HomeMy WebLinkAbout03-02-2016 City Council Agenda PacketSaratoga City Council Regular Meeting Agenda – Page 1 of 5
SARATOGA CITY COUNCIL
REGULAR MEETING
MARCH 2, 2016
5:15 PM COMMISSION INTERVIEWS
City Hall, Administrative Conference Room | 13777 Fruitvale Avenue, Saratoga CA 95070
COMMISSION INTERVIEWS
TIME NAME COMMISSION VACANCIES INCUMBENT
5:20 p.m. Leonard Almalech Planning 1 Full Term
(April 1, 2016 - March 31, 2020)
Yes
5:30 p.m. Razi Mohiuddin Planning 1 Full Term
(April 1, 2016 - March 31, 2020)
No
5:40 p.m. Timothy Miller Planning 1 Full Term
(April 1, 2016 - March 31, 2020)
No
6:00 PM Joint Meeting
City Hall, Administrative Conference Room | 13777 Fruitvale Avenue, Saratoga CA 95070
Joint Meeting with Traffic Safety Commission
7:00 P.M. REGULAR SESSION
Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT ON POSTING OF AGENDA
The agenda for this meeting was properly posted on February 25, 2016.
REPORT FROM JOINT MEETINGS
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
ANNOUNCEMENTS
CEREMONIAL ITEMS
Saratoga City Council Regular Meeting Agenda – Page 2 of 5
Appointment of Commissioner and Oath of Office
Recommended Action:
Adopt the attached resolution appointing 1 member to a partial term on the Traffic Safety
Commission ending December 31, 2017; and direct the City Clerk to administer the Oath of
Office.
Proclamation Declaring March as Arts Education Month
Recommended Action:
Present the proclamation to representatives of the Santa Clara County Board of Education.
Proclamation Declaring March 7-13, 2016 as Multiple Sclerosis Week
Recommended Action:
Present the proclamation to representatives of the National Multiple Sclerosis Society –
Northern California Chapter.
1. CONSENT CALENDAR
The Consent Calendar contains items of routine business. Items in this section will be acted
on in one motion, unless removed by the Mayor or a Council Member. Any member of the
public may speak on an item on the Consent Calendar at this time, or request that the Mayor
remove an item from the Consent Calendar for discussion. Public Speakers are limited to
three (3) minutes.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the City Council Retreat on February 5, 2016 and
the Regular City Council Meeting on February 17, 2016.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
02/16/2016: Period 8
02/23/2016: Period 8
2. PUBLIC HEARING
None
3. OLD BUSINESS
None
4. NEW BUSINESS
4.1. Resolution Expressing Support for Combating Human Trafficking
Recommended Action:
Approve resolution expressing support for combating human trafficking.
4.2. Designation of City Flower
Recommended Action:
Approve resolution designating the red geranium as the official City of Saratoga flower.
Saratoga City Council Regular Meeting Agenda – Page 3 of 5
CITY COUNCIL ASSIGNMENT REPORTS
Mayor Manny Cappello
Cities Association of Santa Clara County
Council Finance Committee
Santa Clara County Housing and Community Development (HCD) Council Committee
Saratoga Area Senior Coordinating Council (SASCC)
West Valley Mayors and Managers
West Valley Sanitation District
Vice Mayor Emily Lo
Hakone Foundation Board & Executive Committee
KSAR Community Access TV Board
Public Art Ad Hoc
Saratoga Chamber of Commerce & Destination Saratoga
Santa Clara County Library Joint Powers Authority
Santa Clara County Expressway Plan 2040 Policy Advisory Board
Council Member Mary-Lynne Bernald
Association of Bay Area Governments
Cities Association of Santa Clara County-Legislative Action Committee
Cities Association of Santa Clara County-Selection Committee
Hakone Foundation Board
Public Art Ad Hoc
Saratoga Historical Foundation
Saratoga Sister City Organization
West Valley Solid Waste Management Joint Powers Authority
Council Member Howard Miller
Council Finance Committee
Silicon Valley Clean Energy Authority Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
VTA State Route 85 Corridor Policy Advisory Board
VTA Board West Valley Cities Alternate
Council Member Rishi Kumar
Santa Clara Valley Water District Commission
Saratoga Ministerial Association
CITY COUNCIL ITEMS
CITY MANAGER'S REPORT
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City
Council was posted and available for review on February 25, 2016 at the City of Saratoga, 13777 Fruitvale Avenue,
Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us.
Saratoga City Council Regular Meeting Agenda – Page 4 of 5
Signed this 25th day of February 2016 at Saratoga, California.
Crystal Bothelio, City Clerk
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. These materials are also posted on the City
website.
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]
02/27 3:00 p.m. -5:00 p.m. State of the City Address – Saratoga Civic Theater
03/02 Regular Meeting – Joint Meeting with Traffic Safety Commission
03/16 Regular Meeting – Joint Meeting with Parks & Rec Commission and PEBTAC
04/06 Regular Meeting – Joint Meeting with Library Commission, Librarians, and Friends of Library
04/11 Budget Study Session
04/20 Regular Meeting – Joint Meeting with Saratoga Ministerial Association
05/04 Regular Meeting – Joint Meeting with Mt. Winery and Montalvo Arts
05/18 Regular Meeting – Joint Meeting with Sheriff Office
06/01 Regular Meeting – 5:30 p.m. Joint Meeting with HOA’s in Senior Center, Saunders Room
06/15 Regular Meeting – Joint Meeting with County Fire and Santa Clara County FireSafe Council
07/06 Regular Meeting –Joint meeting Hakone Foundation Board
07/20 Meeting Cancelled
08/03 Meeting Cancelled
08/17 Regular Meeting – Joint Meeting with Chamber of Commerce and Destination Saratoga
09/07 Regular Meeting – Joint Meeting with SASCC
09/21 Regular Meeting – Joint Meeting with Youth Commission
10/05 Regular Meeting – 5:30 p.m. Joint Meeting with Saratoga School Districts in Senior Center,
Saunders Room
10/19 Regular Meeting – Joint Meeting with Historical Foundation
11/02 Regular Meeting – Joint Meeting with West Valley – Mission Community College Board of
Trustees
11/16 Regular Meeting – Joint Meeting with Senator Beall Jr.
12/07 Regular Meeting – Joint Meeting with Representative Low
12/20 Reorganization
12/21 Regular Meeting –Council Norms Study Session
CITY OF SARATOGA
CITY COUNCIL JOINT MEETING CALENDAR 2016
Saratoga City Council Regular Meeting Agenda – Page 5 of 5
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.
City of Saratoga
CITY COUNCIL JOINT MEETING
Discussion Topics
Joint Meeting with the Traffic Safety Commission
March 2, 2016 | 6:00 p.m.
City Hall | Administrative Conference Room
6:00 p.m. Welcome
6:15 p.m. Traffic Safety Commission Work Plan
6:30 p.m. Crime Prevention
6:45 p.m. Other Remarks & Wrap Up
Dinner will provided during at the Joint Meeting.
The Regular Session of the City Council begins at 7:00 p.m. in the Civic
Theater. Joint meeting attendees are invited to attend the Regular Session
and share an overview of the joint meeting.
18
Traffic Safety Commission (TSC) Work Plan Page 1 of 2
CITY OF SARATOGA
Memorandum
To: Mayor Cappello & Members of the Saratoga City Council
From: Mainini Cabute, Management Analyst II
Date: 3/02/2016
Subject: Traffic Safety Commission (TSC) Work Plan
The City of Saratoga Traffic Safety Commission proposes the following work plan for 2016:
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
2015 Summary:
Each month, the City receives several traffic safety concerns and complaints from residents who are
looking to make traffic changes in their neighborhood. The City adds each item to the upcoming
Traffic Safety Commission meeting, which meets regularly on odd months, six times annually.
The traffic safety concerns vary but many times the complaints involve speeding, sight distance
issues, crosswalks, restricted parking and traffic safety issues involving pedestrians, especially
students.
Fiscal Impacts:
The Traffic Safety Commission gives recommendations to the City on how to resolve traffic safety
issues. Often times, the recommendation requires changes to the street or intersection to improve
safety. Sometimes the recommendations are a simple striping pr oject or sign installation, while
others require a larger project, involving a lighted crosswalk, speed tables, or permanent radar
feedback signs. The current annual budget for the recommended changes does not allow for
expeditious resolutions of the traffic safety issue. Simple projects such as striping can take six
months to complete due to project prioritizing and more significant projects, such as lighted
crosswalks, can take two or more years due to budget constraints.
The table below shows the items that were heard in 2015. It does not include items involving
vegetation trimmings, direct enforcement requests, and items that resulted in no action by the
19
Traffic Safety Commission (TSC) Work Plan Page 2 of 2
Commissioners. Note: there were no action items for January 2015 due to lack of quorum. All of the
items were sent to the March meeting for review.
Date Issue TSC Recommendation Status
3/12/2005 Speeding on Scotland and
Tweed
Striping to improve visibility Complete
3/12/2015 Traffic safety/ risk of
collision/speeding on corner
of Hammons and Thelma
Install stop signs at corner for
4-Way stop ability
Complete
3/12/2015 Speeding at Allendale Speed bumps and shoulder
striping
Delayed due to budget=
$40K
3/12/2015 Speeding at Lomita Ave and
Komina
Create walking area for
pedestrian path and asphalt
berms
Delayed due to budget=
$40K
3/12/2015 Unsafe left turn at
Cox/Wardell
Install designated left turn
unit.
Delayed due to budget=
$30K
5/14/2015 Speeding /dangerous turn on
Mellon Drive at Radoyka
Stripe center line with chatter
bars
To be implemented this
spring with a project bundle
5/14/2015 Traffic Calming at Arroyo De
Arguello Neighborhood
Implement traffic calming
methods in neighborhood
identified by Traffic Engineer
To be implemented this
spring with a project bundle
7/09/2015 Restrict parking on Carneil
Ave due to sight line visibility
Install restricted parking signs Complete
7/09/2015 Crosswalk safety at McCoy
and Quito
Install lighted crosswalk Delayed due to budget=
$30K
7/09/2015 Stop signs at La Paz/ Aspesi,
Casablanca/Myren
Continue to collect data to
determine whether stop signs
should be installed.
In progress
7/09/2015 Speeding at Pierce Install permanent radar
feedback sign at corner of
Pierce and Bella Vina
Delayed due to budget=
$15K
9/10/2015 Speeding on Bohlman Striping to help guide cars on
right side of the street and
increase botts dots.
In progress
11/12/2015 Unsafe pedestrian travel and
traffic congestion at Melinda
Circle
Install parking restriction
paint and signs and install
cross walk
In progress
20
TRAFFIC SAFETY COMMISSION WORK PLAN, MEMBERSHIP, DUTIES
2016 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
CURRENT MEMBERSHIP
Name Term Ending Elig. for Reappointment
EJ Tim Harris 12/31/16 Yes
Mitch Kane 12/31/17 Yes
David McIntyre * 12/31/17 Yes
John Chen, Vice Chair 12/31/18 Yes
Ray Cosyn, Chair 12/31/19 Yes
Jonathan Choi 12/31/19 Yes
Christopher Coulter 12/31/19 Yes
* Oath of Office scheduled for March 2, 2016
RESOLUTION NO. 05-032 – MISSION
The exclusive mission of the Traffic Safety Commission shall be to investigate, review, and
analyze issues, and make recommendations to the City Council and City staff regarding traffic
safety. The Commission shall work to increase awareness of, and attention to, the traffic safety
needs of the community by improving communications and involvement between the
community, and the City government on services, needs and programs.
21
SARATOGA CITY COUNCIL
MEETING DATE: March 2, 2016
DEPARTMENT: City Manager’s Office
PREPARED BY: Crystal Bothelio, City Clerk/Assistant to the City Manager
SUBJECT: Appointment of Commissioner and Oath of Office
RECOMMENDED ACTION:
Adopt the attached resolution appointing 1 member to a partial term on the Traffic Safety
Commission ending December 31, 2017; and direct the City Clerk to administer the Oath of Office.
BACKGROUND:
On February 3, 2016, the City Council conducted interviews to a partial term resulting from the
resignation of Corinne Vita. A total of 3 applications were received for the vacancy on the Traffic
Safety Commission before the application deadline. Council selected David McIntyre to serve on
the Traffic Safety Commission for a partial term ending December 31, 2017:
Name Commission Term
David McIntyre Library Commission Partial term ending 12/31/2017
FOLLOW UP ACTION:
Update the City’s Commission roster.
ATTACHMENTS:
Attachment A - Resolution of Appointment
Attachment B - Oath of Office
22
RESOLUTION NO. 16-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING A MEMBER TO THE SARATOGA TRAFFIC SAFETY COMMISSION
WHEREAS, one vacancy on the Traffic Safety Commission was created from the
resignation of Corinne Vita; and
WHEREAS, the City publicized the vacancy, accepted applications until the deadline on
January 20, 2016 and the City Council conducted interviews on Februar y 3, 2016; and
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following
individual is appointed to the Traffic Safety Commission to serve a partial term ending December
31, 2017:
Name Commission Term
David McIntyre Traffic Safety Commission Partial term ending 12/31/2017
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 2nd day of March 2016 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
Attest:
Crystal Bothelio, City Clerk
23
STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
I, David McIntyre, do solemnly swear (or affirm) that I will support and defend the
Constitution of the United States and the Constitution of the State of California
against all enemies, foreign and domestic; that I will bear true faith and allegiance
to the Constitution of the United States and the Constitution of the State of
California; that I take this obligation freely, without any mental reservation or
purpose of evasion; and that I will well and faithfully discharge the duties upon
which I am about to enter.
David McIntyre, Member
Traffic Safety Commission
Subscribed and sworn to before me on
this 2nd day of March 2016.
Crystal Bothelio
City Clerk
24
SARATOGA CITY COUNCIL
MEETING DATE:March 2, 2016
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Deputy City Clerk
SUBJECT:Proclamation Declaring March as Arts Education Month
RECOMMENDED ACTION:
Present the proclamation to representatives of the Santa Clara County Board of Education.
BACKGROUND:
March is National Arts Education Month. The Santa Clara County Board of Education asked
Saratoga to support arts education in schools.
ATTACHMENTS:
Attachment A – Proclamation for March as Arts Education Month
25
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING
MARCH 2016 AS ARTS EDUCATION MONTH
WHEREAS, March is recognized by cities, counties, and states across the United
States as Arts Education Month; and
WHEREAS, arts education helps students develop creative problem-solving and
critical thinking abilities, as well as provides students with a deeper understanding of
multicultural values and beliefs; and
WHEREAS, the Santa Clara County Board of Education is committed to supporting
the arts to inspire and prepare students for success in the 21 st century by using arts education
to reinforce the skills students will need to become productive, contributing members of a
strong community; and
WHEREAS, Artspiration is the Santa Clara County Board of Education’s county-
wide education initiative to provide arts education for all public school students; and
WHEREAS, Artspiration seeks to bring creativity and innovation to the classroom
through the arts through collaborative strategies developed by a team of administrators,
teachers, parents, students, artists, and community leaders; and
WHEREAS, arts-learning strategies and arts integration help students build critical
thinking skills, curiosity, flexibility, communication, innovation, and collaboration, which
are key traits for success in post-secondary and are the traits required for post-secondary
education and the workplace; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga
does hereby proclaim March 2016 as Arts Education Month, encourages Saratoga residents
to support the arts in schools, and recognizes the efforts of the Santa Clara County Board of
Education to foster creativity, inspiration, and joy in the classroom through arts education.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 2nd day
of March 2016.
___________________________
E. Manny Cappello, Mayor
City of Saratoga 26
SARATOGA CITY COUNCIL
MEETING DATE:March 2, 2016
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Deputy City Clerk
SUBJECT:Proclamation Declaring March 7-13, 2016 as Multiple Sclerosis Week
RECOMMENDED ACTION:
Present the proclamation to representatives of the National Multiple Sclerosis Society – Northern
California Chapter.
BACKGROUND:
Since 1946, the National Multiple Sclerosis (MS) Society has been a driving force of MS
research, relentlessly pursuing prevention, treatment and a cure, and has invested more than 920
million dollars in groundbreaking research. The National Multiple Sclerosis Society –Northern
California Chapter has been committed for more than 58 years to heightening public knowledge
about and insight into this disease and preventing future generations from being diagnosed with
MS.
ATTACHMENTS:
Attachment A – Proclamation for March 7-13, 2016 as Multiple Sclerosis Week
27
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING
MARCH 7-13, 2016 AS
MULTIPLE SCLEROSIS WEEK
WHEREAS, multiple sclerosis (MS) is a neurological disease of the central nervous
system, affecting at least 2.3 million people worldwide ; and
WHEREAS, since 1946, the National Multiple Sclerosis Society has been a driving
force of MS research, relentlessly pursuing prevention, treatment and a cure, and has
invested more than 920 million dollars in groundbreaking research; and
WHEREAS, funds raised through the National Multiple Sclerosis Society fuel the
efforts of more than 380 global research projects at the best medical centers, universities, and
other institutions throughout the United States and abroad; and
WHEREAS, the National Multiple Sclerosis Society –Northern California Chapter
reports that in California, more than 12,000 people are diagnosed with MS and that the
disease strikes people between the ages of 20 through 50, with the cause and cure for this
debilitating disease remaining unknown; and
WHEREAS, the National Multiple Sclerosis Society –Northern California Chapter
has been committed for more than 58 years to heightening public knowledge about and
insight into this disease and preventing future generations from being diagnosed with MS;
and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga
does hereby recognize the importance of finding the cause and cure of multiple sclerosis and
expresses its appreciation for the dedication that the National Multiple Sclerosis Society –
Northern California Chapter has shown toward a future free of MS.
BE IT FURTHER RESOLVED, that the City Council of the City of Saratoga does hereby
proclaim March 7-13, 2016 as Multiple Sclerosis Week and encourage Saratogans to support
individuals with MS.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 2nd day
of March 2016.
___________________________
E. Manny Cappello, Mayor
City of Saratoga
28
SARATOGA CITY COUNCIL
MEETING DATE:March 2, 2016
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the City Council Retreat on February 5, 2016 and the
Regular City Council Meeting on February 17, 2016.
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 February 5, 2016
Attachment B - Minutes for Regular City Council Meeting on February 17, 2016
29
Saratoga City Council Minutes – Page 1 of 10
MINUTES
WEDNESDAY, FEBRUARY 5, 2016
SARATOGA CITY COUNCIL SPECIAL MEETING
CITY COUNCIL RETREAT
CALL TO ORDER
Mayor Manny Cappello called the meeting to order at 9:06 a.m. in the Baltic Room at West
Valley College at 14000 Fruitvale Avenue in Saratoga, CA.
ROLL CALL
PRESENT Mayor Manny Cappello, Vice Mayor Emily Lo, Council Members
Mary-Lynne Bernald, Howard Miller, 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 Ordoñez, Community Development 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
Liz Ruess, Planner
Debbie Bretschneider, Deputy City Clerk
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS
Finance Review: Fiscal Policies, Mid-Year Budget Status, and Five Year Forecast
Finance and Administrative Services Director Mary Furey summarized the current state of
the Fiscal Year 2015/16 budget. She then reviewed proposed changes to the City’s fiscal
policies and requested comments be provided to her by March 1.
Council Member Miller noted that the intent of the updates to the fiscal policies is to make it
easier to understand and clearly explain how the City manages its finances.
Mayor Cappello added that the policies are very important from the standpoint that budget
allocations are guided by the City’s fiscal policies. As a result, it is important that the Council
fully understand the policies and raise any questions or concerns regarding the policies.
Finance and Administrative Services Director Mary Furey then reported on the five year
forecast.
30
Saratoga City Council Minutes – Page 2 of 10
The City Council and Finance and Administrative Services Director Mary Furey discussed
assumptions and modeling used for the forecast.
Finance and Administrative Services Director Mary Furey noted that impacts of the Facility
Reserve policy change and reduced gas tax revenue projections (which are expected to
decline even with additional funds proposed by the Governor and other State legislators) will
impact funding available for street improvements.
Council Member Miller pointed out that there is often confusion about how much tax
revenues go to the City and other government entities, such as schools. The City receives a
much smaller proportion of these revenues.
Mayor Cappello provided background on the Facility Reserve. While setting aside money for
the Facility Reserve may mean reduced funds for other projects, at some point the City will
have to replace its facilities and over time this fund will help towards that effort. Ultimately,
it is up to the City Council to determine if this prioritization of funds is appropriate and to
adjust it as needed.
Council Member Miller also commented on the Council’s goal to allocate $2 million to
pavement management and streets, pointing out various potential sources of funding that may
help the City reach the goal and explaining some of the rational for setting the goal at $2
million.
The City Council discussed recent trends in local government facility replacement projects
and use of bonds for these projects.
City Council Priorities for FY 2016/17
City Manager James Lindsay explained the intent of the item and requested that the Council
also provide input on current Sheriff’s Office service levels, noting that the City’s contract
with the Sheriff’s Office requires notification of any service level changes during the first
part of the calendar year.
Council Member Miller noted that he had requested this item so that the City Council can
discuss the possibility to adding public safety to the scope of the Traffic Safety Commission
with the goal of having a discussion at the 2017 Retreat on any resulting Sheriff’s Office or
City staffing and service level changes.
Mayor Cappello said he felt the Council should engage in a serious discussion about the
impacts of changing the scope of the Traffic Safety Commission.
Vice Mayor Lo added that the 2014 change in Sheriff’s Office serve levels were focused on
traffic safety, especially near schools. Since then, there have been increasing concerns
regarding crime and burglaries.
Council Member Kumar expressed support for adding public safety to the scope of the
Traffic Safety Commission. He noted that there are many ideas that have been generated on
how to address public safety concerns in the community and a Commission that oversees
public safety would provide the public with a conduit for sharing ideas. He also commented
upon use of surveillance cameras by law enforcement agencies. A Commission with a public 31
Saratoga City Council Minutes – Page 3 of 10
safety focus could hear resident input on use of surveillance cameras by law enforcement and
make a recommendation to the City Council.
Council Member Miller suggested that Sheriff’s Office service levels stay at current levels
and any suggested changes that may result from the possible formation of a Traffic
Safety/Public Safety Commission can be considered at the 2017 Retreat.
Mayor Cappello added that the concept of adding public safety to the Traffic Safety
Commission’s scope can be discussed at the City Council’s Joint Meeting with the
Commission.
City Manager James Lindsay reaffirmed that there are no requested changes to the Sheriff’s
Office service levels in Saratoga. City staff will schedule an item for a future City Council
Meeting on the possibility of adding public safety to the scope of the Traffic Safety
Commission. He also noted that traditionally, the Community Development Department and
Planning Commission work plan has been discussed during the Retreat. This year, this
practice has been changed and Commission work plans will be discussed as part of Council
Joint Meetings with the Commissions. As a result, this agenda item was added to the Retreat
to provide the City Council with the chance to raise priorities or initiatives not already part of
the Retreat discussion. Furthermore, there are no specific work plan items proposed by staff
other than various annual code updates that will be discussed during the item on Legislative
and Other Statewide Policies Update in the afternoon. If anything comes up, staff will come
to the City Council for direction first.
The City Council discussed the process for the regular update of the Building Code,
including the process for providing input to the State and the City’s past practice for
including modifications to the Building Code.
Mayor Cappello commented that he would like the City to do a little more in the area of
seniors. He noted a suggestion from Vice Mayor Lo to provide additional transportation
options for seniors as an example. He did not advocate for any particular action item, but did
observe that the City’s population is continuing to age and it would be wise to take small
steps over the course of the next few years to address the growing population of older adults
in Saratoga. The City could take a similar approach to that used for smoking regulations,
putting efforts in place every year and building over time.
Vice Mayor Lo requested that the Council continue to prioritize community outreach. A lot
of work has been done to improve communications through various methods and it would be
good to continue that effort.
Council Member Miller proposed that health be prioritized. It includes areas such as smoking
regulations and efforts to promote active lifestyles. Perhaps the City can revisit the
Circulation Element. The City could also prioritize ADA accessibility projects, as well.
Mayor Cappello concurred that health touches a number of areas.
Council Member Bernald suggested that looking at connectivity in the City may be more
effective than revisiting the Circulation Element.
Council Member Miller added that the encroachment permit process also affects
connectivity, particularly for bicyclists.
32
Saratoga City Council Minutes – Page 4 of 10
Council Member Kumar supported Vice Mayor Lo’s recommendation that the City continue
prioritizing community engagement. There is an opportunity for the City to do more related
to communications, including surveys. Another opportunity is to improve the City’s Wi-Fi
landing pages. Along the same lines as adding public safety to the Traffic Safety
Commission’s focus, there is also a synergy between the Parks and Recreation Commission
and Planning Commission. It would be good to have map that shows biking and hiking trails,
as well as other offerings in Saratoga. Perhaps there could be an app used to view a map of
trails. Council Member Kumar also expressed interest in customer service and providing
Saratoga customers with additional options, such as the Community Choice Energy Program
and alternative cable options.
Council Member Miller also supported keeping communications and engagement as a
priority.
Mayor Cappello invited public comment on the item.
Joyce Hlava, Planning Commission Member, spoke about Code Enforcement and suggested
that the City have a full time Code Enforcement Officer that is staff member rather than a
contract employee.
City Manager James Lindsay provided background on the changes to Code Enforcement
staffing over the last few years. The City Council recently allocated funds to hire contract
Code Enforcement Officers and at the Budget Study Session in April, staff will provide the
City Council with an assessment Code Enforcement staffing needs and staffing
recommendation. Furthermore, the City has had a longstanding policy to conduct Code
Enforcement on a complaint-basis. During the Budget Study Session, the City Council
consider whether to maintain or adjust this practice.
Council Member Miller observed that while the City says it operates Code Enforcement on a
complaint-driven basis, there are certain areas where the City has been proactive. For
example, the City has been proactive in enforcing signage rules for commercial districts and
use of sports fields.
City Manager James Lindsay clarified that proactive enforcement has been conducted with
prior direction from the City Council to do so.
Council Member Miller added that in terms of deciding whether to have a full time staff
member or part time staff member, working with the contractor now will help the City come
up with an understanding of the appropriate level of staffing and plan for the future.
City Manager James Lindsay concurred and explained that by the Budget Study Session, the
City will have a better understanding of the Code Enforcement work load.
Council Member Miller requested an update on signage issues at Argonaut Shopping Center.
Council Member Bernald commented that Code Enforcement touches a wide variety of
issues and requested that the report on Code Enforcement account for this.
City Manager James Lindsay suggested that staff could bring forward an item that defines the
City’s Code Enforcement policy and program before the Budget Study Session.
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Saratoga City Council Minutes – Page 5 of 10
Council Member Bernald and Vice Mayor Lo both expressed that they felt this needed to be
discussed.
Mayor Cappello commented on the pros and cons of using contract Code Enforcement staff.
Council Member Miller summarized the Council’s direction to staff, stating that the Council
would like staff to bring forward a Code Enforcement policy for Council consideration
before the Budget Study Session. During the Budget Study Session, staff will provide a
proposal on the funding level for Code Enforcement.
Joyce Hlava added that Code Enforcement Officers that have worked successfully in the City
have done so by establishing relationships and being familiar with the City.
FY 2016/17 Capital Improvement Plan (CIP) Budget
Tony McFarlane, Finance Manager, provided an overview of projects currently funded and
recommended to be changed or closed, unfunded projects, and nominated candidate projects.
He also explained the prioritization exercise.
Council Member Miller requested that staff provide information about the amount of power
generated by the City’s photovoltaic (PV) installations and the overall percentage of the
City’s energy consumption the PV systems account for.
City Manager James Lindsay shared that one of the project proposals is to transfer CDBG
funds from the Theater Restroom to a new project, Senior Center Restrooms. If the Council
is supportive of this project is should be included as part of the City’s midyear budget
adjustments.
The City Council proceeded to the capital project prioritization exercise.
MILLER/BERNALD MOVED TO INCLUDE ADDITION OF THE SENIOR CENTER
RESTROOM PROJECT TO THE CAPITAL BUDGET AS PART OF THE
MIDYEAR BUDGET ADJUSTMENTS, INCLUDING TRANSFER OF CDBG FUNDS
FROM THE THEATER RESTROOM PROJECT TO THE SENIOR CENTER
RESTROOM PROJECT. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD,
MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Mayor Cappello invited public comment on this item.
The following person requested to speak:
Vipul Gore, with Gridscape, proposed that the City Council authorize the City Manager to
release City energy bill information to allow Gridscape to seek clean energy grant funds on
behalf of the City.
MILLER/BERNALD MOVED TO TRANSFER FUNDS FROM THE GENERAL PLAN
UPDATE CIP TO THE VILLAGE SPECIFIC PLAN UPDATE CIP TO BRING THE
VILLAGE PLAN CIP BACK UP TO THE $100,000 FUNDING LEVEL IN THE
FISCAL YEAR 2016/17 BUDGET. MOTION PASSED. AYES: CAPPELLO, LO,
BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
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Saratoga City Council Minutes – Page 6 of 10
MILLER/BERNALD MOVED TO DIRECT STAFF TO REVIEW FUNDING LEVELS
OF THE NEW QUARRY PARK ADA ACCESS AND ADA INCLUSIVE PARK
PROJECTS AT MIDYEAR. IF MIDPENINSULA REGIONAL OPEN SPACE
DISTRICT IS ABLE TO PROVIDE SOME FUNDING FOR THE TWO QUARRY
PROJECTS THEN UNUSED FUNDS COULD BE TRANSFERRED TO THE
HAKONE GARDENS KOI POND PROJECT AS PART OF A MIDYEAR
ADJUSTMENT TO THE FISCAL YEAR 2016/17 BUDGET. MOTION PASSED.
AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
City Manager James Lindsay noted that the Hakone Gardens well is no longer producing
water. As a result, potable water is currently being used in the koi pond. As part of the
midyear budget adjustments, staff is proposing that the Hakone Gardens Upper Moon House
Foundation Repairs be renamed Hakone Gardens Infrastructure Improvements to be used for
various improvements at the park, including the well pump.
Council Member Miller requested that the project also enable use of funds for the koi pond
pump project, if there are funds remaining.
The City Council considered the request to authorize the City Manager to release City energy
bill information to allow Gridscape to seek clean energy grant funds on behalf of the City.
The City Council authorized the City Manager to make the billing information available to
Gridscape, but did not authorize expenditure of funds or additional staff time beyond
providing billing information to Gridscape.
The City Council reviewed and provided concurrence on the list of projects that they agreed
to close/reject, change, move to unfunded, or fund in Fiscal Year 2016/17 (shown below).
Rejected/Closed - Close Saratoga Creek Trail – Overlook Project (Funded in FY
2015/16 CIP)
- Close Saratoga Hills Storm Drain (Funded in FY 2015/16 CIP)
- Close Village Sidewalk & Pedestrian Enhancements Phase I
Design & Improvements (Funded in FY 2015/16 CIP)
- Close Saratoga Village Creek Trail Design & Environmental
Project (Funded in FY 2015/16 CIP)
- Close McWilliams House Improvement (Funded in FY 2015/16
CIP)
- Close Civic Theater Master Plan Improvements (Funded in FY
2015/16 CIP) *
- Reject Quarry Park Phase 1 Clean Up (Nominated)
- Reject Cox/Wardell Traffic Signal Improvements (Nominated)
- Reject Pedestrian Safety Improvements (Nominated)
Accepted
Recommended
Project Changes
- Annual Roadway Improvements – Consolidation of Annual
Street Resurfacing, Residential Street Reconstruction, Roadway
Maintenance & Repairs (Funded in FY 2015/16 CIP)
- Annual Infrastructure Maintenance & Repairs – Consolidation of
Annual Sidewalk & Repairs, Annual Storm Drain Upgrades,
Curb & Gutter Maintenance & Repairs, Bridge Maintenance &
Repairs (Funded in FY 2015/16 CIP) 35
Saratoga City Council Minutes – Page 7 of 10
- Big Basin Way Sidewalk Repairs – Rename from OBAG Big
Basin Way Sidewalk Curb & Gutter (Funded in FY 2015/16 CIP)
- Village Pedestrian Improvements – Phase II (Blaney Plaza) –
Rename from Village Sidewalk & Pedestrian Enhancements
Phase II – Construction (Funded in FY 2015/16 CIP)
- General Plan & Advance Planning Update – Rename from
General Plan Update (Funded in FY 2015/16 CIP)
- Saratoga to the Sea Trail Construction – Rename from Quarry
Park/ROW Acquisitions (Funded in FY 2015/16 CIP)
- Hakone Gardens Infrastructure Improvements – Rename from
Hakone Gardens Upper Moon House Foundation Repairs
(Funded in FY 2015/16 CIP) *
- Prospect/Saratoga Median Improvements – Rename from
Prospect/Saratoga OBAG Improvements (Funded in FY 2015/16
CIP)
- Hakone Gardens Sound Wall – From Hakone Gardens Visitor’s
Center – Matching Contributions (Funded in FY 2015/16 CIP)
- Hakone Gardens Miscellaneous Improvements – From Hakone
Gardens Visitor’s Center Matching Contributions (Funded in FY
2015/16 CIP)
- Senior Center ADA Restroom Upgrades (Nominated) *
Unfunded - Via Regina Trail (Existing Unfunded)
- Norton/Villa Montalvo Emergency Route (Existing Unfunded)
- Joe’s Trail at Saratoga de Anza – Phase II (Existing Unfunded)
- Quito Road Sidewalk Improvements (Existing Unfunded)
- Big Basin Way Turn Around (Existing Unfunded)
- Theater Improvements - Updated Project Cost (Existing
Unfunded)
- Solar Panels at City Hall (Existing Unfunded)
- Village to Quarry Park Trail - Updated Name & Project Cost
(Existing Unfunded)
- Renovation of Community Center Stage (Existing Unfunded)
- Community Development One Stop Permit Center Remodel –
Updated Name (Existing Unfunded)
- Saratoga Village Creek Trail – Construction Project (from FY
2015/16 CIP)
- Senior Center Cool Roof (Nominated)
- Saratoga to Sea Trail (Nominated)
- Hakone Gardens Master Plan Implementation (Nominated)
- Quarry Park Trail Improvements (Nominated)
- Quarry Park Pond Improvements (Nominated)
Funded FY
2016/17
- El Camino Grande Storm Drain Pump at $105,000 (Nominated)
- Annual Infrastructure Repairs (Nominated)
- Annual Roadway Repairs (Nominated)
- Damon Lane Retaining Wall (Nominated)
- Community/Senior Center Electrical Panel Upgrade (Nominated)
- Facility Building Improvements (Nominated)
- Village Specific Plan Update (Nominated)
- ADA Quarry Park Access to Upper Terrace Parking Lot and
Pond (Nominated)
- ADA/Inclusive Playground (Nominated)
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Saratoga City Council Minutes – Page 8 of 10
- Hakone Gardens Koi Pond Pump to be funded at $66,000 by
Hakone Gardens Miscellaneous Improvements ($23,000) and
Reserve ($43,000) (Nominated)
* Indicates changes to be included as part of the Midyear Budget Adjustments.
Communications Progress Report
Brian Babcock, Administrative Analyst I, presented the communications progress report.
Council Member Miller suggested that the City create a video on the Community Choice
Energy Program. He also suggested that the City consider creating a template or style guide
for videos then have the video recording and editing outsourced to a third party with Brian
Babcock serving as the video producer.
Vice Mayor Lo requested that the City create a webpage with an index of all the City’s
videos.
Mayor Cappello advocated for a strategic approach in selecting topics for videos produced by
the City.
Council Member Miller commented that he felt the Quarry Park videos, showing the park
before and after improvements worked well. He added that short 2 minute videos that get
right to the point seem like a good use of staff’s time, as opposed to longer videos.
Dede Smullen, Planning Commission Chair, addressed the City Council and shared
information about the Commission’s desire to create a series of educational videos on how to
work with the Planning Commission and Community Development Department.
Council Member Kumar suggested that the City create a framework or criteria for how City
videos are produced, such as music and caption requirements, so that the community may
submit videos to the City.
Mayor Cappello and Vice Mayor Lo noted that the community could provide videos KSAR
rather than having them hosted on City sites.
Council Member Miller agreed that there should be a framework or template for videos for
the purpose of outsourcing video filming and editing, as well as making the process more
efficient for staff.
Mayor Cappello asked that staff to determine how many videos staff could oversee
production of if filming and editing were outsourced and share that information with the City
Council in the future.
City Manager James Lindsay proposed that staff return to the City Council with a template
for City videos and video program plan prior to the City Council Budget Study Session.
Council Member Miller requested that the City create a video on the Community Choice
Energy program and that staff regularly conduct short polls using Peak Democracy or other
surveying tools.
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Saratoga City Council Minutes – Page 9 of 10
City Manager James Lindsay proposed that staff bring forward a quarterly plan for poll
topics at the same time that staff brings article topics and themes of The Saratogan to the
City Council.
Mayor Cappello asked for staff to provide an update on the results of the postcards
announcing that The Saratogan has been moved to a digital format with information on how
to subscribe to receive email notifications when the newsletter is published.
City Manager James Lindsay said that the information would be provided to the City Council
as a Council Newsletter article.
Legislative and Other Statewide Policies Update
City Attorney Richard Taylor presented information about legislative and other statewide
policy updates, including items that require the City to take action and items that the Council
may have an interest in.
Smoking Regulations
Crystal Bothelio, City Clerk/Assistant to the City Manager, provided a report on the item.
The City Council discussed potential changes to the City of Saratoga smoking regulations.
The City Council directed staff to bring forward an ordinance in June for first reading that
would prohibit smoking in the common areas of multifamily housing complexes, in new
apartment complexes, at outdoor events with children, 20 feet from entryways, in all outdoor
dining areas, in all service areas, in all outdoor worksites, and updates the Tobacco Retailer
Licensing requirements to include new retailer location restrictions that align with
Conditional Use Permit location requirements for tobacco retailers.
The Council also requested that staff reach out to retirement communities to make the
managers of these complexes and their residents aware of anticipated changes to smoking
regulations in Saratoga.
Retreat Wrap Up
City Manager James Lindsay reviewed Council direction on each of the agenda topics.
FINANCIAL REVIEW – COUNCIL DIRECTION
- Provide comments on proposed financial policy changes to Finance and
Administrative Services Director Mary Furey by March 1
CITY COUNCIL PRIORITIES FOR FY 2016/17 – COUNCIL DIRECTION
- No changes to current Sheriff’s Office service levels
- Schedule a future City Council Agenda item on the possibility of adding public
safety to the scope of the Traffic Safety Commission with the goal of being able
to discuss any recommended changes from the Commission, including Sheriff’s
Office service levels, at the 2017 City Council Retreat
- Council Priorities include seniors, senior transportation, outreach, health, and
active lifestyles
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Saratoga City Council Minutes – Page 10 of 10
- Council directed staff to bring forward items on senior transportation then active
lifestyles for Council discussion over the summer
- Council directed staff to bring forward an item on the Code Enforcement
policies before the Budget Study Session so that any staffing changes can be
considered during the Budget Study Session
- Council requested an update on the status of signage issues at Argonaut
Shopping Center
FY 2016/17 CIP BUDGET – COUNCIL DIRECTION
- In the midyear budget adjustments, move Theater Restrooms Project to
Unfunded and transfer funding to new capital project – Senior Center
Restrooms
- In the midyear budget adjustments, rename the Hakone Gardens Upper Moon
House Foundation Repairs to Hakone Gardens Infrastructure Improvements and
allow to be used for miscellaneous improvements, including the well pump and
pond pump
- In the midyear budget adjustments, include Quito Road Bridge Grant Funding
- The City Council also provided direction on projects to be closed/rejected,
existing projects to be updated or changed, unfunded projects, and projects to be
funded in Fiscal Year 2016/17
COMMUNICATIONS PROGRESS REPORT – COUNCIL DIRECTION
- The City Council directed staff to bring forward an agenda item before the
Budget Study Session on the City Video Program that provides a template for
City videos, cost information to have a third party film and edit videos, and
information about the number of videos that could be produced internally or
through a third party prior to the City Council Budget Study Session.
- Include a plan, including schedule and topics, for online City polls as part of the
City Council agenda item on The Saratogan
SMOKING REGULATIONS – COUNCIL DIRECTION
- The City Council directed staff to bring forward an ordinance in June for first
reading that would prohibit smoking in the common areas of multifamily
housing complexes, in new apartment complexes, at outdoor events with
children, 20 feet from entryways, in all outdoor dining areas, in all service areas,
in all outdoor worksites, and updates the Tobacco Retailer Licensing
requirements to include new retailer location restrictions that align with
Conditional Use Permit location requirements for tobacco retailers.
ADJOURNMENT
MILLER/BERNALD MOVED TO ADJOURN THE MEETING AT 4:29 P.M. MOTION
PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER. NOES: NONE. ABSTAIN: NONE.
ABSENT: KUMAR.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga 39
Saratoga City Council Minutes – Page 1 of 7
MINUTES
WEDNESDAY, FEBRUARY 17, 2016
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:00 p.m., the Saratoga City Council conducted a Joint Meeting with the Heritage
Preservation Commission in the Administrative Conference Room at City Hall at 13777
Fruitvale Avenue. At 5:00 p.m., the Saratoga City Council held a Joint Meeting with the
Planning Commission.
Mayor Cappello called the regular session in the Saratoga Civic Theater at 13777 Fruitvale
Avenue to order at 7:04 p.m. and led the Pledge of Allegiance.
ROLL CALL
PRESENT: Mayor Manny Cappello, Vice Mayor Emily Lo, Council Members
Mary-Lynne Bernald, Howard Miller, Rishi Kumar
ABSENT: None
ALSO PRESENT: James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk/Assistant to the City Manager
John Cherbone, Public Works Director
Mary Furey, Finance & Administrative Services Director
Erwin Ordoñez, Community Development Director
Michael Taylor, Recreation & Facilities Director
Sandy Baily, Special Projects Manager
REPORT ON POSTING OF AGENDA
City Clerk Crystal Bothelio reported that the agenda for this meeting was properly posted on
February 11, 2016.
REPORT FROM JOINT MEETINGS
Mayor Cappello provided a summary of the City Council’s Joint Meetings with the Heritage
Preservation Commission and Planning Commission.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
ANNOUNCEMENTS
Council Member Kumar announced the Faith and Innovation Conference organized by Saint
Andrews Episcopal Church on February 27, 2016 from 9:00 a.m. to 4:00 p.m. Registration is $25
in advance and $30 at the door. He also shared information about the Saratoga Seminar series on
creating a wellness lifestyle on February 20, 2016 from 3:00 p.m. to 4:00 p.m. at the Joan Pisani
Community Center. Information is online at www.rishikumar.com/events. He also shared that
there was a free TEDx event at Saratoga Library on February 17. Additionally, the organizers of
the Blossom Festival are looking for performers. For more information, contact Annette Stransky.
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Saratoga City Council Minutes – Page 2 of 7
Council Member Miller announced the Heart and Soles 5K Walk/Run on March 12, 2016 at Lake
Cunningham Park. He also shared information about upcoming summer camps, starting June 13.
Council Member Bernald announced the Blossom Festival on March 19, 2016 from 10:00 a.m. to
4:00 p.m. at the Heritage Orchard and Warner Hutton House. The event is free and will feature a
number of family-friendly activities. Information is on the Saratoga Historical Foundation website
at www.saratogahistory.com.
Vice Mayor Lo invited residents to the Sheriff’s Office Community Forum on February 23, 2016
from 7:00 p.m. to 9:00 p.m. at the Saratoga Senior Center. Additionally, the Hakone Lunar New
Year Festival is on February 28 at Hakone Gardens.
Mayor Cappello shared information about the City’s open Commission recruitments, including the
Planning Commission, Library Commission, and Youth Commission. He also announced that the
City is accepting applications for the community event and street closure grant programs. Lastly,
he invited the community to the State of the City address on February 27, 2016 from 3:00 p.m. to
5:00 p.m. at the Civic Theater.
CEREMONIAL ITEMS
Appointment of Commissioner and Oath of Office
Recommended Action:
Adopt the attached resolution appointing 1 member to a partial term on the Library
Commission ending September 30, 2019; and direct the City Clerk to administer the Oath of
Office.
RESOLUTION NO. 16-011
MILLER/BERNALD MOVED TO APPROVE THE RESOLUTION APPOINTING 1
MEMBER TO A PARTIAL TERM ON THE LIBRARY COMMISSION ENDING
SEPTEMBER 30, 2019. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD,
MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
City Clerk Crystal Bothelio administered the Oath of Office to Flora Hoffman.
1. CONSENT CALENDAR
1.3. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on February 3, 2016.
MILLER/BERNALD MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE REGULAR CITY COUNCIL MEETING ON FEBRUARY 3, 2016. MOTION
PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
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Saratoga City Council Minutes – Page 3 of 7
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
02/02/2016: Period 8
02/09/2016: Period 8
MILLER/BERNALD MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 02/02/2016 PERIOD 8;
AND 02/09/2016 PERIOD 8. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD,
MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.3. Treasurer’s Report for the Month Ended December 31, 2015
Recommended Action:
Review and accept the Treasurer’s Report for the month ended December 31, 2015.
MILLER/BERNALD MOVED TO ACCEPT THE TREASURER’S REPORT FOR THE
MONTH ENDED DECEMBER 31, 2015. MOTION PASSED. AYES: CAPPELLO, LO,
BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.4. Approval of Sports Fields User Agreements - 2016
Recommended Action:
Approve Sport User Agreements with American Youth Soccer Organization, Saratoga Little
League, Quito Little League, De Anza Youth Soccer League, West Valley Lacrosse Club, West
Valley Youth Soccer League, CISL (Adult Soccer League), and Saratoga Pony League for the
use of Saratoga City parks and Prospect High School for organized sport use, and authorize
the City Manager to execute the same.
MILLER/BERNALD MOVED TO APPROVE SPORT USER AGREEMENTS WITH
AMERICAN YOUTH SOCCER ORGANIZATION, SARATOGA LITTLE LEAGUE,
QUITO LITTLE LEAGUE, DE ANZA YOUTH SOCCER LEAGUE, WEST VALLEY
LACROSSE CLUB, WEST VALLEY YOUTH SOCCER LEAGUE, CISL (ADULT
SOCCER LEAGUE), AND SARATOGA PONY LEAGUE FOR THE USE OF
SARATOGA CITY PARKS AND PROSPECT HIGH SCHOOL FOR ORGANIZED
SPORT USE, AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME.
MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
1.5. Contract with Michael Baker International – Contract Planner
Recommended Action:
Authorize the City Manager to execute an agreement with Michael Baker International
(MBI) for contract planner services in an amount not to exceed $80,000.
MILLER/BERNALD MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE AN AGREEMENT WITH MICHAEL BAKER INTERNATIONAL (MBI)
FOR CONTRACT PLANNER SERVICES IN AN AMOUNT NOT TO EXCEED
$80,000. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
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Saratoga City Council Minutes – Page 4 of 7
1.6. Final map approval for thirteen lots located at 12260 Saratoga-Sunnyvale Rd.
Owner: SummerHill Homes Saratoga Front LLC
Recommended Action:
1. Move to adopt Resolution granting final map approval of tentative map application No.
SUB 14-0002 for thirteen lots located at 12260 Saratoga-Sunnyvale Road.
2. Move to authorize the City Manager to execute the Subdivision Improvement Agreement.
RESOLUTION NO. 16-012
MILLER/BERNALD MOVED TO: 1) MOVE TO ADOPT RESOLUTION GRANTING
FINAL MAP APPROVAL OF TENTATIVE MAP APPLICATION NO. SUB 14-0002
FOR THIRTEEN LOTS LOCATED AT 12260 SARATOGA-SUNNYVALE ROAD;
AND 2) MOVE TO AUTHORIZE THE CITY MANAGER TO EXECUTE THE
SUBDIVISION IMPROVEMENT AGREEMENT. MOTION PASSED. AYES:
CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
1.7. Audit Services Contract Extension
Recommended Action:
Authorize the City Manager to approve Chavan & Associates audit services contract extension
for the two option years to audit the City’s FY 2015/16 and FY 2016/17 financial records.
MILLER/BERNALD MOVED TO AUTHORIZE THE CITY MANAGER TO
APPROVE CHAVAN & ASSOCIATES AUDIT SERVICES CONTRACT
EXTENSION FOR THE TWO OPTION YEARS TO AUDIT THE CITY’S FY 2015/16
AND FY 2016/17 FINANCIAL RECORDS. MOTION PASSED. AYES: CAPPELLO, LO,
BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2. PUBLIC HEARING
2.1. An Ordinance Amending the Saratoga City Code Regarding Article 15-47 (Water
Efficient Landscaping)
Recommended Action:
1. Conduct a public hearing.
2. Introduce and waive the first reading of the ordinance.
3. Direct staff to place the ordinance on the agenda of the March 16, 2016 Regular City Council
Meeting for adoption.
Sandy Baily, Special Projects Manager, presented the staff report.
Mayor Cappello invited public comment on this item.
No one requested to speak.
MILLER/LO MOVED TO INTRODUCE AND WAIVE THE FIRST READING OF THE
ORDINANCE; AND DIRECT STAFF TO PLACE THE ORDINANCE ON THE
AGENDA OF THE MARCH 16, 2016 REGULAR CITY COUNCIL MEETING FOR
ADOPTION. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
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Saratoga City Council Minutes – Page 5 of 7
3. OLD BUSINESS
None
4. NEW BUSINESS
4.1. FY 2015/16 Mid-Year Budget Status Report and Budget Adjustment Resolution
Recommended Action:
Review the FY 2015/16 budget status report and proposed budget adjustments, and adopt the
attached resolution approving the City’s FY 2015/16 mid-year budget amendments.
Mary Furey, Finance and Administrative Services Director, presented the staff report.
Mayor Cappello invited public comment on this item.
The following person requested to speak:
Jacob Kellner, Hakone Gardens Gardener
No one else requested to speak.
RESOLUTION NO. 16-013
MILLER/BERNALD MOVED TO ADOPT THE RESOLUTION APPROVING THE
CITY’S FY 2015/16 MID-YEAR BUDGET AMENDMENTS. MOTION PASSED. AYES:
CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
4.2. Scope of the Traffic Safety Commission
Recommended Action:
Provide direction to staff.
City Manager James Lindsay presented the staff report on this item.
Mayor Cappello invited public comment.
No one requested to speak.
BERNALD/MILLER MOVED TO DIRECT STAFF TO SCHEDULE A CITY COUNCIL
STUDY SESSION WITH THE TRAFFIC SAFETY COMMISSION AND
REPRESENTATIVES OF THE SHERIFF’S OFFICE TO DISCUSS THE
POSSIBILITY OF INCLUDING CRIME PREVENTION IN THE SCOPE OF WORK
OF THE TRAFFIC SAFETY COMMISSION, AS WELL AS THE OVERALL GOALS,
TIMEFRAME, AND OBJECTIVES OF ADDING CRIME PREVENTION TO THE
COMMISSION’S SCOPE. STAFF WAS FURTHER DIRECTED TO PROVIDE
INFORMATION ABOUT THE HISTORY AND BACKGROUND OF SARATOGA’S
PUBLIC SAFETY COMMISSION TO THE TRAFFIC SAFETY COMMISSION AT
THE STUDY SESSION. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD,
MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
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Saratoga City Council Minutes – Page 6 of 7
CITY COUNCIL ASSIGNMENT REPORTS
Mayor Manny Cappello
Cities Association of Santa Clara County – there was a discussion led by San Jose Mayor Sam
Liccardo and Joint Venture Silicon Valley CEO Carl Guardino on transportation and minimum
wage. There was also a presentation from Yellow Checker Cab.
Saratoga Area Senior Coordinating Council (SASCC) – the Board continued discussion of the
renovation project and capital campaign. The Board has targeted July 7 as the start of the
renovation construction.
West Valley Sanitation District – Mayor Cappello said that there was nothing to report from the
last meeting.
Vice Mayor Emily Lo
KSAR Community Access TV Board – due to lack of a quorum, the Board was unable to meet.
Saratoga Chamber of Commerce & Destination Saratoga – the Chamber’s Citizen of the Year and
Business Person of the Year will be announced at the State of the City on February 27. The next
mixer will be at East Coast Alice on February 18, 2016. Kirk Heinrichs, Special Projects Manager,
will be meeting with business representatives on the Village Specific Plan Update.
Council Member Mary-Lynne Bernald
Association of Bay Area Governments – Council Member Bernald shared that she is continuing to
monitor the ABAG/MTC merger. There are no updates at this time.
West Valley Solid Waste Management Joint Powers Authority – the Authority is closely monitoring
missed pickups. Customers should report missed pickups to the hauler, but may also contact
Council Member Bernald.
Council Member Howard Miller
Valley Transportation Authority (VTA) Policy Advisory Committee – Council Member Miller was
recognized with a distinguished service award during the meeting. The PAC also received a report
on proposed changes to lightrail to improve ridership and service.
VTA State Route 85 Corridor Policy Advisory Board – the group of representatives from the North
County transit group met and discussed the Silicon Valley Envision process, as well as potential
allocations for a potential bond measure.
VTA Board West Valley Cities Alternate – during the Board Meeting, VTA staff provided an update
on system wide ridership rates, a report on the public transportation outcomes of the Super Bowl,
and an update on the BART extension project.
Council Member Rishi Kumar
Council Member Kumar shared he will be heading to Washington, D.C. with the National League
of Cities energy and natural resources policy committee.
CITY COUNCIL ITEMS
Council Member Miller requested that staff periodically include information about usage for the
City’s Blaney Plaza Wi-Fi as part of the Council Newsletter.
CITY MANAGER'S REPORT
City Manager James Lindsay reported that information about the Community Choice Energy
Program and proposed CVS Pharmacy in San Jose near Saratoga has been added to the City’s
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Saratoga City Council Minutes – Page 7 of 7
website, as requested by the City Council. He also thanked the City Council for supporting the
emergency generator project, which powered City Hall despite a power outage in the area.
ADJOURNMENT
MILLER/LO MOVED TO ADJOURN THE MEETING AT 8:28 P.M. MOTION PASSED.
AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga
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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:
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:
Date
Ending
Check #
2/16/16 130072 130112 41 493,923.77 02/16/16 02/09/16 130071
2/23/16 130113 130189 77 188,659.66 02/23/16 02/16/16 130112
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
02/16/16 130079 City of San Jose PS 30,027.40
02/16/16 130096 SCC Office of the Sheriff General PS 414,423.33
02/23/16 130148 General 22,821.47
02/23/16 130157 General 20,000.00
02/23/16 130184 PW 20,462.25
Accounts Payable checks voided during this time period:
AP Date Check #Amount
01/05/16 129766 Re-issue check 345.00
11/03/15 129401 Re-issue check 1,085.60
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
Accounts Payable
General
KSAR
Nam H Cho
Vista Landscape Maint.
Bond Release
General
General
Various Landscape Mtc/Proj
Reason Status
Starting Check #Date
Prior Check Register
Checks
Released
Total
Checks Amount
Issued to
Deep Cliff Golf Course
Budget Flooring Never received check
Never received check
Animal Services
SARATOGA CITY COUNCIL
MEETING DATE:March 2, 2016
DEPARTMENT:Finance & Administrative Services
02/23/2016: Period 8
02/16/2016: Period 8
Ending
Check #Type of Checks
Accounts Payable
PREPARED BY:
Peg Fees
Fund Purpose
Law Enforcement
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SARATOGA CITY COUNCIL
MEETING DATE:March 2, 2016
DEPARTMENT:City Manager’s Office
PREPARED BY:James Lindsay, City Manager
SUBJECT:Resolution Expressing Support for Combating Human Trafficking
RECOMMENDED ACTION:
Approve resolution expressing support for combating human trafficking.
BACKGROUND:
Human Trafficking is the act of illegally moving people, typically for the purposes of forced
labor or commercial sexual exploitation. The Federal Bureau of Investigation has identified the
Bay Area as one of the top areas of the country for human trafficking.
The City of Saratoga will work with the Santa Clara County Human Trafficking Task Force and
the Saratoga Chamber of Commerce to host and conduct a training for local businesses on how
to identify and prevent human trafficking.
Santa Clara County Sheriff is a partner in the Santa Clara County Human Trafficking Task Force
and has performed admirably in helping reduce the instances of human trafficking in the County.
ATTACHMENTS:
Attachment A – Resolution Expressing Support for Combating Human Trafficking
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RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA EXPRESSING SUPPORT FOR COMBATING
HUMAN TRAFFICKING
WHEREAS, the crime of human trafficking is present in every country and every U.S.
state; and
WHEREAS, the State of California and its constituent communities are considered to be
receptor sites for trafficking due to economic conditions and proximity to international borders;
and
WHEREAS, forced labor, commercial sexual exploitation and involuntary domestic
servitude have been found to exist within local communities; and
WHEREAS, the FBI has identified the San Francisco Bay Area as one of the top 13 sites
for child sex trafficking in the country and the National Human Trafficking Hotline receives
more calls from California than from any other state. Over 10% of the labor trafficking calls
received by the National Human Trafficking Hotline involve restaurant or food service
industries; and
WHEREAS, the California Transparency in Supply Chain Act requires any retail or
manufacturing company doing business in California that has more than 100 million in annual
gross receipts worldwide to disclose their efforts to monitor human trafficking in their supply
chain; and
WHEREAS, by engaging our local businesses, and the general public to take a stand
against human trafficking, the San Francisco Bay Area can be a model for how we can all work
together to tackle human trafficking;
NOW THEREFORE BE IT RESOLVED that the City of Saratoga by adopting this resolution,
does hereby state that:
1. The City of Saratoga will work with the Santa Clara County Human Trafficking
Task Force and the Saratoga Chamber of Commerce to host and conduct a training
for local businesses on how to identify and prevent human trafficking.
2. Santa Clara County Sheriff is a partner in the Santa Clara County Human
Trafficking Task Force and has performed admirably in helping reduce the
instances of human trafficking in the County.
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The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 2nd day of March 2016 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
ATTEST:
DATE:
Crystal Bothelio, City Clerk
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SARATOGA CITY COUNCIL
MEETING DATE:March 2, 2016
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager
SUBJECT:Designation of City Flower
RECOMMENDED ACTION:
Approve resolution designating the red geranium as the official City of Saratoga flower.
BACKGROUND:
Last year, Saratoga competed against communities across the United States in the annual
America in Bloom competition and was awarded top honors in the City’s population category
(30,000 – 40,000) as well as the “Most Beautiful Canopy of Trees” award. As part of the judging
process, Saratoga was provided with a number of suggestions for further beautifying the City and
building a stronger sense of community and identity. One of the recommendations included
designation of a City flower. During the February 3, 2016 City Council Meeting, the City
Council directed staff to add designation of a City flower to a future meeting agenda.
Members of the Saratoga in Bloom Committee, the group that oversaw the City’s American in
Bloom application, recommended that the red geranium be designated as the official City flower.
The red geranium is a perennial that enjoys full sun or partial shade and is considered partially
drought tolerant. Flowers bloom throughout the year and attract both butterflies and
hummingbirds. Red geraniums are non-invasive yet easy to care for and typically grow 12 to 18
inches tall and 18 to 24 inches wide. Red geranium flowers can be spotted throughout the Village
in planters and hanging baskets.
ATTACHMENTS:
Attachment A – Resolution Designating Red Geranium as the Official City of Saratoga Flower
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RESOLUTION NO. 16-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
DESIGNATING THE RED GERANIUM AS THE
OFFICIAL CITY OF SARATOGA FLOWER
WHEREAS, Saratoga’s beauty, floral displays, and vibrant tree canopy were recognized
in 2015 when the City received top honors in the America in Bloom competition for cities with a
population of 30,000 to 40,000; and
WHEREAS, the America in Bloom judges provided recommendations to further
enhance Saratoga’s beauty and sense of civic identity and pride, which included designation of a
City flower; and
WHEREAS, members of the Saratoga in Bloom Committee, which led the City’s
America in Bloom competition efforts, recommended that the red geranium be designated as the
City flower; and
WHEREAS, the red geranium is a hearty perennial that blooms throughout the year,
attracting both butterflies and hummingbirds; and
WHEREAS, the vibrant blooms of red geraniums can be spotted throughout the Village
in planters and hanging baskets up and down Big Basin Way.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby designate the red geranium as the official City of Saratoga flower.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 2nd day of March 2016 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
ATTEST:
DATE:
Crystal Bothelio, City Clerk
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Official Flower of the City of
Saratoga
Red
Geranium
Photos by:
Josie Lindsay
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