HomeMy WebLinkAbout08-18-2020 Youth Commission AgendaSaratoga Youth Commission Agenda – Page 1 of 3
SARATOGA YOUTH COMMISSION
SPECIAL MEETING
AUGUST 18, 2020
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be entirely by teleconference. All Commission members, staff, and public will
only participate via the Zoom platform using the process described below. The meeting is being
conducted in compliance with the Governor’s Executive Order N‐29‐20 suspending certain
teleconference rules required by the Ralph M. Brown Act. The purpose of this order was to provide
the safest environment for the public, elected officials, and staff while allowing for continued
operation of the government and public participation during the COVID‐19 pandemic.
Members of the public view and participate in the meeting by using the Zoom website
https://us02web.zoom.us/j/89879371357 or App (Webinar ID 898 7937 1357) and using the tool
to raise their hand in the Zoom platform when directed by the Chair to speak on an agenda item.
The public will not be able to participate in the meeting in person.
As always, members of the public can send written comments to the Commission prior to the
meeting by commenting online at www.saratoga.ca.us/yc prior to the start of the meeting. These
emails will be provided to the members of the Commission and will become part of the official
record of the meeting.
During the meeting the Chair will explain the process for members of the public to be recognized
to offer public comment.
In accordance with the Americans with Disabilities Act and the Governor’s Executive Order, if
you need assistance to participate in this meeting due to a disability, please contact the City Clerk
at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The
City will use its best efforts to provide reasonable accommodations to provide as much
accessibility as possible while also maintaining public safety.
5:30 PM YOUTH COMMISSION SPECIAL MEETING
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Youth Commission for up to three (3) minutes on
matters not on the Agenda. The law generally prohibits the Youth Commission from discussing or
taking action on such items. However, the Youth Commission can schedule the item for discussion
at a future meeting.
Saratoga Youth Commission Agenda – Page 2 of 3
AGENDA ITEMS:
1. Youth Commission Minutes
Recommended Action:
Review and approve the minutes from the June 19, 2020 meeting.
2. Commissioner Handbook
Recommended Action:
Review the handbook, roles and expectations of a Youth Commissioner.
3. Brown Act & Communications
Recommended Action:
Receive presentation from staff about the Brown Act and communications.
4. Work Plan 2020-2021
Recommended Action:
Discuss ideas to include in the 2020-21 Youth Commission work plan that will be further
discussed in September 2020.
5. Pizza & Politics 2020
Recommended Action:
Receive potential formats for the Pizza & Politics 2020 event from the staff liaison.
6. Youth Commission Positions
Recommended Action:
Discuss the process and roles and responsibilities of each Youth Commission position.
7. Future Agenda Items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular Youth Commission
meeting is scheduled for September 8, 2020.
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Kayla Nakamoto, Analyst for the City of Saratoga, declare that the foregoing agenda for the meeting of the Youth
Commission was posted and available for review on August 14, 2020 at the City of Saratoga, 13777 Fruitvale
Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us.
Signed this 14th day of August 2020 at Saratoga, California.
Kayla Nakamoto, Analyst
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Youth
Commission by City staff in connection with this agenda, copies of materials distributed to the Youth Commission
Saratoga Youth Commission Agenda – Page 3 of 3
concurrently with the posting of the agenda, and materials distributed to the Youth Commission by staff after the
posting of the agenda are available on the City Website at www.saratoga.ca.us. Following removal of State and
local shelter in place orders these materials will be available for review in the office of the City Clerk at 13777
Fruitvale Avenue, Saratoga, California.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in
this meeting, please contact the City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as
soon as possible before the meeting. The City will use its best efforts to provide reasonable
accommodations to provide as much accessibility as possible while also maintaining public safety.
[28 CFR 35.102-35.104 ADA title II]
Saratoga Youth Commission Agenda – Page 1 of 3
SARATOGA YOUTH COMMISSION
REGULAR MEETING
JUNE 19, 2020
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be entirely by teleconference. All Commission members, staff, and public will
only participate via the Zoom platform using the process described below. The meeting is being
conducted in compliance with the Governor’s Executive Order N‐29‐20 suspending certain
teleconference rules required by the Ralph M. Brown Act. The purpose of this order was to provide
the safest environment for the public, elected officials, and staff while allowing for continued
operation of the government and public participation during the COVID‐19 pandemic.
Members of the public view and participate in the meeting by using the Zoom website
https://us02web.zoom.us/j/84692992103 or App (Webinar ID 846 9299 2103) and using the tool
to raise their hand in the Zoom platform when directed by the Chair to speak on an agenda item.
The public will not be able to participate in the meeting in person.
As always, members of the public can send written comments to the Commission prior to the
meeting by commenting online at www.saratoga.ca.us/yc prior to the start of the meeting. These
emails will be provided to the members of the Commission and will become part of the official
record of the meeting.
During the meeting the Chair will explain the process for members of the public to be recognized
to offer public comment.
In accordance with the Americans with Disabilities Act and the Governor’s Executive Order, if
you need assistance to participate in this meeting due to a disability, please contact the City Clerk
at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The
City will use its best efforts to provide reasonable accommodations to provide as much
accessibility as possible while also maintaining public safety.
5:30 PM YOUTH COMMISSION SPECIAL MEETING
MEETING CALLED TO ORDER AT 5:32PM
ROLL CALL Bradley, Chittharanjan, Hicks, Huang, Jain, Koneru, Leung, Liu, Lu, Madhan,
Peer, Pyun, Raamkumar, Rammohan, Wang, Zhai.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Youth Commission for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the Youth Commission from discussing or taking
Saratoga Youth Commission Agenda – Page 2 of 3
action on such items. However, the Youth Commission can schedule the item for discussion at a
future meeting.
AGENDA ITEMS:
1. Youth Commission Minutes
Recommended Action:
Review and approve the minutes from the June 9, 2020 meeting. Koneru motioned to
approve the June 9, 2020 minutes. Zhai seconded the motion. AYES: Chittharanjan,
Koneru, Liu, Madhan, Pyun, Raamkumar, Rammohan, Wang, Zhai. NOES: none.
ABSTAIN: none. PASSED: 9-0.
2. Overview of the Year
Recommended Action:
Discuss what worked and areas of improvement. Share feedback and any tips for what would
make the Youth Commission more successful in the future.
What went well:
• This year was a lot more prepared and organized. The Google Calendar helped a lot
in terms of keeping track of our events.
• Subcommittees made meetings more efficient.
Things to work on and feedback:
• Time management during in-person meetings.
• Allocating time out of the Youth Commission
• Finding the right location for events
• More chairs, newer face painting.
• Attend as many events as you can and push yourself out of your comfort zone. Don’t
be afraid to share your ideas for events.
3. Work Plan 2020-2021
Recommended Action:
Discuss ideas to include in the 2020-21 Youth Commission work plan that will be further
discussed in September 2020.
- Continue funding for inclusive playground equipment
- SED Talks
- Artstravaganza
- Online games
- Movie making competitions
- Support groups
- Mask making
- Skribbl.io
- Bobatoga
- Film/music competitions
- Saratoga community cookbook
- Saratoga’s got talent
Saratoga Youth Commission Agenda – Page 3 of 3
- Bonding activities
4. Pizza & Politics 2020
Recommended Action:
Receive potential formats for the Pizza & Politics 2020 event from the staff liaison.
5. Youth Commission Training
Recommended Action:
The Youth Commission Training is scheduled for September 1, 2020.
ADJOURNMENT (6:32pm)
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Kayla Nakamoto, Community Engagement Coordinator for the City of Saratoga, declare that the foregoing
agenda for the meeting of the Youth Commission was posted and available for review on June 16, 2020 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us.
Signed this 16th day of June 2020 at Saratoga, California.
Kayla Nakamoto, Community Engagement Coordinator
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Youth
Commission by City staff in connection with this agenda, copies of materials distributed to the Youth Commission
concurrently with the posting of the agenda, and materials distributed to the Youth Commission by staff after the
posting of the agenda are available on the City Website at www.saratoga.ca.us. Following removal of State and
local shelter in place orders these materials will be available for review in the office of the City Clerk at 13777
Fruitvale Avenue, Saratoga, California.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in
this meeting, please contact the City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as
soon as possible before the meeting. The City will use its best efforts to provide reasonable
accommodations to provide as much accessibility as possible while also maintaining public safety.
[28 CFR 35.102-35.104 ADA title II]
COMMISSION
HANDBOOK
CITYO F S ARAT
OGAC
ALIF O R N IA1956
Office of the City Clerk
13777 Fruitvale Avenue • Saratoga, CA • 95070
Phone: (408) 868-1294 • Fax: (408) 868-1294
Revised 2019
City of Saratoga Commissioner Handbook – Page 1
Table of Contents
The City of Saratoga Welcomes You ....................................................................................................................... 3
About Saratoga’s Commissions ................................................................................................................................. 4
Heritage Preservation Commission ................................................................................................................. 4
Library Commission ............................................................................................................................................... 4
Parks and Recreation Commission .................................................................................................................. 4
Planning Commission ........................................................................................................................................... 5
Traffic Safety Commission .................................................................................................................................. 5
Youth Commission ................................................................................................................................................ 5
Commission Administration & City Policies ......................................................................................................... 6
Eligibility .................................................................................................................................................................... 6
Application and Selection Process .................................................................................................................. 6
Terms .......................................................................................................................................................................... 7
Oath of Office .......................................................................................................................................................... 7
Form 700 Statement of Economic Interests ................................................................................................. 7
Saratoga Code of Ethics and Values ............................................................................................................... 7
Attendance Requirements .................................................................................................................................. 7
Resignation ............................................................................................................................................................... 8
Removal ..................................................................................................................................................................... 8
Use of Title or City Resources for Non-City Business ............................................................................... 8
Participation in Political Activities .................................................................................................................... 8
Expression of Opinions by Commissioners .................................................................................................. 9
Compensation ......................................................................................................................................................... 9
Commission Budget .............................................................................................................................................. 9
Reimbursement ...................................................................................................................................................... 9
E-Communications ............................................................................................................................................ 10
Regular Meetings ................................................................................................................................................ 10
Special Meetings ................................................................................................................................................. 10
Agenda .................................................................................................................................................................... 10
Agenda Packets ................................................................................................................................................... 10
Quorum................................................................................................................................................................... 11
Minutes ................................................................................................................................................................... 11
City of Saratoga Commissioner Handbook – Page 2
Saratoga Rules of Parliamentary Procedure ............................................................................................. 11
Public Hearings .................................................................................................................................................... 11
Public Comment .................................................................................................................................................. 12
Length of Meetings ............................................................................................................................................ 12
Meeting Decorum ............................................................................................................................................... 12
Effective Meetings .............................................................................................................................................. 14
Role of the Chair.................................................................................................................................................. 14
Working Relationships ............................................................................................................................................... 16
Working with Other Commission Members ............................................................................................. 16
Working with City Staff ..................................................................................................................................... 16
Working with the City Council ....................................................................................................................... 16
Commission Work Plans ................................................................................................................................... 17
Working with the Public ................................................................................................................................... 17
Effective Conflict Management ..................................................................................................................... 17
Ethics, Public Records, and Open Meeting Laws .............................................................................................. 19
Political Reform Act and Conflicts of Interest .......................................................................................... 19
California Public Records Act ......................................................................................................................... 21
The Brown Act ...................................................................................................................................................... 21
Government in Saratoga ........................................................................................................................................... 23
Role of the City Council .................................................................................................................................... 23
Council-Manager Form of Government ..................................................................................................... 23
Appendix ......................................................................................................................................................................... 27
City of Saratoga Commissioner Handbook – Page 3
The City of Saratoga Welcomes You
Congratulations on your recent appointment to one of Saratoga’s Commissions. Your appointment is an honor, reflecting the City Council’s confidence in your ability and judgment.
The City Council and staff look forward to working with you and receiving the benefit of your
insight and guidance.
As a Commissioner you will serve in an advisory capacity to the City Council and will be helping
to address community needs. In this role, you can share your vision and to help mold Saratoga’s
future.
This handbook has been prepared to provide information about the functions and responsibilities
of a Commissioner. The handbook is designed to contribute to your general knowledge and
understanding of public affairs and to aid in identifying the scope and parameters of your role as
a Commissioner.
Service to the City provides an opportunity to gain a greater understanding of the issues facing municipal government and to become actively involved in resolving those concerns in a manner that reflects the best interests of the community. The City hopes that you will enjoy your tenure as a vital part of the City’s team and sincerely thanks you for your willingness to serve your community.
City of Saratoga Commissioner Handbook – Page 4
About Saratoga’s Commissions
The City Council is assisted by six Commissions: Heritage Preservation Commission, Library Commission, Parks Commission, Planning Commission, Traffic Safety Commission, and Youth
Commission. Created by Council legislation, all of Saratoga’s Commissions were established to
provide citizen input and advice in specific areas.
The primary purpose of a Commission is to gather information, weigh public opinion, and carefully
examine issues to make recommendations to the Council. The City’s Commissions play an
essential component in the decision-making process. Each Commission studies issues within its
area of specialization, expands the opportunity for citizen input and participation, and ultimately
provides valued recommendations to the Council. As advisory bodies, the Commissions are not
authorized to set City policy. However, the Planning and Heritage Preservation Commissions are
authorized to make decisions on certain types of development applications. These decisions may
be appealed to the City Council.
Most of the City’s Commissions are comprised of five or seven members. The Library, Heritage Preservation, and Parks Commissions have five members. The Planning Commission and Traffic Safety Commission have seven members. The Youth Commission has a total of eleven members, who are Saratoga residents in school grades seven through twelve.
Heritage Preservation Commission
The Heritage Preservation Commission is responsible for considering proposed modifications to designated historic landmarks, lanes and districts, advising the Community Development
Department in connection with projects that may affect heritage resources, conducting property
surveys to establish an official inventory of heritage resources within the City of Saratoga, and for
recommending proposals for historic landmarks, lanes, district designations, and heritage trees to
the City Council.
Library Commission
The Library Commission serves as an advisory body on library policies, budgets, plans, and procedures to the City Council, City staff, and the Santa Clara County Library staff. The Library Commission has no administrative authority over the library’s operations but may participate in the general planning of the library operation and library-related programs and policies. One member is nominated by the City of Monte Sereno.
Parks and Recreation Commission
The Parks and Recreation Commission advises the Council on a variety of matters as they relate to parks and recreation. Principally, the Commission serves as a conduit between the public and
the Council, assesses public input, collects information, and makes recommendations to the
Saratoga City Council.
City of Saratoga Commissioner Handbook – Page 5
Planning Commission
The Planning Commission works to maintain the unique character of Saratoga by ensuring that the physical development of the City is consistent with the environmental, social, and economic
goals set forth in the City’s General Plan. The Planning Commission is also responsible for
considering appeals of decisions made by the Community Development Department and acting
on applications for use permits, major design reviews, and other planning approvals.
Traffic Safety Commission
The Traffic Safety Commission investigates, reviews, and analyzes traffic safety issues raised by the residents and public safety agencies. This Commission provides a venue for the public to express concerns regarding traffic safety issues. The Traffic Safety Commission makes recommendations to the City regarding traffic safety.
Youth Commission
The Youth Commission works to enhance the wellbeing of local youth, offer positive influences on teens, and provide opportunities for youth involvement in the community. Youth
Commissioners serve as teen leaders, communicate with the City Council regarding current youth
issues, plan, promote, and participate in community events, fundraisers, and social and
educational activities.
City of Saratoga Commissioner Handbook – Page 6
Commission Administration & City Policies
This section of the handbook describes the process of being selected for a Commission and includes information on a range of issues that typically arise while serving on a Commission.
Eligibility
All applicants must be registered voters in the City of Saratoga. However, there are several exceptions to this requirement. One member of the Library Commission must be a Monte Sereno resident nominated by the Monte Sereno City Council; and Youth Commissioners are not required to be registered voters.
For the Heritage Preservation Commission, one member is nominated by the Saratoga Historical Foundation and a minimum of 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, to the extent that such professionals are available in the community. The candidate nominated by the Saratoga Historical Foundation can qualify as this professional member. All members must be registered voters in Saratoga.
Youth Commissioners must be residents of Saratoga in grades 7 through 12. To be considered for
appointment, applicants must be eligible to serve a full 2-year term. Consequently, Saratoga
residents that will be in the 12th grade during their first year on the Commission are not eligible to apply.
Elected officials and City employees may not serve on any City Commission. Membership on City
Commissions is also limited to service on one Commission at any one time.
Prior to their interview with the City Council, applicants must first attend a meeting of the
Commission for which they are applying.
Application and Selection Process
When a vacancy occurs on a Commission, information about the recruitment is posted on the City’s website to solicit applications. Applicants are required to complete the application and supplemental questionnaire and submit both forms to the City Clerk’s Office by the given deadline.
A separate application is required for each Commission to which the applicant wishes to apply. Applications are maintained by the City Clerk’s Office in an active status for one year, after which time they become inactive and a new application must be submitted.
The City Council interviews Commission applicants as part of a City Council meeting. Interviews
are typically held at City Hall in the Linda Callon Conference room prior to the 7:00 p.m. Council
Meeting. The Mayor or City Clerk will notify the applicants of the results the day after the
interviews.
City of Saratoga Commissioner Handbook – Page 7
Terms
The regular term length of most of the Commissions is 4 years. Members of the Youth Commission are appointed to 2-year terms. Additionally, Youth Commissioners may not serve consecutive
terms. All other Commissioners may serve two consecutive four-year terms and may only be
appointed again to that Commission after at least one year following the expiration of his or her
term. A partial term served because of an appointment to fill a vacancy or realign term staggering,
is not a full term.
For each Commission, the terms of the Commissioners are staggered such that each year the four-
year terms of approximately an equal number of the Commissioners will expire. For example, a seven-member Commission would have two terms ending each year and one term ending on the fourth year. Staggering of terms does not apply to the Youth Commission.
The City Clerk notifies Commissioners when they approach the end of their term. For those interested in and eligible for reappointment, an updated application is required.
Oath of Office
Commissioners are required to take an Oath of Office prior to assuming their duties. Commissioners are usually scheduled to take the Oath of Office at the beginning of a City Council
Meeting, which are held on the first and third Wednesday of the month at 7:00 p.m.
Commissioners can also take the Oath of Office with the City Clerk during regular office hours.
Form 700 Statement of Economic Interests
All Commissioners, except members of the Youth Commission, must file the Fair Political Practices Commission’s (FPPC) Form 700 Statement of Economic Interests within 30 days of taking the oath of office. Additionally, all Commissioners are required to file the Form 700 annually (usually due the first week of April) and within 30 days of leaving office. The City Clerk provides each new Commissioner with a user name and password to file the Form 700 electronically. Additional information about the Form 700 is provided later in the handbook.
Saratoga Code of Ethics and Values
The City Council has adopted a Code of Ethics and Values stating that the proper operation of democratic government requires that decision-makers be independent, impartial, and
accountable to the people they serve. The Code of Ethics and Values promotes and maintains the
highest standards of personal and professional conduct in the City’s government. All elected and
appointed officials, City employees, volunteers, and others who participate in the City’s
government are required to subscribe to this Code, understand how it applies to their specific responsibilities, and practice its nine core values in their work. The Code applies to all Commissioners. A copy of the Code of Ethics and Values is included in the appendix.
Attendance Requirements
If a Commissioner is absent without permission of the Chair (or in the case of the Chair, permission from the Mayor) from three regular Commission meetings within a 12-month period, the
Commissioner’s position becomes vacant and is filled as any other vacancy. A Commissioner
City of Saratoga Commissioner Handbook – Page 8
removed from his or her position in this manner may request that the vacancy be excused by filing a letter with the City Clerk within 30 days of the effective date of the vacancy. It should be noted in the minutes if a Commissioner’s absence is excused.
Any Youth Commissioner who misses more than 3 regular meetings during a single academic school year will be automatically removed from the Commission. If this occurs, a member of the Youth Commission may appeal the removal to the City Council.
Resignation
Members wishing to resign from their Commission prior to the expiration of their term should submit a letter to the City Council stating their intention and the effective date of the resignation.
Removal
All Commissioners serve at the pleasure of the City Council. The City Council may remove any Commissioner from office prior to the expiration of the Commissioner’s term by a majority vote.
Use of Title or City Resources for Non-City Business
Like all City officials, Commissioners may not use their official title or City equipment for non-City business.
Participation in Political Activities
Acceptance of an appointment to a Commission does not generally restrict individual citizen participation in political activities of the individual’s choosing at any level of government, be it local, state, or federal. Commission members may not, however, use their appointed office, title, or City resources in the conduct of such activity. State law provides that City Council Members,
Commissioners, and employees may not:
Use their office, authority or influence to obtain a change in position or compensation in exchange
for a particular vote or political action by the official or employee. This includes urging or
discouraging an individual employee to engage in or refrain from specific action. (Government
Code 3204)
Directly or indirectly solicit political funds or contributions from other officers or employees of the
local agency unless the communication is made to a significant segment of the public, which may
include officers and employees of the local agency. (Government Code 3205)
Directly or indirectly offer to increase the compensation or salary of another in exchange for a
contribution or loan to any committee controlled directly or indirectly by the person who holds
or is seeking election to an office. (Government Code 3205.5)
Accept, solicit, or direct a campaign contribution of more than $250 from any applicant or others with a financial interest participating in a proceeding on a license, permit, or other entitlement before the Commission while the proceeding is under consideration or within 3 months following the date of the final decision. If a Commissioner receives a contribution of more than $250 from
City of Saratoga Commissioner Handbook – Page 9
an applicant or others with a financial interest in a proceeding on a license, permit, or other entitlement in the 12 months before the proceeding, then the candidate must disclose the contribution and cannot participate or in any way influence the decision on the proceeding. (Government Code 84308)
Expression of Opinions by Commissioners
In accordance with the City Council Norms of Operation, when a Commission member addresses the City Council, another Commission, or the public, the Commissioner should make it clear
whether he or she is speaking on behalf of the Commission or as an individual.
Individual members of Commissions may not represent their personal opinions or recommendations as those of the Commission unless the Commission has voted to approve such views and authorized the individual to speak on the Commission’s behalf. Commissioners should clearly state that their opinions are being expressed as their personal views. The Chair is welcome to attend Council meetings and may make a report about the Commission but should note that the report is being made in his or her personal capacity and not as a Commission member unless the Commission has specifically authorized the report.
In addition, when a Commissioner makes a public statement on behalf of his or her Commission it should not include promises that may be construed to be binding on the City. Because Commissions are advisory to the City Council, when making a public statement, members should indicate that Commission actions are recommendations only and that final action will be taken by the City Council. This does not apply to matters that the Heritage Preservation Commission and Planning Commission are authorized to decide without further action by the City Council.
Compensation
Commissioners do not receive compensation or benefits of any kind, except for Planning Commissioners who receive a stipend of $150.00 per month.
Commission Budget
All Commission operational expenses and revenues (including donations) must be approved in advance by the City Council. Appropriations and revenue sources for the City Council and other City programs, including Commissions, are shown in the City’s budget. City staff oversees the Commission’s budget. A copy of the City’s Donation Policy is included in the appendix.
Reimbursement
In March 2015, the City Council adopted the Council and Commission Expense Policy. This policy describes how City funds can be used by Commissioners for training and travel purposes. A copy
of the policy is included in the appendix.
Commissioners who receive stipends or reimbursements are required to participate in Assembly Bill (AB) 1234 ethics training described in the following section on ethics, public records, and open meeting laws. Commissioners should work with their staff liaison to process reimbursements.
City of Saratoga Commissioner Handbook – Page 10
E-Communications
All Commissioners use their personal email for City business and must include their staff liaison on all City business emails. For the public to get in touch with Commissioners, there is a web page
link for the public to use.
State law prohibits discussion or exchange of facts among Commissioners about Commission
issues via e-communications. This may include email, online forums, social media, or blogs. This
ensures that the public and all Commissioners have an equal opportunity to express and hear all
views.
Additionally, use of e-communications (for example, use of a phone, sending emails, or text messaging) is prohibited during meetings. This does not include telephone calls or other messages sent in the event of an urgent family matter.
Regular Meetings
Each Commission holds regularly scheduled meetings on days, times, and at places established by City Council Resolution. All meetings are open to the public. Each regular meeting is noticed
by posting an agenda that includes a brief general description of each item to be discussed. The
agenda must be posted at least 72 hours before a regular meeting.
Special Meetings
A Commission may call a special meeting by providing notice 24 hours in advance of the meeting and informing media outlets which have requested notices of such meetings. The notice states the time, place, and business to be transacted at the meeting. No other business may be considered at the special meeting. Notice is required even if no action is taken.
Agenda
Commission meetings are governed by an agenda. The agenda for the meetings is prepared by the Chair and the staff person supporting the Commission. Commissioners may propose additions
to a future agenda at the end of a Commission meeting. A second Commissioner must concur
with the request. A Commissioner may also request an item be placed on a future agenda by
speaking with the Chair.
Commission members may only discuss or take action on items that are listed on that meeting’s
agenda. If a topic is raised during the public comment period or during the meeting which is not
on the agenda, a Commissioner may make only a brief response and may request that the item
be placed on the agenda for a future meeting.
Agenda Packets
Agenda packets typically contain the agenda for the upcoming meeting, supplemental materials describing the agenda items, and any communications to be presented at the meeting. This packet will be delivered to the members of the Commission and interested members of the public at least 72 hours prior to each regular meeting. Commissioners should review these packets prior to each meeting and contact staff with questions.
City of Saratoga Commissioner Handbook – Page 11
Quorum
A majority of the members of the Commission constitutes a quorum for the conduct of business. When less than a quorum appears at a noticed meeting, the Commission may not take any action.
The City Code requires most actions to be approved by the majority of the total Commission to
pass (as opposed to majority of members present), even if not all members of the Commission
are present.
Minutes
Action minutes of all Commission meetings are prepared by City staff. Minutes are presented at a subsequent Commission meeting for approval by the Commissioners. A Commissioner’s absence from the meeting for which the minutes are being approved does not prevent the member from participating in their correction or approval. Written minutes approved by the Commission constitute the official record of its actions. Additions and corrections to the minutes may be made only in public meetings, with the approval of a majority of the Commissioners, and not by the private request of individual members.
Saratoga Rules of Parliamentary Procedure
The City Council and Commissions follow the Saratoga Rules of Parliamentary Procedure. The City’s rules are based on Rosenberg’s Rules of Order, a simplified version of rules of parliamentary procedure. The rules were adopted as part of the City Council Norms of Operation. A copy of the rules of order is included at the end of the Norms (which is included in the appendix).
Public Hearings
State Law requires that certain items of business be advertised for a formal public hearing before being considered by a public body. Additionally, a public hearing may be called by the City to
maximize public input on a topic even if not legally required. The City Council and Planning
Commission are the City bodies that typically hold public hearings.
Public Hearings must be conducted in a fair and impartial manner, and the public must be given
an opportunity to be heard. The Chair or Mayor may limit or extend the time each member of the
public may testify; however, the time limitations must apply to all speakers, regardless of the
position they represent.
The general format for a public hearing is as follows:
1. Staff provides an overview of the proposal and responds to any questions raised by the
Commission
2. Commissioners ask questions of staff and note any relevant facts not included in the staff
report or other written materials provided to the Commission
3. The Chair opens the Public Hearing
City of Saratoga Commissioner Handbook – Page 12
4. If the matter is an appeal, the appellant and/or representative gives opening remarks for up to 10 minutes; if the appellant is not the applicant then the applicant and/or representative gives opening remarks for up to 10 minutes
5. Members of the public are each allowed up to 3 minutes to express their opinions
If the matter is an appeal, the appellant and/or representative gives closing remarks for up to 5 minutes (if the appellant is not the applicant, the applicant and/or representative gives closing remarks before the appellant’s closing remarks).
6. The Chair closes the Public Hearing, if the Commission has additional questions for the
appellant or applicant after closing the public hearing then the other party must be given
the opportunity to respond
7. Commissioners discuss and deliberate on item
8. Commission takes action
Public Comment
Any member of the public may comment on any item on the agenda. At every regular meeting, members of the public may address the Commission regarding items within the Commission’s jurisdiction that are not on the agenda under the “Oral Communications” portion of the meeting agenda. A time limitation for each speaker, typically three minutes, may be imposed.
While Commissioners or staff are permitted to respond to any questions or to seek clarification concerning a point raised, it is imperative to note that the Brown Act specifically prohibits any public body from discussing or taking action on an item that is not listed on the agenda. If the Commission wishes to discuss an item raised during public comment, the topic should be agendized for a future meeting.
Length of Meetings
In 2013, the City Council adopted a resolution (included in the appendix) establishing guidelines for the length of City Council and Commission meetings. The goal of the guidelines is to prevent
meetings from extending beyond midnight. If a meeting runs till 10:00 p.m., the presiding officer should determine if the meeting will continue past midnight if all items on the agenda are heard. If the presiding officer believes that the meeting will not adjourn by midnight then the presiding officer should request a motion to continue a sufficient number of agenda items to the next regular meeting to allow the meeting to conclude by midnight.
Meeting Decorum
The City Council Norms of Operation (included in the appendix) provide some standards for meeting decorum that minimize disruptions and maintain a respectful environment. A summary
of some of the meeting decorum standards is below:
City of Saratoga Commissioner Handbook – Page 13
• Persons in the audience shall be respectful of others and will refrain from behavior which will disrupt the public meeting. This includes refraining from:
o Using electronic devices except in connection with the meeting;
o Making loud noises, clapping, shouting, booing, hissing during public testimony and Council consideration of policy matters;
o Engaging in any activity in a manner that disturbs, disrupts or impedes the orderly conduct of the meeting; and
o Creating, provoking or participating in any type of disturbance involving
unwelcome physical contact.
• Interactions between the public and the Commission shall be courteous and respectful.
o The public may not make any belligerent, personal, impertinent, irrelevant,
redundant, slanderous, loud, threatening, abusive or disparaging remark,
statement or commentary toward the Commission, staff or other individuals in a
manner which disrupts, disturbs or otherwise impedes the orderly conduct of the
meeting.
o Any violation of this rule shall be grounds for terminating the person’s comment
period. If a member of the public fails to follow these rules after being warned
once, the Commission may bar that individual from further testimony for the
evening or remove the person from the meeting.
o The Commission shall not be belligerent or make disparaging commentary toward any speaker.
o Nothing in this section shall prohibit or discourage orderly criticism of any City decision or policy within the limits of these rules.
• During meetings, Commissioners should limit their use of computers or electronic devices to matters pertaining to the meeting and comply with the City’s Electronic Communications Policy (for example, no e-mailing or other communication during the meeting except in cases of family emergencies). Commissioners should not base decisions on information acquired through the internet during a meeting unless the information and its source is shared with the entire Commission and the public as part of the meeting before the decision is made.
• All materials presented to the Commission, including written materials are public records subject to inspection in accordance with applicable laws.
City of Saratoga Commissioner Handbook – Page 14
Effective Meetings
Commission meetings are the time and place for discussion, deliberation, decision, and action. Each Commissioner has an obligation to prepare, discuss, evaluate, review, and select the best
possible alternatives. The following guidelines will help ensure meetings are constructive:
• Review the meeting agenda and informational packet prior to each meeting
• Commissioners may speak with staff in advance of the meeting to request additional
information or seek clarification
• Prepare to handle sensitive matters in a positive way
• Stick to the agenda
• Define issues and tasks clearly
• Observe the rules of order
• Encourage participation
• Discourage disruption
• Try to resolve differences
• Summarize progress from time to time
• Put items on the agenda and assign tasks to Commission members (if necessary) for the next meeting
Role of the Chair
Each Commission elects a Chair to serve a twelve-month term. No person may serve as Chair or Vice Chair of the same Commission more than once during a single term on the Commission. The
Chair acts as the presiding officer at all meetings. In the absence of the Chair, the Vice Chair
presides for that meeting. In the absence of both, the members elect a temporary presiding officer
for that meeting until the Chair arrives. The following is a list of the Chair’s responsibilities:
• Call meeting to order
• Call for the vote, restate all motions submitted for vote, and announce decision
• Decide questions of order (pursuant to the City of Saratoga’s Rules of Parliamentary
Procedure)
• Declare opening and closing of public hearings
• Lead meeting and preserve order
City of Saratoga Commissioner Handbook – Page 15
• Execute documents that have been approved by the Commission
• Represent the Commission at meetings when authorized by a majority of the Commission (or when requested by the City Council as long as the Chair notes that the views expressed are personal)
• Work with staff assigned to the Commission to create meeting agendas
• Determine whether Commissioner absences are excused or unexcused
The Chair and staff should be in contact prior to each regularly scheduled meeting to review and
discuss the agenda. If a personality conflict arises between individual Commissioners, it is the
Chair’s responsibility to try to mediate and resolve the problem. If the conflict cannot be resolved,
the Chair should approach the Director of the City Department staffing the Commission to discuss
possible strategies to address the issue.
City of Saratoga Commissioner Handbook – Page 16
Working Relationships
Working with Other Commission Members
Commissions achieve optimum participation when members strive to establish effective working relationships with each other by showing respect for each other’s viewpoints and allowing others to fully present their views. Supportive relationships with fellow Commission members, based upon mutual respect, are essential to a Commission’s success.
Working with City Staff
City staff serve Commissions in an advisory capacity, just as Commissions serve the Council. Staff members are selected based on their technical and professional abilities and are expected to
provide Commissions with recommendations based upon their professional analysis of the
situation, regardless of personal opinion or consideration of political consequence. It is not
expected that every staff recommendation will be followed; however, because of staff’s technical
expertise, full consideration should be given to their recommendation.
The staff assigned to a Commission also handle administrative duties, such as preparing meeting
agendas, staff reports, and meeting minutes. Staff members are not considered members of a
Commission and have no power to vote on Commission matters. Because of their support
position, staff does not respond to questions from the public at a meeting unless requested to do
so by the Chair. Commission members may not direct staff to initiate programs, conduct major
studies, or establish official policy without the approval of the City Council.
If a conflict or concern with the staff assigned to the Commission develops, Commissioners may speak with the staff member’s department director and/or the City Manager.
Working with the City Council
The primary goal of all City Commissions is to serve the City Council in an advisory capacity on specific topics or functions. The Council possesses the ultimate political and legal responsibility
for the conduct of local government and the overall welfare of the community.
Given the advisory nature of the City’s Commissions, Commissions may not take positions on
legislation, measures, or political matters. However, for matters within a Commission’s jurisdiction
and to the extent consistent with the Commission’s work plan, a Commission may make a
recommendation to the City Council by majority vote on a formal agenda item at a properly
noticed meeting. The City Council Norms of Operation provide that resolutions of support or in
opposition to a legislative action or special issue shall only be brought before the City Council for
consideration if the topic of the resolution has a specific and identifiable impact or connection to
the City of Saratoga.
There are times when the City Council may not choose to accept recommendations made by a Commission. When Commission recommendations are not accepted, it does not imply a lack of confidence or disinterest in the Commission’s advice. Council Members must weigh the guidance
City of Saratoga Commissioner Handbook – Page 17
provided by Commissions and other advisory bodies against a broader scope of considerations in their decision-making process.
Although a Commission may disagree with the decision of the Council, the Commission should not act in any manner contrary to the established policy adopted by the Council.
Commission Work Plans
Generally, the City Council will review and provide authorization for Commission work plans once a year. The City’s Commissioners serve under the direction of the City Council and therefore must
be authorized by the City Council to initiate new efforts or assignments outside of Commission’s
assigned role and responsibilities.
Working with the Public
Commissions, as well as individual Commission members, serve as liaisons between the City and the public. Thus, each member functions as a communication link between the community and the City, explaining City programs and recommendations, as well as providing a channel for citizen expression.
Creating a non-threatening atmosphere where members of the public are free to express their
views without fear of ridicule or belittlement can help make Commission meetings a place where
residents feel comfortable sharing their thoughts. Additionally, Commission members that
demonstrates fairness and professionalism to the public, staff, and their colleagues contribute to
an open exchange of thoughts.
Members of the public are also expected to conform to an acceptable standard of conduct. Any
person who willfully interrupts a public meeting or acts in a manner that disrupts the orderly
conduct of the meeting may be barred from further attendance at the meeting by the Commission
or by the Chair. An individual that has been barred may not return for the remainder of the
meeting unless permission is granted by a majority vote of the Commission.
Effective Conflict Management
Commission meetings are sometimes difficult to manage. On occasion, meeting attendees may be highly emotional, have a strong interest in an item or issue, or may be nervous. There may be residents with strongly differing views. As a Commissioner, it is important to guide the discussion so that all viewpoints are presented and not eliminated.
The following suggestions should help manage conflict and confrontation effectively:
• Anticipate differences by learning about the topic beforehand, so you can concentrate on
the meeting’s purpose
• Administer the meeting rules fairly, set the rules early, and make sure everyone abides by
those rules without exception
• Explain the purpose of the meeting
City of Saratoga Commissioner Handbook – Page 18
• Ask that all speakers clearly identify themselves for the record (although the speaker cannot be legally required to provide this information, it helps improve dialog at the meeting and facilitates follow-up by staff or Commissioners)
• Set an acceptable time limit for testimony (generally 3 minutes per speaker, though this may be reduced by a vote of the Commission if there is a large number of people wishing to speak on the matter) and maintain that time limit for all speakers
• Try not to overreact to inflammatory comments or expressions of frustration, instead try
to redirect frustration into constructive discussion by asking questions, reinforcing areas
where you agree, and seeking to bridge differences
• Avoid speaker-to-audience conversation—the purpose of meetings is to help make the
Commission aware of considerations relating to an issue at hand, not to engage members
of the public in conversation or debate
• Focus comments and questions during the public testimony period on gaining relevant
information to decide on the issue
• Once testimony has ended, invite Commissioners to discuss their views
City of Saratoga Commissioner Handbook – Page 19
Ethics, Public Records, and Open Meeting Laws
Once appointed, there are several State laws that Commissioners must comply with. Some of the most significant State laws include the Political Reform Act, Public Records Act, and the Brown
Act. The following is a summary of their key requirements. Additional information is included in
the appendix.
Political Reform Act and Conflicts of Interest
The Political Reform Act is intended to prevent potential economic conflicts of interest. The law requires that most state and local government officials disclose their personal income and assets, as well as disqualify themselves from participating in decisions that may impact their personal economic interests. The law requires that local elected officials, key staff, and Commissioners (except Youth Commissioners) in Saratoga must annually disclose their economic interests through the Form 700 – Statement of Economic Interests.
Using the Form 700, public officials disclose all financial interests, such as investments, interests in real estate (real property), or sources of income, which may possibly affect the official’s judgment. The Form 700 is public record. Any member of the public is permitted to inspect and copy any statement during normal business hours.
Commissioners must return a completed Form 700 - Statement of Economic Interests to the City
Clerk at the following times:
• Assuming office statements must be filed within 30 days after assuming office.
• Annual statements must be filed no later than 5:00 p.m. typically due the first week of April
each year. Such statements shall cover the period of the preceding calendar year.
• Leaving office statements must be filed within 30 days of leaving office.
• A penalty of $10 per day, up to a maximum of $100, may be imposed for late filings.
If a public official has a conflict of interest, the Political Reform Act may require the official to
disqualify himself or herself from making or participating in a governmental decision, or using his
or her official position to influence a governmental decision. In general, the Political Reform Act
provides that a conflict of interest exists where:
• An official makes, participates in, or uses his or her official position to influence
governmental decisions;
• It is foreseeable that the decision will affect the official’s financial interest;
• The effect of the decisions on the official’s financial interest will be material; and
City of Saratoga Commissioner Handbook – Page 20
• The effect of the decision on the official’s financial interest will be distinguishable from its effect on the public generally.
In some circumstances, a conflict may arise from an economic interest that was not required to be listed on the official’s Form 700. Commissioners should consider all their economic interests in deciding whether a decision presents a conflict of interest.
This is a summary of a complicated set of rules. For more information, see the website of the Fair Political Practices Commission at www.fppc.ca.gov. A conflict of interest may exist under other
rules as well. Commissioners are encouraged to consult with the City Clerk whenever they believe they may have a conflict.
If a Commission member has a conflict of interest, the Commissioner must not make or participate in making, or in any way attempt to use their official position to influence, a governmental decision
relating to the matter in which the Commissioner, or a member of the Commissioner’s immediate
family, possess a financial interest.
The safest way to address a conflict of interest that arises in a public meeting is for the
Commissioner to state the basis for the conflict of interest immediately after the Chair announces
the item for consideration. The member must then refrain from participating in the deliberations,
abstain from voting, and generally must leave the room in which the meeting is being held.
The minutes will reflect the Commissioner’s stated conflict and recusal.
Commissioners and other public officials are barred from attempting to influence government decisions in which they have conflict outside of public meetings as well. For example, a Commissioner with a conflict of interest generally may not discuss the matter creating the conflict with a member of the City staff, other Commissioners involved in the decision, or the City Council.
Penalties for violating the conflict of interest laws are serious and may include fines and a prohibition against serving in public office. Questions regarding a potential conflict of interest should be directed to the City Clerk. The Fair Political Practice Commission’s website at www.fppc.ca.gov and the hotline number 1-866-ASK-FPPC (1-866-275-3772) are additional sources of information.
Additionally, State law also requires members of local legislative bodies that receive any type of compensation, salary, stipend, or reimbursement for expenses from the local agency, to participate in a minimum of 2 hours of ethics training every two years. Because Planning Commissioners receive a stipend, they are required to participate in ethics training every two years. Commissioners who wish to receive reimbursement for reimbursable expenses must also complete the training. The City Clerk is responsible for maintaining ethics training records and
notifying individuals subject to ethics training when their certification expires.
City of Saratoga Commissioner Handbook – Page 21
California Public Records Act
The California Public Records Act was adopted in 1968 and allows any member of the public to inspect local government records. While there are a few exceptions to the law, the public may
generally request any public record. Government Code Section 6252 defines public records as
“any writing containing information relating to the conduct of the public’s business prepared,
owned, used, or retained by any state or local agency regardless of physical form or
characteristics.”
All records pertaining to the Commission’s business are public records. This includes agendas,
minutes, staff reports, emails, and other letters to or from Commissioners on issues within the jurisdiction of the Commission, and reports from City consultants that are distributed to the Commission. Commissioners should be aware that all their correspondence concerning Commission business is a matter of public record. Additional information about the Public Records Act is available in the appendix.
The Brown Act
Passed in the 1950s, the Brown Act guarantees the public’s right to attend and participate in the meetings of local legislative bodies. The State law requires that:
• Meetings of a legislative body, including City Commissions, are properly noticed and open
to the public;
• Members of the public can comment on all agenda items and at all regular meetings on
items not on the agenda; and
• The legislative body conducts votes (except those permitted to take place in closed
session) in a public meeting.
Essentially, the Brown Act requires that Commission meetings must be noticed and open to the
public. There generally may be no action or discussion by Commissioners on any item not
appearing on the posted agenda. Commissioners may only briefly respond to statements made
or questions posed about items not on the agenda; they may request that the topic be agendized for a future meeting. The Brown Act also requires that Commission meetings be held in a facility that is accessible to handicapped individuals.
The definition of “meeting” includes any action among a majority of the Commission members to hear, discuss, or deliberate upon an item that is within the subject matter jurisdiction of the Commission. The Brown Act specifically prohibits the use of any series of communications of any kind (e.g., telephone, fax or email) directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the Commission’s subject matter jurisdiction.
A Commission majority may attend the following gatherings without following the notice and other rules pertaining to regular meetings (provided Commission business is not discussed as part of the meeting or in breaks): (1) meetings or conferences on general issues that are not City
City of Saratoga Commissioner Handbook – Page 22
specific; (2) meetings organized by others to address topic(s) of local community concern; and (3) social or ceremonial functions.
Regular agendas must include opportunities for public input. A public comment period is allowed at the beginning portion of each regular meeting when members of the public may speak to any relevant topic that is not on the agenda for that meeting. Commissioners may only briefly respond to statements made or questions posed about items not on the agenda, and then request that the topic be agendized for a future meeting. The public is also allowed to speak to each item on
the agenda as it is being discussed in the meeting. Public testimony in both portions of the
meeting is limited, typically to three minutes.
Although the City encourages individuals testifying before City Commissions and the City Council
to identify themselves to facilitate staff follow-up where needed, the Brown Act makes clear that
the City may not require that disclosure or require any other information. Additionally, the
Commission may not prohibit public criticism of the policies, procedures, programs, or services of
the Commission or of the acts or omissions of the Commission.
Any person attending an open and public meeting of a Commission has the right to record the
proceedings with an audio or video tape recorder or a still or motion picture camera unless it
constitutes a persistent disruption of the proceedings.
In addition to the above provisions, the Brown Act includes rules for proper noticing of various
types of public meetings, regulations relating to the conduct of closed sessions, and penalties for the conduct of an unlawful meeting. The Brown Act is complex. Questions concerning the Act should be directed to the staff person assigned to the Commission. Additional information is also available at http://ag.ca.gov/open_meetings/.
City of Saratoga Commissioner Handbook – Page 23
Government in Saratoga
The City of Saratoga was incorporated on October 22, 1956 as a General Law City. General Law cities are organized and operated in accordance with provisions set forth in State law. A Charter
City, on the other hand, is governed by a local charter. The charter establishes the basis for city
actions. About 80 percent of the cities in California are classified as General Law cities.
Role of the City Council
The City Council is the legislative body of the City, and it establishes City policy, adopts and monitors the annual operating and capital improvement budgets, makes appointments to various advisory committees and Commissions, and provides input on regional, state, and federal matters affecting Saratoga. The City Council consists of five members who are elected at-large to four-year overlapping terms, with elections occurring in November of even numbered years.
The Council selects one of its members to serve as Mayor for a one-year term. The Mayor acts as the primary spokesperson and official representative of the Council. Additionally, the Mayor is the presiding officer at Council Meetings and executes official City documents approved by the Council. The Mayor does not possess special powers or authority; rather, the person serving as Mayor is recognized as the leader of the Council, or first among equals.
Council-Manager Form of Government
The City of Saratoga operates under the Council-Manager form of government. This form of government was established around the principals of business and was intended to make local government more efficient and more economical. The Council-Manager form of government is commonly used throughout the U.S. and by over 90% of California cities.
In this form of government, the Council serves as the decision-making body of the City and develops policy that reflects public interests. The City Manager oversees implementation of Council policy and supervises City operations. City staff then carries out direction from the City Manager.
City Manager: The City Manager oversees the general operations of the City. In addition to supporting the City Council and Commissions, the City Manager’s Department manages the contracts for law enforcement and legal services. This department is also responsible for coordinating intergovernmental relations, various community engagement efforts, and communications.
City Clerk: The City Clerk is part of the City Manager’s Office. The Clerk creates the City Council agendas, minutes, and attests to the Resolutions and ordinances. The Clerk is also the election
official for the City of Saratoga. The Clerk oversees the Commission recruitments.
City of Saratoga Commissioner Handbook – Page 24
City Attorney: The City of Saratoga contracts with the firm of Shute, Mihaly & Weinberger LLP for legal services. The City Attorney’s office acts as legal advisor to the City Council, Commissions, and City staff. Specifically, the City Attorney’s duties include:
• Attending City Council meetings
• Preparing ordinances, resolutions, contracts, leases, and other legal documents
• Representing the City in legal proceedings
• Preparing legal opinions for the City
Finance & Administrative Services Department: The Finance and Administrative Services
Department manages the financial affairs of the City. The department oversees budget
development and implementation; prepares financial reports; coordinates the annual audit;
manages cash, investments, and long-term debt; administers payroll and accounts receivable;
provides human resources services to the City; and oversees information technology
responsibilities.
Community Development Department: The Community Development Department advises the
City Council, Planning Commission, Heritage Preservation Commission, and other City
Departments regarding the physical development of the City including the day-to-day
implementation of the City’s land use policies. The Community Development Department consists
of the Planning Division, Building Division, and Code Compliance.
The Planning Division oversees all aspects of zoning administration, which includes preparing and updating the City’s General Plan, keeping the City’s zoning ordinances current and effective, reviewing development proposals for consistency with the City’s plans and ordinances, processing permit and development applications, and forwarding land use recommendations to the Planning Commission and City Council.
The Building Division is responsible for issuing building permits and conducting construction inspections, as well as overseeing enforcement of the City Code and processing business licenses.
The Facilities Division manages City owned facilities including: the Civic Theater, the Community Center, the Senior Center, the Warner Hutton House, and Saratoga Prospect Center. The Facilities Maintenance Division also provides custodial service and maintenance to all City owned buildings.
Public Works Department: The Public Works Department is responsible for overseeing street repair, traffic control, capital improvement project administration, parks and open space maintenance, flood control, and storm water management. The Engineering Division of the Department provides engineering advice and analysis for capital improvements, constructs public facilities, and manages traffic engineering and related contracts. The Department’s Maintenance
Division repairs and maintains City streets, parks, storm drains, medians, sidewalks, traffic control
systems, and equipment.
City of Saratoga Commissioner Handbook – Page 25
Other Local Services: Many of the City’s services are provided through other local agencies and special districts and agencies. For example, there are 2 fire protection districts in the City of Saratoga that are responsible for fire protection services. Santa Clara County Fire Department oversees implementation of these services. Law enforcement services are provided by contract by the Santa Clara County Sheriff’s Office. The City has contracted out law enforcement services to the Sheriff’s Office since the City’s incorporation.
Below is a list of some of the service providers in Saratoga.
• State of California
• County of Santa Clara
• PG&E
• San Jose Water Company
• West Valley Solid Waste Management Authority
• West Valley Clean Water Program Authority
• Valley Transit Authority
• Silicon Valley Clean Energy Authority
• Fire Districts (Santa Clara County and Saratoga Fire Protection)
• Santa Clara County Library District
• Sanitation Districts (West Valley and Cupertino)
• School Districts
• Santa Clara Valley Water District
• Madronia Cemetery District
• Midpeninsula Open Space District
City of Saratoga Commissioner Handbook – Page 26
City Organization: Below is a visualization of the City of Saratoga’s structure.
Electorate
City Council
City Commissions City Manager
City Manager's Department
Finance & Administrative Services
Community Development Public Works Law Enforcement
City Attorney
City of Saratoga Commissioner Handbook – Page 27
Appendix
Council Norms of Operation (includes Saratoga Rules of Order)
Meeting Length Guidelines
Action Minutes
City of Saratoga Conflict of Interest Code
City of Saratoga Code of Ethics and Values
Council and Commission Expense Policy
Donation Policy
Recognizing Conflicts of Interest: A Guide to the Conflict of Interest Rules of the Political Reform
Act
The People’s Business: A Guide to the California Public Records Act
Open & Public V: A Guide to the Ralph M. Brown Act
1103458.1