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Home My WebLink About05-16-2018 City Council MinutesMINUTES WEDNESDAY, MAY 16, 2018 SARATOGA CITY COUNCIL REGULAR MEETING At 6:00 p.m., the City Council held a Joint Meeting with KSAR Community Access TV Board in the Linda Callon Conference Room at 13777 Fruitvale Avenue in Saratoga. Mayor Bernald called the regular session to order in the Civic Theater, Council Chambers at 13777 Fruitvale Avenue in Saratoga at 7:03 p.m. 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 Debbie Pedro, Community Development Director Mary Furey, Finance and Administrative Services Director Michael Taylor, Recreation and Facilities Director John Cherbone, Public Works Director Tony McFarlane, Finance Manager Kayla Nakamoto, Recreation Coordinator Lauren Pettipiece, Administrative Analyst REPORT ON POSTING OF THE AGENDA City Clerk Nora Pimentel reported that the agenda for this meeting was properly posted on May 11, 2018. REPORT FROM JOINT MEETING Tom Moran, Board Member of KSAR Community Access TV Board, provided an overview of the Joint Meeting held earlier which included updates and future activities. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None. ANNOUNCEMENTS Mayor Bernald announced the City's food drive for West Valley Community Services, the Hakone Matsuri Japanese Festival on May 20, 2018 from 11:00 a.m. to 4:00 p.m., Saratoga's Safety Fair on May 20, 2018 from 1:00 p.m. to 5:00 p.m., Living Room Conversation on May 22, 2018, the Saratoga Historical Foundation Lecture, "Ohlone Territory" on May 23, 2018, Luau Dance for Individuals with Disabilities on June 1, 2018, and the Annual Neighborhoods Joint Meeting on June 6, 0018 from 5:30 p.m. to 7:00 p.m. Saratoga City Council Minutes — Page 1 of 9 CEREMONIAL ITEMS Commendation for Rabbi Philip Ohriner Recommended Action: Present commendation to Rabbi Philip Ohriner. Mayor Bernald and the City Council presented a commendation to Rabbi Philip Ohriner recognizing his contributions to the community. Commendation to Yoshihiro Uchida Recommended Action: Present commendation to Yoshihiro Uchida in honor of Asian Heritage Month. Mayor Bernald and the City Council presented a commendation to Yoshihiro Uchida in honor of Asian Heritage Month. Proclamation Declaring May 19, 2018 as Kids to Parks Day Recommended Action: Present the proclamation to the Saratoga Parks & Recreation Commission. Mayor Bernald and the City Council presented Commissioner Renee Pacquier a proclamation declaring May 19, 2018 as Kids to Parks Day. Walk and Bike to School Day Proclamation Recommended Action: Present the proclamation declaring the Walk and Bike to School Day to the Saratoga Youth Commission. Mayor Bernald and the City Council presented the Youth Commission with the Walk and Bike to School Day Proclamation. Commendations Recognizing Outgoing Youth Commissioners Recommended Action: Receive presentation on efforts of the Youth Commission during the 2017/18 school year and present commendations to outgoing Commissioners Holly Cunningham, Rashi Garg, Ruchi Maheshwari, Jiwoo Song, Charu Vijay and Stephen Zhong recognizing their service on the Saratoga Youth Commission. The Youth Commissioners presented their 2017/18 school year efforts and activities. Mayor Bernald and the City Council presented outgoing commissioners Cunningham, Maheshwari, Song, Vijay and Zhong with commendations recognizing their service on the Youth Commission. Appointment of Youth Commissioners and Oath of Office Recommended Action: Approve the attached resolution appointing 6 members to the Saratoga Youth Commission and direct the City Clerk to administer the Oath of Office. Saratoga City Council Minutes — Page 2 of 9 Nora Pimentel, City Clerk, administered the Oath of Office to 6 new Youth Commission Members. Resolution No. 18-024 MILLER/ CAPPELLO MOVED TO ADOPT A RESOLUTION APPOINTING 6 MEMBERS TO THE SARATOGA YOUTH COMMISSION. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE SPECIAL PRESENTATIONS Presentation from #PandaPower FIRST LEGO League Team Recommended Action: Receive presentation from #PandaPower FIRST LEGO League team members, Aarthi Venkatraman, Anika Mehrotra, Kaya Rammohan, and Gabrielle Chen. The City Council received #PandaPower FIRST LEGO League team presentation. 1. CONSENT CALENDAR 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Special City Council Meeting on April 17, 2018 and the Regular City Council Meeting on May 2, 2018. CAPPELLO/LO MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR THE SPECIAL CITY COUNCIL MEETING ON APRIL 17, 2018 AND THE REGULAR CITY COUNCIL MEETING ON MAY 2.2018. 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: 05/01/2018 Period 11; and 05/08/2018 Period 11. CAPPELLO/LO MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 05/01/2018 PERIOD 11; AND 05/08/2018 PERIOD 11. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 1.3. Resolution Updating the City's Records Retention Schedule Recommended Action: Adopt the resolution updating the City's Records Retention Schedule. Resolution No. 18-025 Saratoga City Council Minutes — Page 3 of 9 CAPPELLO/LO MOVED TO ADOPT A RESOLUTION UPDATING THE CITY'S RECORDS RETENTION SCHEDULE. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 1.4. Extension of Contract for Street Sweeping Service Recommended Action: 1. Move to extend street sweeping contract with Contract Sweeping Services for an additional one year term for FY 2018/19 2. Move to approve amended payments terms on the extended contract to include a 3.6% increase as well as an additional $5,000 for unscheduled sweeping CAPPELLO/LO MOVED TO 1) EXTEND STREET SWEEPING CONTRACT WITH CONTRACT SWEEPING SERVICES FOR AN ADDITIONAL ONE YEAR TERM FOR FY 2018/19; AND 2) APPROVE AMENDED PAYMENTS TERMS ON THE EXTENDED CONTRACT TO INCLUDE A 3.6% INCREASE AS WELL AS AN ADDITIONAL $5,000 FOR UNSCHEDULED SWEEPING. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 1.5. ZAG Technical Services Support Contract Recommended Action: Authorize the City Manager to amend the ZAG Technical Services contract for an additional three years for IT Support in an amount not to exceed $30,000 per fiscal year. CAPPELLO/LO MOVED TO AUTHORIZE THE CITY MANAGER TO AMEND THE ZAG TECHNICAL SERVICES CONTRACT FOR AN ADDITIONAL THREE YEARS FOR IT SUPPORT IN AN AMOUNT NOT TO EXCEED $30,000 PER FISCAL YEAR. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 1.6. Transportation Development Act (TDA) Article 3 Application for the Saratoga Avenue Walkway Project. Recommended Action: Adopt resolution supporting the Metropolitan Transportation Commission's Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application for the Saratoga Avenue Walkway Project. Resolution No. 18-026 CAPPELLO/LO MOVED TO ADOPT A RESOLUTION SUPPORTING THE METROPOLITAN TRANSPORTATION COMMISSION'S TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 PEDESTRIAN/BICYCLE GRANT APPLICATION FOR THE SARATOGA AVENUE WALKWAY PROTECT. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE Saratoga City Council Minutes — Page 4 of 9 1.7. 2017 General Plan Housing Element Annual Progress Report Recommended Action: Adopt a resolution accepting the 2017 General Plan Housing Element Annual Progress Report and direct staff to file the report with the Governor's Office of Planning and Research and the Department of Housing and Community Development. Resolution No. 18-027 CAPPELLO/LO MOVED TO ADOPT A RESOLUTION ACCEPTING THE 2017 GENERAL PLAN HOUSING ELEMENT ANNUAL PROGRESS REPORT AND DIRECT STAFF TO FILE THE REPORT WITH THE GOVERNOR'S OFFICE OF PLANNING AND RESEARCH AND THE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 2. PUBLIC HEARING 2.1. Amendments to Accessory Dwelling Units Ordinance Recommended Action: 1. Conduct a public hearing. 2. Introduce and waive the first reading of the ordinance amending Chapter 15 (Zoning Regulations) of the Saratoga Municipal Code related to accessory dwelling units. 3. Direct staff to place the ordinance on the Consent Calendar for adoption at the next regular meeting of the City Council. Debbie Pedro, Community Development Director, presented the staff report. Mayor Bernald opened the public hearing. No one requested to speak. Mayor Bemald closed the public hearing. MILLER/KUMAR MOVED TO INTRODUCE AND WAIVE THE FIRST READING OF ORDINANCE AMENDING CHAPTER 15 (ZONING REGULATIONS) OF THE SARATOGA MUNICIPAL CODE RELATED TO ACCESSORY DWELLING UNITS; AND 2) DIRECT STAFF TO PLACE THE ORDINANCE ON THE CONSENT CALENDAR FOR ADOPTION AT THE JUNE 6, 2018 REGULAR MEETING OF THE CITY COUNCIL. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 2.2. Fiscal Year 2018/19 Proposed Operating & Capital Budget Public Hearing Recommended Action: Conduct a public hearing on the proposed FY 2018/19 Operating & Capital Budgets, and provide direction to staff for budget adoption on June 6, 2018. Mary Furey, Finance Administrative Services Director, presented the staff report. Saratoga City Council Minutes — Page 5 of 9 Tony McFarlane, Finance Manager presented the Capital Budget portion of the staff report. Mayor Bernald invited public comment on the item. The following people requested to speak: Jim Stallman No one else requested to speak. MILLER/CAPPELLO MOVED TO DIRECT STAFF TO BEGIN THE RECRUITMENT PROCESS FOR THE BUILDING OFFICIAL POSITION IN THE PROPOSED FY 2018/19 BUDGET. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 3. GENERAL BUSINESS 3.1. Recreation Services Agreement with Los Gatos -Saratoga Recreation Recommended Action: Authorize the City Manager to execute an agreement with LGS Recreation for an amount not to exceed $126,000. Michael Taylor, Recreation and Facilities Director, presented the staff report. Nancy Rollett, Executive Director of Los Gatos -Saratoga Recreation, provided some additional comments. Mayor Bernald invited public comment on the item. No one requested to speak. CAPPELLO/LO MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH LGS RECREATION FOR AN AMOUNT NOT TO EXCEED $126,000. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE 3.2. Youth Commission Roles & Responsibilities Follow Up Recommended Action: Receive report and provide input. Kayla Nakamoto, Recreation Coordinator, presented the staff report. Mayor Bernald invited public comment on the item. No one requested to speak. CAPPELLO/MILLER MOVED TO ACCEPT THE YOUTH COMMISSION ROLES & RESPONSIBILITIES REPORT MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE Saratoga City Council Minutes — Page 6 of 9 3.3. Requirements for Registered Neighborhood Watch Groups Recommended Action: Consider and provide direction on the Public Safety Task Force's recommended requirements for registered Neighborhood Watch groups. Crystal Bothelio, Deputy City Manager, presented the staff report. Mayor Bernald invited public comment on the item. No one requested to speak. Chuck Page, Vice Chair of the Public Safety Task Force provided some additional comments. KUMAR/MILLER MOVED TO ACCEPT THE PUBLIC SAFETY TASK FORCE'S RECOMMENDATION TO REQUIRE NEIGHBORHOOD WATCH GROUPS TO HOLD 1 GATHERING PER YEAR TO STAY REGISTERED AND REQUIRE NEW GROUPS TO DEFINE BOUNDARIES THAT DO NOT OVERLAP WITH OTHER GROUPS, DEMONSTRATE ENGAGEMENT FROM A MAJORITY OF HOUSEHOLDS IN THE GROUP, DEFINE A COMMUNICATIONS PLAN, AND HOLD AN ORIENTATION WITH THE SHERIFF'S OFFICE THAT IS OPEN TO ALL RESIDENTS. STAFF WAS ALSO DIRECTED TO SEND A REMINDER TO NEIGHBORHOOD WATCH LEADS TO CONFIRM IF THEY HAVE HAD A GATHERING BEFORE THE DECEMBER 2018 DEADLINE TO HOLD A SOCIAL GATHERING AND SEND A POSTCARD TO RESIDENTS IN EACH OF THE NEIGHBORHOOD WATCH GROUPS WITH THE NEIGHBORHOOD WATCH NAME AND CONTACT FOR THE RESPECTIVE AREA. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3.4. Storage and Reporting Lost/Stolen Firearms Recommended Action: Consider a request from Mayor Bernald to place an ordinance on a future agenda to amend the City Code to establish requirements for storage and reporting lost or stolen firearms. Crystal Bothelio, Deputy City Manager, presented the staff report. Mayor Bernald invited public comment on the item The following people requested to speak: Eric Swanson No one else requested to speak. Saratoga City Council Minutes — Page 7 of 9 LO/CAPPELLO MOVED TO ACCEPT REQUEST FROM MAYOR BERNALD TO PLACE AN ORDINANCE ON A FUTURE AGENDA AMENDING THE CITY CODE TO ESTABLISH REQUIREMENTS FOR STORAGE AND REPORTING LOST OR STOLEN FIREARMS FOLLOWING A COMMUNITY MEETING AND STRIKING THE WORDS "TRIGGER LOCK" FROM THE SAMPLE ORDINANCE PROVIDED AND INSTEAD USE THE PHRASE "DISABLE WITH STATE APPROVED LOCKING MECHANISM." MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE COUNCIL ASSIGNMENTS Mayor Mary -Lynne Bernald Saratoga Historical Foundation will meet on Thursday, May 17, 2018. South Flow Arrivals Ad Hoc Committee will meet on Friday, May 18, 2018 and they will receive the final comments on the proposed By Laws and Memorandum of Understanding which will be presented to the Cities Association in June. West Valley Clean Water Program Authority met on Thursday, May 10, 2018. West Valley Solid Waste Management Joint Powers Authority met on Thursday, May 10, 2018 and there was discussion on real time recording during garbage pick-up to identify problems that occur. Vice Mayor MannyCCMpello Cities Association of Santa Clara County Board of Directors met on Thursday, May 10, 2018 and the focus was a panel discussion on housing and transportation. West Valley Sanitation District held a rate hearing last week and 20 appeal letters were submitted. The funding proposal was passed as well as the budget associated with it. Council Member Howard Miller Council Finance Committee met and discussed the budget which was approved by Council. Silicon Valley Clean Energy Authority Board of Directors met several times and Council Member Miller shared a few highlights from those meetings. Council Member Emily Lo Hakone Foundation Board & Executive Committee met and discussed the Annual Hakone Gala coming up on September 16, 2018. Santa Clara County Library Joint Powers Authority will meet next month, the library will send two postcards reminding residents that they may access free ecards online. Council Member Rishi Kumar Saratoga Chamber of Commerce & Destination Saratoga met and there was a discussion on the Big Basin Turnaround and a public hearing coming up at the Traffic Safety Commission meeting on June 7, 2018. CITY COUNCIL ITEMS None Saratoga City Council Minutes — Page 8 of 9 COUNCIL COMMUNICATIONS Council Member Kumar reported that the Community Development Department has launched a new program for mediation and dispute resolution offered to residents for free. The primary election is on June 5 and absentee ballots may be dropped off at the City Manager's Office in the ballot drop off box located in the lobby. On Friday, May 18, 2018 Saratoga High School will be hosting a spaghetti night, tickets are $8 and it will take place between 4:30 p.m. and 6:30 p.m. Council Member Kumar added that he read a post on Next Door about speeding around schools and encouraged everyone to slow down. CITY MANAGER'S REPORT None ADJOURNMENT MILLER/CAPPELLO MOVED TO ADJOURN THE MEETING AT 9:41 P.M. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. #Pimentel,:V MM City Clerk City of Saratoga Saratoga City Council Minutes — Page 9 of 9