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Home My WebLink About12-9-2019 Council agenda packetSaratoga City council Agenda – Page 1 of 5 SARATOGA CITY COUNCIL REGULAR MEETING DECEMBER 19, 2018 6:00 P.M. STUDY SESSION Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070 City Council Goals for 2019 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 December 13, 2018. REPORT FROM STUDY SESSION 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 1. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted on in one motion, unless removed by the Mayor or a Council Member. Any member of the public may speak on an item on the Consent Calendar at this time, or request that the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Special City Council Meeting on November 27, 2018 and Regular City Council Meeting on December 5, 2018. Staff Report Attachment A – Minutes for the Special City Council Meeting on November 27, 2018 Attachment B – Minutes for the Regular City Council Meeting on December 5, 2018 Saratoga City council Agenda – Page 2 of 5 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 12/04/2018 Period 6; and 12/11/2018 Period 6. Staff Report Check Register - 12-04-2018 Period 6 Check Register - 12-11-2018 Period 6 1.3. Amendment to Contract with Construction Testing Services (CTS) for Materials Testing on the Prospect Road Improvements Project Recommended Action: Authorize an amendment to extend the term of contract with Construction Testing Services (CTS) Staff Report Attachment 1 Contract Amendment Attachment 2 Original Contract 1.4. Amendment to Contract with W. Jefferey Heid for Landscaping Architecture for the Prospect Road Improvements Project Recommended Action: Authorize an amendment to contract with W. Jefferey Heid for Landscape Architecture Services for the Prospect Road Improvements Project. Staff Report Attachment 1 - Contract Amendment Attachment 2 - First Amend and Original Contract 2. PUBLIC HEARING None 3. GENERAL BUSINESS 3.1. Facility Naming Request from the Saratoga Area Senior Coordinating Council (SASCC) Recommended Action: Consider facility naming request from SASCC and resolution naming the Senior Center multipurpose room the “S. Ku Foundation Hall” and the newly constructed Senior Center café as “Dick’s Café.” Staff Report Attachment A – Resolution Naming the Senior Center Multipurpose Room & Café Attachment B – Facility Naming Request from SASCC Attachment C – Policy for Naming/Renaming City Land and Facilities Attachment D – Fundraising Plan Saratoga City council Agenda – Page 3 of 5 3.2. Community Event and Street Closure Grant Program Recommended Action: Provide direction on the following items for the Fiscal Year 2019/20 Community Event and Street Closure Grant Program: 1. Community Event Grant Program Funding 2. Street Closure Grant Program Funding 3. Annual Application Process Staff Report Attachment A: History of Community Event Grant Allocation since Fiscal Year 2013-14 Attachment B: History of Street Closure Allocations since Fiscal Year 2014-15 3.3. Update on 2017-2018 Santa Clara County Civil Grand Jury Report Recommended Action: Staff recommends that the City Council receive the update on the 2017-2018 Grand Jury Report. Staff Report Attachment A-Response to Grand Jury Report 3.4. Commission Qualifications and Terms Expiring in 2019 Recommended Action: Accept the list of Commission qualifications and terms expiring in the 2019 calendar year. Staff Report Attachment A – Current Commission Membership, Attendance, and Purpose Attachment B – 2019 Tentative Commission Recruitment Schedule 3.5. Adoption of City Council Assignments Recommended Action: Approve the resolution adopting the 2019 City Council assignments. Staff Report Attachment A - Resolution Approving Council Assignments Attachment B - Assignment Descriptions 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 West Valley Clean Water Program Authority West Valley Mayors and Managers West Valley Solid Waste Management Joint Powers Authority Saratoga City council Agenda – Page 4 of 5 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 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 Rishi Kumar Association of Bay Area Governments Saratoga Chamber of Commerce & Destination Saratoga Santa Clara Valley Water District Commission Hakone Foundation Board & Executive Committee KSAR Community Access TV Board Public Art Committee Santa Clara County Library Joint Powers Authority CITY COUNCIL ITEMS COUNCIL COMMUNICATIONS CITY MANAGER'S REPORT ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Debbie Bretschneider, 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 December 13, 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 13th day of December 2018 at Saratoga, California. Debbie Bretschneider, 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. Saratoga City council Agenda – Page 5 of 5 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] SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:City Council Meeting Minutes RECOMMENDED ACTION: Approve the City Council minutes for the Special City Council Meeting on November 27, 2018 and Regular City Council Meeting on December 5, 2018. BACKGROUND: Draft City Council minutes for each Council Meeting are taken to the City Council to be reviewed for accuracy and approval. Following City Council approval, minutes are retained for legislative history and posted on the City of Saratoga website. The draft minutes are attached to this report for Council review and approval. FOLLOW UP ACTION: Minutes will be retained for legislative history and posted on the City of Saratoga website. ATTACHMENTS: Attachment A –Minutes for the Special City Council Meeting on November 27, 2018 Attachment B –Minutes for the Regular City Council Meeting on December 5, 2018 5 Saratoga City Council Minutes – Page 1 of 1 MINUTES THURSDAY, NOVEMBER 29, 2018 SARATOGA CITY COUNCIL SPECIAL MEETING Mayor Bernald called the Special Meeting to order at 6:40 p.m. in the Joan Pisani Community Center at 19655 Allendale Avenue, Saratoga. ROLL CALL PRESENT:Mayor Mary-Lynne Bernald, Vice Mayor Manny Cappello, Council Members, Howard Miller, Emily Lo. ABSENT:Council Member Rishi Kumar ALSO PRESENT:James Lindsay, City Manager Crystal Bothelio, Deputy City Manager Debbie Bretschneider, City Clerk John Cherbone, Public Works Director Michael Taylor, Recreation and Facilities Director Mainini Cabute, Administrative Analyst AGENDA ITEMS: Joint Meeting with Saratoga School Districts Mayor Bernald thanked everyone for attending the meeting and conducted a round of introductions. Mayor Bernald announced City materials that have been translated into Chinese, the Celebration of Light, and the 2019 cycle of Paint the City: Utility Box Painting Project. Mainini Cabute, Public Works staff, presented on the Safe Routes to School Program. Santa Clara County Sheriff’s Office Sergeant Gonzales spoke about traffic enforcement. School representatives shared their cheers and challenges from the 2019/20 school year. Many representatives complimented Santa Clara County Sheriff’s Office Deputies Russell Davis and Jonathan Brand. Concerns about Fire Code requirements and active shooter response were also raised. ADJOURNMENT Mayor Bernald adjourned the meeting at 7:55 p.m. Minutes respectfully submitted: Debbie Bretschneider, City Clerk City of Saratoga 6 MINUTES WEDNESDAY, DECEMBER 5, 2018 SARATOGA CITY COUNCIL REGULAR MEETING At 6:00 p.m., the City Council held a Joint Meeting with the Santa Clara County Sheriff’s Office 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 7:05 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, City Clerk Debbie Pedro, Community Development Director John Cherbone, Public Works Director Mary Furey, Finance & Administrative Services Director Michael Taylor, Recreation & Facilities Director Lauren Pettipiece, Public Information Officer Dennis Jaw, Finance Manager REPORT ON POSTING OF THE AGENDA City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted on November 29, 2018. REPORT FROM JOINT MEETING Santa Clara County Sheriff’s Office Captain Rich Urena reported on the meeting with the City Council. Mayor Bernald asked for a moment of silence in memory of President George H.W. Bush. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Lakhinder Walia spoke about the clear transparency of information from City Hall. Jeff Klopotic spoke about gun control in Saratoga. 7 ANNOUNCEMENTS Mayor Bernald announced the December 15th Celebration of Light, the mailing of Saratoga’s Recreation Winter/Spring Activity Guide, the ongoing City Hall Food & Toy drive, the City Council Reorganization, Paint the City, Let’s Work Saratoga, and the Youth Commission Movie Night. CEREMONIAL ITEMS Commendation for Leslee Warick Recommended Action: Present the commendation to Leslee Warick. Mayor Bernald and the City Council presented a commendation to Leslee Warick. 1. CONSENT CALENDAR 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Regular City Council Meeting on November 21, 2018. MILLER/LO MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR THE REGULAR CITY COUNCIL MEETING ON NOVEMBER 21, 2018. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 11/20/2018 Period 5; and 11/27/2018 Period 5. MILLER/LO MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 11/20/2018 PERIOD 5; AND 11/27/2018 PERIOD 5. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.3. Treasurer’s Report for the Month Ended October 31, 2018 Recommended Action: Review and accept the Treasurer’s Report for the month ended October 31, 2018. MILLER/LO MOVED TO ACCEPT THE TREASURER’S REPORT FOR THE MONTH ENDED OCTOBER 31, 2018. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 8 1.4. Ordinance Amending Parking Standards in the C-H Districts (The Village) Recommended Action: Waive the second reading and adopt the attached ordinance amending Chapter 15 (Zoning Regulations) of the Saratoga Municipal Code related to parking standards. ORDINANCE 359 MILLER/LO MOVED TO ADOPT THE ATTACHED ORDINANCE AMENDING CHAPTER 15 (ZONING REGULATIONS) OF THE SARATOGA MUNICIPAL CODE RELATED TO PARKING STANDARDS. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.5. Annual Audit Reports Recommended Action: Review and accept the following annual audit reports for Fiscal Year 2017/18; A. Comprehensive Annual Financial Report (CAFR) B. Transportation Development Act Audit Report (MTC Grants) C. Single Audit Report D. Appropriation Limit Report (Gann, Fiscal Year 2018/19) E. SAS 114 Report F. SAS 112 Report G. State Controller’s Office Financial Transaction Report Summary Council Member Miller commented on this item. MILLER/LO MOVED TO ACCEPT THE FOLLOWING ANNUAL AUDIT REPORTS FOR FISCAL YEAR 2017/18; A. COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR); B. TRANSPORTATION DEVELOPMENT ACT AUDIT REPORT (MTC GRANTS); C. SINGLE AUDIT REPORT; D. APPROPRIATION LIMIT REPORT (GANN, FISCAL YEAR 2018/19); E. SAS 114 REPORT; F. SAS 112 REPORT; G. STATE CONTROLLER’S OFFICE FINANCIAL TRANSACTION REPORT SUMMARY. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.6. Annual Code Update for 2018 Recommended Action: Waive the second reading and adopt the attached ordinance updating various provisions of the City Code. This item was removed from the Consent Calendar by Lakhinder Walia. Mayor Bernald invited public comment on the item. The following people requested to speak: 9 Lakhinder Walia spoke in opposition to a provision of the ordinance that would amend the Planning Commission’s meeting schedule. No one else requested to speak. ORDINANCE 360 MILLER/CAPPELLO MOVED TO ADOPT THE ATTACHED ORDINANCE UPDATING VARIOUS PROVISIONS OF THE CITY CODE.MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2.PUBLIC HEARING 2.1. Offer to Dedicate Easement for Storm Drainage and Control from Boguslaw and Barbara Marcinkowski to the City of Saratoga Recommended Action: 1. Adopt Resolution accepting Offer to Dedicate Easement for Storm Drainage and Control from Boguslaw Marcinkowski, trustee of the Boguslaw J. Marcinkowski Revocable Trust, (“Marcinkowski”) to the City of Saratoga for a Storm Drainage and Retention System at 21143 Chadwick Court, City of Saratoga (APN 503-15-042). 2. Adopt Resolution Vacating Public Service Easement currently held by the City of Saratoga. John Cherbone, Public Works Director, presented the staff report. Mayor Bernald opened the public hearing and invited public comment on the item. No one requested to speak. Mayor Bernald closed the public hearing. RESOLUTIONS 18-064 & 18-065 CAPPELLO/LO MOVED TO ADOPT THE RESOLUTION ACCEPTING OFFER TO DEDICATE EASEMENT FOR STORM DRAINAGE AND CONTROL FROM BOGUSLAW MARCINKOWSKI, TRUSTEE OF THE BOGUSLAW J. MARCINKOWSKI REVOCABLE TRUST, (“MARCINKOWSKI”) TO THE CITY OF SARATOGA FOR A STORM DRAINAGE AND RETENTION SYSTEM AT 21143 CHADWICK COURT, CITY OF SARATOGA (APN 503-15-042); AND ADOPT THE RESOLUTION VACATING PUBLIC SERVICE EASEMENT CURRENTLY HELD BY THE CITY OF SARATOGA.MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 10 3.GENERAL BUSINESS 3.1. Resolution to Support the Formation of a Regional Housing Needs Allocation Subregion for Santa Clara County Recommended Action: Approve the attached resolution to support the formation of a Regional Housing Needs Allocation (RHNA) subregion. Debbie Pedro, Community Development Director, presented the staff report. Mayor Bernald invited public comment on the item. No one requested to speak. RESOLUTION 18-066 CAPPELLO/LO MOVED TO APPROVE THE ATTACHED RESOLUTION TO SUPPORT THE FORMATION OF A REGIONAL HOUSING NEEDS ALLOCATION (RHNA) SUBREGION. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3.2. Resolution Approving the Adoption of CalPERS Supplemental Income 457 Plan Recommended Action: Adopt the attached resolution approving CalPERS Supplemental Income 457 Plan as an additional 457 Deferred Compensation plan option. Mary Furey, Finance & Administrative Services Director, presented the staff report. Mayor Bernald invited public comment on the item. No one requested to speak. RESOLUTION 18-067 MILLER/LO MOVED TO ADOPT THE ATTACHED RESOLUTION APPROVING CALPERS SUPPLEMENTAL INCOME 457 PLAN AS AN ADDITIONAL 457 DEFERRED COMPENSATION PLAN OPTION. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3.3. Acceptance of Public Art Recommended Action: Authorize execution of the attached agreement accepting donation of a painting from artist Pavel Mester and approve placement of the artwork in the Joan Pisani Community Center for a period of at least 1 year. 11 Crystal Bothelio, Deputy City Manager, presented the staff report. Mayor Bernald invited public comment on the item. No one requested to speak. LO/BERNALD MOVED TO AUTHORIZE EXECUTION OF THE ATTACHED AGREEMENT ACCEPTING DONATION OF A PAINTING FROM ARTIST PAVEL MESTER AND APPROVE PLACEMENT OF THE ARTWORK IN THE JOAN PISANI COMMUNITY CENTER FOR A PERIOD OF AT LEAST 1 YEAR. MOTION PASSED. AYES: BERNALD, CAPPELLO, MILLER, LO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3.4. Review of City Council Assignments Recommended Action: Review the list of City Council assignments and provide direction on changes to items included in the assignments. Debbie Bretschneider, City Clerk, presented the staff report. Mayor Bernald invited public comment on the item. No one requested to speak. The City Council requested the following changes in the City Council Assignments: -Remove County of Santa Clara Comprehensive County Expressway Planning Study Policy Advisory Board -Remove South Flow Arrivals -Remove America in Bloom Committee COUNCIL ASSIGNMENTS Jim Stallman addressed the City Council to share information about the VTA State Route 85 Corridor Policy Advisory Board meeting on December 10. Mayor Mary-Lynne Bernald KSAR Foundation Board – attended on behalf of Council Member Lo. KSAR is looking into hiring a bookkeeper. Hakone Foundation Board – the next meeting is December 6. Public Art Committee – there was a meeting last week to consider the public art donation. Saratoga Historical Foundation – there was a meeting on December 4. West Valley Mayors and Managers – the Board was scheduled to select a new VTA Board representative, but the group was unable to come to a consensus. The Board is having a special meeting December 6 to select the VTA Board representative. 12 Vice Mayor Manny Cappello Cities Association of Santa Clara County Board of Directors -is having a holiday event on Friday night. Council Member Howard Miller Council Finance Committee – the Committee met last week and went over the CAFR. Saratoga Sister City Organization – the Committee met yesterday and are working on the 35 th anniversary of the Saratoga/Muko, Japan Sister City relationship. The Committee is planning a daytime reception on October 16, 2019 for the Council and the Muko delegation. VTA State Route 85 Corridor Policy Advisory Board – the Board is meeting on Monday, December 10. The funding for State Route 85 work was to come out of Measure B but have secured additional funding to make decisions about. Council Member Emily Lo Hakone Foundation Board & Executive Committee – the Ribbon Cutting for the Hakone Garden Pump House was November 27. Public Art Committee - there was a meeting was last week to consider the public art donation. Council Member Rishi Kumar No report. CITY COUNCIL ITEMS None COUNCIL COMMUNICATIONS Mayor Bernald gave a presentation to the St. Andrews School pre-K class. CITY MANAGER'S REPORT City Manager James Lindsay reminded the City Council that the deadline for Council Members to nominate capital projects is December 19. ADJOURNMENT BERNALD/LO MOVED TO ADJOURN THE MEETING AT 8:19 P.M. MOTION PASSED. AYES: BERNALD, CAPPELLO, LO, MILLER, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Debbie Bretschneider, City Clerk City of Saratoga 13 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 # 12/04/18 137506 137574 69 628,564.52 12/05/18 11/27/18 137505 12/11/18 137575 137640 66 173,621.49 12/12/18 12/04/18 137574 Accounts Payable checks issued for $20,000 or greater: Date Check # Issued to Dept.Amount 12/04/18 137508 CDD 68,153.56 12/04/18 137568 PW 51,057.75 12/04/18 137570 PW 359,887.57 12/11/18 137633 Various 27,274.84 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 N/A Reason Issued to Status US Bank Purchasing Card Wattis Construction Co. Prior Check Register Checks Released Total Checks Amount Various Various City Exp Fund Purpose Prospect Rd Imp 4Leaf, Inc. Landscape Services Plan Check Fees CIP Street Repair Grant Vista Landscape Mtc General Various 12/04/2018 Period 6; and 12/11/2018 Period 6. PREPARED BY: Ending Check #Starting Check #Type of Checks Date Accounts Payable Accounts Payable SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:Finance & Administrative Services 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:Public Works Department PREPARED BY:Macedonio Nunez, Senior Engineer SUBJECT:Amendment to Contract with Construction Testing Services (CTS) for Materials Testing on the Prospect Road Improvements Project RECOMMENDED ACTIONS: Authorize an amendment to extend the term of contract with Construction Testing Services (CTS) BACKGROUND: The City Council authorized a contract with Construction Testing Services (CTS) on July 5th, 2017 for Material Testing Services on the Prospect Road Improvements Project. The contract is scheduled to expire on December 31st, 2018. The original construction contract project completion date was November 2018, with the additional proposed work form the additional $1,075,000 grant from the One Bay Area Grant program and the current contract change orders time extension work that has been completed will extend the project timeline to July 2019. With the additional funding and time, the following improvements will be installed: 1.New irrigation and upgraded landscaping in the three existing medians between Titus Avenue and English Drive. 2.New irrigation and landscaping along the back of sidewalk at Christa McAuliffe Elementary School. 3.New concrete sidewalks and landscaping in front of the Saratoga Prospect Center. 4.New concrete sidewalk to replace existing asphalt sidewalk between Titus Avenue and Johnson Avenue. Material testing services will be required for items 3 and 4 above, this will require staff to retain the services for the duration of the project by extending the term of the contract for an additional year through to December 31st,2019. All other terms of the contract remain unchanged. 29 ATTACHMENTS: Attachment A – Contract Amendment Attachment B – Original Contract 30 31 32 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT ER OTH- STATUTE PER LIMITS(MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) POLICY EFF POLICY NUMBERTYPE OF INSURANCELTR INSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY B 07/01/19 57UUNZM6890 53224981 53224981 C X 300,000 MOrnelas-sro Saratoga, CA 95070 925-901-0671 USA X 13777 Fruitvale Avenue 1,000,000 A 1,000,000 X X 10,000 CONTINENTAL CAS CO SENTINEL INS CO LTD 57UUNZM6890 HARTFORD FIRE IN CO X 07/01/19 1,000,000 07/01/19 X $2M Aggregate $1M Per Claim 07/01/18 07/01/19 1,000,000 2,000,000 X 1-925-244-7700 ADDITIONAL INSURED: City of Saratoga, its officers, officials, employees, agents and volunteers. #13159 / Project #P12705 / RE: City of Saratoga Prospect Road Improvement Project / X San Ramon, CA 94583 EPICcerts@epicbrokers.com 1,000,000 Professional/Pollution 2,000,000 X X 2118 Rheem Drive City of Saratoga Certificates DepartmentCA LIC 0B29370 [San Ramon - Branch ID 14394] Edgewood Partners Insurance Centers (EPIC) 05/22/18 Construction Testing Services, Inc. A X 07/01/18 57WEZJ0758 Pleasanton, CA 94588 X 07/01/18 925-244-7700 AEH591919731 06/27/2018 20443 1,000,000 11000 19682 P. O. Box 5003 33 HG 00 01 09 16 Page 1 of 21 © 2016 The Hartford (Includes copyrighted material of Insurance Services Office, Inc. with its permission.) COMMERCIAL GENERAL LIABILITY COVERAGE FORM Various provisions in this policy restrict coverage. Read the entire policy carefully to determine rights, duties and what is and is not covered. Throughout this policy the words "you" and "your" refer to the Named Insured shown in the Declarations, and any other person or organization qualifying as a Named Insured under this policy. The words "we", "us" and "our" refer to the stock insurance company member of The Hartford providing this insurance. The word "insured" means any person or organization qualifying as such under Section II - Who Is An Insured. Other words and phrases that appear in quotation marks have special meaning. Refer to Section V - Definitions. SECTION I - COVERAGES COVERAGE A BODILY INJURY AND PROPERTY DAMAGE LIABILITY 1. Insuring Agreement a.We will pay those sums that the insured becomes legally obligated to pay as damages because of "bodily injury" or "property damage" to which this insurance applies. We will have the right and duty to defend the insured against any "suit" seeking those damages. However, we will have no duty to defend the insured against any "suit" seeking damages for "bodily injury" or "property damage" to which this insurance does not apply. We may, at our discretion, investigate any "occurrence" and settle any claim or "suit" that may result. But: (1)The amount we will pay for damages is limited as described in Section III - Limits Of Insurance; and (2)Our right and duty to defend ends when we have used up the applicable limit of insurance in the payment of judgments or settlements under Coverages A or B or medical expenses under Coverage C. No other obligation or liability to pay sums or perform acts or services is covered unless explicitly provided for under Supplementary Payments - Coverages A and B. b.This insurance applies to "bodily injury" and "property damage" only if: (1)The "bodily injury" or "property damage" is caused by an "occurrence" that takes place in the "coverage territory"; (2)The "bodily injury" or "property damage" occurs during the policy period; and (3)Prior to the policy period, no insured listed under Paragraph 1.of Section II -WhoIs An Insured and no "employee" authorized by you to give or receive notice of an "occurrence" or claim, knew that the "bodily injury" or "property damage" had occurred, in whole or in part. If such a listed insured or authorized "employee" knew, prior to the policy period, that the "bodily injury" or "property damage" occurred, then any continuation, change or resumption of such "bodily injury" or "property damage" during or after the policy period will be deemed to have been known prior to the policy period. c."Bodily injury" or "property damage" will be deemed to have been known to have occurred at the earliest time when any insured listed under Paragraph 1.of Section II - Who Is An Insured or any "employee" authorized by you to give or receive notice of an "occurrence" or claim: (1)Reports all, or any part, of the "bodily injury" or "property damage" to us or any other insurer; (2)Receives a written or verbal demand or claim for damages because of the "bodily injury" or "property damage"; or (3)Becomes aware by any other means that "bodily injury" or "property damage" has occurred or has begun to occur. d.Damages because of "bodily injury" include damages claimed by any person or organization for care, loss of services or death resulting at any time from the "bodily injury". e. Incidental Medical Malpractice And Good Samaritan Coverage "Bodily injury" arising out of the rendering of or failure to render the following health care services by any "employee" or "volunteer worker" shall be deemed to be caused by an "occurrence" for: POLICY NUMBER: 57UUNZM6890 34 HG 00 01 09 16 Page 13 of 21 (h)"Bodily injury" or "property damage" arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (i)The exceptions contained in Sub- paragraphs (d)or (f);or (ii)Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. (2)This insurance does not apply to any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. b. Lessors Of Equipment (1)Any person(s) or organization(s) from whom you lease equipment; but only with respect to their liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person(s) or organization(s). (2)With respect to the insurance afforded to these additional insureds this insurance does not apply to any "occurrence" which takes place after the equipment lease expires. c. Lessors Of Land Or Premises Any person or organization from whom you lease land or premises, but only with respect to liability arising out of the ownership, maintenance or use of that part of the land or premises leased to you. With respect to the insurance afforded these additional insureds the following additional exclusions apply: This insurance does not apply to: 1.Any "occurrence" which takes place after you cease to lease that land; or 2.Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. d. Architects, Engineers Or Surveyors Any architect, engineer, or surveyor, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: (1)In connection with your premises; or (2)In the performance of your ongoing operations performed by you or on your behalf. With respect to the insurance afforded these additional insureds, the following additional exclusion applies: This insurance does not apply to "bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering of or the failure to render any professional services by or for you, including: 1.The preparing, approving, or failing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; or 2.Supervisory, inspection, architectural or engineering activities. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, if the "occurrence" which caused the "bodily injury" or "property damage", or the offense which caused the "personal and advertising injury", involved the rendering of or the failure to render any professional services by or for you. e. Permits Issued By State Or Political Subdivisions Any state or political subdivision, but only with respect to operations performed by you or on your behalf for which the state or political subdivision has issued a permit. With respect to the insurance afforded these additional insureds, this insurance does not apply to: (1)"Bodily injury", "property damage" or "personal and advertising injury" arising out of operations performed for the state or municipality; or (2)"Bodily injury" or "property damage" included within the "products-completed operations hazard". f. Any Other Party Any other person or organization who is not an additional insured under Paragraphs a. through e. above, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: (1)In the performance of your ongoing operations; 35 Page 14 of 21 HG 00 01 09 16 (2)In connection with your premises owned by or rented to you; or (3)In connection with "your work" and included within the "products-completed operations hazard", but only if (a)The written contract or agreement requires you to provide such coverage to such additional insured; and (b)This Coverage Part provides coverage for "bodily injury" or "property damage" included within the "products- completed operations hazard". However: (1)The insurance afforded to such additional insured only applies to the extent permitted by law; and (2)If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. With respect to the insurance afforded to these additional insureds, this insurance does not apply to: "Bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering of, or the failure to render, any professional architectural, engineering or surveying services, including: (1)The preparing, approving, or failing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; or (2)Supervisory, inspection, architectural or engineering activities. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, if the "occurrence" which caused the "bodily injury" or "property damage", or the offense which caused the "personal and advertising injury", involved the rendering of or the failure to render any professional services by or for you. The limits of insurance that apply to additional insureds is described in Section III -LimitsOf Insurance. How this insurance applies when other insurance is available to the additional insured is described in the Other Insurance Condition in Section IV - Commercial General Liability Conditions. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown as a Named Insured in the Declarations. SECTION III - LIMITS OF INSURANCE 1. The Most We Will Pay The Limits of Insurance shown in the Declarations and the rules below fix the most we will pay regardless of the number of: a.Insureds; b.Claims made or "suits" brought; or c.Persons or organizations making claims or bringing "suits". 2. General Aggregate Limit The General Aggregate Limit is the most we will pay for the sum of: a.Medical expenses under Coverage C; b.Damages under Coverage A,except damages because of "bodily injury" or "property damage" included in the "products- completed operations hazard"; and c.Damages under Coverage B. 3. Products-Completed Operations Aggregate Limit The Products-Completed Operations Aggregate Limit is the most we will pay under Coverage A for damages because of "bodily injury" and "property damage" included in the "products- completed operations hazard". 4. Personal And Advertising Injury Limit Subject to 2.above, the Personal and Advertising Injury Limit is the most we will pay under Coverage B for the sum of all damages because of all "personal and advertising injury" sustained by any one person or organization. 5. Each Occurrence Limit Subject to 2.or 3.above, whichever applies, the Each Occurrence Limit is the most we will pay for the sum of: a.Damages under Coverage A;and b.Medical expenses under Coverage C because of all "bodily injury" and "property damage" arising out of any one "occurrence". 6. Damage To Premises Rented To You Limit Subject to 5.above, the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of "property damage" to any one premises, while rented to you, or in the case of damage by fire, lightning or explosion, while rented to you or temporarily occupied by you with permission of the owner.36 Page 16 of 21 HG 00 01 09 16 (3)Any manager, if you or the additional insured is a limited liability company; (4)Any "executive officer" or insurance manager, if you or the additional insured is a corporation; (5)Any trustee, if you or the additional insured is a trust; or (6)Any elected or appointed official, if you or the additional insured is a political subdivision or public entity. This duty applies separately to you and any additional insured. 3. Legal Action Against Us No person or organization has a right under this Coverage Part: a.To join us as a party or otherwise bring us into a "suit" asking for damages from an insured; or b.To sue us on this Coverage Part unless all of its terms have been fully complied with. A person or organization may sue us to recover on an agreed settlement or on a final judgment against an insured; but we will not be liable for damages that are not payable under the terms of this Coverage Part or that are in excess of the applicable limit of insurance. An agreed settlement means a settlement and release of liability signed by us, the insured and the claimant or the claimant's legal representative. 4. Other Insurance If other valid and collectible insurance is available to the insured for a loss we cover under Coverages A or B of this Coverage Part, our obligations are limited as follows: a. Primary Insurance This insurance is primary except when b. below applies. If other insurance is also primary, we will share with all that other insurance by the method described in c. below. b. Excess Insurance This insurance is excess over any of the other insurance, whether primary, excess, contingent or on any other basis: (1) Your Work That is Fire, Extended Coverage, Builder's Risk, Installation Risk or similar coverage for "your work"; (2) Premises Rented To You That is fire, lightning or explosion insurance for premises rented to you or temporarily occupied by you with permission of the owner; (3) Tenant Liability That is insurance purchased by you to cover your liability as a tenant for "property damage" to premises rented to you or temporarily occupied by you with permission of the owner; (4) Aircraft, Auto Or Watercraft If the loss arises out of the maintenance or use of aircraft, "autos" or watercraft to the extent not subject to Exclusion g. of Section I - Coverage A - Bodily Injury And Property Damage Liability; (5) Property Damage To Borrowed Equipment Or Use Of Elevators If the loss arises out of "property damage" to borrowed equipment or the use of elevators to the extent not subject to Exclusion j.of Section I -CoverageA - Bodily Injury And Property Damage Liability; (6) When You Are Added As An Additional Insured To Other Insurance Any other insurance available to you covering liability for damages arising out of the premises or operations, or products and completed operations, for which you have been added as an additional insured by that insurance; or (7) When You Add Others As An Additional Insured To This Insurance Any other insurance available to an additional insured. However, the following provisions apply to other insurance available to any person or organization who is an additional insured under this coverage part. (a) Primary Insurance When Required By Contract This insurance is primary if you have agreed in a written contract or written agreement that this insurance be primary. If other insurance is also primary, we will share with all that other insurance by the method described in c.below. (b) Primary And Non-Contributory To Other Insurance When Required By Contract Ifyouhaveagreedinawritten contract, written agreement, or permit that this insurance is primary and non- contributory with the additional insured's own insurance, this insurance is primary and we will not seek contribution from that other insurance. 37 HG 00 01 09 16 Page 17 of 21 Paragraphs (a)and (b)do not apply to other insurance to which the additional insured has been added as an additional insured. When this insurance is excess, we will have no duty under Coverages A or B to defend the insured against any "suit" if any other insurer has a duty to defend the insured against that "suit". If no other insurer defends, we will undertake to do so, but we will be entitled to the insured's rights against all those other insurers. When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of: (1)The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (2)The total of all deductible and self-insured amounts under all that other insurance. We will share the remaining loss, if any, with any other insurance that is not described in this Excess Insurance provision and was not bought specifically to apply in excess of the Limits of Insurance shown in the Declarations of this Coverage Part. c. Method Of Sharing If all of the other insurance permits contribution by equal shares, we will follow this method also. Under this approach each insurer contributes equal amounts until it has paid its applicable limit of insurance or none of the loss remains, whichever comes first. If any of the other insurance does not permit contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable limit of insurance to the total applicable limits of insurance of all insurers. 5. Premium Audit a.We will compute all premiums for this Coverage Part in accordance with our rules and rates. b.Premium shown in this Coverage Part as advance premium is a deposit premium only. At the close of each audit period we will compute the earned premium for that period and send notice to the first Named Insured. The due date for audit and retrospective premiums is the date shown as the due date on the bill. If the sum of the advance and audit premiums paid for the policy period is greater than the earned premium, we will return the excess to the first Named Insured. c.The first Named Insured must keep records of the information we need for premium computation, and send us copies at such times as we may request. 6. Representations a. When You Accept This Policy By accepting this policy, you agree: (1)The statements in the Declarations are accurate and complete; (2)Those statements are based upon representations you made to us; and (3)We have issued this policy in reliance upon your representations. b. Unintentional Failure To Disclose Hazards If unintentionally you should fail to disclose all hazards relating to the conduct of your business that exist at the inception date of this Coverage Part, we shall not deny coverage under this Coverage Part because of such failure. 7. Separation Of Insureds Except with respect to the Limits of Insurance, and any rights or duties specifically assigned in this Coverage Part to the first Named Insured, this insurance applies: a.As if each Named Insured were the only Named Insured; and b.Separately to each insured against whom claim is made or "suit" is brought. 8. Transfer Of Rights Of Recovery Against Others To Us a. Transfer Of Rights Of Recovery If the insured has rights to recover all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, those rights are transferred to us. The insured must do nothing after loss to impair them. At our request, the insured will bring "suit" or transfer those rights to us and help us enforce them. b. Waiver Of Rights Of Recovery (Waiver Of Subrogation) If the insured has waived any rights of recovery against any person or organization for all or part of any payment, including Supplementary Payments, we have made under this Coverage Part, we also waive that right, provided the insured waived their rights of recovery against such person or organization in a contract, agreement or permit that was executed prior to the injury or damage. 9. When We Do Not Renew If we decide not to renew this Coverage Part, we will mail or deliver to the first Named Insured shown in the Declarations written notice of the 38 COMMERCIAL AUTOMOBILE HA 99 16 03 12 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. © 2011, The Hartford (Includes copyrighted material Form HA 99 16 03 12 of ISO Properties, Inc., with its permission.)Page 1 of 5 COMMERCIAL AUTOMOBILE BROAD FORM ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM To the extent that the provisions of this endorsement provide broader benefits to the "insured" than other provisions of the Coverage Form, the provisions of this endorsement apply. 1. BROAD FORM INSURED A. Subsidiaries and Newly Acquired or Formed Organizations The Named Insured shown in the Declarations is amended to include: (1) Any legal business entity other than a partnership or joint venture, formed as a subsidiary in which you have an ownership interest of more than 50% on the effective date of the Coverage Form. However, the Named Insured does not include any subsidiary that is an "insured" under any other automobile policy or would be an "insured" under such a policy but for its termination or the exhaustion of its Limit of Insurance. (2) Any organization that is acquired or formed by you and over which you maintain majority ownership. However, the Named Insured does not include any newly formed or acquired organization: (a) That is a partnership or joint venture, (b) That is an "insured" under any other policy, (c) That has exhausted its Limit of Insurance under any other policy, or (d) 180 days or more after its acquisition or formation by you, unless you have given us notice of the acquisition or formation. Coverage does not apply to "bodily injury" or "property damage" that results from an "accident" that occurred before you formed or acquired the organization. B. Employees as Insureds Paragraph A.1. - WHO IS AN INSURED - of SECTION II - LIABILITY COVERAGE is amended to add: d. Any "employee" of yours while using a covered "auto" you don't own, hire or borrow in your business or your personal affairs. C. Lessors as Insureds Paragraph A.1. - WHO IS AN INSURED - of Section II - Liability Coverage is amended to add: e. The lessor of a covered "auto" while the "auto" is leased to you under a written agreement if: (1) The agreement requires you to provide direct primary insurance for the lessor and (2) The "auto" is leased without a driver. Such a leased "auto" will be considered a covered "auto" you own and not a covered "auto" you hire. D. Additional Insured if Required by Contract (1) Paragraph A.1. - WHO IS AN INSURED - of Section II - Liability Coverage is amended to add: f. When you have agreed, in a written contract or written agreement, that a person or organization be added as an additional insured on your business auto policy, such person or organization is an "insured", but only to the extent such person or organization is liable for "bodily injury" or "property damage" caused by the conduct of an "insured" under paragraphs a. or b. of Who Is An Insured with regard to the ownership, maintenance or use of a covered "auto." POLICY NUMBER: 57UUNZM6890 39 © 2011, The Hartford (Includes copyrighted material Form HA 99 16 03 12 of ISO Properties, Inc., with its permission.)Page 2 of 5 The insurance afforded to any such additional insured applies only if the "bodily injury" or "property damage" occurs: (1) During the policy period, and (2) Subsequent to the execution of such written contract, and (3) Prior to the expiration of the period of time that the written contract requires such insurance be provided to the additional insured. (2) How Limits Apply If you have agreed in a written contract or written agreement that another person or organization be added as an additional insured on your policy, the most we will pay on behalf of such additional insured is the lesser of: (a) The limits of insurance specified in the written contract or written agreement; or (b) The Limits of Insurance shown in the Declarations. Such amount shall be a part of and not in addition to Limits of Insurance shown in the Declarations and described in this Section. (3) Additional Insureds Other Insurance If we cover a claim or "suit" under this Coverage Part that may also be covered by other insurance available to an additional insured, such additional insured must submit such claim or "suit" to the other insurer for defense and indemnity. However, this provision does not apply to the extent that you have agreed in a written contract or written agreement that this insurance is primary and non- contributory with the additional insured's own insurance. (4) Duties in The Event Of Accident, Claim, Suit or Loss If you have agreed in a written contract or written agreement that another person or organization be added as an additional insured on your policy, the additional insured shall be required to comply with the provisions in LOSS CONDITIONS 2. - DUTIES IN THE EVENT OF ACCIDENT, CLAIM , SUIT OR LOSS – OF SECTION IV – BUSINESS AUTO CONDITIONS, in the same manner as the Named Insured. E. Primary and Non-Contributory if Required by Contract Only with respect to insurance provided to an additional insured in 1.D. - Additional Insured If Required by Contract, the following provisions apply: (3) Primary Insurance When Required By Contract This insurance is primary if you have agreed in a written contract or written agreement that this insurance be primary. If other insurance is also primary, we will share with all that other insurance by the method described in Other Insurance 5.d. (4) Primary And Non-Contributory To Other Insurance When Required By Contract If you have agreed in a written contract or written agreement that this insurance is primary and non-contributory with the additional insured's own insurance, this insurance is primary and we will not seek contribution from that other insurance. Paragraphs (3)and (4)do not apply to other insurance to which the additional insured has been added as an additional insured. When this insurance is excess, we will have no duty to defend the insured against any "suit" if any other insurer has a duty to defend the insured against that "suit". If no other insurer defends, we will undertake to do so, but we will be entitled to the insured's rights against all those other insurers. When this insurance is excess over other insurance, we will pay only our share of the amount of the loss, if any, that exceeds the sum of: (1) The total amount that all such other insurance would pay for the loss in the absence of this insurance; and (2) The total of all deductible and self-insured amounts under all that other insurance. We will share the remaining loss, if any, by the method described in Other Insurance 5.d. 2. AUTOS RENTED BY EMPLOYEES Any "auto" hired or rented by your "employee" on your behalf and at your direction will be considered an "auto" you hire. The OTHER INSURANCE Condition is amended by adding the following: 40 © 2011, The Hartford (Includes copyrighted material Form HA 99 16 03 12 of ISO Properties, Inc., with its permission.)Page 3 of 5 If an "employee’s" personal insurance also applies on an excess basis to a covered "auto" hired or rented by your "employee" on your behalf and at your direction, this insurance will be primary to the "employee’s" personal insurance. 3. AMENDED FELLOW EMPLOYEE EXCLUSION EXCLUSION 5. - FELLOW EMPLOYEE - of SECTION II - LIABILITY COVERAGE does not apply if you have workers' compensation insurance in-force covering all of your "employees". Coverage is excess over any other collectible insurance. 4. HIRED AUTO PHYSICAL DAMAGE COVERAGE If hired "autos" are covered "autos" for Liability Coverage and if Comprehensive, Specified Causes of Loss, or Collision coverages are provided under this Coverage Form for any "auto" you own, then the Physical Damage Coverages provided are extended to "autos" you hire or borrow, subject to the following limit. The most we will pay for "loss" to any hired "auto" is: (1) $100,000; (2) The actual cash value of the damaged or stolen property at the time of the "loss"; or (3) The cost of repairing or replacing the damaged or stolen property, whichever is smallest, minus a deductible. The deductible will be equal to the largest deductible applicable to any owned "auto" for that coverage. No deductible applies to "loss" caused by fire or lightning. Hired Auto Physical Damage coverage is excess over any other collectible insurance. Subject to the above limit, deductible and excess provisions, we will provide coverage equal to the broadest coverage applicable to any covered "auto" you own. We will also cover loss of use of the hired "auto" if it results from an "accident", you are legally liable and the lessor incurs an actual financial loss, subject to a maximum of $1000 per "accident". This extension of coverage does not apply to any "auto" you hire or borrow from any of your "employees", partners (if you are a partnership), members (if you are a limited liability company), or members of their households. 5.PHYSICAL DAMAGE - ADDITIONAL TEMPORARY TRANSPORTATION EXPENSE COVERAGE Paragraph A.4.a. of SECTION III - PHYSICAL DAMAGE COVERAGE is amended to provide a limit of $50 per day and a maximum limit of $1,000. 6. LOAN/LEASE GAP COVERAGE Under SECTION III - PHYSICAL DAMAGE COVERAGE, in the event of a total "loss" to a covered "auto", we will pay your additional legal obligation for any difference between the actual cash value of the "auto" at the time of the "loss" and the "outstanding balance" of the loan/lease. "Outstanding balance" means the amount you owe on the loan/lease at the time of "loss" less any amounts representing taxes; overdue payments; penalties, interest or charges resulting from overdue payments; additional mileage charges; excess wear and tear charges; lease termination fees; security deposits not returned by the lessor; costs for extended warranties, credit life Insurance, health, accident or disability insurance purchased with the loan or lease; and carry-over balances from previous loans or leases. 7. AIRBAG COVERAGE Under Paragraph B. EXCLUSIONS - of SECTION III - PHYSICAL DAMAGE COVERAGE, the following is added: The exclusion relating to mechanical breakdown does not apply to the accidental discharge of an airbag. 8. ELECTRONIC EQUIPMENT - BROADENED COVERAGE a. The exceptions to Paragraphs B.4 - EXCLUSIONS - of SECTION III - PHYSICAL DAMAGE COVERAGE are replaced by the following: Exclusions 4.c.and 4.d.do not apply to equipment designed to be operated solely by use of the power from the "auto's" electrical system that, at the time of "loss", is: (1) Permanently installed in or upon the covered "auto"; (2) Removable from a housing unit which is permanently installed in or upon the covered "auto"; (3) An integral part of the same unit housing any electronic equipment described in Paragraphs (1) and (2) above; or 41 © 2011, The Hartford (Includes copyrighted material Form HA 99 16 03 12 of ISO Properties, Inc., with its permission.)Page 4 of 5 (4) Necessary for the normal operation of the covered "auto" or the monitoring of the covered "auto's" operating system. b.SectionIII–VersionCA00010310ofthe Business Auto Coverage Form, Physical Damage Coverage, Limit of Insurance, Paragraph C.2 and Version CA 00 01 10 01 of the Business Auto Coverage Form, Physical Damage Coverage, Limit of Insurance, Paragraph C are each amended to add the following: $1,500 is the most we will pay for "loss" in any one "accident" to all electronic equipment (other than equipment designed solely for the reproduction of sound, and accessories used with such equipment) that reproduces, receives or transmits audio, visual or data signals which, at the time of "loss", is: (1) Permanently installed in or upon the covered "auto" in a housing, opening or other location that is not normally used by the "auto" manufacturer for the installation of such equipment; (2) Removable from a permanently installed housing unit as described in Paragraph 2.a. above or is an integral part of that equipment; or (3) An integral part of such equipment. c.For each covered "auto", should loss be limited to electronic equipment only, our obligation to pay for, repair, return or replace damaged or stolen electronic equipment will be reduced by the applicable deductible shown in the Declarations, or $250, whichever deductible is less. 9. EXTRA EXPENSE - BROADENED COVERAGE Under Paragraph A. - COVERAGE - of SECTION III - PHYSICAL DAMAGE COVERAGE, we will pay for the expense of returning a stolen covered "auto" to you. 10. GLASS REPAIR - WAIVER OF DEDUCTIBLE Under Paragraph D. - DEDUCTIBLE - of SECTION III - PHYSICAL DAMAGE COVERAGE, the following is added: No deductible applies to glass damage if the glass is repaired rather than replaced. 11. TWO OR MORE DEDUCTIBLES Under Paragraph D. - DEDUCTIBLE - of SECTION III - PHYSICAL DAMAGE COVERAGE, the following is added: If another Hartford Financial Services Group, Inc. company policy or coverage form that is not an automobile policy or coverage form applies to the same "accident", the following applies: (1) If the deductible under this Business Auto Coverage Form is the smaller (or smallest) deductible, it will be waived; (2) If the deductible under this Business Auto Coverage Form is not the smaller (or smallest) deductible, it will be reduced by the amount of the smaller (or smallest) deductible. 12. AMENDED DUTIES IN THE EVENT OF ACCIDENT,CLAIM,SUITORLOSS The requirement in LOSS CONDITIONS 2.a. - DUTIES IN THE EVENT OF ACCIDENT,CLAIM, SUIT OR LOSS - of SECTION IV - BUSINESS AUTO CONDITIONS that you must notify us of an "accident" applies only when the "accident" is known to: (1) You, if you are an individual; (2) A partner, if you are a partnership; (3) A member, if you are a limited liability company; or (4) An executive officer or insurance manager, if you are a corporation. 13. UNINTENTIONAL FAILURE TO DISCLOSE HAZARDS If you unintentionally fail to disclose any hazards existing at the inception date of your policy, we will not deny coverage under this Coverage Form because of such failure. 14. HIRED AUTO - COVERAGE TERRITORY Paragraph e. of GENERAL CONDITIONS 7. - POLICY PERIOD, COVERAGE TERRITORY - of SECTION IV - BUSINESS AUTO CONDITIONS is replaced by the following: e. For short-term hired "autos", the coverage territory with respect to Liability Coverage is anywhere in the world provided that if the "insured's" responsibility to pay damages for "bodily injury" or "property damage" is determined in a "suit," the "suit" is brought in the United States of America, the territories and possessions of the United States of America, Puerto Rico or Canada or in a settlement we agree to. 15. WAIVER OF SUBROGATION TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US - of SECTION IV - BUSINESS AUTO CONDITIONS is amended by adding the following: 42 © 2011, The Hartford (Includes copyrighted material Form HA 99 16 03 12 of ISO Properties, Inc., with its permission.)Page 5 of 5 We waive any right of recovery we may have against any person or organization with whom you have a written contract that requires such waiver because of payments we make for damages under this Coverage Form. 16. RESULTANT MENTAL ANGUISH COVERAGE The definition of "bodily injury" in SECTION V- DEFINITIONS is replaced by the following: "Bodily injury" means bodily injury, sickness or disease sustained by any person, including mental anguish or death resulting from any of these. 17. EXTENDED CANCELLATION CONDITION Paragraph 2. of the COMMON POLICY CONDITIONS - CANCELLATION - applies except as follows: If we cancel for any reason other than nonpayment of premium, we will mail or deliver to the first Named Insured written notice of cancellation at least 60 days before the effective date of cancellation. 18. HYBRID, ELECTRIC, OR NATURAL GAS VEHICLE PAYMENT COVERAGE In the event of a total loss to a "non-hybrid" auto for which Comprehensive, Specified Causes of Loss, or Collision coverages are provided under this Coverage Form, then such Physical Damage Coverages are amended as follows: a.If the auto is replaced with a "hybrid" auto or an auto powered solely by electricity or natural gas, we will pay an additional 10%, to a maximum of $2,500, of the "non-hybrid" auto’s actual cash value or replacement cost, whichever is less, b.The auto must be replaced and a copy of a bill of sale or new lease agreement received by us within 60 calendar days of the date of "loss," c.Regardless of the number of autos deemed a total loss, the most we will pay under this Hybrid, Electric, or Natural Gas Vehicle Payment Coverage provision for any one "loss" is $10,000. For the purposes of the coverage provision, a.A "non-hybrid" auto is defined as an auto that uses only an internal combustion engine to move the auto but does not include autos powered solely by electricity or natural gas. b.A "hybrid" auto is defined as an auto with an internal combustion engine and one or more electric motors; and that uses the internal combustion engine and one or more electric motors to move the auto, or the internal combustion engine to charge one or more electric motors, which move the auto. 19. VEHICLE WRAP COVERAGE In the event of a total loss to an "auto" for which Comprehensive, Specified Causes of Loss, or Collision coverages are provided under this Coverage Form, then such Physical Damage Coverages are amended to add the following: In addition to the actual cash value of the "auto", we will pay up to $1,000 for vinyl vehicle wraps which are displayed on the covered "auto" at the time of total loss. Regardless of the number of autos deemed a total loss, the most we will pay under this Vehicle Wrap Coverage provision for any one "loss" is $5,000. For purposes of this coverage provision, signs or other graphics painted or magnetically affixed to the vehicle are not considered vehicle wraps. 43 8& ;+ 8 $0/4536$5*0/ 5&45*/( 4&37*$&4 */$ 3)&&. %3 1-&"4"/50/ $" Policy Number:Endorsement Number: Effective Date:Effective hour is the same as stated on the Information Page of the policy. Named Insured and Address: 9 "/: 1&340/ 03 03("/*;"5*0/ '30. 8)0. :06 "3& 3&26*3&% #: 83*55&/ $0/53"$5 03 "(3&&.&/5 50 0#5"*/ 5)*4 8"*7&3 0' 3*()54 '30. 64 #-"/,&5 01&3"5*0/4 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. Countersigned by Authorized Representative FormWC040306 (1)Printed in U.S.A. Process Date: Policy Expiration Date: WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be % of the California workers' compensation premium otherwise due on such remuneration. SCHEDULE Person or Organization Job Description 44 8& ;+ 8 $0/4536$5*0/ 5&45*/( 4&37*$&4 LLC 3)&&. %3 1-&"4"/50/ $" Policy Number:Endorsement Number: Effective Date:Effective hour is the same as stated on the Information Page of the policy. Named Insured and Address: 9 "/: 1&340/ 03 03("/*;"5*0/ '30. 8)0. :06 "3& 3&26*3&% #: 83*55&/ $0/53"$5 03 "(3&&.&/5 50 0#5"*/ 5)*4 8"*7&3 0' 3*()54 '30. 64 /" '03 ,: /) "/% /+ THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. Countersigned by Authorized Representative Form WC 00 03 13 Printed in U.S.A. Process Date: Policy Expiration Date: WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. This agreement shall not operate directly or indirectly to benefit anyone not named in the Schedule. SCHEDULE 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:Public Works Department PREPARED BY:Macedonio Nunez, Senior Engineer SUBJECT:Amendment to Contract with W. Jefferey Heid for Landscaping Architecture on the Prospect Road Improvements Project RECOMMENDED ACTIONS: Authorize an amendment to contract with W. Jefferey Heid for Landscape Architecture Services for the Prospect Road Improvements Project. BACKGROUND: On July 5,2017, City Council approved the first amendment to the contract for Landscape Architecture Services with W. Jefferey Heid on the Prospect Road Improvements Project for a total contract amount of $35,612.50 plus a 10% contingency. This would cover the costs for the original scope and construction support services on the project. The original construction contract project completion date was November 2018, with the additional proposed work form the additional $1,075,000 grant from the One Bay Area Grant program and the current contract change orders time extension work that has been completed will extend the project timeline to July 2019. With the additional funding and time, the following improvements will be installed: 1.New irrigation and upgraded landscaping in the three existing medians between Titus Avenue and English Drive. 2.New irrigation and landscaping along the back of sidewalk at Christa McAuliffe Elementary School. 3.New concrete sidewalks and landscaping in front of the Saratoga Prospect Center. 4.New concrete sidewalk to replace existing asphalt sidewalk between Titus Avenue and Johnson Avenue. 82 The contract with W. Jefferey Heid needs to be increased by an additional $4,625, plus 10% contingency, to cover the costs for Landscape Architecture Services and construction support for the following added scope; 1. New irrigation and upgraded landscaping in the three existing medians between Titus Avenue and English Drive. 2. New irrigation and landscaping along the back of sidewalk at Christa McAuliffe Elementary School. Also, since the project is ongoing, Staff would like to retain the services for the duration of the project by extending the term of the contract for an additional year through to December 31 st,2019. ATTACHMENTS: Attachment A – Contract Amendment Attachment B – Original Contract 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:City Manager’s Office PREPARED BY:Crystal Bothelio, Deputy City Manager SUBJECT:Facility Naming Request from the Saratoga Area Senior Coordinating Council (SASCC) RECOMMENDED ACTION: Consider facility naming request from SASCC and resolution naming the Senior Center multipurpose room the “S. Ku Foundation Hall” and the newly constructed Senior Center café as “Dick’s Café.” BACKGROUND: This month, the City received a request from SASCC to rename two rooms in the Senior Center (Attachment B). SASCC is recommending renaming the existing multipurpose room to the “S. Ku Foundation Hall”in recognition of a $250,000 donation from the S. Ku Foundation to the Senior Center remodel project. Additionally, SASCC is requesting to name the recently constructed café area as “Dick’s Café”after longtime SASCC Board Member and Past Board President Dick Angus, who passed away earlier this year. On October 3, 2018, the City Council adopted an updated policy for naming and renaming City land and facilities (Attachment C). This policy describes how residents or community organizations may put forward recommendations for naming or renaming City property. The City Council retains full discretion to name or rename any City property at any time, as well as reject names submitted for City Council consideration. The naming policy also describes how Saratoga non-profits leasing city property may offer naming rights as a fundraising policy approved by the City Council. On April 20, 2016, the City Council approved a fundraising plan submitted by SASCC with naming opportunities for rooms in the Senior Center (Attachment D). The approved plan including the opportunity to rename the multipurpose room or Saunders Room for a donation of $300,000 or more. Additionally, the fundraising plan proposed that the naming rights remain with the donor for a minimum of 10 years and/or until SASCC vacates the premises, conducts another remodel, or engages in a new capital campaign. 112 ATTACHMENTS: Attachment A – Resolution Naming the Senior Center Multipurpose Room & Café Attachment B – Facility Naming Request from SASCC Attachment C – Policy for Naming/Renaming City Land and Facilities Attachment D – Fundraising Plan 113 RESOLUTION NO. 18-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA NAMING CITY FACILITIES WHEREAS, the Saratoga Area Senior Coordinating Council leases the Saratoga Senior Center (SASCC) to provide an array of services to older residents in Saratoga and the surrounding areas; and WHEREAS, the Saratoga City Council adopted a policy for Naming and Renaming City Land an Facilities, which outlines how individuals or groups in the community can propose names for City-owned property; and WHEREAS, the policy also provides guidelines for how Saratoga non-profits leasing City-owned property can making naming rights available as part of a City Council approved fundraising plan; and WHEREAS, the City Council approved a SASCC fundraising plan with naming opportunities at the April 20, 2016 City Council Meeting; and WHEREAS, SASCC has recommended renaming the Senior Center multipurpose room from the Saunders Room to the “S. Ku Foundation Hall” in recognition of a donation from the S. Ku Foundation Hall and the newly constructed café area as “Dick’s Café” after longtime SASCC Board Member and Past Board President Dick Angus, who passed away in 2018. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga hereby names the Senior Center multipurpose room the “S. Ku Foundation Hall” and the Senior Center café area as “Dick’s Café” at a Regular Meeting held on the 19th day of December 2018 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: DATE: Debbie Bretschneider, City Clerk 114 www.sascc.org 19655 Allendale Avenue, Saratoga CA 95070 Tax ID 942596228 Saratoga Senior Center 408-868-1257 Saratoga Adult Care Center License# 430108454 SARATOGA AREA SENIOR COORDINATING COUNCIL P.O. Box 3033, 19655 Allendale Avenue, Saratoga, CA 95070 408-868-1257 www.sascc.org December 10, 2018 Dear Council Members, On behalf of the Saratoga Area Senior Coordinating Council (SASCC), I am writing to request your consideration and approval of two naming opportunities related to the Senior Center renovation. The first is to rename the existing multipurpose room, currently known as the Saunders Room, to the S. Ku Foundation Hall. The S. Ku Foundation has supported SASCC in tremendous ways, not the least of which was donating $250,000 to the renovation capital campaign fund. In our discussions with John and Ling Ku, President and CFO, respectively, they were made aware of the naming opportunities available with a contribution of this size and opted to rename the multipurpose room. Efforts are currently being made to seek out any remaining Saunders family members to determine how to best memorialize their family’s sustaining contribution. The second request is to name the new café area of the Senior Center after longtime SASCC Board Member, Past President, lunchtime volunteer, and Saratoga Citizen of the Year, Richard “Dick” Angus. The proposed name is Dick’s Café and was suggested by the Angus family. SASCC wishes to honor this request and would deeply appreciate the council’s approval. Our plan is to memorialize Mr. Angus’s many contributions to our organization and to the City of Saratoga. He led an exemplary life of service to others and it is our strong desire to have his name grace the most social area of our newly renovated facilities. He was instrumental in shaping our approach to this renovation and was sadly not able to see the project through to completion. On behalf of the SASCC Board of Directors and our members, we humbly request these two naming opportunities be approved at the December 19th, 2018 Council Meeting. Best Regards, Tylor Taylor Executive Director Saratoga Area Senior Coordinating Council Tylor Taylor 115 116 117 118 119 120 121 SARATOGA CITY COUNCIL MEETING DATE:April 20, 2016 DEPARTMENT:Recreation and Facilities PREPARED BY:Michael A. Taylor, Director SUBJECT:Senior Center Remodel Request and Naming Opportunities Plan RECOMMENDED ACTIONS: 1.Approve the conceptual plan presented by SASCC for the Senior Center remodel project. 2.Consider SASCC’s request for a waiver of $5,690 in building plan check and permit fees for the remodel project. 3.Approve the SASCC Naming Opportunities Plan. BACKGROUND: Senior Center Remodel Project The City of Saratoga has helped support the Saratoga Area Senior Coordinating Council (SASCC) since 1981 through direct financial support and a Facilities Use Agreement that allows the organization to use City facilities at reduced or no cost. Under the Agreement, there is no accommodation to allow tenant improvements. However, SASCC is requesting approval (Attachment A) of a proposed remodeling plan (Attachment B) that includes renovation of the City facility that includes relocating the reception desk, adding a Technology Center, and opening areas for a Library and an Art and Game Area. The offices or restrooms are not part of the remodel request. SASCC has engaged a fundraising consultant to help manage a $700,000 capital fundraising campaign for this project. Fee Waiver Request SASCC is requesting that City permit fees be waived for this project. No fees have been paid to date, but the dollar amount of the permit costs are estimated at approximately $5,690 for plan check and building permits. Naming Opportunities Plan The City Council adopted a resolution updating the policy pertaining to naming City-owned land and facilities on January 20, 2016. At that same meeting, Council requested that non-profit 122 organizations that conduct capital campaign fundraising that includes naming opportunities to City-owned land or facilities return to Council prior to the fundraising with a naming plan. At their March 23, 2016 Board of Directors meeting, the SASCC Directors approved a list of various naming options for contributors to be recognized for their donations to the renovation project with a tangible legacy and recognition of their donation. Entry level naming options included contributions of $500 or more would allow a donor to be named on leaves or branches of a decorative giving tree behind the reception desk. Five rooms were designated as naming opportunities for sponsors. The Senior Center multi-purpose room, presently known as the Saunders Room, was identified as a naming opportunity with a minimum donation of $300,000. A new Technology Center was listed as available for naming with a minimum contribution of $200,000. The Art and Game Area, the Lounge/Café area, and the Library were each available for naming for $100,000. The naming rights will remain with the donor for a minimum of ten (10) years, and continue until SASCC vacates the premises, conducts another remodel or renovation of the site, or engages in a new capital campaign. ATTACHMENTS: Attachment A - Senior Center Remodel Project Request Attachment B - Senior Center Conceptual Remodel Plan Attachment C – Council Naming Policy 2 123 Saratoga Area Senior Center City of Saratoga Crystal Bothelio 13777 Fruitvale Ave Saratoga, CA 95070 To the City of Saratoga, We are grateful for the opportunity to submit a request for permission to the City of Saratoga. The Saratoga Area Senior Coordinating Council (SASCC) is submitting a Request for Approval and Authorization to the City of Saratoga for the Saratoga Senior Center tenant improvement project located at 19655 Allendale Ave, Saratoga CA. The tenant improvement project will include new flooring, lifted ceilings, new lighting, new windows, reception area, café, library, art & game room, technology center, and storage closet. The Saratoga Area Senior Coordinating Council is requesting that permit fees are waived. All renovation plans have been submitted by SASCC for approval by Larry Schuck of LS Schuck Construction. All contractor contracts will be made in accordance with state/city regulations of prevailing wage agreements. SASCC will hold additional tenant improvement insurance coverage during the entirely of the project. SASCC is also requesting the City of Saratoga to provide any additional stipulations for the project. Thank you kindly, Marta Weinstock Executive Director, SASCC www.sascc.org 1 9 6 5 5 A l l e n d a l e A v e n u e , S a r a t o g a C A 9 5 0 7 0 T a x I D 9 4 2 5 9 6 2 2 8 a Page 1 Step Inside… Enjoy the day! Saratoga Adult Care Center License# 430708454 Saratoga Senior Center 408-868-1257 124 Adopted Via Resolution 16-005, January 20, 2016 NAMING CITY-OWNED LAND AND FACILITIES I. PURPOSE The intent of this policy is to establish criteria and procedures for the naming and renaming of City-owned land and facilities. II. OVERVIEW 1. This policy provides a mechanism for citizens to suggest names they believe should be considered for new City facilities, lands and/or portions of facilities (e.g. rooms, fields, etc.) and for the renaming of existing facilities, lands and/or portions of facilities (e.g. rooms, fields, etc.). 2. This policy pertains to all City-owned lands and facilities with the exception of City streets. The naming of streets is managed by the City’s Community Development Department under a separate set of policies and procedures. III. GENERAL POLICIES 1. The City Council shall have the authority to name and rename City-owned lands and facilities. NOTE: The City has a separate “Tree and Bench Dedication” Program. Information about this program can be found on the City’s website at http://www.saratoga.ca.us/pdf/treebenchapplication1.pdf, or by contacting the City Clerk. 2. The donation of land(s), facility(ies), or funds for the acquisition, renovation or maintenan ce of land(s) or facilities, shall not constitute an obligation by the City to name the land(s) and/or facility(ies) or any portion thereof after an individual, family or organization. 3. The cost of plaques, monuments and/or replacement of signs resulting from naming or renaming of City-owned facilities, lands and/or portions of facilities will be borne by the individual, group or organization sponsoring the request. An exception to this policy may be made by the City Council in the case of economic hardship and if there are City funds available to cover the costs. IV. NAMING CRITERIA 1. The following criteria shall be used in selecting an appropriate name for City-owned lands and facilities: a. The name should, if possible, include or preserve the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid. b. Consideration may be given to naming a City-owned land or facility after an individual, family or organization when the land, facility, or the money for its purchase, construction, renovation or maintenance was donated by the individual, family or organization. c. A local non-profit organization operating City-owned land or facilities may offer naming rights to major donor(s) as enticement to receive capital project contributions upon City 125 Adopted Via Resolution 16-005, January 20, 2016 Council approval of a fundraising plan. The proposed name of City-owned land or facilities shall be taken to City Council for approval. d. Consideration may also be given to naming a City-owned land or facility after an individual, family or organization when warranted by some in-kind contribution or service which is deemed to be of major and lasting significance to the purchase of the piece of land, facility, or the planning, development, construction, renovation or maintenance of a facility. e. City-owned land(s) and/or park(s) may be named for benefactor organizations, groups or businesses. f. City-owned land(s) or facility(ies) may not be named after a seated elected or appointed official. g. City-owned land(s) or facility(ies) may be named after an employee, or former employee of the City of Saratoga if three (3) or more of the following criteria are met:  The employee’s contributions were over and above the normal duties required by his/her job;  The employee had a positive impact on the past and future development of programs or facilities in the City of Saratoga;  The employee made significant volunteer contributions to the community outside the scope of his/her job;  The employee had exceptionally long tenure with the City of Saratoga (i.e. over 25 years);  There is significant public support for a memorial to the employee on the occasion of his/her death or retirement. V. POLICY & CRITERIA REGARDING RENAMING 1. Existing place names are deemed to have historic recognition. City policy is to retain the name of any existing land(s) and/or facility(ies) particularly when the name has City or regional significance. The City Council may consider renaming the facility if there are compelling reasons to do so, including, but not limited to when a facility has reached the end of its normal lifespan. a. A local non-profit organization operating City-owned land or facilities may offer naming rights to major donor(s) as enticement to receive capital project contributions upon City Council approval of a fundraising plan. The proposed name of City-owned land or facilities shall be taken to City Council for approval. 2. The following criteria shall be used in renaming City-owned lands and facilities: a. The individual, family or organization has made lasting and significant contributions to the protection of natural or cultural resources of the City; or b. The individual, family or organization has made substantial contributions to the betterment of a specific facility or park consistent with the established standards for the facility; or c. The individual, family or organization has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City. VI. PROCEDURE FOR NAMING & RENAMING OF CITY-OWNED LAND(S) OR FACILITY(IES) 1. A request to name or rename a City-owned land or facility shall be made in writing on the standard application form attached to this policy. 126 Adopted Via Resolution 16-005, January 20, 2016 2. The application will be reviewed for completeness by staff in the City’s Recreation (and Facilities) Department and forwarded to the Mayor. 3. The Mayor will designate an appropriate City Commission to review the application a nd make a recommendation to the City Council. 4. The City Council shall have final approval of naming and renaming recommendations. 127 Adopted Via Resolution 16-005, January 20, 2016 CITY OF SARATOGA APPLICATION FOR NAMING OR RENAMING CITY-OWNED LAND(S) OR FACILITY(IES) Applicant’s Contact Information: Name: Address: E-mail: Phone: Naming/ Renaming Information for City-owned Land or Facility: Suggested Name: Location of Site or Facility: Is the proposed name for only a portion of the site or facility?  Yes  No If yes, please indicate portion suggested for naming/ renaming: To name or rename a City-owned site or facility, certain criteria must be met. Please indicate below which criteria will be met for the proposed name: Sites or Facilities that DO NOT Currently Have a Name Criteria for naming (please check all that apply):  The name preserves the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole.  The land, facility, or the money for its purchase, construction, renovation or maintenance was donated by the individual, family or organization.  An in-kind contribution or service of major and lasting significance was made to the acquisition of the land, facility, or the planning, development, construction, renovation or maintenance of a facility.  The name recognizes a benefactor organization, group or business that contributed to the site or facility.  The name recognizes a current or former employee who has: (check at least 3 criteria below)  Made contributions over and above the normal duties required by his/her job;  Had a positive impact on the past and future development of programs or facilities in the City of Saratoga; 128 Adopted Via Resolution 16-005, January 20, 2016  Made significant volunteer contributions to the community outside the scope of his/her job;  Had exceptionally long tenure with the City of Saratoga (i.e. over 25 years);  Significant public support for a memorial to the employee on the occasion of his/her death or retirement. Sites or Facilities that Currently Have a Name Criteria for naming (please check all that apply):  The individual, family or organization has made lasting and significant contributions to the protection of natural or cultural resources of the City.  The individual, family or organization has made substantial contributions to the betterment of a specific facility or park consistent with the established standards for the facility.  The individual, family or organization has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City. For all facilities, please provide a detailed explanation that supports the criteria for which you are requesting naming or renaming of the site or facility for this individual, family or organization: (If needed, please attach additional pages in order to provide a thorough discussion of the merits of your request.) 129 Adopted Via Resolution 16-005, January 20, 2016 PLEASE NOTE: 1. The City Council may consider renaming a facility if there are compelling reasons to do so, including, but not limited to when a facility has reached the end of its normal lifespan. 2. The cost of plaques, monuments and/or replacement of signs resulting from naming or renaming of City-owned facilities, lands and/or portions of facilities will be borne by the individual, group or organization sponsoring the request. An exception to this policy may be made by the City Council in the case of economic hardship and if there are City funds available to cover the costs. City of Saratoga Use Only: Date Received: _____________________________ Date Scheduled for Review by Commission: _____________________________ 130 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:Finance & Administrative Services Department PREPARED BY:Gina Scott, Accounting Technician SUBJECT:Community Event and Street Closure Grant Program RECOMMENDED ACTION: Provide direction on the following items for the Fiscal Year 2019/20 Community Event and Street Closure Grant Program: 1.Community Event Grant Program Funding 2.Street Closure Grant Program Funding 3.Annual Application Process BACKGROUND: Community Event Grant Program Funding The City conducts an annual Community Event Grant Program to assist local, volunteer-run events that help build a sense of community in Saratoga. The City Council allocated $40,000 to the Community Event Grant Program for Fiscal Year 2018/19.The Council then awarded an additional $1,400 to off-cycle grant applicants throughout the year, increasing the total to $41,400. A detailed history of the Community Event Grant Program allocations since its inception is included as Attachment A. At the September 5, 2018 meeting, the City Council approved the Finance Committee’s recommendations to no longer accept off-cycle event grant applications and to add Hakone Matsuri and the Saratoga Area Senior Center Health Fair to the list of secured funding recipients,allocating $5,000 for each event. Secured funding recipients are exempt from the regular application process and are not eligible to apply for additional funding through the competitive process. The allocations for all secured funding recipients are listed below: Traditional Event/Organization Secured Funding Allocation Blossom Festival $5,000 Chamber of Commerce Events $8,000 Fourth of July Celebration $2,500 Hakone Matsuri $5,000 Memorial Day Observance $1,000 Saratoga Area Senior Center Health Fair $5,000 Saratoga Community Band Events $1,000 Saratoga Village Development Council Events $3,500 Total $31,000 131 Of the secured amounts, the Chamber of Commerce, Saratoga Community Band, and Saratoga Village Development Council grants may be used for any events that meet program criteria and are coordinated by these organizations. Any additional funding allocated to the program will be available for the competitive application process. Street Closure Grant Funding The City Council allocates funds annually for the cost of closing Big Basin Way for one or more community events. In previous years, the grant was awarded to the Chamber of Commerce for the Classic Car Show in the same manner as the secured allocations for traditional events/organizations in the Community Event Grant Program. The street closure costs associated with the Chamber of Commerce’s Classic Car show are estimated to be $22,000. The budget was increased to $35,000 in Fiscal Year 2018/19 to provide for two events. The allocation history of the Street Closure Grant Program is detailed in Attachment B. Annual Application Process During the annual competitive application process, organizers have approximately six weeks to prepare and turn in their applications. The applications are then brought to the Council for consideration and decision. The proposed timeline for the 2019/20 application process is listed below: Date Milestone January 16, 2019 Announce Community Event Grant Program: The application and requirements will be available on the City website, sent to past applicants, and shared through City communications channels. February 27, 2019 Application Deadline: All applications for the Community Event Grant Program must be submitted by 5:00 p.m. March 20, 2019 Council Decision: Staff will present Community Event Grant Program applications for Council consideration and decision. Event organizers will be asked to attend the meeting to answer Council questions. Events must meet two basic requirements to be considered for event grant funding: 1) Events must be held in Saratoga. 2) Events must be open to the public. The City Council may also consider the following criteria to help determine grant allocations: Saratoga-based non-profit organizations holding events in Saratoga Non-profit organizations holding events in Saratoga Organizations that have previously held events in Saratoga Organizations that have not previously held events in Saratoga ATTACHMENTS: Attachment A: History of Community Event Grant Allocations since Fiscal Year 2013/14 Attachment B: History of Street Closure Grant Allocations since Fiscal Year 2014/15 132 Attachment A: History of Community Event Grant Allocations since Fiscal Year 2013/14 Recipients Requests Program Allocation Grant Award 15 52,975$ $20,000 $22,253 11 32,385$ $20,000 $21,600 15 34,195$ $25,000 $34,195 15 49,970$ $36,000 $42,000 15 47,250$ $35,000 $40,000 20 65,466$ $40,000 $41,400 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 $7,000 $940 $380 $800 $1,750 $2,778 $2,480 $1,456 t $4,600 $4,500 $4,600 $4,600 $5,000 $5,000 $1,300 $1,200 $1,500 $1,800 $500 $520 t $8,000 $8,000 $2,518 $3,100 $4,000 $4,168 $350 $350 $390 $4,000 $1,000 $2,590 $2,000 $1,440 $3,000 t $1,984 $1,900 $2,670 $2,200 $2,500 $2,500 $460 $312 $5,000 $4,630 $5,000 $5,000 $1,380 $2,800 t $750 $900 $1,000 $1,000 $1,000 $1,000 $3,000 $2,000 $3,500 $3,704 $2,280 $1,352 $2,080 $200 $600 $600 $540 $500 $4,630 $2,580 t $325 $600 $725 $750 $1,000 $1,000 2017/18 2018/19 Year 2013/14 2014/15 2015/16 2016/17 Chinese Mid-Autumn Festival Event 60th Anniversary Parade Bay Shore Lyric Opera Company - Hansel and Gretel Bay Shore Lyric Opera Company - Opera at Wildwood Blossom Festival (Mustard Faire) Bollywood Street Dance (now included in SVDC funding) California Holocaust Action & Awareness Interactive Museum Celebrating Differences - Redwood Middle School Leo Club Celebrating Service - Assistance League Chamber of Commerce Events Chamber of Commerce Holiday Wine Stroll and Open House Mosaic Saratoga Classic Car Show Congregation Beth David Shushan County Fair/Playland Foodie on the Run (Gateway Celebration) Fourth of July Celebration Girl Scout Crafts at Blossom Festival Hakone Matsuri Library-Heart of the Community (Saratoga Lib 10th Anniversary) Memorial Day Observance Montalvo Arts Center - Arts Splash Montalvo Arts Center - Pop-Up Arts Festival Montalvo Arts Center - Rock the Garden Odd Fellows Easter Event Relay for Life of Saratoga Saratoga Community Band Concert in the Park 133 2013/14 2104/15 2015/16 2016/17 2017/18 2018/19 $118 $1,000 $618 $100 $100 $100 t $2,000 $3,500 $500 $820 $2,380 $3,600 $5,000 $4,770 $4,180 $5,000 $100 $22,253 $21,600 $39,195 $43,000 $40,000 $41,400 t Secured Funding Receipients Saratoga Grammar School Reunion Saratoga Sister City 30th Anniversary Open House Event Saratoga Symphony Fall Concert St. Nicholas Church Russian and International Festival TOTAL Saratoga Symphony Spring Concert Saratoga Symphony Winter Concert Saratoga Village Development Council Events SVDC Pet Parade (now included in SVDC funding) SVDC St. Patty's Day Celebration (now included in SVDC funding) SASCC Health and Wellness Fair - Saratoga Trails 5K Walk 134 Attachment B: History of Street Closure Allocations since Fiscal Year 2014/15 Year Street Closures Requests Grant Award 2014/15 1 $10,000 $10,000 2015/16 1 $10,000 $10,000 2016/17 2 $30,000 $30,000 2017/18 1 $20,000 $20,000 2018/19 1 $22,000 $22,000 Street Closure 2014/15 2015/16 2016/17 2017/18 2018/19 Chamber of Commerce Classic Car Show $10,000 $10,000 $20,000 $20,000 $22,000 Saratoga 60th Anniversary Parade $10,000 135 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:Community Development Department PREPARED BY:Debbie Pedro, Community Development Director SUBJECT:Update on 2017-2018 Santa Clara County Civil Grand Jury Report RECOMMENDED ACTION: Staff recommends that the City Council receive the update on the 2017-2018 Grand Jury Report. BACKGROUND: On June 21, 2018, the Santa Clara County Civil Grand Jury released the report “Affordable Housing Crisis: Density is Our Destiny”. The report focused on the issue of affordable housing and contains 20 findings and 19 recommendations. DISCUSSION: Pursuant to Penal Code sections 933 and 933.05, the City submitted a response to the Grand Jury’s findings and recommendations on September 13, 2018. (Attachment A) Response numbers 3a, 3b, 3c, 7, and 8 required a follow up report to the City Council. Items 3a, 3b, 3c and 7 relate to the formation of a Regional Housing Needs Allocation (RHNA)subregion for the County. On October 11, 2018, the Cities Association of Santa Clara County (CASCC)voted to establish a subregion. On December 5, 2018, the City Council unanimously voted to adopt a resolution confirming its interest to participate in the creation of a subregion. The CASCC Regional Housing Task Force will reconvene in the coming months to oversee this effort. Item 8 is a recommendation regarding the reporting format for permitted and constructed housing units. At this time, no agreement has been made by the cities and Santa Clara County to use a reporting format that differs from the format required by the State Housing and Community Development Department (HCD). ATTACHMENT: Attachment A –Response to the 2017-18 Grand Jury Report dated September 13, 2018 136 Attachment A 137 138 139 140 141 142 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:Commission Qualifications and Terms Expiring in 2019 RECOMMENDED ACTION: Accept the list of Commission qualifications and terms expiring in the 2019 calendar year. BACKGROUND: As required by the Maddy Act (Government Code Section 54970-54974) and as stated in Municipal Code Section 2-12.010(f), “on or before December 31 of each year, the City Clerk shall prepare and the City Council shall adopt a list of all Commissions containing the following information: 1.A list of the qualifications necessary for each Commissioner position; and 2.A list of all Commissioner terms which will expire during the next calendar year, including the name of the incumbent Commissioner, the date of appointment, the date the term expires and the qualifications necessary for the position. This list shall be made available to the public and shall be posted in the office of the City Clerk and at the Saratoga Library.” Qualifications for Service on a Commission: Most Commissioners must be a resident and registered voter of Saratoga. However, one member of the Library Commission must be a resident of Monte Sereno and Youth Commissioners are not required to be registered voters. Additionally, each Commission applicant must attend at least one meeting of the Commission he or she is applying to before being interviewed by the City Council. Commissioners may not hold an elected public office and cannot be employed by the City of Saratoga. Additionally, most Commission terms are 4 years and Commissioners are limited to two full consecutive terms on a single Commission. Partial terms are not considered full terms. Youth Commission terms, however, are 2 years and Youth Commissioners may not serve more than one term. Special qualifications for service on the City’s Commissions are noted below. 143 Commission Special Qualifications Heritage Preservation -One member to be nominated by the Saratoga Historical Foundation. -Two members shall be appointed from among the disciplines of architecture, history, architectural history, planning, archeology or other historic preservation related disciplines such as urban planning, architecture/construction, American studies, American civilization, cultural geography or cultural anthropology. The candidate nominated by the Saratoga Historical Foundation can qualify as this professional member. Library -One member is nominated by the City of Monte Sereno. Parks and Recreation -No special qualifications. Planning -No special qualifications, however, members must be able to attend regular meetings that are held on the 2nd Wednesday of the month at 7:00 p.m. in the Civic Theater, site visits held the day before public hearings, Commission study sessions, and City Council meetings when necessary. Traffic Safety -No special qualifications. Youth -Members must be a resident of Saratoga in grades 7-12. -Applicants must be eligible to serve a full 2-year term to be considered for appointment, which prohibits appointment of applicants who will be a high school senior during their first year on the Commission. Terms Expiring in 2019 In total, there are 13 Commissioners ending their terms in 2019. None of the Commissioners who are ending their terms in 2019 are subject to special qualifications. These Commissioners are noted below. Term End First Last Commission Elig. for Reappointment? 3/31/19 Sunil Ahuja Planning Yes 3/31/19 Joyce Hlava Planning Yes 6/30/19 Briana Wiles Youth No 6/30/19 Christopher Smiles Youth No 6/30/19 Isaac Yoon Youth No 6/30/19 Kami Cheatham Youth No 6/30/19 Naisha Agarweal Youth No 9/30/19 Flora Hoffman Library Yes 9/30/19 Renee Paquier Parks and Recreation Yes 12/31/19 Marilyn Marchetti Heritage Preservation No 12/31/19 Ray Cosyn Traffic Safety Yes 12/31/19 Christopher Coulter Traffic Safety Yes 12/31/19 Jonathan Choi Traffic Safety Yes 144 Commission Attendance & Purpose In addition to providing information about special qualifications and expiring terms in calendar year 2019, staff also provides the City Council with information about Commissioner attendance at regular meetings and the purpose or powers of Commissions as provided in Council Resolutions or the City Code (Attachment A). If a Commissioner is absent from three regular meetings in a 12-month period without permission from the Chair (or in the case of the Chair, the Mayor), the Commissioner’s office becomes vacant. The Commissioner may request that the vacancy be excused by filing a letter with the City Clerk within 30-days of the effective date of vacancy. Any Youth Commissioner who misses more than three regular meetings within a school year will be automatically removed from the Commission, unless the absence is approved by the City Council. Attachment B includes the tentative schedule of Commission recruitments for 2019. ATTACHMENTS: Attachment A – Current Commission Membership, Attendance, and Purpose Attachment B – 2019 Tentative Commission Recruitment Schedule 145 HERITAGE PRESERVATION COMMISSION CURRENT MEMBERSHIP & ATTENDANCE INFORMATION First Name Last Name Term Ending Elig. for Reappointment Special Qualifications Regular Meeting Absences 2018 Paula Cappello 12/31/2018 No 1/9/2018 (excused) 3/13/2018 (excused) 12/11/2018 (excused) Rina Shah 12/31/2022 No Architectural/Building Professional 3/13/2018 (excused) Marilyn Marchetti 12/31/2019 No 1/9/2018 (excused) 2/13/2018 (excused) 7/10/2018 (excused) Jo Rainie Rogers 12/31/2020 Yes 8/28/2018 (excused) Alexandra Nugent 12/31/2020 No Annette Stansky 12/31/2021 No Historical Foundation Representative CITY CODE 13-10.050 – POWERS AND DUTIES The Heritage Commission shall be advisory only to the City Council, the Planning Commission and the agencies and departments of the City and shall establish liaison and work in conjunction with such authorities to implement the purposes of this Chapter. The Heritage Commission shall have the following powers and duties: (a) Conduct, or cause to be conducted, a comprehensive survey of properties within the boundaries of the City for the purpose of establishing the Heritage Resource Inventory. To qualify for inclusion in the Heritage Resource Inventory, a property must satisfy any one or more of the criteria listed in Section 13-15.010 of this Chapter. The Inventory shall be publicized and periodically updated, and a copy thereof shall be kept on file in the Planning Department. (b) Recommend to the City Council specific proposals for designation as a historic landmark, heritage lane or historic district. (c) Recommend to the appropriate City agencies or departments projects and action programs for the recognition, conservation, enhancement and use of the City's heritage resources, including standards to be followed with respect to any applications for permits to construct, change, alter, remodel, remove or otherwise affect such resources. (d) Review and comment upon existing or proposed ordinances, plans or policies of the City as they relate to heritage resources. (e) Review and comment upon all applications for building, demolition, grading or tree removal permits involving work to be performed upon or within a designated historic landmark, heritage lane or historic district, and all applications for tentative map approval, rezoning, building site approval, use permit, variance approval, design review or other approval pertaining to or significantly affecting any heritage resource. The Commission’s comments shall be forwarded to the City agency or department processing the application within thirty days after receiving the request for such comments. (f) Investigate and report to the City Council on the availability of federal, state, county, local or private funding sources or programs for the rehabilitation and preservation of heritage resources. (g) Cooperate with county, state and federal governments and with private organizations in the pursuit of the objectives of heritage conservation. (h) Upon the request of a property owner or occupant and at the discretion of the Heritage Commission, render advice and guidance on the conservation, rehabilitation, alteration, decoration, landscaping or maintenance of any heritage resource; such voluntary advice and guidance shall not impose any regulation or control over any property. (i) Participate in, promote and conduct public information and educational programs pertaining to heritage resources. (j) Perform such other functions as may be delegated to it by resolution or motion of the City Council. 146 LIBRARY COMMISSION CURRENT MEMBERSHIP & ATTENDANCE INFORMATION First Name Last Name Term Ending Elig. for Reappointment Special Qualifications Regular Meeting Absences 2018 Eric Lewis 9/30/2020 Yes Flora Hoffman 9/30/2019 Yes Christina Meiser 9/30/2022 Yes Robert Gulino 9/30/2021 Yes 2/27/2018 (excused) Steven White 9/30/2021 Yes Monte Sereno Representative 6/26/2018 (excused) RESOLUTION NO. 16-043 – BASIC RESPONSIBILITIES & DUTIES BASIC RESPONSIBILITIES The Library Commission shall serve as a senior advisory and liaison body. Its basic responsibilities shall include the following: 1. Provide counsel and recommendations on Library policies, budgets, plans and procedures to the Saratoga City Council, the City staff, and the Santa Clara County Library staff and Saratoga Library Supervisor. 2. Identify and bring to the attention of the Ci ty Council , the City staff, and the Santa Clara County Library staff (as appropriate) present and prospective issues and questions relating to Library operation. 3. Participate, along with other appropriate governmental units, in explaining and interpreting matters pertaining to Library operation to Library users, Library support groups, and the general public. 4. Perform such other activities as may be directed by the Saratoga City Council. DUTIES In carrying out its basic responsibilities, the Library Commission shall perform the following duties: 1. Hold formal meetings as required (see preceding Section on "Administration”). 2. Maintain communications with the City Council, the City staff, the Santa Clara County Library staff, and the Saratoga Library Supervisor on matters that have a significant impact on the Library's budget and operation. 3. Outreach to different community groups to inform them of library services and to receive suggestions on improving Library operation. 4. Maintain within the Commission a continuity of knowledge of the Library, its operation and its problems. 5. Keep generally informed on technical developments that could have a bearing on the Library's operation. 6. Participate in the general planning of the library's operation and in the planning of events related to the Library. 7. Work with "Friends of the Saratoga Libraries" and other support groups as may be desirable in the planning of their activities. 8. Promote optimal utilization of the library space, and encourage service mindedness on the part of all having to do with providing Library service to the public. 9. Engage the Saratoga Library Youth Advisory group in matters concerning use of the Library and programs. 147 PARKS AND RECREATION COMMISSION CURRENT MEMBERSHIP & ATTENDANCE INFORMATION First Name Last Name Term Ending Elig. for Reappointment Special Qualifications Regular Meeting Absences 2018 Sandeep Muju 9/30/2022 Yes 11/13/2018 (excused) Renee Paquier 9/30/2019 Yes 7/10/2018 (excused) Terence Ward 9/30/2020 No Ping Li 9/30/2021 No Rick Pearce 9/30/2021 No RESOLUTION NO. 432 – POWERS & DUTIES The powers of the Parks and Recreation Commission are advisory only and it shall render all reports and recommendations directly to the City Council, unless otherwise directed by the Council. The Commission does not constitute a planning agency with the terms and meaning of Government Code Section 65100 of the State of California. The Commissions' powers and duties, in such advisory capacity to the City Council, shall include the following: (a) to recommend a parks and recreation program, and the programming and implementation thereof, to the Council; (b) advise the Council specifically on design, use, development, financing, care and maintenance of parks and playgrounds; landscaping along thoroughfares and other City streets; walkways, pathways, equestrian paths, streambeds, protection and promulgation of trees, and such other matters as may be requested by the Council. 148 PLANNING COMMISSION CURRENT MEMBERSHIP & ATTENDANCE INFORMATION First Name Last Name Term Ending Elig. for Reappointment Special Qualifications Regular Meeting Absences 2018 Colleen"Kookie"Fitzsimmons 3/31/2022 No 6/27/2018 (excused) Lucas Pastuszka 3/31/2022 yes 7/11/2018 (excused) Sunil Ahuja 3/31/2019 Yes Joyce Hlava 3/31/2019 Yes 10/10/2018 (excused) Leonard Almalech 3/31/2020 No 3/14/2018 8/22/2018 (excused) 10/24/2018 Tina Walia 3/31/2021 No Razi Mohiuddin 3/31/2021 Yes 6/27/2018 (excused) 7/11/2018 (excused) CITY CODE 2-15.030 POWERS & DUTIES The Planning Commission is hereby designated as the planning agency of the City, as described in Section 65100 of the Government Code, and shall exercise the functions of a planning agency as prescribed in Section 65101 of the Government Code. The Planning Commission shall also exercise the powers and perform the duties conferred upon it by this Code and assigned to it from time to time by the City Council. GOVERNMENT CODE 65100 There is in each city and county a planning agency with the powers necessary to carry out the purposes of this title. The legislative body of each city and county shall by ordinance assign the functions of the planning agency to a planning department, one or more planning commissions, administrative bodies or hearing officers, the legislative body itself, or any combination thereof, as it deems appropriate and necessary. In the absence of an assignment, the legislative body shall carry out all the functions of the planning agency. GOVERNMENT CODE 65101 (a) The legislative body may create one or more planning commissions each of which shall report directly to the legislative body. The legislative body shall specify the membership of the commission or commissions. In any event, each planning commission shall consist of at least five members, all of whom shall act in the public interest. If it creates more than one planning commission, the legislative body shall prescribe the issues, responsibilities, or geographic jurisdiction assigned to each commission. If a development project affects the jurisdiction of more than one planning commission, the legislative body shall designate the commission which shall hear the entire development project. (b) Two or more legislative bodies may: (1) Create a joint area planning agency, planning commission, or advisory agency for all or prescribed portions of their cities or counties which shall exercise those powers and perform those duties under this title that the legislative bodies delegate to it. (2) Authorize their planning agencies, or any components of them, to meet jointly to coordinate their work, conduct studies, develop plans, hold hearings, or jointly exercise any power or perform any duty common to them. 149 TRAFFIC SAFETY COMMISSION CURRENT MEMBERSHIP & ATTENDANCE INFORMATION First Name Last Name Term Ending Elig. for Reappointment Special Qualifications Regular Meeting Absences 2018 Belal Aftab 12/31/2022 No Ray Cosyn 12/31/2019 Yes Christopher Coulter 12/31/2019 Yes Jonathan "Jojo"Choi 12/31/2019 Yes 1/11/2018 (excused) 3/8/2018 (excused) 7/12/2018 (excused) EJ Tim Harris 12/31/2020 No 4/18/2018 (excused) Mitch Kane 12/31/2021 Yes 7/12/2018 (excused) David McIntyre 12/31/2021 Yes RESOLUTION NO. 05-032 – MISSION The exclusive mission of the Traffic Safety Commission shall be to investigate, review, and analyze issues, and make recommendations to the City Council and City staff regarding traffic safety. The Commission shall work to increase awareness of, and attention to, the traffic safety needs of the community by improving communications and involvement between the community, and the City government on services, needs and programs. 150 YOUTH COMMISSION CURRENT MEMBERSHIP & ATTENDANCE INFORMATION First Name Last Name Term ending Elig. For Reppointment School Regular meeting absences 2018 Briana Wiles 6/30/2019 No Sacred Heart 10/9/2018 Carolyn Pyan 6/30/2020 No Redwood Middle School Christopher Smails 6/30/2019 No Bellarmine College Prep 4/10/2018 Isaac Yoon 6/30/2019 No Lynbrook High 11/27/2018 Kami Cheatham 6/30/2019 No Saratoga High 1/23/2018, 4/10/2018 Mary Elizabeth Miller 6/30/2020 No Saratoga High Naisha Agarwal 6/30/2019 No Redwood Middle School 11/27/2018 Nithya Koneru 6/30/2020 No Saratoga High School Pranav Chittharanjan 6/30/2020 No Lynbrook High Safia Peer 6/30/2020 No Stratford Raynor Varsha Rammohan 6/30/2020 No Harker School 10/23/2018 RESOLUTION NO. 18-056, SECTION 2 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. 151 Tentative 2019 City of Saratoga Commission Recruitment Schedule Commission Recruitment Start Application Deadline Interviews Appointment Vacancies Scheduled Meetings Planning Dec. 2018 Feb. 21, 2019 March 6, 2019 March 20, 2019 2 *Dec. 12, 2018 Jan. 9, 2019 Feb. 13, 2019 Youth Jan.2019 April 22, 2018 April 30, 2019 May 15, 2019 5 Jan. 8, 2019 Feb. 12, 2019 March 12, 2019 April 9, 2019 Library March 2018 Aug. 28, 2019 Sept. 4, 2019 Sept. 18, 2019 1 *April 23,2019 June 25, 2019 Aug. 27, 2019 Parks & Recreation March 2018 Aug. 28, 2019 Sept. 4, 2019 Sept. 18, 2019 1 *March 12, 2019 May 14, 2019 July 9, 2019 Heritage Preservation July 2019 Nov. 13, 2019 Nov. 20, 2019 Dec. 4, 2019 1 Aug. 13, 2019 Sept. 10, 2019 Oct. 8, 2019 Nov. 12, 2019 Traffic Safety July 2019 Nov. 13, 2019 Nov. 20, 2019 Dec. 4, 2019 3 *July 11, 2019 Sept. 12, 2019 Nov. 14, 2019 * Incumbent(s) eligible for reappointment Notes: Recruitments structured to allow for at least 3 regular meetings during recruitment period 152 SARATOGA CITY COUNCIL MEETING DATE:December 19, 2018 DEPARTMENT:City Manager’s Office PREPARED BY:Debbie Bretschneider, City Clerk SUBJECT:Adoption of City Council Assignments RECOMMENDED ACTION: Approve the resolution adopting the 2019 City Council assignments. BACKGROUND: Every December, City Council assignments are reviewed and updated as needed. At the December 5, 2018 City Council meeting, the City Council reviewed the list of agencies and committees (not individual Council Member assignments). At that time, the Council agreed to eliminate these assignments:County of Santa Clara Comprehensive County Expressway Planning Study Policy Advisory Board, South Flow Arrivals, and America in Bloom Committee. Council Members had until December 14, 2018 to share their assignment preferences with the Mayor. The updated list of assignments will be provided to the City Council as a supplemental attachment prior to the December 19, 2018 meeting. To adopt the assignments, the resolution adopting the assignments (Attachment A) should be approved. ATTACHMENTS: Attachment A -Resolution Approving Council Assignments Attachment B -Assignment Descriptions 153 RESOLUTION NO. 18-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING CITY COUNCIL ASSIGNMENTS FOR CALENDAR YEAR 2019 WHEREAS, representatives from the City Council serve on various agencies and committees; and WHEREAS, the responsibility for representing the City Council should be shared by all members; and WHEREAS, on December 5, 2018, Council had the opportunity to review the list of committees and was asked to provide input to the Mayor on changes to individual assignments; and WHEREAS, the City Council conducted its reorganization on December 13, 2018 for the 2019 calendar year; and WHEREAS, the Mayor has duly considered input from the members of the City Council and has made the assignments shown in Exhibit A. NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga does hereby (1) approve the City Council assignments attached to this resolution; (2) affirm that members of the Council agree to their appointments through December 2019 or until the assignments are amended; and (3) direct the City Clerk to post the Fair Political Practices Form 806 on the City website pursuant to California Code of Regulations 18705.5. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 19 th day of December 2018 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: DATE: Debbie Bretschneider, City Clerk 154 2019 SARATOGA CITY COUNCIL ASSIGNMENTS Adopted via Resolution No. 18-__ Agency Assignments -Voting Council Member Alternate Association of Bay Area Governments Cities Association of Santa Clara County Board of Directors Cities Association of Santa Clara County –Legislative Action Committee Cities Association of Santa Clara County –City Selection Committee Hakone Foundation Board Hakone Foundation Board & Executive Committee KSAR Community Access TV Board Santa Clara County Housing and Community Development (HCDAC) Advisory Committee Santa Clara County Library Joint Powers Authority Board Santa Clara/Santa Cruz Counties Airport/Community Roundtable Santa Clara Valley Water Commission Saratoga Area Senior Coordinating Council (SASCC) Silicon Valley Clean Energy Authority Board of Directors Valley Transportation Authority (VTA) Policy Advisory Committee VTA State Route 85 Corridor Policy Advisory Board West Valley Clean Water Program Authority West Valley Mayors and Managers Association West Valley Sanitation District West Valley Solid Waste Management Joint Powers Authority Liaison Assignments -Non-Voting Council Member Alternate Saratoga Chamber of Commerce Board & Destination Saratoga Saratoga Historical Foundation Saratoga Ministerial Association Saratoga Sister City Organization Council Committee Assignments Council Member 2nd Council Member Council Finance Committee Public Art Committee 155 Saratoga City Council Assignment Descriptions AGENCY ASSIGNMENTS VOTING DESCRIPTION Association of Bay Area Government (ABAG) ABAG is the Regional Planning Agency for the nine County Bay Areas. Executive Board meetings are held quarterly, however a representative appointed by the Santa Clara Cities Association represents Saratoga along with other cities in Santa Clara County. More information: www.abag.ca.gov The annual General Assembly is held in Oakland in the spring (and occasionally also in the fall), date and time to be announced. Cities Association of Santa Clara County Board of Directors The Cities Association serves as a forum for the 15 cities within Santa Clara County to discuss issues of mutual concern. Andi Jordan, Executive Director, staffs the organization. One Council Member represents each city at meetings of the Cities Association. More information: http://citiesassociation.org Contact: Andi Jordan (408) 766-9534 Meetings are held on the second Thursday of every month, except July, at 7:00 p.m. at Sunnyvale City Hall at 456 West Olive Avenue in Sunnyvale. Cities Association of Santa Clara County Legislative Action Committee The Cities Association Legislative Action Committee periodically convenes to consider and act on regional and state-wide issues that are of unique local interest to the cities of Santa Clara County. The membership consists of one representative from each City in the County. More information: http://citiesassociation.org Contact: Andi Jordan (408) 766-9534 The Legislative Action Committee meets prior to the Board of Director’s Meeting, as needed. Cities Association of Santa Clara County City Selection Committee The Cities Association Selection Committee periodically convenes to make appointments to regional and local bodies, pursuant to Government Code 50270-50279.4. Per the Cities Association Bylaws, the members include the Mayor or the Mayor’s designee of each City in the County. More information: http://citiesassociation.org 156 Contact: Andi Jordan (408) 766-9534 The Cities Selection Committee meets prior to the Board of Director’s Meeting, as needed. Hakone Foundation Board The Hakone Foundation is a 501c3 nonprofit that operates Hakone Gardens in Saratoga. In accordance with the City’s lease agreement with the Hakone Foundation, two members of the City Council shall represent the City of Saratoga on the Board of Directors. The two Council Members have the same rights and duties of other members of the Board of Trustees. More information: http://www.hakone.com/about/board-of-trustees.html Contact: Shozo Kagoshima (408) 741-4994 The Board meets quarterly at 7:00 p.m. on the third Thursday of February, May, September, and has special meetings when needed. Meets at Hakone at the Cultural Exchange Center. Hakone Foundation Board & Executive Committee Per the City’s agreement with the Hakone Foundation, the City is entitled to one position on the Executive Committee. The Mayor shall occupy the position, or a Council Member selected by the Mayor may fill the position. Contact: Shozo Kagoshima (408) 741-4994 KSAR Community Access CATV Foundation Board One member of the City Council, along with the City Manager or the City Manager’s designee, represents the City on the Community Access Television Board. Other Board members include representatives from the West Valley-Mission College District Board, one staff member from West Valley College and three public members who must be Saratoga residents and who are selected jointly by the four City and College Board members. The CATV Board establishes policies and priorities for the management and operation of the local community access television station, which are then implemented by the Community Access Coordinator. KSAR is a 501c3 Board. More information: http://www.ksar15.org/home/index.php Contact: David Lee stationmanager@ksar15.org The Board meets on the fourth Wednesday of every other month at 2:30 p.m. at City Hall. Santa Clara County Housing and Community Development Advisory Committee (HCDAC) The HCD Council Committee is comprised of local elected officials who review and recommend policies and priorities concerning the County’s Housing & Community Development, and Community Development Block Grant Programs (CDGB) to the County Board of Supervisors. 157 More information: https://www.sccgov.org/sites/osh/Pages/home.aspx Contact: (408) 441-4323 The Committee meets three times during the Fiscal Year at 2310 North First Street, San Jose. Santa Clara County Library District Joint Powers Authority Board A City Council Member from each city within the Santa Clara County Library District serves on the Library JPA Board. The Library JPA is the policy making and governing body of the County’s library system. More information: http://www.sccl.org/about/governance/jpa-board-meetings Contact: Tracy Ellenberger (408) 293-2326 x3093 The Library JPA meets four times a year in January, April, June, and October on the fourth Thursday at 1:30 pm. at the Santa Clara County Library Services and Support Center, located at 1370 Dell Avenue in Campbell. In June, the meeting is held the first Thursday. Santa Clara/Santa Cruz Counties Airport/Community Roundtable The overall purpose of the Santa Clara/Santa Cruz Counties Community Roundtable is to continue to foster and enhance this cooperative relationship to develop, evaluate, and implement reasonable and feasible policies, procedures, and mitigation actions that will further reduce the impacts to aircraft noise in neighborhoods and communities in Santa Clara and Santa Cruz Counties. Contact: Andi Jordan (408)766-9534 andi@citiesassociation.org Meetings will be every other month, starting in January 2019. Santa Clara Valley Water Commission The Water District’s Water Commission advises the Water District Board on issues related to water supply, flood protection and environmental stewardship. Commission Members include representatives from each of the cities in the County, the Water District, the County, Santa Clara County Open Space Authority, and Midpeninsula Regional Open Space District. More information: http://www.valleywater.org/About/WaterCommission.aspx Contact: Glenna Brambill (408) 630-2408 The Water Commission meets on the 4th Wednesday from 12:00 p.m. - 2:00 p.m., in January, July, and October, except for April, which meets on the 2 nd Wednesday at the District Headquarters located at 5700 Almaden Expressway in San Jose. Lunch is available at 11:30 a.m. 158 Saratoga Area Senior Coordinating Council The Saratoga Area Senior Coordinating Council (SASCC) is a non-profit that operates the Saratoga Senior Center and Adult Care Center. One member of the City Council serves as liaison to the SASCC Board to maintain open communications between the City and SASCC. Contact: Tyler Taylor (408) 868-1257 The Board meets on the fourth Wednesday every of month at 3:00 a.m. at City Hall in the Magnolia Room (except for December). Silicon Valley Clean Energy Authority Board of Directors The purpose of the Board of Directors is to provide policy, administrative, and operational oversight to the Silicon Valley Clean Energy Authority. The membership includes representatives of each of the communities participating in the Silicon Valley Clean Energy Authority. More information: http://www.svcleanenergy.org/ Contact: Andrea Pizano (408)721-5301 x1005 Meetings are held the 2th Wednesday of each month at 7:00 p.m. at the Cupertino Community Hall, 10350 Torre Ave, Cupertino Valley Transportation Authority Policy Advisory Committee The VTA PAC is one of several standing advisory committees to the VTA Board of Directors. Composed of elected official representing each of the cities in the County, the PAC makes recommendations to the VTA Board on issues of transportation planning and programming. More information: http://www.vta.org/get-involved/advisory-committee/policy-advisory-committee- pac Contact: Office of the Board Secretary (408) 321-5680 The VTA PAC generally meets on the second Thursday of the month at the VTA River Oaks Campus at 3331 North First Street, Conf. Room B-104 in San Jose, at 4:00 p.m. or as otherwise posted Valley Transportation Authority State Route 85 Corridor Policy Advisory Board The SR 85 Corridor Policy Advisory Board was established to ensure the stakeholder cities in the SR 85 corridor are involved in the development of existing and potential transportation capital projects along the corridor and can provide input and recommendations to the VTA Board of Directors. More information: http://www.vta.org/Get-Involved/Policy-Advisory-Boards/State-Route-SR-85- Corridor-Policy-Advisory-Board Contact: Office of the Board Secretary (408) 321-5680 159 Meetings are held the 4th Monday of every month at 10 a.m., except Nov. and Dec. which meet on the 3rd Monday at 10 a.m. Meetings are at VTA offices at 3331 N. First St., San Jose or otherwise posted West Valley Clean Water Program Authority The West Valley Clean Water Program (WVCWP) serves as the Stormwater Pollution Prevention Authority for the cities of Campbell, Monte Sereno, Saratoga, and the Town of Los Gatos. More Information: http://www.cleancreeks.org/ Contact: info@cleancreeks.org (408) 354-5385 Meetings are held quarterly and are held at One West Campbell Ave, #H-73, Campbell West Valley Mayors and City Managers Association The West Valley Mayors and Managers Association is a sub-regional grouping of the VTA governance structure. It consists of the Mayors and City Mangers from the cities of Campbell, Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos. It is charged with selecting the VTA Board member representing the above municipalities (for a two-year term). Meetings are monthly, meetings in August and December are usually cancelled. Each city hosts the gathering for a year at a time, rotating in alphabetical order West Valley Sanitation District The West Valley Sanitation District provides wastewater collection and disposal services to Campbell, Monte Sereno, Los Gatos, most of Saratoga, and a portion of unincorporated Santa Clara County. The five-member Board of Directors is composed of one Council Member from each of the four west valley cities and the District 4 Santa Clara County Supervisor. Board members are compensated $100 for each meeting attended. More information: http://www.westvalleysan.org/aboutus/directorsandstaff/directorsandstaff Contact: John Newby (408) 378-2407 The Board meets on the second Wednesday of the month at 6:00 p.m. (unless the Board adopts an alternate schedule) at the District’s Office located at 110 E. Sunnyoaks Avenue in Campbell West Valley Solid Waste Management Authority (WVSWMA) This WVSWMA consists of the west valley cities of Campbell, Los Gatos, Monte Sereno, and Saratoga. The Authority was formed to coordinate efforts in carrying out solid waste collection and disposal activities, and in meeting the mandates of AB939, the States’ Integrated Waste Management Act. The Authority is responsible for establishing collection rates within each city and overseeing both landfill 160 and hauler agreements. The Authority Board is composed of one Council Member from each of the four member agencies. More information: http://www.wvswma.org Contact: Marva Sheehan (925) 977-6961 Meetings are held on the first Thursday of February, May, September, and November at 5:00 p.m. at Monte Sereno City Hall located at 18041 Saratoga Los Gatos Road in Monte Sereno LIAISON ASSIGNMENTS NON-VOTING DESCRIPTION Saratoga Chamber of Commerce Board & Destination Saratoga Saratoga Chamber of Commerce promotes local business through a variety of programs and services, including networking, member education, business development, promotion, marketing, and advertising assistance. One member of the City Council serves as liaison to the Chamber of Commerce Board. More information: http://www.saratogachamber Contact: Kelly Medrano (408) 867-0753 Meetings are held on the second Thursday of every month at 4:00 p.m. at the Chamber of Commerce Office. Destination Saratoga promotes Saratoga as a leisure destination, emphasizing its scenic beauty and unique offerings in food, wine, recreation, and leisure. Additionally, Destination Saratoga works toward establishing and maintaining a branding identity for the City of Saratoga. Meetings are held as needed. Saratoga Historical Foundation Board of Directors The Saratoga Historical Foundation in 1962 to promote interest in Saratoga history, research and collect records, pictures, artifacts, and other memorabilia related to local history, and maintain the history for the display and safekeeping of archival material. One member of the City Council serves as a liaison to the Historical Foundation. More information: http://www.saratogahistory.com/ 161 Contact: Annette Stransky (408) 867-7468 Meetings are held on the third Thursday of the month (excluding December and August) from 5:00 – 7:00 p.m. in the Historical Museum. Saratoga Ministerial Association The Saratoga Ministerial Association is comprised of representatives from communities of faith located within the city of Saratoga. The purpose of the group is to build community and support city residents through cooperation and joint activities, including the annual Thanksgiving Day service, summer block parties and other events. One member of the City council serves as liaison to the Ministerial Association. Contact: Eric Swanson sfishrev@gmail.com The group meets monthly on the fourth Wednesday at noon (except in July, August and December). The location rotates among the congregations. Saratoga Sister City Committee The purpose of the Sister City Committee is to plan and carry out programs and activities, which strengthen Saratoga’s relationship with its sister city, Muko-Shi, in Japan. One member of the City Council serves as liaison to the Sister City Committee. Contact: Peter Marra piero@pacbell.net Meetings are held the first Tuesday of every month at 7:00 p.m. at the Joan Pisani Community Center. COUNCIL COMMITTEES DESCRIPTION Council Finance Committee The Finance Committee reviews and provides recommendations on the City’s financial matters, including the budget, financial policies, and annual audit. More information: http://www.saratoga.ca.us/359/Finance-Committee Contact: Mary Furey (408) 868-1221 Meetings are typically held monthly. Public Art Committee The Public Art Committee is comprised of 2 Council Members. The Committee considers and makes recommendations on opportunities for public art in Saratoga. 162 More information: http://www.saratoga.ca.us/326/Public-Art-Committee Contact: Crystal Bothelio (408) 868-1269 Meetings are held as needed. 163