HomeMy WebLinkAbout03-21-2018 City Council Agenda PacketSaratoga City Council Agenda – Page 1 of 7
SARATOGA CITY COUNCIL
REGULAR MEETING
MARCH 21, 2018
NOTICE OF TELECONFERENCE LOCATION:
Mayor Mary-Lynne Bernald will be participating from the following
teleconference location: Villa Fatima, 20400 Los Gatos-Saratoga Road,
Room 120, Saratoga, CA 95070
4:45 P.M. CLOSED SESSION
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
(Government Code Section 54956.9(d)(1))
Kleine v. City of Saratoga et al. (Santa Clara County Superior Court Case No.
16CV290718)
5:00 P.M. JOINT MEETING
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Discussion Topics
6:00 P.M. JOINT MEETING
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Recommended Action:
Planning Commission 2018 Work Plan and Priorities
Staff Report
Attachment
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 March 16, 2018.
REPORT FROM CLOSED SESSION
REPORT FROM JOINT MEETING
Saratoga City Council Agenda – Page 2 of 7
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
Commendation for Outgoing City Commissioner
Recommended Action:
Read and present commendation.
Staff Report
Attachment A - Commendation for Wendy Chang
Appointment of Commissioners & Oath of Office
Recommended Action:
Approve the attached resolution appointing 2 members to the Planning Commission; and
direct former Mayor Chuck Page to administer the Oath of Office.
Staff Report
Attachment A - Resolution of Appointment
Attachment B - Oaths of Office
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 are
limited to three (3) minutes.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Special City Council Meetings on February 12,
2018 and March 5, 2018.
Staff Report
Attachment A - Minutes for the Special City Council Meeting on February 12, 2018
Attachment B - Minutes for the Special City Council Meeting on March 5, 2018
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
03/06/2018 Period 9; and 3/13/2018 Period 9.
Staff Report
Check Register - 03-06-2018 Period 9
Check Register - 03-13-2018 Period 9
Saratoga City Council Agenda – Page 3 of 7
1.3. Notice of Completion - Senior Center ADA Restrooms
Recommended Action:
Move to accept the CDBG-funded Senior Center ADA Restroom project contract as
complete, and authorize staff to record the Notice of Completion (NOC).
Staff Report
Attachment A - Notice of Completion for the CDBG Senior Center Restroom Project
Attachment B - Closure Letter for Enviro Science, Inc.
Attachment C - City of Saratoga-Senior Center ADA - Closure Letter
1.4. Amendment to Increase the Capital Budget for the Guava Court Pedestrian Railroad
Crossing
Recommended Action:
Approve the Resolution to Increase the Capital Budget in the amount of $125,000 for the
Guava Court Pedestrian Railroad Crossing.
Staff Report
Attachment A- Budget Resolution
1.5. Authorize Disposal of City Vehicles and Equipment
Recommended Action:
Move to authorize the disposal of the following vehicles and equipment:
1. 2003 Chevy S-10 Vehicle # 103 (Engineering)
2. 2003 Chevy 3500 Dump Vehicle #105 (Parks Division)
3. 2002 Ford Taurus Vehicle # 98 (Pool Vehicle)
4. 2012 Interstate Trailer # E045 (Street Division)
Staff Report
1.6. Quarterly Communications Report
Recommended Action:
Receive report.
Staff Report
Attachment A – Saratoga Source
1.7. Resolution of Local Support for the Metropolitan Transportation Commission’s
OneBayArea Grant Cycle 2 (OBAG 2) Program funding for the Prospect Road
Improvement Project.
Recommended Action:
Adopt Resolution supporting the Metropolitan Transportation Commission’s OneBayArea
Grant Cycle 2 (OBAG 2) Program funding for the Prospect Road Improvement Project in
the amount of $1,070,000.
Staff Report
Attachment A - Resolution of Local Support
Attachment B - Prospect Medians Map.pdf
Saratoga City Council Agenda – Page 4 of 7
1.8. Replacement of Quito Road Bridges – Approval of Acquisition and Acceptance of
Interests in Real Property
Recommended Action:
Adopt resolution approving the acquisition of easement and fee interests in real property
necessary for the Quito Road Bridges project and authorizing the City Manager to accept
those interests on behalf of the City.
Staff Report
Resolution
2. PUBLIC HEARING
2.1. Weed/Brush Abatement Program Assessment Hearing
Recommended Action:
Open public hearing, accept public testimony and consider amendments to the assessment
report, and adopt resolution confirming report and assessment of weed/brush abatement
program charges.
Staff Report
Attachment A – Resolution Confirming Report & Assessment of Weed/Brush Abatement
Program Charges
Attachment B – Sample Bill
Attachment C – 2018 Weed/Brush Abatement Program Informational Brochure
3. GENERAL BUSINESS
3.1. Resolution Reaffirming the City of Saratoga’s Commitment to Communitywide
Firearm Safety
Recommended Action:
Adopt resolution reaffirming the City of Saratoga’s commitment to communitywide firearm
safety.
Staff Report
Attachment A – Resolution Reaffirming the City of Saratoga’s Commitment to
Communitywide Firearm Safety
3.2. Allocation of Community Event Grant Program Funds
Recommended Action:
Review the Community Event Grant Program applications for Fiscal Year 2018/19 and
determine allocations.
Staff Report
Attachment A – Summary of Community Event Grant Applications and Secured Funding
Attachment B – Application and Funding Comparison for FY 2017/18 and 2018/19
Attachment C – Community Event Grant Applications
Attachment D – SVDC Secured Funding Increase Request
Saratoga City Council Agenda – Page 5 of 7
COUNCIL ASSIGNMENTS
Mayor Mary-Lynne Bernald
Cities Association of Santa Clara County-Legislative Action Committee
Cities Association of Santa Clara County-City Selection Committee
Council Finance Committee
Hakone Foundation Board
Public Art Committee
Saratoga Historical Foundation
South Flow Arrivals Ad Hoc Committee
West Valley Clean Water Program Authority
West Valley Mayors and Managers
West Valley Solid Waste Management Joint Powers Authority
Vice Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors
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
Council Finance Committee
Saratoga Ministerial Association
Saratoga Sister City Organization
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 Emily Lo
Hakone Foundation Board & Executive Committee
KSAR Community Access TV Board
Public Art Committee
Santa Clara County Library Joint Powers Authority
Council Member Rishi Kumar
Association of Bay Area Governments
Saratoga Chamber of Commerce & Destination Saratoga
Santa Clara County Expressway Plan 2040 Policy Advisory Board
Santa Clara Valley Water District Commission
CITY COUNCIL ITEMS
COUNCIL COMMUNICATIONS
CITY MANAGER'S REPORT
ADJOURNMENT
Saratoga City Council Agenda – Page 6 of 7
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Nora Pimentel, 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 16, 2018 at the City
of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 16th day of March 2018 at Saratoga, California.
Nora Pimentel, MMC
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]
03/21
4:45 p.m. Closed Session | 5:00 p.m. Joint Meeting with Saratoga Ministerial Association | 6:00 p.m.
Joint Meeting with Planning Commission | 7:00 p.m. Regular Session
04/04 6:00 p.m. Joint Meeting with Chamber of Commerce | 7:00 p.m. Regular Session
04/17 6:00 p.m. Budget Study Session
04/18 6:00 p.m. Joint Meeting with Mountain Winery| 7:00 p.m. Regular Session
04/30 5:00 p.m. Youth Commission Interviews (time tentative)
05/02 6:00 p.m. Joint Meeting with Board of Supervisors President Simitian | 7:00 p.m. Regular Session
05/16
05/21
6:00 p.m. Joint Meeting with KSAR| 7:00 p.m. Regular Session
6:00 p.m. FEMA class – Role of Elected Officials in a Disaster
06/06 5:30 p.m. Joint Meeting with Saratoga Neighborhood’s & Neighborhood Watch in Community
Center, Multipurpose Room | 7:00 p.m. Regular Session
06/20 6:00 p.m. Joint Meeting with Hakone Board | 7:00 p.m. Regular Session
07/04 Meeting Cancelled
07/18 Meeting Cancelled
Saratoga City Council Agenda – Page 7 of 7
08/01 6:00 p.m. Joint Meeting with Historical Foundation | 7:00 p.m. Regular Session
08/15 6:00 p.m. Joint Meeting with SASCC | 7:00 p.m. Regular Session
09/05 6:00 p.m. Joint Meeting with Montalvo Arts | 7:00 p.m. Regular Session
09/19 6:00 p.m. Joint Meeting with Youth Commission | 7:00 p.m. Regular Session
10/03 5:30 p.m. Joint Meeting with Saratoga School Districts in Senior Center, Saunders Room | 7:00 p.m.
Regular Session
10/17 6:00 p.m. Joint Meeting with State Senator Jim Beall Jr | 7:00 p.m. Regular Session
11/07 6:00 p.m. Joint Meeting with West Valley – Mission Community College Board of Trustees | 7:00
p.m. Regular Session
11/21 6:00 p.m. Joint Meeting with Assembly Member Evan Low | 7:00 p.m. Regular Session
12/05 6:00 p.m. Joint Meeting with Sheriff’s Office |7:00 p.m. Regular Session
12/13 7:00 p.m. Council Reorganization
12/19 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.
Page 1 of 2
CITY OF SARATOGA
Memorandum
To:Mayor Bernald & Members of the Saratoga City Council
From:Debbie Pedro, Community Development Director
Date:March 21, 2018
Subject:Planning Commission Work Plan
On November 7, 2017, the Planning Commission held a study session to discuss potential Work Plan
items and proposes the following for 2018:
General Plan Update –Over the next 12-18 months, the Commission will work on updates to
the Land Use, Circulation, and Open Space &Conservation Elements of the General Plan.
The General Plan Update will focus on minor policy updates of the three elements and provide
consistent formatting to provide a cohesive document. Study sessions to solicit the first round
of public input are scheduled through April 2018. In addition to working with staff and project
consultants, the Planning Commission will receive technical assistance from the Traffic Safety
and Parks and Recreation Commissions.
Village Specific Plan Policy and Design Guidelines Update –The Village Plan policy changes
were approved by Council in 2017 and the Commission will be reviewing the implementation
of the policies as they are incorporated into the General Plan Update. A parallel effort to
update the Village Design Guidelines will begin in mid-2018 to update the format and graphics
and to ensure that the document reflects Council approved policy changes.
PLANNING COMMISSION MEMBERSHIP AND DUTIES
Name Term End Elig.for Reappointment
Colleen "Kookie"Fitzsimmons 3/31/18 Reappointed
Wendy Chang 3/31/18 Did not reapply
Sunil Ahuja 3/31/19 Yes
Joyce Hlava 3/31/19 Yes
Leonard Almalech 3/31/20 Yes
Razi Mohiuddin 3/31/21 Yes
Tina Walia 3/31/21 Yes
Lucas Pastuszka 3/31/22 Appointed 3/18
8
Page 2 of 2
Commission Duties/Purpose:
CITYCODE2‐15.030POWERS &DUTIES
The Planning Commission is hereby designated asthe planning agency ofthe City, as described in
Section 65100 ofthe Government Code, and shall exercise the functionsof a planning agency as
prescribed inSection 65101 of the Government Code. The Planning Commissionshall also exercise
the powers and perform the duties conferredupon it by this Code and assigned to it fromtime to
time by the City Council.
GOVERNMENTCODE65100
There is in each city and county a planning agency with the powers necessaryto carryoutthe
purposes of this title. The legislative body of each city and county shall by ordinance assign the
functionsof theplanning agency to a planning department, one or more planning commissions,
administrativebodies or hearing officers, the legislative bodyitself, or any combinationthereof,as
it deems appropriate and necessary. In the absence of an assignment, the legislativebody shall
carryout all the functions of the planning agency.
GOVERNMENTCODE65101
(a) The legislative body may create oneor more planning commissions each of which shall
report directly to the legislative body.Thelegislative body shall specify the membership of
the commission or commissions. In any event, each planning commission shall consist of at
least five members, allof whom shallact in the public interest. If it creates more than one
planning commission, the legislative body shallprescribe the issues, responsibilities, or
geographic jurisdiction assigned to each commission. If a development project affects the
jurisdictionof more than one planning commission, the legislative body shalldesignate the
commission which shall hear the entiredevelopment project.
(b) Two or more legislativebodies may:
(1) Createajoint area planning agency,planning commission, or advisory agency for all or
prescribed portions of their cities or counties which shallexercise those powers and
perform those duties under this title that the legislative bodies delegate to it.
(2) Authorize their planning agencies, or any components of them, to meet jointly to
coordinate their work, conduct studies,develop plans,hold hearings, or jointly
exercise anypoweror perform any duty commonto them.
9
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Nora Pimentel, City Clerk
SUBJECT:Commendation for Outgoing City Commissioner
RECOMMENDED ACTION:
Read and present commendation.
BACKGROUND:
Attached is a commendation recognizing the contributions and achievements of outgoing Planning
Commissioner Wendy Chang.
ATTACHMENTS:
Attachment A –Commendation for Wendy Chang
10
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
WENDY CHANG
FOR HER SERVICE ON THE SARATOGA
PLANNING COMMISSION
WHEREAS, Wendy Chang served on the Planning Commission since April
2014 through March 2018; and
WHEREAS, Wendy served as Vice Chair in 2017; and
WHEREAS, Wendy was instrumental in working on the 2015-2023 General
Plan Housing Element, the Village Design Guidelines, the Water Efficient Landscape
Ordinance, and update to the City’s Temporary signs regulations; and
WHEREAS, during Wendy’s four years on the Commission, she approved 78
Design Review applications including new single family homes, mixed use
commercial buildings, wireless communications facilities, and a townhouse
development; and
WHEREAS, Wendy brought an element of fairness and integrity to the
Planning Commission; and
WHEREAS, Wendy is also known as an artist and a great cook;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Saratoga does hereby extend its sincere appreciation and gratitude to Wendy Chang
for her dedicated service and contributions to the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this
21st day of March 2018.
Mayor
City of Saratoga
11
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Nora Pimentel, City Clerk
SUBJECT:Appointment of Commissioners & Oath of Office
RECOMMENDED ACTION:
Approve the attached resolution appointing 2 members to the Planning Commission; and direct
former Mayor Chuck Page to administer the Oath of Office.
BACKGROUND:
In January 2018, the City opened a recruitment for two full terms on the Planning Commission
for terms beginning on April 1, 2018 ending on March 31, 2022.Applications were accepted
until February 26, 2018. A total of 4 applications were received.Interviews were conducted on
March 7, 2018.
The City Council selected the following applicants to serve on the Commission:
Name Commission Term
Colleen Fitzsimmons Planning Commission April 1, 2018 –March 31, 2022
Lucas Pastuszka Planning Commission April 1, 2018 –March 31, 2022
ATTACHMENTS:
Attachment A –Resolution of Appointment
Attachment B –Oaths of Office
12
RESOLUTION NO. 18-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING MEMBERS TO THE SARATOGA PLANNING COMMISSION
WHEREAS, 2 vacancies were created on the Planning Commission from the expired terms of
Colleen Fitzsimmons and Wendy Chang who were both eligible for reappointment;
WHEREAS, the City announced the vacancies in January 2018, accepted applications until
February 26, 2018 and the City Council conducted interviews on March 7, 2018.
NOW, THEREFORE,the City Council of the City of Saratoga hereby resolves that the following
individuals are appointed to the following terms:
Name Commission Term
Colleen Fitzsimmons Planning Commission April 1, 2018 – March 31, 2022
Lucas Pastuszka Planning Commission April 1, 2018 – March 31, 2022
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 21
st day of March 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
Attest:
Nora Pimentel, MMC City Clerk
13
STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
I, Colleen Fitzsimmons, do solemnly swear (or affirm) that I will support and
defend the Constitution of the United States and the Constitution of the State of
California against all enemies, foreign and domestic; that I will bear true faith and
allegiance to the Constitution of the United States and the Constitution of the State
of California; that I take this obligation freely, without any mental reservation or
purpose of evasion; and that I will well and faithfully discharge the duties upon
which I am about to enter.
Colleen Fitzsimmons, Member
Planning Commission
Subscribed and sworn to before me on
this 21st day of March 2018.
Chuck Page
Former Mayor of City of Saratoga
14
STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
I, Lucas Pastuszka, do solemnly swear (or affirm) that I will support and defend
the Constitution of the United States and the Constitution of the State of California
against all enemies, foreign and domestic; that I will bear true faith and allegiance
to the Constitution of the United States and the Constitution of the State of
California; that I take this obligation freely, without any mental reservation or
purpose of evasion; and that I will well and faithfully discharge the duties upon
which I am about to enter.
Lucas Pastuszka, Member
Planning Commission
Subscribed and sworn to before me on
this 21st day of March 2018.
Chuck Page
Former Mayor of City of Saratoga
15
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Nora Pimentel, City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Special City Council Meetings on February 12, 2018
and March 5, 2018.
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 12, 2018
Attachment B –Minutes for the Special City Council Meeting on March 5, 2018
16
Saratoga City Council Minutes - Page 1 of 2
MINUTES
MONDAY, FEBRUARY 12, 2018
SARATOGA CITY COUNCIL SPECIAL MEETING
WITH PLANNING COMMISSION AND TRAFFIC COMMISSION
CALL TO ORDER
Mayor Bernald called the meeting to order at 6:00 p.m. in the Joan Pisani Community Center,
Multi-Purpose Room, at 19655 Allendale Avenue in Saratoga, CA.
PRESENT:Mayor Mary-Lynne Bernald, Vice Mayor Manny Cappello,
Council Members Howard Miller, Emily Lo, Rishi Kumar
ABSENT:
ALSO PRESENT:James Lindsay, City Manager
Crystal Bothelio, Deputy City Manager
John Cherbone, Public Works Director
Debbie Pedro, Community Development Director
Sung Kwon, Planner II
Nora Pimentel, City Clerk
Mainini Cabute, Administrative Analyst II
AGENDA ITEMS:
Saratoga Citywide Transportation Needs Assessment and Circulation and Scenic Highway
Element
Recommended Action:
Accept the traffic engineer’s presentation on the Saratoga Citywide Transportation Needs
Assessment and discuss the next steps for the development of a Circulation and Scenic Highway
Element as part of the Saratoga General Plan update.
Franziska Church, with Fehr and Peers Transportation Consultants and Heather Bradley with the
M-Group presented the Saratoga Citywide Transportation Needs Assessment and shared an
overview of the Circulation and Scenic Highway Element update process.
Ms. Bradley reviewed the next steps in the process: Study Session on Land Use Element on
February 27, 2018 with the Planning Commission; Study Session on Circulation on March 13,
2018 with the Planning and Traffic Safety Commissions; and Study Session on Open Space and
Conservation with the Planning and Parks and Recreation Commissions.
Several members of the City Council explained that the Planning Commission are the drivers of
this update and that the Traffic Safety and Parks and Recreation Commissions are to provide
input and clarification in this process. Commissions were advised that they should keep
maintaining the character of the City in mind as input is provided.
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Saratoga City Council Minutes - Page 2 of 2
The City Council thanked Franziska Church and Heather Bradley for their presentation and
expressed support for the Circulation Element.
ADJOURNMENT
Mayor Bernald adjourned the meeting at 7:23 p.m.
Minutes respectfully submitted:
Nora Pimentel, MMC
City Clerk
18
Saratoga City Council Minutes - Page 1 of 3
MINUTES
MONDAY, MARCH 5, 2018
SARATOGA CITY COUNCIL SPECIAL MEETING
COMMISSION WORK PLAN STUDY SESSION
CALL TO ORDER
Mayor Bernald called the meeting to order at 5:12 p.m. in the Saratoga Prospect Center, Grace
Building, at 19848 Prospect Road in Saratoga, CA.
PRESENT:Mayor Mary-Lynne Bernald, Vice Mayor Manny Cappello,
Council Members Howard Miller, Emily Lo
ABSENT:Council Member Rishi Kumar
ALSO PRESENT:James Lindsay, City Manager
Nora Pimentel, City Clerk
Crystal Bothelio, Deputy City Manager
John Cherbone, Public Works Director
Debbie Pedro, Community Development Director
Michael Taylor, Recreation & Facilities Director
Nicole Johnson, Planner II
Mainini Cabute, Administrative Analyst II
Dylan Davis, Recreation Coordinator
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS:
Heritage Preservation Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2018 Work Plan.
Members of the Heritage Preservation Commission presented their proposed work plan and
priorities for 2018, 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 requested funding in the amount of $8,500 which would go towards two new point
of interest markers, existing point of interest markers (plaque funding in 2017) training and
membership and preservation month activities in May.
The City Council expressed support for the proposed work plan, priorities and funding request.
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Saratoga City Council Minutes - Page 2 of 3
Mayor Bernald called for a break at 5:53 p.m.
Mayor Bernald reconvened the meeting at 6:00 p.m.
Library Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2018 Work Plan.
Members of the Saratoga Library Commission presented their proposed priorities and work plan
for 2018. This included supporting library events and programs, promoting library events and
programs, engaging in information sharing with library and public, collaborating with West
Valley College, and increasing the number of residents with library cards.
The City Council supported the Commission’s proposed work plan and encouraged the
Commission to further engage West Valley College on collaboration opportunities.
Parks and Recreation Commission
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to Commission on
2018 Work Plan.
Members of the Parks and Recreation Commission presented their proposed work plan and
priorities for 2018. 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
continue promoting 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
2018 Work Plan.
Members of the Traffic Safety Commission (TSC) summarized efforts in 2017 and presented the
proposed work plan and priorities for 2018. 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
communication to the public; establishing guidelines for Traffic Calming as needed; reviewing
projects on the Capital Improvement Project list and prioritize for funding; and working with the
Planning Commission to develop the Circulation Element.
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Saratoga City Council Minutes - Page 3 of 3
The Council explained the budget process to the TSC as there is an interest in purchasing some
technology for the Commission, it was suggested that they add CIP funding in their work plan
for next year.
The City Council thanked the Commission for its efforts and expressed support for the
Commission work plan.
Public Safety Task Force
Recommended Action:
Meet with Task force; discuss Task Force priorities; and provide direction to Task Force on 2018
Work Plan.
Members of the Public Safety Task Force presented a status update on the Task Force’s progress
to date and the proposed work plan for 2018.
There was discussion about the importance of maintaining consistent messaging, potential
changes to rules for establishing a Neighborhood Watch Group.
The City Council thanked the Commission for its efforts and expressed support for the Task
Force work plan which included to add a transition plan of the Task Force once it sunsets in
November and next steps to maintain the momentum that the Task Force has put in motion.
The City Council tasked the Public Safety Task Force to review and advise the Council on an
Initiative for Public Safety which a coalition of crime victims, law enforcement, business owners
and public safety leaders working to pass the “Reducing Crime and Keeping California Safe Act
of 2018.”
ADJOURNMENT
Mayor Bernald adjourned the meeting at 9:04 p.m.
Minutes respectfully submitted:
Nora Pimentel, MMC
City Clerk
21
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:
3/6/2018 Period 9
3/13/2018 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 #
3/6/18 135439 135478 40 165,009.96 03/06/18 02/27/18 135438
3/13/18 135479 135519 41 215,099.97 03/13/18 03/06/18 135478
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
03/06/18 135476 PW 90,291.00
03/13/18 135483 PS 48,644.19
03/13/18 135492 PW 42,487.99
Accounts Payable checks voided during this time period:
AP Date Check #Amount
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
Status
General
General Animal Services
Clean Water Program
CIP Street Repair
City of San Jose
Gradetech, Inc.
Prior Check Register
Checks
Released
Total
Checks Amount
WV Clean Water Program
Issued to
N/A
Reason
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:Finance & Administrative Services
Fund Purpose
Hwy 9 Phase IV
PREPARED BY:
Ending
Check #Type of Checks Date
Accounts Payable
Accounts Payable
Starting Check #
22
23
24
25
26
27
28
29
30
31
32
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:Recreation and Facilities
PREPARED BY:Michael Taylor, Director
SUBJECT:Notice of Completion -Senior Center ADA Restrooms
RECOMMENDED ACTION:
Move to accept the CDBG-funded Senior Center ADA Restroom project contract as complete,
and authorize staff to record the Notice of Completion (NOC).
BACKGROUND:
All work for the CDBG Senior Center ADA restroom project has been completed by the City’s
contractor, BP-Pac Inc., and has been inspected and accepted by Facilities staff. The scope of
work of this project included a complete renovation of both restrooms.
On February 1, 2017,Council awarded a construction contract in the amount of $191,054 with a
contingency of $19,000 for a total project budget of $210,054. The contract was completed at a
final cost of $187,491. A total of $7,628 still remains in retention from this project which will be
released upon approval of the NOC. The remaining balance of $116,414 from the $303,905
CDBG funding (project SA-16-41)will be unencumbered back to the County CDBG program.
In order to close out the construction contract and pay the final (retention) invoices for the
project, it is recommended that Council accept the project as complete. Furthermore it is
recommended that the Council authorizes staff to record the attached Notice of Completion for
the construction contract so that the requisite 30-day stop notice for filing of claims by
subcontractors or material providers may commence.
ATTACHMENTS:
Attachment A –Notice of Completion for the CDBG Senior Center Restroom project.
Attachment B –Closure Letter for Enviro Science, Inc.
Attachment C –Closure Letter for BP-Pak, Inc.
33
Recording requested by,
And to be returned to:
City of Saratoga
Recreation and Facilities Department
19655 Allendale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Avenue, Saratoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner, was accepted as complete by the Owner on the 21st
day of March, 2018.
Contract Number: N/A
Contract Date: February 2, 2017.
Contractor’s Name: BP-Pak, Inc.
Contractor’s Address: 3448 De La Cruz Boulevard, Santa Clara, CA 95054
Description of Work: Remodel of Senior Center Restrooms.
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Clara, State of California on March 21, 2018.
CITY OF SARATOGA
BY:____________________________ATTEST:____________________________
James Lindsay Nora Pimentel, City Clerk
City Manager Gov. Code 40814
34
35
36
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:Public Works
PREPARED BY:Mainini Cabute, Management Analyst II
SUBJECT:Amendment to Increase the Capital Budget for the Guava Court Pedestrian
Railroad Crossing
RECOMMENDED ACTION:
Approve the Resolution to Increase the Capital Budget in the amount of $125,000 for the Guava
Court Pedestrian Railroad Crossing.
BACKGROUND:
At the March 7, 2018 City Council Budget Prioritization meeting, the City Council gave staff
direction to prepare a budget resolution for Council approval to increase the current fiscal year
budget by $125,000 in order to fund the final design of the Guava Court Pedestrian Railroad
Crossing.
The City contracted with BKF Engineers in February 2018 to complete the final design of the
project in the amount of $135,380. The City plans to use $10,000 from its Guava Court project
local match fund toward the final design contract amount, leaving a balance of $125,000.
Until recently, the City had planned to use the $300,000 Transportation Fund for Clean Air
Program (TFCA) 25% Set-Aside grant funds to pay for engineering design and part of construction
for this project. However, the Valley Transportation Authority (VTA), who is administering the
TFCA grant, has stipulated that the City must make substantial progress before the grant expiration
date of June 2018. This timeline is difficult to achieve due to the lengthy California Public Utilities
Commission approval process.
ATTACHMENT:
Attachment A-Budget Resolution
37
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO ADJUST THE FY 2017/18 OPERATING AND CAPITAL IMPROVEMENT PLAN BUDGET
IN ORDER TO APPROPRIATE ADDITIONAL FUNDS FOR THE GUAVA COURT -
FREDERICKSBURG RAILROAD CROSSING IMPROVEMENTS DESIGN PROJECT
WHEREAS, the City Council desires completion of the design project;
WHEREAS, the City is contracted with BKF engineers for the final design of the project;
WHEREAS, funding from the CIP reserve is needed to fund the design project;
WHEREAS, it is necessary to appropriate this funding from the CIP reserve by transferring the funds and
adjusting the Fiscal Year 2017/18 CIP Budget as follows:
Account Description Account Amount
To appropriate Transfer from the General Fund (111.8101):
Increase Transfers Out from the General Fund 111.8101.99999 $125,000
To appropriate Transfer In Funding and Expenditures in Project (9274-002):
Increase Transfer in to CIP Project 412.9274-002.49999 $125,000
Increase expense appropriation in CIP Project 411.9274-002.81143 $125,000
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2017/18 Operating and CIP Budgets.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular
meeting of the Saratoga City Council held on 21st day of March, 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________
Mary-Lynne Bernald
Mayor, City of Saratoga
Attest:
_______________________
Nora Pimentel,
City Clerk, City of Saratoga 38
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:Public Works, Street and Fleet Division
PREPARED BY:Rick Torres,Public Works Manager
SUBJECT:Declaration of surplus vehicle and equipment and authorize their disposal
RECOMMENDED ACTION:
1.Move to declare the following vehicles and equipment as surplus and authorize their
disposal:
2003 Chevy S-10 Vehicle # 103 ( Engineering)
2003 Chevy 3500 Dump Vehicle #105 (Parks Division)
2002 Ford Taurus Vehicle # 98 (Pool Vehicle)
2012 Interstate Trailer # E045 (Street Division)
BACKGROUND:
Periodically the City purchases new equipment and vehicles that replace existing ones that have
reached the end of their useful life. For fiscal year 2018/2019 new purchases will replace three
vehicles and one piece of equipment. Currently vehicle #s 103, 105, 98 and E045 are
recommended to surplus due to age, condition,and usefulness.
Surplus Item Vehicle # Mileage Reason Method of disposal
2003 Chevy S-10 103 94650 Age / Condition Auction
2003 Chevy 3500 dump 105 123748 Age/ Condition Auction
2002 Ford Taurus 98 45161 Age/ Condition Auction
2012 Interstate trailer E045 N/A Under used Auction
FISCAL STATEMENT:
The amount of revenue gained from the auctioned vehicle/equipment is uncertain. Funds from the
auction are allocated back into the Vehicle Replacement Fund for future replacements.
39
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Lauren Pettipiece, Administrative Analyst I
SUBJECT:Quarterly Communications Report
RECOMMENDED ACTION:
Receive report.
BACKGROUND:
The City of Saratoga uses a variety of methods to communicate with residents and ensure the
public has access to useful, important, and timely information. Staff works to use each public
information tool to its fullest potential to reach a broad audience and further strengthen
community connections and engagement. Staff in the City Manager’s Office continues to
coordinate public outreach efforts across departments to ensure the City takes a holistic,
comprehensive look at all communications to leverage opportunities in a strategic manner with
cohesive messaging and branding.
Over the past few years, the City Council has supported and fostered the development of
Saratoga’s communications program. The program has evolved over time and become well
established and integrated into the City’s operations. Instead of communications standing alone,
connections have been built between departments to support collaborative and coordinated
outreach. The City’s projects, programs, and services now generate communications content on a
regular, ongoing basis.
Social Media
The City continues to utilize social media as an effective and expedient way to share information
with the community. The number of people who follow and engage with the City of Saratoga on
social media steadily increases. There are now 1,520 City of Saratoga Facebook followers, up
from 1,490 followers in December 2017.
The City of Saratoga Nextdoor network has passed another milestone with 10,075 total users,
also up from 9,664 subscribers in December. The percentage of claimed households within the
35 neighborhoods is now at 55% Staff continues to receive positive anecdotal feedback from the
community regarding the City’s use of Nextdoor.
40
The City’s number of Twitter followers has also increased from 727 in December to 767
currently. In February, the City saw its highest number of total tweet impressions at 19,500.
Impressions are the number of times a tweet is displayed in a user’s timelines or search results.
Facebook analytics provide a number of insights, and there are two different types of
engagement that can help gauge the level of interest in a particular post. The number of reactions
(like, love, wow, haha, sad, angry), comments, and shares are grouped together and visible to the
public. Staff is also able to view the number of post clicks, which can show higher levels of
engagement at times. Additionally, staff can view post reach, which is the number of people who
had the post enter their screen.
Nextdoor recently added a new metric. In addition to viewing the number of thanks and replies a
post receives, agencies are now able to see the number of impressions on a post. Impressions are
defined as the number of unique email opens, digest clicks, or view in the newsfeed. So far, City
posts on Nextdoor average about 2,500 impressions each. A post about the upcoming change to
the City’s leaf blower ordinance had the highest number of impressions at over 4,300, along with
15 thanks and 18 replies.
Outreach related to public safety and the Santa Clara County Sheriff’s Office continues to be
popular across all platforms. In December 2017, the City Council recognized the Sheriff’s Office
and the Sunnyvale Department of Public Safety for their immediate response and quick thinking
that resulted in the arrest of 4 home burglary suspects. The City shared photos of the
commendation presentation, including photos of the two K9 units in attendance, and the post
reached just under 1,500 people on Facebook and received 82 reactions, including those on the
original post and shared posts. On Nextdoor, the post received 42 thanks and 3 replies. In
February 2018, the City’s profile on Deputy Justin Fernando reached over 6,200 people and
received a total of 405 reactions on Facebook, and received 27 thanks and 2 replies on Nextdoor.
The City also posts on Nextdoor, Facebook, and Twitter to announce when City Council meeting
agendas have been posted and to highlight agenda topics that may be of interest to the
community. These posts typically receive little to no engagement.
While metrics are a valuable tool, behavioral observations can also demonstrate high levels of
engagement. Even when a post does not receive thanks or likes, it can still lead to the intended
action and deliver successful results. For example, the City shared information about available
plots at the Saratoga Community Garden. Before the post received any engagement on social
media, staff had already received phone calls and messages from a number of residents. The
openings were filled the next morning and interested residents were added to the wait list.
Staff has also observed that residents often do not follow links or utilize contact information
provided to seek more information. They ask questions and attempt to make arrangements on
social media. Staff does spend time to accommodate their requests and provide them with the
requested information when possible.
The outreach priorities City Council established in September 2017 continue to prove beneficial
when organizing the content calendar. While the City aims to share information and promote
events for community members and organizations on its social media channels and website, it
has become increasingly difficult to accommodate the large number of outreach requests.
41
Establishing outreach priorities has helped staff resolve scheduling conflicts and build in
availability for redundancy to promote the City’s own events and programs. Repeated posts
about the same topic have proven to help increase awareness and participation. For example,
increased outreach efforts resulted in a larger, steady number of volunteers for the Parks &
Recreation Commission Let’s Work! Program at Quarry Park.
Increased posting redundancy does leave less availability to do outreach for outside
organizations. Staff posts on Facebook, Twitter, and Nextdoor almost every day, which is above
the preferred posting frequency of 3-4 times per week. This preferred posting frequency was
established to be sensitive to those who receive email notifications every time the City posts, and
to ensure the City does not overwhelm its audience, bury its own posts in followers’ newsfeeds,
or become “white noise.”
Even when posting more often than the preferred frequency, staff still has to deny outreach
requests from outside organizations a few times each month. When unable to accommodate
requests for social media outreach, staff will share community events on the City’s online
calendar, as long as the event adheres to the following criteria:
Will be held in Saratoga
Is open to the public
Uses any funds generated by the event organizer only for cost recovery and use by, or
donation to, a non-profit
Does not promote the sale of a good, service, or commodity except as incidental to
promoting community identity and civic pride
These criteria are the same used to determine eligibility for the Median Banner Program, another
high-demand communications tool. Median banner spaces are often booked far in advance, and
the City is often unable to accommodate all interested groups.
Online Surveys
The City uses surveys to gather input from residents when needed, or as an interactive tool to
educate and share information in a format that encourages participation. There are different
survey/poll options available on the City’s communications platforms. Nextdoor, Twitter, and
the website have simple, one-question polling options, while Peak Democracy offers more
robust, in-depth surveying features.
Peak Democracy was used to share 2-3 Paint the City artwork submittals for each utility box
location, and 697 Saratoga residents participated in the survey and voted for their favorite
designs. Those survey results were brought before the City Council for approval on February 21.
The City also opened a poll about the 2,020 by 2020 Challenge on Nextdoor. The City shared
information about the challenge and its partnership with Our City Forest to help reach the goal.
The poll asked, “Whether on your own or through the Our City Forest partnership, do you plan
on planting any trees to help the City reach its goal?” Out of 23 responses, 57% stated yes, they
will plant a tree(s) toward the goal, and 43% responded that unfortunately, they cannot help
reach the goal.
42
A customer satisfaction poll regarding the redesigned website is now available on the City’s
homepage per the City Council’s request on March 7. The results of that opinion poll will be
brought to the City Council in the next Quarterly Communications Report.
Saratoga Source
The Saratoga Source was released in January, February, and March (Attachment A). Staff
created two separate, fixed templates for the Saratoga Source, one for Constant Contact and one
for print. The number of Constant Contact subscribers continues to grow, and the City now has
5,526 total contacts, up from 5,370 in December.
Each edition of the Saratoga Source includes 2 articles, upcoming events, Nextdoor Digest, Ask
our Staff, and a Quick Tip from the Sheriff’s Captain. The three most recent newsletters included
information on a number of topics, including the Community Event Grant Program, Community
Garden, Commission recruitments, leash laws, new library hours, Paint the City survey and
kickoff, Saratoga elections, temporary off-site sign regulations, Weed Abatement Program, and a
monthly profile of Santa Clara County Sheriff’s Office Deputies working in Saratoga.
Website Analytics
After reviewing the most recent website analytics on March 7, the City Council requested regular
updates going forward. That information will be included as part of future Quarterly
Communications Reports.
Spring 2018 Outreach Topics
Upcoming outreach topics include, but are not limited to, the following:
Community Emergency Response Team (CERT) Academy
Community Events
Fiscal Year 2018/19 Budget
Paint the City: Saratoga Utility Box Art Project Progress
Reach Your Destination Easily (R.Y.D.E.) Volunteers
Sheriff’s Office Profile series
State of the City
Weed Abatement
This is not a complete list of communications topics, and additional topics can be suggested as
items are discussed at City Council meetings. While staff can project topics of interest for the
next quarter, communications are very fluid and ever-changing. Staff constantly adapts the
communications schedule and outreach topics based on emerging needs and issues.
ATTACHMENTS:
Attachment A – Saratoga Source
43
To reduce visual clutter in the community, the Saratoga City Council recently
approved changes to regulations for temporary off-site signs in residential areas.
Common off-site signs in Saratoga are real estate signs placed along streets
directing people to open houses.
The new rules only allow off-site signs on private property with permission from
the owner. An owner may grant approval for one off-site sign to be placed in the
front yard. The sign is limited to 2 sq. ft. in area and 3 ft. in height, and no balloons,
ribbons, streamers, lighting, or other attention-getting devices can be attached to
the sign.
Signs cannot be placed on any area in the public right-of-way, which includes the
median, street, travel lane, sidewalk, and landscaping/parking strip between a
sidewalk and street.
Realtors in the community have been informed of these new regulations. For
more information, visit www.saratoga.ca.us/codecompliance. If you have any
questions, please contact the City’s Code Compliance Officer at 408.868.1214 or
enforcement@saratoga.ca.us
January 2018
Connect with the City of Saratoga onCITY o f S ARATO
GA
CALIFO R N IA1956 Help Paint the City!
The City of Saratoga needs your help
to turn drab utility boxes into works
of art.
Saratoga artists were invited to
submit conceptual artwork for
7 different utility box locations
throughout the City.
Now, Saratoga residents get to
choose their favorite conceptual
artwork for each location!
Artwork that receives the most
votes will be presented to the City
Council on February 21 for approval.
Visit www.saratoga.ca.us for a link
to vote in the poll.
Deputy Kristie A. Saucedo has been employed with the Santa Clara County Sheriff’s Office since September 26, 2014.
In addition to her patrol experience in the West Valley Patrol Division, Deputy Saucedo has also worked in the Courts Security
Division and served as a Court Training Officer in that capacity. She is currently assigned to patrol in the City
of Saratoga.
Prior to being employed with the Sheriff’s Office, Deputy Saucedo obtained a Bachelor of Science degree from
California State University, East Bay.
While maintaining a full-time academic schedule, she also worked full-time at a non-profit organization in
Oakland. There, Deputy Saucedo was employed as a Housing/Education and Employment Specialist for people
struggling with mental illness and substance abuse issues.
Deputy Saucedo is very excited to be working in the City of Saratoga and looks forward to assisting the City and its citizens
in any way possible.
Meet Deputy Kristie A. Saucedo
Temporary Off-Site Sign Regulations
SOURCESaratoga
44
Excellent Law Enforcement Service Recognized
The Saratoga City Council recognized the Santa Clara County Sheriff’s Office and the Sunnyvale
Department of Public Safety for their excellent service to the residents of Saratoga. On December
8, their quick thinking and immediate response resulted in the arrest of 4 home burglary suspects.
Visit www.facebook.com/cityofsaratoga to read the full story and view photos.
New Year, New Library Hours!
The Saratoga Library now opens earlier on Monday and Tuesday mornings as a direct response
to customer feedback. You can enjoy all the library has to offer on Monday and Tuesday from 10
a.m. to 9 p.m., Wednesday through Saturday from 10 a.m. to 6 p.m., and Sunday from 1 p.m. to 5
p.m. For more information about the Saratoga Library, visit www.sccl.org/Locations/Saratoga
Winter Storm Preparation
Flooding, fallen trees, power outages, and landslides are all possible outcomes of winter storms.
It’s always best to prepare ahead of time. A free, 24-hour sandbag station is available right outside
of the City’s Corporation Yard, 19700 Allendale Ave. For more information on how to prepare
and who to contact if you encounter these hazards, visit www.saratoga.ca.us/WinterStorms
Q: How do elections work in Saratoga?
A: Happy New Year! This is an election year, and Saratoga voters will elect 3
members to the City Council, each for a 4-year term, in the General Election on
November 6, 2018. Council Members are elected at-large on a non-partisan basis.
To be eligible to run for office, candidates must be a resident and registered voter
within the City of Saratoga. Nomination papers are issued by the City Clerk and
must be filed with the City Clerk during the Nomination Period. The Nomination
Period opens on July 16, 2018 and closes August 10, 2018 at 5:00 p.m. The Nomination Petition
requires at least 20 signatures from Saratoga voters to qualify as a candidate, no more than 30
signatures will be accepted.
Candidate Forums will be held to help Saratoga voters learn more about the different candidates.
On Election Day, polls will be open from 7:00 a.m. to 8:00 p.m. The Registrar of Voters will post
election results on its website at www.sccvote.org. For more information, contact the City Clerk
at npimentel@saratoga.ca.us or 408.868.1294
Are you not a
member of Nextdoor,
or did you miss a post
last month? Read
about the recent
trending topics right
here!
Sign up to receive
updates from the City
of Saratoga, other
agencies, and your
neighbors at
www.nextdoor.com
Quick Tip from Captain Rich
Nora Pimentel is
the City Clerk who
administers local
democratic processes
such as elections,
access to city records,
and all legislative
actions ensuring
transparency to the
public. The City Clerk
acts as a compliance
officer for federal,
state, and local
statutes including the
Political Reform Act,
the Brown Act, and the
Public Records Act.
To prevent vehicle theft, never leave your car running or the keys in the ignition when you’re away.
Always lock your vehicle and roll up windows when parked. Park in the garage at home and in
well-lit, busy areas when out. Use an alarm or mechanical locking device for further security.
Keep track of crime in your area. Visit www.crimereports.com
Be notified when emergencies happen in your area. Sign up at www.sccgov.org/sites/alertscc
Nextdoor Digest
To learn more about the City’s monthly newsletter, make comments, suggest story ideas, or just ask a
question, contact Lauren Pettipiece at lpettipiece@saratoga.ca.us or 408.868.1275. You can also find
the Saratoga Source online and sign up for email alerts at www.saratoga.ca.us/SaratogaSourceCITY o f S ARATO
G
A
CALIFO R N IA1956
For information on
Neighborhood Watch
and tips on staying
safe, visit
www.saratoga.ca.us/
stayingsafe
Ask Our Staff featuring Nora Pimentel
Have a question? Send your question(s) to lpettipiece@saratoga.ca.us or call 408.868.1275.
January 2018
Captain Rich Urena oversees the Santa Clara County Sheriff’s Office West Valley Division.
45
Punxsutawney Phil may have seen his shadow and predicted six more weeks of
winter, but this week’s warm weather has us thinking about spring and the outdoor
activities that come with it.
The Saratoga Community Garden has been located on the north end of El Quito
Park for over 30 years. You can find your way to the garden by looking for the
beautiful wood-carved sign, which was completed as an Eagle Scout project.
The Community Garden is a wonderful place used by residents who love to garden,
but don’t have their own space to do so. The group of Saratoga residents who come
together to garden is as diverse as the produce grown there.
You too can reap the benefits by starting your own garden at home. Growing your
own produce ensures that you have healthy, organic fruits and vegetables for your
friends and family to enjoy. Gardening also provides exposure to Vitamin D, which
increases calcium levels to benefit your bones and immune system – but don’t
forget the sunscreen! Working in the garden is also a form of aerobic exercise that
helps you break a sweat and boost your mood.
February 2018
Connect with the City of Saratoga onCITY o f S ARATO
GA
CALIFO R N IA1956 Coming Up
Living Room Conversations
February 27, 2018
7:00 p.m. to 8:30 p.m.
Joan Pisani Community Center
408.868.1216
General Plan Update Study Session
February 27, 2018
6:00 p.m.
Senior Center, Saunders Room
www.saratoga.ca.us
Lunar New Year Celebration
March 4, 2018
11:00 a.m. to 3:00 p.m.
Hakone Estate and Gardens
www.hakone.com
Deputy Justin Fernando grew up in Santa Clara County before he moved to Long Beach. Deputy Fernando attended California
State University, Long Beach and obtained his Bachelor’s Degree in Criminal Justice.
After college, Deputy Fernando enlisted in the U.S. Air Force. His experience in the U.S. Air Force provided him
the opportunity to travel and interact with people from all over the world.
Deputy Fernando then continued his service as a Commissioned Officer in the California Air National Guard.
He is currently assigned to the 129th Rescue Wing located at Moffett Field here in Santa Clara County.
Deputy Fernando’s passion for helping others in a team environment led him to a career with the Santa Clara
County Sheriff’s Office.
He has now worked for the Sheriff’s Office as a Deputy for three years. Deputy Fernando is currently assigned to the West
Valley Patrol Division, and works in the City of Saratoga. Deputy Fernando is also an avid sports fan.
Meet Deputy Justin Fernando
Cultivate your Green Thumb
SOURCESaratoga
46
City of Saratoga Commission Recruitments
The City of Saratoga is currently recruiting for two vacancies on the Planning Commission,
and applications are due by February 26. The City has also extended the recruitment for one
architectural or building professional to serve on the Heritage Preservation Commission.
Applications are now due by March 19. For more information, visit www.saratoga.ca.us/comvac
Community Event Grant Applications
The City is now accepting applications for the 2018/19 Community Event Grant Program. This
program helps local organizations hold community events in Saratoga. Applications are due by
5:00 p.m. on March 7, and events must be held between July 1, 2018 and June 30, 2019. For
more information, or to download an application, visit www.saratoga.ca.us/eventgrants
Saratoga’s Tobacco Policies Named Top of the Class
The American Lung Association awarded Saratoga an “A” grade in its 2018 State of Tobacco
Control Report for California! The Saratoga City Council’s strong tobacco control policies
demonstrate a commitment to public health by protecting the public from secondhand smoke
and reducing youth access to tobacco products.
Q: What is the purpose of the Weed Abatement Program?
A: In Saratoga, there are two programs that help prevent wildfire by reducing the
amount of flammable vegetation and debris. These programs are:
• Weed Abatement Program managed by the City of Saratoga in partnership with
the County of Santa Clara via contract. All properties in Saratoga are subject to
this program.
• Brush Abatement Program/Wildland Urban Interface (WUI) Preparedness
Inspection managed by the Santa Clara County Fire Department. Only properties
in the WUI area are affected.
There are a number of things you can do to make sure your home is fire safe and in compliance.
Keep tree limbs at least 10 feet away from chimneys or stove pipes. Also, remove dead vegetation
from landscaping, and clear leaves from rooves, eaves, and gutters. The deadline to meet Weed
Abatement requirements is April 15, and properties on the list will be inspected after that date.
If properties are non-compliant, they may be subject to fees and other penalties. For more
information and a full list of program requirements, visit www.saratoga.ca.us/weed_brush
Are you not a
member of Nextdoor,
or did you miss a post
last month? Read
about the recent
trending topics right
here!
Sign up to receive
updates from the City
of Saratoga, other
agencies, and your
neighbors at
www.nextdoor.com
Quick Tip from Captain Rich
Take precautions to prevent becoming a victim of mail theft. Pick up your mail promptly after
delivery and never leave it overnight. Hold your mail when on vacation. Drop outgoing mail at the
Post Office when possible. Install a lock on your mailbox and security cameras pointed towards it.
Keep track of crime in your area. Visit www.crimereports.com
Be notified when emergencies happen in your area. Sign up at www.sccgov.org/sites/alertscc
Nextdoor Digest
To learn more about the City’s monthly newsletter, make comments, suggest story ideas, or just ask a
question, contact Lauren Pettipiece at lpettipiece@saratoga.ca.us or 408.868.1275. You can also find
the Saratoga Source online and sign up for email alerts at www.saratoga.ca.us/SaratogaSourceCITY o f S ARATO
G
A
CALIFO R N IA1956
For information on
Neighborhood Watch
and tips on staying
safe, visit
www.saratoga.ca.us/
stayingsafeAsk Our Staff featuring Crystal Bothelio
Have a question? Send your question(s) to lpettipiece@saratoga.ca.us or call 408.868.1275.
February 2018
Captain Rich Urena oversees the Santa Clara County Sheriff’s Office West Valley Division.
Crystal Bothelio is
the City of Saratoga’s
Deputy City Manager.
She oversees the
City Manager’s
Department and the
City’s communication
program, works
directly with the City
Council on strategic
initiatives, and serves
as an advisor to the
City Manager. Crystal
is also the staff
liaison to the Library
Commission and
Public Safety Task
Force.
47
This year, the Saratoga Youth Commission is hosting many activities to promote
a social, healthy, active, and inclusive community. New events include Movie
Nights, Sports Field Day, and Dances for Individuals with Disabilities, in addition to
existing events like the 5K Color Dash and the Walk One Week Program.
Sports Field Day is coming up on Sunday, March 18 from 1:00 p.m. to 4:00
p.m. at Kevin Moran Park. All ages and abilities are welcome to come spend the
day outside, enjoy fresh air, and play dodgeball, Frisbee, knockout basketball,
and soccer with mini goals. Wear athletic clothes and bring lunch if you’d like.
Registration is also open for the 5K Color Dash held on Sunday, April 8 at Joe’s
Trail at Congress Springs Park. You can register online for $5 through March 25 at
www.saratoga.ca.us/colordash. On race day, please arrive by 10:00 a.m. to check
in before the race begins promptly at 10:30 a.m.
If you know a Saratoga teen in 7th through 12th grade that’s interested in serving
on the Youth Commission next school year, encourage them to apply for one of six
available positions by April 23. Visit www.saratoga.ca.us/comvac to apply, and
www.saratoga.ca.us/events for more information on events.
March 2018
Connect with the City of Saratoga onCITY o f S ARATO
GA
CALIFO R N IA1956 Coming Up
St. Paddy’s Party
March 17, 2018
2:00 p.m. to 4:00 p.m.
Saratoga Village
www.saratogavillage.info
Blossom Festival
March 24, 2018
10:00 a.m. to 4:00 p.m.
Heritage Orchard & Civic Center
www.saratogahistory.com
Living Room Conversations
March 27, 2018
7:00 p.m. to 8:30 p.m.
Joan Pisani Community Center
408.868.1216
Deputy Ryan Proctor grew up in Oakdale in the California Central Valley. After graduating high school, he enlisted in the
United States Marine Corps and served with the 2nd Battalion 1st Marine regiment as an Infantryman.
Deputy Proctor enjoyed the brotherhood and comraderie of the Marine Corps, which eventually led him to a
career in law enforcement.
After his military service, Deputy Proctor was hired by the Santa Clara County Sheriff’s Office and has worked
as a Deputy for 6 years. Deputy Proctor is assigned to patrol the City of Saratoga on swing shift. He also works
as a Field Training Officer and is a member of the Sheriff’s Office SWAT team.
Deputy Proctor enjoys the excitement of his career and the prospect that every day is different. He also gets to
go to work with some of his best friends every day.
During his time away from work, Deputy Proctor enjoys training and competing in Brazilian Jiu-Jitsu.
Meet Deputy Ryan Proctor
Youth Commission Expands Event Schedule
SOURCESaratoga
48
Paint the City Kickoff
Join the City of Saratoga for the Paint the City Kickoff on Saturday, March 24 at 9:00 a.m. on
the City Hall Lawn at the corner of Allendale and Fruitvale. Meet the artists selected to paint
utility boxes, preview the artwork, enjoy light refreshments, then head to the Saratoga Blossom
Festival. You can also view selected artwork online at www.saratoga.ca.us/paintthecity
General Plan Update Study Sessions
The City is making minor policy updates to three elements of the City’s General Plan (Land Use,
Circulation, and Open Space & Conservation), and formatting the elements to make the General
Plan a cohesive document. The Planning Commission will hold two more Study Sessions on
March 13 and March 27 at 6:00 p.m. at the Saratoga Senior Center in the Saunders Room.
Weed and Brush Abatement Programs
In Saratoga, the Weed Abatement Program and the Brush Abatement Program help prevent
wildfire by reducing the amount of flammable vegetation and debris. If you received a Weed
Abatement notice, the deadline to meet program requirements is April 15, and properties on the
list will be inspected after that date. Visit www.saratoga.ca.us/weed_brush
Q: Are dogs allowed off their leashes in Saratoga?
A: No, dogs are not allowed off-leash when outside of their yards. When in
public and at City parks, dogs must be kept on a leash that is no longer than 6 feet.
Leash laws exist to keep your dog, and the people and other dogs you encounter,
safe and able to comfortably enjoy the City’s beautiful amenities. The City of
Saratoga contracts with San Jose Animal Care and Services. To report a dog off-
leash, contact them at 408.794.PAWS (7297), or call 911 if you find yourself in a
dangerous situation where you feel threatened. San Jose Animal Care and Services
also provide a variety of other animal services. You can contact them for pet licensing or if you
have lost or found a pet. For more information, visit www.sanjoseanimals.com
Owners must also immediately clean up after their dogs in parks and public areas, including
schools. If you forget dog waste bags, the City has provided dog waste stations at City parks,
throughout downtown, and at several trailheads. Please take only one bag as needed, and dispose
of them in nearby bins. Saratoga has always been a dog-friendly community, and abiding by leash
laws and picking up dog waste will help it stay that way.
Are you not a
member of Nextdoor,
or did you miss a post
last month? Read
about the recent
trending topics right
here!
Sign up to receive
updates from the City
of Saratoga, other
agencies, and your
neighbors at
www.nextdoor.com
Quick Tip from Captain Rich
When traveling for spring break, put a hold on mail and newspaper delivery, program interior
lights to come on at night so it appears someone is home, and request a patrol check from the
Sheriff’s Office by calling 408.868.6600
Keep track of crime in your area. Visit www.crimereports.com
Be notified when emergencies happen in your area. Sign up at www.sccgov.org/sites/alertscc
Nextdoor Digest
To learn more about the City’s monthly newsletter, make comments, suggest story ideas, or just ask a
question, contact Lauren Pettipiece at lpettipiece@saratoga.ca.us or 408.868.1275. You can also find
the Saratoga Source online and sign up for email alerts at www.saratoga.ca.us/SaratogaSourceCITY o f S ARATO
G
A
CALIFO R N IA1956
For information on
Neighborhood Watch
and tips on staying
safe, visit
www.saratoga.ca.us/
stayingsafeAsk Our Staff featuring Captain Jay Terrado
Have a question? Send your question(s) to lpettipiece@saratoga.ca.us or call 408.868.1275.
March 2018
Captain Rich Urena oversees the Santa Clara County Sheriff’s Office West Valley Division.
Captain Jay Terrado
manages the Field
Services Unit for
San Jose Animal
Care and Services.
The Field Services
Unit responds to
calls for animal
law enforcement,
stray animals, bite
investigations,
emergency calls, and
other animal-related
services.
49
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:Public Works
PREPARED BY:Macedonio Nunez, Associate Engineer
______
SUBJECT: Resolution of Local Support for the Metropolitan Transportation Commission’s
OneBayArea Grant Cycle 2 (OBAG 2) Program funding for the Prospect Road Improvement
Project.
RECOMMENDED ACTION:
Adopt Resolution supporting the Metropolitan Transportation Commission’s OneBayArea Grant Cycle 2
(OBAG 2) Program funding for the Prospect Road Improvement Project in the amount of $1,070,000.
BACKGROUND:
In December 2017, Public Works and Valley Transportation Authority (VTA) staffs were able to acquire
additional funding specifically for the Prospect Road Improvement Project. The source of the funding is the
Metropolitan Transportation Commission’s (MTC) OneBayArea Grant Cycle 2 (OBAG 2) Program. As
a requirement by MTC, the City is required to submit a Resolution of Local Support approved by the City
Council in order to receive the funds. The Resolution is attached as Attachment A.
On March 1, 2018 the VTA Board of Directors approved these funds to the City of Saratoga. The grant
amount approved to add to the City’s existing Project is $1,070,000. The City’s required local match is
$138,630, which is 11.47% of the total Project additional funding of $1,208,630. The additional funding
for the Project will bring back all medians that were eliminated originally from the existing construction
contract that is ongoing at this time. The medians that will be added back are medians #1-2 and 11- 14
(Attachment B – Prospect Medians Map).
FISCAL STATEMENT:
There is adequate funding in the project budget to cover the additional local match with the mid-year
budget adjustment approved by the City Council on March 7, 2018.
ATTACHMENTS:
Attachment A – Resolution
Attachment B – Prospect Medians Map
50
Resolution of Local Support
Resolution No. 18-_____
Authorizing the filing of an application for funding assigned to MTC and
committing any necessary matching funds and stating assurance to complete the project
WHEREAS, The City of Saratoga (herein referred to as APPLICANT) is submitting an
application to the Metropolitan Transportation Commission (MTC) for $1,070,000 in funding
assigned to MTC for programming discretion, which includes federal funding administered by
the Federal Highway Administration (FHWA) and federal or state funding administered by the
California Transportation Commission (CTC) such as Surface Transportation Block Grant
Program (STP) funding, Congestion Mitigation and Air Quality Improvement Program (CMAQ)
funding, Transportation Alternatives (TA) set-aside/Active Transportation Program (ATP)
funding, and Regional Transportation Improvement Program (RTIP) funding (herein collectively
referred to as REGIONAL DISCRETIONARY FUNDING) for the Prospect Road Improvement
Project (herein referred to as PROJECT) for the OneBayArea Grant Cycle 2 (OBAG2) Program
(herein referred to as PROGRAM); and
WHEREAS, the United States Congress from time to time enacts and amends legislation
to provide funding for various transportation needs and programs, (collectively, the FEDERAL
TRANSPORTATION ACT) including, but not limited to the Surface Transportation Block
Grant Program (STP) (23 U.S.C. § 133), the Congestion Mitigation and Air Quality
Improvement Program (CMAQ) (23 U.S.C. § 149) and the Transportation Alternatives (TA) set-
aside (23 U.S.C. § 133); and
WHEREAS, state statutes, including California Streets and Highways Code §182.6,
§182.7, and §2381(a)(1), and California Government Code §14527, provide various funding
programs for the programming discretion of the Metropolitan Planning Organization (MPO) and
the Regional Transportation Planning Agency (RTPA); and
WHEREAS, pursuant to the FEDERAL TRANSPORTATION ACT, and any
regulations promulgated thereunder, eligible project sponsors wishing to receive federal or state
funds for a regionally-significant project shall submit an application first with the appropriate
MPO, or RTPA, as applicable, for review and inclusion in the federal Transportation
Improvement Program (TIP); and
WHEREAS, MTC is the MPO and RTPA for the nine counties of the San Francisco Bay
region; and
WHEREAS, MTC has adopted a Regional Project Funding Delivery Policy (MTC
Resolution No. 3606, revised) that sets out procedures governing the application and use of
REGIONAL DISCRETIONARY FUNDING; and
WHEREAS, APPLICANT is an eligible sponsor for REGIONAL DISCRETIONARY
FUNDING; and
WHEREAS, as part of the application for REGIONAL DISCRETIONARY FUNDING,
MTC requires a resolution adopted by the responsible implementing agency stating the
following:
the commitment of any required matching funds; and
that the sponsor understands that the REGIONAL DISCRETIONARY FUNDING is
fixed at the programmed amount, and therefore any cost increase cannot be expected
to be funded with additional REGIONAL DISCRETIONARY FUNDING; and
that the PROJECT will comply with the procedures, delivery milestones and funding
deadlines specified in the Regional Project Funding Delivery Policy (MTC
Resolution No. 3606, revised); and
51
the assurance of the sponsor to complete the PROJECT as described in the
application, subject to environmental clearance, and if approved, as included in
MTC's federal Transportation Improvement Program (TIP); and
that the PROJECT will have adequate staffing resources to deliver and complete the
PROJECT within the schedule submitted with the project application; and
that the PROJECT will comply with all project-specific requirements as set forth in
the PROGRAM; and
that APPLICANT has assigned, and will maintain a single point of contact for all
FHWA- and CTC-funded transportation projects to coordinate within the agency and
with the respective Congestion Management Agency (CMA), MTC, Caltrans,
FHWA, and CTC on all communications, inquires or issues that may arise during the
federal programming and delivery process for all FHWA- and CTC-funded
transportation and transit projects implemented by APPLICANT; and
WHEREAS, that APPLICANT is authorized to submit an application for REGIONAL
DISCRETIONARY FUNDING for the PROJECT; and
WHEREAS, there is no legal impediment to APPLICANT making applications for the
funds; and
WHEREAS, there is no pending or threatened litigation that might in any way adversely
affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT; and
WHEREAS, APPLICANT authorizes its Executive Director, General Manager, or
designee to execute and file an application with MTC for REGIONAL DISCRETIONARY
FUNDING for the PROJECT as referenced in this resolution; and
WHEREAS, MTC requires that a copy of this resolution be transmitted to the MTC in
conjunction with the filing of the application.
NOW, THEREFORE, BE IT RESOLVED that the APPLICANT is authorized to
execute and file an application for funding for the PROJECT for REGIONAL
DISCRETIONARY FUNDING under the FEDERAL TRANSPORTATION ACT or continued
funding; and be it further
RESOLVED that APPLICANT will provide any required matching funds; and be it
further
RESOLVED that APPLICANT understands that the REGIONAL DISCRETIONARY
FUNDING for the project is fixed at the MTC approved programmed amount, and that any cost
increases must be funded by the APPLICANT from other funds, and that APPLICANT does not
expect any cost increases to be funded with additional REGIONAL DISCRETIONARY
FUNDING; and be it further
RESOLVED that APPLICANT understands the funding deadlines associated with these
funds and will comply with the provisions and requirements of the Regional Project Funding
Delivery Policy (MTC Resolution No. 3606, revised) and APPLICANT has, and will retain the
expertise, knowledge and resources necessary to deliver federally-funded transportation and
transit projects, and has assigned, and will maintain a single point of contact for all FHWA- and
CTC-funded transportation projects to coordinate within the agency and with the respective
Congestion Management Agency (CMA), MTC, Caltrans, FHWA, and CTC on all
communications, inquires or issues that may arise during the federal programming and delivery
process for all FHWA- and CTC-funded transportation and transit projects implemented by
APPLICANT; and be it further
RESOLVED that PROJECT will be implemented as described in the complete
application and in this resolution, subject to environmental clearance, and, if approved, for the
amount approved by MTC and programmed in the federal TIP; and be it further
RESOLVED that APPLICANT has reviewed the PROJECT and has adequate staffing 52
resources to deliver and complete the PROJECT within the schedule submitted with the project
application; and be it further
RESOLVED that PROJECT will comply with the requirements as set forth in MTC
programming guidelines and project selection procedures for the PROGRAM; and be it further
RESOLVED that, in the case of a transit project, APPLICANT agrees to comply with
the requirements of MTC’s Transit Coordination Implementation Plan as set forth in MTC
Resolution No. 3866, revised; and be it further
RESOLVED that, in the case of a highway project, APPLICANT agrees to comply with
the requirements of MTC’s Traffic Operations System (TOS) Policy as set forth in MTC
Resolution No. 4104; and be it further
RESOLVED that, in the case of an RTIP project, PROJECT is included in a local
congestion management plan, or is consistent with the capital improvement program adopted
pursuant to MTC’s funding agreement with the countywide transportation agency; and be it
further
RESOLVED that APPLICANT is an eligible sponsor of REGIONAL
DISCRETIONARY FUNDING funded projects; and be it further
RESOLVED that APPLICANT is authorized to submit an application for REGIONAL
DISCRETIONARY FUNDING for the PROJECT; and be it further
RESOLVED that there is no legal impediment to APPLICANT making applications for
the funds; and be it further
RESOLVED that there is no pending or threatened litigation that might in any way
adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such
PROJECT; and be it further
RESOLVED that APPLICANT authorizes its Executive Director, General Manager,
City Manager, or designee to execute and file an application with MTC for REGIONAL
DISCRETIONARY FUNDING for the PROJECT as referenced in this resolution; and be it
further
RESOLVED that a copy of this resolution will be transmitted to the MTC in conjunction
with the filing of the application; and be it further
RESOLVED that the MTC is requested to support the application for the PROJECT
described in the resolution, and if approved, to include the PROJECT in MTC's federal TIP upon
submittal by the project sponsor for TIP programming.
53
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 21
st day of March 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
ATTEST:
DATE:
Nora Pimentel, City Clerk
54
C:\My Documents\GIS2016\BASEMAP\Basemap.mxd
City ofSaratoga
Cities
CAMPBELL
CUPERTINO
LOS GATOS
MONTE SERENO
SAN JOSE
SARATOGA
SANTA CLARA COUNTY UNCORPORATED AREA
October 2016
1 2 3 4 5 6 7 8
9 10 11 12 14 1513Saratoga-SunnyvaleRd.BrookvaleDr.8 5
CovinaCt.BlaneyAve.PlumasDr.SaraglenDr.ClarkspurLn.ArdenwoodDr.LarkinAve.ScullyAve.DanromasWy.MillerAve.MillerAve.MillerAve.MillerAve.KristyLn.ProvincetownTitusAve.WoodsideJohnsonAve.BrookglenDr.BrookglenDr.EnglishDr.LyleDr.PROSPECT ROAD MEDIAN IMPROVEMENT PROJECT
LawrenceExpressway55
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018 AGENDA ITEM:
DEPARTMENT:Public Works CITY MANAGER:James Lindsay
PREPARED BY:Macedonio Nunez DIRECTOR:John Cherbone
Associate Engineer
SUBJECT: Replacement of Quito Road Bridges – Approval of Acquisition and Acceptance of
Interests in Real Property
RECOMMENDED ACTION:
Adopt resolution approving the acquisition of easement and fee interests in real property necessary for
the Quito Road Bridges project and authorizing the City Manager to accept those interests on behalf of
the City.
REPORT SUMMARY:
The City is working with the Town of Los Gatos and the Santa Clara Valley Water District to replace
two bridges on Quito Road with wider span structures that will allow a 100-year design flow with
funding through the Federal Highway Bridge Replacement and Rehabilitation (HBRR) Program. The
existing bridges are located on Quito Road crossing San Thomas Aquino Creek near the intersection of
Quito Road and Old Adobe Road. The City Council approved the Project on August 20, 2014. Detailed
plans for the Project are available for review in the Public Works Department and information is
available on the City’s website at http://www.saratoga.ca.us/cityhall/pw/projects/quitoroadbridges.asp.
The Project requires acquisition of additional right-of-way at fair market value from portions of three
adjacent privately-owned parcels that consist of APN 397-05-014, APN 397-05-028, and APN 407-16-
008. There will be temporary construction easements required for duration of two years from portions of
two privately-owned parcels: APN 397-05-014 and APN 397-05-028. The areas of both fee and
temporary construction easement consist of narrow, mostly linear areas immediately adjacent to the
roadway and existing right-of-way.
The City obtained appraisals for the fee and easement interests located on two parcels with identifiable
ownership: APN 397-05-014 and APN 397-05-028 and for the large tree located on APN 397-05-028.
The City’s Right of Way consultant, the Contra Costa County Department of Public Works, has extended
offers of just compensation to each of the property owners for the full amount of these appraisals. One
property owner has agreed to the proposed transaction and the other is currently considering it.
The remaining parcel from which the City needs to acquire a fee interest, APN 407-16-008, is owned by
a long-dissolved corporate entity with no successor or other point of contact. Because property taxes
have not been paid on this parcel for more than five years, it was eligible for inclusion in the County’s
2017 tax sale. Under the provision of Government Code sections 3695.4 and 3773, the City objected to
the tax sale and instead stated its intent to acquire the property for the Project, at the cost of the unpaid
taxes. The County is currently preparing the documents associated with this transaction.56
Page 2 of 2
In order to complete each of the three transactions described above in a timely manner and to accept the
resulting property interests for recordation and public use, staff recommends that City Council authorize
the City Manager to acquire the property interests described above from willing sellers, consistent with
the budget for the Project previously approved on April 2, 2014 in the Cooperative Agreement between
the City of Saratoga, Town of Los Gatos and Santa Clara Valley Water District. Total costs are not
expected to exceed $250,000. Staff further recommends that City Council authorize the City Manager to
accept the same property interests on behalf of the City, consistent with Government Code section 27281.
The City Council made findings in Resolution 14-057, determining that the Project, which includes the
acquisitions addressed in this staff report and the accompanying Resolution, are categorically exempt
from the California Environmental Quality Act.
ATTACHMENTS:
1. Resolution
57
1
RESOLUTION NO. ______
RESOLUTION OF THE CITY COUNCIL OF SARATOGA
APPROVING PAYMENT FOR AND ACCEPTANCE OF PROPERTY
INTERESTS NEEDED FOR THE QUITO ROAD BRIDGES REPLACEMENT
PROJECT
I. The City of Saratoga City is working with the Town of Los Gatos and the Santa Clara
Valley Water District in seeking to replace two bridges on Quito Road with wider span
structures that will allow a 100-year design flow (Project) with funding through the
Federal Highway Bridge Replacement and Rehabilitation (HBRR) Program.
II.On August 20, 2014the City Council adopted Resolution No. 14-057, in which it
approved the Project and determined it was exempt from the California Environmental
Quality Act following a duly noticed public hearing.
III.Since approval of the Project, the City has completed design and identified specific real
property that is necessary to acquire for the Project. The required property interests
include a temporary construction easement and a fee interest on each of two parcels
owned by private owners. The City has obtained appraisals of the fair market value of
those property interests and extended offers of just compensation to the fee owners of
those properties.
IV.The City also requires a portion of a third parcel that the County of Santa Clara intended
to offer to the public at a tax auction in 2017 due to more than five years of non-payment
of taxes by a now-dissolved corporate owner. The City objected to that auction on the
grounds of public necessity pursuant to Revenue and Taxation Code Section 3695.4, and
is currently negotiating acquisition from the County.
VII.THEREFORE, BE IT RESOLVED that the City Council hereby:
1.Approves acquisition of the property interests necessary for the Project, which are
described above and in more detail in the staff report accompanying this
resolution; and
2.Directs the City Manager acquire those property interests, consistent with the
approved budget for the Project; and
3.Authorizes the City Manager to accept the conveyance of those property interests,
consistent with Government Code section 27281; and
4.Finds that the acquisitions authorized in this Resolution are exempt from the
California Environmental Quality Act (CEQA) for the reasons set forth in
Resolution 14-057 and the notice of exemption from CEQA that was filed with
the County of Santa Clara on August 25, 2014.
58
2
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 21st day of March 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary Lynne Bernald, Mayor
ATTEST:
DATE:
Nora Pimentel, City Clerk
977569.2
59
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Weed/Brush Abatement Program Assessment Hearing
RECOMMENDED ACTION:
Open public hearing, accept public testimony and consider amendments to the assessment report,
and adopt resolution confirming report and assessment of weed/brush abatement program
charges.
BACKGROUND:
Following the close of the 2017 Weed and Brush Abatement Program seasons, a total of 3
properties incurred costs associated with the Weed Abatement Program and/or Brush Abatement
Program. In January 2018, the City sent itemized bills to property owners that have incurred
Weed or Brush Abatement program expenses, including the process for appealing fees. A sample
bill is included in Attachment B.
Two property owners failed to pay by the February 16, 2018 billing deadline. Consequently, staff
is recommending that the City Council approve the resolution confirming the report and
assessment of weed/brush abatement program charges outlined in the attachment to the
resolution in Attachment A and copied below.
APN ADDRESS OWNER UNPAID BILL ADMIN. FEE TOTAL
503-13-117 22551 MT EDEN RD WYATT DOUGLAS
AND HIND $2,362.00 $150.00 $2,512.00
503-15-019 PIERCE RD TERZIC JOHN $2,903.84 $150.00 $3,053.84
If the report is approved, the unpaid balances will become a lien on the respective properties and
constitute a special assessment to be collected in the same time and manner as property taxes. In
addition to Weed and Brush Abatement fees, properties included in the accepted resolution will
also be subject to a $150 Administrative Fee.
The Santa Clara County Weed Abatement Program, with the exception of the $150
Administrative Fee, determines program fees. In 2017, the City of Saratoga amended
implementation of Weed Abatement Program fees. Unlike past years, only properties that fail
inspection are subject to fees. 60
The City Council may amend the Assessment Report, if desired. As a result of the program
changes adopted in 2017, the City of Saratoga has already paid the County for Weed Abatement
Program expenses and any changes to the Assessment Report will reduce recovery of City
expenses.
The remainder of this staff report provides background on the Weed and Brush Abatement
programs and the process now underway for the 2018 Weed Abatement Program.
About Weed and Brush Abatement:
The Santa Clara County Weed Abatement Program acts by contract with the City to protect
Saratoga from wildfire by reducing potential fuel, like weeds. All properties in Saratoga are
subject to the requirements of the Weed Abatement Program. In 2017, the City of Saratoga took
a more active role in the administration of the Weed Abatement Program. The City now handles
program communications, noticing, outreach, and billing.
Santa Clara County Fire Department also operates a similar program, the Brush Abatement
Program, with different parameters. The Brush Abatement Program only affects those properties
in the Wildland Urban Interface (WUI) area of the City, which is the part of the City at the
greatest risk for wildfire. Requirements for Brush Abatement are slightly different than the Weed
Abatement Program. However, properties that meet Weed Abatement requirements generally
also comply with Brush Abatement requirements.
2018 Weed Abatement Program:
In February, the City of Saratoga mailed notices to owners with properties on the Weed
Abatement Program list. Properties on the list have been identified as being out of compliance
with Weed Abatement requirements in the past and may be removed after 3 consecutive years of
compliance or at the direction of the City Council. Only properties on the list as of January 31
will be subject to fees and nuisance declarations under the Weed Abatement Program during that
year. Both the compliance requirements, deadline, and penalties for non-compliance are
described in the notice sent in February.
Non-compliant properties identified based on complaints or observations in the field will be
inspected by the City for compliance with the City Code. If the property is found non-compliant
and conditions are not corrected within the deadline set by the Code Compliance Officer, in
addition to any other remedies imposed by the City, the property will be added to the Weed
Abatement Program List for the following calendar year.
Properties that fail to meet Brush Abatement requirements by the deadline set by the Santa Clara
County Fire Department and included in an abatement order approved by the City Council will
also be added to the Weed Abatement Program List for the following calendar year.
In addition to the notices, the City is also conducting general public outreach on the Weed
Abatement Program to bring greater awareness to the program and also encourage residents to
reduce flammable vegetation on their property, maintain defensible space, and help keep their
property safe from wildfire.
61
Additional information about the program is available on the City’s website at
www.saratoga.ca.us/weed_brush
FISCAL STATEMENT:
If the City Council wishes to amend the proposed assessments, program fees will not be
recovered.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
A notice was mailed to subject property owners in January 2018 and a legal advertisement for
the public hearing was published in the Saratoga News on March 9, 2018.
ATTACHMENTS:
Attachment A – Resolution Confirming Report & Assessment of Weed/Brush Abatement
Program Charges
Attachment B – Sample Bill
Attachment C – 2018 Weed/Brush Abatement Program Informational Brochure
980359.1
62
RESOLUTION NO. 18-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
CONFIRMING REPORT AND ASSESSMENT OF HAZARDOUS VEGETATION
ASSESSMENT CHARGES
WHEREAS,at a regular meeting of the Saratoga City Council held on March 21, 2018,
the City Council of the City of Saratoga held a public hearing on a report of all unpaid bills for
weed and brush abatement expenses for 2017 and a proposed assessment list, including the
parcels against which said expenses and applicable administrative and collection costs are to be
assessed, all pursuant to Article 7-15 of the Saratoga City Code and accepted and considered
public testimony concerning the report; and
WHEREAS,the City Council, having heard said report and all objections finds that no
modifications need to be made to any of the assessments;
NOW, THEREFORE, BE IT RESOLVED that the 2017 Weed Abatement Program
Assessment Report, City of Saratoga, prepared with assistance from the Santa Clara County
Department of Agriculture, attached to this resolution as Exhibit A and incorporated herein by
reference, be and hereby is confirmed. The total amount will be included as a special assessment
on the property owner’s tax bill following confirmation of the charges; and the Santa Clara
County Tax Accessor will be directed to enter the amounts of said assessments against the
respective parcels of land on the County Tax Roll, and to collect the same at the time and in the
manner as general municipal taxes are collected and the amount of each such assessment shall be
collected at the same time and in the same manner as ordinary municipal taxes, and shall be
subject to the same interest and penalties, and the same procedures for sale in case of
delinquency.
A certified copy of this resolution and assessments shall be filed with the Santa Clara County
Tax Accessor.
Attachments:
Exhibit A – City of Saratoga 2017 Weed/Brush Abatement Program Assessment Report
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 21st day of March 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
ATTEST:
DATE:
63
Nora Pimentel, MMC
City Clerk
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EXHIBIT A
CITY OF SARATOGA 2017 WEED/BRUSH ABATEMENT ASSESSMENT REPORT
APN ADDRESS OWNER UNPAID BILL ADMIN. FEE TOTAL
503-13-117 22551 MT EDEN RD
WYATT DOUGLAS
AND HIND $2,362.00 $150.00 $2,512.00
503-15-019 PIERCE RD TERZIC JOHN $2,903.84 $150.00 $3,053.84
980351.1
65
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City of Saratoga
www.saratoga.ca.usCITY o f S A RATO
G
A
CALIF O R N IA1956
About the
City of Saratoga
CITY o f S ARATO
G
A
CALIF O R N IA1956
Weed & Brush Abatement
Reducing Wildfire Risk
in Saratoga
About Weed & Brush Abatement
In Saratoga, there are two programs that help protect
Saratoga from wildfire by requiring defensible space and
reducing vegetation and other debris that can fuel a fire:
• Weed Abatement Program managed by the City
of Saratoga in partnership with the Santa Clara
Department of Agriculture via contract
• Brush Abatement Program (Wildland Urban Interface
Preparedness Inspection) managed by the Santa Clara
County Fire Department
Program Criteria
Requirements for the Weed Abatement and Brush
Abatement Programs are shown on the inside of this
brochure. All properties in the City of Saratoga are
subject to Weed Abatement requirements. All properties
in the Wildland Urban Interface (WUI) area of the City are
subject to Brush Abatement requirements.
Weed Abatement Program List
The Weed Abatement Program List is a list of properties
that have been previously identified as out of compliance
with Program requirements. Only properties on the list
as of January 31 will be subject to fees and nuisance
declarations under the Weed Abatement Program during
that year.
Non-compliant properties identified based on complaints
or observations in the field will be inspected by the City
for compliance with the City Code. If the property is
found non-compliant and conditions are not corrected
within the deadline set by the Code Compliance Officer, in
addition to any other remedies imposed by the City, the
property will be added to the Weed Abatement Program
List for the following calendar year.
Properties that fail to meet Brush Abatement
requirements by the deadline set by the Santa Clara
County Fire Department and included in an abatement
order approved by the City Council will also be added
to the Weed Abatement Program List for the following
calendar year.
Properties will be removed from the list after achieving 3
consecutive years of compliance or by action of the City
Council.
Deadlines & Extensions
The Weed Abatement Program deadline is April 15.
Property owners may submit a request to extend the
Weed Abatement Program compliance deadline no
later than 3 business days before the deadline. Call the
City Manager’s Office at 408.868.1269 to request an
extension.
The Brush Abatement Program deadline is June 1. For
information about Brush Abatement Program extensions
call 408.378.4010.
Program Fees & Billing
Bills are established by the Santa Clara County
Department of Agriculture and issued by the City. Unpaid
bills will be assessed on subject properties and appear on
the following calendar year’s property tax roll.
Weed Abatement Program Fees
Initial Inspection Fee - $90: The fee covers costs
associated with data entry, file preparation, noticing,
boundary determination, and overhead. The fee is only
charged if a property fails initial inspection.
Second Inspection Fee - $583: Charged for properties
that fail the initial inspection and must be reinspected.
Weed Abatement & Brush Abatement Program Fees
Contract Work Fee - $576: 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.
Raising Objections
Separate City Council hearings are held prior to nuisance
declaration, abatement order, or assessment of fees
on subject properties (dates shown on the inside of
this brochure). Property owners may raise objections
at these hearings or by writing to the City Council in
advance of the hearing. City Council Meetings are held at
7:00 p.m. in the Civic Theater at 13777 Fruitvale Avenue,
Saratoga.
City of Saratoga, City Manager’s Office
408.868.1269
www.saratoga.ca.us/weed_brush
Santa Clara County Fire Brush Program
408.378.4010
www.sccfd.org/fire-prevention/fire-prevention-
overview
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Weed & Brush Abatement At a Glance
WEED & BRUSH ABATEMENT REQUIREMENTS
REQUIREMENTS:WEED ABATEMENT BRUSH ABATEMENT
Post clearly visible house address with numbers that are at
least 4 inches high on a contrasting background
Keep flammable vegetation 6 inches or less (excluding
ornamental vegetation), including the right-of-way next to
roadways
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 one-half inch mesh
spark arrester
Properties Equal to or 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 in Very High Fire Hazard Severity Zone:
Create 100 feet of defensible space by clearing flammable
vegetation 30 feet around structures and a reduced fuel
zone for the remaining 70 feet or to the property line
Where are the WUI and fire hazard severity zones in the City? The WUI area is the part of the City at the
greatest risk for wildfire and primarily consists of the hillsides and nearby areas. Visit www.saratoga.ca.us/
weed_brush to see a map of the WUI and the different fire hazard severity zones.
What is defensible space? Defensible space decreases fuel for wildfires and provides 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 ABATEMENT 2018 TIMELINE
APR 15 COMPLIANCE DEADLINE
Deadline to meet Weed Abatement Program
requirements. Requests for extensions must be
submitted to the City no later than 3 business days
before the Compliance Deadline. Inspections start
April 16.
MAY 14 NON-COMPLIANCE LETTERS
The City will send letters to owners of non-
compliant properties to notify the owner of
the results of inspections and of the Public
Nuisance and Abatement Hearing, as well as costs
associated with non-compliance.
JUNE 20 NUISANCE DECLARATION & ABATEMENT
ORDER HEARING
City Council public hearing to consider a resolution
declaring non-compliant properties as a public
nuisance and authorizing removal of weeds/public
nuisance. Notice of hearing will be mailed at least
10 days prior to the hearing. Owners may request
that the City Council remove their property from
the nuisance declaration and abatement order.
After the hearing, the County contractor will
begin abatement work. If work is performed by
the County contractor, the property owner will
be responsible for the Contract Work Fee and
actual cost of work. The property owner will not
be subject to the Contract Work Fee or cost of
work if the property is compliant when the County
contractor arrives.
AUG WEED ABATEMENT BILLS
Bills for Weed Abatement Program fees will be
issued to subject property owners.
SEPT PAYMENT DUE
Deadline to submit payment to the City of
Saratoga for Weed Abatement Program fees.
OCT 17 ASSESSMENT PUBLIC HEARING
City Council hearing to consider a resolution
confirming assessments on properties for unpaid
bills. Owners may request that the City Council
remove their property from the assessment list.
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SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Resolution Reaffirming the City of Saratoga’s Commitment to
Communitywide Firearm Safety
RECOMMENDED ACTION:
Adopt resolution reaffirming the City of Saratoga’s commitment to communitywide firearm
safety.
BACKGROUND:
The attached resolution has been placed on the March 21, 2018 City Council agenda at the
request of Mayor Bernald and Vice Mayor Cappello. The resolution states the City Council’s
commitment to communitywide firearm safety and desire to eliminate gun-related deaths in the
City of Saratoga.
ATTACHMENTS:
Attachment A –Resolution Reaffirming the City of Saratoga’s Commitment to Communitywide
Firearm Safety
70
RESOLUTION NO. 18-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
REAFFIRMING THE CITY’S COMMITMENT TO
COMMUNITYWIDE FIREARM SAFETY
WHEREAS, Saratoga is a diverse city represented by a multitude of cultures, faiths, and
beliefs, with a shared desire for a safe community that is free of gun violence; and
WHEREAS, according to the United States Centers for Disease Control data, there are
more than 12,700 homicides every year as a result of gun violence; and
WHEREAS, on average, 7 children and teenagers are killed by guns every day in the
United States, including unintentional shootings; and
WHEREAS, an average of 50 women are shot to death by their partners each month; and
WHEREAS, approximately two-thirds of firearm related deaths in the United States are
suicides; and
WHEREAS, recent mass shootings have resulted in a call to action to enact policies and
legislation that prevent the senseless loss of life as a result of guns; and
WHEREAS, the loss of life due to firearm violence or accidents is tragic and
preventable; and
WHEREAS, each person is entitled to live a life free from fear of violence or assault in
all forms; and
WHEREAS, the State of California received an A grade in the Giffords Law Center
Annual Gun Law Scorecard due to the State’s regulations regarding firearms; and
WHEREAS, through the right balance of policies and programs, firearm deaths can be
reduced.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby reaffirm its commitment to the safety of Saratoga’s residents and expresses its desire to
eliminate firearm deaths in the City of Saratoga. The City Council further encourages and
supports sensible, collaborative strategies that seek to prevent firearm violence while maintaining
the safety, security, and rights of individuals.
71
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 21st day of March 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
ATTEST:
DATE:
Nora Pimentel, MMC
City Clerk
72
SARATOGA CITY COUNCIL
MEETING DATE:March 21, 2018
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 2018/19 and
determine allocations.
BACKGROUND:
The City Council has considered community event grant funding requests through a formal
application process for the last six 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 20, 2017 City
Council meeting,Council allocated $40,000 to the program for Fiscal Year 2018/19 with
$19,500 secured for six traditional events/organizations.These organizations were exempt from
the regular application process. The allocations for secured funding recipients are below:
73
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
The Saratoga Village Development Council (SVDC) submitted a request to increase the amount
of secured funding from $2,000 to $3,500. This request is included as Attachment D.
After securing $19,500 for traditional events out of the total $40,000 allocated to the program for
FY 2018/19, there is $20,500 remaining. The City received 9 applications amounting to $26,500
in Community Event Grant Program requests. Attachment A includes a detailed summary of the
applications received and the secured funding grants confirmed at the December 20, 2017 City
Council meeting. Attachment B lists a comparison of applications and funding for FY 2017/18
and FY 2018/19.
The applications received are included as Attachment C. Please note that Attachments A and B
list a $1,000 request from the California Holocaust Action and Awareness Interactive Museum,
while their application requested $3,000. The application includes three event dates, two of
which occur during the current Fiscal Year. The event organizer was unavailable to confirm their
grant request, so staff updated the request based on the assumption they requested $1,000 per
event. All applicants have been encouraged to attend the March 21, 2018 Council meeting to
answer questions regarding their applications.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
The City released the application on January 17, 2018. 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, and shared by the Saratoga News.
ATTACHMENTS:
Attachment A – Summary of Community Event Grant Applications and Secured Funding
Attachment B – Application and Funding Comparison for FY 2017/18 and 2018/19
Attachment C – Community Event Grant Applications
Attachment D – SVDC Secured Funding Increase Request
74
Attachment A: Summary of Community Event Grant Applications and Secured Funding
Secured Funding
FY 2018/19 Funding
$40,000 Allocated
$19,500 Secured Funding
$20,500 Available for Applications
Applications Received
Community Event Request Event Date Attendance Location Organization
Girls Scout Crafts at Blossom Festival $ 750 Mar. 23, 2019 1,000 Heritage Orchard & Civic Center Girl Scout Service Unit 618
Hakone Matsuri $ 5,000 May. 19, 2019 1,500 Hakone Estate and Gardens Hakone Foundation
Mosaic Saratoga $ 5,000 Oct. 19, 2018 300 Saratoga Civic Theater Sangam Arts
Opera in the Park $ 3,500 Sept. 15, 2018 500 - 600 Wildwood Park Bay Shore Lyric Opera Company
Rock the Garden $ 3,250 Jul. 20, 2018 1,500 Montalvo Arts Center Montalvo Arts Center
SASCC Health Fair $ 5,000 Sept. 29, 2018 250 Joan Pisani Community Center SASCC
Shushan Playland $ 2,000 Mar. 24, 2019 440 Congregation Beth David Congregation Beth David
CA Holocaust Action & Awareness Interactive Museum $ 1,000 Nov. 18, 2018 1,000 Saratoga Library CHAIM
Saratoga Oak Street Grammar School Reunion $ 1,000 Jul. 28, 2018 80 Wildwood Park Reunion Committee
Total $ 26,500
Saratoga-Based Non-Profit
Community Event Grant Amount Request
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 $ 1,500
Total $ 19,500 $ 1,500
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Attachment B: Application and Funding Comparison for FY 2017/18 and 2018/19
FY 2017/18 and 2018/19 FY 2017/18 FY 2018/19
Community Events Request Allocation Request
California Holocaust Action and Awareness Interactive Museum $ - $ - $ 1,000
Chinese Mid-Autumn Festival $ 450 $ 390 $ -
Girls Scout Crafts at Blossom Festival $ 500 $ 460 $ 750
Hakone Matsuri $ 5,000 $ 5,000 $ 5,000
IOOF Easter Egg Hunt $ 600 $ 540 $ -
Mosaic Saratoga $ - $ - $ 5,000
Opera in the Park $ 3,500 $ 2,480 $ 3,500
Relay For Life of Saratoga $ 5,000 $ 2,580 $ -
Rock the Garden $ 3,700 $ 2,280 $ 3,250
Saratoga Oak Street Grammar School Reunion $ 1,000 $ - $ 1,000
SASCC Health Fair $ 5,000 $ 4,180 $ 5,000
Shushan County Fair $ 3,000 $ 2,590 $ 2,000
Total $ 27,750 $ 20,500 $ 26,500
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City of Saratoga
Community Event Grant Application
Event Name: The Saratoga Blossom Festival 2019
Event Date: TBD Event Hours: 1 Q am tO 4 pm
Eventlocation:saratoga Heritage Orchard and Civic Center Area
Grant Request: $?SO
Contact Name: Flora Hoffman
ntie=Girl Scout leader
Total EventCost:TBD
Organization=Girl Scouts Service Unit 618 (Saratoga) Address:20431 W alnut Ave
Phone: 4082183443 Email:flora.hoffman@gmail.com
Event Description: Organized by the Saratoga Historical Foundation, the Blossom Festival honors our beautiful city's agricultural history.
EStimated 1 000 children One Time Event D Annual Event It/ I Attendance:
Funding Amount Received from City in Past:$460 for 2018 Blossom Festival
Other Funding Sources:
Include source & amount donations from Girl Scout parents (est. $50 to $100)
Event Promotion Plan: Handled by Saratoga Historical Foundatio n Advertising & marketing
Prior Event Organizing Experience: The Girl Scouts have worked with the Saratoga Historical Foundation for at least
Describe the experience of the event the past 5 years to develop and run the arts & crafts table activities for children of
coordinator and the organization all ages, always with a nature theme. Flora Hoffman has volunteered with her
t· fi d troop for the past 5 years. This is her first year as event coodinator and she will reques mg un s work closely with previous years' event coordinators.
Building Community: The arts & crafts tables gives the children visiting The Blossom Festival How will your event build a hands-on activities and something to take home with them. The youngest sense of community? Girl Scouts (ages 5 to 8) distribute flowers to all visitors. The tissue paper
flowers are made by Girl Scouts of all ages in the months leading up to
Blossom Festival. Since the Blossom Festival honors Saratoga's
agricultural history, the Girl Scouts try to select arts & crafts which have a
nature theme. 77
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, o�cials, 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
Applicant Name Appl" ant Signa e 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.
SUBMIT TO:
Lauren Pettipiece I City of Saratoga
13777 Fruitvale Avenue, Saratoga, CA 95070
Office: (408) 868-1275 I Fax: (408) 867-8559
Email: lpettipiece@saratoga.ca.us
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Please note: in 2018, we are using supplies left over from previous years'
Blossom Festivals, as well as purchasing some new supplies. In 2019, we
anticipate we will not have much left over from 2018, so will need to purchase
more volume of supplies. Therefore, we have increased the amount requested in
the city grant for 2019. Thank you!
Activities and supplies needed:
Flower Friendship Bracelets: Supplies needed: 200 skeins of multi colored thread;
paper stock circles. Estimate: $75
Cherry Blossom Tree art: Need copy of cherry Tree trunk on large 11X17 paper
(copies made at Kinkos) to pass out with pencils, tissue paper and glue for the
blossoms on the tree (younger children use colored 'Do-a-Dot Art' pens). Supplies
needed: 11X17 paper copies at Kinko's, colored pencils, tissue paper, glue and glue
sticks, Dot markers. Estimate: $350
Very Hungry Caterpillar art: Need green paper leaf. Glue on little porn porn balls,
google eyes and pipe cleaner antlers to make caterpillars. Supplies needed: green
construction paper, glue, porn porn balls, google eyes, and scissors. Estimate: $100
Small children (toddlers) art table: we have a small table set up with coloring books
and crayons/pencils/pens. Supplies needed: coloring books with nature theme,
crayons. Estimate: $50
Tissue Paper Flowers (the youngest Girl Scouts pass out to all community members
who attend the Festival): Troops/girls make ahead of time with tissue paper, pipe
cleaner & beads. Supplies: tissue paper, pipe cleaners, colored beads. Estimate: $75
Tables and decorations (one small folding table for little kid crafts, table covers,
large flowers, baskets) for the craft tables. Estimate: $100
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City of Saratoga
Community Event Grant Application
SUMMARY Of EVfNf
EventName: 20TH ANNUAL HAKONE MATSURI
Event Date: MAY 19, 2019 Event Hours: 11 :00 AM-4:00 PM
Eventlocation: HAKONE ESTATE AND GARDENS
Grant Request: $S,000 Total Event Cost: $20,000
CONTACT FOR GRANT APPUCATION
ContactName: SHOZO KAGOSHIMA
r.de: EXECUTIVE DIRECTOR
Organization: HAKONE FOUNDATION
Address: PO BOX 2324 SARA TOGA CA 95070
Phone: 408-7 41-4891 Email:sHOZO.KAGOSHIMA@HAKONEGARDENS.ORG
ABOUT THE EVENT
Event Description: CUL TURAI. EVENT TO PROVIDE COMMUNITY THE OPPORTUNITY TO EXPERIENCE FOOD, ENTERTAINMENT, AND ARTS OF JAPAN.
Estimated 1 500 One Time Event D Attendance:
Funding Amount Received from City in $ $ Past: 4,700 -5,000
Other Funding Sources:
AnnualEvent Iv'!
Include source & amount CORPORATE DONATIONS-$3,400 INDIVIDUAL DONATIONS-$3,500 SARATOGA COMMUNITY GRANT-$4,650
Event Promotion Plan: PUBLIC RELA TONS, PRINTED FLYERS IN STORE FRONTS IN VILLAGE,
Advertising & marketing ADVERTISING IN JAPANESE PUBLICATION
Prior Event Organizing Experience: 2019 WILL BE THE 20TH ANNUAL MATSU RI.
Describe the experience of the event
coordinator and the organization
requesting funds
Building Community: THIS IS A COMMUNITY EVENT DESIGNED AROUND THE
How will your event build a FOUNDATION'S MISSION OF PROVIDING A DEEPER
sense of community? UNDERSTANDING OF JAPANESE CULTURE.
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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, e ees gents and volunteers as additional insured. Applicant must provide a "Certificate of Insurance" with "Ad . ional I uredzEn o� ement" to the City prior to holding the event described above.
Applicant Name 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.
SUBMIT TO: Lauren Pettipiece City of Saratoga 13777 Fruitvale Avenue, Saratoga, CA 95070 Office: (408) 868-1275 Fax: (408) 867-8559 Email: lpettipiece@saratoga.ca.us
81
Income Details 2015 Actual 2016 Actual
(A)
2017 Actual
(B)
Difference
(B)-(A)
Entrance for $5 per visitor 4,151$ $ 4,151
Food Sales 5,193$ 4,400$ 2,090$ $ (2,310)
Soft Drink Sales 732$ 951$ 400$ $ (551)
Beer Sales 1,000$ 791$ 373$ $ (418)
Kimono Sales 556$ 1,237$ 607$ $ (630)
Urasenke Tea 378$ 620$ 540$ $ (80)
Omotesenke Tea 385$ 325$ 315$ $ (10)
Auction & Bazaar 547$ 1,259$ 533$ $ (726)
Mini-Vendor Spot Charge 747$ 518$ 460$ $ (58)
Donation from companies 5,400$ 4,300$ 3,400$ $ (900)
Donation from individuals 4,098$ 4,410$ 3,500$ $ (910)
Grant from Saratoga City 5,000$ 4,630$ $ (370)
Kimono Uchikake Sales 1,500$ $ 1,500
Kitsuke (Kimono Wearing)750$ $ (750)
Donation at Reception 877$ 304$ $ (304)
Children's Games 702$ 605$ $ (605)
Sake Tasting Donation 56$ $ (56)
Total Income 20,615$ 25,526$ 22,499$ (3,027)$
Food Tents 1,911$ 1,395$ 1,260$ $ (135)
Health Department license 1,064$ 794$ 706$ $ (88)
Liquor License 75$ 75$ 75$ $ -
Shuttle Bus Charges 4,900$ 8,637$ 9,324$ $ 687
Sheriff Charges 1,000$ 1,307$ no invoice yet #VALUE!
Beer Costs 1,170$ 277$ 375$ $ 98
Soft Drinks Costs 250$ 273$ 510$ $ 237
Advertising Costs (J-Weekly)500$ 500$ 500$ $ -
Handy Fan Costs 638$ 760$ 736$ $ (24)
Posters & Cards Costs 509$ 156$ 300$ $ 144
T-Shirts Costs 500$ 713$ 713$ $ -
Brochures 300$ 332$ 333$ $ 1
Portable Toilets 468$ 476$ $ 8
Signs Production 760$ $ (760)
West Valley College (Parking)400$ 435$ 35$ $ (400)
Two-Way Radio Rental 150$ $ 150
Utensils and Supplies 66$ 160$ $ (160)
Kagami Kai Performance 500$ $ -
Total Expenses 13,783$ 17,042$ 15,493$ $ (1,549)
Net Profit 6,832$ 8,484$ 7,006$ $ (1,478)
2017 Hakone Matsuri P/L
Expense Details
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Donor Names
(Company)2015 Actual 2016 Actual
(A)
2017 Actual
(B)
Difference
(B)-(A)
Nikon Precision Inc.1,000$ 1,000$ -$
Hitachi Chemical Co. 500$ (500)$
Ishi Limousine Inc.250$ 250$ (250)$
NUL System Services Corp.250$ 250$ (250)$
Teikoku Pharma USA, Inc.500$ 500$ 300$ (200)$
NTK Technologies, Inc.500$ 500$ (500)$
JSR Micro, Inc.500$ 500$ 500$ -$
Fuji Electric Corp. of America 500$ 500$ (500)$
Konica Minolta Laboratory USA -$
Tokyo Ohka Kogyou America 1,000$ 300$ 300$ -$
Enplas Tech Solutions, Inc.1,000$ 1,000$ 1,000$
Renesas Electronics America 700$ 300$ 300$
Shinko Electric America 200$ -$
Company Donation Total 5,400$ 4,300$ 3,400$ (900)$
Donor Names
(Individual)2015 Actual 2016 Actual
(A)
2017 Actual
(B)
Difference
(B)-(A)
SF Japan Consulate General 1,000$ 700$ 500$ (200)$
Mr. T. Kurosawa 1,000$ 1,000$ -$
Mr. J. Ichikawa 1,000$ 1,000$ -$
Mr. Y. Hashimoto 508$ 250$ (250)$
T. Shimabe 110$ (110)$
Dr. Okai 500$ 250$ (250)$
Parking Fee of Hakone Gardens 690$ -$
Individual Donor 100$ (100)$
Handy Fan 600$ 1,000$ 1,000$ -$
Japan Foundation of LA 800$ -$
Individual Donation Total 4,098$ 4,410$ 3,500$ (910)$
(1) Canon USA ( 2 Printers )
(2) Mori Massage Co. ( 3 Gift Certificates )
Auction Donors (2017)
83
City of Saratoga
Community Event Grant Application
SUMMARY OF EVENT
Event Name: Mosaic Saratoga
Event Dat e: Octobe r 19th 2018' Event Hours:6:30 _ 8:30 PM
Event Location :saratog a Civic Theat er
Grant Request: $S,000
CONTACT FOR GRANT APPLICATION
Contact Name:usha Srinivasan
Title:President
Orga nization:sangam Arts
-Addre-ss:19143 Harleigh Drive, Saratoga, CA 95070
Total Event Cost:$9,500
Phone: 408. 718.6729 Email=usha @sang amar ts.org
ABOUT THE EVENT
Event Description: A 90 minute seamless performance of collaborative, multicultural music and dance
Estimated 300 Attendance:
Funding Amount Received from City in
One Time Event [ZJ
Past: First-time applicant
Other Funding Sources:
AnnualEvent D
Include source & amount Funds raised by Sangam Arts through other grants ($2 ,500), Sponsors ($2,000
Event �r�motion Pia�: Partnerships with schools, Rotary Club, Library, Saratoga Chamber ofAdvert,smg & marketmgcommerce, Online advertisin g, Social Media and flyers
Pr io r Event Organizing Experience: Sangam Arts has presented over 23 multicultural events all aroundDescri_be the expe rience of _the _event the_Ha¥-A[e_a_[eac_bjn_g _an__audLenc_e_oLo_v_etl5_,_a_no_._We _pLes_entedcoordmator and the or gamzatton "Woodwind & Reed -Flutes from around the Globe" on January 29th requesting funds at Saratoga Library and it was very well received
Buildin� Comm unity: . Mosaic Saratoga is an initiative of Sangam Arts that is designed to How w,II your eve�t bwld 0strengthen our diverse community through collaborative multicultural arts.sense of community? We carefully curate and present performances that showcase diverse artistic
traditions in a way that helps the audience celebrate the things we share in
common and appreciate the differences that add richness and texture to our
social fabric. Our events are designed to draw an audience that reflects
Saratoga -people of all ages and from different cultural backgrounds. 84
INDEMNIFICATION AND INSURANCE AGREEMENT
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of
Saratoga, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and
against any and all claims, demands, causes of action, damages, liabilities, costs of expenses (including the cost of
attorney's fees for defending any action brought against the City or any of its, officers, officials, agents, employees,
boards, commissions, and volunteers), arising out of or in any manner relating to any form of loss, injury, or damage
sustained by Applicant or any person in connection with or in any way relating to the event described above.
Applicant further agrees that as a condition of receiving funding from the City applicant will have in effect in
connection with the event liability insurance coverage in the amount of at least $1 million. The insurance coverage
will name the City of Saratoga, its officers, officials, employees, agents and volunteers as additional insured. Applicant
must provide a "Certificate of Insurance" with "Additional Insured Endorsement" to the City prior to holding the event
described above.
Applicant Name Applicant Signature Date
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.
SUBMIT TO:
Lauren Petti piece I City of Saratoga
13777 Fruitvale Avenue, Saratoga, CA 95070
Office: (408) 868-1275 I Fax: (408) 867-8559
Email: lpettipiece@saratoga.ca.us
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City of Saratoga - Community Event Grant Application
1.EVENT OVERVIEW & BACKGROUND
Mosaic Saratoga is part of Sangam Arts ongoing, grassroots initiative to strengthen
Silicon Valley communities through multicultural arts. We plan to host a 90-minute
seamless performance of multicultural music and dance performed by accomplished
artists who represent the many cultures that have made Saratoga their home. This
curated thematic presentation will bring together artists from different cultures to draw
a truly diverse audience that reflects the diversity of Saratoga. Our hope is that while
Saratoga citizens may be drawn to the event by an art form they are familiar with, they
will leave with an appreciation for several more. The show will end with a moderated
discussion between the artists and audience.
While this is the first time the event will be held in Saratoga, Sangam Arts has
successfully presented similar events in Cupertino and Palo Alto to rave reviews.
2.EVENT BUDGET
Saratoga City Grant funds will be used to cover artist fees and venue rental costs.
3.FUNDING SOURCES
Sangam Arts has received funding from Applied Materials and Knight Foundation for
creating Mosaics in communities in Silicon Valley. We have set aside $2,500 of these
Sangam Arts - Mosaic Saratoga
Project Revenues
Contributed Income Total
1. Sangam Contribution 2,500$
2. City of Saratoga grant 5,000$
Earned Income
3. Sponsorships 2,000$
Total Revenues 9,500$
Project Expenses
Total
1. Artist fees 3,500$
2. Venue rental (Theater, rehearsal space)2,000$
3. Insurance 200$
4. Marketing & Promotions 1,000$
5. Production expenses (lighting, sound, etc)1,200$
6. Food, drinks, misc.400$
7. Administrative Overhead, Contingency 1,200$
Total Expenses 9,500$
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funds towards Mosaic Saratoga. We hope to raise the remaining funds from the City of
Saratoga ($5,000) and sponsorships ($2,000). Our goal is to keep this event free to
public.
4.EVENT PROMOTION PLAN
Social Media Marketing: We will have champions and influencers in the community
using Facebook, Instagram and Twitter to promote Mosaic. Our community outreach
partners, advisors and artists will help us amplify our messages on social media. We will
enlist the support of Saratoga Library and Mosaic Saratoga High Club (at Saratoga High),
Saratoga Senior Center, Saratoga Retirement Community, Chamber of Commerce and
others to help spread the word.
Email marketing: We will promote the event through our own email distribution lists and
those of our partners.
City Communications: We hope to get the help of City Council and the local community
cable channel to get the word out.
We have significant experience with marketing events and are confident that we will be
able to have a “sold out” performance
5.ABOUT SANGAM ARTS
Sangam Arts is a 501(c)3 non-profit founded in 2013. Our mission is to help create and
nurture meaningful connections between cultures in the Silicon Valley. We undertake
two types of programming
Since its inception in 2013, Sangam Arts has presented over 23 multicultural
performances by world class artists from over 15 different cultural groups and dozens of
workshops and lecture demonstrations featuring scholars and artists – reaching a total
audience of nearly 15.000.
Mosaic Silicon Valley is an ambitious grassroots movement that buttresses Sangam Arts’
mission of building strong and vibrant multicultural connection by mining our rich and
varied community assets– artists, community leaders, cultural groups, performance
venues, universities, government organizations, corporations and foundations.
We have received grants from City of San Jose, Mission City Community Fund, SVCreates,
The Knight Foundation and Applied Materials.
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6.SAMPLE FLYER
88
City of Saratoga
Community Event Grant Application
SUMMARY OF EVENT
Event Name: OPERA IN THE PARK COSI FAN TUTTE
Event Date:
Event Hours:
SEPTEMBER 15, 2018 SHOWTIME 3pm
12-6 includes set-up, show time, teardown.
Event Location: WILDWOOD PARK downtown Saratoga
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: $2300 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 newsletters, eblasts to many
organizations involved in our community. 89
Prior Event Organizing Experience: Bay Shore Lyric Opera has over 20 years of experience
producing opera productions in theater and open venues like
the one we are planning for the City of Saratoga. 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, San
Sunset Music and Arts in San Francisco and the Fox Theater, to
name a few.
Building Community: BSLO was founded in 1998, 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 patrons with the strongest commitment to
quality performances.
BSLO provides opportunities for young artists to perform and
gain valuable experience on stage with seasoned professionals.
Furthermore, because we have a strong emphasis on the
community we recruit community singers, actors set builders,
lighting specialists, musicians and volunteers in all areas of the
performing arts.
Every year we design our Opera season to include a work that
is appropriate for the Opera In the Park event in Saratoga. We
notice returning audience members over the past 4 years. It is
with great joy that we also see little kids coming back with
their grandparents and wanting to take pictures with the artist
singers after the performances. We have made the event even
more spectacular by collaboration with the Winchester
Orchestra and reaching out to an even broader audience.
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 10, 2018
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.
90
Expenses
Revised Sept. 16, 2018 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 9-16-2018 Opera in Saratoga (3-6p)
91
City of Saratoga
Community Event Grant Application
SUMMARY OF EVENT
Event Name: Rock the Garden 2018 -An Evening of Poetry, Performance, Sound, and Environmental Sculpture
Event Date: 07/20 /2018 Even t Hours:6:00pm -1 O:OO pm
Event Lo cation: Montalvo Arts Center; 15400 Montalvo Rd, Saratoga
Grant Request: $3,250 To tal Event Co st: $16,575
CONTACT FOR GRANT APPLICATION
Contact Nam e: Emily Lieu-Harris
Title: Director of Institutional Giving
Organization: Montalvo Arts Center
Address:-r52Juo-Montalvo Road, Saratoga, CA-9oU70
Phone: 408-961-584 7 Email:elieu@montalvoarts.org
ABOUT THE EVENT
Event Description: Please see attachment
Estimated 1 500 Attendance:
Funding Amo unt Received from City in
One Time Event D AnnualEvent l ✓I
Past: $2,280 (2017); $3,704 (2016); $2,000 (2015), $3,000 (2014)
Other Funding So urces:
Include source & amount Est $3,500 in concessions and parking fees. We are also seeking donations and and in-kind gifts from individuals & businesses.
Event �r�motion Pia�: The event will be publicized through our website, targeted emails, weekly newslet ters,Advert,smg & marketing blog, social media platforms, media partners, and other event listing sites.
Prio r Event Organi zing Experience: . . .
D .b h . ,I' h Montalvo produces over 200 events for the public annually, including escn e t e experience o1 t e event . . . . . al"ts-educat10A offenngs,class1cal-aAd popular-music-concerts, visualcoordinator an tfie organization
requesting funds arts exhibitions, public arts festivals, fund raising galas, and other
comm unity outreach programs.
Bui ldin� Comm unity:. Montalvo's annual Rock the Garden summer arts festival helps to build comm unity How will your eve�t bwld a by bringing together thousands of individuals of all ages and backgrounds to sense of community? celebrate together. The event, with several participatory activities, provides
opportunities for citizens from Saratoga and neighboring cities to engage socially
--bonding through a shared experience and strengthening the connections that
are the foundation for a vibrant and engaged community. The event also helps to
brand Saratoga as a place that support the arts and culture and that
enthusiastically shares those resources with other cities and communities. 92
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.
Emily Lieu-Harris
Applicant Name
• • • Digitally signed by Emily Lieu-Em I ly Lieu-Harns Hanis Date: 2018.03.0711:13:55-08'00'
Applicant Signature
3/7/2018
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.
SUBMIT TO:
Lauren Petti piece I City of Saratoga
13777 Fruitvale Avenue, Saratoga, CA 95070
Office: (408) 868-1275 I Fax: (408) 867-8559
Email: lpettipiece@saratoga.ca.us
93
City of Saratoga
2018-2019 Community Event Grant Application
Rock the Garden 2018– Event Budget
Event Expenses
Artists/Performers/Presenters $3,000*
Art Supplies and Materials $1,500
Audio Production and Equipment Rental $2,500
Parking Attendants $1,200*
Marketing and PR $1,500
Printing, programs and signage $1,200
Photography/Videography $1,000
Wine & Beer Permit $ 175
Emergency Medical Technician $ 250*
Portable Restrooms $ 500*
Concessions $1,250
Hospitality for Volunteers and Staff $ 500
Day of event staff $2,000
TOTAL $16,575
A City of Saratoga Community Event Grant will help offset costs of items that will contribute
to the safety and comfort of the public during the event. This includes fees for an Emergency
Medical Technician to be on site for the duration of the evening; portable restrooms to ensure
adequate facilities for the expected crowd; and parking attendants to help maximize our
limited parking spaces and direct traffic flow in areas where cars and pedestrians will be
moving through. The remainder of grant funds will be allocated to supporting the artists,
performers, and presenters that will be performing and leading the hands-on activities with the
public.
94
City of Saratoga
2018-2019 Community Event Grant Application Attachment
On July 20, 2018 from 6-10pm, Montalvo will invite the community to its historic property and
beautiful grounds for Rock the Garden 2018 – An Evening of Poetry, Performance, and Sound and
Environmental Sculpture. This year, we are thrilled to celebrate the premiere of our 2018 Arts on the
Grounds exhibition, The Distance Between Us. This outdoor exhibition will transform Montalvo’s
public park with three newly commissioned works that explore and pose timely questions about the
complex relationship between identity and place.
Community outreach and accessibility is a priority for Montalvo and admission to our annual summer
arts festival is free. We expect to welcome an estimated 1,500 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. The opening celebrations feature various performances and opportunities for
interactive engagement by visitors including:
Hands-on workshops to create poetry, lyrics and other short texts to be compiled into poetry
chapbooks (a small volume of poems) that will be constructed, printed and distributed to visitors
over the course of the evening.
Live performances by local, national and international artists including musician Alex Asher,
vocalist Jennifer Johns, composer Hans Tammen, and sound artist Neil Leonard.
Readings from poets and literary artists Monica Sok, Yona Harvey, Joe Jimenez, and Willie
Perdomo.
Additional performances and activities for the evening are still being finalized.
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.
95
City of Saratoga
Community Event Grant Application
EventNam e:sASCC Health Fair
Event Date: 9/29/201 8 Event Hours:9am _ 12pm
Event Location:Joan Pisani Community Center
Grant Request: 5000
Contact Name:Tylor Taylor
Title=Executive Director
Organization:sASCCAddress: 19655 Allendale Ave
Phone: 408-868-1257
Total Event Cost:5QQQ
Email:tylortaylor@sascc.org
Event Description: f . . . . . � • d ffl · Health and wellness resource air with activ,tes, m,ormat,on an ra e giveaways
Estimated 250Attendance:
Funding Amount Received from City in
P�t 4000
Other Funding Sources:
Inc lude sou rce & amount N/ A
One Time Event D Annual Event I ti' I
Event Promotion Plan: Banners, flyers, newsletter, social media, mailers, word-of-mouth
Ad vertising & ma rketing
Prior Event Organizing Experience: Annual event regularly funded byt the City of Saratoga
Describe the experience of the event
coordinator and the organization
requesting funds
Building Community: Bringing together different age and cultural groups to engage in activities
How will your event build a that increase socialization, access to resources and services related to sense of community? aging, and information on health and wellness throughout the lifespan.
96
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.
03/01/2018
Applicant Name Date
EVENT BU DGET: 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.
SUBMIT TO:
Lauren Petti piece I City of Saratoga
13777 Fruitvale Avenue, Saratoga, CA 95070
Office: (408) 868-1275 I Fax: (408) 867-8559
Email: lpettipiece@saratoga.ca.us
97
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Fr-om:Congregation Beth David 408+257+3338 02/06/2018 14:05 #149 P.002/003
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.
Sarah Hanuka
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.
SUBMIT TO:
Lauren Pettipiece I City of Saratoga
13777 Fruitvale Avenue, Saratoga, CA 95070
Office: (408) 868-1275 I Fax: (408) 867-8559
Email: lpettipiece@saratoga.ca.us
100
From:Congregation Beth David 408+257+3338 02/06/2018 14:05 #149 P .003/003
Event Description:
The Jewish holiday of Purim includes a tradition of creating a carnival.
Generally these have been rather small events that provide fun for the
synagogue's children. This year, Beth David has decided to expand the
experience for the whole community, by offering a game midway with prizes, 5
inflatable rides including a 20 foot slide, a full petting zoo, a pony cart ride,
entertainment by several musicians, a wine and chocolate tasting, and
explanations of traditi ons and holidays. There will be contests and craft
vendors, food provided by the synagogue that highlights the cultural traditions
of the holiday. In addition, there will be a silent auction and participants will
have the opportunity to taste some classic Purim treats.
Attendance:
440 for this 2 year expanded event anti cipates subsequent year 15% increase
in attendance.
Event Promotion Plan:
Ad in }Valley News (Jewish Community Newspaper), "Out and About"
magazine (Found in grocery stores and other public spaces), posters on public
bulletin boards (Le.Starbucks), 4 page color ad in Saratoga News, internal
Congregation Beth David advertising, Facebook, on line calendars
Prior Event Organizing Experience:
Congregation Beth David has extensive experience with presenting well
planned and coordinated large events both formal and informal. The
professionals involved with volunteers on this event are Sarah Hanuka, Jamie
Valdez and Membership Associates.
Building Community:
Congregation Beth David is in its new synagogue building and we hope to
reach out to the entire Saratoga community and invite them to experience not
only our newly built home, but to share aspects of our community's culture at a
time of a happy Jewish holiday.
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From:jill hunter
To:Mary-Lynne Bernald; Manny Cappello; Howard Miller; Rishi Kumar; Emily Lo; James Lindsay; Lauren Pettipiece
Subject:Community Events
Date:Monday, February 26, 2018 12:55:10 PM
Council,
As you know the SVDC has received funds from your community grants program for the last
few years. Originally, 13 years ago, the SVDC had events every single month which were
paid for by fundraising within the community. As time has gone on and I've gotten older and
less enthusiastic, the events have decreased to about 5 a year. This year I am pleased to tell
you that I have found a chairman for the popular Bollywood event in August which we did not
have last year.
Our plans this year are: Love Notes ( no cost). St. Paddy's Party which entertains
approximately 500 children for about $700, Pet Parade which we have not had for 2 years but
hope to have this year (cost $700), Bollywood which is quite costly because of the DJ and
tents $1300, and Witchy Walkabout 700 children, $600. We also would like to add the wreath
project and the America the Beautiful project for $100 each.
This list substantially increases our request from past years but as Lauren can report our funds
have not been fully used in the past.
The SVDC originally decided to have these events to increase foot traffic in the Village and to
build a strong sense of community in Saratoga. I feel we have accomplished this by
encouraging community members to volunteer, asking our merchants to be involved, and by
inviting our families to a fun, free event in their town.
I am hoping to be at your meeting March 24th to answer any questions you might have. Jill
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