HomeMy WebLinkAbout07-02-2014 City Council Agenda Packet CJ s a RA ra�v
1956
�4tIFORN�P
SARATOGA CITY COUNCIL
NOTICE OF ADJOURNMENT & AGENDA
NOTICE
The City Council of the City of Saratoga on June 20, 2014 unanimously voted to
adjourn the regular meeting of June 18, 2014 continued to June 20, 2014 to
July 2, 2014 at 5:30 p.m. in the Administrative Conference Room at 13777 Fruitvale
Avenue to consider three items continued from that meeting as set forth in the agenda
below.
AGENDA
ADJOURNED MEETING—JULY 2, 2014—5:30 P.M.—CITY HALL,
ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE
CALL MEETING TO ORDER—5:30 P.M.
REPORT ON POSTING OF AGENDA
(Pursuant to Gov't. Code 54955, the notice of adjournment of the adjourned June 18, 2014
Regular Meeting of the Saratoga City Council of June 20, 2014 to July 2, 2014 at 5:30 p.m.
was properly posted on June 20, 2014. The agenda for the adjourned meeting was posted
July 24, 2014)
CLOSED SESSION (Continued from June 20, 2014)
PUBLIC EMPLOYMENT(Gov't Code 54957)
Titles: City Manager and Interim/Acting City Manager
CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6)
Agency Designated Representatives:Richard Taylor, Bill Avery
Unrepresented Employee: City Manager
REPORT FROM CLOSED SESSION (Continued from June 20, 2014)
ADJOURN
1
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at
the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070.Note that
copies of materials distributed to the City Council concurrently with the posting of the
agenda are also available on the City Website at www.saratoga.ca.us.Any
materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act(ADA), if you need special
assistance to participate in this meeting,please contact the City Clerk at(408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting(28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda &Notice of Adjournment:
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the notice of
adjournment of the adjourned June 18, 2014 Regular Meeting of the Saratoga City Council
of June 20, 2014 to July 2, 2014 at 5:30 p.in. was properly posted on June 20, 2014 and
that the agenda for this meeting was properly posted on June 24, 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 24th of June 2014 at Saratoga, California.
Crystal Bothelio, City Clerk
2
c4�y ®f sAR11 9 AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
1956 JULY 2� 2014
SPECIAL MEETING—6:00 P.M.—ADMINISTRATIVE CONFERENCE ROOM,
CITY HALL, 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
June 27, 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.
1. Joint Meeting with Saratoga Parks and Recreation Commission and Pedestrian,
Equestrian, and Bicycle Trails Advisory Committee
Recommended Action:
Informational Only
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other
materials provided to the City Council by City staff in connection with this agenda are
available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070.
Note that copies of materials distributed to the City Council concurrently with the posting
of the agenda are also available on the City Website at www.saratoga.ca.us. Any
materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council.
In Compliance with the Americans with Disabilities Act, if you need assistance to
participate in this meeting,please contact the City Clerk at 408/868-1269. Notification
24 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II]
1
Certificate of Posting of Agenda:
1, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council was posted and available for public review on June
27, 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 27`h day of June 2014 at Saratoga, California.
Crystal Bothelio, City Clerk
2
°` "" rQ City of Saratoga
CITY COUNCIL JOINT MEETING
Meeting Discussion Topics
Joint Meeting with Parks and Recreation Commission and
Pedestrian, Equestrian, and Bicycle Trails Advisory Committee
July 2, 2014 16:00 p.m.
Saratoga City Hall I Administrative Conference Room
6:00 p.m. Dinner & Introductions
6:15 p.m. Parks and Recreation Commission: Updates,
Work Plan, Movie Night
6:30 p.m. Pedestrian, Equestrian, and Bicycle Trails
Advisory Committee: Updates and 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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Proclamation Declaring July 2014 as "Parks Make Life Better!"
Month
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 8
Attachment A - Proclamation Declaring July 2014 as
Parks Make Life Better! Month. . . . . . . . . . . . . . . . . 10
City Council Meeting Minutes
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 11
Attachment A - Minutes for Special and Regular City
Council Meeting on June 18, 2014. . . . . . . . . . . . . . . 13
Attachment B - Minutes for Adjourned Meeting on June
20, 2014 . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Attachment C - Minutes for Special Meeting on June 25,
2014 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Review of Accounts Payable Check Registers
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 25
06/17/2014 Check Register . . . . . . . . . . . . . . . . . . 27
06/24/2014 Check Register . . . . . . . . . . . . . . . . . . 30
Treasurer's Report for the Month Ended May 31, 2014
Treasurer Report for May 14 - CC Meeting 07022014. . . . . . 35
Resolution Authorizing Final Disposition of Certain City Records
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 42
Attachment A - Resolution. . . . . . . . . . . . . . . . . . . 44
Attachment B - List of Documents . . . . . . . . . . . . . . . 45
Landscape and Lighting Assessment District Zone 36
(Allendale) — Fiscal Year 2014/15 Budget Adjustment
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 47
Attachment 1 Budget Resolution. . . . . . . . . . . . . . . . 49
Landscaping & Lighting Assessment District LLA-1; Resolutions
Initiating Renewal of the District for FY 15-16
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 50
Attachment 1 Resolution - Improvements and
Engineers Report . . . . . . . . . . . . . . . . . . . . . . . 52
Attachment 2 Resoltion Appointing Attorneys. . . . . . . . . . 55
Approve Donation from Roku, Inc to Sponsor Summer Movie
Night Events
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 56
Resolution - Movie Night Budget Adjustment . . . . . . . . . . 58
Confirmation of Report and Assessment of 2014 Weed/Brush
Abatement Program
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 59
Attachment A - Resolution Confirming Report and
Assessment Charges . . . . . . . . . . . . . . . . . . . . . 61
Attachment B - 2014 Hazardous Vegetation Abatement
Assessment Report. . . . . . . . . . . . . . . . . . . . . . 62
1
Attachment C - Notice of Public Hearing . . . . . . . . . . . . 63
Hakone Gardens Master Plan — Approve Request for Proposals
(RFP) and Accept $150,000 in Matching Funds from the
Hakone Foundation
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 64
Attachment 1 - Resolution amending the FY 14/15
Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Attachment 2 - Request for Proposal. . . . . . . . . . . . . . 67
Attachment 3 - Development Agreement . . . . . . . . . . . . 72
New City Manager Contract
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 115
Exhibit A - Proposed Contract . . . . . . . . . . . . . . . . . 117
Saratoga Creek Gray Water Release Abatement
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 127
Amendment to 2014 City Council Meeting Schedule
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 129
Attachment A - Calendar of 2014 City Council Meetings. . . . . 131
2
AGENDA
�r REGULAR MEETING
SARATOGA CITY COUNCIL
JULY 21) 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
June 27, 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
1. Proclamation Declaring July 2014 as "Parks Make Life Better!"Month
Recommended action:
Read and present the proclamation declaring July 2014 as "Parks Make Life Better!"
Month in the City of Saratoga.
SPECIAL PRESENTATIONS
None
3
CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
the public may speak to an item on the Consent Calendar at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
2. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Special City Council Meeting and Regular City
Council Meeting on June 18, 2014, the Adjourned Meeting on June 20, 2014, and the
Special Meeting on June 25, 2014.
3. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
6/17/2014 Period 12
6/24/2014 Period 12
4. Treasurer's Report for the Month Ended May 31, 2014
Recommended action:
Review and accept the Treasurer's Report for the month ended May 31, 2014.
5. Resolution Authorizing Final Disposition of Certain City Records
Recommended action:
Adopt resolution authorizing final disposition of certain City records.
6. Landscape and Lighting Assessment District Zone 36 (Allendale)—Fiscal Year
2014/15 Budget Adjustment
Recommended action:
Approve Resolution adjusting Fiscal Year 2014/15 budget to include newly annexed
Landscape and Lighting Assessment District Zone 36 (Allendale).
7. Landscaping & Lighting Assessment District LLA-1; Resolutions Initiating Renewal
of the District for FY 15-16
Recommended action:
1. Move to adopt the Resolution describing improvements and directing preparation
of the Engineer's Report.
2. Move to adopt the Resolution appointing the Attorney's for the District.
8. Approve Donation from Roku, Inc to Sponsor Summer Movie Night Events
Recommended action:
Authorize the City Manager to accept a donation from Roku in an amount not to
exceed $2,400 for the Summer Movie Night events.
4
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 offive minutes
maximum for closing statements. Items requested for continuance are subject to
Council's approval at the Council meeting
9. Confirmation of Report and Assessment of 2014 Weed/Brush Abatement Program
Recommended action:
Open public hearing, accept public testimony, close public hearing, and adopt
resolution confirming report and assessment of hazardous vegetation abatement
charges.
OLD BUSINESS
None
NEW BUSINESS
10. Hakone Gardens Master Plan—Approve Request for Proposals (RFP) and Accept
$150,000 in Matching Funds from the Hakone Foundation
Recommended action:
1. Accept$150,000 in matching funds from the Hakone Foundation for the Hakone
Gardens Master Plan
2. Approve Resolution amending the FY 14/15 Budget
3. Approve Request for Proposal (RFP) for the Hakone Gardens Master Plan
11.New City Manager Contract
Recommended action:
Approve a contract for City Manager services beginning at 5:00 pm. on July 23,
2014.
12. Saratoga Creek Gray Water Release Abatement
Recommended action:
Receive an update on the status of the emergency abatement work in Saratoga Creek
and direct staff accordingly.
13. Amendment to 2014 City Council Meeting Schedule
Recommended action:
Accept report and provide staff with direction regarding the 2014 City Council
Summer Recess schedule and cancellation of the July 16, 2014 City Council Meeting.
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
5
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
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.
6
In compliance with the Americans with Disabilities Act(ADA), if you need special
assistance to participate in this meeting,please contact the City Clerk at (408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting(28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council for the City of Saratoga was posted on June 27, 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 27th day of June 2014 at Saratoga, California.
Crystal Bothelio, City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2014
07/02 Regular Meeting—Joint Meeting with Parks &Rec and PEBTAC
07/16 Regular Meeting
08/06 Recess
08/20 Regular Meeting—Joint Meeting with SASCC
09/03 Regular Meeting--Joint Meeting with Sister City Committee
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
10/15 Regular Meeting—Joint Meeting with Saratoga Ministerial Association
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 Hakone Foundation Board
7
SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Proclamation Declaring July 2014 as "Parks Make Life Better!"Month
RECOMMENDED ACTION:
Read and present the proclamation declaring July 2014 as "Parks Make Life Better!" Month in
the City of Saratoga.
BACKGROUND:
In an effort to recognize the importance of access to parks, trails, open space, and recreational
facilities, the State of California and cities and counties throughout the State declare July as
"Parks Make Life Better!" month. Representatives from the Saratoga Parks and Recreation
Commission will be in attendance at the July 2, 2014 Council Meeting to accept the
proclamation.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The proclamation will not be presented.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Page 1 of 2
8
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment A—Proclamation Declaring July 2014 as "Parks Make Life Better!"Month
Page 2 of 2
9
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING JULY 2014 AS
"PARKS MAKE LIFE BETTER!" MONTH
WHEREAS,July is celebrated as "Parks Make Life Better!"Month across California and
the United States; and
WHEREAS, Saratoga's public parks and recreation programs are dedicated to enhancing the
quality of life for the City's residents; and
WHEREAS, parks and recreation activities offer opportunities for people of all ages to come
together and experience a sense of community; and
WHEREAS,public opinion research shows that 98% of California households visit a local
park at least once a year; two in three households visit a park once a month; 50% of households
participate in an organized recreation program; and most park use is with family and friends; and
WHEREAS,parks provide access to the serenity and the inspiration of nature and outdoor
spaces as well as preserve and protect the historic, natural and cultural resources in our community;
and
WHEREAS, Saratoga's Recreation and Facilities Department is committed to providing
high quality services and programs that meet the needs and interests of the City's residents; and
WHEREAS, there are twelve beautiful parks in the City of Saratoga that range from small
neighborhood parks to well-known regional parks that offer citizens the chance to explore,rest, play,
and socialize; and
WHEREAS, Saratoga is committed to keeping the City's parks clean, safe, and beautiful for
all residents to enjoy; and
WHEREAS, the City also maintains a network of trails that serve as a tremendous
recreational resource to the citizens of Saratoga; and
WHEREAS, the superb recreational programs,parks, and trails in the City help make
Saratoga a wonderful place to live and play;
NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of Saratoga, does
hereby proclaim July 2014 as "Parks Make Life Better!"Month in the City of Saratoga and urges all
residents to celebrate "Parks Make Life Better!" Month by participating in the City's excellent
recreational programs and enjoying time in one of Saratoga's beautiful parks.
Emily Lo, Mayor
City of Saratoga
SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 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 and Regular City Council
Meeting on June 18, 2014, the Adjourned Meeting on June 20, 2014, and the Special Meeting on
June 25, 2014.
BACKGROUND:
Draft City Council minutes for each Council Meeting are taken to the City Council to be
reviewed for accuracy and approval. Following City Council approval, minutes are retained for
legislative history and posted on the City of Saratoga website. The draft minutes for the Special
and Regular City Council Meeting on June 18, 2014, the Adjourned Meeting on June 20, 2014,
and Special Meeting on June 25, 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.
Page 1 of 2
11
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—Minutes for Special and Regular City Council Meeting on June 18, 2014
Attachment B—Minutes for Adjourned Meeting on June 20, 2014
Attachment C—Minutes for Special Meeting on June 25, 2014
Page 2 of 2
12
MINUTES
WEDNESDAY,JUNE 18, 2014
SARATOGA CITY COUNCIL SPECIAL MEETING
At 5:30 p.m., the Saratoga City Council held a Joint Meeting with representatives of Saratoga
homeowners and neighborhood associations in the Senior Center, Saunders Room, at 19655
Allendale Avenue.
SARATOGA CITY COUNCIL REGULAR MEETING
Mayor Lo called the meeting to order at 7:07 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
Adam Henig, Recreation Supervisor
Cynthia McCormick, Planner
Brian Babcock, Administrative Analyst I
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 June 13, 2014.
REPORT FROM CLOSED SESSION
Mayor Lo stated there was nothing to report.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Mayor Lo shared an overview of the Council's Joint Meeting with the City's homeowners and
neighborhood associations.
Mary Robertson spoke in favor of adding light rail through the State Route 85 corridor.
Jeff Schwartz raised concerns about violation of Closed Session rules by Vice Mayor Miller and
requested the matter be referred to the Grand Jury.
1
13
Oral Communications - Council Direction to Staff
None
Communications from Boards and Commissions
None
Council Direction to Staff
None
ANNOUNCEMENTS
Sheriff Laurie Smith, along with Assistant Sheriff Carl Neusel, Captain Ken Binder, and Lieutenant
James Cannan, presented the City Council and City Manager Dave Anderson with awards
recognizing Saratoga as the Safest City in California.
CEREMONIAL ITEMS
None
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
1. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Special City Council Meeting and Regular City Council
Meeting on June 4, 2014.
MILLER/PAGE MOVED TO APPROVE CITY COUNCIL MINUTES FOR THE SPECIAL
CITY COUNCIL MEETING AND REGULAR CITY COUNCIL MEETING ON JUNE 4,
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:
6/3/2014 Period 12
6/10/2014 Period 12
MILLER/PAGE MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING
ACCOUNTS PAYABLE PAYMENT CYCLES: 6/3/2014 PERIOD 12 AND 6/10/2014
PERIOD 12. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2
14
3. City Code Update Regarding City Manager and Personnel System
Recommended action:
Adopt the attached ordinance amending City Code provisions concerning the City Manager
(Article 2-20) and the Personnel System(Article 2-40).
ORDINANCE NO. 316
MILLER/PAGE MOVED TO ADOPT THE ATTACHED ORDINANCE AMENDING CITY
CODE PROVISIONS CONCERNING THE CITY MANAGER(ARTICLE 2-20)AND
THE PERSONNEL SYSTEM (ARTICLE 2-40). MOTION PASSED. AYES: LO, MILLER,
CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
4. Annual Approval of the City's Investment Policy- for Fiscal Year 2014/15
Recommended action:
Review and approve the Investment Policy for Fiscal Year 2014/15.
MILLER/PAGE MOVED TO APPROVE THE INVESTMENT POLICY FOR FISCAL
YEAR 2014/15. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
5. Contract Renewal for Traffic Signals & Lighted Crosswalks Maintenance & Repair Services
Recommended action:
Approve a three-year contract agreement with Siemens Industry, Inc. for City traffic signals and
lighted crosswalks maintenance and repair services and authorize the City Manager to execute the
same.
MILLER/PAGE MOVED TO APPROVE A THREE-YEAR CONTRACT AGREEMENT
WITH SIEMENS INDUSTRY, INC. FOR CITY TRAFFIC SIGNALS AND LIGHTED
CROSSWALKS MAINTENANCE AND REPAIR SERVICES AND AUTHORIZE THE
CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED. AYES: LO, MILLER,
CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
6. Approving Application for Metropolitan Transportation Commission (MTC) Grant Program—
Active Transportation Program(ATP)
Recommended action:
Approve resolution supporting the MTC ATP Grant Application.
Council Member Cappello removed the item from Consent Calendar to request a correction to a
typo in the Fiscal Impacts section of the staff report for this item.
Mayor Lo invited public comment on the item.
No one requested to speak.
RESOLUTION NO. 14-040
CAPPELLO/PAGE MOVED TO APPROVE RESOLUTION SUPPORTING THE MTC
ATP GRANT APPLICATION WITH THE CORRECTION TO THE STAFF REPORT.
MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
3
15
PUBLIC HEARINGS
7. Resolution Ordering Abatement of a Public Nuisance by Removal of Hazardous Vegetation
(Brush)
Recommended action:
1. Open public hearing, listen to public testimony, and close public hearing; and 2. Adopt
resolution overruling objections and ordering hazardous vegetation abatement (brush).
City Clerk Crystal Bothelio presented the staff report and noted that the properties on Damon
Lane and Wardell Road are in compliance and can be removed from the commencement report.
Mayor Lo invited public comment on the item.
No one requested to speak.
RESOLUTION NO. 14-041
MILLER/PAGE MOVED TO ADOPT RESOLUTION OVERRULING OBJECTIONS AND
ORDERING HAZARDOUS VEGETATION ABATEMENT (BRUSH). MOTION PASSED.
AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
OLD BUSINESS
None
NEW BUSINESS
8. Santa Clara County Law Enforcement Contract
Recommended action:
Review and approve proposed Law Enforcement contract and authorize City Manager to execute
the contract with Santa Clara County.
The Mayor reordered the agenda and heard Item 9 before Item 8.
Finance and Administrative Services Director Mary Furey presented the staff report.
Captain Ken Binder with the Santa Clara County Sheriff's Office addressed Council questions.
Mayor Lo invited public comment on the item.
The following person requested to speak:
Trish Cypher
No one else requested to speak.
LOMUNTER MOVED TO APPROVE PROPOSED LAW ENFORCEMENT CONTRACT
AND AUTHORIZE CITY MANAGER TO EXECUTE THE CONTRACT WITH SANTA
CLARA COUNTY. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
4
16
After hearing Item 8, the Council proceeded to Item 10 on the Agenda.
9. Report on Hakone Gardens Noise Mitigation Efforts
Recommended action:
Receive report.
Community Development Director James Lindsay presented the staff report.
Lon Saavedra, Hakone Gardens Executive Director, addressed Council questions.
Mayor Lo invited public comment.
The following people requested to speak:
Ann Waltonsmith, Hakone Foundation Executive Board
Dorothy Marian
No one else requested to speak.
After hearing Agenda Item 9, the City Council proceeded to Item 8.
10. Joint Exercise of Powers Agreement and Cooperation Agreement to Undertake CDBG Activities
Recommended action:
Adopt the resolution authorizing the City Manager to enter into a Joint Exercise of Powers
Agreement and Cooperation Agreement with the County of Santa Clara relating to essential
community development and housing assistance activities funded by the Federal government for
the Community Development Block Grant and HOME Program.
Cynthia McCormick, Planner in the Community Development Department, presented the staff
report.
Mayor Lo invited public comment on the item.
The following person requested to speak:
Trish Cypher
No one else requested to speak.
RESOLUTION NO. 14-042
CAPPELLO/HUNTER MOVED TO ADOPT THE RESOLUTION AUTHORIZING THE
CITY MANAGER TO ENTER INTO A JOINT EXERCISE OF POWERS AGREEMENT
AND COOPERATION AGREEMENT WITH THE COUNTY OF SANTA CLARA
RELATING TO ESSENTIAL COMMUNITY DEVELOPMENT AND HOUSING
ASSISTANCE ACTIVITIES FUNDED BY THE FEDERAL GOVERNMENT FOR THE
COMMUNITY DEVELOPMENT BLOCK GRANT AND HOME PROGRAM. MOTION
PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
5
17
11. Fall 2014 Issue of The Saratogan
Recommended action:
Accept report and direct staff accordingly.
Brian Babcock, Administrative Analyst in the City Manager's Office,presented the staff report.
Mayor Lo invited public comment on the item.
No one requested to speak.
Council Member Hunter suggested that the article on the City Council be postponed until after the
election.
Vice Mayor Miller concurred.
Council Member Hunter requested that staff be consistent in the way names are presented.
For example, some articles referred to others using last name only and other articles used first
name.
Vice Mayor Miller recommended that a list of capital projects and a timeline of projects,
including descriptions of the projects,be posted on the City's website. He suggested that the
projects and their timelines be updated every quarter.
Council Member Cappello asked that staff put the question recommended for Ask Our Staff to be
put in laymen's terms, since many residents are unfamiliar with the term"Design Review."
Council Member Hunter suggested that the newsletter include a listing of upcoming events. She
also proposed the Council consider mailing the Saratogan on its own, rather than being included
with the Recreation Activity Guide.
Council Member Page suggested that the next issue also include contact information for other
service providers in Saratoga, such as the garbage company.
Council Member Hunter asked for a clearer, larger banner on the cover of the Recreation Activity
Guide to announce that the Saratogan is located inside the guide.
Council Member Page proposed that if the Council is concerned with distribution of the
Saratogan, the newsletter could be mailed on its own to those who request it.
Vice Mayor Miller suggested posting a link to the Saratogan on Nextdoor.com.
Council Member Cappello suggested doing the same on the City's Facebook page.
Vice Mayor Miller recommended that the article on the new City Manager be postponed.
Mayor Lo invited public comment on the item.
No one requested to speak.
6
18
12. League of California Cities Annual Conference Designated Voter
Recommended action:
Designate the City of Saratoga voting delegate and alternative voting delegate(s) for the 2014
League of California Cities Annual Conference.
City Clerk Crystal Bothelio presented the staff report on this item.
Mayor Lo invited public comment.
No one requested to speak.
MILLER/CAPPELLO MOVED TO DESIGNATE COUNCIL MEMBER CHUCK PAGE AS
THE CITY OF SARATOGA VOTING DELEGATE AND MAYOR EMILY LO AS THE
ALTERNATE VOTING DELEGATE FOR THE 2014 LEAGUE OF CALIFORNIA
CITIES ANNUAL CONFERENCE. MOTION PASSED. AYES: LO, MILLER, CAPPELLO,
PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Emily Lo
Cities Association of Santa Clara County—Mayor Lo reported on proposed legislation that the Cities
Association is following and positions that the Cities Association has taken on some of the
considered bills. Additionally, Mountain View Council Member Ronit Bryant and Palo Alto Council
Member Greg Scharff were appointed to the ABAG Executive Board.
Vice Mayor Howard Miller
Council Finance Committee—during the last meeting, the Finance Committee discussed the contract
with the Sheriff's Office. Additionally, the auditors are now at City Hall.
Valley Transportation Authority Policy Advisory Committee (PAC)—during the last VTA Board
Meeting, the Board voted to constrain the State Route 85 Express Lanes project to a single express
lane in both directions. Additionally, a presentation on smart growth and walkable cities was given.
Council Member Manny Cappello
Saratoga Area Senior Coordinating Council (SASCC)—the next meeting is June 24, 2014.
Saratoga Chamber of Commerce—during the last meting, plans for the Car Show in July and Brews
and Blues in September were discussed.
Council Member Chuck Page
No report
Council Member Jill Hunter
No report
CITY COUNCIL ITEMS
None
CITY MANAGER'S REPORT
City Manager Dave Anderson said he would be out of town and Recreation and Facilities Director
Michael Taylor would be Acting City Manager.
7
19
At 9:16 p.m., Mayor Lo announced a recess and stated the meeting would resume again in 10 minutes
in the Administrative Conference Room.
CLOSED SESSION—Administrative Conference Room at 13777 Fruitvale Avenue
CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6)
Agency Designated Representatives: Richard Taylor, Bill Avery
Unrepresented Employee: City Manager
PUBLIC EMPLOYMENT (Gov't Code 54957)
Titles: City Manager and Interim/Acting City Manager
REPORT FROM CLOSED SESSION—Administrative Conference Room at 13777
Fruitvale Avenue
Mayor Lo announced that there was nothing to report.
City Manager Recruitment
Recommended Action:
Review current status of the City Manager recruitment and provide direction on process for
appointment of Acting/Interim City Manager effective July 24, 2014 until the newly appointed City
Manager's start date.
City Attorney Richard Taylor presented the staff report on the item.
Mayor Lo invited public comment on the item.
No one requested to speak.
ADJOURNMENT
CAPPELLO/PAGE MOVED TO CONTINUE THE MEETING TO 11:00 A.M. ON JUNE 20,
2014 (ADMINISTRATIVE CONFERENCE ROOM AT 13777 FRUITVALE AVENUE).
MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
8
20
MINUTES
FRIDAY,JUNE 20, 2014
SARATOGA CITY COUNCIL ADJOURNED REGULAR MEETING
The City Council of the City of Saratoga on June 18, 2014 unanimously voted to adjourn the
regular meeting of June 18, 2014 to June 20, 2014 at 11:00 a.m. in the Administrative
Conference Room at 13777 Fruitvale Avenue to consider three items continued from that
meeting as set forth in the minutes below.
CALL MEETING TO ORDER— 11:00 A.M.
At 11:00 a.m., Mayor Lo called the adjourned regular meeting to order in the City Hall
Administrative Conference Room at 13777 Fruitvale Avenue.
REPORT ON POSTING OF AGENDA
(Pursuant to Gov't. Code 54955, the notice of adjournment of the June 18, 2014 Regular Meeting
of the Saratoga City Council to 11:00 a.m. on June 20, 2014 agenda for this meeting was
properly posted on June 19, 2014)
CLOSED SESSION (Continued from June 18, 2014)
PUBLIC EMPLOYMENT (Gov't Code 54957)
Titles: City Manager and Interim/Acting City Manager
CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6)
Agency Designated Representatives: Richard Taylor, Bill Avery
Unrepresented Employee: City Manager
REPORT FROM CLOSED SESSION (Continued from June 18, 2014)
Mayor Lo announced that there was nothing to report.
City Manager Recruitment(Continued from June 18, 2014)
Recommended Action:
Review current status of the City Manager recruitment and provide direction on process for
appointment of Acting/Interim City Manager effective July 24, 2014 until the newly appointed
City Manager's start date.
City Attorney Richard Taylor presented the staff report.
Mayor Lo invited public comment on the item.
No one requested to speak.
1
21
ADJOURNMENT
PAGE/CAPPELLO MOVED TO CONTINUE THE MEETING TO 5:30 P.M. ON JULY 2,
2014 AT THE CITY HALL ADMINISTRATIVE CONFERENCE ROOM (13777
FRUITVALE AVENUE). MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE,
HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
2
22
MINUTES
WEDNESDAY,JUNE 25,2014
SARATOGA CITY COUNCIL SPECIAL MEETING
Mayor Lo called the meeting to order at 11:00 a.m. in the Administrative Conference Room at
City Hall at 13777 Fruitvale Avenue.
ROLL CALL
PRESENT Mayor Emily Lo, Council Members Manny Cappello, Chuck Page,
Jill Hunter
ABSENT: Vice Mayor Howard Miller(excused)
ALSO PRESENT: Dave Anderson, City Manager
Richard Taylor, City Attorney(by phone)
John Cherbone, Public Works Director
Crystal Bothelio, City Clerk
Mainini Cabute, Management Analyst
REPORT ON POSTING OF AGENDA
Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on June 24,
2014.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
None
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
COUNCIL DIRECTION TO STAFF
None
ADJOURN TO CLOSED SESSION– 11:00 A.M.
CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION
Significant exposure to litigation(Gov't Code 54956.9(d)(2): (1 potential case)
REPORT FROM CLOSED SESSION
Mayor Lo stated that there was nothing to report.
1. Cleanup of Saratoga Creek
Recommended Action:
Authorize the City Manager to execute contracts not to exceed$100,000 for the cleanup
of contamination in Saratoga Creek.
1
23
Public Works Director John Cherbone reported that On Wednesday, June 18th, at 9 a.m.
the City received a phone call from a City streets crew working at 4th Street at Wildwood
Park reporting a foul smell from the creek. The crew looked at the flow of water from the
storm drain system and noticed debris coming from the storm drain. The City Streets
manager contacted West Valley Sanitation and the Clean Water Program (CWP) and
requested the Fire Department to the scene to identify the substance. The Fire Department
contacted hazardous materials experts and determined that it was not a hazardous
chemical but some sort of diluted grease, a.k.a. gray water. The Fire Department and
City crews proceeded to place booms to contain the gray water. City staff has
commenced an investigation of the possible causes of the release. City Staff and CWP
informed Santa Clara Valley Water District Pollution Control and the California
Department of Fish and Wildlife. The Department of Fish and Wildlife directed that
cleanup begin immediately in accordance with State fish and game laws and consistent
with state and federal water quality laws. The City staff has obtained informal bids and
expects that the cleanup can be completed for$50,000 rather than the initial estimate of
$100,000.
Mayor Lo invited public comment on the item.
No one requested to speak.
CAPPELLO/PAGE MOVED TO APPROVE A RESOLUTION DECLARING AN
EMERGENCY DUE TO THE RELEASE,AUTHORIZING THE CITY
MANAGER TO ABATE THE EMERGENCY AND EXECUTE CONTRACTS
NOT EXCEEDING$50,000 IN TOTAL FOR ABATEMENT COSTS WITHOUT
ANY FORMAL COMPETITIVE BIDDING THAT MIGHT BE REQUIRED IN
NON-EMERGENCY SITUATIONS, AND APPROPRIATING THE REQUISITE
FUNDS FROM INCREASED GENERAL FUND REVENUES. MOTION PASSED.
AYES: LO, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE.
ABSENT: MILLER.
ADJOURNMENT
Mayor Lo adjourned the meeting at 11:36 a.m.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
602192.2
2
24
C��y QF SRRgTQ�
SARATOGA CITY COUNCIL
7 95f,
MEETING DATE: July 2,2014 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:
6/17/2014 Period 12
6/24/2014 Period 12
REPORT SUMMARY:
Attached are Check Registers for:
Prior Check Register
Checks Ending
Type of Checks Date Starting Check# Ending Check# Total Checks Amount Released Date Check#
Accounts Payable 6/17/14 125640 125683 44 551,501.58 06/17/14 6/10/14 125639
Accounts Payable 6/24/14 125684 1 125743 60 186,839.35 06/24/14 6/17/14 125683
Accounts Payable checks issued for$20,000 or greater:
Date Check# Issued to Fund Dept. Purpose Amount
06/17/14 125644 Bear Electrical Solutions Gas Tax Fund PW Vickery Ln Crosswalk 29,950.00
06/17/14 125662 Mark Thomas&Company CIP Street Project Fund PW Quito Rd Bridge Proj 99,608.93
06/17/14 125665 SCC Office of the Sheriff General PS Law Enforcement 352,085.33
06/17/14 125668 Placeworks CIP Parks Project PW Quarry Park Master 25,040.23
06/24/14 125712 Jacobsen West(Textron) Vehicle/Equip Replacement PW Mower 59,137.66
06/24/14 125718 Metropolitan Planning Grp General CDD Housing Element Prep 22,961.25
06/24/14 125727 Pro Door&Glass CIP Facilities REC/FAC Automatic Doors 22,468.13
Accounts Payable checks voided during this time period:
AP Date Check# Issued to I Reason I Status Amount
04/29/14 125315 1 Cities Assoc.of SCC ILost or Destroyed Check lReissue 325.00
25
Cash reductions by fund: Period 12 Period 12
Fund# Fund Description 06/17/14 06/24/14 Total
III General Fund 374,043.52 85,200.73 459,244.25
231 Village Lighting 517.70 517.70
232 Azule Lighting -
233 Sarahills Lighting -
24l Arroyo de Saratoga Landscape 62.36 62.36
242 Bonnet Way Landscape 314.53 314.53
243 Carnelian Glen -
244 Cunningham/Glasgow Landscape 172.95 172.95
245 Fredericksburg Landscape 38.39 38.39
246 Greenbriar Landscape 272.44 272.44
247 Kerwin Ranch Landscape -
248 Leutar Court Landscape 65.51 65.51
249 Manor Drive Landscape -
251 McCartysville Landscape 345.77 345.77
252 Prides Crossing Landscape 251.02 251.02
253 Saratoga Legends Landscape -
254 Sunland Park Landscape -
255 Tricia Woods Landscape 50.21 50.21
271 Beauchamps Landscape -
272 Bellgrove Landscape 3,476.16 371.96 1 3,848.12
273 Gateway Landscape 525.66 525.66
274 Horseshoe Landscape/Lighting -
275 Quito Lighting 62.36 62.36
276 Tollgate LLD -
277 Village Commercial Landscape -
278 Westbrook L&L -
311 Library GO Bond Debt Service -
411 CIP Street Projects 23,567.53 1,727.40 25,294.93
412 CIP Park&Trail Projects 25,040.23 25,040.23
413 CIP Facility Projects 1,911.48 10.32 1,921.80
414 CIP Admin Projects -
421 Tree Fund 1,379.96 1,379.96
431 Grant Fund-CIP Streets 85,740.58 2,322.60 88,063.18
432 Grant Fund-Parks&Trails -
433 Grant Fund-Facilities 22,468.13 22,468.13
434 Grant Fund-Admin Projects -
481 Gas Tax Fund 32,027.19 2,891.98 34,919.17
611 Liability/Risk Mgt -
612 Workers'Comp 1,096.58 1,096.58
621 Office Support -
622 IT Services 3,065.31 3,065.31
623 Vehicle&Equipment Maint 1,043.82 3,322.23 4,366.05
624 Building Maintenance 592.21 2,831.05 3,423.26
631 Vehicle&Equipment Replacement 1 59,137.66 59,137.66
632 IT Equipment Replacement 1 2,393.40 2,393.40
TOTALI 551,501.58 186,839.35 738,340.93
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
26
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 06/17/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:20:04 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140617 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125640 06/17/14 1125 888 MONKEYS LLC 1116101 INSTRUCTOR-CIRCUS 0.00 173.40
11111 125640 06/17/14 1125 888 MONKEYS LLC 1116101 INSTRUCTOR-CIRCUS 0.00 101.40
TOTAL CHECK 0.00 274.80
11111 125641 06/17/14 953 ARC 1114201 BLUEPRINTS 0.00 57.79
11111 125641 06/17/14 953 ARC 1114201 BLUEPRINTS 0.00 85.85
TOTAL CHECK 0.00 143.64
11111 125642 06/17/14 1187 ASSOCIATED SERVICES COMP 1118101 COFFEE SERVICE 0.00 74.39
11111 125643 06/17/14 303 BAY AREA FLOOR MACHINE C 6246202 FACILITIES SUPPLIES 0.00 155.21
11111 125644 06/17/14 1137 BEAR ELECTRICAL SOLUTION 4819111-001 VICKERY LN CROSSWALK 0.00 29,950.00
11111 125645 06/17/14 749 CHESS WIZARDS 1116101 INSTRUCTOR-CHESS 0.00 140.00
11111 125646 06/17/14 617 CITIES ASSOC. OF SANTA C 1111101 RPLC CHK #125315 0.00 130.00
11111 125646 06/17/14 617 CITIES ASSOC. OF SANTA C 1111201 RPLC CHK #125315 0.00 130.00
11111 125646 06/17/14 617 CITIES ASSOC. OF SANTA C 1116101 RPLC CHK #125315 0.00 65.00
TOTAL CHECK 0.00 325.00
11111 125647 06/17/14 229 COAST OIL COMPANY LLC 4819111-001 STREETS SUPPLIES 0.00 625.15
11111 125648 06/17/14 1023 CONTRACT SWEEPING SERVIC 1115103 MAY STREET SWEEP 0.00 13,239.50
11111 125649 06/17/14 342 DATA TICKET INC 1117101 APRIL CITATION FEES 0.00 100.00
11111 125650 06/17/14 206 DAVID J. POWERS & ASSOC 4119152-002 QUITO ROAD BRIDGES 0.00 386.66
11111 125650 06/17/14 206 DAVID J. POWERS & ASSOC 4319152-002 QUITO ROAD BRIDGES 0.00 1,546.65
11111 125650 06/17/14 206 DAVID J. POWERS & ASSOC 4119152-002 QUITO ROAD BRIDGES 0.00 1,126.70
11111 125650 06/17/14 206 DAVID J. POWERS & ASSOC 4319152-002 QUITO ROAD BRIDGES 0.00 4,506.79
TOTAL CHECK 0.00 7,566.80
11111 125651 06/17/14 211 DEEP CLIFF GOLF COURSE 1116101 INSTRUCTOR-GOLF 0.00 326.40
11111 125652 06/17/14 1227 DEPARTMENT OF CONSUMER A 1113101 CPA LIC RENEWAL 0.00 120.00
11111 125653 06/17/14 366 ECONOMIC DRIVING SCHOOL 1116101 INSTRUCTOR-DRIVERS ED 0.00 270.00
11111 125654 06/17/14 455 GARDENLAND POWER EQUIPME 1115301 IRRIGATION STAND 0.00 14.12
11111 125655 06/17/14 456 GARROD FARMS STABLES 1116101 INSTRUCTOR-HORSE CAMP 0.00 880.00
11111 125656 06/17/14 742 GIULIANI & KULL, INC 111 ENG SRVCS SUB13-0005 0.00 540.00
11111 125656 06/17/14 742 GIULIANI & KULL, INC 111 ENG SRVCS QUITO RD 0.00 60.00
TOTAL CHECK 0.00 600.00
11111 125657 06/17/14 463 GRAINGER 1117102 EMERGENCY KIT SUP 0.00 234.17
11111 125657 06/17/14 463 GRAINGER 1117102 EMERGENCY KIT SUP 0.00 139.52
TOTAL CHECK 0.00 373.69
11111 125658 06/17/14 520 FUN FUN FUNDAMENTALS 1116101 INSTRUCTOR-SPORT CAMP 0.00 844.20
27
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 06/17/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:20:04 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140617 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125659 06/17/14 14 HYDROTEC IRRIGATION EQUI 4219211-002 CIVIC CENTER IRRIG 0.00 1,379.96
11111 125660 06/17/14 63 INTERSTATE TRAFFIC CONTR 4819111-001 STREETS SUPPLIES 0.00 736.73
11111 125660 06/17/14 63 INTERSTATE TRAFFIC CONTR 4819111-001 HAKONE GARDEN SIGNS 0.00 256.11
TOTAL CHECK 0.00 992.84
11111 125661 06/17/14 944 LLC-PENINSULA DIVISION 1111101 DIV MTG/LO AND PAGE 0.00 80.00
11111 125662 06/17/14 665 MARK THOMAS & COMPANY 4119152-002 QUITO RD BRIDGES PROJE 0.00 4,113.30
11111 125662 06/17/14 665 MARK THOMAS & COMPANY 4319152-002 QUITO RD BRIDGES PROJE 0.00 16,453.20
11111 125662 06/17/14 665 MARK THOMAS & COMPANY 4119152-002 QUITO RD BRIDGES PROJE 0.00 15,808.49
11111 125662 06/17/14 665 MARK THOMAS & COMPANY 4319152-002 QUITO RD BRIDGES PROJE 0.00 63,233.94
TOTAL CHECK 0.00 99,608.93
11111 125663 06/17/14 500 MONIKA STAHL 1116101 REFUND CLS CHANGE 0.00 20.00
11111 125664 06/17/14 135 NORTH BAY BLDG MAINTENAN 6246202 JANITORIAL SERVICES 0.00 437.00
11111 125665 06/17/14 1 OFF OF SHERIFF-FISCAL SV 1117101 JUNE LAW ENFORCEMENT 0.00 352,085.33
11111 125666 06/17/14 1070 OMEGA INDUSTRIAL SUPPLY, 1115201 STREETS SUPPLIES 0.00 253.06
11111 125667 06/17/14 173 PACIFIC GAS & ELECTRIC 1115201 CITYWIDE STREET LIGHT 0.00 16.60
11111 125667 06/17/14 173 PACIFIC GAS & ELECTRIC 2315302 VILLAGE LIGHTING 0.00 517.70
TOTAL CHECK 0.00 534.30
11111 125668 06/17/14 1143 PLACEWORKS, INC. 4129281-002 QUARRY PARK MASTER PLA 0.00 25,040.23
11111 125669 06/17/14 296 PLANET GRANITE 1116101 INSTRUCTOR-ROCK CLIMB 0.00 500.00
11111 125670 06/17/14 602 PRECISION CONCRETE CUTTI 4119141-001 EMERGENCY REPAIR 0.00 2,132.38
11111 125671 06/17/14 388 RATRA, RICK 6235202 FUEL-CHEVY VOLT 0.00 90.92
11111 125672 06/17/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 270.55
11111 125672 06/17/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 188.65
TOTAL CHECK 0.00 459.20
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 1115301 MEDIANS/PARKWAYS 0.00 916.17
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2455302 FREDERICKSBURG 0.00 38.39
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2555302 TRICIA WOODS 22.50 0.00 50.21
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2425302 BONNET WAY 0.00 314.53
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2525302 PRIDES CROSSING 0.00 251.02
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2445302 CUNNINGHAM/GLAS 77.50 0.00 172.95
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2465302 GREENBRIAR 0.00 272.44
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2515302 MCCARTYSVILLE 0.00 345.77
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2415302 ARROYO DE SARATOGA 0.00 62.36
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2485302 LEUTAR CT 0.00 65.51
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2725302 BELLGROVE 0.00 3,476.16
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2735302 GATEWAY PROJECT 0.00 525.66
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 2755302 EL QUITO LNDSCP/LIGHT 0.00 62.36
28
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 06/17/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:20:04 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140617 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125673 06/17/14 87 SAN JOSE WATER COMPANY 1115301 PARKS/OPEN SPACE 0.00 260.36
TOTAL CHECK 0.00 6,813.89
11111 125674 06/17/14 109 SARATOGA FOOTHILL CLUB 1118302 GR REIMB MEMORIAL DAY 0.00 250.00
11111 125675 06/17/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 259.44
11111 125675 06/17/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 259.44
TOTAL CHECK 0.00 518.88
11111 125676 06/17/14 136 SCOTTY'S AUTOMOTIVE 6235202 MAINTENANCE VEH#110 0.00 883.71
11111 125676 06/17/14 136 SCOTTY'S AUTOMOTIVE 6235202 MAINTENANCE VEH#122 0.00 69.19
TOTAL CHECK 0.00 952.90
11111 125677 06/17/14 160 SIERRA PACIFIC TURF SUPP 1115301 LANDSCAPE SUPPLIES 0.00 36.33
11111 125678 06/17/14 222 SKYHAWKS SPORTS ACADEMY, 1116101 INSTRUCTOR-VOLLEYBALL 0.00 190.80
11111 125679 06/17/14 236 SOLECTRIC ELECTRICAL 1115301 LANDSCAPE REPAIRS 0.00 817.25
11111 125680 06/17/14 596 SOMERSET STUDIOS 4139311-001 THEATER CARPET TILES 0.00 1,211.48
11111 125681 06/17/14 253 STEVE BENZING ARCHITECT 4139322-001 UPDATE DESIGN 0.00 175.00
11111 125681 06/17/14 253 STEVE BENZING ARCHITECT 4139314-006 UPDATE CITY EVAC PLAN 0.00 525.00
TOTAL CHECK 0.00 700.00
11111 125682 06/17/14 1077 SUNNYVALE BUILDING MAINT 1115301 CLN TABLES @ PRKS MAY 0.00 198.00
11111 125683 06/17/14 336 TLC ADMINISTRATORS 1113301 TLC ADMIN FEES 6/14 0.00 175.00
TOTAL CASH ACCOUNT 0.00 551,501.58
TOTAL FUND 0.00 551,501.58
TOTAL REPORT 0.00 551,501.58
29
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 06/24/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:37:53 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140624 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125684 06/24/14 234 A T & T 1115301 EL QUITO IRR MODEM 0.00 16.66
11111 125684 06/24/14 234 A T & T 1115301 TITUS/PROSPECT MED 0.00 16.87
TOTAL CHECK 0.00 33.53
11111 125685 06/24/14 546 ABAG POWER PURCHASING PO 6246202 GAS SERVICE 0.00 925.81
11111 125686 06/24/14 35 ACCENT GRAPHICS 6246202 FACILITIES SUPPLIES 0.00 111.03
11111 125687 06/24/14 1212 BATTERIES PLUS BULBS #47 1115201 STREETS SUPPLIES 0.00 98.66
11111 125688 06/24/14 553 BRETSCHNEIDER, DEBBIE 1112201 MILEAGE-TRAINING 0.00 87.25
11111 125689 06/24/14 500 CHEN LUNG TSAZ 1114101 TRP14-0203 0.00 125.00
11111 125690 06/24/14 749 CHESS WIZARDS 1116101 INSTRUCTOR-CHESS 0.00 1,225.00
11111 125691 06/24/14 666 CITY OF FOSTER CITY 1113301 CALOPPS FEE 2014 0.00 1,500.00
11111 125692 06/24/14 517 CITY OF SAN JOSE 1117101 JUNE ANIMAL SERVICES 0.00 15,013.70
11111 125693 06/24/14 229 COAST OIL COMPANY LLC 6235202 UNLEADED FUEL 0.00 2,705.50
11111 125694 06/24/14 1023 CONTRACT SWEEPING SERVIC 1115103 EXTRA SWEEPING-QUITO 0.00 360.00
11111 125695 06/24/14 1152 CORODATA RECORDS MANAGEM 1114201 STORAGE FEE THRU 5/31 0.00 40.00
11111 125696 06/24/14 562 COUNTY OF SANTA CLARA 1118101 REPLACEMENT BATTERIES 0.00 1,444.16
11111 125697 06/24/14 1225 DANIEL B. BAIRD 1116101 INSTRUCTOR-WILDERNESS 0.00 339.15
11111 125697 06/24/14 1225 DANIEL B. BAIRD 1116101 INSTRUCTOR-WILDERNESS 0.00 1,017.45
TOTAL CHECK 0.00 1,356.60
11111 125698 06/24/14 211 DEEP CLIFF GOLF COURSE 1116101 INSTRUCTOR-GOLF 0.00 326.40
11111 125698 06/24/14 211 DEEP CLIFF GOLF COURSE 1116101 INSTRUCTOR-GOLF 0.00 310.40
TOTAL CHECK 0.00 636.80
11111 125699 06/24/14 225 DELL MARKETING L.P. C/O 6323202 DESKTOP COMPUTERS 0.00 2,393.40
11111 125700 06/24/14 1208 DINO TURCHET CONSTRUCTIO 4119141-002 MARIA LANE 0.00 1,425.00
11111 125701 06/24/14 500 DON STEINBACH 1117102 EMERGENCY PREP SUP 0.00 141.23
11111 125702 06/24/14 1216 DOUGLAS HERRING & ASSOCI 111 ENV14-0001 SEBASTIANS 0.00 4,733.35
11111 125703 06/24/14 651 ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR-GYMNASTICS 0.00 311.50
11111 125703 06/24/14 651 ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR-GYMNASTICS 0.00 220.50
11111 125703 06/24/14 651 ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR-GYMNASTICS 0.00 714.00
11111 125703 06/24/14 651 ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR-GYMNASTICS 0.00 238.00
11111 125703 06/24/14 651 ELLA CHEKHANOVSKAYA 1116101 INSTRUCTOR-GYMNASTICS 0.00 356.65
TOTAL CHECK 0.00 1,840.65
11111 125704 06/24/14 454 GACHINA LANDSCAPE MANAGE 4819111-001 JUNE ALOHA MAINT 0.00 390.00
30
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 06/24/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:37:53 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140624 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125705 06/24/14 455 GARDENLAND POWER EQUIPME 1115201 STREETS SUPPLIES 0.00 70.84
11111 125706 06/24/14 491 HUMAN BEHAVIOR ASSOCIATE 1113301 EAP SERVICES 5/14 0.00 95.00
11111 125707 06/24/14 14 HYDROTEC IRRIGATION EQUI 1115301 REPAIR VALVE 0.00 193.55
11111 125707 06/24/14 14 HYDROTEC IRRIGATION EQUI 2725302 INSTALL SPRINKLERS 0.00 371.96
TOTAL CHECK 0.00 565.51
11111 125708 06/24/14 24 ICE CENTER OF CUPERTINO 1116101 INSTRUCTOR-ICE SKATE 0.00 625.00
11111 125709 06/24/14 956 INDEPENDENT STATIONERS 1113101 OFFICE SUPPLIES 0.00 404.07
11111 125710 06/24/14 39 INDUSTRIAL WIPER & SUPPL 1115201 STREETS SUPPLIES 0.00 137.84
11111 125711 06/24/14 63 INTERSTATE TRAFFIC CONTR 4819111-001 STREETS SUPPLIES 0.00 1,668.28
11111 125712 06/24/14 1211 JACOBSEN WEST (TEXTRON, 6315203 LF-570 2WD MOWER 0.00 59,137.66
11111 125713 06/24/14 500 JOHN LJEPAVA 111 LLA11-0001 0.00 2,250.00
11111 125714 06/24/14 500 JOHN SANCHO 1114101 TRP14-0164 0.00 125.00
11111 125715 06/24/14 624 LABOR CONSULTANTS OF CA 4119142-011 VILLAGE PED LABOR 0.00 302.40
11111 125715 06/24/14 624 LABOR CONSULTANTS OF CA 4319142-011 VILLAGE PED LABOR 0.00 2,322.60
TOTAL CHECK 0.00 2,625.00
11111 125716 06/24/14 1120 LOGO LOCKER 1116101 CAMP T-SHIRTS 0.00 550.17
11111 125717 06/24/14 500 MARILYN LANG AND WALTER 1114101 TRP14-0202 0.00 125.00
11111 125718 06/24/14 328 METROPOLITAN PLANNING GR 1114102 HOUSING ELEMENT PREP 0.00 22,961.25
11111 125719 06/24/14 1164 MOUSER LAW FIRM 1118201 EMPLOYMENT/LABOR LAW S 0.00 2,730.00
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 220.50
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 239.40
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 277.20
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 315.00
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 189.00
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 220.50
11111 125720 06/24/14 83 MUSICAL ME, INC 1116101 INSTRUCTOR-MUSIC 0.00 94.50
TOTAL CHECK 0.00 1,556.10
11111 125721 06/24/14 1062 NI GOVERNMENT SERVICES, 1117102 AIR TIME 5/18 0.00 76.05
11111 125722 06/24/14 135 NORTH BAY BLDG MAINTENAN 6246202 JANITORIAL SERVICES 0.00 589.00
11111 125723 06/24/14 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 23.06
11111 125723 06/24/14 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 57.57
11111 125723 06/24/14 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 68.65
11111 125723 06/24/14 145 OFFICE DEPOT INC. 1115101 OFFICE SUPPLIES 0.00 69.33
31
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 06/24/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:37:53 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140624 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125723 06/24/14 145 OFFICE DEPOT INC. 1115101 OFFICE SUPPLIES 0.00 97.86
TOTAL CHECK 0.00 316.47
11111 125724 06/24/14 156 OKIN,YELENA 1116101 INSTRUCTOR-BEADING 0.00 198.00
11111 125725 06/24/14 890 PEELLE TECHNOLOGIES, INC 1114201 DOCUMENT SCANNING 0.00 1,793.99
11111 125726 06/24/14 312 TIMOTHY BOWDEN PLAY-WELL 1116101 INSTRUCTOR-ENGINEER 0.00 2,626.80
11111 125727 06/24/14 908 PRO DOOR & GLASS 4339314-005 9 AUTO DOORS CDBG PROJ 0.00 22,468.13
11111 125728 06/24/14 500 RAJESH PATIL 1114101 TRP14-0172 0.00 125.00
11111 125729 06/24/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 92.97
11111 125729 06/24/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 137.08
11111 125729 06/24/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 186.75
11111 125729 06/24/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 102.00
11111 125729 06/24/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 314.90
TOTAL CHECK 0.00 833.70
11111 125730 06/24/14 505 SC FIRE DEPARTMENT 1116101 INSTRUCTOR-SAFETY CLS 0.00 100.00
11111 125731 06/24/14 136 SCOTTY'S AUTOMOTIVE 6235202 MAINTENANCE VEH#115 0.00 69.19
11111 125732 06/24/14 147 SHIMODA MICHIKO 1116101 INSTRUCTOR-IKEBANA 0.00 169.50
11111 125732 06/24/14 147 SHIMODA MICHIKO 1116101 INSTRUCTOR-IKEBANA 0.00 148.00
TOTAL CHECK 0.00 317.50
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1112201 LL0005171551 5/9 0.00 185.54
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1112201 LL0005171551 5/16 0.00 185.54
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1112201 LL0005171826 0.00 62.91
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1114101 LL0005172312 0.00 87.89
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1114101 LL0005177302 0.00 177.30
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1112201 LL0005188131 0.00 96.39
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1112201 LL0005188136 0.00 702.75
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1112201 LL0005188404 0.00 185.54
11111 125733 06/24/14 162 SILICON VALLEY COMM NEWS 1114101 LL0005192125 0.00 115.92
TOTAL CHECK 0.00 1,799.78
11111 125734 06/24/14 222 SKYHAWKS SPORTS ACADEMY, 1116101 INSTRUCTOR-BASKETBALL 0.00 1,074.60
11111 125734 06/24/14 222 SKYHAWKS SPORTS ACADEMY, 1116101 INSTRUCTOR-SPORT CAMP 0.00 667.80
TOTAL CHECK 0.00 1,742.40
11111 125735 06/24/14 884 STAPLES CONTRACT & COMME 1117102 EMERGENCY PREP SUP 0.00 166.53
11111 125735 06/24/14 884 STAPLES CONTRACT & COMME 1112101 OFFICE SUPPLIES 0.00 97.70
11111 125735 06/24/14 884 STAPLES CONTRACT & COMME 1112101 OFFICE SUPPLY RETURN 0.00 -23.75
TOTAL CHECK 0.00 240.48
11111 125736 06/24/14 248 STATE OF CA FRANCHISE TA 111 DED:2011 FTB W/H 0.00 548.44
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114101 CEQA WORKSHOP 0.00 260.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114101 CASP REG OPEN BOOK 0.00 400.00
32
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 06/24/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:37:53 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140624 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114101 CASP REG CLOSED BOOK 0.00 400.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114101 CROWN PLAZA-TRAINING 0.00 388.55
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1111101 COUNCIL MEETINGS 0.00 1,262.58
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1112101 MEETING EXPENSES 0.00 47.75
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1118302 ARBOR DAY 0.00 20.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1111201 COM RECOG DINNER 0.00 32.45
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1112101 ICMA CONFERENCE 0.00 295.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1117102 EMERGENCY SUPPLIES 0.00 444.76
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1117102 EMERG MGRS MEMBERSHIP 0.00 129.12
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 OFFICE SUPPLIES 0.00 59.88
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 BIZ23IZ FLYER BOARD 0.00 416.21
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 GREAT GETAWAY SRVC 0.00 1,632.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 EMAIL CAMPAIGN 0.00 85.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116102 TEEN OFC SUPPLIES 0.00 114.34
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 GREAT GETAWAY SNACKS 0.00 21.47
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 CPRS MEMBER-EDDINGS 0.00 145.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1113301 IPMA HR WEBINAR 0.00 79.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1113301 SKILLPATH SEMINAR BK 0.00 34.08
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6128501 WELLNESS SNACKS 0.00 999.36
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6128501 ICMA OVERVIEW 0.00 97.22
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1111101 COUNCIL LUNCH MTG 0.00 40.62
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1113301 CAL CHAMBER WEBINAR 0.00 159.20
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115301 PARKS SUPPLIES 0.00 79.97
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115301 PEST TRN-DEPAREDES 0.00 80.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115201 PARKING ABAG TRAINING 0.00 12.50
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 MTG EXPENSES 0.00 45.41
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 SCCCMA TRAINING 0.00 100.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6235202 TRAILER SUPPLIES 0.00 41.30
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115301 UTILITY BX CVR RPLCMT 0.00 204.45
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115201 SEMA SHOW REG 0.00 25.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6246202 FACILITIES SUPPLIES 0.00 733.29
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6246202 RECYCLING 0.00 235.50
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1117102 EMERGENCY SUPPLIES 0.00 586.05
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1113301 EMPLOYEE BENEFIT 0.00 195.68
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114101 OFFICE SUPPLIES 0.00 250.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114201 CODE BOOK 0.00 22.50
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6246202 OFFICE SUPPLIES 0.00 85.64
11111 125739 06/24/14 391 US BANK PURCHASING CARD 4139311-001 CORP YRD RSTRM REMOD 0.00 10.32
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6246202 FACILITIES SUPPLIES 0.00 42.36
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115201 COFFEE SUPPLIES 0.00 67.91
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115201 POSTAGE 0.00 9.80
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6223201 SOFTWARE LICENSES 0.00 1,021.92
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6223201 MOZYPRO BACKUPS 0.00 156.95
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6223201 BARRACUDA LICENSE 0.00 699.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6223201 EXTERNAL HARD DRIVES 0.00 283.38
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116101 PLUG & PAY 0.00 31.05
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1116201 EMERGENCY OFC SUP 0.00 16.34
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1111201 MTG SNACKS 0.00 5.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1111201 PRC QUARRY WORKSHOP 0.00 26.90
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1115201 OUTDOOR MOVIE BANNERS 0.00 947.94
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1112101 ICMA CONF PARKING 0.00 30.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 6246202 FACILITIES SUPPLIES 0.00 34.78
33
SUNGARD PUBLIC SECTOR PAGE NUMBER: 5
DATE: 06/24/2014 CITY OF SARATOGA ACCTPA21
TIME: 12:37:53 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140624 00:00:00.000'
ACCOUNTING PERIOD: 12/14
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1112201 MMANC MEMBERSHIP 0.00 75.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1112201 CCAC MEMBERSHIP 0.00 130.00
11111 125739 06/24/14 391 US BANK PURCHASING CARD 1114101 FIELD GUIDE 0.00 34.40
TOTAL CHECK 0.00 13,883.93
11111 125740 06/24/14 396 US POSTMASTERS 1116101 POSTAGE-ACTIVITYGUIDE 0.00 5,000.00
11111 125741 06/24/14 395 VERIZON WIRELESS 1112101 CITY MANAGER 0.00 0.22
11111 125741 06/24/14 395 VERIZON WIRELESS 1112201 CITY CLERK 0.00 18.49
11111 125741 06/24/14 395 VERIZON WIRELESS 1113101 FINANCE 0.00 51.85
11111 125741 06/24/14 395 VERIZON WIRELESS 6223201 I.T. SERVICES 0.00 111.56
11111 125741 06/24/14 395 VERIZON WIRELESS 1114201 BUILDING & INSPECTION 0.00 0.22
11111 125741 06/24/14 395 VERIZON WIRELESS 1114101 DEVELOPMENT SERVICES 0.00 20.52
11111 125741 06/24/14 395 VERIZON WIRELESS 1115201 STREETS 0.00 115.85
11111 125741 06/24/14 395 VERIZON WIRELESS 1115301 PARKS 0.00 169.19
11111 125741 06/24/14 395 VERIZON WIRELESS 1115101 GENERAL ENG 0.00 36.82
11111 125741 06/24/14 395 VERIZON WIRELESS 6246202 BUILDING MAINTENANCE 0.00 73.64
TOTAL CHECK 0.00 598.36
11111 125742 06/24/14 544 WHEEL WORKS 6235202 MAINTENANCE VEH#113 0.00 359.63
11111 125742 06/24/14 544 WHEEL WORKS 6235202 MAINTENANCE VEH#115 0.00 65.00
11111 125742 06/24/14 544 WHEEL WORKS 6235202 COMPRESSOR MTC #E011 0.00 81.61
TOTAL CHECK 0.00 506.24
11111 125743 06/24/14 696 ZAG TECHNICAL SERVICES, 6223201 IT SUPPORT SERVICES 0.00 792.50
TOTAL CASH ACCOUNT 0.00 186,839.35
TOTAL FUND 0.00 186,839.35
TOTAL REPORT 0.00 186,839.35
34
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u p
SARATOGA CITY COUNCIL
MEETING DATE: July 2,2014 AGENDA ITEM:
DEPARTMENT: Finance&Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Anthony McFarlane,Finance Manager DIRECTOR: Mary Furey
SUBJECT: Treasurer's Report for the Month Ended May 31,2014
RECOMMENDED ACTION
Review and accept the Treasurer's Report for the month ended May 31,2014.
REPORT SUMMARY
California government code section 41004 requires that the City Treasurer submit to the City Clerk and
the legislative body a written report and accounting of all receipts, disbursements,and fund balances. The
Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as
the City Treasurer. This report is prepared to fulfill this requirement.
The following attachments provide various financial transaction data for the City of Saratoga's Funds
collectively as well as specifically for the City's General (Operating)Fund, including an attachment from
the State Treasurer's Office of Quarterly LAIF rates from the 1St Quarter of 1977 to present.
FISCAL IMPACT
Cash and Investments Balance by Fund
As of May 31,2014,the City had$149,586 in cash deposit at Comerica bank, and$18,418,366 on deposit
with LAIF. Council Policy on Working Capital Reserve Funds, adopted on April 20, 1994, states that: for
cash flow purposes,to avoid occurrence of dry period financing,pooled cash from all funds should not be
allowed to fall below $2,000,000. The total pooled cash balance as of May 31, 2014 is $18,567,952 and
exceeds the minimum limit required.
Cash Summary
Unrestricted Cash
Comerica Bank $ 149,586
Deposit with LAIF $ 18,418,366
Total Unrestricted Cash $ 18,567,952
The following Fund Balance schedule represents actual funding available for all funds at the end of the
monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are
components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is
adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund
Balance—which represents the actual amount of funds available.
35
Adjusting Cash to Ending Fund Balance
Total Unrestricted Cash $ 18,567,952
Plus: Assets 432,058
Less: Liabilities (1,519,663)
Ending Fund Balance $ 17,480,347
Fund Balance Designations
In February 2009, the Governmental Accounting Standards Board (GASB) issued Statement No. 54,
Fund Balance Reporting and Governmental Fund Type Definitions. This standard left unchanged the
total amount reported as fund balance, but substantially altered the categories and terminology used to
describe its components. The new categories and terminology focus, not on financial resources available
for appropriation,but on the extent to which the government is bound to honor constraints on the specific
purpose for which the amounts in the fund can be spent.
The components of fund balance are now categorized as follows: "non-spendable fund balance",
resources that are inherently non-spendable from the vantage point of the current period; "restricted fund
balance",resources that are subject to enforceable legal restrictions; "committed fund balance",resources
whose use is constrained by limitations the government imposes upon itself through formal action at its
highest level of decision making and remains binding unless removed in the same manner; "assigned fund
balance", resources that reflects a government's intended use of resources, such intent would have to be
established at either the highest level of decision making, by a body, or an official designated for that
purpose; and"unassigned fund balance",net resources in excess of what can properly be classified in one
of the other four categories. Currently,the City's fund balance reserves fall into one of the four spendable
categories;restricted, committed, assigned, or unassigned fund balance.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City would not be in compliance with Government Code Section 41004.
ALTERNATIVE ACTION
N/A
FOLLOW UP ACTION
N/A
ADVERTISING,NOTICING AND PUBLIC CONTACT
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda item and
was included in the packet made available on the City's web site in advance of the meeting. A copy of the
agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the
Council meeting.
ATTACHMENTS
A—Change in Total Fund Balances by Fund under GASB 54
B—Change in Total Fund Balances by CIP Project
C—Change in Cash Balance by Month
D—Change in Operating Cash Balance by Month
E—Local Agency Investment Fund(LAIF) Quarterly Apportionment Rates
36
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
Fund Increase/
Balance (Decrease) Current Current Fund Balance
FundDescri 'on 7/1/13 Jul-A r Revenue Expenditure Transfers 5/31/14
General Fund
Restricted Fund Balances:
Environmental Services 463,182 - - - 463,182
Committed Fund Balances:
Hillside Stability 675,000 - - - 675,000
Assigned Fund Balances:
Capital Projects&Efficiency Reserve 418,714 - - - (280,880) 137,834
Facility Reserve 300,000 - - - 300,000
Carryforwards 73,101 - - - 73,101
Unassigned Fund Balances:
Working Capital 2,923,096 - - - - 2,923,096
Fiscal Uncertainty 1,500,000 - - - - 1,500,000
Development Services 667,233 - - - - 667,233
Compensated Absences 207,268 - - - - 207,268
Other Unassigned re YE distribution 2,691,081 2,168,577 930,743 1,237,586 6,000 4,558,815
General Fund Total 9,918,675 2,168,577 930,743 1,237,586 (274,880) 11,505,529
Special Revenue
Landscape/Lighting Districts 621,947 35,409 1,328 25,352 - 633,333
Capital Project
Street Projects 1,230,619 (433,715) 5,249 64,983 150,000 887,170
Park and Trail Projects 1,003,347 (285,819) - 42,236 85,880 761,172
Facility Projects 260,858 (129,756) 5,864 7,990 100,000 228,976
Administrative Projects 191,039 (27,014) - 31,930 45,000 177,095
Tree Fund Projects 45,700 6,678 28,290 2,150 - 78,519
CIP Grant Street Projects 363,656 (467,321) 11,130 716 (93,251)
CIP Grant Park&Trail Projects (161,107) 121,602 - - - (39,506)
CIP Grant Facility Projects - - - - - (31,088)
Gas TaxFund Projects 486,222 565,904 87,534 186,494 (106,000) 847,165
Debt Service
Library Bond 885,757 (372,250) 5,310 - - 518,817
Internal Service Fund
Liability/Risk Management 230,059 82,582 - 12,301 - 300,340
Workers Compensation 293,720 (5,824) - 5,179 - 282,716
Office Support Fund 24,021 32,936 781 2,632 - 55,106
Information Technology Services 281,284 51,102 236 36,835 - 295,787
Equipment Maintenance 10,427 62,177 - 14,288 - 58,316
Building Maintenance 184,901 176,884 - 73,875 - 287,910
Equipment Replacement 442,089 127,765 - 612 - 569,242
Technology Replacement 156,318 1,290 - 609 - 156,999
Total City 16,469,530 1,711,208 1,076,465 1,745,768 - 17,480,348
37
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
Fund Increase/ Fund
Balance (Decrease) Current Current Balance
CIP Funds/Projects 7/1/13 Jul-Apr Revenue Expenditure Transfers 5/31/14
Street Projects
Annual Street Resurfacing 304,167 (229,226) 5,249 15,312 - 64,877
Roadway Safety&Traffic Calming 32,659 (49,517) - 18,479 50,000 14,663
Highway 9 Safety Project-Phase 11(Ped Paths) 18,134 (12,080) - - - 6,054
Highway 9 Safety Project-Phase Ill(Bicycles) 24,514 - - 24,514
Highway 9 Safety Project-Phase IV 90,000 - - - 90,000
Fmitvale Ave Medians 15,907 (15,907) - -
Village LID Streetlights 5,180 - - - 5,180
Annual Sidewalks Project 31,335 (39,766) - 50,000 41,569
Annual Storm Drain Upgrade - (6,846) 30,830 50,000 12,324
El Quito Area Curb Replacement 37,552 (37,552) - - - -
Village-Streets cape Improvements 144,757 (33,997) - (85,701) 25,059
Village-PhaselIDesign 13,363 - - - 13,363
Village-Phase H Construction 221,333 2,002 362 85,701 308,675
Fourth Street Bridge 100,000 - - - - 100,000
Quito Road Bridge Replacement Design 90,593 (9,658) - - 80,935
Parking District#3 Hillside 2,380 (1,167) - 1,214
Underground Project 98,744 - - - 98,744
Total Street Projects 1,230,619 (433,715) 5,249 64,983 150,000 887,170
Parks&Trails Projects
Park/TrailRepairs 6,570 (5,191) - - - 1,379
Playground Safety Equipment 20,078 (1,864) 1,735 16,478
Park RestroomImprovements 39,929 (22,991) - - 16,938
Fibar Playground Improvement' - - 5,832 40,000 34,168
Blaney Plaza Improvements 6,527 - - - 6,527
Hakone Garden Matching Funds 250,000 - - 250,000
Hakone Garden Retaining Wall&D/W 310,375 (250,538) - 59,837
Hakone Garden Upper Moon House 125,000 - - 125,000
Wildwood Bridge Rehab - 117,903 374 117,529
Joe's Trail at Saratoga/De Anza 33,997 - - 33,997
Guava/Fredericksburg Entrance - - - 45,880 45,880
Saratoga to Sea Quarry MasterPlan 244,868 157,135 34,295 - 53,438
Total Parks&Trails Projects 1,003,347 (285,819) 42,236 85,880 761,172
Facility Projects
Facility Projects 20,348 (12,001) (27,950) 7,990 93,761 66,168
Security Locks 40,000 (2,904) - - - 37,096
City Hall Emergency Power Backup 87,455 (34,010) - - - 53,445
Emergency EVAC Plan Signs - - - - 1,108 1,108
Wainscoting Rehabilitation 588 (4,050) - - 3,463 -
Drainage Improvements - (4,617) 4,617 - - -
Theater Improvements 44,881 10,741 5,864 - 61,486
Civic Theater Master Plan 60,000 (60,000) - - - -
Civic Theater Projector System - (15,149) 10,566 - 4,583
Loop Hearing System - (12,766) 12,766 - -
WHH Furniture&Equipment 2,914 - - - (2,914) -
McWilliams House Improvements 3,703 - - 3,703
Library Building Exterior Maintenance Projects 970 5,000 - - - 5,970
Total Facility Projects 260,858 (129,756) 5,864 7,990 100,000 228,976
38
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
Fund Increase/ Fund
Balance (Decrease) Current Current Balance
CIP Funds/Projects 7/1/13 Jul-Apr Revenue Expenditure Transfers 5/31/14
Administrative Projects
Financial System Upgrade 3,534 - 3,534
PW Document Imaging Project 67,435 (1,521) 2,942 62,972
CDD Document Imaging Project 22,120 - - 22,120 - -
CMO Document Imaging Project 17,528 (493) - 1,059 10,000 25,976
Village Fagade Program 8,821 (5,000) - - - 3,821
Business Development Incentive Program 21,600 (20,000) - - - 1,600
Wildfire Protection Plan - - - 25,000 25,000
Risk Management Project Funding 50,000 - 5,808 10,000 54,192
Total Administrative Projects 191,039 (27,014) - 31,930 45,000 177,095
Tree Fund Projects
Citywide Tree Planting Program 22,826 6,678 28,290 2,150 - 55,644
Tree Dedication Program 21,125 - - - 21,125
SMSCF Tree Donation Program 1,750 - - - 1,750
Total Tree Fund Projects 45,700 6,678 28,290 2,150 78,519
CIP Grant Street Projects
Prob 1B Grant Resurfacing 466,818 (466,818) - - -
Highway 9 Safety Improvements Phase II (23,712) (29,264) - - (52,975)
Village LID Street Lights (25,207) 4,561 - - (20,646)
Village Sidewalk,Curb&Gutter Phase 1 (34,158) 34,158 - - -
Village Phase II-Constructoion (10,413) 10,052 (362) -
Fourth Street Bridge - 1,078 1,078
Quito Road Bridges 20,085 455 - - 19,630
Total CIP Grant Street Projects 363,656 (467,321) 11,130 716 (93,251)
CIP Grant Park&Trail Projects
AB8939 Beverage Container Grant Funding 22,043 (19,785) - - 2,258
Joe's Trail at Saratoga/De Anza 183,150 141,387 - - 41,764
Total CIP Grant Park&Trail Projects (161,107) 121,602 - - (39,506)
CIP Grant Facility Projects - - - -
ADA-Public Counters - - 8,620 (8,620)
ADA-Doors/Ramps/Handrails - - - 22,468 22,468
Total CIP Gant Facility Projects - - 31,088 (31,088)
CH?Grant Administrative Projects - - - - -
Gas Tax Fund Projects
Annual Street Resurfacing 374,189 567,937 87,534 186,494 (750,825) 92,340
Prospect/Saratoga OBAGImprovement - (2,033) - - 544,825 542,792
Citywide Signal Upgrade R - - - 100,000 100,000
Fruitvale Avenue Median 2,033 - - - 2,033
Arroyo de Arguello Storm Drain 70,000 - - 70,000
Quito Road&Paseo Olivos Storm Drain 40,000 - - - 40,000
Total Cas Tax Fund Projects 486,222 565,904 87,534 186,494 (106,000) 847,165
Total CIP Funds 3,420,333 (649,441) 138,066 336,500 274,880 2,816,251
39
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
Treasury Balance Last 12 Months
$20,000,000
$18,000,000 r
$16,000,000
$14,000,000
$12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
$0
I,y3 -AIN y'h
\a Q�� ��� � o e
■Reserves ■Operating ■CIP ■Internal Service ■Districts ■Debt Service
40
ATTACHMENT D
Local Agency Investment Fund
Q uarte rly Appo rtio nme nt Rate s
March June September December
1977 5.68 5.78 5.84 6.45
1978 6.97 7.35 7.86 8.32
1979 8.81 9.10 9.26 10.06
1980 11.11 11.54 10.01 10.47
1981 11.23 11.68 12.40 11.91
1982 11.82 11.99 11.74 10.71
1983 9.87 9.64 10.04 10.18
1984 10.32 10.88 11.53 11.41
1985 10.32 9.98 9.54 9.43
1986 9.09 8.39 7.81 7.48
1987 7.24 7.21 7.54 7.97
1988 8.01 7.87 8.20 8.45
1989 8.76 9.13 8.87 8.68
1990 8.52 8.50 8.39 8.27
1991 7.97 7.38 7.00 6.52
1992 5.87 5.45 4.97 4.67
1993 4.64 4.51 4.44 4.36
1994 4.25 4.45 4.96 5.37
1995 5.76 5.98 5.89 5.76
1996 5.62 5.52 5.57 5.58
1997 5.56 5.63 5.68 5.71
1998 5.70 5.66 5.64 5.46
1999 5.19 5.08 5.21 5.49
2000 5.80 6.18 6.47 6.52
2001 6.16 5.32 4.47 3.52
2002 2.96 2.75 2.63 2.31
2003 1.98 1.77 1.63 1.56
2004 1.47 1.44 1.67 2.00
2005 2.38 2.85 3.18 3.63
2006 4.03 4.53 4.93 5.11
2007 5.17 5.23 5.24 4.96
2008 4.18 3.11 2.77 2.54
2009 1.91 1.51 0.90 0.60
2010 0.56 0.56 0.51 0.46
2011 0.51 0.48 0.38 0.38
2012 0.38 0.36 0.35 0.32
2013 1 0.281 0.241 0.261 0.26
2014 1 0.241 0.001 0.00 0.00
41
SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY:Debbie Bretschneider DIRECTOR:
Deputy City Clerk
SUBJECT: Resolution Authorizing Final Disposition of Certain City Records
RECOMMENDED ACTION:
Adopt resolution authorizing final disposition of certain city records.
REPORT SUMMARY:
On November 6, 2013, the City Council approved a new Records Retention Schedule. In
accordance with the schedule, staff and the City Attorney review archived documents to
determine those that are nonessential and can, therefore, be shredded.
In order to comply with State law,processing expired records for destruction is a multi-step
process:
1. Staff in each department identifies records for which the retention period has expired in
accordance with the approved records retention schedule. Each box is looked through to
make sure it does not include records that must be retained.
2. Department directors review and approve the list of records to be destroyed in their
departments.
3. The City Clerk and City Attorney review and approve a combined list of all expired records.
4. The list of records is presented to the City Council along with a resolution authorizing the
shredding of listed documents. Records may not be shredded without the authorization of the
City Council.
At this time, staff has identified 37 boxes of expired records and is requesting authorization from
the Council to proceed with shredding the documents.
FISCAL IMPACTS:
Funding for shredding of records is included in the operating budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Records will not be shredded.
42
ALTERNATIVE ACTION:
Remove specific records from destruction list and approve with changes.
FOLLOW UP ACTION:
Consistent with the City's standard policy, the records will be held for seven days for review
pursuant to the Public Records Act. If no request for review is submitted, they will be promptly
destroyed. If a request for review is submitted, the records will be destroyed between 20 and 30
days after they have been made available for review.
ADVERTISING,NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
Attachment 1 -Resolution Authorizing the Final Disposition of Certain City Records
Attachment 2 -Exhibit A: List of Records Proposed for Final Disposition
556489.1
43
RESOLUTION NO. 14-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING THE FINAL DISPOSITION OF CERTAIN CITY RECORDS
WHEREAS, Government Code Section 34090 et seq. authorizes City department heads to
destroy certain records, documents, instruments, books or paper after the same are no longer required
with the approval of the legislative body by resolution and the written consent of the City Attorney.
NOW, THEREFORE,the City Council of the City of Saratoga hereby resolves as follows:
1. Department heads are hereby authorized to have shredded those certain records,
documents, instruments,books or paper under their charge as described in Exhibit `A.
2. The records, documents, instruments,books or paper described in Exhibit `A shall be
held for seven days for review pursuant to the Public Records Act prior to shredding.
If no request for review is submitted within that time, they shall be promptly
destroyed. If a request for review is submitted,the records shall be destroyed not less
than twenty days and not more than thirty days after the records have been made
available for review.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 2nd day of July, 2014 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
ATTEST:
Crystal Bothelio, City Clerk
CITY ATTORNEY CONSENT TO DESTRUCTION
OF THE RECORDS, DOCUMENTS, INSTRUMENTS,
BOOKS OR PAPER DESCRIBED IN EXHIBIT `A.:
Richard Taylor
City Attorney
44
July 2014 Destruction
* After Scanning
box number description retention destruction date
CE 1 Massage permits 2002-2009 Closed+2 Jan. 2012
Noise Excemption permits 2001-2011 other Misc. permits
CE 2 1999-2011 Closed+2 Jan. 2014
CE 3 Massage Permits 1998-2008 Closed+2 Jan. 2011
CE 4 Closed Code Enforcement Cases 2005-2007 Closed+2 Jan. 2010
CE 5 Closed Code Enforcement Cases 2005-2009 Closed+2 Jan. 2012
CE 6 Closed Code Enforcement Cases 2002-2011 Closed+2 Jan. 2014
Statements of Economic Interests 1977-1995 Non-elected
CMO 1 Nomination papers 1986 & 1982 Current Year+7 Jan. 2003
22A 1987-1988 City Council staff reports Current year+2* Jan. 1991
121-10 Accounts payable -recreation 2007-2008 Audit+4 Jan. 2014
HR1 Terminated Employee Files 2000-6/30/2010 Termination+ 10 7/1/2014
149 1997-1999 City Council staff reports Current year+ 2* Jan. 2003
165 1998 City Council staff reports Current year+2* Jan. 2002
235 2007-2009 City Council agenda supplemental documents Current year+2* Jan. 2013
Finance
134A-1 Journal Entries -July-Dec 2005 Audit+4 Jan. 2012
13413-1 Jouranl entries- Jan. 2005-June 2005 Audit+4 Jan. 2011
539 Bank Statements: 02/08-06/08 Audit+ 5 Jan. 2014
540 Bank statements: 07/07-01/08 Audit+ 5 Jan. 2014
543 Journal Entries - July-Dec 2005 and Jan. 2006 Audit+4 Jan. 2013
544 Joural Entries Feb-June 2006 Audit+4 Jan. 2013
576 Courier Receipts/Bank deposits May 2006-July 2008 Audit+ 5 Jan. 2014
612 Development Deposit binders 2001-2006 Closed+ 2 Jan. 2014
618 FY 2008-2009 AP checks Audit+4 Jan. 2014
619 FY 2008-2009 AP checks I Audit+4 jJan. 2014
620 FY 2008-2009 AP checks Audit+4 jJan. 2014
45
621 FY 2008-2009 AP checks Audit+4 Jan. 2014
622 FY 2008-2009 AP checks Audit+4 Jan. 2014
623 FY 2008-2009 AP checks Audit+4 Jan. 2014
624 FY 2008-2009 AP checks Audit+4 Jan. 2014
625 Bank Statements FY 2008 Audit+ 5 Jan. 2014
633 Checking Account reconcililations 2008 Audit+ 5 Jan. 2014
636 Bank Reconciliations 2005-2008 Audit+ 5 Jan. 2014
637 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014
638 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014
639 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014
640 FY 2008-2009 Cash Receipts Audit+4 Jan. 2014
665 FY 2008-2009 Cash Receipts Audit+4 IJan. 2014
666 FY 2008-2009 Cash Receipts Audit+4 IJan. 2014
46
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director
SUBJECT: Landscape and Lighting Assessment District Zone 36 (Allendale)—Fiscal Year
2014/15 Budget Adjustment
RECOMMENDED ACTION:
Approve Resolution adjusting Fiscal Year 2014/15 budget to include newly annexed Landscape and
Lighting Assessment District Zone 36(Allendale).
REPORT SUMMARY:
The attached budget resolution will amend the Fiscal Year 2014/15 budget to reflect the successful
annexation of Zone 36—Allendale into the City's Landscape and Lighting Assessment District.
The amount of budget adjustment includes the transfer of$1,000 from the City's CIP to match
initial improvement costs.
It is therefore recommended that City Council approve the attached Resolution adjusting Fiscal
Year 2014/15 budget.
FISCAL IMPACTS:
The attached Resolution amends the Fiscal Year 14/15 budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The Resolution amending the budget would not be approved and there would be no accounts to
place revenue and expenditures.
ALTERNATIVE ACTION (S):
None in addition to the above.
FOLLOW UP ACTION(S):
The work will take place during the late summer and fall.
Page 1 of 2
47
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:
1. Budget Resolution.
Page 2 of 2
48
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO APPROPRIATE FUNDS FOR THE NEWLY ACCEPTED L & L DISTRICT:
ALLENDALE -ZONE36
WHEREAS,the City Council adopted the new L&L District, Zone 36(Allendale),at the City Council
Meeting on June 4,2014;
WHEREAS, funds need to be appropriated for the implementation of the new L&L District
WHEREAS,Assessments and matching CIP funds are needed and available to cover these expenses
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2014/15 Operating Budget as follows:
Account Description Account Amount
To appropriate revenue for L &L District:Allendale Landscape&Lighting Zone 36:
Assessment Revenues 256-5302.41151 $ 3,609.00
Transfer In-Capital Matching Funds 256.5302.49999 $ 11000.00
To appropriate expenses for L &L District:Allendale Landscape&Lighting Zone 36:
Landscaping 256-5302.64547 $ 2,000.00
Maintenance 256-5302.64549 $ 1,440.00
Indirect costs 256-5302.62451 $ 1,169.00
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2014/15 Operating Budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on 2nd day of July, 2014 by the following vote:
AYES:
NOES:
AB SENT:
ABSTAIN:
Emily Lo, Mayor
City of Saratoga
Attest:
Crystal Bothelio, City Clerk
49
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2014 AGENDA ITEM:
ORIGINATING DEPT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DEPT HEAD: John Cherbone
Public Works Director Public Works Director
SUBJECT: Landscaping & Lighting Assessment District LLA-1; Resolutions initiating
renewal of the District for FY 15-16.
RECOMMENDED ACTION(S):
1. Move to adopt the Resolution describing improvements and directing preparation of the
Engineer's Report.
2. Move to adopt the Resolution appointing the Attorney's for the District.
REPORT SUMMARY:
Attached are two Resolutions the City Council must adopt to initiate the annual process of
renewing the Landscaping& Lighting Assessment District LLA-1 for the upcoming fiscal year
beginning on July 1 and/or annex new Zones. A brief summary of each Resolution is as follows:
1. Resolution describing improvements and directing preparation of the Engineer's
Report- This is the Resolution required under Streets & Highways Code Section 22622 to
initiate the annual renewal process for the existing assessment district and the annexation of
new Zones for the ensuing fiscal year. The Resolution references the proposed improvements
to be provided by the district(Exhibit A), and directs the preparation of the Engineer's
Report required under S&H Code Section 22565.
2. Resolution appointing Attorneys -This Resolution appoints the City Attorney's office as
the attorneys for the District throughout the renewal process, and limits their fees in
connection with this work to $500.
The provisions of SB 919 (The Proposition 218 Omnibus Implementation Act) adopted by the
State legislature in 1997, (Chapter 38, Stats. 1997), and which became effective on July 1, 1997,
will be implemented during the renewal process if necessary.
50
Procedurally this means that assessment ballots will be mailed to those property owners within
the District whose initial proposed assessments are either 1)higher than in any previous year and
who have not previously voted on their assessments, 2)higher than what was authorized via
balloting conducted in a previous year, or 3) annexation of new Zones. As in previous years,
ballots will be separately tabulated at the close of the Protest Hearing for each Zone that may be
voting. Only those ballots returned by the close of the Protest Hearing will count towards
determining whether a majority protest exists.
FISCAL IMPACTS:
The costs associated with administering the Landscaping&Lighting Assessment District are
recovered via the assessments levied against the properties, which receive special benefit from
the services provided through the District. A detailed analysis of the proposed financing for the
District in FY 15-16 will be provided in the Engineer's Report.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
One or both of the Resolutions would not be adopted. This would delay initiating the process to
renew the District for FY 15-16.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
Work on the Engineer's Report will begin.
ADVERTISING,NOTICING AND PUBLIC CONTACT:
This item was posted as a City Council agenda item and was included in the packet made
available on the City's web site in advance of the meeting. A copy of the agenda packet is also
made available at the Saratoga Branch Library each Monday in advance of the Council meeting
and residents may subscribe to the agenda on-line by opting in at www.sarato ag ca.us.
Eventually, notices and ballots will be mailed to certain property owners as required by law.
Additionally, notices will be published in the Saratoga News as required.
ATTACHMENTS:
1. Resolution describing improvements and directing preparation of the Engineer's Report.
2. Resolution appointing Attorneys.
51
RESOLUTION NO.
A RESOLUTION DESCRIBING IMPROVEMENTS AND
DIRECTING PREPARATION OF ENGINEER'S REPORT
FOR FISCAL YEAR 2015-2016
CITY OF SARATOGA LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1
RESOLVED, by the City Council of the City of Saratoga, California, as follows:
1. The City Council did, pursuant to the provisions of the Landscaping and Lighting
Act of 1972, Part 2, Division 15 of the Streets and Highways Code of the State of California,
conduct proceedings for the formation of the City of Saratoga Landscaping and Lighting
Assessment District LLA-1 and for the levy and collection of assessments for fiscal year 1980 -
1981, and did, on June 18, 1980, pursuant to proceedings duly had, adopt its Resolution No. 950-
D, a Resolution Overruling Protests and Ordering the Formation of an Assessment District and
the Improvements and Confirming the Diagram and Assessments;
2. The public interest, convenience and necessity require, and it is the intention of
said Council to undertake proceedings for the levy and collection of assessments upon the several
lots or parcels of land in said District, for the construction or installation of improvements,
including the maintenance or servicing, or both, thereof, for the fiscal year 2015-2016.
3. The improvements to be constructed or installed, including the maintenance or
servicing, or both, thereof, are more particularly described in Exhibit "A" hereto attached and by
reference incorporated herein.
4. The costs and expenses of said improvements, including the maintenance or
servicing, or both, thereof, are to be made chargeable upon said District, the exterior boundaries
of which District are the composite and consolidated area as more particularly shown on a map
thereof on file in the office of the Clerk of the City of Saratoga to which reference is hereby made
for further particulars. Said map indicates by a boundary line the extent of the territory included
in said District and of any zone thereof and shall govern for all details as to the extent of the
assessment district.
5. The Engineer of said City be, and is hereby, directed to prepare and file with said
Clerk a report, in writing, referring to the assessment district by its distinctive designation,
specifying the fiscal year to which the report applies, and, with respect to that year, presenting the
following:
i
52
a) plans and specification of the existing improvements and for proposed
new improvements, if any, to be made within the assessment district or
within any zone thereof,
b) an estimate of the costs of said proposed new improvements, if any, to be
made, the costs of maintenance or servicing, or both, thereof, and of any
existing improvements, together with the incidental expenses in
connection therewith;
C) a diagram showing the exterior boundaries of the assessment district and
of any zones within said district and the lines and dimensions of each lot
or parcel of land within the district as such lot or parcel of land is shown
on the County Assessor's map for the fiscal year to which the report
applies, each of which lots or parcels of land shall be identified by a
distinctive number or letter on said diagram; and
d) a proposed assessment of the total amount of the estimated costs and
expenses of the proposed new improvements, including the maintenance
or servicing, or both, thereof, and of any existing improvements upon the
several lots or parcels of land in said district in proportion to the estimated
particular and distinct benefits to be received by each of such lots or
parcels of land, respectively, from said improvements, including the
maintenance or servicing, or both, thereof, and of the expenses incidental
thereto.
6. The Office of the Public Works Director of said City be, and is hereby, designated
as the office to answer inquiries regarding any protest proceedings to be had herein, and may be
contacted during regular office hours at the City Hall, 13777 Fruitvale Avenue, Saratoga,
California 95070 or by calling (408) 868-1241.
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the 2nd day of July, 2014 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
ATTEST:
Crystal Bothelio, City Clerk
2
53
Exhibit A
DESCRIPTION OF IMPROVEMENTS
The design, construction or installation, including the maintenance or servicing, or both, thereof,
of landscaping, including trees, shrubs, grass or other ornamental vegetation, statuary, fountains
and other ornamental structures and facilities, and public lighting facilities for the lighting of any
public places, including traffic signals, ornamental standards, luminaries, poles, supports,
tunnels, manholes, vaults, conduits, pipes, wires, conductors, guys, stubs, platforms, braces,
transformers, insulators, contacts, switches, capacitors, meters, communication circuits,
appliances, attachments and appurtenances, including the cost of repair, removal or replacement
of all or any part thereof, providing for the life, growth, health and beauty of landscaping,
including cultivation, irrigation, trimming, spraying, fertilizing and treating for disease or injury;
the removal of trimmings, rubbish, debris and other solid waste; electric current or energy, gas or
other illuminating agent for any public lighting facilities or for the lighting or operation of any
other improvements; and the operation of any fountains or the maintenance of any other
improvements.
3
54
RESOLUTION NO.
A RESOLUTION APPOINTING ATTORNEYS
FOR FISCAL YEAR 2015-2016
CITY OF SARATOGA LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1
RESOLVED, by the City Council of the City of Saratoga, California,that
WHEREAS, the City Council has determined to undertake proceedings for the levy and
collection of assessments upon the parcels of land in the City of Saratoga Landscaping and
Lighting Assessment District LLA-1 pursuant to the Landscaping and Lighting Act of 1972 for
the construction or installation of improvements, including the maintenance or servicing, or both,
thereof for the fiscal year 2015-2016; and
WHEREAS, the public interest and general welfare will be served by appointing and
employing attorneys for the preparation and conduct of said proceedings;
NOW, THEREFORE, IT IS ORDERED, as follows:
1. That the law firm of Shute, Mihaly&Weinberger be, and it is hereby appointed
and employed to do and perform all legal services required in the conduct of said proceedings,
and that its compensation be, and it hereby is fixed at not to exceed$500.00.
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the 2nd day of July, 2014 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
ATTEST:
Crystal Bothelio, City Clerk
55
SARATOGA CITY COUNCIL
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: Public Works Department CITY MANAGER: Dave Anderson
PREPARED BY: Mainini Cabute DIRECTOR: John Cherbone
Administrative Analyst II
SUBJECT: Approve Donation from Roku,Inc to Sponsor Summer Movie Night Events
RECOMMENDED ACTION:
Authorize the City Manager to accept a donation from Roku in an amount not to exceed $2,400 for
the Summer Movie Night events.
BACKGROUND:
Beginning in 2009, the City of Saratoga and the Parks and Recreation Commission (PRC) began
conducting an outdoor movie night in September at Wildwood Park for the community.
Beginning in 2013, the City began hosting a 3-series movie on the 3rd Friday for 3 months
beginning in June at El Quito Park. Each movie event costs approximately $1,200 for the rental
of the movie equipment, the movie rental and licensing fee, and the cost of one park attendant to
staff the event.
In the past, an outdoor movie night event has attracted approximately 100-180 attendees.
Recently, in June 2014, the first movie night of this summer series showed Frozen and attracted
over 350 attendees, a record number for the City of Saratoga. For the first time ever, the City
posted banners at the seven median locations advertising the movie events, which may have
contributed to the high turnout. The City rented movie equipment from Avista Rental,which
gives the City a 25% discount for hosting multiple movies. Each movie event will cost
approximately$715 for movie equipment rental. The amount includes $200 to pay for the 2
technicians needed to oversee the equipment.
The City rents its movies and obtains licensing from Swank Motion Pictures. Movie rental and
licensing for Frozen totaled$374. Sponsors of movie nights include Starbucks for the coffee,
Roku for hot chocolate, Gene's Market for the meat platter,Action Day Pre-School for popcorn,
and Rose Donuts for donut holes. Each outdoor movie event this series will take place at El
Quito Park. The PRC will present the following movies in July and August: July 18-Avengers,
and August 15- Despicable Me 2.
Page 1 of 2
56
DISCUSSION:
Recently, a Parks and Recreation Commissioner was presented with a proposal from Roku, Inc.
to sponsor one event in the amount $1,200, with the possibility of sponsoring the August event
for an additional $1,200, totaling $2,400. Due to the City Council's summer recess, staff is
recommending that the City Council authorize the City Manager to accept a donation of up to
$2,400 from Roku, should the company choose to sponsor the August event.
If the donation is accepted, City staff will design and create a banner that will recognize Roku as
the sponsor for movie night, along with other donors of the event. This banner will be erected at
the park on the night of the event. Additionally, Roku will be recognized as a sponsor on event
flyers.
FISCAL IMPACTS:
If approved, the City would accept the sponsorship donation from Roku and use it to pay for the
movie night event in July and possibly in August. Without the donation, the City would continue to
use its allocated funds from the movie night program to pay for the events.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The movie night event in July and possibly August would not be paid for by Roku, Inc.
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:
Budget Resolution to Accept Roku Donation and Sponsorship
Page 2 of 2
57
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO ACCEPT AND APPROPRIATE FUNDS FROM ROKU,INC. FOR
THE CITY OF SARATOGA'S MOVIE NIGHTS EVENTS
WHEREAS,Roku, Inc. has made an offer not to exceed$2,400 in donation toward Saratoga Movie
Nights Events; and
WHEREAS, it is necessary to make adjustments to accept and appropriate these funds from Roku, Inc.
into the Fiscal Year 2014/15 Operating Budget as follows:
Account Description Account Amount
To appropriate revenue from Roku, Inc.for the Saratoga Movie Nights:
Revenue from Roku, Inc.: 111.8302.46531 Not to exceed$2,400.00
To appropriate expenses from Roku, Inc.for the Saratoga Movie Nights:
Expenditure: 111.8302.68651 Not to exceed$2,400.00
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2014/15 Operating budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on 2nd day of July, 2014 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
City of Saratoga
Attest:
Crystal Bothelio, City Clerk
58
SARATOGA CITY COUNCIL
MEETING DATE: July 2,2014 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Confirmation of Report and Assessment of 2014 Weed/Brush Abatement Program
RECOMMENDED ACTION:
Open public hearing, accept public testimony, close public hearing, and adopt resolution
confirming report and assessment of hazardous vegetation abatement charges.
BACKGROUND:
Under State and local laws, local governments routinely abate the seasonal hazardous vegetation
on undeveloped property. For the County and several cities, including Saratoga, this hazardous
vegetation abatement program is administered by the Office of the Agricultural Commissioner.
As part of the abatement program, properties are inspected for hazardous vegetation and property
owners that are out of compliance are notified that they must meet abatement requirements. If the
property owner fails to do so, a contractor hired by the County will perform abatement work and
the cost of removal will be applied to the property owner's property tax.
The attached list, Attachment B, notes the parcels that remain out of compliance with weed
and/or brush abatement requirements. If the property owner completes the abatement work prior
to the County contractor performing the abatement, the property owner will only incur a $250
inspection fee. If the property is new to the program, there is also a $41 administrative fee to
create and maintain a file on the property in the weed and brush abatement program database. If
abatement work is performed by the County's contractor, the property owner will be assessed for
these fees plus the cost of work performed by the contractor and an additional administrative fee
of $169 per parcel. The total amount will be included as a special assessment on the property
owner's tax bill following confirmation of charges.
If the attached resolution is adopted by Council, the Office of the Agricultural Commissioner will
proceed with the abatement program process and property owners will be assessed for any
applicable administrative, inspection, or abatement work expenses.
Page 1 of 2
59
FISCAL IMPACTS:
There are no direct financial impacts to the City of Saratoga as a result of the weed and brush
abatement programs if the attached resolution is adopted. Associated costs are charged to
property owners.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
If the resolution is not adopted, the City may be liable for assessments not levied.
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. Additionally, a notice of public hearing was
published in the San Jose Mercury News on June 21, 2014.
ATTACHMENTS:
Attachment A—Resolution Confirming Report and Assessment Charges
Attachment B—2014 Hazardous Vegetation Abatement Assessment Report
Attachment C—Notice of Public Hearing
Page 2 of 2
60
RESOLUTION NO. 14-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
CONFIRMING REPORT AND ASSESSMENT OF HAZARDOUS VEGETATION
ASSESSMENT CHARGES
WHEREAS, at a regular meeting of the Saratoga City Council held on July 2, 2014, the
Office of the Agricultural Commissioner submitted a report to the City Council consisting of all
unpaid bills for weed and brush abatement expenses and a proposed assessment list, including
the parcels against which said expenses and applicable administrative and collection costs are to
be assessed, all pursuant to Article 7-15 of the Saratoga City Code; and
WHEREAS,the City Council, having heard said report and all objections finds that no
modifications need to be made to any of said assessments;
NOW, THEREFORE,BE IT RESOLVED that the 2014 Weed Abatement Program
Assessment Report, City of Saratoga,prepared by the Office of the Agricultural Commissioner,
attached to this resolution as Exhibit A and incorporated herein by reference, be and hereby is
confirmed. Should the abatement work be completed by a County contractor, the property owner
will be assessed the contractor's charges plus a County administrative fee of$169 per parcel.
The total amount will be included as a special assessment on the property owner's tax bill
following confirmation of the charges; and the Santa Clara County Auditor will be directed to
enter the amounts of said assessments against the respective parcels of land on the County Tax
Roll, and to collect the same at the time and in the manner as general municipal taxes are
collected.
A certified copy of this resolution and assessments shall be filed with the Santa Clara County
Auditor.
Attachments:
Exhibit A—2014 Weed Abatement Program Assessment Report—City of Saratoga
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 2nd day of July 2014 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
ATTEST:
DATE:
Crystal Bothelio, City Clerk
61
2014 'Weed Abatement Program Exhibit A
Assessment Report
City of Saratoga
TAX ROLL
Situs APN OWNER ADDRESS AMT TRA
1 14805 Fruitvale 397-18-027 Bank Of America Na Succ Merger 1800 Tapo Canyon Rd SIMI VALLEY 93063 $250.00 15042
2 22060 Mt Eden 503-09-021 Muilenburg,Michael S 22060 Mt]Eden Rd SARATOGA 95070-9729 $250.00 15017
3 22122 Mt]Eden 503-13-143 Az Chemicals Inc Etal 8226 Rinconada Ct NEWARK 94560 $250.00 15033
4 Mt Eden 503-13-144 Chapel,Judy Po Box 22439 SAN DIEGO 92192-2439 $250.00 15017
5 Mt Eden 503-13-145 Chapel,Judy P O Box 22439 SAN DIEGO 92192-2439 $250.00 15033
6 14134 Dorene 503-31-058 Liang,Zhu 14134 Dorene Ct SARATOGA 95070-9727 $783.00 15033
TOTAL $2,033.00
Report Date: 6/24/2014 (List Sorted by APN) Pagel
62
NOTICE OF PUBLIC HEARING BEFORE CITY COUNCIL
Notice is hereby given that the City Clerk of the City of Saratoga State of California has
set WEDNESDAY, THE 2ND DAY OF JULY 2013 AT 7:00 P.M. in the City Council
Chambers at 13777 Fruitvale Avenue, Saratoga, California, as the set time and place for
public hearing on:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARAOGA
CONFIRMING REPORT AND ASSESSMENT OF WEEDS AND BRUSH
ABATEMENT CHARGES
All interested persons may appear and be heard at the above time and place. If you
challenge this item in court, you may be limited to raising only issues you or someone
else raised at the public hearing described in this notice or in written correspondence
delivered to the City Council at, or prior to the public hearing.
In order to be included in the City Council's information packets, written
communications should be filed on or before the Thursday before the meeting. A copy of
any material provided to the City Council on the above hearing(s) is on file at the Office
of the Saratoga City Clerk at 13777 Fruitvale Avenue, Saratoga. Questions may be
addressed to the City Clerk, (408) 868-1269.
/s/Crystal Bothelio, City Clerk
PUB: 6/23/2014
63
SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
SUBJECT: Hakone Gardens Master Plan—Approve Request for Proposals (RFP) and
Accept$150,000 in Matching Funds from the Hakone Foundation
RECOMMENDED ACTION(S):
1. Accept $150,000 in matching funds from the Hakone Foundation for the Hakone Gardens
Master Plan
2. Approve Resolution amending the FY 14/15 Budget
3. Approve Request for Proposal (RFP) for the Hakone Gardens Master Plan
REPORT SUMMARY:
Back_rg ound
A Development Agreement with the Hakone Foundation was approved by City Council in April
that contains a methodology for jointly developing a master plan for Hakone (See Attached
Agreement). The first phase of the project calls for the City and the Foundation to each deposit
$150,000 into a dedicated account prior to release of an RFP for the effort.
Discussion
Representatives from the Hakone Foundation will be present at the City Council meeting to
deliver matching funds in the amount of$150,000. A Resolution amending the FY 14/15 Budget
is attached.
The RFP will serve as the vehicle to attract qualified firms for the development of a master plan
including environmental clearances. Staff proposes a similar process as the recently approved
Quarry Park Master Plan. There will be multiple public meetings to attract public comment as
well as with the City Council. The public meetings will be well advertised and held at Hakone
Gardens. Staff will preside over the meetings with support from the consultants.
If approved by City Council, the RFP will be mailed to qualified firms in July. Staff will review
the proposals with the Hakone Foundation and bring a consulting contract back to the City
64
Council for approval in October. The development of the master plan will take approximately
one year.
FISCAL IMPACTS:
A Resolution amending the FY 14/15 Budget is attached for the $150,000 in matching funds
from the Hakone Foundation.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The RFP would not be approved and the development of a master plan for Hakone Gardens
would not move forward.
ALTERNATIVE ACTION(S):
1. Create a Task Force to guide the master plan development. The Task Force could be any
combination of members from the PC, PRC, HPC, Hakone Foundation, and City Council.
2. Choose a specific City Commission to guide the master plan development.
FOLLOW UP ACTION(S):
The RFP will be mailed to qualified consulting firms in July.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City's website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
1. Resolution amending the FY 14/15 Budget
2. Request for Proposal
3. Development Agreement
65
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO ACCEPT AND APPROPRIATE FUNDS FROM THE HAKONE FOUNDATION FOR
THE HAKONE MASTER PLAN DEVELOPMENT—PRELIMINARY ENGINEERING
AND DESIGN PHASE
WHEREAS, the City Council approved a Development Agreement with the Hakone Foundation for the
development of a Master Plan for Hakone Gardens
WHEREAS, the Development Agreement stipulates an initial deposit of$150,000 from the Hakone
Foundation and the City of Saratoga
WHEREAS,the City of Saratoga has such funds already appropriated in a dedicated CIP Account
WHEREAS,the Hakone Foundation is now providing its initial deposit of$150,000
WHEREAS, it is necessary to make adjustments to accept and appropriate these funds from the Hakone
foundation into the Fiscal Year 2014/15 CIP Budget as follows:
Account Description Account Amount
To appropriate revenue from the Hakone Foundation for the Hakone Master Plan Development project:
Revenue from the Hakone Foundation: 412.9222-001.49999 $ 150,000.00
To appropriate expenses from the Hakone Foundation for the Hakone master Plan Development project:
Expenditure: 412.9222-001.81142 $ 150,000.00
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2014/15 Capital Improvement budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on 2nd day of July,2014 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
City of Saratoga
Attest:
Crystal Bothelio, City Clerk
66
CITY OF SARATOGA
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868-1200
19M COUNCIL MEMBERS:
+4[r Manny Cappello
Jill Hunter
hvorpmted ab1xr2Z1956 Emily Lo
Howard Miller
Chuck Page
DRAFT
July 16, 2014
Subject: Request for Proposal to Provide Professional Design Services for Hakone Garden
Master Plan
To Whom It May Concern:
The City of Saratoga, pursuant to Municipal Code section 2-45.140, is requesting proposals
from qualified consulting professionals experienced in developing Master Plans and
environmental review documents required by CEQA for historically significant sites. The
successful consultant shall perform the tasks as listed in the Project Description below.
SUBMISSION DEADLINE
In order for your proposal to be considered, submit ten (10) copies to:
John Cherbone
Public Works Director
City of Saratoga
13777 Fruitvale Avenue
Saratoga, California 95070
(408) 868-1241
(408) 868-1281 Fax
Site Visit Meeting: Thursday, August 7th, 2014, 2:00 PM at Hakone Gardens.
Submission deadline: Thursday, August 28th 2014, 5:00 p.m.
67
PROJECT DESCRIPTION
Background
Hakone Garden was originally part of a sixteen-acre estate belonging to Oliver and Isabel
Stine of San Francisco. It was Mrs. Stine's visit to Japan that inspired the creation of the
gardens in 1917. Fuji-Hakone National Park and the Japanese gardens made such an
impression on her that she employed an Imperial gardener to landscape her summer
residence site in Saratoga. A Japanese architect was also hired to design the family
residence and the guesthouse. The City of Saratoga purchased the property in 1966 for use
as a City Park. Hakone Gardens now consists of the Upper and Lower houses and the four
gardens of Hakone. The Upper House was built on the slope of the Moon-viewing Hill and
was intended to be a place of quiet retreat. As in the traditional samurai style,it was built
without nails and the exterior treated to give a look of age. The Lower House was the
original Stine family summer residence. At the outside corner of the house is a sodegaki
(sleeve) gate, crafted of split bamboo and Hagi grass. The four gardens are the essence of
the park. Each one has been maintained as an authentic Japanese garden. The Hill and
Pond Garden was created for strolling, the Tea Garden for tranquility, and the Zen
Garden for meditation. Kizuna-En, the bamboo garden, is the result of a close friendship
with Saratoga's sister city, Muko-shi, Japan. The garden is comprised of gifts from the
City such as stone lanterns and bamboo fences. The Sister City Organization was formed
in 1982 and a formal relationship now exists between the two. In 1984, the mayors signed
an agreement and this has initiated annual visits between citizens as well as a summer
student exchange program. A Cultural Exchange Center was completed in the early 1990's
and in 1997 the City entered into a 55 year lease with the Hakone Foundation for operation
of the park. In 2004 Hakone was designated the oldest Asian Estate, Gardens and Retreat
in the Western Hemisphere by the National Trust for Historic Preservation—one of only 12
historic sites in America to receive the Trust's top grant award: Save America's Treasures.
Today Hakone is operated by the Hakone Foundation and serves as a multicultural center
for the vast number of cultures on the West Coast. The Hakone Foundation is a nonprofit
organization seeking to manage the Gardens toward independence from public financing
by encouraging membership contributions, managing rentals of the buildings and gardens
and by sponsoring programs. By serving as a unique multicultural venue for residents and
visitors from throughout the Bay Area and the world, Hakone is becoming a true global
forum for the arts and culture.
As an independent Foundation, launched in 2000, Hakone hosts thousands of visitors a
year, many of whom travel from Asia, Europe, Australia, and Africa. In recent years, the
Foundation hosted the Prime Minister of Japan and a number of Japanese and Chinese
Ambassadors and Consuls General. In addition, the Foundation routinely brings in
renowned artists, dancers, performers, and musicians from throughout the world. Hakone
also serves as a venue for art and cultural classes and cross-cultural programs and
Page 12
68
exhibitions. Many Bay Area corporations now view Hakone as the ideal setting for
corporate retreats and conferences.
Hakone's unique and beautiful setting has helped it become one of the preferred venues for
weddings, receptions, corporate events, and special occasions of all types in the Bay Area.
Master Plan
The Master Plan will serve as a guide to restoring and enhancing the buildings and other
structures and facilities both throughout the historic Japanese Gardens and in the
surrounding, protective natural park area of the 18-acre land parcel. During its 97 years of
history the garden has matured, but time has taken its toll on some of the unique elements
of the gardens. It is the aim of the Master Plan to provide technical and aesthetic guidelines
that can be followed in rejuvenating the gardens, and maintaining their cultural and
historic nature.
This Master Plan will address many activities related to preservation and enhancement of
the gardens and structures, and the construction of a new Retreat Center and Tea
Room/Gift Shop.
The Master Plan shall include but not limited to the following elements:
• Preservation and enhancement of the existing gardens and structures
• Improve and increase indoor space for visitors via a Retreat Center and Tea
Room/Gift Shop
• Improve aesthetics and accessibility of the entrance/exit of the Gardens by
integrating into the Tea Room/Gift Shop
• Improve and increase year around food service for visitors
• Improve and increase Asian interpretive history wall space for visitors
• Obtain California Environmental Quality Act approvals for the Master Plan and
Phase 1 improvements including but not limited to a new Retreat Center and Tea
Room/Gift Shop
• Facilitation of four public input meetings, three Hakone Foundation Board
meetings, and two City Council Meetings
A conceptual Master Plan (attached)was completed by the Hakone Foundation and can be
used as the foundation to produce a comprehensive Master Plan addressing the elements
above.
Page 13
69
PROPOSAL REQUIREMENTS
1. Background: Provide a description of your firm's background and relevant
qualifications. This shall include a description of experience on any related projects. Also,
provide the following information:
a. The location of the offices where the work is to be performed. If the work is
to be shared among firms and offices at different locations, indicate where
each office is located and what work is to be performed in each office; and
b. A summary of the work to be performed by each sub consultant firm proposed for
the project.
2. Related Experience: Provide a list of similar projects that your firm or sub-
consultants has completed in the last five years including services of an architect or
designer with experience designing traditional Japanese architectural structures and
gardens. Work experience shall include completion of environmental review documents
for significant historic resources as required by CEQA. For each project, include the
name and phone number of the Client.
3. Staff Experience: Provide resumes describing the qualifications of the staff that will
be working on this project. The City is interested in similar type projects completed by
staff in the past five years.
4. Organization Chart. Show the proposed relationships between the key personnel
and support staff who are expected to participate on the project, showing which aspects of
the work each person will be responsible for performing.
5. Listing of Sub consultants: List all sub consultants to be used for this project. The
City reserves the right to approve or reject the use of any such sub consultants.
6. Cost of Providing Services: Please include cost for providing services as described in
the Project Description.
7. Proposal Format: The entire Proposal is to be limited to 50 pages (81/2 X 11", single-
sided) maximum.
Where this Request for Proposal does not adequately define or include the tasks
required providing complete professional services; then describe your recommended
additional services and programs.
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ATTACHMENTS
Conceptual Master Plan prepared by the Hakone Foundation
CONSULTANT SELECTION PROCESS
The City will review all proposals. It is intended that a short list of consultants to be
interviewed will be developed based upon the review of the proposals. A consultant will be
selected following completion of the interviews.
If you have any questions, please call me at (408) 868-1241.
Sincerely,
John Cherbone
Public Works Director
City of Saratoga
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HAKONE GARDENS
MASTER PLAN DEVELOPMENT AGREEMENT
The City of Saratoga ("Saratoga") and the Hakone Foundation, a not-for-profit corporation
organized under the laws of the State of California("Foundation"), each individually a "Party" and
collectively the "Parties", hereby enter into this Master Plan Development Agreement ("Agreement").
WHEREAS, the City leases the City owned property known as Hakone Gardens and located at 21000 Big
Basin Way, Saratoga, California to Foundation pursuant to a long term lease;
WHEREAS, City and Foundation have long shared the objective of developing a Master Plan for Hakone
Gardens;
WHEREAS, the lease provides that the City will facilitate development and adoption of the Master Plan
by retaining and managing relevant professionals and contributing $250,000 in accordance with a Master
Plan Development Agreement between City and Foundation providing a minimum one-to-one funding
match from Foundation for costs associated with Master Plan preparation,preliminary engineering and
design of the visitor and conference center, and environmental review and a three-to-one match from
Foundation for other costs associated with master plan implementation(e.g.,final engineering and design
and construction);
WHEREAS, the Hakone Foundation has proposed that the Visitor and Conference Center referenced in
the lease be planned and developed instead as a Retreat Center and Tea Room and the City is agreeable
to this change; and
WHEREAS, City and Foundation wish to enter the Master Plan Development Agreement contemplated
by the lease as set forth below.
Now therefore the parties hereby agree as follows:
1. Request for Proposals.
A. City and Foundation will cooperate to prepare a request for proposals (RFP) for
preparation of a Master Plan for Hakone Gardens to build on the draft Master Plan
attached as Exhibit A, including preliminary engineering and architectural design of a
retreat center and tea room at a sufficient level of detail to permit project level
environmental review, public and private use policies, and programs to address the needs
assessment attached as Exhibit B.
B. In light of the historic character and specific Japanese design features of Hakone Gardens
the request for proposals will require all proposals to include the services of an architect
or designer with experience in designing traditional Japanese architectural structures and
gardens as well the services of a historic resource consultant to assist in the preparation of
the environmental review.
C. City will coordinate preparation and, following approval by Foundation's representative,
distribution of the RFP. City will accept and process responses to the RFP and
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coordinate review and selection of a proposal that is mutually agreeable to Foundation
and City.
2. Master Plan Preparation Process.
A. Following selection of a proposal that is mutually agreeable to Foundation and City, City
will enter and administer a contract with the selected proposer ("Master Plan
Consultant").
B. The scope of work for the Master Plan preparation contract shall include a timeline
specifying deliverables required under the contract and shall include specific periods for
review and comment by Foundation and City representatives in addition to standard
opportunities for public review and comment. Foundation representatives can include
design professionals advising the foundation on traditional Japanese architectural design.
Foundation and City representatives shall meet regularly during the plan preparation
process to coordinate plan review pursuant to that timeline.
C. Following conceptual approval of a draft Master Plan by Foundation and City, the Master
Plan Consultant will prepare environmental review documents required by the California
Environmental Quality Act (Cal. Pub. Res. Code sections 21000 et seq.) and City shall
administer the environmental review process.
D. Following completion of the environmental review process, Foundation and City shall
each consider the proposed Master Plan for approval. In the event that either Foundation
or City wishes to propose revisions to the proposed Master Plan (for example in response
to impacts identified in the environmental review process), Foundation and City
representatives shall meet and confer to develop mutually agreeable revisions as needed.
3. Retreat Center and Tea Room Final Engineering, Design and Construction.
A. Foundation shall notify City when it wishes to proceed with final engineering, design,
and construction of the Retreat Center and Tea Room in accordance with the approved
Master Plan.
B. City staff will solicit a contract with a consultant for final engineering and design. Upon
completion of construction plans satisfactory to Foundation and City and completion of a
contract administration workplan approved by Foundation and City, City staff will seek
bids for construction, and administer the contract for construction including:
Solicitation of proposals for design and engineering services and award of contract.
Obtaining such permits as may be required from other governmental agencies for
construction of the project.
Contracting for the preparation of construction plans and specifications and submission
of the same for review and approval by Foundation.
Preparation of bid documents, advertisement for bids and award of construction contract
(s), subject to approval thereof by Foundation.
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Administration of the construction contract(s), including supervision and inspection of
the work to assure compliance with the approved plans and specifications,
disbursement of payments to the contractor(s) based upon work satisfactorily
completed, and processing of any change orders.
Issuance of final Project approval, with the concurrence of Foundation, and recordation
of Notices of Completion.
C. Foundation shall promptly review and respond to all materials submitted by the Master
Plan Consultant or Saratoga for review and approval in connection with the project. No
approval in connection with the project shall be unreasonably withheld.
4. Funding. The foregoing work will be jointly funded by Foundation and Saratoga as set forth
below, provided, however that consistent with the Lease, the total expenditures by the City of
Saratoga pursuant to this Agreement and exclusive of costs for City staff time shall not exceed
$250,000.
A. Preparation of the Request for Proposals (RFP) and Master Plan as described in sections
1 and 2, above, shall be funded fifty percent by Foundation and, subject to the $250,000
limit above, fifty percent by City. Prior to release of the RFP (i) City shall establish a
deposit account with $150,000 less any costs incurred in preparation of the RFP from
City (e.g. for City Attorney review) and (ii) Foundation shall deposit $150,000 to the
deposit account. If the cost of the contract with the selected Master Plan Consultant and
any expected related projected expenditures (e.g., review by City traffic engineer) plus a
ten percent contingency will exceed the amount in the deposit account, the parties shall
each deposit one half of the amount required to ensure that the deposit account includes
funds necessary to satisfy all contract obligations plus a ten percent contingency prior to
City approval of the contract with the Master Plan Consultant.
B. Preparation of the Retreat Center and Tea Room final engineering and design and Retreat
Center and Tea Room construction as described in section 3 above shall be funded
seventy-five percent by Foundation and, subject to the $250,000 limit above, twenty-five
percent by City. Prior to approval of any contract by the City, each Party shall deposit its
share of funds sufficient to ensure that the deposit account includes funds necessary to
satisfy all contract obligations and any expected related projected expenditures (e.g.,
review by City geotechnical consultant) plus a ten percent contingency.
5. This Agreement shall take effect on the date last signed below and shall terminate December 31,
2016. Any unused funds in the deposit account not required to pay outstanding obligations to
contractors shall be returned to the Party that contributed the funds.
6. The designated representatives of the parties and the address for any notices pursuant to this
agreement are as follows:
Saratoga Foundation
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John Cherbone Lon Saavedra
City of Saratoga Hakone Foundation
13777 Fruitvale Avenue 21000 Big Basin Way
Saratoga, CA 95070 Saratoga CA 95070
7. This Agreement shall not be construed or deemed to be an agreement for the benefit of any third
party or parties and no third party or parties shall have any claim or right of action hereunder for
any cause whatsoever.
S. In case any one or more of the provisions contained herein shall, for any reason, be held invalid,
illegal, or unenforceable in any respect, it shall not affect the validity of the other provisions
which shall remain in full force and effect.
9. Neither Foundation or Saratoga nor their respective Board and City Council, employees,
officers, agents and assigns shall be responsible for any damage or liability occurring by reason
of anything done or omitted to be done by the other party in connection with carrying out this
Agreement.
10. This Agreement shall be governed and construed in accordance with the statutes and laws of the
State of California.
11. Waiver of any term, condition or covenant, or breach of any term, condition or covenant shall
not be construed as a waiver of any other term, condition or covenant or breach of any other
term, condition or covenant.
12. This Agreement may be amended only through the unanimous written agreement of the Parties.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year
written below.
City of Saratoga Hakone Foundation
By: By:
Dave Anderson, Lrn(saavedW,
City Manager Executive Directo}
Date: Date:
s r
Attest
CryA Bothelio, City Clerk
Date: az) ?-�!
Approved as to Form:
Richard Taylo , C`ty attorney
Date:
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Exhibit A
Draft Master Plan for Hakone Estate and Gardens (April 6, 2011)
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MASTER PLAN
For
Hakone Estate and Gardens
THE HAKONE FOUNDATION
SARATOGA, CALIFORNIA, U. S.A.
April 6, 2011
WORKING DRAFT
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TABLE OF CONTENTS
1. Master Plan Purpose Statement
II. History of Hakone Gardens
III. Value and Significance of Hakone
IV. Hakone Foundation's Financial Objectives
V. Overview of the Gardens, Structures and Surrounding Areas
V. a—Four Major Gardens
V.b.—Smaller Gardens
V. c. —Existing Buildings
VI. Future Plans for the Gardens
VI. a —Four Major Gardens
VI.b. —Smaller Gardens
VI. c.—Existing Buildings
VII. Future Plans for the Gardens and New Structures
A. Visitor Center-Overview
B. Visitor Center—Design Concepts
C. Visitor Center—Facilities
D. Proposed Changes to Other Structures, Facilities and Improved Areas
8. Visitor Flow Through all of the Garden Areas
9. Overview of Hakone Gardens Facilities, Functions and Activities
Attachment 1- Definitions
Attachment 2—Traditional Garden Techniques
Attachment 3—Partnerships
Attachment 4—Observations
Attachment 5—Illustrations
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I. PURPOSE STATEMENT
This Master Plan establishes the conceptual framework which will guide the Hakone
Foundation in its efforts to become a self-sustaining international cultural institution,
and a flagship example of building bridges between the Japanese and Asian Cultures and
those of the Western Hemisphere.
The Master Plan will serve as a guide to restoring and enhancing the buildings and other
structures and facilities both throughout the historic Japanese Gardens and in the
surrounding, protective natural park area of the 18-acre land parcel. During its 96 years
of history the garden has matured, but time has taken its toll on some of the unique
elements of the gardens. It is the aim of this Plan to provide technical and aesthetic
guidelines that can be followed in rejuvenating the gardens, and maintaining their
cultural and historic nature while enhancing its status as a national and international
cultural attraction.
Some of the basic tenets of the Master Plan include:
- Japanese estates and gardens are meant to change, because nature is always
changing, and Hakone must continue to change in this same spirit and traditional
framework.
- When we are in a Japanese garden, we are to experience it as an enchanted and
timeless place of soothing and healing. Aesthetics is thus a primary
consideration.
- The original founder, Isabel Stine, aspired to build a "country estate" to serve as
an international retreat for artists, dignitaries and cultural leaders. We wish to
promote this vision in the future, while enhancing the usability and functionality
of the site.
- Hakone has been named a "Save America's Treasures" site by the National Trust
for Historic Preservation. This distinction must be maintained over time through
sustainable management practices, as well as cross-cultural outreach and
community activities.
- Hakone will work cooperatively with local and international resources, such as
skilled gardeners from Japan, as a means of both maintaining the gardens and
fostering cross-cultural relationships and knowledge transfer.
This Master Plan addresses many activities related to preservation and enhancement of
the gardens and structures, and encompasses major activities as well as the
construction of an International Visitor and Retreat Center.
Design and Construction of an International Visitor and Retreat Center
Employing traditional Japanese architectural features, an indoor venue will be built
outside the historic gardens to serve as a year-around center for visitors, especially
during inclement weather. Seating up to 250 people with an approximate size of 3,000
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square feet,this proposed International Visitors and Retreat Center will address a
variety of functional needs including a gift shop, kitchen, rest rooms, and eating areas.
11. History of Hakone
San Francisco philanthropists Oliver and Isabel Stine in 1915 attended the Pan-Pacific
Exhibition and became interested in Japanese culture.The following year they visited
Japan and were fascinated by the beautiful scenery of the Hakone area near Mt. Fuji,
especially the atmosphere of the historic Fujiya Hotel and its well-kept Japanese
gardens.
After returning to America,they hired carpenters and gardeners from Japan and began
building a garden which they named "Hakone."The country villas were built in 1917 and
represent Japanese-style houses created in a style that blends the Shoin and Sukiya
styles of buildings. Natural materials were used to build the house which is decorated in
a minimalist style, with an emphasis on creating a light, airy atmosphere.
The main garden was been built in the style of a "strolling pond garden",with the
central pond as the main attraction, enhanced by a waterfall on the south side of a
mountain. In every detail, from its shape to the placement of the stepping stones,
viewers are reminded of the skillful techniques of traditional gardens from the Japanese
Meiji Era.
The gardens remained in the Stine family until 1932 when it was purchased by Major
Tilden whose family cared for and maintained the estate until 1961. Major Tilden's
nephew, Michael Gregory sold the estate to a group of four Chinese American Families
who kept the authentic Japanese architecture and grounds intact through 1966 when
they sold Hakone to the City of Saratoga.
Today Hakone is operated by the Hakone Foundation and serves as a multicultural
center for the vast number of cultures on the West Coast. In 2004 Hakone was
designated the oldest Asian Estate, Gardens and Retreat in the Western Hemisphere by
the National Trust for Historic Preservation —one of only 12 historic sites in America to
receive the Trust's top grant award: Save America's Treasures.
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III. Value and Significance of Hakone
Because Hakone is the oldest Japanese and Asian Estate Gardens in the Western Hemisphere,
the importance of her unique horticultural, landscape and cultural evolution is especially
significant for citizens throughout the Americas,Japan and Asia. Hakone represents a unique
bridge between the civilizations of Asia,and the Eastern Hemisphere, and the civilizations of
both American Continents,and the Western Hemisphere. Hakone is located geographically in
one of the most diverse population centers in the world, Silicon Valley,thus providing us with an
exceptional opportunity to participate in a unique historical opportunity to build and participate
in the emergence of a global civilization.
In fact, Hakone has been the site of many important events, including the Anniversary of
the Treaty of Peace and Amity successfully negotiated by Commodore Perry.The site
received international acclaim and media coverage when the three-time Oscar winning
movie "Memoirs of a Geisha" was filmed on this historic site.
The roots of Hakone are found in Japan, and the Hakone Foundation has for ten years
hosted the annual Hakone Festival (matsuri), a signature event that takes place each
May with the help of Japanese leaders who together with Japanese corporations have
formed the "Hakone Garden Support Committee". All the profits from the matsuri,
whether from sales of food and beverages or from auctions of donated goods, go to the
Hakone Foundation.Thus the support system for Hakone is well-rooted in the
community.
Hosting such culturally diverse activities as the Chinese Lunar New Year celebrations,
Indian Diwali, Persian poetry reading, Korean Tae Kwon Do demonstrations and West
African Drumming and Dancing, Hakone is revealing its destiny as a cross cultural
gathering place. In fact,the Foundation has been actively working to reach out to the
broad spectrum of cultures and heritages in California and abroad, as it transforms itself
into a true global forum.See Attachment 3, Partnerships,for a deeper explanation of
the many partnerships that are at work to support Hakone today.
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IV. Hakone Foundation's Financial Objectives
Since Hakone is the oldest Japanese Estate Gardens and one of the finest examples of
the Japanese garden history in the United States. It represents a unique garden style
called "Sanso-fu" and displays a variety of garden techniques and material uses.The
garden's historical value and significance also rely upon the fine architecture in the
garden.The buildings exhibit the aesthetics values and technical refinements of their
time and, as a group,they represent a rare collection of Japanese architecture in this
country.
The gardens at Hakone, and in particular the buildings, exhibit the inevitable aging that
comes from being more than 94 years old. Several of the buildings are in urgent need of
repair and rehabilitation.The gardens also face technical as well as financial challenges
as the Foundation works to establish a solid business model to support this large
operation on its 18 acre site.
Fortunately, Hakone has begun to overcome some of the financial challenges that in the
past have overwhelmed and led to the destruction of many other public estates and
garden. In addition with nearly a half-century of insufficient and unreliable funding
sources, only in recent years have the buildings and gardens received the necessary
technical expertise and skilled labor to address years of deterioration.This master plan
is an attempt to provide a set of aesthetic and technical guidelines and standards for
repair, restoration and maintenance that will bring the gardens and buildings to the
appropriate quality level.
Coupled with these grass-roots efforts our active fundraising endeavors have borne fruit
in recent years. Hakone has been fortunate to receive $120,000 from the Santa Clara
County Historic Heritage Commission, which will be used to refurbish and repair the
Lower House (see Map, Figure 9,Attachment 5)to bring it back to its original glory and
make it suitable for large gatherings. In addition, recent fundraising efforts have also
resulted in pledged commitments of$350,000; a portion of the funds required to build
an International Visitors and Retreat Center.
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V. Overview of the Gardens, Structures and Surrounding Areas
A. Major Gardens
Hakone Gardens as a whole represents the "Sanso" or mountain villa style of a strolling
garden. Authentic Japanese buildings are nestled in the lush vegetation on its steep
slopes.There are four major gardens at Hakone:
• The Hill and Pond Garden
• The Tea Garden
• The Zen Garden
• The Kizuna-en Bamboo Garden
The Hill and Pond Garden was built around 1917 and is one of the oldest Japanese
garden styles.This, the largest and centrally located garden, is one of the main
attractions of Hakone. Visitors are able to enjoy strolling through the landscape around
the ponds.
The Tea Garden is entered via curved stepping stones in a lush field of moss.A water
basin (tsukubai) enables the ritual of washing hands and rinsing of mouth prior to
entering the tea house.This garden is an essential part of the tea house and helps
guests leave the mundane world behind and prepare themselves spiritually.
The Zen Garden is to be contemplated and viewed without entering. Often called a Rock
Garden, it represents mountains, islands and Buddha floating over the white sand which
represents the ocean. The combination evokes the vast expanse of the universe.
The Kizuna-en was built in 1987 and was a gift from Saratoga's sister city of Muko in
Kyoto,Japan, with contributions from the Bamboo Society of Japan. It is renowned for
its collection of rare bamboo species.
All natural materials - plants, rocks and water-are skillfully and harmoniously
employed, utilizing traditional methods of Japanese gardening.
B. Smaller Gardens
Hakone Estate and Gardens comprises several smaller gardens, in addition to the major
gardens listed above. These include the Camellia Garden,the Tea Plantation Garden,
and the Pine Moon Tea House (Shogetsu-an) and surrounding enclosed garden.
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C. Existing Buildings
There are eight buildings on the Hakone grounds at present.These include:
• The Upper House (Moon Viewing House)
• The Lower House (Zen Garden House)
• The Cultural Exchange Center(CEC)
• The graceful Upper Tea House (Shogetsu-an or Pine Moon House)
• The Office Building (Converted from the original barn)
• The Historic Gardeners House
• The Office Building, the Pump House Storage Shed and the Gift Shop (Converted
garage)
The Upper House was built in 1917 by Tsunematsu Shintani(1877-1921) and is a mix of
two Japanese architectural styles,Sukiya-style and Shoin-style.Shoin is formal in
arrangement and characterized by the ornamental alcove and staggered shelves. Sukiya-
style, on the other hand, lacks obvious ornamentation and its aesthetics rely upon the
state of natural materials with little or no modification.The building, located high above
the garden and far from the entrance, provides a spectacular view and is especially
important for moon viewing in the autumn.A refuge for visitors, this structure is both
historical and authentic; it was almost entirely built without nails.
The Lower House was originally built in 1922 as a summer retreat. During the 1980's it
was partially remodeled to serve.as a community facility, and the adjacent garden was
modified and tea rooms were added.
The Cultural Exchange Center(CEC) was built in 1992. It is a replica of a tea merchant's
house in Kyoto.The traditional Japanese building and its structural members were
fabricated in Japan, shipped to Hakone and assembled on site.The CEC provide a venue
for a wide range of cultural and educational classes, workshops and exhibitions as well
as a lodging facility for the occasional artist or researcher-in-residence.
The Small Upper Tea House (Pine Moon or Shogetsu-an) is a small wooden structure
that can accommodate a small group of people. It is opened for special tea ceremonies.
The Historic House (staff residence) is of historical significance. It was recently
renovated and is used for ensuring 24-hour safety and security for the Gardens.
The Office Building,Storage Shed and Gift Shop are not of historical significance. All
were renovated over the past ten years to accommodate the executive staff,the garden
specialist staff, and the Sales and Gift Shop staff.
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VI. Future Plans for the Gardens, Existing Structures and Surrounding
Areas
A. Four Major Gardens
In general,the future plans for the four major gardens center around two issues:
restoring the gardens, using traditional Japanese techniques and employing local
technical expertise where possible, and enhancing the gardens. Equally important is the
need to provide a safe and enjoyable environment. We are fortunate to have at our
disposal historical records and technical documents that play an important role in
guiding this plan. The Hakone Foundation has recently established a partnership
relationship with the renown Ogata Kai Landscape Architectural professional
association. Ogata Kai is composed of the top Japanese Landscape Architects from
throughout Japan and part of March 2011 and February of 2009 at Hakone restoring
some the key landscape features of Hakone's hill and pond garden and the main
entrance.
Garden Restoration: The restoration work requires careful planning of multiple tasks:
design; approach; project funding; scheduling; material selection and procurement, and
securing technical expertise (preferably local, supplemented by national or international
expertise where appropriate). Technical improvements and training of the garden's
maintenance staff continues to be an important goal in this plan. Inviting garden
professionals from Japan is an effective way to improve the skills of the garden staff as
well as to enable Japanese professionals to adapt their skills and knowledge in an
international setting. This process of teaching and learning will benefit Hakone in
further understanding the technical and cultural aspects of Japanese gardening and in
assuring the overall quality of the gardens.
Garden Improvements: Only minimal, strictly necessary improvements should be made,
and only after being thoroughly tested against the Hakone vision and purpose, cultural
and historical values, and emerging needs. Construction techniques and materials
available locally should be examined closely in terms of their compatibility with
traditional methods:techniques and materials vary widely in Japanese gardening, but
new or foreign yet traditional materials and techniques should be introduced with care.
Casual and mixed use of new and foreign materials or techniques may cause confusion
in the garden's maintenance practice and disarray in the appearance of the garden.
Governing Principles
1.The preservation of Hakone is the first priority.
2. No radical changes will be made to the established line of walkways.
3. When stones (ishi-gumi)fall or are moved from their original position they should be
replaced.
4. Any new stones (kei-seki) will be placed in the most appropriate location.
5. When possible, only the weakest part of any wooden structure will be replaced or
repaired.
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6.Trees, shrubs and ground cover will be planted using traditional techniques.
7.Any necessary repairs will be decided upon after a thorough discussion with involved
parties.
8.Any repairs or modifications will be thoroughly documented and disclosed.
The Hill and Pond Garden—Future plans are to maintain this central garden as a
strolling and gathering place for visitors.The space must be enhanced for group
activities.
The Tea Garden—Future plans are to enhance the sequestered nature of this garden.
The Zen Garden—Future plans are to enhance the size of this significant garden so that
it can display traditional designs.
The Kizuna-en Bamboo Garden—Future plans include protecting and enlarging the
garden.The land at the top of the garden will be the focus for future expansion.
B. Smaller Gardens
Likewise, plans for the smaller gardens focus on protecting and enlarging them and
enhancing the educational nature of the gardens.
The Camellia Garden and the Tea Plantation Garden—Future plans include protecting
and increasing the size of the gardens and adding to the number of plant specimens. In
addition, Hakone plans to enhance public education programs related to these gardens.
The Pine Moon Tea House and surrounding garden —Future plans are to maintain and
enhance this traditional space that is used for special events.The surrounding small
garden and bamboo fence will be refurbished and redesigned to enhance the privacy
and traditional design.
C. Existing Buildings
The existing buildings must be maintained and, in some cases, brought up to modern
code requirements.
The Upper House—Future plans are to maintain and enhance the building.The
foundation must be shored up to meet present codes.The entrance and exit areas
should be re-landscaped for better flow of foot traffic.
The Lower House—Plans include enhancing the entrance to meet ADA codes, and
refurbishing the food service area so it can be used for wider public use. The entrance
will be broadened and will allow for wheelchair access. Visitors will leave the building
from the front (North) exit and will easily access the nearby Cultural Exchange Center.
As mentioned above, the Zen Garden in front of the building will be restored to a more
authentic design, as well as to add a new gate and perimeter fencing.
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The Cultural Exchange Center—Future plans are to increase the capacity of the building
so it is able to handle larger groups of people. This would allow for sit-down meals for
larger groups, as well as buffet service. The CEC would also be enhanced to meet the
electronic communication needs of the business users. Plans include evaluating the
heating capacity of the building so that it can be used for comfortable group meetings
during the winter months.
The Small Upper Tea House (Pine Moon or Shogetsu-an)—Future plans are to enhance
the simple landscape and the bamboo fence to deepen the experience of privacy and
retreat.
The Historic House, with its tight landscaping, will be incorporated into the Visitors
Center(see below, Section VII) when constructed. The Office Building, Storage Shed
and Gift Shop are of no historical significance. When the Visitors Center (see below,
Section VII) is built,they will be removed or relocated if necessary.
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VII. Future Plans for New Structures
A. Visitor Center-Overview
Hakone has for years suffered from the lack of an open, inviting yet sheltered area
where visitors can come during inclement weather and sit, have a cup of tea or a small
meal, and learn about Hakone and her unique heritage. Such a place would be idea to
house traveling or permanent art exhibitions, historical artifacts and photos, and videos.
In addition, a Visitor Center would enable larger gatherings to take place year-round,
and would be an ideal venue for performances by dancers, musicians, storytellers and
other talented groups and individuals representing a wide variety of cultures.
B. Visitor Center—Design Concepts
The Visitor Center design is intended to evoke an atmosphere of peace and of the
expression of traditional Kyoto townhouse or machiya with lattice windows and doors.
Although the building as currently conceived is approximately 3,000 sq. ft. - small by
American standards- its wide eaves and generous wide passageways under the eaves
and around the building perimeter promote an open feel. See Illustrations 1-3,
Attachment 5,for a visualization of a possible design for the Visitor Center. In addition,
the eaves provide shelter and seating space without interfering with the use of the
interior space. Folding benches,shyogi(see Illustration 4,Attachment 5) on the side of
the building provide additional seating space when needed.The Visitor Center would
thus both enhance visitors' experience and boost the profile of Hakone as a cultural
destination.
A wide and generous open space, the Terrace, is adjacent to and is an integral part of
the Visitor Center.The Terrace provides not only open dinning and gathering spaces but
also accommodate an open-air exhibition and display space.Various kinds of Cha-bana
(tea ceremony) plants are displayed for viewing and for sale and a nearby booth will be
available for explaining and teaching the way of arranging Cha-bana. Similarly, another
booth displays and sells miniature Bon-sai (called 'palm-size' bonsai).
The Visitor Center would ideally be located adjacent to the existing restrooms.
C. Visitor Center—Facilities
Guests would enter through a gate (see Illustrations 7-8,Attachment 5), and would
enjoy the following facilities (see all proposed Visitor Center plans in Attachment 5):
Ticket counter for entrance fee and administration space
Hakone's historical displays
3� Interpretation and orientation booth to highlight unique garden elements,features
and tour routes
® Gift Shop
�5 Tea restaurant with kitchen space that can be used to prepare and serve tea and
light meals;the adjacent terrace space would permit open dinning and other uses
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The Terrace space could accommodate:
Display of Cha-bans (tea-ceremony flower) plants and their arrangement for tea
ceremonies
Display space for miniature Bon-sai (dwarf trees) which could be sold
® Display and demonstration space for various types of bamboo fence
D. Proposed Changes to Other Structures, Facilities and Improved Areas
Other long-term solutions involve examination and improvement of the process of
garden admission in terms of: 1) the flow of vehicular and pedestrian traffic; 2) easy and
comfortable access; and 3) uplifting and welcoming experience. The garden entrance
and experience of entering to the garden is important in setting a tone in the mind of a
visitor for his/her expectation for the rest of their experience throughout the estate and
gardens. A suitable and permanent solution for the garden entrance should encompass
the entire area around the gate and beyond.
D-1 Front Garden
Hakone proposes to modify the front garden by adding entry and exit gates, as well as a
ticket counter.These modifications will provide a safe and enjoyable route that meets
both ADA requirements and garden aesthetics, introducing a graceful and stately
approach to the existing main gate and will play a key role in welcoming visitors to the
Visitor Center and the Gardens.
D-2. Parking Lots
The present parking lot is capable of holding 90 cars. It should be updated to allow for
maximum parking capacity. The retaining walls surrounding the parking lot need to be
evaluated for strength and safety. In addition, other parking opportunities are being
discussed with the City of Saratoga, since more parking space is needed for-the expected
growth of Hakone's usage.
Another issue is where to park group buses. Since buses cannot negotiate the steep
driveway, parking at the nearby Quarry with small vans moving groups of people up to
Hakone is a potential option that is being discussed with the City.
D-3. Entrance Road
The present road is steep and windy. Its surface is old and deteriorating, but recent
renovations during 2010 have involved resurfacing and trenching to allow electricity and
water to be brought down to the Highway 9 entrance to the site. Hakone is working
with the City of Saratoga to enhance the ability of the road to handle increased auto
traffic.
D-4. Ponds
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The Koi Pond island (shaped like a turtle, representing long life) is home to a large
established school of koi. The Lily Pond is used for introducing new koi into the old
established school of fish to prevent disease. Both ponds are shallower than is the
standard for koi ponds, so future plans involve deepening them to bring them up to
standard.
D-5. Entrance sign,gate and decorative wall beside the road
The current sign, gate and decorative wall will all be evaluated, redesigned and
enhanced or rebuilt. Electrical conduit and water pipes have been brought down to the
site to allow for decorative lighting and sustainable landscaping.
D-6.Arbors and Vine Covered Walkways
The wisteria arbor walk is covered by a wooden arbor that is too short for many visitors;
in addition,the wooden arbor is rotting. Plans call for rebuilding it with more durable
materials to withstand the elements and hold the weight of the large vine. In addition,
it will be made taller to allow for visitors to walk comfortably under it.
D-7. Fence Around the various gardens
Plans call for bringing the fence to a standard size and making it opaque.The purpose of
the fence is to provide protection against deer and to provide privacy for garden
visitors. Being opaque,the fence will also prevent those on the public hiking trail from
seeing the backs of buildings, thus focusing their view on the oak forest.
D-8. Paths Inside the Gardens
The path from the Mon (main gate) to the CEC is to be redirected away from the old oak
roots. In general, paths are constructed from a variety of materials. Plans are underway
to evaluate them for visitor safety, and to rebuild them to meet changing standards for
Japanese Gardens when necessary.
D-9 Garden Entry Restoration (Walkway, Footsteps and Mountain Path)
The Garden walkway will be improved and repaired with concrete aggregate (arai-dashi)
or natural stone or granite (kiri-ishi) with consideration given to safety and to harmonize
with the existing scenery. Walkways will be smoothed or flattened so as to remain safe
and dry.
D-10. Hiking path outside the Gardens
The City of Saratoga has plans to connect this path to the larger hiking path system. This
path starts at the street level near the Garden's entrance sign. It winds through the
natural oak forest outside of the Garden's fence up to the top of the hill property. Plans
are to connect the path to another future trail. This simple dirt path needs to be
maintained and kept free of brush and tree limbs.
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D-11. Forest surrounding the Japanese Gardens
This California oak forest is to remain in a natural state with some maintenance for
public safety sake and for fire safety sake. Forest acts as a buffer for the Japanese
Gardens from the modern world of noise and traffic. This is a traditional buffer. Plans
are to do minimal clearing of fallen trees and limbs. Work with the City of Saratoga.
D-12. Picnic Area for Visitors
The picnic area now stands below the CEC and across from the Gift Shop. Future plans
are to coordinate its placement with the new Visitors Center
D-13.Gardening Staff staging area
Garden staging is presently done by the staff in various areas around the Gardens.
Future plans are to evaluate and coordinate needed staging areas for more efficiency
and better aesthetics in relation to the public areas. A larger space will be needed for
storage and garden planning as the garden grows. Hakone may explore the option of
using some available space at the Quarry site. The Foundation is currently discussing
option with the City to investigate this option.
D-14. Stage, Madrone Mound
Plans are to move the stage to a new area on the Madrone Mound and to enlarge it.
Electricity for lighting and sound needs to be evaluated.
D-15. Mon or Main Gate, Bridges, Pavilions, Viewing Benches, Lanterns and Sculpted
Rocks
At present no plans exist to make modification to these items.
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VIII. Budgetary Requirements to Meet Future Plans
Hakone has,through careful management and strict attention to detail, managed to
bring the Estate and Gardens from a major deficit to a break-even operation over a
period of just seven years. Generous donations from our member and donor base,
coupled with significant contributions from the National Trust for Historic Preservation,
Japanese Corporation and Foundations,the David and Lucile Packard Foundation, and
the Santa Clara County Historic Heritage Commission have enabled us to undertake
major renovations in recent years. Examples include new roofs for the historic buildings,
restoration of the many garden structures, gates, bridges, pathways, stone steps and
supporting structures.
Today the Foundation is looking toward some significant financial requirements in the
future. We will again rely heavily on donations, corporate matching grants,foundations,
and other institutional philanthropies to meet these needs.
A. Visitor Center—Budgetary Requirements
Initial estimates of the cost of design and construction of the Visitor Center are
approximately$2 million.To date the Foundation has raised secured $350,00 in pledges.
B. Gardens and Other Structures, Facilities and Improved Areas—Budgetary
Requirements
Ongoing costs to preserve, rehabilitate, restore and reconstruct the gardens, other
structures,facilities and improved areas are estimated to be approximately$450,000.
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8. VISITOR FLOW THROUGH ALL OF THE GARDEN AREAS
GARDEN
Main Cultural Exchange Facilit
Special Event use
Cult al Exchange Center
Continual us
Visitor Cente
Month as n fAn�u use
14 Upper House Lower House
Japan Fair,Traditional Performing Arts
Fi acility Use Diagram
T)
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9.
Facilities nctions Events
• Fine art displa V • Antique, Contemporary
CEC ptions • Light meal,Luncheon,Snack
o Corp.Retrea • Business gathering,
Community
• Hosting digna ries • Cultural exchange
• Tea ceremony • Ryu-rei(Tea ceremony
using
tables
& ch irs)
--Main Exchange Facility
F
A • Ticket sale/Gift Shop • Bulletin& Orientation
C • Historic information • Interpretive display
I • Route infc rmation
L I'is itor Center . ng, • Japanese tea with snacks
T and Terrace • Horticultural arts • Bonsai display, sale
Y &Crafts • C a- ana school Cya-bans display,
sal
• Meeting • Various bamboo displays
P • Various R ce tions • Family en s(evening only)
A • Informal Gathering
L
N
per House en • Interpretive Zen teachings
• Various cultural group • Ts kim (Moon viewing),Haiku,
Syakuh
achi f ute,Syodou
Lower Hous • Tea ceremony Asian Cultural Programs,Tai Chi,
Yoga
International group • Tea ceremony school,
Kimono school,
• Tea ceremony
dishes
Off*c • Administra ion
Garden ewing • Self guid d tour
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• Cultural Events Group tour
• Weddings • Wedding photo
• Art(painting&
photo)
• Classes
Fig.2 Overview of The Hakone Garden Facilities,Functions and
Activities
Points: Visitor Center structure shout
not extend beyond this line Points: Processional atmosphere and
Traditional orma ity
Sense of formality and Traditional
Japanese aesthetics should e
heightened in this frontage area.
errace Garden
mow• Main
M E:xc Approach
CE
ay .Main Gate
Garden
- f
Ga '
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Alternative/ApA route Entrance arden
pints: Gates for special occasions and
for guests
of Ponor(utilized also as an emergency
access
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Points: Entrance garden is to enhance visitors' sense of expectation and aesthetical
experience of the Visitor Center.The spatial arrangement in which the Visitor Center
is screened or partially seen would increase the visitors' interest and expectation.
.3 Zoning
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Tab.1 Characteristics of Gardens
Variety of Gardens Function, Image and Goal
F hlainGateGarden IN lain Gate Garden is the face, the physical and spiritual symbol,
of
R Hakone. In this space,Japanese aesthetics are heightened and traditional
O garden techniques prevailed.
N ffntrance Garden ---ntrance Garden is to provide a welcoming atmosphere as well
as a firm
T aesthetic impression of what is expected to be seen.
The garden provides an expressive spatial "void" or distance to frame the
G best proportional beauty of the architecture of the Visitor Center.
A Terrace Garden Te race Garden is an integral part of the Visitor Center in both
aesthetic and
R functional ays: to provide the necessary spatial void/distance, like the
Entrance
D Garden,to heighten the architectural beauty and its harmony with the
surroundings
E ; and to accommodate gathering, outdoor dining and other activities
necessary
N to expand the ability of otherwise the limited interior space of the Visitor
Center.
Attachment 1— Definitions
Approaches and Definitions of Improvements for the Historical Site
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"Preservation" is an act or a process to maintain the current state or conditions (whole
or partial)of the site or building.The work focuses on restoration and implementation
of protective measures and avoids a total replacement or re-construction.
"Rehabilitation" is,while maintaining its historical, cultural and/or aesthetical values,to
repair, renovate or enhance the site or building in an attempt to bring it to today's
standards or use. It encompasses "restoration" and "re-construction":The term
"restoration" is an attempt to bring the current state or conditions of the site or
building to a certain point in its history or its original conditions or state, while
"reconstruction" means to recreate the original site or building for a specific purpose.
These terms are further defined as:
"Restoration" is re-construction efforts to bring the site building back to a specific time
in place. It involves the removal of past restoration that had, intentionally or un-
intentionally, changed or erased the characteristics of the site or building at the specific
time in place.
"Reconstruction" is an act or process to reproduce or recreate a site, landscape,
building, structure, object or detail to its state or condition at a specific time in place in
its history. It is essential in the restoration of a historical site to repair and renovate the
whole and all details adhering to its true historicaI characteristics. "remodeling" is not
considered as an appropriate approach to a historical site as it typically entails removal
and replacement of essential parts—staircase, windows and walls in case of a building
remodeling—often resulting in an intended loss of its historical significance.
"Development" In conjunction with restoration efforts, additional site improvements
with the current techniques and aesthetics are proposed as a new "development"
A clear understanding of these approaches and their definitions and limitations is critical
in any attempt to work on a site of historical significance such as Hakone Gardens.
Preservation, Rehabilitation and Development are all essential approaches and should
be balanced: when and where or whether to apply any of the three approaches will
determine the quality of this historic garden. Reference:The Secretary of Interior
Standards for the Treatment of Historic Properties
Preservation
Rehabilitatioi Development
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Attachment 2 —Traditional Garden Techniques
Traditional Garden Composition and Techniques Including Garden Concepts and
Terms.
Shin-Gyo-So," Pure flowing-cursive
This is a traditional way of expressing beauty, passed on throughout the long history
of Japanese gardening. "Shin(pure)" refers to vigor which strikes accurately, leaving,
no gaps,
"So(cursive)" is the form of elegance within decay and the two are linked by a flowing
movement called "Gyo."
Ten-Chi-Jin, " Heaven-earth-man
Here,the basic arrangement is an irregular triangle with depth.This is called
"Ten(heaven)," "Chi(earth)" and "Jin(man)" or"Shin Soe Hikae," which refers to the
relationship between three forces. It is a technique which manipulates space and is
expressed by pointing up the difference between strong, medium and weak; large,
medium and small; high, medium and low; and far, medium and near.
Emphasizing far and near
This method is not unique to Japanese gardens, and has been inherited from the past
as one of the traditional landscaping techniques. For example, a tall tree with a thick
trunk is planted close to the house, and a small, slender tree is placed in the distance.
The technique creates perspective by the deliberate positioning of near, middle
distance and distant scenery. Another deformed technique which emphasizes
distance is used in making winding streams or paths in the lawn.These are only
slightly compressed to the right and the left when seen from the house, while the far
and near perspective is compressed to the maximum.
Manipulation of accent and stress
Highlights and less important points are clearly defined in the arrangement of a
Japanese garden.This does not apply to a symmetrical style garden, but in other
styles, the highlight or main feature is not brought to the center of the garden, but
placed to the left or right (manipulation of accent and stress) and given particularly
forceful expression. In this way, the whole garden achieves a strong sense of balance.
Use of Illusion
Techniques of making a small garden look bigger by using fine-leaved shrubs or
allowing glimpses of bright spaces in woods between slender tree trunks or dividing
up the garden with double hedges are also popular.
Direction/power
In arranging the objects (plants, trees, shrubs) in a garden, it is not enough simply to
line up what you have available. The highlights of the overall structure must be
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clearly defined. Similarly, these must be expressed by matching them to a sense of
solidity produced by the contrast of high and low. These have an 'elan" or vital
dynamic of their own and a more beautiful scene can be created by altering and
unifying the balance, the direction,the contrast between high and low and the sense
of rhythm.
Even trees and stones have a quality and feeling of their very own. A certain kind of
direction and force emanates from the shape of these and formal combination of
their positioning, slant, height and plotting.This is what is meant by spirit or elan.
The art of unifying and harmonizing elan and giving it a sense of balance is important
in garden construction. A dynamic balance is also achieved by ingenious expression of
elan.
Psychological effect of suggestion
Here, the scenery which you wish to show, for example, a stone lantern, a waterfall,
etc. is partially hidden by trees or shrubs. In this way,the psychological effect of
suggestion or association is used to complete the aesthetic pleasure.
Eye stop (focal point)
A technique which has been in use from days of old consists in providing striking
additional scenery in conspicuous places such as garden paths or at the end of paths
or in bright spaces which can be seen from cramped, dark spots.This method of
arresting the line of vision on something striking is known as "eye stop".
In addition to the traditional techniques of expression mentioned above,there are
also others which suit the temperament of the Japanese people.These include
imitation.
The crossing corner
It makes a new balance with destroying the balance of the division which depends
symmetrically on either side and dividing by the slanted line.
The basic principle of the 1-3 plan The garden restoration and the preservation
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ATTACHMENT 3- Partnerships
3-1. Relationship with Japan
Throughout the long history of Hakone, an enormous number of Japanese people,
organizations, groups and sister cities have entered into relationships with Hakone in a
variety of forms, thereby supporting our cultural exchange endeavours.
In the future, such relationships should be re-examined and the reasons for the
attenuation or cessation of any of these investigated. Moreover, with regard to those
that can be maintained and further developed, it is vital to build friendly relations anew.
In terms of introducing Japanese culture and providing more profound insights into
Japanese gardens at the Hakone Gardens, it will be important to seek and construct new
sister garden relationships and build up collaboration with new personal connections
and related support groups, thereby developing active relationships of friendship.
3-2. Relationship with the Community
As far as the relationship with the local community is concerned, Hakone has been
actively reaching out to embrace the culturally-diverse local community. We encourage
the use of the gardens as a venue for conducting practical study and gaining hands-on
experience through international cultures and programs. In addition, there is an active
and expanding docent volunteer program that accompanies the wide array of
international programs and guided tours.
3-3.Collaboration with Organizations Involving Japanese Gardens around the World
(Friendship]
Hakone plans to take the initiative in developing a network that exchanges information
concerning topics, issues and problems common to the numerous Japanese gardens
around the world. As a start,the Japanese gardens that exist within the USA should
become members of each other's organizations, exchanging information and providing
support. Hakone has already developed a partnership with the Japanese Garden Society
of Oregon (Portland), with a view to engaging in exchange with that organization. By
doing so, we have developed a forum to discuss problems shared by both organizations
and will incorporate the results of such discussions into the future of the gardens.
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ATTACHMENT 5— Illustrations
FIGURE 1-Front Garden (Visitor Center? . Lower House Garden
HAKQNE JAPANESE GARDENS
` Visitor CenteI"!!
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FIGURE 2
Front Garden (Visitor Center to be used only as an example) ,
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FIGURE 4 Visitor Center
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FIGURE 5 Visitor Center
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106
FIGURE 6 Visitor Center,Terrace Garden
37
107
FIGURE 7 Mon (Entrance Garden)—
FIGURE 8 (details): Entrance Gate
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108
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109
MAP OF HAKONE GARDENS
40
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41
111
Exhibit B
Needs Assessment for Hakone Estate and Gardens
42
112
RETREAT CENTER FOR HAKONE GARDENS and SEPARATE BUILDING FOR ENTRANCE/EXIT
WITH ATTACHED GIFT SHOP AND TEA ROOM
NEEDS ASSESSMENTS
Mission
To improve and enhance visitors'experience at Hakone Gardens throughout all seasons
To establish Hakone as a year-round destination and create a stable 12-month income stream
Needs
1. Improve entrance/exit experience for visitors
2. Improve and increase amount of indoor space for visitors
3. Improve and increase year-round food service for visitors
4. Improve gift shop space for additional revenue
5. Improve and increase Asian interpretive history wall space for visitors
Improve entrance/exit experience for visitors
Present situation
Tokens and separate toll gates are used presently.
1.This situation is confusing to visitors who sometimes wander around asking how to get in.
2.There is a safety issue because visitors must walk across the busy front intersection of the
parking lot to buy the token and then cross over to the toll gate entrance.
3.There is a safety issue for the disabled as staff has to manually open a special gate for the visitor
to get past the tollgate.
4.This is an unsightly first impression of the garden due to cement parking lot and the bathroom
house at the tollgate.
5.The whole entrance is open to the elements so it can be unpleasant experience in inclement
weather
Future Improvement
The new entrance will be indoors and have ramps for the disabled.
1. It would be attached to both the Gift Shop and the Tea Room
2. It will be an attractive indoor entrance,providing proper ambiance in all weather conditions.
3. All levels of ability/disability will be easily accessible. Safety issues in parking lot will be
addressed.
Improve and increase amount of indoor space for both group reservations and individual visitors
Present situation for visitors needing indoor space
I. Cultural Exchange Center—group rental only. Individual visitors can not access CEC because
there is not enough staff to monitor this facility.
Holding capability
80#standing/sitting in rows of chairs
60#sitting at tables
2. Lower House- group rental or wedding party dressing area
Holding capability
70#standing/sitting in rows of chairs
50#sitting at tables
Lower house is also now used as food cafd open to the public on weekends.
There is a conflict-of use when wedding parties need it for clothes changing/staging on weekends
Future
There is a severe lack of indoor space,especially for large groups,so the Retreat Center will have a rental
space for groups
#200(sitting in rows or standing)
#175 sitting at tables
1. Hakone can be a year-round destination(especially during the months of October to April)for
large groups
387
113
2. More large group rentals will enhance Hakone's financial stability every month,
Improve and increase year round food service for visitors-Tea Room and outdoor deck
Present situation
Lower house is now used as a tea room open to the individual public on weekends only. During weekdays,
no tea/snacks or indoor sit-down area are available to public.
25#sit down visitors
1. This situation often conflicts with wedding party needs on weekends
2. This situation is a temporary solution since the tables and cafd service area have to be set up and
put away each weekend day so that the indoor area can be used for other rentals or meetings.
3. This situation is not in the best spot for public access by individuals
4. This is a fragile situation since it is run by volunteers.
5. During inclement weather(on weekdays November-April),there is no warm indoor-area with
refreshments available for the public.
Future
As a year-round destination,Hakone needs to provide a small indoor/outdoor designated as-The Tea Room
serving snacks and hot beverages for visitors on a daily basis.
30#sit down visitors at small tables
1. The indoor/outdoor Tea Room connected to the Gift Shop and Entrance/Exit space.
2. It would provide year round daily tea/soup/limited food for individual visitors.
3. The Tea Room would provide an inviting and pleasant area for visitors in inclement weather
conditions(November-April). More visitors would be drawn to Hakone during these colder
months, increasing revenue.
4. Year round indoor/outdoor Tea Room would free up the Lower House for more group rentals.
Improve Gift Shop space connected to the Tea Room
Present
Hakone's excellent gift shop with artistic,attractive goods is in a drafty remodeled shed set apart from the
visitors' foot traffic at the end of their visit.
600#square footage with no space for seating
Future
The Gift Shop will be conveniently located with the Tea Room and Entrance/Exit space. Its placement is
designed to move all visitors through the shop particularly at the end of their visit.
16009 square footage to include seating for Tea Room
1. This will increase sales and revenue. This will further enhance the image of Hakone and add to
the visitors' experience.
Improve and increase Asian Interpretive History wall exhibit space
Present
There is Asian Interpretive History exhibit wall space only in the Cultural Exchange Center.
1. It is open for public viewing only when groups rent the CEC space.
2. Individual visitors can only view from afar when the front doors are open(unless staff or
volunteers are in the CEC to manage/guard.
CEC space 40#footage of cabinet wall space
Future
There will be additional Asian Interpretive History exhibit wall space in the Retreat Center.
40#footage of additional exhibit wall space
1. The Asian Interpretive History exhibit wall space would be open for public viewing when groups
rent the Retreat Center space.
2. Individual visitors will only view from afar when the front doors are open(unless staff or
volunteers are in the Retreat Center to manage/guard.
3. This will provide another feature attraction to Hakone Gardens,and help promote Hakone as a key
destination for visitors to Saratoga.
DECEMBER 7,2013 (final)
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SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: City Attorney's Office CITY MANAGER: Dave Anderson
PREPARED BY:Richard Taylor DIRECTOR: Richard Taylor
City Attorney
SUBJECT: New City Manager Contract
RECOMMENDED ACTION:
Approve a contract for City Manager services beginning at 5:00 pm. on July 23, 2014.
BACKGROUND:
In January City Manager Dave Anderson announced his retirement effective 5:00 p.m. July 23,
2014. The City Council retained a search firm to assist in identifying potential candidates for the
position and engaged in community outreach regarding the qualities of a desired candidate. The
City Council will meet in closed session on July 2, 2014 to consider a final appointment.
Assuming a final appointment is made, the City must enter a contract with the selected candidate.
The proposed contract is attached.
FISCAL IMPACTS:
The salary and benefit costs for the period covered by the budget are within the amounts included
in that budget.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City would not have a City Manager following Dave Anderson's retirement.
ALTERNATIVE ACTION(S):
The City Council may direct that the terms of the contract be revised.
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.
115
Exhibits
A—Proposed Contract
602013.3
116
AGREEMENT FOR EMPLOYMENT OF CITY MANAGER
(EFFECTIVE DATE OF JULY 2,2014)
This Agreement is made and entered on this 2nd day of July, 2014, by and between the City of
Saratoga (the "City"), a general law city, and ("Employee"). This Agreement
for employment of Employee supersedes all prior discussions and all prior agreements, if any,
between Employee and the City and is effective July 2, 2014.
Employee is hired in the position of City Manager. Employee will assume the powers and duties
of the City Manager and will receive the salary, benefits, and other terms specified in this
Agreement beginning on Wednesday, July 23, 2014, immediately following the current City
Manager, Dave Anderson's retirement effective at 5:00 p.m. (on Wednesday, July 23, 2014).
This Agreement complies with AB 1344 (Government Code sections 3511.1 and 3511.2), which
provides for greater transparency of local agency executives' contracts.
In consideration of the mutual covenants contained herein, the parties agree as follows:
L EMPLOYMENT
The City Council of the City hereby appoints Employee to the position of City Manager to
perform the functions and duties specified under the laws of the State of California, the
Saratoga City Code, the Ordinances and Resolutions of the City, and this Agreement, and to
perform such other duties and functions as the City Council shall assign. Employee shall
serve at the pleasure of the City Council. (See Section 2-20.010 of the Municipal Code and
Agreement section V.A.).
II. POWERS, DUTIES AND RESPONSIBILITIES.
A. Employment Duties.
Employee shall function as the City Manager of the City and shall be vested with the
powers, duties and responsibilities set forth in Article 2-20 of the Municipal Code and
California law as they now exist and may be amended hereafter, the terms of which are
incorporated herein by reference. In addition, Employee shall perform such other duties as
may be assigned by the City Council to ensure effective and productive functioning of City
operations, services, and work and which are consistent with the position of City Manager,
without additional compensation because the City Manager is an overtime-exempt
executive position. Such duties shall include, but not be limited to, the following:
I. Assemble and explain pertinent facts and prepare committee and Council reports as
required;
2. Prepare agendas for Council meetings and advise Council on appropriate priorities
and required actions;
3. Direct City Clerk in preparation for City Council meetings, maintenance of official
records, conduct of municipal elections and execution of related functions;
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4. Represent the City Council in relationships with other governmental and private
agencies;
5. Confer with and direct all department heads in the formation and implementation of
administrative policies and practices;
6. Prepare and submit the annual budget;
7. Represent City to press and other information media as required;
8. Meet with individual citizens and groups to discuss complaints and explain City
policy and actions;
9. Administer any bonds approved by the voters of the City; and
10. Supervise City operations and oversee all work and services performed by City
staff.
B. Hours of Work.
Employee is expected to devote necessary time outside normal office hours to business of
the City. To that end, Employee shall be allowed flexibility in setting his own office hours,
provided that Employee shall work as necessary during customary business hours to
satisfactorily perform his City Manager duties and responsibilities and be available to other
City staff during customary business hours. As of the effective date of this Agreement, the
City's customary business hours are based on a 9/80 work schedule where a full-time work
week constitutes 40 hours within seven consecutive 24-hour days and where the City is
closed every other Friday.
Employee shall schedule any appointments for medical treatment, industrial injury medical
treatment, or other personal appointments so as to minimize the inconvenience to fellow
employees and the impact on his ability to perform his job.
III. COMPENSATION AND BENEFITS OF EMPLOYEE.
A. Salary.
1. Employee's salary as of Employee's start date of employment is Two Hundred
Thousand Dollars ($200,00.00)per year. The salary shall be paid in regular payroll
periods, which are bi-weekly installments. (Future changes to compensation are
addressed in Section IV.)
2. In the event the City, at any time during the term of this Agreement, reduces the
salary specified in section III.A.1 of this Agreement or reduces the benefits specified
in section III.B of this Agreement to a level below that made available to members of
the Saratoga Management Organization, then Employee may, at his option, be
deemed to be "terminated"by the City Council within the meaning of Section V.A.4
of this Agreement as of the date of such reduction, unless Employee has agreed to the
lower pay or benefits in a written document signed by Employee.
B. Benefits.
Employee shall be entitled to the following benefits:
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1. Health, Dental, Vision, and Employee Assistance Program EAP): The City provides
Employee with health benefits, dental benefits, an employee assistance program
(EAP), and voluntary vision benefits (paid by Employee). The City pays a monthly
health insurance contribution toward the premium as follows: $600.00 for employee-
only coverage, $1200.00 for employee plus one dependent coverage, and $1500.00
for employee plus two or more (family) coverage per month. If Employee selects a
health insurance plan with a monthly premium above the City contribution,
Employee pays the balance of the premiums each month. The voluntary vision
benefits' premium is paid by Employee. The City pays the full premium for dental
insurance and the EAP.
2. Cash-in-Lieu: Effective July 2, 2014, if Employee completes and submits required
documents (1) to prove that Employee has other health insurance coverage and (2) to
waive City-provided health insurance coverage, Employee will receive a payment per
month of$350.00 as additional taxable wages. Effective July 2, 2014, if Employee
completes and submits required documents (1) to prove that Employee has other
dental insurance coverage and (2) to waive City-provided dental insurance coverage,
Employee will receive a payment per month of$25.00 as additional taxable wages.
Employee must complete and submit any required documents and provide proof of
other health or dental insurance coverage at the time that employment begins and
during open enrollment each year (in or around October) to be eligible for the cash-
in-lieu payment beginning the following January.
3. 457 Plan: The City provides Employee the opportunity to contribute to an IRS
Section 457 deferred compensation plan. Employee may contribute up to the
maximum allowed by law. Contributions may come from Employee's regular
earnings (through payroll deductions) or from any unused portion of his Benefits
Allowance. The City will match Employee's contributions to a deferred
compensation account up to a maximum of$200.00 per month.
4. Car Allowance and Organization Dues: Employee shall receive a $375.00 monthly
car allowance to be used to attend to local City business and shall be entitled to
reimbursement of$1,000 per year for dues and meal expenses incurred in the course
of participating in Saratoga-based civic organizations which require membership as
an individual.
5. Life Insurance: The City shall pay 100% of the premium cost for life insurance
coverage for Employee with a death benefit of$150,000.
6. Disability Coverage: The City shall provide disability coverage, consisting of short-
term disability payments and long-term disability insurance as described below, to
provide Employee with income protection if he becomes unable to perform the
functions of his position due to a serious health condition or disability.
a. Short-term Disability Payments
The City will pay 75% of Employee's monthly salary after Employee has used
all accrued paid time off(PTO) and will maintain existing insurance benefits for
six months from the date of injury/illness. Short-Term Disability payments will
2014 Agreement for Employment of City Manager Page 3 of 10
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commence only after 12 continuous working days during which Employee is
totally disabled, or when all accrued PTO is exhausted,whichever is later.
Short-term disability payments are reported to PERS as salary earned.
b. Long-term Disability Insurance
The City shall provide Employee long-term disability insurance including a paid
coverage plan design of 66.66% of salary to a maximum of $2,000 per month
with a voluntary buy-up option paid by Employee to a maximum of$8,200 per
month.
Because these payments are made through a group policy, the payments are not
reported to PERS as salary earned.
7. Section 125 Plan: The City will make available to Employee the option of enrolling in a
Section 125 flexible benefits plan. Under the plan, Employee may deduct from his
earnings up to the maximum allowable amounts per calendar year for health care
reimbursement and/or dependent care reimbursement.
8. Long-term Care: Employee may purchase long-term care insurance through a group
benefits program administered by PERS.
9. PERS: City is a contracting agency of the California Public Employees Retirement
System (PERS). The PERS contract requires contributions by the City and each
covered employee. Employee will pay the 7% required contribution by an employee.
The City through its contract with PERS provides a retirement benefit plan for
Employee of 2% at 55.
10. Administrative Leave: City shall grant Employee, on a fiscal year basis, sixty-five
(65) hours of administrative leave. Such leave shall be taken in a manner consistent
with the use of PTO.
11. Leave without Pay: The City does not grant leaves of absence under most
circumstances except as legally required. In cases of hardship or for other good and
sufficient reasons, the City Council may grant leaves of absence upon written request
by Employee for a period up to 90 days (unless a longer time period is required by
applicable law). Employee will not accrue any annual leave while on leave without
pay, and the leave period will be considered as discontinuous service. During the
time Employee is on leave without pay, the City may discontinue paying for
insurance benefits on behalf of Employee (including health, dental, life, and long-
term disability) unless the continued payment is required by applicable law, although
Employee shall have the option to continue benefits at his own cost.
12. Legally Required Benefits: Employee will receive all benefits that are legally
required, including workers' compensation coverage, unemployment insurance
contributions, the right to Family and Medical Care Leave, the right to industrial
injury leave (including full pay for the first three days of leave and health benefits for
the first 12 months after date of injury/illness if Employee submits the required claim
2014 Agreement for Employment of City Manager Page 4 of 10
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form), the right to COBRA benefits after a qualifying event has occurred, and the
right to other legally authorized leaves.
13. Holidays: Employee shall receive the following paid holidays:
(1) New Year's Day January 1
(2) Martin Luther King's Birthday 3rd Monday in January
(3) President's Day 3rd Monday in February
(4) Memorial Day Last Monday in May
(5) Independence Day July 4
(6) Labor Day 1 st Monday in September
(7) Columbus Day 2nd Monday in October
(8) Veteran's Day November 11
(9) Thanksgiving Day 4th Thursday in November
(10) Day after Thanksgiving Friday after Thanksgiving
(11) Christmas Eve December 24
(12) Christmas Day December 25
(13) New Year's Eve December 31
If a holiday falls on a Saturday, the preceding Friday will be observed. If a holiday
falls on a Sunday, the following Monday will be observed. In those years in which
one of the Christmas and/or New Year's holidays falls on a weekend, the Friday
preceding the weekend and the Monday following the weekend shall be observed as
holidays. If a holiday falls on an off-Friday when the City offices are closed, the
preceding Thursday will be observed. If the preceding Thursday is already a holiday,
the off-Friday holiday will be observed on the first weekday after Christmas that is
not already an observed holiday.
If a holiday occurs when Employee is using PTO, the holiday will not be charged
against Employee's PTO balance. In order to receive holiday pay, Employee must be
on the payroll on the last regularly scheduled workday preceding the holiday and the
first regularly scheduled work day following the holiday except if Employee is on
Family and Medical Care Leave, he shall only be entitled to receive holiday pay
within the six-month period after the date of injury/illness. If Employee is using PTO
when the holiday occurs, payment for the holiday shall be prorated to the amount of
PTO being used in the pay period in which the holiday occurs. If Employee is
receiving Short-Term Disability payments in the pay period when the holiday occurs,
payment for the holiday shall be at 75% of Employee's regular rate of pay.
If the City adopts a holiday furlough whereby the City operations are closed from
December 24 through January 1, Employee shall utilize his available PTO balances.
If no PTO is available for Employee to use, the holiday furlough week will be
unpaid.
14. Jury Duty: If Employee is called for jury duty he will continue to receive full pay
and benefits for that period of absence. Fees received for jury duty will be deducted
from Employee's gross wages.
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15. PTO: Employee accrues annual leave (paid time off or PTO) at the following rates,
depending on length of employment, with the length of employment beginning on the
date Employee was first hired in any position with the City:
first 60 months of employment—22 days (176 hours)per year
61 st through 120th month—27 days (216 hours)per year
121st month and beyond—32 days (256 hours)per year
a. PTO Cash-Out: A PTO Cash-Out Option will not be made other than at the time of
termination, except for the optional PTO cash-out described as follows:
Employee must use at least 80 hours of accrued PTO in each fiscal year.
If Employee has used the required minimum of 80 accrued hours of PTO in the
prior fiscal year, Employee is eligible to cash out up to a maximum of 200
accrued hours of PTO per fiscal year on approximately September 1 and/or
March 1. Employee must maintain a minimum balance of 200 hours of accrued
PTO after the cash out.
b. PTO Accruals: The PTO accrual cap in the Personnel Rules will be enforced.
Under no circumstances can Employee accrue more than the accrual PTO cap at any
point in time. Once Employee reaches the accrual cap, no additional PTO will
accrue until Employee uses his or her accrued PTO and reduces the balance to less
than the accrual cap. Thereafter, PTO benefits will continue to accrue on a
prospective basis only until Employee reaches the cap. No retroactive credit will be
given for the time when accrued PTO was at the cap.
C. PTO Increments: PTO must be taken by Employee only in increments of one
(1)hour or more in a workday.
d. PTO Upon Separation:
1) Upon retirement from City service, Employee may choose to use all of
his accrued paid time off as sick leave for the purpose of service credit if
allowed to do so by PERS. If Employee uses less than 100% of his paid
time off toward PERS service credit, the City will pay the balance of
Employee's accrued paid time off at Employee's regular rate of pay.
2) Upon separation from City service other than retirement, the City will
pay 100% of Employee's accrued paid time off at Employee's regular
rate of pay.
IV. COMPENSATION CHANGES AND PERFORMANCE EVALUATION.
A. CPI Increase: Cost of Living Adjustment—For fiscal year 2015-16, and for each subsequent
year of this Agreement, Employee shall receive an annual cost-of-living adjustment
(COLA) to his salary on each July 1 (beginning July 1, 2015) of the actual COLA but no
greater than two and one-half percent (2.5%). The COLA will be based on the California
CPI for Urban Wage Earners and Clerical Workers for the 12 months between December
2014 Agreement for Employment of City Manager Page 6 of 10
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and December as calculated by the Department of Industrial Relations as authorized by AB
1344 (Gov. Code 3511.1 and 3511.2). The July 1 COLA/CPI increase for each subsequent
year will be based on a calculation using the December number from about 18 months
before to the December number from about 6 months before the July 1 at issue. If the
COLA increases above two and one-half percent (2.5%) in any year, Employee shall
nevertheless receive a maximum two and one-half percent (2.5%) cost-of-living adjustment
for that year.
B. Evaluation: The City Council shall review and evaluate annually the performance of
Employee in or around May or June, beginning in May/June of 2015. Employee will
timely cause to be placed on the City Council agenda each year a "closed session" for the
purpose of the performance evaluation. Said review and evaluation shall be in accordance
with specific criteria developed by the City Council after consulting with Employee. Those
criteria may be added to or deleted from as the City Council may from time to time
determine after consultation with Employee.
C. Evaluation and Compensation: In or around May or June of each year, contingent upon
Employee receiving a fully satisfactory performance evaluation including accomplishment
of Council goals and objectives, the Mayor will document the fully satisfactory
performance evaluation by a memo to the Finance and Administrative Services Director,
with a copy to Human Resources and Employee. The Employee or the Finance and
Administrative Services Director shall timely cause to be placed on the City Council's
regular meeting agenda the City Council's consideration of a salary increase. The total
salary increase in any year shall not exceed the COLA/CPI increase (in W.A.) and an
additional amount, if any, based on performance and a salary survey (using the comparison
cities in the Personnel Rules) up to, at most, two percent (2%), but in no circumstances will
an increase move the Employee above the average determined by the salary survey.
Beginning in 2015, the City Council meetings for performance evaluations will occur in or
around May or June, and a salary increase, if any is granted, will be effective on the date
Council specifies, which typically will be on or around July 1 of the same calendar year as
the vote. If Employee's salary is at or above the average determined by the salary survey
after the COLA/CPI increase is calculated, if any, the salary item will not be placed on the
agenda and Council will not consider any increase to Employee's salary.
V. TERM OF AGREEMENT.
A. Term of Agreement.
1. The Agreement shall continue until terminated by City or Employee as discussed
below.
2. Nothing in this Agreement shall prevent, limit or otherwise interfere with the rights
of the City under Section 2-20.080 of the Municipal Code to terminate Employee and
this Agreement without cause at any time (except for 90 days after a council member
is elected as provided in 2-20.080), or the right of Employee to resign at any time
from his position.
2014 Agreement for Employment of City Manager Page 7 of 10
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3. Employee may terminate this Agreement by giving the City thirty (30) days' written
notice in advance of resignation, at the end of which period, this Agreement will
terminate, unless the City and Employee otherwise agree.
4. In the event of termination pursuant to section V.A.2, and if Employee has completed
a full year of working for the City, Employee shall be entitled to a severance payment
if Employee signs and agrees to be bound by a written general release agreeing not to
sue and waiving claims and recovery against the City and all City representatives and
agents. Starting on the one-year anniversary of the date of initial hire with the City,
which was as a Director, Employee shall be eligible for a general release agreement
with (A) a severance payment equal to three (3) months' salary; and (B) health
insurance and dental insurance benefits specified in this Agreement for a three-month
period after termination. The severance payment and continuation of benefits shall
be increased by one (1) month for each year on the Employee's anniversary date of
Employee's initial hire date, up to a maximum of six (6) months' severance pay and
benefits, but in no case can this amount exceed the limits in Government Code
section 53260 or other applicable law.
At Employee's discretion, the severance payment shall be paid either in a lump sum, or in
bi-weekly payments, beginning within fourteen (14) days of the effective date of
termination or within fourteen (14) days of the effective date of the signed general release,
whichever is later. If Employee selects bi-weekly payments, Employee may later choose to
receive a lump sum payment for the balance of the monthly severance payments. The
change from bi-weekly payments to a lump sum payment for the balance will be processed
as soon as reasonably feasible and by no later than four weeks after Employee chooses to
change to a lump sum payment for the balance. The severance payment shall be based on
Employee's then monthly salary.
Such severance pay and health and dental benefits shall not be due or payable if Employee
is terminated for conduct that: (1) is determined to be dishonest or fraudulent conduct by
the City Council; or (2)results in a conviction of a felony or a conviction of a misdemeanor
involving moral turpitude, dishonesty, or fraud; or (3) is an abuse of his office or position,
including (a) an abuse of public authority, including, but not limited to, waste, fraud, and
violation of the law under color of authority; or (b) is a crime against public justice. (See
Government Code § 53243-53243.4 and Agreement V.A.S. below).
5. AB 1344 and Public Accountability Provisions
The parties agree to fully comply with the following Government Code sections that are
part of AB 1344 (and as subsequently amended), and to fully comply with other applicable
law. AB 1344, as subsequently amended, includes Government Code sections 53243-
53243.4.
VI. MISCELLANEOUS PROVISIONS.
A. Administration. This Agreement shall be administered by the City Attorney of the City of
Saratoga ("Administrator"). All correspondence from Employee to the City shall be
directed to or through the Administrator or his or her designee.
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124
B. Notices. Any written notice to Employee shall be sent to:
Employee
c/o City Hall
13777 Fruitvale Avenue
Saratoga, CA 95070
(Or to Employee's home address on file with the City's Human Resource
Department. Employee is required to update his home address with the City's
Human Resource Department within three business days of moving.)
Any written notice to City shall be sent to:
Richard S. Taylor
City Attorney of City of Saratoga
Shute, Mihaly&Weinberger LLP
396 Hayes Street
San Francisco, CA 94102
(Or such other address as the City Attorney may have at the time of the notice.)
C. Conflict of Interest. Employee warrants that he presently does not have and will not
acquire any direct or indirect financial interest that would conflict with his performance of
this Agreement.
D. Assignment Prohibited. No party to this Agreement may assign any right or obligation
pursuant to this Agreement. Any attempted or purported assignment of any right or
obligation pursuant to this Agreement shall be void and of no effect.
E. Documents. All documents provided to Employee by the City and all reports and
supporting data prepared by Employee for the City are the sole property of the City and
shall be delivered to the City upon termination of this Agreement or at the City's written
request. All confidential reports, information, exhibits and data, including but not limited
to electronic data, prepared or assembled by Employee while he serves as City Manager are
confidential until released by the City to the public, and Employee shall not make any of
these unreleased documents or information available to any individual or organization,
other than the City Attorney without prior written consent signed by the City Council.
F. Effect of Waiver. The failure of either party to insist on strict compliance with any of the
terms, covenants or conditions of this Agreement by the other party shall not be deemed a
waiver of that term, covenant or condition, and no waiver or relinquishment of any right or
power on any given occasion shall be deemed a waiver of relinquishment of that right or
power on any subsequent occasions.
G. Entire Agreement. The text in this Agreement shall constitute the entire Agreement
between the parties. This Agreement incorporates the entire understanding between
Employee and the City, recites the sole considerations for the promises exchanged herein,
and fully supersedes any and all prior discussions, agreements, or understandings, written
or oral or implied, between the parties pertaining to the subject matter hereof. In reaching
this Agreement, no party has relied upon any representation or promise except those
2014 Agreement for Employment of City Manager Page 9 of 10
125
expressly set forth herein. This Agreement cannot be modified by the parties except in a
writing that is signed by both parties, ratified by City Council, and that expressly states that
it intends to modify this Agreement. Rules and policies apply to the Employee, but if a
provision in other rules or policies actually contradicts an express provision of the
Agreement, the Agreement will control.
H. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of
the heirs at law and executors of the parties.
I. Severability. If any provision, or any portion thereof, contained in this Agreement is held
unconstitutional, invalid or unenforceable, the remainder of this Agreement, or portion
thereof, shall be deemed severable, shall not be affected, and shall remain in full force and
effect.
J. Attorneys' Fees. In the event that either party to this Agreement brings a lawsuit to enforce
or interpret any provisions of this Agreement, each party shall bear its own attorneys' fees,
expenses and costs.
K. Governing Law. This Agreement shall be governed by the laws of the State of California.
L. Interpretation. The parties agree that any ambiguity in this Agreement shall not be
construed or interpreted against, or in favor of, either party. The parties agree that
ambiguities concerning matters addressed in this Agreement should be resolved in a manner
consistent with the City's personnel rules and procedures to the extent those rules and
procedures are not inconsistent with this Agreement.
In witness whereof, the City has caused this Agreement to be signed and executed on its behalf by its
Mayor and duly attested by its City Clerk, and Employee has signed and executed this Agreement
effective July 2, 2014.
EMPLOYEE CITY OF SARATOGA
Employee Date Emily Lo Date
Mayor
ATTEST:
Crystal Morrow Date
City Clerk
APPROVED AS TO FORM:
Richard S. Taylor Date
City Attorney
602157.2
2014 Agreement for Employment of City Manager Page 10 of 10
126
SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY:Richard Taylor DIRECTOR: John Cherbone
City Attorney
SUBJECT: Saratoga Creek Gray Water Release Abatement
RECOMMENDED ACTION:
Receive an update on the status of the emergency abatement work in Saratoga Creek and direct
staff accordingly.
BACKGROUND:
On Wednesday, June 18th, at 9 a.m. the City received a phone call from a City streets crew
working at 4th Street at Wildwood Park reporting a foul smell from the creek. The crew looked at
the flow of water from the storm drain system and noticed debris coming from the storm drain.
The City Streets manager contacted West Valley Sanitation and the Clean Water Program(CWP)
and requested the Fire Department to the scene to identify the substance. The Fire Department
contacted hazardous materials experts and determined that it was not a hazardous chemical but
some sort of diluted grease, a.k.a. gray water. The Fire Department and City crews proceeded to
place booms to contain the gray water. City Staff and CWP informed Santa Clara Valley Water
District Pollution Control and the Department of Fish and Wildlife which provided oral direction
for the parameters of a cleanup on Monday, June 23.
On Wednesday, June 25 the City Council held a special meeting to receive a report on the
situation and approved a resolution declaring an emergency due to the release, authorizing the
City Manager to abate the emergency and execute contracts not exceeding $50,000 in total for
abatement costs without any formal competitive bidding that might be required in non-
emergency situations, and appropriating the requisite funds from the increased general fund
revenues. Abatement work began on Wednesday afternoon, June 25. Staff is investigating the
factors that may have caused the release.
At the City Council meeting on July 2 staff will present a report on the status of the abatement
work and whether any further emergency action is required.
FISCAL IMPACTS:
As described above.
127
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
To be presented in the oral staff report on July 2.
ALTERNATIVE ACTION(S):
To be presented in the oral staff report on July 2.
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.
602158.2
2
128
SARATOGA CITY COUNCIL
7, 0,.
MEETING DATE: July 2, 2014 AGENDA ITEM:
DEPARTMENT: City Manager's Office CITY MANAGER: Dave Anderson
PREPARED BY: Crystal Bothelio DIRECTOR: Dave Anderson
City Clerk
SUBJECT: Amendment to 2014 City Council Meeting Schedule
RECOMMENDED ACTION:
Accept report and provide staff with direction regarding the 2014 City Council Summer Recess
schedule and cancellation of the July 16, 2014 City Council Meeting.
BACKGROUND:
At the January 15, 2014 City Council Meeting, the Council canceled the July 16, 2014 and
August 6, 2014 Council Meetings for the summer recess. To provide additional time for approval
of the new City Manager contract, the City Council voted at the May 7, 2014 meeting to restore
the July 16, 2014 meeting on the regular meeting schedule. Additionally, staff was directed to
bring forward an item at the July 2, 2014 to cancel the July 16, 2014 Council Meeting if
additional time to negotiation a new City Manager contract is not needed. Consequently, staff is
seeking direction on whether the July 16, 2014 meeting should be removed from the 2014
meeting schedule.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The 2014 Council Meeting schedule will remain unchanged.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
Page 1 of 2
129
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—Calendar of 2014 City Council Meetings
Page 2 of 2
130
2014 City Council Meeting Schedule
Alw . .r
T 7W T S 5 M T W T F S
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5 6 7 8 9 10 11 2 3 4 6 7 8
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M S S
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MAY JUNE
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4 56 ;28
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SEPTEMBER wrm� OCTOBER
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8 9 10 11 12 13 5 6 7 8 9 10 11
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22 23 24 25 26 27 19 20 21 22 23 24 25
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NOVEMBER
F
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9 10 11 ;26
13 14 15 14 15 16 18 19 20
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30
Regular City Council Meeting Meeting Canceled for Summer Recess
Meeting Considered for Cancellation
131