I Ma*ifnum Floor- Are R -1 10,000 14,-400 I 1 R 1 12,500 14-,83-0 R 1 15,000 15,-140 R 1 20,0VV 1 &,ow R 1 40,000 174,w I &000 HR and A 97 Exhibit A 15 -45 DESIGN RE VIE W.• SINGLE-FAMIL Y D WELLING 15- 45.010 - Purposes of Article. It is the pehey of the City to review the proposed eeastFuetien or- signifieant expansion of single family dwellings and eeftain aeeessor-y stfuetur-es under- eir-eumstanees where sueh stfuettir-es have the reasonable potential te eenstitate an invasien of -asenable inter-fer-enee with views, fig . The purpose of this Article is to establish standards and procedures to be followed with respect to the design review of single - family dwellings and certain accessory structures to ensure that new development occurs in a manner, which is consistent with the objectives of this Chapter and the policies of the General Plan. 15- 45.020 - Compliance with development standards. No single family main stnaetufe or- aeeesser-y struetufe shall be eenstfueted or- signifieantly expan within any A, R 1, 14R, R OS distr-iet tmiess the proposed stfuetufe of expansion eomplies with the eontained in this Chapter-. hq the event of a eentliet between the floor- area and sethaek r-equir-ements i shall mean . i exeeeding one htmdr-ed s"are feet. The Planning Commission shall hav-e authority to grant a var-ianee ffom stieh regulations pufstiant to Aftiele 15 70 of this Chapten All structures requiring design review, as provided in Sections 15- 45.060 and 15- 45.065 of this Article, shall comply with the floor area standards and setback reauirements contained in this Chapter. In the event of a conflict between the floor area and setback requirements in this Chapter the more restrictive standard shall govern. The Planning Commission shall have authority to grant a variance from such regulations pursuant to Article 15 -70 of this Chapter 15- 45.055 - Single - Family Residential Design Review Handbook. All projeets for the constmetion or expansion of a single family main stmetufe or an aceessor stmeture shall be eonsistent with the polieies and implementation teehniques deseribed in the City of Saratoga Residential Design Handbook. The ResidefAial De ok effibedies and illustfa4 the intefA of the design review findings pfeser-ibed-it. 15 45.090 ef this Affiele. A eepy of the Residential Design Mandbeek shall be kept on file and available for- p4lie review a4 the offiees o Geffm+unity Development Difeetef. The Residential Design Handbeo �d by the City Gotineil on November- 2, 19 All structures requiring design review, as provided in Sections 15- 45.060 and 15- 45.065 of this Article. shall be consistent with the design techniques described in the City of Saratoga Single - Family Residential Design Review Handbook. The Single - Family Residential Design Review Handbook embodies and illustrates the intent of the design review findings prescribed in Section 15- 45.080 of this Article Exhibit A 15- 45.060 - Requ r °men r Planning Commission design review; public hearing. (a) in each of the following eases, no building permit shall be issued for- the eonstrdetiefl, (a) Pursuant to this Article, the following projects shall receive design review approval by the Planning Commission prior to issuance of a building permit in any A. R -1. HR, or R -OS district: (1) Any new multi -story main structure or multi -story accessory structure. (2) Any conversion of a single -story structure to a multi -story structure. ; exeept ., hefe sueh eefwer-sien does not r-estilt in any exterior- medif4eations to the existing struetur-e beyond the installation of sky4ights in the r-ee (3) Any new single sto structure over 18 feet in height or any existing won to single sto � structure to -over that would exceed eighteen feet in height as a result of the proposed construction. (4) Whenever- Any project that requires design review is speeif eally require a under the terms or conditions of any tentative or final subdivision map, use permit, variance or conditional rezoning. (5) Any main stmeture new dwelling to be eonstfueted upo on a lot having a net site area of less than five thousand square feet. (6) of all s*m, tur-es on the site will °°° ° °a Any project that increases the cumulative floor area of all structures on a site to more than six thousand square feet. (7) Weer Any project that in the opinion of the Community Development Director, the may be significantly inconsistent with the design review findings required in Section 15- 14.080 of this Article' , mass or- bulk, ° ,,, ply interfere with views or may cause excessive damage to the natural environment, or may result in excessive intensification of the use or development of the site. (8) N er Any addition to a structure over 18 feet in height that would expand the existing floor area by more than fifty percent or modify the existing footprint by more than fifty percent. fiA ., �°,.,.°„t o ° o fthe st- Fue,,,,a °l ents �,�. f��.° ° r-s exte or- walls that define the botmdar-y of the building are removed as a r-estift eff r-eeonstmetion, r-eplaeement or- ex-pansion of a single story stfaetur-e over- eighteen fe .. Exhibit A 15- 45.065 Administrative design review. (a) Pursuant to this Article�Tthe following projects shall ��,,ffist have received administrative design review approval by the Community Development Director puts an4 to this ^ t4iele prior to issuance of a building permit in any A, R -1, HR, or R -OS district: (1) Ann Nnew single -story residences and or accessory structures greater than two hundred fifty square feet in floor area. (2) Major- additions in size, defined asi a, (2) Any wofk addition to an existing structure that would expand the floor area of an existing main or- aeoesser-y stme by more than fifty percent. b (3) Any work addition to an existing structure that would expand the second story floor area of an existing main or aceessofy stme by one hundred square feet or more. E (4) Any wer4 addition to an existing structure that would modify the existing footprint by more than fifty percent . (3.) (5) Addifien of a Any new or enlarged basement. b nos s 10 100 Exhibit A 15- 45.080 - Design review findings. The Planning Commission shall not grant design review approval unless it is able to make the following findings. These findings are in addition to and not a substitute for compliance with all other Zoning Regulations (which constitute the minimum requirements, as provided in City Code Section 15- 05.050.1 (a) Site development follows the natural contours of the site, minimizes grading. and is appropriate given the property's natural constraints. (b) All protected trees shall be preserved, as provided in Article 15 -50 (Tree Regulationsl. If constraints exist on the property, the number of protected trees, heritage trees. and native trees approved for removal shall be reduced to an absolute minimum. Removal of any smaller oak trees deemed to be in good health by the City Arborist shall be minimized using the criteria set forth in Section 15- 50.080. (c) The height of the structure, its location on the site, and its architectural elements are designed to avoid unreasonable impacts to the privacy of adjoining properties and to community viewsheds. (d) The overall mass and the height of the structure, and its architectural elements are in scale with the structure itself and with the neighborhood. (e) The landscape design minimizes hardscape in the front setback area and contains elements that are complementary to the neighborhood streetscape. (fl Development of the site does not unreasonably impair the ability of adjoining properties to utilize solar energy. (g) The design of the structure and the site development plan is consistent with the Residential Design Handbook, pursuant to Section 15- 45.055. (h) On hillside lots, the location and the design of the structure avoid unreasonable impacts to ridgelines, significant hillside features, community viewsheds, and is in compliance with Section 15- 13.100. 11 101 Exhibit A 15 45.nQ� v90 Design review The Planning Commission desi- it is to the shall not grant pr-oval unless following findings: Avoid inter-ferenee The height, able make (a) unreasonable with views and pr-ivaey. elevatioiis aft o of IMMMIMM rm���!: etisseee *.f�r.�s�re•�Ees�sr:reeen� .e�aessirsrse!�:eases!teess. IMMMIMM . . .............. ON MAWAVIATAIN111 �•� WM MAM i; Al MINE 12 102 Exhibit A 15- 45.090 - Expiration of design review approval; extension; tolling of time period. (a) Notwithstanding subsection (b) and (c) of this Sectio n. l each design review approvals granted pursuant to this Article shall expire thirty -six months from the date on which the approval became effective, unless prior to such expiration date a building permit is issued and construction commenced. if suEh building pefmit expires, and the -B ildi g Offieial does. net renew the building pefmit within ene htmdfed eighty days after- expiration, the Desi (b) If a building permit is issued and expires, and the Building Department does not renew the building permit within 180 days after expiration, the design review approval shall concurrently expire on the 1804 day after the building permit expiration. (c) If an application is made for a modification to the project that increases the floor area by more than twenty percent (20 %) or changes the approval process, then the previously issued design review approval shall expire upon the filing of the application for modification. End of Amendments 13 103 CITY OF SARATOGA PLANNING COMMISSION RESOLUTION NO: 14 -002 Application ZOA13 -0005 Update to the Single Family Residential Design Review Handbook. Updates to the City Code including a new section regarding front yard landscaping; a new section regarding outdoor lighting fixtures; and amendments to Articles 15 -11, 15 -12, 15 -13, 15 -20, 15 -45, and 15 -80 The City of Saratoga Planning Commission finds and determines with respect to the above described application: WHEREAS, the Single Family Residential Design Review Handbook embodies and illustrates the intent of the design review findings prescribed in City Code Section 15- 45.080; and WHEREAS, new standards related to front yard landscaping would encourage aesthetically pleasing landscape design on the most visible portion of single - family properties while discouraging excessive impervious surfaces; and WHEREAS, new standards related to outdoor lighting fixtures would help to prevent excessive glare onto adjacent properties and public streets while maintaining adequate safety, night vision, and comfort; and WHEREAS, modification to Articles 15 -11, 15 -12, 15 -13, 15 -20, 15 -45, and 15 -80 would provide clarification and consistency within the City Code; and WHEREAS, public participation opportunities were provided through eight Planning Commission study sessions; and WHEREAS, on January 22, 2014, the Planning Commission held a duly noticed Public Hearing on the draft update to the Single Family Residential Design Review H andbook and amendments to Chapter 15 (Zoning Ordinance) at which time all interested parties were given a full opportunity to be heard and to present evidence and argument. The Planning Commission considered the draft Single Family Residential Design Review Handbook and amendments to the City Code, the Staff Report, CEQA exemption, feedback from design professionals and Saratoga residents, and all testimony and other evidence presented at the Public Hearing, and WHEREAS, the Planning Commission recommends that the City Council find that the Single Family Residential Design Review Handbook and amendments to Chapter 15 (Zoning Ordinance) are consistent with the City of Saratoga General Plan; and NOW, THEREFORE, the Planning Commission of the City of Saratoga hereby finds, determines and resolves as follows: Section 1: The recitals set forth are true and correct and incorporated herein by reference. 104 Section 2: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 C.C.R. Section 15303, Class 3 "New Construction or Conversion of Small Structures ", of the Public Resources Code (CEQA). The Design Review Handbook and City Code updates relate to development of single - family residences. This exemption allows for the construction of up to three single - family residences. Section 3: After careful consideration of the staff report, and other materials, exhibits and evidence submitted to the City in connection with this matter, the Planning Commission of the City of Saratoga does hereby recommend the City Council approve the updated Single Family Residential Design Review Handbook (Exhibit A), and amendments to i i s_2n S- KEYS TO A SUCCESSFUL DESIGN REVIEW PROCESS In order for your design review application to be successful, it is important that you consider the context of your proposal with your immediate neighborhood. Various factors contribute to a design's integration into the neighborhood. The design features that City officials and staff will be considering could include, but are not limited to: architectural integrity, scale, proportion, building size, lot coverage, setbacks, height, exterior materials, landscaping, et cetera. The design of some homes does not meet the intent of the Residential Design Handbook and is not well integrated into the neighborhood. Applicants should design structures to meet these guidelines rather than pointing to examples in the City that do not. The information assembled in the Residential Design Review Handbook will assist applicants in submitting a successful design. Other factors that will contribute to a successful submittal include: Know the City Standards. Review relevant documents on the City's website prior to starting the design process. This will help you understand basic zoning regulations including the allowable size and location of a home on a particular lot. You may need to hire a surveyor to determine the boundary lines or slope of a property to determine the precise standards for a new or remodeled home. Projects that incorporate the techniques in this Handbook can provide the applicant more certainty in the process. Explore the Neighborhood. A picture tour of your neighborhood can help you understand the `context' within which your design will be reviewed. What is the prevailing height, size, and location of homes in the neighborhood? Take note of window locations and outdoor activity areas of adjacent neighbors and think about privacy impacts to each property, including your own. Two -story homes and homes that are larger, taller, or designed differently from those typically seen in the neighborhood can be controversial and will require more attention to detail in the overall design. Taking care to avoid privacy and aesthetic impacts on neighboring properties will often make the difference between support for and opposition to your new house or addition. Likewise, communicating directly with adjacent neighbors will help you understand any concerns they may have before you get too far in the process. Select a Competent Design Professional. An architect who is familiar with the City's zoning and building regulations can help reduce delays by submitting a properly designed project. The Department of Consumer Affairs has a pamphlet on how to hire an architect. City of Saratoga Planning Department: 408 - 868 -1222 Communicate the Design. Two - dimensional drawings may not adequately demonstrate how a design will be integrated into a neighborhood. There are a number of methods that an applicant can use to accomplish this, including perspective renderings and computer simulations of before and after conditions. The goal is to illustrate the scale and mass of a structure as it relates to the streetscape and to adjacent residences. www.saratoga.ca.us The design review process typically takes about 3-4m on ths for projects that comply with the Design Review Handbook and Zoning Code. The process can take longer for projects that need revisions. 'acka n \I Story Poles Public Noticing Administrative Decision or Public Hearing Appeal Period (1S days) Building Submittal What are the steps in the Design Review Process? The applicant must submit a complete application package that includes all required documents on the Design Review Checklist. The plans are sent to all relevant Departments for review (e.g., Planning, Engineering, Arborist, Fire, Sewer, etc.). Once all of the Department comments have been satisfactorily addressed by the applicant, staff accepts the application as "complete" Once the application is "complete ", staff will provide instructions on next steps in the process including the requirement for Story Poles. Once the story poles have been inspected by staff, a Public Notice must be sent to neighbors and advertised in the newspaper approximately three weeks prior to making a decision on the project. A decision on the project will either be made by Staff or the Planning Commission depending on the scope of work. For example, any new two -story home or home over 18 feet in height will require Planning Commission approval. See Staff to determine which process your project will require. Anyone (including the applicant) may appeal a decision within 15 calendar days of the decision date. Appellants must complete an appeal form indicating reasons for appeal, and pay a filing fee. Once the appeal period has passed, the applicant can remove the story poles. The applicant will be required to meet certain conditions of approval, such as inspection of tree protective fencing, prior to obtaining a permit to begin demolition or construction. NOTE: The estimated time to obtain a building permit will depend on the completeness of the initial submittal package and the proposal's compliance with the required design review findings. NEIGHBORHOOD SURVEY Consideration of the neighborhood is a key element in a successful design review process. Please consider the impact of your proposal on the neighborhood when you begin the process with your architect /designer and before you submit plans to the City. Please complete this survey and submit it with your application. ➢ Take photographs of existing homes on each side of your property, homes behind your property, and homes across the street. Example neighborhood layouts are provided below for reference. ➢ Submit the neighborhood survey as follows (typically on 8%2" x 11" paper): See example on back ✓ Identify the address and location of each photograph (e.g., "across street" or " #1 of layout ") Include a maximum of 3 photographs per page. ✓ Briefly state the design elements of your proposal that are compatible with the neighborhood. Neighborhood Design Review Elements could include: • Building Height / Scale • Entry Height / Scale • Eave Height • Roof Style (e.g., ridge line, pitch) • Architectural Details (e.g., exterior colors / materials, columns, window style) • Setbacks • Lot Size • Lot Shape • Lot Slope • Window offsets (i.e., windows do not look directly into other windows Tips: Take the photographs in in a logical order so it is easier to organize them later Crop out excess sky and road from the image 1: NEIGHBORHOOD SURVEY The example below is for reference only. An 81/2" x 11" template is available at the Planning Department. Page I Insert Photo Here #1: 12351 Street Insert Photo Here #2: 12352 Street Insert Photo Here #3: 12353 Street Page 2 Insert Photo Here #4: 12344 Street Insert Photo Here #5: 12345 Street Insert Photo Here #6: 12346 Street The example below is for reference only. The project has the following elements with respect to other homes in the neighborhood: - Similar roof eave height as house #s 2,4,7 - Similar building height as house #6 - Similar street side setbacks as lot #s 3,7 - Similar lot dimensions as lot #s 1,2,3,7,8 - Similar lot slope as lot #4 - Windows are offset between the proposed home and home #s 5,7 S g+ a sa -5 z N 'S 7 .� & , ^?ter 4 ' � ' -_p >� �` 3 L7 6 e, 109 Page 3 Insert Photo Here #7 12347 Street Insert Photo Here #8: 12348 Street Insert Photo Here #9: 12348 Street „I SAg SARATOGA CITY COUNCIL IUif3 C�7rFOlt t� MEETING DATE: February 19, 2014 AGENDA ITEM: DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson PREPARED BY: Brian Babcock DIRECTOR: Dave Anderson Administrative Analyst I SUBJECT: Summer 2014 Issue of The Saratogan RECOMMENDED ACTION: Accept report and direct staff accordingly. BACKGROUND: The Saratogan is one of the methods the City uses to improve communication with residents and ensure the public has access to useful and important information. The City has published a wide range of articles in previous issues, ranging from public safety articles to water conservation tips to updates on City projects. Since the start of the 2010/11 budget, The Saratogan has been incorporated into the Saratoga Recreation Activity Guide to save the City money on mailing expenses. Beginning in the 2014/15 Fiscal Year, The Saratogan will be published four times a year instead of three now that the Recreation Activity Guide is being printed quarterly. The Spring 2014 issue of The Saratogan was mailed to residents at the beginning of this month and presented articles under the theme of "Planning for the Future.” The newsletter featured articles on Saratoga being named the number one safest city in California, the new Planning and Building counter hours, and information on updates to the City's General Plan elements. The newsletter also featured a profile of the Library Commission, a story on free chipping services, a list of current capital improvement projects, and an "Ask Our Staff' featuring Captain Ken Binder. Staff has come up with preliminary topics for the Summer 2014 issue of The Saratogan, which will be mailed to residents at the end of March 2014. Staff proposes the theme "Caring for the Environment" along with the following articles: Primary article topics: • Arbor Day 2014 • Water Conservation • New Garbage Contract Secondary topics: Page 1 of 2 110 • City Manager Dave Anderson's Retirement • Pet Licensing • Profile on SASCC • Ask Our Staff featuring James Lindsay • Joint Meeting Between the City Council and HOA/Neighborhood Associations • City Contact Information Box To ensure that The Saratogan meets the expectations of the City Council, staff is seeking input for the Summer issue. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: Staff will move forward without Council input on the theme, article topics, or other aspects of the Summer issue of The Saratogan. 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: The Saratogan 2014 Spring Issue Page 2 of 2 111 Safest City in California Plans to Stay That Way Saratoga has always been number one in the hearts of its residents, but it turns out that the City also tops another prominent list. As reported by the Saratoga News last November, Saratoga has been named the number one safest city in California by Safewise.com. The security system company made the determination by using FBI crime statistics and its own research as of 2011. The news most likely did not surprise many residents. Saratoga is a beautiful bedroom community with nearly 30,000 residents across 12.4- square- miles. Known for its high quality of life, excellent schools and distinctive businesses. The City has always taken safety seriously. Public safety has long been a top priority for the City Council. One of the largest expenditures in the City's budget is its contract with the Santa Clara County Sheriff's Office for law enforcement services. "Saratoga did not becomE the safest city in California by accident. The ranking highlights the efforts by the Saratoga did not become the safest city in California by accident. The ranking highlights the efforts by the City, Sheriff's Office, and residents. Saratoga's residents have taken an active role in the safety of the City by forming neighborhood watch groups and calling the Sheriff's Office to report suspicious activity in their neighborhoods. The Sheriff's Office has a community- oriented policing philosophy, which means partnering directly with the community to help solve problems. City, Sheriff's Office, and Residents have also created neighborhood and homeowner associations. There are currently 13 such groups residents. in the City. They have been a force for positive change — sometimes when a neighborhood has faced a rise in criminal activity. There are many tools for these groups to use, Including social media. Quite a few residents have taken to social media to use a 21st century tool, such as Nextdoor.com or Facebook, to share safety tips, inform neighbors of a crime they witnessed, or to assess feelings about safety issues. For more information on neighborhood association resources, visit www.saratoga.ca.us /about/ neighborhoods. 11% New Counter Hours, Same Great Customer Service The City of Saratoga is always considering new ways to provide better customer service to residents and be more accessible to the public. The Community Development Department is living up to those standards with its expanded Planning and Building counter hours. The new counter hours are Monday- Thursday from 8 a.m. to noon and 1 p.m. to 5 p.m. The new hours went into effect last November. The counters previously had only been open during morning hours. The addition of a new Permit Technician allowed for more flexibility and greater coverage of the counters. The expanded hours have led to reduced waiting times. The Building Division is responsible for administering the California Building Code, plan - checking and on -site inspections. The Planning Division is focused on zoning administration and land - development review. For more information on the Community Development Department, visit www.saratoga.ca.us /cd. Saratoga Has a Plan To Keep General Plan Elements Up -To -Date The City of Saratoga's General Plan helps guide the growth and land development of the community for the short and long term. A General Plan is so important to cities and counties that it is often referred to as the "constitution for future development." The City of Saratoga's General Plan contains six elements: land use, circulation and scenic highway, open space and conservation, safety, noise, and housing. These elements combine to provide a basis for local decision - making. These elements inform residents, developers, and policy makers of the ground rules that guide the longterm vision of development within Saratoga. The City of Saratoga is in the final stages of updating its Noise Element, which is expected to be approved in March 2014. The purpose of the Noise Element is to define and prescribe ambient noise levels for the various land uses in Saratoga in order to maintain the quiet residential atmosphere of the City. The Housing Element Update is expected to be completed this coming November. While identifying and analyzing existing housing needs, the Housing Element also provides the primary policy guidance for local decision - making related to housing. The Community Development Department will be hosting several informational and community meetings about the Housing Element update. To stay informed on the latest news and updates, visit www.saratoga.ca.us /cd. �1 Santa Clara County • COUNCIL Wildfire Education and Free Chipping Services for Saratoga Residents Saratoga is one of 14 communities in Santa Clara County that has been identified as being at risk for wildfires. Property owners in sections of Saratoga that are particularly susceptible to wildfire are required to establish defensible space by clearing brush and grass around permanent structures and road or driveways used for evacuation purposes. This practice helps slow or stop the spread of wildfire and thereby reduces property damage and loss of life during fires. To encourage residents to create defensible space in wildfire prone areas of Saratoga, the City along with the Saratoga Fire District will be educating residents about wildfire prevention and offering free chipping of brush cleared from defensible space in compliance with City tree regulations. This service will be provided through the Santa Clara County FireSafe Council, a non -profit organization. Visit www.SCCFireSafe.org for more information or to get involved. The Saratoga Library Commission Has Its Own Story To Tell Iis said that you should never judge a book by its cover. But residents seeking to find out more about the Saratoga Library Commission wouldn't have to dig too deep to find out its story. The mission of the Library Commission is to ensure that access is provided to informational, educational and recreational library materials and services that respond to evolving community needs. Part of that includes doing community outreach with Saratoga Library staff to encourage residents to sign up for library cards and take advantage of the Library's services —both in the Library and online. The Saratoga City Council appoints the five Commissioners. One Saratoga Community Library Commissioner is nominated by the Monte Sereno City Council. The Commission meets on the fourth Wednesday of even - numbered months in the Community Room of the Saratoga Library. Although the Commission has no administrative authority, it does advise the Saratoga City Council on current library issues, as well as the Santa Clara County Library District regarding library budgets, policies, plans and procedures. For more information on the Library Commission, visit www.saratoga.ca.us /lc. Capital Improvement Projects M - N • Village Enhancements This multi -phase project began in 2008. Safety and beautification have been the priorities. This next phase will focus on improvements at Blaney Plaza, including a lighted crosswalk, landscaping, and two new parking spaces. • Prospect Road This project includes median landscaping, ADA compliant ramps, sidewalks, bus shelters, and bicycle detector loops along the 1.9 -mile roadway between Saratoga Avenue and Saratoga - Sunnyvale Road. About 88% of this $4.7 million project will be paid for through grant funding. • Quito Road Bridges This project will replace two bridges on Quito Road along the border of Saratoga and Los Gatos. The 100 - year -old bridges no longer meet safety standards. The $4.9 million project will be mostly funded by a $4.1 million Federal Government Bridge Replacement Grant. Visit www .saratoga.ca.us /CurrentProjects for more information. , "Like" The City of Saratoga on Facebook! The City of Saratoga is on Facebook! You can visit the page at www.facebook.com / CityofSaratoga. "Like" the page to receive the most up -to -date information on City news and events. Ask ... Our.. S ta ff ..f qa y!7ing..Captain Ken Binder Have a question? Send your question(s) to bbabcock @saratoga. ca. us or (408) 868 -1275. Q: What should a motorist do if pulled over by a deputy sheriff in order to make the traffic stop go well for both the driver and the deputy? A: Traffic enforcement stops are part of the job for a deputy sheriff, but the deputy never knows exactly what he or she is going to encounter until after making contact with the driver. Traffic stops are one of the most dangerous things a deputy sheriff does. More than 30% of officers killed in the line of duty are killed during traffic stops. They're inherently risky. But they can go smoothly if a driver knows what to do. Here are some tips on how residents should handle themselves during a traffic stop: • Remain in the car and keep their hands in plain view, preferably on the steering wheel, as the deputy approaches. • Drivers should listen to and follow instructions and avoid making abrupt or sudden moves. • If a citation is issued, the driver should sign the citation, even if they don't agree that the violation was committed. The signature on a citation is not an admission of guilt, but merely a promise to appear and to resolve the matter in court. If the driver believes he or she was cited in error, they can make their case at traffic court. Captain Ken Binder leads the Santa Clara County Office of the Sheriff - West Valley Patrol Division. The division serves Saratoga, Cupertino, Los Altos Hills and the west side of the unincorporated County. °`SARA° To learn more about The Saratogan, make comments, suggest story ideas, or include events in the 9 Events section, contact Brian Babcock at bbabcock @saratoga.ca.us or 408.868.1275. You can also FOaN,P find The Saratogan online and sign up for email tlerts at www.saratoga.ca.us /saratogan.