HomeMy WebLinkAbout07-14-2011 Special Council agenda1
SPECIAL MEETING – 9:30 A.M. ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE.
CALL MEETING TO ORDER – 9:30 A.M.
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
July 12 , 2011)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
COUNCIL DIRECTION TO STAFF
Instruction to Staff regarding actions on current Oral Communications.
ADJOURN TO CLOSED SESSION
ANNOUNCEMENT OF CLOSED SESSION ITEMS
CONFERENCE WITH CITY-DESIGNATED LABOR NEGOTIATORS PURSUANT
TO GOVERNMENT CODE SECTION 54957.6
The Council will confer with the City’s labor negotiators, Deanna Mouser and/or Monica
LaBossiere and/or Dave Anderson, regarding Saratoga Management Association,
Saratoga Employees Association, and/or the Northern California Carpenters Regional
Council, Carpenters Forty Six Counties Conference Board.
OPEN SESSION – 10:00 A.M.
ADMINISTRATIVE CONFERENCE ROOM –13777 FRUITVALE AVENUE.
AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
JULY 14, 2011
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1. Approval of Library Improvement Projects and Authorizing Use of Library
Improvement Fund
Recommended Action:
Authorize use of approximately $290,000 of the Saratoga Library Improvement
Fund and approve projects to improve and enhance the Saratoga Library.
2. First Amendment to Agreement for Bargaining Services with Atkinson,
Andelson, Loya, Ruud & Romo, a Professional Law Corporation, to Perform
Legal Services Regarding Bargaining
Recommended Action:
Approve the first amendment to the agreement for bargaining services with
Atkinson, Andelson, Loya, Ruud & Romo, a Professional Law Corporation.
11:00 A.M.
3. Los Gatos/Saratoga Union High School Superintendent Recruitment
Recommended Action:
Informational only.
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In Compliance with the Americans with Disabilities Act, if you need assistance to
participate in this meeting, please contact the City Clerk at 408/868-1269. Notification
24 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II]
Certificate of Posting of Agenda:
I, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for
the meeting of the City Council was posted on July 12, 2011, 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 July 2011 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
SARATOGA CITY COUNCIL
MEETING DATE: July 14, 2011 AGENDA ITEM:
DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson
PREPARED BY: Michael Taylor, Recreation & Facilities Director
DIRECTOR: Michael Taylor
SUBJECT: Approval of Library Improvement Projects and Authorizing Use of Library
Improvement Fund
RECOMMENDED ACTION(S):
Authorize use of approximately $290,000 of the Saratoga Library Improvement Fund and
approve projects to improve and enhance the Saratoga Library.
REPORT SUMMARY:
In 2001, the voters of Saratoga approved a $15 million General Obligation Bond for the
"improvement, renovation, and expansion of the Saratoga Library." As of June 30, 2011,
$290,000 remained in the fund.
At the Library Commission’s June 22, 2011 meeting, the Commission identified a number of
projects needed to improve the Library facility (Attachment A). Staff received opinion from the
original Bond Counsel that "all listed expenditures qualify except the display case item and the
exterior signage, unless it is directly adjacent to the library building."
Staff recommends using approximately $220,000 of the fund for the solar project with an
additional $19,000 used for roof access improvements, and $51,000 for the flooring
improvements. It is anticipated that all projects could be completed by December 31, 2011. The
Library is not able to make any formal commitment to the use of any savings generated by solar
panels on the roof of the Library at this time.
Library staff is divided in how they would like to redesign the lobby area. Space is limited and
reconfiguration is a complicated issue that includes ADA consideration and changing
technologies. Therefore, staff recommends not making any lobby reconfiguration until a
consensus can be achieved. Staff also considers the $200,000 estimate for interior way-finding
and signage to be exorbitant and does not recommend that project at this time.
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FISCAL IMPACTS:
All projects would be funded by the Library Bond. Any extraordinary expenses associated with
the projects may be funded through the City Facility Building Maintenance accounts.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Library improvement projects would not be made. This may also result in the City being
required to refund the remaining balance of the Library Improvement Bond to the property
owners.
ALTERNATIVE ACTION:
Council may select to perform other projects identified by the Library Commission or such
projects as Council may identify.
FOLLOW UP ACTION:
Staff will begin contracting the projects. The City Manager will sign and execute the agreements.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
A. Library Commission – Project Recommendations 07-06-2011
Attachment A - Library Commission – Project Recommendations 07-06-2011
Priority Project Description Estimated Cost
First Priority
Projects
Interior Signage Implementation of an existing Santa Clara County Library interior signage design package to
improve way finding within the Library.
This is a high priority project for the Library Commission.
$200,000
Workroom Floor
Mitigation
This project is intended to address a design flaw in the selection of ordinal flooring material
(carpet). The installation of automated material technologies and the volume of circulation
(check in/out of books) require a more durable surface. Currently, the carpet is a potential
safety hazard.
This is a high priority project for the Library Commission.
$ 50,687
Lobby
Reconfiguration
Working with the Santa Clara County Library staff to modify use and activities within the
lobby space to better accommodate customer convenience and staff workflow functions.
This space no longer functions per its original design and this project would maximize use of
the space.
Exterior Signage This project would implement a sign designed by the City’s Heritage Preservation
Commission that is intended to more prominently identify the Library and Heritage Orchard
a the southwest corner of the Saratoga Avenue and Fruitvale Avenue intersection. The sign
will include stanchions for temporary signage, providing a cleaner appearance.
The Library Commission suggested that the full cost of this project should not be covered by
remaining bond funds.
only eligible for Bond
funding if the signage is
right next to the library
Second Priority
Projects
Solar In support of the Council’s priority to integrate clean energy in City facilities, this project
would add a solar array to the roof of the Library – if feasible.
$220,000 plus
$ 19,000 roof access
improvements
Third Priority
Projects
Onsite Water
Retention
Explore the use of cisterns to retain non-potable water on site to be used for landscape and
crop irrigation, if feasible. Cisterns could be located on site and designed to complement
the agricultural character of the Library building.
Display Space Installation of new case work or stand along exhibits to accommodate both historical and
community oriented art, artifacts, and displays.
not eligible for Bond
funding
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: July 14, 2011 AGENDA ITEM:
DEPARTMENT: City Attorney CITY MANAGER: Dave Anderson
PREPARED BY: Monica LaBossiere DIRECTOR: Richard Taylor
Human Resources Manager City Attorney
SUBJECT: First Amendment to Agreement for Bargaining Services with Atkinson,
Andelson, Loya, Ruud & Romo, a Professional Law Corporation, to Perform Legal
Services Regarding Bargaining
RECOMMENDED ACTION:
Approve the first amendment to the agreement for bargaining services with Atkinson, Andelson,
Loya, Ruud & Romo, a Professional Law Corporation.
BACKGROUND:
The City entered into a professional services agreement with Atkinson, Andelson, Loya, Ruud &
Romo, a Professional Law Corporation, commencing April 8, 2011 to provide labor negotiation
services with respect to labor negotiations with the Saratoga Management Organization (SMO),
Saratoga Employee Association (SEA), and the Northern California Carpenters Regional
Council, Carpenters Forty Six Counties Conference Board and Their Affiliated Local Unions,
hereinafter referred to as “UNION”. All three employee bargaining groups have contracts and/or
memoranda of understanding expiring September 30, 2011.
The initial contract contained a maximum amount of $25,000 which was the amount
contemplated as needed to complete the negotiations. The consultant costs have almost reached
the $25,000 maximum amount, and negotiations are not yet complete although significant
progress has occurred. Therefore, it is appropriate to amend the contract to increase the
compensation limitation for the remaining negotiations. Therefore, staff is now requesting an
amendment to the Professional Services Agreement titled “Agreement for Bargaining Services”
to authorize an additional $25,000 in compensation for a total amount of $50,000. Depending
upon how the negotiations progress, there could be the need for augmenting the compensation
cap at a later time to complete the negotiations.
The discounted hourly rate of $250 is unchanged. The City pays for no travel time and no
mileage.
Page 2 of 2
FISCAL IMPACTS:
The fiscal impact of adopting this Amendment amounts to $25,000. The adjusted funds have
been appropriated in the FY2011/2012 budget.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
Bargaining would be transitioned to other City staff to complete.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Implement Council direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council agenda
item and was included in the packet made available on the City’s website in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each
Monday in advance of the Council meeting.
ATTACHMENTS:
1. Resolution
2. Agreement for Professional Services
3. First Amendment to Agreement for Professional Services
RESOLUTION NO. 11 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ADOPTING FIRST AMENDMENT TO AGREEMENT FOR BARGAINING SERVICES WITH
ATKINSON, ANDELSON, LOYA, RUUD & ROMO,
A PROFESSIONAL LAW CORPORATION
This First Amendment to Agreement for Bargaining Services is made at Saratoga, California by and between
the City of Saratoga, a municipal corporation (“City”) and Atkinson, Andelson, Loya, Ruud & Romo, a
professional law corporation (“Consultant”).
WHEREAS, the City entered into agreement with Consultant in April of 2011 (the “Agreement”) which
included a provision limiting compensation to $25,000; and
WHEREAS, the agreement needs to be amended to authorize compensation in excess of $25,000 for
completion of negotiations; and
WHEREAS, Consultant is willing to continue to provide legal services to the City as contemplated by
the Agreement.
NOW, THEREFORE, the parties agree as follows:
1. Paragraph III. Terms and Conditions A. is amended to read as follows: “The term of this Agreement
shall be for 1 year, commencing July 1, 2011 through June 30, 2012. The Client hereby agrees to pay
the Law Firm in connection with the above-referenced services as authorized at the following hourly
rates: $250 for Partners and Senior Associates, $225 for Associates and $160 for paralegals and legal
assistants.”
2. All other terms of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment Agreement.
SIGNED:
Howard A. Miller, Mayor
City of Saratoga
ATTEST:
DATE:
Ann Sullivan,
City Clerk