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HomeMy WebLinkAbout02-03-2017 City Council Minutes -RetreatMINUTES FRIDAY, FEBRUARY 3, 2017 SARATOGA CITY COUNCIL SPECIAL MEETING CITY COUNCIL RETREAT CALL TO ORDER Mayor Emily Lo called the meeting to order at 8:42 a.m. in the Community Room of Saratoga Library at 13650 Saratoga Avenue in Saratoga, CA. ROLL CALL PRESENT Mayor Emily Lo, Vice Mayor Mary -Lynne Bemald, Council Members Manny Cappello, Howard Miller. Rishi Kumar ABSENT None ALSO PRESENT James Lindsay, City Manager Richard Taylor, City Attorney Crystal Bothelio, City Clerlc/Asst. to City Manager John Cherbone, Public Works Director Mary Furey, Finance & Administrative Services Director Erwin Ordofiez, Community Development Director Michael Taylor. Recreation & Facilities Director Captain Rich Urena, Santa Clara County Sheriffs Office Debbie Bretschneider, Deputy City Clerk Monica LaBossiere, Human Resources Manager Tony McFarlane, Finance Manager Lauren Pettipiece, Administrative Analyst ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS City Council Strategic Goals: Community Enrichment & Public Safety City Manager James Lindsay provided an overview of the City Council Strategic Goals, Community Enrichment and Public Safety. Mayor Lo requested that a new objective to be an age -friendly city be added to the Community Enrichment goal. Council Member Cappello supported the request and shared he would also like to see language that speaks to being an inclusive community that honors and respects diversity The Cities Association has a similar priority, which the Cities Association has labeled as Equitable Cities. Saratoga City Council Minuses— Page I of 27 Council Member Kumar suggested that Objective E under Community Enrichment, Foster a business -friendly environment, be expanded to include a focus on family -friendly business and quality of life. He shared that he has heard a desire to attract family-oriented businesses to Saratoga and encouraging existing businesses to offer more for families. He also commented on campaigns to encourage families to visit Saratoga businesses. Council Member Cappello expressed reservations about proactively seeking out certain types of businesses. Mayor Lo agreed and added that she would be willing to add language to the objective that refers to family -friendly businesses. Council Member Kumar also proposed that the new objective on being an age -friendly city specifically include mention of youth so it is clear that the City values people of all ages. Mayor Lo suggested this is already captured in other objectives. Council Member Kumar suggested that the first strategy under Community Enrichment Objective A, Engaged and Vibrant Community. be rephrased to acknowledge the way in which cultural events enhance vibrancy. Mayor Lo agreed. Council Member Cappello suggested including reference to the City's tobacco control policies to the strategies under Community Enrichment Objective C, Promote health as a community value. He also suggested that the first strategy under Objective C also note financial resource provided to encourage physical activity Council Member Kumar recommended adding a reference to the City s volunteer program under Community Enrichment Objective D, Cultivate organizational and leadership potential in the community City Manager James Lindsay noted that while there are no strategies listed for Community Enrichment Objective E, Foster a business friendly environment, the City has done a number of things to make Saratoga an attractive business location through reducing barriers to entry and investing in infrastructure. These efforts could be added as strategies to this objective. Mayor Lo and Council Member Cappello discussed business regulations and striking a balance between creating enough protections for the City while not creating so many barriers businesses choose to locate somewhere else. Vice Mayor Bemald spoke about the importance of engaging the property owners of the City's commercial space. Council Member Kumar spoke about the value of family -friendly business and echoed the importance of striking a balance so that the City's regulations do not discourage business. Council Member Miller noted that there is a very small number of vacant business spaces in the Village. The City has made a number of changes to make it easier to open a business in Saratoga and other changes would likely have a very high financial impact on the City. Overall, the City seems to be doing a good job encouraging business. Saratoga City Council Minutes— Page 2 of 27 Mayor Lo shared her observations that the most successful businesses tend to have well developed partnerships with different parties, including the City, property owners, other businesses, and residents. She also commented on the challenges of owning a retail business and shared her opinion that it would be a shame to reserve space for retail businesses and end up with vacant storefronts. Council Member Cappello said he felt the best thing the City can do is help draw people to the downtown, which the City has been doing. While there are a few vacancies, these are part of the natural business cycle. If the City gets involved with trying to manipulate the business market in the community, it may make things worse. Council Member Kumar shared that he has observed that many Saratoga families are not familiar with the Village and often go to other cities instead of visiting downtown Saratoga. Council Member Miller asked that the strategies under Public Safety Objective A. Preservation of life and safety include references to the efforts of the Santa Clam County Fire Department. Council Member Kumar asked if emergency preparation and Community Emergency Response Teams (CERT) should be mentioned in the strategies under Public Safety Objective A. Preservation of life and safety. City Manager James Lindsay noted that there are strategies tied to emergency preparedness and CERT under Public Safety Objective C and suggested changes related to these two topics be reflected under that objective. Council Member Kumar requested that Public Safety Objective B: Crime prevention emphasize Neighborhood Watch as a strategy Council Member Miller noted that Objective B could be revised to read, "Crime prevention, such as Neighborhood Watch or crime prevention programs." Council Member Cappello recommended adding the Public Safety Task Force to this objective. Council Member Kumar also proposed that the strategy, 'Build relationships and community," under Public Safety Objective B: Crime Prevention include community forums. Council Member Kumar asked if the Sheriffs Office is requesting that people show proof of citizenship or provide their passport for routine stops. Captain Urena shared that the Sheriffs Office does not investigate, detain, or take action enforcement on matters related to immigration. The Sheriffs Office will not ask proof of someone s status. COUNCIL CONSENSUS. Saratoga City Council Minutes— Page 3 of 27 The City Council agreed to add a new objective to be an age -friendly city within the Community Enrichment goal and recognize inclusiveness that honors and respects diversity The Council also agreed to include the City s efforts to encourage business as strategies under Community Enrichment Objective E. Foster a business -friendly environment. Additionally, the Council asked staff to include language to encourage family -friendly business. The City Council also requested the first strategy under Community Enrichment Objective A, Engaged and Vibrant Community. be rephrased to acknowledge the way in which cultural events enhance vibrancy. The City Council agreed to update Community Enrichment Objective C, Promote health as a community value, by noting tobacco control policies and financial resource provided to encourage physical activity. Staff was asked to update Community Enrichment Objective D, Cultivate organizational and leadership potential in the community, by referencing the City's volunteer program and replacing the word committees with Commissions. The Council directed staff to add references to the Santa Clara County Fire Department under Public Safety Objective A. Preservation of life and safety. The Council also asked that Neighborhood Watch, the Public Safety Task Force, and crime prevention forums be included as part of the strategies under Public Safety Objective B: Crime prevention. The City Council asked that staff incorporate changes to the Council Strategic Goals and bring them back to Council for approval. Finance Review: Fiscal Policies, Mid -Year Budget Status, and Five Year Forecast Mary Furey, Finance and Administrative Services Director, provided a report on the fiscal policies, which are adopted as part of the budget. There are no proposed updates as part of the Fiscal Year 2017/18 budget, but staff will be bringing forward a Debt Management Policy to the City Council in March. If the City Council would like to request revisions to existing policies, she requested submittal of those requests to staff by March 1 Finance and Administrative Services Director Mary Furey then reported on the Mid -Year Budget Status. She provided information about estimated expenditures and revenues, noting the current projections for different taxes and fees and operational expenditures. Overall. the City is doing well this year. There are several proposed mid -year budget requests, including additional funding for tree maintenance that is needed due to recent storms, vehicle and equipment replacement to purchase new pool vehicles instead of leasing them, and vehicle and equipment maintenance for tractor repairs. Finance and Administrative Services Director Mary Furey shared the five-year forecast with the City Council. explaining some of the assumptions used to prepare the forecast and their impact on the resulting projections. Finance and Administrative Services Director Mary Furey then discussed the California Public Employees Retirement System (CaIPERS) Discount Rate Change, approved by the CaIPERS Board of Administration in December 2016. She described how the discount rate is expected to be phased in and how that will impact Saratoga and how it might affect the City's Unfunded Accrued Liability (UAL). Council Member Miller noted that the City initially had a goal to pay $500,000 towards the UAL, so that payment would only take 15 years. He suggested that the City Council may want to consider increasing the annual payment amount to keep the 15 year target. He added Saratoga City Council Minutes— Page 4 of 27 that given changes in electric vehicle technology, it would be better to lease electric vehicle pool cars instead or purchasing them. He also commented that roughly $100,000 is expected to come back to the City later this year from Silicon Valley Clean Energy This is the repayment of initial funds needed to launch Silicon Valley Clean Energy The Council may want to consider where the money should go. Mayor Lo asked if there might be disadvantages associated with paying down the UAL at an advanced pace. Council Member Miller responded that there would have to be extraordinary circumstances that would cause advance payment of the UAL to negatively impact the City, such as a legislative action that lumped city liabilities together. instead of accounting for them individually. Finance and Administrative Services Director Mary Furey provided additional information about the projected rate of return. Council Member Cappello returned discussion to the question raised by Council Member Miller regarding whether the Council should maintain its goal to pay down the UAL on a 15 year schedule knowing that the UAL amount is expected to increase as a result of the changes to the discount rate. Council Member Kumar recommended working through a regional organization, like the League of California Cities, to address issues with the UAL management. Council Member Cappello asked for additional information about issues with leasing electric pool vehicles. Public Works Director John Cherbone explained that lease terms requested by leasing companies had become very onerous since the City's first lease of electric vehicles. City Manager James Lindsay added that staff could work through lease issues if the City Council preferred to lease pool vehicles instead of purchase them. Council Member Cappello indicated a preference to lease electric pool vehicles given rapid changes in technology The City Council concurred with this approach. Council Member Miller proposed that the City stick with the 15 year plan to pay down the UAL. Council Member Kumar suggested that the $100,000 from Silicon Valley Clean Energy be set aside for public safety in the Fiscal Year 2017/18 budget. The funds could be used for things like payment of encroachment permits for Homeowners Associations to install security cameras in the public right of way or sending crime prevention information to all Saratoga households. Mayor Lo suggested that the Finance Committee could consider where to place the $100.000 from Silicon Valley Clean Energy and make a recommendation to the City Council She also Saratoga City Council Minutes- Page 5 of 27 noted that City staff would be bringing forward an agenda item on the structure of the Public Safety Task Force and budget requirements could be included as part of that item. Council Member Miller noted that development of the Fiscal year 2017/18 budget is already underway and funding requests should be considered together at the next Finance Committee meeting. Council Member Cappello proposed that the Council give direction to staff to place the money in the Council Discretionary Fund and then the City Council consider how to use it in the future. Vice Mayor Bemald noted that the Public Art Committee met last week and received a request for funding for an art project for the current fiscal year. Additionally. the Committee may be asking for an annual allowance for art -related efforts. If the Finance Committee is considering operating budget requests for Fiscal Year 2017/18, then funding for Public Art should be considered as well. Public Works Director John Cherbone noted that many of the Boy Scout and Girl Scout volunteer projects. such as those for Eagle Awards, often require the City to purchase materials. Council Member Miller asked when the City Council might be asked to consider the funding request from the Public Art Committee mentioned by Vice Mayor Bemald. City Manager James Lindsay said the request is currently expected to come before the City Council on March 1, 2017 Council Member Kumar suggested allocated $250,000 in Fiscal Year 2017/18 for marketing and outreach, so that the city can increase outreach and conduct large communication campaigns. COUNCIL CONSENSUS. The City Council directed staff to pursue options to lease electric pool vehicles instead of making a mid -year budget adjustment to purchase electric pool vehicles. Council agreed to proceed with the proposed mid -year budget adjustment for tree maintenance and the vehicle and equipment maintenance internal service fund. The City Council directed the Finance Committee to consider operating budget requests for Fiscal Year 2017/18, including the request for funds for public safety, marketing and outreach, public art, and Boy/Girl Scout projects. The City Council further directed the Finance Committee to make a recommendation regarding the timeline and framework of the UAL payment. The $100,000 expected from Silicon Valley Clean Energy should be placed in the City Council Discretionary Fund. Staffing & Service Levels Saratoga City Council Minutes— Page 6 of 27 City Manager James Lindsay described organizational changes planned in the Recreation and Facilities Department following the resignation of Adam Henig. His position has been converted to a Coordinator and the position has already been filled. City Manager James Lindsay then proceeded to Sheriffs Office staffing levels with a reminder that per the City's agreement with the Santa Clara County Sheriffs Office, the City must inform the Sheriff's Office of any law enforcement staffing level changes by March I He noted that staff is not recommending changes to Sheriffs Office staffing levels. Mayor Lo asked if there is any connection to reduced property crime and increased patrols. Captain Rich Urena added that the Sheriff's Office is not recommending changes to law enforcement staffing levels either. Response times to 911 calls are often used to determine if staffing levels are adequate and response times are well within the parameters of the agreement between the City and Sheriff's Office. He added that the data does not appear to suggest increasing patrols decreases property crime. The real deterrent to crime is engaging the community. Additionally, residents may request patrol checks if they will be away from home or have concerns about activity in their neighborhood. Council Member Miller noted that he is happy with the services being offered by the Sheriffs Office. He acknowledged challenges last year with property crime, but noted he felt the City is in a good place with more established Neighborhood Watch groups per capita than perhaps any other city Despite property crime increases, Saratoga is still among one of the safest California cities and there are efforts underway to make Saratoga safer still. He asked if there is sufficient Sheriff's Office staffing to support the City s Neighborhood Watch efforts. Captain Urena confirmed that there is. Council Member Kumar asked if the Sheriffs Office checks for proof of citizenship when stopping someone for something like a traffic violation. He also asked about use of automatic license plate readers. Captain Urena noted that the Sheriffs Office does own automated license plate readers and these can be used in Saratoga once the County's surveillance policy is approved by the County Board of Supervisors. After that, the Sheriff's Office can present information about the policy to the City Council. He also confirmed that the Sheriffs Office does not check for proof of citizenship. The City Council confirmed that current Sheriffs Office staffing levels are acceptable. Council Member Cappello questioned whether there are sufficient resources available to the City to onboard new hires and help them get familiar with the City's culture and priorities. City Manager James Lindsay confirmed that there are sufficient resources. However, the management team has been discussing what makes Saratoga s culture distinct and how to identify if recruits will be a good match with the City s culture. Staff will be working on this issue. He noted that as new hires are brought up board, it does divert the attention of supervisors and directors from other work and there is a learning curve for new hires as they learn their position. Though a consultant or Human Resources could potentially help in this Saratoga City Council Minutes— Page 7 of 27 area, each department does things slightly different and serves the community in a different manner, so there is value in having vupervisors and directors acclimate new hires. Council Member Kumar asked if staff receive diversity training or sensitivity training for working with older adults. City Manager James Lindsay said that staff are sensitive to the needs of the community in terms of both diversity and age, but additional resources and training could be provided to reinforce cultural and age awareness. He agreed to work with the Human Resources Manager on this. Council Member Cappello also suggested that sensitivity to e dementia, be included. g su a City Manager James Lindsay said that they would include that as well. Ile then proceed to share changes that he plans to propose as part of the Fiscal Year 2017/I8 budget. The first of these proposed changes is to permanently transition Poh Yee, Senior Building Inspector/Plan Checker. to the Public Works Department. He has been working in Public Works for the last year and it has been very beneficial for Public Works. The proposed staffing change will result in a slight increase in staffing fn Public Works and slight decrease in staffing in Community Development. City Manager James Lindsay then noted that there have been a number of City Council initiatives that the City have been managed by the City Manager's Office, which has been possible due to temporary staffing made available to the City Manager's Office in the last year. Consequently. he is proposing to transition from 4.45 Full Time Equivalent (FTE) staff members to 4.9 FTEs by creating a new Deputy City Manager position and modestly reducing the hours of the Executive Assistant position, at the incumbent's request. The City Clerk position would become a dedicated City Clerk and the Analyst would be more focused on communications work. Council Member Miller shared an observation about the amount of work that the City Council has generated for the City Manager over the last few years and commented on the efficiency of the City Manager's Office. Ile then noted a few examples. He also commented on the prioritization of communications. He expressed support for the proposed changes to the City Manager's Office. Council Member Kumar also commented on the proposed restructuring and noted several recent achievements. Mayor Lo confirmed there was support from the Council to proceed with the proposed reorganization as part of the Fiscal Year 21)17/18 budget. COUNCIL CONSENSUS. The City Council agreed that no changes in staffing levels are needed as part of the City s agreement with the Sheriff's Office. The City Manager agreed to provide staffwith training to reinforce sensitivity to diversity, age. and individuals with cognitive challenges. The City Council also expressed support for proposed Fiscal Year 2017.18 organizational changes in Public Works/Community Development and the City Manager s Office. FY 2017/18 Capital Improvement Plan (CIP) Budaet Preview Saratoga City Council Minutes— Page 8 of 27 Tony McFarlane, Finance Manager, presented a preview of the Fiscal Year 2017/18 CIP, including updates on projects in the Fiscal Year 2016/17 CIP Public Works Director John Cherbone provided status updates on the Highway 9 Improvement Phase IV Project, Prospect/Saratoga Median Improvements, Quito Road Bridges, and Hakone Gardens Miscellaneous Improvements/Koi Pond Improvements. He also updated the Council on the status of the Guava CourUFredericksburg crossing at Joe's Trail and the Saratoga to the Sea Trail. Recreation and Facilities Director Michael Taylor provided a status update on the Senior Center Restroom ADA Upgrades Project. Tony McFarlane, Finance Manager, discussed recommended projects to projects currently funded. This included moving the Beaumont Avenue Traffic Circle to the Unfunded List and closing the Hakone Gardens Miscellaneous Improvements Project and transferring the remaining funds to the Koi Pond project or another Hakone Gardens project consistent with the terms of the development agreement between the City and Hakone. Public Works Director John Cherbone provided additional background on the Beaumont Avenue Traffic Circle project. Council Member Miller suggested that the City Council accept the two recommended changes to existing, funded projects. The City Council agreed. Tony McFarlane, Finance Manager, reviewed proposed changes to unfunded projects. Council Member Miller proposed that the City Council accept the changes to projects in the Unfunded CIP The City Council agreed. Tony McFarlane. Finance Manager, detailed additional funding requests for existing, funded CIP These projects included: El Camino Grande Storm Drain; Damon Lane Retaining Wall; Hakone Gardens Koi Pond Improvements; Citywide Tree Planting Program; Citywide LLD Initiation Match Program; and Village Facade Program. Council Member Cappello requested information about prior year allocations and expenditures for the Citywide Tree Planting Program. City Manager James Lindsay agreed to share that information with the City Council prior to the CIP Prioritization Study Session on February 15, 2017 Council Member Miller requested information on funding for the 2015 by 2015 Tree Planting Challenge and funding for the 2020 by 2020 Tree Planting Challenge. City Manager James Lindsay said he would provide that information to the City Council. Community Development Director Erwin Ordofiez provided additional information about recent uses of the Village Facade Program. Saratoga City Council Minutes— Page 9 of 27 Tony McFarlane, Finance Manager, provided information about the City Council and staff nominated CIP Council Member Miller requested that the Village Fast Charge Electric Vehicle Stations project name be changed to Village Level 11 Electric Vehicle Charging Stations. Mayor Lo asked if fees for electric vehicle charging stations would also be considered. Council Member Miller suggested that take part of the Fee Schedule update and noted that PG&E may be introducing a network of charging stations and may be willing to install stations in Saratoga. Mayor Lo asked for additional information about the State Route 85/Saratoga Avenue Beautification Project. Council Member Miller, as the Council Member who nominated the project, explained that the purpose of the project would be to beautify the State Route 85 on ramps and off ramps at Saratoga Avenue and the segment of Saratoga Avenue near State Route 85. Mayor Lo if the indicated project cost of $250,000 would be an annual project amount. Public Works Director John Cherbone explained that this amount reflects initial costs. Caltrans may be willing to provide a stipend to offset initial or ongoing costs. Mayor Lo then asked for additional information on the Village Clock project. Council Member Miller, as the nominating Council Member, provided additional information. He noted that as part of the America in Bloom competition, he saw many examples of town clocks. Costs range from $15,000 to $150,000. The location and timeline for the project could be determined by the America in Bloom Committee and Public Art Committee. Council Member Cappello noted that several nominated projects have connections with America in Bloom. He asked for additional information about the America in Bloom connections and timing. Public Works Director John Cherbone noted that the America in Bloom Committee has planned out a focus for each annual America in Bloom competition in the years ahead. The focus on this year will be flowers. The following year will focus on the medians and the following year will be focused on volunteer projects, with the Bocce Ball Court project proposed as the volunteer project for that year. Council Member Cappello asked if the City Hall Courtyard Renovation could be timed with the Bocce Ball Court project for the purposes of the America in Bloom competition. Public Works Director John Cherbone said he thought that they could. In the interest of time, staff did not review the CIP prioritization process with the City Council. Saratoga City Council Minutes— Page 10 of 27 lony McFarlane, Finance Manager. reviewed available funding sources for the Pavement Management Program. He noted that staff is recommending a little over S1.3 million for the Pavement Management Program, since increasing this amount above this level may have negative impacts on the City's Measure B assumptions and allocations. If the Governor's fransportatiun Package is approved. these funds will be added to the Pavement Management Program. Mayor Lo noted that some of the CIP funding sources are received by the City annual, but several are new. Tony McFarlane, Finance Manager. explained that while the Governor's Transportation Package is shown as a potential funding source, the City is not budgeting for it. Council Member Miller also noted that SB I funds are not shown, since it is unclear what will happen with that funding. He added that the City Council has had a goal of funding Roadway Improvements at 52 million and asked if there is interest in allocating additional funds to the project to reach the $2 million target. Tony McFarlane, finance Manager, then reviewed available funding sources for the Fiscal Year 2017'18 CSP Mayor Lo invited public comment on the item. rhe following people requested to speak: Joyce I Ilava recommended funding the Big Basin Way Turnaround Project. I3ob Dunnett spoke on behalf of the Saratoga Monte Sereno Community Foundation and recommended keeping the Magical Bridges Playground project in the funded CIP Dave Johnston recommended allocating funds to the Peck public art bench. Council Member Miller suggested that the City Council consider funding for the design of the Big Basin Way Turnaround project as part of the CIP Prioritization Study Session. Council Member Bemald noted that the Public Art Committee met last week and is expecting to bring forward a request for funding for the Peck bench at the March 1, 2017 City Council Meeting. She also mentioned a request to paint one of the utility boxes in the Village and that she expects the conceptual artwork to be considered at the March 1, 2017 City Council Meeting as well. COUNCIL CONSENSUS fhe Council agreed to move the Beaumont Avenue Traffic Circle to the t nfunded CIP and close the Hakone Gardens Miscellaneous Improvements project and transfer remaining funds to the Koi Pond project as part of the Fiscal Year 2017;18 CIP The City Council accepted proposed changes to projects in the Unfunded CIP Saratoga City Council Minutes— Page I 1 of 27 City Manager James Lindsay was asked lo provide the City Council with prior year allocations and expenditures for the Citywide Tree Planting Program and the funding for the 2015 by 2015 Tree Planting Challenge and funding for the 2020 by 2020 Tree Planting Challenge with the City Council. Staff agreed to change the Village Fast Charge Electric Vehicle Stations project name to Village Level II Electric Vehicle Charging Stations. The City Council requested the cost of the Big Basin Way Turnaround project design for the UIP Prioritization Study Session. .Afler the CIP Budget Preview, the Cit} Council took a break for lunch. Communications Crystal Botheilo, City Clerk/Assistant to the City Manager, provided an introduction to the item, explaining some of the challenges that local govemments face in communicating with the public. Lauren Pettipiece, Administrative Analyst. explained efforts that the City has made to overcome communication challenges and what the City plans to (10 to further improve communications. Council Member Miller said he s happy with the City's efforts to recognize modern media and respond accordingly He did note that he hopes the new website will be cleaner, purer, and simpler. He suggested the Silicon Valley Clean Energy website as a model. Lauren Pettipiece. Administrative Analyst, shared that staff plans on using a simple and modern design that is easy to navigate and with a prominent search function. There will he several check-in points with the City Council during the development process. Council Member Kumar observed that there are many different communication channels that people use to talk to each other and therefore it is important that we do not limit ourselves to one single channel. Nextdoor postings have been helpful because they are reactionary and predictive to things happening in the community He added that he recently saw a post from another local government organization that tumed off the option to comment and expressed his appreciation that the City has not opted to do this. He suggested that the City consider sending out more frequently email communications in addition to the quarterly Saratogan email. He proposed monthly emails. Mayor Lo voncurred that multiple tools are necessary to communicate with residents. She noted that the City is not able to see discussions on posts that originate from residents. City Manager James Lindsay noted that the City will need to be careful about sending emails. If the City sends emails too often, the City may see an increase people unsuhscribing. Council Member Cappello noted that there has been significant improvements in communications and the City is on the right track. He did mention that he has heard people hate unsubscrihed from Nextdoor, because of negative comments and tension. While the City isn't initiating these threads. people appear to be losing interest in the platform. Saratoga City Council Minutes- Page 12 of 27 Council Member Miller shared his opinion that most people want relevant information. There is a lot of information available, but it isn't always relevant to you. The challenge is to find information that is relevant to the community and communicating it at the right time. Nextdoor is also a great source of potential topics. Vice Mayor Bemald agreed and added that it is important that the City avoid overwhelming people. She read a letter to the Saratoga News several months ago and the author argued that the City did not do a very good job self -promoting or letting residents know what the City has done. Finding a way to communicate this information without inundating would be good. City Manager James Lindsay noted that the Saratogan is now published quarterly electronically This substantially reduces the cost and staff could look into making it a more frequent publication and reducing the printing schedule or by doing a monthly digest between quarterly publications. Staff can also look t popular topics on Nextdoor and include those as part of the Saratogan. Council Member Miller suggested that the most popular topics, like Ask our Staff and Quick Tips from Captain Rich, and trending Nextdoor topics could be emailed out more frequently. Council Member Kumar suggested that emails direct people to the website. He also liked the idea of a digest or hot topics getting emailed once a month. He suggested that the City also direct people to Nextdoor posts, if appropriate. He suggested that the City website could include information and frequently asked questions on important topics, like Silicon Valley Clean Energy. Council Member Miller cautioned against duplicating information on the City website that can be found on the website of other organizations. Council Member Kumar recommended use of text messages to communicate with residents. Lauren Pettipiece, Administrative Analyst, shared that the County recently transitioned from Blackboard to Everbridge for AIertSCC messages. The system includes the ability to send text messages for non -emergency messaging for those elect to receive text messages from the City The system is free for the City to use. Council Member Miller asked about the City's Twitter account. Lauren Pettipiece, Administrative Analyst, explained that the City has two accounts. Mayor Lo requested that the new website be search friendly She also shared her observation that it appears many residents seem interested in Nextdoor topics that connect with their daily lives, such as contractor referrals or lost pets. Postings of that nature tend to be very enthusiastic. She also noted that some postings require a significant amount of time, because the amount of questions that they may generate. Vice Mayor Bemald added that a recent post about the Saratogan generated comments and questions about the Saratoga News. Lauren was very quick to respond. COUNCIL CONSENSUS. Saratoga Cit} Council Minutes— Page 13 of 27 I'he City Council requested that the website redesign focus on a website with a simple and pure design as well as search functionality. City staff will consider opportunities to communicate with residents by email more frequently and present options as part of the Quarterly Communications Report in March. The City Council also requested staff find ways to share information about trending Nextdoor topics outside of the Nextdoor platform. General plan Updates Community Development Director Erwin Ordoriez provided a report on proposed General Plan Lpdate options. Mayor Lo invited public comrnent on the item. 'Ile following people requested to speak: Dede Smullen, Planning Commission Chair. supported an update to the Land Use Element and option 2 outlined in the staff report to prepare a shared environmental impact report to update more than one General Plan Element. Mayor Lo asked if erant funding is available for General Plan updates. Community Development Director Erwin Ordottez indicated that he is not aware of any. but will look into it. Vice Mayor Bemald asked if there which combination of updates, between the Circulation Element, Open Space/Conservation Element, and Land Use Element, would be most advisable. Community Development Director Erwin Ordohez noted that there is overlap between the Circulation and Land Use Elements. Vice Mayor Bernald asked if updating the Land Use Element now would help minimize State efforts to impose housing requirements. City Manager James Lindsay responded that updating the Land tise Element now may help the City identify areas within the City that are appropriate for housing growth. but that would not necessarily prevent the State from overreaching. Council Member Miller asked if there could be a third option not mentioned in the staff report to do all three elements, Circulation, Open Space/Conservation, and Land Use together. Community Development Director Erwin Ordoiez commented that updating the C irculation Element will make it easier to get grants for certain projects, such as roadway improvements. He added that the options provided in the staff report reflect funds acaitable General Nan and Advance Planning Update CIP Council Member Miller noted that additional funds could be added to the project upfront to address cash flow issues so that all three elements could be done in 2 fiscal years. Saratoga City Council Minutes- Page 14 of 27 City Attorney Richard Taylor added that combining the three elements together over the course of two years is the superior option, from the legal perspective. If the updates are using a shared environmental review document, community desires may change given enough time. Dede Smullen, Planning Commission Chair, said that the Manning Commission felt the Land Use Element is the priority. but the Commission is not opposed to updating all three elements. Council Member Cappello commented that consultants can usually do work un their end fairly quickly What frequently slows projects down is the elfon on the City's side. Ele said he felt the City could do all three elements in two years. Vice Mayor Remald asked if there is funding available to add to the element updates. Pony McFarlane, Finance Manager, said that there is not currently enough money in the General Plan and Advance Planning Update CIP for all three, unless funding from another source is added. Council Member Miller suggested that if the Council wants to update all three elements in two years, the Finance Committee can look at how to fund the updates to make it possible. COUNCIL CONSENSUS. Staff will explore grant opportunities for the General Plan updates. The City Council directed the Finance Committee to look at opportunities to fund updates to the Circulation, Open Space/Conservation, and Land Use Elements within 2 years. Citywide Transportation Assessment Progress Report Public Works Director John Cherbone and Franziska Church with Fehr and Peers provided a status report on the Citywide Transportation Needs Assessment, including the estimated timeline and areas that will be studied as part of the assessment. Council Member Cappello wondered if it would be possible to capture data on those who are traveling through Saratoga and have start and destination points outside of the City Franziska Church responded that this data may be available and she agreed to look into available options. Council Member Cappello also asked if it would be possible to obtain data from navigation apps to identify how drivers move through the City during peak traffic times. Franziska Church agreed to look into obtaining this data, but cautioned against planning based on uncommon conditions, like congestion. Mayor Lo commented upon corporate shuttle buses using smaller residential streets. Franziska Church responded that part of the assessment is to contact employers that have their own shuttle buses to request information about where those shuttles travel and pick up passengers. Saratoga City Council Minutes- Page 15 of 27 Council Member Miller recommended seeking data that can produce actionable items for the City For example, data that relates to last mile issues and connectivity may help the City understand who is coming to the City and help inform transit solutions. He also noted that VTA, MTC, and Silicon Valley Leadership Group have done some work related to corporate shuttles and may share their data with the City or facilitate conversations between the City and employers. West Valley College also draws in several thousand people every day and may have good information about where students and staff are coming from. Though some organizations have faced challenges obtaining this information, the City may be successful since there is an interest in facilitating transportation solutions rather than fighting the operation of employer shuttle buses. On the request for data on people traveling through the City with starting points and destinations outside of the City, VTA does have a demand model. However. it is not fully accurate during congested periods. The data does show that people crossing out of Saratoga's northern border are almost entirely from within Santa Clara County and many are coming from areas like, Almaden Valley and State Route 17 Many people assume the commuters traveling through Saratoga originate from Morgan Hill or Gilroy. It would be very helpful for the City to know how many people are coming down Highway 9 and Quito Road to Lawrence Expressway instead of using State Route 85, what the City's contribution is to Lawrence Expressway, and how many people come through the City to avoid traffic on State Route 85. Vice Mayor Bemald noted that drivers feed into the City is at Pollard Road from Campbell. Council Member Miller shared that his opinion on the value of producing more fine grain data than what is available through other organizations, like VTA. Franziska Church thanked Council Member Miller for the suggestions for additional sources of data and agreed to work with the organizations that may have access to the data. Mayor Lo asked if the assessment would include residents who commute for work would be surveyed Franziska Church said that a survey could be developed to identify the common destinations and routes of residents. Crystal Bothelio, City Clerk/Asst. to the City Manager, provided a report on the Saratoga Senior Taxi Pilot Program. Council Member Miller shared that VTA is conducting a pilot on flexible shuttles. VTA is also looking at ways to make the most of capacity within the paratransit system. Additionally, Measure B could potentially fund altemative transportation methods. However, it is not clear if this potential funding would be allocated directly to cities or regional groups or managed by VTA. He also noted that the pilot started as part of the Citywide Transportation Needs Assessment and asked if the pilot would be splitting from the assessment. City Manager James Lindsay responded that it would now become distinct from the Citywide Transportation Needs Assessment. Council Member Cappello informed the City Council that the Senior Center has been meeting with Avenidas in Palo Alto to leam about their senior transportation program that is Saratoga City Council Minutes— Page 16 of 27 run by volunteers. He also mentioned communications he and the Senior Center have had with Supervisor Joe Simitian and his staff regarding senior transportation and invited representatives of the Senior Center to share their findings from the meetings with Avenidas. Lisa Huening, Saratoga Area Senior Coordinating Council (SASCC) Board of Directors President, commented that one of the lessons learned from the Saratoga Senior Taxi Pilot Program is that a lot of assistance and guidance is needed in a transportation program. The Avenidas program has a part time coordinator and part time driver who provides rides when volunteer drivers are not available. When rides cannot be provided by volunteers or the part time driver, rides are coordinated with Lyft. Volunteer drivers usually drive about 4 hours for week and there is a total of 20 volunteer drivers in the program. Rides on average are 4 miles. The program has been in place for the last 15 years. She shared her opinion that the Avenidas program is probably the best model given the needs of older adults. Council Member Cappello added that volunteer drivers receive their schedule of trips in advance of their shift. Program participants are asked to make ride reservations 36 hours in advance. Last minute trips are typically provided by the part time driver or Lyft. Vice Mayor asked about the level of insurance provided. Lisa Huening, SASCC Board of Directors President, explained that volunteer drivers must provide Avenidas with a copy of their driver s license, meet minimum insurance requirements, enroll with the DMV, and have their vehicles inspected. Additionally, drivers need a mobile phone with hands-free capacity Mayor Lo asked if a pilot based on the Avenidas model would require recruitment of volunteer drivers. Lisa Huening, SASCC Board of Directors President. said that it would require a combination of a part time driver, volunteer drivers, and a part time coordinator. The program would likely start small, offering rides within a 4.5 mil radius. Longer rides could potentially be coordinated through a provider. like Lyft. Council Member Cappello added that initially the program may run at a loss, but eventually it can become self-sufficient. Tylor Taylor, SASCC Executive Director, shared that the Avenidas model uses a sliding scale pricing system based on distance traveled. The program generally uses Lyft sparingly because the difference in ride cost is covered by Avenidas. The volunteer and part time drivers are used first as the cost less. During meetings with Avenidas, they provided good advice on what to look for in drivers. Initially. the program would likely provide 25 to 30 rides per week with approximately 10 volunteer drivers. A radius of 4.5 miles would cover 80 percent of the destinations of Senior Taxi Pilot Program participants. In roughly 2 years, the program could become profitable. Council Member Miller asked what the pricing would be. Tylor Taylor, SASCC Executive Director, said that they would follow the Avenidas model and base pricing on distance. Saratoga City Council Minutes— Page 17 of 27 Council Member Miller asked what ride details might be shared with passengers and when they would receive that information. Tylor Taylor, SASCC Executive Director, responded that passengers would receive similar information to that shared with Uber passengers and it would be shared at least a few minutes before the ride or the day before prescheduled rides Mayor Lo asked how the fare for rides is split. Tylor Taylor, SASCC Executive Director, explained that the fare is not split. The fee would be paid to the Senior Center. Volunteer drivers would be eligible for a small reimbursement and the Senior Center could provide gas cards to drivers if funding were available. Mayor Lo asked if the pilot proposed by the Senior Center could be self-supporting based on fees collected by rides. Tylor Taylor, SASCC Executive Director, said that initial funding would be required. The program may break even within 6 to 8 months. Council Member Miller speculated it might cost $10,000 to $20,000 to launch the program. Vice Mayor Bemald asked for clarification on the proposed ride rates. Tylor Taylor, SASCC Executive Director, reviewed the rate structure and explained that rates are per trip, not roundtrip. Reservations for return trips could be scheduled at the same time that outbound trips are booked. Vice Mayor Bemald asked if participants would have the same driver. Tylor Taylor, SASCC Executive Director, explained that it is probable and part of the program goals is to provide the opportunity for socialization. Vice Mayor Bemald noted a report on the proposed program that was shared with Council Member Cappello and asked if that would be shared with the rest of the City Council. Lisa Huening, SASCC Board of Directors President, explained that the report is a draft of the business plan for the program and it is currently under development. Vice Mayor Bemald asked if SASCC would be requesting funds from the City to launch the program. Lisa Huening, SASCC Board of Directors President, said that SASCC would be requesting funds. Council Member Cappello commented that the City learned a lot from the Saratoga Senior Taxi Pilot Program and the Senior Center is also gaining a lot of valuable information rom Avenidas. The model used by Avenidas has been proven to work. Additionally, the Saratoga Ministerial Association is already interested in helping by providing volunteer drivers, since many of the organizations struggle to arrange transportation for congregants. Additionally, the volunteer aspect of the program makes it more than just a transportation program and Saratoga City Council Minutes— Page 18 of 27 helps address issues of isolation among older adults. SASCC is planning to request $20,000 to start of the program. Council Member Miller noted that the proposed program is modeled on a program that has been very successful. If there were a change in the existing transportation infrastructure, such as changes to VTA services for older adults, the program would make it very easy for older residents to adjust as they would continue to call the concierge service at the senior center to make transportation arrangements. For longer distance rides, perhaps the program could also help older adults obtain Clipper cards or arrange rides to Caltrain stations. While $20,000 sounds like a lot of money, it is also a sery inexpensive investment to help advance this service in the community. Vice Mayor Bemald asked how long Avenidas has been running its transportation program. 'I ylor Taylor, SASCC Executive Director, said 15 years. Vice Mayor Bemald asked how long volunteers typically stay involved in the program. Lisa }{uening, SASCC Board of Directors President, stated that volunteers tend to stay involved for a long time. Vice Mayor Bemald asked if Avenidas has experienced any issues with accidents or claims. Tylor 'Taylor, SASCC Executive Director. said that there have been no accidents or claims in the history of the program. Vice Mayor Bemald asked about the qualifications of drivers and who determines if a driver is qualified. Lisa I luening. SASCC Board of Directors President, explained that each driver has to fill out an application and are subject to a background check, Additionally, vehicles are inspected by a transportation coordinator. Vice Mayor Bemald asked if there would be a detailed description of how the $20,000 would he used by SASCC if the City Council allocated the funds to the program. Tylor Taylor, SASCC Executive Director, said that information would be included in the program proposal and funding request to the City Council. Mayor Lo added that she would like to see a breakdown of how the funds would be used, as well as additional program details, like who will run the program, how long it will last, how financials will work, and other details regarding the program. Tylor Taylor, SASCC Executive Director, agreed to provide that information as part of the request. Council Member Miller suggested that the funding request come before the City Council before the budget study session in mid-April. He suggested the first meeting in April as an opportunity for the City Council to consider the request. Saratoga City Council Minutes— Page 19 of 27 Vice Mayor Bemald asked if the City's purchasing policy or competitive purchasing requirements would apply to this request. City Manager James Lindsay replied that they would not, since the City would be issuing a grant as opposed to purchasing a good or service. Vice Mayor Bemald asked if allocating funds to the program would preclude participation in other transportation programs with similar intentions to serve older adults. City Manager James Lindsay explained that providing funding would not compete with or negate other proposals that may arise. Council Member Miller commented that program proposed by the Senior Center is somewhat of an experiment to see if the proposed program can help address transportation needs of older adults in the community. Whether it fails or succeeds, it will help illuminate ways to meet senior transportation needs. The City is in a position to act quickly and other partners may join in down the road or try something different. Lisa Huening, SASCC Board of Directors President, added that the Senior Center is working closely with Supervisor Simitian and had discussions with West Valley Community Services about development of a transportation program. At this point, West Valley Community Services is not positioned to operate a transportation program. However, the Senior Center will continue to engage and work collaboratively with potential partners as the program proceeds. Council Member Cappello added other neighboring cities were invited to participate in a West Valley transportation pilot program. Other cities were interested, but did not engage further to participate. his possible the program could be developed and refined then expanded beyond Saratoga. Council Member Kumar expressed appreciation for Vice Mayor Bemald's questions and indicated support for the initial concept of the program proposed by SASCC COUNCIL CONSENSUS. Council asked stall to determine if data is available for individuals traveling through the City with start and destination points outside of Saratoga; and seek data that provides insights into how people enter and leave the City, as well as routes they taken within Saratoga, from navigation apps, V'rA, MTC, West Valley College, and Silicon Valley Leadership Group. The City Manager agreed to survey residents on their common destinations and routes. Council requested that SASCC bring forward a detailed transportation program proposal and funding request no later than the April 1, 2017 City Council Meeting. The proposal and request should include a detailed description of the proposed program and a breakdown describing how requested funds are proposed to be used. Statewide Policy Issues on the Horizon: Marijuana, Housing, and Drones Saratoga City Council Minutes— Page 20 of 27 City Attorney Richard Taylor provided a presentation on State regulatory changes related to marijuana. Council Member Cappello asked W medical and recreational marijuana could be regulated separately or if the same rules must apply to the sale, use, or production of both. City Attorney Richard Taylor explained that separate regulations could be applied. Council Member Miller asked for additional background on the policy option to require compliance with existing laws for indoor cultivation of marijuana for personal use. City Attorney Richard Taylor explained that while existing law, such as the building and tire codes, may not expressly refer to marijuana, the existing codes do apply and the City Code could be modified to directly refer those growing marijuana indoors for personal use to applicable regulations and codes. The City has done something similar in City Code Chapter 17- Sustainability. Mayor Lo asked if the City would be able to strengthen or revise its regulations if it were u adopt policies or ordinances this year before the State finalizes its regulations. City Attorney Richard Taylor responded that the City would be able to modify or adjust its regulations or policies in response to State policies. If the City were to wait until after the State adopts its policies and implements them, it may be some time before the City knows what the State regulations will actually be. He also clarified that stores that sell medical marijuana are currently prohibited in Saratoga. Vice Mayor Bemaid asked if this included delivery of medical marijuana. City Attorney Richard Taylor said that the City Code does not currently regulate delivery' of medical marijuana. Council Member Kumar asked for clarification in the event that State and local regulations conflict. City Attorney Richard Taylor explained that local governments can adopt more restrictive requirements that the State, but cannot allow less restrictive requirements than the State. City Manager James Lindsay pointed to Alcohol Beverage Control regulations as an example. Council Member Miller asked if medical and recreational marijuana regulations should he separate or combined. City Attorney Richard Taylor suggested separate regulations. Council Member Miller asked if it would he legal to hand out recreational marijuana for free and if it is possible to regulate free distribution of recreational marijuana. City Attorney Richard Taylor said he believes it would be legal and is not sure if there are ways to regulate it. There could be some conflicts with existing law. For example, it would be illegal to give recreational marijuana to a minor. Saratoga City Council Minutes— Page'_ 1 of 27 Council Member Miller noted that the City would probably not be able to regulate delivery through mail carriers. City Attorney Richard Taylor clarified that most city regulations of delivery services are for dedicated delivery services, not traditional mail and package delivery services. Mayor Lo asked if existing regulation of tobacco products would apply to marijuana. City Attorney Richard Taylor explained that the existing tobacco regulations define tobacco to include marijuana. Consequently, existing City tobacco regulations apply to marijuana. While the City Code currently prohibits sale of medical marijuana, there are not regulations concerning sales of commercial marijuana. Mayor Lo asked if a tenant renting space would need permission from the property owner to grow marijuana indoors. City Attorney Richard Taylor explained it would depend on the lease. Council Member Cappello asked if the City could dial back regulations if the City adopted restrictions on marijuana in advance of the State and then felt that the State regulations were sufficient. City Attorney Richard Taylor confirmed that the City could do this. Council Member Cappello asked if the City would be limited in rules it could adopt later after State law goes into effect. City Attorney Richard Taylor said that waiting would not necessarily preempt the City from adopting its own regulations. However, it is possible that if the City waits to adopt its on regulations then a shop could open in the City under a State permit. Council Member Cappello asked if there was a limit on regulations for indoor cultivation. City Attorney Richard Taylor said that it is unclear what the limitations are. Council Member Miller suggested providing direction to staff to prepare an ordinance that would prevent retail recreational marijuana sales in the City and requires compliance with all building, electrical, and fire codes for indoor cultivation. He asked if the City could require permits for indoor cultivation. City Attorney Richard Taylor said that the City could require individuals growing marijuana indoors to register with the City and require inspections of registered indoor cultivation locations to ensure compliance with building, electrical, and fire codes. He added that the City could charge a cost recovery fee for registration. Council Member Miller expressed support for an ordinance prohibiting retail sales of recreational marijuana, adding language in the City Code expressly requiring compliance with all building, electrical. and tire codes for indoor cultivation, and requiring individuals growing marijuana indoors to register with the City subject to a cost recovery fee. Saratoga City Council Minutes— Page 22 of 27 Council Member Cappello agreed. Mayor Lo asked about advertising. City Attorney Richard Taylor noted that advertisement is protected by free speech. but there are some existing rules in the City Code related to signage in tobacco retailer locations. That said, it would be very difficult to restrict or prohibit advertising related to marijuana. Vice Mayor Bemald commented on existing City signage regulations, such as restrictions on neon and blinking signs. City Attorney Richard Taylor added that the existing regulations apply to the structure of the sign, not the content. The City is not able to regulate the content of signs. Vice Mayor Bemald returned discussion to delivery of marijuana. City Attorney Richard Taylor noted some of the complications associated with regulating delivery and suggested that the City Council consider regulation of delivery if it tums out to be an issue. Community Development Director Erwin Ordofiez presented on housing regulations on the horizon. City Manager James Lindsay added some of the rationale behind the Governor s interest in by -right housing. sharing that this approach is motivated by the belief that the State shortage of housing is being caused by NIMBY behavior. As a result, there have been recent discussions between cities and the League of California Cities to propose an alternative to by -right housing that would allow cities to do precise planning in certain parts of a city Any housing proposals that fully comply with the precise plan would be able to proceed directly to the building process. In this scenario. the city would do all the planning work. This alternative to by -right housing is still in preliminary phases and may change significantly or it may not develop further. He added that some of the language used in communications from the State seem to suggest that there will be pressure to increase housing density However, it is too soon to say exactly how or if this will play out. Council Member Cappello asked if there is anything that the City can do to protect itself or preempt State regulations. City Attorney Richard Taylor suggested that it may be a good time to take on the proposed General Plan updates discussed earlier. As part of the update process, the City can take a careful look at some of constraints to significant development in Saratoga. Community Development Director Erwin Ordofiez provided a report on drone regulations. Council Member Miller noted that he would want to avoid regulations that prohibit drones entirely in the City Mayor Lo invited public comment on the item. John Linney expressed opposition to City regulations of drones. Saratoga City Council Minutes— Page 23 of 27 No one else requested to speak. Council Member Kumar noted a recent incident where a resident living near a park had a drone fly into their backyard. Safety and privacy are important considerations, but it will also be important to avoid being overly restrictive. Council Member Cappello requested a copy of FAA regulations for drones. COUNCIL CONSENSUS. The City Council directed staff to bring forward an ordinance prohibiting retail sales of recreational marijuana; adding language in the City Code expressly requiring compliance with all building, electrical, and fire codes for indoor cultivation; and requiring individuals growing marijuana indoors to register with the City subject a fee to recover costs associated with registration and inspection. City Manager James Lindsay agreed to provide the City Council with a copy of FAA regulations of drones. Village Visioning Progress Report Community Development Director Erwin Ordoffez provided a status report on the Village Visioning project. Vice Mayor Bemald noted that Federated Church has expressed interest in working with the City to construct a garage. She asked how funding for this type of project would work. Community Development Director Erwin Ordofiez explained that initial conversations about the garage seem to suggest that money from the City will not be necessary. However, Federated Church is seeking technical advice and cooperation in relocating utilities. Mayor Lo invited public comment on the item. Hugh Roberts shared that his political science advisor in college was Burton Brazil, Saratoga's first Mayor. Hugh said he feels Mayor Brazil would be very pleased by the collegiality and competence of everyone at the Retreat. Dede Smullen. Planning Commission Chair, noted that the Village Plan workshops have been attended by a small group of people and it would be helpful to have larger participation. No one else requested to speak. Mayor Lo expressed interest in helping to address the concerns mentioned by Dede Smullen. Council Member Cappello concurred. Vice Mayor Bemald suggested that City staff work with the Saratoga News to draw more attention to the Village Plan public meetings. Retreat Wrap Up Saratoga City Council Minutes- Page 24 of 27 City Manager James Lindsay reviewed Council consensus and direction for each agenda item. City Council Strategic (foals: Community Enrichment & Public Safety The City Council agreed to add a new objective to be an age -friendly city within the Community Enrichment goal and recognize inclusiveness that honors and respects diversity The Council also agreed to include the City's efforts to encourage business as strategies under Community Enrichment Objective E Foster a business -friendly environment. Additionally, the Council asked staff to include language to encourage family -friendly business. The City Council also requested the first strategy under Community Enrichment Objective A, Engaged and Vibrant Community, be rephrased to acknowledge the way in which cultural events enhance vibrancy. The City Council agreed to update Community Enrichment Objective C. Promote health as a community value, by noting tobacco control policies and financial resource provided to encourage physical activity. Staff was asked to update Community Enrichment Objective D, Cultivate organizational and leadership potential in the community, by referencing the City s volunteer program and replacing the word committees with Commissions. The Council directed staff to add references to the Santa Chu -a County Fire Department under Public Safety Objective A. Preservation of life and safety The Council also asked that Neighborhood Watch, the Public Safety 'task Force, and crime prevention forums he included as part of the strategies under Public Safety Objective B: Crime prevention. The City Council asked that staff incorporate changes to the Council Strategic Goals and bring them back to Council for approval. Finance Review: Fiscal Policies, Mid -Year Budget Status, and Five Year Forecast rhe City Council agreed to proceed with the proposed mid -year budget adjustments, with the exception of the proposal to adjust the budget to purchase new pool vehicles. Alternatively, Council requested staff pursue options to lease electric pool vehicles instead of making a mid -year budget adjustment to purchase electric pool vehicles. The City Council directed the Finance Committee to consider operating budget requests for Fiscal Year 2017/18, including the request for funds for public safety, marketing and outreach, public art. and Boy/Girl Scout projects. The City Council further directed the Finance Committee to make a recommendation regarding the timeline and framework of the UAL payment. The $100,000 expected from Silicon Valley Clean Energy should be placed in the City Council Discretionary Fund. I'rior to the Budget Study Session in April, the City Council will consider a request for funds Ibr a transportation program from SASCC Staffing & Service Levels Saratoga City Council Minutes— Page 2.5 of 27 The City Council agreed to make no changes to the existing staffing levels in the Sheriff's Office agreement. The City Council requested staff training to reinforce sensitivity to diversity, age, and individuals with cognitive challenges. The City Council also expressed support for proposed Fiscal Year 2017/18 organizational changes in Public Work and Community Development and the City Manager s Office, which included adding a new position (Deputy City Manager), reducing the Executive Assistant to .9 FT., and assessing the job title of the Administrative Analyst position. FY 2017/18 Capital Improvement Plan (CIP) Budget Preview The Council agreed to move the Beaumont Avenue Traffic Circle to the Unfunded CIP and close the Hakone Gardens Miscellaneous Improvements project and transfer remaining funds to the Hakone Gardens Koi Pond Improvements project as part of the Fiscal Year 2017/18 CIP The City Council accepted proposed changes to projects in the Unfunded CIP The City Council requested information about funding levels and use of funds for the 2015 by 2015 Tree Planting Challenge and the 2020 by 2020 Tree Planting Challenge Staff agreed to change the Village Fast Charge Electric Vehicle Stations project name to Village Level II Electric Vehicle Charging Stations. The City Council requested the cost of the Big Basin Way Turnaround project design for the CIP Prioritization Study Session. Communications The City Council requested that the website redesign focus on a website with a simple and pure design as well as search functionality City staff will consider opportunities to communicate with residents by email more frequently and present options as part of the Quarterly Communications Report in March. The City Council also requested staff find ways to share information about trending Nextdoor topics outside of the Nextdoor platform. General Plan Updates The City Council asked staff to seek grant opportunities to fund the General Plan Updates and agreed to update the Circulation, Open Space/Conservation, and Land Use Elements within 2 years. The City Council directed the Finance Committee to identify opportunities to fund the updates within the 2 year timeframe. Citywide Transportation Assessment Progress Report Staff was directed to: seek data for individuals traveling through the City with start and destination points outside of Saratoga: identify data that provides insights into how people enter and leave the City, as well as routes they taken within Saratoga, from navigation apps, VTA, MTC, West Valley College, and Silicon Valley Leadership Group: and survey residents on their common destinations and routes. Saratoga City Council Minutes- Page 26 of 27 Council requested that SASCC bring forward a detailed transportation program proposal and funding request no later than the April 1, 2017 City Council Meeting. The proposal and request should include a detailed description of the proposed program and a breakdown describing how requested funds are proposed to be used. Statewide Policy Issues on the Horizon: Mariivana, 'lousing. and Drones The City Council directed staff to bring forward an ordinance prohibiting retail sales of recreational marijuana in Saratoga; adding language in the City Code expressly requiring compliance with all building, electrical, and fire codes for indoor cultivation; and requiring individuals growing marijuana indoors to register with the City subject a fee to recover costs associated with registration and inspection. The City Council requested a copy of FAA regulations of drones. Village Visioning Progress Report No action or direction given. ADJOURNMENT Mayor Co adjourned the meeting at 4:48 p.m. Mites respectfully suubbmiittted�: CrystaVOothelio,Cittyy Cler' — r - City of Saratoga Saratoga City Council Minutes- Page 27 of 27