HomeMy WebLinkAbout04-04-2018 City Council Agenda PacketSaratoga City Council Agenda – Page 1 of 5
SARATOGA CITY COUNCIL
REGULAR MEETING
APRIL 4, 2018
6:00 P.M. JOINT MEETING
Joan Pisani Community Center, Multi-Purpose Room | 19655 Allendale Avenue, Saratoga,
CA 95070
Joint Meeting with Saratoga Chamber of Commerce
7:00 P.M. REGULAR SESSION
Joan Pisani Community Center, Multi-Purpose Room | 19655 Allendale 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 29, 2018.
REPORT FROM JOINT MEETING
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
ANNOUNCEMENTS
SPECIAL PRESENTATIONS
Seventh Annual Global Citizenship Conference at West Valley College Presentation
Recommended Action:
Receive presentation by Dr. Tim Kelly, Acting Chair of the West Valley College Global
Citizenship Committee, about the April 12, 2018 Seventh Annual Global Citizenship
Conference at West Valley College.
Special Presentation on Catholic Charities of Santa Clara County Long Term Ombudsman
Program
Recommended Action:
Receive presentation from Catholic Charities of Santa Clara County Long Term
Ombudsman Program and provide direction to staff, as desired.
Saratoga City Council Agenda – Page 2 of 5
Special Presentation on United Way Bay Area 211
Recommended Action:
Receive presentation from United Way Bay Area 211 and provide direction to staff, as
desired.
Special Presentation on West Valley Community Services
Recommended Action:
Receive presentation from West Valley Community Services and provide direction to staff,
as desired.
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 Regular City Council Meeting on March 7, 2018.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
3/20/2018 Period 9; and 3/27/2018 Period 9.
1.3. Treasurer’s Report for the Month Ended February 28, 2018
Recommended Action:
Review and accept the Treasurer’s Report for the month ended February 28, 2018.
1.4. Consultant Contract for Village Design Guidelines Update
Recommended Action:
Approve and authorize the City Manager to enter into a professional services agreement
with Metropolitan Planning Group (M–Group) to prepare graphics and text amendments to
the City’s Village Design Guidelines in the amount not exceeding $34,000.
2. PUBLIC HEARING
None
3. GENERAL BUSINESS
3.1. Resolution to Modify the Heritage Tree Inventory
Recommended Action:
Adopt a resolution adding six new trees and removing one tree on the Heritage Tree
Inventory.
Saratoga City Council Agenda – Page 3 of 5
3.2. Village to Quarry Park Walkway – Phase I Design Contract Award
Recommended Action:
1. Approve and authorize the City Manager to Award a Design Contract to Bellecci and
Associates in the amount of $112,000.00.
2. Move to authorize staff to approve change orders up to $5,000.
3.3. Healthy Beverage & Food Policy
Recommended Action:
Approve the resolution adopting a Healthy Beverage and Food Policy.
3.4. Safe Routes to School Resolution
Recommended Action:
Adopt the resolution supporting Safe Routes to School in the City of Saratoga.
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
Saratoga City Council Agenda – Page 4 of 5
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
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 29, 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 29th 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]
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)
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2018
Saratoga City Council Agenda – Page 5 of 5
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
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
11/21
6:00 p.m. Joint Meeting with West Valley – Mission Community College Board of Trustees | 7:00
p.m. Regular Session
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.
City of Saratoga
CITY COUNCIL JOINT MEETING
Meeting Discussion Topics
Joint Meeting with Saratoga Chamber of Commerce
April 4, 2018 | 6:00 p.m.
Joan Pisani Community Center | Multipurpose Room
6:00 p.m. Welcome & Introductions
6:15 p.m. Chamber of Commerce Updates
6:45 p.m. Other Remarks & Wrap Up
Dinner will be provided at the Joint Meeting.
The Regular Session of the City Council begins at 7:00 p.m. in the Joan Pisani
Community Center Multipurpose Room. Joint Meeting attendees are invited
to attend the Regular Session and share an overview of the Joint Meeting.
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SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Deputy City Clerk
SUBJECT:Seventh Annual Global Citizenship Conference at West Valley College
Presentation
RECOMMENDED ACTION:
Receive presentation by Dr. Tim Kelly, Acting Chair of the West Valley College Global
Citizenship Committee, about the April 12, 2018 Seventh Annual Global Citizenship Conference
at West Valley College.
BACKGROUND:
West Valley College (WVC) and their Global Citizenship Committee is conducting the Seventh
Annual Global Citizenship Conference on April 12, 2018 at the WVC Campus Center. This is
also Holocaust Remembrance Day and the subject of the conference will be the “The Faces of
Genocide.”
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SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Special Presentation on Catholic Charities of Santa Clara County Long
Term Ombudsman Program
RECOMMENDED ACTION:
Receive presentation from Catholic Charities of Santa Clara County Long Term Ombudsman
Program and provide direction to staff, as desired.
BACKGROUND:
Catholic Charities of Santa Clara County Long Term Ombudsman Program provides advocacy
and support for people age 60 and older living in nursing and residential care facilities. Services
include complaint investigation, response to elder and dependent adult abuse reports for residents
in care facilities, and witnessing of Advanced Health Care Directives for residents in nursing
homes. For a number of years, the City of Saratoga has provided grant funding to the Long Term
Ombudsman Program in the amount of $5,000 per fiscal year. Additional information about the
program is available at https://www.catholiccharitiesscc.org/long-term-care-ombudsman-
program.
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SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Special Presentation on United Way Bay Area 211
RECOMMENDED ACTION:
Receive presentation from United Way Bay Area 211 and provide direction to staff, as desired.
BACKGROUND:
United Way Bay Area operates the toll-free 211 line that Bay Area residents can call to connect
with a variety of resources, including basic needs (such as food, clothing, emergency shelters),
physical and mental health services, employment assistance, support for seniors, and volunteer
opportunities. Additionally, 211 can be used during disasters to share information, such as
evacuation routes, food and shelter locations, and to access housing support during the recovery
process. The 211 services are confidential and available 24 hours per day and in more than 150
languages. For a number of years, the City of Saratoga has provided grant funding to the United
Way Bay Area 211 in the amount of $2,000 per fiscal year. Additional information about United
Way Bay Area 211 is available at http://www.211bayarea.org/santaclara/.
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SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Special Presentation on West Valley Community Services
RECOMMENDED ACTION:
Receive presentation from West Valley Community Services and provide direction to staff on the
West Valley Community Services request for funding.
BACKGROUND:
West Valley Community Services is a non-profit located in Cupertino that was founded in 1973
and provides a continuum of basic needs, family support services, and housing services,
including food pantry services. West Valley Community Services serves Saratoga, Cupertino,
West San Jose, Los Gatos, Monte Sereno, and nearby areas in the Santa Cruz Mountains. For a
number of years, the City of Saratoga has provided grant funding to West Valley Community
Services in the amount of $8,000 per fiscal year.
West Valley Community Services has submitted a request to increase their funding by $20,000
per year to further support the Community Access to Resources and Education (CARE) Program
(Attachment A). The additional funding would cover costs associated with a part-time Intake and
Outreach Worker in Saratoga.
CARE provides benefits assistance (such as Covered California and CalFresh) for low income
and high-risk households, outreach and education on housing laws, outreach and education on
changing demographics (including changing needs and policy changes that may have notable
impacts locally), and hosting health and resource fairs. West Valley Community Services has
seen a 35% increase in demand for services since 2015.
Additional information about West Valley Community Services is available at
www.wvcommunityservices.org.
ATTACHMENTS:
Attachment A –CARE Funding Request
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Community Access to Resources and Education Grant Proposal
Agency Overview
West Valley Community Services, Inc. is a private non-profit, community-based agency that has
been providing direct assistance and referral services in the West Valley communities of
Cupertino, Saratoga, Los Gatos, Monte Sereno, West San Jose, and the unincorporated mountain
regions for 44 years. We provide a continuum of basic needs, housing assistance, and family
support services including information and referrals, food, homeless services, affordable
housing, financial assistance and case management. The mission of West Valley Community
Services is uniting the community in ending hunger and homelessness.
According to the US Census there are 22,000 men, women, and children are living in poverty.
Since the last census, low income individuals and families have faced rapidly increasing housing
costs and stagnating wages that are threatening their safety, health, and self-sufficiency. Some of
the challenges clients are facing in Santa Clara County are:
*Lack of affordable housing for low-income families
*Income insecurity due to high debt ratios and low savings
*Underpaid workforce with lack of benefits including paid sick leave, vacation and retirement
benefits
*Increase in commute time and transportation costs
As a result of these issues in Silicon Valley, West Valley Community Services experience an
increase in demand year over year of 35% since 2017. Despite this challenge, we were able to
scale our operation and assist everyone who came to our doors for help. West Valley Community
Services assisted 1590 new individuals facing a hunger or housing crisis in our community.
3,893 men, women, and children received help from West Valley Community Services. We
provided groceries, household items, adult diapers and personal care items to 1,586 individuals,
and distributed more than 516 pounds of food per client in the last year (824,644 pounds of food
through our pantry overall). In addition, we helped clients avoid homelessness by providing
$166,544 in emergency financial assistance for rent, utilities, and apartment deposits.
Here is a breakdown of the services provided specifically to Saratoga residents:
8% of clients WVCS served lived in Saratoga.
7% of new clients were Saratoga residents.
25 Saratoga residents participated in special programs
7 Saratoga residents received emergency financial assistance
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8% of food pantry users lived in Saratoga
Saratoga client household demographics:
55% single adult
12% households with children
33% adult couple, no children
Program Overview
Community Access to Resources and Education (CARE) builds healthy communities by
providing easy access to services such as food, public benefits, and medical insurance enrollment
for low income and high-risk households in our communities; educating the clients about new
policies such housing laws, rent control, payday lending, immigration laws etc; educating the
community at large about the changing demographics, changing needs, and policy changes that
have major impacts on the local level; and connecting the clients to resources by hosting health
fairs and resource fairs which benefits everyone in the community
CARE services include:
Benefits Assistance: Case managers work with clients so that they understand the
application process, processing time and their legal rights, as well as overall education on
how these programs help clients transition to self-sufficiency. In addition to the on-site
services described above, case managers also provide assistance with applications to
other benefits including Covered California, CalWorks, CalFresh, Medi-Cal,
Free/Reduced lunch, and Healthy Kids.
Emergency Financial Assistance: WVCS provides one-time emergency financial
assistance for homeless prevention to help families avoid eviction and maintain housing
and/or rapid re-housing to help re-house families that have been displaced.
Food Pantry: All qualified clients have access to the food pantry in Cupertino opr the
mobile food pantry in order to supplement their needs and reduce grocery expenses.
Every visit to the food pantry includes fresh fruit and vegetables, fresh bread, eggs, a
source of protein, and milk, sourced from Second Harvest Food Bank and generous
donations from local grocery stores such as Safeway and Whole Foods.
Educational Workshops: Workshops offered by CARE supplement client goals with a
focus on various topics relating to overall client health. For example, the parent education
workshop helps families understand the healthy development of children/youth and
creates quality learning opportunities for parents.
Employment Services: For clients who are unemployed or underemployed, assistance and
resources are provided that help them achieve and maintain long-term, stable
employment. Through the assistance of volunteer career counselors, program participants
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are assistance with resumes and cover letters, career assessment, job searches, and
interview training.
Financial Coaching: This program works on breaking the cycle of a financial crisis by
increasing income, decreasing debt, and establishing or improving credit. Clients learn
how to stretch income to cover all expenses, understanding the credit score and repairing
credit, creating a savings plan, or learning more about how to better manage money.
Some of the unique services offered by West Valley Community Services to Saratoga
residents includes :
Mobile Food Pantry - The Mobile Food Pantry provides mobile outreach to low income and
homeless individuals and families living in Saratoga, Los Gatos, and West San Jose. The food
pantry is stocked with items similar to what can be found at our Cupertino location, with the
convenience of a location closer to where our clients live and/or work. Clients have access to a
variety of food, including dairy items, fresh fruits and vegetables, canned goods, and other
groceries. Other services offered on the mobile unit include case management, referrals, and
emergency financial assistance.
One stop shop model - West Valley Community Services offers a number of supportive services
to clients such as wellness classes, nutrition education on prevention of chronic disease,
subsidized bus passes, computer classes, and benefit assistance to help clients enroll or reinstate
public benefits such as food stamps, SSI, SSDI, MediCal, free phone services, or PGE discounts
for seniors. These services are offered at our office or the mobile food pantry. Offering services
in one location help clients access these programs easily and increase the odds that they will take
advantage of as many services as possible, improving the likelihood of the client becoming self-
sufficient over time. It also helps clients save time and money because they are not commuting to
various agencies trying to connect to these services.
Part of a network of agencies - In the last 44 years in business, West Valley Community
Services has developed partnerships with a network of other service providers such as the school
districts, community centers, affordable housing programs, rental properties. These partnerships
are helping us reach our clients faster and prevent homelessness and eviction for west valley
residents.
Housing Specialist Assistance - Due to the rising rent cost and lack of affordable housing, a lot
of low-income families are at risk of becoming homeless. The Housing Specialist program
offered at West Valley Community Services invites clients to work with an employee focused on
housing in order to learn about affordable housing options available to them. The housing
specialist can also help the client apply for housing options, and often negotiates rent with
landlords. Last year, 20 households were placed in permanent housing and we were able to help
prevent homelessness.
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Supportive Services for homeless- The goal of this program is to help current homeless
individuals and families secure permanent housing, maintain employment, enhance income
opportunities, and achieve financial stability. This goal in achieved through intensive case
management, housing search, landlord mediation, benefits clinics, and financial coaching. This
service aims to end homelessness by coordinating multilevel services and leveraging resources in
the community in order to build long-term stability and self-sufficiency for participants. Other
services provided to the clients include benefit assistance, financial coaching, free bus pass,
housing search assistance, safe parking, and weekly laundry quarters.
Funding Request
West Valley Community Services is requesting funding in the amount of $20,000 for CARE
program. This funding is for the staffing cost of a part time Intake and Outreach Worker and
10% overhead. This funding provides a part- time worker in Saratoga. We will be leveraging
other funding sources for program manager staff time, case management, and emergency
financial assistance.
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SARATOGA CITY COUNCIL
MEETING DATE:April 4, 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 Regular City Council Meeting on March 7, 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 Regular City Council Meeting on March 7, 2018.
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Saratoga City Council Minutes – Page 1 of 6
MINUTES
WEDNESDAY, MARCH 7, 2018
SARATOGA CITY COUNCIL REGULAR MEETING
At 4:45p.m., the City Council held interviews at 13777 Fruitvale Avenue in the Administrative
Conference Room to fill 2 terms on the Planning Commission. The Council selected incumbent
Colleen Fitzsimmons and Lucas Pastuszka to fill terms each beginning on April 1, 2018 and
ending March 31, 2022.
Immediately following the Commission interviews the Council held a Study Session at 13777
Fruitvale Avenue in the Administrative Conference Room to discuss and conduct the
prioritization process for the Fiscal Year (FY) 2018/19 Capital Improvement Budget.
Mayor Bernald invited public comment on this item.
The following person requested to speak:
Nancy Johnson
No one else requested to speak.
Tony McFarlane Finance Manager, provided an overview of the objectives of the study session
and actions taken at the City Council Retreat on February 16, 2018.
The City Council considered projects on the FY 2017/18 Unfunded CIP projects list and selected
projects to consider for funding, to close, or keep on the Unfunded CIP projects list for FY
2018/19.
The City Council reviewed projects currently funded but not encumbered.
At 7:08 p.m., Mayor Bernald called the Regular Session to order in the Administrative Conference
Room, City Hall at 13777 Fruitvale Avenue in Saratoga and led the Pledge of Allegiance.
ROLL CALL
PRESENT:Mayor Mary-Lynne Bernald, Vice Mayor Manny Cappello
Council Members, Howard Miller, Emily Lo, Rishi Kumar
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, Deputy City Manager
Nora Pimentel, City Clerk
Mary Furey, Finance and Administrative Director
REPORT ON POSTING OF THE AGENDA
City Clerk Nora Pimentel reported that the agenda for this meeting was properly posted on
February 15, 2018.
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Saratoga City Council Minutes – Page 2 of 6
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Corrine Vita expressed concern about the 4-way stop sign at Big Basin Way and 4
th Street
approved at the last Council meeting.
Keith Armstrong spoke about the Hakone Gardens proposed pump facility.
ANNOUNCEMENTS
Mayor Bernald made the following announcements: Hanami at Hakone – Cherry Blossom Night
viewing in the spring; St. Paddy’s Party on March 17, 2018; Paint the City Kickoff on March 24,
2018; and the Blossom Festival on March 24, 2018.
CEREMONIAL ITEMS
Proclamation Recognizing March as Youth Arts Month
Recommended Action:
Present a proclamation to a representative of Artspiration, the Santa Clara County Arts
Initiative.
Mayor Bernald and the City Council presented the Proclamation recognizing March as
Youth Arts Month.
Commendations for Science Fair Winners
Recommended Action:
Present commendations to the 2017 Synopsys Silicon Valley Science and Technology
Championship Science Fair Winners who live in Saratoga.
Mayor Bernald and City Council Members presented Commendations to the Science Fair
Winners.
Mayor Bernald and the City Council presented commendations to the 2017 Synopsys
Silicon Valley Science and Technology Championship Science Fair winners
Proclamation Recognizing March as American Red Cross Month
Recommended Action:
Present a proclamation to a representative of the American Red Cross and receive a
presentation about American Red Cross in Santa Clara County.
Mayor Bernald and the City Council presented the Proclamation recognizing March as
American Red Cross Month to Jim Yoke. Following the proclamation presentation, Jim
Yoke made a presentation to Council.
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on February 21, 2018.
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Saratoga City Council Minutes – Page 3 of 6
MILLER/CAPPELLO MOVED TO APROVE THE CITY COUNCIL MINUTES FOR THE
REGULAR CITY COUNCIL MEETING ON FEBRUARY 21, 2018. MOTION PASSED.
AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
02/20/2018 Period 8; and 02/27/2018 Period 8.
MILLER/CAPPELLO MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 02/20/2018 PERIOD 8;
AND 02/27/2018 PERIOD 8. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER,
LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE
1.3. Treasurer’s Report for the Month Ended January 31, 2018
Recommended Action:
Review and accept the Treasurer’s Report for the month ended January 31, 2018.
MILLER/CAPPELLO MOVED TO ACCEPT THE TREASURER’S REPORT FOR THE
MONTH ENDED JANUARY 31, 2018. MOTION PASSED. AYES: BERNALD, CAPPELLO,
MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE
1.4. City Council Norms Update
Recommended Action:
Adopt a resolution amending the City of Saratoga City Council Norms of Operation
RESOLUTION NO. 18-005
MILLER/CAPPELLO MOVED TO ADOPT A RESOLUTION AMENDING THE CITY OF
SARATOGA CITY COUNCIL NORMS OF OPERATION. MOTION PASSED. AYES:
BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE
2.PUBLIC HEARING
None.
3.GENERAL BUSINESS
3.1. FY 2017/18 Mid-Year Budget Status Report and Budget Adjustment Resolution
Recommended Action:
Review Mid-Year Budget Status Report and adopt the attached resolution approving the
proposed budget adjustments.
Mary Furey, Finance and Administrative Services Director, presented the staff report.
Mayor Bernald invited public comment on this item.
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Saratoga City Council Minutes – Page 4 of 6
The following person requested to speak:
Corrine Vita
No one else requested to speak.
RESOLUTION NO. 18-006
MILLER/CAPPELLO MOVED TO ADOPT A RESOLUTION APPROVING THE
PROPOSED BUDGET ADJUSTMENTS.MOTION PASSED. AYES: BERNALD,
CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE
3.2. Website Features and Functionality
Recommended Action:
Direct staff accordingly.
Crystal Bothelio, Deputy City Manager, presented the staff report.
Mayor Bernald invited public comment on this item.
The following person requested to speak.
Corrine Vita
No one else requested to speak.
Several members of the City Council commented that there is room for improvements and
directed staff to return within six months with a staff report to discuss a mobile app.
COUNCIL ASSIGNMENTS
Mayor Mary-Lynne Bernald
Council Finance Committee –There will be a meeting on March 8, 2018.
Public Art Committee –There will be a meeting on March 8, 2018.
South Flow Arrivals Ad Hoc Committee – Mayor Bernald reported participating in the last
meeting by phone and that the committee is meeting regularly every two weeks.
West Valley Mayors and Managers –There was a meeting last week at the Senior Center and the
group received a presentation related to the RYDE program.
Vice Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors –The top priorities for the year
were identified at the last meeting, along with schedules for presentations.Vice Mayor Cappello
mentioned he is in charge of the Age Friendly presentation, which will take place in August.
Vice Mayor Cappello reported that there will be a meeting on March 8, 2018 that will include a
presentation from the Silicon Valley Joint Venture on its new initiative, Talent Partnership.
Other presentations will include RENA, MTC report, Measure A update, and EMS changes
taking place in the County.
Santa Clara County Housing and Community Development (HCD) Council Committee – There
will be a meeting on Monday the 26
th.18
Saratoga City Council Minutes – Page 5 of 6
Council Member Howard Miller
Saratoga Ministerial Association – The Ministerial Association met and there was an interest to
continue discussion on firearm safety and there will be a joint meeting with the Council at the
March 21, 2018 City Council meeting. Council Member Miller announced the student walkout
on March 14, 2018 to protest school gun violence.
Saratoga Sister City Organization – The Sister City met and are planning their 35
th Anniversary
next year and in preparation there will be a formal delegation from Japan to Saratoga.
Valley Transportation Authority (VTA) Policy Advisory Committee – The committee scheduled
future discussion on funding.Council Member Miller reported that the BART project was
expected to be in service by fall 2017, but it is now unclear as to when it will be completed.
VTA State Route 85 Corridor Policy Advisory Board – The Board received an update on the data
VTA has been collecting and receiving from different sources. Council Member Miller reported
that the expected $1.2 million from Measure B is being held in escrow due to pending litigation
on the validity of the ballot measure.
Council Member Emily Lo
Hakone Foundation Board & Executive Committee – Council Member Lo announced that
invitations to the Hanami at Hakone VIP Cherry Blossom Night Viewing Party went out and
those interested in attending should RSVP by March 16, 2018.
Public Art Committee –There will be Public Art kickoff on the utility box project on March 24,
2018 and on March 8, 2018 there will be a meeting to talk about a potential mural project.
Council Member Rishi Kumar
Association of Bay Area Governments – There has been no meeting this year so far.
Santa Clara County Expressway Plan 2040 Policy Advisory Board – There has been no meeting
this year so far.
Santa Clara Valley Water District Commission – There will be a meeting in mid-April.
CITY COUNCIL ITEMS
None
CITY MANAGER’S REPORT
James Lindsay, City Manager, announced a new service available for requesting public records
through an online portal on the City’s website.
The City Council reconvened into the Study Session at 8:35 p.m. to continue the prioritization
process for the FY 2018/19 Capital Improvement Budget.
COUNCIL CONSENSUS:
The City Council agreed to close the following projects in the FY 2018/19 budget:
Highway 9 Safety Improvements
Bainter Avenue Retaining Wall
Sustainable Landscaping
Library EV Fast Charge
Citywide Transportation Needs Assessment
Village Façade Program
The Council further directed staff to allocate remaining funds to the CIP Reserve.
19
Saratoga City Council Minutes – Page 6 of 6
The City Council directed staff to include the following Existing Projects with additional funding
for funding in FY 2018/19:
Big Basin Way Turnaround at $135,000
Hakone Gardens Infrastructure Improvements for an additional $120,000
Guava Court/Fredericksburg Entrance (Design) for an additional $125,000
Community Center/Senior Center Electrical Panel Upgrade at $40,000
The City Council directed staff to include the following Nominated Projects for funding in FY
2018/19:
Fruitvale/Allendale avenue Intersection Improvements at $250,000
Park & Trail Improvements at $43,000
Quito/Pollard Road Open Space Improvements at $75,000
Senior Center Entrance Remodel at $50,000
Accessibility Assessment at $75,000
The City Council directed staff to include the following Unfunded Projects for funding in FY
2018/19:
Quarry Park Pond Improvements (Perimeter Walkway and Vegetation Removal) at $50K
from Parks-in-Lieu
Community Development Lobby Remodel at $150,000 from Council Discretionary
Renovate Existing Stage at Community Center at $90,000 from Risk Management
The City Council reviewed and accepted cost updates for the following projects in the FY
2018/19 Unfunded CIP Projects list:
Quito Road Sidewalk Improvements ($300,000 to $500,000)
Bocce Ball Court (from $48,000 to $70,000)
The City Council added the following projects to the FY 2018/19 Unfunded CIP Projects list:
Quarry Park Bike Path $175,000
Park, Trails, Grounds & Medians Replacement (additional funding $100,000)
ADJOURNMENT
Mayor Bernald adjourned the meeting at 10:36 p.m.
Minutes respectfully submitted:
Nora Pimentel, MMC
City Clerk, City of Saratoga
20
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:
3/20/2018 Period 9
3/27/2018 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 #
3/20/18 135520 135582 63 601,962.08 03/20/18 03/13/18 135519
3/27/18 135583 135650 68 614,750.45 03/27/18 03/20/18 135582
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
03/20/18 135541 CDD 24,996.77
03/20/18 135549 PS 443,278.42
03/20/18 135570 Various 33,819.52
03/27/18 135587 PW 46,311.45
03/27/18 135614 PS 21,183.75
03/27/18 135648 PW 463,125.39
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
Fund Purpose
Attorney Services
PREPARED BY:
Ending
Check #Type of Checks Date
Accounts Payable
Accounts Payable
Starting Check #
SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:Finance & Administrative Services
Issued to
N/A
Reason
Jigish Shah
Prior Check Register
Checks
Released
Total
Checks Amount
EOC Laptops
Park in Lieu Fees Filtration Equipment
Insight Public Sector
General
General Law Enforcement
Bond Dep Refund
General
SCC Office of the Sheriff
Aquaculture Systems Tech
Shute Mihaly & Weinberger
General
Wattis Construction
Status
Prospect Rd ImprovCIP Grant Street Rpr
21
22
23
24
25
26
27
28
29
30
31
32
33
SARATOGA CITY COUNCIL
MEETING DATE: April 4, 2018
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Ann Xu, Accountant
SUBJECT: Treasurer’s Report for the Month Ended February 28, 2018
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended February 28, 2018.
BACKGROUND:
California government code section 41004 requires that the City Treasurer submit to the City Clerk and the
legislative body a written report and accounting of all receipts, disbursements, and fund balances. The
Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the
City Treasurer. This report is prepared to fulfill this requirement.
The following attachments provide various financial transaction data for the City of Saratoga’s Funds
collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from
the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present.
FISCAL STATEMENT:
Cash and Investments Balance by Fund
As of February 28, 2018, the City had $861,435 in cash deposit at Comerica bank, and $22,612,379 on
deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that
effective July 1, 2017: for cash flow purposes and to avoid occurrence of dry period financing, pooled cash
from all funds should not be allowed to fall below $1,000,000. The total pooled cash balance as of February
28, 2018 is $23,473,814 and exceeds the minimum limit required.
City’s Current Financial Position
In accordance with California government code section 53646 (b) (3), the City is financially well positioned
and able to meet its expenditure requirements for the next six months. As of February 28, 2018, the City’s
financial position (Assets $24.7M, Liabilities $3.1M and Fund Equity $21.6 M) remains very strong and
there are no issues in meeting financial obligations now or in the foreseeable future.
Unrestricted Cash
Comerica Bank 861,435$
Deposit with LAIF 22,612,379$
Total Unrestricted Cash 23,473,814$
Cash Summary
34
The following Fund Balance schedule represents actual funding available for all funds at the end of the
monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are
components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted
by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance –
which represents the actual amount of funds available.
Fund Balance Designations
In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance
Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as
follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point
of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions;
“committed fund balance”, resources whose use is constrained by limitations the government imposes upon
itself through formal action at its highest level of decision making and remains binding unless removed in
the same manner; “assigned fund balance”, resources that reflects a government’s intended use of
resources, such intent would have to be established at either the highest level of decision making, by a body,
or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what
can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves
fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance.
ATTACHMENTS
A – Change in Total Fund Balances by Fund under GASB 54
B – Change in Total Fund Balances by CIP Project
C – Change in Cash Balance by Month
D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
+
Total Unrestricted Cash 23,473,814$
Plus: Assets 1,286,005
Less: Liabilities (3,171,823)
Ending Fund Balance 21,587,996$
Adjusting Cash to Ending Fund Balance
35
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
Fund Descri ption
Prior Year
Carryforward
7/1/17
Increase/
(Decrease)
Jul-Jan
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
2/28/2018
General Fund
Restricted Fund Balances:
Environmental Services Reserve 263,182 - - - - - 263,182
Committed Fund Balances:
Hillside Stability Reserve 790,000 - - - 790,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 1,564,588 - - - 1,564,588
Facility Reserve 1,700,000 - - - 1,700,000
Carryforwards Reserve 7,246 - - - 7,246
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - 1,000,000
Fiscal Stabilization Reserve 2,500,000 - - - 2,500,000
Development Services Reserve 719,562 - - - 719,562
Compensated Absences Reserve 209,937 - - - 209,937
Other Unassigned Fund Balance Reserve (Pre YE distribution) 2,229,800 967,059 774,504 1,352,405 1,587,909 1,031,049
General Fund Total 10,984,315 967,059 774,504 1,352,405 - 1,587,909 9,785,564
Special Revenue
Landscape/Lighting Districts 1,152,873 129,936 557 18,248 - - 1,265,118
Capital Project
Street Projects 2,168,309 (793,686) 29,275 184,825 1,634,000 600,000 2,253,072
Park and Trail Projects 481,868 (12,085) - 28,751 400,000 - 841,032
Facility Projects 252,801 16,870 - 2,700 - - 266,972
Administrative Projects 687,313 36,271 3,482 6,854 133,909 - 854,122
Tree Fund Projects 67,995 4,447 - 6,889 20,000 - 85,553
Park In-Lieu Projects 491,061 14,359 - - - - 505,420
CIP Grant Street Projects 49,255 (164,164) 152,707 6,921 - - 30,877
CIP Grant Park & Trail Projects 12,809 - - 5,456 - - 7,353
Gas Tax Fund Projects 873,894 290,460 48,735 15,993 482,000 482,000 1,197,096
CIP Fund Total 5,085,305 (607,528) 234,198 258,388 2,669,909 1,082,000 6,041,497
Debt Service
Library Bond 959,322 (308,436) 1,756 - - - 652,641
Internal Service Fund
Liability/Risk Management 504,481 40,860 - 6,282 - - 539,058
Workers Compensation 294,052 10,841 - 3,028 - - 301,865
Office Support Fund 109,806 8,904 775 2,782 - - 116,703
Information Technology Services 308,072 121,214 1,169 31,928 - - 398,527
Vehicle & Equipment Maintenance 176,906 80,438 - 14,671 - - 242,673
Building Maintenance 454,606 194,198 - 61,616 - - 587,187
Vehicle & Equipment Replacement 585,986 43,737 - 205 - - 629,518
Technology Replacement 315,299 103,418 - 6,641 - - 412,076
Facility FFE Replacement 498,369 118,540 - 1,333 - - 615,577
Total City 21,429,391 903,181 1,012,957 1,757,528 2,669,909 2,669,909 21,587,996
36
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
CIP Funds/Pro jects
Prior Year
Carryforward
7/1/17
Increase/
(Decrease)
Jul-Jan
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
2/28/2018
Street Projects
Annual Road Improvements 839,731 (214,210) 29,275 80,973 295,000 600,000 268,824
Roadway Safety & Traffic Calming 65,514 - - - 50,000 - 115,514
Highway 9 Safety Improvements - Phase IV 74,309 (18,262) - - - - 56,047
Prospect/Saratoga Median Improvement - (568) - - 600,000 - 599,432
Big Basin Way Turn Around - (11,436) - 1,781 50,000 - 36,783
Annual Infrastructure Maintenance& Repair 122,667 (99,510) - 100,850 200,000 - 122,308
Village Pedestrian Improvements - Phase II 875 - - - - - 875
EL Camino Grande Storm Drain Pump 247,508 (13,914) - 325 145,000 - 378,269
Storm Drain Capture Device 30,000 - - - - - 30,000
Wildcat Creek Outfall 40,000 (40,000) - - - - -
Saratoga Village Crosswalk & Sidewalk Rehabilitation - - - - 44,000 - 44,000
Quito Road Sidewalk Improvements - - - - 50,000 - 50,000
Fourth Street Bridge Widening 100,000 - - - - - 100,000
Quito Road Bridge Replacement 157,830 - - - - - 157,830
Quito Road Bridge - ROW Acquisition 42,259 (516) - 897 - - 40,846
Annual Retaining Wall Maintenance & Repairs 158,955 (300,170) - - 200,000 - 58,785
Bainter Ave Retaining Wall 189,917 (95,102) - - - - 94,816
Underground Project 98,744 - - - - - 98,744
Total Street Projects 2,168,309 (793,686) 29,275 184,825 1,634,000 600,000 2,253,072
Parks & Trails Projects
Park/Trail Repairs 618 (17,189) - 22,785 100,000 - 60,644
Sustainable Landscaping 39,836 - - - - - 39,836
Magical Bridge Playground 32,000 - - - - - 32,000
Hakone Gardens Infrastructure Improvements 114,513 (24,900) - - - - 89,613
Hakone Gardens Koi Pond Improvements 139,548 71,155 - 5,482 - - 205,222
Joe's Trail at Saratoga/De Anza 33,997 - - - - - 33,997
Guava/Fredericksburg Entrance 21,356 (5,596) - - - - 15,760
Saratoga Village to Quarry Park Walkway - Design - - - - 50,000 - 50,000
Saratoga to Sea Trail - Construction 100,000 (35,556) - 484 250,000 - 313,960
Total Parks & Trails Projects 481,868 (12,085) - 28,751 400,000 - 841,032
Facility Projects
Civic Theater Improvements 76,286 (16,317) - 2,700 - - 57,269
CC/SC Panel Upgrade 120,000 - - - - - 120,000
SPCC Furniture & Fixtures 7,644 (1,562) - - - - 6,082
Library Building Exterior Maintenance Projects 15,570 5,000 - - - - 20,570
Library - Electric Vehicle Fast Charging Station 33,301 29,750 - - - - 63,051
Total Facility Projects 252,801 16,870 - 2,700 - - 266,972
Administrative and Technology Projects
Combined Document Imaging Project 25,230 - - 3,498 - - 21,733
City Website/Intranet 81,717 (64,768) - - - - 16,949
Development Technology 63,171 2,323 3,482 - - - 68,976
Trak-It Software Upgrade 25,883 - - - - - 25,883
LLD Initiation Match Program 24,000 - - - 26,000 - 50,000
Horseshoe Beautification 25,000 - - - - - 25,000
Citywide Transportation Needs Assessment 10,521 - - - - - 10,521
General Plan Update 222,606 100,000 - - 57,909 - 380,515
Village Façade Program 15,751 - - 3,356 - - 12,395
Village Specific Plan Update 89,023 (1,284) - - - - 87,738
Risk Management Project Funding 104,412 - - - 50,000 - 154,412
Total Administrative and Technology Projects 687,314 36,271 3,482 6,854 133,909 - 854,122
37
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
CIP Funds/Pro jects
Prior Year
Carryforward
7/1/17
Increase/
(Decrease)
Jul-Jan
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
2/28/2018
Tree Fund Projects
Citywide Tree Planting Program 44,370 4,197 - 6,889 20,000 - 61,678
Tree Dedication Program 22,250 250 - - - - 22,500
SMSCF Tree Donation Program 1,375 - - - - - 1,375
Total Tree Fund Projects 67,995 4,447 - 6,889 20,000 - 85,553
CIP Grant Street Projects
Highway 9 Safety Improvements - Phase IV - (102,665) - - - - (102,665)
Prospect/Saratoga Median Improvement (40) (57,518) 54,642 - - - (2,916)
Citywide Signal Upgrade II (965) - - - - - (965)
Saratoga Ave Sidewalk 50,261 - - - - - 50,261
Village Sidewalk, Curb & Gutter - Phase II Construction - - 74,991 - - - 74,991
Quito Road Bridges - ROW Acquisition - (3,981) 23,074 6,921 - - 12,171
Total CIP Grant Street Projects 49,255 (164,164) 152,707 6,921 - - 30,877
CIP Grant Park & Trail Projects
Joe's Trail at Saratoga/De Anza 12,809 - - - - - 12,809
Guava/Fredericksburg Entrance - - - 5,456 - - (5,456)
Total CIP Grant Park & Trail Projects 12,809 - - 5,456 - - 7,353
Park In-Lieu Projects
Magical Bridge Playground 128,000 - - - - - 128,000
Hakone Koi Pond Improvement - - - - 110,000 - 110,000
Quarry Park ADA Access 244,696 (6,416) - - - - 238,279
Unallocated Park In-Lieu Funds 118,365 20,775 - - (110,000) - 29,140
Total park In-Lieu Projects 491,061 14,359 - - - - 505,420
Gas Tax Fund Projects
Annual Roadway Improvements 488,313 331,433 48,735 9,220 - 482,000 377,261
Prospect/Saratoga Median Improvements 217,748 (7,318) - 428 482,000 - 692,002
Citywide Signal Upgrade II 99,759 - - - - - 99,759
Quito Road & Paseo Olivos Storm Drain 40,000 (33,655) - 6,345 - - -
Big Basin Way Sidewalk Repairs 20,990 - - - - - 20,990
Quito Road Bridges 7,085 - - - - - 7,085
Total Gas Tax Fund Projects 873,894 290,460 48,735 15,993 482,000 482,000 1,197,096
Total CIP Funds 5,085,305 (607,528) 234,198 258,388 2,669,909 1,082,000 6,041,497
38
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
39
ATTACHMENT D
March June September December
1977 5.68 5.78 5.84 6.45
1978 6.97 7.35 7.86 8.32
1979 8.81 9.10 9.26 10.06
1980 11.11 11.54 10.01 10.47
1981 11.23 11.68 12.40 11.91
1982 11.82 11.99 11.74 10.71
1983 9.87 9.64 10.04 10.18
1984 10.32 10.88 11.53 11.41
1985 10.32 9.98 9.54 9.43
1986 9.09 8.39 7.81 7.48
1987 7.24 7.21 7.54 7.97
1988 8.01 7.87 8.20 8.45
1989 8.76 9.13 8.87 8.68
1990 8.52 8.50 8.39 8.27
1991 7.97 7.38 7.00 6.52
1992 5.87 5.45 4.97 4.67
1993 4.64 4.51 4.44 4.36
1994 4.25 4.45 4.96 5.37
1995 5.76 5.98 5.89 5.76
1996 5.62 5.52 5.57 5.58
1997 5.56 5.63 5.68 5.71
1998 5.70 5.66 5.64 5.46
1999 5.19 5.08 5.21 5.49
2000 5.80 6.18 6.47 6.52
2001 6.16 5.32 4.47 3.52
2002 2.96 2.75 2.63 2.31
2003 1.98 1.77 1.63 1.56
2004 1.47 1.44 1.67 2.00
2005 2.38 2.85 3.18 3.63
2006 4.03 4.53 4.93 5.11
2007 5.17 5.23 5.24 4.96
2008 4.18 3.11 2.77 2.54
2009 1.91 1.51 0.90 0.60
2010 0.56 0.56 0.51 0.46
2011 0.51 0.48 0.38 0.38
2012 0.38 0.36 0.35 0.32
2013 0.28 0.24 0.26 0.26
2014 0.24 0.22 0.24 0.25
2015 0.26 0.28 0.32 0.37
2016 0.46 0.55 0.60 0.68
2017 0.78 0.92 1.07 1.20
Quarterly Apportionment Rates
Local Agency Investment Fund
40
SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT: Community Development
PREPARED BY:Nicole Johnson, Planner II
SUBJECT: Consultant Contract for Village Design Guidelines Update
RECOMMENDED ACTION:
Approve and authorize the City Manager to enter into a professional services agreement with
Metropolitan Planning Group (M–Group) to prepare graphics and text amendments to the City’s
Village Design Guidelines in the amount not exceeding $34,000.00.
BACKGROUND:
The City Council adopted the current Saratoga Village Design Guidelines on January 2, 1991 to
implement the design policies of the 1988 Saratoga Village Plan. In 2017, Planning Commission
held a number of study sessions to solicit public input for the Village Policy Update. After
considering recommendations from the Planning Commission on August 16, 2017, the Council
directed staff to update the Village Design Guidelines and revise the boundaries of the Village
Plan area.
The Village Design Guidelines Update provides an opportunity to develop new graphic materials
to allow for a more contemporary look to be given to the document. While no regulations are
expected to change within the expanded boundary area, the Design Guidelines will need to at least
reflect the expansion and how the Guidelines would apply there as well.
M-Group will assist in updating the guidelines to create a document that is organized and
illustrated for optimal use by property and business owners within the Village. The process will
allow for reassessment of the existing document’s format and potentially a redesign of that format
for better functional use and design inspiration.
The updated Village Design Guidelines will be reviewed by the Planning Commission and
forwarded to the City Council for final adoption.
ATTACHMENT:
1. Standard Services Contract with M-Group
41
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Metropolitan Planning Group (M-Group)Village Design Guidelines Update
Metropolitan Planning Group (M-Group)
Heather Bradley
307 Orchard City Drive
Campbell, CA 95008
(408) 340-5642
HBradley@m-group.us
7989
Planning
Debbie Pedro
13777 Fruitvale Avenue
Saratoga, CA 95070
(408) 868-1231
dpedro@saratoga.ca.us
43
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Exhibit A – Scope of Work and Payment Terms
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-End of Exhibit A -
Metropolitan Planning Group (M-Group)Village Design Guidelines Update
The base contract amount is $31,600. This amount may be increased by the amounts shown in the attached proposal
for Tasks 3.4, 4.2, and 4.5 to the extent that work on one or more of those tasks in authorized by the Community
Development Director.
✔Proposal
45
m-group.us 307 Orchard City Drive, Suite 100, Campbell, CA 95008
a new design on urban planning
March 5, 2018
Nicole Johnson, Planner II
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95050
Subject: REVISED Proposal for Services for Saratoga Village Design Guidelines
Update
Dear Ms. Johnson,
Thank you for the opportunity to discuss our proposal for the Village Design Guidelines Update.
We have made some adjustments to the scope of work based on our discussion and adjusted
our cost estimate to reflect those changes. Specifically, tasks 3.4, 4.2, and 4.5 are now optional.
We have adjusted the cost table accordingly.
Our adjustments to the Scope of Work and Deliverables and the Project Budget sections of our
proposal are provided below.
SCOPE OF WORK AND DELIVERABLES
This section provides the scope of work M-Group proposes to develop the Village Design
Guidelines Update. As requested in the RFP, five meetings with City staff, two work sessions
with the Planning Commission, and a hearing with the City Council have been included in the
development of our Scope of Work. We have also planned for a final revised document to be
developed after the City Council Hearing, ensuring that all direction received from the Council
will be incorporated into the Village Design Guidelines Update.
TASK 1: PROJECT INITIATION
This phase of the work scope will enable M-Group to gather all necessary policies, documents,
and staff directives for developing the Village Design Guidelines Update.
Task 1.1 – Project Start-Up Meeting
M-Group will attend a meeting with City staff to identify all policies and past or existing design
guideline documents to be considered in the update process. We will review the project
timeline, including potential dates for Planning Commission Work Sessions planned for later
Tasks.
Task 1.2 – Data Gathering
Based on information provided by City staff, M-Group will photo document specific sites,
buildings, and design issues in the Village in anticipation of design guideline topics to be
illustrated in the Design Guideline Update. M-Group will assemble all existing documents and
policy statements identified by City staff and which will be synthesized and formatted to
become the update document.
Exhibit A
46
m-group.us 307 Orchard City Drive, Suite 100, Campbell, CA 95008
a new design on urban planning
2
TASK 2: DOCUMENT FRAMEWORK
This phase of the work scope will develop and refine the graphic content to be synthesized with
existing policies and texts to develop an initial draft of the document.
Task 2 .1 – Detailed Outline
Utilizing the collected documents and policy directives, M-Group will develop an annotated
outline for the Design Guidelines Update.
Task 2.2 – Graphics Checklist
M-Group will develop a list of site, building, and construction or development issues that will be
illustrated to best communicate the intent of the Design Guidelines Update. The list of graphic
components will be detailed to the point of identifying what type of graphic element will best
communicate the intent of the specific guideline, such as perspective drawing, descriptive
diagram, or reference photograph.
Task 2.3 – Staff Review Meeting
M-Group will meet with City staff to review the materials generated in Tasks 2.1 and 2.2. M-
Group will provide the materials to City staff in advance of the meeting.
Task 2 Deliverables: Detailed annotated outline for the Design Guidelines Update; Graphics
checklist for the Design Guidelines Update.
TASK 3 : ADMINISTRATIVE DRAFT
This phase of the work scope will create drafts of the guidelines for review by City staff and a
first work session with the Planning Commission.
Task 3 .1 – Graphic Content
M-Group will develop a first draft of all images and visual material identified in Task 2 and
correlating to a specific identified guideline. Although the new material will be primarily graphic
content, the material will be organized with existing guideline text and policies to form an
administrative draft of the document.
Task 3.2 – Staff Review Meeting
M-Group will meet with City staff to review the administrative draft and graphic materials
generated in Task 3.1. M-Group will provide the draft document to City staff in advance of the
meeting.
Task 3.3 – Revised Administrative Draft
Based on input received from City staff, M-Group will develop a Planning Commission Draft
guidelines document for use during the work session with Planning Commission members in
Task 3.4.
Task 3.4 – Planning Commission Work Session #1 (Optional Task)
M-Group will hold a work session with Planning Commission members to review the key
components and design issues illustrated for inclusion in the Village Design Guidelines Update.
M-Group will solicit input from Planning Commission members.
47
m-group.us 307 Orchard City Drive, Suite 100, Campbell, CA 95008
a new design on urban planning
3
Task 3.5 – Staff Review Meeting
M-Group will meet with City staff to review and incorporate issues and comments identified by
Planning Commission members. This meeting will identify issues that will revise or include in
developing a Public Review Draft.
Task 3 Deliverables: Administrative Draft Village Design Guidelines Update; Planning
Commission Draft Village Design Guidelines Update.
TASK 4 : PUBLIC REVIEW AND ADOPTION
In this task, M-Group will develop and provide for public review the Village Design Guidelines
Update document.
Task 4 .1 – Public Review Draft
Based on comments received from Planning Commission and in coordination with City staff
direction, M-Group will prepare a Public Review Draft Village Design Guidelines Update for a
second work session with the Planning Commission.
Task 4.2 – Planning Commission Work Session #2 (Optional Task)
M-Group will hold a second work session with the Planning Commission to review the revised
document and receive comments on potential changes and edits to be made to the document.
Task 4.3 – Staff Review Meeting
M-Group will meet with City staff to review Planning Commission comments.
Task 4.4 – Annotations to Public Review Draft
Following the meeting with City staff in Task 4.3, M-Group will develop a memorandum
detailing Planning Commission comments. The memorandum will be presented to the City
Council, together with the Public Review Draft Village Design Guidelines for review.
Task 4.5 – City Cou ncil Hearing (Optional Task)
M-Group will attend a City Council Hearing to review the Public Review Draft Village Design
Guideline Update.
Following the hearing, M-Group, in coordination with City staff, will prepare the adopted Village
Design Guidelines Update, based on direction received from the City Council.
Task 4 Deliverables: Public Review Draft Village Design Guidelines Update; Memorandum
summarizing Planning Commission comments; (adopted) Village Design Guidelines Update.
PROJECT BUDGET
M-Group has developed a cost estimate that separates the meetings, document text
development, page layout and all non-graphic components of the Scope of Work from the
development of graphic imagery for the Design Guidelines Update. We believe this will give the
48
m-group.us 307 Orchard City Drive, Suite 100, Campbell, CA 95008
a new design on urban planning
4
city flexibility to match the level of graphic content to the available budget. The cost to develop
the non-graphic content is $15,600, as detailed in the table below.
For the purposes of developing this budget, we assume the average cost to generate graphics,
renderings, illustrations and hand-drawn design examples will be $400 per image from inception
through review and incorporation into the adopted Village Design Guidelines Update. Assuming
forty (40) images for the updated design guidelines, a number in keeping with the existing
document, we estimate the total cost to generate graphic content will be $16,000, as shown
on line 6 of the table below.
Task Cost
1: Project Initiation $3,400
2: Document Framework $3,800
3: Administrative Draft $3,800
4: Public Review and Adoption $4,600
Task Total $15,600
Graphic Content (assumes 40 images @ $400/image) +/- $16,000
TOTAL PROJECT $31,600
Optional Task 3.4 $1,100
Optional Task 4.2 $900
Optional Task 4.5 $400
49
m-group.us 307 Orchard City Drive, Suite 100, Campbell, CA 95008
a new design on urban planning
5
Thank you for the opportunity to modify our proposal so that it more closely matches the City’s
needs. Please do not hesitate to contact me should you have any further issues to discuss
regarding our proposal. I look forward to speaking with you further.
Sincerely,
Heather Bradley, AICP
Principal-In-Charge
50
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Metropolitan Planning Group (M-Group)Village Design Guidelines Update
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Metropolitan Planning Group (M-Group)Village Design Guidelines Update
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-End of Exhibit D-
Metropolitan Planning Group (M-Group)Village Design Guidelines Update
65
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Exhibit E – Special Requirements
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-End of Exhibit E-
Metropolitan Planning Group (M-Group)Village Design Guidelines Update
66
SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:Community Development
PREPARED BY:Sandy L. Baily, Special Projects Manager
SUBJECT:Resolution to Modify the Heritage Tree Inventory
RECOMMENDED ACTION:
Adopt a resolution adding six new trees and removing one tree on the Heritage Tree Inventory.
BACKGROUND:
In 2011,the City established a process for nomination of Heritage Trees in the City of Saratoga.
A Heritage Tree is defined as “any tree of historic significance or having historic value related to
the heritage of the City and designated by action of the City Council upon recommendation of
the Heritage Preservation Commission.”For a tree to qualify it must be an outstanding specimen
that possess good health, good structure and has the potential for a long life, as well as one or more
of the following criteria:
Possesses distinctive characteristics such as age, size type of species or location.
Represents special aesthetic, social, cultural, educational, economic, agricultural or historic
importance to the community.
Property owners may request Heritage Tree status by submitting an application to the City which
is reviewed by the City Arborist and Heritage Preservation Commission.The Heritage
Preservation Commission may also elect to put a tree on the Heritage Tree Inventory with the
permission of the homeowner. The Heritage Preservation Commission then makes a
recommendation to the City Council for consideration.
An application for six Palm trees has been submitted to the City requesting Heritage Tree
status (Attachment 3). Staff is also requesting that the Blaney Plaza Italian Stone Pine,
which was removed in 2015 due to declining health, be taken off the Heritage Tree
Inventory.
Currently, there are 42 Heritage Trees in Saratoga. If all of the recommended trees to be
added and removed are approved, the total number of Heritage Trees on the Inventory would
be 47.
67
The table below shows how each of the six Palm treesmeetsone or more of the qualification
criteria. A detailed description of the trees is included below the table.
Address Tree Health Structure Social Characteristic
13865 Yerba Santa Court Six Palm Trees Historic, social, and
cultural
Tree Descriptions:
Mexican Fan Palm (Washingtonia robusta) – 13865 Yerba Santa Court
Estimate age: 100 years +
Size: 17 inches DBH, est. 65 plus feet tall
These six trees are in good condition. These trees once lined the driveway of Leland Howard
Wakefield’s 104 acre estate known as Casa Bella. The trees are thought to have been planted in
the late 1800’s. They are a mature specimen visible along Allendale and Fruitvale Avenues. In
1955 half of the Palm trees planted along the driveway were sold and relocated to the newly
constructed Sears, Roebuck and Company store on West San Carlos Street in San Jose, which
has since been demolished.
REMARKS:
The City Arborist reviewed the application and recommended that the six trees be included
on the Heritage Tree Inventory List. The Heritage Preservation Commission considered the
application and the recommendation from the City Arborist on February 13, 2018 and
recommended approval of the request to the City Council.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
The property owner of the six palm trees was notified of the City Council meeting date regarding
this matter.
ATTACHMENTS:
1.Resolution adding the new trees and removing one tree to the Heritage Tree Inventory
2.Draft Heritage Tree List
3.Application
13865 Yerba Santa Court
68
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA ADDING NEW TREES AND REMOVING ONE TREE
FROM THE HERITAGE TREE INVENTORY
WHEREAS, the City of Saratoga Heritage Preservation Commission was established by the
City Council in 1982 to assist with and encourage the preservation of Saratoga heritage resources; and
WHEREAS, Section 15-50.020 (k)(1) of the Saratoga City Code defines a “Heritage Tree” as
“any tree of historic significance or having historic value related to the heritage of the City and
designated by action of the City Council upon recommendation of the Heritage Preservation
Commission”; and
WHEREAS, the Council has determined that the initiation of Heritage Tree status should be
voluntary and with the written consent of the owner(s) of the tree and impose no additional regulatory
requirements beyond those specified in Article 15-50 of the Saratoga City Code; and
WHEREAS, the Council has determined that for a tree to qualify for Heritage status, it must be
considered to be an outstanding specimen that possesses good health, good structure and has the
potential for a long life, as well as one or more of the following criteria: (1) it possesses distinctive
characteristics such as age, size, type of species or location; and (2) it represents special aesthetic,
social, cultural, educational, economic, agricultural or historic importance to the community; and
WHEREAS, the Heritage Preservation Commission at its meeting of February 13, 2018 held a
duly noticed public meeting to consider whether the six trees listed on Exhibit A to this resolution met
the criteria for designation as a Heritage Tree. At this meeting all interested parties were given a full
opportunity to be heard and to present evidence and argument. The Heritage Preservation Commission
considered the staff report on the designation, correspondence, and all testimony and other evidence
presented at the meeting and determined that the six trees listed on Exhibit A to this resolution met the
criteria for designation as a Heritage Tree; and
WHEREAS, the owner(s) of each tree listed on Exhibit A for designation as a Heritage Tree
have consented in writing to that designation; and
WHEREAS, the Blaney Plaza tree warrants removal from the inventory, as indicated in
strikeout font out on Exhibit A of this resolution, as it was legally removed in 2015 due to its declining
health and no longer exists.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does hereby
designate as Heritage Trees the six trees listed in Exhibit A and approve their addition to the Heritage
Tree Inventory and hereby removes the Heritage Tree designation for the tree at Blaney Plaza and
authorizes its removal from the Heritage Tree Inventory.
PASSED AND ADOPTED by the City Council of the City of Saratoga on this 4th day of April
2018 by the following vote:
Attachment 1
69
2 of 2
AYES:
NOES:
ABSENT:
ABSTAIN:
____________________________
Mary Lynne Bernald, Mayor
Attest:
DATE: ______________
Nora Pimentel, MMC
City Clerk
70
CITY OF SARATOGA HERITAGE TREE INVENTORY
Modifications by the City Council on April 4, 2018
1 | P a g e
Location Heritage Tree Description
Added to the list November 19, 2014/Modified on April 4, 2018
Blaney Plaza Italian stone pine Photographs date this tree to about 1915. It originated as one of three Italian stone
pines in the plaza, and now is the only one remaining. It is a mature specimen with a
trunk diameter of 47”, a canopy spread of about 50 feet and a height of about 55 feet
tall. This tree serves as a landmark and marks the entrance to the Village, Saratoga’s
downtown.
Added to the List April 4, 2018
13865 Yerba Santa Court Mexican Fan
Palms (6 total)
These six trees are in good condition. These trees once lined the driveway of Leland
Howard Wakefield’s 104 acre estate known as Casa Bella. The trees are thought to
have been planted in the late 1800’s. They are a mature specimen visible along
Allendale and Fruitvale Avenues. In 1955 half of the Palm trees planted along the
driveway were sold and relocated to the newly constructed Sears, Roebuck and
Company store on West San Carlos Street in San Jose, which has since been
demolished.
Exhibit A
71
CITY OF SARATOGA HERITAGE TREE INVENTORY
Established by the City Council on June 19, 2013
1 | P a g e
Location Heritage Tree Description
12078 Beauchamps Lane Coast Live Oak This very large multi-trunked coast live oak is in good condition with a canopy spread
of about 65 feet and a height of about 40 – 50 feet. It grows along Prospect Creek next
to the trail along the railroad tracks. According to the owners, it provides shelter for
coyotes in the summer. It is a mature specimen of the native oak for commonly found
around Saratoga. It is visible to the many pedestrians that walk along the trail between
the creek and the railroad tracks.
18820 Bella Vina 6 London Plane
trees
These trees have a distinctive history; tying bricks to the limbs to create the horizontal
spoke pattern of main limbs is unique and deserves consideration as a heritage tree.
The healthiest specimen is in the most favorable location for the specialized pruning
that it has received. The tree is reported by the owner to be over 50 years old.
20171 Bonnie Brae Way Redwood This old redwood is in excellent health and adds significantly to the value of the
property on which it grows. It has a 4 foot trunk diameter, and has been well
maintained over the years. The tree is visible from the street, adding to the aesthetic
appearance of the property and the area. This species is native to this general area and
is included on Saratoga's list of native species. The owners believe that this tree is 200
years old.
19616 Farwell Avenue Coast Live Oak,
Stone pine,
2 Valley Oak trees
The most significant of the four trees is a 70 inch valley oak with a 70 foot canopy
spread growing in the back yard. It is thought to be 300 years old or older based on a
letter from John Tucker, professor of botany at UC Davis provided in 1972 to the
owners. The three other trees are also old and stately. The stone pine is visible from
the street and is possibly 100 years old. Of the two valley oaks in the back yard, the
smaller one is not visible from the street, is possibly 100 years old. The large, old
coast live oak may be between 100 and 200 years old, and its structure has character.
All four trees are spaced on the property so that they can be viewed individually. All
four trees are of an exceptional size for one property and appear to have historical
significance, given their lifespan and good maintenance.
13777 Fruitvale Avenue Flowering Cherry
Japanese Maple
The Japanese maple (Acer palmatum ‘Sango kaku’) is a young, healthy, multi-trunked
tree with a height of about 4 feet tall. The Flowering cherry (Prunus serrulata
‘Akebono’) is a young flowering cherry with a height of about 8 feet tall. The two
Attachment 2
72
2 | P a g e
Location Heritage Tree Description
trees signify an important relationship between sister cities in Japan and Saratoga.
Both trees are located on City Hall grounds and were planted to commemorate
Saratoga’s relationship with it sister city Muko-shi, Kyoto. The flowering cherry
represents the 15th anniversary and the Japanese maple represents the 25th anniversary
of being sister cities.
12457 Lolly Court Sycamore According to the owners, this tree was planted in 1965 as a bare root specimen. It has
been well cared for over its life, is in very good health, and has an outstanding
structure. It can be viewed from the street and will provide shade to the residents of
the neighborhood over the years. In a neighborhood where trees are not as prevalent
and also not generally as tall as other sections of town, this tree stands out for its size.
Although its size is not unusual for its age or species, it is distinctive in this location.
Although this tree may not have a unique story other than being well cared for, it does
set an example of how one family can make a difference in the greening of the City of
Saratoga.
19802 Merribrook Drive Ginkgo biloba According to the owner, the tree is 50 feet tall. It is a multi-trunked Ginkgo biloba,
maindenhair tree. The canopy spread is probably fifty feet wide, providing significant
shade in the summer and beautiful fall color.
Added to the list April 16, 2014
18490 Ravenwood Drive Coast live oak This is a very large oak exhibiting very good health and good structure. It grows in
front of a house recognized by the City of Saratoga as a Historic Landmark, and
constitutes a major focal point for both the property and the street. The owner of the
property has a photo of the house and the tree where the tree looks like it is about 20 –
40 years old. The house was built in 1888, so this photo has helped to estimate the age
of the tree at about 140 – 150 years old. In addition to the house, the tree’s 50-foot
canopy shades most of the street.
14790 Butano Terrace Blue atlas cedar This tree is said to have been planted by Mr. Yamagami, of Yamagami’s nursery,
when the house was built. Although a slow-growing tree, it has achieved a significant
size of about 50 feet tall and 35 feet wide. The tree is in very good condition and has
a good branching structure throughout the canopy. It is a focal point of the back yard
of this property
73
3 | P a g e
Location Heritage Tree Description
Added to the list November 19, 2014/Modified on April 4, 2018
21779 Congress Springs
Lane
Eucalyptus This very large eucalyptus is in good condition. Its structure is typical of eucalyptus
trees and it is in good health. It has a diameter of 9.5 feet, a canopy spread of about 65
feet and a height of about 135 feet. It grows on land that used to be part of the
Congress Springs Hotel and is thought to have been planted in the 1800’s. It is a
mature specimen visible to the people who drive out of town on Hwy 9.
20460 Forrest Hills Drive Coast live oak Historically, this tree has been referred to as the “Graduation Oak”, and 8th grade
students would gather under it at the end of the school year. It has a diameter of 57.5”,
a canopy spread of about 50 feet and its height is estimated to be 60 feet tall. In recent
years this oak has undergone extensive examination by arborists under the direction of
the school district to ensure its well-being, as well as that of the students and staff at
the school.
14766 Oak Street –
Madronia Cemetary
Coast redwood –
Pouroy redwood
This magnificent redwood is in very good health with a diameter of 90”, a canopy
spread of 35 feet, and a height of about 70 feet. It is named for the Pourroy family
who are buried next to it. It has grown so much that two sections of the trunk have
been cut over grave markers so that they remain visible. Together with the other trees
at the cemetery, this tree creates an arboretum-like atmosphere that is both
aesthetically beautiful, and peaceful. Although it is difficult to determine the age of a
tree because size is dependent on climate from year to year, it could easily be 200
years old.
14766 Oak Street –
Madronia Cemetary
Dawn redwood This dawn redwood is in very good condition, with a diameter of 41”, a canopy spread
of about 30 feet, and a height of about 60 feet. Dawn redwoods are unusual in that
they lose their leaves in the fall and are leafless through the winter. Sometimes they
are thought to be dead because they have lost their leaves. It was thought that this
species was extinct, until specimens were found in Asia and brought back to this
country in the mid 1900’s. This beautiful tree along with the other trees on the
property, creates a peaceful, park-like setting.
14766 Oak Street –
Madronia Cemetary
Ponderosa pine This pine is in good health and a diameter of 46.5”, a canopy spread of about 30 feet
and a height of about 70 feet. This species of trees is native to the Sierra Nevada
Mountains, and is not so common in the lower elevations. This specimen is healthy,
and quite magnificent, adding to the beauty of the cemetery.
74
4 | P a g e
Location Heritage Tree Description
13777 Fruitvale Avenue –
civic center
Valley oak This valley oak is a maturing, healthy, tree located on City Hall grounds and visible
from the Allendale Avenue/Fruitvale Avenue intersection. It has a trunk diameter of
34.5”, a canopy spread of about 55 feet, and a height of about 45 feet tall. It is a focal
point for the civic center and provides shade, grace and beauty to the grounds. A
garden was planted under this oak in memory of Susie Nagpal, a council member who
died during her term a few years ago. It has many more years in its life.
Redwood Middle School
13925 Fruitvale Avenue
Dawn redwood This tree was planted in 1991 or 1992 in memory of Roland Schwab, a teacher who
taught at Saratoga Elementary School. The species is not very common and was
thought to be extinct until specimens were brought back from Asia in the mid 1900’s.
22505 Rolling Hills Road Italian stone pines
(9 total)
These pines are thought to be provided from the sister of a past owner. She worked for
the USDA in the late 1800’s and was provided seeds as part of a program that traded
seeds from all over the world. She gave some seeds to her brother and they were
planted in the grove on the knoll on the Saratoga property.
Hakone Gardens
21000 Big Basin Way
Redwoods at main
gate/Mon (2
trees),
Redwood at Moon
Viewing house
These three redwoods are in good condition. The enormous size of the trunk of the
redwood by the Moon Viewing House is noteworthy. It has two main trunks starting
at a height of about 7 feet above the ground, but below that its diameter is estimated to
be 10 feet. It has a canopy spread estimated to be 50 ft. The two on either side of the
main gate or “Mon” frame the entrance to the gardens. They have canopy spreads of
30 and 40 feet respectively.
Hakone Gardens
21000 Big Basin Way
Valley oak at
Cultural Exchange
Building
This valley oak is a mature tree that frames the Cultural Exchange House and serves
as a focal point for the gardens.
Hakone Gardens
21000 Big Basin Way
Valley oak by
office and shed
This oak is a mature tree that visually separates the parking lot from the gardens and
adds shade for the interior gardens.
Hakone Gardens
21000 Big Basin Way
Valley oak by
restrooms
This valley oak marks the entrance to the gardens.
Hakone Gardens
21000 Big Basin Way
Asian pear by
pond
This specimen was brought from Japan by Mrs. Stine and planted when the garden
was founded. Although its trunk is twisted and gnarled, it still puts out a beautiful
canopy of leaves each year. It is supported by wood sticks.
75
5 | P a g e
Location Heritage Tree Description
Added to the List April 4, 2018
13865 Yerba Santa Court Mexican Fan
Palms (6 total)
These six trees are in good condition. These trees once lined the driveway of Leland
Howard Wakefield’s 104 acre estate known as Casa Bella. The trees are thought to
have been planted in the late 1800’s. They are a mature specimen visible along
Allendale and Fruitvale Avenues. In 1955 half of the Palm trees planted along the
driveway were sold and relocated to the newly constructed Sears, Roebuck and
Company store on West San Carlos Street in San Jose, which has since been
demolished.
76
Attachment 3
77
78
79
80
81
82
83
84
85
86
SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:Public Works
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:Village to Quarry Park Walkway –Phase I Design Contract Award
RECOMMENDED ACTIONS:
1.Approve and authorize the City Manager to enter into a design Contract with Bellecci and Associates
in the amount of $112,000.00.
2.Move to authorize staff to approve change orders up to $5,000.
BACKGROUND:
The Village to Quarry Park Walkway project seeks to create a pedestrian connection from the Village to
Hakone Gardens and Quarry Park. Phase I of this project will involve the construction of a 6-foot-wide
PCC sidewalk and curb and gutter along the eastbound direction of Big Basin Way, beginning at the
termination of the existing sidewalk at 6th Street, and ending at the Hakone Gardens entrance. Phase I of
this project will also require the installation of approximately 430 feet of retaining wall at a retained
height ranging from approximately 8 feet to 9 feet.
In response to the 2017 Request for Proposals, Bellecci and Associates provided the lower cost proposal
of the two proposals received, and had the only proposal that came in under the revised Phase I budget.
It is therefore recommended the Council award the Design Contract to Bellecci and Associates and
authorize staff to approve change orders to the design contract.
ATTACHMENTS:
Attachment A –Proposed Site Map
Attachment B –Design Contract
87
88
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108
SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Healthy Beverage & Food Policy
RECOMMENDED ACTION:
Approve the resolution adopting a Healthy Beverage and Food Policy.
BACKGROUND:
At the February 16, 2018 City Council Retreat, the City Council directed staff to implement a
variety of public health-related initiatives in 2018. One of the policies included development of a
policy that establishes standards for beverages and foods for City events;City operated cafés,
cafeterias, snack shacks, kiosks; and City run adult and youth programming. For several years,
Saratoga has had an administrative policy in place to guide beverages and foods provided at City
meetings and in vending machines in City facilities.
The attached resolution and policy consolidate all guidelines for beverages and food into a single
policy that will help the City of Saratoga create a healthier environment for residents, visitors,
and employees by ensuring that healthy beverage and food options are provided by the City. The
policy only impacts meetings; events; cafés, cafeterias, snack shacks, kiosks; and adult and youth
programming that are operated and organized solely by the City of Saratoga. It would not apply
to recipients of Community Event Grant funds, programs operated by contractors, or events
cohosted by the City. Additionally, the guidelines for vending machines are limited to those are
in a location owned, maintained, and operated by the City and are also in locations that are open
and accessible to the public.
ATTACHMENTS:
Attachment A –Resolution Adopting a Healthy Beverage and Food Policy
109
RESOLUTION NO. 18-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ADOPTING A HEALTHY BEVERAGE AND FOOD POLICY
WHEREAS, the City of Saratoga seeks to provide a healthy environment for residents,
visitors, and employees; and
WHEREAS, the City of Saratoga can ensure a healthy environment by providing healthy
beverage and food options when serving food; and
WHEREAS, the City periodically provides beverages and food at meetings, events,
youth and adult based programming, and for other activities; and
WHEREAS, beverages and food are also available through vending machines in publicly
accessible spaces owned, operated, and maintained by the City; and
WHEREAS, the attached Healthy Beverage and Food Policy provides the City with
guidance on the types of drinks and food items to provide; and
WHEREAS, the attached Healthy Beverage and Food Policy does not apply to drinks or
food items offered by community organizations hosting events, meetings, or operating cafés,
snack shacks, kiosks, or adult or youth programming.
NOW, THEREFORE BE IT RESOLVED,the City Council of the City of Saratoga does
hereby adopt the attached Healthy Beverage and Food Policy.
BE IT FURTHER RESOLVED, this resolution shall replace and supersede all prior
resolutions, policies, and understandings relating to the healthy beverage and food policies or
guidelines.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 4
th day of April 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
ATTEST:
DATE:
Nora Pimentel, City Clerk
110
CITY OF SARATOGA HEALTHY BEVERAGE & FOOD POLICY
I.Purpose
The City of Saratoga is dedicated to maintaining a healthy environment for residents,
visitors, and employees. One way to achieve the goal of supporting healthy living is
to offer healthy food and beverage options in appropriate serving sizes. The
following guidelines are intended to provide information and guide food and
beverage options offered by the City.
II.Applicability
This policy applies to beverages and food purchased by and offered solely by the City
of Saratoga. This policy would not apply to beverages and food provided by entities
other than the City, including community organizations using City facilities.
III.General Guidelines
A. Beverages
1. Always provide water and present as an attractive option
2. Offer sparking water as an alternative option
3. Offer a decaffeinated option
4. Offer coffee and tea unsweetened
B. Food
1. Present healthy food items as an attractive option
2. Offer food (including dessert) in reasonable portion sizes, consider cutting
food into halves or quarters
3. Always provide one vegetarian option when serving meals
4. Offer foods prepared with healthy cooking techniques, such as baking,
roasting, grilling, or steaming
5. No/low trans fat
6. When offering dessert, consider including a healthy option as an alternative
to desserts high in sugar
7. Foods that meet these standards include:
1) Fruit and vegetables (fresh, frozen, or canned in water or fruit juice)
2) Whole grains (such as whole wheat or whole grain breads, bagels,
cereals, pasta, or tortillas; brown rice; oatmeal)
3) Lean proteins (such as chicken, turkey, fish, reduced fat beef, pork loin,
beans, or tofu)
4) Non-fat or low-fat dairy products
5) Foods made or produced without added sugar
6) High fiber, complex carbohydrates
7) Nuts
8) Tomato and broth-based soups and sauces as an alternative to cream-
based sauces
111
IV.Beverages and Food Provided By the City of Saratoga
A. If beverages and/or food are made available at the activities/programs listed
below in IV, B, at least 50% of beverages and food should meet criteria outlined
within the General Guidelines above (III).
B. Activities/programs subject to General Guidelines:
1. Events hosted and organized solely by the City of Saratoga
2. Meetings hosted and organized solely by the City of Saratoga
3. Cafés, cafeterias, snack shacks, and kiosks owned and operated solely by the
City of Saratoga
4. Adult and youth-based programming operated solely by the City of Saratoga,
not including programs operated by City of Saratoga contractors
C. City Supported Events
1. The City shall provide a copy of this policy to organizations using City
facilities, co-sponsoring events with the City, or using City funds at an event
where beverages or food will be served and urge them to consider
voluntarily complying with this policy.
V.Vending Machines
A. Vending Machine Definition
1. Vending Machine is defined as any machine that dispenses food or beverages
in exchange for a fee in a location that is owned, maintained, and operated
by the City of Saratoga and also open and accessible to the public.
B. At least 75% of food and beverage options should meet the following criteria:
1. Is in a single serving size (as noted on the Nutrition Facts Label)
2. No more than 35% total weight from sugar and caloric sweeteners with the
exception of fruits and vegetables that have not been processed with added
sweeteners and fats
3. Does not contain trans fat
4. No more than 35% calories from fat with the exception of packages that
contain 100% nuts or seeds.
C. At least one beverage and one food option must meet the FDA definition of “low
sodium” or be equal to less than 140 mg per serving.
112
SARATOGA CITY COUNCIL
MEETING DATE:April 4, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Safe Routes to School Resolution
RECOMMENDED ACTION:
Adopt the resolution supporting Safe Routes to School in the City of Saratoga.
BACKGROUND:
At the February 16, 2018 City Council Retreat, the City Council directed staff to implement a
variety of public health-related initiatives in 2018. One of the policies included preparation of a
Safe Routes to School resolution.
The Safe Routes to School Program was established by Congress in 2005 to decrease childhood
obesity by increasing the number of students walking and biking to school, which has seen
significant declines in recent decades. A number of jurisdictions across the United States have
adopted Safe Routes to School resolutions, making them eligible for Safe Routes to School grant
funding.
The proposed Safe Routes to School resolution follows best practices and includes: formation of
a multidisciplinary team; prioritization of traffic safety projects that remove barriers to
walking/biking to school; support for local school district Safe Routes to School funding
requests; annual student travel mode assessment; designation of Safe Routes to School
Coordinator; and Recognition of Walk and Bike to School Day. The following section
summarizes these elements of the resolution, including implementation.
-Formation of a Multidisciplinary Team to Increase Awareness and Support Safe
Routes for Students to Walk or Bike to School
The multidisciplinary team should be comprised of different stakeholders, including
representatives of law enforcement, traffic/engineering staff, and school representatives
to evaluate school traffic safety manners and plan and coordinate Safe Routes to School
efforts.
The Traffic Safety Commission is already fulfilling the role of the multidisciplinary team
by meeting regularly with school representatives and law enforcement. Consequently, the 113
attached resolution delegates the responsibilities of the multidisciplinary team to the
Traffic Safety Commission. In continuing to meet with law enforcement and school
representatives, the Traffic Safety Commission will meet the obligations of the
multidisciplinary team.
-Prioritization of Traffic Safety Projects that Remove Barriers to Walking and/or
Bicycling to School
In accordance with the model Safe Routes to School resolution, the attached resolution
includes a statement that traffic and infrastructure projects improving school travel routes
will be prioritized over other street modifications. School routes are already a factor in
prioritizing transportation-related projects.
-Support for Local School District Applications for Safe Routes to School Funding
The attached resolution includes a statement that the City of Saratoga will support efforts
of local school district’s seeking Safe Routes to School funding that may be made
available.
-Annual Low-Cost Assessment of Student Travel Modes
Safe Routes to School best practices include a low-cost, annual assessment of student
travel modes. If the attached resolution is adopted by the City Council, the City will
conduct the assessment as a voluntary parent survey through the City’s communications
program in partnership with the local school districts. The City will discuss opportunities
to maximize participation in the assessment.
-Designation of a Safe Routes to School Coordinator
Another Safe Routes to School best practice is to designate a member of staff as the Safe
Routes to School Coordinator. The Coordinator is typically responsible for coordinating
non-infrastructure and infrastructure projects, particularly those related to pedestrian and
bicycle safety. If the Council approves the Safe Routes to School resolution, the City
Manager will work with the Public Works Director to designate an existing staff member
as the Saratoga Safe Routes to School Coordinator.
-Recognition of International Walk and Bike to School Day
Another criteria of Safe Routes to School is recognition of International Walk and Bike to
School Day to encourage young community members to walk and/or bicycle to and from
school. International Walk and Bike to School Day is May 9. If the City Council adopts
the Safe Routes to School resolution, a proclamation declaring May 9 as Walk and Bike
to School Day in Saratoga could be added to the May 2 City Council Agenda and the
City could do outreach on the topic.
ATTACHMENTS:
Attachment A – Resolution Supporting Safe Routes to School
114
RESOLUTION NO. 18-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
SUPPORTING SAFE ROUTES TO SCHOOL
WHEREAS, the City of Saratoga supports policies and programs that focus on wellness
and creating healthier community environments; and
WHEREAS, the health and safety of children is of the highest concern to the Saratoga
City Council; and
WHEREAS, an estimated 44% of students in Santa Clara County middle and high
schools do not engage in daily physical activity and only 25% of Santa Clara County fifth
graders and 33% of seventh graders meet California fitness standards; and
WHEREAS, lack of physical activity plays a leading role in the increasing rates of
childhood obesity, diabetes, and other health problems among children; and
WHEREAS, childhood obesity has become a national crisis with every one in three
children overweight or obese in the United States; and
WHEREAS, approximately 25% of Santa Clara County middle school and high school
students are overweight or obese; and
WHEREAS, from 1969 to 2007, the percentage of children in the United States who
walk or bike to school decreased from 48% to 13%; and
WHEREAS, driving students to school reduces opportunities for physical activity and
contributes to traffic congestion, safety concerns, and air pollution; and
WHEREAS, the ability to walk or bike to school on routes that are safe for children
offers the opportunity to build healthy physical activity into daily routines and helps students
arrive at school ready to learn; and
WHEREAS, Safe Routes to School is a national and international movement to create
safe, convenient, and fun opportunities for children to walk or bike to school;
WHEREAS, Safe Routes to School requires formation of a multidisciplinary team to
increase awareness of and support for safe routes to schools; and
WHEREAS, the City of Saratoga Traffic Safety Commission, in partnership with
representatives of Saratoga schools and law enforcement, shall perform the duties of the
multidisciplinary team; and
WHEREAS, providing safe routes to and from schools may result in decreased
pedestrian and cyclist injuries for students and the entire community; and
WHEREAS, the City of Saratoga has already made and will continue to remove barriers
to walking and bicycling to school through improvement of infrastructure and facilities,
engineer, enforcement, outreach and education, and evaluation programs; 115
NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga does
hereby consider the safety of children to be of the highest importance and will prioritize the
safety of school children in street modification projects that affect school travel routes; and
BE IT FURTHER RESOLVED,that the City of Saratoga will support local school district’s
applying for Safe Routes to School funding; and
BE IT FURTHER RESOLVED,that the City of Saratoga will partner with local school
districts to conduct a simple, low-cost assessment of student travel modes and will share the
results of the assessment with the school districts serving the City of Saratoga; and
BE IT FURTHER RESOLVED,that the City Council of the City of Saratoga hereby assigns
the duties of the Safe Routes to School multidisciplinary team to the Traffic Safety Commission;
and
BE IT FURTHER RESOLVED,that the City Council of the City of Saratoga directs the City
Manager to designate a member of City staff as the Safe Routes to School Coordinator; and
BE IT FURTHER RESOLVED,that the City Council of the City of Saratoga will recognize
International Walk and Bike to School Day; and
BE IT FURTHER RESOLVED,that the City of Saratoga will participate in the Safe Routes to
School initiative in order to gain the benefits mentioned above and strengthen the quality of life
of Saratoga students, families, and neighborhoods.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 4
th day of April 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
ATTEST:
DATE:
Nora Pimentel, City Clerk
116