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AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
FEBRUARY 18, 2015
SPECIAL MEETING—6:00 P.M.—ADMINISTRATIVE CONFERENCE ROOM, CITY
HALL, 13777 FRUITVALE AVENUE
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.
ADJOURN TO CLOSED SESSION—6:00 P.M.
CONFERENCE WITH LABOR NEGOTIATORS (Gov't Code 54957.6)
Agency Designated Representatives: City Manager James Lindsay, City Attorney Richard
Taylor, Human Resources Manager Monica LaBossiere
Employee Organizations: Northern California Carpenters Regional Council, Carpenters Forty
Six Northern California Counties Conference Board and their Affiliated Local Unions
(Union); Saratoga Employee Association; Saratoga Management Organization
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the
City Council by City staff in connection with this agenda are available at the office of the City Clerk at
13777 Fruitvale Avenue, Saratoga,CA 95070. Note that copies of materials distributed to the City Council
concurrently with the posting of the agenda are also available on the City Website at www.sarato ag ca.us.
Any materials distributed by staff after the posting of the agenda are made available for public review at
the office of the City Clerk at the time they are distributed to the City Council.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this
meeting,please contact the City Clerk at 4081868-1269. Notification 24 hours prior to the meeting will
enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102-
35.104 ADA title II]
Certificate of Posting of Agenda:
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting
of the City Council was posted and available forpublic review on February 12, 2015 at the City of Saratoga,
13777 Fruitvale Ave., Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us.
Signed this 12`h day of February 2015 at Saratoga, California.
Crystal Bothelio, City Clerk
1
Table of Contents
Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Commendation for Gurdeep Kaur Chawla
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 7
Attachment A: Commendation . . . . . . . . . . . . . . . . . 8
City Council Meeting Minutes
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 9
Attachment A - Minutes for the Special and Regular City
Council Meeting on February 4, 2015 . . . . . . . . . . . . . 10
Attachment B - Minutes for the Study Session on
February 4, 2015 . . . . . . . . . . . . . . . . . . . . . . . 15
City Council Retreat Minutes
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 18
Attachment A - Minutes for the City Council Retreat on
January 23, 2015 . . . . . . . . . . . . . . . . . . . . . . . 19
Review of Accounts Payable Check Registers
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 29
02/03/2015 Check Register . . . . . . . . . . . . . . . . . . 30
02/10/2015 Check Register . . . . . . . . . . . . . . . . . . 35
Amended 2015 City Council Assignments — Architecture 101 Ad
Hoc Committee
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 40
Attachment A - Resolution Amending Council Member
Assignments for 2015. . . . . . . . . . . . . . . . . . . . . 41
Attachment B - Amended 2015 City Council
Assignments . . . . . . . . . . . . . . . . . . . . . . . . . 43
First Amendment to the Hakone Gardens Master Plan
Development Agreement
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 44
Hakone Foundation Letter. . . . . . . . . . . . . . . . . . . 45
Agreement Amendment. . . . . . . . . . . . . . . . . . . . 46
FY 2014/15 Mid-Year Budget Status Report and Budget
Adjustment Resolution
Mid-Year Budget Report . . . . . . . . . . . . . . . . . . . 48
Mid-Year Budget Reso . . . . . . . . . . . . . . . . . . . . 51
CalPERS Unfunded Accrued Liability and Budget Adjustment
Resolution
UAL Report. . . . . . . . . . . . . . . . . . . . . . . . . . 52
UAL Reso . . . . . . . . . . . . . . . . . . . . . . . . . . 57
1
� ' 4 81
- s AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
FEBRUARY 18, 2015
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
The agenda for this meeting was properly posted on February 12, 2015.
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. Commendation for Gurdeep Kaur Chawla
Recommended action:
Present the commendation recognizing Gurdeep Kaur Chawla.
SPECIAL PRESENTATIONS
None
Page 1 of 5
2
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 the City Council minutes for the Special City Council Meeting, Regular City
Council Meeting, and Study Session on February 4, 2015.
3. City Council Retreat Minutes
Recommended action:
Approve the City Council minutes for the City Council Retreat on January 23, 2015.
4. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment cycles:
2/3/2015 Period 8
2/10/2015 Period 8
PUBLIC HEARINGS
None
OLD BUSINESS
None
NEW BUSINESS
5. Amended 2015 City Council Assignments—Architecture 101 Ad Hoc Committee
Recommended action:
Approve resolution amending City Council Member assignments for 2015.
6. First Amendment to the Hakone Gardens Master Plan Development Agreement
Recommended action:
Consider a request by the Hakone Foundation to amend the payment terms contained in the
Master Plan Development Agreement.
7. FY 2014/15 Mid-Year Budget Status Report and Budget Adjustment Resolution
Recommended action:
Review the FY 2014/15 budget status report and proposed budget adjustments, and adopt the
attached resolution approving the City's FY 2014/15 mid-year budget amendments.
8. Ca1PERS Unfunded Accrued Liability and Budget Adjustment Resolution
Recommended action:
Review report and approve the attached budget adjustment resolution to appropriate funding
for an approximate $3.3 million payment toward the City's share of the Ca1PERS Unfunded
Accrued Liability, and authorize the Administrative Services Director to issue the payment.
Page 2 of 5
3
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Howard Miller
Cities Association of Santa Clara County
Council Finance Committee
Valley Transportation Authority(VTA) Policy Advisory Committee
VTA Board West Valley Cities Alternate
West Valley Mayors and Managers Association
West Valley Solid Waste Management Joint Powers Authority
Vice Mayor Manny Cappello
Council Finance Committee
Hakone Foundation Board
Santa Clara County Housing and Community Development(HCD) Council Committee
Saratoga Area Senior Coordinating Council (SASCC)
West Valley Sanitation District
Council Member Emily Lo
Hakone Foundation Board& Executive Committee
KSAR Community Access TV Board
Santa Clara County Library Joint Powers Authority
Council Member MaU-Lynne Bernald
Association of Bay Area Governments
Cities Association of Santa Clara County-Legislative Action Committee
Cities Association of Santa Clara County-Selection Committee
Saratoga Historical Foundation
Saratoga Sister City Organization
Council Member Rishi Kumar
Santa Clara County Expressway Plan 2040 Policy Advisory Board
Santa Clara Valley Water District Commission
Saratoga Chamber of Commerce &Destination Saratoga
Saratoga Ministerial Association
CITY COUNCIL ITEMS
CITY MANAGER'S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act,copies of the staff reports and other materials provided to
the City Council by City staff in connection with this agenda are available at the office of the City Clerk
at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City
Council concurrently with the posting of the agenda are also available on the City Website at
www.sarato ag ca.us.Any materials distributed by staff after the posting of the agenda are made available
for public review at the office of the City Clerk at the time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act(ADA), if you need special assistance to
participate in this meeting,please contact the City Clerk at (408) 868-1269. Notification 48
Page 3 of 5
4
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 February 12, 2015, 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 12th day of February 2015 at Saratoga, California.
Crystal Bothelio, City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City Video
Archives at www.sarato ag ca.us
d
CITY OF SARATOGA
CITY COUNCIL JOINT MEETING CALENDAR 2015
4 r R 3
02/18 Regular Meeting—6:00 p.m. Closed Session
03/04 Regular Meeting—Joint Meeting with Traffic Safety Commission
03/18 Regular Meeting—Joint Meeting with Parks&Rec Commission and PEBTAC
04/01 Regular Meeting—Joint Meeting with Library Commission,Librarians, and Friends of
Library
04/13 Budget Study Session
04/15 Regular Meeting—Closed Session
04/29 6:00 p.m. Architecture 101 Study Session with Planning Commission and Heritage
Preservation Commission—Saratoga Senior Center, Saunders Room
05/06 Regular Meeting—Joint Meeting with Mt.Winery and Montalvo Arts
05/20 Regular Meeting—Joint Meeting Chamber of Commerce and Destination Saratoga
06/03 Regular Meeting—5:30 p.m. Joint Meeting with HOA's in Senior Center, Saunders
Room
06/17 Regular Meeting—Joint Meeting with Sheriff Office and County Fire
07/01 Regular Meeting—Joint Meeting TBD
07/15 Meeting Cancelled
08/05 Meeting Cancelled
08/19 Regular Meeting—Joint Meeting TBD
09/02 Regular Meeting—Joint Meeting with SASCC
09/16 Regular Meeting—Joint Meeting with Youth Commission
10/07 Regular Meeting—5:30 p.m. Joint Meeting with Saratoga School Districts in the Senior
Center, Saunders Room
10/21 Regular Meeting—Joint Meeting with Historical Foundation
Page 4 of 5
5
11/04 Regular Meeting—Joint Meeting with West Valley—Mission Community College Board
of Trustees
11/18 Regular Meeting—Joint Meeting with Senator Beall Jr. or Assembly Member Evan Low
12/02 Regular Meeting—Joint Meeting with Hakone Foundation Board of Trustees
12/16 Regular Meeting—Council Norms Study Session
Unless otherwise stated, Joint Meetings and Study Sessions begin at 6:00 p.m. in the Administrative
Conference Room at Saratoga City Hall at 13777 Fruitvale Avenue.
Page 5 of 5
6
L
SARATOGA CITY COUNCIL
` �c1FOiktt'
MEETING DATE: February 18, 2015
DEPARTMENT: City Manager
PREPARED BY: Debbie Bretschneider, Deputy City Clerk
SUBJECT: Commendation for Gurdeep Kaur Chawla
RECOMMENDED ACTION:
Present the commendation recognizing Gurdeep Kaur Chawla.
BACKGROUND:
Gurdeep Kaur Chawla is a Saratoga resident who was the interpreter and translator for the
January 26, 2015 meeting between President Obama and Prime Minister Modi of India.
ATTACHMENTS:
Attachment A- Commendation
7
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
HONORING
GURDEEP KA UR CHA WLA
WHEREAS, on January 26, 1950, the constitution of India was adopted and India
declared itself a Sovereign, Democratic, and Republic state, and January 26 is now
recognized as the Republic Day of India; and
WHEREAS, United States President Barack Obama was part of the 2015 Republic
Day of India celebration in New Delhi, which featured a grand parade with various military
vehicles, different regiments of armed forces, and many tableaux from different States in
India; and
WHEREAS, Saratoga resident Gurdeep Kaur Chawla was the chosen Interpreter and
Translator between President Obama of the United States and Prime Minister Modi of India
at this historic occasion; and
WHEREAS, Gurdeep's 25 years of experience in Conference, Simultaneous, and
Consecutive modes of interpretation and translation to and from English, Punjabi, Hindi, and
Urdu, was put to use towards communication between the two world leaders; and
WHEREAS, through her translation skills, Gurdeep helped facilitate communication
between the leaders of the two largest democracies in the world and helped them arrive at a
common understanding to establish agreements between the United States and India; and
WHEREAS, throughout her career, Gurdeep has helped bring people together by
bridging language barriers.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga
does hereby recognize Gurdeep Kaur Chawla and celebrates her efforts to break down
barriers by bring people of different languages together.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 18th day
of February 2015.
Howard A. Miller, Mayor
City of Saratoga
1 u �A.�.j
L
SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2015
DEPARTMENT: City Manager's Office
PREPARED BY: Crystal Bothelio, City Clerk
SUBJECT: City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Special City Council Meeting, Regular City Council
Meeting, and Study Session on February 4, 2015.
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 are attached to
this report for Council review and approval.
FOLLOW UP ACTION:
Minutes will be retained for legislative history and posted on the City of Saratoga website.
ATTACHMENTS:
Attachment A - Minutes for the Special and Regular City Council Meeting on February 4, 2015
Attachment B -Minutes for the Study Session on February 4, 2015
9
MINUTES
WEDNESDAY, FEBRUARY 4, 2015
SARATOGA CITY COUNCIL SPECIAL MEETING
At 5:20 p.m., City Council held an interview with Claire Campodonico, Monte Sereno Nominee
to the Library Commission, in the Joan Pisani Community Center Arts and Crafts Room located
at 19655 Allendale Avenue in Saratoga. At 5:30 p.m., the City Council held a Joint Meeting with
the Heritage Preservation Commission and Planning Commission in the Arts and Crafts Room.
The following person requested to speak during the Joint Meeting:
Matthew Harrigan
No one else requested to speak.
CAPPPELLO/LO MOVED TO DIRECT STAFF TO RETURN TO THE CITY COUNCIL
WITH A REPORT WITH ADDITIONAL INFORMATION ABOUT NON-
CONFORMING USES AND STRUCTURES AND TO RECEIVE ADDITIONAL
DIRECTION FROM THE CITY COUNCIL. MOTION PASSED. AYES: MILLER,
CAPPELLO, LO, BERNALD, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
SARATOGA CITY COUNCIL REGULAR MEETING
Mayor Miller called the meeting to order at 7:01 p.m. Boy Scout Troop 566 led the Pledge of
Allegiance.
ROLL CALL
PRESENT Mayor Howard Miller, Vice Mayor Manny Cappello, Council
Members Emily Lo, Mary-Lynne Bernald, Rishi Kumar
ABSENT: None
ALSO PRESENT: James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk
Mary Furey, Finance &Administrative Services Director
Michael Taylor, Recreation&Facilities Director
Brian Babcock, Administrative Analyst I
REPORT OF CITY CLERK ON POSTING OF AGENDA
City Clerk Crystal Bothelio reported that the agenda for this meeting was properly posted on
January 29, 2015.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Aundized Items
None
Page 1 of 5
10
Oral Communications - Council Direction to Staff
None
Communications from Boards and Commissions
Mayor Miller provided an overview of the City Council's Joint Meeting with the Heritage
Preservation Commission and Planning Commission.
Council Direction to Staff
None
ANNOUNCEMENTS
Council Member Kumar shared that the State of the Valley took place on February 4, 2015. The
State of the County Address was the week of January 26, 2015 and it appears that the County's
budget is in good condition. Additionally, West Valley College will be celebrating its 50th
anniversary on May 2 with a special event. The Saratoga Cares Foundation will be making plans
to hold a bike safety event twice a year. There will also be a Bollywood Valentine's event on
Friday, February 13, 2015. On March 7, there will be a celebration of the Hindu New Year at the
Joan Pisani Community Center.
Council Member Lo shared that there will be a Hakone Gardens master plan workshop on
February 10, 2015 from 5:00 p.m. to 7:00 p.m. at Hakone Gardens.
Mayor Miller shared that the Spring Recreation Activity Guide was just mailed to residents. The
guide includes numerous programs, including summer camps. The City's quarterly newsletter,
The Saratogan, can be found inside the Activity Guide.
CEREMONIAL ITEMS
1. Commissioner Appointment and Oath of Office
Recommended action:
Adopt the resolution appointing Claire Campodonico to a partial term on the Library
Commission ending September 30, 2017 and direct the City Clerk to administer the Oath of
Office.
RESOLUTION NO. 15-003
CAPPELLO/LO MOVED TO ADOPT THE RESOLUTION APPOINTING CLAIRE
CAMPODONICO TO A PARTIAL TERM ON THE LIBRARY COMMISSION
ENDING SEPTEMBER 30, 2017 AND DIRECT THE CITY CLERK TO
ADMINISTER THE OATH OF OFFICE. MOTION PASSED. AYES: MILLER,
CAPPELLO, LO, BERNALD, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
City Clerk Crystal Bothelio administered the Oath of Office to Library Commissioner Claire
Campodonico.
Page 2 of 5
11
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
2. City Council Meeting Minutes
Recommended action:
Approve the City Council minutes for the Special and Regular City Council Meeting on
January 21, 2015.
BERNALD/KUMAR MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE SPECIAL AND REGULAR CITY COUNCIL MEETING ON JANUARY 21,
2015. MOTION PASSED. AYES: MILLER, CAPPELLO, LO, BERNALD, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment cycles:
1/20/2015 Period 7
1/27/2015 Period 7
BERNALD/KUMAR MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE SPECIAL AND REGULAR CITY COUNCIL MEETING ON JANUARY 21,
2015. MOTION PASSED. AYES: MILLER, CAPPELLO, LO, BERNALD, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
4. Treasurer's Report for the Month Ended December 31, 2014
Recommended action:
Review and accept the Treasurer's Report for the month ended December 31, 2014.
BERNALD/KUMAR MOVED TO ACCEPT THE TREASURER'S REPORT FOR THE
MONTH ENDED DECEMBER 31, 2014. MOTION PASSED. AYES: MILLER,
CAPPELLO, LO, BERNALD, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
5. Amended 2015 City Council Assignments
Recommended action:
Approve resolution amending City Council Member assignments for 2015.
RESOLUTION NO. 15-004
BERNALD/KUMAR MOVED TO APPROVE RESOLUTION AMENDING CITY
COUNCIL MEMBER ASSIGNMENTS FOR 2015. MOTION PASSED. AYES:
MILLER, CAPPELLO, LO, BERNALD, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
PUBLIC HEARINGS
None
Page 3 of 5
12
OLD BUSINESS
None
NEW BUSINESS
None
COUNCIL ASSIGNMENT REPORTS
Mayor Howard Miller
Valley Transportation Authority (VTA) Policy Advisory Committee—there is a meeting next
week.
West Valley Solid Waste Management Joint Powers Authority—there is a meeting on February 5,
2015.
Vice Mayor Manny Cappello
Santa Clara County Housing and Community Development (HCD) Council Committee—there is
a meeting on February 9, 2015, during which the Committee will consider Community
Development Block Grant applications.
Saratoga Area Senior Coordinating Council (SASCC)—the Board is in discussions with Live
Oak about having adult care services provided through Live Oak at the senior center.
Council Member Emily Lo
Hakone Foundation Board&Executive Committee—the Hakone Master Plan Workshop will
take place February 10, 2015 from 5:00 p.m. to 7:00 p.m. at Hakone Gardens.
Santa Clara County Library Joint Powers Authority— Silicon Valley Reads started February 4,
2015. Silicon Valley Reads is an annual program that focuses on a contemporary theme and
includes a variety of events to encourage the public to read about, think about and discuss the
theme. This year's theme is, "The Immigrant Experience."For more information visit
http://siliconvalle3jeads.org/.
Council Member Maa-Lynne Bernald
Saratoga Sister City Organization—during the meeting on February 3, 2015, the group discussed
an effort to collect the oral history of Saratoga. The Sister City Organization, Historical
Foundation, and KSAR are all interested in the effort. It is expected that KSAR will lead the
effort. Additionally, the meeting included discussion of the Sister City website that is in
progress. The group will also be participating in the Blossom Festival.
Council Member Rishi Kumar
Santa Clara Valley Water District Commission—during the meeting last week, the Commission
focused on ongoing drought conditions. The Water District is looking at a variety of measures to
reduce water consumption, including rate hikes. At the next meeting, the Commission will be
reviewing staff recommendations for the 2030 Plan.
Council Member Kumar also reported on Republic Day of India events that he attended.
CITY COUNCIL ITEMS
None
Page 4 of 5
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CITY MANAGER'S REPORT
None
ADJOURNMENT
CAPPELLO/LO MOVED TO ADJOURN THE MEETING AT 7:24 P.M. MOTION PASSED.
AYES: MILLER, CAPPELLO, LO, BERNALD, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga
Page 5 of 5
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MINUTES
WEDNESDAY, FEBRUARY 4, 2015
SARATOGA CITY COUNCIL SPECIAL MEETING
STUDY SESSION
CALL TO ORDER
Mayor Miller called the meeting to order at 7:30 p.m. in the City Hall Administrative Conference
Room at 13777 Fruitvale Avenue in Saratoga, CA.
ROLL CALL
PRESENT Mayor Howard Miller, Vice Mayor Manny Cappello, Council
Members Emily Lo, Mary-Lynne Bernald, Rishi Kumar
ABSENT: None
ALSO PRESENT: James Lindsay, City Manager
Crystal Bothelio, City Clerk
John Cherbone, Public Works Director
Mary Furey, Finance &Administrative Services Director
Michael Taylor, Recreation &Facilities Director
Tony McFarlane, Finance Manager
Monica LaBossiere, Human Resources Manager
Brian Babcock, Administrative Analyst I
Mainini Cabute, Management Analyst II
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA TOPICS
1. Mid-Year Budget Review& Five Year Forecast
2. Roadway Conditions & Pavement Managemen
3. Fiscal Year 2015/16 Capital Budget
4. Budget Wrap Up
Mayor Miller explained the study session had been scheduled as a follow up to the City Council
Retreat to conclude and finalize items 1 through 4 on the Retreat agenda. He then invited staff to
provide a brief overview of the items reviewed by the City Council thus far.
Finance and Administrative Services Director Mary Furey provided an overview of the
information presented to the City Council as part of the Mid-Year Budget Review and Five Year
Forecast.
Page I of 3
15
Public Works Director John Cherbone reviewed Roadway Conditions and Pavement
Management.
Mayor Miller and City Manager James Lindsay introduced a City Council prioritization exercise
for the Fiscal Year 2015/16 Capital Budget.
The City Council conducted the Fiscal Year 2015/16 Capital Budget prioritization exercise,
which included coming to consensus on changes to currently funded projects, changes to
currently unfunded projects, and decisions on candidate capital projects.
Mayor Miller invited public comment.
The following person requested to speak:
Michelle McIntyre
No one else requested to speak.
CAPPELLO/KUMAR MOVED TO DIRECT STAFF TO PREPARE A MID-YEAR
BUDGET ADJUSTMENT FOR FISCAL YEAR 2014/15 TO ALLOCATE $3.38
MILLION FOR PAYMENT OF A PORTION OF SARATOGA'S CALIFORNIA PUBLIC
EMPLOYEES' RETIREMENT SYSTEM(CALPERS) UNFUNDED ACCRUED
LIABILITY (UAL) AND SUBMIT THE PAYMENT TO CALPERS AS QUICKLY AS
POSSIBLE. MOTION PASSED. AYES: MILLER, CAPPELLO, LO, BERNALD, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Additions to Funded Capital Budget for Fiscal Year 2015/16
LO/BERNALD MOVED TO DIRECT STAFF TO INCLUDE THE FOLLOWING THE
PROPOSED FISCAL YEAR 2015/16 CAPITAL BUDGET:
VILLAGE CREEK TRAIL-DESIGN& ADD $80,000 TO EXISTING
ENVIRONMENTAL PROJECT
........ ......... ......... ......... ......... ......... ......... ......... .........
SINGLE PANE WINDOWS REPLACEMENT MOVE FROM UNFUNDED CIP,
........ ......... ......... ......... ......... ......... .........
FUND AT$40,000
CREEK/VILLAGE TRAIL PHASE I- MOVE FROM UNFUNDED CIP,
CONSTRUCTION FUND AT$100,000
........ ......... ......... ......... ... ...... ...... __ _.. .......
VIA REGINA TRAIL MOVE FROM UNFUNDED CIP,
........ ......... ......... ......... ......... ......... .........
FUND AT$60,000
RESIDENTIAL STREET RECONSTRUCTION FUND AT$300,000
........ ......... ......... ......... ......... ......... .........
BEAUMONT TRAFFIC CIRCLE FUND AT$30,000
........ ......... ......... ... ............ ......... ......... ......... .........
SARATOGA HILLS STORM DRAIN FUND AT$44,000
IMPROVEMENTS
........ ......... ......... .:... .................. ... ................................................................................_ ........................
PARK PATHWAYS FUND AT$50,000
........ ........ ......... ......... ......... ......... ......... _.. .._ ........................
TRAK-IT SOFTWARE SYSTEM UPGRADE FUND AT$60,000 FROM
........ ......... ......... ......... ......... ......... .........
DEVELOPMENT RESERVE
ROADWAY MAINTENANCE &REPAIRS FUND AT$375,000
........ ......... ......... ......... ......... ......... ......... ......... .. .....
CURB & GUTTER MAINTENANCE &REPAIRS FUND AT$50,000
........ ......... ......... ......... ......... ............. ..... ......... ..._....
EV CHARGING STATIONS FUND AT$78,000
...............................................................
THEATER-ROOF TOP DUCT WORK FUND AT$90,000
........ ......... ......... ......... ......... ......... -........ _ ......... .......... ......... ......... ......... ......... ......... ......... ...
Page 2 of 3
16
........ ......... ........ ......... ......... ......... .........
THEATER-BOILER REPLACEMENT FUND AT$90,000
........ ......... ......... ......... ......... ........ ........ ........ ........
CITY WEBSITEANTRANET REDESIGN FUND AT$75,000
......... ......... ......... ......... ........ ........ ........ ........
VILLAGE VISIONING SPECIFIC PLAN UPDATE, FUND AT$100,000
PHASE I
........ ......... ......... ......... ......... ......... ......... ......... ..._....
SUSTAINABLE LANDSCAPE PROJECT FUND AT$25,000
......... ......... ......... ......... ......... ......... ......... ...
................ ........................ ...................... ....................... ........................ ....................... ....................... ......................... .........
WARNER HUTTON HOUSE- STORAGE BUILDING FUND AT$30,000
&FURNISHINGS
........ ......... ._............. ......... ........ .......... .......... ........
PROSPECT CENTER FURNISHINGS FUND AT$28,000
........ .. .
BRIDGE MAINTENANCE &REPAIRS FUND AT$50,000
......... ......... .. .
BIG BASIN WAY TURNAROUND DESIGN CLOSEOUT
........ ......... ......... ......... ......... ......... .........
SARATOGA HILLS STORM DRAIN CLOSEOUT
IMPROVEMENTS
........ ......... ......... ......... ......... ......... .........
CORPORATION YARD-EQUIPMENT SHEDS REJECT CANDIDATE PROJECT
EL QUITO CURB & GUTTER REMOVE FROM UNFUNDED CIP
..
CORPORATION YARD GATE REMOVE FROM UNFUNDED CIP
......... ......... ......... ......... ......... ......... ......... ........._ ....................... ........... ......... ......... ......... ............ ......... ..::
THE FINANCE COMMITTEE WAS ALSO DIRECTED MAKE A
RECOMMENDATION TO THE CITY COUNCIL ON WHETHER THE FOLLOWING
PROJECTS SHOULD BE INCLUDED AS A REOCCURRING CAPITAL BUDGET
PRIORITY: RESIDENTIAL STREET RECONSTRUCTION, PARK PATHWAYS,
ROADWAY MAINTENANCE AND REPAIR, AND CURB AND GUTTER
MAINTENANCE AND REPAIRS. MOTION PASSED. AYES: MILLER, CAPPELLO, LO,
BERNALD, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
ADJOURNMENT
Mayor Miller adjourned the meeting at 10:48 p.m.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
Page 3 of 3
17
J*u� �A.�.j
SARATOGA CITY COUNCIL
L L
MEETING DATE: February 18, 2015
DEPARTMENT: City Manager's Office
PREPARED BY: Crystal Bothelio, City Clerk
SUBJECT: City Council Retreat Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the City Council Retreat on January 23, 2015.
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 are attached to
this report for Council review and approval.
FOLLOW UP ACTION:
Minutes will be retained for legislative history and posted on the City of Saratoga website.
ATTACHMENTS:
Attachment A-Minutes for the City Council Retreat on January 23, 2015
18
MINUTES
FRIDAY,JANUARY 23, 2015
SARATOGA CITY COUNCIL SPECIAL MEETING
CITY COUNCIL RETREAT
CALL TO ORDER
Mayor Miller called meeting to order at 9:02 a.m. in the Saratoga Foothill Club at 20399 Park
Place, Saratoga.
ROLL CALL
PRESENT Mayor Howard Miller, Vice Mayor Manny Cappello, Council
Members Emily Lo, Mary-Lynne Bemald, Rishi Kumar
ABSENT: None
ALSO PRESENT: James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk
John Cherbone, Public Works Director
Mary Furey, Finance & Administrative Services Director
Erwin Ordonez, Community Development Director
Michael Taylor, Recreation &Facilities Director
Christopher Riordan, Senior Planner
Tony McFarlane, Finance Manager
Monica LaBossiere, Human Resources Manager
Brian Babcock, Administrative Analyst I
Mainini Cabute, Management Analyst II
Adam Henig, Recreation Supervisor
Bridget Eddings, Recreation Coordinator
REPORT OF CITY CLERK ON POSTING OF THE AGENDA
City Clerk Crystal Bothelio reported that the agenda for this meeting was property posted on
January 15, 2015.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA TOPICS
1. Mid-Year Budget Review &Five Year Forecast
Finance and Administrative Services Director Mary Furey provided a report on the mid-
year budget, five year forecast, and noted the City's Financial Policies were included in
Council's packet for reference and discussed a couple of the modifications to the policies
in yellow highlight. She then reviewed the City's major revenue groups.
Vice Mayor Cappello commented on the City's sales tax revenues and noted that they
Page 1 of 10
19
have stayed consistent despite changes in the economy.
Mayor Miller added that the City's sales tax revenues may not perfectly reflect sales taxes
generated in the City of Saratoga, as allocations are adjusted occasionally to correct
mistakes.
Finance and Administrative Services Director Mary Furey then provided an overview of
the City's major expenditure categories. She noted that the City is doing well financially
in the current fiscal year and revenues are expected to exceed expenditures. Mid-year
budget adjustments are expected to be fairly minor.
Finance and Administrative Services Director Mary Furey then presented the five year
forecast. Based on the assumptions used for the forecast,revenues are not expected to
keep pace with expenditures in the long term. She explained the projected budgets are
based on current programming direction and known financial conditions, and that
projected outcomes are not set in stone.
Finance and Administrative Services Director Mary Furey introduced options for
addressing the City of Saratoga's California Public Employees' Retirement System
(CalPERS)Unfunded Accrued Liability(UAL). She presented four options:
Option 1 —Pay As You Go
Option 2—Full Payoff with Bond/ 30 Year Term
Option 3 —Full Payoff with Bond/20 Year Term
Option 4—Partial Payment Combined With Pay As You Go
She discussed the benefits of paying off the $3.3 million portion of the UAL liability and
recommended option 4 with funding from the Fiscal Stability Reserve, Working Capital
Reserve, Capital &Efficiency Reserve, and Fiscal Year 2014/15 Budget Adjustments
from Estimated Net Operations. The City would restore funding to these reserves in future
fiscal years.
The City Council discussed the impacts and consequences of each of the options.
Mayor Miller noted that the consensus of the City Council was to proceed with option 4.
However, the Council would provide final direction when discussion on all the budget
items concluded.
Finance and Administrative Services Director Mary Furey proceeded to present
information about the City's internal service funds and recommended changes. The IT
Equipment Replacement Internal Service Funds did not include software system
replacement costs in recent years and staff recommends raising the funding level of these
funds to account for these costs. Additionally, a new internal service fund for Facility
Furniture, Fixtures, and Equipment(FF&E) is recommended. She noted the new fund
would affect the financial policy requiring the Recreation and Facilities Department to
recover 65% of costs and recommended Council review the policy.
Mayor Miller stated he would like to keep the policy at 65%with an understanding that
65% is a goal.
Page 2 of 10
20
Mayor Miller invited public comment on the item.
Nancy Kirk requested to speak and asked the City Council about Tax Equity Allocation.
2. Roadway Conditions &Pavement Mana eg ment
Public Works Director John Cherbone introduced the item. He shared information about
how street conditions are monitored using the Pavement Condition Index (PCI), explained
how the PCI is calculated, and provided examples of roads within each PCI scale. The
current PCI for the City of Saratoga is 69. During the recession, the City received grant
funding to improve arterial roads. Consequently, the City's arterial's are generally in good
condition while residential and collector streets fall lower on the PCI scale. Staff
recommends allocating $1 million to the pavement management program annually plus an
additional $300,000 to rehabilitate roads lowest on the PCI scale. This should allow the
City to maintain a PCI of 69.
Vice Mayor Cappello commented that it would be extremely expensive to rebuild roads in
the worst condition. Furthermore, roads that are currently in acceptable condition need to
be maintained to prevent deterioration. The staff recommendation calls for rebuilding the
worst roads over time while maintaining streets in good condition. Consequently, there
may be some confusion about how the City selects streets to be repaved or rebuilt and it
will be important to provide additional information about the City's pavement
management efforts so that the public understands how roadways are selected for
maintenance or reconstruction.
City Manager James Lindsay noted that in addition to the recommended funding for
pavement management and roadway reconstruction, staff is also recommending a change
to the City Council's financial policy to establish a performance target of attaining an
average PCI of 70.
3. Fiscal Year 2015/16 Capital Budget
Finance Manager Tony McFarlane introduced the discussion on the Fiscal Year 2015/16
Capital Budget and began an overview of currently funded, unfunded s, and candidate
capital projects.
The City Council reviewed the current, funded capital projects and considered removing
the Big Basin Way Turnaround Feasibility Study(project complete), a request to increase
funding for Village Creek Trail Design and Environmental Review by$80,000, and
whether the Civic Theater Master Plan Improvements should be moved to the unfunded
capital project list.
Mayor Miller noted that Quito Road Bridges on the list of funded projects does not reflect
the funding contributed from grant funds and other agencies. He also requested that the
Quarry Park Master Plan Implementation be identified by phase.
Finance Manager Tony McFarlane then introduced projects on the unfunded capital
project list for Council review.
Page 3 of 10
21
The City Council reviewed staff recommendations for changes to the list of unfunded
capital projects. The Council discussed whether to keep the Big Basin Way Turn Around
Construction Project, the Saratoga Creek Trail, Civic Theater Master Plan Improvements,
and Corporation Yard Gate on the list of unfunded capital projects.
Finance Manager Tony McFarlane proceeded to the candidate capital projects.
Mayor Miller raised concerns that the process for reviewing capital projects established
by the City Council was not being followed. He noted that additional information about
the candidate projects should have been made available to the City Council.
Vice Mayor Cappello suggested that the City Council hold a study session to conclude
discussion and come to decisions on the mid-year budget, 5-year forecast, UAL, roadway
conditions and pavement management program, and fiscal year 2015/16 capital budget.
During the study session, staff could provide additional information on each of the
candidate projects for the City Council to consider.
Mayor Miller also requested that the schedules provided by staff include City funding and
grant funding information(whether already approved or anticipated).
The City Council agreed to conduct a study session as recommended by Vice Mayor
Cappello.
4. Budget Wrap Up
Postponed to study session.
LUNCH BREAK& COUNCIL EXERCISE
During the lunch break, the City Council participated in a group exercise. Each Council
Member was asked to answer the question, "What is quintessential Saratoga?" Council
Members wrote as many responses as they wished on post-it notes. The Council was
instructed to write one response or idea per note. The notes were then placed on boards and
the Council grouped similar ideas or responses together. The City Council then identified an
overarching concept for each collection of notes, establishing a group response to the
question, "What is quintessential Saratoga?"Below are the group responses generated from
the exercise.
- Integrated with Silicon Valley
- Special Saratoga Ambiance
- Great Environment
- NIMBY
- Kid Friendly
- Solid Infrastructure
- Tree City USA
- Affluent City
- Thriving, Happening Community
- Family Friendly
- Vibrant Business District
Page 4 of 10
22
- Cozy Downtown
- Community Character
- Traffic Safety
- Quiet Neighborhoods
- Diverse Community
- Excellent Schools
- Senior Friendly
Smart Citizens Who Care
5. Community Engagement
Administrative Analyst Brian Babcock provided a presentation on community
engagement and communication in the City of Saratoga. He recommended expanding the
City's reach by first updating and redesigning the City website to provide a better place to
direct the public to and improve access from mobile devices, investing in a new email
subscription tool to increase the City's audience base, and introducing a crowdsourcing
tool to allow citizens with another way to participate in local government and weigh in on
important decisions.
Mayor Miller invited public comment on the item.
Nancy Kirk requested to speak. She shared that she likes the City newsletter, The
Saratogan. She suggested that the City provide residents with the option to subscribe to
receive the newsletter by email instead of mail.
Council Members Lo and Bernald added that the City does have considerable reach and
opportunity to communicate through tools like Nextdoor.com.
Mayor Miller noted that while the City has taken advantage of programs, like Nextdoor,
the City currently has no tool dedicated to soliciting input from residents or engaging in a
dialogue in an official manner.
Council Member Kumar added that he felt that the City could expand its reach through
programs like Constant Contact and being mobile-friendly.
Vice Mayor Cappello shared his opinion that it will be important to establish a foundation
and make strides in increasing the City's reach before participating in a crowdsourcing
tool to engage citizens online.
Council Member Lo said that she would like the City website to be mobile-friendly.
Council Member Bernald concurred she felt building the City's subscription base is
important.
The City Council concurred that they would like to see the City website updated and
requested staff return with a plan for broadening citizen engagement and communications.
6. Commission Roles &Work Plans
Page 5 of 10
23
Mayor Miller introduced the item and explained that all the Commissions have been
invited to present their work plans for feedback from the City Council.
Alexandra Nugent, Chair of the Heritage Preservation Commission, presented the
following work plan:
Short Term—Remainder of FY 2014/15
1. Add properties to the Heritage Resources Inventory including Landmark and
Mills Act properties
2. Add new trees to the Heritage Tree Inventory
3. Evaluate heritage resources along Big Basin Way
4. Update website design, resource links, and add FAQs
5. Community outreach efforts:
• Participate at Blossom Festival,Arbor Day, and America in Bloom
• Continue to liaise with the Saratoga Historical Foundation and their events
• Articles for the Saratogan and Saratoga News on the importance of being
listed on the City's Heritage Resources Inventory and Heritage Tree
Inventory
Long Term—FY 2015/16
1. Evaluate heritage resources in the City
2. Develop and HPC Handbook that includes mission, goals,procedures, training
resources and reference links
3. Evaluate creation of a Cultural Landscape Inventory(i.e. Katheryn Kennedy
Vineyards and the cactus garden on Bountiful Acres Way)
4. Community outreach efforts:
• Develop standard information articles to appear 3 or 4 time a year in the
Saratoga News
• Continue participation in appropriate community events
• Create flyers on the Heritage Preservation Commission, Heritage Trees,
and a Heritage Resources Inventory&Historic Landmark Q&A
• Create photo album on Heritage Trees and Big Basin Properties
Lauren Marty, Chair of the Library Commission,presented the following work plan:
Project Desired Outcome
Work with library staff in Commissioners to assist with the current
brainstorming sessions on current and programs and give input to library staff on
upcoming programs. other possible opportunities.
Work with the Saratoga Library to To bring further recognition to the Saratoga
get the library building categorized as Library, thus elevating its status even further
a California Heritage Building. and gaining more library memberships.
Increase the amount of marketing for Increase community's knowledge of the
the library by collaborating with the library's resources, as well as grow the number
library staff on ways to communicate of Saratoga Library cardholders who could take
to the community. advantage of these resources.
Page 6 of 10
24
Create a Library Resources Template
or one-page flyer, to simplify the Engage the community further on what the
amount of resources the library library has to offer. Gain more library
offers. This will make memberships.
communication of resources easier.
Identify local organizations and community
groups that could benefit from connections
with the library. The next step is to contact
Identify and contact leaders of local leaders of these organizations. Commissioners
organizations and community groups. and library staff would invite leaders to
informational meetings to discuss library
resources. Project would help expand
membership with local leaders.
Renee Paquier, Chair of the Parks and Recreation Commission, presented the following
work plan:
Pro'ect Objective Tasks
Movie Night To build stronger Continue outdoor movie night series in
community relations and the summer until a community
gathering families by champion volunteers to take over the
hosting events at City effort.
parks
Let's Walk To continue promoting a Coordinate guided walks at the Quarry
Saratoga healthy lifestyle by Park and trails in Saratoga to support
informing residents about the City's Let's Move! initiative and
park and trail locations and continue to build participation rate.
amenities.
Nesting Boxes To enhance biodiversity Consider working with West Valley
and greater understanding College Parks Management Department
of urban wildlife. to monitor the nesting boxes beginning
in November to prepare for the 2015
calendar.
Leonard Almalech, member of the Planning Commission, presented the following work
plan:
Short Term Work Items Remainder of FY 2014/15
• Story Pole Standardization/Certification
o Modify existing story pole regulations to include consistent
construction and design methods and certification of accuracy
standards
• Short Term Rentals (Air BnB)—Home Exchange/Swapping
o Reviews issues related to short term residential rentals and consider
appropriate regulations
Long Term Work Items for FY 2015/16
• Village Design Guidelines
Page 7 of 10
25
o Review and update guidelines and illustrations—last updated in
January 1991
• Update Village Parking Regulations
o Review surplus parking standards in C-H zoning district
• Non-Conforming Structures
o Review existing standards which use existing construction cost
valuation as a method of limiting modification or expansion of non-
conforming structures and simplify these standards
• Lawn Signs
o Modify sign regulation to minimize the number of lawn signs which
can be installed on individual parcels.
The City Council directed the Planning Commission to remove lawn signs from the
Commission's long term work plan and advised the Commission to consider the Village
Design Guidelines and Update to Village Parking Regulations following completion of a
larger Village visioning process to be undertaken in the next year or two. The City
Council also commented upon the need for additional education about parking options in
the Village, including valet. The City Council added that it would provide further
direction on the scope of non-confirming structures at a future meeting.
John Chen, Traffic Safety Commissioner,presented the following work plan:
• Continue to investigate, review and analyze traffic safety issues raised by the
Community
• Promote education to the Community regarding traffic,bicycle and pedestrian
safety
• Continue to refine the TSC process to find ways to improve website information
and communication to the public.
• Establish guidelines for Traffic Calming as needed
• Review projects on the Capital Improvement Project list and prioritize for funding
Bridget Eddings, Recreation Coordinator and liaison to the Youth Commission, presented
the following work plan:
• Participate and lead a session at the bi-annual YAC Attack, a Northern CA one-
day conference for youth commissions. Conference provides an assortment of
ideas for commissions to utilize in Saratoga.
• Inform more youth about the Youth Commission by working closely with all local
schools and improve the community involvement by participating in community
based events such as the Witchy Walk,the Tree Lighting Ceremony, Lunar New
Year Celebrations, and Arbor Day.
• By continuing to offer Walk-One-Week, residents can increase their exercise, help
the environment, and mitigate traffic congestion.
• To reach out to even more youth and teen residents, the Youth Commission plans
to organize and sponsor city-wide middle school dances.
• Develop educational forums, similar to Pizza and Politics, during non-election
years to help engage teens about other important aspects of adulthood.
Page 8 of 10
26
The City Council took a short break.
7. Department Work Plans
City Manager James Lindsay introduced the item, explaining that each Department
provided a short and long term work plan. He shared his intention to replace the quarterly
City Council priority reports with the annual work plans.
The City Council concurred with the suggestion.
City Manager James Lindsay then introduced Sheriff's Office Captain Rick Sung to speak
about the Sheriff's Office efforts in the City of Saratoga.
Captain Rick Sung provided information about Sheriff's Office response to calls for
service, reported crimes, and other services provided by the Sheriff's Office in 2014. He
added that the Sheriff's Office plans to hold the crime prevention forum annually.
The City Council requested that the Sheriff's Office plan for three presentations per year
—the annual crime prevention forum, a presentation on cyber security/preventing cyber
bullying, and a presentation for the annual homeowners/neighborhood association
meeting.
Mayor Miller recommended that the City conduct an audit of its technology security
practices to ensure the City is secure.
City Manager James Lindsay said the technology security audit would be added to the
2015/16 budget.
8. Retreat Wrap Up
The City Council summarized direction and action for follow up on each of the City
Council Retreat agenda items.
Mid-Year Budget Review &Five Year Forecast
The City Council expressed that it is leaning towards option 4 for the City's CalPERS
Unfunded Accrued Liability(UAL).
Final direction on the mid-year budget and UAL will be given at the study session.
Roadway Conditions &Pavement Management
Final direction on funding for pavement management and a potential change to the City
Council's financial policy to establish a performance target of attaining an average PCI of
70 will be given at the study session.
Fiscal Year 2015/16 Capital Budget
The Council directed staff to schedule a study session to finalize direction on mid-year
budget review, five year forecast, roadway conditions and pavement management, and
fiscal year 2015/16 capital budget. Additionally, the City Council directed staff to prepare
detailed descriptions of candidate capital projects and identify funding sources for capital
Page 9 of 10
27
projects (City funding versus grant funding or other outside sources).
Budgetp U2
To be done at the study session.
Community Engagement
The City Council concurred that the first step in increasing the City's engagement efforts
is to update the City website to make it more accessible, easier to use, and mobile-
friendly, then consider options to increase email subscribers and provide opportunities to
engage residents online. Staff was directed to return with a plan for the City Council to
consider.
Commission Roles & Work Plans
The City Council reviewed work plans for each of the Commissions. The Planning
Commission was directed to remove lawn signs from its work plan and consider Village
Design Guidelines and Update to Village Parking Regulations after a long term vision for
the Village is established.
Department Work Plans
The City Council reviewed Department Work Plans and requested that the Sheriff's
Office plan for three presentations per year, including an annual crime prevention forum,
presentation on cyber security/bullying, and presentation during the annual Joint Meeting
with Saratoga homeowner/neighborhood associations. Additionally, staff was asked to
conduct an audit of the City's technological security practices.
ADJOURNMENT
Mayor Miller adjourned the meeting at 4:30 p.m.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga
Page 10 of 10
28
SARATOGA CITY COUNCIL
995fi
CQ L!F O RNP
MEETING DATE: February 18,2015
DEPARTMENT: Finance&Administrative Services
PREPARED BY: Gina Scott,Accounting Technician
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
2/3/2015 Period 8
2/10/2015 Period 8
BACKGROUND:
The information listed below provides detail for weekly City check runs. Checks issued for$20,000 or greater are listed separately
as well as any checks that were void during the time period. Fund information,by check run,is also provided in this report.
REPORT SUMMARY:
Attached are Check Registers for:
Prior Check Register
Ending Total Checks Ending
Type of Checks Date Starting Check# Check# Checks Amount Released Date Check#
Accounts Payable 2/3/15 127311 127356 46 85,004.91 02/03/15 1/27/15 127310
Accounts Payable 2/10/15 127357 127396 40 60,433.58 02/10/15 2/3/15 127356
Accounts Payable checks issued for$20,000 or greater:
Date Check#I Issued to Fund Dept. Purpose Amount
N/A
Accounts Payable checks voided during this time period:
AP Date I Check#I Issued to Reason Status Amount
N/A
ADVERTISING,NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2,this item was properly posted as a City Council agenda item and included in the packet made available on the
City's website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance
of the Council meeting.
ATTACHMENTS:
Check Registers in the'A/P Checks By Period and Year'report format
29
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 02/03/2015 CITY OF SARATOGA VENCHKII
TIME: 11:15:31 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 8/15
FUND FUND TITLE AMOUNT
111 GENERAL FUND 40,543.30
231 VILLAGE LIGHTING DISTRICT 235.95
241 ARROYO DE SARATOGA LNDSCP 68.00
243 CARNELIAN GLEN LANDSCAPE 68.00
244 CUNNINGHAM/GLASGOW LND 135.00
245 FREDERICKSBURG LANDSCAPE 102.00
246 GREENBRIAR LANDSCAPE 230.00
247 KERWIN RANCH LANDSCAPE 270.00
248 LEUTAR COURT LANDSCAPE 75.00
249 MANOR DRIVE LANDSCAPE 130.00
251 MCCARTYSVILLE LANDSCAPE 250.00
252 PRIDES CROSSING LANDSCAPE 405.00
254 SUNLAND PARK LANDSCAPE 373.00
255 TRICIA WOODS LANDSCAPE 34.00
271 BEUACHAMPS L&L 2,125.98
272 BELLGROVE L&L 1,710.00
273 GATEWAY L&L 129.87
274 HORSESHOE DRIVE L&L 135.00
275 QUITO L&L 414.00
276 TOLLGATE L&L 80.00
278 BROOKGLEN L&L 50.00
412 CIP PARKS PROJECT FUND 27,083.80
421 TREE FINE FUND 2,520.00
432 CIP GRANT - PARK & TRAIL 1,125.00
481 GAS TAX FUND 3,808.73
612 WORKERS COMP FUND 708.00
621 OFFICE SUPPORT 254.48
622 IT SERVICES 134.03
623 VEHICLE & EQUIPMENT MAINT 842.56
624 BUILDING MAINTENANCE 964.21
TOTAL REPORT 85,004.91
30
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 02/03/2015 CITY OF SARATOGA VENCHKII
TIME: 11:15:12 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND -- 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENII�T OR-------------- ACCT -------DESCRIPTION------- AMOUNT
127311 11111 02/03/15 1192 BAKER'S LOCK AND KEY SERV 61133 FACILITIES SUPPLIES 78.30
127312 11111 02/03/15 935 CHRISP COMPANY 21132 RETENTION REL PO#72 2,421.95
127313 11111 02/03/15 176 CIENEGA LANDSCAPING 64541 JAN AZULE PARK 395.00
127313 11111 02/03/15 176 CIENEGA LANDSCAPING 64547 JAN QUITO LLA 75.00
127313 11111 02/03/15 176 CIENEGA LANDSCAPING 64547 JAN GREENBRIAR SEA 95.00
127313 11111 02/03/1.5 176 CIENEGA LANDSCAPING 64547 JAN GREENBRIAR AZULE 135.00
127313 11111 02/03/15 176 CIENEGA LANDSCAPING 64547 JAN BROOKGLEN PARK 50.00
127313 11111 02/03/15 176 CIENEGA LANDSCAPING 64541 JAN KEVIN MORAN PARK 275.00
127313 11111 02/03/15 176 CIENEGA LANDSCAPING 64541 JAN CONGRESS SPRINGS 400.00
TOTAL CHECK 1,425.00
127314 17.111 02/03/15 235 COMCAST 63213 MNTHLY SVC 1/26-2/25 134.03
127315 11111 02/03/15 909 COMPUCOM SYSTEMS INC 61278 ADOBE CREATIVE CLOUD 553.12
127316 11111 02/03/15 741 CPRS 62251 CPRS MEMBERSHIP-MEEK 170.00
127317 11111 02/03/15 211 DEEP CLIFF GOLF COURSE 64261 INSTRUCTOR-GOLF 504.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN ARROYO DE SARA 68.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN BEAUCHAMPS LLA 68.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN CARNELIAN GLEN 68.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN CUNNINGHAM/GLAS 135.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64541 JAN DOWNTOWN 126.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64541 JAN OWNTWN NEWSPAPER 68.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN F'REDRICKSBURG 102.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN GATEWAY 102.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN KERWIN 270.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN LEUTAR CT 75.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64548 JAN LIBRARY 464.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64543 JAN MEDIANS 3,587.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN PRIDES CROSSING 405.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN TOLLGATE 80.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64547 JAN TRICIA WOODS 34.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64541 JAN BEAUCHAMPS MTC 188.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64541 JAN BLANEY PLAZA MTC 196.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64541 JAN PARKING DIST MTC 270.00
127318 11111 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64541 JAN GARDINER PARK MTC 144.00
127318 1111.1 02/03/15 454 GACHINA LANDSCAPE MANAGEM 64543 JAN AUSTIN WAY MTC 167.00
TOTAL CHECK 6,617.00
127319 11111 02/03/15 466 GRANITE ROCK COMPANY 8112.1 STREETS SUPPLIES 141.17
127320 11111 02/03/15 500 HSING-HUA WANG 61143 YOUTH COM DANCE SLIP 171.91
127321 11111 02/03/15 14 HYDROTEC IRRIGATION EQUIP 81161 BEAUCHAMPS PARK TURF REDU 15,457.82
127321 11111 02/03/15 14 HYDROTEC IRRIGATION EQUIP 64549 ENCLOSURE-BEAUCHAMPS 2,057.98
TOTAL CHECK 17,515.80
127322 11111 02/03/15 19 IAN GEDDES TREE CARE, INC 64544 DEADWOOD RMVL-FRTVL 720.00
127322 11111 02/03/15 19 IAN GEDDES TREE CARE, INC 64544 RMV PINE AT MILLER 1,540.00
127322 11111 02/03/15 19 TAN GEDDES TREE CARE, INC 64541 HAKONE GARDEN CLEANUP 2,160.00
127322 11111 02/03/15 19 IAN GEDDES TREE CARE, INC 64544 TRIM TREE-BLANEY PL 240.00
127322 11111 02/03/15 19 IAN GEDDES TREE CARE, INC 64544 GRIND STUMP-PK DIST 3 480.00
31
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 02/03/2015 CITY OF SARATOGA VENCHKII
TIME: 11:15:12 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --.------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
TOTAL CHECK 5,140.00
127323 11111 02/03/15 956 INDEPENDENT STATIONERS 61111 OFFICE SUPPLIES 143.07
127324 11111 02/03/15 1066 JAMES LINDSAY 66212 CONF TRAVEL REIMB 33.00
127325 11111 02/03/15 674 JB TROPHIES 61345 BLANCHARD PLAQUE 162.75
127325 11111 02/03/15 674 JB TROPHIES 61141 SCHEMBLER PLAQUE 162.75
TOTAL CHECK 325.50
127326 11111 02/03/15 178 LEAGUE OF CALIFORNIA CITI 62251 2015 PENINSULA MEMBR 100.00
127327 11111 02/03/15 221 LORAL LANDSCAPING, INC 64547 JAN 13ELLGROVE 1,710.00
127327 11111 02/03/15 221 LORAL LANDSCAPING, INC 64547 JAN HORSESHOE 135.00
127327 11111 02/03/15 221 LORAL LANDSCAPING, INC 64547 JAN MANOR DR 130.00
127327 11111 02/03/15 221 LORAL LANDSCAPING, INC 64547 JAN MCCARTYSVILLE 250.00
127327 11111 02/03/15 221 LORAL LANDSCAPING, INC 64547 JAN SUNLAND PARK 260.00
TOTAL CHECK 2,485.00
127328 11111 02/03/15 .499 CARPENTERS LOCAL 2236 (MI 21262 DED:3000 DUES 286.00
127329 11111 02/03/15 83 MUSICAL ME, INC 64261 INSTRUCTOR-MUSIC 439.20
127329 11111 02/03/15 83 MUSICAL ME, INC 64261 INSTRUCTOR-MUSIC 966.24
127329 11111 02/03/15 83 MUSICAL ME, INC 64261 INSTRUCTOR-MUSIC 919.80
127329 11111 02/03/15 83 MUSICAL ME, INC 64261 INSTRUCTOR-MUSIC 919.80
127329 11111 02/03/15 83 MUSICAL ME, INC 64261 INSTRUCTOR-MUSIC 1,314.00
127329 11111 02/03/15 83 MUSICAL ME, INC 64261 INSTRUCTOR-MUSIC 394.20
TOTAL CHECK 4,953.24
127330 11111 02/03/15 135 NORTH BAY BLDG MAINTENANC 64511 JANITORIAL SERVICES 741.00
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 25.40
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPPLIES 25.41
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 12.80
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 15.29
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 13.89
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 35.02
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 37.67
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 70.68
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 184.39
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 184.40
127331 11111 02/03/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 14.02
TOTAL CHECK 618.97
127332 11111 02/03/15 156 OKIN,YELENA 64261 INSTRUCTOR-BEADS 29.00
127333 11111 02/03/15 1252 OUR LADY OF FATIMA VILLA, 61143 SENIOR DANCE MEAL 1,457.25
127333 11111 02/03/15 1252 OUR LADY OF FATIMA VILLA, 66111 ADDT'L MEALS SR BALL 156.60
TOTAL CHECK 1,613.85
127334 11111 02/03/15 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 144.91
127334 11111 02/03/15 173 PACIFIC GAS & ELECTRIC 63111 GATEWAY SERVICE 27.87
127334 11111 02/03/15 173 PACIFIC GAS & ELECTRIC 63111 MONTE VISTA DRIVE 10.84
127334 11111 02/03/15 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 10.51
127334 11111 02/03/15 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 30.85
TOTAL CHECK 224.98
32
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 02/03/2015 CITY OF SARATOGA VENCHKII
TIME: 11:15:12 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
127335 11111 02/03/15 1092 PALACE ART & OFFICE SUPPL 61111 OFFICE SUPPLIES 16.46
127335 11111 02/03/15 1092 PALACE ART & OFFICE SUPPL 61111 OFFICE SUPPLIES 32.58
127335 11111 02/03/15 1092 PALACE ART & OFFICE SUPPL 61111 OFFICE SUPPLIES 15.07
TOTAL CHECK 64.11
127336 11111 02/03/15 1221 PANETTA'S CATERING 66112 COUNCIL RETREAT MTG 123.82
127337 11111 02/03/15 195 PAPA MEMBERSHIP 66211 QAC WORKSHOP-MEEK 80.00
127338 11111 02/03/15 1275 PORTICO, INC 81142 DEC HAKONE MASTER PLN 4,595.01
127339 11111 02/03/15 111 SARATOGA HISTORICAL FOUND 62251 MEMBER RNWL-CHERBONE 30.00
127340 11111 02/03/15 729 TERESA PHILLIPS 64261 INSTRUCTOR-DANCE 311.54
127340 11111 02/03/15 729 TERESA PHILLIPS 64261 INSTRUCTOR-DANCE 178.02
TOTAL CHECK 489.56
127341 11111 02/03/15 500 SHARANYA RAJAN 24211 REFUND FACILITY 500.00
127342 11111 02/03/15 165 SHN GROUP SALES 64263 3/4 EXCURSION BALANCE 2,550.00
127343 11111 02/03/15 165 SHN GROUP SALES 64263 5/19 EXCURSION DEP 900.00
127344 11111 02/03/15 1079 SIEMENS INDUSTRY, INC. 64549 QUITO LIGHT REPAIR 339.00
127344 11111 02/03/15 1079 SIEMENS INDUSTRY, INC. 81161 STREET PROJECT 1,245.61
127344 11111 02/03/15 1079 SIEMENS INDUSTRY, INC. 64549 SUNLAND LIGHT REPAIR 113.00
127344 11111 02/03/15 1079 SIEMENS INDUSTRY, INC. 64549 VILLAGE LIGHT REPAIR 205.10
TOTAL CHECK 1,902.71
127345 11111 02/03/15 149 SIERRA DISPLAY INC 61341 LED LIGHTS 1,893.88
127346 11111 02/03/15 160 SIERRA PACIFIC TURF SUPPL 61341 PARKS SUPPLIES 197.03
127346 11111 02/03/15 160 SIERRA PACIFIC TURF SUPPL 61341 FERTILIZER 1,148.28
127346 11111 02/03/15 160 SIERRA PACIFIC TURF SUPPL 61341 HERBICIDE 1,224.05
TOTAL CHECK 2,569.36
127347 11111 02/03/15 500 STATE OF CALIFORNIA 64312 FPPC FORM SUBMISSION 1,000.00
127348 11111 02/03/15 1246 STATEWIDE TRAFFIC SAFETY 61331 STREETS SUPPLIES 143.38
127349 11111 02/03/15 277 T.A.K. 'S EQUIPMENT SALES 64611 SOD CUTTER REPAIR 842.56
127350 11111 02/03/15 1261 THE FRUITGUYS 61192 WEEKLY WELLNESS SNACK 220.00
127350 11111 02/03/15 1261 THE FRUITGUYS 61192 WEEKLY WELLNESS SNACK 219.00
127350 11111 02/03/15 1261 THE FRUITGUYS 61192 WEEKLY WELLNESS SNACK 219.00
TOTAL CHECK 658.00
127351 11111 02/03/15 343 TMT ENTERPRISES INC 61341 WILDWOOD VB SAND 1,107.44
127352 11111 02/03/15 1196 TOSHIBA BUSINESS SOLUTION 61111 STAPLES FOR COPIER 254.48
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 81161 TREE PLANTING 7,030.97
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 64541 TREE PLANTING/LANDSCP 332.03
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 81161 LANDSCAPE - BEAUCHAMP 2,520.00
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 64549 RESURFACING @ AZULE 1,480.00
33
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 02/03/2015 CITY OF SARATOGA VENCHKII
TIME: 11:15:12 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 64555 INSTALL PET STATIONS 1,170.00
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 81161 EL QUITO KIOSK 265.00
127353 11111 02/03/15 402 VISTA LANDSCAPE & MAINTEN 81161 EL QUITO KIOSKS 860.00
TOTAL CHECK 13,658.00
127354 11111 02/03/15 786 WALKER, NINA 61192 WELLNESS GRANT REIMB 50.00
127355 11111 02/03/15 425 WESCO GRAPHICS, INC 64121 SPRING 2015 GUIDE 4,835.88
127356 11111 02/03/15 432 WEST VALLEY COLLECTIONS 62616 GARB BINS-CONGRESS SP 330.83
TOTAL FUND 85,004.91
TOTAL REPORT 85,004.91
34
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 02/10/2015 CITY OF SARATOGA VENCHKII
TIME: 13:01:19 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 8/15
FUND FUND TITLE AMOUNT
111 GENERAL FUND 38,432.24
231 VILLAGE LIGHTING DISTRICT 2,940.49
232 AZULE LIGHTING DISTRICT 258.58
233 SARAHILLS LIGHTING DIST 268.74
251 MCCARTYSVILLE LANDSCAPE 19.73
252 PRIDES CROSSING LANDSCAPE 23.83
255 TRICIA WOODS LANDSCAPE 9.86
271 BEUACHAMPS L&L 47.47
272 BELLGROVE L&L 432.91
274 HORSESHOE DRIVE L&L 9.87
275 QUITO L&L 851.86
276 TOLLGATE L&L 54.51
481 GAS TAX FUND 5,111.84
612 WORKERS COMP FUND 269.66
622 IT SERVICES 1,674.62
623 VEHICLE & EQUIPMENT MAINT 1,531.02
624 BUILDING MAINTENANCE 7,884.27
631 VEHICLE/EQUIP REPLACEMENT 612.08
TOTAL REPORT 60,433.58
35
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 02/10/2015 CITY OF SARATOGA VENCHKII
TIME: 13:01:02 CHECK REGISTER ACCOUNTING PERIOD: 8/35
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT --------DESCRIPTION------- .AMOUNT
127357 11111 02/10/15 3 A & M MOTOR SUPPLY" 61361 AUTO PARTS 209.62
127358 11111 02/10/15 234 A T & T 63211 MNTHLY RECUR CHARGES 181.96
127358 11111 02/10/15 234 A T & T 63211 PROSPECT CENTER 79.28
127358 11111 02/10/15 234 A T & T 63211 BLANEY IRRIGATION LNS 16.94
127358 11111 02/10/15 234 A T & T 63211 PROSP CTR EMERG ALRM 200.65
127358 11111 02/10/15 234 A T & T 63211 CORP YARD EMERG IN 40.73
127358 11111 02/10/15 234 A T & T 63211 ALARM SYS-SARA CIVIC 93.43
127358 13.111 02/10/15 234 A T & T 63211 SR CTR ALARMS COM CTR 33.18
127358 11111 02/10/15 234 A T & T 63211 GATEWAY-IRRIGATION 16.94
127358 11111 02/10/15 234 A T & T 63211 POSTAGE MACH-CPY RM 15.45
127358 11111 02/10/15 234 A T & T 63211 PARKS & LIB IRRIG LNS 17.78
127358 11111 02/10/15 234 A T & T 63211 EMERGENCY LINE-REC 15.45
127358 11111 02/10/15 234 A T & T 63211 EMERGENCY LN - CM OFC 17.26
127358 11111 02/10/15 234 A T & T 63211 EMERG LN-VM MAILBOX. 76.44
127358 11111 02/10/15 234 A T & T 63211 AM 1610 RADIO SARA LN 17.26
127358 11111 02/10/15 234 A T & T 63211 BOOK-GO-ROUND ALARM 32.66
127358 11111 02/10/15 234 A T & T 63211 CONGRESS SP PARK 33.72
127358 11111 02/10/15 234 A T & T 63213 PROSPECT CTR INTERNET 92.00
TOTAL CHECK 981.13
127359 11111 02/10/15 35 ACCENT GRAPHICS 61111 DESK PLATE/NAME TAG 199.66
127359 11111 02/10/15 35 ACCENT GRAPHICS 61111 MAGNETIC NAMEPINS 35.34
TOTAL CHECK 235.00
127360 11111 02/10/15 1171 ALLY 62651 CHEVY VOLT END 7302 306.04
127360 11111 02/10/15 1171 ALLY 62651 CHEVY VOLT END 7314 306.04
TOTAL CHECK 612.08
127361 11111 02/10/15 1187 ASSOCIATED SERVICES COMPA 61133 COFFEE SUPPLIES 151.44
127362 11111 02/10/15 369 BORTZ, SHERI L 64261 INSTRUCTOR-YOGA 243.00
127362 11111 02/10/15 369 BORTZ, SHERI L 64261 INSTRUCTOR-YOGA 121-50
127362 11111 02/10/15 369 BORTZ, SHERI L 64261 INSTRUCTOR-YOGA 648.00
TOTAL CHECK 1,012.50
127363 11111 02/10/15 500 CHRIS & LYNN YAMAUCHI 22111 ELN-14-0015 760.00
127364 11111 02/10/15 1 DEPARTMENT OF REVENUE 62325 JAN PARKING CITATIONS 100.00
127365 11111 02/10/15 651 ELLA CHEKHANOVSKAYA 64261 INSTRUCTOR-GYMNASTICS 214.20
127365 11111 02/10/15 651 ELLA CHEKHANOVSKAYA 64261 INSTRUCTOR-GYMNASTICS 142.80
127365 11111 02/10/15 651 ELLA CHEFHANOVSKAYA 64261 INSTRUCTOR-GYMNASTICS 352.80
127365 11111 02/10/15 651 ELLA CHEKHANOVSKAYA 64261 INSTRUCTOR-GYMNASTICS 214.20
127365 11111 02/10/15 651 ELLA CHEKHANOVSKAYA 64261 INSTRUCTOR-GYMNASTICS 214.20
127365 11111 02/10/15 651 ELLA CHEKHANOVSKAYA 64261 INSTRUCTOR-GYMNASTICS 529.20
TOTAL CHECK 1,667.40
127366 11111 02/10/15 454 GACHINA LANDSCAPE MANAGEM 64543 MULCH-SARA/BELLGROVE 880.00
127366 11111 02/10/15 454 GACHINA LANDSCAPE MANAGEM 64543 CLEANUP-KOSICH/SARA 1,760.00
127366 11111 02/10/15 454 GACHINA LANDSCAPE MANAGEM 64543 MULCH-BELLGROVE MED 1,100.00
TOTAL CHECK 3,740.00
127367 11111 02/10/15 1273 GC PIVOTAL, LLC 63213 ISP SRVCS 1/16-2/15 739.96
127368 11111 02/10/15 463 GRAINGER 61133 FACILITIES SUPPLIES 148.18
36
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 02/10/2015 CITY OF SARATOGA VENCHKII
TIME: 13:01:02 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND - 009 - DISBURSEMENT FUND
CHECK-NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
127369 11111 02/10/15 520 FUN FUN FUNDAMENTALS 64261 INSTRUCTOR-MINI SPORT 385.84
127369 11111 02/10/15 520 FUN FUN FUNDAMENTALS 64261 INSTRUCTOR-MINI SPORT 371.00
127369 11111 02/10/15 520 FUN FUN FUNDAMENTALS 64261 INSTRUCTOR-MINI SPORT 427.00
TOTAL CHECK 1,183.84
127370 11111 02/10/15 63 INTERSTATE TRAFFIC CONTRO 81121 STREETS SUPPLIES 1,479.00
127370 11111 02/10/15 63 INTERSTATE TRAFFIC CONTRO 81121 STREETS SUPPLIES 1,479.00
127370 11111 02/10/15 63 INTERSTATE TRAFFIC CONTRO 61133 FACILITIES SUPPLIES 221.85
127370 11111 02/10/15 63 INTERSTATE TRAFFIC CONTRO 81121 STREETS SUPPLIES 395.85
TOTAL CHECK 3,575.70
127371 11111 02/10/15 100 KSAR 21911 AT&T PEG FEES - 12/31 5,098.43
127372 11111 02/10/15 178 LEAGUE OF CA CITIES 66211 TRAINING/MEETING 40.00
127372 11111 02/10/15 178 LEAGUE OF CA CITIES 66211 TRAINING/MEETING 120.00
TOTAL CHECK 160.00
127373 11111 02/10/15 500 LUCY BERLIN 22111 ARB07-0029 2,020.00
127374 11111 02/10/15 283 MARTIN, JIM 21391 MED REIMB DEC-FEB 600.00
127375 11111 02/10/15 135 NORTH BAY BLDG MAINTENANC 64511 JANITORIAL SERVICES 608.00
127376 11111 02/10/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 86.51
127376 11111 02/10/15 145 OFFICE DEPOT INC. 61111 OFFICE SUPPLIES 64.13
TOTAL CHECK 150.64
127377 11111 02/10/15 918 O'REILLY AUTO PARTS 61361 AUTO PARTS 33.26
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 AZULE LIGHTING 258.58
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 BEAUCHAMPS 47.47
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 BELLGROVE CIRCLE 432.91
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 5,626.54
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 HORSESHOE DR LNDSCP 9.87
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 MCCARTYSVILLE 19.73
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 482.12
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 PRIDES CROSSING 23.83
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 QUITO LIGHTING 851.86
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 SARAHILLS LIGHTING 268.74
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 TOLLGATE 17.92
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 TRAFFIC SIGNALS 1,224.68
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 TRICIA WOODS 9.86
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 2,413.50
127378 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 CITY WIDE ST LIGHTS 1,243.98
TOTAL CHECK 12,931.59
127379 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 CITY WIDE ST LIGHTS 27.15
127379 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 61362 NATURAL GAS VEHICLE 13.24
127379 11111 02/10/15 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 526.99
TOTAL CHECK 567.38
127380 11111 02/10/15 652 PTM DOCUMENT SYSTEMS 61123 A/P CHCK PRINTING FEE 462.62
127381 11111 02/10/15 1276 RACHEL J. SATER ATTORNEY 65281 CODE COMPLIANCE 3,525.00
37
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 02/10/2015 CITY OF SARATOGA VENCHKII
TIME: 13:01:02 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
127382 11111 02/10/15 500 RAYMOND AND TRUDI BURNEY 43481 TRP14-0396 125.00
127383 11111 02/10/15 500 RISHI KUMAR 66212 CONF MILEAGE REIMB 147.43
127384 11111 02/10/15 87 SAN JOSE WATER COMPANY 63112 BUILDINGS 470.82
127384 11111 02/10/15 87 SAN JOSE WATER COMPANY 63112 PARKS/OPEN SPACE 2,188.69
127384 11111 02/10/15 87 SAN JOSE WATER COMPANY 63112 TOLLGATE 36.59
127384 11111 02/10/15 87 SAN JOSE WATER COMPANY 63112 MEDIANS/PARKWAYS 835.58
TOTAL CHECK 3,531.68
127385 11111 02/10/15 313 BAY AREA NEWS GROUP 62132 LL 0005380584 191.00
127385 11111 02/10/15 313 BAY AREA NEWS GROUP 62132 LL 0005398645 145.00
TOTAL CHECK 336.00
127386 11111 02/10/15 109 SARATOGA FOOTHILL CLUB 66131 DEP-COM RECOGNITION 1,250.00
127387 11111 02/10/15 114 SARWARI SHAHEEN 61192 WELLNESS GRANT REIMB 50.00
127388 11111 02/10/15 136 SCOTTY'S AUTOMOTIVE 64611 MAINTENANCE VEH405 69.19
127388 11111 02/10/15 136 SCOTTY'S AUTOMOTIVE 64611 MAINTENANCE VEH#119 69.19
127388 11111 02/10/15 .136 SCOTTY'S AUTOMOTIVE 64611 MAINTENANCE VEH#05 1,136.52
TOTAL CHECK 1,274.90
127389 11111 02/10/15 1079 SIEMENS INDUSTRY, INC. 81161 TRAFFIC SIGNALS/LIGHT 1,625.00
127390 11111 02/10/15 826 STEFAN BAUMANN 64261 INSTRUCTOR-PAINTING 1,268.75
127391 11111 02/10/1.5 256 STEVENS CREEK QUARRY INC 81121 STREETS SUPPLIES 132.99
127392 11111 02/10/15 1077 SUNNYVALE BUILDING MAINTE 64551 JAN FRIDAY SERVICE 700.00
127392 11111 02/10/15 1077 SUNNYVALE BUILDING MAINTE 64551 JAN WEEKEND PRK RSTRM 715.00
TOTAL CHECK 1,415.00
127393 11111 02/10/15 376 TRAFFIC CONTROL SUPERVISO 62251 TRAFFIC CNTRL MEMBER 50.00
127394 391 US BANK PURCHASING CARD P VOID: MULTI STUB CHECK
127395 391 US BANK PURCHASING CARD P VOID: MULTI STUB CHECK
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61133 FACILITIES SUPPLIES 221.48
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 6.51
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 62131 SOCIAL MEDIA 5.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66211 MMANC CONFERENCE 60.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66112 COUNCIL MTG EXPENSES 22.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 COUNCIL PORTRAITS 36.94
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 NOTARY ACKNOWLEDGE 31.32
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61112 POSTAGE 10.55
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 261.94
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 62251 CTY CLRK ASSOC DUES 55.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 42.45
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 54.50
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66211 COUNCIL TRAINING 150.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61162 TRAFFIC SAFETY COM MT 31.81
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 64263 GETAWAY SUPPLIES 3.19
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 39.12
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 64263 GREAT GETAWAY DEP 500.00
38
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 02/10/2015 CITY OF SARATOGA VENCHKII
TIME: 13:01:02 CHECK REGISTER ACCOUNTING PERIOD: 8/15
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT ------DESCRIPTION------- AMOUNT
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61143 CAMP SUPPLIES 514.27
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 15.54
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 142.20
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 37.03
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66211 PESTICIDE CLASS 80.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 62131 MARKETING 105.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66223 3 HARASSMENT TRAINING 100.80
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 115.16
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61192 RECOGNITION 65.25
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61192 RECOGNITION 65.25
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61192 RECOGNITION 89.16
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 62251 SHRM MEMBER DUES 190.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66111 LUNCH MEETINGS 106.14
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66212 LUNCH MEETING 70.60
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66212 TRAVEL EXPENSES 200.46
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66212 CONF LODGING 712.57
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66212 COUNCIL CONF LODGING 1,733.14 '
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 62251 CSMFO MEMBER RNWL 110.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66211 STAFF TRAINING 990.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61341 PARKS SUPPLIES 101.04
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61213 REMOTE SOFTWARE 49.99
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61211 REPLACEMENT HDD 68.66
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66212 CONF TRANSPORTATION 44.25
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 66212 CONF LODGING 679.76
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 62112 PLUG N PAY 30.00
127396 11111 02/10/15 391 US BANK PURCHASING CARD P 61331 PARKS SUPPLIES 4.98
TOTAL CHECK 7,953.06
TOTAL FUND 60,433.58
TOTAL REPORT 60,433.58
39
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SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2015
DEPARTMENT: City Manager's Office
PREPARED BY: Crystal Bothelio, City Clerk
SUBJECT: Amended 2015 City Council Assignments—Architecture 101 Ad Hoc Committee
RECOMMENDED ACTION:
Approve resolution amending City Council Member assignments for 2015.
BACKGROUND:
At the February 4, 2015 Joint Meeting with the Planning Commission and Heritage Preservation
Commission, Mayor Miller proposed establishing a short-term ad hoc committee comprised of
two Council Members to establish the scope and outline for the Architecture 101 Joint Meeting
of the City Council, Heritage Preservation Commission, and Planning Commission scheduled
for April 29, 2015.
Subsequently, this item was scheduled for the February 18, 2015 City Council Meeting to allow
the City Council to establish the ad hoc committee, define the scope, and select the members for
the committee.
If the attached resolution is adopted, the ad hoc committee will terminate following completion
of the April 29, 2015 Joint Meeting.
ATTACHMENTS:
Attachment A- Resolution Amending Council Member Assignments for 2015
Attachment B - Amended 2015 City Council Assignments
40
RESOLUTION 15-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING COUNCIL MEMBER ASSIGNMENTS FOR 2015
WHEREAS, representatives from the City Council serve on various agencies and
committees; and
WHEREAS, the responsibility for representing the City Council should be shared by all
members; and
WHEREAS, the City Council annually reviews agency and committee assignments to
update and reassign members as needed; and
WHEREAS, the City Council adopted assignments for 2015 via Resolution 14-074 and
amended the assignments at the Council Meeting on February 4, 2015 through Resolution 15-
004; and
WHEREAS, this resolution creates a temporary ad hoc committee to determine the
scope of the Architecture 101 Joint Meeting of the City Council, Heritage Preservation
Commission, and Planning Commission (scheduled for April 29, 2015), sets the ad hoc to be
terminated upon conclusion of the special meeting, and amends the City Council assignments as
follows:
Agency Assignments-Voting Council Member 2"d Council Member
Architecture 101 Ad Hoc Committee
NOW, THEREFORE, be it resolved that the City Council does hereby approve the amended
City Council agency assignments presented at the February 18, 2015 City Council meeting,
attached to this resolution; and members of the Council hereby agree to their appointments
through December 2015 or until amended.
Attachments:
Exhibit A—Amended 2015 City Council Assignments
Page 1 of 2
41
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 18th day of February 2015 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Howard A. Miller, Mayor
ATTEST:
DATE:
Crystal Bothelio, City Clerk
Page 2 of 2
42
2015 SARATOGA CITY COUNCIL ASSIGNMENTS
Agency Assignments-Voting Council Member Alternate
Association of Bay Area Governments Bernald Kumar
Cities Association of Santa Clara County Miller Bernald
Cities Association of Santa Clara County—Legislative Action Bernald Miller
Committee
Cities Association of Santa Clara County—Selection Bernald Miller
Committee
Hakone Foundation Board Cappello N/A
Hakone Foundation Board & Executive Committee Lo N/A
KSAR Community Access TV Board Lo Bernald
Santa Clara County Expressway Plan 2040 Policy Advisory Kumar N/A
Board
Santa Clara County Housing and Community Development Cappello Kumar
(HCD) Council Committee
Santa Clara County Library Joint Powers Authority Lo Kumar
Santa Clara Valley Water District Commission Kumar Miller
Saratoga Area Senior Coordinating Council (SASCC) Cappello Kumar
Valley Transportation Authority(VTA) Policy Advisory Miller Kumar
Committee
West Valley Mayors and Managers Association Miller Cappello
West Valley Sanitation District Cappello Bernald
West Valley Solid Waste Management Joint Powers Miller Lo
Authority
Liaison Assignments-Non-Voting Council Member Alternate
Saratoga Chamber of Commerce& Destination Saratoga Kumar Lo
Saratoga Historical Foundation Bernald Lo
Saratoga Ministerial Association Kumar Miller
Saratoga Sister City Organization Bernald Cappello
Council Committee Assignments Council Member 2nd Council Member
Council Finance Committee Miller Cappello
Assignments by Outside Organizations Council Member
VTA Board West Valley Cities Alternate Miller
Ad Hoc Assignments Council Member 2nd Council Member
Architecture 101 Ad Hoc Committee
To be deactivated upon completion of April 29, 2015
Architecture 101 Joint Meeting.
43
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SARATOGA CITY COUNCIL
MEETING DATE: February 18, 2015
DEPARTMENT: City Manager's Office
PREPARED BY: James Lindsay, City Manager
SUBJECT: First Amendment to the Hakone Gardens Master Plan Development Agreement
RECOMMENDED ACTION:
Consider a request by the Hakone Foundation to amend the payment terms in the Master Plan
Development Agreement.
BACKGROUND:
In April 2014, the City Council approved a Development Agreement with the Hakone
Foundation for the development of a Master Plan for Hakone Gardens. Section 4 of the
Agreement states that each party, the City and the Foundation, contribute $150,000 towards the
preparation of the Master Plan. The Council accepted $150,000 in matching funds from the
Hakone Foundation on July 2, 2014.
The City has received a request from the Foundation to amend Section 4 of the agreement to
modify the payment terms but retain the total matching amount of$150,000. Specifically, the
Foundation is requesting the City return $75,000 which the Foundation would pay back prior to
December 31, 2015. The Master Plan is scheduled to be substantially complete by the end of
2015.
FISCAL STATEMENT:
Approval of this amendment would not affect the City's ability to pay the Portico Group
pursuant to our agreement with them. The Capital Improvement Fund has sufficient funding to
make these payments.
ATTACHMENTS:
Attachment A—Letter from Hakone Foundation
Attachment B—Draft First Amendment to the Development Agreement
659201.1
44
HAKONE FOUNDATION ;�
P.O. Box 2324
+4.k-Fa.nd Pian
21000Big Basin Way
Saratoga, CA 95070
Taxpayer I.D. Number: 77-0054274
February 11,2015
City Council
Saratoga City Hall
City of Saratoga
13777 Fruitvale Avenue
Saratoga,CA 95070
RE:Request for an Amendment to Hakone Master Plan Agreement between the City of Saratoga and the Hakone
Foundation
Dear City Council Members,
The Board of Trustees,Hakone Foundation,is requesting that you consider an amendment to the Master Plan
Agreement between the City of Saratoga and the Hakone Foundation. We are asking the City to return 50%of the
Foundations payment,$75,000, to the Foundation,as soon as possible. We understand that we would be obligated
to return the amount to the City of Saratoga no later than December 31,2015.
We appreciate your consideration.
Sincerely,
Ann Waltonsmith
Chairperson,Board of Trustees
Hakone Foundation
P.O.Box 2324
21000 Big Basin Way
Saratoga,CA 95070
Ann.waltonsmithkhakone.com
45
HAKONE GARDENS
MASTER PLAN DEVELOPMENT AGREEMENT
AMENDMENT NO. 1
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", entered into a Master Plan Development Agreement ("Agreement") effective
April 30, 2014 and wish to amend the Agreement (attached as Exhibit A and incorporated by this
reference) as follows:
1. Section 4 of the Agreement is replaced in its entirety with the following:
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 $75,000 to the deposit account. Foundation shall deposit
an additional $75,000 to the deposit account prior to December 31, 2015. 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. If Foundation fails to make any payment required by this Agreement,
in addition to any other remedies available at law, the City's obligations to consult
with the Foundation shall be of no further force and effect.
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 provided that Foundation has made all
payments due under this Agreement. 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.
2. Section 6 is replaced in its entirety with the following:
1
46
The designated representatives of the parties and the address for any notices pursuant to this
agreement are as follows:
Saratoga Foundation
John Cherbone Ann Waltonsmith
City of Saratoga Hakone Foundation
13777 Fruitvale Avenue 21000 Big Basin Way
Saratoga, CA 95070 Saratoga CA 95070
3. This amendment shall take effect on the date last signed below. Upon the effective date of this
Amendment Foundation will have a surplus of$75,000 in the deposit account referenced in
Section 4.a. City shall deliver a check in that amount payable to Foundation not less than ten
business days following the effective date of this Amendment.
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:
James Lindsay, Ann Waltonsmith,
City Manager Board President
Date: Date:
Attest:
Crystal Bothelio, City Clerk
Date:
Approved as to Form:
Richard Taylor, City Attorney
Date:
Exhibit List
Exhibit A - HAKONE GARDENS MASTER PLAN DEVELOPMENT AGREEMENT (April 30, 2014)
659124.2
2
47
SA
9� ■
SARATOGA CITY COUNCIL
MEETING DATE: February 18,2015
DEPARTMENT: Finance &Administrative Services
PREPARED BY: Mary Furey
SUBJECT: FY 2014/15 Mid-Year Budget Status Report and Budget Adjustment Resolution
RECOMMENDED ACTION:
Review the FY 2014/15 budget status report and proposed budget adjustments, and adopt the attached
resolution approving the City's FY 2014/15 mid-year budget amendments.
REPORT SUMMARY:
General Fund Revenues
After a mid-year assessment, conservative projections indicate that General Fund revenues will
significantly exceed budget—most notably with an additional $460,000 of Property Tax revenues. This
increase is partly attributable to an unexpected ERAF allocation of$210,000, but also from higher than
anticipated assessed valuation growth, leading to a $150,000 increase in Secured Property Tax and a
$100,000 increase in Supplemental Property Tax receipts. A number of other General Fund revenue
categories will also exceed budget expectations, however only these three Property Tax revenue
increases are individually substantial enough to request a budget adjustment.
DataQuick, a leading property data firm, issued a January 2015 report which supported the perception of
a very strong housing market in Santa Clara County— however, information also suggests that housing
prices are flattening. They noted that countywide home buying activity increased in December after a
several month stall, which may be attributable to sales prices averaging lower than they had been earlier
in 2014. Their data shows the number of home sold increased by 14.1 percent from the prior December,
and that average sale prices increased by nearly 10 percent from a year ago — leading to overall higher
assessed values and tax revenues. However, while they noted that "December 2014 was the 33rd
consecutive month with a year-over-year gain in the median sale price, they also noted that "those
annual increases slipped from double-digit increase to single-digit in the last two months of 2014."
This countywide year-over-year gain trend will be watched closely as it indicates the pace of assessed
valuation growth. Even though Saratoga's sales prices did not align with countywide results, (November
2014 housing sales were quite strong (19) with a 13.4% price increase from a year ago, while
December's sales (18) prices decreased by 3.08%), the countywide perception will impact Saratoga's
housing market. DataQuick's anticipated surge in sales during the spring and summer months will
contribute to higher Document Transfer Tax and Supplemental Property Tax revenues, while the
anticipated trend toward sales price flattening will hinder assessment value growth, thereby suggesting a
conservative Secured Property Tax growth factor should be used for future year projections.
48
Other General Fund revenues are fairly close to budget, with some revenues coming in slightly higher,
and others slightly lower than budgeted. While adjustments impact budget projections, overall total
revenues are expected to remain steady but growing slowly into the near future.
General Fund Expenditures
Due to staffing turnover during FY 2014/15 (five positions), and the time required for position
assessment and rehiring, Salary&Benefit expenditures will fall below budget this fiscal year. However,
with the limited number of City staff, all positions are critical to maintain service levels — hence
temporary staff hires, consultants, and/or contract service firms are utilized to support workload and
mitigate impacts. This in turn increases temporary staff and contract costs, and as a result, salary savings
will be offset by higher operational costs.
The remainder of operating expenditures for items such as supplies and materials, fees, consultant
services, contract services, utilities and such, are for the most part in line with budget. Operational
program savings will help to balance out any areas where there are overages. The remaining expenses,
for Public Safety services, grant awards, and Internal Service Fund support charges are, by the nature of
what they are,very predictable and hence remain in line with budgeted allocations. Overall,the budget is
in line with expectations, and there are no mid-year expenditure budget adjustments requests for the
General Fund.
Other Funds
The remaining funds, such as all the Landscape and Lighting District Funds, Internal Service Funds, and
the Capital Project Funds operate within restricted financial resources,therefore financial activity is more
structured and workload does not fluctuate significantly with changes in the economy. These other
revenues and expenditures are determined at budget adoption, are more limited in nature, and as a result,
financial activity generally follows along a planned path. As a result, the mid-year budget update report
is primarily focused on General Fund activity.
Budget adjustments for these other funds occur occasionally, most often from unknown factors at the
time budget is prepared and adopted. This year however, there are a few budget adjustment requests for
corrections, three in the Equipment Replacement Fund, and one in the Streets Capital Program Budget
Fund.
Equipment Replacement Fund
The prior year FY 2013/14 budget included funding for the replacement of a mower and a sod
cutter. While staff began the purchase process during the fiscal year, the purchases were delayed
by bid errors and resulted in the purchase finalizing after the 2013/14 fiscal year closed. As the
delay was not communicated, funding was not carried forward into the FY 2014/15 budget. The
unspent dedicated funding is available for the purchase as last year's unspent funds fall into the
Equipment Replacement Fund's fund balance. The third correction is for the purchase of a
Bomag asphalt roller. The budget listed the purchase at $25,000 in the budget document
however, the replacement cost was $40,000.
Budget adjustments are requested to increase expenditure appropriations in the amount of
$11,196 for the mower, $7,847 for the sod cutter, and $15,000 for the asphalt roller. Funding is
available in the Equipment Replacement Fund's fund balance.
Streets Capital Program Budget Fund
In the Capital Program Funds,unspent budget appropriations are considered"carryforward"funds for use
in the following year's expenditure budget, until the capital project is either completed or closed out.
49
One project's carryforward funding was missed and not included in the budget presented and approved
by Council. Therefore, a budget adjustment is requested to increase expenditure appropriations for this
project, the TDA grant-funded Saratoga Avenue Sidewalks project, in the amount of $66,123 for the
unprogrammed carryforward funds.
The following schedule identifies all of the requested budget adjustments with item name, account
number, and amount:
REQUESTED BUDGET'ADJUSTMENTS
Adopted Proposed Adjusted
GENERAL FUND Budget Increase Budget
Revenues
Secured Property Taxes 111.8101.41111 5,850,000 150,000 6,000,000
Supplemental 111.8101.41115 80,000 100,000 180,000
ERAF III 111.8101.41116 - 210,000 210,000
EQUIPMENT REPLACEMENT FUND
Expenditures
Mower 631.5203.77211 - 11,196 11,196
Sod Cutter 631.5203.77211 - 7,847 7,847
Asphalt Roller 631.5203.77212 25,000 15,000 40,000
STREET CAPITAL IMPROVEMENT PROGRAM FUND
Expenditures
Saratoga Ave Sidewalk Carryforward 431.9142-005.81161 - 66,123 66,123
TOTAL Requested Budget Adjustments 560,166
FISCAL IMPACTS:
Upon Council approval,the proposed revenue and expenditure budget appropriations will be amended.
ATTACHMENTS:
Attachment A—Resolution
50
Attachment A
RESOLUTION NO. 2015-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2014/15
TO ADJUST REVENUE AND EXPENDITURE APPROPRIATIONS TO REVISED LEVELS
WHEREAS, the City of Saratoga's FY 2014/15 Operating and Capital Budget revenues and
expenditures were reviewed at mid-year and projected through year-end to determine estimated activity
for the fiscal year, and;
WHEREAS, it was determined that estimated revenues and expenditures would exceed
budgeted revenues and expenditures in several funds and;
WHEREAS,it was determined that this would result in actuals exceeding budget, and;
WHEREAS, the City Council desires to adopt revenue, expenditure, transfers, and/or use of
fund balance appropriations at the revised projection levels to reflect accurate planning levels, and;
WHEREAS, it is necessary to amend the City of Saratoga's FY 2014/15 budget to adjust
revenue and expenditure appropriations where necessary to be in alignment with the revised projections;
NOW THEREFORE,BE IT RESOLVED,that the City Council of the City of Saratoga hereby
amends the Fiscal Year 2014/15 Operating and Capital Budgets as described in the Council's Mid-Year
Budget Status Report brought to Council on February 18,2015;
AND BE IT FURTHER RESOLVED, that the Finance and Administrative Services Director is
directed to record these changes into the City's accounting records in accordance with appropriate
accounting practices.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 18'day of February, 2015 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Howard Miller,Mayor
ATTEST:
Crystal Bothelio, City Clerk
51
SARATOGA CITY COUNCIL
dd-Llh�"x�
MEETING DATE: February 18,2015
DEPARTMENT: Administrative Services Department
PREPARED BY: Mary Furey,Administrative Services Director
SUBJECT: CalPERS Unfunded Accrued Liability and Budget Adjustment Resolution
RECOMMENDED ACTION:
Review report and approve the attached budget adjustment resolution to appropriate funding for an approximate
$3.3 million payment toward the City's share of the CalPERS Unfunded Accrued Liability, and authorize the
Administrative Services Director to issue the payment.
BACKGROUND:
The CalPERS October 2014 Actuarial Valuation report included changes to the past practice of folding cost
adjustments from revised amortization methods, actuarial assumptions, and investment gains and losses into the
Employer Contribution Rates. With this year's actuarial report, CalPERS identified and separated the annual
contribution for the unfunded cost of prior year service known as the `Unfunded Accrued Liability' (UAL) from
the annual service cost,known at the `Normal Cost' contribution.
With this change,the report now shows a breakdown of the City's total$37 million Accrued Liability(AL)at June
30,2013,(actuarial valuation reports are based on prior year information)to include a$30 million funded portion,
and a$6.9 million unfunded portion. The report also shows that the unfunded portion is expected to grow to $7.7
million by June 30,2015.
REPORT SUMMARY:
CaIPERS Pension Plan
The California Public Employees' Retirement System (CalPERS) administers pension benefits on behalf of more
than 3,000 school,local agency and state employers,and 1.6 million members participating in the retirement system.
CalPERS is the largest public pension fund in the U.S.,managing the administration and investment of almost$300
Billion in assets as of February 2015.
The CalPERS retirement plan is structured as a "defined benefit" plan, which means the pension plan provides
benefits that are calculated using a defined formula, rather than accounting for individual member's contributions
and earnings in a savings plan, such as occurs with a 401k. Retirement benefits are calculated using a member's
years of service credit, age at retirement, and final compensation (average salary for a defined period of
employment).
Actuarial Valuation
To determine the cost of providing these benefits, actuarial assumptions and fairly conservative investment risks
are factored together to calculate the cost of the pension liability. Demographic assumptions include factors such
as the member's life expectancy, age at retirement, rate of retirements, disabilities, terminations, and payroll
inflation — typically age, service, and gender related assumptions. Economic assumptions are based on salary
growth rates, inflation rates, and the asset allocation mix's assumed rate of return known as the discount rate.
52
Every year CalPERS actuaries reassess each employer plan to
determine its current valuation. The plan's `Present Value of Benefits' Future
identifies the total funding needed for member's services accrued to Normal Cost
date, and for the cost for the expected future years of service. Total Contributions
funding need is comprised of the future `Normal Cost' Present
employee/employer contribution payments and the plan's net assets Value
known as the `Accrued Liability'. Normal Cost contribution payments of
Accrued
represent the annual payments associated with one year of service Benefits Liability
accrual for years of service in the future. The Accrued Liability
represents the value of benefits earned to date by members in the plan,
and funded by prior payments and investment returns on the previously
accumulated funding.
CalPERS standards require that funds be accumulated to pay for these benefits during a member's service,meaning
the intent is to pre-fund pension plan obligations through annual contributions and investment earnings to maintain
100%funded status. Over a member's career, funding is comprised of a growing percentage of accrued liability as
previous payments accumulate and grow through the investment returns, as shown in the graph below.
Accrued Liability versus Future Normal Cost Contributions
(30 Year Career)
Wn+:M
Y-14"ki
r?Ku,ml
l
5XIC d.l(l'1
S WU ill
rf Al ,Ki :1[1 11 _ P 4 "11• A No 6:1 41 4.' 43 44 4- .qr .1d: .4
■Accrued Liability ■Future NC Payments
An employer plan includes the share of a member's Accrued Liability for the time an employee worked at the
agency. If an employer plan's funded status is below 100%,there is an unfunded component within the Accrued
Liability. A plan's funded status is determined through an assessment of assets versus Accrued Liability. The City
of Saratoga's October 2014 Actuarial Valuation report shows a funded status of 81.3% at June 30,2013—a recent
improvement due to higher than assumed investment returns for the last two years. Plan underfunding can occur
due to lower than anticipated investment returns,higher than anticipated retirements, actuarial assumption changes,
or from a number of other factors.
Market Value of Assets
= Funded Status
Accrued Liability
As part of CalPERS annual review, employer contribution rates are adjusted based on the plan's funded status. If
the pension plan is less than 100% funded, employers must pay the Normal Cost employer contribution plus a
payment toward the unfunded portion of the Accrued Liability. If the pension plan is greater than 100% funded,
employers pay the Normal Cost contribution only. In the past, these UAL adjustment payments were included in
the Employer rates, and were the cause of ongoing fluctuations in employer rates.
While actuarial assumptions are designed to reduce rate volatility through long-term averaging and large member
pools, the demographic and economic assumptions in place could not support the extraordinary investment losses
that occurred during the recession years. In addition,with market losses significantly de-valuing the pension plan's
net assets during the recession years, CalPERS reassessed their rate of return assumption (discount rate), and in
March 2012 reduced the discount rate from 7.75%to 7.5%.
53
This change resulted in a large decrease in the Present Value of Benefits as a lower investment return assumption
requires agencies to contribute more funding to pay for the pension benefits. The rate change and prior year losses
were combined into one amortization base titled `Share of Pre-2013 Pool UAL' as shown on line 2 in the chart
below. The$3.3 million amount in the column title `Balance 6/30/15' represents the City's allocation of the pool's
UAL at the end of this fiscal year, after incurring the annual interest cost of 7.5% less payments made toward the
unfunded liability. As noted above, payments toward the unfunded liability were rolled into employer's
contribution rates in prior years,rather than stated as a separate dollar amount.
Expected Expected Scheduled Payment
Date Amortization Balance Payment Balance Payment Balance Payment for as%of
Base Established Period 6/30/13 2013/14 6/30/14 2014/15 6/30/15 2015/16 Payroll
1 SIDE FUND 06/30/13 $ - $ - $ - $ - $ - $ - 0.000%
2 SHARE OF PRE-2013 POOL UAL 06/30/13 22 $ 3,182,123 $ 109,457 $ 3,307,295 $ 167,963 $ 3,381,194 $ 240,704 4.672%
3 ASSET(GAIN)/LOSS 06/30/13 30 $ 3,791,145 $ - $ 4,075,481 $ - $ 4,381,142 $ 61,621 1.196%
4 NON-ASSET(GAIN)/LOSS 06/30/13 30 $ (36,444) $ $ (39,177) $ $ (42,115) $ (592) (0.011%)
5 NON-ASSET(GAIN)/LOSS 06/30/14 30 $ - $ $ - $ tbd tbd tbd
TOTAL $ 6,936,824 $ 109,457 $ 7,343,599 $ 167,963 $ 7,720,221 $ 301,733 5.857%
After an initial policy to smooth Employer Contribution Rates through the use of a rolling amortization period was
deemed too slow to bring plans back to an acceptable funded status, CalPERS revised their funding approach for
dealing with investment losses. In April of 2013, the CalPERS Board approved a rate smoothing policy that
amortizes investment gains and losses over a fixed 30 year period. In the future, annual gains and losses and
methodology impacts will be amortized over 30 years with a gradual ramp up during the first five years, holding
steady for 20 years, and then a gradual ramp down during the last five year period.
The accumulated market gains and losses are accounted for in the UAL base titled`Asset(Gain)/Loss at 6/30/2013'.
In total, the years of historic investment losses during the recession and assumption changes added a substantial
unfunded component to the accrued liability. This almost $4.4 million dollar unfunded accrued liability base is
shown on the Asset(Gain)/Loss line(line#3) in the above chart under the column titled `Balance 6/30/15'.
Actuarial valuation changes and historic Future Future
investment losses have caused the funded Normal Cost Normal Cost
status of pension plans across the State to
drop significantly. As seen in the graph on Contributions Contributions
the right, the City's $37 million Accrued Present Unfunded
Liability is now comprised of both a $30 Value �♦ Liability
million funded portion and a $6.9 million of Accrued
unfunded portion as of June 30, 2013. Per Benefits Liability
the CalPERS October 2014 actuarial Funded
report, the unfunded portion is expected to Liability
grow to $7.7 million by June 30,2015.
Future Changes
In 2014 CalPERS completed a 2 year asset liability management study incorporating actuarial assumptions and
strategic asset allocation. In February 2014, the Ca1PERS Board adopted recommendations which resulted from
this study, including slight changes in the asset mix to reduce volatility. The current economic assumptions
remained unchanged,including the discount rate of 7.5%,the price inflation,wage inflation,and the payroll growth
rates, however, the experience study on CalPERS demographic data for the years 1997 to 2011 revealed the
CalPERS Board needed to change some of the demographic assumptions in the contribution rate calculations.
The data revealed that on average,men were living two years longer and women a year and a half longer. The study
also showed there were lower rates of disability and higher rates of service retirements for certain groups,including
police and fire members. And,members are serving longer,which has resulted in higher salary growth rates. With
pensioners living longer and retiring with higher salaries, pension benefits were costing more than CalPERS had
assumed or planned for. These new assumptions resulted in another reassessment and subsequently, another
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increase in the Unfunded Accrued Liability. The new assumptions will be included in the FY 2016/17 Normal Cost
contribution rates. Any additional Ca1PERS assumption changes and Asset(Gains)/Losses will be amortized in the
same manner and added to the schedule as a new amortization base in the years that follow.
Scheduled Rate Increases
Due to changes resulting from the State's Pension Reform Laws (PEPRA), all risk pools will be combined into
either a Miscellaneous or Public Safety Pool in the future as a result of the declining member base from closed
benefit plans. With the upcoming changes, and with an effort to increase transparency in contribution rates,
Ca1PERS determined the UAL portion of employer payments would be shown separately and charged as dollar
amounts rather than percentages. With the 30 year smoothing policy, the UAL payment totals $301,733. This is
shown in the chart above in the pink column titled `Scheduled Payment for FY 2015/16 on the TOTAL line.
Ca1PERS also provided a 5 year projection which shows an increase as the UAL payments ramp up. This is
illustrated in the following chart, along with the Normal Cost contribution rate by Tier category:
Pension
Year 1 Year 2 Year 3 Year 4 Year 5
Plan FY FY FY FY FY
2015/16 2016/17 2017/18 2018/19 2019/20
Tier I 9.35% 9.70% 9.70% 9.70% 9.70%
Plus UAL $301,733 $362,702 $427,057 $494,947 $566,527
Tier II 7.51% 8.00% 8.00% 8.00% 8.00%
Plus UAL $3 $36 $71 $108 $147
Tier III 6.73% 6.73% 6.73% 6.73% 6.73%
(Plus UAL I n/a I n/a I n/a I n/a I n/a
As the chart illustrates, the payments are increasingly painful—the full UAL contribution payment at year 5 will,
by itself,be equal to the normal cost contribution,and is more than the City's current contribution of about$500,000
per year. Also, as shown in the chart,the Tier II has a minimal UAL as the Tier II plan began with our first hire in
July 2012. With only a few members in this tier to date,there is very little unfunded liability impact. Tier III does
not have a UAL as this plan began in January 2013, and there are no reportable impacts to date.
Benefits of Valuation Changes
As noted above, CalPERS now separates the Normal Cost contribution from the unfunded liability contribution.
This approach will keep the employer contribution rates stable in the future, and will allow employers the
opportunity to address payment toward the UAL as applicable to their circumstances. Ca1PERS'policy to amortize
the investment gains and losses over a 30 year period at the discount rate represents the minimum annual payment
option.
By breaking out the unfunded portion from the annual Normal Cost payment,agencies can now decide to pay down
some or all of their UAL,at any point in the future,using methods of their choice. Payment could be made through
the use of available funds, from reserves, or by borrowing/obtaining debt(i.e.bonds) at lower interest rates.
Benefit of immediate payment
The benefit of immediate payment is similar to paying off a 30 year mortgage loan. A difference to note however,
is that unlike a mortgage, the UAL balance will change with the fluctuation of investment market returns. Future
gains and losses will create, increase, decrease, or eliminate future unfunded accrued liability balances. The key
factor is that the unfunded liability will grow in alignment with Ca1PERS actuarial assumption of 7.5%. This
investment growth is key as it contributions significantly toward funding the accumulated net present value of
benefits.
With this 7.5% discount rate factor, the $7.7 million dollar UAL would in the end, cost the City approximately
$10.4 million in interest over 30 years—in addition to the$7.7 million UAL principal payment—if payment is made
in accordance with the Ca1PERS payment schedule,. In total,the UAL will cost more than$18 million. The long
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term impact of the annual payments is another consideration. Forecasted revenues do not support this level of
annual expense in future years.
The City's assessment of cash flow and funding needs versus the cost of interest for the UAL debt will drive this
decision. And, with LAIF interest earnings at historic lows of one-quarter of 1% (.25%), the 7.5% discount rate
cost appears very expensive,thereby some level of payoff appears most prudent, and urgent.
Payment Funding Options
Over the last few years, the City has developed financial policies and practices to ensure the City has sustainable
working capital and emergency reserve funds, as well as ensuring proper funding for liabilities and infrastructure
maintenance. With the City now in a healthier fiscal condition, Council could consider an option to utilize these
reserves for a short period of time to reduce the cost of the UAL over the long term. In addition, a review of the
FY 2014/15 General Fund budget for the mid-year status report shows the City is receiving more revenue than
anticipated,particularly in Property Tax revenues. With these increased revenues,the General Fund is expected to
end the year with approximately$1.2 million of revenues over expenditures.
During the discussion of the Unfunded Accrued Liability at the Council Retreat meeting on January 23rd, 2015,
Council was presented with several options which would fund or partially fund the UAL. At the continuation of
the Retreat on February 4th,Council directed staff to partially fund the UAL debt with the payoff of the amortization
base titled`Share of Pre-2013 Pool UAL'. This base is not subject to the 5 year gradual ramp up payment schedule.
It has established payments of approximately$240,000 annual payments which grow by payroll growth assumption
factors each year. Payoff of this base will reduce annual payments by $240,000 plus each year, thereby leaving
only the gradually increasing UAL portion debt. This lump sum payoff will save the City approximately $3.6
million dollars in interest,and allow the City to both rebuild and repay borrowed funds from the Fiscal Stabilization
Fund Balance Reserves without a 7.5% interest charge.
At the February 4th meeting,Council directed staff to bring back a resolution to amend the General Fund Operating
Budget with an appropriation to fund the partial UAL payment in the amount not to exceed$3,380,000. The payoff
amount is expected to be less than the amount shown in the Amortization Base schedule because the City is making
payment before June 30, 2015. Ca1PERS will be submitting the exact payoff amount to staff prior to Thursday,
February 19th,the date payment will be made to CAPERS.
Council directed the use of the following funding sources to fund a current year expenditure appropriation not to
exceed$3,380,000 from the following sources:
FY 2014/15 General Fund appropriation(approximate): $ 949,816
Capital Improvement Reserve: $ 500,000
Fiscal Stabilization Reserve: $1,000,000
Working Capital Reserve over$2 million base: $ 930,184
Total Appropriation(approximate): $3,380,000
Repayment of Reserve Borrowing
With Council's approval to pay off the approximate$3.3 million`Share of Pre-2013 Pool UAL' amortization base,
staff will bring the Fund Balance Reserve repayment discussion to the Finance Committee to develop options and
recommendations. The repayment discussion will be brought back to Council at the Budget Study Session in April
for further direction.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City would not approve the resolution to make an immediate payment for a partial pay off of the City's share
of the Ca1PERS Unfunded Accrued Liability.
ATTACHMENTS:
Attachment A: Budget Adjustment Resolution
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Attachment A
RESOLUTION NO. 2015-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE FISCAL YEAR 2014/15 ANNUAL BUDGET
TO INCREASE BUDGETED EXPENDITURE APPROPRIATIONS
TO MAKE A PARTIAL PAYMENT TOWARD CALPERS UNFUNDED ACCRUED LIABILITY
WHEREAS, the City Council has determined that a partial payoff of the City's $7.7 million
share of Ca1PERS Unfunded Accrued Liability is both prudent and urgent, and:
WHEREAS, the City Council has directed staff to apply funding from the Working Capital,
Fiscal Stabilization, and Capital Improvement Project Fund Balance Reserves, in addition to funding
available in the current year's operating budget to make the partial payoff payment in an amount not to
exceed$3,380,00, and;
WHEREAS, it is necessary to amend the City of Saratoga's FY 2014/15 budget to increase
expenditure appropriations for this payment, and;
NOW THEREFORE,BE IT RESOLVED,that the City Council of the City of Saratoga hereby
amends the Fiscal Year 2014/15 General Fund Operating Budget as described in the CalPERS Unfunded
Liability and Budget Adjustment Resolution Report to City Council on February 18,2015 to;
Increase expenditure budget: CaIPERS UAL Account: 111.8101.52115 by$3,380,000
AND BE IT FURTHER RESOLVED, that the Finance and Administrative Services Director is
directed to record these changes into the City's accounting records in accordance with appropriate
accounting practices, and to make immediate payment for a partial pay off of the City's share of the
Ca1PERS Unfunded Accrued Liability.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 18'day of February, 2015 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Howard Miller,Mayor
ATTEST:
Crystal Bothelio, City Clerk
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