HomeMy WebLinkAbout03-15-2017 City Council Agenda PacketSaratoga City Council Agenda – Page 1 of 6
SARATOGA CITY COUNCIL
REGULAR MEETING
MARCH 15, 2017
4:00 P.M. COMMISSION INTERVIEWS
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
PLANNING COMMISSION INTERVIEWS:
Time Name Commission Vacancies Incumbent
4:10 p.m. Afshin Abdollahi Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
4:20 p.m. Amika Antoniades-Rao Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
4:30 p.m. Katie Breitenbach Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
4:40 p.m. E.E. Elmazaj Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
4:50 p.m. Laura Kolomejec Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
5:00 p.m. Razi Mohiuddin Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
5:10 p.m. Sharvila Patadia Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
No
5:20 p.m. Dorothea Smullen Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
Yes
5:40 p.m. Mamta (Tina) Walia Planning 2 Full Terms (April 1,
2017 - March 31, 2021)
Yes
6:00 P.M. JOINT MEETING
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Joint Meeting with Pacific Gas & Electric
7:00 P.M. REGULAR SESSION
Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070
PLEDGE OF ALLEGIANCE
ROLL CALL
Saratoga City Council Agenda – Page 2 of 6
REPORT OF POSTING OF AGENDA
The agenda for this meeting was properly posted on March 9, 2017.
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
CEREMONIAL ITEMS
Proclamation Declaring March 20-24, 2017 as Science Fair Week and Commendations for
Science Fair Winners
Recommended Action:
Present the proclamation declaring March 20 to March 24, 2017 as Science Fair Week in the
City of Saratoga to the Santa Clara Valley Science and Engineering Fair Association and
then present commendations to the 2016 Science Fair Winners who live in Saratoga.
SPECIAL PRESENTATIONS
None
1. CONSENT CALENDAR
The Consent Calendar contains routine items of 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 re
limited to three (3) minutes.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Special City Council Meeting on February 27,
2017 and the Regular City Council Meeting on March 1, 2017.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
2/28/2017 Period 7; and 3/7/2017 Period 9.
1.3. Audit Services Contract Extension
Recommended Action:
Authorize the City Manager to elect the one-year option for FY 2016/17 on the current
contract and extend the terms of the contract with Chavan & Associates, LLP through FY
2018/19 in accordance with state law.
Saratoga City Council Agenda – Page 3 of 6
1.4. 2016 General Plan Annual Progress Report and HCD Annual Report
Recommended Action:
Adopt a resolution accepting the 2016 General Plan Annual Progress Report and directing
staff to file the report with the Governor’s Office of Planning and Research and the
Department of Housing and Community Development.
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.
2.1. Consideration of Weed Abatement Program Amendments and Continued Public
Hearing on Hazardous Vegetation Program Resolution Declaring Abatement of Public
Nuisance
Recommended Action:
1. Close Public Hearing
2. Authorize an amended Weed Abatement Program schedule for 2017
3. Allocate funding in the Fiscal Year 2017/18 budget to cover Weed Abatement Program
inspection costs (initial inspection for compliant properties and re-inspection prior to
June abatement hearing) that would otherwise be charged to property owners and for
abatement costs that will be reimbursed through property owner bills or if necessary
special assessments on the property
4. Direct staff to develop a new process for the Weed Abatement Program; and authorize
the City Manager to negotiate a new agreement with the County of Santa Clara for
administration of the modified Weed Abatement Program.
3. GENERAL BUSINESS
3.1. Allocation of Community Event Grant Program Funds for Fiscal Year 2017/18
Recommended Action:
Review the Community Event Grant Program applications for Fiscal Year 2017/18 and
determine allocations.
3.2. Support for Living Room Conversations
Recommended Action:
Allocate $1,000 from the Fiscal Year 2016/17 Council Discretionary Fund to cover costs
associated with median banners for the monthly Living Room Conversations events and
designate $500 in the Fiscal Year 2017/18 Operating Budget for Living Room Conversation
event expenses.
COUNCIL ASSIGNMENT
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
Saratoga City Council Agenda – Page 4 of 6
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-Selection 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
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
CLOSED SESSION
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
CLOSED SESSION AGENDA ITEMS:
CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
(Government Code Section 54956.9(d)(1))
Saratoga et al. v. California Department of Transportation (Santa Clara County
Superior Court Case No. 115CV281214)
REPORT FROM CLOSED SESSION
ADJOURNMENT
Saratoga City Council Agenda – Page 5 of 6
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF 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 9, 2017 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 9th day of March 2017 at Saratoga, California.
Crystal Bothelio, City Clerk
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoga.ca.us.Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council. These materials are also posted on the City website.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in
this meeting, please contact the City Clerk at 408/868-1269. Notification 24 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting. [28 CFR 5.102-35.104 ADA title II]
To view current or previous City Council Meeting videos, visit www.saratoga.ca.us/council
03/15 4:00 p.m. Planning Commission Interviews | 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
05/17 5:00 p.m. Joint Meeting with Saratoga News Editor and Reporter | 6:00 p.m. Joint 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 Meeting with Historical Foundation | 7:00 p.m. Regular Session
07/19 Meeting Cancelled
08/02 Meeting Cancelled
CITY OF SARATOGA
CITY COUNCIL JOINT MEETING CALENDAR 2017
Saratoga City Council Agenda – Page 6 of 6
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. Regular 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.
City of Saratoga
CITY COUNCIL JOINT MEETING
Meeting Discussion Topics
Joint Meeting with Pacific Gas and Electric (PG&E)
March 15, 2017 | 6:00 p.m.
Saratoga City Hall | Administrative Conference Room
6:00 p.m.Welcome & Introductions
6:15 p.m.Saratoga Avenue Gas Line Project
6:45 p.m.Other Remarks & Wrap-up
Dinner will be provided 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.
5
SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Deputy City Clerk
SUBJECT:Proclamation Declaring March 20-24, 2017 as Science Fair Week and
Commendations for Science Fair Winners
RECOMMENDED ACTION:
Present the proclamation declaring March 20 to March 24, 2017 as Science Fair Week in the
City of Saratoga to the Santa Clara Valley Science and Engineering Fair Association and then
present commendations to the 2016 Science Fair Winners who live in Saratoga.
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 20 and 25, 2017. The annual
Synopsys Silicon Valley Science and Technology Championship showcase the knowledge of
science, technology, engineering, and mathematics of students in Santa Clara County. The
proclamation declaring March 20 to 24, 2017 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.
The winners of the 2016 Synopsys Silicon Valley Science and Engineering Championship who
live in Saratoga will be receiving commendations.
ATTACHMENTS:
Attachment A: Proclamation Declaring March 20-24, 2017 as Science Fair Week
Attachment B: Commendations for 2016 Science Fair Winners
6
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING
MARCH 20 TO MARCH 24, 2017
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 22nd and 23
rd of March 2017; 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 20 through March 24, 2017
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 15th day of
March 2017.
_______________________
Emily Lo, Mayor
City of Saratoga 7
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
ADITYA DHAR
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, 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, Adita lives in Saratoga and attends Harker School- Upper Campus; and
WHEREAS, Adita Dhar won 1st Place at the Synopsys Science Championship for
“Predicting and Identifying Forced Human Displacement Hotspots Using Multiple Linear
Regression and Neural Networks” and won an Honorable Mention at the California State Science
Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Adita Dhar’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
8
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
ANDREW CHIANG
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, 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, Andrew lives in Saratoga and attends BASIS Independent Silicon Valley
School; and
WHEREAS, Andrew Chiang won 1st Place at the Synopsys Science Championship for
“Force Sensing Techniques for Robotic Arms” and also won 1st Place and “Project of the Year” at
the California State Science Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Andrew Chiang’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
9
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
ANDREW TONG LI
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, 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, Andrew lives in Saratoga and attends Lynbrook High School; and
WHEREAS, Andrew Tong Li won 1st Place at the Synopsys Science Championship for
“The effects of different transition metal ions on carbon fixation and silica content of Thalassiosira
Pseudonana Diatom” and also attended the California State Science Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Andrew Tong Li’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
10
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
KAMI RICHARDSON
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, 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, Kami lives in Saratoga and attends Sacred Heart Middle School; and
WHEREAS, Kami Richardson won 1st Place at the Synopsys Science Championship for
“Broken Chain: The Effect of Ocean Acidification on Echinoids and Bivalves” and also attended the
California State Science Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Kami Richardson’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
11
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
ISHA MEHROTRA
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, 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, Isha lives in Saratoga and attends Lynbrook High School; and
WHEREAS, Isha Mehrotra won 1st Place at the Synopsys Science Championship for
“Novel interactions between Parkinson’s genes and alpha-synuclein reveal new disease pathways
and genetic therapies” and also won 2nd Place and a Special Award at the California State Science
Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Isha Mehrotra’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
12
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
RISHAB GARGEYA
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, 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, Rishab lives in Saratoga and attends Harker School –Upper Campus; and
WHEREAS, Rishab Gargeya won 1st Place at the Synopsys Science Championship for
“Automated Diagnosis of Diabetic Retinopathy in Fundus Images: A Novel Synthesis of Biological
and Data Driven Approaches”, attended the California State Science Fair, and won 3rd place at the
Intel International Science and Engineering Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Rishab Gargeya’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
13
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
ROHAN MEHROTRA
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, 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, Rohan lives in Saratoga and attends Lynbrook High School; and
WHEREAS, Rohan Mehrotra won 1st Place at the Synopsys Science Championship for
“Novel interactions between Parkinson’s genes and alpha-synuclein reveal new disease pathways
and genetic therapies” and also won 2nd Place and a Special Award at the California State Science
Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Rohan Mehrotra’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
14
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
SADHIKA S. MALLADI
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, 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, Sadhika lives in Saratoga and attends Harker School –Upper Campus; and
WHEREAS, Sadhika S. Malladi won 1st Place at the Synopsys Science Championship for
“Application of EMDomics to Identify Age-Associated Expression and Treatments in Cancer” and
also attended the Intel International Science and Engineering Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Sadhika S. Malladi’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
15
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
VIBHA ARRAMREDDY
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, 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, Vibha lives in Saratoga and attends Harker School –Middle Campus; and
WHEREAS, Vibha Arramreddy won 1st Place at the Synopsys Science Championship for
“Affects of Emotions on Test Takers” and also attended the California State Science Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Vibha Arramreddy’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
16
COMMENDATION OF THE
CITY OF SARATOGA HONORING
SYNOPSYS SILICON VALLEY SCIENCE AND
TECHNOLOGY CHAMPIONSHIP PARTICIPANT
VIVIAN CHIANG
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, 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, Vivian lives in Saratoga and attends Monta Vista High School; and
WHEREAS, Vivian Chiang won 1st Place at the Synopsys Science Championship for
“Motion Detection in Video Surveillance” and also won a Honorable Mention at the California State
Science Fair; and
NOW, THEREFORE, THE CITY OF SARATOGA DOES HEREBY recognizes the importance
of science and engineering by giving commendations to participants in the Synopsys Science Fair
and applauds Vivian Chiang’s achievements.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 15th day of
March 2017.
______________________
Emily Lo, Mayor
City of Saratoga
17
SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
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 Special City Council Meeting on February 27, 2017 and
the Regular City Council Meeting on March 1, 2017.
BACKGROUND:
Draft City Council minutes for each Council Meeting are taken to the City Council to be
reviewed for accuracy and approval. Following City Council approval, minutes are retained for
legislative history and posted on the City of Saratoga website. The draft minutes are attached to
this report for Council review and approval.
FOLLOW UP ACTION:
Minutes will be retained for legislative history and posted on the City of Saratoga website.
ATTACHMENTS:
Attachment A –Minutes for the Special City Council Meeting on February 27, 2017
Attachment B –Minutes for the Regular City Council Meeting on March 1, 2017
18
Saratoga City Council Minutes - Page 1 of 3
MINUTES
MONDAY, FEBRUARY 27, 2017
SARATOGA CITY COUNCIL SPECIAL MEETING
COMMISSION WORK PLAN STUDY SESSION
CALL TO ORDER
Mayor Lo called the meeting to order at 5:35 p.m. in the Joan Pisani Community Center Arts and
Crafts Room at 19655 Allendale Avenue in Saratoga, CA.
PRESENT:Mayor Emily Lo, Vice Mayor Mary-Lynne Bernald, Council
Members Manny Cappello, Howard Miller, Rishi Kumar
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Crystal Bothelio, City Clerk/Asst. to City Manager
John Cherbone, Public Works Director
Erwin Ordoñez, Community Development Director
Michael Taylor, Recreation & Facilities Director
Lauren Pettipiece, Administrative Analyst
Dylan Davis, Recreation Coordinator
AGENDA ITEMS:
Heritage Preservation Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2017 Work Plan.
Members of the Heritage Preservation Commission presented their proposed work plan and
priorities for 2017, including involvement in the Village Design Guidelines, increasing the
Heritage Resource Inventory, updating the Heritage Tree Inventory, placement of point of
interest markers, educational pamphlets, and Commissioner continuing education. The
Commission indicated an additional $10,000 would be needed for the marker program.
Several members of the City Council noted that the Commission has not traditionally spent their
full allocation of funds in the budget.
Council Member Miller suggested that the Finance and Administrative Services Director look at
past expenditures and additional funds could be added if necessary.
Several members of the City Council explained that while the Heritage Preservation Commission
is not directly involved in the current phase of the Village plan efforts, Commissioners are
welcome to attend and participate in meetings on the Village plan. The Commission will have
19
Saratoga City Council Minutes - Page 2 of 3
more direct involvement on matters related to historic buildings, when that comes in later phases
of the Village plan development.
Library Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2017 Work Plan.
Members of the Saratoga Library Commission presented their proposed priorities and work plan
for 2017. This included planning and promoting library events and programs, consideration of
data from a countywide survey relating to Saratoga Library, making recommendations on
interior space review of the Library, engaging in information sharing with library and public,
identifying opportunities to partner with West Valley College, and increasing the number of
residents with library cards.
The City Council expressed support for the proposed work plan and priorities.
Parks and Recreation Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2017 Work Plan.
Members of the Parks and Recreation Commission presented their proposed work plan and
priorities for 2017. These included building stronger community relations and gathering all
Saratoga residents by hosting events at City parks, building stronger community relations by
engaging community members in hosted events, dialogues, and activities by the City, and to
promote a healthy lifestyle by informing residents about park and trail locations and amenities.
The City Council thanked the Commission for its efforts and expressed support for the
Commission work plan.
Traffic Safety Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2017 Work Plan.
Members of the Traffic Safety Commission summarized efforts in 2016 and presented the
proposed work plan and priorities for 2017. This included continuing to investigate, review and
analyze traffic safety issues raised by the Community; promoting education to the Community
and Schools regarding traffic, bicycle and pedestrian safety, through public meetings and our
Traffic Deputy Unit; continuing to refine the TSC process to find ways to improve website
information and communication to the public; establishing guidelines for Traffic Calming as
20
Saratoga City Council Minutes - Page 3 of 3
needed; reviewing projects on the Capital Improvement Project list and prioritize for funding;
and working with the Planning Commission to develop the Circulation Element.
Mayor Lo invited public comment on the item.
The following person requested to speak:
Tom Howell
The City Council supported the Commission’s proposed work plan and encouraged the
Commission to further engage schools to offer suggestions for traffic flow improvements and
identify opportunities to help the public navigate the Traffic Safety Commission process.
ADJOURNMENT
Mayor Lo adjourned the meeting at 8:40 p.m.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga
21
Saratoga City Council Minutes – Page 1 of 9
MINUTES
WEDNESDAY, MARCH 1, 2017
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:00 p.m., the City Council held a Closed Session in the Administrative Conference Room at
Saratoga City Hall at 13777 Fruitvale Avenue.
At 5:30 p.m., the City Council held a joint meeting with the Planning Commission to review the
Commission’s work plan and priorities for 2017. The City Council approved the Planning
Commissions proposed work plan items: continue to work on Village Specific Plan Policy and
Design Guidelines; Creating Educational Outreach/Website Materials; Reviewing the City’s
Tree Regulations; and, Recommending a General Plan Element Update (Circulation, Open
Space/Conservation, and Land Use). The City Council did request that the Planning Commission
check in with the City Council through staff in the very early stages of its review on Tree
Regulations so that the City Council may give feedback and provide guidance.
REGULAR SESSION
Mayor Lo called Regular Session to order at 7:01 p.m. in the Administrative Conference Room
at City Hall at 13777 Fruitvale Avenue.
ROLL CALL
PRESENT:Mayor Emily Lo, Vice Mayor Mary-Lynne Bernald, Council
Members Manny Cappello, Howard Miller, Rishi Kumar
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk/Asst. to City Manager
John Cherbone, Public Works Director
Mary Furey, Finance & Administrative Services Director
Erwin Ordoñez, Community Development Director
Michael Taylor, Recreation & Facilities Director
Lauren Pettipiece, Administrative Analyst I
Lori McKenna, Office Specialist III
REPORT ON POSTING OF THE AGENDA
Crystal Bothelio, City Clerk/Assistant to the City Manager, reported that the agenda for this
meeting was properly posted on February 23, 2017.
REPORT FROM CLOSED SESSION
Mayor Lo announced that there was nothing to report from Closed Session.
REPORT FROM JOINT MEETING
Dede Smullen, Planning Commission Chair, reported that the City Council and Planning
Commission discussed the Commission’s work plan and priorities, as well as reviewed recent
activities. The Commission plans to continue its work on the Village Specific Plan, do outreach
and education, review the City’s tree regulations, and work on several General Plan Updates.
22
Saratoga City Council Minutes – Page 2 of 9
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
ANNOUNCEMENTS
Mayor Lo announced Santa Clara County Fire Department’s L.I.F.E File, a simple tool families
can use to help emergency responders during a medical emergency. She also announced the
Blossom Festival on March 18 in the Heritage Orchard and Civic Center. The City and Saratoga
Ministerial Association will also be hosting Living Room Conversations on March 28 at 7:00
p.m. in the Joan Pisani Community Center. Additionally, she shared that PG&E rate increases
will start on March 1 and a new surcharge is under consideration by the California Public
Utilities Commission. For those who may be interested in transitioning to Silicon Valley Clean
Energy for 100% greenhouse gas free electricity at a price less than PG&E, there will be an
informational meeting on Silicon Valley Clean Energy on March 6 at 7:00 p.m. Also in March is
the Lam Research Heart and Soles Race on March 25.
CEREMONIAL ITEMS
Commendation for Pranav Sairam
Recommended Action:
Present the commendation to Pranav Sairam.
Mayor Lo and the City Council presented the commendation to Pranav Sairam.
Public Safety Task Force Appointments
Recommended Action:
Approve the resolution appointing members to the Public Safety Task Force and direct the
City Clerk to administer the Oath of Office to the Public Safety Task Force Members.
RESOLUTION NO. 17-011
BERNALD/CAPPELLO MOVED TO APPROVE THE RESOLUTION APPOINTING
MEMBERS TO THE PUBLIC SAFETY TASK FORCE AND DIRECT THE CITY
CLERK TO ADMINISTER THE OATH OF OFFICE TO THE PUBLIC SAFETY
TASK FORCE MEMBERS. MOTION PASSED. AYES, LO, BERNALD, CAPPELLO,
MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
City Clerk Crystal Bothelio administered the Oath of Office to the members of the Public
Safety Task Force.
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on February 1,
2017, City Council Retreat on February 3, 2017, and Regular City Council Meeting on
February 15, 2017.
23
Saratoga City Council Minutes – Page 3 of 9
BERNALD/CAPPELLO MOVED TO APPROVE THE CITY COUNCIL MINUTES
FOR THE REGULAR CITY COUNCIL MEETING ON FEBRUARY 1, 2017, CITY
COUNCIL RETREAT ON FEBRUARY 3, 2017, AND REGULAR CITY COUNCIL
MEETING ON FEBRUARY 15, 2017. MOTION PASSED. AYES, LO, BERNALD,
CAPPELLO, 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:
01/31/2017 Period 7; 02/07/2017 Period 8; 02/14/2017 Period 8; and 02/21/2017 Period 8.
BERNALD/CAPPELLO MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 01/31/2017 PERIOD
7; 02/07/2017 PERIOD 8; 02/14/2017 PERIOD 8; AND 02/21/2017 PERIOD 8.
MOTION PASSED. AYES, LO, BERNALD, CAPPELLO, MILLER, KUMAR. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
1.3. Treasurer’s Report for the Month Ended January 31, 2017
Recommended Action:
Review and accept the amended Treasurer’s Report for the month ended January 31, 2017.
BERNALD/CAPPELLO MOVED TO ACCEPT THE AMENDED TREASURER’S
REPORT FOR THE MONTH ENDED JANUARY 31, 2017. MOTION PASSED.
AYES, LO, BERNALD, CAPPELLO, MILLER, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
1.4. Motor Vehicle Resolutions Restricting Parking on Saint Charles Street
Recommended Action:
Adopt Motor Vehicle Resolution restricting parking on Saint Charles Street.
Mayor Lo removed this item from the Consent Calendar at the request of a member of the
public.
Alan Dussau spoke in opposition of the resolution.
Public Works Director John Cherbone addressed questions from the City Council.
MV RESOLUTION NO. 315
CAPPELLO/BERNALD MOVED TO ADOPT MOTOR VEHICLE RESOLUTION
RESTRICTING PARKING ON SAINT CHARLES STREET. MOTION PASSED.
AYES, LO, BERNALD, CAPPELLO, MILLER, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
1.5. Motor Vehicle (MV) Resolution Revising Parking Restrictions at Melinda Circle
Recommended Action:
Revise the Motor Vehicle (MV) Resolution restricting parking on Melinda Circle.
24
Saratoga City Council Minutes – Page 4 of 9
MV RESOLUTION NO. 316
BERNALD/CAPPELLO MOVED TO ADOPT THE REVISED THE MOTOR
VEHICLE (MV) RESOLUTION RESTRICTING PARKING ON MELINDA
CIRCLE. MOTION PASSED. AYES, LO, BERNALD, CAPPELLO, MILLER, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.6. Update to City Council Norms of Operation
Recommended Action:
Approve the resolution amending the City Council Norms of Operation.
RESOLUTION NO. 17-012
BERNALD/CAPPELLO MOVED TO APPROVE THE RESOLUTION AMENDING
THE CITY COUNCIL NORMS OF OPERATION. MOTION PASSED. AYES, LO,
BERNALD, CAPPELLO, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
1.7. Request for Reallocation of Community Event Grant Funds from SVDC
Recommended Action:
Reallocate $820 in Community Event Grant Program funding from the SVDC Pet Parade to
the St. Paddy’s Party.
BERNALD/CAPPELLO MOVED TO REALLOCATE $820 IN COMMUNITY EVENT
GRANT PROGRAM FUNDING FROM THE SVDC PET PARADE TO THE ST.
PADDY’S PARTY. MOTION PASSED. AYES, LO, BERNALD, CAPPELLO, MILLER,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2.PUBLIC HEARING
None
3.OLD BUSINESS
None
4.NEW BUSINESS
4.1. Quarterly Communications Report
Recommended Action:
Provide direction on 2017 spring communication efforts; online survey topics and either an
annual Saratogan with a monthly email newsletter or a quarterly Saratogan with a limited
monthly email newsletter.
Lauren Pettipiece, Administrative Analyst I, presented the staff report on this item.
Council Member Miller noted that the proposed video on the Heritage Trees was intended to
be produced prior to the America in Bloom judges’ visit in May. The intent of the video is
to produce a variety of still images of the City’s heritage trees along with maps showing
their location. Additionally, he requested prioritization of a list of plants used by the City to 25
Saratoga City Council Minutes – Page 5 of 9
be published on the City website. He also expressed support for the option in the staff report
to make the Saratogan an annual publication and to create a monthly e-newsletter.
Council Member Kumar commented on the effectiveness of the City’s use of Nextdoor. He
proposed sharing trending topics posted by residents on Nextdoor through the City’s
monthly e-newsletter. He also noted that many residents are unaware of what the City is
doing or may be unable to attend meetings. So, it would be helpful to share information
about upcoming agenda items in the e-newsletter and collect feedback on items online.
Mayor Lo added that it would be fine to let residents know what is coming up on the
agenda, but the schedule of upcoming items is fluid. So, it may be prudent to wait until 3 to
4 days before the meeting to announce agenda items.
Council Member Miller suggested that agenda items be announced when there is a staff
report or additional information to refer the public to.
Council Member Cappello added that Nextdoor and other Social Media sites might be a
better place to announce upcoming agenda items. He also expressed support for an annual
Saratogan and monthly e-newsletter.
Vice Mayor Bernald suggested an article on composting in the Spring Saratogan.
Mayor Lo proposed a simple print version of the monthly e-newsletter printed in house and
distributed locally.
Mayor Lo invited public comment.
No one requested to speak.
Council Member Miller suggested that the article on composting might also include
information about what can be placed in the recycling container. He also proposed a
mention of the America in Bloom judges visit in May with a recommendation to plant
spring colors before then. He suggested that the article on Silicon Valley Clean Energy align
with the organization’s core message of greenhouse gas free and cleaner energy and cheaper
than PG&E. He also expressed support with the theme of the Spring Saratogan, the planned
surveys, and for the option to transition to an annual Saratogan and monthly electronic email
newsletter. He deferred to the Mayor on printing the monthly e-newsletter.
Mayor Lo suggested the Spring Saratogan may be a good issue to invite residents to visit
parks and trails.
Council Member Kumar suggested including links to Nextdoor posts in City e-
communications to encourage residents to sign up for Nextdoor. He also recommended
limiting the monthly e-newsletter to 2 pages and suggested sending a postcard with public
safety reminders and tips twice a year, at the beginning of summer and around
Thanksgiving.
Council Member Cappello supported printing the Saratogan once a year and transitioning to
a monthly e-newsletter. He also noted that the Public Safety Task Force Members should be
given the chance to take the lead on making recommendations on City communications 26
Saratoga City Council Minutes – Page 6 of 9
related to safety before the City commits to anything like sending a postcard on safety
reminders and tips.
Vice Mayor Bernald also supported printing the Saratogan once a year and transitioning to a
monthly e-newsletter. She added that a significant segment of the City’s population includes
seniors who may not be comfortable using computers, so it would be useful to have a
printed version of the e-newsletter distributed locally. She added that she hopes the website
will make it easier for residents to find desired information and noted the efforts of the
Chamber of Commerce in publicizing community events on their online calendar. She also
agreed with Council Member Cappello’s comments regarding the Public Safety Task Force.
Mayor Lo expressed support for printing the Saratogan once a year and transitioning to a
monthly e-newsletter.
4.2. Website Layout and Color Scheme Proposal
Recommended Action:
Provide input to staff.
Crystal Bothelio, City Clerk/Assistant to the City Manager, presented the staff report.
Mayor Lo invited public comment.
No one requested to speak.
Council Member Kumar noted that more progressive website designs rely more on
horizontal panels that users scroll through. The layout does not appear to reflect that.
Council Member Miller cautioned against the use of gray text as it is harder for those with
visual impairments to read and for screen readers to identify. He recommended high
contrast background and text colors. He also requested that all content be accessible by
relying more on text and using alt-text so that someone who is blind can use a screen reader
or braille translator. He noted that the sticky Google translate button on the bottom of one of
the example sites did not work. He also suggested optimizing language on the website for
Chinese translation. He observed that the global navigation of example sites on mobile
becomes a cumbersome and complicated dropdown menu system. He also advised against
use of frames. He noted that if the City is careful in managing its content, it can likely avoid
some of the issues observed on the sample websites. Without careful oversight, any simple
and elegant design can become complicated over time.
Council Member Kumar added a recommendation to make the website senior friendly. He
agreed that gray text is hard to read. He advised that the colors be easy to view and be used
to draw attention to important content. He spoke in favor of simple designs and URLs.
4.3. FY 2016/17 Mid-Year Budget Status Report and Budget Adjustment Resolution
Recommended Action:
Review Mid-Year Budget Status Report and adopt the attached resolution approving the
proposed budget adjustments.
Mary Furey, Finance & Administrative Services Director, presented the staff report.
Mayor Lo invited public comment on the item.
27
Saratoga City Council Minutes – Page 7 of 9
No one requested to speak.
RESOLUTION NO. 17-013
MILLER/BERNALD MOVED TO APPROVE THE RESOLUTION AUTHORIZING
THE PROPOSED BUDGET ADJUSTMENTS AND DIRECTED STAFF TO
INCLUDE LANGUAGE THAT SPECIFIES THE MID-YEAR BUDGET
ADJUSTMENTS IN THE RESOLUTION. MOTION PASSED. AYES, LO, BERNALD,
CAPPELLO, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
4.4. Public Art Committee Recommendations
Recommended Action:
Consider recommendations from the Public Art Committee to authorize a local artist to
paint a utility box at the entrance to the Village; allocate funds and authorize placement of
Willys and Betty Peck bronzes in Blaney Plaza; and, designate a public art allowance of
$15,000 in the Fiscal Year 2017/18 Operating Budget.
Crystal Bothelio, City Clerk/Assistant to the City Manager, presented the staff report.
Mayor Lo invited public comment.
The following people requested to speak:
Joan Bose
Hugh Roberts
Jill Hunter
No one else requested to speak.
BERNALD/CAPPELLO MOVED TO AUTHORIZE A LOCAL ARTIST TO PAINT A
UTILITY AT THE ENTRANCE OF THE VILLAGE; AUTHORIZE PLACEMENT
OF THE WILLYS AND BETTY PECK BRONZES IN BLANEY PLAZA;
ALLOCATE $10,000 TOWARDS THE BRONZES AND ANOTHER $5,000 IN ONE-
FOR-ONE MATCHING FUNDS FROM THE FISCAL YEAR 2016/17 COUNCIL
DISCRETIONARY FUND; AND DESIGNATE A PUBLIC ART ALLOWANCE OF
$15,000 IN THE FISCAL YEAR 2017/18 OPERATING BUDGET. MOTION PASSED.
AYES, LO, BERNALD, CAPPELLO, MILLER, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
CITY COUNCIL ASSIGNMENT REPORTS
Mayor Emily Lo
Hakone Foundation Board & Executive Committee – during the meeting last week, the Board
adopted an employee emergency action plan and a donor recognition policy. Changes regarding
term limits in the bylaws were also approved.
West Valley Mayors and Managers – during the meeting last week, the group received an update
on Next Network. The group also discussed State and regional legislation that impacts the West 28
Saratoga City Council Minutes – Page 8 of 9
Valley area, a ballot measure in Campbell relating to marijuana, and a proposal for a senior
transportation pilot from Supervisor Simitian.
Vice Mayor Mary-Lynne Bernald
Cities Association of Santa Clara County-Legislative Action Committee – the Committee
received reports on Senate Bill (SB) 2 and SB 3 and unanimously supported both bills.
Additionally, Vice Mayor Bernald will be working with Palo Alto Mayor Greg Scharff on the
Cities Association Healthy Policy Subcommittee.
Cities Association of Santa Clara County-Selection Committee – During the February 9 meeting,
the Committee made appointments to the Santa Clara County Emergency Operational Area
Council, Local Agency Formation Commission, and Association of Bay Area Governments
Executive Board.
Public Art Committee – the Committee met on February 21. Many of the items from that meeting
were reported out as part of the Public Art Committee item on tonight’s agenda.
Saratoga Historical Foundation – the Foundation held a meeting on February 16.
Santa Clara County Recycling and Waste Reduction Commission – the Commission received a
report on composting that was very informative.
Vice Mayor Bernald added that she will be attending the Congress Springs Little League opening
day on March 4 and the Silicon Valley Clean Energy community meeting on March 6.
Council Member Manny Cappello
Cities Association of Santa Clara County – during the February 9 meeting, the Cities Association
received a report from VTA staff on Next Network and an update on the Measure A Affordable
Housing Bond implementation.
Santa Clara County Housing and Community Development (HCD) Council Committee – the
Committee will be meeting in March to consider allocation recommendations.
Saratoga Area Senior Coordinating Council (SASCC)– membership continues to increase and
there are now more than 900 members. SASCC id doing a great job offering programming and
services that older adults value. There is also a new free coffee station at the entrance to the
Senior Center.
West Valley Sanitation District – the next meeting is March 8.
Council Member Cappello shared that he attended the Abrahamic Religious Trialogue at
Congregation Beth David on February 25. Clergy from several faiths presented. There were 300
to 400 people in attendance and the event was very well received.
Council Member Howard Miller
America in Bloom Committee – judges are expected in early May and there is a lot of activity to
prepare for their visit. This year’s theme is spot color, so there are efforts to add color to the
Village. There will be a community work day on March 25 to add color and clean up the Village.
Next year’s theme for the contests will be medians. The Committee is working to have bee-
friendly plants located in the medians.
Saratoga Ministerial Association – during the last meeting, the group discussed the Living Room
Conversations events. There was also discussion of recent attacks and threats against the Jewish
community. The group demonstrated a lot of support and comradery.
Silicon Valley Clean Energy Authority Board of Directors – the first migration of energy users to
Silicon Valley Clean Energy will take place on March 3. Silicon Valley Clean Energy is offering
100% greenhouse gas free and 50% renewable energy at a price less than PG&E. Council
Member Miller has been assigned to the Risk Management Committee and remains on the
Executive Committee. The Board will be considering an option to advance implementation by
29
Saratoga City Council Minutes – Page 9 of 9
combining phases 2 and 3, which would mean that by July all of Saratoga would be part of
Silicon Valley Clean Energy. Solar customers can sign up for the Green Prime option now.
VTA State Route 85 Corridor Policy Advisory Board – the meeting schedule has been reduced to
4 meetings in 2017. It appears that there may be a lack of progress. Measure B was discussed in
a limited manner. A number of components of the measure that impact State Route 85 were not
discussed.
Council Member Rishi Kumar
Saratoga Chamber of Commerce & Destination Saratoga – during the recent Chamber meeting,
the group discussed AlertSCC and also how to report a fallen tree. The group also discussed use
of encroachment permits to install security cameras in the public right of way and emailing
safety tips to Chamber members. The group also considered opportunities to create synergy
between local businesses and community events, like the Movie Night events hosted by the City.
Saratoga Sister City Organization – the Sister City group will meet the week of March 6.
Santa Clara Valley Water District Commission – the next meeting will be in April, but Council
Member Kumar has been working with another member of the Commission from the City of
Monte Sereno to oppose recent letters from San Jose Water regarding rate increases.
CITY COUNCIL ITEMS
Council Member Cappello requested an agenda item to consider an allocation of funds from the
Fiscal Year 2016/17 budget to purchase banners and use median banner space for the Living
Room Conversation events. The estimated cost is roughly $1,000.
Council Member Miller supported the request.
CITY MANAGER'S REPORT
City Manager James Lindsay had nothing to report.
City Attorney Richard Taylor shared that the State Supreme Court would be issuing a decision
on Smith v. San Jose on use of electronic devices on March 2.
ADJOURNMENT
BERNALD/MILLER MOVED TO ADJOURN THE MEETING AT 8:58 P.M. MOTION
PASSED. AYES, LO, BERNALD, CAPPELLO, MILLER, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga
30
Gina Scott, Accounting Technician
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
2/28/2017 Period 8
3/7/2017 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 #
2/28/17 132722 132781 60 577,337.35 02/28/17 02/21/17 132721
3/7/17 132782 132835 54 212,880.44 03/08/17 02/28/17 132781
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
02/28/17 132741 PW 58,385.28
02/28/17 132758 PS 431,347.75
02/28/17 132768 Legal 36,823.49
03/07/17 132788 PW 30,094.31
03/07/17 132789 PS 33,984.00
03/07/17 132796 CDD 20,142.00
03/07/17 132811 PW 20,550.00
03/07/17 132834 CDD 25,460.00
Accounts Payable checks voided during this time period:
AP Date Check #Amount
02/28/17 132739 Re-issue 172.50
12/20/16 132310 Re-issue 893.20
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
Tree Work
Bond ReleaseGeneral
Bond Release
County of Santa Clara
Fund Purpose
SVRIA Assessment
Legal ServicesGeneral
CIP Streets Damon Lane Project
Law EnforcementGeneral
2016 Pavement MgmtCIP Streets/Gas Tax
General
Shute Mihaly & Weinberger
Cotton, Shires & Associates
G. Bortolotto & Company
SCC Office of the Sheriff
SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:Finance & Administrative Services
PREPARED BY:
Ending
Check #Type of Checks Date Starting Check #
Accounts Payable
Accounts Payable
Issued to
Asha Viswanathan
Department of Consumer Affairs
Reason Status
Dollar amount adjustment
Hui-Ling Chou
General
Never received check
General
Yousuf & Uzma Khan
Oscar Urvizo/Tree Service
Prior Check Register
Checks
Released
Total
Checks Amount
31
32
33
34
35
36
37
38
39
40
41
SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:Finance & Administrative Services
PREPARED BY:Anthony McFarlane, Finance Manager
SUBJECT:Audit Services Contract Extension
RECOMMENDED ACTION:
Authorize the City Manager to elect the one-year option for FY 2016/17 on the current contract and extend
the terms of the contract with Chavan & Associates, LLP through FY 2018/19 in accordance with state law.
BACKGROUND:
After a competitive bidding process, the City selected Chavan & Associates, LLP as the City’s auditor and
entered into an auditing services contract in July 2013. The terms of this contract included audits for FY
2012/13 through FY 2014/15 plus two (2) one-year options for FY 2015/16 and FY 2016/17. By electing
the current one-year option, this contract will expire upon completion of the audit for this fiscal year.
Without a contract extension, the City will need to initiate a competitive bidding process for auditing
services beginning FY 2017/18.
In September 2012, AB 1345 passed, establishing auditor rotation requirements for public accounting firms
providing audit services to local agencies in California. This addition to Government Code section 12410.6
(b) allows local agencies to retain public auditing firms for a maximum of six consecutive fiscal years under
the same lead audit partner, coordinating audit partner, or audit partner who reviews the audit. AB1345
became effective for FY 2013/14 audits.Any audit work performed under contract prior to the law going
into effect does not count towards the threshold calculation. With the passage of AB1345, the City has the
option to extend the terms of the current contract through FY 2018/19, and initiate a competitive bid process
thereafter.
The City’s Finance Committee has noted the high level of competency and responsiveness obtained with
Chavan & Associates, LLP. City staff is also very pleased with the audit firm’s efficiency, follow-through,
and self-containment. Chavan & Associates, LLP efficiencies far exceed other audit firms City staff has
worked with in the past. Chavan & Associates, LLP obtains financial documents and information in an
unobtrusive manner,and most importantly, City staff does not need to spend time training the audit firm’s
staff on accounting reports and procedures. Their senior staff take ownership of this responsibility and
maintains continuity in staff assignments so that their auditors are familiar with the City’s finances as they
walk through the door. In addition, the Audit Partner is on site for a portion of the audit to facilitate the
audit process. This all leads to a better-controlled audit, and a faster turnaround of year-end financial
reports.
With this high level of satisfaction, staff is recommending Council authorize the City Manager to exercise
the current contract’s one-year option for FY 2016/17 and approve an extension through FY 2018/19. Upon
completion of the FY 2018/19 audit, the City will initiate a competitive bidding process for auditing services
for FY 2019/20 through FY 2024/25 in accordance with state law.
42
FISCAL STATEMENT:
Approving the recommended actions will not exceed $117,000 bringing the total amount of the contract to
$273,000, 7 fiscal years at a maximum of $39,000 per year.
ATTACHMENTS:
Attachment A – Contract
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SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:Community Development
PREPARED BY:Christopher Riordan, Senior Planner
SUBJECT:2016 General Plan Annual Progress Report and HCD Annual Report
RECOMMENDED ACTION:
Adopt a resolution accepting the 2016 General Plan Annual Progress Report and directing staff to
file the report with the Governor’s Office of Planning and Research and the Department of Housing
and Community Development.
BACKGROUND:
Government Code Section 65400 requires the City Council to review and accept an annual report
on the status of their progress in implementing their General Plan. After review and acceptance,
a copy of the report is submitted to OPR and to HCD to fulfill the State mandated reporting
requirements.The City is reporting the following activity for 2016 to OPR and HCD.
The adoption of three Zoning Ordinance Amendments:
ZOA15-0009: Revision of the City’s Water Efficient Landscaping Ordinance to
incorporate modifications to the State of California Model Water Efficient Landscape
Ordinance (MWELO).
ZOA 16-0001: Amendment to code enforcement related regulations to clarify existing
regulations and improve the operation of the City’s Code Enforcement Program.
ZOA 16-0002: Modification of the City’s existing Second Dwelling Unit regulations to
conform to changes in state law regarding accessory dwelling units.
New residential construction:
Seven market rate single-family homes.
Four accessory dwelling units of which three had deed restrictions limiting their rental to
below market rate households.
ATTACHMENT:
1)Resolution 105
RESOLUTION NO. 17-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ACCEPTING THE 2016 GENERAL PLAN ANNUAL PROGRESS REPORT AND
DIRECTING STAFF TO FILE THE REPORT WITH THE GOVERNOR’S OFFICE OF
PLANNING AND RESEARCH (OPR) AND THE DEPARTMENT OF HOUSING AND
COMMUNITY DEVELOPMENT (HCD)
WHEREAS, Government Code Section 65400 requires that an Annual Progress Report
be prepared highlighting the progress made on implementation of the General Plan; and
WHEREAS, the Annual Progress Report is to be reviewed and accepted by the City
Council and subsequently filed with OPR and HCD; and
NOW, THEREFORE BE IT RESOLVED,that the Saratoga City Council has reviewed and
accepted the 2016 General Plan Annual Progress Report and hereby directs staff to file the report
with OPR and HCD.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 15th day of March, 2017 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Emily Lo, Mayor
ATTEST:
DATE:
Crystal Bothelio, City Clerk
106
CITY OF SARATOGA
2016 GENERAL PLAN ANNUAL PROGRESS REPORT
The City is reporting the following General Plan related activity for 2016.
GENERAL PLAN AMENDMENTS
No General Plan Amendment revisions were adopted in 2016
ANNEXATIONS/REORGANIZATIONS
No Annexations/Reorganization were approved by the Santa Clara County Local Agency
Formation Commission (LAFCO) for the City of Saratoga in 2016
ZONING AMENDMENTS
The following Zoning Ordinance Amendments were adopted by the City during 2016:
ZOA15-0009
City Code amendment revising the City’s Water Efficient Landscaping Ordinance to
incorporate modifications to the State of California Model Water Efficient Landscape
Ordinance (MWELO)
ZOA 16-0001
City Code amendment to code enforcement related regulations to clarify existing
regulations and improve the operation of the City’s Code Enforcement Program
ZOA 16-0002
City Code amendment to the City’s existing Second Dwelling Unit regulations to
conform to changes in state law regarding accessory dwelling units
ANNUAL HOUSING ACTIVITY
The Annual Report is to be submitted to the California Department of Housing and Community
Development (HCD) on a yearly basis to report the number of net dwelling units issued a
certificate of occupancy during the previous calendar year. New homes that replace demolished
homes do not cause a net increase and are not reported to HCD. New residential construction for
2016 included:
Seven market rate single-family homes.
Four accessory dwelling units of which three had deed restrictions limiting their rental to
below market rate households.
107
SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager
SUBJECT:Consideration of Weed Abatement Program Amendments and Continued
Public Hearing on Hazardous Vegetation Program Resolution Declaring
Abatement of Public Nuisance
RECOMMENDED ACTION:
1.Close Public Hearing
2.Authorize an amended Weed Abatement Program schedule for 2017
3.Allocate funding in the Fiscal Year 2017/18 budget to cover Weed Abatement Program
inspection costs (initial inspection for compliant properties and re-inspection prior to June
abatement hearing) that would otherwise be charged to property owners and for abatement
costs that will be reimbursed through property owner bills or if necessary special
assessments on the property
4.Direct staff to develop a new process for the Weed Abatement Program; and authorize the
City Manager to negotiate a new agreement with the County of Santa Clara for
administration of the modified Weed Abatement Program.
BACKGROUND:
At the January 18, 2017 City Council meeting, the City Council conducted a public hearing to
consider adoption of a resolution declaring abatement of hazardous vegetation (weeds)on specific
properties in the City. This resolution is included as Attachment F. A number of people who
attended the hearing expressed confusion regarding compliance requirements and the distinctions
between the Weed Abatement and Brush Abatement Programs.There was also frustration
expressed with the current structure of the County’s Weed Abatement Program fees and public
nuisance declaration process.Written communications on the Weed Abatement Program from the
January 18, 2017 meeting are included in Attachment B.
The City Council agreed to continue the hearing to March 15, 2017 and directed staff to identify
opportunities to improve the program. Consequently, staff is recommending that the City Council
take the following steps to address the immediate and ongoing Weed Abatement concerns:
-Revise the 2017 Weed Abatement schedule. This includes scheduling the public nuisance
declaration on May 3, 2017. At that time, the Council will be asked to consider declaring
a public nuisance on properties that fail to meet Weed Abatement requirements by April 108
15, 2017. Additionally, an abatement hearing is proposed for June 21, 2017 to authorize
abatement of non-compliant properties
-Allocate funds to cover the Initial Inspection Fee for properties that comply with Weed
Abatement requirements by April 15, 2017 and the cost of a second inspection prior to the
June abatement hearing
-Authorize staff to develop a new Weed Abatement Program process for future years and
authorize the City Manager to negotiate a new agreement with the County of Santa Clara
for administration of the modified Weed Abatement Program
At the January 18, 2017 Council Meeting, staff was also asked to connect property owners with
the County Weed Abatement Program and establish a communication plan. The communication
plan was to include common messaging and outreach materials for the Weed and Brush Abatement
Programs that explain requirements and the compliance process for both programs and ensure all
property owners on the list receive a notice from the City. Following the January meeting, staff
created a webpage http://www.saratoga.ca.us/weed_brush describing the two programs. An
informational brochure (Attachment C) on the programs was also developed. Additionally, County
staff reviewed each of the properties on the Weed Abatement Program list and determined that a
number of properties could be removed. The updated list is included in Attachment A.
All owners of properties that were removed from the list received a notice from the City informing
them of this change. Furthermore, all owners of properties that continue to be on the Weed
Abatement Program list received notice from the City for this March 15
th hearing.
PROPOSED WEED ABATEMENT SCHEDULE FOR 2017
In an effort to address immediate concerns regarding the Weed Abatement Program, staff is
recommending the following schedule for the 2017 Weed Abatement Program.
MONTH ACTIVITY
December 2016 Notices sent to all owners of properties in the Weed Abatement Program
informing them of the compliance requirements, the April 15
th compliance
deadline, and the County’s Weed Abatement Program fee schedule.
January - March
2017
PUBLIC HEARING ON PUBLIC NUISANCE DECLARATION–
JANUARY 18, 2017: City Council hearing held on January 18, 2017 to
consider resolution declaring a public nuisance on specified properties and
ordering abatement. Hearing was continued to March 15, 2017.
Following the January meeting, a new Weed and Brush Abatement
webpage and brochure were created. Notification was provided to property
owners in advance of the March 15, 2017 hearing.
CONTINUED PUBLIC HEARING ON PUBLIC NUISANCE
DECLARATION– MARCH 15, 2017: City Council continued hearing and
Council consideration of recommendation to conduct nuisance declaration
to May 3, allocate funds for inspection costs, and revise the Weed
Abatement process and agreement for future program cycles.
109
April 2017 COMPLIANCE INSPECTIONS: County Weed Abatement staff start
inspections of properties in Saratoga after the April 15 deadline. Instead of
the property owners, the City would pay $60 Initial Inspection Fee for
properties that comply with requirements. Inspected properties will be
those in the Weed Abatement List (Attachment A).
Non-compliant property owners are sent notification explaining why the
property does not meet program requirements and informs them of the City
Council’s May 3rd Public Nuisance Declaration Hearing. Owners of non-
compliant properties would be charged $60 Initial Inspection Fee and $485
Failed Inspection Fee.
If County inspectors find non-compliant properties that are not on the
Weed Abatement List, notification will be sent explaining why the
property does not meet program requirements and informing them that
their property may be inspected as part of the 2018 Weed Abatement
Program. There is no fee for this initial notice.
May 2017 COUNCIL PUBLIC NUISANCE DECLARATION – MAY 3, 2017:
Council consideration of a resolution that declares hazardous vegetation a
public nuisance on properties that failed to comply with Weed Abatement
Program requirements by the deadline. Property owners may raise
objections to declaration of abatement of public nuisance and Council may
remove properties from nuisance declaration.
ABATEMENT NOTICES – MAY 4, 2017: After declaration, City sends
notice to abate to property owners, prints a legal advertisement in
newspaper, and posts notice at City Hall. Notice will include abatement
hearing date and time and deadline to abate.
June 2017 CORRECTION DEADLINE – JUNE 4, 2017: Deadline to correct public
nuisance.
INSPECTIONS JUNE 5 – JUNE 14, 2017: County Weed Abatement staff
conduct compliance inspections. City would pay inspection costs.
ABATEMENT HEARING – JUNE 21, 2017: City Council Public Hearing
to consider resolution authorizing removal of weeds/public nuisance by
County Weed Abatement Program. During the hearing, property owners
may raise objections and Council may remove properties from abatement
order. Within 10 days, the City notifies property owners of the Council’s
decision regarding abatement. After hearing, abatement work may begin.
July 2017 ABATEMENT BILLS ISSUED – JULY 21, 2017: County bills City for
all costs/fees associated with the Weed Abatement Program (including
inspection costs, Contractor Work Fee, and Contractor Weed Abatement
Work). City issues bills to property owners for costs and fees (not
including inspection fees for properties found compliant by April 15, 2017
and re-inspection fees prior to June 21, 2017 Abatement Hearing).110
September 2017 COUNCIL ASSESSMENT HEARING & REPORT – SEPTEMBER 20,
2017: An itemized report of unpaid bills for abatement expenses and fees
is presented to Council. Property owners may raise objections. Council
adopts resolution confirming report and assessments as submitted or
modified by Council action. Abatement cost and fees are submitted to
County Tax Collector to be applied to 2018 property tax roll.
INSPECTION COSTS
Currently, the County charges an Initial Inspection Fee of $60 to all properties on the Weed
Abatement List. Properties that fail to meet Weed Abatement requirements by April 15 are also
changed a $485 Failed Inspection Fee. Staff recommends that the City pay the cost of the Initial
Inspection Fee for properties that are compliant by April 15.
Additionally, the proposed schedule for the 2017 Weed Abatement Program introduces an
additional inspection before the June Abatement Hearing. Given that the County Weed
Abatement Program is required to recover all costs, staff also recommends that the City pay the
cost of the re-inspection.
Staff is recommending that the City Council set aside $5,000 in the Fiscal Year 2017/18 budget
to cover these estimated costs. Additionally, funds will need to be budgeted next fiscal year to
account for the other inspection and abatement costs the City will be carrying until reimbursed
through billing property owners or property assessments, if bills are unpaid.
WEED ABATEMENT PROGRAM PROCESS AND AGREEMENT
The process above serves as a temporary solution to get through the 2017 Weed Abatement
Program cycle. Staff recommends that the City Council authorize staff to work with the County
Weed Abatement Program to develop a new process that addresses the concerns that have been
raised on a long-term basis. If the Council directs staff to update the Weed Abatement process,
staff will also need authorization to negotiate a new Weed Abatement agreement between the City
and County.
FISCAL STATEMENT:
There is no impact to the current fiscal year budget. The Recommended changes would result in
approximately $5,000 in unreimbursed expenditures next fiscal year.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
On March 3, 2017, the City sent mailed notices regarding the March 15, 2017 continued public
hearing to all owners and properties on the Weed Abatement Program List. Notices were also sent
to the owners and properties removed following the January 18, 2017 hearing. Copies of the notice
and letter are included as Attachment D.
ATTACHMENTS:
Attachment A – Weed Abatement List 111
Attachment B – Written Communications from January 18, 2017 Meeting
Attachment C – Current Weed and Brush Abatement Program Informational Brochure
Attachment D – Notice Mailed by City for March 15, 2017 Hearing
Attachment E – Sample Notice/Informational Materials sent by County Weed Abatement
Attachment F – Resolution Declaring Abatement of a Public Nuisance
112
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Crystal Bothelio
From:Emily Lo
Sent:Monday, January 16, 2017 5:19 PM
To:
Cc:Crystal Bothelio; James Lindsay
Subject:FW: Weed abatement
Attachments:Letter to fellow weed-violators.pdf
Dear Martin,
Thanks for your phone call. We will discuss this item at the City Council meeting this Wednesday.
I am copying Crystal Bothelio, City Clerk and Assistant to City Manager, so she can copy the whole
Council on your letter
Regards,
Emily
From: Martin Rossip
Sent: Monday, January 16, 2017 12:06 PM
To: Emily Lo
Subject: Weed abatement
Ms. Lo,
Thank you for speaking with me just now. I've attached a copy of a letter I've sent to a few of my neighbors
which outlines my concerns. I appreciate the work you do for the residents of our town.
Martin
Martin Rossip
home
cell
116
Martin Rossip
home
cell
Dear Neighbor,
You and I are on the list of people who unknowingly violated Saratoga’s weed ordinance.
This Wednesday, the Saratoga City Council is declaring your property a public nuisance and
adding a fine to your property tax bill. You are being charged a minimum penalty of $180
and this fine will be much higher in many cases.
The reason you are being punished this way is due solely to poor communication among
government agencies, explained below.
It is very important to come to the City Council meeting this Wednesday, January 18,
2017 7:00 pm at 13777 Fruitvale Ave, Saratoga, and state that you object.
How did I get added to the list?
You were added to the list because you missed a deadline for cutting weeds that you were never
told about. Saratoga imposes two sets of requirements and two different deadlines on its residents
for fire safety work which must be done.
1. The city contracts with the Santa Clara County Fire Department to assist with fire safety.
The Fire Department mails all residents instructions on how to keep their property safe and
gives them a deadline of June 1 to complete work. Properties are then inspected and owners
are notified if work needs to be done. If the work is still not done, the property is put on a list
of violators and the County performs the work. For 2016, the Fire Department added zero
properties to the list of violators. This was likely because residents were properly notified on
what to do and the deadline for doing it.
2. Many residents are unaware that the city contracts with a second agency for fire safety.
This second agency is the County Department of Agriculture. Unlike the Fire Department,
the Dept. of Agriculture:
does not send out a mailing to all residents.
has an earlier deadline, April 15. Amazingly, this deadline is not disclosed to
residents until AFTER they have been put on the weed-violator list and fined.
requires that property owners also cut weeds and trim trees in the public right-of-way
along any roads next to their property. Again, this is another requirement that you
are not told about until after you have been fined.
Not surprisingly, as a result of this lack of communication, the Dept. of Agriculture was able
to add 119 Saratoga properties to the list of violators. That is how your property and mine
got on the list.
What will happen if I do nothing?
1. If you don’t object, the council will authorize unannounced inspections on your property for
the next three years.
2. The minimum penalty you will pay is $60 per year for at least 3 years (total $180). For each
year you fail any of the surprise inspections, you will have to pay an additional fine of $485.
3. If the inspector decides you have not met the requirements well enough, they will enter your
property without your permission and cut weeds themselves. If that happens, you will then
117
have to pay an additional fee of $434, PLUS the actual cost of cutting the weeds, which is a
minimum charge of $405.72 for properties up to 1 acre. In this case, your total penalty would
be $180 + $485 + $434 + $405.72 = $1,504.72
4. These penalties are added to your property tax bill in September. Once added to your bill,
you cannot refuse to pay them without incurring heavy additional penalties. If you object to
the charges, the county will not hear your complaint. The only way contest this is right now
through the Saratoga City Council.
5. If you try to sell your property, you will be required to disclose to any potential buyer that it
was declared a public nuisance. The new owners are legally required to continue paying
your fines for the 3 year period even after you sell. This could reduce your property value by
many thousands of dollars.
What can I do about this?
COME TO THE CITY COUNCIL MEETING on Wednesday, January 18, 2017 at 7:00pm at 13777
Fruitvale Ave, Saratoga, CA
Tell the council:
1. You were added to the list unfairly and ask to be removed.
2. It is unfair to be fined $180 without getting any advance notice on how to avoid this.
Residents should be given an opportunity to take care of their weeds before being punished.
3. It is misleading to receive a fire-safety notice giving a June 1st deadline date and then be
penalized for not meeting the secret April 15th deadline.
4. There needs to be better coordination between the two programs used: Property owners
should receive one mailing with clear, concise instructions on how to comply with both
program’s fire safety requirements.
5. There should be just one deadline, not two. The deadline for the Dept. of Agriculture should
be changed from April 15 to June 1 so it matches the Fire Department’s deadline.
6. The costs for this program are out of control. In 2014, the fines charged to all Saratoga
residents totaled $2033. In 2016, these fines grew to $42,670.22. The county approved
these fee increases without first notifying any of the Saratoga residents who have to pay
them. The Saratoga City Council can choose not to impose them if they decide the fees are
excessive or were implemented improperly.
7. Due to the poor communication of the Dept. of Agriculture’s requirements, many more
properties are now at risk for fire. In 2014, only 6 Saratoga properties were added to the
weed violator list. In 2017, that number exploded to 119 properties. The current procedures
are making us all less safe and must be changed.
8. Saratoga residents believe in fire safety. We all want to comply with the rules that keep us
safe. We just need to know what the rules are.
CALL YOUR CITY COUNCIL MEMBERS and tell them your experience. I have found they are all
very friendly and welcome hearing our concerns. Here are your council-member’s phone numbers:
Emily Lo 408-868-9982; Mary-Lynne Bernald 408-206-1547;
Manny Cappello 408-455-4468; Howard Miller 408-802-4034; Rishi Kumar 408-805-5993
Please call me any time to discuss this or if you have questions. Thank you for reading this.
Martin Rossip
home
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Crystal Bothelio
From:Sarah Okuno <sokuno@gmail.com>
Sent:Tuesday, January 17, 2017 11:05 AM
To:City Council
Cc:Tadashi Okuno
Subject:Fwd: Weed Abatement list - removal request, standards need alignment
Dear Council Members,
Removal Request
Please remove us from the Weed Abatement Program. We were inspected in May 2016 by the SCC Agriculture
and Environmental Mgmt department without due process as defined by the SCC Fire Department.
The process as explained in the annual letter from SCC Fire is:
1) the Fire department does inspections beginning April 1 to advise property owners what work is necessary
2) the Fire dept does follow-up inspections on or after June 1 of properties that were out of compliance
3) the Fire dept notifies the City of compliance work to be completed by authorized contractor of City of
Saratoga
4) at this point, a non-compliant property owner would be notified they were being added to the Weed
Abatement List
I contacted the Fire
Department to see what records they have on our property for 2016 - they conducted an inspection on 4/26/16
and determined our property was in compliance. The Fire dept showed us as compliant in 2016.
On 5/18/16, the County Agriculture dept sent an inspector to check a neighbor who was already on the weed
abatement program. I spoke to the inspector while he was on the neighbors' driveway that day. He said he was
new and was still learning the property lines. He took pictures of our weeds, which had been growing well with
the late season rains and very difficult to mow or whack at that point, and we were added to their weed
abatement list as of 5/18/16 with no follow up inspection and no notification until after the fire season
(December).
This action circumvented the Fire Department procedures. We mowed our weeds by June 1st, and several times
through the rest of the fire season as we have always done. If the County had returned after June 1 in accord
with the Fire Dept process, they would have seen that the weeds had been
cut.
Standards Alignment
Dates and standards need to be aligned between the 2 agencies, as well as perhaps consultation with the City
arborist.
1) Fire Dept requires 100' defensible space from structures. County Ag requires additionally 30' from all
property lines and 10' from roads and driveways.
2) County Ag discs weeds - this would not be appropriate under the drip line of oaks
3) Fire Dept - grass/weeds to 4", County Ag - to 6"
4) Inspection dates, escalation processes and notifications differ
Thank you for your attention to this matter.
Tadashi and Sarah Okuno
21811 Via Regina 119
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Crystal Bothelio
From:sokuno@gmail.com on behalf of Sarah Okuno <sarah@okunos.net>
Sent:Tuesday, January 17, 2017 2:48 PM
To:Crystal Bothelio; City Council
Cc:Kumre, Moe
Subject:Re: Okunos on weed abatement list
Thanks Crystal. From what you are telling me, the County Ag dept is now siting owners without us knowing
that they are doing inspections, nor what their standards are. The Fire Dept has always sent postcards and
information prior to each fire season. We had no idea another entity was also doing inspections, nor the
consequences, expectations, or escalations of said inspections.
This is not right!
On Tue, Jan 17, 2017 at 1:27 PM, Crystal Bothelio <cbothelio@saratoga.ca.us> wrote:
Hi Sarah,
The Weed Abatement Program Manager, Moe Kumre, shared that your property was added after an inspector working
in the area noticed that your property did not meet program requirements.
The Weed Abatement Program is managed by the County Department of Agriculture. They operate under a different
set of rules than the County Fire Brush Abatement Program, though many of the requirements are similar. However,
the inspection process is different. If the City received a complaint about weeds, it would likely be referred to the
County Weed Abatement Program.
I suggest that you speak with Moe for additional information about how your property was added and the conditions
that prompted its addition to the Weed Abatement Program list for 2017, as well as your concerns about missed steps.
Moe’s office line is 408.282.3123. I’ve also CC’d him on this email.
Crystal Bothelio
City Clerk | Assistant to the City Manager
City of Saratoga | City Manager’s Office
13777 Fruitvale Avenue │ Saratoga, CA 95070 120
2
408.868.1269 │ cbothelio@saratoga.ca.us
Connect with the City of Saratoga!
Web: www.saratoga.ca.us
Facebook: www.facebook.com/CityofSaratoga
Twitter: @CityofSaratoga
From: Sarah Okuno [mailto:sokuno@gmail.com]
Sent: Tuesday, January 17, 2017 8:08 AM
To: Crystal Bothelio <cbothelio@saratoga.ca.us>
Subject: Okunos on weed abatement list
Hi Crystal,
Do you know if we were inspected by the County in May 2016 due to a complaint? We're not sure why we hit
the County's inspection list. The Fire Department did not have us tagged as non compliant, and from the
procedures in the Fire Dept annual letter, it looks like the County should not have been inspecting us.
Also, if a neighbor were to complain to the City about weeds, which entity would do the initial inspection?
Shouldn't it be the Fire Dept?
We will be at the meeting tomorrow night to request removal from the list. I spoke with the County inspector
on 5/18/16 when he was on a neighbor's property - he said he was new to the process and was learning the
property lines. I suspect the County jumped a couple of steps which the Fire Dept. had in place, and as a result
a lot of new people were put on the County's weed abatement list in 2016.
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Sarah Okuno
21811 Via Regina
122
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Crystal Bothelio
From:Sarah Okuno <sokuno@gmail.com>
Sent:Wednesday, January 18, 2017 12:30 PM
To:City Council
Subject:clarification on Okuno Weed situation
After contacting Crystal Bothelio, the Fire Dept and the County, here is what happened to us:
Note: no notification from County that a set of standards or an inspection would occur has ever been sent to us.
We were not warned we were non-compliant and were not told to do anything to become compliant until 7
months after a County inspector happened to be on our street.
5/18/16 - County Inspector inspected our neighbor. He noticed our weeds, took pictures and added us to a list.
12/23/16 - County mailed letter notifying us we were on a list and would incur annual inspection fees for 3
years.
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1
Crystal Bothelio
From:Crystal Bothelio
Sent:Wednesday, January 18, 2017 11:20 AM
To:DL - Council
Cc:James Lindsay
Subject:FW: Weed abatement
Attachments:Letter to fellow weed-violators.pdf; ATT00001.htm; Background info - weed
abatement.docx; ATT00002.htm
Hello Mayor & Council Members,
The below email message and attachments were shared with Council Member Miller. He requested we share these
materials with the rest of the City Council.
Crystal Bothelio
City Clerk | Assistant to the City Manager
City of Saratoga | City Manager’s Office
13777 Fruitvale Avenue │ Saratoga, CA 95070
408.868.1269 │ cbothelio@saratoga.ca.us
Connect with the City of Saratoga!
Web: www.saratoga.ca.us
Facebook: www.facebook.com/CityofSaratoga
Twitter: @CityofSaratoga
From: Martin Rossip
Subject: Weed abatement
Date: January 17, 2017 9:37:08 AM PST
To: <hmiller@saratoga.ca.us>
Dear Mr. Miller,
Thank you for speaking with me this past Friday regarding fire safety and weed abatement in
Saratoga. I’ve attached a letter which I shared with some of my neighbors which outlines my
concerns.
I’ve tried to come up with a specific, actionable solution to the problem. Here is what I propose:
1. Resolve that the deadline for compliance with the Santa Clara County Department of
Agriculture Weed Abatement requirements shall be changed from April 15 to June 1 of each
year so as to align with the Brush Abatement deadline set by the Santa Clara County Fire
Department.
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2. Resolve that City Staff shall coordinate with the Santa Clara County Department of
Agriculture and the Santa Clara County Fire Department to produce a single document
explaining all fire safety requirements and providing a clear deadline for meeting those
requirements. Said document shall be mailed to all residents between February and March of
each year.
3. Resolve that any Saratoga property owner whose property has been determined by the Weed
Abatement Program Enforcement Officer to not meet Minimum Fire Safety Standards must be
given a written notice and at least 15 days to correct any violations before any charges may be
assessed against them.
I’ve watched each weed abatement hearing since 2006 to help me better understand the history
of the program and how it has evolved. The 2nd attachment is background material and links
I’ve collected which were useful to me in researching this, and may be helpful to you as well.
I look forward to seeing you at the meeting this Wednesday. Please call me anytime to discuss.
Best,
Martin
home
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Martin Rossip
home
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Dear Neighbor,
You and I are on the list of people who unknowingly violated Saratoga’s weed ordinance.
This Wednesday, the Saratoga City Council is declaring your property a public nuisance and
adding a fine to your property tax bill. You are being charged a minimum penalty of $180
and this fine will be much higher in many cases.
The reason you are being punished this way is due solely to poor communication among
government agencies, explained below.
It is very important to come to the City Council meeting this Wednesday, January 18,
2017 7:00 pm at 13777 Fruitvale Ave, Saratoga, and state that you object.
How did I get added to the list?
You were added to the list because you missed a deadline for cutting weeds that you were never
told about. Saratoga imposes two sets of requirements and two different deadlines on its residents
for fire safety work which must be done.
1. The city contracts with the Santa Clara County Fire Department to assist with fire safety.
The Fire Department mails all residents instructions on how to keep their property safe and
gives them a deadline of June 1 to complete work. Properties are then inspected and owners
are notified if work needs to be done. If the work is still not done, the property is put on a list
of violators and the County performs the work. For 2016, the Fire Department added zero
properties to the list of violators. This was likely because residents were properly notified on
what to do and the deadline for doing it.
2. Many residents are unaware that the city contracts with a second agency for fire safety.
This second agency is the County Department of Agriculture. Unlike the Fire Department,
the Dept. of Agriculture:
does not send out a mailing to all residents.
has an earlier deadline, April 15. Amazingly, this deadline is not disclosed to
residents until AFTER they have been put on the weed-violator list and fined.
requires that property owners also cut weeds and trim trees in the public right-of-way
along any roads next to their property. Again, this is another requirement that you
are not told about until after you have been fined.
Not surprisingly, as a result of this lack of communication, the Dept. of Agriculture was able
to add 119 Saratoga properties to the list of violators. That is how your property and mine
got on the list.
What will happen if I do nothing?
1. If you don’t object, the council will authorize unannounced inspections on your property for
the next three years.
2. The minimum penalty you will pay is $60 per year for at least 3 years (total $180). For each
year you fail any of the surprise inspections, you will have to pay an additional fine of $485.
3. If the inspector decides you have not met the requirements well enough, they will enter your
property without your permission and cut weeds themselves. If that happens, you will then
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have to pay an additional fee of $434, PLUS the actual cost of cutting the weeds, which is a
minimum charge of $405.72 for properties up to 1 acre. In this case, your total penalty would
be $180 + $485 + $434 + $405.72 = $1,504.72
4. These penalties are added to your property tax bill in September. Once added to your bill,
you cannot refuse to pay them without incurring heavy additional penalties. If you object to
the charges, the county will not hear your complaint. The only way contest this is right now
through the Saratoga City Council.
5. If you try to sell your property, you will be required to disclose to any potential buyer that it
was declared a public nuisance. The new owners are legally required to continue paying
your fines for the 3 year period even after you sell. This could reduce your property value by
many thousands of dollars.
What can I do about this?
COME TO THE CITY COUNCIL MEETING on Wednesday, January 18, 2017 at 7:00pm at 13777
Fruitvale Ave, Saratoga, CA
Tell the council:
1. You were added to the list unfairly and ask to be removed.
2. It is unfair to be fined $180 without getting any advance notice on how to avoid this.
Residents should be given an opportunity to take care of their weeds before being punished.
3. It is misleading to receive a fire-safety notice giving a June 1st deadline date and then be
penalized for not meeting the secret April 15th deadline.
4. There needs to be better coordination between the two programs used: Property owners
should receive one mailing with clear, concise instructions on how to comply with both
program’s fire safety requirements.
5. There should be just one deadline, not two. The deadline for the Dept. of Agriculture should
be changed from April 15 to June 1 so it matches the Fire Department’s deadline.
6. The costs for this program are out of control. In 2014, the fines charged to all Saratoga
residents totaled $2033. In 2016, these fines grew to $42,670.22. The county approved
these fee increases without first notifying any of the Saratoga residents who have to pay
them. The Saratoga City Council can choose not to impose them if they decide the fees are
excessive or were implemented improperly.
7. Due to the poor communication of the Dept. of Agriculture’s requirements, many more
properties are now at risk for fire. In 2014, only 6 Saratoga properties were added to the
weed violator list. In 2017, that number exploded to 119 properties. The current procedures
are making us all less safe and must be changed.
8. Saratoga residents believe in fire safety. We all want to comply with the rules that keep us
safe. We just need to know what the rules are.
CALL YOUR CITY COUNCIL MEMBERS and tell them your experience. I have found they are all
very friendly and welcome hearing our concerns. Here are your council-member’s phone numbers:
Emily Lo 408-868-9982; Mary-Lynne Bernald 408-206-1547;
Manny Cappello 408-455-4468; Howard Miller 408-802-4034; Rishi Kumar 408-805-5993
Please call me any time to discuss this or if you have questions. Thank you for reading this.
Martin Rossip
home
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BACKGROUND INFO AND LINKS
Saratoga Weed Abatement Program Assessment Report Summary by Year
Year Total properties on
Assessment report
Number of
properties abated
by county
No. of properties
abated by owner but
still charged fees
Tot charges to
Saratoga
property owners
2011 16 0 16 $906.00
2012 8 1 7 $2,753.70
2013 21 4 17 $10,649.30
2014 6 1 5 $2,033.00
2015* 24 9 15 $15,127.13
2016 109 27 82 $42,670.22
* 2015 numbers include the 9/4/2015 update
Link to Mercury News article describing Cupertino residents angry about being fined and requesting a
later inspection date not during rainy season:
http://www.mercurynews.com/2009/08/10/dozens-of-property-owners-fined-in-cupertino-under-
weed-abatement-program/
Link to Weed Abatement Program brochure detailing requirements on the SCC. Note this version
currently (1/17/2017) on their website is different from the one sent out to those Saratoga residents
who were put on the weed-violator list:
https://www.sccgov.org/sites/wap/Documents/Program-Guidelines-Brochure.pdf
In contrast, this link is to the letter sent annually by County Fire to all residents in fire hazard zones.
Residents receive 3 notices before incurring any charges. Note clearly-stated deadline of June 1 in
bold type in 3 places (pages 2, 3 and 6):
https://legistarweb-
production.s3.amazonaws.com/uploads/attachment/pdf/14868/Attachment_C___Sample_Letters_fro
m_the_Santa_Clara_County_Fire_Department_to_Property_Owners.pdf
Video of Jan 21, 2009 Saratoga City Council meeting. At 1:12:45 County representative states that the
council has the authority to change the deadline for weed abatement:
http://saratoga.granicus.com/MediaPlayer.php?view_id=9&clip_id=340&meta_id=14735
Watching the videos, I observe that some confusion arises when different words are used for the term
assessment. It’s important to first agree that the word assessment means any money required to be
paid -- whether it’s called a fine, a charge, an administrative fee, a penalty, or an inspection fee. Also,
many councilmembers have recurring questions about how residents are notified. Mr. Kumre’s answers
are always reassuring about the many notices sent but tend to be non-specific about when in the
process notices are sent and, as a result, the process remains poorly understood. It is therefore
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important to ask very direct questions. Here are some questions I would like a councilmember to ask
Mr. Kumre:
1. Do you send a notice to ALL Saratoga property owners informing them of the April 15 weed
abatement deadline? Please answer yes or no.
2. Do you send a notice to ALL Saratoga property owners informing them of the Weed Abatement
Program requirements?
3. If a property fails the initial inspection, is the property owner given an opportunity avoid an
assessment by complying?
4. Is the first time you send the program requirements to a property owner only after you have
added them to the weed abatement list?
These yes/no questions should clarify the issue that no notices are sent before fines are levied.
It is easy to understand why council would believe that residents are given many notices before being
placed on the weed abatement list when in fact they are not. Here are 2 examples:
1. Link to video of Dec 3, 2008 Saratoga City Council meeting minutes discussing the new weed
abatement procedures proposed by the county. The significant change was a new $298 fee on
residents to be imposed without any prior notice for failing an initial inspection. The $298
penalty is to be charged even if the resident abates their own weeds within 15 days. At this
meeting, the council felt strongly that a minimum of three notices should be received by
Saratoga residents before any fees could be incurred. There were extended remarks that not
even two prior notices are sufficient. Mr. Kumre then offered to send a third courtesy notice in
mid-March. The council at that time approved the resolution without changes clearly believing
(incorrectly) that residents would continue to get three notices before being assessed any fee.
Interesting discussion (begins at 32:46):
http://saratoga.granicus.com/MediaPlayer.php?view_id=9&clip_id=329
2 Link to video of Jan 21, 2009 Council Meeting. Note:
a.) Council is reassured that residents get 3 notices before being fined: Councilmember Miller
asks Mr. Kumre at 1:10:43, Q: “There are actually 3 notices that an individual will get under the
current resolution, the current system, before the fine would happen? A: “Prior to any
inspection fees being assessed, absolutely.”
http://saratoga.granicus.com/MediaPlayer.php?view_id=9&clip_id=340&meta_id=14735
Link to video clip of Jul 1 2015 Saratoga City Council meeting on weed abatement. Mayor Miller
@2:57:48 questions how is it possible that PG&E, a regulated public agency, could get on to the
weed violator list. It’s an excellent question because PG&E is a $30B company with a large legal and
compliance division with many full-time employees whose sole job is to respond to notices and
ensure compliance with local regulations. The plausible answer is that they were misled by the
written notices which were sent. Since the new “penalize-first / inform-later” policy went into effect in
2009, many other responsible agencies have been caught in this weed-violator trap. Looking
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through the lists, these violators include banks, hired trustees and other professional property
managers. How can you expect regular well-meaning citizens to comply if even these professionals
can’t do it? It’s time to end this “gotcha” approach to fire safety.
Here’s the link:
http://saratoga.granicus.com/MetaViewer.php?view_id=9&clip_id=907&meta_id=46360
Link to Morgan Hill Times article in which Morgan Hill city council rejected fees it felt were unfair:
http://www.morganhilltimes.com/news/city_local_government/council-approves-weed-abatement-
fines/article_ab59149b-89af-598b-abd1-c1ced0903361.html
Jan 20, 2016 Council Meeting Video Mr. Miller requests materials which are sent to citizens be sent to
the council, so it can be reviewed for clarity. (1:55)
http://saratoga.granicus.com/MediaPlayer.php?view_id=9&clip_id=926
Gilroy weed abatement deadline is later (May 15):
http://gilroy.granicus.com/MetaViewer.php?view_id=16&clip_id=1374&meta_id=122876
Details on the two fee increases:
SCC Board of Supervisors Fee Increases for Weed Abatement approved Nov 17 2015
Initial inspection fee of $41 (one time) increased to $165 ($55 yearly for 3 years)
Failed 2nd inspection fee of $250 increased to $440
Admin fee (for sending contractor) of $169 increased to $335
Staff report: sccgov.iqm2.com/Citizens/FileOpen.aspx?Type=30&ID=76146
SCC Board of Supervisors Fee Increases for Weed Abatement approved Nov 15 2016
Initial inspection fee of $165 ($55/yr for 3yrs) increased to $180 ($60/yr for 3yrs)
Failed 2nd inspection fee of $440 increased to $485
Admin fee (for sending contractor) of $335 increased to $434
Staff report: https://sccgov.iqm2.com/Citizens/FileOpen.aspx?Type=30&ID=94496&MeetingID=7204
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Crystal Bothelio
From:Alicia Moore <aliciajmoore@comcast.net>
Sent:Wednesday, January 18, 2017 5:40 PM
To:City Council; Howard Miller; Emily Lo; Mary-Lynne Bernald; Manny Cappello; Rishi
Kumar
Subject:unfair weed abatement program
Importance:High
Dear Council Members—
I am unable to attend tonight’s meeting in person, but wish to make clear my strenuous objections to the current system. The system with
two competing and disparate entities with two different sets of requirements is unfair, and the methodology used by the Agriculture group
is unfair and quite possibly illegal on a number of fronts. To date we have been incorrectly identified as having failed to do the abatements‐
‐‐in fact we have done that at least once and sometimes twice a year‐‐ and mistakenly fined. We have not received notices purportedly
sent, and the fines have always been after the fact with no opportunity to correct their mistakes. We wish to have our property, 13957
Albar Court, Saratoga, CA removed from the weed abatement program list; and object to any fines, levies or ‘administration fees’
purported to be levied by this program.
Sincerely,
Alicia Moore Seifert
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City of Saratoga
www.saratoga.ca.us
C I T Y o f S A RATO
G
A
CALIF O R N I A1956
About the
City of Saratoga
C I T Y O F S ARAT
O
G
A
C
ALIF O R N I A1956
Weed & Brush Abatement
Reducing WildfiRe fuel
in SaRatoga
What is Weed & Brush Abatement?
In Saratoga, there are two programs that help protect
Saratoga from wildfire by reducing potential fuel, like
weeds and brush. These programs are the Weed Abatement
Program managed by Santa Clara Department of
Agriculture and the Brush Abatement Program (Wildland
Urban Interface Preparedness Inspection) managed by the
Santa Clara County Fire Department.
What if my property doesn’t comply with
the standards?
Staff for both the Weed Abatement and Brush Abatement
Programs maintain lists of properties that were found to
be non-compliant with respective program requirements
Properties are added to the Weed Abatement Program list
as County inspectors identify properties that don’t comply.
All properties in the Wildland Urban Interface (WUI) area
of the City are automatically part of the Brush Abatement
Program, managed by the County Fire Department. A list
of properties that fail to meet requirements are presented
to the City Council during a hearing in June. At that time,
the City Council decides whether to refer the properties to
the Weed Abatement Program for removal of violations.
Properties in the Weed Abatement Program list will not
receive notices or be inspected by the Brush Abatement
Program.
How do I get my property off the list?
After 3 consecutive years of compliance, properties are
removed from the Weed Abatement Program list. Owners
who feel their property is listed by mistake or have made
substantial changes to the property to eliminate the
potential for hazardous vegetation (like new landscaping
or hardscape) may ask Weed Abatement staff to consider
removal of the property (call 408.282.3145).
Owners can also ask the City Council to remove their
property from the Weed Abatement Program list during
hearings in January and March. Owners that have violated
Brush Abatement Program requirements can ask the City
Council not to refer their property to Weed Abatement for
correction of violations during a hearing in June.
What is the deadline to meet
requirements?
The Weed Abatement Program deadline is April 15. The
Brush Abatement Program deadline is June 1.
What if I can’t meet the deadline?
If there are special circumstances that prevent you from
meeting the deadline, contact the Weed Abatement
Program (408.282.3145) or Brush Abatement Program
(408.378.4010).
What are the fees for the programs?
Weed Abatement Program
Initial Inspection Fee - $60: Charged annually to all
properties in the program. The fee recovers costs
associated with data entry, file preparation, noticing,
boundary determination, and overhead.
Failed Second Inspection Fee - $485: Charged for
properties that fail the second inspection their first year
in the program or the annual compliance inspection, if the
property is already in the program.
Weed Abatement & Brush Abatement Program
Contract Work Fee - $434: Charged to properties if weed/
brush removal is done by the County’s contractor. This fee
is in addition to the costs to remove weeds/brush.
County Contractor Weed Abatement Work: Prices vary
depending on work type, which includes disc work,
handwork, flail mowing, loader work, dump truck, brush
work, debris removal, and dump fee.
How will I be billed?
Fees and costs are included as part of a special assessment
on the property tax bill for subject properties.
How do I raise objections to fees?
Property owners may request that the City Council remove
fees/costs during an appeal hearing that usually happens
in July. Mailed notices will be sent to property owners
before the hearing. After the hearing, the City Council
cannot remove assessments.
Santa Clara County Weed Abatement Program
408.282.3145
scc.weedabatement@cep.sccgov.org
www.sccgov.org/sites/wap/Pages/wap.aspx
Santa Clara County Brush Program
408.378.4010
www.sccfd.org/fire-prevention/fire-prevention-overview
City of Saratoga, City Manager’s Office
408.868.1269
www.saratoga.ca.us/weed_brush
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Weed & Brush Abatement Requirements
REQUIREMENTS:WEED ABATEMENT BRUSH ABATEMENT
Post clearly visible house address with numbers that are at
least 4 inches high
Keep flammable vegetation 6 inches or less (not including
ornamental vegetation)
Remove dead leaves/branches from landscaping
Keep driveway (10 feet wide by 13.6 feet tall) clear of debris
and vegetation
Keep tree limbs at least 10 feet away from chimneys or
stovepipes
Remove pine needles and leaves from roofs, eaves, and
gutters
Remove combustible debris, like trash, wood, and dead
vegetation (does not include stacks of firewood and neatly
piled yard waste)
Remove tree branches and vegetation under eaves
Clear flammable vegetation (like dry weeds) 30 feet around
all structures
Cover chimney outlets or flues with a 1/2” mesh spark
arrester
Properties Equal/Greater than 1 Acre: Clear flammable
vegetation 30 feet from property lines
Properties Greater than 5 Acres: Divide property into
segments of 5 acres or less with 30 foot fuel breaks cleared
of flammable vegetation
Properties Very High Fire Hazard Zone: Create 100 feet of
defensible space by clearing flammable vegetation 30 feet
around structures and reduced fuel zone the remaining 70
feet or to property line
Where is the WUI area of the City? The WUI area is the part of the City at the greatest risk for wildfire and
primarily consists of the hillsides and areas near the hills. Visit www.saratoga.ca.us/weed_brush to see a
map.
What is defensible space? Defensible space means decreasing fuel for wildfires and providing an
opportunity for firefighters to effectively defend a structure from an oncoming wildfire. It includes removal
of dead vegetation, reduction of “ladder fuels” by thinning brush and limbing-up trees, and replacement of
highly flammable plants with fire-resistive plants.
Weed & Brush Abatement At a Glance
Weed & Brush Abatement Timeline
NOV./DEC.Reminder about Weed Abatement Program
requirements and deadline to comply sent
to owners.
DECEMBER City Council sets hearing date in January to
consider properties to be included in Weed
Abatement Program.
JANUARY City Council holds appeal hearing to confirm
properties in the Weed Abatement Program.
OWNERS MAY REQUEST THAT THE CITY
COUNCIL REMOVE THEIR PROPERTY
FROM THE PROGRAM LIST.
FEBRUARY Reminder about Brush Abatement Program
requirements sent to all property owners in
the WUI area.
MARCH Council holds second hearing to consider
properties in the Weed Abatement Program.
OWNERS MAY REQUEST THAT THE CITY
COUNCIL REMOVE THEIR PROPERTY
FROM THE PROGRAM LIST.
APRIL – JUNE County Fire begins inspections for Brush
Abatement Program and leaves hangers and
sends letters to owners if property does
not meet program requirements; letter
includes date of hearing and list of charges
if program requirements are not met. Weed
Abatement Program inspections start April
16.
JUNE City Council holds hearing and authorizes
County staff to correct issues for non-
compliant properties in the Brush
Abatement Program. OWNERS MAY
REQUEST THAT THE CITY COUNCIL
REMOVE THEIR PROPERTY FROM THE
LIST OF PROPERTIES TO BE REFERRED
TO WEED ABATEMENT.
JULY Council holds public hearing to consider
assessments on properties on the Weed
Abatement and Brush Abatement Programs.
OWNERS MAY REQUEST THAT THE CITY
COUNCIL REMOVE ASSESSMENTS ON
THEIR PROPERTY.
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Incorporated October 22, 1956
CITY OF SARATOGA
13777 FRUITVALE AVEN UE • SARATOGA, CAL IFORNIA 95070 • www.saratoga.ca.us
COUNCIL MEMBERS:
Mary-Lynne Bernald
Manny Cappello
Rishi Kumar
Emily Lo
Howard Miller
NOTICE OF HEARING
BEFORE THE CITY COUNCIL
Notice is hereby given that MARCH 15, 2017 at 7:00 P.M. in the City Council Chambers at 13777
Fruitvale Avenue, Saratoga, California, is the time and place for the continued public hearing on:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
DECLARING ABATEMENT OF A PUBLIC NUISANCE AS TO
SPECIFIED PROPERTIES CONTAINING HAZARDOUS VEGETATION
Notice is further hereby given that the County Enforcement Officer for Hazardous Vegetation has
furnished to the City Council a report of those properties on which any weeds, rubbish, refuse, dirt,
obstructions or other hazardous vegetation or dangerous materials have been found to exist. The
properties specified in the report by the County Enforcement Officer will be attached to the staff report
for this public hearing.
This courtesy notice is being sent to all property owners specified in the report.
The City Council Agenda and staff report on this public hearing will be available on the City of
Saratoga website at www.saratoga.ca.us/ccagenda by close of business on March 9, 2017.
At the March 15, 2017 public hearing, the City Council will review this report and make any changes it
deems necessary or proper. Objections to the list of properties in the report may be raised during the
public comment period for the Public Hearing or submitted in writing. The City Council will then
consider approval of the report, as submitted or modified, and resolution declaring a public nuisance to
exist upon the properties described in the report. Additionally, the City Council will be reviewing the
operation of the Weed Abatement Program.
Notice is further hereby given that the owner of any property found to be in noncompliance with Weed
Abatement Program requirements on or after April 15, 2017 will be charged an inspection fee of $485.00
and if the required abatement work is not performed before the County Enforcement Officer’s Contractor
performs such work, the property owner will be assessed the Contractor’s charges plus the County
Enforcement Officer’s standard administrative fee of $434.00 per parcel.
All interested persons may appear and be heard at the above time and place. If you challenge the subject
declaration of nuisance in court, you may be limited to raising only those issues you or someone else
raised at the public hearing described in this notice, or in written correspondence delivered to the City
Council at, or prior to, the public hearing. In order to be included in the City Council’s information
packet, written communications must be filed with the City Clerk on or prior to the Wednesday before the
meeting. A copy of any material provided to the City Council on the above hearing(s) is on file at the
Office of the Saratoga City Clerk at 13777 Fruitvale Avenue. Questions may be addressed to the City
Clerk at 408-868-1269 or cbothelio@saratoga.ca.us
134
Incorporated October 22, 1956
CITY OF SARATOGA
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • www.saratoga.ca.us
COUNCIL MEMBERS:
Mary-Lynne Bernald
Manny Cappello
Rishi Kumar
Emily Lo
Howard Miller
March 3, 2017
Prospect Rd
Saratoga, CA 95070-0000
Subject: Weed Abatement Program – Prospect Rd (APN: )
Dear Property Owner,
At the January 18, 2017 Saratoga City Council Meeting, a number of property
owners on the Weed Abatement Program list raised concerns about properties
included in the program. After review by the Santa Clara County Weed
Abatement Program staff, your property at Prospect Rd (APN: )
was removed from the list. No fees for calendar 2017 will be assessed for this
property.
If you have any questions, you may also contact me at 408.868.1269 or
cbothelio@saratoga.ca.us.
Sincerely,
Crystal Bothelio, City of Saratoga
City Clerk/Asst. to the City Manager
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RESOLUTION 17-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
DECLARING ABATEMENT OF A PUBLIC NUISANCE AS TO
SPECIFIED PROPERTIES CONTAINING HAZARDOUS VEGETATION
WHEREAS,the Saratoga City Council declared hazardous vegetation to be a public
nuisance through adoption of Resolution 16-070 at the December 21, 2016 City Council Meeting;
and
WHEREAS,the Santa Clara County Weed Abatement Program subsequently gave 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 Santa Clara County
Weed Abatement Program; and
WHEREAS, the notice sent to owners of properties specified in Exhibit A, attached to this
resolution, that the City Council would hold a public hearing on January 18, 2017 to consider any
protests or objections to the declaration of a nuisance on pre-specified properties so as to require
the owners of these properties to remove the hazardous vegetation or be subject to a subsequent
order for abatement authorizing the Santa Clara County Weed Abatement Program to perform the
abatement; and
WHEREAS, a public hearing on said notice was held on January 18, 2017 and continued
to March 15, 2017; and
WHEREAS,final action on any protests or objections to the proposed removal of weeds
has been made by the City Council;
NOW, THEREFORE BE IT RESOLVED,that the hazardous vegetation (weeds) on specified
properties listed on Exhibit A (attached) is declared to be public nuisance and the Santa Clara
County Weed Abatement Program is hereby designated as the responsible party to cause notice to
be given in the manner and form provided in Saratoga City Code Section 7-15.060, and as the
person to thereafter cause abatement of the seasonal and recurring hazardous vegetation (weed)
nuisance as determined by resolution dated December 21, 2016, and as to specified properties as
determined by this resolution.
Attachments:
Exhibit A – 2017 Weed Abatement Program Commencement Report
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The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 15
th day of March 2017 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Emily Lo, Mayor
ATTEST:
DATE:
Crystal Bothelio, City Clerk
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SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:City Manager’s Office
PREPARED BY:Lauren Pettipiece, Administrative Analyst I
SUBJECT:Allocation of Community Event Grant Program Funds
RECOMMENDED ACTION:
Review the Community Event Grant Program applications for Fiscal Year 2017/18 and determine
allocations.
BACKGROUND:
The City Council has considered community event grant funding requests through a formal
application process for the last five 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 may 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 21, 2016 City
Council meeting,Council allocated $35,000 to the program for Fiscal Year 2017/18 with
$19,500 reserved for six traditional events (Attachment D) that are now exempt from the regular
application process.
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After securing $19,500 for traditional events out of the total $35,000 allocated to the program for
Fiscal Year 2017/18, there is $15,500 remaining. The City received 9 applications amounting to
$22,750 in Community Event Grant Program requests. A detailed summary of the applications is
in Attachment A. The applications received are included as Attachment B and Attachment C lists
the history of past event allocations. All applicants have been encouraged to attend the March 15,
2017 Council meeting to answer questions regarding their applications.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
The City released the application on January 18, 2017. Information about the program –
including the application – was emailed to past Community Event Grant Program applicants,
posted on the City’s website and social media pages, and made available on the City’s homepage
as a news item.
ATTACHMENTS:
Attachment A – Summary of Community Event Grant Applications
Attachment B – Community Event Grant Applications
Attachment C – History of Community Event Grant Allocations
Attachment D – Traditional Event Funding Established on 12/21/16
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Attachment A – Summary of Community Event Grant Applications
Community Event Request Event Date Attendance Location Organization Prev. Grant Prev. Event in City
Chinese Mid-Autumn Festival $ 450 Oct. 1, 2017 300 Saratoga History
Museum OCAW - Silicon Valley Yes Yes
IOOF Easter Egg Hunt $ 600 Mar. 31, 2018 300 + Wildwood Park Saratoga IOOF Lodge #428 Yes Yes
Rock the Garden - Now Hear
This! An Exercise in Listening $ 3,700 Jul. 21, 2017 2,000 Montalvo Arts Center Montalvo Arts Center No Yes
Opera in the Park $ 3,500 Sept. 23, 2017 500 - 600 Wildwood Park Bay Shore Lyric Opera
Company Yes Yes
SASCC Health and Wellness
Expo $ 5,000 Oct. 21, 2017 400 Joan Pisani
Community Center
Saratoga Area Senior
Coordinating Council Yes Yes
Shushan County Fair $ 3,000 Mar. 4, 2018 450 Congregation Beth
David Congregation Beth David Yes Yes
Girls Scout Crafts at Blossom
Festival $ 500 Mar. 19, 2018 750 - 1,000 Heritage Orchard &
13777 Fruitvale Ave.
Girl Scouts of Northern CA,
Service Unit 618 No Yes
Relay For Life of Saratoga $ 5,000 Jul. 22-23, 2017 300 + St. Andrew's Episcopal
Church & School American Cancer Society Yes Yes
Saratoga Oak Street
Grammar School Reunion $ 1,000 Jul. 29, 2017 85 Wildwood Park Saratoga Oak Street Grammar
School Reunion Committee Yes Yes
Total $ 22,750
Saratoga-Based Non-Profit
Non-Profit
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City of Saratoga
2017-2018 Community Event Grant Application Attachment
On July 21, 2017 from 6-9pm, Montalvo will invite the community to its historic property and beautiful
grounds for Rock the Garden 2017 -- our annual summer arts festival. This year, we are thrilled to
premiere Now Hear This! An Exercise in Listening. This outdoor exhibition will transform Montalvo’s
public park into an extraordinary sound garden with immersive site-specific soundscapes, sonic
experiences and workshops, sound sculptures, and a new digital curatorial app called Soundings.
Rock the Garden 2017 – Now Hear This! is expected to welcome an estimated 2,000 community
members of all ages for a vibrant evening filled with astonishing arts, live music, dancing, hands-on art
making activities, gourmet food trucks and more. Admission to Now Hear This! is free and Montalvo
will be providing free shuttles from West Valley College throughout the evening.
The opening celebrations will include various sonic performances and opportunities for interactive
engagement by visitors. It will also feature a tribute to the work and life of Pauline Oliveros, a central
figure in the development of experimental and post-war electronic art music who passed away in late
2016. Additional performances and activities for the evening are still being finalized but may include:
Hands-on workshop to invent and create your own musical instrument with sound/installation artist
and 2008 MacArthur Fellow Walter Kitundu.
A performance by Bay Area composer Ellen Fullman on her own invention – the Long String
instrument which is made up of dozens of 70 foot-long metallic strings.
Meandering through an acoustic labyrinth by artist Maria Elena Gonzalez that is inspired by the
circular Echo Wall in China’s Forbidden City and that can transmit whispers over long distances.
Photos from prior year summer arts festivals
This event is our annual celebration of our Art on the Grounds program which offers emerging and
established artists the unique opportunity to create works in non-traditional settings across our expansive
property that includes formal gardens, forested areas, trails, and the historic Villa. Montalvo is the only
arts center in California that provides artists with the opportunity to produce experimental works in an
outdoor public park setting, and one of only a few such institutions nationally and worldwide.
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City of Saratoga
2017-2018 Community Event Grant Application
Rock the Garden 2017 - Now Hear This!– Event Budget
Event Expenses
Artists/Performers/Presenters $5,000
Art Supplies and Materials $4,000
Audio Production and Equipment Rental $4,000
Shuttle Service to/from West Valley $4,500*
West Valley College Parking Permit $ 400*
Parking Attendants $ 500
Marketing and PR $1,500
Printing, programs and signage $3,500
Photography/Videography $2,000
Wine & Beer Permit $ 175
Emergency Medical Technician $ 250
Porta Potties $1,000
Concessions $1,750
Hospitality for Volunteers and Staff $ 500
Day of event staff $4,000
TOTAL $33,075
A City of Saratoga Community Event Grant will help offset the cost of shuttles transporting
attendees to and from West Valley College and the West Valley parking permit. To help
reduce traffic congestion and the impact to air quality in the neighborhoods immediately
surrounding Montalvo, we encourage attendees our large public events to take the free shuttle
provided by Montalvo that departs from the nearby West Valley College. Onsite parking is
discouraged for several reasons. In addition to the neighborhood impact, Montalvo will have
very limited parking available on the day of the event. With dozens of staff, vendors, artists,
and volunteers working the event and needing to park on site, we estimate that only 75
parking spaces will be available for public use.
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City of Saratoga
Community Event Grant Application
SUMMARY OF EVENT
Event Name: OPERA IN THE PARK-CARMEN
Event Date: SEPTEMBER 23, 2017 SHOWTIME 3pm Event Hours: 12-6 includes set-up, show time, teardown.
Event Location: WILDWOOD PARK
Grant Request: $3500 Total Event Cost: $5000
CONTACT FOR GRANT APPLICATION
Contact Name: Jennifer Der Torossian
Title: Artistic Director
Organization: Bay Shore Lyric Opera Company
Address: 21851 Via Regina, Saratoga, CA 95070
Phone: 408-391-5785 Email: jdtdiva@gmail.com
ABOUT THE EVENT
Event Description: OPERA IN THE PARK is a unique
opportunity for the community to enjoy a
professional opera production, free in a casual park
setting with picnic tables, playground, and the
Saratoga Local restaurants just steps from the
beautiful Wildwood Park Location. We include full
orchestra and professional opera singers, with sets
and costumes.
Estimated Attendance:
500-600 One Time Event Annual Event
Funding Amount Received from City in Past:
$2700 about
Other Funding Sources:
Private donations, and other grants from Google
Benevity. Local merchants also donate their baked
goods and items at the event. We also received “in
Kind” funding from companies that have provided
marketing help, truck use, and construction expertise.
Event Promotion Plan:
We use, social media, community newspapers,
community television, posters, flyers, school
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newsletters, eblasts to many organizations involved in
our community.
Prior Event Organizing Experience:
BayShore Lyric Opera has over 20 years of
experience producing opera productions in
theater and open venues like this one. We
have numerous experience with music
industry networks and our productions have
ranged from $3000-$50,000. We have
performed at venues like the Mt. Winery,
Montalvo and the Fox Theater, to name a
few.
Building Community: Company was founded in 1998 and its mission is to bring the best quality opera to all ages in the communities at affordable prices. BSLO’s principal activities include educating and entertaining our patron’s with the strongest commitment to quality. BSLO provides opportunities for young artists to perform and gain valuable experience. Furthermore, because we have a strong emphasis on the community, BSLO recruits community singers, actors, set builders, lighting directors, musicians and administrative volunteers in all areas of community involved artistically or in another way. the company. The principal activity of our company throughout the year would be to produce free opera at the park for the community.
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.
Jennifer Studley Jennifer Studley February 23,
2017
Applicant Name Applicant Signature Date
EVENT BUDGET: Please attach an itemized list of event expenses. Identify the items you are requesting grant
funding for. If needed, attach additional sheets to answer application questions.
159
Expenses
Revised Sept. 23, 2017 Estimated Actual
Total Expenses $5,000.00 $0.00
Estimated Actual Estimated Actual
Site Refreshments
Wildwood facility fee (6hrs)$135.00 Food for artists $75.00 $0.00
Social Media $200.00 Drinks for artists $50.00 $0.00
Postcards Flyers $500.00 $0.00 $0.00
Totals $835.00 $0.00 Totals $125.00 $0.00
Decorations Program
Flowers/décor $100.00
Stage Props/ Sets $200.00 Sound Engineer $1,600.00
Stage set-up labor $100.00 2 microphone $0.00
Costumes $300.00 5 microphone stands $0.00
Totals $700.00 $0.00 Totals $1,600.00 $0.00
Publicity Other
Programs $150.00 Event Insurance $90.00
Collatoral (Flyers) Printing $0.00
Stack Drop/Program Distribution $100.00 Totals $90.00 $0.00
Totals $250.00 $0.00
Miscellaneous Artistic Fees
Saratoga Newspaper ad $0.00 $0.00 Orchestra/Conductor $750.00
Accompanist including Rehearsal $600.00
$0.00 $0.00 Sheet Music Costs $50.00
Totals $0.00 $0.00 Stage Manager
Chorus
Estimated Actual Totals $1,400.00 $0.00
Total $5,000.00 $0.00 0
Event Budget for 9-23-2017 Opera in Saratoga (3-6p)
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SASCC HEALTH FAIR - OCTOBER 2017
Expense Budget - 2017
Event Decorations 1,000.00$
Flu shot supplies 150.00$
Print (Posters, banners, programs, etc.)2,550.00$
Online marketing 100.00$
Prizes & Handouts 500.00$
City banner location reservations (x7)210.00$
Food/coffee/snacks 500.00$
Total projected cost:5,010.00$
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City of Saratoga
Community Event Grant Application
Grant Request: 1 OOO. 00
CONTACT FOR GRANT APPLICATION
Contact Name: William B. Higgins
Title: Treasurer
SUMMARY OF EVENT
Event Name: Saratoga Oak Street Grammar School Reunion Committee
Event Date: July 29, 2017 Event Hours: 8 hours.
Event Location: Wildwood Park
Total Event Cost: 1340.00
organization: Saratoga Oak Street Grammar School Reunion Committee.
Address: 5413 Jackson Way , Felto n, CA
Phone: 8313354309 Email: billebhiggins@yahoo.com
ABOUT THE EVENT
Event Description: See attached description.
Estimated 85 Attendance: One Time Event D
Funding Amount Received from City in
Past: 1 000. 00
Other Funding Sources:
AnnualEvent !./'!
1nc1ude source&amount Attendance, Donations and Raffle.
Event �r�motion Pia�: Mailing and Internet.Advert,smg & marketmg
Prior Event Organizing Experience: See attached Prior Event Organization Experience. Describe the experience of the event
coordinator and the organization
requesting funds
Buildin� Community:
'Id We wish to share the history of Saratoga and Santa Clara County with How will your event but a f t t· ,F ·t .., u ure genera ions. sense o1 commun, yr
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Attachment C – History of Community Event Grant Allocations
Year Events Requests Council Grant Allocation Council Grant Award
2013/14 15 $ 52,975.00 $ 20,000.00 $ 22,253.00
2014/15 11 $ 32,385.00 $ 20,000.00 $ 21,600.00
2015/16 15 $ 34,195.00 $ 25,000.00 $ 34,195.00
2016/17 15 $ 48,970.00 $ 35,000.00 $ 42,000.00
Event 2013/14 2014/15 2015/16 2016/17
60th Anniversary Parade $ 7,000.00
Blossom Festival (Mustard Faire)$ 4,600.00 $ 4,500.00 $ 4,600.00 $ 4,600.00
Celebrating Service - Assistance League $ 520.00
Chamber of Commerce Holiday Wine Stroll and Open House $ 2,518.00 $ 3,100.00 $ 4,000.00 $ 4,168.00
Chamber of Commerce Classic Car Show $ 4,000.00
Chinese Mid-Autumn Festival $ 350.00 $ 350.00
Foodie on the Run (Gateway Celebration)$ 1,440.00 $ 3,000.00
Fourth of July Celebration $ 1,984.00 $ 1,900.00 $ 2,670.00 $ 2,200.00
Hakone Matsuri $ 5,000.00 $ 4,630.00
Hansel and Gretel - Bay Shore Lyric Opera Company $ 940.00
IOOF Easter Egg Hunt $ 200.00 $ 600.00 $ 600.00
Library - Heart of the Community (Saratoga Library 10th Anniversary)$ 1,380.00 $ 2,800.00
Memorial Day Observance $ 750.00 $ 900.00 $ 1,000.00 $ 1,000.00
Montalvo Arts Center - Arts Splash $ 3,000.00 $ 2,000.00 $ 3,500.00
Montalvo Pop-Up Arts Festival $ 3,704.00
Opera at Wildwood - Bay Shore Lyric Opera Company $ 380.00 $ 800.00 $ 1,750.00 $ 2,778.00
Relay for Life of Saratoga $ 4,630.00
Saratoga Community Band Concert in the Park $ 325.00 $ 600.00 $ 725.00 $ 750.00
Saratoga Grammar School Reunion $ 118.00 $ 1,000.00
Saratoga Sister City 30th Anniversary Open House $ 618.00
SASCC Health and Wellness Fair - Saratoga Trails 5K Walk $ 2,380.00 $ 3,600.00 $ 5,000.00 $ 4,770.00
SVDC Bollywood Street Dance $ 1,300.00 $ 1,200.00 $ 1,500.00
SVDC St. Paddy's Day Celebration $ 500.00 $ 820.00
TOTAL $ 22,253.00 $ 21,600.00 $ 39,195.00 $ 42,000.00 186
Attachment D – Traditional Event Funding Established on 12/21/16
Traditional Event/Organization Council Grant Allocation
Blossom Festival $ 5,000
Chamber of Commerce Events $ 8,000
Fourth of July Celebration $ 2,500
Memorial Day Observance $ 1,000
Saratoga Community Band Events $ 1,000
SVDC Events $ 2,000
Total $ 19,500
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SARATOGA CITY COUNCIL
MEETING DATE:March 15, 2017
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, City Clerk/Assistant to the City Manager
SUBJECT:Support for Living Room Conversations
RECOMMENDED ACTION:
Allocate $1,000 from the Fiscal Year 2016/17 Council Discretionary Fund to cover costs
associated with median banners and other incidental expenses for the monthly Living Room
Conversations events; and designate $500 in the Fiscal Year 2017/18 Operating Budget for Living
Room Conversation event expenses.
BACKGROUND:
At the December 21, 2017 City Council Meeting, the City Council agreed to co-sponsor a series
of events in partnership with the Saratoga Ministerial Association to encourage conversations
within the community focused on inclusiveness. Since then, the Ministerial Association has
launched the monthly Living Room Conversation event series. These events are moderated
discussions intended to gather people of different opinions for a respectful and meaningful
conversation. The first of these events will take place on March 28, 2017 at 7:00 p.m. in the Joan
Pisani Community Center.
At the March 1, 2017 City Council Meeting, Council Member Cappello with support from
Council Member Miller requested a future agenda item to consider allocating funds from the
Fiscal Year 2016/17 Council Discretionary Fund to support the cost of producing banners for the
Living Room Conversation events. The estimated cost of 7 banners is $1,000. Any remaining
funds could be used for incidental expenses, such as refreshments for events.
Additionally, staff is recommending an allocation of $500 in the Fiscal Year 2017/18 Operating
Budget for Living Room Conversation expenses to cover event expenses, such as production of
replacement banners and other event expenses.
ATTACHMENTS:
Attachment A –Living Room Conversations Flyer
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The America We Want to Be
Tuesday, March 28, 2017
7:00 p.m. - 8:00 p.m.
Joan Pisani Community Center
19655 Allendale Avenue
Saratoga, CA 95070
Living Room Conversations provides a structured process for having conversations that
actually get somewhere. Using ground rules and a format that lets everyone speak, Living
Room Conversations enhance understanding and build relationships that help us live and
work together.
The Living Room Conversations vision is a world in which people with fundamental differences
of opinion and backgrounds work together with respect - and even joy - to realize the vibrant
future we all desire for our community. Living Room Conversations may not change opinions,
but they will allow you to better understand the topic and your neighbors.
Reserve your seat! Call 408.868.1216 or email debbieb@saratoga.ca.us
The City of Saratoga and Saratoga Ministerial Association invite you to
Pull up a chair and engage in a monthly conversation
with your neighbors on topics that are important to everyone.
No debate, no heat – just respectful speaking and listening.
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