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HomeMy WebLinkAbout03-16-2016 City Council Agenda PacketSaratoga City Council Regular Meeting Agenda – Page 1 of 5 SARATOGA CITY COUNCIL REGULAR MEETING MARCH 16, 2016 5:00 P.M. STUDY SESSION Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 Library Commission Responsibilities Study Session 5:45 P.M. COMMISSION INTERVIEWS Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 TIME NAME COMMISSION VACANCIES INCUMBENT 5:45 p.m. Carol Barmeier Library 2 vacancies (partial term ending 9/30/207 and partial term ending 9/30/2018) No 6:00 P.M. JOINT MEETING Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 Joint Meeting with the Parks and Recreation Commission and Pedestrian, Equestrian, and Bicycle Trails Advisory Committee 7:00 P.M. REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA The agenda for this meeting was properly posted on March 10, 2016. REPORT FROM JOINT MEETING 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 Saratoga City Council Regular Meeting Agenda – Page 2 of 5 CEREMONIAL ITEMS Proclamation Declaring March 14-18, 2016 as Science Fair Week Recommended Action: Present the proclamation declaring March 14 to March 18, 2016 as Science Fair Week in the City of Saratoga to Veena Jain, Board Member, Santa Clara Valley Science and Engineering Fair Association. Appointment of Commissioner and Oath of Office Recommended Action: Adopt the attached resolution appointing 1 member to a full term on the Planning Commission; and direct the City Clerk to administer the Oath of Office. 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 Regular City Council Meeting on March 2, 2016. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 02/24/2016: Period 8 03/01/2016: Period 9 03/08/2016: Period 9 1.3. Treasurer’s Report for the Month Ended January 31, 2016 Recommended Action: Review and accept the Treasurer’s Report for the month ended January 31, 2016. 1.4. Amendment to Contract Planning Services Agreement Recommended Action: Authorize the City Manager to execute an amendment to an existing agreement with the Metropolitan Planning Group to increase the not-to-exceed amount by $15,001 (from $24,999 to $40,000). 1.5. Approve Agreement for Neighborhood Initiated Maintenance Project At Farwell Avenue and Three Oaks Way Recommended Action: Approve Agreement for the Farwell Avenue and Three Oaks Way Maintenance Project and authorize the City Manager to execute the same. Saratoga City Council Regular Meeting Agenda – Page 3 of 5 2. PUBLIC HEARING Items placed under this section of the Agenda are those defined by law as requiring a special notice and/or a public hearing or those called by the City Council on its own volition. During Public Hearings for appeals, Applicants/Appellants and/or their representatives have a total of ten (10) minutes maximum for opening statements. Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced by the Mayor or by action of the City Council. After public comment, the Applicant/Appellants and/or their representatives have a total of five (5) minutes maximum for closing statements. Items requested for continuance are subject to the City Council's approval at the Council Meeting. 2.1. Second Reading of Amendments to City Code Article 15-47 (Water Efficient Landscaping) Recommended Action: Waive the second reading and adopt the attached ordinance revising City Code Article 15-47 (Water Efficient Landscaping). 2.2. Public Hearing on Resolution Ordering Abatement of a Public Nuisance by Removal of Hazardous Vegetation (Weeds) Recommended Action: Open the public hearing, listen to public testimony, and close public hearing. Consider any objections to the proposed Order for Abatement of Hazardous Vegetation and sustain or overrule any objections as to specific properties. Adopt the resolution ordering abatement as to specified properties (with modifications if any objections are sustained). 3. OLD BUSINESS None 4. NEW BUSINESS 4.1. Allocation of Community Event Grant Program Funds Recommended Action: Review the one Saratoga Community Event Grant Program application for this fiscal year and provide direction. Consider grant requests for next fiscal year and determine allocations. 4.2. Allocation of Street Closure Grant Funds Recommended Action: Review Saratoga Street Closure Grant applications and determine allocations. 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 Saratoga City Council Regular Meeting Agenda – Page 4 of 5 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 March 10, 2016 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 10th day of March 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 Saratoga City Council Regular Meeting Agenda – Page 5 of 5 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] 03/16 Regular Meeting – Joint Meeting with Parks & Rec Commission and PEBTAC 03/28 Study Session – Traffic Safety Commission & Crime Prevention – 6:00 p.m. – Community Center Arts & Crafts Room 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 5 p.m. Montalvo Arts and 6 p.m. Mt. Winery 05/18 Regular Meeting – Joint Meeting with Sheriff Office 06/01 Regular Meeting – 5:30 p.m. Joint Meeting with HOA’s at West Valley College, Student center 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 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 CALENDAR 2016 CITY OF SARATOGA Memorandum To: Mayor Cappello & City Council Members From: James Lindsay, City Manager Date: March 16, 2016 Subject: Library Commission Responsibilities Study Session This study session has been scheduled at the request of the City Council to provide the Council with an opportunity to review and discuss the scope and responsibilities of the Library Commission. Attachments to this memorandum include the following: • City Council Resolution 2031: Adopted in 1983, this resolution defines the structure, administration, and responsibilities of the Library Commission. Vice Mayor Emily Lo is recommending changes to the Basic Responsibilities section which are shown in redline (strike thru and underline). Staff has also identified updates to the Structure/Officers, Administration/Meetings, and Administration/Records sections. Any changes to the resolution will need to be approved at a future City Council meeting. • Proposed Library Commission Work Plan and Current Membership: The Library Commission prepared the attached Work Plan at their February meeting. The Work Plan is being provided in advance of the joint meeting for the study session discussion. The Council’s joint meeting with the Library Commission is scheduled for April 6th. 6 RESOLUTION NO. 2031 A RESOLUTION OF THE CITY COU NCIL OF THE CITY OF SARATOGA, DEFINING AND ESTABLISHI NG TH E AUTHORITI ES AND RESPONSIBILITIES OF THE SARATOGA LIBRARY COMMI SSION AND ITS OPERATION WH EREAS, the Ci ty Li brary Commission was esta bl i shed by Resoluti on No. 68 dated June 17, 1959, wi th further modificati on to the Commissi on's structure, terms of off ce, and operation bei ng made by Resol uti ons dated February 11, 1971, February 5, 1975 and other documents; and WH EREAS, the content of existi ng documents i s now considered to be i n part obsolete and i n need of ex pansion and u pdating; and WHER EAS, the current Library Commission, the City staff and the Ci ty Council have rev i ewed the attached document, "THE SARATOGA LIBRARY COMMISSION: ITS STRUCTU RE, ADMINISTRATION, BASIC RESPONSI BILITI ES, DUTIES AND RELATI ONSH IPS": and WH EREAS, these reviews have led to a consensus that the attached document reflects an accurate and u pdated portrayal of the Commission and its operation as they shoul d exist; and WH EREAS, there appears to be a conti nui ng need for a Ci ty Li brary Commission which shall functi on i n accordance with the provisions of the attached document: NOW, THEREFORE, BE IT RESOLVED by the Ci ty Council of the Ci ty of Saratoga as fo 1 1ows: 1. That the Saratoga Library Commission henceforth be governed by the terms of the attached document, which i s hereby i ncor porated i nto and made a part of this resolution; and 2. That the content of the attached document shal l supersede prior resoluti ons, gui delines and understandings relating to the Commissi on and i ts operation , provided, however: That nothing i n Provisions 11 111 and 11 211 above nor i n the attached document shall be construed as restri cti ng or curtailing any of the powers of the City Council or Ci ty officers, or the delegati on to the Library Commission of any authority imposed by l aw on such Council and officers. The a bove and foregoing resolution was passed and adopted by the Ci ty Council of the Ci ty of Saratoga at a regul ar meeti ng hel d on the 5th day of January , 1983 by the fol l owi ng vote: AYES: Council mem bers Clevenger, Fanelli, Mallory, Moyles, and Mayor Callon NOES: None ABSENT: None t ../· MAYOR ATTEST: 7 Pa_ge 1 of 3 THE SARATOGA LIBRARY COMMISSION: ITS STRUCTURE, ADMI NISTRATION, BASIC RESPONSIBILITI ES, DUTIES AND RELATIONSHIPS STRUCTURE Membership. The Library Commission of the Ci ty of Saratoga shal l consist of seven mem bers ap pointed by the Ci ty Council. At least si x of the Commission's mem bers shal l resi de i n the Ci ty or i n the adjacent unincorporated areas withi n the Li brary 1 s service district. Because of the su pport and usage of the Li brary by ci ti zens of Monte Sereno, the Ci ty of Monte Sereno shal l be invi ted to nominate a candidate to serve as the seventh mem ber of the Commission and to nominate re placements for this mem ber as may be needed. Term of Offi ce. The term of offi ce of mem bers of the Commission shal l be four years. In order to provide continuity, the four-year terms of al l seven commissioners shall not be made to expire on the same date. Instead, the terms of three of the commissioners shall be made to expire two years from the expirati on date of the terms of the other four commissioners, and the sequence thus esta bli shed shall be followed thereafter. Vacancies and Removal s. Each vacancy i n the Li brary Commission shall be fi l l ed by the Ci ty Council for the unex pired portion of the term of office vacated. Any mem ber of the Library Commission may be removed from office by a majority vote of the total members of the Ci ty Council. Offi cers. The Library Commission shall elect one of its mem bers to serve as Chairman, another to serve as Vice Chairman., and another to serve as Recording Secretary. Terms shall be for a peri od of one year, wi th the understandi ng that the Commissi on may reelect i ncum bents to succeed themsel ves. Other i nternal offi ces may be establi shed and fi l l ed by the Commissi on as the need may arise. ADMI NISTRATION Meeti ngs. The Chairman of the Commissi on shal l normall y sched ule a meeting of the Commission once each month. However, when in the opi nion of the Chairman the prospective business scheduled for a monthly meeting i s not of suffi cient im portance or urgency to warrant bringi ng members together for - a monthly meeting, then the Chairman may cancel the regular meeting for that month with proper notificati on to mem bers. The Chairman may call spec al meetings of the Commission from time to time as necessary. The Saratoga Library Commission will now hold its regular meetings on the fourth Tuesday of every other month (during even numbered months) at 7:00 p.m. at Saratoga Library. (Resolution 16-003) Quorum. A majority of Commissi on members shall constitute a quorum for purposes of transacti ng the business of the Commission. Com pensati on. Mem bers of the Commission shall serve without compensation. When i n accord with current Ci ty policy and when arranged i n ad vance with the Ci ty Manager, actual and necessary expenses i ncurred by Li brary Commission mem bers acti ng i n thei r offici al ca pacity shall be reim bursed by the Ci ty. Records. The Recording Secretary staff liaison of the L brary Commissi on shall keep a record of al 1 proceedings, del i berations, resol uti ons, findings, determinati ons andd recommendations of the Commission. These records shall be availabl e to the pu bli c, and copi es shal l be fil ed with the Ci ty Clerk. Staff Services. Staff services required by the Commission shal l be provided by the Ci ty Manager, consistent wi th Ci ty bud get authorizations. 8 BASIC R ESPONSI BILITI ES Page 2 of 3 The Library Commission shall serve as a senior advisory and liaison body. It’s basic res ponsibiliti es shal l i nclude the following: 1. Provi de counsel and recommendations on Library policies, budgets, plans and procedures to the Saratoga Ci ty Council , the Ci ty staff, the Santa Clara County Library staff., and the Saratoga Library Supervisor. 2. Identify and bring to the attention of the Ci ty Council , the Ci ty staff, the Santa Clara County Library staff, and the Saratoga Library Su pervisor (as a ppro- priate) present and prospective issues and questions relating to Library operation. 3. Participate, along with other appro priate governmental units, i n explai ni ng and iinterpreting matters pertaini ng to L brary operation to Library users, Li brary sup port grou ps, and the general pu bli c. 4. Perform such other acti viti es as may be directed by the Saratoga Ci ty Council . DUTI ES In carrying out i ts basi c responsibili ti es, the Li brary Commission shal l perform the following duti es: 1. Hol d formal meeti ngs as requi red (see preceding Secti on on "Admi ni strati on 11 ) . 2. Maintai n communicati ons with the Ci ty Council , the Ci ty staff, the Santa Clara County Li brary staff, and the Saratoga Li brary Su pervisor on matters that have a si gni ficant im pact on the Li brary's budget and operation. 3. Outreach to different community groups to inform them of library services and to rReceive i nformati on and suggestions on im proving Library operation. from the pu bli c, throug h pu bli c hearings and throug h l ess forma1 channel s of communication such as correspondence and discussion sessions. 4. Maintai n wi thi n the Commission a continui ty of knowled ge of the Library, i ts operation and i ts problems. 5. Keep general l y i nformed on techni cal developments that could have a bearing on the Library's operation. 6. Partic pate i n the general pl anning of the li brary's operation and i n the planning of events rel ated to the Li brary. 7. Promote good pu bli c rel ati ons concerning the Li brary and i ts acti vi ti es. 8.7. Work with "Fri ends of the Saratoga Libraries" and other support grou ps as may be desirabl e i n the planni ng of thei r acti vi ti es. 8. Promote opti mal utilizati on of the li brary space faci liti es and staff, and encourage service mindedness on the part of al l having to do with providi ng Li brary service to the publi c. 9. Engage the Saratoga Library Youth Advisory group in matters concerning use of the Library and programs. 10. Encourage the preservati on of the Saratoga Library plant throug h pro per upkee p and preventi ve mai ntenance . 9 Page 3 of 3 RELATIONSHIPS l. The L brary Commission shal l report to and be responsibl e to the Saratoga Ci ty Council. The Ci ty Manager i s authorized to appoint a Ci ty staff mem ber to serve as a li aison representative between the Council , staff and the Library Commissi on on administrati ve matters. 2. The Li brary Commission shal l have no admi nistrati ve authority over the Li brary' s operation, or acti viti es of Ci ty staff . 3. The Library Commission shall have authority to call meetings, conduct hearings, perform analysis and make contacts with various i nterested parties i n carrying out its basic responsibili ti es. 4. The Library Commissi on may act on i ts own i ni ti ati ve, based on i ts own assessment of needs, or u pon request from other i nterested parties such as the Ci ty Council , the Ci ty staff, the Santa Clara County Library staff., and the Saratoga Library Supervisor. 10 LIBRARY COMMISSION WORK PLAN & MEMBERSHIP KEY POINTS OF WORK PLAN 1. Plan and Promote Library Event and Programs 2. Assist with County wide survey 3. Provide recommendation on Interior Space Review 4. Engage in Information Sharing with library and public TOPICS IN DETAIL  Information Sharing with the Library a. Hold a 3D Printing Event b. Support Trivia Night c. Provide three recommendations to Library Staff at meetings. These would include upcoming events to promote the library, new trends, interests, etc. d. Explore supporting a volunteer program for after school hours at the library; e. Provide additional items to the Local Government Resource Center (e.g., including a photo of Library Commission);  Information sharing with the public a. Working with KSAR to promote Library programming; b. Expanding social media to promote Library and its offerings; c. Assist with tabling at city-wide events (e.g., Heritage Day) d. Creating email campaigns to reach specific populations (such as parents, youth, seniors, etc.) to tout Library and its programs; e. Assist promoting and passing out the monthly Library Report to the public;  Survey a. Assisting Library staff and Deputy County Librarian Chris Brown to roll out countywide survey that will be implemented in the near future. The objective is to find out how to better serve users.  Interior Space Budget a. Provide recommendations regarding the $200,000 interior space budget; (i.e., What’s a great fit for the community?)  Other Topics a. Serve as contest judges b. Procedure review (e.g., revising the Community Room sign-up policy) c. Visit other County library commissions & JPA meetings d. Attend annual Friends and Commissioner forum CURRENT MEMBERSHIP Name Term Ending Elig. for Reappointment Robert Gulino 9/30/2016 Yes Claire Campodonico (Monte Sereno Rep.) 9/30/2017 Yes Vacant 9/30/2017 N/A Vacant 9/30/2018 N/A Flora Hoffman 9/30/2019 Yes 11 City of Saratoga CITY COUNCIL JOINT MEETING Discussion Topics Joint Meeting with the Parks and Recreation Commission and Pedestrian, Equestrian, and Bicycle Trails Advisory Committee March 16, 2016 | 6:00 p.m. City Hall | Administrative Conference Room 6:00 p.m. Dinner & Introductions 6:15 p.m. Parks and Recreation Commission Work Plan 6:30 p.m. Pedestrian, Equestrian, and Bicycle Trails Advisory Committee Updates 6:45 p.m. Other Remarks & Wrap Up Dinner will be 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. 19 Parks and Recreation Commission Work Plan Page 1 of 1 CITY OF SARATOGA Memorandum To: Mayor Cappello & Members of the Saratoga City Council From: Mainini Cabute, Management Analyst II Date: March 16, 2016 Subject: Parks and Recreation Commission Work Plan Parks and Recreation Commission (PRC) proposes the following objectives for 2016 o To build stronger community relations and gathering families by hosting events at City parks o To build stronger community relations by engaging community members in a dialogue about City Parks events and activities o To enhance biodiversity and greater understanding of urban wildlife. o To continue promoting a healthy lifestyle by informing residents about park and trail locations and amenities 2015 Summary: Each year the PRC has completed its objectives by implementing the various park activities, such as the Let’s Work! Volunteer Program, Movie Nights, and its support of the Nesting Box project that receives assistance by the West Valley College Parks Management Program. Last year the PRC launched its park activities survey which it hopes will guide its outreach activities for the year 2016. Attached: Parks and Recreation Commission Proposed Work Plan, Membership, and Duties 20 PARKS AND RECREATION COMMISSION WORK PLAN, MEMBERSHIP, DUTIES Parks and Recreation Commission (PRC) Objectives For 2016  To build stronger community relations and gathering families by hosting events at City parks  To build stronger community relations by engaging community members in a dialogue about City Parks events and activities  To enhance biodiversity and greater understanding of urban wildlife.  To continue promoting a healthy lifestyle by informing residents about park and trail locations and amenities Proposed Ongoing Activities Project Name Objective Tasks Movie Night To build stronger community relations between the City of Saratoga and the community and gathering families by hosting events at City parks Continue outdoor movie night series in the summer of 2016. Survey Community To build stronger community relations by engaging community members in a dialogue about City Parks events and activities Continue to survey community through summer of 2016. Collect and analyze data and discuss solutions for the noted concerns with the goal of improving activities and events. Nesting boxes To enhance biodiversity and greater understanding of urban wildlife. Will continue working with West Valley College Parks Management Department to monitor the nesting boxes. WV Parks and Management Dept. will begin monitoring in April 2016 using the maps they developed in the past year. Let’s Work! Volunteer Program To continue promoting a healthy lifestyle and engaging community members about new parks and trails in Saratoga. Continue to coordinate the volunteer program at Quarry Park and to help the City advance its effort to extend the existing trails. CURRENT MEMBERSHIP Name Term Ending Elig. for Reappointment Terence Ward 9/30/16 Yes Ping Li 9/30/17 Yes Rick Pearce, Chair 9/30/17 Yes Pallavi Sharma, Vice Chair 9/30/18 Yes Renee Paquier 9/30/19 Yes 21 RESOLUTION NO. 432 – POWERS & DUTIES The powers of the Parks and Recreation Commission are advisory only and it shall render all reports and recommendations directly to the City Council, unless otherwise directed by the Council. The Commission does not constitute a planning agency with the terms and meaning of Government Code Section 65100 of the State of California. The Commissions' powers and duties, in such advisory capacity to the City Council, shall include the following: (a) to recommend a parks and recreation program, and the programming and implementation thereof, to the Council; (b) advise the Council specifically on design, use, development, financing, care and maintenance of parks and playgrounds; landscaping along thoroughfares and other City streets; walkways, pathways, equestrian paths, streambeds, protection and promulgation of trees, and such other matters as may be requested by the Council. 22 Joint Meeting with Pedestrian, Equestrian, and Bicycle Trails Advisory Committee Page 1 of 1 CITY OF SARATOGA Memorandum To: Mayor Cappello & Members of the Saratoga City Council From: Crystal Bothelio, City Clerk/Assistant to the City Manager Date: March 16, 2016 Subject: Joint Meeting with Pedestrian, Equestrian, and Bicycle Trails Advisory Committee The Pedestrian, Equestrian, and Bicycle Trails Advisory Committee (PEBTAC) is a group of Saratoga residents that volunteer to advice the Public Works Director There are currently 4 members serving on the PEBTAC (members are listed below), which meets 3 to 4 times per year or as needed. The members of the PEBTAC are appointed by the Public Works Director. Committee Members: Jim Stallman, Chair Ray Cosyn Marianne Swan Ann Waltonsmith PEBTAC tasks include the following: Advice the Public Works Director regarding the planning, acquisition, and development of trails, sidewalks and bicycle facilities. Provide input regarding the need for trail maintenance. Help to develop CIPs that include pedestrian/bicycle improvements. Provide input regarding existing and future pedestrian/bicycle facilities during General Plan update. Work with County Parks Department and VTA on county-wide trails planning and mapping projects. Support City grant applications. Participate in volunteer trail events, Let’s Work, Walk to School, Let’s move and many more. 23 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, Deputy City Clerk SUBJECT:Proclamation Declaring March 14-18, 2016 as Science Fair Week RECOMMENDED ACTION: Present the proclamation declaring March 14 to March 18, 2016 as Science Fair Week in the City of Saratoga to Veena Jain, Board Member of the Santa Clara Valley Science and Engineering Fair Association. BACKGROUND: A group of dedicated citizens and educators will be producing the Synopsys Silicon Valley Science and Engineering Championship, which will take place on March 16 and 17, 2016. The annual Synopsys Silicon Valley Science and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County. The proclamation declaring March 14 to 18, 2016 as Science Fair Week celebrates the achievements of the students participating in the annual Synopsis Silicon Valley and Technology Championship and encourages young people to take an interest in science, technology, engineering, and mathematics. ATTACHMENTS: Attachment A – Proclamation Declaring March 14-18, 2016 as Science Fair Week 24 PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING MARCH 14 TO MARCH 18, 2016 AS SCIENCE FAIR WEEK WHEREAS, the annual Synopsys Silicon Valley Science and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, a group of dedicated citizens and educators will be producing the Synopsys Silicon Valley Science and Engineering Championship, an exciting Science and Engineering Fair, the 16th and17th of March 2016; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the prestigious Intel International Science & Engineering Fair; and WHEREAS, the Synopsys Silicon Valley Science and Engineering Championship will direct public attention towards the fields of science and engineering by setting aside a time for creative participation on the part of all interested students. NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognize the importance of science and engineering and do hereby proclaim the week of March 14 through March 18, 2016 as SCIENCE FAIR WEEK in the City of Saratoga and urges all residents, particularly young people, to take part in science fairs. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 16th day of March 2016. _______________________ E. Manny Cappello, Mayor City of Saratoga 25 SARATOGA CITY COUNCIL MEETING DATE:March 16, 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 full term on the Planning Commission; and direct the City Clerk to administer the Oath of Office. BACKGROUND: On March 2, 2016, the City Council conducted interviews to fill a full term on the Planning Commission. A total of 3 applications were received. The City Council selected Leonard Almalech to be reappointed to the Commission: Name Commission Term Leonard Almalech Planning Commission Full Term April 1, 2016 – March 31, 2020 FOLLOW UP ACTION: Update the City’s Commission roster. ATTACHMENTS: Attachment A - Resolution of Appointment Attachment B - Oath of Office 26 RESOLUTION NO. 16-__ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING A MEMBER TO THE SARATOGA PLANNING COMMISSION WHEREAS, one vacancy on the Planning Commission was created from the expired term of Leonard Almalech; and WHEREAS, the City publicized the vacancy, accepted applications until the deadline on February 23, 2016 and the City Council conducted interviews on March 2, 2016; and NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the following individual is appointed to the Planning Commission to serve a full term from April 1, 2016 through March 31, 2020: Name Commission Term Leonard Almalech Planning Commission Full Term April 1, 2016 – March 31, 2020 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 16th day of March 2016 by the following vote: NOES: ABSENT: ABSTAIN: E. Manny Cappello, Mayor ATTEST: DATE: Crystal Bothelio, City Clerk 27 STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Leonard Almalech, 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. Leonard Almalech, Member Planning Commission Subscribed and sworn to before me on this 16th day of March 2016. Crystal Bothelio City Clerk 28 SARATOGA CITY COUNCIL MEETING DATE:March 16, 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 Regular City Council Meeting on March 2, 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 Regular City Council Meeting on March 2, 2016 29 Saratoga City Council Minutes – Page 1 of 6 MINUTES WEDNESDAY, MARCH 2, 2016 SARATOGA CITY COUNCIL REGULAR MEETING At 5:15 p.m., the City Council conducted interviews for the Planning Commission in the Administrative Conference Room at City Hall at 13777 Fruitvale Avenue. At 6:00 p.m., the City Council held a Joint Meeting with the Traffic Safety Commission. Mayor Cappello called the regular session to order at 7:03 p.m. in the Saratoga Civic Theater at 13777 Fruitvale Avenue. Boy Scout Troop 566 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 Michael Taylor, Recreation & Facilities Director REPORT ON POSTING OF AGENDA City Clerk Crystal Bothelio reported that the agenda for this meeting was properly posted on February 25, 2016. REPORT FROM JOINT MEETING Traffic Safety Commission Vice Chair John Chen provided an overview of the City Council’s Joint Meeting with the Traffic Safety Commission. He discussed capital funding for traffic safety projects, the possibility of broadening the scope of the Commission to temporarily include crime prevention, and noted that the Commission will be seeking opportunities to provide additional information to residents about the process for making traffic safety recommendations to the City. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None ANNOUNCEMENTS Council Member Kumar shared that the annual St. Paddy’s Day Party organized by the Saratoga Village Development Council will take place on March 12, 2016 from 2:00 p.m. to 4:00 p.m. in the Saratoga Village. There will also be a concert by Nachiketa Yakkundi on March 6, 2016 from 5:00 p.m. to 7:00 p.m. Information is online at www.rishikumar.com/events. Additionally, there will be a Drought Tolerant Vegetation Seminar on March 13 from 3:00 p.m. to 5:00 p.m. Information is online at www.rishikumar.com/events. Council Member Miller announced upcoming summer programs for children, as well as several classes and programs for adults, such as trips and healing therapeutic yoga classes. Information about these programs is available in the Saratoga Recreation Activity Guide. 30 Saratoga City Council Minutes – Page 2 of 6 Council Member Bernald announced that the Saratoga Sister City group is planning a trip to the Pacific Northwest from September 24 through 30. Anyone interested in participating in the trip should contact Peter Marra or Mike Story. Additionally, the Blossom Festival will be held on March 19, 2016 and will feature a variety of fun, family friendly activities. Vice Mayor Lo noted that the Saratoga Village Plan survey is still open and encouraged the public to participate online at www.saratogavillageplan.com. Input will help shape the update to the Village Plan, which was adopted in 1988. Mayor Cappello announced Arbor Day on April 29, 2016 at 3:30 p.m. at West Valley College. He also shared that the City is currently accepting applications for the Youth Commission. The deadline to apply is April 20, 2016. CEREMONIAL ITEMS 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. RESOLUTION NO. 16-016 MILLER/KUMAR MOVED TO 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. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. City Clerk Crystal Bothelio administered the Oath of Office to David McIntyre. Proclamation Declaring March as Arts Education Month Recommended Action: Present the proclamation to representatives of the Santa Clara County Board of Education. Mayor Manny Cappello presented the proclamation declaring March as Arts Education Month. 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. Mayor Manny Cappello presented the proclamation declaring March 7-13, 2016 as Multiple Sclerosis Week. 31 Saratoga City Council Minutes – Page 3 of 6 1. CONSENT CALENDAR 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. MILLER/BERNALD MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR THE CITY COUNCIL RETREAT ON FEBRUARY 5, 2016 AND THE REGULAR CITY COUNCIL MEETING ON FEBRUARY 17, 2016. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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 MILLER/BERNALD MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 02/16/2016: PERIOD 8; AND 02/23/2016: PERIOD 8. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. City Manager James Lindsay presented the staff report. Mayor Cappello invited public comment on the item. The following people requested to speak: Betty Ann Boeving from the Bay Area Anti-Trafficking Coalition Santa Clara County Sheriff’s Office Detective Sergeant Kelvin Mah from the Santa Clara County Human Trafficking Task Force Ellen Sandersburgen 32 Saratoga City Council Minutes – Page 4 of 6 No one else requested to speak. RESOLUTION NO. 16-014 KUMAR/MILLER MOVED TO APPROVE RESOLUTION EXPRESSING SUPPORT FOR COMBATING HUMAN TRAFFICKING. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Council Member Miller requested that staff provide information about human trafficking, including hotline numbers, on the City website. Council Member Kumar suggested that Vice Mayor Lo share anti-human trafficking resources with the Saratoga Chamber of Commerce. 4.2. Designation of City Flower Recommended Action: Approve resolution designating the red geranium as the official City of Saratoga flower. Crystal Bothelio, City Clerk/Assistant to the City Manager, presented the staff report on this item. Mayor Cappello invited public comment on the item. No one requested to speak. RESOLUTION NO. 16-015 MILLER/LO MOVED TO APPROVE RESOLUTION DESIGNATING THE RED GERANIUM AS THE OFFICIAL CITY OF SARATOGA FLOWER. MOTION PASSED. AYES: CAPPELLO, LO, BERNALD, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. CITY COUNCIL ASSIGNMENT REPORTS Mayor Manny Cappello Saratoga Area Senior Coordinating Council (SASCC) – during the last meeting the Board received a report from Morgan Stanley on the endowment, which is currently invested using a conservative strategy. Additionally, the Board was informed that they had been awarded a grant from Saratoga Rotary for a new printer. Mayor Cappello also shared that there is a subcommittee of the Board that will be exploring opportunities to make Saratoga a more age-friendly community. West Valley Mayors and Managers – during the last meeting, the group discussed unfunded accrued liabilities. Los Gatos appears to be following a similar approach to the one taken by Saratoga. Additionally, there was discussion on Community Choice Energy. Many of the cities have already taken action to join the program. The group will also be considering applications for a position on the the Silicon Valley Interoperability Authority Board. Council Members interested in serving in the position should speak with Mayor Cappello by March 10. 33 Saratoga City Council Minutes – Page 5 of 6 Vice Mayor Emily Lo Hakone Foundation Board & Executive Committee – Vice Mayor Lo thanked everyone who attended the Lunar New Year Celebration. Additionally, she shared that the Board spent some time discussing how to promote event rentals of Hakone during their last meeting. During the next meeting, the Board is expected to review the Foundation budget and the bylaws. Hakone is also recruiting for a part time gardening assistant. Council Member Mary-Lynne Bernald Association of Bay Area Governments – Council Member Bernald shared that she participated in an online survey on the proposed MTC/ABAG merger. The next ABAG General Assembly is in April. Saratoga Sister City Organization – the next general meeting will be on March 18. The public is encouraged to attend to enjoy the interesting discussions and delicious potluck food. Council Member Bernald added that she will be attending a meeting with the FAA in Los Altos the week of March 7 to discuss air traffic and alternative flight plans. Council Member Howard Miller VTA State Route 85 Corridor Policy Advisory Board – the Board has been requesting additional data and analysis on the traffic patterns, projected growth, and carpool lane options for State Route 85 at the last four meetings and it appears that VTA staff will be providing that information soon. Additionally, there was a meeting of the Silicon Valley Leadership Group that was well attended by the members of the Policy Advisory Board and the informal association of north and west county cities that have an interest in State Route 85. During the meeting, the group learned about the amount of traffic on 85 compared to other local freeways and expressways, as well as ridership levels of light rail, BART, and Caltrain. The information made it very clear that Silicon Valley is very car-dependent. Additionally, there seems to be some consensus forming on the distribution of funding of a potential sales tax measure on the November 2016 ballot. If approved by voters, Saratoga may see a significant amount of money for roadway improvements. There may also be funding for major choke points along 85. Saratoga Ministerial Association – Council Member Miller shared that he attended a meeting on behalf of Council Member Kumar, because he was unable to attend. The next meeting is scheduled for March 16. Council Member Rishi Kumar Council Member Kumar shared that he will be going to Washington, DC the weekend of March 5 with the National League of Cities. He was also in Washington, DC last week with the California Water Association to meet with 10 different congressional representatives. Senator Dianne Feinstein is planning to bring forward a bill related to the drought and many are looking for a long term plan for dealing with drought conditions in California. Additionally, Council Member Kumar attended a San Jose Water Company briefing on current drought conditions and efforts to reduce water consumption. So far, San Jose Water Company region is meeting conservation targets. CITY COUNCIL ITEMS Council Member Bernald requested that training be provided to staff on how to spot human trafficking. City Manager James Lindsay said that he would be happy to coordinate that training for staff. 34 Saratoga City Council Minutes – Page 6 of 6 CITY MANAGER'S REPORT None ADJOURNMENT MILLER/BERNALD MOVED TO ADJOURN THE MEETING AT 8:37 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 35 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: 03/08/2016: Period 9 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 # 2/24/16 130190 130190 1 8,466.00 02/24/16 02/23/16 30189 3/1/16 130191 130224 34 33,002.24 03/01/16 02/24/16 130190 3/8/16 130225 130274 50 85,988.40 03/08/16 03/01/16 130224 Accounts Payable checks issued for $20,000 or greater: Date Check # Issued to Dept.Amount N/A Accounts Payable checks voided during this time period: AP Date Check #Amount ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format PREPARED BY: Fund Purpose SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:Finance & Administrative Services 03/01/2016: Period 9 02/24/2016: Period 8 Ending Check #Type of Checks Accounts Payable Issued to N/A Prior Check Register Checks Released Total Checks Amount Reason Status Starting Check #Date Accounts Payable Accounts Payable 36 37 38 39 40 41 42 43 44 45 SARATOGA CITY COUNCIL MEETING DATE: March 16, 2016 DEPARTMENT: Finance & Administrative Services PREPARED BY: Ann Xu, Accountant SUBJECT: Treasurer’s Report for the Month Ended January 31, 2016 RECOMMENDED ACTION: Review and accept the Treasurer’s Report for the month ended January 31, 2016. BACKGROUND: California government code section 41004 requires that the City Treasurer submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the City Treasurer. This report is prepared to fulfill this requirement. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present. FISCAL STATEMENT: Cash and Investments Balance by Fund As of January 31, 2016, the City had $36,069 in cash deposit at Comerica bank, and $18,580,974 on deposit with LAIF. Council Policy on Working Capital Reserve Funds, adopted on April 20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $2,000,000. The total pooled cash balance as of January 31, 2016 is $18,617,043 and exceeds the minimum limit required. The following Fund Balance schedule represents actual funding available for all funds at the end of the monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual amount of funds available. Unrestricted Cash Comerica Bank 36,069$ Deposit with LAIF 18,580,974$ Total Unrestricted Cash 18,617,043$ Cash Summary 46 Fund Balance Designations In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions; “committed fund balance”, resources whose use is constrained by limitations the government imposes upon itself through formal action at its highest level of decision making and remains binding unless removed in the same manner; “assigned fund balance”, resources that reflects a government’s intended use of resources, such intent would have to be established at either the highest level of decision making, by a body, or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not be in compliance with Government Code Section 41004. ATTACHMENTS A – Change in Total Fund Balances by Fund under GASB 54 B – Change in Total Fund Balances by CIP Project C – Change in Cash Balance by Month D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates + Total Unrestricted Cash 18,617,043$ Plus: Assets 729,342 Less: Liabilities (2,532,505) Ending Fund Balance 16,813,880$ Adjusting Cash to Ending Fund Balance 47 ATTACHMENT A CHANGES IN TOTAL FUND BALANCE UNDER GASB 54 Fund Description Fund Balance 7/1/15 Increase/ (Decrease) Jul-Dec Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 1/31/16 General Fund Restricted Fund Balances: Environmental Services Reserve 363,182 - - - - - 363,182 Committed Fund Balances: Hillside Stability Reserve 1,000,000 - - - - - 1,000,000 Assigned Fund Balances: Future Capital Replacement & Efficiency Project Reserve 1,657,896 - - - 120,000 1,777,896 - Facility Reserve 900,000 - - - - - 900,000 Carryforwards Reserve 176,560 - - - - - 176,560 Unassigned Fund Balances: - Working Capital Reserve 2,007,545 - - - - - 2,007,545 Fiscal Stabilization Reserve 1,000,000 - - - - - 1,000,000 Development Services Reserve 713,891 - - - - 60,000 653,891 Compensated Absences Reserve 208,167 - - - - - 208,167 Other Unassigned Fund Balance Reserve (Pre YE distributio n 1,779,490 (1,594,825) 3,271,840 1,827,475 (120,000) 139,760 1,369,271 General Fund Total 9,806,731 (1,594,825) 3,271,840 1,827,475 - 1,977,656 7,678,616 Special Revenue Landscape/Lighting Districts 867,643 (90,689) 224,386 70,470 - - 930,871 Capital Project Street Projects 1,041,388 (329,295) (56,780) 52,227 1,163,760 - 1,766,847 Park and Trail Projects 888,565 (429,124) - 11,118 328,068 64,068 712,323 Facility Projects 347,618 (99,301) 4,884 28,251 233,896 - 458,847 Administrative Projects 367,869 (62,693) 3,251 17,957 285,000 - 575,470 Tree Fund Projects 56,248 992 - 2,788 - - 54,452 Park In-Lieu Fees Projects 276,753 (151,208) - 2,006 31,000 - 154,539 CIP Grant Street Projects 8,294 (63,868) 3,124 27,614 - - (80,065) CIP Grant Park & Trail Projects 17,427 3,779 - 2,394 - - 18,812 Gas Tax Fund Projects 854,615 282,032 - 19,984 33,878 33,878 1,116,663 CIP Fund Total 3,858,778 (848,685) (45,521) 164,339 2,075,602 97,946 4,777,889 Debt Service Library Bond 906,600 (686,210) 503,659 190,093 - - 533,957 Internal Service Fund Liability/Risk Management 291,263 (59,518) 87,544 10,897 - - 308,391 Workers Compensation 314,525 (7,373) 46,470 42,405 - - 311,217 Office Support Fund 75,075 11,012 14,334 5,314 - - 95,106 Information Technology Services 260,322 7,925 119,269 53,712 - - 333,805 Equipment Maintenance 115,564 42,486 68,751 26,420 - - 200,381 Building Maintenance 268,326 76,365 225,000 75,190 - - 494,500 Equipment Replacement 649,498 66,383 35,208 612 - - 750,476 Technology Replacement 194,101 55,086 31,250 5,610 - - 274,827 Building FFE Replacement - 93,961 50,000 20,116 - - 123,846 - Total City 17,608,426 (2,934,083) 4,632,191 2,492,652 2,075,602 2,075,602 16,813,880 48 ATTACHMENT B FUND BALANCES BY CIP PROJECT CIP Funds/Projects Fund Balance 7/1/15 Increase/ (Decrease) Jul-Dec Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 1/31/16 Street Projects Annual Street Resurfacing - 79,008 18,220 2,900 64,760 - 159,089 Residential Street Construction 243,612 (187,687) - - 300,000 - 355,925 Roadway Maintenance and Repairs - (151,332) - 33,503 375,000 - 190,165 EV Stations - 75,000 (75,000) - 100,000 - 100,000 Roadway Safety & Traffic Calming 27,114 (10,686) - 3,746 50,000 - 62,683 Highway 9 Safety Project - Phase IV 121,019 - - - - - 121,019 Beaumont Traffic Circle - - - - 30,000 - 30,000 Village LED Streetlights 5,007 (172) - - - - 4,835 Annual Sidewalks Project 46,702 (48,470) - - 50,000 - 48,232 Annual Storm Drain Upgrade 9,352 (43,833) - - 50,000 - 15,519 Village-Streetscape Improvements 25,059 - - - 50,000 - 75,059 Village Sidewalk Curb & Gutter Construction - Phase II 85,281 (24,863) - 12,079 - - 48,339 EL Camino Grande SD Pump 150,000 - - - - - 150,000 Saratoga Hills SD Pump - (12,435) - - 44,000 - 31,565 Storm Drain Capture Device 30,000 - - - - - 30,000 Wildcat Creek Outfall 40,000 - - - - - 40,000 Fourth Street Bridge 100,000 - - - - - 100,000 Quito Road Bridge Replacement Design 59,500 - - - - - 59,500 Bridge Maintenance & Repairs - (3,825) - - 50,000 - 46,175 Underground Project 98,744 - - - - - 98,744 Total Street Projects 1,041,388 (329,295) (56,780) 52,227 1,163,760 - 1,766,847 Parks & Trails Projects Park/Trail Repairs 67,929 - - - - 64,068 3,861 Park Pathway Repairs - - - - 50,000 - 50,000 Sustainable Landscaping - (4,652) - 1,200 89,068 - 83,216 Hakone Garden Matching Funds 193,991 (59,010) - 9,918 - - 125,062 Hakone Garden Upper Moon House 125,000 - - - - - 125,000 Quarry Park Plan Implement 290,768 (361,702) - - 90,000 - 19,066 Quarry Park Row Acquisition 100,000 - - - - - 100,000 Joe's Trail at Saratoga/De Anza 33,997 - - - - - 33,997 Guava/Fredericksburg Entrance 45,880 - - - - - 45,880 Saratoga Village Creek Trail - Design 31,000 (3,760) - - 18,000 - 45,241 Saratoga Village Creek Trail - Construction - - - - 81,000 - 81,000 Total Parks & Trails Projects 888,565 (429,124) - 11,118 328,068 64,068 712,323 Facility Projects Facility Projects 43,500 (43,500) - - - - - Security Locks 53,007 - - 19,436 - - 33,571 City Hall Emergency Power Backup 325 (325) - - - - - Master Switch - Electrical Board 73,498 (57,527) - - - - 15,971 ENG/CDD Window Replacement - - - - 40,000 - 40,000 Civic Theater Improvements 87,882 5,839 4,884 5,590 - - 93,015 Civic Theater Master Plan Improvements 64,900 (2,793) - 3,225 - - 58,883 Theater Boiler Replacement - - - - 90,000 - 90,000 Theater Rooftop Duct Work - - - - 90,000 - 90,000 Pre-School Playground Structure 10,458 (5,996) - - - - 4,462 SPCC Furniture & Fixtures - - - - 13,896 - 13,896 McWilliams House Improvements - Phase II 3,578 - - - - - 3,578 Library Building Exterior Maintenance Projects 10,470 5,000 - - - - 15,470 Total Facility Projects 347,618 (99,301) 4,884 28,251 233,896 - 458,847 49 ATTACHMENT B (Cont.) FUND BALANCES BY CIP PROJECT CIP Funds/Pro jects Fund Balance 7/1/15 Increase/ (Decrease) Jul-Dec Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 1/31/16 Administrative Projects Financial System Upgrade 3,534 - - - - - 3,534 COMB Document Imaging Project 57,894 (7,859) - 3,243 - - 46,792 City Website/Intranet - (3,621) - - 75,000 - 71,379 Development Technology 22,928 2,951 3,251 - - - 29,130 Trak-It Software Upgrade - - - - 60,000 - 60,000 LLD Initiation Match Program 49,000 - - - - - 49,000 Horseshoe Beautification 25,000 - - - - - 25,000 General Plan Update 100,000 - - - - - 100,000 Village Façade Program 20,321 - - - - - 20,321 Village Specific Plan Update - (29,147) - 14,714 100,000 - 56,138 Wildfire Protection Plan 25,000 - - - - - 25,000 Risk Management Project Funding 64,192 (25,015) - - 50,000 - 89,176 Total Administrative Projects 367,869 (62,693) 3,251 17,957 285,000 - 575,470 Tree Fund Projects Citywide Tree Planting Program 33,248 867 - 2,788 - - 31,327 Tree Dedication Program 21,250 125 - - - - 21,375 SMSCF Tree Donation Program 1,750 - - - - - 1,750 Total Tree Fund Projects 56,248 992 - 2,788 - - 54,452 CIP Grant Street Projects Citywide Signal Upgrade II (924) (41) - - - (965) Village LED Streetlights - (1,328) 1,328 - - - - Saratoga Ave Sidewalk 9,218 (5,655) - - - - 3,563 Village Phase II - Construction - (56,844) - 27,614 - (84,458) Quito Road Bridges - - 1,796 - - - 1,796 Total CIP Grant Street Projects 8,294 (63,868) 3,124 27,614 - - (80,065) CIP Grant Park & Trail Projects AB8939 Beverage Container Grant Funding 4,618 3,779 - 2,394 - - 6,003 Joe's Trail at Saratoga/De Anza 12,809 - - - - - 12,809 Total CIP Grant Park & Trail Projects 17,427 3,779 - 2,394 - - 18,812 Park In-Lieu Fees Projects Quarry Park Plan Implement 153,888 (151,208) - 2,006 - - 673 Saratoga Village Creek Trail - Design - - - - 31,000 - 31,000 Saratoga Village Creek - Construction 19,000 - - - - - 19,000 Unallocated Park Fees 103,865 - - - - - 103,865 Total park In-Lieu Fees Projects 276,753 (151,208) - 2,006 31,000 - 154,539 Gas Tax Fund Projects Annual Street Resurfacing 108,068 314,202 - 6,009 33,878 - 450,139 Prospect/Saratoga OBAG Improvement 544,825 (32,159) - 13,975 - - 498,691 Citywide Signal Upgrade II 99,769 (10) - - - - 99,759 Arroyo de Arguello Storm Drain 33,878 - - - - 33,878 - Quito Road & Paseo Olivos Storm Drain 40,000 - - - - - 40,000 OBAG Big Basin Way S/WCG 20,990 - - - - - 20,990 Quito Road Bridges 7,085 - - - - - 7,085 Total Gas Tax Fund Projects 854,615 282,032 - 19,984 33,878 33,878 1,116,663 Total CIP Funds 3,858,778 (848,685) (45,521) 164,339 2,075,602 97,946 4,777,889 50 ATTACHMENT C CHANGE IN CASH BALANCE BY MONTH 51 ATTACHMENT D March June September December 1977 5.68 5.78 5.84 6.45 1978 6.97 7.35 7.86 8.32 1979 8.81 9.10 9.26 10.06 1980 11.11 11.54 10.01 10.47 1981 11.23 11.68 12.40 11.91 1982 11.82 11.99 11.74 10.71 1983 9.87 9.64 10.04 10.18 1984 10.32 10.88 11.53 11.41 1985 10.32 9.98 9.54 9.43 1986 9.09 8.39 7.81 7.48 1987 7.24 7.21 7.54 7.97 1988 8.01 7.87 8.20 8.45 1989 8.76 9.13 8.87 8.68 1990 8.52 8.50 8.39 8.27 1991 7.97 7.38 7.00 6.52 1992 5.87 5.45 4.97 4.67 1993 4.64 4.51 4.44 4.36 1994 4.25 4.45 4.96 5.37 1995 5.76 5.98 5.89 5.76 1996 5.62 5.52 5.57 5.58 1997 5.56 5.63 5.68 5.71 1998 5.70 5.66 5.64 5.46 1999 5.19 5.08 5.21 5.49 2000 5.80 6.18 6.47 6.52 2001 6.16 5.32 4.47 3.52 2002 2.96 2.75 2.63 2.31 2003 1.98 1.77 1.63 1.56 2004 1.47 1.44 1.67 2.00 2005 2.38 2.85 3.18 3.63 2006 4.03 4.53 4.93 5.11 2007 5.17 5.23 5.24 4.96 2008 4.18 3.11 2.77 2.54 2009 1.91 1.51 0.90 0.60 2010 0.56 0.56 0.51 0.46 2011 0.51 0.48 0.38 0.38 2012 0.38 0.36 0.35 0.32 2013 0.28 0.24 0.26 0.26 2014 0.24 0.22 0.24 0.25 2015 0.26 0.28 0.32 0.37 Quarterly Apportionment Rates Local Agency Investment Fund 52 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:Community Development PREPARED BY:Erwin Ordoñez, Community Development Director SUBJECT:Amendment to Contract Planning Services Agreement RECOMMENDED ACTION: Authorize the City Manager to execute an amendment to an existing agreement with the Metropolitan Planning Group to increase the not-to-exceed amount by $15,001 (from $24,999 to $40,000). BACKGROUND: The City has been contracting with the Metropolitan Planning Group since January 2016 to assist the Planning Division in maintaining its day-to-day workload due to the vacancy of a planner position. Metropolitan Planning Group has been performing well under the contract and the City is proposing to extend their services to cover for the recent vacancy of another planning position. The current agreement provides for a temporary assistant planner to work two days a week until June 30, 2016. This amendment would provide for an additional associate planner to also work two days a week until the end of April while the City is conducting its recruitments for the two vacant planner positions. The City hopes to have both vacant planner position filled by mid- April. FISCAL STATEMENT: There will be no impact to the FY 2015/16 budget as the additional expenditure ($15,001) for the additional contract planner will be less than the salary savings from the two vacant planner positions. ATTACHMENTS: A. Proposed contract amendment B. Original contract 53 54 55 City of Saratoga Services Contract Exhibit A – Amended Scope of Work and Payment Terms Contractor shall complete the scope of work and invoice the City in accordance with the payment terms shown below: Provide public counter staffing, respond to zoning and general plan inquires from the public, developers and applicants, review development plans for additions and remodels for zoning clearance as assigned, process applications for tree removal, business license, home occupation permit and temporary signs as assigned, provide basic application process and submittal information, and review administrative design review applications as assigned. Associate Planner shall also as assigned provide review of Use Permit and Variance applications, and present projects at Planning Commission meetings. Contract durations: 6 months (24 weeks) Assistant Planner (6 months) Days per week: 2 Rate per hour: $65.00 Associate Planner (Only Limited Term 6-8 weeks) Days per week: 2 Rate per hour: $110.00 56 New Submission CITY OF SARATOGA TRANSMITTAL MEMORANDUM FOR CONTRACT EXECUTION City Clerk will need 2 signed original paper copies of the contract. 1. Submitting Department: CDD 2. Staff Contact: Abby Ayende 3. Contract Name: IM Group Date of Start of Contract: 1/1/2016 Date of Expiration: 6/30/2016 Brief description of services to be provided: Contract Planner Contract Amount ($) 24999 Budget Account # 111-4101-65411 Upload Contract with contractor signature* Choose Files j Or drag files here 4. Business License Number: 116-07989 ---------------------..___ 5. Type of Contract Service Contract $25,000 or less - (City Manager's authority) 6. Designated Contract Administrator CDD TitleNank17/7/2"(C Page 1 of 2 57 New Submission Page 2 of 2 7. Is this a standard City Contract? 0 Yes 0 No 8. Is this an amendment to an existing contract? 0 Yes 0 No 9. Insurance Certificate: * Yes Upload Insurance* Choose Files Or drag files here Commercial/General Liability Expiration Date: 14/9/2016 Auto Liability Expiration Date: 4/16/2016 11 Is a Professional/Errors and Omissions Liability required? OYes 0No Professional/Errors and Omissions Expiration Date: 4/9/2016 Worker's Compensation Expiration Date: 4/9/2016 Submit Save as Draft 58 Contractor: M Group Project Name: Contract Planner City of Saratoga Standard Services Contract This agreement is made at Saratoga, California by and between the City of Saratoga, a municipal corporation ("City"), and M Group Contractor"), who agree that: 1. Purpose of Contract. This is a contract for: Contract Planner The purpose of the contract is more specifically described in Exhibit A of this agreement Scope of Work and Payment Terms"). In the event of a conflict between the terms of this agreement and the Scope of Work or any of the exhibits referenced in this Exhibit A the terms of the agreement shall govern. 2. Term. Start Date: 01/01/2016 End Date: 06/30/2016 If Start Date is left blank, start date will be Or upon project completion, whichever date last signed below.) occurs first. 3. Payment. City shall pay Contractor for work product produced and any authorized reimbursable costs pursuant to this agreement an amount not to exceed the total sum of: 24,999.00 This contract is a (check one): Fixed Amount Contract — Monthly Invoices Fixed Amount Contract — Deliverable/Task Based Invoices Not to Exceed Amount Contract — Hourly Services Not to Exceed amount Contract — Task Based Invoices See Exhibit A - information. incorporated by this reference for additional payment term Contractor is not authorized to undertake any efforts or incur any costs whatsoever under the terms of this agreement until receipt of a fully executed Purchase Order from the Finance Department of the City of Saratoga. Rev. 8/2015 City of Saratoga Services Contract Page 1 of 3 59 Contractor: M Group Project Name: Contract Planner 4. Contract Administration. The authorized representatives of City and Contractor for Contract administration are listed below. The City's contact person is the Administrator. Contractor: Contractor Name: M Group Contact Person: Street Address: City, State, Zip: Telephone(s): Fax: Email Address: Saratoga Business Lic. #: City of Saratoga Department: Contact Person: Street Address: City, State, Zip: Telephone: Fax: Email Address: Heather Bradley 579 Clyde Avenue, Suite 340 Mountain View, CA 94043 650-938-1111 16-07989 Community Development Erwin Ordonez 13777 Fruitvale.Avenue' Saratoga, CA 95070 4088681231 eordonez@saratoga.ca.us 5. Insurance. Contractor agrees to procure and maintain insurance as required by the provisions set forth in Exhibit B. Certificates of such insurance and copies of the insurance policies and endorsements shall be delivered to City within ten (10) days after being notified of the award of the contract, and before execution of this agreement by the City. 6. General Provisions. City and Contractor agree to and shall abide by the general provisions set forth in Exhibit C. Rev. 8/2015 City of Saratoga Services Contract Page 2 of 3 60 Contractor: Zvi Group Project Name: Contract Planner 7. Supplemental Provisions. If one or both boxes are checked below this agreement includes supplemental provisions described in connection with the checked box(es): This agreement is funded in whole or in part by an entity other than City. Contractor shall comply with all rules and regulations required by such funding entity. Applicable funding entity requirements are set forth in Exhibit D. Nothing in this paragraph or in the funding entity requirements shall be construed to relieve Contractor of its duty to ensure that it is in compliance with all applicable laws and regulations. Exhibit E sets forth provisions regarding: 8. Exhibits. All exhibits referred to in this agreement are attached hereto and are by this reference incorporated herein and made a part of this agreement. 9. Entire agreement. This agreement supersedes any and all agreements, either oral or written, between the parties with respect to Contractor's completion of the Scope of Work on behalf of City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. No amendment, alteration, or variation of the terms of this agreement shall be valid unless made in writing and signed by the parties hereto. 10. Authority to Execute agreement. Each individual executing this agreement represents that he or she is duly authorized to sign and deliver the agreement on behalf of the party indicated and that this agreement is binding on such party in accordance with its terms. This agreement may be executed in counterparts, each of which shall be deemed an original. but al I of which taken together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties hereto have executed this agreement. Contractor Signature e.o-W e r rack1. Signer Name 1?Nk ?oL. Signer Title Date: k\,12` 15 Contract Description: Contract Planner Ci tE 'atog indsay, Cityanger 1 Z f7 ( ATTEr)e, Debbie Bretschneider, Acting City Clerk Date: 12,(7//5— AP R 2, 7//5 APPR(Q QED Richard Taylor, City Att Date: 2t 21 I Rev. 8/2015 City of Saratoga Services Contract Page 3 of 3 61 Contractor: M Group Project Name: Contract Planner City of Saratoga Services Contract Exhibit A — Scope of Work and Payment Terms Contractor shall complete the scope of work and invoice the City in accordance with the payment terms shown below: Provide public counter staffing, respond to zoning and general plan inquires from the public, developers and applicants, review development plans for additions and remodels for zoning clearance as assigned, process applications for tree removal, business license, home occupation permit and temporary signs as assigned, provide basic application process and submittal information, and review administrative design review applications as assigned. Contract durations: 6 months (24 weeks) Days per week: 2 Rate per hour: $65 AND/OR Rev. 8/2015 See Exhibit(s) A- incorporated by this reference. End of Exhibit A - City of Saratoga Services Contract — Exhibit A Page 1 of 1 62 Contractor: M Group Project Name: contract Planner City of Saratoga Services Contract Exhibit B — Insurance The insurance requirements listed below that have an "" indicated in the space before the requirement apply to this agreement together with the general requirements. Modifications or waivers to the below requirements are shown in Exhibit E. Contractor shall provide its insurance broker(s)/agent(s) with a copy of these requirements and request that they provide certificates of insurance complete with copies of all required endorsements to: Risk Manager, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 or by email at mtaylor@saratoga.ca.us with a copy to the Primary Representative listed in section 4 on page 1. During the term of this agreement Contractor shall ensure that its broker(s)/agent(s) provide the Risk Manager and Primary Representative with updated certificates of insurance reflecting continued satisfaction of the requirements of this agreement together with updated endorsements in the event of a change in the underlying insurance policy(ies). All endorsements shall be signed by a person authorized by that insurer to bind coverage on its behalf. City has the right to require Contractor's insurer to provide complete, certified copies of all required insurance policies. As described in more detail below, the City, its officers, officials, employees, agents, and volunteers are to be covered as insureds. All certificates and endorsements must be received and approved by City before work commences. Insurance Requirements Commercial General/Business Liability Insurance with coverage at least as broad as indicated: 2,000,000 per occurrence/$2,000,000 aggregate limits for bodily injury and property damage Coverage for X, C, U hazards MUST be evidenced on the Certificate of Insurance Auto Liability Insurance with coverage as indicated: 1,000,000 combined single limit for bodily injury and property damage 500,000 combined single limit for bodily injury and property damage Garage keepers' extra liability endorsement to extend coverage to all vehicles in the care, custody and control of the Contractor, regardless of where the vehicles are kept or driven. Professional/Errors and Omissions Liability ("E&O") with coverage as indicated: 2,000,000 per loss/ $2,000,000 aggregate 5,000,000 per loss/ $5,000,000 aggregate Rev. 8/2015 City of Saratoga Services Contract — Exhibit B Page 1 of 4 63 Contractor: M Group Project Name: Contract Planner Workers' Compensation as required by the State of California, with statutory limits, and Employer's Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. The Employer's Liability policy shall be endorsed to waive any right of subrogation against the City, its employees or agents. All subcontractors used must comply with the above requirements except as noted below: General Requirements As to all of the checked insurance requirements above, the following shall apply: 1. Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: The City, its officers, officials, employees, agents and volunteers (each an "additional insured") are to be covered as insureds with the same coverage and limits available to the named insured regarding: liability arising out of activities performed by or on behalf of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees, agents or volunteers. Any available insurance proceeds broader than or in excess of the minimum insurance coverage requirements and/or limits specified in this agreement shall be available to the additional insured. The requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. The additional insured coverage under Consultant's policy shall be "primary and non-contributory" and will not seek contribution from the City's insurance or self-insurance and shall be at least as broad as CG 20 01 04 13. This requirement does not apply to errors and omissions insurance. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Deductibles and Self Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. The limits of insurance required in this agreement may be satisfied by a combination of primary and Rev. 8/2015 City of Saratoga Services Contract — Exhibit B Page 2 of 4 64 Contractor: M Group Project Name: Contract Planner umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (if agreed to in a written contract or agreement) before the City's own insurance or self-insurance shall be called upon to protect it as a named insured. 3. Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of Consultant may acquire against City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether City has received a waiver of subrogation endorsement from the insurer. 4. Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this Exhibit. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require at any time complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications and failure to exercise this right shall not constitute a waiver of any of City's rights pursuant to this agreement. 5. Maintenance of Coverage. Consultant shall not cancel, assign, or change any policy of insurance required by this agreement or engage in any act or omission that will cause its insurer to cancel any insurance policy required by this agreement except after providing 30 days prior notice to the City. If an insurance policy required by this agreement is unilaterally cancelled or changed by the insurer, Consultant shall immediately provide written notice to the City and obtain substitute insurance meeting the requirements of this agreement. Nothing in this paragraph relieves Consultant of its obligation to maintain all insurance required by this agreement at all times during the term of the agreement. 6. Claims Made Policies. If any of the required policies provide claims -made coverage, the coverage shall be maintained for a period of five years after completion of the contract. Consultant may satisfy this requirement by renewal of existing coverage or purchase of either prior acts or tail coverage applicable to said five-year period. 7. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A: VII. 8. Subcontractors. Consultant agrees to include with all subcontractors in their subcontract the same requirements and provisions of this agreement including the indemnity and insurance requirements to the extent they apply to the scope of the subcontractor's work. Subcontractors hired by Consultant shall agree to be bound to Consultant and City in the same manner and to the same extent as Consultant is bound to the City under this agreement. Subcontractors shall further agree to include these same provisions with any sub -subcontractor. Consultant shall provide subcontractor with a copy of the indemnity and insurance provisions of this agreement as a part of Consultant's subcontract with subcontractor. Consultant shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the agreement prior to commencement of any work and will provide proof of compliance to the City. Rev. 8/2015 City of Saratoga Services Contract — Exhibit B Page 3 of 4 65 Contractor: M Group Project Name: Contract Planner 9. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Rev. 8/2015 End of Exhibit B - City of Saratoga Services Contract — Exhibit B Page 4 of 4 66 Contractor: M Group Project Name: Contract Planner City of Saratoga Services Contract Exhibit C — General Provisions 1. INDEPENDENT CONTRACTOR. City requires the services of a qualified consultant to provide the work product described in Exhibit A because it lacks the qualified personnel to provide the specified work product. Consultant is qualified to provide the required work product and is agreeable to providing such work product on the terms and conditions in this agreement. 1.1 In General. At all times during the term of this agreement, Consultant shall be an independent contractor and shall not be an employee of City. Consultant shall complete the Scope of Work hereunder in accordance with currently approved methods and practices in Consultant's field. No relationship of employer and employee is created by this agreement between the City and Consultant or any subcontractor or employee of Consultant. City shall have the right to control Consultant only with respect to specifying the results to be obtained from Consultant pursuant to this agreement. City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this agreement. Any terms in this agreement referring to direction from City shall be construed as providing for direction as to policy and the result of the Consultant's work only, and not as to the means by which such a result is obtained. 1.2 Non -Exclusive Contract. Nothing contained in this agreement shall be construed as limiting the right of Consultant to engage in Consultant's profession separate and apart from this agreement so long as such activities do not interfere or conflict with the performance by Consultant of the obligations set forth in this agreement. Interference or conflict will be determined at the sole discretion of the City. 1.3 Standard of Care. Consultant shall complete the Scope of Work required pursuant to this agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. All work product of whatsoever nature which Consultant delivers to City pursuant to this agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.4 Qualifications. Consultant represents and warrants to City that the Consultant is qualified to perform the services as contemplated by this agreement and that all work performed under this agreement shall be performed only by personnel under the supervision of the Consultant as an employee or, if authorized by the Scope of Work, a subcontractor. All personnel engaged in the work shall be fully qualified and shall be authorized, licensed and certified under state and local law to perform such work if authorization, licensing or certification is required. The Consultant shall commit adequate resources and time to complete the project within the project schedule specified in this agreement. Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 1 of 10 67 Contractor: M Group Project Name: Contract Planner 1.5 Use of City Equipment. City shall not be responsible for any damage to persons or property as a result of the use, misuse or failure of any equipment used by Consultant, or by any of its employees, even though such equipment be furnished, rented or loaned to Consultant by City. 1.6 Payment of Taxes and Other Expenses. Should City, in its discretion, or a relevant taxing authority, including, but not limited to the Internal Revenue Service or the State Employment Development Division, determine that the Consultant is an employee for purposes of collection of any employment taxes, the amounts payable under this agreement shall be reduced by amounts equal to both the employee and employer portions of the tax due (and offsetting any credits for amounts already paid by the Consultant which can be applied against this liability). City shall then forward those amounts to the relevant taxing authority. Should a relevant taxing authority determine a liability for past services performed by the Consultant for City, upon notification of such fact by the City, the Consultant shall promptly remit such amount due or arrange with the City to have the amount due withheld from future payments to the Consultant under this agreement (again, offsetting any amounts already paid by the Consultant which can be applied as a credit against such liability). Any determination of employment status above shall be solely for the purposes of the particular tax in question, and for all other purposes of this agreement, The Consultant shall not be considered an employee of City. Notwithstanding the foregoing, should any court, arbitrator, or administrative authority determine that the Consultant is an employee for any other purpose, then the Consultant agrees to a reduction in the City's financial liability so that the City's total expenses under this agreement are not greater than they would have been had the court, arbitrator, or administrative authority determined that the Consultant was not an employee. 2. COMMUNICATION AND NOTICES. The Administrator designated in section 4 on page 1 of this agreement is authorized to receive information, interpret and define City's policies consistent with this agreement, and communicate with Consultant concerning this agreement. All correspondence and other communications shall be directed to or through the Administrator or the Administrator's designee. 2.1 In General. All notices or communication concerning a party's compliance with the terms of this agreement shall be in writing and may be given either personally, by certified mail, return receipt requested, or by overnight express carrier. The notice shall be deemed to have been given and received on the date delivered in person or the date upon which the postal authority or overnight express carrier indicates that the mailing was delivered to the address of the receiving party. The parties shall make good faith efforts to provide advance courtesy notice of any notices or communications hereunder via e-mail. However, under no circumstances shall such courtesy notice satisfy the notice requirements set forth above; nor shall lack of such courtesy notice affect the validity of service pursuant to the notice requirement set forth above. 2.2 Addresses for Notice. Notices or communications shall be given to the parties at the addresses set forth in section 4 ("Contract Administration") unless otherwise Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 2 of 10 68 Contractor: M Group Project Name: Contract Planner designated in a written notice to the other party. In addition, notices to City shall be copied to: James Lindsay City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Crystal Bothelio City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 These copies shall not constitute notice. 2.3 Change of Address. Any party hereto, by giving ten (10) days written notice to the other, may designate any other address as substitution of the address to which the notice or communication shall be given. 3. PAYMENT. The payments specified in this paragraph shall be the only payments to be made to Consultant in connection with Consultant's completion of the Scope of Work pursuant to this agreement. Reimbursable expenses shall be billed only at their actual cost. Consultant shall submit all billings to City and City shall pay such billings in the manner specified in this paragraph. Payment shall be made payable to Consultant and delivered to the addressspecified in section 4 on page 1 of this agreement. The making of any payment by City, or the receipt thereof by the Consultant, shall in no way lessen the liability of the Consultant to correct or revise unsatisfactory work, even though the unsatisfactory character of such work may not have been apparent or detected at the time such payment was made. City may withhold payment to Consultant in any instance in which the Consultant has failed or refused to satisfy any material obligation provided for in this agreement. In no event shall City be liable for interest or late charges for any late payments. 3.1 Time and Materials. If this contract is designated as a Time and Materials contract, invoicing and payment shall be as follows: Rev. 8/2015 a) Consultant shall submit invoices, not more often than once a month during the term of this agreement, based on the cost for work performed in accordance with the Rate Schedule in the Scope of Work and authorized reimbursable expenses incurred prior to the invoice date. Invoices shall contain the following information: i) Serial identifications of bills, i.e., Bill No. 1; ii) The beginning and ending dates of the billing period; iii) A summary containing the total contract amount, the amount of prior billings, the total due this period, percentage of work completed, the remaining balance available for all remaining billing periods, and a brief description of work completed during the billing period. City of Saratoga Services Contract — Exhibit C Page 3 of 10 69 Contractor: M Group Project Name: Contract Planner b) City shall make monthly payments, based on such invoices, for satisfactory progress in completion of the Scope of Work, and for authorized reimbursable expenses incurred. 3.2 Lump Sum. If this contract is designated as a Lump Sum contract on page 1 following completion of the work Consultant shall submit a single invoice containing the beginning and ending dates of the billing period and the total contract amount. City shall make a single payment, based on such invoice, for satisfactory completion of the Scope of Work. 4. CONTRACTOR NOT AGENT. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this agreement to bind City to any obligation whatsoever. 5. BENEFITS AND TAXES. Consultant shall not have any claim under this agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Consultant shall be solely liable for and obligated to pay directly all applicable taxes, including, but not limited to, federal and state income taxes, and in connection therewith Consultant shall indemnify and hold City harmless from any and all liability that City may incur because of Consultant's failure to pay such taxes. City shall have no obligation whatsoever to pay or withhold any taxes on behalf of Consultant. 6. ASSIGNMENT PROHIBITED. The services to be performed by the Consultant are personal in character and no party to this agreement may assign any right or obligation under this agreement. Any attempted or purported assignment of any right or obligation under this agreement shall be void and of no effect. However, with the consent of the City given in writing, Consultant is entitled to subcontract such portions of the work to be performed under this agreement as may be specified by City. 7. PERSONNEL. Consultant shall assign only competent personnel to complete the Scope of Work pursuant to this agreement. In the event that City, in its sole discretion, at any time during the term of this agreement, desires the removal of any such persons, Consultant shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons from work in connection with the Scope of Work. 8. CONFLICT OF INTEREST. 8.1 In General. Consultant understands that its professional responsibility is solely to City. Consultant represents and warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this agreement. Consultant shall not employ or subcontract with a person having such an interest in the performance of this agreement. 8.2 Subsequent Conflict of Interest. Consultant agrees that if an actual or potential conflict of interest on the part of Consultant is discovered after award, the Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 4 of 10 70 Contractor: M Group Project Name: Contract Planner Consultant will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Consultant has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Consultant shall have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. 8.3 Interests of City Officers and Staff. No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. Neither Consultant nor any member of any Consultant's family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Consultant's performance of the Scope of Work or authorizes funding to Consultant. 9. COMPLIANCE WITH LAWS 9.1 In General. Consultant shall keep itself fully informed of and comply with all laws, policies, general rules and regulations established by City and shall comply with the common law and all laws, ordinances, codes and regulations of governmental agencies, (including federal, state, municipal and local governing bodies) applicable to the performance of the Scope of Work hereunder. 9.2 Licenses and Permits. Consultant represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession. In addition to the foregoing, Consultant shall obtain and maintain during the term hereof a valid City of Saratoga Business License. 10. WORK PRODUCT AND RECORDS 10.1 Property of City. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Consultant pursuant to this agreement shall become the property of City upon completion of the work to be performed hereunder or upon termination of this agreement. Without limiting the generality of the foregoing, if, in connection with services performed under this agreement, the Consultant or its subcontractors create artwork, copy, posters, billboards, photographs, videotapes, audiotapes, systems designs, software, reports, diagrams, surveys, source codes or any other original works of authorship, such works of authorship shall be works for hire as defined under Title 17 of the United States Code, and all copyrights in such works are the property of City. If it is ever determined that any works created by the Consultant or its subcontractors under this agreement are not works for hire under U.S. law, the Consultant hereby assigns all copyrights to such works to City, grants City a royalty -free, exclusive, and irrevocable license to reproduce, publish, use, and to authorize others to do so, all such works and agrees to provide Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 5 of 10 71 Contractor: M Group Project Name: Contract Planner any material and execute any documents necessary to effectuate such assignment and license. The Consultant may retain and use copies of such works for reference and as documentation of its experience and capabilities. 10.2 Intellectual Property. Consultant represents and warrants that it has the legal right to utilize all intellectual property it will utilize in the performance of this agreement. Consultant further represents that it shall ensure City has the legal right to utilize all intellectual property involved in and/or resulting from Consultant's performance of this agreement. Consultant shall indemnify and hold City harmless from all loss and liability, including attorneys' fees, court costs and all other litigation expenses for any infringement of the patent rights, copyright, trade secret or any other proprietary right or trademark, and all other intellectual property claims of any person or persons in consequence of the use by City, or any of its officers or agents, of articles or services to be supplied in the performance of this agreement. 10.3 Retention of Records. Until the expiration of five years after the furnishing of any services pursuant to this agreement, Consultant shall retain and make available to the City or any party designated by the City, upon written request by City, this agreement, and such books, documents and records of Consultant (and any books, documents, and records of any subcontractor(s)) that are necessary or convenient for audit purposes to certify the nature and extent of the reasonable cost of services to City. 10.4 Use of Recycled Paper and Electronic Documents. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. Documents shall be printed on both sides of the page and City shall be provided with electronic copies of documents (in Word or .pdf format) except where unusual circumstances make it infeasible to do so. 11. CONFIDENTIAL INFORMATION. Consultant shall hold any confidential information received from City in the course of performing this agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the agreement or at any time thereafter. Upon expiration of this agreement, or termination as provided herein, Consultant shall return materials which contain any confidential information to City. Consultant may keep one copy for its confidential file. For purposes of this paragraph, confidential information is defined as all information disclosed to Consultant which relates to City's past, present, and future activities, as well as activities under this agreement, which information is not otherwise of public record under California law. 12. RESPONSIBILITY OF CONSULTANT. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to Consultant, to any subcontractor, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes to the extent predicated on active or passive negligence of the Consultant or of any subcontractor. Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 6 of 10 72 Contractor: M Group Project Name: Contract Planner 13. INDEMNIFICATION. Consultant and City agree that City, its employees, agents and officials shall be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to the performance of this agreement as set forth below. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the City. Consultant acknowledges that City would not enter into this agreement in the absence of the commitment of Consultant to indemnify and protect City as set forth below. 13.1 General Indemnity. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless City, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs (including, without limitation, costs and fees of alternative dispute resolution and litigation) of any kind whatsoever without restriction or limitation, incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to Consultant, or its employees, agents, or subcontractors. All obligations under this provision are to be paid by Consultant as they are incurred by the City. 13.2 Duty to Defend. In addition to Consultant's obligation to indemnify City, Consultant shall defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its councilmembers, officers, and employees, immediately upon tender to Consultant of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Consultant are responsible for the claim does not relieve Consultant from its separate and distinct obligation to defend. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent defense counsel if Consultant asserts that liability is caused in whole or in part by the negligenceor willful misconduct of the indemnified party. If it is finally adjudicated that liability was caused solely by the negligence or willful misconduct of an indemnified party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys' fees and defense costs in proportion to the established comparative liability of the indemnified party. 13.3 Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this section, Consultant shall not be required to defend, indemnify, and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such sole fault is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the City is shown to have been solely at fault and not in instances where Consultant is solely or partially at fault or in instances where City's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Consultant will be all-inclusive and Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 7 of 10 73 Contractor: M Group Project Name: Contract Planner City will be held harmless, indemnified, and defended for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. 13.4 Acknowledgement. Consultant acknowledges that its obligation pursuant to this section extends to liability attributable to City, if that liability is less than the sole fault of City. Consultant has no obligation under this agreement for liability proven in a court of competent jurisdiction or by written agreement between the parties to be the sole fault of City. 13.5 Scope of Consultant Obligation. The obligations of Consultant under this or any other provision of this agreement will not be limited by the provisions of any workers' compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its employees and officials. 13.6 Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance or subject matter of this agreement. 13.7 No Waiver. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns, or heirs of Consultant and shall survive the termination of this agreement or this section. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a construction contract. By execution of this agreement, Consultant acknowledges and agrees that it has read and understands the provisions hereof and that this paragraph is a material element of consideration. City approval of insurance required by this agreement does not relieve the Consultant or subcontractors from liability under this section. 13.8 Relation to Insurance Obligations. The defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this agreement. 14. DEFAULT AND REMEDIES. 14.1 Events of default. Each of the following shall constitute an event of default hereunder: Rev. 8/2015 a) Failure by Consultant to perform any obligation under this agreement and failure to cure such breach immediately upon receiving notice of such breach, if the breach is such that the City determines the health, welfare, or safety of the public is immediately endangered; or b) Failure by either party to perform any obligation under this agreement and failure to cure such breach within fifteen (15) days of receiving notice of such breach (except for breaches subject to subparagraph (a), above); City of Saratoga Services Contract — Exhibit C Page 8 of 10 74 Contractor: M Group Project Name: Contract Planner provided that if the nature of the breach is such that the non -breaching party determines it will reasonably require more than fifteen (15) days to cure, the breaching party shall not be in default if it promptly commences the cure and diligently proceeds to completion of the cure. 14.2 Remedies upon default. Upon any default, the non -defaulting party shall have the right to immediately suspend or terminate this agreement, seek specific performance and/or seek damages to the full extent allowed by law. City shall have the right to contract with another party to perform this agreement 14.3 No Waiver. Failure by City to seek any remedy for any default hereunder shall not constitute a waiver of any other rights hereunder or any right to seek any remedy for any subsequent default. 15. TERMINATION. Either party may terminate this agreement with or without cause by providing 10 days' notice in writing to the other party. The City may terminate this agreement at any time without prior notice in the event that Consultant commits a material breach of the terms of this agreement. Upon termination, this agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged from the rights and obligations of this agreement, subject to payment for acceptable services rendered prior to the expiration of the notice of termination and delivery to City of any work in progress, completed work, supplies, equipment, and other materials produced as a part of, or acquired in connection with the performance of this agreement, and any completed or partially completed work which, if this agreement had been completed, would have been required to be furnished to City. Notwithstanding the foregoing and section 2 on page 1, this section and the provisions of this agreement concerning insurance (Exhibit B), Funding Agency Requirements (as set forth in Exhibit D if applicable), Work Product and Records, Confidential Information, Responsibility of Consultant, Indemnification, Default and Remedies, Litigation, and Jurisdiction and Severability shall survive termination or expiration of this agreement. 16. DISPUTE RESOLUTION. The parties shall make a good faith effort to settle any dispute or claim arising under this agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non-binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys' fees. 17. LITIGATION. If any litigation is commenced between parties to this agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys' fees and costs. 18. JURISDICTION AND SEVERABILITY. This agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this agreement shall be in that state and venue shall be in Santa Clara County, California. If any part of this agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this agreement shall be in full force and effect. Rev. 8/2015 City of Saratoga Services Contract — Exhibit C Page 9 of 10 75 Contractor: M Group Project Name: Contract Planner 19. NOTICE OF NON -RENEWAL. Consultant understands and agrees that there is no representation, implication, or understanding that the City will request that work product provided by Consultant under this agreement be supplemented or continued by Consultant under a new agreement following expiration or termination of this agreement. Consultant waives all rights or claims to notice or hearing respecting any failure by City to continue to request or retain all or any portion of the work product from Consultant following the expiration or termination of this agreement. 20. PARTIES IN INTEREST. This agreement is entered only for the benefit of the parties executing this agreement and not for the benefit of any other individual, entity or person. 21. WAIVER. Neither the acceptance of work or payment for work pursuant to this agreement shall constitute a waiver of any rights or obligations arising under this agreement. The failure by the City to enforce any of Consultant's obligations or to exercise City's rights shall in no event be deemed a waiver of the right to do so thereafter. Rev. 8/2015 End of Exhibit C - City of Saratoga Services Contract — Exhibit C Page 10 of 10 76 Contractor: M Group Project Name: Contract Planner City of Saratoga Services Contract Exhibit D — Funding Agency Requirements This agreement is funded in part pursuant to the contract between City and Funding Agency") attached hereto as Exhibit D-1 ("Funding Agreement"). In recognition of the Funding Agreement City and Contractor agree that: 1. All contractual provisions required by the Funding Agreement are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all Funding Agreement - mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this agreement. The Consultant shall not perform any act, fail to perform any act, or refuse to comply with any City requests which would cause the City to be in violation of the Funding Agreement terms and conditions. 2. If Consultant claims or receives payment from City for a service, reimbursement for which is later disallowed by the Funding Agency, the Consultant shall promptly refund the disallowed amount to City upon City's request. At its option, City may offset the amount disallowed from any payment due or to become due to Consultant under this agreement or any other agreement. 3. City may terminate or suspend performance of this agreement if Funding Agency suspends or terminates funding pursuant to the terms of the Funding Agreement. In the event of suspension or termination City shall be obligated to fund only that portion of Consultant's work performed prior to the suspension or termination that is not funded by the Funding Agreement. 4. By executing this agreement, the Consultant certifies that the Consultant is not suspended, debarred or otherwise excluded from participation in the program(s) supported by the Funding Agreement. Consultant acknowledges that this certification of eligibility to receive Funding Agency funds is a material term of the agreement. Rev. 8/2015 End of Exhibit D - City of Saratoga Services Contract — Exhibit D Page 1 of 1 77 Contractor: M Group Project Name: Contract Planner City of Saratoga Services Contract Exhibit E — Special Requirements AND/OR Rev. 8/2015 See Exhibit(s) E- incorporated by this reference. End of Exhibit E - City of Saratoga Services Contract — Exhibit E Page 1 of 1 78 METRO -1 OP ID: AS 4 Ro CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD"YYY) 11/03/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Golden State Ins Solutions 737-A Industrial Road San Carlos, CA 94070 Anthony Miller CONTANAME: Adnan Shaikh A/CC, No, Ext): 844-694-7467ONE FAX No): 844-205-6744 a DRESS: adnan@gsisol.com INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: American Fire and Casualty Com 24082 INSURED Metropolitan Planning Group 579 Clyde Ave, #340 Mountain View, CA 94043 INSURER B : Sentinel Insurance Company BKS56609535 INSURER c : United State Liability Ins Co 04/09/2016 INSURER D : 2,000,000 INSURER E : INSURER F : X COVERAGES CERTIFICATE NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRLTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFFMM/DD/YYYY) POLICY EXPMM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY X BKS56609535 04/09/2015 04/09/2016 EACH OCCURRENCE 2,000,000 CLAIMS -MADE X OCCUR PREMISES (ea occu encs) 100,000 MED EXP (Any one person) 5,000 PERSONAL & ADV INJURY 2,000,000 GE L AGGREGATE POLICY OTHER: LIMIT APPLIES JECT X PER: LOC GENERAL AGGREGATE 4,000,000 PRODUCTS - COMP/OP AGG 4,000,000 A AUTOMOBILE X LIABILITY ANY AUTO ALL OWNED AUTOS HIRED AUTOS X SCHEDULED AUTOS NON -OWNED AUTOS BAS56459289 04/09/2015 04/09/2016 COMBINED SINGLE LIMIT Ea accident) 1,000,000 BODILY INJURY (Per person) BODILY INJURY(Per accident)$ PROPERTY DAMAGE Per accident) A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE ESA56459289 04/09/2015 04/09/2016 EACH OCCURRENCE 1,000,000 AGGREGATE 1,000,000 DED X RETENTION $ 0 B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y ANY ANYIPRR/MEPROPRIE ER EXRTNER E ECUTIVE Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below N N N / A 57WECGD8118 04/09/2015 04/09/2016 X PERSTATUTE OTH- ER E.L. EACH ACCIDENT 1,000,000 E.L. DISEASE - EA EMPLOYEE 1,000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 C Prof. Liability - E&O SP1552662B 04/09/2015 04/09/2016 Per Claim 3,000,000 Aggregate 3,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Saratoga, its directors, officers and employees are added as additional insured per attached endorsements. CERTIFICATE HOLDER I Cityof Saratogag 13777 Fruitvale Avenue Saratoga, CA 95070 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2014/01) 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 79 POLICY NUMBER: BKS56609535 COMMERCIAL GENERAL LIABILITY CG 20 10 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS -SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Location(s) Of Covered Operations All Locations Information required to complete this Schedule, if not A. Section 11 - Who Is An Insured is amended to include as an additional insured the person(s) or organlzation(s) shown in the Schedule, but only with respect to liability for "bodily in- jury", "property damage" or "personal and advertising injury' caused, in whole or in part, by: 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf; in the performance of your ongoing operatons for the additional insured(s) at the location(s) designated above. However: 1. The insurance afforded to such additional insured only applies to the extent permit- ted by law; and 2. If coverage provided to the additional in- sured is required by a contract or agree- ment, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. CG 20 10 04 13 shown above, will be shown in the Declarations. B. With respect to the insurance afforded to these additional insureds, the following addi- tional exclusions apply: This insurance does not apply to "bodily in- jury" or" property damage" occurring after: 1. All work, including materials, parts or equipment furnished in connection with such work, on the project (other than ser- vice, maintenance or repairs) to be per- formed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or or- ganization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. Insurance Services Office, Inc., 2012 Page 1 of 2 80 C. With respect to the insurance afforded to these additional insureds, the following is added to Section III • Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or 2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall riot increase the ap- plicable Limits of Insurance shown in the Dec- larations. Page 2 of 2 Insurance Services Office, Inc., 2012 CG 20 10 04 13 81 MEW iii MOW magsmi maw 111111111111111 POLICY NUMBER: BKS56609535 COMMERCIAL GENERAL LIABILITY CG 20 37 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - COMPLETED OPERATIONS modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s) City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Location And Description Of Completed Operations Work described in writing in the contract_ agreement or permit Locationis) at which '(cu performed work in written contract, agreement or permit escribed Information required to complete this Schedule, if not shown A. Section II - Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily in- jury" or "property damage" caused, in whole or in part, by "your work" at the location des- ignated and described in the Schedule of this endorsement performed for that additional insured and included in the "products -com- pleted operations hazard". However: 1. The insurance afforded to such additional insured only applies to the extent permit- ted by law; and 2. If coverage provided to the additional in- sured is required by a contract or agree- ment, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. CG 20 37 04 13 above, will be shown in the Declarations. B. With respect to the insurance afforded to these additional insureds, the following is added to Section III - Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or 2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the ap- plicable Limits of Insurance shown in the Dec- larations. Insurance Services Office, Inc., 2012 Page 1 of 1 82 1 COMMERCIAL GENERAL LIABILITY CG 88 83 04 12 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. AMENDMENT OF OTHER INSURANCE CONDITION - DESIGNATED PERSONS OR ORGANIZATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organizatlon(s): City of Saratoga Address 13777 Fruitvale Avenue Li City State Zip Saratoga, CA 95070 Information required to complete this Schedule, if not shown above, will be shown in the Declarations.) With respect to coverage afforded by this endorsement, the provisions of the policy apply unless modified by the endorsement. A. The following is added to Paragraph a. Primary Insurance of Condition 4. Other Insurance under Section IV - Commercial General Liability Conditions : However, when the person or organization shown in the Schedule of this endorsement has been added as an additional insured to this Coverage Part by attachment of an endorsement, we will not seek contribution from the "person's or organization's own insurance" provided that: 1) You have agreed in a written contract that this insurance is primary and non-contri butory; and 2) The "bodily injury", "property damage" or "personal and advertising injury" is: a. Committed subsequent to the execution of such contract; and b. This policy covers the "bodily injury", "property damage" or "personal and advertising in- jury". B. For the purposes of this endorsement the following is added to Section V - Definitions : Person's or organization's own insurance" means general liability coverage for damages for which the person or organization shown in the Schedule of this endorsement is designated as a Named Insured. CG 88 83 04 12 0 2012 Liberty Mutual Insurance Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 1 of 1 83 POLICY NUMBER: BKS56609535 COMMERCIAL GENERAL LIABILITY CG 24 0410 93 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following COMMERCIAL GENERAL LIABILITY COVERAGE PART Name of Person or Organization: SCHEDULE ANY PERSON OR ORGANIZATION wrTii WHOMF.I HE INSURED HAS AGREED BY WRITTEN CONTRACT TO PERFORM :SERVICES WITHIN TILE TERMS AND CONDITIONS OF THIS POI ICY TO WIIICII TIIIS FORM IS ATTACHED. If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) The TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US Condition (Section IV — COMMERCIAL GENERAL LIABILITY CONDITIONS) is amended by the addition of the following: We waive any right of recovery we may have against the person or organization shown in the Schedule above because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products -completed operations hazard". This waiver applies only to the person or organization shown in the Schedule above. CG 24 0410 93 Copyright, Insurance Services Office, Inc., 1992 Page 1 of 1 84 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA Policy Number: 57 WEC GD8118 Endorsement Number: 01 Effective Date: 04/09/15 Effective hour is the same as stated on the Information Page of the policy. Named Insured and Address: METROPOLITAN PLANNING GROUP, INC 579 CLYDE AVENUE #340 MOUNTAIN VIEW, CA 94043 We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be 2 % of the California workers' compensation premium otherwise due on such remuneration. SCHEDULE Person or Organization Job Description City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Countersigned by Form WC 04 03 06 (1) Printed in U.S.A. Process Date: 02/26/15 PLANNING CONSULTING SERVICES Authorized Representative Policy Expiration Date: 04/09/16 85 Policy Number: BAS564592R9 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM MOTOR CARRIER COVERAGE FORM TRUCKERS COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement, The following is added to the Section 11— Liability Coverage, Paragraph A.1. Who Is An Insured Provision; Any person or organization that you are required to include as additional insured on the Coverage Form in a written contract or agreement that is signed and executed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period is an "insured" for Liability Coverage, but only for damages to which this insurance applies and only to the extent that person or organization qualifies as an "insured" under the Who Is An Insured provision contained in Section II. MCA20480711 86 New Submission CITY OF SARATOGA TRANSMITTAL MEMORANDUM FOR CONTRACT EXECUTION City Clerk will need 2 signed original paper copies of the contract. 1. Submitting Department: CDD 2. Staff Contact: Abby Ayende 3. Contract Name: M Group Date of Start of Contract: 11/1/2016 Date of Expiration: 16/30/2016 Brief description of services to be provided: Contract Planner Contract Amount ($) 24999 Budget Account # 1111-4101-65411 Upload Contract with contractor signature* Choose Files Or drag files here 4. Business License Number: 16-07989 5. Type of Contract JService Contract $25,000 or less - (City Manager's authority) 6. Designated Contract Administrator Erwin Ordonez JCDD Name Title Page 1 of 2 87 METROPOLITAN PLANNING GROUP GROUP November 12, 2015 City of Saratoga Erwin Ordoilez, Community Development Director 13777 Fruitvale Avenue Saratoga, CA 95070 RE: Proposal — Planner Staffing Assignment Dear Mr. Ordofiez, Thank you for the opportunity to provide a short term staffing solution to the City of Saratoga. Based on my understanding the City would like to have a part-time entry level Planner approximately two days per week from January to June 2016. The City's a budget is $25,000. This would align with our Planning Tech position at $65 per hour. I estimate the assignment would be for approximately 384 hours (2 days/week for 6 months). Please refer to our attached 2016 Rate Sheet for information on additional staffing levels. While we do not currently have any staff available at the Planning Tech level, I am confident we will have someone available by January. I look forward to working with you and the City again and will forward a resume to you soon. Sincerely, 161.A16 Blatetil Heather Bradley, AICP Principal 88 Scope of Work and Budget for Temporary Staffing for City of Saratoga SCOPE M -Group will provide the City of Saratoga with a Planning Tech to assist the Planning Division withthefollowingtasks. Provide public counter staffing Respond to zoning and general plan inquiries from the public, developers and applicants Review development plans for additions and remodels for zoning clearance as assigned Process applications for tree removal, business license, home occupation permit and temporary signs as assigned Provide basic application process and submittal information Review Administrative Design Review applications as assigned BUDGET M -Group will provide staffing services in accordance with the Scope outlined above with the following terms. Contract duration 6 months (24 weeks) Days Per Week 2 Rate Per Hour 65.00 Total Contract Amount 24,960 M-GROUP.us • 579 Clyde Ave, Suite 340, Mountain View, California 94043 • 650.938.1111 a new design on urban planning 89 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:Public Works PREPARED BY:John Cherbone, Public Works Director SUBJECT:Approve Agreement for Neighborhood Initiated Maintenance Project At Farwell Avenue and Three Oaks Way RECOMMENDED ACTION: Approve Agreement for the Farwell Avenue and Three Oaks Way Maintenance Project and authorize the City Manager to execute the same. BACKGROUND: Over many years the wide shoulder area along Highway 9, at Farwell Avenue and Three Oaks Way, turned into a truck stop and staging area for nearby construction projects (Attachment B). The area was not only unsightly but a hazard to drivers, pedestrians, and bicyclists. In 2009, a group of residents who live in the neighborhood asked the City for help to solve the issues that plagued the area. It was decided by all concerned that the only way to prohibit the area from being abused was to reestablish a pedestrian path, create a physical barrier around the perimeter, and install landscaping. With the City’s assistance the neighborhood attempted to create a Landscaping and Lighting District to accomplish the goal. Unfortunately, it was determined that there lacked sufficient support for the endeavor. Subsequently, the City and the neighborhood were able to convince Caltrans to reinstall the pathway, which the City protected with temporary fencing. In the summer of 2013 the City was able to improve and protect the area permanently through the Highway 9 Safety Project Phase 2 by installing a perimeter berm, fencing, and mounding. Once the area was improved some of the neighbors got together and spent thousands of dollars to install a water meter, irrigation system, and landscaping. 90 REPORT SUMMARY: Recently, the neighborhood group responsible for maintaining and caring for the area approached the City to ask if there was a mechanism to transfer the maintenance responsibilities to the City if they provided funding. The group was able to raise $10,000 for the project, which was determined to be sufficient funding to enable the City to initiate a maintenance agreement. The agreement was drafted by the City Attorney and reviewed by the neighbors (Attachment A). Currently, the City provides minimal maintenance to the area that is generally limited to twice yearly weed control and periodic trash pick-up. Under the new agreement the City will continue those efforts in addition to the following: •Transfer San Jose Water Meter to City •Pay Water Bill •Maintain Irrigation •Maintain Landscaping •Plant Replacement •Monthly Weed Control •Mulching •Weekly Trash Control The average monthly cost for the effort is estimated at $175 per month including water. The amount can vary depending on the level of maintenance the neighborhood ultimately desires, contractor maintenance proposals, and the amount of water required. Repairs to the irrigation system and plant replacement will be at an additional cost. The agreement will become void once the $10,000 initial funding is exhausted. The agreement can be extended with the transfer of additional funds to the City. FISCAL STATEMENT: Funding for this project is provided by the neighbors in the amount of $10,000. ATTACHMENTS: Attachment A: Neighborhood Agreement Attachment B: Area Diagram 2 91 AGREEMENT FOR NEIGHBORHOOD INITIATED MAINTENANCE PROJECT FARWELL/THREE OAKS LANDSCAPE MAINTENANCE This Agreement, is entered into on __________________________, by and between the __________________________, an unincorporated association referred to herein “Neighborhood,” and the City of Saratoga, a municipal corporation, referred to herein as “City.” RECITALS A.The Neighborhood and City intend to pursue Farwell/Three Oaks Landscape Maintenance program (“Project”) as described in Attachment A. B.The Project will be funded and administered as outlined in this Agreement. C.The Neighborhood is a group of Saratoga residents with a common interest in the Project, who have agreed among themselves to raise funds necessary for the Project and to work with the City in accordance with this Agreement. D.The City determined that the Project is feasible and has estimated the Project cost as $10,000. E.The Neighborhood has raised the funds necessary to move forward with the Project. F This Agreement is intended to define the scope of the Project and the responsibilities of each party. AGREEMENT The Neighborhood and City hereby agree as follows: This Agreement shall take effect on the date last signed by all parties and shall continue in effect until City notifies Neighborhood that Project Funds are estimated to be insufficient to provide services for another fiscal year or is otherwise terminated in accordance with its terms. 92 City will carry out the Project following receipt of Project Funds from Neighborhood. As required by state law, the City will be solely responsible for Project contracting and management. The Project will be carried out in accordance with City, state, and federal law. Neighborhood shall provide City with $10,000.00 (Ten Thousand dollars exactly) (“Project Funds”) by check payable to the City of Saratoga. City will hold Project Funds in a restricted account that may be used only for the Project. Neighborhood may provide additional funds to be included the Project Funds account by providing a check payable to the City of Saratoga to the City Representative; such funds will be considered received at the time City notifies Neighborhood that the funds have been deposited in the Project Funds account. Beginning in 2017 and each year thereafter the City will provide the Neighborhood representative in July a report summarizing the Project activities performed in the prior fiscal year, the cost thereof, the amount of any supplemental funding received in the prior fiscal year, the balance of Project Funds remaining, and the estimated number of years that the Project can continue to be carried out based on the Project Funds remaining. Upon termination of the Agreement the City shall remit the remaining Project Funds to the Neighborhood Representative together with a report summarizing the Project activities performed since the most recent annual report, the cost thereof, and the balance of Project Funds remaining. The City shall have no responsibility for allocating remaining Project Funds among the members of Neighborhood. The City and Neighborhood representatives are set forth below. All notices pursuant to this agreement shall be sent to these representatives. A party’s representative may be changed by a notice from the current representative (or, in the case of City, the City Manager) to the other party. City Representative Neighborhood Representative John Cherbone Director of Public Works City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 2 93 This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever. Waiver of any term, condition or covenant, or breach of any term, condition or covenant shall not be construed as a waiver of any other term, condition or covenant or breach of any other term, condition or covenant. This Agreement shall not prevent either Party from entering into similar agreements with others. This Agreement contains all of the covenants and agreements between the parties and supersedes any and all agreements, either oral or written, between the parties with respect to the Project. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding. No Alteration or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto. Either party may terminate this agreement with or without cause by providing 10 days’ notice in writing to the other party and termination shall be effective 30 days after the end of the term or other termination of any contract(s) for services which City has entered in connection with the Project. The parties shall make a good faith effort to settle any dispute or claim arising under this agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non-binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys’ fees. If any litigation is commenced between parties to this agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys’ fees and costs. This agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this agreement shall be in that state and venue shall be in Santa Clara County, California. If any part of this agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this agreement shall be in full force and effect. 3 94 This Agreement may be amended only through the unanimous written agreement of the Parties. City of Saratoga Neighborhood By: _________________________ James Lindsay, City Manager Date: ________________________ By: _________________________ Date: ________________________ Attest: __________________________ Crystal Bothelio, City Clerk Date: ________________________ Approved as to Form: __________________________ Richard Taylor, City Attorney Date: ________________________ Attachment A: Project Description 4 95 ATTACHMENT A DESCRIPTION OF PROJECT SCOPE OF WORK The Project is: Within the area shown on the attached diagram, the maintenance or servicing of landscaping, including trees, shrubs, grass or other ornamental vegetation, conduits, pipes, wires, meters, including the cost of repair, removal or replacement of all or any part thereof, providing for the life, growth, health and beauty of landscaping, including cultivation, irrigation, trimming, spraying, fertilizing and treating for disease or injury; the removal of trimmings, rubbish, and debris. The Project also includes City Attorney services in connection with preparation and administration of this contract and contracts with independent contractors retained by the City to perform the work described above. The Project location is in right of way controlled by the California Department of Transportation (CalTrans). Caltrans historically has allowed Saratoga to perform landscape maintenance in its right of way. In the event that CalTrans prohibits the City from carrying out the work described above the City will notify Neighborhood and terminate the agreement in accordance with the procedures set forth therein. 757397.1 5 96 S arato ga-L o s G atos R oad Three Oaks Way F ar w el l A ve n u e Three Oaks/Farwell Landscape Area 97 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:Community Development PREPARED BY:Erwin Ordoñez, Community Development Director SUBJECT:Second Reading of Amendments to City Code Article 15-47 (Water Efficient Landscaping) RECOMMENDED ACTION: Waive the second reading and adopt the attached ordinance revising City Code Article 15-47 (Water Efficient Landscaping). BACKGROUND: On February 17, 2016, the City Council introduced amendments to City Code Section Article 15- 47 (Water Efficient Landscaping) and directed staff to place the ordinance on the Consent Calendar for adoption at the next regular meeting of the City Council. ADVERTISING, NOTICING AND PUBLIC CONTACT: This ordinance or a comprehensive summary thereof shall be published in a newspaper of general circulation of the City of Saratoga within 15 days after its adoption. ATTACHMENTS: Attachment A – Ordinance 98 Page 1 ORDINANCE __________ AN ORDINANCE UPDATING AND AMENDING THE SARATOGA CITY CODE REGARDING WATER EFFICIENT LANDSCAPING Findings 1. The City of Saratoga wishes to update and amend the City Ordinance on Water Efficient Landscaping. 2. The updates in this ordinance affect provisions of the City’s Water Efficient Landscaping regulations. The updates and amendments were considered by the Planning Commission of the City of Saratoga and the Planning Commission has, after a duly noticed public hearing on January 13, 2016, recommended adoption of these updates and amendments to the Water Efficient Landscaping Ordinance. 3. The City Council of the City of Saratoga held a duly noticed public hearing on February 17, 2016 and after considering all testimony and written materials provided in connection with that hearing, introduced this Ordinance. Therefore, the City Council hereby ordains as follows: Section 1. Adoption. The Saratoga City Code is updated and amended as set forth below. Text to be added is indicated in bold double underlined font (e.g., underlined) and text to be deleted is indicated in strikeout font (e.g., strikeout). Text in standard font is readopted by this Ordinance. Article 15-47 - WATER-EFFICIENT LANDSCAPING 15-47.010 - Purpose of Article. The purpose of this Article is to reduce water waste in landscaping by promoting the use of region-appropriate plants that require minimal supplemental irrigation, and by establishing standards for irrigation efficiency. This Article implements the California Water Conservation in Landscaping Act. 15-47.015 - Applicability. (a) The provisions of this Article shall not apply to the following projects or uses: 99 Page 2 (1) Any new or rehabilitated landscapes that do not require a building or landscape permit, plan check or design review; (2) Any rehabilitated landscape area that is less than or equal to 2,500 square feet; (3) Any new landscapes less than five hundred square feet; (4) Registered local, state or federal historical sites where landscaping establishes a historical landscape style, as determined by the City Council; (5) Surface mine reclamation projects that do not require a permanent irrigation system; (6) Ecological restoration projects that do not require a permanent irrigation system; (7) Existing plant collections, as part of botanical gardens and/or arboretums open to the public; or (8) Agricultural and horticultural commerce (e.g. commercial activities such as farming of grains, wine grapes, vegetables, fruit and nut trees and oth er agricultural crop production: greenhouses; nurseries; and floriculture facilities. (1) New construction and rehabilitated landscapes for public agency projects and private development projects with a landscape area equal to or greater t han two thousand five hundred square feet requiring a building or landscape permit, plan check or design review; (2) New construction and rehabilitated landscapes which are developer-installed in single- family and multi-family projects with a landscape area equal to or greater than two thousand five hundred square feet requiring a building or landscape permit, plan check, or design review; (3) New construction landscapes which are homeowner-provided and/or homeowner-hired in single-family and multi-family residential projects with a total project landscape area equal to or greater than five thousand square feet requiring a building or landscape permit, plan check or design review; (4) Any new or rehabilitated cemetery shall be subject to a water budget (S ection 15- 47.030). (5) Any existing landscape area larger than one acre, including a cemetery, shall be subject to Section 15-47.070. (b) Table defining applicability thresholds. The provisions of this Article shall not apply to all projects or uses, that do not meet criteria for exemption in Section 15-47.015(a): (1) Registered local, state or federal historical sites where landscaping establishes a historical landscape style, as determined by the City Council; (2) Surface mine reclamation projects that do not require a permanent irrigation system; (3) Ecological restoration projects that do not require a permanent irrigation system; (4) Community gardens or plant collections, as part of botanical gardens and/or arboretums open to the public; or 100 Page 3 (5) Agricultural and horticultural commerce (for example, commercial activities such as farming of grains, wine grapes, vegetables, fruit and nut trees and other agricultural crop production; greenhouses; nurseries; and floriculture facilities). Type of Project or Use Criteria Threshold Compliance Requirements Small Project or Use Installing Small New Landscape Area 500 to 2,500 sq ft Water Budget Option* or Streamlined Option** Large Project or Use Installing New Large Landscape Area >2,500 sq ft Water Budget Option* Re-landscaping Project or Use Rehabilitating Existing Landscape Area >2,500 sq ft Water Budget Option* Small Project or Use with Graywater or Rainwater Irrigation Meets Landscape Water Budget Requirements with Graywater or Rainwater Capture System 500 to 2,500 sq ft Water Budget Option* or partial Streamlined Option** (Per Section 15-47.020(c)(1)) Large Project or Use with Graywater or Rainwater Irrigation Use of Graywater or Rainwater for Large Landscape Area >2,500 sq ft Water Budget Option* Cemetery Project Cemeteries, New or Rehabilitated All Cemeteries Partial compliance (Per Section 15-47.020(c) and 15-47.030) Existing Large Landscape Areas Installed prior to December 1, 2015 that does not meet above criteria >one acre Partial compliance (Per Section 15-47.070) *Full Compliance Option ** Prescriptive Compliance Option pursuant to Appendix D of the State Model Water Efficient Landscape Ordinance 15-47.020 - Demonstration of landscape water efficiency. Unless otherwise specified in this Article, each project or use to which this Article is applicable shall demonstrate that the landscape area complies with subsection (a), (b), or (bc) or (d) of this Section: 101 Page 4 (a) Plant type restriction. The applicant shall submit for Community Development Department approval a completed water efficient landscape worksheet (Section 15- 47.020(b)(1)) and landscape and irrigation design plan (Section 15-47.040) demonstrating that at least eighty percent of the plants in the landscape area are native or low water-use, and that the turf area does not exceed one thousand two hundred fifty square feet, or twenty-five percent of the total landscape area whichever is less; or Small Project or Use - Streamlined Option. For each project or use with an aggregate landscape area of less than or equal to 2,500 sq. ft., the applicant may submit for Community Development Department approval a landscape and irrigation design plan which conforms to the Prescriptive Compliance Option, Appendix D of the State Model Water Efficient Landscape Ordinance. In order to use the Streamlined Option, the applicant must demonstrate the following: (1) For a residential area at least seventy-five percent of the landscape area is native or low water use plants. Turf shall be less than twenty-five percent of the landscape area. (2) For a commercial area one hundred percent of the landscape area is native or low water use plants. Turf is not permitted in the landscape area. (b) Water budget restriction. Large Project or Use/Rehabilitated Landscape Project - Water Budget Option. For each project or use that requires full compliance pursuant to Section 15-47.015(b), Tthe applicant shall submit for Community Development Department approval the following completed documents demonstrating that the estimated total water use (ETWU) of the landscape area will not exceed the maximum applied water allowance (MAWA): (1) Water-efficient landscape worksheet, as provided by the Community Development Department; and (2) Water budget in compliance with the standards in Section 15-47.030; and (3) Landscape and irrigation design plan in accordance with Section 15-47.040; and (4) Certificate of completion. A certificate of completion, on such forms as may be prescribed, shall be filed with the Community Development Department prior to final building permit approval; and (5) Landscape plan check fee. Fees for review and processing of required documents, as set forth in the fee schedule adopted by the City. (c) Project or Use with Graywater or Rainwater Irrigation Pursuant to Section 15- 47.015(b) – Water Budget or Partial Streamlined Option. (1) For a project or use using treated or untreated graywater or rainwater captured on site, any parcel within the project that has less than or equal to 2,500 square feet of landscape and meets the parcel’s landscape water requirement (Estimated Water Use) entirely with treated or untreated graywater or through stored rainwater captured on site is subject only to 102 Page 5 Appendix D Section (b)(5) of the State Model Water Efficient Landscape Ordinance, available at the Community Development Department. (2) For a project or use using treated or untreated graywater or rainwater captured on site, any parcel within the project that has more than 2,500 square feet of landscape shall be subject to a water budget pursuant to Section 15- 47.030 and shall submit for Community Development Department approval completed documents referenced in Section 15-47.020(b) demonstrating that the estimated total water use (ETWU) of the landscape area will not exceed the maximum applied water allowance (MAWA). (d) Other Projects Pursuant to Section 15-47.015(b) – Partial Compliance. (1) Any new or rehabilitated cemetery shall be subject to a water budget pursuant to Section 15-47.030 and shall submit for Community Development Department approval completed documents referenced in Section 15-47.020(b) demonstrating that the estimated total water use (ETWU) of the landscape area will not exceed the maximum applied water allowance (MAWA). (2) Any existing landscape area larger than one acre, including a cemetery, shall comply with Section 15-47.070. 15-47.030 - Water bBudget sStandards (Water Budget Option Requirements). If the applicant elects to comply complies with Article 15-47 by means of the "water budget" restriction option, a water budget is required, which shall satisfy the following requirements: (a) The water budget must be completed by a certified professional who is authorized by the State of California to complete a water budget. (b) The maximum applied water allowance (MAWA) (gallons per year) shall be calculated using the equations set forth below: Standard MAWA = (ETo) (0.62) [(0.7 ETAF x LA) + (0.3 1-ETAF) x SLA)] Where: ETo = Reference Evapotranspiration (inches per year) ETAF = ET Adjustment Factor (Section 15-47.030(e)) 0.62 = Conversion Factor (acre-inches to gallons per year) 0.7 = Reference Evapotranspiration Adjustment Factor (ETAF) LA = Landscape Area including SLA (square feet) 0.3 = Additional Water Allowance for SLA 103 Page 6 SLA = Special Landscape Area (square feet)* *Special Landscape Area (SLA) means an area of the landscape dedicated solely to edible plants, recreational areas, areas irrigated with recycled water, or water features using recycled water. (c) The estimated total water use (ETWU) (gallons) shall be calculated using the equations set forth below: Where: ETo = Reference Evapotranspiration (inches) PF = Plant Factor from WUCOLS HA = Hydrozone Area [high, medium, and low water use areas](square feet)* SLA = Special Landscape Area (square feet) 0.62 = Conversion Factor IE = Irrigation Efficiency (minimum 0.705 for overhead spray devices and 0.81 for drip systems) *Hydrozone area means a portion of the landscaped area having plants with similar water needs and rooting depth. A hydrozone area may be irrigated or non- irrigated. (d) The sum of the ETWU calculated for all hydrozones shall not exceed the MAWA. (e) The reference evapotranspiration adjustment factor (ETAF) for new and existing (non- rehabilitated) special landscape areas shall not exceed 1.0. The ETAF for the remaining landscaped area shall not exceed 0.755 for residential areas and 0.45 for nonresidential areas. (f) The plant factor used shall be: (1) fFrom the Water Use Classification of Landscape Species (WUCOLS), hereby adopted by reference as published by the University of California Cooperative Extension, the Department of Water Resources and the Bureau of Reclamation and kept on file at the Community Development Department; or (2) From horticultural researchers with academic institutions or professional associations as approved by the California Department of Water Resources (DWR). (g) Each water feature shall be included in the high water use hydrozone. (h) Each special landscape area (SLA) shall be identified, and its water use included, in the water budget calculations. (i) Irrigation system efficiency shall be greater than or equal to seventy-five percent for overhead spray devices and eighty-one percent for drip system devices.   SLAIE HAxPFEToETWU)62.0)(( 104 Page 7 (j) A project applicant may consider effective precipitation (twenty-five percent of annual precipitation) in tracking water use and may use the alternative MAWA equation set forth below: Alternative MAWA for Residential Areas = (ETo - Eppt) (0.62) [(0.55 x LA) + (0.345 x SLA)] where ETAF = 0.3 Alternate MAWA for Non-Residential Areas = (ETo – Eppt) (0.62) (0.45 x LA) + (0.55 x SLA) 15-47.040 - Landscape and irrigation plan. (a) The landscape and irrigation plan shall be prepared by, and bear the signature of, a licensed landscape architect, licensed landscape contractor, or that of a certified or authorized professional who is authorized by the State of California to complete a water budget, and shall contain the following statement: "I have complied with the criteria of the City of Saratoga Water Efficient Landscape Ordinance currently in effect and applied them for the efficient use of water in the Landscape and Irrigation Plan." (b) The landscape and irrigation plan shall constitute an exhibit to, and contain all information required on, the water efficient landscape and irrigation plan checklist, developed by the Community Development Department, as necessary to demonstrate compliance with Article 15-47, and shall at a minimum: (1) Identify type and location of all irrigation systems, meters, automated controls, separate valves, hours of operation, and efficiency levels. Irrigation systems are required to have pressure regulators and master-shut off valves. (2) Identify type and location of all plant material, turf and non-turf areas, and mulching. Turf shall be less than twenty-five percent of the landscape area in residential areas and there shall be no turf in nonresidential areas. (3) Identify all hydrozones and special landscape areas including square footage of each separate hydrozone. (4) Identify all hardscapes and water features. (5) Identify all low impact development (LID) site design measures as r equired to comply with any and all stormwater management requirements established by law. (6) Identify all grading contours and quantities, as applicable. Turf shall not be planted on sloped areas which exceed a slope of one foot vertical elevation change for every four feet of horizontal length. (7) Identify all dedicated landscape water meters or submeters, which shall be required for all non-residential irrigated landscapes areas greater than one thousand square feet or greater and residential irrigated landscapes greater than five thousand square feet, except for those installations where irrigation water is provided by an individual on-site well. Flow sensors that detect and report high flow conditions due to broken pieces 105 Page 8 and/or popped sprinkler heads are required for landscape areas greater than 5,000 square feet. (8) Irrigate with subsurface irrigation or other means that produce no runoff or overspray for all areas less than ten feet in width in any direction. Identify all subsurface irrigation or low volume irrigation system(s) which shall be required for narrow or irregularly shaped areas, including turf, less than eight feet in width in any direction. Turf is prohibited in parkways less than ten feet wide unless the pa rkway is adjacent to a parking strip and used to enter and exit vehicles. (9) For established landscapes that have dedicated irrigation meters, the maximum applied water allowance (MAWA) shall be calculated as follows: Audited MAWA = (ETo) (0.62) (LA) (0.8) where ETAF = 0.8 (10) Identify any applicable graywater discharge piping system components and areas of distribution. 15-47.050 - Landscape and irrigation maintenance. As to each project or use to which this Article 15-47 is applicable, each landscape area shall be maintained in compliance with the standards in Article 15-47 to ensure water use efficiency, including by inspection; adjustment and repair of the irrigation system and its components; aerating and dethatching turf areas; replenishing mulch; fertilizing; pruning; weeding in each landscape area; and removing obstructions to emission devices. 15-47.060 - Stormwater management and Rainwater Retention. Stormwater best management practices shall be implemented into each project landscape and irrigation plan and each project grading design plan to minimize runoff and to increase on - site rainwater retention and infiltration and be consistent with any and all stormwater management requirements established by law. 15-47.070 - Provisions for existing landscape areas over one acre in size. Each property owner of a property containing landscape area(s) over one acre in size, that were installed prior to adoption of the ordinance codified in this Article, and do not otherwise meet the applicability criteria of Section 15-47.015, shall: (a) Cooperate with their water purveyors who may provide water waste prevention recommendations resulting from a landscape irrigation water use analysis, landscape irrigation audit, and/or landscape irrigation survey. (b) Maintain irrigation levels not exceeding the standard MAWA equation if the site has a water meter. (c) Attain to the greatest extent practicable, taking into account the limitations of the existing irrigation system and if necessary by retrofitting sprinkler heads, a minimum of 106 Page 9 0.7 lower quarter distribution uniformity for contiguous turf areas that are one acre or more in area. 15-47.080 - Penalties. Any violation of this Article shall be subject to enforcement in accordance with the terms thereof and in addition to any other rights and remedies available to the City under Chapter 3 of this Code by reason of the same violation. 107 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:City Manager’s Office PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager SUBJECT:Public Hearing on Resolution Ordering Abatement of a Public Nuisance by Removal of Hazardous Vegetation (Weeds) RECOMMENDED ACTION: Open the public hearing, listen to public testimony, and close public hearing. Consider any objections to the proposed Order for Abatement of Hazardous Vegetation and sustain or overrule any objections as to specific properties. Adopt the resolution ordering abatement as to specified properties (with modifications if any objections are sustained). BACKGROUND: At the December 16, 2015 City Council meeting, the City Council approved Resolution 15-074 declaring hazardous vegetation to be a public nuisance. Adoption of this resolution served as the first step in launching the annual weed abatement process conducted by the Santa Clara County Department of Agriculture’s Weed Abatement Program. The purpose of the Santa Clara County Department of Agriculture Weed Abatement Program is to prevent fire hazards posed by vegetative growth and the accumulation of combustible materials. The County Department of Agriculture provides weed abatement services to a number of cities in the County, including Saratoga. Through the program, the City is able to reduce fuel loads for fires by maintaining defensible space. Parcels in Saratoga that represent a potential hazard due to weeds or other combustible debris have been identified and listed in the attached 2016 Commencement Report, prepared and maintained by the County of Santa Clara. When properties are added to the Weed Abatement Program, they are included in the program for a minimum of three years. If the property complies with weed abatement requirements during that period, the property is removed from the program and no longer subject to the annual inspections and abatement process. Following the December 16, 2015 meeting, notices were sent to owners or properties on the Commencement Report indicating that hazardous vegetation or debris has been identified on their property and hazardous materials must be abated. The notice also informed property owners of the public hearing on January 20, 2016. During the public hearing, one property owner 108 pointed out that his property was mistakenly listed on the Commencement Report and his property was subsequently removed. No other objections were raised and the Council adopted Resolution 16-004 declaring abatement of hazardous vegetation on the properties specified on the 2016 Commencement Report. This second step in the Weed Abatement Program authorized the County to perform an inspection of properties on the Commencement Report to determine if the Weed Abatement Program requirements have been met. Additionally, the resolution also set a public hearing for March 16, 2016. While the City Council is only required to hold one public hearing for owners to raise objections to properties on the Commencement Report, the City Council has traditionally held two public hearings for this purpose. As with the January 20, 2016 public hearing, property owners listed in Attachment B may request that their property be removed from the Commencement Report at the March public hearing. Property owners that do not comply with minimum fire safety standards by April 15, 2015 may be subject to several different fees and the property will be scheduled for abatement by the County contractor. If abatement work is completed by a County contractor, the property owner will be assessed the contractor’s fees to perform the work plus a County fees. This year, County fees have been increased as shown below. Fees Previous Amount New Amount Initial Inspection Fee Charged annually to all parcels on the Abatement List. The fee recovers costs associated with data entry, file preparation, noticing, boundary determination, and overhead. Parcels are removed from the Weed Abatement Program after three consecutive years of compliance with weed abatement and fire standards. $41 $55 Failed Second Inspection Fee Charged for parcels that fail the second inspection or the annual compliance inspection, if the property is already on the Weed Abatement List. $250 $440 Contract Work Fee Charged to parcels where abatement work is performed by the County contractor. This fee is in addition to the contractor’s costs to abate weeds, which is charged directly to the property owner. $169 $335 Currently, there are no fiscal impacts to the City of Saratoga as a result of the Weed Abatement Program. In the past, the Santa Clara County Department of Agriculture has recovered expenses through the Weed Abatement Program fees charged to property owners. Recently, these fees have not covered the full cost of the program. In Fiscal Year 2016/17 and future years, the County is expected to transfer some of the program costs to cities that participate in the Weed Abatement Program. Resident Resources 2 109 In addition to the fire prevention efforts through the Santa Clara County Weed Abatement Program, the City of Saratoga works with the Saratoga Area FireSafe Council to offer free fire prevention services to Saratoga residents. Residents in high or very high fire hazard zones in the City are eligible for free chipping of materials (such as branches or shrubs) cleared from defensible space. Additionally, the Saratoga Area FireSafe Council provides residents with information about mitigating the risk of wildfires. Information about these services were sent to property owners on the Commencement Report as part of the notices sent by the County Weed Abatement Program. The Saratoga Area FireSafe Council was established in 2013 through a partnership between the City of Saratoga, Saratoga Fire Protection District, and Santa Clara County FireSafe Council. Additional information is available at http://www.sccfiresafe.org/communities/saratoga-area. ADVERTISING, NOTICING AND PUBLIC CONTACT: A legal advertisement announcing the public hearing was printed in the Saratoga News. Additionally, the County of Santa Clara mailed notices to owners of properties on the Commencement Report. Samples of the notices sent to residents are described below and included in Attachment C. -County Letter – Important Notice to Abate Weeds: sent to all property owners on the Commencement Report at the end of the year -Notice to Destroy: sent to all property owners on the Commencement Report at the end of the year -Fire Safety Through Vegetation Management: sent to all property owners on the Commencement Report at the end of the year, includes some Q&A on how to get a property removed from the list -2016 Return Reply Form: sent to all property owners on the Commencement Report at the end of the year -Weed Abatement Program Reminder: Sent to property owners on the Commencement Report a few weeks prior to the April 15 deadline to abate weeds -Courtesy Notice: Sent to property owners that failed inspection following April 15 deadline (sample provided is from 2015) ATTACHMENTS: Attachment A - Resolution Ordering Abatement of Hazardous Vegetation Attachment B - 2016 Commencement Report Attachment C - Sample Informational Materials Mailed to Property Owners on Commencement Report 110 RESOLUTION 16-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA OVERRULING OBJECTIONS AND ORDERING ABATEMENT OF HAZARDOUS VEGETATION (WEEDS) AS A PUBLIC NUISANCE WHEREAS, the Saratoga City Council declared hazardous vegetation to be a public nuisance through adoption of Resolution No. 15-074 at the December 16, 2015 City Council Meeting; and WHEREAS, the Saratoga City Council adopted Resolution No. 16-004 declaring abatement of hazardous vegetation on specified properties at the January 20, 2016 City Council Meeting; and WHEREAS, the Office of the County Agricultural Commissioner has given written notice to all property owners of specific properties identified as containing hazardous vegetation (weeds) described by common name or by reference to the tract, block, lot, code area and parcel number on the report prepared by and on file in the Office of the City Clerk and of the County Agricultural Commissioner; and WHEREAS, the Saratoga City Council conducted a public hearing on March 16, 2016 to determine whether to order abatement of hazardous vegetation and assess fees associated with removal of hazardous vegetation by the County of Santa Clara Agricultural Commissioner if property owners fail to remove hazardous vegetation prior to April 15, 2016; and WHEREAS, property owners on the 2016 Weed Abatement Program Commencement Report had the opportunity to voice objections to the abatement order at the duly noticed public hearing scheduled for the March 16, 2016 City Council Meeting; and WHEREAS, after consideration of any and all objections to the proposed order for abatement, the City Council overrules any and all objections and finds that the requisite basis for adopting such order for abatement exist; NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Saratoga that: 1.The recitals set forth above are true and correct; and 2.The hazardous vegetation (weeds and other materials) on the properties listed in Exhibit A attached hereto continues to be declared a nuisance; and 3.The hazardous vegetation (weeds and other materials) on the properties in Exhibit A attached hereto is ordered abated by the County of Santa Clara Agricultural Commissioner’s Office on or after April 15, 2016; and 4.The owner of each of the properties listed in Exhibit A shall owe and be responsible for payment of all abatement costs imposed by the County on such owner’s property, including but not limited to the following: a.The property owner will be responsible for an inspection fee of $55 per parcel to cover the cost of creating and maintaining a file in the County’s database; Page 1 of 2 111 b.If the property owner fails to complete abatement work prior to the County inspection of the property, the property owner will be responsible for an inspection fee of $440 per parcel and the property will be scheduled for abatement by the County contractor; c.If the property owner completes the abatement work before the County contractor, the property owner will not incur further charges beyond those described above; d.If the abatement work is completed by the County contractor, the property owner will be assessed the contractor’s charges plus an administrative fee of $335. 5.Nonpayment of the abatement costs imposed by the County (including but not limited to those described above) will result in the same being levied as a special assessment against the property, to be collected at the same time and in the same manner as ordinary real estate taxes. Attachments: Exhibit A – 2016 Weed Abatement Program Commencement Report The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 16th day of March 2016 by the following vote: NOES: ABSENT: ABSTAIN: ______________________________ E. Manny Cappello, Mayor ATTEST: DATE: Crystal Bothelio, City Clerk Page 2 of 2 112 20 1 6 W E E D AB A T E M E N T PR O G R A M CO M M E N C E M E N T RE P O R T CI T Y OF SA R A T O G A EX H I B I T A 14 6 3 9 t4 6 5 1 21 3 6 0 21 3 9 8 20 8 5 1 21 9 8 1 21 7 8 1 12 4 4 5 18 5 9 7 12 2 6 0 13 0 2 5 I 85 9 6 I 88 5 4 18 7 7 4 13 2 3 9 19 t 2 7 Si t u s AP N WA WA LN 36 6 - 0 6 - 0 2 5 LN 36 6 - 0 6 - 0 2 7 RD 36 6 - 1 4 - 0 4 1 RD 36 6 - 3 1 - 0 0 7 RD 36 6 - 3 2 - 0 0 2 cE R 3 8 6 - 1 1 - 0 2 1 AV 38 6 - 1 3 - 0 5 9 RD 38 6 - 3 0 - 0 3 5 AV 38 9 - 0 6 - 0 1 7 AV 38 9 - 1 3 - 0 0 8 AV 38 9 - 1 7 - 0 1 0 AV 38 9 - 1 7 - 0 1 5 AV 38 9 - 1 7 - 0 3 2 wA 38 9 - 2 1 - 0 0 1 DR 38 9 - 2 5 - 0 0 1 DR 38 9 - 3 0 - 0 0 2 DR 38 9 - 3 7 - 0 3 9 DR 38 9 - 3 8 - 0 ' 1 8 RD 39 7 - 0 3 - 0 0 2 RD 39 7 - 0 3 - 0 2 9 BI G B A S I N BI G BA S I N BL U E HI L L S AR R O W H E A D WA R D E L L PR O S P E C T PR O S P E C T PA S E O CO X SA R A T O G A - SA R A T O G A CO X AF T O N AF T O N CA R z u C K BO N N E T AS P E S I PO R T O S MY R E N DA G M A R SO B E Y TE N AC R E S NU L L NU L L AN N A M A L A I KA D I R E S A N AN D CH A D H A MA N D H I R AN D G U P T A LE E AR T H U R C A N D HA R A D E B R A L SH I E YA W SH I AN D WA N G JI N G MA Y BA L L N I G E L AN D P A M E L A AL I SY E D MO N D A L SU D H R I T Y KA N D GH O S H SU M M E R H I L L S A R A T O G A FR O N T MV S C O M P A N Y LP DO S S RO G E R E TR U S T E E LI T V I N MI G U E L E AN D AN A M A R I A LI U NA N AN D YU A N Y U A N RE D D I N G N A D I N E A TR U S T E E TU C K E R JU S T I N AN D KA R E N T PA C I F I C G A S AN D E L E C T R I C CO HU J I N G C A O AN D KA N L A N YA L L A SR I N I V A S RA N D PE D A R L A MI L L E R E D W A R D TR U S T E E OR A N G I SO H Y OR G A N DO N A L D V AN D KA R E N M 21 9 9 1 SC E N I C HE I G H T S WA Y 39 6 9 W E L L T N G T O N SQ 21 3 6 0 BL U E HI L L S L N 21 3 9 8 AR R O W H E A D L N I0 8 5 6 LI N D A VI S T A D R 2I 9 8 I PR O S P E C T RD 2I 7 8 I PR O S P E C T RD 43 5 SE R R A M O N T E BL V D 18 5 9 7 CO X AV E 77 7 CA L F O R N I A AV E PO BO X 20 6 7 I8 5 9 6 CO X AV E 18 8 5 4 AF T O N AV E 18 7 7 4 AF T O N AV E 13 2 3 9 CA R z u C K AV E 19 1 2 7 BO N N E T WA Y 1I I A. L M A D E N BL 19 O I O PO R T O S DR 60 7 GR A Y S O N WA Y l9 I I O DA G M A R D R 14 1 4 I SO B E Y R D 18 8 4 3 TE N A C R E S R D (- I T V / S T A T F ' , SA R A T O G A SA N JO S E SA R A T O G A SA R A T O G A CU P E R T I N O SA R A T O G A SA R A T O G A CO L M A SA R A T O G A PA L O AL T O SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA N JO S E SA R A T O G A MI L P I T A S SA R A T O G A SA R A T O G A SA R A T O G A CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA950709s136-t462 95070-6521 95070-0000 9s014-4749 95070-0000 95070-0000 94014-3226 95070-4t07 94304 9s070 95070-4108 95070-4653 95070-4653 95070-4604 95070-5215 95113-2002 95070-5121 95035 95070-5157 95070-5605 95070-5621 19 0 1 0 13 6 0 1 l9 l l0 t4 r 4 t 1 88 4 3 23 re c o r d s oÍ 11 4 Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Page I 113 20 1 6 WE E D AB A T E M E N T PR O G R A M CO M M E N C E M E N T RE P O R T CI T Y OF SA R A T O G A EX H I B I T A Si t u s AP N CI T Y / S T A T E 18 8 6 0 14 4 7 8 14 6 9 0 14 9 2 3 14 9 2 1 14 5 2 1 14 4 1 6 18 6 8 0 I 54 8 8 14 5 8 1 14 8 0 5 14 8 7 5 14 5 5 3 14 5 7 7 14 9 6 1 18 5 4 0 18 3 9 4 15 t 2 0 22 0 6 0 22 0 4 0 22 1 0 0 22 5 3 0 TE N AC R E S SO B E Y SO B E Y SO B E Y SO B E Y QU I T O OL D WO O D VE S S I N G EL CA M I N O FR U I T V A L E FR U I T V A L E BA R A N G A VI A DE VI A DE VI A DE AL L E N D A L E MO N T P E R E QU I T O MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N 39 7 - 0 3 - 0 3 B 39 7 - 4 4 - A 2 2 39 7 - 0 4 - 0 3 6 39 7 - 0 4 - 1 2 6 39 7 - 0 4 - 1 2 7 39 7 - 0 5 - 0 2 8 39 7 - 0 5 - 4 4 2 39 7 - 0 6 - 0 3 0 39 7 - 0 8 - 1 08 39 7 - 1 7- 0 1 0 39 7 - 1 8 - 4 2 7 39 7 - 1 8 - 0 3 9 39 7 - 4 0 - 0 1 6 39 7 - 4 0 - 4 1 7 39 7 - 4 0 - 0 2 4 39 7 - 4 3 - 0 0 8 40 3 - 2 3 - 0 2 9 41 0 - 4 0 - 0 1 8 50 3 - 0 9 - 0 0 6 50 3 - 0 9 - 0 2 1 50 3 - 0 9 - 0 2 2 50 3 - 1 0- 0 0 ô 50 3 - 1 0- 0 6 7 SA R A T O G A SA N DI E G O LO S GA T O S SA R A T O G A SA R A T O G A SA N T A CL A R A MO L T N T A I N VIEW SA R A T O G A SA R A T O G A CL A R K S V I L L E SA R A T O G A LO S GA T O S SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A LO S GA T O S SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A CU P E R T I N O SA R A T O G A 95070-5639 92106-3467 95030 95070-6235 9s070 95052 94040-0000 95070-5672 9s070-6258 21029 95070-4448 9s030 95070-6147 95070-6147 95070-0000 9s070-5235 95032-tt13 95070 9s070-9729 9s070-9729 9s070-9729 95014-5141 9s070-0000 RD RD RD RD RD RD RD RD AV AV LN AV V/ A RD RD RD RD RD RD SP A L I N B U R G JO E L RA N D PA U L E T T E CH A U RO S S A N A B AN D EU G E N E Y HA L A M A VI L L A S LL C HA W K KE N N E T H VA J D I C BR A N I S L A V HI N Z LE S T E R F EX E C CO N C O R D PL A Z A AS S O C I A T E S LP MI N E T T I VI T O AN D MA z u A P AB H A z u , AL TR JA V A D I SA E E D AN D SO R A Y A TA N G JA C K K TR U S T E E & ET AL TA T E RO N A L D M AN D LI N D A CI F F O N E DO N A L D L JR A N D JO Y A UR R U T I A RI C A R D O J AN D EL L E N RA M A K R I S H N A SU D H A K A R AN D CA B E JA N E T H TR U S T E E MA R H A M A T MA J I D HU Y N H PA U L HO N G NG O C AN D NG O ME V C O R P MU I L E N B U R G MI C H A E L S MC A F E E ER I C A AN D MA R G U E z u T E J DI B A SH O L E H TR U S T E E & ET AL GA R R O D VI N C E S TR U S T E E & ET AL 18 8 6 0 TE N AC R E S RD 59 5 SA N AN T O N I O AV E 2O O S SA N T A CR U Z AV E UN I T 14 9 2 3 SO B E Y RD PO BO X 34 2 3 PO B O X 9 T 21 5 0 CA L I F O R N I A ST 18 6 8 0 VE S S I N G RD 15 4 8 8 EL CA M I N O GR A N D E 13 0 4 6 TW E L V E HI L L S RD 19 9 0 2 VI A ES C U E L A DR 22 S SA N T A CR U Z AV 2N D 14 5 5 3 VI A DE MA R C O S 14 5 7 7 VI A DE MA R C O S 14 9 6 I VI A DE MA R C O S 18 5 4 0 AL L E N D A L E AV E 2I 2 PR I N C E ST 15 1 2 0 QU I T O RD 22 O 2 O M T ED E N RD 22 O 6 O M T ED E N RD 22 O 4 O M T ED E N RD 1I 6 5 9 OL I V E SP R I N G CT 22 5 3 0 M T ED E N RD CA CA CA CA CA CA CA CA CA MD CA CA CA CA CA CA CA CA CA CA CA CA CA 46 re c o r d s oÍ 11 4 Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Page 2 114 Si t u s 20 1 6 WE E D AB A T E M E N T PR O G R A M CO M M E N C E M E N T RE P O R T CI T Y OF SA R A T O G A EX H I B I T A (- I T V / S T A T F ' , 13 9 0 5 22 5 5 1 22 1 2 2 22 2 1 5 13 6 1 5 RD RD RD RD RD RD RD RD RD RD RD CT RD LN LN DR DR LN RD LN AV DR WA 13 6 0 0 13 5 4 0 20 9 4 0 21 0 2 0 12 9 0 1 12 9 7 3 12 9 7 9 PI E R C E MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N MT ED E N VA Q U E R O PI E R C E SU R R E Y SU R R E Y CO M E R CO M E R FO O T H I L L PI E R C E FO O T H I L L EL V A CA N Y O N VI E W SU L L I V A N 14 4 3 5 C BI G BA S I N WY #1 8 4 15 2 0 9 BL U E GU M CT 15 2 0 9 BL U E GU M CT 22 6 5 3 GA R R O D RD I2 8 LO S TR A N C O S CI R 13 9 3 7 PI E R C E RD I3 9 3 7 PI E R C E RD 3O O MA K I N T O S H TE R 14 4 5 6 BI G BA S I N WA Y 14 4 5 6 BI G BA S I N WA Y 22 2 1 5 MT ED E N RD 13 6 1 5 VA Q U E R O CT 12 9 4 3 PI E R C E RD 13 6 0 0 SU R R E Y LN 13 5 4 0 SU R R E Y LN 20 9 4 0 CO M E R DR 2I O 2 O CO M E R DR 12 9 0 1 FO O T H I L L LN 12 9 7 3 PI E R C E RD 12 9 7 9 F O O T H I L L LN I5 O 4 I PA R K D R 20 8 9 5 CA N Y O N VI E W DR 20 9 0 5 SU L L I V A N WA Y SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A PO R T O L A VALLEY SA R A T O G A SA R A T O G A FR E M O N T SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A AP N 50 3 - 1 3- 0 1 B 50 3 - 1 3- 0 3 8 50 3 - 1 3- 0 3 9 50 3 - 1 3- 0 6 7 50 3 - 1 3- 1 1 7 54 3 - 1 3 - 1 2 7 50 3 - 1 3- 1 2B 50 3 - 1 3- 1 43 54 3 - 1 3 - 1 4 4 50 3 - 1 3 - 1 4 5 50 3 - 1 3- 1 50 50 3 - 1 4 - 0 3 4 50 3 - 1 5- 0 1 9 50 3 - 1 6 - 0 1 3 50 3 - 1 6- 0 1 5 50 3 - 1 6 - 0 7 6 50 3 - 1 7 - 0 6 3 50 3 - r 8- 0 2 6 50 3 - 1 8- 0 6 0 50 3 - 1 8- 0 6 6 50 3 - 2 7 - 0 8 1 50 3 - 2 8 - 0 0 4 50 3 - 2 8 - 0 0 5 JO H N S O N PH I L I P N TR U S T E E & ET AL HO R V A T H DA G M A R M HO R V A T H DA G M A R M AL I SY E D AN D SH A I S T A WY A T T DO U G L A S AN D HI N D IR A N Y FR E D Z AN D CH R I S TR U S T E E IR A N Y FR E D Z AN D CH R I S TR U S T E E AZ CH E M I C A L S IN C ET A L CH A N YI N AN D MO MA R Y . CH A N YI N AN D MO MA R Y KE E N A N , JO H N E TR CO C H R A N E JA M E S B AN D TE R Z I C JO H N ru A N G RU D Y YU H - r u H AN D S} I A U - BA K K E KR I S T I A N V AN D MI N O O A MC S W E E N E Y WI L L I A M TR U S T E E YA G E R RO B E R T A AN D MA R I O N E OV E L A N D CH A R L E S A AN D FA N YU AN D LI U YI N G BU S H JO H N RA N D PA T z u C I A J IS I D O R O FR A N K W AN D ME R N A L WO R O B E Y AN N M SC H A F E R BR U C E F TR U S T E E CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA9507095070-6268 9s070-6268 95070-0000 94028 9s070 95070 94539-3923 95070-60 l0 95070-6010 95070-0000 9s070-4804 9s070-3713 95070-4257 95070-4257 95070-3710 95070-3710 9s070-3712 9s070-3752 95070-3712 95070-6421 95070-5763 95070-5738 20 8 9 s 20 9 0 5 69 re c o r d s oÍ 11 4 Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Page 3 115 20 1 6 WE E D AB A T E M E N T PR O G R A M CO M M E N C E M E N T RE P O R T CI T Y OF SA R A T O G A EX H I B I T A CI T Y / S T A T E 20 9 t s 21 2 4 3 WA DR DR DR RD RD RD RD RD RD RD CT CT CT RD CT CT LN LN CT RD CT 20 8 s I 20 8 6 7 21 2 7 1 21 3 s 2 21 1 5 0 2 10 5 0 21 4 2 1 13 8 4 5 13 8 5 7 14 1 5 0 14 1 4 2 14 1 3 4 21 8 0 0 13 9 5 1 13 9 4 7 13 9 3 5 13 9 2 1 2t t 6 l r3 9 6 6 95070-6081 9s032-s036 95070-5888 95070-5888 9s070-s37s 95070-s306 9s070-s306 9s070-s372 9s070-s377 95070-5346 97530 95070-9727 95070-g',r27 9s070-9727 95070-9722 9s070-97r8 9s070-9718 95070-9726 9s070-9720 95070-9700 9s070-91t8 9s032-20s6 95070-5709 SU L L I V A N CA N Y O N VI E V / CA N Y O N VI E V / CA N Y O N VI E W SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A PI K E PI K E DO R E N E DO R E N E DO R E N E MT ED E N AL B A R AL B A R DA M O N DA M O N HE B E R P A S S AL B A R PI E R C E DE E P W E L L 50 3 - 2 8 - 0 0 6 50 3 - 2 8 - 0 0 8 50 3 - 2 8 - 0 7 5 50 3 - 2 8 - 0 8 9 50 3 - 2 9 - 0 0 6 54 3 - 2 9 - 0 2 7 54 3 - 2 9 - 0 4 2 50 3 - 2 9 - 0 9 9 54 3 - 2 9 - 1 2 4 50 3 - 3 0 - 0 0 3 50 3 - 3 0 - 0 4 2 50 3 - 3 1 -0 5 4 50 3 - 3 1 - 0 5 7 50 3 - 3 1 - 0 5 8 50 3 - 3 ' t - 0 7 7 50 3 - 3 1 - 0 8 7 50 3 - 3 1 - 0 8 8 s0 3 - 3 1 - 0 9 7 50 3 - 3 1 - 0 9 8 50 3 - 3 1 -1 00 50 3 - 3 1 -1 07 50 3 - 4 6 - 0 0 5 s0 3 - 5 5 - 0 3 9 SA R A T O G A LO S GA T O S SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A JA C K S O N V I L L E SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A LO S GA T O S SA R A T O G A BA H L KE N N E T H S AN D SV / A R A N B HA S H E M I E H JU L I A ET AL TA N G WA N - I G AN D YA V / - S H I N G LA W ED W I N AN D VI C K Y TR U S T E E BO W L E S JO H N A TR U S T E E & ET AL SP E A R LO z u J E A N TR U S T E E WO N G KE N L E Y HA Y AN D NA N C Y HE G E R CH A R L E S E AN D SH I R L E Y M ST E I M L E AN T H O N Y E AN D EN G SO O LI U QI N G X I A N G AN D ZH O U LI N G HO R N E R J A M E S F AN D KA T H L E E N W FA N SH E R M A N S AN D LI L Y L SE V I L L A AL B E R T O AN D WE L G E ZH U LI A N G LE E TI N G PI E AN D CH I A N G TO M M I E SE I F E R T MI C H A E L E AN D MO O R E HW A N G LI L Y L AN D JO S E P H J SP I R O AN I T A TR U S T E E LE M P E R T , DA V I D EM M A N U E L & JO O KY U N G - D O N HW A N G LI L Y L AN D JO S E P H J CH A T E A U MA S S O N LL C SC H U L M A N ST E V E N A AN D SA B R I N A 14 6 4 5 BI G BA S I N WA Y 10 6 HE I N T Z CT 20 8 5 1 CA N Y O N VI E W DR 20 8 6 7 CA N Y O N VI E W DR 2I 2 7 I SA R A T O G A HI L L S RD 21 3 5 2 SA R A T O G A HI L L S RD 2I I5 O SA R A T O G A HI L L S RD 2I O 5 O SA R A T O G A HI L L S RD 2I 4 2 I SA R A T O G A HI L L S RD 13 8 4 5 PI K E RD 46 0 0 LI T T L E AP P L E G A T E RD 14 1 5 0 DO R E N E CT 14 1 4 2 DO R E N E CT 14 1 3 4 DO R E N E CT 21 8 0 0 MT ED E N RD 13 9 5 7 AL B A R CT 13 9 6 6 AL B A R CT 13 9 3 5 DA M O N LN 13 9 2 1 DA M O N LN 21 7 6 1 H E B E R WA Y 13 9 6 6 AL B A R C T 15 0 5 5 LO S GA T O S BL V D ST E 21 2 4 3 DE E P W E L L CT CA CA CA CA CA CA CA CA CA CA OR CA CA CA CA CA CA CA CA CA CA CA CA 92 re c o r d s oÍ 11 4 Sa n t a Cl a r a Co u n t y \i l e e d Ab a t e m e n t Pr o g r a m Page 4 116 Si t u s 20 1 6 WE E D AB A T E M E N T PR O G R A M CO M M E N C E M E N T RE P O R T CI T Y OF SA R A T O G A EX H I B I T A 14 1 9 0 l3 80 1 2t 7 8 6 21 8 0 0 21 8 5 1 21 7 8 1 21 9 9 s 14 8 0 5 2t 5 3 1 21 7 5 0 21 1 1 0 21 7 5 6 14 9 3 0 15 2 1 4 19 3 7 0 15 7 8 0 15 0 2 7 1s 6 0 0 15 4 0 0 RD V/ A RD CT DR LN LN LN LN CT AV RD PL RD DR RD TO L L GA T E PA L A M I N O PI E R C E VI A RE G I N A VI A RE G I N A VI A R E G I N A VI A RE G I N A VI A RE G I N A MA S S O N SA R A T O G A VI N T A G E CO N G R E S S CO N G R E S S CO N G R E S S VI N T N E R BE L L E C O U R T SA R A T O G A . HI D D E N CT BO H L M A N BE L N A P PE A C H HI L L NO SI T U S AP N 54 3 - 6 2 - 0 2 7 50 3 - 6 8 - 0 0 2 50 3 - 6 9 - 0 0 1 50 3 - 6 9 - 0 0 7 50 3 - 6 9 - 0 1 0 50 3 - 6 9 - 0 3 0 50 3 - 6 9 - 0 3 4 50 3 - 6 9 - 0 3 9 50 3 - 7 2 - A 1 4 54 3 - 7 2 - 0 2 8 50 3 - 7 2 - 4 3 7 50 3 - 7 5 - 0 0 8 50 3 - 7 5 - 0 1 0 50 3 - 7 5 - 0 1 6 50 3 - 7 5 - 0 1 I 51 0- 0 5 - 0 0 5 51 0- 0 6 - 0 0 5 51 0 - 2 4 - 0 2 4 51 7- 1 3- 0 0 9 51 7 - 1 4 - A B 5 51 7 - 2 2 - 0 7 2 51 7 - 3 8 - 0 0 2 (- I T Y / S T A T Í ' , AT H E R T O N SA N JO S E SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A RE D W O O D CITY SA N T A CL A R A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A SA N JO S E LO S GA T O S SA R A T O G A SA R A T O G A SA R A T O G A SA R A T O G A 94027-4043 9s 138-0000 95070-4843 95070-4876 95010-484s 95070-4861 95070-4805 94061 95054-0000 95070-5758 95070-9713 95070 95070-9714 95070-973s 9s070-9712 95070-5846 95 135-0000 95030 95070-6354 95070-0000 95070 95070 GA D D I S ST E P H E N B NG U Y E N BA O MA N H AN D CR Y S T A L NG HI O K HI O N AN D WO O N WE N D Y DO W N S HA R O L D RA N D CA R R O L L SH A O FA N G - F E I P AN D HS I A O FE N G - DE R TO R O S S I A N PA P K E N S AN D MO A Z E N I MA H B O U B E H AN D ME H D I FA G G I N MA R Z I A TR U S T E E & ET AL CE R N E A RA U L A AN D OC T A V I A NA G A R A J A N VI N O D AN D RA M A N I BE D A R D CH A R L E S J AN D OT T PE Z Z A N I MI C H E L L E E TR U S T E E WA L K E R MA R G A R E T VI V I E N S LU T H R A AN K U R TR U S T E E ZA R N E G A R SA M S O N JE N G ED W A R D F TR U S T E E DU C DA N I E L A AN D LY N N K PO Z O S CA R Y L B TR U S T E E SA M P L E ST E P H E N P AN D PH I CH I N H SL T N YL I E AN D LI L I AR I M I L L I V TR U S T E E & ET AL PE L I O LI N D S E Y A ET AL 42 0 SE L B Y LN 22 I O WI N D I N G HI L L S CT 13 8 0 I PI E R C E RD 21 7 8 6 V I A RE G I N A 2I 8 O O VI A RE G I N A 21 8 5 I VI A RE G I N A 21 7 8 I VI A RE G I N A 36 4 0 CO L ì - N T R Y CL U B DR 88 9 AG N E W RD 21 5 3 1 SA R A T O G A HE I G H T S 21 7 5 0 VI N T A G E LN 21 7 7 0 CO N G R E S S HA L L LN 21 7 5 6 CO N G R E S S HA L L LN 14 I 5 I TE E R L I N K WA Y 14 9 3 0 VI N T N E R C T 20 8 1 2 4T H ST LI N I T I I 41 3 1 MA C K I N WO O D S LN 15 7 8 0 HI D D E N HI L L PL 15 0 2 7 BO H L M A N RD 15 6 0 0 BE L N A P DR I5 4 O O PE A C H HI L L RD I4 5 7 3 BI G BA S I N V/ A Y CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA 11 4 re c o r d s o¡ 11 4 Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Page 5 117 Counfy of Santa Clnra Deparlment of Agriculture ancl Environmental Management Weed Abatcment Division 1553 Berger Drive Building I SanJose, CA 95112 (408) 282-3 r45 Fax (408) 286-2464 November 30,2015 IMPORTANT NOTICE TO ABATE WEEDS Dear Property Owner: To protect your property and the surrounding area from possible fire, your jurisdiction contraots with the County of Santa Clara to operate a Weed Abatement Program. The County is providing this notice and information packet to you as paft of the Program. Please read the information carefully and call us for clarification or additional information. Your jurisdiction has or will adopt a resolution declaring your property as one that may contain potential fire hazards from weeds or other debris. ln addition, your jurisdiction will be conducting a public hearing to consider an abatement order requiring you to remove any hazardous vegetation or combustible debris. The public hearing will be held on the date and at the place stated in the attached notice to destroy weeds. The public hearing provides an oppoftunity for you to raise any objections and/or concerns to the requirement that you remove fire-hazardous vegetation and/or debris û'om your propefty prior to the deaclline provided in the attached abatement schedule. The Weed Abatement Program works in coordination with parcel owners if their property is habitat to protected species of plants and/or animals. If you believe your parcel includes an environmentally sensitive habitat, please check the box and explain this on the reply form to assist us in determining the best approach to weed abatement at your property. If after the public hearing the Weed Abatement Program is approved for your property, the County is authorized by its contract with the cities and by state law to perform an inspection of your properfy to determine whether the properfy has been cleared of hazards according to Minimum Fire Safety Standards (see enclosed brochure), Inspections will begin after the abatement deadline for your jurisdiction. This notice does not relieve you of your responsibility to complete the necessary work prior to the deadline for your jurisdiction. As a result of the parcel being included in the Weed Abatement Monitoring program you will be responsible for an annual fee of $55.00 to cover the cost of the compliance inspection. If you fail to complete the abatement work prior to the Counfy inspection of your propefty, you will be responsible for an inspection fee of $440 per parcel and your property will be scheduled for abatement by the County contractor. If you complete the abatement work before the County contractor, you will not incur further charges. Should the abatement work be completed by a County contractor, you will be assessed the contractor's charges plus a County administrative fee of $335 per parcel. 'I'he County will use the least costly method of abatement considering the physical characteristics of your properly and environmental concerns. Fees are detailed in the attached price list, The total amount will be included as a special assessment on your properly tax bill following confirmation of the charges by your Borrd of Supervisors: Mike Wæserman, Cindy Chavez, Dave Cortese, Kon Ycager, S. Joseph Si¡nitian County Executive: Jeffrey V. Smith 118 jurisdiction, Notice of the date of that meeting willbe posted at a location prescribed by your jurisdiction (fypically at the Civic Center) at least three days prior to the meeting. You can avoid all costs, other than the Annual fee, by completing the abatement work yourself according to Minimum Fire Safety Standards (see enclosed brochure) prior to the abatement deadline for your jurisdiction and maintaining the Minimum Fire Safety Standards for the duration of fïre season, which typically runs through October. Parcels will be removed from the program after three (3) consecutive years of voluntary compliance (work completed prior to the deadline). In preparation for this program, plsase cortplete and r€Iun the enclosed Rcply Fqrm so that we are âware of your intentions regarding the maintenance of your properfy. If you designate in your reply that you intend to abate the weeds yourself, you are expected to complete the abatement before the deadline listed on the abatement schedule and maÍntain fïre safe conditions for the duration of the fire season. Responding that you intend to provide maintenance yourself does not release you from this responsibility to have the maintenance completød before your deadline and repeøted as necessary to maintain Minimum Fire Safe Standards. County contractors will proceed to abate hazardous vegetation as necessary after the deadline for your jurisdiction. Enclosed you will find the following information: .l A Reply Í'orm specific to your property. Please complete and return promptly. ./ A Notice to Destroy \ileeds informing you of an upcoming public meeting that you must attend ifyou have any objections to the proposed removal ofhazardous vegetation or debris from your property. ./ A Weed Abatement Program Schedule for your city and a current County price list. ./ A Brochure about the Santa Clara County \{eed Abatement Program. Please be aware that any abatement performed by the County contractor must be in compliance with all applicable environmental protection regulations. If your property falls within an area designated as possible habitat for burrowing owls or any other proteoted species of bird or animal, the methods used to remove vegetation may be regulated by specific laws or local ordinances. If you are no longer the owner of the property identified by this mailing, please notif, the County immediately. If you sellyour properly after the date of this letter, it is your responsibility to notifu the new owner and to include the obligation to pay any abatement costs in your agreement of sale. Without taking this action, you will be responsible for all hazard abatement charges assessed to the property. Our goal is voluntary compliance with the Minimum Fire Safety Standards, and it is our objective to ensure that all properties remain safe from fire. If you have any questions about your property or need on-site advice to help you achieve compliance with the Minimum Fire Standards, please call the Santa Clara County Weed Abatement Program at (408) 282-3145. S Amy Brown, Director Department of Agriculture and Environmental Management 119 TRA 15 Not tce Destroy Weeds t NOTICE IS HEREBY GIVEN that on December 16,2015, pursuant to Article II of Chapter 6 of the Saratoga City Code, the City Council passed a resolution declaring that weeds, rubbish, refuse, obstructions or other dangerous materials as hereafter described, existing upon your property, or upon the adjacent street, constitutes a public nuisance, which must be abated by the removal and destruction thereof. NOTICE IS FURTHER GIVEN that property owners shall, without delay, remove and destroy all such weeds or brush or rubbish or other materials from their property and the abutting one-half of the street in front and alleys, if any, behinds such property and between the lot lines thereof as extended, or in front of which, said weeds are removed and such cost will constitute a lien upon such lots or lands until paid and will be collected upon the next tax roll upon which general municipal taxes are collected. All property owners having any objection to the proposed nuisance abatement are hereby notified to attend a meeting of the City Council, Council Chambers of City Hall at 13777 Fruitvale Ave., Saratoga, California, to be held on Wednesday, January 20,2016, at 7:00 p.m., or as soon thereafter as the matter can be heard, when their objections will be heard and given due consideration. The language and format for this notice is required by California Health and Søfety Code Sections 14891 EL Seq. (over) 120 SARATOGA WEED ABATEMENT PROGRAM SCHEDULE January 20 2016 April 15,2016 Commencement hearing to consider objections to abatement list. PARCEL ABATEMENT DEADLINE Parcel must be free from hazardous vegetation by this date or an Inspector will order abatement. July/August 2016 Assessment Hearing to protest abatement charges. 2016 COUNTY WEED ABATEMENT FEES Properties in the Weed Abøtement Program, you will be responsible for øn ønnuøl inspection fee of #55.00 per pørcel. Please be advised that the properfy ovyner of any parcel found to be non-compliant on or after the Aprit 15th deadline will be charged an inspection fee of $440.00 and the property will be scheduled for abatement by the County contractor. If you complete the abatement work before the County contractor performs the abatement, you will not incur further charges. Should the abatement work be performed by a County contractor, you will be assessed the contractor's charges plus a County administrative fee of $335.00 per parcel. 2016 COUNTY CONTRACTOR'S WEED ABATEMENT PRICE LIST A) Disc Work** PARCEL SIZE: 0-12,500 sq.ft. 12,501sq.ft .- 43,560sq.ft , Larger than I Acre l't Disc + 2nd Disc = Total Discs $202.86 $136.00 $338.86 s23s.72 $170.00 5405.72 $100.87 $89.s3 $190.40 (PER ACRE) .28 PER 1 0 6 Foot Mower $2 .28 PER 1000 saft * * It is required that parcels be disced twice a year. The cost for the first discing is higher due to additional work normally required during the first discing. B) HANDWORK C) FLAIL D) LOADER WORK E) DUMP TRUCK MOWING 12 Foot Mower $2.05 PER 1000 sqft 110.s0 $1O2.OO PER HOUR F) BRUSH WORK $3.28 PER 100 sqft G) Debris removal $38.86 PER 1000sqft G) DUMP FEE 100% Added to orders with debris removal at l00Yo of the dump site charge. *Please note this program does not offer herbicide application as a method of abatement. (over) 121 MI N I M U M FI R E SA F E T Y ST A N D A R D S 1. Ve g e t a t i o n mu s t no t ex c e e d 6 in c h e s in he i g h t an y ti m e af t e r th e co m p l i a n c e de a d l i n e . 2. Ma i n t a i n gr a s s e s an d we e d s be l o w 6 in c h e s fo r 10 fe e t ho r i z o n t a l l y on bo t h si d e s of al l ro a d w a y s , in c l u d i n g dr i v e w a y s an d ac c e s s ro u t e s . Ro a d s an d Dr i v e w a y s mu s t ma i n t a i n a cl e a r a n c e of 1 0' W by 13 ' 6 " H fo r al l ve g e t a t i o n 3. Cl e a r fl a m m a b l e ve g e t a t i o n a mi n i m u m of 30 fe e t ar o u n d an y st r u c t u r e , oc c u p i e d or no t . Or n a m e n t a l ve g e t a t i o n sh o u l d be ke p t cl e a r of de a d ma t e r i a l . So m e co n d i t i o n s , su c h as sl o p e s , ma y re q u i r e up to a 10 0 - f o o t cl e a r a n c e . 4. Pa r c e l s on e ac r e or le s s sh a l l be co m p l e t e l y ab a t e d . Pa r c e l s ov e r on e ac r e up to fi v e ac r e s re q u ì r e 30 - f o o t cl e a r a n c e ar o u n d st r u c t u r e s an d pe r i m e t e r pr o p e r t y li n e s . Ad d i t i o n a l 30 - f o o t cr o s s fu e l br e a k s ma y al s o be re q u i r e d . 5. Pa r c e l s la r g e r th a n fì v e ac r e s re q u i r e 30 - f o o t cl e a r a n c e ar o u n d st r u c t u r e s an d pe r i m e t e r pr o p e r t y li n e s in ad d i t i o n to 30 - f o o t cr o s s fu e l br e a k s as ne e d e d to se p a r a t e th e re m a i n i n g ve g e t a t i o n in t o se c t i o n s no la r g e r th a n fi v e ac r e s . 6. l( e e p pr o p e r t y cl e a r of ac c u m u l a t i o n of co m b u s t i b l e de b r i s , su c h as tr a s h , wo o d , an d de a d ve g e t a t i o n . St a c k e d fi r e w o o d an d ne a t l y pi l e d ya r d wa s t e is no t co n s i d e r e d to be co m b u s t i b l e de b r i s . 7. Ke e p ve g e t a t i o n cl e a r e d fr o m un d e r th e ea v e s of ho u s e s . 8. -r i m tr e e br a n c h e s to at le a s t 10 fe e t aw a y fr o m ch i m n e y . 9. Cl e a r le a v e s , pi n e ne e d l e s an d de b r i s fr o m ro o f an d gu t t e r s . Tr ¡ m Gv e r h ã n g ¡ n g tr æ s 10 ' fr c m ch ¡ m n e y , L¡ m b la r g e tr æ s år o u n d st r u c t u r e s - file Safcty ïhlough Uegetat¡on tt l a n a g e m e n t û l¡ l ã ¡ n t ã ¡ n mi n i m u m 30 ' cl e a . a n c e of br u s h ãn d co m b u s l i b l e ve g e t a t i o n år o u n d al l st r u c t u G s . dt -_ \ - ¿ -Ë ' - \ Cl e a r le a v € s , lw ¡ g s co m b u s t i b l ê añ d ot h e r de b r i s of l ro o l . C¡ e å r co m b u s t i b t € ve g e t a t i o n ân d de b r i s ar c m be n e a t h de c k s " tê l e a r tr o u s nu m b c r , in an êm s r g e n c y , th a ad d r e s E sh o u l d b€ sâ s ¡ l y se e n an d r e a d a b l e fr o m th e st r æ l - t St a c k wo o d p i l € s at le a s t 3( } ' fr c m bu i l d i n g s , le n c e s an d ot h e r co m b u s l i Þ l e ¡ñ ¿ t e r a a i s " ß Tt ¡ m ov e r h a n g i n g t| æ s 10 ' lr c m ch i m n e y , Li m b la r g e tr æ s âÞ u n d st r u c t q r e s , ß fi ft i s t t Õ s ê of t6 s þ , Ëf u s , ru b b i s h , tr ¡ m m i n E s an d ot h e r co m b u s t i b t e de b r i s bv ha v i n q it ha u l e d lo læ å l La n d F ¡ l l . l] l ã ¡ ñ t ã i n lh e gr a s s e s ân d we e d s on yo u r pm p e r l y be l o w 6" . rl r e a s ol 1 âc r ê or mo r e ma y be co m p l e t e l y di s e d , fi r e br c k e n or gr a æ d wi t h pe r i m e t e F ma i n l a i n e d - Pl e â s e ca l l fo r rê q u ¡ r e m € n t s lw yo u r på r t ¡ c u l a r pa r ç e l , $anta Glara Gounu D. e p a ñ m e n t of Agriculture and En v i ron m e ntal M an ag e me nt Weed Abatêment Program 1553 Berger Drive #1 San Jose, Ca95ll2 Phone (408)282-3145 Fax: (408) 286-2460 SC C " WeedAbaternent, icep. socgov.org Th e fo l l c w i n g is a pa r t i a l li s t of fi r e re s i s t a n t pl a n t s th a t yo u ma y ch o o s e to us e ar o u n d yo u r ho m e to re d u c e th e ri s k of fi r e . Co n t a c t yo u r lo c a l nu r s e r y io r se l e c t i o n s ap p r o p r i a t e to yo u r ar e a . Al l gr a s s e s , in c l u d i n g th o s e pu r p o r t e d l y fì r e re s i s t a n t , mu s t be ma i n t a i n e d be l o w 6" in he i g h t . Tr e e s : Af r i c a n S. . r m a c Ca l i f o m i a Pe p p e r Sh r u b s : Be a r b e r r y Ca r m e l Cr e e p e r Ca r o l i n a Ch e r r y Ca h l i n a Ch e r r y Es c a l l o n i a Ho p s e e d Bu s h Le m o n a d e Be r r y Gr o u n d c o v e r : Aa r o n ' s Be a r d Au s t r a l i a n Da i s y Ca n d y t u f t St e r i l e Ca p e w e e d Fr e e w a y Da i s y Ro c k ro s e (e x c e p t Gu m Va r i e t y ) Íi r e Fe s i s t a n t la n d s e a [ ¡ n u 122 Th e Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m Th e Sa n t a Cl a r a Co u n t y De p a r t m e n t of Ag r i c u l t u r e an d En v i r c n m e n t a l Ma n a g e m e n t an d yo u r ci t y ar e wo r k i n g to g e t h e r to pr o t e d yo u r co m m u n i t y fr o m fi r e . We ne e d yo u r he l p . Pl e a s e re a d an d fo l l o w th e di r e c t i o n s pr o v ì d e d in th i s br o c h u r e re g a r d i n g fì r e pr e v e n t i o n on yo u r pr o p e r t y . Th e pu r p o s e of t h e We e d Ab a t e m e n t Pr o g r a m is to pr e v e n t fi r e ha z a r d s po s e d by ve g e t a t i v e gr o w t h an d ti B ac c u m u l a t i o n of co m b u s t i b l e ma t e r i a l s . Th e We e d Ab a t e m e n t pr o g r a m is en t i r e l y fu n d e d fr o m fe e s ch a r g e d to re s i d e n t s . Fe e s wi l l be as s e s s e d fo r an y pr o p e r t y in th e pr o g r a m . Th i s is to co v e r th e co s t of th e co m p l i a n c e in s p e c t i o n fo r th e pr , r p e r t y . Pr o p e r t i e s th a t fa i l th e co m p l i a n c e in s p e c t i o n wi l l be ch a r g e d an in s p e c t i o n fe e , ev e n if th e re s i d e n t co m p l e t e s th e we e d ab a t e m e n t . lf th e pr o p e r t y re q u i r e s ab a t e m e n t by th e Co u n t / co n t r a c t o r , th e pr o p e r t y ow n e r wi l l be re s p o n s i b l e fo r th e ac t u a l co s t of ab a t e m e n t pl u s an ad m i n i s t r a t i v e fe e . Pr o p e r t i e s th a t ne e t an d ma i n t a i n th e mi n i m u m fì r e sa f e t y st a n d a r d s wi l l no t be ch a r g e d ot h e r th a n th e an n u a l fe e . Pr o g r a m st a f f an n u a l l y in s p e c t pa r c e l s at th e be g i n n i n g of th e fì r e se a s o n , wh i c h is ty p i c a l l y in Ma r c h or Ap r i l de p e n d i n g on yo u r ju r i s d i : t i o n . lf th e pa r c e l is no t in co m p l i a n c e at th e ti m e of in s p e c t i o n , th e pr o p e r t y ow n e r wi l l be ch a r g e d an in s p e c t i o n fe e , an d th e ow n e r wi l l be se n t a co u r t e s y no t i c e as a re m i n d e r to ab a t e th e we e d s . lf th e we e d s ar e no t ab a t e d by th e pr o p e r t y ow n e r , th e wo r k wi l l be co m p l e t e d by th e Co u n t y co n t r a c t o r . Th e pr o p e l y ow n e r wi l l pa y a fe e eq u a l to th e co n t r a c t o / s ch a r g e s pl u s a Co u n t y ad m i n i s t r a t i v e fe e . Al l fe e s wi l l be in c l u d e d in yo u r pr o p e l y ta x bi l l . Ou r Go a l ls Uo l m t a r y Go m i l i a n c c P ro p e r t y Ow n e r ' s Re s p on s i bl i I it i e s o Do no t al l o w a fì r e ha z a r d to ex i s t on yo u r pr o p e r t y . Th e Mi n i m u m Fi r e Sa f e t y St a n d a r d s (M F S S ) in th i s br o c h u r e gi v e yo u gu i d e l i n e s to =o l l o w in or d e r to ma i n t a i n yo u r pr o p e r t y an d pr o t e c t ag a i n s t a fì r e ha z a r d . Pl e a s e co n t a c t ou r of f i c e rt yo u ne e d gu i d a n c e or ha ' t e an y qu e s t i o n s re g a r d i n g th e re q u i r c m e n b ! o Ma k e ar n a n g e m e n t s to ha v e yo u r pr o p e r t y ma i n t a i n e d th r o u g h o u t th e ye a r . Co n t r a c t o r s ca n be fo u n d in th e ye l l o w pa g e s . Yo u ma y ch o o s e to ha v e th e Co u n t y co n t m c t o r ma i n t a i n yo u r pr o p e r t y . A cu n e n t pr i c e li s t is in c l u d e d in yo u r pa c k e t . . Pl e a s e co m p l e t e an d re t u m th e Re p l y Fo r m pr o v i d e d in yo u r ma i l i n g pa c k e t by th e da t e on th e fo r m . ln d i c a t e yo u r pr e f e r e n c e re g a r d i n g pe r f o r m a n c e of we e d ab a t e m e n t se r v i c e s . Pr o ï a m St e f f lc s p o n s i [ ¡ l ¡ t ¡ G s . vV e e d Ab a t e m e n t ln s p e c t o r s w¡ l l pe r f o r m pe r i o d i c in s p e c t i o n s on al l pa r c e l s in c l u d e d in th e Sa n t a Cl a r a Co u n t y We e d Ab a t e m e n t Pr o g r a m . Pr o p e r t i e s th a t fa i l th e co m p l i a n c e in s p e c t i o n wi l l be ch a r g e d an in s p e c t i o n fe e , ev e n if th e re s i d e n t co m p l e t e s th e we e d ab a t e m e n t . . ln s p e c t o r s wi l l or d e r th e Co u n t y co n t r a c t o r to pe r f o r m al l ne c e s s a r y ab a t e m e n t wo r k on an y pa r c e l wh e r e th e MF S S ar e no t me t . An at t e m p t wi l l be ma d e to gi v e th e ow n e r a co u r t e s y no t i c e pr i o r to in i t i a l ab a t e m e n t . . 0n pr o p e r t i e s wh e r e th e MF S S ha v e be e n me t , bu t a fi r e ha z a r d st i l l ex i s t s , th e We e d Ab a t e m e n t Pr o g r a m wi l l se n d a le t t e r to th e ow n e r sp e c i f y i n g ad d i t i o n a l wo r k th a t ne e d s to be pe r f o r m e d . . Th e Co u n t y co n t r a c t o r us e s se v e r a l me t h o d s of ab a t e m e n t in c l u d i n g di s c i n g an d ha n d w o r k . Th e pr o p e r t y ow n e r is fr e e to se l e c t wh a t e v e r me t h o d th e y ch o o s e , pr o v i d e d th e MF S S of al l fe d e r a l , st a t e an d lo c a l la w s ar e me t . . Th e We e d Ab a t e m e n t Pr o g r a m wi l l pl a c e in s p e c t i o n co s t s an d th e ch a r g e s fo r Co u n t y co n t r a c t o r se r v i c e s pl u s a Co u n t y ad m i n i s t r a t i v e fe e on th e pr o p e r t y ow n e l s ta x bi l l du r i n g th e ne x t fi s c a l ye a r . O¡ u l s F re q u e n t l y As k e d Qu e s f i o n s Q. Wh y ha v e I re c e i v e d an Ab a t e m e n t No t i c e ? A. Ty p i c a l l y , a pr o p e r t y is pl a c e d on th e pr o g r a m if a We e d Ab a t e m e n t ln s p e c t o r id e n t i f ì e d a po t e n t i a l fì r e ha z a r d on th e pr o p e r t y . Fi r e De p a r t m e n t s an d ot h e r ag e n c i e s al s o su b m i t co m p l a i n t s to th e We e d Ab a t e m e n t Pr o g r a m . Q. Wh a t is re q u i r e d of me no w th a t I am in th e Pr o g r a m ? A. Al l pr o p e r t y ow n e r s ar e re q u i r e d to ma i n t a i n th e i r pr o p e r t y fr e e of fi r e ha z a r d s th r o u g h o u t th e ye a r . Q. Th e gr a s s e s pl a n t e d on my pr o p e r t y ar e fi r e re s i s t a n t . Ar e th e y ex e m p t fr o m th e We e d Ab a t e m e n t pr o g r a m ? A. No . Ev e n gÍ a s s e s th a t po s s e s s so m e fì r e re s i s t a n t qu a l i t i e s ar e no t fi r e pr o o f , an d th e y ca n ad d fu e l to an y si t e th a t is su b j e c t to a fi r e . Ad d i t i o n a l l y , fì r e re s i s t a n t gr a s s e s ar e ra r e l y fo u n d in a pu r e , ho m o g e n o u s st a n d bu t ra t h e r ar e us u a l l y fo u n d to oc c u r mi x e d wi t h ot h e r co m m o n in t r o d u c e d an n u a l gr a s s e s th a t ar e hi g h l y fl a m m a b l e an d ha z a r d o u s in a fi r e ev e n t . Fi n a l l y , ma n y gr a s s e s oc c u r in Sa n t a Cl a r a Co u n t y an d sp e c i e s id e n t i f i c a t i o n is di f f i c u l t in th e fi e l d , es p e c l a l l y af t e r th e sp r i n g wh e n th e re p r o d u c t i v e po r t i o n s re q u i r e d fo r id e n t i f i c a t i o n ha v e dr i e d an d di s p e r s e d . We e d Ab a t e m e n t ln s p e c t o r s ca n on l y fo c u s on th e pr e s e n c e of gr a s s e s an d we e d s on yo u r pr o p e r t y an d th e Mi n i m u m Fi r e Sa f e t y St a n d a r d s , an d no t on gr a s s sp e c i e s id e n t i f ì c a t i o n . Th e r e f o r e , al l gr a s s e s ar e re q u i r e d to be be l o w 6 in c h e s in he i g h t . Th e s e sm a l l ow l s ne s t in ab a n d o n e d gr o u n d sq u i r r e l bu r r o w s . Di s c i n g co l l a p s e s th e bu n o w s an d ki l l s th e yo u n g . Th e s e ow l s ar e li s t e d as a st a t e Sp e c i e s of Sp e c i a l Co n c e r n an d ar e pr o t e c t e d by th e fe d e r a l Mi g r a t o r y Bi r d Tr e a t y Ac t . lf yo u su s p e c t bu n o w i n g ow l s on yo u r pr o p e r t y yo u mu s t us e an o t h e r fo r m of we e d ab a t e m e n t su c h as mo w i n g or we e d - ea t i n g . lf yo u re q u e s t th e Co u n t y pe r f o r m ab a t e m e n t se r v i c e s , pl e a s e no t i f y pr o g r a m st a f f or yo u r Ci t y if bu n o w i n g ow l s ar e kn o w n to ex i s t on vo u r or o o e r t v . il 0 r c fA Q : Q. Wh a t is th e SC County Weed Abatement Prognm? A. Th i s !s a mo n i t o r i n g program and our primary objective is vo l u n t a r y co m p l i a n c e . See the first two paragraphs of this br o c h u r e fo r fu r t h e r specifìcs. Q. Ho w lo n g will I be on the Program? A. Yo u r pr o p e r t y will remain on the Program for three years. lf no ha z a r d s ar e found during that time, your property may be re m o v e d fr o m th e program. Q. Ho w mu c h will this cost ne? A. Th e r e wi l l be an annual fee to cover the cost of the co m p l i a n c e in s p e c t i o n . lf the parcel does not meet the MFSS wh e n it is fi r s t in s p e c t e d in the spring, or if work is required by th e Co u n t y co n t r a c t o r , you will be charged a fee. Our goal is to en s u r e th a t th e MFSS are met at the lowest possible cost to th e pr o p e r t y ow n e r . Q. Ho w w i l l lb e billed? A. An y ch a r g e s for the inspection and any abatement work pe r f o r m e d wi l l appear as a special assessment on your next pr o p e r t y ta x bi l l . Q. Wh y ha v e you performed work on my property while th e ve g e t a t i o n is still green? A. Gr a s s , we e d s or piles of combustible debris have been de c l a r e d a pu b l i c nuisance by your jurisdiction. Abating fire ha z a r d s in th e spring minimizes the volume of combustible ma t e r i a l be f o r e the hazards increase during the peak fire se a s 0 n . Q. Wi l l yo u no t i f y me prior to beginning abatement work? A. Pr o p e r t y ow n e r s are responsible for preventing fire hazards on th e i r pr o p e r t y . lf the MFSS have been met, but further work is ne c e s s a r y , you will receive notice prior to the County co n t r a c t o r pe r f o r m i n g the work. lf the MFSS have not been me t , an at t e m p t will be made to give the owner a courtesy no t i c e pr i o r to in i t i a l abatement. Q. Wh e r e ca n I find someone to provide abatement se r v i c e s ? A. We e d Ab a t e m e n t contractors can be found in the Yellow Pa g e s un d e r "W e e d Control Services" or "Discing Services". Yo u ma y ha v e the County contractor perform the necessary wo r k ; se e yo u r mailing packet for a current price list as ad m i n i s f a t i v e costs are charged. Q. Ho w ca n I get additional information or assistance re g a r d i n g th e specific requirements for my property? A. We e d Ab a t e m e n t lnspectors are available to assist you and an s w e r yo u r qu e s t i o n s . Please call our Customer Service line at (4 0 8 ) 28 2 - 3 1 4 5 to schedule a consultation with program st a f f or to ob t a i n additional information. 123 2016 Return Reply Form IMPORTANT: Please complete this form and mail back to the Weed Abatement Program no later than February 15,2016. Thank you. CHADHA MANDHIR AND GUPTA MONICA 21398 ARROWHEAD LN SARATOGA CA 95070-OOOO CHADHA MANDHIR AND GUPTA MONICA TRA: 15-120 .366-06-027. Please check the box that applies for each parcel (see explanations below): ABC .-1 'l 1, tt\ I r' (., '. 1 t Parcel Number Site Address 366-06-027 21398 ARROWHEAD i' gAlL{T964 fi I am no longer the owner of this property, and the new owner information is listed below. Please return Reply Form immediately $ I intend to maintain this parcel in a manner consistent with the Minimum Fire Safety Standards from April 15,2015 through the end of the fire season (typically runs through October). All parcels on the abatement list remain subject to inspection to ascertain compliance. Non- compliance by the deadline will result in an lnspection fee or the abatement of weeds by the County contractor and the resulting charges added to the property tax C I request that the County Contractor perform weed abatement work on this parcel. Charges for this work will be added to my property tax bill, Work may commence on or about March 12th, 2016. Please provide any additional information such as new owners, presence of piping, irrigation, crops or other improvement. lf your property is fenced/locked, please provide instructions on how to enter the property. lf you are no longer the owner of the property identified by this mailing, please notify the County immediately. lf you sell your property after December 1st,2015, it is your responsibility to notify the new owner and to include the obligation to pay any abatement costs in your agreement of sale. Without taking this action, you will be liable for all hazard abatement charges assessed to the property Thank you Please check if you feel this parcel is environmentaly sensitive () Signature Name (please print)Date Day time phone 124 County of Santa Clara Agriculture and Environmental Management Weed Abatement Program 1553 Berger Drive, Bldg. 1 San Jose, California 95112 (408) 282-3145 FAX 286-2460 Parcel #: 366-06-027 Dear Property Owner, ln Decembet 2015, we notified you of the legal requirement to abate weed growth that may create a fire hazard at the above-referenced property. The compliance deadline to destroy hazardous vegetation on your property is April 1,2016. Please be advised that you must continue to meet the minimum fire safe standards throughout the fire season, which typically runs unt¡l October 30th. lnspectors from the County of Santa Clara will perform inspections to ensure compliance with the minimum fire safe standards. Any parcel that fails a weed abatement compliance inspection is subject to a $440 inspection fee. lf the weeds have not been destroyed at the time of the compliance inspection, a work order will be issued to the County's contractor to perform the abatement. The charges for weed abatement services will be the responsibility of the property owner and added to the property tax bill. No further notification will be sent before charges are applied. lf you are unable to meet this deadline, please contact our office prior to the deadline to discuss an extension. lf you have a crop or grazing animals on your property, please notify us immediately to avoid any assessments. Grazing animals must be present on the property no later than April 1 ,2016, unless other arrangements with the program have been agreed to in advance Your cooperation in keeping your property hazard-free and fire safe is appreciated. Please contact our office immediately at (408) 282-3145 if you have any questions or concerns. Sincerely, Moe Kumre, Coordinator Weed Abatement Program Board of Supervisors: Mike WAssermân, Cindy Chavez, Dave Cortesc, Ken Yeager, S. Joseph Simitian County Executive: Jeffrey V. Smith 125 County of Santa Clara Weed Abatement Program 1553 Berger Drive, Bldg #1 San Jose. CA 95112 TANG, JACK K TR/TR 19902 VIA ESCUELA DR SARATOGA, CA 95070-4448 J i ' SANTA CLARA COLINTY DEPARTMENT OF AGzuCULTURE AND ENVIRONMENTAL MANAGEMENT WEED ABATEMENT DIVISION Dear Property Owner OR Current Resident, Parcel (s)397-18-027 In December 2014 we sent you a NOTICE TO DESTROY WEEDS from your properfy, and maintain it throughout the year The Compliance deadline for your jurisdiction was 411 l5 and a recent inspection of the above mentioned parcel (s) revealed the existence ofa fire or health and safety hazard due to: I weed growth or re-growth û brush ! accumulated debris n other Receipt of this card indicates the parcel failed the initial inspection and you will be responsible forthe cost of the inspection which will appear on your property tax bill, Please arrange to have this hazard removed by:7t212014 After this date if the work has not been completed a work order will be issued to the County contractor to perform the abatement and the charges will appear on your property tax bill. No further notifrcation will be sent before the work is done, Your cooperation in keeping your propeffy hazard free and fire safe is appreciated. PLEASN CONTACT OUR OFFICE IMMEDIATELY IF YOU HAVE ANY QUESTIONS OR. CONCERNS. t-,-. . Inspection Performed by:Hilary Blamey (408)282-314s printed l/2612016 126 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:City Manager’s Office PREPARED BY:Brian Babcock, Administrative Analyst I SUBJECT:Allocation of Community Event Grant Program Funds RECOMMENDED ACTION: Review the one Saratoga Community Event Grant Program application for this fiscal year and provide direction. Consider grant requests for next fiscal year and determine allocations. BACKGROUND: The City Council has considered community event grant funding requests through a formal application process for the last four years. Although the majority of Community Event Grant Program applications are brought to the Council during this time, individual applicants are allowed to come before the Council for consideration any time throughout the year. There are two basic criteria events must meet to be considered for grant funding: A) events must be held in Saratoga; and B) open to the public. Grants are allocated on a reimbursement basis with the exception of City-related fees, such as permit fees or park rental costs. The program also outlines three priorities Council can use to determine allocations: 1.Saratoga-based non-profit organizations holding events in Saratoga will be given first priority. 2.Non-profit organizations coordinating events in Saratoga will be given second priority. 3.Organizations that have previously coordinated events in Saratoga will be given preference over organizations that have not. The annual application process is conducted during the first part of each year in accordance with Council direction when the event grant program was established. At the December 16, 2015 City Council meeting, Council allocated $35,000 to the program for Fiscal Year 2016/17. Summary of Fiscal Year 2015/16 Grants Requests Among the applications staff received for grant funding, one request from the Hakone Foundation is for this fiscal year. Hakone’s “17th Annual Hakone Matsuri” will be held on May 127 15, 2016 at Hakone Gardens from 11 a.m. to 4 p.m. The request is for $5,000 and the application is part of Attachment B. The total cost of the event is estimated at $18,775. The applicant has been advised to attend the March 16, 2016 Council meeting to address questions regarding the grant request. There is currently $5,617 left in unused funds in the 2015/16 Community Event Grant Program. These funds have been left unused due to an event cancellation and reimbursement requests that were less than what was allocated by the Council. If desired, the Council could direct the City Manager to reallocate no more than $5,000 of these unused funds toward the “17th Annual Hakone Matsuri.” Summary of Fiscal Year 2016/17 Grants Requests The City received 15 applications amounting to $48,970 in Community Event Grant requests for next fiscal year. A detailed summary of the applications is in Attachment A. The applications received are included as Attachment B. Attachment C lists the history of past event allocations. All applicants have been encouraged to attend the March 16, 2016 Council meeting to answer questions regarding their applications. The Council has allocated $35,000 for Fiscal Year 2016/17. ADVERTISING, NOTICING AND PUBLIC CONTACT: The City released the application on January 19, 2016. Information about the program— including the application—was emailed twice to past applicants, posted on the City’s website and social media pages, and made available on the City’s homepage. Additionally, a news brief about the program was printed in the Saratoga News on February 19, 2016. ATTACHMENTS: Attachment A: Summary of Community Event Grant Applications Attachment B: Community Event Grant Applications Attachment C: History of Community Event Grant Allocations 2 128 Attachment A: Community Event Grant Funding Requests Community Event 2015/16 Request Event Date Attendance Location Organization Non-Profit Prev. Grant Prev. Saratoga Events 1 Hakone Matsuri $5,000 5/15/2016 2,000 Hakone Gardens Hakone Foundation Yes, Saratoga- based No Yes Total Funding Requested $5,000 Community Event 2016/17 Request Event Date Attendance Location Organization Non-Profit Prev. Saratoga Events Prev. Grant 1 Blossom Festival $4,600 3/18/2017 4,000 Heritage Orchard, Warner Hutton House Saratoga Historical Foundation Yes, Saratoga- based Yes Yes 2 Chinese Mid- Autumn Festival $350 9/17/2016 300 Saratoga History Museum OCAW, Silicon Valley Yes, Saratoga- based Yes Yes 3 Hakone Matsuri $5,000 5/21/2017 2,000 Hakone Gardens Hakone Foundation Yes, Saratoga- based Yes No 4 Holiday Wine Stroll $4,500 11/25/2016 4,000 Big Basin Way Saratoga Chamber of Commerce Yes, Saratoga- based Yes Yes 5 IOOF Easter Egg Hunt $600 4/15/2017 300 Wildwood Park Saratoga IOOF Lodge 428 Yes, Saratoga- based Yes Yes 6 Memorial Day Observance $1,000 5/29/2017 600-700 Blaney Plaza and Madronia Cemetery Saratoga Foothill Club Yes, Saratoga- based Yes Yes 7 Montalvo Arts Splash $4,000 April 2017 3,000 Montalvo Arts Center Montalvo Arts Center Yes, Saratoga- based Yes Yes 129 Attachment A: Community Event Grant Funding Requests 8 Opera in the Park $3,000 9/25/2016 500 Wildwood Park Bay Shore Lyric Opera Yes, Saratoga- based Yes Yes 9 SASCC Health and Wellness Expo $5,150 10/29/2016 400 Joan Pisani Community Center Saratoga Area Senior Coordinating Council Yes, Saratoga- based Yes Yes 10 Relay for Life of Saratoga $5,000 7/23/2016 200 St. Andrew’s Church American Cancer Society Yes Yes No 11 Saratoga Community Band $750 5/21/2017 350 Wildwood Park Los Gatos- Saratoga Recreation No Yes Yes 12 Saratoga July Fourth Celebration $2,200 7/4/2016 1,000- 2,000 Kevin Moran Park Community Volunteers No Yes Yes 13 Saratoga Pet Parade $820 8/1/2016 Unknown Wildwood Park Saratoga Village Development Council No Yes No 14 Saratoga 60th Anniversary Parade $7,000 9/17/2016 500-1000 Big Basin Way Community Volunteers No No No 15 Utsav 2017 – Festival of Folk Dances of India $5,000 5/3/2017 300 To Be Determined Nupur Folk Dance Academy No No No Total Funding Requested $48,970 Color Code: Saratoga-Based Non-Profit Non-Profit Organization Has Previously Held Event In Saratoga 130 131 132 2016 Matsuri Budget-12/31/2015 INCOME 2015 ACTUAL 2016 BUDGET DIFFERENCE %Food Sales 5,193.00$ 7,000.00$ 1,807.00$ 35%Beverage Sales 1,732.00$ 1,800.00$ 68.00$ 4%Craft and Kimono Sales 1,247.00$ 1,200.00$ (47.00)$ -4%Donations-Corp. Affiliates 7,200.00$ 10,000.00$ 2,800.00$ 39%Other Donations*1,798.00$ 1,800.00$ 2.00$ 0% TOTAL INCOME 17,170.00$ 21,800.00$ 4,630.00$ 27% EXPENSEFood Tents 1,911.00$ 2,500.00$ 589.00$ 31%Health Department 1,064.00$ 1,000.00$ (64.00)$ -6%Liqour Permit 75.00$ 75.00$ -$ 0%West Valley College 400.00$ 400.00$ -$ 0%Shuttle Bus 4,900.00$ 10,000.00$ 5,100.00$ 104%Santa Clara County Sheriff 1,000.00$ 1,000.00$ -$ 0%Beer 1,170.00$ 1,000.00$ (170.00)$ -15%Advertising 500.00$ 500.00$ -$ 0%Hand Fans 638.00$ 700.00$ 62.00$ 10%Marketing 509.00$ 500.00$ (9.00)$ -2%Utensils and Supplies 66.00$ 100.00$ 34.00$ 52%T-Shirts 500.00$ 500.00$ #DIV/0!Kagami Biraki 500.00$ 500.00$ -$ 0%-$ #DIV/0!TOTAL EXPENSE 12,733.00$ 18,775.00$ 6,042.00$ 47% NET PROFIT 4,437.00$ 3,025.00$ (1,412.00)$ -32% Due to limited parking at the park, we rent the parking lot at WVC and shuttle guests to/from Hakone. Due to the number of guests last year, we need to double the number of shuttles we rent. 133 134 135 136 137 138 139 140 141 2016 Matsuri Budget-12/31/2015 INCOME 2015 ACTUAL 2016 BUDGET DIFFERENCE %Food Sales 5,193.00$ 7,000.00$ 1,807.00$ 35%Beverage Sales 1,732.00$ 1,800.00$ 68.00$ 4%Craft and Kimono Sales 1,247.00$ 1,200.00$ (47.00)$ -4%Donations-Corp. Affiliates 7,200.00$ 10,000.00$ 2,800.00$ 39%Other Donations*1,798.00$ 1,800.00$ 2.00$ 0% TOTAL INCOME 17,170.00$ 21,800.00$ 4,630.00$ 27% EXPENSEFood Tents 1,911.00$ 2,500.00$ 589.00$ 31%Health Department 1,064.00$ 1,000.00$ (64.00)$ -6%Liqour Permit 75.00$ 75.00$ -$ 0%West Valley College 400.00$ 400.00$ -$ 0%Shuttle Bus 4,900.00$ 10,000.00$ 5,100.00$ 104%Santa Clara County Sheriff 1,000.00$ 1,000.00$ -$ 0%Beer 1,170.00$ 1,000.00$ (170.00)$ -15%Advertising 500.00$ 500.00$ -$ 0%Hand Fans 638.00$ 700.00$ 62.00$ 10%Marketing 509.00$ 500.00$ (9.00)$ -2%Utensils and Supplies 66.00$ 100.00$ 34.00$ 52%T-Shirts 500.00$ 500.00$ #DIV/0!Kagami Biraki 500.00$ 500.00$ -$ 0%-$ #DIV/0!TOTAL EXPENSE 12,733.00$ 18,775.00$ 6,042.00$ 47% NET PROFIT 4,437.00$ 3,025.00$ (1,412.00)$ -32% Due to limited parking at the park, we rent the parking lot at WVC and shuttle guests to/from Hakone. Due to the number of guests last year, we need to double the number of shuttles we rent. 142 143 144 145 146 147 148 149 150 151 152 City of Saratoga Community Event Grant Application SUMMARY OF EVENT Event Name: Saratoga Foothill Club Memorial Day Observance Event Date: May 29, 2017 Event Hours: 9:00 AM – 12:00 PM Event Location: Blaney Plaza, Oak Street, Madronia Cemetery Grant Request: $1,000 Total Event Cost: $1,380 CONTACT FOR GRANT APPLICATION Cathy Schroeder, President, Saratoga Foothill Club (Effective June 1, 2016) 21298 Sarahills Drive, Saratoga, CA 95070 Home (408) 867-2152 ABOUT THE EVENT EVENT DESCRIPTION: The event begins at Blaney Plaza with a presentation of a laurel wreath, and a flag ceremony at the Memorial Arch. Following the ceremony, there is a procession from Blaney Plaza to Madronia Cemetery on Oak Street. The procession includes the Redwood Middle School percussion unit, Boy Scouts (40 young men) and Color Guard, the Saratoga Girl Scouts (30 troops with 300 girls,) the El Sereno 4H Club, Saratoga Fire Department, representatives of the Santa Clara Sheriff’s Department, Saratoga Foothill Club members and many community members. At Madronia Cemetery there is a Presentation of Colors by the Boy Scouts, performance of the National Anthem by the Saratoga High School band and choir and those in attendance, an Invocation, greetings from the City of Saratoga, the placing of laurel sprays on the graves of veterans, musical selections by the Saratoga High School band and choir and presentations by local young 153 people and those who have served our country. The Observance closes with a Benediction, Taps, and the Retiring of the Colors. ESTIMATED ATTENDANCE: In the past, approximately 600-700 community members have attended the event, comprised of the groups listed above. This event has been part of the Saratoga culture for 88 years. FUNDING AMOUNT RECEIVED FROM THE CITY IN THE PAST: The City has generously awarded the Saratoga Foothill Club Community Event Grant Funds totaling $3,050 over the four years of the Grant’s existence. OTHER FUNDING SOURCES: None EVENT PROMOTION PLAN: The event is publicized through area newspapers, the Chamber of Commerce, various community youth groups, and the members of the Saratoga Foothill Club. Banners and signs promoting the event are posted around the Village and in other appropriate locations in the community. The event is very well known in our community and word-of-mouth advertising among our residents also informs the public! PRIOR EVENT ORGANIZING EXPERIENCE: The Memorial Day Observance has been a part of the Saratoga community for 88 years. The ladies of the Saratoga Foothill Club began organizing the event in 1928! The tradition involves many youth of our community in recognizing over 1000 veterans at Madronia Cemetery. The day before the event, Boy Scouts place a flag at the resting place of each veteran and on the day of the event, 4H members and Girl Scouts place laurel sprays, that they have decorated with poppies and ribbon, for each of those veterans. Early on the day of the Observance, the Church of Latter Day Saint’s young men’s group brings and sets up chairs at the venue. 154 BUILDING COMMUNITY: The memorable event involves the entire demographic of our community, from our youngest scouts, to middle and high school students, to parents and grandparents, as well as visitors to our City. Because there are so many Saratogans participating in the event and paying tribute to those who have served our nation over the years, there is a sense of community and a sense of the history of Saratoga. The dedication on the Memorial Arch “To Honor of That Citizenship Which Serves Without Reward the Common Good” is reflected in the Memorial Day Observance. 155 2017 MEMORIAL DAY OBSERVANCE BUDGET Program Printing $275 Wreath Supplies $200 Saratoga Music Boosters $230 Madronia Cemetery $100 Advertising/Signs $300 Liability Insurance $275 TOTAL $1,380 156 157 158 159 160 161 162 163 164 165 Silicon Valley Health and Wellness Expo 2016 Expense Budget Event rentals: room dividers, tablecloths, decorations 1,000.00$ Flu shot supplies 150.00$ Postcards, banner, posters and flyers printing 1,550.00$ Online marketing: facebook ads, paint the town 100.00$ Mailing List +2,500 names 700.00$ Program & Passport Printing 500.00$ Banner placement rentals 5 locations 150.00$ Event site signage 500.00$ Volunteer t-shirts 200.00$ Hospitality Suite & Food/coffee/snacks 300.00$ Vaccines Walgreens & Santa Clara County Vaccine Administration Staffing and MD RN Volunteer Staffing volunteers Waters donation Total projected cost:5,150.00$ 166 City of Saratoga Community Event Grant Application SUMMARY OF EVENT Event Name: Health and Wellness Expo Event Date: October 29, 2016 Event Hours: 9AM-1:00PM Event Location: Joan Pisani Community Center, Multi-purpose Room Grant Request: $5,150 Total Event Cost: $5,150 CONTACT FOR GRANT APPLICATION Contact Name: Marta Weinstock Title: Executive Director Organization: Saratoga Area Senior Coordinating Council Address: 19655 Allendale Ave; Saratoga, CA. 95070 Phone: 408-868-1255 Email: mweinstock@sascc.org ABOUT THE EVENT Event Description: The Health and Wellness Expo is an annual event that is designed to meet the health and wellness questions and needs of Silicon Valley families in the community. For the past two years, through generous sponsorships including from the City of Saratoga, we were able to expand our invitations. This year we would like to continue to expand our marketing efforts to seniors in the greater West Valley area. The 2015 Health and Wellness Expo, “Well-O-Ween,” offered a Passport Raffle, Costume Contest, & Halloween fun! It was a very successful event with over 250 people in attendance and 30 exhibitors on site. The focus this year was creating interactive exhibits and many free health screenings and services. The screenings & services were highly educational and engaging for the community, including an onsite visual picture spinal assessment. 167 We partnered with Walgreens Saratoga & the County of Santa Clara to provide over 100 free flu vaccinations. We would also like to recognize the other sponsors: West Valley college students who volunteered to support the event and local volunteers. The 2016 Health & Wellness Expo planning is underway. This annual event is a major health resource for our senior members and the entire community. It is a primary source of health resources and education and is easily accessible. Attendees can look forward to a wealth of current, cutting edge information, screenings, and equipment demonstrations, and multiple services conveniently located all together in one place. The event is designed to make getting flu shots, health screenings and healthy living information as easy and convenient as possible for our seniors and families by bringing together such a large group of health professionals and resources in a familiar and central location. Key Components • The intent of the event is to benefit the entire community with a focus on seniors. • The event is free to all attendees. • Parking is free for both vendors and attendees. • Tables and booths are staffed by organizations that provide important information on a range of issues including but not limited to home health security, Alzheimer’s and dementia, assisted-living, cancer, arthritis, foot health, osteoporosis, nutrition, stress, yoga & meditation, acupuncture, hearing screenings, vision screenings, podiatry, dermatology, and care-giving among many others. These professionals not only provide general information but are able to take the time to sort out specific questions and provide as much detailed information and follow up as possible to address the needs of the attendees. • Here is a sampling of attendees screenings & services: o Free health screenings such as vision, blood pressure, skin, hearing, and diabetes o Important nutrition information, demonstrations, tastings and recipes o Senior living resources to help older adults and provide assistance to their families o Exercise and wellness o Massage, Acupuncture, Qi Gong o Health education and resources o Home health and hospice o Community and social services o Transportation resource information • We will continue in offering a vendor hospitality suite, sponsored by a partnering organization. 168 • SASCC works with the County Health Department to obtain free flu vaccines. Estimated Attendance: 400 This is an annual event over many years. Funding received from the City of Saratoga in the past: $3,969 Other Funding Sources: Currently, SASCC & the City of Saratoga are providing all of the event planning & resources for the event. We anticipate volunteers from West Valley College to assist us in staffing the event. Event Promotion and Planning: We begin promoting at least 3 months in advance of the event, approximately July 2016. The vendors promote through their physician and service offices. SASCC markets via the website, flyers, Facebook the Outlook Newsletter and sends reminders to the Constant Contact mailing list. We will also post via Patch, Saratoga Cares Foundation, SVDC Monday Missives, Chamber of Commerce, City of Saratoga calendar and others. There will be Special invitations to school board, city council, planning commission sponsors etc. in addition to the paid City of Saratoga banner program. Prior Event Organizing Experience Historically, The Health and Wellness Expo has been coordinated by SASCC leadership with years of event planning experience. We have solid partnerships with local organizations, who are committed to this annual event. SASCC has been holding this event for well over 10 years, we have expanded the target audience to our wellness expo to include health and wellness for multiple generations. How will this event build a sense of community? This event benefits the whole community. Building upon the health and wellness of the entire of the family unit enhances the benefits to each family member: a circle of care. The event is held here in Saratoga at a very familiar and central location to the community. All are welcome. 169 170 171 Saratoga Grant Application Questions and Comments – Relay For Life of Saratoga 2016 City of Saratoga recognized sponsorship opportunity for our event: We are asking for a grant of $5,000 from the City to help us defray some of our event organizing hard costs. If the City is interested in this, we would like to grant it our “Presenting Sponsor” status in return, and make it take advantage of all the benefits that come with that $5,000 sponsorship level. Details can be found in the attached “Sponsorship Opportunities At A Glance” document. It would be wonderful to associate the City with the success of our event as a big community forging event. By becoming an Event Sponsor and helping to defray costs, additional funds raised will go directly to support the American Cancer Society’s mission through research funding, cancer-fighting programs around prevention and early detection, and free services to give cancer patients their best chance to get well. Event Description: The American Cancer Society Relay For Life movement is the world's largest and most impactful fundraising event to end cancer. It unites communities across the globe to celebrate people who have battled cancer, remember loved ones lost, and take action to finish the fight once and for all. With the support of thousands of volunteers, the American Cancer Society is helping save more than 500 lives a day. This year will be the 13th year that Saratoga will be hosting its own Relay For Life. Ours is called a “Heritage Relay” in that we host a full 24-hour event (vs. many other Relays being only 12, 8 or even 6 hour events). Last year, our Relay passed the major milestone of $500,000 raised cumulatively in Saratoga to support all the wonderful programs American Cancer Society runs for cancer victims and their families, and to seek the cure for cancer. Event Promotion Plan: Advertising & marketing  Social Media – Facebook  Chamber of Commerce – Marketing through email blasts, social media, and chamber events (networking)  Fliers – Local coffee shops, restaurants, retail shops, community boards, and employee informational boards  “Save the Date” post cards – Past survivors, participants, teams, and within the local community  Informational fliers and postings to local schools, churches, and municipal organizations  Presentations – local schools, churches, and municipal organizations  Library – fliers, brochures, and bookmarks  Coffee Shops – stickers on coffee sleeves throughout the year marketing the event  Tabling events  Feeder events  Fundraising nights at local restaurants and venues (such as Community Yard Sale at Sacred Heart Parish) 172  Community Outreach – one-on-one conversations with key individuals within the community of Saratoga Prior Event Organizing Experience: Describe the experience of the event coordinator and the organization requesting funds Note: As an Event Lead, I, Thierry Doyen, and our team greatly benefit from the organizing experience of Kristi Cole, our Community Manager from the Campbell office of American Cancer Society, who works closely with us to make our event the biggest success it can be. Relay For Life began back in May 1985. Dr. Gordy Klatt walked and ran for 24 hours around a track in Tacoma, Washington, ultimately raising $27,000 to help the American Cancer Society fight the nation’s biggest health concern: cancer. A year later, 340 supporters joined the overnight event. Since those first steps, the Relay For Life movement has grown into a worldwide phenomenon, raising nearly $5 billion to fight cancer. As a Community Manager for the American Cancer Society, Kristi Cole has been managing a portfolio of Relay For Life events over the past 7 months, throughout Santa Clara County. Ownership of these events includes accountability for achieving income targets, as well as event-related mission and advocacy activities. She actively engages, trains, and manages relationships with us, community volunteers, to ensure successful event execution. In addition, she partners with Health Systems staff for achievement of identified event-related mission goals, including enterprise-wide initiatives and incorporates these mission/cancer control activities messaging within Relay For Life events. Prior to becoming a Community Manager for the American Cancer Society, Kristi’s career was at a for-profit organization within the educational/publishing industry. She was a results driven top performing operations leader with demonstrated expertise in retail management, vendor relations, store openings and closings, sales, event management, visual merchandising, P&L accountability, inventory control, and social media management. She leads collaboratively through building and developing longstanding relationships with internal and external customers. She also has 15+ years of extensive experience in leading and developing people, with a solid commitment to excellence, which lays the foundation for the long-term success and profitability of an organization. Thierry Doyen, Relay For Life of Saratoga 2016 Event Lead, has an extensive local, national and international event organization experience in mission-driven youth and adult non-profit organizations. He has been an active participant in Relay For Life of Saratoga in previous years, and stepped up to the Event Lead position for the first time this year, with a goal of making the event an even bigger community success in Saratoga than it has been in past years. Part of that plan involves cancer related initiatives in Saratoga prior to, and following, our July 23-24 event, to make cancer awareness and education in Saratoga an ongoing conversation for our residents, and not just a one-shot event. These “feeder events” are also designed to significantly grow the 173 success of our annual 24-hour event, and to ensure continuity and success of Relay For Life in Saratoga over the years to come. Building Community: How will your event build a sense of community? [Write-up from previous years’ Relay For Life of Saratoga Event Lead Sid Faulkner] Cancer doesn't discriminate between neighborhoods, religions, what school you go to or what car you drive. I have met such an interesting cross section of the Saratoga community from the Relay experience. The business community has gotten behind it as well. I met the wonderful people from Archangel Michael Serbian Orthodox Church and learned a great deal about their worship, I met the Lutheran's at Prince of Peace and found my neighbors go there. We've had Rotary participate. The Fire Department comes by. The list goes on. The high school - and Sacred Heart School had a full blown mini-Relay a few years ago. This is one event you don't have to like wine, care about cars or art, or be a member of anything. You just come and meet your brothers and sisters who are turning a negative experience into a positive response. The emotions sometimes run high, but people have no trouble sharing and understanding since we are family. I've termed Relay as a "tribal" experience. We may not have ever met each other or know your name - but we have a bond that's strong. We have been touched by cancer and will NOT let this insult go unanswered. And you meet the nicest people at Relay - we have one product for sale. And that is Hope. We don't say it out loud much, but there is also Love. And along with those fundamentals of the Relay experience - we have loads of fun too. People get goofy, creative, and colorful. We've had an amazing magician in Kim Silverman who has been to every Relay at Crestbrook Field. We have had our balloon arch donated every single year by Pamela Dunnett as her contribution. We've had Jon Crase and Glenn Mau cook dinner for the last eight years, sometimes donating all the food themselves. And all they say afterwards is "see you next year". And a stage full of music during the day - and raffles for cool stuff. And every time I go to a Relay I experience what I call a "Relay Moment". This is something totally unexpected and absolutely inspiring. You see, the most important things said at Relay are NOT from the stage. They are between people on the field - often people who just met and are sharing an experience. These "Moments" catch me off guard every time. They are something said or done that I could never predict - but they all are Relay Moments and never cease to amaze me. 174 Business name: Street address: City: State: Zip: Contact name: Telephone number (business): Fax number: Email: Web address: COMMITMENT LEVEL  $5,000 – Presenting  $1,500 – Gold  $500 – Bronze  In-Kind  $2,500 – Platinum  $1,000 – Silver  $250 – Signature METHOD OF PAYMENT  Enclosed is my sponsorship check in the amount of $  Charge my credit card (please print clearly) Card Type:  VISA  MasterCard  Discover  AMEX Cardholder’s name: Billing address: Card number: Exp. date: Security code:  Please send invoice to: We are unable to be a designated Relay For Life sponsor this year but enclosed is our donation of $ Sponsor Signature: Date: AMERICAN CANCER SOCIETY RELAY FOR LIFE® SPONSORSHIP COMMITMENT FORM 175 (Please sign and retain a copy for your records.) Please return form to the address below: American Cancer Society 747 Camden Ave Suite B. Campbell, CA 95008 American Cancer Society, Inc. Federal Tax ID #13-1788491 Organized under IRC 501(c)(3) 176 PRESENTING PLATINUM GOLD SILVER BRONZE SIGNATURE Opportunity to have a Relay For Life kickoff at your company office to engage employees in the fight against cancer Speaking opportunity at your local Relay For Life event, during your choice of ceremony and/or local event kickoff meeting Sponsor logo featured on all participant thank-you emails (sent after event) Access to Society workplace wellness programs for your organization Verbal recognition during your Relay For Life event opening ceremony Complimentary promotional space at your Relay For Life event with an opportunity to provide giveaways (must be Society-approved) Recognition on your local Relay For Life event Facebook page Sponsor logo featured on all event print promotional materials Recognition in Society event news releases Sponsor logo featured on a giant 4-foot ribbon sign displayed at your Relay For Life event THERE ARE MANY OPPORTUNITIES FOR YOU TO PARTNER WITH THE AMERICAN CANCER SOCIETY RELAY FOR LIFE MOVEMENT, WITH GREAT BENEFITS AT EACH LEVEL. SPONSOR BENEFIT (Industry Exclusive) RELAY FOR LIFE® SPONSORSHIP OPPORTUNITIES AT A GLANCE 177 ©2014 American Cancer Society, Inc. No. 071004 Rev.08/15 Rights to promote sponsorship in company materials (Society to approve and provide images) Sponsor logo featured on the home page of your local Relay For Life event website Society-approved promotional announcements during local Relay For Life event Free American Cancer Society Content Subscription Service for timely cancer-related information Opportunity to display banner(s) at your Relay For Life event (must be approved by the Society and be no larger than 4 x 6 feet) Sponsor name/logo featured on the event T-shirt for participants (names/logos to be sized and arranged according to level) Sponsor name/logo featured on the sponsor page of your local Relay For Life event website A complimentary Relay For Life window cling to help advertise your sponsorship to customers and employees Opportunity to connect with the community through participation at event kickoffs, meetings, and other gatherings, including participation on Event Leadership Team Opportunity to participate in sponsor recognition lap during local Relay For Life event A recognition gift awarded post-event Sponsor logo on two co-branded track signs to be displayed for duration of event PRESENTING PLATINUM GOLD SILVER BRONZE SIGNATURE 4 3 2 1 2 2 1 1 1 LOGO LOGO LOGO LOGO NAME LOGO LOGO LOGO LOGO NAME NAME SPEAKING SPEAKING SPEAKING OPPORTUNITY OPPORTUNITY OPPORTUNITY CRYSTAL CRYSTAL CRYSTAL AWA RD AWARD AWARD SPONSOR BENEFIT (Industry Exclusive) CERTIFICATE CERTIFICATE CERTIFICATE 178 179 180 181 City of Saratoga Community Event Grant Application SUMMARY OF EVENT Event Name: Event Date: Event Hours: Event Location: Grant Request: Total Event Cost: CONTACT FOR GRANT APPLICATION Contact Name: Title: Organization: Address: Phone: Email: ABOUT THE EVENT Event Description: Estimated Attendance: One Time Event … Annual Event … Funding Amount Received from City in Past: Other Funding Sources: Include source & amount Event Promotion Plan: Advertising & marketing Prior Event Organizing Experience: Describe the experience of the event coordinator and the organization requesting funds Building Community: How will your event build a sense of community? Saratoga July 4th Celebration 9:30am-11:30am Kevin Moran Park $3650 Sarah Okuno Event Chair None - community volunteer 21811 Via Regina, Saratoga, CA 95070 sarah@okunos.net Community patriotic celebration $2670 in 2015, $1900 in 2014, $1984 in 2013, $1625 in 2012 Saratoga Federated $400,McAfees $400, Alameda Funeral $100, Stransky $450,Saratoga CERT $100 News media, banners, flyers, schools, churches, community groups, web 7th year as event chair The event welcomes and benefits our entire community by bringing together people of all ages, cultures and religions to celebrate together. This is the 14th year the event has been held for the Saratoga community in its current form. ✔ July 4, 2016 $2200 408-867-4577 1500-2000 182 EVENT BUDGET: Please attach an itemized list of event expenses. Identify the items you are requesting grant funding for. Also attach additional sheets as needed to answer application questions. SUBMIT TO: Brian Babcock ↵ City of Saratoga 13777 Fruitvale Avenue, Saratoga, CA 95070 Office: (408) 868-1275 ↵ Fax: (408) 867-8559 Email: bbabcock@saratoga.ca.us INDEMNIFICATION AND INSURANCE AGREEMENT Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Saratoga, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, costs of expenses (including the cost of attorney’s fees for defending any action brought against the City or any of its, officers, officials, agents, employees, boards, commissions, and volunteers), arising out of or in any manner relating to any form of loss, injury, or damage sustained by Applicant or any person in connection with or in any way relating to the event described above. Applicant further agrees that as a condition of receiving funding from the City applicant will have in effect in connection with the event liability insurance coverage in the amount of at least $1 million. The insurance coverage will name the City of Saratoga, its officers, officials, employees, agents and volunteers as additional insured. Applicant must provide a “Certificate of Insurance” with “Additional Insured Endorsement” to the City prior to holding the event described above. Applicant Name Applicant Signature Date Sarah Okuno 2/29/16Sarah Okuno Digitally signed by Sarah Okuno DN: cn=Sarah Okuno, o, ou, email=sarah@okunos.net, c=US Date: 2016.02.29 10:53:12 -08'00' 183 Sa r a t o g a J u l y 4 t h C e l e b r a t i o n - 2 0 1 6 B u d g e t P r o p o s a l Ca s h E x p e n s e s f o r G r a n t r e q u e s t Pa r k R e s e r v a t i o n - K e v i n M o r a n 7 / 4 ( C i t y o f S a r a t o g a ) 3 0 0 . 0 0 C i t y i n t e r n a l t r a n s f e r Pa r k R e s e r v a t i o n - W i l d w o o d 6 / 2 8 ( C i t y o f S a r a t o g a ) 6 0 . 0 0 C i t y i n t e r n a l t r a n s f e r Pa r k A t t e n d a n t 2 0 0 . 0 0 C i t y i n t e r n a l t r a n s f e r Ev e n t I n s u r a n c e 4 5 0 . 0 0 Ba n n e r s p o s t e d ( 7 ) ( C i t y o f S a r a t o g a ) 2 1 0 . 0 0 C i t y i n t e r n a l t r a n s f e r Ch a i r r e n t a l ( 2 0 0 ) 2 0 0 . 0 0 Tr u c k r e n t a l 1 0 0 . 0 0 Po p s i c l e s ( 1 0 8 x 8 j u i c e , 8 x 7 2 f u d g e ) 4 0 0 . 0 0 Dr y i c e ( 5 p c s , 2 7 # s t o t a l ) 3 0 . 0 0 Ro b e r t S m i t h ( s o u n d ) 2 0 0 . 0 0 Ch i l d r e n ' s c r a f t s 1 0 0 . 0 0 fl a g s ( 5 0 0 4 " x 6 " ) - U S A F l a g S t o r e 1 0 0 . 0 0 Ba n d s n a c k s 5 0 . 0 0 Gr a n t r e q u e s t / a c t u a l 2, 2 0 0 . 0 0 Do n a t e d I t e m s Do n o r Ad v e r t i s i n g F l y e r s 2 0 0 . 0 0 S a r a t o g a F e d e r a t e d C h u r c h Pr o g r a m s 2 0 0 . 0 0 S a r a t o g a F e d e r a t e d C h u r c h 4 2 0 ' x 3 0 ' C a n o p i e s a n d t r u c k 4 0 0 . 0 0 M c A f e e f a m i l y Ta b l e s , c o n e s , s h a d e s t r u c t u r e s 1 0 0 . 0 0 S a r a t o g a C E R T Wa t e r 1 0 0 . 0 0 A l a m e d a F a m i l y F u n e r a l s Ad v e r t i s i n g t o l o c a l p r e s s 4 5 0 . 0 0 A n n e t t e S t r a n s k y 1, 4 5 0 . 0 0 $ To t a l E v e n t C o s t 3 , 6 5 0 . 0 0 $ T: \ S a r a h s f i l e s \ J u l y 4 t h \ 2 0 1 6 \ J u l y 4 2 0 1 6 I n c o m e S t a t e m e n t . x l s 2/29/20162:03 PM 184 185 186 187 188 189 SUMMARY BY CATEGORY Category Budget Actual Difference Ads-Media $2,300.00 $0.00 $2,300.00 Awards-Trophies $3,000.00 $0.00 $3,000.00 Banners $1,500.00 $0.00 $1,500.00 Water for Volunteers $200.00 $0.00 $200.00 Paramedic Lunch $200.00 $0.00 $200.00 Insurance $600.00 $0.00 $600.00 Clean up $350.00 $0.00 $350.00 Clothing-Hats/Traf. Vests $1,100.00 $0.00 $1,100.00 Judging Fees $600.00 $0.00 $600.00 Postage $400.00 $0.00 $400.00 Judging Tent $250.00 $0.00 $250.00 Travel/bands $750.00 $0.00 $750.00 Sound Equipment $500.00 $0.00 $500.00 Rentals- Other $750.00 $0.00 $750.00 Signs $500.00 $0.00 $500.00 Stationary $200.00 $0.00 $200.00 Portapotty $1,000.00 $0.00 $1,000.00 Misc. Emergency Expen.$800.00 $0.00 $800.00 Total $15,000.00 $0.00 $15,000.00 ACTUAL SUMMARY 100% Ads-Media Awards-Trophies Banners Water for Volunteers Paramedic Lunch Insurance Clean up Clothing-Hats/Traf. Vests Judging Fees Postage Judging Tent Travel/bands Sound Equipment Rentals- Other BUDGET VS. ACTUAL $0.00 $750.00 $1,500.00 $2,250.00 $3,000.00 Ad s - M e d i a Aw a r d s - T r o p h i e s Ba n n e r s Wa t e r f o r V o l u n t e e r s Pa r a m e d i c L u n c h In s u r a n c e Cl e a n u p Cl o t h i n g - H a t s / T r a f . V e s t s Ju d g i n g F e e s Po s t a g e Ju d g i n g T e n t Tr a v e l / b a n d s So u n d E q u i p m e n t Re n t a l s - O t h e r Si g n s St a t i o n a r y Po r t a p o t t y Mi s c . E m e r g e n c y E x p e n . Budget Actual 191 192 193 194 HISTORY OF COMMUNITY EVENT ALLOCATIONS SINCE FISCAL YEAR 2013/14 EVENT 2013/14 2014/15 2015/16 Blossom Festival (Mustard Faire) $4,600 $4,500 $4,600 Bollywood Street Dance - Sponsored by SVDC $1,300 $1,200 $1,500 Celebrating Service – Assistance League $520 Chamber of Commerce Holiday Wine Stroll and Open House $2,518 $3,100 $4,000 Chinese Mid-Autumn Festival $350 Classic Car Show $4,000 Foodie on the Run (Gateway Celebration) $1,440 $3,000 Fourth of July Celebration $1,984 $1,900 $2,670 Hansel and Gretel – Bay Shore Lyric Opera Company $940 Library - Heart of the Community (Saratoga Library 10th Anniversary) $1,380 $2,800 Memorial Day Observance $750 $900 $1,000 Montalvo Arts Center – Arts Splash $3,000 $2,000 $3,500 Odd Fellows Easter Event $200 $600 Opera at Wildwood – Bay Shore Lyric Opera Company $380 $800 $1,750 Saratoga Community Band Concert in the Park $325 $600 $725 Saratoga Grammar School Reunion $118 $1,000 Saratoga Sister City 30th Anniversary Open House $618 SASCC Health and Wellness Expo $2,380 $3,600 $5,000 St. Paddy’s Day Celebration $500 TOTAL $22,253 $21,600 $34,195 Year Events Requests Allocation Council Grant 2013/14 15 $ 52,975 $ 20,000 $ 22,253 2014/15 11 $ 32,385 $ 20,000 $ 21,600 2015/16 15 $ 34,195 $ 25,000 $ 34,195 195 SARATOGA CITY COUNCIL MEETING DATE:March 16, 2016 DEPARTMENT:City Manager’s Office PREPARED BY:Brian Babcock, Administrative Analyst I SUBJECT:Allocation of Street Closure Grant Funds RECOMMENDED ACTION: Review Saratoga Street Closure Grant applications and determine allocations. BACKGROUND: Since Fiscal Year 2014/15, the City Council has budgeted funding to help a local group pay for costs associated with closing down Big Basin Way for a community event. At its December 16, 2015 meeting, the City Council allocated $30,000 in the Fiscal Year 2016/17 budget toward two street closures: 1) $20,000 as part of the annual Street Closure Grant process; and 2) $10,000 for a parade that would celebrate Saratoga’s 60th anniversary The Street Closure Grant process follows the same noticing and timeline guidelines as the Community Event Grant Program. However, there is a separate application for the Street Closure Grant. The City released the application in January 2016 and received two funding requests. The Saratoga Chamber of Commerce submitted an application (Attachment A) for its annual “Classic Car Show,” which was awarded the Street Closure Grant last fiscal year. A group of community volunteers also submitted an application (Attachment B) for a parade on Big Basin Way to commemorate Saratoga’s 60th anniversary. Representatives from the Saratoga Chamber of Commerce, as well as the community volunteers, will be present at the meeting to answer questions from Council regarding the event and grant request. ADVERTISING, NOTICING AND PUBLIC CONTACT: The City released the application on January 19, 2016. Information about the program— including the application—was emailed twice to past Community Event Grant and Street Closure Grant applicants, posted on the City’s website and social media pages, and made available on the City’s homepage. Additionally, a news brief about the program was printed in the Saratoga News on February 19, 2016. 196 ATTACHMENTS: Attachment A: Saratoga Chamber of Commerce Street Closure Grant Application Attachment B: Anniversary Parade Street Closure Grant Application 2 197 198 199 200 201 202