HomeMy WebLinkAbout10-07-2020 Council agenda packetSaratoga City Council Agenda – October 7, 2020 – Page 1 of 6
SARATOGA CITY COUNCIL
REGULAR MEETING
OCTOBER 7, 2020
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be entirely by teleconference. All Council members and staff 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 can view and participate in the 5:00 p.m. Joint Meeting with West Valley
Mission Community College District by:
1. Using the Zoom website https://us02web.zoom.us/j/82938783091 or App (Webinar ID
829 3878 3091) and raising their hand when directed by the Mayor to speak on an agenda
item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (829 3878 3091),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor.
Members of the public can view and participate in the 6:00 p.m. Joint Meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/83537842950 or App (Webinar ID
835 3784 2950) and raising their hand when directed by the Mayor to speak on an agenda
item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (835 3784 2950) and
pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor.
Members of the public can view and participate in the 7:00 p.m. Regular Session of the meeting
by:
1. Using the Zoom website https://us02web.zoom.us/j/84813700188
or App (Webinar ID 848 1370 0188) and raising their hand when directed by the Mayor
to speak on an agenda item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (848 1370 0188),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor; OR
3. Viewing the meeting on Saratoga Community Access Television Channel 15 (Comcast
Channel 15, AT&T UVerse Channel 99), calling 1.669.900.6833 or 1.408.638.0968,
entering the Webinar ID (848 1370 0188), and pressing *9 to raise their hand to speak on
an agenda item when directed by the Mayor; OR
Saratoga City Council Agenda – October 7, 2020 – Page 2 of 6
4. Viewing online at http://saratoga.granicus.com/MediaPlayer.php?publish_id=2, calling
1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (848 1370 0188), and
pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor.
Please mute your computer or television before giving public comment.
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 Council prior to the meeting
by commenting online at www.saratoga.ca.us/comment prior to the start of the meeting. These
emails will be provided to the members of the Council and will become part of the official record
of the meeting.
During the meeting the Mayor 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.
5:00 P.M. JOINT MEETING
Members of the public can view and participate in the Joint Meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/82938783091 or App (Webinar ID
829 3878 3091) and raising their hand when directed by the Mayor to speak on an agenda
item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (829 3878 3091),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor.
6:00 P.M. JOINT MEETING
Members of the public can view and participate in the Joint Meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/83537842950 or App (Webinar ID
835 3784 2950) and raising their hand when directed by the Mayor to speak on an agenda
item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (835 3784 2950) and
pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor.
7:00 P.M. REGULAR SESSION
Members of the public can view and participate in the Regular Session of the meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/84813700188
Saratoga City Council Agenda – October 7, 2020 – Page 3 of 6
or App (Webinar ID 848 1370 0188) and raising their hand when directed by the Mayor
to speak on an agenda item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (848 1370 0188),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor; OR
3. Viewing the meeting on Saratoga Community Access Television Channel 15 (Comcast
Channel 15, AT&T UVerse Channel 99), calling 1.669.900.6833 or 1.408.638.0968,
entering the Webinar ID (848 1370 0188), and pressing *9 to raise their hand to speak on
an agenda item when directed by the Mayor; OR
4. Viewing online at http://saratoga.granicus.com/MediaPlayer.php?publish_id=2, calling
1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (848 1370 0188), and
pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor.
Please mute your computer or television before giving public comment.
ROLL CALL
REPORT ON POSTING OF THE AGENDA
The agenda for this meeting was properly posted on October 1, 2020.
REPORT FROM JOINT MEETINGS
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
ANNOUNCEMENTS
1. CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be acted
on in one motion, unless removed by the Mayor or a Council Member. Any member of the
public may speak on an item on the Consent Calendar at this time, or request that the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on September 16,
2020.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
9/16/2020 Period 3; 9/24/2020 Period 3; 9/30/2020 Period 3.
1.3. Treasurer’s Report for the Month Ended August 31, 2020
Recommended Action:
Review and accept the Treasurer’s Report for the month ended August 31, 2020.
Saratoga City Council Agenda – October 7, 2020 – Page 4 of 6
1.4. Maintenance Agreement Renewal with CentralSquare for TRAKiT Software
Recommended Action:
Authorize the City Manager to execute a two-year renewal of the maintenance agreement
with CentralSquare Technologies for TRAKiT permit software.
1.5. ClearGov Three Year Contract
Recommended Action:
Authorize the City Manager to enter into a three-year contract with ClearGov.
1.6. Authorize a 10% Contingency on the Contract with Trafficware-Cubic
Recommended Action:
Authorize a 10% Contingency in the amount of $19,935.00 on the contract with Trafficware
– Cubic.
1.7. Council Policy for Community Funded Infrastructure Projects
Recommended Action:
Receive report and approve attached Council Policy for Community Funded Infrastructure
Projects.
1.8. Quito Road Speed Limit Update
Recommended Action:
Accept Report on the Quito Road Speed Limit Update.
2. PUBLIC HEARING
Items placed under this section of the Agenda are those defined by law as requiring a
special notice and/or a public hearing or those called by the City Council on its own
volition. Members of the public may comment on any item for up to three (3) minutes. The
amount of time for public comment may be reduced by the Mayor or by action of the City
Council. Items requested for continuance are subject to the City Council's approval at the
Council Meeting.
2.1. Amendment to Accessory Dwelling Unit Ordinance
Recommended Action:
1. Conduct a public hearing.
2. Introduce and waive the first reading of the attached ordinance adopting and modifying
Article 15-56 (Accessory Dwelling Units) to incorporate changes required by State housing
law.
3. Direct staff to place the ordinance on the consent calendar for adoption on October 21,
2020.
3. GENERAL BUSINESS
3.1. Playground Replacement Process
Recommended Action:
Accept report and provide direction to staff.
3.2. Quarterly Infrastructure Project Update
Saratoga City Council Agenda – October 7, 2020 – Page 5 of 6
Recommended Action:
Receive Report.
3.3. Amendment of City Council Assignments
Recommended Action:
Approve the resolution adopting the change in 2020 City Council assignments.
COUNCIL ASSIGNMENTS
Mayor Howard Miller
Council Finance Committee
Saratoga Ministerial Association
Saratoga Sister City Organization
Silicon Valley Clean Energy Authority Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
VTA State Route 85 Corridor Policy Advisory Board
West Valley Mayors & Managers
Vice Mayor Mary-Lynne Bernald
Association of Bay Area Governments
Cities Association of Santa Clara County Board of Directors
Cities Association of Santa Clara County-City Selection Committee
Cities Association of Santa Clara County-Legislative Action Committee
Council Finance Committee
Hakone Foundation Board & Executive Committee
Public Art Committee
Santa Clara County Housing and Community Development (HCD) Council Committee
Santa Clara/Santa Cruz Airport/Community Roundtable
Saratoga Historical Foundation
Council Member Yan Zhao
Hakone Foundation Board
KSAR Community Access TV Board
Public Art Committee
Santa Clara County-Comprehensive County Expressway Planning Study Policy Advisory Board
Saratoga Area Senior Coordinating Council (SASCC)
Saratoga Chamber of Commerce & Destination Saratoga
West Valley Sanitation District
Council Member Rishi Kumar
Santa Clara County Library Joint Powers Authority
Santa Clara Valley Water District Commission
West Valley Clean Water Program Authority
West Valley Solid Waste Management Joint Powers Authority
CITY COUNCIL ITEMS
COUNCIL COMMUNICATIONS
Saratoga City Council Agenda – October 7, 2020 – Page 6 of 6
CITY MANAGER'S REPORT
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Debbie Bretschneider, CMC, 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 October 1,
2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's
website at www.saratoga.ca.us.
Signed this 1st day of October 2020 at Saratoga, California.
Debbie Bretschneider, CMC, 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, copies of materials
distributed to the City Council concurrently with the posting of the agenda, and materials
distributed to the City Council 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]
10/07
5:00 p.m. Joint Meeting with West Valley – Mission Community College Board of Trustees | 6:00
p.m. Joint Meeting - Saratoga Schools and Boards at West Valley College | 7:00 p.m. Regular
10/21 6:00 p.m. Joint Meeting with Sheriff’s Office | 7:00 p.m. Regular Session
11/04 6:00 p.m. Joint Meeting with KSAR | 7:00 p.m. Regular Session
11/18 6:00 p.m. Joint Meeting with Los Gatos-Saratoga Recreation | 7:00 p.m. Regular Session
12/02 5:00 p.m. Commission Interviews for HPC & TSC | 6:00 p.m. Joint Meeting with Historical
Foundation | 7:00 p.m. Regular Session
12/15 7:00 p.m. Council Reorganization
12/16 6:00 p.m. Study Session – Council Norms | 7:00 p.m. Regular Session
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2020
City Council
Joint Meeting
The City Council Regular Session begins at 7:00 p.m. as a Virtual Meeting.
View access information on the agenda at www.saratoga.ca.us/agendacenter
JOINT MEETING WITH
WEST VALLEY MISSION COMMUNITY COLLEGE DISTRICT
BOARD OF TRUSTEES
October 7, 2020
5:00 p.m. –5:45 p.m.
Virtual Meeting
General Public Zoom Access:
https://us02web.zoom.us/j/82938783091
Webinar ID: 829 3878 3091
Or Dial:1.408.638.0968 or 1.669.900.6833 and enter Webinar ID
(City Council, West Valley Mission Community College District, and City staff will receive
separate access information)
Discussion Topics
Introductions
Infrastructure Improvement Plans
City-College District Relationship/Community Engagement
Other Remarks & Wrap Up
5
City Council
Joint Meeting
The City Council Regular Session begins at 7:00 p.m. as a Virtual Meeting.
View access information on the agenda at www.saratoga.ca.us/agendacenter
JOINT MEETING WITH
SARATOGA SCHOOLS
October 7, 2020
6:00 p.m. –6:45 p.m.
Virtual Meeting
General Public Zoom Access:
https://us02web.zoom.us/j/83537842950
Webinar ID: 835 3784 2950
Or Dial:1.408.638.0968 or 1.669.900.6833 and enter Webinar ID
(City Council, Saratoga Schools participants, and City staff will receive separate access
information)
Discussion Topics
Introduction by Mayor
Safe Routes to Schools and Other City Initiatives
School District Reports
Other Remarks & Wrap Up
6
SARATOGA CITY COUNCIL
MEETING DATE:October 7,2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, CMC, City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Regular City Council Meeting on September 16, 2020.
BACKGROUND:
Draft City Council minutes for each Council Meeting are taken to the City Council to be
reviewed for accuracy and approval. Following City Council approval, minutes are retained for
legislative history and posted on the City of Saratoga website. The draft minutes are attached to
this report for Council review and approval.
FOLLOW UP ACTION:
Minutes will be retained for legislative history and posted on the City of Saratoga website.
ATTACHMENTS:
Attachment A –Minutes for the Regular City Council Meeting on September 16, 2020
7
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 1 of 8
MINUTES
WEDNESDAY, SEPTEMBER 16, 2020
SARATOGA CITY COUNCIL REGULAR MEETING
At 6:00 p.m., the City Council held a Joint Meeting with the Saratoga Youth Commission via
teleconferencing through Zoom.
Mayor Miller called the virtual Regular Session to order at 7:02 p.m. via teleconferencing
through Zoom.
Prior to Roll Call, the Mayor and City Clerk explained that the City Council meeting was conducted
pursuant to provisions of the Brown Act and a recent Executive Order issued by the Governor to
facilitate teleconferencing to reduce the risk of COVID-19 transmission at public meetings. Ordinarily
the Brown Act sets strict rules for teleconferencing. The Governor’s Executive Order has suspended
those rules. The Executive Order does require that public agencies continue to notice meetings in
advance and provide members of the public an opportunity to observe the meeting and offer public
comment. The City Council met all of the applicable notice requirements and the public is welcome to
participate in this meeting. Information on how the public can observe the meeting and provide public
comment was also shared. Additionally, the Mayor explained that votes would be taken through roll call.
ROLL CALL
PRESENT:Mayor Howard A. Miller, Vice Mayor Mary-Lynne Bernald,
Council Members Yan Zhao, Rishi Kumar
(All Council Members appearing via teleconference)
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, Assistant City Manager
Debbie Bretschneider, City Clerk
Mary Fury, Administrative Services Director
John Cherbone, Public Works Director
Debbie Pedro, Community Development Director
Kayla Nakamoto, Administrative Analyst
(All staff members appearing via teleconference)
City Clerk Debbie Bretschneider confirmed all City Council members could hear the meeting
proceedings and no doubts were expressed regarding the identities of the individuals representing
themselves as City Council Members.
REPORT ON POSTING OF THE AGENDA
City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted
on September 11, 2020.
8
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 2 of 8
REPORT ON CLOSED SESSION
Mayor Miller announced that on September 2, 2020, the City Council held a Closed Session and
that there was nothing to report.
REPORT FROM JOINT MEETING
Youth Commissioners Alex Zhai and Michelle Liu reported on the discussions in the Joint
Meeting, including their workplan for the year.
ANNOUNCEMENTS
Mayor Miller shared information about COVID-19, the Homemade Scarecrow Competition, and
Living Room Conversations.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
CEREMONIAL ITEMS
Appointment of Commissioners
Recommended Action:
Approve the resolution appointing 1 (one) member to the Library & Community
Engagement Commission and 1 (one) member to the Parks & Recreation Commission and
direct the City Clerk to administer the Oath of Office.
RESOLUTION 20-062
BERNALD/ZHAO MOVED TO APPROVE THE RESOLUTION APPOINTING 1
(ONE) MEMBER TO THE LIBRARY & COMMUNITY ENGAGEMENT
COMMISSION AND 1 (ONE) MEMBER TO THE PARKS & RECREATION
COMMISSION AND DIRECT THE CITY CLERK TO ADMINISTER THE OATH
OF OFFICE.MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER,
BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Commendation for Terence (Terry) Ward
Recommended Action:
Commend Terry Ward for his service on the Saratoga Parks & Recreation Commission.
Mayor Miller and the City Council commended Terry Ward for his service on the Saratoga
Parks & Recreation Commission.
Commendation for 100th Anniversary of Scouting in Saratoga
Recommended Action:
Commend the Saratoga Scout BSA Troops during the 100th anniversary of Scouts in
Saratoga.
Mayor Miller and the City Council commended the Saratoga Scout BSA Troops.
9
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 3 of 8
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on September 2,
2020.
KUMAR/ZHAO MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE REGULAR CITY COUNCIL MEETING ON SEPTEMBER 2, 2020. MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
9/2/2020 Period 3; 9/10/2020 Period 3.
KUMAR/ZHAO MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 9/2/2020 PERIOD 3;
9/10/2020 PERIOD 3.
MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.3. Ordinance Banning the Sale of Electronic Smoking Products
Recommended Action:
Waive the second reading and adopt the attached ordinance that would prohibit the sale of
electronic smoking products in the City of Saratoga through amendments to Article 4.90 of
the City Code effective January 1, 2021.
ORDINANCE 375
KUMAR/ZHAO MOVED TO ADOPT THE ORDINANCE IN THE SUPPLEMENTAL
ATTACHMENT THAT WOULD PROHIBIT THE SALE OF ELECTRONIC
SMOKING PRODUCTS IN THE CITY OF SARATOGA THROUGH
AMENDMENTS TO ARTICLE 4.90 OF THE CITY CODE EFFECTIVE JANUARY
1, 2021.MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD,
ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.4. Funding Agreement Santa Clara Valley Transportation Authority (VTA) for the 2016
Measure B Bicycle & Pedestrian Education and Encouragement Program
Recommended Action:
1. Authorize the City Manager to execute a Funding Agreement Santa Clara Valley
Transportation Authority (VTA) for the 2016 Measure B Bicycle & Pedestrian Education
and Encouragement Program.
2.Approve the Budget Resolution amending FY20/21 Budget to increase the revenues and
expenditures in the amount of $96,000.
RESOLUTION 20-063
10
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 4 of 8
KUMAR/ZHAO MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE A
FUNDING AGREEMENT WITH SANTA CLARA VALLEY TRANSPORTATION
AUTHORITY (VTA) FOR THE 2016 MEASURE B BICYCLE & PEDESTRIAN
EDUCATION AND ENCOURAGEMENT PROGRAM AND TO APPROVE THE
BUDGET RESOLUTION AMENDING FY20/21 BUDGET TO INCREASE THE
REVENUES AND EXPENDITURES IN THE AMOUNT OF $96,000. MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.5. Safe Routes to School Master Plan
Recommended Action:
1. Authorize the City Manager to enter into a Professional Service Agreement with Fehr and
Peers in the amount of $65,948.
2.Authorize City Manager to execute a change order up to $6,500.
KUMAR/ZHAO MOVED TO AUTHORIZE THE CITY MANAGER TO ENTER
INTO A PROFESSIONAL SERVICE AGREEMENT FOR THE SAFE ROUTES TO
SCHOOL MASTER PLAN WITH FEHR AND PEERS IN THE AMOUNT OF
$65,948 AND TO AUTHORIZE CITY MANAGER TO EXECUTE A CHANGE
ORDER UP TO $6,500.MOTION PASSED BY VERBAL ROLL CALL. AYES:
MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
1.6. Amendment to the Agreement for Maintenance of State Highway in the City of
Saratoga
Recommended Action:
1. Adopt resolution amending the Cooperative Agreement between the State of California
Department of Transportation (Caltrans)
2.Authorize the City Manager to execute Amendment No.1, Agreement for Maintenance of
State Highway in the City of Saratoga that assigns and expands the maintenance
responsibilities of shared roadway bicycle markings on Big Basin Way.
RESOLUTION 20-064
KUMAR/ZHAO MOVED TO ADOPT THE RESOLUTION AMENDING THE
COOPERATIVE AGREEMENT BETWEEN THE STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION (CALTRANS) AND TO AUTHORIZE
THE CITY MANAGER TO EXECUTE AMENDMENT NO.1, AGREEMENT FOR
MAINTENANCE OF STATE HIGHWAY IN THE CITY OF SARATOGA THAT
ASSIGNS AND EXPANDS THE MAINTENANCE RESPONSIBILITIES OF
SHARED ROADWAY BICYCLE MARKINGS ON BIG BASIN WAY.MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
11
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 5 of 8
1.7. Agreement Authorizing Use of Saratoga Library as Public Safety Power Shutoff
Resource Center
Recommended Action:
Authorize the City Manager to execute the Saratoga Library Use Authorization Agreement,
allowing the Saratoga Library to be used as a Public Safety Power Shutoff (PSPS) resource
center.
KUMAR/ZHAO MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE
THE SARATOGA LIBRARY USE AUTHORIZATION AGREEMENT,
ALLOWING THE SARATOGA LIBRARY TO BE USED AS A PUBLIC SAFETY
POWER SHUTOFF (PSPS) RESOURCE CENTER.MOTION PASSED BY VERBAL
ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
Vice Mayor Bernald spoke on all of the Consent items.
2.PUBLIC HEARING
None
3.GENERAL BUSINESS
3.1. Business License Renewal Extension Program
Recommended Action:
City Council to review and provide direction on a proposed Business License Renewal
Extension Program.
Mary Furey, Finance & Administrative Services Director, presented the staff report.
Mayor Miller invited public comment on the item.
The following people requested to speak:
Chuck Page
No one else requested to speak.
BERNALD/KUMAR MOVED TO APPROVE THE PROPOSED BUSINESS
LICENSE RENEWAL EXTENSION PROGRAM WITH THESE CONDITIONS: 1)
THE BUSINESS IS A PERSONAL SERVICE BUSINESS THAT WAS ORDERED
TO STOP PROVIDING SERVICES FOR AT LEAST 8 WEEKS UNDER THE
SANTA CLARA COUNTY HEALTH ORDER; 2) MAXIMUM GROSS SALES OF
BUSINESS DO NOT EXCEED $1,000,000 PER YEAR; 3) THE BUSINESS SIGNS A
SIMPLE AFFIDAVIT WITH CITY; 4) DEFER PAYMENTS FOR 6 MONTHS AND
THEN BRING BACK TO COUNCIL FOR FUTURE CONSIDERATION.MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
12
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 6 of 8
3.2. Letter Regarding State Route 85 Transit Lane
Recommended Action:
Approve the attached letter to the Board of the Valley Transportation Agency (VTA)
supporting the recommendation of the VTA State Route 85 Policy Advisory Board.
Richard Taylor, City Attorney, presented the staff report.
Mayor Miller invited public comment on the item.
The following people requested to speak:
Jeffrey Schwartz spoke
No one else requested to speak.
MILLER/BERNALD MOVED TO APPROVE THE LETTER TO THE BOARD OF
THE VALLEY TRANSPORTATION AGENCY (VTA) SUPPORTING THE
RECOMMENDATION OF THE VTA STATE ROUTE 85 POLICY ADVISORY
BOARD.MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD,
ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.3. Resolution Amending the City of Saratoga Conflict of Interest Code
Recommended Action:
Approve the resolution amending the City of Saratoga Conflict of Interest Code.
Debbie Bretschneider, City Clerk, presented the staff report.
Mayor Miller invited public comment on the item.
The following people requested to speak:
Chuck Page spoke
No one else requested to speak.
RESOLUTION 20-065
BERNALD/MILLER MOVED TO APPROVE THE RESOLUTION AMENDING THE
CITY OF SARATOGA CONFLICT OF INTEREST CODE. MOTION PASSED BY
VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
3.4. City Manager's Annual Salary for Fiscal Year 2020/21
Recommended Action:
Approve City Manager’s annual salary of $265,000 effective July 1, 2020.
Mary Furey, Finance & Administrative Services Director, presented the staff report.
Mayor Miller invited public comment on the item.
13
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 7 of 8
No one requested to speak.
ZHAO/BERNALD MOVED TO APPROVE CITY MANAGER’S ANNUAL SALARY
OF $265,000 EFFECTIVE JULY 1, 2020.MOTION PASSED BY VERBAL ROLL
CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
COUNCIL ASSIGNMENTS
Mayor Howard Miller
Council Finance Committee – the Committee reviewed the Business License Renewal Extension
and reviewed the City’s EV charging stations policies.
Silicon Valley Clean Energy Authority Board of Directors – the Directors approved the annual
budget, announced the Cal EV program, which allows Cities to apply for grants for fast-charging
stations, and the Strategic Plan was updated.
Valley Transportation Authority (VTA) Policy Advisory Committee – the Committee received a
report on transit ridership, which is in a decline.
Vice Mayor Mary-Lynne Bernald
Cities Association of Santa Clara County Board of Directors – the Directors received reports on
Measure’s R, S, and T, also on Silicon Valley Bikes, and the State Route 85 update.
Council Finance Committee – Mayor Miller reported
Hakone Foundation Board & Executive Committee – the Executive Committee is setting up a
Master Plan fundraising committee.
Public Art Committee – the Committee reviewed plans for a 2021 cycle of Paint the city, Rainy
Day Poetry, a wall mural at Mint Leaf, and a potential artist for Gateway sculpture.
Santa Clara/Santa Cruz Airport/Community Roundtable – the Roundtable is setting up an ad hoc
committee to explore ways to become independent from the Cities Association.
Saratoga Historical Foundation – the Foundation Board discussed their goals.
Council Member Yan Zhao
Public Art Committee – the Committee discussed the sculpture program and a new artist,
accepted the budget for the Committee and is excited to work with Library & Community
Engagement Commission.
Saratoga Chamber of Commerce & Destination – attended the Chamber meeting but have
nothing to report.
West Valley Sanitation District– the district held a Closed Session and there is nothing to report.
nothing to report
Council Member Rishi Kumar
Nothing to report.
CITY COUNCIL ITEMS
None
14
Saratoga City Council Minutes ~ September 2, 2020 ~ Page 8 of 8
COUNCIL COMMUNICATIONS
None
CITY MANAGER'S REPORT
None
ADJOURNMENT
ZHAO/BERNALD MOVED TO ADJOURN THE MEETING AT 8:48 P.M. MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR..
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Debbie Bretschneider, City Clerk
City of Saratoga
15
Evangeline Bundang, Accounting Technician
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
BACKGROUND:
The information listed below provides detail for City check runs. Checks issued for $20,000 or greater are listed separately as well as
any checks that were voided during the time period. Fund information, by check run, is also provided in this report.
REPORT SUMMARY:
Attached are Check Registers for:
Date
Ending
Check #
9/16/2020 141803 141848 46 1,783,679.72 9/16/2020 9/10/2020 141802
Accounts Payable 9/24/2020 141849 141891 43 159,953.32 9/24/2020 9/16/2020 141848
Accounts Payable 9/30/2020 141892 141946 55 230,469.59 9/30/2020 9/24/2020 141891
Accounts Payable checks issued for $20,000 or greater:
Date Check # Dept. Amount
9/16/2020 141819 Mountain Bikers of Santa Cruz CIP Parks/Grant Project PW Saratoga-Sanborn Trail 170,898.18
9/16/2020 141822 SCC Office of the Sheriff General PS Law Enforcement Sept 2020 534,079.83
9/16/2020 141824 O'Grady Paving, Inc. CIP Streets Project PW 2020 Pavement Management 848,716.59
9/16/2020 141828 Portschy's Metal Design CIP Parks/Grant Project PW Saratoga-Sanborn Trail 48,995.61
9/16/2020 141838 Spray Mart II Vehicle/Equip Replacement PW Striping Machines 28,891.16
9/16/2020 141842 US Bank Purchasing Card Various Various Various City Expenses 22,386.09
9/16/2020 141845 Vista Landscape & Maintenance Various PW Landscape Services 21,883.00
9/24/2020 141861 Ekim Painting - North, Inc CIP Facility Project CDD CDD Lobby Project 59,591.00
9/24/2020 141891 West Valley Community Services General CMD FY20/21 Support Grant 28,000.00
9/30/2020 141930 San Jose Water Company Various PW Water Services 25,695.35
9/30/2020 141940 Villalobos & Associates CIP Streets Project/General PW Various Streets Projects 47,630.10
9/30/2020 141944 Vista Landscape & Maintenance Various PW Landscape Services 28,735.00
Accounts Payable checks voided during this time period:
AP Date Check # Amount
9/10/2020 141778 Santa Clara County Assessor Incorrect payee name 79.00
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
Fund Purpose
StatusReason Issued to
Issued to
Re-issued to new payee
Prior Check Register
Checks ReleasedTotal Checks Amount
Accounts Payable
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Finance & Administrative Services
9/16/2020 Period 3; 9/24/2020 Period 3; 9/30/2020 Period 3.
PREPARED BY:
Ending Check
#
Starting
Check #Type of Checks Date
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
SARATOGA CITY COUNCIL
MEETING DATE: October 7, 2020
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Ann Xu, Accountant
SUBJECT: Treasurer’s Report for the Month Ended August 31, 2020
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended August 31, 2020.
BACKGROUND:
California government code section 41004 requires that the City Treasurer submit to the City Clerk and the
legislative body a written report and accounting of all receipts, disbursements, and fund balances. The
Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the
City Treasurer. This report is prepared to fulfill this requirement.
The following attachments provide various financial transaction data for the City of Saratoga’s Funds
collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from
the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present.
FISCAL STATEMENT:
Cash and Investments Balance by Fund
As of August 31, 2020, the City had $336,820 in cash deposit at Comerica bank, and $23,391,189 on deposit
with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that effective
July 1, 2020: for cash flow purposes and to avoid occurrence of dry period financing, pooled cash from all
funds should not be allowed to fall below $1,000,000. The total pooled cash balance as of August 31, 2020
is $23,728,009 and exceeds the minimum limit required.
City’s Current Financial Position
In accordance with California government code section 53646 (b) (3), the City is financially well positioned
and able to meet its expenditure requirements for the next six months. As of August 31, 2020, the City’s
financial position (Assets $24.5M, Liabilities $3.2M and Fund Equity $21.3M) remains very strong and
there are no issues in meeting financial obligations now or in the foreseeable future.
Unrestricted Cash
Comerica Bank 336,820$
Deposit with LAIF 23,391,189$
Total Unrestricted Cash 23,728,009$
Cash Summary
35
The following Fund Balance schedule represents actual funding available for all funds at the end of the
monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are
components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted
by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance –
which represents the actual amount of funds available.
Fund Balance Designations
In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance
Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as
follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point
of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions;
“committed fund balance”, resources whose use is constrained by limitations the government imposes upon
itself through formal action at its highest level of decision making and remains binding unless removed in
the same manner; “assigned fund balance”, resources that reflects a government’s intended use of
resources, such intent would have to be established at either the highest level of decision making, by a body,
or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what
can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves
fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance.
ATTACHMENTS
A – Change in Total Fund Balances by Fund under GASB 54
B – Change in Total Fund Balances by CIP Project
C – Change in Cash Balance by Month
D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
Total Unrestricted Cash 23,728,009$
Plus: Assets 790,800
Less: Liabilities (3,222,369)
Ending Fund Balance 21,296,440$
Adjusting Cash to Ending Fund Balance
36
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
* Prior year fund balances are unaudited, and may not include all necessary adjustments. These figures will be updated in future
reports once the FY 2019/20 independent audit is completed.
**Fund balance overdrawn due to authorized spending of anticipated revenues.
Fund Description
Prior Year
Carryforward
7/1/2020*
Increase/
(Decrease)
Jul
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
8/31/2020
General Fund
Restricted Fund Balances:
Environmental Services Reserve 113,182 - - - - - 113,182
Committed Fund Balances:
Hillside Stability Reserve 1,000,000 - - - - - 1,000,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 2,514,134 - - - - - 2,514,134
Carryforwards Reserve - - - - - - -
Facility Reserve 3,200,000 - - - - - 3,200,000
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - - - 1,000,000
Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000
LLD Closeout Reserve 850,244 - - - - - 850,244
Compensated Absences Reserve 249,620 - - - - - 249,620
Other Unassigned Fund Balance Reserve (Pre YE distribution)2,357,755 609,263 757,762 3,959,753 - 2,485,500 (2,720,473)
General Fund Total 14,434,935 609,263 757,762 3,959,753 - 2,485,500 9,356,707
Special Revenue
Landscape/Lighting Districts 787,733 (1,515) 479 22,470 - - 764,227
Debt Service
Library Bond 788,245 (699,268) 1,190 750 - - 89,417
Arrowhead Bond 294,269 (117,333) - 100,675 - - 76,261
Debt Service 1,082,514 (816,600) 1,190 101,425 - - 165,678
Internal Service Fund
Liability/Risk Management 503,819 (366,441) - 10,962 - - 126,416
W orkers Compensation 252,012 (47,027) - 2,961 - - 202,023
Office Support Fund 135,793 (1,000) 1,627 7,611 - - 128,810
Information Technology Services 382,123 (50,820) (381) 66,191 - - 264,731
Vehicle & Equipment Maintenance 300,675 (7,710) - 10,575 - - 282,390
Building Maintenance 620,583 (28,616) - 59,295 - - 532,672
Vehicle & Equipment Replacement 537,331 - - - - - 537,331
Technology Replacement 603,042 - - - - - 603,042
Facility FFE Replacement 528,631 (900) - 550 - - 527,181
Internal Service Fund Total 3,864,011 (502,515) 1,247 158,146 - - 3,204,597
Trust/Agency
WVCWP Agency Fund 573,645 (46,026) - 41,258 - - 486,360
Arrowhead Project Fund 356,840 - - - - - 356,840
Trust/Agency Fund Total 930,484 (46,026) - 41,258 - - 843,200
Capital Project
Street Projects 2,237,394 16,821 29,275 294,586 905,500 - 2,894,403
Park and Trail Projects 1,135,854 - - 129,921 795,000 - 1,800,933
Facility Projects 802,334 (7,431) - 19,325 500,000 - 1,275,578
Administrative Projects 481,602 2,849 4,568 - 285,000 - 774,019
Tree Fund Projects 75,642 375 - 1,743 - - 74,274
Park In-Lieu Projects 205,590 - - - - - 205,590
CIP Grant Street Projects (251,717) 218,317 - - - - (33,400) **
CIP Grant Park & Trail Projects (21,234) - - 129,921 - - (151,155) **
CIP Grant Administrative Projects (118,978) - - 681 - - (119,659) **
Gas Tax Fund Projects 170,247 64,181 43,901 36,887 - - 241,442
CIP Fund Total 4,716,735 295,112 77,744 613,065 2,485,500 - 6,962,026
Total City 25,816,416 (462,281) 838,422 4,896,117 2,485,500 2,485,500 21,296,440
37
These figures will be updated for future reports once the FY 2017/18 pendent audit is completed.
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
*Prior year fund balances are unaudited, and may not include all necessary adjustments. These figures will be updated in future
reports once the FY 2019/20 independent audit is completed.
CIP Funds/Projects
Prior Year
Carryforward
7/1/2020*
Increase/
(Decrease)
Jul
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
8/31/2020
Street Projects
Annual Road Improvements 251,063 (1,682) 29,275 27,875 - - 250,781
Roadway Safety & Traffic Calming 30,882 - - - 75,000 - 105,882
Citywide Traffic Signal Battery Backup - - - - 150,000 - 150,000
Prospect/Saratoga Median Improvement 51,402 - - - 40,000 - 91,402
Citywide Signal Upgrade Project Phase II 10,000 - - - - - 10,000
Fruitvale/Allendale Improvement 317,389 - - 188,612 - - 128,777
Village Clock - 18,503 - 13,073 15,500 - 20,930
Annual Infrastructure Maintenance & Repairs - - - - 250,000 - 250,000
McFarland Avenue Curb and Gutter Replacement 349,176 - - 8,200 - - 340,976
Village Sidewalk, Curb & Gutter - Phase II Construction 59,230 - - 27,417 - - 31,813
EL Camino Grande Storm Drain Pump 19,098 - - 8,611 - - 10,486
Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000
Quito Road Sidewalk Improvements 43,370 - - - - - 43,370
Saratoga/Sunnyvale Road Sidewalk 92,158 - - - - - 92,158
Saratoga Sunnyvale Rd. Pathway Rehab Cox to RRX - - - - 125,000 - 125,000
Fourth Street Bridge Widening 99,837 - - - - - 99,837
Quito Road Bridge Replacement 119,007 - - - 50,000 - 169,007
Quito Road Bridge - ROW Acquisition 30,925 - - - - - 30,925
Annual Retaining Wall Maintenance & Repairs 121,113 - - 20,798 200,000 - 300,315
Mt. Eden Erosion Repair 175,000 - - - - - 175,000
Continental Circle Landslide Stabilization 325,000 - - - - - 325,000
Underground Project 98,744 - - - - - 98,744
Total Street Projects 2,237,394 16,821 29,275 294,586 905,500 - 2,894,403
Parks & Trails Projects
Park/Trail Repairs 15,787 - - - 125,000 - 140,787
Hakone Gardens Infrastructure Improvements 15,560 - - - - - 15,560
Hakone Pond Reconstruction - - - - 300,000 - 300,000
Kevin Moran Park Accessible Parking - - - - 95,000 - 95,000
Guava/Fredericksburg Entrance 80,262 - - - 250,000 - 330,262
Saratoga Village to Quarry Park Walkway - Design 203,989 - - - 25,000 - 228,989
Saratoga to Sea Trail - Construction 820,256 - - 129,921 - - 690,335
Total Parks & Trails Projects 1,135,854 - - 129,921 795,000 - 1,800,933
Facility Projects
CDD/PW Lobby Remodel 143,764 - - 4,305 - - 139,459
Civic Theater Improvements 109,175 - - - - - 109,175
PEG Funded Project 360,384 - - - - - 360,384
Preschool Turf Conversion 5,750 - - - - - 5,750
Senior Center Entrance Remodel 42,881 (7,431) - 15,020 - - 20,429
Community Center Improvement 130,380 - - - - - 130,380
Community Center Generator and EV Charging Stations - - - - 500,000 - 500,000
Library Building Exterior Maintenance 10,000 - - - - - 10,000
Total Facility Projects 802,334 (7,431) - 19,325 500,000 - 1,275,578
Administrative and Technology Projects
City Website/Intranet 16,948 - - - - - 16,948
Development Technology 98,354 2,849 4,568 - - - 105,772
LLD Initiation Match Program 25,000 - - - - - 25,000
Horseshoe Beautification 19,250 - - - - - 19,250
Citywide Accessibility Assessment 55,965 - - - - - 55,965
City Art Program 6,169 - - - 25,000 - 31,169
Safe Routes to School Needs Assessment - - - - 60,000 - 60,000
El Quito Neighborhood Improvements - - - - 150,000 - 150,000
General Plan Update 171,024 - - - - - 171,024
Wildfire Mitigation Program - - - - 50,000 - 50,000
Risk Management Project Funding 88,891 - - - - - 88,891
Total Administrative and Technology Projects 481,602 2,849 4,568 - 285,000 - 774,019
38
include
budgeted be updated for future reports once
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
* Prior year fund balances are unaudited, and may not include all necessary adjustments. These figures will be updated in future
reports once the FY 2019/20 independent audit is completed.
**Fund balance overdrawn due to authorized spending of anticipated revenues.
CIP Funds/Projects
Prior Year
Carryforward
7/1/2020*
Increase/
(Decrease)
Jul
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
8/31/2020
Tree Fund Projects
Citywide Tree Planting Program 51,517 - - 1,743 - - 49,774
Tree Dedication Program 24,125 375 - - - - 24,500
Total Tree Fund Projects 75,642 375 - 1,743 - - 74,274
CIP Grant Street Projects
Prospect/Saratoga Median Improvement (41,000) - - - - - (41,000) **
Citywide Signal Upgrade II (188,725) 218,317 - - - - 29,593
Saratoga Ave Sidewalk 50,261 - - - - - 50,261
Village Sidewalk, Curb & Gutter - Phase II Construction 39,909 - - - - - 39,909
Big Basin Way Sidewalk Repairs (131,311) - - - - - (131,311) **
Saratoga Village Crosswalk & Sidewalk Rehabilitation 3,368 - - - - - 3,368
4th Street Bridge 2,855 - - - - - 2,855
Quito Bridge Replacement 18,595 - - - - - 18,595
Quito Road Bridges - ROW Acquisition (5,670) - - - - - (5,670) **
Total CIP Grant Street Projects (251,717) 218,317 - - - - (33,400)
CIP Grant Park & Trail Projects
Saratoga to the Sea Trail - Design (21,234) - - 129,921 - - (151,155) **
Total CIP Grant Park & Trail Projects (21,234) - - 129,921 - - (151,155)
CIP Grant Administrative Projects
CDD Software/ADA (118,978) - - 681 - - (119,659) **
Total CIP Grant Administrative Projects (118,978) - - 681 - - (119,659)
Park In-Lieu Projects
Hakone Gardens Infrastructure 114,505 - - - - - 114,505
Saratoga Village to Quarry Park Walkway - Design 73,811 - - - - - 73,811
Unallocated Park In-Lieu Funds 17,274 - - - - - 17,274
Total Park In-Lieu Projects 205,590 - - - - - 205,590
Gas Tax Fund Projects
Annual Roadway Improvements 46,179 64,181 43,901 - - - 154,261
Prospect/Saratoga Median Improvements 48,278 - - - - - 48,278
Citywide Signal Upgrade II 64,728 - - 36,752 - - 27,976
Big Basin Way Sidewalk Repairs 3,977 - - 135 - - 3,842
Quito Road Bridges 7,085 - - - - - 7,085
Total Gas Tax Fund Projects 170,247 64,181 43,901 36,887 - - 241,442
Total CIP Funds 4,716,735 295,112 77,744 613,065 2,485,500 - 6,962,026
39
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
40
ATTACHMENT D
March June September December
1977 5.68 5.78 5.84 6.45
1978 6.97 7.35 7.86 8.32
1979 8.81 9.10 9.26 10.06
1980 11.11 11.54 10.01 10.47
1981 11.23 11.68 12.40 11.91
1982 11.82 11.99 11.74 10.71
1983 9.87 9.64 10.04 10.18
1984 10.32 10.88 11.53 11.41
1985 10.32 9.98 9.54 9.43
1986 9.09 8.39 7.81 7.48
1987 7.24 7.21 7.54 7.97
1988 8.01 7.87 8.20 8.45
1989 8.76 9.13 8.87 8.68
1990 8.52 8.50 8.39 8.27
1991 7.97 7.38 7.00 6.52
1992 5.87 5.45 4.97 4.67
1993 4.64 4.51 4.44 4.36
1994 4.25 4.45 4.96 5.37
1995 5.76 5.98 5.89 5.76
1996 5.62 5.52 5.57 5.58
1997 5.56 5.63 5.68 5.71
1998 5.70 5.66 5.64 5.46
1999 5.19 5.08 5.21 5.49
2000 5.80 6.18 6.47 6.52
2001 6.16 5.32 4.47 3.52
2002 2.96 2.75 2.63 2.31
2003 1.98 1.77 1.63 1.56
2004 1.47 1.44 1.67 2.00
2005 2.38 2.85 3.18 3.63
2006 4.03 4.53 4.93 5.11
2007 5.17 5.23 5.24 4.96
2008 4.18 3.11 2.77 2.54
2009 1.91 1.51 0.90 0.60
2010 0.56 0.56 0.51 0.46
2011 0.51 0.48 0.38 0.38
2012 0.38 0.36 0.35 0.32
2013 0.28 0.24 0.26 0.26
2014 0.24 0.22 0.24 0.25
2015 0.26 0.28 0.32 0.37
2016 0.46 0.55 0.60 0.68
2017 0.78 0.92 1.07 1.20
2018 1.51 1.90 2.16 2.40
2019 2.55 2.57 2.45 2.29
2020 2.03 1.47
Quarterly Apportionment Rates
Local Agency Investment Fund
41
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Community Development Department
PREPARED BY:Frances Reed, Administrative Technician
SUBJECT:Maintenance Agreement Renewal with CentralSquare for TRAKiT Software
RECOMMENDED ACTION:
Authorize the City Manager to execute a two-year renewal of the maintenance agreement with
CentralSquare Technologies for TRAKiT permit software.
BACKGROUND:
In 2007 the City began use of TRAKiT, an integrated suite of software modules for tracking and
managing parcel details, planning applications, building permits, code enforcement cases, and
business licenses. After a version upgrade last year, TRAKiT functions have expanded to include
iTRAKiT for tablet use in the field, eTRAKiT for online inspection scheduling and online
applications for some permits, integrated GIS services and online payment options, real-time
integration with Contractors State License Board.
The two-year renewal provides stability for current uses and existing processes and allows
flexibility for next generation versions and/or platforms (i.e. cloud based). This service and
maintenance agreement renewal is for 10 simultaneous users.
FISCAL STATEMENT:
The total amount of the two-year TRAKiT software maintenance and support contract is
$68,727.72. This funding is included in the Annual Operating Budget.
42
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Finance & Administrative Services
PREPARED BY:Mary Furey, Administrative Services Director
SUBJECT:ClearGov Three Year Contract
RECOMMENDED ACTION:
Receive report and direct City Manager to enter into a three-year contract with ClearGov.
BACKGROUND:
In late July, staff entered into a one year contract with ClearGov to implement their ‘Insight’ website
application. The ClearGov website application provides an infographic based presentation for financial
and demographic data that is readily understood by the common citizen. The application uses large font
type, simplistic graphs, and icons to enhance data transparency and accessibility. Many cities have started
using tools like ClearGov to make the budget more approachable and also allow the public to drill down
for more detailed information.A sample demographic display is shown below.
In conjunction with the above Insight product, staff is working with ClearGov to implement their online
budget process and digital budget book for use with next fiscal year’s budget development process. The
Government Financial Officer’s Association (GFOA), the organization that sets budget and financial
reporting standards, is shifting their budget document requirements toward this online infographic
presentation style as a means to make budget and financial data more user-friendly and accessible.
43
The infographics and drill down features bring an intuitive transparency to the data,making access to budget
information much simpler thanlookingthrough a traditional large multi-hundred page pdf budget document
in an online format. A sample display of departmental budget information in a digital budget book is shown
below.
While narrative information is also included in the department sections, ClearGov uses charts to replace
numerical schedules displaying dollar amounts. If more detailed information is wanted, the user can click
on the chart to see values or individual components that make up an amount, but the chart provides a visually
intuitive presentation first.
44
A second example below shows a snippet of a Capital Improvement Plan summary page listing project
budget items that once clicked on, brings you to detail project information similar to what is included in
our current budget document, but using large font and colorful graphs to enhance readability:
Another benefit of this online budget process and digital budget document is the automation of some
functions that will improve workflow, maintain presentation consistency, and reduce staff time spent on
document production. In addition, because the budget process and document preparation software is cloud-
based, it is conducive to remote access, if needed.
The City of Saratoga’s ‘Insight’ page showing demographic and a limited amount of summary financial
information will be available on the City’s website soon. This is a work-in-progress to be updated over
time. ClearGov also makes other city’s Insight and Budget information accessible through the site’s search
bar or by clicking on neighboring city links at the bottom of the webpage for easy comparison of data.
Staff initially contracted with ClearGov under a one-year contract to both expedite the implementation and
to get a feel for the product before committing long term. For this one year initial contract, the cost for the
application included a $5,400 set up fee and a $19,450 annual subscription fee. However, ClearGov also
offered to convert the one-year contract to a three year contract at the same annual subscription price
following Council’s summer recess, so that the City had time to work with ClearGov and get the product
ready for display on the City’s website.
The Finance Committee considered this contract extension at their September 24th meeting and
recommended approval.
FISCAL STATEMENT:
Adoption of a three year contract will obligate the City for annual subscription fees in the amount of
$19,450 for the following two fiscal years. The current fiscal year’s subscription fee and one-time set-up
fee totaling $24,850 was already paid for under the one-year contract term staff initially entered into.
45
SARATOGA CITY COUNCIL
MEETING DATE:October 07, 2020
DEPARTMENT:Public Works Department
PREPARED BY:Macedonio Nunez, Senior Engineer
SUBJECT:Authorize a 10% Contingency on the Contract with Trafficware-Cubic
RECOMMENDED ACTIONS:
Authorize a 10% Contingency in the amount of $19,935.00 on the contract with Trafficware –
Cubic.
BACKGROUND:
On April 15th 2020, the City Council authorized the City Manager to execute an agreement for
software and hardware with Trafficware –Cubic for $199,357.40 for an adaptive traffic control
system that allows existing signals to change and adapt based on real-time traffic demad at 6
signalized intersections in the City. At the time, a request for authorization for contingency funds
was inadvertently not included with the contract award. Staff therefore requests City Council
authorization for a 10% contingency in the amount of $19,935.00
ATTACHMENTS:
Attachment A –Trafficware-Cubic Contract
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Finance & Administrative Services
PREPARED BY:Mary Furey, Administrative Services Director,
SUBJECT:Council Policy for Community Funded Infrastructure Projects
RECOMMENDED ACTION:
Receive report and approve attached Council Policy for Community Funded Infrastructure Projects
BACKGROUND:
On occasion, residents or neighborhood groups approach the City to inquire about infrastructure
improvements. Many residents are not knowledgeable on the responsibility of the local government versus
private property owners and hence have expectations that the City will take care of desired improvements.
Often this just involves an educational discussion and the matter is resolved. Sometimes the issue is
resolved by the establishment of a Landscape & Lighting Assessment Zone to make desired minor
improvements which then transitions to the City maintaining the neighborhood frontage or community
property on an ongoing basis using funds generated from the Zone.
On occasion however, the infrastructure improvement is extensive and necessary, and so large that the
residents believe they cannot manage the improvement process themselves. Instead, they look to the City
to help them facilitate the engineering work, the funding, and the project management –believing that a
City issued bond is the answer to their funding problem. In recent years, this occurred with the Arrowhead
Water infrastructure improvement. That effort has led to establishing this Council Policy to document the
steps involved, and the City and Community’s role and responsibilities in pursuit of this effort.
DISCUSSION:
Because a bond issuance and community infrastructure improvement is a long and complicated process that
must be initiated from the neighborhood or community group level, this policy was developed as a step-by-
step process roadmap for residents interested in getting their project funded through a City bond issuance.
The Council Finance Committee reviewed the initial process handout and asked that it be made into a
Council Policy so that the process is documented for the future,and so that staff could provide community
groups with an official “District Formation and Bond Issuance Policy for Community-Funded Improvement
Projects”. Most importantly it provides guidance as to what they must first do themselves prior to the City
becoming involved, and then their overall responsibilities throughout the process.
The policy includes community coordination. application steps, the district formation process, and the bond
issuance process. There is a lengthy timeline and some eye-opening cost projections just to get to the point
of issuing a bond that residents should be aware of from the start.
88
Most importantly, this policy is intended to help the entire community group understand the City involved
process, and that a City issued bond is just one of their options. Providing the steps and estimated costs
involved will help facilitate necessary discussions within the community group to help residents be more
aware of what they are being asked to be involved in.
ATTACHMENTS:
Attachment A – Council Policy for Community Funded Infrastructure Projects
89
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
1
POLICY TITLE:District Formation and Bond Issuance Policy for
Community-Funded Infrastructure Projects
REGULATORY COMPLIANCE:Applicable statutes under California Government Code,
Title 5, Division 2, Part 1, Chapters 2.5-2.9 [53311-
53398.8]
DATE OF COUNCIL APPROVAL: October 7, 2020
POLICY CONTENT:
I.POLICY SCOPE & OBJECTIVE
A. Scope
B. Objective
II.DEFINITIONS
III.BACKGROUND
A. Project Initiation
B. Project Cost
C. Timeline
IV.COMMUNITY COORDINATION
A. Initiation
B. Project Parameters
C. Communication
D. Community Vote
V.COMMUNITY APPLICATION
A. Formal Request
B. District Formation Application
VI.DISTRICT FORMATION PROCESS
A.Initial Meeting
B. Process Begins
C. Structural Decisions
D. Obtain Consultants
E. Engineering
F. City Council Authorization
G. Election
H. City Council Approval
VII.BOND ISSUANCE
A. Bond Issuance Options
B. Cash Payment Option
C. Ongoing Bond Issuance Costs
D. Indenture Considerations
E. Bond Funds
F. Improvement Project
90
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
2
I.POLICY SCOPE AND OBJECTIVES
A. Scope –This policy outlines the process to establish a legal community-based entity
for the purpose of financing the construction or acquisition of community owned
infrastructure improvements, including both the Community’s and the City’s roles and
responsibilities, and the process to create an established special tax district to pursue
bond funding.
Special Tax Districts are commonly formed as Community Facilities Districts (CFD) for
the purpose of issuing a bond to provide the funding needed for the community
infrastructure improvement, and the annual tax assessment for debt service on the
bond.
B. Objectives –To provide guidance in a step-by-step process regarding the legal and
financial roles and responsibilities of community members interested in forming an
agreement to fund an improvement project prior to beginning a district formation
and/or project funding process. The intent is to ensure community leaders understand
what is required prior to beginning this lengthy endeavor, and have this policy as a
tool to clearly and fully communicate the process to their community
II.POLICY DEFINITIONS
A. Assessment District –Not a separate governmental entity, but rather a defined area
of land or properties which will benefit from the acquisition, construction or
maintenance of a public improvement.
B. Bond –A certificate of debt issued by an entity, guaranteeing payment of the original
funding amount plus interest, by a specified future date.
C. Bond Indenture –A legal contract that specifies the scope and responsibilities of the
borrower, the trustee, and the lender, and the characteristics of the bond, such as the
maturity date, coupon rate, restrictions, and actions if the issuer fails to make timely
payments.
D. Community –In this context, community refers to a collection of property owners of
adjoining parcels within an established boundary, who share a common interest or
benefit in a proposed improvement. Also referred to as a “neighborhood”.
E. Community Facilities District (CFD) –A distinct legal entity established for the
purpose of issuing a financial obligation such as a bond, for the planning, design,
acquisition, construction, and/or operations of facilities, within an identified area.
Property owners within the district boundaries vote to both establish the District itself,
and authorize a maximum special tax to be levied on taxable property within the
district boundaries. Revenues received from the special tax can only be used for the
purposes defined at the time of CFD formation or approval, inclusive of debt service
payments and associated bond expenses.
Special Tax liens are recorded against the title of properties within the district.
California Civil Code Section 1102.6 requires that the Special Tax lien be disclosed to
91
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
3
a buyer when the property is subsequently sold. Any outstanding Special Tax lien is
assumed with the purchase for the life of the CFD.
F. Community Leader –Refers to duly elected personnel who have agreed to represent
the community in the effort to accomplish a district formation and subsequent
improvement project funding. A community association must be established for the
purpose of electing members to representative positions.
G. Landscape & Lighting District –A type of assessment district where a residential
or business community has elected to assess each property owner a Special Tax for
construction and/or maintenance of their commonly shared gateway landscaping,
roadway frontage, or street-lighting system.
H. Special Tax –A tax that is assessed, collected, and used for a specific purpose. Under
this policy, a Special Tax is limited to the group of property owners who voted to
become an Assessment District. A two-thirds vote of the electorate is required to
impose, extend or increase a special tax.
III.BACKGROUND
A. Project Initiation – Community-funded improvement projects are initiated by a
neighborhood that sees a need for a community-wide improvement, such as upgrading
a private roadway, undergrounding wire infrastructure, or replacing a small private
water system for acceptance into the local water system utility.
B. Project Cost –While neighborhood improvements can be undertaken as private
projects without the City’s involvement, large-scale infrastructure improvements are
often cost-prohibitive or may require ongoing maintenance. In these situations,
neighborhoods may look to the City for assistance to manage the improvement
process. Improvement-project requestors should be made aware at the initial meeting
that the entire cost of the privately owned infrastructure project will be funded by the
neighborhood community, inclusive of City staff time and legal fees.
Due to the cost involved with a district formation and bond issuance, City policy hereby
establishes a minimum project improvement cost of $1 million to be eligible for City
assistance. Additionally, participants are required to pay formation costs and pre-bond
issuance costs before the City will begin the process.
City staff will provide estimated cost information for official requests; participants
should expect a minimum of $50,000 for district formation costs, additional funding
for engineer work if needed, and any pre-bond issuance costs that are not paid for as
part of the bond issuance. Altogether, these initial costs could total around $150,000
prior to a bond issuance and its associated costs.
C. Timeline –Community-funded improvement projects incorporate many steps with
some legally required notification and/or waiting periods. The speed of the
community’s cohesive decision-making and community leadership is the first variable
in the timeline that determines the speed of the process. Once the Community has
agreement on project and funding choices, they can move forward with a request to
92
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
4
the City. The City Council’s CFD formation and bond authorization process will typically
take between four and six months. During this time, the community should ensure
that they have finalized engineering or construction plans and determined project costs
through professional estimates. Following City Council approval, the project’s funding
timeline is determined by the community’s funding choices and actions. The project
construction timeline begins after the funding is in place.
IV.COMMUNITY COORDINATION
A. Initiation –A district formation is initiated by interested residents in a community,
through meeting with their neighbors to:
1. Discuss the need for an infrastructure improvement.
2. Determine the improvement project scope and the proposed district’s boundaries.
3. Hold community-wide meetings to choose leaders willing to guide the improvement
project on the community’s behalf, act as the main contacts for the project, and
communicate with the entire community group during the process. A neighborhood
community must first have an established association to elect community leaders.
B. Project Parameters – Community leaders discuss and refine improvement project
parameters to:
1. Articulate a clearly defined improvement project in writing
2. Identify community boundaries and property ownership information
3. Determine initial implementation and improvement project funding methodology
4. Obtain expert advice on desired infrastructure project and/or engineering plans
5. Identify project urgency, project contingencies, and a realistic timeline
6. Determine anticipated project costs
C. Communication - Community Leaders:
1. Ensure project information and feedback is disseminated to entire community,
including total funding requirements, per household cost, possible funding options,
and community’s members concerns and responses.
a. Project funding option discussions shall include:
Community association self-funding of project
City-established district with annual assessments for funding over time
City-established district with bond issuance for immediate funding
2. Discuss and inform community of District formation and bond issuance process,
and pre-funding requirements to move forward:
District formation costs of approximately $50,000
Pre-bond issuance costs of approximately $50,000
Estimated cost of engineering plans. Engineering costs vary per project, and
can be conducted after bond issuance. However, if plans are prepared after
bond issuance, the bond sizing would be less certain, require a larger
contingency, and the project timeline extended prior to beginning construction)
93
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
5
Potential for added legal fee costs if community members do not move forward
as a united group
3. Discuss bond issuance costs – both initial and ongoing costs.
4. Discuss improvement project costs, contingencies, alternatives, etc.
5. Discuss the method and allocation of tax assessments to property owners.
6. Discuss option to allow property owners to pay their share of project cost prior to
bond issuance, to eliminate participation in bond issuance.
D. Community Vote - A preliminary vote of all community members should be taken to
gauge majority opinion on moving forward with district formation and bond issuance.
While the City highly recommends 100% approval of district formation and bond
issuance, if the community is at least 2/3 in favor1 of establishing a district and funding
City involvement, the community leadership may then contact the City’s Public Works
Director to begin the process. extraordinary
V.COMMUNITY APPLICATION
A. Formal Request – A community group’s formal request to the City to form a
Community Facility District (CFD) or similar assessment district for the purpose of
financing community infrastructure through the issuance of special tax bonds requires
a packet of information be submitted to City. The City will then consider such requests
in the context of State law and City Policy.
B. District Formation Application –To request the City begin the district formation
process, the community must provide:
1. A petition signed by at least 2/3 of homeowners (1 vote per property) requesting
the City to proceed with the district formation process.
2. Documentation authorizing who the community association has elected as the
community leaders to act on the community’s behalf to proceed with the request.
3. A clearly defined scope of work describing the improvement project.
4. Project cost estimates at a minimum, or preferably more refined estimates from a
draft engineering plan.
5. Information to explain the need and/or urgency of the project, project alternatives,
project funding maximum authorization for bond issuance, and the proposed
method of cost allocation.
6. Defined district boundaries (must be entirely within city limits) for the proposed
Special Tax District, with addresses and property owner contact information.
7. A signed acknowledgement that the community is aware a $50,000 deposit is
required to begin the district formation process, and that the use of the deposit
funds shall in no way be construed as requiring the City to issue bonds or to provide
reimbursement of expended funds if the district formation and/or bond issuance
process is not successful.
8. A signed Funding and Indemnification agreement (provided by the City)
acknowledging the community understands they are liable to protect the City
against lawsuits associated with district formation and project funding, and will be
94
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
6
required to provide commercial general liability insurance for this purpose. The
agreement also requires the community group to submit additional funding if
needed to complete the district formation process. The deposit is to be provided
at initial City Meeting, prior to the start of the district formation work. The City’s
Risk Manager will provide project specific insurance requirements.
V.DISTRICT FORMATION PROCESS
A. Initial Meeting -City staff to meet with community leaders to review:
1. Completeness of their ‘Request for District Formation’ application.
2. District formation options and community preferences.
3. District formation costs for attorneys, staff time, consultants, election costs, etc.
4. Engineering design/plan preparation options.
The Community may retain an engineer to design/prepare cost estimate for
improvement, or ask the City to do so on their behalf. Engineering plans are
recommended to ensure proper financing/bond-sizing.
5. City’s funding and indemnification requirements. The City requires the community
to submit payment from a community’s association account. Individual payments
will not be accepted.
6. Steps and timeline in the district formation and bond issuance process.
B. Process Begins –Once the agreement is signed, funded, and proof of insurance is
received, the City will assemble a team of district formation consultants.
C. Structural Decisions – To bring the district formation and bond issuance requests to
the City Council, the community leaders and the City must finalize and clearly define
a number of decision points:
District formation boundaries
Limited purpose of the CFD (clearly defined project)
The rate and method of the special tax assessment allocation
This information will also be used for the ballot measure that goes to the electorate to
authorize the district formation and bond issuance election.
D. Obtain Consultants –For critical guidance in how bond issues and assessments are
structured and ultimately the success in the approval and issuance of a bond measure,
the City will contract with consultants to assist with preparing the documents for
Council approval. Financial Advisors and/or Underwriters provide expertise in the bond
market and bond issuance requirements, and Special Tax Consultants provide
expertise in the structure of bond assessment and special tax allocation calculations.
E. Engineering –At this point, the community will have decided whether to fund the
engineering design and cost estimate work themselves, or to wait until the bond is
issued so that the expense can be paid from bond funds. If the community wants the
City to hire an engineering firm to complete the design process and cost estimate work
prior to bond issuance, an additional funding deposit is required.
95
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
7
F. City Council Authorization –Once the district formation, project details, tax
assessments, and bond issuance particulars are finalized, staff will bring two
resolutions and a petition to the City Council meeting for approval:
1. Resolution of ‘Intent to Establish a Community Facilities District and to Authorize
the Levy of Special Taxes’
2. Resolution to ‘Incur Bonded Indebtedness of the Proposed Community Facilities
District’
3. Petition to create a Community Facilities District (hold an election)
G. Election – If Council approves the district and bond issuance resolutions, a special
election will be held for the community. If the community votes to approve the district
formation and bond issuance by at least 2/3 of the voters, the process will continue.
If not, staff will refund any remaining deposit back to the community group.
H. City Council Approval–If the community voted in favor of becoming a CFD and the
issuance of a bond to fund the improvement project, staff will bring a resolution back
to the City Council to: approve the formation of the CFD; levy a special tax, and;
establish an appropriation limit for the district. The City Council will hold a public
hearing for this purpose and consider community input. If City Council approves the
resolution, the bond issuance process begins.
VI.BOND ISSUANCE
A. Bond Issuance Options –Community leaders will have become acquainted with the
bond issuance process in the initial meetings with the Financial Advisor and/or
Underwriters. The bond consultants will update the CFD leaders with current market
information, trends, and any other pertinent information, such as the difference in a
private sale vs public sale. The CFD leaders will provide the City and consultants with
their decision(s).
1. Publicly offered bonds are rated in conjunction with the City’s high investment
grade rating, thereby lowering the risk for bond issuers and attracting more buyers.
Generally, the competitive process will take longer to complete due to additional
steps to prepare the bond for market, the time on the marketplace to gather
interest and to set a purchase date. This results in higher bond issuance expenses,
but lower interest costs as the buyers compete against each other.
2. Private bonds can be issued by qualified buyers who agree to hold the bonds to
maturity, or sell to another qualified buyer under those same terms. Underwriters
generally have relationships with qualified buyers and find those interested parties,
negotiate the deal, and wrap up the details in a matter of days. This eliminates
both time and bond issuance costs. Typically, interest rates are higher in private
sales, so CFD participants would decide on whether this option is acceptable.
B. Cash Payment Option –If the community agreement allows, property owners will
have the opportunity to forgo participating in the bond issuance if they choose to
contribute their share of the improvement project costs by a set date prior to the bond
issuance. The Special Tax consultant will work out the contribution amounts and
payment due date.
96
CITY COUNCIL POLICY
@BCL@D40EA17D.docx
8
C. Ongoing Bond Issuance Costs – Bondholders will be responsible for the bond
issuance and annual costs associated with administering tax collection, debt service
payments, and regulatory reporting. As these fees are borne only by those members
who remain bondholders, the smaller the group becomes, the fewer property owners
to share the cost burden.
D. Bond Indenture considerations –The Bond Indenture is the legal contract between
the borrower, the trustee, and the lender. This indenture establishes the official rules
in a bond issuance. The bond’s trustee (bank) is obligated to strictly comply with what
is stated in the indenture, so it is essential that the funding distribution of excess
funds, and the process for how subsequent bond payoffs are handled are expressed in
precise and accurate detail.
E. Bond Funds -When a bond is issued, the proceeds will go into separate accounts to
represent funding allowed for uses such as:
1. Cost of Issuance –this account holds the funds due to pay off bond issuance
consultants, such as bond attorneys, underwriters, debt issuance fees, etc.
2. Project Improvement Funds –this account holds the funds issued for the project
improvement costs. The City will submit requests for payment to the contractors
and other related improvement costs. The bond bank will pay the vendors directly.
Once the project is completed, the bond indenture will call out how remaining funds
are treated, either to be applied to pay down principal at the next bond call, or to
use to reduce debt service for the bond holders.
3. Reserve –this account holds a set percentage of funds for security as required by
the issuer to ensure the debt service is paid if a borrower does not fulfill their
obligation. A participant’s share of the reserve is utilized in the buyout of their
debt service if they pay off their debt after issuance. Any remaining reserve funds
are used toward the final debt service payments.
F. Improvement Project –Once the improvement project is complete, a notice of
completion shall be sent to the bond bank. This will allow for the final steps to proceed
as described in the indenture.
97
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Public Works Department
PREPARED BY:Mainini Cabute, Environmental Programs Manager
SUBJECT:Quito Road Speed Limit Update
RECOMMENDED ACTION:
Accept Report on the Quito Road Speed Limit Update.
BACKGROUND:
On April 15, 2020, the City Council adopted the 2020 Saratoga Speed Survey, which examined
Saratoga’s local speed trends, existing speed limits, collision records, roadway traffic and roadside
conditions and safety and speed compliance near schools.
During the Saratoga Speed Survey process, the Sheriff’s Department expressed that radar enforcement
would be most impactful on Quito Road between Bicknell Avenue and Pollard Road and
recommended that the City increase the posted speed limit from 25 mph to 30 mph to allow for radar
enforcement. Increasing this section of Quito Road would make the full stretch of Quito Road
consistently 30 mph. The Sheriff did not recommend increasing speed limits on any other segment in
Saratoga.
At the April 15th meeting, the City Council directed staff to return to a future City Council meeting
with legislation to reduce the speed on Saratoga Ave and increase speed on Quito Road between
Bicknell Ave and Pollard Road. On July 1, 2020, the City Council adopted an ordinance to reduce the
speed limit on Saratoga Avenue between Fruitvale Avenue and Dagmar Drive.
During staff’s review and preparation of the Quito Road speed limit ordinance, staff discovered that a
segment of Quito Road is in the Town of Los Gatos.
Staff contacted the Town of Los Gatos Public Works (PW) Director to begin a discussion about the
speed limit issue. The Town’s PW Director preferred pursuing traffic calming strategies to decrease
speeding on Quito Road. Additionally, the Town will help fund the cost of design and construction of
the traffic calming improvements.
On September 10, 2020, the Saratoga Traffic Safety Commission received an update regarding the
Quito Road speed limit. At that meeting, the TSC directed the City’s traffic engineer to develop a
traffic calming plan to decrease speeding on Quito Road and to continue working with the Town of Los
98
Page 2 of 2
Gatos. City staff plans on reaching out to the Town of Los Gatos once the draft traffic calming plan has
been developed and to discuss next steps.
Staff recommends that the City Council accept this status report on the Quito Road speed limit between
Bicknell Ave and Pollard Road and to postpone increasing the speed limit until traffic calming efforts
are implemented.
99
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Community Development Department
PREPARED BY:Christopher Riordan, AICP, Senior Planner
SUBJECT:Amendment to Accessory Dwelling Unit Ordinance
RECOMMENDED ACTION:
(1)Conduct a public hearing.
(2)Introduce and waive the first reading of the attached ordinance adopting and modifying Article
15-56 (Accessory Dwelling Units)to incorporate changes required by State housing law.
(3)Direct staff to place the ordinance on the consent calendar for adoption on October 21, 2020.
BACKGROUND:
In 2019 the State Legislature passed a suite of bills (AB 68, AB 587, AB 671, AB 881, and SB 13)
amending Government Code Sections 65852.2 and 65852.22. These bills, which became effective
on January 1, 2020, are aimed at promoting Accessory Dwelling Units (ADUs)as one component
in the solution to help address the current housing crisis in California. The primary modifications
to the City’s ADU regulations to align with new legislation are the elimination of minimum parcel
sizes, reduction of setbacks, and maximum allowable floor area and site coverage requirements
which do not permit at least an 800 square foot ADU.
Saratoga currently provides a ministerial (non-discretionary) permitting process for ADUs and as
an incentive to promote their construction has offered a 10% floor area bonus for deed restricted
ADUs for rental to below market rate households.
For some time now, ADUs have been the topic of the most common questions received by the
Community Development Department. Since 2015 the City has issued 79 building permits for
new ADUs. Since January 2020 the City has issued Planning approvals for 50 new ADU
applications. While the number of constructed ADUs are counted towards the City’s RHNA
allocation, ADUs alone can only be expected to partially fulfill the City’s RHNA requirement. The
City’s most recent Annual Housing Report is provided as Attachment B.
100
Report to the City Council
Amendment to ADU Ordinance
October 7, 2020
Page | 2
Planning Commission Review
At their meeting of July 8, 2020, the Planning Commission recommended adoption of the proposed
amendments to the City’s ADU regulations. During the meeting, the Community Development
Department received a letter via email from “Californians for Homeownership” which included
their concerns with several provisions of the ordinance. Californians for Homeownership states
that it is a non-profit organization that works to address California’s housing crisis by enforcing
State housing laws and fighting unlawful policies that limit access to housing affordable for
families at all income levels. Staff reviewed the letter with the Assistant City Attorney, and it was
recommended the ordinance be clarified with additional modifications and returned to the
Commission for additional review.
On September 9, 2020, the Planning Commission reviewed the additional modifications to the
ordinance and recommended adoption of the proposed amendments.
The proposed modifications to the ADU ordinance are summarized below.
DISCUSSION:
Floor Area / Site Coverage
The existing City Code considers the floor area of ADUs (both attached and detached) in the
maximum allowable floor area of a site. The new legislation does not allow maximum floor area or
site coverage to preclude the construction of an ADU that is not at least 800 square feet. As an
example, a 10,000 square foot lot has a maximum allowable floor area of 3,200 square feet. If the
property owner was to construct a 3,200 square foot primary dwelling, then under the new State
legislation the property owner must still have the opportunity to construct at least an 800 square foot
attached or detached ADU.
Similar to the new legislation’s impact on calculation of maximum allowable floor area, the new
legislation does not permit application of site coverage standards in a manner that precludes
construction of an ADU that is at least 800 square feet.
Property owners who have not maximized a site’s allowable floor area can construct a detached or
attached ADUup to 1,200 square feetthat conforms to the total allowable floor areaandsite coverage
of the sitewith setback standards the same as the primary dwelling. Note thatwith respect to setbacks,
the new state legislation would allow a detached ADU that does not exceed 850 square feet square
feet for a one bedroom or 1,000 square feet for a two bedroom to be located in a rear or sideyard
setback area – larger ADUs could not be located in a setback area.
Setbacks / Building Height
Existing setback requirements for ADUs are the same as those for a primary dwelling. The new
legislation would allow a minimum four-foot side and rear setback for detached ADUs. The setbacks
may be less than four feet if the ADU is built on the footprint, and to the exact dimensions, of an
existing structure that isdemolished to constructthe ADU. ADUs located within a side or rear setback
area are limited to a height of 16 feet. No changes are proposed to existing City Code provisions
which allow an ADU with a maximum height of 26 feet which conforms to all setbacks.
101
Report to the City Council
Amendment to ADU Ordinance
October 7, 2020
Page | 3
Lot Size
The current City Code requires a lot size of not less than 90% of the minimum standard prescribed
for the underlying zoning district, i.e., a minimum parcel size of 9,000 square feet in the R-1-10,000
zoning district, as a qualifying factor to construct an ADU. The proposed ordinance would eliminate
minimum lot size requirements for all ADUs as required by State law.
JADU + Detached ADU
One Junior ADU (JADU) can now be combined with one detached ADU on a single-family lot. The
City’s current regulations allow one ADU per residential parcel – either a JADU or an ADU – and
the JADU must be contained in an existingsingle-family structure. To conform to the new State law,
the attached ordinance would allow a JADU to be contained within aproposed single-family dwelling
aswell. A single-family parcel could simultaneously include a primary dwelling, an attached JADU,
and a detached ADU resulting in three dwelling units on one lot.
Multifamily Dwellings
The State legislation also requires that alot containing an existing multifamily dwelling be authorized
to include two detached ADUs no larger than 800 square feet in size and 16 feet in height with four-
foot rear and side yard setbacks. In addition, existing non-livable space within the multifamily
structure is authorized tobe converted to ADUs equal to 25% of the number of existing dwelling units
in the structure. Examples of non-livable space include storage rooms, passageways, attics,
basements, or garages. The attached ordinance implements these requirements.
Parking
In accordance with the new State law, enclosed parking is no longer required to be replaced when a
garage or carport is demolished and or converted to create an ADU and enclosed parking within a
garage is no longer required for an ADU. Parking may be provided as tandem parking on a driveway.
However, no parking is required of any ADU that meets various statutory exceptions, including an
ADU within one-half mile walking distance of any public transit. The City Code currently allows a
waiver of its enclosed parking requirementsif a property owner agrees to record a deed restriction on
the property so that either the ADU or JADU can only be rented to below market rate households;
because the State law has eliminated the ability to require enclosed parking this incentive for deed
restricted units will no longer be available.
Correction of Zoning Violations
The City cannot require that an applicant correct existing zoning violations on the property as a
condition of granting a permit to build an ADU. Independent of issuing the permit for the ADU the
City can still pursue code enforcement of zoning violations.
Use of ADU’s as Short-Term Rentals
The new legislation prohibits ADUs from being used as short-term rentals (STRs). The City considers
STRs to be a hotel use (transient occupancy for periods of 30 days or less), and hotels are not a
permitted use in R-1 zoning districts. The proposed ordinance does not allow ADUs to be utilized as
STRs.
102
Report to the City Council
Amendment to ADU Ordinance
October 7, 2020
Page | 4
No Owner – Occupancy Restrictions
The legislation invalidates owner-occupancy restrictions on standard ADUs applications until 2025.
The City’s existing Code provisions require that a lot containing an ADU be occupied by the owner
of the lot (in the primary dwelling or the ADU). The proposed ordinance complies with State law
and includes an owner-occupancy restriction for ADU applications received after January 1, 2025,
when the State law provision sunsets. Note that, the new legislation does not impact owner-
occupancy requirements for JADUs and the City’s owner-occupancy requirements for JADUs will
remain unchanged.
Timing
The City must act on ADU applications within 60 days (the current Code allows a review period of
120 days) or the application will be deemed approved consistent with State law.
Deed Restricted ADUs / Floor Area Bonus
The City Code currently includes a ten percent floor area bonus above the maximum allowable floor
area of a site if a property owner agrees to record a deed restriction on the property so that either the
ADU or JADU can only be rented to below market rate households.
In most instances the new regulations which allow an 800 square foot ADU “by right” exceed the
floor area provided by a ten percent floor area increase. This has removed the incentive the City has
relied on as a mechanism to address the State’s requirement to provide affordable housing. As an
example, the floor area bonus for a 40,000 square foot lot with a maximum allowable floor area of
6,000 square feet would provide 600 square feet of additional floor area.
The Planning Commission recommended maintaining the 10% floor area bonus for deed restricted
ADUs but only in instances where the net lot size is 10,000 square feetor more. This floor area bonus
would be in addition to the 800 square feet “by right” ADU. Based on the 40,000 square foot lot
example, a property owner could construct 6,600 square feet of floor area plus an additional 800
square feet for an ADU that is deed restricted for a total of 7,400 square feet.
ADVERTISING, NOTICING AND PUBLIC CONTACT
Notice of the public hearing was published in the Saratoga News on September 25, 2020.
ENVIRONMENTAL DETERMINATION:
The proposed ordinance is exempt from California Environmental Quality Act (CEQA) pursuant
to Section 21080.17 of the Public Resources Code which applies to ordinances implementing the
new State ADU laws and CEQA Guidelines section 15282(h) which categorically exempts
adoption of an ordinance by a City to implement the provisions of Government Code Sections
65852.1 and 65852.2 governing accessory dwelling units. Furthermore, the proposed ordinance
is exempt pursuant to CEQA Guidelines section 15061(b)(3). CEQA applies only to projects which
have the potential of causing a significant effect on the environment. Where it can be seen with
certainty that there is no reasonably possibility that the activity in question may have a significant
effect on the environment, the activity is not subject to CEQA. In this circumstance, the ordinance
amendment would have a de minimis impact on the environment.
103
Report to the City Council
Amendment to ADU Ordinance
October 7, 2020
Page | 5
ATTACHMENT:
A. Ordinance
B. 2019 Housing Element Annual Progress Report
104
Attachment A
Ordinance No.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SARATOGA AMENDING ARTICLE 15-56 OF THE CITY CODE
(ACCESSORY DWELLING UNITS)
The City Council of the City of Saratoga finds that:
Findings:
1.The State Legislature passed a suite of bills (AB 68, AB 587, AB 671, AB 881,
SB 13) amending Government Code Sections 65852.2 and 65852.22 which.
became effective on January 1, 2020. The bills have the intent of promoting
Accessory Dwelling Units as a partial solution to the State’s housing crisis.
2.This ordinance amends Saratoga Municipal Code Chapter 15- Zoning Regulations
to incorporate the modifications to State housing law. These amendments were
considered by the Planning Commission of the City of Saratoga at duly noticed
public hearings on July 8 and September 9, 2020. Following consideration of all
testimony and written materials, the Planning Commission on September 9, 2020
recommended that the City Council adopt the amendments to Chapter 15 set forth
herein.
3.The City Council of the City of Saratoga held a duly noticed public hearing on
October 7, 2020, and after considering all testimony and written materials
provided in connection with that hearing introduced this ordinance and waived the
reading thereof and adopted the ordinance on October 21, 2020.
Therefore, the City Council hereby ordains as follows:
Section 1.Adoption.
Section 15-56 (Accessory Dwelling Unit Regulations) of the Saratoga City Code is
amended as set forth in Exhibit A.
Section 2.Severance Clause.
The City Council declares that each section, sub-section, paragraph, sub-paragraph,
sentence, clause and phrase of this ordinance is severable and independent of every other
section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this
ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or
phrase of this ordinance is held invalid, the City Council declares that it would have
adopted the remaining provisions of this ordinance irrespective of the portion held
invalid, and further declares its express intent that the remaining portions of this
ordinance should remain in effect after the invalid portion has been eliminated.
105
Section 3. California Environmental Quality Act
The proposed ordinance is exempt from California Environmental Quality Act (CEQA)
pursuant to Section 21080.17 of the Public Resources Code and CEQA Guidelines
section 15282(h) which categorically exempts adoption of an ordinance by a City to
implement the provisions of Government Code Sections 65852.1 and 65852.2 governing
accessory dwelling units. Furthermore, the proposed ordinance is exempt pursuant to
CEQA Guidelines section 15061(b)(3). CEQA applies only to projects which have the
potential of causing a significant effect on the environment. Where it can be seen with
certainty that there is no reasonably possibility that the activity in question may have a
significant effect on the environment, the activity is not subject to CEQA. In this
circumstance, the ordinance will have a de minimis impact on the environment.
Section 4. Publication.
A summary of this ordinance shall be published in a newspaper of general circulation of the
Cityof Saratoga within fifteen days after its adoption.
Following a duly noticed public hearing the foregoing ordinance was introduced at the
regular meeting of the City Council of the City of Saratoga held on the 7th day of October
2020 and was adopted by the following vote on October 21,2020.
AYES:
NOES:
ABSENT:
ABSTAIN:
____________________________________
Howard A. Miller, Mayor
ATTEST:
DATE:
Debbie Bretschneider
CITY CLERK
APPROVED AS TO FORM:
_______________________________
Richard Taylor
CITY ATTORNEY
DATE: ________________
106
Exhibit A – Updates to Article 15-56 (Accessory Dwelling Units)
The provisions of the Saratoga Municipal Code set forth below are amended or adopted
as follows:
Text added to existing provisions is shown in bold double-underlined text
(example)and text to be deleted is shown in strikethrough (example). Text in
italics is explanatory and is not an amendment to the Code except in cases where
it directs renumbering of subsections not otherwise amended.
Article 15-06 - DEFINITIONS
15-06.240 - Dwelling.
"Dwelling" means a permanent building, or a portion of a permanent building used as the
personal residence of the occupants thereof, excluding trailers, campers, recreational
vehicles, hotels, motels, bed and breakfast establishments, tents and temporary structures.
(a) Dwelling unit means a room or group of rooms including living, sleeping, eating,
cooking and sanitation facilities, constituting separate and independent housekeeping
units, occupied or intended for occupancy by one family on a permanent basis and having
not more than one kitchen.
(b) Single-family dwelling means a dwelling unit constituting the only main
structure upon a single building site.
(c) Multi-family dwelling means a structure or site containing more than one
dwelling unit, designed for occupancy by more than one family living independently of
each other, and doing their own cooking in the building. However, a single-family
dwelling and a lawful accessory dwelling unit located upon the same site shall not be
deemed a multi-family dwelling.
(d) Accessory dwelling unit means an attached or detached residential dwelling unit,
built or legalized pursuant to this Chapter, which provides complete independent living
facilities for one or more persons, including permanent provisions for living, cooking,
sleeping and sanitation and that meets all requirements set forth in Article 15-56 on a
lot within the A, R-1, or HR district where a legally created single-family dwelling is
situated. Accessory dwelling units are not to be sold separately from the main dwelling
but may be rented. An accessory dwelling unit also includes the following:
(1) An accessory dwelling unit that is an efficiency unit, as defined in Health and
Safety Code Section 17958.1.
(2) An accessory dwelling unit that is a manufactured home, as defined in Health and
Safety Code Section 18007.
(e) Junior accessory dwelling unit is a unit that is no more than 500 square feet in
size, contained entirely within an existing or proposed single-family dwelling or
accessory structure, and that meets all requirements set forth in Article 15-56 subsection
107
15-56.030(b)(2). A junior accessory dwelling unit may include separate sanitation
facilities or may share sanitation facilities with the existing structure.
Article 15-56 - ACCESSORY DWELLING UNITS
15-56.010 – Purpose of Article.
The purpose of this Article is to authorize the establishment of accessory dwelling units
and junior accessory dwelling units in districts zoned to allow for single-family or multi-
family dwellings residential zoning districts to comply with state law and to help achieve
the goals and policies of the Housing Element of the Saratoga General Plan. Controlled
construction of accessory dwelling units and junior accessory dwelling units will promote
a stable heterogeneous community with a balanced social and economic mix.
15-56.015 - Definitions.
The following definitions apply only to this Article:
(1) Accessory dwelling unit as defined in Article 15-06.
(2) Junior accessory dwelling unit as defined in Article 15-06.
(3) Living area means the interior habitable area of a dwelling unit including
basements and attics but does not include a garage or any accessory structure.
(4) Passageway means a pathway that is unobstructed clear to the sky and extends
from a street to one entrance of the accessory dwelling unit.
(5)Short-term rental means a dwelling unit which is used for transient
occupancy for periods of up to 30 consecutive days for which payment is required .
(56) Tandem parking means two or more automobiles parked on a driveway or in any
other location on a lot, lined up behind one another.
15-56.020 -One accessory dwelling unit or junior accessory dwelling unit per lot.
Number of units allowed for single-family and multi-family dwellings.
(a)Only one Single-family dwellings. One accessory dwelling unit or and
one junior accessory dwelling shall be allowed on any one lot only if the lot is zoned for
single-family use and which contains an existing or concurrently approved single-family
dwelling unit. The accessory dwelling unit or junior accessory dwelling unit is an
accessory use to the main dwelling unit and shall not count toward density limitations or
be considered a new residential use.Such units are an accessory use to the main
dwelling unit and shall not count toward density limitations or be considered a new
residential use.
(b)Multi-family dwellings. Refer to Section 15-56.030 of this article.
108
15-56.03025 - Development standards for accessory dwelling units and junior
accessory dwelling units.
Except as otherwise provided in Section 15-56.050, each accessory dwelling unit shall
comply with all of the following development standards:
(a) Newly constructed accessory dwelling unit that adds floor area. Each
newly constructed accessory dwelling unit that adds floor area to a lot is required to
satisfy the following criteria:
(1)Lot size. The net site area of the lot upon which the accessory dwelling
unit is located shall not be less than ninety percent of the minimum standard prescribed
for the district applicable to such lot. Minimum standards for lots located in the HR
Residential District are determined per Section 15-13.060(a) of the City Code.
(2)(1) Building codes requirements. The accessory dwelling unit shall comply
with applicable building, health and fire codes.Each accessory dwelling unit shall
satisfy all applicable requirements of Chapter 16 (Building Regulations) with the
exception that accessory dwelling units shall not be required to provide fire
sprinklers unless fire sprinklers are required for the primary single-family dwelling
or multi-family dwelling structure. An accessory dwelling unit shall be connected to
a public sewer system. Occupancy of an accessory dwelling unit concurrently
approved with a single-family dwelling unit shall not be allowed until the Building
Department approves occupancy of the primary dwelling.
(3)(2) Zoning regulations. Unless otherwise provided in this Article, the
accessory dwelling unit shall comply with applicable zoning regulations (including, but
not limited to, required setbacks, floor area limits, site coverage, and height limits). For
lots that are at least 10,000 net square feet in size,A a one-time ten percent increase in
site coverage and allowable floor area may be granted by the Community Development
Director if the new accessory dwelling unit is deed restricted so that it may only be rented
to below market rate households.
(4)(3) Sale prohibited and rental. The unit shall not be intended for sale, or
sold, separately from the main dwelling.An accessory dwelling unit may be rented
separately from the primary single-family dwelling or multi-family dwelling but
may not be sold or otherwise conveyed separately from the primary dwelling on the
lot. An accessory dwelling unit or junior accessory dwelling unit shall not be used
as a short-term rental.
(5)(4) Location and configuration. The accessory dwelling unit must be either
(i) attached to the an existing or concurrently approved accessory structure or main
dwelling (including being located within the living area of the existing or concurrently
approved main dwelling) or (ii) detached from the existing or concurrently approved
main dwelling and located on the same lot as the existing main dwelling or (iii) on a lot
with a multi-family dwelling per Section 15-56.030.
109
(6)(5) Floor area.
a.Except as provided in subsection (b) below,The the maximum floor area
limit for an accessory dwelling unit shall be as follows:
i.an attached accessory dwelling unit shall not exceed 50 percent of the
existing or concurrently approved living area of a single-family dwelling, with a
maximum size of 1,200 square feet, not including the garage.
iiii.a detached accessory dwelling unit,not located within a side or rear
setback area, shall not exceed have a maximum size of 1,200 square feet of living area,
not including the garage.
iii.a detached accessory dwelling unit located partially or entirely within
a side or rear setback area shall have a maximum size of 850 square feet of floor
area if the unit has one bedroom or 1,000 square feet of floor area if the unit has two
bedrooms.
b.Both the accessory dwelling unit and the primary dwelling unit shall
count toward the total maximum allowable floor area set by applicable zoning
regulations. However floor area and site coverage requirements shall not be applied
to prohibit the construction of an accessory dwelling unit that does not exceed 800
square feet gross floor area and which otherwise complies with all other applicable
development standards.
b.c.If an accessory dwelling unit has a basement or an attic, that area is
included as part of the total maximum floor area allowed.
c.Both the accessory dwelling unit and the main dwelling unit shall count
toward the total floor area limit set by applicable zoning regulations.
(6)Height of Accessory Dwelling Units.
(a)No detached accessory dwelling unit located partially or entirely
within a side or rear setback area shall exceed sixteen (16) feet in height.
(b)No detached or attached accessory dwelling units located outside
setback areas shall exceed twenty-six (26) feet in height.
(c)Accessory dwelling units, both detached and attached, in excess of
eighteen (18) feet in height shall comply with the applicable design review
regulations set forth in Article 15-45 of this Chapter.
(7)Setbacks. Attached accessory dwelling units shall comply with the
setbacks required for the primary dwelling unit. Detached accessory dwelling units
shall have rear and side setbacks of no less than four feet. However, setbacks of less
than four feet are allowed if the accessory dwelling unit is constructed in the same
location and to the same dimensions as an existing structure that is demolished for
the purpose of constructing the accessory dwelling unit.
(7)(8) Construction above garage.Notwithstanding other setback requirements
in the City Code, a setback as low as no less than five feet from the side and rear lot lines
110
shall be allowed for an accessory dwelling unit that is constructed above a garage that is
non-conforming as to setbacks.
(8)(9) Parking. Parking requirements for an accessory dwelling unit shall be as
follows:
a.Unless otherwise provided in this section, one off-street covered parking
space within a garage shall be provided for the accessory dwelling unit in addition to the
off-street covered parking spaces required for the main dwelling. The garage requirement
may be waived if the accessory dwelling unit is deed restricted so that it may only be
rented to below market rate households. If the garage requirement is waived, an open off-
street parking space must be provided.
b. No parking space shall be required for an accessory dwelling unit in any
of the following instances:
i. The accessory dwelling unit is located within one-half mile of a major
transit stop public transit as defined in Government Code § 65852.2 California Public
Resources Code § 21064.3 or included in the regional transportation plan;
ii. The accessory dwelling unit is located within a designated architecturally
and historically significant historic district;
iii. The accessory dwelling unit is part of the proposed or existing primary
residence or concurrently approved main dwelling or an existing residential accessory
structure intended for human habitation;
iv.When on-street parking permits are required but not offered to the
occupant of the accessory dwelling unit;
v. When there is a car share vehicle, in a location determined by the
Community Development Director to have at least three dedicated parking spaces,
located within one block of the accessory dwelling unit; or
vi. The unit is permitted as a junior accessory dwelling unit.
c. When a garage, carport, or covered parking structure is demolished in
conjunction with the construction of an accessory dwelling unit, any lost off-street
parking spaces required for the main dwelling are not required to be replaced must be
replaced with off-street covered parking. However, the construction of additional parking
will not be required for the accessory dwelling unit in any of the instances described in
subsection 15-56.030(a)(8)(B).
(9)(10) Access. The accessory dwelling unit shall be served by the same driveway
access to the street as the existing or concurrently approved main dwelling.
(10)(11) Common entrance Entrances. If the accessory dwelling unit is
attached to the main dwelling both the accessory dwelling unit and the main dwelling
must may be served by either a common entrance; however or a separate exterior
entrance to the accessory dwelling unit must be located on the side or at the rear of the
main dwelling. No interior access shall be allowed between an accessory building and
111
an accessory dwelling unit if both structures are connected by a common wall, with
the exception that an attached garage may have interior access to an accessory
dwelling unit.
(11) Fire sprinklers. An accessory dwelling unit may be required to provide
fire sprinklers, but only if they are required for the main dwelling.
(12) Passageway. No passageway shall be required in conjunction with the
construction of an accessory dwelling unit.
(13) Owner occupation. The lot containing the accessory dwelling shall
remain occupied by the owner of the lot, as evidenced by a valid Homeowners' Property
Tax Exemption. The accessory dwelling must be vacated within one year after the
termination of the owner-occupier's Homeowners' Property Tax Exemption, unless and
until an owner-occupier reobtains the Homeowner's Property Tax Exemption.
(1413) Limitation on number of bedrooms. An accessory dwelling unit may not
have more than two bedrooms.
(1514) Appearance. All new construction to create an accessory dwelling unit
must match the existing or concurrently approved main structure in color, materials and
architectural design.
(16)Sewage disposal. An accessory dwelling unit shall be connected to a
public sewer system.
(b) Accessory dwelling unit constructed within existing floor area.
(1) Conversion of existing floor area. Each application for a building permit
to convert existing floor area interior space of an existing single-family dwelling or
accessory structure to an accessory dwelling unit shall comply with the following
standards:
a.The accessory dwelling unit must:
1.Be located within an area a district zoned to allow for single-family use
or multi-family dwellings;
2.Be contained within the existing interior space of a single-family
dwelling or accessory building, including, but not limited to, a studio, pool house, or
other similar structure. The interior space of an existing accessory building may be
expanded by no more than 150 square feet beyond the physical dimensions of the
existing structure for the sole purpose of accommodating ingress and egress.
3.Have independent exterior access from the existing main dwelling;
4.Not be intended for sale, or sold, separately from the main dwelling;
5.Have side and rear setbacks sufficient for fire safety as determined by the
fire agency having jurisdiction; and
6.Comply with all building codes and health and safety regulations.
b.Parking.
112
1.When a garage, carport, or covered parking structure is demolished in
conjunction with the construction of an accessory dwelling unit, or converted to an
accessory dwelling unit, any lost off-street parking spaces required for the main dwelling
are not required to be must be replaced with off-street covered parking.
2.No additional parking will be required for the accessory dwelling unit in
instances where the accessory dwelling unit is part of the existing main dwelling or an
existing residential accessory structure intended for human habitation.
c.Fire sprinklers. The accessory dwelling unit may be required to provide
fire sprinklers only if they are required for the main dwelling.
dc.Converted garage setbacks. No setback shall be required for an existing
garage that is converted to an accessory dwelling unit or to a portion of an accessory
dwelling unit.
(2) Creation of a junior accessory dwelling unit within existing floor area.
Each application for a building permit to convert existing floor area of an existing or
proposed single-family dwelling or accessory structure to a junior accessory dwelling
unit shall comply with the following standards:
a.Owner-occupation. The lot containing the junior accessory dwelling unit
shall remain occupied by the owner of the lot., as evidenced by a valid Homeowners'
Property Tax Exemption. The junior accessory dwelling unit must be vacated within one
year after the termination of the owner-occupier's Homeowners' Property Tax Exemption,
unless and until an owner-occupier reobtains the Homeowner's Property Tax Exemption.
Owner occupation is not required if the owner is another governmental agency, land trust,
or housing organization.
ba.The junior accessory dwelling unit shall be located within a district zoned
to allow for single-family or multi-family dwellings.
cb.The junior accessory dwelling unit shall be constructed within the existing
walls of an existing or proposed single-family structure and shall be no more than 500
square feet in size.
d. The junior accessory dwelling unit shall include one existing bedroom
constructed as part of an existing single-family structure.
ec.The junior accessory dwelling unit shall have a separate exterior entrance
from the main entrance to the proposed or existing single-family residence., with an
interior entry to the main living area. A second interior doorway may be used for sound
attenuation.
fd.The junior accessory dwelling unit shall contain an efficiency kitchen,
which shall include all of the following:
i.A sink with a maximum waste line diameter of 1.5 inches;
ii i A cooking facility with appliances that do not require electrical service
greater than 120 volts, or natural or propane gas; and
113
ii ii A food preparation counter and storage cabinets that are of reasonable size
in relation to the size of the junior accessory dwelling unit.
g e The junior accessory dwelling unit shall have side and rear setbacks
sufficient for safety, as determined by the fire agency having jurisdiction.
hf.The junior accessory dwelling unit must comply with all building codes
and health and safety codes.
I Deed restriction. The lot upon which the junior accessory dwelling unit is
located shall be deed restricted, which shall run with the land and be filed with the
Community Development Department. The deed restriction shall include the following:
i.A prohibition on the sale of the junior accessory dwelling unit separate
from the sale of the single-family residence, including a statement that the deed
restriction may be enforced against future purchasers.
ii.A restriction on the size and attributes of the junior accessory dwelling
unit that conforms with subsection 15-56.030(b)(2).
Jg.Parking.No additional parking shall be required as a condition to grant a
permit for the creation of a junior accessory dwelling unit.
15-56.030 – Additional provisions for multi-family dwellings.
The following additional provisions apply to the creation of accessory dwelling units
for multi-family dwellings as defined in Section 15-06.240(c).
(a) For every four dwelling units within a multi-family dwelling, one
accessory dwelling unit may be created within existing spaces that are not part of
the living area, including, but not limited to, storage rooms, boiler rooms,
passageways, attics, basements, or garages, provided that the accessory dwelling
unit so created complies with the California Building Code.
(b) In addition to the accessory dwelling units allowed by subsection (a)
above, not more than two (2) detached accessory dwelling units may be allowed for
a multi-family dwelling subject to the standards, requirements, and restrictions of
this Chapter.
15-56.035 – Owner occupancy restrictions.
(a)With respect to a lot containing a standard accessory dwelling unit,
for applications received after January 1, 2025, one of the dwellings on the lots must
be the bona fide principal residence of at least one legal owner of the lot containing
the dwelling, as evidenced at the time of building permit approval by appropriated
documents of title and residency. Prior to the issuance of a building permit, the
applicant shall provide evidence that a deed restriction has been recorded on the
title of the affected property stating that one of the dwelling units on the lot shall
remain owner occupied.
114
(b)With respect to a lot containing a standard accessory dwelling unit,
for applications received after January 1, 2025, one of the dwellings on the lots must
be the bona fide principal residence of at least one legal owner of the lot containing
the dwelling, as evidenced at the time of building permit approval by appropriated
documents of title and residency. Prior to the issuance of a building permit, the
applicant shall provide evidence that a deed restriction has been recorded on the
title of the affected property stating that one of the dwelling units on the lot shall
remain owner occupied.
15-56.03540 -Permitting
Within 60 days of receipt of a complete application, the Community Development
Department shall ministerially process for approval any application for a junior
accessory dwelling unit or an accessory dwelling unit that is in compliance with the
requirements of this Article or otherwise qualifies for ministerial approval pursuant
to state law.
(a) Construction of an accessory dwelling unit that adds floor area. Within
120 60 days of receipt of a complete application, the Community Development
Department shall ministerially process for approval any application for a building permit
for a newly created accessory dwelling unit that adds floor area to the site and meets all
the criteria in subsection 15-56.030(a) and none of the criteria in subsection 15-45.060(a).
(b) Creation of accessory dwelling unit within existing floor area. Within 120
60 days of receipt of a complete application, the Community Development Department
shall ministerially process for approval application for a building permit for an accessory
dwelling unit that is built entirely within the floor area of an existing structure and that
meets all the criteria in subsection 15-56.030(b)(1).
(c) Creation of a junior accessory dwelling unit. Within 120 60 days of receipt
of a complete application, the Community Development Department shall ministerially
process for approval any application for a building permit for a junior accessory dwelling
unit that meets all the criteria in subsection 15-56.030(b)(2).
15-56.04045 -Inspections of legalized accessory dwelling units and junior accessory
dwelling units.
(a)Where the application is for legalization of any existing accessory
dwelling unit or junior accessory dwelling unit under Section 15-56.050, an inspection of
the property shall be conducted to determine that the existing accessory dwelling unit or
junior accessory dwelling unit under Section 15-56.050 will comply with all applicable
building, health, fire and zoning codes. Such inspections shall be performed by the City
or by an independent contractor retained by the City for such purpose, and the applicant
thereof shall pay the cost.
115
(b) The inspections to be conducted pursuant to this Section shall not
constitute an assumption by the City, or by anyone acting in its behalf, of any liability
with respect to the physical condition of the property, nor shall the authorization to
construct a new accessory dwelling unit or junior accessory dwelling unit or the
legalization of an existing accessory dwelling unit or junior accessory dwelling unit,
pursuant to this Code, represent a warranty by the City to the owner of the property or
any other person that such property fully complies with all applicable building, health and
fire codes.
15-56.050 -Legalization of existing accessory dwelling units and junior accessory
dwelling units.
(a) Purpose of Section. It is in the public interest that all residents of the City
live in safe, sanitary housing conditions. Accessory dwelling units and junior accessory
dwelling units currently exist which were created prior to the adoption of this Article. In
order to encourage the legitimating of such units under the law, the owners of property on
which accessory dwelling units and junior accessory dwelling units are located should be
encouraged to legalize such units provided the units are determined to be both safe and
sanitary for continued human occupancy. Conversely, if existing accessory dwelling units
or junior accessory dwelling units are not safe and sanitary for continued human
occupancy, the City has the responsibility to either insure they are made both safe and
sanitary or their use for human occupancy is discontinued. The purpose of this Section is
to establish special procedures and standards for legalization of existing accessory
dwelling units and junior accessory dwelling units that are or can be made fit for human
occupancy.
(b) Scope of Section. This Section shall apply only to accessory dwelling
units or junior accessory dwelling units established prior to February 19, 2003, but after
August 18, 1984, within a structure for which a building permit was issued, or otherwise
was lawfully constructed, and which complied with any applicable zoning or
development standards in force at the time of construction. Any accessory dwelling unit
or junior accessory dwelling unit established from and after February 19, 2003, shall be
deemed a new unit subject to the remaining provisions of this Article.
(c) Contents of application. Application to legalize an existing accessory
dwelling unit or junior accessory dwelling unit shall be filed with the Community
Development Director on such form as shall be prescribed. The application shall be
accompanied by the following:
(1) A vicinity map showing the location of the site.
(2) An accurate scale drawing showing the location of all structures, trees,
landscaping and off-street parking spaces on the site.
(3) Inspection reports by the City or an independent contractor, as required
under Section 15-56.040 of this Article.
(4) A preliminary title report covering the site, or other evidence showing the
applicant to be the owner of the property.
116
(5) If the site is a hillside lot, either or both of the following documents shall
be furnished if requested by the Community Development Director: (i) a topographic
map of the site showing contours at intervals of not more than five feet; and/or (ii) a
geologic report on the site prepared by a certified engineering geologist or a registered
civil engineer qualified in soil mechanics.
(6) If the existing accessory dwelling unit or junior accessory dwelling unit is
served by a septic system, a description thereof together with a drawing showing the
location of the septic tank and leach field on the site.
(d) Standards. Existing accessory dwelling units and junior accessory
dwelling units shall comply with the following standards:
(1) Where the accessory dwelling unit or junior accessory dwelling unit is
located upon a hillside lot, the applicant shall demonstrate, to the satisfaction of the
Community Development Director, that the accessory dwelling unit or junior accessory
dwelling unit is not subject to actual or potential damage from landslide, earth movement
or other geologic hazards.
(2) In lieu of compliance with the Uniform Building Code, the accessory
dwelling unit or junior accessory dwelling unit shall comply with the Uniform Housing
Code as adopted by the City and shall otherwise comply with applicable health and fire
codes.
(3)Provided that not less than three off-street parking spaces are available on
the site, the requirement of a covered parking space for the accessory dwelling unit or
junior accessory dwelling unit may be waived if there is no feasible location on the site
for either a garage or carport. In such event, the parking space for the accessory dwelling
unit or junior accessory dwelling unit shall be screened from view from the street, if
possible; otherwise, the driveway on the site may be utilized as a parking space for the
accessory dwelling unit or junior accessory dwelling unit.
(43) Where the accessory dwelling unit or junior accessory dwelling unit is
served by a septic tank, the septic system shall be inspected and approved by the County
Health Department. In addition, the applicant shall execute and record a deferred
improvement agreement wherein the applicant and the applicant's successors will be
obligated to connect the accessory dwelling unit or junior accessory dwelling unit, and
the main dwelling if also served by a septic system, to a sanitary sewer whenever the
same becomes available and to pay the applicant's or the applicant's successors'
proportionate share of the installation cost.
(e) Disqualified existing units. Any accessory dwelling unit or junior
accessory dwelling unit established prior to February 19, 2003, which does not qualify
for legalization under this Section by reason of not having been lawfully constructed,
shall be deemed a new unit subject to the remaining provisions of this Article, except as
follows:
(1) The existing accessory dwelling unit or junior accessory dwelling unit
shall comply with the standards set forth in subsection (d) of this Section.
117
(2) The existing accessory dwelling unit or junior accessory dwelling unit
shall comply with current zoning regulations, unless a variance is granted pursuant to
Article 15-70 of this Chapter.
(f)Burden of proof. Wherever in this Section the legalization of an existing
accessory dwelling unit or junior accessory dwelling unit depends upon the establishment
of any event occurring on or before a specified date, the burden of proof shall be upon the
applicant.
End of Amendments
1293965.3
118
Jurisdiction Saratoga ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2019 (Jan. 1 - Dec. 31)Housing Element Implementation
(CCR Title 25 §6202)
1 3 4
RHNA Allocation
by Income Level 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Units to
Date (all years)
Total Remaining
RHNA by Income
Level
Deed Restricted
Non-Deed Restricted
Deed Restricted 7 11 14 14 17
Non-Deed Restricted
Deed Restricted
Non-Deed Restricted 1 1 4 2 8
Above Moderate 93 6 6 7 5 3 27 66
439
14 18 25 21 28 106 333
Note: units serving extremely low-income households are included in the very low-income permitted units totals
Cells in grey contain auto-calculation formulas
Total RHNA
Total Units
Income Level
Very Low
Low
88
This table is auto-populated once you enter your jurisdiction name and current year data. Past
year information comes from previous APRs.
16Moderate
147
95
104
Please contact HCD if your data is different than the material supplied here
63
2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
147
32
Attachment B
119
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Public Works Department
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:Playground Replacement Process
RECOMMENDED ACTION:
Accept report and provide direction to staff.
BACKGROUND:
As with any fixed asset playground equipment has a replacement age. The average replacement
life of playground equipment is 20-25 years. However, if the equipment is in good condition at the
scheduled replacement date,the replacement can be pushed out additional years. Saratoga
playground equipment is regularly inspected by City staff to ensure it meets safety standards and
parts are replaced as needed.
Currently, the City considers funding replacement of its playground equipment in the Capital
Improvement Program (CIP) in the year of its needed replacement. The following table lists the
playground equipment replacement schedule by park along with the year the existing playground
equipment was built or replaced:
Park Year Built/Replaced 20 Year Replace 25 Year Replace
Azule 2003 2023 2028
Beauchamps 1993 2013 2018
Bellgrove 1998 2018 2023
Brookglen 2004 2024 2029
Congress Springs 2002 2022 2027
El Quito 2004 2024 2029
120
Gardner 2000 2020 2025
Kevin Moran 2000 2020 2025
Preschool 2014 2034 2039
Ravenwood 2011 2031 2036
Wildwood 2004 2024 2029
The table shows that nine of eleven playgrounds are scheduled to have play equipment replaced
over the next ten years with Beauchamps being the next scheduled replacement in Fiscal Year
(FY) 2021/22. Staff will be submitting a CIP project in the next budget cycle to replace the
equipment at Beuchamps at a current estimated cost of $150,000. For reference, current
replacement cost for playgrounds at larger community parks such as Wildwood would be
$225,000. Over the next ten years the City will need to budget over $1.5 million for the
replacement of playground equipment at nine City parks.
When a replacement project is identified, a site-plan is sent to known vendors inviting them to
supply up to three design options. Design options are submitted to the Parks and Recreation
Commission (PRC) to share with the public. Independent auditors will check for Americans with
Disabilities Act (ADA) and American Society for Testing and Materials (ASTM) compliance.
Current ADA laws require improvements to make playground equipment accessible at the time of
replacement. Improvements can include the path of travel and playground surface. The recently
completed ADA Park Survey includes a comprehensive list of accessibility improvements needed
at each park. The Survey will help the City budget and prioritize the necessary improvements over
time. At the last PRC meeting, Commissioners were given copies of the ADA Park Survey and
asked to prioritize the ADA needs at their assigned parks. The PRC will discuss the findings at
their November meeting.
Unlike most other park fixtures and infrastructure, playground equipment is not included in the
Annual Park Replacement CIP as the intent is to bring playground replacements to both the PRC
and Council for review. The replacement of play equipment provides an opportunity to include
design features such as inclusive play equipment. Inclusive equipment is designed to allow
children of all abilities to play together and are appropriate for children with and without
disabilities. The City Council, Youth Commission, and PRC have all expressed interest in
installing inclusive playground equipment in the past.
The FY2019/20 Youth Commission began fundraising for inclusive playground equipment. The
goal behind their fundraising efforts was to help build awareness and create a more inclusive
community regardless of age or ability. The FY 2020/21 Youth Commissioners are exploring
ways to continue their efforts to raise enough money to purchase a piece of equipment that will be
appropriate to the park maintenance schedule. The Commission plans to continue collaborating
with staff and the PRC to identify the appropriate park and piece of inclusive playground
equipment.
121
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:Public Works Department
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:Quarterly Infrastructure Project Update
RECOMMENDED ACTION:
Receive Report.
BACKGROUND:
Staff will give a presentation highlighting current and upcoming fiscal year infrastructure projects.
The highlighted projects are significant or may impact the public. Projects that fall under this
category are summarized in Attachment A and can be viewed with the interactive story map
available at www.saratoga.ca.us/projects. All projects currently approved in the Capital
Improvement Plan are listed in Attachment B.
ATTACHMENTS:
Attachment A -Projects of Interest
Attachment B -Capital Improvement Project List
122
Fruitvale & Allendale Intersection Improvements
This project will improve pedestrian circulation at the intersection of Fruitvale and Allendale Avenues.
Current Schedule
May 2020 Award construction contract
June 2020 Begin construction
July 2020 Project completed
Project Details
Fruitvale Avenue is one of several major collector streets within the City carrying high volumes of vehicle traffic. The intersection of Fruitvale Avenue and Allendale Avenue serves as the primary access to West Valley College, Redwood Middle School, the Post Office, and Saratoga City Hall. As a result, the intersection frequently becomes congested with pedestrian and vehicle traffic on weekdays, particularly during school commute hours.
This project will remove the right-turn slip lane at the intersection. Right-turn slip lanes have a small island between the intersection and the right turn lane. While these lanes are typically installed to increase traffic flow and allow vehicles to make right turns without entering the intersection, they can also make crossing the street more challenging for pedestrians. It is particularly problematic near schools were students may congregate on the right-turn slip area. Removing the right-turn slip lanes is expected to increase pedestrian visibility and slow vehicle speeds. Removal of the slip lane will also require striping changes and relocation of traffic signals.
Cost & Funding Sources
Total Project Cost: $375,000
Funding Sources
• City Funds: $375,000
• Grants & Other Funding Sources: None
123
Kevin Moran Park Accessible Parking
This project will add accessible parking spaces along the front of Kevin Moran Park.
Current Schedule
September 2020 Design complete
October 2020 Begin construction
January 2021 Complete construction
Project Details
Kevin Moran Park is just over 10 acres in size and features tennis courts, a par course, bocce ball courts, a basketball court, picnic areas, play equipment for children, and more. The park is a popular destination for residents and visitors alike.
This project will add two accessible parking spaces along the frontage of the park. Currently, the park does not have a parking lot and has no accessible parking spaces.
Cost & Funding Sources
Total Project Cost: $95,000
Funding Sources
• City Funds: 95,000
• Grants & Other Funding Sources: None
124
McFarland Avenue Curb & Gutter Replacement
This project will replace the remaining rolled curb and gutter section on McFarland Avenue with new vertical curb and gutter.
Current Schedule
June 2020 Award contract
July 2020 Begin construction
November 2020 Complete construction
Project Details
The Quito area is one of the few remaining areas in the City that uses rolled curb and gutter. Over time, age and tree root damage have deteriorated the condition of the existing rolled curb and gutter, impeding storm water flow. Replacing rolled curb and gutter with vertical curb and gutter allows for better flow of storm water, which also helps minimize stormwater damage to the roadway.
In 2015, Phase 1 of the McFarland Avenue Curb and Gutter Rehabilitation Project was completed. Approximately half of the rolled curbs and gutter along McFarland between Paseo Presada and Devon were replaced. This second phase will replace the remaining approximately 2,400 linear feet of rolled curb and gutter with new vertical curb and gutter. This phase of the project will also include approximately 3,600 square feet of driveway to conform to the new gutters.
Cost & Funding Sources
Total Project Cost: $350,000
Funding Sources
• City Funds: $350,000
• Grants & Other Funding Sources: None
125
Prospect Road Improvements
This project will improve the Prospect Road corridor through the addition of roadway medians and a variety of pedestrian and bicycle improvements.
Current Schedule
July 2019 Phase 1 construction completed
January 2021 Phase 2 construction begins
February 2022 Phase 2 construction complete
Project Details
This project was largely funded by a grant from the Association of Bay Area Governments. The work has been divided into two phases, with the majority of improvements made on Prospect Road and additional improvements on Cox Avenue.
Phase 2 of this project will begin in 2021 and will include the following within the project limits on Prospect Road:
• New green infrastructure, landscaping, and sidewalk extension in front of Saratoga Prospect Center
• Addition of a second westbound left turn lane from Cox Avenue to Southbound Saratoga Avenue
• Removal of the pedestrian island at the southwest corner of the Cox Avenue and Saratoga Avenue intersection
• Installation of new traffic signal light poles and ADA compliant ramps at all corners of the Saratoga Avenue and Cox Avenue intersection
• Continued landscaping and irrigation improvements to three existing medians between Titus Avenue and English Drive
Phase 1 of the project was completed in July 2019 and included installation of the following within the project limits on Prospect Road:
• Sidewalk at several identified gaps
• ADA compliant ramps at several locations
• Bicycle detector loops at all signalized intersections
126
• Green bike lanes at the heavily congested intersections of Prospect Road and Saratoga Sunnyvale Road and Prospect Road and Lawrence Expressway
• New bus pads and accessibility improvements at three VTA bus stops
• Several new landscaped medians and improvements to existing medians
• A continuous Class II bicycle lane along the entire length of the segment
Cost & Funding Sources
Total Project Cost: $7.3 million
Funding Sources
• City Funds: $765,000
• Grants & Other Funding Sources: $6.54 million
127
Quito Road Bridges
This project will replace two bridges on Quito Road between Sobey and Vessing Roads.
Current Schedule
September 2020 Complete right-of-way acquisitions
May 2021 Award construction contract
July 2021 Begin construction
August 2022 Complete project
Project Details
Periodically, the California Department of Transportation (Caltrans) conducts assessments of bridges in Saratoga. Caltrans rated the two bridges on Quito Road between Sobey Road and Vessing Road as needing replacement. Additionally, the bridges are not wide enough to meet current Caltrans standards for roadway size.
This project will acquire the necessary right-of-way and rebuild the bridges, bringing the width of the Quito Road bridges in compliance with State roadway standards, which will ultimately increase safety for people using Quito Road.
Both bridges pass over San Tomas Creek, which flows through Saratoga, Campbell, Los Gatos, Monte Sereno, San Jose, and Santa Clara. As these two bridges fall along the City limit lines of Saratoga and Los Gatos and along the San Tomas Creek, Los Gatos, Saratoga, and the Santa Clara Valley Water District all share in the boundaries and responsibilities.
As Saratoga holds the primary share of allocated responsibility, the City agreed to manage this bridge replacement project. There is a total of 20 bridges in Saratoga. Four of these bridges pass over San Tomas Creek.
Cost & Funding Sources
Total Project Cost: $5.16 million
Funding Sources
• City Funds: $350,000
128
• Grants & Other Funding Sources: $4.81 million
129
Saratoga-to-the-Sea Trail
This project constructs a new 3.2-mile trail connecting Quarry Park to Sanborn County Park, which will be the starting point of the Saratoga-to-the-Sea Trail.
Current Schedule
November 2019 Begin trail construction
June 2020 Begin bridge construction
October 2020 Complete project
Project Details
Quarry Park opened on October 31, 2015 through the dedicated efforts of the City, Mid-Peninsula Regional Open Space District, Santa Clara County Board of Supervisors, and Santa Clara County Parks and Recreation. For many years, there has been an effort to connect Saratoga to the Pacific Ocean via approximately 42 miles of hiking trails, referred to as the Saratoga-to-the-Sea Trail.
San Jose Water Company has granted the City an easement over their property adjacent to Quarry Park where the City will construct a 3.2-mile long trail. This trail will mark the starting point of the Saratoga-to-the-Sea Trail and connect Quarry Park to Sanborn Park, where Santa Clara County Parks is currently reconstructing over a mile of trails to complete the connection.
Cost & Funding Sources
Total Project Cost: $2.88 million
Funding Sources
• City Funds: $1.48 million
• Grants & Other Funding Sources: $1.4 million
130
Senior Center Entrances Remodel
This project will renovate the exterior entrance and walkways to the Saratoga Senior Center and Adult Care Center.
Current Schedule
December 2019 Design completed
April 2020 Begin construction
June 2020 Construction completed
Project Details
The Saratoga Senior Center, operated by the Saratoga Area Senior Coordinating Council (SASCC), is attached to the Joan Pisani Community Center. SASCC leases the Senior Center space and provides services to older adults in the community via contract with the City. The Senior Center offers a variety of classes and programs that keep the City’s older adults active, social, and happy.
Additionally, SASCC operates the Adult Care Center that serves less independent older adults. The Adult Care Center is open to individuals who are 50 years or older, need assistance with activities of daily living, and are not able to participate in other active senior programs.
The Senior Center has two dedicated entrances, one that brings visitors to the Senior Center Lobby and another to the Adult Care Center. Currently, the entrances to the Senior Center include two ramps and sparse landscaping. This project would contribute to the remodel of the entrance, which could include façade improvements, landscaping changes, new signage, or walkway enhancements.
Cost & Funding Sources
Total Project Cost: $235,000
Funding Sources
• City Funds: $235,000
• Grants & Other Funding Sources: None
131
Senior Center/Community Center Generator & EV
Charging Stations
This project will provide a generator for the Senior & Community Center building and two dual-head standard EV charging stations.
Current Schedule
December 2020 Complete design
May 2021 Begin construction
August 2021 Complete construction
Project Details
The Saratoga Senior Center serves community members that rely on power for medical purposes, such as powered wheelchairs and medication that must be kept refrigerated. The entire Joan Pisani Community Center also serves as a cooling and heating location during extreme weather events. During recent PG&E Public Safety Power Shutoff (PSPS) events, the Community Center also served as a charging location for residents.
Currently, the building cannot be connected to a backup generator and is without power during outages, which impacts services to the community. This project would add a backup generator that would automatically power the Senior Center, Adult Care Center ,and Community Center during power outages, including those due to the PSPS program. This would enable the Community Center to continue operations and allow the Senior Center to provide services to vulnerable community members.
Additionally, the project would include two dual-head standard EV charging stations that would be powered by the generator during outages. The Recreation and Senior portable building units obtain power from other buildings and will not be serviced by this project.
Cost & Funding Sources
Total Project Cost: $500,000
Funding Sources
• City Funds: $500,000
132
• Grants & Other Funding Sources: None
133
Traffic Signal Battery Backup
This project will upgrade the traffic signal system to enable a direct connection to backup generators in case of power outages, including those due to PG&E’s Public Safety Power Shutoff (PSPS) program.
Current Schedule
December 2020 Begin construction
February 2021 Complete construction
Project Details
City traffic signals have a battery backup system, however most are not operational. This project will upgrade the traffic signal system to enable a direct connection to backup generators in case of power outages. Battery backups will be installed at the following City-owned traffic signal locations:
1. Fruitvale Avenue & Allendale Avenue 2. Prospect Road & Miller Avenue 3. Quito Road & Allendale Avenue 4. Quito Road & Pollard Avenue 5. Saratoga Avenue & Cox Avenue 6. Saratoga Avenue & Dagmar Drive 7. Saratoga Avenue & Fruitvale Avenue 8. Saratoga Avenue & Scotland Drive 9. Saratoga Avenue & Vineyard Lane & Bellgrove Circle 10. Saratoga-Sunnyvale Road & Seagull Avenue 11. Saratoga-Sunnyvale Road & Blauer Drive 12. Saratoga-Sunnyvale Road & Cox Avenue & Wardell Road 13. Saratoga-Sunnyvale Road & Herriman Avenue 14. Saratoga-Sunnyvale Road & Pierce Road 15. Saratoga-Sunnyvale Road & Reid Lane & Gerald Zapelli Court
Cost & Funding Sources
Total Project Cost: $150,000
Funding Sources
• City Funds: $150,000
134
• Grants & Other Funding Sources: None
135
Village Clock
This project will add a clock near the entry to Saratoga’s historic Village.
Current Schedule
July 2020 Begin construction
August 2020 Complete construction
Project Details
The Village, Saratoga’s historic downtown, is located on Big Basin Way off Saratoga-Los Gatos Road. The Village is a destination for those looking for unique shops, fine dining, wine tasting, spa experiences and more. The lovely downtown atmosphere with hanging flower baskets, floral displays meticulously maintained by volunteers, and the iconic Memorial Arch helped make Saratoga a top contender in the 2015, 2016, and 2017 America in Bloom competitions.
This project will add a clock in the Village near its entry at Saratoga-Los Gatos Road and Big Basin Way. The clock will serve to further enhance the aesthetics of Saratoga’s Village. The style of the clock will resemble a monument style clock instead of the clock tower style.
Cost & Funding Sources
Total Project Cost: $37,000
Funding Sources
• City Funds: $6,000
• Other Funding Sources: $31,000
136
137
138
139
140
SARATOGA CITY COUNCIL
MEETING DATE:October 7, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Amendment of City Council Assignments
RECOMMENDED ACTION:
Approve the resolution adopting the change in 2020 City Council assignments.
BACKGROUND:
Every December, City Council assignments are reviewed and updated as needed. On December
18, 2019, the Council approved Resolution 19-066 adopting the assignments (Attachment B).
On July 1, 2020, Council Member Manny Cappello resigned from the City Council. The Council
decided to leave the assignments unfilled until the annual assignment update that occurs in
December. As a result, alternates have been filling former Council Member Cappello’s
assignments and there are no alternates for these positions or for the positions for which Council
Member Cappello was designated as an alternate.
One of the positions for which former Council Member Cappello was an alternate was the Silicon
Valley Clean Energy Board. Silicon Valley Clean Energy recently informed the City that each
member city is required to have a designated alternate for Director positions at all times per their
Joint Powers Agreement. As a result, staff is seeking City Council action on appointment of an
Alternate Director to Silicon Valley Clean Energy for the remainder of 2020.
Silicon Valley Clean Energy Board of Directors meetings are held the second Wednesday of the
month at 7:00 p.m. The Alternate Director will need to file a Form 700 with Silicon Valley Clean
Energy.
ATTACHMENTS:
Attachment A -Resolution Approving Council Assignments
Attachment B –Resolution 19-066
1293919.1
141
RESOLUTION NO. 20-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING CITY COUNCIL ASSIGNMENTS FOR CALENDAR YEAR 2020
WHEREAS, representatives from the City Council serve on various agencies and
committees; and
WHEREAS, the responsibility for representing the City Council should be shared by all
members; and
WHEREAS, on December 18, 2019, Council approved the City Council assignments for
2020 via Resolution 19-066; and
WHEREAS, on July 1, 2020, City Council Member Manny Cappello resigned from the
City Council, leaving several vacancies in the Council assignments which the Council decided
leave vacant until that Council seat is filled; and
WHEREAS, the Alternate Director to the Silicon Valley Clean Energy is one of the vacant
assignments and Silicon Valley Clean Energy has informed the City that the Joint Powers
Agreement requires the City to fill the vacancy at this time.
NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga hereby
approves the amended City Council assignments by appointing a Silicon Valley Clean Energy
Alternate Director as shown in theattachmentto this resolutionand members of the Council hereby
agree to their appointments through December 2020 or until amended.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 7
th day of October 2020 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Howard A. Miller, Mayor
ATTEST:
DATE:
Debbie Bretschneider, CMC, City
Clerk
142
2020 SARATOGA CITY COUNCIL ASSIGNMENTS
Adopted via Resolution No. 20-___
Agency Assignments -Voting Council Member Alternate
Association of Bay Area Governments Bernald Zhao
Cities Association of Santa Clara County Board of Directors Bernald Vacant
Cities Association of Santa Clara County –Legislative
Action Committee
Bernald Vacant
Cities Association of Santa Clara County –City Selection
Committee
Bernald Vacant
Hakone Foundation Board Zhao N/A
Hakone Foundation Board & Executive Committee Bernald N/A
KSAR Community Access TV Board Zhao Kumar
Santa Clara County Housing and Community Development
(HCDAC) Advisory Committee
Vacant Bernald
Santa Clara County Library Joint Powers Authority Board Kumar Zhao
Santa Clara/Santa Cruz Airport/Community Roundtable Bernald Zhao
Santa Clara Valley Water Commission Kumar Zhao
Saratoga Area Senior Coordinating Council (SASCC)Vacant Zhao
Silicon Valley Clean Energy Authority Board of Directors Miller Vacant
Valley Transportation Authority (VTA) Policy Advisory
Committee
Miller Kumar
VTA State Route 85 Corridor Policy Advisory Board Miller Zhao
West Valley Clean Water Program Authority Kumar Bernald
West Valley Mayors and Managers Association Miller Bernald
West Valley Sanitation District Vacant Zhao
West Valley Solid Waste Management Joint Powers
Authority
Kumar Bernald
Liaison Assignments -Non-Voting Council Member Alternate
Saratoga Chamber of Commerce Board & Destination
Saratoga
Zhao Bernald
Saratoga Historical Foundation Bernald Zhao
Saratoga Ministerial Association Vacant Miller
Saratoga Sister City Organization Miller Zhao
Council Committee Assignments Council Member 2nd Council Member
Council Finance Committee Miller Bernald
Public Art Committee Bernald Zhao
1293918.1
143
RESOLUTION NO. 19-066
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ESTABLISHING CITY COUNCIL ASSIGNMENTS FOR CALENDAR YEAR 2020
WHEREAS, representatives from the City Council serve on various agencies and
committees; and
WHEREAS, the responsibility for representing the City Council should be shared by all
members; and
WHEREAS, on December 4, 2019, Council had the opportunity to review the list of
committees and was asked to provide input to the Mayor on changes to individual assignments;
and
WHEREAS, the Mayor has duly considered input from the members of the City Council
and has made the assignments shown in Exhibit A.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby (1) approve the City Council assignments attached to this resolution; (2) affirm that
members of the Council agree to their appointments through December 2020 or until the
assignments are amended; and (3) direct the City Clerk to post the Fair Political Practices Form
806 on the City website pursuant to California Code of Regulations 18702.5.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 181" day of December 2019 by the following vote:
AYES: Mayor Howard A. Miller, Vice Mayor Mary -Lynne Bernald, Council Members
Yan Zhao, E. Manny Cappello, Rishi Kumar
NOES:
ABSENT:
ABSTAIN:
d, h, LZ
Howard A. Miller, Mayor
ATTl Sj: _
DATE: 1-fl
ie Bretschneider, City Clerk
144
2020 SARATOGA CITY COUNCIL ASSIGNMENTS
Adopted via Resolution No. 19-066
Agency Assignments - Voting Council Member Alternate
Association of Bay Area Governments Bernald Zhao
Cities Association of Santa Clara County Board of Directors Bernald Cappello
Cities Association of Santa Clara County — Legislative
Action Committee
Bernald Cappello
Cities Association of Santa Clara County — City Selection
Committee
Bernald Cappello
Hakone Foundation Board Zhao N/A
Hakone Foundation Board & Executive Committee Bernald N/A
KSAR Community Access TV Board Zhao Kumar
Santa Clara County Housing and Community Development
HCDAC) Advisory Committee
Cappello Bernald
Santa Clara County Library Joint Powers Authority Board Kumar Zhao
Santa Clara/Santa Cruz Airport/Community Roundtable Bernald Zhao
Santa Clara Valley Water Commission Kumar Zhao
Saratoga Area Senior Coordinating Council (SASCC) Cappello Zhao
Silicon Valley Clean Energy Authority Board of Directors Miller Cappello
Valley Transportation Authority (VTA) Policy Advisory
Committee
Miller Kumar
VTA State Route 85 Corridor Policy Advisory Board Miller Zhao
West Valley Clean Water Program Authority Kumar Bernald
West Valley Mayors and Managers Association Miller Bernald
West Valley Sanitation District Cappello Zhao
West Valley Solid Waste Management Joint Powers
Authority
Kumar Bernald
Liaison Assignments - Non -Voting Council Member Alternate
Saratoga Chamber of Commerce Board & Destination
Saratoga
Zhao Bernald
Saratoga Historical Foundation Bernald Zhao
Saratoga Ministerial Association Cappello Miller
Saratoga Sister City Organization Miller Zhao
Council Committee Assignments Council Member 2"d Council Member
Council Finance Committee Miller Bernald
Public Art Committee Bernald Zhao
145