HomeMy WebLinkAbout03-11-2019 Council agenda packet -Commission Work Plan Study sessionSaratoga City Council Agenda – March 11, 2019 – Page 1 of 2
SARATOGA CITY COUNCIL
SPECIAL MEETING
MARCH 11, 2019
6:00 PM COMMISSION WORK PLAN STUDY SESSION
Saratoga Senior Center | 19655 Allendale Avenue, Saratoga, CA 95070
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public will be allowed to address the City Council for up to three (3) minutes
on matters not on this Agenda. The law generally prohibits the Council from discussing or taking
action on such items. However, the Council may instruct Staff accordingly.
AGENDA ITEMS:
6:00 PM Dinner
6:15 PM Heritage Preservation Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2019 Work Plan.
6:45 PM Parks and Recreation Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2019 Work Plan.
7:15 PM Traffic Safety Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2019 Work Plan.
7:45 PM Library Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2019 Work Plan.
ADJOURNMENT
Saratoga City Council Agenda – March 11, 2019 – Page 2 of 2
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 March 7, 2019 at the
City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 7th day of March 2019 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. 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]
CITY OF SARATOGA
Memorandum
To:Mayor Cappello & Members of the Saratoga City Council
From:Nicole Johnson, Planner II
Date:March 11, 2019
Subject:Heritage Preservation Commission Work Plan –FY 19/20
On January 8, 2019 and February 12, 2019, the Heritage Preservation Commission (HPC)
held their regularly scheduled meetings. During the meetings, the HPC discussed their
upcoming 2019/2020 work plan.
1.Increase and update Heritage Resource Inventory-Continue their duty as HPC
commissioners to recommend and add residences, commercial structures, districts, and
lanes onto the Heritage Resource Inventory. This fiscal year, the HPC has so far added three
(3) sites to the Heritage Resource Inventory. There are currently 30 sites for consideration
to be included on the inventory.
2.Plaques/Point of Interest Markers -To properly recognize heritage resources and
properties of special interest in our City, the HPC would like to continue recommending to
Council special sites that warrant a Point of Interest Marker, providing plaques to
designated Landmark sites, and reinstate awarding plaques to sites that contain designated
Heritage Trees. This fiscal year, no Point of Interest Markers have so far been considered.
There are currently five (5) sites for consideration of a Point of Interest Marker. No plaques
have been considered for this fiscal year.
3.Public Outreach –Continue to participate in City events such as the Blossom Festival, Arbor
Day, Historic Preservation Month, the State of the City,and provide information about the
Commission at these events.
4.Continuing Education -The City of Saratoga is a Certified Local Government (CLG)
recognized by the State of California Office of Preservation (OHP). The CLG requires that all
commissioners receive annual training in Historic Preservation.
5.Heritage Lane City Code Amendment-Currently the HPC has the responsibility to 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. City staff recently discussed
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the duties of the HPC with the City Attorney for clarification. It was determined that the
HPC had the authority to only review building, demolition, grading or tree removal permits
that were upon or within the public right-of-way of the heritage lane portion of Saratoga
Avenue.
The HPC is requesting that City CodeSections 13-05.020 and 13-10.040be amended so that
building, demolition, grading and tree removal permits on private property adjacentto the
heritage lane portion of Saratoga Avenue also be required to be reviewed by the HPC
(Attachment 1).
6.Saratoga Avenue (Heritage Lane) Inventory-Review, update, video and inventory of all the
homes, fences and trees along the portion of Saratoga Avenue that is designated as Heritage
Lane, for potential to add to the City’s Heritage Resource Inventory. This project may require
a professional videographer.
7.Heritage Orchard Master Plan –As part of the City’s process in updating the Heritage Orchard
Master Plan, review the goals and polices in the 2001 Heritage Orchard Master Plan, update
accordingly and work on the long-term management of the orchard.
8.War Memorial Arch –Provide the required documentation to include Saratoga’s War
Memorial Arch located in Blaney Plaza, as part of the World War I Memorial Inventory Project
(WWIMIP) which is an online inventory of World War I memorials and monuments in the
United States and U.S. territories. The WWIMIMIP is working in partnership with the United
States World War I Centennial Commission. A Mobile Application has been established to
invite and enable public participation in locating, documenting, and providing a preliminary
condition assessment of all the World War I memorials and monuments in the United States.
9.Village Inventory-Review, update, video and inventory the buildings facing Big Basin Way for
historical significance. This project may require a professional videographer.
Notable Accomplishments in fiscal year 2018/2019
During fiscal year 2018/2019, in addition to placing three (3) properties on the Heritage Resource
inventory, the HPC reviewed five (5) projects along a Heritage Lane (Saratoga Avenue), and two (2)
planning applications. In addition, the HPC attended two (2) training webinars.
Budget Request
The Heritage Preservation Commission would like to request a budget allocation of $6,900 for the
FY19/20.
Request Requested Allocation
Two new point of interest markers (plaque, redwood posts and
installation)
$5,100
Training & Membership (California Preservation Foundation)$1,000
Preservation Month activities in May: (poster, speaker, photo
display-note photo display can be used year-after-year, etc.)
$800
Total $6,900 4
Current Commission Membership:
Name Term Ending Eligible for
Reappointment
Alexandra Nugent (Saratoga Historical Foundation rep)12/31/2020 No
Annette Stransky 12/31/2021 No
Jo Rainie Rodgers (Vice Chair)12/31/2020 Yes
Marilyn Marchetti (Chair)12/31/2019 No
Rina Shah 12/31/2022 No
Heritage Preservation Commission Powers and Duties (City Code Section 13-10.040)
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.
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Date:February 12, 2019
To:Saratoga City Council
From:Heritage Preservation Commission
Subject:Background information – Heritage Lane proposed ordinance amendment
In 2018, Saratoga City staff and the HPC conducted research on the history and definition of a Heritage
Lane. As a result of this effort to clarify HPC’s role regarding Heritage Lanes, the HPC recommends
that commissioners work with City staff to propose amendments to the City Code under section 13-
05.020 – Definitions and section 13-10.040 – Powers and duties.
The 1981 ordinance that created the Heritage Preservation Commission included the concept of a
Heritage Lane, as a way to “preserve the width and appearance of roads associated with Saratoga’s
earlier development.” Records from City Council meetings held that year include concern regarding
the “limited scope of ordinance with respect to Heritage Lanes” and that “Heritage Lanes were not
adequately defined by the ordinance.”
A July 26, 1991 memo to the City Council from then Planning Director Steve Emslie summarized the
characteristics of the Saratoga Avenue Heritage Lane as “two traffic lanes lined by old trees and
homes,” and further stated that “Measures such as maintenance of the street width and existing
vegetation as well as preservation of historic homes may be addressed in the ordinance to preserve
the historic street character.”
The amendment to the Heritage Lane ordinance proposed by the HPC exemplifies the City’s
commitment to preserving the historic character of a Heritage Lane, and is consistent with the DPR
for the Saratoga Avenue Heritage Lane, which notes that “properties on both sides of the street” are
“Related Features.”
Heritage Preservation Commission powers and duties include “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.” Historically,
the HPC and the Planning Department have taken this code to mean that the commission should
review and provide recommendations regarding structures adjacent to the lane, since properties
bordering the lane are “related features” and there are no buildings located on the road itself.
A June 12, 2018 memo from Sandy Baily, Special Projects Manager for the City of Saratoga, noted
“confusion and interpretation inconsistencies by City staff and the HPC regarding HPC’s role in
reviewing work along the heritage lane portion of Saratoga Avenue,” and that “staff has determined
that the City Code regulates HPC review for work done only within the public right-of-way of a
heritage lane, not beyond the limits of the right-of-way.”
An August 18, 2018 memo from the City Attorney’s office notes that since 2005, the HPC has reviewed
both Building Applications, as well as Planning Applications for development along the Saratoga
Avenue Heritage Lane, although it has primarily approved Planning Applications. It is unknown if there
were Building Applications along Saratoga Avenue that the HPC did not review. According to the City
Attorney, “the HPC has authority to review and comment on Building Applications as long as such
Attachment 1
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applications concern work “upon or within” a heritage lane. With regard to Planning Applications, the
HPC has the authority to review and comment on such work to the extent such work is “pertaining to
or significantly affecting” any heritage lane.
An amended Heritage Lane ordinance will clarify the definition of a Heritage Lane and be consistent
with past HPC review practices. Residents whose houses border Saratoga Avenue will not face the
confusion of a perceived change in how Building and Planning Applications are reviewed and they can
continue to view their properties as being part of a Heritage Lane vs. being located adjacent to a
Heritage Lane.
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Page 1 of 2
CITY OF SARATOGA
Memorandum
To:Mayor Capello & Members of the Saratoga City Council
From:Michael Taylor, Recreation & Facilities Director
Date:March 11, 2019
Subject:Parks and Recreation Commission Work Plan
The Parks and Recreation Commission meets every other month and last met on January 8, 2019.
With the recent liaison staffing changes and one new Commissioner, the Commission has not yet
established their workplan for 2019-2020. The item is on the agenda for their next meeting March 12,
2019.
Parks and Recreation Commission (PRC) Objectives For 2018-19
To build stronger community relations and gathering all Saratoga residents by hosting events
at City parks.
To build stronger community relations by engaging community members in hosted events,
dialogues, and activities by the city.
To continue promoting a healthy lifestyle by informing residents about park and trail locations
and amenities.
Proposed Ongoing Activities
Project Name Objective Tasks
Movie Night To build stronger community
relations between the City of
Saratoga and the community
and gathering residents by
hosting events at City parks.
Continue outdoor movie night series in the
summer of 2019.
Age Friendly
Communities
To provide inclusive, age-
friendly opportunities for
social interaction and
equitable access to parks.
Organize walking groups; Create virtual parks for
less mobile residents; And organize monthly
afternoon movies at Civic Theater.
Let’s Work!
Volunteer
Program
To continue promoting a
healthy lifestyle and
engaging community
members about new parks
Continue to coordinate the volunteer program
at Quarry Park and to help the City advance its
effort to extend the existing trails.
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and trails in Saratoga.
Below are line items the PRC would like to continue to work on.
Community Outreach –Assist and contribute to city events including Blossom Festival, Arbor
Day, State of the City, etc. Prepare informational pamphlets. These pamphlets will be
distributed to residents and members of the public to increase awareness of parks, trails, and
recreational activities. Continue to provide feedback to Council.
Budget Request
The Parks & Recreation Commission would like to request an additional budget allocation for the
FY19-20. The main budget request ($2,100) is for the continuation of the Movies in the Park
events expenses and for additional parks and trails flyers/brochures.
Notable Accomplishments in 2018
Successfully hosted three (3) Movie Nights at El Quito Park, with an average attendance of
approximately 400 people each.
Analyzed information from community members and considered topics such as Pickleball and
off-leash dog parks.
In the process of discussing park improvements and revitalization, especially Wildwood Park.
Let’s Work Program had another successful year in helping clean and maintain Quarry Park. It
has drawn over 70 volunteers, young and old to participate in these events.
Current Commission Membership:
Name Term Ending Eligible for Reappointment
Ping Li 9/30/21 No
Rick Pearce 9/30/21 No
Pallavi Sharma MOVED TO MONTE SERENO
Sandy Muju 9/30/22 Yes
Renee Paquier 9/30/19 Yes
Terence Ward 9/30/20 No
Commission Duties/Purpose
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 9
Page 3 of 2
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.
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Page 1 of 4
CITY OF SARATOGA
Memorandum
To:Mayor Cappello & Members of the Saratoga City Council
From:Mainini Cabute,Public Works Staff
Date:March 11, 2019
Subject:Traffic Safety Commission (TSC)Work Plan
The City of Saratoga Traffic Safety Commission proposes the following work plan for 2019:
Establish a Safe Routes to School Plan and implement throughout the year.
Continue to refine the TSC process and governance and establish guidelines for traffic calming as
needed.
Continue to investigate, review and analyze traffic safety issues raised by the community.
Promote education to the community and schools regarding traffic, bicycle and pedestrian safety,
through public meetings.
Review projects on the Capital Improvement Project list and prioritize for funding.
2018 Summary:
On a monthly basis, public works (PW) staff receives a few traffic safety concerns and complaints
from residents who would like to improve traffic safety in their neighborhood. PW staff adds each
item to an upcoming Traffic Safety Commission (TSC) regular meeting agenda, which occurs
regularly on odd months, six times annually.
The traffic safety concerns vary but many times involve speeding, sight distance issues, crosswalks,
restricted parking and pedestrian and bicyclist safety.
Based on the traffic engineer’s review and evaluation,the TSC gives recommendations to the City
on how to resolve the traffic safety issues. Often times, the recommendation requires changes to
the street or intersection to improve safety.Sometimes the recommendations involve a simple
striping project or sign installation, while others require a more significant change, such as lighted
crosswalks, speed tables, or permanent radar feedback signs. Simple projects such as striping can
take six months to complete due to project prioritizing. Projects requiring changes in infrastructure
might take two or more years due to budget constraints.
In 2018, the City installed two speed tables on Allendale Avenue, and rapid flashing beacon
crosswalks at the following locations: Quito/McCoy, Cox/Cumberland, and Herriman/Lexington.
During this period, the TSC has seen an increase in agenda items. While some issues, such as
speeding, are repeat issues that the TSC has seen in past years, the issues are new to the residents
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Page 2 of 4
who might be new to the neighborhood. Because small incremental steps have already been
implemented at many of these locations, the traffic engineer has been spending more time
evaluating more complex and comprehensive solutions to address the speeding concerns. For
example, Sobey Road and Glen Brae Drive are two areas where comprehensive plans are being
developed.
The table below shows the 2018 traffic safety recommendations. (Note: The matrix does not include
sight distance/vegetation trimmings, direct enforcement requests, and items that resulted in no
action.) Items identified as In progress will be implemented through a road markings contract after
July 1, 2019. Larger projects will be completed through a separate contract after July 1, 2019.)
Date Issue TSC Recommendation Status
1/11/2018 Parking Restrictions on
Springer Ave and also near
Fieldstone
Install No Parking signs.Complete.
1/11/2018 Evaluate crosswalk at Big
Basin in front of Starbucks
Conduct indepth operational
analysis.
In progress.
1/11/2018 Stop sign at Cumberland
Drive and Blithe Court
Add Radar Feedback Trailer at
Cumberland and Blithe.
Complete.
Cumberland has been
added to Radar
Feeback trailer
rotation.
3/08/2018 Restrict Parking on
Chester Avenue.
Recommended that CDD
Director meet with contractor to
mitigate construction issue on
Chester.
Complete.
3/08/2018 Improve crosswalk at
Saratoga Ave/ Crestbrook
Drive
Conduct Directed Enforcement
at that location, move yield
signs and cut the shrubs.
Partially Complete.
3/08/2018 Parking Restriction on
Reid Lane and No Right
Turn from Saratoga
Sunnyvale to Reid.
Parking Restriction on Reid Lane
and No Right Turn from
Saratoga Sunnyvale to Reid.
Under Review.
3/08/2018 Reduce Speeding and
large truck use on Quito
Road
Install signs to show designated
truck routes on Quito Road
between Pollard and Highway 9.
Signs in Saratoga are
complete. Staff
working with other
agencies regarding
signs within their
jurisdiction.
3/08/2018 Restrict Parking on
Montalvo Road
Install No Parking signs on
Montalvo Road
Complete.
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Page 3 of 4
5/10/2018 Reduce speed at Scotland Place radar feedback trailer at
Scotland Drive.
Complete.
5/10/2018 Harleigh Drive and
Allendale Ave.
Remove shrubs at corners.
Evaluate sight distance after
speed tables are installed.
Partially complete.
5/10/2018 Bucknall/Quito Road Work with San Jose Staff to
Modify Traffic Sequence at that
intersection.
In progress.
5/10/2018 Afton/ Montrose Install chatter bars at
intersection to prevent cars
from making a sharp turn.
In progress.
5/10/2018 Prospect/DeAnza and
Saratoga- Sunnyvale
Improve Prospect Road striping Under review.
7/12/2018 Install stop signs at
Fieldstone and Springer
Intersection.
Install striping, cut shrubs to
improve sight distance and
install signage informing of
intersection.
In progress.
7/12/2018 Quito Road Improve traffic safety on Quito
Road- conduct pedestrian sting
at the intersection of Quito and
McCoy.
In progress.
7/12/2018 Cumberland Drive Install inpavement warning signs
and double yellow striping for
the inpavement.
In progress.
9/14/2018 Pedestrian Safety across
Saratoga-Sunnyvale Road
at Kirkmont Drive
Implement controlled crosswalk
such as traffic signal or hawk
signal as interim step and
concrete median as step when
funding becomes available.
In progress.
9/14/2018 Speeding on Charters Conduct directed enforcement,
install more speed limit signs,
and talk with school
administrators.
In progress
9/14/2018 Myren Drive Install shoulder stripe and botts
dots (increase frequency of
botts dots) around the inside of
curve.
In progress.
9/14/2018 Install flashing
intersection warning sign
at Toll Gate Road
Work with Caltrans to consider
flashing intersection warning
In progress.
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sign and collect speed data and
return to TSC to discuss.
11/08/2018 Reduce speeding on
Moran Lane
Refresh striping, review
crosswalk, and assess gaps on
Saratoga Avenue.
In progress.
11/08/2018 Reduce speeding on Glen
Brae Drive.
Engineer to prepare a
comprehensive plan for most
reasonable impact and return to
TSC for review and feedback
from neighborhood.
In Progress.
11/08/2018 Reduce speeding on St.
Charles/ 6th Street
Install yellow center striping and
stop bar and sigh that says
“Cross Traffic Does not Stop”
and have directed enforcement
at location after sign in installed.
In Progress.
11/08/2018 Reduce speeding on Quito
Road between Allendale
and Bucknall.
Traffic engineer to evaluate
traffic on that stretch and
evaluate feasibility of lighted
crosswalk at Quito and Cox.
In Progress.
TRAFFIC SAFETY COMMISSION
CURRENT MEMBERSHIP
First Name Last Name Term Ending Elig. for Reappointment
Special
Qualifications
Ray Cosyn 12/31/2019 Yes
Christopher Coulter 12/31/2019 Yes
Jonathan "Jojo"Choi 12/31/2019 Yes
Vacant -----------------12/31/2020 Yes
Mitch Kane 12/31/2021 Yes
David McIntyre 12/31/2021 Yes
Belal Aftab 12/31/2022 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.
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CITY OF SARATOGA
Memorandum
To: Mayor Cappello & Members of the Saratoga City Council
From: Crystal Bothelio, Deputy City Manager
Date: March 11, 2019
Subject: Library Commission Work Plan
In 2019, the Library Commission proposes to focus on the following list of items. The proposed work
plan in detail is included as Attachment A.
1. Support library events and programs
2. Promote library events and programs; engage in information sharing with library and public
3. Identify continuing opportunities to partner with West Valley College
4. Help increase the number of residents with library cards
Since the 2018 Commission Work Plan Study Session, the Library Commission has worked on the
following:
• Support for library card outreach at events, such as Saratoga Farmers Market and Saratoga
Movie Nights
• Collaboration with West Valley College on the Coral Reef Crochet Project
• Promotion of Library events and programs
• Spread awareness of available Library resources, including targeted outreach to Monte
Sereno residents
As requested by the City Council, the Library Commission also reviewed the Commission’s
responsibilities, duties, and relationships as defined in City Council Resolution 16-043 (Attachment B).
The Commission recommended no changes.
Current Membership:
Name Term End
Flora Hoffman, Chair 9/30/2019
Eric Lewis 9/30/2020
Steven White, Monte Sereno Representative 9/30/2021
Robert Gulino, Vice Chair 9/30/2021
Christina Meiser 9/30/2022
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ATTACHMENT A:
PROPOSED 2019 LIBRARY COMMISSION WORK PLAN
KEY POINTS OF WORK PLAN
1. Support library events and programs
2. Promote library events and programs; engage in information sharing with library and public
3. Identify continuing opportunities to partner with West Valley College
4. Help increase the number of residents with library cards
TOPICS IN DETAIL
1. Support library events and programs
a) Attend library events as Commissioners and/or participants (eg, Silicon Valley Reads
programs, trivia events, etc.)
b) Volunteer to assist library staff at library events (for example, Junior Achievement)
c) Volunteer at outreach programs (eg, Saturday Farmers Market, Movie Nights,
Blossom Festival) to increase number of card holders to 85% of Saratoga and Monte
Sereno residents
d) Invite the City Council to and share information about library and Library
Commission programs, events, and activities with the City Council
2. Promote library events and programs; engage in Information sharing with the library and
the public
a) Brainstorm with Diane Roche (County marketing person) on ways to promote Library
events and programs
b) Spread awareness via our networks of library events and offerings and encourage
attendance (for example, post in Nextdoor Saratoga, post on Facebook page, tell our
Book Clubs, etc.)
c) Update Saratoga News of upcoming library events
d) Write an article for Saratoga Source (monthly e-newsletter) or Saratoga Newspaper
to feature library program(s)
e) Provide recommendations to library staff at Commission meetings. This would
include ideas for programs that our community is interested in (eg, 3D printing); new
trends, and upcoming community events where outreach might occur
f) Attend annual Friends and Commissioner forum
g) Visit other County Library Commission and JPA meetings
h) Work with Friends of the Saratoga Libraries to promote and cross promote events
and activities
3. Identify continuing opportunities to partner with West Valley College
a) Work on 2018 – 2019 Coral Reef Crochet Project (schedule viewing of Chasing Coral
at Library, encourage crochet circles, attend seminars, help with displays), with West
Valley College taking the lead on this effort
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4. Help increase the number of residents with library cards
a) Volunteer at outreach programs
b) Target Monte Sereno residents
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THE SARATOGA LIBRARY COMMISSION: ITS STRUCTURE, ADMINISTRATION, BASIC
RESPONSIBILITIES, DUTIES AND RELATIONSHIPS
ADOPTED VIA RESOLUTION 16-043
STRUCTURE
Membership. The Library Commission of the City of Saratoga shall consist of five members appointed by
the City Council. At least four of the Commission's members shall reside in the City or in the adjacent
unincorporated areas within the Library's service district. Because of the support and usage of the Library by
citizens of Monte Sereno, the City of Monte Sereno shall be invited to nominate a candidate to serve as a member
of the Commission and to nominate replacements for this member as may be needed.
Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and removals, and
officers of members of the Commission shall be as set forth in the City Code._
ADMINISTRATION
Meetings. The Saratoga Library Commission shall hold regular meetings every other month. The date and
time of regular meetings shall be approved by resolution of the City Council.
Rules of Procedure. The Commission shall in all other respects comply with the requirements for City
Commissions as set forth in the City Code and City Council policies adopted from time to time.
Compensation. Members of the Commission shall serve without compensation. When
in accord with current City policy and when arranged in advance with the City Manager, actual and necessary
expenses incurred by Library Commission members acting in their official capacity shall be reimbursed by the
City.
Records. The staff liaison of the Library Commission shall keep a record of all proceedings, deliberations,
findings, determinations and recommendations of the Commission. These records shall be available to the public,
and copies shall be filed with the City Clerk.
Staff Services. Staff services required by the Commission shall be provided by the City Manager,
consistent with City budget authorizations.
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.
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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.
RELATIONSHIPS
1. The Library Commission shall report to and be responsible to the Saratoga City Council. The City
Manager is authorized to appoint a City staff member to serve as a liaison representative between the
Council, staff and the Library Commission on administrative matters.
2. The Library Commission shall have no administrative authority over the Library's operation, or activities
of City staff.
3. The Library Commission shall have authority to call meetings, conduct hearings, perform analysis and
make contacts with various interested parties in carrying out its basic responsibilities.
4. The Library Commission may act on its own initiative, based on its own assessment of needs, or upon
request from other interested parties such as the City Council, the City staff, and the Santa Clara County
Library staff.
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