HomeMy WebLinkAbout12-16-2020 Council Agenda PacketSaratoga City Council Agenda – December 16, 2020 – Page 1 of 7
SARATOGA CITY COUNCIL
REGULAR MEETING
DECEMBER 16, 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 Commission Interviews by:
1. Using the Zoom website https://us02web.zoom.us/j/86099655618 or App (Webinar ID
860 9965 5618) and using the tool to raise their hand in the Zoom platform 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 (860 9965 5618),
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 Study Session by:
1. Using the Zoom website https://us02web.zoom.us/j/87699929920 or App (Webinar ID
876 9992 9920) 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 (876 9992 9920),
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 Regular Session of the meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/88240971868 or App (Webinar ID
882 4097 1868) 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 (882 4097 1868),
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 (882 4097 1868), 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 and
calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID 882 4097 1868), and
Saratoga City Council Agenda – December 16, 2020 – Page 2 of 7
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. COMMISSION INTERVIEWS
Members of the public can view and participate in the Commission Interviews by:
1. Using the Zoom website https://us02web.zoom.us/j/86099655618 or App (Webinar ID
860 9965 5618) and using the tool to raise their hand in the Zoom platform 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 (860 9965 5618),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor.
INTERVIEWS:
Time Name Commission Vacancies Incumbent
5:10 p.m. Priya Shastri Heritage
Preservation
2 Terms
(1/1/2021- 12/31/2024)
1 partial term
(1/1/2021-12/31/2023)
No
5:15 p.m. Huelling Su Heritage
Preservation
2 Terms
(1/1/2021- 12/31/2024)
1 partial term
(1/1/2021-12/31/2023)
No
5:20 p.m. Marie Lopresto Heritage
Preservation
2 Terms
(1/1/2021- 12/31/2024)
1 partial term
(1/1/2021-12/31/2023)
No
Saratoga City Council Agenda – December 16, 2020 – Page 3 of 7
6:00 P.M. STUDY SESSION
Members of the public can view and participate in the Study Session of the meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/87699929920 or App (Webinar ID
876 9992 9920) 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 (876 9992 9920),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor.
City Council Operational Policies Study Session
Recommended Action:
Review and discuss the policies that guide City Council operations.
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/88240971868 or App (Webinar ID
882 4097 1868) 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 (882 4097 1868),
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 (882 4097 1868), 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 and
calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID 882 4097 1868), 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 December 10, 2020.
REPORT FROM STUDY SESSION
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
ANNOUNCEMENTS
Saratoga City Council Agenda – December 16, 2020 – Page 4 of 7
CEREMONIAL ITEMS
Commendation for Outgoing Commissioners
Recommended Action:
Commend Alexandra Nugent and Dr. Jo Rainie Rodgers for their service on the Saratoga
Heritage Preservation Commission and David McIntyre for his service on the Saratoga
Traffic Safety Commission.
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 December 2,
2020.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
12/01/2020 Period 6; 12/09/20 Period 6
1.3. Landmark Designation for 19277 Shubert Drive – Application No. LNDMRK20-0002
Recommended Action:
Waive the second reading and adopt the attached ordinance designating the property at
19277 Shubert Drive as a historic landmark.
1.4. Resolution Re-Affirming the City of Saratoga’s Commitment to Stand in Solidarity
with the Black Community and Black Lives Matter Movement
Recommended Action:
Approve the resolution re-affirming the City of Saratoga’s commitment to stand in
solidarity with the Black community.
1.5. Extension of Agreement for Countywide Isolation and Quarantine Support Program
Recommended Action:
Authorize the City Manager to execute an extension to the agreement with the County of
Santa Clara for the Countywide Isolation and Quarantine Support Program through June 30,
2021.
2. PUBLIC HEARING
None
Saratoga City Council Agenda – December 16, 2020 – Page 5 of 7
3. GENERAL BUSINESS
3.1. Proposal by Omniscent
Recommended Action:
Consider the proposal by Omniscent and direct staff accordingly.
3.2. Funding Request for Rotating Safe Car Park
Recommended Action:
Approve the funding reallocation of $13,000 to support the request of the Rotating Safe Car
Park shower needs.
3.3. Implementation Plan for the Community Wildfire Protection Plan and Consideration
of Wildfire Public Safety Task Force Recommendations
Recommended Action:
1.Authorize implementation of the Community Wildfire Protection Plan (CWPP) future
efforts and Task Force recommendations related to Firewise Communities, dead tree
removal rebate program, communications, and funding for fuel reduction.
2.Consider the Task Force recommendation to reinstate the Wildfire Public Safety Task
Force.
3.4. Community Event and Street Closure Grant Program for Fiscal Year 2021/22
Recommended Action:
Provide direction on the proposed allocations for Fiscal Year 2021/22 Community Event
and Street Closure Grant Secured Funding recipients and allocations; and, suspend the
competitive Community Event Grant Program and competitive Street Closure Grant
Program.
3.5. Valley Transportation Authority’s 2016 Measure B 10-Year Outlook Base Scenario
Recommended Action:
Adopt Resolution supporting the opposition of Valley Transportation Authority’s (VTA)
2016 Measure B 10-Year Outlook Base Scenario.
3.6. Commission Local Appointments List and Terms Expiring in 2021
Recommended Action:
Adopt the Local Appointments List for terms expiring in the 2021 calendar year and give
staff direction on the recruitment of a Planning Commissioner vacancy for a 5 year or 1 year
term.
3.7. 2021 City Council Assignments
Recommended Action:
Adopt the resolution approving the 2021 City Council assignments.
COUNCIL ASSIGNMENTS
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
Saratoga City Council Agenda – December 16, 2020 – Page 6 of 7
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
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 December 10,
2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's
website at www.saratoga.ca.us.
Signed this 10th day of December 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
Saratoga City Council Agenda – December 16, 2020 – Page 7 of 7
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]
City Council Operational Policies Study Session
Page 1 of 1
CITY OF SARATOGA
Memorandum
To: Saratoga City Council
From: Debbie Bretschneider, City Clerk
Date: December 16, 2020
Subject: City Council Operational Policies Study Session
On December 16, the City Council will hold a study session to review and discuss the policies that
help to guide the operations of the City Council. These policies are listed below and attached.
1. City Council Norms of Operation (includes Saratoga Rules of Parliamentary Procedure)
2. Saratoga Rules of Parliamentary Procedure Quick Reference Guide
3. Mayoral Rotation Policy
4. E-Communications Policy
5. Meeting Length Guidelines
6. Action Minutes Policy
7. City of Saratoga Conflict of Interest Code
8. City of Saratoga Code of Ethics and Values
9. Council and Commission Expense Policy
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CITY OF SARATOGA
CITY COUNCIL NORMS OF OPERATION
(Updated via Resolution 18-005, March 7, 2018)
Section 1. OPERATION OF CITY COUNCIL MEETINGS
A. City Council Meetings shall be conducted following the outline listed in Section 7.B. of
these Norms. Each item shall be introduced by the Mayor and heard in accordance with the
Rules of Parliamentary Procedure attached hereto as Exhibit A. The Mayor may place an
item anywhere on the agenda. During Council Items at a Regular Meeting, two City
Council Members may request an item be placed on a future agenda.
B. In order to ensure that all members of the public have an opportunity to speak and that the
Council is able to complete its business, there will be a three-minute limitation on
comments by the public except for applicants and appellants at public hearings or as
otherwise provided by law. In order to effectively enforce this rule, the City Clerk will
monitor the time for each speaker with an electronic timer. If there are more than twenty
(20) identified speakers for one item at the beginning of the public comment period or
public hearing, the Mayor may adjust the three-minute time down to two minutes per
speaker or less if approved by the City Council.
C. Closed Sessions of the City Council shall generally be conducted prior to the 7:00 p.m.
business portion of regular meetings. If necessary, Closed Sessions not completed prior to
the 7:00 p.m. business portion will be considered at the conclusion of the business portion
of the meeting, or as approved by the City Council.
D. A Special Council Meeting may be called by the Mayor with proper public notice.
E. Members of Council should not engage in debate with a member of the public or staff at
Council Meetings since these debates seldom resolve concerns and many times inflame
feelings at a public meeting. Any concerns by a member of Council over the behavior or
work of a City employee during a Council meeting should be directed to the City Manager
privately to ensure the concern is resolved.
F. Prior to the close of the public hearing or comment period Council Members may ask
questions of anyone in the audience. The public hearing and comment period are the
times for Council to receive evidence. Once the hearing or comment period is closed, the
Council deliberates based on that evidence. While Council may elect to re-open a
hearing or comment period (assume no prejudice to the rights of an applicant or
appellant), it should make every effort to get all the information it needs while the
hearing or comment period is still open. If the Council asks questions after the final
presentation of the applicant/appellant in a permit-related hearing, the Council would
need to provide the applicant/appellant with an opportunity to rebut the answers to the
questions. While these rules need not apply as strictly to hearings where due process is
less of an issue (i.e., an ordinance amendment), a uniform set of rules for all public
hearings and comment periods is desirable.
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G. The Mayor may, with Council concurrence, call for Council consideration of agenda items
out of their prescribed order on the printed agenda.
Section 2. MEETING DECORUM
A. Appropriate attire, including shoes and shirts, are required in the Council Chambers and
other Council meeting rooms at all times. Persons in the audience will not place their feet
on the seats in front of them. No food, drink (other than bottled water with a cap), or
chewing gum is allowed in the Council Chambers and other Council meeting rooms, except
as otherwise pre-approved by City staff. All persons entering the Council Chambers and
other Council meeting rooms, including their bags, purses, briefcases and similar
belongings, may be subject to search for weapons and other dangerous materials.
B. Persons in the audience shall be respectful of others and will refrain from behavior which
will disrupt the public meeting. This includes refraining from:
- Using electronic devices except in connection with the meeting;
- Making loud noises, clapping, shouting, booing, hissing during public testimony
and Council consideration of policy matters;
- Engaging in any activity in a manner that disturbs, disrupts or impedes the orderly
conduct of the meeting; and
- Creating, provoking or participating in any type of disturbance involving
unwelcome physical contact.
C. Interactions between the public and the Council shall be courteous and respectful. No
person who addresses the Council shall make any belligerent, personal, impertinent,
irrelevant, redundant, slanderous, loud, threatening, abusive or disparaging remark,
statement or commentary toward the Council, staff or other individuals in a manner which
disrupts, disturbs or otherwise impedes the orderly conduct of the Council meeting. Any
violation of this rule shall be grounds for terminating the person’s comment period.
Council shall not be belligerent or make disparaging commentary toward the speaker.
Nothing in this section shall prohibit or discourage orderly criticism of any City decision or
policy within the limits of these rules. If a member of the public fails to follow these rules
after being warned once, the Council may bar that individual from further testimony for the
evening or remove the person from the meeting.
D. The City Council uses computers at the dais for agenda materials. Council Members
should limit their use of computers to matters pertaining to the meeting and comply with
the City’s Electronic Communications Policy (for example, no e-mailing or other
communication during the meeting except in cases of family emergencies). In using
computers at the dais Council Members should be respectful of their fellow Council
members, staff, and the public. Council Members should not base decisions on information
acquired through the internet during a Council meeting unless the information and its
source is shared with the entire Council and the public as part of the meeting before the
decision is made.
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E. Members of the public wishing to make a slide presentation as part of their comments to
the City Council must provide the file to the City Clerk’s office at least 24 hours prior to
the meeting in a format compatible with the City’s projection system (details on these
requirements are available from the City Clerk’s office). Failure to comply will result in
the presentation being rejected. All presentations must comply with the time limits
applicable to the agenda item.
F. All materials presented to the City Council, including written materials are public records
subject to inspection in accordance with applicable laws.
Section 3. CITY COUNCIL RELATIONS WITH CITY STAFF
A. There shall be mutual respect from both staff and Council Members of their respective
roles and responsibilities when and if expressing criticism in public session.
B. City staff shall acknowledge the Council as policy makers and the City Council shall
acknowledge staff as administering the Council's policies.
C. All written requests for information or questions by City Council Members to staff shall be
directed to the City Manager, City Attorney, City Clerk, or Department Managers (with a
copy to the City Manager). All complaints should be submitted to the City Manager or, if a
complaint concerns the City Manager, to the City Attorney.
D. All written informational material requested by individual Council Members shall be
submitted by staff to all Council Members with the notation indicating which Council
Member requested the information.
E. Council shall not attempt to coerce staff in the making of appointments, the awarding of
contracts, the selection of consultants, the processing of development applications, the
granting of City licenses or permits. The Council shall not attempt to change or interfere
with the operating policies and practices of any City department.
F. Mail, including email, that is addressed to the Mayor and City Council shall be circulated
by the City Clerk to the City Council. If the communication warrants a response, the
Mayor's response, in addition to the original communication, will be submitted to the City
Council for their information.
G. The City Clerk shall open mail addressed to all Council Members unless requested not to
do so.
H. Individual Council Members shall not direct staff to initiate any action or prepare any
report that is significant in nature or initiate any project or study. All such direction shall
be provided by the City Manager or by action of a majority of the City Council at a City
Council meeting. Council Members may ask for limited resources and information for
items that are on an agenda as long as any information is distributed to all City Council
Members.
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Section 4. CITY COUNCIL AND COMMISSION RELATIONSHIP, INTERACTIONS WITH
OTHER CITY OF SARATOGA BODIES, AND RELATIONSHIPS WITH OTHER
BODIES OUTSIDE OF SARATOGA
A. Members of the City Council should not attempt to influence or publicly criticize Saratoga
Commission recommendations, or to influence or lobby individual Commission Members
on any item under their consideration. It is important for Commissions to be able to make
objective recommendations to the City Council on items before them. Members of Council
that attempt to strongly influence Commission positions on an item may prejudice or hinder
their role in reviewing the commission's recommendation as a member of the City Council.
B. Individual Council Members and Commissioners shall have the right to attend meetings of
other Saratoga governmental bodies but shall refrain from speaking or becoming involved
in the meeting's discussions. If asked a question, the Council Member or Commissioner
should indicate that he/she can only provide a personal opinion and does not speak for the
Council or Commission as a whole.
C. If a member of the City Council or a Commission appears before a non-City of Saratoga
governmental agency or organization except as a member of outside agency appointed by
the City Council to give a statement on an issue affecting the City, the Council Member or
Commissioner should first indicate the majority position and opinion of the Council or
Commission (if any). Personal opinions and comments may be expressed only if the
Council Member or Commissioner clarifies that these statements do not represent the
position of the City Council or Commission.
D. Both Council Members and Commissioners shall at all times strive to be attentive, maintain
respectful discourse in regards to one another and focus comments on the policy matters
under consideration while refraining from expressing criticism of members of the Council
or a Commission or engaging in side discussions with others.
Section 5. CITY COUNCIL HANDLING OF LITIGATION AND OTHER CONFIDENTIAL
OR SENSITIVE INFORMATION
A. City Council Members shall keep all written materials and verbal information provided to
them on matters that are confidential in complete confidence to ensure that the City's
position is not compromised. No disclosure or mention of information in these materials
shall be made to anyone other than Council Members, the City Attorney or City Manager.
All negotiations and other contacts concerning matters that have come before the City
Council in closed session (including, but not limited to, property acquisition or disposal, a
pending claims or litigation, and/or employee negotiations) with the other party and/or
party’s agents or other representatives shall be limited to, and made by, the designated
City staff representative handling the negotiations, claim or litigation unless the City
Council has directed that a specific Council member to assist staff in negotiations. Except
as authorized above, no Council Member who has participated in any closed session shall
have any contact
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or discussion with the other party or its agents or representatives concerning the matter
under consideration except during public meetings of the City Council. All public
statements, information and press releases shall be handled exclusively by the City’s
designated spokesperson.
B. The personal contact information of members of the public included as part of reports and
attachments to agenda items shall only be used in relation to that agenda item. To the
greatest extent possible, staff will work to minimize the amount of personal contact
information for members of the public published in agenda materials posted on the City
website.
Section 6. BUSINESS OF THE CITY COUNCIL
A. Seating Arrangement of the City Council – At regular City Council Meetings held in the
Civic Theater, the City Council shall be seated based on the order of the Mayoral rotation,
as set forth by the Mayoral Rotation Policy, with the Mayor seated on the left of the five
members of the City Council. The Vice Mayor shall be seated to the right of the Mayor. It
shall be at the Mayor’s discretion to determine the final seating arrangement of the City
Council.
B. City Council Reorganization – The City Council Reorganization shall be held at the
beginning of the first regular meeting of December unless the City Council calls and holds
a special meeting on the Tuesday immediately preceding the first regular meeting of
December. The floor shall be open to nominations for the purpose of electing a Mayor and
Vice Mayor to serve for the following year. Such elections shall be made by majority vote
of the Council members present at the meeting. The Mayor and Vice Mayor shall assume
the duties of their respective offices immediately upon election. The Mayor and Vice
Mayor shall serve a one-year term at the pleasure of the Council. In election years the date
of the special meeting referenced above may be changed by the City Clerk as necessary to
ensure compliance with State election laws.
C. Mayor and Council Roles – The Mayor shall act as the primary spokesperson and official
representative of the City Council, unless such responsibility is delegated by the Mayor, or
otherwise assigned by a majority vote of the City Council. The Mayor shall preside at all
meetings of the City Council. The Mayor shall execute all official City documents,
warrants and correspondence approved by City Council. The Mayor shall serve as the
primary contact for the City Manager to provide direction and advice regarding routine
planning and operational issues (i.e. meeting schedules, event dates, dispositions of
correspondences, etc.). In scheduling events, the Mayor shall give due consideration to
availability of other Council Members, the timing of the event relevant to formal City
action in connection with the event (e.g., coordinating a groundbreaking with the start of
actual construction), and past practices. Nothing in this section is intended to suggest that
the position of Mayor wields formal power or authority in excess of the other members of
the City Council. Rather, the person serving as Mayor is to be recognized as the leader of
the Council, or first among equals. The Vice Mayor shall serve and perform the functions
as Mayor in the absence of the duly elected Mayor.
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D. Council Committee/Agency Assignments
During the first meeting in December, the Mayor shall announce that new appointments for
Committee/Agency Assignments are necessary. A list of committee/agency assignments
shall be given to each Council Member. Following the meeting, each Council Member
shall provide the Mayor with a list of the Committee/Agency Assignments in which the
Council Member is interested. The Mayor shall propose appointments for Council
approval at the second City Council meeting in December.
E. Ex Parte Communications
An Ex Parte Communication occurs when a Council member receives information from a
member of the public outside of a public meeting concerning a matter to be heard by the
City Council. Ex Parte communications are an inherent part of the City of Saratoga’s
commitment to allowing City residents ample opportunity to consult with elected
officials both inside and outside of public meetings. At the same time, the City is
committed to the principle that the business of the public should be conducted in public,
to ensure that citizens are afforded the opportunity to participate in the making of
decisions that affect their lives, and the means to evaluate choices made by the City and
its officers.
Where a City Council Member has received information outside of a public meeting that
the Council Member believes has a bearing on the decision and that is not reflected in the
staff report presented to the Council and the public, the Council Member should provide
that information to the rest of the Council and the public following the staff report and
prior to beginning of public testimony on the matter. This will allow the public and other
members of the Council to consider the information in forming their views on the
decision at hand.
In addition, persons affected by the decision will also have the opportunity to know the
evidence on which the decision is to be based and have an opportunity to comment on it
and, if need be, to rebut it. This approach allows all members of the public access to
elected officials and to the rationale for decisions made by those officials.
F. Issuing Proclamations, Commendations and Certificates
A proclamation is prepared at the discretion of the Mayor to proclaim a specific date or
event. Proclamations are prepared for signature by the Mayor. They may be presented at
a City Council meeting or at an event or meeting outside the City Council meeting.
A commendation is prepared at the discretion of the Mayor. A commendation may be
issued for accomplishments, such as:
• Athletic/academic accomplishments
• Act of heroism
• Youth Accomplishments
• A Community Organization’s Citizen of the Year
• A Community Organization’s Business Person of the year
• Outgoing elected officials
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• Outgoing City Commissioners
Commendations are prepared for signature by the Mayor. They may be presented at a
City Council meeting or at an event or meeting outside the City Council meeting.
Certificates of recognition are prepared for signature by the Mayor. They may be
presented at a City Council meeting or at an event or meeting outside the City Council
meeting.
G. Event Scheduling
The Mayor shall work with City staff to schedule the dates of City organized events. Due
consideration will be given to the availability of other Council Members and community
organizations involved in the event.
H. Resolutions of Support or Opposition
Resolutions of support or in opposition to a legislative action or special issue shall only
be brought before the City Council for consideration if the topic of the resolution has a
specific and identifiable impact or connection to the City of Saratoga.
Section 7. RULES OF ORDER AND PROCEDURE FOR CITY COUNCIL MEETINGS
A. Time of Meetings
Regular meetings of the City Council shall be held on the first and third Wednesday of
each month in the Civic Theater per City Code 2-10.010. Special meetings shall be held
as needed based on availability of the City Council.
B. Order of Agenda
The following is the usual order of agenda items for regular Council meetings. The
Mayor with the concurrence of Council can change the order in which items on the
agenda are heard.
• Joint Meetings, Study Sessions, Commission Interviews, and Closed Session – Prior
to the start of the Regular Session at 7:00 p.m. in the Civic Theater, the City Council
may hold Joint Meetings with various Community organizations and Commissions,
conduct study sessions, hold Commission applicant interviews, or conduct Closed
Sessions. These meetings typically take place in the Administrative Conference
Room at City Hall. Location and start times may vary.
• Regular Session – The City Council, unless otherwise specified on the agenda, shall
conduct the Regular Session at 7:00 p.m. in the Civic Theater.
• Call to Order – The Mayor calls the regular meeting to order.
• Pledge of Allegiance – The Mayor may lead or call upon a member of the public or
staff to lead the pledge.
• Roll Call – A quorum constituting 3 of the 5 members of the Council is required to
conduct any Council meeting. The City Clerk calls the roll.
• Report of Posting of the Agenda – The City Clerk reports on the posting of the
agenda as required by law.
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• Report From Closed Session – The Mayor is required to announce any action taken
during closed session before reconvening to the open session of the regular meeting.
• Report from Joint Meeting/Study Session – The Mayor, or the Mayor’s designee,
provides a summary of the Joint Meeting or Study Session held prior to the Regular
Session.
• Oral Communications – During this portion, any persons who wish to address the
City Council on a subject not on the agenda may do so. Oral communications are not
intended as the means for debate or decision-making, but only for making a
presentation in person. Comment shall be limited to three minutes for members of the
public who wish to speak. The City Council may request follow up on matters raised
during Oral Communications.
• Announcements – Reserved time for the Mayor to make special announcements.
Announcements should be related to City or City-sponsored events and/or activities.
Council Members may submit announcement recommendations to the Mayor; the
Mayor has full discretion in selecting which announcements to share.
• Ceremonial Items – These items include presentation of proclamations,
commendations, certificates, appointments, administration of Oath of Office and
special introductions.
• Special Presentations to Council – This portion of the meeting is for groups, agencies,
and persons to speak to the Council on special items placed on the agenda according
to the City’s standard procedures. Presenters will be given 10 minutes to make their
presentation; the Mayor may adjust the time if approved by the City Council.
• Consent Calendar–These items are routine and non-controversial items of business.
Items in this section will be acted in one motion, unless removed by the Mayor or a
Council Member. Any member of the public may speak to an item on the Consent
Calendar, or request the Mayor remove an item for discussion.
• Public Hearings – There are two kinds of public hearings, those required by law and
those called by the City Council of its own volition. In either event, the purpose is to
provide an opportunity for all interested persons to be heard. During appeal hearings
before the City Council, Applicants/Appellants and their representatives have a total
of ten minutes maximum for opening statements. Members of the public may
comment on any item for up to three minutes. Applicant/Appellants and their
representatives have a total of five minutes maximum for closing statements. Unless
otherwise directed by the Mayor or City Council, appeal hearings shall generally
proceed as follows:
• Mayor introduces item
• Staff report
• Council questions for staff
• Appellant’s opening remarks – 10 minutes
• Applicant’s opening remarks (if applicant is not appellant) – 10 minutes
• Public comment
• Applicant closing remarks – 5 minutes
• Appellant closing remarks (if applicant is not appellant) – 5 minutes
• Mayo r closes the public hearing
• Council discussion
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• Council decision
• General Business – These are general items, that may or may not been previously
considered by the Council.
• Council Assignments– Provides members of the Council an opportunity to report on
matters being considered by committees, boards, and other bodies to which the
Council Member has been appointed by the Council or the Mayor. Council Members
may also report from regional committees, boards and other bodies on which the
Council Member serves in his/her capacity as a City Council Member and that have
been approved by the Mayor.
• City Council Items – Provides members of the Council an opportunity to introduce
discussion/action on items not currently before the Council for consideration.
• Council Communications - During this portion, Council Members may address the
City Council on subjects not on the agenda. Council communications are not intended
as the means for debate or decision-making, but only for making a presentation in
person. Comment shall be limited to two minutes per Council Member and shall not
include references to campaign activities by or in support of any Council Member. In
introducing this item the Mayor shall note the purpose of the item and explain that the
comments made are the comments of the individual Council Member speaking and
not necessarily the views of the City Council as a whole.
• City Manager Items – City Manager or City Attorney may bring up other items of
interest or make announcements under this section.
• Adjournment –The Mayor may adjourn the meeting or the City Council may vote to
adjourn the meeting.
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CITY COUNCIL NORMS EXHIBIT A
CITY OF SARATOGA RULES OF PARLIAMENTARY PROCEDURE 1
Saratoga’s rules of parliamentary procedure are supported by the following four principles:
1. Rules should establish order. The first purpose of the rules of parliamentary
procedure is to establish a framework for the orderly conduct of meetings.
2. Rules should be clear. Simple rules lead to wider understanding and participation.
Complex rules create two classes: those who understand and participate and those
who do not fully understand and do not fully participate.
3. Rules should be user-friendly. That is, the rules must be simple enough that citizens
feel they have been able to participate in the process.
4. Rules should enforce the will of the majority while protecting the rights of the minority.
The ultimate purpose of the rules of procedure is to encourage discussion and to
facilitate decision-making by the body. In a democracy, the majority rules. The
rules must enable the majority to express itself and fashion a result, while
permitting the minority to also express itself (but not dominate) and fully
participate in the process.
The Chairperson Should Take a Back Seat During Discussions
While all members of the governing body should know and understand the rules of parliamentary
procedure, it is the chairperson (chair) who is charged with applying the rules of conduct. The
chair should be well versed in those rules, because the chair, for all intents and purposes, makes
the final ruling on the rules. In fact, all decisions by the chair are final unless overruled by the
governing body itself.
Because the chair conducts the meeting, it is common courtesy for the chair to take a less active
role than other members of the body in debates and discussions. This does not mean that the
chair should not participate in the debate or discussion. On the contrary, as a member of the
body, the chair has full rights to participate in debates, discussions and decision-making. The
chair should, however, strive to be the last to speak at the discussion and debate stage, and
should not make or second a motion unless he or she is convinced that no other member of the
body will do so.
1 These rules of parliamentary procedure are based on “Rosenberg’s Rules of Order: Simple Parliamentary
Procedures for the 21st Century” written by Dave Rosenberg and published by the League of California Cities in
2003. The procedures set forth in Rosenberg’s have been modified slightly to reflect custom, practice, and specific
code requirements in Saratoga. While these rules have been drafted to conform to requirements of State law and the
Saratoga City Code, in the event of a conflict between these procedures and those laws, the laws shall govern.
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The Basic Format for an Agenda Item Discussion
All City Council and Commission meetings have a written, published agenda. The meeting is
governed by the agenda and the agenda constitutes the agreed-upon road map for the meeting.
Each agenda item should be handled by the chair in the following basic format.
First, the chair should clearly announce the agenda item number and should clearly state
what the subject is. The chair should then announce the format that will be followed. If
any member of the body has a conflict of interest, that member announces the conflict
and need for recusal and leaves the dais at this time.
Second, following that agenda format, the chair should invite the appropriate people to
report on the item, including any recommendation they might have. The appropriate
person may be the chair, a member of the governing body, a staff person, or a committee
chair charged with providing information about the agenda item.
Third, the chair should ask members of the body if they have any technical questions for
clarification. At this point, members of the governing body may ask clarifying questions
to the people who reported on the item, and they should be given time to respond.
Fourth, the chair should invite public comments or, if appropriate at a formal public
hearing, open the hearing. Speakers are typically limited to 3 minutes; shorter time limits
may be imposed if numerous members of the public indicate a desire to speak to the
subject. At the conclusion of the public comments, the chair should announce that public
input has concluded (or that the public hearing, as the case may be, is closed).
Fifth, the chair should invite members of the body to make remarks on the matter. This
is an opportunity for members of the body to state their views on the subject before any
formal motions are made.
Sixth, the chair should invite a motion from the governing body members. The chair
should announce the name of the member who makes the motion.
Seventh, the chair should determine if any member of the body wishes to second the
motion. The chair should announce the name of the member who seconds the motion. It
is normally good practice for a motion to require a second before proceeding with it, to
ensure that it is not just one member of the body who is interested in a particular
approach.
Eighth, if the motion is made and seconded, the chair should make sure everyone
understands the motion. This is done in one of three ways:
1. The chair can ask the maker of the motion to repeat it;
2. The chair can repeat the motion; or
3. The chair can ask the secretary or the clerk of the body to repeat the
motion.
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Ninth, the chair should now invite discussion of the motion by the members of the
governing body. If there is no desired discussion or the discussion has ended, the chair
should announce that the body will vote on the motion. If there has been no discussion or
a very brief discussion, the vote should proceed immediately, and there is no need to
repeat the motion. If there has been substantial discussion, it is normally best to make
sure everyone understands the motion by repeating it.
Tenth, the chair takes a vote. Simply asking for the “ayes” and then the “nays” is
normally sufficient. If members of the body do not vote, then they “abstain.” Unless
specific laws or procedures provide otherwise, a simple majority determines whether the
motion passes or is defeated.
Eleventh, the chair should announce the result of the vote and should announce what
action (if any) the body has taken. In announcing the result, the chair should indicate the
names of the members, if any, who voted in the minority on the motion. This
announcement might take the following form: “The motion passes by a vote of 3-2, with
Smith and Jones dissenting. We have passed the motion requiring 10 days’ notice for all
future meetings of this governing body.”
Motions in General
Motions are the vehicles for decision making. It is usually best to have a motion before the
governing body prior to discussing an agenda item, to help everyone focus on the motion before
them.
The chair usually initiates the motion by:
1. Inviting the members to make a motion: “A motion at this time would be
in order.”
2. Suggesting a motion to the members, for example: “A motion would be in
order that we give 10-days’ notice in the future for all our meetings.”
3. Making the motion.
As noted, the chair has every right as a member of the body to make a motion, but normally
should do so only if he or she wishes a motion to be made but no other member seems willing to
do so.
The Three Basic Motions
Three motions are the most common:
1. The basic motion. The basic motion is the one that puts forward a
decision for consideration. A basic motion might be: “I move that we create a
five-member committee to plan and put on our annual fundraiser.”
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2. The motion to amend. If a member wants to change a basic motion that
is under discussion, he or she would move to amend it. A motion to amend might
be: “I move that we amend the motion to have a 10-member committee.” A
motion to amend takes the basic motion that is before the body and seeks to
change it in some way.
3. The substitute motion. If a member wants to completely do away with
the basic motion under discussion and put a new motion before the governing
body, he or she would “move a substitute motion.” A substitute motion might be:
“I move a substitute motion that we cancel the annual fundraiser this year.”
Motions to amend and substitute motions are often confused. But they are quite different, and so
is their effect, if passed.
A motion to amend seeks to retain the basic motion on the floor, but to modify it in some way.
A substitute motion seeks to throw out the basic motion on the floor and substitute a new and
different motion for it.
The decision as to whether a motion is really a motion to amend or a substitute motion is left to
the chair. So that if a member makes what that member calls a motion to amend, but the chair
determines it is really a substitute motion, the chair’s designation governs.
When Multiple Motions Are Before The Governing Body
Up to three motions may be on the floor simultaneously. The chair may reject a fourth motion
until the three that are on the floor have been resolved.
When two or three motions are on the floor (after motions and seconds) at the same time, the
first vote should be on the last motion made. So, for example, assume the first motion is a basic
“motion to have a five-member committee to plan and put on our annual fundraiser.” During the
discussion of this motion, a member might make a second motion to “amend the main motion to
have a 10-member committee, not a five-member committee, to plan and put on our annual
fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a
“substitute motion that we not have an annual fundraiser this year.” The proper procedure would
be as follows.
First, the chair would deal with the third (the last) motion on the floor, the substitute motion.
After discussion and debate, a vote would be taken first on the third motion. If the substitute
motion passes, it would be a substitute for the basic motion and would eliminate it. The first
motion would be moot, as would the second motion (which sought to amend the first motion),
and the action on the agenda item would be complete. No vote would be taken on the first or
second motions. On the other hand, if the substitute motion (the third motion) failed, the chair
would proceed to consideration of the second (now the last) motion on the floor, the motion to
amend.
If the substitute motion failed, the chair would then deal with the second (now the last) motion
on the floor, the motion to amend. The discussion and debate would focus strictly on the
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amendment (should the committee be five or 10 members). If the motion to amend passed, the
chair would now move to consider the main motion (the first motion) as amended. If the motion
to amend failed, the chair would now move to consider the main motion (the first motion) in its
original format, not amended.
Third, the chair would now deal with the first motion that was placed on the floor. The original
motion would either be in its original format (five-member committee) or, if amended, would be
in its amended format (10-member committee). And the question on the floor for discussion and
decision would be whether a committee should plan and put on the annual fundraiser.
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic
motions, motions to amend, and substitute motions are all eligible, each in their turn, for full
discussion before and by the body. The debate can continue as long as members of the body
wish to discuss an item, subject to the decision of the chair that it is time to move on and take
action. There are exceptions to the general rule of free and open debate on motions. The
exceptions all apply when there is a desire of the body to move on. The following motions are
not debatable (that is, when the following motions are made and seconded, the chair must
immediately call for a vote of the body without debate on the motion):
A motion to adjourn. This motion, if passed, requires the body to immediately adjourn
to its next regularly scheduled meeting. This motion requires a simple majority vote.
A motion to recess. This motion, if passed, requires the body to immediately take a
recess. Normally, the chair determines the length of the recess, which may range from a
few minutes to an hour. It requires a simple majority vote.
A motion to fix the time to adjourn. This motion, if passed, requires the body to
adjourn the meeting at the specific time set in the motion. For example, the motion might
be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote.
A motion to table. This motion, if passed, requires discussion of the agenda item to be
halted and the agenda item to be placed on “hold.” The motion may contain a specific
time in which the item can come back to the body: “I move we table this item until our
regular meeting in October.” Or the motion may contain no specific time for the return
of the item, in which case a motion to take the item off the table and bring it back to the
body will have to be taken at a future meeting. A motion to table an item (or to bring it
back to the body) requires a simple majority vote.
A motion to limit debate. The most common form of this motion is to say: “I move the
previous question” or “I move the question” or “I call for the question.” When a member
of the body makes such a motion, the member is really saying: “I’ve had enough debate.
Let’s get on with the vote.” When such a motion is made, the chair should ask for a
second to the motion, stop debate, and vote on the motion to limit debate. The motion to
limit debate requires a two-thirds vote of the body. Note that a motion to limit debate
could include a time limit. For example: “I move we limit debate on this agenda item to
15 minutes.” Even in this format, the motion to limit debate requires a two-thirds vote of
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the body. A similar motion is a motion to object to consideration of an item. This
motion is not debatable, and if passed, precludes the body from even considering an item
on the agenda. It also requires a two-thirds vote.
Majority and Super-Majority Votes
In a democracy, decisions are made with a simple majority vote. A tie vote means the motion
fails. So in a five-member body, a vote of 3-2 passes the motion. A vote of 2-2 with one
abstention means the motion fails. If one member is absent or recused and the vote is 2-2, the
motion still fails.
All motions require a simple majority, but there are a few exceptions. The exceptions occur
when the body is taking an action that effectively cuts off the ability of a minority of the body to
take an action or discuss an item. These extraordinary motions require a two-thirds majority (a
super-majority) to pass:
Motion to limit debate. Whether a member says, “I move the previous question,” “I
move the question,” “I call for the question” or “I move to limit debate,” it all amounts to
an attempt to cut off the ability of the minority to discuss an item, and it requires a two-
thirds vote to pass.
Motion to close nominations. When choosing officers of the body, such as the chair,
nominations are in order either from a nominating committee or from the floor of the
body. A motion to close nominations effectively cuts off the right of the minority to
nominate officers, and it requires a two-thirds vote to pass.
Motion to object to the consideration of a question. Normally, such a motion is
unnecessary, because the objectionable item can be tabled or defeated straight up.
However, when members of a body do not even want an item on the agenda to be
considered, then such a motion is in order. It is not debatable, and it requires a two-thirds
vote to pass.
Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to
pass. If the body has its own rules of order, conduct or procedure, this motion allows the
body to suspend the rules for a particular purpose. For example, the body (a private club)
might have a rule prohibiting the attendance at meetings by non-club members. A
motion to suspend the rules would be in order to allow a non-club member to attend a
meeting of the club on a particular date or on a particular agenda item.
The Motion to Reconsider
There is a special and unique motion that requires a bit of explanation all by itself: the motion to
reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and
a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is
deemed closed, subject only to reopening if a proper motion to reconsider is made. The
standards for reconsideration are set forth in the City Code.
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Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the
members of the public can attend to business efficiently, fairly and with full participation. And
at the same time, it is up to the chair and the members of the body to maintain common courtesy
and decorum. Unless the setting is very informal, it is always best for only one person at a time
to have the floor, and it is always best for every speaker to be first recognized by the chair before
proceeding to speak.
The chair should always ensure that debate and discussion of an agenda item focus on the item
and the policy in question, not on the personalities of the members of the body. Debate on policy
is healthy; debate on personalities is not. The chair has the right to cut off discussion that is too
personal, too loud or too crude.
Debate and discussion should be focused, but free and open. In the interest of time, the chair
may, however, limit the time allotted to speakers, including members of the body. Can a
member of the body interrupt the speaker? The general rule is no. There are, however,
exceptions. A speaker may be interrupted for the following reasons:
Privilege. The proper interruption would be: “Point of privilege.” The chair would then
ask the interrupter to “state your point.” Appropriate points of privilege relate to
anything that would interfere with the normal comfort of the meeting. For example, the
room may be too hot or too cold, or a blowing fan might interfere with a person’s ability
to hear.
Order. The proper interruption would be: “Point of order.” Again, the chair would ask
the interrupter to “state your point.” Appropriate points of order relate to anything that
would not be considered appropriate conduct of the meeting; for example, if the chair
moved on to a vote on a motion that permits debate without allowing that discussion or
debate.
Appeal. If the chair makes a ruling that a member of the body disagrees with, that
member may appeal the ruling of the chair. If the motion is seconded and after debate, if
it passes by a simple majority vote, then the ruling of the chair is deemed reversed.
Call for orders of the day. This is simply another way of saying, “Let’s return to the
agenda.” If a member believes that the body has drifted from the agreed-upon agenda,
such a call may be made. It does not require a vote, and when the chair discovers that the
agenda has not been followed, the chair simply reminds the body to return to the agenda
item properly before them. If the chair fails to do so, the chair’s determination may be
appealed.
Withdraw a motion. During debate and discussion of a motion, the maker of the motion
on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the
floor. The motion is immediately deemed withdrawn, although the chair may ask the
person who seconded the motion if he or she wishes to make the motion, and any other
member may make the motion if properly recognized.
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Special Notes About Public Input
The rules outlined here help make meetings very public-friendly. But in addition, and
particularly for the chair, it is wise to remember three special rules that apply to each agenda
item:
Rule One: Tell the public what the body will be doing.
Rule Two: Keep the public informed while the body is doing it.
Rule Three: When the body has acted, tell the public what the body did.
Public input is essential to a healthy democracy, and community participation in public meetings
is an important element of that input. The challenge for anyone chairing a public meeting is to
accommodate public input in a timely and time-sensitive way, while maintaining steady progress
through the agenda items. The rules presented here for conducting a meeting are offered as tools
for effective leadership and as a means of developing sound public policy.
965350.1
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Page 1
Saratoga Rules of Parliamentary
Procedure Quick Reference Guide
MOTIONS
The table below includes some of the more common motions, including a sample script, whether debate is allowed, and the type of vote
needed to pass the motion. All these motions require a second to be considered. Motions that fail to receive a second are considered a failed
motion.
Desired Action Script Debate Allowed Vote Needed
Take an Action “I move that/to [state desired action, such as accept staff
recommendation, direct staff to perform an action, or refer the
matter to a Commission or Committee for further study].”
Yes Majority
Amend a Motion “I move that this motion be amended by [state desired changes to
motion].”
Yes Majority
Substitute a Motion “I move a substitute motion [state new desired action that
replaces previous motion entirely].”
Yes Majority
Adjourn the Meeting “I move that we adjourn.”
“I move that we adjourn at [state time of adjournment].”
No Majority
Take a Recess “I move that we take a recess until [state when the recess will
end].”
No Majority
Suspend or Postpone Consideration of Item “I move that we table [state item to be tabled].”
“I move that we table this matter until [state when you wish the
item to be considered].”
No Majority
End Debate “I move that we call the question at this time.”
“I move that we call the question [state time you wish debate to
end, such as in 15 minutes].”
“I move that we do not consider this item.”
No Super Majority
Reconsider an Action “I move we reconsider [specify when reconsideration will happen,
such as now or at a later meeting] our action on [state action
previously taken].”
Yes Majority
Friendly Amendments to Motions: Though not addressed in the Rules, a member may informally offer a friendly amendment to a
motion. If the maker of the motion and the person who seconded the motion accept, that now becomes the motion.
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Page 2
Withdrawing a Motion: A motion may be withdrawn by the person who made the motion (this is the only person that may withdraw a
motion). The motion is immediately deemed withdrawn. No second or vote on the withdrawal is required. Another member may offer
the withdrawn motion as their own.
Reconsidering an Action: A motion to reconsider an action that has passed can only be made by a member of the prevailing side of the
original vote and is subject to additional rules set forth in the City Code.
Multiple Motions: There can be up to 3 motions on the floor at the same time. The first motion to be voted on will be the last motion
made (motion #3 is voted on first). The Chair is responsible for deciding if a motion is a “motion to amend” or a “substitute motion.” If a
motion is a substitute motion and is approved there is no further consideration of the other motions on the floor. Similarly, if a motion to
amend an earlier motion is approved then there is no further consideration of the original motion that was amended and only the
amended motion will be discussed.
MEETING ORDER AND DECORUM
Generally, a speaker should not be interrupted. The table below describes some exceptions to this rule to ensure order and decorum.
Desired Action Script
Second
Needed
Debate
Allowed Vote Needed
Address Disruptions & Discomforts
(noise, temperature, etc.)
“Point of privilege, can [state the disruption or
issue to be addressed]?
No No No vote needed; Chair
decides on issue.
Object to Procedures or Personal
Affronts
“Point of order, [state procedural or personal
affront to be addressed].”
No No No vote needed; Chair
decides on issue.
Request Information “Point of information, [state the desired
information].”
No No No vote needed; Chair
decides on issue.
Object to Decision of Chair “I appeal the Chair’s decision on [state subject
of appeal].”
Yes Yes Majority
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Page 3
DISCUSSION FLOW
Chair Announces Item Report on Item Questions from
Members Public Comment Member Remarks
Motion and Second (if
action needed)
Confirm Understanding
of Motion Discussion of Motion Vote on Motion Announces Results of
Motion
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RESOLUTION NO. 10 —002
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
IMPLEMENTING A POLICY FOR ROTATION OF
MAYOR AND VICE MAYOR
WHEREAS, California Government Code Section 36801 provides that the Mayor and
Mayor Pro Tem of a general law city is selected by a majority vote of the City Council; and
WHEREAS, said Government Code Section does not require nor provide for any particular
procedure for selecting the Mayor; and
WHEREAS; the Saratoga Municipal Code does not provide a procedure for selecting the
Mayor and the Mayor Pro Tem; and
WHEREAS, on December 16, 2009, the Saratoga City Council was provided with samples
of other California cities' policies regarding mayoral rotation; and
WHEREAS, on December 16, 2009, the Saratoga City Council considered establishing a
Council policy that would provide a method for the selection of Mayor and Vice Mayor for the City of
Saratoga; and
WHEREAS, on December 16, 2009, the Saratoga City Council voted to implement a
mayoral rotation policy that would place the council candidates with the two highest votes in any one
election into a queue to rotate into the position of Mayor and Vice Mayor. In each Saratoga City
Council election, the candidate with the most votes is placed first in the rotation of that group,
the candidate with the second highest votes is placed second; and
WHEREAS, on December 16, 2009, the Saratoga City Council directed staff to bring back a
resolution establishing Council's newly implemented mayoral rotation policy at the next scheduled
regular Council meeting on January 20, 2010.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga adopts
a resolution establishing a mayoral rotation policy whereby the two council candidates with the
highest votes in any one election are placed into a queue to rotate into the position of Mayor and Vice
Mayor. In each Saratoga City Council election, the candidate with the most votes is to be placed
first in the rotation of that group, the candidate with the second highest votes is to be placed
second. The Mayor and Vice Mayor are chosen annually by the City Council from among its
members by the affirmative vote of three or more of the Council Members. In each City Council
election, the person with the most votes shall be placed first in the rotation of that group, the
second highest vote getter will be placed second, and in the years when there is a third seat
contest, the third highest vote getter will be placed third in that rotation. However, the Council
member who received the third most votes in an election year filling three seats will not be in the
queue for either Vice Mayor or Mayor but would be in rotation should the Council member
traditionally rotating into the Vice Mayor or Mayor position be unavailable to serve in that role.
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In case of appointment to the City Council to fill a vacancy, that person will not be placed in
rotation for the position of Mayor or Vice Mayor. Each new election will determine the rotation
only for the group in that election.
Should any City Council member not be available to take their regular place in the established
rotation, the next person in the rotation will be elevated to the Vice Mayor's position and the
rotation will continue as previously set.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at
a regular meeting of the Saratoga City Council held on the 20 day of January 2010 by the
following vote:
AYES: Councilmember Chuck Page, Howard Miller, Mayor Kathleen King
NOES: Councilmember Jill Hunter
ABSTAIN: None
ABSENT: Councilmember Susie Nagpal
ATTEST:
Ann Sullivan, City Clerk
I !/ ..t.
Kathleen M. King, May/
28
Page 1 of 2
MAYORAL ROTATION – 1998 to 2018/2019
Year Mayor and Vice Mayor By Rotation
Method
Mayor and Vice Mayor By
Election
1998-99
Election Year
ELECTION RESULTS
1. Mehaffey
2. Streit
3. Baker
Shaw (Mayor)* Shaw (Mayor) *
Bogosian (Vice Mayor) Bogosian (Vice Mayor)
1999-2000
Non Election
Year
Bogosian (Mayor) * Bogosian (Mayor) *
Mehaffey (Vice Mayor) Mehaffey (Vice Mayor)
2000-01
Election Year
ELECTION RESULTS
1. Bogosian
2. Waltonsmith
Mehaffey (Mayor) Mehaffey (Mayor)
Streit (Vice Mayor) Streit (Vice Mayor)
2001-02
Non Election
Year
Streit (Mayor) * Streit (Mayor) *
Baker (Vice Mayor)* Baker (Vice Mayor)*
2002-03
Election Year
ELECTION RESULTS
1. Streit
2. King
3. Kline
Bogosian (Mayor) Streit (Mayor)
Waltonsmith (Vice Mayor) Waltonsmith (Vice Mayor)
2003-04
Non Election
Year
Waltonsmith (Mayor) Waltonsmith (Mayor)
Streit (Vice Mayor) King (Vice Mayor)
2004-05
Election Year
ELECTION RESULTS
1. Kao
2. Waltonsmith
Streit (Mayor) King (Mayor)
King (Vice Mayor) Kline (Vice Mayor)
2005-06
Non Election
Year
King (Mayor)* Kline (Mayor)*
Kline (Vice Mayor)* Kao (Vice Mayor)
2006-07
Election Year
ELECTION RESULTS
1. Page
2. King
3. Hunter
Kao (Mayor) Kao (Mayor)
Waltonsmith (Vice Mayor) Waltonsmith (Vice Mayor)
2007-08
Non Election
Year
Waltonsmith (Mayor)* Waltonsmith (Mayor)*
Page (Vice Mayor) Page (Vice Mayor)
2008-09
Election Year
ELECTION RESULTS
1. Miller
2. Nagpal
Page (Mayor) Page (Mayor)
King (Vice Mayor) King (Vice Mayor)
2009-10
Non Election
Year
King (Mayor)* King (Mayor)*
Hunter (Vice Mayor)* Hunter (Vice Mayor)*
2010-2011
Election Year
ELECTION RESULTS
1. Page
2. Hunter
3. Lo
Miller (Mayor)
Miller (Mayor)
Page (Vice Mayor) Page (Vice Mayor)
2011-12
Non Election
Year
Page (Mayor) Page (Mayor)
Hunter (Vice Mayor) Hunter (Vice Mayor)
2012-13
Election Year
ELECTION RESULTS Hunter (Mayor) Hunter (Mayor)
1. Miller Lo (Vice Mayor) Lo (Vice Mayor)
2. Cappello
2013-14
Non-Election
Year
Lo (Mayor)* Lo (Mayor)*
Miller (Vice Mayor) Miller (Vice Mayor)
29
Page 2 of 2
2014-15
Election Year
ELECTION RESULTS
1. Lo
2. Bernald
3. Kumar
Miller (Mayor) Miller (Mayor)
Cappello (Vice Mayor) Cappello (Vice Mayor)
2015-16
Non-Election
Year
Cappello (Mayor) Cappello (Mayor)
Lo (Vice Mayor) Lo (Vice Mayor)
2016-17
Election Year
ELECTION RESULTS
1. Cappello
2. Miller
Lo (Mayor) Lo (Mayor)
Bernald Bernald
2017-18
Non-election
Year
Bernald (Mayor) Bernald (Mayor)
Cappello (Vice Mayor) Cappello (Vice Mayor)
2018-19
Election Year
ELECTION RESULTS
1. Kumar
2. Bernald
3. Zhao
Cappello (Mayor) Cappello (Mayor)
Miller (Vice Mayor) Miller (Vice Mayor)
2019-2020
Non-election
year
Miller (Mayor)* Miller (Mayor)*
Kumar (Vice Mayor) Bernald (Vice Mayor)
* Indicates end of term on Council
Rotation Notes:
Terms for Mayor and Vice Mayor are one year in length from December to December.
1999: Mayor Shaw died in office, August 2, 1999. Bogosian was designated Mayor Pro Tempore with the Mayor’s
position vacant until the next Council Reorganization.
2002-03: Streit elected as Mayor by Council majority out of rotation.
2003-04: Streit relinquishes place in rotation. Each subsequent Council position moves up in rotation.
2006-07: “Normal” rotation re-established.
2009-10: Nagpal passed away while in office May 2010. Cappello appointed to fill the remainder of her term.
2010-11: Cappello ineligible to serve as Vice Mayor, because of appointment to Council, thereby moving Page,
Hunter, and Lo up in the rotation and making Lo eligible to serve as Mayor in 2013-14.
30
RESOLUTION NO. 10 — 026
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ADOPTING AN &COMMUNICATIONS POLIC'V FOR
THE CITY COUNCIL AND CITY COMMISSIONS
WHEREAS, the City of Saratoga seeks to promote effective use of electronic
communications by City Council members and Commissioners in conducting City business and to
create a system that allows compliance with state and federal laws governing electronic
communications including the Records Retention Act, the Public Records Act, the Brown Act, and
state and federal rules of evidence, and
WHEREAS, the City Council adopted an interim policy for a trial period in July 2009 for
use by the City Council and Planning Commission and now wishes to adopt a final policy for use by
the City Council and all City Commission except the Youth Commission.
NOW, THEREFORE, BE IT RESOLVED THAT:
The attached City Council and Commissions Electronic Communications Policy is
hereby adopted.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the I9`" day of May 2010 by the following vote:
AYES: Councilmember Chuck Page, Howard Miller, Vice Mayor Jill Hunter,
Mayor Kathleen King
NOES: None
ABSTAIN: None
ABSENT: Vacant (Susie Nagpal)
Kathleen M. King, Mayor
ATTEST;
Ann -Tiffivan, City Clerk Date
31
CITY OF SARATOGA
City Council and Commissions
Electronic Communications Policy
Adopted May 19, 2010
1. Purpose: Use of electronic media is necessary and useful for City Council and Commission
members in order to improve, communication and efficiently perform their City duties. The
purpose of this policy is to insure the proper use of the City's electronic .media and to set out the
policy the City Council and Commission members will follow when using electronic media and
the City's electronic communication system. This policy will also insure that use of City
electronic media complies with applicable law, including the Public Records Act and Brown Act.
This policy is applicable to all City Council members and Com.missionexs except members of the
Youth Commission.
11, Definitions
A. City's Electronic Communication System — City-owned devices or products designed
to electronically process, transmit, or store information such as computers, phones, cell
and smart phones, printers, modems, data files, and e -mail.
B. User -.. a Council member or Commissioner who uses the City's electronic
communication system.
C. E- Communication --- electronic text or visual communication and attachments
distributed via e -mail, websites, instant messaging, text messaging, twitter, or comparable
services.
D. Electronic Media — a method for processing or transmitting information in electronic
form, including E- Communication, software programs and the Internet.
111. General Procedures
A. Procedures for Electronic Communications. All Council members and
Commissioners will be issued accounts for use of City electronic media for E-
Comm.unication on City business. l -Communication by nature represents and reflects
upon the City's public image and integrity. Users should insure that their messages are
respectful, professional, and are consistent with City policies. E- Communication should
be written or otherwise presented in the same professional and respectful manner as paper
communications. The City's Electronic Communication System shall be used only for
City business.
B. No Use of Personal E- Communication. Users shall not use their home or business E-
Communication accounts or addresses for any communication pertaining to City
32
business. When using E-Communication, users should communicate with the public and
staff solely via their designated City E-Communication addresses. Users shall not
commingle E-Communication pertaining to City business with E-Communication
pertaining to their home or business.
C. Electronic Communications between Council members or Commissioners
Concerning City Business. Communications from (1) a Council member to another
Council member or members concerning City business, and (2) a Commissioner to
another Commissioner or Commissioners concerning Commission business should be
one way" and marked "For Information Only—Do Not Reply,"
A Electronic Communication by a Quorum of the Council and Commission or a
Council and Commission Standing Committee. A majority of the members of the
Council or a Commission shall not send or exchange facts about or engage in discussions
regarding City issues via E- Communication, including chat rooms, news groups, on-line
forums, weblogs, twitter feeds, or list-serves (collectively referred to as "Internet
forums-).
E. Electronic Communications from the Public. The public may electronically
communicate with the Council and Commission through the City's Website at:
www.sarato. a.ca,us.
1) E-Communication froth the public addressed to the City Council will be
distributed to each Council member and F-Communication addressed to a
Commission will be distributed to each member of the Commission. E-
Communication addressed to the Council or a Commission also will be forwarded
to the City Clerk. The Mayor, or Mayor's designated representative, in
consultation with staff if necessary, will respond on behalf of the Council to E-
Communication addressed to the Council. The Commission chair or Commission
staff liaison will respond on behalf of the Commission to E-Communication
addressed to the Commission.
2) E-Communication from the public addressed to more than a quorum of the City
Council or Commission shall be forwarded by the recipients to the City Clerk (for
the City Council) or staff liaison for the Commission. These E-Con-imunications
will be distributed and responded to in accordance with paragraph E.1, above.
Upon receipt of an E-Communication addressed to less than a quorum of the City
Council or Commission, the recipient may: 1) treat it as an individual
communication to which he or she may or may not respond; 2) inform the Council
or Commission of the communication. at a properly noticod meeting; or 3) ask that
it be forwarded to the full Council or Commission as part of its information
packet for the next available Council or Commission meeting. Such E-
Communication may also be forwarded to staff for response as set out in Section
6, below. When a User responds to individual E-Communication from the
public, and desires to forward the response to the Council or Commission, he or
Council and Commission Electronic Communications Policy
Page 2 of 4
33
she shall forward his or her response and the individual E-Communication to the
City Clerk or Commission liaison for inclusion in the Council or Commission's
informational packet at the next available Council or Commission meeting.
F. City Electronic Communications with the Public. City staff will post official
information on upcoming and prior City Council meetings, workshops and events on the
City Website. Council and Commission agendas and minutes will be posted for the
current and prior calendar year. Additional materials may be posted at the discretion of
the City Manager or Manager's designee.
G. Use of E-Communication During Meetings. City Council members shall not use E-
Communication at any time during a meeting of the City Council at which he or she is in
attendance. No Commissioner may use E-Communicatton at any time during a meeting
of the Commission of which he or she is a member at which he or she is in attendance.
The foregoing limitation shall not apply to receipt of telephone calls or text messages
from family members in the event of an urgent family matter; a Council member or
Commissioner wishing to respond to such a message during the meeting shall do so
during a recess or shall excuse him or herself from the meeting to place the return call or
text in a manner that does disrupt the meeting.
H. City Participation in Internet Forums. The City will not generally answer questions or
respond to comments made in Internet forums. The City will post answers to such
questions on its website if the questions are deemed important by the Mayor or by the
City Manager or at the direction of the City Council. If a Council member desires staff to
prepare a response to a question or comment received by E-Communication or made in
an Internet foram, the Council and Commission member may forward the question or
comment to the City Manager and request that staff prepare an appropriate response in a
reasonable period of time. If preparation of a response will require significant staff time
to research or draft the response, an interim response to the questioner or commenter will
be sent as soon as possible acknowledging receipt of the inquiry and informing the sender
that a response is being prepared.
IV. Specific Procedures
A. Retention of E-Mail. The City electronically archives E-communications in accordance
with the City's Records Retention schedule. E-communications that constitute
preliminary drafts, notes, or intra-agency or interagency memoranda that are not retained
by the City in the ordinary course of business are not required to be archived and should
be deleted prior to regularly scheduled archiving. The City Clerk and City Attorney are
available to assist users in determining how to address questions concerning the
application of these procedures.
B. Public Records Act. City records, whether paper or electronic, are governed by the
public disclosure requirements of the Public Records Act. Disclosure may be required
regardless of who sends or receives a communication or document. In the event that the
City receives a request for disclosure of City records that includes E-Communication, the
Cotincil and Commission Electronic Communications Policy
Page 3 of 4
34
person responsible for the requested records must use his or her best efforts to preserve
all City E-Communication covered by the request until the responsive E-
Communications have been identified. Request-, for disclosure of any City records
applicable to E-Communication or other electronic records of any -user subject to this
policy shall be submitted to the City Clerk..
C. Confidentiality.
1) California law requires that certain information be treated as confidential and not be
distributed to others inside or outside the City who do not have authorization to view
such information. Council members or Commissioners may occasionally receive
confidential electronic information. Some examples of confidential information are.,
personnel records, internal investigations, information relating to litigation or
potential litigation, attorney-client communication, information relating to labor
negotiations, or information relating to confidential real estate negotiations. When
Council and Commission members receive confidential information, it should be
marked "Confidential Information" so that Council and Commission members are
alerted to the nature of the information.
2) Confidential information should riot be sent or forwarded to individuals or entities not
authorized to receive that information. and should not be sent or forwarded to City
employees not authorized to view such information.
3) Council and Commission members shall exercise caution in sending confidential
information by E-Conununication as compared to written memoranda, letters or
phone calls, because of the case with which such information can lose confidentiality
by inadvertent or intentional diversion or re-transmission by others.
4) The City Attorney should be contacted concerning any questions about whether a
communication is confidential.
V. Compliance with this Policy. It is the responsibility of every user to insure that he or she is
in compliance with this Electronic Communications Policy.
Council and Commission Electronic Communications Policy
Page 4 of 4
35
36
37
RESOLUTION NO.20-065
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE CITY OF SARATOGA CONFLICT OF INTEREST CODE
WHEREAS, the Political Reform Act requires certain City officials, specified in section 87200 of
the California Government Code, to file economic disclosure forms (`Form 700") and abstain from making
or participating in making governmental decisions which have a reasonably foreseeable material effect on
economic interest; and
WHEREAS, the Political Reform Act, Government Code Sections 81000, et seq., requires every
state or local government agency to adopt and promulgate a Conflict of Interest Code (Code) that enumerates
specific City positions which involve making or participating in making decisions which have a reasonably
foreseeable material effect on an economic interest, and designates for each position the specific types of
investments, business positions, interests in real property and sources of income which are reportable based
on the scope of the decision -making authority of the position, and further requires the City Council to act as
the code -reviewing body of the City's Conflict of Interest Code; and
WHEREAS, the City of Saratoga's Conflict of Interest Code was adopted by Resolution No. 0 1 -0 11
on February 21, 2001 and adopted, by reference, the Fair Political Practices (FPPC) Model Conflict of Interest
Code set forth in Title 2, Section 18730 of the California Code of Regulations and was most recently updated
by Resolution No. 18-051 on October 3, 2018; and
WHEREAS, the Political Reform Act requires biennial review of the Code and the City has completed
its review for 2020 and updated the list of designated positions required to disclose personal economic interests
and the categories of interests that must be disclosed; and
NOW, THEREFORE, the City Council of the City of Saratoga hereby amends the City of Saratoga Conflict
of Interest Code to provide:
The terms of 2 California Code of Regulations Section 18730 (Exhibit A) and any amendments
to it duly adopted by the Fair Political Practices Commission are hereby incorporated and made
a part of this Code by reference. This regulation and the attached Exhibit B and Exhibit C,
designating positions and establishing disclosure categories, shall constitute the conflict of
interest code of the City of Saratoga (City).
Individuals holding designated positions shall file their statements of economic interests with
the City, which will make the statements available for public inspection and reproduction (Gov.
Code Sec. 81008). Upon receipt of the statements of the City of Saratoga City Council, City
Manager, City Attorney, City Treasurer (Finance and Administrative Services Director), and
Planning Commissioners, the City Clerk shall make and retain a copy and forward the original
of these statements to the Fair Political Practices Commission.
The Conflict of Interest Code as amended herein shall supersede all previous Codes, policies,
and understandings related to the City of Saratoga Conflict of Interest Code.
38
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council
held on the 16th day of September 2020 by the following vote:
AYES: Mayor Howard A. Miller, Vice Mayor Mary -Lynne Bernald, Council Members Yan Zhao,
Rishi Kumar
NOES:
ABSENT:
ij, il tia, N-V
Howard A. Miller, Mayor
91.X312,
bie Bretschneider, CMC, City Clerk DATE:
39
EXHIBIT B — CONFLICT OF INTEREST CODE LIST OF DESIGNATED POSITIONS
Adopted via Resolution 20-_ (Adopted --- --, 2020)
DESIGNATED POSITIONS DISCLOSURE CATEGORY
APPOINTED/ELECTED OFFICIALS
City Council 87200 Filer (Full Disclosure)
Heritage Preservation Commission 1 (Full Disclosure)
Library & Community Engagement Commission 1 (Full Disclosure)
Parks and Recreation Commission 1 (Full Disclosure)
Planning Commission 87200 Filer (Full Disclosure)
Traffic Safety Commission 1 (Full Disclosure)
CITY ATTORNEY'S OFFICE
City Attorney 87200 Filer (Full Disclosure)
Assistant City Attorney I (Full Disclosure)
CITY MANAGER'S OFFICE
City Manager 87200 Filer (Full Disclosure)
Assistant City Manager 1 (Full Disclosure)
City Clerk I (Full Disclosure)
PUBLIC WORKS DEPARTMENT
Public Works Director I (Full Disclosure)
Public Works Manager — Parks 2 (Dept. Related Income, Property)
Public Works Manager — Streets and Fleet 2 (Dept. Related Income, Property)
Senior Civil Engineer 2 (Dept. Related Income, Property)
Associate Engineer 2 (Dept. Related Income, Property)
Associate Civil Engineer 2 (Dept. Related Income, Property)
COMMUNITY DEVELOPMENT DEPARTMENT
Community Development Director 1 (Full Disclosure)
Building Official I (Full Disclosure)
City Arborist 2 (Dept. Related Income, Property)
Senior Planner 2 (Dept. Related Income, Property)
Associate Planner 2 (Dept. Related Income, Property)
Associate Civil Engineer 2 (Dept. Related Income, Property)
Code Compliance Officer 2 (Dept. Related Income, Property)
Facilities Manager 2 (Dept. Related Income, Property)
FINANCE & ADMINISTRATIVE SERVICES
DEPARTMENT
Finance & Administrative Services Director 87200 Filer (Full Disclosure)
Finance Manager I (Full Disclosure)
Human Resources Manager I (Full Disclosure)
Information Technology Manager 4 (Computer Related)
40
CONSULTANTS
City Auditor
City Geotechnical Consultant
City Surveyor
Traffic Engineer
Contract Planner
Contract Arborist
OTHER REPORTING REQUIREMENTS
1282665.1
I (Full Disclosure)
2 (Dept. Related Income, Property)
I (Full Disclosure)
2 (Dept. Related Income, Property)
2 (Dept. Related Income, Property)
2 (Dept. Related Income, Property)
Newly Created Positions between Conflict of Interest Code Updates: The City Clerk shall
complete FPPC form 804 at time position is created.
Consultants (Defined in FPPC Regulation 18701 (a)(2)): The City Clerk shall complete FPPC
Form 805 at the time the consultant is hired. Consultants shall disclose pursuant to the broadest
disclosure category in the code subject to the following limitation: The City Manager may determine
in writing that a particular consultant, although a "designated position," is hired to perform a range of
duties that is limited in scope and thus is not required to disclose pursuant to the broadest disclosure
category.
Members of Task Forces, Special Committees, and Similar Advisory Bodies Created by City
Council: The City Attorney and City Clerk shall consider whether a newly created body is subject to
the Political Reform Act's disclosure requirements and make a recommendation to the City Council.
Factors to be considered include but are not limited to whether the body will perform a role that
compels or prevents a governmental decision, or make substantive recommendations that may be
regularly approved without significant modification by another public official or governmental
agency over an extended period of time.
EXHIBIT C — DISCLOSURE CATEGORIES AND DEFINITIONS
CATEGORIES:
1. FULL DISCLOSURE and 87200 FILER
What to Report? All investments, positions in business entities, sources of income (including gifts,
loans, and travel payments), and interests in real property.
What Form 700 schedules? All Schedules (A through E)
2. DEPARTMENT -RELATED INCOME, REAL PROPERTY
What to Report? All investments, positions in business entities, sources of income (including gifts,
loans, and travel payments) if the source provides goods or services of the type utilized by or subject
to the review or approval of the department in which that person is employed and all interests in real
property or the Commission or other body on which the person serves.
What Form 700 schedules? All Schedules (A through E)
3. DEPARTMENT -RELATED INCOME
What to Report? All investments, positions in business entities, sources of income (including gifts,
loans, and travel payments) if the source provides goods or services of the type utilized by or subject
41
to the review or approval of the department in which that person is employed or the Commission or
other body on which the person serves.
What Form 700 schedules? A, C, D, E
4. CITY -RELATED COMPUTER HARDWARE & SOFTWARE
What to Report? All investments, positions in business entities, sources of income (including gifts,
loans, and travel payments) if the source provides goods or services relating to computer hardware or
software companies, computer consultant services, IT training companies, data processing firms and
media services of the type utilized by the City.
What Form 700 schedules? A, C, D, E
KEY TO FORM 700 SCHEDULES
Category A-1: Investments less than 10% ownership
Category A-2: Investments greater than 10% ownership
Category B: Real Property
Category C: Income, Loans and Business Positions
Category D: Income - Gifts
Category E: Income — Gifts, Travel Payments, Advances and Reimbursements
DEFINITIONS (summary from California Government Code as of 8/28/2020)
For the purposes of these disclosure categories, the definitions and regulations contained in the Political
Reform Act apply, including but not limited to:
Business entity" means any organization or enterprise operated for profit, including but not limited to a
proprietorship, partnership, firm, business trust, joint venture, syndicate, corporation or association. (Gov.
Code 82005)
Income" means a payment received, including but limited to any salary or wage received by the filer.
However, income does not need to be disclosed if the source is a state, local, or federal government
agency. For more details on Gov. Code 82030:
https:Hleginfo.legislature.ca.gov/faces/codes displaySection xhtml?sectionNum=82030 &lawCode=GOV
Interests in real property" includes any leasehold, beneficial or ownership interest or an option to acquire
such an interest in real property located in the jurisdiction owned directly, indirectly or beneficially by the
public official, or other filer, or his or her immediate family if the fair market value of the interest is
2,000 or more. Interests in real property of an individual includes a pro rata share of interests in real
property of any business entity or trust in which the individual or immediate family owns, directly,
indirectly or beneficially, a 10-percent interest or greater. (Gov. Code 82033)
However, a real estate interest does not need to be discussed if it is used solely as your primary residence
Gov. Code 87206 (f))
Investment" means any financial interest in or security issued by a business entity owned directly,
indirectly, or beneficially by filer, or his or her immediate family. An asset shall not be deemed an
investment unless its fair market value equals or exceeds $2,000. (Gov. Code 82034)
42
43
44
45
46
47
City of Saratoga Council and Commission Expense Policy
Approved December 16. 2015
I. Purpose
The City of Saratoga takes its stewardship over the use of its limited public resources
seriously. This policy provides direction to City Council members and City
Commissioners, on the use and expenditure of City resources, as well as the standards
against which those expenditures will be measured.
II. General
A. City resources should be used only when there is a benefit to the City, including:
The opportunity to discuss the community's concerns with state and federal
officials and representatives of other local governments in the region;
Participating in regional, state, and national organizations whose activities affect
the City;
Educational expenses related to improving the City Officials' skill and knowledge.
III. Authorized Expenses
A. City funds, equipment, supplies (including letterhead), and staff time must only be
used for authorized City business and may not exceed the adopted budget
appropriation.
1. The adopted budget appropriation for City Council’s annual training and travel
budget shall be allocated as follows, unless otherwise approved by the Mayor:
a. 30% to the Mayor
b. 70% divided equally among the four City Council members
2. The Council’s training and travel budget shall include a separate appropriation
for new Council members and Mayors to attend the League of California Cities
New Mayors & Council Members Academy. This appropriation is in addition to
the normal training allocation referenced above.
3. The adopted budget appropriation for a Commission’s annual training and travel
budget shall be allocated by the staff liaison in cooperation with the
Chairperson.
B. Expenses incurred in connection with the following types of activities generally
constitute authorized expenses, as long as the other requirements of this policy are
met:
48
1. Communicating with representatives of regional, state, and national
government on City-adopted policy positions;
2. Attending educational seminars or procurement of educational materials
designed to improve officials' skill and information levels;
3. Participating in regional, state, and national organizations whose activities affect
the City's interests;
4. Attending City and City-related events.
IV. Expenditure Approval Requirements
1. For Mayor and Council Members: Pre-approval of expenses to be incurred is not
required, except that the following expenses require prior approval from the City
Council at a regular or special City Council meeting:
2. International and out-of-state travel;
3. Expenses (other than related to conferences sponsored by the League of
California Cities) exceeding $500 per trip; and
4. Expenses not related to Section III. B.1 through B.4, but which nonetheless will
offer substantial benefit to the City.
A. For Commissioners, expenditures require pre-approval by the Commission’s staff
liaison and out-of-state travel requires pre-approval of the City Council.
V. Non-authorized Expenses
A. Examples of personal expenses that the City will not reimburse include, but are not
limited to:
1. The personal portion of any trip;
2. Political or charitable contributions or events;
3. Family expenses, including partner's expenses when accompanying official on
agency-related business, as well as children- or pet-related expenses;
4. Entertainment expenses, including theater, movies (either in-room or at the
theater), sporting events (including gym, massage and/or golf related expenses),
or other cultural events;
5. Alcoholic beverages, either as a portion of a meal expense or as a separate
charge;
6. Non-mileage personal automobile expenses, including repairs, traffic citations,
insurance or gasoline; and
7. Any additional costs related to the extension of travel beyond what is required
49
for business-related purposes (except due to travel restrictions caused by
inclement weather); and
8. Personal losses incurred while on City business.
B. Any questions regarding authorization of a particular type of expense should be
resolved by the approving authority before the expense is incurred.
VI. Cost Control
A. To conserve City resources and keep expenses within community standards for
public officials, expenditures should adhere to the following guidelines. In the event
that expenses are incurred which exceed these guidelines, the cost borne or
reimbursed by the City will be limited to the costs that fall within the guidelines.
1. Transportation
a. The most economical mode and class of transportation reasonably consistent
with scheduling needs and cargo space requirements must be used, using the
most direct and time-efficient route.
b. Charges for rental vehicles may be reimbursed under this provision if it is
determined that using a rental vehicle is more economical than other forms
of transportation. In making such determination, the cost of the rental
vehicle, parking and gasoline will be compared to the combined cost of other
forms of transportation. Government and group rates must be used when
available.
2. Airfare
a. Airfares shall be booked through the City Manager’s Office for the lowest
available cost that meets business travel needs.
b. Luggage Fees from airlines will be reimbursed for one checked bag that
weighs 50 pounds or under.
3. Automobile
a. Automobile mileage is reimbursed at Internal Revenue Service rates
presently in effect (see http://www.irs.gov). These rates are designed to
compensate the driver for gasoline, insurance, maintenance, and other
expenses associated with operating the vehicle. This amount does not
include bridge and road tolls, which are also reimbursable. Forms for this
reimbursement are available.
b. Automobile rental expenses, including insurance coverage recommended by
the City’s Risk Manager, will be reimbursed at rates not to exceed business
class auto rentals. Fuel expenses for business related usage will also be
50
reimbursed, however repairs or citations resulting from the use of the rental
vehicle will not be reimbursed.
4. Taxis/Shuttles
a. Taxis or shuttles fares may be reimbursed, including a fifteen (15%) percent
gratuity per fare. Taxis or shuttles may be utilized when the cost of such fares
is equal to or less than the cost of car rentals, gasoline and parking
combined, or when such transportation is necessary for time-efficiency.
5. Lodging
a. Lodging expenses will be paid or reimbursed when official City business
requires an overnight stay that exceeds 50 miles from Saratoga City Hall,
unless otherwise approved by the Mayor.
6. Conferences/Meetings
a. If lodging is in connection with a conference, expenses must not exceed
the group rate published by the conference sponsor, if such rates are
available at the time of booking. If the group rate is not available, the
policy in the following section "Other Lodging" shall apply.
7. Other Lodging
a. Travelers must request government rates, when available. A listing of
hotels offering government rates in different areas is available at
www.dgs.ca.gov/travel. Lodging rates that are equal to or less than
government rates are presumed to be reasonable and hence
reimbursable for purposes of this policy.
b. In the event that government rates are not available at a given time or in
a given area, lodging rates that do not exceed the IRS per diem rates for a
given area are presumed reasonable and hence reimbursable. See Form
2106 -EZ at www.irs.gov . The site provides references to hotels that have
government rates at or below Internal Revenue Service per diem limits.
Per Diem rates vary by location and can be found at
www.gsa.gov/perdiem .
8. Meals
a. Meal expenses (breakfast, lunch, dinner) and associated gratuities are
limited to a total of $100/day with receipts. Partial conference and travel
days are pro-rated. The City does not reimburse for snacks and drinks
between meals.
b. If meals are included in the cost of the business-related activity
51
registration fee, but Council or Commissioner elects to purchase the meal
from another source, the cost of that meal will not be paid by the City.
c. If receipts are not available, a per diem reimbursement will be provided
in the following amounts:
Breakfast: $15
Lunch: $15
Dinner: $30
9. Laundry service
a. Laundry services are generally not eligible for reimbursement. On a case-
by-case basis, when an extended business trip extends over seven (7) or
more calendar days, reasonable laundry expenses may be reimbursed for
necessary business clothing.
10. Internet
a. If Internet access is necessary for City-related business and is not
provided free of charge at the conference or hotel site, officials will be
reimbursed for Internet access connection and/or usage fees, not to
exceed $20.00 per day.
11. Airport Parking
a. Officials will be reimbursed for airport parking related to City business-
related travel.
b. Long-term parking must be used for travel exceeding 24-hours. Where
practical, an airport shuttle should be used if the cost of the shuttle to
and from the airport would be less than the anticipated cost of long term
parking.
12. 0ther
a. Expenses for which City officials receive reimbursement from another
agency are not reimbursable.
VII. Expense Report Content and Submission Deadline
A. All expenditure reports and expense reimbursement requests must be submitted on
the City’s current "Expense Report" form within thirty (30) days of an expense being
incurred. The form must be accompanied by receipts documenting each expense or
supporting documentation if requesting a per -diem meal reimbursement.
Reimbursement is permitted only for meals that are not provided by the
conference/meeting/seminar.
B. Expense reports must document that the expense in question met the requirements
52
of this policy. For example, if the meeting is with a legislator, the local agency official
should explain whose meals were purchased, what issues were discussed and how
those relate to the City's adopted legislative positions and priorities.
C. Inability to provide such documentation in a timely fashion may result in the
expense being borne by the official.
VIII. Audits of Expense Reports
A. All expenses are subject to verification that they comply with this policy.
IX. Reports to City Council or Commission
A. Following an event for which a reimbursement claim has or will be submitted, the
official seeking reimbursement shall, at the next regular City Council or Commission
meeting (or at an earlier special meeting if practical), briefly report on the event. If
multiple officials attended, a joint report may be made.
X. Compliance with Laws
A. City officials should keep in mind that some expenditures may be subject to
reporting under the Political Reform Act and other laws. All agency expenditures are
public records subject to disclosure under the Public Records Act.
B. This policy supplements the definition of actual and necessary expenses for
purposes of state laws relating to permissible uses of public resources.
C. This policy also supplements the definition of necessary and reasonable expenses for
purposes of federal and state income tax laws.
XI. Violation of This Policy
A. Use of public resources or falsifying expense reports in violation of this policy may
result in any or all of the following:
1. Loss of reimbursement privileges;
2. A demand for restitution to the City;
3. The City reporting to state and federal tax authorities that the official's expenses
are income;
4. Civil penalties of up to $1,000 per day and three times the value of the resources
used; and
5. Prosecution for misuse of public resources.
53
SARATOGA CITY COUNCIL
MEETING DATE:December 16,2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, CMC, City Clerk
SUBJECT:Commendation for Outgoing Commissioners
RECOMMENDED ACTION:
Commend Alexandra Nugent and Dr. Jo Rainie Rodgers for their service on the Saratoga
Heritage Preservation Commission and David McIntyre for his service on the Saratoga Traffic
Safety Commission.
BACKGROUND:
Alexandra Nugent served on the Heritage Preservation Commission from April 1, 2012 to
December 31, 2020 and was Chair twice. Dr. Jo Rainie Rodgers served on the Heritage
Preservation Commission from January 1, 2017 to December 31, 2020 and was Vice Chair in
2019. Both Heritage Preservation Commissioners played roles in the 2019/20 Heritage Orchard
Master Plan and in the Point of Interest Markers program.
David McIntyre served on the Traffic Safety Commission from January 1, 2014 to December 31,
2020 and was Vice Chair in 2017.The Safe Routes to School program was created during David’s
service.
ATTACHMENTS:
Attachment A -Commendation for Alexandria Nugent
Attachment B -Commendation for Dr. Jo Rainie Rodgers
Attachment C -Commendation for David McIntyre
54
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
ALEXANDRA NUGENT
FOR HER SERVICE ON THE HERITAGE PRESERVATION COMMISSION
WHEREAS, Alexandra Nugent was appointed to the City of Saratoga Heritage Preservation
Commission on April 1, 2012 and again on January 1, 2017; and
WHEREAS,during Alexandra’s term as a Heritage Preservation Commissioner, she and the other
Heritage Preservation Commissioners worked on adding several Heritage Trees to the Heritage Tree
Inventory and played a large role in adding a total of more than fifteen properties to the City of Saratoga
Historic Resource Inventory; and
WHEREAS, Alexandra was integral in the 2019/2020 Heritage Orchard Master Plan Update and
in the 2018/2019 Village Design Guidelines Update; and
WHEREAS,Alexandra and the Heritage Preservation Commission created a program for Point of
Interest Markers for the City of Saratoga to bring greater awareness to Saratoga’s history, such as the
Theater of the Glade, Blossom Festival, Caledonia Paper Mill, the Ohlone Indians that lived in the area,
colorful history involving Saratoga’s saloons, and the Saratoga Paper Mill; and
WHEREAS, Alexandra was an enthusiastic participant in Saratoga events such as the Blossom
Festival, Arbor Day, and the Historic Preservation Month, where she could assist in public outreach about
historic preservation; and
WHEREAS, Alexandra was Chair of the Heritage Preservation Commission from August 2014 to
July 2015 and again January 2020 to December 2020; and
WHEREAS,it is apparent to all who have worked with Alexandra that she is a dedicated
and hardworking member of the community and her service and contributions are greatly
appreciated by the City Council, Heritage Preservation Commission, and City staff.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does hereby
recognize Alexandra Nugent for her many years of service and dedication to the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 16th day of December
2020.
Mayor
City of Saratoga
55
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
DR. JO RAINIE RODGERS
FOR HER SERVICE ON THE HERITAGE PRESERVATION COMMISSION
WHEREAS, Dr. Jo Raine Rodgers was appointed to the City of Saratoga Heritage Preservation
Commission in January 2017; and
WHEREAS,during Jo’s term as a Heritage Preservation Commissioner, she and the other
Heritage Preservation Commissioners worked on adding a total of fourteen properties to the City of
Saratoga Historic Resource Inventory; and
WHEREAS, Jo was integral in the 2019/2020 Heritage Orchard Master Plan Update and in the
2018/2019 Village Design Guidelines Update; and
WHEREAS,Jo and the Heritage Preservation Commission created a program for Point of Interest
Markers for the City of Saratoga to bring greater awareness to Saratoga’s history, such as the Theater of
the Glade, Blossom Festival, Caledonia Paper Mill, the Ohlone Indians that lived in the area, colorful
history involving Saratoga’s saloons, and the Saratoga Paper Mill; and
WHEREAS, Jo was an enthusiastic participant in Saratoga events such as the Blossom Festival,
Arbor Day, and the Historic Preservation Month, where she could assist in public outreach about historic
preservation; and
WHEREAS, Jo was Vice Chair of the Heritage Preservation Commission from January 2019 to
December 2019; and
WHEREAS,it is apparent to all who have worked with Jo that she is a dedicated and
hardworking member of the community and her service and contributions are greatly appreciated
by the City Council, Heritage Preservation Commission, and City staff.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does hereby
recognize Dr. Jo Rainie Rodgers for her many years of service and dedication to the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 16th day of December
2020.
Mayor
City of Saratoga
56
COMMENDATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA HONORING
DAVID MCINTYRE
FOR HIS SERVICE ON THE SARATOGA TRAFFIC SAFETY COMMISSION
WHEREAS,David McIntyre served as a City of Saratoga Traffic Safety
Commissioner from March 2014 to December 31, 2020; and
WHEREAS, David served as Chair of the Traffic Safety Commission in 2017 and as
Chair led the Traffic Safety Commission in making recommendations on 17 traffic safety
related issues within the Saratoga community; and
WHEREAS,during his six years of volunteer service, David and the Traffic Safety
Commission approved the traffic circulation improvements at Christa McCauliff School,
improved pedestrian safety on Big Basin Way by approving the 4-way stop at Big Basin and
Fourth Street, approved several lighted pedestrian crossings, and approved a comprehensive
traffic calming plan to reduce speeding on Glen Brae Drive; and
WHEREAS,David contributed to the Traffic Safety Commission’s participation in a
traffic signals and intersection study which investigated the 13 signals in the City; and
WHEREAS,David and the Traffic Safety Commission participated in many extra
meetings to establish the City’s Safe Routes to Schools program; and
WHEREAS,David maintained a calm leadership during his time with the Traffic
Safety Commission, gave the public the opportunity to have a voice in traffic safety matters,
and demonstrated empathy for residents requesting traffic safety solutions;
NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of Saratoga
does hereby extend its sincere appreciation and gratitude to David McIntyre for his dedicated
service and contributions to the City of Saratoga.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 16th
day of December 2020.
Mayor
City of Saratoga
57
SARATOGA CITY COUNCIL
MEETING DATE:December 16,2020
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 December 2, 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 December 2, 2020
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 1 of 8
MINUTES
WEDNESDAY, DECEMBER 2, 2020
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:15 p.m., the City Council held Commission Interviews via teleconferencing through Zoom.
At 6:00 p.m., the City Council held a Joint Meeting with the Saratoga Historical Foundation via
teleconferencing through Zoom.
Mayor Miller called the virtual Regular Session to order at 7:01 p.m. via teleconferencing
through Zoom. Mayor Miller called the meeting to order in memory of longtime resident Gary
Brandenburg who recently passed away.
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
Debbie Pedro, Community Development Director
John Cherbone, Public Works Director
Dennis Jaw, Finance Manager
Nicole Johnson, Senior Planner
Mainini Cabute, Environmental Program Manager
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.
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 2 of 8
REPORT ON POSTING OF THE AGENDA
City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted
on November 25, 2020.
REPORT FROM JOINT MEETING
Annette Stransky, President, provided an overview of the City Council Joint Meeting with the
Saratoga Historical Foundation.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
ANNOUNCEMENTS
Mayor Miller shared information about COVID-19 updates and flu shots, the City’s Holiday
Food Drive, the virtual Celebration of Light, the Saratoga-to-the-Sea trail is open, and the
Council Reorganization meeting.
CEREMONIAL ITEMS
Proclamation Declaring December 3, 2020 as People with Disabilities Day
Recommended Action:
Proclaim December 3, 2020 as People with Disabilities Day in the City of Saratoga.
Mayor Miller and the City Council proclaimed December 3, 2020 as People with
Disabilities Day in the City of Saratoga.
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on November 18,
2020.
BERNALD/ZHAO MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE REGULAR CITY COUNCIL MEETING ON NOVEMER 18, 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:
11/20/2020 Period 5.
BERNALD/ZHAO MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 11/20/2020 PERIOD
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 3 of 8
5. MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.3. Treasurer’s Report for the Month Ended October 31, 2020
Recommended Action:
Review and accept the Treasurer’s Report for the month ended October 31, 2020.
BERNALD/ZHAO MOVED TO ACCEPT THE TREASURER’S REPORT FOR THE
MONTH ENDED OCTOBER 31, 2020.MOTION PASSED BY VERBAL ROLL CALL.
AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
1.4. Building Inspection Services Contract with 4Leaf, Inc. and Budget Adjustment
Recommended Action:
1. Adopt the attached resolution to increase the budget for contract inspection services in the
amount of $45,000 for FY2020-2021; and
2. Authorize the City Manager to execute a contract with 4Leaf, Inc. for as-needed building
inspection services in the amount of $75,000.00 for FY 2020-2021.
RESOLUTION 20-075
BERNALD/ZHAO MOVED TO ADOPT THE RESOLUTION TO INCREASE THE
BUDGET FOR CONTRACT INSPECTION SERVICES IN THE AMOUNT OF
$45,000 FOR FY2020-2021; AND TO AUTHORIZE THE CITY MANAGER TO
EXECUTE A CONTRACT WITH 4LEAF, INC. FOR AS-NEEDED BUILDING
INSPECTION SERVICES IN THE AMOUNT OF $75,000.00 FOR FY 2020-2021.
MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.5. Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal of
the District for FY 21-22
Recommended Action:
1. Move to adopt the Resolution describing improvements and directing preparation of the
Engineer’s Report.
2. Move to adopt the Resolution appointing the attorneys for the District.
RESOLUTION 20-076
RESOLUTION 20-077
BERNALD/ZHAO MOVED TO ADOPT THE RESOLUTION DESCRIBING
IMPROVEMENTS AND DIRECTING PREPARATION OF THE ENGINEER’S
REPORT FOR LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1
AND TO ADOPT THE RESOLUTION APPOINTING THE ATTORNEYS FOR
THE DISTRICT FOR FISCAL YEAR 2021/2022.MOTION PASSED BY VERBAL
ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 4 of 8
1.6. Resolution Authorizing Hakone Gardens Application for County Historical Heritage
Grant for Mon Roof Replacement
Recommended Action:
Approve the resolution authorizing the Hakone Foundation to submit a County of Santa
Clara Historical Heritage Grant Program application for the Mon roof replacement project.
RESOLUTION 20-078
BERNALD/ZHAO MOVED TO APPROVE THE RESOLUTION AUTHORIZING
THE HAKONE FOUNDATION TO SUBMIT A COUNTY OF SANTA CLARA
HISTORICAL HERITAGE GRANT PROGRAM APPLICATION FOR THE MON
ROOF REPLACEMENT PROJECT. MOTION PASSED BY VERBAL ROLL CALL.
AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
Vice Mayor Bernald spoke on this item.
1.7. Saratoga Historical Foundation Lease & Additions to the Heritage Resource Inventory
Recommended Action:
Authorize the City Manager to execute a new lease agreement with the Saratoga Historical
Foundation; authorize the Saratoga Historical Foundation to construct the blacksmith shop
building; and, authorize placement of the Interurban Stop and Saratoga Historical Park to
the City of Saratoga Heritage Resource Inventory.
BERNALD/ZHAO MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE
A NEW LEASE AGREEMENT WITH THE SARATOGA HISTORICAL
FOUNDATION; AUTHORIZE THE SARATOGA HISTORICAL FOUNDATION
TO CONSTRUCT THE BLACKSMITH SHOP BUILDING; AND, AUTHORIZE
PLACEMENT OF THE INTERURBAN STOP AND SARATOGA HISTORICAL
PARK TO THE CITY OF SARATOGA HERITAGE RESOURCE INVENTORY.
MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2.PUBLIC HEARING
2.1. Landmark Designation & Mills Act Agreement for 19277 Shubert Drive Application
No. MIL20-0002 & LNDMRK20-0002
Recommended Action:
The Heritage Preservation Commission recommends that the City Council:
1.Conduct a public hearing on the proposal to designate the subject property as a historic
landmark and enter into a Mills Act Agreement.
2.Introduce and waive first reading of the attached ordinance designating the property as a
historic landmark.
3.Direct staff to place the ordinance on the Consent Calendar for adoption at the next
regular meeting of the City Council.
4.Adopt the attached Resolution authorizing the City Manager to enter into a Mills Act
Agreement for the property located at 19277 Shubert Drive upon the effective date of the
landmark ordinance.
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 5 of 8
Council Member Kumar asked to be recused from this item due to proximity to the
property.
Nicole Johnson, Senior Planner, presented the staff report.
Mayor Miller opened the public hearing.
Mayor Miller invited public comment on the item.
No one requested to speak.
Mayor Miller asked Keith Hendley, owner of 19277 Shubert Drive, to speak.
Mayor Miller asked Alexandra Nugent, Chair of Heritage Preservation Commission, to
speak.
Mayor Miller closed the public hearing.
RESOLUTION 20-079
BERNALD/ZHAO MOVED TO WAIVE FIRST READING OF THE ORDINANCE
DESIGNATING THE PROPERTY AS A HISTORIC LANDMARK, TO DIRECT
STAFF TO PLACE THE ORDINANCE ON THE CONSENT CALENDAR FOR
ADOPTION AT THE NEXT REGULAR MEETING OF THE CITY COUNCIL,
AND TO ADOPT THE RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A MILLS ACT AGREEMENT FOR THE PROPERTY LOCATED
AT 19277 SHUBERT DRIVE UPON THE EFFECTIVE DATE OF THE
LANDMARK ORDINANCE.MOTION PASSED BY VERBAL ROLL CALL. AYES:
MILLER, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
RECUSED: KUMAR
3.GENERAL BUSINESS
3.1. Heritage Orchard Master Plan Update
Recommended Action:
Adopt the attached resolution approving the update to the City’s Heritage Orchard Master
Plan.
Nicole Johnson, Senior Planner, presented the staff report.
Mayor Miller invited public comment on the item.
No one requested to speak.
Mayor Miller asked Alexandra Nugent, Chair of Heritage Preservation Commission, to
speak.
Mayor Miller asked Annette Stransky, member of Heritage Preservation Commission, to
speak.
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 6 of 8
RESOLUTION 20-080
MILLER/KUMAR MOVED TO ADOPT THE RESOLUTION APPROVING THE
UPDATE TO THE CITY’S HERITAGE ORCHARD MASTER PLAN. MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.2. General Plan 2040 and Housing Element Update Schedule
Recommended Action:
Accept the revised General Plan 2040 Update schedule so it is aligned with the Housing
Element Update as recommended by the Planning Commission.
Debbie Pedro, Community Development Director, presented the staff report.
Mayor Miller invited public comment on the item.
No one requested to speak.
BERNALD/ZHAO MOVED TO ACCEPT THE REVISED GENERAL PLAN 2040
UPDATE SCHEDULE SO IT IS ALIGNED WITH THE HOUSING ELEMENT
UPDATE AS RECOMMENDED BY THE PLANNING COMMISSION. MOTION
PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.3. Saratoga Climate Action Plan 2030
Recommended Action:
Adopt the resolution establishing the City’s Climate Action Plan.
Mainini Cabute, Environmental Program Manager, presented the staff report.
Christine O’Rourke, O’Rourke & Associates, presented on the Climate Action Plan.
Mayor Miller invited public comment on the item.
No one requested to speak.
RESOLUTION 20-081
MILLER/BERNALD MOVED TO ADOPT THE RESOLUTION ESTABLISHING
THE CITY’S CLIMATE ACTION PLAN.MOTION PASSED BY VERBAL ROLL
CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
3.4. Electric Vehicle Charging Station Policy
Recommended Action:
Adopt the resolution establishing the City’s Electric Vehicle Charging Station Policy.
Mainini Cabute, Environmental Program Manager, presented the staff report.
Mayor Miller invited public comment on the item.
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 7 of 8
No one requested to speak.
RESOLUTION 20-082
MILLER/ZHAO MOVED TO ADOPT THE RESOLUTION ESTABLISHING THE
CITY’S ELECTRIC VEHICLE CHARGING STATION POLICY.MOTION PASSED
BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
3.5. Annual Audit Reports
Recommended Action:
Review and accept the following annual audit reports for Fiscal Year 2019/20;
A. Comprehensive Annual Financial Report (CAFR)
B. Transportation Development Act Audit Report (MTC Grants)
C. Appropriation Limit Report (Gann, Fiscal Year 2020/21)
D. SAS 114 Report
E. SAS 112 Report
F. State Controller’s Office Financial Transaction Report Summary
Dennis Jaw, Finance Manager, presented the staff report.
Mayor Miller invited public comment on the item.
No one requested to speak.
MILLER/BERNALD MOVED TO ACCEPT THE FOLLOWING ANNUAL AUDIT
REPORTS FOR FISCAL YEAR 2019/20; COMPREHENSIVE ANNUAL
FINANCIAL REPORT (CAFR), TRANSPORTATION DEVELOPMENT ACT
AUDIT REPORT (MTC GRANTS), APPROPRIATION LIMIT REPORT (GANN,
FISCAL YEAR 2020/21), SAS 114 REPORT, SAS 112 REPORT, STATE
CONTROLLER’S OFFICE FINANCIAL TRANSACTION REPORT SUMMARY.
MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.6. Review of City Council Assignments
Recommended Action:
Review the list of City Council assignments and provide direction on changes to items
included in the assignments.
Debbie Bretschneider, City Clerk, presented the staff report.
Mayor Miller invited public comment on the item.
No one requested to speak.
The City Council requested changes to the City Council Assignment Descriptions, which
included adding to the description of Silicon Valley Clean Energy, to be included in the next
Regular Council Meeting staff report.
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Saratoga City Council Minutes ~ December 2, 2020 ~ Page 8 of 8
COUNCIL ASSIGNMENTS
Mayor Howard Miller
Silicon Valley Clean Energy Authority Board of Directors – Silicon Valley Clean Energy is
setting up a regional super Joint Powers Agreement to be used to buy long-term solar storage
facilities and they received an Investment grade credit rating from Moody’s.
Valley Transportation Authority (VTA) Policy Advisory Committee – Supervisor Simitian had a
meeting on VTA’s proposal to use Measure B funds for local roads for to fund BART.
VTA State Route 85 Corridor Policy Advisory Board – the Board did not receive the report on
noise abatement that had been scheduled.
West Valley Mayors & Managers – there was a discussion about and a decision of the VTA
Board assignment. Darcy Paul of Cupertino was appointed as Representative.
Vice Mayor Mary-Lynne Bernald
Santa Clara/Santa Cruz Airport/Community Roundtable – the Chair, Vice Mayor Bernald, sent a
letter to SFO airport Director offering services as Roundtable.
Saratoga Historical Foundation – the Foundation discussed the Blacksmith Shop.
Council Member Yan Zhao
No report
Council Member Rishi Kumar
No report
CITY COUNCIL ITEMS
Vice Mayor Bernald, with support from Council Member Zhao, asked for a future Council
agenda item on a tool to make it easier for the public to find public art, historical, and cultural
assets in the City.
COUNCIL COMMUNICATIONS
Council Member Kumar spoke about San Jose Water Company protest letters.
Mayor Miller thanked Saratoga City staff for their support during his term as a Council Member
and Mayor.
CITY MANAGER'S REPORT
City Manager James Lindsay spoke about Mayor Miller’s comments.
ADJOURNMENT
MILLER/BERNALD MOVED TO ADJOURN THE MEETING AT 9:44 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
66
Rene Rivera, 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
12/1/2020 142279 142318 40 198,983.30 12/2/2020 11/24/2020 142278
Accounts Payable 12/8/2020 142319 142353 35 144,110.66 12/9/2020 12/1/2020 142318
Accounts Payable checks issued for $20,000 or greater:
Date Check # Dept. Amount
12/1/2020 142290 Daco Construction CIP Street Projects Fund PW Quito Rd & Monclair Shoulder 28,900.00
12/1/2020 142299 Judge Netting, Inc. CIP Parks Project Fund PW CSP Freeway Netting & Retention 59,590.65
12/1/2020 142304 Orchard Keepers, Inc General PW Oct Orchard Maintenance 21,336.99
12/8/2020 142345 Superion, Inc CIP Admin Projects CDD Trakit Mtn 6/30/21 21,241.01
12/8/2020 142346 SYL Construction Inc. CIP Streets Projects PW McFarland Ave Curb Project 30,372.69
Accounts Payable checks voided during this time period:
AP Date Check #Amount
N/A
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
Accounts Payable
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:Finance & Administrative Services
12/01/2020 Period 6; 12/08/20 Period 6
PREPARED BY:
Ending Check
#
Starting
Check #Type of Checks Date
Prior Check RegisterChecks
ReleasedTotal Checks Amount
Fund Purpose
StatusReason Issued to
Issued to
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68
69
70
71
72
73
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SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:Community Development Department
PREPARED BY:Nicole Johnson, Senior Planner
SUBJECT:Landmark Designation for 19277 Shubert Drive – Application No.
LNDMRK20-0002
RECOMMENDED ACTION:
Waive the second reading and adopt the attached ordinance designating the property at 19277
Shubert Drive as a historic landmark.
BACKGROUND:
On December 2, 2020 the City Council introduced an ordinance designating the property as a
historic landmark and directed staff to place the ordinance on the Consent Calendar for adoption
at the next regular meeting of the City Council.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This ordinance or a comprehensive summary thereof shall be published in a newspaper of
general circulation of the City of Saratoga within 15 days after its adoption.
ATTACHMENT:
Attachment A- Ordinance
75
ORDINANCE NO. XX-XXX
AN ORDINANCE OF THE CITY OF SARATOGA
DESIGNATING THE PROPERTY AT 19277 SHUBERT DRIVE
(APN 389-04-007) AS A HISTORIC LANDMARK
The City Council of the City of Saratoga hereby ordains as follows:
Section 1-Findings:After careful review and consideration of the report and
recommendations of the Heritage Preservation Commission concerning the residence at
19277 Shubert Drive (the “Residence”) together with the application and supporting
materials, and following a public hearing at which all interested parties had an
opportunity to be heard, the City Council hereby finds that the Residence has special
historical, cultural, architectural and aesthetic interest or value as part of the heritage and
history of the City, and satisfies one or more of the criteria set forth in Section 13-15.010
of the Saratoga City Code. Specifically:
The Residence exemplifies or reflects special elements of the cultural, social,
economic, political, aesthetic, engineering or architectural history of the City, the
County, the State or the nation in that it represents a Mid-Century/California
Modern style residence that was developed in 1965 by Joseph Eichler. The
structure exhibits many of the character-defining features of such a home and has
retained these features through history.
The Residence embodies distinctive characteristics of a style, type, period or
method of construction, or is a valuable example of the use of indigenous
materials in that it is an excellent example of Eichler design. The house features a
central arched gallery over a very low sloped roof line to the right and left of the
gallery. Large expanses of glass are used to create clearstory windows which
appear in the upper portions under the roof line. Little fenestration except for the
two tall, vertical windows at the far left and far right appear along the front. This
home exemplifies typical Eichler design features
The Residence embodies or contributes to unique physical characteristics
representing an established and familiar visual feature of neighborhood or district
within the City in that the home designed by architect Claude Oakland and built
by Joseph Eichler in 1965.
Section 2 – Designation: The Residence is hereby designated as a Historic Landmark
pursuant to section 13-15.060 of the Saratoga City Code.
Section 3 - Publication: This ordinance or a comprehensive summary thereof shall be
published once in a newspaper of general circulation of the City of Saratoga within thirty
(30) days after its adoption.
Attachment A
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Following a duly notice public hearing the foregoing ordinance was introduced and the
first reading was waived at the regular meeting of the City Council of the City of
Saratoga held on the 2nd day of December 2020, and was adopted by the following vote
following a second reading on the 16
th day of December 2020:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR, CITY OF SARATOGA, CALIFORNIA
ATTEST:
DATE:
Debbie Bretschneider
CITY CLERK
APPROVED AS TO FORM:
DATE:
Richard Taylor
CITY ATTORNEY
1311351.1
77
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Crystal Bothelio, Assistant City Manager
SUBJECT:Resolution Re-Affirming the City of Saratoga’s Commitment to Stand in
Solidarity with the Black Community and Black Lives Matter Movement
RECOMMENDED ACTION:
Approve the resolution re-affirming the City of Saratoga’s commitment to stand in solidarity with
the Black community.
BACKGROUND:
This item has been placed on the agenda at the request of Mayor Howard Miller to provide the
City Council with the opportunity to issue a resolution re-affirming the City of Saratoga’s
commitment to stand in solidary with the Black community and Black Lives Matter movement. In
June 2020, the City Council adopted Resolution No. 20-044 stating its position to stand in
solidarity with the Black community.
ATTACHMENTS:
Attachment A –Resolution
78
RESOLUTION NO. 20-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
RE-AFFIRMING THE CITY’S COMMITMENT TO STAND IN SOLIDARITY
WITH THE BLACK COMMNUNITY AND BLACK LIVES MATTER
WHEREAS, people throughout the United States and across the world have called for an
end to racism, systematic injustices, and violence against the Black community through the Black
Lives Matter movement; and
WHEREAS, hundreds of Saratoga residents gathered at Saratoga City Hall on June 6,
2020 to express their dismay over the death, injustice, and suffering caused by racism and to seek
an end to inequality and discrimination; and
WHEREAS, the City Council expressed its commitment to stand in solidarity with the
black community through the adoption of Resolution 20-044 on June 17, 2020; and
WHEREAS, equity and justice are a priority of the City Council and the Saratoga
community; and
WHEREAS, the City Council has no tolerance for discrimination, police violence, or
prejudice; and
WHEREAS, the City Council recognizes that no community is immune to injustice, more
can and must be done to end systematic racism, and communities across the nation must stand with
the Black community to make lasting and significant change.
NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga does
hereby affirm its commitment to stand in solidarity with the Black community and the Black Lives
Matter movement, condemns violence against the Black community, and encourages the Saratoga
community to engage in peaceful discourse to find a path forward and enact meaningful change.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 16th day of December 2020 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________, Mayor
ATTEST:
DATE:
Debbie Bretschneider, CMC
City Clerk
79
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Crystal Bothelio, Assistant City Manager
SUBJECT:Extension of Agreement for Countywide Isolation and Quarantine Support
Program
RECOMMENDED ACTION:
Authorize the City Manager to execute an extension to the agreement with the County of Santa
Clara for the Countywide Isolation and Quarantine Support Program through June 30, 2021.
BACKGROUND:
On September 2, 2020, the City Council authorized the City Manager to execute an agreement
with the County of Santa Clara for the Countywide Isolation and Quarantine Support Program
through December 31, 2020. If the staff recommendation is approved, the City Manager would be
authorized to execute an agreement extending the program agreement through June 30, 2021 with
no change to the program costs.
The program provides support to residents in the County who need assistance to properly isolate
if they have tested positive for COVID-19 or quarantine if they have been in close contact with a
COVID-19 positive person. While many individuals are able to isolate or quarantine in their homes
without assistance, others face challenges such as crowded households, the lack of paid sick leave,
recent unemployment, co-habitation with at-risk individuals, and obligations to care for family
members. Primary among these challenges are: 1) access to a room in which the case or contact
may remain separate from other members of the household; and, 2) access to one’s own bathroom
or the ability to clean the bathroom after each use.
The Countywide Isolation and Quarantine Support Program provides support through access to
motel rooms, at-home support, and rental and financial support. Those placed in motel rooms
generally cannot safely isolate or quarantine at home or do not have a home. In addition to typical
motel management staff and services, the motel is staffed by a combination of personnel from the
County, a community-based organization, and a private security company. At this hotel, the
County offers limited case management services, three meals per day and laundry services.
Medical and behavioral health staff perform wellness checks weekly and connect individuals to
social services, medical and behavioral health services based on their needs. Transportation to and
from the motel to initiate or conclude isolation or quarantine can be provided. Once the isolation
80
or quarantine period is complete, the Program staff assist participants to return to their homes or
transition to appropriate and available congregate and non-congregate shelter settings.
At-home support services are also available through the program to those who can isolate and
quarantine at home, but who need some assistance. The supportive services are similar to what is
provided at the motel. Participating households commonly need help buying groceries and
cleaning supplies.
Additionally, rental and financial support is available through the program. This service is
available to households who need to use a hotel and to households who can isolate or quarantine
at home. Each household may be eligible for up to $5,000. Before rental or financial support is
provided, Sacred Heart Community determines eligibility and verifies need. The financial
assistance is paid directly to the vendor (i.e., landlord, utility company). Households must have
household income of less than 80% Area Median Income to be eligible for rental assistance (e.g.
a family of four with an annual income of $112,150 or lower). In addition, households must
provide documentation that verifies the need and amount needed. For example, for rental
assistance, the household may have to provide a copy of the lease and notice to pay rent or quit.
There is a fixed cost to run the program (based on population), and anticipated usage costs for
Motels, At-Home Support, and Financial Assistance. Saratoga’s not-to-exceed amount of $31,867
includes $9,051 for fixed program costs, with the remaining $22,816 allocated to anticipated costs
for program usage by Saratoga residents. Use of CARES Act funds was authorized for costs
associated with the program.
ATTACHMENTS:
Attachment A – Funding Agreement
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Countywide Isolation and Quarantine Support Program
FUNDING AGREEMENT BETWEEN THE
COUNTY OF SANTA CLARA
AND THE CITY OF SARATOGA
FOR COUNTYWIDE ISOLATION AND QUARANTINE
SUPPORT PROGRAM
This Agreement is entered into by and between the County of Santa Clara (the “County”) and the City of
Saratoga (the “City”), individually, a “Party” and, collectively, the “Parties,” in order to provide funding for a
Countywide Isolation and Quarantine Support Program (“Program”) to be managed by the County.
RECITALS
A. WHEREAS, on February 3,2020, the County Health Officer declared a local health emergency, and the
County's Director of Emergency Services proclaimed a local emergency, to respond to the Coronavirus
Disease (“COVID-19”) pandemic and manage its spread throughout the County; and
B. WHEREAS, on March 4, 2020, the Governor of California proclaimed a State of Emergency (Executive
Order N-25-20) to exist in California because of the threat of COVID-19; and
C. WHEREAS, on March 16, 2020, the Santa Clara County Public Health Officer issued an Order to all
residents to shelter in place and businesses to close except for essential activities, essential services, and
governmental services as defined under Section 10 of the Order; and
D. WHEREAS, on March 19, 2020, the Governor issued an Order (Executive Order N-33-20) that all
individuals living in the State of California stay home or at their place of residence, except as needed to
maintain continuity of operations for certain critical infrastructure sectors, to protect the public health
of Californians, to mitigate the impact of COVID-19, and to ensure the healthcare delivery system is
capable of serving all; and
E. WHEREAS, as a result of the State Executive Orders and their national counterparts and the County
Order in response to COVID-19, as may be extended and modified by federal, state, and local
authorities, the County and City have identified an urgent need to provide a Countywide Isolation and
Quarantine Support Program (“Program”) as part of the response to COVID-19; and,
F. WHEREAS, the County has established and will operate the Program as described on Exhibit “A” attached
hereto and incorporated herein by this reference; and
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G. WHEREAS, the Program assists all residents of Santa Clara County to isolate if they have tested positive
for Coronavirus (COVID-19) (“Cases”) or quarantine if they have been in close contact with a COVID-19
positive person (“Contacts”); and
H. WHEREAS, the U.S. Centers for Disease Control and Prevention defines a “close contact” as “someone
who was within six feet of an infected person for at least 15 minutes starting from 48 hours before illness
onset until the time the patient is isolated; however, the County Public Health Department’s Special
Investigations Unit or Case Investigation and Contact Tracing group (“CICT”) will make determinations
based on the circumstances of each interaction; and
I. WHEREAS, many individuals and their families will be able to isolate or quarantine in their homes without
assistance; and
J. WHEREAS, others have situations that make isolating or quarantining difficult. These challenges include,
but are not limited to, overcrowded housing, the lack of paid sick leave, recent unemployment, co -
habitation with at-risk individuals, and obligations to care for family members. Primary among these
challenges are: 1) access to a room in which the case or contact may stay and remain entirely separate
from other members of the household; and, 2) access to one’s own bathroom or the ability to thoroughly
clean the bathroom after each use. The County’s CICT group is trained to speak with individuals about
what they may need to effectively isolate or quarantine in their own home; and
K. WHEREAS, it is in the intent of this Agreement that City, along with all other 14 cities within Santa Clara
County, will contribute funding to the County to pay the County for its costs in operating the Program.
In consideration of the foregoing Recitals, and the mutual promises and covenants contained in this
Agreement, the Parties agree as follows:
AGREEMENT
SECTION 1 TERM
This Agreement is effective August 1, 2020 and will continue thereafter until December 31, 2020, unless
extended by mutual consent.
SECTION 2 MAXIMUM FINANCIAL OBLIGATION
As explained in Section 3 below and stated in Exhibit E, City’s maximum financial obligation during the Term
of this Agreement is $31,867.
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SECTION 3 ESTIMATE OF COUNTYWIDE NEED AND COST SHARING
To ensure that appropriate services are available to all Santa Clara County residents who need help with
isolation or quarantine, it is the intent of this Agreement that the County and all 15 cities within the County
would share in the Program’s costs on a roughly proportional basis as set forth below.
a) Estimates of Countywide Need:
i) Based upon prior utilization data, the County estimates that during the term of this Agreement,
approximately 200 households who are Cases or Contacts will be referred to or will contact the
Program weekly. Of the 200 households, it is estimated that approximately 25% (about 50
households) will decline services, be ineligible or referrals that cannot be contacted. Of the
remaining households (approximately 150 households) who participate in the Program, 90%
(about 135 households) will receive assistance to isolate or quarantine at home and 10% (about
15 households) would temporarily move into a motel. Of all households who enroll in the Program
(150 households) each week, about 60% (90 households) are also expected to request and receive
rental or financial assistance.
ii) Of the households participating in the program, it is estimated that approximately 82% will be
residents of the City of San José. Residency is determined by the person’s or family’s home
address.
iii) Exhibit B summarizes the projected needs among residents of each jurisdiction by Program
component from August 1 through December 31, 2020, which is approximately 22 weeks. The
number of residents by jurisdiction is based on current Program utilization and a minimum of five
– one per month – for each jurisdiction. For planning purposes, at least one resident from each
jurisdiction would need a motel placement.
iv) If the person or family is homeless, their residency is determined by the location of their last
permanent address or the city or unincorporated area where they spend most of their time.
b) Cost Sharing: Exhibit C summarizes the assumptions used to determine the Program’s fixed costs, the
costs of operating a motel room for one month, at-home support services, and rental or other financial
assistance. These are intended to be estimates for budgeting purposes.
i) Fixed Costs: Each jurisdiction would reimburse the County for a portion of the Program’s fixed
costs regardless of utilization by the jurisdiction’s residents. Each jurisdiction’s share of the fixed
costs is proportional to its share of the countywide population as set forth in Exhibit D. The services
associated with these costs are necessary because they allow CICT, providers and residents to
access the Program’s services.
ii) Motel Costs: Each jurisdiction will contribute to the cost of operating motels for isolation and
quarantine based on the proportion of motel nights that its residents use. For example, in a given
month, if a San Jose resident stayed in one room for 30 days and a Campbell resident stayed in
another room for 30 days – and no other jurisdiction’s residents stayed at the site – the costs for
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Countywide Isolation and Quarantine Support Program
operating that motel site, would be evenly split between the City of San Jose and the City of
Campbell.
iii) At-Home Support Services: Each jurisdiction will reimburse the County for the cost of supportive
services provided directly to the jurisdiction’s residents while they isolate or quarantine in their
own homes.
iv) Rental and Financial Assistance. Each jurisdiction will reimburse the County for the rental or
financial assistance provided directly to the jurisdiction’s residents.
c) Total Estimated Costs: Exhibit E summarizes the total estimated cost by jurisdiction. These estimates
form the basis for the maximum financial obligation during the term referenced in Section 2 of this
Agreement. If the number of Saratoga residents participating in the Program exceeds 50% of the total
estimated participation shown in Exhibit B, then the City agrees to confer with the County on
adjustments to the maximum financial obligation.
d) The County shall submit invoices for any eligible cost up to the maximum financial obligation. For
example, the County may submit the cost of information and referral for all motel rooms located in
the City as a strategy to leverage Federal Emergency Management Agency (FEMA) reimbursements.
The County may submit invoices to the City even if FEMA has not made a determination on the
County’s request(s) for reimbursement under FEMA’s Public Assistance program. Invoices submitted
by County will be supported by backup documentation provided with the invoice.
SECTION 4 ROLES AND RESPONSIBILITIES
County shall operate the Program as indicated in the Program Description attached as Exhibit “A.”
SECTION 5 LEVERAGING AND USE OF FUNDS
a) The City’s funds may be used for any expenses that are necessary for successful operation of the
Program, as described in this Agreement. This includes expenses that may be categorically ineligible
for the FEMA Public Assistance program and the portion of expenses that is calculated to be the local
match for the FEMA Public Assistance program.
b) The County will work with City to leverage state and federal funds and to conserve local resources.
However, since some funding sources have limitations the County may not be able to true-up costs
for each city until well after the Program has ceased operations. Furthermore, based on
determinations of the agencies like FEMA, the County may have to allocate certain funding to specific
categories of expenses to maximize state and federal funds.
c) The County will submit requests for reimbursement through the FEMA Public Assistance program.
Reimbursements from this program require a 25% match, and not all funding sources can be used as
match.
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Countywide Isolation and Quarantine Support Program
d) The County intends to use approximately $250,000 in Community Development Block Grant
Coronavirus (CDBG-CV) funds to operate the program and to pay for a portion of costs associated with
unincorporated Santa Clara County. The County would use these funds to offset the actual costs to
the “Urban County” cities: Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill
and Saratoga. The County, on behalf of these cities, receives CDBG funds and administers CDBG-
eligible programs. Note that CDBG-CV funds cannot be used for hotel costs and can only be used to
support households earning 80% or less of AMI.
SECTION 6 MUTUAL INDEMNIFICATION
County and City agree that, pursuant to Government Code Section 895.4, each of the Parties hereto shall fully
indemnify and hold each of the other Parties, their officers, board members, employees, and agents, harmless
from any claim, expense or cost, damage or liability imposed for injury (as defined in Government Code
Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying
party, its officers, employees or agents, under or in connection with or arising out of any work, authority or
jurisdiction delegated to such party under this Agreement. No party, nor any officer, board member or agent
thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions
or willful misconduct of the other Parties hereto, their officers, board members, employees, or agents, under
or in connection with or arising out of any work authority or jurisdiction delegated to such other Parties under
this Agreement.
SECTION 7 TERMINATION FOR CAUSE
Either party may terminate this Agreement at any time for cause upon providing notice and a reasonable
opportunity to cure to the other party.
SECTION 8 ASSURANCE
Each Party represents and warrants that it has the authority to enter into this Agreement.
SECTION 9 RELATIONSHIP
Nothing contained in this Agreement shall be deemed or construed by the Parties or any third party to create
the relationship of partners or joint ventures between the City and the County.
SECTION 10 ENTIRE AGREEMENT
This instrument contains the entire agreement between the Parties, and no statements, promises or
inducements made by either Party or the designated agent of either Party that are not contained in this
Agreement shall be valid or binding.
SECTION 11 MODIFICATION
This Agreement may not be enlarged, modified, or altered, except if it is evidenced in writing, signed by th e
Parties and endorsed to this Agreement.
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Countywide Isolation and Quarantine Support Program
SECTION 12 INSURANCE
Each Party shall, at its own expense, keep in force during the Term, Workers’ Compensation Insurance,
insuring against and satisfying each Party’s obligations and liabilities under the workers’ compensation laws
of the State of California, including employer’s liability insurance in the limits required by the laws of the State
of California.
SECTION 13 SEVERABILITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void, or
unenforceable, the remaining provisions will nevertheless continue in force without being impaired or
invalidated in any way.
SECTION 14 NOTICES
Notices to the Parties in connection with this Agreement shall be given personally or by mail, registered or
certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties as
follows:
COUNTY OF SANTA CLARA
Office of Supportive Housing
Attn: Consuelo Hernandez
Phone: 408-278-6419
Address: 2310 North First St., Suite 201, San Jose, CA 95131
Email: Consuelo.Hernandez@hhs.sccgov.org
CITY OF SARATOGA
Attn: Crystal Bothelio
Phone: (408) 868-1269
Address: 13777 Fruitvale Avenue, Saratoga, CA 95070
Email: cbothelio@saratoga.ca.us
Notices delivered personally will be deemed communicated as of actual receipt; mailed notices will be
deemed communicated on the date of delivery.
SECTION 15 AMENDMENTS
This Agreement may be amended only by a written instrument signed by the Parties.
SECTION 16 WAIVER
No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that
provision as to that or any other instance. Any waiver granted by a Party must be provided, in writing, and
shall apply to the specific instance expressly stated.
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EXHIBIT A
PROGRAM DESCRIPTION
The County shall provide the following services and program organization in operating the Program:
Program Coordination:
• Support Request Line. The County will provide staff or contractors to receive requests for assistance
from cases, contacts, medical providers, cities’ emergency operations center s, and Public Health unit
and community-based organizations (CBOs) via telephone or email. The Program’s “call center” would
be available seven days a week from 8 am to 5 pm. Voice messages or emails received after hours
would be responded to the following day.
• Coordination. The team and manager assigned to the Support Request Line would also be responsible
for coordinating with the Public Health Special Investigations Group (SIG) and CITC to ensure that all
teams are aware of and can take appropriate actions for each case and contact. Continuous
coordination with SIG and CITC will be necessary because there may be a lag between the time when
SIG or CITC become aware of a case or contact and the time when a case or contact or their medical
provider reaches out for assistance. The manager of the team would also be responsible for data
collection for reports to the County Administration and participating cities.
• Resource Coordinators. Coordinators would be assigned to the Support Request Line and would
assess cases and contacts for needs and arrange for the services described below.
• Support at Home. Even individuals or families who have adequate home settings may need additional
assistance including:
o Transportation to/from medically necessary appointments if the individual is not able
to use a private vehicle;
o Up to three meals per day and/or groceries;
o Medical screening and connection to medical services; and
o Weekly laundry services for linens and personal clothing; and,
Light case management services to help individuals apply for benefits (e.g.,
unemployment insurance, CalFresh) and other services.
• Motels. Some individuals and/or family members may be placed at a motel to isolate or quarantine
until they are cleared to return to their home (including a congregate care setting). The Resource
Coordinators would coordinate placement at one or more motels for cases or contacts who cannot
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Countywide Isolation and Quarantine Support Program
remain at home or do not have a home. In addition to typical motel management staff and services,
the County would negotiate agreements with the motel(s), contract with a community-based
organization to provide onsite coordinators and oversee security. In some cases, the individual may
be placed in other non-congregate settings, such as a travel trailer. In these out-of-home settings, the
program would also provide transportation, food, health and behavioral health screenings and
services, laundry and light case management services, as needed.
• Rental and Financial Assistance. If there is a documented need, cases and contacts would be eligible
for rental and financial assistance up to $5,000. The rental and financial assistance is limited to
households earning 80% or less of the Area Median Income (AMI) adjusted for household size. Rental
and financial assistance would primarily be provided by Sacred Heart Community Service (SHCS) under
contract with the County. The agreement with SHCS enables that organization to:
o Issue rental assistance or financial assistance within 72 hours of verifying eligibility;
o Connect cases and contacts to the broader network of homelessness prevention services (e.g.,
additional rental assistance) which is primarily implemented through the seven CBOs of the
Emergency Assistance Network (EAN) and coordinated by SHCS; and,
o Connect cases and contacts to other community resources.
• Other Services. Program resource coordinators would also be responsible for arranging access to
other services including, but not limited to, childcare, elder care, in-home support services, and,
emergency, urgent, and/or ongoing healthcare services.
• Department of Employment and Benefit Services (DEBS). The Resource Coordinators would ensure
that (eligible) cases or contacts would be able to access or sign up for General Assistance, CalWORKs,
Medi-Cal, CalFresh, or other benefit programs administered by the County. The Resource
Coordinators cannot authorize these benefits directly, but the County’s DEBS has assigned an Eligibility
Supervisor to:
o Receive referrals directly from Resource Coordinators;
o Immediately contact the case or contact to help them apply for the appropriate program; and
o When appropriate, approve the applications for assistance.
• COVID-19 Assistance Navigation Hotline (CAN-19 Hotline). For workers who need additional assistance
understanding or accessing resources provided through the California Employment Development
Department (EDD), such as unemployment insurance, Resource Coordinators would make a
connection to the County’s CAN-19 Hotline. The CAN-19 Hotline assists in English, Spanish,
Vietnamese and Mandarin.
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Exhibit B – Projected Needs by Jurisdiction, August 1, 2020 through December 31, 2020
Projection reflects:
• Utilization June 17 through July 31, 2020
• A minimum of 5 households per jurisdiction and at least one motel placement
• 10% of enrollees will need a motel placement and 90% can isolate or quarantine at home
• 60% of all enrollees request rental assistance
Imputed
60% of Enrollees
Imputed At-Home Total Program Request Rental
Motel Support Enrollments Assistance
CAMPBELL 2 22 24 14
CUPERTINO 1 4 5 3
GILROY 4 32 36 22
LOS ALTOS 1 4 5 3
LOS ALTOS HILLS 1 4 5 3
LOS GATOS 1 4 5 3
MILPITAS 2 22 24 14
MONTE SERENO 1 4 5 3
MORGAN HILL 4 32 36 22
MOUNTAIN VIEW 2 22 24 14
PALO ALTO 5 43 48 29
SAN JOSE 270 2430 2700 1620
SANTA CLARA 8 76 84 50
SARATOGA 1 4 5 3
SUNNYVALE 12 108 120 72
UNINCORPORATED 20 184 204 122
TOTAL 335 2995 3330 1997
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Page 11 of 13
Countywide Isolation and Quarantine Support Program
Exhibit C – Estimate of Costs by Service Component
Fixed Costs Motel Room At-Home Support Financial Assistance
Activity Est. Rate / Per Unit Cost per Month Cost per Month Costs per HH Cost per HH
Resource Coordinators, Medical Screening, Program Coordination 7.0 FTE (~$150K per FTE annually)87,500$ -$ -$ -$
Sacred Heart Staffing, Operations & Overhead (28500/3) or $9,500 per month 9,500$ -$ -$ -$
Rental / Financial Assistance Up to $5,000 per HH / Avg. $3,500 per HH -$ -$ -$ 3,500$
Motel Room Rate & Tax Average of $107 per night -$ 3,255$ -$ -$
Motel Site Management $25,000 per site per month -$ 424$ -$ -$
Information & Referral Services $20,833 per site per month -$ 353$ -$ -$
Motel Security $48,400 per site per month -$ 820$ -$ -$
Meal Delivery Three meals $33 per person per day -$ 1,004$ -$ -$
Groceries $50 per person per week, assume 4 ppl -$ -$ 400$ -$
Transportation Up to $400 per incident (1.5/mo)-$ 600$ 400$ -$
Laundry Services $40 per household per month -$ 40$ -$ -$
Medical & Behavioral Health Services 3 FTE RN per site per month -$ 742$ -$ -$
Administration 18%17,460$ 1,303$ 144$ -$
Total 114,460$ 8,540$ 944$ 3,500$
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Page 12 of 13
Countywide Isolation and Quarantine Support Program
Exhibit D – Estimate of Fixed Costs and Share by Jurisdiction
Jurisdictional Share of Monthly Fixed Costs
County Population: 1/1/2020
Source: http://www.dof.ca.gov/Forecasting/Demographics/Estimates/e-1/
% of Total Monthly Fixed Costs Aug. 1 thru Dec. 31, 2020
Campbell 42,288 2.2%2,467$ 12,335$
Cupertino 59,549 3.0%3,474$ 17,370$
Gilroy 57,084 2.9%3,330$ 16,651$
Los Altos 30,876 1.6%1,801$ 9,006$
Los Altos Hills 8,413 0.4%491$ 2,454$
Los Gatos 31,439 1.6%1,834$ 9,171$
Milpitas 77,961 4.0%4,548$ 22,741$
Monte Sereno 3,594 0.2%210$ 1,048$
Morgan Hill 46,454 2.4%2,710$ 13,550$
Mountain View 82,272 4.2%4,800$ 23,998$
Palo Alto 69,226 3.5%4,039$ 20,193$
San Jose 1,049,187 53.5%61,209$ 306,044$
Santa Clara 129,104 6.6%7,532$ 37,659$
Saratoga 31,030 1.6%1,810$ 9,051$
Sunnyvale 156,503 8.0%9,130$ 45,651$
Unincorporated 86,989 4.4%5,075$ 25,374$
Total 1,961,969 100%114,460$ 572,300$
FIXED COSTS
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Page 13 of 13
Countywide Isolation and Quarantine Support Program
Exhibit E – Estimate of Total Costs by Program Component for Each Jurisdiction
For Services from August 1, 2020 through December 31, 2020
1277987.1
Fixed Motel At-Home Financial Total by
Jurisdiction Costs Costs Support Assistance Jurisdiction
Campbell 12,335$ 17,079$ 20,768$ 49,000$ 99,183$
Cupertino 17,370$ 8,540$ 3,776$ 10,500$ 40,186$
Gilroy 16,651$ 34,159$ 30,208$ 77,000$ 158,018$
Los Altos 9,006$ 8,540$ 3,776$ 10,500$ 31,822$
Los Altos Hills 2,454$ 8,540$ 3,776$ 10,500$ 25,270$
Los Gatos 9,171$ 8,540$ 3,776$ 10,500$ 31,986$
Milpitas 22,741$ 17,079$ 20,768$ 49,000$ 109,588$
Monte Sereno 1,048$ 8,540$ 3,776$ 10,500$ 23,864$
Morgan Hill 13,550$ 34,159$ 30,208$ 77,000$ 154,917$
Mountain View 23,998$ 17,079$ 20,768$ 49,000$ 110,846$
Palo Alto 20,193$ 42,698$ 40,592$ 101,500$ 204,983$
San Jose 306,044$ 2,305,717$ 2,293,920$ 5,670,000$ 10,575,682$
Santa Clara 37,659$ 68,318$ 71,744$ 175,000$ 352,721$
Saratoga 9,051$ 8,540$ 3,776$ 10,500$ 31,867$
Sunnyvale 45,651$ 102,476$ 101,952$ 252,000$ 502,080$
Unincorporated 25,374$ 170,794$ 173,696$ 427,000$ 796,864$
Total 572,300$ 2,860,797$ 2,827,280$ 6,989,500$ 13,249,877$
94
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Proposal by Omniscent
RECOMMENDED ACTION:
Consider the proposal by Omniscent and direct staff accordingly.
BACKGROUND:
At the November 18, 2020 Council Meeting, Omniscent CEO Sassan Teymouri made a
presentation about possibly installing an air quality station in Saratoga. Council Member Zhao,
with support from Mayor Miller, requested that this item be brought to a Council Meeting for
discussion.
Omniscent Inc,is a Saratoga based company started in 2016. The company is focused in making
affordable volatile organic compounds (VOC)analyzers which are used primarily in air quality
market. The company currently is providing products to major oil/gas and petrochemical
companies, California Air Resource Board,and air quality monitoring entities.The company is
proposing installation of an air quality station in downtown Saratoga. The proposal for a $15,000
one-year subscription is attached.
ATTACHMENTS:
Attachment A –Proposal by Omniscent
Attachment B –Presentation by Omniscent
95
Air Quality Station in City of Saratoga
ABSTRACT
A proposal to install and operate a pilot Air Quality
Monitoring Station in the City of Saratoga in order
to broadcast data directly onto the city website.
December 3, 2020
96
Omniscent Inc, December 3, 2020
Proposal
The following proposal is to install and operate an Air Quality Monitoring Station (AQMS) within the City of Saratoga.
The project will be for a minimum of one year with an option to extend for an additional year. The data will be streamed
and displayed on the City Website 24x7 and will be accessible to all the residents and the population at large. The
Omniscent technical team will work with the city staff to design and incorporate the data stream onto the city website.
Omniscent plans to move the AQMS throughout the city for 5 locations in total and report the data accordingly. By doing
so, we will identify the Air Quality at each location and eventually consult with the city manager, based on the collected
pollution data, to decide on the ideal permanent location for the AQMS.
The following items will be reported onto the city website:
Measurement Range Interval
PM 2.5 0-1000 Every 10 min
PM 10 0-1000 Every 10 Min
Benzene, Toluene 0-1 ppm Every 30 min
Relative Humidity 0 to 100% 1 min
Atmospheric
Pressure
Up to 1100
mbar
1 min
Wind Speed 0 to 100mph Continuous
Wind Direction 0-359 Continuous
Benefits to City Residents
1. The city of Saratoga will be the first city in the Santa Clara county and the surrounding counties to own and
operate and Air Quality Monitoring Station that will provide real time data to its residents.
2. The residents will receive the Air Quality data from within the city limits versus inferring Air Quality from
sensors deployed outside of the city.
3. Omniscent, the company providing the technology and service, was founded in Saratoga and is eager to provide
the best service possible to its initial home city.
4. The PM2.5 and PM10 levels are very critical pollution data in deciding about outdoor activities. Residents can
plan their daily outdoor walk or activities based on the level of these two parameters right from the city website.
The Company
Omniscent Inc, was founded in 2016 in the City of Saratoga, CA. The company’s mission is to use its patented advanced
MEMS technology to autonomously detect carcinogenic volatile organic compounds emitted by industrial activities
(refineries, gas stations) and automobile exhausts. The company’s flagship product is being used by CARB (California Air
Resource Board) which is the environmental state agency, Oil/Gas refineries, and leading Petrochemical companies.
97
Omniscent Inc, December 3, 2020
Deliverables: Hardware
1. Autonomous Air Quality Monitoring Station equipped with WiFi capability for remote access and data
transmission.
2. Meteorological sensor.
3. Power Supply unit with connection to 110 volts.
Deliverables: Software License and Internet Access
1. Omniscent Remote Management Software license.
2. Omniscent API interface software to interface with City portal.
3. Software engineering service to help the city IT staff to receive and embed the data on the city portal.
Maintenance & Warranty
1. Omniscent will maintain the health of the OMNI-2100 analyzer and the associated HW throughout the project.
2. Any failed part will be replaced free-of-charge.
Comparative services on the market
Cost of setup and operation of an Air Quality station can range from $45K to $2,550,000. based on the public data
available from the EPA website. Please see summary of the references provided below. The detailed information
and references are provided at the end of this proposal
Reference Project Project Grant State
1 Air Quality Station, Allegheny County Health
Department
$200,000 PA
2 Wash, Neighborhood Plan $100,000 MD
3 County Union, Air quality Maintenance
program
$45,364 NJ
4 Air Quality monitoring, Training, education $949,172 AK
5 PM 2.5 Monitoring station $2,552,708 VA
Omniscent Cost Proposal
We are giving significant cost advantages to the city because the company was founded in Saratoga and we wish to be
the first city in the county to own and adapt such a critical capability. The most cost-effective model is subscription
where Omniscent will own and operate the Air Quality Monitoring Station and provide the data service to the city. The
maintenance and upkeep costs are included in this model.
Alternative Option:
1. Purchasing the AQMS is an alternative option that the City can exercise. If that option is desired and we will
provide the cost information.
2. The city can also acquire the AQMS at the end of the subscription period for residual value at the time of the
transaction.
98
Omniscent Inc, December 3, 2020
Support & Maintenance
Omniscnet, Inc. will install, maintain and upkeep the Air Quality Monitoring Station (AQMS) for the duration of the
project. There will be NO additional charges for support and maintenance.
Items City of Saratoga to Provide
1. Location access
2. Access to grid power (110 volts)
3. Wifi access (if this becomes an issue, Omni-2100 has an option for cellular data access for small fee)
One Year Subscription Plan
Description Q uantity Price/month No of Month Price
1
Omni-2100 VOC Autonomous VOC Analyz er w/ PM 2.5/10
Monitoring - Detec ts Benzene, Toluene, M-Xy lene, and O-Xylene +
PM 2.5/10 + Wind Direction & Speed measurement.1 $1,500.00 12 18,000.00$
1 .2
Cell ular LTE radio or Wi-Fi, cl oud based management software. 250MB of
cellular data usage per month i ncl uded . 1 $0.00 12 -$
1 .3
20 0GB of storage capaci ty on Omniscent servers, option to redirect the
data to customer servers.1 $0.00 12 -$
2 Installation & s etup at ground level for 1 device (One time Charge) 1 $1,500.00 1 1,500.00$
3 Special City Disc ount - HW only (25%)1 -$4,500.00 1 -$4,500.00
TOT AL 15,000.00$
99
Omniscent Inc, December 3, 2020
Cost Reference from EPA Site
Ref-1
Ref-2
Ref-3
Ref-4
100
Omniscent Inc, December 3, 2020
Ref-5
101
Presentation To Saratoga City Council
1November 18, 2020
Sassan Teymouri
102
Problem
2
Lack of locally available Specific Air Quality data
Residents rely on Weather Underground or similar resources which are
not operating within the city boundaries
In cases of fire, natural disaster and local accidents the key carcinogenic
compounds emitted are unknown to the public
Northern California Fires caused major pollution in our city for weeks
Benzene Leaks from Gas Stations are undetermined
Elevated Toluene levels emanating from car exhaust
103
Solution
3
Saratoga to own & report Air Quality data on the website 24x7
Benzene regulated gas, exposure➔Leukemia
Toluene exposure➔Dysfunctional Central Nervous System, Narcosis
PM 1.0, 2.5, 10➔Increased respiratory and cardiovascular, hospital admission, &
death
Temp, wind speed/direction, and relative humidity
Omniscent Inc, a Saratoga startup, will Install and operate an Air-Q Station and
report results on city website
The analyzer will be moved to a new location every month
At least five locations will be studied
Results will be submitted to City Council for review
Project will last 12 months with option to extend
104
4
Measurement Range Interval
Relative Humidity 0 to 100%1 min
Atmospheric Pressure Up to 1100 mbar 1 min
Wind Speed 0 to 100mph Continuous
Wind Direction 0-359 Continuous
PM 2.5 0-1000 Every 10 min
PM 1.0 0-1000 Every 10 Min
Benzene, Toluene 0-1 ppm Every 30 min
105
About Us Autonomous Monitoring Platform for
Volatile Carcinogens & Biomarkers
Founded in Sept 2016
Saratoga, California
Industry veterans in MEMS, chemistry,
and cloud technologies
Mission
•Highly specific chemical sensing actionable data in realtime for life-saving interventions.
Problem Statement
•Incumbent methodologies lack realtime chemical sensing specificity for immediate
action and correction.
Solution & Markets
•Miniaturized technology that autonomously provides chemical sensing safety
information in situ with high mobility and affordability.
•Serves multiple industrial markets:
✓Refineries Fenceline monitoring, Wastewater treatment plants, Smart cities air
quality dome.
✓Point-of-care breath biomarkers diagnostics, as a healthcare vertical.
5 106
DELIVERING THE MOST
CRITICAL SAFETY DATA
107
SENSING-AS-A-SERVICE Omniscent Data Life Cycle
Sensing Fusion
•EMR
•Patient Data Log
Mission Control Center
Notifications & Alerts
Onsite Action
& Correction
•Clinical follow-up
•Early Diagnosis Update
•Treatment action plan
Sensor data fusion & visualization
PCP/Specialist
Evaluation
-Signal Processing
-Machine Learning
-Edge Analytics
-Q/A Data
-Data Security
-Data Encryption
108
Torrance Refinery, CA Denver, CO
8
Fenceline Field Deployments
Chevron in Richmond, CA
109
Today’s Workflow: Reactive Model
21 days
to result
Visit Site
Collect Samples
Results
Lab work
Transport
Manual. Labor intensive.
After the fact.
Requires Lab
Limited by human access
High OpEx:
$250K Equipment +
Resources
9 110
Omniscent Workflow: Proactive Model
Autonomous, portable
Near real-time
Speciation
In-system, onsite analysis
Low CapEx, OpEx
15min.
to report
10 111
Omniscent Miniaturized Gas Analyzer
The Omni-2100
•Time-correlated, multi-point
measurements
•Real time analysis of VOCs ( C5-C12)
•Autonomous, remote management
•Benzene, toluene, xylene speciation
•WiFi / LTE connection
•Light weight 10.4 Ib
•Solar & meteorological options
The Analytical (OMAP)
•Cloud analytics
•Remote management via Internet from
anywhere
•Visualization of results on the portal
•End-to-end data encryption
•User defined alerts and notifications
Pre-concentrator
Column
Detectors
11
Analytic MEMS Sensor
•Integrated pre-concentrator,
columns, and detector
•Sub-ppb limit of detection
•Dual Detectors
•Ambient air as carrier gas
•Integrated Flow & temp sensors
•Heated column option
112
Customer Pipeline
Current Customers Engaged Pipeline Pipeline
Torrance Refinery
Suez
Veolia
Mitsubishi
GE
Duke Energy
Exelon
Rio Tinto
Dow Chemical
ExxonMobil
12
Distributor
113
Yogesh Gianchandani, Founder, CTO
Professor, EECS & ME Department U of M
Director, (WIMS2) U of M, Ann arbor
Program Dir, National Science Foundation,
350+ publications; 50+ patents
Sassan Teymouri, Founder, CEO
CEO, GM, VP of Eng
EMC, DDN, AMCC, JNI(IPO), Adaptec, AMD
MSEE/BSEE University of Michigan, Ann Arbor
14+ patents
Yutao Qin, Founder, PhD
Research Scientist, University of Michigan,
System Engineering & Architecture
PhD/MSEECS University of Michigan, Ann Arbor
Co-Inventor and Lead Investigator, iGC
10 publications; 2+ patents
Nabil Saad, PhD
Vice President Marketing, Sales & BD
Sr. Director Atonarp, Picarro, Stanford University
Analytical Chemistry, Toxicology
Cornel University
Alex Zakharenkov
CIO, SW development
NodejS, Portal dev Eng, Security
Python, iOS, PHP, MySQL, MathLab
Omniscent Team
3 PhD Chemists
3 SW engineer
13 114
Torrance Refinery, CA Denver, CO
14
Fenceline Field Deployments
Chevron in Richmond, CA
115
Proposal
15
Saratoga to own & report Air Quality data on the website 24x7
Benzene regulated gas, exposure➔Leukemia
Toluene exposure➔Dysfunctional Central Nervous System, Narcosis
PM 1.0, 2.5, 10➔Increased respiratory and cardiovascular, hospital admission, &
death
Temp, wind speed/direction, and relative humidity
Omniscent Inc, a Saratoga startup, will Install and operate an Air-Q Station and
report results on city website
The analyzer will be moved to a new location every month
At least five locations will be studied
Results will be submitted to City Council for review
Project will last 12 months with option to extend
116
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Kayla Nakamoto, Administrative Analyst
SUBJECT:Funding Request for Rotating Safe Car Park
RECOMMENDED ACTION:
Approve the reallocation of $13,000 from the Fiscal Year 2020/21 Street Closure Grant Program
(competitive funds) to support the request of the Rotating Safe Car Park shower needs.
BACKGROUND:
The Rotating Safe Car Park (RSCP) program is operated and organized by volunteers that
provide a safe parking area for individuals to stay overnight in their vehicles. The RSCP
provided shower services to their guests through the generosity of the Southwest YMCA. When
the YMCA closed due to the pandemic, the RSCP provided shower services with the support of
West Valley Community Services at West Valley College. Recently, the college notified the
RSCP administrators that they would no longer be able to provide these shower services for the
guests. Norman Puck, the Program Director,submitted a letter to the City expressing their
immediate needs and requesting funding and support to secure shower services.
In the Fiscal Year 2020/21 budget, $13,000 was allocated for the Street Closure Grant Program
competitive application process for the current fiscal year. There were no competitive
applications submitted for the Street Closure Grant Program. Staff is recommending that the
City Council consider reallocating the $13,000 to support the shower needs of the RSCP.
ATTACHMENTS:
Attachment A –Funding Request Letter
117
December 8, 2020
James Lindsay
Manager, City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mr. Lindsay,
I am writing to request your support in meeting the hygiene needs of our guests in the
Rotating Safe Car Park (RSCP). As you know, in the past RSCP provided shower services to
our guests through the generosity of the Southwest YMCA. When the YMCA closed down
due to the pandemic, we were fortunate that West Valley Community Services was able to
negotiate a deal with West Valley College to allow our guests to use their showers.
Unfortunately, the college is no longer able to provide shower services due to pandemic
concerns. Currently, we are utilizing an informal pilot program run by another faith
organization that provides our guests shower service one day of the week (via a mobile
trailer van), that may or may not continue.
Having access to shower services is a critical service for our guests, especially for the guests
who are employed. The pandemic has eliminated previous showering options for our guests.
Subcontracting for shower services through the pandemic may provide a viable and safe way
to provide desperately needed hygiene services to our guests.
What is our ask? Two things: we would like to work with you in identifying and
negotiating possible shower alternatives. Secondly, we would like to request any funding
assistance you could provide to help us secure a viable, safe and sustainable shower service
through the pandemic.
As always, we are so grateful for your ongoing partnership and support of RSCP and its
guests, thank you.
Sincerely,
Norman Puck
Co-founder, Program Director, RSCP
Pastor Sara Pearson
Co-pastor, Prince of Peace Lutheran Church
118
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Crystal Bothelio, Assistant City Manager
SUBJECT:Implementation Plan for the Community Wildfire Protection Plan and
Consideration of Wildfire Public Safety Task Force Recommendations
RECOMMENDED ACTION:
1.Authorize implementation of the Community Wildfire Protection Plan (CWPP) future
efforts and Task Force recommendations related to Firewise Communities, dead tree
removal rebate program, communications, and funding for fuel reduction.
2.Consider the Task Force recommendation to reinstate the Wildfire Public Safety Task
Force.
BACKGROUND:
On November 18, 2020, the Wildfire Public Safety Task Force’s Final Report and an update on
the implementation of the CWPP were presented to the City Council for consideration.The
Wildfire Public Safety Task Force made 4 recommendations to the City Council for the future,
which included: 1) Continuation of the Task Force; 2) Continued wildfire preparedness outreach
and communications; 3) An amendment to the City Code Compliance Policy to protect the
identities of complaining parties; and 4) Evaluation of wildfire evacuation route directional
signage. In addition to the Task Force’s recommendations presented on November 18, the City
Council received a status update on implementation of the CWPP and a list of efforts the City
plans to initiate or provide support for to continue progress towards completion of the CWPP. The
Task Force Final Report and update on the status of the CWPP implementation are attached.
The City Council directed staff to include an item on the December 16 City Council agenda
outlining implementation of the CWPP and Task Force recommendations related to Firewise
Communities, dead tree removal rebate program, communications, and funding for fuel reduction.
Additionally, staff was asked to return with an agenda item to consider reinstating the Wildfire
Public Safety Task Force.
Implementation of the CWPP and Task Force recommendations will vary based on the Council’s
decision to reinstate a Wildfire Public Safety Task Force. Reinstating the Task Force is expected
to lengthen the implementation timeframe as staff resources will be needed to orient new Task
Force members with the CWPP, familiarize them with the past efforts of the Wildfire Task Force
119
and their recommendations, and to develop a new work plan. Furthermore, a new Task Force may
wish to make alternative recommendations that result in a change in direction. Consequently,
activity on Task Force recommendations would most likely be postponed until after the new Task
Force is established and has an opportunity to reaffirm existing recommendations.
If the City Council chooses to forego formation of a new Task Force, the implementation could be
done through the remainder of this fiscal year and into next fiscal year. Efforts this Fiscal Year
would include continued wildfire communications and outreach on Firewise Communities,
including a citywide mailing on wildfire preparedness prior to the start of the 2021 fire season, use
of the Median Banner Program, and the City’s various online communication tools. Additionally,
the City could send a postcard to properties in the Wildland Urban Interface area during fire season
to remind residents of the risk of fire and to share wildfire preparedness resources.
In early 2021, staff would also begin evaluating options to reduce the number of wood shake roofs
in the Wildland Urban Interface area, problematic tree species, and integration of defensible space
standards in landscape design plans in the in the Wildland Urban Interface area. Options to address
these goals in the CWPP would be presented to the City Council for consideration and direction
in the spring or summer. Any subsequent items that require additional Council action, such as
adoption of an ordinance, will be scheduled for summer or fall 2021.
As part of the development process for the Fiscal Year 2021/22 budget, staff will: review and
provide a recommended funding level for the Wildfire mitigation Program capital project (funded
at $50,000 in Fiscal Year 2020/21); and, assess current funding provided in the agreement with
the Santa Clara County FireSafe Council to determine if support provided is sufficient to support
completion of the various CWPP goals that the FireSafe Council is leading. The City currently has
an agreement with the FireSafe Council to operate a dead tree removal rebate pilot program,
support fuel reduction, provide community education and outreach on wildfire preparedness, and
coach neighborhoods seeking to become Firewise Communities.
If the City Council decides to reinstate the Wildfire Public Safety Task Force, a resolution is
attached to the staff report for Council consideration. If adopted, a new Task Force would be
formed for a limited term ending November 30, 2022. As with the previous Task Forces, each
member of the City Council would nominate a member to the Task Force with appointments
tentatively scheduled for January 20, 2021 and the first meeting of the Task Force expected by
March 2021.
ATTACHMENTS:
Attachment A – Wildfire Public Safety Task Force Final Report
Attachment B – Update on Community Wildfire Protection Plan Progress
Attachment C – Resolution Re-Establishing a Wildfire Public Safety Task Force
120
Page 1
Wildfire Public Safety
Task Force Final Report
November 18, 2020
ABOUT THE WILDFIRE PUBLIC SAFETY TASK FORCE
The Wildfire Public Safety Task Force was created by the City Council in February 2019. Like
the previous Public Safety Task Force, the Wildfire Public Safety Task Force was formed for a
limited term ending in November 2020. The Task Force was specifically charged with
providing recommendations on improvements and additions to the Community Wildfire
Protection Plan, strategies to strengthen wildfire hazard mitigation and emergency
preparedness, and to also serve as community ambassadors on wildfire and emergency
preparedness.
The Wildfire Task Force is comprised of 6 members, appointed in March 2019. The group has
been holding regular meetings on the first Monday of every other month. Additionally, the
Task Force held several special meetings since being formed. In total, the Task Force held 13
meetings, including both regular and special meetings. The members of the Task Force
included:
• Chair Chuck Page
• Vice Chair Paul Hansen
• Member Bill Cooper
• Member May Lu
• Member Arun Venkatachar
• Member Michael Zhang (March 2019 – April 2020)
Battalion Chief Jason Falarski with the Santa Clara County Fire Department attended the Task
Force’s meetings to share his experience, perspective, and insights with the Task Force.
Additionally, the Task Force has met with the County Fire Public Information Officer, City
Public Information Officer, Santa Clara County Sheriff’s Office West Valley Patrol Division
Captain, and representatives of the Santa Clara County FireSafe Council.
The Task Force’s first effort included preparing a proposed work plan to guide the group’s
efforts. The City Council approved the Task Force’s Work Plan in October 2019. Since then,
the Task Force has been working diligently to carry out the work plan.
The Task Force prepared this final report to document completion of their Work Plan and
share recommendations for the future.
121
Page 2
TASK FORCE WORK PLAN
The goals that guided the Task Force’s work plan efforts included increasing public
awareness of wildfire safety and risk, as well as reducing wildfire fuels. The Task Force has
successfully completed each of the strategies and tactics identified in the work plan to
achieve these two goals. Some of these require an ongoing effort, such as increasing
awareness on wildfire preparedness and prevention. The Task Force’s detailed work plan is
included in the attachments. Some of the Task Force’s notable efforts have included:
1. City Code Changes
The Task Force recommended changes to the Saratoga City Code to allow removal of a tree
in the Wildland Urban Interface if the tree is within 100 feet of a structure and creates an
increased wildfire risk that cannot be addressed through maintenance. The Planning
Commission supported the recommendation and the code changes were adopted by the
City Council in July 2020.
2. Firewise Communities
Firewise Communities encourages residents to work together to prepare for wildfires and
help mitigate some of the things that can lead to the spread of wildfire, such as overgrown
vegetation. Some insurance providers offer discounts to homeowners in Firewise
Communities.
The Task Force worked with the City’s Public Information Officer and the Santa Clara County
FireSafe Council to increase awareness of the program and several neighborhoods are
actively working to become certified Firewise Communities. The Task Force hoped to have
several communities in Saratoga recognized as Firewise Communities before the Task
Force’s November 2020 sunset. On October 23, 2020, the Garrod Heights neighborhood
became the first City of Saratoga certified Firewise Community. Additionally, the Old Oak Way
neighborhood is working diligently to become certified.
3. Dead Tree Removal Rebate Program
The Task Force recommended that the City Council allocate additional funds to the Santa
Clara County FireSafe Council to operate a Dead Tree Removal Rebate Program for
properties in the Wildland Urban Interface. Council allocated funds for the program in the
Fiscal Year 2020/21 budget.
4. City Communications
The Task Force met several times with the City’s Public Information Officer and provided their
thoughts on communication priorities. The City regularly shares information related to
preparing for wildfires. Additionally, the City works with County Fire on messaging to ensure
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it is consistent and in alignment with County Fire communication priorities. Outreach efforts
have resulted in messaging on defensible space, Red Flag Warnings, emergency
preparedness, fire preparedness efforts of the County and City, Firewise Communities, free
fire preparedness resources for Saratoga residents, and more thro ugh a variety of
communication tools, including direct mail, banners, social media, and City newsletters.
The City’s quarterly Public Safety Postcard mailed citywide in August 2020 was dedicated to
fire preparedness messaging. It included a defensible space checklist and information about
Firewise Communities, Public Safety Power Shutoffs, and Red Flag Warnings.
In September 2020, a postcard was mailed to all residents in the City’s Wildland Urban
Interface area. The postcard was a collaboration between the City, County Fire, and the Santa
Clara County FireSafe Council. it included information about the Wildland Urban Interface
area, the Dead Tree Removal Rebate program, new defensible space tree removal criteria in
the City Code, Firewise Communities, home ignition zone inspections available through the
Santa Clara County FireSafe Council, Red Flag Warnings, evacuation planning, and Public
Safety Power Shutoffs.
5. Funding for Fuel Reduction
The Task Force recommended allocation of $50,000 in the capital budget for fuel reduction
projects, as well as an increase in funding for the Santa Clara County FireSafe Council to do
additional fuel reduction work. The City Council allocated the funds as part of the Fiscal Year
2020/21 budget.
6. Legislation
In August 2020, the Task Force presented several recommended positions on State bills
related to wildfire and emergency preparedness. The City Council accepted the Task Force’s
recommendations and adopted positions of support for Assembly Bill 2167, Senate Bill 292,
Assembly Bill 2178, Assembly Bill 3256, and Senate Bill 431.
FUTURE RECOMMENDATIONS
The Task Force identified several recommendations for the future to be considered by the
City Council.
1. Continuation of the Task Force
While the Task Force managed to work through its work plan in an 18-month period,
members of the Task Force noted that there is still more work that can be done and has
recommended continuation of the Task Force.
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2. Ongoing Communication
One of the goals of the Task Force’s work plan was to increase public awareness of wildfire
risk and safety. Consequently, many of the work plan strategies and tactics focused on
community outreach and communication. The Task Force has recommended that the City
continue to prioritize wildfire awareness as part of the City’s communication efforts.
As part of this, the Task Force recommended sending a postcard with fire safety and
prevention information to residents in the Wildland Urban Interface every 2 months during
wildfire season to help educate residents and encourage them to prepare for and prevent
wildfires. At the beginning of wildfire season, postcards should include information about
available resources, recommendations for defensible space and home hardening, and
encourage development of Firewise Communities. These postcards would be in addition to
the public safety postcard the City sends to all residents 4 times per year.
3. Code Compliance Policy
The City’s current Code Compliance Policy clearly states that the City makes no assurances
to protect the identity of an individual reporting a code violation or complaint to the City. The
Task Force felt this policy discourages residents from reporting fire-related hazards as many
fear retaliation. Consequently, the Task Force recommended that the City Council revise the
City’s Code Compliance Policy to protect the identity of complaining parties. Specifically, the
Task Force has recommended the following change:
City of Saratoga Code Compliance Policy Section II, D:
D. Protections for Complaining Party Identity. Anonymous Complaints Not
Guaranteed. Any person may make a complaint to the City regarding alleged
code violations. With the exception of complaints regarding clear and
imminent threats to public health and safety, the City shall not accept
anonymous complaints. The City recognizes that some complainants may not
want their names disclosed for fear of retaliation. The City considers the
identity and contact information of complaining parties to be
confidential as the interest in protecting the identity of an informant
outweighs the necessity for disclosure. If a complaining party’s or other
informant’s communications to the City need to be disclosed for any
reason, the City will redact all identifying information to the fullest
extent allowed by law. The City makes no assurances that the identity of the
complaining party will remain confidential. For example, it may be necessary
for the complaint for the complaining party to testify at an administrative
hearing or in a court of law in order to effectively resolve the violation.
Furthermore, it may be necessary for the City to disclose the identity or contact
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information of the complainant in order to respond to and comply with Public
Records Act requests.
4. Wildfire Evacuation Route Signage
The Task Force held several discussions on Wildfire Evacuation Signage, assessing whether
directional signage telling the public where to go in the event of a wildfire would be
appropriate or not in the Wildland Urban Interface area of Saratoga. While signs would help
remind the public of the risk of wildfire in the Saratoga Wildland Urban Interface, there was
concern that fires can be extremely unpredictable and permanent directional signage could
point drivers in the wrong direction or result in traffic jams during an evacuation. The Task
Force ultimately recommended that the City Council direct a future Task Force to further
evaluate evacuation planning to include possible signage.
One alternative to directional wildfire evacuation signage is to clearly mark cul-de-sacs and
dead ends with signage that says, “No Outlet” and to install directional signage to major
thoroughfares. For example, as sign on Pierce Road might indicate the direction to Saratoga-
Sunnyvale Road. These signs would help direct drivers navigate during an evacuation, when
visibility might be poor and navigation systems are unavailable.
ATTACHMENTS
1. Wildfire Public Safety Task Force Work Plan
2. Wildfire Preparedness Postcards
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Wildfire Public Safety Task Force
Work Plan Report
GOALS STRATEGIES TACTICS IMPLEMENTATION
1. Increase
Public
Awareness
A. Establish and
synchronize
educational
materials with
County Fire
B. Promote Firewise
Communities
1) Use City and County Fire communication channels, such as
postcards, banners, City Council Meeting Announcements,
and wildfire workshops hosted by County Fire
Complete/Ongoing. The City has collaborated with
County Fire and the FireSafe Council on several
communication pieces, including announcements,
social media messaging, banners, and postcards. The
City will continue to use its communication channels
to share information.
2) Present fire preparedness/prevention information at
Neighborhood Watch meetings
Complete/Ongoing. Information has been shared at
City hosted Neighborhood Watch events and through
City Neighborhood Watch communications. The City
will continue to share fire preparedness information
with Neighborhood Watch groups.
3) Publicize and promote Firewise Communities, identify target
communities for Firewise, and collaborate with
Neighborhood Watch to promote Firewise Communities
Complete/Ongoing. City started outreach on Firewise
Communities and will continue to promote the
program. In October 2020, Garrod Heights became
the City of Saratoga’s first Firewise Community.
4) Consider purchase of a mobile LRAD for emergency
communications
Complete. Task Force decided not to recommend
purchase of mobile LRAD at 5/4/20 meeting.
2. Reduce
Wildfire
Fuels
A. Make funding
available for fuel
reduction
B. Review City policies
and regulations for
opportunities to
reduce wildfire risk
1) Asses City ordinances, including the tree ordinance, for
opportunities to reduce wildfire risk
Complete. Task Force finalized recommendations at
2/3/20 meeting. Task Force recommendations were
adopted by the City Council.
2) Explore and consider expanding Saratoga Fire Protection
District Dead Tree Program
Complete. Task Force recommendation incorporated
into FY 2020/21 proposed budget.
3) Establish/support/expand curbside chipping/cleanup day Complete. Task Force recommendation incorporated
into FY 2020/21 proposed budget.
4) Expand opportunities to expand work with the FireSafe
Council and chipping program
Complete. Task Force recommendation incorporated
into FY 2020/21 proposed budget.
5) Increase annual funding for Santa Clara County FireSafe
Council agreement to include free chipping day for
neighborhoods that are in the process of becoming or have
been certified as a Firewise Community.
Complete. Task Force recommendation incorporated
into FY 2020/21 proposed budget.
6) Partner with West Valley Cities served by Santa Clara County
Fire to proportionally fund (based on population)
development of a Santa Clara County Fire Department fuel
reduction crew and continue allocating in future years to
provide funding for the hand crew to maintain fuel reduction
projects/fuel breaks.
Complete. Task Force decided not to recommend this
tactic at 4/6/20 meeting.
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WILDFIRE SEASON IS COMING. ARE YOU READY?
Tips to Minimize Wildfire Risk
Get ready for wildfire season by removing wildfire fuels around your home and creating defensible space to serve as a
buffer to slow or stop the spread of wildfire. Follow this checklist to help minimize wildfire threat:
Zone 1 (within 5 feet of your home)
• Clean gutters of dead leaves, debris, and pine needles
• Move any flammable material away
• Block off areas below patios and decks with wire mesh
to prevent accumulating debris
Zone 2 (5 to 30 feet from your home)
• Remove all dead plants, grass, and weeds
• Trim trees regularly to keep branches a minimum of 10 feet
from structures and other trees
• Remove branches that hang over your roof
Zone 3 (30 to 100 feet from your home)
• Mow lawn down to a maximum height of 4 inches
• Trim shrubs and trees so branches are off the ground and not touching other plants
• Ensure your home can be easily accessed by emergency responders
Become a Firewise Community
Take action and work with your neighbors to reduce wildfire risk for the whole community. The Firewise Community
designation is awarded by the National Fire Protection Association to neighborhoods who work together to prepare and
protect their homes. Get started by visiting the Santa Clara County FireSafe Council at www.sccfiresafe.org
CITY OF SARATOGA PUBLIC SAFETY TIPS
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PSPS Ready
On Red Flag Warning Days, PG&E may turn off your power to reduce
risk of wildfire. Prepare now for a Public Safety Power Shutoff (PSPS)
event by making sure your PG&E billing information has your current
contact information to receive an alert prior to turning off power.
If you qualify as a medical baseline customer, you will get extra
notifications in advance of a PSPS event as well as a lower rate on
your energy bill. Plan ahead, especially if you depend on powered
medical devices, by informing PG&E, installing generators, and
having an evacuation plan. Visit www.saratoga.ca.us/PSPS for more
information.
Red Flag Warnings
When conditions are ripe for extreme fire behavior, the United States
National Weather Service will issue a Red Flag Warning. Fire stations
will fly red-colored flags as a public warning to be on high alert. Avoid
activities such as driving over dry grass or tossing lit cigarette butts
into vegetation. On a Red Flag Warning Day, never mow or trim dry
grass. Residents are also advised to be ready for the possibility of fire
by preparing an emergency supply kit and relocating large animals to
a safe location early. For more info, visit www.sccfd.org/rsg
More Information
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Wildland Urban Interface Area (WUI)
The Wildland Urban Interface (WUI) area of Saratoga is at the greatest risk for wildfire. The WUI covers roughly half the City
along the western hillsides of Saratoga. This part of the City is subject to special regulations and requirements due to the
fire risk. The City works closely with Santa Clara County Fire Department and the Santa Clara County FireSafe Council to
help provide information and resources to property owners in the WUI.
WUI Defensible Space Tree Removal Regulations
Creating and maintaining defensible space around your home can help prevent wildfire. You can now remove trees on
WUI properties that are compliant with defensible space standards if the tree is within 100 feet of a structure and creates
an increased wildfire risk that cannot be addressed through maintenance. Trees removed under this new rule before the
end of 2020 are not subject to tree replacement requirements. For information, visit www.saratoga.ca.us/fire
Dead Tree Removal Rebate Pilot Program
Properties in the City’s WUI are eligible to receive a rebate of up to $1,000 per residence on a first-come, first-served basis
to cover costs associated with removal of dead trees. A free permit is required before removal. For more information
about the rebate program, visit www.saratoga.ca.us/fire
Home Ignition Zone Inspection
Need help figuring out how to create defensible space on your property? Request a Home Ignition Zone Inspection from
the Santa Clara County FireSafe Council! A trained representative will walk your property with you for up to 60 minutes and
share recommendations for defensible space and home hardening. For more information, visit www.saratoga.ca.us/fire
Become a Firewise Community
Take action and work with your neighbors to reduce wildfire risk for the whole community. The Firewise Community
designation is awarded by the National Fire Protection Association to neighborhoods who work together to prepare and
protect their homes. Learn more at www.saratoga.ca.us/fire
CITY OF SARATOGA WILDLAND URBAN INTERFACE
SAFETY & WILDFIRE PREPAREDNESSCITY o f S ARATO
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PSPS Ready
On days when there is a risk for fire, PG&E may turn off your power
to reduce risk of wildfire. Prepare now for a Public Safety Power
Shutoff (PSPS) event by making sure PG&E has your current contact
information so you will receive an alert before your power is turned
off. If you qualify as a medical baseline customer, you can get extra
notifications in advance of a PSPS event, and a lower rate on your
energy bill. Plan ahead, especially if you depend on powered medical
devices, by installing generators and having an evacuation plan. Visit
www.saratoga.ca.us/PSPS for more information.
Red Flag Warnings When conditions are ripe for extreme fire behavior, the United States
Weather Service will issue a Red Flag Warning. Be on high alert and
avoid activities that could cause a fire, like driving over or trimming
dry grass. Be ready for the possibility of a fire by relocating large
animals outside of the fire risk area and preparing members of your
household with medical or mobility issues to evacuate if needed. For
more info, visit www.sccfd.org/rsg
Evacuation Planning
Before you are asked to evacuate, take time to prepare. Start by
signing up for emergency notifications at alertscc.com to receive
evacuation information. Then visit www.sccfd.org/rsg to learn how
to create an evacuation plan for your family.
More Information www.saratoga.ca.us/fireCITY o f S ARATO
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Update on Community Wildfire
Protection Plan Progress
November 18, 2020
COMMUNITY WILDFIRE PROTECTION PLAN
In 2016, the County of Santa Clara developed a Community Wildfire Protection Plan (CWPP)
for all of Santa Clara County. The CWPP is a strategic plan for creating a safer Wildland Urban
Interface (WUI) in the County. It includes strategic goals that aim to mitigate wildfire risk,
establish cooperative relationships before a fire occurs, and improvements that can help
improve firefighter safety and protect at-risk populations, critical facilities, and natural
resources.
Recognizing that wildfires can easily cross jurisdictions, the County included annexes in the
CWPP that address specific issues within jurisdictions in the County. The Saratoga City
Council adopted the Saratoga Annex as the City’s CWPP in August 2018.
The strategic goals in the CWPP encompass a wide variety of efforts that fall under the
responsibility of several agencies, including the Santa Clara County Fire Department, Fire
Safe Council, the City, as well as a few other organizations. Many of the strategic goals
identified have been completed or are being conducted on an ongoing basis. However, there
are several that have not yet been implemented or that the City can take a more active role
in. The following section, Future City Efforts, outlines the City’s plans to implement the goals
that it is directly responsible for as well as contribute to the completion of the CWPP goals.
The last section, Update on Status of Strategic Goals, is an update on the status of all the
goals identified in the CWPP.
FUTURE CITY EFFORTS
1. Santa Clara County FireSafe Council: The FireSafe Council is identified as a resource in
many of the CWPP goals, including those related to education, reducing ignitability, and
reducing wildfire fuels. Continuing the City’s ongoing partnership and agreement with
the FireSafe Council will help ensure that it can continue to provide support for
implementation of the CWPP. Staff will be evaluating the City’s current agreement with
the FireSafe Council and assessing whether amendments are needed to continue and
advance the critical efforts being managed by the FireSafe Council.
2. Firewise Communities: Many of the strategic goals include a focus on educating
residents about wildfire preparedness and encouraging them to reduce wildfire fuel s.
Firewise Communities is identified as one of the strategies for achieving these two goals.
The City will continue outreach and education on Firewise Communities and work with
the FireSafe Council to provide coaching for groups that are working on Firewise
Communities certification.
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3. Outreach and Education: The City, County Fire Department, and FireSafe Council have
successfully collaborated on outreach and education related to wildfire preparedness.
The City will continue coordination on communications and will support efforts of County
Fire and FireSafe Council to achieve outreach and education strategic goals. Additionally,
with permission of the Mayor, the City will seek to recognize the annual National Fire
Prevention Week and Wildfire Prevention Week allow the City to help amplify outreach
related to fire awareness.
4. Wood Shake Roofs: Strategic goal SI1 calls for phasing out of wood shake roofs in the
Wildland Urban Interface area. Older wood shake roofs are considered a fire risk. The
Building Code allows construction of new Class A wood shake roofs, which have a fire-
resistant underlayment that mitigate risks of traditional wood shake roofs. However, fire-
resistant treatment in these roofs degrade over time and must be reapplied. There is
concern that some property owners may be unaware of this requirement and it has been
suggested that wood shake roofs be eliminated, even if they meet Class A requirements .
Staff will be assessing options to address the concerns associated with wood shake roofs,
such as provide incentives to replace wood shake roofs, prohibit installation of new wood
shake roofs, or conduct outreach on the need to periodically reapply chemical
treatments, and will be preparing a future City Council agenda item for direction.
5. Removal of Problematic Tree Species: Strategic goal SI5 would result in adoption of
landscape standards. One way that the City can support this goal is reducing barriers to
removal of problematic tree species, such as blue gum eucalyptus. Staff plans to review
example ordinances that allow removal of problematic trees and present options to the
City Council for consideration and direction.
6. Landscape Design Plans: Strategic goal SI6 calls for the FireSafe Council to prepare a
“Right Plant – Right Place” resource document for contractors that includes a list of non-
flammable plants. City staff will support this goal by reviewing example ordinances that
would require landscape plans for properties in the Wildland Urban Interface to comply
with defensible space plant spacing and materials and will return to the City Council for
further direction.
7. Evaluation of Roads: Strategic Goal FC8 calls for identification of roads that cannot
accommodate two-way flow of traffic during an evacuation and developing a plan for
improving these roads where feasible. Staff will begin working on this project starting in
2021.
8. Funding for Fuel Reduction: Strategic goals FR1 and FR7 include fuel treatments along
trails and evacuation routes for to reduce overall fuel load, for fuel break purposes, and
to help keep roads open during fires. Allocating funds for fuel treatments along both
trails and evacuation routes would help increase progress towards this goal. Additionally,
a regular allocation of funding for fuel reduction would meet the objective of strategic
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goal FR7 to manage fuels regularly overtime. Staff will be exploring opportunities to
increase funding for fuel reduction as part of the Fiscal Year 2021/22 budget for City
Council consideration.
UPDATE ON STATUS OF STRATEGIC GOALS
Recommendations for Public Outreach and Education
Strategic Goal E01 & E05: Educate Citizens on how to achieve contemporary WUI code
compliance in retrofits/cost. Provide workshops and/or demonstration sites, and emergency
preparedness meetings. Use American Red Cross volunteers and other preparedness
experts. Attend community functions and hold special meetings to provide guidance for
creating household emergency plans. Use Ready, Set, Go! Program.
Project: Wildfire Preparedness and WUI Code Workshops
Coordinator: Santa Clara County Fire, FireSafe Council
Status: Ongoing. County Fire held its first wildfire workshop in Saratoga two years
ago, workshops planned for 2020 were canceled due to COVID -19. The
Department is working on opportunities to hold the workshops virtually.
Santa Clara County FireSafe Council is supporting implementation of this
goal by providing support for developing Firewise Communities and small
informational meetings, such as neighborhood evacuation workshops.
Strategic Goal EO3: Organize a community group made up of residents and agency
personnel to develop and communicate relevant defensible space messages. Such a group
could coordinate with fire departments or FireSafe Council.
Project: Form community working group for defensible space outreach.
Coordinator: Santa Clara County Fire, FireSafe Council, Local Fire Departments,
residents, Eagle Scouts, High School Volunteer Programs
Status: Ongoing. County Fire has proactively outreached on defensible space
through the Ready, Set, Go! Campaign and Brush Abatement notifications.
Santa Clara County FireSafe Council has been hosting and continues to
offer defensible space workshop and help neighborhoods to become
certified as Firewise Communities.
Strategic Goal EO4: Media involvement.
Project: Develop a local newspaper column or community newsletter for the
Saratoga community that provides fire safety information, promotional
information for fire departments, fire announcements and emergency
planning.
Coordinator: Santa Clara County Fire, City of Saratoga
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Status: Ongoing. County Fire and the City regularly collaborate on messaging. This
has included a joint postcard from the City, Fire Department, and FireSafe
Council mailed to all residents in the Saratoga WUI in September 2020,
median banner messaging, social media outreach, and annual weed and
brush abatement program notices.
Strategic Goal E10: Insurance Services informational meetings.
Project: Outreach to community to schedule an Insurance Services meeting. Invite
Insurance Services representatives to speak to group regarding ways to
improve WUI insurance ratings in the community.
Coordinator: Santa Clara County Fire, FireSafe Council, Insurance Services
Status: Rescheduled. County Fire workshops on this topic were planned for 2020
but were canceled due to COVID-19. County Fire is working on
rescheduling the workshops.
Strategic Goal EO11: Increase signage/replace or augment existing signage.
Project: Increase signage/replace or augment existing signage. Use existing
signage to spread fire prevention message along highways and in public
open space areas (trailheads, info kiosks) to reduce human ignitions.
Promote the use of existing electronic signs at firehouses and other locales
to display fire prevention information, safety messages, and fire danger
rating linked to safety actions.
Coordinator: Santa Clara County Fire, Saratoga Fire Protection District, City of Saratoga
Status: Ongoing. The City and County Fire have collaborated on this goal by
promoting the County Fire Ready, Set, Go! Campaign and defensible space
through use of the City’s Median Banner Program.
Recommendations for Reducing Structural Ignitability
Strategic Goal SI1: Retrofit/Eliminate flammable roofs.
Project: Identify all wood shake roofed properties within planning area and target
homeowners with outreach on retrofitting roofs.
Coordinator: Santa Clara County Fire, City of Saratoga
Status: Work on this goal has not started, but County Fire and the City have had
preliminary discussions on how to collaborate on implementation of the
goal. One area of concern is related to construction of future wood shake
roofs. While new wood shake roofs in the WUI must be treated to resist
fire, this chemical treatment degrades over time and some property
owners may not know to reapply the treatment.
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Strategic Goal SI5: Adopt landscape standards for recommended plant landscape materials.
Project: Adopt landscape standards for recommended plant landscape materials.
Coordinator: FireSafe Council
Status: Ongoing. The FireSafe Council has been holding fire resistance workshops
to educate property owners on suitable plants and landscape design.
Strategic Goal SI6: Develop landscape contractor maintenance program for “Right Plant –
Right Place” and maintenance.
Project: Develop landscape contractor non-flammable plant list.
Coordinator: FireSafe Council, homeowners’ associations
Status: Ongoing. The FireSafe Council does provide landscaper education to help
promote use of fire-resistant plants and defensible space planning.
Strategic Goal SI8: Interactive tool for citizens to use online, ID their property and what
hazard/risks exist and mitigations they can apply to improve their survivability.
Project: Work with County Fire to develop parcel level application of Community
Wildfire Protection Plan risk assessment using Inttera software.
Coordinator: Santa Clara County Fire
Status: To be implemented in the future.
Strategic Goal SI11: Implement spring community yard clean-up days. In combination with
FireSafe Council chipper program.
Project: Implement community work day to encourage yard clean-up and
defensible space maintenance.
Coordinator: Santa Clara County Fire, Local Fire Departments, CAL FIRE, FireSafe Council
Status: Ongoing. The FireSafe Council offers free chipping annually in the City of
Saratoga and promotes community clean-up days through the Firewise
Communities program.
Strategic Goal SI12: Assess and improve accessibility to property. Weekend program to
inform homeowners about emergency response access.
Project: Institute a weekend program to inform homeowners about emergency
response access.
Coordinator: Santa Clara County Fire, Fire Marshall
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Status: Ongoing. The FireSafe Council offers educational workshops for
homeowners that want to learn more about how they can improve access
for first responders, including providing adequate space for emergency
vehicles to turnaround and having clearly marked house numbers. This
information is also included as part of Weed and Brush Abatement
program noticing.
Recommendations for Improving Firefighting Capabilities
Strategic Goal FC2: Define Safe Refuge Areas and establish maintenance program in WUI
areas where fire behavior and evacuation timing is problematic.
Project: Define and delineate spatially Safe Refuge Areas and establish program in
WUI areas where fire behavior and evacuation timing is problematic.
Coordinator: Santa Clara County Fire, CAL FIRE, FireSafe Council
Status: To be implemented in the future.
Strategic Goal FC5: WUI Preplans
Project: Develop WUI preplans and accompanying evacuation plans for all WUI
areas in Santa Clara County using standardized format.
Coordinator: Santa Clara County Fire, CAL FIRE, FireSafe Council
Status: In progress. Development of the Saratoga WUI preplan started in 2019.
Strategic Goal FC8: Where road systems are antiquated and do not provide for proper
evacuation or two-way flow, require removal of obstructions or upgrade to minimum 2 lanes
road system over time.
Project: Evaluate poor road access issues, develop long-term plan for road
improvements where feasible and prioritized routes for evacuation.
Coordinator: City of Saratoga
Status: To be implemented in the future.
Strategic Goal FC11: Investigate and potentially install Fire Detection Robots to alert
departments of a fire start in remote areas.
Project: Investigate installation of Fire Detection Robots on open space lands
adjacent to Saratoga.
Coordinator: Santa Clara County Fire
Status: In progress. Santa Clara County Fire has installed a number of cameras
that provide early detection of wildfires in and around Saratoga.
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Strategic Goal FC14: Where possible encourage sharing of water resources in areas where
residential water supplies may be low or non-existent during periods of drought or when
wells/springs have run dry.
Project: Address water shortage concerns, particularly at high elevations by
following the model currently under way by Loma Prieta Volunteer Fire
Company.
Coordinator: Santa Clara County Fire, Local Fire Departments, Community
Organizations, Local Water Purveyors.
Status: In progress. In recent years, the City supported efforts of the Arrowhead
neighborhood to disband a small private water company to transfer to the
San Jose Water Company system.
Strategic Goal FC15: Where Open Space and Park agencies establish trail head parking
areas, operating facilities such as horse s tables and camping areas that will increase public
access add large capacity water tanks and hydrants for wildfire protection.
Project: Installation of water tanks on Open Space property for fire suppression
purposes.
Coordinator: Midpeninsula Regional Open Space District, County Parks
Status: To be implemented in the future.
Fuel Reduction Treatment Recommendations
Strategic Goal FR1: Incorporate single track trails into defensible fire defense system where
practical.
Project: Form a community working group to work with open space land managers
to collaboratively develop fuel treatment plans on open space lands.
Prioritize treatments along existing trails that could help to provide more
substantial fuel break and break up continuity of fuels.
Coordinator: Open Space Lands
Status: In progress. The City recently participated in discussions with the Parker
Ranch Homeowners Association and Santa Clara County FireSafe Council
about conducting a fuel reduction project along the Parker Ranch Trail.
Strategic Goal FR7: Develop roadside fuel treatment program, including suite of methods
available and suitability mechanism.
Project: Implement roadside brushing/mowing throughout community to increase
buffer from wildfire ignitions and provide for safe evacuation. Community
members to approach FireSafe Council to identify roadside fuel treatment
priorities and seek funding to implement.
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Coordinator: Santa Clara County Roads Department, City of Saratoga, Private Road
Associations, Utility Companies
Status: In progress. Through the City’s agreement with the FireSafe Council, fuel
treatments have been conducted along several City roads.
Strategic Goal FR9: Assistance program for hazardous fuel reduction and defensible space.
Project: Establish assistance program for hazardous fuel reduction and defensible
space for elderly or physically challenged individuals within Saratoga.
Coordinator: Neighborhood Groups, Homeowners Associations
Status: Complete. Through the City’s agreement with the FireSafe Council, elderly
or individuals with disabilities may apply for assistance in establishing
defensible space or reducing hazardous fuels.
Strategic Goal FR11: Create sustainable programs for creating defensible space at the
parcel level.
Project: Create sustainable programs for creating defensible space at the parcel
level.
Coordinator: Santa Clara County Fire Department, Homeowners, FireSafe Council,
Homeowners Association
Status: Ongoing. Through the City’s agreement with the FireSafe Council, free
chipping is offered annually. Additionally, both the Brush and Weed
Abatement Programs help to ensure defensible space is maintained at the
parcel level.
Recommendations for General Planning Projects
Strategic Goal GP1: Ensure project sustainability.
Project: The CWPP serves as the wildfire component of Saratoga Local Hazard
Mitigation Plan and General Plan – Safety and other element amendments.
Coordinator: City of Saratoga
Status: Partially Complete. The CWPP has been integrated into the Local Hazard
Mitigation Plan and will be incorporated into the Safety Element of the
General Plan as part of the next update.
Strategic Goal GP3: Ensure project sustainability.
Project: Designate a member of the Countywide CWPP Core Team for CWPP
Updates, develop methods for sustainability of hazardous fuel reduction.
Coordinator: Santa Clara County Fire Department
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Status: In progress. County Fire is currently considering reevaluating CWPP
datasets, risk assessment models, and triggers for updates to the CWPP.
The City is also encouraging sustainable hazardous fuel reduction through
its partnership with the FireSafe Council and promotion of Firewise
Communities. The City can further support implementation of this goal by
regularly reviewing CWPP completion status and identifying a reliable
source of funds for hazardous fuel reduction (example: Mello-Roos
Community Facility Districts for new subdivisions).
Strategic Goal GP4: Parcel level defensible space inspection task force.
Project: Join Countywide task force to do parcel level inspection work to enhance
model; utilize portable data collection and ArcGIS as analysis tools.
Coordinator: Santa Clara County Fire Department
Status: Ongoing. Parcel level inspection work is conducted annually through the
Brush and Weed Abatement Programs.
Strategic Goal GP5: Countywide standards for data gathering and risk analysis.
Project: Develop countywide standard and method for continued data gathering
and risk analysis.
Coordinator: Santa Clara County Fire Department
Status: In progress. County Fire is currently working on implementation of this
goal.
Strategic Goal GP7: Add hyperspectral and LiDAR imaging to periodic aerial photography
flights.
Project: Seek LiDAR and hyperspectral imagery for aerial photography of Saratoga.
Coordinator: Santa Clara County Fire Department
Status: Complete.
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RESOLUTION NO. 20-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
RE-ESTABLISHING A WILDFIRE PUBLIC SAFETY TASK FORCE
WHEREAS, the City Council formed a Wildfire Public Safety Task Force via resolution
19-007 to serve from February 2019 through the end of November 2020 in an advisory capacity
to the City Council on matters related to wildfire and emergency preparedness; and
WHEREAS, the Wildfire Public Safety Task Force was charged with providing
recommendations on improvements and additions to the City of Saratoga Community Wildfire
Protection Plan, strategies to strengthen wildfire hazard mitigation and emergency preparedness
efforts in Saratoga, and serve as community ambassadors on the topics of wildfire and emergency
preparedness; and
WHEREAS, the City Council wishes to re-establishthe Wildfire Public Safety Task Force
to carry out the work described above; and
WHEREAS, the Task Force will be comprised of five members, each member nominated
by a member of the City Council and appointed by the City Council; and
WHEREAS, the Wildfire Public Safety Task Force shall serve for a limited term ending
November 30, 2022; and
WHEREAS, the Wildfire Public Safety Task Force shall hold regular meetings every other
month and schedule special meetings as needed; and
WHEREAS, the Wildfire Public Safety Task Force shall be subject to City Code Article
2-12 City Commissions (not including City Code Section 2-12.020(d), which by its terms does not
apply to committees such as the Task Force) and other City policies and State laws that apply to
the operation and administration of City Commissions; and
WHEREAS, the Wildfire Public Safety Task Force will not be subject to the City of
Saratoga Conflict of Interest Code; and
WHEREAS, each member of the City Council is hereby requested to submit their
nomination to the Public Safety Task Force to the City Clerk no later than January 6, 2021 so that
appointments to the Public Safety Task Force may be made at the January 20, 2021 City Council
Meeting.
NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga hereby
establishes a new Wildfire Public Safety Task Force for a limited term ending November 30, 2022.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 16
th day of December 2020 by the following vote:
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AYES:
NOES:
ABSENT:
ABSTAIN:
______________, Mayor
ATTEST:
DATE:
Debbie Bretschneider, CMC
City Clerk
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SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Kayla Nakamoto, Administrative Analyst
SUBJECT:Community Event and Street Closure Grant Program for Fiscal Year
2021/22
RECOMMENDED ACTION:
Provide direction on the proposed allocations for Fiscal Year 2021/22 Community Event and Street
Closure Grant Secured Funding recipients and allocations; and, suspend the competitive
Community Event Grant Program and competitive Street Closure Grant Program.
BACKGROUND:
In Fiscal Year 2013/14, City Council approved the implementation of the Community Event Grant
Program to assist local, volunteer-run events that help build a sense of community in Saratoga.
The program includes a competitive application process, as well as secured funding for several
traditional events/organizations, exempting these events/organizations from the competitive
application process. Each December, the City Council confirms the events/organizations that
receive secured funding and individual allocation amounts for the following Fiscal Year. The
Council also establishes total funding for the following Fiscal Year for the Community Event
Grant Program competitive process and Street Closure Grant Program. For the current fiscal year,
the Council allocated $41,000 for secured community event grants, $9,550 for competitive
community event grants, $22,000 for a secured street closure grant, and $13,000 for an additional
competitive street closure grant.
Due to the COVID-19 restrictions, some of the Community Event Grant recipients held virtual
events or made modifications to comply with all guidelines. The City Council also re-appropriated
some of the event grant funding to COVID-19 financial assistance grants to key community
partners.
Community Event Grant Program Secured Funding Recipients and Allocations
Staff is seeking direction from the City Council on any changes to the secured funding recipients
and allocation amounts for Fiscal Year 2021/22. Secured funding recipients and allocations for
Fiscal Year 2017/18 through 2020/21 are noted below.
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Secured Funding Recipient 2017/18 2018/19 2019/20 2020/21
Blossom Festival $5,000 $5,000 $5,000 $5,000
Chamber of Commerce Events $8,000 $8,000 $9,500 $9,500
Classic Car Show $10,000
Fourth of July Celebration $2,500 $2,500 $2,500 $2,500
Hakone Matsuri $5,000 $5,000
Memorial Day Observance $1,000 $1,000 $1,000 $1,000
Saratoga Community Band Concert in the Park $1,000 $1,000 $1,000 $1,000
Saratoga Village Development Council Events $2,000 $3,500 $2,000 $2,000
SASCC Health and Wellness Fair $5,000 $5,000
TOTAL $19,500 $21,000 $31,000 $41,000
Street Closure Grant Program Secured Funding Recipient and Allocation
Like the Community Event Grant Program, the Saratoga Chamber of Commerce’s Classic Car
Show receives a secured Street Closure Grant and is exempted from the annual application process.
This grant covers costs associated with closing Big Basin Way, such as permits, signage, and law
enforcement. Staff is requesting direction from the City Council on any changes to the secured
funding recipient and allocation amount forthe Fiscal Year 2021/22 Street Closure Grant Program.
Secured funding for the Street Closure Grant Program from Fiscal Year 2017/18 through 2020/21
is shown below. The table below shows the Street Closure Grant Program total grant allocations.
Street Closure Grant Program 2017/18 2018/19 2019/20 2020/21
Chamber of Commerce Classic Car Show
(secured funding grant)
$20,000 $22,000 $22,000 $22,000
Suspension of Competitive Community Event Grant Program and Competitive Street
Closure Grant Program
Staff is recommending that the City Council consider the suspension of the Competitive
Community Event Grant and the competitive Street Closure Grant Program for Fiscal Year
2021/22. COVID-19 has posed a variety of challenges for community event organizers, such as
bans on gatherings that have caused a number of event cancellations. This would represent a
budget savings of $22,550.
Competitive Community Event Grant recipients for Fiscal Year 2020/21 are shown below. This
includes total individual event grant awards for the 6 recipients that total in the amount of $9,550.
Competitive Community Event Grant Program
(Fiscal Year 2020/21 Recipients)
Amount
Bollywood in the Park 2020 $2,000
IOOF Annual Easter Egg Hunt $1,500
Saratoga Symphony Concerts $1,050
Celebrating Differences Carnival $1,000
Sacred Heart Saratoga Community Carnival $2,000
Mitzvah Day at Congregation Beth David $2,000
TOTAL $9,550
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ATTACHMENTS:
Attachment A – Resolution 20-047 Community Event Grant Program Policy
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PROGRAM POLICY
PROGRAM POLICY TITLE: Community Event Grant Program Policy
CITY COUNCIL APPROVAL: July 1, 2020 via Resolution No. 20-047
I. PURPOSE
This policy outlines the criteria Council applies to determine secured and unsecured funding
allocations for the Community Event Grant Program. The objective is to provide guidelines
to administer a program that is in-line with Council direction and is helpful to event
organizers wishing to request community grant funding. This policy is effective with the
Community Event Grant process beginning in December 2019.
II. ELIGIBILITY CRITERIA
The criteria for receiving Community Event Grant funding is listed below:
a. Event is a volunteer-led event held in Saratoga.
b. Event is free and open to everyone.
c. The event concentrates on Saratoga’s character, diversity or history.
d. The event celebrates the community as a whole and is not limited to a small group such
as reunions.
III. PROGRAM REQUIREMENTS
The Community Event Program requirements are listed below:
a. Community Event funding applications are to include an itemized list of expenses
identifying specific expenses desired for grant funding. The application must be
completed, signed, and submitted during the annual application process. Off-cycle
requests are not allowed.
b. Event organizers are to obtain a minimum of $1 million liability insurance coverage for
the event. Events organized by individuals or an informal group of individuals, that are
not a part of or related to any non-profit corporation or other legal business entity,
may request City Council approval for event insurance to be provided by the City’s
insurance program. Events approved to receive event insurance through the City’s
insurance program include: Saratoga’s Independence Day Celebration, Saratoga Village
Development Council events, and Bollywood in the Park.
c. Unsecured event funding requests are limited to a maximum of $2,000.
d. Events run by organizations receiving Secured Community Event Grant Funding are not
eligible to apply for discretionary funding.
IV. ANNUAL APPLICATION PROCESS
The application process begins in December for the following Fiscal Year. The timeline is
outlined below:
a. December - Council reviews and determines both secured and unsecured funding
amounts for the next fiscal year’s Community Grant allocations.
b. January - Applications for unsecured funding grants are available and event organizers
are invited to apply.
c. February - Completed applications are due. Applications are reviewed and compiled for
Council review.
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PROGRAM POLICY
d. March - Council determines the unsecured funding distribution for events based on
funding availability and need.
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SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:Public Works
PREPARED BY:Macedonio Nunez, Senior Engineer
______
SUBJECT: Valley Transportation Authority’s 2016 Measure B 10-Year Outlook Base Scenario
______
RECOMMENDED ACTION:
Adopt Resolution supporting the opposition of Valley Transportation Authority’s (VTA) 2016 Measure
B 10-Year Outlook Base Scenario.
BACKGRAOUND:
In 2016, the voters of Santa Clara County approved the Measure B one-half (1/2) cent sales tax for 30 years
to fund congestion relief projects and improve local roads pavement conditions. The VTA in November
2020 began presenting the proposed 2016 Measure B 10-Year Outlook Base Scenario (Attachment A) to
the VTA Board of Directors’ advisory committees. This new proposal by VTA staff has been presented as
an analysis to start discussion and is not a recommendation. However, this proposal does not show any
funding over the next ten years for the Local Streets and Roads (LSR) program and would prioritize BART
Phase II. The Measure B LSR funding has been a critical part of our annual Pavement Maintenance
Program (PMP) budget, representing approximately 26% ($578,210) of the City’s $2.22 million budget for
roadway paving and street repairs this fiscal year. The City has received the following Measure B
allocations from the past cycles:
One-time advance: $139,736
FY18: $586,229
FY19: $586,229
FY20: $578,210
FY21: $578,210
Over the last several years the annual allocation to the City’s PMP budget have increased to improve the
roadways pavement conditions and to avoid future deferred maintenance cost. The PMP funding comes
from several revenues and this fiscal year amounts are the following:
Measure B County Sales Tax: $578,210
Refuse Truck Road Impact Fess: $351,300
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Gas Tax: $748,205
State Senate Bill 1 (SB 1): $539,781
It is critical that funding for the LSR funding does not get removed and it is therefore recommended by
staff to approve the resolution (Attachment B) provided by Supervisor Joseph Simitian (Attachment C) to
formally oppose the 2016 Measure B 10-Year Outlook Base Scenario.
ATTACHMENTS
Attachment A – 2016 Measure B 10-Year Outlook Base Scenario
Attachment B – Resolution
Attachment C – Supervisor Joseph Simitian’s Memorandum
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RESOLUTION NO. ________
RESOLUTION OF THE CITY OF SARATOGA
OPPOSING THE VALLEY TRANSPORTATION AUTHORITY’S
2016 MEASURE B 10-YEAR OUTLOOK BASE SCENARIO
WHEREAS, in 2016, the Valley Transportation Authority (VTA) Board of Directors
placed before the voters of Santa Clara County Measure B, a one-half cent sales tax measure
operative for 30 years that would fund nine program categories, with the primary goals to provide
meaningful congestion relief throughout the County and improve road pavement conditions; and,
WHEREAS, the nine program categories included in 2016 Measure B are: Local Streets
and Roads, BART Phase II, Bicycle/Pedestrian, Caltrain Grade Separation, Caltrain Corridor
Capacity Improvements, Highway Interchanges, County Expressways, State Route 85 Corridor,
and Transit Operations; and,
WHEREAS, BART Phase II is just one of the nine programs authorized in the Measure
and is limited to a maximum of 25 percent of the total Measure B revenues; and,
WHEREAS, in November 2020, VTA administration began presenting VTA Board of
Directors’ advisory committees with a proposed 2016 Measure B 10-Year Outlook Base Scenario,
covering program allocations for Fiscal Year 2022 to Fiscal Year 2032, that contain built-in
assumptions that are unacceptable to the City of Saratoga; and,
WHEREAS, the built-in assumptions are that the BART Phase II project is the highest
priority for the next ten years, providing it with first call on the Measure B revenues, and that
minimal bonding will be used to fund BART Phase II, which results in little to no Measure B
funding being available for the majority of the other Measure B programs during this 10-year
period; and,
WHEREAS, under the Base Scenario, the six program areas that are currently identified
for zero Measure B funding over the ten-year period are Local Streets and Roads, Caltrain Grade
Separation, Caltrain Corridor Capacity Improvements, Highway Interchanges, County
Expressways, and State Route 85 Corridor; and,
WHEREAS, this approach is inconsistent with the promises made to the voters in 2016
because it will not result in meaningful progress being made for all nine programs over the first
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fifteen years of the measure; rather, progress will be deferred on most programs until the second
fifteen years of the measure which violates voters’ and taxpayers’ trust and expectations in
approving the Measure; and,
WHEREAS, in approving Measure B, voters countywide agreed to pay an increased half
cent sales tax for thirty years, thereby instituting one of the highest sales tax rates in the Bay Area
and State, yet under the proposed 2016 Measure B 10-Year Outlook Base Scenario only a small
portion of the County will benefit and the bulk of county taxpayers will be paying increased taxes
and see few significant benefits for a ten-year period; and,
WHEREAS, eliminating and/or significantly reducing investments in the other programs
will result in worsening congestion throughout the entire County, worsening pavement conditions
throughout the entire county, increased costs due to project delays, and increased delays for long
lead-time projects; and,
WHEREAS, front-loading BART Phase II as proposed in the 2016 Measure B 10-Year
Outlook Base Scenario programs the project to receive nearly $2 billion in tax revenues
(presumably in inflation-adjusted year of expenditure dollars), without providing similar inflation-
adjusted funding for other programs, and notwithstanding the fact that anticipated tax revenues are
down (thereby reducing the 25 percent share); and,
WHEREAS, it is imperative that the Measure B 10-Year Outlook serve the needs of the
entire county to the greatest extent possible and not be focused on a single project to the exclusion
of the other essential Measure B programs; and,
WHEREAS, the VTABoard of Directorsshould considera range of options for the BART
Phase II project so other Measure B programs also receive funding during this 10-year period,
including approaches such as more aggressive bonding, borrowing other funds, and/or using other
funding sources for BART Phase II, as well as the possibility of further phasing or slowing the
BART Phase II project.
NOW, THEREFORE, BE IT RESOLVED that the City of Saratoga opposes the VTA’s
proposed 2016 Measure B 10-Year Outlook Base Scenario and urges the VTA Board of Directors
to reject the proposal/scenario; and,
BE IT FURTHER RESOLVED that the City of Saratoga urges the VTA Board of
Directors to support a Measure B 10-Year Outlook that balances investments among all nine
Measure B programs, including avoiding or minimizing reductions in the annual formula programs
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(Local Streets and Roads, Bicycle/Pedestrian, and Transit Operations) and maintaining progress
for the capital projects in the other programs that are already under way during this 10-year period,
thereby ensuring countywide benefits as promised in the 2016 ballot measure.
PASSED AND ADOPTED by the City of Saratoga, State of California, on ___ day of
__________, 2020, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________
Mayor
City of Saratoga
Attest:
_______________________
Debbie Bretschneider,
City Clerk
City of Saratoga
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M E M O R A N D U M
To: Interested Parties
From: S. Joseph Simitian, Supervisor
Re: VTA 2016 Measure B Funding Proposal/Scenario
Date: November 25, 2020
In 2016, the Valley Transportation Authority (VTA) Board of Directors placed before the voters
of Santa Clara County Measure B, a one-half cent sales tax measure operative for 30 years that
would fund nine program categories, with the primary goals to provide meaningful congestion
relief throughout the County and improve road pavement conditions. Measure B was approved by
the voters by over a two-thirds vote.
The nine program categories of transportation projects authorized in Measure B are: Local Streets
and Roads; BART Phase II; Bicycle and Pedestrian; Caltrain Grade Separation; Caltrain Capacity
Improvements; Highway Interchanges; County Expressways; State Route 85 Corridor; and Transit
Operations.
Measure B expressly caps the allocation for BART Phase II at a maximum of 25 percent of
Program Tax Revenues, estimated to be about $1.5 Billion. The $1.5 Billion estimate is based on
the April 2017 total Measure B revenues forecast of $6.3 Billion as stated in Measure B.
This year VTA administration is proposing to establish a 10-year revenue and expenditure outlook
exclusively for the Measure B program to include in its budget process. For Measure B, VTA
administration have indicated that a combination of revenue shortfalls and the need to prioritize
cash spending on the BART Phase II project may require spending deferrals in other Measure B
program categories.
In November 2020, VTA administration began presenting VTA Board of Directors’ advisory
committees with a proposed 2016 Measure B 10-Year Outlook Base Scenario (attached), covering
program allocations for Fiscal Year 2022 to Fiscal Year 2032 . Among others, presentations were
made to the Technical Advisory Committee (TAC) and the Policy Advisory Committee (PAC).
S. J OSEPH S IMITIAN
S UPERVISOR , F IFTH D ISTRICT
S ANTA C LARA C OUNTY
COUNTY GOVERNMENT CENTER, EAST WING
70 WEST HEDDING STREET, 10TH FLOOR
SAN JOSE, CALIFORNIA 95110
TEL: (408) 299-5050 or (650) 965-8737 FAX: (408) 280-0418
supervisor.simitian@bos.sccgov.org • www.supervisorsimitian.com
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The TAC is comprised of one senior staff member (usually the public works or planning director)
from each of the county's 15 cities, the County of Santa Clara, and various other local government
jurisdictions. The TAC advises the VTA Board on technical aspects of transportation-related
policy issues and initiatives. At its November 10 meeting, and in response to the presentation of
the 2016 Measure B 10-Year Outlook Base Scenario, the TAC formed an Ad Hoc Committee to
work with VTA administration to propose alternate 10-Year Outlook scenarios that balance the
funding for BART Phase II with the needs of the other Measure B programs, to ensure Measure B
continues to provide countywide benefits, and advise the TAC on a preferred scenario to
recommend to the VTA Board of Directors.
The PAC is comprised of representatives from each of the 15 cities and the County of Santa Clara.
The PAC is intended to ensure that all jurisdictions within the county have access to the
development of VTA's policies. At its November 12 meeting, the PAC voted 10-0 to refuse
receipt of the informational presentation of the 2016 Measure B 10-Year Outlook Base
Scenario.
Both the TAC and PAC reacted negatively to the 2016 Measure B 10-Year Outlook Base Scenario
containing built-in assumptions that result in little to no Measure B funding being available for the
majority of the other Measure B programs during the 10-year period. The six program areas that
are currently identified for zero Measure B funding over the ten-year period are Local
Streets and Roads, Caltrain Grade Separation, Caltrain Corridor Capacity Improvements,
Highway Interchanges, County Expressways, and State Route 85 Corridor.
These assumptions underlying the Base Scenario include placing the BART Phase II project as the
highest priority for the next ten years, providing it with first call on Measure B revenues, and
proposing minimal bonding to fund BART Phase II.
Prioritizing BART Phase II funding over the next 10 years in a way that eliminates and/or
significantly reduces investments in the other programs creates significant challenges and risks.
These challenges and risks include worsening congestion throughout the entire County, worsening
pavement conditions throughout the entire county; increased costs due to project delay; and
increased delays for long lead-time projects.
The 2016 Measure B 10-Year Outlook Base Scenario programs the BART Phase II project to
receive nearly $2 billion in Program Tax Revenues (presumably in inflation-adjusted year of
expenditure dollars), without providing similar inflation-adjusted funding for other programs, and
notwithstanding the fact that anticipated tax revenues are down (thereby reducing the 25 percent
share).
The 2016 Measure B 10-Year Outlook Base Scenario also includes debt servicing and financing
costs for Fiscal Year 2028 through Fiscal Year 2032 totaling $20 million. These costs are solely
attributable to the BART Phase II project, yet they are presented in a separate line item. This
approach results in the BART Phase II debt servicing financing costs being charged against overall
Program revenues effectively reducing the amount of funding available for the other eight program
categories.
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It is understood that Measure B is a 30-year program and not all projects can be delivered in the
first 10 to 15 years. However, the Measure B 10-Year Outlook needs to serve the entire County to
the greatest extent possible, including by avoiding or minimizing reductions in the annual formula
programs (Local Streets and Roads, Bicycle/Pedestrian, and Transit Operations) and maintaining
progress for the capital projects in the other programs which are already under way. In short, the
10-Year Outlook cannot be focused on a single project to the exclusion of the other Measure B
programs.
The attached resolution is designed to serve as a vehicle for those who wish to formally oppose
the 2016 Measure B 10-Year Outlook Base Scenario and urge the VTA Board of Directors to reject
the Base Scenario. The resolution also calls on the VTA Board to support a Measure B 10-Year
Outlook that balances the investments among the nine Measure B programs, thereby ensuring
Countywide benefits as promised in the 2016 ballot measure. Finally, the resolution encourages
the VTA Board of Directors to consider options for the BART Phase II project so other Measure
B programs also receive funding during the 10-year period, including approaches such as more
aggressive bonding, borrowing other funds, and/or using other funding sources for BART Phase
II, as well as the possibility of further phasing or slowing the BART Phase II project.
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SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, CMC, City Clerk
SUBJECT:Commission Local Appointments List and Terms Expiring in 2021
RECOMMENDED ACTION:
Adopt the Local Appointments List for terms expiring in the 2021 calendar year and give staff
direction on the recruitment of a Planning Commissioner vacancy for a 5 year or 1 year term.
BACKGROUND:
As required by the Maddy Act (Government Code Section 54970-54974) and as stated in
Municipal Code Section 2-12.010(f), “on or before December 31 of each year, the City Clerk shall
prepare and the City Council shall adopt a list of all Commissions containing the following
information:
1.A list of the qualifications necessary for each Commissioner position; and
2.A list of all Commissioner terms which will expire during the next calendar year, including
the name of the incumbent Commissioner, the date of appointment, the date the term
expires and the qualifications necessary for the position.
This list shall be made available to the public and shall be posted in the office of the City Clerk.”
Qualifications for Service on a Commission:
Most Commissioners must be a resident and registered voter of Saratoga. However, one member
of the Library & Community Engagement Commission must be a resident of Monte Sereno and
Youth Commissioners are not required to be registered voters. Additionally, each Commission
applicant must attend at least one meeting of the Commission he or she is applying to before being
interviewed by the City Council. Commissioners may not hold an elected public office and cannot
be employed by the City of Saratoga.
Additionally, most Commission terms are 4 years and Commissioners are limited to two full
consecutive terms on a single Commission. Partial terms are not considered full terms. Youth
Commission terms, however, are 2 years and Youth Commissioners may not serve more than one
term.
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Special qualifications for service on the City’s Commissions are noted below.
Commission Special Qualifications
Heritage Preservation -One member to be nominated by the Saratoga Historical
Foundation.
-Two members shall be appointed from among the disciplines
of architecture, history, architectural history, planning,
archeology or other historic preservation related disciplines
such as urban planning, architecture/construction, American
studies, American civilization, cultural geography or cultural
anthropology. The candidate nominated by the Saratoga
Historical Foundation can qualify as this professional
member.
Library & Community
Engagement
-One member is nominated by the City of Monte Sereno.
Parks and Recreation -No special qualifications.
Planning -No special qualifications, however, members must be able to
attend regular meetings that are held on the 2nd Wednesday of
the month at 7:00 p.m. in the Civic Theater, site visits held
the day before public hearings, and Commission study
sessions.
Traffic Safety -No special qualifications.
Youth -Members must be a resident of Saratoga in grades 7-12.
-Applicants must be eligible to serve a full 2-year term to be
considered for appointment, which prohibits appointment of
applicants who will be a high school senior during their first
year on the Commission.
Commission Attendance & Purpose
In addition to providing information about special qualifications and expiring terms in calendar
year 2021, staff also provides the City Council with information about Commissioner attendance
at regular meetings and the purpose or powers of Commissions as provided in Council Resolutions
or the City Code (Attachment A). If a Commissioner is absent from three regular meetings in a 12-
month period without permission from the Chair (or in the case of the Chair, the Mayor), the
Commissioner’s office becomes vacant. The Commissioner may request that the vacancy be
excused by filing a letter with the City Clerk within 30-days of the effective date of vacancy. Any
Youth Commissioner who misses more than three regular meetings within a school year will be
automatically removed from the Commission, unless the absence is approved by the City Council.
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Terms Expiring in 2021
In total, there are 12 Commissioners ending their terms in 2021 and two vacancies have been
created by election of two Commissioners to the City Council. The Heritage Preservation
Commission seat expiring in 2021 is subject to special qualifications of one member nominated
by Saratoga Historical Foundation. These Commission seats expiring in 2021 are noted below.
Term
End First Last Commission
Elig. for
Reappointment?
3/31/21 Razi Mohiuddin Planning Yes
3/31/21 Vacant (Walia)Planning N/A
3/31/22 Vacant (Fitzsimmons)Planning N/A
6/30/21 Michelle Liu Youth No
6/30/21 Carolyn Wang Youth No
6/30/21 Nivi Madhan Youth No
6/30/21 Nicita Raamkumar Youth No
6/30/21 Alex Zhai Youth No
9/30/21 Robert Gulino Library & Community
Engagement Yes
9/30/21 Ping Li Parks and Recreation No
9/30/21 Rick Pearce Parks and Recreation No
12/31/21 Annette Stransky Heritage Preservation No
12/31/21 Manil Vasantha Traffic Safety Yes
12/31/21 Mitch Kane Traffic Safety No
Attachment B includes the tentative schedule of Commission recruitments for 2021.
Recruitment of Planning Commissioner
Due to the election to City Council of Kookie Fitzsimmons, the Planning Commission will have
three openings to appoint in March 2021. Kookie Fitzsimmons term would end on March 31,
2022. City Code, 2-12.060 provides that “if the unexpired portion of the term is one year or less,
the City Council may appoint a Commissioner to serve the remaining portion of the term and a
subsequent full term.” Given the Commission meeting schedule and the requirement that
Commission candidates attend at least one Commission meeting prior to applying for a
Commission position the earliest that Council could make an appointment to the Planning
Commission is March 17, 2021.
In light of this timing and the provision in the City Code allowing appointment for a five year term,
Council could make that appointment effective for a term to expire March 31, 2022 or could make
the appointment effective April 1, 2021 with a term to expire March 31, 2026. Staff requests
direction as to whether the recruitment to fill that vacancy should be for a 5 year or 1 year term.
ATTACHMENTS:
Attachment A –Commission Local Appointments List
Attachment B – 2021 Tentative Commission Recruitment Schedule
1316941.1
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HERITAGE PRESERVATION COMMISSION
CURRENT MEMBERSHIP & ATTENDANCE INFORMATION
First Name Last Name Term Ending
Eligible for
Reappointment Special Qualifications Regular Meeting Absences 2020
Rina Shah 12/31/2022 No Architectural/Building
Professional
Vacant 12/31/2023
Jo Rainie Rogers 12/31/2020 Yes
Alexandra Nugent 12/31/2020 No 1/14/2020 (excused)
Annette Stansky 12/31/2021 No Historical Foundation
Representative
CITY CODE 13-10.050 – POWERS AND DUTIES
The Heritage Commission shall be advisory only to the City Council, the Planning Commission and the agencies and
departments of the City and shall establish liaison and work in conjunction with such authorities to implement the
purposes of this Chapter. The Heritage Commission shall have the following powers and duties:
(a) Conduct, or cause to be conducted, a comprehensive survey of properties within the boundaries of the City for
the purpose of establishing the Heritage Resource Inventory. To qualify for inclusion in the Heritage Resource
Inventory, a property must satisfy any one or more of the criteria listed in Section 13-15.010 of this Chapter. The
Inventory shall be publicized and periodically updated, and a copy thereof shall be kept on file in the Planning
Department.
(b) Recommend to the City Council specific proposals for designation as a historic landmark, heritage lane or
historic district.
(c) Recommend to the appropriate City agencies or departments projects and action programs for the recognition,
conservation, enhancement and use of the City's heritage resources, including standards to be followed with
respect to any applications for permits to construct, change, alter, remodel, remove or otherwise affect such
resources.
(d) Review and comment upon existing or proposed ordinances, plans or policies of the City as they relate to
heritage resources.
(e) Review and comment upon all applications for building, demolition, grading or tree removal permits involving
work to be performed upon or within a designated historic landmark, heritage lane or historic district, and all
applications for tentative map approval, rezoning, building site approval, use permit, variance approval, design
review or other approval pertaining to or significantly affecting any heritage resource. The Commission’s
comments shall be forwarded to the City agency or department processing the application within thirty days
after receiving the request for such comments.
(f) Investigate and report to the City Council on the availability of federal, state, county, local or private funding
sources or programs for the rehabilitation and preservation of heritage resources.
(g) Cooperate with county, state and federal governments and with private organizations in the pursuit of the
objectives of heritage conservation.
(h) Upon the request of a property owner or occupant and at the discretion of the Heritage Commission, render
advice and guidance on the conservation, rehabilitation, alteration, decoration, landscaping or maintenance of
any heritage resource; such voluntary advice and guidance shall not impose any regulation or control over any
property.
(i) Participate in, promote and conduct public information and educational programs pertaining to heritage
resources.
(j) Perform such other functions as may be delegated to it by resolution or motion of the City Council.
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LIBRARY & COMMUNITY ENGAGEMENT COMMISSION
CURRENT MEMBERSHIP & ATTENDANCE INFORMATION
First Name Last Name Term Ending
Eligible for
Reappointment Special Qualifications
Regular Meeting Absences
2020
Eric Lewis 9/30/2024 Yes
Victoria Zhang 9/30/2023 Yes
Christina Meiser 9/30/2022 Yes
Robert Gulino 9/30/2021 Yes
Steven White 9/30/2021 Yes Monte Sereno Representative 8/25/2020 (excused)
RESOLUTION NO. 20-055 – BASIC RESPONSIBILITIES & DUTIES
BASIC RESPONSIBILITIES
The Library & Community Engagement Commission shall serve as an advisory and liaison body. Its basic responsibilities
shall include the following:
1. Provide counsel and recommendations on Library policies, budgets, plans and procedures to the Saratoga City
Council, and the Santa Clara County Library. Identify and bring to the attention of the City Council, the City staff,
and the Santa Clara County Library staff (as appropriate) current and prospective issues and questions relating to
Library policies and activities.
2. Provide counsel and recommendations to the Saratoga City Council on increasing public engagement in City
government, supporting cultural and artistic programs in the community, and fostering a stronger, more inclusive
community.
3. As directed by the City Council, evaluate and assess community concerns, support City engagement programs,
and perform such other activities as may be directed by the Saratoga City Council.
DUTIES
In carrying out its basic responsibilities, the Library & Community Engagement Commission shall perform the following
duties:
1. Hold formal meetings as required (see preceding Section on "Administration”).
Maintain communications with the City Council, City staff, Santa Clara County Library staff, and the Saratoga
Community Librarian
2. Serve in an advisory capacity on major engagement initiatives or policies to help create a more inclusive and
engaged community, including providing support in identifying and connecting with different groups in the
community (such as other governmental, educational, and non-profit organizations).
3. Maintain within the Commission a continuity of knowledge of Library, operations, and City community
engagement policies and strategies.
4. Keep generally informed on technical developments that could have a bearing on the Library's policies or
strategies.
5. Provide support and/or advice on events related to the Library and City.
6. Work with and engage "Friends of the Saratoga Libraries", the Saratoga Teen Advisory Board, and other support
groups as may be desirable concerning the Library.
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PARKS AND RECREATION COMMISSION
CURRENT MEMBERSHIP & ATTENDANCE INFORMATION
First Name Last Name Term Ending Eligible for Reappointment
Special
Qualifications Regular Meeting Absences 2020
Michelle Wang 9/30/2024 Yes N/A
Renee Paquier 9/30/2023 No N/A 3/10/2020 (excused)
Vacant 9/30/2022 Yes N/A
Ping Li 9/30/2021 No N/A 1/14/2020 (excused)
Rick Pearce 9/30/2021 No N/A
RESOLUTION NO. 432 – POWERS & DUTIES
The powers of the Parks and Recreation Commission are advisory only and it shall render all reports and
recommendations directly to the City Council, unless otherwise directed by the Council. The Commission does not
constitute a planning agency with the terms and meaning of Government Code Section 65100 of the State of California.
The Commissions' powers and duties, in such advisory capacity to the City Council, shall include the following:
(a) to recommend a parks and recreation program, and the programming and implementation thereof, to the Council;
(b) advise the Council specifically on design, use, development, financing, care and maintenance of parks and
playgrounds; landscaping along thoroughfares and other City streets; walkways, pathways, equestrian paths,
streambeds, protection and promulgation of trees, and such other matters as may be requested by the Council.
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PLANNING COMMISSION
CURRENT MEMBERSHIP & ATTENDANCE INFORMATION
First Name Last Name Term Ending
Eligible for
Reappointment
Special
Qualifications Regular Meeting Absences 2020
Vacant 3/31/2022 Yes N/A
Clinton Brownley 3/31/2022 Yes N/A
Sunil Ahuja 3/31/2023 Yes N/A 5/13/2020 (excused), 10/14/2020
(excused)
Anjali Kausar 3/31/2023 Yes N/A
Herman Zheng 3/31/2024 Yes N/A
Vacant 3/31/2021 Yes N/A
Razi Mohiuddin 3/31/2021 Yes N/A
CITY CODE 2-15.030 POWERS & DUTIES
The Planning Commission is hereby designated as the planning agency of the City, as described in Section 65100 of the
Government Code, and shall exercise the functions of a planning agency as prescribed in Section 65101 of the
Government Code. The Planning Commission shall also exercise the powers and perform the duties conferred upon it by
this Code and assigned to it from time to time by the City Council.
GOVERNMENT CODE 65100
There is in each city and county a planning agency with the powers necessary to carry out the purposes of this title. The
legislative body of each city and county shall by ordinance assign the functions of the planning agency to a planning
department, one or more planning commissions, administrative bodies or hearing officers, the legislative body itself, or
any combination thereof, as it deems appropriate and necessary. In the absence of an assignment, the legislative body
shall carry out all the functions of the planning agency.
GOVERNMENT CODE 65101
(a) The legislative body may create one or more planning commissions each of which shall report directly to the
legislative body. The legislative body shall specify the membership of the commission or commissions. In any event,
each planning commission shall consist of at least five members, all of whom shall act in the public interest. If it
creates more than one planning commission, the legislative body shall prescribe the issues, responsibilities, or
geographic jurisdiction assigned to each commission. If a development project affects the jurisdiction of more than
one planning commission, the legislative body shall designate the commission which shall hear the entire
development project.
(b) Two or more legislative bodies may:
(1) Create a joint area planning agency, planning commission, or advisory agency for all or prescribed portions of
their cities or counties which shall exercise those powers and perform those duties under this title that the
legislative bodies delegate to it.
(2) Authorize their planning agencies, or any components of them, to meet jointly to coordinate their work, conduct
studies, develop plans, hold hearings, or jointly exercise any power or perform any duty common to them.
186
TRAFFIC SAFETY COMMISSION
CURRENT MEMBERSHIP & ATTENDANCE INFORMATION
First Name Last Name Term Ending
Eligible for
Reappointment
Special
Qualifications
Regular Meeting
Absences 2020
Belal Aftab 12/31/2022 Yes N/A
Ray Cosyn 12/31/2022 Yes N/A 3/12/2020 (excused),
11/12/2020 (excused)
Christopher Coulter 12/31/2023 Yes N/A 1/9/2020 (excused),
7/9/2020 (excused)
Jonathan "Jojo"Choi 12/31/2023 Yes N/A 1/9/2020 (excused)
Manil Vasantha 12/31/2021 Yes N/A
Mitch Kane 12/31/2021 No N/A 3/12/2020 (excused)
David McIntyre 12/31/2020 Yes N/A 1/9/2020 (excused)
RESOLUTION NO. 05-032 – MISSION
The exclusive mission of the Traffic Safety Commission shall be to investigate, review, and analyze issues, and make
recommendations to the City Council and City staff regarding traffic safety. The Commission shall work to increase
awareness of, and attention to, the traffic safety needs of the community by improving communications and
involvement between the community, and the City government on services, needs and programs.
187
YOUTH COMMISSION
CURRENT MEMBERSHIP & ATTENDANCE INFORMATION
First Name Last Name Term ending
Eligible For
Reappointment School
Regular meeting
absences 2020
Michelle Liu 6/30/2021 No The Harker School
Nivi Madhan 6/30/2021 No Lynbrook High School
Nicita Raamkumar 6/30/2021 No Saratoga High School
Carolyn Wang 6/30/2021 No Saratoga High School
Alexandra Zhai 6/30/2021 No The Harker School
Timothy Leung 6/30/2022 No Redwood Middle School 11/10/2020 (excused)
Cameron Hicks 6/30/2022 No Crystal Springs Uplands
School
Jacob Huang 6/30/2022 No The Harker School
Aria Jain 6/30/2022 No The Harker School
Linnea Bradley 6/30/2022 No Saratoga High School
Nicole Lu 6/30/2022 No Saratoga High School
RESOLUTION NO. 18-056, SECTION 2
SECTION 2: The powers of the Youth Commission are advisory only, and it shall render all reports and
recommendations directly to the City of Council, unless otherwise directed by the Council. The Commissioners’ powers
and duties, in such advisory capacity to the City Council, shall include the following:
(a) To develop and recommend guidelines involving the concerns of youth and the programming and
implementation thereof, to the Council;
(b) Advise the Council generally on matters which concern youth and specifically on the various aspects of the
city matters related to youth as may be requested by Council.
188
Tentative 2021 City of Saratoga Commission Recruitment Schedule
Commission Recruitment Start Application Deadline Interviews Appointment Vacancies Scheduled Meetings
Planning December 2020 Feb. 17, 2021 March 3, 2021 March 17, 2021 3*Jan. 13, 2021
Feb. 10, 2021
Youth January 2021 April 21, 2021 May 4, 2021 May 19, 2021 5 Jan. 12, 2021
Feb. 9, 2021
March 9, 2021
April 13, 2021
Library & Community
Engagement
March 2021 Aug. 18, 2021 Sept. 1, 2021 Sept. 15, 2021 2*April 27,2021
June 22, 2021
Aug. 24, 2021
Parks & Recreation March 2021 Aug. 18, 2021 Sept. 1, 2021 Sept. 15, 2021 2 March 9, 2021
May 11, 2021
July 13, 2021
Heritage Preservation July 2021 Nov. 17, 2021 Dec. 1, 2021 Dec. 15, 2021 1 Aug. 10, 2021
Sept. 7, 2021
Oct. 12, 2021
Nov. 9, 2021
Traffic Safety July 2021 Nov. 17, 2021 Dec. 1, 2021 Dec. 15, 2021 2*July 8, 2021
Sept. 9, 2021
Nov. -Regular
meeting date is
Veteran’s Day
* Incumbent(s) eligible for reappointment
Notes:
Recruitments structured to try to allow for at least 3 regular meetings during recruitment period
189
SARATOGA CITY COUNCIL
MEETING DATE:December 16, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, CMC, City Clerk
SUBJECT:2021 City Council Assignments
RECOMMENDED ACTION:
Adopt the resolution approving the 2021 City Council assignments.
BACKGROUND:
Every December, City Council assignments are reviewed and updated as needed. At the December
2, 2020 City Council meeting, the City Council reviewed the list of agencies and committees (not
individual Council Member assignments). No assignments were added or removed, but staff was
asked to note that the assignment to Silicon Valley Clean Energy will also include subcommittee
assignments.
Council Members have been asked to share their assignment preferences with the City Clerk by
December 15, 2020. The City Clerk will provide the assignment preferences to the Mayor directly
following the City Council Reorganization.The Mayor’s recommended Council assignment list
will then be provided to the City Council as a supplemental attachment prior to the December 16,
2020 City Council meeting.
ATTACHMENTS:
Attachment A -Resolution Approving Council Assignments (Exhibit A to be provided as a
supplemental attachment)
Attachment B -Assignment Descriptions
190
RESOLUTION NO. 20-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ESTABLISHING CITY COUNCIL ASSIGNMENTS FOR CALENDAR YEAR 2021
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, beginning on December 2, 2020, the City Council and Council members-
elect had the opportunity to review the list of committees and was asked to provide input to the
City Clerk on 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 2021 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 16
th day of December 2020 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
DATE:
Debbie Bretschneider, CMC, City
Clerk
1316940.1
191
Saratoga City Council Assignment Descriptions
AGENCY ASSIGNMENTS –VOTING DESCRIPTION
Association of Bay Area Government
(ABAG) General Assembly
ABAG is the Regional Planning Agency for the nine counties in the San Francisco Bay Area.
The General Assembly includes one delegate from each of the nine counties as well as one
delegate from each of the cities in those nine counties. The General Assembly reviews policy
recommendations from the ABAG Executive Board, establishes annual membership fees,
reviews the ABAG Association bylaws, and considers policy, annual budget, and work
program during the General Assembly Conference.
More Information:https://abag.ca.gov/about-abag/what-we-do/how-we-
govern/general-assembly
Contact: Fred Castro, ABAG Clerk of the Board
fcastro@bayareametro.gov
Meeting Schedule: The General Assembly meets at least once a year as part of the
General Assembly Conference. The Conference is held in Oakland in the spring (and
occasionally also in the fall), date and time to be announced. MEETING VIA ZOOM
UNTIL FURTHER NOTICE
Cities Association of Santa Clara
County Board of Directors
The Cities Association of Santa Clara County is an association of the 15 cities and the County.
It serves as a forum to discuss issues of mutual concern. The Board of Directors includes one
representative of each city in the County.
More Information: http://citiesassociation.org
Contact: Andi Jordan, Executive Director
(408) 766-9534 andi@citiesassociation.org
Meeting Schedule: Meetings are held on the second Thursday of every month,
except July, at 7:00 p.m. at Sunnyvale City Hall at 456 West Olive Avenue in
Sunnyvale.MEETING VIA ZOOM UNTIL FURTHER NOTICE
Cities Association of Santa Clara
County Legislative Action Committee
The Cities Association Legislative Action Committee considers regional and statewide issues
that are of interest to the cities of Santa Clara County. The Committee includes one
representative of each city in the County.
192
More Information: http://citiesassociation.org
Contact: Andi Jordan, Executive Director
(408) 766-9534 andi@citiesassociation.org
Meeting Schedule: The Legislative Action Committee meets the second Thursday
of the month prior to the Board of Director’s Meeting (usually at 5:00 p.m. or 6:00
p.m.) at Sunnyvale City Hall at 456 West Olive Avenue in Sunnyvale. MEETING VIA
ZOOM UNTIL FURTHER NOTICE
Cities Association of Santa Clara
County City Selection Committee
The Cities Association Selection Committee periodically convenes to make appointments to
regional and local bodies, pursuant to Government Code 50270-50279.4. The Committee
includes one representative of each city in the County.
More Information: http://citiesassociation.org
Contact: Andi Jordan, Executive Director
(408) 766-9534 andi@citiesassociation.org
Meeting Schedule: The Cities Selection Committee meets the second Thursday of
the month prior to the Board of Director’s Meeting (usually at 5:00 p.m. or 6:00
p.m.) at Sunnyvale City Hall at 456 West Olive Avenue in Sunnyvale. MEETING VIA
ZOOM UNTIL FURTHER NOTICE
Hakone Foundation Board of
Trustees
The Hakone Foundation is a 501c3 nonprofit that operates Hakone Gardens in Saratoga. In
accordance with the City’s lease agreement with the Hakone Foundation, two members of
the City Council shall represent the City of Saratogaon the Board of Trustees. The two Council
Members have the same rights and duties of other members of the Board of Trustees.
More Information: http://www.hakone.com/about/board-of-trustees.html
Contact: Shozo Kagoshima, Executive Director
(408) 741-4994 shozo.kagoshima@hakonegardens.org
Meeting Schedule: The Board meets at 5:00 p.m. on the third Thursday of
February, April, June, August, October, and December, and holds special meetings
as needed at Hakone Gardens, Cultural Exchange Center at 21000 Big Basin Way in
Saratoga.MEETING VIA ZOOM UNTIL FURTHER NOTICE
193
Hakone Foundation Executive Board Per the City’s agreement with the Hakone Foundation, the City is entitled to one position on
the Hakone Foundation Executive Board. The Mayor or a Council Member selected by the
Mayor may fill the position.
More Information: http://hakone.com/about/board-of-trustees.html
Contact: Shozo Kagoshima, Executive Director
(408) 741-4994 shozo.kagoshima@hakonegardens.org
Meeting Schedule: There is no regular meeting schedule of the Executive Board.
Meetings are scheduled as needed by the Executive Board Chairperson. Meetings
are held at Hakone Gardens, Cultural Exchange Center at 21000 Big Basin Way in
Saratoga.MEETING VIA ZOOM UNTIL FURTHER NOTICE
KSAR 15 Saratoga Community Access
Cable Television Foundation Board of
Directors
The KSAR 15 Saratoga Community Access Cable Television Foundation is a 501c3 nonprofit
that operates the local access television channel in Saratoga. The Board of Directors is
comprised of one member of the Saratoga City Council, a member of the City of Saratoga
staff, one representative of West Valley College, and a minimum of four (with a maximum of
twelve) residents of Saratoga who are subscribers to Saratoga’s cable television system. The
Board establishes policies and priorities for the management and operation of the local
community access television station.
More Information: http://www.ksar15.org/home/index.php
Contact: Kaitlan Zizzo, Station Manager
stationmanager@ksar15.org
Meeting Schedule: The Board meets on the fourth Wednesday of every other
month at 3:30 p.m. at Saratoga City Hall at 13777 Fruitvale Avenue in Saratoga.
MEETING VIA ZOOM UNTIL FURTHER NOTICE
Santa Clara County Housing and
Community Development Advisory
Committee
The Committee is comprised of one representative of the Santa Clara County Board of
Supervisors and one representative of the cities of Saratoga, Campbell, Los Altos, Los Altos
Hills, Los Gatos, Monte Sereno, and Morgan Hill. The jurisdictions represented are part of the
Community Development Block Grant (CDBG) Urban County, which receives funding from
the United States Department of Housing and Urban Development to assist lower-income
individuals as well as people with special needs.
194
More Information: https://www.sccgov.org/sites/osh/Pages/home.aspx
Contact: Frank Soriano, Deputy Clerk
(408) 299-5075 frank.soriano@cob.sccgov.org
Meeting Schedule: The Committee meets three times during the Fiscal Year at 6:15
p.m. at the County Government Center at 70 West Hedding St., San Jose. MEETING
VIA ZOOM UNTIL FURTHER NOTICE
Santa Clara County Library District
Board of Directors
The Santa Clara County Library District JPA is the governing board for the County Library
District. The JPA includes a City Council representative from each of the jurisdictions in the
district, including Saratoga, Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Milpitas,
Monte Sereno, Morgan Hill, and two Santa Clara County Supervisors.
More Information: http://www.sccl.org/about/governance/jpa-board-meetings
Contact: Jennifer Weeks, County Librarian
(408) 293-2326 ext. 3001 jweeks@sccl.org
Meeting Schedule: The JPA meets four times a year in January, April, June, and
October at 12:00 pm. The January, April, and October meetings are held on the on
the fourth Thursday. The June meeting is held on the first Thursday. Meetings are
held at the Santa Clara County Library Services and Support Center at 1370 Dell
Avenue in Campbell. MEETING VIA ZOOM UNTIL FURTHER NOTICE
Santa Clara Valley Water Commission The Santa Clara Valley Water Commission advises the Santa Clara Valley Water District Board
of Directors on issues related to water supply, flood protection, and environmental
stewardship. Commission Members include representatives from each of the cities in the
County, the Water District, the County, Santa Clara County Open Space Authority, and
Midpeninsula Regional Open Space District.
More Information: https://www.valleywater.org/how-we-
operate/committees/board-advisory-committees
Contact: Glenna Brambill, Office of Clerk of the Board
(408) 630-2408 gbrambill@valleywater.org
195
Meeting Schedule: The Water Commission meets on the 4th Wednesday at 12:00
p.m. in January, July, and October. In April the Commission meets on the 2
nd
Wednesday at 12:00 p.m. Meetings are held at the District Headquarters at 5700
Almaden Expressway in San Jose. MEETING VIA ZOOM UNTIL FURTHER NOTICE
Saratoga Area Senior Coordinating
Council Board of Directors
The Saratoga Area Senior Coordinating Council (SASCC) is a 501c3 nonprofit that seeks to
provide access to physical and social activities for aging adults in the community and
operates the Saratoga Senior Center, Adult Day Program, and Reach Your Destination Easily
(RYDE). The Board of Directors includes one member of the Saratoga City Council.
More Information: https://www.sascc.org/
Contact: Tyler Taylor, Executive Director
(408) 868-1257 tylor@sascc.org
Meeting Schedule: The Board meets on the fourth Tuesday of every month at 4:00
p.m. at the Saratoga Senior Center, Magnolia Room at 19655 Allendale Avenue in
Saratoga.MEETING VIA ZOOM UNTIL FURTHER NOTICE
Silicon Valley Clean Energy Authority
Board of Directors
Silicon Valley Clean Energy is a Joint Powers Authority that provides clean energy to
customers in 13 Silicon Valley communities through PG&E power lines. Silicon Valley Clean
Energy is one of several Community Choice Energy programs in the San Francisco Bay Area.
The Authority is governed by a Board of Directors that includes representatives from each of
the participating communities, including Saratoga, Campbell, Cupertino, Gilroy, Los Altos,
Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Sunnyvale,
and the County of Santa Clara. The Board of Directors has 5 subcommittees and each Board
Member will be on at least one.
More Information: http://www.svcleanenergy.org/
Contact: Andrea Pizano, Board Clerk
(408) 721-5301, ext. 1005 andrea.pizano@svcleanenergy.org
Meeting Schedule: Meetings are held the 2nd Wednesday of each month at 7:00
p.m. at the Cupertino Community Hall at 10350 Torre Avenue in Cupertino.
MEETING VIA ZOOM UNTIL FURTHER NOTICE
196
Santa Clara/Santa Cruz Counties
Airport/Community Roundtable
The Santa Clara/Santa Cruz Counties Airport/Community Roundtable is an aircraft-noise
mitigation forum that brings together municipalities and community members in the region
to seek resolutions to aircraft noise concerns. The Roundtable includes representatives of the
cities of Saratoga, Cupertino, Los Altos, Los Altos Hills, Mountain View, Santa Clara,
Sunnyvale, Santa Clara County, San Francisco International Airport, and Federal Aviation
Administration.
More Information: https://scscroundtable.org/
Contact: Evan Wasserman
(916) 231-1166 ewasserman@esassoc.com
Meeting Schedule: Meetings will be every other month on the 4th Wednesday at
1:00 p.m. at Santa Clara City Hall at 1500 Warburton Avenue in Santa Clara.
MEETING VIA ZOOM UNTIL FURTHER NOTICE
Valley Transportation Authority
Policy Advisory Committee
The Valley Transportation Authority Policy Advisory Committee (PAC) consists of one city
council member from each of the 15 cities and one member from the Santa Clara County
Board of Supervisors. The PAC ensures that all jurisdictions within the county have access to
the development of VTA's policies.
More Information:http://santaclaravta.iqm2.com/Citizens/Board/1011-Policy-
Advisory-Committee
Contact: Elaine Baltao, Board Secretary
(408) 321-5680 board.secretary@vta.org
Meeting Schedule: The Committee meets on the second Thursday of the month at
4:00 p.m. at the VTA River Oaks Campus at 3331 North First Street, Conference
Room B-106 in San Jose.MEETING VIA ZOOM UNTIL FURTHER NOTICE
Valley Transportation Authority State
Route 85 Corridor Policy Advisory
Board
The State Route 85 Corridor Policy Advisory Board was established to ensure the stakeholder
cities along the State Route 85 corridor are involved in the development of existing and
potential transportation capital projects along the corridor and have the opportunity to
provide input and recommendations to the VTA Board of Directors.
197
More Information: http://santaclaravta.iqm2.com/Citizens/Board/1093-State-
Route-85-Corridor-Policy-Advisory-Board
Contact: Elaine Baltao, Board Secretary
(408) 321-5680 board.secretary@vta.org
Meeting Schedule: The Board meets quarterly on the 4th Monday at 10 a.m.
Meetings are at VTA offices at 3331 N. First Street in San Jose.MEETING VIA
ZOOM UNTIL FURTHER NOTICE
West Valley Clean Water Program
Authority Board of Directors
The West Valley Clean Water Program Joint Powers Authority (WVCWP) serves as the
Stormwater Pollution Prevention Authority for the cities of Campbell, Monte Sereno,
Saratoga, and the Town of Los Gatos. The Authority is governed by the same four-member
Board of Directors as the West Valley Solid Waste Management Authority comprised of one
Council Member from each of the four member agencies.
More Information: http://www.cleancreeks.org/
Contact: Sheila Tucker, Executive Director
(408) 354-4734, ext. 115 stucker@wvcwp.org
Meeting Schedule: The Board meets on the 1st Thursday of February, May,
September, and November at 4:00 p.m. at Monte Sereno City Hall at 18041
Saratoga-Los Gatos Road in Monte Sereno. MEETING VIA ZOOM UNTIL FURTHER
NOTICE
West Valley Solid Waste
Management Authority Board of
Directors
The West Valley Solid Waste Management Joint Powers Authority was formed to coordinate
efforts in carrying out solid waste collection and disposal activities and meet the mandates
of AB939 and the States’ Integrated Waste Management Act for the cities of Saratoga,
Campbell, Monte Sereno, and Los Gatos. The Authority is governed by the same four-
member Board of Directors as the West Valley Clean Water Program Authority.
More Information: http://www.wvswma.org
Contact: Marva Sheehan, Executive Director
(925) 977-6961 msheehan@hfh-consultants.com
198
Meeting Schedule: Meetings are held on the first Thursday of February, May,
September, and November at 5:00 p.m. at Monte Sereno City Hall at 18041
Saratoga Los Gatos Road in Monte Sereno. MEETING VIA ZOOM UNTIL FURTHER
NOTICE
West Valley Mayors and City
Managers Association
The West Valley Mayors and Managers Association is a sub-regional grouping of the VTA
governance structure. It consists of the Mayors and City Mangers from the cities of
Campbell, Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos. It is charged with
selecting the VTA Board member representing the above municipalities (for a two-year term).
Contact: The administrative contact rotates each year with the annual transition of
City host, rotating in alphabetical order.
Meeting Schedule: Meetings are held monthly, typically at 11:30 a.m. or 12:00 p.m.
Locations rotate through the member cities. Meetings in August and December are
typically canceled. MEETING VIA ZOOM UNTIL FURTHER NOTICE
West Valley Sanitation District Board
of Directors
The West Valley Sanitation Special District provides wastewater collection and disposal
services to Campbell, Monte Sereno, Los Gatos, most of Saratoga, and a portion of
unincorporated Santa Clara County. The five-member Board of Directors includes one
Council Member from each of the four west valley cities and the District 1 Santa Clara County
Supervisor. Board members are compensated $210 for each meeting attended.
More Information: http://www.westvalleysan.org/
Contact: Jon Newby, District Manager
(408) 378-2407, ext. 103 info@westvalleysan.org
Meeting Schedule: Meetings are held on the second Wednesday of the month at
5:00 p.m. at the District’s Office located at 110 E. Sunnyoaks Avenue in Campbell.
MEETING VIA ZOOM UNTIL FURTHER NOTICE
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LIAISON ASSIGNMENTS –NON-VOTING DESCRIPTION
Saratoga Chamber of Commerce Board The Saratoga Chamber of Commerce promotes local business through a variety of
programs and services, including networking, member education, business
development, promotion, marketing, and advertising assistance. One member of the
City Council serves as liaison to the Chamber of Commerce Board.
More Information: http://www.saratogachamber.org
Contact: Kelly Medrano, Office Manager
(408) 867-0753 info@saratogachamber.org
Meeting Schedule: The Chamber Board meets on the second Thursday of
the month at 4:00 p.m. at the Chamber of Commerce Office at 14460 Big
Basin Way in Saratoga. MEETING VIA ZOOM UNTIL FURTHER NOTICE
Saratoga Historical Foundation Board of
Directors
The Saratoga Historical Foundation was in created in 1962 to promote interest in
Saratoga history, research and collect records, pictures, artifacts, and other
memorabilia related to local history, and maintain the history for the display and
safekeeping of archival material. One member of the City Council serves as a liaison
to the Historical Foundation Board of Directors.
More Information: http://www.saratogahistory.com/
Contact: Annette Stransky, Board President
(408) 867-7468 annette022003@yahoo.com
Meeting Schedule: The Board meets on the fourth Thursday of the month In
November, the Board meets on the third Thursdays. Meetings begin at 5:00
p.m. and are held at the Saratoga History Museum at 20450 Saratoga-Los
Gatos Road in Saratoga. No meetings are held in August and November.
MEETING VIA ZOOM UNTIL FURTHER NOTICE
Saratoga Ministerial Association The Saratoga Ministerial Association is comprised of representatives from
communities of faith located within the city of Saratoga. The purpose of the group is
to build community and support city residents through cooperation and joint
activities, including the annual Thanksgiving Day service, and other events. One
member of the City Council serves as liaison to the Ministerial Association.
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Contact: Reverend Erik Swanson, Pastor West Hope Presbyterian
esfishrev@gmail.com
Meeting Schedule: Meetings are held on the fourth Wednesday of the
month at noon (except in July, August, and December). The location rotates
among the congregations. MEETING VIA ZOOM UNTIL FURTHER NOTICE
Saratoga Sister City Committee Liaison The purpose of the Sister City Committee is to plan and carry out programs and
activities, which strengthen Saratoga’s relationship with its sister city, Muko-Shi, in
Japan. One member of the City Council serves as liaison to the Sister City Committee.
Contact: Peter Marra
piero@pacbell.net
Meeting Schedule: Meetings are held the first Tuesday of every month at
7:00 p.m. at the Joan Pisani Community Center at 19655 Allendale Avenue.
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COUNCIL COMMITTEE ASSIGNMENTS DESCRIPTION
Council Finance Committee The Finance Committee is a City Council Committee of the whole with two members of
the City Council with voting privileges. The Committee reviews and provides
recommendations on the City’s financial matters, including the budget, financial
policies, and annual audit.
More Information: http://www.saratoga.ca.us/359/Finance-Committee
Contact: Mary Furey. Finance & Administrative Services Director
(408) 868-1221 mfurey@saratoga.ca.us
Meeting Schedule: Meetings are typically scheduled monthly or as needed
during business hours. MEETING VIA ZOOM UNTIL FURTHER NOTICE
Public Art Committee The Public Art Committee is comprised of 2 Council Members and three advisory, non-
voting members. The non-voting members include a representative of the Library and
Community Engagement Commission selected by the Commission and two members
selected by the voting members of the Committee. The Committee considers and
makes recommendations on opportunities for public art in Saratoga.
More Information: www.saratoga.ca.us/publicart
Contact: Crystal Bothelio, Assistant City Manager
(408) 868-1269 cbothelio@saratoga.ca.us
Meeting Schedule: Meetings are held the third Tuesday of every month at
4:00 p.m. at Saratoga City Hall at 13777 Fruitvale Avenue in Saratoga.
MEETING VIA ZOOM UNTIL FURTHER NOTICE
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