HomeMy WebLinkAbout11-07-2018 Council agenda packetSaratoga City Council Agenda – Page 1 of 5
SARATOGA CITY COUNCIL
REGULAR MEETING
NOVEMBER 7, 2018
5:30 P.M. COMMISSION INTERVIEWS
Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Time Name Commission Vacancies Incumbent
5:40 p.m. Rina Shah Heritage
Preservation
1 Term
(1/1/2019 – 12/31/2022)
Yes
5:45 p.m. Belal Aftab Traffic Safety 1 Term
(1/1/2019 – 12/31/2022)
Yes
6:00 P.M. JOINT MEETING
Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Joint Meeting with West Valley-Mission Community College District
7:00 P.M. REGULAR SESSION
Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT ON POSTING OF THE AGENDA
The agenda for this meeting was properly posted on November 1, 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
Saratoga City Council Agenda – Page 2 of 5
CEREMONIAL ITEMS
Commendation for Public Safety Task Force Members
Recommended Action:
Present the commendations to the Public Safety Task Force Members.
SPECIAL PRESENTATIONS
AARP Andrus Award for Community Service Presentation
Recommended Action:
Receive presentation from representatives from AARP on the Andrus Award for
Community Service.
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 October 17,
2018.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
10/16/2018 Period 4; 10/23/2018 Period 4; and 10/30/2018 Period 4.
1.3. Treasurer’s Report for the Month Ended September 30, 2018
Recommended Action:
Review and accept the Treasurer’s Report for the month ended September 30, 2018.
1.4. Resolution Amending Youth Commission Eligibility
Recommended Action:
Approve the resolution amending the Saratoga Youth Commission Administration,
Responsibilities and Duties Policy to limit Commissioners to 1 term and prohibit
appointment of applicants who will be a high school senior during their first year on the
Commission.
1.5. Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal of
the District for FY 19-20.
Recommended Action:
1. Move to adopt the Resolution describing improvements and directing preparation of the
Engineer’s Report.
2. Move to adopt the Resolution appointing the Attorneys for the District.
Saratoga City Council Agenda – Page 3 of 5
1.6. Park Restroom Maintenance Service Contract – North Bay Building Maintenance
Recommended Action:
Approve a Park Restroom Maintenance Service Contract with North Bay Building
Maintenance for monthly restroom maintenance services in the amount of $68,260 and
authorize the City Manager to execute the same.
1.7. Budget Amendment - Brookview Landscaping and Lighting District (Zone 39)
Recommended Action:
Adopt Resolution appropriating $50,000 from Zone 39 fund balance into the Fiscal Year
2018-2019 operating budget.
2. PUBLIC HEARING
Items placed under this section of the Agenda are those defined by law as requiring a
special notice and/or a public hearing or those called by the City Council on its own
volition.
2.1. Ordinance Establishing Regulations for Storage of Firearms
Recommended Action:
Conduct a public hearing concerning the attached ordinance that would establish regulations
for storage of firearms in Saratoga residences; and, introduce and waive the first reading of
the ordinance and direct staff to place the ordinance on the consent calendar for adoption at
the next regularly scheduled meeting of the City Council.
3. GENERAL BUSINESS
3.1. Youth Commission Fundraising Plan
Recommended Action:
Approve the Youth Commission Fundraising Plan to collect donations and seek sponsorship
of various Youth Commission events and activities.
3.2. Public Safety Task Force Final Recommendations
Recommended Action:
Receive final recommendations from the Public Safety Task Force and direct staff to
include City Council direction on the recommendations at the 2019 City Council Retreat.
3.3. Dedication for former Mayor Francis Stutzman
Recommended Action:
Provide direction to staff on funding a tree and a bench dedication for former Mayor Francis
Stutzman.
3.4. 2018 Pavement Management Project – Additional Work
Recommended Action:
1. Authorize an increase in the construction contingency for the 2018 Pavement
Management Project by $250,000.
2. Adopt a budget resolution to transfer $75,000 from the Hillside Reserve Fund to the
Pavement Management Project Budget
3.5. CivicPlus Mobile App
Recommended Action:
Provide direction to staff regarding the CivicPlus mobile app.
Saratoga City Council Agenda – Page 4 of 5
COUNCIL ASSIGNMENTS
Mayor Mary-Lynne Bernald
Cities Association of Santa Clara County-Legislative Action Committee
Cities Association of Santa Clara County-City Selection Committee
Council Finance Committee
Hakone Foundation Board
Public Art Committee
Saratoga Historical Foundation
South Flow Arrivals Ad Hoc Committee
West Valley Clean Water Program Authority
West Valley Mayors and Managers
West Valley Solid Waste Management Joint Powers Authority
Vice Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors
Santa Clara County Housing and Community Development (HCD) Council Committee
Saratoga Area Senior Coordinating Council (SASCC)
West Valley Sanitation District
Council Member Howard Miller
America in Bloom Committee
Council Finance Committee
Saratoga Ministerial Association
Saratoga Sister City Organization
Silicon Valley Clean Energy Authority Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
VTA State Route 85 Corridor Policy Advisory Board
Council Member Emily Lo
Hakone Foundation Board & Executive Committee
KSAR Community Access TV Board
Public Art Committee
Santa Clara County Library Joint Powers Authority
Council Member Rishi Kumar
Association of Bay Area Governments
Saratoga Chamber of Commerce & Destination Saratoga
Santa Clara County Expressway Plan 2040 Policy Advisory Board
Santa Clara Valley Water District Commission
CITY COUNCIL ITEMS
COUNCIL COMMUNICATIONS
CITY MANAGER'S REPORT
ADJOURNMENT
Saratoga City Council Agenda – Page 5 of 5
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Debbie Bretschneider, Interim 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 November 1,
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 1st day of November 2018 at Saratoga, California.
Debbie Bretschneider, Interim 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]
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
11/29 Joint Meeting with Saratoga School Districts in Community Center
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
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2018
City of Saratoga
CITY COUNCIL JOINT MEETING
Meeting Discussion Topics
Joint Meeting with West Valley-Mission Community College District
November 7, 2018 | 6:00 p.m.
Saratoga City Hall | Linda Callon Conference Room
6:00 p.m. Welcome & Introductions
6:15 p.m.News & Upcoming Activities
6:45 p.m.Other Remarks & Wrap Up
Dinner will be provided at the Joint Meeting.
The Regular Session of the City Council beginsat 7:00 p.m. in the Civic Theater
at 13777 Fruitvale Avenue. Joint Meeting attendees are invited to attend the
Regular Session and share an overview of the Joint Meeting.
6
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Interim City Clerk
SUBJECT:Commendation for Public Safety Task Force Members
RECOMMENDED ACTION:
Present the commendations to the Public Safety Task Force members.
BACKGROUND:
The City Council formed the Public Safety Task Force in February 2017 to serve in an advisory
capacity to the City Council until November 2018 with the broad purpose of developing
recommendations to enhance public safety in Saratoga for the City Council to consider.
The Task force’s primary mission has been to enhance public safety in Saratoga by bringing
greater awareness to public safety through outreach and education, strengthening partnerships
between residents and their neighbors, the City, and public safety agencies, and monitoring and
tracking the progress of City efforts. The 5-member Task Force developed an intensive work
plan and was able to complete each of the action items identified in the work plan.
ATTACHMENTS:
Attachment A –Commendations for Public Safety Task Force Members
7
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
JOHN HIROKAWA
FOR HIS SERVICE ON THE SARATOGA
PUBLIC SAFETY TASK FORCE
WHEREAS, John Hirokawa started on the Public Safety Task Force in March 2017 to serve in an
advisory capacity to the City Council until November 2018 with the broad purpose of developing
recommendations to enhance public safety in Saratoga for the City Council to consider; and
WHEREAS, the Public Safety Task Force’s primary mission has been to enhance public safety in
Saratoga by bringing greater awareness to public safety through outreach and education, strengthening
partnerships between residents and their neighbors, the City, and public safety agencies, and monitoring and
tracking the progress of City efforts; and
WHEREAS, the 5-member Task Force developed an intensive work plan that included hosting 3
Neighborhood Watch Lead Gatherings that brought leaders from across the City together to learn from each
other, identify solutions to common problems, and improve the City’s Neighborhood Watch Program and was
able to complete each of the action items identified in the work plan; and
WHEREAS, the Task Force hosted the first ever Saratoga Safety Fair in May 2018, which provided
residents with a variety of public safety resources; and
WHEREAS, the Task Force carefully reviewed guidelines and requirements for Neighborhood
Watch groups and developed several recommendations to improve the resiliency and vitality of the program;
and
WHEREAS, the Task Force also studied the City’s public outreach efforts and initiated
improvements, including the quarterly public safety postcard; and
WHEREAS, John Hirokawa served as Chair for the Public Safety Task Force and ensured that all
voices were heard and kept the Task Force on track; and
WHEREAS, John Hirokawa was a wealth of information to the Public Safety Task Force thanks to
his many years of experience in law enforcement.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby
extend its sincere appreciation and gratitude to John Hirokawa for his dedicated service and contributions to
the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of November
2018.
Mary-Lynne Bernald, Mayor
City of Saratoga
8
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
CHUCK PAGE
FOR HIS SERVICE ON THE SARATOGA
PUBLIC SAFETY TASK FORCE
WHEREAS, Chuck Page started on the Public Safety Task Force in March 2017 to serve in an
advisory capacity to the City Council until November 2018 with the broad purpose of developing
recommendations to enhance public safety in Saratoga for the City Council to consider; and
WHEREAS, the Public Safety Task Force’s primary mission has been to enhance public safety in
Saratoga by bringing greater awareness to public safety through outreach and education, strengthening
partnerships between residents and their neighbors, the City, and public safety agencies, and monitoring and
tracking the progress of City efforts; and
WHEREAS, the 5-member Task Force developed an intensive work plan that included hosting 3
Neighborhood Watch Lead Gatherings that brought leaders from across the City together to learn from each
other, identify solutions to common problems, and improve the City’s Neighborhood Watch Program and was
able to complete each of the action items identified in the work plan; and
WHEREAS, the Task Force hosted the first ever Saratoga Safety Fair in May 2018, which provided
residents with a variety of public safety resources; and
WHEREAS, the Task Force carefully reviewed guidelines and requirements for
Neighborhood Watch groups and developed several recommendations to improve the resiliency and
vitality of the program; and
WHEREAS, the Task Force also studied the City’s public outreach efforts and initiated
improvements, including the quarterly public safety postcard; and
WHEREAS, Chuck Page served as Vice Chair for the Public Safety Task Force and as Vice Chair
brought a sense of levity and humor that helped the Task Force navigate differences of opinion; and
WHEREAS, Chuck Page’s experience as a former Saratoga Mayor and Council Member was a
tremendous asset and helped ensure the success of Task Force efforts.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby
extend its sincere appreciation and gratitude to Chuck Page for his dedicated service and contributions to the
City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of November
2018.
Mary-Lynne Bernald, Mayor
City of Saratoga
9
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
RAY COSYN
FOR HIS SERVICE ON THE SARATOGA
PUBLIC SAFETY TASK FORCE
WHEREAS, Ray Cosyn started on the Public Safety Task Force in March 2017 to serve in an
advisory capacity to the City Council until November 2018 with the broad purpose of developing
recommendations to enhance public safety in Saratoga for the City Council to consider; and
WHEREAS, the Public Safety Task Force’s primary mission has been to enhance public safety in
Saratoga by bringing greater awareness to public safety through outreach and education, strengthening
partnerships between residents and their neighbors, the City, and public safety agencies, and monitoring and
tracking the progress of City efforts; and
WHEREAS, the 5-member Task Force developed an intensive work plan that included hosting 3
Neighborhood Watch Lead Gatherings that brought leaders from across the City together to learn from each
other, identify solutions to common problems, and improve the City’s Neighborhood Watch Program and was
able to complete each of the action items identified in the work plan; and
WHEREAS, the Task Force hosted the first ever Saratoga Safety Fair in May 2018, which provided
residents with a variety of public safety resources; and
WHEREAS, the Task Force carefully reviewed guidelines and requirements for Neighborhood
Watch groups and developed several recommendations to improve the resiliency and vitality of the program;
and
WHEREAS, the Task Force also studied the City’s public outreach efforts and initiated
improvements, including the quarterly public safety postcard; and
WHEREAS, as current member of the Saratoga Traffic Safety Commission, Ray Cosyn offered a
wealth of information and experience that helped enhance and improve the efforts of the Task Force; and
WHEREAS, Ray’s thoughtful and unique contributions helped ground and focus Task Force
discussions.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby
extend its sincere appreciation and gratitude to Ray Cosyn for his dedicated service and contributions to the
City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of November
2018.
_______________________
Mary-Lynne Bernald, Mayor
City of Saratoga
10
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
REBECCA JEPSEN
FOR HER SERVICE ON THE SARATOGA
PUBLIC SAFETY TASK FORCE
WHEREAS, Rebecca Jepsen started on the Public Safety Task Force in March 2017 to serve in an
advisory capacity to the City Council until November 2018 with the broad purpose of developing
recommendations to enhance public safety in Saratoga for the City Council to consider; and
WHEREAS, the Public Safety Task Force’s primary mission has been to enhance public safety in
Saratoga by bringing greater awareness to public safety through outreach and education, strengthening
partnerships between residents and their neighbors, the City, and public safety agencies, and monitoring and
tracking the progress of City efforts; and
WHEREAS, the 5-member Task Force developed an intensive work plan that included hosting 3
Neighborhood Watch Lead Gatherings that brought leaders from across the City together to learn from each
other, identify solutions to common problems, and improve the City’s Neighborhood Watch Program and was
able to complete each of the action items identified in the work plan; and
WHEREAS, the Task Force hosted the first ever Saratoga Safety Fair in May 2018, which provided
residents with a variety of public safety resources; and
WHEREAS, the Task Force carefully reviewed guidelines and requirements for Neighborhood
Watch groups and developed several recommendations to improve the resiliency and vitality of the program;
and
WHEREAS, the Task Force also studied the City’s public outreach efforts and initiated
improvements, including the quarterly public safety postcard; and
WHEREAS, Rebecca Jepsen’ boundless energy and creativity helped drive the Task Force’s efforts
to reduce crime in the City of Saratoga; and
WHEREAS, as a member of the Public Safety Task Force, Rebecca Jepsen demonstrated a true
passion for serving others and for making Saratoga the safest city in the United States.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby
extend its sincere appreciation and gratitude to Rebecca Jepsen for her dedicated service and contributions to
the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of November
2018.
Mary-Lynne Bernald, Mayor
City of Saratoga
11
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
ARUN VENKATACHAR
FOR HIS SERVICE ON THE SARATOGA
PUBLIC SAFETY TASK FORCE
WHEREAS, Arun Venkatachar was appointed to the Public Safety Task Force in May 2018
to serve in an advisory capacity to the City Council until November 2018 with the broad purpose of
developing recommendations to enhance public safety in Saratoga for the City Council to consider;
and
WHEREAS, the Public Safety Task Force’s primary mission has been to enhance public
safety in Saratoga by bringing greater awareness to public safety through outreach and education,
strengthening partnerships between residents and their neighbors, the City, and public safety
agencies, and monitoring and tracking the progress of City efforts; and
WHEREAS, the 5-member Task Force developed an intensive work plan, that included
hosting 3 Neighborhood Watch Lead Gatherings that brought leaders from across the City together
to learn from each other, identify solutions to common problems, and improve the City’s
Neighborhood Watch Program and was able to complete each of the action items identified in the
work plan; and
WHEREAS, the Task Force hosted the first ever Saratoga Safety Fair in May 2018, which
provided residents with a variety of public safety resources; and
WHEREAS, the Task Force carefully reviewed guidelines and requirements for
Neighborhood Watch groups and developed several recommendations to improve the resiliency and
vitality of the program; and
WHEREAS, the Task Force also studied the City’s public outreach efforts and initiated
improvements, including the quarterly public safety postcard; and
WHEREAS, as a member of the Public Safety Task Force, Arun Venkatachar offered an
analytical, data driven approach to problem solving and promoted the creative use of technology.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby extend its sincere appreciation and gratitude to Arun Venkatachar for his dedicated service
and contributions to the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 7th day of
November 2018.
Mary-Lynne Bernald, Mayor
City of Saratoga
12
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:AARP Andrus Award for Community Service Presentation
RECOMMENDED ACTION:
Receive presentation from representatives from AARP on the Andrus Award for Community
Service.
BACKGROUND:
Every year, each state chapter of the American Association of Retired Persons (AARP) presents
the prestigious Andrus Award for Community Service to a dedicated volunteer that is 50 or older
who are making a powerful difference in their communities. Nominations for the award are
submitted by AARP members, volunteers, and chapter members across the State of California.
During the November 7, 2018 City Council Meeting, representatives of the AARP will be
announcing and recognizing the recipient of the 2018 California Andrus Award for Community
Service.
13
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Interim City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Regular City Council Meeting on October 17, 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 October 17,2018
14
Saratoga City Council Minutes– Page 1 of 8
MINUTES
WEDNESDAY, OCTOBER 17, 2018
SARATOGA CITY COUNCIL REGULAR MEETING
At 6:00 p.m., the City Council held a Joint Meeting with Senator Jim Beall, Jr. 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 7:07 p.m. and led the Pledge of Allegiance.
ROLL CALL
PRESENT:Mayor Mary-Lynne Bernald, Vice Mayor Manny Cappello
Council Members Emily Lo, Howard Miller, Rishi Kumar
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, Deputy City Manager
Debbie Bretschneider, Interim City Clerk
Debbie Pedro, Community Development Director
Mary Furey, Finance & Administrative Services Director
John Cherbone, Public Works Director
Michael Taylor, Recreation & Facilities Director
REPORT ON POSTING OF THE AGENDA
Interim City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly
posted on October 12, 2018.
REPORT FROM JOINT MEETING
Senator Jim Beall, Jr. thanked the City Council and City staff for the fine work that they
accomplish. Senator Beall also reported on the State Legislative session.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Laurel Perusa spoke about a problem with rats in Saratoga.
Betsy Bryant spoke about a problem with rats in Saratoga.
Jeff Klioperc spoke about crime and car break-ins in Saratoga.
Denise Ramon Herrera announced her candidacy for the Los Gatos-Saratoga Union High School
District.
Tylor Taylor announced the SASCC Health Fair on November 3 from 9 a.m. to 3 p.m. at West
Valley College.
15
Saratoga City Council Minutes– Page 2 of 8
ANNOUNCEMENTS
Mayor Bernald announced National Friends of the Libraries Week, Pizza with a Purpose, a
reminder that green and white Clean Air Vehicle Stickers will expire on January 1, and shared
details about Pizza and Politics.
CEREMONIAL ITEMS
Commendation for Bella Mahoney
Recommended Action:
Present the commendation to Bella Mahoney.
Mayor Bernald and the City Council presented a commendation to Bella Mahoney.
Appointment of Library Commissioner and Parks & Recreation Commissioner & Oath of Office
Recommended Action:
Approve the attached resolution appointing 1 member to the Library Commission and 1 member
to the Parks & Recreation Commission; and direct the City Clerk to administer the Oath of
Office.
RESOLUTION 18-054
KUMAR/LO MOVED TO ADOPT A RESOLUTION APPOINTING 1 MEMBER TO THE
LIBRARY COMMISSION AND 1 MEMBER TO THE PARKS & RECREATION
COMMISSION; AND DIRECT THE CITY CLERK TO ADMINISTER THE OATH OF
OFFICE. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on October 3,
2018.
CAPPELLO/MILLER MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE REGULAR CITY COUNCIL MEETING ON OCTOBER 3, 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:
10/02/2018 Period 4; and 10/09/2018 Period 4.
CAPPELLO/MILLER MOVED TO ACCEPT THE ACCOUNTS PAYABLE CHECK
REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT
CYCLES: 10/02/2018 PERIOD 4; 10/09/2018 PERIOD 4. MOTION PASSED. AYES:
BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.16
Saratoga City Council Minutes– Page 3 of 8
1.3. Treasurer’s Report for the Month Ended August 31, 2018
Recommended Action:
Review and accept the Treasurer’s Report for the month ended August 31, 2018.
CAPPELLO/MILLER MOVED TO ACCEPT THE TREASURER’S REPORT FOR
THE MONTH ENDED AUGUST 31, 2018. MOTION PASSED. AYES: BERNALD,
CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
1.4. Declaration of surplus vehicles and authorize their disposal
Recommended Action:
Move to declare surplus and authorize the disposal of the following vehicles:
1. 2007 Chevy Silverado Extended Cab # 115 (Parks Division)
2. 2008 Chevy Silverado Crew Cab # 122 (Streets Division)
CAPPELLO/MILLER MOVED TO DECLARE THE FOLLOWING VEHICLES AS
SURPLUS AND AUTHORIZE THE DISPOSAL OF THE VEHICLES; 2007 CHEVY
SILVERADO EXTENDED CAB #115 AND 2008 CHEVY SILVERADO CREW CAB
#122. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.5. Tree Maintenance Service Contract – Trees 360 Degrees, Inc.
Recommended Action:
Approve a Tree Maintenance Service Contract with Trees 360 Degrees, Inc. for tree
maintenance services in the amount not to exceed $30,000 and authorize the City Manager
to execute the same.
CAPPELLO/MILLER MOVED TO APPROVE A TREE MAINTENANCE SERVICE
CONTRACT WITH TREES 360 DEGREES, INC. FOR TREE MAINTENANCE
SERVICES IN THE AMOUNT NOT TO EXCEED $30,000 AND AUTHORIZE THE
CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED. AYES:
BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
1.6. Tree Maintenance Service Contract – Oscars Expert Tree Service, Inc.
Recommended Action:
Approve a Tree Maintenance Service Contract with Oscars Expert Tree Service, Inc. for tree
maintenance services in the amount not to exceed $70,000 and authorize the City Manager
to execute the same.
CAPPELLO/MILLER MOVED TO APPROVE A TREE MAINTENANCE SERVICE
CONTRACT WITH OSCARS EXPERT TREE SERVICE, INC. FOR TREE
MAINTENANCE SERVICES IN THE AMOUNT NOT TO EXCEED $70,000 AND
AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME.MOTION
PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
17
Saratoga City Council Minutes– Page 4 of 8
1.7. Tree Maintenance Service Contract – Ian Geddes Tree Care, Inc.
Recommended Action:
Approve a Tree Maintenance Service Contract with Ian Geddes Tree Care, Inc. for tree
maintenance services in the amount not to exceed $55,000 and authorize the City Manager
to execute the same.
CAPPELLO/MILLER MOVED TO APPROVE A TREE MAINTENANCE SERVICE
CONTRACT WITH IAN GEDDES TREE CARE, INC. FOR TREE
MAINTENANCE SERVICES IN THE AMOUNT NOT TO EXCEED $55,000 AND
AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME.MOTION
PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
1.8. Ordinance Amending Tobacco Retailer License Penalties & Banning Flavored
Tobacco
Recommended Action:
Waive the second reading and adopt the ordinance amending penalties for violation of the
City of Saratoga’s Tobacco Retailer License Ordinance and prohibit sale of tobacco at
pharmacies and sale of flavored tobacco, not including menthol tobacco, in the City of
Saratoga.
ORDINANCE 357
CAPPELLO/MILLER MOVED TO WAIVE THE SECOND READING AND ADOPT
THE ORDINANCE AMENDING PENALTIES FOR VIOLATION OF THE CITY
OF SARATOGA’S TOBACCO RETAILER LICENSE ORDINANCE AND
PROHIBIT SALE OF TOBACCO AT PHARMACIES AND SALE OF FLAVORED
TOBACCO, NOT INCLUDING MENTHOL TOBACCO, IN THE CITY OF
SARATOGA. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2.PUBLIC HEARING
None
3.GENERAL BUSINESS
3.1. Authorize the Issuance of Special Tax Bonds for Arrowhead Community Facility
District and Approve Related Documents and Actions
Recommended Action:
Approve Resolution authorizing the issuance of the Community Facilities District No. 2016-
1 (Arrowhead Project) Special Tax Bonds, Series 2018 and related documents in support of
the bond issuance, and authorize the City Manager or his designee to execute the documents
and take all related actions in connection with the sale and issuance of the bonds, including
minor edits that may be necessary.
Mary Furey, Finance and Administrative Services Director, presented the staff report.
Paul Hansen gave a presentation about the Arrowhead Cooperative Company.
18
Saratoga City Council Minutes– Page 5 of 8
Mayor Bernald invited public comment on the item.
The following people requested to speak:
Behzad Rezvani
Santa Clara County Fire Battalion Chief Bret Rapport
Colin Phan
No one else requested to speak.
RESOLUTION 18-053
MILLER/CAPPELLO MOVED TO APPROVE RESOLUTION AUTHORIZING THE
ISSUANCE OF THE COMMUNITY FACILITIES DISTRICT NO. 2016-1
(ARROWHEAD PROJECT) SPECIAL TAX BONDS, SERIES 2018 AND RELATED
DOCUMENTS IN SUPPORT OF THE BOND ISSUANCE AND AUTHORIZE THE
CITY MANAGER OR HIS DESIGNEE TO EXECUTE THE DOCUMENTS AND
TAKE ALL RELATED ACTIONS IN CONNECTION WITH THE SALE AND
ISSUANCE OF THE BONDS, INCLUDING MINOR EDITS THAT MAY BE
NECESSARY. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.2. Planning Commission Meeting Schedule and Attendance
Recommended Action:
Provide direction to staff on whether to prepare an ordinance amending the Planning
Commission’s regular meeting schedule.
Debbie Bretschneider, Interim City Clerk, presented the staff report.
Debbie Pedro, Community Development Director, answered questions from the Council.
Mayor Bernald invited public comment on the item.
The following people requested to speak:
Joyce Hlava
Tina Walia
No one else requested to speak.
MILLER/CAPPELLO MOVE TO DIRECT STAFF TO: 1) PREPARE AN
ORDINANCE AMENDING CITY CODE SECTION 2-15.040 TO CHANGE THE
PLANNING COMMISSION REGULAR MEETING SCHEDULE FROM THE
SECOND AND FOURTH WEDNESDAY OF THE MONTH TO THE SECOND
WEDNESDAY OF THE MONTH AND INCLUDE THE CHANGE AS PART OF
THE ANNUAL CODE UPDATE; 2) ENCOURAGE ALL COMMISSIONERS TO
ATTEND ALL SITE VISITS AND STUDY SESSIONS; 3) RESERVE A ROOM FOR 19
Saratoga City Council Minutes– Page 6 of 8
THE 4TH WEDNESDAY OF THE MONTH FOR ANY NEEDED PLANING
COMMISSION STUDY SESSIONS; 4) TRACK ATTENDANCE TO ALL
PLANNING COMMISSION MEETINGS, INCLUDING SITE VISITS AND STUDY
SESSIONS, FOR THE ANNUAL COMMISSIONER QUALIFICATIONS AND
EXPIRING TERMS REPORT AND FOR REAPPOINTMENT OF
COMMISSIONERS; AND, 5) PROVIDE THE CITY COUNCIL WITH A
QUARTERLY REPORT ON THE PLANNING COMMISSION WORKLOAD.
MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
Council Member Miller requested that staff notify the Commissions when Council is
discussing items pertaining to that Commission.
3.3. Adopt a Resolution Amending the Fiscal 2018/19 Budget by $32,662 to Upgrade the
Community Center Building Fire Alarm System
Recommended Action:
1. Adopt a resolution amending the Fiscal Year 2018/19 Operating Budget by increasing the
Furniture, Fixtures, and Equipment Internal Service Fund by $32,662; and
2. Authorize a $29,112 payment to the Saratoga Area Senior Coordinating Council to cover
the City’s share of the costs to upgrade the fire alarm system for the Community Center
building with additional authorization to pay up to $3,550 in contingency related costs if
needed.
Michael Taylor, Recreation & Facilities Director, presented the staff report.
Mayor Bernald invited public comment on the item.
The following people requested to speak:
Lisa Oakley
Tylor Taylor
No one else requested to speak.
RESOLUTION 18-055
CAPPELLO/MILLER MOVED TO ADOPT A RESOLUTION AMENDING THE
FISCAL YEAR 2018/19 OPERATING BUDGET BY INCREASING THE
FURNITURE, FIXTURES, AND EQUIPMENT INTERNAL SERVICE FUND BY
$39,052 AND AUTHORIZE A $35,502 PAYMENT TO THE SARATOGA AREA
SENIOR COORDINATING COUNCIL TO COVER THE CITY’S SHARE OF THE
COSTS TO UPGRADE THE FIRE ALARM SYSTEM FOR THE COMMUNITY
CENTER BUILDING WITH ADDITIONAL AUTHORIZATION OF A
CONTINGENCY OF $3,550 FOR RELATED COSTS. MOTION PASSED. AYES:
BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
Mayor Bernald invited high school students to the stage to introduce themselves.
20
Saratoga City Council Minutes– Page 7 of 8
3.4. Youth Commission Eligibility
Recommended Action:
Direct staff accordingly.
Crystal Bothelio, Deputy City Manager, presented the staff report.
Mayor Bernald invited public comment on the item.
No one requested to speak.
LO/KUMAR MOVED TO DIRECT STAFF TO BRING BACK A CONSENT
CALENDAR RESOLUTION REVISING YOUTH COMMISSION ELIGIBILITY TO
PROHIBIT MEMBERS FROM SERVING MORE THAN ONE TERM AND
RESTRICT APPOINTMENT TO SARATOGA RESIDENTS IN GRADES 7
THROUGH 11. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.5. Celebration of Light
Recommended Action:
Consider supporting the Celebration of Light event, to be held in partnership with the
Saratoga Ministerial Association, and provide direction to staff.
Crystal Bothelio, Deputy City Manager, presented the staff report.
Mayor Bernald invited public comment on the item.
No one requested to speak.
CAPPELLO/ MILLER MOVED TO PARTNER WITH THE SARATOGA
MINISTERIAL ASSOCIATION ON CELEBRATION OF LIGHT; ALLOCATE
$4500 FROM COUNCIL DISCRETIONARY FUND TO THE EVENT; AND
DIRECTED STAFF TO INCLUDE FUNDING FOR THE EVENT IN FUTURE
BUDGETS. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
COUNCIL ASSIGNMENTS
Mayor Mary-Lynne Bernald
West Valley Clean Water Program Authority – attended interviews for the new Executive
Director.
West Valley Mayors and Managers – the group is accepting nominations for VTA Board
appointment.
Vice Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors – received a presentation on the
impacts autonomous vehicles will have on Cities, then discussed the RHNA sub-region and
Airport Roundtable, and received a report from the Nominating Committee for the Executive
Board.
West Valley Sanitation District – discussed regular operating business.
21
Saratoga City Council Minutes– Page 8 of 8
Council Member Howard Miller
Valley Transportation Authority (VTA) Policy Advisory Committee – the agenda included a
report that in the future clean air vehicles will not be free on Expressway Lanes and also, that the
Expressway Lanes will be in effect from 5:00 a.m. to 8:00 p.m.
Council Member Emily Lo
No Report
Council Member Rishi Kumar
No Report
CITY COUNCIL ITEMS
Council Member Miller asked for an agenda item to consider establishing a weight limit on
Pierce Road due to the commercial buses using that road. Vice Mayor Cappello supported the
request.
Council Member Miller requested a staff nominated capital project to assess and update fire
protection systems in City-owned properties. Vice Mayor Cappello supported the request.
Council Member Miller asked staff to talk to Vector Control or other rat experts and provide
information to Saratoga residents about controlling rat populations. Council Member Lo
supported the request.
COUNCIL COMMUNICATIONS
Council Member Lo announced that the Executive Committee for the League of CA Cities -
Peninsula Division is having a retreat next week and to let her know of any discussion topics the
Council has for that meeting.
CITY MANAGER'S REPORT
None
ADJOURNMENT
MILLER/CAPPELLO MOVED TO ADJOURN THE MEETING AT 10:01 P.M. MOTION
PASSED. AYES: BERNALD, CAPPELLO, LO, MILLER, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Debbie Bretschneider
Interim City Clerk
City of Saratoga 22
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:
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 voided 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 #
10/16/18 137157 137210 54 168,825.03 10/16/18 10/09/18 137156
10/23/18 137211 137268 58 729,095.50 10/23/18 10/16/18 137210
Accounts Payable 10/30/18 137269 137316 48 186,121.90 10/30/18 10/23/18 137268
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
10/16/18 137161 PW 67,960.10
10/16/18 137205 Various 23,932.00
10/23/18 137228 Various 39,471.75
10/23/18 137245 PS 473,395.42
10/23/18 137253 PW 23,914.00
10/23/18 137265 Wattis Construction Co.PW 132,870.32
10/30/18 137283 Fehr & Peers PW/CDD 50,032.34
10/30/18 137309 Various 25,975.89
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
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:Finance & Administrative Services
Starting Check #Type of Checks Date
Accounts Payable
Accounts Payable
Fund Purpose
Insurance
Chevrolet of Watsonville
Various City Exp
2 Trucks
Worker's Comp
US Bank Purchasing Card
Vehicle/Equip Rplcmnt
Various
10/16/2018 Period 4; 10/23/2018 Period 4; and 10/30/2018 Period 4.
PREPARED BY:
Ending
Check #
SCC Office of the Sheriff
Comp Shared Risk Pool
General
Prior Check Register
Checks
Released
Total
Checks Amount
CMP Member Dues
General Law Enforcement
SC Valley Transportation
Prospect Rd ImprovCIP Grant Street Repair
General/CIP Admin Proj Engineer/Circ Element
Status
Shute Mihaly & Weinberger Various Attorney Services
N/A
Reason Issued to
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
SARATOGA CITY COUNCIL
MEETING DATE: November 7, 2018
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Ann Xu, Accountant
SUBJECT: Treasurer’s Report for the Month Ended September 30, 2018
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended September 30, 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 September 30, 2018, the City had $201,427 in cash deposit at Comerica bank, and $20,597,863 on
deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that
effective July 1, 2018: 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
September 30, 2018 is $20,799,290 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 September 30, 2018, the City’s
financial position (Assets $21.0M, Liabilities $3.3M and Fund Equity $17.7M) remains very strong and
there are no issues in meeting financial obligations now or in the foreseeable future.
Unrestricted Cash
Comerica Bank 201,427$
Deposit with LAIF 20,597,863$
Total Unrestricted Cash 20,799,290$
Cash Summary
40
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 20,799,290$
Plus: Assets 280,201
Less: Liabilities (3,295,159)
Ending Fund Balance 17,784,332$
Adjusting Cash to Ending Fund Balance
41
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
* Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once
the FY 2017-18 independent audit is completed.
Fund Description
Prior Year
Carryforward
7/1/18*
Increase/
(Decrease)
Jul-Aug
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
9/30/2018
General Fund
Restricted Fund Balances:
Environmental Services Reserve 213,182 - - - - - 213,182
Committed Fund Balances:
Hillside Stability Reserve 1,000,000 - - - - - 1,000,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 1,564,588 - - - - - 1,564,588
Facility Reserve 2,200,000 - - - - - 2,200,000
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - - - 1,000,000
Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000
Compensated Absences Reserve 223,988 - - - - - 223,988
Other Unassigned Fund Balance Reserve (Pre YE distribution) 3,782,160 (1,424,606) 1,080,526 3,002,320 - - 435,760
General Fund Total 13,133,918 (1,424,606) 1,080,526 3,002,320 - - 9,787,518
Special Revenue
Landscape/Lighting Districts 1,385,339 (18,139) 7,783 70,000 - - 1,304,983
Debt Service
Library Bond 997,756 (674,165) 2,855 - - - 326,447
Internal Service Fund
Liability/Risk Management 553,907 (227,506) 87,500 9,919 - - 403,983
Workers Compensation 297,374 (45,256) 43,750 4,503 - - 291,365
Office Support Fund 116,964 (7,805) 10,783 2,756 - - 117,186
Information Technology Services 364,263 (90,398) 143,750 58,320 - - 359,295
Vehicle & Equipment Maintenance 236,330 (25,356) 68,750 27,372 - - 252,353
Building Maintenance 515,786 (98,012) 231,250 104,475 - - 544,548
Vehicle & Equipment Replacement 517,948 9,172 37,500 133,583 - - 431,037
Technology Replacement 423,730 - 37,500 13,974 - - 447,256
Facility FFE Replacement 420,814 (83,070) 50,000 38,926 - - 348,817
Internal Service Fund Total 3,447,117 (568,232) 710,783 393,829 - - 3,195,839
Trust/Agency
WVCWP Agency Fund - 637,849 122,476 304,661 - - 455,664
Capital Project
Street Projects 2,175,561 8,016 29,275 132,547 - - 2,080,305
Park and Trail Projects 702,319 (54,672) - 25,780 - - 621,868
Facility Projects 136,103 (49,716) - 16 - - 86,371
Administrative Projects 742,106 (25,107) 4,093 18,436 - - 702,656
Tree Fund Projects 92,029 (111) 300 - - - 92,218
Park In-Lieu Projects 392,073 - - 11,339 - - 380,734
CIP Grant Street Projects (2,219,113) (469,264) - 261,100 - - (2,949,477)
CIP Grant Park & Trail Projects 12,809 - - - - - 12,809
Gas Tax Fund Projects 1,503,137 135,064 49,675 1,481 - - 1,686,396
CIP Fund Total 3,537,025 (455,791) 83,343 450,698 - - 2,713,880
Total City 22,501,154 (2,503,083) 2,007,766 4,221,507 - - 17,784,332
42
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
* Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once
the FY 2017-18 independent audit is completed.
CIP Funds/Projects
Prior Year
Carryforward
7/1/18*
Increase/
(Decrease)
Jul-Aug
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
9/30/2018
Street Projects
Annual Road Improvements 329,218 45,641 29,275 87,188 - - 316,947
Roadway Safety & Traffic Calming 110,404 - - - - - 110,404
Prospect/Saratoga Median Improvement 745,818 - - 13,421 - - 732,397
Big Basin Way Turn Around - - - 18,988 - - (18,988)
Annual Infrastructure Maintenance& Repair 64,279 (37,625) - 788 - - 25,866
EL Camino Grande Storm Drain Pump 378,269 - - - - - 378,269
Storm Drain Capture Device 17,000 - - - - - 17,000
Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000
Quito Road Sidewalk Improvements 48,650 - - 6,630 - - 42,020
Fourth Street Bridge Widening 99,837 - - - - - 99,837
Quito Road Bridge Replacement 157,830 - - - - - 157,830
Quito Road Bridge - ROW Acquisition 39,374 - - 5,532 - - 33,842
Annual Retaining Wall Maintenance & Repairs 42,137 - - - - - 42,137
Underground Project 98,744 - - - - - 98,744
Total Street Projects 2,175,561 8,016 29,275 132,547 - - 2,080,305
Parks & Trails Projects
Park/Trail Repairs 23,357 - - - - - 23,357
Hakone Gardens Infrastructure Improvements 89,613 - - - - - 89,613
Hakone Gardens Koi Pond Improvements 115,248 (53,278) - 2,088 - - 59,882
Quarry Pond Walkway Clearing - - - 19,544 - - (19,544)
Joe's Trail at Saratoga/De Anza 33,997 - - - - - 33,997
Guava/Fredericksburg Entrance 99,418 (1,394) - 4,148 - - 93,876
Saratoga Village to Quarry Park Walkway - Design 33,000 - - - - - 33,000
Saratoga to Sea Trail - Construction 307,686 - - - - - 307,686
Total Parks & Trails Projects 702,319 (54,672) - 25,780 - - 621,868
Facility Projects
Civic Theater Improvements 70,690 6,283 - 2,028 - - 74,944
CC/SC Panel Upgrade 65,414 (53,986) - - - - 11,428
Community Center Stage Renovation - (2,013) - (2,013) - - -
Total Facility Projects 136,103 (49,716) - 16 - - 86,371
Administrative and Technology Projects
Combined Document Imaging Project 12,263 - - - - - 12,263
City Website/Intranet 16,949 - - - - - 16,949
Development Technology 80,301 (12,904) 4,093 - - - 71,490
Trak-It Software Upgrade 27,383 (1,750) - - - - 25,633
LLD Initiation Match Program 50,000 - - - - - 50,000
Horseshoe Beautification 24,650 - - - - - 24,650
General Plan Update 295,989 (6,873) - 17,949 - - 271,167
Village Specific Plan Update 80,158 (3,580) - - - - 76,578
Risk Management Project Funding 154,412 - - 487 - - 153,926
Total Administrative and Technology Projects 742,106 (25,107) 4,093 18,436 - - 702,656
43
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
* Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once
the FY 2017-18 independent audit is completed.
CIP Funds/Projects
Prior Year
Carryforward
7/1/18*
Increase/
(Decrease)
Jul-Aug
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
9/30/2018
Tree Fund Projects
Citywide Tree Planting Program 68,154 (236) 300 - - - 68,218
Tree Dedication Program 23,875 125 - - - - 24,000
Total Tree Fund Projects 92,029 (111) 300 - - - 92,218
CIP Grant Street Projects
Highway 9 Safety Improvements - Phase IV (108,547) - - - - - (108,547)
Prospect/Saratoga Median Improvement (2,133,920) (496,013) - 261,100 - - (2,891,033)
Citywide Signal Upgrade II (965) - - - - - (965)
Saratoga Ave Sidewalk 23,512 26,749 - - - - 50,261
Quito Road Bridges - ROW Acquisition 808 - - - - - 808
Total CIP Grant Street Projects (2,219,113) (469,264) - 261,100 - - (2,949,477)
CIP Grant Park & Trail Projects
Joe's Trail at Saratoga/De Anza 12,809 - - - - - 12,809
Total CIP Grant Park & Trail Projects 12,809 - - - - - 12,809
Park In-Lieu Projects
Hakone Koi Pond Improvement 9,320 - - - - - 9,320
Saratoga Village to Quarry Park Walkway - Design 88,689 - - 11,339 - - 77,350
Unallocated Park In-Lieu Funds 294,064 - - - - - 294,064
Total park In-Lieu Projects 392,073 - - 11,339 - - 380,734
Gas Tax Fund Projects
Annual Roadway Improvements 690,289 140,848 49,675 - - - 880,813
Prospect/Saratoga Median Improvements 685,014 (5,784) - 1,481 - - 677,749
Citywide Signal Upgrade II 99,759 - - - - - 99,759
Big Basin Way Sidewalk Repairs 20,990 - - - - - 20,990
Quito Road Bridges 7,085 - - - - - 7,085
Total Gas Tax Fund Projects 1,503,137 135,064 49,675 1,481 - - 1,686,396
Total CIP Funds 3,537,025 (455,791) 83,343 450,698 - - 2,713,880
44
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
45
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
2018 1.51 1.90 2.16
Quarterly Apportionment Rates
Local Agency Investment Fund
46
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Resolution Amending Youth Commission Eligibility
RECOMMENDED ACTION:
Approve the resolution amending the Saratoga Youth Commission Administration,
Responsibilities and Duties Policy to limit Commissioners to 1 term and prohibit appointment of
applicants who will be a high school senior during their first year on the Commission.
BACKGROUND:
At the October 17, 2018 City Council Meeting, the City Council discussed eligibility
requirements for the Saratoga Youth Commission. At that time, staff was directed to prepare a
resolution that would prohibit Youth Commissioners from serving more than 1 term.
Additionally, the City Council agreed to limit appointment to Saratoga residents in grades 7
through 11, thereby ensuring that all new members are eligible to serve a full 2-year term upon
appointment.
ATTACHMENTS:
Attachment A –Resolution Amending Youth Commission Administration, Responsibilities and
Duties Policy
47
RESOLUTION NO. 18-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE YOUTH COMMISSION ADMINISTRATION, RESPONSIBILITIES,
AND DUTIES POLICY
WHEREAS on November 15, 1972 the City Council of the City of Saratoga adopted
Resolution No. 542-2 relating to the terms of office, meeting time, and other matters concerning
the Youth Commission and amended the policy several times since then; and
WHEREAS, the City Council wishes to amend eligibility requirements for the Youth
Commission; and
WHEREAS, the amended Youth Commission Administration, Responsibilities, and
Duties Policy would prohibit Commissioners from serving more than 1 term, even after a 1-year
break; and
WHEREAS, the amended policy would also require that new members be eligible to
serve a full 2-year term upon appointment, thereby prohibiting appointment of applicants who
will be a high school senior during their first year on the Commission; and
WHEREAS, this resolution and the attached Youth Commission Administration,
Responsibilities, and Duties Policy supersede all prior resolutions, policies, and understandings
relating to Youth Commission.
NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga
hereby adopts the attached Youth Commission Administration, Responsibilities and Duties at a
Regular Meeting held on the 7th day of November 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mary-Lynne Bernald, Mayor
ATTEST:
DATE:
Debbie Bretschneider, Interim City Clerk
48
SARATOGA YOUTH COMMISSION ADMINISTRATION,
RESPONSIBILITIES, AND DUTIES POLICY
Adopted via Resolution No. 18-___
(November 7, 2018)
SECTION 1: There is hereby established and created a Youth Commission of the City of Saratoga,
which shall be known as the Saratoga Youth Commission, which shall consist of eleven (11)
members to be appointed by resolution of the City Council. Members of the Youth Commission
must be residents of Saratoga in grades 7 through 12. To be considered for appointment, applicants
must be eligible to serve a full 2-year term.
SECTION 2: The powers of the Youth Commission are advisory only, and it shall render all
reports and recommendations directly to the City of Council, unless otherwise directed by the
Council. The Commissioners’ powers and duties, in such advisory capacity to the City Council,
shall include the following:
(a) To develop and recommend guidelines involving the concerns of youth and the
programming and implementation thereof, to the Council;
(b) Advise the Council generally on matters which concern youth and specifically on the
various aspects of the city matters related to youth as may be requested by Council.
SECTION 3: Members shall be appointed to a term of 2 years. No Commissioner may serve
more than 1 term.
SECTION 4: Instead of the rules concerning vacancies set forth in Section 2-12.040 of the
Saratoga Municipal Code the following rules shall apply members of the Youth Commission:
(a) If a Commissioner is absent from more than three regular Commission meetings during a
single academic year, the Commissioner's office becomes vacant unless the absence is
approved by the Council.
(b) Vacant positions on the Commission will not be filled until the end of the school year.
SECTION 4: The Youth Commission shall hold regular meetings on the second and fourth
Tuesdays of each month at 7:00pm during the months of September through May. The
Commission may cancel a regular meeting due to lack of business. The Commission may also
meet at such other times as the Commission desires and shall follow the City of Saratoga Rules of
Parliamentary Procedure with respect to matters addressed by those rules.
49
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:Public Works
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:Landscaping &Lighting Assessment District LLA-1; Resolutions initiating
renewal of the District for FY 19-20.
RECOMMENDED ACTION:
1.Move to adopt the Resolution describing improvements and directing preparation of the
Engineer’s Report.
2.Move to adopt the Resolution appointing the Attorneys for the District.
REPORT SUMMARY:
Attached are two Resolutions the City Council must adopt to initiate the annual process of
renewing the Landscaping & Lighting Assessment District LLA-1 for the upcoming fiscal year
beginning on July 1. A summary of each Resolution is as follows:
1.Resolution describing improvements and directing preparation of the Engineer’s
Report -This is the Resolution required under Streets & Highways Code Section 22622 to
initiate the annual renewal process for the existing assessment district and the annexation of
new Zones for the ensuing fiscal year. The Resolution references the proposed
improvements to be provided by the district (Exhibit A) and directs the preparation of the
Engineer’s Report required under S&H Code Section 22565.
2.Resolution appointing Attorneys -This Resolution appoints the City Attorney’s office as
the attorneys for the District throughout the renewal process and limits their fees in
connection with this work to $500.
The provisions of the Proposition 218 Omnibus Implementation Act will be implemented during
the renewal process if necessary.
Procedurally this means that assessment ballots will be mailed to owners of property within the
District for which the initial proposed assessment for the property is either 1) higher than in any
previous year and not previously voted upon, 2) higher than what was authorized via balloting 50
conducted in a previous year, or 3) annexation of new Zones. As in previous years, ballots will
be separately tabulated at the close of the Protest Hearing for each Zone that may be voting.
Only those ballots returned by the close of the Protest Hearing will count towards determining
whether a majority protest exists.
ATTACHMENTS:
Attachment A: Resolution describing improvements and directing preparation of the Engineer’s
Report.
Attachment B: Resolution appointing Attorneys.
1056326.2
51
1
RESOLUTION NO.
A RESOLUTION DESCRIBING IMPROVEMENTS AND
DIRECTING PREPARATION OF ENGINEER'S REPORT
FOR FISCAL YEAR 2019-2020
CITY OF SARATOGA LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1
WHEREAS, The City Council did, pursuant to the provisions of the Landscaping and
Lighting Act of 1972, Part 2, Division 15 of the Streets and Highways Code of the State of
California, conduct proceedings for the formation of the City of Saratoga Landscaping and
Lighting Assessment District LLA-1 and for the levy and collection of assessments for fiscal year
1980 - 1981, and did, on June 18, 1980, pursuant to proceedings duly had, adopt its Resolution
No. 950-D, a Resolution Overruling Protests and Ordering the Formation of an Assessment
District and the Improvements and Confirming the Diagram and Assessments; and
WHEREAS, The public interest, convenience and necessity require, and it is the
intention of said Council to undertake proceedings for the levy and collection of assessments
upon the several lots or parcels of land in said District and/or several lots of parcels of land
which are proposed to be annexed into said District for the construction or installation of
improvements, including the maintenance or servicing, or both, thereof, for the fiscal year 2019-
2020; and
WHEREAS, The improvements to be constructed or installed, including the maintenance
or servicing, or both, thereof, are more particularly described in Exhibit "A" hereto attached and
by reference incorporated herein; and
WHEREAS, The costs and expenses of said improvements, including the maintenance or
servicing, or both, thereof, are to be made chargeable upon said District and/or upon the lots
within the territory proposed to be annexed into said District, the exterior boundaries of which
District are the composite and consolidated area as more particularly shown on a map thereof on
file in the office of the Clerk of the City of Saratoga to which reference is hereby made for
further particulars. Said map indicates by a boundary line the extent of the territory included in
said District and/or to be annexed into said District and shall govern for all details as to the
extent of the assessment district, and the proposed annexation; and
WHEREAS, The Engineer of said City be, and is hereby, directed to prepare and file
with said Clerk a report, in writing, referring to the assessment district and/or proposed
annexation by its distinctive designation, specifying the fiscal year to which the report applies,
and, with respect to that year, presenting the following:
52
2
a)plans and specification of the existing improvements and for proposed
new improvements, if any, to be made within the assessment district or
within the territory to be annexed into said District;
b)an estimate of the costs of said proposed new improvements, if any, to be
made, the costs of maintenance or servicing, or both, thereof, and of any
existing improvements, together with the incidental expenses in
connection therewith;
c)a diagram showing the exterior boundaries of the assessment district and
of any zones within said district and the lines and dimensions of each lot
or parcel of land within the district as such lot or parcel of land is shown
on the County Assessor's map for the fiscal year to which the report
applies, each of which lots or parcels of land shall be identified by a
distinctive number or letter on said diagram; and
d)a proposed assessment of the total amount of the estimated costs and
expenses of the proposed new improvements, including the maintenance
or servicing, or both, thereof, and of any existing improvements upon the
several lots or parcels of land in said district in proportion to the estimated
particular and distinct benefits to be received by each of such lots or
parcels of land, respectively, from said improvements, including the
maintenance or servicing, or both, thereof, and of the expenses incidental
thereto.
WHEREAS, The Office of the Public Works Director of said City be, and is hereby,
designated as the office to answer inquiries regarding any protest proceedings to be had herein,
and may be contacted during regular office hours at the City Hall, 13777 Fruitvale Avenue,
Saratoga, California 95070 or by calling (408) 868-1241.
* * * * * * * *
BE IT RESOLVED,The above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on the 7
th day of November, 2018 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mary-Lynne Bernald, Mayor
ATTEST:
_________________________________
Debbie Bretschneider, Acting City Clerk
53
3
Exhibit A
DESCRIPTION OF IMPROVEMENTS
The design, construction or installation, including the maintenance or servicing, or both, thereof,
of landscaping, including trees, shrubs, grass or other ornamental vegetation, statuary, fountains
and other ornamental structures and facilities, and public lighting facilities for the lighting of any
public places, including traffic signals, ornamental standards, luminaries, poles, supports,
tunnels, manholes, vaults, conduits, pipes, wires, conductors, guys, stubs, platforms, braces,
transformers, insulators, contacts, switches, capacitors, meters, communication circuits,
appliances, attachments and appurtenances, including the cost of repair, removal or replacement
of all or any part thereof, providing for the life, growth, health and beauty of landscaping,
including cultivation, irrigation, trimming, spraying, fertilizing and treating for disease or injury;
the removal of trimmings, rubbish, debris and other solid waste; electric current or energy, gas or
other illuminating agent for any public lighting facilities or for the lighting or operation of any
other improvements; and the operation of any fountains or the maintenance of any other
improvements including storm water improvements connected to National Pollutant Discharge
Elimination System (NPDES) permit requirements.
54
RESOLUTION NO.
A RESOLUTION APPOINTING ATTORNEYS
FOR FISCAL YEAR 2019-2020
CITY OF SARATOGA LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1
RESOLVED, by the City Council of the City of Saratoga, California, that
WHEREAS, the City Council has determined to undertake proceedings for the levy and
collection of assessments upon the parcels of land in the City of Saratoga Landscaping and
Lighting Assessment District LLA-1 pursuant to the Landscaping and Lighting Act of 1972 for
the construction or installation of improvements, including the maintenance or servicing, or both,
thereof for the fiscal year 2019-2020; and
WHEREAS, the public interest and general welfare will be served by appointing and
employing attorneys for the preparation and conduct of said proceedings;
NOW, THEREFORE, IT IS ORDERED, as follows:
1.That the law firm of Shute, Mihaly & Weinberger be, and it is hereby appointed
and employed to do and perform all legal services required in the conduct of said proceedings,
and that its compensation be, and it hereby is fixed at not to exceed $500.00.
* * * * * * *
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the 7th day of November 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mary-Lynne Bernald, Mayor
ATTEST:
_________________________________
Debbie Bretschneider, Acting City Clerk
55
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:Public Works Department
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:Park Restroom Maintenance Service Contract –North Bay Building
Maintenance
RECOMMENDED ACTION:
Approve a Park Restroom Maintenance Service Contract with North Bay Building Maintenance
(NBBM) for monthly restroom maintenance services in the amount of $68,260 and authorize the
City Manager to execute the same.
BACKGROUND:
Currently, Sunnyvale Building Maintenance (SBM) maintains all the City’s park restroom facilities
and Saratoga Library trash cans. The scope of work includes weekend services.
Recently, SBM notified the City they were going out of business. Staff received a competitive
proposal from NBBM to perform restroom maintenance for the remaining of this fiscal year and
next fiscal year. NBBM currently performs facility maintenance for the City Recreation
Department.
It is therefore recommended that City Council approve a maintenance services contract with North
Bay Building Maintenance for monthly maintenance services as described in the Recommended
Action and authorize City Manager to execute the same.
ATTACHMENTS:
Attachment A –Maintenance Service Contract
56
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City of Saratoga
Standard Services Contract
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'HSDUWPHQWRIWKH&LW\RI6DUDWRJD
NORTH BAY BUILDING MAINTENANCE (NBBM)
WEEKEND PARK RESTROOM FACILITY SERVICES
NORTH BAY BUILDING MAINTENANCE (NBBM)
Weekend Park Restroom Facility Cleaning Services
11/01/2018 06/30/2020
68,260.00
✔
57
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NORTH BAY BUILDING MAINTENANCE (NBBM)
WEEKEND PARK RESTROOM FACILITY SERVICES
NORTH BAY BUILDING MAINTENANCE (NBBM)
Ron Gonzales
210 San Jose Avenue
San Jose, CA 95125
408.920.0281
ron@nbbmservices.com
10796
PW-Park Maintenance
Kevin Meek
19700 Allendale Ave
Saratoga, CA 95070
408.868.1247
408.868.1278
kmeek@saratoga.ca.us
58
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LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV
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John Gonzales
Owner
NBBM
Weekend Park Restroom Services
59
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City of Saratoga Services Contract
Exhibit A – Scope of Work and Payment Terms
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-End of Exhibit A -
NORTH BAY BUILDING MAINTENANCE (NBBM)
WEEKEND PARK RESTROOM FACILITY SERVICES
Bonds are not required for maintenance work that is the subject of this Agreement.
• City Sites: Quarry Park, Wildwood Park, Kevin Moran Park, El Quito, Congress Springs Park, including outhouse
building, Library
• Contractor to provide full bathroom cleaning, stock servicing and garbage removal at designated city sites.
Garbage to be left by Contractor at City designated drop zone for City to remove from site.
• Year round services to be provided on:
Saturday evening or Sunday morning restocking, light cleaning and trash detail.
Alternate Fridays when City offices are closed, restocking, light cleaning and trash detail.
Wednesday morning disinfecting, detailed cleaning, restocking and trash detail.
• Contractor may not commence afternoon duties before 6:00pm during daylight savings hours and 3:00pm at other
times during the year.
• Morning services must be completed by 10am.
• Upon request, Contractor to provide services on public holidays and City closure days to be billed separately from
weekly schedule.
• City to provide fourteen (14) days’ notice for extra work services on public holidays and City closure days
designated.
• City will establish work schedule and give Contractor fourteen (14) days’ notice of weekly schedule changes.
• Contractor to provide cleaning equipment, cleaning supplies, trash can liners and any personal protective
equipment needed for cleaning.
• All products used must be compliant with the City IPM plan and be approved by City before use. Contractor must
provide a list of proposed cleaning products and supplies, along with their individual labels and MSDS sheets to
City before they can be used on City property.
• Trash can liners must be large enough to rest on the bottom of the trash cans when filled and to also be folded over
their circumference of the top rim. Minimum thickness of can liners is .66 millimeters. Upon removal, liners must
be tied in a knot before being stored in collection areas.
• City to supply paper towels, toilet paper and soap. City will replace any broken or vandalized furnishings.
60
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Exhibit B – Insurance
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City of Saratoga Services Contract
Exhibit C – General Provisions
1. INDEPENDENT CONTRACTOR. &LW\UHTXLUHVWKHVHUYLFHVRIDTXDOLILHGFRQVXOWDQW
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20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV
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21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV
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Exhibit D – Funding Agency Requirements
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Exhibit E – Special Requirements
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SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:Public Works Department
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:Budget Amendment -Brookview Landscaping and Lighting District (Zone
39)
RECOMMENDED ACTION:
Adopt Resolution appropriating $50,000 from Zone 39 fund balance into the Fiscal Year 2018-
2019 operating budget.
BACKGROUND:
When the budgets for the Landscape and Lighting Assessment District Zones were developed for
Fiscal Year 2018-2019 it was assumed the entryway work associated with Zone 39 would be
completed by the end of June, Fiscal Year 2017-2018.Delay in the start of the Prospect Road
Improvement Project pushed the start of Zone 39 improvements into the current fiscal year.
Funding in the amount of $50,000 went unspent and was transferred back into Zone 39’s fund
balance.
The attached resolution will appropriate the funds into the current fiscal year operating budget,
which will allow the work scheduled in December to begin. The improvements will upgrade the
Brookview neighborhood entry way signage at Titus Avenue, Woodside Drive, and Brookglen
Drive.
ATTACHMENTS:
Attachment A –Budget Resolution
77
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO APPROPRIATE FUNDS FOR THE NEWLY ACCEPTED LANDSCAPING &
LIGHTING DISTRICT:
BROOKVIEW - ZONE 39
WHEREAS, the City Council adopted the new Landscaping & Lighting District, Zone 39 (Allendale), at the
City Council Meeting on June 7, 2017;
WHEREAS, funds need to be appropriated for the frontage landscaping of the new Landscaping & Lighting
District; and
WHEREAS, assessments and matching CIP funds are needed and available to cover these expenses; and
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2018/19 Operating Budget as follows:
Account Description Account Amount
To Allocate Capital Matching Funds:
Transfer Out – Capital Matching Funds 414.9442-001.9999 $ 25,000.00
Transfer In - Capital Matching Funds 279.5302.49999 $ 25,000.00
To appropriate expenses for Landscaping & Lighting District: Brookview Landscape & Lighting Zone 39:
Misc. Landscaping Repairs (Capital Matching Funds)279.5302.64549 $ 50,000.00
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2018/19 Operating Budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on 7th day of November, 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________
Mary-Lynne Bernald
Mayor, City of Saratoga
Attest:
_______________________
Debbie Bretschneider, Interim City Clerk
1051928.2
78
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Ordinance Establishing Regulations for Storage of Firearms
RECOMMENDED ACTION:
Conduct a public hearing concerning the attached ordinance that would establish regulations for
storage of firearms in Saratoga residences; and, introduce and waive the first reading of the
ordinance and direct staff to place the ordinance on the consent calendar for adoption at the next
regularly scheduled meeting of the City Council.
BACKGROUND:
The attached ordinance was prepared following direction given by the City Council at the August
1, 2018 City Council Meeting. If adopted, the attached ordinance would require firearms to be
stored in a locked container or disabled with a safety device listed in the California Department
of Justice’s roster of approved firearm safety devices when the firearms are not in the owner’s
immediate possession while in a Saratoga residence. Violations of the storage requirements
would be processed as an infraction. Any resident who reports a stolen or lost firearm would not
be subject to the penalties for violating storage requirements.
Firearms are present in many homes in Saratoga and throughout Santa Clara County. A 2018
Santa Clara County Public Health Department report estimated that one in 10 adults in Santa
Clara County keep a firearm in their home.
A study conducted in 2018 published in the Journal of Urban Health estimated that 4.6 million
children in the United States live in a home with either a loaded or unlocked firearm. According
to the United States Centers for Disease Control, on average 7 children and teenagers are killed
by guns every day in the United States, including unintentional shootings. Approximately 20,000
children in the United States were killed or injured in accidental shootings between 2005 and
2014. An article published in 1999 in the Journal of American Medical Association revealed that
most youth fatal and non-fatal firearm injuries involved a weapon the came from the victim’s
home or from a friend or relative’s home. A study published in the Journal of American Medical
Association in 2005 indicated that firearms that are stored in a locked container or secured by a
safety device resulted in fewer youth suicides and unintentional injuries.
79
Secure storage of firearms may also reduce the number of stolen firearms. The United States
Bureau of Alcohol Tobacco and Firearms (ATF) published that roughly 500,000 firearms are lost
or stolen from homes in the United States every year. In Saratoga alone, a total of 17 firearms
were reported stolen between 2014 and 2017. A 2012 report from the ATF called lost and stolen
firearms a threat to public safety, as these weapons are often used to commit violent crimes and
sold to individuals that intend to commit a crime.
ATTACHMENTS:
Attachment A – Ordinance Establishing Regulations for Storage of Firearms
80
Page 1
DRAFT
ORDINANCE NO. _____
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADDING
CITY CODE ARTICLE 6-35 REGARDING STORAGE OF FIREARMS
The City Council of the City of Saratoga finds that:
1. Firearm injuries have a significant adverse public health and safety impact nationally,
regionally, and locally.
2. A Santa Clara County Public Health Department report released in April 2018 state that
11% of injury deaths in Santa Clara County were due to firearms injuries. On average,
there were 81 deaths per year in the County resulting from firearm injuries from 2012 to
2016.
3. An estimated one in 10 adults in Santa Clara County keep a firearm in or around their
home in 2013 through 2014 according to a 2018 Santa Clara County Public Health
Department report.
4. Improperly stored or secured firearms may result in accidental firearm injuries or deaths,
particularly in homes with children, and are susceptible to theft.
5. In the City of Saratoga, 17 firearms were reported as stolen between 2014 and 2017.
6. Providing for safe storage of guns in homes is one strategy for preventing accidental
shootings and theft.
7. The City Council of the City of Saratoga held a duly noticed public hearing on November
7, 2018, and after considering all testimony and written materials provided in connection
with that hearing introduced this ordinance and waived the reading thereof.
The City Council of the City of Saratoga does ordain as follows:
Section 1.Adoption.
The Saratoga City Code is hereby amended as set forth in Attachment A.
Section 2. Severance Clause.
The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence,
clause and phrase of this ordinance is severable and independent of every other section, sub-
section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section,
sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid,
the City Council declares that it would have adopted the remaining provisions of this ordinance
irrespective of the portion held invalid, and further declares its express intent that the remaining
portions of this ordinance should remain in effect after the invalid portion has been eliminated.
81
Page 2
DRAFT
Section 3. California Environmental Quality Act
The proposed amendments and additions to the City Code are exempt from the California
Environmental Quality Act (CEQA) pursuant to CEQA Guideline sections 15060(c)(2),
15060(c)(3), and 15061(b)(3). CEQA applies only to projects which have the potential of causing
a significant effect on the environment. As here, where it can be seen with certainty that there is
no possibility that the activity in question may have a significant effect on the environment, the
activity is not subject to CEQA.
Section 4. Publication.
A summary of this ordinance shall be published in a newspaper of general circulation of the City
of Saratoga within fifteen days after its adoption.
Following a duly notice public hearing the foregoing ordinance was introduced at the regular
meeting of the City Council of the City of Saratoga held on November 7, 2018 and was adopted
by the following vote on November 21, 2018.
COUNCIL MEMBERS:
AYES:
NOES:
ABSENT:
ABSTAIN:
SIGNED:
Mary-Lynne Bernald
MAYOR, CITY OF SARATOGA, CALIFORNIA
ATTEST:
DATE:
Debbie Bretschneider
INTERIM CITY CLERK
APPROVED AS TO FORM:
DATE:
Richard Taylor
CITY ATTORNEY
82
Page 3
DRAFT
Attachment A – Article 6-35 Firearms
Chapter 6 of the Saratoga Municipal Code is amended to adopt the Article set forth below:
Article 6-35 – Firearms.
6-35.010 Storage of Firearms in a Residence.
Except when carried on his or her person, or in his or her immediate control and possession, no
person shall keep a firearm (as defined in California Penal Code 16520 or as amended) in any
residence in Saratoga owned or controlled by that person unless the firearm is stored in a locked
container (as defined in California Penal Code 16850 or as amended) or the firearm is disabled
with a safety device that is listed on the California Department of Justice’s roster of approved
firearm safety devices.
6-35.020 Violations.
The violation of any provision contained in this Article is hereby declared to be unlawful and
shall constitute an infraction, subject to the penalties as prescribed in Chapter 3 of this Code. In
order to encourage reports to law enforcement agencies of lost or stolen firearms, a person who
files a report with a law enforcement agency notifying the agency that a firearm has been lost or
stolen shall not be subject to any code enforcement proceeding for any alleged violation of
section 6-35.010 above.
1002722.3
83
SARATOGA CITY COUNCIL
MEETING DATE:November 7th, 2018
DEPARTMENT:Recreation
PREPARED BY:Kayla Nakamoto, Recreation Coordinator
SUBJECT:Youth Commission Fundraising Plan
RECOMMENDED ACTION:
Approve the Youth Commission Fundraising Fund to collection donation and seek sponsorship of
various Youth Commission events and activities.
BACKGROUND:
For Fiscal year 2018/19, a total of $3,500 has been allocated in the City’s budget for Youth
Commission activities. With the Youth Commission activities scheduled for this school year, the
Commission would like permission from the City Council to raise the necessary funds to fully
implement the Commission’s work plan. Per the City of Saratoga Donation Policy, adopted via
Resolution 15-017, Commissioners must submit a Fundraising Plan for City Council consideration
before soliciting donations more than $500. Since more than $500 is needed to fully fund the
Commission’s 2018/19 activities, the Commission is proposing that the City Council approve the
attached Fundraising Plan (Attachment A).
In the past, the Youth Commission has collected monetary donations at each of their events and
charged admission for middle school dances. This year, the Commission would like to charge for
participation at their biggest event, the Color Dash. The Commission would also like to reach out
to local organizations for donations and sponsorships and collect monetary donations at tabling
events. Donations and admission charges will be used to cover costs associated with various Youth
Commission events.
This year, the Commission plans to table at 10 community events. Typically, the Commission
hosts a kid-friendly activity at these events, such as face painting. In addition, the Commission
will be organizing several events on their own and in partnership with the Recreation
Department, as well as conducting their annual Walk One Week program for 3 to 4 schools.
ATTACHMENTS:
Attachment A –Fundraising Plan
Attachment B -List of Youth Commission Events 84
Attachment C – Donation Policy
85
City of Saratoga Fundraising Plan
Fundraising Plan Title & Purpose: Please provide a title and description for your fundraising
project.
Fundraising Participants: Please list the names for all groups and individuals that will be
conducting fundraising.
Donation Type/Amount: Please describe the types and amount of donations that will be
sought.
Anticipated Donors: Please describe who will be approached for donations.
Donor Recognition Plan: Please describe how donors will be recognized.
Fundraising Timeline:
Council Review of Fundraising Plan:
Fundraising Start:
Fundraising Completion:
Council Review of Donations:
Donor Recognition Complete:
Restrictions/Reporting: Please identify any restrictions or reporting requirements
associated with this fundraising plan.
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Date Event Projected Attendance Event Cost (Estimate)Participation Cost/Sponsorships
11/30 Kahoot Night!40 $100.00 Donation Box/Sponsors Teen
12/7 Movie Night 40 $250.00 Donation Box Family/Middle School
2/16 Art Exhibition 30 $150.00 Donation Box/Sponsors High School
3/23 Dog Social 40 $250.00 Donation Box/Sponsors Teens
4/7 Color Dash 500 $2,000.00 $5.00/Sponsors Family
TBD Tree Planting 20 $250.00 Sponsorships Teens
Date Event Projected Attendance Event Cost (Estimate)Participation Cost/Sponsorships
TBD WOW - Marshall Lane 50 $235.00 Sponsors Youth (k-5)
TBD WOW - Saratoga 50 $235.00 Sponsors Youth (k-5)
TBD WOW - Foothill 50 $235.00 Sponsors Youth (k-5)
TBD WOW - Argonaut 50 $235.00 Sponsors Youth (k-5)
Date Event Projected Attendance Event Cost (Estimate)Participation Cost/Sponsorships
September Celebrating Differences Carnival 100 $22.00
October Witchy Walk 250 $22.00 N/A Family
November SASCC Health Fair 300 $22.00 N/A Family
November Tree Lighting 250 $22.00 Donation Box Family
December Celebration of Lights 250 $22.00 Donation Box Family
March?Lunar New Year 250 $22.00 Donation Box Family
March St. Paddy's Day 250 $22.00 Donation Box Family
April?Blossom Festival 250 $22.00 Donation Box Family
April State of the City 150 $22.00 N/A Family
April Argonaut Carnival 100 $22.00 N/A Elementary
Date Event Projected Attendance Event Cost (Estimate)Participation Cost/Sponsorships
January Dance for Individuals with Disabilities 50 $150.00 $5.00 Teen/Adult
May Dance for Individuals with Disabilities 50 $150.00 $5.00-$7.00 Teen/Adult
2018/19 Projected Budget $4,210.00
*Total Community Events cost is $220 (not including hot chocolate). *REVISED ON 10/29/2018
2018/19 Youth Commission Events
Walk One Week
Community Events*
Youth Commission Hosted Events
Co-Hosted with the Recreation Department
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Page 1 of 8
City of Saratoga
Donation Policy
I. Purpose
Members and supporters of the Saratoga community from time to time wish to support
the community by making donations to the City of Saratoga. The City Council
appreciates this generosity and has adopted this policy regarding donations to the City of
Saratoga, including City departments and City sponsored programs, activities, and events.
(This policy is distinct from the Employee Gifts Policy, which provides City of Saratoga
employees with a clear standard about when it is acceptable and prohibited to accept gifts
from a member of the public, a business, an organization, or other entity.)
II. Definitions
1. Donation: a contribution made to the City without expectation of goods, services, or
significant benefit or recognition in return. Donations may be in the form of money or
in-kind contributions of products, services, investment securities, real property (land),
or any combination thereof. A donation may be unrestricted, where the donor has
placed no limitation on its use, or restricted, where the donor has restricted its use to a
specified purpose. Donations that, if accepted, would obligate the City to enter into a
service, procurement, or other agreement shall not be considered a donation. Grants
to the City from a local, state, or federal agency are not subject to this policy.
2. Donor: Any organization or individual who provides the City with a donation.
3. Donation Agreement: An agreement between the City and the donor that details any
restrictions on a donation as well as the respective obligations of the donor and the
City.
4. Fundraising: Any activity conducted with the intent of generating donations to the
City. Fundraising activities may include, but are not limited to, promoting endowment
programs, program adoption or pledge drives, and contacting individuals, companies,
foundations, or other entities with a request for a donation to the City.
III. General Provisions
1. The City welcomes unrestricted donations as well as restricted donations that enhance
City services, reduce costs that the City would incur in the absence of the donation, or
that otherwise provide a benefit to the City. The City may decline any donation
without comment or cause.
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Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 2 of 8
2. Donors shall not expect, nor shall the City grant, any extra consideration to the donor
in relation to City procurement, regulatory matters, or any other business, services, or
operations of the City. To avoid the possible appearance of extra considerations,
members of the Planning and Heritage Preservation Commissions and staff of the
Community Development Department are not authorized to solicit donations to the
City.
3. No City Council member, Commissioner, employee, or volunteer shall solicit
donations in excess of $500 in money or in-kind services for any City project,
program, activity, or event (“supported activity”) unless the City Council has
approved a fundraising plan for the supported activity. A recommended form for a
fundraising plan is attached as Exhibit A to be revised as appropriate for the
fundraising goal and type of supported activity in question.
4. Donations must be directly related to providing goods or services to the public or for
another valid public purpose. Donations may not be used for personal financial gain
of any City elected or appointed official or employee.
5. The net benefit of a donation should be considered when determining whether to
accept a donation. Net benefit includes all lifecycle costs of ownership, including
maintenance, repair, clean-up, administrative, and any potential liability or expenses
that may be associated with the donation.
a. Donations may not be used to implement new on-going programs or services
unless a permanent source of revenue is identified to support the program or
service.
b. Potential costs and liabilities should be considered if a donation of personal
property or of a service does not include the same indemnification, insurance,
bonding, or warranties that the City would normally receive through procurement
of personal property or services.
c. Real property may be donated to the City provided that it will not expose the City
to an unreasonable risk of litigation or liability, because of the physical condition
of the property or existence of claims, liens, and encumbrances against the
property.
6. Council members and other City officials are responsible for reporting fundraising
activities and donations as required by applicable laws and regulations.
IV. Procedures
1. Unrestricted donations of $5,000 or less may be accepted or declined by the City
Manager. Restricted donations of $500 or less may be accepted or declined by the
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Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 3 of 8
City Manager. Unrestricted donations of more than $5,000 and restricted donations of
more than $500 must be brought to the City Council for consideration.
2. The City Manager may choose to request City Council consideration of any donation,
regardless of value.
3. The City Council shall consider proposed donations beyond the authority of the City
Manager set forth above and proposed donations referred to it by the City Manager.
The City Council may accept or decline any donation at its sole discretion.
4. All donations will receive appropriate recognition as determined by the City Manager
or City Council at the time the donation is accepted, taking into consideration the
nature and level of the donation. Upon request of the donor or if specified in a City-
initiated request for donors, limited forms of promotional activity (such as logo or
name placement on signs, flyers, and other materials related to a program or activity
supported by the donation) are permitted. The appearance of traditional commercial
advertising should be avoided and the size of donor recognition should be in keeping
with the size of non-recognition information used in the materials. The agreed upon
form of recognition should be identified in the donor receipt or a donation agreement.
Any naming of City parks, property, or facilities shall follow the guidelines set forth
in the City’s Policy Pertaining to Naming City-Owned Land and Facilities.
5. When donations with a value in excess of $100 are accepted or upon the request of
the donor, the City will issue the donor a receipt indicating the amount of the
donation or describing the goods or services donated within 30 days of receiving the
donation. (In accordance with the Internal Revenue Code the City does not provide
an estimated value of in-kind donations; donors may refer to IRS Publication 561 for
more information on valuing donated property.) The donation receipt shall also
include the date of the donation, the name of the donor, the purpose of the donation
(if a restricted donation), a brief description of any public recognition that will be
made by the City, and note that the donor received no goods or services in exchange.
The original receipt shall be submitted to the donor and the City shall retain a copy.
A sample donation receipt is attached as Exhibit B.
6. Before acceptance of a restricted donation valued at more than $500 or an
unrestricted donation valued at more than $5,000, the respective obligations of the
donor and the City shall be set forth in a donation agreement. A sample donation
agreement is attached as Exhibit C. The City Manager or City Council may require
donation agreements for donations valued at any amount.
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Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 4 of 8
7. The City shall maintain records for the receipt of all donations and shall comply with
all reporting requirements and regulations including, but not limited to, FPPC
Regulation 18944.2 Gifts to an Agency. For donations that were made at the behest
of a City Council member that person shall determine whether a Form 803 (Behested
Payments Report) is required pursuant to the Political Reform Act.
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Page 5 of 8
EXHIBIT A – FUNDRAISING PLAN FORM
City of Saratoga Fundraising Plan
Fundraising Plan Title & Purpose: Please provide a title and description for your fundraising
project.
Fundraising Participants: Please list the names for all groups and individuals that will be
conducting fundraising.
Donation Type/Amount: Please describe the types and amount of donations that will be
sought.
Anticipated Donors: Please describe who will be approached for donations.
Donor Recognition Plan: Please describe how donors will be recognized.
Fundraising Timeline:
Council Review of Fundraising Plan:
Fundraising Start:
Fundraising Completion:
Council Review of Donations:
Donor Recognition Complete:
Restrictions/Reporting: Please identify any restrictions or reporting requirements
associated with this fundraising plan.
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Page 6 of 8
EXHIBIT B – SAMPLE DONATION RECEIPT
City of Saratoga Donation Receipt
This is to confirm that on __________________ [insert date] the City of Saratoga received from
__________________________________________________ [insert donor name and address]:
a monetary contribution of $_________________
a non‐monetary contribution consisting of [describe goods, services, property,
securities, etc.]:
No goods or services were provided by the City of Saratoga in return for the contribution.
The City sincerely appreciates your donation.
_______________________
Mary Furey
Administrative Services Director
City of Saratoga
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Page 7 of 8
EXHIBIT C – SAMPLE DONATION AGREEMENT
City of Saratoga
Standard Donation Agreement
The undersigned Donor wishes to make a donation to the City of Saratoga as described in more
detail below.
Donor is (check and complete all that apply):
donating $_________________________ in a lump sum
donating $_________________________ in __________________ (monthly, quarterly,
etc.) payments of $_________________________ in __________________ installments.
donating the following (describe products, services, investment securities, real property,
etc.):
If this box is checked the City’s acceptance of the donation described above is subject to the
conditions specified on Attachment 1.
If this box is checked this donation is restricted to the following uses:
City will publicly recognize donor by (describe recognition):
If this box is checked this donation is being made at the behest of Council
Member/Commissioner/City Staff Member __________________________.
In connection with administering this agreement, Donor and City shall work through the
following primary representatives:
City of Saratoga Donor
Primary Representative:
Address:
Telephone:
Fax:
Cell Phone:
E-mail:
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Page 8 of 8
In addition to the foregoing, Donor and City understand and agree that:
1. The City will provide Donor with a donation receipt indicating the amount of the
donation or estimated value of goods or services donated within 30 days of receiving the
donation.
2. Donor’s contribution to the City will be recognized publicly as described above.
3. Except as provided above, the City may use the donation in any manner at its sole
discretion and Donor has no right or obligation to control City’s use of the donation.
4. Donor has not and will not receive any goods or services in exchange for the donation
and the City will not grant any extra consideration to the donor in relation to City
procurement, regulatory matters, or any other business, services, or operations of the
City.
5. Donor confirms that unless indicated otherwise above this donation is not made at the
behest of a City Council Member or of any member of the Planning or Heritage
Preservation Commissions or staff of the Community Development Department.
IN WITNESS WHEREOF, the parties hereto have executed this agreement.
Donor City of Saratoga
James Lindsay, City Manager
Name Title
Date: Date:
ATTEST:
Crystal Bothelio, City Clerk
Date:
APPROVED AS TO FORM:
Richard Taylor, City Attorney
Date:
663906.5
95
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:Public Safety Task Force Final Recommendations
RECOMMENDED ACTION:
Receive final recommendations from the Public Safety Task Force and direct staff to include City
Council direction on the recommendations at the 2019 City Council Retreat.
BACKGROUND:
The Public Safety Task Force was formed in February 2017 and tasked with developing
recommendations to improve safety in the City of Saratoga for Council consideration before the
Task Force’s sunset on November 30, 2018.The Task Force recommendations are below.
Staff suggests that the City Council direct staff to place the Task Force’s recommendations on the
agenda for the 2019 City Council Retreat for decision to be considered as part of a larger discussion
of City priorities and work plan efforts. Additionally, staff will be reaching out to all Neighborhood
Watch leads before the end of the year to identify one public point of contact per group and resolve
overlapping boundaries. Discussing the Task Force’s final recommendations at the Retreat offers
the opportunity to also discuss any recommended program changes that may result from these
conversations with Neighborhood Watch leads.
Public Safety Task Force Recommendations:
1.Extend the term of the Task Force beyond November 2018 with new members.
2.Post a weekly public safety tip on Nextdoor.
3.Create a formalized Neighborhood Watch Orientation, which is required as part of the
registration process, that is led by a member of trained team of individuals that could
include staff, volunteers, or Task Force Members.
4.Conduct the Safety Fair annually.
5.Conduct biannual Neighborhood Watch lead gatherings.
6.Continue mailing quarterly public safety postcards to all households in Saratoga.
96
7. Send a letter from the City to Neighborhood Watch leads to express appreciation for their
service to the community.
8. Use the City seal or clear branding for Neighborhood Watch messages from the City.
9. Establish the City as the only source of Neighborhood Watch messaging.
10. Create guidelines for Neighborhood Watch leads who are sharing and distributing
information to their neighbors, such as what to share, when to share, and how to share.
11. Create City issued email accounts for all Neighborhood Watch groups that can be setup to
automatically redirect emails to Neighborhood Watch lead(s).
The Task Force’s recommendations were developed after spending nearly two years immersed in
and evaluating public safety initiatives in the City of Saratoga. During that time, the Task Force
worked on a comprehensive work plan to enhance public safety by building greater awareness
through outreach and education; strengthening partnerships between residents and their neighbors,
the City, and public safety agencies; and monitoring and tracking progress of City efforts. The
Task Force’s work also included hosting a Safety Fair, three Neighborhood Watch Lead
Gatherings, a careful review of public safety outreach and information, and an assessment and
evaluation of the Neighborhood Watch program.
ATTACHMENTS:
Attachment A – Public Safety Task Force Work Plan
97
PUBLIC SAFETY TASK FORCE WORK PLAN
Approved by the City Council June 7, 2017, Revised March 5, 2018
MISSION:Enhance public safety in the City of Saratoga.
GOAL:Bring greater awareness to public safety through outreach and education; strengthen partnerships between residents and their neighbors, the City,
and public safety agencies; and monitor and track progress of City efforts.
ACTION ITEMS IMPLEMENTATION PROGRESS
1. Outreach and Education:
A. Create an improved public safety
website
Review existing content and provide staff with
recommended changes before the launch of the new City
website, scheduled for late summer/early fall 2017.
Completed.The Task Force recommendations
included a safety button on the homepage, strong
search tool, and additional home protection
information on the website. The Task Force also
requested that the website include crime data in
response to feedback from the Neighborhood
Watch Lead Gathering in October 2017.
B. Create a mobile app that includes public
safety information
Provide staff with recommendations for desired content
and functionality to be implemented in mobile app
available through CivicPlus.
Review effectiveness of mobile app after
implementation.
Completed.The Task Force made a number of
recommendations on the mobile app, such as
providing a variety of safety information,
including traffic safety information or areas of
potential congestion due to construction, and use
of mobile notifications to share safety
information. Per City Council direction,
development of the mobile app was placed on
hold.
C. Increase public safety communications
on a broad range of public safety topics
and provide regular communications on
public safety (as needed or on a set
schedule)
Create a public safety communications plan that
identifies the audience, strategies for communicating
(including priority messages/information and
communication frequency), format for communications
(such as email), and measure for success.
Include schools in communication efforts to target
parents.
Completed.In response to input from the
Neighborhood Watch Lead Gathering in October
2017, the Neighborhood Watch Newsletter
started getting emailed quarterly in January
2018. City Council authorized funding for
mailing a quarterly public safety postcard to
residents quarterly in December 2017. The first
quarterly postcard was sent in February 2018.
D. Hold a Saratoga Safety Fair that
provides residents with a variety of
public safety resources, including
information on domestic violence
reporting/prevention, identity theft
prevention, and burglary prevention
Identify event objectives and create an estimated event
budget
Request event funding from the City Council
Schedule event date and time
Work with staff to create outreach strategy
Completed.City Council authorized funding for
the Saratoga Safety Fair in December 2017 and
the event was held on May 20, 2018 at West
Valley College. At the May 2018 meeting, the
Task Force recommended holding the event
again in 2019 at the Joan Pisani Community
Center.
98
Document event planning process and lessons learned so
that it can be recreated in future years
2.Strengthen Partnerships:
A. Host a gathering of Neighborhood
Watch leaders
Schedule event date and time
Work with staff to create outreach strategy
Document event planning process and lessons learned so
that it can be recreated in future years
Completed.Gathering of Neighborhood Watch
leaders was held in October 2017. A gathering is
also planned for fall 2018.
B. Increase the number of Neighborhood
Watch groups
Identify areas without a Neighborhood Watch
Conduct targeted outreach to those areas to solicit interest
in Neighborhood Watch, including CERT members that
may not be part of an existing Neighborhood Watch
Completed.The Task Force identified areas in
the City without a Neighborhood Watch group.
Additionally, a gathering of Neighborhood
Watch leads and CERT members was held on
April 21, 2018 to bring greater awareness to both
programs. Since the Task Force’s first meeting in
March 2017, the number of Neighborhood
Watch Groups registered with the City has
grown from 41 to 70.
C. Encourage collaboration between
Neighborhood Watch and CERT by
working to have 1 CERT member per
neighborhood
Identify Neighborhood Watch groups without active
CERT Members
Conduct targeted outreach to those areas to solicit interest
in CERT
Completed.The Task Force and CERT
leadership held a joint meeting in February 2018
to discuss strategies for integrating
Neighborhood Watch and CERT. Additionally,
the Task Force hosted a Neighborhood Watch
and CERT gathering in April 2018 to introduce
members of both groups and encourage
collaboration.
D. Review process and guidelines for
forming Neighborhood Watch groups
Recommend changes to the City’s Neighborhood Watch
registration process, if necessary
Completed.The Task Force discussed and
reviewed the registration process and registration
materials. Recommended changes included
communicating the ease to register, providing
more support for newly forming groups, such as
assistance establishing boundaries. The Task
Force also recommended holding quarterly
introductory meetings for anyone interested in
learning more about Neighborhood Watch,
which will begin in July 2018. The Task Force
also created a Neighborhood Watch brochure.
99
E. Establish guidelines for keeping
Neighborhood Watch groups active
Survey or solicit input from Neighborhood Watch groups
to better understand what has worked well and should be
avoided when forming Neighborhood Watch groups or
keeping them active
Draft a guide for keeping a Neighborhood Watch group
active
Completed.The Task Force recommended that
the City Council require Neighborhood Watch
groups show proof of holding a social gathering
at least once a year to remain registered. In May
2018, the Task Force finalized a Neighborhood
Watch guide.
3. Monitor and Track Progress:
A. Develop a metric for measuring success
of public safety efforts, such as arrest
rates
Work with Sheriff’s Office to identify effective measures
for tracking progress, including crime rates, calls to 911,
and arrest rates or case solved rates
Identify regular review period (such as annual or
quarterly) to monitor success
Completed.The Task Force reviewed various
public safety metrics and receives monthly
updates.
B. Measure/monitor engagement of
Neighborhood Watch groups
Create Neighborhood Watch survey for leads to inquire
about activities and engagement
Regularly review Neighborhood Watch registration and
grant applications (such as annual or quarterly)
Completed.The Task Force completed the
Neighborhood Watch survey in June 2018 and
reviewed the application and registration
process.
4.Council Directed Items
A. Transition Plan Create transition plan that provides guidance and
recommendation for the City Council to consider
following the sunset of the Task Force in November
2018.
In progress. The Task Force started drafting the
transition plan at the June 2018 meeting. The
Task Force is scheduled to finalize its transition
plan at the October 4, 2018 meeting.
B. Reducing Crime and Keeping California
Safe Act of 2018
Review the Reducing Crime and Keeping California Safe
Act of 2018 and provide the City Council with a
recommendation on whether to support the initiative.
Completed.The Task Force recommended that
the City Council take no position on the measure
at the July 2018 meeting.
100
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, Interim City Clerk
SUBJECT:Dedication for former Mayor Francis Stutzman
RECOMMENDED ACTION:
Provide direction to staff on funding a tree and a bench dedication for former Mayor Francis
Stutzman.
BACKGROUND:
At Mayor Bernald’s request, this item has been placed on the November 7, 2018 City Council
Agenda to provide the City Council with the opportunity to consider funding a tree and a bench
dedication for former Saratoga Mayor Francis Stutzman who passed away earlier this year.
Francis Stutzman was elected to the Saratoga City Council in 1988 and served until June 1992. He
was appointed Mayor in July 1990 and served as Mayor until June 1991. During Mayor Stutzman’s
term as Mayor, the Council approved the Village Design Guidelines, started the restoration of the
Warner Hutton House, and worked with the Traffic Authority on the sound walls separating
residents from Route 85. Mayor Stutzman was well regarded in the Saratoga community.
The City of Saratoga has a Tree and Bench Dedication Program. If the Council decided to fund a
tree, plaque, and bench the total cost would be $2,270, with the following breakdown:
Bench $1,650
Plaque for Bench $165
Tree (Includes Saratoga-Monte Sereno Matching grant)$125
Plaque and Stone for Plaque (5 x 7)$330
Total $2,270
The Council will also need to decide where to place the tree and bench. A Saratoga resident has
suggested the Heritage Orchard (near the Library). Other possible locations are City Hall or Quito
Park.
ATTACHMENT:
Attachment A -Emails Requesting Dedication 101
From:jasletra@aol.com <jasletra@aol.com>
Sent:Thursday, September 20, 2018 12:28 PM
To:City Council; James Lindsay
Subject:Memorial for Stutz
Dear Mayor Bernald and Council members-
I would like to propose a memorial for former Saratoga Mayor Dr. F.L. Stutzman. I
recognize that the City cannot do something special for every former Mayor or former
Council member who passes away. However, Dr. Stutzman was special and his
passing in some ways connotes the end of an era.
Some of you will remember that when Dr. Stutzman was on the City Council, he was
centrally involved in the move to save the Saratoga Heritage Orchard. More recently,
he was deeply involved in saving Saratoga's North Campus. What some of you will not
know is that Dr. Stutzman's involvement goes back to his support for Saratoga's Hillside
Initiative, Measure A, in 1979. He was also in the midst of our fight to pass Measure G,
Saratoga's landmark controlled growth ordinance. There is much more but I do not
want to lose this in details.
I believe that planting an oak tree -he loved oaks - in his name with an appropriate
plaque, would be the right thing to do. (I wish I could take credit for thinking of this but it
was actually a city staff member who came up with this idea.) The city could decide on
the right place for a tree and a plaque. The two obvious locations would be somewhere
at the Heritage Orchard or library, or at the North campus, in that order.
I asked Jan Heckey, one of Stutz's two daughters, about this idea and she said the
family would be thrilled and would love to attend that kind of dedication.
If anyone wants more information or wants to discuss this in more detail, please contact
me directly. Thank you in advance for your consideration.
Regards-
Jeff
Jeffrey A. Schwartz
102
From:jasletra@aol.com <jasletra@aol.com>
Sent:Monday, October 29, 2018 3:12 PM
To:Debbie Bretschneider <debbieb@saratoga.ca.us>
Subject:Lost email
Debbie-
Here's what I sent. Thank you-
Jeff
Dear Mayor Bernald and Council members,
I plan to attend the next Council meeting to ask that you dedicate an oak tree, a plaque
and a bench to former Mayor Frances L. Stutzman. I believe an appropriate location
would be at the Heritage Orchard, perhaps near the library.
I understand from Mayor Bernald that a public hearing is required for that action. Thus,
this is a request that you schedule a public hearing for that purpose at the City Council
meeting on November 7th. Thank you in advance for your consideration.
Sincerely,
Jeffrey Schwartz
From:jasletra@aol.com <jasletra@aol.com>
Sent:Wednesday, October 31, 2018 6:50 AM
To:Debbie Bretschneider <debbieb@saratoga.ca.us>
Subject:Re: Lost email
Debbie, thank you. I do plan to ask the Council for the city to pay for the tree, plaque
and bench. I think a 5 x 7 or 6 x 8 plaque would be fine. I could suggest the inscription,
but I would prefer to ask Stutz's daughter for the family's preference.
Jeff
103
SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:Public Works Department
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:2018 Pavement Management Project –Additional Work
RECOMMENDED ACTIONS:
1.Authorize an increase in the construction contingency for the 2018 Pavement Management
Project by $250,000.
2. Adopt a budget resolution to transfer $75,000 from the Hillside Reserve Fund to the Pavement
Management Project Budget
BACKGROUND:
Additional pavement repairs have been identified on various City streets since award of the
resurfacing contract to O’Grady Paving in August. Staff would like to accelerate those repairs by
taking advantage of the excellent work being performed by O’Grady Paving.
The increase in the construction contingency will also be utilized to mitigate a significant roadway
failure on Palomino Ct. The street is impacted by the movement of the underlying material
supporting the roadway. The rate of movement appears to be slow enough to mitigate the damage
in the short term allowing the street to remain open. The cost of the mitigation work is estimated
to be $75,000. Staff is proposing these costs be funded from the Hillside Reserve Fund. The
attached budget resolution will transfer $75,000 from the Reserve Fund to the Pavement
Management Project budget.
There are sufficient funds in the existing budget to increase the construction contingency by
$250,000 for a total contingency of $520,000.
ATTACHMENTS:
Attachment A –Budget Resolution
104
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO APPROPRIATE FUNDS FOR THE TEMPORARY REPAIR OF LANDSLIDE
FAILURE ON PALOMINO WAY
WHEREAS, the City Council wished to temporarily repair the roadway failure on Palomino Way caused by
recent landslide activity;
WHEREAS, funds for the repair are available in the City’s Hillside Repair fund; and
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2018/19 CIP Budget as follows:
Account Description Account Amount
To appropriate the transfer out of the General Fund’s Hillside Stability Reserve to the Annual Roadway
Repairs CIP project:
Transfer Out:111.8101.99999 $ 75,000
To appropriate the transfer in of funding and increase the expenditure appropriations for the Annual
Roadway Repairs CIP project:
Transfer In: 411.9111-003.49999 $ 75,000
Expenditure: 411.9111-003.81161 $ 75,000
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2018/19 CIP Budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on 7th day of November 2018 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________
Mary-Lynne Bernald
Mayor, City of Saratoga
Attest:
_______________________
Debbie Bretschneider, Interim City Clerk
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SARATOGA CITY COUNCIL
MEETING DATE:November 7, 2018
DEPARTMENT:City Manager’s Office
PREPARED BY:Crystal Bothelio, Deputy City Manager
SUBJECT:CivicPlus Mobile App
RECOMMENDED ACTION:
Provide direction to staff regarding the CivicPlus mobile app.
BACKGROUND:
At the March 7, 2018 City Council Meeting, the Council discussed the features and functionality
of the City website and requested that discussion on a mobile app be scheduled for the fall. The
City’s website development agreement with CivicPlus includes creation of a mobile app at no
additional cost.
Several communities have launched mobile apps through CivicPlus, including the Cities of
Campbell, Dublin, and Hillsborough. All the CivicPlus apps follow the same template, structure,
and functionality with variations in the menu options available.
The content of the CivicPlus app is primarily derived from the website and the app can be used
to send push notifications. Some content can be viewed directly in the app. This includes the
option for the public to report and provide a location and photo of concerns, such as a pothole or
broken streetlight. However, most of the menu options in the app redirect users to content on the
website.
CivicPlus mobile apps are available on iOS and Android devices. While each individual city’s
app can be downloaded directly from Google Play, those using an iOS device must download the
general CivicPlus app and then select their city from a menu. Screenshots of the selection
process on an iOS device is below, along with screenshots showing exiting CivicPlus city apps.
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City Selection on CivicPlus App using iOS Device
City Selection Step 1 City Selection Step 2 Optional Sign In
Content and Redirect on CivicPlus App
Mobile App Home Menu Redirect to Webpage In-App Calendar
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Below is a graphic preview of the CivicPlus mobile app for the City of Saratoga. The menu of
icons shown are for placeholder purposes only, they do not reflect the menu option that will be
selected. The Public Safety Task Force has recommended using the mobile app to highlight
public safety information
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