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HomeMy WebLinkAbout02-15-2017 City Council Agenda PacketSaratoga City Council Agenda – Page 1 of 4 SARATOGA CITY COUNCIL REGULAR MEETING FEBRUARY 15, 2017 6:00 P.M. STUDY SESSION Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 AGENDA ITEMS: FY 2017/18 Capital Improvement Plan (CIP) Budget Recommended Action: Assess and provide direction to staff on CIP projects to be included in the FY 2017/18 (CIP) Budget. 7:00 P.M. REGULAR SESSION Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on February 9, 2017. 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 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. Financial System Contract Renewal Recommended Action: Authorize the City Manager to enter into a five-year renewal contract with SunGard Public Sector, LLC. Saratoga City Council Agenda – Page 2 of 4 1.2. Resolution Establishing Finance Committee as a Committee of the Whole Recommended Action: Approve the resolution establishing the Finance Committee as a Committee of the Whole. 1.3. Resolution Establishing a Public Safety Task Force Recommended Action: Approve the resolution establishing a Public Safety Task Force. 2. PUBLIC HEARING None 3. OLD BUSINESS None 4. NEW BUSINESS None CITY COUNCIL ASSIGNMENTS Mayor Emily Lo Hakone Foundation Board & Executive Committee KSAR Community Access TV Board Public Art Committee Santa Clara County Library Joint Powers Authority West Valley Mayors and Managers Vice Mayor Mary-Lynne Bernald Association of Bay Area Governments Cities Association of Santa Clara County-Legislative Action Committee Cities Association of Santa Clara County-Selectio n Committee Hakone Foundation Board Public Art Committee Saratoga Historical Foundation West Valley Solid Waste Management Joint Powers Authority Council Member Manny Cappello Cities Association of Santa Clara County Santa Clara County Housing and Community Development (HCD) Council Committee Saratoga Area Senior Coordinating Council (SASCC) West Valley Sanitation District Council Member Howard Miller America in Bloom Committee Saratoga Ministerial Association Silicon Valley Clean Energy Authority Board of Directors Valley Transportation Authority (VTA) Policy Advisory Committee VTA State Route 85 Corridor Policy Advisory Board Saratoga City Council Agenda – Page 3 of 4 Council Member Rishi Kumar Saratoga Chamber of Commerce & Destination Saratoga Saratoga Sister City Organization Santa Clara County Expressway Plan 2040 Policy Advisory Board Santa Clara Valley Water District Commission CITY COUNCIL ITEMS CITY MANAGER'S REPORT ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on February 9, 2017 at the City of Saratoga, 13777 Fruitvale Avenue, Sarat oga, CA 95070 and on the City's website at www.saratoga.ca.us. Signed this 9th day of February 2017 at Saratoga, California. Crystal Bothelio, City Clerk In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provid ed to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City C ouncil. These materials are also posted on the City website. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408/868 -1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102 -35.104 ADA title II] 02/15 6:00 p.m. Study Session on CIP Prioritization | 7:00 p.m. Regular Session in Administrative Conference Room 02/27 5:30 p.m. Study Session on Commission Work Plans | Joan Pisani Community Center, Arts & Crafts Room 03/01 5:30 p.m. Joint Meeting with Planning Commission | 7:00 p.m. Regular Session 03/15 6:00 p.m. Study Session with PG&E | 7:00 p.m. Regular Session 04/05 6:00 p.m. Joint Meeting with Sheriff’s Office | 7:00 p.m. Regular Session 04/17 6:00 p.m. Budget Study Session 04/19 6:00 p.m. Joint Meeting with Supervisor Simitian | 7:00 p.m. Regular Session 05/03 5:00 Joint Meeting with KSAR | 6:00 p.m. Joint Meeting with County Fire and Santa Clara County FireSafe Council | 7:00 p.m. Regular Session CITY OF SARATOGA CITY COUNCIL JOINT MEETING CALENDAR 2017 Saratoga City Council Agenda – Page 4 of 4 05/17 5:00 p.m. Joint Meeting with Saratoga News Editor and Reporter | 6:00 p.m. Join t Meeting with Hakone Board | 7:00 p.m. Regular Session 06/07 5:30 p.m. Joint Meeting with Saratoga Neighborhood’s & Neighborhood Watch in Community Center, Multipurpose Room | 7:00 p.m. Regular Session 06/21 6:00 p.m. Joint Meeting with Saratoga Ministerial Association | 7:00 p.m. Regular Session 07/05 6:00 p.m. Joint M eeting with Historical Foundation | 7:00 p.m. Regular Session 07/19 Meeting Cancelled 08/02 Meeting Cancelled 08/16 6:00 p.m. Joint Meeting with Chamber of Commerce and Destination Saratoga | 7:00 p.m. Regular Session 09/06 6:00 p.m. Joint Meeting with SASCC | 7:00 p.m. Regular Session 09/20 6:00 p.m. Joint Meeting with Youth Commission | 7:00 p.m. Regular Session 10/04 5:30 p.m. Joint Meeting with Saratoga School Districts in Senior Center, Saunders Room | 7:00 p.m. Regular Session 10/18 6:00 p.m. Joint Meeting with San Jose Animal Control | 7:00 p.m. Regular Session – 11/01 6:00 p.m. Joint Meeting with West Valley – Mission Community College Board of Trustees | 7:00 p.m. Regular Session 11/15 6:00 p.m. Joint Meeting with Senator Beall Jr.| 7:00 p.m. Regular Session 12/06 6:00 p.m. Joint Meeting with Representative Low | 7:00 p.m. Regular Session 12/20 6:00 p.m. Study Session – Council Norms | 7:00 p.m. Re gular 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 and Regular Session begins at 7:00 p.m. in the Civic Theater at 13777 Fruitvale Avenue. SARATOGA CITY COUNCIL MEETING DATE:February 15, 2017 DEPARTMENT:Finance & Administrative Services PREPARED BY:Anthony McFarlane, Finance Manager SUBJECT:FY 2017/18 Capital Improvement Plan (CIP)Budget RECOMMENDED ACTION: Assess and provide direction to staff on CIP projects to be included in the FY 2017/18 (CIP) Budget. BACKGROUND: The Capital Project Assessment review provides a forum to assess all projects at one time. During this assessment review, Council will review all project requests and available funding. At the conclusion of the assessment review, Council will prioritize accepted projects and designate project funding. ATTACHMENTS: Attachment A –Unfunded Projects List Attachment B –Additional Funding Requests for Current CIP Projects Attachment C –Candidate CIP Projects 4 UNFUNDED CIP PROJECT NARRATIVES 5 1 Project Title Project Descriptions Project Cost 1 Quito Road Sidewalk Improvements This project would fund sidewalk improvements along Quito Road between Highway 85 and Allendale Avenue. 350,000 2 Big Basin Way Turn Around This project would fund the design and construction of a turn around on Big Basin Way to improve traffic circulation through Saratoga Village. 500,000 850,000$ 3 Saratoga Village to Quarry Park Trail This project would fund the design and construction of a trail along Big Basin Way from Saratoga Village to Quarry Park through Hakone Gardens. 3,000,000 4 Congress Springs Park North Side Entrance This project would fund the design and construction of a trail connecting the residential neighborhood around Cox Avenue east of Highway 85 to the northside of Congress Springs Park. 200,000 5 Via Regina Trail This project would fund the construction of a pedestrian-equestrian trail connecting Via Regina and Villa Oaks Lane. 100,000 6 Norton/Villa Montalvo Emergency Route This project would fund the design and construction of an emergency access road connecting the Montalvo Arts Center parking lot with Norton Road. 2,000,000 7 Joe's Trail at Saratoga de Anza - Phase II This project would fund the design and construction of a trail from Saratoga- Sunnyvale Rd. to Arroyo de Arguello. 750,000 8 Quarry Park Trail Improvements This project would fund the design, environmental review, and construction of additional trail improvements in Quarry Park 250,000 9 Quarry Park Pond Improvements This project would fund the design, environmental review, and construction of improvements to the pond in Quarry Park 150,000 10 Saratoga Village Creek Trail - Construction This project would fund the construction of a trail connecting to the Saratoga Village to Quarry Park trail along Saratoga Creek. 3,000,000 11 Saratoga-to-the-Sea Trail This project would fund the design, environmental review, and construction of a trail connecting Quarry Park to Santa Clara County's Sanborn Park 2,500,000 12 ADA All-inclusive Playground This project would fund costs related to an all-inclusive playground at a city park. 200,000 12,150,000$ 13 Theater Improvements This project would fund the design and construction of improvements identified in the Civic Theater Master Plan. Improvements include, but are not limted to, the backstage dressing room, restroom annex, and relocation of control booths 12,000,000 14 Solar Panels at City Hall This project would fund the Installation of Solar Panels on the roof of the City Hall Administration Building in order to provide increased efficiency and energy savings. 150,000 15 Renovate Existing Stage at Community Center This project would fund ADA accessibility and storage and safety improvements to the Community Center Multi-Purpose Room Stage. Partial funding may be provided through a $10k grant from the Rotary Club. 80,000 16 Community Development Lobby Remodel This project would fund the remodel of the Community Development lobby area to allow customers to remain at a single location while appropriate staff members respond to the customer's location during the planning and building customer process, resulting in improved efficiencies and customer service. 150,000 12,380,000$ 25,380,000$ STREET IMPROVEMENT PROJECTS TOTAL FACILITY UNFUNDED PROJECTS TOTALS TOTAL STREETS UNFUNDED PROJECTS TOTAL PARKS AND TRAILS UNFUNDED PROJECTS FACILITY IMPROVEMENT PROJECTS PARK & TRAIL IMPROVEMENT PROJECTS 6 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 1 STREET IMPROVEMENT PROJECTS Project Name Quito Road Sidewalk Improvements Project Number Department Public Works Project Manager Rick Torres Description This project would fund sidewalk improvements along Quito Road between Highway 85 and Allendale Avenue. Location These sidewalk improvements would be located on Quito Road between Highway 85 and Allendale Avenue. Project Background This project is supported by the Traffic Safety Commission. Improvements would include sidewalk gap closures and reconstruction of existing facilities to improve safety and access for pedestrians in the area. Funding for this project would come from the CIP reserve. Operating Budget Impacts Engineering staff time for project design and oversight are incorporated in the operating budget. Estimated Cost $150,000. 7 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 2 STREET IMPROVEMENT PROJECTS Project Name Big Basin Way Turnaround Project Number 9122-008 Department Public Works Project Manager John Cherbone Description This project would fund the design and construction of a turnaround on Big Basin Way to improve traffic circulation through Saratoga Village. Location The Turnaround is located just past the corner of 6th Street and Big Basin Way, at the end of the downtown Village area. Project Background The City would like to improve the traffic flow in the Village by providing a turnaround at the end of Big Basin Way. Design work would be reviewed by Caltrans with at an estimate of $250,000. Construction of the turn-around is estimated to cost between $300,000 and $500,000. Operating Budget Impacts Staff time associated with oversight of this project is incorporated into the operating budget. Estimated Cost $500,000. 8 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 3 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Village to Quarry Park Trail Project Number Department Public Works Project Manager John Cherbone Description This project would fund the design, environmental review and construction of a trail along Big Basin Way from Saratoga Village to Quarry Park. Location This trail project is located along Saratoga Creek from 4th Street to Quarry Park Project Background The Saratoga Creek Trail from the Village to Quarry Park is part of the City’s General Plan and has received widespread support from the community. Trail supporters believe it will enhance and enliven the Village as the proposed trail would help to bring foot traffic to the Village, Hakone Gardens and Quarry Park. In addition to being part of the City’s General Plan, the Saratoga Creek Trail will serve as a critical mid-point for the Saratoga-to-Sea Trail that is part of the Santa Clara County Trail Master Plan. The Saratoga-to-Sea Trail is to begin in Saratoga Village, travel up to Hakone Gardens and Quarry Park through the Sanborn-Skyline trail system, and over to the Pacific Ocean. Funding for this project will come from a local match of $120,000 and grants of $2,800,000 from agencies such as Mid-Peninsula Regional Open Space District and other sources. Operating Budget Impacts Engineering staff time associated with the oversight of this project is incorporated into the operating budget. Estimated Cost $3,000,000. 9 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 4 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Congress Springs Park North Side Entrance Project Number Department Public Works Project Manager John Cherbone Description This project would fund the design and construction of a trail connecting the residential neighborhood around Cox Avenue east of Highway 85 to the Northside of Congress Springs Park. Location This trail connection is located at Congress Springs Park near Highway 85. Project Background This project was submitted by the Pedestrian, Equestrian, Bicycle and Trail Advisory Committee to connect the residential neighborhood near Cox Avenue east of Highway 85 directly to the Northside of Congress Springs Park. Funding may be obtained from VTA via future Highway 85 improvements. Operating Budget Impacts Engineering staff time associated with the oversight of this project is incorporated into the operating budget. Estimated Cost $100,000. 10 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 5 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Via Regina Trail Project Number Department Public Works Project Manager John Cherbone Description This project would fund the construction of a pedestrian-equestrian trail connecting Via Regina and Villa Oaks Lane. Location This trail would be located between Via Regina and Villa Oaks Lane. Project Background This project is supported by the Pedestrian, Equestrian, Bicycle, and Trails Advisory Committee and is on the City’s Trail Master Plan. The trail connection is a gap closure that benefits pedestrians and equestrians. Funding for this project would come from Park –In-Lieu fees. Operating Budget Impacts Engineering staff time associated with the oversight of this project is incorporated into the operating budget. Estimated Cost $60,000. 11 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 6 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Norton/Villa Montalvo Emergency Route Project Number Department Public Works Project Manager Description This project would fund the design and construction of an emergency access road connecting the Montalvo Arts Center parking lots with Norton Road. Location This project is located at Villa Montalvo. Project Background In February 2013, the City Council approved the Safety Element for the City of Saratoga. As part of the Safety Element, the City Council approved a specific measure to improve an evacuation route through Villa Montalvo from Norton to Piedmont Road. City staff will work with the Santa Clara County Fire Department and Santa Clara County Office of Emergency Services on the identification and provision of funding sources to construct this evacuation route in the future. Operating Budget Impacts Staff time associated with the oversight of this project is incorporated into the operating budget. Estimated Cost $1,000,000. 12 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 7 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Joe’s Trail at Saratoga De Anza-Phase II Project Number Department Public Works Project Manager Macedonio Nunez Description This project would fund the design and construction of an extension of the first phase of Joe’s Trail to Arroyo De Arguello. Location The project is located along the existing PG&E right-of-way corridor positioned parallel and adjacent to the Union Pacific Railroad line between Saratoga-Sunnyvale Road and Arroyo De Arguello. Project Background This project will develop the trail that is currently being used informally by local residents for walking and bicycle riding. The trail will be surfaced with decomposed granite, creating a smoother and safer surface by removing rocks and weeds in the pathway. Funding for this project could come from Park In-Lieu fees and/or grant opportunities, if available. Operating Budget Impacts Engineering staff time associated with this project is incorporated into the operating budget. Upon completion, this project will increase operating expenses through additional and ongoing trail maintenance requirements for weed abatement, occasional re-compacting or resurfacing of the trail. Estimated Cost $600,000. 13 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 8 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Quarry Park Trail Improvements Project Number Department Public Works Project Manager John Cherbone Description This project would fund the design, environmental review, and construction of additional trail improvements in Quarry Park. Location Quarry Park is located at 22000 Congress Springs Road. Project Background Quarry Park officially opened on October 31, 2015.This project will focus on improving the existing trail system eventually connecting to the future Saratoga-to-the-Sea Trail. Funding for this project could come from either the CIP reserve, Park In-Lieu fees and/or grant opportunities, if available. Operating Budget Impacts Engineering staff time associated with this project is incorporated into the operating budget. Upon completion, this project will increase operating expenses through additional and ongoing trail maintenance requirements for weed abatement, occasional re-compacting or resurfacing of the trail. Estimated Cost $250,000. 14 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 9 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Quarry Park Pond Improvements Project Number Department Public Works Project Manager John Cherbone Description This project would fund the design, environmental review, and construction of improvements to the pond at Quarry Park. Location Quarry Park is located at 22000 Congress Springs Road. Project Background This project will concentrate on pond restoration by improving water quality, vegetation and enhanced recreational opportunities. Funding for this project could come from the CIP Reserve, Park In-Lieu fees,and/or grant opportunities, if available. Operating Budget Impacts Engineering staff time associated with this project is incorporated into the operating budget. Upon completion, this project will increase operating expenses through additional and ongoing maintenance requirements for eed abatement around the pond. Estimated Cost $150,000. 15 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 10 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Saratoga Village Creek Trail -Construction Project Number Department Public Works Project Manager John Cherbone Description This project would fund the construction of a trail starting at Saratoga-Sunnyvale Rd. along Saratoga Creek to Wildwood Park and connecting to the Saratoga Village to Quarry Park Trail. Location The proposed trail would be constructed along the portion of Saratoga Creek running the length of Saratoga Village. Project Background The Saratoga Village Creek Trail will pass through Saratoga Village parallel to Big Basin Way. The trail is part of the City’s General Plan and has received widespread support from the community. Trail supporters believe it will enhance and enliven Saratoga Village as the proposed trail would help bring foot traffic to the Village, create recreational opportunities for residents and visitors, restore the riparian habitat, and protect native flora and fauna in the Saratoga Creek area. The trail will serve as a critical starting point for the Saratoga-to-the-Sea Trail that is part of the Santa Clara County Trail Master Plan. Upon completion, the Saratoga-to-the-Sea Trail will connect Saratoga Village to the Sanborn-Skyline Trail system through Hakone Gardens and Quarry Park, and over to the Pacific Ocean. The creek trail is anticipated to be 4 to 5 feet wide and .25 miles long with a pedestrian bridge. The project will include replacement of non-native invasive plant species with native plants and the removal of creek blockages that interfere with the natural migration of fish in the creek. Funding for this project could come from the CIP Reserve, Park In-Lieu fees,and/or grant opportunities, if available. Operating Budget Impacts Engineering staff time associated with this project is incorporated into the operating budget. Upon completion, this project will increase operating expenses through additional and ongoing trail maintenance requirements for weed abatement, occasional re-compacting or resurfacing of the trail. Estimated Cost $100,000. 16 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 11 PARK &TRAIL IMPROVEMENT PROJECTS Project Name Saratoga-to-the-Sea Trail Project Number Department Public Works Project Manager Iveta Harvancik Description This project would fund the design, environmental review and construction of a trail connecting Quarry Park to Santa Clara County’s Sanborn Park and the Skyline-to-the-Sea Trail. Location This project begins at the southern property line of Quarry Park and ends at Santa Clara County’s Sanborn Park through property owned by the San Jose Water Company. Project Background As a condition of the Quarry Park Purchasing Agreement, a trail crossing the property owned by the San Jose Water Company was to be pursued. Development of the Saratoga-to-the-Sea Trail is part of the City’s General Plan and will enhance recreational activity on a regional level. Operating Budget Impacts Engineering staff time associated with this project is incorporated into the operating budget. Upon completion, this project will increase operating expenses through additional and ongoing trail maintenance requirements for weed abatement, occasional re-compacting or resurfacing of the trail. Estimated Cost $100,000. 17 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 12 PARK &TRAIL IMPROVEMENT PROJECTS Project Name ADA All-inclusive Playground Project Number Department Public Works -Parks Project Manager Kevin Meek Description This project would fund the construction of an all-inclusive playground structure in a City park playground. Location The location of this project is to be determined. Project Background This project was developed by the Youth Commission. An all-inclusive play structure is a revolutionary concept to make playgrounds accessible to children of all abilities. Since a playground is a social space, it is important to give children of all abilities similar experiences and the opportunity to play side by side. Operating Budget Impacts Parks staff time associated with this project is incorporated into the operating budget. Upon completion, this project will increase operating expenses through additional maintenance of equipment. Estimated Cost $160,000. 18 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 13 FACILITY IMPROVEMENT PROJECTS Project Name Theater Master Plan Improvements Project Number Department Recreation & Facilities Project Manager Michael Taylor Description This project would fund the design and construction of improvements identified in the Civic Theater Master Plan. Location Project improvements are located at the Civic Theater / Council Chamber building within the Saratoga City Hall campus located at 13777 Fruitvale Avenue. Project Background The Civic Theater was built in 1964 at a cost of $168,000. The 7,436-square-foot building seats 298 people and is used on alternating Wednesdays for City Council and Planning Commission meetings. The primary users of the facility are the South Bay Musical Theater Company and West Valley Light Opera, two theater performance groups that rent the facility approximately 160 days per year for rehearsals and weekend performances. Recognizing that piece-by-piece facility improvements cannot address the building’s overall functional limitations and condition, the City contracted with Anderson Brule Architects in June of 2013 to complete a Master Plan for the Civic Theater. The plan they presented addressed expansion of the restrooms, installation of a ticket/concession area, relocation of the control booth, backstage dressing rooms, and replacement of the boiler and plumbing. In December 2013 Council initially directed staff to come back with a modified five-year improvement plan and to complete some of the smaller improvements with the Annual Facility CIP Funds. Staff installed an HD projector and screen, expanded the orchestra area, and constructed an awning between the portable dressing room and theater building. Operating Budget Impacts Staff time spent overseeing the project is incorporated into the operating budget. Completed project components will update the building and initially result in decreased maintenance and repair costs. Additional facility fixtures or infrastructure will increase maintenance costs over the long term. Estimated Cost $7,000,000. 19 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 14 FACILITY IMPROVEMENT PROJECTS Project Name Solar Panels at City Hall Project Number Department Recreation & Facilities Project Manager Iveta Harvancik Description Installation of Solar Panels on City Hall Buildings. Location Solar Panels would be located on the rooftops of the City Hall Offices located at 13777 Fruitvale Avenue. Project Background In support of Council’s goals to support environmental sustainability efforts and cost efficiencies, the installation of rooftop solar panels were nominated as an infrastructure improvement. The project calls for photovoltaic panels to be installed on the rooftops of the two main office buildings and connect to the utility grid, thereby allowing the City to feed power back to the utility and lower the City’s electricity bill. The current cost of the project at approximately $120,000 is estimated to have a twenty year pay- back return on investment. As solar technology continues to emerge, the nominated project’s concept, cost, and scope may evolve over time. Operating Budget Impacts This project is anticipated to provide energy savings for City Buildings by lowering electricity costs. Quarterly preventative maintenance and upkeep will require staff time and some cost, however electricity savings will exceed maintenance costs. Staff time spent overseeing the installation project is incorporated into the operating budget. Estimated Cost $120,000. 20 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 15 FACILITY IMPROVEMENT PROJECTS Project Name Community Center -MPR Stage Renovation Project Number Department Recreation & Facilities Project Manager Thomas Scott Description Renovate the Community Center’s Multi-Purpose Room stage Location Multi-Purpose Room in the Joan Pisani Community Center at 19655 Allendale Avenue. Project Background The current stage is approximately 20 feet by 50 feet,and about 28 inches high with a flat drop-off front. The Multi-Purpose room and stage is used on a consistent basis for exercise classes, band concerts, weddings, presentation/ award ceremonies, meetings, and similar activities. Storage closets on the sides of the stage are used for supplies and equipment by the ongoing Rotary Club and exercise class room rental organizations. The stage is accessed on the side by steps which are narrow and not in conformity with current code for stair tread and rise requirements. Stage access is a concern as there have been at least two falls recently which are attributable to the challenging configurement of the stairs. Additionally, the lack of a ramp prevents stage access for wheelchair bound or mobile-challenged attendees. This project was developed for the installation of proper steps along the entire front of the stage, to create a safe and broadly accessible stairway, and to install a ramp on one side of the stage for ADA access. The adjoining storage units will need to be relocated and rebuilt to accommodate the ramp. The other back stairway access will be rebuilt to code. It is anticipated the stage itself may only need new flooring, that the structural elements will be salvageable. Operating Budget Impacts There are no ongoing costs for this project. Staff time spent overseeing the program is incorporated into the operating budget. Estimated Cost $70,000. 21 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN UNFUNDED PROJECTS 16 FACILITY IMPROVEMENT PROJECTS Project Name One-Stop Permit Center Lobby Remodel Project Number Department Recreation & Facilities Project Manager Erwin Ordonez Description Engineering & Community Development One Stop Permit Center Lobby Remodel Location Engineering and Community Development Offices, Saratoga City Hall, at 13777 Fruitvale Avenue. Project Background The current lobby design is set up with several counter destinations to allow for planning, building, engineering, and cashier functions: Currently, when a customer walks into the lobby, either they identify the lobby counter area they want and proceed toward the staff operating the counter for acknowledgement and assistance, or staff acknowledges the customer and directs them to the correct counter, informing them that they will be helped in order. The planning counter also utilizes a sign in sheet to help regulate customer assistance order. There are chairs in the lobby for customers as they wait. After staff assists a customer, the customer may need to proceed to another counter or cashier location. Then the waiting queue in the new area begins. The customer may then need to return to the prior counter. While staff prioritizes the customer when they return for-assistance, there may still be a slight time delay to finalize their visit. The proposed new One Stop Permit Center configuration will create a centralized reception area where a staff person who will help them to determine their needs will greet customers. Once needs are determined,customers will sit at individual ergonomic desk/counters, with the appropriate staff member based on their particular project or inquiry. The desk/counters reconfiguration would address ADA compliance requirements and could include space for future installation of self-help kiosks to access electronic public information. The lobby re-design into a One-Stop Permit Center would require the elimination of the current counters, structural remodeling of the lobby area, and purchasing of additional service desks, fixtures, ergonomic furniture and perhaps computer systems. Operating Budget Impacts There are no ongoing costs for this project. Staff time spent overseeing the program is included in the operating budget. Estimated Cost . $100,000 22 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 1 ADDITIONAL FUNDING REQUESTS PROGRAM DIRECTORY Project Title Request Funding Request 1 El Camino Grande Storm Drain The revised estimated cost of the project has incresed from $360,000 to $400,000. Project has been partially funded at $255,000 145,000 2 Damon Lane Retaining Wall The revised estimated cost of the project has increased from $190,000 to $340,000. Project is currently funded at $190,000 150,000 3 City-wide Tree Replanting Program Increase funding level to $75,000 27,000 4 Hakone Gardens Koi Pond Improvements Increase funding level to $250,000. 110,000 5 City-wide LLD Initiation Match Program Discuss continuation of program, and, if so, replenish funding level to $50,000. 26,000 6 Village Façade Program Discuss continuation of program, and, if so, replenish funding level to $20,000. 5,000 463,000$ TOTAL ADDITIONAL FUNDING REQUESTS 23 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 2 24 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 3 ADDITIONAL FUNDING REQUESTS PROGRAM DIRECTORY CITYWIDE PROJECTS 9142-015 El Camino Storm Drain 4 9153-003 Damon Lane Retaining Wall 6 9222-007 City-wide Tree Replanting Program 8 9222-007 Hakone Gardens Koi Pond Improvements 10 9442-001 Citywide LLD Initiation Match Program 12 9452-001 Village Façade Program 14 25 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 4 SIDEWALKS,CURBS &STORM DRAINS Project Name El Camino Grande Storm Drain Pump Project Number 9142-015 Department Public Works Project Manager Iveta Harvancik Description This project will install a storm drain system at El Camino Grande. Location This project is located on El Camino Grande, Saratoga-Los Gatos Road, Austin Way and Bountiful Acres Way. Project Background This is the second part of the Monte Vista Drive/El Camino Grande area storm drain improvements. This section of the roadway receives a large amount of storm water runoff from Monte Vista Drive and El Camino Grande. As the area was initially developed, no storm drain system was installed. The increase in home construction led to a decrease in surface area that could absorb water runoff. Without a proper storm drain system in place, flooding could occur resulting in erosion and possible street failure. The drainage issue was partially resolved with the installation of a storm drain pump at Monte Vista Drive. A second pump is needed at El Camino Grande to draw water across Highway 9 to the closest storm drain located near Bountiful Acres Way. In Fiscal Year 2015/16, a revised estimate due to an increase in scope increased the cost of the project from an estimated $150,000 to $361,000. For Fiscal Year 2016/17, another revised estimate related to increases in labor and material have increased the cost of the project from an estimated $361,000 to $400,000. The project is partially funded through a $2 55,000 transfer from the General Fund. Staff is proposing to increase the total project budget from $255,000 to $400,000. Operating Budget Impacts Costs associated with engineering, administrative and staff time for oversight and implementation of the project are incorporated into the operating budget. 26 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 5 SIDEWALKS,CURBS &STORM DRAINS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Design Phase March 2017 Prepare plans and specifications Begin Bid Process July 2017 Finalize plans and bid project Estimated Construction Start September 2017 Begin Construction Estimated Completion Date December 2017 Project Complete EL CAMINO GRANDE STORM DRAIN PUMP 9142-015 Prior FY Total Year 2016/17 Funded Project REVENUES Funded Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Funding CIP STREET FUND Transfers In - General Fund 150,000 105,000 255,000 145,000 - - - - 400,000 TOTAL REVENUES 150,000 105,000 255,000 145,000 - - - - 400,000 Prior FY Total Year 2016/17 Expended Project EXPENDITURES Expended Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Expended CIP STREET FUND Consultant/Contract Svs 7,013 19,663 26,675 - - - - - 26,675 Construction Expenses - - - 373,325 - - - - 373,325 TOTAL EXPENDITURES 7,013 19,663 26,675 373,325 - - - - 400,000 Prior FY Total Year 2016/17 Project Activity Actuals Total 2017/18 2018/19 2019/20 2020/21 2021/22 Activity CIP STREET FUND BEGINNING BALANCE 142,988 228,325 - - - - - Revenues & T/I 150,000 105,000 255,000 145,000 - - - - 400,000 Expenditures & T/O 7,013 19,663 26,675 373,325 - - - - 400,000 ENDING BALANCE 142,988 228,325 228,325 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year 27 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 6 BRIDGE &RETAINING WALL PROJECTS Project Name Damon Lane Retaining Wall Project Number 9153-003 Department Public Works Project Manager Iveta Harvancik Description This project will fund the replacement of a retaining wall. Location This project is located on Damon Lane in the Mt. Eden Road area. Project Background A City-owned retaining wall along a portion of Damon Lane was inspected by the City Geologist after staff noticed the wall had started to lean downhill towards the roadway. The wall is approximately 40 to 50 years old and located within the public right-of-way on Damon Lane Following inspection of the retaining wall at the location, the City Geologist recommended that the wall be replaced as soon as possible due to the high likelihood of failure in the event of a landslide. If the wall were to fail, it would likely cause damage to the roadway traffic flow would be restricted to one lane. A new retaining wall will help reinforce and stabilize the hillside. This project is funded by a $190,000 transfer from the General Fund. Staff is proposing to increase the total project budget from $190,000 to $340,000. Operating Budget Impacts Engineering and administrative staff time for project management and oversight is incorporated into the operating budget. 28 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 7 BRIDGE &RETAINING WALL PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase November 2016 Prepare plans and specifications Begin Bid Process January 2017 Select contractor Contract Award March 2017 Award contract Estimated Construction Start April 2017 Begin construction Estimated Completion Date June 2017 Project complete DAMON LANE RETAINING WALL 9153-003 Prior FY Total Year 2016/17 Funded Project REVENUES Funded Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Funding CIP STREET FUND Transfers In - General Fund - 190,000 190,000 150,000 - - - - 340,000 TOTAL - 190,000 190,000 150,000 - - - - 340,000 TOTAL REVENUES - 190,000 190,000 150,000 - - - - 340,000 Prior FY Total Year 2016/17 Expended Project EXPENDITURES Expended Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Expended CIP STREET FUND Construction Expenses - - - 340,000 - - - - 340,000 TOTAL - - - 340,000 - - - - 340,000 TOTAL EXPENDITURES - - - 340,000 - - - - 340,000 Prior FY Total Year 2016/17 Project Activity Actuals Total 2017/18 2018/19 2019/20 2020/21 2021/22 Activity CIP STREET FUND Beginning Balance - 190,000 - - - - - Revenues & T/I - 190,000 190,000 150,000 - - - - 340,000 Expenditures & T/O - - - 340,000 - - - - 340,000 ENDING FUND BALANCE - 190,000 190,000 - - - - - - ENDING BALANCE - 190,000 190,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year 29 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 8 CITYWIDE PROJECTS Project Name City-wide Tree Replanting Program Project Number 9211-002 Department Public Works Project Manager Kevin Meek Description This ongoing project provides for the upkeep of the City’s urban forest through the planting of City trees and shrubbery, installation of irrigation for new plantings, tree maintenance, and removal of damaged trees on City property. Location The Tree Replanting Program is a Citywide project, primarily directed toward reforesting areas within City parks and medians. Project Background To mitigate the loss of the urban forest, the City assesses fines for unpermitted tree removal and related violations, and then uses these funds to reforest the City. Fines provide the funding for the cost to plant new trees and shrubbery and if needed, to install irrigation to sustain the new plantings on public property. Citywide tree replanting work is sometimes completed by staff; however, larger-scale projects may be contracted out to tree and landscape contractors. In Fiscal Year 2015/16, a total of 107 trees were planted by the City. Generally, the City plants 75 to 80 trees per year. The program also supported the 2020 by 2020 Tree Planting Challenge through a cost sharing tree planting program. The goal of the program is to plant 2,020 trees by the year 2020. In partnership with Our City Forest, the City is offering to share the cost of planting a up to two trees in the front yard of Saratoga residents. The City pays approximately $100 and residents can expect to pay $95 to $135 depending upon the type of tree selected. Staff is proposing to increase the project balance to $75,000 Operating Budget Impacts The Citywide Tree Replanting Program offsets tree planting and related maintenance expenses that would otherwise be funded through the City’s operating budget. Additionally, maintaining the City’s urban tree canopy adds to Saratoga’s attractiveness and increases its desirability. To some degree, this helps to generate higher property values and consequently higher property tax revenues received by the City. Staff time for project oversight is funded through the Operating Budget. 30 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 9 CITYWIDE PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Ongoing Prepare project plans and request bids if work is contracted out Contract Award Ongoing Award contract Estimated Construction Start Ongoing Construction project begins Estimated Completion Date Ongoing Project is completed CITYWIDE TREE REPLANTING PROGRAM 9211-002 Prior FY Total Year 2016/17 Funding Project REVENUES Funded Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Funding TREE FINE FUND Fines & Forfeitures 158,045 9,176 167,221 - - - - - 167,221 Transfers In - General Fund 183,007 - 183,007 27,000 - - - - 210,007 TOTAL REVENUES 341,053 9,176 350,228.87 27,000 - - - - 377,229 FY Total 2016/17 Expended Project EXPENDITURES Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Expended TREE FINE FUND Materials & Supplies 19,486 143 19,629 - - - - - 19,629 Consultant/Contract Svs 12,596 10,000 22,596 - - - - - 22,596 Construction Expenses 238,121 21,699 259,821 75,183 - - - - 335,004 TOTAL EXPENDITURES 270,203 31,843 302,045.72 75,183 - - - - 377,229 Prior FY Total Year 2016/17 Project Activity Actuals Total 2017/18 2018/19 2019/20 2020/21 2021/22 Activity TREE FINE FUND BEGINNING BALANCE 70,850 48,183 - - - - Revenues & T/I 341,053 9,176 350,229 27,000 - - - - 377,229 Expenditures & T/O 270,203 31,843 302,046 75,183 - - - - 377,229 ENDING BALANCE 70,850 48,183 48,183 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year 31 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 10 PARK PROJECTS Project Name Hakone Gardens Koi Pond Improvements Project Number 9222-007 Department Public Works Project Manager John Cherbone Description This project funds improvements to the Koi Pond at Hakone Gardens. Location This project is located at Hakone Gardens. Project Background In Spring 2016, the City Council approved the Hakone Master Plan.As part of the Master Plan development, the Koi Pond was carefully analyzed. The study determined that the water filtration system needs replacement for the health of the Koi Pond ecosystem. In addition to the plumbing, mechanical, and electrical upgrades for the filtration system, the project will also include a structure to house all of the necessary equipment. Filtration improvements will help improve oxygen flow for the approximately 20 koi living in the pond and reduce the algae. This project is funded by transfers from the CIP Reserve of $43,000 and from the Hakone Gardens Miscellaneous Improvements project of $23,000. The total project cost is estimated at approximately $625,000. The Hakone Foundation is working to raise money to fully fund the project. Staff is proposing to close in the Hakone Gardens Miscellaneous Improvements Project and transfer the remaining balance of $73,548 into this project and increase the budget an additional $110,452 bringing the total project budget to $250,000. Operating Budget Impacts Costs associated with project management and maintenance staff time for this project are incorporated into the Operating Budget. 32 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 11 PARK PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Contract Award TBD Estimated Construction Start TBD Estimated Completion Date TBD HAKONE GARDENS KOI POND IMPROVEMENTS 9222-007 Prior FY Total Year 2016/17 Funding Project REVENUES Funded Actuals To Date 2017/18 2018/19 20/19/20 2020/21 2021/22 Funding CIP PARK FUND Transfers In - General Fund - 43,000 43,000 110,000 - - - - 153,000 Transfers In - Other CIP - 23,000 23,000 73,548 - - - - 96,548 TOTAL REVENUES - 66,000 66,000 183,548 - - - - 249,548 Prior FY Total Year 2016/17 Expended Project EXPENDITURES Expended Actuals To Date 2017/18 2018/19 20/19/20 2020/21 2021/22 Expended CIP PARK FUND Construction Expenses - - - 249,548 - - - - 249,548 TOTAL EXPENDITURES - - - 249,548 - - - - 249,548 Prior FY Total Year 2016/17 Project Activity Actuals Total 2017/18 2018/19 20/19/20 2020/21 2021/22 Activity CIP PARK FUND BEGINNING BALANCE - 66,000 - - - - - Revenues & T/I - 66,000 66,000 183,548 - - - - 249,548 Expenditures & T/O - - - 249,548 - - - - 249,548 ENDING BALANCE - 66,000 66,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year 33 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 12 COMMUNITY PROGRAMS Project Name Citywide LLD Initiation Match Program Project Number 9442-001 Department Public Works Project Manager John Cherbone Description This project provides matching funds for initial landscaping improvements to encourage neighborhood associations to enter into a Landscape and Lighting District arrangement with the City. Location The LLD Initiation Match Program is available for new districts formed within the City of Saratoga. Project Background This project represents a $50,000 contribution of City funds to be provided to new Landscape and Lighting Districts (LLD) on a 50 percent match basis, up to $25,000, toward initial improvements to be completed at the onset of the new LLD. The program is intended to encourage residents to form a neighborhood assessment district by matching the district’s initial assessment with funds from the City, thereby enabling the quick implementation of landscape and/or lighting improvements within a newly formed district. Improvements are typically made along City arterials leading into a neighborhood, thereby providing a beautiful gateway entrance. District assessments will fund the subsequent upkeep of the improvements, including water, lighting, and landscape maintenance costs. To date, the program has supported the development of two districts; Allendale and Covina. Improvements included entryway beautification and other improvements, such as landscaping, signage, lighting and irrigation. Grant funding matches of up to a maximum of $25,000 per district initiation will be transferred to a new LLD upon district agreement and receipt of initial assessments. LLD expenditures will not be accounted for directly in this project. Staff is recommending that the project balance be increased to $50,000 for Fiscal Year 2017/18. Operating Budget Impacts Staff time associated with the support and management of this project is incorporated within the operating budget. 34 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 13 COMMUNITY PROGRAMS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development July 2014 Program parameters established and funded Estimated Project Start July, 2014 Capital budget funding available for new districts District Formation Various New Districts formed with award of grant funding Project Implementation Various Funding distributions utilized for district improvements Estimated Project Completion TBD Program funding fully disbursed CITYWIDE LLD INITIATION MATCH PROGRAM 9442-001 Prior FY Total Year 2016/17 Funding Project REVENUES Funded Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Funding CIP ADMINISTRATIVE FUND Transfer In - General Fund 50,000 - 50,000 26,000 - - - - 76,000 TOTAL REVENUES 50,000 - 50,000 26,000 - - - - 76,000 Prior FY Total Year 2016/17 Expended Project EXPENDITURES Expended Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Expended CIP ADMINISTRATIVE FUND Construction Expenses 26,000 - 26,000 50,000 - - - - 76,000 TOTAL EXPENDITURES 26,000 - 26,000 50,000 - - - - 76,000 Prior FY Total Year 2016/17 Project Activity Actuals Total 2017/18 2018/19 2019/20 2020/21 2021/22 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 24,000 - 24,000 - - - - - Revenues & T/I 50,000 - 50,000 26,000 - - - - 76,000 Expenditures & T/O 26,000 - 26,000 50,000 - - - - 76,000 ENDING FUND BALANCE 24,000 24,000 24,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year 35 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 14 DEVELOPMENT IMPROVEMENT PROJECTS Project Name Village Façade Program Project Number 9452-001 Department Community Development Project Manager Erwin Ordoñez Description This program is intended to enhance the beauty of Saratoga Village by offering an incentive to business and property owners to make façade improvements that maintain the historic character and charm of the Village. Location This program serves properties located within Saratoga Village either on, or visible from, Big Basin Way. Project Background In 2004, the City of Saratoga initiated the Village Façade Improvement Program to revitalize the downtown area and encourage private investment in the Saratoga Village Commercial District that runs along Big Basin Way in the City’s downtown area. Property owners or business owners can receive up to a 50% reimbursement, maximum award of $5,000, for the cost of making improvements to the façade of their buildings. Only properties located either on, or visible from, Big Basin Way qualify for Village Façade Improvement Program funding. Eligible projects range from exterior paint, installation of awnings, improvements to sidewalk seating areas, signage, enhancement to doors and windows, and installation of exterior planter boxes. Initial funding for the program lasted one year and resulted in over $600,000 in private investment in the Village. Funding was then restored in 2007 when Council allocated $20,000 to the program. Since then, the City has awarded six Village Façade Improvement grants that have generated more than $80,000 in improvements to the Village’s appearance. An additional $20,000 was allocated to the program in 2011, and again in 2014. Staff anticipates that the Village Plan update may result in future requests for Façade Program funds. Consequently, staff recommends an additional allocation of $20,000 for fiscal year 2017/18. Operating Budget Impacts This project enhances the beauty of Saratoga Village, the City’s downtown area, and consequently increases retail, restaurant, and hotel business activity thereby resulting in higher sales tax and TOT revenues for the City. Staff time spent overseeing the program is incorporated in the operating budget 36 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADDITIONAL FUNDING REQUESTS 15 DEVELOPMENT IMPROVEMENT PROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Program Funding Ongoing Council approved funding for Village Façade Improvement Program Funding Application Ongoing Applicants apply for funding Application Review Ongoing Village Ad Hoc reviews applications for funding Funding Approval Ongoing Village Ad Hoc approves applications for funding Funding Award Ongoing Successful applicants receive funding VILLAGE FAÇADE PROGRAM 9452-001 Prior FY Total Year 2016/17 Funding Project REVENUES Funded Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Funding CIP ADMINISTRATIVE FUND Transfers In - General Fund 20,000 - 20,000 5,000 - - - - 25,000 Transfers In - Other CIP 20,978 - 20,978 - - - - - 20,978 TOTAL REVENUES 40,978 - 40,978 5,000 - - - - 45,978 Prior FY Total Year 2016/17 Expended Project EXPENDITURES Expended Actuals To Date 2017/18 2018/19 2019/20 2020/21 2021/22 Expended CIP ADMINISTRATIVE FUND Construction Expenses 25,227 - 25,227 20,751 - - - - 45,978 Transfers Out - - - - - - - - - TOTAL EXPENDITURES 25,227 - 25,227 20,751 - - - - 45,978 Prior FY Total Year 2016/17 Estimated Project Activity Actuals Total 2017/18 2018/19 2019/20 2020/21 2021/22 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 15,751 - 15,751 - - - - - Revenues & T/I 40,978 - 40,978 5,000 - - - - 45,978 Expenditures & T/O 25,227 - 25,227 20,751 - - - - 45,978 ENDING FUND BALANCE 15,751 15,751 15,751 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year 37 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 1 NOMINATED CAPITAL PROJECTS PROGRAM SCHEDULE Project Title Request Nominee Funding Request 1 Village Clock This project would install a clock in Saratoga Village Council 150,000 2 State Route 85/Saratoga Avenue Beautification This project would beautify the entry and exit to State Route 85 at Saratoga Avenue Council 250,000 3 Hillside Retaining Wall Repair This project would improve two City-owned retaning walls located in Saratoga Heights and Villa Oaks Staff 320,000 4 Village Crosswalk & Sidewalk Rehabilitation This grant-funded project would improve crosswalks and sidewalks in Saratoga Village Staff 44,000 5 Saratoga/Herriman Traffic Signal This Traffic Safety Commission recommended project would add a three-way traffic signal at the intersection of Saratoga and Herriman Avenues Staff 250,000 6 Parks, Trails, Grounds, and Medians This project would annually fund maintenance and replacement of infrastructure associated with the City's parks, trails, grounds, and medians Staff 200,000 7 City Hall Courtyard Renovation This project would make improvements to the courtyard area of City Hall Staff 100,000 8 Village Level-2 Electric Vehicle Charging Stations This project would install two Level-2 EV Charging Stations in Saratoga Village Staff 120,000 9 Bocce Ball Court This project would install a bocce ball court at Saratoga City Hall Staff 50,000 1,484,000$ TOTAL ADDITIONAL FUNDING REQUESTS 38 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 2 Project Name Village Clock Project Number Department Public Works Project Manager John Cherbone Description This project would add a clock in Saratoga Village. Location This project would be located near the entry to Saratoga Village at Saratoga-Los Gatos Road and Big Basin Way. Project Background The Village, Saratoga’s historic downtown, is located on Big Basin Way off of Saratoga-Los Gatos Road. The Village is a destination for those looking for unique shops, fine dining, wine tasting, spa experiences and more. The lovely downtown atmosphere with hanging flower baskets, floral displays meticulously maintained by volunteers, and the iconic Memorial Arch helped make Saratoga a top contender in the 2015 and 2016 America in Bloom competitions. This project would add a clock in the Village near its entry at Saratoga-Los Gatos Road and Big Basin Way. The clock would serve to further enhance the aesthetics of Saratoga’s Village. Because the style of the clock has not yet been determined, the cost estimate below reflects the total maximum cost anticipated. The actual costs may be lower depending on the clock. The selection of the clock could be guided by seeking input from groups that may have a special interest in the project, such as the Public Art Committee, Saratoga Chamber of Commerce, Saratoga Village Development Council, or America in Bloom Committee. The project has been nominated by Council Member Howard Miller with support from Council Member Manny Cappello. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation is incorporated into the operating budget.This project may have operational impacts as the clock may require ongoing maintenance. Estimated Cost $150,000 39 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 3 Project Name State Route 85 Beautification Project Number Department Public Works Project Manager John Cherbone Description This project would beautify the entry and exit to State Route 85 at Saratoga Avenue. Location This project would be located at State Route 85 and Saratoga Avenue. Project Background Currently, the entry and exit to State Route 85 at Saratoga Avenue is maintained by the California Department of Transportation (Caltrans). This is the only State Route 85 access point to Saratoga located within City limits and it serves as the primary gateway to the community for residents and visitors. Currently, the landscaping at State Route 85 and Saratoga Avenue is somewhat sparse currently includes a few small trees that line the State Route 85 on and off ramps. This project would enhance the landscaping within the Caltrans right-of-way to make the area more attractive and consistent with landscaping maintained by the City. The project would also include installation of new irrigation. Additionally, the project would include regular, ongoing litter removal. The project has been nominated by Council Member Howard Miller with support from Vice Mayor Mary-Lynne Bernald. If the project is incorporated into the Capital Budget, funding may be available through Caltrans for initial costs or ongoing maintenance. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation is incorporated into the operating budget.This project is expected to have operational impacts as it will add to the amount of landscaping maintained by the City. The annual maintenance costs are estimated at $15,000. Estimated Cost $250,000 40 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 4 Project Name Hillside Retaining Wall Repair Project Number Department Public Works Project Manager John Cherbone Description This project would improve two City-owned retailing walls located at Saratoga Heights and Villa Oaks Location This would be a Citywide project; locations vary depending on prioritized projects for the year. Project Background There are retaining walls throughout Saratoga that are owned and maintained by the City. Many of these retaining walls are aging and showing signs of stress and partial failure. These retaining walls are generally are used to stabilize hillsides to prevent landslides. Failure of a retaining wall may result in property damage, including public roads, and traffic impacts. Through this project, retaining walls throughout the City will be surveyed to assess their condition and prioritized for improvements. This project would improve two City-owned retaining walls, one located at Saratoga Heights and another at Villa Oaks. This project has been nominated by the Public Works Department. The project would take approximately 6 months to complete. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation is incorporated into the operating budget.Making repairs now will reduce deferred maintenance costs. Estimated Cost $320,000 41 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 5 Project Name Village Crosswalk & Sidewalk Rehabilitation Project Number Department Public Works Project Manager Macedonio Nunez Description This project would improve crosswalks and sidewalks in downtown Saratoga. Location This would be located in the Village,near 5th Street and 6th Street on Big Basin Way. Project Background The Village, Saratoga’s historical downtown, offers a number of shops, restaurants, salons, and office space. The City has been making a number of improvements to the Village to make it more walkable destination. These improvements included installation of pedestrian bulb-outs and enhanced crosswalks to make pedestrians more visible, as well as installation of benches, bike racks, and aesthetic improvements and a renovation of Blaney Plaza that make the Village a more desirable place to gather. This project would continue improvements on Big Basin way at 5th Street and 6th Street. Similar to the first phase of the Village Sidewalk &Pedestrian Enhancements, this project would install bulb outs, enhanced crosswalks, decorative landscaping, and benches near 5th Street and 6th Street. The project is expected to receive OBAG grant funding, which would require a match from the City of Saratoga. The total estimated project cost is $382,000, including City match of $44,000. This project has been nominated by the Public Works Department. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation of the various projects are incorporated into the operating budget.The project will result in increased maintenance costs as the City will be responsible for caring for additional landscaping, bulb outs, crosswalks, and other features. Estimated Cost $44,000 42 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 6 Project Name Saratoga /Herriman Traffic Signal Project Number Department Public Works Project Manager John Cherbone Description This project would add a three-way traffic signal unit at the intersection of Saratoga Avenue and Herriman Avenue. Location This project would be located at the intersection of Saratoga Avenue and Herriman Avenue. Project Background The Traffic Safety Commission (TSC) recommended that the City install a traffic light at the intersection of Herriman Avenue and Saratoga Avenue. The TSC believes that installing a traffic light at that location would allow vehicles to enter onto Saratoga Avenue and clearing the congested traffic on Herriman. Congestion at the Saratoga Avenue/Herriman Avenue is especially heavy during Saratoga High Schools’ peak commute periods in the morning and afternoon. Queues on westbound Herriman Avenue (toward Saratoga Avenue) consistently spill back to the bridge and beyond. The queues are primarily the result of vehicles trying to make a left-turn from Herriman Avenue onto northbound Saratoga Avenue (toward Library) and waiting for gaps in traffic to make the left turn, since Saratoga Avenue is uncontrolled (does not have a stop sign or signal). The long queues and delays on Herriman Avenue, even if only for 15-30 minutes in each peak period, can result in traffic diverting onto neighborhood streets to bypass the Saratoga/Herriman intersection. Recent data showed that part of the diversion occurs on westbound Glen Brae Avenue, as vehicle avoiding the Herriman/Saratoga intersection likely travel from Herriman Avenue onto Beaumont to Glen Brae and either all the way to Cox Avenue or to Scotland Drive to access Saratoga Avenue via the signal at that intersection. A signal at Saratoga Avenue/Herriman Avenue would likely allow for better flow of vehicles from Herriman Avenue onto Saratoga Avenue and would likely reduce local cut-through traffic. This project has been nominated by the Public Works Department to be added to the Unfunded Capital Improvement Plan based on a recommendation from the Traffic Safety Commission. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation is incorporated into the operating budget. Estimated Cost $250,000 43 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 7 Project Name Parks, Trails, Grounds and Medians Project Number Department Public Works Project Manager Kevin Meek Description This project would annually fund infrastructure maintenance and replacements related to parks, trails, grounds and medians. Location This is a citywide project. Project Background Parks: Parks are maintained by the City of Saratoga Parks Department. Infrastructure includes, but is not limited to, playground equipment, restroom and concessions buildings, fencing, tennis and basketball courts, playfields, drinking fountains, pathways and parking lots. Trails: Trails are maintained by the City of Saratoga Parks Department. Trail infrastructure includes pathways, signage, irrigation system, ramps and parking lots Grounds: Grounds infrastructure is located at properties including the Civic Center, Saratoga-Prospect Center, Library, Blaney Plaza Medians: Medians infrastructure includes irrigation systems located at medians throughout the city. Annual maintenance and replacement of infrastructure related to parks, trails, grounds, and medians helps to keep them functioning properly for the enjoyment of Saratoga residents. This project has been nominated by the Public Works Department. Operating Budget Impacts Administrative staff costs for oversight and implementation of the various projects are incorporated into the operating budget. Estimated Cost $200,000 44 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 8 Project Name City Hall Courtyard Renovation Project Number Department Public Works Project Manager John Cherbone Description This project would improve the courtyard area of City Hall. Location This would be located at City Hall, in the courtyard between the Administration and Community Development/Public Works buildings. Project Background Currently, much of the surface area of the City Hall Courtyard is covered by exposed aggregate concrete. Over time, the exposed aggregate concrete has developed cracks as the roots of nearby trees and other environmental conditions have pushed the concrete up. These cracks have created tripping hazards, as have the difference in elevation between exposed aggregate concrete surfaces and wood boards inset into the concrete surface. Additionally, the exposed aggregate concrete becomes very slippery when wet. This project would remove the exposed aggregate concrete and replace it with brick pavers. Use of pavers allows the City to more easily maintain a level surface. Additionally, the brick surface is less smooth and provides more grip when it rains. This project has been nominated by the Public Works Department. The project would take roughly 6 months to complete. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation is incorporated into the operating budget.The project is expected to reduce tripping hazards and therefore reduce risk exposure. Estimated Cost $100,000 45 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 9 Project Name Village Level-2 Electric Vehicle (EV) Charging Stations Project Number Department Public Works Project Manager John Cherbone Description This project would install 2 Level-2 EV stations in the Village. Location This would be located in the Village, near the corner of Big Basin Way and Saratoga-Sunnyvale Road. Project Background Currently, the City has EV charging stations located at Saratoga City Hall, Saratoga Library, and the Village. There are several existing electronic vehicle charging stations in downtown Saratoga. The new stations would be installed in a City parking lot in partnership with the owner of the gas station next to the proposed project location. The City would purchase and install the stations and power would be provided by the gas station owner. The new Level-2 EV stations can fully charge an electric vehicle in 30 minutes or less. The existing stations in the Village and elsewhere in the City can fully charge an electric vehicle in 4 to 6 hours. This project has been nominated by the Public Works Department. If the project is included in the Capital Improvement Budget, staff would seek potential grant opportunities. The project would take 3 months to complete. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation of the various projects are incorporated into the operating budget.The annual cost of operation of the existing stations is approximately $500 to $1,000 per unit. The new stations are expected to cost slightly more to operate due to higher energy use. However, power for the units will come from the adjacent gas station. Estimated Cost $120,000 46 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN NOMINATED PROJECTS 10 Project Name Bocce Ball Court Project Number Department Public Works Project Manager John Cherbone Description This project would install a bocce ball court at Saratoga City Hall. Location This would be located at Saratoga City Hall, in the lawn area on the corner of Fruitvale Avenue and Allendale Avenue. Project Background Currently, there is a large lawn area in front of City Hall at the corner of Fruitvale Avenue and Allendale Avenue. This project would install a bocce ball court in the lawn area as well seating and landscaping in the lawn area, which is currently underutilized. This project has been nominated by the Public Works Department based on a recommendation from several America in Bloom volunteers as an opportunity for a community beautification project. Due to drought conditions, the lawn area in front of City Hall has received limited watering. As a result, much of the grass is now dead and brown during dryer months. Operating Budget Impacts Engineering, administrative, and maintenance staff costs for oversight and implementation of the various projects are incorporated into the operating budget.The project may increase maintenance costs as the City will be responsible for caring for additional landscaping.However, the bocce ball court would also reduce the amount of turf area in front of City Hall, thereby reducing lawn maintenance and watering costs. Estimated Cost $50,000 47 SARATOGA CITY COUNCIL MEETING DATE:February 15, 2017 DEPARTMENT: Finance & Administrative Services PREPARED BY: Mary Furey, Director SUBJECT: Financial System Contract Renewal RECOMMENDED ACTION: Authorize the City Manager to enter into a five-year renewal contract with SunGard Public Sector, LLC. BACKGROUND: In 2006, the City entered into a five-year contract with SunGard to upgrade the City’s financial system to Finance Plus. In 2011, the City Council approved the renewal of the contract under the same terms and rates. This renewal expired at the end of 2016, and staff is requesting Council approve a second five- year contract renewal, again under the same terms and service rates. The financial software program was upgraded in 2016 for compatibility issues, but also improved operational and usability features. The upgraded system is working very satisfactorily and staff would like to continue to use this financial system for at least the next five years, as continuity of data and processes is very beneficial to the organization. REPORT DISCUSSION: The SunGard financial system provides system access for up to 12 concurrent users, help desk and IT maintenance services for maintaining data, daily data backups, security services, and annual software updates for payroll and accounts payable reporting functions. Training and major system upgrades are available as needed at additional cost. The annual license fee is funded in the IT Services Operating Budget each fiscal year. The annual license/service fee of $60,360 totals $301,800 for the five-year contract term. As the contract renewal amount exceeds the City Manager’s approval authority, Council is requested to authorize the City Manager to approve the contract. The City Attorney has reviewed the contract and approved as to form. ATTACHMENTS: SunGard Application Service Provider Contract 48 SunGard Public Sector ASP Agreement Rev. 07.05.16 Page 1 of 3 1/25/2017 Supplement to the SunGard Public Sector LLC Application Service Provider Agreement Schedule A - Order Form This Schedule A - Order Form is entered into under the terms and conditions of the SunGard Public Sector LLC Application Service Provider Agreement dated December 6, 2006 (Agreement), between SunGard Public Sector LLC (SunGard Public Sector) and City of Saratoga, CA (Customer). Unless otherwise stated below, all terms and conditions as stated in the Agreement shall remain in effect. Customer Name: City of Saratoga, CA Yes No Initial Order Form X Agreement Number: 170007-1 Replacement Order Form X 1. Commencement Date: Begins January 1, 2017 and expires sixty (60) months from the date the initial Monthly Access Fee is due under this Schedule A – Order Form. 2. Application Groups: Monthly Access Fees Applications and/or Services Monthly Access Fee Renewal Service ASP Renewal - SASP-120391-1 $ 5,030 Existing Products (Currently Licensed) Plus Series General Ledger, Plus Series Accounts Payable, Plus Series Purchasing/Purchase Orders, Plus Series Project Accounting/Costing, Plus Series Budgeting/Budget Preparation, Plus Series Revenue Tracking, Plus Series Workflow Financial Accounting/Purchasing, Plus Series Human Resources Payroll, Plus Series Human Resources Personnel, Plus Series Applicant Tracking, Plus Series Human Resource Attendance, Plus Series Human Resources Workflow, Plus Series Employee Benefits, Plus Series State Regulatory Software, Plus Series Centralized Property File, Plus Series Miscellaneous Billing - Accounts Receivable, Plus Series Central Receipting, Plus Series Personel Budgeting - (GFOPBS) Included in Monthly Access Fee Third Party Products (Hosted Existing)Cognos Impromptu 7.1 (1 Admin, 3 End Users), Four J's Compiler - (FOURJS), Four J's Concurrent User License (12 Users) - (FOURJS), Optio Suite - (OPTIO) Included in Monthly Access Fee Terminate Third Party Products (Hosted Existing) Four J's Concurrent User License (8 users) Included in Monthly Access Fee Services HELP Card - (SP1) Concurrent Sessions 12 $75 per user Included in Monthly Access Fee Total $ 5,030 APPLICABLE TAXES ARE NOT INCLUDED IN THIS SCHEDULE, AND, IF APPLICABLE, WILL BE ADDED TO THE AMOUNT IN THE PAYMENT INVOICE(S) BEING SENT SEPARATELY TO THE CUSTOMER. *Number of Concurrent Sessions listed above used in the calculation for the Monthly Access Fees. Changes to the number of Concurrent Sessions may impact the Monthly Access Fee. DocuSign Envelope ID: 08D27728-37DC-40B5-96EC-3627464BFC7F 49 SunGard Public Sector ASP Agreement Rev. 07.05.16 Page 2 of 3 1/25/2017 3. Payment Terms: Monthly Access Fee: The initial Monthly Access Fee will be due January 1, 2017. Subsequent Monthly Access Fees will be due on the first of the month thereafter. Monthly Access Fees will be invoiced in advance on a monthly basis for a term of sixty (60) months at the rates listed below. January 1, 2017 – December 31, 2021 $ 5,030.00 per month or $60,354.00 per year; Following the initial term, Services will be provided on a year-to-year basis provided the Customer exercises the option and pays the then current Monthly Access Fee. Travel and Living Expenses: Travel and living expenses are in addition to the prices quoted above and will be invoiced as incurred and shall be governed by the SunGard Public Sector Corporate Travel and Expense Reimbursement Policy. Travel and living expenses actually incurred in prior months for which SunGard Public Sector is seeking reimbursement, shall also be invoiced monthly. Notes: 1 Monthly Access Fees listed above are for the Applications and Services listed in this Schedule A-Order Form only. 4. Third Party Software and Hardware. Unless otherwise provided for herein, warranty, modification retrofit and maintenance offerings by SunGard Public Sector for its Licensed Program(s) do not apply to any third party hardware or third party software supplied under this Supplement. SunGard Public Sector does not make any warranties nor provide any source code for any non -SunGard Public Sector products unless otherwise provided herein. The return and refund policy of each individual third party hardware or third party software supplier shall prevail unless otherwise provided herein. 5. Licensed Program Access Termination: Effective January 1, 2017, the Parties hereby terminate Customer’s access Four J’s Concurrent User License (8 users) (Terminated Hosted Product). In the event Customer elects to be provided with access services for the Terminated Product in the future, Customer will be required to pay fees for the periods from termination through reinstatement. Each party hereby releases, acquits and discharges the other party of and from any and all claims, debts, demands, rights of indemnification, and causes of action of whatsoever nature, whether in contract or otherwise, whether arising under or by virtue of any statute or regulation, whether known or unknown, suspect or unsuspected, or whether having arisen or hereafter to arise for any losses or damages of which have accrued or may ever hereafter accrue to the other party, arising out of or on account of the Terminated Hosted Product. DocuSign Envelope ID: 08D27728-37DC-40B5-96EC-3627464BFC7F 50 SunGard Public Sector ASP Agreement Rev. 07.05.16 Page 3 of 3 1/25/2017 City of Saratoga, CA SunGard Public Sector LLC BY: BY: PRINTED NAME: PRINTED NAME: PRINTED TITLE: PRINTED TITLE: DATE SIGNED: DATE SIGNED: DocuSign Envelope ID: 08D27728-37DC-40B5-96EC-3627464BFC7F Controller Lisa Neumann 1/25/2017 51 SARATOGA CITY COUNCIL MEETING DATE:February 15, 2017 DEPARTMENT:City Manager’s Office PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager SUBJECT:Resolution Establishing Finance Committee as a Committee of the Whole RECOMMENDED ACTION: Approve the resolution establishing the Finance Committee as a Committee of the Whole. BACKGROUND: The Finance Committee was first formed in 2007 for the purpose of reviewing financial matters, the budget, and fiscal policies in preparation of City Council Meetings and to provide a Council perspective and guidance to staff on financial matters that are brought before the City Council. Given State law and the current structure of the Finance Committee, only two members may participate in Committee meetings. If adopted, the attached resolution would turn the Finance Committee into a Committee of the Whole so that all members of the City Council may attend and participate in Finance Committee Meetings. However, only the Council Members assigned to the Finance Committee per the Council Assignments would be eligible to vote on Finance Committee agenda items. ATTACHMENTS: Attachment A –Resolution Establishing the Finance Committee as a Committee of the Whole 52 RESOLUTION 17-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING THE FINANCE COMMITTEE AS A COMMITTEE OF THE WHOLE WHEREAS, the Finance Committee was officially established as a standing committee of the City Council on September 5, 2007; and WHEREAS, since its formation, the Finance Committee has been comprised of two members of the City Council and meets to review financial matters in preparation for City Council Meetings; and WHEREAS, the Finance Committee provides a Council perspective and guidance to staff on financial matters brought forth to the City Council; and WHEREAS, State regulations and the current structure of the Finance Committee only allow for participation and engagement of two members of the City Council; and WHEREAS, this resolution will establish the Finance Committee as a Committee of the Whole whereby all members of the City Council may participate and attend Finance Committee meetings, but only the two appointed members of the Finance Committee may take action and make recommendations to the City Council. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby establish the Finance Committee as a Committee of the Whole for the purpose of reviewing financial matters, the budget, fiscal policies in preparation for City Council Meeting, providing a Council perspective and recommendations to staff on financial matters brought forth to the City Council, and making recommendations to the City Council. The Finance Committee is not authorized to take any action on behalf of, or acting as, the City Council with the exception of determining Village Façade Improvement Program grant allocations. All members of the City Council are members of the Finance Committee. The two Council members previously appointed to the Finance Committee are the voting members of the Finance Committee for the remainder of 2017 and shall be determined thereafter by the City Council as part of its annual update of City Council committee assignments. A quorum for the purpose of holding meetings and making decisions shall consist of the two voting members of the committee. City Council members are not required to attend meetings of the committee; because no City Council business may be conducted at Finance Committee meetings the meetings shall not be considered meetings of the City Council. The committee is a legislative body subject to the requirements of the Brown Act and all meetings of the committee shall be noticed and otherwise carried out in accordance with that and other applicable laws. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 15 th day of February 2017 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Emily Lo, Mayor ATTEST: DATE: Crystal Bothelio, City Clerk 53 SARATOGA CITY COUNCIL MEETING DATE:February 15, 2017 DEPARTMENT:City Manager’s Office PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager SUBJECT:Resolution Establishing a Public Safety Task Force RECOMMENDED ACTION: Approve the resolution establishing a Public Safety Task Force. BACKGROUND: At the February 1, 2017 City Council Meeting, the City Council directed staff to bring back a resolution establishing a Public Safety Task Force. In accordance with Council direction, the attached resolution would create a Task Force that would serve the City Council in an advisory manner and provide recommendations on enhancing public safety to the City Council. The Task Force would be active until November 30, 2018. The Task Force would be subject to State law and City Code and policies that provide guidance on the operation and administration of City Commissions, such as City Code Article 2-12 and the City’s electronic communications policy. The Task Force would not be subject to City Code Section 2-12.020(d), which prohibits a Commissioner from serving on more than one Commission at a time. Additionally, each member of the Task Force would be nominated by a member of the City Council. Staff is requesting that nominations be submitted to the City Clerk no later than February 22, 2017 so that appointments can be made at the March 1, 2017 City Council Meeting. After appointment of the Task Force members, the group’s first order of business will be to establish a regular meeting schedule and develop a work plan for the City Council to consider. ATTACHMENTS: Attachment A –Resolution Establishing a Public Safety Task Force 54 RESOLUTION NO. 17-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING A PUBLIC SAFETY TASK FORCE WHEREAS, at the February 1, 2017 City Council Meeting, the City Council discussed formation of a Public Safety Task Force; and WHEREAS, the Public Safety Task Force will serve in an advisory capacity to the City Council on matters related to public safety and is charged with providing recommendations that can be considered and utilized by the City Council to enhance public safety in the City of Saratoga; and WHEREAS, the Public Safety Task Force will be comprised of five members, each member nominated by a member of the City Council and appointed by the City Council; and WHEREAS, the Public Safety Task Force shall serve for a limited term ending November 30, 2018; and WHEREAS, the Public Safety Task Force shall meet as needed and hold regular meetings as determined by the members; and WHEREAS, the Public Safety Task Force shall be subject to City Code Article 2-12 City Commissions (not including City Code Section 2-12.020(d), which by its terms does not apply to committees such as the Task Force) and other City policies and State laws that apply to the operation and administration of City Commissions; and WHEREAS, each member of the City Council is hereby requested to submit their nomination to the Public Safety Task Force to the City Clerk no later than February 22, 2017 so that appointments to the Public Safety Task Force may be made at the March 1, 2017 City Council Meeting. NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga hereby establishes a Public Safety Task Force for a limited term. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 15 th day of February 2017 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Emily Lo, Mayor ATTEST: DATE: Crystal Bothelio, City Clerk 55