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Home My WebLink About08-16-2017 Council agendaSaratoga City Council Agenda – Page 1 of 6 SARATOGA CITY COUNCIL REGULAR MEETING AUGUST 16, 2017 4:30 P.M. CLOSED SESSION Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code Section 54957) Title: City Manager 6:00 P.M. JOINT MEETING Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 Joint Meeting with Saratoga Area Senior Coordinating Council (SASCC) 7:00 P.M. REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 PLEDGE OF ALLEGIANCE ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on August, 10, 2017. REPORT FROM CLOSED SESSION REPORT FROM JOINT MEETING ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. ANNOUNCEMENTS Saratoga City Council Agenda – Page 2 of 6 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 Regular City Council Meeting on July 5, 2017. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles:7/5/2017 Period 13; 7/5/2017 Period 1; 7/11/2017 Period 13; 7/11/2017 Period 1; 7/18/2017 Period 13; 7/18/2017 Period 1; 7/25/2017 Period 13; 7/25/2017 Period 1; 8/01/2017 Period 13; 8/01/2017 Period 2; 8/08/2017 Period 13; and 8/08/2017 Period 2. 1.3. Resolution Authorizing Final Disposition of Certain City Records Recommended Action: Adopt resolution authorizing final disposition of certain city records. 1.4. Information Technology Security Assessment - Phase II Recommended Action: Authorize the City Manager to enter into a 3-year contract for Information Technology security assessment services. 1.5. Landscape Maintenance Contract Extension - Gachina Landscape Management Recommended Action: Approve a one year extension to the contract with Gachina Landscape Management for monthly landscape maintenance services in the amount of $124,692 and authorize the City Manager to execute the same. 1.6. Landscape Maintenance Contract Extension – Vista Landscape Recommended Action: Approve a one year extension to the contract with Vista Landscape for monthly landscape maintenance services in the amount of $60,219 and authorize the City Manager to execute the same. 1.7. Amended Agreement with CivicPlus Recommended Action: Authorize the City Manager to execute the amended agreement with CivicPlus for website and intranet design, hosting, and maintenance. Saratoga City Council Agenda – Page 3 of 6 1.8. Damon Lane Retaining Wall Replacement Contract Award Recommended Action: 1. Move to declare Graniterock to be the lowest responsible bidder on the project and award a Construction Contract to this company in the amount of $275,785.50. 2. Move to authorize staff to execute change orders to the construction contract up to $37,840.50. 3. Move to approve Construction Observation Contract with Cotton, Shires and Associates, Inc. in the amount of $36,224. 4. Move to authorize the City Manager to execute both contracts. 2. PUBLIC HEARING None 3. GENERAL BUSINESS 3.1. Neighborhood Watch Lead Gathering Recommended Action: Consider a recommendation from the Public Safety Task Force to allocate $1,000 from the Fiscal Year 2017/18 budget for a gathering of Neighborhood Watch leaders. 3.2. Wayfinding Signage Program for Local Wineries Recommended Action: Approve the signage program for the Saratoga segment of the Santa Cruz Mountain Wine Trail. 3.3. Village Policy Update Process – Phase II Recommendations Recommended Action: 1. Review and affirm the Planning Commission recommendation for Land Use Element Policy 18.1 continued from the April 5th Council meeting on the Phase I “check-in” of the Village Policy Update Process. 2. Review and affirm the Planning Commission recommendation for Phase II of the Village Policy Update Process which constitutes the draft update of the Village Design Guidelines. 3. Consider the Planning Commission recommendation to expand the Village boundary eastward as illustrated on Attachment 2. 3.4. Planning Commission Recommendations for Potential Changes to the City’s Tree Regulations Recommended Action: Authorize the Planning Commission to review potential changes to the Tree Regulations (Chapter 15.50) in the City Code, including the following: 1. Modify Section 15-50.050(b), which protects all trees once they have a trunk diameter of ten inches, to exclude some species of trees from protection, increase the trunk diameter for some species before requiring protection, or both. 2. Ensure that trees approved for removal as part of a project are clearly tagged so that they are easily identified during site visits. 3. Modify Sections 15-50.080(c) and 15-50.150(b) that discuss tree replacement requirements so that replacement requirements for permits and projects are more alike. Saratoga City Council Agenda – Page 4 of 6 3.5. Community Event Grant Program Application Recommended Action: Review Community Event Grant Program application for this fiscal year and provide direction. 3.6. Citywide Directional Signage Recommended Action: Approve replacement of the citywide directional signs to match the approved Village directional signs. 3.7. 2018 City Council Meeting Schedule Recommended Action: Provide direction to staff regarding the City Council’s 2018 meeting schedule. COUNCIL ASSIGNMENTS Mayor Emily Lo Hakone Foundation Board & Executive Committee KSAR Community Access TV Board Public Art Committee Santa Clara County Library Joint Powers Authority West Valley Mayors and Managers Vice Mayor Mary-Lynne Bernald Association of Bay Area Governments Cities Association of Santa Clara County-Legislative Action Committee Cities Association of Santa Clara County-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 Saratoga City Council Agenda – Page 5 of 6 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 CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION (Pursuant to Government Code Section 54956.9(d)(1)) Saratoga et al. v. California Department of Transportation (Santa Clara County Superior Court Case No. 115CV281214) ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Debbie Bretschneider, Deputy 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 August 10, 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 10th day of August 2017 at Saratoga, California. Debbie Bretschneider, Deputy City Clerk In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. These materials are also posted on the City website. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408.868.1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II] 08/16 6:00 p.m. Joint Meeting with SASCC | 7:00 p.m. Regular Session CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2017 Saratoga City Council Agenda – Page 6 of 6 09/06 6:00 p.m. Joint Meeting with Saratoga Ministerial Association | 7:00 p.m. Regular Session 09/20 5:00 p.m. Joint Meeting with Chamber of Commerce | 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 Services | 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.